45 CFR 1304.50 and Section 642Approved by the Board of Directors on 10/14/2008

The Head Start Policy Council is composed of twenty-four (24) members, twenty-one (21) are parents of currently enrolled Head Start children, and three (3) community representatives who have demonstrated an interest in services provided to low-income children and families.

Policy Council Member Selection ProcedureSection 642 (c) Program Governance (1) Governing Body (E) Responsibilities—The governing body shall---(iv) be responsible for other activities, including—(VI) developing procedures for how members of the Policy Council are selected, consistent with paragraph (2)(B):(2)Policy Council---(B) Composition and Selection---(i) The Policy Council shall be elected by the parents of children who are currently enrolled in the Head Start program of the Head Start agency.(ii) The Policy Council shall be composed of---(I) parents of children who are currently enrolled in the Head Start program of the Head Start agency (including any delegate agency), who shall constitute a majority of the members of the Policy Council; and(II) members at large of the community served by the Head Start agency (including any delegate agency), who may include parents of children who were formerly enrolled in the Head Start program of the agency.

Policy Council Bylaws:Article III – Membership

Section 1 CompositionAt least 51% of the membership of the Northwest Arkansas Head Start Policy Council shall be comprised of parents of currently enrolled children. Parents of all program options must be proportionally represented.

Section 2 CategoriesMembership shall be comprised of two types of representatives: parents of children currently enrolled and community representatives.a. Each Head Start Parent Committee will elect 1 parent representative for every 20 Students enrolled in the local program to serve on the Policy Council, and one alternate who will act in place of the representative in his or her absence. An alternate is classified as a member and is subject to the same term limitations as the regular member.b. All community representatives will be drawn from the local community; businesses; public or private community, civic, and professional organizations; and others who are familiar with resources and services for low income children and families. Former Head Start parents may also be community representatives.c. Local program representatives shall be elected by the Local Parent Committee. Community Representative Candidate(s) will be selected and presented to the Policy Council by the Executive Director. Policy Council Members who are parents of currently enrolled children will approve or disapprove the recommendation.

Election Procedures1. The parent committees will elect 21 Policy Council Representatives and 21 Alternates from their centers annually during the first parent meeting in September and then on an as needed basis.

Bentonville-2 Representatives & 2 Alternates Berryville-2 Representatives & 2 AlternatesDecatur-1 Representative & 1 Alternate Gentry-2 Representatives & 2 AlternatesGreen Forest-2 Representatives & 2 Alternates Home Base-3 Representatives & 3 AlternatesHuntsville-2 Representatives & 2 Alternates Pea Ridge-1 Representative & 1 AlternateRogers Arkansas-2 Representatives & 2 Alternates Siloam Springs-1 Representative & 1 AlternateRogers Hallie Martin-3 Representatives & 3 Alternates

2. The Executive Director will submit Community Representative candidates, who have demonstrated an interest in services provided to low-income children and families, to the Policy Council during their first meeting in October and on an as needed basis.

One Community Representative will be elected by the Policy Council Parent Representatives annually to represent each county of the agency’s service area, for a total of 3 Community Representatives.

Policy Council Orientation 1. LPD will assist the local program parents in elections of Policy Council representative and alternates at their first parent meeting.

2. LPD will provide Executive Director/Family Involvement Specialist with local program Policy Council member’s names, addresses and phone numbers.

3. ED will arrange training site, child care site and food preparations for Policy Council Orientation to be held on the first Saturday in October.

4. FIS will update and prepare the orientation training packet/notebook. Orientation Agenda may include:• Policy Council Confidentiality Agreement• Agency Presentation and Information Sheet• PEER Review Training• Grant Process• Discussion of Performance Standards, Sub-parts and their functions• Video #1: Tools for Decision Makers• Video #2: Building a Successful Program through Parent Committees• Roberts Rules of Order• Parliamentary Procedure • Video #3: Looking at the Structure of the Policy Council and Committee• Policy Council Roles, Duties and Job Description• Hiring, Termination and Executive Session Responsibilities• E-mail Addresses and Communication System• Curriculum Training Video and Agency Curriculum• Volunteer Code of Conduct• Agency PowerPoint• Review contents of the Policy Council Notebook

5. The ED is responsible for providing the Policy Council members with an introductory letter explaining the orientation training, providing a map to the training site and instructions on communicating with their LPD.

6. The ED is responsible for facilitating the planning of the orientation and scheduling management team members and LPD’s to participate accordingly.

7. The SSA will create an agency email account which can be forwarded to a designated preferred personal e-mail address account and assign passwords for the email account and web site access.

Meeting Procedure• Agenda, minutes, and information on topics for approval will be posted on the web site or mailed to all Council members at least five days prior to the Policy Council meeting. • Agendas and minutes are to be posted at all sites on the Parent Bulletin Board and Agency web site. • All decisions of the Policy Council must be in compliance with federal, state, and local regulations. • All Policy Council Meetings are conducted in compliance with Robert’s Rules of Order. All decisions of the Policy Council with the concurrence of the Board of Directors shall become policy for all Head Start programs. • A Policy Council Meeting may be held as normal if a quorum is present within thirty minutes after scheduled meeting time. • If no quorum is present after thirty minutes, the meeting shall proceed as an informal discussion. No official session can occur without a quorum. • A quorum for the conducting of business will consist of no less than seven members during the months of October - May and five members during the months of June, July, August and September. • This quorum will apply to all regular Policy Council meetings and any special Policy Council meetings. • Information provided to Policy Council members includes: • Timetables for planning, development, submission of proposals • Head Start policies, guidelines, communications from ACYF • Financial reports and statement of funds expended • Work plans, grant applications, personnel policies

• Appropriate staff will distribute information and materials to parents in a timely manner. Family Involvement/Inclusion Specialist and Executive Director take primary responsibility as support staff on Policy Council. • Distributions may include written handouts, minutes of meetings, official correspondence, and oral presentations on the web site, at meetings and/or training sessions. • The Governing Board and Policy Council Meeting Packet Procedures will be implemented.