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Administration - Board Minutes

MINUTES                                                                                                                                                                       October 12, 2017

The Board of Directors of Region XIV Education Service Center met in regular session at 11:30 p.m. on Thursday, October 12, 2017, at 1850 Highway 351; Abilene, Texas.

Board members present were:  Dr. Gene Shelhamer, Barbara Pittman, Keith Watkins, Larry LeFevre and Kay Hamlin.

Board members absent:  Roger Huber, Francene Allen-Noah and Sue Pond

Staff members present were:  Ronnie Kincaid, Emily Jeffrey, Lenora Peterson, Angie Mendoza, Rose Burks, Emilia Moreno, Lisa White and Melissa Morales.

Dr. Shelhamer called the meeting to order at 11:30 a.m.

Minutes were approved on a motion by Keith Watkins and second by Kay Hamlin. Motion passed unanimously. (Minutes are attached to and made part of this record.)

The Board Report was presented by Mrs. Emily Jeffrey and approved on a motion by Larry LeFevre and second by Barbara Pittman.  Motion passed unanimously.  (Board report is attached to and made a part of this record.)

Mrs. Emily Jeffrey presented the Investment Report and it was approved on a motion by Keith Watkins and second by Barbara Pittman.  Motion passed unanimously.  (Investment Report is attached to and made a part of this record.)

The Second Reading of ESC Localized Policy Manual Update 22 was approved on a motion by Barbara Pittman and second by Kay Hamlin.   Motion passed unanimously.  (ESC Policy Manual Update 22 is attached to and made a part of this record.)

Mrs. Lenora Peterson presented the following budget reports:  West Head Start Budget, West Early Head Start, East Head Start, East Early Head Start, and the Early HS Expansion. The Board was given an opportunity to discuss the budgets and to ask questions.  Keith Watkins made a motion to approve all the Head Start Budgets as presented and Larry LeFevre seconded the motion.  Motion passed unanimously.  (Head Start Budgets are attached to and made a part of this record.)

Mrs. Peterson presented to the board the credit card statement for CYL.  No action is needed. (Credit Card Statement is attached to and made a part of this record.)

Mrs. Lenora Peterson reviewed the ECE Data Management Policy and Procedure with the Board and stated that they will be using PROMIS as their data management tool.

Mrs. Lenora Peterson reviewed the Head Start Program Information Report and asked the Board to approve this report. Barbara Pittman made a motion to approve and Kay Hamlin seconded the motion.  Motion passed unanimously.  (Program Information Report is attached to and made a part of this record.)

Lenora presented to the Board the ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance) Monthly Report; information included: enrollment/child count, attendance list, USDA Meals and Snacks, Policy Council minutes, Board of Director’s roster, Director’s Report, ERSEA Enrollment Criteria, Confidentiality Policy, 1302.12(I) Policy and Procedure Acknowledgement, National Statistics and Communication and Guidance from the Office of Head Start was also shared. (These items are attached and made a part of this record.)

Lenora presented the 2017-20178 Head Start Board Orientation. She reminded the Board that they are legally and fiscally responsible for administering the Head Start program. A signature, from each board member, indicating that information was received, on the Philosophy and Goals of Head Start, Policy Council By-Laws, Roles and Responsibilities of the Board & Policy Council, Conflict of Interest Assurance & Purchasing Assurance, and Internal Impasse was collected.  No action needed on these items. (2017-2018 Head Start Orientation is attached to and made a part of this record.)

Mrs. Lenora Peterson also provided Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) Training (45 CRF Part 1302.10 – 1302.18) (These items are attached and made a part of this record.)

The Board was given a schedule for the AESA conference in San Antonio on November 29-December 2, 2017.  Please let us know if you will not be able to attend as the deadline for cancelling the conference is November 1, 2017.

Mr. Kincaid gave a TEA update and stated they are working on a new strategic plan at the Agency and we are working to establish our own ESC strategic plan in line with TEA’s.  Once we get this plan put together, we will present it to the Board.

Mr. Kincaid stated that part of the Executive Director’s evaluation is a major leadership challenge.  We have 23 districts that are on the bubble on being on the IR list and we will be working towards hopefully reducing the number considerably.

Mr. Kincaid reported that TREA had asked for the ESC’s not affected by the hurricanes to donate school supplies to those that were.  ESC 14 sent word to our districts and we were able to collect a 15 ft. U-Haul trailer full of school supplies along with $800 cash.  They were delivered to Region 13 ESC in Austin and they in turn were distributing the supplies to the ESC’s that were affected by the hurricanes.

There being no further business, the meeting was adjourned at 12:34 p.m. on a motion by Mr. Keith Watkins and seconded by Mr. Larry LeFevre.

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