Board Meeting382 North Suncoast Blvd. Crystal River, FL. 34429

April 4, 20189:00 AM

AGENDA

I Call to Order, Welcome, and Introductions Rob Wardlow

II Public Input Rob Wardlow

III Approval of Agenda Rob Wardlow

IV Consent AgendaBoard Meeting Minutes - February 7, 2018Executive Committee Meeting Minutes – February 16, 2018

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Rob Wardlow

V Action ItemsAction Item: 2017-18-10 ELPOP 101 Board Governance – UpdateAction Item: 2017-18-11 2017-19 School Readiness PlanAction Item: 2017-18-12 Operating Budget Amendment #1

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VI Treasurer’s ReportBudget vs. Actual Report – February 2018 25

JJ Kenney

VII Executive Director’s Report 30 Sonya Bosanko

VIII New/Unfinished BusinessPrivate Provider RepresentativeNext Meeting Date: June 6, 2018

Rob Wardlow Sonya Bosanko

IX Public Input: Public Input is a time set aside for comments from the general public. Comments must be kept to a 3 minute limit and a speaker’s card must be completed and submitted to the Board Chair. The Chair will open the meeting to public discussion at various times during the meeting at his/her discretion.

Early Learning Coalition of the Nature CoastDRAFT Board Meeting Minutes

February 7, 2018

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Conference Call # 1-800-444-2801 Access Code: 8378634

Members Present: Linda Barber Jeanie Davis Sue C. Fogarty Ryan HausnerSonya Warden Gailen Spinka

Members Present Via Phone: Robert Bradburn Connie Mahan Heidi Rand Barbara Locke Dale French

Members Absent: Rob Wardlow Brian Coleman Blake Fugate Alexa Mills JJ KenneyDarla Huddleston

Staff Present: Sonya Bosanko Sheri Ellis Tonya Hiers Wendy LindbertDesirae Rickman Sandra Woodard

Others Present: Dana Moxley Holly Bussard Dawn Marsh

Others Present Via Phone: Anjanette Broadhurst

Call to Order, Welcome & IntroductionsGailen Spinka called the meeting to order at 9:00 a.m. Introductions were made.

Public InputNone was given.

Approval of AgendaSue Fogarty motioned to approve the agenda. Ryan Hauser seconded the motion. Motion carried unanimously.

Consent Agenda Board Minutes – December 6, 2017Executive Committee Minutes – January 17, 2018

Sonya Warden motioned to approve the Consent Agenda. Ryan Hausner seconded the motion. Motion carried unanimously.

Action Item # 2017-18-07: Fiscal Year Ending June 30, 2017 Financial Statements and Independent Auditor’s ReportThe Executive Committee reviewed the 2017 Financial Statements and Independent Auditors Report presented by the CPA firm of Purvis Gray & Co. There were several questions at that time and all questions were resolved to the satisfaction of the committee. The audit came back very satisfactory.

Sue C. Fogarty motioned to accept Action Item # 2017-18-07 as presented. Jeanie Davis seconded the motion. Motion carried unanimously.

Action Item # 2017-18-08: Executive Director Performance AppraisalMr. Spinka briefly discussed the process that the Board follows to complete the Executive Director Performance Appraisal. He stated that the averaged results were at 4.66, which is an exceptional rate. Several Board members stated that this is outstanding.

Sue C. Fogarty motioned to accept Action Item # 2017-18-08 as presented. Sonya Warden seconded the motion. Motion carried unanimously. Treasurer’s Report Sonya Bosanko updated the Board with the Budget vs Actual report through December 30, 2017. Ms. Bosanko explained there was a projected deficit in the School Readiness Direct Services budget.

Executive Director’s Report Mrs. Bosanko presented the Executive Director’s report to the Board.

Ms. Bosanko reviewed the following information with the Board: School Readiness Overall spending rate: 50.89%

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Non-Direct Services: 47.89% Direct Services: 51.71%

At this point in the fiscal year, spending should be at approximately 50%.

VPK Overall spending rate: 52.27% Non-Direct services: 39.21% Direct Costs: 52.81%

At this point in the fiscal year, spending should be at approximately 50%. Mrs. Bosanko stated that the Non-Direct services were a little lower than we would like to see and the Coalition may possibly lose some of the VPK funds.

Agency Spending Overall spending rate: 51.37% Non-Direct Costs: 47.11% Direct Costs: 52.14%

Currently, Direct Services is slightly higher than what would be expected at this point in the year, but there are no concerns at this time.

Mrs. Bosanko reviewed the OCA thresholds and actual spending to date. The School Readiness Administrative costs are below the maximum percentage. Infant & Toddler spending will be reconciled at end of the fiscal year.

The Coalition is very happy with Voluntary Pre-Kindergarten Administrative costs at 3.9%. These costs will increase with enrollment for the new year.

Mrs. Bosanko informed the Board that there are two vacant positions in the Coalition staff. These employees will not be replaced. The Coalition does not currently know the total amount of surplus dollars that relate to these two positions; however, this will be calculated and if possible, the additional dollars could be moved to direct services.

Ms. Bosanko updated the Board with the Match activity as follows: Citrus County is showing a deficit of $5,140.11. Mrs. Bosanko stated that the Coalition will contact the United Way of Citrus to

possibly get more money for Match. Sumter County is showing a deficit of $15,246.75. Ms. Bosanko mentioned that Sumter County held its first fundraiser. The

amount of funds raised was more than anticipated.

Sandra Woodard stated that $4,390.87 was raised at the auction.

Ms. Bosanko explained to the Board that the Gold Seal rate projected surplus of $25,419.00 would be shifted to direct services if it remains as is, to serve more children.

Ms. Bosanko updated the Board on current enrollments: Citrus – School Readiness 814 children and VPK 853 children Dixie – School Readiness 33 children and VPK 109 children Gilchrist – School Readiness 121 children and VPK 129 children Levy – School Readiness 367 children and VPK 332 children Sumter – School Readiness 531 children and VPK 515 children

As of December 31, 2017, the waitlist for School Readiness services was 193 children.

The Coalition has a projected deficit of $122,755.06. If the Coalition continues to serve the current number of children, the deficit will remain. The Coalition has the authority to use up to 1.5% of next year’s budget to cover the deficit.

Although there is a deficit in the SR direct services, the amount is not something the Executive Director is concerned with at this point in the fiscal year. If current enrollment trends continue, there is a possibility that enrollment may be opened. The Director of Finance will review and make a decision after the January reimbursement is completed.

Mrs. Bosanko updated the Board in regard to the merger. There has been no bill presented at this time. The issue may not be addressed this year, but the feeling is that this will come up for consideration again next year.

Mrs. Davis asked if Mrs. Bosanko had heard anything about the VPK program being expanded to a second year. Mrs. Bosanko stated that the Coalition is watching the bills closely.

New/Unfinished Business Ryan Hausner informed the Board that he would be resigning effective at the close of the April 4, 2018 Board of Director’s meeting. He stated that this is a direct impact of insufficient funding and a disconnect between the Board and Tallahassee.

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A discussion ensued regarding child care, the quality of child care programs, and access to child care for all families.

Next Regular Meeting Date: April 4, 2018 at 9:00 am.

Public InputNone

Jeanie Davis motioned to adjourn at 9:44 am. Sue C. Fogarty seconded the motion. Motion carried unanimously.

*If additional detail regarding the discussion at the meeting is desired, a recording is available at the Coalition’s Main office in Crystal River.

Minutes prepared by Wendy Lindbert

Early Learning Coalition of the Nature CoastDRAFT Executive Committee Meeting Minutes

February 16, 2018

Members Present:JJ Kenney Rob Wardlow Gailen Spinka

Members Present Via Phone:Ryan Hausner

Staff Present:Sonya Bosanko Ingrid Schaper Sheri Ellis Tonya Hiers (via phone) Sandra Woodard

Others Present:

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Brian Coleman

Others Present Via Phone:Gwen Brown Desiree Everett Steven Lee

Call to Order, Welcome and IntroductionsRob Wardlow called the meeting to order at 8:30 am.

Approval of Agenda JJ Kenney motioned to approve the agenda. Gailen Spinka seconded the motion. Motion carried unanimously.

Public InputNone

Notification of Human Resource Employment IssueMrs. Bosanko reviewed the Settlement Demand notice received from the law office of Matthew Birk on behalf of former employee Suzanne Cummins. She noted that Suzanne Cummins resigned from her position with the ELCNC. The notice has been shared with the Coalition’s attorney, Steve Lee. The Settlement Demand related to her claim that she worked 4 hours off the clock each week since her hire date, through January 2018, working before her scheduled start time and during her lunch breaks.

Mrs. Bosanko reviewed the ELC’s commitment to ensuring that all staff are aware of labor laws related to overtime, as well as the Coalition’s requirement that overtime be pre-approved by management prior working additional hours. She also explained the Coalition’s electronic key system as it relates to tracking employees’ work hours and entry/exit from offices. ELC staff are trained on an annual basis on work-related issues, including proper reporting of hours worked and ELC policies regarding overtime. Staff (including Mrs. Cummins) sign understanding of these items.

Mrs. Bosanko reviewed the time sheets submitted by Mrs. Cummins, as well as the key records for all of 2017, and noted that they do not seem to support the claim that hours were worked prior to Mrs. Cummins’ scheduled start time. Mrs. Bosanko noted 8 instances during 2017 that Mrs. Cummins signed in on her time sheet earlier than her key records showed entry into the building. She also noted 28 instances that Mrs. Cummins entered the building earlier than the start time indicated on her time sheet.

Mr. Coleman asked if she falsified documents. Mrs. Bosanko stated that it appears that she did.

Mr. Spinka noted that key records could be a “gray area” at the end of the work day, as staff could depart as a group and only one person would lock the door with their electronic key.

Mr. Kenney asked if the Coalition has records of all years of Mrs. Cummins employment. Mrs. Bosanko stated that records have been maintained, but that she has not studied all of those records at this point due to the extensive time involved in comparing all of the records.

Mr. Coleman asked if Mrs. Cummins received any overtime pay in the last year. Mrs. Bosanko stated that she had, and that it was pre-approved according to policy. He recommended fighting the claim.

Mr. Spinka asked if the Coalition carries insurance for this type of occurrence. Mr. Wardlow stated that if that is the case, the insurance company would assign an attorney, in the event that a lawsuit is filed. Mrs. Bosanko will verify coverage.

Mr. Lee stated that he is not a labor attorney, and recommends consulting with an attorney with that experience. He recommended consulting with the insurance company and letting them take care of the process.

Mrs. Bosanko stated that she has tried to contact Rodney McKinnon at OEL twice, to notify the agency about the threat of a lawsuit. She has not received a call back. Mr. Wardlow requested that she send Mr. McKinnon an email.

Mr. Wardlow verified that it is the consensus of the Executive Committee that the Coalition will not pay the Settlement Demand. He stated that the insurance carrier should be notified (if coverage exists), and if the ELC does not carry this type of policy, that a labor attorney be consulted.

Gailen Spinka motioned to contact the insurance carrier immediately to notify them of the possibility of a lawsuit. In the event that the ELC does not have a policy in place, the ELC will consult a labor attorney and proceed accordingly. JJ Kenney seconded the motion. Motion carried unanimously.

In the event that a lawsuit is filed, the Executive Committee will meet again to decide the next steps.

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New/Unfinished Business:None

JJ Kenney motioned to adjourn the meeting. Gailen Spinka seconded the motion. Rob Wardlow adjourned the meeting at 8:30 am.

*If additional detail regarding the discussion at the meeting is desired, a recording is available at the Coalition’s main office.

Minutes prepared by Ingrid Schaper

ACTION ITEM

Date: April 4, 2018 Subject: ELPOP 101 Board Governance – Update Action Item # 2017-18-10Proposed Board ActionUpdate the duties of the Administrative Committee listed in Board Governance ELPOP 101 Section 15-D, to serve as the Nominating Committee on a permanent basis.

Budget Considerations:None

Background Information: None

Points of Consideration:Section 5.1.1 NOMINATING COMMITTEE: The Nominating Committee, appointed by the chair and approved by the members,

shall convene for the purpose of certifying the eligibility of candidates for office and to prepare an official slate of nominees. Any person so nominated shall have given prior consent to nomination and election as an officer.

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Effective Date: April 4, 2018

Supporting Documentation: Updated ELPOP 101 Board Governance

Prepared by: Sheri Ellis, Executive AssistantSubmitted by: Sonya Bosanko, Executive Director

History of Action Item: Committee or Council Date of Meeting Action

BOARD GOVERNANCE

POLICY NUMBER: ELPOP-101MANUAL: Governance and General Administration ManualDATE ADOPTED: June 6, 2007LAST DATE REVISED: June 15, 2016

POLICY STATEMENT: The Board has the authority to administer the Coalition. It sets objectives and issues policy statements. The Board has legal and fiscal responsibility for all programs.

PROCEDURE:

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1. GOVERNANCE PROCESS: The purpose of the Board, on behalf of the communities of Citrus, Dixie, Gilchrist, Levy, and Sumter Counties, is to ensure that the Coalition which serves these counties achieves appropriate early learning results for eligible children and their families at an appropriate cost.

2. GOVERNING STYLE: The Board will govern with an emphasis on outward vision rather than internal preoccupation, encouragement of diversity of viewpoints, strategic leadership more than administrative detail, clear distinction of the Board and Executive Director roles, collective rather than individual decisions, future rather than past or present, and pro-activity rather than reactivity

A. The Board will cultivate a sense of group responsibility. The Board will be responsible for excellence in governing. The Board utilizes the expertise of individual members to enhance the ability of the Board as a body rather than substitute individual judgments for the Board’s values or mission.

B. The Board will direct, control, and inspire the organization through effective policy and planning and measurement of performance outcomes.

3. PARLIAMENTARY AUTHORITY: Roberts Rules of Order, Newly Revised, shall govern the Board and all committees in all cases to which they are applicable and in which they are not inconsistent with these procedures and any special rules of order the ELCNC may adopt. However, the failure to strictly comply with the provisions of Robert's Rules of Order shall not affect the validity of any action taken by the Board of committees in conformity with these procedures unless it can be affirmatively demonstrated that the failure to follow Robert's Rules of Order directly resulted in a lack of understanding of the action being proposed or other injustice occurred.

4. QUORUM REQUIREMENTS: A quorum is constituted when there is 51% of voting Board of committee members present physically or by teleconferencing.

5. MEETING NOTICE, AGENDA, AND MINUTE:A. Notice of all Board and committee meetings will be made pursuant to Florida Statute 286.011.

B. The agenda and order of business at all Board and committee meetings shall be prepared by the staff of the ELCNC and approved by the Chair of the Board or committee

C. Minutes of all Board and committee meetings shall be kept by ELCNC staff. These minutes shall be provided to members at least five (5)) days prior to the next scheduled meeting.

6. ROLE OF THE BOARDA. The Coalition is governed by its Board, which is responsible for the oversight of the organization by:

1) Planning for the future2) Establishing broad policies3) Identifying and proactively dealing with emerging issues4) Interpreting the Coalition’s mission to the public5) Soliciting prospective contributors6) Establishing and maintaining programs and systems designed to assure compliance with the terms of contracts, grants and awards

7. BOARD MEMBER ETHICS, ROLES, AND EXPECTATIONS: It is the responsibility of the Board to assure the effective and ethical management of the Coalition.

A. General Expectations: It is expected that every member of the Board will:1) Support the organization’s mission, vision, purposes, goals, policies and programs, while knowing its strengths and needs.2) Participate in the decisions of the Board and be informed as to data relevant to such decisions.3) Be informed and exercise independent judgment.4) Suggest possible nominees to the Board who are individuals of achievement, who meet private sector requirements, and do not have

a personal conflict of interest. Nominees should be individuals who can make significant contributions to the work of the Board and the progress of the organization.

5) Serve actively on committees as requested by the Chairman of the Board.6) Work with the Board or appropriate committees to establish effective policies.7) Attend activities and events sponsored by the Coalition whenever possible.

B. Meetings: It is expected that every member of the Board will:1) Prepare for and participate in Board of Director and committee meetings, including appropriate Coalition activities. Attendance is

required at the majority of scheduled meetings. If members are unable to attend, it is customary to notify the Executive Director or designee to record the excused absence. Unexcused absences from three (3) consecutive meetings or six (6) meetings within a twelve-month period by a representative or appointed member are equivalent to resignation from the Coalition.

2) Ask timely, applicable, and substantive questions at Board of Director and committee meetings consistent with personal conscience and convictions while supporting the majority decision on issues decided by the Board.

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3) Recognize responsibility for business conducted and any decisions made at Board of Director meetings when absent.4) Only speak for the Board or Coalition when authorized to do so.

C. Avoiding Conflicts: It is expected that every member of the Board will:1) Serve the Coalition as a whole rather than any special group, organization, individual, or constituency.2) Avoid even the appearance of a conflict of interest that might embarrass the Board or organization and disclose any possible conflict

to the Board, and complete Form 8-B Memorandum of Voting Conflict for County Municipal, or Other Local Public Officers to be filed with the meeting minutes.

3) Never accept or offer favors or gifts to or from anyone who does business with the Coalition.

D. Board Member Ethics and Standards of Conduct: It is expected that every member of the Board will:1) Treat everyone affected by the Coalition’s activities with respect, in a fair manner, and in a way that promotes their wellbeing.2) Utilize the ELPOP 100.01: Board Member Principle Codes of Conduct Questionnaire to conduct him or herself accordingly.3) Render all decisions based on the available facts and independent judgment and refuse to surrender that judgment to individuals or

special interest groups.4) Encourage the free expression of opinion by all members of the Board, and seek systematic communications between the Board,

staff, providers, and all elements of the community. All communications concerning operations or information from Board members to staff shall be routed through the Executive Director.

5) Avoid being placed in a position of conflict of interest.6) Take no private action that will compromise the Board, and respect the confidentiality of information that is privileged under applicable

law.7) Remember always that the first and greatest concern is the educational welfare of the children in Citrus, Dixie, Gilchrist, Levy, and

Sumter Counties.8) Abide by Florida’s Government in the Sunshine Law.9) Be knowledgeable about the Coalition’s governance framework.10) Respect the role of the Executive Director in supervising staff.11) Be publicly supportive of the Executive Director, staff, fellow Board members, and the Coalition.12) Not divulge confidential or privileged information of the Coalition.13) Not speak on behalf of the Board in a public setting or with members of the media unless authorized to do so.14) Not allow conflicting loyalty or personal interests to interfere with the performance of their duties, or fail to behave in accordance with

the governance policy or by-laws.

E. Legal Duties, Duty of Obedience, Duty of Care, and Duty of Loyalty: It is expected that every member of the Board will:1) Demonstrate Duty of Obedience. Duty of Obedience will assure the state and the public that the Coalition operates in compliance (or

obedience) with the law and policies that govern and regulate it.2) Demonstrate Duty of Loyalty. Decisions will be reached with the best interests of the Coalition firmly in mind and predominating. It is

unacceptable to make decisions that have as the primary beneficiaries: individuals, businesses, organizations, associates, friends or family.

3) Demonstrate Duty of Care. Meetings be well attended, discussions and decisions that take place at meetings be well informed, candid and documented so that others can judge how carefully the Board conducts business.

F. Fiduciary Responsibility: It is expected that every member of the Board will:1) Exercise prudence with the Board in the control and transfer of funds.2) Faithfully read and understand the Coalition’s financial statements and ask questions when clarification on issues is necessary.3) Help the Board fulfill its fiduciary responsibility.

8. BOARD JOB DESCRIPTION

A. As a collective body, the Board governs the Coalition, ensures adherence to all laws, and is accountable to the public and the State of Florida for all Coalition action. The purpose of the Board is to strategically plan to ensure the future of the agency and to measure the progress of fulfilling its plan and mission.

B. The Board shall determine the strategic direction, define the mission, and prioritize outcomes for the Coalition.

C. The Board shall preserve and nurture a number of external and internal relationships to ensure the accomplishment of the mission and outcomes.

D. Members of the Board shall demonstrate accountability by establishing standards to measure both organizational and the Board performance. It monitors its performance at least annually to ensure compliance.

E. The Board shall develop, revise, and update policies which lead to the fulfillment of the mission.

F. The Board shall assure the financial integrity of the Coalition by exercising responsible stewardship.

G. The Board shall assure the long-term progress of the Coalition by exercising leadership in programmatic development and outcomes.

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H. The Board shall establish and maintain linkage with other community organizations whose missions are similar to that of the Coalition, and will seek input from the families and providers served.

I. Members of the Board shall evaluate the work of the Board with respect to the achievement of its own governance and programmatic outcomes.

9. BOARD EXPECTATIONS: Members of the Board shall:

A. Attend all Board meetings held on the first Wednesday of even numbered months (February, April, June, August, October, and December),

B. Attend workgroup meetings including special trainings and workshops and committee meetings, if so assigned.

C. Be willing to assume leadership positions.

D. Submit agenda requests to the Executive Director two weeks prior to a scheduled Board or committee meeting.

E. Be prepared adequately for meetings in order to make informed decisions.

F. Support the Board’s function.

G. Champion ongoing Board training and education.

H. Assist in the recruitment of new members as needed.

10. PROCESS FOR RECRUITING BOARD MEMBERS: The ELCNC shall maintain a governing Board in accordance with Florida Statute 1002.83.

A. Current members of the Board and the Executive Director should work to identify prospective private sector members when a vacancy occurs. Advertising vacancies is the responsibility of the Executive Director.

B. When a potential member of the Board is identified, the appropriate staff member will meet with the prospect to educate and discuss the early learning programs and the effect of the programs in the community.

C. If the prospect is interested, they must complete ELPOP 100.02: Private Sector Member Application. The Executive Director shall present the applicant’s resume to the Board for consideration.

D. Board members/volunteers who interact with children for 10 hours per month or more must meet the same background screening requirements as employees (See ELPOP 306: Employee Background Screening). There is no requirement for screening Board members/volunteers who interact with children on an intermittent basis for fewer than 10 hours per month as long as a person who meets the background screening requirements of the agreement has the Board member or volunteer in his or her line of sight during any interaction with children.

11. ROLE OF THE CHAIRMAN: The duty of the Chairman of the Board is to manage the decision-making process and the members of the Board. The Chairman manages the process of long-range planning, and leads and inspires the Board to come up with a plan that meets the needs of clients and customers. The Chairman is also responsible for facilitating the Board assessment of its progress towards the long-range plan and to assure a sound governance process that focuses on the mission

A. The Chairman ensures that communication is constructive and moves toward a decision.

B. The Chairman appoints individuals to committees and each committee’s chairman in accordance with the Board’ Bylaws.

C. The Chairman shall determine the agenda content with respect shown for the Board-articulated governing priorities.

D. The Chairman shall act upon decisions made by the Board or the Executive Committee; however, the Chairman has the authority to override delays in committee decision-making when it creates impediments to action.

E. The Chairman serves as a liaison between the Board and the Executive Director.

F. The Chairman facilitates the performance review of the Executive Director.

G. The Chairman shall not make decisions or give direction to the Executive Director that may jeopardize the integrity of the Board process.

H. The Chairman shall not operate outside of the authority granted him/her by the Coalition’s Bylaws or governance policy.

I. The Chairman shall not represent any interest other than the Board interest in establishing meeting agendas.

12. ROLE OF THE VICE CHAIRMAN: The Vice Chairman shall perform the duties of the Chairman in the Chairman’s absence and shall perform such other duties as may be assigned by the Chairman or the Board.

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A. The Vice Chairman shall serve on the Executive Committee and learn the duties of the Chairman.

B. The Vice Chairman shall work closely as a consultant and advisor to the Chairman.

C. The Vice Chairman shall have the authority of the Chairman in his or her absence and assume the duties assigned to the Chairman or other duties assigned by the Board.

13. ROLE OF THE TREASURER: The Treasurer of the Coalition shall assume a role of responsibility in terms of ensuring the financial

integrity of the Coalition. A. The Treasurer of the Board provides oversight to ensure the financial integrity of the Coalition.

B. The Treasurer ensures that financial policies are being followed, reviews financial documents, and provides regular financial reports to the Board.

C. The Treasurer shall serve on the Administrative Committee and request the creation of special committees for specific tasks or projects related to the Coalition’s fiscal operations when necessary.

14. ROLE OF THE SECRETARY: The Secretary of the Board serves as a monitor to ensure the Board secretarial duties are carried out by Coalition staff.

A. The Secretary ensures that all official corporate documents are kept safe and disposed of in accordance with record retention laws and ensures all Board actions are recorded in the minutes and distributed to members.

15. COMMITTEE STRUCTURE: The Board shall form committees in order to assist the Board in fulfilling its responsibilities. Committees are utilized to parcel out the work of the Board to smaller groups. Thus, responsibility for evaluating all of the details of particular issues from the full Board consideration is removed.

A. Standing committees of the Coalition consists of the Executive Committee, Administrative Committee, Marketing Committee, and the Review Hearing Committee. All of the committees, except the Review Hearing Committee may designate subcommittees. Committee Chairs shall be appointed by the Chairman of the Coalition.

B. All committees shall adhere to the following:1) Meetings shall be held at a time and place decided by the members.2) All committee members are subject to the same rules and regulations as required by the Coalition’s bylaws as well as state and

federal law.3) Special meetings of the members may be called by or at the request of the Chair or by a majority of the voting members. Special

meetings shall be held at the regular committee meeting place or such other readily accessible location within the service delivery area.

C. Executive Committee: The Executive Committee membership shall include the Chair, Vice Chair, Treasurer, Secretary, and past Chair of the Coalition. The Executive Committee is responsible for the following:1) Development of amendments to the Coalition’s Bylaws, Articles of Incorporation, and other corporate documents.2) Review and resolution of grievances filed by a member of the Board.3) Performance review and recommendation to the Board of personnel issues related to the Executive Director.4) Exercising full authority of the Board in between scheduled meetings of the Board when action is required prior to the next scheduled

Board meeting.5) Addressing any other issues, events, or activities of the Board not assigned to a standing, adhoc, or temporary committee.6) Focusing on core governance issues including the governing documents of the Coalition and the Board. In addition, the Executive

Committee shall focus on leadership, committee structure, and code of ethical conduct.

D. Administrative Committee: The Administrative Committee membership shall be appointed by the Chair of the Coalition and approved by the Board.1) The Administrative Committee will have representation from each service district. The Committee will be comprised of the Treasurer,

and at least two additional Board members.2) The Administrative Committee will serve as the Nominating Committee (each fiscal year) for the purpose of certifying the

eligibility of candidates for office and to prepare an official slate of nominees.3) The Administrative Committee is charged with the oversight of budget development, accurate tracking of expenditures, monitoring and

accountability of funds, and to ensure adequate financial controls in coordination with appropriate staff.4) The Administrative Committee is responsible for direction and oversight regarding the overall financial management of the Coalition.

Functions of the Administrative Committee include the following financial responsibilities:a. Review and recommendation of the Coalition’s annual budget (prepared by staff) for final approval by the Board.b. The development and recommendation of budget amendments to the Board.c. Financial planning.d. Establishment of investment policy and monitoring investment performance.

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e. Monitoring actual vs. budgeted financial performance.f. The development of and presentation of the Coalition’s financial statements monthly to the Board.g. Oversight of reserve funds.h. Oversight and recommendations to the Board of all written procurement processes over $34,999.00.i. The Chair of the committee or by the majority of the committee, may commune adhoc committees for a specific purpose or task.j. The Administrative Committee is responsible for recommending the hiring of an independent Certified Public Accounting (CPA)

firm and for directly communicating with the CPA firm to fulfill the requirement for a single annual audit. The committee also reviews and approves the final audited financial statements, as well as any communications received from the auditor regarding internal controls, illegal acts, or fraud.

5) The Committee meets on an as needed basis at the Coalition’s Crystal River Office located at 382 North Suncoast Blvd. Crystal River, FL 34429. Committee meetings begin at 9:00AM.

E. Marketing Committee: The Marketing Committee membership shall be appointed by the Chair of the Coalition and approved by the Board. The Marketing Committee is charged with the following responsibilities: 1) Development and implementation of a community outreach and awareness program2) Development and implementation of fundraising activities gear towards the recruitment of matching funds for the School Readiness

Program3) Development of white papers that relate to:

a. The education of young childrenb. The implications of proposed legislationc. The implications of community actions and issues

4) The Committee meets on an as needed basis, typically at the Crystal River Office; however, meetings may also be held in any one (1) of the five (5) counties served by the Coalition.

F. Review Hearing Committee: The Review Hearing Committee is composed of three (3) members of the ELCNC Board. The Chairman of the Board appoints the Review Hearing Committee and names the Chair of the committee. The three (3) members of the committee must be mandatory ELCNC Board members as set forth in section 1002.83(4) with one (1) member representing private for-profit providers or faith-based providers.1) The Review Hearing Committee is responsible for facilitation of provider review hearings as set forth in ELPOP 105: Review Hearing

Committee.

G. Nominating Committee:1) A Nominating Committee, appointed by the Chairman of the Board and approved by the members, shall convene (each fiscal year) for

the purpose of certifying the eligibility of candidates for office and to prepare an official slate of nominees. Any person so nominated shall have given prior consent to nomination and election as an officer.

2) Each elected officer shall be installed and take office at the end of the annual meeting (called in the first quarter of each fiscal year) 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.

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 Chairman and approved by the members to fill the vacancy until the term ends.

16. ROLE OF THE EXECUTIVE DIRECTOR: The Executive Director is directly responsible to the Board for administering the Coalition’s programs according to the appropriate regulations, laws, and guidelines. He/she administers and interprets policies approved by the Board and reports to the Board on policy matters. He/she has operating responsibilities for daily activities and supervises and directs the individual programs to determine their compliance with program requirements.

A. The Board hires the Executive Director, who reports directly to the Board. All staff report to the Executive Director, or their department supervisor, as outlined in the organizational chart.

B. The Executive Director shall manage the Coalition and its employees; day-to-day activities are the responsibility of the Executive Director, such as supervising the hiring, firing, and evaluation of all staff and directing staff in the assignment and performance of duties.

C. The Executive Director shall initiate and direct the development and revision of policies for Board approval and implements approved policies.

D. The Executive Director shall represent the Coalition as its Executive Director in all dealings with other organizations, individuals, and the general public.

E. The Executive Director shall develop short range (one-year) goals for the Coalition and work with the Board to prepare long-range plans for the Coalition.

F. The Executive Director shall report to the Board on the progress towards organizational objectives, new state policies, directives and legislation, and other issues of concern to the Board.

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G. The Executive Director shall not cause any practice, activity, decision, or organizational circumstance which is either imprudent or in violation of commonly accepted business and professional ethics. Accordingly he or she may not:1) Cause or allow the development of fiscal liability or material deviation of actual expenditures from Board priorities and approved

budgets.2) Allow assets to be unprotected, inadequately maintained, or unnecessarily risked.3) Cause or allow jeopardy to the fiscal integrity of the organization as it relates to employment, compensation, and benefits.4) Perform in a manner which does not deliver the Board-defined goals and objectives.5) Allow the public image or credibility of the Coalition to be negatively impacted in any way.6) Permit the Board to be uninformed on issues essentially relative to the mission of the Coalition.7) Have no less than two staff familiar with Board and Executive Director issues and processes.

H. The Executive Director, as chief executive officer, is accountable to the full Board. He/she is not accountable to any one individual member of the Board. The Board will instruct the Executive Director through written policies, delegating interpretation and implementation to the Executive Director

I. Only decisions of the Board acting as a body are binding upon the Executive Director.

J. Decisions or instructions of individual members of the Board, or officers are not binding on the Executive Director except in rare instances when the Board has specifically authorized such exercise of authority.

K. In the case of members of the Board or members of committees requesting information or assistance without Board authorization, the Executive Director can refuse such request that requires, in the Executive Director’s judgment, a material amount of staff time, funds, or is disruptive.

L. The Administrative Committee shall be responsible for determining the compensation of the Executive Director in a manner consistent with the professional market for the skills employed. In determining compensation, the committee shall consider the results of the performance evaluation and the achievement of organizational goals.

M. The Board’ sole official connection to the operational organization, its achievements, and conduct will be through the Executive Director.

N. The Executive Director has complete oversight of the Coalition personnel regarding daily operations and functions of the Coalition. Members of the Board should direct all inquires through the Executive Director to request utilization of Coalition staff for purposes of conducting Coalition business.

O. The Executive Director is responsible for facilitating new Board member orientations. The orientation must include an overview of the following:1) State and federal governing laws2) The history of the Coalition3) The vision and mission of the Coalition4) The role of the Board5) Board member responsibilities6) Coalition structure7) Coalition operating policies8) Corporate documents (Bylaws, Articles of Incorporation)9) Early Learning Plan10) Coalition finances

P. The Executive Director, or his or her designee shall maintain a file for each board member that contains the following:1) ELPOP 100.03: Board Member File Documentation Check List2) ELPOP 100.02: Private Sector Member Application, if applicable 3) Appointment Letter, if applicable4) Membership Action item5) Proof of Orientation6) ELPOP 100.04: Statement of Understanding7) W-9 Form8) Letter of Resignation, if applicable

17. BOARD MEMBER FUNDRAISING: Members of the Board may participate in fundraising activities that are approved by the Board.

A. At no time may a member of the Board request an employee to participate in fundraising activities unless the funds being raised are for the purpose of program income and utilized to develop and/or implement programs in accordance with state and federal early learning program requirements.

B. At no time may the Board utilize Coalition equipment and supplies purchased with state and federal funds to support a fundraiser, unless the funds raised are for the purpose of program income and utilized to develop and/or implement programs in accordance with state and

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federal early learning program requirements.

C. Employees are strictly prohibited from participating in fundraising actives that result in unrestricted revenue or goods during normal work hours.

18. BOARD GRIEVANCES: While it is the intent of the Coalition to make all decisions and actions based on the best interest of the community and its children, and to resolve problems through discussion and mediation, there may be instances where a Board member is adversely affected by an action or decision of the Board. In such instances, the ELCNC will follow a fair and impartial process to resolve an issue.

A. When a Board or committee member believes that he or she is adversely affected by an action or decision of the Board, the member must present the situation in writing to the Executive Director. The written complaint should include the following:1) The specific Coalition action or decision disputed.2) The date that the action or decision occurred.3) A detailed explanation of how the Board or Committee member was adversely affected by the action or decision, citing specific

legislation, policy, procedure, statute, etc.

B. Upon receipt of the grievance, the Executive Director will attempt to resolve the issue utilizing current policy and procedure in a time frame not to exceed fourteen (14) days of receipt of the complaint or grievance. If the Executive Director cannot resolve issues using current policy and procedure, the following shall apply:1) The Executive Director shall notify the ELCNC Chair of the grievance, who will instruct the Executive Director to forward the grievance

to the Executive Committee for review. 2) The Chair shall convene the Executive committee within thirty (30) days of receipt of the grievance. 3) The Executive Committee shall review all pertinent information and develop a recommendation for the Coalition Board to resolve the

issue.

C. The Coalition Board shall make a final decision on the grievance during the next regularly scheduled Board meeting.

D. The Executive Director shall notify the aggrieved party of the Board’s action, or absence of action, within ten (10) days of the resolution.

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ACTION ITEM

Date April 4, 2018 Subject: 2017-19 School Readiness Plan Action Item # 2017-18-12Proposed Board ActionApprove the School Readiness 2017-19 Plan

Budget Considerations:None

Background Information:The Office of Early Learning requires the biennial submission of a School Readiness Plan, in accordance with s. 1002.85, F.S. and 6M-9.115, F.A.C. The plan outlines how the ELCNC will comply with the requirements of the School Readiness Program. The School Readiness Plan must be approved by OEL prior to implementation, and can be amended as necessary. The plan has been completed in accordance with the requirements set forth in statute and rule.

Points of Consideration:None. Effective Date: April 4, 2018Supporting Documentation: School Readiness Plan 2017-19

Prepared by: Sheri Ellis, Executive AssistantSubmitted by: Sonya Bosanko, Executive Director

History of Action Item: Committee or Council Date of Meeting Action

15

Program Integrity School Readiness Policy Unit2017-19 Coalition Plan

Coalition Plan Certification

A Publication of theOffice of Early Learning

September 2017

Purpose

16

The intention of this certification is to validate and certify the coalition’s approved School Readiness (SR) Program Plan, on file with the Office of Early Learning (OEL) School Readiness Policy Section, is current and in use. It is OEL’s intent to request only those SR Program Plan Elements that have changed, require annual updates or require updates based on rules that became effective after the previous coalition plan submission and approval.

By completing this certification, the early learning coalition acknowledges and confirms that School Readiness services will be executed as approved by OEL and in compliance with all applicable federal, state and local laws and regulations and the approved State Child Care and Development Fund (CCDF) Plan.

InstructionsIndicate “Yes,” “No” or “N/A” to certify the coalition’s current SR Program Plan aligns with the most recently approved plan element on file at OEL, as indicated by the “approval date” column. The “N/A” option should only be used for those elements that are not applicable to the coalition, (example: Element I.E. Fiscal Agent Contract). If the coalition indicates “No” for any of the elements below, the coalition should submit a plan amendment to OEL for review. If a coalition needs to amend an element, please indicate this in the comments/explanation column. The elements shaded in grey require the coalition to submit updated attachments to reflect recent revisions to rule. The coalition will submit a plan amendment for each element for approval from OEL. Once the coalition submits the completed certification with all elements requiring amendments, OEL will have 45 days to review and approve the revised SR Program Plan.

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19

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ACTION ITEM

Date: April 4, 2018 Subject: Operating Budget Amendment #1 FY 2017-2018 Action Item # 2017-18-12Proposed Board ActionAdopt the following budget amendments:

Line Item Jul '17 - Feb 18 Budget $ Over BudgetProposed

Amendment6100-01-01-01 Staff Development 125.00 0.00 125.00 125.006100-01-01-03 Employee Training & Materials 600.00 0.00 600.00 600.006100-01-02 Tuition Reimbursement 1,796.81 0.00 1,796.81 1,800.006100-02-07 Printing & Reproduction 1,673.00 2,664.00 -991.00 -700.006100-03-06 Storage 2,176.92 2,504.00 -327.08 -280.006100-06-01 Office Supplies 7,249.84 12,664.00 -5,414.16 -1,500.006100-08-06 Other Insurance 152.52 0.00 152.52 155.006100-09-02-01-01 Computers < = 250 102.98 3,328.00 -3,225.02 -3,000.006100-09-02-03-02 Computers > = 250 297.99 0.00 297.99 300.006100-10-01 Classroom Materials 218.90 0.00 218.90 225.006100-10-02 Training Materials 1,599.48 6,664.00 -5,064.52 -325.006100-10-03 Education & Outreach 100.00 0.00 100.00 100.006100-11-03 Travel - Local 12,912.35 16,664.00 -3,751.65 -1,000.006100-12-05 Dues & Subscriptions 4,592.98 2,064.00 2,528.98 1,500.006100-12-06 Taxes, Licenses, Fees 2,481.73 664.00 1,817.73 2,000.00

  Total Budget Impact: 0.00

Budget Considerations:This budget amendment considers current year to date spending in the operating budget for Fiscal Year 2017-2018. There is no budget impact, as it is a shift of dollars within the operating budget.

Background Information:None.

Points of Consideration:None. Effective Date: April 4, 2018Supporting Documentation:

Prepared by: Desirae Rickman, Director of FinanceSubmitted by: Desirae Rickman, Director of FinanceHistory of Action Item:

Committee or Council Date of Meeting Action

24

Early Learning Coalition of the Nature CoastBudget vs. Actual ReportJuly 2017 - February 2018

Jul '17 - Feb 18 Budget $ Over Budget % of Budget

Income

1002 Cash Transfer 0.00

4000 Contracts, Grants & Other

4000-01 State & Federal Grants

4000-01-01 SR Income 5,960,986.65 5,418,672.00 542,314.65 110.01%

4000-01-02 VPK Income 3,717,707.44 2,867,416.00 850,291.44 129.65%

4000-01-03 O&A 0.00 6,592.00 -6,592.00 0.0%

4000-01-04 PFP Project Income 63,128.38 52,376.00 10,752.38 120.53%

Total 4000-01 State & Federal Grants 9,741,822.47 8,345,056.00 1,396,766.47 116.74%

4000-03 Match Income

4000-03-01 United Way

4000-03-01-01 Citrus County 23,333.31

4000-03-01-05 Sumter County 15,006.44

Total 4000-03-01 United Way 38,339.75

Total 4000-03 Match Income 38,339.75

4000-04 Gifts,Donations,Pledges

4000-04-01 Match Income

4000-04-01-01 Citrus County 1,250.17

4000-04-01-03 Gilchrist County 200.00

4000-04-01-05 Sumter County 711.00

Total 4000-04-01 Match Income 2,161.17

Total 4000-04 Gifts,Donations,Pledges 2,161.17      

Total 4000 Contracts, Grants & Other 9,782,323.39 8,345,056.00 1,437,267.39 117.22%

4006 Interest Income 849.21

4020 Other Miscellaneous Rev

4042 Match Income

4042-01 Match Income Citrus

4042-01-02 Suncoast Business 27,994.05

4042-01 Match Income Citrus - Other 4,977.00

Total 4042-01 Match Income Citrus 32,971.05

4042-02 Match Income Sumter

4042-02-01 Preschool 4 All Ball 5,377.43

Total 4042-02 Match Income Sumter 5,377.43

Total 4042 Match Income 38,348.48

4049 Provider Debt 0.00

4060 Child Passenger Safety

4060-01 Unrestricted CPS Funds 2,500.00

4060-02 Restricted CPS Funds 2,725.00

4060-03 CPS Seat Income 2,845.00

Total 4060 Child Passenger Safety 8,070.00

Total 4020 Other Miscellaneous Rev 46,418.48

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Jul '17 - Feb 18 Budget $ Over Budget % of Budget

Total Income 9,829,591.08 8,345,056.00 1,484,535.08 117.79%

Gross Profit 9,829,591.08 8,345,056.00 1,484,535.08 117.79%

Expense

5300 (Shared Cost Pool)

5304 Payroll Expense 0.00

Total 5300 (Shared Cost Pool) 0.00

5400 (Unrestricted Expense) 1,842.06

5700 Reconciliation Discrep. 0.00

6040 - Child Passenger Safety

6040-02 CPS Marketing 28.60

6040-03 CPS Child Seats 2,380.10

6040-04 Travel 925.21

Total 6040 - Child Passenger Safety 3,333.91

6100 Program Expenses

6100-01 Staff Development

6100-01-01 Staff Development

6100-01-01-01 Staff Development 125.00 0.00 125.00 100.0%

6100-01-01-02 Emp Certification 209.00 664.00 -455.00 31.48%

6100-01-01-03 Emp Train & Mat 600.00 0.00 600.00 100.0%

6100-01-01-04 Conferences 375.00 664.00 -289.00 56.48%

Total 6100-01-01 Staff Development 1,309.00 1,328.00 -19.00 98.57%

6100-01-02 Tuition Reimbursemen 1,796.81 0.00 1,796.81 100.0%

Total 6100-01 Staff Development 3,105.81 1,328.00 1,777.81 233.87%

6100-02 Professional Services

6100-02-02 Audit 13,600.00 12,136.00 1,464.00 112.06%

6100-02-03 IT 150.00 1,328.00 -1,178.00 11.3%

6100-02-04 Legal 0.00 160.00 -160.00 0.0%

6100-02-07 Printing & Reproduct 1,673.00 2,664.00 -991.00 62.8%

6100-02-08 Repair & Maint 2,460.27 664.00 1,796.27 370.52%

6100-02-09 Other 0.00 1,328.00 -1,328.00 0.0%

Total 6100-02 Professional Services 17,883.27 18,280.00 -396.73 97.83%

6100-03 Occupancy

6100-03-01 Electricity 8,989.47 11,328.00 -2,338.53 79.36%

6100-03-02 Facility Maint 6,041.30 6,664.00 -622.70 90.66%

6100-03-03 Office Lease 71,062.68 56,992.00 14,070.68 124.69%

6100-03-04 Waste 4,165.15 2,680.00 1,485.15 155.42%

6100-03-05 Water 1,113.73 1,064.00 49.73 104.67%

6100-03-06 Storage 2,176.92 2,504.00 -327.08 86.94%

6100-03-07 Sewer 966.68 1,120.00 -153.32 86.31%

Total 6100-03 Occupancy 94,515.93 82,352.00 12,163.93 114.77%

6100-04 Postage, Freight, Deliv

6100-04-01 Postage 3,795.08 8,000.00 -4,204.92 47.44%

Total 6100-04 Postage, Freight, Deliv 3,795.08 8,000.00 -4,204.92 47.44%

6100-05 Rentals

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Jul '17 - Feb 18 Budget $ Over Budget % of Budget

6100-05-01 Office Equipment 7,418.72 8,728.00 -1,309.28 85.0%

Total 6100-05 Rentals 7,418.72 8,728.00 -1,309.28 85.0%

6100-06 Supplies

6100-06-01 Office Supplies 7,249.84 12,664.00 -5,414.16 57.25%

Total 6100-06 Supplies 7,249.84 12,664.00 -5,414.16 57.25%

6100-07 Communications

6100-07-01 Office Phones 10,145.41 7,328.00 2,817.41 138.45%

6100-07-02 Cell Phones 4,677.16 6,664.00 -1,986.84 70.19%

6100-07-03 Internet 9,961.52 9,000.00 961.52 110.68%

Total 6100-07 Communications 24,784.09 22,992.00 1,792.09 107.79%

6100-08 Insurance

6100-08-01 D & O 3,601.62 3,328.00 273.62 108.22%

6100-08-03 General Liability 2,216.21 2,664.00 -447.79 83.19%

6100-08-04 Worker's Comp 13,619.09 9,328.00 4,291.09 146.0%

6100-08-06 Other Insurance 152.52 0.00 152.52 100.0%

Total 6100-08 Insurance 19,589.44 15,320.00 4,269.44 127.87%

6100-09 Tangible Personal Prop

6100-09-01 Equip =>$1,000

6100-09-01-01 Elec Equip 279.51 0.00 279.51 100.0%

Total 6100-09-01 Equip =>$1,000 279.51 0.00 279.51 100.0%

6100-09-02 Equip =<1000

6100-09-02-01 Computers

6100-09-02-01-01 < = 250 102.98 3,328.00 -3,225.02 3.09%

6100-09-02-01-02 > = 250 2,426.90 0.00 2,426.90 100.0%

6100-09-02-01 Computers - Other 0.00      

Total 6100-09-02-01 Computers 2,529.88 3,328.00 -798.12 76.02%

6100-09-02-02 Non Fixed Assets

6100-09-02-02-01 < = 250 112.59 328.00 -215.41 34.33%

6100-09-02-02-02 > = 250 289.89 328.00 -38.11 88.38%

Total 6100-09-02-02 Non Fixed Assets 402.48 656.00 -253.52 61.35%

6100-09-02-03 Electronic Equip

6100-09-02-03-01 < = 250 1,161.85 0.00 1,161.85 100.0%

6100-09-02-03-02 > = 250 297.99

Total 6100-09-02-03 Electronic Equip 1,459.84 0.00 1,459.84 100.0%

Total 6100-09-02 Equip =<1000 4,392.20 3,984.00 408.20 110.25%

Total 6100-09 Tangible Personal Prop 4,671.71 3,984.00 687.71 117.26%

6100-10 Quality

6100-10-01 Classroom Materials 218.90

6100-10-02 Training Materials 1,599.48 6,664.00 -5,064.52 24.0%

6100-10-03 Educ & Outreach 100.00 0.00 100.00 100.0%

6100-10-05 Scholarships 21,313.00 16,664.00 4,649.00 127.9%

Total 6100-10 Quality 23,231.38 23,328.00 -96.62 99.59%

6100-11 Travel

6100-11-01 Travel In-State (OA) 2,467.39 3,328.00 -860.61 74.14%

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Jul '17 - Feb 18 Budget $ Over Budget % of Budget

6100-11-03 Travel - Local 12,912.35 16,664.00 -3,751.65 77.49%

6100-11-04 Travel - Board 177.14 328.00 -150.86 54.01%

Total 6100-11 Travel 15,556.88 20,320.00 -4,763.12 76.56%

6100-12 Other Expenses

6100-12-01 Bank Fees (Inc ACH) 3,508.15 2,664.00 844.15 131.69%

6100-12-02 Software 2,074.60 1,328.00 746.60 156.22%

6100-12-03 Web Services

6100-12-03-02 Web Serv - Other 18.75 264.00 -245.25 7.1%

Total 6100-12-03 Web Services 18.75 264.00 -245.25 7.1%

6100-12-04 Other Emp Expend 193.50 200.00 -6.50 96.75%

6100-12-05 Dues & Subscrip 4,592.98 2,064.00 2,528.98 222.53%

6100-12-06 Tax, License, Fee 2,481.73 664.00 1,817.73 373.76%

6100-12-08 Misc/Other Current 0.00 664.00 -664.00 0.0%

6100-12-09 Advertising

6100-12-09-01 Ad - General 2,935.88 3,032.00 -96.12 96.83%

6100-12-09-02 Ad - Legal 568.76 928.00 -359.24 61.29%

Total 6100-12-09 Advertising 3,504.64 3,960.00 -455.36 88.5%

Total 6100-12 Other Expenses 16,374.35 11,808.00 4,566.35 138.67%

6100-13 Employer Prov Sal & Ben

6100-13-01 Salaries 757,219.91 765,656.00 -8,436.09 98.9%

6100-13-02 Payroll Taxes 56,676.72 67,544.00 -10,867.28 83.91%

6100-13-03 Benefits - Reemploy 596.12 1,928.00 -1,331.88 30.92%

6100-13-04 Health Benefits 44,991.81 110,032.00 -65,040.19 40.89%

6100-13-05 Retirement Benefits 66,066.70 73,152.00 -7,085.30 90.31%

6100-13-06 Life,Disabiity,Other 14,108.59 24,592.00 -10,483.41 57.37%

Total 6100-13 Employer Prov Sal & Ben 939,659.85 1,042,904.00 -103,244.15 90.1%

6100-14 Direct Services - Child

6100-14-01 School Readiness

6100-14-01-01 97C00 0.00

6100-14-01-02 97G00 83,875.86 86,673.00 -2,797.14 96.77%

6100-14-01-03 97GNW 383,599.22 462,778.00 -79,178.78 82.89%

6100-14-01-04 97GSD 207,841.63 199,318.00 8,523.63 104.28%

6100-14-01-05 97P00 2,678,996.82 2,516,016.00 162,980.82 106.48%

6100-14-01-06 97R00 977,629.27 972,104.00 5,525.27 100.57%

6100-14-01-07 97GTA 0.00 0.00 0.00 0.0%

6100-14-01-08 Match 86,367.38

6100-14-01-11 97CSO 0.00 0.00 0.00 0.0%

6100-14-01-12 97CSD 0.00 0.00 0.00 0.0%

6100-14-01-13 97CSQ 0.00 0.00 0.00 0.0%

Total 6100-14-01 School Readiness 4,418,310.18 4,236,889.00 181,421.18 104.28%

6100-14-02 VPK

6100-14-02-01 VPPRS - School Yr 3,016,521.93 2,735,603.00 280,918.93 110.27%

6100-14-02-02 VPPRS - Summer 24,998.08 24,999.00 -0.92 100.0%

6100-14-02-03 VPKSD 6,116.67 6,117.00 -0.33 100.0%

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Jul '17 - Feb 18 Budget $ Over Budget % of Budget

6100-14-02-04 VPPRP Prepay 48,713.26

Total 6100-14-02 VPK 3,096,349.94 2,766,719.00 329,630.94 111.91%

Total 6100-14 Direct Services - Child 7,514,660.12 7,003,608.00 511,052.12 107.3%

6100-15 VPK Awareness Grant

6100-15-01 VPMNI 0.00 6,592.00 -6,592.00 0.0%

Total 6100-15 VPK Awareness Grant 0.00 6,592.00 -6,592.00 0.0%

6100-16 Program Advance

6100-16-01 SR Advance 549,125.00

6100-16-02 VPK Advance 523,440.00

6100-16-03 PFP Advance 0.00

Total 6100-16 Program Advance 1,072,565.00

6100-17 Performance Pilot Project

6100-17-01 97PFA 10,062.44 3,200.00 6,862.44 314.45%

6100-17-03 97PMC 0.00 0.00 0.00 0.0%

6100-17-05 97PFPHN 0.00 0.00 0.00 0.0%

6100-17-06 97PFPPR 0.00 0.00 0.00 0.0%

6100-17-07 97PFPCL 0.00 0.00 0.00 0.0%

6100-17-08 97PFT 0.00 0.00 0.00 0.0%

6100-17-14 PFPPD 40,565.73 48,176.00 -7,610.27 84.2%

6100-17-15 97PFQ 1,500.21 1,000.00 500.21 150.02%

6100-17-20 97PAV PFP Advance 11,000.00

Total 6100-17 Performance Pilot Project 63,128.38 52,376.00 10,752.38 120.53%

Total 6100 Program Expenses 9,828,189.85 8,334,584.00 1,493,605.85 117.92%

8000 - Provider Disbursement8000-01 SR 0.00

8000-02 VPK 0.00

8000-03 VPK PP 0.00

8000-04 CSQ 0.00

8000-05 PFPD 0.00

Total 8000 - Provider Disbursement 0.00

Total Expense 9,833,365.82 8,334,584.00 1,498,781.82 117.98%Net Income -3,774.74 10,472.00 -14,246.74 -36.05%

Executive Director’s Report

Membership:Board Members Executive Committee Marketing Committee

29

1.2.3.4.5.6.7.8.9.

10.11.12.13.14.15.16.17.

Alexa MillsBarbara LockeConnie Mahan*Dale FrenchDarla Huddleston*Gailen Spinka* Heidi RandJeanie DavisJJ Kenney* Linda BarberBlake Fugate*Robert BradburnRob Wardlow*Ryan HausnerBrian ColemanSonya WardenSue Cohill Fogarty*

1.2.3.4.

1.2.3.4.5.

6.

Rob WardlowJJ KenneyGailen SpinkaRyan Hausner

Administrative CommitteeRob WardlowGailen SpinkaJJ KenneyJeanie DavisRyan HausnerSonya Warden

*Indicates Private Sector

1.2.3.4.

1. 2.3.4.

5.

Barbara LockeGailen SpinkaRyan HausnerHolly Bussard

Review Hearing Committee Linda Barber Jeanie DavisBlake FugateRyan Hausner Gailen Spinka

1. The following chart provides Board Member representation by ELCNC regions. Citrus6 Members (35.25%)

Dixie, Gilchrist, and Levy6 Members (35.25%)

Sumter5 Members (29.5%)

1. Gailen Spinka2. JJ Kenney3. Linda Barber4. Rob Wardlow5. Brian Coleman6. Sue Cohill Fogarty

1. Alexa Mills2. Barbara Locke3. Dale French4. Blake Fugate5. Ryan Hausner6. Sonya Warden

1. Connie Mahan2. Heidi Rand3. Jeanie Davis4. Robert Bradburn5. Darla Huddleston

2. There are seven Private Sector Members, which represents 41% of the Board.

3. The ELCNC’s goal is to recruit an additional Sumter County Private Sector Board Member. If the ELCNC achieves this goal, all regions will be represented equally and private sector membership will represent 44% of the Board.

FINANCE DEPARTMENT UPDATE:

Narrative Budget ReportFebruary 2018

Spending Rate:

Below are the actual rates for each program, which are also broken out by non-direct services and direct services, and the agency wide spending rates for July through February 2018:

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School Readiness Overall Spending Rate: 66.58% Non-Direct Services: 62.19% Direct Services (Match/Advance Removed): 67.78% At this point in the fiscal year, we should be approximately 67% expended.

VPK Overall Spending Rate: 73.13% Non-Direct Services: 59.19% Direct Costs (Advance Removed): 73.69% At this point in the fiscal year, we should be approximately 67% expended. It is important to note

that the VPK program is funded based on the estimated number of four-year olds in the county. When we serve more than the expected number, our spending rate is increased; however, we must enroll all children who request VPK services.

Agency Spending Overall Spending Rate: 68.85% Non-Direct Costs: 61.93% Direct Costs (items removed as above): 70.10%

Spending Rate Threshold: Below is a list of the thresholds that are required for each OCA and the actual percentage year to date.

School Readiness Program:OCA Threshold Actual Spending Year to

DateAdministration Max 5% 4.40%Admin/Non Direct/Quality Max 22% 19.96%Infant & Toddler Min $101,411 27,904.37 (27.52%)Quality Min 4% 7.50%Direct Services Min 78% 80.05%

Voluntary Pre-Kindergarten:OCA Threshold Actual Spending to DateAdministration 4% of Direct Services

Expenses3.21%

Direct Services 96%

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School Readiness Match Report and Projections:

Month Citrus CountySumter County Status

July $7,972.63 $7,860.84 Actual

August $7,771.89 $8,061.88 Actual

September $6,816.74 $6,823.22 Actual

October $6,952.16 $6,845.98 Actual

November $7,054.83 $113.14 Actual

December $6,695.90 $0.00 Actual

January $7,255.80 $0.00 Actual

February $6,142.37 $0.00 Actual

March $6,142.37 $0.00 ProjectedApril $6,142.37 $0.00 ProjectedMay $6,142.37 $0.00 ProjectedJune $6,142.37 $0.00 ProjectedTotal $81,231.80 $29,705.06 ProjectedTotal Match Committed $74,221.22 $11,094.87 Variance ($7,010.58) ($18,610.19)

Enrollment: The following represents School Readiness and VPK enrollment by county:

County # of SR children enrolled

# of VPK children enrolled

Citrus 776 847

Dixie 32 111

Gilchrist 123 127

Levy 359 318

Sumter 525 508

Total 1,815 1,911

Gold Seal Report and Projections:

GOLD SEAL PROVIDER REPORTSchool Readiness

Month

Total Gold Seal Budget: $335,175 Total INT Budget

Total Gold Seal Expenditures Remaining Budget

Jul-17 $27,653.93 $307,521 Aug-17 $25,975.40 $281,546 Sep-17 $22,357.59 $259,188 Oct-17 $27,491.57 $231,697 Nov-17 $27,886.26 $203,810 Dec-17 $25,484.47 $178,326 Jan-18 $27,483.70 $150,842 Feb-18 $23,508.71 $127,333 Mar-18 $23,508.71 $103,825 Apr-18 $23,508.71 $80,316 May-18 $23,508.71 $56,807 Jun-18 $23,508.71 $33,299

School Readiness Waitlist:

FebruaryInfant Toddler Two Three Four Five S.A. Total

2018

Citrus 20 9 14 9 6 6 33 97

Dixie 0 1 0 1 0 0 0 2

Gilchrist 1 2 2 2 0 0 1 8

Levy 5 6 12 1 4 2 8 38

Sumter 8 8 10 7 6 4 20 63

Total 34 26 38 20 16 12 62 208

32

Early Learning Coalition of the Nature Coast FEBRUARY 2018

Citrus County Dixie County Budget Amount: $2,540,354.00 Budget Amount: $134,668.00

Month# of

KidsServed

Avg DailyRate

# ofDays

ActualChild Care Balance Status Month

# ofKids

Served

Avg DailyRate

# ofDays

ActualChild Care Balance Status

July 886 $12.38 21 $230,374.16 $2,309,979.84 A July 39 $13.22 21 $10,824.66 $123,843.34 A Aug 874 $10.87 23 $218,550.39 $2,091,429.45 A Aug 49 $10.25 23 $11,555.69 $112,287.65 A Sept 796 $11.63 21 $194,454.40 $1,896,975.05 A Sept 43 $11.37 21 $10,270.60 $102,017.05 A Oct 805 $11.46 22 $202,990.05 $1,693,985.00 A Oct 41 $10.55 22 $9,519.47 $92,497.58 A Nov 814 $12.04 22 $215,603.46 $1,478,381.54 A Nov 34 $11.12 22 $8,318.50 $84,179.08 A Dec 814 $11.89 21 $203,248.43 $1,275,133.11 A Dec 33 $11.91 21 $8,254.65 $75,924.43 A Jan 800 $11.49 23 $211,392.49 $1,063,740.62 A Jan 35 $11.23 23 $9,041.61 $66,882.82 A Feb 776 $11.47 20 $178,024.83 $885,715.79 A Feb 32 $11.52 20 $7,373.27 $59,509.55 A Mar 776 $11.47 22 $195,827.31 $689,888.48 P Mar 32 $11.52 22 $8,110.60 $51,398.95 P Apr 776 $11.47 21 $186,926.07 $502,962.41 P Apr 32 $11.52 21 $7,741.93 $43,657.02 P May 776 $11.47 23 $204,728.55 $298,233.85 P May 32 $11.52 23 $8,479.26 $35,177.76 P Jun 776 $11.47 21 $186,926.07 $111,307.78 P Jun 32 $11.52 21 $7,741.93 $27,435.83 P

Total 260 $2,429,046.22 $111,307.78 S Total 260 $107,232.17 $27,435.83 SGilchrist County Levy County

Budget Amount: $457,519.00   Budget Amount: $1,299,378.00

Month# of

KidsServed

Avg DailyRate

# ofDays

ActualChild Care Balance Status Month

# ofKids

Served

Avg DailyRate

# ofDays

ActualChild Care Balance Status

July 121 $18.99 21 $48,265.50 $409,253.50 A July 462 $13.85 21 $134,395.76 $1,164,982.24 A Aug 121 $16.15 23 $44,956.40 $364,297.10 A Aug 460 $12.39 23 $131,049.75 $1,033,932.49 A Sept 108 $17.20 21 $39,020.47 $325,276.63 A Sept 410 $12.92 21 $111,275.43 $922,657.06 A Oct 109 $18.17 22 $43,570.98 $281,705.65 A Oct 382 $12.97 22 $108,996.66 $813,660.40 A Nov 110 $18.63 22 $45,086.87 $236,618.78 A Nov 373 $13.00 22 $106,677.93 $706,982.47 A Dec 121 $17.91 21 $45,499.82 $191,118.96 A Dec 367 $12.99 21 $100,146.70 $606,835.77 A Jan 124 $17.01 23 $48,521.03 $142,597.93 A Jan 372 $12.68 23 $108,493.11 $498,342.66 A Feb 123 $16.91 20 $41,596.67 $101,001.26 A Feb 359 $13.10 20 $94,082.04 $404,260.62 A Mar 123 $16.91 22 $45,756.34 $55,244.92 P Mar 359 $13.10 22 $103,490.24 $300,770.38 P Apr 123 $16.91 21 $43,676.50 $11,568.42 P Apr 359 $13.10 21 $98,786.14 $201,984.23 P May 123 $16.91 23 $47,836.17 -$36,267.75 P May 359 $13.10 23 $108,194.35 $93,789.89 P Jun 123 $16.91 21 $43,676.50 -$79,944.25 P Jun 359 $13.10 21 $98,786.14 -$4,996.25 P

Total 260 $537,463.25 -$79,944.25 D Total 260 $1,304,374.25 -$4,996.25 DSumter County Nature Coast

Budget Amount: $1,959,630.00 Budget Amount: $6,391,549.00

Month# of

KidsServed

Avg DailyRate

# ofDays

ActualChild Care Balance Status Month

# ofKids

Served

Avg DailyRate

# ofDays

ActualChild Care Balance Status

July 595 $14.47 21 $180,770.22 $1,778,859.78 A July 2,103 $14.58 21 $604,630.30 $5,786,918.70 A Aug 601 $13.12 23 $181,334.43 $1,597,525.35 A Aug 2,105 $12.56 23 $587,446.66 $5,199,472.04 A Sept 550 $13.48 21 $155,727.53 $1,441,797.82 A Sept 1,907 $13.32 21 $510,748.43 $4,688,723.61 A Oct 571 $13.40 22 $168,363.54 $1,273,434.28 A Oct 1,908 $13.31 22 $533,440.70 $4,155,282.91 A Nov 551 $14.39 22 $174,394.18 $1,099,040.10 A Nov 1,882 $13.84 22 $550,080.94 $3,605,201.97 A Dec 531 $14.47 21 $161,308.00 $937,732.10 A Dec 1,866 $13.83 21 $518,457.60 $3,086,744.37 A Jan 526 $14.65 23 $177,226.32 $760,505.78 A Jan 1,857 $13.41 23 $554,674.56 $2,532,069.81 A Feb 525 $14.42 20 $151,386.80 $609,118.98 A Feb 1,815 $13.48 20 $472,463.61 $2,059,606.20 A Mar 525 $14.42 22 $166,525.48 $442,593.50 P Mar 1,815 $13.48 22 $519,709.97 $1,539,896.23 P Apr 525 $14.42 21 $158,956.14 $283,637.36 P Apr 1,815 $13.48 21 $496,086.79 $1,043,809.44 P May 525 $14.42 23 $174,094.82 $109,542.54 P May 1,815 $13.48 23 $543,333.15 $500,476.29 P Jun 525 $14.42 21 $158,956.14 -$49,413.60 P Jun 1,815 $13.48 21 $496,086.79 $4,389.50 P

Total 260 $2,009,043.60 -$49,413.60 D Total 260 $6,387,159.50 $4,389.50 S

Education Department Update:33

School Readiness Child Screening Program Training Program# of screenings completed by parents/caregivers 919 Citrus DGL Sumter# of parents/caregivers who opted out of screening 116

# of training hours provided or facilitated 59.5 36 28

# of screenings with noted areas of concern

402(44% of children screened) # of training participants 305 279 162

# of referrals provided 103 (11% of children screened)

TIP Program expenditures $8,998.00

$7,980.00 $4,560.00

Contract Monitoring Activities Performance Funding Project Activities

School Readiness Program - 1 remaining # of participating programs 9

# of monitors completed30

# of MMCI training hours offered by ELC staff 70

Average score achieved 27.72 of possible 29 # of MMCI participants 18Common concerns noted Non-compliance w/

Licensing# of participants in Early Learning Florida courses 13

Voluntary Prekindergarten Program# of participants working on the Professional Pathway 31

# of monitors completed 58Average score achieved 98.27%Common concerns noted Attendance verification

forms incorrect

Child Passenger Safety Program ActivitiesCitrus Dixie/Gilchrist/Levy Sumter

Number of inspections completed 107 56 33Number of seats correct upon arrival 11 6 2Number of installations for newborns 28 8 0% of seats incorrect upon arrival (misuse rate)* 64% 75% 94%Total number of seats provided (includes installations for newborns) 57 46 29Number of caregivers educated 94 48 29Number of community events attended 13 3 1Number of contacts at community events 195 100 50Number of media releases 23 6 6Client fees collected $1,575** $975 $300Donations received United Way $250

monthly + $450 for 30 vouchers from Agape’

House

$525 for 35 vouchers from the Partnership for

Strong Families

United Way of Lake/Sumter grant -

$5,000

* Misuse rate is calculated by subtracting the number of correct seats and new installations from the total number of inspections completed, and dividing the balance by the total.** Client fees from seats provided through the Citrus Sheriff’s office are provided to the ELC for the Citrus County car seat program.

Public Relations Report:

December 2017 – March 201834

Agency Presentations Bushnell City Council Meeting                                                     United Way of Lake & Sumter Counties

Community Involvement Sumter Board of County Commission Meeting Citrus Board of County Commission Meeting

Gilchrist Transportation Disadvantaged Coordinating Board MeetingSumter Affordable Housing Advisory Council MeetingSumter Transportation Disadvantaged Coordinating Board MeetingSumter Chamber of Commerce Annual MeetingSumter County Times Guide Star InterviewSumter Family Law Advisory Group MeetingDCF Child Abuse Prevention & Permanency Conference Call

Children’s Week Conference Call Kids Central Wildwood Family Resource Center Advisory Council Meeting Citrus County Chamber of Commerce Meeting Citrus Community Alliance Meeting Healthy Families Advisory Board Meeting Lake/Sumter Children’s Advocacy Center Annual Event Habitat For Humanity Volunteer Sumter Community Action Partnership Meeting Citrus Transportation Disadvantaged Meeting

Grant Writing CSX Railways Beyond Our Rails ProgramInsight Community Foundation

Seven Rivers Charitable Giving Dr. Harry J. Heeb Foundation Bank of America Charitable Foundation AmScot Community Relations Hans & Cay Jacobsen Foundation RaceTrac Partnerships Team Alex & Ani Charity by Design

Community Wide Initiatives Volunteer Community Readers, Children’s Week League of Women Voters VPK Study, Sumter

Children’s Week 2018 Hanging of the Hands Leadership Citrus 2018

35

Eligibility Department Update:

Eligibility Department Update:Referral Type 2017-18 Jul Aug Sep Oct Nov Dec Jan Feb March April May June TOTAL ALL COUNTY TOTAL TO DATE

PS (Protective Service)

Child from a family under DCF'ssupervision for abuse or neglect

Citrus 9 11 5 19 1 10 7 5 4 71

154DGL 4 5 1 16 2 4 5 3 1 41

Sumter 6 10 4 8 2 1 3 6 2 42PI (Protective Investigation)

Child from a family that DCF isinvestigating for child abuse or neglect

Citrus 6 4 0 4 7 3 8 1 1 34

88DGL 2 2 1 0 4 2 0 2 2 15

Sumter 5 3 3 11 2 4 6 3 2 39FOSTER

Child placed in foster care under DCF'ssupervision due to abuse or neglect

Citrus 0 3 0 7 0 1 1 0 5 17

33DGL 2 1 0 0 0 1 1 0 0 5

Sumter 6 1 0 0 0 0 1 3 0 11CAREERSOURCE

Needy families receiving cash assistance required to participate in job training

and support services

Citrus 16 5 0 3 0 2 6 1 3 36

69DGL 2 0 2 9 0 0 8 2 2 25

Sumter 0 0 0 1 0 0 7 0 0 8D. VIOLENCE

Child in custody of parent that is a victimof domestic violence and residing in a

certified domestic violence center

Citrus 1 0 0 3 0 0 0 0 0 4

9DGL 0 0 0 0 0 0 0 1 0 1

Sumter 2 1 0 1 0 0 0 0 0 4DIVERSION

Family participating with departmentprescribed activities: education, health

services, work program

Citrus 0 0 0 2 0 0 0 0 0 2

34DGL 2 0 0 0 0 0 0 0 0 2

Sumter 0 4 3 5 5 5 3 2 3 30HOMELESS

Child in custody of parent that has beendeclared homeless by a DCF designated

lead agency

Citrus 0 0 0 4 2 0 0 0 0 6

10DGL 3 0 0 0 0 0 0 0 0 3

Sumter 0 0 0 0 0 1 0 0 0 1

36