EXEC/ADMIN COMMITTEE MEETING. February 3, 2016; 10:30 a.m. Conference Call Dial and enter Guest Code TENTATIVE AGENDA

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1 2450 Old Moultrie Road, Suite 103 St. Augustine, FL EXEC/ADMIN COMMITTEE MEETING February 3, 2016; 10:30 a.m. Conference Call Dial and enter Guest Code *Action Item TENTATIVE AGENDA I. Call to Order/Roll Call II. III. IV. Public Comment Review of Credit Card Statements Approval of November 4, 2015 Exec/Admin Committee Meeting Minutes* V. Approval of Financials As of December 2015* VI Primary Services Contract Negotiations from Award of RFP- INFORMATIONAL VII. Approval of the ELCNF Organizational Chart effective 10/26/15* VIII. Review of Board Membership- Informational IX. Committee Absenteeism Log Informational X. Committee Comment XI. XII. Next Meeting May 4, :30am- Conference Call (board meeting March 18 th 10:30 am) Adjournment* A United Way Agency Funded by the State of Florida

2 I. Call to Order/Roll Call II. Public Comment February 3, 2016 Exec/Admin Committee Meeting Early Learning Coalition of North Florida, Inc.

3 III. Review of Credit Card Statements Statements are provided to Board/Committee Members ONLY for review and have been ed at the time meeting packets were ed. February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

4 IV. Approval of November 4, 2015 Exec/Admin Committee Meeting Minutes* *ACTION ITEM February 3, 2016 Exec/Admin Committee Meeting Early Learning Coalition of North Florida, Inc.

5 Early Learning Coalition of North Florida, Inc. EXECUTIVE ADMINISTRATIVE COMMITTEE Conference Call Meeting November 4, :30a.m. ATTENDANCE Committee Members Present: Brian Graham, Vice Chair Mike Siragusa Vina Delcomyn Renee Williams, Treasurer Mark Miner, Secretary Janet Dixon Coalition Staff Present: Dawn Bell, Chief Executive Officer Kim Brumfield, Office Manager Tajaro Dixon, Grants and Operations Manager Patty Larkin, Finance Director Committee Members Absent: Nancy Pearson, Board Chair; Excused Others Present: Teresa Matheny, ECS CALL TO ORDER/ROLL CALL The meeting was called to order at 10:33 a.m. by K. Brumfield and roll was called; quorum was present with 5 of 7 committee members in attendance. Mark Miner had to leave the call early due to a scheduling conflict at 10:35 am Janet Dixon called in at 10:49 am PUBLIC COMMENT No Comments. REVIEW OF CREDIT CARD STATEMENTS Employee Credit card statements were presented to the committee for the review of the months of July August and September (Amex and Visa cards issued to D. Bell, K. Brumfield) There were no comments or questions. APPROVAL OF AUGUST 5, 2015 EXEC ADMIN MEETING MINUTES * 1. M. Siragusa motioned to approve the August 5, 2015 Exec Admin Meeting Minutes, as presented. R. Williams seconded the motion. No discussion motion passed unanimously.

6 APPROVAL OF FINANCIALS AS OF AUGUST 31, 2015* The following reports were included in the packet for review of Financials ending Aug. 31, 2015: Finance Manager Report Balance Sheet Profit & Loss Budget vs. Actual Profit & Loss YTD Comparison P. Larkin pointed out a correction on the total expenditure of direct service slots- should be $2,908, V. Delcomyn motioned to approve Financials as of Aug. 31, 2015, with correction. M. Siragusa seconded the motion. No Do discussion- motion passed unanimously. REVIEW AND APPROVAL OF MANAGEMENT DECISION RECOMMENDATION OF ECS s AUDIT* To approve management decision to consider the ECS annual audit properly reviewed and therefore resolved. 3. M. Siragusa motioned to approve Management Decision recommendation of ECS s audit. V. Delcomyn seconded the motion. No discussion- motion passed unanimously. APPROVAL OF OEL S PERFORMANCE FUNDING PILOT PROJECT CONTRACT WITH THE COALITION- OEL CONTRACT #PP616* Florida General Appropriations Act states that funds in Specific Appropriation 87, from the Child Care and Development Block Grant Trust Fund, are provide for an Early Learning Performance Funding Pilot Project. For this second year of this program, the ELC (or contractor, Episcopal Children s Services) will provide Classroom Assessment Scoring System (CLASS) observation-based assessments to all participating providers and Making the Most of Classroom Interactions (MMCI) training to providers assigned to the pilot group. The ELC (ECS) will also perform administrative/project management tasks in support of the Early Learning Performance Funding Pilot Project. This is an early learning professional development initiative funded by the Florida Legislature to provide incentives to child care providers and instructors for improvement in School Readiness Program outcomes and provide data for an independent evaluation. Early learning training focused on teacher-child interactions will be offered to a pilot group of SR providers within the ELC s service area. Results for teacher-level and child-level data in the pilot group will be compared to results from a separate SR provider comparison group. Executive/Admin Committee November 4,

7 4. V. Delcomyn motioned to approve the OEL Performance Funding Pilot Project Contract #PP616. M. Siragusa seconded the motion. No discussion- motion passed unanimously. APPROVAL OF ECS CONTRACT AMENDMENT # * To contract with Episcopal Children s Services (E.C.S.) to carry out the Scope of Work as identified in OEL s Performance Funding Pilot Project Contract with the Coalition (OEL Contract #PFP16). As the coalition already contracts with Episcopal Children s Services for Quality Initiatives, all that was required was OEL Prior Approval (which was received) and a Coalition/ECS contract amendment. Note: Background and more specific information about this OEL project can be found in the actual Performance Funding Pilot Project contract (and our Action Item Summary) which is included in the Executive/Administrative committee packet for today (11/04/15). 5. V. Delcomyn motioned to approve the ECS Contract Amendment # M. Siragusa seconded the motion. No discussion- motion passed unanimously. APPROVAL OF THE ACCOUNTING AND FINANCIAL POLICIES AND PROCEDURES REVESIONS* Revisions: F203.1, F205, F206, F305, F309, F401, F501, F701, F703, F705, and F801 revisions/corrections/updates made after the Finance Manager s annual review of policies. F301, Purchasing Policies and Procedures, duplicated procurement policies were deleted from Fiscal policies. One policy, Availability of Procurement Records was not duplicated. Therefore, it was added as policy #PR901 to the procurement policy, simultaneously. F307, Cash Disbursements (Check-Writing) Policies, added the Disbursement Policies section per the 2015 SR Plan requirement. 6. M. Siragusa motioned to approve the Accounting and Financial Policies and Procedures Revisions. V. Delcomyn seconded the motion. No discussion- motion passed unanimously. Executive/Admin Committee November 4,

8 APPROVAL OF THE PROCUREMENT OF COMMODITIES AND/OR CONTRACTUAL SERVICES POLICIES AND PROCEDURES MANUAL* Revisions: Added PR901 - Availability of Procurement Records, to the Procurement Policies and Procedures. (It was simultaneously deleted from the Accounting and Financial Policies and Procedures.) 7. M. Siragusa motioned to approve the Procurement of Commodities and/or Contractual Services Policies and Procedures Manual Revisions. V. Delcomyn seconded the motion. No discussion- motion passed unanimously. APPROVAL OF THE EARLY LEARNING FLORIDA CONTRACT EFFECTIVE 10/15/15 07/31/16* D. Bell pulled this item from the packet and advised us that a new contract was being sent and will be part of the December 2 nd board meeting. No comments or discussion. APPROVAL OF THE OEL S PERFORMANCE FUNDING PILOT PROJECT CONTRACT WITH THE COALITION- OEL CONTRACT #PP616-AMENDMENT #1* Background: Florida General Appropriations Act states that funds in Specific Appropriation 87, from the Child Care and Development Block Grant Trust Fund, are provide for an Early Learning Performance Funding Pilot Project, FOR PROFESSIONAL DEVELOPMENT OF PROVIDERS. Reason this Action is needed: This amendment is needed to update the Second Year PFP contract and budgets, which are based on the September EFS data. This new data changed the dollar amount from 153, to $147, V. Delcomyn motioned to approve OEL s Performance Funding Pilot Project Contract with the Coalition- OEL Contract #PP616- Amendment #1. M. Siragusa seconded the motion. No discussion- motion passed unanimously. Executive/Admin Committee November 4,

9 APPROVAL OF THE ELC S PERFORMANCE FUNDING PILOT PROJECT CONTRACT WITH EPISCOPAL CHILDREN S SERVICES (OEL CONTRACT #PP616) AMENDMENT #1* Background: Florida General Appropriations Act states that funds in Specific Appropriation 87, from the Child Care and Development Block Grant Trust Fund, are provide for an Early Learning Performance Funding Pilot Project, FOR PROFESSIONAL DEVELOPMENT OF PROVIDERS. Reason this Action is needed: This amendment is needed to update the Second Year PFP contract and budgets, which are based on the September EFS data. This new data changed the dollar amount from 153, to $147, M. Siragusa motioned to approve ELC s Performance Funding Pilot Project Contract with Episcopal Children s Services (OEL Contract #PP616) Amendment #1. V. Delcomyn seconded the motion. No discussion motion passed unanimously. REVIEW OF BOARD MEMBERSHIP K. Brumfield spoke about the new members, as well as board members extending for a second term. COMMITTEE ABSENTEEISM LOG Informational; no comments. COMMITTEE COMMENT No comment NEXT MEETING December 2, :00 p.m. Board Meeting/Volunteer Appreciation event at World Golf Village Caddy Shack Restaurant February 3, :30 a.m. Executive Administrative Committee Meeting- Conference Call ADJOURNMENT* 10. M. Siragusa motioned to approve adjournment. V. Delcomyn seconded the motion. 10:55 am No discussion- motion passed unanimously. Executive/Admin Committee November 4,

10 Minutes submitted by, Kim Brumfield, Office Manager Executive/Admin Committee November 4,

11 V. Approval of Financials as of December 2015* *ACTION ITEM February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

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22 VI Primary Services Contract Negotiations from Award of RFP INFORMATIONAL February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

23 2450 Old Moultrie Road, Suite 103 St. Augustine, FL MEMORANDUM TO: FROM: Executive Administrative Committee and Board Members Tajaro Dixon DATE: December 10, 2016 (for Exec/Admin meeting 02/03/16 and Board meeting 03/16/16) SUBJECT: Primary Services Contract Negotiations from Award of RFP If anyone would like to participate in the Post-RFP contract negotiations, please notify Dawn Bell before March 18, Please keep in mind that the meetings have not yet been scheduled; but, there will be two meetings with the awardee between the dates of March 22, 2016 and April 8, A United Way Agency Funded by the State of Florida

24 VII. Approval of the ELCNF Organizational Chart effective 10/26/15* *ACTION ITEM February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

25 ACTION ITEM SUMMARY DESCRIPTION Reason for Recommended Action Approval of the Early Learning Coalition of North Florida Organizational Chart effective 10/26/15 This revision/update is to reflect the Coalition s current positions. Updated organizational charts are also needed to update the CEO Succession Plan and the 2015 School Readiness Plan. If this is not done, the following would occur: The Coalition would be out of compliance with the two above named plans and OEL. How the Action will be accomplished Approval of the Early Learning Coalition of North Florida Organizational Chart effective 10/26/15, and OEL submittal. Early Learning Coalition of North Florida, Inc. Exec/Admin Conference Call February 3, 2016

26 O RGANIZATIONAL C HART Board of Directors Chief Executive Officer Office Manager Primary Services Contractor EPISCOPAL CHILDREN S SERVICES Screening Specialist Grants and Operations Manager Finance Manager Early Literacy Coordinator Effective: October 26, 2015 Outreach Assistant Early Learning Coalition of North Florida, Inc.

27 VIII. Review of Board Membership- Informational February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

28 B OARD M EMBERSHIP S UMMARY As of October 22, 2015 Page 1 of 2 Position Name Term Start Date Term End Date BAKER Total Private Sector 0 BRADFORD County Health Department Director or Designee Cynthia Kent September 2013 September 2017 Total Private Sector 0 CLAY Governor Appointee Private Sector Ron Coleman November 22, 2013 April 30, 2016 Governor Appointee Private Sector *Brian H. Graham, Vice Chair May 14, 2015 April 30, 2019 Private Sector *Vina Delcomym July 2011 July 2019 Total Private Sector 3 NASSAU District Superintendent of Schools or Designee Kristi Simpkins December 2013 December 2017 Total Private Sector 0 PUTNAM Representative of Programs for Children with Disabilities under the Federal Individuals with Disabilities Education Act Amy Lane December 2013 December 2017 Total Private Sector 0 ST. JOHNS Member Appointed by Bd. of County Commissioners or the Governing Board of a Municipality James K. Johns June 2015 June 2019 Head Start Director *Mary Ann Holanchock July 2013 July 2017 Governor Appointee Private Sector CHAIR Nancy Pearson, Chair November 22, 2013 April 30, 2017 Private Sector *Adam Deputy December 2014 December 2018 Private Sector *Mike Siragusa June 2013 June 2017 Total Private Sector 3 MULTI COUNTIES DCF Regional Administrator or Designee Mala Ramoutar November 2014 November 2018 Regional Workforce Board Executive Director or Renee Williams, Treasurer Designee (Baker, Clay, Nassau, Putnam, St. Johns) September 2014 September 2018 Dr. Myrna Allen President of a Florida College System or Designee (Clay, Putnam, St. Johns) September 2014 September 2018 Early Learning Coalition of North Florida, Inc.

29 Page 2 of 2 Representative of Private For-Profit Child Care Providers Janet Dixon (Putnam, St. Johns) February 2013 February 2017 Representative of Faith Based Child Care Providers April Masters (Putnam, St. Johns) October 2012 October 2016 Central Agency Administrator Connie Stophel (All Counties) NA NA Private Sector Mark Miner, Secretary (St. Johns) September 16, 2015 September 16, 2019 Total Private Sector 1 Combined Total Private Sector (Must comprise MORE THAN 1/3 of total Board Membership): 7 TOTAL MEMBERSHIP 18 * Second 4 year term Mandatory Seats: Currently all mandatory seats are filled. Combined Total Private Sector (Must be comprised of MORE THAN 1/3 of total Board Membership): 1/3 of 18 = 5.9. We currently have 7 private sector members. Total Membership: 15 to 30 members. We currently have 18 board members. Early Learning Coalition of North Florida, Inc.

30 IX. Committee Absenteeism Log- Informational February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.

31 By-Laws X = Attended EXECUTIVE ADMINISTRATIVE COMMITTEE MEMBER ABSENTEEISM LOG Section Unexcused absences from two (2) consecutive meetings within a twelve month period by a representative or appointed member is equivalent to resignation from the Coalition. Section Mandated members with three (3) consecutive unexcused absences from meetings or six (6) unexcused absences from meetings with in a twelve month period without due cause may be notified by the Chair that their membership is No Mtg. No Mtg. MTG CXL No Mtg. No Mtg. No Mtg. No Mtg. No Mtg. No Mtg. Member Name Mar-15 Apr-15 5/6/2015 Jun-15 Jul-15 8/5/2015 Sep-15 Oct-15 11/4/2015 Dec-15 Jan-16 2/3/2016 No longer a Coleman, R. Excused member Delcomyn, V. Excused X No longer a Dollar, J. X member Graham, B. Excused X Pearson, N. X Excused Siragusa, M. X X Williams, R. X X Miner, M Not a member yet X Dixon, J Not a member yet X

32 X. Committee Comment XI. Next Meetings: Board Meeting March 18, 2016; 10:30 a.m. World Golf Village Renaissance Resort Exec/Admin May 4, 2016; 10:30 a.m. Conference Call XII. Adjournment* *ACTION ITEM February 3, 2016 Executive Administrative Committee Meeting Early Learning Coalition of North Florida, Inc.