Agenda - elcbigbend.org · 2. Approval of Agenda ... The motion to approve the CEO authorization...
Transcript of Agenda - elcbigbend.org · 2. Approval of Agenda ... The motion to approve the CEO authorization...
The Coalition's Mission is to provide leadership and advocacy that builds a community
where ALL children are prepared for success in school
Agenda
Board Meeting
Tuesday, September 22, 2015
11:30am to 1:00pm
Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303
1. Welcome and Roll Call ..................................................................... Monesia Brown
2. Approval of Agenda .......................................................................... Monesia Brown
3. Approval of Minutes for June 16, 2015 ........................................... Monesia Brown
4. Public Comment
5. Action Items ...................................................................................... Monesia Brown
a. #2015-10 Approval of Payment Rate Schedule Updates
b. #2015-11 Approval of 2015 – 2016 Coalition Plan
6. Reports
a. Board Chair’s Report ............................................................ Monesia Brown
b. Chief Executive Officer’s Report ......................................... Matt Guse
c. Treasurer’s Report ................................................................ Jeremy Cohen
d. Program Policy and Strategy Committee Report .................. Tara Orlowski
e. Audit Committee Report ....................................................... Matt Guse
f. Advocacy and Resource Development Committee Report .. Carrie Rubenstein
7. Presentation of 2015 – 2016 Operating Budget ................................ Matt Guse
8. Performance Funding Pilot Project ................................................... Matt Guse
9. Special Guest Speaker....................................................................... Rodney MacKinnon
Executive Director
Office of Early Learning
10. 2nd Annual Race 4 Readiness – Saturday, October 31, 2015 .......... Matt Guse
11. Presentation of Draft Quality Rating System.................................... Monesia Brown
Next Meeting: Tuesday, December 15, 2015 11:30am to 1:00pm
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The Coalition’s Mission is to provide leadership and advocacy that builds a community
where all children are prepared for success in school
Board Meeting
Tuesday, June 16, 2015
11:30am to 1:00pm
Early Learning Coalition of the Big Bend Region
Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303
Board Members Present: Staff Present:
Monesia Brown, Chair Matt Guse, Chief Executive Officer
Josh Aubuchon Megan Craig, Executive Coordinator
Paula Arnold Travis Gordon, Finance Director
Kim Barnhill Kathy Hayes, Quality Assurance and
Christian Caballero Accountability Director
Jeremy Cohen Liz Murphy, Human Resources Director
Stacey Duggar Stephanie Savestanan, Program Services Director
Kim Kelling Engstrom Morgan Evers, Program Services Manager
Eduardo Gonzalez Loumiet
Carolyn Harden
Jeanne Martin
Dr. Luisa Martin-Humes
Tara Orlowski
Maria Pouncey
Angel Trejo
Board Members Not Present: Guests Present:
Bryan Desloge Danielle Cuccaro
Paul Dyal Alessandra Saracco
Jim McShane Mayor Andrew Gillum
Linda Nelson Sakeena Kenton
Jeanna Olson Richard Cassady
Carrie Rubenstein
Natasha Simon
Janice Sumner
Daniel Wagnon
1. Welcome and Roll Call
Monesia Brown, Board Chair, welcomed board members and staff. Roll call was taken
and quorum was established at 12:15pm.
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2. Approval of Agenda
The motion to approve the agenda for this meeting was made by Jeanne Martin. This
motion was seconded by Daniel Wagnon. This motion was approved.
3. Approval of Minutes for March 24, 2015
The motion to approve the minutes for the Board Meeting of March 24, 2015 was made
by Linda Nelson. This motion was seconded by Daniel W. This motion was approved.
4. Public Comment
There was no public comment.
5. Action Items
a. #2015-8 Approval of CEO Authorization Levels Policy – FIN515.02
The Early Learning Coalition of the Big Bend Region (ELC) is actively engaged
in updating its policies and procedures. The CEO authorization levels policy will
increase the CEO’s authorization level from $25,000 to $35,000. This will also
add $5,000 to the authorization level of the Finance Director. This will bring the
CEO’s authorization level in alignment with the Level Two threshold from F.S.
287.017. This will also allow for the day to day purchasing activity to continue in
the CEO’S absence. Monesia B. discussed the importance of being thoughtful
with oversight when it comes to the ELC’s finances. The Finance and Executive
Committee both reviewed this policy change at their respective meetings on June
8, 2015 and June 11, 2015, and both committee recommended this item for
approval by the Board. The Board was asked to review and approve this policy.
The motion to approve the CEO authorization levels policy – FIN515.02 was
made by Carrie Rubenstein. This motion was seconded by Jeanne M. This motion
was approved.
6. Reports
a. Board Chair’s Report
Monesia B. presented her Board Chair’s Report to the Board. She informed the
Board that the Executive Committee is mid-way through the process of
completing the Chief Executive Officer’s evaluation which they are required to do
on an annual basis. She is anticipating that this process will be complete within
the next few days. She then briefly highlighted the ELC’s accomplishments over
the last twelve months. These included staff’s significant effort to increase the
number of children served, and expending all available dollars available to serve
children and families through the School Readiness Program. She thanked board
members for their contributions and support of the ELC. She encouraged board
members to support the ELC’s forthcoming Race 4 Readiness.
b. Chief Executive Officer’s Report
Matt G. provided his Chief Executive Officer’s Report to the Board. He informed
the Board that staff have received the ELC’s 2015-2016 grant agreement from the
Office of Early Learning. This agreement details the conditions that the ELC must
adhere to to accept funds from the Office of Early Learning to operate its
programs. The legislature has proposed a 5 million dollar recurring increase
statewide for the School Readiness Program. In terms of the Voluntary
PreKindergarten Program, while the base student allocation has remained the
same, the proposed statewide budget for this program has been decreased based
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on the projected number of children to participate in the program in 2015-2016.
However, the Voluntary PreKindergarten Program is an entitlement program, and
the ELC will continue to serve any family that has a child eligible for the
program.
The ELC is currently in the process of undertaking procurements for information
technology services, auditing services, and marketing and branding services. Staff
in conjunction with two board members have reviewed the information
technology applications and have identified an awardee. This awardee is Inspired
Technologies, who are the ELC’s current vendor. Staff will task the Executive
Committee with reviewing and approving a new contract with Inspired
Technologies. The Audit Committee will take then take the lead on reviewing the
auditing services applications and make a decision on this. For the marketing and
outreach services’ procurement, staff in conjunction with two board members will
review these proposals, and move forward with making a selection.
At the beginning of this fiscal year the ELC requested an increase in professional
development funds to support staff development. It was important to management
that staff have the necessary skills to be successful in their positions. To date this
fiscal year, staff have undertaken about 2,700 hours of professional development.
While management initially asked for $25,000 to support professional
development during the 2014-2015 fiscal year, the ELC has only spent about
$8,000 of these funds. This just shows that the ELC can maintain a robust
professional development program on a more limited budget.
Matt G. informed the Board that each year staff need to review the ELC’s sliding
fee scale. This outlines the fees that parents will need to pay as part of their
portion of their child care costs. This amount is directly related to the federal
poverty levels. While there is a slight change to the federal poverty levels for this
coming year, the ELC will be keeping the parent fees the same, and if anything,
the ranges will positively impact families.
c. Treasurer’s Report
Jeremy Cohen provided his Treasurer’s Report to the Board. The ELC is in a
good place fiscally at this point for the fiscal year. Any overages in the schedule
of functional expenses are mostly due to the timing of payments. Jeremy C. then
briefly reviewed the School Readiness and Voluntary PreKindergarten Reports as
of April 30, 2015. The ELC is currently serving 4,797 children through the School
Readiness Program. Family Services staff are continuing to work hard to contact
families off the waitlist. Matt G. then discussed enrollment numbers for the last
few years.
d. Program Policy and Strategy Committee Report
Matt G. provided the Program Policy and Strategy Committee Report to the
Board on behalf of Tara Orlowski, the committee’s chair, who was unable to be at
the meeting. This committee has continued to focus its efforts on quality, and has
continued to discuss the creation of a quality rating system for our community.
The Board were information that staff have started doing remote recertifications
for families, which allows families to submit their redetermination paperwork via
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email or facsimile, so they do not physically have to come into the office to
continue to receive services.
e. Audit Committee Report
Matt G. provided the Board with the Audit Committee Report. He informed the
Board that the Audit Committee will be reviewing the auditing firm submissions
and will make a recommendation on which firm to contract with to provide
auditing services for the 2015-2016 year.
f. Advocacy and Resource Development Committee Report
Carrie Rubenstein provided her Advocacy and Resource Development Committee
Report to the Board. She informed the Board that staff are projecting a $60,000
match deficit this fiscal year. This is due to the increased number of children that
the ELC is serving. Next year staff in conjunction with the Board, are planning on
increasing efforts to obtain more match to meet the ELC’s required match
requirements. The ELC’s match efforts include a continued and increased focus
on bringing in more books for the My First Books Program. Carrie R. thanked
board members for participating in this year’s Board book drive. She expressed
that she would like the Board to continue their efforts to raise books for the ELC
and the children and families that the ELC serves. She also mentioned the ELC’s
upcoming Race 4 Readiness, and a summary of other outreach events that the
ELC has partaken in during this fiscal year.
7. Special Guest Speaker
Monesia B. introduced the special guest speaker, Mayor Andrew Gillum, to the Board.
Staff have worked hard to develop a strong partnership with the Mayor and his office
through our joint passion for children’s issues and the importance of early learning for
children. The Mayor provided the Board with an overview of his family first initiative,
his proposed quality rating system that he would like to implement in our community,
and the taskforces that he has formed to tackle the issues our community faces as it
pertains to early learning for children. Both Matt G. and Monesia B. thanked the Mayor
for his dedication to children’s issues and for taking the time to speak to the Board.
8. Discussion Items
a. Quality Rating System
Matt G. introduced this discussion item to the Board. He referred to the proposed
quality rating system included in the Board’s packet. This was developed by a
collaborative of local and state representatives around Florida. This draft focuses
on elements of a quality rating system that can be measured and tracked. The ELC
would like to use this draft as a foundation in which to create a local quality rating
system. Kim Kelling Engstrom asked staff who the taskforce envisions
spearheading this effort. Matt G. informed the Board that the taskforce has asked
the ELC to be responsible for this. While the cost of this system has yet to be
determined, stakeholders wanted to develop the foundation of the system before
allocating costs. The taskforce has discussed an increased reimbursement for
providers that increase quality within their programs. It is important to the
taskforce that the providers do not raise the cost of child care to families in order
to raise the quality within their program. Monesia B. ensured the Board that a
final quality rating system will not move forward without the Board’s
recommendations, review and vote.
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b. Technology Mini Grants
Matt G. provided the Board with an update on the technology mini grants recently
awarded to eighteen providers. All providers have submitted their documentation,
and all of the funds have been disseminated.
c. Proposed Leon County Comprehensive Services Center for Homeless Children
Matt G. informed the Board that a comprehensive service center to serve
homeless families was opened a few months ago in Tallahassee. The community
members that funded this center would also like to open a high quality child care
center to support the homeless families living in this newly opened center. The
ELC was recently approached to potentially run this child care center. The Board
was provided with a document that outlines this request and the information
provided to date. Matt G. informed the Board that staff are currently considering
the request. It is important to staff that the ELC not take on any unnecessary risk,
either in reality or perception if the ELC decides to move forward with this. If the
ELC did move forward with this, this would be the first time that an early learning
coalition in the state of Florida would have a hand in the day to day operations of
a child care center. Angel Trejo expressed his concerns with the proposal
presented to the Board. Matt G. reassured the Board that staff are just in the
research stage and it will be the Board that makes the final decision on whether to
move forward with this.
d. 2015 Race 4 Readiness – Saturday, October 17, 2015
The Board was provided with an update on the ELC’s 2015 Race 4 Readiness
slated for Saturday, October 17, 2015. Monesia B. encouraged board members to
support this event as a unified group.
e. Proposed 2015-2016 Meeting Schedule
Matt G. presented the proposed 2015-2016 meeting schedule to the Board for
their review.
Monesia B. adjourned the meeting at 1:11pm.
Minutes recorded by: Megan Craig, Executive Coordinator
Board Approval Date: _____________________
Board Chair’s Initials: _____________________
Board Secretary’s Initials: _____________________
A digital recording of this meeting is available at the office of the Early Learning Coalition of
the Big Bend Region, Inc.
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Action Item #2015-10 Action Item: Approval of Payment Rate Schedule Updates Background: To align with the new statewide School Readiness Contract, the Early Learning
Coalition of the Big Bend Region (ELC) needs to update the ELC’s current provider reimbursement Payment Rate Schedule. In particular, the ELC needs to add full-time and part-time rates for special needs children, and a part-time rate of school-age children, as highlighted on the attached. Any changes or additions made to this schedule must be approved by the Board of Directors. Once approved, this schedule will then be submitted to the Office of Early Learning through the ELC’s Coalition Plan update process.
The Program Policy and Strategy Committee reviewed and approved the updates to the attached Payment Rate Schedule at their last meeting on September 3, 2015, and recommend that they be moved to the Executive Committee for their approval. Both the Program Policy and Strategy Committee, and the Executive Committee, have reviewed and approved the updates to the attached Payment Rate Schedule at their respective meetings on September 3, 2015 and September 16, 2015. Both committees recommended that the schedule be moved to the Board for their approval. The Board is now asked to review and approve this plan.
Attachments: Payment Rate Schedule
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EARLY LEARNING COALITION OF THE BIG BEND REGION Serving the counties of Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla
PAYMENT-RATE SCHEDULE (Effective September 22, 2015)
Full-Time Rates
Licensed or Exempt Providers
Gold Seal Licensed Homes Registered Homes Informal Providers Licensed Before or
After School
Care Level Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly
Infant (0-12 Mo.) 22.20 111.00 26.64 133.20 20.00 100.00 20.00 100.00 10.00 50.00
Toddler: (13-23 Mo.) 19.60 98.00 23.52 117.60 20.00 100.00 18.00 90.00 10.00 50.00
(24-35 Mo.) 18.80 94.00 22.56 112.80 20.00 100.00 18.00 90.00 10.00 50.00
Preschool: (36-47 Mo.) 16.00 80.00 19.20 96.00 20.00 100.00 15.00 75.00 10.00 50.00
(48-59 Mo.) 16.00 80.00 19.20 96.00 20.00 100.00 15.00 75.00 10.00 50.00
(60-72 Mo.) 16.00 80.00 19.20 96.00 20.00 100.00 15.00 75.00 10.00 50.00
Special Needs 22.20 111.00 26.64 133.20 22.20 111.00 20.00 100.00 10.00 50.00
School-Age 15.40 77.00 18.48 92.40 16.40 82.00 15.40 77.00 8.20 41.00
VPK Wrap-Around 11.64 58.20 11.64 58.20
Part-Time Rates
Licensed or Exempt Providers
Gold Seal Licensed Homes Registered Homes Informal Providers Licensed Before or
After School
Care Level Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly Daily Weekly
Infant (0-12 Mo.) 17.40 87.00 20.88 104.40 17.40 78.00 15.80 79.00 7.50 37.50
Toddler: (13-23 Mo.) 15.20 76.00 18.24 91.20 15.00 75.00 14.00 70.00 7.50 37.50
(24-35 Mo.) 14.60 73.00 17.52 87.60 15.00 75.00 14.00 70.00 7.50 37.50
Preschool: (36-47 Mo.) 12.00 60.00 14.40 72.00 15.00 75.00 11.20 56.00 7.50 37.50
(48-59 Mo.) 12.00 60.00 14.40 72.00 15.00 75.00 11.20 56.00 7.50 37.50
(60-72 Mo.) 12.00 60.00 14.40 72.00 15.00 75.00 11.20 56.00 7.50 37.50
Special Needs 17.40 87.00 20.88 104.40 17.40 87.00 15.80 79.00 7.50 37.50
School-Age 11.40 57.00 13.68 68.40 12.20 61.00 11.40 57.00 6.10 30.50 11.40 57.00
VPK Wrap-Around 7.50 37.50 7.50 37.50
Additional information:
Has your coalition adopted a sibling discount rate? Yes 50% of the payment rate. No
Describe any additional parameters your coalition has adopted (For example: Rate for special needs is negotiated and may exceed regular rate by up to x%.):
What is the projected number of children to be served within the fiscal year(s) this schedules covers? 3,800
Form AWI-EL 34
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Action Item #2015-11 Action Item: Approval of 2015 – 2016 Coalition Plan Background: Florida Statute Chapter 1002.85 and Rule 6M-9.115, F.A.C. required the Early
Learning Coalition of the Big Bend Region (ELC) to submit a Coalition Plan for FY 2015-2016 to the Office of Early Learning (OEL). OEL developed a new template for the ELC to utilize to comply with requirements. Due to this new format, OEL extended the target date for plan submission from July 1, 2015 to October 1, 2015. The ELC has submitted a draft of this plan to OEL for review and feedback prior to obtaining Board approval. However, the ELC has not yet received any feedback from OEL.
The Executive Committee approved the draft of the Coalition Plan and recommended that it be moved to the Board for approval at their meeting on September 16, 2015. The Board is now asked to review and approve this plan. Staff will submit plan amendments to the Board as necessary once feedback is received from OEL.
Attachments: 2015 – 2016 Draft Coalition Plan
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CATEGORY OF SPENDING FY 15 ‐ 16 Award (per Notice of Award)
Actual Thru
7/31/15
Current
Earmark
Earmarks/
Restrictions
AWARD AMOUNT 16,070,002$
DIRECT SERVICE COST (1) 12,748,003$ 1,271,326$ 79.69% Minimum 78%
NON SLOT DOLLARS:
Admin Cost 707,327$ 70,035$ 4.39% Maximum 5%
Non Direct Cost 1,363,436 132,301 8.29%
Quality Cost 845,889 95,579 5.99% Minimum 4%
Childcare Resource & Referral Cost 405,347 26,065 1.63%
TOTAL NON SLOT DOLLARS 3,321,999$ 323,980$ 20.31% Maximum 22%
(1) There are no CCEP dollars for FY 2015‐2016.
ANALYSIS OF SCHOOL READINESS BUDGET
For the Fiscal Year Ending June 30, 2016
78%
4%
8%
6% 2%School Readiness Earmarks as of July 31, 2015
DIRECT SERVICE COST(1)
Admin Cost
Non Direct Cost
Quality Cost
Childcare Resource &Referral Cost
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ANALYSIS OF SCHOOL READINESS DIRECT SERVICE COST
AS OF JULY 31, 2015
CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL
DIRECT SERVICE COST
Working ‐ Low Income 180,732 47,441 533,629 8,005 55,852 35,737 37,517 898,913
TANF Assistance ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐
Transitional Care 37,396 5,536 133,439 647 3,342 3,670 2,190 186,220
Protective Services 13,363 5,307 121,355 2,873 4,749 5,853 10,573 164,073
Gold Seal 3,562 418 17,960 ‐ ‐ ‐ 180 22,120
CCEP ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐
TOTAL DIRECT SERVICE COST 235,053 58,702 806,383 11,525 63,943 45,260 50,460 1,271,326
# of Children Paid Served 795 187 2,747 43 229 165 186 4,352
71%
0%
14%
13%
2%0%
Direct Service Allocation by Eligibility
Category
Working ‐LowIncome TANFAssistance
Transitional Care ProtectiveServices
Gold Seal
18%
5%
63%
1% 5%4% 4%
Direct Service Allocation by County
Gadsden
Jefferson
Leon
Liberty
Madison
Taylor
Wakulla
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EARLY LEARNING COALITION OF THE BIG BEND REGION, INCTOTAL SR CHILDREN SERVED BY MONTH RELATIVE TO PRIOR YEARS AS OF JULY 31, 2015
Age Gadsden Jefferson Leon Liberty Madison Taylor Wakulla
Current
Week Prior Week
0 4 0 40 0 0 0 0 44 57
1 3 0 45 0 0 0 0 48 62
2 6 0 41 0 1 0 0 48 62
3 3 0 32 0 0 0 0 35 43
4 8 0 24 0 0 0 0 32 37
5 12 0 24 0 1 0 0 37 41
6 10 0 64 0 0 0 0 74 78
7 9 0 41 0 0 0 0 50 53
8 9 0 42 0 0 0 0 51 51
Total 0‐8 64 0 353 0 2 0 0 419 484
9 7 0 37 0 0 0 0 44 47
10 5 0 26 0 0 0 0 31 31
11 1 0 30 0 0 0 0 31 30
12+ 0 0 21 0 0 0 0 21 22
Total 9‐12+ 13 0 114 0 0 0 0 127 130
Total All 77 0 467 0 2 0 0 546 614
(1)This section only includes data from the legacy SPE/UWL system . It does not include data from the family portal.
6. WAITLIST AS OF 8/2/2015(1)
0
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
July
Au
g
Sep
t
Oc
t
No
v
Dec
Jan
Feb
Ma
rch
Ap
ril
Ma
y
Jun
e
Historical Comparison - Children Served by Month
FY 13/14
FY 14/15
FY 15/16
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CATEGORY OF SPENDING FY 15 ‐ 16 Award
(per Notice of Award)
Actual Thru
7/31/15
Current
Earmark
Earmarks/
Restrictions
AWARD AMOUNT 6,820,907$
DIRECT SERVICE COST 6,558,565$ 134,259$
NON SLOT DOLLARS:
Admin Cost 138,435$ 18,468$
Enrollment Cost 74,643 7,084
Monitoring Cost 49,264 14,106
TOTAL NON SLOT DOLLARS 262,342$ 39,657$ 29.54% Maximum 4%
VPK OUTREACH AND AWARENESS 20,737$
ANALYSIS OF VOLUNTARY PREKINDERGARTEN BUDGET
For the Fiscal Year Ending June 30, 2016
77.20%
Voluntary Prekindergarten Spending Allocation as of July 31, 2015
DIRECT SERVICE COST
Admin Cost
Enrollment Cost
Monitoring Cost
2.14% combined
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ANALYSIS OF VOLUNTARY PREKINDERGARTEN DIRECT SERVICE COST
AS OF JULY 31, 2015
CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL
DIRECT SERVICE COST 0 0 88,270 0 31,043 14,946 0 134,259
# of Children Paid Served ‐ ‐ 89 ‐ 40 21 ‐ 150
0% 0%
66%0%
23%
11%
0%
VPK Direct Service Cost by County
Gadsden
Jefferson
Leon
Liberty
Madison
Taylor
Wakulla
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Projected Fiscal
Year 2014-2015
Actual Thru
06/30/15 CCEP -
Direct Service Dollars for Economically Disadvantaged
Working Families 8,988,503$ 8,779,819$
6% Match Requirement 539,310 526,789
6% Match Waived 202,320 163,640
6% Match Requirement After Waivers 336,990$ 363,149$
CASH MATCH SOURCES
ELC Board Sponsored Initiatives 0 9,000
CHSP / County of Leon/United Way - Leon 91,251 88,781
United Way - Rural Counties 53,938 55,583
Direct SR Slot Cash - Leon 0 0
Direct SR Slot Cash - Rural Counties 2,000 0
Indirect SR Match - Leon 2,500 0
Indirect SR Match - Rural Counties 5,000 0
TOTAL CASH MATCH 154,689$ 144,365$
IN KIND MATCH SOURCES
My First Books 45,000$ 23,064$
Volunteers 10,000 10,344
Donated Space 80,000 86,475
TOTAL IN KIND MATCH 135,000$ 119,883$
TOTAL CASH AND IN KIND MATCH 289,689$ 264,247$
MATCH SURPLUS/(DEFICIT) (47,301)$ (98,902)$
ANALYSIS OF 6% MATCH REQUIREMENT
For the Fiscal Year Ending June 30, 2015
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Projected Fiscal
Year 2015-2016
Actual Thru
07/31/15 CCEP -
Direct Service Dollars for Economically Disadvantaged
Working Families 9,509,342$ 898,912$
6% Match Requirement 570,561 53,935
6% Match Waived 203,461 21,917
6% Match Requirement After Waivers 367,099$ 32,018$
CASH MATCH SOURCES
ELC Board Sponsored Initiatives 25,000 0
CHSP / County of Leon/United Way - Leon 95,000 0
United Way - Rural Counties 25,000 0
Direct SR Slot Cash - Leon 0 0
Direct SR Slot Cash - Rural Counties 0 0
Indirect SR Match - Leon 0 0
Indirect SR Match - Rural Counties 0 0
TOTAL CASH MATCH 145,000$ -$
IN KIND MATCH SOURCES
My First Books 30,000$ -$
Volunteers 10,000 0
Donated Space 84,000 0
TOTAL IN KIND MATCH 124,000$ -$
TOTAL CASH AND IN KIND MATCH 269,000$ -$
MATCH SURPLUS/(DEFICIT) (98,099)$ (32,018)$
ANALYSIS OF 6% MATCH REQUIREMENT
For the Fiscal Year Ending June 30, 2016
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SCHOOL
READINESS/VOLUNTARY
PREKINDERGARTEN
SCHOOL
READINESS/VOLUNTARY
PREKINDERGARTEN
14‐15 Budget 15‐16 BudgetVariance Additional Information
001 School Readiness Direct Care Slots $ 12,637,145 $ 12,748,003 $ 110,858 Increase in funding/Reallocation of dollars from indirect non slots to direct care slots
002 VPK Direct Care Slots $ 6,811,979 $ 6,436,137 $ (375,842) Decrease in funding
003 Salaries/Benefits/401K/Taxes 2,431,235$ 2,519,718$ $ 88,483 Cost of Living Increase for Fiscal Year 14‐15 and Fiscal Year 15‐16
004 Training/Development/Recruitment 23,500$ 13,500$ $ (10,000) Reduction in Agency initiative in regards to staff development through off‐site and on‐site
training
005 Professional Services 61,500$ 63,700$ $ 2,200 Increase in bank fees due to change in banking sweep account structure as directed by OEL
006 Contracted Services 65,000$ 65,000$ $ ‐
007 Quality Initiatives 96,558$ 138,337$ $ 41,779 New Agency initiative to begin increasing quality expenditures to align with reauthorization of federal child care block grant
008 Occupancy 499,511$ 515,951$ $ 16,440 Rent increase in Leon County Office rent per lease and additional rent expense for Jefferson County office
009 Insurance 40,000$ 45,000$ $ 5,000 Increase in Worker's Comp insurance
010 Advertising and Public Outreach 30,526$ 30,000$ $ (526) Decrease in VPK Outreach and Awareness grant award
011 Dues/Subscriptions and Meeting Exp 8,300$ 8,300$ $ ‐
012 Supplies and Materials 22,000$ 20,000$ $ (2,000) Use of technology has reduced the need for office supplies
013 Technology Maintenance 150,000$ 150,000$ $ ‐
014 Equipment Rental and Maintenance 60,000$ 55,000$ $ (5,000) Reduction in maintenance cost for ELC leased equipment. i.e. copiers and postage
machine
015 Office Furniture and Equipment 40,000$ 55,000$ $ 15,000 Increase to support end of lifecycle purchases are needed for the 15‐16 Fiscal Year
016 Travel 44,000$ 44,000$ $ ‐
017 Printing and Postage 3,000$ 4,000$ $ 1,000 Increase to support ad hoc direct mailing initiatives for parents and providers
TOTAL 23,024,254$ 22,911,646$ (112,608)$
Notice of Award 14‐15 Grant Year 15‐16 Grant Year Variance Notes
School Readiness 15,926,655$ 16,070,002$ 143,347$ Increase in award
Voluntary Pre‐K 7,076,220$ 6,820,907$ (255,313)$ Decrease in award
VPK Outreach and Awareness 21,379$ 20,737$ (642)$ Decrease in award
TOTAL 23,024,254$ 22,911,646$ (112,608)$
GRANT AWARD COMPARISON
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EARLY LEARNING COALITION OF THE BIG BEND REGION, INC.
FUNCTIONAL EXPENSES DETAIL ‐ DEFINITIONS PAGE
ACCOUNT NAME DESCRIPTION
Direct Care Slots
1. Working ‐ Low Income
2. TANF Assistance
3. Transitional Care
4. Protective Services
5. 2 Parent 1 Non Working
6. CCEP
7. Gold Seal
Direct childcare expenses related to the specific grant/program
1. Parent/guardian currently employed or engaged eligible education activities with total family
income that falls between 150% and 200% of Federal Poverty Level
2. Workforce referral where parent/guardian has applied for cash assistance and child care services to seek
employment
3. Referral where parent/guardian is receiving cash assistance and is engaged in job preparation activities or
is employed
4. Family of child is under investigation/supervision because of allegations of abuse or neglect; or
child is in foster care or in court ordered relative care
5. Two parent/guardian household where only 1 parent/guardian is employed or engaged in eligible
education activities and child has been determined at risk of school failure
6. Working family with total family income not to exceed 200% of federal poverty level and cost of care is
matched dollar for dollar by local business.
7. Rate differential to a child care provider who meets national acceditation standards that are accepted by
the Florida Department of Children and Family (DCF), Child Care Licensing Program.
Salaries/Benefits/401K/Taxes Employee salary and related costs including 401k, taxes, 401k admin fees
Training/Development/Recruitment Staff and Board recruitment, training and development costs including background checks
Professional Services Accounting Fees, Legal Fees, other professional fees (if applicable)
Contracted Services Taylor County School Board Subrecipient Contract
Quality Initiatives Quality Initiatives (School Readiness Grant only)
Occupancy Rent, Utilities, Telephone, Maintenance, Cell phone, Insurance, Networking and Security expenditures
Insurance Liability insurance, D&O insurance, Workers Comp, and Finance bond
Advertising and Public OutreachAdvertising costs related to web‐page and other programmatic expenses Outreach materials to support
programs
Dues/Subscriptions and Meeting Exp Newspaper subscriptions, Chamber of Commerce dues, coalition related meeting expenses
Supplies and Materials Office supplies and specific program related materials
Technology Maintenance Technology maintenance (Inspired Technologies contract) Software renewal, upgrades, purchases
Equipment Rental and Maintenance Copiers, postage machine
Office Furniture and Equipment Purchase of equipment and furniture
Travel Travel related expenses for lodging, car rental, airfare, meals per diem and mileage
Printing and Postage Printing of forms for ELC use, general postage costs
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5K Race and 1 Mile Fun Run
2nd Annual
Saturday, October 31, 2015
Kim Kelling Engstrom and Todd Engstrom, Ed and Marilyn Feaver, Daniel and Ali Wagnon, Angel and D’Lo Trejo and Tara Orlowski
FREE children’s book for every child that registers!
Schedule of Events 7:00am Registration Opens 7:30am Group Warm Up 8:00am 1 Mile Fun Run 8:30am 5K Race 9:45am Awards Ceremony Pre-Registration (before 10/28/15) $20 Adult with shirt ($15 without shirt) $10 Child with shirt (Up to 12) ($5 without shirt) Children under 2 Free Where Northwood Centre 1940 North Monroe Street Tallahassee Proceeds Support early learning initiatives in the Big Bend Region
For more information and to register, go to www.elcbigbend.org or call (850) 552-7305.
Day of the Event Giveaways
Photo booth Face painting
Food & refreshments Prizes for best Halloween costume
Great awards for race winners Professionally certified course
Amazing guest speaker
The Early Learning Coalition of the Big Bend Region’s
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Program
Management
Family
Engagement
Curriculum
Assessment Environment
Staff Qualifications
Growth
Excellence
Task Force Results
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