HomeMy WebLinkAbout20090183RESOLUTION
RE: APPROVE FAMILY EDUCATIONAL NETWORK OF WELD COUNTY MIGRANT AND
SEASONAL HEAD START POLICY COUNCIL BYLAWS
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with the Family Educational Network of Weld
County Migrant and Seasonal Head Start Policy Council Bylaws submitted by the Department of
Human Services, and
WHEREAS, after review, the Board deems it advisable to approve said bylaws, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Family Educational Network of Weld County Migrant and Seasonal
Head Start Policy Council Bylaws submitted by the Department of Human Services be, and hereby
are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 21st day of January, A.D., 2009.
BOARD OF COUNTY COMMISSIONERS
ATTEST:
Weld County Clerk to t
BY• //11/ 1/Z -
APPROVED A.: FORM:
Co . 'fAttorney
Date of signature. 7a0/C)
ademache , Pro-Tem
Sean P. Conway /
arbara Kirkmey
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David E. Long
2009-0183
HR0080 Z)/ 0Z7 01
MEMORANDUM
DATE: January 19, 2009
TO: William F. Garcia, Chair, Board of County Commissioners
WILD FROM: Judy A. Griego, Director, Human Sern �s ep ne i
• i �1 I
RE:
By -Laws for Migrant and Seasonal Head Start Policy Council
Enclosed for Board approval are By -Laws for Migrant and Seasonal Head Start Policy Council.
These By -Laws were presented at the Board's January 19, 2009, Work Session.
These By -Laws govern the operations of the Migrant and Seasonal Head Start Policy
Council, a body comprised of Migrant and Seasonal Head Start parents representing each of
the 8 Migrant and Seasonal Head Start centers, and volunteer members of the community.
The Head Start Act requires that the By -Laws be approved by the Governing Board.
If you have any questions, give me a call at extension 6510.
2009-0183
MIGRANT & SEASONAL HEAD START
POLICY COUNCIL
BY-LAWS
FAMILY EDUCATIONAL NETWORK OF
WELD COUNTY
Presented as Revised to the Migrant & Seasonal Head Start Policy Council and
the Board of County Commissioners of Weld County (Governing Board) for
review and input January, 2009.
Approved by the Migrant & Seasonal Head Start Policy Council February
2009.
Policy Council Member Signature Date
Approved by the Governing Board by Resolution No. on February
2009.
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MIGRANT & SEASONAL HEAD START
POLICY COUNCIL
BY-LAWS
FAMILY EDUCATIONAL NETWORK OF
WELD COUNTY
ARTICLE I:
NAME. The name of the organization shall be the Family
Educational Network of Weld County (FENWC) Migrant and
Seasonal Head Start Policy Council, hereinafter referred to as
"MSHS-PC."
ARTICLE II: DEFINITIONS. The following words and terms shall have the
following meanings:
a. "Governing Body" shall mean or refer to the Board of County
Commissioners of Weld County, Colorado.
b. "Grantee" shall mean or refer to FENWC and/or the Weld
County Department of Human Services.
ARTICLE III: PURPOSE, RESPONSIBILITIES AND AUTHORITIES. The
purpose, responsibilities and authority of the MSHS-PC shall be to:
a. The MSHS-PC shall work in partnership with key
management staff of the Grantee and the Governing Body to
develop, review, and approve or disapprove the following
policies and procedures:
All funding applications and amendments to funding
applications for Migrant and Seasonal Head Start,
including administrative services, prior to the
submission of such applications to the Grantee and/or
to Health and Human Services;
ii. Procedures describing how the Governing Body and
the MSHS-PC will implement shared decision -making;
iii. Procedures for program planning in accordance with
the requirements of 45 CFR 1304 and 45 CFR
1305.3;
iv. The program's philosophy and long- and short-range
program goals and objectives;
v. The selection of delegate agencies and their service
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areas, in accordance with the provisions of 45 CFR
1301.33 and 45 CFR 1305.3(a);
vi. The composition of the MSHS-PC and the procedures
by which policy group members are chosen;
vii. Criteria for defining recruitment, selection, and
enrollment priorities, in accordance with the
requirements of 45 CFR part 1305;
viii. The annual self -assessment of the Grantee's
progress in carrying out the programmatic and fiscal
intent of its grant application, including planning or
other actions that may result from the review of the
annual audit and findings from the Federal monitoring
review [45 CFR 1304.51(1)(1) provides additional
requirements about the annual self -assessment];
ix. Program personnel policies and subsequent changes
to those policies, in accordance with 45 CFR 1301.31,
including standards of conduct for program staff,
consultants, and volunteers;
x. Decisions to hire or terminate the Migrant and
Seasonal Head Start director of the Grantee; and
xi. Decisions to hire or terminate any person who works
primarily for the Migrant and Seasonal Head Start
program of the Grantee.
b. The MSHS-PC shall perform the following functions directly:
Serve as a link to the Parent Committees, Grantee,
public and private organizations, and the communities
they serve;
ii. Assist Parent Committees in communicating with
parents enrolled in all program options to ensure that
they understand their rights, responsibilities, and
opportunities in Migrant and Seasonal Head Start and
to encourage their participation in the program;
iii. Assist Parent Committees in planning, coordinating,
and organizing program activities for parents with the
assistance of staff, and ensuring that funds set aside
from program budgets are used to support parent
activities;
iv. Assist in recruiting volunteer services from parents,
community residents, and community organizations,
and assist in the mobilization of community resources
to meet identified needs; and
v. Establish and maintain procedures for working with
the grantee or delegate agency to resolve community
complaints about the program.
ARTICLE III: MEMBERSHIP. The MSHS-PC shall be composed of the following
members:
a. No less than fifty-one percent (51%) of the MSHS-PC
membership shall consist of parents of children currently
enrolled in the program. One parent representative and one
alternate parent representative shall be elected from each
classroom. The MSHS-PC membership shall also include
up to four community representatives, such as past parent
members and interested members from the community who
are familiar with resources and services for low-income
children and families. Community representatives shall be
appointed for one-year terms and shall be recruited with the
assistance of the Family and Community Partnership
Specialist and the Grantee.
b. All members shall have voting privileges.
c. Elections of parent representatives and alternate parent
representatives shall take place no later than July of each
year. Each elected term shall be for one year with no
representative/alternate serving more than three (3) one
year terms.
d. All resignations from the MSHS-PC shall be made in writing
directly to the MSHS-PC, or by notification by FENWC staff
at forthcoming meetings of the MSHS-PC.
e. FENWC staff and members of their immediate families are
prohibited from serving on the MSHS-PC.
ARTICLE IV:
OFFICERS. The principal officers of the MSHS-PC shall be a
Chairperson, Chair -elect, Secretary/Treasurer, and Council
Representative. The duties of the officers are as follows:
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a. Chairperson: Presides at all meetings and performs her/his
duties incidental to that office.
b. Chairperson -Elect: Conducts the business of MSHS-PC in
the absence of the Chairperson, joins the Chairperson in all
negotiations on behalf of the MSHS-PC, ensures that
Robert's Rules of Order are followed at each MSHS-PC
meeting, and keeps an ongoing record of all activities and
accomplishments of the MSHS-PC throughout the year.
c. Secretary: Oversees the keeping of the minutes,
corresponds on behalf of the MSHS-PC, and keeps the
MSHS-PC's files in order.
d. Treasurer: Keeps records of all financial transactions and
makes financial records available to the public and the
MSHS-PC.
e. Council Representative: Communicates the needs of the
program and enhances public awareness of FENWC.
f. Election of Officers; Term: Election of officers shall be done
annually at the August meeting of the MSHS-PC. The term
of each officer shall be one year, or until a successor shall
have been duly elected or qualified.
The Chairperson Elect shall automatically qualify for
the office of Chairperson at the end of the
Chairperson Elect's term.
ii. All officers other than the Chairperson shall be
elected from the MSHS-PC membership.
iii. All officers shall have voting privilege, with the
exception of the Chairperson, who shall vote only in
the case of a tie, or for the purpose of reaching a
quorum.
iv. An officer may be removed by a two-thirds (2/3) vote
of the entire MSHS-PC membership, or (2/3) vote of
the MSHS-PC members present if officer has missed
three (3) or more consecutive regular meetings.
v. A vacancy in an office shall require an election to fill
the position at the first regular meeting following the
vacancy.
vi. The Chairperson Elect should have one year's
experience as a member of the MSHS-PC.
vii. No officer may not be the elected to a term which
immediately follows the term of a relative.
ARTICLE V: MEETINGS. The following rules shall apply to meetings of the
MSHS-PC:
Regular Meetings: Regular meetings of the MSHS-PC will be held
once a month.
Special Meetings: Special meetings of the MSHS-PC for any
purpose or purposes may be called by the Chairperson or by any
three (3) members of the MSHS-PC. A written notice is to be sent
to the members within twenty-four (24) hours informing them of the
meeting and shall include the names of those members responsible
for calling the meeting. No business shall be transacted at any
such special meeting except the subject which has been specified
in the notice thereof.
Quorum: A quorum shall consist of the three (3) MSHS-PC
members. If a quorum is not present, the Chairperson or residing
officer may call a business meeting or for adjournment. No
decision may be made or actions taken by less than a quorum
present.
Conduct of Meetings: All meetings shall be open to interested
people and shall be conducted according to the most current
version of Roberts Rules of Order. FENWC staff shall attend at the
request of the MSHS-PC. Executive sessions of the MSHS-PC
may occur only pursuant to the requirements of C.R.S. Section 24-
6-402.
Written Notice: Written notice of regular meetings, which shall
include the agenda and other relative information for said meeting,
shall be mailed to members seven (7) days in advance of the
meeting.
Absenteeism: In the absence of an elected representative, the
alternate representative may participate in MSHS-PC meetings and
shall have the voting privileges. If an elected representative misses
three (3) consecutive meetings which are deemed by the
Chairperson to be unexcused, the representative shall be informed
in writing that he or she has been removed as representative.
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ARTICLE VI. COMMITTEES. Standing committees may be set up for the
following areas:
a. Administration/Personnel Committee
b. Education Committee
c. Health Committee
d. Family Services Committee
Committee members shall serve for a term of one (1) year or until a
successor is duly appointed.
MSHS-PC shall have the right to set up ad -hoc committees to work
on any special problems or projects.
ARTICLE VII: FUNDS
a. MSHS-PC shall obtain money through fund raising projects
and by other means deemed necessary by the MSHS-PC.
b. MSHS-PC members shall determine by vote what bill may
be paid from the MSHS-PC Treasury.
c. All bills shall be paid by check from monies deposited in the
MSHS-PC checking account at the bank designated by the
MSHS-PC.
d. A list of more detailed regulations to MSHS-PC checking
account will be kept on file with an approved budget for each
fiscal year.
e. Meeting allowance for childcare, meals, travel, sub
committees, and per diem will be reimbursed based on the
Rules for the Reimbursement of Parents who participates on
the MSHS-PC.
ARTICLE IX:
AMENDMENT OF BY-LAWS. These by-laws must be approved by
the Governing Body annually. They may be amended by approval
of a two -third (2/3) majority of MSHS-PC members present and by
approval of the Governing Body.
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