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.
VI. Staff and Committee Reports
C. 2nd Quarter Literacy Report and Presentation
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
Early Literacy Coordinator Report
2nd Quarter Report 2012-2013
Outreach Networking Activities
I attended the following:
• Weekly Kiwanis club meetings as a member representing the ELC. • 10/11/2012 – St. Johns Business Network monthly meeting in St. Augustine • 10/13/2012 – The United Way of St. Johns County fundraiser event at the Fountain of Youth • 10/17/2012 – Women’s Network monthly meeting at Les Pavillion in St. Augustine • 11/6/2012 – St. Johns County Chamber Ambassadors monthly meeting at the St. Augustine Record. After the meeting their group helped the ELC by putting book bags together for our three year old book bag project. • 11/8/2012 – Met with members of JCP cares of Jullington Creek to discuss possible partnerships for the upcoming year. • 11/13/2012 – Quarterly meeting of Healthy Families St. Johns County. I spoke about our literacy outreach programs. • 11/15/2012 – Volunteered with the Kiwanis club on their Thanksgiving Food Drive project. The ELC donated 100 books to go with the food bags being distributed over Thanksgiving to local St. Johns families with young children. • 11/27/2012 – Quarterly meeting of the Future Teachers Academy Advisory Council at St. Augustine High School. I am a member of this council and advise the students regarding early education. • 12/6/2012 – TRACK (Transition Advisory Council for Kids) for Putnam County monthly meeting. We met to discuss this year’s joint project. • 12/13/2012 – St. Johns Business Network monthly meeting in St. Augustine.
Early Literacy Programs
October
During October I organized a FALL reading event for providers in both counties. Each center was encouraged to read the book “The Mixed Up Chameleon” by Eric Carle and host a special day with activities centered around the book. The ELC provided the book and a packet of activity ideas to each center. Guest volunteer readers were offered to the centers as well. Centers were asked to send photos of their special reading event days which were then posted on the ELC Face book page. A very nice article with a cute picture of two boys wearing their mixed up clothes was in the St. Augustine Record.
Baby Book Bags – I re-supplied both ECS offices in Palatka and St. Augustine with baby book bags which are given out to parents coming in to their offices who have children between the ages of 0-2. I gave them 20 bags filled with four books and a parent Read Aloud Guide.
Three Year Old Book Bag Project – In October we kicked off our 2012 Three Year Old Book Bag project 41 centers were visited during October and November. Not only did the children at the centers receive a bag filled with 10-12 books in it they also received a special visit by ELMO and a story time program. Many volunteers helped with this project. We targeted first the centers that we know have the most child subsidized children. Then we added the Gold Seal providers and centers targeted by ECS as needing improvement. At each distribution I was present along with at least two other volunteers who helped with the program and transportation. 18 different volunteers helped with that. The Rotary Club and Kiwanis club of Palatka were a huge help in putting the bags together along with the Chamber Ambassadors of St. Johns County, the Kiwanis club of St. Augustine and the Happy Bookers Book Club of St. Augustine Beach. In each bag there was educational information for the parents on the importance of reading to their children. Each center was given a bag of books as well to use in their classrooms.
• Total # of bags distributed: 1,004 • Total cost of project: $14,383.00 • Total amount of donations received: $7,029 • Total amount billed to quality: $7,354
Reading Pals – The volunteer reading programs is active in Putnam and St. Johns. Currently 31 centers have a reading volunteer and 45 volunteers are covering these assignments. Reading pal volunteers read once a week at their assigned center for about an hour. Quarterly reading pal meetings are held in each County to provide opportunities for readers to share how things are going and to receive on-going training. On 12/12/2012 – Putnam County meeting was held. Each reader is required to have a level one background screen and we check them again the sex offender website.
Holiday Card Contest – We held a holiday card contest this year for the first time. Centers were asked to have their children draw a picture relating to a winter themed book. The top five pictures were selected by the ELC staff and posted on our Facebook page for voting by the public. The picture with the most votes was featured on our ELC Holiday Card. This was a very good project in that it helped us add more followers to our Facebook page plus it provided a more personal touch to our card.
Holiday Drawing – The third week of December we held a holiday drawing for providers with the prize being a $500 gift card to Lakeshore Learning Store. We had an overwhelming amount of entries. The winner was Living Waters Pre-School in St. Johns. VI. Staff and Committee Reports
D. Executive Administrative Committee
Draft Minutes of January 16, 2013 Meeting
INFORMATIONAL
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
Early Learning Coalition of Putnam & St. Johns Counties, Inc.
EXECUTIVE ADMINISTRATIVE COMMITTEE MEETING
The St. Augustine Record January 16, 2013 10:00a.m.
ATTENDANCE
Committee Members Present: Committee Members Absent: Jared Dollar, Board Secretary Melanie Brown; excused Ken Forrester Adam Deputy; excused Patricia Hubbard, Board Treasurer Sherry Russell, Board Vice Chair; excused Nancy Pearson, Board Chair Connie Stophel; excused Mike Siragusa
Coalition Staff Present: Others Present: Dawn Bell, Executive Director Teresa Matheny, ECS Lauren Carpenter, Fiscal Manager Christie Coleman, Office Manager Tajaro Dixon, Grants and Operations Manager
CALL TO ORDER/ROLL CALL The meeting was called to order at 10:05 a.m. Roll was called; quorum was present with 5 of 9 committee members in attendance. C. Coleman informed the Committee that a revised Agenda to today’s meeting has been provided to them as a handout. There is an action item that needed to be added to the agenda that came about after the packet was distributed and posted on the website.
PUBLIC COMMENT No Comments.
APPROVAL OF NOVEMBER 14, 2012 EXEC ADMIN COMMITTEE MINUTES*
1. M. Siragusa motioned to approve the November 14, 2012 Exec Admin Committee Minutes as presented. P. Hubbard seconded the motion. No discussion – motion passed unanimously.
REVIEW OF CREDIT CARD STATEMENTS The Committee reviewed the company credit card statements for the months of October, November and December 2012; there were no questions regarding any of the charges.
APPROVAL OF FINANCIALS* The following reports were included in the packet for review of Financials ending November 30, 2012: • Fiscal Manager Report - Narrative • Fiscal Report • Profit & Loss Budget vs. Actual • Balance Sheet • Profit & Loss YTD Comparison • School Readiness Report • VPK Report
L. Carpenter summarized the following from the Fiscal Manager Narrative Report:
• Administrative expenses are up slightly because of the move, but all will level out before the end of the year. Effective October 1, 2012, FOEL has changed how Coalitions can allocate their administrative dollars and this is creating an issue with our administrative budget. This year we will be closer to ending the year at the 5 % cap than last year.
• SR: The Coalition is 4.55% above the minimum threshold for direct services for the year and projected at 0.14% above the maximum threshold for Admin costs for the quarter. The coalition is below the 2,000 child served per month requirement by 199. The Coalition has received the required waiver for serving less than the 2,000 children.
• VPK: The Coalition is projected at 0.08% above the maximum Admin allowed in the VPK grant for November 30. This is due to the heavy admin for enrollment at the beginning of the year as well as low direct services cost since slots aren’t filled until the school year begins in August.
2. J. Dollar motioned to approve the financials ending November 30, 2012, as presented. M. Siragusa seconded the motion. No discussion - motion passed unanimously.
REVIEW AND APPROVAL OF 2011 IRS 990* Per policy the Board must review and approve the IRS 990.
3. P. Hubbard motioned to approve the 2011 IRS 990 as presented. K. Forrester seconded the motion. No discussion - motion passed unanimously.
APPROVAL OF RFQ DOCUMENT FOR EXTERNAL AUDITING SERVICES* T. Dixon explained that the document was reviewed and that it remains the same as was used last time for this RFQ but with some minor updates.
4. M. Siragusa motioned to approve the RFQ Document for External Auditing Services, as presented. K. Forrester seconded the motion. No discussion - motion passed unanimously.
REVIEW OF RFQ TIMELINE AND COMMITTEE RECRUITMENT Executive/Admin Committee January 16, 2013 2
T. Dixon reviewed the timeline, indicating that there will only be one formal meeting and that all committee items will be sent electronically. We will also need at least 4 committee members for this committee. The following board members volunteered to be on the committee:
• Jared Dollar • Ken Forrester
APPROVAL OF THE ENTIRE SR PLAN WITH ATTACHMENTS (IN NEW REQUIRED FORMATTING)* Florida’s Office of Early Learning has asked our Coalition to return to the previous version of the School Readiness Plan format, to be in sync with all the other Coalitions – as none of the other Coalitions formally adopted the 2010 updated version as our Coalition had done.
5. M. Siragusa motioned to approve the entire SR Plan with Attachments in the new required formatting, as presented. K. Forrester seconded the motion. No discussion – motion passed unanimously.
REVIEW OF BOARD MEMBERSHIP The following was highlighted regarding membership:
• Board of County Commissioner Seat: Typically this seat should rotate to Putnam County, but since we receive continual Match funding from St. Johns County, we have opted to keep this seat in St. Johns County. We are awaiting appointment from the St. Johns Board of County Commissioners. • Governor Appointee Private Sector Chair: This seat is currently held by Nancy Pearson and is technically on the second 4 year term. We have received guidance from FOEL and the Governor’s office that since her first term was not a complete term (she completed Steve Saucier’s Board Chair 2005-2009 term), N. Pearson will be able to complete one more term before having to come off of the board. • Private Sector Seat: Bridget Van Landingham has agreed to serve another term. • Private Sector Seat: Mike Siragusa has served one term with the Coalition and could be asked to serve another term if he and the board are interested. • DCF District Administrator Seat: Patricia Hubbard has been reappointed to serve a second term with the Coalition. This is up for approval at the 1/16/13 Exec/Admin Meeting. • Representative of Private For-Profit Child Care Providers: This seat is currently being held by a CENTER Child Care Provider for Putnam and St. Johns Counties and must now rotate to a HOME Child Care Provider for Putnam and St. Johns Counties. C. Coleman has sent out appropriate nomination and ballot forms to all HOME centers in Putnam and St. Johns Counties. Two providers have been nominated; ballots are to be returned to C. Coleman by 1/21/13; with final approval to take place at the 2/6/13 Board Meeting. • Governor Private Sector Appointee Seats (2): 2 seats are vacant; currently only one application on file – Jared Dollar.
• Combined Total Private Sector (Must comprise MORE THAN 1/3 of total Board Membership): 1/3 of 17 = 5.61. We currently have 8 private sector members.
Executive/Admin Committee January 16, 2013 3
• Total Membership: 15 to 30 members. We currently have 17 board members.
C. Coleman gave an update regarding the Private For-Profit Child Care Provider Seat, stating that final ballots should be turned in by January 21, 2013 with final approval of this seat being presented at the February Board Meeting.
APPROVAL OF PATRICIA HUBBARD’S SECOND TERM ON THE BOARD* Patricia Hubbard has served on the Coalition Board as the DCF Designee for one complete four year term. Patricia has been designated to serve a second term as the DCF District Administrator Designee.
Patricia’s second term would extend from February 2013 – February 2017.
APPROVAL OF BRIDGET VAN LANDINGHAM’S SECOND TERM ON THE BOARD* Bridget Van Landingham has served one complete four year term on the Coalition Board and has agreed to serve a second term.
Bridget’s second term would extend from December 2012 – December 2016.
6. M. Siragusa motioned to approve both Patricia Hubbard’s and Bridget Van Landingham’s Second Terms on the Board, as presented. K. Forrester seconded the motion. No discussion – motion passed unanimously.
APPROVAL TO REINSTATE THE MERGER PROCESS WITH THE ELC OF CNBB TO FOEL* PSJ would like to reinstate the merger process with CNBB to assure PSJ will not need to request future waivers to be compliant with the minimum number of children served, which is 2,000 as well as operating more efficiently. Once approved, the process will restart where it stalled in 2012.
7. J. Dollar motioned to approve the Reinstatement of the Merger Process with the ELC of CNBB to FOEL, as presented. P. Hubbard seconded the motion. No discussion – motion passed unanimously.
COMMITTEE ABSENTEEISM LOG No Comments.
COMMITTEE COMMENT • K. Forrester stated that he thought William Pruitt’s letter to the Governor regarding the new funding formula was a great letter.
NEXT MEETING February 6, 2013; 10:00 a.m. – Board Meeting Executive/Admin Committee January 16, 2013 4
March 20, 2013; 10:00 a.m. – Executive Administrative Committee Meeting
ADJOURNMENT
8. M. Siragusa motioned to adjourn the meeting at 11:02 a.m. J. Dollar seconded the motion. No discussion – motion passed unanimously.
Minutes submitted by, Christie A. Coleman, Office Manager
Executive/Admin Committee January 16, 2013 5 VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda: 1. Ratify Approval of Financials as of November 30, 2012*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
FISCAL MANAGER REPORT
November 2012 Financial Information
Financial Statements are included with this report.
Grant Status SR & VPK
School Readiness Grant Requirements and other significant data: Administrative Costs must be below 5% of the grant expenditure • Costs are currently projected at 5.14% Direct costs for child care services (slots) must be above 72% of the grant expenditure • Costs are currently projected at 76.55% Number of children served per month must be above 2,000 • Average number of children served per month is 1,801
Total Grant Expenditure on Direct Services (slots): $2,203,595 Total Grant Expenditure for Administration & Indirect Services: $530,574 Percentage of Grant year: 41.67% Percentage of Grant expended for the year: 38.26%
Voluntary Pre-K Grant Requirements and other significant data: Administrative, Monitoring and Eligibility Costs must be below 4% of direct costs • Costs are currently projected at 4.08%
Total Grant Expenditure on Direct Services (slots): $1,963,940 Total Grant Expenditure on Administration & Indirect Services: $64,116 Percentage of Grant year: 41.67% Percentage of Grant expended for the year: 33.82% Average Children Served per Month is 1,645
Summary For School Readiness, the Coalition is 4.55% above the minimum threshold for direct services for the year and projected at 0.14% above the maximum threshold for Admin costs for the quarter. Administrative spending should go down after the office move expenses subside. The coalition is below the 2,000 child served per month requirement by 199. The Coalition has received its waiver for serving less than the required 2,000 children.
For VPK, the Coalition is projected at 0.08% above the maximum Admin allowed in the VPK grant for November 30, but this is because of the heavy admin for enrollment at the beginning of the year as well as low direct services cost since slots aren’t filled until the school year begins in August. ELC of Putnam and St. Johns Counties, Inc. FISCAL REPORT For the Month and Year to Date Ending November 30, 2012
Budget Current YTD Budget 12-13 Period Actuals Balance 41.67% Income
Local Match 140,000 12,900 58,316 (81,684) 41.65% School Readiness 7,071,048 580,160 2,705,360 (4,365,688) 38.26% Volunteer Pre-K 5,996,336 569,029 2,425,574 (3,570,762) 40.45% VPK O&A 13,598 - - (13,598) 0.00% Other Program Revenue - 500 8,709 8,709 Unrestricted - 17 542 542 Gain on Equipment 2,529 - 2,529 - 100.00% 13,223,511 1,162,606 5,201,030 (8,022,481) 39.33% Expenses
Salary 246,135 17,848 105,206 (140,929) 42.74% Payroll Taxes 22,110 1,421 8,383 (13,727) 37.91% Payroll Benefits 56,550 1,465 18,848 (37,702) 33.33% Processing Fees 4,242 326 1,519 (2,723) 35.81% Bank Fees - 8 93 93 Insurance 3,661 (436) 1,777 (1,884) 48.55% Occupancy 36,051 3,775 16,498 (19,553) 45.76% Dues/Membership 5,000 193 3,364 (1,637) 67.27% Professional Fee Legal 3,000 - 338 (2,663) 11.25% Office Supply 10,667 777 3,443 (7,225) 32.27% Capital Outlay - - - - Postage/Fed Ex 700 79 306 (394) 43.71% Telephone/Utilities 10,988 1,362 5,205 (5,783) 47.37% Travel 9,250 1,763 3,652 (5,598) 39.48% Conference/Training/Meeting 4,250 157 753 (3,497) 17.72% Advertising/Printing 10,000 285 3,935 (6,065) 39.35% Accounting/Auditing 15,000 12,100 15,000 - 100.00% Licenses & Permits 175 21 21 (154) 12.00% Web Site/Computer 10,000 1,083 4,248 (5,752) 42.48% ECS-SR 6,593,016 543,254 2,564,376 (4,028,640) 38.90% ECS VPK 5,973,273 568,123 2,415,505 (3,557,768) 40.44% VPK O&A 13,598 - - (13,598) 0.00% Local Match 140,000 11,025 54,566 (85,434) 38.98% Quality 42,529 2,234 10,913 (31,616) 25.66% Contract Services 5,000 - - (5,000) 0.00% Other Costs 8,315 71 3,994 (4,321) 48.04% 13,223,511 1,166,935 5,241,944 (7,981,567) 39.64%
Net Income 13,223,511 1,162,606 5,201,030 8,022,481 39.33% Net Expenses 13,223,511 1,166,935 5,241,944 (7,981,567) 39.64% (0) (4,330) (40,914) 40,914 11:23 AM Early Learning Coalition of Putnam and St Johns Counties 01/03/13 Accrual Basis Profit & Loss Budget vs. Actual July through November 2012 TOTAL Nov 12 Budget % of Budget Jul - Nov 12 Budget % of Budget
Ordinary Income/Expense Income 4000 · Revenues 4010 · Local Matching Revenues 4015 · Local Match - St Johns Co BCC 11,025.34 9,583.33 115.05% 48,940.61 47,916.67 102.14% 4020 · Local Match - United Way of SJC 1,875.00 2,083.33 90.0% 9,375.00 10,416.67 90.0% Total 4010 · Local Matching Revenues 12,900.34 11,666.66 110.57% 58,315.61 58,333.34 99.97%
4120 · School Readiness 4121 · School Readiness Revenue 580,159.93 589,254.00 98.46% 2,705,359.55 2,946,270.00 91.82% Total 4120 · School Readiness 580,159.93 589,254.00 98.46% 2,705,359.55 2,946,270.00 91.82%
4130 · Voluntary Pre-Kindergarten 4131 · VPK Revenue 569,028.69 499,694.67 113.88% 2,425,574.49 2,498,473.35 97.08% 4133 · VPK Outreach & Awareness 0.00 1,133.17 0.0% 0.00 5,665.85 0.0% Total 4130 · Voluntary Pre-Kindergarten 569,028.69 500,827.84 113.62% 2,425,574.49 2,504,139.20 96.86%
4165 · Interest Income 3.20 28.42 4170 · Unrestricted Income 13.68 513.68 4172 · Other Program Revenue 500.00 8,709.00 Total 4000 · Revenues 1,162,605.84 1,101,748.50 105.52% 5,198,500.75 5,508,742.54 94.37%
Total Income 1,162,605.84 1,101,748.50 105.52% 5,198,500.75 5,508,742.54 94.37%
Gross Profit 1,162,605.84 1,101,748.50 105.52% 5,198,500.75 5,508,742.54 94.37%
Expense 5000 · General And Administration 5100 · Salaries, Benefits and Staffing 5110 · Salaries and Contract Labor 5111 · Contract 0.00 416.67 0.0% 0.00 2,083.35 0.0% 5112 · Salaries 17,848.34 20,511.25 87.02% 105,205.87 102,556.25 102.58% Total 5110 · Salaries and Contract Labor 17,848.34 20,927.92 85.29% 105,205.87 104,639.60 100.54%
5120 · Employer Payroll Costs 5121 · Employer SS & MC Taxes 1,353.58 1,567.93 86.33% 7,983.25 7,839.65 101.83% 5122 · Employer SUTA Taxes 0.00 191.25 0.0% 0.00 956.25 0.0% 5123 · Employer Workers Comp Insurance 67.14 83.33 80.57% 399.69 416.65 95.93% Total 5120 · Employer Payroll Costs 1,420.72 1,842.51 77.11% 8,382.94 9,212.55 91.0%
5130 · Employee Benefits 5131 · 401K Benefits 798.54 1,065.46 74.95% 4,391.97 5,327.30 82.44% 5132 · Dental Insurance 0.00 150.00 0.0% 734.00 750.00 97.87% 5133 · Life Insurance 0.00 43.00 0.0% 212.50 215.00 98.84% 5134 · Health Insurance 0.00 2,752.35 0.0% 10,008.56 13,761.75 72.73% 5135 · Health Insurance - HSA Accts 666.70 666.70 100.0% 3,333.50 3,333.50 100.0% 5136 · Vision Insurance 0.00 35.00 0.0% 167.75 175.00 95.86% Total 5130 · Employee Benefits 1,465.24 4,712.51 31.09% 18,848.28 23,562.55 79.99%
Total 5100 · Salaries, Benefits and Staffing 20,734.30 27,482.94 75.44% 132,437.09 137,414.70 96.38%
5200 · General Administrative Expenses 5201 · Accounting and Auditing 12,100.00 8,500.00 142.35% 15,000.00 8,500.00 176.47% 5202 · Advertising & Printing 285.00 833.33 34.2% 3,935.00 4,166.65 94.44% 5203 · Bank Fees 8.47 93.26 5204 · Dues and Membership Expense 192.50 416.67 46.2% 3,363.50 2,083.35 161.45% 5205 · Insurance Expense -435.74 305.08 -142.83% 1,777.26 1,525.40 116.51% 5206 · Licenses & Permits 21.00 14.58 144.03% 21.00 72.90 28.81% 5207 · Office Sites - Occupancy 3,775.00 2,975.00 126.89% 16,497.87 14,875.00 110.91% 5209 · Office Supplies - Consumables 777.47 888.91 87.46% 3,442.86 4,444.55 77.46% 5210 · Payroll Processing Fees 326.21 353.50 92.28% 1,519.21 1,767.50 85.95% 5211 · Postage and FedEx 79.25 58.33 135.87% 306.00 291.65 104.92% 5212 · Professional Fees - Legal 0.00 250.00 0.0% 337.50 1,250.00 27.0% 5214 · Training & Meetings 156.62 354.17 44.22% 753.12 1,770.85 42.53% 5215 · Travel Expenses 1,763.35 770.83 228.76% 3,651.87 3,854.15 94.75% 5216 · Web site and Computer 1,082.80 833.33 129.94% 4,247.80 4,166.65 101.95% 5217 · Utilities 1,362.01 915.70 148.74% 5,205.38 4,578.50 113.69% 5290 · Other Costs 71.39 692.92 10.3% 3,994.34 3,464.56 115.29% Total 5200 · General Administrative Expenses 21,565.33 18,162.35 118.74% 64,145.97 56,811.71 112.91% 5999 · Allocation of Shared Costs 0.00 0.00 Total 5000 · General And Administration 42,299.63 45,645.29 92.67% 196,583.06 194,226.41 101.21% Page 1 of 2 6000 · Other Coalition SR/VPK Costs 11:23 AM Early Learning Coalition of Putnam and St Johns Counties 01/03/13 Accrual Basis Profit & Loss Budget vs. Actual July through November 2012 TOTAL Nov 12 Budget % of Budget Jul - Nov 12 Budget % of Budget
6005 · Other Quality Services - 97QOO 2,233.90 3,333.33 67.02% 10,913.23 16,666.65 65.48% Total 6000 · Other Coalition SR/VPK Costs 2,233.90 3,333.33 67.02% 10,913.23 16,666.65 65.48%
8000 · Pass Through Payments 8100 · School Readiness 8110 · Non-Direct 8111 · 97BBA - Administration 6,089.88 4,875.00 124.92% 22,368.41 24,375.00 91.77% 8112 · 97BBD - Non-Direct Services 12,802.95 16,915.33 75.69% 52,041.80 84,576.65 61.53% 8113 · 97BDE - Eligibility Determ 20,793.96 22,743.33 91.43% 88,132.40 113,716.65 77.5% 8114 · 97QOO - Quality Services 19,939.70 43,063.92 46.3% 110,936.41 217,848.56 50.92% 81141 · 97QAS - SR Assessment 9,024.73 12,537.22 81142 · 97QTA - Provider Assistance 9,492.71 15,018.88 81143 · 97QPD - Prof Development 2,551.54 4,539.27 81144 · 97QCS - Child Screening 1,794.47 2,854.71 81145 · 97QST -Early Learning Standards 256.70 281.17 81146 · 97QPT - Parental Training 843.20 1,044.38 8115 · 97iCS 1,301.42 2,202.05 81151 · 97 IAS - Assessment - Inf/Todd 200.54 434.97 8116 · 97QI4 - Resource & Referral 10,133.69 9,805.92 103.34% 39,244.41 49,029.60 80.04% 8117 · 97QIN - Inclusion 2,376.40 4,226.75 56.22% 15,096.53 21,133.75 71.43% 8118 · 97INT - Infants & Toddlers 2,001.33 7,401.42 27.04% 17,114.87 37,007.10 46.25% 8119 · 97SYS - Child Care Info Systems 2,167.78 5,389.53 Total 8110 · Non-Direct 101,771.00 109,031.67 93.34% 389,237.01 547,687.31 71.07%
81147 · 97QHS - Health & Safety 138.07 354.37 8120 · Direct 8121 · 97PPO - Purchasing Pool 943.35 2,833.33 33.3% 11,643.68 14,166.65 82.19% 8122 · 97COO - CCDF Eligible 9,182.37 5,990.06 153.29% 28,764.74 29,950.30 96.04% 8123 · 97ROO - At Risk of Abuse 79,080.41 82,149.37 96.26% 459,432.36 410,746.85 111.85% 8124 · 97GOO - Working TANF 10,774.60 16,258.73 66.27% 68,521.66 81,293.65 84.29% 8125 · 97GSD - Gold Seal Rate Differ 9,559.13 9,691.67 98.63% 45,483.89 48,458.35 93.86% 8126 · 97POO - Working Poor 278,113.44 280,677.03 99.09% 1,297,825.72 1,403,385.15 92.48% 8127 · 97GNW - Non-Working TANF 53,691.63 42,786.13 125.49% 263,113.05 213,930.65 122.99% Total 8120 · Direct 441,344.93 440,386.32 100.22% 2,174,785.10 2,201,931.60 98.77%
Total 8100 · School Readiness 543,254.00 549,417.99 98.88% 2,564,376.48 2,749,618.91 93.26%
8200 · Voluntary Pre-K 8210 · Non-Direct 8211 · VPADM - VPK Admin 6,521.40 6,226.92 104.73% 19,607.72 31,134.60 62.98% 8212 · VPENR - Enrollment 4,648.85 7,091.83 65.55% 27,775.83 35,459.15 78.33% 8213 · VPMON - Monitoring 1,046.44 3,978.33 26.3% 5,683.54 19,891.65 28.57% 8214 · VPSYS - Statewide Info Systems 385.16 979.37 Total 8210 · Non-Direct 12,601.85 17,297.08 72.86% 54,046.46 86,485.40 62.49%
8220 · Direct 8221 · VPPRP - Prepay 5,568.46 397,518.82 8222 · VPPRS - VPK Slots 549,952.31 480,475.67 114.46% 1,951,952.12 2,402,378.35 81.25% 8224 · VPKSD - School Dist Minimum 0.00 11,988.00 Total 8220 · Direct 555,520.77 480,475.67 115.62% 2,361,458.94 2,402,378.35 98.3%
8230 · VPK Other Grants 8232 · VPMNI-VPK O & A 0.00 1,133.17 0.0% 0.00 5,665.85 0.0% Total 8230 · VPK Other Grants 0.00 1,133.17 0.0% 0.00 5,665.85 0.0%
Total 8200 · Voluntary Pre-K 568,122.62 498,905.92 113.87% 2,415,505.40 2,494,529.60 96.83% 8300 · Local Match Expense 11,025.34 11,666.67 94.5% 54,565.61 58,333.35 93.54% Total 8000 · Pass Through Payments 1,122,401.96 1,059,990.58 105.89% 5,034,447.49 5,302,481.86 94.95%
Total Expense 1,166,935.49 1,108,969.20 105.23% 5,241,943.78 5,513,374.92 95.08%
Net Ordinary Income -4,329.65 -7,220.70 59.96% -43,443.03 -4,632.38 937.81%
Other Income/Expense Other Income 9502 · Gain on Equipment 0.00 2,528.85 2,529.00 99.99% Total Other Income 0.00 2,528.85 2,529.00 99.99%
Net Other Income 0.00 2,528.85 2,529.00 99.99%
Net Income -4,329.65 -7,220.70 59.96% -40,914.18 -2,103.38 1,945.16%
Page 2 of 2 9:48 AM Early Learning Coalition of Putnam and St Johns Counties 01/03/13 Accrual Basis Balance Sheet As of November 30, 2012
Nov 30, 12
ASSETS Current Assets Checking/Savings 1000 · Cash - Prosperity 244,823.01 1024 · Cash - Prosperity (Repurchase) 874,495.78 1026 · Money Market 26,095.15 Total Checking/Savings 1,145,413.94
Other Current Assets 1050 · Petty Cash 209.66 1120 · Other Receivables 1125 · Other Receivables 12-13 1,172,010.75 Total 1120 · Other Receivables 1,172,010.75
1190 · Prepaid Expense 9,096.89 1225 · A/R - PERKS -185.00 Total Other Current Assets 1,181,132.30
Total Current Assets 2,326,546.24
Fixed Assets 1300 · Equipment 8,548.66 1599 · Accumulated Depreciation -4,050.49 Total Fixed Assets 4,498.17
TOTAL ASSETS 2,331,044.41
LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 2010 · A/P-Other 2015 · A/P Other 12-13 1,149,047.09 Total 2010 · A/P-Other 1,149,047.09
2040 · Interest Due to State 246.52 2056 · Accrued Vacation/Sick Leave 20,165.15 2100 · Payroll Liabilities 2106 · Dental Insurance Liability -54.14 2107 · Vision Insurance Liability -9.24 Total 2100 · Payroll Liabilities -63.38
2110 · Advances 2111 · Advance - School Readiness 657,756.94 2112 · Advance - VPK 451,332.00 Total 2110 · Advances 1,109,088.94
2140 · Due to CCR - SR 21,647.73 Total Other Current Liabilities 2,300,132.05
Total Current Liabilities 2,300,132.05
Total Liabilities 2,300,132.05
Equity 3000 · Opening Bal Equity 163,615.79 3900 · Retained Earnings -91,789.25 Net Income -40,914.18 Total Equity 30,912.36
TOTAL LIABILITIES & EQUITY 2,331,044.41 Page 1 of 1 11:26 AM Early Learning Coalition of Putnam and St Johns Counties 01/03/13 Accrual Basis Profit & Loss YTD Comparison July through November 2012
Nov 12 Jul - Nov 12
Ordinary Income/Expense Income 4000 · Revenues 4010 · Local Matching Revenues 4015 · Local Match - St Johns Co BCC 11,025.34 48,940.61 4020 · Local Match - United Way of SJC 1,875.00 9,375.00 Total 4010 · Local Matching Revenues 12,900.34 58,315.61
4120 · School Readiness 4121 · School Readiness Revenue 580,159.93 2,705,359.55 Total 4120 · School Readiness 580,159.93 2,705,359.55
4130 · Voluntary Pre-Kindergarten 4131 · VPK Revenue 569,028.69 2,425,574.49 Total 4130 · Voluntary Pre-Kindergarten 569,028.69 2,425,574.49
4165 · Interest Income 3.20 28.42 4170 · Unrestricted Income 13.68 513.68 4172 · Other Program Revenue 500.00 8,709.00 Total 4000 · Revenues 1,162,605.84 5,198,500.75
Total Income 1,162,605.84 5,198,500.75
Gross Profit 1,162,605.84 5,198,500.75
Expense 5000 · General And Administration 5100 · Salaries, Benefits and Staffing 5110 · Salaries and Contract Labor 5112 · Salaries 17,848.34 105,205.87 Total 5110 · Salaries and Contract Labor 17,848.34 105,205.87
5120 · Employer Payroll Costs 5121 · Employer SS & MC Taxes 1,353.58 7,983.25 5123 · Employer Workers Comp Insurance 67.14 399.69 Total 5120 · Employer Payroll Costs 1,420.72 8,382.94
5130 · Employee Benefits 5131 · 401K Benefits 798.54 4,391.97 5132 · Dental Insurance 0.00 734.00 5133 · Life Insurance 0.00 212.50 5134 · Health Insurance 0.00 10,008.56 5135 · Health Insurance - HSA Accts 666.70 3,333.50 5136 · Vision Insurance 0.00 167.75 Total 5130 · Employee Benefits 1,465.24 18,848.28
Total 5100 · Salaries, Benefits and Staffing 20,734.30 132,437.09
5200 · General Administrative Expenses 5201 · Accounting and Auditing 12,100.00 15,000.00 5202 · Advertising & Printing 285.00 3,935.00 5203 · Bank Fees 8.47 93.26 5204 · Dues and Membership Expense 192.50 3,363.50 5205 · Insurance Expense -435.74 1,777.26 5206 · Licenses & Permits 21.00 21.00 5207 · Office Sites - Occupancy 3,775.00 16,497.87 5209 · Office Supplies - Consumables 777.47 3,442.86 5210 · Payroll Processing Fees 326.21 1,519.21 5211 · Postage and FedEx 79.25 306.00 5212 · Professional Fees - Legal 0.00 337.50 5214 · Training & Meetings 156.62 753.12 5215 · Travel Expenses 1,763.35 3,651.87 5216 · Web site and Computer 1,082.80 4,247.80 5217 · Utilities 1,362.01 5,205.38 5290 · Other Costs 71.39 3,994.34 Total 5200 · General Administrative Expenses 21,565.33 64,145.97
5999 · Allocation of Shared Costs 0.00 0.00 Total 5000 · General And Administration 42,299.63 196,583.06 Page 1 of 2 11:26 AM Early Learning Coalition of Putnam and St Johns Counties 01/03/13 Accrual Basis Profit & Loss YTD Comparison July through November 2012
Nov 12 Jul - Nov 12
6000 · Other Coalition SR/VPK Costs 6005 · Other Quality Services - 97QOO 2,233.90 10,913.23 Total 6000 · Other Coalition SR/VPK Costs 2,233.90 10,913.23
8000 · Pass Through Payments 8100 · School Readiness 8110 · Non-Direct 8111 · 97BBA - Administration 6,089.88 22,368.41 8112 · 97BBD - Non-Direct Services 12,802.95 52,041.80 8113 · 97BDE - Eligibility Determ 20,793.96 88,132.40 8114 · 97QOO - Quality Services 19,939.70 110,936.41 81141 · 97QAS - SR Assessment 9,024.73 12,537.22 81142 · 97QTA - Provider Assistance 9,492.71 15,018.88 81143 · 97QPD - Prof Development 2,551.54 4,539.27 81144 · 97QCS - Child Screening 1,794.47 2,854.71 81145 · 97QST -Early Learning Standards 256.70 281.17 81146 · 97QPT - Parental Training 843.20 1,044.38 8115 · 97iCS 1,301.42 2,202.05 81151 · 97 IAS - Assessment - Inf/Todd 200.54 434.97 8116 · 97QI4 - Resource & Referral 10,133.69 39,244.41 8117 · 97QIN - Inclusion 2,376.40 15,096.53 8118 · 97INT - Infants & Toddlers 2,001.33 17,114.87 8119 · 97SYS - Child Care Info Systems 2,167.78 5,389.53 Total 8110 · Non-Direct 101,771.00 389,237.01
81147 · 97QHS - Health & Safety 138.07 354.37 8120 · Direct 8121 · 97PPO - Purchasing Pool 943.35 11,643.68 8122 · 97COO - CCDF Eligible 9,182.37 28,764.74 8123 · 97ROO - At Risk of Abuse 79,080.41 459,432.36 8124 · 97GOO - Working TANF 10,774.60 68,521.66 8125 · 97GSD - Gold Seal Rate Differ 9,559.13 45,483.89 8126 · 97POO - Working Poor 278,113.44 1,297,825.72 8127 · 97GNW - Non-Working TANF 53,691.63 263,113.05 Total 8120 · Direct 441,344.93 2,174,785.10
Total 8100 · School Readiness 543,254.00 2,564,376.48
8200 · Voluntary Pre-K 8210 · Non-Direct 8211 · VPADM - VPK Admin 6,521.40 19,607.72 8212 · VPENR - Enrollment 4,648.85 27,775.83 8213 · VPMON - Monitoring 1,046.44 5,683.54 8214 · VPSYS - Statewide Info Systems 385.16 979.37 Total 8210 · Non-Direct 12,601.85 54,046.46
8220 · Direct 8221 · VPPRP - Prepay 5,568.46 397,518.82 8222 · VPPRS - VPK Slots 549,952.31 1,951,952.12 8224 · VPKSD - School Dist Minimum 0.00 11,988.00 Total 8220 · Direct 555,520.77 2,361,458.94
Total 8200 · Voluntary Pre-K 568,122.62 2,415,505.40
8300 · Local Match Expense 11,025.34 54,565.61 Total 8000 · Pass Through Payments 1,122,401.96 5,034,447.49
Total Expense 1,166,935.49 5,241,943.78
Net Ordinary Income -4,329.65 -43,443.03
Other Income/Expense Other Income 9502 · Gain on Equipment 0.00 2,528.85 Total Other Income 0.00 2,528.85
Net Other Income 0.00 2,528.85
Net Income -4,329.65 -40,914.18
Page 2 of 2 SCHOOL READINESS As of November 30, 2012 41.67%
OCA'S DESCRIPTION BUDGET YEAR TO DATE BALANCE PERCENT
97BBA Coalition Admin $ 351,852.45 $ 118,312.58 $ 233,539.87 33.63% 97FIR Fraud Investigation & Restitution $ - $ - $ - 97BBD Non Direct Services $ 200,584.47 $ 52,041.80 $ 148,542.67 25.95% 97Q00 Quality & Quality Expansion $ 555,446.39 $ 150,088.58 $ 405,357.81 27.02% 97QHS Health and Safety $ 2,000.00 $ 354.37 $ 1,645.63 97QCS Child Screening $ 3,000.00 $ 2,854.71 $ 145.29 97QST Early Learning Standards $ 10,000.00 $ 5,555.68 $ 4,444.32 55.56% 97QCR Early Learning Curriculum $ - $ - $ - 97QAS Early Learning Assessment $ 51,000.00 $ 12,537.22 $ 38,462.78 24.58% 97QTA Targeted Assistance to Providers $ 54,000.00 $ 15,092.85 $ 38,907.15 27.95% 97QPD Professional Development $ 13,000.00 $ 4,539.27 $ 8,460.73 34.92% 97QPT Parental Training and Involvement $ 4,500.00 $ 1,582.63 $ 2,917.37 35.17% 97QVP Quality for Providers to meet Pre-K $ - $ - $ - 97QI4 Resource & Referral $ 117,670.61 $ 39,244.41 $ 78,426.20 33.35% 97QIN Quality Improvement Inclusion $ 50,721.00 $ 15,096.53 $ 35,624.47 29.76% 97BDE Eligibility Determination $ 268,920.03 $ 88,132.40 $ 180,787.63 32.77% 97INT Infant & Toddler $ 82,817.20 $ 17,114.87 $ 65,702.33 20.67% 97ICS Child Screening - Inf/Todd $ 13,500.00 $ 2,202.05 $ 11,297.95 16.31% 97ICR Early Learning Curriculum Inf/Todd $ - $ - $ - 97IAS Early Learning Assessment Inf/Todd $ 1,000.00 $ 434.97 $ 565.03 97SYS Child Care Information Systems $ 6,400.00 $ 5,389.53 $ 1,010.47 84.21% 97PPA CCEP Purchasing Pool Admin $ - $ - $ - 97PPD CCEP Purchasing Pool Non Direct $ - $ - $ - 97PP0 Child Care Purchasing Pool $ 34,000.00 $ 11,643.68 $ 22,356.32 34.25% 97C00 Two Parent One Working $ 71,880.70 $ 28,764.74 $ 43,115.96 40.02% 97CF0 Migrant Families $ - $ - $ - 97LCA Local Coalition Option Admin $ - $ - $ - 97LCO SR 411 Eligible $ - $ - $ - 97LCD Admin Non Direct Service Cost $ - $ - $ - 97LCE Admin Code Non Direct $ - $ - $ - 97R00 At Risk $ 985,792.48 $ 459,432.36 $ 526,360.12 46.61% 97RPS Respite Care Protective Services $ - $ - $ - 97G00 Cash Assistance Working $ 195,104.76 $ 68,521.66 $ 126,583.10 35.12% 97GTA TANF $ - $ - $ - 97GSD Gold Seal $ 116,300.00 $ 45,483.89 $ 70,816.11 39.11% 97IGS Gold Seal - Infant/Toddler $ - $ - $ - 97P00 Working Poor $ 3,368,124.32 $ 1,297,825.72 $ 2,070,298.60 38.53% 97GNW Cash Assistance Not Working $ 513,433.59 $ 263,113.05 $ 250,320.54 51.25% 97TNW Transitional Child Care $ - $ - $ - 89JTR SR Safety Net Transportation $ - $ - $ - 89J00 SR Safety Net Case Management $ - $ - $ - 97RSP Respite $ - $ - $ - 97HKR Natural Disaster New Enrollment $ - $ - $ - 97HCF Natural Disaster Temporary Closure $ - $ - $ - $ 7,071,048.00 $ 2,705,359.55 $ 4,365,688.45 38.26% Other adjustments Local Match, Working Poor $ 115,000.00 40,454.03 $ 74,545.97 Local Match, CCEP $ 25,000.00 11,644.22 $ 13,355.78 $ 7,211,048.00 $ 2,757,457.80 $ 4,453,590.20 38.24% VPK as of November 30, 2012 41.67% OCA'S DESCRIPTION BUDGET YEAR TO DATE BALANCE PERCENT
VPADM Admin Costs 97,786.40 29,676.81 68,109.59 30.35%
VPENR Enrollment 85,101.65 27,775.83 57,325.82 32.64%
VPMON Monitoring 45,739.95 5,683.54 40,056.41 12.43%
VPSYS Statewide Information System 2,000.00 979.37
VPPRS Slots 5,765,708.00 1,951,952.12 3,813,755.88 33.85%
VPKSD School Dist Round-up N/A 11,988.00 -
Total 5,996,336.00 2,028,055.67 3,979,247.70 33.82% VPPRV Program Services Advance 451,332.00 VPPRP Prepayment 397,518.82 5,996,336.00 2,876,906.49 3,119,429.51 47.98% VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda: 2. Ratify Approval of 2011 IRS 990*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of ELC Form 990: Return of Organization Exempt from Income Tax 2011 Reason for Recommended Action To approve the 990 form developed by Moss, Krusick and Associates for calendar year 2011.
If this is not done, the following would occur:
• The Coalition would not be in compliance with Part V Section B, 11A and Schedule O of Form 990.
How the Action will be accomplished Coalition audited financials to be approved at 1/16/13 Exec/Admin committee meeting, with final ratification to take place at the 2/6/13 Board meeting.
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda:
3. Ratify Approval of RFQ Document for External Auditing Services*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION (RFQ) Request for Qualifications for External Auditing Services (for services beginning July 1, 2013) and Timeline Reason for Recommended Action To receive new proposals from qualified auditing firms, with at least two years of Florida Early Learning Coalition auditing experience.
The awarded firm’s contract would be for fiscal year 2012/2013, with the option to renew for four more years.
If this is not done, the following would occur: • The Coalition would not be compliant with Florida’s Office of Early Learning which requires the coalitions to procure auditing services every five years. How the Action will be accomplished Approval of the RFQ document and timeline
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
EARLY LEARNING COALITION OF PUTNAM AND ST. JOHNS COUNTIES, INC.
Putnam Mailing Address: 440 N. State Road 19, Suite 440 Palatka, FL 32177 Phone: (386) 328-8225 Fax: (386) 328-5599
REQUEST FOR QUALIFICATIONS FOR EXTERNAL AUDITING SERVICES
No. 2013 -01
Dates Available: March 25, 2013 – April 5, 2013 Deadline to Receive Proposals: May 3, 2013, 4:00 p.m. (Eastern Standard Time)
Sponsorship by the Early Learning Coalition of Putnam and St. Johns Counties and the State of Florida, Florida’s Office of Early Learning
1 EARLY LEARNING COALITION OF PUTNAM AND ST. JOHNS COUNTIES, INC. EXTERNAL AUDITING SERVICES REQUEST FOR QUALIFICATIONS Number 2013-01
Table of Contents
Section I - Introduction Page 1. Introduction 4 2. Background 4 3. Statement of Purpose 5 4. Coalition Organizational Structure 5 5. Prohibition of Lobbying 5 6. Conflict of Interest 5 7. Public Information 5 8. Right to Reject Proposals and Waive Informalities 6
Section II – Scope of Services 1. Statement of Work 6 2. Services Desired 6 A. Annual Examinations 6 a. Financial Audit 6 b. Review of Internal Controls 6 c. Management Letter 7 B. Single Audit 7 C. Tax Return 7 D. Additional Services 7 E. Time Requirements 8 F. Invoicing for Work 9 G. Primary Point of Contact 9 H. Working Papers 9 I. Support Personnel 9 J. Replacement of Personnel 9
2 Section III – Selection Method and Instructions 1. Selection Criteria 10 2. Evaluation Process 10 3. Evaluation Criteria 11 4. Bidding Instructions 11 A. Sealed Proposals 11 B. Inquiries 11 C. Application Timetable 11 5. Length of Contract Period 12 A. Contract Period/Renewal 12 B. Cancellation of Award/Termination 12 C. Default 12 D. Award of Contract 13
Section IV – Terms, Conditions, and Other Requirements 1. Federal and State Tax 13 2. Legal Requirements 13 3. Agreement 13 4. Trade Secrets 13
Section V – Instructions for the External Auditing Services RFQ 1. Instructions Section 1 – Table of Contents 14 Section 2 – Letter of Certification 14 Section 3 – General Description of the Scope of Work 14 Section 4 – Approach to the Audit 14 Section 5 – Firm Profile and Qualifications 15 Section 6 – Audit Team Members Profiles and Qualifications 16 Section 7 – Cost of Services 16 Section 8 – Prior Firm Not for Profit and Governmental Experience 17 Section 9 – Certification Affidavit 17 2. Example of Letter of Certification 18 3. Certification Affidavit 19
3 SECTION I – INTRODUCTION
1. Introduction The Early Learning Coalition of Putnam and St. Johns Counties, Inc. (the Coalition) invites qualified external independent auditing firms, preferably with at least two years of Florida Early Learning Coalition auditing experience, to submit proposals for providing external auditing services as described in the attached specifications. In order to be considered, written and electronic proposals using the format described herein must be received by 4:00 P.M. (Eastern Standard Time) on May 3, 2013, at the Coalition’s office at 440 N. SR 19, Suite 440, Palatka, FL 32177.
2. Background In 1999, the Florida Legislature passed the School Readiness Act. The Act created the Florida Partnership for School Readiness. In addition, the Act called for the creation of local school readiness coalitions whose goals were to improve the readiness of children when they enter school.
In 2001, the Florida Partnership for School Readiness was transferred from the Executive Office of the Governor to the Agency for Workforce Innovation for administrative purposes. The funds for the Pre-Kindergarten, Subsidized Child Care, Even Start, First Start, Migrant Pre-Kindergarten, and other programs are now managed by the Agency for Workforce Innovation and distributed through the local coalitions.
With specific membership designated by Florida Statutes, 57 school readiness coalitions were formed throughout the state covering all 67 counties, including School Readiness Coalition of Putnam County and the School Readiness Coalition of St. Johns County, independently. Many Coalitions have now merged reducing the number in the state to 32. In July, 2005, the independent Coalitions of Putnam and St. Johns merged and formed the Early Learning Coalition of Putnam and St. Johns County, Inc.
In early 2005 the State passed Voluntary Per-Kindergarten legislation which placed local responsibility for the VPK program with the local school readiness coalitions. The coalitions were renamed “Early Learning Coalitions” to reflect their greater role in meeting the early care and education needs of children and their families. Coalitions now fall under the direction and funding of Florida’s Office of Early Learning.
The Early Learning Coalition of Putnam and St. Johns Counties is charged with assessing the early care and education resources available in our community and developing local plans to address identified needs of children and their families. The Coalition plans, funds and oversees a system of services designed to help ensure that children are ready for school when they enter kindergarten. In addition, the Coalition helps give parents support services to enable them to be stable and strong.
The Coalition’s budget for school readiness and VPK combined is projected to be over $12 million. This budget is funded by a mix of federal, State, and local grants. The Coalition is charged with using this funding effectively and efficiently to achieve program goals. However, this budget does not fully cover the identified needs in the dual-county service
4 delivery system, as evidenced by the waiting list for financially assisted early care and education services.
3. Statement of Purpose The objective of this Request for Qualifications (“RFQ”) is to identify an auditing firm, who will preferably have at least two years of Florida Early Learning Coalition experience, that can provide a high level of service for a reasonable cost to the Coalition. The intent of the RFQ is to select an external independent auditing firm to provide basic auditing services. However, the Coalition may also elect to award a contract or contracts to one or more auditing firms for any, or all, optional services.
4. Coalition Organizational Structure The Coalition has established an Executive/Administrative Committee that is empowered with the authority of the full Coalition Board; however its actions are ratified at the next regularly scheduled full Board Meeting. In performing its duties, the awarded independent certified public accounting firm will have substantial interaction with the Executive/Administrative Committee. This interaction shall include, but not be limited to: reviewing the scope of services, giving updates on the progress of the audit, discussing the results of the audit, and discussing management letter items. Presentation of the items above shall also be requested to be presented to the full Board at a regularly scheduled Coalition Board meeting.
5. Prohibition of Lobbying Any respondent or lobbyist, paid or unpaid, for a respondent is prohibited from having any private communication concerning the procurement process or any response to the procurement process with any Coalition Member or the Executive Director of the Coalition after the issuance of this RFQ and until completion of the contract award. A proposal from any organization will be disqualified when the respondent or a lobbyist, paid or unpaid, for the respondent violates this condition of the procurement process.
6. Conflict of Interest All respondents must disclose in their Letter of Certification the name of any officer, director or agent who is also a Coalition employee. All respondents must disclose the name of any Coalition employee who owns, directly or indirectly, any interest in the respondent’s business or any of its branches. All respondents must disclose any business relationships or family relations with any officer, director, subcontractor, or employee of the Coalition.
7. Public Information All submitted proposals and included or attached information shall become public record upon their delivery to the Coalition in accordance with Chapter 119, Florida Statutes. The contact person with respect to any or all aspects of this RFQ is Tajaro Dixon, Grants and Operations Manager, 386-328-6232, [email protected].
5 8. Right to Reject Proposals and Waive Non-Material Irregularities The Coalition reserves the right to accept or reject any or all proposals, waive any non- material irregularities and technicalities, and may, at its sole discretion, request a clarification of other information to evaluate any or all proposals. The Coalition reserves the right, before awarding the contract, to require any respondent to submit evidence of qualifications or any other information the Coalition may deem necessary.
SECTION II – SCOPE OF SERVICES
1. Statement of Work The Coalition desires to receive proposals for the selection of an independent certified public accounting firm to provide external auditing services for a term up to 5 years, beginning with an audit of the Coalition’s financial statements for the fiscal year ending June 30, 2013. The contract between the Coalition and the winning respondent may be extended for up to four additional years, which shall be at the sole discretion of the Coalition.
2. Services Desired A. Annual Examinations – The respondent selected as a result of this RFQ shall provide external independent auditing services by examining Coalition financial statements beginning with the fiscal year ending June 30, 2013. The annual examinations performed by the respondent shall include, but not be limited to the following:
a. Financial Statement Audit – The examination will be a financial and compliance audit made in accordance with generally accepted auditing standards. The primary purpose of the audit is to express an opinion on the Coalition’s financial statements. The examination includes examining transactions and accounts that support the amounts in the financial statements and includes an overall review of Coalition’s financial statements. The audit procedures used shall be sufficient to enable the respondent to express an opinion on the fairness of the Coalition’s presentation of its financial position, results of operations, and cash flows in accordance with U.S. generally accepted accounting principles. In addition, such procedures should be adequate to determine whether Coalition operations were conducted in compliance with legal and regulatory requirements including Florida Statutes, Federal Laws, and Coalition policies and procedures.
b. Review of Internal Controls – The respondent is required to review Coalition’s internal controls and obtain an understanding of Coalition operations in order to properly plan auditing procedures, identify areas of potential misstatements, and assess fraud risk. In addition, the respondent may need to test internal controls to assess the extent the controls can be relied upon in order to reduce testing procedures. Also, internal control testing will be required as part of the State and Federal single audits. Internal control management letter comments and reportable conditions shall be communicated in writing in accordance with generally accepted auditing standards.
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c. Management Letter – A management letter will be issued that will contain significant audit findings. The following are some of the significant items that may be noted during the performance of the audit:
I. Whether or not errors or irregularities reported in the preceding audit report have been corrected. II. Whether or not recommendations made in the preceding audit report have been implemented. III. If applicable, whether or not any errors or irregularities reported by the State of Florida Office of the Auditor General concerning the preceding fiscal year have been corrected or implemented. IV. If applicable, whether or not any recommendations made by the State of Florida Office of the Auditor General concerning the preceding fiscal year have been implemented. V. Violation of laws, rules, and regulations discovered within the scope of the audit. VI. Illegal expenditures discovered within the scope of the audit. VII. Improper or inadequate accounting procedures. VIII. Failure to properly record financial transactions. IX. Other inaccuracies, irregularities, shortages or declarations, if any, discovered during the audit. X. Recommendations to improve management, accounting procedures, internal controls, and efficiency.
The successful respondent shall make an immediate written report to the Executive/Administrative Committee of all significant irregularities and any illegal acts as they became known to the respondent.
B. Single Audit – The respondent will perform a Single Audit in accordance with generally accepted auditing standards, the Single Audit Act Amendments of 1996, the provisions of OMB Circular A-133, and the Rules of the Auditor General of the State of Florida. The respondent will use the guidance noted above to report on the Coalition’s Schedule of Federal Awards and State Assistance, compliance with laws and regulations, compliance with significant provisions of major federal programs and state projects, and internal controls. In addition, the Federal Data Collection Form SFSAC will be a required part of the single audit under this audit contract.
C. Tax Return – The respondent will be required to prepare the Coalition’s tax return (Form 990) for all fiscal years covered under the engagement contract.
D. Additional Services – The Coalition may determine that additional services are necessary and may contract with the respondent to perform those services. The respondent shall perform additional services only upon a written request from the Coalition Board or the Executive Director. Additional services, if offered by the respondent, may include but not be limited to:
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a. Management advisory services b. Tax consulting services c. Actuarial consulting services d. Performance of extended audit procedures
All additional work shall be documented by engagement memorandums to be approved by the Executive/Administrative Committee. The fee for additional services shall be separately negotiated at the time of the engagement for a not-to exceed amount calculated in accordance with the respondent billing rates itemized in this RFQ.
E. Time Requirements – The following is the expected timeline for the start and completion of proposed services.
a. Commencement of the Audit – The Coalition will have all records prepared for the audit in a timely manner in order to meet our reporting deadline. All appropriate personnel will be available to meet with the successful respondent’s audit team upon acceptance of the proposal and execution of a professional contract.
b. Schedule of the Fiscal Year Audit – Each of the following tasks shall be completed no later than the date indicated.
I. Audit Plan - The successful respondent shall work with the Coalition’s Executive Director to develop a detailed plan for the audit for the fiscal year ended June 30, 2013 within 30 days of the execution of a professional services contract. In each succeeding fiscal year for which audit services are provided, a detailed plan will be provided to the Executive Director by April 30th of that year.
II. Fieldwork – For the fiscal year ending June 30, 2013, and thereafter, fieldwork should commence sufficiently after the end of the fiscal year to ensure that the reporting deadlines outlined below are met.
III. Conferences – Conferences shall be held for the following reasons: scheduled completion dates are in jeopardy, the audit detects violations of laws or agreements, the audit detects fraud, or the audit detects significant internal control weaknesses.
IV. Reporting Deadlines – The audit report, in its final form and including the management letter, shall be completed each year no later than the last working day of the last week of October. The report will be presented to the Executive/Administrative Committee at its November meeting and then to the full Board at its December meeting.
8 F. Invoicing for Work – The respondent shall prepare an estimate of total hours required to complete the engagement. Progress will be determined by comparing the hours incurred to date to the estimated total hours for the engagement.
Invoices shall be presented as work is completed at a maximum of one invoice per month. A listing of hours incurred shall accompany the invoice in support of the billing calculation. The final bill payment will be paid upon resolution of any open issues or delivery of any remaining items.
G. Primary Point of Contact – The respondent shall identify a specific individual as a primary point of contact. This individual will be responsible for the respondent’s work product. The individual shall be available within 24 hours telephone notice to accomplish the following:
a. Attend meetings b. Respond to telephone calls c. Respond to specific inquiries
H. Working Papers – The respondent shall retain all working papers for a period of at least 5 years. In addition, the respondent will provide the Coalition and/or its assignees, free of charge, copies of all work papers for each year under contract.
I. Support Personnel – Support personnel shall be made available by the Coalition to provide assistance to the respondent by identifying required records and gathering needed information. Support personnel will perform these tasks to expedite the audit under the understanding that these support personnel also must be given consideration to effectively perform the day-to-day requirements of their position.
J. Replacement Personnel – The Coalition will be accepting the respondent’s proposal based upon the audit team listed in the proposal. All changes to the audit team are subject to the Coalition’s approval. The replacement team member must have credentials similar to the team member he or she replaced. The Coalition reserves the right to review the new team member’s resume and also interview the replacement team member. The respondent will be responsible for briefing all replacement personnel on Coalition operations and on the status of audit work at no expense to the Coalition.
9 SECTION III – SELECTION METHOD AND INSTRUCTIONS
1. Selection Criteria Minimum Eligibility Requirements – In order to be considered for evaluation, a firm: a. Shall be licensed to practice public accounting in the State of Florida; b. Shall be a member of the American Institute of Certified Public Accountants and the Florida Institute of Certified Public Accountants; and c. Shall have performed continuous CPA services in the not-for-profit sector for a minimum of 3 years.
Additional Preferred Requirement – The Coalition will give preference to those firms who have at least two years of Florida Early Learning Coalition auditing experience.
Information to be Included in the Proposal – In order to maintain comparability and enhance the review process, it is requested that responses be completed and organized in the manner specified in Section V – Instructions for the External Auditing Services RFQ. Respondents may obtain electronic copies of the forms by submitting your request and providing an e-mail address. It is required that one original proposal and 10 copies of the proposal be submitted, as well as one electronic version on 10 separate CD’s.
2. Evaluation Process The Auditor Selection Committee is an ad-hoc committee of the Coalition, Coalition staff, and possibly outside experts to evaluate the proposals and prepare recommendations to the Executive/Administrative Committee and ultimately the full Board. The proposals received will be reviewed in accordance with the criteria listed below. The Committee may request a presentation by any or all respondents to clarify proposed plans and details as part of the review and evaluation process. The Committee also may ask additional questions to clarify the proposal submitted. The information will be presented to the Executive/Administrative Committee with the data organized from the highest to lowest rating; the decision of the Executive/Administrative Committee will be ratified by the full Board at its next regularly scheduled meeting.
When the Coalition has selected the successful respondent, contract negotiations will begin. If a contract agreement cannot be reached with the successful respondent, negotiations with that firm will be formally terminated. The Coalition would then negotiate with the next highest respondent until an agreement is reached. The Coalition may choose to modify the choice of a selected respondent if the Coalition determines that such a change is in its best interest.
The Coalition reserves the right to reject any or all proposals submitted. The Coalition further reserves the right to inspect the facilities, organization, and financial condition of a successful respondent to assess the ability to perform the contract before awarding a contract.
10 3. Evaluation Criteria
Description of Criteria Points a. Approach to the engagement 0 - 10 b. Firm Profile and Qualifications 0 - 20 c. Audit Team Members Profile and Qualifications 0 - 15 d. Cost of Services 0 - 15 e. Prior not-for-profit and governmental auditing experience 0 - 15 At least two years Florida Early Learning Coalition auditing f. experience 0 - 25 Maximum Points 100
4. Bidding Instructions
A. Sealed Proposals – Each respondent shall submit only one proposal per Bid Solicitation. A proposal shall consist of one manually signed original and 10 photo copies of the completed proposal as well as one electronic version on 10 separate CD’s. They shall be submitted in a sealed envelope or package bearing the title, “EARLY LEARNING COALITION OF PUTNAM AND ST. JOHNS COUNTIES- EXTERNAL AUDITING SERVICES” along with the name and address of the organization submitting the proposal. Proposals should include a contact name and an e-mail address for correspondence and shall be submitted no later than 4:00 P.M. EST on May 3, 2013 to Tajaro Dixon, Grants and Operations Manager, ELC of Putnam and St. Johns Counties, 440 N. SR 19, Suite 440, Palatka, FL 32177. The respondent is responsible for ensuring that the proposal arrives on time at the correct address. Late proposals will be returned unopened.
B. Inquiries - All inquiries related to this Request for Qualifications are to be directed, via e- mail, to the Early Learning Coalition’s Grants and Operations Manager at [email protected]. The Coalition will not participate in any inquiries by phone. Only e-mail inquiries will be responded to and only during the scheduled Question and Answer time frame. Information obtained from any other source is not official and should not be relied upon.
C. Application Timeline
• Dates Advertised/Available: March 25, 2013 – April 25, 2013
• Deadline for Receipt of Written Questions April 12, 2013 by 4:00 p.m. (Eastern Standard Time)
• Deadline for Answers to Respondent Questions April 19, 2013
• Deadline for Receipt of Proposals (No Exceptions) May 3, 2013 by 4:00 P.M. (E.S.T.) EARLY LEARNING COALITION OF PUTNAM AND ST. JOHNS COUNTIES, INC. ATTN: TAJARO DIXON
11 440 N. SR 19, SUITE 440 PALATKA, FL 32177
• Proposal Review/Evaluation Interviews May 6 – 16, 2013
• Evaluation Meeting May 17, 2013 at 10:30 a.m. (EST) at St. Augustine Record, One News Place, St. Augustine, FL 32086
• Coalition Board Meeting – Approve and Award Contract June 5, 2013 at 10:00 a.m. (EST) at St. Augustine Record, One News Place, St. Augustine, FL 32086
• Contract Begins July 1, 2013
Note: Dates are subject to change. Changes will be posted on the Coalition website: www.elcpsj.org.
5. Length of Contract Period
A. Contract Period/Renewal – The term of the contract shall be for 1 year from the date of the award. Four additional one-year periods may be awarded if the audit services and cost are satisfactory. Satisfactory performance shall be determined within the sole discretion of the Coalition. A final not-to-exceed amount will be determined each year for the auditing services. If needed, the final contract may be extended for a period of 90 days beyond the expiration date. The winning respondent will be notified when the recommendation has been acted upon by the Coalition.
B. Cancellation of Contract/Termination – In the event any of the provisions of this proposal are violated by the respondent, the Executive Director, or a designee will give written notice to the auditing firm stating the deficiencies. The auditing firm will have 10 days to correct the deficiencies. If the auditing firm does not make the corrections within 10 days, then recommendation will be made to the Coalition Board for immediate cancellation of the contract. If the contract is cancelled, the Coalition may pursue any and all legal remedies as provided herein and by law.
The Coalition reserves the right to terminate any contract resulting from this RFQ, at any time and for any reason, upon giving 30 days prior written notice to the other party. If the contract should be terminated without cause the Coalition will be relieved of all obligations under said contract. The Coalition would only be required to pay the auditing firm remuneration for contract services actually performed as of the date of termination. Access to, and copies of, all accounting and auditing information will be provided to the Coalition after the termination of the contract.
12 The auditing firm will have the option to terminate the contract without cause upon written notice to the Executive Director. The written notice must be received at least 60 days prior to the effective date of the termination. Cancellation of the contract by the auditing firm may result in removal of that firm from the respondents list for a period of 3 years.
C. Default – In the event that the awarded respondent should breach this contract, the Coalition reserves the right to seek remedies in law and or in equity. Default would result in removal of the firm from the respondents list for a period of 3 years.
D. Award of Contract – The Early Learning Coalition of Putnam and St. Johns Counties External Auditing Contract is expected to be awarded at the Coalition meeting that will be held at 10:00 a.m., June 5, 2013 at the St. Augustine Record, One News Place, St. Augustine, FL 32086. This will be a public meeting pursuant to Florida Sunshine requirements. Proposals will be on file in the office of the Early Learning Coalition of Putnam and St. Johns Counties.
SECTION IV – TERMS, CONDITIONS AND OTHER REQUIREMENTS
1. Federal and State Tax
The Coalition is exempt from federal taxes. In addition, the Coalition is exempt from State and County tangible personal property taxes, sales taxes, and intangible taxes. The Executive Director will sign an exemption certificate submitted by the successful respondent. The respondent doing business with the Coalition will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the Coalition. In addition, the successful respondent will not be authorized to use the Coalition’s tax exemption number in securing such materials.
2. Legal Requirements
It shall be the responsibility of the provider to be knowledgeable of all federal, state, county and local laws, ordinances, rules and regulations that in any manner affect the items covered herein. Lack of knowledge by the respondent will in no way be a cause for relief from responsibility.
Respondents doing business with the Coalition are prohibited from discriminating against any employee, applicant, or client because of race, creed, color, national origin, gender, sexual orientation, or age with regard to but not limited to the following: employment practices, rates of pay or other compensation methods, and training selection.
3. Agreement
A contract will be negotiated for any work to be performed as a result of this RFQ. The RFQ, the proposal, and the resulting contract will constitute the complete agreement between the respondent and the Coalition.
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4. Trade Secret and Confidential Materials
If the application includes material which is deemed a trade secret (as defined by Section 812.081, FS) or other confidential material exempt from the provisions of Chapter 119, FS, which the applicant does not wish to become public record, the following statement should be included in the application:
“Trade Secrets as defined by Section 812.081, Florida Statutes, or other confidential materials contained on applicable pages of this application shall not be used or disclosed, except for evaluation purposes. However, if a contract is awarded to this offer or as a result in connection with the submission of this program, the Coalition shall have the right to use or disclose the information designated as trade secrets or confidential to the extent provided in the contract. This restriction does not limit the Coalition’s right to use or disclose the information designated as trade secrets or designated as confidential which is obtained from another source.”
Any exemption claimed will be limited to the pertinent documents and must be supported by a statutory exemption. Notwithstanding anything to the contrary, nothing contained in the application shall be deemed or interpreted to restrict or prevent the Coalition from complying with the disclosure requirements of Chapter 119, Florida Statutes, when material is incorrectly identified as a trade secret or confidential information. By submitting an application, the applicant covenants not to sue the Coalition and waives any claim against the Coalition arising under Chapter 119, Florida Statutes or in connection with or as a result of any disclosures by the Coalition in connection herewith.
SECTION V – INSTRUCTIONS FOR THE EXTERNAL AUDITING SERVICES RFQ
1. Instructions
The Coalition requires the proposal to be completed in full. The sections to the form are as follows:
Section 1 - Table of Contents The table of contents should include a clear identification of the material by section and by page number.
Section 2 - Letter of Certification This section is a letter of certification on company letterhead to be signed by the auditing firm. This letter should state that the auditing firm can provide the service the Coalition requires, that specific attachments have been included, that any required additional documentation will be forwarded within 3 days if selected, and that it is understood that all information included in the proposal shall become public record. See the example of the letter of certification on page 18.
Section 3 – General Description of the Scope of Work
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a. In this section there should be a brief statement demonstrating the respondent’s understanding of the work to be performed and a positive commitment from the respondent to perform the work.
b. There must be a discussion of how the respondent will perform each of the desired services that are listed in Section II – Scope of Services starting on page 6 of this RFQ.
Section 4 – Approach to the Audit
a. The respondent should describe the approach that they will use in providing the audit services. b. The respondent should describe the procedures they will use in documenting the internal control environment.
c. The respondent should describe its procedures for assessing fraud risk and preparing audit responses in accordance with SAS 99.
d. The respondent should describe how it plans to obtain an understanding of internal controls and the method it plans to use to test the effectiveness of internal controls.
e. The respondent should clearly describe its procedures for reporting fraud, illegal acts, or significant internal control deficiencies to its clients.
f. The respondent should clearly describe its philosophy and its procedures in formulating management letter comments.
Section 5 – Firm Profile and Qualifications
a. The respondent should communicate its experience in performing not-for-profit and governmental types of audits. The respondent should communicate its experience in preparing financial statements in compliance with FASB Pronouncements and the GAAP hierarchy. In addition, the respondent should communicate its experience in performing state and federal single audits.
b. The respondent should indicate whether it is a local, regional or national firm. In addition, the respondent should give the location of the office from which the work is to be performed and indicate the number of partners, managers, supervisors, seniors, and staff members that are employed by that office.
c. This section should provide references from other Florida not-for-profit clients, and from clients whose audits are similar to the services sought by this RFQ or from other Florida Early Learning Coalition clients.
15 d. This section should describe the types of work offered by the local office such as auditing, write-up, tax, consulting, litigation support, and investment advisory services. e. The respondent must indicate any disciplinary action taken against the respondent or any individual associated with the respondent by the State of Florida Board of Accountancy within the last 3 years. f. The respondent must describe all lawsuits that were filed or are pending against the local office within the last 3 years. g. The respondent must furnish its last peer review report and explain any significant weaknesses that were identified by the report. h. Section 6 – Audit Team Members Profiles and Qualifications a. The respondent must identify the audit team that will be responsible for providing the required audit services, including the partners, managers, supervisors, and staff. Resumes for each partner, manager, supervisor, senior, and staff to be assigned to the audit team should be submitted and the resumes should include the following information:
• Formal education • Continuing professional education relative to not-for-profit and governmental accounting and auditing • Experience in government • Experience in public accounting in general • Experience in auditing not-for-profit entities, including the individual’s current position held (partner, manager, supervisor, senior, or staff) • Experience in auditing Florida Early Learning Coalitions • Experience in computerized systems • Membership to various national and state accounting boards, committees or associations • Professional recognition such as a Certified Public Accounting license, awards, etc. b. The respondent must identify who would serve as the primary point of contact on the engagement.
Section 7 – Cost of Services a. The respondent shall prepare a schedule of billing rates for the various levels of staff, together with an estimate of the number of hours it anticipates for completing the annual examination of the Coalition’s financial statements. Using these estimates, the respondent shall provide a not-to-exceed amount for the proposed audit services. Any extraordinary charges shall be considered as costs associated with annual examinations for the purpose of proposal evaluations.
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Illustrative Guide for Reporting Cost of Services
Hourly Estimated Billing Number Estimated Staff Level Rate of Hours Charges Responsibilities
Staff
Senior
Manager
Partner
Other
Total N/A N/A
Estimated Amount Fiscal Year Number of Not to Ending Hours Exceed
June 30, 2013 June 30, 2014 June 30, 2015 June 30, 2016 June 30, 2017
Section 8 – Prior Firm Not-for-Profit, Florida Early Learning Coalition, and Governmental Experience
a. List all recent not-for-profit, Florida Early Learning Coalition, and governmental audit engagements.
Section 9 – Certification Affidavit The Certification Affidavit attests that the organization has made all necessary disclosures and that the organization will provide copies of policies within 3 days of being selected. This form needs to be signed and notarized and returned with the proposal.
17 2. Example of letter of Certification
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Attention: Tajaro Dixon, Grants and Operations Manager 440 N. SR 19, Suite 440 Palatka, FL 32177
Dear Ms. Dixon:
We have read the Early Learning Coalition of Putnam and St. Johns Counties’ Request for Qualifications and fully understand its intent. We certify that we have adequate personnel, equipment, technology, and facilities to fulfill the requirements of the engagement. We understand that our ability to meet the criteria and provide the required services will be judged by outside experts, Coalition staff members, and members of the Coalition. We also understand that final approval for a contract award will come from the Executive/Administrative Committee and ratified by the full Coalition Board.
We have attached the following for your review:
1. Auditing Services Proposal 2. A signed and notarized copy of the Certification Affidavit 3. A completed IRS Form W-9
I, the undersigned respondent, have not divulged, discussed, or compared this proposal with any other respondents and have not colluded with any other respondent in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal.
It is understood that all information included in, attached to, or required by this RFQ shall become public record upon their delivery to the Coalition as defined in the Public Records Act, Chapter 119, Florida Statutes.
Submitted by:
______(AUDITING FIRM)
______(AUTHORIZED SIGNATURE) (DATE)
______(TITLE)
______(E-MAIL) (TELEPHONE)
18 3. Certification Affidavit
CERTIFICATION AFFIDAVIT
DIRECTIONS: BY ATTESTING TO THIS FORM, THE RESPONDENT AGREES TO COMPLY WITH ALL SECTIONS (ONE THROUGH FIVE) ON THE SWORN AFFIDAVIT. THIS FROM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS.
1. APPLICATION ACCURACY
I do hereby certify that all facts, figures, and representations made in the proposal are true and correct. The filing of this proposal has been authorized by the contracting entity and I have been duly authorized to act as the representative of the organization in connection with this proposal. I also agree to follow all terms, conditions, and applicable federal law and state statutes.
2. PROHIBITION ON LOBBYING
Applicants are hereby advised and agree to comply with the Coalition’s adopted prohibition on lobbying:
No funds granted by the Coalition shall be used by a provider agency to hire a lobbyist or to supplant any funds which would allow for the funding of a lobbyist.
Any respondent or lobbyist, paid or unpaid, for a respondent is prohibited from having any private communication concerning any procurement process or any response to a procurement process with any Coalition Member or the Coalition’s Executive Director after the issuance of this RFQ and until the completion of the contract award. A proposal from any organization will be disqualified when the respondent or a paid or unpaid lobbyist for the respondent violates this condition of the procurement process.
3. CONFLICT OF INTEREST
Applicants are hereby advised, and agree to comply with the Coalition’s adopted conflict of interest regulations:
All respondents must disclose the name of any officer, director, or agent who is also a Coalition employee. All respondents must disclose the name of any Coalition employee who owns, directly or indirectly, any interest in the respondent’s business or any of its branches. All respondents must disclose any business relationships with any officer, director, subcontractor or employee of the Coalition. The disclosures described above must be submitted as a cover letter, included with the RFQ proposal, addressed to the Coalition Board Chair, and must be submitted no later than the proposal deadline.
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4. AGENCY CERTIFICATION
I, the undersigned applicant, hereby attest that the following policies, procedures, regulations, and documentation are in effect and agree to provide copies of the following within three working days of notification by the Coalition of intent to award the contract:
a. Affirmative Action Policy b. Certified Minority Business Enterprise (if applicable) c. Small Disadvantaged Business Enterprise Policy (if applicable) d. Americans with Disabilities Policy e. Drug Free Workplace Policy
5. PUBLIC ENTITY CRIME AFFIDAVIT
a. I understand that a “public entity crime” as defined in Paragraph 287.1 33(1)(g), Florida Statutes means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any entity, agency or political subdivision of any other sate or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
b. I understand that “convicted” or “conviction” as defined in Paragraph 287.1 33(1)(b), Florida Statutes means a finding of guilt or a conviction of a public entity crime, with or without adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment after July 1989, or as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contend ere.
c. I understand that an “affiliate” as defined in Section 287.133, Florida Statutes means:
• A predecessor or successor of a person convicted of a public entity crime; or
• An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of the affiliate.
• The ownership by one person of shares constituting a controlling interest in another person, or pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.
20 d. I understand that a “person” as defined in Section 287.133, Florida Statutes means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. e. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies).
• Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, nor any affiliate of the entity have been charged and convicted of a public entity crime subsequent to July 1, 1989.
• The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, and (please indicate which additional statement, below, applies)
1. There were proceedings concerning the conviction before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place the person or affiliate on the convicted vendor list.
2. The person or affiliate was placed on the convicted vendor list. There has been a subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer determined that it was in the public interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of the final order).
3. The person or affiliate has not been placed on the convicted vendor list. (Please describe any action taken by or pending in the Department of General Services).
ORGANIZATION’S NAME AND ADDRESS:
______
21
NOTE: AS EVIDENCED BY MY SIGNATURE BELOW, I UNDERSTAND AND WILL COMPLY WITH ALL TERMS AND CONDITIONS STATED HEREIN:
______Type Authorized Official’s Name Authorized Official’s Title
______Authorized Official’s Signature Date
______Federal Employer Identification Number
FOR NOTARY PUBLIC (OFFICIAL USE ONLY)
STATE OF ______COUNTY OF ______
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
______who, after first being sworn by me, affixed his/her ______(name of individual signing) signature in the space Provided above on the ______day of ______, 2______.
______NOTARY PUBLIC My Commission Expires
22 VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda:
4. Ratify Approval of the Entire SR PLAN with Attachments (in new required formatting)*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of the Coalition’s newly reformatted School Readiness Plan effective January 16, 2013 Reason for Recommended Action Florida’s Office of Early Learning has asked our Coalition to return to the previous version of the School Readiness Plan format, to be in sync with all the other Coalitions – as none of the other Coalitions formally adopted the 2010 updated version as our Coalition had done.
If this is not done, the following would occur: • The Coalition would not be in compliance with Florida’s Office of Early Learning (FOEL). How the Action will be accomplished Board approval of the SR Plan effective January 16, 2013
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
Early Learning Coalition of Putnam and St. Johns Counties
School Readiness Plan Effective January 16, 2013
Table of Contents
Title Part 1 Coalition ID and Info Part 2 Community Plan Part 3 Governance Elements Section 1 Element 1.1.1 Program Administration – Support Services Section 1 Element 1.2.1 Single Point of Entry – Unified Waiting List Section 1 Element 1.3.1 Eligibility Priority Section 1 Element 1.3.2 Eligibility Priority Categories Section 1 Element 1.3.5 SR Transportation Services Section 1 Element 1.3.6 Children Served Section 1 Element 1.5.1 Payment Rates Section 1 Element 1.6.1 Sliding Fee Scale Section 1 Element 1.7.1 Extended Day-Extended Year Services Section 1 Element 1.9.2 SR Program and Service Evaluation Section 1 Element 1.9.3 SR Provider Agreements-Contracts-Certificates Section 1 Element 1.9.4 Monitoring Tools Section 1 Element 1.10.1 Grievance Policies Section 2 Element 2.1.1 School Age Care Section 2 Element 2.3.1 Coordination with DCF Section 2 Element 2.4.1 Coordinated Staff Development and Training Section 2 Element 2.5.1 Coordination with Local Entities Section 2 Element 2.5.2 Coordination of Services- Public/Private Partnerships Section 2 Element 2.5.3 Match Requirements Section 3 Element 3.1.1 Consumer Education Section 3 Element 3.2.1 Parent Choice Section 3 Element 3.3.1 SR Parent Access Section 3 Element 3.4.1 Parent Training and Involvement Section 3 Element 3.4.2 Family Literacy Opportunities Section 3 Element 3.5.1 Family Support Services Section 3 Element 3.6.1 Unique Population Groups Section 4 Element 4.1.1 Health Screenings Section 4 Element 4.1.2 Informal Providers Section 4 Element 4.2.1 Screening and Assessment Section 4 Element 4.2.2 Assessment Section 4 Element 4.3.1 DAP Curriculum Section 4 Element 4.3.2 Character Development Program Section 4 Element 4.3.3 Assurance of DAP Curriculum Section 4 Element 4.4.1 Confidentiality of Records Section 5 Element 5.1.1 Quality Activities Section 5 Element 5.2.1 CCRR and School Age Care Section 5 Element 5.3.1 Infant Toddler Attachment 0.1.1 Board Membership Attachment 0.2.1.A Bylaws Attachment 0.2.1.B Articles of Incorporation
Title Attachment 0.2.1.C Organizational Chart Attachment 1.3.2 Priority of Funding Attachment 1.5.1.A Payment Rates Putnam Attachment 1.5.1.B Payment Rates St. Johns Attachment 1.6.1 Sliding Fee Scale Attachment 1.9.3.A SR Statewide Provider Agreement Attachment 1.9.3.B Informal Provider Agreement Attachment 1.9.4 Monitoring Tools Attachment 1.10.1 Grievance Policy Coalitions and ECS Attachment 4.3.1 DAP Curriculum Approval – Monitoring Process Attachment 4.3.2 Character Curriculum Approval Attachment Part 2, Section 3 – Community Needs Assessment Coalition Plan Legislative Requirements Checklist Final 7-10
Part 1- Complete all applicable fields within the space provided. The OEL will use this information Coalition to send grant awards, grant adjustments, plan approvals, and disallowance notifications. Identification and Attest Statement: Signing the attest statement provides your coalition and OEL assurances Information on the accuracy of the information in the plan document as well as your commitment to the proper administration of early learning programs.
Coalition Name: ELC of Putnam and St. Johns FEIN #: 59-3691819 Address: 2450 Old Moultrie Road, Suite 103 Mailing Address 440 N. State Road 19, Ste. 440 St. Augustine, FL 32086 (if different) Palatka, FL 32177 Phone: 386-328-8225 Fax: 386-328-5599 E-mail Address: [email protected]
Chairperson’s Name Nancy Pearson Address (if different than above): 1000 Sawgrass Village Drive, Suite 101, Ponte Vedra Beach, FL 32082
Executive Director’s Name: Dawn E. Bell
Counties represented by Coalition: Putnam and St. Johns
I hereby attest that all information provided in this plan is accurate and complete to the best of my belief and knowledge, and once approved, ensure that all services will be conducted in accordance with the approved plan. I also ensure that the local services will be in compliance with all applicable Florida Statutes and Regulations, Florida Administrative Codes, Federal Statutes and Regulations, and any other requirements as stipulated by the Agency for Workforce Innovation/Office of Early Learning.
Chair Signature: Executive Director:
Printed Name: Nancy Pearson Printed Name: Dawn Bell
Date Signed: Date Signed:
Part 2- Section 411.01(5)(c)1.g., F.S. requires a community plan to address the needs of all eligible Com- children. The coalition’s community plan must contain the elements listed in sections 1-4. munity (below) Plan Section 1- A vision statement describes a coalition’s futuristic picture of the ideal state of well-being Vision for children and families in the community. Statement Consider these conditions when developing your vision statement:
• Draw on the beliefs and environment of the organization. • Describe what you want to see in the future. • Be specific to each organization. • Be positive and inspiring. • Do not assume that the system will have the same framework as it does today. • Be open to dramatic modifications to current organization, methodology, teaching techniques, facilities, etc.
An example of a vision statement would be: “To be the leader in ensuring all children in (Any County) enter school ready and eager to learn.” Section 2- A mission statement answers the question: “Why does the organization (coalition) exist?” It Mission is a statement of purpose and function. A mission statement: Statement • Draws on your belief statements; • Must be future oriented and portray your organization as it will be, as if it already exists; • Must focus on one common purpose; • Must be specific to the organization, not generic; and • Must be a short statement, not more than one or two sentences. An example of a mission statement would be "By providing quality programs and services, we empower parents to become caring, competent, responsible citizens who value their child’s education and see it as a lifelong process." Section 3- A community assessment is basically a description of a community and its people. The Com- purpose is to identify the needs of a community in order to provide services appropriate to munity early learning and care needs. Needs Assessment Data collection does not need to be extensive but should be adequate to identify needs and priorities to support planning decisions.
Criteria:
The community assessment cannot be more than three years old and must include the collection and analysis of the following information about the coalition’s service area:
• The demographic make-up of eligible children/families and unique populations, including their estimated number, geographic location, and racial and ethnic composition; • Other child development and early learning programs that are serving eligible children, including public and private programs, and the approximate number of eligible children served by each; • Data regarding the education, health, nutrition, and social service needs of eligible children and their families, including children with disabilities and special needs; and • Resources in the community that could be used to address the needs of children and their families, including assessments of their availability and accessibility.
Coalitions are strongly urged to work collaboratively with community partners to develop the community needs assessment. In many cases community partners (e.g., Head Start, Healthy Start, Children’s Services Councils) have similar requirements for needs assessments.
Section 4- Identify coalition priorities through information gained from completing the community Coalition needs assessment. Provide a brief description of the priority, which community need is Priorities addressed, and where in the Plan (element) this priority is addressed. Coalitions may add additional fields to the table provided to address all it.
An example of this is shown in Figure 1.1 below: Priority Description Priority Addresses this Community Element Where the Priority is Need Addressed
Collaborate with community partners, Lack of extended day / extended year 0 1 especially school districts to address services the needs of teen parents Figure 1.1 Coalition Priorities
Part 2. Community Plan
Community Plan (s. 411.01(5)(c)1.g., F.S.)
Section 1. Vision Coordinate services that allow all children to enter kindergarten healthy and ready to learn. Section 2. Mission To serve parents, caregivers and educators of children ages birth to pre-kindergarten by managing and evaluating early child care and early childhood education programs through a quality School Readiness delivery system in Putnam & St. Johns Counties Section 3. Community Needs Assessment See Attached
Section 4. Coalition Priorities
Priority Description Priority Addresses this Community Need Element Where the Priority is Addressed 1 Collaborate with community partners, especially school Lack of extended day / extended year services 3.6.1 districts to address the needs of teen parents 2 Identifying and providing services to parents of children The needs of families of children with special needs 3.6.1 with special needs through screenings and collaboration with community parnters 3 Providing Services to Seasonal Populations and non- Difficulties of Seasonal and non- English speaking clients 3.6.1 English speaking clients in accessing serives.
*Add more fields as needed.
Part 3 Coalition Governance Section 1 Board Operation 0.1.1 Section 411.01(5)(a)4-7, F.S., establishes requirements for coalition board membership. The Board following policies clarify the requirements for board membership: Member- ship • OEL File # 206.04 - Appointment to early learning coalitions of representatives of programs for children with disabilities • OEL File # 205.05 - Early Learning Coalition Board Membership
Criteria:
Check “Yes” if the coalition adheres to the statutory and program instruction requirements, along with the following:
• Board members are drawn from and are representative of all counties served by the coalition; • Board decision-making is conducted with a quorum (s. 411.01(5)(a)8, F.S.); and • All board and committee meetings are noticed and conducted in accordance with s. 286.011, F.S., documentation and notification requirements, including written meeting minutes.
If the coalition does not completely adhere to the statutory requirements and program instruction check “No” and describe how the coalition will conform to the requirements.
Coalitions are required to use the Coalition Membership Form when submitting a copy of the board membership as an attachment. This form is designed to correlate to the requirements outlined in statutes and OEL program instructions.
0.2.1 Section 411.01(5)(d)4.i., F.S., requires that a coalition submit articles of incorporation and Bylaws and bylaws if the coalition is organized as a corporation. OEL File # 206.10 Early learning Articles of coalition articles of incorporation and bylaws clarifies the requirements for articles of Incor- incorporation and bylaws. poration Criteria:
Check “Yes” if the coalition adheres to statutory requirements, program instruction, and the following:
• The articles of incorporation and bylaws containing the minimum requirements established in s. 617.0202 and 617.0206, F.S.; • Written policies or bylaws clearly delineate the responsibilities of the coalition board, its committees, and the executive director; • New board members receive orientation training, including the roles and responsibilities of the board and executive director and sunshine law requirements; • Board members follow a written code of ethics s. 411.01(5)(a)10, F.S.; • Bylaws and/or operating procedures clearly define the differences in responsibilities of voting and non-voting board and committee members; • Policies or bylaws that clearly delineate members’ roles in the participation in discussion and decisions involving early education or related services, including discussions about the effectiveness and quality of programs and services. (These roles relate to non-voting, voting and committee members who provide early education or related services); • Bylaws include a parliamentary authority reference (e.g. Robert’s Rules of Order, Sturgis Standard Code of Parliamentary Procedure); • All references to Florida The Partnership for School Readiness are replaced with Agency for Workforce Innovation, Office of early learning; • The corporate name begins with “Early learning Coalition of” and then reflect the county or counties served or a name reflective of the coalition’s region; • The counties that the coalition serves are reflected in the bylaws; • The purpose, intent, goals, or values contained in the bylaws and articles of incorporation reflect the addition of the legislative charge for voluntary prekindergarten; • Any reference to membership, regarding board composition, terms, and voting is in accordance with law and policy; • There is a general statement that the articles of incorporation and bylaws are a part of the coalition’s plan and any amendments to them constitute an amendment to the plan; • Articles of incorporation or bylaws contain the following references: s. 112.313, s. 112.3135, and s. 112.3143, F.S.; and • Amending bylaws or articles of incorporation must follow the procedures outlined in OEL File # 206.10.
Copies of the bylaws, articles of incorporation, and organizational chart must be included as an attachment. If the coalition does not completely adhere to statutory requirements or program instruction check “No.”
0.3.1 If the coalition has a process in place to address board and personnel complaints, check Board and “Yes.” If the coalition does not have a process in place to address board and personnel Personnel issues, check “No” and describe how the coalition will develop a process. Complaints
Part 3. Coalition Governance
Section 0.1 Board Operation
0.1.1. Does the Board membership (included in Attachment 3.1.1) adhere to statute and policy requirements? (s. 411.01(5)(a)4-7., F.S.)(OEL File # 206.01, OEL File # 206.02 , OEL file # 206.03, OEL file # 206.04)
Yes
No, and the following describes how the coalition will completely conform to the requirement:
0.2.1. Is the coalition organized as a corporation? (s. 411.01(5)(d)4.i, F.S.) (OEL File # 206.10)
Yes, and copies of the bylaws, articles of incorporation, and organizational chart are included in Attachment 0.2.1A-C.
No
0.3.1. Does the coalition have a process in place to address board and personnel complaints? Yes
No, and the following describes how the coalition will develop a process:
Section 1 Program Administration 1.1.1 Section 411.01(5)(d)4.g., F.S., requires coalitions to provide systems support services. Support Systems support services include an early learning resource and referral service according Services to the Standard Levels of Service, an eligibility determination service, a service to train providers, a parent support and involvement service, and a Warm-Line to provide advice to child care personnel concerning strategies, curriculum, and environmental adaptations that allow a child to derive maximum benefit from the child care experience (s. 402.3018(2), F.S.)
Criteria: If the coalition maintains overall control of systems support services, even when they are provided by other entity(ies), and ensures at a minimum that the coalition and other entity(ies) meet the following standards:
• The coalition has written policies that clearly delineate the responsibilities of the contract manager or its designee to enforce the contract terms and conditions in compliance with procurement procedures in s. 287.057(15), F.S.; • The coalition has written operating procedures specifying the contract management system, including, but not limited to the review and approval of the contract documents, amendments and invoices s. 287.057(19), F.S.; • All coalition contracts’ and sub-contracts’ provisions comply with s. 287.058, F.S. and the coalition’s Grant Terms and Conditions; • The contract manager’s file is maintained for a period of five years following contract closeout or resolution of pending action (e.g., legal, audit, etc.), whichever is later under the Grant Terms and Conditions; • For every approved contract, an authorized signatory has signed the required documents as required by the Grant Terms and Conditions; • The contract file contains all documentation and information regarding the contract; • The contract manager, or its designee has the authority to procure for commodities and services in compliance with s. 287.057(15), F.S.; • The contract manager maintains thorough documentation of the coalition’s procurement process and policies as required in ch. 287, F.S. and OMB circular A- 122; and
• Procurement files contain all procurement documentation required by s. 287.057, F.S. Check “Yes”. If the coalition does not completely adhere to statutory requirements check “No.”
Complete the table in the plan template to indicate whether the coalition, or another entity(ies) through contractual agreement with the coalition, provides system support services.
1.1 Support Services
1.1.1 Does the coalition directly provide for or does the coalition contract for the following services: systems support services, such as, an early learning resource and referral, eligibility determinations, training of providers, Inclusion Warm Line and parent support and involvement?(s. 411.01(5)(d)4.g., F.S.) (s. 402.3018(2), F.S.) Yes, the coalition maintains overall control of systems support services provided by the coalition or other entity(ies).
No, and the following describes how the coalition will completely conform to the requirement:The ELC contracts with Episocopal Children’s Services for all programmatic services.
Service Provided by Coalition Provided by other Entity(ies), (NAME)s Resource and Referral Episcopal Children’s Services, Inc. Eligibility Determination Episcopal Children’s Services, Inc. Provider Training Episcopal Children’s Services, Inc. Parent Support and Involvement Episcopal Children’s Services, Inc. Inclusion Warm Line Episcopal Children’s Services, Inc. Reimbursement Episcopal Children’s Services, Inc. Other (List all) - Provider T/TA Episcopal Children’s Services, Inc.
1.2 Single Point of Entry and Unified Wait List – In order to answer “Yes” to any of the below elements the coalition at a minimum must ensure:
• It has acquired (either directly as coalition staff or indirectly through contract) the services of an information technology (IT) security officer or system administrator (s. 119.07, F.S.); • Appropriate measures are in place to ensure the validity, accuracy, and completeness of all school readiness data, especially those in EFS; and • Electronic and hard copy information is protected against destruction or modification, and unauthorized disclosure or use.
1.2.1 Coalitions are required to use the statewide single point of entry and unified wait list system Unified established by AWI (s. 411.01(5)(c)1.e.,F.S.). Rules established by the OEL require Wait List coalitions to utilize a waiting list as a management tool for filling available early learning slots.
The Single Point of Entry system allows parents to apply for school readiness programs at various locations in person, via telephone, or through an internet website. (s. 411.01(5)(c)1.e., F.S.)
The Unified Wait List is a system used to track eligible children waiting for enrollment in school readiness programs. (s. 411.01(5) (c)1.e., F.S.)
By checking “Yes,” the coalition attests to appropriately using the statewide single point of entry and unified wait list system established by AWI. If a coalition does not appropriately use the statewide single point of entry and unified wait list system established by AWI, check “No” and describe how the coalition will conform to the requirement.
1.2 Single Point of Entry and Unified Waiting List
1.2.1. Does the coalition adhere to the single point of entry and unified waiting list established in statute and rule?(s. 411.01(5)(c)1.e., F.S.; s. 1002.53(4)(a), F.S.)(60BB-4.300) Yes
No, and the following describes how the coalition will completely conform to the requirement:
1.3.1 Eligibility priority requirements for participation in early learning programs are addressed Eligibility in s. 411.01(6), F.S., and that: Priority Criteria:
At a minimum, the coalition must:
• Have appropriate eligibility determination documentation in the client file pursuant to OEL File # 504.01;
o Required documentation to verify proof of age; o When applicable, a current Florida Department of Children and Families (DCF) or Work-source Child Care Application and Authorization referral; and o A current Eligibility and Enrollment application form is complete and accurate for the following sections:
Section I-Eligibility Section II-Eligibility Determination date and follow-up review information Section III-Parent/Guardian identifying information Section IV-Child (Children) Requiring Care
Billing group has been determined by specific code definitions and/or referrals Parent fee and full-time/part-time rate
Section V-Purpose for Care Section VI-Signatures-Required signatures completed. (BG1-13, foster child, or BG1-14R, relative care, may not have a parent signature due to circumstances surrounding the child’s removal from home.)
• The coalition ensures that other critical information is accurate and up-to date:
o Each child’s legal name and identification number (Social Security Number or an EFS pseudo number) have been appropriately entered and completed; o The notice of eligibility determination (or redetermination) is current; o Eligibility determination is timely (i.e., completed within 10 days for protective service/workforce children referral date and within the referral’s documented authorization of care date), or exceptions are documented; o The notice of termination (if applicable) is current and complete; o Documentation to clearly delineate the termination of services, reason, and effective date; o Case notes generated using the EFS system (or eligibility specialist’s notes) reflecting current eligibility process and/or status; o Complete parent information, including identification verified with a copy of official ID; o Verification of Employment and Family Income Form, except for families providing written referrals by DCF or Workforce Development; and o Written waiver or reduction of fees is documented and placed in the client’s file. • If applicable, the coalition has written policies and procedures to ensure that newly enrolling, non-priority children receive school readiness services only after all identified priority children have been served. • Coalitions have policies and procedures in place to assist eligible families with determining their needs and identifying community resources during the event of a disaster.
Other provisions addressing eligibility requirements for participation in early learning programs are addressed in Rules:
• 60BB-4.200 - General Eligibility Provisions. • 60BB-4.201 -Eligibility for Children at Risk of Abuse or Neglect.
• 60BB-4.202 - Eligibility for Children at Risk of Welfare Dependency. • 60BB-4.203 - Eligibility for Children in Working Families Who’s Income Does Not Exceed 150 Percent of the Federal Poverty Level. • 60BB-4.204 - Eligibility for Three-and Four-year-old Children Who May Not be Economically Disadvantaged But Who Have Been Served in a Specific Part-time or Combination of Part-time Exceptional Education Programs With Required Special Services, Aids, or Equipment, and Were Previously Reported for Funding Part Time With the Florida Education Finance Program as Exceptional Students. • 60BB-4.205 - Economically Disadvantaged Children, Children with Disabilities, and Children at Risk of Future School Failure, From Birth to Four (4) Years of Age, Who are Served at Home Through Home Visitor Programs and Intensive Parent Education Programs Such as the Florida First Start Program. • 60BB-4.206 - Eligibility for Children Who Meet Federal and State Requirements for Eligibility for the Migrant Preschool Program but Who do not Meet the Criteria of Economically Disadvantaged. • 60BB-4.207 - Eligibility for Children in the Relative Caregiver Program. • 60BB-4.209 - Re-determination of Eligibility for Financial Assistance.
By checking “Yes,” the coalition attests to adhering to eligibility priorities established in statute, rule and policy. If a coalition does not completely adhere to eligibility priorities established in statute, rule, and policy, check “No” and describe how the coalition will conform to the requirement.
1.3.1. Does the coalition adhere to eligibility priorities established in statute and rule? (s. 411.01(5)(d)4.d., F.S.; s. 411.01(6), F.S.)(60BB-4.200-207,209)
Yes
No, and the following describes how the coalition will completely conform to the requirement:
1.3.2 In order to meet early learning and care community needs and after giving priority for Eligibility service to any priority eligibility categories established by the Legislature, a coalition’s plan Priority may include a prioritization of the remaining eligibility categories included in s. 411.01(6), Categories F.S.
If the coalition has established additional eligibility priorities, check “Yes” and include the priorities as an attachment. If the coalition has not established additional eligibility priorities, check “No.”
Criteria for priorities must link to the coalition’s community needs assessment (see Part 2- Section 4.)
1.3.2. Has the coalition established additional eligibility priorities?
Yes, and the priorities are included in Attachment 1.3.2. Priority of Funding.
No
1.3.5 Section 411.01014, Florida Statutes, allows a coalition to provide School Readiness School Readiness Transportation Services to at-risk children. Transportation Services By checking “Yes,” the coalition attests that it offers School Readiness Transportation services to at-risk children and has received Agency prior approval. If the coalition does not offer School Readiness Transportation services, check “No”.
1.3.5. Does the coalition offer School Readiness Transportation services to at-risk children and has the coalition received prior approval of the Agency for this service? (s. 411.01014, F.S.)
Yes
No
Element In accordance with s. 411.01(5)(a)2., F.S., each early learning coalition must serve a 1.3.6 minimum of 2000 children through the School Readiness program. Children Served If the coalition serves at least the minimum number of children required, check “Yes”.
If the coalition does not serve the minimum required by statute, check “No”. If the coalition checks “No” the coalition attests that it has demonstrated its ability to implement the School Readiness Program efficiently and effectively and its ability to perform its duties in accordance with law.
1.3.6. Does the coalition serve at least the minimum number of children required? (s. 411.01(5)(a)2., F.S.)
Yes
No, and the following describes how the coalition demonstrates its ability to implement the School Readiness Program efficiently and effectively and that it can perform its duties in accordance with law: The ELC of Putnam and St. Johns is not currently serving 2,000 due to funding cuts affecting the 2011-2012 fiscal year and receiving less funding in 2012-2013 due to the funding allocation among ELC’s. Prior to that the ELC did serve the minimum children required or more. The ELC has demonstrated its ability to implement the School Readiness Program efficiently and effectivel y and its ability to perform its duties in accordance with law. We state this based on meeting all terms and conditions stated in the grant award including spending at least 72% of the total SR budget on slots. This is further evidenced by the results of the FOEL monitorings.
1.5.1 Coalitions are required to establish payment rates that encompass all programs funded by Payment the coalition, take into consideration the most current market rate survey, and must include Rates the projected number of children to be served. Program instructions OEL File # 400.02 Market-rate survey provides additional directions on establishing payment rates.
Attach a copy of the coalition’s payment rates that meets all the requirements addressed in statute and program instructions.
1.5 Payment Rates
1.5.1. Coalitions are required to establish payment rates that encompass all programs funded by the coalition and take into consideration the most current market rate survey. A copy of the most current payment rate is included in Attachment 1.5.1 A-B. (s. 411.01(5)(e)2, F.S.)(OEL File # 400.02)
1.6.1 45 CFR 98.42 requires that the coalition’s sliding fee scale is based on income and size of Sliding the family and may be based on other factors (60BB 4.400) as appropriate. Fee Scale Program instruction, OEL File # 400.01 Federal poverty guidelines, provides additional directions on establishing a sliding fee scale.
If the coalition uses factors in addition to income and the size of family to determine the cost of care check “Yes,” and describe any additional factors used. If the coalition does not use additional factors to determine the cost of care, check “No.” Attach a copy of the Coalition’s sliding fee scale.
1.6 Sliding Fee Scale
1.6.1. A sliding fee scale, which is used to determine each family's contribution to the cost of early learning, must vary based on income and the size of the family. A copy of this sliding fee scale for early learning services is provided as Attachment 1.6.1. (s. 411.01(5)(d)4.a, F.S.)(45 CFR 98.42)
Does the coalition use factors in addition to income and the size of the family to determine the Sliding Fee Scale?
Yes, and the following describe any additional factors that will be used:Sibling Discount- 50% less than full fee per child after the 1st child. The full fee is applied to the youngest child.
No
1.7.1 Section 411.01(5)(c)1.b.,F.S., requires that school readiness programs must provide Extended- extended-day and extended-year services to the maximum extent possible to meet the needs Day of parents who work. and Extended- Criteria: Year Services At a minimum, the coalition must: to Support Self- • Describe how it will provide, coordinate, and increase the availability of sufficiency extended day and extended year services; and • Provide a measurable Objective(s) that directly correlates to extended-day and extended-year services, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
1.7 Extended Day and Extended Year Services to Support Self-Sufficiency
1.7.1. Describe the coalition process for providing, coordinating, and increasing the availability of extended day and extended year services. (s. 411.01(5)(c)1.b., F.S.)
The Early Learning Coalition provides and coordinates extended-day and extended-year services to families by providing appropriate information to parents and enabling them to make informed choices about services for their children. The Child Care Resource and Referral provider database includes hours and days of operations, allowing referrals that are responsive to parents’ specific needs for extended care. The Coalition works to increase extended-day and extended-year services by informing providers of demand for such services. Additionally trainings and technical assistance are provided to child care programs offering extended-day and extended-year programs to assist them in providing quality programs.
The ELC also collaborates with the school districts and private providers to offer VPK and school readiness extended-day services. Likewise, the ELC works with the school districts to offer school readiness and VPK in various combinations with Head Start and ESE classes to offer extended-day care to children enrolled in those programs. Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 1.7.1. Families require 1. Insure parents are 1. Maintain updated 1. 100% of parents Extended extended day and informed of providers CCR&R provider contacting CCR&R Day and extended year services. offering extended day database showing receive a minimum of 5 Extended While the ELC has been and extended year hours and days of referrals for extended Year successful in recruiting services. operations. day and extended year Services providers to serve these services, unless fewer needs, more capacity in than 5 providers are high quality programs is available to meet the an on-going need. parents’ needs as evidenced by the 2. Increase the availability 2. Inform providers of results of the CCRR of extended day and the demand for Parent Survey. extended year services extended day and offered by high quality extended year services 2. At least 300 SR programs. at quarterly provider children will receive meetings, through extended day – newsletters and other extended year services communications. as evidenced by the the EFS Expenditure Report by Care Level.
1.9.2 Coalitions are required to evaluate the effectiveness of the school readiness programs. (s. School 411.01(5)(g), F.S.): Readiness Program Criteria: and Service Evaluation • The board and executive director have input into the development of essential programmatic elements contained in the coalition’s early learning plan, including child assessment activities, curriculum issues for providers, sub-contractor recipients and monitoring processes, family support services, service priorities, professional development for providers, and quality initiatives. • The board reviews progress toward its outcome at least annually, and, if necessary, amends its priorities and coalition plan to reflect changes in community assessment needs, child/family needs, or board direction. • The board annually assesses the progress the coalition has made toward achieving the objectives, initiatives, and outcomes. • Instructional staff who have completed the training course as required in s. 402.305(2)(d)1., as well as staff who have additional training or credentials as required by the Agency for Workforce Innovation. The plan must provide a method for assuring the qualifications of all personnel in all program settings. (s. 411.01(5)(d)4.c., F.S.) • Coalitions will conduct regular program evaluations of providers to assess performance of:
o Licensure status o Healthy and safe environments o Developmental screening practices o Assessment practices o Teacher-child ratio
• All coalition staff who monitor school readiness providers receive consistent training in:
o Developmentally appropriate curriculum and practice o Developmental screening o Assessment
At a minimum the coalition must: • Describe how it evaluates the programs and services it provides. • Provide a measurable Objective(s) that directly correlates to evaluating the effectiveness of school readiness programs, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
1.9.2. Describe how the coalition evaluates the effectiveness of school readiness programs and services. (s. 411.01(5)(g), F.S.)
The Coalition uses multiple measures to evaluate the effectiveness of school readiness programs and services. The Coalition receives monthly “Snapshot” reports from its contractor, which summarizes in a format developed by the Coalition, key data on a number of program aspects, including:
• Number of children served • CCR&R referrals • Wait list data • Technical assistance sessions delivered - number and program area • Number of training events conducted - the number of participants and type of training (i.e., curriculum, behavior management, parent trainings, etc.) • Program assessments performed on providers – number ,type (i.e., ECERS,FCCERS,CLASS, checklist, etc.) and assessment scores • Child screenings and assessments performed – number and type (i.e. ASQ-3 and ASQ-SE) • Any provider contract monitorings taking place during the period
The Coalition’s contractor performs regular monitoring visits to providers throughout the two counties in addition to the technical assistance, program assessment and child screening/assessment visits that support the data summarized in the Snapshot reports. During the course of these monitoring visits, contractor staff review healthy and safe environments, use of developmentally appropriate curriculum, assessment practices, and teacher- child ratios. Contractor staff who perform these monitoring visits receive consistent training in relevant topics, including developmentally appropriate curriculum and practice; developmental screening; and assessment. When areas of needed improvement are noted, the contractor offers to provide training and technical assistance to the provider addressing the deficiencies noted. The Coalition receives annually the results of the FLKRS (Florida Kindergarten Readiness Screener) test of students entering kindergarten for its counties. This is indicative of the effectiveness of the ELC’s VPK programs. The Coalition collaborates with the University of North Florida’s Psychology Department to provide assessment of early literacy and numeracy skills with children who participate in the School Readiness program. A pre-assessment in the fall and post-assessment in the spring is performed with approximately 200 children three and four years of age across 2 ELC’s and the ECS Head Start program using Test of Preschool Early Literacy (TOPEL) and DECA assessment tools. Approximately 30 to 40 of these children come from the ELC of Putnam and St. Johns Service area. Results of the assessments are reported by the University to the Coalition, which discusses the results at a regularly scheduled meeting.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 1.9.2. Each active school 1. Insure all school 1. The Coalition’s 1. 100% of providers will be Evaluation readiness provider readiness contractor will provide at monitored for contract Plan receives technical providers meet least two (2) technical compliance annually using assistance from the basic technical assistance visits to each the ELC monitoring tool as Coalition’s contractor. requirements of active school readiness evidenced by the the school provider annually. Assessment and Monitoring Pre- and post-TOPEL readiness Schedule and snapshot assessments of children program. 2. a. The Coalition will reports. are reported by the 2. Insure that the receive monthly University of North ELC plan Snapshot reports 2. a. The Coalition will Florida. objectives are demonstrating consistent create and maintain a being tracked and progress by the School Readiness plan that The Coalition annually progress towards contractor in meeting is relevant and uses its reviews and updates, as the plan is being plan objectives outlined resources to improve the necessary, this Plan, made. in the Coalition quality of care as measured focusing on key 3. Plan objectives developed Snapshot by board minutes, plan programmatic elements. are up to date and report. updates and the snapshot The Coalition receives relevant reports. throughout the year 2.b. Pre- and post- 2.b. The ELC will evaluate monthly progress reports assessments are the recommendations on the work performed to completed on a arising from the Pre and achieve the goals statistically significant Post Assessments outlined in the Plan. number of children and completed in conjunction results. with the UNF and Recommendations for implement those improvements to the ELC suggestions that the ELC are made by UNF which feels are both possible and may include beneficial as evidenced by geographical or subject the Outcome Presentation areas where additional and the training calendar. focus will be beneficial.
Element Coalitions are required to implement a comprehensive program of school readiness services 1.9.3 – that enhance the cognitive, social, and physical development of children. (s. 411.01(5)(c)2., School F.S. Readiness Provider Criteria: Agreements/ Certificates/ At a minimum a coalition’s provider agreement should contain language for the following Contracts statutorily required program elements:
• Developmentally appropriate curriculum designed to enhance the age-appropriate progress of children in attaining the performance standards adopted by the Agency for Workforce Innovation under subparagraph (4)(d)8. • A character development program to develop basic values. • An age-appropriate screening of each child's development. • An age-appropriate assessment administered to children when they enter a program and an age appropriate assessment administered to children when they leave the program. • An appropriate staff-to-children ratio, pursuant to s. 402.305(4) or 402.302(7) or (8), as applicable, and as verified pursuant to s. 402.311. • A healthy and safe environment pursuant to s. 401.305(5), (6), and (7) as applicable, and as verified pursuant to s. 402.311. • Evidence that the program meets all state licensing guidelines, where applicable.
If the coalition has established a School Readiness Provider Agreement, check “Yes” and include the agreement(s) as an attachment. If the coalition has not established a School Readiness Provider Agreement, check “No.”
1.9.3. Coalitions are required to implement a comprehensive program of school readiness services that enhance the cognitive, social, and physical development of children. (s. 411.01(5)(c)2., F.S.)
Does the coalition maintain a provider agreement which requires providers to implement s. 411.01(5)(c)2, F.S.?
Yes, and a copy of the provider agreement is attached.
No, and the following describes how the coalition will establish and maintain a provider agreement which requires providers to implement all of the elements of s. 411.01(5)(c)2, F.S. Element The School Readiness program shall provide parental choice to the maximum extent 1.9.4. possible. (s. 411.01(7)(a),F.S)(45 CFR 98.30). Monitoring Tools If a coalition’s School Readiness Agreement monitoring tool could exclude a group of providers or limit parental choice, check “Yes” and include as an attachment.
• A copy of the coalition’s monitoring tool. • The reason behind the language that could include reports, findings, and board actions. • The methodology the coalition uses to exclude a provider other than failure to meet the requirements of s. 411.01, F.S. • The number, types, and locations of providers that have been excluded due to the language.
If a coalition’s provider agreement does not contain language that would exclude a group of providers or limit parental choice, check “No” and include as an attachment a copy of the procedures and policies that ensures compliance with section 411.01, Florida Statutes.
Element 1.9.4. Monitoring Tools
Does the coalition’s provider agreement contain language that would exclude a group of providers (other than those which do not meet the requirements of s.411.01, F.S.) or limit parental choice? (411.01(7)(a), F.S.)
Yes, and a copy of the provider agreement monitoring tool; a description of the reasons that such language is included in the provider agreement; a description of the method by which the coalition determines that a provider should be excluded; and list of the number, types, and locations of providers which have been excluded as a result of the language are included in Attachment
No, and the coalition has attached as Attachment 1.9.4. the procedures and policies by which the coalition guarantees that providers comply with section 411.01, Florida Statutes. 1.10.1 If the coalition has grievance policies or procedures addressing parents, providers, and Grievance coalition staff, has human resource policies that cite relevant law which guide personnel Policies decisions (e.g., hiring, firing, employee evaluation and compensation), ensures that a trained eligibility specialist conducts a consultation with each eligible family, which includes the review of complaint and grievance procedures, and the coalition notifies parents of the change in status of any services and of their rights to appeal check “Yes.” And include an attachment of those policies and procedures.
If the coalition does not have grievance policies or procedures addressing parents, providers, or coalition staff check, “No” and describe how the coalition will develop these policies and procedures in order to conform to this requirement.
1.10 Grievance Policies
1.10.1. Does the coalition have grievance policies or procedures to address parent, provider, and coalition staff issues?
Yes, and attached is a sample of the grievance policies or procedures included as Attachment1.10.1.
No, and the following describes how the collations will develop a procedure(s):
Section 2 Community Coordination 2.1.1 45CFR 98.20 (a)(1)(ii) If the coalition coordinates with other community agencies to School address the need for school-age care, check “Yes” and describe the coalition’s partner Age Care agencies and the services provided. If the coalition does not completely coordinate with other community agencies to address the need for school-age care, check “No” and describe how it will conform to this requirement.
Section 2. Community Coordination
2.1 School-age Care
2.1.1. Does the coalition coordinate with other community agencies to address the need for school-age care? (45 CFR 98.20(a)(1))
Yes, and the following describes the coalition’s partner agencies and the services provided: The ELC serves school age children as part of its school readiness program. Parents seeking to gain economic self-sufficiency often require are for young school age children as much as they need such services for pre-school age children. The coalition’s service provider provides technical assistance and free and low cost trainings to providers on services for school age children. The CCR&R function also provides information on services for school age children, including information on summer camps and other services. The Coalition works closely with the school districts in each of its counties, and school age children receive certain after-school services through the schools. Some of these schools partner with the YMCA and other community agencies to serve school age children. The ELC contracts with the School District and YMCA extended day programs to provide after school and extended day and extended year care.
No, and the following describes why: 2.3.1 Section 1002.67(3)(d), F.S., s. 411.01(2)(c), F.S. requires that coalitions, AWI, and the Coordination Department of Education coordinate with the Child Care Services Program Office of the with the Department of Children and Family Services (DCF) to minimize interagency duplication of Department activities for monitoring providers for compliance with requirements of all early learning of Children programs, including how CCR&R coordinates with DCF according to the CCR&R and Families Requirements.
If the coalition coordinates with DCF, check “Yes” and explain your coordination efforts. If the coalition does not coordinate with these entities, check “No” and describe how the coalition will conform to this requirement.
2.3 Coordination with the Department of Children and Families
2.3.1. Does the coalition coordinate monitoring activities with the Department of Children and Families to minimize duplication, including adherence to the CCR&R Requirements? (s. 1002.67(3)(d), F.S.)(s. 411.01(2)(c), F.S.)
Yes, and the following describes coordination efforts: The Coalition works in conjunction with the Department of Children and Families (DCF) to minimize interagency duplication of monitoring activities and to educate potential providers in the community about compliance requirements. The Primary Service Provider reviews DCF licensing reports for compliance. Also, if the Primary Service Provider or Coalition staff note a licensing violation during a visit to a provider’s site, that violation is reported to DCF within 24 hours or immediately in emergency situations such as abandonment, and child endangerment. Representatives from two different program sections of DCF are members of the Coalition, helping other members to understand the impact of child welfare and licensing issues on early learning the work of the ELC.
No, and the following describes how the coalition will completely conform to the requirement:
2.4.1 Section 411.01(5)(c)1.c., F.S., requires coordinated staff development and teaching Co- opportunities for early learning providers. ordinated Staff Section 1002.65(2), F.S., states that to improve educational outcomes, the Legislature Develop- intends that all voluntary prekindergarten instructors will continue to improve their skills ment and and preparation through education and training so that the aspirational goals will be Training achieved according to statute.
Criteria:
At a minimum for chart A, the coalition must:
• Describe how it will ensure the provision of coordinated staff development and training of coalition or service provider staff, including helping school readiness and VPK providers meet educational goals; and • Provide a measurable Objective(s) that directly correlates to ensuring the provision of coordinated staff development and training along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
For chart B please submit information as it correlates to the coalition’s staff development and training plan.
2.4 Coordinated Staff Development and Training
2.4.1. Describe how the coalition ensures the provision of coordinated staff development and training (s. 411.01(5)(c)1.c., F.S.), including helping VPK providers meet educational goals. (s.1002.65, F.S.) The Coalition’s Professional Development Plan offers special trainings/workshops to increase the quality of childcare in both Putnam and St. Johns Counties. In addition to workshops to increase quality, providers are offered scholarships towards CDA credentials, higher education courses and accreditation.
The Coalition’s Primary Service Provider offers trainings monthly through Episcopal Children’s Services (ECS) Regional Training Institute for Early Childhood Education. A regional training calendar, which includes trainings offered by ECS, ELC of Duval County, ELC of Putnam and St. Johns Counties, Jacksonville Children’s Commission and First Coast Technical Institute is published on the ECS website on a quarterly basis. Topics for trainings are based on provider, family, Coalition and community needs. Training sessions are centered on the eight areas required for a Child Development Associate Credential (CDA).
The Putnam County School District requires each parent to attend one workshop every nine weeks. These workshops are coordinated through the individual classrooms. If parents are unable to attend one of the workshops, they are allowed to arrange for alternate training through the classroom. Alternate training may require the parent to volunteer for a classroom event.
The Regional Training Institute for Early Childhood Education offers traditional classroom CDA courses at the Regional Training Center and online classes as well. Both formats lead to a National CDA Credential. In addition to receiving training in eight CDA subject areas, candidates complete a professional resource file and undergo on-site observations in which their classroom skills are rated. The Coalition provides CDA and other training scholarships for providers in its counties.
The ELC, through their Primary Service Provider, works with the DOE Regional VPK Facilitator to support the VPK low performing providers by offering space and assistance with VPK training efforts as well as technical assistance in the workplace. The Primary Services Provider trained in the School Readiness Standards will offer training on these standards to School Readiness and Voluntary Pre-kindergarten providers.
The Coalition has further collaborated with community colleges and other parties in the counties to begin to develop a career ladder for early learning classroom teachers to build their professional competencies and to build college credits to achieve degrees in the field. Some CDA programs can articulate into college credits.
Identify expected results relative to this element in the chart A below:
Required Current Situation Objective Activities Outcome Element 2.4.1. The Primary Service 1. Ensure the opportunities 1. The Primary Service 1.75% of the ELC Coordinated Provider provides a variety for school readiness and Provider will publish and sponsored classes will show Staff of training opportunities to VPK provider staff to access distribute a quarterly an increase in the Development school readiness and VPK high-quality, low-cost (or training calendar, providing participants’ knowledge and and Training providers and parents. free) training related to early at least 80 training skill as evidenced by the learning. opportunities annually. cumulative pre and post The Coalition provides course or training funding for at least 10 CDA 2. Provide annual stipends assessments log. scholarships annually. Less 2. Increase the number of for CDA trainings and may actually be funded teachers that have access to renewals, 2. At least 5 teachers based on provider demand. CDA training. academic/articulation, annually in our service area accreditation/re- will be eligible to be The Coalition has accreditation programs, and awarded their CDA collaborated with 3. Increase awareness of awards for special credential through ELC community partners and A.S./B.S. degree conferences and trainings sponsored training courses colleges to allow CDA opportunities and financial for providers requesting as evidenced by their CDA classes to articulate into at assistance available to assistance through the application log. least nine to twelve college teachers that complete the Coalition’s Professional credits that may be applied CDA program. Development Plan. 3. All CDA recipients will towards an associate’s receive a post-CDA degree. Local colleges are 3. Send a post-CDA educational letter as also working with the educational letter that evidenced by a distribution Coalition to offer includes higher educational log. Bachelor’s degrees in Early programs in Early Childhood Education and to Childhood Education or inform providers of the related fields available in availability of these the local area along with programs to assist providers information on financial aid in meeting their educational and scholarships. goals and the aspiration goals established in VPK legislation (F.S.1002.65(2)).
Identify the elements of the coalition’s coordinated staff development and training plan in chart B below:
Does the coalition’s coordinated staff development Yes No Responsible Which and training plan include: Entity Groups * Participate A link to Early Learning Guidelines DOE, FOEL SR and VPK Continuum of training and education to form a career path ELC, ECS, SR and VPK ELC of Duval, UNF, FSCJ, SJRCC, FCTI Articulation from one type of training to the next ELC, ECS, SR and VPK ELC of Duval, UNF, FSCJ, SJRCC, FCTI Quality assurance through approval of trainers DOE, ECS SR and VPK Quality assurance through approval of training content DOE, ECS, SR and VPK FSCJ, FCTI, SJRCC, UNF A system to track practitioners’ training ECS, FSCJ, SR and VPK FCTI, SJRCC, UNF Assessment or evaluation of training effectiveness ECS, FSCJ, SR and VPK FCTI, SJRCC, UNF Administrators’ Credential DOE, DCF SR and VPK Specialized strategies to reach informal providers DCF, ELC SR Other (explain): * Please designate whether the entity is performing services for VPK and /or School Readiness. DCF – Department of Children and Families FSCJ – Florida State College at Jacksonville DOE – Department of Education FCTI – First Coast Technical Institute ECS – Episcopal Children’s Services SJRCC – St. Johns River Community College ELC – Early Learning Coalition of Putnam and St. Johns Counties UNF – University of North Florida
2.5 Collaboration and Coordination of Services with Other Entities. 2.5.1 Section 411.01 (2)(c), F.S., requires that early learning programs build on existing services Co- and work in cooperation with other programs. The coalition demonstrates collaboration with ordination local licensing agencies, community organizations and entities to support unique with Local populations, children at-risk, with children disabilities and special health care needs. Entities Coalitions may answer both “Yes” and “No” as a response to this question.
If the coalition coordinates with any or all the entities listed in the Plan Template, check “Yes” and list each entity and describe the coalition’s process for soliciting input along with the activities that result. If the coalition does not coordinate with any of the entities listed in this section, check “No,” and describe what agencies are not consulted with and why.
2.5 Collaboration and Coordination of Services with Other Entities
2.5.1. Does the coalition consult with representatives of local governments, health agencies and organizations, employment agencies and organizations, public education, child welfare agencies and organizations, Head Start, programs that promote inclusion of children with special needs, and other local private entities providing early childhood development services in developing and implementing programs?
Yes, and the following describes with which agencies the coalitions consults and the collaboration and coordination that results: The Coalition collaborates both formally and informally with other entities to meet the needs of families in our counties.
The Coalition works closely with each of the school districts in its service area. Services include school readiness in Putnam County and VPK in both counties, as well as other outreach and social service linkage efforts. District staff provide active leadership and helps other Coalition members understand their areas of common interest and issues in serving young children and their families. The Coalition’s primary service contactor serves on the St. Johns County Head Start Policy Council with whom they have a signed Memorandum of Understanding concerning utilizing the Single Point of Entry System. Serving on the Policy Council has allowed Head Start and the Coalition to identify ways that each agency can address clients’ needs such as being able to inform working Head Start parents of the availability of School Readiness services once their child leaves Head Start. The ELC works closely with the Head Start grantee, including them as any other provider in our CCRR Services and otherwise offering support and gaining from the understanding of program issues they offer to other Coalition members. Head Start is fully integrated into our single point of entry system. The Coalition works closely with the regional Workforce Board that serves our counties to ensure close coordination of services to their client families. The Primary Service Provider leases office space from WorkSource in Putnam County, providing close integration of service capabilities. A WorkSource executive is an active member of the Coalition, giving other members the benefit of their close knowledge of workforce issues and their impact on the work of Putnam and St. Johns Counties. The Coalition coordinates work with the local county and state health departments, including the Early Steps program serving very young children with special needs. The Coalition’s Primary Service Provider partners with the St. Johns Integrated Services Team and the Putnam County Shared Services Team. The purpose of these groups is to ensure collaboration when serving the same client base and to make all members aware of all services in the area that are available to clients. Both the Coalition and its Primary Service Provider are members of Transition Advisory Council for Kids (TRACK). The group meets monthly to network the represented agencies on what is happening within our community, and what is happening within each agency all for the betterment of the children served. Attending this meeting are representatives from; FDLRS, Early Steps, TATS, Healthy Families/ Public Health Department, RCMA/Head Start, the public school system ECE staff, and Children’s Medical Services. The group plans an annual conference for child care providers. The ELC’s Primary Service Provider participates in TATS, a statewide project which supports programs serving prekindergarten children with disabilities by providing technical assistance and training. This support promotes high quality programs leading to positive outcomes for children and their families. The Coalition partners with the Board of County Commissioners Boards of Town and City Commissioners and United Way to support funding of the Working Poor School Readiness program by raising the matching funds required. The Coalition attends the meetings of the St. Johns Health and Human Services Advisory Board on a monthly basis to stay current on services provided in St. Johns County and partner with other agencies serving the same client base. The Coalition coordinates with FDLRS and Early Steps to offer families referrals if needed. The Coalition Executive Director and staff actively participate in interagency meetings with other entities that impact early learning, as well as maintaining Kiwanis. Kiwanis is a service organization that focuses on early education and other child issues. The Putnam County Kiwanis partners with The Coalition on their annual Kid Rally and Reading Roundup. The Coalition works in collaboration with Families First in Putnam County to provide training and community awareness to families. Business Partners in Education: The Coalition works in collaboration with Business Partners in Education. Business Partners in Education, originally formed to identify critical community issues, has recruited the Coalition to work in collaboration as a partner to implement strategies to improve early learning and enhance the availability of quality and affordable child care. Chamber of Commerce - Each of the county's Chambers work in partnership with the Coalition to solicit Board Member prospects. The Coalition advertises in each Chamber’s Directory as funding permits. The Coalition works in conjunction with the Department of Children and Families (DCF) to minimize interagency duplication of monitoring activities and to educate potential providers in the community about compliance requirements. Under a Memorandum of Agreement (MOA) with DCF, the Primary Service Provider receives notification of deficiencies noted in DCF licensing reports and also shares monitoring reports for compliance. Also, if the Primary Service Provider or Coalition staff note a licensing violation during a visit to a provider’s site, that violation is reported to DCF within 24 hours or immediately in emergency situations such as abandonment, and child endangerment. Representatives from two different program sections of DCF are members of the Coalition, helping other members to understand the impact of child welfare and licensing issues on early learning the work of the ELC. The Coalition actively participates in interagency meetings with other entities that impact early learning. A Coalition member who also serves on a local ARC board is working with the Coalition’s Executive Director to build a collaboration between the two to expand services to special-needs children. Our primary service provider participates on the United Way “Real Sense” steering committee and shares information on the Earned Income Tax Credit and other financial information with the families we serve.
No, and these are the agencies that are not consulted with and why:
2.5.2 Coalitions are encouraged to foster private partnerships which promote private-sector Co- involvement in meeting early learning and care needs. (45CFR98.16(d)) ordination of Services Criteria: Public- Private At a minimum, the coalition must: Partner- ships • Describe activities to encourage public-private partnerships that promote private-sector involvement in meeting early learning needs; and • Provide a measurable Objective(s) that directly correlates to activities that encourage public-private partnerships which promote private-sector involvement in meeting early learning needs, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
2.5.2. Describe coalition activities to encourage private partnerships that promote private-sector involvement in meeting early care and education needs. (45 CFR 98.16(d)) The Coalition uses a variety of strategies to encourage private-sector involvement in meeting early care and education needs. Among these, Coalition has joined the Chamber of Commerce in both of its counties, and the ELC staff attends events on a regular basis. In doing so, we are able to create and/or take advantage of opportunities to engage the private sector. The Coalition uses its Chamber involvement to educate local business leaders about our work, and in doing so, will expand the number of private sector persons who will be ready to serve as members in that critical category. The Coalition will continue using this type of outreach to the private sector with the aim of building relationships that will foster collaborations to benefit the families and children of our communities.
Identify expected results relative to the promotion of private-sector involvement in meeting early learning needs in the chart below:
Required Current Situation Objective Activities Outcome Element 2.5.2. The Coalition actively Develop private sector 1. Continued 1. Public/private sector Coordination engages the private relationships that will participation in partnerships will be of Services – sector through engage business leaders Chambers of maintained as evidenced Public- membership in local in the work of the Commerce, and by the ELC Board which private Chambers of Commerce Coalition. Kiwanas to build will include private sector partnerships and other outreach relationships and members as mandated efforts. collaborations by state law and between the evidenced by the board private sector that roster. promote early learning. 2. The Coaliition will 2. Engage one or collaborate on at least more community one early learning event groups to with a community group collaborate on annually as evidenced by engaging parents the ELC documentation and children in of the event. early learning
2.5.3 Coalition efforts and activities to meet match requirements: Match Require- Criteria: ments • The coalition requires contracted service providers receiving contributions from governmental entities or special purpose units to document matches.
• The coalition has developed and implemented strategies to maximize revenue or services from private, state and federal grants, or other alternative funding sources.
At a minimum, the coalition must:
• Describe activities to encourage the receipt of State match requirements; and • Provide a measurable Objective(s) that directly correlates to activities that encourage public-private partnerships that promote private-sector involvement in meeting early learning needs, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
2.5.3. Describe coalition efforts and activities to meet Match requirements? The Coalition solicits match contributions from each of its counties’ commissioners, as well as the municipal commissions of each city and the incorporated towns in its service area. The coalition works together with its contractor to bring match requests to the local governments on a timely basis to be included in the budget cycle maintained by each entity. A representative of the Coalition and/or its contractor appears before most of the entity’s commissions at public meetings to address the match request and to present the benefits to the community of participating in the school readiness program. The Coalition solicits funds from each of the United Ways working in our service area and historically has received funding from the United Way of St. Johns County. The Coalition files on a timely basis a request for match waiver in Putnam County which qualifies for a rural match waiver after soliciting local governments and nongovernmental funds.
Identify expected results relative to securing match in the chart below:
Required Current Situation Objective Activities Outcome Element 2.5.3. The Coalition and its Ensure that the required Continue to apply to local Funders will provide Coordination contractor solicit match 6% match is obtained to governments and united 100% of the 6% match of Services – funds from local fully utilize available Way for support of 6% required in counties not match government federal funds match funds considered rural counties as evidenced by grant agreements, solicitation letters and replys and rural match waiver requests.
Section 3 Processes with Parents 3.1.1 Section 411.01(5)(c)2.g., F.S., requires coalitions to provide a resource and referral Consumer network that must comply with the Standard Levels of Service to assist parents in making an Education informed choice.
45 CFR Part 98 Sec. 98.33 Consumer education
If the coalition adheres to statutory requirements and the Standard Levels of Service, check “Yes.” If the coalition does not completely adhere to statutory requirements and the Standard Levels of Service, check “No” and describe how the coalition will conform to these requirements.
Section 3. Processes with Parents
3.1 Consumer Education
3.1.1. Does the coalition ensure that early learning resource and referral services identified in the Standard Levels of Service provide consumer education to promote informed early education and care choices by parents, as identified in the Standard Levels of Service? (s. 411.01(5)(c)2.g., F.S.)(45 CFR 98.33)
Yes
No, and the following describes how the coalition will completely conform to the requirement:
3.2 Choice of Settings 3.2.1 Section 411.01(5)(d)4.b., F.S., requires that parents are offered a choice of settings in Parent legally operating programs that must comply with the Standard Levels of Service. Section Choice 411.01(7)(a), F.S., requires parental choice through a certificate.
45 CFR 98.1 (2) Goals and purposes and 45 CFR 98.30 Parental choice pertain to federal requirements addressing choice.
Criteria:
Check “Yes” if the coalition adheres to statutory requirements including:
• The coalition and its contractors have a process which ensures that parents are allowed a choice of child care providers and informed about a variety of provider settings and locations available in licensed, non-licensed, registered, religious- exempt or school-based programs.
If the coalition does not completely adhere to the statutory requirements, check “No” and describe how the coalition will conform to these requirements.
3.2 Choice of Settings
3.2.1. Does the coalition ensure that parents are offered a choice of settings in legally operating programs; licensed, registered, religious-exempt, school-based, and informal programs, including access through certificate options, as identified in the Standard Levels of Service? (s. 411.01(5)(d)4.b, F.S.; s. 411.01(7)(a), F.S.)(45 CFR 98.1 & 98.30)
Yes
No, and the following describes how the coalition will completely conform to the requirement:
3.3.1 45 CFR Part 98.31 states that unlimited access by the custodial parent or guardian to School children while in the care of a provider, whether receiving or not receiving financial Readiness assistance through the Child Care and Development Fund, is an enforceable requirement of Parent s. 402.305, 402.313, 402.3131, F.S.; 65C-20 and 65C-22 Florida Administrative Code. Access Coalitions must establish procedures that allow for unlimited parental access.
If the coalition adheres to this requirement check “Yes.” If the coalition does not completely adhere to this requirement, check “No” and describe how the coalition will conform to this requirement.
3.3 Parent Access
3.3.1. Does the coalition have an established policy that ensures parents have unlimited access to their children whenever children are in the care of School Readiness providers? (CFR 45 Part 98.31)
Yes
No, and the following describes how the coalition will completely conform to the requirement:
3.4 Parent Involvement and Skill Building 3.4.1 Section 411.01(4)(o), F.S., requires that AWI work with coalitions to increase parents' Parent training for and involvement in their children's preschool education. Section Training 411.01(5)(d)4.g., F.S., requires that systems support services, including parent support and and involvement services be provided by coalitions. Involve- ment Criteria:
At a minimum, the coalition must: • Include a plan for educating parents on using the Florida Birth to Three Learning and Developmental Standards and the Florida School Readiness Standards for Three and Five Year-Old Children, along with Florida Department of Education VPK Education Standards for four year-old children; • Describe how the coalition ensures the provision of parent involvement and skill building and the opportunity to receive training on learning standards for children birth to age 5; and • Provide a measurable Objective(s) that directly correlates to parent involvement and skill building, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
3.4 Parent Involvement and Skill-building
3.4.1. Describe how the coalition ensures the provision of parent involvement and skill-building/education opportunities. (s. 411.01(4)(o), F.S.) The Primary Services Provider employs Family Service Specialists who perform CCR&R, initial interviews and eligibility verification with parents accessing Coalition services. The staff strives to engage parents in their child’s education, making sure that parents understand the vital role they play. They are educated on various childcare options, quality indicators and checklists used in selecting a childcare provider.
There are also a resource libraries in Putnam and St. Johns Counties and one centrally located in Duval County to provide parents with the opportunity to encourage a love for books and reading in their children. The library is stocked with parent- skill building information, child appropriate toys, books, activities, educational material and parent-child story telling time in English and Spanish. These activities support the Coalition’s effort to involve parents as their child’s first teacher. Through the Coalition’s Primary Service Provider, parents are given assistance in understanding what school readiness is and what it means regarding the education of their child.
St. Johns County libraries offer weekly reading programs for infants and new mothers as well as programs tailored for toddlers, preschoolers and families. The infant/mother class is to demonstrate how to read to your newborn. A library staff person reads a book aloud and then encourages interaction between mother and baby. St. Johns County also has a Resource Mobile that serves as a library on wheels for users. The unit is available to providers who, in turn, are able to provide parents with skill-building activities.
Parents receive information on family finances through our primary service provider’s participation in the United Way’s Real Sense Campaign. Real Sense seeks to educate families on financial matters, assists with tax returns and seeks to increase the numbers of qualifying families taking advantage of the Earned Income Tax Credit.
Additionally, when parents utilize the web-based Simplified Point of Entry to contact the ELC through its Primary Service Provider, a family service specialist will contact the parent(s) for follow-up informational interviews. Each parent is also mailed a parent packet that includes brochures describing how to choose child care, how to contact the Department of Children and Families Licensing Division, how to get help for special needs children, Florida Kid Care insurance information, earned income credit information, and information pertaining to services available in the parent’s immediate area.
Realizing that a parent is a child’s first and most important teacher and that a parent’s involvement in their child’s education is a significant factor in them entering school and becoming successful, the Coalition provides opportunities for parent involvement as follows:
The Primary Service Provider offer minimum of eight parenting classes annually on topics such as: . learning standards for children birth to age five . the importance of reading to your child . how to read to your child . parenting and discipline . sibling support . health and nutrition . non-traditional families . community resources . budgeting . stress management . family literacy
Parent packets are mailed to parents who contact CCR&R staff that may include information on: . searching for child care . types of care . school readiness . locating infant/toddler care . the importance of being involved in your child’s early education . transitioning to work . Kid Care insurance . tax benefit information
The Primary Service Provider has a section of their website, www.ecs4kids.org, which is dedicated to parent and community resources with information on resources such as United Way’s 211, local Community Resource Guides, how to contact elected officials, and several brochures relating to child care. There is also a section listing consumer resources. This section contains information on the Tax Credit, Florida KidCare, brochures discussing help with paying for child care and information on similar topics.
Recognizing that child care providers have the greatest opportunities to reach the parents of children served, the Coalition leverages parental outreach through those providers. The Primary Service Provider provides free or low-cost training to providers on topics including parent involvement and topics shown above for the parenting classes. The Coalition actively seeks opportunities to engage parents through book giveaways. Subject to funding availability, the ELC has provided books and related activity materials for parents to use with their children at home to promote literacy as a family activity. The Coalition also refers parents to services offered by Even Start, and Head Start, each of which includes family literacy activities. School readiness providers may also refer families needing assistance to the Family Service Specialists, who will work with the parents in either one-on-one meetings or group training events to address topics such as budgeting information, parenting and discipline information, stress management, child growth and development, and family literacy.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 3.4.1. Parent Parents are provided 1. Ensure that parents 1.a. All parents 1. 90% of parents who Involvement information highlighting have available to them accessing Coalition return the customer and Skill- the critical role they play information about their services for childcare satisfaction survey they building as their child’s first and role in their child’s referrals are given a receive with the packet of most important teacher. learning and how to packet with information information will report access services. on a variety of early having gained greater Parents contacting learning and parenting knowledge. early CCR&R receive a packet 2. Ensure that parents issues. childhood topics as of information dealing have available to them evidenced by the survey with a variety of early skill-building/education 2. School readiness results. learning issues. opportunities. parents may attend (at least 10 annually) skill- 2. Parents build The Coalition provides 3. Ensure that providers building/education parenting/family skills training to parents on a have available to them classes on parenting and knowledge as variety of topics important training opportunities topics. evidenced by post- to them and to their on parent involvement workshop surveys. children. and related topics. 3. Providers attend training opportunities on 3. Providers build skills The Coalition provides topics including parent and knowledge in parent training to providers on involvement. involvement as parent involvement and evidenced by pre- and other relevant topics. post-tests. Providers are encouraged to share this information with parents.
3.4.2 Section 411.01(4)(o), F.S., s. 411.01(13)(c)1a, F.S. requires that AWI work with coalitions Family to provide family literacy activities and programs. Literacy Oppor- Criteria: tunities At a minimum, the coalition must:
• Include a plan for administering local literacy training opportunities and programs including referrals to Even Start, HIPPY, and collaborations with Head Start. • Describe how the coalition ensures the provision of family literacy opportunities and • Provide a measurable Objective(s) that directly correlates to family literacy opportunities, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
3.4.2. Describe how the coalition provides family literacy opportunities. (s. 411.01(4)(o), F.S.) CNBB provides family literacy opportunities in a variety of ways. As described above in 3.4.1, the Coalition promotes family literacy through, among other things: • Parent activity packets • Trainings offered to parents and providers • Supporting providers through technical assistance who wish to establish parent lending libraries • Trainings offered to providers on topics including parent involvement • Referrals to Even Start, HIPPY and other organizations and programs
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 3.4.2. Family The Coalition provides Ensure that school 1. Parent information 1. At least 90% of Literacy materials to parents readiness parents are packets that include parents responding to our through informational equipped for and have information on family survey will identify one packets and newsletters. access to family literacy literacy are provided to new strategy they will use The Coalition also opportunities. all school readiness to increase the literacy provides training parents receiving skill development of opportunities to parents childcare referrals. young children as on issues related to evidenced by the survey family literacy. 2. Providers with rollup report. lending libraries will Parent lending libraries keep logs to show book 2. 20 books will be are supported at a check-out. borrowed by parents number of providers. each quarter from Providers are also 3.Training opportunities provider lending libraries offered training to assist are offered to parents on as evidenced by them to enhance parental topics including family provider logs and roll up involvement. literacy. report.
The Coalition provides 3. Four parental books and related trainings will be offered activities materials for each year as evidenced parents to use at home by the training log. The with their children. average satisfaction rate will be 85% or higher as evidenced by the post evaluation.
3.5.1 Section 411.01(5)(c)1.d., F.S., requires that there be expanded access to community services Family and resources for families to help achieve economic self-sufficiency. Support Services One goal of the CCDF is to assist states in providing early learning to parents trying to achieve independence from public assistance. (45 CFR 98.1(4))
Criteria:
At a minimum, the coalition must:
• Describe how the coalition ensures the provision of family support services to help achieve self-sufficiency; and • Provide a measurable Objective(s) that directly correlates to family support services to help achieve self-sufficiency, along with Current Situation, Activities, and Outcome(s) that assesses whether the objective was achieved.
3.5 Family Support Services
3.5.1. Describe how the coalition ensures the provision of family support services to help achieve economic self-sufficiency. (s. 411.01(5)(c)1.d., F.S.) Clients referred by WorkSource for child care subsidy are engaged in training and other employment support services to help them move towards economic self-sufficiency.
Family Service Specialists assess family needs at the time parents enroll for services and at recertification. Clients that are either unemployed or express a need for employment that better meets their family’s needs are referred to WorkSource. The Primary Service provider also is a member of the 211 network and refers clients with needs beyond child care to this free service as well as supplies families with referrals to local agencies that can help meet the family’s needs. Childcare providers also refer families known by them to need assistance to the Primary Service Provider. The Primary Services Provider assists families who find themselves in crisis. Depending upon the circumstances involved, they may receive assistance for rent/mortgage payments, utility bills, groceries and child care scholarships by coordinating with other agencies to provide this assistance. The Coalition and Primary Service Provider also collaborate with other agencies and the faith-based community for family support services which provide food baskets at Thanksgiving and adopt children and families for Christmas, based on monetary and in-kind donations. The Family Service Specialists also coordinate services and promote the availability of services for families with children who have disabilities or special health care needs. Families can also locate services through the resource guide, United Way websites and United Way 2-1-1.
Resource and Referral is a free service provided through the Coalition’s Primary Service Provider. Their parent counselors are dedicated to helping families find community resources such as housing, food, employment, counseling and other support services that would assist families to become self-sufficient. Through the Coalition, the Primary Service Provider also provides subsidized child care to families meeting the income requirements that are mandated by the federal government
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 3.5.1. Maintain support 1. The Coalition 1.a. At least 90% of Family The Coalition and its services to help provides parents responding to Support contractor assess families achieve CCR&R the survey will report Services family needs for economic self- services to all satisfaction with the services in additional to sufficiency. families; and CCR&R services subsidized child care, subsidized care provided by the and encourage child to qualifying Coalition and/or its care providers to refer families which contractor as school readiness will include evidenced by the families they believe to information on survey roll-up report. be in need of the child tax assistance. Family credit, 1b. At least 50% of support assistance is employment parents requesting provided through resources and additional information referrals to other other on tax credits, agencies information employment resources helpful to and other information families striving regarding economic for self self sufficiency will sufficiency. receive resources that they find relevant and 2. The Coalition useful as evidenced by offers to families the survey roll-up whose child is report. developmentally delayed or has 2. 100% of families a special need, with a child who is referrals developmentally responsive to delayed or has a their special need and signs circumstances. a parental consent form will receive an appropriate referral(s) as evidenced by the screening or inclusion log.
3.6.1 Section 411.01(5)(d)4.j, F.S., requires coalitions to have strategies to meet the needs of Unique unique populations, such as migrant workers that must comply with the Standard Levels of Population Service. Groups 45 CFR 98.44 Priority for child care services 45 CFR 98.50(a) Child care services
Criteria:
At a minimum, the coalition must: • Consider unique populations including: o Seasonal Populations o Teen parents o Children with Special Needs and Disabilities o Children in Foster Care o Homeless Children o English Speakers of Other Languages (ESOL)
• Describe how the coalition ensures that support services are provided to families from unique population groups; and • Provide a measurable Objective(s) that directly correlates to support services to families from unique populations and the community needs assessment, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
3.6 Unique Population Groups
3.6.1. Describe how the coalition ensures that support services are provided to families from unique population groups, as identified in the Standard Levels of Service. (s. 411.01(5)(d)4.j., F.S.)(45 CFR 98.44; 45 CFR 98.50(a)) The Coalition has identified the following unique population groups requiring its services: seasonal populations, teen parents, children with special needs and disabilities, children in foster care, homeless children, and English Speakers of Other Languages (ESOL). The ELC addresses each group through a variety of means.
Seasonal populations are served through the school readiness program to the extent that funding is available and this group is listed on the ELC’s priority of service. Since many seasonal workers are Spanish speaking in our service area, our primary service provider employs bilingual staff. The ELC also refers seasonal workers to the Redlands Christian Migrant Association (RCMA) if they reside in Putnam County.
The teen birth rate in Putnam County is substantially higher than the statewide rate (57 highest out of 67 counties ranked). The teen birth rate in St. Johns County is modestly below the statewide rate. Yet, due to the higher cost of living in St. Johns County, teen parents are especially vulnerable to not being able to care for their children. The Coalition coordinates services with the Teen Parent Program in both counties. To the extent funding is available, teen parents may qualify and are served in the school readiness program to enable them to work or continue their education when care is not covered under the Teen Parent Program. Additionally, Family Service Specialists help teen parents by referring them to local resources that address their specific needs.
The Coalition provides services for children with special needs and disabilities in part by helping equip parents who have children with special needs. Our initial interview and enrollment process includes information on special needs and disabilities. Family Service Specialists make appropriate referrals to providers who serve special needs children, empower parents to make informed choices that best meet their child’s needs, and also make referrals to other entities that may be able to provide services. Also, our parent training events address topics such as child growth and development and identification of special
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 3.6.1. The Coalition provides 1. Insure parents of SR 1. a. A provider 1.100% of families with Unique parents of children with children with special information packet to all children identified as having Population special needs and needs and disabilities school readiness parents a special needs will receive Groups disabilities, information to have access to with children who have referrals to intervention allow them to better deal appropriate screenings special needs or services and /or providers disabilities, to help equip serving special needs with those needs and and intervention them to deal with those children, subject to parental disabilities, as well as services, with parental issues. consent as appropriate as referrals to child care consent. 1b. Furnish those parents evidenced by the referral providers who serve with referrals to providers tracking sheets. special needs children, 2. Expand the ability of offering care to special and referrals to other providers in our needs children. 2.Providers attending a entities providing communities to serve training relevant to children services they may need. children with special 2. Coalition’s contractor with special needs and needs and disabilities. will provide training disabilities will show a gain The Coalition’s contractor opportunities to providers, in knowledge and technical assistance, based on pre/post training furnishes training and 3. Insure that children of on topics relevant to evaluations roll-up report. technical assistance to teenage parents are children with special providers, to equip them placed in care. needs and disabilities. 3.100% of teenage parents to serve better children 4. Ensure that non- in the school districts’ teen with special needs and Engilsh speaking 3. Coalition’s contractor parent program will be disabilities. clients are served in a works in coordination reported to OEL monthly as culturally sensitive. with School Districts to evidenced, by EFS and the The Coalition’s contractor 5. Serve seasonal insure that children of Teenage Parent Program employs bi-lingual staff to populations to the teenage parents are 4. Spanish speaking clients provide services to our non- extent possible either served and reported. will be able to communicate 4. Coalition’s contractor with staff and obtain English speaking clients and by directly serving will have Spanish services in their native serves seasonal populations these clients or by speaking staff available language as evidenced by to the extent possible making referrals to to assist Spanish staff resume(s). depending on funding. The RCMA speaking clients. 5. The ELC will serve contractor also makes 5. The ELC will include seasonal workers to the referrals for seasonal seasonal workers in its extent funding is available workers to RCMA. priority of services. as evidenced by the ELC’s priority of services included in the ELC plan.
Section 4 Processes with Providers 4.1.1 Health Section 411.01(2)(a) The Legislature recognizes that school readiness programs increase Screenings children's chances of achieving future educational success and becoming productive members of society. It is the intent of the Legislature that the programs be developmentally appropriate, research-based, involve parents as their child's first teacher, serve as preventive measures for children at risk of future school failure, enhance the educational readiness of eligible children, and support family education. Each school readiness program shall provide the elements necessary to prepare at-risk children for school, including health screening and referral and an appropriate educational program. The coalition ensures that proper health screenings are conducted, referred and tracked.
Criteria:
At a minimum, the coalition must:
• 45 CFR 98.41(a)(1)i As part of their health and safety provisions in this area, States and Territories shall assure that children receiving services under the CCDF are age-appropriately immunized. Those health and safety provisions shall incorporate (by reference or otherwise) the latest recommendation for childhood immunizations of the respective State or territorial public health agency.
If the coalition conducts health screenings and referrals or coordinates with other entities to accomplish these activities, check “Yes,” and 1) name the health screenings and referral method used on school readiness children and 2) what entity(ies) administers those. If the coalition does not conduct health screenings, check “No” and describe how the coalition will conform to these requirements.
Section 4. Processes with Providers
4.1 Health Screenings
4.1.1. Does the coalition conduct health screenings and referrals or coordinate with an entity(ies) to conduct health screenings and referrals on school readiness children including license exempt and faith-based providers? ( s. 411.01(2)(a), F.S)(45 CFR 98.41) Yes, and those entities include:
Entity(ies) Immunization Type(s) of Screening Administered Referral Method Requirements (For Demonstration Purposes Only) (For Demonstration Purposes Only) Putnam County Hearing, Vision and Health Referred by Family Service Department of Health Specialist at Intake St. Johns County Hearing, Vision and Health Referred by Family Service Department of Health Specialist at Intake Vision Is Priceless Vision Referred by Family Service Specialist at Intake FDLRS/NEFEC and Development, speech, hearing or Referred by Screening Specialist as Early Steps behavior a result of ASQ with Parental Permission
No, and the following describes how the coalition will completely conform to these requirements:
4.1.2 The State of Florida denotes informal providers as any unregulated but legally operating Informal child care provided by a relative or non-relative in the child’s home or at another location. Providers (45 CFR 98.41) (s.411.01(5)(c)2.f., F.S.)
Criteria:
If the coalition ensures that informal providers adhere to the statutory health and safety requirements and abuse and neglect screenings, check “Yes” and describe the requirements established by the coalition within the established health and safety categories: • The prevention and control of infectious disease (including age-appropriate immunizations)
• Building and physical premises safety
• Health and safety training
If the coalition does not completely adhere to the statutory requirements, check “No” and describe how the coalition will conform to the requirements.
4.1.2. Does the coalition require registered and informal providers to adhere to health and safety requirements in addition to the state required child abuse and neglect screenings? (45 CFR 98.41)(s.411.01(5)(c)2.f., F.S.)
Yes, and the following describes the requirements established by the coalition within the following health and safety categories:
• The prevention and control of infectious disease (including age-appropriate immunizations)
The Coalition and the State of Florida requires that all children have the required immunizations within 30 days after enrollment into a school, child care, family child care center or preschool. A Religious Exemption Form can be issued if immunizations are in conflict with the religious tenets and practices of the child’s parent or guardian. This exemption can be issued only by a county health department and only based on established religious beliefs or practices. Education staff monitor whether children have a current immunization or religious exempt form as discussed above on file with all unlicensed providers when they complete the Health and Safety Checklist by reviewing a sample of the provider’s child files.
• Building and physical premises safety
The Coalition requires that non-licensed providers have a school readiness program evaluation and assessment annually which looks at health and safety factors and provides technical assistance to those who do not fully meet the requirements. To ensure the safety of children, inspections are performed annually for all non-licensed providers and technical assistance is provided as needed. Follow-up inspections are performed on an as-needed basis. For school readiness providers who are registered or who are considered informal providers, the Coalition has developed a checklist tool and is conducting health and safety monitoring. The monitoring tool utilized will not exceed that of the local licensing agency. Policies, procedures and tool development will be based on rule development at the state level and local input. Additionally, the Coalition requires all registered and informal providers to have state required child abuse and neglect screenings for each member of the household prior to caring for school readiness children.
• Health and safety training
The Coalition and Primary Service Provider holds workshops, gives technical assistance and involves the community in promoting health and safety standards.
No, and the following describes how the coalition will completely conform to the requirement:
4.2. Providers shall conduct screening and assessment on all children in the School Readiness Screening program. (s. 411.01(5)(c)2.c., F.S.) and Assessment A developmental screening is defined as a brief, relatively inexpensive, standardized procedure designed to quickly appraise a large number of children to find out which individuals should be referred for further assessment.
A child assessment is defined as an ongoing, systematic process of finding out what the children in programs, both individually and as groups, know and can do in relation to their optimal development and to the goals of the program to assist teacher planning and program evaluation. 4.2.1 Section. 411.01(5)(c)2.c., F.S., requires that a coalition implement a comprehensive Screening program of school readiness services that contains an age-appropriate assessment (screening) of each child's development.
Criteria:
At a minimum, the coalition must:
• Describe how the coalition ensures that all children birth to five years old in school readiness programs receive age-appropriate developmental screening; and • Provide a measurable Objective(s) that directly correlates to age appropriate developmental screening, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
4.2 Age-appropriate Screening and Assessments 4.2.1 Describe how the coalition ensures that all children birth to five years old in school readiness programs receive an age- appropriate developmental assessment(screening) (s. 411.01(5)(c)2.c., F.S.) The description should also include information on how children with screening results outside the developmental norm receive further evaluation and services, if needed.
All children receiving school readiness funding through the Coalition, ages birth through five years inclusive, are screened annually within their birthday month. If a child is disenrolled from the School Readiness program and then is reenrolled, the latest ASQ completed will replace the ASQ normally completed during the first 45 days after enrollment if it is less than ninety days old.
For new enrollment screenings of children birth through five, the Ages and Stages Questionnaire will be completed by the parent of the child receiving school readiness funding on or prior to the date of enrollment. This screening will be given to the parent by a Family Service Specialist, completed by the parent, and returned to the Family Service Specialist. If the parent is not able to complete the screening at enrollment, the Screening Specialist will mail it to the provider for completion within the first 15 days of enrollment and giving the provider 30 days to complete it.
For annual screenings of children ages one through five, the Ages and Stages Questionnaire will be mailed to providers by the Screening Specialist during the month of the child’s birthday.
Note: If permission for screenings is not granted at enrollment, a letter is sent to parents prior to a screening being administered in order to obtain permission. Children who have birthdays in summer months and will be going to kindergarten in the fall are not screened. Children who are enrolled in Head Start programs or pre-school programs within a public school system are not screened as all of these programs conduct their own screenings in- house.
All screening results are mailed to both the parents and the providers. In addition to the screening results, the parents and providers receive handouts about typical development of children, intervention activities, and if necessary, a resource directory of agencies in the community that aid children and their families. If the screening reveals no concerns, this will not constitute a referral. However, if concerns are noted in the screening, the results sent to the parents will constitute a referral.
With parental permission, children who appear to be delayed are referred to an outside agency for intervention services. In addition, providers having concerns about the social/emotional development of a child make a referral to the Inclusion Specialist. These children are screened using the Ages and Stages Social/Emotional screening tool (ASQ – SE) and if necessary, (with parental permission) referred to an outside agency for intervention services.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Outcome Element 4.2.1. Age- Children entering the subsidized 1. Ensure that parents have the 1a. 100% of school readiness children appropriate care program receive an age- opportunity to be advised if their children will be screened using the Ages and screening appropriate developmental have developmental concerns that could Stages Questionnaire (ASQ) and the screening within 45 days of impair school readiness, and to receive results will be communicated with the program entry and within 45 days of appropriate intervention. parents and provider. This will be their birthday, annually thereafter. evidenced by the scored ASQ’s and child enrollment information from School readiness children ages 0-5 EFS. are screened using the Ages and Stages Questionnaire (ASQ), and 1b. Of the 100% of children screened, results are communicated to the 100% of children that scored “refer” parent. will be referred for intervention services (if permission is granted by If the screenings indicate any type the parent/ guardian). This will be of concern, with parent permission, evidenced by ASQ screening logs. the child is referred to the appropriate agency for additional 1c. 100% of parents and providers screening. having concerns about the social/ emotional development of a child will Parents and providers having be referred to the Inclusion Specialist concerns about the social/emotional and to appropriate intervention development of a child are referred services if deemed appropriate. This to the Inclusion Specialist. The will be evidenced by referral logs Inclusion Specialist will screen the child using the Ages and Stages Social/Emotional screening tool (ASQ – SE) and referred to the appropriate agency if deemed appropriate.
4.2.2 Section 411.01(5)(c)2.d., F.S., requires that early learning programs administer a pretest to Assessment children when they enter the program and administer a posttest (assessment) to children when they leave the program.
The coalition must demonstrate how it implements a pre- and post-test instrument for a statistically significant sample of children receiving School Readiness services.
Criteria:
At a minimum, the coalition must:
• Describe how the coalition ensures that children in school readiness programs are administered a pretest and posttest (child assessment) while in the program; • The pretest and posttest child assessment should be designed to provide data and information that informs classroom practices and curriculum; • “Pre” should be interpreted as the beginning of the child’s program year, and “post” should be interpreted as the end of the child’s program year. For example, a child entering the program in September might receive a child assessment pretest in October and a child assessment posttest in May. A child entering a program in January might receive the child assessment pretest in February and the child assessment posttest in August; • Coalitions are not required to conduct child assessment pretests and posttests on every child. Coalitions are required to conduct assessments on children within each age group, birth to age five; and • Provide a measurable Objective that directly correlates to how programs administered an assessment (pre- and post-test), along with Current Situation, Activities, and Outcome that assess whether the objective was achieved.
4.2.2 Describe how the coalition ensures that a pretest (child assessment) is administered to children when they enter a program and a posttest (child assessment) is administered to children when they leave the program. (s. 411.01(5)(c)2.d., F.S.)
Annual provider registration sessions are held by the Coalition’s Primary Service Provider in the spring of each year prior to beginning of the new fiscal year. During these sessions, providers sign their upcoming fiscal year’s provider agreement. On the provider agreement, it states that providers are required to use an assessment tool and share the results with the Coalition as requested. The required deadlines for the pre and post assessments are also listed on the provider agreements.
Providers are also reminded of the Pre/Post requirements at provider meetings and via reminder flyers distributed the month prior to the due date.
On or after the due date of the Pre/Post Assessments, an EFS “Enrollment Report by Provider Report by Parent County” or other approved report is generated to show thirty days prior to the assessment due date. This report is sorted by active CCMS providers and includes children’s names and birth dates so that school-agers can be identified and therefore not counted. This report allows the Education department to know which children were enrolled 30 days prior to the due date for pre-assessments along with the children who remained in the program until at least thirty days prior to the due date for post-assessment. Post assessment scores must be submitted for children who appear on both reports.
Additional measures to ensure accuracy may be taken if necessary and as time allows. For instance, the education staff can also call the providers to verify whether any children have since dropped from their program to ensure accuracy.
After the Pre/Post Assessment due date, the Director and/or the Manager of School Readiness create a spreadsheet based on the current number of active CCMS providers and will verifies which programs submitted tally sheets, and which did not and are therefore in non-compliance. Non-compliance letters are sent to those providers immediately to start the follow-up process and to provide technical assistance, as needed, to ensure compliance is met. The Coalition’s Executive Director is copied on all non-compliance letters.
For the providers that submitted their pre assessment tally sheets, the education staff will review 10% or twenty providers, whichever is less, to verify that all school readiness children were assessed. Half of the selected providers are family child care homes and the remaining half are child care centers. For the providers chosen for the pre-assessment sample, the Education staff verifies that all school readiness children were also post-assessed. This process continues each year until all providers have been reviewed. Then the process starts over.
Providers’ tally sheets that are selected in the sample are reviewed by the Director and/or the Manager of School Readiness to verify that all school readiness children enrolled 30 days prior to the date pre-assessments and who remained in the program until at least thirty days prior to the due date for post assessments are completed.
If it is determined that 100% of the children were not screened, a letter of non-compliance is written by the Director and/or the Manager of School Readiness and mailed to the provider. A copy of all non-compliance letters are sent to the Coalition. The letter notifies the provider of the child/children that need to be assessed to be in compliance. This process continues and technical assistance is offered until all providers are in 100% compliance.
Once all providers are in 100% compliance of the Post Assessments, the Director and/or the Manager of School Readiness create a spreadsheet to accumulate the scoring data. This report measures the gains of the sampled providers.
The Coalition collaborates with the University of North Florida’s Psychology Department to provide assessment of early literacy and numeracy skills and emotional readiness with children who participate in the School Readiness program. A pre- assessment in the fall and post-assessment in the spring is performed with approximately 200 children from across the North Florida region and approximately 35 from the ELC of Putnam and St. Johns service area who are three and four years of age from School Readiness and Head Start programs using the Devereux Early Childhood Assessment (DECA) and Test of Preschool Early Literacy (TOPEL) assessment tools. Results of the assessments are reported by the University to the Coalition, which discusses the results at a regularly scheduled meeting. Based on these results coaching and technical assistance strategies are developed to increase school readiness.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Outcome Element 4.2.2 School readiness childcare 1. Using an approved child assessment 1a. 75% of providers will state that Pretest and providers are required to tool provides opportunities for they use the information gathered Posttest complete a pre and post child teachers to obtain an overall from Pre/Post assessments to assessment on all School assessment of where the children they develop instruction as evidenced Readiness children attending serve are in their stages of by the Provider Assessment their program, using an development. Once the pre- Schedule approved child assessment. assessment has been completed, lesson plans and curriculum can be adapted 1b. 75% of providers will state that The ELC participates in a region and individualized to meet the needs they update parents on their child's wide child assessment project in of the children, and the results of the progress instruction as evidenced collaboration with the University provider’s observations can serve as by the Provider Assessment of North Florida to provide topics of discussion for their one-on- Schedule. assessment of early literacy and one parent conferences. numeracy skills and emotional 2. To increase the effectiveness of the 2. Training, technical assistance readiness with children who ELC to structure the T/TA and and coaching will be modified to participate in the School coaching models so that they more incorporate at least two of the Readiness program. A pre- fully address areas identified by the suggestions in the UNF report assessment in the fall and post- report produced by the University of annually as evidenced by the assessment in the spring is North Florida as areas where programs training calendar and/or casenotes performed using the TOPEL and may show additional growth in child of implementation of 2 UNF DECA and the results are used to outcomes. suggestions through inform the ELC of training, coaching/mentoring and/or technical assistance and coaching training with targeted providers. needs at the center level.
4.3 Developmentally Appropriate Curriculum 4.3.1 Section 411.01(5)(c)2.a., F.S., requires that early learning programs utilize a Develop- developmentally appropriate curricula designed to enhance the age-appropriate progress of mentally children that include: Appro- priate Criteria: Curricula At a minimum, the coalition must:
• Have a system in place to identify and monitor developmentally appropriate curricula; and • Have a process in place for a provider to submit a developmentally appropriate curriculum to the coalition for evaluation and/or recommendation.
If the coalition adheres to statutory requirements, check “Yes,” and
• Provide a description of the process used to identify and evaluate curricula; • Provide a copy of the method used to evaluate curricula, if one is used; • Provide a copy of the list of curricula the coalition has evaluated and posted for provider information, selection, and use; • Provide a process for involving providers in the use of developmentally appropriate curricula; and • Provide a process for involving and training parents to be involved in developmentally appropriate curricula and practice.
If the coalition does not completely adhere to statutory requirements, check “No” and describe how the coalition will conform to the requirement.
4.3 Developmentally Appropriate Curriculum
4.3.1. Has the coalition identified and implemented developmentally appropriate curricula? (s. 411.01(5)(c) 2.a., F.S.)
Yes, and the following describes the process for identifying, monitoring, and providing support to providers on developmentally appropriate curricula, as well as a process in place for a provider to submit a developmentally appropriate curriculum to the coalition for evaluation and/or recommendation. Attachment: 4.3.1.
No, and the following describes how the coalition will completely conform to the requirement:
4.3.2 Section 411.01(5)(c) 2.b., F.S., requires that early learning programs contain a character Character development program to develop basic values. Develop- Criteria: ment Program At a minimum, the coalition must:
• Have a system in place to identify and monitor a character development program ; and • Have a process in place for a provider to submit a character development program to the coalition for evaluation and/or recommendation.
If the coalition adheres to statutory requirements, check “Yes” and provide a description of the process used to evaluate programs and a list and description of the program(s) as an attachment. If the coalition does not completely adhere to statutory requirements, check “No” and describe how the coalition will conform to the requirement.
4.3.2. Has the coalition identified and implemented character development program(s)? (s. 411.01(5)(c) 2.b., F.S.)
Yes, and the following describes the process for identifying, monitoring, and providing support to providers on character developmental programs, as well as a process in place for a provider to submit a character development program to the coalition for evaluation and/or recommendation. Attachment: 4.3.2.
No, and the following describes how the coalition will completely conform to the requirement:
4.3.3 Coalitions are responsible to ensure that all school readiness providers use developmentally Assurance appropriate curricula. of Develop- Criteria: mentally Appropri- At a minimum, the coalition must: ate Curricula • Describe how the coalition ensures that all school readiness providers use developmentally appropriate curricula; and • Provide a measurable Objective(s) that directly correlates to school readiness provider's use of developmentally appropriate curricula, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
4.3.3 Describe how the coalition ensures that school readiness providers use developmentally appropriate curricula.
The Coalition’s contractor monitors school readiness providers annually. The monitoring helps to ensure that providers deliver services pursuant to school readiness program requirements, including the use of developmentally appropriate curriculum. All non-public school-based providers serving preschool age children be monitored annually to assure implementation of a developmentally curriculum Technical assistance is given to providers not yet fully complying with curriculum requirements. The goal is to bring providers into compliance and better serve children and families. The Coalition offers support such as curriculum and related materials when available, as well as training assistance, to help providers comply with curriculum requirements. The Coalition insures that its contractor offers a minimum of 80 training opportunities annually. Training topics include issues of developmentally appropriate curriculum and classroom practices. The contractor surveys provider satisfaction on its trainings to ensure trainings meet the providers’ needs.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 4.3.3. Providers are Ensure that 1. Providers are 1. All providers Developmentally monitored school readiness monitored to contracted with appropriate annually to providers use an verify they use the ELC will use curricula includes approved a a verification that developmentally developmentall developmentally developmentally appropriate y appropriate appropriate appropriate curriculum. curriculum. curriculum as curriculum is evidenced by used. Technical 2. Technical the provider assistance and assistance is application. training is given to offered to assist providers not providers in using 2. 100% of meeting this developmentall providers not requirement. y appropriate meeting curriculum as curriculum a part of their standards at the improvement time of plan. monitoring will receive 3. Training is technical offered to assistance on providers on a developmentally variety of appropriate topics, curriculum as including evidenced by curriculum. the Provider assessment and monitoring schedule 3. Participants in curriculum trainings will show an increase in their knowledge of that curriculum as evidenced by the pre and post training assessments.
4.4.1 The coalition must comply with the confidentiality provisions and record retention Confiden- requirements of Sections 119.021, 411.011, 1002.72, F.S., 1002.22(3)(d)(1-14), F.S. tiality of Records Criteria:
At a minimum, the coalition must:
• The coalition executive director must have on file a completed, dated and signed OEL Security Agreement Form for all personnel who access OEL data based on the IM-LD-03-01.
If the coalition adheres to the policy and statutory requirements, check “Yes.” If the coalition does not completely adhere to statutory requirements check “No,” and describe how the coalition will conform to these requirements.
4.4 Confidentiality of Records
4.4.1. Has the coalition established policy and procedures to ensure the confidentiality of individual child records and early learning provider records, as identified in the Standard Levels of Service? (s. 411.011, F.S.)(s.1002.72, F.S.)
Yes
No, and the following describes how the coalition will completely conform to these requirements:
Section 5 Quality Activities and Services 5.1.1 45 CFR 98.51 Activities to improve the quality of child care. The CCDF Plan requires that Quality not less than four percent of CCDF be set aside for activities to improve the availability and Activities quality of early learning.
The coalition is required to describe activities implemented with quality enhancement funds in the chart provided and:
Criteria:
At a minimum, the coalition must:
• Describe activities the coalition will implement to enhance the availability and quality of early learning within the identified categories. NOTE: Coalitions are not required to identify activities for every category; and • Provide a measurable Objective that directly correlates to quality activities the coalition will implement with quality enhancement funds, along with Current Situation, Activities, and Outcome that assess whether the objective was achieved.
Section 5: Quality Activities and Services
5.1 Quality Activities
5.1.1. Describe activities the coalition will implement with quality funds utilizing the chart with descriptive headings listed below. Coalitions are not required to develop activities for each heading. (45 CFR 98.51)
Category Description Comprehensive consumer education Any parent who calls the Child Care Resource and Referral (CCR&R) line receives comprehensive information on choosing a quality child care provider, referrals for services being requested, a choice of providers, and information on the variety of program available to meet the parent’s needs. Consumer information is available at the Coalition’s Resource Rooms, giving providers access to a variety of resources to assist parents in being their child’s first teacher. The Primary Service Provider also offers parent trainings at least 8 times per year. The St. Johns County Library system offers classes on family literacy interaction for mothers and infants.
Gold Seal Differential The Coalition may pay up to the maximum of 20% of Gold Seal differential to accredited programs. Gold seal payments are based on the board-approved budget and will comply with Florida Statute and FOEL rule and guidance.
Grants or loans to providers to assist in Some provider trainings offer free/reduced materials. Quality Enhancements are meeting State and local standards purchased for providers based on the needs identified by the program assessments. Mini-grants and/or the purchases of quality enhancements will be offered to assist registered providers in obtaining a DCF license. All providers are eligible for receiving Quality Enhancement materials based on their assessment scores, but the number of providers receiving materials will be based on available funding.
Professional development, including The Coalition works in coordination with community partners to foster the training, education, and technical development of a comprehensive professional development system including access assistance to a regional training program as well as local trainings offered within the community sponsored by the ELC. Additionally, the ELC awards scholarships for up to 10 CDA’s programs per year to child care professionals. Technical assistance is offered to any provider requesting it. Intense technical assistance is offered to providers participating in the Accreditation/Enrichment program and includes literacy coaching, infant/toddler coaching and the services of an Educational specialist. All providers have access to an inclusion specialist which provides technical assistance to providers serving children with special needs.
Improving salaries and other compensation for early learning providers The Coalition’s Primary Service Provider offers an program enrichment program which Activities in support of early language, provides literacy and infant toddler coaching to providers. Technical assistance is available literacy, pre-reading, and early math to any provider to help them implement a curriculum that supports early language, literacy, concepts development pre-reading, and early math concepts development. The Coalition sponsors several events and strategies to address early language which includes conducting early literacy trainings for providers throughout the year. The Coalition has a Three Year Old book bag program each year which includes working closely with our contracted providers to hand deliver a book bag filled with books to over 800 age appropriate children. Each bag includes instructional information for parents on reading to their child along with 12 age appropriate books. The program includes a visit by a story book character like Clifford or ELMO along with a special story time program. The Coalition also sponsors a Reading Pals program that places volunteer readers into contracted childcare centers to provide reading support on a weekly basis. Additional literacy support is given by providing themed literacy programs and events to providers that include books given to children and to the providers. Children 2 and under registering for services receive a book bag filled with a bundle of Baby’s First Books and the parent is given a Read Aloud guide booklet. Gently used donated books are re-donated to the local Health Department nurses to hand out when children come in for their immunizations as part of their Books for Bravery program. The ELC sponsors a FALL reading event and Winter event in conjunction with Florida’s Children’s week where a specific book is chosen to be read in each center during a certain time. The book and special activities are provided to childcare centers along with guest readers.
Activities to promote inclusive early The Coalition’s Primary Service Provider’s Inclusion Specialist provides training learning and technical assistance in the areas of inclusion and behavioral issues to any legally operating provider in the county. The specialist maintains a provider Warm Line so the providers may call with their questions and requests for assistance. The Early Steps program supports families to enhance the development of special needs infants and toddlers ages birth to 36 months while FDLRS serves older children in the same manner. Services must be provided, to the maximum extent possible, in natural environments, which may include early care and education settings. Health activities including those designed In conjunction with the administration of the ASQ-SE assessment tool (administered to promote the social and emotional with parental permission to children with suspected social and emotional development of children developmental delays), parents receive comprehensive education information regarding the tools and results of the assessment. Parents are also linked to appropriate services based on the results of the assessment.
Quality activities that increase parental The Child Care Resource and Referral Program provides comprehensive information choice and improve the quality and to parents on what constitutes quality care. CCR&R provides customized child care availability of early learning. program searches through telephone, in-person or online counseling. It addresses (§98.51(a)(1) and (2)) child care options, program openings, public subsidies, tax credits, financial aid, quality indicators, guidance on selecting child care, practical tips for a child care search, child care referrals, and any other referral a parent may request. The quality of care available to parents is increased through the provider enrichment program.
Other
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 5.1.1. Quality The Coalition may pay up to the 1. Continue to develop and 1. If included in the board 1. If included in the board approved budget, 100% of Gold Seal Providers and maximum 20% Gold Seal implement activities that increase approved budget, the Primary Differential, based on the board the quality and availability of child Services Provider will process that have supplied the ELC with the Availability approved budget. There are 36 care services. 100% of Gold Seal payments for Gold Seal Certificate, or appropriate Enhancement Gold Seal accreditation documentation, Gold Seal providers offering qualifying School Readiness will be paid the Gold Seal Differential Activities school readiness services for 2. Increase the number of providers based on submission of as evidenced by reimbursement children Putnam, and St. Johns providers participating in the attendance/invoices. reports. Counties. enrichment program that show 2a. At least 6 programs will 2a.. Providers participating in the In 2009, there was one Gold gains in their pre and post scores in participate in the enrichment enrichment program will receive Seal awarded to a St. Johns both the ERS assessment and program receive an ERS regularly scheduled coaching, technical County provider with two more CLASS assessment. Monitor assessment and will receive assistance and program supplies (as Gold Seal Awards pending. 100% of providers for compliance coaching and environmental funding allows.) as evidence by the T/TA logs. A Quality Program has been with the School Readiness technical assistance as appropriate 2b. Programs participating in the established to assist providers in contract. and outlined in the training policy enrichment program receiving a score improving the overall quality of and procedures guide. Programs below 3 on an ERS or CLASS their program. 3. Maintain the provision of will begin receiving CLASS assessment will receive additional In collaboration with the consumer education to parents and assessments as our Primary follow up technical assistance from Primary Services Provider, Quality providers. Service Provider become CLASS education staff to provide support to Improvement participants certified. the program as evidenced by the T/TA receiving program ERS 4. Increase parental involvement 2b. Providers participating in the logs. 2c. 100% of providers will be assessments may receive in trainings and activities. Enrichment program but scoring monitored for contract compliance enhancements to assist with below a 3 on an ERS assessment annually using the ELC approved tool. expenses related to providing a or the CLASS assessment will After school programs and informal quality child care program. In a receive additional technical providers will be monitored with the pilot program the CLASS assistance. Health and Safety assessment as assessment is being added for a 2c. 100% of SR providers active evidenced by the provider assessment limited number of providers. by the 1st day of the fiscal year and monitoring schedule. Information concerning quality will receive a contract compliance 3a. All callers requesting child care referrals will have a parent packet that care and community resources are moniotiring based on the approved is in compliance with the current FOEL given to parents as requested and ELC provider monitoring tool. CCR&R Program Requirements sent to through the parent packet sent to 3a. The Primary Service Provider them within 24 hours as evidenced by parents with child care referrals. will send all parents requesting Secret Shopper calls and the parent A community resource guide has CCR&R referrals a parent packet packets sent in response to those calls. been developed and is updated at that is in compliance with current 3b.Community resources referrals will least every 3 years containing local FOEL CCR&R Program be made to parents that request them as resources for each county. Requirements. evidenced by the Child Enrollment Checklists and EFS case notes. Parent trainings and activities 3b. Referrals for community 3c.Community Resource Guides will are offered currently but parental resources will be made to parents be available on the PSP website as attendance is very low. Most upon request. evidenced by the PSP website. trainings scheduled are canceled 3c. The Primary Services Provider 3d. At least 6 community events per due to non-enrollment will attend community events year will be attended in Putnam and St. distributing brochures and other Johns Counties giving parents information on child care options information on choosing quality child and choosing quality care. care as evidenced by community outreach and event logs. 4. A minimum of 4 parent 4. At least 50% of parent trainings trainings will be offered to offered will have parents in attendance educate and encourage parent as evidenced by the parent training involvement. sign-in sheets/training logs.
5.2.1 45 CFR 98.51(2)(i) identifies the activities to improve the quality of early learning services Discretionary and may include “operating directly or providing financial assistance to organizations Funds (including private non-profit organizations, public organizations, and units of general Related to purpose local government) for the development, establishment, expansion, operation, and Early coordination of resource and referral programs specifically related to early learning.” Learning Resource and Criteria: Referral and School-age At a minimum, the coalition must describe activities the coalition will implement to Child Care enhance the quality of early learning resource and referral and school-age early learning.
Provide a measurable Objective(s) that directly correlates to discretionary funds related to early learning resource and referral and school-age early learning, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
5.2 Discretionary Funds Related to Early Learning Resource and Referral and School-age Care
5.2.1. Describe activities the coalition will implement to enhance the quality of early learning resource and referral and school- age care. (45 CFR 98.51(2)(i)) (ACYF-PI-CC-99-05)
The ELC’s Primary Service Provider provides Child Care Resource and Referral (CCR& R) services. The goal of CCR&R is to provide children and their families a resource for child care information and services, and to assist providers in reaching parents that need child care and early education services. Through the CCR&R department, families will be provided with the most up-to-date, accurate information about childcare and early education opportunities available. The CCR&R department will help families understand the importance of a high quality early education experience, and assist them in locating providers that meet each family’s needs by the customization of referrals. All services will be provided efficiently and in a customer- friendly manner, and will be in accordance with the system requirements of the CCR&R Network of the Office of Early Learning (FOEL).
CCR&R is the point of entry for early care and education planning, development and the implementation of quality School Readiness and VPK services. All parents/guardians that request it are given resource and referral information that will help them meet the needs of their families and to understand what high quality care looks like. This includes information on the Department of Children and Families (DCF) licensing website, how to search for a provider, child care options, quality indicators and a four-step guidance process to help them in their search for a provider. Once CCR&R information is provided, School Readiness and VPK services are offered to all interested families. Through community outreach and education, the ELC publicizes early learning services and educates parents/guardians and providers, human service agencies, employers, and community planners in the workplace regarding early childhood services. This includes school readiness and VPK laws and regulations, availability of early education and care options and quality School Readiness services.
The ELC, through its Primary Service Provider, works to ensure that there is adequate availability of high quality school age care as well as care for younger children. This is accomplished by offering provider training in school age care, either through the Primary Service Provider or in partnership with FOEL. Additionally, the ELC seeks to recruit additional licensed providers, focusing on family child care homes in particular, to provide school age care as well as centers and afterschool programs.
Identify expected results relative to this element in the chart below: Required Current Situation Objective Activities Outcome Element 5.2.1. The Coalition, through its 1. Improve parent knowledge 1a. Continue to provide 1. Number of childcare CCR&R and Primary Service Provider, and use of the CCR&R system parents with child care referrals and other customized School-age provides customized referrals to help parents access child referrals through phone information provided to Quality to all families, regardless of care services, regardless of consultations, in-person, or parents each fiscal year will Improvement income. income. online interviews. either remain at the current In addition, the Coalition has 1b. The ELC or its Primary levels or increase as evidenced Activities an outreach plan to ensure that 2. Meet the child care needs of Service Provider will attend at by a log that records the EFS the parents (regardless of under-served infant/toddler and least 4 community events generated monthly CCR&R income) are aware of and use school age populations. annually for the purpose of report. Child Care Resource and increasing the visibility and Referral services. 3. Increase the knowledge level awareness of CCR&R services 2. Improve access to childcare Quality school age care is of providers offering school- within the ELC service area. by increasing capacity by 5% offered to parents that need it aged care. for School Age children and through several provider types 2a. Review supply and infant and toddler combined by and at this time the supply demand data to identify June, 2015 as evidenced by meets the needs. childcare needs. provider capacity in the EFS The Primary Service Provider 2b.Conduct outreach in database. regularly updates the child care targeted communities to database and analyzes it to recruit providers of all types 3. 75% of the ELC sponsored determine areas of need. and serving all age groups School Age trainings will including infants, toddlers, and show an increase in the school age children. participants’ knowledge and Recruitment efforts will be skill as evidenced by a log of targeted towards FCCH in the cumulative pre and post particular. course or training assessments scores. 3. At least 4 specific school age trainings will be offered annually as evidenced by the training calendar and the training database.
5.3.1 45 CFR 98.51(2)(i) identifies the activities to improve the quality of early learning services Discretionary and may include “operating directly or providing financial assistance to organizations Funds (including private non-profit organizations, public organizations, and units of general Activities purpose local government) for the development, establishment, expansion, operation, and Related to coordination of resource and referral programs specifically related to infant and toddler Infant and early learning.” Toddler Early Criteria: Learning At a minimum, the coalition must:
• Describe activities the coalition will implement to enhance the quality of infant and toddler early learning; and • Provide a measurable Objective(s) that directly correlates to discretionary funds activities related to infant and toddler early learning, along with Current Situation, Activities, and Outcome(s) that assess whether the objective was achieved.
5.3 Discretionary Funds Related to Infant and Toddler Early Learning
5.3.1. Describe activities the coalition will implement to enhance the quality of infant and toddler early learning. (ACYF-PI-CC-99-05)
The Coalition’s Primary Service Provider employs Education Specialists, who provide on-site technical assistance to school readiness programs by promoting the group-care philosophy of small groups, primary care, and continuity of care. The specialists work with infant/toddler classrooms by reading stories, playing games and providing activities that focus on a variety of skills, such as; problem- solving, social/emotional development and language and literacy. Additionally, the specialists provide technical assistance on room arrangement that enhances infant and toddler creative abilities, expands oral language, encourages incorporating words with an activity, and assists children in making choices that help develop confidence. The specialists also provide information, techniques, and education on reducing the risk of Sudden Infant Death Syndrome (SIDS) and Shaken Baby Syndrome, and promoting health, wellness and safety issues.
Identify expected results relative to this element in the chart below:
Required Current Situation Objective Activities Outcome Element 5.3.1. Infant The Coalition, through its Ensure the availability and high 1.The Coalition provides, 1.75% of providers participating and Toddler Primary Service Provider, quality care for infant / toddler through its Primary Service in the enrichment program will Quality provides customized referrals to care. Provider, training, technical plan to implement at least one Improvement all families, regardless of income assistance and other supports to item from the action plan based Activities for all age groups including Increase infant and toddler school readiness providers on the ITERS assessment as infants and toddlers. wellbeing through education and offering Infant/Toddler services. evidenced by the provider In addition, the Coalition has an training assessment and monitoring outreach plan to ensure that the 2a. Review supply and demand schedule which records the parents (regardless of income) data to identify childcare needs. scores, and upon a request, the are aware of and use Child Care 2b.Conduct outreach in targeted provider response to the action Resource and Referral services. communities to recruit providers plan, and a roll-up report Quality infant care is offered to of all types and serving all age parents that need it through groups including infants, 2.Improve access to childcare by several provider types and at this toddlers, and school age increasing capacity by 5% for time the supply meets the needs. children. Recruitment efforts School Age children and infant The Primary Service Provider will be targeted towards FCCH and toddler combined by June, regularly updates the child care in particular. 2015 as evidenced by provider database and analyzes it to capacity in the EFS database. determine areas of need. 3. At least 4 specific The Primary Service Provider infant/Toddler trainings will be 3. 75% of the ELC sponsored provides educational materials offered annually as evidenced by infant/toddler trainings will show and trainings to parents and the training calendar and the an increase in the participants’ providers to reduce the risk of training database. knowledge and skill as evidenced SIDS and Shaken Baby by a log of the cumulative pre Syndrome and to promote the 4. Increase awareness among and post course or training general health and well being of parents and providers of assessments scores. infants and toddlers. infant/toddler health and safety issues 4. Parents and providers will have an increased awareness of infant/toddler health and safety issues as evidenced by post training surveys, parent packet information given to parents with infants and toddlers, brochures distributed at community event logs.
ELC of Putnam and St. Johns Counties Board Membership (Plan Element 0.1.1) Attachment I: Coalition Board Membership
Please complete the following information regarding coalition board membership as required by Chapter 411.01(5)(a)4-13, F.S.. This form is an attachment for the coalition’s School Readiness Plan.
Count Designation in Mandatory Voting Name Affiliation Does either the If this is a Length of or F.S. 411.01(5)5 Member Member Address and/or member or their multi-county Current Term N/A Telephone Number Employment families have a coalition, and Date it Fax Number substantial indicate the Will End financial interest county that Email Address in VPK/SR? this individual represents I. REQUIRED MEMBERS Chair, appointed Yes Yes Nancy Pearson Private Sector; No St. Johns 4 year by the Governor 1000 Sawgrass Village Dr., Ste. 101 Prudential April 30, 2013 Ponte Vedra Bch, FL 32082 Network 904-824-4349 Realty [email protected]
Private sector Yes Yes VACANT Private Sector; 4 year appointed by the Governor
Private sector Yes Yes VACANT Private Sector; 4 year appointed by the Governor Department of Yes Yes Patricia Hubbard County No Putnam & St. 4 year Children & 210 N. Palmetto Ave., Ste. 430 Department of Johns February 2013 Family Services Daytona Beach, FL 32114 Children and circuit 386-238-4910 Families administrator or [email protected] designee District Yes Yes Lucy Brosky County School Yes Putnam 4 year superintendent 200 South 7th St. District; July 2013 of schools or Palatka, FL 32177 Putnam designee 386-312-4906 County School [email protected] District Regional Yes Yes Bruce Ferguson, Jr. Regional No Putnam and 4 year
OEL/SPU ELCPSJ – Revised 10/03/12 Count Designation in Mandatory Voting Name Affiliation Does either the If this is a Length of or F.S. 411.01(5)5 Member Member Address and/or member or their multi-county Current Term N/A Telephone Number Employment families have a coalition, and Date it Fax Number substantial indicate the Will End financial interest county that Email Address in VPK/SR? this individual represents workforce board 1845 Town Center Blvd., Ste 250 Workforce St. Johns December executive Fleming Island, FL 32003 Board; 2014 director or 904-213-3800 WorkSource designee [email protected]
County health Yes Yes Sherry Russell County Health No Putnam 4 year department 2801 Kennedy Street Department; August 2013 director or Palatka, FL 32177 Putnam designee 386-326-3331 County Health [email protected] Dept.
President of a Yes Yes Melanie Rosen Brown, PH.D. Community No Putnam & St. 4 year community 5001 St. Johns Ave. College; St. Johns February 2016 college or Palatka, FL 32177 Johns River designee 386-312-4202 Community [email protected] College
Member Yes Yes Commissioner Mark Miner Board of No St. Johns 4 year appointed by 500 San Sebastian View County December Board of County St. Augustine, FL 32084 Commissioners 2012 Commissioners 904-209-0303 or municipal or the governing [email protected] governing board of a board; St. municipality Johns Board of County Commissioners Head Start Yes Yes Mary Ann Holanchock Head Start; Yes St. Johns 4 year Director 420 N. Orange Street Head Start July 2013 St. Augustine, FL 32084 Director at the Ph: 904-547-4899 Webster [email protected] School
Representative Yes Yes VACANT 4 year of private for- profit child care providers
OEL/SPU ELCPSJ – Revised 10/03/12 Count Designation in Mandatory Voting Name Affiliation Does either the If this is a Length of or F.S. 411.01(5)5 Member Member Address and/or member or their multi-county Current Term N/A Telephone Number Employment families have a coalition, and Date it Fax Number substantial indicate the Will End financial interest county that Email Address in VPK/SR? this individual represents Representative Yes Yes April Masters Little Blessings Yes St. Johns 4 year of faith based 110 Masters Drive Learning October 2016 child care St. Augustine, FL 32084 Center providers Ph: 904-810-0534 [email protected] Representative Yes Yes Nancy Elliot St. Johns No St. Johns 4 year of program 420 Orange St. County School August 2015 under federal St. Augustine, FL 32084 District Individuals with Ph: (904) 547-4886 Disabilities [email protected] Education Act II. CONDITIONAL MEMBERS These members are mandatory, if applicable in the coalition’s locality. Children Yes, if Yes services council applicable or juvenile welfare board chair or executive director Child care Yes, if Yes Local licensing licensing agency applicable agency head Central agency Yes, if Yes Connie Stophel Episcopal Yes Putnam & St. 4 year administrator applicable 8443 Baymeadows Rd., Ste. 1 Children’s Johns August 2015 Jacksonville, FL 32256 Services 904-726-1500 [email protected]
III. PRIVATE SECTOR* (Includes Governor appointments. Total must be more than one-third of membership. Example: A 15 member board would require 6 private sector business members.) Neither they nor their relatives may have a substantial financial interest in the design or delivery of VPK or SR services.
OEL/SPU ELCPSJ – Revised 10/03/12 Count Designation in Mandatory Voting Name Affiliation Does either the If this is a Length of or F.S. 411.01(5)5 Member Member Address and/or member or their multi-county Current Term N/A Telephone Number Employment families have a coalition, and Date it Fax Number substantial indicate the Will End financial interest county that Email Address in VPK/SR? this individual represents Private Sector Yes Yes Bridget L. Van Landingham Private Sector; No St. Johns 4 year PMB 103 Business December 1093 A1A Beach Blvd. Solutions 2012 St. Augustine, FL 32080-6733 Unlimited 904-540-6569 [email protected]
Private Sector Yes Yes Kenneth Forrester Private Sector; No St. Johns 4 year Business 997 Oxford Drive Kenneth D. July 2013 St. Augustine, FL 32084 Forrester and 904-808-1850 Associates [email protected] Private Sector Yes Yes Jared Dollar Private Sector; No Putnam & St. 4 year Business 113 Vintage Lane SunTrust Johns August 2015 Palatka, FL 32177 Investment 904-808-8716 Services [email protected] Private Sector Yes Yes Mike Siragusa Private Sector; No St. Johns 4 year Business 780 N. Ponce de Leon Blvd. Upchurch, June 2013 St. Augustine, FL 32084 Bailey & 904-929-9066 Upchurch [email protected]
Private Sector Yes Yes Janet Westling Private Sector; No St. Johns 4 year Business 3241 Old Barn Rd. West Fragrances of August 2013 Ponte Vedra Beach, FL 32082 Florida 904-285-5800 [email protected] Private Sector Yes Yes Adam Deputy Private Sector; No Putnam 4 year Business 101 North State Road 19 TD Bank December Palatka, FL 32177 2014 386-538-0465 [email protected] Private Sector Yes Yes Kim Kendall Private Sector; No St. Johns 4 year Business 856 Eagle Point Drive Kim Kendall December St. Augustine, FL 32092 Consulting 2014 904-827-9188 [email protected]
OEL/SPU ELCPSJ – Revised 10/03/12 Count Designation in Mandatory Voting Name Affiliation Does either the If this is a Length of or F.S. 411.01(5)5 Member Member Address and/or member or their multi-county Current Term N/A Telephone Number Employment families have a coalition, and Date it Fax Number substantial indicate the Will End financial interest county that Email Address in VPK/SR? this individual represents
IV. OPTIONAL MEMBERS* Neither they nor their relatives may have a substantial financial interest in the design or delivery of VPK or SR services and they may not duplicate representation of a legal entity. (Some exceptions provided in OEL-PG-0002-10). Multi-county coalitions are limited to 2 per county. Parent No Yes Non-Profit No Yes Child Care Provider** DCF Staff*** No Yes
V. EX-OFFICIO NON-VOTING MEMBERS* In a multi-county coalition, each ex-officio member position may be filled by multiple non-voting members but no more than one voting member shall be seated per member position. If an early learning coalition has more than one member representing the same entity as a “Required Member” position, only one of such members may serve as a voting member.
* Add rows, as needed. ** If mandatory provider is not a family home provider. *** If there is no local licensing agency.
OEL/SPU ELCPSJ – Revised 10/03/12
ELC of Putnam and St. Johns Counties Organizational Chart (Plan Element 0.2.1.C) O RGANIZATIONAL C HART
Board of Directors
Executive Director
Office Manager Primary Services Contractor
Fiscal Manager Grants and Operations Early Literacy Coordinator Manager
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
Effective: July 1, 2012 ELC of Putnam and St. Johns Priority of Funding (Plan Element 1.3.2)
PRIORITIZATION OF SERVICE
• Children in Category I must be served prior to serving Category II and III
CATEGORY I
TANF (All Categories)/Workforce Development Ages 0 - 12 Non-Working Participants Working Participants Diversion Program Participants
Protective Services Ages 0 – 12 Abuse/Neglect or Exploitation Out of Home Placements
CATEGORY II
TANF Refugee Ages 0-12 Transitional Child Care Diversion (TCCD) Transitional Child Care (TCC) Transitional Child Care/Transitional Education (TCC/TED) TANF Child Only TANF Respite Child Care TANF At-Risk (Relative Care Giver Program)
At-Risk (PS) Ages 0 - 12 Abuse/Neglect or Exploitation ELC of Putnam and St. Johns Element 1.03.2 Priority of Funding Last revised 11/07/12
Protective Services (PS) Out of Home Placements
CATEGORY III
Children in the following categories CAN be served if funding is available, in the order given
1. Working Poor or Child Care Executive Partnership (CCEP) or Migrant Farm Workers - Two parent/two working or Single parent working. Includes wrap-around care for children served in other funded programs, such as Head Start.
Priorities – in the order given 1) Ages 4 – school entry age 2) At-Risk of Future School Failure Ages 0-18 Special Needs 3) Three-year-olds 4) Ages 0-3 5) School age children ages 5-8 6) School age children ages 9-12
Income Eligible < 100% FPL (BG8, Eligibility 27, OCA 97P00) Income Eligible Between 100% and 150% FPL (BG8) Supplemental Security Income – SSI (BG8, Eligibility 29, OCA 97P00) Native Americans (BG8, Eligibility 30, OCA 97P00) Teen Parent (BG8, Eligibility 26, OCA 97P00) Migrant Farm Workers (BG7, Eligibility 25, OCA 97P00) Childcare Purchasing Pool, 200% FPL (CCPP, Eligibility P1, OCA 97PP0)
2. Working Poor – Two parents/one working Priorities - in the order given 1) Age 4 – school entry age 2) Three-year-olds ELC of Putnam and St. Johns Element 1.03.2 Priority of Funding Last revised 11/07/12
3) Ages 0-3
One Parent Working (BG8OP, Eligibility OPW, OCA 97C00)
3. Migrant Farm Workers or Special Needs – Not income eligible Priorities - in the order given 1) Ages 4 – school entry age 2) At-Risk of Future School Failure Ages 0-18 Special Needs 3) Three-year-olds 4) Ages 0-3 5) School age children ages 5-8 6) School age children ages 9-12
Migrant Over Income (CF, Eligibility MI, OCA 97CF0) Special Needs Over Income (CF, Eligibility SN, OCA 97CF0)
ELC of Putnam and St. Johns Element 1.03.2 Priority of Funding Last revised 11/07/12
ELC of Putnam and St. Johns Counties Payment Rates – Putnam County (Plan Element 1.5.1.A) THE EARLY LEARNING Coalition of Putnam, and St. Johns Putnam PAYMENT-RATE SCHEDULE Daily Payment-Rate Schedule (Effective January 1, 2012)
Full-Time Rates (EFS CARE CODE) - description Licensed or Exempt Gold Seal Licensed Homes Registered Homes Informal Providers Before or Providers After School (Full-time School-ager at a Center)
Infant (0-12 Mo.) $20.00 $21.00 $18.00 $13.25 $6.63 Toddler: (13-23 Mo.) $17.00 $17.85 $16.00 $10.50 $5.25 (24-35 Mo.) $15.00 $15.75 $16.00 $10.50 $5.25 Preschool: (36-47 Mo.) $15.00 $15.75 $15.00 $9.75 $4.88 (48-59 Mo.) $14.40 $15.10 $15.00 $9.75 $4.88 (60-72 Mo.) $14.40 $15.10 $15.00 $9.75 $4.88 Special Needs $18.00 $18.90 $16.00 $11.25 $5.63 $18.00 School-Age $13.00 $13.65 $13.00 $8.25 $4.13 $13.00
Part-Time Rates (EFS CARE CODE) - description Licensed or Exempt Gold Seal Licensed Homes Registered Homes Informal Providers Before or Providers After School (Part-time School-ager at a Center)
Infant (0-12 Mo.) $15.00 $15.75 $13.50 $9.19 $4.60 Toddler: (13-23 Mo.) $12.75 $13.40 $12.00 $7.87 $3.94 (24-35 Mo.) $11.25 $11.80 $12.00 $7.87 $3.94 Preschool: (36-47 Mo.) $11.25 $11.80 $11.25 $7.31 $3.66 (48-59 Mo.) $10.80 $11.35 $11.25 $7.31 $3.66 (60-72 Mo.) $10.80 $11.35 $11.25 $7.31 $3.66 Special Needs $13.50 $14.15 $12.00 $8.44 $4.22 $13.50 School-Age $9.75 $10.25 $9.75 $6.19 $3.10 $9.75
Additional information: Has your coalition adopted a sibling discount rate? Yes 50% of the payment rate. No What is the projected number of children to be served within the fiscal year(s) this schedules covers? Approximately 2,000 in Putnam & St. Johns Counties combined
Form AWI-SR 55 7/1//2007
ELC of Putnam and St. Johns Counties Payment Rates – St. Johns County (Plan Element 1.5.1.B) EARLY LEARNING COALITION OF Putnam and St. Johns Counties St. Johns PAYMENT-RATE SCHEDULE Daily Payment-Rate Schedule (Effective January 1, 2012)
Full-Time Rates (EFS CARE CODE) - description Licensed or Exempt Gold Seal Licensed Homes Registered Homes Informal Providers Before or Providers After School (Full-time School-ager at a Center)
Infant (0-12 Mo.) $24.00 $25.20 $22.00 $20.00 $11.00 Toddler: (13-23 Mo.) $20.00 $21.00 $18.00 $16.00 $9.00 (24-35 Mo.) $18.00 $18.90 $17.00 $16.00 $8.50 Preschool: (36-47 Mo.) $17.00 $17.85 $17.00 $14.00 $8.50 (48-59 Mo.) $17.00 $17.85 $16.00 $14.00 $8.00 (60-72 Mo.) $17.00 $17.85 $16.00 $14.00 $8.00 Special Needs $24.20 $25.40 $22.00 $20.00 $11.00 $24.20 School-Age $15.40 $16.15 $14.40 $13.00 $7.20 $15.40
Part-Time Rates (EFS CARE CODE) - description Licensed or Exempt Gold Seal Licensed Homes Registered Homes Informal Providers Before or Providers After School (Part-time School-ager at a Center)
Infant (0-12 Mo.) $18.00 $18.90 $16.50 $14.40 $8.25 Toddler: (13-23 Mo.) $15.00 $15.75 $13.60 $11.60 $6.80 (24-35 Mo.) $13.60 $14.30 $12.80 $11.60 $6.40 Preschool: (36-47 Mo.) $12.80 $13.45 $12.80 $10.40 $6.40 (48-59 Mo.) $12.80 $13.45 $12.00 $10.40 $6.00 (60-72 Mo.) $12.80 $13.45 $12.00 $10.40 $6.00 Special Needs $18.25 $19.15 $16.50 $15.60 $8.25 18.25 School-Age $11.60 $12.20 $10.80 $9.60 $5.40 Before & after school: $11.60 Before only: $2.60 After only: $9.00
Additional information: Has your coalition adopted a sibling discount rate? Yes 50% of the payment rate. No What is the projected number of children to be served within the fiscal year(s) this schedules covers? Approximately 2,000 in Putnam & St. Johns Counties combined Form AWI-SR 55 7/1//2007 ELC of Putnam and St. Johns Counties Sliding Fee Schedule Florida's Office of Early Learning Fee Schedule Plan Element 1.6.1 SLIDING FEE SCHEDULE Sliding Fee Scale for ELC of Putnam/St. Johns Coalition
Effective date 7/1/2012 DAILY FEE ------Annual Gross Income - Number of persons in Family ------Full-Time Part-Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 ------0.80 0.40 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 50%FPL 5,585 7,565 9,545 11,525 13,505 15,485 17,465 19,445 21,425 23,405 25,385 27,365 29,345 31,325 33,305 ------1.60 0.80 5,586 7,566 9,546 11,526 13,506 15,486 17,466 19,446 21,426 23,406 25,386 27,366 29,346 31,326 33,306 50-75%FPL 8,378 11,348 14,318 17,288 20,258 23,228 26,198 29,168 32,138 35,108 38,078 41,048 44,018 46,988 49,958 ------2.40 1.20 8,379 11,349 14,319 17,289 20,259 23,229 26,199 29,169 32,139 35,109 38,079 41,049 44,019 46,989 49,959 75-100%FPL 11,169 15,129 19,089 23,049 27,009 30,969 34,929 38,889 42,849 46,809 50,769 54,729 58,689 62,649 66,609 ------3.20 1.60 FPL 11,170 15,130 19,090 23,050 27,010 30,970 34,930 38,890 42,850 46,810 50,770 54,730 58,690 62,650 66,610 13,032 17,652 22,272 26,892 31,513 36,133 40,753 45,373 49,993 54,613 59,233 63,853 68,474 73,094 77,714 ------4.00 2.00 13,033 17,653 22,273 26,893 31,514 36,134 40,754 45,374 49,994 54,614 59,234 63,854 68,475 73,095 77,715 14,894 20,174 25,455 30,735 36,015 41,295 46,576 51,856 57,136 62,416 67,697 72,977 78,257 83,538 88,818 ------4.80 2.40 14,895 20,175 25,456 30,736 36,016 41,296 46,577 51,857 57,137 62,417 67,698 72,978 78,258 83,539 88,819 150%FPL 16,755 22,695 28,635 34,575 40,515 46,455 52,395 58,335 64,275 70,215 76,155 82,095 88,035 93,975 99,915 ------5.60 2.80 16,756 22,696 28,636 34,576 40,516 46,456 52,396 58,336 64,276 70,216 76,156 82,096 88,036 93,976 99,916 17,406 23,577 29,748 35,919 42,090 48,261 54,431 60,602 66,773 72,944 79,115 85,286 91,457 97,627 103,798 ------6.40 3.20 17,407 23,578 29,749 35,920 42,091 48,262 54,432 60,603 66,774 72,945 79,116 85,287 91,458 97,628 103,799 18,057 24,459 30,861 37,263 43,664 50,066 56,468 62,870 69,271 75,673 82,075 88,477 94,878 101,280 107,682 ------7.20 3.60 18,058 24,460 30,862 37,264 43,665 50,067 56,469 62,871 69,272 75,674 82,076 88,478 94,879 101,281 107,683 18,709 25,341 31,974 38,606 45,239 51,872 58,504 65,137 71,769 78,402 85,035 91,667 98,300 104,932 111,565 ------8.00 4.00 18,710 25,342 31,975 38,607 45,240 51,873 58,505 65,138 71,770 78,403 85,036 91,668 98,301 104,933 111,566 19,360 26,223 33,087 39,950 46,814 53,677 60,541 67,404 74,268 81,131 87,995 94,858 101,722 108,585 115,448 ------8.80 4.40 19,361 26,224 33,088 39,951 46,815 53,678 60,542 67,405 74,269 81,132 87,996 94,859 101,723 108,586 115,449 20,011 27,105 34,200 41,294 48,388 55,483 62,577 69,671 76,766 83,860 90,954 98,049 105,143 112,237 119,332 ------9.60 4.80 20,012 27,106 34,201 41,295 48,389 55,484 62,578 69,672 76,767 83,861 90,955 98,050 105,144 112,238 119,333 185%FPL 20,665 27,991 35,317 42,643 49,969 57,295 64,621 71,947 79,273 86,599 93,925 101,251 108,577 115,903 123,229 ------10.40 5.20 20,666 27,992 35,318 42,644 49,970 57,296 64,622 71,948 79,274 86,600 93,926 101,252 108,578 115,904 123,230 21,502 29,125 36,748 44,371 51,994 59,617 67,240 74,863 82,486 90,109 97,732 105,355 112,978 120,601 128,224 ------11.20 5.60 21,503 29,126 36,749 44,372 51,995 59,618 67,241 74,864 82,487 90,110 97,733 105,356 112,979 120,602 128,225 200%FPL 22,340 30,260 38,180 46,100 54,020 61,940 69,860 77,780 85,700 93,620 101,540 109,460 117,380 125,300 133,220 ------Parents receiving hourly care pay up to the part time fee. 2012 Poverty Level (FPL) effective January 26, 2012
Second and all additional children pay a reduced fee. Option B Sliding Fee Scale for Putnam/St. Johns Effective Date 7/1/2012 ELC of Putnam and St. Johns Counties SR Statewide Provider Agreement (Attachment 1.9.3.A) ELC of Putnam and St. Johns Counties School Readiness Provider Agreement 2012-2013
I. PARTIES AND TERMS OF AGREEMENT
1. This Provider Agreement is entered into between the Early Learning Coalition of Putnam and St. Johns Counties or its designee, Episcopal Children’s Services (ECS), (hereinafter referred to as the “Coalition”) and the Provider of School Readiness (SR) Program services, ______, enter program name (hereinafter referred to as the “Provider”) with its principal offices located at ______to provide school readiness services for the period of______to June 30, 2013.
This is a binding Agreement between the Provider, as a School Readiness Program vendor, and the Coalition. This Agreement holds the Provider responsible for adhering to the standards outlined in this Agreement, including the Coalition Policies and Procedures and the Coalition Plan, which are hereby incorporated by reference into this Agreement.
2. The Provider certifies that each location at which the Provider offers the SR program meets all of the qualifications and requirements for offering the SR program established by statute, rule, local Coalition Policy and the terms of this Agreement at all times the Provider offers the SR program.
3. In the event the Provider has executed this Agreement on behalf of multiple SR sites, and fails to ensure compliance with all qualifications and requirements for offering the SR program at one or more locations listed in Attachment 2, the Coalition may demonstrate termination of this Agreement with respect to that location by striking through the location after following the termination processes outlined in this Agreement. This Agreement will remain in force and effect as to all locations in Attachment 2, which are not stricken.
4. This Agreement binds the successors, assignees, and legal representatives of the Provider and of any legal entity that succeeds to the obligations of the Coalition.
5. The Agreement is not transferable to another entity, corporation, or owner. This Agreement is terminated within 24 hours of the Coalition receiving knowledge of the changes.
6. This Agreement is only valid to provide services at the location(s) listed. This Agreement is terminated within 24 hours of the Coalition receiving knowledge if the service location changes.
II. PROGRAM REQUIREMENTS
The Provider agrees to meet the following minimum standards consistent with the requirements and goals of the SR Program.
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7. Utilize an Approved Curriculum that supports the implementation of the Florida Performance Standards (Section 411.01 (5)(c)2.a, Florida Statutes). (This does not apply to school-age only programs, caring for children who have attained the age for school entry). The Provider must identify, report, and implement an approved curriculum. The Provider must utilize a curriculum approved by the Coalition or complete a curriculum approval application and submit the curriculum to the Coalition for review. Approval of the curriculum is at the discretion of the Coalition. Please list your Approved Curriculum in Attachment 3.
8. Utilize a Character Development Program that supports the implementation of the Florida Performance Standards (Section 411.01 (5)(c)2.b, Florida Statutes). The Provider must identify, report, and implement an approved character development program. A Provider may complete a curriculum approval application and submit another character development program to the Coalition for consideration for review. Approval of the Character Development Program is at the discretion of the Coalition. Please list your Character Development Program in Attachment 3.
9. Complete the Program Assessment Process that supports the implementation of SR requirements in 411.01(4)(d)8., Florida Statutes. The Provider is required to participate and cooperate in the Program Assessment Process and to correct all identified deficiencies in order to remain in compliance with this Agreement. For providers who fall below the acceptable score, an improvement plan with a timeline for corrections will be made at the exit interview. The Provider is aware of and acknowledges that it is the responsibility of the provider to comply within the allotted timeline.
10. Participate in the SR Child Screening Process designed to identify children in need of further evaluation for special needs (Section 411.01(5)(c)2. c, Florida Statutes. The Provider is responsible for ensuring that all children whose care is funded by SR and who have parental consent receive a developmental screening as required by the Coalition. The Provider is required to complete the Ages and Stages Questionnaire for each child, five years old and under: a) within forty-five (45) days of entry into your program and b) during the child’s month of birth for each year following, and agree to submit the results of the questionnaire to the Coalition as directed.
11. Participate in the pre/post SR Child Assessment Process (Section 411.01(5)(c)2.d, Florida Statutes). The Provider is required to conduct child assessments as identified by the Coalition. The Provider is required to complete the Portage pre-assessment tool for all School Readiness children care levels infant through pre-k 5 by October 1, 2012. Portage post assessments will be completed on these same children by April 15, 2013, and agree to share these results with the child’s parents, and to submit the results of these assessments to the Coalition as directed. The Provider is also required to incorporate the outcomes from the Portage assessments into each child’s school readiness instruction.
12. Ensure Special Needs children are provided or referred. Provider agrees to coordinate with the Coalition to ensure that children who have family consent and are identified with special needs are provided or referred to the needed therapeutic services in the children’s natural environments.
13. Provide parental access and support family involvement (45 CFR 98.31; Section 411.01(2)(a), Florida Statutes). Parents or guardians must be afforded unlimited access to their children in SR Programs and provided with information and activities that involve them in decisions about their child’s growth and development, recognizing them as a child’s first teacher.
14. Ensure SR Staff meet all professional development requirements (Sections 402.302 and 402.305, Florida Statutes). Directors and staff must meet all training and education requirements and participate in the professional development registry.
2 of 11 15. To provide basic parental training to encourage parental involvement in the child’s pre-school or school education, to promote family literacy, and to provide documentation of such to the Coalition if requested.
16. To provide activities to foster brain development in infants and toddlers, where applicable.
17. To provide an environment rich in language and music, filled with objects of various colors, shapes, textures and sizes to stimulate visual, tactile, auditory, and linguistic senses in the children. This must include at least thirty (30) minutes of reading to the child each day.
18. To return to the Early Learning Coalition of Putnam and St. Johns Counties any curricula, materials, or unused supplies provided to you by the Early Learning Coalition of Putnam and St. Johns Counties in the event your program closes operations.
19. I acknowledge that I have been made aware of FS 790.174(1), which requires that a person who stores or leaves a loaded firearm where a minor is likely to gain access to the firearm without lawful parental permission must keep that firearm in locked box or other container, or secure it with a trigger lock. I realize that as a citizen of the State of Florida, I am required to comply with this statute.
III. PROGRAM ELIGIBILITY AND ADMINISTRATION
15. Meet and maintain state and local (if applicable) health and safety requirements in accordance with federal, state, and local requirements, statutes, and rules.(Section 411.01(5)(c)2.f., Florida Statutes). The Provider must comply with all pertinent state and local health and safety requirements, including background screening, prevention and control of infectious diseases, childhood immunizations, building and physical premises safety, and minimum health and safety training. These requirements for a “healthy and safe environment” are applicable to all SR Providers, including unlicensed or license-exempt Providers.
16. Provide business information and updates of any changes in a timely manner. The Provider must provide program and business information for inclusion in the Child Care Resource and Referral Network and is responsible for ensuring that the Coalition has up-to-date business and contact (including emergency contact) information. The Provider is required to report any changes in contact or program information within two (2) business days. Permanent business closings must be reported at least 30 days prior to changes. Temporary emergency closings must be reported immediately.
17. Maintain a working landline or corded telephone. The Provider is required to have a working landline or corded telephone available to make and/or receive phone calls at all times children are in care.
18. Maintain access to a working email address. The Provider is required to provide and monitor on a weekly basis a working email address for sending and receiving communications from the Coalition.
19. Maintain record. (411.011, Florida Statutes). The Provider is required to maintain records for audit purposes for five (5) years and allow Coalition staff and/or representatives access to SR records upon request. In the event that the Provider closes its business, SR records must be maintained for five (5) years for future audit purposes. Parents must be given access to their children’s records upon request.
3 of 11 20. Allow access to the SR Program and provide records as requested. The Coalition is responsible for monitoring SR Programs compliance with the requirements of this Agreement and must be afforded full access to all areas of the Provider’s site. SR records may be audited at any time during regular business hours, and the Provider is responsible for notifying the Coalition if records are maintained at a site other than where the SR Program is provided.
21. Comply with state child abuse and neglect reporting requirements. The Provider is responsible for ensuring staff are knowledgeable and follow guidelines relative to child abuse and neglect reporting. If at any time an employee of the Provider is aware of or suspects that child abuse, neglect, or any other event reportable under Section 39.201, Florida Statutes, (incorporated by reference) has occurred, the employee is required to immediately report the known or suspected abuse or neglect to the Abuse Hotline at (800) 962-2873 via the Child Abuse Registry. The Coalition is also to be informed of the matter within one (1) hour of reporting to the Child Abuse Registry.
22. Report unusual incidents to the Coalition. The Provider is required to report unusual incidents to the Coalition within one (1) hour of learning of the incident and to submit a written report to the Coalition within three (3) business days. An unusual incident is any event involving the health and safety of children under the Provider’s care event that may place the Provider or the Coalition at risk of adverse media attention. Examples of unusual incidents include, but are not limited to: accusations of abuse or neglect against the Provider or the Provider’s staff; criminal activity on the part of the Provider or the Provider’s staff and serious accidents involving children or staff at the Provider’s site or on field trips.
23. Abide by provisions of the “Rilya Wilson Act” (Section 39.604, Florida Statutes). A Rilya Wilson child is defined as any child receiving school readiness services as a result of an open abuse and neglect case and the child is three (3) years of age to kindergarten entry. The Provider caring for a child in the Protective Supervision Program must immediately (within 24 hours) notify the local designated staff of the Department of Children and Families (DCF) or community-based care agency of any unexcused absence or seven (7) consecutive days of excused absences, (352)955-5069 Putnam Co. or (904)726-1527 St. Johns County. Additionally, the Provider is required to report all SR children under Protective Services who have 5 consecutive unexcused absences or 7 excused consecutive absences to the Protective Services caseworker, and maintain documentation of such.
IV. CHILD ELIGIBILITY AND ENROLLMENT
24. Enroll children for the SR Program only with written authorization from the Coalition. The Provider must have enrollment authorization, as outlined in the Coalition Policies, prior to being eligible for reimbursement.
25. Monitor eligibility status. The Provider is only paid for children eligible and approved for services and is responsible for monitoring the ending date of eligibility identified by the Coalition.
26. Maintain daily sign-in and sign-out sheets and submit accurate monthly attendance documentation. The Provider is required to document attendance on a daily basis, accurately document absences, and review and submit monthly attendance to the Coalition. The sign-in and sign-out sheets must include the name of the provider, the date (month, day and year), name of the child, times in and out, and complete signature of the parent or person authorized by the parent to pick the child up or bring them to care. Each child must be listed on the sign-in and sign-out sheets by their legal first and last name and must be signed for individually. The Provider agrees to maintain these records for 5 years for audit purposes. These documents will be periodically monitored by the Coalition. The Provider agrees to supply a sample of the parent sign-in and sign-out logs for verifying 4 of 11 child attendance, for pre-contract period approval. The Provider agrees to utilize the Coalition-developed parent sign-in and sign-out logs, if the log submitted for approval is deemed unacceptable by the Coalition. The Provider is aware of and acknowledges that any attendance monitoring infractions will result in financial penalties.
27. Notify the Coalition of child absences (F.A.C. 60BB,4.500 (2) (c)). The Provider is required to notify the Coalition of any child with five (5) consecutive days of absence with no contact by the parent. The Provider is also required to notify the Coalition of the tenth (10th) unexcused absence within a month for any SR child.
28. Protect the confidentiality of child and family information (Section 411.011 (1), Florida Statutes). The Provider must have all staff complete confidentiality agreements and have processes in place to protect the privacy of child and family information. Confidential information associated with the SR Program should only be available to the Provider, the parent/guardian, the Coalition or its representative, the Agency for Workforce Innovation, and federal agencies as required for audit and research information.
29. Comply with nondiscrimination policies (45 Code of Federal Regulations 98.46). The Provider may not refuse to admit a child for enrollment or discriminate against a parent or child based solely on the grounds of race, color, national origin, disability, or religion.
V. COMPENSATION AND FUNDING
30. Accept the reimbursement rate established and approved by the Coalition. The Provider is paid based on budget availability, the Provider’s current rates, family eligibility, and the reimbursement rate established and approved by the Coalition. Rates may differ for individual children. The Provider is required to provide information concerning its published private child care rates and report any changes in their Gold Seal status. The total payment received by the Provider for a child whose care is funded by SR, including any Gold Seal differential, Coalition-approved parent fees, and subsidy shall not exceed the private rate charged by the Provider for a private pay child.
31. Review the Monthly Reimbursement Statement. Provider agrees to review the reimbursement summary provided with the monthly reimbursement statement. Provider agrees to immediately report any discrepancy, overpayment, or underpayment.
32. Collect parent fees. The Provider is responsible for collecting any fee from the parent/guardian that is designated by the Coalition to be paid by the parent/guardian. Designated fees are automatically deducted from the Provider’s monthly reimbursement payment.
33. Complete direct deposit paperwork. The Provider is required to establish a method of direct deposit in order to receive payments from the Coalition and follow payment procedures. The Provider is required to submit all required attendance records to the Coalition by the 3rd business day of each month.
34. Return of funds. The Provider must follow payment procedures adopted by the Coalition and must agree to return to the Coalition any funds received as a result of error and/or overpayment within the required timelines.
35. Follow holiday and closing policies. The Provider is required to submit with this Agreement their holidays and closings, up to 12 days annually, and understands that reimbursement for these closing dates will only be received for qualified children. 5 of 11
36. Maintain a Continuity of Operations Plan. The Provider is required to maintain a plan that identifies the steps to be taken in the event of an emergency or natural disaster that may affect the safety of children and staff. The Coalition will provide compensation for closures due to natural declared disasters as recognized by the Agency for Workforce Innovation.
VI. NON-COMPLIANCE AND TERMINATION
37. Allow inspections for compliance. The Provider is required to allow access and cooperate with the Coalition or its representatives and the Agency for Workforce Innovation to inspect and monitor the SR Program in accordance with the Coalition Plan and copy records pertaining to the SR Program during all business hours.
38. Comply with terms of this Agreement. Provider agrees the Coalition may require corrective action, withhold funds, or terminate this Agreement if the Provider fails to comply with the requirements of federal, state, and local laws, federal regulations, Agency rules, regulations and policies, or this Agreement. If Provider refuses delivery of the notification (by any method), the Coalition shall document it and may terminate this Agreement. Actions taken under this paragraph are subject to dispute resolution as described in this Agreement. See Section VII.
39. Agree to termination due to lack of funding. The Provider and the Coalition recognize that federal and state funding is the primary source of support for the SR Program and that this Agreement may be terminated due to lack of funding with 24-hour notice.
40. Agree to termination upon mutual consent. The Provider and the Coalition may agree to terminate this Agreement by mutual consent. Written notice of termination must be given and alternative arrangements for uninterrupted services for children served under this Agreement shall be made at least 30 calendar days before the termination date.
41. Comply with Coalition decisions to terminate. The Provider understands that the Coalition has the right to terminate the Agreement at any time for Cause. “Cause” is defined as: (a) Action, or lack of action, which threatens or potentially threatens the health, safety or welfare of children; (b) The failure to comply with the terms of the Agreement or policies, laws, rules, or regulations referenced therein, or the violation of any laws, rules, or regulations regarding SR promulgated by the State of Florida; (c) Acts of fraud or other forms of misconduct that threaten the integrity of the SR Program or Coalition; and/or (d) any other issue that the Coalition deems inconsistent with Coalition policies. Termination for cause as identified as (a) (Action, or lack of action, which threatens or potentially threatens the health, safety or welfare of children) may be made with 24 hour notice. Termination for other cause (b-d) may be made with 30 days notice.
42. Maintain a child care license. The Coalition may immediately terminate this Agreement upon revocation/suspension/termination of Provider’s licensure or accreditation or under Provider’s ability to legally operate, as applicable.
43. Failure to comply with the terms of the Agreement. If a Coalition terminates the Provider’s Agreement for any reason other than intentional misrepresentation (see #44), the Provider is disqualified from receiving SR funding for a minimum period of 12 months unless otherwise noted by the Coalition in writing.
6 of 11 44. Intentional misrepresentation. If after investigation the Provider has intentional misrepresented enrollment or attendance for funds related to the SR programs, the Coalition shall permanently disengage services of that Provider.
45. Engaging in misrepresentation. Provider agrees that they shall not use their position as a SR Provider to engage in any activity, or be a party to, any form of deception, misrepresentation, falsification, fraudulent or unlawful behavior in order to affect a personal gain, or the personal gain of any relative, friend or business associate.
VII. DISPUTE RESOLUTION
46. Follow procedures regarding the right to appeal. The Provider has the right to appeal after exhausting all possible contract remedies according to the dispute resolution policies of the Coalition. Rights to appeal and the dispute resolution policies and procedure as incorporated by reference and may be accessed at the Coalition website.
47. Agree to litigation venue. The parties acknowledge that this contract shall be construed and enforced in accordance with the laws of the State of Florida. The parties further agree that any litigation brought arising out of this contract will be brought in Putnam County, Florida, and not in any other state or county.
VII. INDEMNIFICATION AND INSURANCE
48. Accept liability for actions of agents, employees, partners. The Provider is fully liable for the actions of its, agents, employees, partners and shall indemnify, defend, and hold harmless the Coalition, the Agency for Workforce Innovation, and their officers, agents, employees and sub-contractors from suits, actions, damages, and costs of every name and description, including reasonable attorneys’ fees, arising from or relating to personal injury and damage to real or personal tangible property to the extent caused by the Provider, its agents, employees, partners, sub contractors. If the Provider is a county government, public school, or school district, this paragraph is limited to the extent required by section 768.28, Florida Statutes.
49. Maintain child care liability insurance. The Provider is required to furnish written evidence of sufficient Child Care Liability Insurance coverage, including coverage of transportation of children (if SR children are transported by the program), and provide certification that the Coalition is named as an additional insured on the policy. Required liability thresholds are set by the Coalition.
IX. COALITION RESPONSIBILITIES
50. Adhere to fraud reporting requirements. The Coalition and its representatives are required to report to appropriate agency Law Enforcement Agency for further investigation cases where there is sufficient reason to believe that a Provider has knowingly provided or submitted any fraudulent information.
51. Uphold regulation standards. The Coalition and its representatives will report any identified regulation deficiencies to the appropriate Law Enforcement Agency, local licensing authorities, accrediting bodies, or related state or federal agencies.
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52. Support the provision of quality SR services. The Coalition supports all licensed and license-exempt public and private centers, family child care homes and informal child care providers in the provision of quality SR services. The Coalition will provide training, technical assistance, and other means of support to any Provider who would like help in meeting these quality standards as funding is available and according to Coalition Plan priorities.
53. Uphold this Agreement. The Coalition and its representatives will monitor compliance of all requirements of this Agreement, and contingent upon funding, will provide information and assistance as specified in this Agreement.
54. Understand and agree to Coalition’s right to monitor. The Provider understands and agrees the Coalition has the right to monitor the Provider’s compliance with the Provider Agreement, legal requirements and Coalition policies. The Coalition will review the Provider’s compliance and evaluate the Provider’s past and present performance when considering renewal.
X. ADDITIONAL TERMS AND CONDITIONS
55. Severability. If any provision of this Contract is held to be unenforceable by a court of competent jurisdiction, the remaining terms and conditions remain in full force and effect.
56. Contacting the Coalition. The representative for the Coalition or designee for this Agreement is Teresa Matheny who can be contacted at the Early Learning Coalition of Putnam and St. Johns Counties, Inc. primary service provider, Episcopal Children’s Services telephone 904-726-1500 ext. 247, e- mail [email protected].
The representative of the Provider responsible for the administration of the program under this Agreement is:
Name Address Telephone Email
In the event that either party designates different representatives after execution of this Agreement, notice of the name and contact information of the new representative will be rendered in writing to the other party within ten (10) days of change and said notification attached to originals of this Agreement.
57. Failure to exercise. The failure of the Coalition to exercise any of its rights or to enforce any of the provisions of this Agreement on any occasion shall not be a waiver of such right or provision, nor affect the Coalition's rights thereafter to enforce each and every provision of this Agreement.
8 of 11 58. Acting as an independent contractor. The parties each acknowledge that it is acting as an independent contractor. Neither party, nor any of their respective representatives, employees or agents shall be construed to be the agent, employee, servant or representative of the other, and neither party shall have the power and authority to act on behalf of or bind the other party.
59. Execution of Agreement. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which shall constitute one and same instrument.
60. This Agreement constitutes the only Agreement, and supersedes all prior Agreements and understandings both written and oral, among the parties with respect to the subject matter hereof. All Attachments hereto are a material part of this Agreement and are incorporated by reference. This Agreement, including any Attachments hereto, may not be amended or modified, except in writing and signed by all parties to this Agreement.
XI. COMMITMENT OF INTENT
The Provider agrees to tell the truth on all information. Provider acknowledges that providing information in order to obtain benefits, payments or reimbursement to which they are not entitled, or to increase the benefits, payments or reimbursements, is unlawful. Provider understands that if they knowingly provide false information, omit requested information, sign inaccurate attendance documents or fail to promptly report changes which could directly affect eligibility as a school readiness provider, the following could occur: (a) Provider may be required to pay back unauthorized payments and/or denied further participation in the program; and (b) Provider may be referred to the Department of Finance, Public Assistance Fraud Division for further investigation.
It is understood that by signing this Agreement, the Provider acknowledges they are in full compliance with all applicable laws, rules, and policies of the Coalition.
The Provider or Provider’s authorized representative hereby acknowledges that he/she has read and understands the Provider Agreement and that the Provider agrees to comply with the terms and conditions for provision of SR services as provided herein and in any referenced materials and attachments. This Agreement is not transferable and non-assignable upon sale or assignment of the Provider’s business. SR Services must be provided at the identified address(es) .
Florida’s Office of Early Learning (“OEL”) has issued a public notice of a proposed administrative rule that would mandate the use by all early learning coalitions of a standard statewide form that must be used by early learning coalitions when contracting with School Readiness Program providers. To the extent any such OEL rule mandating the use by early learning coalitions of a form contract with School Readiness Program providers becomes final or OEL takes any other action which results in a mandate upon early learning coalitions to use a statewide form contract when contracting with School Readiness Program providers, the Coalition shall have the right to terminate this Contract upon sixty days written notice to the Provider. This Contract and the obligations hereunder shall be terminated as of the day set forth in the notice from the Coalition to the Provider.
IN WITNESS THEREOF, the parties have caused this 10 page Agreement including accompanying Attachments 1-3 to be executed by their undersigned officials as duly authorized.
______9 of 11 Name of Provider (please print) Title ______Signature of Provider or Authorized Representative Date
Provider Social Security or Federal Identification number: ______
______Coalition (print name) Title ______Signature of Coalition Executive Director Date ______Print Name
Attachment 1 GENERAL ASSURANCE CERTIFICATION The Agency for Workforce Innovation and the Coalition are mandated to provide oversight and establish policies for SR funding (Section 411.01, Florida Statutes). Pertinent rules and regulations that SR Providers are required to adhere to under this Agreement may be accessed at the following websites:
The following are incorporated by reference:
Federal Child Care Development Funds Laws (45 Code of Federal Regulations 98): http://www.access.gpo.gov/nara/cfr/waisidx_02/45cfr98_02.html
Florida School Readiness Laws (Chapter 411, Florida Statutes) and Rules (Chapters 60BB-4 and 60BB-8, Florida Administrative Code; Florida Child Care Development Fund Plan): http://www.floridajobs.org/earlylearning/IMPI.html
Child Care Licensing Standards and Information (Section 411.01, Florida Statutes; Chapter 402, Florida Statutes; Chapter 65C-22, Florida Administrative Code, for centers and Chapter 65C-20, Florida Administrative Code, for family child care homes), as applicable: http://www.dcf.state.fl.us/childcare//laws.shtml
Local Child Care Licensing Standards and Information, as applicable. License exempt programs are expected to comply with all licensing requirements including the use of age appropriate discipline.
Rilya Wilson Act (Section 39.604, Florida Statutes)
Local Coalition Plan – School Readiness (also referred to as Early Learning) Laws charge the Coalition with development of a local plan to establish priorities and services based on a local needs assessment. An addendum to this Agreement may be attached that details the Coalition Plan priorities and services reflecting local needs and resources. The Coalition Plan and its corresponding policies are incorporated by reference.
Adult and Child Care Food Program – Providers participating in this program must comply with all provisions: http://www.fns.usda.gov/cnd/Care/Regs- Policy/Regulations.htm
10 of 11 Attachment 2 The Provider executes this Agreement on behalf of multiple SR sites, whose physical addresses are listed below.
Attachment 3 The name of the Provider’s developmentally appropriate curriculum is: The name of the Provider’s character development program or curriculum is:
11 of 11 ELC of Putnam and St. Johns Counties School Readiness Informal Provider Agreement (Attachment 1.9.3.B)
Early Learning Coalition of Putnam and St. Johns Counties 2012 – 2013 Informal Provider Agreement Name of Provider:______
Address:______Street City State Zip Code
This is a legally binding agreement that covers services provided to all children in your care funded through the Early Learning Coalition of Putnam and St. Johns Counties acting through its subcontracted primary school readiness service provider (Episcopal Children’s Services, or “ECS”). Please read carefully before signing. Florida Statute (Section 411.01) or any other applicable State laws established service requirements for all publicly funded school readiness programs. By accepting this voucher, you are agreeing to the following requirements of Florida law and the Early Learning Coalition of Putnam and St. Johns Counties.
1. To provide a safe, nurturing and age appropriate environment that is conducive to early learning. 2. To afford parents unlimited access to their child and their caregivers during normal hours of provider operation and whenever their child is in your care. 3. To offer a character development program for the child to develop basic values. (Name is listed on Attachment 1) 4. To offer a developmentally appropriate school readiness curriculum for the child. (Name is listed on Attachment 1) 5. To complete the Ages and Stages Questionnaire for each child, five years old and under: a) within forty-five (45) days of entry into your program and (b) during the child’s month of birth for each year following. You agree to submit the results of the questionnaire to the Coalition as directed. 6. To (a) complete the Portage pre-assessment tool for all School Readiness children care levels infant through pre-k 5 by October 1, 2012, (b) complete the Portage post-assessments on these same children by April 15, 2013, and (c) to share these results with the child’s parents and submit the results of these assessments to the Coalition as directed. 7. To incorporate the outcomes from the Portage assessments into each child’s school readiness instruction. 8. To maintain proper immunization records and to comply with Coalition health standards, screenings and referral processes. 9. To maintain accurate attendance records for the child. The sign in and out sheet must include the name of the provider, the date (month, day and year), name of the child, time in and out, and complete signature of the parent or person authorized by the parent to pick the child up or bring them to care. Each child must be listed on the sign in and out sheet by their legal first and last name and must be signed for individually. You agree to maintain these records for 5 years for audit purposes. These documents will be periodically monitored by the Coalition’s subcontracted primary school readiness service provider (ECS). 10. To supply a sample of the parent sign-in and sign-out logs for verifying child attendance, for pre-contract period approval. To agree to utilize the Coalition-developed parent sign-in and sign-out logs, if the log submitted for approval is deemed unacceptable by the Coalition/ECS. 11. To be aware of and acknowledge that any attendance monitoring infractions will result in financial penalties. 12. To submit monthly attendance reports by the established deadlines for your reimbursement as directed by the Coalition’s subcontracted primary school readiness service provider (ECS). 13. To allow ECS staff access to your home to monitor health and safety issues. Page 1 of 3 14. To ensure the confidentiality of the child’s records. Information associated with school readiness services shall only be available to the provider, the legal parent (or legal guardian), and duly designated representatives of the Office of Early Learning, Early Learning Coalition of Putnam and St. Johns Counties and the Coalition’s primary school readiness service provider (ECS). 15. To collect any registration, activity, transportation, late-pick-up fees, and the portion of the reimbursement rate offered by the Coalition designated as parent fees directly from the parent. 16. To have completed the Florida Abuse Hotline Records Check for all members of the provider’s household and based on the findings have received approval to offer care by the Coalition or its contractor (ECS) prior to beginning care for which the provider will receive public funding for child care services. 17. To successfully complete the 6-clock-hour training on the family childcare home rules and regulations offered through the Department of Children and Families. 18. To maintain an e-mail address and check it at least once a week and to set security settings to allow email messages from the Coalition website (www.elcpsj.org) and ECS website (www.ecs4kids.org), as both the Coalition and ECS will provide important information by e-mail from time to time. 19. To be aware of, acknowledge, and comply with FS 790.174(1), (as a requirement of being a State of Florida citizen), which requires that a person who stores or leaves a loaded firearm where a minor is likely to gain access to the firearm without lawful parental permission must keep that firearm in locked box or other container, or secure it with a trigger lock. 20. Florida’s Office of Early Learning (“OEL”) has issued a public notice of a proposed administrative rule that would mandate the use by all early learning coalitions of a standard statewide form that must be used by early learning coalitions when contracting with School Readiness Program providers. To the extent any such OEL rule mandating the use by early learning coalitions of a form contract with School Readiness Program providers becomes final or OEL takes any other action which results in a mandate upon early learning coalitions to use a statewide form contract when contracting with School Readiness Program providers, the Coalition shall have the right to terminate this Contract upon sixty days written notice to the Provider. This Contract and the obligations hereunder shall be terminated as of the day set forth in the notice from the Coalition to the Provider.
I have read and understand the terms and conditions of this Agreement. I agree to the terms and conditions outlined as written. I am legally authorized to obligate my business (school readiness program) to the terms and conditions of this Agreement. I understand that the Coalition could terminate this Agreement (with 10 days notice) if ALL terms and conditions are not met. This Agreement is effective from the date of signature by the provider and valid through June 30, 2013.
______Signature of Informal Provider Date Printed Name
Page 2 of 3
Early Learning Coalition of Putnam and St. Johns Counties 2012-2013 Informal Provider Agreement Attachment 1
The name of the developmentally appropriate curriculum that my center or family child care home uses is:
The name of the character development program or curriculum that my center or my family child care home uses is:
I understand that as I choose to change curriculums or character development programs, I must inform the Coalition by completing a new Attachment 1 amending this provider agreement.
______Name of Childcare Center / FCCH
______Signature of Childcare Provider - Owner or Director Date
______Signature of ELC or ECS Education Staff Member Approving Date
Page 3 of 3 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
SRBR03 SCHOOL READINESS ATTENDANCE MONITORING PLAN
Policy and Procedures
Policy:
The purpose of this plan is to establish the policy, guidelines and operational procedures the School Readiness Program will implement for attendance tracking and validation. The primary goal of attendance monitoring will be to discover where the needs for technical assistance exist and to supply it. Additionally, ECS must ensure child care providers are keeping verifiable records of attendance and the totals on the records are in agreement with the attendance sheets submitted to the agency for child care reimbursement. Therefore, all ECS staff doing attendance monitoring will work with the providers to assure that they have the training to correctly document attendance and submit accurate requests for reimbursement.
The information in the monitoring process is confidential and all representatives of the agency involved will adhere to the School Readiness policy on client/provider confidentiality. Detailed information regarding the results of attendance monitoring will be made available for Coalition review as requested.
PROCEDURES
Episcopal Children’s Services is required by the ELC of CNBB and the ELC of Putnam / St. Johns Counties to verify attendance by monitoring 50% of child care arrangements annually. All programs are monitored once every two years. ECS may also select a provider at any time for monitoring if there is a concern. Effective July 1, 2011, the following procedures will be followed:
A. Random selection process (for Sampling Method A) – the Provider Services Manager will be responsible for the selection of providers for monitoring. She will select 50% of providers from the following areas: licensed child care centers, licensed family child care homes, registered and informal family child care providers, any legal child care arrangement, faith based child care centers, and school operated programs. Providers will be monitored for any of the prior three months for the review process. Providers in this selection process will be monitored using the In Depth Monitoring process or Follow-up Monitoring process.
1 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
The In Depth Monitoring process will be used for new providers or providers that have not had all of their attendance for a specific month reviewed. The Follow-up Monitoring process will be used to monitor provider’s that have had an In Depth Monitoring and received an Attendance Monitoring Report since July 2011. This information will be maintained in a control file for each contract period. The random selection process will ensure fairness in the process.
B. Monitoring staff - the staff to conduct monitoring will be the Provider Services staff. Monitorings may take place in the ECS office or on-site. 1) Providers chosen for the In Depth Monitoring process will have a monitoring request included in the reimbursement packet sent to the provider on the 20th of the month. The request will be sent via certified mail. The notice will allow providers 15 calendar days to make available copies of their sign-in & sign-out sheets. If required, a second notice will be mailed to the provider certified, allowing an additional 5 business days for providers to comply. The VP of Family & Provider Services and the Coalition Executive Director will receive a carbon copy of the second notice. Noncompliance with requests will result in collection of payment for the month for which the monitoring is being requested. Once sign in/out sheets are made available, the Provider Services staff has 30 days to complete the monitoring. 2) Providers chosen for the Follow-up Monitoring process will have a monitoring request included in the reimbursement packet sent to the provider on the 20th of the month. The letter will include the list of children being monitored and will be sent via certified mail. The notice will allow providers 5 business days to make available copies of their sign-in & sign-out sheets for the children listed. If required, a second notice will be mailed to the provider certified, allowing an additional 5 business days for providers to comply. The VP of Family & Provider Services and the Coalition Executive Director will receive a carbon copy of the second notice. Noncompliance with requests will result in collection of payment for the month for which the monitoring is being requested. Once sign in/out sheets are made available, the Provider Services staff has 30 days to complete the monitoring. 3) Once the monitoring has been completed, a copy of the Attendance Monitoring Documentation will be submitted to the Provider Services Manager by the Monitoring Staff with all observations documented in detail within (48) hours. The Provider Services Manager will then review the findings and forward a copy of the Attendance Monitoring Report with the outcome of the
2 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
monitoring to the provider within (10) days. If warranted, a corrective action plan prescribed by ECS for the provider will be included.
C. Corrective actions will name the policy(ies) the provider is not following along with copies of the attendance rosters and sign-in sheets if errors 1-4 of the Required Attendance Documentation are indicated. If the same error appears more than once, one example showing the error type will be sent. If two instances of noncompliance occur within the same year, funds will be recovered based on noncompliance issues found.
D. Monitor forms/letters-The Provider Services Manager will train the monitoring staff on how to properly complete the Post Monitoring Attendance Form. The Provider Services staff will complete the Attendance Monitoring Report and the reimbursement adjustment(s) and the Provider Services Manger will sign-off her approval. The ECS forms and letters to be used in the monitoring process are: 1) Attendance Monitoring Request Letter(s) 2) Attendance Monitoring Log 3) Attendance Monitoring Report 4) Reimbursement Adjustments
E. Required Attendance Documentation - Each provider must follow a “sign in/sign out” process, approved by the Coalition, and must keep copies of the sign in/sign out sheets on site to validate the attendance data. The process should explain how children are brought in and taken out of the child care program daily and how it is documented. Daily documentation must include, at a minimum, the following: 1) The sign in and out sheet should include the name of the provider, the date (month, day and year). If any of this information is missing, this will be evaluated on a case by case basis to determine if funds should be withheld. 2) Each child must have a separate sign in and out listing. The person signing the children in or out must sign for each individual child. A family cannot be grouped together and signed for with one signature and each child in a family must be signed for individually. 3) Each child must be listed on the sign in and out sheets by their legal first and last name, have the time in and out, and a full signature of the parent or person authorized by the parent to pick the child up or bring them to care. A full signature is defined as a first and last name, a first initial and last name or a first name and last initial. If someone other than the parent is picking the child up, we may also request a
3 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
copy of the document completed by the parent stating the other individuals authorized to pick up the child 4) All children, including Schoolagers and children arriving by bus, must be signed in and out. If a child arrives by bus, the teacher greeting the child or the bus driver must sign the child in and indicate the time of arrival. The person picking up the child must sign the child out and indicate the time of departure. If the child attends before and after school, additional fields must be added to the sign in/out sheet so that the child may be signed in and out twice a day. Alternatively, provider’s may use the transportation log as the sign in sign out documentation as long as it indicates on a per trip basis which children were picked up or dropped off by the bus and the driver signs the log for each trip. If your program is not transporting children to and from their school but have children leaving or arriving from school then teacher attendance rosters may be used. Parents picking up and dropping off their children still need to sign their children in and out according to the policy explained in this letter. 5) Payment for holidays is limited to days that the program is actually closed. If the attendance roster or sign in/out sheet reflects children in attendance, the provider will be paid for that day as regular day and children with more than three absences will not be reimbursed. 6) Attendance on rosters must match sign in/out sheets. Any discrepancies will be adjusted based on the sign in/out sheets. 7) Children must be signed in and out on a daily basis. If for any reason ECS suspects that sign in/out sheets have not been completed on a daily basis or appear fraudulent, they will be immediately forwarded to the OEL fraud department for further investigation. 8) Day School programs are allowed to submit automated attendance records taken by the teacher but must identify the program name, Child’s legal name, Child DOB, and the date (month, day, and year). 9) Electronic attendance methods are acceptable, provided required documentation as listed above in #1-8 is provided electronically. 10) Providers must adhere to all state childcare capacity requirements.
F. In Depth Monitoring Process 1) If a family child care home is selected for attendance monitoring through the random selection process, all School Readiness children in the home will be validated by comparing the roster with the daily sign in/out sheets and state childcare capacity requirements will be monitored based on the information provided.
4 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
2) If a child care center is selected for attendance monitoring through the random selection process and 20% of the enrolled children is less than 5 School Readiness children, a minimum of 5 children will be validated by comparing the roster with the daily sign in/out sheets. If there are less than 5 School Readiness children enrolled all School Readiness children in attendance will be validated by comparing the roster with the daily sign in/out sheets. If the error rate on the sample is less than 5%, observations are noted and the monitoring can be considered complete. If the error rate is greater than 5%, an additional 20% of the School Readiness children will be sampled. If the new combined rate is below 5%, observations are noted and the monitoring can be considered complete. If the error rate of the 40% sample exceeds 5%, 100% of the enrolled School Readiness children will be validated. 3) For centers or homes with greater than a 5% error rate after the monitoring of 100% of the enrolled School Readiness children is conducted and/or an instance of noncompliance, an additional monitoring will be completed within the next three months using the Follow-up Monitoring process. Prior to the second monitoring, the Provider Services Department shall provide technical assistance to provider on proper record keeping and acceptable verification. 4) If an attendance roster with 0 absences is marked for the sample month, using the random sample method, ECS will send a letter to parents of the children originally pulled for monitoring, asking the parents to verify in writing the perfect attendance for that month within 21 calendar days of the date the letter was sent. a) In the case of a parent failing to respond, staff may call the parent as time allows and if they do call the parent, documentation of the verbal verification will be accepted. However, contacting parent’s by phone is optional. If a parent does not respond, it will be assumed that the payment made was correct. b) If the parent’s response indicates that the roster was incorrect, ECS will request parental verification for all children for the sample month and will follow procedures listed in 1 and 2 above. Payment will be taken back from the provider, based on the parent’s response, for all children whose parents indicate the roster was incorrect. Standard attendance processing rules will apply.
G. Follow-up Monitoring Process
5 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
1) Providers will be monitored using this process if they have an error ratio greater than 5%, received a noncompliance letter for any of the other required attendance documentation reasons or if there is a concern with the provider’s attendance. 2) Providers selected will have 20% of children enrolled for the month reviewed based on the required attendance documentation. If it is found that they have remained in noncompliance with one or more of the issues previously found, payment will be taken back and their program will be monitored every 3 months using this process until their noncompliance issues are resolved.
H. Errors Resulting in the need for Payback/Over Payment 1) Funds will be recovered based on noncompliance issues found if the provider has received an Attendance Monitoring report in response to their In Depth Monitoring prior to the date of occurrence. 2) In the event the monitoring process indicates a program is either due additional payment or must reimburse the agency based on standard attendance processing guidelines, the Provider Services Staff will complete the reimbursement adjustments form and it will be sent along with the Attendance Monitoring Report. All concerns in regard to the adjustments will be directed to the Provider Services Manager and will be resolved within (10) working days. The following procedures will be followed: a) If after the monitoring is completed and ECS owes the provider additional money, the Provider Services Department will prepare appropriate forms and include the adjustment amount on the provider’s next reimbursement to be completed. b) If the provider owes ECS money they will be notified and the procedure below will be followed: 1) Adjustments will be made on the provider’s reimbursement that follows their 10 day resolution period. If the one month reimbursement does not satisfy the total due, it will be recouped from the following months until the amount of the adjustment is satisfied. 2) If no reimbursement is available for recoup, the provider will be billed the adjustment amount and repayment will be requested to be paid within (30) days. 3) If the request for reimbursement is not honored, ECS may choose to take appropriate legal steps to recoup the
6 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
money due (i.e.: small claims court, State Attorney’s office, and/or the Division of Public Assistance Fraud.) 3) School Readiness Provider Monitoring Policies & Procedures 4) 5) At the beginning of each fiscal year the Director of School Readiness runs an active CCMS provider listing and create a tentative schedule for the current fiscal year to complete all provider assessments/monitoring. 6) 7) Once the active providers are determined, a spreadsheet is created listing all active providers and the assessments they will receive. All non-public school-based providers serving preschool age children, with the exception of informal providers, will receive either a Classroom Observation Checklist or a Family Child Care Home Observation Checklist. 8) 9) Targeted centers (centers participating in the Accreditation /Enrichment Program) will additionally receive either an ECERS, FCCERS and/or ITERS. Informal Providers will receive a Health and Safety checklist annually. Non-public school schoolage-only exempt programs (ex. Boys & Girls Clubs) will also receive a Health and Safety checklist annually, if staffing levels allow. 10) 11) The Education Specialists then plan their year according to the types of assessments given. All ECERS, FCCERS, and ITERS are completed first because these assessments are given twice annually. The first assessment is given in the beginning of the fiscal year and the second is given at the end of the year as a pre and a post assessment. All checklist assessments are completed annually and throughout the year. 12) The Education Specialists update the spreadsheet monthly. SRED13 SR Attendance Sign in and out Sheet Review Procedures for Education Specialists 120111
Providers are required by section 16 of the School Readiness Provider Agreement to maintain accurate attendance records for all School Readiness children. ECS must ensure child care providers are keeping verifiable records of attendance and the totals on the records are in agreement with the attendance sheets submitted to the agency for child care reimbursement. Providers are required to submit these records when requested or possibly incur financial penalties.
Note: The Reimbursement Department will complete internal attendance monitoring based on policy SRBR03 ECS School Readiness Attendance
7 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
Monitoring Plan. The purpose of the Education Specialists reviewing the sign- in/out sheets during the environmental assessment checklists is to see if the providers are keeping daily attendance records of School Readiness children and to see if technical assistance is needed by the Reimbursement Department.
PROCEDURES
While completing an environmental checklist on each active CCMS provider annually, the Education Specialist is required to request and briefly review the current month’s School Readiness sign in and out sheets and complete the standard questions on the checklist regarding attendance records. The Education Specialist is to report any concerns and/or findings to the Reimbursement Department. The two scenarios below will explain how the Education Specialist is to report any concerns/ findings.
Scenario A. - The Sign in and Out Sheets are Supplied to Education Specialist - If the childcare provider is able to provide the sign in and out sheets, the Education Specialist will review the records and complete the following questions on the Classroom Observation Checklist under the section Provider Agreement Compliance Questions.
Provider follows sign in and out policy. 1. The sign in and out sheet must include the name of the provider, the date (month, day and year), name of the child, time in and out, and signature of the parent or person authorized by the parent to pick up or bring them to care. Yes___ No____ (if no, circle what is missing) 2. Each child must have a separate sign in and out listing. The person signing the children in or out must sign for each individual child. Yes____No____ 3. Each child must be listed on the sign in and out sheets by their legal first and last name. Yes____No_____
School agers must be signed in and out. 1. Are there school agers that attend? Yes____No____ 2. If yes, does the parent/guardian sign in at drop off and sign out at pick up? Yes____No____ 3. If yes, and the school ager arrives and/or departs by bus, is the teacher or the bus drive signing the child in and/or out indicating the time of arrival/departure? Yes ____No ____N/A____ (Note: the transportation log can be used as the sign in/sign out documentation as long as it indicates on a per trip basis which children were picked
8 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
up or dropped off by the bus and the driver signs the log for each trip. If your program is not transporting children to and from their school but have children leaving or arriving from school then teacher attendance rosters may be used.)
The results of this questionnaire will be documented on the Education Specialist’s Provider Assessment & Monitoring Schedule and reviewed by the Manager of Reimbursements or the Reimbursement Coordinator on a monthly basis to determine if technical assistance should be offered to the childcare provider or the Education Specialist.
Scenario B. – The Sign in and Out Sheets are not Supplied to Education Specialist - If the childcare provider is unable to provide the sign in and out sheets at the time of request, the Education Specialist will contact the Manager of Reimbursements or the Reimbursement Coordinator within 24 hours. The reimbursement staff will then contact the provider by phone advising them to submit the current month’s sign in and out sheets by fax immediately to the Reimbursement Department.
1. If the sign in and out sheets are received within a reasonable time frame, they will be reviewed using the above section from the Provider Agreement Compliance Questions and technical assistance will be given as needed.
2. If the sign in and out sheets are not received within a timely manner or not received at all, a “Non-compliance with Attendance Records” letter will be sent by certified mail stating the inability of ECS to reimburse for the questioned time frames due to non- compliance.
Any questions regarding the sign in and out policy can be directed to the Reimbursement Department for clarification.
SRED14 Immunization Check Procedures 07012012
During the assessment of exempt and informal providers, the Education Specialist will monitor children’s immunization forms to ensure the forms are up to date and received by the provider within 30 days of the child enrolling in their program. To find the children’s forms to monitor, the Education Specialist will run a report to find a list of SR children enrolled within 90 days of running the report. This report should be completed the same week as the visit to the provider to ensure up to date information is captured. Any immunization forms that are missing or found to 9 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
be expired will be brought to the attention of the provider. The specialist will add this finding to the provider’s action plan with a due date of 30 days from action plan review and the provider will need to submit proof to the specialist that the forms have been updated by that due date.
For licensed programs, the Education Specialist will monitor the provider’s compliance with DCF requirements for Immunization forms. The Education Specialist will review the most recent DCF inspection report for each provider the same week as the provider’s scheduled assessment. If the provider was in non-compliance for Immunization requirements, the Specialist will provide TA on the issue and document the TA given in case notes.
SRED08 ELC of PSJ DAP Character Development Curriculum Approval and Monitoring Process 080112 (Plan Element 4.3.1)
Annual provider registration sessions are held by the Coalition’s Primary Service Provider in the spring of each year prior to the beginning of the new fiscal year. During these sessions, providers sign their upcoming fiscal year’s provider agreement and all providers are required to provide the name of the character development curriculum that their child care program will be using during the contract’s fiscal year. The education staff then review the curriculums listed and approve as appropriate. If an education staff member is unfamiliar with the chosen curriculum, the staff member will note that they need to visually verify the character development curriculum to confirm that the core domains are included. The Coalition has a Developmental Appropriate Curriculum Policy which identifies which elements are required to be included in order for the curriculum to be considered developmentally appropriate. Providers are given the Coalition Developmental Appropriate Curriculum Policy and Procedures at the registration sessions and upon request.
The Coalition’s school readiness providers have used a variety of character development programs widely recognized as being appropriate. The ELC of Putnam and St. Johns Counties has not encountered a situation where a provider has not agreed to recommendations to use an appropriate program. Should such a case arise, the Coalition’s Executive Director will seek an informal solution to the situation. Should that fail, the ED will refer the matter to the Chair to be addressed at the next regularly scheduled Coalition meeting. The provider will be allowed five minutes to present evidence based on the Coalition Developmental Appropriate Curriculum Policy that its program meets the requirements of the school readiness program. A subject matter expert chosen by the ED will likewise have five minutes to present information to the Coalition. The Chair will determine when the Coalition has received enough 10 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
information to make a decision. The Chair will call for a vote on the matter at the Chair’s discretion, and the provider will be notified in writing of the Coalition’s final determination within ten days of the meeting at which the matter is presented.
The Coalition’s Primary Service Provider monitors school readiness providers annually. Program Assessment ensures that providers deliver services pursuant to school readiness program requirements, including the use of developmentally appropriate curriculum. All non-public school-based providers serving preschool age children, with the exception of informal providers, will receive either a Classroom Observation Checklist or a Family Child Care Home Observation Checklist. Targeted providers (Providers participating in our Enrichment Program) will additionally receive either an ECERS, FCCERS and/or ITERS assessment. Informal Providers will receive a Health and Safety checklist annually. Non-public school age-only exempt programs (ex. Boys & Girls Clubs) will also receive a Health and Safety checklist annually, if staffing levels allow.
At the beginning of each fiscal year, an EFS active provider listing report is ran to view the active school readiness providers for the current fiscal year. Once the active providers are determined, the Education Specialists create an Assessment and Monitoring Schedule to follow throughout the fiscal year (revising as needed). This document is used as a tool to ensure all active CCMS providers receive a formal assessment as well as monitor that all school readiness contract agreements pertaining to education are being fulfilled.
Once a schedule has been created, the Education Specialists visit all active providers and monitor them with the Classroom Observation Checklist or the Family Child Care Checklist, or the Health and Safety Checklist.
Before the Education Specialists assess a provider, they check the provider database for the type of curriculum that the provider listed on their current fiscal year’s School Readiness Contract.
During the monitoring, the providers are asked to confirm their current character development curriculum. If what is listed differs from what the provider is actually using, corrective action can be taken on-site by having the provider complete and sign the Curriculum Attachment Amendment. If the provider chooses not to take corrective action on site, the Director of School Readiness will be notified and a non-compliance letter will be written.
11 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
If the provider receives a letter of non-compliance and does not comply within the allotted time frame, the Executive Director of the ELC of Putnam and St. Johns Counties will be notified and appropriate action will be taken.
Providers scoring at unacceptable compliance levels and/or not yet fully complying with curriculum requirements will be given technical assistance. Periodic curriculum training is in the schedule of training events (dates are included in the quarterly training calendars) and technical assistance is offered to providers. Free or reduced cost on resource materials is made available to training attendees. The Coalition ensures that its Primary Provider offers a minimum of 80 training opportunities annually and follows by surveying provider satisfaction on its training to ensure the providers’ needs are met. The goal is to bring providers into compliance and better serve children and families.
SRED09 ELC of PSJ Developmentally Appropriate Curriculum Approval and Monitoring Process 071310 (Plan Element 4.2.1)
Annual provider registration sessions are held by the Coalition’s Primary Service Provider in the spring of each year prior to the beginning of the new fiscal year. During these sessions, providers sign their upcoming fiscal year’s provider agreement and all providers are required to provide the name of the curriculum that their child care program will be using during the contract’s fiscal year. The education staff then review the curriculums listed and approve as appropriate. If and education staff member is unfamiliar with the chosen curriculum, the staff member will note that they need to visually verify the curriculum to confirm that the core domains are included. The Coalition has a Developmental Appropriate Curriculum Policy which identifies which elements are required to be included in order for the curriculum to be considered developmentally appropriate. Providers are given the Coalition Developmental Appropriate Curriculum Policy and Procedures at the registration sessions and upon request.
The Coalition’s school readiness providers have used a variety of curriculums widely recognized as being appropriate. The ELC of Putnam and St. Johns Counties has not encountered a situation where a provider has not agreed to recommendations to use an appropriate program. Should such a case arise, the Coalition’s Executive Director will seek an informal solution to the situation. Should that fail, the ED will refer the matter to the Chair to be addressed at the next regularly scheduled Coalition meeting. The provider will be allowed five minutes to present evidence based on the Coalition Developmental
12 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
Appropriate Curriculum Policy that its program meets the requirements of the school readiness program. A subject matter expert chosen by the ED will likewise have five minutes to present information to the Coalition. The Chair will determine when the Coalition has received enough information to make a decision. The Chair will call for a vote on the matter at the Chair’s discretion, and the provider will be notified in writing of the Coalition’s final determination within ten days of the meeting at which the matter is presented.
The Coalition’s Primary Service Provider monitors school readiness providers annually. Program Assessment ensures that providers deliver services pursuant to school readiness program requirements, including the use of developmentally appropriate curriculum. All non-public school based providers serving preschool age children, with the exception of informal providers, will receive either a Classroom Observation Checklist or a Family Child Care Home Observation Checklist. Targeted providers (Providers participating in our Enrichment Program) will additionally receive either an ECERS, FCCERS and/or ITERS assessment. Informal Providers will receive a Health and Safety checklist annually. Non-public school age-only exempt programs (ex. Boys & Girls Clubs) will also receive a Health and Safety checklist annually, if staffing levels allow.
At the beginning of each fiscal year, an EFS active provider listing report is ran to view the active school readiness providers for the current fiscal year. Once the active providers are determined, the Education Specialists create an Assessment and Monitoring Schedule to follow throughout the fiscal year (revising as needed). This document is used as a tool to ensure all active CCMS providers receive a formal assessment as well as monitor that all school readiness contract agreements pertaining to education are being fulfilled.
Once a schedule has been created, the Education Specialists visit all active providers and monitor them with the Classroom Observation Checklist or the Family Child Care Checklist, or the Health and Safety Checklist.
Before the Education Specialists assess a provider, they check the provider database for the type of curriculum that the provider listed on their current fiscal year’s School Readiness Contract.
During the monitoring, the providers are asked to confirm their current curriculum. If what is listed differs from what the provider is actually using, corrective action can be taken on-site by having the provider complete and sign the Curriculum Attachment Amendment. If the provider chooses not to take
13 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Monitoring Tools (Plan Element 1.9.4.)
corrective action on site, the Director of School Readiness will be notified and a non-compliance letter will be written.
If the provider receives a letter of non-compliance and does not comply within the allotted time frame, the Executive Director of the ELC of Putnam and St. Johns Counties will be notified and appropriate action will be taken.
Providers scoring at unacceptable compliance levels and/or not yet fully complying with curriculum requirements will be given technical assistance. Periodic curriculum training is in the schedule of training events (dates are included in the quarterly training calendars) and technical assistance is offered to providers. Free or reduced cost on resource materials is made available to training attendees. The Coalition ensures that its Primary Provider offers a minimum of 80 training opportunities annually and follows by surveying provider satisfaction on its training to ensure the providers’ needs are met. The goal is to bring providers into compliance and better serve children and families.
14 SRBR03 ECS School Readiness Attendance Monitoring Plan ECS Billing & Reimbursement Policies & Procedures Created on: 4.23.07 Last Revision Date: 1.23.12 ELC of Putnam and St. Johns Counties Grievance Policies (Attachment 1.10.1)
THE EARLY LEARNING COALITION OF PUTNAM AND ST. JOHNS COUNTIES GRIEVANCE POLICY AND PROCEDURES The Coalition will handle grievances or complaints from participants (including providers and parents), contractors, employees, members, and other interested persons arising from actions taken by the early learning program as follows:
. Use of Existing Employee Grievance/Complaint Procedures. Any grievance by an employee of a contractor of the Coalition, arising out of actions taken with regard to Coalition-administered programs, shall be resolved using the employee grievance procedures established by the employing contractor.
. Coalition Employee Complaint Procedure. Any complaint by a Coalition employee shall be resolved utilizing the grievance procedure contained in the Coalition’s Personnel Polices.
• Board/Committee/Member Complaint Procedure. Any complaint by a Board member or Committee member must be made in writing and submitted to the Coalition’s Executive Director. The complaint shall be placed on the next regularly scheduled Board meeting agenda for discussion.
. Non-employment Related Complaints or Grievance Procedures. Any complaint or grievance, other than employment related grievances, by a participant, contractor, or employee of any entity or person implementing Coalition programs shall follow the complaint or grievance procedure of the agency, entity, or person offering or administering the services out of which the complaint or grievance arose in accordance with the procedures set out below.
1) Initial Complaint All non-employment related complaints or grievances by any participant, contractor, and/or employee must first be presented in writing to the agency or entity delivering that program in accordance with complaint or other grievance procedures established by that agency or entity. The complaint or grievance must be made in writing and addressed to the agency or entity with a copy to the Coalition.
2) Initial Agency/Entity Response The agency or entity shall respond to any complaint or grievance in accordance with their procedures, but within a time frame not to exceed 14 days of receipt of the complaint or grievance. The Coalition’s subcontracted agencies will maintain a record of any grievances and file a monthly report of the grievances to the Coalition.
3) Appeal of Initial Agency/Entity Response The aggrieved party must exhaust all appeal channels available within the established agency/entity grievance procedures. It is not anticipated that the Coalition will face
ELC of PSJ Grievance Policy AND ECS Grievance Policy Last Revision: 2.6.12
many problems that cannot be settled by the individual agencies. Therefore, the Coalition will act only in the event that those problems/grievances cannot be resolved. In such cases, the grievance procedures listed under item 4 will apply.
4) Complaint to the Coalition Board While it is the intent of the Coalition to make all decisions and actions based on the best interest of the community and its children, and to resolve problems through discussion and mediation, there may be instances where an individual/entity (including parents, providers or board members) believes that a decision or action has resulted in a complaint or grievance. In such instances, the Coalition and the individual/entity, who desires to file a grievance or complaint, will follow the following procedures:
The aggrieved party must submit written notice of the grievance, complaint, or appeal within 10 days of the Coalition action or decision. This written notice shall include the following:
• The specific Coalition/agency/entity action or decision. • The date that the action or decision occurred. • A detailed explanation of how the individual/entity was adversely affected by the action or decision, citing specific legislation, policy, procedure, statute, etc. that was violated. • The name, address, and telephone number of an individual who can act on behalf of the individual/entity. • Copies of all correspondence to any agencies and resolution thereof.
Upon receipt of the complaint, grievance, or appeal, the Board of Directors will review all information within 30 days of receipt of the complaint, appeal, or grievance. The Board of Directors is charged with the responsibility of reviewing all pertinent information and, based on the information, making a decision.
The Coalition Board will discuss and review the complaint, grievance, or appeal, and vote on the Board members’ recommendations for a decision. The Coalition shall notify the individual/entity of its decision within 10 days, in writing. The decision of the Coalition Board is final.
ELC of PSJ Grievance Policy AND ECS Grievance Policy Last Revision: 2.6.12
ECS Grievance Procedure Putnam, St. Johns, Clay, Nassau, Baker & Bradford Counties If you are unsatisfied with the service you have received from ECS, please follow these guidelines in filing a complaint.
Episcopal Children’s Services, ECS, encourages parents and service providers to resolve disputes/complaints on an informal basis. The Senior Vice President will consider complaints re- ceived either orally or in writing and resolve to find a solution to them within the confines of the ECS, Coalition’s and OEL’s policy whenever possible. If a grievance cannot be resolved infor- mally, ECS will arrange for a formal review and will seek a fair and timely resolution of the problem as outlined below. ECS will not discriminate against an aggrieved party for seeking resolution of a problem through the appeal procedure.
Issues Subject to Appeal: • Alleged discrimination because of race, color, religion, national origin, sex, age, marital or parental status, sexual orientation or handicap. • Alleged violation, misinterpretation, or inequitable application of the Coalition’s or ECS policies or procedures affecting the aggrieved party.
Review Procedure: If an aggrieved party is not able to satisfactorily resolve a dispute informally with ECS, or fails to resolve the issue within 5 business days after being informed of the complaint, the aggrieved party may request a review by submitting to the service provider a signed grievance statement. This must be done within 10 days following the event on which the grievance is based. The grievance statement must describe the nature of the grievance; the legislation, rule, regulation or policy of ECS that the individual claims has been violated; and the remedy or relief requested. The initiating party should forward copies of the statement, related correspondence and documentation to ECS. ECS will then convene a committee of members of the leadership team. The committee will give fair consideration to all the facts and will provide the aggrieved party with a written response within 10 business days of receipt of the grievance statement. The Senior Vice President will send the response to all parties who received copies of the grievance statement. If not satisfied with the Senior Vice President’s response, the complainant may, within 10 days following receipt of the response, file a written request for review of the grievance with the Chief Executive Officer (CEO) of ECS, or the Early Learning Coalition, ELC, whichever is appropriate. If the aggrieved party is an ECS employee or the subject matter of the complaint deals with company policies or procedures, the written request should be submitted to the ECS CEO. If the aggrieved party is a family or provider served by school readiness or VPK services provided through the ELC by ECS, the written request should be submitted to the ELC. The complainant must provide all concerned parties with copies of the request for review, the original grievance statement, and the Senior Vice President’s response. If the written request is submitted to the CEO of ECS, the CEO will schedule an interview with the aggrieved party as soon as possible and will give written notice of the time and place of the interview to the complainant. The CEO may choose to continue the interview at a
ELC of PSJ Grievance Policy AND ECS Grievance Policy Last Revision: 2.6.12 later date if he/she determines such continuances to be advisable. The interview will generally conform to the following format: • Opening statements by the complainant which summarize the problem, outline how the case will be presented, and state the relief or remedy sought. • Presentation of the case by complainant with questioning by the CEO. • At the discretion of the CEO there may be additional questioning of the principals or other witnesses to grievance. • Summations by the complainant. • If required, requests for further information by the CEO • Within 5 days after completion of the hearing, the CEO will provide a written decision to all concerned parties and that decision shall be final.
General Policies Concerning Grievances: • A decision made as result of a formal grievance hearing may apply to all similarly situated parties. In some cases, the decision will be relevant only to the complainant and will not serve as a precedent for establishing or changing any ECS policy or procedure. • Complainants are expected to exhaust the remedies available to them through ECS’s grievance procedures prior to instituting any proceedings regarding the subject matter of the grievance in any state or federal court or agency or with the ELC. If, prior to or subsequent to commencing a complaint under the ECS grievance procedure, a complainant files a related claim with a state or federal court or agency or with the ELC then ECS reserves the right to discontinue the grievance proceedings if, in its judgment, it determines that the continuation either will not conclude the case or will be unnecessarily duplicative. • A complainant may be accompanied by a representative of his/her/the entities choice at the formal appeal before the Hearing Committee. If a complainant intends to have an attorney act as the advisor, he/she/the entity shall so advise the ECS at least seven (7) days prior to the attorney’s appearance before the Hearing Committee. • Complainants are expected to comply with, and will be bound by, the time limits specified for each level of the grievance proceedings. Failure to comply with applicable time limits may result in a refusal to consider the grievance.
ELC of PSJ Grievance Policy AND ECS Grievance Policy Last Revision: 2.6.12
ELC of Putnam and St. Johns Developmentally Appropriate Curriculum Approval and Monitoring Process (Plan Element 4.3.1)
Annual provider registrations are held by the Coalition’s Primary Service Provider in the spring of each year prior to the beginning of the new fiscal year. During this time, providers sign their upcoming fiscal year’s provider agreement and all providers are required to provide the name of the curriculum that their child care program will be using during the contract’s fiscal year. The education staff then review the curriculums listed and approve as appropriate and in accordance with FOEL guidelines. The Coalition’s school readiness providers have used a variety of curriculums widely recognized by FOEL as being appropriate. Once FOEL’s School Readiness curriculum list is available, providers will need to choose a curriculum from that list to be effective on the first date of the new contract or as instructed by FOEL.
School Readiness providers serving preschool age children, with the exception of informal providers, school age exempt programs and School Readiness programs operated by public schools, will receive either a Classroom Observation Checklist or a Family Child Care Home Observation Checklist annually. All active School Readiness providers will be assessed with the provider contract assessment tool based on the FOEL approved provider contract. Informal providers and non-public school age-only exempt programs (ex. Boys and Girls Clubs) will receive a Health and Safety checklist annually.
At the beginning of each fiscal year, the Director of School Readiness runs an EFS active CCMS provider listing report to view the active school readiness providers for the current fiscal year. Once the active providers are determined, the Education Specialists create an Assessment and Monitoring Schedule to follow throughout the fiscal year (revising as needed). This document is used as a tool to ensure all active CCMS providers receive a formal assessment to monitor that all school readiness contract agreements pertaining to education are being fulfilled.
Once a schedule has been created, the Education Specialists visit all active providers and monitor them with the appropriate approved contract monitoring tool.
1 ELC of Putnam and St. Johns Developmentally Appropriate Curriculum Approval and Monitoring Process ECS SR Education Last Revised: 11/07/12 Before the Education Specialists assess a provider, they check the provider database for the type of curriculum that the provider listed on their current fiscal year’s School Readiness Contract.
During the monitoring, the providers are asked to confirm their current curriculum. If what is listed differs from what the provider is actually using, corrective action can be taken on-site by having the provider complete and sign the Curriculum Attachment Amendment. If the provider chooses not to take corrective action on site, the Director of School Readiness will be notified and a non- compliance letter will be written.
If the provider receives a letter of non-compliance and does not comply within the allotted time frame, the Executive Director of the ELC will be notified and appropriate action will be taken.
Providers in noncompliance and/or not yet fully complying with curriculum requirements will be given technical assistance. Periodic curriculum training is in the schedule of training events (dates are included in the quarterly training calendars) and technical assistance is offered to providers. Free or reduced cost on resource materials may be made available to training attendees. The Coalition ensures that its Primary Provider offers a minimum of 20 training opportunities annually and follows by surveying provider satisfaction on its training to ensure the providers’ needs are met. The goal is to bring providers into compliance and better serve children and families.
2 ELC of Putnam and St. Johns Developmentally Appropriate Curriculum Approval and Monitoring Process ECS SR Education Last Revised: 11/07/12 ELC of Putnam and St. Johns Character Development Curriculum Approval and Monitoring Process (Plan Element 4.3.2.)
Annual provider registration sessions are held by the Coalition’s Primary Service Provider in the spring of each year prior to the beginning of the new fiscal year. During these sessions, providers sign their upcoming fiscal year’s provider agreement and all providers are required to provide the name of the character development curriculum that their child care program will be using during the contract’s fiscal year. The education staff then review the curriculums listed and approve as appropriate. If an education staff member is unfamiliar with the chosen curriculum, the staff member will note that they need to visually verify the character development curriculum to confirm that the core domains are included.
The Coalition’s school readiness providers have used a variety of character development programs widely recognized as being appropriate. The ELC of Northeast Florida has not encountered a situation where a provider has not agreed to recommendations to use an appropriate program. Should such a case arise, the Coalition’s Executive Director will seek an informal solution to the situation. Should that fail, the ED will refer the matter to the Chair to be addressed at the next regularly scheduled Coalition meeting. The provider will be allowed five minutes to present evidence that its program meets the requirements of the school readiness program. A subject matter expert chosen by the ED will likewise have five minutes to present information to the Coalition. The Chair will determine when the Coalition has received enough information to make a decision. The Chair will call for a vote on the matter at the Chair’s discretion, and the provider will be notified in writing of the Coalition’s final determination within ten days of the meeting at which the matter is presented.
The Coalition’s Primary Service Provider monitors school readiness providers annually. Program Assessment ensures that providers deliver services pursuant to school readiness program requirements, including the use of developmentally appropriate curriculum. All non-public school-based providers serving preschool age children, with the exception of informal providers, will receive either a Classroom Observation Checklist or a Family Child Care Home Observation Checklist. Targeted providers (Providers participating in our Enrichment Program) will additionally receive either an ECERS, FCCERS and/or ITERS assessment. Informal Providers will receive a Health and Safety checklist annually. Non-public school age-only exempt programs (ex. Boys & Girls Clubs) will also receive a Health and Safety checklist annually, if staffing levels allow.
1 ELC of Putnam and St. Johns Character Development Curriculum Approval and Monitoring Process ECS SR Education Last Revised: 11/07/12
At the beginning of each fiscal year, the Education Specialists run an EFS active provider listing report to view the active school readiness providers for the current fiscal year. Once the active providers are determined, the Education Specialists create an Assessment and Monitoring Schedule to follow throughout the fiscal year (revising as needed). This document is used as a tool to ensure all active CCMS providers receive a formal assessment as well as monitor that all school readiness contract agreements pertaining to education are being fulfilled.
Once a schedule has been created, the Education Specialists visit all active providers and monitor them with the Classroom Observation Checklist or the Family Child Care Checklist, or the Health and Safety Checklist.
Before the Education Specialists assess a provider, they check the provider database for the type of curriculum that the provider listed on their current fiscal year’s School Readiness Contract.
During the monitoring, the providers are asked to confirm their current character development curriculum. If what is listed differs from what the provider is actually using, corrective action can be taken on-site by having the provider complete and sign the Curriculum Attachment Amendment. If the provider chooses not to take corrective action on site, the Director of School Readiness will be notified and a non-compliance letter will be written.
If the provider receives a letter of non-compliance and does not comply within the allotted time frame, the Executive Director of The ELC of Northeast Florida will be notified and appropriate action will be taken.
Providers scoring at unacceptable compliance levels and/or not yet fully complying with curriculum requirements will be given technical assistance. Periodic curriculum training is in the schedule of training events (dates are included in the quarterly training calendars) and technical assistance is offered to providers. Free or reduced cost on resource materials is made available to training attendees. The Coalition ensures that its Primary Provider offers a minimum of 80 training opportunities annually and follows by surveying provider satisfaction on its training to ensure the providers’ needs are met. The goal is to bring providers into compliance and better serve children and families.
2 ELC of Putnam and St. Johns Character Development Curriculum Approval and Monitoring Process ECS SR Education Last Revised: 11/07/12
ELC of Putnam and St. Johns Counties Community Needs Assessment (Plan Part 2 Section 3)
Community Needs Assessment –Putnam and St. Johns Counties
~ Updated 2012
Section 1. Vision
Response Assessment: Information Only
Coordinate services that allow all children to enter kindergarten healthy and ready to learn.
Section 2. Mission
Response Assessment: Information Only
To serve parents, caregivers and educators of children ages birth to pre-kindergarten by managing and evaluating early child care and early childhood education programs through a quality School Readiness delivery system in Putnam & St. Johns Counties
Section 3. Community Needs Assessment
Response Assessment: Ongoing Evaluation
General Description of the Service Area
Putnam County Putnam County is located in the state of Florida. As of 2010, the population was 74,364. Its county seat is Palatka, Florida. The county is centrally located between Jacksonville, Gainesville, St. Augustine, and Daytona Beach.
1
Putnam County was created in 1849. It was Florida's 28th county created from parts of St. Johns, Alachua, Orange, Duval, and Marion counties. The county was named for Benjamin A. Putnam, who was a soldier in the First Seminole War, a lawyer, Florida legislator, and the first president of the Florida Historic Society. Putnam died in the county seat of Palatka in 1869.
St. Johns County St. Johns County was created in 1821. As of 2010, the population was 190,039. It was named for St. John the Baptist. St. Johns County and Escambia County were Florida's original two counties with the Suwannee River being the boundary between the two.
Population and Population Trends The total populations of Putnam and St. John’s Counties have increased significantly over the past decade. The growth has been extremely significant in St. Johns County where the population has more than doubled over the last 20 years. St. Johns is the now the second fastest growing county in Florida:
1990 2000 2010 Percent County Population Population Population Increase Putnam 65,070 70,423 74,364 14.3% St. Johns 83,829 123,135 190,865 127.7% Source: United States Census Bureau
The 2009 populations of the incorporated cities and towns in the six counties are: • Crescent City city - population 1,782 • Hastings town - population 756 • Interlachen town - population 1,496 • Marineland town - population 13 • Palatka city - population 10,677 • Pomona Park town - population 796 • St. Augustine city - population 12,707 • St. Augustine Beach city - population 6,342 • Welaka town - population 788 Source: United States Census Bureau
The rapid population growth of the counties is reflected in the increase of children. The following table displays the 2010 population of children by age group and county:
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Age Groups Putnam St. Johns 0 to 4 4,689 10,106 5 to 9 4,506 12,371 10 to 14 4,675 13,207 Source: United States Census Bureau
Business and Industry
The economies of the two counties are increasingly diverse and growing. The largest industries and employers are:
St. Johns County Putnam County Industry Number of Number of Number of Number of (2009 NAICS Sector) establishments employees establishments employees Construction 506 2,153 175 721 Manufacturing 93 1,224 38 - Retail trade 750 8,528 243 2,711 Information 60 420 21 169 Real estate & rental & leasing 300 1,046 54 155 Professional, scientific & technical 761 2,239 107 316 Administrative & support services 320 1,845 69 1,110 Educational services 63 1,577 10 - Health care & social assistance 469 6,644 157 2,658 Arts, entertainment, & recreation 94 1,897 16 41 Accommodation & food services 443 8,641 99 1,178 Total - All Sectors 4,958 44,374 1,295 13,563 Sources: United States Census Bureau – 2009 Economic Census
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DEMOGRAPHIC MAKE-UP OF ELIGIBLE FAMILIES
Child Health and Well Being
Key indicators of child health and well being are the birth rates to teenage and young unwed mothers and the infant mortality rates. The teen birth rate for Putnam County is significant and more than twice the rate for St. John County.
Birth Indicators – 2009 Putnam St. Johns Birth Rate per 1,000 pop. 13.0% 9.6% Total Number of Births 971 1791 Teen Births – Under Age 20 207 127 Teen Births – Under Age 20 - Percent 20.5% 7.1% Teen Birthrate per 1,000 Births 67.4 22.7 Births to Unwed Mothers Age 15-19 143 123 Low Birth Weight Births to Teen Mothers 13 14 Births to Unwed Teen Mothers - Percent 14.9% 6.9% Births to Unwed Teen Mothers 145 124 Births Receiving Early Prenatal Care 67.1% 84.9% Births Receiving Early Prenatal Care 549 1345 Low Birth Weight Births - Percent 9.5% 6.6% Low Birth Weight Births 92 118 Births to Moms with No High School Diploma 292 204 Births - Smoked During Pregnancy 234 185 Births - Prenatal WIC Participation 763 635 Births - Medicaid as Delivery Payment 729 663 Births - Mothers who intend to Breastfeed 603 1504 Hispanic Births 146 104 Sources: Florida Department of Vital Records - Florida Bureau of Economic and Business Research
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Child Well Being Indicators
The Center for the Study of Children's Futures also compiled recent indicators of child well being related to child deaths, violent teen deaths, graduation rates and percent children on free/reduced lunch.
Child Well Being Indicator - 2009 (School Data 09/10) Putnam St. Johns Children Living in Poverty 6,691 4,326 Children Living in Poverty - Percent 40.0% 10.5% Infant Deaths per 1,000 10.3 5.6 Infant Deaths - Number 10 10 Child Deaths - Age 1 to 14 3 3 Dissolution of Marriage w/ Minor Child Affected 291 524 Immunization Levels in Kindergarten - Number 960 2,157 Immunization Levels in Kindergarten - Percent 90.4% 93.3% Delinquency Cases Received 890 845 Youths Committed 35 38 Sources: The Center for the Study of Children's Futures, University of South Florida The United States Census Bureau
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Income
One of the most impoverished groups in Florida is children under five whose mother is a single parent. Recent U.S. Census bureau numbers reveal the following differences between incomes and poverty in the six counties:
Income – All Data 2010 Putnam St. Johns Median Household Income $34,161 $61,785 Per Capita Income $18,082 $34,780 Percent of Households Earning 22.4% 9.7% Under $15,000 per Year Percent of Households Earning 2.2% 13.6% Over $150,000 per Year Unemployment Rate 14.0% 8.1% Households with Health Insurance 78.2% 86.4% Source: The United States Census Bureau - 2010 Data based on three year estimates
Poverty
Poverty – All Data 2010 Putnam St. Johns Percent of Children under 18 below 39.3 12.2 Poverty Percent of Families Below Poverty 20.9 7.6 Percent of Individuals Below Poverty 26.1 10.5 Percent of Families with Children Under 32.2 10.7 5 in Poverty Percent Single Mother Households 49.4 27.1 Living in Poverty Percent Single Mother Households with 74.3 30.5 Children under 5 Living in Poverty Source: The United States Census Bureau - 2010 Data based on three year estimates
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Children Under Age 5 in Poverty
In spite of its relative overall affluence, large numbers of children in St. Johns County are significantly impacted by poverty. Among all children under age five in eight select St. Johns neighborhoods (census block groups) poverty rates were recently reported over 40%! These poverty rates rival the rates in economically depressed areas in large inner cities. In addition, poverty among children under five is above the national average for the following neighborhoods:
% Children Under Location 5 Living in Poverty All of United States 22.3 All of Florida 22.5 All of Putnam County 33.8 All of St. Johns County 12.0
By Census Tracts Census Tract 205, St. Johns County 54.0 Census Tract 9507, Putnam County 51.6 Census Tract 9509, Putnam County 43.6 Census Tract 207.08, St. Johns County 43.5 Census Tract 210.02, St. Johns County 42.6 Census Tract 9514.01, Putnam County 42.2 Census Tract 211.03, St. Johns County 41.5 Census Tract 9511, Putnam County 40.7 Census Tract 9501, Putnam County 40.3 Census Tract 9513, Putnam County 40.3 Census Tract 9503, Putnam County 39.9 Census Tract 9506, Putnam County 39.8 Census Tract 9512, Putnam County 38.4 Census Tract 9508, Putnam County 37.1 Census Tract 212.03, St. Johns County 34.7 Census Tract 214.04, St. Johns County 34.2 Census Tract 203, St. Johns County 34.1 Census Tract 210.03, St. Johns County 31.8
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Census Tract 202, St. Johns County 30.3 Census Tract 214.07, St. Johns County 27.3 Census Tract 211.02, St. Johns County 25.0 Census Tract 214.05, St. Johns County 22.8 Source: The United States Census Bureau
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Children Under Age 5 in Poverty by Neighborhood
Below is a map of neighborhoods (census block groups) where over 50% of children under five live in poverty – the darker the shading, the higher the percent of child poverty. Neighborhood maps showing poverty allow us to concentrate resources and collaborations in the specific areas of most acute need – we can then implement targeted early childhood initiatives:
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Race and Ethnicity
Percentages for all Ages Putnam St. Johns Non Hispanics Whites 72.6 85.3 Black/African American 15.9 5.5 Asian 0.6 2.0 Other 1.9 2.0 Hispanics of any Race 9.0 5.2 Total 100% 100% Source: The United States Census Bureau, 2010 Data
In spite of the majority white population in both counties, several diverse pockets exist where a significant number of individuals identify with other race/ nationality/ethnic groups. According to the U.S. Census Bureau, the following numbers of individuals identified with diverse backgrounds that may necessitate uniquely tailored interventions while serving their children:
Nationality or Putnam St. Johns Ethnic Group African 992 61 Armenian 0 200 Brazilian 0 142 Croatian 15 146 Czech 43 548 Czechoslovakian 15 62 Eastern European 0 216 Greek 183 1070 Guyanese 0 0 Haitian 67 133 Iranian 0 152 Jamaican 101 357 Latvian 0 109 Lebanese 21 187 Lithuanian 98 413 Polish 624 4111
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Portuguese 90 694 Romanian 0 206 Russian 152 1207 Scandinavian 26 251 Slovak 27 299 Slovene 14 53 Sub-Saharan African 992 139 Syrian 0 183 Turkish 0 52 Ukrainian 8 417 West Indian 221 594 West Indian 26 59 Yugoslavian 16 98 Source: The United States Census Bureau, 2010 Languages / Foreign Born
Percent of households that speak a language other than English or were born outside of the United States:
Language - 2010 Putnam St. Johns Non-English Speaking Households (monolingual) 3.8 2.3 Bilingual Households 8.7 8.0 Percent Foreign Born 4.3 5.9 Source: The United States Census Bureau, 2010 Data
Education Enrollment
Education Indicator - 2009 (School Data 09/10) Putnam St. Johns Total Public School Enrollment 11,418 30,031 Students Enrolled as English Language Learners 649 213 Students with Exceptional Education Program (EEP) 2,409 5,513 Students Receiving Free/Reduced School Lunch - Percent 73.0% 20.0% Students Receiving Free/Reduced School Lunch 8,387 6,121
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Disciplinary Actions 2,516 3,778 Non-Promotions 543 511 Drop-outs 152 92 Graduation Rate per 100 Students 82.0 92.6 Sources: Florida’s Children at a Glance, University of South Florida The United States Census Bureau Educational Attainment
Academic Attainment of Adults > Age 25 Putnam St. Johns Percent Less than 9th Grade 6.7 2.1 Percent 9th to 12th – No High School Diploma 15.3 5.1 Percent Stopped with High School Diploma 41.4 23.1 Percent Stopped with Bachelors Degree 7.9 25.1 Percent Graduate / Professional Degree 4.3 13.6
Percent with No High School Diploma 22.0 7.2 Percent with Bachelors Degree or Higher 12.2 38.7 Source: The United States Census Bureau, 2010 Data
Area preschool programs. In 2012, the total and capacity of licensed and exempt preschool programs for each county is as follows St. Johns: total – 92, capacity – 6,885 ; Putnam: total 61, capacity -1.945. Therefore, there are a significant number of programs in each county, however, the majority of do not offer subsidized, or free, care.
The Head Start program in St. Johns County serves 135 and the program is administered by the St. Johns County School District. The Redlands Christian Migrant Association (RCMA) provides Head Start services for 449 in Putnam County. The School District in Putnam County offer School Readiness services to 3 and 4 year olds as well as VPK during
FAMILY/CHILD NEEDS (AS DEFINED BY RESEARCH)
Children with disabilities. Proportional to the population, each county generally has a similar amount of children with a disability. Their totals were as follows: St. Johns: 1211 and Putnam:1062.i
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Evidence about the incidence of disability among children ages 0 – 5 is difficult to obtain. The School Readiness program screens children using the ASQ and ASQE and makes referrals to children scoring in the at risk range on this assessment. However, parents may be hesitant to follow up with agencies like Early Steps that can diagnose whether or not a disability exists. Most children this age are not enrolled in school district child care and therefore are not subject to regular screenings such as those that occur after children enter kindergarten. One way to measure the number of young children with disabilities is to review the incidence of children receiving services for a disability from a state funded source, such as Early Steps. However, these numbers may be an underreporting of the true level of disability.
In the counties that the ELC serves, young children with disabilities are supported by Early Steps, Head Start, Early Head Start and local school district Pre-K programs. There are relatively low numbers of young children with disabilities, with an estimated minimum of 3% of young children in these counties who have a disability.
The chart below categorizes the Florida state’s expenditures on exceptional students in 2008. As shown, a large percent of school district services in Florida went to fund disabled services. The majority of these interventions were for speech and language impairments and developmental delay.
PERCENT OF PEOPLE 5-20 YEARS OLD WITH A DISABILITY
DD OTHER SI 3.06% 6.60% GIFTED 10.66% 25.99% LI 6.94%
EBD 5.52%
ID ASD 6.22% SLD 2.83% 32.19% 14
ESOL
A barrier to services exists for English Speakers of Other Languages (ESOL) children since their families may find it difficult to communicate effectively with service providers that primarily speak English only. Their children may begin their education at a disadvantage with a limited English vocabulary, a predictive factor in reading readiness. ESOL students in general have a much larger drop-out rate than the general population. ESOL families may prefer to receive services in the language they are most comfortable in speaking either through bilingual staff or a translation service when needed. In Putnam County there are large migrant populations that most typically speak Spanish as their first language. St. Johns County has more diverse but large population that does not speak English as their first language.
Economic Poverty Children living in poverty face disproportionately high chances of negative outcomes later in life including abuse and neglect, delinquency, mental illness, violent death and joblessness. Poverty is the single greatest predictor of school and social failure among America’s children. Children and families in persistent poverty have decreased access to food, housing, health care, social support and transportation.ii
The Federal Poverty Level (FPL) is the most widely cited standard for poverty, and is frequently the threshold level of income for qualifying for public programs. The current FPL for a family of four is $22,350.iii Families living below the FPL are classified as “very poor”.
The effects of poverty on school readiness are pervasive. Research has shown that children from low-income families arrive at kindergarten with a vocabulary of about 500 words, while their peers from middle- and upper-class homes will have vocabularies of 2,500 to 3,000 words.iv These deficits are extremely difficult to overcome; public schools incur substantial costs in the form of remedial and special education trying to close such achievement gaps.
Differences in language skills often arise from differences in the extent of verbal interaction between parent and child, the availability of print material in the home, and the extent to which parents read to their children. Children from low-income settings tend to have low-birth weights and resulting health and development problems; poor nutrition; reduced access to health and dental care; and fewer 15 opportunities for stimulating experiences such as visits to the library, zoos and other activities that foster early learning. The poverty rate for children in these counties fluctuates greatly, with a high of 30.8% in Putnam County.
Poverty Income Data St Johns Putnam Florida Children <5 in Poverty 1,201 1,489 238,132 Percent Age <5 in Poverty 12.00% 30.8% 21.1%
Low income The incidence of children receiving free/reduced lunch shown in the graph below is an important indicator because it brings to light the numbers of children who live slightly over the poverty level and face many of the same problems as children in poverty. The percentages of children who receive reduced lunch (185% of poverty or less) are more than double that of children under the age of 18 in poverty. These children who are slightly above poverty are at times in need of, but not eligible for community services.
Children Eligible for Free/Reduced Lunch St. Johns Putnam Florida Number of eligible children 5,491 8,033 1,304,861 Percent of eligible children 18.92% 69.89% 49.6%
High school completion Teen parents who choose not to complete high school after giving birth are at an increased risk for poverty and other negative outcomes. Parents with less than a high school education are therefore possible clients of an EHS home visiting program. In 2009 the proportion of births to these mothers dropped in each county. This trend may be indicative of a general lowering of the birth rate nationwide, but is nevertheless positive change.
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Births to Mothers With Education Less Than High School Education 2007 2008 2009 County Number Percent Number Percent Number Percent St. Johns 124 6.7% 110 6.2% 124 6.9% Putnam 185 17.3% 195 16.2% 207 20.5% Florida 49,625 20.8% 45472 19.6% 32,451 15.6% Data Source: Florida Department of Health,
Office of Vital Statistics, Florida Birth Certificate Denominator: Total births
Homelessness Homeless children and families are often an overlooked but high risk population. Each year a census is taken in each county to determine the number of homeless persons. According to the 2009 Florida Annual Homeless Census Report form the Florida Coalition for the Homeless, there are 59,036 people who were homeless in Florida in early 2009. Sixteen percent of these homeless are children under the age of eighteen. The chart below shows the 2008 homeless population for each county in ECS’s Head Start service area, and the estimated number of homeless children.v
Homelessnessvi
County St. Johns Putnam
2009 1000 797 Enumerated Daily Homeless
Estimated 230 183 number of
children (based on 23% of total)
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Employment and transportation The local economic conditions have an enormous impact on the stability and well being of children and their families. Steady, accessible employment allows families to be comfortable financially. Beginning in 2008 as the result of the worst economic downturn since the Great Depression, the unemployment rate began to rise nationwide. The counties in the ELC service area also experienced an increase in unemployment—the rate has tripled county and in Florida. It is clear that such high unemployment will have a negative effect on the children and communities ELC serves.
Family/child service needs. Dental care and extended child care services were the most commonly mentioned health and human services needs, followed by health care and mother/infant services to a lesser extent. Education was also a big factor to parents, and many would like to see more of these services offered closer to home. Many parents commented that the lack of transportation for children to child care and early education programs created a barrier in bringing their children. Some parents also cited a language barrier as a reason for not being able to access all resources.
Community resources. St. Johns County, being the most populous, industrialized counties of the two have a significant amount of resources to service families’ needs. Although there are adequate resources in Putnam there is still a lack of more specific needs, such as pediatric dentistry, etc. There are services located in nearby Gainesville; however a reported lack of transportation limits accessibility to these services. This trend, in fact, holds true in all counties, because they all lack in public transportation. St. Johns County does have the Sunshine Bus operated by the Council on Aging. Even with these smaller countywide bus lines, if a low-income family does not have accessibility to a vehicle it is extremely difficult and sometimes impossible for them to arrange the services needed most.
All counties in the service area are served a local United Way. All counties are served by a Head Start Program which serves the neediest low income children including those that are not eligible for School Readiness services because of their employment status. Communities in Schools is active in both counties as well providing resources specifically to increase the quality of life for children. They offer various programs, such as “Dignity You Wear”, “Foster Grandparents Program” and “Take Stock in Children” among others.
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Access to health care within the rural communities such as Putnam County is limited but is available within the greater Northeast Florida region, specifically in Duval and Alachua Counties. Mental health resources are limited but available as well. Though the system is fractured and insufficient resources are available to meet the current and future needs of children, assets do exist to begin the development of a system of care for children’s mental health.vii
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Data Sources:
1. United States Census Bureau – Decennial Census Summary File I, Census 2010
2. United States Census Bureau – Decennial Census Summary File III
3. United States Census Bureau – Official Population Estimates, 2010
4. United States Census Bureau – 2009 Economic Census
5. The Center for the Study of Children's Futures, University of South Florida - Florida's Children at a Glance, 2010
6. Florida Bureau of Economic and Business Research (BEBR – Statistical Reports, Economic Analysis, Survey Research and Population Studies) 2008 and 2009
7. St. Johns County Chamber of Commerce
8. Florida Department of Vital Records
i The American Community Survey from the Census, 2008-10 ii 23rd Annual Report to Congress on the Implementation of the Individuals With Disabilities Education Act, US Department of Education, 2001 iii U.S. Department of Health and Human Services, 2011. iv Marilyn Jaegar Adams v 2007 Florida Annual Homeless Census Report form the Florida Coalition for the Homeless. A census is not conducted for Union County. vi Homeless Conditions in Florida 2009, Florida Department of Children and Families. vii Mental Health America’s, Northeast Florida’s Children’s Community Mental Health Needs Assessment. 2006
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2010 School Readiness Plan Legislative Changes and Required Amendments
Due to recent legislation the Agency for Workforce Innovation is asking that every coalition review its School Readiness plan to determine if a plan amendment is necessary and to submit the new plan elements outlined below. The Agency requests that plan amendments submitted from this point forward include a copy of the relevant Board of Directors Meeting minutes related to the amendment. This should support the requirement that the coalition has solicited and considered comments regarding the plan from the local community. This new provision of statute may be found on page 41, line 1169 of Senate Bill 2014.
For your reference the link to Senate Bill 2014 is included. http://www.flsenate.gov/data/session/2010/Senate/bills/billtext/pdf/s2014er.pdf
Please answer each question below and return to the Office of Early Learning by August 2, 2010. For every “Yes” answer, the coalition should amend their current School Readiness Plan. Please submit all new elements and/or amendments required pursuant to “Yes” by September 1, 2010. For every “No” answer, a plan amendment is not needed. Please remember that each early learning coalition should be operating in accordance with the current approved plan on file with the Agency for Workforce Innovation, Office of Early Learning. Any proposed coalition operational changes must be reflected in a plan amendment submitted to the Agency, and may only be implemented upon Agency approval in accordance with section 411.01(5)(d)6., Florida Statutes.
Part 1 Coalition Identification and Information
Explanation- A coalition’s School Readiness Plan should include identifying and contact information for the coalition with signatures by the chair of the early learning coalition’s board of directors and the executive director of the early learning coalition.
Question- Is the contact information for the chair of the coalition’s board of directors chair, the executive director, and/or physical location information changing since the last plan was submitted or the last plan amendment was approved?
Yes No
Element 0.1.1 Board Operations
Explanation- Statute establishes requirements for coalition board membership. The coalition will need to submit an updated board roster reflecting the changes resulting from the passage of Senate Bill 2014 which amends section 411.01(5)(a)4. – 13. Florida Statutes. Please see new OEL-PG-0002-10 for additional information.
Please complete a plan amendment to address the new legislation.
Element 0.2.1 Bylaws and Articles of Incorporation
Explanation- Coalitions should submit articles of incorporation and bylaws if the coalition is organized as a corporation. Each coalition should review the board membership provisions of its bylaws and determine if an amendment to the bylaws or Articles of Incorporation is necessary.
Question- Is the coalition making any changes affecting its bylaws or Articles of Incorporation?
Yes No
Element 1.1.1 Support Services
Explanation- Statute requires coalitions to provide systems support services. Systems support services include Child Care Resource and Referral services, eligibility determination services, services to train providers, parent support and involvement services, and a Warm-Line to provide advice to child care personnel concerning strategies, curriculum, and environmental adaptations that allow a child to derive maximum benefit from the child care experience.
Question- Is the coalition planning on changing its implementation of systems support services by hiring or changing contractors for services or taking services in house?
Yes No
Elements 1.3.1 and 1.3.2 Eligibility and Enrollment Process
Explanation- In order to meet early learning and care community needs and after giving priority for service to any priority eligibility categories established by the Legislature, a coalition’s plan may include a prioritization of the remaining eligibility categories included in statute.
Question- Is the coalition planning on changing the prioritization of the remaining eligibility categories from those submitted with the last plan submission or the last approved plan amendment? If the coalition plans on revising its eligibility priorities due to the liquidation of Recovery funds it may submit a plan amendment with an applicable effective date.
Yes No
Element 1.3.5 School Readiness Transportation
Explanation- Coalitions are authorized to provide transportation to school readiness children at risk of abuse or neglect. This is reflected in the creation of Section 411.01014, Florida Statutes, and may be found on pages 19 and 20 of the bill. Please note a coalition may not use federal funds to support this activity, and prior approval is required.
Please complete a plan amendment to address this new element.
Element 1.3.6 Children Served
Explanation- Coalitions are required to serve the minimum number of children prescribed in accordance with section s. 411.01(5)(a)3., F.S. This may be found on pages 31 and 32 of the bill.
Please complete a plan amendment to address this new element.
Element 1.5.1 Payment Rates
Explanation- Coalitions should establish payment rates that encompass all programs funded by the coalition in accordance with their Notice of Award, take into consideration the most current market rate survey, and include the projected number of children to be served.
Question- Is the coalition revising its payment rates from those included with the last plan submission or the last approved plan amendment?
Yes No
Element 1.6.1 Sliding Fee Scale
Explanation- A coalition’s sliding fee scale should be based on income and size of the family and may be based on other factors as appropriate.
Question- Is the coalition revising its sliding fee scale to encompass the new federal poverty guidelines? (Based on the Agency’s communication regarding the delayed release of the 2010 federal poverty guidelines, coalitions will need to revise their sliding fee scale once more information becomes available. This element will not be subject to amendment in accordance with the due date for plan amendments below or with OEL-PG-0052-09.)
Yes No
Element 1.9.3 School Readiness Provider Agreements/Certificates/Contracts
Explanation- In accordance with Florida’s 2010-2011 Child Care and Development Fund Plan all children served in the School Readiness program should be served through a child care certificate. This certificate should ensure that any provider that accepts School Readiness funding must do so in accordance with section 411.01, Florida Statutes.
Please complete a plan amendment to address this new element.
Element 1.9.4 Monitoring Tools
Explanation- Each coalition should ensure that parents are given a choice of legally operating child care settings in accordance with 45 CFR 98.30. Coalitions will need to submit the tool used for school readiness contract monitoring or the tool used to determine a school readiness provider’s eligibility for receiving a school readiness agreement. Anything used as technical assistance is not required to be submitted.
Please complete a plan amendment to address this new element.
Please return this information to [email protected] and [email protected] at the Office of Early Learning by August 2, 2010.
For all of the “Elements” marked “Yes”, the coalition will need to submit a plan amendment outlining the changes.
Please upload all plan amendments to your Coalition Zone page on SharePoint. The link to the instructions for this process is provided below: http://www.floridajobs.org/earlylearning/policies/SharePointSubmissionofELCPlanInstructions.p df
All plan amendments with an effective date of October 1, 2010 need to be submitted via SharePoint by September 1, 2010 for processing.
VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda:
5. Ratify Approval of Patricia Hubbard’s Second Term on the Board*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of the DCF District Administrator or Designee: Patricia Hubbard’s second term. Reason for Recommended Action Patricia Hubbard has served on the Coalition Board as the DCF Designee for one complete four year term. Patricia has been designated to serve a seconded term as the DCF District Administrator Designee.
Patricia’s seconded term would extend from February 2013 – February 2017.
If this is not done, the following would occur: • The Coalition would have to ask the DCF District Administrator to appoint or serve in this capacity themselves.
How the Action will be accomplished Exec/Admin Approval, Board Ratification; then FOEL will be notified via Plan Amendment/Board Roster submission.
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda:
6. Ratify Approval of Bridget Van Landingham’s Second Term on the Board*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of Private Sector Seat: Bridget Van Landingham’s second term. Reason for Recommended Action Bridget Van Landingham has served one complete four year term on the Coalition Board and has agreed to serve a seconded term at this time.
Bridget’s seconded term would extend from December 2012 – December 2016.
If this is not done, the following would occur: • The Coalition would loss Bridget Van Landingham as a Private Sector Member bringing us very close to being out of compliance with our total board membership.
How the Action will be accomplished Exec/Admin Approval, Board Ratification; then FOEL will be notified via Plan Amendment/Board Roster submission.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. VI. Staff and Committee Reports
D. Executive Administrative Committee
Consent Agenda:
7. Ratify Approval of Reinstatement of the Merger Process with the ELC of CNBB to FOEL*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval to Reinstate the Merger process with the ELC of CNBB Reason for Recommended Action PSJ would like to reinstate the merger process with CNBB to assure PSJ will not need to request future waivers to be compliant with the minimum number of children served, which is 2,000 as well as operating more efficiently. Once approved, the process will restart where it stalled in 2012.
If this is not done, the following would occur: • PSJ will not be able to operate at the potential maximum efficiency level and will not be FOEL compliant without requesting waivers. Note: Serving less than the 2,000 children required directly resulted from the last few years of budget cuts as well as future budget cuts projected due to funding formulas. How the Action will be accomplished Exec/Admin approval; FOEL notification; Board ratification on 2/6/13.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. VII. New/Unfinished Business
A. RFQ Timeline and Committee Recruitment
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
Early Learning Coalition of Putnam and St. Johns Counties Request For Qualifications for External Auditing Services 2013/2014 Timeline (For Committee) (revised 12/26/12) Date Activities/Events RFQ document to be approved by the Board of Directors, recruit evaluation team members 02/06/13 and chair person who will prepare the recommendation for Board approval. 05/06/13 E-mail proposals to review team. (Include the Conflict of Interest Forms, RFQ document, Criteria Checklist/Evaluation Tools, and instructions.) 05/17/13 10:30 a.m., RFQ Proposals External Reviewers’ Evaluation Meeting @ The St. Augustine Record (or Coalition office in Palatka if necessary) 05/24/13 Formal Recommendation Completed for Board Meeting 06/05/13 Approve and award contract (Board Meeting)
Four Board Members Needed for this Committee
1. Ken Forrester 2. Jared Dollar 3. 4. VII. New/Unfinished Business
B. Approval of ECS’s 2012-13 Contract Amendment #0003-12*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Episcopal Children’s Services 2012/2013 Contract Amendment #0003-12: Reason for Recommended Action 1. To reduce the administrative cost from monitoring 100% of all non-school based VPK providers each fiscal year, to only monitoring the number required by the VPK Awareness and Outreach and Monitoring Initiative Grant.
If this is not done, the following would occur:
• ECS’s contract would not include language allowing for less than 100% Non-school based provider monitoring (and the subsequent reduced administrative cost). How the Action will be Approval of ECS 2012/2013 amendment #0003-12, and party accomplished signatures.
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
Amendment 0003-12 to Primary Services Contract Episcopal Children’s Services
THIS AMENDMENT, entered into between the Early Learning Coalition of Putnam and St. Johns Counties, Inc. hereinafter referred to as the Coalition, and Episcopal Children’s Services, hereinafter referred to as the Contractor, amends the 2012-13 primary services contract as follows:
1. Page 31,
c) VPK Support Services i) 100% of the “minimum annual sample” of VPK non-school based caregivers will be monitored by the Contractor utilizing a VPK Program Evaluation tool approved by the Coalition to ensure contract compliance. The “minimum annual sample” is determined by each fiscal year’s VPK Outreach and Awareness and Monitoring Initiative Grant. ii) 100% of VPK Caregivers monitored will be in compliance with the state’s VPK provider contract, or will be given follow-up technical assistance within thirty (30) calendar days with the goal of being in compliance within forty-five (45) days. Technical Assistance will be provided to those scoring at unacceptable levels.
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THIS AMENDMENT shall begin on February 6, 2013, or the date, on which the amendment has been signed by both parties, whichever is later.
All provisions in the contract and any attachments thereto in conflict with this amendment shall be and are hereby changed to conform to this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the contract.
This amendment is hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 2 page amendment to be executed by their officials thereunto duly authorized.
EARLY LEARNING COALITION OF EPISCOPAL CHILDREN’S SERVICES, PUTNAM AND ST. JOHNS COUNTIES, INC. INC.
NAME NAME
TITLE TITLE
SIGNED SIGNED
DATE DATE
2
VII. New/Unfinished Business
C. Approval of Operational Policies and Procedures Revisions*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Revisions to the Coalition’s Operational Policies and Procedures Reason for Recommended Action Revisions: OP102 – Approved Policies, deleted verbiage that employee’s Reference Guide Binders would be updated when policy revisions are approved and processed. All updates will be available on the ELC’s share drive, and when policies are updated notice will be sent to all employees.
If this is not done, the following would occur: The Coalition would not have corrected and updated Operational Policies and Procedures. And, the Coalition will not realize a cost savings in supplies and labor.
How the Action will be accomplished Approval of the revisions listed above.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. OP102 Approved Policies
Effective Date: 07/28/05 Revision Date: 11/15/06, 04/07/10, 02/06/13
Coalition Approved Policies
The Grants and Operations Manager will keep an up to date list of all approved policies and procedures affecting the Coalition and early learning issues in a comprehensive notebook system in both hard copy and electronic, denoting approved motion and date, and any subsequent approved revisions.
Although most coalition employees are aware of policies and procedures revisions from attending committee and board meetings and receiving a packet, the Grants and Operations Manager will ensure that all employees are updated on policies and procedures revisions by the following manner. As policies and procedures are revised and approved, the Grants and Operations Manager will update all employees’ Reference Guide Binders and the Coalition’s shared electronic drive. All employees will be notified that the outdated policies and procedures have been replaced by the revised versions.
VII. New/Unfinished Business
D. Approval of Personnel Policies and Procedures Manual Revisions*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Revisions to the Coalition’s Personnel Policies and Procedures Manual Reason for Recommended Action Revisions:
HR204 – Employment Reference/Criminal History Checks, added requirement that effective July 1, 2012 all employees will have to be screened (and re-screened) using the VECHS background screening process. (Reference 2012/2013 Grants Agreement and e-mail from Reggie Williams, FOEL Program Integrity Manager dated October 31, 2012). HR301 – Employee Benefits and Salaries, added a benefit that if an employee chooses to relinquish insurance coverage offered, they may be eligible to receive 50% of their insurance premium.
HR504 – Use of Equipment and Vehicles, added If travel is required for an employee’s position, the employee must carry and provide proof of current automobile insurance, to include liability insurance, as well as a valid driver’s license.
If this is not done, the following would occur: The Coalition would not have corrected and updated Personnel Policies and Procedures Manual, nor be able to realize a cost savings due to not insuring employees who have coverage elsewhere.
How the Action will be accomplished Approval of the revisions listed above.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. HR204 Employment Reference/Criminal History Checks
Effective Date: 02/19/08 Revision Date: 04/07/10, 02/02/11, 08/03/11, 06/06/12, 08/24/12, 02/06/13
The Coalition will conduct reference and criminal history checks on all prospective and current employees, as well as volunteers, as outlined within this policy.
CRIMINAL BACKGROUND SCREENING PROCEDURE
1. As applicable, the potential or current employee (or volunteer) must have a criminal background check processed no later than ten (10) calendar days after beginning employment (or volunteer work), and screened in a manner consistent with Section 943.0542, F.S.. If appropriate, the applicant and employee must meet criteria for background screening as required for child care personnel in child care licensing regulations. In the case of an applicant (employee or volunteer), all applicable background screenings must be received, and clear, before the applicant can be placed in the actual position that would require the background screening.
2. The personnel staff will complete and submit the appropriate paperwork for the criminal background check and other necessary paperwork as required by the Department of Children and Families upon employment and (at a minimum of) every five (5) years thereafter. The following paperwork may be included:
a. Affidavit of Good Moral Character – All candidates must complete this form and have it notarized before employment. This form is available from the Department of Children and Families (DCF) District Screening Office. Human Resources will stress to the candidate the importance of this requirement and ensure that the candidate clearly understands it.
b. Local Criminal Records – The personnel staff will complete the Request for a Local Law Enforcement Check and send it to the sheriff office in Putnam and/or St. Johns counties.
c. Employment History/Reference Checks – Conducted by the personnel staff, these checks should cover a two-year period preceding employment in the screened position and should exclude periods of unemployment. The potential applicant and current employee may be subject to additional background reviews depending upon their job specifics.
d. State and Federal Criminal Records – The Coalition’s personnel staff will instruct the candidate (or employee) to complete a “Live Scan” of their fingerprints with a vendor approved by the Coalition, to be sent to the FDLE (Florida Department of Law Enforcement) and the FBI (Federal Bureau of Investigation) for clearances utilizing VECHS (Volunteer & Employee Criminal History System). Effective July 1, 2012 all new employees will be screened using the VECHS background screening process, unless they have a current DCF clearance under five (5) years old and have had no break in service (or break in service under 90 days). Also effective July 1, 2012 all current employees will be re-screened (at time of five-year renewal from last screening) using the VECHS background screening process.
NOTE: The full background screening may not be necessary for candidates transferring from another employer where he/she was screened, or for candidates who have had their fingerprints taken and processed by a Florida public school board provided that in either case there has not been more than a 90- day break in service.
3. Volunteers – All potential and current volunteers who will have contact with children (10 hours
1 Early Learning Coalition of Putnam and St. Johns Counties Personnel Policies and Procedures per month or less, per DCF and F.S. 39, 402, and 409) are required to complete the Coalition’s Volunteer Application and Affidavit of Good Moral Character. Upon completion, the Coalition personnel staff will submit a request to the local county Sheriff’s Office (of the volunteer’s place of residence) for a local criminal background check. Also, the Coalition personnel staff will perform a database search on the Dru Sjodin National Sex Offender Public Website (www.nsopw.gov/Core/Portal.aspx), and the FDLE sexual offender/predator search website. Any volunteer who will have contact with children OVER 10 hours per month are required to have Level II screenings. Volunteers may only be approved for assignments once the background checks have been received and are clear. Volunteers still in service after five (5) years will be re-screened.
4. The personnel staff will track receipt of the local and FDLE criminal history checks results. When the results are received, the personnel staff will input the records into the applicant’s/employee’s personnel file and will track and monitor the 5-year re-screening dates.
5. If the local law check or FDLE transaction listing on the applicant/employee are returned with any charges, the Executive Director will review the charge(s). Additional information, such as disposition, should be requested from the applicant/employee and reviewed regarding the charge(s). The applicant/employee should be advised both by telephone and in writing of the needed documentation, and should be given a deadline to submit the paperwork. If it is a current employee, and the employee needs any time off to obtain documentation, the Executive Director will notify the supervisor of the needed time. (The nature of the need for time off, including charges should be kept confidential and not shared with the Supervisor.)
6. Where applicable, the Executive Director or designee will determine if the applicant/employee is disqualified from employment based on Section 435.03 and 435.04, Florida Statutes which lists what disqualifies a person from being employed as a caretaker. Assistance should be requested from DCF to make this determination. If the applicant/employee has committed an offense listed on the Good Moral Character Affidavit/Attestation, they may be considered disqualified for hire and may be terminated or placed in a position for which background screening is not required. Exemptions from such disqualification may be taken into consideration on a case-by-case basis.
7. If the applicant/employee is disqualified due to his/her criminal background check results, the Executive Director or designee will follow appropriate procedures for notifying the applicant/employee in compliance with Department of Children & Families. A copy of the notification letter must also be sent to DCF along with the transaction listing and any associated court documents received.
If the applicant/employee is disqualified due to federal (FBI) results, DCF will notify the Coalition. The Coalition must then immediately remove the employee from a caretaker position, if applicable, and notify DCF within 5 days.
8. The personnel staff will maintain the Affidavit/Attestation of Good Moral Character, results of local, FDLE and federal (FBI) criminal history information and other related correspondence, and the employment history checks in the applicant’s/employee's personnel file. This file will be kept in a secured area to ensure confidentiality.
9. Each employee (or volunteer) is required to notify the Coalition immediately or the next business day of being arrested for any criminal offense. The Coalition will review the alleged offense, determine if the offense is one that would exclude the employee (or volunteer) under either the level I or level II background screenings (whichever is applicable), and if so remove the employee (or volunteer) from their assignment/position. The employee (or volunteer) may not return to their work until cleared of all charges.
10. The Coalition will verify (for all employees and volunteers) where applicable; clear background 2 Early Learning Coalition of Putnam and St. Johns Counties Personnel Policies and Procedures screenings, educational and professional credentials, and employment history (if required by the position) no later than ten (10) calendar days after beginning employment/assignment. Documentation of these verifications will be maintained by the Coalition.
Early Learning Coalition of Putnam and St. Johns Counties 3 Personnel Policies and Procedures HR301 Employee Benefits and Salaries
Effective Date: 02/19/08 Revision Date: 02/04/09, 02/01/12, 02/06/13
A. Benefits
Eligible employees at the Coalition are provided a wide range of benefits. A number of the programs (such as Social Security, unemployment workers' compensation, and unemployment insurance) cover all employees in the manner prescribed by law. Other available benefit programs may be funded fully by the Coalition, partially by the Coalition, or fully funded by the eligible employee.
After 30 days of continuous employment, employees are eligible for benefits unless otherwise stipulated. Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee Personnel Policies and Procedures Manual.
New employees are provided details, options and forms for all eligible benefit programs at orientation. The following are benefit programs that may be available for eligible employees:
• Health Insurance • Dental/Vision Insurance • Life Insurance • Paid Holidays • Annual Leave • Sick Leave • Personal Leave • Family Medical Leave Act • Bereavement Leave • Jury Duty • Military Leave • Workers’ Compensation • Benefits Continuation (COBRA) • 401(k) Retirement Savings Plan • Supplemental Benefits
Early Learning Coalition of Putnam and St. Johns Counties 4 Personnel Policies and Procedures For more information on benefits and eligibility, consult the immediate supervisor or the Executive Director.
Relinquishment of Insurance Coverage(s)
A. Any employee opting to not receive Coalition-designated insurance benefits (due to receiving equivalent benefits elsewhere) may be eligible to receive 50 percent of the cost of the individual’s insurance premium set at the time of initial relinquishment.
B. A current certificate of insurance coverage will be REQUIRED of all employees at the time of benefit relinquishment, as well as upon all subsequent insurance coverage renewals.
C. To accept or relinquish such insurance must be determined at the time of new employee orientation. If an employee who has accepted the insurance later decides to relinquish it, this can be done at any time (pending meeting requirement in paragraph “B” above).
D. Should an employee who has ‘opted out’ then wish to resume insurance coverage(s), they will need to have had a ‘qualifying event’ (involuntary loss of coverage) or wait until the next open enrollment. It is the employee’s responsibility to ensure that the enrollment and eligibility requirements are met at the time of the qualifying event or prior to the open enrollment. This includes the requirement of paragraph “B” above.
Tax Deferred Annuity/Retirement Plan The Coalition has a tax deferred retirement plan (401K). The purpose of the plan is a long-term savings plan, which allows deferment of taxes and shelter of current income for use in retirement years. Only employees who are regular full-time are eligible. The Coalition contributes up to 6% match of an employee’s salary into the plan.
Employees who are laid off or are terminated from their job for reasons other than misconduct may qualify for maximum weekly benefits provided by the State of Florida. The Coalition will provide the Bureau of Employment Compensation with necessary documentation of the employee's past employment record to assist in a fair and accurate determination of eligibility for unemployment compensation benefits.
B. Salaries
1. Scheduled paydays for all employees (exempt and non-exempt) will be bi-weekly, commencing on every other Friday. If the scheduled payday is a holiday, payday will commence on the latest scheduled work day prior to the holiday.
2. Payment of “extra compensation” to non-exempt employees requires the prior approval of the Executive Director utilizing the appropriate form. Requests for extra compensation are to be submitted in writing to the Executive Director not less than 24 hours prior to overtime being incurred. The Executive Director may at his/her discretion waive the required 24 hour notice in the case of extenuating circumstances.
3. Salaries and hourly rates are set according to the job description requirements and qualifications necessary to fulfill the position. Revisions/changes to salary and hourly rate ranges, as defined on job descriptions will be at the discretion of the Executive Director and/or the Coalition Board. Approved beginning salaries/hourly rates and subsequent salary/hourly rate adjustments are documented in each employee’s personnel file. Early Learning Coalition of Putnam and St. Johns Counties 5 Personnel Policies and Procedures 4. As budget allows, employees may be eligible for an increase in salary normally at the time of their annual performance evaluation.
5. As budget allows, employees who exceed performance standards may be eligible for performance incentives. Performance incentive amounts are not to exceed 10% of the employee’s annual gross salary. The Executive Director determines the award amounts and recipients.
Early Learning Coalition of Putnam and St. Johns Counties 6 Personnel Policies and Procedures HR504 Use of Equipment and Vehicles
Effective Date: 02/19/08 Revision Date: 02/06/13
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using Coalition vehicles or equipment, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.
If travel is required for an employee’s position, the employee must carry and provide proof of current automobile insurance, to include liability insurance, as well as a valid driver’s license.
All Coalition property assigned to an employee (equipment, keys, materials, written information, etc.) must be released with a property issuance form and must be returned to the Coalition upon termination of employment.
Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The employee’s supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job.
The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.
Vehicles and equipment owned, leased, or rented by the Coalition may not be used for personal use without prior approval.
Early Learning Coalition of Putnam and St. Johns Counties 7 Personnel Policies and Procedures VII. New/Unfinished Business
E. Approval of Accounting and Financials Personnel Policies and Procedures Manual Revisions*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Revisions to the Coalition’s Accounting and Financial Policies and Procedures Manual Reason for Recommended Action Revisions:
F109 – General Ledger and Chart of Accounts, added 3 categories to the coalition’s chart of accounts. F301 – Purchasing Policies and Procedures, revised that vendor’s W-9’s will be kept in a vendor ‘permanent’ file, as they do not expire. F401 – Cash and Cash Management, changed the ‘Palatka’ office to the ‘Administrative’ office (as the administrative office recently changed to St. Augustine, and is always subject to change again). F402 – Capitalized Assets and Inventory Requirements, added reporting requirements and disposition reporting requirements per FOEL’s “Tangible Personal Property Webinar”, power point pages 25 and 38. F701 – Budgeting, corrected verbiage to state ALL budget variances are reviewed by the Exec/Admin committee, and on a BIMONTHLY basis. F702 – Annual Audit, made more clear that an audit firm should have state of Florida Early Learning Coalition experience. Corrected that auditing services are sought by use of an RFQ (instead of an RFP). Corrected language regarding the RFQ process.
If this is not done, the following would occur: The Coalition would not have corrected and updated Accounting and Financial Policies and Procedures Manual.
How the Action will be accomplished Approval of the revisions listed above.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. F109 GENERAL LEDGER AND CHART OF ACCOUNTS
Effective Date: 08/28/07 Revision Date: 03/19/08, 02/06/13
The general ledger is the collection of all asset, liability, net assets, revenue and expense accounts. It is used to accumulate all financial transactions and is supported by subsidiary ledgers that provide details for certain accounts. The general ledger is the foundation for the accumulation of data and production of reports.
Chart of Accounts Overview
The chart of accounts is the framework for the general ledger system and the basis for the accounting system. The chart of accounts consists of account titles and account numbers assigned to the titles. General ledger accounts are used to accumulate transactions and the impact of these transactions on each asset, liability, net asset, revenue, expense, and gain and loss account.
The Coalition’s chart of accounts is comprised of five eight types of accounts:
1. Assets 2. Liabilities 3. Net Assets 4. Revenues 5. Expenses 6. Other Coalition Expenses 7. Pass Through Payments 8. Administrative Allocations
Each GL account number will be a four digit number and the class is set up by the program/funding source.
Distribution of Chart of Accounts
All the Coalition employees involved with account coding or budgetary responsibilities will be issued a current chart of accounts. As the chart of accounts is revised, an updated copy of the chart of accounts shall be promptly distributed to these individuals.
Control of Chart of Accounts
The Fiscal Manager monitors and controls the chart of accounts, including account maintenance. Any additions or deletions of accounts should be approved by the Executive Director, who ensures that the
Early Learning Coalition of Putnam and St. Johns Counties 1 Accounting and Financial Policies and Procedures chart of accounts is consistent with the structure of the Coalition and meets the needs of each division and department.
Account Definitions
General Ledger Account Range Category Definition 1000 - 1999 Assets Assets are probable future economic benefits obtained or controlled by the Coalition as a result of past transactions or events. Assets are classified as current assets, fixed assets, contra-assets, and other assets.
Current assets are assets that are available or can be made readily available to meet the cost of operations or to pay current liabilities. Some examples are cash, temporary investments, and receivables that will be collected within one year of the statement of financial position date.
Fixed assets (property and equipment) are tangible assets with a useful life of more than one year that are acquired for use in the operation of the Coalition and are not held for resale.
Contra-assets are accounts that reduce asset accounts, such as accumulated depreciation and reserves for uncollectible accounts receivable
Other assets include long-term assets that are assets acquired without the intention of disposing them in the near future. Some examples are security deposits, property and long-term investments.
2000 – 2999 Liabilities Liabilities are probable future sacrifices of economic benefits arising from present obligations of the Coalition to transfer assets or provide services to other entities in the future as a result of past transactions or events. Liabilities are classified as current or long-term.
Current liabilities are probable sacrifices of economic benefits that will likely occur within one year of the date of the financial statements or which have a due date of one year or less. Common examples of current liabilities include accounts payable, accrued liabilities, short-term notes payable, and deferred revenue.
Early Learning Coalition of Putnam and St. Johns Counties 2 Accounting and Financial Policies and Procedures
Long-Term Liabilities are probable sacrifices of economic benefits that will likely occur more than one year from the date of the financial statements. An example would be a non-current portion of a mortgage loan.
3000 - 3999 Net Assets Net Assets is the difference between total assets and total liabilities.
4000 - 4999 Revenues Revenues are inflows or other enhancements of assets, or settlements of liabilities, from delivering or producing goods, rendering services, or other activities that constitute and the Coalition’s ongoing major or central operations. Revenues include grants received from government agencies, private foundations and corporations, and contributions received from donors.
5000 - 5999 Expenses Expenses are outflows or other activities using assets, or incurrences of liabilities from delivering or producing goods, rendering services, or carrying out other activities that constitute the Coalition’s ongoing major or central operations.
6000 – 6999 Other Coalition Expenses
Other Coalition Expenses are comprised of all School Readiness “Quality” spending.
8000 – 8999 Pass Through Payments
Pass Through Payments are payments made to the Coalition’s contracted Primary Service Provider.
9000 – 9999 Administrative Allocations
Administrative Allocations are accounts such as depreciation, gain/loss on equipment, etc..
Fiscal Year of the Coalition
The Coalition shall operate on a fiscal year that begins on July 1st and ends on June 30th. Any changes to the fiscal year of the Coalition must be ratified by majority vote of the Coalition’s Board of Directors.
Early Learning Coalition of Putnam and St. Johns Counties 3 Accounting and Financial Policies and Procedures Journal Entries
All general ledger entries that do not originate from a subsidiary ledger shall be supported by journal vouchers or other documentation, including an explanation of each such entry. Examples of such journal entries are:
1. Recording of noncash transactions 2. Corrections of posting errors 3. Nonrecurring accruals of income and expenses
Certain journal entries, called recurring journal entries, occur in every accounting period. These entries may include, but are not limited to:
1. Depreciation of fixed assets 2. Amortization of prepaid expenses 3. Accruals of recurring expenses 4. Amortization of deferred revenue
Recurring journal entries shall be supported by a schedule associated with the underlying asset or liability account or, in the case of short-term recurring journal entries or immaterial items, a journal voucher.
All journal entries not originating from subsidiary ledgers shall be authorized in writing by the Executive Director by initialing or signing the entries.
Early Learning Coalition of Putnam and St. Johns Counties 4 Accounting and Financial Policies and Procedures F301 PURCHASING POLICIES AND PROCEDURES
Effective Date: 08/28/07 Revision Date: 03/19/08, 08/06/08, 09/16/09, 05/19/11, 07/01/11, 02/06/13
Overview
THE POLICIES DESCRIBED IN THIS SECTION APPLY TO ALL PURCHASES MADE BY THE COALITION.
The Coalition requires the practice of ethical, responsible, and reasonable procedures related to purchasing, agreements and contracts, and related forms of commitment. The policies in this section describe the principles and procedures that all staff shall adhere to in the completion of their designated responsibilities.
The goal of these procurement policies is to ensure that materials and services are obtained in an effective manner and in compliance with the provisions of applicable Federal statutes and executive orders.
Responsibility for Purchasing
Following Executive Director approval, the Executive Director or Office Manager shall initiate purchases on behalf of the Coalition, within the guidelines described here.
The Executive Director has approval authority over all purchases and contractual commitments, and shall make the final determination on any proposed purchases where budgetary or other conditions may result in denial.
Prior Approval Guidance
The applicable OMB circulars A-87, A-122, A-21, and A110 must be followed when determining the cost items and administrative requirements that require prior approval. To streamline the approval process, Florida’s OEL has provided a guidance that the Coalition will follow as procedure (see the most current version of the Florida’s OEL Final Guidance on Prior Approval Procedures for Selected Costs and Administrative Requirements).
• An annual approval form for as many of the specified cost items as possible; • A prior approval request form for other individual approval requests to be handled on a case by case basis; • Instructions for electronically submitting the above referenced forms to Florida’s OEL staff for review and approval; • The timeline for Florida’s OEL staff to review requests; and • The process for Florida’s OEL to notify Coalition via email of final decisions.
Early Learning Coalition of Putnam and St. Johns Counties 5 Accounting and Financial Policies and Procedures Non-Discrimination Policy
All vendors/contractors who are the recipients of the Coalition funds, or who propose to perform any work or furnish any goods under agreements with the Coalition, shall agree to these important principles:
1. Vendors/contractors will not discriminate against any employee or applicant for employment because of race, religion, color, sexual orientation or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the vendors/contractors.
2. Vendors/contractors agree to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Notices, advertisement and solicitations placed in accordance with Federal law, rule, or regulation shall be deemed sufficient for meeting the intent of this section.
Procurement Procedures – See Coalition Procurement Policy and Procedure
Purchasing Thresholds
1. Purchases with unit values below $1,500 are not subject to a competitive bid process but shall be carried out using good purchasing practices with price, quality and other factors considered. Comparisons from published catalogues are allowable. Two comparisons are required, however three comparisons are preferred. 2. For amounts between $1,500 and $9,999, two quotes, however three quotes are preferred. Written documentation of verbal quotations are allowable when the name and address of the vendor is noted in the purchasing records. 3. For amounts between $10,000 and $34,999, two written quotations are required, however at least three quotes are preferred, or a bid process may be utilized. 4. For amounts over $35,000, a bid is required.
Purchases cannot be split into individual amounts to avoid a threshold requirement.
Purchasing Authorization Levels
1. The Executive Director has authority to purchase unit items that are $5,000.00 or less. 2. Purchases $5,000.01 or more have to be approved by the Board of Directors.
Purchases cannot be split into individual amounts to avoid an expenditure limit.
Purchase or Lease Decision
For equipment with a purchase price of over $5,000, a cost effectiveness analysis must be performed and documented by the Fiscal Manager, to ascertain which option is most cost effective for the Coalition, and
Early Learning Coalition of Putnam and St. Johns Counties 6 Accounting and Financial Policies and Procedures therefore the best use of award funds. This analysis will be made available to the Executive Director to assist with the final lease/buy decision.
Non-competitive/Sole-source Procurement
The assigned procurement staff will adequately document all non-competitive/sole source procurements, including the reason this method was utilized.
Affirmative Consideration of Minority, Small Business & Women-Owned Businesses (A-110_44 (3) (b))
Positive efforts shall be made by the Coalition to utilize small businesses, minority-owned firms, and women's business enterprises, whenever possible. Therefore, the following steps shall be taken:
1. Ensure that small business, minority-owned firms, and women's business enterprises are used to the fullest extent practicable. (A-110_44 (3) (b) (1))
2. Make information on forthcoming opportunities available and arrange time frames for purchases and contracts to encourage and facilitate participation by small business, minority-owned firms and women's business enterprises. (A-110_44 (3) (b) (2))
3. Consider in the contract process whether firms competing for larger contracts tend to subcontract with small businesses, minority-owned firms and women's business enterprises. (A-110_44 (3) (b) (3))
4. Encourage contracting with consortiums of small businesses, minority owned firms and women's business enterprises when a contract is too large for one of these firms to handle individually. (A- 110_44 (3) (b) (4))
5. Use the services and assistance, as appropriate, of such the Coalitions as the Small Business Administration and the Department of Commerce's Minority Business Development Agency in the minority-owned firms and women's business enterprises. (A-110_44 (3) (b) (5))
Availability of Procurement Records (A-110_44 (3) (e))
The Coalition shall, on request, make available for the Federal awarding agency, pre-award review and procurement documents, such as requests for proposals, when any of the following conditions apply:
. The process does not comply with the Coalition’s procurement standards (A-110_44(3)(e)(1)) . The procurement is expected to exceed the small purchase threshold and is to be awarded without competition or only one bid is received (A-110_44(3)(e)(2)) . The procurement exceeds the small purchase threshold and specifies a “name brand” product (A- 110_44(3)(e)(3))
Early Learning Coalition of Putnam and St. Johns Counties 7 Accounting and Financial Policies and Procedures . The proposed award exceeds the small purchase threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement. (A-110_44(3)(e)(4)) . A proposed contract modification changes the scope of a contract or increases the contract amount by more than the amount of the small purchase threshold. (A-110_44(3)(e)(5))
Provisions Included in All Contracts (A-110 Appendix A)
The Coalition includes all of the following provisions, as applicable, in all contracts charged to Federal awards (including small purchases) with vendors and sub grants to grantees:
1. Equal Employment Opportunity: All contracts shall contain a provision requiring compliance with E.O. 11246, “Equal Employment Opportunity,” as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, and Department of Labor.”
2. Copeland “Anti-Kickback” Act (18 U.S.C. 874 and 40 U.S.C. 276c): All contracts and sub grants in excess of $2,000 for construction or repair awarded by the Coalition and its sub recipients shall contain a provision for compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874), as supplemented by Department of Labor regulations 29 CFR part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States.” This Act provides that each contractor or sub recipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The Coalition will report all suspected or reported violations to the Federal awarding agency.
3. Davis-Bacon Act, as amended (40 U.S.C. 276a to a-7): If included in the Federal agency’s grant program legislation, all construction contracts of more than $2,000 awarded by the Coalition and its sub recipients shall include a provision for compliance with the Davis- Bacon Act (40 U.S.C. 276a to a-7) and as supplemented by Department of Labor regulations (29 CFR part 5, “Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction”). Under this Act, contractors are required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The Coalition will place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The Coalition shall also obtain reports from contractors on a weekly basis in order to monitor compliance with the Davis-Bacon Act. The Coalition shall report all suspected or reported violations to the Federal awarding agency.
4. Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333): [Where applicable] All contracts awarded by the Coalition in excess of $2,000 for construction contracts and in excess of $2,500 for other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with Sections 102 and 107 of the Contract Works Hours
Early Learning Coalition of Putnam and St. Johns Counties 8 Accounting and Financial Policies and Procedures and Safety Standards Act (40 U.S.C. 327-333), as supplemented by Department of Labor regulations (29 CFR part 5). Under Section 102 of the Act, each contractor is required to compute wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1-1/2 times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
5. Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), as amended: Contracts and sub grants of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
6. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): For all contracts or sub grants of $100,000 or more, the Coalition shall obtain from the contractor or sub grantee a certification that it will not and has not used Federal appropriated funds to pay any person or the Coalition for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Likewise, since each tier provides such certifications to the tier above it, the Coalition shall provide such certifications in all situations in which it acts as a sub recipient of a sub grant of $100,000 or more.
7. Debarment and Suspension (E.O.s 12549 and 12689): For all contracts in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) ($100,000 in 2005), the Coalition shall obtain from the contractor a certification that neither the contractor nor any of its principal employees are listed on the General Services Administration’s List of Parties Excluded from Federal Procurement or Non-procurement Programs.
9. Remedies: All contracts in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) ($100,000 in 2005) shall contain contractual provisions or conditions that allow for administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms.
10. Termination: All contracts in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) ($100,000 in 2005) shall contain suitable provisions for termination by the Coalition, including the manner by which termination shall be effected and the basis for settlement. In addition, such contracts shall describe the conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated due to circumstances beyond the control of the contractor.
Early Learning Coalition of Putnam and St. Johns Counties 9 Accounting and Financial Policies and Procedures Right to Audit Clause
The Coalition requires a “Right to Audit” clause in all contracts between the Coalitions and vendors that either:
1. Take any form of temporary possession of assets directed for the Coalition, or
2. Process data that will be used in any financial function of the Coalition.
This Right to Audit clause shall permit access to and review of all documentation and processes relating to the vendor’s operations that apply to the Coalition, as well as all documents maintained or processed on behalf of the Coalition, for a period of three years. The clause shall state that such audit procedures may be performed by the Coalition employees or an y outside auditor or contractor designated by the Coalition.
Vendor Files and Required Documentation
The Accounting Department shall create a vendor folder for each new vendor from whom the Coalition purchases goods or services.
The Accounting Department shall mail a blank Form W-9 to new contract vendors. Completed forms shall be filed in each vendor’s a permanent W-9 folder (separate from the vendor’s fiscal year file). Vendors who do not comply with this request shall be issued a Form 1099 at the end of each calendar year in accordance with the policies described in the section of this manual on “Government Returns.” See the section on “Payroll and Related Policies” for guidance on determining whether a vendor should be treated as an employee.
Receipt and Acceptance of Goods
The Office Manager shall inspect all goods received. Upon receipt of any item from a vendor, the following actions shall immediately be taken:
1. Review bill of lading for correct delivery point 2. Verify the quantity of boxes/containers with the bill of lading 3. Examine boxes/containers for exterior damage and note on the bill of lading any discrepancies (missing or damaged boxes/containers, etc.) 4. Sign and date the bill of lading 5. Remove the packing slip from each box/container 6. Compare the description and quantity of goods per the approved order request to the packing slip 7. Examine goods for physical damage 8. Count or weigh items, if appropriate, and record the counts on the approved order request.
This inspection must be performed in a timely manner to facilitate prompt return of goods and/or communication with vendors.
Early Learning Coalition of Putnam and St. Johns Counties 10 Accounting and Financial Policies and Procedures F401 CASH AND CASH MANAGEMENT
Effective Date: 08/28/07 Revision Date: 03/19/08, 08/06/08, 02/04/09, 09/16/09, 04/07/10, 06/06/12, 02/06/13
Cash Accounts
General Checking Account (operating account):
The primary operating account provides for routine business check disbursements. All cash and credit card deposits are made to this account.
Cash transfers are done on an as needed basis to cover disbursements. This is done by an authorized signer of the Board of Directors.
In addition, all advances of Federal funds shall be deposited in an interest-bearing account and interest earned shall be returned to the awarding agency quarterly. Interest earned on such funds will be allocated to Federal awards based on the percentage of funds received during the month for each award.
Minimization of Time for Cash On Hand
The Coalition incorporates a minimization of time between the transfer of federal funds and pay out of funds for program purposes by complying with Florida’s OEL established guideline which states any such transfer of funds must be within 30 days.
Authorized Signers
The following Coalition personnel are authorized to sign checks drawn on the general operating and wire transfer funds: Board of Directors Officers, Executive Director, and the Board Designee.
• Refer to the signature card
The Fiscal Manager will promptly notify the Coalition’s financial institutions of changes in authorized signatures upon the departure of any authorized signer.
Bank Reconciliations
Bank account statements are received by the Office Manager each month. Upon receipt, the Office Manager forwards the un-opened envelope to the Executive Director for an initial review. The Executive Director will open the envelope and perform a scan of the documents. The Executive Director will date and initial each page before returning to the Office Manager for a second review. Upon completion of the second review, the Office Manager signs and dates the document.
The bank statements are then forwarded to the Fiscal Manager who reviews its contents for unusual or unexplained items, such as unusual endorsements on checks, indications of alterations to checks, etc.
Early Learning Coalition of Putnam and St. Johns Counties 11 Accounting and Financial Policies and Procedures (This review must be performed in a timely manner so that reconciliation of the bank account is not delayed.) Unusual or unexplained items shall be reported immediately to the Executive/Administrative Committee.
The entire bank statement is then reconciled between the bank balance and general ledger balance. The bank reconciliation process will be completed within two weeks of receipt of each bank statement.
If the Coalition’s financial institution does not return original cancelled checks or paper copies thereof, the Fiscal Manager preparing the monthly bank reconciliation shall view electronic copies of cancelled checks provided by the financial institution.
Upon completion of the bank reconciliation preparation, the Fiscal Manager signs and dates the document. It is then forwarded to the Executive Director.
All bank reconciliations have a final review by the Executive Director on a monthly basis. Upon completion of the final review, the Executive Director signs and dates the document. The bank reconciliation is then returned to the Fiscal Manager.
Bank reconciliations and paper copies of cancelled checks are filed in the current year's accounting files.
Cash Flow Management
The Fiscal Manager monitors cash flow needs on a weekly basis to eliminate idle funds and to ensure that payment obligations can be met.
The Coalition adheres to the requirements of its grants which may prohibit loaning funds between programs, therefore, cash management and reporting is performed at the program level as well as for the Coalition as a whole.
The Coalition’s Executive Director will meet with the bank representative to get the Coalition established with a line of credit if an operating shortfall ever occurs.
Stale Checks
Once a check for $50 or more has not cleared the Coalition’s bank for 6 months, contact will be made with the payee to resolve the issue. If the payee has not supplied an alternate manner to receive the funds within 30 days after contact, the check will be written off and cancelled. The correspondence with the payee shall be recorded in the Stale Check Form, reporting the nature of the correspondence and how the issue was resolved.
All stale checks that are written off within the same fiscal year as they were written shall be credited to the same expense or asset account that was debited when the check was written, or the expenditure incurred. For stale checks written off in fiscal years subsequent to the year in which the check was written, the funds must be returned to the program funder.
Early Learning Coalition of Putnam and St. Johns Counties 12 Accounting and Financial Policies and Procedures The Coalition will also comply with the Florida laws regarding unclaimed property. Accordingly, the Coalition shall file all appropriate forms and remit the stale check funds as unclaimed property to the Florida Department of Financial Services in accordance with Chapter 727, Florida Statutes.
Petty Cash
The Coalition will provide petty cash funds for valid, minor office expenditures (not for travel for employee advances), and to periodically replenish these funds up to its authorized balance of $200. The Palatka Administrative Office has $200. The Office Manager and Fiscal Manager are responsible for ensuring that the petty cash fund is locked in the Palatka Administrative Office at all times.
All disbursements from the petty cash fund must be accompanied by a completed and approved petty cash voucher. Receipts are required for all disbursements from petty cash.
The Fiscal Manager shall prepare a reconciliation of the petty cash account on a periodic basis.
Petty cash reconciliations are subject to review by the Office Manager, who may also perform periodic surprise cash counts and reconciliations.
Wire Transfers
To create a new electronic funds transfer recipient, dual authorization is required. When establishing a new vendor file, when appropriate, the Fiscal Manager will approve the vendor to receive electronic funds transfers. The Executive Director gives the final approval. The Executive/Administrative Committee is subsequently notified of all newly-established electronic funds transfer recipients.
The authorized signers and the Executive Director shall be the only Coalition employees authorized to transact wire transfers from the Coalition bank account. To prevent anyone other than authorized signers of the board and the Executive Director from transacting wire transfers, the banking institution will check identifications.
Confirmations of all wire transfers are delivered to the Fiscal Manager.
Interest-Bearing Accounts
The Coalition complies with Florida’s OEL Cash management policy requirements to have all Federal and State Award funds held in interest-bearing bank accounts. This interest earned is to be calculated and returned to Florida’s OEL on a quarterly basis.
Early Learning Coalition of Putnam and St. Johns Counties 13 Accounting and Financial Policies and Procedures F402 CAPITALIZED ASSETS AND INVENTORY REQUIREMENTS
Effective Date: 08/28/07 Revision Date: 10/01/08, 09/16/09, 02/06/13
Policy
The Coalition staff, and sub-recipient staff, is responsible for the safeguarding of financial and physical assets and being alert to possible exposures, errors, and irregularities. The Coalition, and sub- recipient(s), are required to: • maintain an accurate inventory control of non-expendable, tangible real property • record the acquisition of new property • document the transfer of property from one location to another • provide documentation when property is being repaired • complete physical inventories as required by law • alert management when property is missing or suspected stolen • obtain approval prior to disposing of property • ensure that unauthorized use of property is prohibited
CAPITALIZED ASSETS
Capitalization Threshold
The Coalition’s capitalization threshold is any item that was either purchased for $5,000 or more or was contributed to the Coalition with a fair market value of $5,000 or more, and has a useful life of at least one (1) year.
Capitalized Assets - Purchased
Items with unit costs below the Coalition’s capitalization threshold shall be expensed in the year purchased. Capitalized assets are accounted for at their historical cost and all such assets, except land, are subject to depreciation over their estimated useful lives, as described within these policies.
If an awarding agency requires a lower capitalization threshold, the Coalition will adhere to that dollar amount only for that program or contract.
Capitalized assets will be reported as expensed for grants if they were so budgeted in the grant application. However, for the Coalition’s financial statements, these assets will be capitalized and depreciated according to these policies.
Capitalized Assets – Contributed
Assets with fair market values in excess of the Coalition’s capitalization threshold that are contributed to the Coalition, or a sub-recipient for the Coalition, shall be capitalized as fixed assets on the financial
Early Learning Coalition of Putnam and St. Johns Counties 14 Accounting and Financial Policies and Procedures statements. Contributed items with market values below the Coalition’s capitalization threshold shall be expensed in the year contributed.
Capitalized contributed assets are accounted for at their market value at the time of donation and all such assets, except land and certain works of art and historical treasures, are subject to depreciation over their estimated useful lives, as described within these policies.
Capitalized Assets - Depreciation and Useful Lives
All capitalized assets are maintained in the special property account group and are not included as an operating expense. Property is depreciated over its estimated useful lives using the straight-line method, half-year convention.
Recovery periods are as follows: 1. 5-year property: • Computers and peripheral equipment • Office machinery (such as typewriters, calculators, and copiers) • Vehicles 2. 7-year property: • Office furniture and fixtures (such as desks, files, and safes) • Any property that does not have a recovery period as designated by the IRS 3. Any other property will follow the IRS guidelines on length of recovery period 4. Alternatively, at the direction of the Fiscal Manager capitalized assets may be depreciated over useful lives expressed in terms of units of production or hours of service in place of the preceding useful lives expressed in terms of time.
Residual value of capitalized assets shall be determined by the Accounting Department in conjunction with the department or employee that shall utilize the asset.
For accounting and interim financial reporting purposes, depreciation expense will be recorded on an annual basis.
Capitalized Assets - Changes in Estimated Useful Lives
If it becomes apparent that the useful life of a particular capitalized asset will be less than the life originally established, an adjustment to the estimated useful life shall be made. All such changes in estimated useful lives of capitalized assets must be approved by the Fiscal Manager.
When a change in estimated useful life is made, the new life is used for purposes of calculating annual depreciation expense. In the year in which the change in estimate is made, the cumulative effect of the change shall be reflected as depreciation expense in the Coalition’s statement of activities.
For example, if in the fourth year of an asset’s life, it is determined that the asset will last five years instead of the original estimate of seven years, depreciation expense for that year shall be equal to the
Early Learning Coalition of Putnam and St. Johns Counties 15 Accounting and Financial Policies and Procedures difference between 4/5 of the asset’s basis (accumulated depreciation at the end of year four) and 3/7 of the asset’s basis (accumulated depreciation at the beginning of the year).
Capitalized Assets - Repairs
Expenditures to repair capitalized assets shall be expensed as incurred if the repairs do not materially add to the value of the property or materially prolong the estimated useful life of the property.
Expenditures to repair capitalized assets shall be capitalized if the repairs increase the value of property, prolong its estimated useful life, or adapt it to a new or different use. Such capitalized repair costs shall be depreciated over the remaining estimated useful life of the property. If the repairs significantly extend the estimated useful life of the property, the original cost of the property shall also be depreciated over its new, extended useful life.
Capitalized Assets - Establishment and Maintenance of a Fixed Asset Listing
All capitalized property shall be recorded on the Fixed Asset Listing Report. This report shall include the following information with respect to each asset:
1. Date of acquisition 2. Unit acquisition cost (computed by including freight, insurance, and any other shipping costs divided by number of units) 3. Description (such as color, name, make, model, manufacturer and serial number or other identification number) 4. Depreciation method 5. Estimated useful life 6. Book Value 7. Depreciation amount 8. Residual value of asset
INVENTORY REQUIREMENTS
Items to be Inventoried All nonexpendable property (as listed below), purchased by the Coalition, or a sub-recipient of the Coalition, are to be maintained, safeguarded, inventoried and accounted for:
• Equipment, fixtures, or other tangible personal property of a non-consumable and nonexpendable nature, with a value or cost of $1,000.00 or more and a normal life expectancy life of one (1) year or more • Hardback-covered bound books that are circulated to students or the general public, valued at $25 or more (each) • Hardback-covered bound books valued at $250 or more (each) • Portable or attractive items such as computers which may contain sensitive or confidential information (However, if they were under the cost threshold at time of
Early Learning Coalition of Putnam and St. Johns Counties 16 Accounting and Financial Policies and Procedures acquisition, these items may be inventoried and accounted for by a means other than the official inventory report.)
Inventory Procedures
The Coalition, and sub-recipient(s), are required to adhere to the policies and procedures as listed within these policies when establishing and maintaining the Property Inventory Reports.
Inventory Maintenance and Reporting Procedures
All property that is required to be recorded on the Property Inventory Report shall include the following information with respect to each item: [A-110_34 (f) (1)](F.A.C. 69I-72.002) (OEL-FG-0049-08) and (FOEL 10/30/12 “Tangible Personal Property” Webinar Training).
1. Date of acquisition 2. Unit acquisition cost (computed by including freight, insurance, and any other shipping costs divided by number of units) 3. Method of acquisition (and if purchased; voucher, check, or warrant number) 4. Description (such as color, name, make, year, model name/number, manufacturer, and a serial number or other identification number) 5. Funding source of the property, including the grant award number and other cost accumulator (OCA) 6. A statement that the title vests in the Coalition 7. Information to calculate the Federal share of the cost of the property, if applicable 8. Physical location of property and use 9. Name of custodian 10. Property tag identification number 11. Date that the item was last inventoried and the condition of the item as of that date Current condition of the item, using the appropriate condition code as described here: • (E) Excellent: The item is in excellent serviceable condition. • (G) Good: The item is in reusable and serviceable condition. • (F) Fair: The item is worn but is in reusable condition and can be cleaned, polished, and placed back in use with minimum repair or maintenance. • (P) Poor: The item is very worn, old, or obsolete and requires major repairs before use. This type of grant-purchased property may have parts, which may be useful. • (S) Scrap: The item is not usable by the Coalition. The item is obsolete or non- repairable, unserviceable, and may present a health or safety hazard. 12. Ultimate Disposition Data, including date of disposal and sales price (if applicable), OR the method used to determine current fair market value where a recipient compensates the awarding agency for its share (OMB A-110, 34, (f)). When determining fair market value, the Coalition will use a comparison of recent purchase prices of similar item(s) and/or the written opinions of applicable professionals. Note: The individual property record for each item lawfully disposed of must be, upon disposition of the item, transferred to a disposed property file.
Early Learning Coalition of Putnam and St. Johns Counties 17 Accounting and Financial Policies and Procedures
Inventory Maintenance and Reporting Procedures for Sub-recipients
1. The sub-recipient must be granted Coalition prior approval for all items that are included in the “Contractor Prior Approval Guidance” issued by the Coalition. 2. The sub-recipient must assign a Property Custodian. The Property Custodian will be entrusted with five Coalition tag number decals, at a time, for assignment and placement, and will be responsible for maintaining the Coalition’s Property Inventory Report, as it pertains to the sub- recipient (actual property in sub-recipient’s custody). 3. The Property Custodian will review copies of the vendor invoices to ensure all purchases requiring inventory recording are added to the Coalition Property Inventory Report. 4. All purchases that require inventory recording will then be highlighted (or indicated in another agreed-upon manner) on the vendor invoice and added to the Coalition’s Property Inventory Report. 5. As property is purchased, the Property Custodian will submit to the Coalition an updated Coalition Property Inventory Report, corresponding vendor invoices w/highlights, and references and/or copies of all corresponding Coalition prior approvals. 6. The Property Custodian will request additional tag number decals, from the Coalition, as needed. 7. The Property Custodian is responsible for internal inventory relocation reporting, to ensure the Coalition Property Inventory Report is kept current. 8. The Property Custodian will perform annual physical inventories, of all operating sites, with Coalition staff by September 1 of each fiscal year, unless the Sub-recipient/Coalition contract is ending in the current fiscal year. 9. If the contract ends June 30 of the current fiscal year, the annual physical inventories must be completed with Coalition staff by May 31 in preparation for transition activities. In addition, ALL equipment and furniture purchases for the remainder of the contract would require Coalition Prior Approval. 10. In the case of a unilateral contract termination, no equipment or furniture purchased (from the date of notification) will be reimbursed by the Coalition. 11. If, at any time, property is missing or thought to have been stolen, the Property Custodian must alert the Coalition immediately. 12. Before disposing of any Coalition property, the Property Custodian must contact the Coalition and follow Florida’s OEL policy. Final disposition will be updated on the Coalition Inventory Report.
CAPITALIZED ASSETS AND INVENTORY REQUIREMENTS
Property Purchased With Federal Funds (A-110_34)
The Coalition may occasionally purchase property that will be used exclusively on a program funded by a Federal agency. Property charged to Federal awards will be subject to certain additional policies as described in this policy.
Early Learning Coalition of Putnam and St. Johns Counties 18 Accounting and Financial Policies and Procedures All applicable purchases of “property” with Federal funds shall have prior approval, in advance and in writing, by the Federal awarding agency and per Federal awarding agency’s prior approval process. In addition, the following policies shall apply regarding property purchased and charged to Federal awards:
1. Adequate insurance coverage will be maintained with respect to property charged to Federal awards.
2. For property (or residual inventories of supplies) with a remaining per unit fair market value of less than the Coalition’s capitalization threshold at the conclusion of the award, the Coalition shall retain the property without any requirement for notifying the Federal agency.
3. If the remaining per unit fair market value is more than the Coalition’s capitalization threshold, the Coalition shall gain a written understanding with the Federal agency regarding disposition of the property. This understanding may involve returning the property to the Federal agency, keeping the property and compensating the Federal agency, or selling the property and remitting the proceeds, less allowable selling costs, to the Federal agency.
4. The Grants and Operations Manager shall determine whether a specific award with a Federal agency includes additional property requirements or thresholds and requirements that differ from those described above.
5. A physical inventory of all property purchased with Federal funds shall be performed annually. The results of the physical inventory shall be reconciled to the accounting records of and Federal reports filed by the Coalition.
Physical Inventory
A physical inventory of all capitalized assets and inventoried property will be taken on an annual basis by the Coalition. All serial numbers and Coalition-assigned tag numbers will be double-checked for accuracy. This physical inventory shall be reconciled to the Fixed Asset Listing and the Property Inventory Report and adjustments made as necessary. All adjustments resulting from this reconciliation will be approved by the Fiscal Manager, and the fixed asset detail will be reconciled to the general ledger.
Purchases of Shared Assets/Inventoried Property
If the Coalition agrees to share its assets or inventoried property with another coalition, through a common contractor/sub-recipient, the coalition with whom the title vests must be established and agreed upon before purchase. In addition, full disclosure of any shared purchase/allocation must be provided with the Coalition’s invoice.
Early Learning Coalition of Putnam and St. Johns Counties 19 Accounting and Financial Policies and Procedures Receipt of Newly-Purchased Property
At the time of arrival, all newly-purchased property shall be examined for obvious physical damage. If an item appears damaged or is not in working order, it shall be returned to the vendor immediately.
In addition, descriptions and quantities of items per the packing slip or bill of lading shall be compared to the items delivered. Discrepancies should be resolved with the vendor immediately.
Staff who receives shipments must verify the receipt and inspection of all goods by signing and dating the vendors’ packing slips, as well as making any corrective notations on the packing slip when applicable.
Disposition of Property
The Coalition (and the awarding agency) approves the disposal of all capitalized fixed assets and inventoried property that may be worn out or obsolete. If an item is sold, scrapped, donated or stolen, adjustments need to be made to the Fixed Asset Listing and Property Inventory Report after following prescribed applicable awarding agency instructions. If money is received for the item, then the difference between the money received and the "book value" (purchase price less depreciation) of the item will be recorded as a loss (if the money received is less than the book value) or a gain (if the money received is more than the book value). Note: The individual property record for each item lawfully disposed of (upon disposition of the item) must be transferred to a disposed property file.
Write-Offs of Property
The Coalition (and the awarding agency) approves the disposal of all capitalized fixed assets and inventoried property that may be worn out or obsolete. Any and all items that are discovered to be missing or stolen must be reported immediately to the Coalition, who will then notify and follow the procedures of the awarding agency. After following all required processes, the Coalition will remove items off the accounting records that are no longer in the Coalition’s (or sub-recipient’s) custody.
Early Learning Coalition of Putnam and St. Johns Counties 20 Accounting and Financial Policies and Procedures F701 BUDGETING
Effective Date: 08/28/07 Revision Date: 03/19/08, 02/16/13
Overview
Budgeting is an integral part of managing any the Coalition in that it is concerned with the translation of the Coalitional goals and objectives into financial and human resource terms. A budget should be designed and prepared to direct the most efficient and prudent use of the Coalition's financial and human resources. A budget is a management commitment of a plan for present and future Coalition activities that will ensure survival. It provides an opportunity to examine the composition and viability of the Coalition's programs and activities simultaneously in light of the available resources.
Budgets are also prepared for funding sources. Awarding agencies may or may not require approval for changes in line items. The Coalition will document and follow all such requirements.
Preparation and Adoption
The Coalition will prepare an annual budget on the accrual basis of accounting. The Fiscal Manager gathers budget information from the previous year’s expenditures and prepares the first draft of the budget for the Executive Director to review.
After appropriate revisions by the Fiscal Manager, a draft of the Coalition-wide budget is presented to the Executive/Administrative Committee for discussion, revision, and initial approval.
The revised draft is then submitted to the entire Board of Directors for adoption.
It is the policy of the Coalition to adopt a final budget at least 30 days before the beginning of the Coalition’s fiscal year. The purpose of adopting a final budget at this time is to allow adequate time for the Accounting Department to establish appropriate accounting and reporting procedures (including any necessary modifications to the chart of accounts) to ensure proper classification of activities and comparison of budget versus actual once the year begins.
Budgets for programs that are not on the Coalition’s fiscal year will be prepared in accordance with awarding agency requirements.
Monitoring Performance
The Coalition monitors its financial performance by comparing and analyzing actual results with budgeted results. This function shall be accomplished in conjunction with the monthly financial reporting process described earlier.
Early Learning Coalition of Putnam and St. Johns Counties 21 Accounting and Financial Policies and Procedures
On a monthly basis, financial reports comparing actual year-to-date revenues and expenses with budgeted year-to-date amounts shall be produced by the Accounting Department. All budget variances in excess of ten percent will be reviewed by the Executive/Administrative Committee on a quarterly bimonthly basis.
Budget and Program Revisions
The Coalition will request prior approval from Federal awarding agencies for any of the following program or budget revisions:
1. Change in the scope or objective of the project or program, even if there is no associated budget revision requiring prior written approval.
2. Change in a key person specified in the application or award document.
3. The absence for more than three months, or a 25 percent reduction in time devoted to the project.
4. The need for additional Federal funding.
5. The transfer of amounts budgeted for indirect costs to absorb increases in direct costs, or vice versa, if approval is required by the Federal awarding agency.
6. The inclusion, unless waived by the Federal awarding agency, of costs that require prior approval in accordance with OMB Circular A-122.
7. The transfer of funds allotted for training allowances (direct payment to trainees) to other categories of expense.
8. Unless described in the application and funded in the approved awards, the sub award, transfer or contracting out of any work under an award. (However, this provision does not apply to purchases of supplies, materials, equipment or general support services.)
Budget Modifications
After a budget has been approved by the Board of Directors and adopted by the Coalition, reclassifications of budgeted expense amounts of more than $1,000 may be made by the Fiscal Manager, with approval from the Executive Director.
Any budget modification resulting in an increase in budgeted expenses or decrease in budgeted revenues shall be made only with approval of the Executive/Administrative Committee.
Early Learning Coalition of Putnam and St. Johns Counties 22 Accounting and Financial Policies and Procedures F702 ANNUAL AUDIT
Effective Date: 08/28/07 Revision Date: 02/06/13
Role of the Independent Auditor
The Coalition will arrange for an annual audit of the Coalition's financial statements to be conducted by an independent accounting firm. The independent accounting firm selected by the Board of Directors will be required to communicate directly with the Coalition's Executive/Administrative Committee upon the completion of their audit. In addition, members of the Executive/Administrative Committee are authorized to initiate communication directly with the independent accounting firm.
Audited financial statements, including the working papers and the auditor's opinion thereon, will be submitted and presented to the Board of Directors by the independent accounting firm, after the financial statements have been reviewed and approved by the Executive/Administrative Committee.
How Often to Review the Selection of the Auditor
The Coalition shall review the selection of its independent auditor in the following circumstances:
1. Anytime there is dissatisfaction with the service of the current firm 2. When a fresh perspective and new ideas are desired 3. Every 5 years to ensure competitive pricing and a high quality of service.
Selecting an Auditor
The selection of an accounting firm to conduct the annual audit is a task that should be taken very seriously. The following factors shall be considered by the Coalition in selecting an accounting firm:
1. The firm’s reputation in the nonprofit community 2. The depth of the firm’s understanding of and experience with not-for-profit Early Learning Coalitions for the state of Florida and Federal reporting requirements under OMB Circular A-133 3. The firm’s demonstrated ability to provide the services requested in a timely manner 4. The ability of firm personnel to communicate with the Coalition personnel in a professional and congenial manner
If the Coalition decides to prepare and issue a written Request for Proposal Qualifications (RFP) (RFQ) to be sent to prospective audit firms, the following information shall be included:
1. Period of services required 2. Type of contract to be awarded (fixed fee, cost basis, etc.)
Early Learning Coalition of Putnam and St. Johns Counties 23 Accounting and Financial Policies and Procedures 3. Complete description of the services requested (audit, management letter, tax returns, etc.) 4. Identification of meetings requiring their attendance, such as staff or Board of Director meetings 5. The organization chart organizational structure of the Coalition 6. Chart of account information (upon request) 7. Financial information about the Coalition (upon request) 8. Copy of prior year reports (financial statements, management letters, etc.) (upon request) 9. Identification of need to perform audit in accordance with OMB Circular A-133 10. Other information considered appropriate 11. Description of proposal and format requirements 12. Due date of proposals 13. Overview of selection process (i.e., whether finalists will be interviewed, when a decision shall be made, etc.) 14. Identification of criteria for selection
Minimum Proposal Requirements from prospective CPA firms shall be:
1. Firm background 2. Biographical information (resumes) of key firm member who will serve the Coalition 3. Client references 4. Information about the firm's capabilities 5. Firm's approach to performing an audit 6. Copy of the firm’s most recent quality/peer review report, including any accompanying letter of findings 7. Other resources available with the firm 8. Expected timing and completion of the audit 9. Expected delivery of reports 10. Cost estimate including estimated number of hours per staff member 11. Rate per hour for each auditor 12. Other information as appropriate
In order to narrow down the proposals to the top selections, the Fiscal Manager shall meet with the prospective engagement teams from each proposing firm to discuss their proposal. Copies of all proposals shall be forwarded to each member of the Executive/Administrative Committee or the (ad hoc) RFQ Committee. After the Fiscal Manager narrows down the field of prospective auditors to three firms, If necessary, final interviews of each firm are may be conducted by the Executive/Administrative Committee or the (ad hoc) RFQ Committee, who makes the final recommendation to the Board of Directors for approval.
Preparation for the Annual Audit
The Coalition shall be actively involved in planning for and assisting with the Coalition’s independent accounting firm in order to ensure a smooth and timely audit of its financial statements. In that regard, the Accounting Department shall provide assistance to the independent auditors in the following areas:
Early Learning Coalition of Putnam and St. Johns Counties 24 Accounting and Financial Policies and Procedures Planning – The Fiscal Manager is responsible for delegating the assignments and responsibilities to staff in preparation for the audit. Assignments shall be based on the list of requested schedules and information provided by the independent accounting firm.
Involvement - The Coalition staff will do as much work as possible in order to assist the auditors and, therefore, reduce the cost of the audit.
Interim Procedures - To facilitate the timely completion of the annual audit, the independent auditors may perform selected audit procedures prior to the Coalition’s year-end. By performing significant portions of audit work as of an interim date, the work required subsequent to year-end is reduced. The Coalition staff will provide requested schedules and documents to assist the auditors during any interim audit fieldwork.
Throughout the audit process, the Coalition will make every effort to provide schedules, documents and information requested by the auditors in a timely manner.
Concluding the Audit
Upon receipt of a draft of the audited financial statements and working papers of the Coalition from its independent auditor, the Fiscal Manager and Executive Director shall perform a detailed review of the draft and working paper, consisting of the following procedures:
1. Carefully read the entire report for typographical errors. 2. Trace and agree each number in the financial statements and accompanying footnotes to the accounting records and/or internal financial statements of the Coalition. 3. Review each footnote for accuracy and completeness. 4. Review working papers for accuracy.
Any questions or errors noted as part of this review shall be communicated to the independent auditor in a timely manner and resolved to the satisfaction of the Fiscal Manager and Executive Director.
It shall also be the responsibility of the Fiscal Manager and Executive Director to review and respond in writing to all management letters or other internal control and compliance report findings and recommendations made by the independent auditor.
In addition, the Single Audit Clearinghouse form shall be completed and a copy submitted to the Executive/Administrative Committee.
Early Learning Coalition of Putnam and St. Johns Counties 25 Accounting and Financial Policies and Procedures VII. New/Unfinished Business
F. Approval of Contract Management and Monitoring Policies and Procedures Revisions*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Revisions to the Coalition’s Contract Management and Monitoring Policies and Procedures Reason for Recommended Action Revisions: CM401- Documentation/File Requirements, corrected ‘payment activity log’ to ‘billing and payment activity’, corrected the word ‘monitor’ to ‘monitoring’ in several places.
CM702 – Contract Monitoring Preparation, corrected reference to FS 402.73(5) to FS 402.7305.
Appendix D – Coalition Contract Close-out Guide, corrected ‘payment and activity log (if used)’ to ‘billing and payment activity’
If this is not done, the following would occur: The Coalition would not have corrected and updated Contract Management and Monitoring Policies and Procedures.
How the Action will be accomplished Approval of the revisions listed above.
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
CM401 Documentation/File Requirements
Effective Date: 08/28/07 Revision Date: 02/04/09, 08/03/11, 02/06/13
Documentation/File Requirements Each contract file consists of three main sub files and any other official documentation associated with official Coalition business. The main sub files are:
1. The Procurement File 2. The Contract File 3. The Contract Monitor File
1. Procurement File
The procurement file, containing all documentation and information regarding the contractor selection process becomes part of the contract file upon contract award, and includes, at a minimum, the following items:
a) Proof of all legal advertising b) Copy of the solicitation document c) Solicitation Receipt Log d) Copies of solicitation responses received e) Documentation of the solicitation response opening activities f) Correspondence received pertaining to the solicitation g) Copies of the questions and responses to all inquiries h) Documentation listing the names of all individuals taking part in the Coalition or selection of criteria for evaluation, the evaluation process, and the award process i) A signed and completed Conflict of Interest Questionnaire/Statement from all individuals taking part in the selection process, etc. j) Documentation of Cost/Price Analysis k) Copies of the evaluation team’s evaluations l) Documentation of any posting activities m) Notice of Award n) Copies of protests received and documentation of their resolution o) Memorandum of Negotiation p) All documentation required by procurement procedures addressed in the Coalition’s procurement policies and procedures
2. Contract File Every contract must be supported by a contract file that contains documentation for each phase of contract activity. All pertinent information relating to the contract must be collected and maintained in the contract file. Below is a list of documents that shall be maintained annually by the Coalition. The Fiscal Manager and Grants and Operations Manager shall review the documents, from the contractor, for accuracy and completeness and maintain documents in the contract file. An asterisk (*) indicates reports/documents are provided by the contractor throughout the contract year. a) Executed Contract with grant funding information (including the notice of award numbers), program descriptions, parent fees, provider fees, assurances and certifications b) Contract Review form/checklist Early Learning Coalition of Putnam and St. Johns Counties - 1 – Contract Management and Monitoring Policies and Procedures c) Amendments with back-up documentation (reason for amendment) d) Projected Budget, planned costs by OCA e) Insurance Certifications f) Subcontract Document (Agreement) g) School Readiness and VPK Provider Lists* h) Correspondence regarding contract i) Attendance Audit Procedures j) Personnel Position Descriptions k) Civil Rights Compliance Documentation l) Local Match Documentation* m) Business Contingency Plan (C.O.O.P.) n) Customer Satisfaction Reports* o) Enrollment Reports* p) Utilization Reports* q) Financial Statements* r) School Readiness Program Management Reports* s) Voluntary Pre-K Program Management Reports* t) State Required Reports (R&R, etc.)* u) Coalition Required Reports* v) Reimbursement Invoices with supporting documentation* w) Billing and Payment Activity Log x) Financial Audit y) Annual Report z) Contract Renewal form or letter aa) Contract Close-out documentation
3. Contract Monitoring File
Every contract must be supported by a contract monitoring file containing documentation supporting the contract monitoring activity. The following is a list of documents maintained in the contract monitoring file:
Monitoring Plan a) Contract year monitor subject areas and scheduled monitoring, with timelines to incorporate adequate time for each monitoring process as well as to create, implement, and complete necessary corrective action plans.
b) For each scheduled monitoring:
1) entrance notification letter to include scope of monitoring, schedule/location of monitoring, planned monitoring tools, and request for documents 2) exit interview documentation 3) completed monitoring tools 4) worksheets 5) correspondence and exhibits relevant to monitoring 6) monitoring reports 7) Contractor response(s) to report 8) Corrective Action Plan (C.A.P.) Documentation
• Coalition approval/disapproval of proposed C.A.P. • Status reports (as applicable) • Satisfactory completion of corrective action plan
Early Learning Coalition of Putnam and St. Johns Counties - 2 – Contract Management and Monitoring Policies and Procedures CM702 Contract Monitoring Preparation
Effective Date: 08/28/07 Revision Date: 02/04/09, 06/02/10, 02/02/11, 02/01/12, 02/06/13
Preparation Activities
The Grants and Operations Manager is responsible for planning its contract monitoring activities with each contractor before examining records or visiting contractor sites. This may include having a “pre- monitoring meeting” with the contractor to go over all documents and processes prior to the actual monitoring.
The Grants and Operations Manager is responsible for:
(a) Preparing the Contract Monitor Tools and determining the testing percentages.
(b) Preparing a letter of monitor notification (appendix C) at least 21 days, and preferably 30 days, in advance of the scheduled on-site monitoring of the contractor. The Grants and Operations Manager will select samples, as applicable, and will provide these to the contractor with the notification letter at least 30 days prior to the on-site monitoring visit.
(c) Obtain reports from federal, state, regional and local entities that have recently assessed the contractor’s business or service delivery practices.
(d) Tracking the progress and completion of the contract monitoring schedule. The Grants and Operations Manager should report delays that have an impact on the completion of scheduled contract monitoring to the Executive Director.
Preliminary Reviews
The Grants and Operations Manager reviews documentation and reports already in the possession of the Coalition (contract file) or those that are easily obtainable. Reviews to be accomplished before the monitoring include, but are not limited to:
(a) A review of the Fiscal Manager and Grants and Operations Manager’s files for all current contracts with the contractor. This review includes required assurances and certifications, which are part of the contract award.
(b) Civil Rights. The Grants and Operations Manager certifies, where the contractor employs 15 or more individuals, compliance with civil rights requirements. If, in the course of contract monitoring, the monitors find evidence of civil rights violations by the contractor, the information should be documented and presented to the Executive Director and/or Coalition board.
(c) Insurance. The team should verify that (i) the contractor’s insurance policies have not been allowed to lapse since contract award and (ii) the Coalition is not billed for coverage not required by the contract or not permitted in a cost reimbursement contract.
(d) Lobbying Prohibition. All contracts containing federal funding in excess of $100,000 requires certification that no federal funds be spent for lobbying. If other contractor funds are spent for lobbying, the payments should be disclosed on Standard Form-LLL (SF-LLL). These requirements must be passed through to subcontractors or other sub-recipients by the Coalition’s contractor. The Fiscal Manager and/or Grants and Operations Manager may choose to Early Learning Coalition of Putnam and St. Johns Counties - 3 – Contract Management and Monitoring Policies and Procedures review contractor expenditure records to assure that all lobbying payments have been reported on SF-LLL. Subcontracts should include language that assures imposition of the lobbying requirements.
(e) A review of the contractor's current audit and other reports as required by Ch. 10.550 and 10.650, Rules of the Auditor General, including associated management letters.
Contractor Audit Review and Resolution Initial Determination: The Executive Director shall receive the contractor’s audit as required in the contractor’s early learning contract. The Executive Director shall review the audit and within six months prepare a Management Decision recommendation.
The Executive Director shall present the management decision recommendation to the Early Learning Coalition of Putnam and St. Johns Counties’ Executive/Administrative Committee and Board of Directors for approval.
If there are questioned costs: If questioned costs are included in the audit, the management decision recommendation will include a statement of whether or not questioned costs are allowed or disallowed, whether or not corrective actions regarding any administrative findings are adequate, and a statement that all findings are subject to State and Federal review. In the event of a debt resulting from disallowed costs the Executive Director shall collect the debt in accordance with the terms and conditions of the sub-recipient contract.
If there are no questioned costs: If no questioned costs or other findings are included in the audit, the management decision recommendation will include a statement that there are no findings to be resolved and that the audit is considered resolved.
Resolution Period and Final Determination: Once approved, the Executive Director shall submit the management decision to the contractor and, if applicable, provide ongoing auditor corrective action plan progress reports to the Executive/Administrative Committee and Board of Directors until the audit is declared resolved. In addition, if there are any questioned costs that are contract-related, the Coalition has the authority to require the contractor complete corrective action plans for the Coalition, with timelines, until completely resolved. In the event the sub-recipient files a grievance, the Board of Directors shall resolve the grievance in accordance with the Coalition’s grievance policy.
• The Fiscal Manager and/or Grants and Operations Manager should make note of any previous findings or recommendations; the contractor should have made progress in or corrected prior deficiencies. The Fiscal Manager may find it prudent to review audits and attestations from earlier years to obtain information about continuing problems or unresolved findings.
• Audits required under OMB Circular A-133 include a report on the contractor's internal control system. The Fiscal Manager and/or Grants and Operations Manager may rely on the audit report as verification that the books and records of the contractor were maintained in accordance with generally accepted accounting principles and that the contractor's system of internal controls is adequate to support reliance on the existing business records.
Early Learning Coalition of Putnam and St. Johns Counties - 4 – Contract Management and Monitoring Policies and Procedures (f) Effective Use of Funds: For purposes of assuring that programmatic financial integrity is maintained, the Fiscal Manager and/or Grants and Operations Manager shall review the accuracy of contract payments as they relate to programmatic requirements and service quality. Specific items for contract monitoring may include, but is not limited to, the following:
(1) Compliance with previous findings and recommendations as noted in all contract monitoring reports or a follow-up letter from the contractor stating a corrective action plan.
(2) Correction or clearance of all identified deficiencies noted in any previous administrative contract monitoring report.
(3) Payroll tax returns and payroll register for administration and program personnel (U.S. Form 941, Federal Quarterly Payroll Return and Unemployment Compensation Tax) with payment documentation, I-9 Forms, and W-4 Forms.
(4) Interim financial statements, including the latest financial statements available to the contractor’s board of directors.
(5) The chart of accounts.
(6) A current operating budget and expenditure report.
(7) Records of all sources of income (i.e., each fund that contributes to the provision of services and in-kind contribution/match documentation).
(8) Records and minutes of Board and Executive/Administrative Committee meetings.
(9) The methodology for service allocation by programs and cost centers along with proper documentation of each service. The Grants and Operations Manager reviews service unit records, logs, reports, and client files utilized for billing in order to verify billing and service delivery accuracy.
(10) The Fiscal Manager and/or Grants and Operations Manager, in reviewing the financial records, must be able to trace financial transactions from individual purchase order(s), voucher(s), receiving reports or invoices, journals, general ledger and the income statement to ensure proper interpretation and processing within the contractor organization.
(g) Return of Funds: If the Fiscal Manager determines unallowable expenditures were charged to the contract, or the contractor has otherwise been overpaid, the Fiscal Manager in cooperation with the contractor develop a plan to reimburse the Coalition.
(h) Match Requirements: Contractors receiving contributions from governmental entities or units of special purpose to support treatment or contracted services are required to provide information about those matching. The governmental funding entity or match contributor is required to comply with any deadlines and procurement procedures established by s. 402.73(5) 402.7305, F.S., and the Coalition. The Fiscal Manager and/or Grants and Operations Manager verifies match requirements with any non-cash benefits to a specific program. The Fiscal Manager and/or Grants and Operations Manager reviews provider documentation to assure that:
(1) Cash and In-Kind match documentation is in accordance with funding source requirements.
Early Learning Coalition of Putnam and St. Johns Counties - 5 – Contract Management and Monitoring Policies and Procedures (2) The year-to-date summary of the contract match requirements identifies any discrepancies to identify any variance of actual match from projected match.
Early Learning Coalition of Putnam and St. Johns Counties - 6 – Contract Management and Monitoring Policies and Procedures
Appendix D
Coalition Contract Closeout Guide (It is recommended that close out procedures begin 60 days prior to contract close out)
CONTRACTOR NAME: ______CONTRACT NUMBER: ______CONTRACT PERIOD:______
Prior to initiating a contract termination or contract expiration date, the Grants and Operations Manager and the Fiscal Manager should complete the contract closeout process. The purpose of the contract closeout process is to document the success (or failure) of the contractual commitment and to provide reference materials for possible use in evaluating future procurement proposals submitted by that Contractor.
A typical closeout process includes the evaluation of both programmatic and fiscal requirements and criteria.
PROGRAMMATIC CLOSEOUT CHECKLIST Closeout includes, but is not limited to, determining and documenting that:
All deliverables and services have been delivered and accepted in writing. -Yes -No -N/A
If contract termination is due to non-performance, deliverables that have and have not been received have been identified in writing. -Yes -No -N/A
The program objectives have been met. This may be linked to one or more outcome measures. The contractor may have performed satisfactorily and program objectives still not achieved, which should influence if and how the contract services should be re-procured. -Yes -No -N/A
All inspections and testing reports have been completed and accepted, in writing. -Yes -No -N/A
All reports (including Financial Status Report and Expenditures) have been received and accepted in writing. -Yes -No -N/A
Determine whether program objectives were met. -Yes -No -N/A
Liquidated damages/remedies have been assessed for non-performance/non-compliance. -Yes -No -N/A
Comments: ______
Early Learning Coalition of Putnam and St. Johns Counties - 7 – Contract Management and Monitoring Policies and Procedures ______
FISCAL CLOSEOUT CHECKLIST Closeout includes, but is not limited to, determining and documenting that:
All non-expendable property (as defined in Coalition Accounting and Financial Policies and Procedures) acquired by the contractor has been returned to the Coalition or otherwise accounted for in compliance with contract terms. -Yes -No -N/A
Advances and/or interest earned on advances have been recovered or applied against what is owed. -Yes -No -N/A
Match requirements have been met. -Yes -No -N/A
Amounts assessed as liquidated damages/remedies for non-performance/non-compliance have been recovered. -Yes -No -N/A
Any disallowed costs and/or unused grant funds have been recovered. -Yes -No -N/A
For cost reimbursement contracts or services not obtained through a competitive procurement process, the final Financial Status Report (summary of activity and costs) has been reviewed and approved. -Yes -No -N/A
All known mandatory audits of reported costs have been completed. -Yes -No -N/A
Final payment to contractor is made only after all programmatic and fiscal steps have been completed. -Yes -No -N/A
Budget allocations and all invoice payments have been reconciled. -Yes -No -N/A
Comments: ______
Early Learning Coalition of Putnam and St. Johns Counties - 8 – Contract Management and Monitoring Policies and Procedures
CONTRACT FILE CLOSEOUT CHECKLIST
______Copy of the cost/price analysis for the original contract and any modifications ______Copy of completed/approved sub-recipient vs. vendor determination ______Copy of the original contract ______Copy of all amendments, renewals and/or extensions ______Every change order/amendment has been reconciled ______Copies of invoices and supporting documentation ______Billing and Payment and activity log (if used) ______All payments have been made and reconciled, except the final payment ______Fiscal Manager’s budget record and authorizing documents ______Copies of subcontracts or memorandums of agreement (if applicable) ______Correspondence regarding contract ______Relevant monitoring and evaluation reports ______All discrepancies have been corrected and accepted ______Contractor’s justification of need for advances (if applicable) ______Non-competitive Procurement documentation (if applicable) ______Memorandum of Negotiation (if applicable) ______All security badges, keys, etc. have been returned and accounted for ______Debriefing with the Contractor’s Representative has been completed ______Contractor’s final performance evaluation ______Contract Analysis has been completed (review of all documentation to determine if future changes would be beneficial; were the goals adequate, more training needed, any unanticipated problems arise, what could have been done differently or better)
Grants and Operations Manager: ______Date: ______Name
Fiscal Manager: ______Date: ______Name
Executive Director: ______Date: ______Name
Early Learning Coalition of Putnam and St. Johns Counties - 9 – Contract Management and Monitoring Policies and Procedures VII. New/Unfinished Business
G. Approval to Request a Waiver to School Readiness Break in Employment, Rule 6M- 4.210(1) of the Florida Administrative Code*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval to Request a Temporary Variance of Florida Administrative Code (F.A.C.) 6M-4.210(1) Maintaining Eligibility for Financial Assistance; Breaks in Employment: • Extend the requirement of re-establishing employment from 30 calendar days to 90 calendar days. (as incorporated in the Coalition’s Primary Service Provider’s (E.C.S.) Eligibility Policies and Procedures) Reason for Recommended Action To assist local families impacted by recent economic events, and to assist the Coalition in maintaining the minimum number of School Readiness slots, as required by Florida Statute.
For eligibility there must be a “purpose for care.” As more parents are not working, there are fewer eligible families.
This variance will assist those parents who may not be employed, but are searching for employment. The variance would be in effect from July 1, 2013 to June 30, 2014, at which time the Coalition will re-examine the need.
If this is not done, the following would occur:
• The Coalition’s number of slots will decrease, possibly below the statutory requirement, and the Coalition would not be assisting families that could have been assisted.
How the Action will be accomplished With Board and FOEL approval of the Coalition’s request for a Temporary Variance of Florida Administrative Code (F.A.C.) 6M-4.210(1), ECS will extend the requirement to 90 days.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. February 6, 2013
Stephanie Savastanan Policy Director Florida’s Office of Early Learning 250 Marriott Drive Tallahassee, FL 32301 Putnam Phone: (850) 717-8550 Mailing Address 440 N. State Road 19, Suite 440 Re: Early Learning Coalition of Putnam and St. Johns Counties Palatka, FL 32177 Variance Request – School Readiness Break In Employment Phone: (386) 328-8225 Fax: (386) 328-5599 Ms. Savastanan:
St. Johns The Early Learning Coalition of Putnam and St. Johns Counties (the Physical Address “Coalition”) petitions Florida’s Office of Early Learning, for an 2450 Old Moultrie Road Suite 103 extension of our temporary waiver, until June 30, 2014, of the St. Augustine, FL 32086 requirements of rule 6M-4.210(1), Florida Administrative Code. Phone: (904) 342-2267 Specifically, the Coalition seeks relief from rule 6M-4.210(1), Fax: (904) 342-2268 which states: www.elcpsj.org 6M-4.210 Maintaining Eligibility for Financial Assistance; Breaks in Employment. A family shall maintain eligibility for financially assisted school readiness services: (1) During a break in employment, provided employment is re- established within thirty (30) calendar days. During this time, school readiness services will be reimbursed.
The Coalition specifically requests that Florida’s Office of Early Learning issue a variance on behalf of the Coalition so that
The Coalition may extend the allowable break in
employment for the purposes of determining and retaining eligibility for school readiness services A United Way Agency financial assistance from the current allowable 30 Funded by the State of calendar days to up to 90 calendar days. Florida
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The current application of rule 6M-4.210 (1) does not take into account for, or allow for, unusual circumstances beyond the control of the applicant which result in the expected period of unemployment being projected by national, state or local workforce authorities to last for a substantial period of time as a result of an economic downturn such as the current recession.
Unemployment in the region has increased from 4.3% in December 2007 to 10.3% in Putnam County and 6.5% in St. Johns County in October, 2012. Putnam County’s unemployment is 1.8% higher than the Florida average of 8.5% for that same period and while the St. Johns unemployment rate is 2.0% lower than the Florida average it is still substantially higher than 2007 levels.
The U.S. Department of Labor, Bureau of Labor Statistics, Current Population Survey reports that in November, 2012 nationally 40.1% of the unemployed are without a job for over 27 weeks. While we were unable to confirm comparable data for Florida specifically, the unemployment documented above can only extend this period of time, which clearly exceeds the roughly four weeks employment separation allowed under current rule.
Issuance of an extension of the temporary variance from the requirements of rule 6M-4.210 (1) would serve the purposed of the underlying statute by allowing the coalition to provide consistent service and accommodate unexpected and prolonged economic downturns and the resultant prolonged extended periods of unemployment for population groups eligible for school readiness services.
Thank you for your prompt action on our request.
Sincerely,
Dawn E. Bell Executive Director
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PETITION FOR VARIANCE FROM RULE 6M-4.210 (1), FLORIDA ADMINISTRATIVE CODE
Early Learning Coalition of Putnam and St. Johns Counties 440 N. State Road 19, Ste. 440 Palatka, FL 32177 Phone: (386) 328-8225 / Fax: (386) 328-5599
The Early Learning Coalition of Putnam and St. Johns Counties (the “Coalition”) petitions Florida’s Office of Early Learning, for a temporary variance, for a period of one year, from the requirements of rule 6M-4.210(1), Florida Administrative Code. Specifically, the Coalition seeks relief from rule 6M-4.210(1), which states:
6M-4.210 Maintaining Eligibility for Financial Assistance; Breaks in Employment. A family shall maintain eligibility for financially assisted school readiness services: (1) During a break in employment, provided employment is re-established within thirty (30) calendar days. During this time, school readiness services will be reimbursed.
The Coalition specifically requests that Florida’s Office of Early Learning, issue a variance on behalf of the Coalition so that
The Coalition may extend the allowable break in employment for the purposes of determining and retaining eligibility for school readiness services financial assistance from the current allowable 30 calendar days to up to 90 calendar days effective July 1, 2013 through June 30, 2014.
The following sections of the Florida Statutes are implemented by rule 6M-4.210 (1):
Sections 411.01(5)(d) & (6), Fla. Stat.
Specific facts demonstrating that uniformly applying rule 6M-4.210 (1) to the Coalition will cause the Coalition to suffer a substantial hardship or result in a violation of principles of fairness that would justify a variance for the Coalition are:
The current application of rule 6MB-4.210 (1) does not take into account for, or allow for, unusual circumstances beyond the control of the applicant which result in the expected period of unemployment being projected by national, state or local workforce authorities to last for a substantial period of time as a result of an economic downturn such as the current recession.
Issuing the Coalition a variance from the requirements of rule 6M-4.210 (1) would serve the purposes of the underlying statute(s) by:
Issuance of a temporary variance from the requirements of rule 6M-4.210 (1) would serve the purposed of the underlying statute by allowing the coalition to provide consistent service and accommodate unexpected and prolonged economic downturns and the resultant prolonged extended periods of unemployment for population groups eligible for school readiness services. VII. New/Unfinished Business
H. Approval to Request a Waiver to VPK Pilot Project, Rule 6M-8.201(4)(a) of the Florida Administrative Code*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION VPK PILOT PROJECT - Early Learning Coalition of Putnam and St. Johns Counties TEMPORARY ONE-YEAR WAIVER OF RULE 6M- 8.201(4)(a):
The Early Learning Coalition Putnam and St. Johns Counties petitions the Florida Office of Early Learning for a temporary waiver, for a period three years, of the requirements of rule 6M- 8.201(4)(a), Florida Administrative Code, which states:
A coalition shall conduct a face-to-face parent- orientation session or exhibit a parent-orientation video for a parent or group of parents registering their children for the VPK program.
Reason for Recommended Action We estimate the savings to the Coalition from this pilot project to be approximately $78,000. This was calculated based on the estimated number of additional staff hours required to staff an equivalent number of meetings throughout our two county areas, including a 25% factor for payroll taxes and fringe benefits; plus the associated travel and other out-of-pocket costs related to the staff travelling to such meetings and additional office supplies and other costs.
The providers participating in the project report that they prefer working in this way, as it provides greater convenience for their parents and staff. This comes from them being able to perform this work within the context of their already existing relationships and within the space the parents routinely visit.
Declining to grant the waiver would create an additional administrative burden on the Coalition with fewer resources. It would further impose additional inconvenience on parents. How the Action will be accomplished With Board and FOEL approval of the Coalition’s request for a Temporary Waiver of Rule 6M-8.201(4)(a), Florida Administrative Code (which would allow individual VPK providers to conduct a face-to-face orientation session or exhibit a parent-orientation video for a parent or group of parents registering their children for the VPK).
Early Learning Coalition of Putnam and St. Johns Counties, Inc. February 6, 2013
Stephanie Savastanan Policy Director Florida’s Office of Early Learning Putnam 250 Marriott Drive Mailing Address Tallahassee, FL 32301 440 N. State Road 19, Suite 440 Phone: (850) 717-8550 Palatka, FL 32177 Phone: (386) 328-8225 Re: Early Learning Coalition of PSJ (Putnam and St. Johns Fax: (386) 328-5599 Counties) Waiver Request – VPK Pilot Project
St. Johns Ms. Savastanan: Physical Address 2450 Old Moultrie Road The Early Learning Coalition of Putnam and St. Johns Counties Suite 103 St. Augustine, FL 32086 petitions Florida’s Office of Early Learning, for an extension of our Phone: (904) 342-2267 temporary waiver, for a period one year, of the requirements of Fax: (904) 342-2268 rule 6M-8.201(4)(a), Florida Administrative Code, which states:
www.elcpsj.org A coalition shall conduct a face-to-face parent-orientation session or exhibit a parent-orientation video for a parent or group of parents registering their children for the VPK program.
For the last six program years, the VPK Child Registration Pilot Project authorized the Coalition to allow public schools and some private providers to exhibit the required orientations materials. The Coalition has worked cooperatively with this group of providers to reduce taxpayer costs by leveraging provider resources to perform a limited range of orientation and enrollment functions. The Coalition retains ultimate responsibility for the accuracy of all work performed.
We estimate the savings to the Coalition from this pilot project A United Way Agency have been approximately $78,000 annually. This was calculated Funded by the State of based on the estimated number of additional staff hours required Florida to staff an equivalent number of meetings throughout our two
county areas, including a 25% factor for payroll taxes and fringe benefits; plus the associated travel and other out-of-pocket costs
related to the staff travelling to such meetings and additional office supplies and other costs.
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The providers participating in the pilot project also report that they prefer working in this way, as it provides greater convenience for their parents and staff. This comes from them being able to perform this work within the context of their already existing relationships and within the space the parents routinely visit.
Declining to grant the waiver would create an additional administrative burden on the Coalition with fewer resources. It would further impose additional inconvenience on parents.
Thank you for your prompt action on our request.
Sincerely,
Dawn E. Bell Executive Director
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PETITION FOR TEMPORARY WAIVER OF RULE 6M-8.201 FLORIDA ADMINISTRATIVE CODE
Early Learning Coalition of Putnam and St. John’s Counties 440 N. State Road 19, Suite 440 Palatka, FL. 32177 Phone: (386) 328-8225 / Fax: (386) 328-5599
The Early Learning Coalition of Putnam and St. Johns Counties petitions Florida’s Office of Early Learning, for a temporary waiver, for a period of one year, starting July 1, 2013 and continuing through June 30, 2014, of the requirements of rule 6M-8.201, Florida Administrative Code. Specifically, the Coalition seeks relief from rule 6M-8.201(4)(a), which states:
A coalition shall conduct a face-to-face parent-orientation session or exhibit a parent- orientation video for a parent or group of parents registering their children for the VPK program.
The Coalition specifically requests that Florida’s Office of Early Learning, issue a waiver on behalf of the Coalition so that:
The Coalition may allow individual VPK providers to conduct a face-to-face orientation session or exhibit a parent-orientation video for a parent or group of parents registering their children for the VPK program.
The following section(s) of the Florida Statutes are implemented by rule 6M-8.201(4)(a):
Sections 1002.53(4) and (5); 1002.75(2)(a) and (b), Fla. Stat.
Specific facts demonstrating that uniformly applying rule 6M-8.201(4)(a) to the Coalition will cause the Coalition to suffer a substantial hardship or result in a violation of principles of fairness that would justify a waiver for the Coalition are:
A change in Florida Statutes during the 2009A Special Session reduced the administrative expenditures allowed by coalitions. For the last six program years, the VPK Child Registration Pilot Project authorized the Coalition to allow public schools and some private providers to exhibit the required orientations materials. See 6M-8.2015, Florida. Administrative Code. Declining to grant the waiver would create an additional administrative burden on the Coalition with fewer resources.
Issuing the Coalition a waiver from the requirements of rule 6M-8.201(4)(a) would serve the purposes of the underlying statute(s) by:
Using resources in the most efficient manner to ensure parents have ample opportunity to register an eligible child in the VPK program.
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Additional Information
This spring we anticipate having 75 providers including the school district participating. The additional registration sessions for these new participants would require two full time staff to do in person registrations throughout the two county area. The associated costs would be as follows: Salaries - 2 X $28,000 =$56,000 Fringe/Fica 25% = $14,000 Mileage based on Ave. VPK staff cost $2,000 Rent 2 X $3,000 $6,000 Total Cost $78,000
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VII. New/Unfinished Business
I. Approval of the Merger Agreement Between ELCPSJ and ELCCNBB*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of the Merger Agreement between ELCPSJ and ELCCNBB Reason for Recommended Action Per Florida Statue 617.1101 a plan of merger must be adopted by both merging entities to be filed with the Department of State along with the Articles of Merger.
*Note – these are the same articles of Merger that the Board approved last year on March 8, 2012; however the dates have been updated.
If this is not done, the following would occur: • The merger would not go be official with the Department of State.
How the Action will be accomplished Board Approval.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Merger Agreement between the
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
and the
Early Learning Coalition of Clay, Nassau, Baker and Bradford Counties, Inc.
This merger agreement formally states the mutual understanding between the Early Learning Coalition of Putnam and St. Johns County (ELCPSJ) and the Early Learning Coalition of Clay, Nassau, Baker and Bradford Counties (CNBB) in becoming a single corporation with a single vision and mission. This merger agreement sets in motion the procedure that will plan the merger, request permission from the State of Florida and then implement the merger as of July 1, 2013.
Following meetings between ELCPSJ and CNBB, in working with a Task Force as well as Partners with Nonprofits Consultants, the following agreement is presented: I. Name of the Multi-County Coalition will be the Early Learning Coalition of North Florida.
II. Organization Purpose - As defined in Florida Statute 411 and other applicable statutes, the purpose of the ELC of North Florida will be to implement a comprehensive program of readiness services that enhance the cognitive, social and physical development of children.
III. Laws and Regulations – A variety of state and federal regulations dictate certain minimum requirements for school readiness related services. Applicable regulations include but may not be limited to the following:
A. Federal Regulations 1. Title VI – Civil Rights 2. Title IX – Education Amendment of 1972 3. Section 504 – Rehab. Act of 1973 4. Age Discrimination Act of 1975 5. The American with Disabilities Act B. Florida Statutes 1. 414.1585(1) 2. 420.3015 3. 445.023 4. 411.01 5. 402.3135 6. 402.3145 7. 1002, Part V C. City and County Regulations, Florida Statutes 1. Health and Safety regulations 2. Business/Occupational regulations
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D. DCF, DOH, FOEL, DOE and other State Agency policies. The DCF licensing regulations and requirements will be the same for the new coalitions. IV. Geographic Service Location - The geographic location of the ELC of North Florida will include satellite offices in both Clay and Putnam Counties with the main administrative office in St. Johns County.
V. Estimated Number of Children to be served will be 3,800 based upon the average of all children served per month through the school readiness program during the previous twelve months.
VI. Board Membership and Structure – The Coalition must have a governing board structure reflecting the requirements of Chapter 411.01 and a clearly defined administrative structure. The Board of Directors of the two Coalitions will be merged into one governing board with membership established according to Statute 411.
VII. Primary Service Delivery Contracts – The new coalition agrees to maintain each county’s present primary service contractors per past procurement processes for fiscal year 2012-2013. All existing administrative and fiscal contracts will not be renegotiated.
VIII. Corporate Structure – The ELCPSJ members agree that CNBB will transfer into a multi-county corporation and become the Early Learning Coalition of North Florida using the current Federal Identification Number of ELCPSJ.
IX. Early Learning Coalition School Readiness Plan – The Coalitions agree to blend their School Readiness Plans into one document.
X. Tasks to be accomplished for Services – The following activities will be submitted to become effective July 1, 2013.
A. Complete the following: • File Articles of Merger with any changes to the surviving entities Articles of Incorporation with the Department of State – To be filed no sooner than April 1, 2013; MUST be approved by both boards with voting dates and count. • Revise Corporate Bylaws – Submit to FOEL. • New Board Membership Roster – Submit FOEL. • New Governance Policy – Submit to FOEL. • New Early Learning Coalition School Readiness Plan – Submit to FOEL. • Change Bank account information, EFT/SPURS/FLAIR. • Finalize needed insurance policies. • Commence Human Resources operation including the hiring/transfer of staff and the payroll and benefits needed.
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• Submit State Tax Exemption Certification. • File/Update Solicitation Registration.
B. Dissolution of CNBB - Effective July 1, 2013, the corporation known as the Early Learning Coalition of Clay, Nassau, Baker, and Bradford Counties, Inc. will be dissolved through the merging of the two corporations. The new surviving corporation, Early Learning Coalition of North Florida will file the needed legal papers to notify The Internal Revenue Service that the Federal Identification Number of CNBB will no longer be used. All liabilities of the merging coalition will be assumed by the surviving entity and every effort will be made prior to merge to adequately identify those liabilities.
C. Consolidation of Assets – Both ELC members agree to consolidate Coalition assets effective July 1, 2013 and to track and utilize funds efficiently.
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VII. New/Unfinished Business
J. Approval of Articles of Merger*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of Articles of Merger Reason for Recommended Action Per Florida Statute 617.1105, an Article of Merger must be executed and filed with the Department of State. The Articles of Merger include the following:
• Lists ELCPSJ as the surviving corporation • Lists ELCCNBB as the merging corporation • Includes the Board approved Plan of Merger (Merger Agreement between ELCPSJ and ELCCNBB) • Lists the merger as being effective as of July 1, 2013 • Lists the date and number of members for and against the Plan of Merger for both ELC’s • Articles of Merger must be signed by an officer of each coalition • The Plan of Merger includes an amendment to our Articles of Incorporation ARTICLE I as follows: 1. Changes the Coalition name to Early Learning Coalition of North Florida, Inc. 2. Updates the mailing and physical addresses to include the Clay County office address located at Work Source in Orange Park and updates the Palatka Satellite office to the NEFEC building address.
If this is not done, the following would occur: • The merger would not be official with the Department of State. How the Action will be accomplished Board Approval then submit to the Department of State
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
FLORIDA DEPARTMENT OF STATE DIVISION OF CORPORATIONS
Attached is a form for filing Articles of Merger pursuant to section 617.1105, Florida Statutes, when two or more not for profit corporations merge. This form is basic and may not meet all merger needs. The advice of an attorney is recommended.
Please complete only one Plan of Merger form or attach your own Plan of Merger.
The document must be typed or printed and must be legible.
Pursuant to section 617.0123, Florida Statutes, a delayed effective date may be specified but may not be later than the 90th day after the date on which the document is filed.
Filing Fee $35.00 for each merging and $35 for each surviving corporation (Includes a letter of acknowledgment)
Certified Copy (optional) $8.75
Send one check in the total amount payable to the Florida Department of State.
Please include a cover letter containing your telephone number, return address and certification requirements, or complete the attached cover letter.
Mailing Address Street Address Amendment Section Amendment Section Division of Corporations Division of Corporations P.O. Box 6327 Clifton Building Tallahassee, Fl 32314 2661 Executive Center Circle Tallahassee, Fl 32301
For further information, you may contact the Amendment Section at (850) 245-6050.
INHS65 (8/05)
COVER LETTER
TO: Amendment Section Division of Corporations
SUBJECT: (Name of Surviving Corporation)
The enclosed Articles of Merger and fee are submitted for filing.
Please return all correspondence concerning this matter to following:
(Contact Person)
(Firm/Company)
(Address)
(City/State and Zip Code)
For further information concerning this matter, please call:
At ( ) (Name of Contact Person) (Area Code & Daytime Telephone Number)
Certified copy (optional) $8.75 (Please send an additional copy of your document if a certified copy is requested)
STREET ADDRESS: MAILING ADDRESS: Amendment Section Amendment Section Division of Corporations Division of Corporations Clifton Building P.O. Box 6327 2661 Executive Center Circle Tallahassee, Florida 32314 Tallahassee, Florida 32301
ARTICLES OF MERGER (Not for Profit Corporations)
The following articles of merger are submitted in accordance with the Florida Not For Profit Corporation Act, pursuant to section 617.1105, Florida Statutes.
First: The name and jurisdiction of the surviving corporation:
Name Jurisdiction Document Number (If known/ applicable)
Second: The name and jurisdiction of each merging corporation:
Name Jurisdiction Document Number (If known/ applicable)
Third: The Plan of Merger is attached.
Fourth: The merger shall become effective on the date the Articles of Merger are filed with the Florida Department of State
OR / / (Enter a specific date. NOTE: An effective date cannot be prior to the date of filing or more than 90 days after merger file date).
(Attach additional sheets if necessary)
Fifth: ADOPTION OF MERGER BY SURVIVING CORPORATION (COMPLETE ONLY ONE SECTION)
SECTION I The plan of merger was adopted by the members of the surviving corporation on ______. The number of votes cast for the merger was sufficient for approval and the vote for the plan was as follows: ______FOR ______AGAINST
SECTION II (CHECK IF APPLICABLE) The plan or merger was adopted by written consent of the members and executed in accordance with section 617.0701, Florida Statutes.
SECTION III There are no members or members entitled to vote on the plan of merger. The plan of merger was adopted by the board of directors on ______. The number of directors in office was ______. The vote for the plan was as follows: ______FOR ______AGAINST
Sixth: ADOPTION OF MERGER BY MERGING CORPORATION(s) (COMPLETE ONLY ONE SECTION)
SECTION I The plan of merger was adopted by the members of the merging corporation(s) on ______. The number of votes cast for the merger was sufficient for approval and the vote for the plan was as follows: ______FOR ______AGAINST
SECTION II (CHECK IF APPLICABLE) The plan or merger was adopted by written consent of the members and executed in accordance with section 617.0701, Florida Statutes.
SECTION III There are no members or members entitled to vote on the plan of merger. The plan of merger was adopted by the board of directors on ______. The number of directors in office was ______. The vote for the plan was as follows: ______FOR ______AGAINST
Seventh: SIGNATURES FOR EACH CORPORATION
Name of Corporation Signature of the chairman/ Typed or Printed Name of Individual & Title vice chairman of the board or an officer.
PLAN OF MERGER
The following plan of merger is submitted in compliance with section 617.1101, Florida Statutes and in accordance with the laws of any other applicable jurisdiction of incorporation.
The name and jurisdiction of the surviving corporation:
Name Jurisdiction
The name and jurisdiction of each merging corporation:
Name Jurisdiction
The terms and conditions of the merger are as follows:
A statement of any changes in the articles of incorporation of the surviving corporation to be effected by the merger is as follows:
Other provisions relating to the merger are as follows:
VII. New/Unfinished Business
K. Approval of Janet Dixon as the Representative of Private For-Profit Provider Board Seat*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
ACTION ITEM SUMMARY
DESCRIPTION Approval of Janet Dixon as the Representative of Private For-Profit Provider Board. Reason for Recommended Action Per Coalition Bylaws, Provider Representatives: Private For-Profit Child Care Provider Representatives which include Child Care Center and Family Child Care Home providers may serve one four-year term. The provider representative seat will be nominated for the full service area of Putnam and St. Johns Counties. The position will rotate each term from private for-profit child care provider to private for-profit family child care home provider.
Janet Dixon has been nominated and voted in by her fellow Private For-Profit Family Child Care Home Providers in Putnam and St. Johns Counties.
Janet Dixon’s four year term would run from: February 2013 – February 2017.
If this is not done, the following would occur: • The Coalition would not be in compliance with this seat not being filled and we would have to send out a new nomination ballot to all home care providers.
How the Action will be accomplished Board Approval, then FOEL will be notified via Plan Amendment/Board Roster submission.
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Family Home Providers Form
RECEIVED LOG
MUST Be Received By: January 21, 2013
Received Janet Eva # Member Name Date Dixon Johnson 1 Takila Anderson FCCH 2 Sherril Garland FCCH 3 Delores Mitchell FCCH 4 Sewell Famil Day Care Home 5 Strong Family Day Care Home 6 Debbie Wilson FCCH 7 Brenda Baksin FCCH 8 Donna Brown FCCH 1/21/13 X 9 Carter Family Day Care Home 10 Janet Dixon FCCH 1/09/13 X 11 Yvonne Boutros FCCH 12 Gause Family Day Care Home 13 Tinyka Reese FCCH 14 Christine Spilling FCCH 15 Cheryl Wenzel FCCH 16 Doris Adams FCCH 17 Angela Brinson FCCH 18 Patricia Brown FCCH 19 Pauline Coring FCCH 20 Constance Foster FCCH 1/10/13 X 21 Vera Byrd FCCH 22 Klapinski Family Day Care Home Dorene Roach FCCH VOTE not 23 counted, received after allowed date 1/22/13 X 24 Janice Stephens FCCH 25 Debra Williams FCCH 26 Joyce Bankes FCCH
Early Learning Coalition of Putnam and St. Johns Counties, Inc. 27 Marisol Brito FCCH 1/10/13 X 28 Deborah Busey FCCH 1/16/13 X 29 Shirley Crooms FCCH 30 Vesta Gillins FCCH 31 Teresa Gutierrez FCCH 32 Lillian Jackson FCCH 33 Julia Keenon FCCH 1/14/13 X 34 Mwanza Lewis FCCH 35 Tina Mullis FCCH 36 Pamela Roberts FCCH 1/16/13 X 37 Shannon Thomas FCCH 1/11/13 X 38 Deborah White FCCH 39 Wright FDCH 40 Raquel Herrera FCCH 41 Evangelina Johnson FCCH 42 King FDCH 43 Darlene McDuffy FCCH 44 Mary Evelyn Passmore FCCH 45 Marlene Scott FCCH 46 Jo Lee Wilkinson Tillis FCCH 47 Annie L. Williams FCCH 48 Lillian Wright FCCH 49 Yvonne Hill FCCH 50 Martha Kearse FCCH 51 Darlene Leonard FCCH 52 Vernola Miller FCCH 53 Florine Pope FCCH 1/16/13 X 54 Patricia Slaughter FCCH 55 Mae Whipple FCCH 56 Geneva Willis FCCH GRAND TOTAL VOTES 6 3
Early Learning Coalition of Putnam and St. Johns Counties, Inc.
VII. New/Unfinished Business
L. Review of 2011-12 VPK Provider Readiness Rates
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
2011-12 VPK PROVIDER READINESS RATE Low Early Learning Program Readiness Provider Name Address County Program Type Performing Coalition Year Rate Provider A CHILD'S CASTLE CHRISTIAN 4115 CRILL AVE., PALATKA, FL LEARNING CTR 32177 Putnam Putnam/St. Johns 2011-12 School-Year 78 No ACADEMY OF RISING STARS INC 314 NORTH HWY 17, Putnam Putnam/St. Johns 2011-12 School-Year 83 No ACCOTINK ACADEMY BY THE 171 CANAL BLVD, PONTE SEA VEDRA, FL 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 89 No ANASTASIA BAPTIST CHILD CARE 1650 A1A SOUTH, ST MINISTRY AUGUSTINE, FL 32080 St. Johns Putnam/St. Johns 2011-12 School-Year 89 No ANASTASIA BAPTIST CHILD CARE 110 CIRCLE DRIVE EAST, ST. MINISTRY W AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 80 No ANCIENT CITY BAPT CHURCH- 28 SEVILLA ST, ST AUGUSTINE, LITTLE ONES LC FL 32084-3535 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No BEACON OF HOPE CHRISTIAN 1230 KINGS ESTATE ROAD, ST SCHOOL AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No 1705 STATE ROAD 16, ST BRIGHTON DAY ACADEMY, INC AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 88 No BROWNING PEARCE 100 BEAR BOULEVARD, SAN ELEMENTARY MATEO, FL 32187 Putnam Putnam/St. Johns 2011-12 School-Year 89 No 2755 OLD MOULTRIE RD, ST CASTLE BROOK ACADEMY, INC. AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 82 No CATHEDRAL PARISH EARLY 10 SEBASTIAN AVE, ST EDUCATION CENTER AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 89 No 1206 MOSELEY AVENUE, CHILDREN'S WORLD INC. PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 100 No 45 EXECUTIVE WAY, PONTE CHILDTIME CHILDRENS CENTER VEDRA BEACH, FL 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 71 No
1455 N. WHITNEY STREET, ST. CROOKSHANK ELEMENTARY VPK AUGUSTINE, FL 32084-2475 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No CROSSWATER CHRISTIAN 211 DAVIS PARK RD, PONTE ACADEMY VEDRA, FL 32081 St. Johns Putnam/St. Johns 2011-12 School-Year 95 No CUNNINGHAM CREEK 1205 ROBERTS ROAD, ST ELEMENTARY SCHOOL VPK JOHNS, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No 4490 COUNTY ROAD 13 SOUTH, ELKTON, FL 32033- ELKTON ACADEMY INC 3400 St. Johns Putnam/St. Johns 2011-12 School-Year 76 No 3475 OLD MOULTRIE ROAD, FAMILY PARTNERS ST AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 85 No FIRST ASSEMBLY OF GOD-RIVER 3111 ST. JOHNS AVE, CHRISTIAN AC PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 92 No FIRST BAPTIST CHURCH 212 S. 5TH STREET, PALATKA, PRESCHOOL FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 79 No GOD'S LITTLE CREATIONS CHILD 405 PINE STREET, PALATKA, FL CARE LLC 32177 Putnam Putnam/St. Johns 2011-12 School-Year 75 No 35 GRANT ST, ST AUGUSTINE, GRANDMA'S DAY CARE, INC FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 77 No 3420 ST. JOHNS AVE, GREEN GABLES DAY SCHOOL PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 100 No HEAD START AT THE WEBSTER 420 N ORANGE STREET, ST SCHOOL AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 74 No 251 S COUNTY RD 315, INTERLACHEN ELEMENTARY-SR INTERLACHEN, FL 32148 Putnam Putnam/St. Johns 2011-12 School-Year 90 No 4171 A1A SOUTH, ST. ISLAND PREP AUGUSTINE, FL 32080 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No
JAMES A. LONG ELEMENTARY- 1400 OLD JACKSONVILLE SR HIGHWAY, PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 97 No 141 KELLEY SMITH SCHOOL KELLEY SMITH ELEMENTARY-SR ROAD, PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 85 No 12000 SAWGRASS VILLAGE DR, PONTE VEDRA BEACH, FL KINDERCARE LEARNING CENTER 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No 200 N RIDGECREST LANE, ST KINDERCARE LEARNING CENTER JOHNS, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No 135 NIX BOAT YARD RD, ST LA PETITE ACADEMY AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 88 No LITTLE BLESSINGS LEARNING 110 MASTERS DRIVE, ST. CENTER 1 AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 71 No 2189 STATE ROAD 13, LIVING WATERS PRESCHOOL SWITZERLAND, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 91 No LOVE CARE DAY CARE LEARNING 400 HWY 19 NORTH STE 45, CENTER 2 PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 75 No MELLON ELEMENTARY SCHOOL- 301 MELLON ROAD, PALATKA, SR FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 100 No MELROSE ELEMENTARY SCHOOL-401 STATE ROAD 26, SR MELROSE, FL 32666 Putnam Putnam/St. Johns 2011-12 School-Year 89 No MEMORIAL LUTHERAN CHAPEL 3375 US 1 SOUTH, ST SCHOOL AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 86 No 1461 FRUIT COVE ROAD MERRY PAT'S PRESCHOOL, INC SOUTH, ST JOHNS, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 91 No 1461 FRUIT COVE ROAD MERRY PAT'S PRESCHOOL, INC SOUTH, ST JOHNS, FL 32259 St. Johns Putnam/St. Johns 2011-12 Summer 78 No MIDDLETON-BURNEY 1020 HUNTINGTON ROAD, ELEMENTARY-SR CRESCENT CITY, FL 32112 Putnam Putnam/St. Johns 2011-12 School-Year 77 No 3750 INTERNATIONAL GOLF MILL CREEK ELEMENTARY PKWY, ST. AUGUSTINE, FL SCHOOL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No MOSELEY ELEMENTARY SCHOOL- 1100 HUSSON AVENUE, SR PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 94 No 299 NORTH STATE ROAD 21, OCHWILLA ELEMENTARY-SR HAWTHORNE, FL 32640 Putnam Putnam/St. Johns 2011-12 School-Year 93 No 1605 OSCEOLA RD, ST OSCEOLA ELEMENTARY AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 90 No
OTIS MASON ELEMENTARY 207 MASON MANATEE WAY, SCHOOL ST AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 90 No PALMER CATHOLIC ACADEMY 545 A1A NORTH, PONTE PRESCHOOL VEDRA BEACH, FL 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 91 No 110 PENIEL CHURCH ROAD, PENIEL BAPTIST ACADEMY PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 96 No 610 NORTH A1A NORTH, PONTE VEDRA/PALM VALLEY PONTE VEDRA BEACH, FL RAWLINGS 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 100 No 32 SEVILLA ST, ST AUGUSTINE, PRESBYTERIAN DAY SCHOOL FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 93 No PRIMROSE SCHOOL AT ST. 180 GATEWAY CIRCLE, JOHNS FOREST JACKSONVILLE, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 98 No PRIMROSE SCHOOL OF 480 STATE ROAD 13 NORTH, JULINGTON CREEK JACKSONVILLE, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 95 No ROOTS AND WINGS LEARNING 210 COMMERCE LAKE DR, ST CENTER AUGUSTINE, FL 32095 St. Johns Putnam/St. Johns 2011-12 School-Year 94 No 2400 ST. JOHNS AVENUE, ROUND LAKE ACADEMY PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 75 No SAN JUAN DEL RIO CATHOLIC 1714 SR 13, ST JOHNS, FL SCHOOL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 96 No 501 D ANASTASIA BLVD, ST SEASIDE SCHOOL AUGUSTINE, FL 32080 St. Johns Putnam/St. Johns 2011-12 School-Year 95 No 304 PARK ST, MELROSE, FL SONSHINE INN DAY CARE 32666 Putnam Putnam/St. Johns 2011-12 School-Year 100 No SOUTH WOODS ELEMENTARY 4750 SR 206, ELKTON, FL SCHOOL VPK 32033 St. Johns Putnam/St. Johns 2011-12 School-Year 72 No STAY-N-PLAY DAY CARE CENTER, 627 HIGHWAY 17 SOUTH, SAN INC. MATEO, FL 32187 Putnam Putnam/St. Johns 2011-12 School-Year 94 No 3800 CRILL AVE, PALATKA, FL STORYBOOK COTTAGE INC. 32177 Putnam Putnam/St. Johns 2011-12 School-Year 73 No THE ACADEMY AT JULINGTON 990 FLORA BRANCH BLVD, ST CREEK JOHNS, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 89 No 185 LANDRUM LN, PONTE THE CAMBRIDGE PREP SCHOOL VEDRA BEACH, FL 32082 St. Johns Putnam/St. Johns 2011-12 School-Year 94 No 100 JULINGTON PLAZA DR, THE GODDARD SCHOOL JACKSONVILLE, FL 32259 St. Johns Putnam/St. Johns 2011-12 School-Year 98 No 145 LEWIS POINT ROAD, ST THE VILLAGE ACADEMY AUGUSTINE, FL 32086 St. Johns Putnam/St. Johns 2011-12 School-Year 88 No 5970 US 1 NORTH, ST THE VILLAGE ACADEMY NORTH AUGUSTINE, FL 32095 St. Johns Putnam/St. Johns 2011-12 School-Year 94 No TIMBERLIN CREEK ELEMENTARY 555 PINE TREE LANE, ST. SCHOOL AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 77 No TIMBERLIN CREEK LITTLE 555 PINE TREE LANE, ST EAGLES LEARNING C AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 83 No 1764 TREE BLVD SUITE 5, ST TREASURE HARBOR PRESCHOOL AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 90 No TRINITY EPISCOPAL LEARNING 215 ST GEORGE STREET, ST CENTER AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 92 No TURNING POINT CHRISTIAN 3500 STATE ROAD 16, ST ACADEMY AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 91 No
125 HAMPTON POINT DRIVE, TUTOR TIME LEARNING CENTER ST AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 87 No
125 HAMPTON POINT DRIVE, TUTOR TIME LEARNING CENTER ST AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 Summer 80 No WARDS CREEK ELEMENTARY 6555 STATE ROAD 16, ST SCHOOL VPK AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year 92 No 142 MASTERS DR, ST BRANDT'S CHILD CARE CENTER AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 40 Yes 525 PALMETTO AVENUE, GRANDMA'S LEARNING CENTER CRESCENT CITY, FL 32112 Putnam Putnam/St. Johns 2011-12 School-Year 56 Yes HEAD START AT CROOKSHANK 1455 N WHITNEY ST, ST ELEM AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 60 Yes
161 WEST LOUISE BROER RD, KIDS DAY CARE NEW LIFE EAST PALATKA, FL 32131 Putnam Putnam/St. Johns 2011-12 School-Year 50 Yes
LES PAPILLIONS 108 NORTH 15TH STREET, DEVELOPMENTAL CHILD CARE PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 67 Yes LITTLE TOTS CHILD CARE 31 PALMER ST, ST CENTER AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 17 Yes 6061 ST JOHNS AVE, STE 3, POLKA DOT KIDS LEARNING CTR PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year 29 Yes SUGAR BEARS LEARNING 305 TAMMY STREET, EAST CENTER PALATKA, FL 32131 Putnam Putnam/St. Johns 2011-12 School-Year 63 Yes 2980 COLLINS AVE, ST TECH TOTS AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 62 Yes 105 COMMONWEALTH THE CHILDREN'S ACADEMY OF AVENUE, INTERLACHEN, FL INTERLACHEN 32148 Putnam Putnam/St. Johns 2011-12 School-Year 50 Yes THE FUTURE LITTLE LEARNERS 725 N SUMMIT STREET, CENTER INC CRESCENT CITY, FL 32112 Putnam Putnam/St. Johns 2011-12 School-Year 30 Yes 420 NORTH ORANGE ST, ST WEBSTER ELEMENTARY VPK AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 School-Year 67 Yes Fewer than 4 children met substantial completion (70% of program) and not enough children 517 NORTH MAIN ST, were HASTINGS ACADEMY HASTINGS, FL 32145 St. Johns Putnam/St. Johns 2011-12 School-Year screened.
Fewer than 4 children were screened on one or 72 MAGNOLIA DRIVE, ST more LIGHTHOUSE ACADEMY AUGUSTINE, FL 32080 St. Johns Putnam/St. Johns 2011-12 School-Year measure(s).
Fewer than 4 children were screened on one or OCEAN PALMS ELEMENTARY 355 LANDRUM WAY, PONTE more VPK VEDRA BEACH, FL 32082 St. Johns Putnam/St. Johns 2011-12 School-Year measure(s). Fewer than 4 children met substantial completion (70% of program) and not enough children ROACH FAMILY DAY CARE 2050 RYAN ROAD, ST were HOME AUGUSTINE, FL 32092 St. Johns Putnam/St. Johns 2011-12 School-Year screened.
Fewer than 4 children were screened on one or SJCSD - ST. JOHNS TECHNICAL 2980 COLLINS AVE, ST. more HIGH SCHOOL AUGUSTINE, FL 32084 St. Johns Putnam/St. Johns 2011-12 Summer measure(s).
Fewer than 4 children met substantial completion (70% of program) and not enough children TENDER LOVING CARE 890 NORTH STATE ROAD 19, were LEARNING ACADEMY PALATKA, FL 32177 Putnam Putnam/St. Johns 2011-12 School-Year screened. * No data are displayed when there are less than 10 children 2011-12 VPK LOW PERFORMING PROVIDERS Early Program Program Readiness Low Provider Name Address County Learning Year Type Rate Performing 142 MASTERS DR, ST Putnam/S School- BRANDT'S CHILD CARE CENTER AUGUSTINE, FL 32084 St. Johns t. Johns 2011-12 Year 40 Yes 525 PALMETTO AVENUE, Putnam/S School- GRANDMA'S LEARNING CENTER CRESCENT CITY, FL 32112 Putnam t. Johns 2011-12 Year 56 Yes 1455 N WHITNEY ST, ST Putnam/S School- HEAD START AT CROOKSHANK ELEM AUGUSTINE, FL 32084 St. Johns t. Johns 2011-12 Year 60 Yes 161 WEST LOUISE BROER RD, Putnam/S School- KIDS DAY CARE NEW LIFE EAST PALATKA, FL 32131 Putnam t. Johns 2011-12 Year 50 Yes LES PAPILLIONS DEVELOPMENTAL 108 NORTH 15TH STREET, Putnam/S School- CHILD CARE PALATKA, FL 32177 Putnam t. Johns 2011-12 Year 67 Yes 31 PALMER ST, ST AUGUSTINE, Putnam/S School- LITTLE TOTS CHILD CARE CENTER FL 32084 St. Johns t. Johns 2011-12 Year 17 Yes 6061 ST JOHNS AVE, STE 3, Putnam/S School- POLKA DOT KIDS LEARNING CTR PALATKA, FL 32177 Putnam t. Johns 2011-12 Year 29 Yes 305 TAMMY STREET, EAST Putnam/S School- SUGAR BEARS LEARNING CENTER PALATKA, FL 32131 Putnam t. Johns 2011-12 Year 63 Yes 2980 COLLINS AVE, ST Putnam/S School- TECH TOTS AUGUSTINE, FL 32084 St. Johns t. Johns 2011-12 Year 62 Yes THE CHILDREN'S ACADEMY OF 105 COMMONWEALTH Putnam/S School- INTERLACHEN AVENUE, INTERLACHEN, FL Putnam t. Johns 2011-12 Year 50 Yes THE FUTURE LITTLE LEARNERS CENTER 725 N SUMMIT STREET, Putnam/S School- INC CRESCENT CITY, FL 32112 Putnam t. Johns 2011-12 Year 30 Yes 420 NORTH ORANGE ST, ST Putnam/S School- WEBSTER ELEMENTARY VPK AUGUSTINE, FL 32084 St. Johns t. Johns 2011-12 Year 67 Yes VIII. Board Absenteeism Log
INFORMATIONAL
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013
BOARD MEMBER ABSENTEEISM LOG By-Laws
Section 3.5.6 - Unexcused absences from two (2) consecutive meetings within a twelve month period by a representative or appointed member is equivalent to resignation from the Coalition. Section 3.5.7 - Mandated members with three (3) consecutive unexcused absences from meetings or six (6) unexcused absences from meetings with in a twelve month period without due cause may be notified by the Chair that their membership is not in good standing.
X = Attended No Meeting No Meeting No Meeting No Meeting MEMBER NAME 2/1/2012 3/8/2012 4/4/2012 5/25/2012 6/6/2012 6/22/2012 Jul.2012 8/24/2012 Sept.2012 10/3/2012 Nov.2012 12/5/2012 Jan.2013
Brosky, L. X X X Excused Excused X Excused X X
Brown, M. X Excused X X X X X X Excused
Deputy, A. Excused X Excused X X Excused Excused Excused Excused
Dollar, J. X X X Excused X Excused X X X
Elliot, N. Excused X Excused Excused Excused Excused Absent X X
Ferguson, B. X X Excused X Excused X Excused X Excused
Forrester, K. Absent Excused X X X X X X X
Holanchock, M. X X Excused X X X X X X
Hubbard, P. X X X Excused X X X X X
Kendall, K. X Excused Excused Excused X Excused X Excused Excused
Masters, A. Not yet a member X
Miner, M. Absent Excused X Absent Absent Excused Excused Excused No Longer a Member
Pearson, N. Excused X X X X X X X X
Russell, S. X X X X X X X X X
Siragusa, M. X X Excused X X Excused X Excused Excused
Stophel, C. X X Excused X X X X X Excused
Van Landingham, B. X X X X X X X X X
Westling, J. Absent Absent Excused X Excused Absent Absent Absent Excused
Early Learning Coalition of Putnam and St. Johns Counties, Inc. IX. Board Comment
X. Next Meetings
• Wednesday, March 20th, 10:00 a.m. – Exec Admin Committee Meeting
• Wednesday, April 3rd, 10:00 a.m. – Board Meeting
XI. Adjournment*
*ACTION ITEM
Early Learning Coalition of Putnam and St. Johns Counties, Inc. Board Meeting 02/06/2013