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BOARD MEETING February 6, 2013; 10:00 a.m. The St. Augustine Record TENTATIVE AGENDA *Action Item I. Call to Order/Roll Call II. Public Comment III. Success Spotlight IV. Review of Delegation of Authority Items V. Approval of December 5, 2012 Board Meeting Minutes* VI. Staff and Committee Reports A. Executive Director Report - HANDOUT B. 2nd Quarter Program Report C. 2nd Quarter Literacy Report and Presentation D. Executive Administrative Committee Draft minutes of January 16, 2013 Meeting – Informational Consent Agenda: 1. Ratify Approval of Financials as of November 30, 2012* 2. Ratify Approval of 2011 IRS 990* 3. Ratify Approval of RFQ Document for External Auditing Services* 4. Ratify Approval of the entire SR PLAN with Attachments (in new required formatting)* 5. Ratify Approval of Patricia Hubbard’s Second Term on the Board* 6. Ratify Approval of Bridget Van Landingham’s Second Term on the Board* 7. Ratify Approval of Reinstatement of the Merger Process with the ELC of CNBB to FOEL* VII. New/Unfinished Business A. RFQ Timeline and Committee Recruitment B. Approval of ECS’s 2012-13 Contract Amendment #0003-12* C. Approval of Operational Policies and Procedures Revisions* D. Approval of Personnel Policies and Procedures Manual Revisions* E. Approval of Accounting and Financials Policies and Procedures Manual Revisions* F. Approval of Contract Management and Monitoring Policies and Procedures Revisions* G. Approval to Request a Waiver to School Readiness Break in Employment, Rule 6M- 4.210(1) of the Florida Administrative Code* H. Approval to Request a Waiver to VPK Pilot Project, Rule 6M-8.201(4)(a) of the Florida Administrative Code* I. Approval of the Merger Agreement Between ELCPSJ and ELCCNBB* J. Approval of Articles of Merger* K. Approval of Janet Dixon as the Representative of Private For-Profit Provider Board Seat* L. Review of 2011-12 VPK Provider Readiness Rates VIII. Board Absenteeism Log – INFORMATIONAL IX. Board Comment X. Next Meetings Wednesday, January 16th, 10:00 a.m. – Exec/Admin Committee Meeting Wednesday, February 6th, 10:00 a.m. – Board Meeting XI. Adjournment* I. Call to Order/Roll Call II. Public Comment III. Success Spotlight Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013 Success Spotlights eth*, a client of the Early Learning Coalition (ELC), started receiving services two years ago. BStruggling as an unemployed mother and student, her parent fee was assessed at the lowest income bracket of 80 cents for a household of four. Recently, Beth explained she had graduated from a two- year course in order to become a legal therapist. She is currently helping teens who suffer with substance abuse. As a result of her recent employment, Beth's parent fee increased today from 80 cents to $9.60 and she is almost off the poverty-line chart. She greatly thanked ELC for the assistance for helping her achieve her goals. *not her real name IV. Review of Delegation of Authority Items V. Approval of December 5, 2012 Board Meeting Minutes* *ACTION ITEM Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013 Early Learning Coalition of Putnam and St. Johns Counties, Inc. BOARD MEETING Amici’s Italian Restaurant December 5, 2012 3:00 p.m. ATTENDANCE Members Present: Members Absent: Lucy Brosky Melanie Brown, excused Jared Dollar, Secretary Adam Deputy; excused Nancy Elliot Bruce Ferguson Jr.; excused Ken Forrester Kim Kendall; excused Mary Ann Holanchock Mike Siragusa; excused Patricia Hubbard, Treasurer Connie Stophel; excused April Masters Janet Westling; absent Nancy R. Pearson, Chair Sherry Russell, Vice Chair Bridget Van Landingham Staff Present: Others Present: Dawn Bell, Executive Director Teresa Matheny, ECS Christie Coleman, Office Manager Tajaro Dixon, Grants and Operations Manager Joan Whitson, Early Literacy Coordinator CALL TO ORDER/ROLL CALL S. Russell, Board Vice Chair called the meeting to order at 3:15 p.m. Roll was called; quorum was met, with 9 of the 17 members present. N. Pearson joined the meeting at 3:20 p.m., bringing quorum to 10 members present. PUBLIC COMMENT No Comments SUCCESS SPOTLIGHT A Success Spotlight was provided for review. All spotlights can be found on the Coalition website under the “News” tab called Success Stories. REVIEW OF DELEGATION OF AUTHORITY ITEMS The Board designates authority to the Coalition’s Office Manager to review and approve the Executive Director’s timesheets, leave requests, work related travel expenses, and other routine operational requests. These documents are made available at each regular board meeting for board review. However C. Coleman requested that this item be pulled, as she forgot to bring the items to the meeting that needed to be reviewed. APPROVAL OF MINUTES October 3, 2012 Annual Board Meeting* 1. S. Russell motioned to approve the October 3, 2012 Annual Board Meeting Minutes, as presented. M. Holanchock seconded the motion. No discussion – motion passed unanimously. STAFF AND COMMITTEE REPORTS Executive Director Report D. Bell’s ED report contained a lot of information regarding this current legislative season. She stated that there are about 3 to 5 bills out there related to early learning and that she will distribute them as they make their way to her. One huge topic of interest is the new funding formula that was quickly created and issued to all the coalitions as of July 1, 2012. D. Bell gave a handout of an article that was delivered via the News Service of Florida regarding the issue. The Governor has now frozen the funding formula until it can be looked into further. D. Bell reminded the Board of staff’s limited work schedule during the holiday season. Executive Administrative Committee Draft minutes of the November 14, 2012 Exec Admin Committee Meeting were provided as an informational item. The following are the items that were up for ratification on the Exec Admin Committee Consent Agenda: 1. Ratify Approval of 2011-12 Audit* 2. Ratify Approval of Financials as of September 30, 2012* 3. Ratify Approval of Bank Account Signers* 4. Ratify Approval of Management Decision Recommendation of ECS’s 2011-12 Audit* 5. Ratify Approval of 2012-13 Budget Revision #2* 6. Ratify Approval of ECS 2012-13 Contract Amendment #0002-12* 7. Ratify Approval of the 2010 SR Plan – Amendment #4 • Attachment 4.8.1A – SR Statewide Provider Agreement* • Attachment 4.8.1B – SR Informal Provider Agreement* 8. Ratify Approval of Governance Policy Revisions* 9. Ratify Approval of Bylaw Revisions* 10. Ratify Approval of the 2013 Meeting Schedule* 2. R. Russell motioned ratification of item 1 – 10 on the Exec Admin Committee Consent Agenda, as presented. K. Forrester seconded the motion. No discussion – motion passed unanimously. 2 Board Meeting December 5, 2012 NEW/UNFINISHED BUSINESS NONE BOARD ABSENTEEISM LOG No comments. BOARD COMMENT • D. Bell presented the 2011-12 Annual Report to the board in its final printed format. • D. Bell took this time to thank our volunteer board for all they do for the coalition and presented them with a book. • N. Pearson gave a brief overview of her attendance at the Excellence in Education Summit in Washington. She summarized that the conference was great and that Condoleezza Rice was a GREAT speaker/presenter. NEXT MEETINGS • Wednesday, January 16th, 10:00 a.m. – Executive/Administrative Committee Meeting • Wednesday, February 6th, 10:00 a.m. – Board Meeting ADJOURNMENT 3. B. Van Landingham motioned for adjournment at 3:46 p.m. K. Forrester seconded the motion. No discussion – motion passed unanimously. Minutes Submitted By: Christie A. Coleman, Office Manager 3 Board Meeting December 5, 2012 VI. Staff and Committee Reports A. Executive Director Report HANDOUT B. 2nd Quarter Program Report Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013 MEMORANDUM To: All Board Members From: Tajaro Dixon, Grants and Operations Manager Date: January 15, 2013 Subject: 2012/2013 Second Quarter Program Update and Quality Assurance Activities Putnam Coalition Activities: Mailing Address 440 N. State Road 19, . Suite 440 The Coalition has received the Final Report from FOEL’s (Florida’s Palatka, FL 32177 Office of Early Learning) Annual Accountability Review. Out of 79 Phone: (386) 328-8225 possible criteria, we had five minor compliance issues. All five Fax: (386) 328-5599 issues were corrected before the Final Report. Once again, Episcopal Children’s Services (and Coalition staff) did an outstanding job. St. Johns . Physical Address Coalition staff completed monthly FOEL invoice cross-training for 2450 Old Moultrie Road back-up purposes. Suite 103 . Coalition staff attended three FOEL webinars, of which all three St. Augustine, FL 32086 the Coalition has requested follow-up research. Phone: (904) 342-2267 . ECS (Episcopal Children’s Services) and Coalition staff have Fax: (904) 342-2268 updated the Coalition’s School Readiness Plan to FOEL’s preferred format, and this is included in today’s Board packet. www.elcpsj.org . The Coalition has completed the Request for Qualifications for External Auditing final document for approval, and will be requesting volunteers for the evaluation committee. Coalition staff completed the annual review of all Coalition policies and procedures. Revisions are included in today’s Board packet. Programmatic: ECS On-Site Monitoring: o The 2012/2013 First Quarter Monitoring was performed November 26 – December 7, 2012. From this monitoring, Information Technology policies were combined and updated, and there were a few minor compliance/training issues. All issues were corrected and corrective action plans submitted before the final report. From an FOEL annual interview form, an opportunity to save administrative cost was A United Way Agency researched and implemented for VPK provider monitoring. In addition, Funded by the State of ECS had three new best practices. Florida o The 2012/2013 Second Quarter Monitoring is scheduled for February 25 – March 8, 2013.