Finance Committee Agenda Tuesday, October 2, 2018 * 9:00 am ELCFV, 135 Executive Circle, Daytona Beach Call-In Information: Password: 4
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1 Finance Committee Agenda Tuesday, October 2, 2018 * 9:00 am ELCFV, 135 Executive Circle, Daytona Beach Call-In Information: Password: # Welcome Public Input Regular Business A Agenda B Minutes from Reports/Discussion Topics C 17/18 Draft Final, 18/19 August Draft Financials D 18/19 Amendment V04 E Raising Match Funds Continued Conversation F Monitoring Summary Update Next Steps G Next Quarterly Meeting January/April/July/October H Future Topics Member Comments/Announcements & Adjournment K Perry M Barclay H DiRenzo K Perry This committee provides financial oversight for the organization. Tasks include budgeting & financial planning, financial reporting and the creation and monitoring of internal controls and accountability policies. They might also report to the Board and/or Executive Committee the financial condition of the organization. This Committee shall recommend the frequency of selection and selection of an independent auditor, shall review the independent auditor's report and oversee any corrective actions deemed necessary as a result of any audit review. Mission: To enhance children s school readiness by providing opportunities for quality early learning, while strengthening family stability for a healthy community. 1
2 Meeting: Date: Location: Present: Absent: ELCFV Staff: Guests: ELCFV Finance Committee Tuesday, July 17, 2018 * 9:00 am ELCFV, 135 Executive Circle, Daytona Beach Kristen Perry, Tom Cox, Christine Sikora, Rebecca DeLorenzo Donald O Brien Heather DiRenzo, Lisa Brantley, Melanie Barclay James Halleran, James Moore and Co. Agenda Item Summary/Discussion Action/Follow-Up Welcome The meeting was called to order at 9:00am. Public Input Regular Business Reports / Discussion Topics None Agenda The agenda was reviewed and accepted. Minutes The minutes from 4/3/18 were reviewed and accepted. Committee Description A description of the Finance Committee responsibilities will be included at the bottom of each meeting agenda. Building Unrestricted Dollars There is approximately $250,000 available in unrestricted funds. James Halleran of James Moore and Co. attended to discuss ways to increase and sustain unrestricted funds. The following suggestions were discussed: Special events are good for fundraising and more importantly awareness, as staff time can be costly in comparison with dollars raised. Board Member Responsibility form completed annually with a minimum gift amount required. Members should be active in seeking donations from their resources in the community. Any funds received should be specifically designated. If not, they may be used in unrestricted. Cultivate donors over time and pursue big money in the community. Consider a Legacy gift to the ELCFV in estate planning. Explore National Foundations that do research in early childhood education. Corporate memberships - $50-$100 yearly Board members volunteer time to work an ELCFV event, as staff time can only be used to generate match dollars. Finance Committee Meeting Minutes July 17, 2018 Page 1 2
3 Agenda Item Summary/Discussion Action/Follow-Up 17/18 Financial Status There s an increase in Tangible Personal Property due to purchasing a new server, phone system and computer stations. School Readiness SR administrative budgeted at 4.7 (cap at 5%). Provider Services and Eligibility recommending 5.7% (increased from 4.7%, cap at 14%) Quality 7.4%. Must be at least 4%. o Resource & Referral increases recommended due to the new RV and surrounding services. o Inclusion new rule on expulsion and keeping children in school, requires more training for teachers. We are recommending 82.2% budget for Direct Services (minimum is 78%). Have been spending over 82% for the past two years. VPK VPK administrative expenses decreased to 3.5% (cap is 4%). Monitoring 100% of VPK providers. Encouraging parents to use their certificates. Wait list continues to be low. Pulling families from wait list weekly. Monitoring Summary The Finance Director provided an update of monitoring status and what is expected through the end of the fiscal year. The ELCFV is still considered low risk. Quarterly Meeting Schedule The next meeting will be held in October at the ELCFV, 135 Executive Circle, Daytona Beach. Date and time TBD. Future Topics Fiscal policies Raising Match Comments Meeting adjourned at 10:25 am. JULY 17, 2018 Finance Committee Minutes Approved: Kristen Perry, Treasurer Early Learning Coalition of Flagler & Volusia Board of Directors Date Finance Committee Meeting Minutes July 17,
4 The Early Learning Coalition of Flagler and Volusia Counties, Inc. Statement of Financial Position As of June 30, 2018 and 2017 Draft Assets 6/30/18 6/30/17 Current Assets Cash 826, ,885 Total Cash 826, ,885 Accounts Receivable 918,862 1,257,159 Other Current Assets Utility Deposits Prepaid Expenses 108,145 81,062 Provider Prepayments - - Total Other Current Assets 108,695 81,612 Total Current Assets 1,853,604 2,088,656 Fixed Assets Company Vehicle 13,880 - Computer Equipment 103, ,620 Office Equipment 104, ,845 Building Improvements 70,202 70,202 Accumulated Depreciation (232,561) (195,548) Net Depreciable Assets 59,076 82,119 Total Assets $ 1,912,680 $ 2,170,775 13,880 1,898,800 Liabilities & Net Assets Current Liabilities Accounts Payable 1,498,685 1,684,593 Other Current Liabilities Payroll, Taxes & Benefits Payable 123, ,807 Advances SR - - VPPRV Prepayment Deferred Revenue - - VPPRP Prepayment Deferred Revenue - - Deferred Revenue & Contributions - Match 34,016 56,114 Deferred Revenue & Contributions - Other 43,510 36, , ,080 Total Liabilities 1,699,786 1,918,673 Net Assets Unrestricted Beginning of the Year 252, ,293 YTD Activity (39,587) (56,812) Ending Balance 212, ,481 Restricted Beginning of the Year (379) (107) YTD Activity 379 (272) Ending Balance - (379) Total Combined Net Assets 212, ,102 Total Liabilities and Net Assets $ 1,912,680 $ 2,170,775 4
5 YTD Expenditures % YTD Actual as a % of Annual The Early Learning Coalition of Flagler and Volusia Counties, Inc. Administration not to exceed 5% of 4.7% SR & PFP VPK Other Statement of Activities by Fund - YTD Provider Services and Eligibility not to exceed 14% 5.5% % of Year Complete 100.0% 100.0% 100.0% for the Twelve Months Ended June 30, 2018 Quality must be at least 4% of Base Allocation 7.7% Support and Revenues 100.4% 95.1% 78.4% DRAFT Direct Services minimum expenditures 78% 82.1% Direct Expenses 103.7% 95.3% 138.2% Total SR % 100.0% Employee Compensation 83.8% 101.7% 137.4% VPK Administration not to exceed 4% 4.0% Other Expenses 95.2% 67.1% 61.3% School Readiness VPK Other Total YTD Actual YTD % of YTD Actual YTD % of YTD Actual YTD % of YTD Actual YTD % of Support & Revenues State of Florida 14,353,533 14,285, % 9,860,290 10,364,833 95% 53,925 40, % 24,267,748 24,690,785 98% Childcare Match & Local Grants 435, ,845 99% 0 0 N/A 70, ,401 52% 506, ,246 88% Other Grants 0 0 N/A 0 0 N/A 4,750 0 N/A 4,750 0 N/A Contributions 0 0 N/A 0 0 N/A 59,174 88,686 67% 59,174 88,686 67% Contributions In-Kind 0 0 N/A 0 0 N/A 13,880 0 N/A 13,880 0 N/A Earned Interest 0 0 N/A 0 0 N/A 5,936 4, % 5,936 4, % Miscellaneous Income 0 0 N/A 0 0 N/A 16,547 20,000 83% 16,547 20,000 83% Total Support & Revenues 14,789,422 14,724, % 9,860,290 10,364,833 95% 224, ,825 78% 24,874,622 25,379,046 98% Expenses Direct Expenses Direct Expenses 12,263,020 11,826, % 9,455,822 9,925,080 95% 50,163 36, % 21,769,005 21,787, % Total Direct Expenses 12,263,020 11,826, % 9,455,822 9,925,080 95% 50,163 36,288 N/A 21,769,005 21,787, % Employee Compensation Salaries 1,335,132 1,562,976 85% 273, , % 70,597 54, % 1,678,749 1,863,831 90% Taxes 110, ,787 81% 14,214 20,243 70% 3, % 128, ,054 82% 401K 29,346 48,071 61% 3,760 7,666 49% 0 9 0% 33,106 55,746 59% Other Benefits 240, ,989 81% 30,461 41,407 74% 0 0 N/A 271, ,396 80% Total Employee Compensation 1,715,873 2,046,823 84% 321, , % 74,513 54, % 2,111,841 2,417,027 87% Other Expenses Communications 41,033 37, % 6,020 8,813 68% 0 0 N/A 47,053 46, % Depreciation 0 0 N/A 0 0 N/A 39,512 42,000 94% 39,512 42,000 94% Insurance 20,666 20, % 2,605 3,672 71% 0 0 N/A 23,271 24,044 97% Local Activities 0 3,687 0% % 4,382 5,043 87% 4,382 9,317 47% Occupancy 294, , % 39,021 51,295 76% 0 0 N/A 333, ,000 99% Other Expenses 59, ,323 58% 7,582 14,913 51% 31,212 19, % 98, ,864 71% Postage, Freight, & Delivery 2,390 5,476 44% % 0 0 N/A 2,727 6,100 45% Professional Services 85, ,187 83% 12,599 15,332 82% ,598 2% 98, ,117 75% Quality 208, , % 3,416 3,746 91% 64, ,608 44% 276, ,104 87% Rentals 34,583 36,064 96% 4,371 5,936 74% 0 0 N/A 38,954 42,000 93% Supplies 14,193 12, % 1,770 3,058 58% 1,566 1,808 87% 17,529 17, % Tangible Personal Property 12,867 38,370 34% 1,575 11,171 14% (2,411) 0 N/A 12,031 49,541 24% Travel 36,559 36, % 3,717 4,623 80% 1,189 1,251 95% 41,465 42,315 98% Total Other Expenses 810, ,416 95% 83, ,770 67% 139, ,936 61% 1,032,986 1,203,122 86% Total Expenses 14,789,043 14,724, % 9,860,290 10,364,833 95% 264, ,445 83% 24,913,832 25,407,666 98% Change in Net Assets (39,589) (28,620) (39,210) (28,620) 5
6 The Early Learning Coalition of Flagler and Volusia Counties, Inc. Children Served - As of June 2018 School Readiness 17/18 WAITLIST Enrollment 15/16 16/17 17/18 Priority 3 Priority 4+ Voluntary Prekindergarten Combined Enrollment 15/16 16/17 Month Actual Actual Actual Flagler Volusia Flagler Volusia Total Month Actual Actual Actual July 3,308 3,040 3,500 3, July August 3,463 3,200 3,500 3, August 3,799 4,032 4,860 4,075 September 3,080 2,955 3,175 3, September 3,974 4,040 4,860 3,981 October 3,150 3,055 3,200 3, October 4,000 4,089 4,860 3,945 November 3,104 3,135 3,225 3, November 3,989 4,275 4,860 3,978 December 3,084 3,205 3,225 3, December 3,968 4,084 4,860 3,962 January 3,082 3,245 3,250 3, January 3,919 4,067 4,860 3,976 February 3,084 3,285 3,275 3, February 3,976 4,040 4,860 3,969 March 3,126 3,325 3,300 3, March 3,956 3,933 4,860 3,863 April 3,102 3,365 3,325 3, April 3,908 3,827 4,860 3,836 May 2,976 3,415 3,350 3, May 3,852 4,003 4,860 4,043 June 2,947 3,465 3,546 3, June 3, ,486 17/18 3,750 School Readiness 6,000 Voluntary Prekindergarten 3,500 5,000 3,250 3, Actual Actual 17/18 17/18 Actual 4,000 3,000 2, Actual Actual Actual 2,750Advertising 1,000 2,
7 Account Title Early Learning Coalition of Flagler and Volusia Counties, Inc. Agency wide Revenue and Expense Projection Multi-Year Comparison Projected (V03) Proposed Changes (V04) 83.42% 10.40% 6.19% SR & PFP VPK & OAMI Other Income State of Florida $ 24,690,784 $ 23,890,784 $ 24,702,374 $ 845,579 $ 25,547,953 $ 15,591,088 $ 9,893,891 $ 62,974 Other Grants , , ,089 Childcare Match & Local Grants 575, , ,163 25, , , Contributions 88,686 88,686 75,500-75, ,500 Earned Interest 4,329 4,329 6,050-6, ,050 Miscellaneous Income 20,000 20, Total Income $ 25,379,045 $ 24,579,045 $ 25,410,176 $ 870,698 $ 26,280,874 $ 16,088,370 $ 9,893,891 $ 298,613 Expenses Direct Expenses Direct Expenses 21,787,517 21,027,517 21,659, ,532 22,425,373 12,872,266 9,493,107 60,000 Total Direct Expenses $ 21,787,517 $ 21,027,517 $ 21,659,841 $ 765,532 $ 22,425,373 $ 12,872,266 $ 9,493,107 $ 60,000 Employee Compensation Salaries 1,863,831 1,863,831 1,858,631-1,858,631 1,566, ,596 23,866 Taxes 157, , , , ,968 17, K 55,746 55,746 75,000-75,000 68,682 6,318 - Other Benefits 340, , , , ,327 32,785 - Total Employee Compensation $ 2,417,027 $ 2,417,027 $ 2,380,613 $ - $ 2,380,613 $ 2,031,146 $ 325,601 $ 23,866 Other Expenses Communications 46,475 46,475 47,220-47,220 41,865 5,355 - Depreciation 42,000 42,000 50,000-50, ,000 Insurance 24,043 24,043 27,413 2,500 29,913 26,804 3,109 - Local Activities 9,317 9,317 4,500-4, ,500 Occupancy 337, , , , ,928 35,932 - Other Expenses 136, , ,482 84, , ,410 6,234 10,100 Postage, Freight, & Delivery 6,100 6,100 4,005-4,005 3, Professional Services 132, , ,800 17, , ,891 10, ,214 Quality 318, , , , ,542 6,003 61,500 Rentals 42,000 42,000 37,300-37,300 33,070 4,230 - Supplies 17,245 17,245 20,539-20,539 19, Tangible Personal Property 49,541 9,541 90,000-90,000 90, Travel 42,315 42,315 61,740 1,250 62,990 60,244 2, Total Other Expenses $ 1,203,121 $ 1,163,121 $ 1,412,904 $ 105,166 $ 1,518,070 $ 1,184,958 $ 75,183 $ 257, Total Expenses $ 25,407,665 $ 24,607,665 $ 25,453,358 $ 870,698 $ 26,324,056 $ 16,088,370 $ 9,893,891 $ 341,795 Net Income/(Loss) $ (28,620) $ (28,620) $ (43,182) $ - $ (43,182) $ - $ - $ (43,182) Increase (Decrease) in Direct Services 0.6% -2.9% -0.6% -96.4% 3.5% Increase (Decrease) in Salaries & Benefits 15.1% 15.1% -1.5% % 0.0% Increase (Decrease) in all other Expenses -17.7% -20.4% 17.4% -91.0% 7.4% \\fs01\public\finance\accounting\\18-19 \ _1819_Pending_Approval V04 9/28/2018 7
8 The Early Learning Coalition of Flagler and Volusia Counties, Inc. Monitoring Reports Listing July 1, current Fiscal Year Annual Single Audit Annual Single Audit Annual Single Audit Annual Single Audit, Part 1 - in progress Annual Single Audit, to be scheduled May Programmatic & Accountability Review OEL Programmactic Monitoring: May OEL Programmactic Monitoring OEL Fiscal Monitoring OEL Fiscal Monitoring OEL Fiscal Monitoring OEL Fiscal Monitoring OEL Quarterly Desk Review: Sept OEL Quarterly Desk Review: July OEL Quarterly Desk Review: Nov OEL Biannual Desk Review OEL Quarterly Desk Review: Dec OEL Quarterly Desk Review: Nov OEL Quarterly Desk Review: Feb OEL Quarterly Desk Review: July - Sept OEL Biannual Desk Review OEL Quarterly Desk Review: May OEL Quarterly Desk Review: May OEL Quarterly Desk Review: Oct - Dec OEL Quarterly Desk Review: June OEL Quarterly Desk Review: Jan - June OEL Data Accuracy TA OEL Data Accuracy TA OEL Data Accuracy TA OEL Data Accuracy TA OEL Data Accuracy TA Onsite Review- City of Deltona Desk Review - City of Deltona Desk Review - City of Deltona Desk Review - City of Deltona Desk Review - City of Deltona AG Audit: July 13 - Dec Onsite Review-County of Volusia Onsite Review-County of Volusia Onsite Review-County of Volusia 8
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