Minutes: Date/Time: Location: Members Present: Members Excused: Other Board Members Attending: Staff Present: Guests/Public: EXECUTIVE COMMITTEE Early

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1 Our Mission: To enhance children s school readiness by providing opportunities for quality early learning, while strengthening family stability for a healthy community. Executive Meeting Agenda Monday, December 10, 2018 * Noon ELCFV, 135 Executive Circle, Daytona Beach Call-In: Password: # Welcome Public Input /Introductions APPROVAL Fiscal/Operational A Agenda J Birney X B Minutes October 2018 J Birney X C Employee Health Insurance Effective 2/1/19 D Lebo X Public Awareness D Board Membership Resignations: D Lebo X o Julie Day - effective 11/7/18 o Dave Batten effective 11/28/18 Member Comments/Announcements & Adjournment INFORM 30 min 10 min Next Meeting: TUESDAY, January 22, at Noon - ELCFV, 135 Executive Circle, Daytona Beach Guest WiFi: ELCFV_135! 1

2 Minutes: Date/Time: Location: Members Present: Members Excused: Other Board Members Attending: Staff Present: Guests/Public: EXECUTIVE COMMITTEE Early Learning Coalition of Flagler & Volusia Monday, October 15, 2018 at Noon ELCFV, 135 Executive Circle, Daytona Beach John Birney, Kristen Perry, Heidi Rand, Cathy Twyman Barry Whitaker Sharlene Barhoo DJ Lebo, Heather DiRenzo None Agenda Item Summary/Discussion Action/Follow-Up Welcome The meeting of the Executive Committee was called to order No Action Required. at 12:05 pm by the Interim Chair. Quorum was established. Public Input None Fiscal/Operational A Approval of Agenda Members were asked to review the agenda for approval. Motion made by Heidi Rand Cathy Twyman to approve the agenda. B C Approval of August 2018 Minutes Members were asked to review the August meeting minutes for approval. Financial Status August 2018 Statewide system implementation delays have caused a need for estimating provider payments. Administrative costs are high due to overtime needed to overcome system limitations. Motion made by Cathy Twyman Heidi Rand to approve the August 2018 minutes as presented. Motion made by Kristen Perry Cathy Twyman to approve the August 2018 financials as presented. Executive Committee Meeting Minutes October 15, 2018 Page 1 2

3 Agenda Item Summary/Discussion Action/Follow-Up D 18/19 Budget Amendments Adjustments are due to finalization of awards from OEL and other sources. Motion made by Heidi Rand Cathy Twyman to approve the 18/19 Budget Amendments. Public Awareness E Board Membership Resignation of Rachael Gilbert effective 12/1/2018 Motion made by Heidi Rand Kristen Perry to approve the Board Membership change. F Board Member Self-Evaluation An overview of the results of the survey were provided in raw format at the meeting. The results will be compiled and thoroughly reviewed at the Board meeting. G Committee Reports Fundraising Report at Board meeting Family Engagement Report at Board meeting Legislative Report at Board meeting Provider Support Quality H I Quality Committee Update - Report at Board meeting. Provider Spotlight Our next provider to be highlighted is Little Feet Academy, Ormond Beach - a finalist for the Provider of the Year award. J The Brain Architecture Game Life Experiences Matter! Activity for board members to participate in at the Board meeting. Member Comments / Announcements A short discussion held regarding Board member attendance. Adjournment The meeting adjourned at 1:15 pm. Motion made by Heidi Rand Cathy Twyman to adjourn. Next Meeting The next scheduled meeting will be held at 12:00 Noon on Monday, December 10, 2018 at the ELCFV Office, 135 Executive Circle, Daytona Beach. Executive Committee Meeting Minutes October 15, 2018 Page 2 3

4 Agenda Item Summary/Discussion Action/Follow-Up October 15, 2018 Executive Committee Meeting Minutes Approved: Barry Whitaker, Secretary Early Learning Coalition of Flagler & Volusia Board of Directors Date Executive Committee Meeting Minutes October 15, 2018 Page 3 4

5 Board Approval Item Title: Employee Health Insurance C Staff accepted quotes solicited by Brown and Brown on ELCFV s behalf for various options for the following employee insurance coverage: 1. Health 2. Dental 3. Life 4. Vision 5. Gap (offered directly by Colonial) Directive from Board: Decrease percentage Coalition pays for non-employee coverage from 40% to 30% in 2016/17 and 10% each year until the employee absorbs the full cost. In 2018/19 non-employee coverage will be 10%. To fund employee coverage for all health insurance plans at 100% in 2016/17. Starting 2017/18, only fund at the cost of the lower plan. Staff choosing a higher cost plan will contribute towards the difference at a rate of 25% of the difference for the first year, increasing by 25% each year until employee absorbs the full cost of the difference. In 2018/19 employees choosing the higher plan will pay 50% of the difference. Background and Description Current Year Details: 1. Estimated increase in BCBS of approximately 26.4%. Increase in FHCP of approximately 16.2% for a blended increase of 17.3% with current enrollment. 2. The Benefits budget for 2018/19 totals just under $290,000, down from $340,000 in 2017/18 due to actual decreased utilization, decrease of Coalition contribution for non-employee premiums and higher plan option, as well as an estimated 5% increase in costs. 3. Plan options: a. Health Coverage: several options offered by Brown and Brown including the current plan (dual plan with employee option of Blue Cross Blue Shield or Florida Health Care Plan). The current plan is offered at an overall 17.3% increase from the previous year s premiums. Additional plans submitted offer less coverage at an increased cost to both ELCFV and employee. A copy of the complete packet of proposals is available, if requested. b. Life insurance and Gap coverage current coverage offered at a flat rate renewal. c. Dental coverage current coverage offered at a flat rate renewal. d. Vision coverage current coverage offered at a flat rate renewal. ELCFV does not fund this coverage. Financial Impact 2017/18 actual annual cost of other benefits was $274,184. Budgeted $290,000 in 2018/19, expecting minor increase in cost of coverage. 5

6 Board Approval Item Current estimate of annual cost of other benefits for the 2019 benefit year is $330,000 due to an increase in costs. $23,000 of this annual increase impacts fiscal year 2018/19 and requires a budget amendment. Staff recommends the following: Recommendation Maintain Dual Plan, offering employee choice of BCBS or FHCP at an estimated annual cost of approximately $300,000 to the Coalition Maintain Dental coverage with an estimated annual cost of $15,000 Decrease percentage Coalition pays for non-employee coverage from 20% to 10% for health and dental plans. Decrease ELCFV costs for higher priced health plan by passing additional costs onto employees. Continue implementation plan with employees paying 50% of upgrade costs. Maintain Gap Coverage for employees only at an estimated annual cost of $13,000. Maintain Life Insurance coverage for employees only at one times salary up to $50,000 in coverage at an estimated annual cost of $1,900. Continue offering elective coverages for employees including additional life, cancer, accident and disability, and vision care. Attachments or Handouts? Copies of current and proposed plan summary Financial comparison of health insurance plans of current and proposed changes Executive Committee Recommendation Board Decision 6

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8 Board Approval Item Title: Board Membership D Florida Statute (4) requires that coalitions must include the following member position; (5) Including the members appointed by the Governor, more than one-third of the members of each early learning coalition must be private sector business members, either for-profit or nonprofit, who do not have, and none of whose relatives has a substantial financial interest in the design or delivery of the Voluntary Prekindergarten Education Program created under part V of this chapter or the school readiness program. Background and Description Resigned: Julie Day Private Sector, Volusia Effective 11/7/18 David Batten Private Sector, Volusia Effective 11/28/18 Private Sector Members 10 out of 24 41% of the Board Congratulations to JB He was recently honored by the Association of Fundraising Professionals (AFP) at the Philanthropy Day Celebration Luncheon. He was nominated as our Agency Champion who always goes the extra mile to spread our mission. His time, talent and dedication make a huge impact in our organization and in the community. Thank you JB!! Financial Impact None Recommendation Staff recommend approval of resignations from Julie Day and David Batten. Attachments or Handouts? Resignation Letters Member List Executive Committee Recommendation Board Decision 8

9 November 7, 2018 Good Morning Lisa and DJ, I write this with a heavy heart. With all that I have on my plate right now, I do not feel I can continue being an effective board member. Dan has had another stroke, and my Sister who is fighting breast cancer will be coming to live with us next week. It certainly is sad how fast one's life can change. I know in my heart that there is a reason for everything, but it certainly can wear you down. I enjoyed and was proud being a part of your wonderful and much needed cause. Such awesome positive people you are. I will miss everyone, especially Allison. Thank you for understanding, and God Bless you all. Julie Day 9

10 Annual Board Member Commitment October 2018 Regular Meetings: Board of Directors Executive Committee Quality Committee Finance Committee Estimated Time: 6/yr x 2 hrs = 12 hours annually 7/yr x 2 hrs = 14 hours annually 6/yr x 2 hrs = 12 hours annually 4/yr x 1 hr = 4 hours annually Committees: (meet as needed) - If you are not currently serving on a committee, please select those of interest to you. Fundraising Operations Legislative Community Engagement Family Engagement Bylaws Sponsored Events: (you are invited to participate in at least one) The Duck Race (Spring) Change the First 5 Years Event (Fall) Christmas Toy Drive Annual Early Education Conference (Spring) Community Involvement: In what organizations (community, civic, professional or business) are you involved? Can you help us to create a bridge? What opportunities can you facilitate for ELCFV? Organization Types of activities in which you participate and ways you could connect to ELCFV Comments: Signature: Date: Printed Name: 9/26/18 10

11 Board Positions AUGUST 2018 Add: B. Johnson 13 Private Sector/27 Voting = 48% OCTOBER 2018 Remove: R. Gilbert 12 Private Sector/26 Voting = 46% DECEMBER 2018 Remove: J. Day & D. Batten 10 Private Sector/24 Voting = 41% 1/3 Private Sector Required 1 Gov. App. Chair 1. J. BIRNEY-Interim 1. J. BIRNEY-Interim 1. J. BIRNEY-Interim 2 Gov. App. Private Sector 2. A. DANCE 2. A. DANCE 2. A. DANCE 3 Gov. App. Private Sector 3. J. ROSEN 3. J. ROSEN 3. J. ROSEN 4 Private Sector 4. K. PERRY 4. K. PERRY 4. K. PERRY 5 Private Sector 5. D. BATTEN 5. D. BATTEN 5. B. WHITAKER 6 Private Sector 6. B. WHITAKER 6. B. WHITAKER 6. M. SLICK 7 Private Sector 7. M. SLICK 7. M. SLICK 7. P. PAZAUREK 8 Private Sector 8. R. GILBERT 8. J. DAY 8. R. THAYER 9 Private Sector 9. J. DAY 9. P. PAZAUREK 9. J. ENDARA 10 Private Sector 10. P. PAZAUREK 10. R. THAYER 10. C. POMPA 11 Private Sector 11. R. THAYER 11. J. ENDARA 12 Private Sector 12. J. ENDARA 12. C. POMPA 13 Private Sector 13. C. POMPA 14 Dept. of Children & Families 14. B. LEWIS 13. B. LEWIS 11. B. LEWIS 15 District Superintendent of Schools * 15. L. ROMAN 14. L. ROMAN 12. L. ROMAN 16 Reg. Workforce Dev. Bd. 16. J. HALE 15. J. HALE 13. J. HALE 17 County Health Director/Dept. * 17. R. SNYDER 16. R. SNYDER 14. R. SNYDER 18 President of Community College 18. C. TWYMAN 17. C. TWYMAN 15. C. TWYMAN 19 Board of County Commissioners * 19. P. PATTERSON 18. P. PATTERSON 16. P. PATTERSON 20 Head Start 20. H. RAND 19. H. RAND 17. H. RAND 21 Center Based or FHCC Provider * 21. D. SHEVCHENKO 20. D. SHEVCHENKO 18. D. SHEVCHENKO 22 Faith Based Provider * 22. S. BARHOO 21. S. BARHOO 19. S. BARHOO 23 Program for Children with Disabilities* 23. T. KING 22. T. KING 20. T. KING 24 Ex-Officio/Non-Voting 24. K. HIESTER 23. K. HIESTER 21. K. HIESTER 25 Ex-Officio/Non-Voting 25. P. BOSWELL 24. P. BOSWELL 22. P. BOSWELL 26 Ex-Officio/Non-Voting 26. D. O BRIEN 25. D. O BRIEN 23. D. O BRIEN 27 Ex-Officio/Non-Voting 27. B. JOHNSON 26. B. JOHNSON 24. B. JOHNSON 28 Ex-Officio/Non-Voting *Rotating positions 11/29/18 11