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Early Learning Coalition of North Florida, Inc.
BOARD MEETING
The World Golf Village and Convention Center
St. Augustine Ballroom A
April 8, 2015
10:30 a.m.
ATTENDANCE
Members Present:
Jared Dollar
Ron Coleman, Vice Chair
Mary Ann Holanchock
Amy Lane
April Masters
Nancy Pearson, Board Chair
Janet Dixon
Connie Stophel
Renee Williams
Mike Siragusa
Adam Deputy
Members Absent:
Myrna Allen; excused
Vina Delcomyn, excused
Brian Graham, Secretary, excused
Cynthia Kent, excused
Kristi Simpkins, excused
Mala Ramoutar, excused
Staff Present:
Dawn Bell, Chief Executive Officer
Kim Brumfield, Office Manager
Tajaro Dixon, Grants and Operations Manager
Stephanie LaRoche, Office and Outreach Asst.
Joan Whitson, Early Literacy Coordinator
Patty Larkin, Finance Manager
Others Present:
Teresa Matheny, ECS
Meike Rice, (Mala Ramoutar sub)
CALL TO ORDER/ROLL CALL
N. Pearson, Board Chair called the meeting to order at 10:42 am. Roll was taken; quorum was met,
with 9 of the 17 board members in attendance.
PUBLIC COMMENT
No comments.
SUCCESS SPOTLIGHT
Success Spotlight’s are provided as a tangible way to hear about the good things/services that are
being provided to the community. All spotlights can be found on the Coalition website under the
“News” tab called Success Stories.
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REVIEW OF DELEGATION OF AUTHORITY ITEMS The Board designates authority to the Coalition’s Office Manager to review and approve the Chief
Executive Officer’s timesheets, leave requests, work related travel expenses, and other routine
operational requests. These documents are made available at each regular board meeting for board
review. Delegation items were passed around with no discussion or questions on the items reviewed.
APPROVAL OF DECEMBER 3, 2014 BOARD MEETING MINUTES*
1. R. Coleman motioned to approve the December 3, 2014 Board Meeting
Minutes, as presented. C. Stophel seconded the motion. No discussion-motion
passed unanimously
STAFF AND COMMITTEE REPORTS
2nd Quarter Program Update
T. Dixon reported on the following:
The Coalition is in the Draft Report stage of the OEL/CRI Fiscal Monitoring
Review that took place the week of January 20, 2015. The Coalition makes every
attempt to address any finding or observation as soon as possible. Therefore, the
preliminary findings that requires policy and procedure revisions are included in
today’s board packet. Once we receive the Final report, we will share those results
with the board. The Final report should record that the corrective action items have
already been completed by the Coalition.
The Coalition has been selected by the Auditor General’s Office to undergo
another fiscal monitoring review that will take place the week of April 20, 2015.
We were one of five Florida coalitions selected and we are currently in the
document gathering stage of the review.
The Coalition and Episcopal Children’s Services staff held an “open
discussions” meeting November 12, 2014 which remains a vital twice-a-year
informal gathering that considerably supports contract relations.
ELC Finance Manager, Patty Larkin and ECS Fiscal Controller, Erin
Fleming continue to make improvements in the quarterly monitoring processes. In
addition, Patty has been the team leader for both the OEL/CRI review and now the
Auditor General’s review.
This past December we began the annual review and update of the C.E.O.
Succession Plan.
Programmatic: ECS On-Site Monitoring:
The 2014/2015 First Quarter Monitoring was performed October 27 –
November 7, 2014. This monitoring included all OEL required elements, the annual
Data Security Systems Review and Payment Validations/Reimbursement staff
interviews. From this monitoring there were eight training issues, all of which were
minor in nature and extremely low rates of occurrence for each. All monitoring
issues were resolved completely and quickly, and before the final report.
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The 2014/2015 Second Quarter Monitoring was performed January 26 –
February 6, 2015. This monitoring included all OEL required elements and two SR
Plan Outcomes reviews (Infant Toddler Care and Staff Development). This review
is in the Draft Report stage of the process. Final results will be reported on the
Third Quarter Program Report.
2nd Quarter Early Literacy Report
J. Whitson reported on the following items:
Attended the following:
10/1/2014 – Xi Zeta Alpha Chapter for St. Johns County - Attended as the guest
speaker. Promoted early literacy and distributed information about ELC of North
Florida. The chapter provided volunteers to assist with the three (3) year old book bags.
They have also offered to assist with future programs.
10/13/2014 – St. Augustine High School – Attended as the guest speaker for two (2) of the
future teaching academy classes. Discussed early education and the Read for the Record
program. Thirty- five (35) high school students participated in the Read for the record
event on October 21, 2014 and read to ten (10) different Head Start and Kindergarten
classes.
10/14 and 10/16/2014 – Webster and Crookshank Elementary Schools in St.
Augustine FL - Attended as the guest speaker for two (2) parent workshops in the Head
Start Programs. Discussed the importance of reading to their children. Each parent
received two (2) books for their home library. Twenty-five (25) parents attended the
workshops.
10/15/2014 – Clay County Provider Meeting – Participated with Episcopal Children’s
Services (ECS). Explained the Volunteer Reading Pals program and enrolled centers
to participate in the program. Promoted the Read for the Record event.
10/20/2014 – Early Educators Conference Meeting – ELC staff met with the education
staff of Episcopal Children’s Services (ECS). Discussed the development plan for the
Early Educators Conference in January 2015.
10/22/2014 – St. Johns County Provider Meeting – Attended the meeting at the Record
building in St. Augustine, FL. Networked and promoted our programs with area
contracted providers.
10/25/2014 – Annual Ancient City Kids Day – The event was held at St. Francis
Field in St. Augustine, FL. Epic Family Services organizes this event every year for
children birth to age twelve (12). Local organizations and businesses provide different
activities for children. Live entertainment is also provided for the day. The ELC
partnered with the Kiwanis Club. Book characters Pete the Cat, Dora the Explorer and
Winnie the Pooh participated in the shared project. The ELC and Kiwanis club provided
books and several craft activities. Approximately two thousand (2,000) people attend the
event.
10/28/2014 – FLY (Five Learning Years) - Attended the St. Johns County organization
monthly meeting as a representative for the ELC.
11/6/2014 – Kiwanis Food Drive - Participated in the event held at Ketterlinus Elementary
School. Fifty (50) bags were filled to feed families of four (4) over the Thanksgiving
holiday.
11/7/2014 – Future Teaching Academy Speech Contest – The contest was held at St.
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Augustine High. Attended as a judge and Advisory Council member.
12/2/2014 – RSVP (Retired Senior Volunteer Program) for St. Johns County.
Attended the holiday volunteer appreciation breakfast. The ELC partners with this
organization in our reading pals program.
Kiwanis Club of St. Augustine - Attended bi-monthly meetings as a member representing
the ELC of North Florida.
Early Literacy Programs
ELC Days at Sykes Farms – The ELC hosted two (2) special field trip days at Sykes Farms in
Elkton, FL on October 6 and 7 2014. The trip included a corn maze featuring two (2) book
themes: Spookley the Square Pumpkin and Jack and the Cornstalk. The ELC provided a copy of
the book Jack and the Cornstalk to the children. The providers received a collection of Spookley
books. There was also a hayride, a visit with “Uncle Bucks” farm animals, a jump on the giant “Corn
Popper” (huge jumping pillow) and more. ELC volunteers and staff provided a special fall craft
activity. Eighteen (18) centers participated for a total of three hundred fifty-seven (357) children.
Read for the Record 2014 - Read for the Record is a national campaign created by the Pearson
Foundation and Jumpstart.org. The goal is for everyone around the U.S. to break the record of
reading the same book, to the most children, on the same day. This year’s book was Bunny Cakes
by Rosemary Wells. The ELC promoted and participated in the event on October 21, 2014. A
copy of the book and a packet of activities that relates to the story were distributed to any
contracted provider interested in participating in the event.
Total of children read to by county were:
Clay – 561
Bradford – 39
Baker – 317
Nassau – 419
Putnam – 685
St. Johns 1911
Total: 5,076
Three Year Old Book Bag Program – November is our month to kick off our annual Three Year
Old Book Bag Project. On November 10, 11 and 14, 2014, over twenty-five (25) ELC volunteers
came out to assist with the assembly of the bags. Each bag consists of ten (10) to twelve (12)
age appropriate books. Also included are educational materials for the parents on the importance
of reading to their children. Each teacher also receives a bag of assorted books for their
classroom. Six hundred (600) bags were distributed. Each visit included a special story and music
time with special guest “Pete the Cat”. A team of three (3) to four (4) volunteers and ELC staff
delivered the bags. The ELC targeted centers that Episcopal Children’s Services identified with the
highest amount of school readiness children.
Book Bag Deliveries:
11/08/2014 - Lighthouse Learning Center, Orange Park – 45
children O.P.K., Inc., Orange Park – 61 children
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Andromeda Preschool, Orange Park – 57 children
WOW Academy, Orange Park – 12 children
11/09/2014 - A Child’s Castle, Keystone Heights – 55 children
In Loving Hands School Kidz Hangout, Keystone Heights – 53 children
Midway Learning Center, Melrose – 40 children
Sonshine Inn Day Care, Melrose – 18 children
11/10/2014 - Back Pack University, Middleburg – 43
children Good Samaritan Learning Center –
23 children O2B Kids, Fleming Island – 40
children
Wee Care Day Care, Middleburg – 35 children
11/11/2014 - A Fun Place to Be, St. Augustine – 20 children
Brandt’s Child Care, St. Augustine – 45
children Beacon of Hope, St. Augustine – 11
children Treasure Harbor, St. Augustine – 25
children
Reading Pals
In September 2014 the volunteer Reading Pals program was expanded to Clay County. From
August- October 2014, new reading pals were trained and placed in eighteen (18) centers.
In September 2014 the ELC had a record breaking volunteer training session in St. Johns
County with thirty (30) people attending. Fourteen (14) new readers were placed in centers.
The remaining volunteers were placed in the St. Johns County Head Start programs and VPK
classrooms. Currently, a total of sixty- eight (68) volunteers reading in forty-one (41) centers
in Putnam, St. Johns and Clay Counties. There are quarterly reading pal meetings during the
year for volunteers to share how things are going, books and activity ideas. The ELC has
lending libraries in our Clay, Putnam and St. Johns County offices.
Additional Projects:
ELC Holiday Card Contest – The ELC invited our centers and family child care homes to
participate in the Holiday Card Contest. Children drew a picture based on a winter themed
book. The five (5) top pictures were chosen by ELC staff and posted on Facebook for voting.
The winner for December 2014 was Antonio Moya from Andromeda Preschool in Orange
Park, FL. Antonio’s picture was the face of the ELC Christmas Card 2014.
Preschool Teacher of the Year – The Early Literacy Coordinator initiated a “Preschool
Teacher of the Year” award. The ELC wanted to showcase our wonderful teachers plus
give them the recognition they so deserve but so often do not get in our community.
Nomination forms were sent out to all contracted providers. Directors, principals or fellow
teachers could nominate. One winner was awarded from each of our six (6) counties. Each
county winner was surprised with a prize patrol that featured balloons, flowers and a visit
from ELC staff, board members, volunteers, ECS staff and Pete the Cat. Each county
winner received a framed certificate, a Target gift card and a restaurant gift card. The six
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winners also received free admission to the ELC Early Educators Conference in January
2015. At the conference the six (6) winners will be honored and their names will go into a
drawing to receive the grand prize.
Draft minutes of the February 4, 2015 Exec Admin Committee Meeting were provided as an
informational item. The following are the items that were up for ratification on the Exec Admin
Committee Consent Agenda
1. Ratify Approval of Financials as of December 2014*
2. Ratify Approval of IRS 990*
3. Ratify Approval of the 2014-15 Budget Revision #2*
4. Ratify Approval of SR Plan Amendment #10*
5. Ratify Approval of Operational Policies and Procedures Revisions*
C. Stophel recused herself from voting on the SR Plan Amendment, her voting conflict sheet is
attached.
2. M. Holanchock motioned for ratification of items 1-5 on the Exec Admin
Committee Consent agenda, as presented. R. Coleman seconded the motion.
No Discussion, motion passed.
NEW/UNFINISHED BUSINESS
Approval of Anti-Fraud Plan Revisions*
This is the first year that this plan was due to OEL, and the original version was approved during
the December 3, 2014 Board Meeting. The OEL deadline for all subsequent revisions is June 30.
Revisions:
1. Change in job title from “Director of Family and Provider Services” to “Project/Fraud
Specialist”. Reason: it has turned out to be a full time job, so the Coalition and ECS decided
to have the Nassau office open to the public only three days a week so the Family Service
Coordinator can also be the Family Service Specialist in that county. This freed up funding
for the Fraud Specialist position.
2. Deleted 2nd listing of “Early Literacy Coordinator” as this was an error.
3. Added ‘calendar’ to several places to be more clear as to what type of ‘day’ (calendar vs.
business days).
4. Revisions to the time periods between informing the parent and their appeal being due.
Reason: to be consistent and clear.
5. Corrected the numbering on page 6 (error).
3. J. Dollar motioned the Approval of Anti-Fraud Plan Revisions. M. Siragusa
seconded the motion. No discussion-motion passed unanimously.
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Approval of SR Plan Amendment #11*
Overview of revisions:
Attachments 1.5.1.A, B, C, D, and F Payment Rates for Providers - to increase provider
rates in 5 of the 6 counties. (There were no changes for Putnam County.) *Supplemental
documents (required of OEL) for the provider rate increases are attached (Summary Rate
Increase, Cost of Rate Changes, Full Time Rate Increase, and Part Time Rate Increase).
Element 1.5.1 – to document the formula for paying providers outside of the Coalition’s six
counties. There has been a change to the provider rate rules and ECS/the Coalition received
clarification from OEL concerning it 02/19/15. We are now to pay providers for School
Readiness services based on the county where the PROVIDER is located, not based on
where the parents live. This is fine if it is within our Coalition’s six counties, but when the
Provider is not (Duval county for example), the Coalition must have a documented
approach as to how those providers will be paid.
Attachment 1.6.1 – Parent Sliding Fee Scale - to update the parent fees for the 2015/2016
fiscal year (as adjusted per the annually updated Federal Poverty Line).
Discussion about the market rate by T. Matheny and D. Bell as to why Putnam County rates were not on the
rate sheet. April Masters recused herself from voting on this item, her form is attached.
4. J. Dixon motioned the Approval of SR Plan Amendment #11, 1-11. J. Dollar
seconded the motion. No discussion – motion passed unanimously.
Approval of the Contract Management and Monitoring Policies and Procedures Revisions*
Revisions: CM301 – Finance Manager and Grants and Operations Manager Responsibilities, deleted references to two
contract certifications; (1) Debarment and Suspension, and (2) Regarding Lobbying. This was done to have
all contract certifications on only one policy (#CM302) in an effort to reduce duplication, streamline
updates and ensure accuracy.
CM302 – Contract Requirements, This entire policy was added to have only one policy containing
contract requirements. The “Audit Requirements” section and the following “Certifications and
Assurances” section was retrieved from the 2014/2015 OEL/ELC Grant Agreement and revised as
needed for this purpose. The last section of this policy, “Other Required Clauses” contains the three
sections from the Coalition’s Accounting Policy that was not replaced by the 2014/2015 OEL/ELC
Grant Agreement when moved from the Accounting policy to this policy. Those three sections were
#8 “Remedies”, #9 “Termination”, and the next section “Right to Audit Clause”.
CM703 – Implementation of On-Site Contract Monitoring, under section “Administrative Contract
Monitoring Requirements”, item #4 deleted references to several contract certifications (items a – g). This
was done to have all contract certifications on only one policy (#CM302) in an effort to reduce duplication,
streamline updates and ensure accuracy.
Appendix A – Certification Regarding Debarment, Suspension, and other Responsibility Matters –
Primary Covered Transactions, deleted this contract certification. This was done to have all contract
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certifications on only one policy (#CM302) in an effort to reduce duplication, streamline updates and
ensure accuracy.
Appendix B – Certification Regarding Lobbying, deleted this contract certification. This was done to
have all contract certifications on only one policy (#CM302) in an effort to reduce duplication, streamline
updates and ensure accuracy.
5. M. Siragusa motioned the Approval of the Contract Management and
Monitoring Policies and Procedures Revisions. M. Holanchock seconded the
motion. No discussion- motion passed unanimously.
Approval of the Accounting Financial Policies and Procedures Revisions*
F301 – Purchasing Policies and Procedures, deleted the “Provisions Included in All Contracts”
section as it was updated and moved to the Coalition’s “Contract Management and Monitoring
Policies and Procedures” in an effort to reduce duplication, streamline updates and ensure accuracy.
The updated version subsequently added to the Contracts Policies was a complete replacement of
provisions with those from the 2014/2015 OEL/ELC Grant Agreement. The only exception to this
was #8 “Remedies”, #9 “Termination”, and the next section “Right to Audit Clause”. These three
sections were not replaced, but added to the same Contract Policy (#CM302), under the heading
“Other Required Clauses”.
6. J. Dollar motioned the Approval of the Accounting Financial Policies and
Procedures Revisions. A. Deputy seconded the motion. No discussion- motion
passed unanimously.
Approval of the Information Technology Systems and Security Policies and Procedures
Manual Revisions*
IT201 – Use of Coalition IT Property, added to “Removal of Data Prior to Equipment Disposal”
section that whenever equipment is to be disposed of the IT vendor will cleanse all data before
disposal, and provide evidence this with the next monthly billing invoice.
IT301 – Vendor Management, added to “Vendor Responsibilities” section #23, that the IT vendor
will perform monthly backup and recovery testing monthly and provide evidence of this with the
monthly billing invoice. Added to #24 that whenever data cleansing is done on equipment prior to
disposal this will be evidenced by adding documentation of the cleansing to the monthly billing
invoice.
IT302 – User Management, added that the Coalition will maintain documentation of the actual
antivirus/data security training materials and staff completion of the trainings.
IT401 – Back-Up Systems and Storage, added that the IT vendor will provide evidence of the
back-up activities with each monthly billing invoice. Changed frequency of recovery tests from
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annually to monthly and added that this will be evidenced by documentation sent with each
monthly invoice
7. J. Dollar motioned the Approval of the Information Technology and Security
Policies and Procedures Manual Revisions. A. Deputy seconded the motion.
No discussion- motion passed unanimously
Approval of the Accounting Financial Policies and Procedures Revisions*
F402 – Capitalized Assets and Inventory Requirements, all revisions to this policy is a result of the
OEL Technical Assistance Review on Tangible Property that began December 15, 2014.
o “Items to be Inventoried” section - deleted “hardback books” as these WERE NOT listed in
the most current OEL guidance document referenced in the OEL review and technical
assistance report (Program Guidance 240.02 Tangible Personal Property).
o “Inventory Procedures” section - added current regulation references.
o “Inventory Maintenance and Reporting Procedures” section - deleted outdated regulation
references, and deleted note regarding disposition files as this is repeated in “Disposition”
section.
o “Physical Inventory” section – added that the annual inventory must be submitted to OEL
no later than October 1 of each year, and that a physical inventory must be done and
submitted to OEL within 30 days of a custodian change.
o “Maintenance Procedures and Adequate Safeguards of Equipment” section added.
o “Transfer of Property and Property Records” section added.
o “Disposition of Property” section – added Board of Directors approves the disposal of
capitalized and inventoried items, and added “no longer needed for the original project or
program”. Deleted awarding agency approves of disposal (as this was verified with Dinh
Williams during the TA Report conference call).
o “Priority for Disposition” section – added.
o Title, “Recording and Reporting of Disposed Items” added to existing section. And to this
section added that inactive surplus disposition files must be maintained for five years.
8. M. Holanchock motioned the Approval of the Accounting Financial Policies and
Procedures Revisions. A. Deputy seconded the motion. No Discussion-
motion passed unanimously
Approval of the IT Policies and Procedures Revisions*
IT101 – General Scope, added a definition for “Botnets” that was discovered during the annual January
(2015) ELC staff refresher training regarding information technology safety and security.
IT602 - Cyber Communication and Social Media Use by Employees, entire policy added as this has
become more of a routine mode of business (and personal) communications, which affect
the organization.
9. R. Coleman motioned the Approval of the IT Policies and Procedures Revisions.
M. Siragusa seconded the motion. No Discussion- motion passed unanimously
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Approval of the HR Policies and Procedures Revisions*
Revisions Resulting from Annual Review by Staff:
HR108 – Immigration Law Compliance, corrected that the employee must turn in the I-9 form on first
day of employment. Then the ELC has 3 business days to complete the employer section.
HR401 – Attendance Policy, corrected that it IS acceptable to leave a message with staff if employee’s
supervisor is not available, when the employee will be late or not working that day.
HR403 – Paydays and Direct Deposit, changed “Finance Department” to “Office Manager” for point of
contact regarding direct deposit of paychecks.
HR506 – Public and Media Communications, added that if there were to be a negative incident involving
a provider or a client, media calls should be sent to the C.E.O. Added that no prior C.E.O.
approval is required for standard social media and press releases. Added reference to new
social media policy #IT602.
HR605 – Personal Appearance and Casual Days, deleted references to “thong” shoes/flip-flops as these
could be viewed as “sandals” - which are acceptable.
10. M. Siragusa motioned the Approval of the HR Policies and Procedures
Revisions. A. Deputy seconded the motion. No Discussion- motion passed
unanimously.
Approval of Draft Budget for 2015/2016*
P. Larkin explained this draft budget is to have a working budget until the funding totals are
received from OEL by way of Notice of Award in the beginning of the 2015-2016 fiscal year.
11. J. Dollar motioned Approval of the Draft Budget for 2015/2016. R. Coleman
seconded the motion. No Discussion- motion passed unanimously
Approval of Disposal of Inventory*
Any disposal of property listed on Coalition inventory, must be board approved in order to proceed with the
removal of any item on the inventory.
Staff is asking permission to dispose of items that are no longer in good working order and are listed in Fair,
Poor, Obsolete, and Scrap Condition for tag numbers:
ELC-120 – Laptop- Panasonic ToughBook
ELC-121 – Canon iP Portable Printer/battery pack/USB printer cable
PSJ-127 – Laptop- Panasonic ToughBook
PSJ-129 – Canon iP Portable Printer/battery pack/USB printer cable
PSJ-126 – Laptop- Panasonic ToughBook
PSJ-130 – Canon iP Portable Printer/battery pack/USB printer cable
PSJ-128 – Laptop- Panasonic ToughBook
PSJ-131 – Canon iP Portable Printer/battery pack/USB printer cable
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ELC 0016 – Projector-InFocus LP790, Carry Case and bulb
ELC 020- Optima EP750, Projector
CNBB 44 – Laptop –LattitudeD620
12. M. Siragusa motioned Approval of the Disposal of Inventory. M.
Holanchock seconded the motion. No Discussion- motion passed unanimously
Review of Board Membership
D. Bell reviewed the members who have resigned and/or gone into an advocate role since the last
meeting. Mark Miner a former board member is interested in coming back as well. Our total board
membership is at 17 members
BOARD ABSENTEEISM LOG- Informational
No Comments.
BOARD COMMENTS
D. Bell used this time to mention the Rhythm and Ribs Festival that is taking place this
weekend April 10-12, and ELCNF will receive funds for our book bag project.
C. Stophel clarified that the grant ECS has written for is for $495,000 per year for 3 years
for online training for all providers.
T. Matheny explained that a grant has been written for Putnam County providers to receive
Net Books.
T. Matheny talked about another grant that is for scholarships for 25 teacher to get their
college degrees.
A. Masters was excited to give us the information about KidVision VPK, which is an online
virtual field trip site that her center uses. www.kidvisionvpk.org
NEXT MEETINGS
The next scheduled meetings are as follows:
Wednesday, May 6, 2015 , 10:30 a.m. – Exec/Admin Committee Conference Call Meeting-
CANCELLED
Wednesday, June 17, 2015 10:30 a.m. –Board Meeting World Golf Village Convention
Center
ADJOURNMENT*
13. R. Coleman motioned for adjournment at 12:09 pm. M. Holanchock.
Seconded the motion. No discussion – motion passed unanimously.
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HANDOUTS: 1. Corrected Tentative Agenda 2.AIS- Anti-Fraud Plan Revisions; 3. Anti-fraud Plan
Revisions; 4. AELC Legislative Update
Minutes Submitted By: Kim Brumfield, Office Manager
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