The Coalition's mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school.

Transcription

1 The Coalition's mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school. Agenda Executive Committee Meeting Thursday, December 7, 2017 from 9:00 a.m. until 10:00 a.m. ELC, Leon Service Center, 2639 N. Monroe St., Building C-300, Tallahassee, FL Welcome and Roll Call... Monesia Brown 2. Approval of Agenda... Monesia Brown 3. Approval of Minutes for September 7, Monesia Brown 4. Public Comment... Monesia Brown 5. Action Items... Monesia Brown /Matt Guse a. # Implementation Policies and Associated Forms b. # Finance Policies and Associated Forms c. # Approval of New Board Member, Allyce Heflin d. # Approval of New Board Member, Miatta Jalaber 6. ELC Updates... Matt Guse a. Leon Office Space b. Legislative Update c. Event Reminders d. New Match Opportunities e. Run ELC/Race 4 Readiness f. Upcoming Procurements 7. Program Updates and Discussion... Matt Guse a. School Readiness (SR) and Voluntary Pre-Kindergarten (VPK) Utilization and Enrollment b. Program Policy and Strategy Committee s Operations Review c. Previous Fiscal Year s SR & VPK Review d. Current Fiscal Year s SR Review through October 31, 2017 e. Current Fiscal Year s VPK Review through October 31, 2017 f. Advocacy and Resource Development Committee s Outreach Update Next Meeting: Thursday, March 8, 2018; 9:00 a.m. to 10:00 a.m. ELC, Leon Service Center, 2639 N. Monroe Street, Building C-300, Tallahassee, FL 32303

2 The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Executive Committee Meeting Thursday, September 7, 2017 from 9:00 a.m. until 10:00 a.m. Early Learning Coalition of the Big Bend Region, Inc. Edgewater Corporate Center, 2639 North Monroe Street, Building C-300, Tallahassee, FL Committee Members Present: Monesia Brown, Chair Tara Orlowski, Vice Chair Jeanne Martin, Secretary Eduardo Gonzalez Loumiet, Treasurer Chris Caballero Natasha Simon Committee Members Absent: Jim McShane Staff Present: Matt Guse, Chief Executive Officer Stephanie Savestanan, Chief Operations Officer Tracie Hodge, Chief Financial Officer Liz Murphy, Chief Human Resources Officer Samantha Zadikow, Executive Coordinator Guests Present: N/A 1. Welcome and Roll Call Monesia Brown, Chair, welcomed committee members and staff. Roll call was taken and quorum was established at 9:01 a.m. 2. Approval of Agenda The motion to approve the agenda for this meeting was made by Eduardo Eddie Gonzalez Loumiet. The motion was seconded by Chris Caballero. The agenda was approved. 3. Approval of Minutes for June 8, 2017 The motion to approve the minutes for the Executive Committee s meeting of June 8, 2017 was made by Chris C. The motion was seconded by Eddie G. L. The minutes for June 8, 2017 were approved. 4. Public Comment There were no public comments. 5. Action Items Three action items were submitted to the Executive Committee for approval by the Finance Committee, as voted on during their September 5, 2017 meeting: a. Action Item # New Credit Card Limit: Request for an increase in credit limit from $15,000 to $30,000. Currently Matt Guse, ELC s CEO, is the only credit card holder. The reason for the requested increase in credit limit is to allow for 3 additional users to be added to the account (Action Item # ) and have a credit 1 P age

3 limit of $5,000 each. These additional users would be under the same account as Mr. Guse and referenced on a single monthly statement. Matt G. feels the $5,000 increase per approved user would sufficiently cover the needs of ELC throughout the year, but $1,000 each would continue to pose a problem. The motion to approve this action item was made by E. Gonzalez Loumiet. The motion was seconded by C. Caballero. Action Item # was approved. b. Action Item # New Credit Card Holders: Request to add three additional credit card holders (Stephanie Savestanan, Tracie Hodge and Lizbeth Murphy) to the current account. If approved, each additional user would have a credit limit of $5,000 each; Matt Guse would remain at the $15,000 credit limit. If approved, this would allow for 4 total credit card holders: Matt Guse, Stephanie Savestanan, Tracie Hodge and Lizbeth Murphy. The motion to approve this action was made by Chris Caballero; the motion was seconded by Eddie Gonzalez Loumiet. Action Item # was approved. c. Action Item # Banking Authority: Request to add CFO, Tracie Hodge, as a check signatory. If approved, this action item would allow for five check signatories total for ELC: Matt Guse, Monesia Brown, Eduardo Gonzalez Loumiet, Stephanie Savestanan and Tracie Hodge. The motion to approve this action item was made by Chris C; the motion was seconded by Eddie G. L. The motion to approve Action Item # was approved. 6. ELC Updates a. Storm Update (Hurricane Irma): Matt Guse updated the Committee on Hurricane Irma and ELC s plan for closing Monday, when the storm is expected to hit the area. Mr. Guse mentioned ELC s COOP, a Continuity of Operations Plan, the phone tree for staff communication as well as ELC s website, should the area have power. Providers have already been notified to check ELC s website for up-to-date information on ELC closures. Provider payments will not be affected by this storm and will be received via direct deposit as scheduled. The Family Services Department have already begun moving parent appointments to allow for possible closures and power outages. b. Staff Updates: Matt G. announced recent staff changes and an addition: Samantha Zadikow as Executive Coordinator, Tracy Hodge as Chief Financial Officer and Michelle Elkins as Finance Manager. c. Leon Office Space: Matt G. reminded the Committee that ELC s Leon Service Center moved out of their Northwood space in June of 2016 and 14 months later, staff are still in a temporary space. Construction on the new space is moving along nicely and he anticipates receiving the Certificate of Occupancy, allowing staff to move in, sometime in October d. Legislative Update: Mr. Guse stated session begins in January 2018 this year and committees will begin to meet soon. Matt plans to be at the Capitol a great deal, advocating for early learning dollars, specifically an increase to quality. As a result of the last legislative session, a bill passed creating a committee on Early Grade Success to be appointed by the Senate and Speaker of the House and consist of 14 2 P age

4 people. Last week Matt G. was informed that he was appointed by the Speaker of the House to represent rural coalitions on the Committee; he received his appointment letter yesterday afternoon, September 6, e. Match Development Analysis: CEO, M.G. explained a new match document was created to simplify things. This new document keeps a running total to reference between committee and board meetings. ELC s match requirement is based on expenditures in Leon County only; the other 6 counties served are rural and do not have a requirement other than making an effort in those areas. ELC projects how much money will be spent on working poor families in Leon County; a current projection of just over $6 million has been made for that specific population, through the month of July ELC Big Bend s match requirement of 6%, based on a projection of $6 million, equals $366,000.00; we currently have $7, towards that goal. Matt then explained there is a greater challenge raising match this year due to several factors, one of which is the lower CHSP Grant award received. ELC greatly needs the Board s assistance in meeting the match requirement for this fiscal year; ELC staff have been tasked with thinking outside-of-the-box to come up with new match ideas. f. Event Reminders: Matt G. recapped recent events ELC was a part of and mentioned upcoming events: Stroll N Read in September, Screening Day in October, Barnes and Noble Book Drive in November and December, and Touch-a-Truck in December this year. g. Run ELC: The race will be held on October 21 st this year, at Tom Brown Park. The goal is to clear $20,000, which means raising $25,000 total as the costs are $5,000. ELC has currently raised $13,000, the majority of which has been received in-house. ELC will continue to look for sponsors to reach this goal. h. Super Why! Camps: Matt Guse discussed the Super Why! Camp results. The Super Why! Camps were a huge success; originally there were four camps and this year it was increased to ten. The model has changed from targeting kindergarteners in previous years, to now focusing on the Pre-Kindergarten population. WFSU provides all of the training and support with the funding provided by ELC s Race for Readiness. There is typically an increase of 20-30% in decoding and identification as well as other skills, but this year was the first year there was a 40% increase. This program bridges the gap between child care centers/family child care homes and entrance into kindergarten. The results are fantastic and clearly show the need for the program. i. Proposed Events: Cow Chip Bingo is an event ELC is hoping to hold as a fundraiser, as well as a beer and/or wine flight and corn-hole or ladder tournament. 7. Program Updates and Discussion a. Board Survey Results: An electronic survey was sent to the board members, 17 responses were received. Matt G. discussed the results from the Board Survey, noting that more information needs to be given to the board on all of ELC s programs to ensure they have a thorough understanding of each and feel confident informing 3 P age

5 others. The responses were positive and he thanked the members for completing the online survey. b. Pay for Success TA Grant: Matt G. informed the Committee of the half-million dollar deficit in the total giving this year compared to last year; ELC received about $37, 000 less this year. The $511,000 deficit was spread across all 9 categories used to determine the CHSP award given, which means ELC started the 2017 fiscal year with $37,000 less than last year in their match funds. ELC is partnering with the Leon County School district, the City, and other community partners for this initiative. ELC is one of the two national recipients. c. School Readiness and VPK Utilization and Enrollment: i. School Readiness (SR): CEO, Matt Guse, informed the Committee that ELC is currently meeting all earmarks for month one of FY (July 2017 data). ELC is in line with all of the restrictions. ii. Voluntary Pre-Kindergarten (VPK): ELC is currently at an expenditure rate of 28%, which is normal for this time of year due to an enormous increase in VPKrelated work in August and September. Mr. Guse assured the Committee that the 28% will come down greatly in the following months, with it balancing out at the 4%, or less, requirement. Last year ELC ended up at about 2% and is confident it will be about the same this year; ELC has never exceeded the 4% maximum. d. Program Policy and Strategy Committee s Operations Review: Stephanie Savestanan touched on some of the high points from the Program Policy and Strategy Committee meeting on August 31, Stephanie mentioned last year s SR Program had 3800 enrollments and this year there are over 5000 enrollments; the increase is due to the SR waitlist initiative of last spring in which enrollments went up and the waitlist numbers went down. As of June 30, 2017 ELC s Family Services staff had to switch tracks and stop contacting families on the waitlist in order to get children approved for VPK enrollment for the school year. Last year s VPK approved applications compared with this year s shows an increase of 150 children; it is uncertain whether that increase is due to more children approved for VPK this year or if it is due to more parents getting their children approved earlier, but time will tell shows an increase in VPK applications approved monthly, partly due to improved deficiencies. Ms. Savestanan mentioned that in the course of 45 days, 2800 VPK applications were processed and those 2800 VPK children have to be enrolled in their VPK classrooms prior to the first day of VPK. VPK brings about a ton of work in a very condensed period of time. ELC is still receiving VPK applicants for August and September and the workload is significant, but is expected to drop off soon. The Family Services team has increased the number of VPK enrollments while simultaneously decreasing the amount of time needed to complete each enrollment this year. e. Finance Committee s Financial Reports: Mr. Guse highlighted the financial documents included in the Agenda Packet for this meeting, stating all expenditures are in-line with the Board approved over/under budget by 10% threshold rule, with the exception of office furniture and equipment. This category is under by 15% due to returning laptops not used. This is the only category outside the 10% allowable 4 P age

6 variance rule. Travel and supplies expenditures are high at this time due to the One Goal Conference staff recently attended and the temporary office space needs, but are still within the 10% threshold. The Finance Committee decided there was no action needed for the overages. f. Advocacy and Resource Development Committee s Outreach Update: Matt G. recapped upcoming ELC events and encouraged Committee involvement: Stroll N Read in September, Screening Day in October, Barnes and Noble Book Drive, and Touch-a-Truck in December. Matt asked everyone to bring a book to the next board meeting on Tuesday, September 12, Chair, Monesia Brown adjourned the meeting at 10:10 a.m. Minutes recorded by: Samantha Zadikow, Executive Coordinator Minutes Approved: Thursday, December 7, 2017 Committee Chair s Initials: Board Secretary s Initials: ELC Board and Committee meeting minutes are not verbatim, a digital recording of this meeting is available at the office of the Early Learning Coalition of the Big Bend Region upon request. 5 P age

7 Action Item # Action Item: Approval of Implementation Policies and Associated Forms Background: On September 27, 2017, the Office of Early Learning (OEL) released a memorandum titled Coalition School Readiness Plan Submission. This memo required early learning coalitions to submit their biennial updates to their currently approved plans by October 30, OEL further required coalitions to submit the Coalition Plan Certification Form and to attach all documents that required amending. In compliance with the memorandum, the ELC submitted to OEL all required documents on the date specified. As the ELC s SR Plan requires Board approval, the ELC submitted draft documents to OEL. The ELC requests the Board approve the implementation policies and associated forms included in the board packet. The ELC will provide OEL with evidence of the Board s approval. Once the ELC receives OEL s approval of the ELC s SR Plan, including all amended elements, the ELC will then implement those elements (the policies and forms). Attachments: Crosswalk - ELC Implementation Policies and Associated Forms All policies reflected on the crosswalk All forms reflected on the crosswalk

8 Action Item-# Action Item: Approval of Revised Fiscal Policies Background: In October of 2015, Florida s Office of Early Learning (OEL) began its review of policies that were included in ELC Big Bend s Coalition Plan. OEL completed this review on October 30, The completed review included several updates to existing policies. The policies were updated for policy gaps as identified by OEL. ELC Policies with revisions: FIN500.00: FIN500.01: FIN500.02: FIN500.03: FIN500.04: FIN500.05: FIN500.06: FIN500.07: FIN500.08: FIN500.09: FIN500.10: FIN500.11: FIN500.12: FIN510.01: FIN510.02: FIN510.03: FIN510.04: FIN510.05: FIN510.06: FIN510.07: FIN515.01: FIN515.02: FIN515.03: FIN515.04: FIN515.05: FIN515.06: FIN FIN520.02: FIN520.03: Organizational Structure Financial Management Systems Internal Controls Suspected Misconduct Whistleblower Protection Investigative Responsibilities Protection of Records - Federal Confidentiality Disclosure and Reporting to Outside Parties Finance Data Security General Ledger and Chart of Accounts Political Intervention Government Reporting and Filing Requirements Revenue Administration of Other Funding Sources Matching (In-Kind) and Cost Sharing Billing/Invoices Cash Receipts and Segregation of Duties Accounts Receivable Management Grants Receivable Management Procurement Management CEO Authorization Levels Purchasing Thresholds Funding Source Prior Approval Non-Competitive/Sole Source Procurements Purchase or Lease Decision Prohibited Expenditures Lobbying Charging Costs to Federal Awards

9 FIN520.04: FIN520.05: FIN520.06: FIN520.07: FIN530.01: FIN530.02: FIN530.03: FIN530.04: FIN530.05: FIN530.06: FIN530.07: FIN560.01: FIN560.02: FIN560.03: FIN560.04: FIN560.05: FIN560.06: FIN590.01: Accounts Payable Management Travel and Business Expenses Cash Disbursements Credit Cards Minimization of Cash on Hand Authorized Signers Banking and Investment Accounts Stale Checks Prior Approval Capitalized Assets and Inventory Requirements Net Assets Budgeting Annual Audit Cost Allocation Insurance Record Retention Investments Payroll Management The ELC leadership team requests the Finance Committee to approve the fiscal policies and recommend to be sent to the Board for vote with an effective date of January 1, Attachments: OEL Acceptance Confirmation Updated Fiscal Policies

10 Action Item # Action Item: Approval of Appointed Board Member, Allyce Heflin Background: Pursuant to subsection (4)(h) of Florida Statutes, a board member will be appointed by the Board of County Commissioners; ELC s Executive Committee is asked to request Board approval for Allyce Heflin to serve as the County Commissioners permanent designee to the Coalition s Board of Directors. Ms. Heflin received a unanimous vote from the Board of County Commissioners on November 28, Attachments: N/A: Awaiting appointment letter from the Board of County Commissioners

11 Action Item # Action Item: Approval of Appointed Board Member, Miatta Jalaber Background: Pursuant to subsection (4)(a) of Florida Statutes, a board member will be appointed by the Department of Children and Families; ELC s Executive Committee is asked to request Board approval for Miatta Jalaber to serve as the Department of Children and Families permanent designee to the Coalition s Board of Directors. Ms. Jalaber has been granted full voting privileges and authorization to make decisions on the behalf of the Department of Children and Families, as stated in the received letter from Walter Sachs, dated November 1, Attachments: Letter from DCF s Walter Sachs, dated November 1, 2017

12 r,xr} MYFLFAMILIES.COM State of Florida Department of Children and Families Rick Scott Governor Mike Caftoll Secretary November I, 2017 Walter Sachs Regional Managing Diector Nofthwest Region Mr. Matt Guse, Executive Director Ms. Monesia Brown, Chairman Early Learning Coalition of the Big Bend Region 2639 North Monroe Street, Building C Tallahassee, FL Dear Executive Director & Chairman. On October 31,2017, Jeanne Martin resigned from the Early Learning Coalition of the Big Bend Region due to her upcoming retirement. With her recent departure, we would like to appoint Miatta Jalaber, Circuit 2 & 14 Child Care Program Supervisor, to serve as the Department's representative on the Coalition Board. Effective November 1, 2017 and pursuant to subsection (4)(a) Florida Statues, I do hereby appoint Miatta Jalaber to serve as the Department's permanent designee for service on this Board. Ms. Jalaber is granted full voting privileges and is authorized to make decisions on the behalf of the Department of Children and Families. Sincerely, \N&{_--.r(\ Walter Sachs, Northwest Region Managing Director Northwest Region 2383 Phillips Road Tallahassee, FL Mission: Work in Partnership with Local Communities to Protect the Vulnerable, Promote Strong and Economically Self-Sufficient Families, and Advance Personal and Family Recovery and Resiliency

13 December 2018 December 9th Touch a Truck for a Book or a Buck-10am-12pm Barnes and Noble December 12th ELC Open House and Ribbon Cutting-10:30am-11:30am All of December Book Drive for ELC Barnes and Noble January 2018 January 21st Hanging of the Hands 12-3pm Florida State Capitol Rotunda January 23rd Storybook Village 4.0 9am-2pm Florida State Capitol Courtyard January 22nd-26th- Celebrate Literacy Week April 2018 April 7th 50th Annual Springtime Tallahassee Parade 10:30am Downtown April 13th Community Wide Screening Day Children s Medical Services April 13th-15th Word of South Festival Cascades Park April TBD Community Summit on Children and Provider to Provider

14 FOR A BOOK OR A BUCK With the help of Barnes and Noble, ELC is raising children s books and dollars for our local early learning initiatives. Come out and get close to community helpers and their awesome vehicles! For a donation of a children s book or a dollar per person, families can enjoy the morning touching trucks and cars they normally see from afar. We hope to see you there! December 9th, am-12pm Barnes and Noble (The Centre of Tallahassee))

15 23rd Anniversary Children s Week Tuesday, January 23rd, a.m. to 2p.m. Florida State Capitol Courtyard Tallahassee, Florida A PLACE WHERE STORIES WILL COME TO LIFE! The village will be filled with children s entertainment, activities and crafts. Visit booths representing a fun and diverse selection of storybooks. Children are encouraged to dress as their favorite character! The Storybook Stage will host readings, performances, and other entertainment. ALL CHILDREN WILL RECEIVE A FREE BOOK! Register Today! childrensweek.org/storybookvillage

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17 ANALYSIS OF SCHOOL READINESS BUDGET For the Fiscal Year Ending June 30, 2018 CATEGORY OF SPENDING FY Award (per Notice of Award) Actual Thru 10/31/17 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 17,082,033 DIRECT SERVICE COST (WITH MATCH INCLUDED) $ 13,323,986 $ 4,515, % Minimum 78% NON SLOT DOLLARS: Admin Cost $ 825,400 $ 235, % Maximum 5% Non Direct Cost 1,402, , % Quality Cost 959, , % Minimum 4% Childcare Resource & Referral Cost 270, % TOTAL NON SLOT DOLLARS $ 3,457,900 $ 845, % Maximum 22% 6.73% School Readiness Earmarks as of October 31, % 0.00% Direct Service Cost 4.39% Admin Cost Non Direct Cost Quality Cost 84.23% Childcare Resource & Referral Cost

18 ANALYSIS OF SCHOOL READINESS DIRECT SERVICE COST AS OF October 31, 2017 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL DIRECT SERVICE COST Working - Low Income 645, ,350 2,134,917 30, , , ,927 3,475,665 Working - Low Income Match 33,910 33,910 TANF Assistance 70,187 4, , ,448 10,475 14, ,939 Transitional Care 26,393 1,790 45,693-1, ,730 78,751 Protective Services 74,054 21, ,583 5,741 27,180 24,564 34, ,018 Gold Seal 3,036 1,677 78, ,789-1,737 87,360 TOTAL DIRECT SERVICE COST 819, ,696 2,843,465 37, , , ,726 4,515,642 # of Children Paid Served , ,496 Direct Service Allocation by County 1% 5% 4% 5% 18% 4% Gadsden Jefferson Leon Liberty 63% Madison Taylor Wakulla Direct Service Allocation by Eligibility Category 2% 12% 7% 2% Working - Low Income TANF Assistance Transitional Care 77% Protective Services Gold Seal

19 ANALYSIS OF VOLUNTARY PREKINDERGARTEN BUDGET For the Fiscal Year Ending June 30, 2018 CATEGORY OF SPENDING FY Award (per Notice of Award) Actual Thru 10/31/17 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 6,835,035 DIRECT SERVICE COST $ 6,572,149 $ 1,928,090 NON SLOT DOLLARS: Admin Cost $ 79,306 $ 50,083 Enrollment Cost 75,560 36,415 Monitoring Cost 108,020 28,656 TOTAL NON SLOT DOLLARS $ 262,886 $ 115, % Maximum 4% VPK OUTREACH AND AWARENESS $ 19,458 $ - Voluntary Prekindergarten Spending Allocation as of October 31, % combined DIRECT SERVICE COST Admin Cost Enrollment Cost Monitoring Cost 94.03%

20 ANALYSIS OF VOLUNTARY PREKINDERGARTEN DIRECT SERVICE COST AS OF October 31, 2017 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL DIRECT SERVICE COST 218,272 31,214 1,322,589 50,795 85,360 98, ,924 1,928,090 # of Children Paid Served , ,610 4% VPK Direct Service Cost by County 6% 11% 5% 2% Gadsden Jefferson 3% Leon Liberty Madison 69% Taylor Wakulla

21 OPERATIONS REVIEW

22 FAMILY SERVICES Programs Scorecard SR & VPK Enrollment Program Indicator October October VPK Children Enrolled 2,606 2,557 SR Children Enrolled 5,063 3,928 SR Children on Wait List SR Appointments Total Appointments County October 2017 October 2016 Gadsden Jefferson 19 7 Leon Liberty 1 0 Madison Taylor Wakulla 13 6 TOTAL

23 FAMILY SERVICES SR Enrollment Wait List Contacts Date Children Households Appointments Contacted Contacted Scheduled September October November (to date) Total Wait List Numbers SR Enrollments

24 08/04 08/11 08/18 08/25 09/01 09/08 09/15 09/22 09/29 10/06 10/13 10/20 10/27 11/03 FAMILY SERVICES VPK Enrollment Year on Year Comparison October October Program Indicator VPK Children Enrolled 2,606 2,557 3,000 Year on Year Comparison 2,500 2,000 1,500 1,

25 EARLY CARE AND EDUCATION CLASS Assessments 07/01/ /15/2017 Type of Assessment # of Assessments CLASS Infant 40 CLASS PK 110 CLASS Toddler 101 TOTAL 251 Quality Improvement System (QIS) Provider Site Site Rating Miracles in Me Child Care Center I 4 Miracles in Me Child Care Center II 4 Kingdom Life Preparatory Academy 3 Gingerbread Christian Academy 3 All About Me Child Care Center 4 Kids Village Inc. 4 Sprouting Kids Academy LLC 3 First Steps Prep 3

26 EARLY CARE AND EDUCATION ELC Partners The Molar Express Oral Screening # of Provider # Enrolled # of # with No # of Areas # of Children Sites Children Responses Insurance of Decay with Decay Whole Child Leon Behavioral Health Navigator # of Total # of New # of Clients with # of Clients ELC Clients Clients ELC Contact Referred

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28 Line # BUDGET LINE ITEM ACCOUNT NAME SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN Budget Actual Expenses through June 30, 2017 YEAR TO DATE ANALYSIS % of Year % of Budget Over/ Under Over/Under % VARIANCE ANALYSIS NOTES AGENCY PLAN OF ACTION ITEM 007 Quality Initiatives $ 200,000 $ 173, % 86.82% Under % Reduction in QRIS Expenses 008 Occupancy $ 525,900 $ 313, % 59.67% Under % Reduction in Leon County Office Space rent 009 Insurance $ 45,000 $ 31, % 70.50% Under % Reduction in expenses associated with insurance umbrella policy renewal 010 Advertising and Public Outreach $ 30,000 $ 16, % 54.18% Under % Reduction in VPK Ad Commercials and VPK Yard Signs 011 Dues/Subscriptions and Meeting Expens $ 8,300 $ 6, % 81.72% Under % Reduction in Dues and subscriptions due to renewal period 012 Supplies and Materials $ 25,000 $ 33, % % Over 32.90% Increase in office supplies due to temporary office relocation, Years of Service items for Staff Appreciation 015 Office Furniture and Equipment $ 75,000 $ 273, % % Over % Office furniture purchase for the new office suite 017 Printing and Postage $ 5,000 $ 1, % 35.12% Under % Reduction in postage expenses due to agency use of family and provider portal

29 5.74% 1.70% 9.36% 4.95% 78.25%

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34 Line # BUDGET LINE ITEM ACCOUNT NAME 001 School Readiness Direct Care Slots 002 VPK Direct Care Slots 003 Salaries/Benefits/401K/Taxes 004 Training/Development/Recruitment 005 Professional Services 006 Contracted Services 007 Quality Initiatives 008 Occupancy 009 Insurance 010 Advertising and Public Outreach 011 Dues/Subscriptions and Meeting Expense 012 Supplies and Materials 013 Technology Maintenance 014 Equipment Rental and Maintenance 015 Office Furniture and Equipment 016 Travel 017 Printing and Postage FY Budget to Actual Schedule of Functional Expenses SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN Budget Actual Expenses through October 31, 2017 $ 13,495,806 $ 6,620,035 $ 2,532,164 $ $ $ $ $ $ $ $ $ $ $ $ $ 10,000 98,700 65, , ,500 35,000 30,000 10,600 25, ,000 50,000 20,000 44,000 $ 2,000 YEAR TO DATE ANALYSIS % of Year % of Budget Over/ Under $ 4,515, % 33.46% Over Increased enrollment iniative $ 1,928, % 29.13% Under $ 718, % 28.36% Under $ 7, % 72.56% Over $ 27, % 27.41% Under VARIANCE ANALYSIS NOTES Increased Travel by CEO for Tableau Training and Kindergarten Focus $ 12, % 19.52% Under Pending Taylor County School Board Invoices $ 32, % 16.27% Under Pending Performance Funding Expenses $ 130, % 24.80% Under $ 5, % 14.83% Under Pending Renewals $ 8, % 27.38% Under $ 7, % 74.67% Over $ 8, % 35.27% Over $ 37, % 21.23% Under Timing of Software Renewals $ 15, % 31.35% Under Association of Early Learning Coalition dues paid in August, additional memberships obtained - United Council on Welfare Fraud and Greater Tallahasssee Chamber of Commerce $ 4, % 20.34% Under Decrease in equipment purchases $ 23, % 53.39% Over $ % 7.46% Under TOTAL $ 23,937,805 $ 7,482, % 31.26% Under Increased Travel by CEO for Tableau Training and Kindergarten Focus Reduction in postage expenses due to agency use of family and provider portal

35 Line # BUDGET LINE ITEM ACCOUNT NAME 004 Training/Development/Recruitment 006 Contracted Services 007 Quality Initiatives 009 Insurance SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN Budget Actual Expenses through Oct $ 10,000 $ 65,000 $ 200,000 $ 35,000 YEAR TO DATE ANALYSIS % of Year % of Budget Over/ Under Over/Under % VARIANCE ANALYSIS NOTES $ 7, % 72.56% Over 39.23% Increased Travel by CEO for Tableau Training and Kindergarten Focus $ 12, % 19.52% Under % Pending Taylor County School Board Invoices $ 32, % 16.27% Under % Pending Performance Funding Program Expenses $ 5, % 14.83% Under % Pending Renewals AGENCY PLAN OF ACTION ITEM 011 Dues/Subscriptions and Meeting Expens $ 10,600 $ 7, % 74.67% Over 41.34% Association of Early Learning Coalition dues paid in August, additional memberships obtained - United Council on Welfare Fraud and Greater Tallahasssee Chamber of Commerce 013 Technology Maintenance $ 175,000 $ 37, % 21.23% Under % Timing of Software Renewals 015 Office Furniture and Equipment 016 Travel 017 Printing and Postage $ 20,000 $ 44,000 $ 2,000 $ 4, % 20.34% Under % Decrease in equipment purchases $ 23, % 53.39% Over 20.06% Increased Travel by CEO for Tableau Training and Kindergarten Focus $ % 7.46% Under % Reduction in postage expenses due to agency use of family and provider portal

36 Match Tracking Report School Readiness 6% Match Analysis Report Projected Expenditures (Leon County)* $6,111,083 Actual Thru 10/31/2017 $159,069 Total Match Requirement for the Fiscal Year $366,665 Total Cash and In-Kind Collected as of 10/31/2017 $136,674 Match Surplus/(Deficit) ($229,991) Match Sourch and Type or In-Kind) (Cash Amount Collected Approved or Pending Approval by OEL Super WHY $0 N/A Early Care & Education Workshops $0 N/A CHSP / County of Leon/United Way - Leon $26,115 Approved by OEL * United Way - Rural Counties $7,795 Approved by OEL Direct SR Slot Cash - Leon $8,333 Approved by OEL Direct SR Slot Cash - Rural Counties $0 N/A Indirect SR Match - Leon $0 N/A Indirect SR Match - Rural Counties $0 N/A My First Books $1,681 Approved by OEL Board Sponsored Initiatives $0 N/A Storybook Village $20,000 Approved by OEL Volunteers $1,087 Approved by OEL Professional Services $11,500 Approved by OEL Other - Construction Costs Discount $17,500 Pending Donated Space $42,663 Pending Total Cash and In-Kind Match $136,674 *Reflects requirement of match efforts. **Match requirement is 6% of total dollars spent on working families in Leon County only. (All other counties are designated rural and therefore waived.)