Mission: To promote school readiness and pre-kindergarten programs thus increasing all children’s chances of achievingfuture educational success and becoming productive members of society. The coalition seeks to further the physical, social,emotional and intellectual needs of Miami-Dade and Monroe County children.

 

EXECUTIVE COMMITTEE MEETING AGENDA May 6, 2019; 9:00 a.m. 

415‐655‐0003 Meeting # 733 235 745 David Lawrence Jr. Community Meeting Room 

2555 Ponce de Leon Blvd, Suite 500, Coral Gables, FL 33134  

I. Welcome and Introductions          Adrian Alfonso  

II. Approval of Minutes            Adrian Alfonso  

A. 12/19/2018  

III. Ratification of Resolutions          Adrian Alfonso  A. Resolution05062019‐01 ‐ Authorize the President and CEO to negotiate and execute the 

contracts listed within the background section of this resolution. Fiscal Impact: An approximate amount of $723,195.00 for fiscal year 2019‐2020 which is subject to the availability of funding. Funding Source: Department of Health and Human Services, Administration for Children and Families 

B. Resolution 05062019‐02 ‐ Authorize the President and CEO to apply to, execute and receive funds from the grantor listed in the background section of this resolution. Fiscal Impact: An approximate amount of $10,211,307.00 for fiscal year 2019‐2020 which is subject to the availability of funding. Funding Source: Department of Health and Human Services, Administration for Children and Families 

C. Resolution 05062019‐03 ‐ Authorize the President and CEO to request permission from the Office of Head Start to provide Early Head Start‐ Child Care Partnership services in three additional zip codes within Miami‐Dade County. Fiscal Impact: This will not have additional fiscal impact on the budget. Funding Source: Department of Health and Human Services, Administration for Children and Families 

D. Resolution 05062019‐04 ‐ Authorize the President and CEO to make a qualified nonelective contribution, from ELCMDM funds, to the ELCMDM’s 401k plan to remedy the failed 2018 401k Actual Deferral Percentage and Actual Contribution Percentage non‐discrimination testing. Fiscal Impact: An approximate amount of $186,000.00. Funding Source: All Funding Sources 

E. Resolution 05062019‐05 ‐ Approve the Evaluation Committee’s recommendation to award contract for RFP#ELCMDM2019‐04 (Early Head Start Playgrounds), and authorize the President and CEO to negotiate and execute contracts with the selected vendor(s). Fiscal Impact: The contract is for an approximate amount of $632,540.00 until October   

Mission: To promote school readiness and pre-kindergarten programs thus increasing all children’s chances of achievingfuture educational success and becoming productive members of society. The coalition seeks to further the physical, social,emotional and intellectual needs of Miami-Dade and Monroe County children.

   

 31, 2019, which is subject to the availability of funding. Funding Source: Department of Health and Human Services, Administration for Children and Families  

 IV. School Readiness Plan           Jackye Russell 

 V. Informational Item            Evelio Torres 

 A. Save the Children B. Letter to James Haj 

  

VI. Public Comments            Adrian Alfonso  

VII. Adjourn              Adrian Alfonso        

             

     

Executive/Finance Committee Meeting December 12, 2018; 9:00 am 

ELC Board Room  

 Committee Attendees:   Adrian Alfonso (via conference call); Gilda Ferradaz (via conference call); 

Bob  Eadie  (via  conference  call);  Philip  Gassman  (via  conference  call); Maurice Kemp 

   Absentee Members:  Alex Soto; Theresa Axford  ELC Staff:  Evelio Torres; Angelo Parrino; Mercy Castiglione; Jackye Russell; Sandra 

Gonzalez;  Pam  Hollingsworth;  Alex  Sanchez;  Jacqueline  Olio;  Miguel Alfonso; Lissandra Curbelo; Lisa Sanabria 

 General Attendees:  Bob de la Fuente 

 I. Welcome & Introductions              Adrian Alfonso 

 II. Approval of Minutes                 Adrian Alfonso 

 o Motion to approve minutes B. Eadie. o Motion seconded by G. Ferradaz.  o Motion was unanimously passed. 

 III. Resolutions                  Adrian Alfonso 

 o Resolution  12192018‐01  authorize  the  President  and  CEO  to  make  a  qualified  nonelective 

contribution, from ELCMDM funds, to the ELC’s 401k plan to remedy the failed 2017 401k Actual Deferral  Percentage  and  Actual  Contribution  Percentage  non‐discrimination  testing.  Fiscal Impact: A total amount of $232,253.70 within 12 months of the end of the plan year or before December 31, 2018.  

o After discussion the total amount is to change to $237,000.00  

o Motion to approve resolution B. Eadie. o Motion seconded by G. Ferradaz.  o Motion unanimously passed. 

    

  

o Resolution 12192018‐02 ratifies  in writing  the ELCMDM’s board of director’s August 6 vote  to authorize the President and CEO to approve the transition of The Neighborhood Place for Early Head Start Program to the Early Learning Children’s Foundation. Fiscal  Impact: The amount of $9,789,273 for fiscal year 2018‐2019.  

o Motion to approve resolution B. Eadie. o Motion seconded by G. Ferradaz.  o Motion unanimously passed. 

 IV. Public Comments                Adrian Alfonso 

   V. Adjourn                  Adrian Alfonso 

                 

Action Requested: Authorize the President and CEO to negotiate and execute the contracts

listed within the background section of this resolution.

Fiscal Impact: An approximate amount of $723,195.00 for fiscal year 2019-2020 which is

subject to the availability of funding.

Funding Source: Department of Health and Human Services, Administration for Children and

Families

Strategic Goal: Neediest Children Providers

Youngest Children Internal Capacity

Educate All Funding

══════════════════════════════════════════════════════════════════

RESOLUTION: 05062019-01

AUTHORIZE THE PRESIDENT AND CEO TO NEGOTIATE AND EXECUTE THE CONTRACTS LISTED

WITHIN THE BACKGROUND SECTION OF THIS RESOLUTION.

WHEREAS, the Executive/Finance Committee of the Early Learning Coalition of Miami-

Dade/Monroe, Inc. has been apprised of the program goals through the attached narrative, hereby

incorporated by reference.

WHEREAS, the Executive/Finance Committee recommends approving this action;

NOW, THEREFORE, be it resolved by the Executive/Finance Committee to authorize the

President and CEO to negotiate and execute the contracts listed within the background section of

this resolution.

Early Learning Coalition Executive/Finance Committee Meeting

May 6, 2019

Resolution: 05062019-01

The foregoing resolution and attachment were offered by ___________, who moved its approval. The

motion was seconded by ___________, and upon being put to a vote, the vote was as follows:

_______________________.

The vote was recorded as listed in the attached roll sheet.

The chairperson thereupon declared this resolution duly passed and adopted this 6th

day of May

2019.

EARLY LEARNING COALITION

OF MIAMI-DADE/MONROE, INC,

By: ____________________________

Executive/Finance Committee Secretary

Background:

*Pending approval from the Regional Office (Department of Health and Human Services) to transfer all contacts to the Early

Learning Foundation doing business as The Neighborhood Place for Early Head Start.

Early Head Start Contracts

Contractors for Program Services Program/ServicesProposed FY 2019-

2020 AmountStart Date End Date

Citrus Health Network Social Emotional Services $125,000.00 8/1/2019 7/31/2020

Miami Dade College Formal Education and Credentials $250,000.00 8/1/2019 7/31/2020

PSA's

TBD (Out for Quote)Phone Service, Maintenance &

Support$84,000.00 8/1/2019 7/31/2020

Lehtinen Schultz, PLLC (Bob De La Fuente) Legal Services $35,000.00 8/1/2019 7/31/2020

Lakeshore Learning Materials Quality Materials Services $139,900.00 8/1/2019 7/31/2020

Memorandum of Understanding

University of Florida Institute of Food and Agricultural Science

Agreement with University of

Florida to provide nutrition

education to families

N/A 6/8/2018 6/8/2019

University of Miami Provide training opportunities for

qualified studentsN/A 6/1/2018 6/1/2023

Florida International University Intern Agreement N/A 12/6/2016 12/5/2023

Florida Department of Health's Women, Infants, and Children DivisionNutritional support for Miami-Dade

childcare centersN/A TBD TBD

Community Medical Group Shared office space N/A 7/10/2017 Open-Ended

Action Requested: Authorize the President and CEO to apply to, execute and receive funds

from the grantor listed in the background section of this resolution.

Fiscal Impact: An approximate amount of $10,211,307.00 for fiscal year 2019-2020 which is

subject to the availability of funding.

Funding Source: Department of Health and Human Services, Administration for Children and

Families

Strategic Goal: Neediest Children Providers

Youngest Children Internal Capacity

Educate All Funding

══════════════════════════════════════════════════════════════════

RESOLUTION: 05062019-02

AUTHORIZE THE PRESIDENT AND CEO TO APPLY TO, EXECUTE AND RECEIVE FUNDS FROM

THE GRANTORS LISTED IN THE BACKGROUND SECTION OF THIS RESOLUTION.

WHEREAS, the Executive/Finance Committee of the Early Learning Coalition of Miami-

Dade/Monroe, Inc. has been apprised of the program goals through the attached narrative, hereby

incorporated by reference.

WHEREAS, the Executive/Finance Committee recommends approving this action;

NOW, THEREFORE, be it resolved by the Executive/Finance Committee to authorize the

President and CEO to apply to, execute and receive funds from the grantors listed in the

background section of this resolution.

Early Learning Coalition Executive/Finance Committee Meeting

May 6, 2019

Resolution: 05062019-02

The foregoing resolution and attachment were offered by ___________, who moved its approval. The

motion was seconded by ___________, and upon being put to a vote, the vote was as follows:

_______________________.

The vote was recorded as listed in the attached roll sheet.

The chairperson thereupon declared this resolution duly passed and adopted this 6th

day of May

2019.

EARLY LEARNING COALITION

OF MIAMI-DADE/MONROE, INC,

By: ____________________________

Executive/Finance Committee Secretary

Background:

*2019-2020 budget for Early Head Start 5-year grant period

*Pending approval from the Regional Office (Department of Health and Human Services) to transfer all grants to the Early

Learning Foundation doing business as The Neighborhood Place for Early Head Start.

Early Head Start Grants

Contractors for Program Services Program/ServicesProposed FY 2019-

2020 AmountStart Date End Date

US Department of Health Base Grant $9,805,378.00* 8/1/2019 7/31/2024

US Department of Health Training and Technical Assistants $232,374.00* 8/1/2019 7/31/2024

US Department of Health Cost of Living Adjustment $173,555.00 8/1/2019 7/31/2020

Total: $10,211,307.00

Supplemental Information

Nonfederal Share Non-Federal Share $2,509,438.00 8/1/2019 7/31/2020

Nonfederal Share Cost of Living Adjustment Non-Federal Share $43,389.00 8/1/2019 7/31/2020

Total:$2,552,827.00

Action Requested: Authorize the President and CEO to request permission from the Office of

Head Start to provide Early Head Start- Child Care Partnership services in three additional zip

codes within Miami-Dade County.

Fiscal Impact: This will not have additional fiscal impact on the budget.

Funding Source: Department of Health and Human Services, Administration for Children and

Families

Strategic Goal: Neediest Children Providers

Youngest Children Internal Capacity

Educate All Funding

══════════════════════════════════════════════════════════════════

RESOLUTION: 05062019-03

AUTHORIZE THE PRESIDENT AND CEO TO REQUEST PERMISSION FROM THE OFFICE OF HEAD

START TO PROVIDE EARLY HEAD START- CHILD CARE PARTNERSHIP SERVICES IN THREE

ADDITIONAL ZIP CODES WITHIN MIAMI-DADE COUNTY.

WHEREAS, the Executive/Finance Committee of the Early Learning Coalition of Miami-

Dade/Monroe, Inc. has been apprised of the program goals through the attached narrative, hereby

incorporated by reference.

WHEREAS, the Executive/Finance Committee recommends approving this action;

NOW, THEREFORE, be it resolved by the Executive/Finance Committee to authorize the

President and CEO to request permission from the Office of Head Start to provide Early Head Start-

Child Care Partnership services in three more zip codes within Miami-Dade County.

Early Learning Coalition Executive/Finance Committee Meeting

May 6, 2019

Resolution: 05062019-03

The foregoing resolution and attachment were offered by ___________, who moved its approval. The

motion was seconded by ___________, and upon being put to a vote, the vote was as follows:

_______________________.

The vote was recorded as listed in the attached roll sheet.

The chairperson thereupon declared this resolution duly passed and adopted this 6th

day of May

2019.

EARLY LEARNING COALITION

OF MIAMI-DADE/MONROE, INC,

By: ____________________________

Executive/Finance Committee Secretary

Background:

In February of 2015, the Department of Health and Human Services awarded the Early Learning

Coalition of Miami-Dade/Monroe (ELCMDM) a grant for the Early Head Start-Child Care

Partnership (EHS-CCP). This award identified 10 high poverty zip codes in Miami-Dade/County as

areas of service. Since being awarded the grant, ELCMDM has been serving 750 infants and

toddlers in these areas. Per the Community Assessment’s top 10 zip codes with the highest

number of preschoolers living in poverty, the ELCMDM is serving 5. Three (33012, 33161, and

33157) of the remaining 5 do not have sufficient services for high poverty families with infants.

The other 2 zip codes not being served are neighboring to other zip codes that provide EHS

services. The grid below provides information on the additional zip codes that the ELCMDM

would like to provide EHS-CCP services.

Zip Code

Children ages 0-2 years living in poverty

Children ages 3-4 years living in poverty

Other EHS Centers in the Zip Code

Other Childcare Centers offering SR to Infants in the Zip Code

Zip Code's Ranking of Children Ages 0-2 Years Living in Poverty

33012 977 651 0 36 of 61 3rd highest

33161 944 629 1 12 of 37 4th highest

33157 698 465 0 18 of 64 10th Highest

Action Requested: Authorize the President and CEO to make a qualified nonelective

contribution, from ELCMDM funds, to the ELCMDM’s 401k plan to remedy the failed 2018

401k Actual Deferral Percentage and Actual Contribution Percentage non-discrimination

testing.

Fiscal Impact: An approximate amount of $186,000.00.

Funding Source: All Funding Sources

Strategic Goal: Neediest Children Providers

Youngest Children Internal Capacity

Educate All Funding

══════════════════════════════════════════════════════════════════

RESOLUTION: 05062019-04

AUTHORIZE THE PRESIDENT AND CEO TO MAKE A QUALIFIED NONELECTIVE CONTRIBUTION,

FROM ELCMDM FUNDS, TO THE ELCMDM’S 401K PLAN TO REMEDY THE FAILED 2018 401K

ACTUAL DEFERRAL PERCENTAGE AND ACTUAL CONTRIBUTION PERCENTAGE NON-

DISCRIMINATION TESTING.

WHEREAS, the Executive/Finance Committee of the Early Learning Coalition of Miami-

Dade/Monroe, Inc. has been apprised of the program goals through the attached narrative, hereby

incorporated by reference.

WHEREAS, the Executive/Finance Committee recommends approving this action;

NOW, THEREFORE, be it resolved by the Executive/Finance Committee to authorize the

President and CEO to make a qualified nonelective contribution, from ELCMDM funds, to the

ELCMDM’s 401k plan to remedy the failed 2018 401k Actual Deferral Percentage and Actual

Contribution Percentage non-discrimination testing.

Early Learning Coalition Executive/Finance Committee Meeting

May 6, 2019

Resolution: 05062019-04

The foregoing resolution and attachment were offered by ___________, who moved its approval. The

motion was seconded by ___________, and upon being put to a vote, the vote was as follows:

_______________________.

The vote was recorded as listed in the attached roll sheet.

The chairperson thereupon declared this resolution duly passed and adopted this 6th

day of May

2019.

EARLY LEARNING COALITION

OF MIAMI-DADE/MONROE, INC,

By: ____________________________

Executive/Finance Committee Secretary

Background:

In order to comply with IRS requirements and to correct a failure of the 2018 401K Actual Deferral

Percentage and Actual Contribution Percentage nondiscrimination testing, the ELCMDM will need

to make a qualified nonelective contribution or (QNEC) for the non-highly compensated employees

in the approximate amount of $186,000.00 within 12 months of the end of the plan year or before

December 31, 2019. This contribution will bring the ELCMDM’s 401k plan into compliance with

IRS requirements for the 2018 plan year. Moving forward, the plan will no longer need Actual

Deferral Percentage and Actual Contribution Percentage non-discrimination testing as it was

changed to a safe harbor plan as of January 1, 2019. Please refer to attached IRS 401k Plan fix-it

guide.

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401(k) Plan Fix-It Guide - You didn't use the plan

definition of compensation correctly for all

deferrals and allocations.

Mistake Find the MistakeFix the

Mistake

Avoid the

Mistake

3) You didn't

use the plan

definition of

compensation

correctly for

all deferrals

and

allocations.

 

Review the plan document definition of

compensation used for determining elective

deferrals, employer nonelective and

matching contributions, maximum annual

additions and top-heavy minimum

contributions. Review the plan election

forms to determine if they're consistent with

plan terms.

Corrective

contribution,

or

reallocation

or

distribution.

 Perform

annual reviews

of

compensation

definitions and

ensure that the

person in

charge of

determining

compensation

is properly

trained to

understand

the plan

document.

Because your plan may use different definitions of compensation for different purposes, it’s important to apply

the proper definition for deferrals, allocations and testing. A plan’s compensation definition must satisfy rules

for determining the amount of contributions. One of those rules is that the amount of compensation considered

under the plan can’t exceed $280,000 in 2019 ($275,000 in 2018 subject to cost-of-living adjustments for later

years). This limit is described in IRC Section 401(a)(17).

You must follow the plan document compensation definitions. Compensation generally includes the pay a

participant received from the employer for personal services for a year including:

Wages and salaries

Fees for professional services

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Other amounts received (cash or non-cash) for personal services actually rendered by an employee,

including, but not limited to:

Commissions and tips

Fringe benefits

Bonuses

The Plan’s terms may include all or a portion of compensation for purposes of determining an employee’s

allocation or salary reduction contribution. In addition, your plan may need to ensure that compensation used

for testing complies with applicable statutes. For example, a plan might preclude employees from making

deferrals from overtime income. However, if overtime is primarily paid to nonhighly compensated employees,

then the plan may not be able to use the plan’s restricted definition of compensation for the actual deferral

percentage (ADP) test. The plan would have to ensure that the definition of compensation complies with the

requirements of IRC Section 414(s) and may need to include overtime for this purpose. Thus, it’s critical that the

plan monitor its operation to ensure that the terms of the plan are followed to determine an employee’s elective

deferral or other allocation. In addition, it’s critical to monitor the plan to ensure that the compensation used for

different testing purposes (e.g., ADP, section 415, top heavy) comply with applicable statutes.

How to find the mistake:

Review the plan document to determine if you're using the proper compensation for allocations, deferrals and

testing. Many plan sponsors operate their plan based on a plan summary of the definitions and operational

requirements. As the plan is amended, the compensation definition may change while the plan continues to

operate as it had previously.

Review the plan sections dealing with allocations and deferrals. Each plan contains sections, either in the plan

document or in an adoption agreement, that discuss how the plan must make allocations and deferrals. This

section may say, for example, “Employees may defer up to 15% of their Compensation…” You then have to go to

the plan section containing definitions and find the “Compensation” definition. Spot-check deferrals and

allocations to see if you're using the correct compensation. Some of these definitions can get complicated with

expense reimbursements, car allowances, bonuses, commissions and overtime pay that is or is not included in

the definition of compensation. If you have a plan with a complicated definition of compensation, you may want

to develop a worksheet to calculate the correct amounts. 

How to fix the mistake:  

Corrective action:

There are a couple of ways to make corrections when you have improperly allocated amounts because you

didn’t follow the plan definition of compensation. If you've determined that an employee made excess elective

deferrals, give the participant a distribution of the excess deferrals plus earnings. However, if net earnings are

negative then, the plan sponsor will need to make an additional contribution to the participant’s account to

reimburse it for the loss. In addition, matching contributions related to the excess deferral (adjusted for

earnings) should be forfeited and based on plan terms, either reallocated to other participants or to an

unallocated account to be used for future matching contributions. If there are improper profit-sharing

contributions, forfeit and based on plan terms reallocate the contributions plus earnings to plan participants or

to an unallocated account to be used to be used for future profit sharing contributions.

If you’ve determined that an employee made deferrals that were less than what should have been made had the

correct compensation amount been used, then a corrective contribution needs to be made to the employee’s

account within the plan. The employee would receive a corrective qualified non-elective contribution (which is

an employer contribution in which the employee is fully vested) equal to 50% of the missed deferral (i.e., the

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difference between the amount that should have been deferred based on the use of correct compensation and

what was deferred). In addition, the employee would receive a corrective employer matching contribution, if

applicable, equal to the difference between what the employee would have received if the correct elective

deferral was made and the actual matching contribution.  Finally, the employee would receive a corrective

employer contribution to the extent that he or she received a profit sharing allocation that was less than what he

or she would have been entitled to had the correct compensation been used.  All corrective contributions must

be adjusted for earnings.

For failures found and fixed promptly, plan sponsors have the option to reduce the corrective contribution for

the lost opportunity cost from 50% of the missed deferral to 25% under certain conditions. For additional details,

see Mistake #6 of the 401(k) Fix-it Guide.

Example 1:

Employer Z sponsors a 401(k) plan with six participants with total plan assets of $375,000. The plan definition of

compensation for deferrals and allocations was amended, effective 2005, to exclude bonuses. The plan provides

that unallocated forfeitures are to be used for future contributions. For the 2014 plan year, Employer Z

improperly included bonuses in compensation when determining allocations and deferrals. Three highly

compensated employees each had base compensation of $120,000 and a $30,000 bonus. Each of these highly-

compensated employees had deferral percentages of 6% of compensation and the plan provides for a fixed

profit-sharing allocation of 5% of compensation to each participant’s account. The plan provides for a 50%

matching contribution for deferrals up to 6% of compensation.

Each of the three employees properly received a profit-sharing allocation equal to 5% of their $120,000

compensation ($6,000), but improperly received an allocation equal to 5% of the $30,000 bonus ($1,500).

Each of the three employees properly deferred 6% of their $120,000 base compensation ($7,200), but

improperly deferred 6% of the $30,000 bonus ($1,800).

Each of the three employees properly received a matching contribution of 3% of their $120,000 base

compensation ($3,600), but improperly received an allocation equal to 3% of the $30,000 bonus ($900).

For each employee, Employer Z should forfeit the profit-sharing allocations of $1,500 adjusted for earnings and

reallocate the forfeited amounts to an unallocated account to use for profit-sharing allocations in future years.

For each employee, Employer Z should forfeit the matching contributions of $900 adjusted for earnings and

reallocate the funds forfeited amounts to an unallocated account to use for matching contributions in future

years.

Employer Z must distribute the improperly contributed elective deferrals of $1,800 adjusted for earnings to each

of the three employees. However, if the earnings are negative, then Employer Z must make an additional

contribution to the plan so that the affected plan participants don’t suffer a financial loss with regard to the

excess deferrals incorrectly paid to the plan.

Correction programs available for Example 1:

Self-Correction Program:

The example illustrates an operational problem because Employer Z didn't follow the plan terms by including

bonuses in compensation when determining plan allocations. If the other eligibility requirements are satisfied,

Employer Z may use SCP to correct the mistake.

No IRS imposed user fees for self-correction.

Practices and procedures must be in place.

If the mistakes are significant in the aggregate:

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Employer Z needs to complete correction by December 31, 2016.

If not corrected by December 31, 2016, Employer Z isn't eligible for SCP and must correct under VCP.

If the mistakes are insignificant in the aggregate, Employer Z can correct beyond the two-year correction

period for significant errors. Whether a mistake is insignificant depends on all facts and circumstances.

Voluntary Correction Program:

Correction is the same as described under SCP. If the plan is not under audit, Employer Z makes a VCP

submission. Employer Z's plan’s had less than $500,000 in plan assets, so the user fee for the VCP submission

made in 2018 is $1,500. When making the submission, Z must include Forms 8950 and 8951 and consider using

the model documents set forth in the Form 14568 series. VCP user fees may change in subsequent years.

Audit Closing Agreement Program:

Under Audit CAP, correction is the same as under SCP. Employer Z and the IRS enter into a closing agreement

outlining the corrective action and negotiate a sanction The sanction under Audit CAP is based on facts and

circumstances, as discussed in Section 14 of Revenue Procedure 2016-51.

Example 2: 

Employer Y sponsors a 401(k) plan with plan assets that exceed $500,000 but are less than ten million dollars.

The plan definition of compensation for deferrals and allocations was amended, effective 2005, to include

overtime. For the 2014 plan year, Employer Y improperly excluded overtime compensation when determining

allocations and deferrals. Three non-highly compensated employees each had base compensation of $30,000

and $10,000 in overtime income. Each of these non-highly compensated employees had deferral percentages of

4% of compensation and the plan provides for a fixed profit-sharing allocation of 5% of compensation to each

participant’s account. The plan provides for a 50% matching contribution for deferrals up to 6% of

compensation.

Each of the three employees properly received a profit-sharing allocation equal to 5% of their $30,000

compensation ($1,500), but in error, didn’t receive an allocation equal to 5% of the $10,000 overtime income

($500).

Each of the three employees properly deferred 4% of their $30,000 base compensation ($1,200), but in error,

the 4% election didn’t extend to their overtime incomes of $10,000 ($400).

Each of the three employees properly received a matching contribution of 2% of their $30,000 base

compensation ($600), but in error, didn’t receive the matching contributions they would have been entitled

to had deferrals been made from their overtime incomes. If the 4% elective deferrals were made from their

overtime incomes, they would have been entitled to receive an additional matching allocation equal to 2% of

the $10,000 in overtime income ($200).

For each employee, Employer Y should make additional profit-sharing contributions of $500 plus earnings.

For each employee, Employer Y should make an additional qualified non-elective contribution of $200 (or 50% of

the missed deferral of $400) plus earnings.

Employer Y should make an additional employer matching contribution of $200 plus earnings to each of the

three employees

In terms of the missed elective deferrals, other correction methods may be acceptable to fix that part of this

mistake. See Mistake #6 of the 401(k) Fix-it Guide for details.

Correction programs available for Example 2:

4/30/2019 401k Plan Fix It Guide You did not use the plans definition of compensation correctly for all deferrals and allocations | Internal Revenue S…

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Self-Correction Program:

The example illustrates an operational problem because Employer Y didn't follow the plan terms by excluding

overtime compensation when determining plan allocations. If the other eligibility requirements are satisfied,

Employer Y may use SCP to correct the mistake.

No IRS imposed user fees for self-correction.

Practices and procedures must be in place.

If the mistakes are significant in the aggregate:

Employer Y needs to complete correction by December 31, 2016.

If not corrected by December 31, 2016, Employer Y isn't eligible for SCP and must correct under VCP.

If the mistakes are insignificant in the aggregate, Employer Y can correct beyond the two-year correction

period for significant errors. Whether a mistake is insignificant depends on all facts and circumstances.

Voluntary Correction Program:

Correction is the same as described under SCP. If the plan is not under audit, Employer Y makes a VCP

submission. Employer Y's plan had assets that exceed $500,000 but less than ten million dollars, so the user fee

for the VCP submission made in 2018 is $3,000. When making the submission, Y must include Forms 8950 and

8951 and consider using the model documents set forth in the Form 14568 series. VCP user fees may change in

subsequent years.

Audit Closing Agreement Program:

Under Audit CAP, correction is the same as under SCP. Employer Y and the IRS enter into a closing agreement

outlining the corrective action and negotiate a sanction. The sanction under Audit CAP is based on facts and

circumstances, as discussed in Section 14 of Revenue Procedure 2016-51.

How to avoid the mistake:

Perform annual reviews of the plan operations.

If the plan document is amended, check the definitions against the old document, noting any differences.

Have a centralized person or department responsible for maintaining all plan documents.

If you amend your plan document, communicate those changes to everyone involved in the plan’s operation.

Plan sponsors should develop an internal communication mechanism to timely and accurately advise plan

administrators and outside service providers (outside plan consultant, actuary and/or third party

administrator/record keeper) of changes.

Provide proper training of in-house personnel who determine compensation to understand the plan

document.

Know what your third party administrators have agreed to provide. They may be relying on you for

information, such as compensation and deferral amounts used in their work. Retain a copy of your third

party administrator service contract including any updated contracts; and keep a summary of what’s being

supplied to the plan by the third party administrator, actuary or consultant. Keep this service contract and

summary with the person responsible for maintaining all plan documents.

Try to simplify your plan’s definition of compensation and use the same definition for multiple purposes.

401(k) Plan Fix-It Guide

401(k) Plan Overview

EPCRS Overview

401(k) Plan Checklist

Additional resources

IRS.gov / Retirement Plans / Correcting Plan Errors / Fix-It Guides / Potential Mistake

4/30/2019 401k Plan Fix It Guide You did not use the plans definition of compensation correctly for all deferrals and allocations | Internal Revenue S…

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Page Last Reviewed or Updated: 07-Nov-2018

Action Requested: Approve the Evaluation Committee’s recommendation to award contract

for RFP#ELCMDM2019-04 (Early Head Start Playgrounds), and authorize the President and

CEO to negotiate and execute contracts with the selected vendor(s).

Fiscal Impact: The contract is for an approximate amount of $632,540.00 until October 31,

2019, which is subject to the availability of funding.

Funding Source: Department of Health and Human Services, Administration for Children and

Families

Strategic Goal: Neediest Children Providers

Youngest Children Internal Capacity

Educate All Funding

══════════════════════════════════════════════════════════════════

RESOLUTION: 05062019-05

APPROVE THE EVALUATION COMMITTEE’S RECOMMENDATION TO AWARD CONTRACT FOR

RFP#ELCMDM2019-04 (EARLY HEAD START PLAYGROUNDS), AND AUTHORIZE THE PRESIDENT

AND CEO TO NEGOTIATE AND EXECUTE CONTRACTS WITH THE SELECTED VENDOR(S).

WHEREAS, the Executive/Finance Committee of the Early Learning Coalition of Miami-

Dade/Monroe, Inc. has been apprised of the program goals through the attached narrative, hereby

incorporated by reference.

WHEREAS, the Executive/Finance Committee recommends approving this action;

NOW, THEREFORE, be it resolved by the Executive/Finance Committee to authorize the

approval of the Evaluation Committee’s recommendation to award contract for

RFP#ELCMDM2019-04 (Early Head Start Playgrounds), and authorize the President and CEO to

negotiate and execute contracts with the selected vendor(s).

Early Learning Coalition Executive/Finance Committee Meeting

May 6, 2019

Resolution: 05062019-05

The foregoing resolution and attachment were offered by ___________, who moved its approval. The

motion was seconded by ___________, and upon being put to a vote, the vote was as follows:

_______________________.

The vote was recorded as listed in the attached roll sheet.

The chairperson thereupon declared this resolution duly passed and adopted this 6th

day of May

2019.

EARLY LEARNING COALITION

OF MIAMI-DADE/MONROE, INC,

By: ____________________________

Executive/Finance Committee Secretary

Background:

Resolution #04012019-05 authorized the President and CEO to release a Request for Proposal (RFP)

for Early Head Start Playgrounds. On April 4, 2019, the Early Learning Coalition released

RFP#ELCMDM2019-04 for Early Head Start Playgrounds. On or before April 17, 2019, the Early

Learning Coalition received two (2) proposals from the following:

Kaplan Early Learning Company

Builcore, Inc.

Legal Counsel reviewed the proposals on April 17, 2019; the proposals were deemed responsive.

On April 18, 2019, the proposals were reviewed by four (4) evaluators who made up the Evaluation

Committee.

Evaluation Committee Members:

1. Johanna Miranda, Contracting Officer- Jackson Health System

2. Jeffrey Hurst, Family Services Counselor/Community Liaison/Trainer- Department of Children

and Families

3. Ann Marie Martinez, M.Ed., Quality Assurance Program Monitor & Technical Assistance

Specialist- Early Learning Coalition of Miami-Dade/Monroe, Inc.

4. Salvatore Martorano, Early Head Start Compliance Manager- Early Learning Coalition of Miami-

Dade/Monroe, Inc.

On April 25, 2019, at the second Evaluation Committee Meeting, the committee moved and

passed a motion to recommend that the Early Learning Coalition negotiate and execute contracts

with Kaplan Early Learning Company and Builcore, Inc. The committee’s decision to select both

vendors was due to time constraints. Being able to contract with both vendors will allow the Early

Learning Coalition the ability to provide the new sites with updated playground equipment within

the current fiscal year.

Proposer’s Name Final Rating (Max 400)

Kaplan Early Learning Company

Builcore, Inc.

380

332

Evaluation Scorecard:

Sliding Fee Scale for Coalition

Effective date 7/1/19

DAILY FEE ------- Annual Gross Income - Number of persons in Family -------

========= ========

Full-Time Part-Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ----------------------------------------------------------------------------------------

0.80 0.40 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

50%FPL 6,245 8,455 10,665 12,875 15,085 17,295 19,505 21,715 23,925 26,135 28,345 30,555 32,765 34,975 37,185

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

1.60 0.80 6,246 8,456 10,666 12,876 15,086 17,296 19,506 21,716 23,926 26,136 28,346 30,556 32,766 34,976 37,186

75%FPL 9,368 12,683 15,998 19,313 22,628 25,943 29,258 32,573 35,888 39,203 42,518 45,833 49,148 52,463 55,778

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

2.40 1.20 9,369 12,684 15,999 19,314 22,629 25,944 29,259 32,574 35,889 39,204 42,519 45,834 49,149 52,464 55,779

12,489 16,909 21,329 25,749 30,169 34,589 39,009 43,429 47,849 52,269 56,689 61,109 65,529 69,949 74,369

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ----------------------------------------------------------------------------------------

3.20 1.60 FPL 12,490 16,910 21,330 25,750 30,170 34,590 39,010 43,430 47,850 52,270 56,690 61,110 65,530 69,950 74,370

14,572 19,729 24,886 30,043 35,199 40,356 45,513 50,670 55,827 60,983 66,140 71,297 76,454 81,611 86,767

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

4.00 2.00 14,573 19,730 24,887 30,044 35,200 40,357 45,514 50,671 55,828 60,984 66,141 71,298 76,455 81,612 86,768

85% SMI 92,945 94,732

16,654 22,548 28,441 34,335 40,229 46,122 52,016 57,910 63,803 69,697 75,590 81,484 87,378 93,271 99,165

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

4.80 2.40 16,655 22,549 28,442 34,336 40,230 46,123 52,017 57,911 63,804 69,698 75,591 81,485 87,379 93,272 99,166

85% SMI 89,370 91,157

150%FPL 18,735 25,365 31,995 38,625 45,255 51,885 58,515 65,145 71,775 78,405 85,035 91,665 98,295 104,925 111,555

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

5.60 2.80 18,736 25,366 31,996 38,626 45,256 51,886 58,516 65,146 71,776 78,406 85,036 91,666 98,296 104,926 111,556

85% SMI 87,582

19,463 26,351 33,239 40,126 47,014 53,902 60,789 67,677 74,565 81,452 88,340 95,228 102,115 109,003 115,891

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

6.40 3.20 19,464 26,352 33,240 40,127 47,015 53,903 60,790 67,678 74,566 81,453 88,341 95,229 102,116 109,004 115,892

20,191 27,337 34,482 41,627 48,773 55,918 63,064 70,209 77,354 84,500 91,645 98,790 105,936 113,081 120,227

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

7.20 3.60 20,192 27,338 34,483 41,628 48,774 55,919 63,065 70,210 77,355 84,501 91,646 98,791 105,937 113,082 120,228

85% SMI 85,795

20,920 28,323 35,726 43,129 50,532 57,935 65,338 72,741 80,144 87,547 94,950 102,353 109,756 117,159 124,562

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

8.00 4.00 20,921 28,324 35,727 43,130 50,533 57,936 65,339 72,742 80,145 87,548 94,951 102,354 109,757 117,160 124,563

21,648 29,308 36,969 44,630 52,291 59,951 67,612 75,273 82,934 90,594 98,255 105,916 113,577 121,237 128,898

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

8.80 4.40 21,649 29,309 36,970 ` 52,292 59,952 67,613 75,274 82,935 90,595 98,256 105,917 113,578 121,238 128,899

85% SMI 84,008

22,376 30,294 38,213 46,131 54,050 61,968 69,886 77,805 85,723 93,642 101,560 109,479 117,397 125,315 133,234

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

9.60 4.80 22,377 30,295 38,214 46,132 54,051 61,969 69,887 77,806 85,724 93,643 101,561 109,480 117,398 125,316 133,235

185%FPL 23,107 31,284 39,461 47,638 55,815 63,992 72,169 80,346 88,523 96,700 104,877 113,054 121,231 129,408 137,585

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

10.40 5.20 23,108 31,285 39,462 47,639 55,816 63,993 72,170 80,347 88,524 96,701 104,878 113,055 121,232 129,409 137,586

85% SMI 82,220

24,043 32,552 41,060 49,569 58,077 66,586 75,094 83,603 92,111 100,620 109,128 117,637 126,145 134,654 143,162

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

11.20 5.60 24,044 32,553 41,061 49,570 58,078 66,587 75,095 83,604 92,112 100,621 109,129 117,638 126,146 134,655 143,163

200%FPL 24,980 33,820 42,660 51,500 60,340 69,180 78,020 86,860 95,700 104,540 113,380 122,220 131,060 139,900 148,740

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

12.00 6.00 24,981 33,821 42,661 51,501 60,341 69,181 78,021 86,861 95,701 104,541 113,381 122,221 131,061 139,901 148,741

85% SMI 80,433

26,854 36,357 45,860 55,363 64,866 74,369 83,872 93,375 102,878 112,381 121,884 131,387 140,890 150,393 159,896

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

12.80 6.40 26,855 36,358 45,861 55,364 64,867 74,370 83,873 93,376 102,879 112,382 121,885 131,388 140,891 150,394 159,897

85% SMI 69,113 78,645

28,727 38,893 49,059 59,225 69,391 79,557 89,723 99,889 110,055 120,221 130,387 140,553 150,719 160,885 171,051

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

13.60 6.80 28,728 38,894 49,060 59,226 69,392 79,558 89,724 99,890 110,056 120,222 130,388 140,554 150,720 160,886 171,052

85% SMI 30,982 40,514 50,047 59,580

---------------- -------------- --------------- -------------- -------------- -------------- ------------- -------------- ------------- --------------- -------------- ------------- -------------- -------------- -------------- ------------- --------------

Parents receiving hourly care pay up to the part time fee. 2019 Povertly Level (FPL) effective January 11, 2019

Note: 10% Parent Fee was calculated using 260 days. LIHEAP IM 2018-03 State Median Income Estimates

Refer to 6M-4.400, F.A.C.

Income 85% State Median Income:Upper threshold for eligibility

Please answer the following questions:

(1) If there is a sibling discount what is the percentage? Yes, sibling discount is 50%

(2) If any family pays more than 10% of their gross income for child care, please complete and attach the justification form that explains how the fees will not limit parent access to services. No, we have not increased

the prent fees in several years. (3) Describe at

what points during the year school age schedules are adjusted. For example, beginning of summer, end of summer, spring break, etc. Schedules are adjusted accordingly in the beginning and end of summer

(for dually enrolled school-age children).

ELCMDM Miami-Dade County

FPL as indicated

unless exceeds

85% SMI

Florida's Office of Early LearningSLIDING FEE SCHEDULE

Sliding Fee Scale for Coalition

Effective date 7/1/19

SIMPLIFIED SLIDING FEE SCHEDULE

DAILY FEE ------- Annual Gross Income - Number of persons in Family -------

========= ==========

Full-Time Part-Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

--------------- ----------------- ------------- ------------- ------------ -------------- --------------- ------------- ------------- -------------- --------------- ----------------------------------------------------------------------------------------------

1.10 0.55 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

up to 50% 6,070 8,230 10,390 12,550 14,710 16,870 19,030 21,190 23,350 25,510 27,670 29,830 31,990 34,150 36,310

2.20 1.10 6,071 8,231 10,391 12,551 14,711 16,871 19,031 21,191 23,351 25,511 27,671 29,831 31,991 34,151 36,311

FPL 12,140 16,460 20,780 25,100 29,420 33,740 38,060 42,380 46,700 51,020 55,340 59,660 63,980 68,300 72,620

4.40 2.20 12,141 16,461 20,781 25,101 29,421 33,741 38,061 42,381 46,701 51,021 55,341 59,661 63,981 68,301 72,621

85% SMI 92,283

130% FPL 15,782 21,398 27,014 32,630 38,246 43,862 49,478 55,094 60,710 66,326 71,942 77,558 83,174 88,790 94,406

6.05 3.03 15,783 21,399 27,015 32,631 38,247 43,863 49,479 55,095 60,711 66,327 71,943 77,559 83,175 88,791 94,407

85% SMI 87,059 88,800 90,541

150%FPL 18,210 24,690 31,170 37,650 44,130 50,610 57,090 63,570 70,050 76,530 83,010 89,490 95,970 102,450 108,930

6.33 3.17 18,211 24,691 31,171 37,651 44,131 50,611 57,091 63,571 70,051 76,531 83,011 89,491 95,971 102,451 108,931

85% SMI 83,577 85,318

170% FPL 20,638 27,982 35,326 42,670 50,014 57,358 64,702 72,046 79,390 86,734 94,078 101,422 108,766 116,110 123,454

7.42 3.71 20,639 27,983 35,327 42,671 50,015 57,359 64,703 72,047 79,391 86,735 94,079 101,423 108,767 116,111 123,455

85% SMI 81,836

185%FPL 22,459 30,451 38,443 46,435 54,427 62,419 70,411 78,403 86,395 94,387 102,379 110,371 118,363 126,355 134,347

7.70 3.85 22,460 30,452 38,444 46,436 54,428 62,420 70,412 78,404 86,396 94,388 102,380 110,372 118,364 126,356 134,348

85% SMI 80,094

200%FPL 24,280 32,920 41,560 50,200 58,840 67,480 76,120 84,760 93,400 102,040 110,680 119,320 127,960 136,600 145,240

8.80 4.40 24,281 32,921 41,561 50,201 58,841 67,481 76,121 84,761 93,401 102,041 110,681 119,321 127,961 136,601 145,241

85% SMI 30,181 39,467 48,753 58,039 67,326 76,612 78,353

2018 Poverty Level (FPL) effective January 26, 2018

LIHEAP IM 2017-03 State Medican Income Estimates

Parents receiving hourly care pay up to the part time fee.

Second and all additional children pay a reduced fee. Option C

ELCMDM Monroe County

Florida's Office of Early Learning Fee Schedule

FPL as indicated

unless exceeds

85% SMI

Please answer the following questions:

(1) If there is a sibling discount what is the percentage?

(2) If any family pays more than 10% of their gross income for child care, please complete and attach the justification form that explains how the fees will not limit parent access to services.

(3) Describe at what points during the year school age schedules are adjusted. For example, beginning of summer, end of summer, spring break, etc.

IEarly .LearnrnoCoalitio-nof Miami-Dade/Monro€

2018 - 2019 Board of Directors

ChairAdrian Alfonso, CPA

Vice chairGilda Ferradaz

TteasuretRobert Eadie

May 3, 201 9

The Children's TrustJames R. HajPresident and CEO3150 SW 3d AvenueMiami, FL 33129

Dear Mr. HajSecretarMaurice Kemp

On behalf of the Early Learning Coalition of Miami-Dade/Monroe, I want to express oursincere appreciation for the State and Federal Match funding that is provided by TheChildren's Trust.

The Children's Trust provides matching funding for three (3) Early Learning Coalitionprograms; The Neighborhood Place for Early Head Start CfNPEHS), Child Care ExecutivePartnership (CCEP), and the Performance Funding Program. These dollars are used to servechildren of working poor and low income families in Miami-Dade County. The matchprovided for the CCEP program also enables child care providers to offer discounted childcare services to their own employees. A benefit that allows more families to maintainemployment and not worry about how they will afford the cost of child care.

The match funding provided for TNPEHS allowed the Early Learning Coalition to bring morethan $10 million additional federal dollars into the Miami-Dade community and to serve anadditional 750 children in high risk zip codes.

Additionally, the funding from The Children's Trust serves as in-kind match for our largestprogram, the School Readiness Program. As a result of this in-kind match, we are able toreceive $62 million federal dollars to serve children from birth to age I3.

Roderick E. Beasley

Matthew Bruno

Commissioner Heather Carruthers

Loreen Chant

MarisolDiaz

Alan Eckstein, Esq.

Philip Gassman

James Haj

GIadys Montes

.J. Abilio Rodriguez, Ph.D.

lennifer Roig

ludy Schaechter, MD

Gerald K- Schwartz, Esq.

Aaron Slavens

Alexander Soto, MBA

lris Strachan

President & CEO

Evelio C. Torres

Founding ChairDavid Lawrence Jr.

This is one more of the many examples of The Children's Trust exemplifying the motto that"AIl Children are Our Children'. The funding allows our most vulnerable children theopportunity to participate in early learning programs that are preparing them to enterschool ready to learn.

while this letter is to express our gratitude for the match funding, we also acknowledge thestrong partnership and ongoing collaboration that the two organizations have shared formany years. A partnership that works for the community and for our children.

Jim, thank you again for all that you and The Children's Trust do to support Miami-Dade'schildren

Sincerely,

-T

Evelio C. TorresPresident and CEO

Main Office2555 Ponce de leon 8lvd., Suite 50O, Coral Gables, FL 33134

Tel: (305)646-7220 Fax: (786) 433-3227 Web: www.elcmdm.orE

DirectorsTheresa Axford