The Coalition's Mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school Agenda Advocacy and Resource Development Committee Meeting Wednesday, December 3, 2014 8:30am to 9:30am Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303 1. Welcome and Roll Call... Carrie Rubenstein 2. Approval of Agenda... Carrie Rubenstein 3. Approval of Minutes for June 11, 2014 and September 10, 2014. Carrie Rubenstein 4. Public Comment 5. Reports... Matt Guse a. Race 4 Readiness b. Outreach Efforts Update c. Legislature Update d. Match Development Analysis as of October 31, 2014 6. Special Discussion Item... Matt Guse a. Match Development for the 2014 2015 Fiscal Year Next Meeting: Wednesday, March 4, 2015 8:30am to 9:30am 1
The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Advocacy and Resource Development Committee Meeting Wednesday, June 11, 2014 8:30am to 9:30am Early Learning Coalition of the Big Bend Region, Inc. Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303 Committee Members Present: Carrie Rubenstein, Chair Janice Sumner Angel Trejo Alisa Ghazvini Committee Members Not Present: Josh Aubuchon Pam Butler Staff Present: Matt Guse, Chief Executive Officer Molly Lord, Community Partnerships Director Megan Gocs, Executive Coordinator Guests Present: Letitia Brown 1. Welcome and Roll Call Matt Guse 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 Alisa Ghazvini. This motion was seconded by Angel Trejo. This motion was approved. 3. Approval of Minutes for March 4, 2014 The motion to approve the minutes for the Advocacy and Resource Development Committee Meeting of March 4, 2014 was made by Janice Sumner. This motion was seconded by Carrie Rubenstein. This motion was approved. 4. Public Comment There was no public comment. 5. Discussion Items a. Legislative Update Matt G. introduced Carrie R. as the new Chair of the Advocacy and Resource Development Committee. He then thanked her for her willingness to serve in this position. 2
Matt G. then provided the committee with a legislative update. He also invited Alisa G. to contribute to the legislative update and reminded the committee of her role with the Association of Early Learning Coalitions. In her position she is very involved in the legislative process and quite readily represents early learning state wide on behalf of each of the Early Learning Coalitions. Matt informed the committee that this past legislative session was a very positive one for the Early Learning Coalition of the Big Bend Region (ELC). The Early Learning Bill that came out of the House Education Committee chaired by Representative H. Marlene O Toole, was a great bill with a lot of much needed health and safety changes. While the bill went through the committee process with unanimous support from both the House and the Senate, unfortunately on the last day of the legislative session the Senate requested that the House make several changes to the language in the bill. Representative O Toole however was not comfortable with these changes and did not pass the bill. Overall it was a good legislative session for early learning with a lot of open dialogue. It was unfortunate that this bill addressing health and safety did not pass, but hopefully the House Education Committee will consider trying to pass this bill again during the next legislative session. This bill contained a lot of health and safety changes that were desperately needed to address longstanding issues in early learning. Matt G. did comment that if he was to try and find something positive about this bill not passing, it would be that this now allows the Office of Early Learning to continue to concentrate on implementing the significant changes that were introduced through the Early Learning Bill that was passed during the 2012 2013 legislative session. In relation to budget, Matt G. informed the committee that the legislature increased the base student allocation for the Voluntary Prekindergarten program by $54. It has been a long time since this program has received an increase in funding, so this was a much needed increase. The overall decrease to the Voluntary Prekindergarten budget does not concern staff as this is an entitlement program, and coalitions are required to serve all eligible Voluntary Prekindergarten children through this program, regardless of their allotted budget. In relation to the School Readiness, the legislature approved a 3 million dollar recurring increase to the total statewide budget for this program. Staff have estimated that the ELC should receive approximately $120,000 from this increase. The legislature also approved 10.5 million dollars in one time funds for performance based funding for child care providers. Coalitions are just waiting to receive direction from the state on how these dollars can be spent. The legislature has requested that a work group be convened to determine the process for which these dollars will be allocated statewide. This group will then make a recommendation to the Legislative Budget Commission. Staff will keep the committee informed as we find out more. Alisa G. informed the committee that Chairwoman O Toole has said that she definitely wants to carry the Early Learning Bill through to the next legislative session. Matt G. also informed the committee that during this legislative session, the Department of Children and Families received an increase in funding to 3
increase staffing in their child protection area, which is very good for the children and families we serve. b. Match Development Report Molly Lord provided the committee with a match development report. She informed the committee that the ELC is on track to meet its match requirement for Leon County for this fiscal year. In relation to the other six rural counties, staff have secured match waivers for these counties. She then reviewed the provided spreadsheet with the committee. Matt G. highlighted that to date for this fiscal year, the ELC has obtained $47,136.69 in match for My First Books; $20,295.44 in match for volunteer hours and $71,223.95 for donated space in Leon County. c. Outreach Efforts March through June 2014 Molly L. provided an update on outreach efforts for March through June 2014. On March 8, 2014, the ELC held their 4 th Annual Summer Camp Splash. This was a huge success with about 800 families in attendance. In March, the FSU Credit Union donated $2,760 to the ELC through their Borrow for Less, Give Back More Program. While these funds will go towards supporting the services we provide, they also go towards our match requirements. On April 27, 2014, the Children s Home Society held their Annual Chef s Sampler in the Northwood Centre. The ELC partnered with the Children s Home Society for this event, donating the use of our lobby as a children s play area for the event. When the ELC is able to partner with other organizations like the Children s Home Society on events like this, this assists with community awareness for the ELC. On May 3, 2014, the ELC also partnered with Kids Fest which is hosted by Kids Incorporated at the North Florida Fair Grounds. In relation to upcoming events, Molly L. informed the committee that on June 12, 2104, the North Florida Community Foundation will be holding their bi-annual match day. Committee members were encouraged to support this upcoming event as any funds raised will be matched and then donated to the ELC. Last year the ELC raised over $2,000 during the North Florida Community Foundation s Match Day. Other events she highlighted over the coming months include; Jefferson County Watermelon Festival on June 21, 2014 Tallahassee Movies in the Park on August 9, 2014 Cram the Van with Kia AutoSport of Tallahassee 5K Race and 1 Mile Fun Run/Walk on October 18, 2014 Matt G. also informed the committee that the ELC has completed their CHSP grant presentation for Leon County. Staff are looking forward to receiving notice on how much the ELC will be awarded for the 2014 2015 fiscal year. In relation to the United Way rural county grant presentations, staff hope to be in receipt of the grant presentation dates soon. d. 2014 2015 Meeting Schedule The committee were provided with a proposed schedule of meeting dates for the 2014 2015 fiscal year. Angel T. informed the committee that unfortunately he has a conflict and would not be able to attend a meetings on a Tuesday. Carrie R. also had a conflict with the proposed schedule, so she is going to work with staff to find an alternative day and time for this committee to meet. 4
e. Upcoming 5K Race and 1 Mile Fun Run Molly L. informed the committee that on October 18, 2014, the ELC will be holding their first annual 5K and 1 Mile Fun/Run Walk. This will be an outreach and fundraising event for the ELC. Staff and the Board have been talking for a while about creating an event that will enable the ELC to share their message with the community while creating an opportunity to raise unrestricted funds to use of things that are unallowable using state and federal dollars. Staff are really excited about this upcoming event, and hope that it will be incredibly successful. Matt G. informed the committee that because staff are planning this as an outreach event, a lot of the costs associated with planning and implementing this event can be passed through to the state. However, Matt G. emphasized the importance of Board and volunteer involvement as the percentage of hours associated with volunteer participation will be able to be distributed to unrestricted funds. So the involvement of volunteers is very important. Staff will be identifying board members to approach in relation to certain tasks regarding particular areas of need. Angel T. suggested that staff meet with Bob Gabordi of the Tallahassee Democrat, and move.tallahassee.com to discussing partnering and potentially sponsoring for this event. Molly L. informed the committee that with this sort of event there are so many opportunities to get various community and business organizations and vendors involved. Staff are also hoping to get child care providers involved with this event. Staff will keep the committee apprised on this event as we move forward. Carrie R. adjourned the meeting at 9:12am. 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
The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Advocacy and Resource Development Committee Meeting Wednesday, September 10, 2014 8:30am to 9:30am Early Learning Coalition of the Big Bend Region, Inc. Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303 Committee Members Present: Carrie Rubenstein, Chair Janice Sumner Committee Members Not Present: Josh Aubuchon Angel Trejo Pam Butler Alisa Ghazvini, PhD Staff Present: Matt Guse, Chief Executive Officer Megan Gocs, Executive Coordinator Molly Lord, Community Partnerships Director Kathy Hayes, Quality Assurance and Accountability Director Guests Present: n/a 1. Welcome and Roll Call Carrie Rubenstein, Committee Chair, welcomed committee members and staff. Roll call was taken at 8:35am, however quorum was not established. 2. Approval of Agenda The agenda could not be approved as there was no quorum. 3. Approval of Minutes for June 11, 2014 The Advocacy and Resource Development Committee Meeting Minutes for June 11, 2014 could not be approved as there was no quorum. 4. Public Comment There was no public comment. 5. Reports a. Match Development Analysis as of July 31, 2014 Matt Guse provided an overview of the match development report as of July 31, 2014 for the committee. b. Outreach Efforts Matt G. informed the committee that this will be Molly Lord s last Advocacy and Resource Development Committee Meeting as she will be leaving the Early Learning Coalition of the Big Bend Region, Inc. (ELC) effective September 12, 6
2014. Molly L. has accepted a position with the Tallahassee Memorial Hospital in their Marketing and Public Relations Department. Matt G. then provided the committee with an overview of the planned outreach efforts scheduled for the upcoming quarter. He informed the committee that on September 24, 2014, the ELC will be filming three seven minute segments for Our Issues Tallahassee on NBC40 hosted by Berneice Cox, on the ELC and the services that the ELC s provides. During the month of September, the ELC will be partnering with Kia Autosport of Tallahassee to collect back to schools supplies for their annual Cram the Van. The ELC has partnered with Kia Autosport of Tallahassee for several years now on this event. As part of this event, Kia Autosport of Tallahassee also donates $5,000 to the ELC. On August 9, 2014, the ELC partnered with Tallahassee Movies in the Park to collect children s books for the My First Books Program. This event brought in fifty books for the ELC. Other events that the ELC will be participating in over the next quarter include, Read for the Record, a Developmental Screening Day on October 31, 2014 at Children s Medical Services, as well as the ELC s first Race 4 Readiness on October 18, 2014. Molly L. discussed a new partnership that the ELC has established with a new magazine in Tallahassee called Giggle Magazine. She informed the committee that has been in communication with them about doing a holiday book drive for the ELC. Carrie R. discussed the Dolly Parton Imagination Library that the ELC used to participate in. She told the committee how a grandmother approached her recently about whether the ELC was still doing this. While she informed this grandparent that this was something that the ELC was no longer doing, she spoke to the committee and staff about how great this program was, and how she wished that we could do something like this again. 6. Discussion Items a. Match Development Matt G. informed the committee that the ELC successfully raised enrollment numbers throughout the fiscal year from approximately 3,800 to 4,600. As a result of this, the ELC s match requirements have now also increased. The ELC s match requirements are directly related to the dollars that the ELC spends on serving income eligible families. Therefore, because the ELC is serving more children, the ELC is now required to raise more match funds. Because of the increase in enrollment, this obligation is about $60,000 more than it was last year. Historically the ELC has been very successful at meeting its match requirements with the various grants that the ELC has receives in addition to the donations that the ELC receives through the My First Books Program and volunteer hours. However, with the increased requirement, it is important that the Board discuss how the ELC is going to raise additional funds to meet these higher match requirements. Staff in conjunction with the Board need to start coming up with strategies on how the ELC is going to meet these additional match requirements for the 2014-2015 fiscal year. b. Upcoming 5K Race and 1 Mile Fun Run/Walk Matt G. and Molly L. provided the committee with an overview of the ELC s first Race 4 Readiness scheduled for October 18, 2014. Molly L. provided an overview 7
of the various outreach and marketing efforts that the ELC has scheduled over the next two months to promote the race. Such efforts include radio and television interviews, as well as print media advertisements in the Tallahassee Democrat. Molly L. encouraged board members to support this event through social media. Matt G. emphasized the need to have a strong Board presence the day of the event. The committee was then provided with an overview of the event including the types of development activities that the ELC has organized for the children and families that attend the race. This event is as much about outreach and raising awareness about the services that the ELC provides, as it is about raising much needed supplementary funds to further support the children, families and child care providers that the ELC serves. Having this event at the Northwood Centre and in the atrium will also enable the ELC to showcase our Leon County Office. Carrie R. requested a smaller Race 4 Readiness flyer to take with her to her next Sunrise Rotary meeting. Staff confirmed that they will organize this for her. Carrie R. adjourned the meeting at 9:10am. 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. 8
Race 4 Readiness October 18, 2014 Cost Sheet 5K Costs Item Vendor Cost Charge to Race Charge to State Paid Flyers Apogee $389.00 $389.00 Yes Visa Gift Cards (Provider Participation) Walmart $1,040.66 $1,040.66 Yes EMS Leon County EMS $220.50 $110.25 $110.25 Yes Paper Trash Containers with Bags (8) Marpan $44.00 $44.00 Yes Equipment Gulf Winds Track Club $100.00 $100.00 Yes Chip Timing Fee Gulf Winds Track Club $826.00 $826.00 Yes Permit Fee Tallahassee Police Department $25.00 $25.00 Yes Portable Restrooms Howdy's Rental Toilet $150.00 $150.00 Yes Tallahassee Police Department Support Tallahassee Police Department $771.00 $555.00 $216.00 Yes Stage Rental AZ Rental $360.00 $360.00 Yes Balloon Arch Tallahassee Balloons $200.00 $200.00 Yes Signage Target Copy $1,317.51 $111.00 $1,206.51 Yes Uhaul Uhaul $114.41 $114.41 Yes Gas for Uhaul Gas $15.46 $15.46 Yes Caution Tape Lowes $24.51 $24.51 Yes Krylon Marking Chalk Ace Hardware $29.96 $29.96 Yes Awards 4 U (Medals) Medals $53.00 $53.00 Yes Shirts Clothesline $3,007.00 $3,007.00 Yes Fruit for day of the race Walmat $64.72 $64.72 Yes Snacks for day of the race Costco $196.80 $196.80 Yes Assistance from Molly Lord with Race Molly Lord $843.75 $843.75 Yes Totals $9,793.28 $3,625.90 $6,167.38 Incoming Funds from Race Overall Cash Sponsorships $9,350.00 Race Ticket Sales $4,460.41 Incoming Total $13,810.41 Outgoing State Portion $6,167.38 Incoming Race Funds $13,810.41 Outgoing Race Portion $3,625.90 Total Unrestricted Funds Raised from Race $10,184.51 9
ANALYSIS OF MATCH DEVELOPMENT AS OF OCTOBER 31, 2014 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL Required Match 88,955.40 24,028.74 290,173.98 3,212.34 31,749.30 22,309.74 26,019.06 486,448.56 Waived 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Received 5,669.44 1,627.47 27,868.74 862.50 3,649.32 6,634.02 3,167.48 49,478.97 TOTAL WAIVED AND RECEIVED $5,669.44 $1,627.47 $27,868.74 $862.50 $3,649.32 $6,634.02 $3,167.48 $49,478.97 10
MATCH DEVELOPMENT REPORT as of October 31, 2014 Projected Match Requirement $ 290,174 Match Waived $ Total Match Requirement $ 290,174 Projected Actual CHSP County of Leon* $ 62,271 $ 1,370 United Way Leon* $ 28,980 $ 8,769 Direct SR Slot Cash $ $ Indirect SR Cash Match $ 2,500 $ TOTAL $ 93,750 $ 10,139 InKind Match Sources My First Books $ 45,000 $ 1,617 Volunteers $ 10,000 $ 2,091 Donated Space $ 80,000 $ 14,021 TOTAL $ 135,000 $ 17,729 GADSDEN COUNTY GRAND TOTAL $ 228,750 $ 27,869 Projected Match Requirement $ 88,955 Projected Match Requirement $ 24,029 Match Waived $ Match Waived $ Total Match Requirement $ 88,955 Total Match Requirement $ 24,029 Projected Actual Projected Actual United Way Gadsden* $ 11,000 $ 5,669.44 United Way Jefferson* $ 4,625 $ 1,627 Indirect SR Cash Match $ 5,000 TOTAL $ 16,000 $ 5,669.44 TOTAL $ 4,625 $ 1,627 GRAND TOTAL $ 16,000 $ 5,669.44 GRAND TOTAL $ 4,625 $ 1,627 LIBERTY COUNTY LEON COUNTY Projected Match Requirement $ 3,212 Projected Match Requirement $ 31,749 Match Waived $ Match Waived $ Total Match Requirement $ 3,212 Total Match Requirement $ 31,749 Projected Actual Projected Actual United Way Liberty* $ 1,363 $ 863 United Way Madison* $ 8,950 $ 3,649 TOTAL $ 1,363 $ 863 TOTAL $ 8,950 $ 3,649 GRAND TOTAL $ 1,363 $ 863 GRAND TOTAL $ 8,950 $ 3,649 TAYLOR COUNTY JEFFERSON COUNTY MADISON COUNTY WAKULLA COUNTY Projected Match Requirement $ 22,310 Projected Match Requirement $ 26,019 Match Waived $ Match Waived $ Total Match Requirement $ 22,310 Total Match Requirement $ 26,019 Projected Actual Projected Actual United Way Taylor * $ 20,000 $ 6,634 United Way Wakulla* $ 8,000 $ 3,167 Taylor County Commissioner of $ 2,000 $ TOTAL $ 22,000 $ 6,634 TOTAL $ 8,000 $ 3,167 GRAND TOTAL $ 22,000 $ 6,634 GRAND TOTAL $ 8,000 $ 3,167 *Denotes grant funds disbursed on Federal Gov't Calendar Year Schedule (October through September) 11