Committee Reports. Minutes: Date/Time: Location: Members Present: Excused Absent members: Unexcused Absent Members: Staff Present:

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1 Minutes: Date/Time: Location: Members Present: Excused Absent members: Unexcused Absent Members: Staff Present: Early Learning Coalition of Brevard County, Inc. Board of Directors Meeting Tuesday, February 21, 2017 at 4:00 p.m. Early Learning Coalition of Brevard, Conference Room 1018 Florida Ave, Rockledge, FL Terri Barlow, Donna Beettam, Alan Bergman, Mark Broms, Victoria Candelora, Lori Duester, Jeffrey Harrison, Natalie Jackson, Don Lusk, Tom Peer, Myrna Shimei, and Travia Williams Priscilla DeNino, Ian Golden, Beth Mills and Althea Puzio Sky Beard, Jessica Beecham, Cathie Odom, Emily Orndorff, Tina Snyder, and Gina Sousa Guest Present: Called to order: N/A Alan Bergman called the meeting to order and quorum was established at 4:04 p.m. Pledge of allegiance took place and introductions were conducted. Agenda Item Summary/Discussion Action/Follow-up Consent Items a. Minutes: January 17, 2016 b. Directors Report Jeffrey Harrison motioned for the Consent Items to be approved. Terri Barlow seconded the motion. The motion passed unanimously by all Board Committee Reports Executive/Finance Committee: Alan Bergman reported to the Board that the Executive/Finance Committee did not meet in the month of January, but met on Monday, February 13, The agenda items included: Approval of meeting minutes Quarterly Review of Budget to Actuals - Committee reviewed the Quarterly Review of Budget to Actuals and found no concerns. Audit Review To be discussed later in meeting. Review Hearing To be discussed later in meeting. Legislative Updates To be discussed later in meeting. Board Membership To be discussed later in meeting. Future Goals for the Executive Director The Committee finalized the future goals for the Executive Director. Review Hearing Committee: Don Lusk reported to the Board that on February 2, 2017, the Review Hearing Committee met related to the termination of the School Readiness and VPK contracts for Country Beginnings and Campus Development Research School. Don Lusk informed the Board that nothing was reported or discussed that the Committee believed would cause a change in the decision by the Coalition to terminate the contracts with either contracted provider. The Review Hearing voted to uphold the decision previously made by Coalition staff to terminate the contracts, including the revocation of eligibility for five years. As required in the contract, the Review Hearing Committee will meet to review the letter to be sent to the owner regarding the committee s decision. members. Page 1 of 3 February 2017 Minutes

2 Old Business New Business Public Comment/Board Announcements Key Result Area Committees: The Quality Assurance Committee met and discussed the Accreditation Support Grant process and discussed the scoring rubric to be used in the decision making process. Sky informed the Board that at this time the Coalition has received about 5-6 applications and the Committee will make decisions about the grant awards at the March meeting. Beth Mills reported that the Parent Education and Family Engagement Committee joined the Quality Assurance Committee and discussed the PreK to Kindergarten Transition meeting that will take place on March 1, 2017 at the School Board. Finance Report and Waiting List/New Enrollment Update: Cathie Odom explained to the Board that at this point enrollment remains flat. The Board reviewed the Earmarks (see attached). The School Readiness benchmarks are currently being met and direct services is presently at 83% (72% is the requirement). The match needed has increased by approximately $40,000 due to an increase in School Readiness direct service expenditures. DiSC Follow-up: Karl Lieb and Pattie Hernandez continued discussions with the board regarding the previously administered DiSC assessments. The Board will be reviewing its committee structure based on information learned during the board development discussions. Legislative Update: Although the Session has not yet begun, much discussion has already been underway regarding the early learning budget and pending legislation. Sky informed the Board that there are new members on education committees and she is meeting with them to provide information about topics related to early learning. The Legislative Session starts in March and will continue until May. Board Membership: The Board was informed that there is a need for Private Sector membership since Michael Durante has resigned from the Board. A mixer is being planned as an opportunity to educate and engage potential members. Information on this event will be sent out to members as the details are confirmed. Audit Presentation: Sky informed the Board that the new audit firm would not be able to be present at the March Board meeting; however, the firm will be present at the March Executive/Finance Committee. The Board must review and approve the audit. There was discussion regarding the presentation and if it was needed at the full Board meeting. The Board decided that the presentation to the Executive/Finance Committee will be sufficient and the Board will vote for approval the recommendation from the Committee. If the Board has any further questions, it is requested that the auditor be available by phone. N/A Page 2 of 3 February 2017 Minutes

3 Adjournment The meeting was adjourned at 5:38 pm Myrna Shimei motioned for the adjournment of the Board meeting. Lori Duster seconded the motion. The motion passed unanimously by all Board members. Next Meeting March 21, 2017 No Action/Follow up February 2017 Board of Directors Minutes Approved: Respectfully Submitted, Approved Signature Date Signature Date Executive Coordinator Executive Director Page 3 of 3 February 2017 Minutes

4 I. Call to Order Board of Directors Meeting Tuesday, February 21, 2017 BOARD MEETING AGENDA II. III. IV. Pledge of Allegiance Coalition Roll Call by Self Introduction Consent Items a. Minutes: January 17, 2017 b. Director s Report V. Committee Reports a. Executive / Finance Committee b. Review Hearing Committee c. Key Result Area Committees VI. VII. VIII. IX. Old Business a. Finance Report and Waiting List/New Enrollment Update b. DiSC Follow Up New Business a. Legislative Update b. Board Membership Public Comment Adjourn Next Meeting: Tuesday, March 21, 2017

5 Minutes: Date/Time: Location: Members Present: Excused Absent members: Unexcused Absent Members: Staff Present: Guest Present: Called to order: Early Learning Coalition of Brevard County, Inc. Board of Directors Meeting Tuesday, January 17, 2017 at 4:00 p.m. Early Learning Coalition of Brevard, Conference Room 1018 Florida Ave, Rockledge, FL Donna Beettam, Alan Bergman, Mark Broms, Victoria Candelora, Priscilla DeNino, Ian Golden, Jeffrey Harrison, Natalie Jackson, Don Lusk, Beth Mills, Tom Peer, Althea Puzio, Myrna Shimei, and Travia Williams Terri Barlow, Lori Duester, Mike Durante, and Don Lusk Jodi Ammons, Sky Beard, Jessica Beecham, Leah Breder, Kevin Carraro, Sue Falcioni, Selena McNeely, Cathie Odom, Emily Orndorff, Jennifer Shields, Tina Snyder, Gina Sousa, and Lisa Wilk N/A Alan Bergman called the meeting to order and quorum was established at 4:06 p.m. Pledge of allegiance took place and introductions were conducted. Agenda Item Summary/Discussion Action/Follow-up Consent Items a. Minutes: November 15, 2016 b. Directors Report Beth Mills motioned for the Consent Items to be approved. Althea Puzio seconded the motion. The motion passed unanimously by all Board Committee Reports Old Business Executive/Finance Committee: Alan Bergman reported to the Board that the Executive/Finance Committee did not meet in the month of January, but met on Monday, December 12, The agenda items included: Provider Contract Update status of provider contract and non-compliance discussed Finance Policies reviewed and approved updated policies Board Membership Annual Performance Review of the ED Finance Report and Waiting List/New Enrollment Update: Sky Beard presented the Board with the Grant Earmarks and Restrictions for October, November and December (see attached). Revised numbers for November will be provided at the next meeting. Currently there are 718 children on the waitlist: 600 are birth to 5 year olds and 118 are school age children. Coalition staff is continuing to pull families off the waitlist. The Board discussed the current VPK administrative rate being over the allowed 4% expense. Coalition staff continue to monitor and fluctuations are common due to variances in enrollment activities throughout they year. members. New Business DiSC Follow-up: The Board was informed that Dr. Curry would be coming to the February meeting for follow up and to bring a copy of their assessment with them to the meeting. Celebrate Literacy Week: The Board discussed the event and opportunities to participate by reading to a local classroom. The sign up list was available for members to sign-up while at the Page 1 of 2 January 2017 Minutes

6 meeting. The list will be ed out as well for those interested in participating. Contract Terminations: The Board discussed the unexpected closure of two local contracted child care providers. Due to the circumstances of the closures, there was local media coverage. Coalition staff assisted families with transfers to alternate locations. The Coalition has provided contract termination notices to the owner due to non-compliance with the notification requirements as identified in the contracts. The provider has an opportunity to request a Review Hearing based on the Coalition s decision to terminate. If requested, the Review Hearing Committee will be identified as required in the contracts. Key Result Area Committee Meetings: The Committees will meet after the Full Board Meeting is adjourned. Public Comment/Board Mark Broms announced that the Brevard Homeless Coalition will be performing the 2017 Annual Point in Time Count and Announcements volunteers are needed. A flyer was provided with additional information. Adjournment Committee Meetings adjourned at 5:45 pm Next Meeting February 21, 2017 No Action/Follow up January 2017 Board of Directors Minutes Approved: Respectfully Submitted, Approved 2/21/2017 2/21/2017 Signature Date Signature Date Executive Coordinator Executive Director Page 2 of 2 January 2017 Minutes

7 Director s Report February 2017 State and Office of Early Learning (OEL) Update: The members of the Association of Early Learning Coalition s Executive Committee met with leadership from the Office of Early Learning in Tallahassee on February 8, As co-chair of the AELC, Sky Beard was in attendance. The meeting allowed for a collaborative conversation about the EFS Modernization project, rule promulgation, legislative issues, fiscal policies and other applicable agenda items. Members of the Coalition s Leadership Team will be attending the Association of Early Learning Coalition s Leadership Symposium on February 22 24, 2017 in Orlando. This annual conference provides an opportunity for leadership at all ELCs around the state to come together and share best practices, problem solve and network. Coalition staff continue to actively participate in the various aspects of OEL s EFS Modernization project. The development of the state s new early childhood data system in underway and will likely deploy July 1, Coalition Update: Sky participated in a visit with Rep. Goodson as he attended a local public school that provides VPK and Head Start as well as a private child care provider. The visits were held on January 20, 2107 and provided an opportunity to discuss the needs of the early childhood industry as well as an opportunity to highlight the status of early childhood services in Brevard. In addition, Sky met with Rep. Fine on January 31, The meeting was held in his home district office and provided an opportunity to provide education about the role of early childhood education at the local and state level. Rep. Fine is a member of the House PreK-K Appropriations Subcommittee. Sky attended the Central Florida Partnership s Leadership Forum on February 3, 2017 in Orlando. The meeting highlighted many of the current trends in the Central Florida region and regional priorities were discussed. A number of Coalition staff are scheduled to attend the Trauma Informed Care Youth Summit in Melbourne on February 16, The meeting will highlight the need for and importance of continued attention on trauma informed care practices when working with children and their families.

8 Fiscal Year Jan ,000 3,800 3,600 3,400 3,200 3,000 Children Served 3,551 3,553 3,333 3,434 3,472 3,408 3,429 3,425 3,333 3,290 3,291 3,253 3,252 3,212 3,125 3,145 3,107 3,130 3,097 July Aug Sept Oct Nov Dec Jan Feb Mar April May June FY15.16 FY16.17 Wait List FY15.16 FY July Aug Sept Oct Nov Dec Jan Feb Mar April May June WaitList vs. Served Current FY 4,000 3,500 3, ,472 3,408 3,429 3,551 3,553 3,000 2,500 2,000 1,500 Served Waitlist Sch Age WL 1, July Aug Sept Oct Nov Dec Jan Feb Mar April May June

9 Fiscal Year Jan 2017 Category of Spending School Readiness Actual thru FY Award 1/31/2017 Current % Earmark/Restrictions Award Amount $ 17,949,435 Direct Services Cost $ 14,474,007 $ 8,689, % Minimum 78% 4.67% School Readiness Earmarks 3.91% 1.47% 6.63% Direct Services Cost Non Slot Dollars: Admin Cost $ 863,858 $ 486, % Maximum 5% Non Direct Cost 1,344, , % Quality Cost 890, , % Childcare Resource & Referral Cost 387, , % Minimum 4% Total Non Slot Dollars $ 3,486,696 $ 1,738, % Maximum 22% 83.33% Admin Cost Non Direct Cost Quality Cost Childcare Resource & Referral Cost Category of Spending $ 10,428,353 VPK Actual thru FY Award 1/31/2017 Current % Earmark/Restrictions Award Amount $ 11,484,335 Direct Services Cost $ 11,042,630 $ 6,445, % Minimum 96% Non Slot Dollars: Admin Cost $ 234,478 $ 151, % Enrollment Cost 192, , % Monitoring Cost 14, % Total Non Slot Dollars $ 441,705 $ 273, % Maximum 4% 2.25% 1.82% VPK Earmarks 0.00% 95.93% Direct Services Cost Admin Cost Enrollment Cost Monitoring Cost $ 6,719,408

10 Fiscal Year Jan 2017 Budget Total Thru 1/31/2017 Actual Economically Disadvantaged Direct Svcs 7,075,941 4,127,632 4,790,665 Projected Match 424, , ,440 Match Waived Total Match Requirement 424, , ,440 Projected Total Thru 1/31/2017 Actual Cash Match Sources United Way 262, , ,624 CDBG Funders 54,210 20,253 17,969 Other direct match funders 2, Indirect match funders Cash subtotal 318, , ,639 In kind Match Sources Public Education Program 80,680 48,408 35,480 Managed IT Services 21,264 13,764 13,822 Professional Services/Other 1, InKind subtotal 102,944 62,172 49,569 Total Match 421, , ,207 Estimated Match Remaining (Surplus) 2,902 12,400 65,232