Executive/Finance Committee Meeting Monday, March 2, 2015 4:00 pm until close of business 1002 E. Palm Ave, ABC Conference Room Tampa, FL 33605 CALL IN: 1 (657) 220-3412 ACCESS CODE: 681-445-525 Early Learning Coalition of Hillsborough County Mission Statement The mission of the Early Learning Coalition of Hillsborough County is to promote school and life success for all young children and their families through quality school readiness services and supports. MEETING AGENDA I. CALL TO ORDER A. Patel, Chair A. Quorum Verification B. Approval of Meeting Minutes 1. July 14, 2014 Executive Finance Committee (p. 2) 2. September 8, 2014 Executive Finance Committee (p. 4) 3. October 20, 2014 Special Executive Committee Meeting (p. 7) 4. January 27, 2015 Executive Director Review Committee (p. 9) 5. February 5, 2015 Executive Director Review Committee (p. 11) II. OLD BUSINESS III. ACTION ITEMS A. Appeal: Little Care Bears Learning and Child Care Center (p. 14) K. Perkins/S. Lee B. Approval of Executive Director Position Description (p. 39) A. Patel, Chair C. Approval of Executive Director Evaluation Tool (p. 44) A. Patel, Chair D. Approval of Executive Director Employee Agreement (p. 54) A. Patel, Chair IV. DISCUSSION V. INFORMATION ITEMS VI. PUBLIC COMMENT Individuals wishing to address the Early Learning Coalition 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 first come, first serve basis, and only at such time as is identified on the official meeting agenda for public comment. VII. ADJOURNMENT UPCOMING MEETINGS Board of Directors Meeting – Monday, April 13, 2015 @ 5:30 pm Executive/Finance Committee Meeting – Monday, May 4, 2015 @ 4:00 pm 03/02/2015 Executive/Finance Committee Meeting 1 of 62 MEETING MINUTES Meeting Name: Executive/Finance Meeting Date: July 14, 2014 Facilitator: Aakash Patel, Chair Time: 4:30 pm Location: 1002 E. Palm Avenue, ELC Conf. Room, Tampa, FL 33605 Committee Members Present: Aakash Patel, Lynne Hildreth, and Joe McElroy *. Committee Absent: Robert Buesing and Sandra Murman. Dave McGerald, Karen Perkins, Tracie White, Steve Costner, and ELCHC Staff: Katherine Javier. Kathy Kaaa, Jan Saxe, Maria Tamajo, Tanya Coallman, Marina Other Attendees: Harkness, and Sandy Show. *Indicates members present by phone KEY POINTS No. TOPIC HIGHLIGHTS I. CALL TO ORDER A. Quorum Verification Noting that a quorum had been established, Chair Patel called the meeting to order at 4:40 pm. II OLD BUSINESS A. Legal Services RFP Dave McGerald gave a brief update on the progress of the Coalition’s release of a Legal Services RFP. Mr. McGerald outlined the various methods being used to release the RFP as well as the deadlines of July 18, 2014 to submit a letter of intent and August 15, 2014 to submit a proposal. Mr. McGerald added that the Coalition would be seeking board member volunteers to serve on a Legal RFP selection committee. II. ACTION ITEMS A. Appeal: Tropical Acres Christian Academy Dave McGerald introduced an appeal to be made by Tropical Acres Christian Academy for a School Readiness contract suspension. Mr. McGerald outlined the circumstances leading up to the suspension of School Readiness services for a period of twelve months, beginning July 1, 2014. Jan Saxe of Tropical Acres Christian Academy was given the opportunity to address the Executive Committee and present her appeal. Following a deliberation by the Executive Committee, Dave McGerald handed out ballots for committee members to vote on their decision. Lynne Hildreth made a motion to uphold the decision of Coalition Staff to terminate funding to the provider. Chair Patel made a second. The motion carried unanimously. B. Audit RFP Dave McGerald presented the recommendation to approve the selection of Moore Stephens Lovelace as the external audit firm and authorize staff to enter into negotiations for a five-year contract. Mr. McGerald briefly summarized the scoring procedure completed by the Audit RFP Committee to select a firm from the submitted proposals. MEETING MINUTES – Executive/Finance Committee Meeting Monday, July 14, 2014 4:30 p.m. 03/02/2015 Executive/Finance Committee Meeting 2 of 62 KEY POINTS No. TOPIC HIGHLIGHTS Lynne Hildreth made a motion to approve the selection of Moore Stephens Lovelace as the external audit firm and authorize staff to enter into negotiations for a five-year contract. Aakash Patel made a second. The motion carried unanimously. III. DISCUSSION A brief discussion was held regarding provider participation in trainings being held at the Institute for Early Childhood Professionals. IV. INFORMATION ITEMS A. Financial Monitoring Steve Costner addressed three findings from the Florida Office of Early Learning’s 2014 on-site Financial Monitoring of the Coalition. Mr. Costner then explained what Coalition staff had done to respond to each finding. V. PUBLIC COMMENT There was no public comment. VI. ADJOURMENT Citing no further business, Chair Patel adjourned the meeting at 5:24 p.m. ACTION PLAN No. Action Item(s) Owner Target Date 1. Executive Director Evaluation Dave McGerald Sept. 8, 2014 Read and Approved by: Lynne T. Hildreth, Secretary DATE MEETING MINUTES – Executive/Finance Committee Meeting Monday, July 14, 2014 4:30 p.m. 03/02/2015 Executive/Finance Committee Meeting 3 of 62 MEETING MINUTES Meeting Name: Executive/Finance Meeting Date: September 8, 2014 Facilitator: Aakash Patel, Chair Time: 4:00 p.m. Location: 1002 E. Palm Avenue, ELC Conf. Room, Tampa, FL 33605 Robert Buesing, Lynne Hildreth, Joe McElroy, Aakash Patel, and Committee Members Present: Sandra Murman*. Scott Barrish, Marie Caracciola and delegate for Dr. Jacquelyn Jenkins: Board Member’s Present: Mary Ann Kershaw. Dave McGerald, Steve Costner, Karen Perkins, Katherine Javier, and ELCHC Staff: Tashikia Matos*. Other Attendees: Marina Harkness, Kathy Kaaa, Sandy Show, and Cynthia Rodriguez *Indicates members present by phone. KEY POINTS No. TOPIC HIGHLIGHTS I. CALL TO ORDER A. Quorum Verification Noting that a quorum had been established, Chair Patel called the meeting to order at 4:02 p.m. B. Approval of Minutes for May 5, 2014 Executive Committee Meeting Robert Buesing made a motion to approve the May 5, 2014 Executive Committee meeting minutes as presented. Lynne Hildreth made a second. The motion carried unanimously. II. OLD BUSINESS There was no old business discussed. III. ACTION ITEMS A. Legal Services RFP Steve Costner presented the recommended action to approve the selection of Stephen P. Lee as board attorney and authorize staff to enter into negotiations for a five year contract. Sandy Murman suggested contacting the county for legal services. The Executive Committee discussed advantages and disadvantages of using either legal service. Lynne Hildreth made a motion to approve the selection of Stephen P. Lee as the Board attorney. Robert Buesing made a second. Sandra Murman opposed. The motion carried. IV. DISCUSSION A. Foundation Dave McGerald introduced Chair Patel’s idea of starting a foundation. The Executive Committee and Coalition staff held a discussion of the advantages, restrictions, requirements, and possible alternatives to expand coalition resources. It was determined that the Board would start a committee to explore options and requirements for starting a foundation, and that this initiative would be presented at the next Board Meeting. MEETING MINUTES – Executive/Finance Committee Meeting Monday, September 25, 2014 4:30 pm 03/02/2015 Executive/Finance Committee Meeting 4 of 62 KEY POINTS No. TOPIC HIGHLIGHTS B. October 20, 2014 Board Meeting Agenda Dave McGerald opened the discussion for Executive Committee members to suggest agenda items for the October 20th board meeting. Lynne Hildreth suggested showing impact of changing rates on High Quality program slots. Dave McGerald suggested discussing the State Performance Funding Pilot Project and gave a brief explanation on what it involves. C. Website Dave McGerald explained the need for the Coalition to update their website to offer more services. The Executive Committee and Coalition Staff discussed the goals of this update and possible solutions to creating the RFP. D. Community Outreach Dave McGerald and Chair Patel introduced the idea of promoting a greater presence of Coalition staff and board members in the community to advocate for the Coalition. It was noted that this initiative would be brought in more detail to the strategic planning session on September 25, 2014. E. Executive Director Evaluation Aakash Patel indicated that there was not enough information gathered from board members in order to present any results. Chair Patel announced that the deadline to submit the Executive Director Evaluation would be extended. V. INFORMATION ITEMS A. Board Strategic Planning Dave McGerald reported on the Board strategic planning session to take place on September 25, 2014. Mr. McGerald added that pre-work forms for the session had been sent out to board members to be filled out and turned in on Friday, September 12, 2014 by close of business. Committee members discussed ways to promote participation in the Board strategic planning sessions. VI. PUBLIC COMMENT There was no public comment. VII. ADJOURNMENT Citing no further business, Chair Patel adjourned the meeting at 5:04 p.m. MEETING MINUTES – Executive/Finance Committee Meeting Monday, September 25, 2014 4:30 pm 03/02/2015 Executive/Finance Committee Meeting 5 of 62 ACTION PLAN No. Action Item(s) Owner Target Date 1. Contact County for legal services. Dave McGerald Oct. 20, 2014 2. Website RFP Update. Dave McGerald Oct. 20, 2014 3. S end email to Board members to confirm strategic planning Katherine Javier Sept. 9, 2014 attendees. Read and Approved by: Lynne T. Hildreth, Secretary DATE MEETING MINUTES – Executive/Finance Committee Meeting Monday, September 25, 2014 4:30 pm 03/02/2015 Executive/Finance Committee Meeting 6 of 62 MEETING MINUTES Special Meeting: Executive Meeting Name: Date: October 20, 2014 Director Evaluation Facilitator: Aakash Patel, Chair Time: 4:30 pm Location: 1002 E.