Transcript Slide 1

Welcome
Governance Workshop
2009
Presenters
Elise Mann
Loukisha Smart-Pennix
1
Possible Governance Definitions
• Method or system of government or
management of the organization
• The way in which an organization is run and
controlled
• ..defines the model to ensure optimal reuse of
services and enforcement of corporate policies
2
Governance
• -The means in which the leading authority, often the
board of directors in a CBO / non-profit
organization, guides and monitors the values and goals
of its organization through policy and procedures.
3
What are your organizational
values and goals
• Do your board members ascribe to them?
• Does your mission statement reflect your
organization’s current values and goals?
4
Who is your leading authority?
•
•
•
•
•
•
Board of Directors ??
Policy Group???
Youth Council??
Advocates??
Combination of bodies
Just You!!!!!
5
Written board procedures
• Board members should have a copy of the
current policies and procedures
• Policies should be reviewed annually
• How will the Board make decisions between
meetings
• Adhering to Human Rights Ordinance of the
City of Chicago
6
Annual training
• Board members receive annual training on
–
–
–
–
Programs
Policies
Budgeting and understanding fiscal reports
Roles and Responsibilities
7
The Board Meets
8
Active members
• Active members
• Do your members attend meetings regularly?
• Does your board share responsibility for your
agency’s development?
– What types of resources are brought to the table
• Fundraising
• In kind services
9
Board Committees
• Do you have a finance committee?
– What types of reports go to the committee?
– What type of recommendations does the committee make?
• Do you have an audit committee?
– Who sees the Single Audit?
– Helps to select your auditor
– Who overseas audit finding resolution?
• Do you have an Personnel committee?
– Who assures that that personnel procedures are updated and
reviewed regularly (i.e. Labor Law updates)?
10
Board committees
• Do you have an Nominating committee?
– Who reviews new candidates for Board of Directors?
– Who recommends candidates to the Board of Directors?
Thoughts:
– Qualified fiscal Board Member (note: Head Start Requirement)
– Resumes for Board Members readily available
11
Knowledge of the organization
and its programs
• Does your Board understand the programs that
you operate?
• Does your Board know the performance metrics
for your FSS funded programs?
–
–
–
–
–
–
Sub Grant Agreement (certifications, staffing patterns )
Fair Housing and Human Rights
Enrollment
Performance Measures and Outcomes
Expenditure levels
Close out deadlines
12
Stick to policy making not day-today issues
• What role does your Board have with policy?
• What role does your Board have with day to day
operational decisions?
• How does your staff support the Board?
• How does the Board support your staff ?
13
Avoid conflicts of interest
•
•
•
•
Arms length transactions
Disclosure rules in place
Procurement policies
Avoid self-serving policies
14
Regular communications
•
•
•
•
•
•
Who reports to the board?
Does the board have access to the minutes?
How do they get copies of the minutes?
Are the minutes approved?
Quorum reached at every meeting
Are reports given before meeting?
– Thought : can members attend via conference calls or the web?
15
Minutes for meetings
16
Minutes for meetings
• Written Agendas for meetings
• Approved minutes
THE MINUTES
– Who was present?
– Which committees reported?
– Who voted for what?
17
Review key financial information
• Does the board see the annual audit
• Does the board receive a budget vs. actual on a
monthly basis?
• Does the board see the budget?
• Does the board know when new grants are received
and lost / reduced?
• Does the board receive a copy of the FSS fiscal reports
and audits?
• Is the Board made aware of disallowed grant costs or
late tax filings ?
18
Annual evaluation of CEO
Will they think I’ve
been doing a good
job????
19
Annual evaluation of CEO
•
•
•
•
•
Annual review (written)
Board expectations of CEO/President
CEO/President expectations of the Board
Compensation
Other Key personnel
20
Insurance
• Do you have Officers and Directors insurance?
• What is Directors & Officers Insurance?
– Directors & Officers insurance provides financial
protection for the directors and officers of your
company in the event they are sued in conjunction
with the performance of their duties as they relate to
the company.
21
IRS FORM
990: New
Governance
Section
22
What Does This Mean?
23
Legal
&
Fiscal
24
Essential Players
in Program Governance
• Key Staff
• Board of Directors
• Policy Committees
25
http://www.acf.hhs.gov/programs/hsb/hsfa/
http://eclkc.ohs.acf.hhs.gov/hslc
http://cys.mycopa.com/
http://www.ilheadstart.org/
Resources
http://www.nhsa.org/
26
3 Essentials Working Together
• 1304.50(d)(1)(i-xii):
Policy Groups must work in partnership
with key management staff, and the governing
body to review, develop, and approve or
disapprove the following policies and
procedures:
(Always cf w/1304.50 Appendix A;
Refer to handout)
27
Relationship of Governing
Bodies
Executive
Director /
Program
Director
Citywide
Parent Policy
Board
Policy Committee
Finance
Human Resources
28
CFR 45 1300 Series 1300 to 1311
Part 1301 - Head Start Grants Administration
Part 1302 - Policies And Procedures For Selection, Initial Funding, And Refunding
Of Head Start Grantees, And For Selection Of Replacement Grantees
Part 1303 - Appeal Procedures For Head Start Grantees And Current Or
Prospective Delegate Agencies
Part 1304 - Program Performance Standards For The Operation Of Head Start
Programs By Grantee And Delegate Agencies
29
Part 1305 - Eligibility, Recruitment, Selection, Enrollment, And Attendance In
Head Start
Part 1306- Head Start Staffing Requirements And Program Options
Part 1307- Reserved For Future Use
Part 1308- Head Start Program Performance Standards On Services For
Children With Disabilities
Subpart A - General
Subpart B - Disabilities Service Plan
Subpart C - Social Services Performance Standards
Subpart D - Health Services Performance Standards
Subpart E - Education Services Performance Standards
Subpart F - Nutrition Performance Standards
Subpart G - Parent Involvement Performance Standards
Part 1309 -Head Start Facilities Purchase
Part 1310- Head Start Transportation
Part 1311- Head Start Fellows Program
30
Subpart A - General
1304.1
Purpose And Scope
1304.2
Effective Date
1304.3
Definitions
Subpart B - Early Childhood Development And Health
Services
.20 Child Health And Developmental Services
a
Determining Child Health Status
b
Developmental, Sensory, And Behavioral Screening
c
Extended Follow-Up And Treatment
d
Ongoing Care
e
Involving Parents
f
Individualization Of The Program
.21 Education And Early Childhood Development
Subpart C - Family And Community Partnerships
.40 Family Partnerships
a
Family Goal Setting
b
Accessing Community Services And
Resources
.51 Management Systems And Procedures
a
Program Planning
b
Communications - General
c
Communication With Families
Communication With Governing Bodies And
Policy Groups
c
Services To Pregnant Women Who Are
Enrolled In Programs Serving Pregnant
Women, Infants, And Toddlers
d
e
Communication Among Staff
d
Parent Involvement - General
f
Communication With Delegate Agencies
e
Parent Involvement In Child Development
And Education
g
Record-Keeping Systems
f
Parent Involvement In Health, Nutrition,
And Mental Health Education
h
Reporting Systems
I
Program Self-Assessment And Monitoring
g
Parent Involvement In Community
Advocacy
.52 Human Resources Management
a
Organizational Structure
h
Parent Involvement In Transition
Activities
b
Staff Qualifications - General
Parent Involvement In Home Visits
c
Early Head Start Or Head Start Director
Qualifications
a
Child Development And Education Approach For All
Children
b
Child Development And Education Approach For
Infants And Toddlers
I
.41 Community Partnerships
d
Qualifications Of Content Area Experts
c
Child Development And Education Approach For
Preschoolers
a
Partnerships
e
Home Visitor Qualifications
b
Advisory Committees
f
Infant And Toddler Staff Qualifications
c
Transition Services
.22 Child Health And Safety
a
Health Emergency Procedures
b
Conditions Of Short-Term Exclusion And
Admittance
c
Medication Administration
d
Injury Prevention
e
Hygiene
f
First Aid Kits
.23 Child Nutrition
g
Classroom Staffing And Home Visitors
Subpart D - Program Design And Management
h
Standards Of Conduct
.50 Program Governance
I
Staff Performance Appraisals
a
j
Staff And Volunteer Health
k
Training And Development
Policy Council, Policy Committee, And
Parent Committee Structure
b
Policy Group Composition And Formation
c
Policy Group Responsibilities - General
d
The Policy Council Or Policy Committee
e
.53 Facilities, Materials, And Equipment
a
Head Start Physical Environment And
Facilities
Parent Committee
b
f
Policy Council, Policy Committee, And
Parent Committee Reimbursement
Head Start Equipment, Toys, Materials, And
Furniture
Subpart E - Implementation And Enforcement
a
Identification Of Nutritional Needs
b
Nutritional Services
c
Meal Service
g
Governing Body Responsibilities
.60 Deficiencies And Quality Improvement Plans
d
Family Assistance With Nutrition
h
Internal Dispute Resolution
.61 Noncompliance
e
Food Safety And Sanitation
Appendix A To 1304.50 Governance And
Management Responsibilities
.24 Child Mental Health
a
Mental Health Services
31
Head Start Performance Standard
1304.50-Program Governance
• 1304.50 is designed to ensure that each
grantee and delegate agency have an
established policy group and a well
functioning governing body that share
responsibility for overseeing the delivery of
high quality services to children and
families.
32
Sample Governance Questions
2008 OHS Monitoring Protocol
33
It Takes A Village…..
Parents
Staff
Management
Quality
Best Practice
Responsive
Accountable
Community
Board
Policy Groups
34
Thank you
35
Smarter than a 5th Grader?
Jeopardy ?
1 vs 100?
2008 OHS Monitoring
Protocol
36