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BOARD OF DIRECTORS MEETING AGENDA Monday , November 13, 2017 at 3:00 pm 6800 N. Dale Mabry Highway, Suite 134 Tampa, Florida 33614 Call-in: 866-866-2244 Access Code: 5194796 I. CALL TO ORDER A. Patel II. PLEDGE OF ALLEGIANCE A. Patel III. PUBLIC COMMENT I Individuals wishing to address the Early Learning Coalition of Hillsborough County Board of Directors must complete a Public Comment Request Card and submit it to the official recorder prior to the noticed start time of the meeting. Said comments will be limited to three (3) minutes per individual on a first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. All public comment in Public Comment I must pertain to an item on the approved agenda. IV. CONSENT AGENDA (Pg. 3-10) The “consent agenda” is a single agenda item typically addressed first after convening the board meeting and establishing that a quorum is present. The consent agenda encompasses all the routine, pro forma and noncontroversial items that the Board needs to vote on. A. Approval of September 18, 2017 Board Meeting Minutes B. Quality Initiatives Budget Amendment C. Procurement and Disbursement Policies D. Contract Amendment with the School Board of Hillsborough County E. Voluntary Pre-Kindergarten (VPK) Contract Enforcement V. EXECUTIVE REPORTS A. Chair’s Report A. Patel B. CEO Report S. Knobl C. CFO/Treasurer Report (Pg. 11) S. Costner/J. McElroy D. Quality Initiatives Updates Professional Development Team VI. OLD BUSINESS VII. ACTION ITEMS VIII. COMMITTEE REPORTS A. Executive/Finance Committee A. Patel B. Communications & Outreach Committee (Pg. 14) D. Jacob C. Legislative Affairs Committee (Pg. 19) S. Murman D. Waitlist Elimination Committee (Pg. 20) L. Buzard November 13, 2017 Board of Director's Meeting 1 of 65 IX. DISCUSSION ITEMS X. INFORMATION ITEMS A. ELCHC FY 16-17 Annual Report (Pg. 21) XI. PUBLIC COMMENT II Individuals wishing to address the Early Learning Coalition of Hillsborough County Board of Directors must complete a Public Comment Request Card and submit it to the official recorder prior to the noticed start time of the meeting. Said comments will be limited to three (3) minutes per individual on a first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. XII. ADJOURNMENT Board/Staff Tasks & Assignments Completed from September 18, 2017 Board Meeting Date Task Owner Completed Schedule a Waitlist Elimination Committee meeting. K. Minney 10/2/17 Send an email regarding provider payment concerns to K.Minney M. Hancock 9/21/17 to be distributed to Board members. UPCOMING MEETINGS Executive/Finance Committee Meeting- Monday, January 22, 2018 at 3:00 pm Board of Directors Meeting- Monday, February 12, 2018 at 3:00 pm UPCOMING EVENTS Provider Meeting – Saturday, January 6, 2018 Governor’s Budget Recommendations Due – Monday, December 11, 2017 2018 FL Legislative Session Begins – Tuesday, January 9, 2018 Hillsborough Day at Capitol – Wednesday, January 17, 2018 2018 Celebrate Literacy, Florida! – Monday, January 22 – Friday, January 26, 2018 Day of Play- Sunday, February 25, 2018 November 13, 2017 Board of Director's Meeting 2 of 65 BOARD OF DIRECTORS UNAPPROVED MINUTES Monday, September 18, 2017 at 3:00 pm 6800 N. Dale Mabry Highway, Suite 134 Tampa, Florida 33614 MEETING ATTENDANCE Facilitator: Aakash Patel, Chair Board Members Present: Luke Buzard, Marie Caracciola, Angela Chowning, Dr. Daphne Fudge, Mary Hancock, Lynne Hildreth, Joe McElroy, Brian McEwen, Sandra Murman, Aakash Patel, Dr. Shawn Robinson, Dianne Jacob*, Jennifer Kuhn*, and Liz Welch*. Board Members Absent: Tracye Brown, Carlos Del Castillo, Jill Hammond, Dr. Doug Holt, Dr. Jacquelyn Jenkins, Kelley Parris, and Edward Peachey. ELCHC Staff: Tracie Cardwell, Steve Costner, Bobbi Davis, Jessica Diaz Montes, Stacey Francois, Tracy Knight, Nancy Metsker, Kelley Minney, Dr. Steve Knobl, Liza Normandia, Karen Perkins, Helen Sovich, and Janet Stutzman. Other Attendees: Kathleen Cowan*, Terri Fernandez, Liz Kennedy, Cynthia Rodriguez, Sandy Show, Robert Buesing, Angie Montys, Sandy Spreadbury, and Steve Lee. *Indicates attendance by phone. CALL TO ORDER Quorum Verification Noting a quorum had been established, Chair Patel called the meeting to order at 3:10 pm. The Board recited the Pledge of Allegiance. PUBLIC COMMENT I Cynthia Rodriguez, Kid’s Clubhouse, Inc. made a public comment regarding the day and time that the board meetings are held. CONSENT AGENDA The following items were included under Consent Agenda: A. June 12, 2017 Board Meeting Minutes B. Execute School Readiness Funding Match Contract with Children’s Board of Hillsborough County C. Execute School Readiness Match Contract with School Board of Hillsborough County D. Execute Community Development Block Grant (CDBG) contract with City of Tampa November 13, 2017 Board of Director's Meeting 3 of 65 E. Execute Contract with Champions for Children Luke Buzard made a motion to approve the items under Consent Agenda. Dr. Daphne Fudge made a second. Marie Caracciola and Brian McEwen abstained. The motion carried. Board Chair’s Report Chair Patel reported that he had attended the ELCHC Community Book Garden Ribbon Cutting ceremony on August 24, 2017. Chair Patel thanked the following Board members for attending the event; Dr. Daphne Fudge, Joe McElroy, Commissioner Sandra Murman, and Dr. Shawn Robinson. Chair Patel stated that he had attended the Toddler Takeover event at the Children’s Glazer Museum and the Back to School Fair at Westshore Mall in August, 2017. Chair Patel reported that the AELC and Executive Director meetings had been cancelled in September due to Hurricane Irma. CEO Report Dr. Steve Knobl presented certificates of Appreciation & Recognition to the following providers for their dedication and commitment to quality early learning programs: 1. The Learning Center at St. John’s 2. Annette Eberhart, Family Child Care Home Dr. Knobl highlighted the following items in his CEO report: • Lean Six Sigma Team Projects- Dr. Knobl stated that the Lean Six Sigma team had completed their first project of supplies inventory and optimizing storage space. The next meeting will be held on Friday, September 22, 2017 to discuss their next project. Dr. Knobl added that 47 providers had attended the Provider Giveaway event on July 18, 2017. • Summer Provider Visits- Dr. Knobl had visited two family child care homes and eight centers during the summer. The next provider visits are scheduled for Thursday, September 28, 2017 in zip code 33612 and 33613. Dr. Knob requested that Board members contact Kelley Minney if they are interested in joining him on September 28th. • Dr. Knobl recognized the addition of new ELCHC team members. • Human Resources Update- Dr. Knobl stated that Helen Sovich, Human Resources Manager had been working on several projects that included, onboarding procedures and stay interview process, and developing a performance evaluation process. • Board Retreat- Dr. Knobl reported that a Board Retreat had been scheduled for November 13, 2017 from 12:00 pm to 2:30 pm, and that 11 of the 22 Board members who were surveyed regarding their preference, had selected ‘strategic plan” as the top topic of discussion during the retreat. • Presentation Schedule-Dr. Knobl stated that departments listed on the schedule would provide a brief presentation of their activities during a board meeting. Treasurer Report Steve Costner reported that provider payments would be processed as soon as possible. Mr. Costner reviewed the School Readiness (SR) budget analysis report on page 14 of the board packet. Mr. Costner noted that the sub-contract names and amounts were added to all budget reports as requested by the Executive/Finance Committee. November 13, 2017 Board of Director's Meeting 4 of 65 Joe McElroy reviewed the Voluntary Pre-Kindergarten (VPK) budget analysis report and budget variance analysis report on pages 15 and 16 of the board packet. Mr. McElroy stated that future budget reports would include benchmarking data and a comparison of cost allocations from other ELC’s of similar size. There was a discussion regarding the School Readiness (SR) waitlist. Commissioner Sandra Murman requested the formation of an ad hoc committee that would focus on developing a plan to eliminate the School Readiness (SR) waitlist. Chair Patel appointed himself, Commissioner Sandra Murman, Luke Buzard, Angela Chowning, and Mary Hancock all volunteered to the Waitlist Elimination Committee. OLD BUSINESS There was no Old Business. ACTION ITEMS There were no Action Items. COMMITTEE UPDATES Executive/Finance Committee Chair Patel stated that the Board Retreat would be held on Monday, November 13, 2017 and that it would precede the already scheduled 3:00 pm Board meeting. Governance Committee Dr. Shawn Robinson reminded Board members to submit their 2017-2018 annual forms to Kelley Minney. Communications & Outreach Committee Dianne Jacob welcomed Jonna Gordon, Communications and Outreach Specialist to the ELCHC. Ms. Jacob highlighted the following events that were represented by the Coalition: • Kid’s Day Celebration on July 23, 2017 at the Tampa Convention Center. Ms. Jacob added that the Coalition was an event sponsor and there was an estimated 8000 families and children in attendance. • Tampa Bay Parenting Back to School Fair was Saturday, August 5, 2017 at Westshore Plaza. The Coalition was an event sponsor and there was an estimated 9000 families and children in attendance. • Back to School Bash, which was a collaboration with Staywell, was on Thursday, August 10, 2017. There was an estimated 300 families that received backpacks and school supplies. • The Coalition attended the End of School Reading Celebration sponsored by MyOn Reader. Ms. Jacob highlighted the following upcoming events: • Read for the Record on October 19, 2017. The Coalition will participate in the event by distributing the book “Quackers” to all VPK sites. Ms. Jacob added that volunteers are needed to read at the VPK sites.
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