The Coalition's Mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school.

Transcription

1 The Coalition's Mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school Agenda Executive Committee Meeting Wednesday, September 16, :30am to 9:30am Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL Welcome and Roll Call... Monesia Brown 2. Approval of Agenda... Monesia Brown 3. Approval of Minutes for June 11, June 15 and July 15, Monesia Brown 4. Public Comment 5. Action Items... Monesia Brown a. # Approval of Payment Rate Schedule Updates b. # Approval of Coalition Plan 6. Updates... Matt Guse a. Legislative b. School Readiness and Voluntary PreKindergarten Utilization and Enrollments c. Performance Funding Pilot Project d. Blue Jeans Online Provider Contract and Reimbursement Portal e CHSP and United Way Grant Awards 7. 2nd Annual Race 4 Readiness Saturday, October 31, Matt Guse 8. Presentation of Draft Quality Rating System... Matt Guse Next Meeting: Thursday, December 10, :30am to 9:30am 1

2 The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Executive Committee Meeting Thursday, June 11, :30am to 9:30am Early Learning Coalition of the Big Bend Region Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL Committee Members Present: Kim Kelling Engstrom, Vice Chair Jeremy Cohen Linda Nelson Jim McShane Carrie Rubenstein Committee Members Not Present: Monesia Brown, Chair Staff Present: Matt Guse, Chief Executive Officer Megan Craig, Executive Coordinator Liz Murphy, Human Resources Director Travis Gordon, Finance Director Kathy Hayes, Quality Assurance and Accountability Director Guests Present: Bryan Desloge 1. Welcome and Roll Call Kim Kelling Engstrom, Committee Chair, welcomed committee members and staff. Roll call was taken and quorum was established at 8:33am. 2. Approval of Agenda The motion to approve the agenda for this meeting was made by Jeremy Cohen. This motion was seconded by Jim McShane. This motion was approved. 3. Approval of Minutes for March 12, 2015 and April 24, 2015 The motion to approve the minutes for the Executive Committee Meeting of March 12, 2015 and April 24, 2015 was made by Linda Nelson. This motion was seconded by Jim M. This motion was approved. 4. Public Comment There was no public comment. 5. Action Items a. # Approval of CEO Authorization Levels Policy FIN The Early Learning Coalition of the Big Bend Region (ELC) is actively engaged in updating its policies and procedures. This policy will increase the CEO s authorization level from $25,000 to $35,000. This will also add $5,000 to the authorization level of the Finance Director. This will bring the CEO s 2

3 authorization level in alignment with the level two threshold from F.S This will also allow for the day to day purchasing activity to continue in the CEO S absence. The Finance Committee reviewed and approved this policy change at their meeting on June 8, The Executive Committee was asked to review this policy and recommend that it be moved to the Board for approval. The motion to approve the CEO Authorization Levels Policy FIN was made by Jim M. This motion was seconded by Linda N. This motion was approved. 6. Updates a. Legislative Matt Guse provided the committee with a legislative update. He informed the committee that the Senate has sent their final budget recommendations to the Hours. The good news is that both the House and Senate s recommendations include an increase for the ELC. b. School Readiness and Voluntary PreKindergarten Utilization and Enrollments The committee was provided with an update on the School Readiness and Voluntary PreKindergarten utilization and enrollments as well as the ELC s budget to actual schedule of functional expenses. In terms of the ELC s functional expenses, the agency is right on target, and any discrepancies are related to the timing of expenses. For line item 17, printing and postage, this item was over due to an increase in mail correspondence that staff have needed to send to parents and providers. Jeremy C. informed the committee that staff have actively been enrolling families off the waitlist, and as a result, the number of children served has increased to approximately 4,800. Waitlist wait times have also decreased, with families currently being contacted off the waitlist that applied at the beginning of May Waitlist numbers have also decreased. Jeremy C. also noted that the ELC is in alignment with all its earmarks and restrictions for the School Readiness and Voluntary PreKindergarten Programs. Matt G. reviewed with Voluntary PreKindergarten numbers with the committee. He informed them that the ELC is currently serving less Voluntary PreKindergarten children this fiscal year compared to last fiscal year. The state had projected a decrease in enrollment for the Voluntary PreKindergarten Program across the state. The Voluntary PreKindergarten Program is an entitlement program and the ELC will serve any child that is eligible for this program. The ELC is not projected to meet its match requirement for Leon County for the fiscal year. Staff are projecting a $60,000 match deficit. The committee discussed this deficit, and the need to make additional efforts in the new fiscal year to address this gap. Jeremy C. informed the Executive Committee that this issue of match had been discussed at the recent Finance Committee Meeting. c. Performance Funding Pilot Project Matt G. provided the committee with an update on the Performance Funding Pilot Project. Twenty-four local providers had been selected by the state to participate in this project, twelve as part of the pilot group, and twelve as part of the control group. Except for the two providers who were removed from the project for 3

4 fraudulent activities, all providers have successfully completed the pilot. All the data supports that the interventions introduced in the pilot group have worked, and there have been noticeable differences in the performance of the children. d. Technology Mini Grants The committee was provided with an update on the technology mini grants. All eighteen of the grants have been awarded. All funds have been distributed and all purchases have been made. Feedback from the grant recipients has been incredibly positive, and providers have been appreciative of the additional support that they received to assist them with their technology needs in the classroom and as part of their business operations. The Board will need to discuss what to do with the race proceeds from this year s Race 4 Readiness. e. Blue Jeans Online Provider Contract Portal Matt G. informed the Executive Committee that the ELC recently purchased Blue Jeans, an online provider contract portal. While the state of Florida was been talking about developing an online system for sometime, the Early Learning Coalition of Miami/Dade recently procured a company to create a system for them. The ELC found out about this system from the Early Learning Coalition of Miami/Dade. This new system has the potential to create significant efficiencies for staff and for providers. Providers can complete their School Readiness and Voluntary PreKindergarten contracts online. Providers can only submit their contract once everything has been completed and uploaded. At the end of July, staff plan on introducing another aspect of this new system that will allow providers to submit their attendance rosters online. Staff believe that this new system will significantly benefit both staff and providers by increasing accuracies by blocking out holidays and weekends, and not allowing providers to mark children that are no longer enrolled in the program. 7. Discussion Items a. Proposed Leon County Comprehensive Services Center for Homeless Children Recently Rick Kearney approached the ELC about wanting to open a high quality state of the art childcare center to work with homeless families. He had wanted the ELC to run this center. The committee discussed this proposal. This has also been discussed with the Office of Early Learning. The ELC would be the first Early Learning Coalition in the state to do something like this. While this could be a great opportunity for the ELC, Matt G. expressed his hesitance in taking on any undue risk for the ELC. This proposal will be presented to the Board at their upcoming meeting. b. Quality Rating System Matt G. provided the committee with an update on the quality rating system that staff have been working with the Mayor s Office on. Mayor Gillum will actually be speaking at the upcoming Board Meeting to talk more about his family first initiative, which includes developing a quality rating system. The committee then discussed the quality rating improvement system collaborative document. The collaborative created this recommendation to be presented to the state if they decided to mandate a quality rating improvement system. The committee were informed that the Mayor s Taskforce also agrees with the collaborative s model and recommendation. 4

5 c Race 4 Readiness Saturday, October 17, 2015 Matt G. provided the committee with an update on the upcoming Race 4 Readiness scheduled for October 17, Proposed Meeting Schedule The committee was asked to review the proposed meeting schedule. 9. Special Item a. Chief Executive Officer s Annual Performance Evaluation Kim Kelling E. informed the committee that a Special Called Executive Committee Meeting has been scheduled for Monday, June 15, 2015, to specifically discuss the Chief Executive Officer s annual performance evaluation. Kim Kelling E. adjourned the meeting at 9:46am. Minutes recorded by: Megan Gocs, Executive Coordinator Committee Approval Date: Committee Chair s Initials: Board Secretary s Initials: A digital recording of this meeting is available at the office of the Early Learning Coalition of the Big Bend Region, Inc. 5

6 The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Special Called Executive Committee Meeting Monday, June 15, :00pm to 5:00pm Early Learning Coalition of the Big Bend Region Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL Committee Members Present: Monesia Brown, Chair Jeremy Cohen Linda Nelson Jim McShane Carrie Rubenstein Kim Kelling Engstrom Committee Members Not Present: n/a Staff Present: Matt Guse, Chief Executive Officer Megan Craig, Executive Coordinator Liz Murphy, Human Resources Director Guests Present: n/a 1. Welcome and Roll Call Monesia Brown, Board Chair, welcomed committee members and staff. Roll call was taken and quorum was established at 4:09pm. 2. Approval of Agenda The motion to approve the agenda for this meeting was made by Jeremy Cohen. This motion was seconded by Jim McShane. This motion was approved. 3. Public Comment There was no public comment 4. Special Discussion Item a. Chief Executive Officer s Annual Performance Evaluation Staff were asked to setup out of the room while the committee discussed the Chief Executive Officer s annual performance evaluation. This item was discussed by the committee. Monesia B. adjourned the meeting at 5:07pm. 6

7 Minutes recorded by: Megan Craig, Executive Coordinator Committee Approval Date: Committee Chair s Initials: Board Secretary s Initials: A digital recording of this meeting is available at the office of the Early Learning Coalition of the Big Bend Region, Inc. 7

8 The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Special Called Executive Committee Meeting Wednesday, July 15, :30am to 9:00am Early Learning Coalition of the Big Bend Region Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL Committee Members Present: Monesia Brown, Chair Kim Kelling Engstrom Linda Nelson Jim McShane Carrie Rubenstein Tara Orlowski Jeremy Cohen Staff Present: Matt Guse, Chief Executive Officer Megan Craig, Executive Coordinator Liz Murphy, Human Resources Director Travis Gordon, Finance Director Kathy Hayes, Quality Assurance and Accountability Director Committee Members Not Present: Guests Present: n/a 1. Welcome and Roll Call Monesia Brown, Board Chair, welcomed committee members and staff. Roll call was taken and quorum was established at 8:34am. 2. Approval of Agenda The motion to approve the agenda for this meeting was made by Jim McShane. This motion was seconded by Jeremy Cohen. This motion was approved. 3. Public Comment There was no public comment 4. Action Items a. # Approval of Operating Budget The Early Learning Coalition of the Big Bend Region (ELC) received the following information from the Office of Early Learning: FY School Readiness Notice of Award; FY Voluntary PreKindergarten (VPK) Notice of Award; and FY VPK Outreach and Awareness Notice of Award. Staff have developed the ELC s fiscal operating budget utilizing the amounts from the Notices of Award listed above. The Executive Committee was asked to review the operating budget and approve this item on behalf 8

9 of the Board. The motion to approve the operating budget was made by Jim M. This motion was seconded by Jeremy C. This motion was approved. b. # Approval of Taylor County Schools Services Contract Per the ELC s procurement policies, the ELC s Board of Directors is required to approve service and commodity contracts in excess of $24,999. In addition, the Bylaws require authorization by the Board of Directors for the Chief Executive Officer to enter into any contract or lease on behalf of the ELC. The Taylor County Schools Services Contract in the amount of $65,000 requires the Board of Directors approval. The Executive Committee was asked to review the Taylor County Schools Services Contact for in the amount of $65,000 and approve this item on behalf of the Board. The motion to approve this contract was made by Jeremy C. This motion was seconded by Carrie Rubenstein. This motion was approved. c. # Approval of Contact with Inspired Technologies Per the ELC s procurement policies, the ELC s Board of Directors is required to approve service and commodity contracts in excess of $24,999. In addition, the Bylaws require authorization by the Board of Directors for the Chief Executive Officer to enter into any contract or lease on behalf of the ELC. The contract with Inspired Technologies in the amount of $96,000 requires the Board of Directors approval. The Executive Committee was asked to review the Inspired Technologies contract and approve this item on behalf of the Board. The motion to approve this contract was made by Jeremy C. This motion was seconded by Linda Nelson. This motion was approved. d. # Approval of Equipment Lease Agreement Per the ELC s procurement policies, the ELC s Board of Directors is required to approve service and commodity contracts in excess of $24,999. In addition, the Bylaws require authorization by the Board of Directors for the Chief Executive Officer to enter into any contract or lease on behalf of the ELC. The equipment lease agreement requires the Board of Directors approval. The Executive Committee was asked to review the lease agreement with Lewis Digital, Inc. and approve this item on behalf of the Board. The motion to approve this contract was made by Jim M. This motion was seconded by Jeremy C. This motion was approved. Monesia B. adjourned the meeting at 8:57am. Minutes recorded by: Megan Craig, Executive Coordinator Committee Approval Date: Committee Chair s Initials: Board Secretary s Initials: A digital recording of this meeting is available at the office of the Early Learning Coalition of the Big Bend Region, Inc. 9

10 Action Item # Action Item: Background: Approval of Payment Rate Schedule Updates To align with the new statewide School Readiness Contract, the Early Learning Coalition of the Big Bend Region (ELC) needs to update the ELC s current provider reimbursement Payment Rate Schedule. In particular, the ELC needs to add full-time and part-time rates for special needs children, and a part-time rate of school-age children, as highlighted on the attached. Any changes or additions made to this schedule must be approved by the Board of Directors. Once approved, this schedule will then be submitted to the Office of Early Learning through the ELC s Coalition Plan update process. The Program Policy and Strategy Committee reviewed and approved the updates to the attached Payment Rate Schedule at their last meeting on September 3, 2015, and recommend that they be moved to the Executive Committee for their approval. The Executive Committee is now asked to review and approve the updates and recommend that they be moved to the Board for approval. Attachments: Payment Rate Schedule 10

11 EARLY LEARNING COALITION OF THE BIG BEND REGION Serving the counties of Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla PAYMENT-RATE SCHEDULE (Effective September 22, 2015) Licensed or Exempt Providers Full-Time Rates Gold Seal Licensed Homes Registered Homes Informal Providers Licensed Before or After School Care Level Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Infant (0-12 Mo.) Toddler: (13-23 Mo.) (24-35 Mo.) Preschool: (36-47 Mo.) (48-59 Mo.) (60-72 Mo.) Special Needs School-Age VPK Wrap-Around Licensed or Exempt Providers Part-Time Rates Gold Seal Licensed Homes Registered Homes Informal Providers Licensed Before or After School Care Level Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Infant (0-12 Mo.) Toddler: (13-23 Mo.) (24-35 Mo.) Preschool: (36-47 Mo.) (48-59 Mo.) (60-72 Mo.) Special Needs School-Age VPK Wrap-Around Additional information: Has your coalition adopted a sibling discount rate? Yes 50% of the payment rate. No Describe any additional parameters your coalition has adopted (For example: Rate for special needs is negotiated and may exceed regular rate by up to x%.): What is the projected number of children to be served within the fiscal year(s) this schedules covers? 3,800 Form AWI-EL 34 11

12 Action Item # Action Item: Background: Attachments: Approval of Coalition Plan Florida Statute Chapter and Rule 6M-9.115, F.A.C. required the Early Learning Coalition of the Big Bend Region (ELC) to submit a Coalition Plan for FY to the Office of Early Learning (OEL). OEL developed a new template for the ELC to utilize to comply with requirements. Due to this new format, OEL extended the target date for plan submission from July 1, 2015 to October 1, The ELC has submitted a draft of this plan to OEL for review and feedback prior to obtaining Board approval. However, the ELC has not yet received any feedback from OEL. The Executive Committee is asked to approve the attached draft of the Coalition Plan and recommend that it be moved to the Board for approval. Staff will submit plan amendments to the Board as necessary once feedback is received from OEL Draft Coalition Plan 12

13 ANALYSIS OF SCHOOL READINESS BUDGET For the Fiscal Year Ending June 30, 2016 CATEGORY OF SPENDING FY Award (per Notice of Award) Actual Thru 7/31/15 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 16,070,002 DIRECT SERVICE COST (1) $ 12,748,003 $ 1,271, % Minimum 78% NON SLOT DOLLARS: Admin Cost $ 707,327 $ 70, % Maximum 5% Non Direct Cost 1,363, , % Quality Cost 845,889 95, % Minimum 4% Childcare Resource & Referral Cost 405,347 26, % TOTAL NON SLOT DOLLARS $ 3,321,999 $ 323, % Maximum 22% (1) There are no CCEP dollars for FY % School Readiness Earmarks as of July 31, % 2% DIRECT SERVICE COST (1) 4% Admin Cost Non Direct Cost Quality Cost 78% Childcare Resource & Referral Cost 13

14 DIRECT SERVICE COST ANALYSIS OF SCHOOL READINESS DIRECT SERVICE COST AS OF JULY 31, 2015 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL Working Low Income 180,732 47, ,629 8,005 55,852 35,737 37, ,913 TANF Assistance Transitional Care 37,396 5, , ,342 3,670 2, ,220 Protective Services 13,363 5, ,355 2,873 4,749 5,853 10, ,073 Gold Seal 3, , ,120 CCEP TOTAL DIRECT SERVICE COST 235,053 58, ,383 11,525 63,943 45,260 50,460 1,271,326 # of Children Paid Served , ,352 Direct Service Allocation by Eligibility Category Direct Service Allocation by County 0% 14% 13% 2% 0% Working Low Income TANF Assistance Transitiona l Care Protective Services 1% 5% 4% 4% 63% 18% 5% Gadsden Jefferson Leon Liberty Madison Taylor 71% Gold Seal Wakulla 14

15 EARLY LEARNING COALITION OF THE BIG BEND REGION, INC TOTAL SR CHILDREN SERVED BY MONTH RELATIVE TO PRIOR YEARS AS OF JULY 31, 2015 Historical Comparison - Children Served by Month FY 13/14 FY 14/15 FY 15/ July Aug Sept Oct Nov Dec Jan Feb March April May June 6. WAITLIST AS OF 8/2/2015 (1) Age Gadsden Jefferson Leon Liberty Madison Taylor Wakulla Current Week Prior Week Total Total Total All (1)This section only includes data from the legacy SPE/UWL system. It does not include data from the family portal. 15

16 ANALYSIS OF VOLUNTARY PREKINDERGARTEN BUDGET For the Fiscal Year Ending June 30, 2016 CATEGORY OF SPENDING FY Award (per Notice of Award) Actual Thru 7/31/15 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 6,820,907 DIRECT SERVICE COST $ 6,558,565 $ 134,259 NON SLOT DOLLARS: Admin Cost $ 138,435 $ 18,468 Enrollment Cost 74,643 7,084 Monitoring Cost 49,264 14,106 TOTAL NON SLOT DOLLARS $ 262,342 $ 39, % Maximum 4% VPK OUTREACH AND AWARENESS $ 20,737 Voluntary Prekindergarten Spending Allocation as of July 31, % combined DIRECT SERVICE COST Admin Cost Enrollment Cost 77.20% Monitoring Cost 16

17 ANALYSIS OF VOLUNTARY PREKINDERGARTEN DIRECT SERVICE COST AS OF JULY 31, 2015 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL DIRECT SERVICE COST , ,043 14, ,259 # of Children Paid Served VPK Direct Service Cost by County 0% 23% 0% 0% 11% 0% 66% Gadsden Jefferson Leon Liberty Madison Taylor Wakulla 17

18 The Early Learning Coalition of the Big Bend Region s 2nd Annual 5K Race and 1 Mile Fun Run Saturday, October 31, 2015 Schedule of Events 7:00am Registration Opens 7:30am Group Warm Up 8:00am 1 Mile Fun Run 8:30am 5K Race 9:45am Awards Ceremony Day of the Event Giveaways Photo booth FREE children s book for every child that registers! Pre-Registration (before 10/28/15) $20 Adult with shirt ($15 without shirt) $10 Child with shirt (Up to 12) ($5 without shirt) Children under 2 Free Face painting Food & refreshments Prizes for best Halloween costume Great awards for race winners Professionally certified course Amazing guest speaker Where Northwood Centre 1940 North Monroe Street Tallahassee Proceeds Support early learning initiatives in the Big Bend Region For more information and to register, go to or call (850) Kim Kelling Engstrom and Todd Engstrom, Ed and Marilyn Feaver, Daniel and Ali Wagnon, Angel and D Lo Trejo and Tara Orlowski 18

19 Building Partnerships & Bridging Early Childhood Systems to Create Brighter Futures 19

20 Building a Quality Task Force 20

21 Task Force Results Excellence Growth Program Management Family Engagement Curriculum Assessment Environment Staff Qualifications 21

22 RONALD V. MCGUCKIN AND ASSOCIATES Bridging Systems & Tools 22

23 Quality Frameworks Early Head Start & Head Start Accreditation 23

24 STAFF QUALIFICATIONS 24

25 FAMILY ENGAGEMENT & PROGRAM BUSINESS 25

26 CURRICULUM, ASSESSMENT & ENVIRONMENT 26

27 ENVIRONMENT 27

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