EXECUTIVE/FINANCE COMMITTEE MEETING AGENDA Monday, March 18, 2019 at 3:00 pm 6800 N. Dale Mabry, Suite 134 Tampa, Florida 33614 Call-in: 866-866-2244 Access Code: 5194796 I. CALL TO ORDER A. Quorum Verification B. Approval of Minutes for January 14, 2019 Executive/Finance Committee Meeting (Pg.2) C. Approval of Minutes for October 8, 2018 Legislative Affairs Committee Meeting (Pg. 4) D. Approval of Minutes for October 5, 2017 Legislative Affairs Committee Meeting (Pg.7) II. PUBLIC COMMENT I Individuals wishing to address the Early Learning Coalition of Hillsborough County Board of Directors must complete a Public Comment Request Card and submit it to the official recorder prior to the noticed start time of the meeting. Said comments will be limited to three (3) minutes per individual on a first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. All public comment in Public Comment I must pertain to an item on the approved agenda. III. OLD BUSINESS IV. EXECUTIVE REPORTS A. CEO Report G. Gillette B. Financial Report (Pg. 9) S. Costner i) Annual Audit report Moore Stephens Lovelace, P.A. V. ACTION ITEMS A. April 15, 2019 Board of Directors Meeting Agenda (Pg. 11) G. Gillette B. Execute contract with IT Vendor (Pg. 13) S. Costner C. Approval of Annual Audit (Pg. 14) S. Costner VI. DISCUSSION ITEMS VII. ADJOURNMENT UPCOMING MEETINGS Board of Directors Regular Meeting- Monday, April 15, 2019 at 3:00 pm Executive/Finance Committee Regular Meeting- Monday, May 20, 2019 at 3:00 pm UPCOMING EVENTS March 18, 2019 Executive/Finance Committee Meeting 1 of 14
EXECUTIVE/FINANCE COMMITTEE UNAPPROVED MINUTES Monday, January 14, 2019 at 3:00 pm 6800 N. Dale Mabry, Suite 134 Tampa, Florida 33614 MEETING ATTENDANCE Facilitator: Aakash Patel Committee Members Present: Angela Chowning, Lynne Hildreth*, Dianne Jacob*, Joe McElroy*, Sandy Murman, and Aakash Patel Committee Members Absent: ELCHC Staff: Rebecca Cotto Lopez, Randy Daigle, Bobbi Davis, Megan Folts, Lorinda Gamson, Gordon Gillette, Kelley Minney, Abby Perez, Helen Sovich Other Attendees: Dr. Shawn Robinson* and Sandy Show* *Indicates attendance by phone. CALL TO ORDER Quorum Verification Noting a quorum had been established, Chair Patel called the meeting to order at 3:03 pm. Approval of October 15, 2018 Executive/Finance Committee Meeting Minutes Chair Patel called for a motion to approve the October 15, 2019 Executive/Finance Committee meeting minutes. A motion was made by Angela Chowning. Joe McElroy made a second. The motion carried unanimously. PUBLIC COMMENT There was no Public Comment. OLD BUSINESS There was no Old Business. EXECUTIVE REPORTS CEO Report Mr. Gordon Gillette highlighted the following items from his January 7, 2019, letter to the Board of Directors: March 18, 2019 Executive/Finance Committee Meeting 2 of 14
1. Legislative Visits- He and Bobbi Davis met with several members of the Hillsborough County legislation and delivered remarks to the Delegation at a recent meeting in support of the Association of Early Learning Coalitions (AELC) legislative agenda. 2. ELCHC s FY 2019 Fund/Revenue Development Summary. Sandy Murman recommended that the Coalition hold a reception to recognize donors and suggested that the location of the reception be held at the Children s Board within the next three to four weeks. 3. The Coalition s participation at the Leadership Florida Cornerstone Class program. 4. The Early Childhood Quality Practitioners meeting on January 30, 2019 at the Children s Board. 5. Service models and School Readiness transition. Financial Report Mr. Steve Costner, Chief Financial Officer, highlighted the following in his financial report: 1. The School Readiness (SR) waitlist was cleared as of November 30, 2018. 2. Currently projecting a SR surplus of $1.2 million. 3. Voluntary Pre-Kindergarten (VPK) and SR are estimated payments. OEL estimates VPK attendance will functioning this week and that SR attendance will be functioning by the end of January. 4. Financial statements as of November 2018. ACTION ITEMS Approval of February 11, 2019 Draft/proposed Board Agenda Aakash Patel called for a motion to approve the February 11, 2019 draft/proposed Board agenda. A motion was made by Sandy Murman. Joe McElroy made a second. The motion carried unanimously. DISCUSSION ITEMS There were no Discussion Items. ADJOURNMENT Chair Patel called for a motion to adjourn the meeting at 4:00 pm. A motion was made by Sandy Murman. Angela Chowning made a second. The motion carried unanimously. March 18, 2019 Executive/Finance Committee Meeting 3 of 14
ELCHC EXECUTIVE/FINANCE COMMITTEE MEETING March 18, 2019 MINUTES ITEM I.B &C ISSUE: Legislative Affairs Committee Meeting Minutes Narrative: Due to changes in membership, the attached minutes are included on the Executive/Finance agenda for approval. March 18, 2019 Executive/Finance Committee Meeting 4 of 14
LEGISLATIVE AFFAIRS COMMMITTEE UNAPPROVED MINUTES Monday, October 8, 2018 at 2:30 pm Conference Call Tampa, Florida 33614 MEETING ATTENDANCE Facilitator: Sandra Murman, Chair Committee Members Present: Sandra Murman* and Tracye Brown* Committee Members Absent: Stephie Holmquist Johnson, Dr. Douglas Holt, & Jody Toner ELCHC Staff: Bobbi Davis, Gordon Gillette, and Kelley Minney Other Attendees: *Indicates attendance by phone CALL TO ORDER Quorum Verification Sandra Murman called the meeting to order at 2:32 pm. Quorum was not established. PUBLIC COMMENT There was no Public Comment OLD BUSINESS There was no Old Business. ACTION ITEMS There were no Action Items. DISCUSSION ITEMS Annual Legislative Plan for ELC Mr. Gordon Gillette reported that the Association of Early Learning Coalitions (AELC) Executive Directors were discussing the following areas to include on the legislative agenda: 1. Continued implementation of early grade success committee recommendations 2. Voluntary Pre-Kindergarten a. Apply CLASS Observations that were implemented for School Readiness into VPK. b. Increase two financial areas in VPK (quality & admin). March 18, 2019 Executive/Finance Committee Meeting 5 of 14
There was a discussion regarding the legislative priorities. The Committee recommended that the ELC priorities keep in alignment with the state priorities. The Committee requested that a draft of the ELC priorities are included as an action item at the next board meeting for approval. Capitol Visits There was a discussion regarding the ELCHC participating in Hillsborough Day at the Capitol or Children s Week. The Committee agreed that Hillsborough Day was the best time to advocate the ELC priorities to the legislators. Ms. Bobbi Davis stated that Hillsborough Day at the Capitol was on March 13, 2019. House Bill 1091 Mr. Gillette provided an update on Quality Improvement plans associated with CLASS Observations. ADJOURNMENT The meeting adjourned at 2:53 pm. March 18, 2019 Executive/Finance Committee Meeting 6 of 14
LEGISLATIVE AFFAIRS COMMMITTEE UNAPPROVED MINUTES Thursday, October 5, 2017 at 9:30 am. 6800 N. Dale Mabry, Suite 158 Tampa, Florida 33614 MEETING ATTENDANCE Facilitator: Sandra Murman, Chair Committee Members Present: Sandra Murman* Committee Members Absent: Scott Barrish, Tracye Brown, Dr. Doug Holt, and Edward Peachey. ELCHC Staff: Bobbi Davis, Dr. Steve Knobl, and Kelley Minney Other Attendees: *Indicates attendance by phone. CALL TO ORDER Quorum Verification The meeting was called to order at 10:08 am. Quorum was not achieved. PUBLIC COMMENT There was no Public Comment. OLD BUSINESS There was no Old Business. ACTION ITEMS There were no Action Items. DISCUSSION ITEMS Annual Legislation Plan Bobbi Davis reported that the Annual Legislation Plan was under review and that staff was in the process of scheduling meetings with Legislators. ELCHC/AELC Legislative Priorities Ms. Davis reported that one of the priorities listed on the Association of Early Learning Coalitions (AELC) draft 2018 Legislative Priorities was to increase the Voluntary Pre-Kindergarten (VPK) Education Program Funding to a minimum of $2,677.00 per child. March 18, 2019 Executive/Finance Committee Meeting 7 of 14
Dr. Steve Knobl reported that finalizing the 2018 Legislative Priorities would be the focus at the October 19, 2017 Association of Early Learning Coalitions meeting. Hillsborough Day at the Capitol Ms. Davis reported that Hillsborough Day at the Capitol was January 17, 2018, and that the Early Learning Coalition of Hillsborough County (ELCHC) had registered for the event. Ms. Davis added that she had requested meetings with members of the delegation and that she was awaiting confirmation. Dr. Knobl stated that he was planning to meet with local delegation in November and December regarding the 2018 Legislative Priorities, and that two of the priorities would be the focus at the meetings; to increase funding for the Voluntary Pre-Kindergarten (VPK) program and to increase funding for the School Readiness (SR) program in order to reduce the statewide waitlist. ADJOURNMENT The meeting was adjourned at 10:23 am. Read and approved by: Lynne T. Hildreth, Secretary Date March 18, 2019 Executive/Finance Committee Meeting 8 of 14
ELCHC EXECUTIVE/FINANCE COMMITTEE MEETING March 18, 2019 INFORMATION ITEM IV.B. ISSUE: Budget to Actual, January 31, 2019 Narrative: (attachment) March 18, 2019 Executive/Finance Committee Meeting 9 of 14
Budget to Actual January 31, 2019 Actual Budget Difference YTD YTD YTD favorable /(unfavorable) % Revenue School Readiness 27,488,381 28,160,198 (671,817) 2.4% Voluntary Pre Kindergarten 17,403,139 16,585,627 817,512 4.9% CBHC School Readiness Match 2,065,142 1,469,592 595,550 40.5% Community Projects 748,920 246,930 501,990 203.3% Total Revenue 47,705,581 46,462,347 1,243,234 2.7% Program Expenses School Readiness SDHC Direct Services 22,507,607 23,267,764 760,157 3.3% CBHC School Readiness Match 2,065,142 1,469,592 (595,550) 40.5% BOCC School Readiness Match 30,396 157,875 127,479 80.7% Total Direct Services 24,603,144 24,895,231 292,087 1.2% SDHC Operating 2,222,539 2,498,621 276,082 11.0% CCL/ECC 559,376 646,569 87,193 13.5% Total School Readiness 27,385,059 28,040,421 655,362 2.3% Voluntary Pre Kindergarten Direct Services 16,888,024 15,863,993 (1,024,031) 6.5% Early Childhood Council 9,800 5,986 (3,814) 63.7% Total Voluntary Pre Kindergarten 16,897,824 15,869,979 (1,027,845) 6.5% Other Programs Provider Quality Support 23,984 122,171 98,187 80.4% Total Other Programs 23,984 122,171 98,187 80.4% Total Program Expenses 44,306,867 44,032,571 (274,296) 0.6% ELCHC Operating Expenses Personnel 2,235,618 2,085,134 (150,484) 7.2% Staff Development 7,118 17,763 10,645 59.9% Professional Services 145,801 35,772 (110,029) 307.6% Occupancy 209,999 234,592 24,594 10.5% Postage, Freight and Delivery 1,159 1,169 10 0.9% Rentals 4,902 3,893 (1,009) 25.9% Supplies 26,110 37,283 11,173 30.0% Communications 11,738 11,735 (3) 0.0% Insurance 45,026 35,025 (10,001) 28.6% Tangible Personal Property 78,863 (78,863) Quality 28,105 54,189 26,084 48.1% Travel 14,951 15,435 484 3.1% Other Operating 82,688 96,232 13,544 14.1% Depreciation Total ELCHC Operating Expenses 2,892,078 2,628,222 (263,856) 10.0% March 18, 2019 Executive/Finance Committee Meeting 10 of 14 Grand Total Expenditures 47,198,945 46,660,793 (538,152) 1.2%
Draft BOARD OF DIRECTORS MEETING AGENDA Monday, April 15, 2019 at 3:00 pm 6800 N. Dale Mabry Highway, Suite 134 Tampa, Florida 33614 Call-in: 866-866-2244 Access Code: 5194796 I. CALL TO ORDER A. Patel II. PLEDGE OF ALLEGIANCE A. Patel III. PUBLIC COMMENT I Individuals wishing to address the Early Learning Coalition of Hillsborough County Board of Directors must complete a Public Comment Request Card and submit it to the official recorder prior to the noticed start time of the meeting. Said comments will be limited to three (3) minutes per individual on a first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. All public comment in Public Comment I must pertain to an item on the approved agenda. IV. CONSENT AGENDA The consent agenda is a single agenda item typically addressed first after convening the board meeting and establishing that a quorum is present. The consent agenda encompasses all the routine, pro forma and noncontroversial items that the Board needs to vote on. A. Approval of April 15, 2019 Board Agenda B. Approval of Minutes for February 11, 2019 Board Meeting V. EXECUTIVE REPORTS A. Chair s Report A. Patel B. CEO Report G. Gillette C. Treasurer Report Steve Costner/Joe McElroy VI. OLD BUSINESS VII. ACTION ITEMS A. Approval of Allocation of Funds with Hillsborough County for School Readiness Services B. Davis B. Approval of Allocation of Funds with Hillsborough County Child Care Licensing B. Davis C. Approval of Allocation of Funds with Early Childhood Council B. Davis VIII. COMMITTEE REPORTS A. Executive/Finance Committee A. Patel i) Annual Audit Report B. Governance Committee S. Robinson March 18, 2019 Executive/Finance Committee Meeting 11 of 14
C. Communications & Outreach Committee D. Jacob D. Legislative Affairs Committee S. Murman E. Service Delivery & Efficiency Committee A. Chowning IX. PRESENTATIONS A. Hillsborough Early Learning Network L. Sutter X. DISCUSSION ITEMS XI. INFORMATION ITEMS A. Financial Statements B. Annual Audit Report XII. PUBLIC COMMENT II Individuals wishing to address the Early Learning Coalition of Hillsborough County Board of Directors must complete a Public Comment Request Card and submit it to the official recorder prior to the noticed start time of the meeting. Said comments will be limited to three (3) minutes per individual on a first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. XIII. ADJOURNMENT Board/Staff Tasks & Assignments Completed from November 13, 2018 Board Meeting Task Board Members Bio & Headshot K. Minney Owner Date Completed UPCOMING MEETINGS Executive/Finance Committee Regular Meeting- Monday, May 20, 2019 at 3:00 pm Board of Directors Regular Meeting- Monday, June 17, 2019 at 3:00 pm UPCOMING EVENTS March 18, 2019 Executive/Finance Committee Meeting 12 of 14
ELCHC EXECUTIVE/FINANCE COMMITTEE March 18, 2019 ACTION ITEM V.B. ISSUE: FISCAL IMPACT: Up to $42,000.00 Execute Contract with IT Vendor for Cabling Work at Interstate Commerce Center FUNDING SOURCE: RECOMMENDED ACTION: School Readiness/Voluntary Prekindergarten Authorize staff to execute a contract with CommDesign of St. Petersburg, FL up to $42,000 to complete fiber and low-voltage cabling work at Interstate Commerce Center. NARRATIVE: The Coalition is currently in the process of designing a new office at the Interstate Commerce Center at 6302 E. Martin Luther King Jr. Blvd, Suite 100. This project will not only consolidate and move existing Coalition staff from the North Dale Mabry office location, but also allow space for future School Readiness employees who are primarily located at Netpark and/or CareerSource on N. Florida Avenue. To support staff in this new facility, network infrastructure needs to be established at the new facility which includes fiber fed connections from the outside demark to the internal patch panels, as well as low-voltage cabling (CAT5E) from the patch panels to internal offices, conference rooms, floor cores and other defined areas within the new facility. Staff has solicited bids from three independent IT vendors for this work based on the initial architectural design. Authorize staff to execute a contract with CommDesign of St Petersburg, FL up to $42,000 to complete fiber and low-voltage cabling work at Interstate Commerce Center. March 18, 2019 Executive/Finance Committee Meeting 13 of 14
ELCHC EXECUTIVE/FINANCE COMMITTEE March 18, 2019 ACTION ITEM V.C. ISSUE: FISCAL IMPACT: FUNDING SOURCE: RECOMMENDED ACTION: FY 2017-2018 Independent Annual Audit N/A N/A Accept the Coalition s final Annual Independent Audit by Moore Stephens Lovelace, P.A. NARRATIVE: The Coalition s FY 2017-2018 final Annual Independent Audit by Moore Stephens Lovelace, P.A. will be distributed prior to the committee meeting. March 18, 2019 Executive/Finance Committee Meeting 14 of 14