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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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Board Meeting

December 3, 2014

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