FINANCE COMMITTEE MEETING AGENDA November 14, :00 12:00 PM

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1 FINANCE COMMITTEE MEETING AGENDA November 14, :00 12:00 PM CALL TO ORDER Jill Smith FINANCE REPORTS YTD Financial Report Cynthia Nixon OLD BUSINESS Brewer Center Daniel Jill Dame NEW BUSINESS Action Items: Child Guidance Center Penalty Waiver Revision to Late Invoice Policy Revision to ADA Policy Jill Dame ADJOURN

2 FINANCE COMMITTEE ACTION ITEM FY 12-13: CHILD GUIDANCE CENTER PENALTY WAIVER FINANCE COMMITTEE MEETING DATE: 11/14/2012 TO: FROM: JACKSONVILLE CHILDREN S COMMISSION FINANCE COMMITTEE JILL DAME, EXECUTIVE DIRECTOR REQUESTED ACTION: The Finance Committee of the Board is asked waive a penalty made against Child Guidance Center for late submission of a first quarter SAMIS invoice/expenditure. NARRATIVE: Child Guidance Center had technical difficulty through-out the month of October in submitting in SAMIS the information for the Sandalwood Full Service Schools program. The agency submitted all other invoices in a timely fashion. Sandalwood was submitted one day after the deadline which resulted in a penalty of $2,875. FISCAL IMPACT: The program s full funding will be restored ($2,875) and there is no fiscal impact to the Commission since this was the full amount expended by the agency and was within the terms of the contract. GOVERNANCE/PROGRAM IMPACT This action requires Finance Committee approval since this penalty is outlined in the contract and by Policy is required to be approved by the Finance Committee. OPTIONS: 1. Vote to approve the waiver of the penalty for late submission of the SAMIS invoice/expenditure. 2. Decline to approve this recommendation. STAFF RECOMMENDATIONS: Child Guidance Center is in good standing in all areas of contract monitoring and submitted all other program reimbursements on time. A waiver of this penalty is recommended.

3 FINANCE COMMITTEE ACTION ITEM BOARD OF DIRECTORS ACTION ITEM FY 12-13: AMENDMENT TO LATE INVOICE AGENCIES FUNDED BY THE COMMISSION POLICY #AG-08 FINANCE COMMITTEE AND BOARD OF DIRECTORS MEETING DATE: 11/14/2012 TO: FROM: JACKSONVILLE CHILDREN S COMMISSION FINANCE COMMITTEE JILL DAME, EXECUTIVE DIRECTOR REQUESTED ACTION: The Finance Committee and Board of Directors of the Jacksonville Children s Commission are asked to approve a revision to the current policy imposing a penalty for late submission of SAMIS invoice/expenditure Reports to allow the Executive Director of the Commission to waive the penalty if requested in writing or by the agency, as a result of extenuating circumstances, and as recommended to the Executive Director by Commission staff. NARRATIVE: In general Commission funded agencies are very timely to submit required SAMIS reports. On occasion due to a variety of reasons, an agency may miss the required deadline. Periodically our staff believes that agencies will file reports, knowing they are inaccurate, in order to meet the deadline and avoid the penalty. Waiting a day or two would allow them to fill in missing information and file a correct report. Agency penalties are automatically imposed and staff time is required to deal with the agency, prepare and bring waiver requests to the Finance Committee and then reimburse the agency for the penalty that has been deducted after the penalty waiver is approved by the Finance Committee. Allowing the Commission staff the ability to allow an agency, upon request, an opportunity to delay filing for a reasonable and short time, as a result of extenuating circumstances or in order to accurately complete Invoice/Expenditure Reports, will also prevent the waste of staff time spent dealing with inaccurate reports that are quickly filed to meet the deadlines. Allowing the Executive Director, with staff recommendation, to handle these requests at a staff level will provide for a more expeditious and immediate resolution when a problem occurs. FISCAL IMPACT: There is no fiscal impact to the Commission.

4 GOVERNANCE/PROGRAM IMPACT This action requires Finance Committee and Board approval since this penalty is outlined in the Policy approved by the Board in May, OPTIONS: 1. Vote to approve the amendment of the policy relating to the waiver of the penalty for late submission of the SAMIS invoice/expenditure. 2. Decline to approve this recommendation. STAFF RECOMMENDATIONS: Amendment of this policy is recommended.

5 THE JACKSONVILLE CHILDREN S COMMISSION POLICIES AND PROCEDURES MANUAL Section: Finance & Management Services Policy #: AG - 08 Subject: Late Invoice Agencies Funded by the Commission Effective Date: July 1, 2010 As revised, December 1, 2012 Approved: POLICY: Review Date: Linda Lanier President/ CEO All agencies funded by the Jacksonville Children s Commission are required to submit a SAMIS Invoice/Expenditure Report by the date outlined in the contract. This is also referred to as the agency s request for reimbursement or payment. It is the goal of the Children s Commission to make timely payments to providers. Additionally, in order to make the best use of scarce resources to maximize funding for children s programs, another goal is to review and determine the availability of residual funds. As such, an agency that fails to comply with the contract dates for submitting their invoice/expenditure report will be penalized for late submission as outlined below. The penalty for late submission of SAMIS Invoice/Expenditure Report is a reduction to the current reimbursement request for each site as outlined below: Up to ten (10) days after the due date specified in the contract 5% reduction Eleven (11) days and up to thirty (30) days 10% reduction After thirty (30) days 10% reduction and the payment will be delayed until the next quarterly reimbursement request is submitted. Repeated late submission of the SAMIS Invoice/Expenditure Report can result in further corrective action and/or placement on probationary status as outlined in Policy YD0010; or the agency being restricted to a lower contract funding in the future. If an agency has extenuating circumstances and wishes to seek a waiver of this policy, the agency must submit the request in writing or by . All rrequests for a waiver must be approval approved by the Finance Committee of the BoardExecutive Director of the Jacksonville Children s Commission upon the recommendation of Commission staff. Page 1 of 1 Policy #: AG - 08

6 FINANCE COMMITTEE & BOARD ACTION ITEM FY : AVERAGE DAILY ATTENDANCE ADJUSTMENT MEETING DATE: 11/14 /2012 TO: FROM: JACKSONVILLE CHILDREN S COMMISSION BOARD OF DIRECTORS JILL DAME, EXECUTIVE DIRECTOR REQUESTED ACTION: The board is asked to reduce the Jacksonville Children s Commission s required Average Daily Attendance (ADA) from 97% of the contracted ADA to 90% of the contracted ADA. NARRATIVE: The Grant Administration Department is requesting that the Board of Directors change the Jacksonville Children s Commission s current required 97% Average Daily Attendance (ADA) Policy from 97% to 90%. Staff members point out that other Florida Children s Services Councils, such as the Juvenile Welfare Board, Children Services Council of Broward County, Children s Board of Hillsborough County and the Children s Trust of Miami, utilize an ADA target of 85% for their funded programs. In addition, JCC s 97% is higher than the State of Florida Department of Education, 21 st Century ADA goal (85%). Florida s other Children s Service Councils also do not have monetary penalties for those funded agencies that do not meet their 85% targeted ADA. The Jacksonville Children s Commission does have a monetary penalty that can work to punish agencies that are providing excellent services. Currently, all agencies that do not reach their targeted 97% ADA goal are financially penalized. If an agency reaches 96% or below, the agency is funded based on the percentage of the ADA reached. For example, if an agency was allocated $100,000 and reached 96% of their ADA, that agency would only receive $96,000 for the contract year. If an agency reached 92% of their ADA, that agency would then receive $92,000 in grant dollars. This can mean that the absence of a small number of children can cost an agency thousands of dollars dollars that they have already spent providing quality services for the children in their program. As the list below reveals, the majority of our agencies have reached their targeted attendance goals throughout the past five years. Those few that fail to reach their JCC goals have faced a financial penalty, and in many instances due to specific circumstances have had the penalty waived by the JCC Board. Yearly Average Daily Attendance Percentage of AS Percentage of CBO Average of Target ADA Set TEAM UP Sites who Met their ADA Sites who Met their ADA Percentages of Sites Meeting their ADA 07/08 * (90% ADA) 96% 92% 94% 08/09 * (90% ADA) ** (15 JJ 75% 88% 82% Programs Added mid-year skewed numbers) 09/10 * (90% ADA) 91% 96% 94% 10/11*** (97% ADA) 96% 97% 97% 11/12 *** (97% ADA) 97% 96% 97%

7 We believe that the current policy punishes agencies that are providing excellent services and/or reaching the ninety percentile of their targeted benchmark. The 97% target is excessive and can unfairly impact well performing agencies. FISCAL IMPACT: Minimal impact since the majority of agencies have met the 97% ADA requirements and many of those below 97% have been waived for good cause. GOVERNANCE/PROGRAM IMPACT: This action requires board approval since this is a policy change that impacts agency contracts. Minimal impact to programs since the majority are meeting current goals. OPTIONS: 1. Vote to approve the reduction in required ADA target from 97% to 90% for afterschool programs. 2. Decline to approve this recommendation. STAFF RECOMMENDATIONS: The 97% ADA target is higher than the other Children s Services Councils in the state, as well as higher than the State of Florida Department of Education, 21 st Century ADA goal (85%); with our financial penalties this policy punishes agencies that are providing excellent services and/or reaching the ninety percentile of their targeted benchmark. A reduction to 90% ADA is recommended.