Kids Hope Alliance 1095 A. Philip Randolph Blvd. Jacksonville, Florida T-(904) F- (904)

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1 GOVERNANCE COMMITTEE MEETING AGENDA Monday, November 5, :00 PM 2:00 PM TAB 1. CALL TO ORDER Dr. Barbara Darby 2. APPROVAL OF THE MINUTES Dr. Barbara Darby 1 3. REPORT OF THE CHAIR & WORKPLAN Dr. Barbara Darby 2 4. NEW BUSINESS: Action Items: (Open for public comments prior to voting each item) o Intra-Agency Liaisons Adam Miller 3 o Grants Framework Adam Miller 4 5. DISCUSSION: o Youth Travel Trust Fund Adam Miller 5 o CEO Performance Evaluation Adam Miller 6 o Kids Hope Alliance Board By-Laws Adam Miller 7 o Board Ethics Review Workshop Adam Miller 8 o Review of JCC Policies and KHA Ordinance Adam Miller 9 6. PUBLIC COMMENTS 7. NEXT STEPS & MEETING SCHEDULE Dr. Barbara Darby 8. ADJOURN Kids Hope Alliance 1095 A. Philip Randolph Blvd. Jacksonville, Florida T-(904) F- (904)

2 Voting Board Attendees: Dr. Barbara Darby, Chair Rebekah Davis Kevin Gay GOVERNANCE COMMITTEE MEETING SUMMARY October 01, :00 PM 2:00 PM Staff: Joe Peppers, Cynthia Nixon, Delores Williams, Ginger Preston, Adam Miller, Mary Tobin, Jennifer Blalock, Mary Nash, Lenora Wilson, Katoia Wilkins and Ruth Waters. COJ Staff: Lawsikia Hodges, Office of General Counsel Guests: Atlas Rankin, Love Fellowship; Jackie Simmons, DCPS; Harlan Stallings, BBBS NEFL; Terry Glover, Northwest Behavioral; Tracy McGeathey, COJ Call to Order The Governance Committee meeting was called to order at 1:03 p.m. by Rebekah Davis. Dr. Darby asked Ms. Davis to oversee the meeting until she arrives. Ms. Davis asked for a motion to approve the September Governance Minutes. Mr. Gay made the motion and Ms. Davis seconded it. Ms. Davis opened the floor for discussion and public comments. With none being heard, Ms. Davis called the questions. All were in favor and the motion passed. Governance Report and Work plan Dr. Jennifer Blalock reviewed the Governance work plan for the next two months. The staff and the Governance Committee have been working on the tasks assigned by Board Chair, Kevin Gay. Dr. Blalock asked Adam Miller to give more information on the work plan. Mr. Miller talked about updating the KHA By-Laws with the recommendation from the committee, creating an annual review process for the CEO, annual ethics training, Board evaluations and drafting the framework for KHA to apply for grants. Youth Travel Trust Fund The Board Chair requested that the Governance Committee be tasked with creating the procedures for the Youth Travel Trust Fund. Mr. Miller stated the Governance Committee has revised the application and review process. Once an application is received it is reviewed by Ruth Waters for all required documents and completion of the application. Organizations may only be awarded funding from the Youth Travel Trust Fund one time per years (10/1-9/30), 1

3 The organization invited must be recognized for outstanding performance or achievement, or be seeking an educational and/or unique development opportunity for children and youth to experience. Ms. Hodges from the Office of General Counsel stated she will work with staff to clean up the language and present to the Board for approval. Ms. Davis asked for a motion to approve the Youth Travel Trust Fund application and guidelines. Mr. Gay made the motion and Ms. Davis seconded it. Ms. Davis opened the floor for discussion and public comments. With none being heard, Ms. Davis called the question. All were in favor and the motion passed. Parents Who Lead Dr. Jennifer Blalock discussed this item. Dr. Blalock stated that additional items or changes requested by the Governance Committee had to go back to the organization with whom we are entering into a MOU before it can be signed. The partnership for this National Best Practice program is with Jacksonville Public Education Fund, Duval County Public Schools and the Jacksonville Public Library. The parent workshop kicked off last week and has twenty four parents who will be trained over a twenty week period. The Board is asked to allow the Kids Hope Alliance to enter into the MOU and give the CEO authorization to sign the agreement. Ms. Davis moved the Parents Who Lead action item and Mr. Gay seconded it. Ms. Davis opened the floor for discussion and public comments. Ms. Hodges stated that the Office of General Counsel has been working with staff to approve the frame work for MOU s. With no other comments being heard, Ms. Davis called the question. All were in favor and the motion passed. Rescinding September 19, 2018 Action Item Ms. Hodges and Mr. Miller gave some background information on this request. Mr. Miller stated that the committee is being asked to rescind the prior request to approve the release of an RFP for the Stop the Violence Grant in order to offer small mini grants. Mr. Miller explained the application process and why it is easier to distribute the funds to the agencies quicker than going through the RFP process. Dr. Darby asked for clarity on the process and how the Kids Hope Alliance would be assured that the agencies used the funds appropriately, the programs are measurable and what are their deliverables. Mr. Miller went over the budget form, required scope of work and collaborations. Ms. Nixon stated that the advance would only be 25% not the requested 50%. Once receipts or invoices have been received, the agency will be paid. There was discussion on reimbursement for entertainment and food. Ms. Hodges stated that the Board will need to take into consideration as to what expenses will be allowed for reimbursement and what will not. The agencies need to know this up front. There was discussion on getting the funds to the agencies quickly providing assistance to the agencies to apply 2

4 This is Phase II and will be for $364,000 to provide funding to community based, associations and county wide programs that provide services to children. Dr. Darby asked how do we measure the program and who are we targeting? More conversation continued on the time line for release of the small mini grants process, the difference between the RFP and the mini Grant and training for the agencies applying. Dr. Blalock stated that the Kids Hope Alliance will be hosting several trainings for agencies on completing the applications and to answer any questions they may have. There was more discussion on what type of items will be reimbursable or not and who can apply. There was discussion on the scoring and who will be doing the scoring. Dr. Darby suggested that someone from the community should be invited to be a part of the screening process and they should have experience and no connections to any agency. Mr. Peppers stated that there will be a need for a special Board Meeting following this meeting to approve the release of the mini grants application. There was additional discussion on the timeline and being able to get everything reviewed, scored and awarded and the agencies still having enough time to provide reports to the board on outcomes. There was discussion on tax requirements by the IRS and insurance requirements. Kevin Gay made the motion to rescind the RFP for Stop the Violence Neighborhood Intervention and Prevention and Rebekah Davis seconded it. Ms. Darby opened the floor for further discussion and public comments. With none being heard, the motion passed. Stop the Violence Mini Grant Program Stop the Violence Mini Grants was discussed and amended. Ms. Davis made the motion to approve the release of the Mini Grants and Mr. Gay seconded it. Dr. Darby opened the floor for discussion and public comments. Mr. Gay asked about the process is for Sun Biz and the cost. Ms. Tobin and Dr. Blalock stated they would put something together and post it on the website. Dr. Darby stated she would like a spreadsheet that would include the name of agencies who applied, what their scores were and the services that they will provide with the funding. With no other comments being heard, the motion was passed by the committee. Public Comment None ADJOURN The meeting was adjourned at 2:20 p.m. RECORDER: Delores Williams 3

5 Governance Committee Work Plan: Youth Travel Trust: Due: Finalized Recommendations November Meeting o Review Policies & Procedures o Review Ordinance & Eligibility o Marketing & Communications Strategy o Create Recommendations for Changes Memorandum of Understanding: Parents Who Lead: Due: Finalized Recommendations for November o Review Ordinance on Entering into MOUs o Essential Services Category o Metrics & Evaluation o Draft Policy & Strategy for MOUs CEO Performance Evaluation Framework & Process: Due: November o Review JCC Evaluation Process o Dr. Darby to consult with COJ Employee Services o Review City s Evaluation Process o Recommend Kids Hope Alliance Framework & Process Board By-Laws: Due: January o Update with recommendations from Committee o Review with Office of General Counsel Board Review: Conflict of Interest: Due: Approved in December o Research City & State Policies o Create Annual Review Process with City Ethics & OGC 1

6 Grants Framework& Policy: Due: November o Obtain Board Member Input on Board s Grant Policy o Draft Framework for Grants Strategy Legislative Review of Kids Hope Alliance Ordinance: Due: January o Review Kids Hope Alliance Ordinance, Ch. 77 o Create recommendation of legislative changes, including Youth Travel Trust Fund Interactions with City Agencies & Community Organizations: Due: Approved November o Research Ordinance Requirements o Create Board Policy & Procedure for Interacting & Partnering with City Departments and Organizations Review of old Jacksonville Children s Commission Board Policies: Due: January o Review Jacksonville Children s Commission Board Policies o Recommendation of New Kids Hope Alliance Board Policies & Procedures Outline: Chief Executive Officer Authority: Due: December o Review Chief Executive Officer s Authority in Ordinance o Create Outline of Board Authority and CEO Authority Board Self-Evaluation: Due: December o Create Template & Process for Board Self-Evaluation o Assist Board Members in Conducting Evaluations o Board Teambuilding Exercise & Personal Reflection 2

7 Kids Hope Alliance Governance Committee Work Plan Progress: Action Item: Youth Travel Trust Fund MOU Review Framework Program Evaluation Framework: CEO Performance Review Process Kids Hope Alliance By- Laws Board Ethics Review Grants Framework Intra-Agency Liaisons Review of JCC Policies KHA Ordinance Review Review & Approval of OGC(when applicable): October 1, 2018 October 1, 2018 Kids Hope Alliance Administration: October 1, 2018 October 1, 2018 Governance Committee: October 1, 2018 October 1, 2018 Kids Hope Alliance Board of Directors:

8 Outline of CEO Authority Board Self- Evaluation

9 BOARD ACTION ITEM GOVERNANCE COMMITTEE: NOVEMBER 5, 2018 BOARD MEETING DATE: TBD TO: FROM: RE: KIDS HOPE ALLIANCE BOARD OF DIRECTORS JOSEPH PEPPERS, CHIEF EXECUTIVE OFFICER INTRA-AGENCY LIAISONS POLICY REQUESTED ACTION: The Board is asked to approve the Kids Hope Alliance Intra-Agency Liaisons as required by Sec in the Kids Hope Alliance Ordinance. NARRATIVE: As required by Sec , The Kids Hope Alliance is required to establish Intra-Agency Liaisons with other City of Jacksonville Departments. At minimum, the Kids Hope Alliance is required to formalize liaisons between the Parks & Rec Department, COJ Libraries, and Neighborhoods Department. Attached to this action item is an outline of these liaisons and the interactions between the two agencies. FISCAL IMPACT: N/A PROGRAMMATIC IMPACT: N/A GOVERNANCE IMPACT: N/A OPTIONS: 1. Vote to approve. 2. Decline to approve. STAFF RECOMMENDATION: Staff recommends approval.

10 Intra-agency Liaison Relationships: Sec Intra-agency liaison relationships established. KHA shall coordinate regularly with City departments, agencies and offices in implementing the Plan. The Board shall establish a liaison relationship with the following City departments, agencies and offices (collectively, the City Departments ) regarding the Services to be provided under the Plan: (a) Parks, Recreation and Community Services Department (the Parks Department ); (b) Jacksonville Public Library; (c) Neighborhoods Department; and (d) Any other City departments, offices or agencies as determined by the Board. A designated liaison from a City Department under this Section shall not be a Board member. The liaison s sole purpose shall be to facilitate and communicate information between the Board and the City Department. The Board shall annually present to the Rules Committee on the effectiveness of the intra-agency liaison relationships required under this Section. Future Steps to Build a Partnership: Sylvester Pinckney will be the KHA Liaison for the COJ Neighborhoods Department. o Sylvester will be attending any and all Neighborhood public meetings, provide updates to the Neighborhoods Department on KHA activities, and provide Neighborhoods Department updates to the KHA Leadership Team. Kristina Presley & John Everett will be the KHA Liaisons with the COJ Parks & Rec Department o Kristina & John will attend any and all Parks & Rec public meetings, provide updates to the Park & Rec Dept. on KHA activities, and provide the Parks & Rec Department updates to the KHA Leadership Team. Lenora Wilson and Mari Gaines will be the KHA Liaisons with the COJ Libraries o Lenora and Mari will be attending any and all COJ Libraries public meetings, provide updates to the COJ Libraries on KHA activities, and provide COJ Libraries updates to the KHA Leadership Team.

11 BOARD ACTION ITEM GOVERNANCE COMMITTEE: NOVEMBER 5, 2018 BOARD MEETING DATE: TBD TO: FROM: RE: KIDS HOPE ALLIANCE BOARD OF DIRECTORS JOSEPH PEPPERS, CHIEF EXECUTIVE OFFICER FRAMEWORK FOR GRANTS REQUESTED ACTION: The Board is asked to approve and implement the attached framework to guide the solution of all future grants that the Kids Hope Alliance applies for and enters into. NARRATIVE: The Kids Hope Alliance applies for multiple state and federal grants annually to supplement the City of Jacksonville s investment in services for children and families. The Kids Hope Alliance staff was asked to create a model for the Board to evaluate potential grants before investing staff time and resources in applying for and pursuing these grants. The attached evaluation framework will allow the KHA Board of Directors to measure a potential grant against key areas of financial, programmatic, and organizational impact. FISCAL IMPACT: N/A PROGRAMMATIC IMPACT: N/A GOVERNANCE IMPACT: If approved, all future grants needing Board approval will be evaluated with this framework before Committee and Board approval. OPTIONS: 1. Vote to approve. 2. Decline to approve. STAFF RECOMMENDATION: Staff recommends approval.

12 Framework for Grant Guiding Applications: Below is an evaluation tool that is utilized by the Kids Hope Alliance Board of Directors to determine whether to invest resources in applying for a grant. The Kids Hope Alliance staff and leadership is required to respond to each of these questions before presenting it to the Board of Directors for their response and action. Requirement Questions: Name of the grant: Does this fall within the Kids Hope Alliance Ordinance? Does this align with the Essential Services Plan? Which category is this in? Does this align with the Mission, Vision, and Purpose? Does this have a significant return on investment? Does this address a requirement of an existing grant? Is this associated with an existing contract or program? Staff Response: KHA Leadership: Office of General Counsel (as applicable): Governance Committee Agree or Disagree:

13 How many children will be served/ impacted? Does this have defined outcomes that improve the lives of children? What are they? Is there Kids Hope Alliance funding (cash or in-kind) required? If so, provide details. Is this in the Kids Hope Alliance budget? What partners or partnerships are involved? Is any legislation required? Governance Committee Action: Approve: Defer: Disapprove: Leadership Signatures: Staff Member: KHA CEO: Governance Chair: Board Approval: Date:

14 Core Competencies Kids Hope Alliance Chief Executive Officer Executive Level Performance Evaluation 1) Organizational Effectiveness: a. Manages with facts, provides excellent customer service, manages resources, and demonstrates teamwork and collaborative interactions. 2) Strategic Vision: a. Demonstrates critical thinking and strategic planning, b. Initiates operational and tactical plan implementation c. Effectively communicates organization s vision d. Emphasizes and monitors subordinate leader accountability 3) Leads Organizational Change: a. Acts as a change agent, b. Encourages innovation, c. Adapts to, and leads through, change. 4) Personal Effectiveness and Development: a. Demonstrates accountability, self-direction and motivation, personal and professional development and self-management. Job Specific Competencies: 1) Develops, oversees, implements, and manages The Essential Services Plan: a. Establishes key performance indicators b. Outlines and implements family participation initiative c. Employs use of best practices and models, d. Considers certain specified geographic areas 2) Directs the preparation and monitoring of the annual budget ensuring that spending is within appropriate guidelines established by the City and/or the grantor. 3) Represents KHA at City Council, City Council committee meetings, and community meetings. 4) Collects information and statistical data and conducts research on children and youth to identify and implement best practices and models. 5) Contracts on behalf of the City with providers, agencies, grantors, and other agencies and oversees contract management. Performance Objectives: 1) Early Learning, Literacy, and School Readiness Leverages influence as an organizational executive to help improve services consisting of early learning, literacy, school readiness, and providing parents the tools they need to utilize positive principles to promote child safety and emotional group. 2) Juvenile Justice Prevention and Intervention Programming Leverages influence as an organizational executive to help improve programs, services and activities designed to invest in children before they exhibit behaviors that require system intervention and reduce juvenile delinquency and crime. 3) Out-of-School Programming Leverages influence as an organizational executive to help improve programs, services and activities designed to support children and youth during out-of-school hours. November 02, 2018 Page 1 of 1 Adapted by Kids Hope Alliance

15 Kids Hope Alliance Chief Executive Officer Executive Level Performance Evaluation 4) Pre-teen and Teen Programming Leverages influence as an organizational executive to help improve services consisting of programs, services and activities designed to support and assist children and youth during preteen and teen years. 5) Special Needs, including but not limited to, Mental Health, Behavioral health, Emotional Health, and Physical Disabilities Programming Leverages influence as an organizational executive to help improve programs, services and activities designed to support and assist children and youth with special needs. November 02, 2018 Page 1 of 1 Adapted by Kids Hope Alliance

16 Sec Kids Hope Alliance Trust Funds. Part A. Kids Hope Alliance Trust Fund There is created within the General Trust and Agency Fund a trust fund account to be known as the Kids Hope Alliance Trust Fund, hereinafter called the Fund. The Chief Executive Officer ("CEO") of the Kids Hope Alliance ("Board") shall deposit into the fund all donations and contributions of money, including gifts and grants, received for use toward achieving the purposes, functions and goals set forth in the Essential Services Plan for Kids and Chapter 77, Ordinance Code. All such donations and contributions shall be accounted for separately within the fund by the CEO. All sums placed into the fund, which shall include all interest earned or accrued thereon, shall be appropriated by the Council prior to expenditure, and shall be utilized for operating, maintaining and improving the Essential Services Plan for Kids provided in Chapter 77, Ordinance Code, and to provide funding for the Board's mini-grant program. The mini-grants of up to $5,000 may be awarded to organizations that provide programs for children and youth in the Jacksonville community and that are within the services, programs and activities identified in the Essential Services Categories under Chapter 77, Ordinance Code. The mini-grant funds shall not lapse at the close of any fiscal year, but instead shall carry over to the next fiscal year. Funds provided through the Fund shall not be used for ongoing program costs or fundraising efforts. The CEO shall make grant and other expenditure recommendations to the Board. The Board shall approve all expenditure amounts and the CEO shall award the amounts as directed by the Board. The CEO or its designee shall review the expenditures to ensure that the funds were expended for those items as approved by the Board. The Director of Finance and Administration, or his designee, is authorized and directed to make disbursements from the Fund after appropriation by the Council and upon written requisition of the CEO, or his designee, subject to the availability of funds in the Fund. Nothing in this Section shall prohibit or otherwise limit any appropriations which may be made by the Council to the Board for use toward achieving the purposes, functions and goals set forth in the Essential Services Plan for Kids and Chapter 77, Ordinance Code. Part B. Youth Travel Trust Fund There is created within the General Trust and Agency Fund a trust fund account to be known as the Youth Travel Trust Fund. The Board of Directors of the Kids Hope Alliance is hereby designated as the agent of the City for the purposes of determining and authorizing the allocation of a travel grant appropriation designated in the annual budget ordinance or in supplemental appropriation ordinances as being appropriated for eligible recipients. The Board shall also deposit into the fund all donations and contributions of money, including gifts and grants,

17 received for use toward youth travel. All such donations and contributions shall be accounted for separately within the fund. Unencumbered funds shall lapse in this fund at year end. The annual appropriation to this fund may not exceed $50,000. The $50,000 appropriation may be comprised of contributions to the fund and appropriations of this fund's fund balance to the extent available. No organization may make a request for youth travel support except through an allocation from the Youth Travel Trust Fund and all requests from Council for youth travel appropriations shall be directed to the Board in compliance with the directives set forth in this Part B. (a) (b) (c) (d) The process for the annual youth travel appropriation will begin with the Board's preparation of an annual appropriation request. This request will reflect a lump sum appropriation to be indicated in the annual City budget as Youth Travel Grant Program. The Board's Youth Travel Grant Program request shall be submitted to the Mayor for review by the Mayor's Budget Review Committee ("MBRC") which will recommend a lump sum appropriation to be included in the proposed budget for the upcoming fiscal year. In presenting its youth travel appropriation request, the Board shall include relevant information regarding youth travel grants and shall be responsible for documenting the validity of the request to the MBRC, the City Council Finance Committee and full City Council throughout the budgeting process. Funding will be allocated by contract between the recipient organization and the Board, which shall be signed by the Mayor or his or her designee, on behalf of the Board. Organizations will be notified in writing of the results of their request and will be provided with any support information or justification for the decision which might be helpful. The Board shall develop and be responsible for the administration of the Youth Travel Grant Program. Procedures shall be established and amended as necessary to meet the mission of the program and current needs of the community. The Board may classify organizations in reasonable classifications for the purpose of this program. The procedure prescribed herein, as further developed by the Board, shall be the only procedure available to organizations for requesting youth travel public support. The following components shall be included in any administrative and operating procedures developed and implemented by the Board:

18 (1) (2) (3) The Board shall promulgate a written procedure for the submission of appropriation requests by organizations, which procedure shall be made known to each requesting organization at the time the appropriation request form is supplied to the requesting organization. The Board shall consider appropriation requests returned by the requesting organizations. The Board shall afford the requesting organizations an opportunity to make an oral or written presentation to further justify or explain their respective appropriation requests. The Board shall accept and consider appropriation requests for youth travel grants in amounts of up to $25,000. (e) In order to be eligible for funding, an organization must meet the following criteria: (1) (2) (3) (4) The organization must be tax exempt under Section 501(c)(3) of the Federal Internal Revenue Code. A copy of the organization's letter of exemption from the Internal Revenue Service and all amendments thereto shall be provided when the organization submits its first appropriation request and thereafter when any change is made. In the alternative, an organization must be an outside school-related organization regulated by the Duval County School Board and complying with all requirements of the Duval County School Board with respect to such organizations, including compliance with requirements pertaining to financial accounting and auditing. An outside school-related organization shall provide, with any request for a youth travel grant, copies of annual audits provided to the Duval County School Board for the preceding year. The organization must be a not-for-profit corporation chartered by the Secretary of State under F.S. Ch. 617, Pt. 1. A copy of the corporate charter and all amendments thereto shall be provided when the corporation submits its first appropriation request and thereafter when any change is made. The organization must operate in Duval County. The organization must have been in existence for at least one year.

19 The membership of the organization shall be open to as large a portion of the public as possible, subject to nondiscriminatory conditions and qualifications for membership. (g) (h) If the organization is a previous recipient of Youth Travel Grant, the organization must have submitted all required reports for previous grants. All applications to the Youth Travel Grant Program will be evaluated based on criteria established by the Board which criteria will include, but not be limited to: (1) (2) (3) (4) That at least 75 percent of the organization's revenue for the planned youth travel is derived from sources other than this program, which revenue must have been raised prior to application for funding from the Youth Travel Fund. That the Youth Travel Fund may provide no more than 25 percent of the allowable travel funds or up to $25,000, whichever is less; provided, however, that the Board shall not set lower limits of maximum funding available from the Youth Travel Fund; and That the travel must be in connection with an invitation recognizing and resulting from the outstanding performance or achievement of the traveling organization or that the travel must be educational and/or give children and youth unique development experiences and Receiving a commitment from the organization to provide a service to the community upon their return. (i) Restrictions on use of youth travel grants: (1) (2) No grants shall be made to individuals, or local, state or federal agencies. Youth travel grant funds may not be used for: (i) (ii) (iii) (iv) (v) (vi) (vi) Capital purchases; Endowments or escrow accounts; Contributions or donations to other organizations; Penalty fees for violations of federal, state or local laws; Interest payments or professional fees; Reimbursement to individuals for other than travel expenses; or Uniforms, supplies, equipment and other similar items.

20 Youth travel funds, receipts and disbursements must be properly documented and supported by receipts, invoices, canceled checks and/or other information as required by the Board. Financial reports with all supporting documentation from the recipient shall be due to the Board within 90 days of completion of the travel. (j) (k) The Board shall establish a quarterly reporting system for all funded organizations which provides financial and programmatic information documenting the use and impact of the Youth Travel Grant Program funds. This shall be part of the KHA's Quarterly Budget Summary Report. Funds derived from sources other than from this program shall first be used to finance the travel and reduce the Youth Travel Fund grant. Any unused travel funds, up to the amount provided by the Board, shall be returned to the Board along with the final report. All application forms, procedures, reporting requirements, and contract agreements for recipient organizations will be developed by the Board and will be between the Board and the individual recipient organizations. Part C. Summer Camp Trust Fund There is created within the General Trust and Agency Fund a trust fund account to be known as the Summer Camp Trust Fund, hereinafter called "the Fund." The Board of Directors of the Kids Hope Alliance, hereinafter called the Board, is hereby designated as the agent of the city for the purposes of determining and authorizing the allocation of summer campships. The Board, by and through its Executive Director, shall also deposit into the fund all donations, and contributions of money, including gifts and grants received for use toward summer campships. All such donations and contributions shall be accounted for separately within the fund, by the Executive Director. All sums placed into the fund, which shall include all interest earned or accrued thereon, shall be appropriated by the Council prior to expenditure, and shall be utilized for establishing summer campships. Funds provided through the fund shall not be used for ongoing program costs of fundraising efforts. The Executive Director shall make expenditure recommendations, for summer camperships, to the Board. The Board shall approve all expenditure amounts, for summer camperships, and the Executive Director shall award the amounts, for summer camperships, as directed. The Executive Director or designee shall review the expenditures to ensure that the funds were expended for the summer camperships, as approved by the Board. The Director of Finance and Administration, or designee, is authorized

21 and directed to make disbursements from the fund, after appropriation by the Council, and upon written requisition of the Executive Director, or designee, subject to the availability of funds in the fund. Funds, in the fund, that are unencumbered, at the end of any fiscal year shall lapse at the end of that fiscal year. (Ord , 1; Ord , 1; Ord , 1; Ord E, 1; Ord E, 1; Ord E, 2; Ord E, 46; Ord E, 1; Ord E, 10.8; Ord E, 37; Ord E, 16; Ord E, 3, 11) Editor's note Ordinance E, 18, authorized updated department/division names pursuant to reorganization. Note Former

22 Kids Hope Alliance Board Bylaws Adopted ***Revised 11/5/18*** Article I. Name The Kids Hope Alliance (the KHA ) was created to exist as an autonomous body within the Executive Branch of the Consolidated Government by Ordinance No E which was enacted by the Council at the request of the Mayor and which became effective October 18, 2017, codified as Chapter 77, Ordinance Code, as amended (the Ordinance ). Article II. Purpose The KHA shall be responsible for comprehensively developing, overseeing, managing and implementing the Essential Services Plan for Kids. Article III. Board Responsibilities Section 3.1 Powers of the Board: The Board retains all powers and duties as outlined in Ch of the City of Jacksonville Ordinance Code. Section 3.2 Responsibilities: Along with the powers designated in Ch , the Kids Hope Alliance Board retains the following responsibilities: a. Set Policy: The Board will be responsible for reviewing and approving policies to drive the direction, scope, and priorities of the Kids Hope Alliance. b. Build Financial Capacity: The Board is responsible for building financial capacity of the organization thru state, federal, grant, and philanthropic funding. c. Hiring and Evaluating the Chief Executive Officer: The Board is responsible for hiring the Chief Executive Officer for the Kids Hope Alliance. The Board is responsible for creating and executing an annual process for evaluating and assessing the Chief Executive Officer. d. Dismissing the Chief Executive Officer: The Kids Hope Alliance Board of Directors has the authority to dismiss the KHA Chief Executive Officer. During a publically noticed meeting, a voting Board Member may make a motion to call for a vote of no-confidence and dismissal of the Chief Executive Officer. A majority vote is required to permanently dismiss the Chief Executive Officer of his/her duties. Article IV. Fiscal Authority 1

23 Section 4.1 Authority: The fiscal authority of the Board shall commence on October 1 and terminate September 30 annually. Consistent with the Ordinance and as authorized by the City s approved budget, the Board shall direct the expenditures of all funds annually budgeted and appropriated to fund children s services and programs related thereto. Section 4.2 Budget: The proposed budget shall be prepared and submitted in a timely manner to comply with the requirements set forth by the Office of the Mayor. The budget shall recommend funding for each of the five essential services categories. Article V. Membership Section 5.1 Members: The Kids Hope Alliance shall consist of seven voting members appointed by the Mayor and confirmed by the Council. Section 5.2 Non-voting liaison members a. State Attorney or Chief Assistant State Attorney b. Sheriff or the Under Sheriff c. Public Defender or Chief Assistant Public Defender d. Superintendent of Schools or Assistant Superintendent e. The Council President may annually assign a Council Member Section 5.3 Terms: Voting members shall serve staggered four year terms or until their qualified successors have been appointed and confirmed. No member may serve more than two consecutive terms. Two members shall serve initial terms of two years and two members shall serve initial terms of three years. Board members that attend less than 75% of board meetings are required to provide justification to the City Council Rules Committee before being reappointed. Section 5.4 Attendance: Board members are required to maintain a 75% attendance of board meetings. If a board member fails to attend two of three successive meetings of the board without cause and without prior approval of the chairman, the board shall declare the member s office vacant. Section 5.4 Conducting Business: The Board will conduct its affairs consistent with the Organization of Boards and Commissions codified as Chapter 50, Ordinance Code. Section 5.5 Removal: Members may be removed or replaced by the Mayor at any time with a two thirds vote of the council. Section 5.6 Vacancy: If a member shall cease to be qualified for membership under the provisions of this Chapter while in office, then the member s term shall automatically expire and the office shall be vacant for purpose of appointing a new member. Each member vacancy shall be filled for the remainder of the respective member s unexpired term. 2

24 Section 5.7 Compensation: Members shall serve without compensation, pension or retirement benefits but may be reimbursed for travel and other expenses consistent with Chapter 106, Part 7, Ordinance Code Article VI. Officers Section 6.1 Officers: The officers of the KHA are Chair, Vice-Chair, Treasurer and Secretary. Section 6.2 Term: Officers shall be elected each June for a term of one year. The Mayor shall appoint the initial Board chair from among KHA members to serve for a term commencing on the day of appointment and ending on June 30, A board member may serve as chair for no more than two consecutive terms. Section 6.3 Duties and Responsibilities: a. Chair. The Chair shall preside at all meetings of the KHA unless the Chair delegates otherwise. The Chair shall designate from time to time such special committees as the Chair deems appropriate and shall designate the subject matter assigned to each committee for consideration. In the event of the Chair's prolonged absence or disability, the Vice- Chair shall exercise all functions of the Chair for a period of up to sixty (60) days, at the expiration of which a special election shall be conducted by the KHA and a permanent Chair elected. b. Vice Chair. The Vice- Chair shall perform such duties as are assigned by the Chair in addition to the functions for which the Vice-Chair is responsible. In the event the Chair s prolonged absence or disability the Vice-Chair shall exercise all functions of the Chair for a period of up to sixty (60) days, at the expiration of which a special election shall be conducted and a permanent Chair elected. c. Treasurer. Treasurer will Chair the Finance Committee and bring recommendations to the full board regarding all fiscal matters. d. Secretary. As required by the Florida Government-In-The-Sunshine Laws, as more particularly identified in Articles IX and XIII, herein, the Secretary shall cause written minutes to be kept of each meeting of the members in the KHA s records designated for that purpose. The Secretary shall sign and certify the minutes of the previous meeting upon board approval at the current meeting. ln the event of the Secretary's absence or disability, the Chair shall designate another member to be responsible for keeping of written minutes and signing and certifying those minutes during the Secretary's absence and for their inclusion in the Board s records. The Secretary shall perform such other duties as from time to time may be assigned by the Chair. The Board may appoint Assistant Secretaries to perform any of these functions. 3

25 Article VII. Meetings and Quorum Section 7.1 Regular Meetings: The KHA shall meet at least every other month or at times at the call of the Chair. Section 7.2 Code of Ethics: The KHA shall conduct all business according to law including Chapter 112(Ethics in Government) and Chapter 602, Ordinance Code (The City of Jacksonville Ethics Code). Section 7.3 Quorum: Four members physically present shall constitute a quorum of the Board. Section 7.4 Open meetings/sunshine laws: All Board meetings, including, but not limited to, committee meetings, shall be open to the public and compliant with Florida Open Meeting Law, codified in Sections and , Florida Statutes. The Chief Executive office of the KHA shall cause written notice of all meetings between or among two (2) or more members of the KHA, to be posted, in a conspicuous place where notices are posted, at least forty-eight (48) hours prior to such meeting. Meetings must be held in places in accordance with section , Ordinance Code. Article VIII. Committees Section 8.1 Standing Committees: a. Executive Committee I. Members. The Executive Committee shall be composed of the elected officers of the KHA and the Chief Executive Office of the KHA as a non-voting member. II. Duties. The Executive Committee is empowered to meet and act on behalf of the KHA Board if such action is deemed necessary by each and every officer provided at least 24 hours prior notice of such meeting has been posted. A complete record, including but not limited to written minutes, of the discussion and action taken by the Executive Committee on behalf of the KHA shall be immediately forwarded to all KHA members. Ratification of Executive Committee action shall take place at the next scheduled meeting by a majority of the voting members present. b. Finance Committee I. Members. The Finance Committee consists of a minimum of three members. II. Duties. The Finance Committee is responsible for developing an annual budget to present to the Board of Directors for approval; reviewing all financial statements; reviewing all grant proposals/ third party contracts and making recommendations to the full board. c. Governance Committee I. Members. The Governance Committee consists of a minimum of three members. II. Duties. The Governance Committee is responsible for ongoing review and recommendations to enhance the quality and future viability of the Board of Directors. Section 8.2 Ad Hoc Committees: The Chair may establish from time to time ad hoc committees that he/she deems necessary to properly conduct the affairs of the Alliance. 4

26 Article IX. Conflict of Interest Section 9.1 Conflict of Interest: A Board Member of the Kids Hope Alliance has a conflict of interest if the Board Member has existing or potential business, financial or personal interest or holds an elected or appointed position that could impair or might reasonably appear to impair the exercise of independent, unbiased judgment in the discharge of his or her responsibilities to the Board of Directors. A conflict will be deemed to exist if the business, financial or personal interest or elected or appointed position is held by the Board Member or by a family member (spouse, parent, siblings, children or other close relative), or any organization in which the Board Member; or family member as defined, is an officer, director, employee, Trustee or material stockholder. If the Board Member in question disputes as to whether a conflict of interest is present, the matter shall be decided by the City s Office of General Counsel. Section 9.2 Failure to Disclose Conflict Shall Not Affect Validity of Action Taken: The fact that a Board Member with a conflict of interest fails to disclose the conflict, and participates in a vote on an issue in which he or she has a conflict of interest shall not affect the validity of the action taken by the Board of Directors on the issue. Section 9.3 Appropriate Action: a. Board Members and others will immediately disclose to the Board of Directors and Office of General Counsel any known conflicts of interest or any that may arise in the future. Such disclosure shall be included in the minutes of the current meeting of the Board of Directors. b. The Board will vote on whether the Board Member disclosing a conflict of interest will or will not be allowed to be present for discussion of the issue. c. If the Board votes to exclude the Board Member from the room during the discussion, the Board Member will be permitted to make a statement on the issue prior to leaving the room. d. No Board Member will be permitted to vote on any specific issue in which he or she has a conflict of interest. e. A Board Member may be removed from the Board of Directors for failure to comply with this policy. Section 9.4 Annual Ethics Review: Board members will complete an annual ethics review program by the COJ Ethics Office and/or Office of General Counsel. Article X. Amendment These Bylaws shall be amended only by a majority vote of all voting members of the KHA in any manner not inconsistent with the provisions of Chapter 50 and 51 of the Ordinance Code at any regular meetings, provided that all members have received notification of the proposed change, a minimum of ten (10) days in advance of the meeting in which the vote is to be taken. Article XI. Business 5

27 The meeting of the KHA shall be conducted in accordance with Robert s Rules of Order Newly Revised. Additionally, the conduct of business by the KHA and its staff and employees shall be governed by the Florida Public Records Law, codified in Chapter 119, Florida Statutes. 6

28 ETHICS IN A NUTSHELL Jan Government in the Sunshine: A Guideline for Boards and Commissions Carla Miller, Director Ethics, Compliance and Oversight, ECO office; at ethics@coj.net Hotline: All members of Boards and Commissions must know about and follow two important Florida laws: the Sunshine Law and Public Records Law. The purpose of these laws is to give the citizens of our community more transparency and information about their government. I. SUNSHINE LAW (Florida Statute ) There are 3 major requirements of this law: 1) Your Board meetings must be open and accessible to the public 2) Reasonable advance notice of the meetings must be given 3) Written minutes must be taken and open for inspection **NOTICE MEETINGS; MAKE OPEN TO THE PUBLIC; AND TAKE MINUTES!! What is considered a meeting? A meeting is any time you communicate (phone, mail, , talking) with another member of your commission and you are talking about subjects that are likely to come up in front of your commission/board. This includes sub-committee meetings. You cannot discuss any public business or matters connected with your board with another member of your board outside of a noticed meeting. This includes: casual gatherings, talking in the hall, chance meetings, s, telephone conversations, and letters or s that are used to develop a position. Activities which are OK: -- talking with other board members about your family or sports;

29 --having a holiday party with other board members (but you cannot discuss board business at the party) --speaking with another commission member on a panel at a community forum (but you can t talk back and forth on issues with the other member from your board); -- sending out an on an article you find interesting (but you can t put in the What do you think about this for our Board? your comments to me ) If you receive an like this from another board member, do NOT respond to it! In other words, don t start a conversation about it. --You can talk to city staff but you can t use the staff to go back and forth with other members to work something out (to staff member: Can you go ask the other board members what they think of this and get back to me? That is not OK!) an or letter sending a report as to what will be discussed at the meeting is OK; do NOT interact with any of the members or talk to them about it or ask for comments. All of the discussion and comments should be at the noticed meeting. you can send out a statement of your position or future actions you intend on taking. Although this is OK, make sure you do not ask for comments or feedback or start a conversation with other board members about it. Check with your city liaison if you have any questions before sending something like this out. --fact finding activity only (but check with your board liaison if any question on this); Because it can give the appearance to others that business is being discussed, try to avoid talking privately or whispering to another board member in an actual meeting. Don t chat about board matters right before the meeting officially starts or after the meeting has been officially adjourned. NOTICE of meetings should be sent out at least 24 hours before the meeting, but it is much better to allow for 3 or more days. Your city liaison will send out the notice for you. MINUTES You are responsible for keeping the minutes of your meetings, but usually this is done for you by a city employee assigned to your board. If no one from the city is there, you must take minutes yourself. (This usually happens in sub-committee meetings.) PENALTIES Violation of the above laws is a criminal offense with up to 60 days in jail; even if you didn t mean to do it (no intent), you can be fined a civil penalty of up to $500. You can also be sued in a civil lawsuit if these laws are violated.

30 II. PUBLIC RECORDS (Florida Statute section 119) Requirements: Documents generated by a commission or board are public records and must be open for public inspection and copying. If you receive any request for the records or documents of your board or commission, immediately forward them to your city liaison so it can be handled correctly and in a timely fashion. 1. What items are covered as public documents? Everything all documents, papers, s, letters, books, tapes, photos, software, videos, audio recordings, or other material regardless of how it is kept; if it is made in connection with the official business of your board or commission. This can even include non-final documents, such as draft documents or notes you take to remember events. 2. What documents are not covered? Personal notes used to prepare other documents, strictly personal s or other personal writings; and notes given by you to someone else to type up a final document. In general, however, you should assume that all of your writings in connection with your board duties may become public records as you write them and that citizens can ask for copies of them. 3. Penalties: up to one year in jail and fines; or a civil fine of $500 or civil law suits.