Audubon Area Community Services, Inc.

By-Laws of the Head Start Policy Council

Section 2,   Function - The functions of the Audubon Area Head Start Policy Council, in accordance with regulations of Health and Human Services/Administration for Children and Families (HHS/ACF), include the following:

Section 1
A.,  Parents

At least fifty percent of the members of the Policy Council shall be parents with children in the Head Start Program.

In a county where there is more than one center, a representative may be elected from each center. These representatives will constitute a county advisory group. The county advisory group will elect one representative and one alternate for the agency Policy Council.

There will be one Parent Representative and one Alternate elected to represent Early Head Start on the Policy Council.

B.,  Community Representatives

The Executive Director of Audubon Area Community Services, Inc., shall choose the Community Representatives. Parent members must then approve all Community Representatives. Community Representatives shall represent local agencies from communities, former Head Start parents and/or private sector from communities and counties served by Audubon Area Head Start and one Early Childhood Specialist to represent Early Head Start. One member of the Audubon Area Community Services Board of Directors shall be a Community representative in an ex-officio, non-voting capacity.

C.,  Eligibility

Persons employed by the Head Start program with the exception of temporary substitutes shall not be eligible to serve as a Policy Council member.

Section 2,   Parent Representatives - Parent Representatives and their alternates will be elected according to the Membership Chart. Parents that have a child in Head Start/KERA/Early Head Start are selected by their parent groups to represent their county/center/Program.

Section 3,   Term of Office - Each member shall serve for one year beginning at the Annual Policy Council Orientation (October). Any portion of a year served will be considered a full year. No member shall serve for more than three years total.

Section 4,   Voting Rights - Each member (Parent Representative or Community Representative) shall have one vote, the AACS Board Representative not included. Members must be present to vote. If either representative is not present, the alternate may vote.

Section 5,   Dismissal - A parent or community member can be terminated by a two-thirds vote of the Council if he/she misses two meetings in a row without contacting the central office.

Section 6,   Resignation - In Head Start qualified parents are encouraged to apply for positions in the Head Start program. However, to avoid any conflict of interest and to insure impartial and objective consideration of all applicants, any Policy Council member applying for a position with Audubon Area Community Services, Inc. shall be required to submit a written resignation to the Policy Council prior to accepting an interview for a position.

Section 7,   Vacancy - When a vacancy occurs, the Alternate automatically becomes a Policy Council member. A new Alternate shall be elected at the next parent committee meeting.

Section 8,   Nepotism - No one can be on Policy Council while a member of his/her immediate family is employed by Head Start. A member of the immediate family will be defined by this Policy Council as a Mother, Father, Husband, Wife, Daughter, Son, Brother, Sister, Mother-in-Law, Father-in-Law, Son-in-Law, Brother-in-Law, Daughter-in-Law, or Sister-in-Law.

Section 9,   Duties of the members:

Section 1,   Designated Officers - The Policy Council shall elect a Chairperson, Vice-Chairperson, Secretary and Parliamentarian. The Chairperson and Secretary shall be or have been a Parent Representative. The Vice-Chairperson and Parliamentarian may be a Parent or Community Representative. All officers shall be Representatives. Alternate members may serve on committees.

Section 2,   Election and Term of Office - Each officer shall be elected by a quorum of the full membership of the Council once it has been seated. The term shall be one (1) year. Officers must be elected or reelected annually for up to a maximum of three terms.

The Nominating committee shall present their nominations for Chairperson for the up-coming year at the May meeting. Additional nominations will be taken from the floor. The Chairperson will be elected at the June meeting and seated at the October meeting. From the time of election to the October meeting, this officer will assume the title of Chairperson-Elect. In the event of the reelection of the Chairperson, the office of Chairperson Elect will be vacant for that term.

Prior to the October meeting, the Nominating Committee will meet. At the October Policy Council meeting, the committee will present a slate of officers. Additional nominations will be taken from the floor. Election will be held at the October Policy Council meeting.

Section 3,   Removal - Any officer who fails to perform his/her duties can be removed by a two-thirds vote of the Council.

Section 4,   Duties of the Chairperson - The Chairperson shall preside at all meetings; have an understanding of the By-Laws of the Policy Council; refrain from entering into debates of questions before assembly; shall extend every courtesy to the discussions of the motions; shall call meetings to order and formally close them; note whether a quorum is present and declare same; assist in preparing an Agenda for each regular meeting; appoint chairpersons to all committees; and may vote only to break a tie.

Section 5,   Duties of the Vice-Chairperson - The Vice-Chairperson shall preside in the absence of the Chairperson, or whenever the Chairperson temporarily vacates the chair. In case of resignation, termination, or death of the Chairperson, the Vice-Chairperson shall assume the office of Chairperson.

Section 6,   Duties of the Secretary - The Secretary shall be responsible for signing in of members; keeping a copy of the By-Laws, standing rules, list of members, and recording and signing minutes. In addition, see to it that each member receives a copy of the Minutes of each Council meeting; keep record of the Minutes on file; and receive and handle all mail addressed to the Council. All of the above is done with the assistance of the Central Office Staff when desired by the Secretary.

Section 7,   Parliamentarian - Parliamentarian will act as Chairperson of the By-Laws Committee. The Parliamentarian shall be familiar with parliamentary procedure as stated in Roberts Rules of Order. The Parliamentarian shall advise the members of such procedures and see that they are followed during all Policy Council meetings. In the event of the absence of both Chairperson and Vice-Chairperson, the Parliamentarian shall preside over the meeting.

Section 8,   Chairperson-Elect - The Chairperson Elect shall serve as a member of the Executive Committee from June to October. It is the responsibility of this officer to work closely with the current Chairperson and become acquainted with the duties of the Chairperson.

Section 1,   Appointed Committees - The Policy Council Chairperson shall appoint committees as necessary. Each committee shall have at least two (2) members plus a Chairperson. Members are eligible to serve on more than one committee. All Head Start parents are eligible to serve on committees. Policy Council members are always given priority.

Section 2,   Executive Committee - The Executive Committee a standing committee shall be composed of the officers of the Council including Chairperson Elect. This Committee has the power to conduct business of the Council between the regular meetings.

Section 3,   Grievance Committee - This Committee shall hear complaints from the community and parents who have tried to resolve complaints regarding the program at the parent committee level. It shall report to the Policy Council its efforts and recommendations to resolve these complaints.

Section 4,   Personnel Committee - This committee (a standing committee) will review AACS/Head Start Personnel Policies and Procedures and make recommendations to the Council for approving those policies and procedures and changes thereto. This committee will utilize Policy Council members within each county to assist in the screening, interviewing, and recommending applicants for employment within the Head Start program consistent with AACS Personnel Policies. This committee approves selection of the Head Start Director, consistent with AACS Personnel Policies. The Secretary of the Policy Council will serve as Chairperson of the Personnel Committee.

Section 5,   Finance Committee - This committee should be consulted to review and approve budget proposals before they are submitted to the Council for approval.

Section 6,   Screening and Selection Committee - This committee must consist of two (2) parents and one (1) Community Representative. This committee will approve a plan for selecting and screening all those applying for enrollment in Head Start. The plan must be approved by the Council. The committee will monitor adherence to selection criteria in enrollment of children in the Head Start program.

Section 7,   By-Laws Committee - By-Laws will be presented to the Council as needed for review. The Parliamentarian will act as Chairperson. If changes, are requested the committee will prepare revisions for approval.

Section 8,   Nominating Committee - This Committee shall recruit all perspective candidates for offices in the Policy Council. The Committee shall present its slate of officers at the October Meeting.

Section 9,   Curriculum Development Committee - This Committee shall plan curriculum ideas and activities for implementation in the Head Start program. The structure of the committee shall be 5 Policy Council members, 5 Head Start staff persons, and 5 individuals from the school and community (encourage K.E.R.A. Primary Teacher involvement). Chairperson must be a Policy Council member.

Section 10,   Special Committees - Special Committees may be appointed by the chairperson or selected by the Council as necessary.

Section 1,   Regular Meetings - Meetings will be held on the third Tuesday of the month of August, October, November, January, March, May, and June at 10:30 a.m. If a quorum is not present at the regular meeting, the Executive Committee will conduct business as deemed necessary.

Section 2,   Special Meetings - There may be special meetings of the Policy Council as deemed necessary. All special meetings will be called by the Chairperson.

Section 3,   Meeting Notice - Written notices will be sent to each member at least five (5) days in advance of regular meetings. Notices of special meetings will be at least forty-eight hours in advance of the meeting. Follow-up phone calls may be in order.

Section 4,   Quorum - A quorum must be present for the Policy Council to conduct business requiring an official approval. A quorum for the Policy Council shall be defined as at least one member present (Parent or Community Representative) from half of the total counties/programs plus one (i.e. at least ten counties/programs must be represented at all Council meetings to do business).

Section 5,   Parliamentary Procedure - Parliamentary Procedure will be based on Roberts Rules of Order.

These By-Laws may be changed by (1) sending a copy of the change to each member at least one week before the meeting, (2) the Policy Council may debate a change before approving it, (3) a two-thirds majority vote is necessary for approval.

The dates and time stated in these By-Laws may be suspended by a two-thirds vote of the members present (with a quorum present), in order to facilitate the action of this organization.