Cattaraugus & Wyoming Counties Project Head Start 2009 Year End Report Presented to the Board of Directors and Polic

1. Cattaraugus & Wyoming CountiesProject Head Start2009 Year End ReportPresented to the Board of Directors and Policy Council

2. Families are the of Head Start. A Quick Review of 2009 • Committees – Year in Review &Year Ahead – got a lot accomplished • Child Observation Record Over Time - seeing continuous improvement • Federal Onsite Review – findings have been addressed; lots of strengths • Expansion – received Head Start expansion for 34 slots; Early Head Start expansion application still pending • Spending – audit pointed out we spent our ‘reserves’ on programming in 2008 to cover costs • Needs Assessment – it was updated; there are a lot of potentially eligible Head Start & Early Head Start children unserved

3. Great minds begin at Head Start. Some Changes on the Horizon • We will revise Policy Council By-Laws to take effect 1/1/10 to include expansion slots. • We will be implementing Early Reading First in Olean. • One Time Stimulus (ARRA) funding goes away. • We have been nominated by NYS Governor Paterson to be considered as a Center of Excellence, one of ten, in accordance with the Head Start Act of 2007.

4. Families are the of Head Start. This Report and Implications of the ‘New’ Head Start Act - Sec. 644 • Each Head Start agency shall make available to the public a report published at least once in each fiscal year that discloses the following information from the most recently concluded fiscal year, except that reporting such information shall not reveal personally identifiable information about an individual child or parent: (A) The total amount of public and private funds received and the amount from each source. (B) An explanation of budgetary expenditures and proposed budget for the fiscal year. (C) The total number of children and families served, the average monthly enrollment (as a percentage of funded enrollment), and the percentage of eligible children served. (D) The results of the most recent review by the Secretary and the financial audit. (E) The percentage of enrolled children that received medical and dental exams. (F) Information about parent involvement activities. (G) The agency's efforts to prepare children for kindergarten. (H) Any other information required by the Secretary. • This report, on the following pages, will address each of these requirements.

5. Great minds begin at Head Start. Total Amount of Public & Private Funds Received and the Amount from Each Source

6. Families are the of Head Start. An Explanation of Budgetary Expenditures and Proposed Budget for the Fiscal Year • A detailed explanation of budgetary expenditures is included in our HHS grant application(s) which are subsequently approved by HHS. • In 2009, the Board of Directors and Policy Council reviewed and approved all Head Start & Early Head Start grant applications. • ARRA (stimulus) funding came in stages: Permanent and Temporary COLA and Quality, Program Improvement, as well as Head Start Expansion funds were granted. These funds are not in the chart below. • Our FY 2010, or 1/1 to 12/31, proposed federal budget is $3,043,526 (HS, EHS, HS T/TA, EHS T/TA). $760,882 is the non-federal (in-kind) budget requirement for FY 2010, an increase of $23,598 from the prior year.

7. Great minds begin at Head Start. Total number of children and families served Average monthly enrollment as a percentage of funded enrollment Percentage of eligible children served • In 2008-09, there were 291 Head Start families served, reaching 307 children. Our slot level is 282. Head Start expansion of 34 slots will go into effect in January 2010. • In 2008-09, there were 57 Early Head Start families served, reaching 75 children. Our slot level is 50. • In 2008-09, the average monthly enrollment for Head Start was 99.6% (one slot down, one month) and for Early Head Start it was 100%. • The updated needs assessment showed an increase in the number of potentially eligible children, largely due to the slumping economy. The percentage of Head Start eligible children served was 12.2% and 1.4% for Early Head Start based on number of slots divided by estimated number eligible - 282/2,315 for Head Start and 50/3,472 for Early Head Start.

8. Families are the of Head Start. The Results of the Most Recent Review by the Secretary • We participated in our second annual Risk Management Meeting with HHS in June of 2009. There were no actions required of us as a result unlike the first year whereby we submitted our 2008 Wage Comparability Report and a Dental Exam Completion Improvement Plan. • To extent allowed by law, policy and procedure a copy of the independent audit report may be obtained by requesting it in writing to Mr. Fred Simons, Financial Manager at Head Start. • In June of 2009, HHS conducted an extensive onsite review as part of its triennial cycle of reviews. The report was received August 26th and there was 120 days to correct two areas of non-compliance: 1304.51g for Head Start concerning recordkeeping systems for child/family data and 645(a)(B)(iii)(ii)(bb) concerning prioritization for selection especially the 100-130% income level for both Head Start and Early Head Start. Both were addressed and it was so indicated within our 2010 grant application submitted late September 2009.

9. Great minds begin at Head Start. About Our 2008 Audit • Another year with a clean – unqualified audit opinion. • The results of the 2008 independent financial audit were reported to the Board of Directors, shared with Policy Council, and provided to HHS, NYS Dept. Health (CACFP) and United Way of Catt. Co. • Other matters suggested to improve the operating efficiency of the organization were: • The depletion of cash reserves…and recommendation we develop a cash reserve again. We made our 2009 budget more realistic – removing unrealistic placeholders, not filling the job of Administrative Assistant for Technology, and are building the reserve thanks to such things as e-rate and other initiatives. • Late payment of invoices and federal draw downs. We altered, to extent possible, our various contracts (such as for Universal Pre-K funds from school districts) the payment schedules so we have more cash on hand sooner. • Information Technology and Accounting. We are now revising our computer access rights, user names, and passwords both for new client data software and other purposes. • Cash Accounts. We reviewed our four cash accounts and determined there is still a need for four separate accounts.

10. Families are the of Head Start. The Percentage of Enrolled Children that Received Medical and Dental Exams

11. Great minds begin at Head Start. Information about Parent Involvement Activities • Activities and events have included: Co-Operative Extension trainings on Nutrition-Budgeting; Parent Orientation; Policy Council Training; Exploring Parenting; Family – Reading Night activities; First-Aid; Parent Crafts; 1-2-3 Magic; Parent Committee/Center Meetings; Fatherhood initiatives; Health & Dental Care Institutes. • Head Start had 481 total volunteers in 2008-09, of whom 91 were current or former HS or EHS parents while Early Head Start had 249 total volunteers, of whom 104 were current or former HS or EHS parents. • Policy Council remains a cornerstone of parent involvement. • More information is in our Comprehensive Plan.

12. Families are the of Head Start. The Agency's Efforts to Prepare Children for Kindergarten These include, but are not limited to: • revisiting transition improvement projects of years past • aligning our curriculum with that of UPK program(s) • providing families with a summer activity kit • maintaining the of non financial agreements with area school districts as required by the HS Act now in place with all school districts • our overall structured approach to child development and individualization • parent involvement and education • coordination with kindergarten screenings • articles in our parent newsletter Head Start Highlights

13. Great minds begin at Head Start. Any Other Information Required by the Secretary • To the best of our knowledge, there is no other information required. • From the program perspective, HHS is still settling into its role with Head Start within this new Presidential administration.

14. Families are the of Head Start. According to the Act… We Must and We Did Provide Board & Policy Council Certain Information Each Head Start agency shall ensure the sharing of accurate and regular information for use by the governing body and the policy council, about program planning, policies, and Head Start agency operations, including: (A) monthly financial statements, including credit card expenditures; (B) monthly program information summaries; (C) program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency; (D) monthly reports of meals and snacks provided through programs of the Department of Agriculture; (E) the financial audit; (F) the annual self-assessment, including any findings related to such assessment; (G) the communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates; (H) communication and guidance from the Secretary; and (I) the program information reports.

15. Great minds begin at Head Start. Operations Committee 2009 Self Assessment

16. Families are the of Head Start. Health Services Advisory Committee 2009 Self Assessment

17. Great minds begin at Head Start. Administrative Committee 2009 Self Assessment

18. Families are the of Head Start. Other Factors to Consider • Continue to diversify and expand sources of revenue and seek funding for screening equipment • Continue to manage the impact of Salamanca & Olean Church closings on respective centers • Continue Dental Improvement Plan, increasing number of Head Start and Early Head Start children who complete dental exams and, if needed, receive follow up care • Continue to increase number of Early Head Start children who complete lead screenings • Ensure that all self assessment goals are addressed • Manage Head Start expansion, the additional ARRA –stimulus reporting requirements • Fully implement new software, ChildPlus, for children and families records • Early Reading First could be transformational – staff development, curriculum & other resources. • In fall of 2009, we implemented AED equipment training; AED’s now at all locations • We replaced some of our oldest kitchen equipment, but will need more in future; must replace vehicles soon as they age out and get a ‘back up’ spare bus too

19. Great minds begin at Head Start Child Observation Record Over Time Continuous Improvement 2001-2009 • In 2008-09, the rate of gain in five of the six domains increased from the prior year. The sixth domain was virtually same as prior year. • We also analyzed the 2008-09 COR data by two major groupings: 12 classrooms using the High Scope Curriculum and 4 classrooms using Scott Foresman curriculum. There were differences in outcomes that warrants further conversation and ongoing review of data in years to come.

20. Families are the of Head Start. Student Achievement Rates of Gain Continue to Rise

21. Great minds begin at Head Start Student Achievement Rates of Gain Continue to Rise

22. Families are the of Head Start. Staff Development Day in 2008