€¦ · board meeting december 3, 2014; 2:00 p.m. renaissance world golf village and convention...

BOARD MEETING

December 3, 2014; 2:00 p.m. Renaissance World Golf Village and Convention Center

Caddy Shack Restaurant

TENTATIVE AGENDA *Action Item

I. Call to Order/Roll Call II. Public Comment III. Success Spotlight IV. Review of Delegation of Authority Items V. Approval of September 17, 2014 Annual Board Meeting Minutes* VI. Review and Approval of 2013-14 Audit*

Presented by Moss, Krusick and Associates- HANDOUT

VII. Staff and Committee Reports A. 1st Quarter Program Update B. 1st Quarter Early Literacy Report C. Executive Administrative Committee

Draft minutes of November 5, 2014 Meeting – Informational Consent Agenda:

1. Ratify Approval of Financials as of September 30, 2014 w/ corrected Finance Manager Report*

2. Ratify Approval of Personnel Policies and Procedures Manual Revisions* 3. Ratify Approval of Operational Policies and Procedures Revisions* 4. Ratify Approval of OEL’s Performance Funding Pilot Project Contract #PFP16* 5. Ratify Approval of ECS 2014-15 Contract Amendment #0002-14* 6. Ratify Approval of DCF Regional Administrator or Designee: Mala Ramoutar*

VIII. New/Unfinished Business A. Review of Board Membership B. Approval of Kim Kendall’s Second Term as a Private Sector Member of the Board* C. Approval of Adam Deputy’s Second Term as a Private Sector Member of the Board* D. Approval of NEFEC Lease Continuation* E. Approval of the Fraud Prevention Plan 2014/2015* F. United Way Campaign Support letter- Informational G. Volunteer Newsletter Fall 2014- Informational, HANDOUT

IX. Board Absenteeism Log – INFORMATIONAL X. Board Comment

A. Alice Report- Informational, HANDOUT

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XI. Next Meetings

• Wednesday, February 4th, 10:30 a.m. – Exec/Admin Committee Conference Call Meeting • Wednesday, March 18th, 10:30 a.m. – Board Meeting

XII. Adjournment*

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I. Call to Order/Roll Call

II. Public Comment

III. Success Spotlight

3 | P a g e

Success Spotlight

attered and broken, Nancy* decided to move her and her

children from New York to Clay County after she was assaulted

by her husband.

Since Nancy didn’t have many family members in Florida, she

found refuge in the Domestic Violence shelter, where she nursed her

broken arm and broken spirits. During her stay, she received a

referral for services with ELC for her children.

After Nancy enrolled her children, this new break motivated her

to find a job to make enough money to rent a home.

Due to the assistance she received from the Domestic Violence

Shelter and ELC, she no longer has to deal with the vicious circle of

abuse and unemployment and is thrilled to provide a better life for

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her children as well as a home the fenced-in backyard she had always

wanted since she was a child.

* not her real name

IV. Review of Delegation of Authority Items

V. Approval of September 17, 2014 Annual Board Meeting Minutes*

*ACTION ITEM

Early Learning Coalition of North Florida, Inc. Board Meeting 12/03/2014

Early Learning Coalition of North Florida, Inc.

ANNUAL BOARD MEETING

The Renaissance World Golf Village and Convention Center September 17, 2014

10:30 a.m.

ATTENDANCE Members Present: Ron Coleman, Vice Chair Jared Dollar, Secretary Brian Graham Mary Ann Holanchock Pam Jett Kim Kendall Amy Lane April Masters Nancy Pearson, Board Chair Commissioner Cyndi Stevenson Adam Deputy Janet Dixon Connie Stophel

Members Absent: Kristi Simpkins; excused Janet Westling; excused Letti Bozard; excused Vina Delcomyn; excused Cynthia Kent, excused Mike Siragusa, 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 Amanda Griffs, ECS Renee Williams, new appointee Jan Morse, United Way NEFL Myrna Allen. SJRState appointee

CALL TO ORDER/ROLL CALL N. Pearson, Board Chair called the meeting to order at 10:38 a.m. Roll was taken; quorum was met, with 13 of the 19 board members in attendance. PUBLIC COMMENT No comments. UNF Assessment Presentation Amanda Griffs from ECS reviewed the power point presentation on the child outcomes for 2013/14. Amanda explained the main findings were an increase in literacy, strong resiliency and concerns in behavior particularly for boys. A. Lane questioned the early literacy skills of girls and boys. 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 JUNE 26, 2014 BOARD MEETING MINUTES*

1. J. Dollar motioned to approve the June 26, 2014 Board Meeting Minutes, as presented. K. Kendall seconded the motion. Discussion by R. Coleman on the YTD cost as of 03 31 14 at 78.53%, he also asked us to change C. Coleman’s contract date from 2017 to 2014. D. Bell replied with explanation of the percentage. Motion passed unanimously.

STAFF AND COMMITTEE REPORTS CEO Report D. Bell used this time to review the board self-evaluation. This evaluation allows both board and staff members to assess how we are all doing and identifies any gaps that we can provide support through materials or training. Staff really looks for those 1 or 2 ratings to see if there may be a gap, whether it is individually or more globally as a board. All items with a rating of 1 or 2 were discussed. D. Bell advised that question #2 will be pulled because it was more for when the board had several committees. Question #3 was explained that we do not do trainings we have workshops and this question will be reworded for the next evaluation. K. Brumfield will call each board member in the next 2 weeks and make sure they all have a flash drive with the board orientation on it. 4th Quarter Program Update T. Dixon reported on the following in her report: • Coalition and ECS staff attended the WipFli Training on the new “Super

Circular/Uniform Guidance/2 CFR Part 200” OMB (Office of Management and Budget - Federal) changes becoming effective December 26, 2014. OEL is beginning to address the needed revisions to policies. As the Coalition is given guidance from OEL, policy revisions will be brought to the board for approval

• The ECS 14/15 Contract was renewed and the 14/15 Contract Monitoring Plan was delivered to ECS and submitted to OEL June 30, 2014.

• Coalition and ECS began the document gathering process for OEL’s Accountability Review that took place on site July 14 – 16, 2014. There will be an exit interview July 16; however, we OEL does not anticipate having the draft report until approximately September 19, 2014

3rd Quarter Early Literacy Report

• Outreach Networking Activities: Twelve different functions were attended in this quarter.

• Three Year Old Book Bag Project: Six centers in Clay County were added to the project during the 4th quarter. A short program is held at each center which includes a story and music. A special children’s character comes along each year to help give out the bags. This year’s guest is Dora the Explorer. At the end of April 2014, a total of one thousand six hundred (1,600) bags will have been delivered. The Coalition is still looking for sponsors for this program.

Board Meeting September 17, 2014

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• Themed Literacy Programs: In April and May of 2014, 5 themed literacy programs

were offered to select providers. Activities related to the theme and each child received a book related to that theme.

• Toddler/Pre School Festivals: Toddler Fests are festival atmosphere events geared for families with children ages 1-5. This years’ events featured special entertainer Sparky the Balloon Guy and the musical duo The WillowWacks. Other highlights were the different activity and play zones featuring a Dino Dig, Block Zone, Car Junction, Arts and Crafts Corner, Toddler Play Zone, Face Painting, Balloon Animals and a Cinderella’s Parlor. There were guest appearances from Dora the Explorer and Cinderella. Each child received a FREE book and bike helmet thanks to the generous gifts of the Palatka Pilot Club and the Kiwanis Club of St. Augustine. This year we did something new and we invited all of our Child Care Providers to come and participate by coming and doing some type of activity for kids. In turn they could promote their centers. We had three Putnam Centers and six St. Johns Centers participate.

• Reading Pals: Two Reading Pals training occurred, April 24, 2014 and May 14, 2014 for a total of 24 new readers trained and placed in centers.

• Volunteers: ELC is currently looking for volunteers in Clay, Nassau, Baker and Bradford Counties. The Coalition has created a monthly volunteer newsletter to keep them updated.

• Boots & Bling Fundraiser: Kiwanis of St. Augustine is hosting a fundraiser on September 20, 2014 that will benefit ELCNF.

• Jr. Service League has added ELCNF to their charity list for the year. Draft minutes of the August 6, 2014 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 May 31, 2014t* 2. Ratify Approval of SR Plan Amendment #7- ELCNF Org Chart*

2. R. Coleman motioned for ratification of items 1-2 on the Exec Admin

Committee Consent agenda, as presented. A. Deputy seconded the motion. No Discussion, motion passed.

NEW/UNFINISHED BUSINESS Approval of the 2014-15 Budget Revision #1 The revision is as follows:

• Budget adjustment for the 2014/15 SR and VPK Services NOA dated July 1, 2014.

3. C. Stevenson motioned the Approval of Budget Revision #1 for FY 2014-15, as adjusted. R. Coleman seconded the motion. Discussion per R. Coleman on VPKOMAI $31,485.00 to updated $32,494.00. P. Larkin addressed this and will correct – motion passed unanimously.

Approval of ECS 2014-15 Contract Amendment #0001-14 The Amendments are as follows:


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• Updated the SR and VPK contact budget attachments and dollar amounts throughout

contract to align to the issue of the July 1, 2014 NOA. • Updated the entire contract to match provisions and requirements of the OEL 2014-15

Grant Agreement. 4. C. Stevenson motioned the Approval of ECS 2014-15 Contract Amendment

#0001-14, as presented. R. Coleman seconded the motion. C. Stophel abstained. No discussion – motion passed unanimously.

Approval of Revisions to Accounting and Financial Policies and Procedures The revisions are as follows: F301 – Purchasing Policies and Procedures, changed from Office Manager and CEO to Office

and Outreach Assistant placing all orders, and that the Office Manager will check in all goods and services when received and this resulted from the separation of Office Manager duties.

F305 – Accounts Payable Management, these changes of responsible parties for different

procedures are to ensure efficiencies and segregation of duties with new staff and job titles/descriptions:

o Changed from Finance Manager receiving, date stamping and initialing all invoices to the Office Manager doing this.

o Changed from Finance Manager logging invoices into the check request log to the Office and Outreach Assistant doing this.

o Changed the maintenance and weekly review of the check request log from the Finance Manager to the Office and Outreach Assistant doing this.

o Updated job title from Administrative Assistant to Office and Outreach Assistant who will be assembling the voucher package for payment.

o Changed the Administrative Assistant to the Office Manager approving the receipt of goods and services invoiced.

o Added the Office and Outreach Assistant will approve of the terms of the invoice and to pay the vendor in full, and updated job title.

F307 – Cash Disbursements (Check-Writing) Policies, Updated job title and removed the term ‘designee’.

5. R. Coleman motioned the Approval of Revisions to Accounting and Financial

Policies and Procedures, as presented. B. Graham seconded the motion. No discussion – motion passed unanimously.

Approval of Revisions to Procurement of Commodities and or Contractual Services Policies and Procedures Manual The revisions are as follows: PR401 - What to Consider When Procuring Any Item with Grant Funding,

• Added a new section “For All Procurements” and moved items from “Thresholds for Procurement Requirements” to this new section. Those items’ new numbers are #3-6.

• Moved #7 and #8 from section “What to Consider When Procuring Any Item with Grant Funding” to the new section.


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• Added item #2 in new section which instructs Coalition staff to check vendors

against the USDA Food Program Disqualified List on OEL’s Share Point (ref. 14/15 Grant Agreement).

6. B. Graham motioned the Approval of Revisions to Procurement of

Commodities and/or Contractual Services Policies and Procedures Manual, as presented. M. Holanchock seconded the motion. No discussion – motion passed unanimously.

Approval of Revisions to Operational Policies and Procedures The revisions are as follows: OP302 - Emergency Executive Director Succession Plan,

- Updated the organizational chart to the 07/01/14 version. Updated the succession organizational chart and language within the policy to replace the “Office Manager” to the “Co-Directors, Finance Manager and Grants and Operations Manager” to operate the Coalition for the C.E.O. when applicable - within this policy

7. J. Dollar motioned the Approval of Revisions to Operational Policies and Procedures, as presented. A. Deputy seconded the motion. Discussion from C. Stevenson on the segregation of duties. D. Bell and T. Dixon explained that will such a small staff we do our best to keep all duties separated. The motion passed unanimously.

Approval and Review of the COOP The COOP (Continuity of Operation Plan) establishes policy and guidance to ensure the continued execution of the mission-essential functions continue should an emergency threaten or incapacitates operations and require the relocation of selected personnel and functions of the Coalition and/or its subcontractor(s). The revisions were as follows: The COOP is to be revised if needed and submitted to OEL by October 1st of every year.

• Updated all reference of FOEL to OEL.

• Changes in names, titles and contact information.

• Changes were made to reflect the processes that ECS has in place if they were to activate their COOP.

8. C. Stevenson motioned the Approval of the COOP, as presented. M. Holanchock seconded the motion. No discussion motion passed unanimously.


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Approval of IT Contract with Worldwide IT To approve the contract being presented for services with our current IT services company Worldwide Communications, who had changed their name to Worldwide IT. The new contact has:

• Monthly fee schedule of $880.00 (6 hours of support included in this cost) • Once 6 hours of monthly support has been exhausted, an hourly rate of $125.00/hr. for

M-F, 8am – 5pm starts. • If after hours support is needed the hourly rate goes to 187.50/hr. • This contract is not to exceed $25,000 annually without written permission. • Two Year Contract

9. B. Graham motioned the Approval of the IT Contract with Worldwide IT, as presented. C. Stevenson seconded the motion. No discussion – motion passed unanimously.

Summary of D. Bell Annual Evaluation A handout of the summary was provided and is as follows

• The evaluation was conducted on September 3rd with Nancy Pearson, Ron Coleman, Jared Dollar and Mike Siragusa serving as evaluators.

• Of the total 22 evaluations mailed to the board members, 12 members completed the evaluation, 1 member chose not to complete the evaluation. There were no responses from 9 members.

• Out of a 1 to 5 rating scale, 1 = Unsatisfactory and 5 = Outstanding; Dawn’s Overall Rating Score was a 4 = Very Good.

• Dawn’s next evaluation period ends September 1, 2015 • If any Board Member would like to see a copy of the final evaluation, please contact Kim

Brumfield. Approval of N. Pearson to Attend the 2014 National Summit on Education Reform, November 20-21, 2014 in Washington, DC.

On November 20-21, 2014, Governor Jeb Bush and the Foundation for Excellence in Education will host the 2014 National Summit on Education Reform in Washington, D.C. During this two-day event, attendees will be immersed in briefings, discussions and debates on the latest research, pilot programs and proven policies for raising student achievement.

• Travel Dates will be November 20-21, 2014

10 R. Coleman motioned to approve N. Pearson to attend the 2014 National Summit on Education Reform, November 20-21, 2014 in Washington, DC, as presented. C. Stevenson seconded the motion. No discussion – motion passed unanimously.

Approval of RFP with St. Johns County Health and Human Services Grant To approve the RFP we are submitting to St Johns HHS for match funding


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11. J. Dixon motioned the Approval of the RFP with St. Johns County Health and Human Services Grant, as presented. R. Coleman seconded the motion. No discussion – motion passed unanimously.

Approval ELCNF 2013-14 Annual Report D. Bell explained this new Annual Report format with a lot of data and supporting graphs came from the state in the form of a template and will be uploaded soon. Since this is the required format for the state’s Annual Report, we will rename our four color piece as a community report and will be less data intensive and more user friendly for the community and will possibly only be going out every 2 years because of cost.

12. C. Stevenson motioned the Approval of the 2013-14 Annual Report, as presented. B. Graham seconded the motion. Group discussion about how we know the state has correct data and keeping track of disenrollment. – motion passed unanimously.

Approval of President of a Florida College System or Designee: Dr. Myrna Allen Designation Dr. Myrna Allen is St. Johns River State College’s Dean of Teacher Education and has been designated to serve on the board on behalf of Mr. Joe H. Pickens, President of St. Johns River State College. M. Allen’s term would extend from September 2014 – December 2018

13. C. Stevenson motioned the Approval of the President of a Florida College System or Designee: Dr. Myrna Allen, as presented. A. Masters seconded the motion. Motion passed unanimously.

Approval of Regional Workforce Board Executive Director or Designee: Ms. Renee Williams Designation Ms. Renee Williams is District Director for both Clay and Putnam counties at Workforce and has been designated to serve on the board on behalf of Mr. Bruce Ferguson, Jr., President of CareerSource Northeast Florida. R. Williams term would extend from September 2014 – December 2018.

14. C. Stophel motioned the Approval Regional Workforce Board Executive Director or Designee: Ms. Renee Williams Designation of, as presented. B. Graham seconded the motion. Motion passed unanimously.

Election of Officers By unanimous vote, the following board members volunteered and were elected to serve as the Coalition Officers for the 2014-15 fiscal year.

• Chair: Nancy Pearson • Vice Chair: Ron Coleman • Treasurer: Cyndi Stevenson • Secretary: Brian Graham


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Standing Committee Discussion and Sign-Up. The following board members signed up to be on the Executive Administrative Committee:

1. Nancy Pearson 2. Ron Coleman 3. Cyndi Stevenson 4. Brian Graham

Code of Ethics The Coalition policy OP202 Code of Ethics was provided in the Board Packet. Board Members and staff did not have any questions regarding the policy. All board members and staff in attendance signed the acknowledgement of compliance and turned them in. Any board member and/or staff not in attendance of today’s meeting will have their Code of Ethics policy sent to them for review and signature. Conflict of Interest The Coalition policy OP203 Conflict of Interest was provided in the Board Packet. Board Members and staff did not have any questions regarding the policy. All board and staff in attendance completed and signed the questionnaire portion of the policy and turned them in. Any board member and/or staff not in attendance of today’s meeting will have their Conflict of Interest policy sent to them for review and signature. St. Johns County United Way Grant Award Letter - Informational BOARD ABSENTEEISM LOG No Comments. BOARD COMMENTS No Comments NEXT MEETINGS The next scheduled meetings are as follows:

• Wednesday, November 5, 2014 , 10:30 a.m. – Exec/Admin Committee Conference Call Meeting

• Wednesday, December 3, 2014 2 p.m. –Board Meeting World Golf Village Caddy Shack Restaurant.

J. Dixon had a special presentation for ELCNF from the Florida National Association for Family Child Care Annual Conference. A certificate was given to ELCNF for sponsoring providers for the conference. ADJOURNMENT

15. R. Coleman motioned for adjournment at 12:16 p.m. C. Stevenson seconded the motion. No discussion – motion passed unanimously.


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HANDOUTS: 1. 2014 Board Self Eval; 2. Approval of RFP with St. Johns County HHS Grant; 3. Approval of the ELCNF 2013-14 Annual Report; 4. Election of Officers; 5. Code of Ethics: 6. Conflict of Interest. Minutes Submitted By: Kim Brumfield, Office Manager


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VI. Review and Approval of 2013-14

ELCNF Audit*

Presented by Moss, Krusick and Associates

HANDOUT

*ACTION ITEM


VII. Staff and Committee Reports

A. 1st Quarter Program Update


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2450 Old Moultrie Road, Suite 103 St. Augustine, FL 32086

904-342-2267 www.elcnorthflorida.org

MEMORANDUM

To: All Board Members From: Tajaro Dixon, Grants and Operations Manager Date: October 20, 2014 Subject: 2014/2015 First Quarter Program Update and Quality Assurance Activities

Coalition Activities:

Coalition staff has completed and submitted all items due to OEL by October 1, 2014. These included; the annual inventory, annual report (for 13-14), annual OEL Internal Controls Questionnaire, and the Continuation of Operations Plan (COOP). There were no inventory items disposed of this year, so there will be no disposal documents needing board approval. The Coalition has received OEL’s Accountability Review Final Report for the July 14 – 16, 2014 review. There were four findings. The Coalition and ECS have submitted the corrective actions and these were approved. The four findings were:

(1) One board member had more than two consecutive unexcused absences, which according to our bylaws equaled automatic resignation, and the board member was still on the roster. Our corrective action was to have the board member resign and take an advocate role for the Coalition.

(2) An enrollment policy had not been updated, although the actual procedure was being done correctly. Parents can now decline having a developmental assessment done on their child. The corrective action was to update the policy.

(3) Two school readiness eligibilities had been classified in the wrong billing group. The time period in which this had happened was during the transition to new billing group categories and requirements per House Bill 7165. There were no financial consequences. The corrective action was refresher training for staff.

(4) The mandated eligibility priorities for children to come off of the wait list had not been followed exactly as should have been. This had happened (mainly) due to staff transition during the time period that was reviewed. The corrective actions were to review and develop a new wait list policy, and staff training.

The full OEL Accountability report is available upon request. Coalition records purging and archiving for fiscal/calendar year 13/14 has begun. Coalition and ECS staff have been attending OEL Administrative Rule Developing workshops relating to the newest School Readiness Plan formatting and guidance.

A United Way Agency Funded by the State of Florida

Programmatic:

ECS On-Site Monitoring:

o The 2013/2014 Fourth Quarter Monitoring was performed July 28 – August 8, 2014. This monitoring included all OEL required elements plus the Fiscal Year End Overview and one School Readiness Plan Outcome Tracking review (Child Screening and Assessment). From this monitoring there was one compliance issue regarding eligibility continuing beyond referral dates. There were seven training issues, all of which were minor in nature and extremely low rates of occurrence for each. Lastly there was one internal control issue regarding proper voting mechanisms for the ECS board of directors. All monitoring issues were resolved completely and quickly, and before the final report. o The 2014/2015 First Quarter Monitoring is scheduled for October 27 – November 7, 2014. This monitoring will include all OEL required elements, the annual Data and Data Security Systems Review and Payment Validations and Reimbursement staff interviews.

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B. 1st Quarter Early Literacy Report


Early Learning Coalition of North Florida Early Literacy Coordinator Report First Quarter Report 2014-2015

Outreach Networking Activities:

Attended the following:

• 7/16/2014 – One Goal Early Educators Conference - The two (2) day conference was held in Tampa, FL. The conference was a great way to network and acquired an abundance of information that will benefit in planning our upcoming conference.

• 8/2/2014 – Players Back to School - The event was held at Osceola Elementary in St. Augustine, FL. Community partners collaborated to provide back packs, clothing, haircuts, dental check-ups and etc. The coalition distributed books to preschoolers. The attendees were selected and identified as needy by the school district. Over eight hundred (800) attended the event.

• 8/5/2014 – United Way of St. Johns County Reception - The reception was held at the St. Johns County Administration Building in St. Augustine, FL. and featured a photo exhibit of the United Way charities.

• 8/12/2014 – Literacy Workshop - This was a joint partnership with the ELC of North Florida and the RSVP program of St. Johns County. Area providers and reading pal volunteers were invited to attend the workshop. CEU’s were offered to all attendees.

• 8/14/2014 – Palatka Pilot Club - The meeting was held at the Palatka Golf Club in Palatka, FL. Attended as the guest speaker. The Pilot Club of Palatka has adopted a child care center in the area and members will be reading weekly to the classes at the center.

• 8/21/2014 – Rotary Club of Interlachen, FL - The club has a weekly breakfast meeting in Putnam County. Attended as the guest speaker. The club is interested in supporting the ELC of North Florida’s “Three Year Old Book Bag Project”.

• 8/25/2014 – Clay Today - Joan Whitson, Early Literacy Coordinator was interviewed by the Clay Today newspaper. They article featured the Reading Pals program expanding into Clay County. The article appeared in their September 5th, 2014 edition.

• 8/27/2014 – FLY (First Learning Years) of St. Johns County - Attended the advisory meeting in St. Augustine, FL. The ELC is a collaborate partner in this organization. The organization is seeking to unify all services for children ages 0-5 in St. Johns County.

• 9/11/2014 –9/11 Service Day Project - Participated and organized a community book drive that culminated on September 11, 2014. There were special book deliveries to five (5) area St. Johns, FL. child care centers. The books were used to help build their school libraries. Each center received approximately one hundred (100) books.

• 9/19-21/2014 – Kiwanis of St. Augustine “Boots and Bling” Fundraising Event –Organized and participated in all aspects of the event. Kiwanis chose the ELC of North Florida as one of the charities to receive funds from this year’s event. The ELC received a check for $1,150.

• 9/24/2014 – United Way of St. Johns Kick-Off - The event was held at Palencia Golf Club in St. Augustine, FL. Represented the ELC.

• 9/29/2014 - Junior Service League Gala Event - Attended the event at Rain Tree Restaurant in St. Augustine, FL. Bridgett Vanlandingham, former board member, organized and assisted in raising money for the ELC at this special event.

• 9/30/2014 – Future Teachers Academy at St. Augustine - Attended the quarterly meeting as an advisory council member.

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• 9/30/2014 – Kiwanis Club of St. Augustine - Attended the annual installation dinner at Marsh Creek Country Club in St. Augustine, Fl.

• Kiwanis Club – Attend weekly lunch meetings as a member representing the ELC of North Florida.

Literacy Outreach Programs

Several themed literacy programs were presented in child care centers during the summer months. The program consisted of a special story time, music, crafts and activities relating to the theme. The children attending the program received a book relating to the theme. The teachers also received books and activities. Listed are the providers and dates of the programs:

7/1/2014 –Little Angels Child Care in St. Augustine, FL. - Pete the Cat - 20 children attended. 7/15/2014 – Brandt’s Child Care in St. Augustine, FL. - Elephant and Piggy - 23 children attended. 7/29/2014 – Little Angels and Loving Lambs Preschool in Hastings, FL. - Rainbow Fish - 30 children attended.

Book of the Month

The ELC of North Florida partnered with Episcopal Children’s Services (ECS) to assist with their “Book of the Month” program for the new fiscal year. Every year the education staff targets two (2) centers each and they work to improve the quality of their center. The ECS staff pick one (1) book a month, read to the classes and center a month’s of activities on the themed book. The ECS staff provide the activities to the centers and help develop programs around the books. The ELC of North Florida purchased two hundred-sixteen (216) books for the fiscal year.

Volunteer Reading Pals

Clay County: The Reading Pals program expanded into Clay County this fiscal year. The first new volunteer training session was held on August 27, 2014 at the ELC Clay office. Two (2) additional trainings occurred in September and October of 2014. Twenty three (23) new reading pals were trained and placed in eighteen (18) Clay County centers. Reading Pals read once a week for approximately one (1) hour to small groups of children in the centers. A new lending library has been created at the ELC office in Clay County. Volunteer readers can check out books and materials.

St. Johns: Twenty-eight (28) attended a new Reading Pals training was held in St. Augustine on September 11th, 2014. In St. Johns County, the ELC partners with the RSVP program. The RSVP program has readers in the St. Johns County schools, VPK and Head Start programs. Fifteen (15) of the twenty-eight new readers were placed in St. Johns contracted centers. Currently in St. Johns there are twenty-one (21) centers that have regular Reading Pal volunteers. Four (4) new centers were added this quarter due to the increase in new volunteers. The ELC office in St. Augustine also has a lending library.

Putnam: Four (4) new Reading Pals were trained and placed on September 18th, 2014. There are twelve (12) centers currently in Putnam receiving Reading Pals. The ELC office in Palatka has a lending library for volunteer readers.

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ELC Early Educators Conference:

The conference will be held at the Thrasher Horne Center in Orange Park, FL. on January 31st, 2015. We are incorporating a new “Teacher of the Year” campaign to this year’s conference. Mr. AL and George Freeman will be the two featured keynote speakers.

Baby Book Bags:

In August, one hundred-eighty (180) baby bags were assembled and given to the six (6) Episcopal Children’s Services offices. The Family Service Specialists distribute the bags to their clients who have children from the age of infant to two (2) years. Each bag has four to five (4-5) board books with a Read Aloud Guide for parents.

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C. Executive Administrative Committee

Draft of November 5, 2014 Exec/Admin Meeting Minutes- INFORMATIONAL



EXECUTIVE ADMINISTRATIVE COMMITTEE

Conference Call Meeting

November 5, 2014 10:30a.m.

ATTENDANCE Committee Members Present: Jared Dollar Brian Graham, Board Secretary Nancy Pearson, Board Chair Mike Siragusa Vina Delcomyn Commissioner C. Stevenson, Board Treasurer Renee Williams Coalition Staff Present: Dawn Bell, Chief Executive Officer Kim Brumfield, Office Manager Tajaro Dixon, Grants and Operations Manager Patty Larkin, Finance Director Stephanie, LaRoche, Office & Outreach Assistant

Committee Members Absent: Ron Coleman; Excused

Others Present: Teresa Matheny, ECS

CALL TO ORDER/ROLL CALL A handout was emailed to the committee members on October 27, 2014; the handout was the ECS Contract Amendment 0002-14 and the Action Item Summary. The meeting was called to order at 10:33 a.m. by K. Brumfield and roll was called; quorum was present with 7 of 8 committee members in attendance. PUBLIC COMMENT No Comments. APPROVAL OF AUGUST 6, 2014 EXEC ADMIN MEETING MINUTES *

1. J. Dollar motioned to approve the August 6, 2014 Exec Admin Meeting Minutes, as presented. M. Siragusa seconded the motion. No discussion – motion passed unanimously.

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 2014. (Amex and Visa cards issued to D. Bell, K. Brumfield, and S. LaRoche.) There were no comments or questions. APPROVAL OF FINANCIALS AS OF SEPTEMBER 30, 2014* The following reports were included in the packet for review of Financials ending Sept. 30, 2014:

• Finance Manager Report • Balance Sheet • Profit & Loss Budget vs. Actual

J. Dollar questioned the high percent on page 7 of the Profit & Loss Budget. P. Larkin responded that the QuickBooks program adjusts as she enters information. D. Bell stated that P. Larkin will research and let the committee know how this can be fixed, and an explanation will be given at the December board meeting. M. Siragusa asked about the budget numbers being off. It was agreed that because the budget is correct all committee members were ok with it.

2. R. Williams motioned to approve Financials as of Sept. 30, 2014, as presented. B. Graham seconded the motion. No further discussion - motion passed unanimously.

REVIEW AND APPROVAL OF MANAGEMENT DECISION RECOMMENDATION OF ECS’s 2013-14 AUDIT* To approve management decision to consider the ECS annual audit properly reviewed and therefore resolved. D. Bell explained that P. Larkin reviewed this ECS audit and everything was good, there were no findings it was a clean audit. T. Dixon noticed an incorrect date on the report, August 22, 2012 needs to be corrected to August 22, 2014. Committee was ok with moving forward including the date change.

3. M. Siragusa motioned to approve Management Decision recommendation of ECS’s 2013-14 audit with date change. V. Delcomyn seconded the motion with date change. No discussion- motion passed unanimously.

APPROVAL OF THE PERSONNEL POLICIES AND PROCEDURES MANUAL REVESIONS* Revisions:

HR103 – Equal Employment Opportunity, added language regarding non-discrimination on the basis of drug abuse or alcohol abuse or alcoholism. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

HR204 – Employment Reference/Criminal History Checks, added language regarding criminal background screenings:

Executive/Admin Committee November 5, 2014

2

• Background Screenings must be completed and clear before the first day of

employment. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

These were added for clarity regarding contractual obligations:

• Background Screenings ARE required of subrecipients who are not ‘qualified entities’ but will perform duties under contract with the Coalition and will have access to a child care location while children are present and/or access to confidential information.

• Background Screenings are NOT required of vendors/subcontractors who have absolutely no interaction nor be present around children in care, nor will have any access to confidential information.

• Added definition of a “qualified entity”

HR604 – Drug and Alcohol Use/Drug Free Workplace,

• Added language regarding the drug free workplace requirement that employers inform employees concerning any available drug counseling, rehabilitation and employee assistance programs. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

• Added a definition of “Coalition approved (assistance) program”. This is to ensure the correct caliber of programs are approved by the Coalition.

4. R. Williams motioned to approve the Personnel Policies and Procedures Manual Revisions. J. Dollar seconded the motion. No discussion- motion passed unanimously.

K. Brumfield notified the committee that C. Stevenson joined the conference call at 10:48am,

APPROVAL OF THE OPERATIONAL POLICIES AND PROCEDURES REVISIONS* Revisions: OP201 – Confidentiality Policy and Procedures, added language from the 2014/2015 OEL agreement to the policy. The addition includes references to both the SR and VPK programs’ F.S. that address individual records being exempt from 119.07(1) F.S. and Article I of the State Constitution. This was a recommendation from the Coalition’s recent OEL Accountability review.

5. M. Siragusa motioned to approve the Operational Policies and Procedures Revisions. C. Stevenson seconded the motion. No discussion- motion passed unanimously.


3

APPROVAL OF OEL’S PERFORMANCE FUNDING PILOT PROJECT CONTRACT #PFP16* 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 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.

6. B. Graham motioned to approve the OEL Performance Funding Pilot Project Contract #PFP16. J. Dollar seconded the motion. No discussion- motion passed unanimously.

APPROVAL OF ECS 2014-15 CONTRACT AMENDMENT #0002-14* -This item was a HANDOUT 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.

7. M. Siragusa motioned to approve the ECS 2014-15 Contract Amendment #002-14. J. Dollar seconded the motion. No discussion- motion passed unanimously.

REVIEW OF BOARD MEMBERSHIP K. Brumfield spoke about the new members, resignations as well as terms ending but with board members extending for a second term. APPROVAL OF DCF REGIONAL ADMINISTRATOR OR DESIGNEE: MALA RAMOUTAR* Mala Ramoutar is a Family Services Counselor Supervisor for the Department of Children and Families Child Care Licensing. Ms. Ramoutar has been designated to serve on the board on behalf of David Abramowitz, Northeast Regional Director for the Department of Children and Families. M. Ramoutar’s term would extend from December 2014 – December 2018.


4

8. V. Delcomyn motioned to approve DCF Regional Administrator or

Designee Mala Ramoutar. M. Siragusa seconded the motion. No discussion- motion passed unanimously.

COMMITTEE ABSENTEEISM LOG Informational; no comments. COMMITTEE COMMENT

• K. Brumfield informed the committee that J. Whitson, Early Literacy Coordinator will be sending out information about our upcoming Preschool Teacher of the Year award and help would be appreciated by board members.

NEXT MEETING December 3, 2014 2:00 p.m. –Board Meeting/Volunteer Appreciation event at World Golf Village Caddy Shack Restaurant February 4, 2015 10:30 a.m. – Executive Administrative Committee Meeting ADJOURNMENT*

9. R. Williams motioned to approve adjournment. C. Stevenson and V. Delcomyn seconded the motion. 11:00 am No discussion- motion passed unanimously.

Minutes submitted by, Kim Brumfield, Office Manager


5



Consent Agenda:

1. Ratify Approval of Financials as of September 30, 2014*

w/corrected Finance Manager Narrative Report

*ACTION ITEM

Early Learning Coalition of North Florida, Inc. Annual Board Meeting 12/03/2014

ACTION ITEM SUMMARY

DESCRIPTION Approval Financials as of September 31, 2014 with corrected Finance Manager Narrative Report

Reason for Recommended Action

Financials as of September 30, 2014 were presented to the Exec Admin Committee on November 5, 2014 with an incorrect date in the Finance Manager narrative report.

• Incorrect month reported for the monitoring of ECS(should have been October, not November

• Changed Fiscal Year to 2014-2015 • Deleted number of children who must be served in the

SR program, no longer a requirement.

If this is not done, the following would occur:

• Board would be ratifying an incorrect narrative report that was presented to the Exec Admin.

How the Action will be accomplished Board approval on December 3, 2014

Early Learning Coalition of North Florida, Inc. Board Meeting December 3, 2014

FINANCE MANAGERS REPORT (Corrected)

Fiscal Year 2013 – 2014 2014-2015 September 2014 Financial Information Financial Statements The annual audited financial Statements are incomplete at this time as the auditors are scheduled to come back the week of November 24th to complete the audit. ECS has submitted their electronic version of their audit and the Finance Manager will pick up a hard copy during her monitoring visit the week of November October 27th. September 2014 Financial Statements have been used for this report as these are the most recent finalized period. School Readiness Grant Requirements and other significant data: Administrative Costs must be below 5% of the grant expenditure

• Costs are currently 3.00 % Direct costs for child care services (slots) must above 78% of the grant expenditure

• Expenditures are currently 83.42% Number of children served per month must be above 2,000

• Average children served per month through September 2014 is 3,900.

Total Grant Expenditure on Direct Services (slots)-$11,460,929 Total Projected Grant Expenditure for Administration & Indirect Services-$3,142,524 Percentage of Grant year: __25__% Percentage of Grant expended for the year: _25___% Voluntary Pre-K Grant Requirements and other significant data: Administrative Monitoring and Eligibility Costs must be below 5% of the grant expenditure

• Costs are currently _4.33__% Total Grant Expenditure on Direct Services (slots)-$12,123,987 Total Projected Grant Expenditure on Administration & Indirect Services-$484,959 Percentage of Grant year: _25__% Percentage of Grant expended for the year: __38___% (includes advances) Average Children Served per Month through September 2014 is 3,911 Summary SR – School Readiness

• The coalition is _5.42__% above the minimum threshold for direct services. • The coalition is _2.00__% below the maximum threshold for administrative services.

VPK – Coalition Pre-K:

• The coalition is _.67__% below the maximum threshold for administrative services.

Board Meeting 12-5-2014

Putnam Match Waiver The match waiver for Putnam County has been completed and filed for the 2014-2015 fiscal year. This request to the state is to waive the 6% local match normally required of each county. This match waiver is vital to Putnam County, as the Coalition would otherwise have to raise approximately $240,484 of local funds to maintain funding at the current level. Without either the waiver or the matching funds, Putnam County would stand to lose over $4,000,000 in School Readiness Dollars. As many of you are aware, this form is not due to the state until December 31st. However, we were informed that Putnam County’s population may exceed 75,000 prior to December 31, 2014 which would prohibit the County from qualifying for the waiver.

Board Meeting 12-5-2014

FINANCE MANAGERS REPORT

Fiscal Year 2013-2014 September 2014 Financial Information Financial Statements The annual audited financial Statements are incomplete at this time as the auditors are scheduled to come back the week of November 24th to complete the audit. ECS has submitted their electronic version of their audit and the Finance Manager will pick up a hard copy during her monitoring visit the week of November 27th. September 2014 Financial Statements have been used for this report as these are the most recent finalized period. School Readiness Grant Requirements and other significant data: Administrative Costs must be below 5% of the grant expenditure

• Costs are currently 3.00 % Direct costs for child care services (slots) must above 78% of the grant expenditure

• Expenditures are currently 83.42% Number of children served per month must be above 2,000

• Average children served per month through September 2014 is 3,900.

Total Grant Expenditure on Direct Services (slots)-$11,460,929 Total Projected Grant Expenditure for Administration & Indirect Services-$3,142,524 Percentage of Grant year: __25__% Percentage of Grant expended for the year: _25___% Voluntary Pre-K Grant Requirements and other significant data: Administrative Monitoring and Eligibility Costs must be below 5% of the grant expenditure

• Costs are currently _4.33__% Total Grant Expenditure on Direct Services (slots)-$12,123,987 Total Projected Grant Expenditure on Administration & Indirect Services-$484,959 Percentage of Grant year: _25__% Percentage of Grant expended for the year: __38___% (includes advances) Average Children Served per Month through September 2014 is 3,911 Summary SR – School Readiness

• The coalition is _5.42__% above the minimum threshold for direct services. • The coalition is _2.00__% below the maximum threshold for administrative services.

VPK – Coalition Pre-K:

• The coalition is _.67__% below the maximum threshold for administrative services.

Putnam Match Waiver The match waiver for Putnam County has been completed and filed for the 2013-2014 fiscal year. This request to the state is to waive the 6% local match normally required of each county. This match waiver is vital to Putnam County, as the Coalition would otherwise have to raise approximately $240,484 of local funds to maintain funding at the current level. Without either the waiver or the matching funds, Putnam County would stand to lose over $4,000,000 in School Readiness Dollars. As many of you are aware, this form is not due to the state until December 31st. However, we were informed that Putnam County’s population may exceed 75,000 prior to December 31, 2014 which would prohibit the County from qualifying for the waiver.

Sep 30, 14

ASSETSCurrent Assets

Checking/Savings1000 · Cash - Prosperity 224,539.071026 · Money Market 26,163.68

Total Checking/Savings 250,702.75

Accounts Receivable11000 · Accounts Receivable 754.98

Total Accounts Receivable 754.98

Other Current Assets1050 · Petty Cash 200.001120 · Other Receivables

1125 · Other Receivables 12-13 225,434.431126 · Other Receivables 13-14 1,929,718.121127 · 1127 Other Receivables 14-15 2,563,968.78

Total 1120 · Other Receivables 4,719,121.33

1190 · Prepaid Expense -606.7012000 · Undeposited Funds 90.091225 · A/R - PERKS -185.00

Total Other Current Assets 4,718,619.72

Total Current Assets 4,970,077.45

Fixed Assets1300 · Equipment 8,548.661599 · Accumulated Depreciation -5,527.49

Total Fixed Assets 3,021.17

TOTAL ASSETS 4,973,098.62

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

2000 · Accounts Payable 7,305.32

Total Accounts Payable 7,305.32

Other Current Liabilities2010 · A/P-Other

2016 A/P Other - 2014-2015 3,399,992.742014 · A/P Other - 2012-2013 -80,683.502015 · A/P Other - 2013-2014 -532,599.61

Total 2010 · A/P-Other 2,786,709.63

2040 · Interest Due to State 117.682056 · Accrued Vacation/Sick Leave 20,165.15

9:23 AM Early Learning Coalition of North Florida10/23/14 Balance SheetAccrual Basis As of September 30, 2014

Page 1

Sep 30, 14

2100 · Payroll Liabilities2101 · SS/MC Liability 1,062.6021011 · SUTA Liabilities -512.622102 · W/H Liability -1,165.062103 · 401K Liability -160.762106 · Dental Insurance Liability -309.342107 · Vision Insurance Liability 108.862109 · United Way Deduction -60.00

Total 2100 · Payroll Liabilities -1,036.32

2110 · Advances2111 · Advance - School Readiness 1,297,495.002112 · Advance - VPK 1,026,165.00

Total 2110 · Advances 2,323,660.00

2140 · Due to CCR - SR 21,647.73

Total Other Current Liabilities 5,151,263.87

Total Current Liabilities 5,158,569.19

Total Liabilities 5,158,569.19

Equity3000 · Opening Bal Equity 163,615.793900 · Retained Earnings 2,006,006.49Net Income -2,355,092.85

Total Equity -185,470.57

TOTAL LIABILITIES & EQUITY 4,973,098.62

9:23 AM Early Learning Coalition of North Florida10/23/14 Balance SheetAccrual Basis As of September 30, 2014

Page 2

9:59 AM 10/23/14 Accrual Basis

Early Learning Coalition of North Florida Profit & Loss Budget vs. Actual

July through September 2014

Page 1 of 4

Jul - Sep 14 Budget $ Over Budget % of Budget

Ordinary Income/Expense

Income

4000 · Contracts Grants Financial Asst

4010 · Local Matching Revenues

4015 · Local Match - St Johns Co BCC 14,242.09 33,600.00 -19,357.91 42.39%

4016 · Local Match - United Way of SJC 8,125.00 6,250.03 1,874.97 130.0%

Total 4010 · Local Matching Revenues 22,367.09 39,850.03 -17,482.94 56.13%

4050 · Gifts, Donations and Pledges 4,510.00

4120 · School Readiness

4121 · School Readiness Revenue 2,282,670.04 3,650,863.22 -1,368,193.18 62.52%

Total 4120 · School Readiness 2,282,670.04 3,650,863.22 -1,368,193.18 62.52%

4130 · Voluntary Pre-Kindergarten

4131 · VPK Revenue 2,579,298.91 3,152,236.50 -572,937.59 81.82%

4133 · VPK Outreach & Awareness 2,572.72 8,123.53 -5,550.81 31.67%

Total 4130 · Voluntary Pre-Kindergarten 2,581,871.63 3,160,360.03 -578,488.40 81.7%

Total 4000 · Contracts Grants Financial Asst 4,891,418.76 6,851,073.28 -1,959,654.52 71.4%

4100 · Investment Earnings

4101 · Investment Earnings 338.18

Total 4100 · Investment Earnings 338.18

Total Income 4,891,756.94 6,851,073.28 -1,959,316.34 71.4%

Gross Profit 4,891,756.94 6,851,073.28 -1,959,316.34 71.4%

Expense

5000 · ER Provided Salaries/Benefits

5001 · Salaries, Benefits and Staffing

5110 · Salaries and Contract Labor

5111 · Contract 2,227.73 0.00 2,227.73 100.0%

5112 · Salaries 86,514.76 97,500.00 -10,985.24 88.73%

Total 5110 · Salaries and Contract Labor 88,742.49 97,500.00 -8,757.51 91.02%

5130 · Employee Benefits

5135 · Health Insurance - HSA Accts 1,867.12

Total 5130 · Employee Benefits 1,867.12

5001 · Salaries, Benefits and Staffing - Other 3,000.00

Total 5001 · Salaries, Benefits and Staffing 93,609.61 97,500.00 -3,890.39 96.01%

5005 · Payroll Taxes 6,831.52 7,500.00 -668.48 91.09%

5007 · Benefits-Reemployment 30.70 62.53 -31.83 49.1%

5010 · Health Insurance 11,576.26 11,440.53 135.73 101.19%

5020 · Retirement 3,938.55 5,700.00 -1,761.45 69.1%

5030 · Life, disability, other benefit 265.25 44.72 220.53 593.14%

5200 · General Administrative Expenses

5208 · Office Supplies - Capital 0.00 0.00 0.00 0.0%

5212 · Professional Fees - Legal 0.00 0.00 0.00 0.0%

5214 · Training & Meetings 543.89

5215 · Travel Expenses 1,549.77 0.00 1,549.77 100.0%

5290 · Other Costs 601.27 0.00 601.27 100.0%

Total 5200 · General Administrative Expenses 2,694.93 0.00 2,694.93 100.0%

5999 · Allocation of Shared Costs 0.00

Total 5000 · ER Provided Salaries/Benefits 118,946.82 122,247.78 -3,300.96 97.3%




Page 2 of 4


5100 · Staff Development

5101 · Staff Development 1,383.59 6,250.03 -4,866.44 22.14%

5105 · Tuition Reimbursement 324.00

Total 5100 · Staff Development 1,707.59 6,250.03 -4,542.44 27.32%

6000 · Professional Services

6001 · Accounting 3,800.00 955.89 2,844.11 397.54%

6002 · Auditng 3,000.00 6,250.03 -3,250.03 48.0%

6005 · Information Technology 786.17 0.00 786.17 100.0%

6010 · Legal 0.00 124.97 -124.97 0.0%

6025 · Printing & Reproduction 402.00 3,750.00 -3,348.00 10.72%

6030 · Repairs and Maintenance 170.00

6035 · Other 4,499.30 1,624.97 2,874.33 276.89%

Total 6000 · Professional Services 12,657.47 12,705.86 -48.39 99.62%

6500 · Direct Services - Child Care

6501 · Direct Services - Child Care

8122 · 97COO - CCDF Eligible 0.00

Total 6501 · Direct Services - Child Care 0.00

6502 · 97POO - Working Poor 2,146,458.37

6503 · 97ROO - At Risk of Abuse 437,554.33

6504 · 97GOO - Working TANF 4,426.66

6505 · 97GNW - Non-Working TANF 255,704.19

6506 · 97GSD - Gold Seal Rate Differ 156,503.33

6507 · 97PPO - Purchasing Pool 0.00

6508 · 97RSP - TANF Resp 593.85

6509 · 97GTA 623.20

Total 6500 · Direct Services - Child Care 3,001,863.93

7000 · Occupancy

7001 · Office Sites - Occupancy 8,351.40 0.00 8,351.40 100.0%

7000 · Occupancy - Other 0.00 11,875.03 -11,875.03 0.0%

Total 7000 · Occupancy 8,351.40 11,875.03 -3,523.63 70.33%

7050 · Postage, Freight and Delivery

7051 · Postage, Freight and Delivery 43.30 499.97 -456.67 8.66%

Total 7050 · Postage, Freight and Delivery 43.30 499.97 -456.67 8.66%

7100 · Rentals

7101 · Rentals - Office Equipment 1,307.93

Total 7100 · Rentals 1,307.93

7150 · Supplies

7151 · Office Supplies & Expense Items 2,089.67 3,750.00 -1,660.33 55.73%

Total 7150 · Supplies 2,089.67 3,750.00 -1,660.33 55.73%

7200 · Communications

7201 · Communications 2,260.04 1,875.00 385.04 120.54%

Total 7200 · Communications 2,260.04 1,875.00 385.04 120.54%

7250 · Insurance

7251 · D & O 0.00 574.97 -574.97 0.0%

7260 · General Liability 179.30 1,300.03 -1,120.73 13.79%

7265 · Workers Compensation 287.61 252.28 35.33 114.0%

Total 7250 · Insurance 466.91 2,127.28 -1,660.37 21.95%

7300 · Tangible Personal Property




Page 3 of 4


7301 · Equipment >$1,000 0.00 2,524.50 -2,524.50 0.0%

Total 7300 · Tangible Personal Property 0.00 2,524.50 -2,524.50 0.0%

7400 · Qualtiy

7401 · Quality & Classroom Supplies 2,071.89

7405 · Training Materials, Space 610.00

7410 · Consumer Education-Outreach Mat 7,974.95 14,250.00 -6,275.05 55.97%

Total 7400 · Qualtiy 10,656.84 14,250.00 -3,593.16 74.79%

7500 · Travel

7501 · Travel - In State 622.15

7505 · Travel - Out of Town 0.00 1,875.00 -1,875.00 0.0%

7510 · Travel - Local 1,800.41 3,307.50 -1,507.09 54.43%

Total 7500 · Travel 2,422.56 5,182.50 -2,759.94 46.75%

7600 · Other Expenses

7601 · Bank Fees 248.43

7610 · Web Service 5,095.00 6,250.03 -1,155.03 81.52%

7620 · Dues and Subscriptions 7,162.50 2,500.03 4,662.47 286.5%

7625 · Taxes, Licenses and Fees 0.00 247.78 -247.78 0.0%

7635 · Misc/Other Current Charges 897.93 1,757.53 -859.60 51.09%

7600 · Other Expenses - Other 100.00

Total 7600 · Other Expenses 13,503.86 10,755.37 2,748.49 125.56%

8000 · Pass Through Payments

8100 · School Readiness

8110 · Non-Direct

8111 · 97BBA - Administration 48,071.78 0.00 48,071.78 100.0%

81111 · 97FIR- Administration 622.55

8112 · 97BBD - Non-Direct Services 42,461.67 0.00 42,461.67 100.0%

8113 · 97BDE - Eligibility Determ 105,533.46

8114 · 97QOO - Quality Services 55,661.41

81141 · 97QAS - SR Assessment 2,674.53

81142 · 97QTA - Provider Assistance 23,602.84

81143 · 97QPD - Prof Development 4,872.87

81144 · 97QCS - Child Screening 7,102.65

81145 · 97QST -Early Learning Standards 1,417.09

81146 · 97QPT - Parental Training 321.24

81148 · 97QCR - Early Learning 34,534.39

8115 · 97ICS - SR Child Screening 6,256.04

81151 · 97 IAS - Assessment - Inf/Todd 1,500.15

81152 · 97ICR - Curriculum Inf/Toddler 129.95 0.00 129.95 100.0%

8116 · 97QI4 - Resource & Referral 33,379.43

8117 · 97QIN - Inclusion 13,869.54

8118 · 97INT - Infants & Toddlers 21,594.34

8119 · 97SYS - Child Care Info Systems 0.00 0.00 0.00 0.0%

Total 8110 · Non-Direct 403,605.93 0.00 403,605.93 100.0%

8100 · School Readiness - Other 0.00 3,468,320.05 -3,468,320.05 0.0%

Total 8100 · School Readiness 403,605.93 3,468,320.05 -3,064,714.12 11.64%

8200 · Voluntary Pre-K

8210 · Non-Direct

8211 · VPADM - VPK Admin 62,901.99 0.00 62,901.99 100.0%

8212 · VPENR - Enrollment 33,584.26 0.00 33,584.26 100.0%

8213 · VPMON - Monitoring 4,812.02 0.00 4,812.02 100.0%

8214 · VPSYS - Statewide Info Systems 0.00 0.00 0.00 0.0%

Total 8210 · Non-Direct 101,298.27 0.00 101,298.27 100.0%

8220 · Direct




Page 4 of 4


8221 · VPPRP - Prepay 1,229,681.50

8222 · VPPRS - VPK Slots 2,308,465.28 0.00 2,308,465.28 100.0%

8224 · VPKSD - School Dist Minimum 22,022.00

Total 8220 · Direct 3,560,168.78 0.00 3,560,168.78 100.0%

8230 · VPK Other Grants

8231 · VPLPI-VPK O & A 0.00 0.00 0.00 0.0%

8232 · VPMNI-VPK O & A

8232.01 · Baker County 329.91

8232.02 · Bradford County 219.94

8232.03 · Clay County 1,759.51

8232.04 · Nassau County 659.82

8232.05 · Putnam County 604.84

8232.06 · St. Johns County 1,924.47

8232 · VPMNI-VPK O & A - Other 0.00 8,123.53 -8,123.53 0.0%

Total 8232 · VPMNI-VPK O & A 5,498.49 8,123.53 -2,625.04 67.69%

Total 8230 · VPK Other Grants 5,498.49 8,123.53 -2,625.04 67.69%

8200 · Voluntary Pre-K - Other 0.00 3,140,736.47 -3,140,736.47 0.0%

Total 8200 · Voluntary Pre-K 3,666,965.54 3,148,860.00 518,105.54 116.45%

8300 · Local Match Expense 0.00 39,850.03 -39,850.03 0.0%

Total 8000 · Pass Through Payments 4,070,571.47 6,657,030.08 -2,586,458.61 61.15%

Total Expense 7,246,849.79 6,851,073.40 395,776.39 105.78%

Net Ordinary Income -2,355,092.85 -0.12 -2,355,092.73 1,962,577,375.0%

Net Income -2,355,092.85 -0.12 -2,355,092.73 1,962,577,375.0%



Consent Agenda:

2. Ratify Approval of Personnel Policies and Procedures Manual Revisions*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Revisions to Personnel Policies and Procedures Manual Reason for Recommended Action

Revisions:

HR103 – Equal Employment Opportunity, added language regarding non-discrimination on the basis of drug abuse or alcohol abuse or alcoholism. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

HR204 – Employment Reference/Criminal History Checks, added language regarding criminal background screenings:

• Background Screenings must be completed and clear before the first day of employment. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

These were added for clarity regarding contractual obligations:

• Background Screenings ARE required of subrecipients who are not ‘qualified entities’ but will perform duties under contract with the Coalition and will have access to a child care location while children are present and/or access to confidential information.

• Background Screenings are NOT required of vendors/subcontractors who have absolutely no interaction nor be present around children in care, nor will have any access to confidential information.

• Added definition of a “qualified entity” HR604 – Drug and Alcohol Use/Drug Free Workplace,

• Added language regarding the drug free workplace requirement that employers inform employees concerning any available drug counseling, rehabilitation and employee assistance programs. (This was a recommendation from the Coalition’s recent OEL Accountability review.)

• Added a definition of “Coalition approved (assistance) program”. This is to ensure the correct caliber of programs are approved by the Coalition.


• The Coalition would at risk of potential non-compliance, and if left unresolved, this could generate a finding in future reviews.

How the Action will be accomplished

Approval of the revisions listed above.


HR103 Equal Employment Opportunity Effective Date: 02/19/08 Revision Date: 11/05/14 The Coalition is an equal opportunity employer and complies with all applicable discrimination laws. Our Coalition will recruit, hire, train, and promote all persons without regard to race, creed, color, sex, religion, national origin, age, marital status, military status, political belief, disability, history of disability (except where physical or mental abilities are a bona fide occupational qualification), history of drug abuse, history of alcohol abuse or alcoholism, or any other protected status recognized by federal or state law. The Coalition will base all decisions on employment so as to further the principle of equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Coalition will be based on merit, qualifications, and abilities. Further, all personnel actions such as compensation, benefits, transfers, layoffs, returns from layoffs, and company-sponsored training, education, tuition assistance, social, and recreational programs will be administered without regard to any protected status recognized by federal or state law. The Coalition will make reasonable accommodations for applicants and employees whom the Coalition is aware are “qualified individuals with disabilities” unless doing so would result in an undue hardship, or constitute a direct threat to that applicant/employee or others. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

If you believe you have been unlawfully discriminated against for any reason, you are to immediately inform your supervisor. If you believe your supervisor is the source of the unlawful discrimination, or if the activity should continue, contact the C.E.O. or his/her designee.

Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

Early Learning Coalition of North Florida 1 Personnel Policies and Procedures

HR204 Employment Reference/Criminal History Checks Effective Date: 02/19/08 Revision Date: 04/07/10, 02/02/11, 08/03/11, 06/06/12, 08/24/12, 02/12/13, 04/03/13, 11/05/14

The Coalition will conduct reference and criminal history checks on all prospective and current employees, as well as volunteers, as outlined within this policy. CRIMINAL BACKGROUND SCREENING PROCEDURE 1. As applicable, the potential or current employee (or volunteer) must have a criminal background check processed no later than ten (10) calendar days after beginning prior to the first day of employment (or volunteer work), and screened in a manner consistent with Section 943.0542, F.S.. If appropriate, the applicant and employee must meet criteria for background screening as required for child care personnel in child care licensing regulations. In the case of an applicant (employee or volunteer), all applicable background screenings must be received, and clear, before the applicant can be placed in the actual position that would require the background screening. 2. The personnel staff will complete and submit the appropriate paperwork for the criminal background check and other necessary paperwork as required by the Department of Children and Families upon employment and (at a minimum of) every five (5) years thereafter. The following paperwork may be included:

a. Affidavit of Good Moral Character – All candidates must complete this form and have it notarized before employment. This form is available from the Department of Children and Families (DCF) District Screening Office. Human Resources will stress to the candidate the importance of this requirement and ensure that the candidate clearly understands it.

b. Local Criminal Records – The personnel staff will complete the Request for a Local Law Enforcement Check and send it to the sheriff office in Baker, Bradford, Clay, Nassau, Putnam, and/or St. Johns counties.

c. Employment History/Reference Checks – Conducted by the personnel staff, these checks should cover a two-year period preceding employment in the screened position and should exclude periods of unemployment. The potential applicant and current employee may be subject to additional background reviews depending upon their job specifics.

d. State and Federal Criminal Records – The Coalition’s personnel staff will instruct the candidate (or employee) to complete a “Live Scan” of their fingerprints with a vendor approved by the Coalition, to be sent to the FDLE (Florida Department of Law Enforcement) and the FBI (Federal Bureau of Investigation) for clearances utilizing VECHS (Volunteer & Employee Criminal History System). Effective July 1, 2012 all new employees will be screened using the VECHS background screening process, unless they have a current DCF clearance under five (5) years old and have had no break in service (or break in service under 90 days). Also effective July 1, 2012 all current employees will be re-screened (at time of five-year renewal from last screening) using the VECHS background screening process.

NOTE: The full background screening may not be necessary for candidates transferring from another employer where he/she was screened, or for candidates who have had their fingerprints taken and processed by a Florida public school board provided that in either case there has not been more than a 90-day break in service.


3. Volunteers and Board Members Any volunteer who will have contact with children 10 hours per month or MORE is required to have a Level II screening. Volunteers may only be approved for assignments once the background checks have been received and are clear. Volunteers still in service after five (5) years will be re-screened. All potential and current volunteers (including board members) who will have contact with children on an intermittent basis (LESS than 10 hours per month) are NOT required to be background screened as long as a person who meets the Level II background screening requirements has the volunteer in his or her line of sight during any interaction with children (per 2012/2013 Grants Agreement section (45)(a) and e-mail correspondence from Kathy Summers, OEL Business Analyst dated 02/27/13 with OEL Memorandum dated November 19, 2012 “Background Screening Follow-Up Guidance”). Reading Pals Although not required, the Coalition may process Level I screenings for volunteers of its “Reading Pals” program. The Coalition also ensures that the volunteers do not meet or exceed 10 hours per month contact with children. Reading Pal volunteers complete the Coalition’s Volunteer Application and Affidavit of Good Moral Character. Upon completion, the Coalition personnel staff submits a request to the local county Sheriff’s Office (of the volunteer’s place of residence) for a local criminal background check. Also, the Coalition personnel staff performs a database search on the Dru Sjodin National Sex Offender Public Website (www.nsopw.gov/Core/Portal.aspx), and the FDLE sexual offender/predator search website. 4. The personnel staff will track receipt of the local and FDLE criminal history checks results. When the results are received, the personnel staff will input the records into the applicant’s/employee’s personnel file and will track and monitor the 5-year re-screening dates. 5. If the local law check or FDLE transaction listing on the applicant/employee are returned with any charges, the C.E.O. will review the charge(s). Additional information, such as disposition, should be requested from the applicant/employee and reviewed regarding the charge(s). The applicant/employee should be advised both by telephone and in writing of the needed documentation, and should be given a deadline to submit the paperwork. If it is a current employee, and the employee needs any time off to obtain documentation, the C.E.O. will notify the supervisor of the needed time. (The nature of the need for time off, including charges should be kept confidential and not shared with the Supervisor.) 6. Where applicable, the C.E.O. or designee will determine if the applicant/employee is disqualified from employment based on Section 435.03 and 435.04, Florida Statutes which lists what disqualifies a person from being employed as a caretaker. Assistance should be requested from DCF to make this determination. If the applicant/employee has committed an offense listed on the Good Moral Character Affidavit/Attestation, they may be considered disqualified for hire and may be terminated or placed in a position for which background screening is not required. Exemptions from such disqualification may be taken into consideration on a case-by-case basis. 7. If the applicant/employee is disqualified due to his/her criminal background check results, the C.E.O. or designee will follow appropriate procedures for notifying the applicant/employee in compliance with Department of Children & Families. A copy of the notification letter must also be sent to DCF along with the transaction listing and any associated court documents received. If the applicant/employee is disqualified due to federal (FBI) results, DCF will notify the Coalition. The Coalition must then immediately remove the employee from a caretaker position, if applicable, and notify DCF within 5 days. 8. The personnel staff will maintain the Affidavit/Attestation of Good Moral Character, results of local, FDLE and federal (FBI) criminal history information and other related correspondence, and the


http://www.nsopw.gov/Core/Portal.aspx

employment history checks in the applicant’s/employee's personnel file. This file will be kept in a secured area to ensure confidentiality. 9. Each employee (or volunteer) is required to notify the Coalition immediately or the next business day of being arrested for any criminal offense. The Coalition will review the alleged offense, determine if the offense is one that would exclude the employee (or volunteer) under either the level I or level II background screenings (whichever is applicable), and if so remove the employee (or volunteer) from their assignment/position. The employee (or volunteer) may not return to their work until cleared of all charges. 10. The Coalition will verify (for all employees and volunteers) where applicable; clear background screenings, educational and professional credentials, and employment history (if required by the position) no later than ten (10) calendar days after beginning prior to the first day of employment/assignment. Documentation of these verifications will be maintained by the Coalition. 11. Any subrecipient, contractor or subcontractor who does not meet the definition of “Qualified Entity” but who will perform duties under contract with the Coalition and who is permitted access to a child care location while children are present, or who will have access to confidential information about the children in care or their family shall comply with all of the above. 12. Any contractor or subcontractor who does not meet the definition of “Qualified Entity” and who will perform duties under this contract but will have absolutely no interaction with nor be present around a child in care nor will they have access to any confidential information about either a child in care or his family is not required to submit its employees to a background screening. NOTE: “Qualified entity”, as defined in s. 943.0542, F.S., means a business or organization, whether public, private, operated for profit, operated not-for-profit or voluntary, that provides care or care placement services, including a business or organization that licenses or certifies others to provide care or care placement services.


HR604 Drug and Alcohol Use/Drug Free Workplace Effective Date: 02/19/08 Revision Date: 11/05/14

It is the Coalition's desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

While on the Coalition premises and while conducting business-related activities off the Coalition premises, no employee will use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Violations of this policy will lead to disciplinary action, up to and including immediate termination of employment or required participation in a Coalition approved substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

To be a Coalition approved program, the program must have been federal, state or local, health, law enforcement or other appropriate agency approved for such purposes. A listing of all Coalition approved available drug counseling, rehabilitation and/or employee assistance programs is posted to the company share drive and is available to all Coalition employees at any time. This listing is located in the “Drug Free Workplace” folder. In addition, it can be requested at any time.

Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify the Coalition of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five days of the conviction.

Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the C.E.O. without fear of reprisal.




Consent Agenda:

3. Ratify Approval of Operational Policies and Procedures Revisions*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Revisions to Operational Policies and Procedures Reason for Recommended Action Revisions:

OP201 – Confidentiality Policy and Procedures, added language from the 2014/2015 OEL agreement to the policy. The addition includes references to both the SR and VPK programs’ F.S. that address individual records being exempt from 119.07(1) F.S. and Article I of the State Constitution. This was a recommendation from the Coalition’s recent OEL Accountability review. If this is not done, the following would occur:

• The Coalition would at risk of potential non-compliance, and if left unresolved, this could generate a finding in future reviews.

How the Action will be accomplished Approval of the revisions listed above.


OP201 Confidentiality Policy and Procedures Effective Date: 02/19/08 Revision Date: 08/05/09, 02/01/12 , 06/06/12, 02/12/13, 11/05/14 Confidentiality Policy and Procedures

(Including Contractor/Vendor Agreement, All-Media Release Form - for Individuals, All-Media Release Form - for Groups, and Employee Agreement)

POLICY STATEMENT Confidential information concerning any individual, client, or community member will be privileged communication and will be respected with regard to confidentiality. The Coalition complies with all applicable laws regarding confidentiality and privacy protections including, but not limited to, laws and regulations governing information. The Coalition also requires that all service providers, contractors, vendors or others working for or with the Coalition in any capacity will comply with this policy. PROCEDURES Those employed by the Coalition or employees/contractors of service providers, contractors, and/or vendors hired by the Coalition must follow the guidelines as stated below: As an organization that accepts public funding, in some cases, the Coalition is under the Public Right to Access of Information requirements in Florida Statute (Section 402.27{2}) for much of the funding used to assist consumers. The Coalition, its service providers, contractors, and/or vendors will follow all applicable legislative requirements referenced in this statute accordingly. Records Access and Confidentiality

1. All Coalition records classified as public records must be open and available for inspection by any person unless otherwise specified by law. It is the responsibility of the Coalition to maintain records in a location that is accessible to the public.

2. In accordance with section 1002.97, F.S, the individual records of children enrolled in SR programs provided under s. 1002 Part VI, F.S., held by the Coalition or OEL, are confidential and exempt from the provisions of section 119.07(1), F.S., and section 24(a), Article I of the State Constitution.

3. In accordance with section 1002.72, F.S., the personally identifiable records of children enrolled in the VPK program provided under section 1002.53, Florida Statutes, and any personal information contained in those records, are confidential and exempt from section 119.07(1), F.S., and section 24(a), Article I of the State Constitution.

4. The Coalition shall allow the parent the right to inspect and review the individual SR and VPK program record of his/her child and provide the parent a copy of the record upon request.

5. The Coalition shall allow access to SR and VPK program records as specified in s. 1002.72 and s. 1002.97, F.S., respectively.

Private Protections

1. Confidential information concerning any individual, client, or community member will only be discussed in an official capacity between personnel who have a need to know.

2. All applicable laws and regulations governing information about mental health, consumers, victims of domestic violence, drug and alcohol treatments, and HIV/AIDS shall be strictly enforced at all times.

1 Early Learning Coalition of North Florida

Operational Policies and Procedures

3. Where electronic records are maintained, only the confidential information that is necessary to effectively plan, manage, and evaluate early learning services, as provided by that organization, will be maintained. Under no circumstances shall confidential information be shared by an authorized individual with another authorized individual through unsecured electronic submission of data.

4. Personnel who routinely handle and process confidential consumer information should have locked access to work areas.

5. Files should not be left in plain view of those who have no need to know. 6. Outdated information should be shredded or properly disposed of.

When confidential information is used for educational or other purposes, every effort shall be made to disguise the true identity of those discussed. Such information will only be shared in an education setting in an environment not open to spectators. In the case of photographs, videos, or films, that consumer or appropriate representative granting their permission to use their likeness in appropriate manners must sign a release. The Coalition will not conduct, participate in, or permit research involving persons served, other than to provide aggregate data that does not identify individual consumers. Release of Information To document the transaction of Coalition work requires recording sensitive and privileged information that relates to those transactions. The following shall be followed:

1. The Coalition, its service providers, contractors, and/or vendors are required to keep and maintain confidentiality of parental and child information that includes names, addresses, and all other information that may tend to identify a parent, child, or other family member or guardian or other individual requesting information or services. The nature of information sought by a particular person and that person’s response to information requested by the Coalition, its service providers, contractors, and/or vendors is also included.

2. All requests for information must be submitted in writing and with reasonable specificity as to what records are desired. The Coalition C.E.O. shall be considered the legal “custodian” of the records maintained at the Coalition level. The Chief Executive Officer or appropriate counterpart shall be considered the legal “custodian” of the records maintained by service providers, contractors, and/or vendors hired by the Coalition.

3. Records are declared as confidential and access is limited to authorized persons, with exception to records that may be considered public information such as the employee’s full name, date(s) of hire, present and past classification as employee, and present and past rate of pay.

4. Information and records that are obtained in the course of official duties may not be released to or shared with unauthorized persons.

5. Persons requesting access to files must prove a need to know. 6. Information may only be obtained as a result of written permission by the affected person to

authorize release of such information. 7. No information will be released without the prior written consent of the affected person. In such

cases, a hard copy of data will be provided. 8. Coalition or service provider/contractor/vendor staff may not provide data copied from the

database that includes confidential parent information not subject to disclosure. 9. A copy of the signed consent form should be provided to the person providing consent and

another placed in the case record as appropriate. 10. The release or access to specific consumer files requires signed consent from the consumer prior

to release of information and every effort should be made to release to the requestor information only that accommodates the official need of the requestor.

11. The consumer should specify the type of confidential information to be released per request (Attachment).

Early Learning Coalition of North Florida Operational Policies and Procedures 2

12. Confidential information will be shared with persons with valid requests when it is deemed that immediate danger to the entity or other entities are involved. Immediate danger would be those situations such as awareness that staff may be being stalked or that a child may be in potential danger of being abducted by a non-custodial parent.

13. All records of application and enrollment of children, including family income, and educational and medical background, should be kept in the child or family’s individual folder in locked files whether in the office or center.

14. Keys will be available to other designated staff if appropriate. 15. Only information necessary for the provision of services will be released to Coalition and/or

service provider/contractor/vendor staff or other entities. 16. In the case of the latter, the Coalition’s C.E.O. or service provider/contractor’s Chief Executive

Officer or counterpart will determine if the request is valid meaning whether it is justifiable, legitimate, legally permissible, and in the best interest of the person served.

17. Blanket consent forms signed by persons served when service is initiated do not meet the requirements of this standard. A system for maintenance and destruction of sensitive documents will be developed and maintained in all such cases.

18. When permitted by law, confidential information may be released without the informed, written consent of the person or legal guardian. The release of aggregate data that does not identify individual consumers may not require a signed release. An example would be court orders or subpoenas that request the release of confidential information.

The Coalition prohibits the release of information for involuntary participation of consumers served in public performances services without the informed consent of that person of his/her parent or guardian. When consumers participate in PUBLIC events, consent MAY not be required. Persons served in public performances will not be coerced into use of public statements that express gratitude to Coalition or funders. Photographs, videotapes, audio taped interviews, artwork, or creative writing for public relations or fundraising purposes will not be released without the informed consent of that person, or his/her parent or legal guardian.



CONTRACTOR/VENDOR CONFIDENTIALITY AGREEMENT

CONTRACTOR/VENDOR NAME (PRINT): _________________________________________________________ ADDRESS: _____________________________________________________________ CITY: _____________________________ STATE: _______________ ZIP: __________ As a contractor/vendor of the Early Learning Coalition of North Florida, Inc., I, _____________________________________, contractor/vendor representative, have been provided a copy of the Coalition’s Confidentiality Policy and Procedures (policy #OP201) and attest that the following confidentiality guidelines will be followed during the course of work performed for, or in the capacity of, the Coalition:

1. Confidential information* concerning any individual, client, or community member will only be discussed in an official capacity between personnel who have a need to know.

2. All confidential information is the exclusive property of the Coalition and all records (paper, electronic, etc.) must be returned to the Coalition immediately upon termination of this agreement.

3. All applicable laws and regulations governing information about mental health, consumers, victims of domestic violence, drug and alcohol treatments, and HIV/AIDS shall be strictly enforced at all times.

4. Where electronic records are maintained, only the confidential information that is necessary to effectively plan, manage, and evaluate early learning services, as provided by that organization, will be maintained. Under no circumstances shall confidential information be shared by an authorized individual with another authorized individual through unsecured electronic submission of data.

5. Personnel who routinely handle and process confidential consumer information should have locked access to work areas.

6. Files should not be left in plain view of those who have no need to know. 7. Outdated information should be shredded or properly disposed of.

Representative’s Signature: ____________________________________________ Date: ____________________________ *Confidential Information is defined as all data and information relating to the business and management of the Coalition, including proprietary and trade secret technology and accounting records to which access is obtained by the Contractor/Vendor, including work product, production processes, other proprietary data, business operations, computer software, computer technology, marketing and development operations, and clients.



ALL-MEDIA RELEASE FORM – FOR INDIVIDUALS

Date: ______________ Location:____________________Event:___________________________________________ Release For Children I,___________________________________, give permission for images of my child(ren) ____________________________ that appear in photographs, videos and/or audio recordings to be used by Early Learning Coalition of North Florida, Inc. (Coalition), its assigned agents or successors. This may include print, broadcast, electronic or other media deemed appropriate by Coalition. Furthermore, I hereby consent that such photographs, films and recordings made shall be the Coalition’s property, and the Coalition shall have the right to sell, duplicate, reproduce and make use of such photographs, film recording, tapes as they may desire, free and clear of any claim whatsoever on my part. NAME (PRINT): _________________________________________ SIGNATURE: ___________________________________________ ADDRESS: __________________________________ CITY: ______________ STATE: ______ ZIP: __________

Release For Adults

I, ___________________________________, being of legal age, hereby consent that the photographs and videos in which I appear, and/or audio recordings made of my voice to be used by the Early Learning Coalition of North Florida, Inc. (Coalition) its assigned agents or successors. This may include print, broadcast, electronic or other media deemed appropriate by the Coalition. Furthermore, I hereby consent that such photographs, films and recordings made shall be the property of the Coalition, and that shall have the right to sell, duplicate, reproduce and make use of such photographs, film recordings, tapes as they may desire, free and clear of any claim whatsoever on my part. NAME (PRINT): _________________________________________________________ SIGNATURE: ___________________________________________________________ ADDRESS: _____________________________________________________________ CITY: _____________________________ STATE: _______________ ZIP: __________



ALL-MEDIA RELEASE FORM – FOR GROUPS

Date: ______________ Location:____________________ Event:___________________________________________ By completing and signing the information below, I give permission for images of my child(ren) and/or myself and other adult(s) with me that appear in photographs, videos and/or audio recordings to be used by Early Learning Coalition of North Florida, Inc. (Coalition), its assigned agents or successors. This may include print, broadcast, electronic or other media deemed appropriate by Coalition. Furthermore, I hereby consent that such photographs, films and recordings made shall be the Coalition’s property, and the Coalition shall have the right to sell, duplicate, reproduce and make use of such photographs, film recording, tapes as they may desire, free and clear of any claim whatsoever on my part. Parent/Guardian Name (Print)

Child(ren)’s Name(s) (Please complete one per row)

Street Address / P.O. Box

City State Zip Parent / Guardian’s Signature




EMPLOYEE CONFIDENTIALITY AGREEMENT By signing this agreement, I, __________________________________________ attest that I (print full name) have read, understood, and agree to abide by the Early Learning Coalition confidentiality policy and procedures. I understand that if I am found to have violated any part of this policy and procedures, that it would be grounds for disciplinary action up to and including termination. I also understand that I will receive a copy of this entire policy, including a copy of this form with my signature. ________________________________________________ Signature ________________ Date





Consent Agenda:

4. Ratify Approval of OEL’s Performance Funding Pilot Project Contract #PFP16*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of OEL’s Performance Funding Pilot Project Contract with the Coalition - OEL Contract #PFP16

Reason for Recommended Action 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. Purpose 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 will also perform administrative/project management tasks in support of the Early Learning Performance Funding Pilot Project. Program description 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.


• The Coalition would not be able to extend this professional development opportunity to the selected providers in the Coalition’s service area.

How the Action will be accomplished Approval of the Pilot Project Contract.


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Early Learning Performance Funding Pilot Project

Exempt Procurement GAA Specific Appropriation 87

Contract # PFP16

250 Marriott Drive, Tallahassee, Florida 32399 Telephone: (850) 717-8550 Fax: (850) 921-0026 Toll Free Line: 1-866-FL-Ready (357-3239)

Office of Early Learning Website: www.FloridaEarlyLearning.com.

The Office of Early Learning is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this

document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

http://www.floridaearlylearning.com/

Contract # PFP16

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TABLE OF CONTENTS

STANDARD CONTRACT 7

1. Vendor or Subrecipient Determination .............................................................................. 7

2. Contract Documents .......................................................................................................... 7

3. Order of Precedence in the Event of Conflict in Terms..................................................... 8

4. Incorporation of Florida Contract Provisions .................................................................... 8

5. Effective Date .................................................................................................................... 8

6. Ending Date ....................................................................................................................... 8

7. No State Obligation before Starting Date or After Ending Date ....................................... 8

8. Total Contract Amount ...................................................................................................... 8

9. Extension ........................................................................................................................... 8

10. Contract Manager for Contractor and for the Office of Early Learning ............................ 9

11. Change in Contract Managers ............................................................................................ 9

12. Warranty of Authority ....................................................................................................... 9

13. Execution ......................................................................................................................... 10

Attachment 1 – Special Conditions 11

1. Governing Law - Florida ................................................................................................. 11

2. Dispute Resolution and Venue ........................................................................................ 11

2.1. Mutual Discussion ......................................................................................................... 11

2.2. Performance during Dispute Resolution ....................................................................... 11

2.3. Litigation ....................................................................................................................... 11

3. Vendor Ombudsman ........................................................................................................ 11

4. Cooperation ...................................................................................................................... 11

5. Renegotiation due to Changes in Federal or State Law, Rules or Regulation ................. 11

6. Auditing and Accounting ................................................................................................. 11

7. Return of Funds and Property .......................................................................................... 12

8. Agreements Funded with Federal or State Financial Assistance – s. 215.971, F.S. ........ 13

8.1. Scope of Work – s. 215.971(1)(a), F.S. ......................................................................... 13

8.2. Quantifiable Units of Deliverables – s. 215.971(1)(b), F.S. ......................................... 13

8.3. Financial Consequences for Contractor’s Failure to Perform – s. 215.971(1)(c), F.S. . 13

8.4. Allowable Costs – s. 215.971(1)(d), F.S. ...................................................................... 14

8.5. Return of Unobligated Funds – s. 215.971(1)(e), F.S. .................................................. 14

8.6. Return of Excess Funds – s. 215.971(1)(f), F.S. ........................................................... 14

Contract # PFP16

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8.7. Florida Single Audit Act – s. 215.971(1)(g), F.S. ......................................................... 14

9. Vendor’s Compliance - s. 215.971, F.S. .......................................................................... 14

10. Final Invoice .................................................................................................................... 14

11. Certified Forward ............................................................................................................. 14

12. Records Retention ............................................................................................................ 15

13. Contractor’s Responsibility If Contract Is Terminated .................................................... 15

14. Public Records Law Compliance – s. 119.0701, F.S. ...................................................... 15

15. Public Records - Proprietary or Trade Secret Information .............................................. 16

16. Subpoenas ........................................................................................................................ 17

17. Public Announcements, Press Releases, Sponsorships ................................................... 17

18. Subcontracts ..................................................................................................................... 18

19. Supplemental Contracts ................................................................................................... 18

20. Accessible Electronic Information Technology .............................................................. 18

21. Information and Data Security Requirements ................................................................. 19

22. Procurement of Information Technology Resources or Services .................................... 19

23. Information Resource Acquisition ................................................................................... 19

24. Confidential Data ............................................................................................................. 19

25. Prohibition of Peripheral Devices for Confidential Data Storage ................................... 19

26. Return or Destruction of Confidential Data ..................................................................... 20

27. Breach of Confidentiality ................................................................................................. 20

28. No Contract Services to be performed Outside the USA ................................................ 21

29. Background Screening ..................................................................................................... 21

30. Contractor as Independent Contractor ............................................................................. 23

31. No Waiver of Sovereign Immunity.................................................................................. 23

32. Insurance General Requirements ..................................................................................... 23

32.1. Office of Early Learning as Additional Insured .......................................................... 23

32.2. Proof of Insurance ....................................................................................................... 24

32.3. Liability Insurance ....................................................................................................... 24

32.4. Workers’ Compensation Insurance ............................................................................. 24

32.5. Unemployment Compensation Insurance ................................................................... 24

32.6. Errors and Omissions Insurance .................................................................................. 24

33. Mandatory Reporting of Fraud and Criminal Activity .................................................... 24

34. Notification of Legal Action ............................................................................................ 25

35. Whistleblower’s Act Requirements ................................................................................. 25

36. Reasonable Assurances If Requested .............................................................................. 25

Contract # PFP16

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37. Loss of Federal or State Funding ..................................................................................... 25

38. Intellectual Property – Patent Rights ............................................................................... 26

39. Intellectual Property – Copyrights ................................................................................... 26

40. Intellectual Property – Rights in Data .............................................................................. 27

41. Change of Ownership of Contractor ................................................................................ 27

42. Staff Qualifications and Substitutions ............................................................................. 27

43. Time is of the Essence ..................................................................................................... 28

44. Reports - Florida Abuse Hotline ...................................................................................... 28

45. Reports - Office of Minority Business Enterprise Reports .............................................. 28

46. Reports – For Additional Reporting Requirements See the Scope of Work ................... 28

47. Licenses, Permits, and Taxes ........................................................................................... 28

48. Compliance with Applicable Laws .................................................................................. 29

49. Equal Employment Opportunity (E.E.O.) ....................................................................... 29

50. Clean Air Act and Federal Water Pollution Control Act ................................................. 29

51. Energy Efficiency ............................................................................................................ 30

52. Trafficking Victims Protection Act of 2000 - (TVPA) .................................................... 30

53. "The Transparency Act" (as defined in 2 CFR Part 170) ................................................ 30

54. Purchase of American-Made Equipment and Products ................................................... 30

55. E-Verify Requirements .................................................................................................... 30

56. Unauthorized Alien(s) ...................................................................................................... 31

57. Discriminatory Vendor List ............................................................................................. 31

58. Convicted Vendor List ..................................................................................................... 31

59. Scrutinized Companies Lists ........................................................................................... 31

60. Lobbying .......................................................................................................................... 32

61. Assurances ....................................................................................................................... 32

62. Certifications .................................................................................................................... 33

Attachment 2 – Contractor (Subrecipient) Monitoring and Audit Requirements 34

1. Limitation ......................................................................................................................... 34

2. Accounting and Auditing Standards ................................................................................ 34

3. Monitoring ....................................................................................................................... 34

Audits ........................................................................................................................................ 35

1. Part I: Federally Funded .................................................................................................. 35

2. Part I: Federally Funded – Miscellaneous Matters .......................................................... 35

3. Part II: State Funded ........................................................................................................ 36

4. Part II: State Funded – Miscellaneous Matters ................................................................ 37

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5. Part III: Other Audit Requirements.................................................................................. 37

6. Related Party Disclosures ................................................................................................ 37

7. Auditor Work Papers On Internal Controls ..................................................................... 37

8. Compliance and Reporting On Internal Controls ............................................................ 37

9. Part IV: Report Submission ............................................................................................. 38

Attachment 3 – Scope of Work 40

A. General statement .......................................................................................................... 40

1. Purpose ............................................................................................................................. 40

2. Program description ......................................................................................................... 40

3. Authority .......................................................................................................................... 40

4. Funding ............................................................................................................................ 40

5. Major project goals .......................................................................................................... 40

B. Terms and definitions .................................................................................................... 40

C. ELC Service and Administrative/Project Management Service Provisions ............ 43

1. CLASS assessment .......................................................................................................... 43

2. MMCI Training ................................................................................................................ 44

3. ELC Administrative and Project Management ................................................................ 44

4. ELC Provider and OEL Notification Requirement .......................................................... 45

5. Summary of Activities ..................................................................................................... 46

6. ELC Project Management Pilot Group Provider Benchmark 1 tasks .............................. 46

7. ELC Project Management Pilot Provider Benchmark 2 tasks ......................................... 47

8. ELC Project Management Pilot Group Provider Benchmark 3 tasks .............................. 47

9. ELC Project Management Pilot Provider Benchmark 4 tasks ......................................... 47

10. ELC Project Management Comparison Group Benchmark 1 tasks................................. 48

11. ELC Project Management Comparison Group Provider Benchmark 2 tasks .................. 48

12. ELC Project Management Comparison Group Benchmark 3 tasks................................. 49

13. ELC Project Management Comparison Group Provider Benchmark 4 tasks .................. 49

14. Early Learning Florida Training assumptions and constraints ........................................ 50

15. OEL responsibilities ........................................................................................................ 50

D. Deliverables .................................................................................................................... 51

E. Method of payment and reimbursement requirement ............................................... 58

1. This is a fixed-price contract. .......................................................................................... 58

2. Program Income ............................................................................................................... 58

3. Invoice requirements ........................................................................................................ 58

4. Evidence of completion ................................................................................................... 59

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5. Payment ........................................................................................................................... 59

6. Advance ........................................................................................................................... 59

7. Bonuses for pilot group providers ................................................................................... 59

8. Final invoice .................................................................................................................... 60

9. Summary of Invoice Submission ..................................................................................... 60

10. Financial consequences triggers ...................................................................................... 60

F. Special provisions ........................................................................................................... 61

Attachment 4 – Budget 62

Attachment 5 – Social-Emotional Measures Report 66

Attachment 6 – Comprehensive Assessment Tool Report 67

Attachment 7 – Quality Expenditures Report 68

Attachment 8 – Statement of Quality Activities 69

Attachment 9A – ELC and Pilot Group Provider Activities 70

Attachment 9B – ELC and Comparison Group Provider Activities 71

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Contract # PFP16

STATE OF FLORIDA OFFICE OF EARLY LEARNING

STANDARD CONTRACT

THIS CONTRACT (the “Contract”) is between the State of Florida, Office of Early Learning, (hereinafter the “Office” or “OEL") and the Early Learning Coalition of North Florida hereinafter referred to as the “ELC” or “Contractor” (each individually a “Party” and collectively the “Parties”). WHEREAS, the 2014-15 Florida General Appropriations Act states that funds in Specific Appropriation 87, from the Child Care and Development Block Grant Trust Fund, are provided for an Early Learning Performance Funding Pilot Project, and WHEREAS, Specific Appropriation 87 directs OEL to coordinate with a workgroup to develop project provisions and choose the early learning coalitions participating in the Pilot Project, and WHEREAS, the ELC was selected to participate in the pilot project, and WHEREAS, OEL is the fiscal agent responsible for the administration of the Child Care and Development Block Grant for the State of Florida; and WHEREAS, the Parties desire to enter into the Contract pursuant to which the Contractor will provide the commodities or contractual services hereafter described. NOW THEREFORE, in consideration of the premises set forth herein, the Parties agree as follows:

1. Vendor or Subrecipient Determination The Office having reviewed the criteria pursuant to OMB Circular A-133 has determined that Contractor is a X Vendor/ Subrecipient for purposes of this Contract. Contractor acknowledges that if it is determined to be a Subrecipient then it is subject to federal audit requirements as specified in OMB Circular A-133, Section 210, as revised and Florida Single Audit Act, §215.97, F.S. , as appropriate. Monitoring and audit conditions and requirements are set forth in Attachment 2.

2. Contract Documents The Contract consists of the following documents (the “Contract Documents”): A. Standard Contract B. Attachment 1 - Special Conditions; C. Attachment 2 - Contractor (Subrecipient) Monitoring and Audit Requirements D. Attachment 3 - Scope of Work E. Attachment 4 – Budget

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F. Attachment 5 – Social Emotional Measures G. Attachment 6 – Comprehensive Assessment Tool H. Attachment 7 – Quality Expenditures Report I. Attachment 8 – Quality Activities Report J. Attachment 9A – Reference Table for Pilot Provider Activities K. Attachment 9B – Reference Table for Comparison Provider Activities General Contract Conditions (PUR 1000) are hereby incorporated by reference as if fully set out herein. Promulgated by the State of Florida, Department of Management Services, (hereinafter “DMS”) the PUR 1000 is required by s. 287.042(12), Florida Statutes (hereinafter “F.S.”), and Rule 60A-1.002(7), Florida Administrative Code (hereinafter “F.A.C.”). The term “Customer” referred to in the PUR 1000 is the Office.

3. Order of Precedence in the Event of Conflict in Terms If there is any conflict in the provisions set forth herein, the conflict will be resolved in the following order of priority (highest to lowest):

A. Federal law and regulations B. Florida law and rules C. Standard Contract and Special Conditions (Attachment 1) D. PUR 1000 unless the conflicting term in the PUR 1000 Form is required by any section

of the Florida Statutes, in which case the term contained in the PUR 1000 shall take precedence over the Special Condition (Rule 60A-1.002(7) (b), F.A.C.)

E. Contractor (Subrecipient) Monitoring and Audit Requirements (Attachment 2) F. Scope of Work (Attachment 3)

4. Incorporation of Florida Contract Provisions The general contracting document provisions of s. 287.058, Florida Statutes, are hereby adopted and incorporated by reference as if fully set forth herein.

5. Effective Date The Contract shall be effective on 10/17/14 or on the date on which the last Party has signed the Contract, whichever is later.

6. Ending Date The Contract term shall end on 06/30/2015 unless the Contract is terminated earlier or extended or renewed as provided herein.

7. No State Obligation before Starting Date or After Ending Date The Office shall not be obligated to pay for costs incurred related to the Contract prior to its effective date or after the ending date of the contract.

8. Total Contract Amount The total amount to be paid under this contract shall not exceed: $254,058.00.

9. Extension Subject to agreement by the parties, extension of a contract for contractual services shall be in writing for a period not to exceed six months and shall be subject to the same terms and

http://www.dms.myflorida.com/content/download/2933/11777/version/6/file/1000.pdf

http://www.flsenate.gov/Laws/Statutes/2012/287.058

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conditions set forth in the initial contract. There shall be only one extension of a contract unless the failure to meet the criteria set forth in the contract for completion of the contract is due to events beyond the control of the Contractor.

10. Contract Manager for Contractor and for the Office of Early Learning The Contract Manager is responsible for enforcing performance of the contract terms and conditions and serves as a liaison with the Contractor.

ELC’s Contract Manager

Name: Title: Address:

Office Phone: E-mail Address:

Office of Early Learning’s Contract Manager

Name: Title: Contract Manager Address:

Office of Early Learning 250 Marriott Drive Tallahassee, Florida 32399

Office Phone: (850)717- E-mail Address:

11. Change in Contract Managers In the event that different Contract Managers are designated by any Party after the execution of the Contract, notice of the foregoing information for the new Contract Manager will be transmitted by e-mail or sent in writing to all of the Parties and said notification will be attached to copies of the Contract.

12. Warranty of Authority Each person signing this Contract warrants that he or she is duly authorized to do so and to bind the respective party.

THIS SPACE LEFT BLANK INTENTIONALLY

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13. Execution In consideration of the mutual covenants set forth above and in the attachments hereto, the Parties have caused to be executed this Contract by their undersigned officials duly authorized.

Execution by ELC ELC’s Name: ELC of North Florida Signature: Printed Name: Title: Date: FEIN:

Execution by Office of Early Learning Signature: Printed Name: Shan Goff Title: Executive Director Date: FEIN: 59-3474751

Office of Early Learning Approval as to Form and Legality Signature: Printed Name: Margaret O’Sullivan Parker Title: General Counsel Date:

THIS SPACE LEFT BLANK INTENTIONALLY

00

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Attachment 1 – Special Conditions

1. Governing Law - Florida This contract is executed and entered into in the State of Florida, and shall be construed, performed, and enforced in all respects in accordance with the laws, rules, and regulations of the State of Florida. Each party shall perform its obligations herein in accordance with the terms and conditions of this contract.

2. Dispute Resolution and Venue Section 31 of PUR 1000 relating to Dispute Resolution is removed and replaced with the following:

2.1. Mutual Discussion In case of any dispute, claim, question or disagreement arising from or relating to or arising out of this Contract or the breach thereof, the parties shall first attempt resolution through mutual discussion. 2.2. Performance during Dispute Resolution The Contractor agrees that pending the resolution of any dispute, controversy, or question, the Contractor shall continue to perform its obligations without interruption or delay, and the Contractor shall not stop or delay any performance under the contract. 2.3. Litigation Disputes, claims, or any other matters shall be determined under the judiciary system of the State of Florida. The venue of any and all actions pertaining to this Contract shall be in Leon County, Florida.

3. Vendor Ombudsman A Vendor Ombudsman has been established within the Florida Department of Financial Services. The duties of this individual include acting as an advocate for contractors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted by calling (850) 413-5516.

4. Cooperation The Contractor shall cooperate in good faith in response to any reasonable requests from the Office to discuss, review, inspect, or audit Contractor performance and compliance under this contract.

5. Renegotiation due to Changes in Federal or State Law, Rules or Regulation The Parties agree to negotiate changes to the Contract if Federal or State revisions of any applicable laws or regulations make changes in the Contract necessary

6. Auditing and Accounting If Contractor is a subrecipient as opposed to a vendor as specified on page six then, in accordance with Attachment 2, the Contractor will provide a financial and compliance audit to the Office, if applicable, and ensure that all related party transactions are disclosed to the auditor.

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Pursuant to 45 CFR 92.36(i)(10), Contractor agrees to provide access by the Office, any sub-grantee, the Federal Health and Human Services (HHS) Agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers, and records of the Contractor which are directly pertinent to this specific contract for the purpose of making audit, examination, excerpts, and transcriptions.

Representatives of the Office, the Chief Financial Officer of the State of Florida, the Auditor General of the State of Florida, the Florida Office of Program Policy Analysis and Government Accountability (“OPPAGA”), and their duly authorized representatives, shall have access, for purposes of examination, to any books, documents, papers, and records, including electronic storage media, of the Contractor as they may relate to the Contract.

The Contractor shall maintain (or have immediate access to) books, records, and documents in accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditures of funds provided by the Office under the Contract.

The Office shall have the right to audit Contractor’s records and practices related to use and disclosure of confidential information. The Contractor agrees to make internal practices, books, and records, including policies and procedures and confidential information, relating to the use of and disclosure of confidential information received from, or created or received by the Contractor on behalf of, the Office available to the Office upon request.

The Contractor shall include the aforementioned audit and record keeping requirements in all approved subcontracts and assignments.

7. Return of Funds and Property The Contractor shall return to the Office any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Contract that were disbursed to the Contractor by the Office. In the event that the Contractor or its independent auditor discovers that an overpayment has been made, the Contractor shall repay said overpayment within forty (40) calendar days without prior notification from the Office. In the event that the Office first discovers an overpayment has been made, the Office of Early Learning will notify the Contractor in writing of such a finding which was paid contrary to the terms of the Contract. Should repayment not be made in a timely manner, the Office shall be entitled to charge interest at the lawful rate of interest on the outstanding balance beginning forty (40) calendar days after the date of notification or discovery. Refunds should be sent to the Office’s Contract Manager, and made payable to “the Office of Early Learning.”

If Contractor is a subrecipient, then all computer and information technology equipment regardless of value or remaining useful life, and all other property purchased by Contractor pursuant to this contract in the amount of $1000 (original purchase price) or more and having a useful life of one year or more shall revert to the Office upon termination or conclusion of this contract (or to a coalition if the contractor was a subrecipient of a Coalition (s. 1002.82, F.S.). All property required to be returned to the Office will be in good working order. See 45 CFR 92.36, s. 273.02, F.S., and 69I-72.002, F.A.C.

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8. Agreements Funded with Federal or State Financial Assistance – s. 215.971, F.S. If Contractor is a recipient or subrecipient as opposed to a vendor (i.e. box in section one of this contract is marked as a recipient or subrecipient), then the Contractor will fully comply with all requirements of s. 215.971, F.S.

8.1. Scope of Work – s. 215.971(1)(a), F.S. Attachment 3 entitled Scope of Work clearly establishes the tasks that the recipient or subrecipient is required to perform under this contract. 8.2. Quantifiable Units of Deliverables – s. 215.971(1)(b), F.S. The Scope of the Work has provisions that divide this contract into quantifiable units of deliverables that must be received and accepted in writing by the Office before payment. Each deliverable is directly related to the scope of work and specifies the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable. 8.3. Financial Consequences for Contractor’s Failure to Perform – s. 215.971(1)(c), F.S. If the Contractor fails to meet the minimum level of service or performance identified in this contract, or that is customary for the industry, then the Office of Early Learning will be injured as a result thereof. Therefore, Contractor agrees that if the requirements of this Contract are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed herein. The contract manager shall periodically review the progress made on the activities and deliverables listed on Attachment # 3 entitled “Scope of Work” incorporated herein. If the contractor fails to meet and comply with the activities/deliverables established in the contract or to make appropriate progress on the activities and/or towards the deliverables and they are not resolved within two weeks of written notification wherein the nature of the failure to perform is identified, the contract manager may approve: (1) a withholding of payment until the deficiency is cured, (2) a reduced payment, (3) a request the contractor redo the work , (4) suspending, or terminating the contract, (5) the per day assessment agreed to by the parties prior to entering into the contract , or (6) requisition of services from an alternate source for which the contract shall reimburse the Office for the cost of the services. The contract manager may assess one or more of the financial consequences based on the severity of the failure to perform and the impact of such failure on the ability of the contract to meet the timely and desired results. These financial consequences shall not be considered penalties. The Office of Early Learning, at its sole discretion, may offer the Contractor an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any extension shall be provided to the Contractor in writing. In addition, the Office of Early Learning may, in its sole discretion, grant a waiver of financial consequences if the Contractor drafts a corrective action plan for approval by the Office of Early Learning and subsequently comes into compliance with the approved corrective action plan.

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If financial consequences are imposed and due, the Office of Early Learning may offset the financial consequences from the next invoice submitted by the Contractor or from the final retained payment of the contract, or require separate payment from the Contractor. Any payment made in reliance on the Contractor’s evidence of performance, which evidence is subsequently determined to be erroneous, will be immediately due as an overpayment in accordance with the above section of this Contract entitled “Return of Funds and Property” to the extent of such error. 8.4. Allowable Costs – s. 215.971(1)(d), F.S. Contractor may expend funds only for allowable costs resulting from obligations incurred during the contract period. 8.5. Return of Unobligated Funds – s. 215.971(1)(e), F.S. The balance of any unobligated funds which have been advanced or paid under this contract must be refunded to the Office. 8.6. Return of Excess Funds – s. 215.971(1)(f), F.S. Any funds paid in excess of the amount to which Contractor is entitled under the terms and conditions of this contract shall be refunded to the Office. 8.7. Florida Single Audit Act – s. 215.971(1)(g), F.S. The information required by s. 215.97, F.S., (Florida Single Audit Act) is required in section 6 above on Auditing and Accounting and in Attachment 2.

9. Vendor’s Compliance - s. 215.971, F.S. The Office requires vendors to also fully comply with all requirements of s. 215.971, F.S. as set forth in section 8 above.

10. Final Invoice Contractor shall submit the Final invoice for payment to the Office no more than 45 days after the contract ends or is terminated. If the Contractor fails to do so, unless waived in writing by the Office, all rights to payment are forfeited and the Office will not honor any requests submitted after the above 45 day time period. Any payment due under the terms of this contract may be withheld until all reports due from the Contractor and any necessary adjustment thereto have been approved by the Office.

11. Certified Forward In accordance with s. 216.301, F.S., on June 30 of each year, the Office certifies outstanding obligations in the form of certified forward budget. The certified forward budget reverts on September 30th each year, and is no longer available for payment of invoices. Invoices submitted after June 30th for the prior fiscal year, for which no certified forward budget remains, shall be paid from the current fiscal year funding allocation. Refunds submitted after June 30th for the prior fiscal year will not restore or create certified forward budget.

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12. Records Retention Section 119.0701(2)(d), F.S. requires the Contractor to meet all requirements for retaining public records and transfer, at no cost, to the Office all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the Office in a format that is compatible with the information technology systems of the Office.

In accordance with the foregoing and to meet necessary audit requirements, the Contractor shall retain copies of sufficient records demonstrating its compliance with the terms of this contract and copies of all Contractor records, financial records, supporting records, statistical records, audit work papers, and any other records (including all records on electronic storage media) pertinent to this Contract for a period of five (5) years after termination of the Contract, or if an audit has been initiated and audit findings have not been resolved at the end of five (5) years, the records shall be retained until resolution of the audit findings through litigation or otherwise. Any of the records will be made available to the Office or its designees upon its request.

The Contractor will cooperate with the Office during the contract, and subsequent required retention period, to facilitate the duplication and transfer of any records or documents upon request of the Office.

13. Contractor’s Responsibility If Contract Is Terminated After receipt of a notice of termination, and except as otherwise specified by the Office, the Contractor shall:

A. Stop work under the Contract on the date of and to the extent specified in the notice. B. Complete performance of the work not terminated by the Office. C. Take such action as may be necessary, or as the Office may specify, to protect and

preserve any property related to the Contract which is in the possession of the Contractor and in which the Office has or may acquire an interest.

D. Transfer, assign, and make available to the Office all property and materials belonging to the Office, upon the effective date of termination of the Contract. No extra compensation will be paid to the Contractor for its services in connection with such transfer or assignment.

E. Meet all the public records law requirements specified under the section of this contract on Public Records Law Compliance.

14. Public Records Law Compliance – s. 119.0701, F.S. Contractor is required to comply with the Florida Public Records law - Chapter 119, F. S. Contractor specifically shall: A. Keep and maintain public records that ordinarily and necessarily would be required by

the Office in order to perform the services under this contract. B. Provide the public with access to public records on the same terms and conditions that

the Office would provide the records and at a cost that does not exceed the cost provided in chapter 119, F.S., or as otherwise provided by law.

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C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.

D. Meet all requirements for retaining public records and transfer, at no cost, to the Office all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the Office in a format that is compatible with the information technology systems of the Office.

If the contractor does not comply with a public records request, the Office shall enforce the contract provisions in accordance with the contract.

The Contractor must notify the Office, by email to the Contract Manager within one (1) business day from receipt, of all request(s) for public records pursuant to Chapter 119, Florida Statutes, including an estimate of when the public records request will be satisfied. Public Records Requests shall also be emailed to:

Office of Early Learning Public Information Officer 250 Marriott Drive Tallahassee, FL 32399 E-mail Address: [email protected]

The Contractor shall email to the address above a copy of all documents provided to the public records requestor by the end of the day the records are sent to the requestor.

15. Public Records - Proprietary or Trade Secret Information Unless exempted by law, all public records are subject to public inspection and copying under Florida’s Public Records Law, Chapter 119, F.S. Any claim by Contractor of proprietary or trade secret confidentiality for any information contained in Contractor’s documents (reports, deliverables or work-papers, etc., in paper or electronic form) submitted in connection with this contract will be waived, unless the claimed confidential information is submitted in accordance with this section.

The Contractor must clearly label any portion of the documents, data, or records submitted that it considers exempt from public inspection or disclosure pursuant to Florida’s Public Records Law as proprietary or trade secret. The labeling will include a justification citing specific statutes and facts that authorize exemption of the information from public disclosure. If different exemptions are claimed to be applicable to different portions of the protected information, the Contractor shall include information correlating the nature of the claims to the particular protected information.

The Office, upon receiving a public records request that includes a request for any documents that the Contractor claims are confidential as proprietary trade secrets, may require the Contractor to expeditiously submit redacted copies of documents marked as confidential or trade secret in accordance with this section. Accompanying the submission shall be an updated version of the justification under this section, correlated specifically to redacted information, either confirming that the statutory and factual basis originally

mailto:[email protected]

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asserted remain unchanged or indicating any changes affecting the basis for the asserted exemption from public inspection or disclosure. The redacted copy must exclude or obliterate only those exact portions that are claimed to be proprietary or trade secret. If the Contractor fails to promptly submit a redacted copy, the Office is authorized to produce the records sought without any redaction of proprietary or trade secret information.

The Contractor shall be responsible for defending its claim that each and every portion of the redactions of proprietary or trade secret information are exempt from inspection and copying under Florida’s Public Records Law.

16. Subpoenas The Contractor shall notify the Office verbally within twenty-four (24) chronological hours and in writing within seventy-two (72) chronological hours if any data in the Contractor’s possession related to the Contract is subpoenaed or used, copied, or removed (except in the ordinary course of business) by anyone except an individual authorized by the Office to use, copy, or remove data. The Contractor shall cooperate with the Office in taking all steps as the Office deems advisable to prevent misuse, regain possession, and/or otherwise protect the State’s rights and the data subject’s privacy.

17. Public Announcements, Press Releases, Sponsorships The Office does not endorse any Contractor, commodity or service. The Contractor shall not provide any information to any media representative or any other external party regarding the Contract or any services delivered under the Contract without prior written approval from the Office’s Public Information Officer. The Contractor shall also notify the Public Information Officer of the Office of Early Learning at (850) 717-8599 verbally within one (1) hour and in writing, with a copy to the Office’s Contract Manager, within one (1) business day of any inquiries received from any media outlet or representative. The Contractor shall not use the Office’s Logo without the written approval of the Office.

“When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all States receiving Federal funds, including but not limited to State and local governments and contractors of Federal research grants, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources.” P. L. 103-333, the Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995, § 508 – “Public Announcements and Press Releases”.

In addition, as required by Section 286.25, F.S., if the Contractor is a nongovernmental organization which sponsors a program financed wholly or in part by state funds, including any funds obtained through the Contract, it shall, in publicizing, advertising, or describing the sponsorship of the program, state: “Sponsored by (Contractor’s name) and the State of Florida, Office of Early Learning.” If the sponsorship reference is in written material, the words “State of Florida, Office of Early Learning” shall appear in the same size letters or type as the name of the organization.

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The Contractor is prohibited from using Contract information, sales values or sales volumes, or the Office’s stakeholders or customers, in sales brochures or other promotions, including press releases, unless prior written approval is obtained from the Office.

18. Subcontracts The Contractor shall not subcontract any of the work contemplated under the Contract without prior written approval of the Office. Any subcontract or other transfer of duties and responsibilities without prior approval of the Office shall be null and void.

The Contractor agrees to be responsible for all work performed and all expenses incurred with the Project. If the Office permits the Contractor to subcontract all or part of the work contemplated under the Contract, including entering into subcontracts with vendors for services and commodities, it is understood by the Contractor that all such subcontract arrangements shall be evidenced by a written document subject to prior review and approval by the Office. The review of the written subcontract document by the Office will be limited to a determination of whether or not subcontracting is permissible and the inclusion of applicable terms and conditions of the Contract. In subcontracting, the Contractor shall ensure that the subcontractor has the same responsibilities to the Contractor with respect to the subcontracted work that the Contractor has to the Office. The Contractor further agrees that the Office shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract and the Contractor shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract. The Contractor, at its expense, will defend the Office against such claims. The Contractor retains sole responsibility for the qualifications of all persons working on this Contract whether Contractor’s employees or any Sub-Contractors’ employees.

In the event the State approves transfer of the Contractor’s obligations, the Contractor remains responsible for all work performed and all expenses incurred in connection with the Contract. In addition, the Contract shall bind the successors, assigns, and legal representatives of the Contractor.

19. Supplemental Contracts The Contractor agrees that the Office may undertake or award supplemental contracts for work related to the Contract, or any portion thereof. The Contractor shall cooperate with such other contractors and the Office in all such cases. Any subcontractors to the Contractor will be required to act in a like manner.

20. Accessible Electronic Information Technology The Contractor hereby agrees that by entering into this contract, Contractor will provide electronic and information technology resources in complete compliance with the accessibility standards provided in Rule 60-8.002, F.A.C. These standards establish a minimum level of accessibility. See s. 282.603, F.S.

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21. Information and Data Security Requirements The Contractor must comply with Rule 71A-1.005, F.A.C., the Office’s (Information Technology) Security Policies, and employ adequate security measures to protect the Office’s information, applications, data, resources, and services.

The Office’s (Information Technology) Security Policies are hereby adopted and incorporated by reference as if fully set out herein.

22. Procurement of Information Technology Resources or Services If this contract is the result of procurement of Information Technology or Information Technology Resources or Services, the Scope of Work must contain appropriate security requirements which are consistent with the rules and guidelines established by the Agency for Enterprise Information Technology or successor entity. See s. 282.318 (4)(g) and(5), F.S.

23. Information Resource Acquisition The Contractor shall obtain prior written approval from the Office Contract Manager for the purchase of any Information Technology Resource (ITR) using funds from this contract. The Contractor agrees to secure said prior approval by means of an Information Resource Acquisition (IRA) form, available from the Office’s Contract Manager.

24. Confidential Data The provisions of the Florida Public Records Act, Chapter 119, F.S., and other applicable state and federal laws will govern disclosure of any confidential information received by the State of Florida.

The Contractor will treat data obtained from the Office, Early Learning Coalitions or other Partner Agencies as confidential as required under Sections 1002.72 and 1002.97, F.S., and other applicable laws. The Contractor agrees not to use or disclose any information concerning Contractor’s services under this Contract for any purpose not in conformity with state and federal law or regulations except upon written consent of the public assistance recipient, or their responsible parent or guardian when authorized by law, if applicable, and then only with the prior written approval of the Office.

All Contractor personnel with access to confidential information while performing work under the Contract must receive instruction regarding the confidential nature of the information and the requirements of the contract.

25. Prohibition of Peripheral Devices for Confidential Data Storage The Contractor, including its employees, subcontractors, agents, or any other individuals to whom the Contractor exposes confidential information obtained under the Contract, shall not store, or allow to be stored, any confidential information on any portable storage media (e.g., laptops, thumb drives, hard drives, etc.) or peripheral device with the capacity to hold information. Failure to strictly comply with this provision shall constitute a breach of Contract.

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26. Return or Destruction of Confidential Data Upon termination of the Contract for any reason, Contractor agrees either to return to the Office or, if return is not feasible, destroy all confidential information in whatever form or medium that Contractor received from or created on behalf of the Office to include without limitation all backup tapes. This provision shall also apply to all confidential information that is in the possession of subcontractors or agents of Contractor. In such case, Contractor shall retain no copies of such information, including any compilations derived from and allowing identification of confidential information. Contractor shall complete such return or destruction as promptly as possible, but not more than ten (10) calendar days after the effective date of the conclusion of the Contract. Within the ten (10)-calendar day period, Contractor shall certify on oath in writing to the Office that such return or destruction has been completed.

If Contractor believes that the return or destruction of confidential information is not feasible, Contractor shall provide in writing within ten (10) days, the conditions that make return or destruction infeasible. Upon mutual agreement of the Parties that return or destruction is not feasible, Contractor shall continue the protections provided for in this contract as long as Contractor maintains the confidential information.

27. Breach of Confidentiality For purposes of this Contract, “Security Incident” means the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with Contractor operations; however, random attempts at access shall not be considered a security incident.

The Contractor shall notify the Office in writing of any Security Incident or breach of confidential information of which it becomes aware by its employees, subcontractors, agents or representatives. Contractor’s notification shall be made in writing to the Office within 24 hours after Contractor learns of the security incident or breach. Contractor’s notification shall identify: (i) the nature of the unauthorized use or disclosure, (ii) the confidential information used or disclosed, (iii) who made the unauthorized use or received the unauthorized disclosure, (iv) what Contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure, and (v) what corrective action Contractor has taken or shall take to prevent future similar unauthorized use or disclosure. Contractor shall provide such other information, including a full written report, as reasonably requested by the Office.

If the Office, at its sole discretion, determines that the Contractor has failed to comply with any confidentiality provision of this contract, or determines that prompt and satisfactory corrective action has not occurred, the Office has the unilateral right to suspend the Contract until it is satisfied that corrective action has been taken or may terminate the Contract. If the contract is terminated, Contractor must immediately surrender to the Office all confidential information and copies thereof obtained under the Contract and any other information relevant to the Contract.

The Contractor understands and agrees that all reasonable fees and costs necessary for the Office to remedy any breach of confidentiality due to the conduct of the Contractor, its

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employees, subcontractors, agents, or affiliates, or any individual within the control of the Contractor, shall be the responsibility of the Contractor. The Contractor shall cooperate in the defense and settlement of such claims. The obligations of this section shall survive the expiration or termination of the Contract.

The Contractor understands and agrees to the confidentiality and security provisions of this Contract regarding the requirements to safeguard the confidentiality of the information which is the subject of the Contract, and which is considered a material condition of the Contract. In the event that requirements to safeguard the information, unauthorized disclosure of the information, or the confidentiality of the information are compromised in any way, the Contractor will be subject to penalties as follows:

Criminal Penalties: The Contractor and any of its employees, agents, contractors, subcontractors, affiliates or any other individual that breaches the confidentiality requirements of the Contract are subject to any state or federal criminal sanctions provided by law, including, but not limited to penalties as provided for in ss. 443.171(5), 443.1715, and 119.10, F.S., the Florida Computer Related Crimes Act, or any other applicable state or federal laws or regulations. Civil Remedies: In addition to criminal sanctions, the Contractor and its employees, agents, contractors, subcontractors, affiliates or any other individual who breaches the confidentiality requirements of this Contract or applicable laws are subject to any and all civil remedies available to the Office and the State of Florida.

28. No Contract Services to be performed Outside the USA The Contractor and its subcontractors and agents are prohibited from (i) performing any of the Contract services outside the United States, or (ii) sending, transmitting or accessing any School Readiness Program or Voluntary Prekindergarten Education Program related data outside of the United States unless approved by the Office in writing. The Parties agree that a violation of this provision will:

A. Entitle the Office to immediately terminate the contract for cause upon email notice to

Contractor’s Contract Manager. B. Result in immediate and irreparable harm to the Office, entitling the Office to

immediate injunctive relief. C. Entitle the Office to recover damages for the breach. These damages will include all

reasonable costs incurred by the Office for investigations, forensic investigations, data recoveries, notifications and remediation.

29. Background Screening “Qualified entity”, as defined in s. 943.0542, F.S., means a business or organization, whether public, private, operated for profit, operated not for profit, or voluntary, which provides care or care placement services, including a business or organization that licenses or certifies others to provide care or care placement services.

Any contractor who meets the definition of “Qualified Entity” as defined in s. 943.0542, F.S. shall:

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A. ensure that background checks, including criminal history checks, are conducted on current and newly hired employees, including subcontractor employees, prior to the employee or subcontractor providing services under the Contract.

B. register with the Florida Department of Law Enforcement (FDLE) and have all of its employees assigned to work on this Contract screened in a manner consistent with s. 943.0542, F.S.

C. ensure that any Sub-Contractor it retains who also meets the definition of “qualified entity” to also register and have all of its employees assigned to work on this Contract (or subcontract) screened in a manner consistent with s. 943.0542, F.S.

D. provide verification for all personnel of Contractor and of any Sub-Contractor assigned to work on this contract of: a. Passing the level 2 background screening standards as set forth in s. 435.04, F.S., b. The highest level of education claimed, c. All applicable professional licenses claimed, and d. The past seven years of employment history.

E. not allow any employee or subcontractor employee to assist in the providing of services under the Contract if the background checks indicate that the employee fails to meet the qualification standards established pursuant to s. 435.04(2), F.S.

F. submit the above verifications for new personnel assigned to this Contract within thirty (30) calendar days of the beginning date of the Contract to the Office.

G. submit the above verification for new personnel assigned to this Contract before they begin work on the Contract to the Office. A level 2 background screening no earlier than ninety (90) days before the effective date of this contract shall be accepted as in compliance with this provision.

H. update the background screening every five years before the anniversary date of the prior/initial background screening check, and each year thereafter, if the individual continues to perform under the contract. To be in compliance, employee background screenings must be from no earlier than five years before the Contract’s effective date.

I. redo the background screening if there is a ninety day lapse in employment from working on this Contract in which case the person shall be rescreened before being assigned to this contract.

J. arrange for and pay all the costs for background screenings. K. Require each employee it assigns to this contract to notify the Contractor within ten

days of being arrested for any criminal offense. L. Review the alleged offense, determine if the offense is one that would exclude the

employee under a level 2 screening, and if so remove the employee from work on this contract. The employee may not return to work on this Contract until cleared of all charges. Not permit the employee to return to work on the contract until cleared of all charges.

Any Contractor or subcontractor who does not meet the definition of “Qualified Entity” but who will perform duties under this contract and who will have access to a child care location while children are present, or who will have access to confidential information about the children or their parent or guardian in either the School Readiness or Voluntary Prekindergarten Education program shall nevertheless comply with all of the above standards.

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Any Contractor or subcontractor who does not meet the definition of “Qualified Entity” and who will perform duties under this contract but will have absolutely no interaction with nor be present around a child in care nor will they have access to any confidential information about either a child in care or that child’s family is not required to submit its employees to a background screening.

30. Contractor as Independent Contractor In the Contractor’s performance of its duties and responsibilities under the Contract, it is mutually understood and agreed that the Contractor is at all times acting and performing as an independent contractor. The Office shall neither have nor exercise any control or direction over the methods by which the Contractor shall perform its work and functions other than as provided herein and in law. Nothing in the Contract is intended to or shall be deemed to constitute a partnership or joint venture between the Parties.

Except where the Contractor is a State agency, the Contractor, its Officers, agents, employees, subcontractors, or assignees, in performance of the Contract shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the State. Nor shall the Contractor represent to others that, as the Contractor, it has the authority to bind the Office unless specifically authorized to do so.

Unless agreed to by the Office in the Scope of Work, the Office will not furnish services of support (e.g., office space, office supplies, telephone service, secretarial, or clerical support) to the Contractor or its subcontractor or assignee.

All deductions for social security, withholding taxes, income taxes, contributions to unemployment compensation funds, and all necessary insurance for the Contractor, its officers, employees, agents, subcontractors, or assignees shall be the responsibility of the Contractor.

31. No Waiver of Sovereign Immunity Nothing contained in this contract is intended to serve as a waiver of sovereign immunity by any entity to which sovereign immunity may be applicable.

32. Insurance General Requirements All insurance coverage shall be maintained in full force and effect during the term of the Contract. Failure to maintain such coverage may void the Contract. In the event that any of the coverage is canceled by the insurer for any reasons, the Contractor shall immediately notify the Office of such cancellation and shall obtain replacement coverage acceptable to the Office and provide proof of such replacement coverage within ten (10) calendar days after the cancellation of coverage. If Contractor is a state agency or political subdivision as defined in Chapter 768, Florida Statutes, section 32 is limited to the extent required by section 768.28, Florida Statutes.

32.1. Office of Early Learning as Additional Insured The Office shall be named as an additional insured on all required insurance policies.

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32.2. Proof of Insurance All insurance policies shall be with the insurers qualified and doing business in Florida. The Office shall be furnished proof of coverage of insurance by standard ACORD form certificates of insurance accompanying the Contract documents. The Office shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor providing such insurance. 32.3. Liability Insurance The Contractor shall maintain adequate liability insurance coverage on a comprehensive basis and hold such liability insurance at all times during the existence of the Contract and any renewal(s) and extension(s) of it. By execution of the Contract, unless it is a State agency or subdivision as defined by subsection 768.28(2), F.S., the Contractor accepts full responsibility for identifying and determining the type(s) and extent of liability insurance necessary to provide reasonable financial protections for the Contractor and the clients to be served under the Contract. A self-insurance program established and operating under the laws of the State may provide such coverage. 32.4. Workers’ Compensation Insurance During the Contract term, the Contractor at its sole expense shall provide workers’ compensation insurance in accordance with Chapter 440, F.S., with such terms and limits as may be reasonably associated with the Contract with minimum employer’s liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. The policy shall cover all employees engaged in any Contract work. Employers who have employees who are engaged in work in Florida must use Florida rates, rules, and classifications for those employees. 32.5. Unemployment Compensation Insurance The Contractor, during the life of the Contract, must comply with the reporting and contribution payments required under Chapter 443, F.S., for all employees connected with the work of the Contract. 32.6. Errors and Omissions Insurance The Contractor shall obtain and keep in force during the life of the Contract, Errors and Omissions Insurance which shall indemnify and pay on behalf of the Contractor for direct loss which may be incurred due to human error, computer error, machine error, or equipment problems, whether caused by negligence, error, omission or mistake by the Contractor, subcontractor, any employee, officers or agents thereof. Errors and Omissions Insurance coverage shall not limit any liabilities or any other obligations that the Contractor has under the Contract.

33. Mandatory Reporting of Fraud and Criminal Activity The Contractor shall report to the Office’s Contract Manager within twenty-four (24) chronological hours all suspected or known instances of Contractor’s operational fraud or criminal activities relating to the Contract.

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34. Notification of Legal Action The Contractor shall notify the Office of legal actions taken against it or potential actions such as lawsuits, related to services provided through this contract or that may impact the Contractor’s ability to deliver the contractual services, or adversely impact the Office. The Office’s contract manager will be notified in writing within twenty-four (24) chronological hours of Contractor becoming aware of such actions or from the day of the legal filing, whichever comes first.

35. Whistleblower’s Act Requirements In accordance with subsection 112.3187(2), F.S., the Contractor and its subcontractors shall not retaliate against an employee for reporting violations of law, rule or regulation that creates and presents a substantial and specific danger to the public’s health, safety, or welfare. Furthermore, agencies or independent contractors shall not retaliate against any person who discloses information to an appropriate agency alleging improper use of governmental office, gross waste of funds, or any other abuse or gross neglect of duty on the part of any agency, public officer, or employee. The Contractor and any subcontractor shall inform its employees that they and other persons may file a complaint with the Office of Chief Inspector General, the Office’s Inspector General, and the Florida Commission on Human Relations or the Whistle-blower’s Hotline number at 1-800-543-5353.

36. Reasonable Assurances If Requested If the Office learns of the existence of legal or financial conditions during the term of the Contract, whether disclosed by the Contractor or independently discovered by the Office, that causes the Office concern that the Contractor’s ability or willingness to perform the Contract is jeopardized, then upon written demand by the Office, the Contractor shall provide to the Office in writing all reasonable assurances to demonstrate that the Contractor will be able to perform the Contract in accordance with its terms and conditions, and the Contractor and/or its subcontractor(s) has not and will not engage in conduct in performing services for the Office which is similar in nature to the conduct that is the subject of the legal or financial conditions causing such concern.

37. Loss of Federal or State Funding In the event funds to finance the Contract become unavailable or if federal and state funds upon which the Contract is dependent is withdrawn or redirected, the Office may terminate the Contract upon no less than twenty-four (24) hours written notice to the Contractor. Said notice shall be delivered by certified mail, return receipt requested or in person with proof of delivery. The Office shall be the final authority as to the availability of funds. In the event that the Office terminates the Contract for lack of funding, the Office shall pay the Contractor as follows:

For Contractor’s work in progress that has not yet culminated in a Deliverable accepted by the Office, the Office shall reimburse Contractor for all documented and verifiable costs reasonably incurred for such Contract work.

The Office shall reimburse Contractor for all documented and verifiable costs reasonably incurred terminating or winding down the Contract.

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In no event shall Contractor be entitled to receive, or the Office obligated to pay, any amounts in excess of what is legally appropriated and available for the Office to devote to Contract payments.

If such funds are not appropriated or available for the Contract purpose, such event will not constitute a default on part of the Office or the State. The Office agrees to notify the Contractor in writing at the earliest possible time if funds are not appropriated or available. The cost of services paid under any other Contract or from any other source is not eligible for reimbursement under the Contract.

The Contractor shall cooperate and make available any documentation in order for the State and the Office to comply with applicable federal statutes, laws, rules, policy, guidance and procedures as it relates to the funding of the Contract.

38. Intellectual Property – Patent Rights Pursuant to 45 CFR 92.36(i)(8), Contractor agrees that to the extent applicable under this contract to comply with the following: That Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Federal Government and the Contractor in any resulting invention in accordance with 37 C.F.R. part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements”, and any implementing regulations issued by the awarding agency. See this link for complete details if applicable: Rights to Inventions.

If any discovery or invention arises or is developed in the course of or as a result of work or services performed with funds from this Contract, or in any way connected with the Early Learning Programs or the Office, the Contractor shall refer the discovery to the Office.

Pursuant to s. 286.021, F.S., if the discovery or invention arises or is developed in connection with the use of state funds, the Office will refer it to the Department of State to determine whether patent protection will be sought in the name of the State of Florida. Any and all patent rights accruing under or in connection with the performance of this Contract are hereby reserved to the State of Florida.

39. Intellectual Property – Copyrights Pursuant to 45 C.F.R. 92.34, the U.S. Department of Health and Human Services, Administration for Children and Families, reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) the copyright in any work developed under the Contract; and (b) any rights of copyright to which the Office or the Contractor purchases ownership with grant support. See 45 CFR 92.36 (i)(9).

Pursuant to s. 286.021, F.S., and subject to claims of the U.S. Department of Health and Human Services, any and all copyrights accruing under or in connection with this Contract funded by the Office are hereby reserved to the State of Florida.

http://www.gpo.gov/fdsys/pkg/CFR-2012-title37-vol1/pdf/CFR-2012-title37-vol1-part401.pdf

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Anything by whatsoever designation it may be known, that is produced by, or developed in connection with, this Contract shall become the exclusive property of the State of Florida and may be copyrighted, patented, or otherwise restricted as provided by Florida or federal law. Neither the Contractor nor any individual employed under this Contract shall have any proprietary interest in the product. With respect to each Deliverable that constitutes a work of authorship within the subject matter and scope of U.S. Copyright Law, 17 U.S.C. Sections 102-105, such work shall be a “work for hire” as defined in 17 U.S.C. Section 101 and all copyrights subsisting in such work for hire shall be owned exclusively by the Office pursuant to s. 1006.39, F.S., on behalf of the State of Florida. In the event it is determined as a matter of law that any such work is not a “work for hire”, Contractor shall immediately assign to the Office all copyrights subsisting therein for the consideration set forth in the Contract and with no additional compensation. The foregoing shall not apply to any preexisting software, or other work of authorship used by Contractor, to create a Deliverable but which exists as a work independently of the Deliverable, unless the preexisting software or work was developed by Contractor pursuant to a previous Contract with the Office or a purchase by the Office under a State Term Contract. The Office shall have full and complete ownership of all software developed pursuant to the Contract including without limitation: the written source code, the source code files, the executable code, the executable code files, the data dictionary, the data flow diagram, the work flow diagram, the entity relationship diagram, and all other documentation needed to enable the Office to support, recreate, revise, repair, or otherwise make use of the software. This ownership interest will continue after the expiration or termination of the Contract. 40. Intellectual Property – Rights in Data All data created by the Office or its authorized agent(s) or received by the Contractor from the Office or its authorized agent(s), whether electronic or hardcopy, during the duration of the Contract are the property of the Office and must be surrendered to the Office upon expiration, termination or cancellation of the Contract at no cost to the Office. See 45 CFR 92.36(i)(9).

41. Change of Ownership of Contractor If a change of ownership of the Contractor is anticipated during the contract period following the Contract effective date, the Contractor must notify the Office’s Contract Manager by email within twenty-four (24) hours of learning of the potential change in ownership and describe the circumstances of such change and indicate when the change is likely to occur.

42. Staff Qualifications and Substitutions Contractor shall ensure that all staff assigned to this contract is qualified to deliver services under the terms and conditions of this Contract. Qualifications must include not only

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appropriate educational background based upon job duties, but also experience in similar or like employment. Staff qualifications must be in writing for all staff assigned to this contract while the contract remains in effect.

Contractor shall notify the Contract Manager by email no later than ten days of any changes in the staff assigned to this Contract, and shall include information related to replacement staff assigned to the Contract. Changes in staff are subject to review and approval of the Office.

43. Time is of the Essence Time is of the essence regarding the performance obligations set forth in the Contract.

44. Reports - Florida Abuse Hotline In compliance with Chapters 39 (s. 39.201, F.S.) and 415 (s. 415.1034, F.S.), F.S., any employee of the Contractor who knows or has reasonable cause to suspect:

That a child, is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child’s welfare or that a child is in need of supervision and care has no parent, legal custodian, or responsible adult relative immediately known and available to provide supervision and care; or,

That a vulnerable adult has been or is being abused, neglected, or exploited;

Then any employee of the Contractor shall immediately report such knowledge or suspicion to the Florida Abuse Hotline on the single statewide toll-free telephone number (1-800-96ABUSE). See 45 CFR 92.36(i)(7).

45. Reports - Office of Minority Business Enterprise Reports The Contractor shall submit to the Florida Department of Education on a quarterly basis a report listing all expenditures with Florida Certified Minority Business Enterprises as certified under s. 287.0943, F.S. The Contractor shall submit the quarterly minority expenditure report to the following address:

Florida Department of Education Bureau of Contracts, Grants and Procurement, CMBE Coordinator 325 West Gaines Street, 332 Turlington Building Tallahassee, FL 32399-0400

46. Reports – For Additional Reporting Requirements See the Scope of Work See 45 CFR 92.36(i)(7).

47. Licenses, Permits, and Taxes The Contractor shall pay for all licenses, permits, taxes, or other fees required for the performance of this Contract.

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48. Compliance with Applicable Laws The Contractor shall comply with all applicable Federal, State of Florida, and local laws governing its performance of the Contract, which include, but are not limited to, the following:

A. Chapter 1002, Part VI, F.S., School Readiness Program; B. Chapter 1002, Part V, F.S., Voluntary Prekindergarten Education Program (VPK); C. Section 215.97, F.S., State Single Audit Act; D. Chapter 119, F.S., Public Records; E. OMB Circulars, as applicable:

a. A-21 - Educational institutions b. A-87 - State, Local, and Indian Tribal Governments Cost Principles (2 CFR Part

225), c. A-102 - State and Local Governments d. A-110 - Uniform Administrative Requirements (2 CFR Part 215), (45 CFR Part 74); e. A-122 - Cost Principles for Nonprofit Subrecipients (2 CFR Part 230), and f. A-133 - Audits of States, Local governments, and Non-Profit Organizations (45

C.F.R. part 74.26); F. Child Care Development Fund (CCDF) Block Grant, 42 U.S.C. s. 9858 et seq., as

implemented by: a. 45 CFR Part 98 - Child Care and Development Fund: Final Rule; b. 45 CFR Part 99 - Procedures for Hearings for the Child Care and Development

Fund; G. Section 418 of the Social Security Act, as amended by Title VI of the Personal

Responsibility and Work Opportunity Reconciliation Act, 42 U.S.C. Section 618; H. Provisions of the Current Approved CCDF State Plan including all Approved

Amendments or Revisions; I. 45 C.F.R. Part 92, (Common Rule); J. The Temporary Assistance for Needy Families Statutes, 42 U.S.C. s. 601, and et seq.,

as implemented by 45 C.F.R. parts 260-265; K. The most recent HHS Grant Policy Statement along with all applicable federal policies

generally described therein; L. Florida Reference Guide to State Expenditures, and, M. All applicable requirements of all other Federal and State laws, local codes and

ordinances, executive orders, regulations and policies.

49. Equal Employment Opportunity (E.E.O.) The Contractor agrees that it shall comply with Executive Order (E.O.) No. 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR, 1964-1965 Comp. p. 339), September 24, 1965, as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” of October 13, 1967, and as supplemented by Department of Labor regulations (41 CFR part 60), “Office of Federal Compliance Programs, Equal Opportunity, Department of Labor”. See 45 CFR 92.36(i)(3).

50. Clean Air Act and Federal Water Pollution Control Act Pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), as amended, if this grant or contract is in an amount in

http://www.myfloridacfo.com/aadir/reference_guide/Reference_Guide_For_State_Expenditures.pdf

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excess of $100,000, Contractor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). See 45 CFR 92.36(i)(12).

51. Energy Efficiency The Contractor shall comply with mandatory standards and policies relating to energy efficiency which are contained in the State of the energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163). See 45 CFR 92.36(i) (13).

52. Trafficking Victims Protection Act of 2000 - (TVPA) Human Trafficking Requirements are hereby adopted and incorporated herein by reference as if fully set forth herein. (22 U.S.C. 7104(g), as amended)

53. "The Transparency Act" (as defined in 2 CFR Part 170) The following award term is hereby adopted and incorporated herein by reference as if fully set forth herein:

Transparency Act Requirements: Awards under these programs are included under the provisions of P.L. 109-282, the “Federal Funds Accountability and Transparency Act of 2006” (FFATA). Under this statute, the State is required to report information regarding executive compensation and all sub-grants, contracts and subcontracts in excess of $25,000 through the (Federal Sub-award Reporting System) and in accordance with the terms found in Federal regulations at 2 CFR Part 170, including Appendix A.

54. Purchase of American-Made Equipment and Products Contractor agrees that, to the greatest extent practicable, all equipment and products purchased with funds made available by this Contract will be American-made.

P. L. 103-333, the Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995, § 507 – “It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available in this Act should be American-made.”

55. E-Verify Requirements Contractor agrees to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Contractor during the contract term. Also, Contractor agrees to include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the Contract utilize the E-Verify system to verify employment of all new employees hired by the subcontractor during the contract term. Contractor agrees to provide the Office, within thirty days of the effective date of this contract, documentation of enrollment in the E-Verify program in the form of a copy of the E-Verify “Edit Company Profile” screen, which contains proof of enrollment in the

http://www.acf.hhs.gov/grants/award-term-and-condition-for-trafficking-in-persons

https://www.fsrs.gov/

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program. (This page can be accessed from the “Edit Company Profile” link on the left navigation menu of the E-Verify employer’s homepage.) Contractor further agrees that it will require each subcontractor that performs work under this contract to enroll and participate in the E-Verify program within ninety days of the effective date of the contract or within ninety days of the effective date of the contract between the Contractor and the subcontractor, whichever is later. The Contractor shall obtain from the subcontractor(s) a copy of the “Edit Company Profile” screen indicating the enrollment in the E-Verify program and make such record(s) available to the Office upon request. Contractor further agrees to maintain records of its participation and compliance with the provisions of the E-Verify program, including participation by its subcontractors as provided above, and to make such records available to the Office.

56. Unauthorized Alien(s) Contractor agrees that unauthorized aliens shall not be employed. The Office shall consider the employment of unauthorized aliens a violation of Section 274A (e) of the Immigration and Nationality Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral cancellation of the Contract by the Office.

57. Discriminatory Vendor List In accordance with s. 287.134(2)(a), F.S.: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity. See s. 287.134(3)(a), F.S. 58. Convicted Vendor List In accordance with s. 287.133(2)(a) and (b), F.S. : A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. See s. 287.133(2), F.S.

59. Scrutinized Companies Lists Scrutinized Companies Lists Provisions and Certification - section 287.135, Florida Statutes

A company that, at the time of bidding or submitting a proposal for a new contract or renewal of an existing contract, is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List,

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created pursuant to s. 215.473, F.S., or is engaged in business operations in Cuba or Syria, is ineligible for, and may not bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more. S. 287.135(2), F.S.

Any contract with an agency or local governmental entity for goods or services of $1 million or more entered into or renewed on or after July 1, 2012, must contain a provision that allows for the termination of such contract at the option of the awarding body if the company is found to have submitted a false certification as provided under subsection (5), been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria. s. 287.135(3)(b), F.S.

At the time a company submits a bid or proposal for a contract or before the company enters into or renews a contract with an agency or governmental entity for goods or services of $1 million or more, the company must certify that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or that it does not have business operations in Cuba or Syria. s. 287.135(5), F.S.

If this Contract is in the amount of $1 million or more, in accordance with the requirements of s. 287.135(5), F.S., Contractor, by signing this contract, hereby certifies that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or that it does not have business operations in Cuba or Syria. 60. Lobbying Pursuant to s. 216.347, F.S., no funds awarded under this Contract may be used for the purpose of lobbying the Legislature, the judicial branch, or a State agency.

61. Assurances The following Assurances are hereby adopted and incorporated herein by reference as if fully set forth herein.

EACH MUST BE PRINTED AND SIGNED AND ATTACHED TO THIS CONTRACT WHEN THE CONTRACT IS SIGNED. THIS CONTRACT IS NOT VALID UNTIL EACH HAS BEEN COMPLETED IN FULL, SIGNED, AND ATTACHED TO AN ORIGINAL SIGNED CONTRACT.

A. SF-424B Non-construction Programs B. SF-424D Construction Programs. – IF APPLICABLE

http://www.flsenate.gov/Laws/Statutes/2012/215.473

http://www.acf.hhs.gov/sites/default/files/assets/sf424b.pdf

http://www.acf.hhs.gov/sites/default/files/assets/sf424dv2.pdf

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62. Certifications The following Certifications are hereby adopted and incorporated herein by reference as if fully set forth herein. SEVERAL REQUIRE SIGNATURE AS STATED BELOW. FOR THOSE THAT REQUIRE SIGNATURE, EACH MUST BE PRINTED AND SIGNED AND ATTACHED TO THIS CONTRACT WHEN THE CONTRACT IS SIGNED. THIS CONTRACT IS NOT VALID UNTIL EACH HAS BEEN COMPLETED IN FULL, SIGNED, AND ATTACHED TO AN ORIGINAL SIGNED CONTRACT.

A. Filing and Payment of Taxes Certification. IF APPLICABLE, SIGNATURE

REQUIRED B. Lobbying Certification. SIGNATURE REQUIRED C. Debarment Certification - Primary D. Debarment Certification - Lower Tier E. Drug-free Certification. NOT REQUIRED FOR VENDORS F. Environmental Tobacco Smoke Certification

http://www.acf.hhs.gov/sites/default/files/assets/cert_filing_pay_fed_taxes_2008.pdf

http://www.acf.hhs.gov/grants/certification-regarding-lobbying

http://www.acf.hhs.gov/grants/certification-regarding-debarment-suspension-and-other

http://www.acf.hhs.gov/grants/certification-regarding-debarment-suspension-and-other-0

http://www.acf.hhs.gov/grants/certification-regarding-drug-free-workplace-requirements

http://www.acf.hhs.gov/grants/certification-regarding-environmental-tobacco-smoke

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Attachment 2 – Contractor (Subrecipient) Monitoring and Audit Requirements The administration of resources awarded by the Office to the Contractor may be subject to audits and monitoring by the Office as described in this attachment.

1. Limitation This Attachment is only applicable to a Contractor who has been identified as a subrecipient in section 1 of the Standard Contract.

2. Accounting and Auditing Standards The Contractor is subject to the requirements of OMB Circular A-133 which states that audits must be conducted in accordance with generally accepted government auditing standards (GAGAS) issued by the Comptroller General of the United States and generally accepted accounting principles (GAAP) identified by the American Institute of Certified Public Accountants (AICPA). The AICPA has identified the Accounting Standards Codification (ASC) developed by the Financial Accounting Standards Board (FASB) as the GAAP applicable to nongovernmental entities such as the Contractor.

3. Monitoring In addition to reviews of audits conducted in accordance with OMB Circular A-133 and s. 215.97, F.S., as revised (see “AUDITS” below), the Office may conduct or arrange for monitoring of activities of the Contractor. Such monitoring activities may include, but not be limited to, on-site visits by the Office’s staff, contracted consultants, or limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this contract, the Contractor agrees to comply and cooperate with any monitoring procedures or processes deemed appropriate by the Office. In the event the Office determines that a limited scope audit of the Contractor is appropriate, the Contractor agrees to comply with any additional instructions provided by the Office’s staff to the Contractor regarding such audit. The Contractor further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the United States Department of Health and Human Services, the Department of Financial Services, or Florida’s Auditor General.

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Audits

1. Part I: Federally Funded This part is applicable if the Contractor is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised.

In the event that the Contractor expends $500,000 or more in Federal awards in its fiscal year, the Contractor must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. The Office’s Notice of Award or Contract Routing Form indicates Federal resources awarded through the Office by this contract. In determining the Federal awards expended in its fiscal year, the Contractor shall consider all sources of Federal awards, including Federal resources received from the Office. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the Contractor conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised, will meet the requirements of this part.

In connection with the audit requirements addressed in Part I, above, the Contractor shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised.

If the Contractor expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the Contractor expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-Federal resources (i.e., the cost of such an audit must be paid from Contractor resources obtained from other than Federal entities).

2. Part I: Federally Funded – Miscellaneous Matters The audits shall cover the entire Contractor’s organization for the organization’s fiscal year. Compliance findings related to contracts with the Office shall be based on the contract requirements, including any rules, regulations, or statutes referenced in the Contract. The financial statements shall disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due to the Office shall be fully disclosed in the audit report with reference to the Office contract involved. Additionally, the results from the Office’s annual financial monitoring reports must be included in the audit procedures and the OMB A-133 audit reports.

If not otherwise disclosed as required by section .310(b)(2) of OMB Circular A-133, as revised, the schedule of expenditures of Federal awards shall identify expenditures by contract number for each contract with the Office in effect during the audit period.

Commercial Organizations (i.e., For Profit Corporations) - Non-Federal Audits (45 CFR 74.26)

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(1) Recipients and subrecipients that are commercial organizations (including for-profit hospitals) have two options regarding audits:

(i) A financial related audit (as defined in the Government Auditing Standards,

GPO Stock #020–000–00–265–4) of a particular award in accordance with Government Auditing Standards, in those cases where the recipient receives awards under only one HHS program; or, if awards are received under multiple HHS programs, a financial related audit of all HHS awards in accordance with Government Auditing Standards; or

(ii) An audit that meets the requirements contained in OMB Circular A–133.

(2) Commercial organizations that receive annual HHS awards totaling less than OMB Circular A–133's audit requirement threshold are exempt from requirements for a non-Federal audit for that year, but records must be available for review by appropriate officials of Federal agencies. A web site that provides links to several Federal Single Audit Act resources can be found at: Federal Single Audit Act Resources.

3. Part II: State Funded This part is applicable if the Contractor is a non-state entity as defined by s. 215.97(2), F.S. – The Florida Single Audit Act.

In the event that the Contractor expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year of such Contract, the Contractor must have a State single or project-specific audit for such fiscal year in accordance with s. 215.97, F.S.; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. The Office’s Notice of Award or Contract Routing Form indicates state financial assistance awarded through the Office by this contract. In determining the state financial assistance expended in its fiscal year, the Contractor shall consider all sources of state financial assistance, including state financial assistance received from the Office, other state agencies, and other non-state entities. State financial assistance does not include Federal direct or pass-through awards and resources received by a non-state entity for Federal program matching requirements.

In connection with the audit requirements addressed in Part II, paragraph 2, above, the Contractor shall ensure that the audit complies with the requirements of s. 215.97(8), F.S. This includes submission of a financial reporting package as defined by s. 215.97(2), F.S., and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.

If the Contractor expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of s. 215.97, F.S., is not required. In the event that the Contractor expends less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of s. 215.97, F.S., the cost of the audit must be paid from the non-state entity’s resources (i.e., the cost of

http://harvester.census.gov/sac/sainfo.html

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such an audit must be paid from the Contractor’s resources obtained from other than State entities).

4. Part II: State Funded – Miscellaneous Matters Additional information regarding the Florida Single Audit Act can be found at: Florida Single Audit Act.

5. Part III: Other Audit Requirements

6. Related Party Disclosures The Contractor shall ensure that all related party transactions are included in the financial statement footnote disclosures in accordance with requirements defined in Financial Accounting Standards Board (FASB) Accounting Standards Codification (ASC) 850, Related Party Disclosures. Generally accepted auditing standards (GAAS) require that financial statement auditors evaluate whether the related party transaction(s) are adequately disclosed in the financial statements. The Contractor will ensure that all possible related party transactions are disclosed to the financial statement auditor(s). In addition, the Contractor will ensure compliance with the applicable requirements of Chapter 112, F.S., as required by s. 1002.83(8), F.S.

7. Auditor Work Papers On Internal Controls The Contractor shall also obtain the internal control work-papers from the auditor(s) performing their annual independent financial statement audit. The Contractor will keep these work-papers onsite as part of their financial records and will provide a copy to the Office as part of the Contractor’s reporting package per the instructions in this Attachment, Part IV, entitled Report Submission.

8. Compliance and Reporting On Internal Controls The Contractor is required to perform a self-assessment of internal controls by completing the Office’s annual Internal Control Questionnaire (ICQ) Survey Form. The Contractor shall provide a copy of the completed annual ICQ Survey Form to the Office, as instructed below, by September 30th of each contract award period unless other written instructions are provided by the Office.

Each Contractor shall submit electronically the completed ICQ and any other supporting files considered necessary to the following SharePoint Zone site: FMSAS/2012-13 ICQ - Completed.

The Office will provide the annual ICQ Survey Form to the Contractor by July 1 of each award period in an electronic format, unless other arrangements are made by the Office. The annual ICQ Survey Form will help the Contractor document that the primary objectives of internal controls pertaining to compliance requirements for Federal Programs, including the following, are met, in accordance with OMB Circular A-133 section _.105:

1. Transactions are properly recorded and accounted for; 2. Transactions are executed in compliance with laws, regulations and contract provisions; and

http://www.myflorida.com/audgen/pages/pdf_files/fsaa%20q_a.pdf

http://www.myflorida.com/audgen/pages/pdf_files/fsaa%20q_a.pdf

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3. Funds, property and other assets are safeguarded against loss from unauthorized use or disposition.

(NOTE: This part is used to specify any additional audit requirements imposed by the State awarding entity that are solely a matter of that State awarding entity’s policy (i.e., the audit is not required by Federal or State laws and is not in conflict with other Federal or State audit requirements). Pursuant to s. 215.97(8), F.S., State agencies may conduct or arrange for audits of state financial assistance that are in addition to audits conducted in accordance with s. 215.97, F.S. In such an event, the State awarding agency must arrange for funding the full cost of such additional audits.

9. Part IV: Report Submission Copies of reporting packages (including any management letter issued by the auditor) for audits conducted in accordance with OMB Circular A-133, as revised, and required by PART I of Attachment 2, Audits, shall be submitted, when required by Section .320 (d), OMB Circular A-133, as revised, by or on behalf of the Contractor directly to each of the following:

The Office at each of the following addresses:

Office of the Inspector General Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399 Financial Management Systems Assurance Section (FMSAS) Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399

The Federal Audit Clearinghouse as designated in OMB Circular A-133, as revised, with the number of copies as required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, at the following address:

Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville, IN 47132

Other Federal agencies and pass-through entities in accordance with Sections .320(e) and (f), OMB Circular A-133, as revised

Pursuant to Section .320(f), OMB Circular A-133, as revised, the Contractor shall submit a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any management letter issued by the auditor, to the Office at each of the addresses listed above.

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Copies of financial reporting packages required by PART II shall be submitted by or on behalf of the Contractor directly to each of the following:

The Office at each of the following addresses:

Office of the Inspector General Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399 Financial Management Systems Assurance Section (FMSAS) Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399

The Auditor General’s Office at the following address: Auditor General’s Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450

Any reports, management letter, or other information required to be submitted to the Office pursuant to this agreement shall be submitted timely in accordance with OMB Circular A-133, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.

Contractor, when submitting financial reporting packages to the Office for audits done in accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered to the Contractor in correspondence accompanying the reporting package. All items Auditor General Rule 10.656(3) requires, as described on the Auditor General’s Financial Reporting Package Submittal Checklist and the related checklist instructions must be included for a reporting package to be considered complete.

http://www.myflorida.com/audgen/pages/pdf_files/fsaa_submittal_13.pdf

http://www.myflorida.com/audgen/pages/pdf_files/fsaa_submittal_13.pdf

http://www.myflorida.com/audgen/pages/pdf_files/electronic_filing_nonprofits_profits.pdf

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Attachment 3 – Scope of Work

A. General statement 1. Purpose

The purpose of this Contract is to establish the terms and conditions with the ELC related to activities to implement the Early Learning Performance Funding Pilot Project. The ELC 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 will also perform administrative/project management tasks in support of the Early Learning Performance Funding Pilot Project.

2. Program description The Early Learning Performance Funding Pilot Project 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.

3. Authority The 2014-15 General Appropriations Act, Specific Appropriation 87, conveys the provisions for the pilot program with input for specific instructions from the mandated workgroup in coordination with the Office of Early Learning.

4. Funding The source of funds for this contract is the Child Care and Development Block Grant Fund.

5. Major project goals The major goals for the Early Learning Performance Funding Pilot Project are

5.1. Determine whether the training provided has an impact on teacher interactions with children or on child outcomes through the random assignment of participating providers to either the pilot or comparison group.

5.2. Collect teacher-level and child-level data. 5.3. Emphasize school readiness providers in areas with high-needs populations. 5.4. Reward providers for participation and for improved school readiness outcomes.

B. Terms and definitions 1.0 Benchmark – Measurement used to establish project progress made up of deliverables,

responsible party and due dates for each. 2.0 Classroom Assessment Scoring System (CLASS®, CLASS) – An observation-based

program assessment instrument that measures teacher-child interactions in three broad domains – emotional support, classroom organization and instructional support. CLASS is a registered trademark of Teachstone.

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3.0 Classroom level – The following table defines each classroom age level – Classroom Age of Children Infant Less than12 Months 1-Year-Olds 12 Months or Older 2-Year-Olds 24 Months or Older 3-Year-Olds 36 Months or Older Pre-K 48 Months up to 72 Months

Note – Some providers may have blended classrooms that combine age groups. 4.0 CLASS observation – Observational assessment performed in a classroom by a

Teachstone Training LLC-certified observer that measures teacher-child interactions. 5.0 Class I Violation – An incident of noncompliance that is the most serious in nature, poses

an imminent threat to a child, including abuse or neglect, and that could or does result in death or serious harm to the health, safety or well-being of a child resulting in a violation pursuant to Rule 65C-22.010(1)(d)1, Florida Administrative Code.

6.0 Class II Violation – An incident of noncompliance that is less serious in nature than Class I violations and could be anticipated to pose a threat to the health, safety or well-being of a child, although the threat is not imminent resulting in a violation pursuant to Rule 65C-22.010(1)(d)2, Florida Administrative Code.

7.0 Classroom List – A list of participating classrooms submitted into the ELPFPP application by participating providers that identify each participating classroom and its care level.

8.0 Comparison group provider – Child care providers, selected by OEL, under contract with the ELC that serve as a comparative group for an independent project evaluation.

9.0 Comprehensive Assessment Tool – An age-appropriate assessment tool that will be identified as aligned with state early learning guidelines. This tool will include a pre- and post-assessment.

10.0 Contracted Evaluator – An independent research entity under contract with OEL to oversee the project, perform assessments and compile results.

11.0 Early Learning Florida – Early Learning Florida is a statewide online/blended professional development learning system for early learning professionals designed and implemented by the University of Florida Lastinger Center for Learning.

12.0 Early Learning Florida training – Training provided to pilot group providers and instructors/directors through the Early Learning Florida professional development learning system. Each course is 10 instructional hours.

13.0 Early Learning Performance Funding Pilot Project (ELPFPP; project) – An early learning professional development initiative funded by the Florida Legislature to reward child care providers and instructors for improving SR Program outcomes.

14.0 Early Learning Coalition (ELC; Coalition) – Part of a system of 30 statutorily-created local entities in Florida that implement early learning programs at the local level including, but not limited to, the School Readiness Program, Child Care Resource and Referral Program (CCR&R), Child Care Executive Partnership (CCEP) Program and the Voluntary Prekindergarten Education (VPK) Program. Each coalition implements an approved plan that includes a comprehensive program of school readiness services that enhance the cognitive, social and physical development of children to achieve the performance standards and outcome measures OEL specifies.

15.0 ELPFPP System – Web-based application used by OEL, the ELCs, and the pilot group and comparison group providers for submitting and verifying deliverables required under the terms and conditions of the contract. See http://earlylearningpfp.fldoe.org/.

http://earlylearningpfp.fldoe.org/


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16.0 High needs – Participating provider status located in a census poverty track. Fifty percent of the children under age 6 in the area are below 150 percent of the poverty level.

17.0 Instructor/Director Roster – List of instructors/directors, their credentials and training entered into the ELPFPP Web-based form application by a participating pilot or comparison group provider.

18.0 Introduction to the CLASS – An online, interactive self-study program in which participants are provided an overview of the CLASS Domains and Dimensions.

19.0 Making the Most of Classroom Interactions (MMCI) – Twenty hours of instruction provided to a pilot group participant by an ELC employee, known as an MMCI specialist. MMCI training teaches participants how to define and identify teacher-child interactions as the CLASS observation instrument describes. MMCI is a training component of CLASS by Teachstone.

20.0 Making the Most of Classroom Interactions (MMCI) Participant Kit – A publication provided to MMCI participants that describes effective interactions in real classrooms and how to interact intentionally to increase children’s learning. All MMCI Participant Kits include the MMCI Participant Guide, a Dimensions Guide and a CLASS video library from Teachstone. The video library provides opportunities to view many examples of effective teacher-child interactions.

21.0 Office of Early Learning (OEL) – The Office of Early Learning is the lead agency for the CCDF Program and is the governmental entity providing oversight and administration for early learning programs in Florida, consisting of, but not limited to, the School Readiness Program (child care subsidies), CCR&R, CCEP Program and the VPK Education Program and is the acting fiscal agent for the State Advisory Council.

22.0 Participant Payment – Payment to participating providers that includes participation incentive payments and classroom/provider end-of-year bonuses. The participation incentives will be paid quarterly to pilot group providers and comparison group providers. Participant payments will include a base incentive, additional incentive for “high-need” location and possible end-of-year bonus.

23.0 Participating classroom – Each 1-year-old through pre-k classroom with a minimum of one SR child enrolled as of 10/16/2014.

24.0 Participating instructor/director – The director of the provider and each 1-year-old through pre-k classroom with a minimum of one SR child enrolled as of 10/16/2014.

25.0 Participating Provider – Status of a contracted pilot group or comparison group provider determined by the ELC to be current with all project benchmarks and deliverables. Providers who are not current with project benchmarks and deliverables are not considered participating providers and are not eligible for payment by the ELC under the terms and conditions of the Contract.

26.0 Project provider group – Includes the pilot group providers and the comparison group providers.

27.0 Pilot group provider – Child care provider under contract with the ELC and participating in the ELPFPP.

28.0 Quality Expenditures Report Planned Expenditures – Purchases that are planned within the contract period and listed on Attachment 7 – Quality Expenditures Report, but have not been completed.

29.0 School Readiness Child (SR Child) – A child attending a child care provider through the school readiness program.

30.0 School Readiness (SR) Program – The Florida SR Program offers financial assistance to low-income families for early education and care so they can become financially self-sufficient and their young children can be successful in school in the future.


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31.0 Social-emotional development measures – The assessment instruments identified by OEL/Contracted Evaluator used to measure social-emotional development of children in participating providers. The two tools identified are the Social Competence and Behavior Evaluation and the Strengths and Weaknesses of ADHD Symptoms and Normal Behaviors Rating Scale. 31.1 Strengths and Weaknesses of ADHD Symptoms and Normal Behaviors Rating Scale

(SWAN) is a measure of children’s self-regulation in the classroom context. 31.2 Social Competence and Behavior Evaluation (SCBE-30) is a rating scale of young

children’s prosocial behavior and problem behaviors, including social competence, anger/aggression (externalizing problems) and anxiety (internalizing problems) scales.

32.0 Statement of Quality Activities – Certification required by the comparison group providers that shall be completed and uploaded into the ELPFPP System. See Attachment 8.

33.0 WELS – The SaaS Web-based Early Learning System that serves as the early learning classroom support system where CLASS observers upload CLASS assessment data that WELS uses to generate individual classroom improvement plans.

C. ELC Service and Administrative/Project Management Service Provisions 1. CLASS assessment

1.1. The ELC shall provide or conduct CLASS observations for each pilot group and comparison group provider. 1.1.1. The CLASS observations shall be completed for each participating classroom

as identified in the Classroom List in the ELPFPP System. The classroom list shall include classrooms with a minimum of one SR child enrolled as of 10/16/2014. Each classroom that receives a pre-assessment shall receive a post-assessment.

1.1.2. An observation pre-assessment shall be scheduled for each applicable classroom prior to 10/31/2014 (Benchmark 1).

1.1.3. The observation pre-assessment shall be complete for each applicable classroom by 11/14/2014 (Benchmark 1A). The ELC may submit evidence of completion for pre-assessments with Benchmark 1 or Benchmark 1A invoice. Class Observation pre-assessments completed between 10/16/2014 and 11/14/2014 satisfy this requirement.

1.1.4. An observation post-assessment shall be completed between 4/1/2015 and 6/30/2015 (Benchmark 4). Post-assessments shall only be conducted on those classrooms that have a completed pre-assessment.

1.1.5. Completed observations shall be input into WELS by the CLASS observer. Providers should be flagged to be able to identify pilot group and comparison group. WELS input is required to document completion of the CLASS Observation.

1.2. CLASS observation assessments provided by the ELC to pilot group and comparison group providers shall 1.2.1. Be delivered by Teachstone Training LLC-certified CLASS observers. The

ELC may subcontract with other entities for CLASS observer services provided by certified CLASS observers. If CLASS observations are provided in-kind, the ELC shall not invoice OEL for the fixed unit price per CLASS observation under this contract or any other SR contract/grant agreement.

1.2.2. Be scheduled to occur during normal provider business hours.


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1.2.3. Be conducted within the benchmark period designated in the deliverables table in section F – Deliverables.

1.3. Participating providers will notify the ELC of any change in instructors of each classroom on the Classroom List within five calendar days of change and will reflect the change in the subsequent instructor/director roster submission.

2. MMCI Training 2.1. The ELC-designated MMCI trainer shall provide MMCI training to pilot group

provider participating instructors/directors or confirm that the pilot group provider participating instructors/directors have previously completed the training. 2.1.1. MMCI training is required for participating instructors/directors listed on the

Instructor/Director Roster of each pilot group provider. 2.1.2. A minimum of four instructional hours of MMCI training must have been

completed between 9/1/2012 and 12/31/2014 (Benchmark 2). The ELC shall confirm the pilot group providers’ certification in the ELPFPP system and shall submit a Teachstone Training generated report listed by instructor/director documenting completion of required hours with the ELC invoice.

2.1.3. A minimum of 10 instructional hours of MMCI training must have been completed between 9/1/2012 and 3/31/2015 (Benchmark 3). The ELC shall confirm the pilot group providers’ certification in the ELPFPP system and shall submit a Teachstone Training generated report listed by instructor/director documenting completion of required hours with the ELC invoice.

2.1.4. A full 20-hour MMCI training must have been completed between 9/1/2012 and 6/30/2015 (Benchmark 4). The pilot group provider is required to submit a certificate of completion.

2.2. MMCI training provided by the ELC to pilot group providers or previously completed within the approved date range shall 2.2.1. Be delivered by a Teachstone Training LLC-certified MMCI instructor. The

ELC may subcontract with other entities for MMCI training provided by certified MMCI instructors. If the MMCI training is provided in-kind, the ELC shall not invoice OEL for reimbursement under this or any other SR contract/grant agreement.

2.2.2. Provide 20 instructional hours of training on the CLASS pre-k dimensions. 2.2.3. Instruct participants on understanding the key teacher-child interactions that

improve children’s learning as the CLASS Dimensions describe. 2.2.4. Teach participants to define and identify teacher-child interactions, as the

CLASS observation instruments describe, that predict children’s development. 2.2.5. MMCI instructors must use approved MMCI participant materials.

3. ELC Administrative and Project Management The ELC shall – 3.1. Prepare and execute subcontracts with all pilot group and comparison group

providers identified to the ELC by OEL. 3.2. Submit a copy of the signature page of all approved project provider group

subcontracts to the OEL Program and Contract Managers assigned to the contract (Benchmark 1).

3.3. Review accuracy of project subcontract payment documentation and process invoice payments to project providers on a quarterly basis per the schedule established in Attachment 3, section F – Deliverables.


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3.4. Manage and distribute payments to participating providers assigned to the pilot group

and the comparison group providers who have met all benchmark deliverables for the pay period per the rates established in Attachment 4 – Budget. Participation payments shall be made to participating providers as follows, unless written approval is received from OEL for a later date or if the financial consequences have been initiated –

Benchmark Payment Date 1 11/14/2014 2 1/15/2015 3 4/15/2015 4 7/15/2015

3.5. Compile all project evidence of completion documentation listed in Attachment 3, section F – Deliverables and submit to OEL with the associated invoice.

3.6. Provide instruction to participating Providers on reporting child-level detail for pre- and post-assessments and pre- and post- CLASS observations.

3.7. Communicate and follow up with providers regarding project timelines, timeliness and any missing deliverables documentation.

3.8. Work with the contracted evaluator as needed to ensure appropriate parental consent forms are obtained.

3.9. Maintain accurate and current fiscal and programmatic information and records. 3.10. Be available to meet with the OEL Program Manager on an as-needed basis to keep

OEL informed about ongoing project activities.

4. ELC Provider and OEL Compliance Notification Requirement 4.1. Notification for noncompliance with eligibility requirements.

Providers selected for participation in the ELPFPP met the criteria of having no Class I licensing violations and no more than two Class II violations within the past two years (June 1, 2012 – May 31, 2014). This criterion was evaluated during the application phase. To ensure continued compliance – 4.1.1. The provider is required to notify the ELC within two business days of

receiving a Class I or Class II licensing violation during the duration of their contract pilot project contract.

4.1.2. The Pilot group provider or comparison group provider shall sign the contract and certify that the provider continues to meet this eligibility requirement.

4.1.3. The ELC is responsible to notify OEL within two business days of the provider’s notification of Class I or Class II violations, or if the ELC becomes aware of such violations.

4.1.4. The ELC shall immediately terminate a provider who 4.1.4.1. Receives a Class I violation during the contract term. 4.1.4.2. Previously had a Class II violation and receives a second Class II

violation during the contract term. 4.1.4.3. Misrepresented previous Class I or multiple Class II violations

received prior to entering the pilot program that would have otherwise disqualified the provider from being a participating provider.


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4.1.5. In the event that a provider with no Class II violations receives his or her first CLASS II violation during the contract term, the ELC shall notify the provider in writing that if the provider receives a second Class II violation during the contract term the provider will be terminated.

4.2. Notification related to delinquent provider deliverables. 4.2.1. Any provider deliverables delinquent greater than 15 calendar days shall be

considered not completed and the provider shall be considered not participating.

4.2.2. Providers who are not current with project benchmarks and deliverables are considered non-participating providers and are not eligible for payment by the ELC for the benchmark pay period and any benchmark pay periods thereafter.

4.2.3. The ELC shall send notification in writing to any non-participating provider that delinquent deliverables must be cured within 15 calendar days of receipt of notification or the provider’s ELPFPP contract will be terminated pursuant to terms of the contract.

4.2.4. If the delinquency is resolved within the mandated time period the ELC shall notify the provider that it is now considered a participating provider and payment under the terms and conditions of this contract may be reinstated.

4.2.5. The ELC shall notify the OEL Contract Manager within two business days of all provider notifications of delinquent deliverables and terminations.

4.3. Notification of change in pilot group or comparison group providers. The ELC will notify OEL of any change in instructor of a classroom on the classroom list within two business days of the ELC’s notification from the pilot group or comparison group provider.

4.4. Notification related to termination of contract to provide School Readiness Services. 4.4.1. In the event that the contract between the ELC and the Pilot or Comparison

Group Provider for School Readiness Services is terminated for any reason, the ELC shall notify the Pilot or Comparison Group Provider of its intent to terminate this contract.

4.4.2. Termination of this contract shall occur no later than 10 days from date of termination of the School Readiness Services Contract.

5. Summary of Activities Attachment 9A – ELC and Pilot Group Provider Activities, and 9B – ELC and Comparison Group Provider Activities provide reference tables of assessment and training activities outlining the applicability to each classroom age group and instructor/director for the pilot and comparison group providers.

6. ELC Project Management Pilot Group Provider Benchmark 1 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall

6.1. Confirm that each pilot group provider certified the execution of the contract in the ELPFPP System.

6.2. Confirm the Instructor/Director Rosters and Classroom Lists have been submitted by the pilot group provider into the ELPFPP System.

6.3. Confirm the pilot group provider certified in the ELPFPP System that the CLASS observation pre-assessment was completed or scheduled for each participating classroom included in the Classroom List.

6.4. Confirm the pilot group provider submitted a certificate of completion for the Intro to the CLASS online training module for each participating instructor/director in the


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ELPFPP System. All participating instructors/directors listed in the Provider’s Instructor/Director Roster shall complete the training by 10/31/2014. Training must have been completed between 9/1/2013 and 10/31/2014.

6.5. Confirm that each pilot group provider submitted proof of purchase for an MMCI Participant Kit to include the MMCI Participant Guide, a Dimensions Guide and a CLASS video library from Teachstone for each participating instructor/director listed on the Instructor Roster in the ELPFPP System. The purchase must have been completed between 9/1/2012 and 10/31/2014.

6.6. Confirm that each pilot group provider uploaded the required report (Attachment 5) in the ELPFPP System indicating completion of the pre-observational measures of social-emotional development for each applicable SR child enrolled in participating classrooms has been completed. The SCBE shall only be completed for SR children 30 months and older and the SWAN shall only be completed for SR children 36 months and older.

7. ELC Project Management Pilot Provider Benchmark 2 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall

7.1. Confirm the Instructor/Director Roster has been updated by the pilot group provider in the ELPFPP System.

7.2. Confirm and verify that the pilot group provider has accurately certified completion of a minimum of four instructional hours of MMCI training for each participating instructor/director in the Instructor/Director Roster in the ELPFPP System. The training must have been completed between 9/1/2012 and 12/31/2014.

7.3. Confirm that each pilot group provider uploaded the required report (Attachment 6) in the ELPFPP System indicating completion of the Comprehensive Assessment Tool pre-assessment for each SR child enrolled in a participating classroom.

7.4. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the pilot group provider in the ELPFPP System. The report should cover 11/1/2014 through 12/31/2014, including planned expenditures for unspent funds.

8. ELC Project Management Pilot Group Provider Benchmark 3 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall


8.2. Confirm and verify that the pilot group provider has accurately certified completion of a minimum of 10 additional instructional hours of MMCI training for the director and each participating classroom instructor listed in the Instructor/Director Roster in the ELPFPP System. The training must have been completed between 9/1/2012 and 3/31/2015.

8.3. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the pilot group provider into the ELPFPP System. The report shall be updated to include expenditures between 1/1/2015 through 3/31/2015, including planned expenditures for unspent funds.

9. ELC Project Management Pilot Provider Benchmark 4 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall



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9.2. Confirm and verify that the pilot group provider has accurately certified completion of a minimum of six additional instructional hours of MMCI training for the director and each participating classroom instructor listed in the Instructor/Director Roster in the ELPFPP System and uploaded the certificate of completion from Teachstone. The training must have been completed between 9/1/2012 and 6/30/2015.

9.3. Confirm and verify that pilot group provider uploaded a valid Early Learning Florida certificate for each instructor/director in the Instructor/Director Roster of the ELPFPP System indicating completion of one online course (10 instructional hours) in Early Learning Florida.

9.4. Confirm the pilot group provider updated the Classroom List in the ELPFPP System indicating the CLASS observation post-assessment was completed for each participating classroom.

9.5. Confirm that each pilot group provider uploaded the required report (Attachment 6) in the ELPFPP System indicating completion of the Comprehensive Assessment Tool post-assessment for each SR child enrolled in each participating classroom that received a pre-assessment.

9.6. Confirm that each pilot group provider uploaded the required report (Attachment 5) in the Classroom Roster in the ELPFPP System indicating completion of the post-observational measures of social-emotional development for each applicable SR child enrolled in participating classrooms who received a pre-observation has been completed. The SCBE shall only be completed for SR children 30 months and older and the SWAN shall only be completed for SR children 36 months and older.

9.7. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the pilot group provider in the ELPFPP System. The report should cover 3/31/2015 through 6/30/2015, including planned expenditures for unspent funds.

10. ELC Project Management Comparison Group Benchmark 1 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall

10.1. Confirm that each comparison group provider certified the execution of the contract in the ELPFPP System.

10.2. Confirm Instructor/Director Rosters and Classroom Lists have been submitted by comparison group providers in the ELPFPP System.

10.3. Confirm the comparison group provider updated the Classroom List in the ELPFPP System indicating the CLASS observation pre-assessment was completed or scheduled for each participating classroom listed in the Classroom List.

10.4. Confirm that each comparison group provider uploaded the required Social- Emotional Measures Report (Attachment 5) in the Classroom Roster in the ELPFPP System indicating completion of the pre-observational measures of social-emotional development for each SR child enrolled in participating classrooms has been completed. The SCBE shall only be completed for SR children 30 months and older and the SWAN shall only be completed for SR children 36 months and older.

10.5. Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider in the ELPFPP System. A review should be conducted for accuracy. The statement should include a listing of current quality initiatives or activities that the comparison group provider participated in during the deliverable period, including a certification that no new CLASS or Early Learning Florida training has occurred at the provider center.

11. ELC Project Management Comparison Group Provider Benchmark 2 tasks


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By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall

11.1. Confirm the Instructor/Director Roster has been updated by the comparison group provider in the ELPFPP System

11.2. Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider in the ELPFPP System. A review should be conducted for accuracy. The statement should include a listing of current quality initiatives or activities that the comparison group provider participated in during the deliverable period, including a certification that no new CLASS or Early Learning Florida training has occurred at the provider center.

11.3. Confirm that each comparison group provider uploaded the required report (Attachment 6) in the Classroom List in the ELPFPP System indicating completion of the Comprehensive Assessment Tool pre-assessment for each SR child enrolled in participating classrooms.

11.4. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System. The report should cover 11/15/2014 through 12/31/2014, including planned expenditures for any unspent funds.

12. ELC Project Management Comparison Group Benchmark 3 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall 12.1. Confirm the Instructor/Director Roster has been updated by the comparison group

provider in the ELPFPP System 12.2. Confirm Statement of Quality Activities (Attachment 8) has been submitted by the

comparison group provider into the ELPFPP System. A review should be conducted for accuracy. The statement should include a listing of current quality initiatives or activities that the comparison group provider participated in during the deliverable period, including a certification that no new CLASS or Early Learning Florida training has occurred at the provider center.

12.3. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System. The report should cover 1/1/2015 through 3/31/2015, including planned expenditures for unspent funds.

13. ELC Project Management Comparison Group Provider Benchmark 4 tasks By the due dates listed in Attachment 3, section F – Deliverables, the ELC shall

13.1. Confirm the Instructor/Director Roster has been updated by the comparison group provider in the ELPFPP System

13.2. Confirm the comparison group provider updated the Classroom Roster in the ELPFPP System indicating the CLASS observation post-assessment was completed for each participating classroom listed in the Classroom List.

13.3. Confirm that each comparison group provider uploaded the required report (Attachment 6) in the ELPFPP System indicating completion of the Comprehensive Assessment Tool post-assessment for each SR child enrolled in each participating classroom.

13.4. Confirm that each comparison group provider uploaded the required report (Attachment 5) in the ELPFPP System indicating completion of the post-observational measures of social-emotional development for each SR child enrolled in participating classrooms has been completed. The SCBE shall only be completed


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for SR children 30 months and older and the SWAN shall only be completed for SR children 36 months and older.

13.5. Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider into the ELPFPP System. A review should be conducted for accuracy. The statement should include a listing of current quality initiatives or activities that the comparison group provider participated in during the deliverable period, including a certification that no new CLASS or Early Learning Florida training has occurred at the provider center.

13.6. Confirm the Quality Expenditure Report prescribed by OEL (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System. The report should cover 3/31/2015 through 6/30/2015, including planned expenditures for any unspent funds.

D. Early Learning Florida Training assumptions and constraints 1. Early Learning Florida training shall be taken online by pilot group providers through Early

Learning Florida. 2. Early Learning Florida training is required for the director and each participating classroom

instructors included on the Instructor/Director Roster of each pilot group provider. 3. The required Early Learning Florida training consists of one online course (10 instructional

hours). E. OEL responsibilities

OEL shall

1. Manage and maintain the ELPFPP System where the project provider group enters information required for benchmark tasks and the ELC reviews evidence of completion.

2. In consultation with the contracted evaluator, designate the approved comprehensive assessment tool and social-emotional measures for pre- and post-assessment. Written notification of the comprehensive assessment tool will be provided to ELCs.

3. Provide a list of selected pilot group and comparison group providers to the ELCs, who are within the ELC’s service area and will be participating in the project.

4. Provide each ELC with payment details for each provider in the project provider group. 5. Assign Program and Contract Managers who shall be available to meet with the ELC on an

as-needed basis to discuss ongoing program activities.


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F. Deliverables Deliverables Evidence of Completion Payment

Benchmark 1 – Due 10/31/2014 Pilot group providers

1.1. Execute Early Learning Performance Funding pilot project contract between ELC and designated providers (C.6.1).

Copy of signature page, one document for each pilot group provider contract and confirm entry in the ELPFPP system.

Per the rates established in Attachment 4 – Budget for first quarter.

1.2. Confirm participating pilot providers submit Instructor/Director Roster and Classroom List into ELPFPP system (C.6.2).

Completion of Web-based form to include participating instructors/directors, their trainings and credentials.

1.3. Confirm participating pilot group providers have indicated in the ELPFPP system all participating classrooms have been scheduled for a CLASS observation pre-assessment or the observation has been completed (C.6.3).

Completion of certification in ELPFPP system.

1.4. Confirm completion of Intro to the CLASS online module by every pilot provider instructor/director as indicated by upload of Teachstone certificates in the ELPFPP system (C.6.4).

Teachstone certificates for each participating instructor/director.

1.5. Confirm purchase of MMCI Participant Kit to include the MMCI Participant Guide, a Dimensions Guide and a CLASS video library from Teachstone for directors and instructors in each participating classroom and the director. Proof of purchase for each director and applicable instructor shall be uploaded in the ELPFPP system. (C.6.5).

Copy of proof of purchase for each required instructor and director.

1.6. Confirm pilot group provider completed and uploaded the Social-Emotional Measures Report (Attachment 5) indicating administration of SCBE and SWAN pre-observation measures of social-emotional development to each applicable SR child in each classroom in the ELPFPP System. (C.6.6).

Social-Emotional Measures Report (Attachment 5).


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Deliverables Evidence of Completion Payment Comparison group providers

1.7. Execute Early Learning Performance Funding comparison group contract between ELC and comparison group provider (C. 10.1).

Copy of signature page, one document for each comparison group project provider contract.

1.8. Confirm comparison group providers submit Instructor/Director Roster into ELPFPP system (C.10.2).


1.9. Confirm participating comparison group providers have indicated all participating classrooms have been scheduled for a CLASS observation pre-assessment or the observation has been completed (C.10.3).


1.10. Confirm comparison group provider completed and uploaded the Social-Emotional Measures Report (Attachment 5) indicating administration of SCBE and SWAN pre-observation measures of social-emotional development to each applicable SR child in each participating classroom in the ELPFPP System (C.10.4).


1.11. Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider into the ELPFPP System (C.10.5).

Statement of Quality Activities (Attachment 8).

ELC Service and Administrative/Project Management 1.12. Schedule a CLASS observation pre-

assessment for each participating classroom instructor/director at each pilot and comparison group provider (C.1.1.2).

Schedule of each pilot and comparison group provider CLASS observation pre-assessment.

1.13. Project management activities (C.3). Evidence of completion for all project tasks for the invoice period submitted with invoice.


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Deliverables Evidence of Completion Payment Benchmark 1A – Due 11/14/2014 1.14. Provide or conduct a CLASS observation

pre-assessment for each participating classroom instructor/director at each pilot and comparison group provider (C.1.1.3).

WELS report completed by ELC – listed by instructor/director for every participating project provider documenting CLASS observation.

Per the rates established in Attachment 4 – Budget for first quarter.

Benchmark 2 – Due 12/31/2014 Pilot group providers 2.1 Confirm the Instructor/Director Roster has

been updated by each pilot group provider in the ELPFPP System (C.7.1).

Completion of updated Web-based form to include participating instructors/directors, their trainings and credentials.

Per the rates established in Attachment 4 – Budget for second quarter.

2.2 Confirm pilot group provider has certified in

the ELPFPP system that each participating director and each participating classroom instructor has completed at least four hours of MMCI training (C.7.2).

Completion of certification in ELPFPP for each applicable instructor/director.

2.3 Confirm pilot group provider completed and uploaded the Comprehensive Assessment Tool Report (Attachment 6) indicating administration of Comprehensive Assessment Tool pre-assessment to every SR child in each classroom in the ELPFPP System (C.7.3).

Comprehensive Assessment Tool Report (Attachment 6) uploaded into ELPFPP.

2.4 Confirm the Quality Expenditures Report (Attachment 7) has been completed and submitted by the pilot group provider into the ELPFPP System (C.7.4.).

Quality Expenditures Report (Attachment 7).

Comparison group providers 2.5 Confirm the Instructor/Director Roster has

been updated by each comparison group provider in the ELPFPP System (C.11.1).

Completion of updated Web-based form to include participating instructors/directors, their trainings and credentials.

2.6 Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider into the ELPFPP System (C.11.2.).



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Deliverables Evidence of Completion Payment 2.7 Confirm Comprehensive Assessment Tool

Report (Attachment 6) indicating administration of Comprehensive Assessment Tool pre-assessment to each SR child in each participating comparison group provider classroom in the ELPFFP system (C.11.3).

Comprehensive Assessment Tool Report (Attachment 6).

2.8 Confirm the Quality Expenditures Report (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System. (C.11.4).


ELC Service and Administrative/Project Management 2.9 Project management activities (C.3). Evidence of completion for all

project tasks for the invoice period submitted with invoice.

2.10 Provide or conduct a minimum of four hours of MMCI training for each director and participating classroom instructor for every pilot group provider (C.2.1.2.).

Teachstone Training generated report listed by instructor/director documenting completion of required hours.


been updated by the pilot group provider into the ELPFPP System (C.8.1.).

Completion of Web-based form to include participating instructor/director, their trainings and credentials.

3.2 Confirm pilot group provider has certified in the ELPFPP system that each participating director and each participating classroom instructor has completed at least 10 additional hours of MMCI training (14 total) (C.8.2).

Completion of certification in ELPFPP for each applicable instructor/director.

Per the rates established in Attachment 4 – Budget for third quarter.

3.3 Confirm the Quality Expenditures Report (Attachment 7) has been submitted by the pilot group provider into the ELPFPP System (C.8.3.).


Comparison Group 3.4 Confirm the Instructor/Director Roster has

been updated by each comparison group provider in the ELPFPP System (C.12.1.).



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Deliverables Evidence of Completion Payment 3.5 Confirm Statement of Quality Activities

(Attachment 8) has been submitted by the comparison group provider into the ELPFPP System (C.12.2.).


3.6 Confirm the Quality Expenditures Report (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System (C.12.3.).


Per the rates established in Attachment 4 – Budget for third quarter

ELC Service and Administrative/Project Management 3.7 Project management activities (C.3). Evidence of completion for all

project tasks for the invoice period submitted with invoice.

3.8 Provide or conduct a minimum of 10 hours of MMCI training for each director and participating classroom instructor for every pilot group provider (C.2.1.3.).

Teachstone Training generated report listed by instructor/director documenting completion of required hours.


been updated by the pilot group provider in the ELPFPP System (C.9.1.).


4.2 Confirm pilot group provider uploaded valid Teachstone certificate of completion in the ELPFPP system for each director and each participating classroom instructor indicating completion of six additional hours of MMCI training completing 20 total hours (C.9.2.).

Teachstone Certificate of Completion for 20 hours of MMCI.

Per the rates established in Attachment 4 – Budget for fourth quarter.

4.3 Confirm pilot group provider uploaded for each director and each participating classroom instructor indicating completion of one online course (10 instructional hours) in Early Learning Florida (C.9.3.).

Early Learning Florida report – listed by instructor/director.

4.4 Confirm pilot group providers have indicated the CLASS observation post-assessment has been completed for all participating classrooms in the ELPFPP system (C.9.4).



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Deliverables Evidence of Completion Payment 4.5 Confirm provider completed and uploaded

the Comprehensive Assessment Tool Report (Attachment 6) indicating administration of Comprehensive Assessment Tool post-assessment to every SR child in each pilot group provider classrooms in the ELPFPP system (C.9.5).


4.6 Confirm provider completed and uploaded the Social-Emotional Measures Report (Attachment 5) indicating administration of SCBE and SWAN post-observational measures of social-emotional development to each applicable SR child in each participating classroom listed on the Classroom List the ELPFPP system (C.9.6.).


4.7 Confirm the Quality Expenditures Report prescribed by OEL (Attachment 7) has been submitted by the pilot group provider into the ELPFPP System (C.9.7.).


Comparison Group 4.8 Confirm the Instructor/Director Roster has

been updated by each comparison group provider into the ELPFPP System (C.13.1.).


4.9 Confirm comparison group providers have indicated the CLASS observation post-assessment has been completed for all participating classrooms in the ELPFPP system (C.13.2).


4.10 Confirm comparison group provider completed and uploaded the Comprehensive Assessment Tool Report (Attachment 6) indicating administration of Comprehensive Assessment Tool post-assessment to every SR child in each participating classroom listed on the Classroom List in the ELPFPP system. (C.13.3)



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Deliverables Evidence of Completion Payment 4.11 Confirm each comparison group provider

completed and uploaded the Social-Emotional Measures Report (Attachment 5) indicating administration of SCBE and SWAN post-observational measures of social-emotional development to each applicable SR child in each classroom listed on the Classroom List in the ELPFPP system (C.13.4).

Social Emotional Measures Report (Attachment 5).

4.12 Confirm Statement of Quality Activities (Attachment 8) has been submitted by the comparison group provider into the ELPFPP System (C.13.5).


4.13 Confirm the Quality Expenditure Report (Attachment 7) has been submitted by the comparison group provider into the ELPFPP System (C.13.6.).


ELC Service and Administrative/Project Management 4.14 Complete CLASS observation post-

assessment for every instructor/director at each participating pilot and comparison group providers listed in ELPFPP system (C.1.1.4.).

WELS report completed by ELC – listed by instructor/director for pilot and comparison group provider documenting CLASS observation.

4.15 Provide or conduct a minimum of six additional hours of MMCI training for each director and participating classroom instructor for every pilot group provider for a total of 20 hours (C.2.1.4.).

Provider uploaded certificate of completion.

4.16 Project management activities (C.3). Evidence of completion for all project tasks for the invoice period submitted with invoice.

Per the rates established in Attachment 4 – Budget for fourth quarter.

Payment of end of year bonuses – Due by 8/30/2015

Project Management 5.1. Pay performance bonuses to eligible pilot

project providers identified to the ELC by OEL at project end.

Invoice for pilot provider bonus payment.


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G. Method of payment and reimbursement requirement 1. This is a fixed-price contract.

The contract price is all-inclusive and OEL will not compensate or reimburse the ELC any other amounts related to Contract performance, such as travel expenses, license fees, taxes, miscellaneous expenses, overhead, etc. OEL will pay the ELC in arrears the price agreed to for each Contract payment milestone the deliverables table identifies. The OEL Contract Manager shall notify the ELC of OEL’s intent to initiate financial consequences pursuant to the applicable contract provision. Failure by OEL to notify the ELC for any financial consequences shall not relieve the ELC from such obligations. Quantities of units are not guaranteed, and OEL shall only pay the ELC for documented services delivered and approved by the Contract Manager.

OEL will base payments for services delivered under this contract on the quantities and rates established in Attachment 4 – Budget, subject to submission of a properly prepared invoice and documented proof of performance. Service units listed in Attachment 4 – Budget are based on anticipated need and are not guaranteed. The ELC shall not make any payment to any pilot or comparison group provider under the terms of this contract who has not met the completions requirements for any of the benchmarks listed in section D – Deliverables.

2. Program Income ELC Compensation from this contract is program income to the School Readiness Program. In accordance with OEL Fiscal Guidance 240.01 – Cash Management Procedures, the ELC shall record as restricted funds, subject to the same terms and conditions as school readiness, and compliance requirements of the award funds used to generate the program income. Any program income earned by a coalition within a month must be used to cover allowable expenditures within that month or the following month prior to the expenditure of any federal funding.

3. Invoice requirements 3.1. The ELC shall provide the OEL Contract Manager an invoice in accordance with the

requirements of the State of Florida Reference Guide for State Expenditures. 3.2. ELCs will use the Florida Office of Early Learning Performance Funding Excel

Workbook to generate documents required for invoice payment. The format of these forms cannot be altered.

3.3. The ELC shall use the invoice provided by OEL and it must be legible and clearly reflect the goods and services the ELC provided in accordance with the contract terms for the invoice period. Payment does not become due until OEL approves and accepts the invoiced deliverables and evidence of completion.

3.4. The ELC must submit requests in accordance with the time requirements the Scope of Work specifies.

3.5. Invoices must contain the ELC’s name, address, federal employer identification number, contract number, invoice number and the invoice period. OEL or the state may deem necessary and require additional information from the ELC to process the invoice.

3.6. The request shall be originally signed in either paper or electronic format and include a certification of the goods and services provided for the invoice period.

3.7. The ELC shall submit all invoices electronically to the Coalition Zone SharePoint site.


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3.8. The ELC shall comply with OEL Fiscal Guidance 240.01 and other instructions OEL establishes to institute local ELC cash management procedures, including the invoice format and submission requirements.

3.9. Invoices cannot be processed by OEL until all of the above has been received and verified as accurate.

4. Evidence of completion 4.1 The ELC shall submit with the invoice all evidence of completion detailed in section

F – Deliverables for each benchmark period invoiced. 4.2 The ELC shall maintain supporting documentation to include an audit trail linking all

payments to the general ledger and shall use appropriate program and OCAs to identify them.

5. Payment 5.1 OEL shall make payment according to ss. 215.422 and 287.0585, F.S., which govern

time limits for payment of invoices. 5.2 OEL Contract Manager will review and submit approved requests for payment. 5.3 OEL shall make payment to the ELC on a quarterly basis for the previous quarter. 5.4 OEL will only make payment to the ELC for services delivered to pilot and

comparison group providers per the rates established in Attachment – 4 Budget as evidenced through the submission of the required evidence of completion.

5.5 OEL will only reimburse the ELC for payments made to pilot and comparison group providers who successfully complete each successive benchmark as evidenced through the submission of the required evidence of completion of the benchmark associated with the payment.

5.6 OEL will reduce the payment amount for each invoice by the rate established for any services invoiced and not supported by documented evidence of completion.

5.7 OEL will pay the coalition for administrative and project management at the rates established in Attachment 4- Budget for each participating pilot and comparison group classroom with a completed CLASS Observation pre-assessment.

6. Advance 6.1 An advance to each participating ELC is needed to meet the actual, immediate cash

requirements for the pilot group and comparison group providers participating in ELPFPP. The OEL will provide notification to the ELC of the allowable advance.

6.2 OEL will provide a project advance payment to pilot and comparison group providers not to exceed one quarter of the budgeted amounts for the participation payments, excluding the bonus payment amounts.

6.3 The ELC shall make payment against the advance for quarterly expenditures for both the pilot group providers and comparison group providers.

6.4 If an advance balance is remaining with the ELC, a cash advance reconciliation form is required with submission of the invoice.

6.5 If requested by the ELC, OEL will provide the coalition’s “Advance Authorized” amount prior to the submission of the first quarter invoice.

6.6 The coalition may request up to the amount authorized by OEL. 6.7 All advances must be fully repaid before a coalition can receive a subsequent

payment after the first benchmark payment.

7. Bonuses for pilot group providers


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7.1 Upon OEL reconciliation of all benchmark 4 invoices, OEL will notify the ELC regarding performance bonuses to be paid to participating providers.

7.2 Notice will identify those providers who qualify for a bonus payment. 7.3 Notice will include the amounts to be paid based on the methodology established by

OEL and the contracted evaluator. 7.4 The ELC shall make payments to those participating pilot group providers identified

in the notice at the rates established in the notice. 7.5 The participation payment and the bonuses shall not exceed $16,000 per classroom.

8. Final invoice The ELC shall submit the final invoice for payment for bonuses no later than seven calendar days following receipt of the notice of bonuses from OEL. Invoices for final payment shall include a copy of the bonus payment notice from OEL.

9. Summary of Invoice Submission

Invoice Description Submission Date Payment is for/Applicable OCA**

Advance Within seven days of notification from OEL

Providers Only (97PAV)

Benchmark 1 Upon Completion of Deliverables

Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC,97PFA)

Benchmark 1a Upon Completion of CLASS Observations*

ELC (97PFC, 97PMC, 97PFA)


Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC, 97PFA)





Final Invoice Within seven days of notification from OEL

Providers Only (97PCL, 97PFP)

* CLASS Observations may be included in invoices for Benchmarks 1, 1a or 2. The CLASS Observation may only be invoiced upon completion of each unit.

** OCA Definitions provided in Attachment 4. 10. Financial consequences triggers

Payment shall be delayed or held for any deliverables that are not satisfactorily completed by the ELC until all deficiencies are corrected and accepted by OEL.

Payment shall be delayed or held for any deliverables that are not satisfactorily completed by the project group providers until all deficiencies are corrected and accepted by OEL.


P a g e | 61

H. Special provisions Correspondence format – The ELC shall use and deliver all documents and work products in formats acceptable to OEL, using the software standards of OEL that include 2007 or 2010 versions of Microsoft Word, Excel, PowerPoint and Adobe pdf. Figures are estimates based on total estimated project budget. Actual contract budget will be provided to the ELC upon completion of the project provider application and selection process.

Contract # PFP16

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Attachment 4 – Budget

Contract Budget Input Values:Payments to Providers not in High Need Tracts 10Payments to Providers in High Need TractsTotal Pilot Project Amount: -$ 3Total Comparison Group Amount: 30,000$ 15Coalition Payment for Observations and Administration -$ End of Year Bonus (by Classroom) - Improved Teacher Interactions ?End of Year Bonus (by Provider) - Improved Child Outcomes ?

Payment Dates (by quarter) 11/14/14 1/15/15 4/15/15 7/15/15 11/14/14 1/15/15 4/15/15 7/15/15Payments to Pilot Providers not in High Need Tracts -$ -$ -$ -$ Payments to Pilot Providers in High Need Tracts -$ -$ -$ -$ Payments to Comparison Group Providers 7,500$ 7,500$ 7,500$ 7,500$ Total Payments to Providers -$ -$ -$ -$ 7,500$ 7,500$ 7,500$ 7,500$

Payment Dates July 2015End of Year Bonus (by Classroom) - Improved Teacher Interactions ?End of Year Bonus (by Provider) - Improved Child Outcomes ?Total Payments for End of the Year Bonuses -$ -$ -$ -$

Payment Dates 11/14/14 1/15/15 4/15/15 7/15/15 11/14/14 1/15/15 4/15/15 7/15/15Coalition Payment for Observations and Project Management -$ -$ -$ -$ Total Payments for Coalition Observations and Project Management -$ -$ -$ -$

Methodology for Payments to Providers

Methodology for Payments for End of the Year Bonuses

Total payments (Participation incentive and End of the Year Bonuses) to the Providers may not exceed $16,000 per participating classroom.

Methodology for Payments for Coalitions

Performance Funding Pilot ProjectBUDGET FY 2014-2015

Number of pilot providers participatingNumber of pilot classrooms participating

Coalitions costs for project management and cost of observations by CLASS observers of participating instructors was calculated by a fixed rate times the number of providers participating in their service area.

Coalition: North FloridaFigures are estimates based on total estimated project budget. Actual contract budget will be provided to the ELC at a later date.

Number of comparison group classroom participatingAmount of Coalitions Payment for Observations & Admin per Provider

Pilot Project Comparison Group

The pilot project includes a maximum of 401 child care providers with 30 percent of their birth to age 5 enrollment school readiness program participants that met minimum health and safety standards (no Class 1 licensing violations and no more than two Class 2 violations within the past two years). Providers were assigned, via lottery, to either a pilot or comparison group. The pilot group was subdivided into two groups (1) High needs where the provider was located in a census poverty track (50 percent of the children under age 6 are below the 150 percent poverty level) and have at least 50 percent of their birth to age 5 enrollment school readiness participants and (2) providers that are not located in the defined poverty tracks. A funding differential of 25% was given to providers in the poverty tracks. The pilot group payments per provider was calculated on the number of school readiness children served as of September 2014. Payments to the coalitions for the comparison group were set at $2,000 per classroom.

There are two types of End of the Year Bonuses:(1) The End of the Year Bonus (by classroom) is based on improved teacher interactions with children. This will be measured by teacher observations as measured by CLASS. The three levels of outcomes are : Level 1 - slight improvement ; Level 2 - moderate improvement; Level 3 - significant improvements. The actual amount of the bonus will be determined by number of total classrooms and the percentage of differential funding for each level of improvement.(2) The End of the Year Bonus (by provider) is based on improved child outcomes as measured by the pre and post assessments administered by the providers. The three levels of outcomes are : Level 1 - slight improvement ; Level 2 - moderate improvement; Level 3 - significant improvements. The actual amount of the bonus will be determined by number of total providers and the percentage of differential funding for each level of improvement.

Number of comparison group providers participating

Contract # PFP16

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Attachment 4 – Budget (continued)

OCA Long Title Description Funding Source

Calculation of Reimbursement

97PFC Performance Funding Pilot Coalition - CLASS

Payment for Coalition CLASS Observations

CCDF Discretionary

Based on a set dollar amount per observation. Paid quarterly at 11/14/2014, 1/15/2015, 4/15/2015 and 7/15/2015.

97PMC Performance Funding Pilot Coalition - MMCI

Payment for Coalition MMCI Training

CCDF Discretionary

Based on a set dollar amount per Training Class. Training class shall be for 20 instructors or less. Paid quarterly at 11/14/2014, 1/15/2015, 4/15/2015 and 7/15/2015.

97PAV Performance Funding Pilot Coalition Advance

Advance payment for pilot providers and comparison group providers

CCDF Discretionary

Provide payment for providers within area. Provided to ensure providers receive 1st quarter payment on 11/14/2014. Should be reconciled with submission of first ELC invoice.

97PFA Performance Funding Pilot Coalition Administration

Payment for Coalition administration

CCDF Discretionary

Limited to a specific dollar amount. Will be paid at a set percentage. Paid quarterly at 11/14/2014, 1/15/2015, 4/15/2015 and 7/15/2015.

PFPCG Performance Funding Pilot Comparison Group

Payment for provider participation in the comparison group.

CCDF Discretionary

Based on a set dollar amount paid quarterly at 11/14/2014, 1/15/2015, 4/15/2015 and 7/15/2015.

PFPPR Performance Funding Pilot Participation Rate

Payment for participation in the ELPFPP for Pilot Group Providers not located in high need tracts.

CCDF Discretionary

OEL calculates based on the number of children per classroom as of 9/30/2014. Paid Quarterly at 11/14/2014, 1/15/2015, 4/15/2015 and 7/15/2015.

PFPHN Performance Funding Pilot High Needs

Payment for participation in the ELPFPP for Pilot Group Providers located in high need tracts.

CCDF Discretionary

OEL calculates based on the number of children per classroom as of 9/30/2014. Paid Quarterly at 11/14/2014, 1/15/2015, 4/15/2015, 7/15/2015.

PFPCL Performance Funding Pilot Classroom Bonus

An end of year bonus based on improved teacher interactions with children

CCDF Discretionary

Paid at end of period, based on a set schedule tied to the results of improved teacher interactions. Paid 7/15/2015.

PFPCO Performance Funding Pilot Child Outcomes

An end of year bonus based on results of child outcomes.

CCDF Discretionary

Paid at the end of the period, based on a set schedule tied to the results of the improved child outcomes. Paid 7/15/2015.

Contract # PFP16

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Attachment 4 – Budget (continued)

Coalition Budget

Coalition Service Tasks

1. CLASS Observations (Attachment 3 C.1.) a. Unit Price: $400 b. Unit Price is per participating classroom c. Includes Pre and Post assessment d. CLASS Observations provided by other entities in-kind shall not be reimbursed e. Payment shall be made as follows:

i. $200 upon completion of pre-assessment ii. $200 upon completion of post assessment

2. MMCI Training (Attachment 3 C.2.) a. Unit Price: $675 b. Unit is 20 Hours of Training for each participating instructor/director c. Training is based on 20 or less instructors per training d. ELC must ensure training classes are provided at capacity e. MMCI Training provided by other entities in-kind shall not be reimbursed f. Payment shall be made as follows:

i. $675 upon completion of 20 Hours of MMCI Training 3. Project Management/Administration (Attachment 3 C.2.)

a. Unit Price: $50 b. Unit is participating classroom in Pilot Group and Comparison Group Providers. c. The participating classroom is established upon completion of the CLASS

Observation pre-assessment. d. Request for payment shall be submitted with Benchmark 1, 1A or 2.

Contract # PFP16

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Attachment 4 – Budget (continued) Pilot and Comparison Group Providers

Office of Early Learning Early Learning Performance Funding Pilot Project ELC of North Florida Providers Selected

OEL_ID ASSIGNED_GRP PROV_NAME PROV_LOC_STREET PROV_LOC_CITY ZIP 1459 Pilot The Endeavors Group, Just Kids - Op 120 Parkwood Dr. East Orange Park 32073 2339 Pilot Midway Learning Center Inc 8682 State Road 21 Melrose 32666 3325 Pilot Kidz Klubhouse 349 Blanding Blvd Orange Park 32073 4224 Pilot Castle Brook Academy, Inc. 2755 Old Moultrie Rd St Augustine 32086 5268 Pilot D & G Childcare And Learning Cntr., Inc. 1210 St. Johns Avenue Palatka 32177 5281 Pilot Polka Dot Kids Learning Ctr 6061 St Johns Ave Ste 3 Palatka 32177 6440 Pilot In Loving Hands Inc - School Kidz Hangou 165 Se Nightingale St Keystone Heights 32656 8174 Pilot Loving Lambs Childcare Center Of Hasting 132 Gilmore St Hastings 32145 50054 Pilot Julie Gracey 34 Zibra Street Middleburg 32068 51773 Pilot Rainbow Family Education Center 501 West Washington St. Starke 32091 3239 Comparison Brandts Child Care Center, Inc 142 Masters Dr St Augustine 32084 5273 Comparison Children'S World Inc. 1206 Moseley Avenue Palatka 32177 53459 Comparison Love Center Early Learning 162 South Blvd Macclenny 32063

Contract # PFP16

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Attachment 5 – Social-Emotional Measures Report

Early Learning Performance Funding Pilot Project Social-Emotional Measures Report

Provider Name: Benchmark 1 Pre-assessment ☐ Provider ID: 10/01/2014 – 10/31/2014 ELPFPP ID:

Provider Contact Benchmark 4 Post-assessment ☐ Telephone: 04/01/2015 – 6/30/2015

Date Submitted:

INSTRUCTIONS: Please fill in the information below and check the boxes of the instruments used with the children. Submit one form following pre-assessment completion for benchmark 1 and a separate form for post-assessment completion of benchmark 4. Participating Classroom

Number of SR Children

SWAN1

SCBE-302

☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐

I certify to the best of my knowledge and belief that the above activities are complete and accurate.

Director Date

1 Strengths and Weaknesses of Attention Deficit and Hyper-activity Disorder-Symptoms and Normal Behaviors Rating Scale 2 Social Competence and Behavior Evaluation

Contract # PFP16

P a g e | 67

Attachment 6 – Comprehensive Assessment Tool Report Early Learning Performance Funding Pilot Project

Comprehensive Assessment Tool Report

Provider Name: Benchmark 2 Pre-assessment ☐

Provider ID: 11/01/2014 – 12/31/2014 ELPFPP ID:

Provider Contact Benchmark 4 Post-assessment Telephone: 04/01/2015 – 6/30/2015 ☐

Date Submitted:

INSTRUCTIONS: Please fill in the information below and check the boxes of the instruments used with the children. Submit one form following pre-assessment completion for benchmark 2 and a separate form for post-assessment completion of benchmark 4.

Participating Classroom

Number of SR Children

Pre-Assessment

Post-Assessment

☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐

I certify to the best of my knowledge and belief that the above activities are complete and accurate.

Director Date

Contract # PFP16

SHAN GOFF EXECUTIVE DIRECTOR, OFFICE OF EARLY LEARNING

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

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Attachment 7 – Quality Expenditures Report Early Learning Performance Funding Pilot Project

Quality Expenditures Report

Provider Name:

Provider Contact Telephone:

ELPFPP ID Number:

Provider ID Number:

Date Submitted:

11/01/2014 – 12/31/2014 1/1/2015 – 3/31/2015 4/1/2015 – 6/30/2015 Total

Contract Payment Estimated Percentage

Expended Funds

Unused Funds

Expended Funds

Unused Funds

Expended Funds

Unused Funds

Expended Funds YTD

Unused Funds YTD

Difference (Unused YTD – Expended YTD)

Curriculum and related classroom resources that support curricula and provide literacy supports

Classroom resources supporting character development

Professional development for instructors and/or directors

Scholarships, other education opportunities, wage incentives for instructors or payment to substitute instructors for absences due to training

Materials or activities to support parental training and involvement

Upgrades to facility including playground equipment or furniture items purchased to increase health and safety standards

Totals Expended and Unused:

IMPORTANT: You must answer this question. How will unused funds be expended? (Please attach pages as needed to explain how unused funds will be spent.)

INSTRUCTIONS: Use this form to submit planned and actual expenditures of quality funding. You can save your entries electronically and re-submit each quarter, or use a blue or black ink pen to fill in a printed copy of the form. DO NOT CHANGE YOUR ENTRIES FOR THE PREVIOUS QUARTER. CHANGES FROM THE LAST ENTRIES SUBMITTED CAN DELAY PAYMENT.


Contract # PFP16



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Attachment 8 – Statement of Quality Activities

Early Learning Performance Funding Pilot Project Statement of Quality Activities

Provider Name: 10/01/2014 – 10/31/2014: ☐

Provider ID: 11/01/2014 – 12/31/2014: ☐ ELPFPP ID: 01/01/2015 – 3/31/2015: ☐

Provider Contact

Telephone:

04/01/2015 – 6/30/2015: ☐

Date Submitted:

Please list quality initiatives or activities participated in during the period checked above:

Activities could be focused on children, families, community or early learning such as environmental rating scales, teacher credentialing or accreditation. Note: Includes instructors and directors. *************************Please attach additional pages as needed.************************* Is your center or any of your staff engaged in CLASS™ system or Early Learning Florida activities?

YES NO

If yes, please describe.___________________________________________________________________ _____________________________________________________________________________________

Comparison group providers shall not participate in Early Learning Florida or CLASS™ activities (other than allowing a CLASS™ observation to be conducted) during the term of the ELPFPP. I certify to the best of my knowledge and belief that the above activities are complete and accurate. I also certify that instructors and myself are not currently participating in Early Learning Florida or CLASS™ activities other than allowing a CLASS™ observation to occur. Director Date


Contract # PFP16



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Attachment 9A – ELC and Pilot Group Provider Activities

Reference Table for ELC and Pilot Group Provider Activities

Early Learning Performance Funding Pilot Project

Classroom Age Group*

CLASS Observation

Completion of

Introduction to CLASS Training

Completion of Making the

Most of Classroom

Interactions (MMCI) Training

Purchase of

MMCI Training

Kit

Participation in Early Learning

Florida Training (if selected)

Completion of Pre- and Post-Assessment1

Administration of Pre- and Post-

Measure of Social Emotional

Development2

Administration of Pre- and Post-

Measure of Social Emotional

Development3

Responsible Party

ELC Provider Provider (ELC Provides)

Provider Provider Provider Provider Provider

1 Year Olds >12 Months

Yes Yes Yes Yes Yes All school readiness children

N/A N/A

2 Year Olds > 24 Months


N/A School readiness children ages 30 months and older



All school readiness children


Pre-K > 48 Months < 72 Months




Director N/A

Yes Yes Yes Yes N/A N/A N/A

*For Blended Classrooms Instructors should participate as indicated based on the oldest age group present.

** ELC may contract out for CLASS Observations and MMCI Training per Scope of Work

____________________________________________ 1 Comprehensive Assessment Tool 2 Strengths and Weaknesses of ADHD-Symptoms and Normal Behaviors Rating Scale (SWAN) 3 Social Competences and Behavior Evaluation (SCBE-30)


Contract # PFP16



P a g e | 71

Attachment 9B – ELC and Comparison Group Provider Activities

Reference Table for ELC and Comparison Group Provider Activities Early Learning Performance Funding Pilot Project

Classroom Age Group*

CLASS Observation

Completion of Pre- and Post-Assessment1

Administration of Pre- and Post- Measure of

Social Emotional Development2

Administration of Pre- and Post- Measure of Social

Emotional Development3

Responsible Party ELC Provider Provider Provider 1 Year Old >12 Months

Yes All school readiness children

N/A N/A



N/A School readiness children ages 30 months and older





Pre-K > 48 Months < 72 Months




Director N/A

N/A N/A N/A

*For Blended Classrooms Instructors should participate as indicated based on the oldest age group present. ________________________________________________________ 1 Comprehensive Assessment Tool 2 Strengths and Weaknesses of ADHD-Symptoms and Normal Behaviors Rating Scale (SWAN) 3 Social Competence and Behavior Evaluation (SCBE-30)




Consent Agenda:

5. Ratify Approval of ECS 2014-15 Contract Amendment #0002-14*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Episcopal Children’s Services 2014/2015 Contract Amendment #0002-14: Reason for Recommended Action

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 (11/05/14). If this is not done, the following would occur:

• Episcopal Children’s Services would not be contractually responsible for the Scope of Work (and deliverables) as outlined in the Performance Funding Pilot Project, nor would the Coalition/ECS contract include the additional funding for this project.

• The Coalition would be required to formally procure a contractor to deliver this Pilot Project.


Approval of ECS 2014/2015 amendment #0002-14, and party signatures.

Executive Administrative Committee Meeting 11/05/14


Amendment 0002-14 to Primary Services Contract Episcopal Children’s Services

THIS AMENDMENT, entered into between the Early Learning Coalition of North Florida, Inc. hereinafter referred to as the Coalition, and Episcopal Children’s Services, hereinafter referred to as the Contractor, amends the 2014-15 primary services contract as follows:

Item # Page # Headings and Text

1 16 IV. SCOPE OF SERVICES TASKS – Quality Initiative

F. Collaboration: The Contractor shall collaborate with the Coalition on the Quality Initiative activities planned and delivered under this Contract. Such collaboration will include ongoing communications regarding the activities and progress towards stated goals in the manner agreed upon by the Coalition and the Contractor.

The Contractor will administer the United Way of Northeast Florida’s Success By Six program for the Coalition. This will include partnering with the United Way to suggest potential providers, recruiting program participants and determining their eligibility for the Success by Six program, as well as billing United Way for direct services costs and reimbursing providers for direct services. The Contractor will administer OEL’s Performance Funding Pilot Project Contract with the Coalition (OEL Contract #PFP16) which is incorporated by reference as if set forth in its entirety herein except that to the extent that any terms or conditions as provided for under the Pilot Project Contract conflict with the terms and conditions as stated in this agreement, the language of this agreement shall control. Administering OEL’s Performance Funding Pilot Project will include providing 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 Contractor will also perform administrative/project management tasks in support of the Early Learning Performance Funding Pilot Project. The Contractor will be reimbursed for OEL’s Performance Funding Pilot Project based on the Coalition’s reimbursement from the University of Florida. NOTE: This is a contract that OEL has entered into with the University of Florida. The Coalition, in turn, has submitted vendor documentation for ECS to be reimbursed for this project.

2 20 VII. METHOD OF PAYMENT (SR) This is a cost-reimbursement contract. The Coalition shall pay the contractor for

the delivery of service provided in accordance with the terms of this contract for a total dollar amount up to and not to exceed $13,849,445. This funding is inclusive of the annual OEL School Readiness Grant Award which does not include local match funds or CCEP, and is based on availability of funds. If county allocations are reduced at the state level, contracts will be amended accordingly. Up to and no more than $297,000 (97BBA) may be

1

allocated to adminsitrative expenditures. Local match will be reimbursed based on funding from match raised from local grants up to the amount earned or the amount of the local grants, whichever is less. In addition, the Coalition shall pay the contractor for the delivery of service provided in accordance with the terms and conditions of OEL’s Performance Funding Pilot Project Contract with the Coalition (OEL Contract #PFP16) for a total dollar amount up to and not to exceed $254,058. This funding is exclusive of the annual OEL School Readiness Grant Award funding. Contractor reimbursements will be based on all provisions as set forth in the OEL Performance Funding Pilot Project Contract Attachment 3 “Scope of Work” (including deliverables) and Attachment 4 “Budget” (including OCA’s).

3 Attachment 9 School Readiness Budget (Attached, Page 3, replaces original contract attachment and is incorporated as

part of this amendment) END OF AMENDMENTS

2

ATTACHMENT 9

SCHOOL READINESS BUDGET

Supplemental Performance Funding Pilot Project Contract (OEL Contract #PFP16)

(Exclusive of OEL School Readiness Grant Award Funding)

Total (total dollar amount up to and not to exceed)

$254,058

Episcopal Children's Services and The Early Learning Coalition of North Florida

2014/2015 School Readiness Budget State of Florida Notice of Award No. SR435

CFDA# / Name Federal Award #

93.558 / TANF G1402FLTANF

(29.51%)

93.575 / CCDF Discretionary G1402FLCCDF

( 37.30%)

93.596 / CCDF Mandatory G1402FLCCDF

(33.09%)

93.667 / SSBG G1401FLSOSR

(0.09%)

Grand Total 100.00%

Description OCA Amount General Administration 97BBA, 97FIR, 97LCA $ 297,000 Non-direct Services 97BBD 327,232 Systems 97SYS 6,175 Eligibility Determination 97BDE 586,423

Quality

97QOO, 97QHS, 97QCS, 97QST, 97QCR, 97QAS, 97QTA, 97QPD, 97QPT 706,545

Infant & Toddler Services 97INT 159,617 Inclusion 97QIN 115,370 Resource & Referral 97Q14 217,046 Total Non-Slots $2,415,408 Gold Seal Payments 97GSD 680,925 Slots (including CCEP funding of $0.00) 10,753,112 Total Slots (SR Direct Services) $11,434,037 Grand Total $13,849,445

3

THIS AMENDMENT shall begin on November 5, 2014, or the date, on which the amendment has been signed by both parties, whichever is later.

All provisions in the contract and any attachments thereto in conflict with this amendment shall be and are hereby changed to conform to this amendment.

All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the contract.

This amendment is hereby made a part of the contract.

IN WITNESS WHEREOF, the parties hereto have caused this 4 page amendment to be executed by their officials thereunto duly authorized.

EARLY LEARNING COALITION OF EPISCOPAL CHILDREN’S SERVICES, NORTH FLORIDA INC. NAME NAME TITLE TITLE SIGNED SIGNED DATE DATE

4



Consent Agenda:

6. Ratify Approval of DCF Regional Administrator or Designee:

Mala Ramoutar*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of DCF Regional Administrator or Designee: Mala Ramoutar designation.

Reason for Recommended Action Mala Ramoutar is a Family Services Counselor Supervisor for the Department of Children and Families Child Care Licensing. Ms. Ramoutar has been designated to serve on the board on behalf of David Abramowitz, Northeast Regional Director for the Department of Children and Families. M. Ramoutar’s term would extend from December 2014 – December 2018. If this is not done, the following would occur: • The Coalition would continue to be out of compliance by not

having a mandated seat filled.

How the Action will be accomplished Board approval; then OEL will be notified via Plan Amendment/Board Roster submission.

Executive Administrative Committee Meeting 11/05/2014


VIII. New/Unfinished Business

A. REVIEW OF BOARD MEMBERSHIP


of 2

B O A R D M E M B E R S H I P S U M M A R Y As of November 7, 2014

Position Name Term Start Date Term End Date B A K E R

Total Private Sector 0 B R A D F O R D

County Health Department Director or Designee Cynthia Kent September 2013 September 2017 Total Private Sector 0

C L A Y Governor Appointee Private Sector Ron Coleman, Vice Chair November 22, 2013 April 30, 2016 Governor Appointee Private Sector Brian H. Graham November 22, 2013 April 30, 2015

Private Sector Vina Delcomym July 2011 July 2015 Total Private Sector 3

N A S S A U District Superintendent of Schools or Designee Kristi Simpkins December 2013 December 2017

Total Private Sector 0 P U T N A M

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

S T . J O H N S Member Appointed by Bd. of County Commissioners or

the Governing Board of a Municipality Commissioner Cyndi Stevenson, Treasurer February 2013 February 2017

Head Start Director *Mary Ann Holanchock July 2013 July 2017 Governor Appointee Private Sector CHAIR Nancy Pearson, Chair November 22, 2103 April 30, 2017

Private Sector Adam Deputy December 2010 December 2014 Private Sector Kim Kendall December 2010 December 2014 Private Sector *Mike Siragusa June 2013 June 2017

Total Private Sector 4 M U L T I C O U N T I E S

DCF Regional Administrator or Designee Mala Ramoutar November 2014 November 2018 Regional Workforce Board Executive Director or

Designee Renee Williams (Baker, Clay, Nassau, Putnam, St. Johns) September 2014 September 2018

President of a Florida College System or Designee Dr. Myrna Allen September 2014 September 2018


of 2

(Clay, Putnam, St. Johns)

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 *Jared Dollar, Secretary (Putnam, St. Johns) August 2011 August 2015

Total Private Sector 1 Combined Total Private Sector (Must comprise MORE THAN 1/3 of total Board Membership): 8

TOTAL MEMBERSHIP 19 * Second 4 year term

• Private Sector Seat: K. Kendall has agreed to serve a second term if the board approves.

• Private Sector Seat: A. Deputy has agreed to serve a second term if the board approves.

• Private Sector Seat: Letti Bozard resigned from her position on the board.

• Private Sector Seat: Janet Westling has been removed from her position on the board due to attendance issues.

• Regional Workforce Board Executive Director or Designee: This seat is currently being held by Renee Williams

• President of a Florida College System or Designee: This seat is currently being held by Dr. Myrna Allen

• DCF Regional Administrator or Designee: Mala Ramoutar has been approved by the Exec Admin Committee waiting for board approval.

• Mandatory Seats: Currently 2 mandatory seats are not filled.

• Combined Total Private Sector (Must be comprised of MORE THAN 1/3 of total Board Membership): 1/3 of 19 = 6.3. We currently have 8 private sector members.

• Total Membership: 15 to 30 members. We currently have 19 board members.



B. Approval of Private Sector Member Second Term:

Kim Kendall*

*ACTION ITEM



C. Approval of Private Sector Member Second Term:

Adam Deputy*

*ACTION ITEM



D. Approval of NEFEC Lease Continuation*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of NEFEC Lease Continuation Reason for Recommended Action

Staff requests board approval to continue the NEFEC lease agreement of rental of office space in Palatka, FL. The current lease ends February 28, 2015, but it will automatically renew for one year commencing February 1, 2015 and will conclude January 31, 2016. The entire term of the contract expires January 31, 2017. The space currently house our Grants and Operations Manager, Tajaro Dixon, our Putnam County Reading Pals resource room, and one office is used for Coalition storage. The total for all three rooms is $400.00 per month and includes electric. If this is not done, the following would occur:

• The Coalition would need to find comparable office space for Putnam County staff, the Putnam County Reading Pals resources room, and storage.


Approval of lease agreement listed above.



E. Approval of Fraud Prevention Plan 2014-15*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of the Early Learning Coalition of North Florida’s Fraud Prevention Plan 2014/2015

Reason for Recommended Action

Overview: Pursuant to Section 1002.91(8), Florida Statutes, the anti-fraud plan rule will set forth criteria for coalition anti-fraud plans, including due process procedures for removing recipients from the program. This is the first year that the plan is due to OEL, and the deadline was November 30, 2014. Because of the short notice, OEL has allowed coalitions to submit their plan to OEL before having the coalition’s board approval. The deadline for all subsequent years will be June 30. The Anti-Fraud Plan addresses the detection and prevention of overpayments, abuse, and fraud relating to the provision of and payment for the School Readiness program and Voluntary Prekindergarten program services. In addition, the Anti-Fraud Plan serves to support organizational processes and staff in prevention of fraud, build on employee knowledge and awareness of fraud prevention and describe the coalition’s procedures for detecting and investigating possible acts of fraud, abuse of services and related overpayment. Due process procedures for suspending or terminating a recipient’s eligibility for School Readiness or VPK programs and the recipient’s right to appeal the decision are included in the Plan. If this is not done, the following would occur: • The Coalition would be out of compliance with OEL and Florida Statute.


Board Approval and OEL submittal/approval.


Anti-Fraud Plan Subject: Anti-Fraud Plan Policy/ Procedure Number: TBA

Page: 1 of 4 Adoption Date: Pending OEL approval

Revision Date:

Approved by ELC Board : 12/3/14 Date: 11/10/14

Distribution: 12/31/14, pending OEL approval Plan Statement The Anti-Fraud Plan addresses the detection and prevention of overpayments, abuse, and fraud relating to the provision of and payment for the School Readiness program and Voluntary Prekindergarten program services. The Plan addresses parents or legal guardians of children enrolled in the School Readiness or VPK programs. Note that provider fraud is a violation of the terms of the contract and addressed in the state wide contracts rules. The Anti-Fraud Plan serves to support organizational processes and staff in prevention of fraud, build on employee knowledge and awareness of fraud prevention and describe the coalition’s procedures for detecting and investigating possible acts of fraud, abuse of services and related overpayment. Due process procedures for suspending or terminating a recipient’s eligibility for School Readiness or VPK programs and the recipient’s right to appeal the decision are included in the Plan. The Plan will be submitted to the Office of Early Learning (OEL) Office of Inspector General (OIG) by requested date annually. Plan Definitions Recipient - The parent or legal guardian whose child was determined eligible for School Readiness or Voluntary Prekindergarten Education Program benefits. Fraud - An intentional deception, omission, or misrepresentation made by a person with knowledge that the deception, omission, or misrepresentation may result in unauthorized benefit to that person or another person, or any aiding

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and abetting of the commission of such an act. The term includes any act that constitutes fraud under applicable federal or state law. Suspension - When services are temporarily no longer provided, however the parents do not have to go to the waiting list when their suspension is finished. Termination – When services are ended and the recipient would have to return to the waiting list when their termination is expired. Description of Organizational Structure with Plan Responsibilities Reference Addendum ELC of North Florida’s Organizational Chart The Director of Family and Provider Services with Episcopal Children’s Services (ELC of North Florida’s Primary Service Provider) is responsible for implementing the coalition’s anti-fraud activities. The C.E.O. is responsible for reviewing an initial appeal request by recipient for decision to uphold or modify the suspension or termination. The following positions are responsible for the daily activities related to prevention, detection, investigation, and reporting of possible overpayment resulting from potential fraud or abuse: • Director of Family and Provider Services • Family Services Coordinators • Family Services Specialists • Training Manager • Grants and Operations Manager • Early Literacy Coordinator • Finance Manager • Early Literacy Coordinator • Reimbursements Manager • Reimbursements Coordinator • Reimbursement Specialists • Education Specialists • VPK Manager • VPK Coordinator • VPK Specialists Plan Procedures ELC Procedures Review –The ELC of North Florida and Episcopal Children’s Services will annually review job descriptions and internal processes to confirm appropriate separation of duties is in place, and review internal controls to reduce risk. ELC Staff Education/Awareness/Training – Training will be targeted both at policy level and operational level. • All ELC and ECS staff will receive Annual Awareness Review of their Employee Handbook covering topics including Code of Conduct and Ethics,

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Whistleblower Policy, Criminal Destruction of Records and Files Policy, Workplace Conduct, and Conflict of Interest and Business Ethics which requires employees to report any actual or potential conflict of interest between the employee/employee’s family and the ELC or ECS. • All staff will sign the General Handbook Acknowledgement Statement after receiving the annual training indicating that they have received a copy of the ELC or ECS Employee Handbook. • All staff will sign the Code of Ethics and Conduct Statement annually. • Additionally all staff will be reminded of specific Internal Control policies and practices in place to prevent fraud. On a regular and routine basis, it is the responsibility of all management staff to ensure that all internal control practices, appropriate fiscal procedures and separation of duties are being followed. • ECS’s Family Services Coordinators will provide a mandatory fraud prevention staff training annually and new staff training within thirty (30) days of hire using OEL fraud prevention related training documents for daily coalition/ECS work activities. Topics to be covered include o Client Applications and Forms, School Readiness Income Worksheet, Client Rights and Responsibilities, Authorization for release of information and other related documents related to fraud prevention

• Client responsibility to report changes within ten (10) days of change and coalition/ECS responsibility to implement reported change, including acting on unreported changes, once discovered

• Quality interviewing techniques during intake, redetermination, and when reporting changes

• What to look for in an altered or falsified document • Eligibility staff are required to identify, verify and resolve case

inconsistencies when inconsistencies occur SR and VPK Parent Education and Awareness • Display fraud awareness posters in interview rooms at ECS • Include a fraud awareness statement in SR parent packets with ECS phone number to report any suspected fraud • Family Services Specialists will review responsibilities of parent in detail at interview, including importance of reporting changes in their circumstances with in ten (10) days. SR and VPK Provider Education and Awareness • Encourage child care providers to report potential fraud to ELC or ECS staff through provider communication venues including email or portal communications, and appropriate provider group meetings • Periodic reminders to providers about procedures in place to prevent fraud in addition to regular practices of monitoring that occur with providers that also keep providers aware of ELC’s/ECS’s intention to prevent and/or detect fraudulent practices

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Providers, Parents, employees, and Public Access to Reporting of Potential Fraud • Fraud Awareness statement must be included in intake packet, including how to report potential fraud • Email and/or newsletter reminders to providers of what to look for and how to report potential fraud • Employee fraud prevention training as well as a periodic reminder of internal controls • Annual staff training includes Whistleblower procedures to report potential fraud • Statement on website with phone number to report potential fraud for parents, providers, and general public ELC Detection and Investigation of Acts of Fraud, Abuse or Overpayment • Monthly unscheduled reviews of work products and follow up on questionable circumstances by the Director of Family and Provider Services and the Training Manager. • Monthly review, research, and follow up of data quality reports generated from Office of Early Learning by Director of Family and Provider Services, the Training Manager and designated ELC staff • Documented verification of child care referrals from other organizations through contact with referring agencies. • Job descriptions of ELC/ECS staff include fraud prevention task • Daily alertness of Eligibility staff to inconsistencies through regular operational processes with parents, and reporting suspected fraud or abuse to supervisor. • Follow up on potential fraud reported to ELC/ECS for investigation and to verify or question when inconsistencies occur by Family Services staff. • Once inconsistencies are identified through any of the above means, contact parent or legal guardian and obtain verification from parent or legal guardian to resolve inconsistencies, which could include but not limited to income, residential documentation, or household composition, and determine if situation is resolved or warrants next steps of due process provisions for termination or suspension of School Readiness or Voluntary Prekindergarten benefits. – Director of Family and Provider Services • For those where investigation concludes that the recipient has committed fraud in the receipt of School Readiness or Voluntary Prekindergarten services, calculate associated overpaid benefits amount and follow the Due Process provisions for termination or suspension of School Readiness or Voluntary Prekindergarten benefits. Reimbursement Specialist and Eligibility Specialist Due Process Provisions for Termination or Suspension of School Readiness or Voluntary Prekindergarten Benefits The coalition/ECS will provide written advance notice of the intended action to suspend or terminate benefits to the recipient to be affected and it must clearly

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advise of the allegations, the basis of the allegations the intended action and the date the action is to be imposed. The coalition/ECS shall send the written advance notice at least fourteen (14) calendar days before the intended action. The written advance notice will be translated in the recipient’s native language if the coalition’s/ECS’s other communications with the recipient have been translated. The written advance notice shall include following: 1. The procedure for the recipient to follow to attempt to appeal the decision. 2. A statement, in bold print, that the failure to file a timely appeal waives the right to an appeal. 3. Notice of the potential for repayment of improper benefits if the conclusion of fraud is upheld, including any benefits received after the receipt of the written advance notice. 4. The procedure for the recipient to obtain a copy of his or her file. 5. The amount of overpayment to be recovered, if applicable. 6. The length of time for which the recipient’s benefits are suspended or the date of the termination of benefits, if applicable. The following general guide for penalties will be applied, however, considerations will also include the length of time proportionate to the alleged offense committed, consistent with suspensions or terminations issued to other recipients who allegedly committed comparable offenses, and may also consider prior offenses, as appropriate. Penalties Guideline • First determination of fraud, eligibility is suspended for the longer of six months or restitution of overpaid benefits. • Second determination, eligibility is terminated the longer of one year or restitution of overpaid benefits. • Third and subsequent determinations, eligibility is terminated the longer of five years or restitution of overpaid benefits. The recipient has a right to challenge within fourteen (14) business days; if the challenge is before benefits are terminated or suspended, then benefits remain in place for duration of initial challenge. However, if the decision is upheld, any services received during that timeframe will be included with the overpayment amount. A suspension or termination shall not be applied against recipients with a valid at-risk referral. Recipient Right to Challenge Decision Pre appeal Resolution Procedure If recipient believes that the conclusion of fraud was made in error, the recipient should first seek to resolve the matter by contacting the coalition/ECS and providing the necessary documentation to resolve the issue. The Director of Family and Provider Services will consider all statements, review all documents and may request any additional evidence or information if it is necessary and relevant to the review. The recipient will be notified in writing of the

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determination within ten (10) days of the parent review. The C.E.O. of the coalition shall not be involved in the pre-appeal resolution of the issue. If the recipient believes that the issue was not resolved during the pre-appeal resolution procedure, the appeal procedure is outlined in Florida Rule 6M-9-400 Early Learning Coalition Anti-Fraud Plan, subsection (e) and (f) as follows: Appeal Resolution Procedure: If the recipient believes that the issue was not resolved by the coalition/ECS, the recipient may file a formal written appeal for review by the C.E.O. of the Coalition, using the following procedure: 1. Submit a written appeal to the C.E.O. or other executive staff person as designated by the coalition board. The appeal must fully describe the nature of the error the recipient believes has been made and shall contain any documentation which supports the recipient’s claim. 2. The appeal shall be postmarked or emailed before the date of the intended action. The recipient who fails to file a timely appeal waives the right of appeal. 3. If the recipient files a timely appeal, he or she will not be suspended or terminated from the program until the written decision of the C.E.O. or the original date of the intended action, whichever is later. 4. The C.E.O. of the coalition or other executive staff person designated by the coalition board must respond to the recipient, in writing, within thirty (30) days of receiving the appeal with a decision as to whether the suspension or termination will be upheld or modified. 5. The recipient who wishes to appeal the decision of the C.E.O. of the coalition or other executive staff person designated by the coalition board may request further review by an appeals committee in accordance with subsection (e) of this rule. The request for further review by an appeals committee must be submitted to the coalition in writing within ten (10) calendar days of the date of the C.E.O. or other executive staff person designated by the coalition board’s written response to the recipient’s formal written appeal. The recipient shall be given the opportunity to defend his or her position in an orderly proceeding of the appeals committee. When the meeting of the appeals committee is scheduled, the recipient shall be notified of the date of the appeals committee, informed that it is a public meeting, and informed that any information presented may be used by other state agencies. 1. The appeals committee shall be selected by the Chairman of the Board of the coalition and a chair of the appeals committee shall be named. 2. The appeals committee shall be convened within forty-five (45) calendar days of receipt of the recipient’s request for an appeal. 3. The recipient shall be provided up to thirty (30) minutes to present their position and any information they wish the appeals committee to consider.

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4. The coalition staff, excluding the Executive Director or other executive staff person designated by the coalition board shall be available to provide any information requested by the committee. 5. The appeals committee will consider all statements, review all documents and may request any additional evidence or information from the parties if an appeals committee member believes it is necessary and relevant to the decision making. The required final determination letter will be tolled for the length of time given to provide the additional information. 5. The appeals committee shall select or appoint a member of the coalition, excluding the C.E.O. the coalition or other executive staff person designated by the coalition board to memorialize the events of the appeals committee proceeding and the final determination including the basis for the decision. 6. The appellant shall be notified in writing of the appeals committee’s determination within ten (10) days of the date of the meeting. 7. The determination of the appeals committee shall be final. Benefit Recovery • For a voluntary overpayment repayment, the ELC/ECS will follow the ELC overpayment repayment process, including review for approval of a payment plan with the recipient, if requested • For criminal prosecution with restitution, the ELC/ECS will follow the ruling from the court regarding restitution plan Monthly Reporting Process to OEL The Director of Family and Provider Services will submit an electronic report monthly reporting the parents and providers terminated from services as a result of fraud, per Rule 6M.9.400 subsection (b). Process for Mandatory Reporting Fraud and Abuse through the OEL Fraud Referral System The Director of Family and Provider Services is the coalitions designated administrator for the Office of Early Learning’s Fraud Referral System. Contact information: Brittney Spangler; Early Learning Coalition of North Florida [email protected] 904-726-1500 ext. 229 At the point when potential fraud has been communicated to the recipient, The Director of Family and Provider Services makes a mandatory referral for potential fraud or abuse investigation using Office of Early Learning Fraud Referral System. The referral includes the recipient information, amount of overpayment, discovery date and a brief summary of the allegations, and notification of any

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evidencing documents available that substantiate the allegations. At this time, the Director of Family and Provider Services also notifies the Office of Early Learning’s Inspector General’s office that a fraud referral has been submitted. Note the coalition’s fraud investigation and appeals procedures outlined in this plan will complement the OEL referral process to Department of Financial Services through the Fraud Referral System. If the recipient appeals the decision through the coalition appeals process, the Director of Child Care Connection will update the referral information in the Fraud Referral System as appeal decisions are made throughout the appeal process. Related Policies: Grievance Policy

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Process for Mandatory Reporting of Fraud & Abuse through OEL Fraud Referral System

ELC North Florida and Contractor Staff All staff members are responsible for doing their due diligence

and reporting suspected fraud by a person, provider or coalition member to the Director of Family and Provider Services

Director of Family and Provider Services

Brittney Spangler, (904) 726-1500 ext. 229*

Office of Early Learning

*Coalition Administrator for the OEL Fraud Referral System


F. United Way Campaign Support Letter

INFORMATIONAL



G. Volunteer Newsletter Fall 2014

INFORMATIONAL

HANDOUT


VOLUNTEER NEWSLETTER

FALL 2014

NOVEMBER BOOK PICKS

By Linda Glaser

Illustrated by Loretta Krupinski

By Shelley Rotner and Sheilia Kelly

By Deborah Guarino

Illustrated by Steven Kellogg

By David Ezra Stein

(Author and Illustrator)

FALL

Happy Fall Everyone, I just wanted to say personally a big welcome to all the new volunteers! Wow! We had the biggest volunteer reading pals orientation attendance since we started the program four (4) years ago. I am very excited that we now have the Reading Pals program in Clay County. All Eighteen (18) Clay centers that requested volunteer readers were able to get one reader and some have two readers. What thrills me the most is the impact you all are having through this program.

I am gearing up for our Three Year Old Book Bag Project. We will be assembling hundreds of books bags soon and delivering them to local three (3) year olds in the centers we serve in our six (6) counties. I will need help putting the bags together and delivering them to the selected centers and Family Child Care Homes (FCCH). When we deliver them, a book character makes a personal visit with us and we put on a short story time, sing a song then hand out the bags. This year "Pete the Cat" is our costume character. Yes I will need people to wear the costume! In the upcoming events section there are some dates for book bag assembly. If you can help with one of these dates, please contact me. Delivery dates are not scheduled at this time. I will send an e-mail when delivery dates are set. Deliveries will start the first week in December 2014 and will go through January 2015.

The volunteer newsletter will be an every other month edition in the future. If I need to communicate with you in between newsletters I will send out an email. I hope many of you will come to our annual Holiday Volunteer / Board party on Wednesday, Dec. 3rd, 2014 (see upcoming events for the details). It is always a nice time to meet other volunteers and kick off the holiday season.

Sincerely,

Joan

ELC EVENTS

Read for the Record 2014

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Veterans Day in the United

States, annually falls on November 11th. The holiday

honors people who served in the U.S Armed Forces, also known

as veterans.

Thanksgiving Day is observed on the every fourth Thursday of

November. The holiday is celebrated in remembrance of

the pilgrims and in order to give thanks.

November is National

Epilepsy Awareness Month. Epilepsy affects about 2 million people in the United States.

National Pearl Harbor Day

Commemorates the December 7th ,1941 attack on Pearl

Harbor, in Hawaii, during World War II.

ABUSE REPORTING

All Coalition employees and volunteers are obligated under Florida law (F.S.415) to report immediately any information regarding, physical abuse,

sexual abuse, neglect, and/or exploitation, abuse of a child,

disabled adult, or aged person to the State Abuse Hotline or

website. The Abuse Hotline toll

The ELC of North Florida participated in the annual Jumpstart Read for the Record Campaign this year on October 21st, 2014. The child care providers were asked to help break the world record of reading the same book to the most children on the same day. This year the book was "Bunny Cakes" by Rosemary Wells. The ELC provided a copy of the book to any provider that wanted to participate along with a packet of ideas to engage the children in activities relating to the book. In our six (6) counties, 5,640 children were read to and the world record of 2.5 million children was broken! Pictured to the right is volunteer Peggy Hunter (AKA Mother Goose) reading "Bunny Cakes" to children at Presbyterian Day School in St. Augustine, Florida.

ELC Days at Sykes Farms The ELC partnered with Sykes Farms in Elkton, FL. to host two (2) special field trips days for ELC providers. The trip includes a corn maze that is based on two books, "Spookley the Square Pumpkin" and "Jack and the Cornstalk", hay ride, pumpkin patch, petting zoo and much more. ELC staff and volunteers were on hand providing an additional craft activity and they gave each child received a copy of "Jack and the Cornstalk." The teachers received a bag of assorted Spookley books. A total of three hundred and fifty seven (357) children attended. Pictured are volunteers, Sara Tavender, Ginny Levito Dozier, Joan Whitson, Pam Langford, Erika Bauserman and Barbara Mckinney holding up the bags and books that were given out at Sykes Farms.

EDUCATIONAL CORNER

Using Songs in your Reading!

Songs can be used to effectively transition to story time. Setting a regular pattern of greeting or saying good bye with a song can set continuity to your volunteer reading. Here are some great songs you can use: Greeting Song Sung to: "The Farmer in the Dell"

I'm glad you're here today, I'm glad you're here today, Hello to everyone, (wave hello) I'm glad you're here today.

Hello Children Sung to: "Good-night Ladies" Hello children; Hello children, Hello children; I'm glad you're here today. This is the Way To Read A Book

free number is 1-800-96-abuse (or1-800-962-2873) and the

website is https://reportabuse.dcf.state.fl.us

ELC LENDING LIBRARY HOURS

Clay County: Tuesday and Friday

9:30AM-2:00PM

Putnam County: No set hours. Please call Tajaro before coming to make sure she is there and the room is open.

(386) 328-6232

St. Johns County: Monday-Friday 8:30AM-4:00PM

Staff is at this office 99% of the time. If you are worried about the other 1% please call first

(904) 342-2267

Just a reminder: Please turn in your hours monthly.

QUOTES

We worry about what a child will become tomorrow, yet we forget

that he is someone today. ~Stacia Tauscher

While we try to teach our

children all about life, Our children teach us what life is

all about. ~Angela Schwindt

I saw as a teacher how, if you take that spark of learning that those children have, and you ignite it, you can take a child

from any background to a lifetime of creativity and

accomplishment. ~Paul Wellstone

Children are likely to live up to

what you believe of them. ~Lady Bird Johnson

Sung to: "The Mulberry Bush" This is the way we read a book Read a book Read a book This is the way we read a book So early in the morning! If You're Ready For A Story Tune: "If You're Happy and You Know It" If you're ready for a story, come sit down. If you're ready for a story, come sit down Let's all gather near, so everyone can hear. If you're ready for a story, come sit down. Goodbye tune: "The Farmer in the Dell"

It's time to say good-bye It's time to say good-bye I will miss you, but it's time to say goodbye.

UPCOMING EVENTS

Three Year Old Book Bag Assembly Dates:

Friday, November 7, 2014:10:30am-1:00pm Monday, November 10, 2014:12:00 noon-2:00pm Friday, November 14, 2014:10:00am-12:00 noon Location: Community and Schools Office

130 Masters Drive, St. Augustine, FL. (In the front half of W.W. Gay Plumbing building) (Masters Drive might still be under construction in front of this office. If so, please go around to the back entrance of W.W. Gay) If you can assist on the dates listed above, please contact Joan at [email protected] or 904-342-2267 Annual ELC of North Florida Volunteer/Board Holiday Party Date: Wednesday, December 3, 2014 at 3:30 p.m.

Location: Caddy Shack Restaurant in World Golf Village

455 S. Legacy Trail #E106, St. Augustine. FL Food and non/alcoholic drinks provided, cash bar available. Quarterly Reading Pals Meetings: Clay County:

Friday, December 17, 2014 at 1:00 p.m. Fleming Island Library 1895 Town Center Blvd. Orange Park, FL. 32003 Putnam and St. Johns meetings will be in January (dates to be

announced)

http://cp.mcafee.com/d/k-Kr43qb2bXdT1PPxKVJeUVZZBOW8USzt5ZZ5N4QsECQXzDTSnbECzASztdN5NxBNMSwgYYY5uvq5oP9KDRz93u00C_fJ2IpATjWNAxL00jtQ_g8fIfZvAQrLEzKLsKyqejhOeVx6Wb3DbnhIyyHss_OEuvkzaT0QSCrd79K_8ELzDzhOMep76XCM0skXZ6zD0T9MU00iteLt4m0kGdl5F3xzQpwM2xxox8KS11s1gKcBi0i4wm80Kbxwb0i88BhI9xR0KawhESqen0iSz8otsm8wsdb0a8fAgUi5QSi8Nc5xAf4CnMJom30cgc2HMHeglt8we1aFcy37pf0izkqbd-OPE51or5M9YQs_ki50ebwMkrb7K46Mad7bE4KKIzfwACYdFKCzBqFkl8zweS10Qb7GyiP12EMXWsM6cC0DqVwUVGNMwb3oqP8QszgQ1gG-C81yo2Em0GbFEV1oAMdxE3QYs8x9ZwJhYwm80a2Wnb1wQswkI0Ms877dm9D2M7u0U777CzCh4yU_sYG4xsw2QhsCM81moVwd2FV1o4BiFXo3g0sebBgCw1kWGwI1g7eedX14CgRQMpCbksceNlyCSGpQUUlhhhsd7aoV5CXdShk08vohlwqelv-Hp656SUdKlc770GkeJm59X2tGMDJFYKrsvspd79IcRfrxf_yq80pVyx_PDYhknQYYQg9ThodITdXCge


Sponsorship by the Early Learning Coalition of North Florida and Florida's Office of Early Learning

Early Learning Coalition of North Florida | 904-342-2267 | [email protected] | http://www.elcnorthflorida.org

Administrative Office: 2450 Old Moultrie Road, Ste. 103, St. Augustine, FL 32086


http://cp.mcafee.com/d/k-Kr6xAq4x8SyMy-PtMsYUrKrjKevvpsKyedEThvvhshd7a9JeUVZZBOW9EVdETjshsopssdE4fff1nDSxmcOrFZoOgTw09LPXgH6pdQ-Ip8rM04TtfQ23X3_nVd6XW8XHTbECzAQszKohKyMVORQr8EGT7fYG7DR8OJMddICPhOrLOabUVUQsI3ChNKVI075e_hEVMdOse004DjHTh5w5azlhqgUoZ6oc0Eom8ibJwgn0kbz9kw4x85y0byUo2M4y29kr2otgbyE4qdCzBM4JIz0maJDAUwJNNwb9T3rz2NtV4ig6XziM4P0keaxkq1ocd7aoiAGn3w5I8OLsl5_2Mj5MO4z3wAI0NAgCjh35wacaxHMXqcxwI7IwA3L6p0jsbwI9KByFEVbHu60Vw1wMnbAdmcip3ab0cr3w5vb2H8IUyay1NPlzx0m6MRChEV6xE2xlZcg34M5gI1knjhO2N9wr3g7FUUh2jX1qzV0Ig0k5QKm31EV0Fo1wUgeeqIje5weY1Meefd7cy95N-VVk92V05EyVdwg2INP0q5jO2M9aBjSM6w0Usnaxd02FRl1o2wessrS29cxHFwPcmEUotyH5dJkPFNMGyyyUqekNObdSrIyE0g-MyH0QsG_ZmOcadJMrsGoee1kEtqIajS4XlxfrjVsSU-UOqejopGuT2v_4Qg0PP53_DfUyELFVVEwjKyMrpKrWDrA

IX. Board Absenteeism Log

Informational



By-Laws

X = AttendedNo Meeting No Meeting No Meeting No Meeting No Meeting No Meeting No Meeting No Meeting

MEMBER NAME 12/4/2013 Jan.2014 Feb.2014 3/19/2014 Apr.2014 May.2014 6/26/2014 Jul. 2014 Aug. 2014 9/17/2014 Oct. 2014 Nov. 2014

Allen, M. Not a member yet

Bozard, L. Not Yet A Member Excused X Excused

Brown, M. Excused Excused Excused no longer a member

Coleman, R. Excused X X X

Delcomyn, V. Excused Excused X Excused

Deputy, A. Excused X Absent X

Dixon, J. X X Absent X

Dollar, J. X Excused X X

Ferguson, B. Excused X X no longer a member

Garrison, S. X Excused Excused no longer a member

Graham, B. X X X X

Holanchock, M. X X X X

Jett, P. Excused X X X no longer a member

Kendall, K. Excused X X X

Kent, C. Excused X X Excused

Lane, A. Not Yet A Member X X X

Masters, A. X X X X

Pearson, N. X X X X

Simpkins, K. Not Yet A Member Excused Excused Excused

Sirgusa, M. X X X Excused

Stevenson, C. X X X X

Stophel, C. X X Excused X

Westling, J. X Excused Excused Excused

Williams, R. Not a member yet

3.2.8. Mandated members with three (3) consecutive unexcused absences from meetings or six (6) unexcused absences from meetings within a twelve month period without due cause may be notified by the Chair that their membership is not in good standing.

MEMBER ABSENTEEISM LOGBOARD

3.2.7. 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.

X. Board Comment

A. Alice Report – Informational-HANDOUT


XI. Next Meetings • Wednesday, February 4, 10:30 a.m. Exec/Admin

Conference Call

• Wednesday, March 18, 10:30 a.m. World Golf Village

Renaissance Resort Conference Center

XII. Adjournment*

*ACTION ITEM