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BOARD OF DIRECTORS MEETING AGENDA Monday, October 10, 2016 at 5:30 pm 8413 Laurel Fair Circle, Suite 100 Tampa, Florida 33610 Call-in: 866-866-2244 Access Code: 5194796 I. CALL TO ORDER A. Patel II. 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. III. CONSENT AGENDA (Pg. 4-15) 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 Agenda B. August 8, 2016 Board Meeting Minutes (Pg. 3) C. Execute Contract with Champions for Children (Pg. 9) D. Execute Contract Amendment to add PFP & contracted slots to School District of Hillsborough County Contract (Pg. 10) E. CEO Employment Agreement (Pg. 12) F. Board & Staff Social Media Policy (Pg. 17) G. Rebrand Website Update Proposal (Pg. 21) H. Execute School Readiness Match Contract with School District of Hillsborough County (Pg. 23) I. Revision of the Coalition’s Anti-Fraud Plan (Pg. 24) IV. EXECUTIVE REPORTS A. Chair’s Report A. Patel B. CEO Report S. Knobl V. OLD BUSINESS VI. ACTION ITEMS A. IECP Lease/Relocation (Pg. 32) S. Costner B. Quality Counts for Kids Provider Supports (Pg. 33) K. Perkins October 10, 2016 Board of Directors Meeting 1 of 93 VII. COMMITTEE REPORTS A. Legislative Committee S. Murman B. Service Delivery & Efficiency Committee A. Chowning C. Communications & Outreach Committee (Pg. 34) A. Patel D. Governance Committee S. Robinson VIII. DISCUSSION ITEMS IX. INFORMATION ITEMS A. Dashboard (Pg. 41) B. FY15-16 Annual Report (Pg. 44) C. VPK Estimating Conference (Pg. 92) X. 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. XI. ADJOURNMENT Board/Staff Tasks & Assignments Completed from June 13, 2016 Board Meeting Date Task Owner Completed Revise Board Calendar to reflect change in Board Retreat date from November 7, 2016 to November 14, 2016 from 9 K Minney 8/16/2016 am to 3 pm. Contact Dr. Robinson regarding reserving space for Retreat. K. Minney 8/16/2016 Email licensed Child Care Facilities and Child Care Homes to A. Chowning board members. Submit Annual Forms to Kelley Minney. Board Members Send out Doodles for Committee meetings: Space/Lease, Staff Liaisons 10/1/2016 Legislative, and Service Delivery. Email PDF document from Marie Caracciola to Board members on call and who were absent from August 8, 2016 K. Minney 8/16/2016 Board meeting. UPCOMING MEETINGS & EVENTS Executive/Finance Committee Meeting - Monday, November 7, 2016 @ 4 pm. Board of Directors Retreat– Monday, November 14, 2016 @ 9 am. Board of Directors Meeting- Monday, December 12, 2016 @ 5:30 pm. October 10, 2016 Board of Directors Meeting 2 of 93 BOARD OF DIRECTORS UNAPPROVED MINUTES Monday, August 8, 2016 at 5:30 p.m. Tampa Bay Institute for Early Childhood Professionals 8413 Laurel Fair Circle, Suite 100 Tampa, Florida 33610 MEETING ATTENDANCE Facilitator: Aakash Patel, Chair Board Members Present: Robert Buesing, Luke Buzard, Marie Caracciola, Angela Chowning, Carlos Del Castillo, Dr. Daphne Fudge*, Mary Hancock*, Lynne Hildreth, Dianne Jacob*, Jacquelyn Jenkins*, Joseph McElroy, Dr. Brian McEwen, Sandra Murman, Kelley Parris, Aakash Patel, Dr. Shawn Robinson*, and Liz Welch. Board Members Absent: Scott Barrish, Tracye Brown, Jill Hammond, Dr. Douglas Holt, Jennifer Kuhn, and Edward Peachey. ELCHC Staff Steve Costner*, Bobbi Davis, Stacey Francois, Lorinda Gamson, Twyla Hartz, Tracy Knight, Nancy Metsker, Kelley Minney, Miriam Ortiz, Abigail Perez, Karen Perkins, Janet Stutzman, and Tracie White. Other Attendees: Kimbra Bradley, Kathy Kaaa, Brenda Porter, Cynthia Rodriguez, Sandy Show, and Deb Zenk. *Indicates attendance by telephone. CALL TO ORDER Noting that a quorum had been established, Chair Patel called the meeting to order at 5:34 pm. Chair Patel introduced and welcomed new Board members, Dr. Daphne Fudge & Liz Welch to the Early Learning Coalition of Hillsborough County. Public Comment I There was no Public Comment. Consent Agenda The following items were included under the Consent Agenda: 1. June 13, 2016 Board Meeting Minutes 2. Finance Report/Utilization Report 3. Board Size 4. Bylaws Revisions Robert Buesing made a motion to approve the items on the Consent Agenda. Carlos Del Castillo made a second. The motion carried unanimously. October 10, 2016 Board of Directors Meeting 3 of 93 EXECUTIVE REPORTS Board Chair’s Report Chair Patel reported on the following items: Chair Patel delivered highlights of the Build Conference that he and members of staff attended on July 12-14, 2016 in New Orleans. Chair Patel was able to meet state, national, and foreign leaders of early learning while at the conference. Chair Patel and Dr. Mary Harper attended a Board meeting at the Early Learning Coalition of Miami Dade to observe how Miami Dade conducts their Board meetings. They also visited Miami Dade’s call center, discussed branding initiatives, and ways to collaborate. Chair Patel shared with Board members that the Early Learning Advisory Council (ELAC) does not have a surplus in their budget for this fiscal year and the Children’s Movement has made School Readiness a legislative priority for the 2020 platform. Chair Patel stated that the Early Learning Advisory Council meeting will be held in Tampa on October 7, 2016. Chair Patel informed Board members that a reception would be held on the evening of October 6, 2016 at the Sheraton Suites, Tampa Airport Westshore for the ELAC, ELCHC Board of Directors, and stakeholders. The goal of the reception would be to introduce the new ELCHC Chief Executive Officer. Chair Patel stated Dr. Rahul Mehra resigned, which would open one private sector seat on the ELCHC Board of Directors. Chair Patel informed membership that Board orientation would be Monday, September 12, 2016 at 5:30 pm, the next Board meeting would be October 10, 2016 at 5:30 pm, and the Board Retreat would be changed from November 7, 2016 to November 14, 2016 from 9:00 am to 3:00 pm. Chair Patel reminded Board members to submit their FY 2016-2017 Conflict of Interest, Related Party Declaration and Disclosure, and Code of Ethics forms to Kelley Minney as soon as possible. Chair Patel congratulated Commissioner Sandra Murman for being designated as Child Advocate of the Year by Florida’s Children First. Chair Patel appointed Board members to the following Committees: 1. Service Delivery and Efficiency Committee: Angela Chowning, Chair, Dr. Daphne Fudge, Liz Welch, Dr. Jacquelyn Jenkins, and Mary Hancock. Dr. Mary Harper and Karen Perkins assigned as staff liaisons. 2. Space/Lease Committee: Aakash Patel, Chair, Carlos Del Castillo, Brian McEwen, Luke Buzard, and Jill Hammond. Steve Costner assigned as staff liaison. The intended purpose of the Space/Lease Committee is to discuss relocation options for the Tampa Bay Institute of Early Childhood Professionals. 3. Legislative Committee: Sandra Murman, Chair, Edward Peachey, Dr. Douglas Holt, and Tracye Brown. Bobbi Davis assigned as staff legislative liaison. The intended purpose of the Legislative Committee is to prepare for Hillsborough Day at the Capitol. October 10, 2016 Board of Directors Meeting 4 of 93 Interim CEO Report Karen Perkins reported on the following items: Ms. Perkins reminded Board members that they must complete and submit the Form 8B Memorandum when they abstain from voting during a Board meeting. Ms. Perkins introduced Abigail Perez, Family Services Coordinator. Ms. Perkins reported that the School Readiness provider contracts were due by June 30, 2016 and the ELCHC received over 800 contracts. The Provider Services staff have answered over 600 phone calls from VPK families, April to June, and was able to provide those families support and direction. Ms. Perkins stated there had been positive feedback about the Provider Portal. The Portal has been beneficial to the providers in helping with the application process. Ms. Perkins stated that school would start during the week and Family Services would be busy issuing VPK certificates. Ms. Perkins reported that Dr. Mary Harper, Bobbie Huard, Theon Salley, and Hannah Goble presented at One Goal Conference, which was held on June 20-22, 2016, in Tampa. Ms. Perkins stated that two of the ELCHC staff members had been invited to present at the National Association of Education of Young Children Annual Conference held in Los Angeles, California. Ms. Perkins informed the Board of the auto-termination of 8,575 VPK children was a large hurdle and one that slowed down the reimbursement process but did not delay payment to VPK providers. The Office of Early Learning was able to recover the data and the School District has revised their procedures to prevent auto-termination of VPK children in the future. Mary Hancock requested that emails through MIP for VPK payments display ELCHC in the subject line to help providers make the connection. Steve Costner indicated that such change would be implemented as soon as possible.
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