BOARD MEETING
Wednesday, September 5, 2018 Directly Following the 3:30 PM Finance Committee Meeting
Juvenile Welfare Board 14155 58th Street North Conference Room 191 Clearwater, FL 33760 REVISED AGENDA
I. CALL TO ORDER
II. CONSENT ITEMS
A. Approve Board Minutes for July 12, 2018 B. Accept Financial Report for July 2018 C. Accept Finance Committee Meeting Minutes for August 22, 2018
III. ACTION ITEMS A. Ratify Finance Committee Recommendations from August 22, 2018 B. Delegate Chief Executive Officer Annual Evaluation Authority to the Executive Committee
IV. PRESENTATIONS A. Strategic Plan 3rd Quarter Status Update B. Mid-Year Performance Report – Revised 08/29/18 and 08/30/2018
V. CHIEF EXECUTIVE OFFICER’S REPORT
VI. INFORMATION ITEMS A. Administrative Order for Odyssey Access B. Summer Programming 2018 C. Legislative Report D. Early Learning Coalition Report
E. Eckerd Connects Reports F. Program and Financial Monitoring Information G. Non-Competitive Procurements H. Open and Pending Solicitations I. Personnel Report J. Calendar of Events K. Communications and Media Report
VII. OPEN AGENDA The Juvenile Welfare Board welcomes input from the public. Public Presentation Procedures are available to assist with addressing the Board. Requests for special funding are not appropriate during the Open Agenda.
VIII. ADJOURN Future Meetings of the Board
Wednesday, September 5, 2018 @ 5:15 PM First TRIM Hearing @ JWB Conference Room 191 Tuesday, September 18, 2018 @ 5:15 PM Final TRIM Hearing @ JWB Conference Room 191 Thursday, October 11, 2018 @ 9:00 AM JWB Board Meeting @ JWB Conference Room 191 Thursday, November 8, 2018 @ 9:00 AM JWB Board Meeting @ JWB Conference Room 191
2018 JWB Children’s Summit Friday, December 14, 2018 8:00 – 10:00 AM St. Petersburg College Seminole Campus/Conference Center 9200 113th Street North Seminole, FL
ANNIVERSARIES July August Danielle Hintz Sixteen Years Judith Warren Five Years Shannon Cohen-Phillips Thirteen Years D’Andrea Dula Four Years Joanna Maniscalco Eleven Years John Ondrovic Three Years April Putzulu Five Years Steven Bailey Two Years Alisha Wilbeck Three Years Michael Havelka One Year Joanne Reich One Year
Notice: These meetings are subject to audio and video recording at any time.
08/30/18 @ 4:00 PM
BOARD MEETING
THURSDAY, JULY 12, 2018 DIRECTLY FOLLOWING THE 9:00 AM FINANCE COMMITTEE MEETING
JUVENILE WELFARE BOARD 14155 58TH STREET NORTH CONFERENCE ROOM 191 CLEARWATER, FL 33760
MINUTES
I. CALL TO ORDER Mr. Brian Aungst, Jr., Board Chair, called the meeting to order at 9:01 AM. He asked Division Chief Jim Millican to lead the Pledge of Allegiance.
Mr. Aungst asked for a point of personal privilege to announce the birthday of Mr. Art O’Hara, Executive Director, R’Club Child Care, Inc.
Mr. Aungst reviewed the public comment procedures. He asked members of the public who wished to address the Board before a vote on an Action Item, or during the Open Agenda, to complete a public comment card.
Attendee Name Title Status Brian Aungst, Jr. Board Chair Present Susan Rolston Board Vice Chair Present Rick Butler Board Secretary Present Bob Dillinger Public Defender Present Michael Grego Superintendent Present Bernie McCabe State Attorney Present Michael Mikurak Board Member Present James Millican Board Member Present Patrice Moore Sixth Judicial Court Judge Present Karen Seel Pinellas County Commissioner Present James Sewell Board Member Present
II. CONSENT ITEMS A. Approve Board Minutes for May 10, 2018 B. Accept Financial Report for May and June 2018 C. Accept Finance Committee Meeting Minutes for June 5, 2018
Mr. Aungst asked for a motion to approve the Consent Items.
The Consent Items passed unanimously without questions or discussion.
Juvenile Welfare Board of Pinellas County Page 1 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
ACTION: Dr. James Sewell moved to approve the Consent Items as presented; seconded by Mr. Michael Mikurak. No further discussion, all in favor; motion carried.
III. ACTION ITEMS A. Approve FY18 Budget Amendment for Faith-Based Literacy Program
Mr. Aungst read the recommended action to approve a budget amendment for $120,000 for FY18 to reallocate funding for the Faith-Based Literacy Program from the James B. Sanderlin Neighborhood Family Center (NFC) to the YMCA of Greater St. Petersburg.
Mr. Aungst said that in March as a result of routine Program Monitoring activities, JWB staff has been working with the Sanderlin NFC regarding some financial and operational components. As a result, it has been agreed by the Sanderlin board and JWB staff that the Faith-Based Literacy Program should be reallocated for the remainder of the fiscal year to the YMCA of Greater St. Petersburg.
Dr. Marcie Biddleman, Chief Executive Officer explained how the decision to make the recommendation was determined. She highlighted the priority to keep the children participating in the summer programs and the staff at the NFC stabilized. She outlined her discussions with the Sanderlin board and the leadership at the YMCA of Greater St. Petersburg.
Mr. Aungst asked if the Sanderlin board supported this recommendation.
Dr. Biddleman said they, along with Dr. Celeste Thomas, the newly named Interim Executive Director of Sanderlin, support the recommendation.
The Board discussed the details of the recommendation, pertaining to the employment status of the current faith-based staff and leadership by the YMCA to carry out the programming for the remainder of the fiscal year. Dr. Biddleman said it is expected that the staff, upon satisfactorily completing an application process and Level 2 background screening, will continue in their positions with the faith-based program.
Board members asked about the inclusion of confidentiality language in the proposed employment contract between the YMCA and Ms. Donna Welch, the former director of the Sanderlin faith-based program. Members cautioned about JWB becoming too involved with the hiring processes at funded agencies. Ms. Colleen Flynn, JWB’s legal counsel, confirmed JWB’s funded agencies contracts only require Level 2 screening. JWB does not get involved in human resource activities of funded agencies.
The discussion continued on the importance of staying true to JWB’s focus on the children.
Mr. Aungst asked Ms. Flynn if anyone requested to address the Board prior to the vote on the recommended action. Ms. Flynn said there were several requests submitted and the following individuals provided their comments:
Juvenile Welfare Board of Pinellas County Page 2 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
Pastor Clarence Williams, Cross & Anvil Human Services Ms. Cassia Evans, parent of a faith-based participant Ms. Angelique Evans, faith-based participant Ms. Rene Robinson-Flowers, Pinellas County School Board Chair Mr. Kenneth Welch, Pinellas County Board of County Commissioners Chair Dr. Riccardo Davis, Concerned Organization for Quality Education of Black Students, Inc., (COQEBS)
Mr. Aungst clarified if the funding is reallocated to the YMCA, the current faith-based staff will complete Level 2 background screening and reference checks, but not be held to a higher standard than current YMCA staff.
Mr. Ricardo Welch, Prayer Tower Church of God In Christ Ms. Shirin Vesely, Esquire, legal counsel for Ms. Welch.
Mr. Aungst expressed concern because Ms. Welch is no longer a Sanderlin employee and is unemployed. He said if the Board does not take action today, that the next opportunity is the September 2018 Regular Board meeting. He restated his support of the recommended proposal to fund the program through FY18 but moved to the YMCA and the YMCA retaining Ms. Welch in a leadership role.
Board members asked for more information on the possible confidentiality language in the proposed employment contract. Ms. Vesely, attorney for Ms. Welch, said the contract discussion has not yet taken place between her client and the YMCA. Board members suggested that the length of the contract and the possible confidentiality language could be immediately addressed and negotiated.
The Board then discussed upcoming contract negotiations and the possibility of JWB taking over the faith-based administration for the remainder of FY18 while opening a solicitation for continued operation of the program in FY19.
Mr. Bob Dillinger made a motion to table the discussion.
Mr. Aungst asked to continue with public comment before addressing the motion to table the discussion.
Public comment continued: Mr. Frank Peterman Ms. Deborah Figgs-Sanders
Mr. Aungst reread the recommendation to approve the budget amendment for $120,000 for FY18 to reallocate funding for the Faith-Based Literacy Program from the Sanderlin Neighborhood Family Center to the YMCA of Greater St. Petersburg.
He explained JWB does not have the power to reinstate Ms. Welch as a Sanderlin NFC employee at the faith-based program. He said if the motion to table passes, the program could continue under the direction of the JWB staff until a potential special Board meeting in August, or the September 2018 regular Board meeting.
Juvenile Welfare Board of Pinellas County Page 3 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
Ms. Flynn said the YMCA’s proposed contract with JWB ends in September 2018.
Mr. Aungst asked Mr. Tim Staley, Executive Vice President, YMCA of Greater St. Petersburg, to address the Board. Mr. Staley said the recommended action will result in a 75- day contract, but the YMCA has every intention to continue the faith-based program in FY19. He added that the YMCA has not discussed the proposed employment contract with Ms. Welch. He also said the YMCA plans to meet with the faith-based community to discuss their ideas and concerns.
The Board asked for clarification on the proposed confidentiality language in the employment contract. Mr. Staley said it is not unusual for certain YMCA employees to have a limitation on talking to the media about past employment, but specific language mentioning Sanderlin was added to Ms. Welch’s proposed contract.
The Board commented on the collaborative possibilities of nonprofits and the faith-based community for the benefit of the children. They discussed teachable moments, integrity, and fairness.
Mr. Dillinger withdrew his motion to table the discussion from the floor.
The Board, once again, considered the possibility of releasing a Request to Negotiate (RTN) in spite of the urgency of the situation to maintain operations.
Mr. Jaruszewski explained there is not enough time to complete the RTN process prior to October 1, 2018.
Chief Millican suggested scheduling a meeting with the faith-based community in August 2018.
Mr. Aungst read the recommended action for a third time and called for a vote.
Dr. Grego commented on rushing this decision before having a discussion with the community. He stated his support for a RFN or RFP.
Judge Moore expressed the importance of bringing everyone to the table, and her concern that Ms. Welch is not getting paid.
Mr. McCabe stated that JWB does not undertake service delivery and continuing to have JWB staff operate the Faith-Based Literacy Program is service delivery. Administratively, we no longer have an agency. Finance says there is not enough time for a RFN or RFP. If we move it again, don’t we want the community to bid on that?
Chief Millican said it seems we have come to an agreement with the YMCA and Ms. Welch. To allow her to lead the program. In the meantime, we can figure out where it is best to run it.
Mr. Mikurak said it is an opportunity for everyone to come together and look at what needs to be done. Ms. Welch is the right person. Keep the program running today, and take some additional right steps.
Juvenile Welfare Board of Pinellas County Page 4 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
Mr. Aungst announced the motion and a second to reallocate $120,000 for FY18 funding for the Faith-Based Literacy Program from the Sanderlin Neighborhood Family Center to the YMCA of Greater St. Petersburg. He said it is consistent with the direction given to staff and to the YMCA regarding the employment and the expectations related to the employees of the program including Ms. Welch, but also all the other employees who are affected. He called for additional comments. There were none. He called a vote. That motion passes unanimously.
ACTION: Mr. McCabe moved to Approve the FY18 Budget Amendment for Faith- Based Literacy Program; seconded by Dr. Sewell. No further discussion, all in favor; motion carried.
After the vote, Mr. Aungst requested a five-minute recess.
The meeting resumed at 10:42 AM.
B. FY19 Preliminary Budget and Adoption of the Proposed Millage Rate
Mr. Jaruszewski read the recommended action. He explained the certified value provided by the Property Appraiser reflects an 8.04 percent increase, resulting in a $5.06 million increase in ad valorem revenue from FY18. He announced the proposed FY19 budget at $65,775,591 and the proposed millage rate at 0.8981.
Mr. Jaruszewski confirmed there is no change to the millage rate.
ACTION: Mr. McCabe moved to Adopt the FY19 Preliminary Budget and the Proposed Millage Rate; seconded by Dr. Sewell. No further discussion, all in favor; motion carried.
C. Approve Quality Early Learning Site Request for Qualifications
Mr. Jaruszewski explained the purpose of the recommended action is to find a candidate qualified to open a Quality Early Learning site in Lealman. He expects the funding to be awarded in January 2019.
An audience member suggested in her opinion that 3,550 to 4,000 square feet would be needed to accommodate services for 58 children and the Pinellas County Licensing Board has regulations pertaining to square footage per child. Commissioner Karen Seel recommended the selected agency talk with Pinellas County officials to see if there is available space at the Lealman Community Center.
ACTION: Mr. McCabe moved to Approve the Quality Early Learning Site Request for Qualifications as presented; seconded by Mr. Millican. No further discussion, all in favor; motion carried.
D. Allocation Increase for myON® Reading Platform
Mrs. Susan Rolston said that after looking this item over it appears to be community wide every child in Pinellas for $600,000 and it appears like we are $50,000 short.
Juvenile Welfare Board of Pinellas County Page 5 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
Ms. Judith Warren indicated it was her understanding that Shana Rafalski from Pinellas County Schools has been working directly with myON® and they will accept the current funding level.
ACTION: Mr. McCabe moved to Approve an Allocation Increase for the myON® Reading Platform as presented; seconded by Dr. Sewell. No further discussion, all in favor; motion carried.
E. Adopt FY19 JWB Board Meeting Schedule
Mr. Aungst called for a vote.
ACTION: Mr. McCabe moved to Adopt the FY19 Board Meeting Schedule as presented; seconded by Dr. Sewell. No further discussion, all in favor; motion carried.
IV. CHIEF EXECUTIVE OFFICER’S REPORT Dr. Biddleman announced new efforts to consolidate several leadership meetings attended by the same stakeholders without losing the specifics of each meeting’s purpose. The first effort was made on Monday, July 9, 2018 at the Mental Health System of Care Meeting. The Administrative Forum and the Community Alliance meetings will also be looked at for consolidation purposes.
There were no further questions or comments from the Board.
V. INFORMATION ITEMS
V.A. Status Report on Sanderlin Neighborhood Family Center
Dr. Biddleman introduced Mr. Ray Sanderlin, Jr., a member of the Sanderlin board. He then introduced three other members of the board: Ms. Dianna King, Mr. Pierce Brunson, and Ms. Christa Williams. He spoke about the process to hire a new executive director and the importance of keeping the children and their families first during this transition. He mentioned plans for a staff retreat with the board in August and governance training for the board once a new executive director is hired.
JWB Board members asked about the plan to make up the deficit. Mr. Sanderlin mentioned fund raising as a solution.
Dr. Biddleman explained with the turnover in leadership staff at Sanderlin, a salary lapse slightly under the cost of deficit is projected.
Ms. King, Sanderlin Chair, addressed the remedies to improve operations at Sanderlin.
Dr. Biddleman said Dr. Mary Grace Duffy, a consultant to JWB, is providing governance training to the Sanderlin board, and Dr. Barbara Morrison Rodriguez, a consultant to JWB, will provide additional training.
Mrs. Rolston said she read all of the training that is planned. It is vital that if JWB is going to make the investment that Ms. King encourage her fellow Sanderlin board members to attend the training. Juvenile Welfare Board of Pinellas County Page 6 Minutes Juvenile Welfare Board of Pinellas County July 12, 2018
Judge Moore commented that she was born and raised near the Sanderlin Center Area. For the Center to say that they were wrong it is enough. She said she respected the decision that they made as a board and encouraged more dialogue.
VI. OPEN AGENDA
Mr. Rick Butler announced staff anniversaries.
Mr. Aungst said there is no Regular Board meeting in August. The next Regular Board meeting is Wednesday, September 5, 2018 at 3:30 PM.
He announced Mr. Scott Goyer, President/CEO YMCA of the Suncoast, was giving a zSpace demonstration right after the Board meeting in Conference Room 105.
VII. ADJOURN
Mr. Aungst moved for adjournment at 11:19 AM. No further discussion, all in favor; motion carried.
Minutes Submitted by:
Rick Butler Board Secretary 09/05/18
Juvenile Welfare Board of Pinellas County Page 7 Board of Directors Meeting
September 5, 2018
Monthly Board Financial and Investment Report Item II.B.
Recommended Action: Approve the Monthly Financial and Investment Report Issue: Budget and Investments Accountability Program: Provider services are presented in aggregate in the report Budget Impact: FY18 Budget
PRELIMINARY FINANCIAL HIGHLIGHTS July 31, 2018 Prepared by: Lynn De la Torre, Accounting Manager
A summary of the major financial highlights include the following: • Total Assets increased by $2.7M to $46,896,927 from the prior year amount of $44,185,125.
Cash and Investments increased from the prior year by $1,605,418. This includes the net amount received from ad valorem tax and interest revenue.
Due from Agencies includes receivables due from the Neighborhood Family Centers for payment activity during the current month. The FY18 amount was higher than FY 17 by $1,162,910. This amount fluctuates based on the timing of payments made by the NFCs.
Other receivables includes the current portion of Note Receivable.
Note Receivable represents the remaining portion due to JWB through April 2019 for the purchase of the Pinellas Park Building by St. Petersburg College.
Capital Assets increased $83,345. The increase is the net effect of additions and deletions at the end of FY17. Additions, deletions, and depreciation are recorded at year end.
Deferred Outflow of Resources in the amount of $1,371,919 represents the dollar value of net assets that will be recognized as consumed or used (paid out) in a future reporting period due to an event that occurred in the current period. Deferred Outflows increased $119k from the prior year amount of $1,252,538.
• Liabilities:
Total Liabilities increased by $208k to $4,117,889 from the prior year amount of $3,910,079.
Payables increased by $12k from FY17. At the end of July 2018 there was a higher amount that was due to be paid than at the end of July 2017. Timing contributes to the differences in the balances due at times during the year. Accrued Liabilities of $354,394 includes the annual accrual for staff vacation and sick leave and long term copier lease amount.
Net Pension Liability is the difference between the total pension liability and the assets set aside to pay current employees, retirees, and beneficiaries. Net Pension Liability increased $155,142 to $3,643,186 from the prior year amount of $3,488,044. A portion of the Net Pension Liability is recognized as a current portion - that amount is $36,145. Deferred Inflow of Resources in the amount of $342,304 represents the dollar value of net assets that will be recognized as the amount received or (paid in) in a future reporting period due to an event that occurred in the current period. Deferred Inflows increased $189k from the prior year amount of $153,055.
• Fund Equity: Total Fund Equity increased $2,434,123 to $43,808,653 from the prior year amount of $41,374,530. Revenue over expenditures were higher in FY18 by approximately $1.7M; ad valorem as well as interest revenue was higher than the previous fiscal year which contributed to the increase.
Unspendable Note is the long-term portion of the amount owed to JWB by St. Petersburg College.
Assigned for Spence Award is an amount designated for the annual H. Browning Spence Educational Award.
Assigned Cash Flow Requirement The cash flow requirement is in accordance with JWB's Board policy that states "restricted funds shall be targeted at a minimum of two months of operating expenses to manage cash in-flows and out-flows until ad valorem is received."
Unassigned represents the fund balance carryforward from the prior fiscal year.
Excess Revenue/(Expenses) is the remainder of revenues over expenditures for the current year. Tax revenues begin to be received in late November and increase the balance. This number reflects the spending pace of the administration and agency payments over the year.
• Revenues and Expenses: Property tax revenue year-to-date is $64,524,895 which is higher ($4.4M) than FY17 revenue of $60,123,705. Although the millage rate has remained constant over the years, property values have increased. The result is an increase in property tax revenue. Interest revenue year-to-date is $526,122. Interest revenue includes interest from the Note Receivable and interest income from investments. There is $40.8M currently invested in BB&T, Regions, the Florida Local Government Investment Trust (FLGIT) and Florida Prime. (See chart on the Investments page).
Miscellaneous revenue includes the rent received from 2-1-1 Tampa Bay Cares, Inc., and Cooperman Bogue revenue, including in-kind contributions for the KidsFirst Awards.
Administration expenses year-to-date are $5,499,024. Of this total, eighty-two percent ($4,517,862) is personnel expense. Administration expenses are $79k higher than the previous fiscal year-to-date. Children and Family Program reimbursements include payments of $37,696,380 year-to-date. The month of July reimbursements totaled $4,344,394. The YTD expenditures are underspent by $9,629,843 and the MTD are underspent by $388,228.
Page 2 of 6 JUVENILE WELFARE BOARD COMBINED BALANCE SHEET - ALL FUND TYPES AND ACCOUNT GROUPS July 31, 2018
Governmental PCMS TOTALS Fund Funds Description General General FY 18 FY 17 Assets Cash and Investments $ 40,708,845 $ 121,139 $ 40,8 29,984 $ 39,2 24,566 Due from Other Governments - - - - Due from Other Agencies 2,111,205 - 2,111,205 948,295 Receivables (Other/Short Term Note) 66,855 - 66,855 44,998 Prepaids/Deposits 34,593 - 34,593 13,586 Furniture, Fixtures & Equipment 5,114,414 - 5,114,414 4,979,251 Accumulated Depreciation (1,353,163) - (1,353,163) (1,301,345) Note Receivable - Long Term 93,039 - 93,039 275,774 Total Assets 46,775,788 121,139 46,896,927 44,185,125
Deferred Outflows of Resources 1,371,919 - 1,371,919 1,252,538 Total Deferred Outflows of Resources 1,371,919 - 1,371,919 1,252,538
Total Assets & Deferred Outflow $ 48,147,707 $ 121,139 $ 48,268,846 $ 45,437,663
Liabilities Vouchers & Accounts Payable 113,793 - 113,793 102,234 Other Payables 6,516 - 6,516 5,967 Accrued Liabilities 354,394 - 354, 394 313,835 Current portion - Net Pension Liability 36,145 36,145 - Pension Liability (Net) 3,607,041 - 3,607,041 3,488,044 Unearned Revenue - - - - Total Liabilities 4,117,889 - 4,117,889 3,910,079
Deferred Inflows of Resources 342,304 - 342, 304 153, 055 Total Deferred Inflows of Resources 342,304 - 342,304 153,055
Fund Equity Investment in Fixed Assets 3,749,884 3,749,884 3,643,726 Retained Earnings 122,846 122,846 127,634 Fund Equity Unreserved Unspendable-Note Receivable 93,039 - 93,039 275,775 Assigned-Spence Education Award 6,318 - 6,318 5,618 Assigned - Cooperman Bogue - - - - Assigned Cash Flow Requirement 11,652,746 - 11,652,746 10,163,154 Unassigned 8,306,348 - 8,306,348 9,019,006 Excess Rev/(Exp) 19,879,179 (1,707) 19,877,472 18,139,617 Total Fund Equity 43,687,514 121,139 43,808,653 41,374,530 Total Liabilities & Fund Equity 47,805,403 121,139 47,926,542 45,284,608
Total Liability & Fund Equity & Deferred Inflow $ 48,147,707 $ 121,139 $ 48,268,846 $ 45,437,663
Page 3 of 6 JUVENILE WELFARE BOARD INTERIM STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE FOR PERIOD ENDING July 31, 2018
FY 18 YTD Y.T.D. YTD Monthly Monthly Monthly FY 18 Forecasted to Forecasted FY 17 Prior Year Budget Actuals Variance Budget Actuals Variance Budget Receive/Expend Lapse YTD Actuals Variance REVENUE Property Taxes $ 64,124,634 $ 64,524,895 $ (400,261) $ 120,000 $ 106,131 $ 13, 869 $ 64, 124,634 $ 63,781,187 $ 343,447 $ 60,123,705 $ 4,401,190 Interest - Investments 250,000 526,122 (276,122) 65,000 63,524 1,476 250,000 645,500 (395,500) 245,080 281,041.51 - Note - 4,190 (4,190) - - 0 - - - 7,454 (3,264.00) Miscellaneous 284,743 207,902 76,841 28, 474 1,000 27,474 341,691 341,691 - 223,188 (15,286.00) TOTAL REVENUE 64,659,377 65,263,109 (603,732) 213,474 170,655 42, 819 64,716,325 64,768,378 (52,053) 60,599,427 4,663,682
Administration 6,403,598 5,499,024 904,574 640,360 577,198 63,162 7,684,318 7,198,430 485,888 5,419,637 79,387.00
Children & Families Programs* School Readiness 9,201,626 8,234,686 966,940 920,163 771,986 148,177 11,041,951 10,010,840 1,031,111 8,175,643 59,043.00 School Success 14,004,629 9,783,594 4,221,035 1,400,463 1,738,996 (338,533) 16,805,555 16,176,498 629,057 8,149,974 1,633,620.00 Prevention of Child Abuse & Neglect 18,007,538 14,557,838 3,449,700 1,800,754 1,324,879 475,875 21,609,046 20,874,661 734,385 14,778,526 (220,688.00) Strengthening Community 6,112,429 5,120,262 992,167 611,243 508,533 102,710 7,334,915 6,616,008 718,907 3,725,345 1,394,917.00 SUB TOTAL CHILDRENS & FAMILIES PROGRAMS 47,326,223 37,696,380 9,629,843 4,732,622 4,344,394 388,228 56,791,467 53,678,007 3,113,460 34,829,488 2,866,892
Non-Operating: Statutory Fees 1,348,988 1,841,163 (492,175) 112,416 140,687 (28,271) 1,348,988 1,348,988 - 1,711,090 130,073.00 Technology 760,792 295,070 465,722 76,079 37,212 38,867 912,950 411,490 501,460 443,458 (148,388.00) Other 3,222,289 54,000 3,168,289 268,748 15,800 252,948 3,224,976 928,187 2,296,789 56,137 (2,137.00) SUB TOTAL - NON-OPERATING 5,332,068 2,190,233 3,141,835 457,243 193, 699 263, 544 5,486,914 2,688,665 2,798,249 2,210,685 (20,452) TOTAL EXPENDITURES 59,061,888 45,385,637 13,676,252 5,830,225 5,115,291 714,934 69,962,699 63,565,102 6,397,597 42,459,810 2,925,827
EXCESS (Deficiency) of Revenue over Expenditures 19,877,472 13,072,520 (4,944,636) (672,115) (5,246,374) (6,449,650) 18,139,617 1,737,855
RETAINED EARNINGS 122,846 127,634 INVESTMENT IN FIXED ASSETS 3,749,884 3,643,726 FUND EQUITY - JWB:
Unspendable-Note Receivable 93,039 275,775 Assigned-Spence Education Award 6,318 5,618 Assigned Cash Flow Requirement 11,652,746 10,163,154 Unassigned 8,306,348 9,019,006 TOTAL: $ 59,061,888 $ 43,808,653 $ 13,072,520 $ 5,830,225 $ ( 4,944,636) $ (672,115) $ (5,246,374) $ - $ (6,449,650) $ 41,374, 530 $ 1,737,855
Page 4 of 6 JUVENILE WELFARE BOARD July 31, 2018
JWB Revenue and Expense Year to Date Comparison by Fiscal Year 70,000,000
60,000,000
50,000,000
40,000,000
Revenue Expense 30,000,000
20,000,000
10,000,000
- FY 18 FY 17
Admin YTD Budget to YTD Expense Comparison $2,500,000
$2,000,000
$1,500,000
Budget Expense YTD $1,000,000
$500,000
$- Executive Office Administrative Services Business, Finance & Community Planning, Technology Services Program Quality
CONTRACTS SIGNED THIS MONTH Date Name Amount Description Service and Maintenance for Exagrid which is our SAN (Storage) unit. This is a Purchase Order along with the 3rd 07/03/18 Extensys, Inc. $6,564 party reseller and the end user license agreement from the actual sotware vendor. Terms and conditions do not terminate. 1)assist the Juvenile Welfare Board of Pinellas County in being able to produce at will a local version of the Child Opportunity Index (COI) using their in-house Data Analytics 07/20/18 Nicholas Huntngton $5,000 system and in-house source data and 2) assist in the production of thematic maps showing the overall Child Opportunity Index for Pinellas County, and its 3 sub-indices. 07/24/18 Revonda L. Cornell Consulting $50,000 Population Health Management Report
BUDGET TRANSFERS APPROVED THIS MONTH Date Name Amount Description Per JWB Board Approval, $120,000 to be reallocated from 07/12/18 YMCA of Greater St Pete $120,000 James B. Sanderlin NFC FBO program to YMCA of Greater St Pete to support the remaining FY 18 operations.
At the end of the 2018 school year, it was decided that R'Club would not reapply for DOE funding for two schools in their final funding year as they would transfer to the new 07/31/18 R'Club Child Care $42,000 pilot program. Funding is transferred to R'Club to cover the cost of the two sites under the new program for the start of the new school year through the end of the fiscal year. The City of Largo made the decision to not provide Summer Bridge wrap services to their Promise Time sites which resulted in PCS terminating their contract and awarding the sites to R'Club Child Care for the 2019 school year beginning 07/31/18 R'Club Child Care - City of Largo $43,628 in August. In order to continue programming, that the remaining balance for the City's FY 18 contract be transferred to R'Club for the remainder of the fiscal year and Page the5 of 6annualized FY19 amount also be transferred to R'Club JUVENILE WELFARE BOARD INVESTMENT REPORT For Period Ending July 31, 2018 AVERAGE BANK ACCOUNT RATE BALANCE YIELD
BB & T Concentration Account * 2,818,488 Market Investment Account 0.15% 4,126,356 526
REGIONS Investment Sweep Trust Account 1.55% 7,783,367 9,171 Florida Local Government Day to Day Fund Account 2.07% 8,891,397 15,478 Investment Trust (FLGIT) FLORIDA PRIME Investment Pool - FUND A 2.22% 17,192,911 37,852 40,812,519 63,027
* This is the main operating account. The account has an earnings credit of .75% applied to the average collected balance in the account and used to offset services charges. 'There is no interest paid in this account.
Year To Date Year To Date Comparison of YTD ANNUAL BUDGET BUDGET ACTUAL( 3 ) Budget to Actual YTD Budget (%) Variance $250,000.00 $208,333.33 $ 525,500.54 252% $ 317,167
( 3 ) Includes interest adjustments for the month not reflected in the interim statements.
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JWB FINANCE COMMITTEE MEETING WEDNESDAY, AUGUST 22, 2018 2:00 PM
JUVENILE WELFARE BOARD 14155 58TH STREET NORTH CONFERENCE ROOM 191 CLEARWATER, FL 33760
MINUTES
CALL TO ORDER JWB STAFF PRESENT: Dr. Marcie Biddleman, Brian Jaruszewski, Lynda Leedy, Judith Warren, Karen Boggess, Diana Carro, Joan Chamo, Lynn De la Torre, Jeanine Evoli, Yaridis Garcia, Richard Godfrey, Denise Groesbeck, Lori Lewis, Cheryl Miller, John Ondrovic, Laura Peele, Debra Prewitt, April Putzulu, Joyce Sparrow, and Karen Woods
GUEST: Colleen Flynn, JWB’s Legal Counsel
MEMBERS OF ASO COMMITTEE: Mr. David Archie, Director, CAP Union Academy NFC and Ms. Janet Hooper, Executive Director, Safety Harbor NFC
MEETING WAS CALLED TO ORDER BY MR. BERNIE MCCABE AT 2: 01 PM.
Attendee Name Title Status
Brian Aungst Board Chair Present Bob Dillinger Public Defender – Finance Committee Member Absent Bernie McCabe State Attorney - Finance Committee Chair Present Michael Mikurak Finance Committee Member Present Rick Butler Finance Committee Member Present Susan Rolston Finance Committee Member Absent
I. ACTION
A. Approve Administrative Services Organization Request for Proposal (RFP) Award
Mr. Brian Jaruszewski, Chief Financial Officer, reviewed the ASO RFP requirements and process. Four proposals were received for review. He announced the committee unanimously recommends Carr, Riggs & Ingram LLC .
Juvenile Welfare Board of Pinellas County Page 1 Minutes Juvenile Welfare Board of Pinellas County August 22, 2018
Committee members confirmed the recommendation is budget neutral and that JWB will have access to Neighborhood Family Center (NFC) financial documents upon request.
Mr. McCabe called for additional questions. There were none.
ACTION: Mr. Rick Butler called for a motion to approve the Administrative Services Organization Request for Proposal (RFP) Committee; seconded by Mr. Michael Mikurak; no further discussion, all in favor; motion carried.
B. Approve Capital / Non-Operating Request for Applications (RFA) Release
Mr. Jaruszewski requested comment on the parameters of the draft RFA and noted slight adjustments to the scoring. He clarified the recommendation is open to all nonprofits serving Pinellas County children and families, and does not include funding for computer labs and vehicles. He said this recommendation is based on anecdotal evidence acquired during program monitoring and collaborative activities JWB participates in within the community.
Mr. Jaruszewski detailed the financial documents requested during the solicitation and reviewed as part of the process before awarding funding to both currently funded agencies and new agencies.
Committee members discussed the pros and cons of opening the solicitation to all Pinellas County nonprofits versus limiting it to currently funded agencies.
The committee also discussed the scope of the solicitation, and provided guidance to not limit the type of eligible capital project.
Ms. Colleen Flynn, legal counsel to JWB, clarified the motion made by Mr. Mikurak, and seconded by Mr. Butler which is to restrict the RFA to funded agencies and remove the limitations.
There were no further questions or comments.
ACTION: Mr. Mikurak moved to approve the Capital / Non-Operating Request for Applications (RFA) Release; seconded by Mr. Rick Butler; no further discussion, all in favor; motion carried.
C. Approve Early Learning Coalition FY18 Budget Amendment
Mr. McCabe opened the discussion with questions to clarify the request for the Early Learning Coalition (ELC) FY18 budget amendment.
Mr. Jaruszewski and Ms. Lindsay Carson, Chief Executive Officer, Early Learning Coalition of Pinellas County, Inc., described the shift from the Early Learning Coalition (ELC) VPK All Day Program line item to the ELC Subsidized Child Care Match line item.
Juvenile Welfare Board of Pinellas County Page 2
Minutes Juvenile Welfare Board of Pinellas County August 22, 2018
The committee asked for more detail about the impact of the request. Ms. Carson projected the amendment would reduce the wait list for the School Readiness Program.
The committee asked Ms. Carson about how the need will be addressed in FY19. Ms. Carson outlined ELC’s steps, including marketing and focus groups.
Mr. McCabe called for additional questions. There were none.
ACTION: Mr. Mikurak moved to approve the Early Learning Coalition FY18 Budget Amendment; seconded by Mr. Butler; no further discussion, all in favor; motion carried.
II. DISCUSSION
A. FY19 Draft Budget
Mr. Jaruszewski identified the diminutive changes to the FY19 draft budget based on program monitoring observations. He said the administrative cost rate is 8.2 percent for FY19.
Committee members inquired about two entries: the Florida Department of Children and Families (DCF) salary at 50 percent and the full-time Pinellas County court position.
Dr. Biddleman and Ms. Judith Warren, Chief Operations Officer, explained the DCF position assists with the Supplemental Nutrition Assistance Program (SNAP) eligibility determination that provides revenue maximization. Similarly, the full-time court position allows for assistance with referrals.
The committee discussed the importance of tracking the court referrals.
Mr. Jaruszewski announced the FY19 budget will be presented at the First TRIM Hearing on September 5, 2018.
There were no further comments or questions.
B. Pinellas County Children’s Mental Health Initiative
Ms. Lynda Leedy, Chief Administrative Officer, reviewed the activities involved in convening the Pinellas County Children’s Mental Health Initiative. She explained the alignment work Ms. Sydney Rogers, a consultant to JWB, has completed with the group. More training is planned in September 2018.
Ms. Leedy announced strategies to distribute 20-$5,000 planning grants to nonprofits who have joined the initiative.
Committee members asked how staff would measure the success of the initiative.
Juvenile Welfare Board of Pinellas County Page 3
Minutes Juvenile Welfare Board of Pinellas County August 22, 2018
Ms. Leedy provided information about the process. She stated Dr. Biddleman is the steering committee chair. Dr. Biddleman clarified that each agency will have a memorandum of understanding (MOU) and has made an indirect commitment to integrate the current funding silos.
The committee discussed the need for a Marchman Alcohol and Other Drug Serviced Act facility in Pinellas County.
III. OPEN AGENDA
Mr. McCabe asked about a recent IT breach and spear-phishing attack affecting Pinellas County Business Technology Services (BTS) and JWB. He asked staff to confirm with BTS that JWB uses Barracuda Networks, Inc. security. Both Mr. Jaruszewski and Ms. Laura Peele, Information Technology Manager, confirmed that JWB uses the Pinellas County Barracuda filter.
There were no further comments or questions.
Mr. McCabe asked if there were any public requests to speak. Ms. Flynn announced there were none.
IV. ADJOURN
The meeting adjourned at 2:39 PM.
Minutes respectfully submitted by Joan Chamo, Executive Assistant/Clerk of the Board
Juvenile Welfare Board of Pinellas County Page 4
Board Meeting
September 5, 2018
Ratify Finance Committee Recommendations from August 22, 2018
Item III.A.
Recommended Action: Ratify Actions taken at the August 22, 2018 Finance Committee Meeting
Strategic Plan Alignment: Administration
At the August 22, 2018 Finance Committee Meeting, the following actions were taken, which now require ratification by the Board.
1. Approve Administrative Services Organization Award Request for Proposal (RFP) Award
JWB staff is seeking approval to award an agreement to Carr, Riggs & Ingram LLC for an initial period of two years in the amount of $714,397 with an option of three annual renewals at a price not to exceed $360,000 annually. The contract amount includes the scope within the original RFP, as well as optional services for 990 prep ($500 annually for each NFC).
The Request for Proposals (RFP) for an Administrative Services Organization was released on June 18, 2018. The purpose is to select the most qualified accounting and bookkeeping firm to provide full service accounting, bookkeeping, and limited benefit administration for the 11 Neighborhood Family Centers (NFC). Currently, these services are provided by JWB’s Administrative Services Organization unit.
JWB received four proposals. The Evaluation Team, which included Brian Jaruszewski, JWB’s Chief Financial Officer and Lynn DelaTorre, JWB’s Accounting and ASO Manager, and three Neighborhood Family Center Executive Directors, scored and ranked the proposals using the following criteria and weights:
Evaluation Criteria Weight Firm Qualifications 35% Approach to Complete the Scope of Work 30% Price 20% Qualifications and Experience with Staff to be Assigned 15% Total Potential Points 100%
From these, the top two highest-scoring proposers (above 75%), Carr, Riggs & Ingram LLC and CliftonLarsonAllen LLP, were invited to present to the Evaluation Team.
While both firms are well qualified, the Evaluation Team felt that Carr, Riggs & Ingram is the best candidate to work individually with each NFC and tailor each approach to match each NFC’s uniqueness. Carr, Riggs & Ingram received the highest score from the Evaluation Team and is recommended for award.
Staff Resource: Brian Jaruszewski Diana Carro Lorrayne Hayes Attachments: Administrative Services Organization RFP Evaluation Committee Recommendations to the Executive Team
2. Approve Capital / Non-Operating Request for Applications (RFA) Release
JWB staff is seeking approval to release the Non-Operating and Capital Projects Request for Applications (RFA). The purpose of the solicitation is to provide one-time-only funding to improve the administration and service delivery infrastructure of JWB’s-funded agencies.
Each agency may submit one application for one capital project. A capital project request must be a minimum of $5,000 and must not exceed $100,000. JWB’s proposed FY19 budget currently includes up to a total of $1 million for this RFA.
This is the fourth consecutive year JWB has offered funding for non-operating and capital projects through a competitive process. Staff is recommending the following revision to the RFA from the prior year:
Increase the Evaluation Criteria points for Statement of Need to 25 by reducing the points for Project Description to 20.
The evaluation committee recommends the RFA be evaluated and scored by a team of JWB staff using the following criteria and points:
Evaluation Criteria Points Statement of Need 25 Project Description 20 Cost Effectiveness 20 Return on Investment 20 Financial and Administrative Capacity 15 TOTAL 100
Applications must have an average score of 65 or above to be considered for further evaluation. A high evaluation score does not guarantee that an application will be funded. The geographic distribution of funding across north, mid, and south county will be considered during the ranking.
The timeline for the RFA is as follows:
Date Activity 09/06/2018 RFA Released 09/14/2018 Optional Funding Workshop at 2:00 PM, Juvenile Welfare Board, Room 191 10/12/2018 Application Submission Due Date by Noon EST 12/03/2018 Evaluation Committee Meeting at 9:00 AM, Juvenile Welfare Board, Room 191 12/06/2018 Evaluation Committee Meeting at 9:00 AM, Juvenile Welfare Board, Room 191 12/11/2018 Present Recommendations to the JWB Executive Team at 1:00 PM 12/2018 - TBD Present Recommendations to the JWB Finance Committee 01/10/2019 Board Action to Award at 9:00 AM 01/14/2019 Announce Intent to Award On or after 02/01/2019 Execute Agreements
2
The RFA is attached for review and discussion.
Attachments: Draft Non-Operating and Capital Projects RFA
Staff Resource: Brian Jaruszewski Diana Carro Lorrayne Hayes
3. Approve FY 18 Budget Reallocation for Early Learning Coalition (ELC) to move $100,000 from VPK All Day to Subsidized Child Care Match
JWB staff is seeking approval to reallocate $100,000 from the Early Learning Coalition (ELC) VPK All Day Program to the ELC Subsidized Child Care Match.
The VPK All Day program is currently projecting to lapse approximately $200,000 in FY18 funding. This anticipated lapse is primarily due to the timing of the program implementation. Specifically, this new program began operations in FY18, and occurred after the beginning of the school year. Because of this, many potential participants were unable to meet the enrollment deadline for the fall service term.
ELC has been awarded an additional allocation in FY18 of $2,073,591 to serve children currently on the waitlist. The children on the waitlist are “economically disadvantaged” and hence are subject to the BG8 (Subsidized Child Care Match Program) requirements. This means that local funding must match state funds at a rate of 1:16. The impact of this budget reallocation is that more children will be served in the Subsidized Child Care Program.
Staff Resource: Brian Jaruszewski Judith Warren
3 Administrative Services Organization RFP Evaluation Committee Recommendations to the Executive Team
Firm Name Total Score Yr 1 Price Yr 2 Price Initial Contract Price (2 years) 5 yr Price Notes/Comments Team recommends including the optional 990 prep ($500 annually for each NFC), as well as including the CFO services which is a no cost optional service. Cost of 990 included in the contract price. The price for years 3 - 5 will be a not to exceed $360,000 per year. E.T. recommends CRI based upon negotiated price of a not to exceed $360,000 per year for Carr, Riggs & Ingram LLC 84.6 $363,313 $351,084 $714,397 $1,794,397 years 3 - 5.
Price includes alternative/optional services of 990 prep ($125/month for each NFC except Sanderlin, Sanderlin $210/month) and CFO services CliftonLarsonAllen LLP 75.2 $335,185 $349,620 $684,805 $1,755,065 ($350/month for each NFC except Sanderlin, Sanderlin $525/month)
4 REQUEST FOR APPLICATIONS
For
NON-OPERATING & CAPITAL PROJECTS
FUNDING PERIOD February 1, 2019 – September 30, 2019
FUNDS AVAILABLE Up to $1,000,000
FUNDING WORKSHOP Friday, September 14, 2018 2:00 PM JWB, Conference Room 191
SUBMISSION DUE DATE AND TIME October 12, 2018 Noon EST
DELIVERY OF APPLICATIONS Applications must be submitted via email to [email protected]
Juvenile Welfare Board of Pinellas County 14155 58th Street North, Suite 100 Clearwater, FL 33760 (727) 453-5600 TABLE OF CONTENTS
1.0 INSTRUCTIONS ...... 1
2.0 FUNDING CRITERIA ...... 9
3.0 APPLICATION FORMS ...... 11
FORM 1 – APPLICATION SIGNATURE FORM ...... 12
FORM 2- PROJECT NARRATIVE ...... 13
FORM 3- NON-OPERATING AND CAPITAL PROJECT RFA BUDGET ...... 15
FORM 4 – VENDOR QUOTE SUMMARY ...... 16
FORM 5 – CONTRACT AMENDMENT TERMS & CONDITIONS COMPLIANCE CHECKLIST ...... 17
ATTACHMENT 1 – COMMUNITY COUNCIL ZIP CODE BOUNDARIES ...... 18
ATTACHMENT 2-SAMPLE AMENDMENT ...... 19 1.0 INSTRUCTIONS
1.1 JUVENILE WELFARE BOARD OF PINELLAS COUNTY The Juvenile Welfare Board of Pinellas County (JWB) was established in 1946 as the nation’s first countywide agency investing dedicated property tax revenues to better the lives of children and families. JWB was created by a Special Act and is an Independent Special District pursuant to F.S. Ch. 189. Guided by its mission, JWB invests in partnerships, innovation, and advocacy to strengthen Pinellas County children and families. JWB’s efforts also strengthen neighborhoods, communities, and schools, making Pinellas County a better place for everyone to live.
JWB strategically invests in four key areas of focus designed to improve the lives of Pinellas children and families: School Readiness, School Success, Prevention of Child Abuse and Neglect; and Strengthening Community. The decision to build supports, allocate resources, and establish partnerships is further guided by a set of principles that include a commitment to quality, prioritizing early intervention and prevention resources for the most vulnerable children, investing in promising practices, maintaining public accountability, and continued flexibility in responding to emerging issues that impact Pinellas children, especially in JWB’s four key focus areas.
1.2 COMMUNICATION WITH JWB All Applicant communication (phone, email, mail, courier, or other service) concerning this Application must be directed to the Budget and Business Services Division. The point of contact is:
Juvenile Welfare Board of Pinellas County Attn: Lorrayne Hayes, Senior Contract Manager and Purchasing Agent 14155 58TH Street North, Suite 100 Clearwater, FL 33760 [email protected] (P) 727-453-5654
1.3 SCHEDULE OF ACTIVITIES (DATES SUBJECT TO CHANGE) An addendum will be issued if it is necessary to adjust any of the specific dates and times below:
Date Activity 09/06/2018 RFA Released 09/14/2018 Optional Funding Workshop at 2:00 PM, Juvenile Welfare Board, Room 191 09/21/2018 Deadline for Receipt of Questions by Noon EST 09/26/2018 Written Responses to Questions Released 10/04/2018 Technical Assistance Review by Appointment 10/12/2018 Application Submission Due Date by Noon EST 12/03/2018 Evaluation Committee Meeting at 9:00 AM, Juvenile Welfare Board, Room 191 12/06/2018 Evaluation Committee Meeting at 9:00 AM, Juvenile Welfare Board, Room 191 12/11/2018 Present Recommendations to the JWB Executive Team at 1:00 PM, Juvenile Welfare Board, Room 191
Non-Operating & Capital Projects RFA FY19 1
December 18, 2018 Present Recommendations to the JWB Finance Committee, Juvenile Welfare Board at 2:00 PM, Juvenile Welfare Board, Room 191 01/10/2019 Board Action to Award at 9:00 AM, Juvenile Welfare Board, Room 191 01/14/2019 Announce Intent to Award On or after 02/01/2019 Execute Agreements
1.4 FUNDING WORKSHOP An optional Funding Workshop will be held at 2:00 PM EST on September 14, 2018 at 14155 58th Street North, Clearwater, FL Suite 100 (Conference Room 191). All interested parties are urged to attend. The purpose of the workshop is to allow potential Applicants an opportunity to present questions to staff and obtain clarification of the requirements of the Application. Oral statements, oral responses to questions, or oral instructions will not constitute an amendment to this Application. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the Application. If this occurs, a written addendum will be emailed to all who requested a copy of this solicitation and posted on the JWB website. For official written question responses or if you are unable to attend, please see instructions in Section 1.5. 1.5 WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS Questions pertaining to the terms and conditions or scope of work of this Application may be submitted to [email protected]. The deadline for questions is Noon EST on September 21, 2018. Please use email subject line: Non-Operating & Capital Projects RFA. Beyond that date and time, questions will not be answered. Written questions and responses are public record and will be available via the JWB Web site (www.jwbpinellas.org) on September 26, 2018. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the Application. Addenda will be emailed to all who requested a copy of the RFA. 1.6 TECHNICAL ASSISTANCE REVIEW Applicants may submit a request for a technical assistance review of their Application to Lorrayne Hayes. Reviews will be conducted by appointment at the Juvenile Welfare Board on October 4, 2018. The purpose of the technical review is to review the Application to see if the Application includes all critical elements.
1.7 ADA REQUIREMENT FOR PUBLIC MEETINGS Persons with disabilities requiring reasonable accommodation to participate in public meetings must submit a request to Joan Chamo via email at: [email protected] or by phone 727-453-5673, at least 48 hours prior to the meeting.
1.8 ADDENDA ACKNOWLEDGEMENT Receipt and acceptance of an addendum, if applicable, is to be acknowledged by signing and returning the addenda acknowledgement with the Application.
Non-Operating & Capital Projects RFA FY19 2
1.9 REQUIREMENTS FOR SIGNING APPLICATION The Application Signature Form must be completed. This form must be signed in blue ink by an authorized representative of the firm as defined below:
If an individual or sole proprietorship, the owner may sign.
If a partnership, a general partner may sign.
If a limited liability company, a “member” may sign or “manager” may sign if so specified by the articles of organization.
If a corporation (for profit or not-for-profit), the CEO, President or Vice-President may sign.
If another individual is granted authority to sign for one of the types of entities above, and for all other types of entities, authority to sign must be granted by an official document from the entity authorizing him/her to sign and must be submitted with the Qualifications.
1.10 APPLICATION SUBMISSION Applications, using the required format provided herein, must be received by email at [email protected] on or before October 12, 2018 at Noon EST, to be considered. Late submissions will not be accepted. Submission emails must include “Non-Operating & Capital Projects RFA – [Applicant Name]” in the subject line, where [Applicant Name] represents the Applicant’s company name. The maximum email size JWB can receive is 10MB. If the submission email, including any attachments, is greater than 10MB, please send multiple separate emails which are less than the 10MB maximum. It is the responsibility of the Applicant to ensure that the Application is received by JWB on time at the right location. JWB will reply to confirm receipt of all Applications. Applicants who do not receive an email confirmation receipt should contact Lorrayne Hayes at 727-453-5654 to verify email receipt only. Applicants are encouraged to respond early. JWB is not responsible if technical difficulties are encountered during the submission process on submission due date. The following documents must be emailed to JWB as attachments with the naming and electronic file formats shown below: 1. Capital RFA – Application [Applicant Name].pdf 2. Capital RFA – Form 3: Non-Operating and Capital RFA Budget [Applicant Name].xlsx
The Application must be assembled in the following order. Make sure to number each page, including attachments. All responses must be typed single-spaced using 12 point font.
1. Signed Addenda, if issued 2. Form 1- Application Signature Form (signed) 3. Form 2-Project Narrative a. Photos, drawings, or maps that support the project request
Non-Operating & Capital Projects RFA FY19 3
b. Lease vs. Buy Analysis, if completed and request includes purchasing equipment and/or a vehicle that is currently leased 4. Form 4- Vendor Quote Summary a. Written Quotations and/or Sole Source Justification 5. Form 5 – Contract Amendment Terms & Conditions Compliance Checklist
1.11 EXPENSES INCURRED IN PREPARING APPLICATION JWB accepts no responsibility for any expense incurred by the Applicant in the preparation and presentation of an Application. Such expenses shall be borne exclusively by the Applicant.
1.12 RESERVED RIGHTS JWB reserves the right to cancel the funding process. JWB reserves the right to reject any or all Applications. JWB reserves the right to waive any non-substantive deficiency or irregularity and remedy or waive technical or immaterial errors. JWB reserves the right to request any clarifications or additional information that might be deemed necessary during the evaluation process. JWB reserves the right to negotiate separately the terms and conditions or all or any part of the applications as deemed to be in JWB’s best interest at its sole discretion. JWB reserves the right to negotiate with potential Applicants so that the Juvenile Welfare Board of Pinellas County’s best interests are served.
1.13 EVALUATION PROCESS Responses to this RFA will be evaluated and ranked by a team of JWB staff. JWB will use the following process to make a recommendation to the Board for awards: Round 1 Minimum Criteria: The following minimum criteria must be met for an application to be considered for further evaluation. Failure to meet all of these criteria will automatically disqualify the Applicant’s response from further consideration: 1. The Application is received by the due date and time 2. The Applicant currently receives program funding from JWB and the Application is for the benefit of a JWB-funded program 3. Applicants may only submit one application for one capital project per agency 4. The Applicant has an IRS 501(c)(3) designation at the time of submission 5. The Application is signed by an authorized company officer 6. Capital project request is a minimum of $5,000 and does not exceed $100,000
Round 2 Evaluation: For those Applicants whose applications pass the minimum criteria, the following criteria, with the points shown for each, will be used to further evaluate and score the applications:
Evaluation Criteria Points Statement of Need 25
Non-Operating & Capital Projects RFA FY19 4
Project Description 20 Cost Effectiveness 20 Return on Investment 20 Financial and Administrative Capacity 15 TOTAL 100
Applications must have an average score of 65 or above to be considered for further evaluation.
A high evaluation score does not guarantee that an Application will be funded. The geographic distribution of funding across north-, mid-, and south-county will be considered during the ranking. Applicants must identify which program(s) their project(s) benefit and self-identify whether their program serves north, mid, south county or is countywide. Please refer to the Community Council ZIP Code Boundaries in Attachment 1 for guidance on the boundaries for the geographic areas.
Round 3 Evaluation: The Evaluation Committee presents the scores for each Application and the Committee’s funding recommendations to the JWB Executive Team for consideration in developing the final funding recommendation. The Executive Team’s funding recommendation will be presented to the Finance Committee and the Board for approval and award.
1.14 AWARD JWB’s intent is to award up to a total of $1 million for this RFA. It is anticipated that multiple awards will be made. Award amounts may differ from what was requested based upon the dollars available and the type of support being requested.
JWB shall publicly post the award on JWB’s website within three (3) full business days after the JWB Board award decision has been made. All Applicants will be sent an email with the notice of award to the email address provided in the Application. Receipt of the fully executed agreement will serve as Applicant’s notice to proceed with services.
1.15 CONTRACT An Amendment to the Applicant’s existing FY19 contract with JWB will result following a public, competitive review and award process (see Attachment 2 for sample Amendment). The agreement will be on a cost reimbursement basis and will specify the maximum funds available and the goods to be purchased. The agreement will terminate on September 30, 2018.
1.16 PUBLIC INFORMATION In accordance with Section 119.071(1)(b), F.S., all Applications including any and all attachments submitted shall become public record after thirty (30) days from opening, or earlier if JWB provides notice of an intended decision before the thirty (30) days expires. If JWB rejects all Applications and concurrently provides notice of its intent to reissue the RFA, the rejected Applications remain exempt from the public records requirement until such time that JWB provides notice of an intended decision concerning the reissued RFA or until JWB withdraws the reissued RFA. A Submittal is not exempt from public record disclosure for longer than twelve (12) months after the initial JWB notice rejecting all Applications. Information that is confidential and/or exempt from public record disclosure will not be produced provided that it is legally required that it not be produced or a specific exemption from disclosure exists as determined solely by JWB. If you believe you are submitting anything that is confidential and/or exempt from disclosure you must clearly mark it as set forth in the instructions in Section 1.17 below. However, the determination of whether something is confidential and/or exempt
Non-Operating & Capital Projects RFA FY19 5
from disclosure remains in JWB’s sole discretion.
1.17 TRADE SECRET AND CONFIDENTIAL/EXEMPT MATERIALS All Applications including any and all attachments submitted become public records as set forth above. Unless a specific exemption exists from disclosure, all documents submitted will be released in response to a public records request. If the Application includes material which is deemed a trade secret, as defined by Section 812.081, F.S., the following statement should be included in the Application “Trade Secrets as defined by Section 812.081, F.S. are contained in this Application and shall not be used or disclosed by JWB except for JWB’s purpose of evaluating this Application.” However, if a contract is awarded as a result of the Application, JWB shall have the right to use the information designated as trade secrets to the extent subsequently agreed upon in writing between the Applicant and JWB. This does not limit JWB’s right to use or disclose the information if the same information is obtained from another source. In addition, each and every page that contains information that the Applicant contends contains information that is a Trade Secret as defined by Section 812.081, F.S., must be clearly marked and cite the specific statutory language that applies to/justifies the legal exclusion, as such by the Applicant prior to submission to JWB.
In addition, if an Applicant believes that an Application contains any information that is confidential and/or exempt from the disclosure requirements of Chapter 119, F.S., each page containing such information must be clearly marked as such by the Applicant prior to submission along with a citation to a statutory exemption or other law prohibiting the disclosure of the marked information.
Notwithstanding anything to the contrary, nothing contained in the Application shall be deemed or interpreted to restrict or prevent JWB from complying with the disclosure requirements of Chapter 119, F.S., when material or information is incorrectly, as determined solely within JWB’s discretion, identified as confidential and/or exempt from disclosure as a Trade Secret, other statutory exemption or otherwise by the Applicant. Applicants are strongly discouraged from submitting any information that the Applicant feels is confidential and/or exempt from public records disclosure such as information that is a Trade Secret per 812.081 as JWB will comply with the public records law and will make the determination within its sole discretion as to whether information submitted by an Applicant that an Applicant claims is exempt from disclosure is in fact, exempt from disclosure. By submitting this Application, the Applicant submits all information at its own risk and covenants not to sue JWB and waives any claim against JWB in connection with or as a result of any disclosures by JWB of any information contained in the Application. By submitting the Application, the Applicant agrees that JWB may use and disclose all information submitted for any purpose JWB sees fit and that it is within JWB’s sole discretion to determine if any information submitted is confidential and/or exempt from disclosure.
1.18 CONFLICT OF INTEREST The Applicant represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder. The Applicant further represents that no person having any such interest shall be employed by the Applicant during the agreement term and any extensions. The Applicant shall promptly notify the JWB point of contact, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance, which may influence or appear to influence the Applicant’s judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest or circumstance, the
Non-Operating & Capital Projects RFA FY19 6
nature of work that the Applicant may undertake and request an opinion of JWB as to whether the association, interest or circumstance would, in the opinion of JWB, constitute a conflict of interest if entered into by the Applicant. JWB agrees to notify the Applicant of its opinion, within thirty (30) days of receipt of notification by the Applicant.
1.19 PUBLIC ENTITY CRIMES The Applicant, by submitting an Application, attests they have not been placed on the convicted vendor list.
Per Section 287.133, Florida Statutes, 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, Qualifications, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, Qualifications, 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, Qualifications, 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 in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.
1.20 CERTIFICATION OF ELIGIBILITY TO SUBMIT BID/PROPOSAL The Applicant, by submitting an Application, attests they are eligible to contract with JWB.
In compliance with F.S. 287.135(a), a firm is ineligible to and may not enter into a contract with JWB if the firm is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725 or, is engaged in a boycott of Israel. In compliance with F.S. 287.135(b), for contracts of $1 million or more, a firm is ineligible to and may not enter into a contract a contract with JWB if the firm is (1) is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List, created pursuant to s. 215.473 or, (2) is engaged in business operations in Cuba or Syria. By entering into this Agreement, you are certifying that you are eligible to contract with JWB and are not participating in a boycott of Israel, are not on the Scrutinized Companies with Activities in Sudan List, are not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List and that you do not have business operations in Cuba or Syria. In addition, this Agreement may be terminated if firm (1) has found to have submitted a false certification, (2) has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, (3) has 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, (4) has been engaged in business operations in Cuba or Syria.
1.21 PROTEST PROCEDURE Bid/Qualifications Protests. Any actual or prospective bidder or proposer, who is allegedly aggrieved in connection with the issuance of a bid or proposal package or pending award of a contract, may protest the decision by following the procedure below.
Posting. JWB shall publicly post the award on JWB’s website within three full business days after the JWB Board award decision has been made. All bidders or proposer will be sent an email with the notice of award to the email address provided in the bid or proposal.
Requirements to Protest.
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1. A formal written protest must be filed no later than 5:00 PM, on the fifth business day after the notice of award has been posted. The formal written protest shall identify the protesting party and the solicitation involved; include a clear statement of the grounds on which the protest is based; refer to the statutes, laws, ordinances, applicable section(s) of the solicitation or Board policy, or other legal authorities which the protesting party deems applicable to such grounds; and specifically request the relief to which the protesting party deems itself entitled by Application of such authorities to such grounds. 2. A formal written protest is considered filed when the JWB Chief Executive Officer receives it. Accordingly, a protest is not timely filed unless it is received within the time specified above. Failure to file a formal written protest within the time period specified shall constitute a waiver of the right to protest and result in relinquishment of all rights to protest by the actual or prospective Applicant.
Sole Remedy. These procedures shall be the sole remedy for challenging an award of bid or proposal. Bidders or proposers are prohibited from attempts to influence, persuade, or promote a protest through any other channels or means.
Authority to Resolve. The Chief Executive Officer shall resolve the protest in accordance with the terms of the bid or proposal and shall render a written decision to the protesting party no later than 5:00 PM on the fifth business day after the filing thereof.
Review of Chief Executive Officer’s Decision.
1. The protesting party may request a review of the Chief Executive Officer’s decision by the Board by delivering a written request for review of the decision to the Chief Executive Officer by 5:00 PM on the fifth business day after the date of the written decision. The written notice shall include any written or physical materials, objects, statements, and arguments, which the Applicant deems relevant to the issues raised in the request for review. 2. The Board will consider the request for review at the next regularly scheduled Board meeting after the request is received. It is within the Board’s discretion whether to allow testimony or argument from the protesting party at the Board meeting. If it is determined by majority vote of Board members present at the meeting that the award is in violation of law or the regulations and internal procedures of the Budget and Business Services Division or any another applicable authority, the Board shall cancel or revise the award as deemed appropriate within three business days after the Board meeting. 3. If it is determined by majority vote of Board members present at the meeting that the award should be upheld, the Board shall direct staff to notify the protesting party in writing of the Board decision with a copy furnished to all substantially affected persons or businesses within three business days of the Board meeting. The decision shall be final and conclusive as to JWB.
Stay of Procurement during Protests. The decision to stay a procurement during protests shall be at the sole discretion of the Chief Executive Officer.
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2.0 FUNDING CRITERIA
2.1 PURPOSE The Non-Operating and Capital Projects RFA is designed to support 501(c)(3) organizations that currently receive program funding from JWB by funding capital projects. The goal is to make one- time-only investments in capacity building projects that increase the ability of these organizations to operate effectively and efficiently over the long-term. More specifically, these funds can be used to support capital projects that allow for a new acquisition or the replacement or renovation of a deteriorated capital asset.
2.2 ELIGIBLE CAPITAL PROJECT REQUESTS Each agency may submit one application for one (1) capital project that is for the benefit of a JWB- funded program. An eligible capital project shall include only related items that are purchased to acquire or improve a long-term asset such as equipment or buildings, are non-recurring, and have a useful life greater than one (1) year. Training costs are eligible only if associated with a capital purchase included in the request. Related items can be grouped together into a project. For example, a computer lab, may include several computers, furniture, and labor for set up. A capital project request must be a minimum of $5,000 and must not exceed $100,000.
Examples of capital projects include, but are not limited to:
Technology Asset Replacement or Enhancement Printers and Copiers (not leased) Computers Servers Software and Software Licenses (initial cost only) Networking Hardware Warranties and protective covering for equipment requested in the capital project is strongly encouraged
Facility Repair or Enhancement Roof Replacement Flooring Security Equipment Air Conditioners Improvements for Energy Efficiency, Accessibility, etc.
Examples of what are NOT considered to be related items for one project, include, but are not limited to:
Technology and Recreation Project IT equipment Playground equipment
Technology and Transportation Project
Non-Operating & Capital Projects RFA FY19 9
Passenger Van IT equipment and software
These items are unrelated to one another, and funding would not be considered for more than one of the project requests.
2.3 PURCHASING REQUIREMENTS The cost of each item requested must be based upon three current (quoted after 08/22/17) quotations. Quotations for items with a total cost over $5,000 must be in writing. All quotations must be summarized in Form 4 – Vendor Quote Summary and all written quotations for items with a total cost over $5,000 must be attached to Form 4-Vendor Quote Summary. If there is only one source for the requested item or service, a written justification must be attached to Form 4-Vendor Quote Summary explaining reason for sole source.
2.4 QUALIFICATIONS In order to qualify as a recipient, an Applicant must:
Currently receive program funding from JWB, and Have an IRS 501(c)(3) designation at the time of submission.
2.5 INELIGIBLE OPERATING EXPENSES
JWB’s funds must benefit a public purpose. For a listing of ineligible expenses see JWB’s Board Policy (III-4. In-Eligible Expenses) at http://www.jwbpinellas.org/wp- content/uploads/2013/09/JWB-Board-Policies-Approved-by-Board-4-13-2017.docx and JWB’s Financial Policies and Procedures for Funded Programs at https://www.jwbpinellas.org/wp- content/uploads/2018/06/JWB-Financial-Policies-and-Procedures-for-Funded-Programs- Effective-10.1.18.pdf. JWB is exempt from paying Federal Excise Tax and State of Florida sales taxes.
2.6 MINIMAL CONTRACT TERMS AND CONDITIONS The contract amendment terms and conditions provided in the Sample Contract Amendment in Attachment 2 may be included in any contract with the Applicant(s) selected by JWB. Applicant is advised that exceptions to any of the terms contained in the Sample Contract Amendment must be identified and explicitly noted in Form 5 – Contract Amendment Terms & Conditions Compliance Checklist in the RFA. Absence of Applicant’s exceptions to the contractual terms or any portion thereof shall be deemed an acceptance of the same to which Applicant shall not object to including in the Contract Amendment. Applicant’s desire to take exception to a non-negotiable term will not disqualify it from consideration for award. Exceptions may be considered in the selection process, and may be included in the final contract amendment between JWB and the Applicant.
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3.0 APPLICATION FORMS
This section includes the following forms which must be submitted in the Application in the order provided in section 1.10 of this RFA. Form 3 is also provided in JWB – Capital RFA – Form 3.docx and Form 4 is also provided in JWB – Capital RFA – Form 4.xlsx.
FORM 1 – APPLICATION SIGNATURE FORM
FORM 2 – PROJECT NARRATIVE
FORM 3 – NON-OPERATING AND CAPITAL PROJECT RFA BUDGET
FORM 4 – VENDOR QUOTE SUMMARY
FORM 5 – CONTRACT AMENDMENT TERMS & CONDITIONS COMPLIANCE CHECKLIST
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FORM 1 – APPLICATION SIGNATURE FORM
Company Name: ______D/B/A: ______
Telephone Number: ______Fax: ______
Company’s Website Address: ______
Tax ID number (EIN/SSN): ______
Type of Entity: [ ] Individual or Sole Proprietorship [ ] Partnership [ ] Limited Liability Company [ ] Corporation [ ] Not-for-Profit [ ] Unit of Government (mark appropriate box)
Licensed to do business in Florida? [ ] Yes [ ] No [ ] N/A
Mailing Address: ______
City: ______State: ______ZIP Code: ______
Contact Name and Title: ______
Contact Telephone Number: ______Contact Email Address: ______
The undersigned, as authorized Respondent, declares that he/she has carefully examined all requirements herein and that he/she fully understands the requirements of the same.
The undersigned further agrees that the information provided in this Qualifications is true and correct and agrees to perform such services in the manner described and subject to the terms and conditions set forth in the Qualifications or as mutually agreed upon by subsequent negotiation.
SIGNATURE: ______DATE: ______
Please sign in blue ink.
PRINT NAME/TITLE: ______
Please list the Program Name that the Project primarily benefits. If the Project benefits the entire organization, please list “Organization-Wide” as the Program Name. The Area of Pinellas County Served should be completed based upon the area of the County where children are served by the listed program. This should not be completed based upon the physical location of the asset. Please refer to the Community Council ZIP Code Boundaries in Attachment 1 for guidance on the boundaries for the geographic areas.
Project Name Program Name Area of Pinellas County Served (Please check all that apply) ☐North ☐Mid ☐South ☐Countywide
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FORM 2- PROJECT NARRATIVE
Company Name:______Click here to enter text ______
Please completely answer all questions below in the space provided under each question. If a question does not apply, please type N/A. The responses must be typed single-spaced using 12 point font. This form must not exceed four pages. The page limit does not include attachments and other forms. Attachments such as photos, drawings and maps showing the proposed area and site in the context of its surroundings that support the project request in the application are encouraged to be included.
Project Description(s) JWB reserves the right to request additional supporting information to include, but not limited to: IT Plan, Disaster Recovery Plan, and other planning or compliance documentation as needed. Please make this documentation available, upon request.
Req. Criteria # 1 Provide a name and description of the project to include, but not limited to, the amount and purpose of the request, who will benefit, which JWB program it will benefit, the expected impact/outcome, and any other alternatives that were considered as solutions to the situation. Click here to enter text. 2 What is the expected lifespan of the requested items? Click here to enter text. 3 Provide a timeline that includes all tasks and projected dates for implementation of the items for the project. Click here to enter text. 4 Where will the requested item(s) be located? Click here to enter text.
Statement of Need Req. Criteria # 5 Describe the problems and needs that the project will address, the significance of those needs, and the impact of those unmet needs on your organization and the participants you serve. If assets are being replaced or you are requesting to exercise a purchase option as part of a lease agreement, specify the age and condition of the existing assets. Click here to enter text. 6 Describe how these needs were assessed and include any data that indicates why this project is needed at this time. Click here to enter text. 7 How will the project enhance program services or infrastructure? Click here to enter text.
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Cost Effectiveness Req. # Criteria 8 Will there be a change to operating expenses as a result of this capital project? If so, what will the change in operating expenses be (increase or decrease), how much will it (increase or decrease) cost, and how will these costs be funded (if an increase)? Click here to enter text. 9 If a request includes purchasing equipment and/or vehicle that is currently leased, and a Lease vs. Buy Analysis was completed, please attach. 10 Were vendors with the lowest quoted price selected? If not, why? Click here to enter text.
Return on Investment Req. # Criteria 11 Briefly list the anticipated outputs and outcomes for the project, including, but not limited to, number of participants in Pinellas County that will benefit. Click here to enter text. 12 Explain how the project cost is reasonable based upon the anticipated outputs and outcomes for the project? Click here to enter text.
Financial and Administrative Capacity Req. Criteria # 13 Do you currently have cash/unrestricted operating reserves? If so, how many months of reserves do you have and how do you plan to grow/utilize that amount in the future? Click here to enter text. 14 Please ensure that your most recent audited financial statements, as required by JWB’s contract terms, are on file at JWB.
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FORM 3- NON-OPERATING AND CAPITAL PROJECT RFA BUDGET Instructions: Project request should include all items that need to be purchased for the project, regardless of the funding source.
Company Name:______Click here to enter text ______
Project Name Project Item Item Amount Amount From Total Name of Other Vendor Item(s) Quantity Unit Requested from Other Revenue Item Cost Revenue Source Selected Description Price JWB Sources
Total Project $ $ $
Grand Total $ $ $
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FORM 4 – VENDOR QUOTE SUMMARY Instructions: The cost of each item requested must be based upon three current (quoted after 08/01/18) quotations. Quotations for items with a total cost over $5,000 must be in writing. All quotations must be summarized in this form and all written quotations for items with a total cost over $5,000 must be attached to this form. If there is only one source for the requested item or service, a written justification must be attached to this form explaining the reason it is a sole source.
Company Name:______Click here to enter text ______
Project Item(s) Quote 1 Amount Quote 2 Amount Quote 3 Amount Comments
Non-Operating & Capital Projects RFA FY19 16
FORM 5 – CONTRACT AMENDMENT TERMS & CONDITIONS COMPLIANCE CHECKLIST Applicants are to mark the Comply, Exception, or Not Comply column for each Contract Amendment Term and Condition in the Attachment 2. Comply indicates the Applicant understands and agrees to comply fully. Exceptions must be fully explained below.
# Title Comply Exception Not Comply 1 Special Condition 1 2 Special Condition 2 3 Special Condition 3 4 If applicable, Special Condition 1 5 If applicable, Special Condition 2
For all items marked as Exception, Applicant must list the Exception by number and title and fully explain the exception below:
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ATTACHMENT 1 – COMMUNITY COUNCIL ZIP CODE BOUNDARIES
Non-Operating & Capital Projects RFA FY19 18
ATTACHMENT 2-SAMPLE AMENDMENT
February 1, 2019
Agency Director’s Name, Official Title Agency Name Agency Street Address Agency City, State, Zip code
Subject: FY19 Amendment #____ to JWB Agreement
Dear Agency Director’s Name,
This letter serves to amend the FY19 Agreement between Agency-Program and the Juvenile Welfare Board of Pinellas County (JWB). On January 10, 2019, the Board approved an award in the amount of $______based on your application to the Non-Operating and Capital Projects Request for Applications that was released by JWB on September 6, 2018.
This is Amendment # ____ to the Agreement and increases the total allocation from $______to $______.
Upon full execution of this document, a budget amendment shall be submitted in GEMS to reflect the allocation increase. You are requested to enter the amount of the allocation increase in the Competitive Capital line item only, regardless of the type of purchase to be made through this award.
Agencies should copy and paste the award language from the Non-Operating and Capital Projects RFA Awards FY19 spreadsheet into the Competitive Capital line item narrative in the GEMS budget amendment. This spreadsheet can be found attached to the Notice of Intent to Award on the JWB web site at:______. The award language is listed in the spreadsheet under the column titled Awarded Project Purchases. Items or services must be received/completed by September 30, 2019.
Further this letter amends the Agreement to include the following special conditions:
1. Provider agrees that supporting documentation for purchases listed in the Non-Operating and Capital Projects Notice to Award shall be subject at all times to inspection, review, or audit by JWB personnel or its duly authorized agent.
2. Provider agrees to cooperate with JWB on the use of the JWB logo and/or branded signage and other public relations/communication opportunities as it relates to the project funded by this award.
3. Communications a. The Provider shall direct all communication to Senior Program Consultant’s Name__, Senior Program Consultant, 14155 58th St. N., Suite 100, Clearwater, FL 33760, phone number, and email.
Non-Operating & Capital Projects RFA FY19 19
b. JWB will direct all communication to Provider’s Contact Name, Title, address, phone number, and email. c. Either party may change its address or other contact information by giving the other party prior written notice of the new address or other contact information and date upon which such change will become effective.
If applicable, the following special conditions will be apply:
1. Construction work must be performed by a licensed and insured contractor and in conformance with all laws, rules, and regulations including, but not limited to, obtaining required bonds or permits, as applicable.
2. Recipient must inspect all items received to ensure compliance with the specifications and that they are in good working order. JWB funds will not be used for any cost related to rework, repair, or revision of items purchased that do not conform to specifications.
All other terms and conditions of the agreement shall remain the same. If you have any questions or concerns relating to this amendment, please contact me at (727)___-_____. If these changes meet your approval, please sign on the signature line below and return to me.
Sincerely,
______Senior Program Consultant Name Senior Program Consultant
______Dr. Marcie A. Biddleman Agency Director Chief Executive Officer Official Title Juvenile Welfare Board of Pinellas Agency Name County
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Board of Directors Meeting
September 5, 2018
Delegate Chief Executive Officer Annual Evaluation Authority to the Executive Committee
Item III.B.
Recommended Action: Delegate Chief Executive Officer Annual Evaluation Authority to Executive Committee
Strategic Plan Alignment: Administration
According to the JWB Bylaws, Article IV Chief Executive Officer (CEO), the Board is to conduct an annual performance review of the CEO using a method established by the Board. Historically, all Board members complete the performance review evaluations and the JWB Executive Committee reviews the responses and uses the responses as a basis for its recommendations to the full Board.
Should the Board wish to use the process it has used in the past, the Board will need to delegate authority to the Executive Committee to conduct the CEO annual evaluation process in consultation with Dr. Mary Grace Duffy of Cambridge Hill Partners, Inc. The performance evaluation will be distributed to the Board and then returned to Dr. Duffy by October 10, 2018. The Executive Committee will review and meet to discuss the performance evaluation prior to the November Board meeting and the recommendation will be brought before the Board at the November meeting.
Staff Resource: Debra Prewitt
Board of Directors Meeting
September 5, 2018
Strategic Plan 3rd Quarter Status Update
Item IV.A.
Recommended Action: Information Only
Strategic PlanAlignment: Administration
Ms. Lynda Leedy, Chief Administrative Officer, will present a status report of strategic plan activity for Q3 2018.
Staff Resource: Lynda Leedy
Board of Directors Meeting
September 5, 2018
Mid-Year Performance Report Item IV.B.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
Mr. Brian Jaruszewski, Chief Financial Officer, and Ms. Judith Warren, Chief Operating Officer, will present the Mid-Year Program Performance Report for the Board’s review. The document provides an overview of key indicators for finance and performance for the JWB funded programs. The document is designed to keep the Board apprised of programmatic successes and challenges as a companion to the annual performance reviews.
Staff Resource: Brian Jaruszewski Judith Warren
10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear School Early Learning Coalition Child Care Executive Partnership Infrastructure $ 1,040,000 0.00% 100% 66% 600 397 N/A N/A TSL Readiness Academic and United Methodist Cooperative School Early Learning Children of the World $ 315,776 0.00% 100% 84% 51 43 4 3/4 Developmental Ministries/Suncoast Readiness Center Progress Academic and School Early Learning PARC Discovery Learning Center $ 686,857 0.00% 100% 62% 180 112 6 4/6 Developmental Readiness Center Progress Behavioral and School PARC Family Focus Support Services $ 134,397 0.00% 17% 78% 96 75 1 1/1 Developmental Readiness Improvement Academic and Home Instruction for Parents of School R'Club Child Care Support Services $ 952,926 3.53% 100% 71% 800 569 3 2/3 Developmental Preschool Youngsters (HIPPY) Readiness Progress School Program not implemented Operation PAR I Can Problem Solve Support Services $ 44,595 10.30% N/A N/A N/A N/A N/A N/A N/A Readiness until July 2018 Academic and Lew Williams Center for Early School Early Learning R'Club Child Care $ 644,683 3.00% 100% 68% 158 108 5 2/5 Developmental Learning Readiness Center Progress School Participant TSL is based on classrooms CASA Peacemakers Support Services $ 215,874 7.57% 100% N/A N/A N/A 2 2/2 Readiness Satisfaction not children or adults School Florida Department of Health Pinellas County Licensing Board Infrastructure $ 613,145 0.00% 100% N/A N/A N/A 2 2/2 Safety Readiness School Baseline TSL and Outcomes Early Learning Coalition PreK All Day Support Services $ 617,477 71.68% 100% N/A N/A N/A N/A N/A N/A Readiness (NEW PROGRAM) Academic and United Methodist Cooperative School Early Learning Quality Early Learning Initiative $ 2,650,689 0.00% 100% 84% 204 172 6 4/6 Developmental Ministries/Suncoast Readiness Center Progress Academic and R'Community Pride Homeless Early School Early Learning R'Club Child Care $ 339,924 0.00% 100% 80% 206 164 4 0/4 Developmental Learning Program (HELP) Readiness Center Progress Behavioral and School R'Club Child Care Special Services Support Services $ 924,405 6.56% 100% 75% 407 305 4 2/4 Developemental Readiness Improvement School Early Learning Coalition Subsidized Child Care Match Infrastructure $ 720,000 0.00% 100% 128% 3,000 3,825 N/A N/A TSL Readiness
8/31/2018 1 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear Academic The Young Men's Christian Association 21st Century School Success 21st Century $ 233,237 19.85% 67% 84% 225 190 N/A N/A Performance - Federal DOE Grant of Greater St Petersburg, Inc. School Data Academic 21st Century Community Learning R'Club Child Care School Success 21st Century $ 475,511 10.57% 67% 57% 540 310 N/A N/A Performance - Federal DOE Grant Centers School Data ARTZ 4 Life Artz 4 Life (COST) School Success Community OST $ 294,121 5.20% 100% 74% 115 85 2 2/2 Attendance
Truancy Behavioral Sixth Judicial Circuit of Florida Behavioral Evaluation School Success Prevention and $ 433,992 8.14% 33% 101% 540 544 3 3/3 Improvement Intervention
Boys & Girls Clubs Boys & Girls Clubs (COST) School Success Community OST $ 878,343 0.00% 100% 129% 315 407 2 2/2 Attendance TSL was revised for FY19
City of Clearwater City of Clearwater (COST) School Success Community OST $ 372,645 18.30% 100% 55% 233 129 2 1/2 Attendance
Academic Outcomes are reported in Promise Time - City of Dunedin City of Dunedin-Promise Time School Success $ 59,009 7.78% 50% N/A N/A N/A 0 N/A Performance - aggregate at the end of the In school OST School Data FY Academic Outcomes are reported in Promise Time - City of Largo City of Largo-Promise Time School Success $ 141,194 15.90% 100% N/A N/A N/A 0 N/A Performance - aggregate at the end of the In school OST School Data FY Behavioral Improvement - Big Brothers Big Sisters Comprehensive Mentoring School Success Mentoring $ 646,853 3.47% 83% 72% 1,236 886 0 N/A School Data, School Data not available Social Emotional Improvement
Local Community Housing Corporation Cops 'n Kids (COST) School Success Community OST $ 296,209 13.90% 83% 92% 95 87 2 2/2 Attendance
Academic Numbers served and Performance, Seniors in Service of Tampa Bay, Inc. Foster Grandparent Program School Success Mentoring $ 273,386 0.00% 17% N/A 260 N/A N/A N/A outcome measure not Social Emotional reported until end of year Improvement Youth Girl Scouts of West Central Florida, Inc. Girl Scouts School Success $ 213,101 27.90% 67% 50% 371 184 1 1/1 Attendance Development Truancy Intensive Care Management: Contract Executed January Family Resources School Success Prevention and $ 71,000 64.61% 100% 11% 18 2 N/A N/A N/A Elementary Truancy Specialist 2018 Intervention
8/31/2018 2 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear Academic Literacy for Faith Based Literacy James B. Sanderlin NFC School Success $ 619,272 0.70% N/A 51% 364 184 4 0/4 Performance, Organizations Program Attendance Targeted service levels are PACE PACE Center for Girls School Success School Support $ 92,700 42.50% 0% N/A - 149 1 0/1 Attendance based on services rather than for individual particpants Pinellas County Sheriff's Police Athletic PCS-PAL (COST) School Success Community OST $ 214,254 19.00% 33% 54% 205 111 2 0/2 Attendance League School and Community- Health Florida Department of Health Pinellas School Based Sealant School Success $ 154,500 6.91% 100% 62% 7,550 4,709 1 1/1 Outcome measure is the TSL Based Health Improvement Services Academic Performance, Children's Home Network Pinellas Support Team School Success School Support $ 472,045 0.00% 100% 73% 400 293 5 5/5 Behavioral Improvement, Goal Attainment Community Activities, Youth Attendance, Youth Development Initiatives Precious Pearls and Alpha Institute School Success $ 176,098 0% N/A 98% 100 98 3 1/3 Development Family Engagement, Future Plans Academic Performance, Behavioral Improvement - University of South Florida Board of School Data, Prep for Middle School Success School Success School Support $ 235,464 14.32% 50% 57% 200 113 N/A N/A School Data not available Trustees School Attendance - School Data, Social Emotional Improvement Academic Outcomes are reported in Promise Time - R'Club Child Care R'Club Child Care-Promise Time School Success $ 556,401 0.00% 100% N/A N/A N/A 0 Performance - aggregate at the end of the In school OST School Data FY School and Goal Attainment, Community- Florida Department of Health School Based Health Services School Success $ 956,312 5.79% 100% 54% 3,460 1,866 1 1/1 School Based Health Attendance Services
8/31/2018 3 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear School and Community- Health Preserve Vision Florida, Inc. Seeing Our Bright Future School Success $ 150,000 0.00% 100% 42% 2,500 1,039 4 4/4 Based Health Improvement Services Attendance, R'Club Child Care Seminole Middle R'Club School Success Community OST $ 222,307 9.79% 67% 64% 90 58 2 1/2 Parental Engagment TASCO Center Based Teen Programs- Attendance, Goal City of St Petersburg School Success Community OST $ 1,953,924 0.00% 100% 105% 727 765 3 2/3 OST Attainment The Young Men's Christian Academic Outcomes are reported in The Young Men's Christian Association Promise Time - Association of Greater St Petersburg, School Success $ 215,794 18.33% 100% N/A N/A N/A 0 N/A Performance - aggregate at the end of the of Greater St Petersburg, Inc. In school OST Inc.-Promise Time School Data FY Truancy Truancy Intervention Program Prevention of The Bethel Community Foundation School Success Prevention and $ 157,343 0.00% N/A 134% 140 188 N/A N/A School Data not available Services (TIPS) Delinquency Intervention
Social Emotional Gulf Coast Jewish Family and Violence Prevention School Success School Support $ 667,138 0.66% 50% 94% 3,944 3,693 1 1/1 Improvement, Community Services School Data Community Youth Activities, James B. Sanderlin NFC YDF-AKA AKAdemy School Success $ 109,861 0.00% N/A 109% 250 273 3 3/3 Development Attendance, Future Plans Academic Outcomes are reported in Promise Time - YMCA of the Suncoast YMCA of the Suncoast-Promise Time School Success $ 390,639 0.00% 100% N/A N/A N/A 0 N/A Performance - aggregate at the end of the In school OST School Data FY Future Plans, Targeted service levels are Youth Boley Centers, Inc. Youth Employment Program School Success $ 908,280 5.82% 100% N/A - 195 2 1/2 Attendance in based on services rather than Development Program for individual participants
Family Resources Youth Enrichment Program (COST) School Success Community OST $ 460,899 11.30% 100% 123% 102 125 2 2/2 Attendance Academic Performance, Academic Outcome data available at WorkNet Pinellas, Inc. Youth Innovators of Pinellas School Success School Support $ 40,808 45.32% 0% 123% 30 37 0 N/A Performance - the end of the fiscal year. School Data, Attendance The Young Men's Christian Association Literacy Academic YReads! School Success $ 170,245 7.57% 100% 103% 100 103 1 1/1 of Greater St Petersburg, Inc. Program Performance
8/31/2018 4 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear Behavioral Prevention of Mental Health Improvement, Directions for Living Children's Outpatient Child Abuse and and Substance $ 658,693 0.84% 100% 55% 1,550 845 4 4/4 Prevention of Neglect Abuse Child Maltreatment Behavioral Improvement, Prevention of Substance Parenting Skills, Operation PAR COSA Family Programs Child Abuse and $ 642,717 9.91% 100% 82% 633 517 13 6/13 Abuse Prevention of Neglect Child Maltreatment Prevention of Domestic CASA Domestic Violence/Substance Abuse Child Abuse and $ 313,622 19.24% 83% 49% 500 245 2 2/2 Safety Violence Neglect Parenting Skills, Prevention of Early Childhood Consultation Prevention of Directions for Living Child Abuse and Home Visiting $ 236,631 2.07% 100% 57% 300 172 7 7/7 Services Child Neglect Maltreatment
Prevention of JWB Supports this program Sixth Judicial Circuit of Florida Early Childhood Court Child Abuse and Support Services $ 83,625 41.80% 100% N/A - 17 N/A N/A N/A by funding the community Neglect court coordinator position Prevention of Goal is assesed at the end of R'Club Child Care Exceptional Child Abuse and Support Services $ 214,814 2.53% 100% 95% 60 57 0 N/A the school year Neglect Prevention of Domestic Gulfcoast Legal Services Family Legal Support Services Child Abuse and $ 38,794 16.36% 100% 97% 30 29 4 4/4 Safety Violence Neglect Behavioral Prevention of Mental Health Improvement, Suncoast Center Family Services Child Abuse and and Substance $ 5,240,594 0.00% 100% 102% 7,000 7,150 4 4/4 Prevention of Neglect Abuse Child Maltreatment Prevention of Participant 211 Tampa Bay Cares Family Services Initiative Child Abuse and Infrastructure $ 982,807 5.05% 83% 57% 8,001 4,590 1 1/1 Satisfaction Neglect
8/31/2018 5 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear Attendance, Participant Prevention of Satisfaction, Personal Enrichment through Mental FSI System Navigators Child Abuse and Home Visiting $ 1,532,314 0.00% 33% 82% 885 725 3 3/3 School Health Services Neglect Attendance - School Data, Self- Sifficiency Health Prevention of Improvement, Florida Department of Health Healthy Families Pinellas Child Abuse and Home Visiting $ 5,581,495 2.78% 100% 67% 2,395 1,600 4 4/4 Prevention of Neglect Child Maltreatment Prevention of Personal Enrichment through Mental HOME Navigation Child Abuse and Home Visiting $ 111,975 7.83% 33% 33% 40 13 1 1/1 N/A Health Services Neglect Behavioral Prevention of Mental Health Improvement, University of South Florida Board of Infant Family Center Child Abuse and and Substance $ 264,600 2.67% 50% 75% 220 166 10 4/10 Prevention of Trustees Neglect Abuse Child Maltreatment Goal Attainment, Prevention of Prevention of Children's Home Network Kinship Child Abuse and Home Visiting $ 920,418 3.88% 100% 48% 528 252 4 4/4 Child Neglect Maltreatment
Parenting Skills, Prevention of Prevention of Operation PAR Motivating New Moms (MnM) Child Abuse and Home Visiting $ 173,071 9.27% 100% 50% 90 45 6 4/6 Child Neglect Maltreatment Prevention of Gulf Coast Jewish Family and Navigation Child Abuse and $ 86,794 19.35% N/A N/A N/A N/A N/A N/A N/A Contract Executed June 2018 Community Services Neglect Health Improvement, Prevention of Prevention of Florida Department of Health Pinellas Nurse-Family Partnership Child Abuse and Home Visiting $ 725,318 3.72% 100% 95% 166 158 37 23/37 Child Neglect Maltreatment, Self-Sufficiency Prevention of Religious Community Services RCS Grace House Child Abuse and Shelter $ 361,704 6.46% 67% 64% 508 324 1 1/1 Self-Sufficiency Neglect
8/31/2018 6 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear Participant Prevention of Satisfaction, PARC Respite Child Abuse and Home Visiting $ 385,572 2.35% 50% 101% 240 243 3 3/3 Prevention of Neglect Child Maltreatment Behavioral Improvement, Prevention of Prevention of Family Resources SafePlace2B Child Abuse and Shelter $ 309,630 0.00% 100% 34% 488 167 4 4/4 Delinquency, Neglect School Attendance Prevention of Domestic Religious Community Services The Haven of RCS Child Abuse and $ 135,026 6.07% 33% 42% 250 106 2 2/2 Safety Violence Neglect
8/31/2018 7 10.1.2017 - 3.31.2018 Mid-Year Performance FY 18 10.1.2017 - 3.31.2018
1 2 3 4 5 6 7 8 9 10 11 12 13 14 Percent of Program Timeliness of Targeted Actual Targeted Outcomes Outcomes Funding Percent Reimbursement Service Service ProviderName ProgramName FocusArea Sub Group Service Available Met Outcome Type Comments Allocation Lapse at Percent at Level at Level at Levels at at Midyear Midyear Midyear Midyear Midyear Midyear Midyear
Attendance, Strengthening Neighborhood Family Citizen's Alliance CAP - NFC $ 527,874 2.40% N/A 112% 294 328 3 2/3 TSL was revised for FY19 Community Family Center Engagement, Goal Attainment Attendance, Clearwater Neighborhood Family Strengthening Neighborhood Clearwater - NFC $ 448,003 1.90% N/A 47% 100 47 2 0/2 Family Center Community Family Center Engagement Strengthening Neighborhood Social Emotional Family Center on Deafness Family Center on Deafness $ 410,831 0.00% N/A 53% 180 95 N/A Baseline Targets Community Family Center Improvement
Attendance, Greater Ridgecrest Area Youth Strengthening Neighborhood Family GRAYDI - NFC $ 398,112 8.40% N/A 43% 205 88 3 2/3 Development Initiative, Inc. Community Family Center Engagement, Goal Attainment
Attendance, Strengthening Neighborhood Family Data entry not up to date for High Point Community Pride NFC High Point - NFC $ 409,431 0.00% N/A 97% 260 253 3 1/3 Community Family Center Engagement, TSLs Goal Attainment
Strengthening Neighborhood Attendance, Goal InterCultural Advocacy Institute Hispanic Outreach Center - NFC $ 558,018 1.60% N/A 112% 215 240 2 2/2 Community Family Center Attainment
Academic Strengthening Neighborhood Performance, Lealman and Asian NFC Lealman/Asian - NFC $ 582,488 0.80% N/A 71% 276 196 3 3/3 Community Family Center Attendance, Goal Attainment
Strengthening Neighborhood Attendance, Goal Safety Harbor Mattie Williams - NFC $ 340,468 0.00% N/A 70% 372 259 2 2/2 Community Family Center Attainment
Academic Performance, Strengthening Neighborhood Attendance, James B. Sanderlin NFC Sanderlin - NFC $ 902,061 0.00% N/A 47% 335 158 4 3/4 Community Family Center Family Engagement, Goal Attainment
8/31/2018 8
Board of Directors Meeting
September 5, 2018
Chief Executive Officer’s Report Item V.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
Dr. Marcie Biddleman will present the Chief Executive Officer’s Report.
Staff Resource: Dr. Marcie Biddleman
Board of Directors Meeting
September 5, 2018
Administrative Order for Odyssey Access Item VI.A.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
Attached is the Administrative Order for continuing access to juvenile records data contained in Odyssey. The initial order was granted on October 8, 2010 when the data was stored in the Criminal Justice Information System. This order continues JWB’s access to records in Odyssey through October 15, 2019.
Staff Resource: Debra Prewitt OF THE SaTFSTATE OF FLORIDA IN AND FOR JliDICIALPINELLAS CIRCUIT COUNTY IN RE: JUVENILE WELFARE BOARD THE CHILDREN'S SERVICES COUNCIL OF PINELLAS COUNTY
Ref. No.: I0-I0792CI-77 UCN: 5220I0CA010792XXCICI
ORDER FOR CONTINUEH RF. OF »Fr n»nc this cause comes before ,he Co„„ on o Pcirio,, fo. AdmioisMi.e Order C.„.i„„i„g Pe.i.ionePs Access ,o D... to„,.i„ed in Odpsse,. filed o„ or about July 26, 2018. On Ocrobcr 8. 80,0. ,be Co„„ .me,ed so order .fie Pe,ifi„„er, Ju-emle Welfam Board of Pinellas Co„„„ access ,o specific juvenile meorda. Tbe access was for. period of one year and allowed il.e ,IWI,„ peiuion for eommdcd acecss. The JWB pe.i.ioned for eon.inued aecess and an order was entered on July 1 8. 201 1 granting access until October 8,2012. On August I ^0 p .he JWB again pel,honed for eon.inued aceess .he records. An order was cniered onOciobei '5. 2012 graniingcontinued access un.il Onober Is n„|a On Augus, ,2. 2014. .he Cour, granted the JW.Ts Petition for continued »c» u.,.1 omober IS. 2015. noting that the inforntution previous,, contained in JWbCpTvWB spemton T"' for cont,need aceess until October ,5. 2016. COUPOn Augttst again I,granted :„|„. 2016. .hecounth C^^'" agatn granted JWB's petition for continued'o the records. access Onuntt, September October ,5. 6, n " y -5. 2017. the JWB again petitioned for continued access to the
nitm
2 -ord. On A„e„.8.20,7, Conn nsningrnn.od JWB's po.i.ionCRC10-107920-77 access unt l Octobererl5,_0i8. 15 •>015? ThoThe JWBlu/u is■ now seeking continuation'or of thecontinued access to Odyssey juvenile records. m C„n„ has conside„d ,ha ins,an. 3„.,| year ofcontinued access ofrecords in Odyssey This access is • • =cca.,access iapreviously a„a,oHzed, provided in Odyssey' and ' • "» All provisions of the October IS inn ca ^ any»y referencemtanc. to C„8CJIS is■ substitutedK with Odyssey and access shall ..'"'P' • October 15, 2019. shall teimmate on Accordingly, it is ORDERED AND ADJUDGED that the IWn ■ j to records previously provided in CJIS and ^ "-"ntmued access October 15,2019. ""'i' ITIS FURTHER ORDERED AND AD ICIKFI) tl , ii this Court's October 15, 2012 Order fo r • ' of in full force and effect except that r Accords shall remain and access shall terminate on October 15 ->019to CJIS is substituted with Odvss-v
Tf •
V^nlho^ondoih^^^
3 CRC10-107920-77 cc: The Honorable Bemie McCabe, State Attorney The Honorable Bob Dillinger. Public Defended ColleenTpiynn'Attl^'; fo^JWe ^ Bnan Bost.ck, Executive Director, Eckerd Kids Ngo^^i" m Staney, Justice Coordinator, Business Technology Services
s; 3 • fwji.
4 Board Meeting
September 5, 2018
Summer Programming 2018 Item VI.B.
Recommended Action: Information Only
Strategic Plan Alignment: School Success and Strengthening Community
This memo summarizes the programming and initiatives JWB supported during the summer of 2018. The information included the name of the program or initiative, a brief description, numbers served, and in some instances descriptors about the activities.
Community Out-of-School Time Programming (COST)
JWB funds COST to provide before and after care for youth during the school year and all day programming five days per week during the summer.
Total Served 1,968 youth
• Artz 4 Life partnered with the United Way tutoring program to reduce summer learning loss. In addition, they collaborated with other COST agencies to put on a Summer Spectacular dance event.
• Boys and Girls Club youth worked with the Bee’s Learning mobile literacy program building listening, comprehension, and vocabulary. Older youth became Junior Staff to build their interpersonal skills and created a strong work ethic.
• City of Clearwater youth participated in the citywide diversity poster contest. Three winners were selected from the elementary school site. The older youth worked with local businesswomen to learn entrepreneurial skills and etiquette.
• Cops ‘n Kids youth participated in a number of workshops to develop socially and improve goal setting skills. They also helped develop a Cops ‘n Kids chant, which was recited every day developing comradery and pride in being a part of the program.
• PAL worked with an overlay provider to teach participants how to write poetry and tell stories. PAL partnered with Boley Youth Employment Program for a college tour. Thirty-five students attended a college tour visiting ten colleges and universities throughout Florida.
• Seminole Middle School Academy hosted activities to develop critical thinking skills while exploring science, engineering, and technology. • TASCO youth participated in a citywide community service project called Scrubbin’ Da Burg, where 800 youth came together to help beautify diverse neighborhoods throughout St. Petersburg. Youth also participated with the Book Bus and a motivational summer speaker series.
• Youth Enrichment Program hosted an overlay experience designed to build participants self-esteem and leadership skills, while discussing difficult topics such as bullying. Participants also competed against each other in the first annual dance-off competition, where participants put together dance routines, which were judged by the Family Resource’s chief executive officer.
Neighborhood Family Centers (NFC)
The eight NFCs provide a day camp experience for youth during the summer months.
Total Served 734 youth
The NFCs hosted activities to prevent summer learning loss:
• Academic supports included access to programs such as myON® and ST-Math, reading time, a writer’s club, brain games, science projects, strategy games, STEM presentations, and visits from the Book Bus • Enrichment activities included gardening and 4H Farming, healthy cooking classes, music and dance, mentoring, swimming lessons, arts and crafts, team sports, martial arts, photography and videography sessions, and guest speakers.
The NFCs provided enrichment activities: • Participants also expanded their social-emotional learning through activities such as friendship and team building exercises, anti-bullying activities, mentoring sessions, and community service projects.
The NFC’s organized educational field trips: • Field trips included nature preserves and botanical gardens, community parks and pools, aquariums, museums, planetariums, escape rooms, theaters, skating rinks, indoor trampoline parks, sporting events, theme parks, and learning labs from university extension offices.
Summer Book Bus
The Book Bus is a partnership with the Pinellas County Schools –JWB staffed two busses for three weeks to provide books to the community.
Total number of stops 80 • 9,970 books given out to children and families • Partners: Pinellas County Schools, R’Club, Early Learning Coalition (ELC), Mattie Williams NFC, Pinellas County Library Cooperative, ICAI, PEMHS, TASCO, Boys and Girls Club, YMCA of Greater St Pete, Oldsmar Cares, City of Oldsmar, and Grade-Level Reading Partners • myON® street team worked with the Book Bus providing outreach and fun activities promoting literacy
2
BreakSpots
BreakSpots are sites throughout the community that provide lunch to children during the summer months; JWB partners with the school system to raise awareness of locations and has built additional community locations.
Total number BreakSpots 196 • 173 – Pinellas County Schools • 47- community sites (mobile, faith-based, libraries, and parks) • City of St. Petersburg Parks and Recreation – 17 • Boys and Girls Club – 6
Pinellas County Schools served over 407,000 meals. Water Smart from the Start
The program teaches water safety and swimming lessons at the YMCA of Greater St. Pete, and the YMCA of the Suncoast.
Total Served 417
Summer Bridge Educational programming for youth performing below grade level for kindergarten through 4th grade. JWB provides wraparound care for youth through before and after educational programming, and all day Friday. Providers are R’Club, YMCA of St. Pete, and YMCA of the Suncoast.
Total Served 3,745
Staff Resource: Judith Warren
3
Board of Directors Meeting
September 5, 2018
Legislative Report Item VI.C.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
Federal Farm Bill Status In late July 2018, the House and Senate began the conferencing process to address the differences in each chamber’s bill. The debate has been dominated by the House's proposals to strengthen work requirements on five million to seven million recipients of the Supplemental Nutrition Assistance Program (SNAP). Additionally, H.R. 2 (115) would divert federal funds to significantly expand state-run employment and job training programs. President Trump supports the work requirements.
Farm subsidies became a conference committee issue when the Senate Farm Bill, S. 3042 (115), included a controversial measure aimed at cutting off commodity support payments to individuals who are not actually working on a farm day-to-day. The House version lacks such language.
The first meeting of the Farm Bill Conference Committee is expected to be scheduled when the House returns from their Labor Day recess. If Congress approves the bill before the current one expires on September 30, 2018, members still have time to complete it before the midterm elections. They also have the option of passing a one- year extension of the existing farm bill.
Federal Budget For the first time in two decades, Senate has bested the House in the race to fund the government. The Senate has taken the lead by passing a majority of the dozen bills needed to keep money flowing once FY19 begins on October 1, 2018, approving seven of those spending measures before leaving for an abbreviated August recess.
Senate leaders are set to bring two more measures — Defense, S. 3159 (115), and Labor-HHS-Education, S. 3158 (115) — to the floor in August. The House has passed six bills and is scheduled for session September 4, 2018. Even if some of those bills can be signed into law before September 30, 2018, most congressional leaders acknowledge that a stopgap-funding bill is needed for some agencies.
The U.S. Senate is proposing increasing homeless assistance in FY19 to add new funding for two initiatives: 1) Homeless Youth demonstrations at $55 million, and 2) Rapid Re-housing and other assistance for domestic violence victims at $25 million. State Revenue Estimating Conference Final collections for FY18 came in $205.2 million above the estimate for the year, a gain of 0.7 percent. Of this amount, approximately $120.7 million, or nearly 59 percent, is associated with one-time events. The relatively large nonrecurring portion of the FY18 surplus, combined with the slightly weaker near-term National and Florida economic forecasts, results in a new forecast for General Revenue that is virtually unchanged overall.
The anticipated revenues were revised downward by -$13.1 million in FY19. The revised FY19 estimate exceeds the prior year’s collections by $1.03 billion, or 3.3 percent.
The revised forecast for FY20 has projected growth of $1.09 billion (or 3.4 percent) over the revised FY19 estimate. The expected growth rate for FY21 was unchanged at 3.6 percent, and for FY22, it was increased from 3.6 percent to 3.7 percent.
Homeless Continuity of Care The Joint Legislative Budget Commission (LBC), made up of House and Senate members, resolved a budget glitch that would have affected 27 homeless programs across the state. When the Legislature approved the budget for FY19, funding for the State Office on Homelessness specifically authorized the homeless spending at $4.1 million in the annual appropriations bill. Due to the sweeping of trust funds, the money was no longer available. The LBC approved a budget amendment for the Department of Children and Families that allocated $3.18 million from lapse funding of a mental health contract. The local homeless initiatives are designed to provide a continuum of care, including emergency shelters, helping Floridians avoid becoming homeless and helping residents obtain permanent housing. Pinellas County’s allocation is $234,000 to provide those services via the Pinellas County Homeless Leadership Board.
Child Care Standards Proposed Rules The Department of Children and Families is conducting workshops around the state regarding proposed rules that could affect single instructional or tutoring programs for school-age care such as tutoring, computer class, ballet, karate, baseball or other sports. Under current rules, these programs are exempt from licensure. However, under the proposed rule, if the instructional or tutoring program provides transportation, licensure would be required. Vehicles will also be required to have an internal temperature of 65 to 82 degrees. The proposed rules also includes requiring child care personnel to contact a child’s parent or legal guardian if the child is not present at a designated pick-up location, such as a school or bus stop.
Other proposed rules include child care facility ownership to include a limited liability company (LLC), or other business or ownership entity recognized by the State of Florida, and prohibiting a change in ownership to a new corporation with some or all of the same corporate members. It also includes requirements from HB1079 passed in 2018 that will incorporate distracted adult awareness information, twice per year, on verifying that no children are left in a car or facility vehicle.
Currently, DCF child care licensing staff are responsible for the inspection and licensure of child care facilities and homes in 62 out of 67 counties in the State of Florida, as well as registration of family day care homes in those counties that do not require licensure. Five counties have elected to regulate licensing of child care facilities and homes as provided in s.402.306, Florida Statutes. Those counties are Broward, Hillsborough, Palm Beach, Pinellas, and Sarasota. Many of the aforementioned proposed rules mirror requirements that Pinellas County License Board (PCLB) has previously adopted.
2
Federal and State School Safety Commission Report Attached is a summary of the recommendations from the federal and state school safety commission meetings held over the spring and summer.
The Marjory Stoneman Douglas High School Public Safety Act, passed during the 2018 Legislative Session, included the creation of the school safety commission, as well as separate funding for the guardian program and school resource officers on all school campuses.
As a result of concerns over future expenditures, Governor Scott is asking the Legislature to allow the unused allocation of $67 million for the school guardian program to train armed guards for schools, to be redistributed to school districts. Only one-third of school districts opted into the program. To date, only $9.4 million has been awarded. Under the legislation, the money is given directly to Sheriff Offices since law enforcement is tasked with training the armed guards. If the Legislature agrees, the remaining $57.6 million fund school districts for other school security costs.
Sources: Congress.gov, Health News Florida, Myflorida.com, Politico.com, and The News Service of Florida
Staff Resource: Debra Prewitt
3 White House School Safety Commission
The Commission is comprised of the The School-Age Trauma Training grant following Cabinet Members: program offers $1.8 million to school districts to fund trauma-training sessions for Education Secretary Betsy DeVos, Attorney the general public and high school students to General Jeff Sessions, Homeland Security learn how to help wounded victims. Secretary Kristen Nielsen, and Health & Human Services Secretary Alex Azar. One expert brought before the commission, Donna Michaelis at the Virginia Center for Presentations to the Commission have School and Campus Safety, cautions against included experts that focus on three expecting schools to be mental health approaches to securing schools: school experts, law enforcement officers, doctors, or building security, active shooter training, and lawyers. school-based threat assessments. In a subsequent meeting of the Commission, Recommendations include: hosted by the Department of Justice, two panelists were questioned on why they feel • Retrofitting schools to mitigate the risks, decisions about school discipline are best such as a rain garden that was created at tackled at the local level. the newly developed Sandy Hook elementary school after the shooting in The panelists stressed the importance of good Newtown coordination and communication between schools and local law enforcement when it • Protecting schools through the process comes to placing police officers in schools. of hardening, which can include Don Bridges, president of the National installing ballistic-hardened hybrid Association of School Resource Officers, doors in classrooms also said that arming teachers would be a
"very bad idea" since teachers are already • Increasing communication with law overloaded with responsibilities. enforcement arriving on scene The Commission is weighing whether to • Allowing dispatch centers capabilities to rescind Obama-era guidelines that charged intervene in the shooting by using smoke school districts with tackling racial suppressants launched by the dispatch disparities in school discipline policies. center
• Increasing cooperation between law enforcement agencies and schools, with the use of trained school resource officers; and training students in conflict resolution, restorative justice, crime awareness, and active-shooter training.
4 Marjory Stoneman Douglas (MSN) • Schools should be required to report their High School Public Safety diversion program data to the Department Commission of Juvenile Justice to monitor students with behavioral problems across districts. August 8 -10, 2018 • State attorneys should consult with each The Commission’s discussion focused on other to establish more consistency across what was characterized as tough choices that the state. could include tax increases to secure schools from future mass shootings. • Establish a limit to the number of times a student can participate in such programs. Much of the debate has focused on putting armed staff in schools, which was an option • Law enforcement officers should retain created as the guardian program during the the right to decide whether a student is 2018 legislative session. The program takes referred to a diversion program or non-classroom school staff and trains them to arrested on criminal charges. be armed on campus. The Commission spent significant time Discussion included concerns that costs for discussing the PROMISE program, a school security beyond the state funding Broward schools diversion initiative aimed at provided for guardians will continue to giving students who commit certain increase. There was also sentiment among misdemeanors the chance to participate in commissioners that even non-armed school alternative education rather than being staff need to be trained because they will arrested. The program received national often be the first to reach injured students or attention following the Parkland shooting staff. suggesting the program allowed the shooter to slip through the cracks. July 10 -12, 2018 Sheriffs Gualtieri and Judd both agreed that The Marjory Stoneman Douglas High School PROMISE had no bearing on the shooting, Public Safety Commission was established calling it a “red herring” and a “rabbit hole”. by SB 7026 during the 2018 legislative session. Its purpose is to analyze information 911 System Issues (July 11, 2018) from the school shooting at Marjory Stoneman Douglas High School in Parkland Problems with the emergency as well as other mass violence incidents in the communications system were exposed by the state to address recommendations and system response to a mass shooting at MSD High improvements. School, located in the city of Parkland, but are not isolated to Broward County. Pre-Arrest Diversion (July 10, 2018) Depending on how the calls originated, the emergency calls were answered by several The Commission adopted recommendations entities, including Broward County and the aimed at bolstering juvenile pre-arrest cities of Coral Springs and Plantation. As law diversion programs. Among the enforcement officials from various recommendations: communities responded to the shooting, calls
5 from one call center had to be transferred to another. The solution is consolidating emergency systems to a single system that reduces Parkland receives public safety services from redundancies and provides comprehensive two entities: 1) relying on the Broward services. All 911 systems should be designed County Sheriff’s Office for law enforcement so that a dispatcher can immediately provide response, and 2) Fire and rescue services are the caller with the help that is needed. handled by the cities of Parkland and Coral Springs. Emergency calls from Parkland are Mental Health (July 12, 2018) facilitated by two separate communication centers, depending on whether the caller uses Pinellas County Sheriff Bob Gualtieri, who a cell phone or landline: leads the panel, wants the public to better understand how the Mental Health system • Landline calls are directed to the works and to clear up the myths about it. He regional call center at the county believes there is often little follow-up after an individual comes into contact with the system • Cell phone calls are routed to the Coral and then is released, calling it “the greatest Springs call center. void” in the state’s mental health network.
As a result, calls from students and faculty Testimony from Miami-Dade County Circuit trapped inside the school, and families calling Judge Steve Leifman, who has been working 911 on cellphones, were directed to the Coral for years with the Florida Supreme Court and Springs communications system, even the state Legislature to improve Florida’s though Coral Springs is not the primary law mental health system, offered the following: enforcement provider for Parkland. Those calls then had to be transferred to the regional • Of the approximately 200,000 Floridians communications system, which then who were brought in for a Baker Act conveyed the active shooter information to examination last year, only 1,700 were Broward County deputies. The delays in committed to a mental health facility response were the result of Broward deputies receiving second-hand or incorrect • Citing outdated criteria in the 1971 law, information due to the multiple call transfers. suggesting it should be broadened to adapt to ongoing developments in the Transferred calls are the greatest concern in science of mental health an emergency response. It requires the caller to repeat the emergency a second time. • The overall mental health system remains Sheriff Gualtieri offered Pinellas County as a underfunded, citing data that shows multiple jurisdiction example: Florida per-capita spending ranks 49th or lower among the states. Meaning roughly “It is different all over the state and some of one-fifth of residents who need treatment us have the same issues,” Gualtieri explained. get it, while 80 percent are untreated. “In Pinellas County, we have 24 different cities. There are 13 different cities that we contract with where we are the police Judge Leifman also agreed that intensive provider. Some of the other larger cities, like follow-up for individuals who undergo Baker St. Petersburg, have their own dispatch.” Act examinations often do not occur. He
6 contrasted it with his dog, who was treated Ute Gazioch, Director of Mental Health and for a minor infection on a Saturday and then Substance Abuse for the Department of got a follow-up call from the veterinarian’s Children and Families, identified the office on the following Monday. following:
Lack of Coordinated Communication • Ideally individuals should be receiving treatment before they reach the point Another theme in the testimony and where they are being sent to a crisis- discussion was that many individuals are stabilization unit under the Baker Act identified as having mental or behavioral problems, but there is often little • Working with families and children communication between entities like schools, earlier could reduce Baker Act contacts community mental health programs, the juvenile justice system, law enforcement • Individuals who are released after a agencies, or health-care programs like Baker Act examination should be given a Medicaid. discharge plan, saying it may be something that needs to be re-emphasized Department of Children and Families The Commission is working on a series of Department of Children and Families recommendations that will be presented to Secretary Mike Carroll, a member of the state officials by January 1, 2019 in advance Commission whose agency oversees the of the March 2019 legislative session. The community mental health system, believes Commission sunsets July 1, 2023 unless that: saved from repeal.
• The state cannot force people to accept Incoming Senate President, Bill Galvano, treatment, mental health workers can wants lawmakers to think about expanding “aggressively and pro-actively” engage the school-safety efforts approved during the individuals and try to convince them that 2018 legislative session after Marjory further treatment is in their interest. Stoneman Douglas High School in Parkland during the 2019 legislative session. • Delivering treatment to children as early as possible is the best strategy, although parents sometimes shun the The Florida Channel recommendations because they do not want to “stigmatize” their children. Access the Florida Channel for archived videos of meetings in response to the • With the statewide school system Parkland shooting. receiving more funding for mental health services, it will be important for the schools to coordinate with community mental health providers, noting that students spend more time in their homes and communities than in school.
7 Board of Directors Meeting
September 5, 2018
Early Learning Coalition Report Item VI.D.
Recommended Action: Information Only
Strategic Plan Alignment: School Readiness
The Early Learning Coalition Report is attached.
Staff Resource: Judith Warren 2
Board of Directors Meeting
September 5, 2018
Eckerd Connects Reports
Item VI.E.
Recommended Action: Information Only
Strategic Plan Alignment: Prevention of Child Abuse and Neglect
The Eckerd Connects reports are attached:
1. Eckerd Connects Community Alternatives-C6 Lead Agency Performance Overview
2. Vacancy Report
Staff Resource: Judith Warren
Eckerd Connects Community Alternatives- C6 Lead Agency Performance Overview
As of July 31, 2018, ECA had a total of 2,989 children and young adults receiving child welfare services (2,022 in Pinellas County and 1,161 in Pasco County). This total represents a net increase of 194 clients, since July 31, 2017. Eckerd Community Alternatives is the 3rd largest CBC Lead Agency in the State of Florida, based on the number of children and young adults served.
Child Population Pasco Pinellas C6 Overall July 31, 2018 1161 2022 3183 July 31, 2017 1107 1882 2989 Difference +54 +140 +194
So far, as of the end of July 2018 the rate of children entering the child welfare system has decreased when compared to last fiscal year (new fiscal year began on July 1, 2018). The overall monthly average for Pinellas last fiscal year was 81 entries from July 1, 2017 through June 30, 2018. In Pasco County, the monthly average from July 1, 2017 through June 30, 2018 was 50 entries.
New Intakes / Entries – Monthly Average Pasco Pinellas C6 Overall Current Monthly 35 50 85 Average FY17-18 50 81 131
FY16-17 50 68 118
FY15-16 38 60 98
New Intakes / Entries Actuals For The Last 3 Months Pasco Pinellas C6 Overall July 2018 38 62 100
June 2018 41 96 137
May 2018 63 84 147
2 On the back end of our system, the average number of children being discharged from Out of Home Care increased in the month July 2018.
Exits from Foster Care – Monthly Average Pasco Pinellas C6 Overall FY17-18 44 63 107
FY16-17 43 57 100
FY15-16 42 68 110
Exits from Foster Care Actuals for The Last 3 Months Pasco Pinellas C6 Overall July 2018 44 71 115
June 2018 39 72 112
May 2018 53 73 126
1) Placement Stability is measured by children’s placement moves per one thousand (1000) days in foster care. The federal standard is 4.12% and, in our community, we are currently performing above the federal target at 4.54 % for the month of July 2018. The statewide average is 4.56%. In an effort to continue to improve this performance, we are requesting that community stakeholders join efforts with Eckerd Community Alternatives in helping to recruit more foster families that have the ability to care for large sibling groups; teenagers; assist in the recruitment of minority foster families; and to assist in our efforts to identify mentors for children placed in foster care. In addition, Eckerd Connects Community Alternative is working with our Residential Group Care Providers (who have the highest placement disruption rate) to provide more wraparound supports to better address the needs of our children with the most challenging behaviors.
2) Permanency
a. Timeliness of Reunification: According to the Child and Family Service Review (CFSR), the Federal Children’s Bureau measures timeliness of reunification by the percentage of children who enter out of home care and are reunified within 12 months. The national standard is 40.5%. In Judicial Circuit 6, for July 2018 our performance was 39.2% compared to the State average of 38.8%.
3 b. Adoption Finalization: Eckerd Connects Community Alternative adoption goal this year is to ensure 389 children are linked to their forever families. As of August 24, 2018, Eckerd Connects Community Alternatives and its sub contracted providers (Directions for Living, Lutheran Services of Florida and Youth and Family Alternatives) has finalized 60 adoptions, which is the most in the state of Florida at this time.
3) Retention/Turnover:
% Budgeted Case Workers 4) CMO Budgeted CM Filled with Case Case Workers Case Workers % Total Case Awaiting Total Filled Agency Positions* Carrying Staff in Training on FMLA Filled Carrying Training
DFL 49 45 92% 1 4 1 51 104%
LSF 50 38 76% 9 8 2 57 114%
YFA 57.5 56 97% 0 1 0 57 99%
Total 156.5 139 89% 10 13 3 165 105%
CM Supervisor CMO Supervisor Resignations Resignations Agency Vacancies Pending Pending
DFL 2 0 0
LSF 1 0 2
YFA 1.5 0 0
Total 4.5 0 2
Source: Self-Reported by PD CMO-Workers with protected caseloads are included
*Budgeted CM Positions reported by each CMO
Children In-Home and Out of Home Average Case carrying
2779 19.4
4 5 Board of Directors Meeting
September 5, 2018
Program and Financial Monitoring Information
Item VI.F.
STATUS OF FUNDED AGENCY WRITTEN PLANS
Estimated Type of Subject Beginning Completion Agency/Program Plan of Plan Date Date Status None
PROGRAM MONITORING REPORTS SUMMARIES
Program monitoring is a means to evaluate performance, monitor program delivery, and recommend improvements, as necessary. Program deficiencies may result in a written plan of action being issued which is developed in collaboration with agency staff with specific steps and timelines to address identified items. Program monitoring activities are progressive, uniquely-tailored, and responsive to the program’s service challenges, strengths, and opportunities. These activities are conducted on an ongoing basis.
The following Program Monitoring Summary Reports are attached: • None at this time
Previous Program Monitoring detailed reports are accessible via Dropbox. Board members are invited to participate in program monitoring. For information, please contact Karen Woods at 727-453-5682 or [email protected].
FINANCIAL MONITORING REPORTS
• None at this time
Staff Resource: Karen Woods Lori Lewis Alisha Wilbeck
Board of Directors Meeting
September 5, 2018
Non-Competitive Procurements
Item VI.G.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
SOLE SOURCE
None at this time.
PURCHASING WAIVER
Temporary Staffing
A blanket purchasing waiver was approved to acquire temporary staffing services for both short-term JWB staffing vacancies and other specific short-term project-based needs from staffing firms.
Through the fiscal year, staffing vacancies may occur in any department, and for any position. Additionally, short- term, project-based needs may arise throughout the year, and at a time in which existing staff are unable to fulfill the immediate need. Therefore, it is often desirable to engage a staffing agency to meet these limited-duration personnel needs. Due to the unique nature of each temporary staffing candidate, it is impossible to solicit competing quotes among several staffing agencies. It is best for the selection of the temporary staff to be chosen by the hiring department based on the desired skill set, as well as the best fit for the agency as a whole. Therefore, strict adherence to the JWB Purchasing Policy is impractical when it comes to short-term temporary staffing needs.
The purchasing waiver was approved based on the importance of the prompt delivery of administrative, operational, and other internal and external support for both JWB and our funded programs, as well as the importance of the best fit for each individual department. This will allow JWB to expediently recruit qualified short-term staff when the need arises for temporary staffing needs.
Staff Resource: Brian Jaruszewski Diana Carro Lorrayne Hayes
Board of Directors Meeting
September 5, 2018
Open and Pending Solicitations
Item VI.H.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
OPEN SOLICITATIONS
Administrative Services Organizations Request for Proposals (RFP)
06/18/2018 RFP Released 07/02/2018 Optional Pre-Proposal Conference 07/13/2018 Proposals Due 08/02/2018 Evaluation Committee Meeting 08/09/2018 Interview Top Proposers 08/10/2018 Interview Top Proposers 08/13/2018 Evaluation Committee Meeting 08/16/2018 Present Recommendations to the JWB Executive Team 08/22/2018 Present Recommendations to the JWB Finance Committee 09/05/2018 Board Action to Award 09/07/2018 Announce Intent to Award 10/01/2018 Execute Agreement
Quality Early Learning Initiative Expansion Request for Qualifications (RFQ)
07/16/2018 RFQ Released 08/06/2018 Optional Pre-Submittal Conference 08/20/2018 Qualifications Due 09/11/2018 Evaluation Committee Meeting 09/19/2018 Interview Top Respondents 09/20/2018 Interview Top Respondents 09/21/2018 Evaluation Committee Meeting 09/27/2018 Present Recommendations to the JWB Executive Team October-November, 2018 Negotiation Period with Top Qualified Respondent(s) 12/18/2018 Present Recommendations to the JWB Finance Committee 01/10/2019 Board Action to Award 01/14/2019 Announce Intent to Award 02/01/2019 Execute Agreement
PENDING SOLICITATIONS
Non-Operating and Capital Projects Request for Applications (RFA)
The purpose of the solicitation is to provide one-time-only funding in capacity building projects that increase the ability of these organizations to operate effectively and efficiently over the long-term to 501(c)(3) organizations that currently receive program funding from JWB.
Each organization may submit one application for one capital project that is for the benefit of a JWB-funded program. Eligible capital projects include only related items purchased to acquire or improve a long-term asset such as equipment or buildings, are non-recurring, and have a useful life greater than one year. A capital project request must be a minimum of $5,000 and must not exceed $100,000. JWB’s proposed FY19 budget currently includes up to a total of $1 million for this RFA.
The timeline for the RFA is as follows:
Date Activity 09/06/2018 RFA Released 09/14/2018 Optional Funding Workshop at 2:00 PM Juvenile Welfare Board, Room 191 10/12/2018 Application Submission Due Date by Noon EST 12/03/2018 Evaluation Committee Meeting at 9:00 AM Juvenile Welfare Board, Room 191 12/06/2018 Evaluation Committee Meeting at 9:00 AM Juvenile Welfare Board, Room 191 12/11/2018 Present Recommendations to the JWB Executive Team at 1:00 PM Juvenile Welfare Board, Room 191 12/18/2018 Present Recommendations to the JWB Finance Committee 01/10/2019 Board Action to Award at 9:00 AM Juvenile Welfare Board, Room 191 01/14/2019 Announce Intent to Award On or after 02/01/2019 Execute Agreements
Staff Resource: Brian Jaruszewski Diana Carro Lorrayne Hayes
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Board of Directors Meeting
September 5, 2018
Personnel Report Item VI.I.
Recommended Action: Information Only
July
New Hires: None
Retirement: Ann Kovarik Department Coordinator
Separations: Amanda Oneal Communications Specialist
Promotions: Joyce Sparrow Senior Document Management Specialist
Anniversaries: Danielle Hintz Sixteen Years Shannon Cohen-Phillips Thirteen Years Joanna Maniscalco Eleven Years April Putzulu Five Years Alisha Wilbeck Three Years
August
New Hires: None
Retirement: None
Separations: None
Promotions: None
Anniversaries: Judith Warren Five Years D’Andrea Dula Four Years John Ondrovic Three Years Steven Bailey Two Years Michael Havelka One Year Joanne Reich One Year
Staff Resource: Nicholas Benedetto
Board of Directors Meeting
September 5, 2018
Calendar of Events Item VI.J.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
September 6, 2018 3:30 PM to 5:00 PM JWB South County Community Council Meeting Gulfport Neighborhood Center 1617 49th Street South Gulfport, FL
September 6, 2018 6:00 PM to 7:30 PM JWB Mid-County Community Council Meeting SPC Caruth Health Center/Provost’s Conference Room 7200 66th Street North Pinellas Park, FL
September 6, 2018 5:30 PM to 7:00 PM JWB North County Community Council Meeting Mease Dunedin Hospital 601 Main Street Dunedin, FL
December 14, 2018 8:00AM – 10:00 AM 2018 JWB Children’s Summit SPC Seminole Campus 9200 113th Street North Seminole, FL
Staff Resource: April Putzulu
Board of Directors Meeting
September 5, 2018
Communications and Media Report Item VI.K.
Recommended Action: Information Only
Strategic Plan Alignment: Administration
2018 Report: June 16 – August 15, 2018
• News story airing on 6/16/18 on Bay News 9 on the FEMA hurricane surplus food distribution effort to feed hungry Pinellas children over the summer. Judith Warren was interviewed for the story.
• News story airing on 6/20/18 on Bay News 9 about teen volunteers from The Kind Mouse who delivered surplus food kits to young children at the Delores M. Smith Academy in Gulfport. JWB was mentioned as the organization responsible for bringing this food to Pinellas County and coordinating distribution efforts to charities such as The Kind Mouse.
• Article on 6/25/18 by Tampa Bay Newspapers, a subsidiary of the Tampa Bay Times, on the FEMA hurricane surplus food distribution effort to feed hungry Pinellas County children over the summer. Judith Warren was interviewed during the live broadcasts.
• Article on 6/26/18 by the Tampa Bay Times on the James B. Sanderlin Neighborhood Family Center and its Faith-Based Literacy Program. Dr. Marcie Biddleman is quoted in the story.
• News story airing on 6/27/18 on WTSP-TV News Channel 10 on the James B. Sanderlin Neighborhood Family Center and its Faith-Based Literacy Program. JWB is mentioned in the news story.
• Article on 6/28/18 by The Weekly Challenger on the FEMA hurricane surplus food distribution effort to feed hungry Pinellas County children over the summer. Judith Warren was interviewed during the live broadcasts.
• Article on 6/28/18 by The Weekly Challenger on the R’Club Child Care’s 11th annual celebration breakfast. JWB was mentioned as a funder of the R’Club’s HIPPY (Home Instruction for Parents and Preschool Youngsters) program.
• Article on 7/4/18 by Tampa Bay Newspapers, a subsidiary of the Tampa Bay Times, reporting that there will be two Summer Book Buses this year touring the county to give away free books to children. JWB was mentioned as a key partner with Pinellas County Schools on this effort.
• Article on 7/11/18 by Tampa Bay Newspapers, a subsidiary of the Tampa Bay Times, on the Florida Department of Health’s Breastfeeding Task Force and its Breastfeeding Friendly Employer award bestowed on Waterchase Apartments in Largo, the first apartment complex in Pinellas County to earn this award. JWB is mentioned as a partner.
• News story airing on 7/24/18 on WTSP-TV News 10 on infant safe sleep, verifying that co-sleeping can be deadly and featuring an interview with one of our Preventable Child Death partners, Bill Pellan of the District 6 Medical Examiner’s Office. JWB is the backbone organization for this collective initiative and the lead in the Sleep Baby Safely campaign, which was also featured in the news story.
• News story airing on 7/31/18 on WTVT-TV Fox 13 News, as part of their weekly What’s Right with Tampa Bay segment, featuring Amy Liu, one of this year’s H. Browning Spence Education Award recipients. Amy was recently selected as a Bank of America student leader and recognized for her volunteer work at the Boys and Girls Club of the Suncoast.
• A feature article on 8/3/18 by The Weekly Challenger on the five Transformation Zone schools, highlighting each school and reviewing their strategies leading into the new school year. JWB is mentioned as a funder and partner in this effort.
• Article on 8/3/18 by The Weekly Challenger on the new PreK All Day initiative with the Early Learning Coalition of Pinellas County. JWB is mentioned as a funder of this program in an effort to make VPK more accessible to families.
• Article on 8/3/18 by The Weekly Challenger on annual Care Fair back-to-school event sponsored by the Junior League of St. Petersburg. JWB is mentioned as a partner.
JWB Facebook • Total Page Fans: 1,597 • Total Impressions: 18,190 • Total Number of Reactions/Comments/Shares: 695 • Top Performing Facebook Post (people reached): 1,758
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JWB Twitter • Total Followers: 1,764 • Total Impressions: 39,336 • Total Retweets/Replies/Likes: 74 • Top Performing Tweet (impressions): 1,584
JWB Website: • Total number of page views: 6,613 • Total number of unique page views: 5,278 • Total number of visits/sessions: 2,506 • Total number of unique visitors/users: 1,909 • Total number of new visitors/users: 1,621 • Average pages viewed during a visit/session: 2.64 • Average time spent on the site per visit/session [in minutes]: 02:07
JWB Speaking Engagements, Presentations, and Events: 6/15 - 6/16/18: Trauma Training Workshop JWB hosted a two-day workshop facilitated by child development specialist, trainer, and consultant Dr. Barbara Sorrels for early childhood education providers and other professional staff. The training equipped participants with practical strategies to promote healing in order to reach and teach children exposed to trauma. An estimated 50 participants attended the two-day workshop.
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6/18/18: Service United Points of Light Conference Community Facilitator Dawna Sarmiento and Faith-Based Community Coordinator Joanne Reich facilitated a workshop titled Grassroots Informed Leadership: Motivating your Organization and Community at this national conference in Atlanta, GA. The workshop spotlighted innovative community programs and volunteer projects coordinated by JWB and its partners, and offered ideas for driving community leadership, volunteer retention, diversity appreciation, and unique partnerships. Thirty-five people attended the workshop.
6/27/18: Protective Factors: Building Stronger Families Workshop Community Facilitator Dawna Sarmiento facilitated a Protective Factors: Building Stronger Families Workshop with 18 residents from Grace House. The workshop features a discussion of the key factors related to building stronger families according to the Protective Factors Framework.
6/28/18: Youth Mental Health First Aid Training JWB, in partnership with Pinellas County Schools, is sponsoring a series of Youth Mental Health First Aid Trainings designed to teach parents, family member, caregivers, teachers, school staff, peers, neighbors, and health and human service workers how to help an adolescent who is experiencing a mental health or addictions challenge or is in crisis. This training session was co-hosted by the Girl Scouts of West Central Florida, and 13 community members participated.
7/11/18: National Family and Community Engagement Conference Community Planning Manager Yaridis Garcia and Community Facilitator Paige Tucker presented during the Institute for Educational Leadership’s national conference held in Cleveland, Ohio. The conference highlighted the critical role family engagement plays in promoting the development of the whole child and preparing them for success from cradle to career. JWB’s workshop – titled Youth Are the Leaders Tomorrow, Today – attracted 80 participants and focused on youth engagement, as part of the relationship building and trust track.
7/13/18 – 7/14/18: Trauma Training Workshop JWB hosted a two-day workshop facilitated by child development specialist, trainer, and consultant Dr. Barbara Sorrels for early childhood education providers and other professional staff. The training equipped participants with practical strategies to promote healing in order to reach and teach children exposed to trauma. An estimated 51 participants attended the two-day workshop.
7/16/18 – 7/17/18: Youth Mental Health First Aid Training JWB, in partnership with Pinellas County Schools, is sponsoring a series of Youth Mental Health First Aid Trainings designed to teach parents, family members, caregivers, teachers, school staff, peers, neighbors, and health and human service workers how to help an adolescent who is experiencing a mental health or addictions challenge or is in crisis. This training session was co-hosted by the Girl Scouts of West Central Florida, and 12 community members participated.
7/18/18: True Colors Workshop Community Facilitator Dawna Sarmiento facilitated a True Colors Assessment Workshop, which is designed to enhance communication skills and provide insight into personality of self and others; the training was facilitated with ten Suncoast Center staff.
7/26/18: Melrose Elementary Back-to-School Event Community Planner Priscilla McFadden represented JWB at this back-to-school event to share public education information with the estimated 300 parents and community members in attendance.
4
7/27/18: 9th Annual Diversity Conference This annual conference is aimed at building and maintaining a diverse and inclusive community, and is hosted by JWB, the InterCultural Advocacy Center’s Hispanic Leadership Council, St. Petersburg College, and Empath Health. The theme this year was Embracing our Changing Community through Brave Conversations. Dr. Marcie Biddleman joined other community leaders in giving opening remarks, and HR Manager Saby Guidicelli served as emcee for the event. Over 200 participants participated in the conference, learning about current impactful issues, remedies to address differences of opinion, and potential risks that could compromise opportunities for engagement, collaboration, and productivity.
7/29/18: Foundation for Sustainable Families and High Point NFC Back-to-School Event Community Planning Manager Yaridis Garcia represented JWB at a back-to-school event at High Point NFC to share public education information with the estimated 300 parents/community members in attendance.
7/29/18: Pinellas Park Chamber Back-to-School Family Fun Day Community Planning Manager Yaridis Garcia represented JWB at a back-to-school and family fun event sponsored by the Pinellas Park Chamber of Commerce to share public education information with the estimated 500 parents and community members in attendance.
7/31/18: Gulf Beaches Rotary Club Board Member Dr. Jim Sewell presented on the history, focus, and impact of the Juvenile Welfare Board to 20 Gulf Beaches Rotarians in attendance at their regular meeting on July 31, 2018.
8/6/18: St. Anthony’s Hospital/BayCare Faith Community Nursing Faith-Based Coordinator Joanne Reich presented on JWB and our faith-based partnerships and initiatives to 50 members of St. Anthony’s Hospital/BayCare’s Faith Community Nursing effort.
8/9/18: True Colors Workshop Community Facilitator Dawna Sarmiento facilitated a True Colors Assessment Workshop, which is designed to enhance communication skills and provide insight into personality of self and others; the training was facilitated with 25 R’Club Child Care staff during their annual early learning conference.
8/9/18: True Colors Workshop Community Facilitator Paige Tucker facilitated a True Colors Assessment Workshop, which is designed to enhance communication skills and provide insight into personality of self and others; the training was facilitated with six Sanderlin NFC staff.
8/10/18: Teaching Strategies GOLD Training Series JWB sponsored a series of trainings, ranging from beginner/intermediate to advanced, for 90 Pinellas County early learning teachers and staff. Teaching Strategies GOLD is a nationally accredited; high-quality early learning assessment tool grounded in 38 research-based objectives for development and learning, and has been adopted as part of JWB’s Eight Components for High-Quality Early Learning.
8/11/18: PAL and Adopt-A-Block Annual Back-to-School Event Community Planning Manager Yaridis Garcia represented JWB at a back-to-school and family fun event sponsored by the PAL Lealman and Adopt-A-Block to share public education information with the estimated 500 parents and community members in attendance.
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8/12/18: Elim Jr. Academy Back-to-School Event Community Planner Priscilla McFadden represented JWB at a back-to-school event at Elim Jr. Academy to share public education information with the estimated 200 parents and community members in attendance.
8/15/18: True Colors Workshop Community Facilitator Dawna Sarmiento facilitated a True Colors Assessment Workshop, which is designed to enhance communication skills and provide insight into personality of self and others; the training was facilitated with 60 City of Pinellas Park staff.
Staff Resource: April Putzulu Gayle Christensen
6