New · 2017. 1. 30. · BOARD MEETING September 21 2016; 10:30 a.m. Renaissance Resort World Golf...

BOARD MEETING September 21 2016; 10:30 a.m.

Renaissance Resort World Golf Village

TENTATIVE AGENDA *Action Item

I. Call to Order/Roll Call

II. Public Comment

III. Special Presentation: Kostya Kimlat “Magic of Personalities” IV. Review of Delegation of Authority Items

V. Approval of June 15, 2016 Board Meeting Minutes* VI. Staff and Committee Reports

A. CEO Report 1. Review of ELCNF 2016 Board Self Evaluation Compiled Results- HANDOUT

B. 4th Quarter Program Update C. 4th Quarter Early Literacy Report D. Executive Administrative Committee

Draft of August 3, 2016 Exec/Admin Meeting Minutes- Informational Consent Agenda: 1. Ratify Approval of May 4, 2016 Exec/Admin Committee Meeting minutes* 2. Ratify Approval of 2016-17 COOP* 3. Ratify Approval of Contract with WWIT 2016/17*

VII. New/Unfinished Business

A. Summary of D Bell Annual Evaluation- HANDOUT B. Approval of the ECS 2016/17 Contract Amendment #0001-16* C. Approval of the University of Florida/Lastinger Center Pay for Performance Contract

Effective 08/01/16 – 07/31/17* D. Approval of the ELC/ECS University of Florida/Lastinger Center for Education Pay for

Performance Contract effective 08/01/16 – 07/31/17* E. Approval of Financials as of June 30, 2016* F. Approval of ELC 2016-2017 Budget Proposal – Revision #1* G. Approval of B. Graham to attend the 2016 National Summit on Education reform* (Nov.30-

Dec 3) H. Approval of ELCNF 2015-16 Annual Report*- HANDOUT I. Approval of Disposal of Inventory* J. Review of Board Membership K. Approval of Central Agency Administrator Designee, Teresa Matheny* L. Approval of Private Child Care Provider Representative, Angelia Hough* (retroactive to 6.15.16) M. Revisions to the Coalition’s Personnel Policies and Procedures Manual* N. Revisions to the Coalition’s Operational Policies and Procedures*

2450 Old Moultrie Rd., Ste. 103, St. Augustine, FL 32086 ● (904) 342-2267

O. Election of Officers* HANDOUT To be emailed for nominations prior to meeting P. Standing Committee Discussion and Sign-Up HANDOUT to be emailed for sign up prior

to meeting Q. Code of Ethics HANDOUT R. Conflict of Interest HANDOUT

VIII. Board Absenteeism Log – INFORMATIONAL IX. Board Comment X. Next Meetings

• Wednesday, November 2, 2016, 10:30 a.m. – Exec/Admin Committee Conference Call Meeting

• Wednesday, December 7, 2016, 2:00 p.m. – Board Meeting Renaissance World Golf Village and Convention Center Caddy Shack Restaurant

XI. Adjournment*

2450 Old Moultrie Rd., Ste. 103, St. Augustine, FL 32086 ● (904) 342-2267

I. Call to Order/Roll Call

II. Public Comment

III. Special Presentation

Kostya Kimlat

“Magic of Personalities”

Early Learning Coalition of North Florida, Inc. Board Meeting

September 21, 2016

IV. Review of Delegation of Authority Items

V. Approval of June 15, 2016

Board Meeting Minutes*

*ACTION ITEM

Early Learning Coalition of North Florida, Inc. Annual Board Meeting September 21, 2016

Early Learning Coalition of North Florida, Inc.

BOARD MEETING The World Golf Village and Convention Center

Troon & Wentworth Meeting rooms June 15, 2016

10:30 a.m.

ATTENDANCE Members Present: Mary Ann Holanchock April Masters Nancy Pearson, Board Chair Dr. Myrna Allen Cynthia Kent Renee Williams, Treasurer Mike Siragusa Brian Graham, Vice Chair Mala Ramoutar Janet Dixon Mark Miner, Secretary Joy Stanton Vina Delcomyn Adam Deputy

Members Absent: Amy Lane, Excused Ron Coleman, Excused Kristi Simpkins, Excused Connie Stophel, Excused Commissioner James Johns, Excused

Staff Present: Dawn Bell, Chief Executive Officer Kim Brumfield, Office Manager Tajaro Dixon, Grants and Operations Manager Joan Whitson, Early Literacy Coordinator

Others Present: Teresa Matheny, ECS Angelia Hough, Private Child Care Provider

CALL TO ORDER / ROLL CALL K. Brumfield called the meeting to order at 10:35 am. Roll was taken by K. Brumfield; quorum was met, with 13 of the 19 board members in attendance. N. Pearson, board chair arrived at 10:42 making it 14 of 19 members. Brian Graham, vice chair led the meeting until N. Pearson arrived. PUBLIC COMMENT No public comment REVIEW OF DELEGATION OF AUTHORITY ITEMS The Board designates authority to the Coalition’s Office Manager to review and approve the Chief Executive Officer’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. Delegation items were passed around with no discussion or questions on the items reviewed.

Board Meeting June 15, 2016

APPROVAL OF MARCH 16, 2016 BOARD MEETING MINUTES*

1. M. Miner motioned to approve the March 16, 2016 Board Meeting Minutes, as presented. V. Delcomyn seconded the motion. No discussion-motion passed unanimously.

STAFF AND COMMITTEE REPORTS 3RD QUARTER PROGRAM UPDATE T. Dixon reported on the following:

Coalition Activities:

• OEL is in the process of combining all the coalitions’ responses for the Auditor General’s review that began April 20, 2015. For our coalition, we had a few findings in payment validations that were corrected immediately. And our coalition (along with the others) had a finding regarding verification of provider worker’s compensation and reemployment insurances coverages. OEL is disputing these findings as the date for required verification (monitoring) of this practice was after the time period of this review. (The statewide provider contract monitoring tool was promulgated July 1, 2015.) We will bring final results to the board when we have them. • The annual OEL/CRI fiscal review took place on-site February 29 – March 3, 2016. From this review, there were two findings regarding required federal/state vendor contract provisions and one finding regarding the required use of the OEL logo and statement of sponsorship. All items were corrected immediately as well as preventative steps put into place to prevent reoccurrences. • Part 1 of Cross training for the OEL monthly invoice began with Patty instructing Tajaro on the process. Part 2 will be actually processing the invoice either in June or July. • Other cross training that took place was Kim being trained on the secondary review of the monthly ECS invoice, and there are plans for Kim to receive more training on vendor contracts. OEL is in the process of creating contract checklists per the most current regulations.

Programmatic:

ECS On-Site Monitoring: • The 2015/2016 Second Quarter Monitoring was performed January 25 – February 5, 2016. This monitoring included all OEL required elements and the tracking of goals and outcomes for SR Plan Element “Inclusion”. From this monitoring there was one compliance issue (regarding sales tax paid on per diem meal expense) and nine training issues - all of which were minor in nature and extremely low rates of occurrence. All monitoring issues were resolved completely (errors fixed and staff training given) before the final report. • The 2015/2016 Third Quarter Monitoring is scheduled for April 25 – May 6, 2016. This monitoring is currently in the Draft Report stage, so the Final Report summary will be given on the next quarterly program report. • The 2015/2016 Fourth Quarter Monitoring is scheduled for July 25 – August 5, 2016.


ALL full reports are available upon request. 3RD QUARTER EARLY LITERACY REPORT J. Whitson reported on the following items: Highlights: Ferst Foundation for Childhood Literacy – Began the process of starting a literacy book program in Nassau County through the Ferst Foundation. We will start enrolling school readiness children in July. Each month the child will receive a book in the mail until their 5th birthday. Volunteer of the Year – ELC Reading Pal volunteer Sara Tavender was honored at the annual Retired Senior Volunteer Program luncheon in March as the Reading Pal of the year for 2016. ELC Early Educators Conference – Was held on January 30th 2016, Thrasher Horne Center in Orange Park. 300 attendees. The Preschool Teacher of the Year Zoe Messer from Ivy League Academy in Fleming Island was honored at this event. Literacy Outreach: Florida Literacy Week Simultaneous Reading Event – January 27 - State wide reading event where all child care centers and preschools are asked to read the same two books on the same day at the same time. We encouraged all providers to participate. Those that attended the conference received this year’s two books and packet of activities to go with them. Reading with Ronald – During February a Reading with Ronald McDonald program was held in each of our six counties in conjunction with Children’s Week in Tallahassee. 775 attended these programs and the ELC provided a free book for each child attending. Dr. Seuss Week – During the first week of March in celebration of Dr. Seuss’s birthday 8 different Dr. Seuss themed literacy programs were put on in area Child Care Centers by ELC staff and volunteers. The centers were chosen by a random drawing at the Early Educators Conference. Special guest The Cat in the Hat made an appearance and gave each child a free Dr. Seuss book. Each teacher received an assorted bag of Dr. Seuss books for their classroom. Free Little Libraries – A free little library is a stand-alone structure that serves as lending library where people can “leave a book and take a book” This is a nationwide movement to increase the availability for people to receive books. We gave away nine little libraries to providers who were selected from applications they sent in. Each library came with $200 worth of books to get them started. Check out www.freelittlelibrary.com to find out more and see pictures. J. Whitson showed a power point highlighting the Reading Pals Program Reading Pals Impact Report – (See Reading Pals Program Impact Feature attached)

48 Child Care Providers in three counties receiving the benefit of a reading pal 61 readers giving back, feeling fulfilled and making an impact


http://www.freelittlelibrary.com/

The following are emails and stories shared recently by current reading pals or from staff where they read:

• Juanita Hargrove – Reading Pal at Aurora’s Club House in Orange Park. This program is the best ever! I am loving the puppets and animals, as well as lively colored, different action books; with a granny prospective they may or may not relate to. The training sessions provided, when I can make them are the best. It is important to share what is going on in our county and reading about the great need across America. It is a privilege to share the love of books and reading with these children. I find even the teachers enjoy the reading time. It gives them a break from their busy day with very active kids. The children love the attention they are allowed by me even if just for a short time. I have decided to be Mother Goose for VPK via an old Mother Goose I have had for years. My own children learned from this book and it warms my heart to see these new young children learning from it as well.

Our best asset is the enthusiasm of leadership, love of good books and the time spent in fulfilling such. Reading pals is a great program for volunteers of all walks of life and it is a great way to use our talents. I cannot express the great thrill of being included. To make a different in today’s world each and every time I go and read. I find this program a long and overdue one for our nation. This program has kept me abreast on the latest children’s books which has helped me with my own grandchildren who are the same age as the 3-5 year old children I read too. I thank God for the VPK program in Florida and believe it needs to be in every state in America. Hats off to both professionals and volunteers coming together to make the difference needed in these days.

• Ellen Prest – Reading Pal at O.P.K. Inc. in Orange Park We just arrived home this evening from Chicago and our new grandson, Henry. This card and note were in the mail. This 3 year old told me he had a card for me - on our last day - but he got busy and I didn't ask him to go and get it. The OPK staff sent it on. He always stayed back to read more when the others went to play. We read outside 98% of the time in All types of weather. We enjoyed the flowers the 4 year old classes gave to us and the gift card for dinner on-the-road for our trip. More blessings that we ever expected. Thanks. Ellen (card will be passed around at board meeting)

• Wendy Haynes – Director Living Waters Preschool in Switzerland We just wanted to thank you again for sending Linda and Charles Oates our way to be our librarians for the two and three year old kiddos that come to school on Thursdays. It's hard to believe that another year has gone by! We have let Linda and Charles know that we hope they will return to us next year. They have said that they love us too! I just wanted to communicate with you that this arrangement has been the perfect match. I wasn't sure if you needed to have this information, but I wanted to be sure that you knew what a great job Linda and Charles have done. We consider them part of our preschool family and would love to have them work with us as long as they would like.


When you see them next, please tell them that we are so appreciative of all of the time they obviously spend on the library lessons and all of the wonderful gifts they bring to the children from the tangible to the intangible. Thanks, Wendy Haynes

• Victoria Sharp – Reading Pal at Stay-N-Play in San Mateo Hi Joan, I am leaving June 6 for Maine and will be gone until the end of October. Folks at Stay and Play are aware I will be away and my last day of reading for them will be tomorrow. I will stay in touch and would like to continue as a reader when I return. I love reading to the children and they seem to like it as well. I have found a great source for children's books- Goodwill. The books are 3 for $1.00. I have gotten some beautifully illustrated hard and paperback editions of classics such as: Where the Wild Things Are, Skippyjohn Jones and Curious George. Due to the never ending supply of books at Goodwill I am able to leave the books at Stay and Play for the children in their classroom. I have seen them run to the book rack to re-read the books and look at the pictures. Very satisfying for me and fun for them. Another thing I did was I bought some old golden Books on 45’s (RPM records). I purchased an old style photograph and we had a ball listening, reading and everyone got a turn to operate the record player. I must admit I get bewildered with current happenings in the U.S as well as around the globe. I hope if I can help a few children to learn to love books and reading perhaps I can make a positive impact for their future. Have a great summer, Vicky

• Sara Goldman – Teacher at Family Partners in St. Augustine I wanted to share with you how proud we are that Sara Tavender is winning the reading pal of the year award this year. She is so deserving of this award. Sara has been reading at our center for four years now. I have been the teacher in the VPK class she reads in for two of those years. I personally have learned a lot from Miss Sara as I am a new teacher and she has many years of experience working with preschoolers. She is always encouraging me and says just the right thing when days are tough. She works close with me on picking books that go with our classroom themes then on top of that she comes up with fantastic activities to do with them each week. She works in small groups and has completed three classroom books that she helped the children create this year. They are proudly on display on our book shelf. She takes time to learn all the children’s names and she works with them on writing not only their own names but their classmates. She truly is an asset to our classroom. Sincerely, Sara Goldman


NEW / UNFINISHED BUSINESS APPROVAL OF THE 2015/16 REALIGNMENT /QUALITY DOLLARS* To be in compliance of completing the 2015-2016 budget year within the 1.5% margin, shifting of budget categories may be necessary. We request to move any unused Administrative Dollars to any OCA item as needed.

2. V. Delcomyn motioned the Approval of the 2015-16 Budget Realignment / Admin Dollars. A. Deputy seconded the motion. No discussion-motion passed unanimously.

APPROVAL OF FINANCIALS AS OF APRIL 30, 2016* The following reports were included in the packet for review as of April 30, 2016:

• Finance Manager Report – Narrative • Finance Profit & Loss • Budget vs. Actual • Balance Sheet

P. Larkin highlighted the following from the Finance Manager Report:

April 2016 Financial Information Financial Statements We have submitted our response to the Auditor General report and we are in the process of reviewing their suggestions. The third quarter monitoring has been completed and we are in the process of reviewing ECS’s responses. Our internal Auditors will begin the preliminary fieldwork the 4th week in June. April 2016 Financial Statements have been used for this report as these are the most recent period. I would like to note that the P&L shows a loss of $(280,503.30) which will be offset by $36,034 PFP and $267,891.33 prior year adjustments leaving a profit of $23,422.03. School Readiness Grant Requirements and other significant data: Administrative Costs must be below 5% of the grant expenditure

• Costs are currently 4.57 % Direct costs for child care services (slots) must above 78% of the grant expenditure

• Expenditures are currently 80.07% • Average children served per month through March 2016 is 3,801.

Total Grant Expenditure on Direct Services (slots)-$ 11,370,513 Total Grant Expenditure for Administration & Indirect Services - $ 1,322,517 Percentage of Grant year: __83__% Percentage of Grant expended for the year: _85.88__% Voluntary Pre-K Grant Requirements and other significant data: Administrative Monitoring and Eligibility Costs must be below 4% of the grant expenditure

• Costs are currently _4.1__%


Total Grant Expenditure on Direct Services (slots)-$ 10,043,316 Total Grant Expenditure on Administration & Indirect Services-$ 450,319 Percentage of Grant year: _83__% Percentage of Grant expended for the year: _99.57_% (includes advances) Average Children Served per Month through March 2016 is 4,688. Summary SR – School Readiness

• The coalition is _2.07 % above the minimum threshold for direct services. • The coalition is _.43 __% below the maximum threshold for administrative services.

VPK – Coalition Pre-K:

• The coalition is _.1__% above the maximum threshold for administrative services.

3. V. Delcomyn motioned the Approval of financials as of April 30, 2016. J. Dixon seconded the motion. No discussion – motion passed unanimously.

APPROVAL OF GRANT AGREEMENT BETWEEN THE OFFICE OF EARLY LEARNING (OEL) AND ELCNF* HANDOUT Approval of Grant Agreement for FY 2016-17.

4. M. Miner motioned the Approval of Grant Agreement between OEL and ELCNF. A. Deputy seconded the motion. No discussion – motion passed unanimously.

APPROVAL OF ECS 2016-17 PRIMARY SERVICE PROVIDER CONTRACT* (TO INCLUDE RECORDING OF INDIVIDUAL VOTES) Episcopal Children’s Services won this year’s RFP (Request for Proposals) award through the recommendation of the RFP Committee (March 8, 2016) and subsequent approval of the ELC Board of Directors (March 16, 2016). AND, As the Coalition has been satisfied with Episcopal Children’s services (ECS) delivery of services in contract year 2015/2016 (and all applicable prior years), the Coalition will continue contracting with ECS for 2016/2017. T. Dixon mentioned these very important items as the ECS contract is a “related party contract” and as such the requirements are:


• Any related party has to disclose their conflict to the board and complete the conflict of interest form.

• We (the ELC) are notifying the board that Connie Stophel is a ‘related party’ as she has a statutorily-required voting seat on the board and is ALSO the C.E.O. of Episcopal Children’s Services.

• As she has a conflict, she has completed the form “8B”. And if she were present, she would not be allowed to have discussion or participate in the vote on this item (contract).

• Because this is a related party contract, we must have 2/3 vote (of the entire board) approval of the contract before we can send it to OEL for approval.

• The contract will not be executed (signed by both parties) until the ELC receives OEL approval.

• The minutes from this meeting will reflect that these requirements were disclosed to you and will reflect the individual votes.

5. M. Miner motioned the Approval of ECS 2016-17 Primary Service Provider

Contract. A. Deputy seconded the motion. No discussion – motion passed unanimously.

At this point, individual votes were taken by calling all board member names, having them state yes or no. This information was captured on the roll call sheet (attached) and here: Dr. Myrna Allen, YES; Ron Coleman, not present; Vina Delcomyn, YES; Adam Deputy, YES; Janet Dixon, YES; Brian Graham, YES; Mary Ann Holanchock, YES; Cynthia Kent, YES; Amy Lane, not present; April Masters, YES; Nancy Pearson, YES; Mala Ramoutar, YES; Kristi Simpkins, not present; Mike Siragusa, YES; Connie Stophel, not present; Renee Williams, YES; Commissioner James Johns, not present; Mark Miner, YES; Joy Stanton, Yes. APPROVAL OF 2016-17 WEB MARKETING CONSULTING CONTRACT* Our Web/Marketing consulting services is up for procurement. Three quotes were obtained and staff recommends that we accept the Creative Types bid and enter/continue into a contract. This contract is to be billed on an hourly basis of $60 per hour and not to exceed 200 hours/$12,000 annually.

6. B. Graham motioned Approval of the 2016/2017 Web Marketing Consulting

Contract. M. Miner seconded the motion. No Discussion- motion passed unanimously

APPROVAL OF DISPOSAL OF INVENTORY* Any disposal of property listed on Coalition inventory, must be board approved in order to proceed with the removal of any item on the inventory. Staff is asking permission to dispose of items that are no longer in good working order and are listed in Fair, Poor, Obsolete, Scrap Condition for tag numbers:


• PSJ 25 / ECS 1577 – Printer- HP Laser Jet 4250N Serial # CNDXB17270

7. V. Delcomyn motioned Approval of Disposal of Inventory. M. Holanchock seconded the motion. No Discussion- motion passed unanimously

APPROVAL OF 2016/17 MEETING SCHEDULE*

8. B. Graham motioned approval of the 2016/17 meeting schedule as presented. M. Allen seconded the motion. No discussion- motion passed unanimously

REVIEW OF BOARD MEMBERSHIP K. Brumfield reviewed the members who have term dates coming up. Our total board membership is at 19 members, including the new private sector member Joy Stanton BOARD SELF EVALUATION- HANDOUT K. Brumfield handed out the annual Board of Directors Self-Evaluation Form. This helps the staff, and Board assure that we are fulfilling each and every board members expectations and helps us to continue in our strive to be a model Coalition and a non-profit that community partners enjoy serving as board members. K. Brumfield requested that all assessments be completed and returned to her by July 8, 2016. APPROVAL OF THE REVISIONS TO THE EARLY LEARNING COALITION OF NORTH FLORIDA’S ANTI-FRAUD PLAN FOR 2016-17*- HANDOUT The OEL deadline for all annual revisions is June 30. Revisions:

1. Deleted the listing of the “Early Literacy Coordinator” position on page 2 as this was an error.

2. All other revisions were made to be in line with OEL Guidance and 2016/2017 OEL Approval Checklist.

9. M. Miner motioned approval of the revisions to the ELCNF Anti-Fraud Plan for 2016/17. B. Graham seconded the motion. No discussion- motion passed unanimously


APPROVAL OF THE VPK OUTREACH AND AWARENESS AND MONITORING INITIATIVE GRANT AGREEMENT BETWEEN THE OFFICE OF EARLY LEARNING (OEL) AND THE EARLY LEARNING COALITION OF NORTH FLORIDA. Approval of VPK OAMI Grant Agreement for FY 2016-17. If this is not done, the following would occur:

• The Coalition would not receive the required grant funding to perform outreach and awareness of the VPK programs and the monitoring initiative for VPK.

K. Brumfield noted that this item was emailed out to all board members after 5pm yesterday (Tuesday June 14th). We had one hard copy at the meeting.

10. B. Graham motioned Approval of the VPK Outreach and Awareness and Monitoring Initiative Grant Agreement between the Office of Early Learning (OEL) and the Early Learning Coalition of North Florida. M. Holanchock seconded the motion. No discussion- motion passed unanimously

BOARD ABSENTEEISM LOG: INFORMATIONAL No Comments. BOARD COMMENTS Board Chair, Nancy Pearson shared her thoughts on how much she appreciated the ELCNF staff and gave us glowing compliments. M. Holanchock asked M. Ramoutar about new background screenings for child care workers and it was discussed that background screenings by FDLE as well as FBI checks have new regulations as of July 1, 2016. The School districts will have to become a member of the clearing house. All child care workers will be rescreened by Nov. 30, 2017. NEXT MEETINGS: The next scheduled meetings are as follows:

• Wednesday, August 3, 2016 , 10:30 a.m. – Exec/Admin Committee Conference Call Meeting

• Wednesday, September 21, 2016 10:30 a.m. –ANNUAL Board Meeting World Golf Village Convention Center

ADJOURNMENT* 10. M. Miner motioned for adjournment at 11:41 am. B. Graham

Seconded the motion. No discussion – motion passed unanimously. Board Meeting June 15, 2016

HANDOUTS: 1.Approval of the Grant Agreement between OEL & ELC; 2. Board Self Evaluations; 3. Approval of Revisions to ELC Anti-Fraud Plan; 4.. Approval of OAMI Grant Agreement. Minutes Submitted By: Kim Brumfield, Office Manager


VI. Staff and Committee Reports

A. CEO Report

1. Review of the ELCNF 2016 Board Self Evaluation Compiled Results

HANDOUT


Florida Early Learning Coalitions Board of Directors Self-Evaluation Form

Early Learning Coalition of: North Florida Compiled: __June/July 2016___ Name: _Answers Compiled by K. Brumfield____ ____________________________________ Printed Signature Position: ___Officer ___Mandated Member ___Provider Representative ___Private Sector ___Other Date: August 3, 2016

RATING SCORES

5 Outstanding

4 Exceeds Expectations

3 Meets Expectations

2 Needs Improvement

1 Below Expectations

OVERALL BOARD PERFORMANCE EVALUATION Individual Board Member Contributions

Appraisal

Rating

Comments Required for

Ratings 5 or 1

As an ELC Board Member, I…

5

4

3

2

1

1. Attended at least 80% of all Board meetings during the past year, including special called meetings.

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1111111

111

111

1 J. Stanton; Rating 5, Only board member for 1 meeting. M. Holanchock; Rating 5, no comment C. Kent; Rating 1, I had scheduling conflicts this year, have written in next year’s dates on calendar! M. Allen; Rating 5; No comment C.Stophel: Rating 5; I attended every meeting I could possibly attend. A.Lane; Rating 2; Meetings frequently conflict with other events associated with my job K. Simpkins: Rating 2; Mtgs. Often conflict w/ mandatory job mtgs.

2. Carefully review all background materials prior to Board and committee meetings.

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11111

1 M. Allen; Rating 5; No comment C.Stophel: Rating 5; I always reviewed background materials prior to Board meetings. R. Coleman; Rating 5, Regularly reviewed meeting materials A. Masters; Rating 2, No comment

3. Have developed a thorough understanding of the ELC by-laws and Board policies.

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1 M. Holanchock; Rating 5, Very knowledgeable of board policies after 15+ years as a board member. C.Stophel: Rating 5; I have developed a thorough understanding of the ELC by-laws and Board Policies. R. Coleman; Rating 5, Comprehensive understanding M. Miner; Rating 2, No comment

4. Offer constructive suggestions, comments, and feedback during all Board discussions.

1 111111

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C.Stophel: Rating 5; I tried offer constructive suggestions and comments during all board discussions.

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5. Respect the right of other Board members to disagree and to have sufficient time to express their thoughts.

11111

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11 M. Holanchock; Rating 5, Always. M. Allen; Rating 5; No comment C.Stophel: Rating 5; I have a deep respect for others and try to always demonstrate that respect both in or out of meetings J. Johns; Rating 5, no comment R. Coleman; Rating 5,Unequivocal respect of others

6. Serve as an ambassador for the ELC during community events and contacts (e.g., opening of a child care center, meetings of community agencies), and maintain the highest standards for professional behavior when doing so.

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111

111

M. Holanchock; Rating 4, Yes, but spread between the advantages of Head Start vs. advantages of School Readiness and VPK. You could say I am an advocate of all early childhood programs rather than just ELC programs. M. Allen; Rating 5; No comment C.Stophel: Rating 5; I have been involved in this coalition since it’s’ inception and care very much about its’ success and try to always serve as an ambassador on behalf of the ELC no matter where I am. J. Johns; Rating 5, no comment R. Coleman; Rating 5, Appropriate advocate for ELC at various community events A. Masters, Rating 2, No comment M. Miner; Rating 2, No comment C. Kent; Rating 2, No comment

As an ELC Board Member, I…

5

4

3

2

1

7. Help to recruit new private sector members as needed.

1

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111

C.Stophel: Rating 5; I understand that my actions in and around the counties help to demonstrate to others how important being on this coalition is and remember that at all times. This in itself helps to recruit others to the coalition. J. Stanton; Rating 2, No comment M. Miner; Rating 2, No comment C. Kent; Rating 2, No comment

TOTAL INDIVIDUAL CONTRIBUTIONS:

ELC Board Operational Responsibilities

Appraisal Rating

Comments Required for Ratings 5 or 1

Our ELC Board…

5

4

3

2

1

8. Provides input into the development and revision of ELC policies as needed, and approves those policies.

11

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111

1 C.Stophel: Rating 5; I believe that this ELC has some outstanding members and I have been proud to be one of them R. Coleman; Rating 5, Provide input toward development and/or revision of ELC policies when and where appropriate. V. Delcomyn; Rating 2, No comment

9. Assures the long-term progress of the Coalition by carefully monitoring program reports at each Board meeting.

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M. Allen; Rating 5; No comment C.Stophel: Rating 5; I think that by carefully monitoring program reports at each Board meetings, this ELC has become and even better Coalition. K. Simpkins; Rating 4, Monitoring is thorough R. Coleman; Rating 5, Yes

10. Assures the financial integrity of the 1 111 11 M. Holanchock; Rating 5, I always scrutinize the

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organization by exercising responsible stewardship through the careful scrutiny of fiscal reports at each Board meeting.

11

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11 financials more than any other part of our quarterly packets C.Stophel: Rating 5; The fiscal integrity has increased over the past several years and is stronger than ever before R. Coleman; Rating 5, Fiscal reports carefully scrutinized

11. Uses the talents of Board members and interested citizens through committees, which meet regularly and provide information and recommendations to the Board on key issues.

11

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11111

M. Holanchock; N/A, Unfortunately I do not serve on any committees due to me work load. M. Allen; Rating 5; No comment C.Stophel: Rating 5; There are some very talented Board members and interested citizens through committees that help this ELC to be even better. J. Johns; Rating 5, no comment

12. Is provided sufficient notice of all Board and Committee meetings.

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1 M. Holanchock; Rating 5, It would be impossible to Miss Kim’s many reminders about upcoming board meetings. M. Allen; Rating 5; No comment C.Stophel: Rating 5; Notices are timely regarding Board and Committee Meetings. R. Williams; Rating 5; Always available and communicated timely K. Simpkins; Rating 4, Provides timely notifications J. Johns; Rating 5, no comment R. Coleman; Rating 5, Always without fail

13. Is provided briefing and other materials prior to the Board meeting, with sufficient time for members to review and be prepared for the meeting.

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11 11

M. Holanchock; Rating 5, Yes board packets are made public long before meetings take place. M. Allen; Rating 5; No comment C.Stophel: Rating 5; There is sufficient time to review the materials before board meetings. R. Williams; Rating 5; Accessible & Available always J. Johns; Rating 5, no comment R. Coleman; Rating 5, Extraordinary and very timely attention to detail regarding meeting materials and other required documents. A. Masters, Rating 2, No comment M. Miner; Rating 2, No comment

14. Has had a quorum at all Board meetings during the past year.

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M. Holanchock; Rating 5, Yes, Kim does a great job making sure of that. M. Allen; Rating 5; No comment C.Stophel: Rating 4; I am not positive of this, but, I think so. R. Coleman; Rating 5, Not an easy task, especially considering the geographical area and diverse nature of professions represented.

Our ELC Board…

5

4

3

2

1

15. Has positive and informational interactions with the ELC CEO and staff.

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111111111

111

M. Holanchock; Rating 5, Absolutely. Dawn and staff could not be more informative or available. M. Allen; Rating 5; No comment C. Stophel: Rating 4; I would say this is true for the most part. R. Williams, Rating 5; Interaction is constant K. Simpkins; Rating 5, Very positive at all times J. Johns; Rating 5, no comment R. Coleman; Rating 5, Always; any “contentious” issues that may arise are always discussed in a very civil manner.

Page 3 of 5

16. Has evaluated the CEO during the past year, through a collaborative process that involves Board members and the CEO.

1111

11111111111

11 J. Stanton; N/A; Unknown M. Holanchock; Rating 5, Yes, I have always enjoyed being part of that process. M. Allen; Rating 5; No comment C. Stophel: Rating 5; Yes, this is true R. Coleman; Rating 5, Last CEO eval: September 2015

17. Has evaluated our Board’s performance during the past year, and has used the results to strengthen Board operations.

11

111111111111

111

J. Stanton; N/A; Unknown M. Holanchock; Rating 4, I am not really sure what could be done to strengthen our board. Board members have all the tools and it up to each member to keep informed and review board packets in advance. M. Allen; Rating 5; No comment C. Stophel: Rating 5; Yes, this is true.

18. Has developed and uses a Code of Conduct that reflects our collective values, and describes our conduct both during Board/Committee meetings, as well as in the community when members are representing the Board.

1111

11111111111

11 M. Holanchock; Rating 5, Yes, our board is extremely professional and are all committed to doing what is best for children and families. M. Allen; Rating 5; No comment C. Stophel: Rating 5; Yes R. Williams, Rating 5; Profession & informative J. Johns; Rating 5, no comment

TOTAL BOARD OPERATIONAL RESPONSIBILITIES:

ELC Board General Responsibilities

Appraisal

Rating

Comments Required for

Ratings 5 or 1

Our ELC Board…

5 4 3 2 1

19. Ensures that the ELC adheres to all applicable federal, state, and local laws, and is accountable to the public and to the State of Florida for all organizational actions, and assures that business is conducted in the spirit of transparency, as required by Florida’s Sunshine Laws.

11111

11111111111

1 M. Holanchock; Rating 5, It is a great comfort to know that Dawn and her staff cover every details and meet every deadline. C. Kent: Rating 5, EXCELLENT JOB M. Allen; Rating 5; No comment C. Stophel: Rating 5; This is true. J. Johns; Rating 5, no comment R. Coleman; Rating 5,Full board participation

20. Ensures that services are procured through an open, fair, and robust competitive process.

1111

111111111111

1 M. Holanchock; Rating 5, Absolutely, without question. M. Allen; Rating 5; No comment C. Stophel: Rating 5; This is true K. Simpkins; Rating 5, Follows proper protocol R. Coleman; Rating 5, Always

21. Preserves and nurtures a number of external and internal relationships to ensure the accomplishment of the ELC’s mission and outcomes.

111

1111111111111

11

M. Holanchock; Rating 5, Dawn always establishing new collaborative partnerships, in addition to maintaining and nurturing current partnerships. M. Allen; Rating 5; No comment C. Stophel: Rating 4; This is true for the most part R. Coleman; Rating 5, Extensive community involvement

22. Demonstrates accountability by establishing standards to measure both organizational and Board performance. It monitors its performance regularly to ensure compliance.

1111

111111111111

11

M. Holanchock; Rating 5, Full accountability in all aspects of the ELC. M. Allen; Rating 5; No comment C. Stophel: Rating 5; This is true K. Simpkins: Rating 5, Performance is monitored regularly.

Page 4 of 5

Our ELC Board… 5 4 3 2 1 23. Utilizes a strong Board governance model to ensure that decisions are made without real or perceived conflicts of interest on the part of any Board member.

11 111

11111111111

11

M. Holanchock; Rating 5, Always. M. Allen; Rating 5; No comment C. Stophel: Rating 5; This is definitely true K. Simpkins; Rating 5, Professional at all times R. Coleman; Rating 5, Purposeful and continual efforts to avoid conflicts of interest.

TOTAL BOARD GENERAL RESPONSIBILITIES:

OVERALL BOARD PERFORMANCE EVALUATION TOTAL:

Page 5 of 5


B. 4th Quarter Program Update


2450 Old Moultrie Road, Suite 103 St. Augustine, FL 32086

904-342-2267 www.elcnorthflorida.org

MEMORANDUM

To: All Board Members From: Tajaro Dixon, Grants and Operations Manager Date: August 22, 2016 Subject: 2015/2016 Fourth Quarter Program Update and Quality Assurance Activities

Coalition Activities:

The Auditor General’s review that began April 20, 2015 released their final report May 2016. For our coalition, we had a finding regarding a family income calculation and findings regarding SR and VPK Provider payment validations. These findings were corrected immediately. Our coalition (along with all the others sampled) had a finding regarding verification of provider reemployment insurance coverage. OEL was originally going to dispute the reemployment insurance verification finding for all coalitions, but later decided not to dispute this particular finding. Part 1 of Cross training for the OEL monthly invoice began in third quarter, with Patty instructing Tajaro on the process. Part 2 will be actually processing the invoice and is currently scheduled for mid-September. Coalition and ECS staff attended OEL webinars on CCDF (Child Care Development Fund – Federal funder) changes effective July 1, 2016 regarding School Readiness 12 month eligibilities. OEL Accountability Review began on-site June 20, 2016. Our exit conference call is scheduled for around the date of August 29, 2016. Successfully executed the ECS 16/17 Primary Service Provider contract (first time with ‘related party’ requirements per OEL), following this year’s RFP.

Programmatic:

ECS On-Site Monitoring: o The 2015/2016 Third Quarter Monitoring was performed April 25 – May 6, 2016. This monitoring included all OEL required “eligibility” criteria. From this monitoring there were two compliance issues (unallowable expenses, and PAR’s/time sheet approvals) and nine training issues - all of which were minor in nature and extremely low rates of occurrence. All monitoring issues were resolved completely (errors fixed and staff training given) by the time of ECS’s response to the final report. o The 2015/2016 Fourth Quarter Monitoring was performed July 25 – August 5, 2016 and is scheduled to be concluded September 9, 2016. The Final Report summary will be given on the next quarterly program report.

ALL full reports are available upon request.

A United Way Agency Funded by the State of Florida


C. 4th Quarter Early Literacy Report


Early Literacy Outreach Report Fourth Quarter Report 2015-2016

Highlights: Book Donations – In March Landon Homes conducted a book drive including the St. Johns County Board of Realtors. 300 books were collected and donated for our various literacy outreach programs. Toddler/Preschool Fest: June 4th, Ravine Gardens in Palatka. 200 attendees. This is a family festival for our providers with activities geared for children 0-5. This year’s event included a character dance with live DJ, informational fair which included Putnam County agencies, special story time with Mother Goose, dinosaur dig, fishing for books, princess parlor, numerous craft activities and sensory play area. Clay County Kids Fest: June 10th, Orange Park Fair Grounds. This is a huge city event that draws over 4,000 people. The ELC set up a table, dinosaur dig play area and provided costume characters. New Networking in our Northern Counties: Outreach Assistant, Sandi Dunnavant has helped to increase the ELC’s networking opportunities in Clay, Nassau, Bradford and Baker Counties. Sandi was able to speak for the Keystone Heights Kiwanis, Clay Safety Net Organization, Florida Federated Women’s Club, Friends of the Green Cove Library and Village Improvement Association of Green Cove Springs. Sandi has also started attending regular chamber meetings promoting the ELC and our outreach programs. She is continuing to focus on building the volunteer reading pal program in those northern counties. Literacy Outreach: Three Year Old Book Bag Project – During the month of April book bag deliveries were done in Nassau, Clay and Baker Counties. A total of 463 children received a book bag filled with 10 books and information for their parents on the importance of reading to their children. 26 teachers also received a bag of books for their classroom. During each delivery a special story time was performed by ELC staff and volunteers with special guest Pete and Cat and Clifford. End of Year Book Distribution: As part of the volunteer reading pals program 18 child care centers where volunteer readers regularly read received a special end of the year book as a gift from the reading pal to them. Twice a year reading pals are able to bring books provided by the ELC to their centers. Six of the centers also received a special literacy program that included a special story time with Curious George and special activities that went along with the Curious George books.

Early Learning Coalition of North Florida, Inc. September 21, 2016 Board Meeting


D. Executive Administrative Committee

Draft of August 3, 2016 Exec/Admin Meeting Minutes- INFORMATIONAL



EXECUTIVE ADMINISTRATIVE COMMITTEE

Conference Call Meeting August 3, 2016

10:30a.m.

ATTENDANCE Committee Members Present: Nancy Pearson, Board Chair Mike Siragusa Renee Williams, Treasurer Brian Graham, Vice Chair Mark Miner, Secretary Vina Delcomyn Commissioner James Johns Coalition Staff Present: Dawn Bell, Chief Executive Officer Kim Brumfield, Office Manager Tajaro Dixon, Grants and Operations Manager Patty Larkin, Finance Manager

Committee Members Absent:

Others Present: Teresa Matheny, ECS

CALL TO ORDER/ROLL CALL The meeting was called to order at 10:33 a.m. by N. Pearson and roll was called; quorum was present with 7 of 7 committee members in attendance. PUBLIC COMMENT No Comments. REVIEW OF CREDIT CARD STATEMENTS Employee Credit card statements were presented to the committee for the review of the months of April, May and June (Amex and Visa cards issued to D. Bell, K. Brumfield) We not only keep documented backup but we are also monitored on these cc statements. There were no comments or questions.

APPROVAL OF MAY 4, 2016 EXEC ADMIN MEETING MINUTES *

1. M. Siragusa motioned to approve the May 4, 2016 Exec Admin Meeting Minutes, as presented. M. Miner seconded the motion. No discussion – motion passed unanimously.

REVIEW AND APPROVAL OF THE COOP* The COOP (Continuity Of Operation Plan) establishes policy and guidance to ensure the continued execution of the mission-essential functions continue should an emergency threaten or incapacitates operations and require the relocation of selected personnel and functions of the Coalition and/or its subcontractor(s).

The COOP is to be revised if needed and submitted to OEL by October 1st of every year. The revisions made to this year’s COOP are:

• Changes in names, titles and contact information.

• Changes were made to reflect the processes that ECS has in place if they were to activate their COOP.

R. Williams emailed about an incorrect address for ECS in Putnam County on page 25. T. Matheny is going to correct this item.

2. B. Graham motioned to approve the COOP with the noted change pending. V. Delcomn seconded the motion with the noted change pending. No discussion- motion passed unanimously with modification noted.

APPROVAL OF CONTRACT WITH WORLDWIDE IT To approve the contract being presented for services with our current IT services company Worldwide IT. The new contact has:

• Monthly fee schedule of $929.00 (6 hours of support included in this cost) • Once 6 hours of monthly support has been exhausted, an hourly rate of 125.00/hr for M-

F, 8am – 5pm starts. • If after hours support is needed the hourly rate goes to 187.50/hr • This contract is not to exceed $25,000 annually without written permission.

3. M. Miner motioned to approve contract with Worldwide IT. B. Graham seconded the motion. No discussion- motion passed unanimously.

REVIEW OF BOARD MEMBERSHIP K. Brumfield announced that we are still waiting on Ron Coleman’s governor appointment. April Masters is coming up on her term date in October 2016, her seat is being filled by Theresa Little. COMMITTEE ABSENTEEISM LOG Informational; no comments. COMMITTEE COMMENT No comments NEXT MEETING September 21, 2016 10:30 a.m. –ANNUAL Board Meeting at World Golf Renaissance Resort Convention Center November 2, 2016 10:30 a.m. – Executive Administrative Committee Meeting, Conference Call ADJOURNMENT*

4. B. Graham motioned to approve adjournment. M. Siragusa seconded the motion. 10:45 am No discussion- motion passed unanimously.

Minutes submitted by, Kim Brumfield, Office Manager



Consent Agenda:

1. Ratify Approval of May 4th, 2016 Exec/Admin Committee Meeting Minutes*

*ACTION ITEM

Early Learning Coalition of North Florida, Inc. Annual Board Meeting 09/21/2016


EXECUTIVE ADMINISTRATIVE COMMITTEE

Conference Call Meeting

May 4, 2016 10:30a.m.

ATTENDANCE Committee Members Present: Nancy Pearson, Board Chair Renee Williams, Treasurer Mark Miner, Secretary Mike Siragusa Vina Delcomyn Coalition Staff Present: Dawn Bell, Chief Executive Officer Kim Brumfield, Office Manager Tajaro Dixon, Grants and Operations Manager Patty Larkin, Finance Manager

Committee Members Absent: Brian Graham, Vice Chair Janet Dixon

Others Present: Teresa Matheny, ECS

CALL TO ORDER/ROLL CALL The meeting was called to order at 10:34 a.m. by R. Williams. Roll was called; quorum was present with 4 of 7 committee members in attendance. PUBLIC COMMENT No Comments.

REVIEW OF CREDIT CARD STATEMENTS Employee Credit card statements were presented to the committee for review for the months of Jan., Feb., and March (American Express and Visa cards issued to D. Bell and K. Brumfield). APPROVAL OF FEBRUARY 3, 2016 EXEC/ADMIN COMMITTEE MEETING MINUTES*

1. M. Siragusa motioned to approve the Feb. 3, 2016 Exec/Admin committee meeting minutes. M. Miner seconded the motion. No discussion - motion passed unanimously.

APPROVAL OF FINANCIALS AS OF MARCH 31, 2016* P. Larkin noted the following: 3 new workbooks were sent out for School Readiness and our percentages have changed. SR is a t 4.81%, Direct Cost (slots) is at 79.85%, VPK at 4.3%. SR is 1.85% above the minimum for direct cost and .19% below the max for admin. VPK is .3% above the max. Patty is editing her report and sending it out to the board. The following reports were included in the packet for review of Financials ending March 31, 2016:

• Finance Manager Report - Narrative • Profit & Loss Budget vs. Actual • Balance Sheet • Profit & Loss

2. M. Siragusa motioned to approve the Financials as of March 31, 2016, as presented. M. Miner seconded the motion. No discussion - motion passed unanimously.

APPROVAL OF THE 2015 SCHOOL READINESS PLAN AMENDMENT #3* T. Dixon noted the HANDOUTS that were emailed out to the committee on Monday May 2, 2016 reflecting the change in the AIS for this item along with the WAITING LIST PROCEDURE edit. These are ECS policies but part of the ELC/ECS plan, that is why they need to be approved by our board. Revisions ECS Documents:

• Attach II B PSP SRAD19 SPE Family Portal App Pol-Proc 041916 - Updated working to reflect current procedures with the Family Portal replacing the UWL. Updated website to current website.

• Attach II C PSP SRPP35 SR Waiting List Procedures 041916 - Updated the entire policy to reflect the new procedures based on the new application process through the Family Portal instead of the UWL.

Coalition Documents:

• Attach VA ELC 1617 ECS Monitoring Plan narrative 041916 • Attach V A ELC Monitoring Schedule 1617 created 041916

Both of these documents are part of the annual ELC Monitoring Plan and are required to be board approved and SR Plan approved by July 1 of each year.

• Part A. III. Child Care Resource and Referral – added the “Ferst Foundation” which will fund books for school readiness children in Nassau or other counties of the ELC.

Executive/Admin Committee May 4, 2016

2

D. Bell talked about the “Ferst Foundation” that is helping with book funding for our SR children in Nassau County.

3. V. Delcomyn motioned to approve the School Readiness Plan Amendment #3. M. Miner seconded the motion. No discussion – motion passed unanimously.

APPROVAL OF REVISIONS TO THE COALITIONS PERSONNEL POLICIES AND PROCEDURES MANUAL* T. Dixon noted that this change was due to a corrective action from the recent CRI fiscal review.

Revision:

HR506 – Public and Media Communications, OEL sponsorship and logo requirements reference added as part of a CRI/OEL Fiscal review corrective action item.

4. M. Miner motioned to approve the revisions to the Coalitions Personnel Policies and Procedures Manual. M. Siragusa seconded the motion. No discussion – motion passed unanimously.

APPROVAL OF THE ELC OF NORTH FLORIDA ORGANIZATIONAL CHART REVISION* This organizational chart reflects the change in Joan Whitson’s position title and job assignment from “Early Literacy Coordinator” to “Early Literacy Outreach Manager”. Due to our Literacy Program expanding and the hiring of Sandi Dunnavant in our Clay office as Outreach Assistant, Joan’s position has taken on the supervision and management of this newly added position. The title change is to reflect her new duties as a supervisor/manager.

5. M. Miner motioned to approve the Organizational Chart Revision. M. Siragusa seconded the motion. No discussion – motion passed unanimously.

COMMITTEE ABSENTEEISM LOG Informational; no comments. COMMITTEE COMMENT At this point 10:49 am, N. Pearson joined the call. NEXT MEETINGS


3

June 15, 2016; 10:30 a.m. – Board Meeting August 3, 2016; 10:30 a.m. – Executive Administrative Committee Meeting R. Williams pointed out the importance of our June 15th board meeting. ADJOURNMENT*

6. M. Miner called the meeting adjourned at 10:52 a.m. M. Siragusa

seconded the motion. All pass, no discussion, motion passed unanimously.

Minutes submitted by, Kim Brumfield, Office Manager HANDOUTS: 1. Revised AIS for the SR Plan Amend 03. 2. Revised Waitlist Policy SRPP35 SR.


4



Consent Agenda:

2. Ratify Approval 2016-17 COOP*

*ACTION ITEM




Consent Agenda:

3. Ratify Approval of Contract with

WorldWide IT*

*ACTION ITEM


WorldwideIT Master Agreement for Managed ServicesQUOTE #002935 V2

PREPARED FOR


Main: (904) 777-0087

Email: [email protected]

Web: www.trustworldwideit.com

We have prepared a quote for you

PREPARED BY

James Abbott

Main: (904) 777-0087Email: [email protected]: www.trustworldwideit.com

MASTER CONTRACT for Services

World Wide Communications USA, Inc. dba Worldwide IT (herein after “WorldwideIT”) and Early Learning Coalition of North Florida, Inc. (herein after “Client”) hereby enter this contract for service with the Client’s business on the terms and conditions set forth below.

I. WORLDWIDEIT OBLIGATIONS AND RESPONSIBILITIES

Services. Subject to the terms and conditions of this Agreement, WORLDWIDEIT shall be responsible for the following:

1. Statement of Work: WORLDWIDEIT will provide to Client computer network configuration, installation, troubleshooting, project management, and consulting services as specifically described in the statement of work (SOW) attached hereto as Exhibit A. Items and requested work not specifically covered in Exhibit A will be billed hourly according to the attached rate schedule.

2. Documentation of Services: WORLDWIDEIT will provide the Client with an invoice monthly for work performed at hourly rate. Documentation of the Services performed is available on WORLDWIDEIT client portal. The information provided by WORLDWIDEIT on said client portal will include tasks performed and elapsed time.

3. Start Date: WORLDWIDEIT will begin performing the Services on the date hereof or as otherwise agreed to by the parties.

4. Work Hours: WORLDWIDEIT personnel hours for the services as described in the SOW are between 8:00 a.m. and 5:00 p.m. EST Monday through Friday excluding holidays. Emergency or after hours services will be billed as noted on Exhibit A.

Equipment: Other than equipment specified in Exhibit A, WORLDWIDEIT will provide third party computer equipment, peripherals, and software on an as quoted basis.

Insurance: To cover the acts of its personnel related to Services rendered, WORLDWIDEIT shall at all times during the term of this Agreement have and maintain motor vehicle, general liability, worker's compensation and comprehensive general liability insurance having the following minimum coverage levels: $1 Million General Liability. WORLDWIDEIT shall at or before the start of this Agreement, and thereafter as necessary to show coverage, provide the Client with a copy of the certificate of insurance evidencing such insurance coverage. WORLDWIDEIT shall provide the Client with immediate written notice of any material change in such insurance during the term of this Agreement.

Security: WORLDWIDEIT personnel will maintain work practices that adhere to the Client's written corporate security policies and standards that Client has communicated to WORLDWIDEIT personnel.

II. CLIENT OBLIGATIONS AND RESPONSIBILITIES

Client Staff Contact: Client shall provide a designated staff person to assist WORLDWIDEIT personnel in coordinating WORLDWIDEIT efforts under this Agreement. A designated staff person shall be available throughout the term of this Agreement. This person will also act as a central contact between WORLDWIDEIT personnel and Client personnel.

Non-Solicitation: WORLDWIDEIT has invested significant expense and effort in recruiting, training and maintaining a qualified work force. All of WORLD WIDE COMMUNICATION'S employees have entered into Non-Competition agreements with the Company to protect this investment. The Client agrees that it will not offer employment to any of WORLD WIDE COMMUNICATION'S EMPLOYEES, or otherwise interfere with the contractual relationship between them, without WORLD WIDE COMMUNICATION'S express written consent.

Client Data Storage: Client data stored on WorldwideIT equipment, including hosted environments, shall remain property of the Client. WorldwideIT reserves the right to unilaterally remove data that is illegal, obscene, or harmful to the network environment. In the event of termination, the Client must remove their data from WorldwideIT equipment or hosted environment no later than

Page 2 of 9Quote #002935 v2 Jun 28, 2016


fourteen (14) days after termination. In the event the Client has overdue invoices, the Client will have forty-eight (48) hours to retrieve their data from WorldwideIT systems. It will be the Clients duty to retrieve its data. WorldwideIT will apply commercially reasonable efforts in assisting Client with transfer of its data.

III. PAYMENT

Terms and Conditions: Payment is due at acceptance of each project or phase, and upon receipt of any monthly invoice. Interest at 18% per annum will be imposed on any balances that are not paid within 30 days. Client will be responsible for all costs, including attorneys fees, incurred to collect a past due account. Client is responsible for reviewing all billing when received. Any billing errors not raised with WORLDWIDEIT (outside of an emergency) within 30 days of receipt of the bill or invoice are waived by the client.

IV. WARRANTIES

Assignment of Warranty: WORLDWIDEIT assigns to the client any licenses or manufacturers warranties for hardware or third party software that the manufacturer may offer, to the extent said licenses or warranties are transferrable.

No Express or Implied Warranties: All hardware or third party software provided by WORLDWIDEIT to the Client is provided AS IS. WORLDWIDEIT makes no warranty of any nature oral or written, express or implied, on any hardware or third party software, and ALL OTHER WARRANTIES, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY, OR FITNESS FOR PARTICULAR PURPOSE ARE HEREBY DISCLAIMED.

Services Warranty: WORLDWIDEIT warrants that the Services will be performed in a manner consistent with customary practice in the industry. Should a failure to comply with this warranty appear within thirty (30) days after the date of completion of such Services, WORLDWIDEIT shall, if promptly notified in writing, at its sole option, either provide the services anew or refund to the Client the price charged for such non-conforming services. Such reperformance or refund shall be Client’s exclusive remedy and shall constitute fulfillment of all liabilities of WORLDWIDEIT with respect to any nonconformity of or defect or deficiency in Services furnished to Client.

The foregoing warranties are exclusive and in lieu of all warranties from WORLDWIDEIT of quality and performance, written, oral, or implied, and there are no warranties that the software or hardware is free of the rightful claim of any third party by way of infringement.

V. LIMITATION OF REMEDIES AND LIABILITY

Exclusive Remedies: WORLDWIDEIT liability on any claim, whether in contract, negligence, tort, strict liability or otherwise, arising in whole or in part out of services performed, or equipment, and/or Custom Configuration provided, under this Agreement, shall in no case exceed the lesser of the fees paid to WORLDWIDEIT under this Agreement or the fees paid to WORLDWIDEIT for the portion of Services or Equipment or Custom Configuration which give rise to the claim. These remedies are exclusive and in lieu of all other remedies available at law or in equity for any act performed in connection with this Agreement, or for any breach of this Agreement, whether brought under a theory of tort liability, contract liability, or any other theory. IN NO EVENT SHALL WORLDWIDEIT BE LIABLE FOR SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, WHETHER FOR BREACH OF WARRANTY OR OTHER CONTRACT BREACH, NEGLIGENCE OR OTHER TORT, STRICT LIABILITY OR OTHER THEORIES OF LAW. Without limiting the generality of the foregoing, WORLDWIDEIT shall have no responsibility to compensate Client for delays in or loss of use of Equipment, loss or miscalculation of data, loss of revenue or increased costs, loss of facilities, loss or delays in services, or claims of Client’s clients, or other third parties to whom it provides goods or services, loss of profits or revenue, cost of substitute goods, facilities or services, downtime costs, delays.

VI. INDEMNIFICATION



Indemnification of Client: Subject to the terms and conditions described above, WORLDWIDEIT shall indemnify, defend and hold Client harmless from any claim for loss of damage of any nature asserted by a third party against Client, which arises solely as result of any negligent act or omission of any employee, of WORLDWIDEIT during the term of this Agreement. In the event that such a claim is asserted against Client, Client shall give WORLDWIDEIT prompt written notice of any such claim.

Indemnification of WORLDWIDEIT: Client hereby agrees to indemnify, defend, and hold WORLDWIDEIT harmless from and against any and all claims, obligations, losses, liabilities, and expenses of any and every kind whatsoever (including without limitation attorneys’ fees and other costs of defending any action) which WORLDWIDEIT may incur as a result of any claim by Client or others that are caused by or related to: intentional torts of a third party, accidents, misuses, misapplication, neglect or negligence of the Client or any of its agents or employees, or third parties, as a result of service provided by any person other than a WORLDWIDEIT employee, placement or operation of the equipment in an area that does not comply with the manufacturer’s published space or environmental requirements, improper storage use and movement of the equipment, or operation or usage of any equipment provided by WORLDWIDEIT for any security purposes including those cases where the equipment or software fails to operate in a proper manner.

VIII. MISCELLANEOUS

Amendments: Other than as described above, this Agreement may only be changed by a written amendment to this Agreement executed by both parties by their duly authorized representatives.

Authorized Representatives: The signatories below represent and warrant that they are authorized by their respective organizations to enter this Agreement. To the extent they are not authorized, their signature shall constitute a personal guarantee of the obligations under this agreement.

Facsimile Execution: This Agreement may be validly executed by the signing of a facsimile copy of this Agreement. Either the fully executed facsimile copy or a conforming executed original shall be evidence the existence of this Agreement.

Counterparts: This Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy of this Agreement and all of which, when taken together, will be deemed to constitute one and the same Agreement.

Exchange of WORLDWIDEIT Personnel: The Client shall give thirty (30) days written notice if the services of a WORLDWIDEIT employee are no longer needed. Conversely, WORLDWIDEIT shall provide the Client the same written notice if WORLDWIDEIT chooses to place an employee at a different Client on a permanent basis.

Force Majeure: Each party shall be excused from performance for any period and to the extent that the party is prevented from performing any services, in the whole or in part, as a result of delays caused by the other party, and act of God, war, civil disturbance, court order, labor dispute, third party non-performance, or other cause beyond that party’s reasonable control, including failure or fluctuations in electrical power, heat, light, air conditioning or telecommunications equipment. Such nonperformance shall not be a default or a ground for termination. WORLDWIDEIT shall be excused from performance due to failures of third party systems, equipment, products and software.

Title and Risk of Loss: Any Equipment sold to Client under this Agreement shall remain the personal property of WORLDWIDEIT until fully paid for by Client, and Client agrees, if requested by WORLDWIDEIT, to execute a security agreement covering the Equipment sold and to perform all acts which may be necessary to perfect and assure retention of title to such Equipment by WORLDWIDEIT. Notwithstanding any agreement with respect to delivery terms or payment of transportation charges, risk of loss or damage shall pass to Client and delivery shall be deemed to be complete upon delivery of the Equipment to Client, either by WORLDWIDEIT or by a private or common carrier.

Confidentiality: During the course of WORLDWIDEIT provision of Equipment, Services and Custom Configuration hereunder, each party may have access to information concerning the products and business of the other. Neither party shall make any use of such information of the other party except in connection with the exercise of its rights and responsibilities under this Agreement.



Further, each party shall take all steps as may be prudent to prevent the disclosure of such information to third parties; but in no event shall such steps be less than the most stringent steps used by such party in protecting its own confidential and proprietary information. The commitments of confidentiality and non-use set forth above shall not extend to any portion of said information which, as a whole, a) can be documented to be known to recipient or the general public before disclosure hereunder; or b) hereafter, through no act on the part of the recipient hereunder become generally available to the public.

Term, Termination, and Renewal: This Agreement is for a term of 36 months, and it shall remain in full force and effect until it expires, or is terminated by either party, with cause, upon not less than fifteen (15) days prior written notice to the other specifically identifying the nature of the cause. Cause shall be defined as: non-payment of any fees past due, non-performance of any service or obligation, criminal activity of either party or their employees or agents, the filing of bankruptcy by either party or, violation of any federal or state regulation or law. Either Party shall have the right to cure any "cause" within ten (10) days of receipt of said notice. Addendum 0001-15 Termination at Will - This contract may be terminated by any party upon no less than thirty (30) calendar days notice, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice shall be delivered by read-receipt e-mail, certified mail-return receipt requested or in person with proof of delivery. Termination of this Agreement is subject to a termination fee equal to fifty percent of the monthly invoice amount times the remaining full or partial months under the agreement. Termination of this Agreement shall not affect the respective rights and responsibilities of the parties arising out of this agreement or relating to any Equipment, Custom Configuration or Services provided, or which WORLDWIDEIT has provided or committed to provide, prior to the effective date of termination. This agreement shall be automatically renewable for additional terms of 12 months unless either party terminates the agreement within fifteen (15) days prior written notice of the contract renewal date. Client will be notified by electronic communication 30 days prior to any renewal.

Notices: Any notice, request, demand or other communication required or permitted by, or relating to, the termination of this Agreement shall be deemed to be properly given only when delivered to the United States Postal Service, sent certified mail–return receipt requested, or postage prepaid, or upon confirmation of receipt by facsimile, addressed to the party to receive notice as previously requested by notice hereunder or, otherwise, as provided in conjunction with such party’s signature below.

Choice of Law: This Agreement shall be governed by and construed in accordance with the law, without reference to principles of conflicts of laws, of the State of Florida. Exclusive venue for any disputes arising out of this agreement shall be in a Court of competent jurisdiction in Duval County Florida. The Parties expressly waive any right to jury trial and both Parties agree to submit all disputed issues of law and fact to the Judge for resolution.

Entire Agreement/Assignment: This Agreement constitutes the entire Agreement between the Parties, superseding all prior oral or written negotiations, representations, understandings and agreements, on the subject hereof, and there are no conditions to this Agreement which are not expressed herein. This Agreement shall be binding upon and inure to the benefit of the Parties and their respective successors and assigns. Neither this Agreement nor any of its rights hereunder may be assigned by Client without the prior written consent of WORLDWIDEIT.

Third-Party Interests: Client’s interests in and obligations with respect to any programming, materials, or data to be obtained from third-party vendors, whether or not obtained with the assistance of WORLDWIDEIT, shall be determined in accordance with the agreements and policies of such vendors.

Service Provider License Use: If client elects to use WORLDWIDEIT service provider licensing, it is restricted to use only while under the day to day management of WORLDWIDEIT.

Amendment 0002-15 Assurances and Certifications: WORLDWIDEIT agrees to comply with all applicable assurances and certifications as listed on Attachment I – Assurances and Certifications.



DescriptionDevice

EXHIBIT A: Cloud Option

· Microsoft Server

· Microsoft Remote Desktop Client Access License

· Microsoft Office StandardMicrosoft Licensing

· Symantec Endpoint Protection Licensing for cloud serversAntivirus Licensing

· Hosted email filteringEmail Filtering

· File based backups of critical business files and databases stored on client serversOnline Backup

· Line of Business ApplicationsApplication Support

· Database monitoring, maintenance, and backupsMicrosoft SQL Server

· Fully Managed Servers

· 2 CPU, 6GB RAM, 130 GB of StorageServer: Domain Controller and Terminal Server

· Monitored and Managed Sonicwall or Current FirewallFirewall

· 24/7/365 Monitoring and Alerting

· Patch ManagementMonitoring

Ext. RecurringQtyRecurringMonthly Fee Schedule

$455.001$455.00Managed Cloud and IT Services (Exhibit A)

$330.006$55.00Users

User fees have been increased to $55 per user. This is to have additional security measures to better protect against new web-based threats.

$144.0012$12.00Hosted Exchange Users

$0.006$0.00Support Hours

$929.00Recurring Subtotal:



DescriptionDevice

Resource Changes

· CPU - $25 per socket

· RAM - $25 per GB

· Disk - $10 per 10 GB increment

· Users - $55 per user which includes 1/2 hour of additional support

· Email - $12 per mailbox

· File Sync - $15 per user

The monthly price of services is based on allocated resources,users, and mailboxes. Additional resources are:

OptionsDescription

Excluded Services

Time and MaterialsParts, equipment or software not covered by vendor/manufacturerwarranty or support.

Time and MaterialsThe cost of any parts, equipment, or shipping charges of any kind.

Time and MaterialsThe cost of any Line of Business Software, Licensing, or SoftwareRenewal or Upgrade Fees of any kind.

Time and MaterialsThe cost to bring Client's environment up to minimum standardsrequired for Services.

Time and MaterialsFailure due to acts of God, building modifications, power failures orother adverse conditions not fully in the control of WWIT.

Time and MaterialsService and repair made necessary by the alteration ormodification of equipment other than that authorized byWorldwideIT, including alterations, software installations ormodifications of equipment made by Client’s employees or anyoneother than WWIT.

Time and MaterialsInstallation, troubleshooting, program maintenance, or updates tosoftware packages, whether acquired from World WideCommunications or any other source unless specified in Exhibit A.

Time and MaterialsProgramming (modification of software code) unless specified inExhibit A.

Time and MaterialsAny service not specifically covered in Exhibit A.

Alternative options are availableMicrosoft Exchange Outgoing Bulk/Junk/Spam Mail Policy

Sending spam (unsolicited electronic mail) through WWCUSA’s system is not permitted and will not be tolerated. WWCUSA has the right to terminate or refuse service to anyone violating this or any other policy. WWCUSA defines spam as "the sending of bulk e-mails or the sending of e-mail to users that have not explicitly asked to receive the sender's message." WWCUSA will not be held responsible if your domain name is blocked by internet service providers (ISPs) for sending spam/bulk e-mails. WWCUSA reserves the right to limit the



OptionsDescription

Excluded Services

number of outgoing recipients of an individual email message to one hundred (100).

Support

To Request support please use one of the options below. If you have a critical issue, please call our office for fastest service. Phone: 904-777-0087

Email: [email protected] Web: https://portal.wwcusa.com/support The following table shows the targets of response and resolution times for each priority level:

Trouble PriorityResponse time

(in hours)Resolution time

(in hours)

Service not available (all users and functions unavailable).

1Within 1 hours ASAP - Best Effort

Significant degradation of service (large number of users or business critical functions affected).

2

Within 4 hours ASAP - Best Effort

Limited degradation of service (limited number of users or functions affected, business process can continue).

3


Small service degradation (business process can continue, one user affected).

4


RateService Rates

$125.00Onsite and Offsite Support 8am to 5pm M-F

$187.50After Hours support 5:01pm to 7:59am M-F, Weekends, and legal holidays


https://portal.wwcusa.com/support


Early Learning Coalition of North Florida, Inc. 2450 Old Moultrie Rd Suite 103St. Augustine, FL 32086Kim [email protected]

WorldwideITJames [email protected]

Quote #: 002935

WorldwideIT Master Agreement for Managed Services

Version: 2

Delivered: 06/28/2016Expires: 07/04/2016

Prepared by:Prepared for:Quote Information:

AmountRecurring Expenses Summary

$929.00Monthly Fee Schedule

$929.00Recurring Total

Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors.

DateSignature


1

EARLY LEARNING COALITION OF NORTH FLORIDA, INC.

Worldwide Information Technology Services

ATTACHMENT I – ASSURANCES AND CERTIFICATIONS

ASSURANCES AND CERTIFICATIONS

A. Assurances – Non-construction Programs (OMB Standard Form SF 424B)

B. Certification Regarding Debarment and Suspension (29 CFR Part 98 and 45 CFR

Part 74)

C. Certification Regarding Lobbying (29 CFR Part 93 and 45 CFR Part 93)

D. Drug-Free Workplace Certification (29 CFR Part 98 and 45 CFR Part 82)

E. Certification Regarding Convicted Vendor List and Discriminatory Vendor List

F. United States Departments of Labor, Health and Human Services, and Education

and Related Agencies Appropriations Act of 1995 (s. 507, P.L. 103-333)

G. Trafficking Victims Protection Act of 2000

H. Certification Regarding Environmental Tobacco Smoke – The Pro Children Act of

2001

I. Certification Regarding Immigration Status

J. Certification Regarding Standards of Conduct

K. Certification Regarding Prohibition for Distribution of Funds to the Association of

Community Organization for Reform Now (ACORN)

L. The Transparency Act, as 2 CFR Part 170, defines

M. Equal Employment Opportunity (E.E.O.) Assurance

N. 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.)

O. Energy Efficiency

P. Scrutinized Companies Lists

Q. Davis-Bacon Act, as amended (40 USC 276a, et seq.)

R. Copeland “Anti-Kickback” Act (18 U.S.C. 874 and 40 U.S.C. 276c)

S. Contract Work Hours and Safety Standards Act

T. Access To Records

2

A. ASSURANCES – NON-CONSTRUCTION PROGRAMS.

As the duly authorized representative of the CONTRACTOR, I certify that the CONTRACTOR:

1. Has the legal authority to apply for federal assistance and the institutional, managerial and financial

capability (including funds sufficient to pay for the non-federal share of project costs, as applicable)

to ensure proper planning, management and completion of described services.

2. Will use fiscal control and fund accounting procedures that will ensure proper disbursement of, and accounting for, federal and state funds paid to that agency under each program. Access to such

records shall be made available to authorized representatives of U.S. governmental agencies, the

Florida Department of Education (DOE), the Florida Department of Financial Services (DFS) and the Auditor General of the state of Florida for the purpose of program and fiscal auditing and

monitoring.

3. Will establish safeguards to prohibit employees and board members from using their positions for

a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.

4. Will initiate and complete the work within the applicable time frame after receiving the awarding

agency’s approval.

5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. 4728 – 4763) relating to

prescribed standards for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM’s Standards for a Merit System of Personnel

Administration (5 CFR 900, Subpart F).

6. Will comply with all federal statutes relating to nondiscrimination. These include but are not limited

to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color, or national origin; (b) Title IX of the Education Amendments of 1972, as

amended (20 U.S.C. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits

discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office

and Treatment Act of 1972, as amended, (P.L. 92-255) relating to nondiscrimination on the basis

of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended (P.L. 91-616), relating to nondiscrimination on the basis of

alcohol abuse or alcoholism; (g) sections 523 and 527 of the Public Health Service Act of 1912, as amended (42 U.S.C. 290 dd-3 and 290 ee-3), relating to confidentiality of alcohol and drug abuse

patient records; (h) Title VIII of the Civil Rights Act of 1968, as amended, (42 U.S.C. 3601 et seq.)

relating to nondiscrimination in the sale, rental, or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance

is being made; and (j) any other non-discrimination statute(s) requirements that may apply to the application.

7. Will comply with, or has already complied with, the Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646), requirements, which

provide for treating fairly and equitably persons displaced or whose property is acquired as a result of federal or federally-assisted programs. These requirements apply to all interests in real property

acquired for project purposes regardless of federal participation in purchases.

3

8. Will comply, as applicable, with the provisions of the Hatch Act (5 U.S.C. 1501-1508 and 7324-7328), which limit the political activities of employees for whom federal funds, in whole or in part,

pay for their principal employment activities.

9. Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 U.S.C. 276a to 276a7), the Copeland Act (40 U.S.C. 276c and 18 U.S.C. 874), and the Contract Work Hours and Safety

Standards Act (40.327-333) regarding labor standards for federally assisted construction sub-

agreements.

10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood

hazard area to participate in the program and to purchase flood insurance if the total cost of

insurable construction and acquisition is $10,000 or more.

11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act

of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities

pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in flood plains in accordance with EO 11988; (e) assurance of project consistency with the

approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. 1451 et. seq.); (f) conformity of federal actions to state (Clear Air) Implementation Plans

under section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974,

as amended, (P.L. 93-523); and (h) protection of endangered species under the Endangered

Species Act of 1973, as amended, (P.L. 93-205).

12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. 1271 et seq.) related to protecting the national wild and scenic rivers system’s components or potential components.

13. Will assist the awarding agency in assuring compliance with section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of

historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a-1 et seq.).

14. Will comply with P.L. 93-348 regarding the protection of human services involved in research,

development, and related activities supported by this award of assistance.

15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C.

2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance.

16. Will Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.) which prohibits the use of lead-based paint in construction or rehabilitation of residence structures.

17. Will cause to be performed the required financial and compliance audits in accordance with the

Single Audit Act Amendments of 1996 and OMB CFR § 200 Uniform Audit Requirements and/or

Section 215.97, Florida Statutes, Florida Single Audit Act, as applicable.

18. Will comply with all applicable requirements of all other federal and state laws, executive orders, regulations and policies governing each funded program.

4

19. Will comply with the requirements of Section 106(g) of the Trafficking Victims Protection Act (TVPA)

of 2000, as amended (22 U.S.C. 7104) which prohibits grant award recipients or a sub-recipient from (1) Engaging in severe forms of trafficking in persons during the period of time that the award

is in effect (2) Procuring a commercial sex act during the period of time the award is in effect or (3) Using forced labor in the performance of the award or subawards under the award.

B. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS – PRIMARY COVERED TRANSACTION. As required by E.O.(s) 12549 and 12689, Debarment and Suspension, and implemented at 45 CFR Part

85, Government wide Debarment and Suspension (Nonprocurement) for prospective participants in primary covered transactions, no contract shall be made to parties the General Services Administration’s

List of Parties Excluded in the System for Award Management (SAM) identifies as excluded from Federal

Procurement or Nonprocurement Programs. This list contains the names of parties debarred, suspended or otherwise excluded by agencies, and contractors declared ineligible under statutory or

regulatory authority other than E.O. 12549. Contracts with awards that exceed the small purchase threshold shall provide the required certification regarding their exclusion status and that of their

principal employees.

The federal government imposes this requirement in order to protect the public interest, and to ensure

that only responsible organizations and individuals do business with the government and receive and spend government grant funds. Failure to adhere to those requirements may have serious

consequences (e.g., disallowance of cost, termination of project or debarment). To assure that this requirement is met, there are four options for obtaining satisfaction that CONTRACTORS are not

suspended, debarred or disqualified. The CONTRACTOR through the duly appointed undersigned

representative, certifies, to the best of its knowledge and belief, that it, its principals or its officers-

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded by any federal department or agency. The Federal Excluded Parties list is currently

located at https://www.sam.gov/ (Systems for Award Management) and also available passing

through the Florida Department of Management Services website. The United States Department of Agriculture Food Program’s National Disqualification List is available through the Florida

Department of Health.

2. Have not, within a three-year period preceding the CONTRACT, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with

obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or

CONTRACT under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false

statements, or receiving stolen property.

3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (federal,

state or local) with commission of any of the offenses enumerated in this certification’s paragraph B.2.

4. Have not, within a three-year period preceding the CONTRACT, had one or more public transactions

(federal, state, or local) terminated for cause or default.

Where the prospective CONTRACTOR is unable to certify to any of the statements in this

certification, such prospective CONTRACTOR shall attach an explanation to the CONTRACT.

https://www.sam.gov/

5

C. CERTIFICATION REGARDING LOBBYING – Certification for Contracts, Grants, Loans, and

Cooperative Agreements. In accordance with s. 216.347, F.S., the disbursement of grants and aids appropriations for lobbying

is prohibited. COALITION may not authorize or make any disbursement of funds or aids appropriations pursuant to a CONTRACT to any person or organization unless the terms of the

CONTRACT prohibit the expenditure of funds for the purpose of lobbying the legislature, the judicial branch or a state agency. The provisions of this section are supplemental to the provisions of s.

11.062, F.S., and any other law prohibiting the use of state funds for lobbying purposes.

The undersigned, as a duly authorized representative of the CONTRACTOR, certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the CONTRACTOR, to any person for influencing or attempting to influence an officer or employee of an agency, a

member of Congress, an officer or employees of Congress, or an employee of a member of

Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension,

continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of

Congress, an officer or employees of Congress, or employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the CONTRACTOR shall complete

and submit Standard Form – LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The CONTRACTOR shall require that language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants and contracts under

grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making

or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not

more than $100,000 for each such failure.

D. CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS The CONTRACTOR will maintain a drug-free workplace and will comply with the requirements of the

Drug-Free Workplace Act of 1988. Pursuant to the Drug-Free Workplace Act of 1988: 45 CFR Part 76 subpart F, ss. 76.630(c) and (d)(2), and 76.645(a)(1) and (b), the CONTRACTOR, through the duly

appointed undersigned representative, attests and certifies that the CONTRACTOR will provide a drug-

free workplace by the following actions-

1. Publishing a statement notifying employees that the CONTRACTOR prohibits unlawful manufacturing, distributing, dispensing, possessing or using a controlled substance in the

CONTRACTOR’s workplace and specifying the actions that the CONTRACTOR will take against

employees for violating such prohibition.

2. Establishing an ongoing drug-free awareness program to inform employees concerning: a. The dangers of drug abuse in the workplace.

6

b. The policy of maintaining a drug-free workplace.

c. Any available drug counseling, rehabilitation and employee assistance programs. d. The penalties that may be imposed upon employees for drug abuse violations occurring in the

workplace.

3. Making it a requirement that each employee to be engaged in the performance of the CONTRACT be given a copy of the statement required by paragraph 1 above.

4. Notifying the employee in the statement required by paragraph 1 that, as a condition of employment under the CONTRACT, the employee will:

a. Abide by the terms of the statement. b. Notify the employer, in writing, of his or her conviction for a violation of a criminal drug

statute occurring in the workplace no later than five (5) calendar days after such conviction.

5. Notifying COALITION in writing within ten (10) calendar days of receiving notice from an employee,

of the employee’s conviction of a violation of a criminal drug statute in the workplace or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice,

including position title, to-

Early Learning Coalition of North Florida, Inc. 2450 Old Moultrie Road, Suite 103

St. Augustine, Florida 32086

6. Taking one of the following actions, within thirty (30) calendar days of receiving notice under subparagraph 4, with respect to any employee who is so convicted.

a. Taking appropriate personnel action against such an employee, up to and including

termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended.

b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program that a federal, state or local, health, law enforcement, or other

appropriate agency approved for such purposes.

7. Making a good faith effort to continue to maintain a drug-free workplace through implementation

of this entire certification.

The following are the sites for the performance of work done in connection with the specific CONTRACT including street address, city, county, state, and zip code:

WORLD WIDE COMMUNICATIONS USA d.b.a. WORLDWIDEIT 1721 Blanding Blvd., Suite 104

Jacksonville, FL 32210

Check ( X) if there are workplaces on file that are not identified here.

Check ( ) if an additional page was required for the listing of the workplaces.

The CONTRACTOR will inform the COALITION of any changes relevant to the provisions of this section.

E. CERTIFICATION REGARDING CONVICTED VENDOR LIST AND

DISCRIMINATORY VENDOR LIST The CONTRACTOR hereby certifies, through the duly appointed undersigned representative, that neither

it, nor any person or affiliate of the CONTRACTOR, has been convicted of a Public Entity Crime as defined in section 287.133, Florida Statutes, nor placed on the convicted vendor list or discriminatory vendor list

7

pursuant to s. 287.134, Florida Statutes, all of which are located at the Florida Department of Management

Services website. The CONTRACTOR understands and agrees that it is required to inform the COALITION immediately upon any change of circumstances regarding this status.

F. UNITED STATES DEPARTMENTS OF LABOR, HEALTH AND HUMAN SERVICES, AND

EDUCATION AND RELATED AGENCIES APPROPRIATIONS ACT OF 1995 – PURCHASE OF AMERICAN-MADE EQUIPMENT AND PRODUCTS

The CONTRACTOR agrees that, to the greatest extent practicable, all equipment and products purchased

with funds made available by this CONTRACT will be American-made.

P.L. 103-333, the Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995, section 507 – “It is the sense of the Congress that, to the greatest extent

practicable, all equipment and products purchased with funds made available in this Act should be

American-made.

G. TRAFFICKING VICTIMS PROTECTION ACT OF 2000 (TVPA), AS AMENDED, (22 U.S.C. 7104 (G))

This CONTRACT is subject to the requirements of Section 106(g) of the Trafficking Victims Protection Act

of 2000, as amended (22 U.S.C. 7104(g)). The following award term is hereby adopted and incorporated herein by reference as fully set forth herein.

The United States Health and Human Services Administration for Children and Families Child Care and

Development Fund Terms and Conditions require the CONTRACTOR to comply with section 106(g) of the Trafficking Victims Protection Act of 2000. In each COALITION CONTRACT (i.e., grant or cooperative

agreement) under which a private entity receives funding, section 106(g) of the Trafficking Victims

Protection Act of 2000, as amended, requires the COALITION to include a condition that authorizes the COALITION to terminate the CONTRACT, without penalty, if the CONTRACTOR (a) Engages in severe forms

of trafficking in persons during the period of time that the CONTRACT is in effect; (b) Procures a commercial sex act during the period of time that the CONTRACT is in effect; or (c) Uses forced labor in the performance

of the CONTRACT or subcontracts under the CONTRACT.

H. CERTIFICATION REGARDING ENVIRONMENTAL TOBACCO SMOKE – THE PRO-CHILDREN

ACT OF 2001 The Pro-Children Act of 2001, 42 U.S.C. 7181-7184, imposes restrictions on smoking in facilities where

federally-funded children’s services are provided. Health and Human Services (HHS) grants are subject to these requirements only if they meet the Act’s specified coverage. The Act specifically prohibits smoking

in any indoor facility (owned or leased or contracted) where kindergarten, elementary, or secondary

education or library services to children under the age of 18 routinely or regularly occur. In addition, the act prohibits smoking in any indoor facility or portion of a facility (owned, leased, or contracted) where

federally-funded health care, child care, or early childhood development, including Head Start services, to children under the age of 18 routinely or regularly occur. The statutory prohibition also applies if such

facility is constructed, operated, or maintained with federal funds. The statute does not apply to children’s

services provided in private residences, facilities funded solely by Medicare or Medicaid funds, portions of facilities used for inpatient drug or alcohol treatment, or facilities where Women, Infants and Children

(WIC) coupons are redeemed. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1,000 per violation and/or the imposition of an administrative

compliance order on the responsible entity.

I. CERTIFICATION REGARDING IMMIGRATION STATUS

The CONTRACTOR certifies that it agrees to comply with the provisions of section 432 of the Personal Responsibility and Work Opportunity Reconciliation Act (42 USC part 1611); ensuring that only individuals

eligible for CCDF services receive them.

8

J. CERTIFICATION REGARDING STANDARDS OF CONDUCT

The CONTRACTOR certifies that it shall comply with the provisions of 45 CFR part 92.36(b)(3) regarding standards of conduct. It will establish safeguards to prohibit employees and board members from using their positions for any purpose that constitutes or presents the appearance of personal or

organizational conflict of interest or personal gain.

K. CERTIFICATION PROHIBITING DISTRIBUTION OF FUNDS TO THE ASSOCIATION OF

COMMUNITY ORGANIZATION FOR REFORM NOW (ACORN) To comply with Public Law 111-117, the CONTRACTOR may not distribute federal funds made available

under this CONTRACT to the Association of Community Organizations for Reform Now (ACORN) or its

subsidiaries. In addition, no federal funds may be provided to any covered organization as defined in House of Representatives (H.R.) 3571, the Defund ACORN Act.

L. THE TRANSPARENCY ACT (AS CFR PART 170 DEFINES)

The following award term is hereby adopted and incorporated herein by reference as if fully set forth herein-

HHS now requires this program award to adhere to the Transparency Act’s Sub-award and Executive Compensation reporting requirements (as CFR Part 170 defines). Under the Transparency Act, the

CONTRACTOR must report all sub-awards (as 2 CFR part 170 defines) more than $25,000, unless exempted. Please see the newly applicable Award Term for Federal Financial Accountability and

Transparency Act at the USDHHS ACF website.

M. EQUAL EMPLOYMENT OPPORTUNITY (E.E.O.)

The CONTRACTOR agrees that it will comply with Executive Order No. 11246, Equal Employment Opportunity (30 Federal Register (F.R.) 12319, 12935, 3 CFR, 1964-1965 comp. p. 339), September 24,

1965, as E.O. 11375, Amending Executive Order 11246 Relating to Equal Employment Opportunity, of October 13, 1967, amended, and as the Department of Labor regulations (41 CFR part 60) Office of

Federal Compliance Programs, Equal Opportunity, Department of Labor supplements. See 45 CFR part

92.36(i)(3).

N. 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

If this CONTRACT is in an amount in excess of $150,000, the CONTRACTOR shall comply with all

applicable standards, orders or regulations issued under Section 306 of the Clean Air Act as amended (42 U.S.C. 1857(h) et seq. and 42 U.S.C. 7401, et seq.), Section 508 of the Federal Water Pollution Control

Act as amended (33 U.S.C. 1368 et seq. and 33 U.S.C. 1251, et seq.), Executive Order 11738 and Environmental Protection Agency regulations (40 C.F.R. Part 15). Violations shall be reported to the

COALITION, the federal awarding agency and the Regional Office of the Environmental Protection Agency

(EPA). See 45 CFR part 92.36 (i)(12).

O. ENERGY EFFICIENCY The CONTRACTOR shall comply with mandatory standards and policies relating to energy efficiency

contained in the State of Florida’s Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871). See 45 CFR part 92.36 (i)(13).

P. SCRUTINIZED COMPANIES LISTS If this CONTRACT is for goods or services of one million dollars or more and entered into or renewed on

or after July 1, 2011, then the COALITION may terminate this CONTRACT at its sole option if the COALITION finds the CONTRACTOR submitted a false certification as s. 287.135(5), F.S., defines, or is on

9

the Scrutinized Companies with Activity in Sudan List or the Scrutinized Companies with Activities in the

Iran Petroleum Energy Sector List. Both lists are provisions of s. 215.473, F.S.

If this CONTRACT is in the amount of one million dollars or more, in compliance with s. 287.135, F.S., the CONTRACTOR, by signing this CONTRACT, hereby certifies that it is not listed on either the Scrutinized

Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List.

Q. DAVIS-BACON ACT, AS AMENDED (40 USC 276a, ET SEQ.) When federal program legislation requires, all construction CONTRACTS of more than $2,000 the recipients

and subrecipients shall include a provision for compliance with the Davis-Bacon Act (40 USC 276a, et seq.), as supplemented by Department of Labor (DOL) regulations (29 CFR Part 5, Labor Standards Provisions

Applicable to Contracts Covering Federally Financed and Assisted Construction). Under this Act,

CONTRACTORS shall be 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 recipient shall place a copy of the DOL-issued current prevailing wage determination in each solicitation, and the award of a contract

shall be conditioned upon the acceptance of the wage determination. The recipient shall report all

suspected or reported violations to the federal awarding agency. DOL regulations, rules and instructions concerning implementation of the Davis-Bacon Act and other labor laws can be found at Title 29 CFR Part(s)

1, 3, 5, 6 and 7.

R. COPELAND ANTI-KICKBACK ACT (18 U.S.C. 874 and 40 U.S.C. 276c) When applicable, (all construction or repair contracts awarded by the Coalition in excess of $2,000) the

CONTRACTOR agrees to comply with the Copeland Anti-kickback Act (18 U.S.C. 874 and 40 U.S.C. 276c),

as supplemented by the Department of Labor (29 CFR Part 3). The Act provides that each CONTRACTOR 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 is otherwise entitled. The recipient shall report all suspected or reported violations to the Federal awarding agency.

S. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT When applicable, (all contracts awarded by the Coalition in excess of $100,000 for construction contracts

and in excess of for other contracts that involve the employment of mechanics or laborers) CONTRACTOR agrees to comply with the Sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40

U.S.C. 327-333), as supplemented by the Department of Labor regulations (29 CFR Part 5). Under Section 102 of the Act, each Contractor shall be required to compute the 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 ½ 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 which are unsanitary, hazardous or dangerous. These requirements do not apply to the

purchases of supplies and materials or articles ordinarily available on the open market, or contracts for

transportation or transmission of intelligence.

T. ACCESS TO RECORDS

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Pursuant to 2 CFR §200.336, Access to records, the CONTRACTOR agrees to provide access by the

COALITION, the Office of Early Learning, the Federal Health and Human Services (HHS) Agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books,

documents, papers, and records of the CONTRACTOR which are directly pertinent to this specific award for the purpose of making audit, examination, excerpts, and transcriptions. The right also includes timely

and reasonable access to the non-Federal entity’s personnel for the purpose of interview and discussion related to such documents. The rights of access in this section are not limited to the required retention

period but last as long as the records are retained.

By signing below, the CONTRACTOR, through the duly appointed representative, certifies and

assures that it will be fully comply with the applicable assurances and certifications outlined

in this attachment.

___________________________________________

Printed Name and Title of Authorized Representative

____________________________________ Signature

____________________________________ Date

--------------------- Remainder of Page Intentionally Left Blank –-------------------------

VII. New/Unfinished Business A. Summary of D. Bell’s Annual Evaluation

HANDOUT


DAWN’S 2016 ANNUAL EVALUATION SUMMARY

• The evaluation was conducted on August 31, 2016 with Nancy Pearson, Ron Coleman, Brian Graham, Mary Ann Holanchock and Mike Siragusa serving as evaluators.

• Of the total 19 evaluations mailed/handed to the board members, 14 members completed the evaluation, 4 member chose not to complete the evaluation.

• Out of a 1 to 5 rating scale, 1 = Unsatisfactory and 5 = Outstanding; Dawn’s Overall Rating Score was a 4.445 = Very Good.

• Dawn’s next evaluation period ends September 1, 2017

• If any Board Member would like to see a copy of the final evaluation, please

contact Kim Brumfield.

VII. New/Unfinished Business B. Approval of the ECS 2016/17 Contract

Amendment #0001-16*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Episcopal Children’s Services 2016/2017 Contract Amendment #0001-16: Reason for Recommended Action

Revisions:

A. Items #5, 10, and 29 were to update the School Readiness budgeted amounts per the July 1, 2016 Notice of Award.

B. Items #10 and 29 were to update the Performance Funding Project budgeted amounts per the July 1, 2016 Notice of Award. And, the University of Florida/Lastinger Center for Learning – Pay for Performance contract amounts.

C. Items #17, 23, 24, and 30 were to update the Voluntary Pre-Kindergarten and VPK Outreach and Awareness budgeted amounts per the July 1, 2016 Notices of Awards.

D. All remaining items were to bring the Coalition’s Sub-recipient Contract with Episcopal Children’s Services in-line with the 2016/2017 OEL Grant Award Agreements.

If this is not done, the following would occur:

A. (above) ECS’s contract would not have the correct budgeted amounts for the School Readiness program.

B. (above) ECS’s contract would not have the correct budgeted amounts for the Performance Funding Project nor the University of Florida/Lastinger Center for Learning – Pay for Performance contracts.

C. (above) ECS’s contract would not have the correct budgeted amounts for the VPK program.

D. (above) The Coalition’s contract with ECS would not be within OEL compliance.

How the Action will be accomplished

Approval of ECS 2016/2017 amendment #0001-16, and party signatures.


Amendment 0001-16 to Primary Services Contract Episcopal Children’s Services

THIS AMENDMENT, entered into between the Early Learning Coalition of North Florida, Inc. hereinafter referred to as the Coalition, and Episcopal Children’s Services, hereinafter referred to as the Contractor, amends the 2016-17 primary services contract as follows:

Item # Page # Headings and Text

1 1 A. Scope of Contract

This contract relates exclusively to the provision of primary School Readiness and Voluntary Pre-Kindergarten (Attachment 1 and Exhibit A) services to the COALITION. This contract incorporates Attachments and Exhibits for a total of 81 pages. The CONTRACTOR shall fulfill its designated responsibility as “Primary Early Learning Services Provider” in the OEL-approved Early Learning Coalition of North Florida Plan (Plan) and is also responsible for invoking all COALITION approved changes to all documents pertaining to the Plan and this Primary Services contract. The CONTRACTOR shall request any changes to the contract or this Plan through COALITION staff and the appropriate committee. The CONTRACTOR shall submit all required reports listed within this contract and/or any ad hoc reports requested by the stated deadline and in the proper format per the most current version of this contract and the COALITION’S Contracts Report “Table” and “Tickler” documents. All documentation to support the information within these reports are required to be maintained by the CONTRACTOR and must be made available to the COALITION upon request. The Coalition, at its sole discretion and upon written request by the Contractor, will consider offering an extension for any listed tasks, timelines, or deliverables. Notification of any deliverable extension granted shall be provided by the Coalition Grant Manager to the Contractor in writing. The Contractor has been determined as a sub-recipient. As such, The CONTRACTOR understands and agrees to adhere to all applicable terms and conditions defined in the most current annual GRANT AGREEMENT between Florida’s Office of Early Learning and the Early Learning Coalition of North Florida. This includes any renewals or extensions approved by both OEL and the Coalition’s Board of Directors. The Contractor shall comply with the Federal and State laws and regulations within this contract and the grant agreement, including any revision to those laws and regulations made after the execution of this Contract (notification will be provided in writing to the Contractor), in the course of performing services under this Grant Agreement. Upon execution of a mutual agreement between OEL and the Coalition, Episcopal Children’s Services (as the Coalition’s sub-recipient) is in agreement with the terms and conditions of said contract. Additionally, the Contractor agrees to comply with all applicable Coalition policies and procedures, and to comply with any newly enacted statutes or rules that supersede the provision of this agreement. The Contractor must comply with State and Federal Single Audit Act requirements and must appropriately classify and account for expenditures of administrative funds made under contract that are subject to the 5% administrative cap

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(97BBA) for School Readiness Services. It is also required that the Contractor submit a cost allocation plan to ensure all expenditures are correctly classified and recorded and personnel activity reports must be completed by each employee on a monthly basis. The P.A.R.’s must also; (1) reflect an after-the-fact distribution of the actual activity of each employee, (2) account for the total activity for which each employee is compensated, (3) be prepared at least monthly and coincide with one or more pay periods, and (4) must be signed by the employee and/or supervisor that has first-hand knowledge of the employee’s performed tasks

2 2 . 1. State Of Florida Requirements

a) The Provider agrees that its contract will be performed, administered, executed and enforced in all respects in accordance with the laws, rules, and regulations of the State of Florida, particularly the Florida Statutes 1002.81 through 1002.97 and 1002.51 through 1002.79, and 216.401 F.S., 230.2303 F.S., 402.25 F.S., 402.319 F.S., 409.178 F.S., 411.223 F.S., 414.045(1) F.S., 414.1585(1) F.S., 435.04 F.S., 445.023 F.S., 445.032 F.S., 445.017 F.S., Part A, Title IV of the Social Security Act, 45 CFR Parts 74, 84, 92, 98, 99, and 260-265, and Rules 6A-1.09433, 6A-6.03033, and 65C-20 through , 21, and 22 Florida Administrative Code (F.A.C).

3 5 I. GENERAL PROVISIONS

D. Definitions Child Care Authorization Form – Form granting authorization for School Readiness services, distributed from local referring agencies to families meeting requirements of School Readiness. Coalitions Services Portal - The core module of the single statewide integrated system used to process the VPK and SR applications from the Family Portal and process provider applications, agreements and attendance records from the Provider Portal. Contracted Slots - An annual contract, attached to a specific number of child(ren) within a selected child care provider, subject to annual appropriation (Chapter 2016-66, Laws of Florida, Specific Appropriation 87 in the General Appropriations Act). The child care provider must be a ‘participating provider’ in accordance with Program Guidance 250.01 – Other Cost Accumulators (OCAs).

Department of Children and Families (DCF) – State of Florida Department statutorily responsible for the administration of child care licensing and training throughout Florida.

Early Learning Performance Funding Project (ELPFP) - An early learning professional development initiative funded by the Florida Legislature to provide incentives to child care providers for improvement in School Readiness Program outcomes and provide data for an independent project evaluation. Qualifying providers applying for participation in the project are assigned to Tier 1, Tier 2 or Tier 3 based on their application and prerequisite qualifications. Tier 1 and

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Tier 2 providers are selected from providers who have met the prerequisite qualifications. Early learning training focused on teacher-child interactions are provided to Tier 1 SR providers within the Coalition’s service area. Tier 2 providers are provided additional professional development focused on improving teacher child interactions and instruction. Tier 3 providers are selected from providers who successfully completed Tier 2 or met the prerequisites for Tier 3 as part of a local QRIS initiative. The contract for this program is included in the 2016/2017 OEL Grant Agreement, Exhibit VII, and is incorporated as referenced. Referral – Links a child’s family with the appropriate community resources and available child care service providers in their area that best meet the family’s needs.

4 7 A. ELIGIBILITY AND ENROLLMENT

THE CONTRACTOR: 14. Shall perform developmental screenings [in accordance with 6M-4,.720(2)(e), (f)2., and (3), F.A.C. regarding establishing a screening tool, parental notification of results, and coordinating with parents/providers for subsequent screenings] for all children birth through five aged six weeks to age of kindergarten eligibility who are receiving School Readiness services, except those served in school-based programs, within forty-five (45) calendar days of program entry. And shall establish and implement an appropriate referral process for children with identified delays, suspected disabilities or special health care needs. Such screening shall not be a requirement of entry into the SR.

15. Shall perform developmental screenings for all children birth through five aged six weeks to age of kindergarten eligibility who are receiving School Readiness services, except those served in school-based programs, annually in the month of the child’s birthday within forty-five (45) calendar days of their date of birth, unless the enrollment screening has been done within the same forty-five (45) calendar day time period. All screening score data is entered into an electronic tracking system within 60 calendar days of the screening administration.

20. Shall maintain hyperlinks on their websites with the web addresses for the Family Portal and Provider Portal as designated by OEL. And shall maintain and utilize the simplified point of entry and the unified waiting list per State requirements, and check the UWL at least monthly for outstanding applications. All SR and VPK applications must be processed. Verify the eligibility of all children listed on the UWL at least once every six (6) months.

5 8 C. RESOURCE MANAGEMENT (SR)

Pursuant to the Request for Proposal and the Contractor’s signed response, and the fact that this contract is upon a cost-reimbursement method of payment, the CONTRACTOR shall be fiscally responsible pursuant to the following:

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1. BUDGET SURPLUS/DEFICIT: The Contractor shall serve no fewer than 3,800 children with the slot dollars provided under this contract, unless the available School Readiness grant funding would not financially provide for all 3,800 slots. Regardless of the total amount of funding for slots, the Coalition (through its Sub-Contractors) will ensure that no less than 78% of School Readiness grant funds will be used for slot funding (excluding CCEP which is subject to a minimum expenditure of 81% on direct services). The slot funding will be expended within 1.5% under and 0% over the contracted budget amount, with the understanding that the goal is to use 0.75% under. The CONTRACTOR further agrees that reimbursements under this contract shall be up to, and are capped at the total budgeted amount of funding for direct childcare slot funding which is $11,619,424 $11,922,233 to include all childcare cost centers, Gold Seal payments (if applicable), and CCEP (if applicable), and “Contracted Slots” (if applicable). This funding is inclusive of the annual OEL School Readiness Grant Award that does not include local match funds, and is based on availability of funds. If county allocations are reduced at the state level, contracts will be amended accordingly. Gold Seal payments are subject to adjustments due to budget constraints. Additionally, the Contractor shall be responsible for actively soliciting and obtaining match funds in the amount of up to an amount equal to 6% for the Economically Disadvantaged (BG 8) funding category for children in School Readiness Programs to be used only for slots, except when a match waiver is available and the contractor has shown a good faith effort to raise the 6% Economically Disadvantaged match.

6 9 D. PROVIDER SERVICES / EDUCATION (SR)

THE CONTRACTOR: 11. Shall conduct random attendance audits of 50% of service providers annually to help ensure that services, which have been authorized and for which payment has been made, were actually performed. The Contractor shall establish a five (5) year records retention requirement for sign-in and sign-out records for all SR services. The Contractor may not alter or amend attendance records after December 31 of the subsequent fiscal year. 13. Annual monitoring by the contractor will be conducted as applicable, or more frequently as authorized by the Coalition if the provider fails to achieve the minimum acceptable level of compliance. The Contractor will require providers that are noncompliant with the provider contract, based on the Contractor’s monitoring, to complete a corrective action plan. In the case that a provider does not correct deficiencies according to policy, the Contractor will report such providers to the Coalition. In the case that it is a health and safety violation, the Contractor will comply with the enforcement procedures outlined with the Statewide Provider Contract for the School Readiness program, Rule 6M-4.610 and 4.620, F.A.C.

7 10 E. REPORTS

7. “Inventory Report of all Non-Expendable Property” either transferred, purchased, or leased under this contract, by July 1, 2016 in compliance

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with Section 274, F.S. - Tangible Personal Property). In addition, Pursuant to 2 CFR §200.302, Financial management, and instructions noted in the FDOE Green Book, the Contractor must demonstrate effective control over and accountability for all property and other assets. Small attractive items with a purchase value less than $1,000, whether classified as equipment, technology item or supplies must be safeguarded. The Contractor should have a written policy on how these items will be tracked, accounted for and safeguarded

8 12 C. Methodology: (Child Care Resource and Referral)

8. Maintain an up-to-date directory of community services and assist families on crisis calls/situations utilizing 211 where appropriate. Offer information and access to consumer education, financial assistance programs and community resources.

13. Verify all legally operating provider information is up-to-date in their service area in accordance with Rule 6M-9.300 within the single statewide information system. Enter all information into the most up-to-date CCR&R Network database for all legally operating childcare providers within 30 days of receiving information. The request for updated information begins June 1. New providers and potential providers will be sent informational packets to include contractor contact and information literature on childcare topics applicable to the provider’s situation.

9 13 IV. SCOPE OF SERVICES TASKS – Quality Initiative

B. Scope of Services: The Contractor shall implement the Coalition’s Plan for Quality Activities and Services and Professional Development Plan. The professional development support activities are defined by OEL’s approved CCDF State Plan. The Coalition’s Plan shall be incorporated by reference herein and made a part of this Contract.

10 18 VII. Method of Payment (SR)

This is a cost-reimbursement contract. The Coalition shall pay the contractor for the delivery of service provided in accordance with the terms of this contract for a total dollar amount up to and not to exceed $14,052,854 $14,355,663. This funding is inclusive of the annual OEL School Readiness Grant Award which does not include local match funds or CCEP, and is based on availability of funds. If county allocations are reduced at the state level, contracts will be amended accordingly. Up to and no more than $339,000 (97BBA) may be allocated to adminsitrative expenditures. Local match will be reimbursed based on funding from match raised from local grants up to the amount earned or the amount of the local grants, whichever is less. In addition, the Coalition shall pay the contractor for the delivery of service provided in accordance with the terms and conditions of OEL’s Performance Funding Pilot Project Contract/OEL Grant Agreement with the Coalition (OEL Contract #PP616 for 15/16 NOA #PP437) for a total dollar amount up to and not to exceed $147,335 $241,107. This funding is

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exclusive of the annual OEL School Readiness Grant Award funding. Contractor reimbursements will be based on all provisions as set forth in the OEL Performance Funding Pilot Project Contract/OEL Grant Agreement Attachment 5 “Scope of Work” (including deliverables) and Attachment 6 “Budget” (including OCA’s). AND, the Coalition shall pay the contractor for the delivery of service provided in accordance with the terms and conditions of OEL’s Early Learning Florida Contract Pay for Performance Contract [in cooperation with The University of Florida Board of Trustees, a public body corporate of the State of Florida for the benefit of its Lastinger Center for Learning (“University”)] with the Coalition for a total dollar amount up to and not to exceed $74,250 $27,650.

11 19 VII. METHOD OF PAYMENT (SR) The Coalition will disperse a payment for School Readiness invoices within two (2)

business days prior to provider payment deadline (20th of the month following the end of the report period) except as provided under law or contract, or unless funds are not available; in which case funds will be dispersed to the Contractor as soon as funds are available. The Coalition will review the invoice and notify the contractor within three (3) business days if there are any errors or corrections needed. Any unforeseen payment issues will be discussed by parties’ Finance Managers in order to ensure that providers are paid in a timely and effective manner.

12 19 Unallowable or prohibited expenditures The State of Florida Reference Guide for State Expenditures, which includes all

grant funds, prohibits, unless expressly provided by law, expenditures from program funds for the following items:

1. Congratulatory telegrams. 2. Flowers or telegraphic condolences. 3. Presenting plaques for outstanding service. 4. Entertaining visiting dignitaries. 5. Refreshments such as coffee and doughnuts. 6. Decorative items (e.g., globes, statues, potted plants, picture frames).

13 19 Travel and Entertainment In addition, the Contractor agrees that entertainment costs are unallowable and

all travel must be pre-approved by the Contractor’s Board of Directors (for agency head and board members) and by the Contractor’s agency head (for all employees). ALL TRAVEL is defined as both in-state (local and overnight) and all out-of-state travel, and such costs shall be reimbursed at the standard travel reimbursement rates established in section 112.061, F.S. and per the regulations of the Florida Department of Financial Services (http://www.myfloridacfo.com/Division/SFM/DOMSEC/documents/State_Travel_Manual_2011-01-15.pdf) and Florida Department of Education (http://www.fldoe.org/core/fileparse.php/7604/urlt/0069770-travelmanual.pdf). In addition, all out-of-state travel must be pre-approved by the Contractor’s Board of Directors.

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http://www.myfloridacfo.com/aadir/reference_guide/Reference_Guide_For_State_Expenditures.pdf

http://www.myfloridacfo.com/Division/SFM/DOMSEC/documents/State_Travel_Manual_2011-01-15.pdf

http://www.myfloridacfo.com/Division/SFM/DOMSEC/documents/State_Travel_Manual_2011-01-15.pdf

http://www.fldoe.org/core/fileparse.php/7604/urlt/0069770-travelmanual.pdf

http://www.fldoe.org/core/fileparse.php/7604/urlt/0069770-travelmanual.pdf

14 20 VIII. SAFEGUARDING INFORMATION, DATA, AND REPORTING SYSTEMS

The CONTRACTOR will: 3.Take steps to safeguard data and deter computer related crimes as defined in 815.02, F.S. The Contractor is responsible for ensuring the security and confidentiality of all data systems used to manage early learning program data, including proprietary and commercial off the shelf (COTS) software and any other software or tool used for this purpose. The Contractor, including its employees, subcontractors, agents, or any other individuals to whom the Contractor exposes confidential information obtained under this agreement, shall not store, or allow to be stored, any confidential information on any personal or mobile computing devices (e.g., laptops, thumb drives, hard drives, e-mail transmissions, etc.) or peripheral device with the capacity to hold information that are unencrypted or lack activated password protections without encryption software installed on the devices meeting the standards prescribed in the National Institute of Standards and Technology Special Publication 800-111 http://csrc.nist.gov/publications/nistpubs/800-111/SP800-111.pdf. Failure to strictly comply with this provision shall constitute a breach of this agreement’s terms.

15 22-23 X. COMPLIANCE/MINIMUM LEVEL OF SERVICES/WITHHOLDING OF FUNDS and FINANCIAL CONSEQUENCES (SR)

Compliance: The CONTRACTOR shall comply with the requirements of all federal laws, state laws, local codes, and ordinances pertaining to this Agreement, and in particular, that it will comply with all of the laws, rules and regulations governing the use of the funds it is managing on behalf of the COALITION.

Minimum Level of Services/Financial Consequences:

In addition to adhering to all applicable laws and regulations, the Contractor must substantially complete each Scope of Services and Service Tasks listed within this contract, or the Contractor may be deemed non-compliant and subject to financial consequences. The Contractor agrees that if the requirements of this agreement are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed herein. These financial consequences shall not be considered penalties. The Contractor shall ensure 100% of the deliverables identified in “Scope of Contract” are performed pursuant to agreement requirements, and as described in all “Scope(s) of Service Tasks”, “Scope(s) of Services”, “Deliverables”, and “Reports”. Failure to correctly, completely, or adequately perform these major deliverables will trigger a financial consequence and the following actions will occur:

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http://csrc.nist.gov/publications/nistpubs/800-111/SP800-111.pdf

http://csrc.nist.gov/publications/nistpubs/800-111/SP800-111.pdf

The Coalition will notify the Contractor that it has failed to correctly, completely, or adequately perform these major deliverables and identify the deficiency or deficiencies. Upon receipt of this notification, the Contractor has 14 calendar days to submit a Corrective Action Plan (CAP) to the Coalition that addresses the identified deficiency and states how the deficiency will be remedied within a time period approved by the Coalition. In the event that the Contractor fails to submit the CAP timely, beginning the 15th day after notification by the Coalition of the deficiency, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the CAP is not submitted. The Coalition shall review the Contractor’s CAP and provide approval or disapproval in writing to the Contractor within five (5) business days. If disapproving, the response from Coalition shall include details of the CAP deficiencies needing correction before the CAP can be approved. In the event the Contractor fails to correct an identified deficiency within the approved time period specified in the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. In the event that the Contractor does not correct all deficiencies pursuant to the CAP, for each deficiency identified in the CAP which is not corrected pursuant to the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. Non-Compliance/Corrective Action:

If at any time the Contractor is notified by the Coalition Grant Manager that it has failed to correctly, completely, or adequately perform these major deliverables, the Contractor will have 14 calendar days to submit a Corrective Action Plan (CAP) to the Coalition Grant Manager that addresses the identified deficiency and states how the deficiency will be remedied within a time period approved by the Coalition Grant Manager. The coalition shall assess a financial consequence for non-compliance on the Contractor for each deficiency identified in the CAP which is not corrected pursuant to the CAP. The Coalition may also assess a financial consequence for failure to timely submit a CAP. The Coalition, at its sole discretion and upon written request by the Contractor, will consider offering an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any deliverable extension granted shall be provided by the Coalition Grant Manager to the Contractor in writing. Withholding of Funds: The Coalition reserves the right (with OEL advisement), upon written notice, to withhold funds, in whole or in part, for non-performance under the approved

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plan or non-compliance with the terms and conditions of the Contract until such time as the Coalition determines that the Contractor has corrected its performance and is in full compliance with the Contract. Failure to comply with a corrective action plan may lead to financial consequences and/or the termination of this contract. In the event the Contractor fails to correct an identified deficiency within the approved time period specified in the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. The Coalition may also deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the Contractor fails to timely submit a CAP, beginning the 15th day after notification by the Coalition Grant Manager of the deficiency.

16 25 XVIII. INSURANCE The CONTRACTOR shall provide continuous adequate comprehensive and liability

insurance, including, but not limited to, Commercial General Liability, Casualty Loss Insurance, Professional Liability, Employee Dishonesty, etc., during the existence of this contract and any renewal(s) and extension(s) of it. The Contractor will have and continuously maintain all other types of insurance as required by law. By execution of this contract, unless it is a State agency or subdivision as defined by subsection 768.28, F.S., the CONTRACTOR accepts full responsibility for securing adequate insurance as outlined in section K of Contractor Assurances, to provide reasonable financial protections for the CONTRACTOR, COALITION, and the clients to be served under this contract. Upon the execution of this contract, the CONTRACTOR shall furnish the COALITION with written verification supporting both the determination and existence of such insurance coverage. In accordance with 2 CFR 200.310, Insurance Coverage, the Contractor shall provide equivalent insurance coverage for real property and equipment acquired or improved with grant funds as it does for real property and equipment acquired or improved with non-grant funds. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The COALITION reserves the right to require additional insurance as specified in this contract.

17 27 THE COALITION AGREES: (VPK) A. Contract Dates

This contract shall begin on July 1, 2016 or the date, on which both parties have signed the contract, whichever is earlier, and shall end on June 30, 2017. The Coalition shall not be obligated to pay for costs incurred related to this contract prior to its beginning date or after it’s ending date.

B. Contract Amount & Availability of Funding This is a cost-reimbursement contract. The Coalition shall pay the provider for the delivery of service provided in accordance with the terms of this contract for a total dollar amount up to and not to exceed $12,525,049 $13,212,836 (less the Coalition‘s administrative costs portion) which shall be paid by the Coalition for the provision of services as set forth by this contract. Of this amount, no more than 3.6% of the slot total (or 90% of the 4% administrative fees allowed) may be allocated to administrative expenditures

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earned, and subject to the availability of funds. In addition, this contract amount for Voluntary Pre-kindergarten services shall be further increased by an amount not to exceed $32,442 $32,284 for outreach and awareness, provider monitoring services, and previous fiscal year absence data entry – if required, supported by a supplemental Voluntary Pre-kindergarten Outreach and Awareness and Monitoring Initiative grant obtained by the Coalition for these purposes. The Coalition’s obligation to pay under this Contract is contingent upon annual appropriation by the State of Florida Legislature. The Coalition shall be the final authority as to the availability of funds for this Contract, and as to what constitutes an “annual appropriation” of funds to complete this project. If such funds are not appropriated or available for the contract purpose, such event will not constitute a default on the Coalition. The Coalition agrees to notify the Provider in writing at the earliest possible time if funds are not appropriated or available.

18 29 II. CLIENTS TO BE SERVED (VPK) The Voluntary Pre-kindergarten Program is an entitlement program and is

available free of charge to families who reside within the State of Florida with children four (4) years of age on or before September 1, 2016. a free educational program that prepares age-eligible children for success in kindergarten and beyond. To be eligible, children must live in Florida and be 4-years-old on or before Sept 1 of the program year. Parents whose children are born from February 2 through September 1 of a calendar year may choose to enroll their child in VPK either that year or the next. The program helps children develop skills and knowledge consistent with the performance standards adopted for use in VPK. Children who are participating in the Gardiner Scholarship Program (formerly the Florida Personal Learning Scholarship Account (PLSA) program) are not eligible to participate in VPK. VPK Specialized Instructional Services (SIS) is offered for children with individual educational plans (IEPs). The Contractor will ensure that parents can access services by using the Simplified Point of Entry/family portal, telephone, internet, e-mail, as well as walk-ins for scheduling and informational purposes only. The Contractor will assist clients with the children’s eligibilities using the family portal/SPE to obtain proof of residency and age based on the guidelines established in the Florida Statutes 1002.51 through 1002.79 and Florida Office of Early Learning for enrollment as funding allows.

19 30 III. Manner Of Service Provision (VPK) A. Payment & Fiscal-Administrative Services Implementation &

Management

4) The Contractor shall establish a five (5) year records retention requirement for sign-in and sign-out records for all VPK services. The Contractor may not alter or amend attendance records after December 31 of the subsequent fiscal year.

20 31 B. Program Implementation & Management (VPK) 12) The Contractor shall submit any data or reports necessary for the

administration of the VPK program according to the requirements established by OEL. These reports must be consistent with the requirements of Chapter 1002, Part V, Florida Statutes.

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13) The Contractor will assist and support VPK providers’ capacity to address and enhance each VPK child’s ability to make age appropriate progress in an appropriate range of settings in the development of language and cognitive capabilities and emotional, social, regulatory and moral capacities through education in basic skills and such other skills as the Legislature may determine to be appropriate. 14) The Contractor will [Per Rule 6A-1.09433, Florida Administrative Code (F.A.C.)] ensure Providers complete the Voluntary Prekindergarten Pre- and Post-Assessments as designated by OEL/DOE. 15) The Contractor will ensure VPK directors, instructors, aides, and substitutes have the required documented credentials, screenings, and continual professional development.

21 32 c) VPK Support Services 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.

iii) 100% of Providers on Probation (P.O.P.) will be monitored to ensure all required acknowledgements, improvement plans, plan implementation and any other requirements are completed within specified time frames.

22 33 D. Definitions B) Program / Services Specific Terms

3. Operational Costs – One month of operational activities. 4. Providers on Probation (P.O.P.) – VPK Providers who scored below the set score for each year are considered a Provider on Probation (POP) and must submit an improvement plan for the following VPK program year. 5. Readiness Rates - Measures how well a VPK Provider prepares four-year-olds to be ready for kindergarten based on the Florida Kindergarten Readiness Screener. FOR THIS CONTRACT YEAR (2016/2017): Pursuant to Ch. 2016-237, §36, OEL will not adopt a kindergarten readiness rate for the 2014-15 and 2015-16 program years. Any provider that was on probation for the 2013-14 program year shall remain on probation until a readiness rate is calculated and the provider meets the minimum rate.

23 33-34 Method of Payment (VPK) 1. This is a cost-reimbursement contract, based on actual child

enrollments. The Coalition shall pay the Contractor for the delivery of services provided in accordance with the terms of this Contract for a total dollar amount up to and not to exceed $12,525,049 $13,212,836 (less the Coalition‘s administrative costs portion). Of this amount, no more than 3.6% of the slot total (or 90% of the 4% administrative fees allowed) may be allocated to administrative expenditures earned, and subject to the availability of funds. All remaining dollars will be utilized for VPK slots. All expenses including supplies, equipment, training materials, and travel costs incurred in connection with this contract are to be included in the contract price of each deliverable and will not be otherwise compensated. The Contractor shall

11

submit reimbursement request invoices in accordance with the requirements of sections 215.42 and 215.422, F.S., and F.A.C. rule 69I-40.002 (1). When submitting reimbursement request invoices, the Contractor shall adhere to F.A.C. rule 69I-40.103 (restriction of expenditures), sections 110.1245(3) and (4) and 110.503, F.S. (awards and volunteer recognition), and section 216.345, F.S. (membership dues and licensing fees).

24 34 Funding By Category (VPK) The Coalition agrees to pay for contracted services in an amount up to and not

to exceed $12,525,049 $13,212,836 (less the Coalition‘s administrative costs portion) subject to the availability of funds and provision of limitation of 3.6% of administrative costs earned. The Coalition agrees to reimburse for VPK services, including administrative, enrollment, monitoring, and VPK slots.

In addition, the Coalition agrees to pay for contracted services by an amount not to exceed $32,442 $32,284 for outreach and awareness, provider monitoring services, and previous fiscal year absence data entry, supported by the supplemental Voluntary Pre-kindergarten Outreach and Awareness and Monitoring Initiative grant.

25 34-35 C. Compliance/Minimum Level of Services and Financial Consequences (VPK)

Compliance: The CONTRACTOR shall comply with the requirements of all federal laws, state laws, local codes, and ordinances pertaining to this Agreement, and in particular, that it will comply with all of the laws, rules and regulations governing the use of the funds it is managing on behalf of the COALITION.

Minimum Level of Services/Financial Consequences:

In addition to adhering to all applicable laws and regulations, the Contractor must substantially complete each Scope of Services and Service Tasks listed within this contract, or the Contractor may be deemed non-compliant and subject to financial consequences. The Contractor agrees that if the requirements of this agreement are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed herein. These financial consequences shall not be considered penalties. The Contractor shall ensure 100% of the deliverables identified in “Scope of Contract” are performed pursuant to agreement requirements, and as described in all “Scope(s) of Service Tasks”, “Scope(s) of Services”, “Deliverables”, and “Reports”. Failure to correctly, completely, or adequately perform these major deliverables will trigger a financial consequence and the following actions will occur: The Coalition will notify the Contractor that it has failed to correctly, completely, or adequately perform these major deliverables and identify the deficiency or deficiencies. Upon receipt of this notification, the Contractor has 14 calendar days to submit a Corrective Action Plan (CAP) to the Coalition that addresses the identified deficiency and states how the deficiency will be remedied within a time period approved by the Coalition.

12

In the event that the Contractor fails to submit the CAP timely, beginning the 15th day after notification by the Coalition of the deficiency, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the CAP is not submitted. The Coalition shall review the Contractor’s CAP and provide approval or disapproval in writing to the Contractor within five (5) business days. If disapproving, the response from Coalition shall include details of the CAP deficiencies needing correction before the CAP can be approved. In the event the Contractor fails to correct an identified deficiency within the approved time period specified in the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. In the event that the Contractor does not correct all deficiencies pursuant to the CAP, for each deficiency identified in the CAP which is not corrected pursuant to the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. Non-Compliance/Corrective Action: If at any time the Contractor is notified by the Coalition Grant Manager that it has failed to correctly, completely, or adequately perform these major deliverables, the Contractor will have 14 calendar days to submit a Corrective Action Plan (CAP) to the Coalition Grant Manager that addresses the identified deficiency and states how the deficiency will be remedied within a time period approved by the Coalition Grant Manager. The coalition shall assess a financial consequence for non-compliance on the Contractor for each deficiency identified in the CAP which is not corrected pursuant to the CAP. The Coalition may also assess a financial consequence for failure to timely submit a CAP. The Coalition, at its sole discretion and upon written request by the Contractor, will consider offering an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any deliverable extension granted shall be provided by the Coalition Grant Manager to the Contractor in writing.

26 35 D. WITHHOLDING OF FUNDS D. WITHHOLDING OF FUNDS

The Coalition reserves the right (with OEL advisement), upon written notice, to withhold funds, in whole or in part, for non-performance under the approved plan or non-compliance with the terms and conditions of the Contract until such time as the Coalition determines that the Contractor has corrected its performance and is in full compliance with the Contract. Failure to comply with a corrective action plan may lead to financial consequences and/or the termination of this contract.

13

In the event the Contractor fails to correct an identified deficiency within the approved time period specified in the CAP, the Coalition shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the deficiency is not corrected. The Coalition may also deduct, from the payment for the invoice of the following month, 1% of the monthly value of the administrative funds in the agreement for each day the Contractor fails to timely submit a CAP, beginning the 15th day after notification by the Coalition Grant Manager of the deficiency.

27 38 E. Access to Records

1. Pursuant to 2 CFR §200.336, Access to records, At any time during normal business hours and as often as the Coalition, the State of Florida, United States Department of Labor, OEL, the Federal Health and Human Services (HHS) Agency, Inspector Generals of federal and state agencies, Comptroller General of the United States, or their designated representative may deem necessary, Contractor shall make available all appropriate personnel for interviews and all such financial, applicant, or participants’ books, documents, papers and records (including computer records), or other data relating to matters covered by this contract, for examination, audit, or for the making of excerpts or copies of such records for the purpose of auditing and monitoring program activities and determining compliance with all applicable rules and regulations, and the provisions of this contract. The rights of access in this section are not limited to the required retention period but last as long as the records are retained. The above referenced records shall be made available at the Contractor's expense, at reasonable locations as determined by the Coalition. 11. Unless otherwise specified by law, the Contractor shall maintain records in a location accessible to all public and allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter 119 of the Florida Statutes and made or received by the Contractor in conjunction with this contract. Denial of this access shall be grounds for immediate unilateral cancellation of this contract by the Coalition.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:

Office of Early Learning 250 Marriott Drive Tallahassee, Florida 32399 (850)717-8550 [email protected]

28 46 KK. Breach of Security/Confidentiality

For purposes of this agreement, “Security Incident” means the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with Contractor operations; however, random good faith attempts at access shall not be considered a security incident. For purposes of this agreement, “Breach of Security” means unauthorized access of data containing personal information. Good faith access of personal information by an employee or agent of the Contractor does not constitute a breach of security, provided that the information is not used for a purpose unrelated to the contract or subject to further unauthorized use.

The Contractor agrees to comply with s. 501.171, F.S. related to the security of confidential personal information and understands that the Contractor for this purpose will be considered a third party agent as referenced in this statutory section.

The Contractor shall immediately notify the Coalition and OEL’s Inspector General and Information Security Manager in writing of any Security Incident or Breach of Security of which it becomes aware by its employees, subcontractors, agents or representatives. Notwithstanding requirements of s. 501.171(3), F.S., the Contractor’s notification shall be made in writing to the Coalition and OEL’s IG Security Manager within 24 hours after the Contractor learns of the security incident or breach. The

14

Contractor’s notification shall identify: (i) the nature of the unauthorized use or disclosure, (ii) the confidential information used or disclosed, (iii) who made the unauthorized use or received the unauthorized disclosure, (iv) what the Contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure, and (v) what corrective action the Contractor has taken or shall take to prevent future similar unauthorized use or disclosure. The Contractor shall provide such other any additional information, including a full written report, as reasonably requested

by the Coalition.

29

63 Attachment 9 School Readiness Budget

(Attached, Page 17, replaces original contract attachment and is incorporated as part of this amendment)

30 64 Attachment 10 Voluntary Prekindergarten Budget (Attached, Page 19, replaces original contract attachment and is incorporated

as part of this amendment) 31 74-76 F. Audit Requirements

1. Audits

Deleted all references to “Subpart F” of the Federal Single Audit Act (2 CFR SubSection 200) per 2016/2017 OEL Grant Agreement.

32 76 2. Report submission (Annual Audit)

2.1 The Contractor shall submit copies of reporting packages (including proof

for the receipt date by the Contractor, any management letter(s) issued by the auditor and corrective action plan responses prepared by the Contractor) for audits conducted in accordance with 2 CFR §200 Subpart F, and as Section 4.1 of the OEL Grant agreement requires, directly to each of the addresses indicated.

Note – For the addresses noted with an asterisk (*) below, copies of reporting packages shall include the internal control work papers from the auditor(s) performing their annual independent financial statement audit. − Submit one paper copy by mail and one electronic copy by e-mail of the financial reporting package to the Coalition’s Finance Manager and OEL at the following address – Inspector General* Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399

Email: [email protected] − Submit one electronic copy of the financial reporting package to OEL at the SharePoint ELC site, FMSAS/Annual Audit Files.* − The Federal Audit Clearinghouse (FAC), in 2 CFR §200 Subpart F, requires the auditee to electronically submit the data collection form described in §200.512(b) and the reporting package described in §200.512(c), to FAC at: Federal Audit Clearinghouse’s Internet Data Entry System.

15

mailto:[email protected]

https://harvester.census.gov/facweb/Default.aspx/ddeindex.html

2.2 The Contractor shall submit copies of financial reporting packages that Section 4.2 of the OEL Grant agreement requires (including proof for the receipt date by the Contractor, any management letter(s) issued by the auditor and corrective action plan responses prepared by the Contractor) directly to each of the following addresses.

Note – For the addresses noted with an asterisk (*) below, copies of reporting packages shall include the internal control work papers from the auditor(s) performing their annual independent financial statement audit. − Submit one paper copy by mail and one electronic copy by e-mail of the financial reporting package to the Coalition’s Finance Manager and OEL at the following address – Inspector General Office of Early Learning 250 Marriott Drive Tallahassee, FL 32399

Email: [email protected] − Submit one electronic copy of the financial reporting package to OEL at SharePoint ELC site, FMSAS/Annual Audit Files.* − Submit one paper copy by mail and one electronic copy by e-mail of the financial reporting package to the Auditor General’s Office at – Auditor General Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, FL 32399-1450 Email – [email protected] Website – www.myflorida.com/audgen − Any reports, management letters or other information required to be submitted to DOE pursuant to this agreement shall be submitted timely in accordance with 2 CFR §200 Subpart F, Florida statutes, and chapter(s) 10.550 (local governmental entities) or 10.650 (non-profit and for profit organizations), Rules of the Auditor General, as applicable. − The Contractor shall indicate in correspondence accompanying the reporting packages the date the auditors to the Contractor delivered the reporting package to the Contractor. − All items Auditor General Rule 10.656(3) requires, as described on the Auditor General’s Financial Reporting Package Submittal Checklist and the related checklist instructions, must be included for a reporting package to be considered complete.

33 81 Attachment 16 ANNUAL INTERNAL CONTROL CERTIFICATION FORM (Attached, Page 20, replaces original contract attachment and is incorporated

as part of this amendment) END OF AMENDMENTS

16



http://www.myflorida.com/audgen

http://www.myflorida.com/audgen/pages/pdf_files/electronic_filing_nonprofits_profits.pdf

ATTACHMENT 9

SCHOOL READINESS BUDGET

State of Florida Notice of Award No. SR437 CFDA# / Name Federal Award #

93.558 / TANF G1502FLTANF (29.42%) G1602FLTANF (29.04%)

93.575 / CCDF Discretionary G1502FLCCDF (37.66%) G1602FLCCDF (39.39%)

93.596 / CCDF Mandatory G1502FLCCDF (32.84%) G1602FLCCDF (31.47%)

93.667 / SSBG G1501FLSOSR G1601FLSOSR (0.09%)

Grand Total 100%

Description OCA

ECS Dollar Amounts

Coalition Dollar Amounts

TOTALS (NOA Amounts)

General Administration

97BBA, 97FIR, 97LCA $339,000 $411,283 $750,283

Non-direct Services 97BBD 240, 851 246,790 0 246,790

Systems 97SYS 0 0 0

Eligibility Determination 97BDE 668,314 669,351 0 669,351

Quality 97QOO, 97QHS, 97QCS, 97QST, 97QCR, 97QAS, 97QTA, 97QPD, 97QPT

627,903 579,805 260,667 840,472

Infant & Toddler Services

97INT, 97ICR, 97IAS, 97ICS, 196,498 233,411 0 233,411

Inclusion 97QIN 117,435 117,308 0 117,308

Resource & Referral 97Q14 243,429 247,764 0 247,764

Total Non-Slots (Non-Direct) $2,433,430 $671,950 $3,105,380

Gold Seal Payments 97GSD 680,925 520,000 0 520,000

Slots, to include: *CCEP funding of $44,218 $21,960 and *Contracted Slots funding of $269,886

10,938,499 11,402,233 0 11,402,233

Total Slots (Direct Services) $11,619,424 $11,922,233 $0 $11,922,233

Grand Total $14,052,854 $14,355,663 $671,950 $15,027,613

17

Supplemental Contracts

(Exclusive of OEL School Readiness Grant Award Funding) Performance Funding Pilot Project (OEL Contract #PP616 NOA

#PP437) (CFDA# 93.575 CCDF, Federal Award No. G1602FLCCDF – 100% funding)

Total (total dollar amount up to and not to exceed)

$147,335 $241,107

Early Learning Florida Pay for Performance (through the University of Florida)

Contract 1

Contract 2

Total (total dollar amount up to and not to exceed)

$33,000 $27,650

$41,250 0

$74,250 $27,650

18

ATTACHMENT 10

VOLUNTARY PREKINDERGARTEN BUDGET

Episcopal Children's Services and The Early Learning Coalition of North Florida

2016/2017 VPK Budget

State of Florida Notice of Award No.SV437/CFSA#48.108 (100%) Description OCA Amount

VPK Administration VPADM $156,081 $164,652 VPK Enrollment VPENR 177,760 187,520

VPK Monitoring VPMON 99,719 105,195 Total ECS Administrative Costs (up to 3.6% of slots earned) $433,560 $457,367 Coalition Administrative Costs (up to 0.4% of slots earned) $48,173 $50,819 Total Non-Slots (ECS + Coalition) (4% of slots earned) $481,733 $508,186 Direct Services - Slots 12,043,316 12,704,650 Grand Total $12,525,049 $13,212,836

Supplemental VPK Outreach and Awareness and Monitoring Initiative Grant (VPK OAMNI)

NOTICE OF AWARD NUMBER OA437 / CFSA#48.108 (100%)

Total (for VPK outreach/awareness, and monitoring)

$32,442 $32,284

19

ATTACHMENT 16 ANNUAL INTERNAL CONTROL CERTIFICATION FORM

ANNUAL INTERNAL CONTROLS ASSURANCE

The Contractor certifies and assures, by checking the items below, that as of July 1 of each grant award period the Contractor is compliant with and has processes in place to address all internal control elements described below. This certification is distinct from the self-assessment Internal Control Questionnaire (ICQ) which should be provided by the Coalition by July 1 September 30 of each award period.

Compliance and Reporting for Internal Controls

Oversight and Monitoring Resolution Process (for internal operations and sub-recipients)

Procurement and Contracting

Prior Approval Procedures

Cost Allocation

Sarbanes Oxley Act (2002)

Financial Management Systems

Records Management

Property Management

Confidentiality of Data (includes IT related issues)

Equal Opportunity Procedures

Electronic Submission of Confidential Data

_____________________________________ __________________________ Name and Title of Authorized Representative Date _____________________________________ Signature

----------------------------------THIS SPACE LEFT BLANK INTENTIONALLY -----------------------------------------

20

THIS AMENDMENT shall begin on September 21, 2016, 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 21 page amendment to be executed by their officials thereunto duly authorized.

EARLY LEARNING COALITION OF EPISCOPAL CHILDREN’S SERVICES, NORTH FLORIDA INC. NAME NAME TITLE TITLE SIGNED SIGNED DATE DATE

21

VII. New/Unfinished Business C. Approval of the University of Florida/Lastinger

Center Pasy for Performance Contract Effective 8/1/16 -7/31/17*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of the University of Florida/Lastinger Center for Learning Pay for Performance Contract effective 08/01/16 – 07/31/17.

Reason for Recommended Action This Contract for Services is made and entered into by and between The University of Florida Board of Trustees (a public body corporate of the State of Florida for the benefit of its Lastinger Center for Learning) and the ELC of North Florida. This is a quality initiative in its second year and is being OEL mandated (pursuant to OEL Contract #SR971). The Scope of Services for this contract is to:

A. Participate in Web-based Early Learning System (WELS) Training.

B. Conduct pre-Classroom Assessment Scoring System (CLASS) observations.

C. Conduct post-CLASS observations. If this is not done, the following would occur:

• The Coalition would not be able to extend this professional development opportunity to the selected providers in the Coalition’s service area.

How the Action will be accomplished Approval of this Contract and party signatures.


University of Florida_Contract for Services_v.2016.4.25 Page 1 of 8

CONTRACT FOR SERVICES

This Contract for Services (this “Contract”) is made and entered into as of this 18th day of

August 2016, by and between The University of Florida Board of Trustees, a public body corporate of the

State of Florida for the benefit of its Lastinger Center for Learning (“Contractor”), and Early Learning

Coalition of North Florida (“Subcontractor”), pursuant to the University contract #SR 971 with the Office of

Early Learning (OEL) and authorized under Sections C 6.5, C 10.5 and Standard Contract Attachment I,

Section 23, Subcontracts.

Contractor hereby engages Subcontractor to provide the Services (hereinafter defined), and

Subcontractor hereby accepts such engagement, on the terms and conditions set forth in this Contract.

1. Services. Subcontractor shall perform the services described on Exhibit A, attached hereto

and incorporated herein by reference (the “Services”). All Services shall be performed in a timely, diligent

and professional manner, consistent with the best practices of Subcontractor’s industry.

2. Term. The term of this Contract is set forth on Exhibit A.

3. Compensation and Payment. Contractor shall pay Subcontractor as the total

compensation for the Services the amount set forth on Exhibit A, on the payment schedule set forth on Exhibit

A. Subcontractor shall not be entitled to any other fees, reimbursements or compensation under this Contract.

Subcontractor shall be responsible for the payment of all general excise taxes, income taxes and any other

taxes required to be paid to federal, state and local taxing authorities with respect to any fees or other amounts

paid to Subcontractor. Payment shall be made within thirty (30) days of satisfactory completion of the

Services and presentation of a properly completed invoice.

4. Addresses for Notices. All Notices under this Contract shall be made in writing the

addresses set forth on Exhibit A.

5. Standard Terms. The standard terms and conditions of this Contract are set forth on

Exhibit B, attached hereto and incorporated herein by reference. All capitalized terms, unless otherwise

defined herein, shall have the meanings given to them in the Standard Terms. In the event of a conflict

between the terms contained herein and the Standard Terms, the terms contained herein shall prevail.

6. Additional Terms. The additional terms and conditions of this Contract prescribed by

University of Florida Contract #SR 971 are set forth on Exhibit C only, attached hereto and incorporated

herein by reference. In the event of a conflict between the terms contained herein and the Standard Terms,

the terms contained herein shall prevail.

IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the date first set forth above.

CONTRACTOR: SUBCONTRACTOR:

The University of Florida Board of Trustees

for the benefit of Lastinger Center for Learning

Early Learning Coalition of North Florida

Signature:____________________ Signature:____________________

Name: Donald Pemberton Name: Dawn Bell

Title: Director Title: Executive Director

Date:____________________ Date:________________________


EXHIBIT A

Early Learning Coalition of North Florida (Subcontractor) agrees to support the implementation of Early

Learning Florida and provide the University of Florida, Lastinger Center for Learning (Contractor) with

the following support, services, and/or materials:

1. Scope of Services (Section 1).

A. Participate in Web-based Early Learning System (WELS) Training prior to entering data into

WELS.

B. Conduct pre-Classroom Assessment Scoring System® (CLASS®) observations.

1. ELC staff must be reliable and current for any CLASS® tools, and submit CLASS®

certifications for ELC staff conducting observations.

2. Submit to the University of Florida, Lastinger Center for Learning for approval any

previously-conducted CLASS® observation intended for use as a classroom’s pre-

observation.

3. All pre-CLASS® observations must be completed by 9/26/16 for Tier 2 and Tier 3 providers and

by 10/31/16 for Tier 1 providers.

4. Enter all assessments into WELS accurately by 9/26/16 for Tier 2 and Tier 3 providers and by

10/31/16 for Tier 1 providers.

5. CLASS observations may be submitted for invoicing if they were designated by the

Office of Early Learning as “active” at the time of the observation, regardless of their

status at the end of the assessment period.

C. Conduct post-CLASS® observations.

1. ELC staff must be reliable and current for any CLASS® tools, and submit CLASS®

certifications for ELC staff conducting observations.

2. All post-CLASS® observations must be conducted between 4/1/2017 and 6/30/2017 for all tiers.

3. Conduct each post-assessment using the same CLASS® tool as was used in a classroom’s pre-

observation.

4. Enter all assessments into WELS accurately by 6/30/2017.

5. CLASS observations may be submitted for invoicing if they were designated by the

Office of Early Learning as “active” at the time of the observation, regardless of their

status at the end of the assessment period.

D. Ensure data quality and integrity in WELS.

1. Modify and update WELS classroom names, as needed, to match classroom names

OEL’s provider database.

2. Create teacher entries in WELS, as needed, and ensure they are assigned to WELS

classrooms.

2. Term (Section 2). The term of this Contract shall begin on August 1, 2016 and terminate on July 31 2017.

The term of this Contract may be extended by Contractor for an additional period of one (1) year. If

Contractor desires to exercise this extension right, it shall so notify Subcontractor no later than thirty (30)

days prior to the date the initial term expires.


3. Compensation and Payment Schedule (Section 3).

Payment Schedule

Entity Unit Cost Evidence of Completion

WELS Training: full $50 per ELC staff member attending training System record (if live) or

emailed date and time of

completion

Pre-CLASS® observation $350 per observation Record of observation

uploaded into WELS

Post- CLASS®

observation

$350 per observation Record of observation

uploaded into WELS

Total Contract not to exceed $ 27650

4. Notices (Section 4).

Contractor: Subcontractor:

University of Florida for the benefit of its

Lastinger Center for Learning


P. O. Box 117052

Gainesville, FL 32611

2450 Old Moultrie Rd, Ste. 103

St. Augustine, FL, 32086

Attn: Donald Pemberton, Director Attn: Dawn Bell, Executive Director

Phone: (352) 273-4108 Phone: 9043422267

Fax: (352) 392-3505 Fax: 9043422268, Ext.

Email: [email protected] Email: [email protected]



EXHIBIT B

STANDARD TERMS AND CONDITIONS

Availability of Funds. The Contractor’s performance and obligation to pay under this Contract is

contingent upon an annual appropriation by the Legislature of the State of Florida and/or the allocation of

funds through contractor or grant programs.

Tax Exempt. The University of Florida, an agency of the State of Florida, is exempt from State of Florida

Sales Tax and Federal Excise Tax. Tax Exempt ID number 85-8012646174C-8

Payment. Vendor shall submit bills for compensation for services or expenses in detail sufficient for a

proper pre-and post-audit. Vendor is responsible for any taxes due under this Agreement. UF’s

performance and obligation to pay under the Agreement is contingent upon the State of Florida

Legislature’s annual appropriation and/or the allocation of funds through contractor or grant programs. UF

will make payment in accordance with UF Regulation 6c1-3.022. If UF does not issue payment within 30

days of receipt of a proper invoice, UF will pay to Vendor, an interest penalty at the rate established

pursuant to §55.03(1) Fla. Stat. Vendors experiencing payment problems may contact the Vendor

Ombudsman at (352) 392-1241.

Relationship of the Parties. Vendor is an independent contractor, and neither Vendor nor Vendor’s

employees, agents, or other representatives shall be considered UF employees or agents. It is understood

and agreed by the parties that nothing contained in this Contract shall be construed to create a joint venture,

partnership, association, or other affiliation or like relationship between the parties, it being specifically

agreed that their relationship is and shall remain that of independent parties to a contractual relationship as

set forth in this Contract. Vendor shall not use UF’s name, trademarks, logos, or marks without UF’s prior

written approval. Vendor represents and warrants that it is not on the Convicted Vendor List (see Fla. Stat.

§ 287.133(2)(a)). Each party hereby assumes any and all risk of personal injury and property damage

attributable to the willful or negligent acts or omissions of that party and the officers, employees, and

agents thereof. Vendor also assumes such risk with respect to the willful or negligent acts or omissions of

Vendor’s subcontractors or persons otherwise acting or engaged to act at the instance of Vendor in

furtherance of Vendor fulfilling Vendor's obligations under the Agreement.

Confidentiality of Information. If Vendor is exposed to UF’s confidential information, Vendor will keep

such information confidential and will act in accordance with any guidelines and applicable laws (such as

FERPA and the Gramm-Leach Bliley Act.) Confidential information shall not include information that is a

public record pursuant to Florida law (Florida Statutes Chapter 119), and UF will respond to public records

requests without any duty to give Vendor prior notice. This provision shall survive termination of the

Agreement.

General Provisions. A. Nothing in this Agreement shall be construed as an indemnification of the Vendor

by UF or as a waiver of sovereign immunity beyond that provided in Fla. Stat. §768.28. B. This

Agreement may not be assigned or modified by either party except as agreed to in writing and signed by the

parties, and this Agreement shall be binding upon the parties’ successors and assigns. C. Any clauses in

the Agreement regarding: arbitration or mediation, restrictions on the hiring of Vendor’s employees or

grants of exclusivity to Vendor are null and void. E. Vendor will have and maintain types and amounts of

insurance that at a minimum cover the Vendor’s (or subcontractor’s) exposure in performing this

Agreement. UF is self-insured, and will provide its Certificate of Insurance upon request; UF is not

required to obtain additional insurance for this Agreement. F. This Agreement is governed by the laws of

the State of Florida and venue of any actions arising out of this Agreement shall be in the state courts in

Alachua County, Florida.

Sovereign Immunity. The Contractor, as a public entity, is protected by sovereign immunity from tort

liability, subject to a limited statutory waiver. The Contractor will not agree to (i) indemnify or hold

harmless any vendor; (ii) be liable for vendor’s attorneys’ fees under any circumstances; or (iii) binding

arbitration or mediation. The Agreement shall not be construed or interpreted as (i) denying to either party

any remedy or defense available to such party under the laws of the State of Florida; (ii) the consent of


Contractor or the State of Florida or their agents and agencies to be sued; or (iii) a waiver of either

Contractor’s or the State of Florida’s sovereign immunity beyond the limited waiver provided in section

768.28, Florida Statutes.

Ownership of Works. All reports, studies, plans, deliverables, strategies, materials, discoveries, inventions,

processes, designs, plans, trade secrets, data, information, documents and other work (collectively,

"Work"), whether of a technical nature or not, made, developed or obtained by Subcontractor pursuant to

this Contract or in connection with the provision of the Services shall be the sole and exclusive property of

Contractor and any copyrightable Work shall be deemed a "work made for hire" under the United States

copyright laws. Should such Work not constitute a "work made for hire" under the United States copyright

laws, Subcontractor hereby grants, transfers, assigns, and conveys to Contractor and its successors and

assigns, the entire right, title, and interest in the Work or any part thereof. Immediately upon termination of

this Contract for any reason, all Work, in whatever form, shall be turned over to Contractor. This provision

shall survive the termination of this Contract.

Payment Card Industry Data Security Standard. For e-commerce business and/or credit card

transactions, Vendor agrees to be bound by the requirements and terms of the Rules of all applicable Card

Associations, as amended from time to time, and be solely responsible for security and maintaining

confidentiality of Card transactions processed by means of electronic commerce up to the point of receipt

of such transactions by Bank.

Proposer is required to be in compliance with the requisites of the SAS 70 and/or Payment card Industry

Data Security Standard.

Payment and Invoice Information. All invoices will need to contain either a UF purchase order number or

the 8-digit department ID number of the department with which you are doing business. All invoices for

payment should be submitted to the University of Florida via:

Email: email a .pdf or .tif file to [email protected]. The file must be attached to the email and

not embedded within the email. There can be multiple files per email but each file should only contain one

invoice.

or

Mail to: UF – Accounts Payable

PO Box 115350

971 Elmore Drive

Gainesville, FL 32611-5350

Force Majeure. “Event of Force Majeure” means any strike (except those involving the employees or

agents of the party seeking protection of this clause), lockout, labor dispute, embargo, flood, earthquake,

storm, dust storm, lightning, fire, epidemic, act of God, war, national emergency, civil disturbance or

disobedience, riot, sabotage, terrorism, restraint by governmental order or any other occurrence beyond the

reasonable control of the party in question. Vendor shall give prompt notice to University of Florida of any

actual or potential labor dispute which may affect performance of this contract.

Applicable Law. The Agreement shall be governed by and construed in accordance with the laws of the

State of Florida and the rule and regulations of the Florida Board of Governors and the Contractor.

Contractor and Vendor shall have all remedies afforded each by said law. The venue in any action or

litigation commenced to enforce the Agreement shall be instituted in Alachua County, Florida.

Indemnification. The Successful Vendor shall indemnify, defend, and hold harmless the University of

Florida Board of Trustees, the University of Florida, the State of Florida and the Florida Board of

Governors, its officers, agents, and employees from any and all claims, demands, suits, actions,

proceedings, loss, cost, and damages of every kind and description, including attorneys’ fees and/or

litigation expenses, which may be brought or made against or incurred on account of loss of or damage to


any property or for injuries to or death of any person, caused by, arising out of, or contributed to, in whole

or in part, by reasons of any act, omission, professional error, fault, mistake, or negligence of Successful

Vendor, its employees, agents, representatives, or subcontractors, their employees, agents, or

representatives in connection with or incident to the performance of the Agreement. Successful Vendor’s

obligation under this provision shall not extend to any liability caused by the sole negligence of the

University Of Florida Board Of Trustees, Contractor, or its officers, agents, and employees. DUE TO ITS

SOVEREIGN IMMUNITY, UF WILL NOT AGREE TO INDEMNIFY VENDOR.

Public Records. All contract information becomes subject to Florida Public Records law,

F.S. Chapter 119. IF THE SUBCONTRACTOR HAS QUESTIONS

REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA

STATUTES, TO THE SUBCONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT

THE CUSTODIAN OF PUBLIC RECORDS AT (352) 846-3903,

email: [email protected], PO Box 113156, Gainesville, FL 32611-

3156

Travel. Any travel authorized by this Contract and being compensated separately shall be compensated in

accordance with the Contractor’s travel policy (http://www.fa.ufl.edu/directives-and-procedures/travel/)

and Subcontractor shall be required to provide all back-up documentation required by the policy.

Conflict of Interest. Vendors must disclose the name(s) of any officer, director, or agent who is also an

employee of the University of Florida. Further, Vendor must disclose the name of any University of

Florida employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Vendor’s

business.

State Vendor Lists. Subcontractor represents that neither it nor its affiliates is currently on, and for the past

36 months has been on, the State of Florida’s discriminatory vendor list (F.S. 287.134) or convicted vendor

list (F.S. 287.133).

Notices. All notices, consents, approvals and other communications (collectively, “Notices”) which may be

or are required to be given by either party shall be properly given only if made in writing and sent to the

address of Contractor or Subcontractor, as applicable, set forth in Exhibit A, as the same is modified in

accordance herewith, by hand delivery, U.S. Certified Mail (Return Receipt Requested) or nationally

recognized overnight delivery service. Telephone and facsimile numbers and e-mail addresses are listed

for convenience only. Either party may change its address for Notices by giving written notice to the other

party in accordance with this provision.

Termination. UF may terminate this Agreement by giving Vendor prior written notice of termination. UF

shall only be liable for payment of services rendered and accepted by UF prior to the date of termination.

Unilateral Cancellation. This Contract may be unilaterally canceled by Contractor for refusal by

Subcontractor to allow public access to all documents, papers, letters or other materials subject to the

provisions of Chapter 119, Florida Statutes, and made or received by Subcontractor in conjunction with this

Contract.

Miscellaneous. This Contract may be modified or altered only by written agreement signed by both

Contractor and Subcontractor. Time is of the essence with respect to this Contract. Subcontractor shall not

assign, transfer, delegate, subcontract, or otherwise dispose of, whether voluntarily or involuntarily, or by

operation of law, any right or obligation under this Contract. This Contract constitutes the entire agreement

of the parties with respect to the subject matter hereof. This Contract may be executed in multiple

counterparts, each of which shall be deemed a duplicate original, but all of which taken together shall

constitute one and the same instrument.


http://www.fa.ufl.edu/directives-and-procedures/travel/


Record-Keeping. Subcontractor agrees to retain all records relating to this Contract during the term and

for a period of five (5) years thereafter and to make those records available at all reasonable times for

inspection and audit by Contractor and/or the State of Florida Auditor General. In connection with an

inspection or audit, the records shall be provided at the Contractor’s Gainesville campus or other location

designated by Contractor upon reasonable notice to Subcontractor.


EXHIBIT C

TERMS AND CONDITIONS FROM SR #971

Section C 6.5

CLASS Pre-observations and WELS Training

The Contractor shall provide any subcontract for such services to the OEL Project and

Contract Managers for approval. The Contractor shall not enter into any subcontract until OEL has

approved the submitted contract.

Section C 10.5

CLASS Post-observations

The Contractor may subcontract with other entities to conduct CLASS post-observations and/or data entry

with participating providers. The Contractor shall provide any subcontract for such services to the OEL

Project and Contract Managers for approval. The Contractor shall not enter into any subcontract until OEL

has approved the submitted contract.

Section 23

Subcontracts

The Contractor shall not subcontract any of the work contemplated under the Contract without prior written

approval of the Office. Any subcontract or other transfer of duties and responsibilities without prior

approval of the Office shall be null and void.

The Contractor agrees to be responsible for all work performed and all expenses incurred with the Project.

If the Office permits the Contractor to subcontract all or part of the work contemplated under the Contract,

including entering into subcontracts with vendors for services and commodities, it is understood by the

Contractor that all such subcontract arrangements shall be evidenced by a written document which shall

include a detailed scope of work, specific deliverables with quantifiable, measurable and verifiable units,

performance measures and financial consequences and shall be subject to prior review and approval by the

Office. The review of the written subcontract document by the Office will be limited to a determination of

whether or not subcontracting is permissible and the inclusion of applicable terms and conditions of the

Contract. In subcontracting, the

Contractor shall ensure that the subcontractor has the same responsibilities to the Contractor with respect to

the subcontracted work that the Contractor has to the Office.

The Contractor shall administer the activities of the subcontractor. The Contractor further agrees that the

Office shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract

and the Contractor shall be solely liable to the subcontractor for all expenses and liabilities incurred under

the subcontract. The Contractor, at its expense, will defend the Office against such claims. The Contractor

retains sole responsibility for the qualifications of all persons working on this Contract whether

Contractor’s employees or any

Subcontractors’ employees.

In the event the State approves transfer of the Contractor’s obligations, the Contractor remains responsible

for all work performed and all expenses incurred in connection with the representatives of the Contractor.

VII. New/Unfinished Business D. Approval of the ELC/ECS University of

Florida/Lastinger Center Pasy for Performance Contract

Effective 8/1/16 -7/31/17*

*ACTION ITEM


Annual Board Meeting 09/21/2016

ACTION ITEM SUMMARY

DESCRIPTION Approval of the ELC/ECS University of Florida/Lastinger Center for Education Pay for Performance Contract effective 08/01/16 – 07/31/17

Reason for Recommended Action This contract is between the ELC and ECS to carry out the University of Florida/Lastinger Center for Education Pay for Performance Contract. (This was also added to ECS’s 2016/2017 primary contract with amendment #1.) This contract is basically the ‘back-up’ document/contract to the 2016/2017 ECS Primary Services Contract Amendment #1. This Contract for Services is made and entered into by and between Early Learning Coalition of North Florida (“ELC”), and Episcopal Children’s Services (“Contractor”) in cooperation with The University of Florida Board of Trustees, a public body corporate of the State of Florida for the benefit of its Lastinger Center for Learning (“University”). This is a quality initiative in its second year that is being OEL mandated. (It was known as the “Early Learning Florida” contract last year.) This is a professional development program for our child care providers that includes classroom assessments and Web-based Early LearningSystem (WELS) Training. For a full Scope of Services, please see Exhibit A starting on page 2 of the contract.


• The Coalition would not be able to extend this professional development opportunity to the selected providers in the Coalition’s service area (through ECS).

How the Action will be accomplished Approval of the ELC/ECS University of Florida/Lastinger Center for Education Pay for Performance Contract, and party signatures


CONTRACT FOR SERVICES

This Contract for Services (this “Contract”) is made and entered into as of this 18th day of August 2016, by and between Early Learning Coalition of North Florida (“ELC”), and Episcopal Children’s Services (“Contractor”) in cooperation with the University of Florida Board of Trustees, a public body corporate of the State of Florida for the benefit of its Lastinger Center for Learning (“University”), pursuant to the University contract #SR 971 with the Office of Early Learning (OEL) and authorized under Sections C 6.5, C 10.5 and Standard Contract Attachment I, Section 23, Subcontracts.

ELC hereby engages Contractor to provide the Services (hereinafter defined), and

Contractor hereby accepts such engagement, on the terms and conditions set forth in this Contract.

1. Services. Contractor shall perform the services described on Exhibit A, attached hereto and incorporated herein by reference (the “Services”). All Services shall be performed in a timely, diligent and professional manner, consistent with the best practices of Contractor’s industry.

2. Term. The term of this Contract is set forth on Exhibit A.

3. Compensation and Payment. ELC shall pay Contractor as the total compensation for the Services the amount set forth on Exhibit A, on the payment schedule set forth on Exhibit A. Contractor shall not be entitled to any other fees, reimbursements or compensation under this Contract. Contractor shall be responsible for the payment of all general excise taxes, income taxes and any other taxes required to be paid to federal, state and local taxing authorities with respect to any fees or other amounts paid to Contractor. Payment shall be made within thirty (30) days of satisfactory completion of the Services and presentation of a properly completed invoice.

4. Addresses for Notices. All Notices under this Contract shall be made in writing the

addresses set forth on Exhibit A.

5. Standard Terms. The standard terms and conditions of this Contract are set forth on Exhibit B, attached hereto and incorporated herein by reference. All capitalized terms, unless otherwise defined herein, shall have the meanings given to them in the Standard Terms. In the event of a conflict between the terms contained herein and the Standard Terms, the terms contained herein shall prevail.

6. Additional Terms. The additional terms and conditions of this Contract prescribed by

University of Florida Contract #SR 971 are set forth on Exhibit C only, attached hereto and incorporated herein by reference. In the event of a conflict between the terms contained herein and the Standard Terms, the terms contained herein shall prevail.

IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the date first set forth above.

ELC: CONTRACTOR: Early Learning Coalition of North Florida Episcopal Children’s Services

Signature: Signature: Name: Dawn E. Bell Name: Connie Stophel Title: C.E.O. Title: C.E.O. Date: Date:


EXHIBIT A

Episcopal Children’s Services (Contractor) agrees to support the implementation of Early Learning Florida and provide the University of Florida, Lastinger Center for Learning (Contractor) with the following support, services, and/or materials:

1. Scope of Services (Section 1).

A. Participate in Web-based Early Learning System (WELS) Training prior to entering data into WELS.

B. Conduct pre-Classroom Assessment Scoring System® (CLASS®) observations.

1. Contractor staff must be reliable and current for any CLASS® tools, and submit

CLASS® certifications for Contractor staff conducting observations. 2. Submit to the University of Florida, Lastinger Center for Learning for approval any

previously-conducted CLASS® observation intended for use as a classroom’s pre- observation.

3. All pre-CLASS® observations must be completed by 9/26/16 for Tier 2 and Tier 3 providers and by 10/31/16 for Tier 1 providers.

4. Enter all assessments into WELS accurately by 9/26/16 for Tier 2 and Tier 3 providers and by 10/31/16 for Tier 1 providers.

5. CLASS observations may be submitted for invoicing if they were designated by the Office of Early Learning as “active” at the time of the observation, regardless of their status at the end of the assessment period.

C. Conduct post-CLASS® observations.

1. Contractor staff must be reliable and current for any CLASS® tools, and submit

CLASS® certifications for Contractor staff conducting observations. 2. All post-CLASS® observations must be conducted between 4/1/2017 and 6/30/2017 for all tiers. 3. Conduct each post-assessment using the same CLASS® tool as was used in a classroom’s pre-

observation. 4. Enter all assessments into WELS accurately by 6/30/2017. 5. CLASS observations may be submitted for invoicing if they were designated by the

Office of Early Learning as “active” at the time of the observation, regardless of their status at the end of the assessment period.

D. Ensure data quality and integrity in WELS.

1. Modify and update WELS classroom names, as needed, to match classroom names OEL’s provider database.

2. Create teacher entries in WELS, as needed, and ensure they are assigned to WELS classrooms.

2. Term (Section 2). The term of this Contract shall begin on August 1, 2016 and terminate on July 31 2017. The term of this Contract may be extended by ELC for an additional period of one (1) year. If ELC desires to exercise this extension right, it shall so notify Contractor no later than thirty (30) days prior to the date the initial term expires.


3. Compensation and Payment Schedule (Section 3).

Payment Schedule

Entity Unit Cost Evidence of Completion

WELS Training: full $50 per Contractor staff member attending training System record (if live) or emailed date and time of completion

Pre-CLASS® observation $350 per observation Record of observation uploaded into WELS

Post- CLASS® observation

$350 per observation Record of observation uploaded into WELS

Total Contract not to exceed $ 27650

4. Notices (Section 4).

University: ELC: University of Florida for the benefit of its Lastinger Center for Learning


P. O. Box 117052 Gainesville, FL 32611

2450 Old Moultrie Rd, Ste. 103 St. Augustine, FL, 32086

Attn: Donald Pemberton, Director Attn: Dawn Bell, Executive Director Phone: (352) 273-4108 Phone: 9043422267 Fax: (352) 392-3505 Fax: 9043422268, Ext. Email: [email protected] Email: [email protected]




EXHIBIT B STANDARD TERMS AND CONDITIONS

Availability of Funds. The University’s performance and obligation to pay under this Contract is contingent upon an annual appropriation by the Legislature of the State of Florida and/or the allocation of funds through contractor or grant programs.

Tax Exempt. The University of Florida, an agency of the State of Florida, is exempt from State of Florida Sales Tax and Federal Excise Tax. Tax Exempt ID number 85-8012646174C-8

Payment. Vendor shall submit bills for compensation for services or expenses in detail sufficient for a proper pre-and post-audit. Vendor is responsible for any taxes due under this Agreement. UF’s performance and obligation to pay under the Agreement is contingent upon the State of Florida Legislature’s annual appropriation and/or the allocation of funds through contractor or grant programs. UF will make payment in accordance with UF Regulation 6c1-3.022. If UF does not issue payment within 30 days of receipt of a proper invoice, UF will pay to Vendor, an interest penalty at the rate established pursuant to §55.03(1) Fla. Stat. Vendors experiencing payment problems may contact the Vendor Ombudsman at (352) 392-1241.

Relationship of the Parties. Vendor is an independent contractor, and neither Vendor nor Vendor’s employees, agents, or other representatives shall be considered UF employees or agents. It is understood and agreed by the parties that nothing contained in this Contract shall be construed to create a joint venture, partnership, association, or other affiliation or like relationship between the parties, it being specifically agreed that their relationship is and shall remain that of independent parties to a contractual relationship as set forth in this Contract. Vendor shall not use UF’s name, trademarks, logos, or marks without UF’s prior written approval. Vendor represents and warrants that it is not on the Convicted Vendor List (see Fla. Stat. § 287.133(2)(a)). Each party hereby assumes any and all risk of personal injury and property damage attributable to the willful or negligent acts or omissions of that party and the officers, employees, and agents thereof. Vendor also assumes such risk with respect to the willful or negligent acts or omissions of Vendor’s subcontractors or persons otherwise acting or engaged to act at the instance of Vendor in furtherance of Vendor fulfilling Vendor's obligations under the Agreement.

Confidentiality of Information. If Vendor is exposed to UF’s confidential information, Vendor will keep such information confidential and will act in accordance with any guidelines and applicable laws (such as FERPA and the Gramm-Leach Bliley Act.) Confidential information shall not include information that is a public record pursuant to Florida law (Florida Statutes Chapter 119), and UF will respond to public records requests without any duty to give Vendor prior notice. This provision shall survive termination of the Agreement.

General Provisions. A. Nothing in this Agreement shall be construed as an indemnification of the Vendor by UF or as a waiver of sovereign immunity beyond that provided in Fla. Stat. §768.28. B. This Agreement may not be assigned or modified by either party except as agreed to in writing and signed by the parties, and this Agreement shall be binding upon the parties’ successors and assigns. C. Any clauses in the Agreement regarding: arbitration or mediation, restrictions on the hiring of Vendor’s employees or grants of exclusivity to Vendor are null and void. E. Vendor will have and maintain types and amounts of insurance that at a minimum cover the Vendor’s (or subcontractor’s) exposure in performing this Agreement. UF is self-insured, and will provide its Certificate of Insurance upon request; UF is not required to obtain additional insurance for this Agreement. F. This Agreement is governed by the laws of the State of Florida and venue of any actions arising out of this Agreement shall be in the state courts in Alachua County, Florida.

Sovereign Immunity. The University, as a public entity, is protected by sovereign immunity from tort liability, subject to a limited statutory waiver. The University will not agree to (i) indemnify or hold harmless any vendor; (ii) be liable for vendor’s attorneys’ fees under any circumstances; or (iii) binding arbitration or mediation. The Agreement shall not be construed or interpreted as (i) denying to either party any remedy or defense available to such party under the laws of the State of Florida; (ii) the consent of


University or the State of Florida or their agents and agencies to be sued; or (iii) a waiver of either University’s or the State of Florida’s sovereign immunity beyond the limited waiver provided in section 768.28, Florida Statutes.

Ownership of Works. All reports, studies, plans, deliverables, strategies, materials, discoveries, inventions, processes, designs, plans, trade secrets, data, information, documents and other work (collectively, "Work"), whether of a technical nature or not, made, developed or obtained by Contractor pursuant to this Contract or in connection with the provision of the Services shall be the sole and exclusive property of University and any copyrightable Work shall be deemed a "work made for hire" under the United States copyright laws. Should such Work not constitute a "work made for hire" under the United States copyright laws, Contractor hereby grants, transfers, assigns, and conveys to Contractor and its successors and assigns, the entire right, title, and interest in the Work or any part thereof. Immediately upon termination of this Contract for any reason, all Work, in whatever form, shall be turned over to University. This provision shall survive the termination of this Contract.

Payment Card Industry Data Security Standard. For e-commerce business and/or credit card transactions, Vendor agrees to be bound by the requirements and terms of the Rules of all applicable Card Associations, as amended from time to time, and be solely responsible for security and maintaining confidentiality of Card transactions processed by means of electronic commerce up to the point of receipt of such transactions by Bank.

Proposer is required to be in compliance with the requisites of the SAS 70 and/or Payment card Industry Data Security Standard.

Payment and Invoice Information. All invoices will need to contain either a UF purchase order number or the 8-digit department ID number of the department with which you are doing business. All invoices for payment should be submitted to the University of Florida via:

Email: email a .pdf or .tif file to [email protected]. The file must be attached to the email and not embedded within the email. There can be multiple files per email but each file should only contain one invoice.

or Mail to: UF – Accounts Payable PO Box 115350 971 Elmore Drive Gainesville, FL 32611-5350

Force Majeure. “Event of Force Majeure” means any strike (except those involving the employees or agents of the party seeking protection of this clause), lockout, labor dispute, embargo, flood, earthquake, storm, dust storm, lightning, fire, epidemic, act of God, war, national emergency, civil disturbance or disobedience, riot, sabotage, terrorism, restraint by governmental order or any other occurrence beyond the reasonable control of the party in question. Vendor shall give prompt notice to University of Florida of any actual or potential labor dispute which may affect performance of this contract.

Applicable Law. The Agreement shall be governed by and construed in accordance with the laws of the State of Florida and the rule and regulations of the Florida Board of Governors and the University. University and Vendor shall have all remedies afforded each by said law. The venue in any action or litigation commenced to enforce the Agreement shall be instituted in Alachua County, Florida.

Indemnification. The Successful Vendor shall indemnify, defend, and hold harmless the University of Florida Board of Trustees, the University of Florida, the State of Florida and the Florida Board of Governors, its officers, agents, and employees from any and all claims, demands, suits, actions, proceedings, loss, cost, and damages of every kind and description, including attorneys’ fees and/or litigation expenses, which may be brought or made against or incurred on account of loss of or damage to



any property or for injuries to or death of any person, caused by, arising out of, or contributed to, in whole or in part, by reasons of any act, omission, professional error, fault, mistake, or negligence of Successful Vendor, its employees, agents, representatives, or subcontractors, their employees, agents, or representatives in connection with or incident to the performance of the Agreement. Successful Vendor’s obligation under this provision shall not extend to any liability caused by the sole negligence of the University Of Florida Board Of Trustees, Contractor, or its officers, agents, and employees. DUE TO ITS SOVEREIGN IMMUNITY, UF WILL NOT AGREE TO INDEMNIFY VENDOR.

Public Records. All contract information becomes subject to Florida Public Records law, F.S. Chapter 119. IF THE SUBCONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE SUBCONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (352) 846-3903, email: [email protected], PO Box 113156, Gainesville, FL 32611- 3156

Travel. Any travel authorized by this Contract and being compensated separately shall be compensated in accordance with the Contractor’s travel policy (http://www.fa.ufl.edu/directives-and-procedures/travel/) and Contractor shall be required to provide all back-up documentation required by the policy.

Conflict of Interest. Vendors must disclose the name(s) of any officer, director, or agent who is also an employee of the University of Florida. Further, Vendor must disclose the name of any University of Florida employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Vendor’s business.

State Vendor Lists. Contractor represents that neither it nor its affiliates is currently on, and for the past 36 months has been on, the State of Florida’s discriminatory vendor list (F.S. 287.134) or convicted vendor list (F.S. 287.133).

Notices. All notices, consents, approvals and other communications (collectively, “Notices”) which may be or are required to be given by either party shall be properly given only if made in writing and sent to the address of University or Contractor, as applicable, set forth in Exhibit A, as the same is modified in accordance herewith, by hand delivery, U.S. Certified Mail (Return Receipt Requested) or nationally recognized overnight delivery service. Telephone and facsimile numbers and e-mail addresses are listed for convenience only. Either party may change its address for Notices by giving written notice to the other party in accordance with this provision.

Termination. UF may terminate this Agreement by giving Vendor prior written notice of termination. UF shall only be liable for payment of services rendered and accepted by UF prior to the date of termination.

Unilateral Cancellation. This Contract may be unilaterally canceled by University for refusal by Contractor to allow public access to all documents, papers, letters or other materials subject to the provisions of Chapter 119, Florida Statutes, and made or received by Contractor in conjunction with this Contract.

Miscellaneous. This Contract may be modified or altered only by written agreement signed by both University and Contractor. Time is of the essence with respect to this Contract. Contractor shall not assign, transfer, delegate, subcontract, or otherwise dispose of, whether voluntarily or involuntarily, or by operation of law, any right or obligation under this Contract. This Contract constitutes the entire agreement of the parties with respect to the subject matter hereof. This Contract may be executed in multiple counterparts, each of which shall be deemed a duplicate original, but all of which taken together shall constitute one and the same instrument.



http://www.fa.ufl.edu/directives-and-procedures/travel/

Record-Keeping. Contractor agrees to retain all records relating to this Contract during the term and for a period of five (5) years thereafter and to make those records available at all reasonable times for inspection and audit by University and/or the State of Florida Auditor General. In connection with an inspection or audit, the records shall be provided at the University’s Gainesville campus or other location designated by University upon reasonable notice to Contractor.


EXHIBIT C TERMS AND CONDITIONS FROM SR #971

Section C 6.5

CLASS Pre-observations and WELS Training

The ELC shall provide any subcontract for such services to the OEL Project and Contract Managers for approval. The ELC shall not enter into any subcontract until OEL has approved the submitted contract.

Section C 10.5

CLASS Post-observations

The ELC may subcontract with other entities to conduct CLASS post-observations and/or data entry with participating providers. The ELC shall provide any subcontract for such services to the OEL Project and Contract Managers for approval. The ELC shall not enter into any subcontract until OEL has approved the submitted contract.

Section 23

Subcontracts

The ELC shall not subcontract any of the work contemplated under the Contract without prior written approval of the Office. Any subcontract or other transfer of duties and responsibilities without prior approval of the Office shall be null and void.

The ELC agrees to be responsible for all work performed and all expenses incurred with the Project. If the Office permits the ELC to subcontract all or part of the work contemplated under the Contract, including entering into subcontracts with vendors for services and commodities, it is understood by the ELC that all such subcontract arrangements shall be evidenced by a written document which shall include a detailed scope of work, specific deliverables with quantifiable, measurable and verifiable units, performance measures and financial consequences and shall be subject to prior review and approval by the Office. The review of the written subcontract document by the Office will be limited to a determination of whether or not subcontracting is permissible and the inclusion of applicable terms and conditions of the Contract. In subcontracting, the ELC shall ensure that the subcontractor has the same responsibilities to the ELC with respect to the subcontracted work that the ELC has to the Office.

The ELC shall administer the activities of the subcontractor. The ELC further agrees that the Office shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract and the ELC shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract. The ELC, at its expense, will defend the Office against such claims. The ELC retains sole responsibility for the qualifications of all persons working on this Contract whether ELC’s employees or any Subcontractors’ employees.

In the event the State approves transfer of the ELC’s obligations, the ELC remains responsible for all work performed and all expenses incurred in connection with the representatives of the ELC.


VII. New/Unfinished Business E. Approval of Financials as of June 30, 2016*

*ACTION ITEM


FINANCE MANAGERS REPORT

Fiscal Year 2015-2016 June 2016 Financial Information Financial Statements This report is based on the June 2016 invoices processed and the SR 13th invoice to be processed. June 2016 Financial Statements have been used for this report as these reflect the end of the fiscal year. Please note that there is a loss of $277,619.53 which $267,891.33 was paid back to OEL this year for the prior fiscal year. Balance of loss will be recovered with the billing of the SR 13th invoices. School Readiness Grant Requirements and other significant data: Administrative Costs must be below 5% of the grant expenditure

• Costs are currently 4.54 % Direct costs for child care services (slots) must above 78% of the grant expenditure

• Expenditures are currently 80.16% • Average children served per month through January 2016 is 3,766.

Grant Expenditure on Direct Services (slots)-$ 11,650,359 Grant Expenditure for Administration & Indirect Services- $2,962,936 Percentage of Grant year: __100__% Percentage of Grant expended for the year: _98.87__% Voluntary Pre-K Grant Requirements and other significant data: Administrative Monitoring and Eligibility Costs must be below 4% of the grant expenditure

• Costs are currently _4.00__% Grant Expenditure on Direct Services (slots)-$12,297,631 Grant Expenditure on Administration & Indirect Services-$ 494,502 Percentage of Grant year: _100__% Percentage of Grant expended for the year: __100___% (includes advances) Average Children Served per Month through January 2016 is 4,750. Summary SR – School Readiness

• The coalition is _2.16 % above the minimum threshold for direct services. • The coalition is _.46 __% below the maximum threshold for administrative services.

VPK – Coalition Pre-K:

• The coalition is _0.00__% above the maximum threshold for administrative services.

Board Meeting 9-21-2016

of 2

Early Learning Coalition of North Florida 11:51 AM

Balance Sheet 09/08/2016

As of June 30, 2016 Accrual Basis

Jun 30, 16

ASSETS

Current Assets

Checking/Savings

1000 · Cash - Ameris 29,826.92

1026 · Money Market 26,195.40

Total Checking/Savings 56,022.32

Accounts Receivable

11000 · Accounts Receivable 966.02

Total Accounts Receivable 966.02

Other Current Assets

1050 · Petty Cash 200.00

1120 · Other Receivables

1125 · Other Receivables 12-13 0.43

1126 · Other Receivables 13-14 -4,904.44

1127 · 1127 Other Receivables 14-15 197,857.00

1128 · Other Receivables 15-16 1,418,603.97

Total 1120 · Other Receivables 1,611,556.96

1190 · Prepaid Expense 9,698.00

Total Other Current Assets 1,621,454.96

Total Current Assets 1,678,443.30

Fixed Assets

1300 · Equipment 8,548.66

1599 · Accumulated Depreciation -7,883.29

Total Fixed Assets 665.37TOTAL ASSETS 1,679,108.67

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

2000 · Accounts Payable 4,273.42

Total Accounts Payable 4,273.42

Other Current Liabilities

2010 · A/P-Other

2016 A/P Other - 2014-2015 -25,713.88

2014 · A/P Other - 2012-2013 1,280.50

2015 · A/P Other - 2013-2014 41,974.69

2016 · A/P Other - 2015-2016 1,607,603.90

Total 2010 · A/P-Other 1,625,145.21

2040 · Interest Due to State -2,692.30

2056 · Accrued Vacation/Sick Leave 15,929.55

2100 · Payroll Liabilities

2101 · SS/MC Liability 579.07

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Jun 30, 16

21011 · SUTA Liabilities -496.46

2102 · W/H Liability -611.72

2103 · 401K Liability -16.14

2104 · Health Insurance Liability 13,973.17

2105 · Aflac - Deduction

2105-1 · Aflac Post-Tax 109.50

2105-2 · Aflac Pre-Tax 98.82

Total 2105 · Aflac - Deduction 208.32

2106 · Dental Insurance Liability -2,063.97

2107 · Vision Insurance Liability 1,002.23

2109 · United Way Deduction 60.00

Total 2100 · Payroll Liabilities 12,634.50

2110 · Advances

2112 · Advance - VPK 157,487.20

Total 2110 · Advances 157,487.20

2140 · Due to CCR - SR 21,647.73

Total Other Current Liabilities 1,830,151.89

Total Current Liabilities 1,834,425.31

Total Liabilities 1,834,425.31

Equity

3000 · Opening Bal Equity 163,615.79

3900 · Retained Earnings -41,312.90

Net Income -277,619.53

Total Equity -155,316.64TOTAL LIABILITIES & EQUITY 1,679,108.67

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Early Learning Coalition of North Florida 11:55 AM

Profit & Loss Budget vs. Actual 09/08/2016

July 2015 through June 2016 Accrual Basis

Jul '15 - Jun 16 Budget

Ordinary Income/Expense

Income

4000 · Contracts Grants Financial Asst

4010 · Local Matching Revenues

4015 · Local Match - St Johns Co BCC 147,283.51 134,400.00

4016 · Local Match - United Way of SJC 25,000.00 25,000.00

Total 4010 · Local Matching Revenues 172,283.51 159,400.00

4050 · Gifts, Donations and Pledges 5,647.10

4120 · School Readiness

4121 · School Readiness Revenue 14,299,843.34 14,785,675.00

4120 · School Readiness - Other 5,381.08

Total 4120 · School Readiness 14,305,224.42 14,785,675.00

4130 · Voluntary Pre-Kindergarten

4131 · VPK Revenue 12,792,034.90 12,525,049.00

4133 · VPK Outreach & Awareness 32,441.94 32,442.00

Total 4130 · Voluntary Pre-Kindergarten 12,824,476.84 12,557,491.00

4140 · Performance Funding 36,034.00

Total 4000 · Contracts Grants Financial Asst 27,343,665.87 27,502,566.00

4100 · Investment Earnings

4101 · Investment Earnings 1,565.98

Total 4100 · Investment Earnings 1,565.98

4141 · ELFL - University of Florida 11,175.00

4210 · Early Learning Conference Fees 7,433.99

Total Income 27,363,840.84 27,502,566.00

Gross Profit 27,363,840.84 27,502,566.00

Expense

5000 · ER Provided Salaries/Benefits

5001 · Salaries, Benefits and Staffing

5130 · Employee Benefits

5135 · Health Insurance - HSA Accts 17,800.14 12,576.00

Total 5130 · Employee Benefits 17,800.14 12,576.00

5001 · Salaries, Benefits and Staffing - Other 317,650.94 398,822.00

Total 5001 · Salaries, Benefits and Staffing 335,451.08 411,398.00

5005 · Payroll Taxes 25,637.27 32,000.00

5007 · Benefits-Reemployment 72.80 200.00

5010 · Health Insurance 59,698.57 68,000.00

5020 · Retirement 16,450.15 17,500.00

5030 · Life, disability, other benefit 1,416.25 1,700.00

Total 5000 · ER Provided Salaries/Benefits 438,726.12 530,798.00

5100 · Staff Development

5101 · Staff Development 4,355.61 8,000.00

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5105 · Tuition Reimbursement 1,471.00 1,200.00

5100 · Staff Development - Other 3,110.20

Total 5100 · Staff Development 8,936.81 9,200.00

6000 · Professional Services

6001 · Accounting 3,500.00 3,750.00

6002 · Auditng 11,500.00 18,000.00

6005 · Information Technology 25.00

6010 · Legal 0.00 500.00

6025 · Printing & Reproduction 517.50 4,500.00

6030 · Repairs and Maintenance 0.00 500.00

6035 · Other 5,219.35 0.00

Total 6000 · Professional Services 20,761.85 27,250.00

6500 · Direct Services - Child Care

6502 · 97POO - Working Poor 7,653,652.19

6503 · 97ROO - At Risk of Abuse 2,538,661.77

6504 · 97GOO - Working TANF 23,039.07

6505 · 97GNW - Non-Working TANF 874,679.86

6506 · 97GSD - Gold Seal Rate Differ 538,440.03

6507 · 97PPO - Purchasing Pool 23,292.74

Total 6500 · Direct Services - Child Care 11,651,765.66

7000 · Occupancy

7001 · Office Sites - Occupancy 35,294.31 45,000.00

Total 7000 · Occupancy 35,294.31 45,000.00

7050 · Postage, Freight and Delivery

7051 · Postage, Freight and Delivery 1,088.46 950.00

7050 · Postage, Freight and Delivery - Other 247.59

Total 7050 · Postage, Freight and Delivery 1,336.05 950.00

7100 · Rentals

7101 · Rentals - Office Equipment 3,590.77 4,000.00

Total 7100 · Rentals 3,590.77 4,000.00

7150 · Supplies

7151 · Office Supplies & Expense Items 5,425.38 11,500.00

Total 7150 · Supplies 5,425.38 11,500.00

7200 · Communications

7201 · Communications 10,965.34 12,000.00

Total 7200 · Communications 10,965.34 12,000.00

7250 · Insurance

7251 · D & O 2,453.47 2,000.00

7260 · General Liability 3,259.37 2,300.00

7265 · Workers Compensation 1,086.50 1,200.00

Total 7250 · Insurance 6,799.34 5,500.00

7300 · Tangible Personal Property

7301 · Equipment >$1,000 1,965.60 2,000.00

7302 · Equipment <$1,000 1,433.00 5,000.00

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Total 7300 · Tangible Personal Property 3,398.60 7,000.00

7400 · Qualtiy

7401 · Quality & Classroom Supplies 17,616.70 60,000.00

7405 · Training Materials, Space 11,982.29

7410 · Consumer Education-Outreach Mat 23,232.05 0.00

Total 7400 · Qualtiy 52,831.04 60,000.00

7500 · Travel

7501 · Travel - In State 1,516.67 2,000.00

7505 · Travel - Out of Town 5,159.51 1,200.00

7510 · Travel - Local 8,396.80 15,000.00

Total 7500 · Travel 15,072.98 18,200.00

7600 · Other Expenses

7601 · Bank Fees 967.65 800.00

7605 · Application Software/Licenses 22.47 1,500.00

7610 · Web Service 17,873.76 25,000.00

7615 · Other employee expenditures 691.87 4,936.00

7620 · Dues and Subscriptions 10,667.16 11,111.00

7625 · Taxes, Licenses and Fees 0.00 500.00

7635 · Misc/Other Current Charges 1,979.51 7,500.00

Total 7600 · Other Expenses 32,202.42 51,347.00

8000 · Pass Through Payments

8100 · School Readiness

8110 · Non-Direct

8111 · 97BBA - Administration 296,823.91

81111 · 97FIR- Administration 9,882.51

8112 · 97BBD - Non-Direct Services 227,871.22

8113 · 97BDE - Eligibility Determ 625,560.08

8114 · 97QOO - Quality Services 441,027.48

81141 · 97QAS - SR Assessment 91,010.78

81142 · 97QTA - Provider Assistance 5,897.11

81143 · 97QPD - Prof Development 19,252.59

81144 · 97QCS - Child Screening 35,663.90

81146 · 97QPT - Parental Training 1,255.69

81149 · 97QVP - Quality Improvement 23,002.16

8115 · 97ICS - SR Child Screening 26,461.30

81151 · 97 IAS - Assessment - Inf/Todd 78,993.05

8116 · 97QI4 - Resource & Referral 234,957.92

8117 · 97QIN - Inclusion 101,295.41

8118 · 97INT - Infants & Toddlers 100,123.89

Total 8110 · Non-Direct 2,319,079.00

8135 · ELFL - University of Florida 22,300.00

8100 · School Readiness - Other 0.00 14,048,930.00

Total 8100 · School Readiness 2,341,379.00 14,048,930.00

8200 · Voluntary Pre-K

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8210 · Non-Direct

8211 · VPADM - VPK Admin 258,572.73

8212 · VPENR - Enrollment 158,492.96

8213 · VPMON 21,301.46

Total 8210 · Non-Direct 438,367.15

8220 · Direct

8221 · VPPRP - Prepay -92,820.10

8222 · VPPRS - VPK Slots 12,299,621.30

8224 · VPKSD - School Dist Minimum 91,012.90

Total 8220 · Direct 12,297,814.10

8230 · VPK Other Grants

8232 · VPLTR-VPK O & A

8232.01 · Baker County 1,946.51

8232.02 · Bradford County 1,297.68

8232.03 · Clay County 10,381.44

8232.04 · Nassau County 3,893.04

8232.05 · Putnam County 3,568.62

8232.06 · St. Johns County 11,354.65

8232 · VPLTR-VPK O & A - Other 0.00 32,442.00

Total 8232 · VPLTR-VPK O & A 32,441.94 32,442.00

Total 8230 · VPK Other Grants 32,441.94 32,442.00

8200 · Voluntary Pre-K - Other 0.00 12,479,049.00

Total 8200 · Voluntary Pre-K 12,768,623.19 12,511,491.00

8300 · Local Match Expense 172,283.51 159,400.00

Total 8000 · Pass Through Payments 15,282,285.70 26,719,821.00

8400 · Performance Funding

8410 · Performance Funding Pass Throug

8123 · 97PMC-MMCI Training 675.00

8125 · 97PFA-Project Management 27,081.00

8127 · PFPPR - ELPFPP Tier 1 4,290.00

8128 · PFPHN - Tier 1 in high needs 27,969.00

8131 · 97PFT - Technical Assistance 400.00

8410 · Performance Funding Pass Throug - Other 11,653.00

Total 8410 · Performance Funding Pass Throug 72,068.00

Total 8400 · Performance Funding 72,068.00

Total Expense 27,641,460.37 27,502,566.00

Net Ordinary Income -277,619.53 0.00Net Income -277,619.53 0.00

VII. New/Unfinished Business F. Approval of ELC 2016-17 Budget Proposal

Revision #1*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION ELCNF 2016-2017 Budget Proposal – Revision #1 Reason for Recommended Action The Coalition received the Notice of Award dated July 1, 2016

for the School Readiness Services, the Voluntary Pre-Kindergarten Services, the Outreach and Awareness and Monitoring Initiative and the Performance Funding Project. The Coalition’s Administrative Budget has been amended to utilize the amounts specified in the Notice of Awards received by the Office of Early Learning If this is not done, the following would occur:

• The Coalition budget would not match the 2016/2017 fund allocations from the State, and would therefore not be accurate as to the funds available to spend for 2016-2017.

• The Coalition will be at risk of potential questioned costs due to noncompliance with state statutes.

How the Action will be accomplished 2016-2017 Revised budget will be presented to the Board on

September 21, 2016 for approval.


Initial Revised 9-8-2016Local Match 159,400.00 0.00 159,400.00School Readiness 14,500,000.00 527,613.00 15,027,613.00Volunteer Pre-K 12,500,000.00 204,650.00 12,704,650.00VPK O&A 32,400.00 -136.00 32,264.00Unrestricted 5,500.00 0.00 5,500.00Other Program Revenue 0.00 0.00 0.00Interest 0.00 0.00 0.00

27,197,300.00 732,127.00 27,929,427.00ExpensesContract Services 0.00 0.00 0.00Health Ins - HSA Accts 20,101.00 -1.00 20,100.00Salaries 384,822.00 -34,322.00 350,500.00Reemployment Taxes 200.00 -100.00 100.00PR Taxes 31,664.00 -3,464.00 28,200.00Health Insurance 68,000.00 -2,000.00 66,000.00Pension 17,500.00 500.00 18,000.00Life, Disability 1,700.00 -200.00 1,500.00Staff Development 9,500.00 -300.00 9,200.00Tuition Reimbursement 800.00 400.00 1,200.00Accounting 1,500.00 2,000.00 3,500.00Auditing 14,500.00 3,500.00 18,000.00Legal 200.00 0.00 200.00Printing & Reproduction 4,500.00 -4,000.00 500.00Repairs & Maintenance 500.00 250.00 750.00Office Sites - Occupancy 35,000.00 4,000.00 39,000.00Postage, Freight & Delivery 500.00 1,000.00 1,500.00Rentals - Office Equipment 3,500.00 1,000.00 4,500.00Office Supplies 6,500.00 1,000.00 7,500.00Communications 12,000.00 0.00 12,000.00D & O Insurance 2,500.00 250.00 2,750.00General Liability 3,400.00 100.00 3,500.00Workers Compensation 1,100.00 100.00 1,200.00Equipment <$1,000 1,000.00 2,000.00 3,000.00Equipment >$1,000 2,000.00 500.00 2,500.00Travel - In State 2,000.00 0.00 2,000.00Travel - Out of Town 7,500.00 -1,000.00 6,500.00Travel - Local 12,000.00 0.00 12,000.00Bank Fees 1,200.00 -200.00 1,000.00Software/Licenses/Support 1,500.00 0.00 1,500.00Web Service 25,000.00 0.00 25,000.00Other employee expenditures 5,500.00 -750.00 4,750.00Dues & Subscriptions 15,500.00 -3,500.00 12,000.00Taxes, Licenses and Fees 500.00 0.00 500.00Misc. - Other Current Charges 7,500.00 0.00 7,500.00Joan - Quality 60,000.00 -10,000.00 50,000.00Total Expenses 761,187.00 -43,237.00 717,950.00ECS-SR 14,500,000.00 -86,474.00 15,027,613.00ECS VPK 12,500,000.00 204,650.00 12,704,650.00Local Match 159,400.00 0.00 159,400.00VPKOMAI 32,400.00 -136.00 32,264.00

ELC North FloridaFiscal Year 2016-2017

97BBA 715,187.00 -303,904.00 411,283.0097QOO 0.00 260,667.00 260,667.0097SYS 0.00 0.00 0.00VPK Admin 46,000.00 0.00 46,000.00Total Income 761,187.00 -43,237.00 717,950.00Total Expenses 761,187.00 -43,237.00 717,950.00Surplus (right now) 0.00 0.00 0.00

** The Board acknowledges that approval of the annual budget also approves local and overnight travel for both staff and CEO as the CEO deems fitting with coalition business. This budget also gives the CEO the

ability to work with board members and their travel as needed for coalition business.

Board Meeting September 21, 2016

VII. New/Unfinished Business G. Approval of B. Graham to attend the 2016

National Summit on Education Reform* (Nov. 30- Dec.3)

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of B. Graham to Attend the 2016 National Summit on Education Reform, Nov. 30 – Dec. 2, 2016 in Washington, DC.

Reason for Recommended Action ExcelinEd’s 9th annual National Summit on Education Reform, happening November 30 – December 2, 2016 in Washington, D.C.

Each year, ExcelinEd’s flagship event gathers national leaders, state policymakers, reform organizations and education stakeholders to share what works, what doesn’t and what’s next in education reform. Last year’s National Summit was attended by more than 900 education leaders from 45 states.

Travel Dates will be Nov. 30- Dec. 2, 2016

How the Action will be accomplished Once approved, travel arrangements will be made with costs not

to exceed $3500.

Early Learning Coalition of North Florida, Inc. Annual Board Meeting

September 21, 2016

VII. New/Unfinished Business H. Approval of ELCNF 2015-16 Annual Report*

*ACTION ITEM

HANDOUT


VII. New/Unfinished Business I. Approval of Disposal of Inventory*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of Disposal of Inventory Reason for Recommended Action Any disposal of property listed on Coalition inventory, must be board

approved in order to proceed with the removal of any item on the inventory. Staff is asking permission to dispose of items that are no longer in good working order and are listed in Fair, Poor, Obsolete, Scrap Condition for tag numbers:

• PSJ 15 / ECS 1190 –Laptop Dell Latitude D520 Serial # cn0nf7434864374b5006

• ELC 118 - Laptop - Panasonic Toughbook CF-C1 • ELC 119- Canon iP100 Portable inkjet Printer, Canon battery

pack, USB printer cable

If this is not done, the following would occur: • The Coalition would have to hold on to inventory that is no longer

being used.

How the Action will be accomplished Board Approval; then work with OEL on permission and approval on how to dispose of property.

Early Learning Coalition of North Florida, Inc. Board Meeting September 21, 2016

Florida Department of Education Office of Early Learning

ELC of North Florida Surplus Property Form

TO: OEL______________________ From: _ELCNF___________________________ PAGE: 1 of 1_____ _____250 Marriott Dr. ______ _________________________________ __Tallahassee, FL 32399_____ _________________________________ DATE: _08/29/16

ID Tag #

Description of Property ( w/name, make, model # and manufacturer)

Physical Location of Property Being Made Surplus

Condition* Serial Number

Comments ADDRESS:2450 Old Moultrie Rd. St. Augustine, FL 32086 CUSTODIAN DELEGATE: Kim Brumfield TELEPHONE NUMBER: 904-342-2267 ext 203 FAX NUMBER: 904-342-2268

118 Laptop - Panasonic Toughbook CF-C1

2450 Old Moultrie Rd. St. Augustine, FL 32086

Good 1FKSB32391 Equipment is obsolete

119 Canon iP100 Portable inkjet Printer, Canon battery pack, USB printer cable

2450 Old Moultrie Rd. St. Augustine, FL 32086

Good ACCY12318 Equipment is obsolete

*CONDITION OF PROPERTY: E = EXCELLENT; G = GOOD; F = FAIR; P = POOR; I HEREBY CERTIFY THIS PROPERTY AS SURPLUS. SUBMITTING CUSTODIAN DELEGATE SIGNATURE:_______________________________________________________________ SUBMITTING CUSTODIAN SIGNATURE: _________________________________________________________________________

Patty Larkin, Finance Manager

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VII. New/Unfinished Business J. Review of Board Membership

Informational


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B O A R D M E M B E R S H I P S U M M A R Y As of October 22, 2015

Position Name Term Start Date Term End Date B A K E R

Total Private Sector 0 B R A D F O R D

County Health Department Director or Designee Cynthia Kent September 2013 September 2017 Total Private Sector 0

C L A Y Governor Appointee Private Sector Ron Coleman November 22, 2013 April 30, 2016 Governor Appointee Private Sector *Brian H. Graham, Vice Chair May 14, 2015 April 30, 2019

Private Sector *Vina Delcomym July 2011 July 2019 Total Private Sector 3

N A S S A U District Superintendent of Schools or Designee Kristi Simpkins December 2013 December 2017

Total Private Sector 0 P U T N A M

Representative of Programs for Children with Disabilities under the Federal Individuals with Disabilities Education

Act Amy Lane December 2013 December 2017 Total Private Sector 0

S T . J O H N S Member Appointed by Bd. of County Commissioners or

the Governing Board of a Municipality James K. Johns June 2015 June 2019 Head Start Director *Mary Ann Holanchock July 2013 July 2017

Governor Appointee Private Sector CHAIR Nancy Pearson, Chair November 22, 2013 April 30, 2017 Private Sector *Adam Deputy December 2014 December 2018 Private Sector *Mike Siragusa June 2013 June 2017

Total Private Sector 3 M U L T I C O U N T I E S

DCF Regional Administrator or Designee Mala Ramoutar November 2014 November 2018 Regional Workforce Board Executive Director or

Designee Renee Williams, Treasurer (Baker, Clay, Nassau, Putnam, St. Johns) September 2014 September 2018

President of a Florida College System or Designee Dr. Myrna Allen (Clay, Putnam, St. Johns) September 2014 September 2018


of 2

Representative of Private For-Profit Child Care Providers Angelia Hough (Putnam, St. Johns) June 15, 2016 June 15, 2020

Representative of Faith Based Child Care Providers April Masters (Putnam, St. Johns) October 2012 October 2016

Central Agency Administrator Connie Stophel (All Counties) NA NA

Private Sector Mark Miner, Secretary (St. Johns) September 16, 2015 September 16, 2019

Private Sector Joy Stanton (St. Johns) March 16, 2016 March 16, 2020

Total Private Sector 2 Combined Total Private Sector (Must comprise MORE THAN 1/3 of total Board Membership): 8

TOTAL MEMBERSHIP 19 * Second 4 year term

• April Masters- Faith Based Child Care Provider is transitioning off the board in October of 2016. Theresa Little will be filling this position and attending her first meeting on December 7th.

• Angelia Hough- Private Child Care Provider has taken this position as of June 15, 2016.

• Connie Stophel- Has appointed designee Teresa Matheny for the Central Agency Position, pending approval at 9/21/16 board meeting.

• Ron Coleman- Governor appointee for the private sector has filed paperwork with the Governor’s office for approval of a second term.

• Nancy Pearson- Governor appointee for the private sector has been notified to file her paperwork with the Governor’s office for approval of a second term. Nancy’s current term is over April 2017.

• Mandatory Seats: Currently all mandatory seats are filled.

• Combined Total Private Sector (Must be comprised of MORE THAN 1/3 of total Board Membership): 1/3 of 18 = 5.9. We currently have 8 private sector members.

• Total Membership: 15 to 30 members. We currently have 19 board members.


VII. New/Unfinished Business K. Approval of Central Agency Adminstrator

Designee, Teresa Matheny*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of Central Agency Administrator Designee: Teresa Matheny designation.

Reason for Recommended Action Teresa Matheny is the Chief of Programs and Administration at ECS. She oversees the ELC of North Florida School Readiness and VPK contract as well as the Coach Jax contract with the Jacksonville Children’s Commission. Additionally Teresa oversees Human Resources and assists with policy for ECS. ELCNF has worked with Teresa for a number of years now and we have a strong partnership that we will continue to build upon. If this is not done, the following would occur: • The Coalition would be out of compliance by not having a

mandated seat filled.

How the Action will be accomplished Board approval; then OEL will be notified via Plan Amendment/Board Roster submission.


8443 Baymeadows Rd., Suite 1• Jacksonville, FL 32256 • Tel 904.726.1500 Fax 904.726.1520 • www.ecs4kids.org

Board of Trustees Jason Williams President Vicki Adams Treasurer/Secretary Vicki-lynne Gloger The Rt. Rev. John Howard Kerry Shewchuk Derrick Smith Mark Middlebrook Kristi Valaer Aiello James Tannheimer Rev. Allison DeFoor Lynn Flury Connie S. Stophel Chief Executive Officer

June 15, 2016

Ms. Dawn Bell


2450 Old Moultrie Road, Ste. 103

St. Augustine, FL 32086

Dear Ms. Bell,

Please accept this letter as notice that effective immediately I am

appointing Teresa Matheny, Chief of Programs & Administration, to

serve in my place for Episcopal Children’s Services on the Early Learning

Coalition of North Florida Board.

Teresa's knowledge has grown greatly in the field of early learning since

I hired her in October 2001, and I know that I can not only count on her

to keep me up to date on the ELC of North Florida happenings, but,

that she will be a tremendous asset to the ELC Board.

Thank you and best wishes in the continued good works that the

Coalition and its members do for so many children and families!

Sincerely,

Connie Stophel

CEO

VII. New/Unfinished Business L. Approval of Private Child Care Provider

Representative, Angelia Hough* (Retroactive to 6.15.16)

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Approval of Representative of Private For-Profit Child Care Providers: Angelia Hough

Reason for Recommended Action Angelia is the owner and director of God’s Little Creations Child Care, she attended St. John Community and Santa Fe Community College where she attained her credentials in early child care.

If this is not done, the following would occur: • The Coalition would be out of compliance by not having a

mandated seat filled.

How the Action will be accomplished Board approval; then OEL will be notified via Plan Amendment/Board Roster submission.


VII. New/Unfinished Business M. Approval of Revisions to the Coalition’s Personnel Policies and Procedures Manual*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Revisions to the Coalition’s Personnel Policies and Procedures Manual Reason for Recommended Action

Revision:

HR204 - Employment Reference/Criminal History Checks,

• Moved “References/Credentials” from near the end of the policy to near the beginning.

• Added that the Coalition will verify the highest level of education, professional licensing, and employment history – those that are applicable to the position applied for.

• Added that the Coalition will arrange and pay for all required background screenings.

• Revised to make clear that the 5 year re-screenings will be done prior to the anniversary date(s).

• Removed references to ‘caretaker’ in two places.

• Added a subsection title near the end of the policy for “Subrecipient/Subcontractor Compliance”.

HR604 – Drug and Alcohol Use/Drug Free Workplace,

• Added a “Notification to All Employees” section that specifies that the unlawful manufacture, distribution, dispensing, possession, or use of controlled substance is prohibited.

• Added that employee notification of a criminal conviction for drug-related activity occurring in the workplace must be in writing.


• The Coalition would not have corrected policies and procedures, nor would the Coalition have corrective action items for the OEL bi-annual Accountability Review.

How the Action will be accomplished

Approval of the Personnel Policies and Procedures Manual revisions listed above.


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, 02/12/13, 04/03/13, 11/05/14, 03/16/16, 09/21/16 The Coalition will conduct reference and criminal history checks on all prospective and current employees, as well as volunteers, as outlined within this policy. QUALIFIED ENTITY A “qualified entity”, as defined in s. 943.0542, F.S., means a business or organization, whether public, private, operated for profit, operated not-for-profit or voluntary, that provides care or care placement services, including a business or organization that licenses or certifies others to provide care or care placement services. The Coalition is a qualified entity and therefore is registered with the Florida Department of Law Enforcement (FDLE). The Coalition requires any sub-recipient, contractor, or subcontractor it retains that also meets the definition of qualified entity to likewise register and have all of the employees it assigns to work under agreement screened in a manner consistent with s. 943.0542, F.S. For monitoring and audit purposes, the Coalition maintains on file verification for all Coalition personnel and any sub-recipient or contractor’s personnel per the guidelines of the OEL Grant Agreement current during the time of background screening processing. REFERENCES/CREDENTIALS The Coalition will verify (for all employees and volunteers) where applicable; clear background screenings, educational and professional credentials, and employment history/references prior to the first day of employment/assignment. The Coalition will verify the highest level of education claimed (if the position requires), applicable professional licenses claimed (if position requires), and employment history (if position requires) for Coalition staff AND for Qualified Entities that are subrecipients/subcontractors and their staff. Documentation of these verifications will be maintained by the Coalition. CRIMINAL BACKGROUND SCREENING PROCEDURE 1. As applicable, the potential or current employee (or volunteer) must have a criminal background check processed prior to the first day of employment (or volunteer work), and screened in a manner consistent with Section 943.0542, F.S. The Coalition shall arrange for and pay all costs for the background screenings. If appropriate, the applicant and employee must meet criteria for background screening as required for child care personnel in child care licensing regulations. 2. The personnel staff will complete and submit the appropriate paperwork for the criminal

1 Early Learning Coalition of North Florida

Personnel Policies and Procedures

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 Baker, Bradford, Clay, Nassau, 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. Effective July 1, 2012 all new employees will be screened, 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 prior to the five-year renewal from anniversary date of the last screening).

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 and Board Members Any volunteer who will have contact with children 10 hours per month or MORE is required to have a Level II screening. 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. All potential and current volunteers (including board members) who will have contact with children on an intermittent basis (LESS than 10 hours per month) are NOT required to be background screened as long as a person who meets the Level II background screening requirements (as set forth in s. 435.04, F.S) has the volunteer in his or her line of sight during any interaction with children (per 2012/2013 Grants Agreement section (45)(a) and e-mail correspondence from Kathy Summers, OEL Business Analyst dated 02/27/13 with OEL Memorandum dated November 19, 2012 “Background Screening Follow-Up Guidance”). Reading Pals Although not required, the Coalition may process Level I screenings for volunteers of its “Reading Pals” program. The Coalition also ensures that the volunteers do not meet or exceed 10 hours per month contact with children. Reading Pal volunteers complete the Coalition’s Volunteer Application and Affidavit of Good Moral Character. Upon completion, the Coalition personnel staff submits 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 performs 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. 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 C.E.O. 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 C.E.O. 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 C.E.O. 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 C.E.O. 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 his/her assignment, 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.



http://www.nsopw.gov/Core/Portal.aspx

10. The Coalition will verify (for all employees and volunteers) where applicable; clear background screenings, educational and professional credentials, and employment history (if required by the position) prior to the first day of employment/assignment. Documentation of these verifications will be maintained by the Coalition. SUBRECIPIENT/SUBCONTRACTOR COMPLIANCE 11. Any subrecipient, contractor or subcontractor who does not meet the definition of “Qualified Entity” but who will perform duties under contract with the Coalition and who is permitted access to a child care location while children are present, or who will have access to confidential information about the children in care or their family shall comply with all of the above. 12. Any contractor or subcontractor who does not meet the definition of “Qualified Entity” and who will perform duties under this contract but will have absolutely no interaction with nor be present around a child in care nor will they have access to any confidential information about either a child in care or his family is not required to submit its employees to a background screening.

Early Learning Coalition of North Florida 4 Personnel Policies and Procedures

HR604 Drug and Alcohol Use/Drug Free Workplace Effective Date: 02/19/08 Revision Date: 11/05/14, 09/21/16

It is the Coalition's desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

While on the Coalition premises and while conducting business-related activities off the Coalition premises, no employee will use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

NOTIFICATION TO ALL EMPLOYEES:

The unlawful manufacture, distribution, dispensing, possession, or use of controlled substance is prohibited in all Coalition workplaces. As a condition of employment, all employees will abide by the terms of this statement.

Violations of this policy will lead to disciplinary action, up to and including immediate termination of employment or required participation in a Coalition approved substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

To be a Coalition approved program, the program must have been federal, state or local, health, law enforcement or other appropriate agency approved for such purposes. A listing of all Coalition approved available drug counseling, rehabilitation and/or employee assistance programs is posted to the company share drive and is available to all Coalition employees at any time. This listing is located in the “Drug Free Workplace” folder. In addition, it can be requested at any time.

Under the Drug-Free Workplace Act, an employee who performs work for a government contract or grant must notify the Coalition in writing of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five days of the conviction.

Employees with questions on this policy or issues related to drug or alcohol use in the workplace should raise their concerns with their supervisor or the C.E.O. without fear of reprisal.

Early Learning Coalition of North Florida 5 Personnel Policies and Procedures

VII. New/Unfinished Business N. Approval of Revisions to the Coalition’s

Operational Policies and Procedures*

*ACTION ITEM


ACTION ITEM SUMMARY

DESCRIPTION Revisions to the Coalition’s Operational Policies and Procedures Reason for Recommended Action Revisions:

OP204 - Public Records Request, added redaction processes to end of policy, post OEL Bi-annual Accountability Review (Management Addendum)


• The Coalition’s Operational Policy would not be updated and compliant with OEL requirements.

How the Action will be accomplished Approval of the revisions listed above.


OP204 Public Records Request Effective Date: 07/20/11 Revision Date: 03/16/16, 09/21/16 Public Access to Information/Documentation The Coalition adheres to the following procedures in order to comply with public disclosure requirements: 1. It is preferable that all requests for Coalition records must be in writing, but not required.

2. The Coalition is only required to provide records that it maintains. The Coalition is not required

to generate new forms or records if the requested information is not already part of records made or received as part of its operations.

3. If an exempt record is requested, the Coalition must state/document the basis for its refusal to release the requested exempt record.

4. Public records include any hard copy or electronic copies of records made or received by any public agency in the course of its official business. Records such as policies, program results, computer records, emails, Face Book and text messages are all available for inspection unless specifically exempted in state statute.

5. The Coalition maintains public records of vital, permanent, or archival files safeguarded (i.e., in fireproof and waterproof safes, vaults, or rooms fitted with noncombustible materials) and easily accessible when records are retained in the Coalition’s offices or stored offsite.

6. To protect individuals’ right to privacy and to prevent identity theft, all applicable documentation will redacted to obscure/remove personally identifiable information (P.I.I.) prior to review or release of such records. The redaction will be done per the Coalition’s processes at the end of this policy.

7. Public records may be inspected by any person desiring to do so, if available staffing and hours of operation allow. This review of records will be supervised by the custodian of the public records (F.S. 119.07 (1) (a)). If staffing levels and hours of operation do not allow for this at the time of request, an alternate date and time will be arranged immediately.

8. For all requests for copies of documents, the Coalition shall require prepayment of all copying and shipping charges. For requests that are received without prepayment, the Coalition will notify the requester of this policy via phone call, letter, or e-mail within five (5) business days of receipt of the original request.

9. The copying cost charged for providing copies of requested documents shall be $0.15 for each one-sided copy and $0.20 for each two-sided copy (costs per F.S. 119.07). All copies shall be shipped to requesters via Priority Mail, thus, shipping charges will be a standard $5.00 if copies fit into a priority flat rate envelope. If shipment is larger, the fee will be based on the estimated weight of shipment.

10. After request and payment are received, all requested copies shall be supplied/shipped to the requester no later than thirty (30) calendar days.

11. The Coalition shall accept certified checks and money orders for requests for copies made in person or in writing.

Coalition Redaction Processes: Redaction is a process of removing from or hiding sensitive information in documents. These can include documents in the public record that may contain personally identifiable information (P.I.I.) such as Social Security Numbers, telephone numbers, addresses, and other details that are sensitive and personal information. Information is redacted to protect individuals’ right to privacy and to prevent identity theft. The particular redaction method selected will be determined by how many documents must be redacted and in what time frame. Manual Redaction This is as simple as placing black tape over a copy of the original document, the information to be redacted, or covering the information using a thick, black marker. Then visually verifying the redacted information is not readable. Redaction Using Software Redaction functionality may be available in the software used to produce the document. Microsoft promotes a free add-in for Microsoft Word 2007 and 2010 that permanently redacts fields highlighted by the user. And Adobe Acrobat began offering a redaction function in version 8 of its popular software. However, using these applications may leave metadata that may include information that was manually redacted. Therefore, the final document must be a scanned document and not left in its original electronic format. Redaction as a Service Some companies offer complete redaction services as an alternative to in-house redaction functions.

The benefits of Redaction as a Service is its high-volume capacity: some companies can redact 100,000 or more documents per day. In addition, these services typically provide quality review processes that use automated and manual methods to review redacted areas and correct or amend areas in question.

Redaction as a Service is useful in situations where you have a large volume of historical records that must be redacted thoroughly and quickly, and you lack the manpower to redact the records yourself. Should the Coalition ever be required to fulfill a very large request for public records, it may choose to procure such a service.

Early Learning Coalition of North Florida Operational Policies and Procedures

2

VII. New/Unfinished Business O. Election of Officers*

*ACTION ITEM

HANDOUT


BYLAWS Adopted: 03/20/2013 Effective: 07/01/2013 Revised: 09/16/2015

ARTICLE V OFFICERS

Section 5.1. ELECTION OF OFFICERS: The officers of the Coalition shall consist of the Chair, Vice Chair, Treasurer, and the Secretary. The Governor of Florida will appoint the Chair of the Coalition, who is a private sector member, as well as two additional private sector board members. A member in good standing shall be eligible for nomination and election to any office of this Coalition, other than the Chair. The following applies to all offices, except for Chair. 5.1.1. The Board shall convene in the first quarter of the fiscal year for their annual meeting at which time they will determine eligible candidates for office and to prepare an official slate of nominees. Any person so nominated shall give their consent to nomination and election as an officer. 5.1.2. Elected officers shall be voted on at the annual meeting, and installed at the next regularly scheduled meeting and shall serve for a term of one year or until a successor is duly qualified and elected. Officers may serve in the same position for a maximum of two consecutive years. 5.1.3. If an office is vacated prior to the completion of a one year term, a member in good standing may be appointed by the Chair and approved by the members to fill the vacancy until the term ends. Section 5.2. OFFICERS OF THE COALITION:

5.2.1. The Chair shall preside at all meetings of the Coalition and perform the duties which are the will of the full Board. The Chair shall appoint Chairs of all Committees, except for the Executive/ Administrative Committee Chair in which the Board Chair serves as Chair. 5.2.2. The Vice Chair shall perform the duties of the Chair when the Chair is absent and have such other responsibilities as may be designated by the chair. 5.2.3. The Treasurer, in cooperation with the relevant Coalition staff, ensures accurate accounting of monies received and expended for the use of the Coalition and will make a monthly report at the Coalition Board Meetings. 5.2.4. The Secretary shall with administrative staff to ensure that notice required by these bylaws is given, keep records of all proceedings of the Coalition in cooperation with the staff, keep record of attendance, and report correspondence to the Coalition at each meeting. Correspondence shall be conducted relative to the nomination of required membership and any other business as called upon by the Chair. The Secretary shall perform the duties of the Chair when the Chair and Vice Chair are absent and have such other responsibilities as may be designated by the Chair.

OFFICER LOG

FY 2016-17 Position Name Term Reappointed To Term

Vice-Chair October 2016-September 2017 Secretary October 2016 – September 2017 Treasurer October 2016 – September 2017


Vice-Chair Brian Graham October 2015-September 2016 Secretary Mark Miner October 2015 – September 2016 Treasurer Renee Williams October 2015 – September 2016


Vice-Chair Ron Coleman October 2014 – September 2015 Secretary Brian Graham October 2014 – September 2015 Treasurer Cyndi Stevenson October 2014 – September 2015

FY 2013-14

Position Name Term Reappointed To Term Vice-Chair Ron Coleman October 2013 – September 2014 Secretary Jared Dollar October 2013 – September 2014 Treasurer Sam Garrison October 2013 – September 2014

FY 2012-13

Position Name Term Reappointed To Term Vice-Chair Sherry Russell November 2012 – October 2013 Secretary Jared Dollar November 2012 – October 2013 Treasurer Patricia Hubbard November 2012 – October 2013


FY 2011-12

Position Name Term Reappointed To Term Vice-Chair Jared Dollar November 2011 – October 2012 Secretary Patricia Hubbard November 2011 – October 2012 Treasurer Sherry Russell November 2011 – October 2012

FY 2010-11

Position Name Term Reappointed To Term Vice-Chair Jared Dollar November 2010 – October 2011 Secretary Patricia Hubbard November 2010 – October 2011 Treasurer Sherry Russell November 2010 – October 2011

FY 2009-10

Position Name Term Reappointed To Term Vice-Chair John Birney November 2009 – October 2010 Secretary Melanie Brown November 2009 – October 2010 Treasurer Ken Forrester November 2009 – October 2010

FY 2008-09

Position Name Term Reappointed To Term Vice-Chair John Birney November 2008 – October 2009 Secretary Cyndi Stevenson November 2008 – October 2009 Melanie Brown 12/03/08 – October 2009 Treasurer Betsy Lewis November 2008 – October 2009 Ken Forrester 02/04/09 – October 2009

FY 2007-08

Position Name Term Reappointed To Term Vice-Chair Vickie Cofield November 2007 – October 2009 Secretary John Birney November 2007 – October 2009 Treasurer Betsy Lewis November 2007 – October 2009


Slate of Officers 2016-17

Board Member Name: Vice-Chair:

Secretary:

Write In Candidate: Write In Candidate: Treasurer:

Write In Candidate: Write In Candidate:


VII. New/Unfinished Business P. Standing Committee Discussion and Sign-up

HANDOUT


ARTICLE VI COMMITTEES

Section 6.1. COMMITTEES AND COMMITTEE MEMBERSHIP: Ad hoc committees may be established by the Coalition Chair as deemed necessary for a specific purpose or task. Standing Committees of the Coalition shall include: An Executive/Administrative Committee. The Chair of this standing committee may designate ad-hoc committees to perform a specific task or function. Committee Chair’s shall be appointed by the Chair of the Coalition, except for the Cahir of the Executive/ Administrative Committee, who will be the Chair of the Board. 6.1.1. Executive/Administrative Committee: The Coalition will establish a standing committee, the Executive/Administrative Committee. This committee shall have and exercise the authority of the Coalition between scheduled meetings of the Board and when a decision must be made before the next scheduled Board meeting. This committee has the full empowerment of the Coalition to make decisions on behalf of the Board as long as quorum is present. Actions of the Executive/Administrative Committee shall be ratified by the Board at the first meeting following the action. The committee will be comprised of the chair of the board, who shall be the committee chair, the Vice-Chair, the treasurer, the secretary, and at least four additional members. The chair of this committee or by the majority of the committee, may commune Ad hoc committees for a specific purpose or task. The Committee is charges with the oversight of budget development, accurate tracking of expenditures, monitoring and accountability of the funds, and will ensure adequate financial controls in coordination with appropriate staff. This committee will also lead the board in regularly reviewing and updating the board committee structure, the board committee statement of its roles and areas of responsibility, what is expected of individual board members as well as recruitment and retention of board members and other activities outlined in the board governance policy. The committee will also regularly review the board’s practices regarding member participation, conflict of interest, confidentiality, and suggest improvement where needed. Section 6.2. COMMITTEE MEMBERSHIP 6.2.1. The Chair of each committee shall be appointed by the Chair of the Coalition, except for the Chair of the Executive/Administrative Committee. 6.2.2. Each Coalition committee shall consist of the committee Chair and other Coalition members. Each committee shall consist of the committee chair and at least four additional members of the Coalition. 6.2.3. Meeting minutes shall be provided to members at least five (5) days prior to the next regularly scheduled meeting.

6.2.4. Notice of all committee meetings will be made pursuant to Florida Statute 286.011.

COMMITTEE SIGN-UP

EXECUTIVE-ADMINISTRATIVE COMMITTEE The Exec Admin Committee will meet via Conference Call on the 1st Wednesday of the months of August, November, February, and May at 10:30 a.m.

SIGN - UP 1 Chair: NANCY PEARSON 7 2 Vice-Chair: 8 3 Treasurer: 9 4 Secretary: 10 5 11 6 12

Board Meeting September 21, 2016 Early Learning Coalition of North Florida, Inc.

VII. New/Unfinished Business Q. Code of Ethics

HANDOUT


OP202 Code of Ethics Effective Date: 08/05/09 Revision Date: 02/03/10, 04/07/10, 02/02/11, 02/12/13, 12/04/13, 06/17/15 The Coalition’s Code of Ethics (also known as a Code of Conduct) is a compilation of what business conduct is expected from all of its employees and board members as it pertains to (but not limited to) each of four aspects of the Coalition’s business processes: Personnel, Accounting and Financial, Procurement of Goods or Services, and Contract Management and Monitoring. Upon hire, acceptance, or assignment, each individual is required to read the Coalition’s Code of Ethics and sign the Coalition’s Code of Ethics Acknowledgment of Compliance form, and then annually for each subsequent year of employment or affiliation. The following are a few generalized examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment or board assignment: • Theft or inappropriate removal or possession of property • Contributing to the misrepresentation or falsification of documents • Altering, covering up, falsifying, or destroying any document that may be relevant to an official

investigation • Insubordination or other disrespectful conduct • Unauthorized disclosure of confidential information • Unsatisfactory performance or conduct More specific examples of misconduct and/or unethical behavior are discussed in the following four areas of key operations. Personnel

The successful business operation and reputation of the Coalition is built upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.

The continued success of the Coalition is dependent upon our clients' trust and we are dedicated to preserving that trust. Employees owe a duty to the Coalition, its clients, and Board representatives to act in a way that will merit the continued trust and confidence of the public.

The Coalition will comply with all applicable laws and regulations and expects its Board of Directors, C.E.O., managers, supervisors, and employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct.

In general, the use of good judgment, based on high ethical principles, will guide you with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor.

Compliance with this policy of business ethics and code of conduct is the responsibility of every Coalition employee. Disregarding or failing to comply with this standard of business ethics and code of conduct could lead to disciplinary action, up to and including possible termination of employment. Accounting and Financial

Practice of Ethical Behavior Unethical actions, or the appearance of unethical actions, are unacceptable under any conditions. The policies and reputation of Coalition depend to a very large extent on the following considerations. Each employee must apply her/his own sense of personal ethics, which should extend beyond compliance with applicable laws and regulations in business situations, to govern behavior where no existing regulation provides a guideline. Each employee is responsible for applying common sense in business decisions where specific rules do not provide all the answers. In determining compliance with this standard in specific situations, employees should ask themselves the following questions: 1. Is my action legal? 2. Is my action ethical? 3. Does my action comply with Coalition policy? 4. Am I sure my action does not appear inappropriate? 5. Am I sure that I would not be embarrassed or compromised if my action became known within

the Coalition or publicly? 6. Am I sure that my action meets my personal code of ethics and behavior? 7. Would I feel comfortable defending my actions on the 6 o’clock news? Each employee should be able to answer "yes" to all of these questions before taking action. Each board member and C.E.O. is responsible for the ethical business behavior of her/his subordinates; and must carefully weigh all courses of action suggested in ethical, as well as economic, terms and base their final decisions on the guidelines provided by this policy, as well as their personal sense of right and wrong. To the extent that the C.E.O. authorizes other managers to perform certain activities, those managers become responsible for those portions of the organization’s system of internal control, and at no time is Coalition management allowed to override an Internal Control process.

Compliance with Laws, Regulations, and the Coalition Policies The Coalition does not tolerate:

• The willful violation or circumvention of any federal, state, local, or foreign law by an employee during the course of that person's employment;

• The disregard or circumvention of the Coalition policy or engagement in unscrupulous dealings. • Any attempt of management to override a financial internal control process.

Employees should not attempt to accomplish by indirect means, through agents or intermediaries, that which is directly forbidden.

The performance of all levels of employees will be measured against implementation of the provisions of these standards.

Legal Action In the event that legal services are required for active or pending litigation, the Board of Directors must be notified in advance and approval for such action granted. This notification should include, at a minimum, a description of the services to be rendered, anticipated fees, and allowability of the expense in regards to the use of grant award funds. Procurement of Goods or Services Code of Conduct Employees and board members should strive at all times to make decisions and take actions that make concrete contributions to the professional, financial and organizational welfare of the Early Learning Coalition and its counties and communities.

Receiving Business Gifts Employees and board members are expected to be professional about receiving gifts from clients, providers, vendors, suppliers, and other organizations the Coalition directly or indirectly conducts business with. This includes the purchase of business related meals and after work refreshments. Contract Management and Monitoring Coalition Ethics 1. Staff members are prohibited by Chapter 112, Part III, F.S., from soliciting or accepting anything of value that would cause them to be influenced in the discharge of their responsibilities.

2. Examples of ethics violations include, but are not limited to the following:

(a) Deliberately failing to disclose a conflict of interest in the course of one’s duties. (b) Engaging in or carrying on a business enterprise with a client or person doing business with the Coalition. (c) Accepting or requesting gifts or gratuities from contractors, providers, or clients in violation of the Coalition’s Code of Ethics.

3. Staff members are prohibited from revealing client names or other confidential information from the Coalition or contractors records to unauthorized persons. Examples include releasing HIV/AIDS client names or reporter information from the Florida Protective Services System.

4. Staff members are expected to conduct themselves in a manner that favorably reflects upon the Coalition, and themselves.


CODE OF ETHICS ACKNOWLEDGEMENT OF COMPLIANCE FORM

This form must be completed, signed, and submitted for each Coalition board member, and employee upon hire, acceptance, or assignment, and then annually for each subsequent year of employment or affiliation. This acknowledgement form is submitted by ______________________________, a Coalition board member or employee of the Early Learning Coalition of North Florida, Inc. By signing below, I certify that I have read, understood, and agree to be (and remain) in compliance with all of the provisions of the Coalition’s Operational Code of Ethics Policy #OP202. . Name (printed) . Position with the Coalition (board member or employee) . Signature . Date

VII. New/Unfinished Business R. Conflict of Interest

HANDOUT


OP203 Conflict of Interest Effective Date: 08/05/09 Revision Date: 02/03/10, 04/07/10, 12/28/10, 02/02/11, 02/12/13, 06/17/15, 03/16/16 The Coalition’s Conflict of Interest Policy is a compilation of policies as it pertains to (but not limited to) each of three aspects of the Coalition’s business processes: Personnel, Accounting and Financial, and Procurement of Goods or Services. Annually, Coalition board members and employees are required to review, complete, and sign the Coalition’s Conflict of Interest Questionnaire. Personnel Employees and board representatives have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which the Coalition wishes the business to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. The Coalition adheres to the highest legal and ethical standards applicable in our business. The Coalition business is conducted in strict observance of both the letter and the spirit of all applicable laws and the integrity of each employee are of the utmost importance.

Employees of the Coalition shall conduct their personal affairs in such a fashion that their duties and responsibilities to the Coalition are not jeopardized and/or legal questions do not arise with the respect to their association or work with the organization.

An actual or potential conflict of interest occurs when an employee or board representative is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of the Coalition's business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No "presumption of guilt" is created by the mere existence of a relationship with outside firms. Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which the Coalition does business, but also when an employee or relative receives bribes, substantial gifts, or special consideration, as a result of any transaction or business dealings involving the Coalition. Outside Employment/Conflict of Interest Questionnaire Employees may hold outside jobs as long as they meet the performance standards of their job with the Coalition. All employees will be judged by the same performance standards and will be subject to the Coalition's scheduling demands, regardless of any existing outside work requirements.

If the Coalition determines that an employee's outside work interferes with performance or the ability to meet the requirements of the Coalition as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with the Coalition.

Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals outside the Coalition for materials produced or services rendered while performing their jobs with the Coalition.

Employees who have their own businesses must disclose such interest to the company in accordance with its conflicts of interest policy. Generally, the Coalition will not purchase from a business owned by one of its employees.

Each year, employees and board members must complete a conflict of interest questionnaire. Accounting and Financial Introduction In the course of business, situations may arise in which the Coalition decision-maker has a conflict of interest, or in which the process of making a decision may create an appearance of a conflict of interest. All board members, the C.E.O., and employees have an obligation to:

1. Avoid conflicts of interest, or the appearance of conflicts, between their personal interests and those of the Coalition in dealing with outside entities or individuals,

2. Disclose real and apparent conflicts of interest to the Board of Directors, and 3. Refrain from participation in any decisions on matters that involve a real conflict of interest or the

appearance of a conflict. What Constitutes a Conflict of Interest? A potential conflict of interest arises when a board member, C.E.O. or employee involved in making a decision:

• Is, or has an immediate family member, or owns a business entity in a position to benefit (directly or indirectly) from his/her dealings with the Coalition or person conducting business with the Coalition.

• Has direct or indirect ownership of more than five (5) percent of the total assets or capital stock, cumulatively, of one or more of the proscribed sources of income. “Proscribed sources of income” are derived from interests in the design or delivery of the VPK or SR program.

• During the prior two (2) years, more than five (5) percent of the gross income of the coalition member, relative, or owned business entity was derived, cumulatively, from one or more proscribed sources of income. (For more information please refer to paragraphs (1)(d) 1. and 2. and (e) of Florida Administrative Code 6M-9.110 “Requirements and Criteria for Early Learning Coalition Composition” dated 03/29/15).

The Coalition defines an “Immediate Family Member” as:

• a spouse or significant other • a parent, sibling, or child, • a step-parent, step-sibling, or step-child • any other individual residing in the household

Examples of conflicts of interest include, but are not limited to, situations in which a board member, the C.E.O., or an employee:

1. Negotiates or approves a contract, purchase/sale, or lease on behalf of the Coalition and has a direct or indirect interest in, or receives personal benefit from, the entity or individual providing the goods or services;

2. Employs or approves the employment of, or supervises a person who is an immediate family

member of a board member, C.E.O., or employee; 3. Sells products or services in competition with the Coalition; 4. Uses the Coalition’s facilities, other assets, employees, or other resources for personal gain; 1. Receives a substantial gift from a vendor, if the board of Directors, C.E.O., or employee is

responsible for initiating or approving purchases from that vendor.

Procurement of Goods or Services Conflict of Interest Conflict of interest refers to actions or decisions that are not in the best interests of the Coalition. These may include, but are not limited to:

1. Performing non-company work during regular work hours. 2. Use of company techniques, materials, equipment, supplies and/or employees for personal or non-

company reasons or projects. 3. Involvement in agreements or contracts with suppliers, vendors, job applicants, etc., which result

in personal financial gain, reward, special status or personal favors. 4. Using the employee’s, board member, or Coalition agent’s position with the Coalition to enhance

your own position, status or financial gain at the expense of, or to the detriment of the Coalition. 5. Officers, employees, and agents soliciting or accepting gratuities, favors, or anything of monetary

value from contractors or parties to subcontracts. However, acceptable situations are those in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. Reference 2 CFR Part 200.318 (c)(1).

6. Organizational conflicts of interest that occur because of relationships with a parent, affiliate or subsidiary organization. Due to interconnected nature of program operations, processes, and benchmarks, a non-Federal entity like OEL is unable (or may appear to be unable) to operate on an independent or impartial basis in conducting a procurement action involving a related organization, such as an ELC or other OEL sub-recipient. Reference 2 CFR Part 200.318(c)(2).

If the employee, board member, or Coalition agent is not sure about a situation, it is their responsibility to talk with the C.E.O. to clarify their role and the Coalition's position regarding their situation. Where conflict of interest is clearly present, it is the employee’s, board member’s, or Coalition agent’s responsibility to act in the best interests of the Coalition in handling the situation and to report the resolution of the problem to management. Disclosure Requirements The board member, C.E.O. or employee who believes that he/she may be perceived as having a conflict of interest in a discussion or decision must disclose that conflict to the group making the decision. Most

concerns about conflicts of interest may be resolved and appropriately addressed through prompt and complete disclosure. Therefore, the Coalition requires the following:

1. On an annual basis, all members of the Board of Directors, the C.E.O., and employees with purchasing and/or hiring responsibilities or authority shall inform, in writing, the C.E.O. and the chair of the Board of Directors, of all reportable conflicts.

2. Prior to the preparation of the disclosure statements, the accounting department shall distribute a

list of all vendors with whom the Coalition has transacted business at any time during the preceding year, along with a copy of the disclosure statement, to be completed by the first Board meeting of each fiscal year. In addition, each person completing the disclosure statement will be asked to list the names of all businesses that he/she (or any member of her/his immediate family) are affiliated with, that it is possible the Coalition may consider for future business dealings.

3. The C.E.O. shall review all forms completed by employees, and the Executive/Administrative

Committee shall review all forms completed by Board of Directors and the C.E.O., and determine appropriate resolution in accordance with the next section of this policy, if applicable.

4. If a conflict arises during the year, the employee or board member will immediately notify the

C.E.O. who will determine appropriate resolution. Resolution of Conflicts of Interest All real or apparent conflicts of interest shall be disclosed to the Executive/Administrative Committee and the C.E.O. of the Coalition. Conflicts shall be resolved as follows:

• The C.E.O. shall be responsible for making all decisions concerning resolutions of conflicts involving employees, subject to the approval of the Executive/Administrative Committee.

• The Executive/Administrative Committee shall be responsible for making all decisions concerning resolutions of conflicts involving the C.E.O. and other members of the board.

• The chair of the committee shall be responsible for making all decisions concerning resolutions of conflicts involving the Executive/Administrative Committee members.

• The full board shall be responsible for making all decisions concerning resolutions of the conflict involving the chair of the Executive/Administrative Committee.

The Board of Directors, C.E.O., or Coalition employees may appeal the decision that a conflict (or appearance of conflict) exists as follows:

• An appeal must be directed to the chair of the board • Appeals must be made within 30 calendar days of the initial determination • Resolution of the appeal shall be made by vote of the full Board of Directors • Board members who are the subject of the appeal, or who have a conflict of interest with respect

to the subject of the appeal, shall abstain from participating in, discussing, or voting on the resolution, unless their discussion is requested by the remaining members of the board

Disciplinary Action for Violations of this Policy Failure to comply with the standards contained in this policy will result in disciplinary action that may include termination, referral for criminal prosecution, and reimbursement to the Coalition or to the

government, for any loss or damage resulting from the violation. As with all matters involving disciplinary action, principles of fairness will apply. Any employee charged with a violation of this policy will be afforded an opportunity to explain her/his actions before disciplinary action is taken. Disciplinary action will be taken:

1. Against any employee who authorizes or participates directly in actions that are a violation of this policy.

2. Against any employee who has deliberately failed to report a violation or deliberately withheld

relevant and material information concerning a violation of this policy. 3. Against any board member or C.E.O. who attempts to retaliate, directly or indirectly, or

encourages others to do so against any employee who reports a violation of this policy. A board member who violates this policy will be removed from the board.

Early Learning Coalition of North Florida, Inc. Employee and Board Member

Conflict of Interest Questionnaire

Each year, employees and board members must complete a conflict of interest questionnaire. At the Early Learning Coalition, our reputation for integrity is one of our most valuable assets and is directly affected by the conduct of our employees. For this reason, employees and Board members must not use their position for private gain, to advance their personal interests, or to obtain favors or benefits for themselves, members of their immediate families*, or any other individuals or business entities. This includes Board members abstaining from voting on a matter when an item is presented for a vote that will directly affect that Board member, his/her employees, or another organization the Board member is involved with. The following questions are designed to protect you as an employee or a Board member of the Early Learning Coalition, and to comply with the federal and state mandates under which we operate. We appreciate your cooperation in completing this form.

Employees Only:

Are you currently employed with another employer other than the Early Learning Coalition? If yes, please list each employer, as well as the days and the hours that you are scheduled to work.

Employees and Board Members:

1. Are you related to any of the current employees of the Early Learning Coalition? If yes, list each relative’s name and his/her relationship to you.

2. Are you related to any of our providers who utilize any of our services? If yes, please list the provider’s business name(s) here:

3. Are you, or any member of your immediate family, related to any of the vendors listed on the attached vendor list? If so, please list the name(s) of the vendor(s) here:

4. Please list the names of all businesses that you, or any member of your immediate family, are

affiliated with, that it is possible the Coalition may consider for future business dealings: 5. Do you own your own business? If yes, please provide the name, address, and nature of your

business. I understand that by signing this form:

• I will abide by these guidelines and all aspects of the Coalition’s Conflict of Interest Policy, #OP203.

• I have reviewed the annual list of current Coalition vendors for any potential conflict of interest, and have no potential conflict of interest to report.

• I have listed all business organizations that I, or any member of my immediate family, am affiliated with that would cause a conflict of interest when participating in future Coalition business decisions.

Name and Title (please print) Signature Date * see definition of “Immediate Family” in Policy #OP203

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Early Learning Coalition of North FloridaVendor Contact ListSeptember 7, 2016

Vendor Bill from

1st Coast Printing1st Coast Printing 103 Coquina Court Ponte Vedra Beach, FL 32082

3-RingCircus.com3-RingCircus.com 1005 Kennedy Dr. St. Augustine, FL 32084

9999 For Year End AJE's

A Child's Castle Christian Learning CtrA Child's Castle Christian Learning Ctr 4115 Crill Avenue Palatka, FL 32177

Academy of Rising Stars Inc.Academy of Rising Stars Inc. 314 North Hwy. 17 Palatka, FL 32177

ACCOACCO Brands USA LLC PO Box 205614 Dallas, TX 75320-5614

ADP, Inc. ADP PO Box 842875 Boston, MA 02284-2875

AELC

Early Learning Coalition of St. Lucie ATTN: Tony Loupe 804 South 6th Street Ft. Pierce, FL 34950

AIFBY Chamber of CommerceAIFBY Chamber of Commerce 961687 Gateway Blvd. Fernandina Beach, FL 32034

Alisa S. GhazviniAlisa S. Ghazvini 1462 Mitchell Ave. Tallahassee, FL 32303

American Express-DawnAmerican Express P. O. Box 650448 Dallas, TX 75265-0448

American Express-KimAmerican Express P. O. Box 650448 Dallas, TX 75265-0448

Ameris Bank Ameris Bank Palatka, FL 32177

AmsterdamAmsterdam PO Box 580 Amsterdam, NT 12010

Amy Lyn D'AlesioAmy Lyn D'Alesio 13715 Richmond Park Drive North #808 Jacksonville, FL 32224

Anna Moo/Good Moos ProductionAnna Moo/Good Moos Production 330 SW 165 Street Newberry, FL 32669

Asbury Learning CenterAsbury Learning Center 2781 Henley Road Green Cove Spring, FL 32043

Assoc. of Early Learning Coalitions, Inc.

Assoc. of Early Learning Coalitions, Inc. Attn: Tony Loupe Early Learning Coalition of St. Lucie Co. 4472 Okeechobee Road Ft. Pierce, FL 34947

Associated Credit Services Inc.

Associated Credit Services Inc. ATTN: Default Recovery Dept. 115 Flanders Rd., Suite 140 Westborough, MA 01581-5171

AT&T AT&T PO Box 105262 Atlanta, GA 30348-5262

Baker County Chamber of CommerceBaker County Chamber of Commerce 20 East Macclenny Avenue Macclenny, FL 32063

Bill Jones Jr.Bill Jones Jr. 207 Woodland Avenue St. Augustine, FL 32080

Blue Cross & Blue Shield of FLBlue Cross & Blue Shield of FL. P. O. BOX 105358 Atlanta, Ga 30348-5358

Boom ScienceBoom Science 574 Market Street St. Augustine, FL 32095

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Vendor Bill from

Bradford County School District

Bradford County School District Bradford-Union Technical Center 609 N. Orange Street Starke, FL 32092

Brian GrahamBrian Graham 2970 Ravines Road Middleburg, FL 32068

Brighton Day Academy, Inc.Brighton Day Academy, Inc. PO Box 4498 St. Augustine, FL 32085

Calvary Baptist Church PreschoolCalvary Baptist Church Preschool 3500 State Road 16 St. Augustine, FL 32092

Capital Office ProductsCapital Office Products 210 Fentress Blvd. Daytona Beach, FL 32114

Caryn RegisterCaryn Register 2504 Seagate Lane N. St. Augustine, FL 32084

Castaway PublishingCastaway Publishing PO Box 35 St. Augustine, FL 32085

Castle Brook AcademyCastle Brook Academy 2755 Old Moultrie Rd St. Augustine, FL 32086

Catherine G. Mancino2450 Old Moultrie Road Suite 301 St. Augustine, FL 32086

Center State BankCenter State Bank 1 Eastgate Square East Palatka, FL 32131

Challenge EnterprisesChallenge Enterprises 550 Kingsley Ave. Orange Park, FL 32073

Challenge Enterprises of North FloridaChallengge Enterprises of North Florida PO Box 1248 Green Cove Springs, FL 32043

Child Like Consulting Ltd, Inc.Child Like Consulting Ltd, Inc. 700 E. Rambling Drive Wellington, FL 33414

Children's World Inc.Children's World Inc. 1206 Moseley Avenue Palatka, FL 32177

Christie A. Coleman P/RChristie A. Coleman 908 S. 14th Street Palatka, FL 32177

Christie ColemanChristie Coleman 612 Crescent Lane Fort Madison, IA 52627

City of PalatkaCity Of Palatka City Hall 201 N 2nd Street Palatka, FL 32177

Clara's Tidbits RestaurantClara's Tidbits Restaurant 1076 Henricks Avenue Jacksonville, FL 32207

Clay County Chamber of CommerceClay County Chamber of Commerce 1734 Kingsley Avenue Orange Park, FL 32073

Clay County Sheriff's OfficeClay County Sheriff's Office PO Box 548 Green Cove Springs, FL 32043

Clay TodayClay Today 3513 Hwy. 17 Fleming Island, FL 32003

ComcastComcast P.O. Box 530098 Atlanta, GA 30353-0098

Craft's Trophies and Awards, Inc.Craft's Trophies and Awards, Inc. 1964 US 1 South Saint Augustine, FL 32086

D & G Childcare and Learning Ctr, Inc.D & G Childcare and Learning Ctr., Inc. 1210 St. Johns Avenue Palatka, FL 32177

Daryl EverettDaryl A. Everett 256 Capiso Court Jacksonville, FL 32220

Dawn BellDawn E. Bell 4036 White Pine Lane St. Augustine, FL 32086

Dawn Bell P/RDawn Bell 4036 White Pine Lane St. Augustine, FL 32086

Day-Timers, Inc.Day-Timers, Inc. P. O. Box 27013 Lehigh Valley, PA 18002-7013

of 9

Vendor Bill from

Elkton AcademyElkton Academy 4490 CR 13 South Elkton, FL 32033

Episcopal Children's Services

Episcopal Children's Services 8443 Baymeadows Rd Suite 1 Jacksonville, FL 32256

Eventbrite, Inc.Eventbrite, Inc. PO Box 204845 Dallas, TX 75320-4845

EWLIEWLI Attn: Margaret Wiles, Tres. PO Box 840021 St. Augustine, FL 32080

EWLI, Inc.EWLI, Inc. PO Box 840021 St. Augustine, FL 32082

Federal ExpressFederal Express Dept. CH PO Box 10306 Palatine, IL 60055-0306

First Assembly of God, Inc. of Palatka-1First Assembly of God, Inc. of Palatka 3111 St. Johns Avenue Palatka, FL 32177

First Baptist Church of Palatka, Inc.

First Baptist Church of Palatka, Inc. ATTN: PRESCHOOL 212 South 5th Street Palatka, FL 32177

First Book National Office

First Book National Office Attn: FBNBB Payments 1319 F Street NW, Ste. 1000 Washington, DC 20004

First Coast Business Solutions, Inc.First Coast Business Solutions, Inc. P. O. Box 455 Green Cove Springs, FL 32043

First Coast Workforce Development, Inc.

First Coast Workforce Development, Inc. 1845 Town Center Blvd Suite 250 Fleming Island, FL 32003

First National Bank OmahaFirst National Bank Omaha P. O. Box 2818 Omaha, NE 68103-2818

FL Dept of State - Div of Admin Svcs

FL Dept of State - Div of Admin Sv Bureau of Planning, Budget & Financial Services RA Gray Bldg - 500 S Bronough St 4th Fl Tallahassee, FL 32399-0250

Fleet Equipment Leasing Fleet Equipment Leasing

Florida's Office of Early LearningFlorida's Office of Early Learning 250 Marriott Drive Tallahassee, Florida 32301

Florida Chamber Foundation136 S. Bronough Street P.O. Box 11309 Tallahassee, FL 32302-3309

Florida Department of RevenueFlorida Department of Revenue 5050 W Tennessee St Tallahassee, FL 32399-0110

Florida Department of State

Florida Department of State The Gray Building 500 S. Bronough Street Tallahassee, FL 32339-0250

Florida Dept. of AgricultureFlorida Dept. of Agriculture P.O. Box 6700 Tallahassee, FL 32314-6700

Foster, Constance-1Foster, Constance 164 Poplar Drive Interlachen, FL 32148

FPLFPL General Mail Facility Miami, FL 33188-0001

Fred Pryor Seminar/Career Track

Fred Pryor Seminar/Career Track Division of Park University Enterprises PO Box 219468 Kansas City, MO 64121-9468

GFWC Woman's Club of PalatkaGFWC Woman's Club of Palatka P.O. Box 282 Palatka, FL 32178

Graphics IIGraphics II 623 St. Johns Avenue Palatka, FL 32177

Guardian InsuranceGuardian Insurance PO Box 26090 Lehigh Valley, PA 18002-6090

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Vendor Bill from

Harwil Fixtures Inc.Harwil Fixtures Inc. 103 W. Saint Johns Avenue Hastings, FL 32145

Heaven's Hidden TreasuresHeaven's Hidden Treasures 1461 Fruit Cove Road South St. Johns, FL 32259

Hidden Wolf BooksHidden Wolf Books 155 W Genung Street St. Augustine, FL 32086

Holy Cross/Little BlessingsHoly Cross/Little Blessings 110 Masters Dr St. Augustine, FL 32084

Holy Cross/Little Blessings - US 1Holy Cross/Little Blessings - US 1 1681 US 1 South St. Augustine, FL 32084

Home Again St. Johns 1850 State Road 201 St. Augustine, FL 32086

Imprints Label & DecalImprints Label & Decal PO Box 68477 Oro Valley, AZ 85737

In Loving Hands School Kids HangoutIn Loving Hands School Kids Hangout 165 SE Nightingale Street Keystone Heights, FL 32656

Insurance Solutions of America, Inc.

Insurance Solutions of America, Inc. 925 State Roasd 434, Suite 201 Winter Springs, FL 32708

Intuit Intuit PO Box 1659 Milton, WA 98354-1659

Jackie MorrisonJackie Morrison 1617 Edgewood Ave. S. Jacksonville, FL 32205

Jane Jordan & Associates, Inc.Jane Jordan & Associates, Inc. 5829 Heckscher Dr. Jacksonville, FL 32226

Jennifer DanielsJennifer Daniels 300 Payne Chapel Road Lookout Mountain, GA 30750

Joan WhitsonJoan Whitson 5337 1st Street St. Augustine, FL 32080

Joan Whitson P/RJoan Whitson 5337 1st Street St. Augustine, FL 32080

Johnson, EvangelinaJohnson, Evangelina 1021 N. 15th Street Palatka, FL 32177

Jumpstart for Young Children, Inc.

Jumpstart for Young Children, Inc. Attention: Accounts Receivable 308 Congress Street, 6th Fl Boston, MA 02210-1027

Kaplan Early Learning CompanyKaplan Early Learning Company PO Box 890575 Charlotte, NC 28289-0575

Kearse, MarthaKearse, Martha 111 East Palmetto Street Palatka, FL 32177

Kessler Creative, LLCKessler Creative, LLC 12276 San Jose Blvd Suite 115 Jacksonville, FL 32223

Kids Day Care New LifeKids Day Care New Life PO Box 1138 East Palatka, FL 32131

Kids World Child Center IncKids World Child Center Inc. 5390 County Road 218 Middleburg, FL 32068

Kimberly BrumfieldKimberly Brumfield 3024 Fort Caroline Court Saint Augustine, FL 32092

Kimberly Brumfield P/R Kimberly Brunfield

KinderCare Learning Center #1553KinderCare Learning Center #1553 200 N. Ridge Crest Lane St. Johns, FL 32259

Kiwanis Club of PalatkaKiwanis Club of Palatka P O Box 313 Palatka, FL 32178

Kiwanis Club of St. AugustineKiwanis Club of St. Augustine PO Box 637 St. Augustine, FL 32085-0637

of 9

Vendor Bill from

Konica Minolta Business Solutions USA IncKonica Minolta Business Solutions USA Inc Dept. AT 952823 Atlanta, GA 31192-2823

La Petite AcademyLa Petite Academy 135 Nix Boat Yard Rd St. Augustine, FL 32084

Lakeshore Learning MaterialsLakeshore Learning Materials 2695 E. Dominguez St. Carson, CA 90884

Lauren Swan CarpenterLauren Swan Carpenter 68 Weeden Street St. Augustine, FL 32084

Lauren Swan Carpenter P/RLauren Swan Carpenter 68 Weeden Street St. Augustine, FL 32084

Lighthouse Marketing, Inc.Lighthouse Marketing, Inc. 485 San Nicolas Way St. Augustine, FL 32080

Little Free Library LtdLittle Free Library Ltd. 573 County Road A, Suite 106 Hudson, WI 54016

LogigatorLogigator 4036 White Pine Lane St. Augustine, FL 32086

Love Care Day CareLove Care Day Care 400 Hwy. 19 North Suite 45 Palatka, FL 32177

Loven and Learning Inc.Loven and Learning Inc. 17484 Harrell Street Brooker, FL 32622

Lynn MaynardLynn Maynard 3344 Citation Drive Green Cove Springs, FL 32043

Marie's Table & TentsMarie's Table & Tents 5262 Silver Lake Dr. Palatka, FL 32177

Marywood Retreat CenterMarywood Retreat Center 235 Marywood Dr. St. Johns, FL 32259

Midway Midway 8682 State Road 21 Melrose, FL 32666

Molly Maid First CoastMolly Maid First Coast 310 Commerce Lake Drive Suite 104 St. Augustine, FL 32095

Moss, Krusick & Associates, LLCMoss, Krusick & Associates, LLC 501 S. New York Avenue Suite 100 Winter Park, FL 32789

Mr. G's MagicMr. G's Magic 1035 Blanding Blvd. #101 Orange Park, FL 32065-7738

My Time Design & Associates, LLCMy Time Design & Associates, LLC 71 S Dixie Highway Suite 7 St. Augustine, FL 32084

Namaste PlaygroundNamaste Playground 1617 Edgewood Ave. S. Jacksonville, FL 32205

Nancy R. PearsonNancy R. Pearson 140 Governor's Road Ponte Vedra Beach, FL 32082

NEFEC NEFEC 3841 Redfi Street Palatka, FL 32177

Neighbor to Neighbor NewspaperNeighbor to Neighbor Newspaper PO Box 1988 Middleburg, FL 32050-1988

Nonprofit Center of Northeast Florida

Nonprofit Center of Northeast Florida 1301 Riverplace Boulevard, Suite 301 Jacksonville, FL 32207

Noodle SoupNoodle Soup 4614 Prospect Ave., #328 Cleveland, OH 44103-4314

North FL Regional Chamber of CommerceNorth Florida Regional Chamber of Commerc 100 East Call Street Starke, FL 32091

Ooey Gooey, Inc.Ooey Gooey, Inc. 1115 E. Main St. Box 48 Rochester, NY 14609

of 9

Vendor Bill from

OPC News LLCOPC News LLC PO Box 1677 Sumter, SC 29151

OptumHealth Financial Services, Inc.OptumHealth Financial Services, Inc. PO Box 712796 Cincinnati, OH 45271-2796

Oriental Trading Company, Inc.Oriental Trading Company, Inc. PO Box 14502 Des Moines, IA 50306

Palatka Daily NewsPalatka Daily News PO Box 777 Palatka, FL 32178-0777

Passmore, Mary EvelynPassmore, Mary Evelyn 106 Spruce Lane Palatka, FL 32177

Patricia K. LarkinPatricia K. Larkin PO Box 1044 Bunnell, FL 32110

Patricia K. Larkin P/RPatricia K. Larkin PO Box 1044 Bunnell, FL 32110

Perfect Printing SolutionsPerfect Printing Solutions 2220 CR 210W Ste. 103 PMB 326 St. Johns, FL 32259

Philadelphia Indemnity Insurance CompanyPhiladelphia Indemnity Insurance Companie PO Box 70251 Philadelphia, PA 19176-0251

Pie in the SkyPie in the Sky P.O. Box 115 Hastings, FL 32145

Polka Dot Kids Learning CenterPolka Dot Kids Learning Center 6061 St. Johns Avenue Palatka, FL 32177

Premium Assignment CorporationPremium Assignment Corporation PO Box 8000 Tallahassee, FL 32314-8000

Putnam County Chamber of CommercePutnam County Chamber of Commerc 1100 Reid Street Palatka, FL 32177

QJB Properties, LLCQJB Properties, LLC 625 Hwy 100 Palatka, FL 32177

Quickbooks Pro Quickbooks Pro

Ralston & Company, PA, CPA

Ralston & Company, PA, CPA 8777 San Jose Boulevard Building E Jacksonville, FL 32217-4213

Ravine Gardens State ParkRavine Gardens State Park 1600 Twigg St. Palatka, FL 32177

Renatus, LLCRenatus, LLC 6999-02 Merrill Rd., Suite 197 Jacksonville, FL 32277

Renee WilliamsRenee Williams 100 Stephanie Street Palatka, FL 32177

Rhonda A. MaynardRhonda A. Maynard 936 S. Forest Creek Drive St. Augustine, FL 32092

Rhonda A. Maynard P/RRhonda A. Maynard 936 S. Forest Creek Drive St. Augustine, FL 32092

Robert K. HundRobert K. Hund 139 W St Johns Terr East Palatka, FL 32131

Robin ByrdRobin Byrd 6616 NW 33rd Terrace Gainesville, FL 32653

RoleModel Productions, Inc.

RoleModel Productions, Inc. 6000 Medlock Bridge Road Suite E-600 John's Creek, GA 30022

RSVPRSVP of St. Johns County 40 Orange Street St. Augustine, FL 32094

Sacred Heart Catholic ChurchSacred Heart Catholic Church 7190 Hwy 17, S. Fleming Island, FL 32003

Safe Kids Northeast Florida

Safe Kids Northeast Florida Cynthia Davis The Players Center for Child Health 3563 Phillips Highway, Bldg. E, Ste. 502 Jacksonville, FL 32207

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Vendor Bill from

Sandra Dunnavant5000 Hwy. 17, Ste 18 #217 Fleming Island, FL 32003

Sandra Dunnavant PRSandra Dunnavant 5000 Hwy. 17, Ste. 18 #217 Fleming Island, FL 32043

SaveOnConferences.ComSaveOnConferences.Com PO Box 404351 Atlanta, GA 30384-4351

Scholastic Inc.Scholastic Inc. P.O. Box 3720 Jefferson City, MO 65102-3720

Scholastic Literacy PartnershipsScholastic Literacy Partnerships 2315 Dean Street Suite 600 St. Charles, IL 60175

Sebastian Middle SchoolSebastian Middle School 2955 Lewis Speedway St. Augustine, FL 32086

Signs by Darrel Galles, Inc.Signs by Darrel Galles, Inc. 51 South Dixie Highway St. Augustine, FL 32084

Smith, AnnetteSmith, Annette 305 Tammy Street East Palatka, FL 32131

Southwoods Elem Extended DaySouthwoods Elem Extended Day 4750 SR 206 West Elkton, FL 32033

St. Augustine RecordThe St. Augustine Record One News Place St. Augustine, FL 32086

St. Augustine Sunrise RotarySt. Augustine Sunrise Rotary PO Box 505 St. Augustine, FL 32085

St. Johns Chamber Directory

St. Johns Chamber Directory Account Receivable C/O Atlantic Communications Group, Inc. 18 East Mill Road Flourtown, PA 19031

St. Johns Country Day SchoolSt. Johns Country Day School 3100 Docotors Lake Drive Orange Park, FL 32073

St. Johns CountySt. Johns County 2175 Mizell Road St. Augustinwe, FL 32080

St. Johns County Chamber of CommerceSt. Johns County Chamber of Commerce 1 News Place, Suite C St. Augustine, FL 32086

St. Johns County COASt. Johns County COA 180 Marine Street St. Augustine, FL 32084

St. Johns County Education FoundationSt. Johns County Education Foundation 40 Orange Street St. Augustine, FL 32084

St. Johns River State CollegeSt. Johns River State College 283 College Drive Orange Park, FL 32065

Staffing of St. AugustineStaffing of St. Augustine 2730 US 1 South St. Augustine, Florida 32086

Staples AdvantageStaples Advantage Dept ATL PO Box 405386 Atlanta, GA 30384-5386

Stay-n-Play Day Care Center Inc.Stay-n-Play Day Care Center Inc. 627 Highway 17 South San Mateo, FL 32187

Step by Step 1Step by Step 1 1986 Citrona Drive Fernandina Beach, FL 32034

Step by Step IIStep by Step II 1986 Citrona Drive Fernandina Beach, FL 32034

Stephanie B. LaRoche P/RStephanie B. LaRoche P/R 2719 St. Johns Avenue #1 Jacksonville, FL 32205

Stephanie LaRocheStephanie LaRoche 2719 St. Johns Avenue #1 Jacksonville, FL 32205

Storybook Cottage, Inc.Storybook Cottage, Inc. 3800 Crill Avenue Palatka, FL 32177

Subscription ServicesSubscription Services PO Box 36919 Charlotte, NC 28236-9904

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Vendor Bill from

Sun TrustSun Trust Bank P.O. Box 791250 Baltimore, MD 21279-1250

T-MobileT-Mobile PO Box 660252 Dallas, TX 75266-0252

Tajaro DixonTajaro Dixon 104 Silver Lake Terrace Palatka, FL 32177

Tajaro Dixon P/RTajaro Dixon 104 Silver Lake Ter Palatka, FL 32177

Target CorporationTarget Corporation PO Box 1296 Palaka, FL 32177

Tech TotsTech Tots 2980 Collins Ave St. Augustine, FL 32084

The Bulk BookstoreThe Bulk Bookstore PO Box 8616 Delray Beach, FL 33482

The Children's Academy of InterlachenThe Children's Academy of Interlachen 105 Commonwealth Avenue Interlachen, FL 32148

The Children's Forum

The Children's Forum ATTN: Jenna Brown 2807 Remington Green Circle Tallahassee, FL 32308

The Early Learning Coalition of Duval

The Early Learning Coalition of Duval 8301 Cypress Plaza Dr., Ste. 201 Jacksonville Beach, FL 32256

The Future Little Learners Center Inc.The Future Little Learners Center Inc 725 N. Summit Street Crescent City, FL 32112

The Ounce of Prevention Fund of Florida

The Ounce of Prevention Fund of Florida 111 North Gadsden Street Suite 200 Tallahassee, FL 32301-1507

The Stamp ProfessorThe Stamp Professor c/o John Hunter 49 White Court St. Augustine, FL 32080

The Village AcademyThe Village Academy 145 Lewis Point Road St. Augustine, FL 32086

The Village Academy NorthThe Village Academy North 5970 US 1 North St. Augustine, FL 32095

The Willow WacksThe Willow Wacks 9 E Street, Apt. B St. Augustine, FL 32080

Tony MonopoliTony Monopoli 1 Willis Place Palm Coast, FL 32164

Treasure HarborTreasure Harbor 2121 US Highway 1 South Suite 28 St. Augustine, FL 32086

Turner Insurance Advisor Group, Inc.Turner Insurance Advisor Group, Inc. 2121 N.E. Coachman Rd. Clearwater, FL 33765

Turtle Tots Turtle Tots 1681 US 1 St. Augustine, FL 32084

United Way of Northeast Florida

United Way of Northeast Florida Attn: Accounts Payable P.O. Box 864228 Orlando, FL 32886-4228

United Way of Putnam CountyUnited Way of Putnam County PO Box 625 St. Augustine, Fl 32085

United Way of SJCUnited Way of SJC PO Box 6254 St. Augustine, FL 32085

W W. Gay Mechanical ContractorW W. Gay Mechanical Contractor 132A Masters Drive St. Augustine, FL 32084

Wipfli LLPWipfli LLP PO Box 8700 Madison, WI 53708-8700

World Wide Communications USAWorld Wide Communications USA 1721 Blanding Blvd, Ste. 104 Jacksonville, FL 32210

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Yulee Chamber of Commerce Amelia Island-Fernandina Beach 961687 Gateway Blvd Suite 101G Amelia Island, FL 32034

VIII. BOARD ABSENTEEISM LOG

INFORMATIONAL



By-Laws

X = AttendedNo Meeting No Meeting 9/16/2015 No Meeting No Meeting No Meeting No Meeting No Meeting No Meeting

MEMBER NAME July. 2015 August. 2015 Oct. 2015 Nov. 2015 12/2/2015 Jan. 2016 Feb. 2016 3/16/2016 April. 2016 May. 2016 6/15/2016

Allen, M. X X EXCUSED X

Coleman, R. X X X EXCUSED

Delcomyn, V. EXCUSED X X X

Deputy, A. X X EXCUSED X

Dixon, J. EXCUSED X X X

Dollar, J. No Longer a member

Graham, B. X X X X

Holanchock, M. X EXCUSED EXCUSED X

Kent, C. EXCUSED EXCUSED X X

Lane, A. EXCUSED EXCUSED X EXCUSED

Masters, A. X X EXCUSED X

Pearson, N. X EXCUSED X X

Ramoutar, M. X X X X

Simpkins, K. EXCUSED X EXCUSED X

Sirgusa, M. EXCUSED X X X

Stophel, C. EXCUSED X X EXCUSED

Williams, R. X EXCUSED X X

Johns, J. Not a member yet EXCUSED EXCUSED X EXCUSED

Miner, M. Not a member yet X EXCUSED X X

Stanton, J. Not a member yet X

3.2.8. Mandated members with three (3) consecutive unexcused absences from meetings or six (6) unexcused absences from meetings within a twelve month period without due cause may be notified by the Chair that their membership is not in good standing.

MEMBER ABSENTEEISM LOGBOARD

3.2.7. 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.

IX. Board Comment

X. Next Meetings

• Wednesday, November 2, 2016, 10:30 a.m. – Exec/Admin Committee Conference Call

• Wednesday, December 7, 2016, 2:00 p.m. – Board Meeting at Caddy Shack Restaurant

World Golf Village Volunteer & Board Appreciation Event

XI. Adjournment*

*ACTION ITEM

Early Learning Coalition of North Florida, Inc. Board Meeting 09/16/15

New · 2017. 1. 30. · BOARD MEETING September 21 2016; 10:30 a.m. Renaissance Resort World Golf...

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