Y Cathie Shimp, Vice Chair Y Dr. Donnie Horner. Y Elder Lee Harris Y LeAnna Cumber. Y Dr. Davy Parrish N Jill Bechtold

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1 Meeting Information: Date: Jan. 20, 2016 Board Retreat Location: JCC Board Room JACKSONVILLE CHILDREN S COMMISSION 1095 A. Philip Randolph Blvd Jacksonville, FL BOARD MEETING MINUTES Board Member Attendance Y Matt Kane, Chair Y Ju Coby Pittman Y Cathie Shimp, Vice Chair Y Dr. Donnie Horner Y Elder Lee Harris Y LeAnna Cumber Y Dr. Davy Parrish N Jill Bechtold Also Present: Ex-Officio/Advisory: Susan Main, LaKesha Burton, Bryan Hensley, Michelle Braun and Dana Kriznar OCG: Julia B. Davis JCC Staff: Jon Heymann, Delores Williams, Bill Hodges, Ginger Peacock Preston, Colin Murphy, Cynthia Nixon, Kenneth Darity, Tyrica Young, Charles Rutledge, Danielle Deverson, Victoria Carlucci, Joyce Watson, Lauren Pfanenstiel, Rodger Belcher, Mary Nash, Kristin Murray, Lenora Wilson, Lavetta McCoy, Lisette Maldonado and Marietta LeBlanc. Guests: Mary Littlepage, CBT & Associates; George Maxey, New Town Success Zone; Terri Florio, MaliVai Washington; Cheryl and Clint Wilder, Carpenter Shop; Leon Baxton, CIS; Robin Rose, Girls Inc.; Chelsea Reeves, YMCA; Maria Aristzabal, YMCA; Shariffa Spicer, Bridge of NEFL; Jen Virhrachoff, Boselli Foundation; Debbie Verges, Jax Journey; Pam Paul, JPEF; and Cynthia Gathings, Take Stock Agenda Items Call to Order Action/Outcome Matt Kane, board chair called the meeting to order at 8:40 a.m. 1

2 Chairperson s Report Updates: Matt Kane read a letter from Mayor Curry congratulating JCC on its 21 st anniversary. Matt Kane thanked Sherri Magill with the Jessie dupont Trust fund for sponsoring the Retreat. Matt Kane informed everyone that the children had completed the place mats that were in front of them. Please remember to send all CEO evaluations to his attention by . Matt Kane introduced Mary Kress Littlepage who will be leading the strategic planning process today and conducting 6 strategic planning meetings in the future. Be on the lookout for public notices for those meetings. The public was asked to hold comments until after the strategic planning. There will be time allowed to speak during the public remarks. Matt Kane asked for approval of the consent agenda, the January finance summary and December board summary. LeAnna Cumber made the motion and Elder Harris second it. Matt Kane asked for any discussion and public comments. With none being heard all were in favor and the approval was passed. Matt Kane turned the floor over to LeAnna Cumber to give the finance report. Finance Report Le Anna Cumber stated that the finance subcommittee had one action item that needed a second from the board. Action item # 1, attached- Additional Summer Camp seats. The board is asked to approve the use of $701, 250 of JCC s fund balance to serve additional children during the summer of The intent of this legislation is to increase the number of children served or to allow agencies, if desired, to expand camp beyond the five weeks traditional covered by JCC funds. There was extended discussion on the wording. If left the way it is now, the providers can extend summer camps weeks without adding more children. 2

3 Davy Parrish would like to see more training for staff since quality of service needs improvement based on the statistics reviewed by the OST team. Jon Heymann explained that future plans are to include the additional funds for summer camps in JCC budget proposal instead of having to go before council each year to ask for additional money. LeAnna Cumber asked if the wording could be changed to remove the sentence in requested board action that reads The intent of this legislation is to increase the number of children served or to allow agencies, if desired, to expand camp beyond the five weeks traditionally covered by JCC funds. A number of board members stated that they feel the money would be better used to allow as many children to go to summer camp verses extending the weeks of camps with the same amount of children. Matt Kane made a motion to amend the proposed Board action by removing the sentence in the requested action as requested by LeAnna Cumber and Cathie Shimp second it. LeAnna Cumber asked for any further discussion or public comments. With none being heard, LeAnna asked if all were in favor to the amendment to signify by saying aye. All were in favor and the motion was passed. Matt Kane made a motion to approve the Board action, as amended, to allow 5 weeks of summer camps with the additional funds and Elder Harris second it. LeAnna Cumber asked for any further discussion or public comments. With none being heard, LeAnna asked if all were in favor to signify by saying aye. All were in favor and the motion was passed. Matt Kane turned the floor over to Jon Heymann for the CEO report CEO Report Jon Heymann reminded everyone to mark their calendar for April 21 st at 4 pm. That s when JCC will be celebrating their 21 st anniversary at City Hall. 3

4 Mentioned: CEO evaluations are due to Matt Kane. This Strategic plan is a three year plan. Please take a moment to fill out the board evaluation and turn in at the end of the day. Jon Heymann commended the past superintendents, teachers and providers for the increase in the graduation rates according to a study. Jon Heymann sees 2 basic barriers that will keep a child from being successful. 1. I can t- we have an even bigger influence 2. I won t We have a huge influence Jon Heymann asked everyone to take a look around the room. Notice the pictures of children, the poster with the different color buckets with department labels on them and the poster that says Preserve, Avoid and Create. These are some of the things that will be discussed during the day. Jon Heymann turned the floor over to his staff to start their department presentations to the board. Please note that not every program on the buckets will be presenting today. 4 Presentation attached Mary Nash, Healthy Families, blue bucket. The Healthy Family program is evidence based voluntary home visiting program. The program started in 1995 before the State started a program. To be eligible you must be expecting a baby or have a baby less three months old, live in a targeted area which consist of 25 zip codes and be at risk as defined by an assessment. Funding source is Ounce of Prevention Funds of Florida and City of

5 Jacksonville. Staff, 32 from the Bridge and 9 from JCC Proven outcomes of 100 % of children did not experience abuse while in the program and more than one year after completion of the program. Lenora Wilson, Early Learning, green bucket. Early Learning is responsible for year round coaching to improve and support positive child outcomes and is a City funded program. Partners: JCC Episcopal Children Services Early Learning Coalition of Duval Child Welfare Early Head Start Early Learning group uses an in house curriculum, Foundations for Success that is offered to centers at no charge. Using the Guiding Star rating system they can measures what is happening in the class and what the teacher is providing to the child to ensure quality. Ginger Preston-Peacock, Jax Book Club, green bucket. Ginger started with a short video from the School Expo of a mother who had been a part of the book club with her three children and was excited to see it being revitalized. The goal of the book club is to increase the number of children ready for school at the beginning of kindergarten. Funding source; Private, donors/sponsors, non-profits or individuals contributors. Ginger showed how the book club morphed over the years from a back pack to a recyclable bag to a kid friendly size bag. Through a collaborative effort the back pack for the new book club will be clear or see through since some schools do not allow kids to bring backpacks. The backpack will contain a book in English or Spanish, small flash cards, a book marker and mascot flat Pete. While in the book club children and their families will be able to interact on social media and be involved in summer neighborhood events. Kenneth Darity, After school, yellow bucket. Two types of programs: 1. Schools based are the 21 st Century Learning, 5 sites for 5 5

6 years, funded by the US Department of Education and TEAM UP, 49 sites funded by City of Jacksonville and managed by the City of Jacksonville. 2. Community Base 20 sites, funded by the City of Jacksonville. Partnership: JCC- provide the funding Agencies- Provide the service DCPS-Academic support Kenneth also spoke about summer camps. The eligibility for the program are, low income families and /or special need and/or receive free or reduce lunch. These programs run for 5 to 8 weeks. The ages are 5 to 15 years old. These sites are part of the National Free lunch service program. Something new, Through the Wallace Foundation families were able to use the Program Locator tool to find summer camps in their neighborhoods. Challenges faced last year were provider s certificates of insurance and Providers receiving their payments. Kenneth s team has worked very hard to help correct these issues and look forward to the process running smoother this year. Colin Murphy, OST/Summer Learning, yellow bucket. Out of school time and Summer Learning collaborative plan is to connect two Wallace funded efforts at JCC and DCPS. The end result is to improve coordination, quality and expand participation of out of school time and summer learning programs. Partnership: Learning to Finish Jacksonville Public Education Fund The Community Foundation Jacksonville Children Commission United Way Duval County Public Schools Wallace Foundation The objectives of OST/SL plan is shared definition of quality, engage leaders & shareholder, improvement of the model, information system, guideline and sustained resources to improve graduation rate. The OST/SL has two board representatives, LeAnna Cumber and Davy Parrish. The OST/SL time line is attached and they will be sending out public notices for all scheduled meetings. 6

7 Lavetta McCoy, Nutrition program, yellow bucket. Nutrition has two program, the afterschool program and summer lunch program. Funding sources are, United States Department of Agriculture and the City of Jacksonville. Partnership: The City of Jacksonville Duval County School Board/Chartwell Community agencies To qualify for the after school program, you must be a child under 18 years and participate in an afterschool program where 50% of children qualify for free or reduced lunch. The summer lunch program has no requirements and is offered at summer camp site, community based summer camp and parks & recreation centers around Duval County. Last year there were 62 afterschool sites with 2 being special needs. Over 8,000 children and youth served in the program. The summer of last year there were 182 Summer sites with over 254,000 lunches severed. The Nutrition program provided training to 541 community volunteers and 74 seasonal staff. Chandra Brown, Mental Health, orange bucket. Children get help when they need it. Three major partners: JCC DCPS United Way Services provided: Full service schools which includes a therapist through DCPS. Outpatient services provided by Child Guidance and NW Behavioral. Special needs programs provided by New Heights and DLC Nurse & Learn. The mentoring programs works in partnership with the Bridge of NEFL, Big Brothers & Big Sister, Wayman, and Take Stock in Children now operated by Goodwill. Marietta LeBlanc, SAMSHA, orange bucket. This is a grant funded program that was for 6 years with this being the last year of the grant. Some agencies are taking different parts of the 7

8 program that can be sustained and continuing to provide those services to the children. The goal is to make sure kids get the services needed without interruption and it has done that. SAMSHA was award additional money to be used to curb the number of children being baked acted from being repeat cases of baker act. Lauren Pfanenstiel, Training Institute, support. The training department supports the work being done in the community and the outside community. How do they provide support: To increase quality teachers, they have a CDA instructor who teaches classes to daycare providers and centers that may not be able to afford college classes in this field. This certification class is nationally recognized Provides an in house curriculum, Foundation of Success Curriculum which is used by some of the childcare facilities. Offer OST online course work for part time staff that can t make it to a class. Offer Youth Development training. Other trainings available are Trauma Informed to help youth and young adults with trauma experiences to share their stories without retriggered feelings of fear and hopelessness. Another project is From Darkness to Light, to raise awareness on strategies to prevent and end child sexual abuse. Colin Murphy, Data, Grant & Evaluation, support. This is fully funded by the City. The data systems used now are about 20 years old. SAMIS 2.0 will soon replace the old SAMIS system. We need data to be able to connect it to the strategic plan. Partnerships: System of care DCPS Healthy Start Coalition Mental Health America Family Support Services There are three stages of data use. Commitment to expanding data beyond compliance, connecting data to strategies and using data for learning and improvement. A Proof of Concept is being piloted to help improve the data collected and clean up the data collect. 8

9 If successful the City of Jacksonville will pick up the cost. Cynthia Nixon, Finance, support. Finance department support the work to allow the commission and non-profit agencies to expand its capacity to serve more children. Four main categories are: Budget Planning-prepare and submit city budget Internal and External Granting Process- monitor, review, approve and process payments. Procurement- purchase, ensure compliance and confirm payments. Fiscal Compliance & Reporting- Regulations, Allocate cost, maintain internal controls, process improvements, prepare board and fiscal report. Victoria Carlucci, Communication, Support Victoria keeps JCC in the know by staying involved in community outreach, social media and press releases. JCC s website is update regularly with a wealth of information. A newsletter is published monthly on the website with tidbits of what s going on here at JCC and what s new coming or happening in the community. Strategic Plan Mary Kress Littlepage Mary Kress Littlepage started with JCC s Vision and Mission statements. Vision Jacksonville s Children are Educate, Safe and Healthy Mission To support families in their efforts to maximize their children s potential to be healthy, safe, educated and contributing members of the community. An organization needs to have the support in order to do the things they need to do! Mary asked the board to use the buckets to form a base line or as a framing document. Mary asked for ideas from the board when they see the strategic plan from What things do they feel are important? Some ideas given were operating expense, infant care and supporting families. Strategic overview document.pdf Mary stated that two important drivers left off that plan were, The budget cuts that were taking place at that time. High school graduation rate was influenced. 9

10 Strategic Questions # 1 1. How do you see future funding? 2. Thinking about the 3 year plan, Should we be thinking about financial growth or maintain the status quo? Matt Kane stated it s hard to think about funding for three years from now. Property value and the City debt problem will have a huge impact on funding, good or bad. Elder Harris would like to know what the City administration consider priorities. Sports, travel destination or children. Where do children services and families rank over the next three years? Susan Main believes the board needs to leverage each other s resources and sell that to City Council and the Mayor as to why they should support additional funding for JCC s programs. Michelle Braun wants to know who is doing it best in Florida and how can we do it best in Jacksonville. What does the best look like? The board believes that we are flat for now and we will have to wait and see what City Council will fund and who they will fund first with additional dollars. Davy Parrish spoke about Jax Journey and this being the Mayor s favorite. JCC needs to align with Jax Journey s crime initiative. JCC can work with them to decrease crime and bring up the graduation rate. Bryan Hensley thinks the board needs to do more with leveraging their funds. Priority should be the children and we should have a bigger piece of pie. The board needs to tap into the Frameworks concept and we all need to speak the same language. We need better data to show better returns on investments. The graduation rate was low in The focus of the City will be on crime prevention. Matt Kane brought up the point of incarcerated youths and the everlasting impact it has on a child s life. This strategic plan should speak more on crime prevention and education. What Mary Kress Littlepage is hearing from the board is: When it comes to finance we are in a flat environment. Let s focus on leveraging our resources. If we think there is an alternative to going after additional funding, we need to go with a preliminary plan in mind. She suggested that a feasibility study needs to take place now. Her thoughts are, we are in a flat environment, we need to leverage our resources and funding are key points for the strategic plan. Strategic Question # 2 Has the drivers changed? 10

11 Is education still the primary focus or are there others? Education is still important and needs to be tied to a crime prevention theme. It needs to be framed differently in order to sell it to City Council. Ju Coby Pittman, would like to see more workforce development and how to keep the children that are not college bound interested in school and finding jobs. The teenage parents who are in high school but will not be going to college who needs job training. If they have a criminal background there is no place for them to go. The board needs to identify what the challenges are and how to engage them. Businesses are coming to Jacksonville but we don t have enough trained youth with the skillset needed to work, therefore companies are hiring outside Jacksonville and our non-college students are being left out. What are some thoughts as we think about positioning children as they graduate from high school? Majority of the JCC dollars goes to elementary and middle school not high school. Some members of the board would like to discuss a program for grades 9 th thru 12 th to catch these kids that are being left out. Times have changed and we need to shift some of our focus on high school kids as well. Maybe do a pilot program to see how much funding it would cost to implement a program to target this specific age group. Some board member would like to focus on a theme for JCC. Suggestions made were: LeAnna Cumber suggested an Early Learning and job career theme to include Crime Prevention and Leveraging Resources. Career training rather than just job training and mix that somehow with education. Dr. Horner suggested In school and Out of school, Crime and Education connect the two and Family support connecting to Early Learning and College Prep theme. Sum up of question #2, Mary Kress Littlepage. Buckets need to show education as a continuum to high school with its services. Crime and education connect. Provide a protective nurturing environment for children with its services in continuum. A boarder family support and tie it to the continuum of Early Learning and its services. 11

12 Strategic question # 3 We have four buckets now, do we need to tweak them or change them around or add more buckets? Mary Kress Littlepage stated its worth noting when you look at the first three buckets what it shows. Nurturing Family in the first bucket. Early Learning continuum in the second bucket. The third bucket talks about almost a place out of school. This is an opportunity to think about not where the learning takes place in out of school time but what might happen in out of school time. Is there a better label for the bucket that talks about growth and development and early learning? Jon Heymann suggested maybe labels need to be added at the top of the buckets. The table is used to demonstrate the support of the buckets. It was suggested that the buckets are almost like a recipe. All the services are like ingredients in the recipe. Thoughts were to add a crime prevention bucket, career training bucket and economic development bucket. Job training or career training and the opportunity the kids had during the summer (Mayor s summer jobs) that kept them out of trouble. Jon Heymann mentioned that the color of the buckets match the things that JCC fund and coincide with the funding matrix. Funding.pdf At some point, what do we want to say that the board has accomplished? What do we want to measure and how do we want to measure it? Debbie Verges from Jax Journey stated they will be meeting next week to work through data analysis. Alignment and coordination are still very important. Suggestions were made to tweak the language of out of school time. Talk about Jax Journey and move youth travel trust and mentoring to another bucket. Mentoring could stretch across several buckets. Sum up, Mary Kress Littlepage. So the thoughts are these are buckets that we may want to keep. We may need to tweak the language of bucket three, out of school time, so it focuses on the learning. Align with Jax Journey and the Duval County school system. Move travel trust and mentoring to another bucket. 12

13 Jon Heymann asked the board to let his staff work on changing the buckets. By adding more, combing or even changing them per the conversation going on right now. The buckets were more about messages and being able to gather information quickly for the annual financial report. Strategic question # 4 Does JCC have the capacity to do what it needs to do? How do we define success? There are five types of capacity. Financial, operational, intellectual, relational and political. Some board members think we are in a very good spot than we were a year ago. Our financial capacity we have a lot of weight to throw around as far as funding is concerned. The board has some discretion over how those funds are being used. Operational capacity is something we to think about due to budget cuts that took place five years ago. We are asking staff to take on more responsibilities with no additional staff or increases. Davy Parrish thought the presentation were excellent and speaks a lot to our operational capacity. On JCC Intellectual and Relational capacity we need to leverage more around early Learning. We need to have a community alignment on a theme because JCC can t do everything and this is an area we can really grow and enhance in. Susan Main thinks we can grow in leveraging and tie that to some of the schematics on what we are doing now. Bryan Hensley thinks we have gaps in the intellectual capacity maybe get more experts in those areas that are missing. At least identified what we don t have and haven t taped into yet. Mary asked if there is a community wide target and who takes the lead on that? Would other feel comfortable with JCC taking the lead? For JCC, how do we define success? Jon Heymann answered how we define success by saying, how many kids were not baker acted a second time and how many not being arrested a second time. JCC uses Behavioral indicators and learning indicators. We have lots of indicators to measure success or not. JCC needs to have an end goal and say this is what are we striving for! Maybe we collapse some of the things we do since we do so much and 13

14 have a few end goals for the strategic plan. The goals need to be something measurable. JCC Political capacity could be more but we need to continue to build it every day and continue to build better relationships. Data and understanding goals and targets. Where is the board with setting some bench marks? Data is what we are responsible for and is a critical piece of the strategic plan. Data driven and programs with measurable outcomes, every one of the capacity categories will be maximized. Then the question is, did we do enough? What if we have measured growth, what if we have stagnated growth, what if we retrench? When the economics change what is JCC going to do? It was suggested that maybe the RFP have a scoring matrix to give extra point to programs doing more and providing quality services. Some of the board feels that the use of data collections is to help improve the quality of the programs and not necessarily to award increase in funding to the provider for the services. OST/SL is looking at surveys given to kids in the program and its providers. It is interesting to see the disparity between the two and the perception that each one shows. Susan Main said the data will tell the story good or bad. Providers are asked to do so much and for the same amount of pay, the surveys may reflect that. The purpose of the data should be used to see where we are not doing a good job and find out where the gaps are and how to make the program better. Jon Heymann thinks the strategic plan should balance by looking at the site of the program, the finance of the program and data from the program. Important question, what do we want to measure? Wrap up, Cathie Shimp wants to tweak the vision statement to read as. To support children and their families in their efforts to maximize their children s potential to be healthy, safe, educated and responsible contributing members of the community. 14

15 Matt Kane asked if this would be part of the strategic plan. Mary Kress Littlepage suggested that it s just a language change and asked Jon Heymann do we have latitude to change the mission statement. Jon Heymann stated he would have to check the bylaws and statue to see. Mary asked Cathie to give her the changes and she would look into it. Summation: Mary Kress Littlepage- So from a financial stand point we are flat but we need to prepare for either growth or retrenchment. Leverage resources from our community partners. We need to assess the feasibility of alternative funding strengths. Specialty taxes, not that we are going to pursue but we can take a look into it. Drivers for the new plan, We are driven by the need of continued support for children and their families. Chronological starting with babies then school years and then college or career path. Also a continuum of needs to address the special need. Outcomes we want, Children who are healthy, safe and educated and contributing members of the community. Safety and Healthy will be addressed by the crime prevention piece. Contributing members is address by, are they ready to get a job? Buckets, Restructuring them so its looks like a continuum of work so that one thing leads to another. Needs and chronological continuum of each. Develop goals to identify key measures of success at different stages and using the key data. Political capacity is of the upmost importance we need to remain visual. Operational capacity, if we want to develop data points to support the key measures at some point we may need to do some internal capacity building to provide the resource when it comes to personnel. Roll out process, Between now and the second half of March, public notices will be sent out for meetings between Mary Kress Littlepage and stake holders and providers. Mary will also be meeting with JCC staff and the sub-committee so that the all the board members will have a chance to participate. 15

16 Mary would like to have a rough draft by late March to present to the board; this meeting will be two hours. Sometime in April, a boarder scale of the rough draft will be given to Jon Heymann to share with the board. Mary Kress Littlepage will have a total of six meeting between now and the end of March. New Business Some of the board members requested last year that the day and time for board meetings be changed. Matt Kane called for a vote of the two days selected by the voting members Tuesday or Wednesday and the time for the meetings. The board took a vote and decided that future meetings will be on the third Tuesday of each month at 9 am. The next board meeting will be February 16 th at 9 am. Also note, LeAnna Cumber, finance chair, has moved the Finance meetings to the second Tuesday of each month starting at 9am. Public Comments Leon Baxton - JCC supports the whole child. Amy Buggle- DLC Nurse and Learn- Spoke about special need children. Carpenter Shop- Talked about their afterschool program and summer programs and thanked JCC. Jon Heymann thanked everyone for coming today. Davy Parrish would like to invite Kevin Gaye to a meeting. The board needs to continue to invite guess to do presentations on issues in the community as it relates to the strategic plan. Board members are encouraged to do site visits. Adjourn Meeting adjourned at 1:50 pm 16