WELCOME 2006 MHS PRESERVICE

1
WELCOME2006 MHS PRESERVICE

• March 28, 2006

2
Presentation Topics

• ? MHS Grantee Team Structure
• ? PIR
• What you reported for Central
  California Migrant Head Start
• What areas we need to improve
  upon
• ? Data Collection
• ? PRISM 2006 Federal Review
• Planning / Preparing
• Common management related
  warning signals

3
Team Structure for MHS Program

• General Program Support
• Regina Friedman
• Diane Williams
• Lety Sida
• Maria Castro
• Alice Trevino -Salud Cervantes-Eva Blevins
• Health Disabilities
• Debra Moser Julie Mulder
• Fiscal
• Ramona Trejo Linda Butterfield
• Fernando Navarro Lizett Aguilar
• Kevin Riley

• T TA
• Veronica Garcia
• Anthony Butera
• Stacy Apley
• Secretarial Support
• Lance Eber - Lana Blakeley
• Policy Council
• Veronica Garcia - Esther Tovar

4
Program Information Report (PIR)

• Highlights of Completed 2004 - 05
• ?Funded Enrollment 2709
• ?Actual Enrollment 2518
• ?Number of children served under 1 year old -
  163
• ?Number of children served 1 year old - 343
• ?Number of children served 2 years old - 550
• ?Number of children served 3 years old - 605
• ?Number of children served 4 years old - 547
• ?Number of children served 5 years old - 310

5
PIR Report (cont)

• ? Number of children whose families were
  over-income - 149
• ? Number of children enrolled in HS for second
  year - 782
• ? Number of children enrolled in HS three years
  or more - 434
• ? Number of children that speak Spanish -
  2,474
• ? Number of children that speak Native Central
  American,
• South American and Mexican Languages - 25
• ? Number of children who were enrolled for less
  than 45 days - 311
• ? Total number of classes operated directly by HS
  - 130
• ? Total number of family child care homes that
  served HS children - 62
• ? Total number of staff members - 692

6
PIR Report (cont)

• ? Total number of staff members who are former or
  current Head Start Parents - 176
• ? Staff Credentials An Assoc. degree,
  ECE/Related (Teachers) - 86
• ? Staff Credentials A CDA credential or State
  Equivalent
• (Teachers) - 156
• ? Staff Credentials A CDA credential or State
  Equivalent
• (Assistant Teachers) - 91
• ? Of the child development staff in, the number
  proficient in a
• language other than English - 379
• ? Teacher Turnover-Total number of teachers who
  left the program
• during the year - 25

7
PIR Report (cont)

• ? Total number of Family and Community
  Partnerships staff - 55
• ? Family and Community Partnerships Family
  Workers with a GED or High School Diploma -
  35
• ? Family and Community Partnerships Family
  Workers with a related Associate degree - 6
• ? Family and Community Partnerships Family
  Workers with a related Baccalaureate degree -
  14
• ? Number of children with an ongoing source of
  continuous, accessible dental care (At
  Enrollment) - 1,527
• ? Number of children with an ongoing source of
  continuous, accessible dental care (End of
  Enrollment Year) - 1,981

8
PIR Report (cont)

• ? Children for whom the MH professional(s)
  consulted with
• program staff about the childs behavior
  and/or mental
• health - 88
• ? Total number of children determined to have a
• disability(ties) - 90
• ? Total number of Head Start families served -
  1,897
• ? Of total number of families, the number of
  two-parent
• families - 1,528

9
PIR Report (cont)

• ? Of total number of families, number of
  single-parent
• families - 369
• ? Less than high school graduates - 1,638
• ? English as a second language training -
  470
• ? Adult education (GED programs, college
  selection) - 179

10
DATA

• Enrollment / Attendance
• COPA Implementation
• Outcomes
• Fiscal
• Program Data

11
ENROLLMENT

• ? Critical to Ensure Full Enrollment by end of
  Program Year
• ? 2004 2005 Data
• ? 2005 2006 Data
• ? Change
• ? Head Start Bureaus Stance

12
PRISM

• General Process
• Planning / Preparation
• Common Warning Signals

13
PRISM

• COMMON
• MANAGEMENT-RELATED
• WARNING SIGNALS
• for
• HEAD START PROGRAMS
• ACROSS THE NATION

14
Governing Body

• Board lacks broad-based representation
• Fiscal expertise limited or non-existent
• Doesnt understand its fiduciary
  responsibilities
• Lacks appropriate committees (e.g., budget, audit)

15
Governing Body (cont)

• Members terms not limited
• No written policies to define roles and
  responsibilities
• Uninformed and/or uninvolved
• Acts as rubber stamp for executive staff

16
Fiscal Staffing

• Frequent turnover
• Not properly compensated
• Lack required knowledge, skills, experiences
• Not trained on Head Start
• Organizationally removed from Head Start
• Not treated as full partners

17
COMMUNICATION

• Among staff
• Between Board and staff
• Between fiscal and program staff
• With parents
• No procedures to resolve internal disputes

18
REPORTING

• Reports late
• Reports incomplete
• Reports inaccurate
• Reports inconsistent
• Reports not reviewed and/or signed by the
  appropriate person(s)

19
AUDITS

• Audits late or forms missing
• Completed but not submitted
• Audit budget inadequate
• Repeat findings
• Board lacks an audit committee
• Same auditor for years

20
BUDGET PREPARATION

• Involvement not broad-based
• No written budget procedures
• Little or no budget training for Policy Council/
  Committees
• Program fiscal staff not equal partners
• Board lack budget committee or committee not
  uninvolved

21
BUDGET MANAGEMENT

• Budgeted and actual amounts not compared
• 11th hour spending
• Large or frequent carryover balances
• Prior approval requests late in year
• Vendors not paid timely

22
NON-FEDERAL SHARE

• Not allowable (Performance Standards)
• Not valued accurately
• Appraisals not current
• Not documented
• Not earned proportionately throughout the year

23
PARTNERSHIPS

• Lack of advance planning
• Unrealistic expectations
• Unfamiliar with each others mechanisms
• Turf issues
• Unwillingness to compromise when possible

24
PRISM - Common MHS Warning Signals

• ? Playgrounds
• ? Disabilities Services
• ? Ongoing Monitoring
• ? Teacher State Certificates
• ? 30 Days for Assessments
• ? Under enrollment

25
WHATEVER IT TAKES