Finance Committee Agenda February 26, 2019-9:00 AM 13805 58 th Street North, Clearwater, FL, 33760 Conference Dial: 1-844-815-8411 Conference Code: 268-750# I. Welcome and Introductions...David Fetkenher, Chair II. Action/Discussion Items 1. Approval of Minutes November 27, 2018.... Page 2 III. Other Administrative Matters (Items of urgency not meeting the seven-day guideline for review) IV. Information Items 1. Grants Status Report... Page 5 2. Cost Allocation/Expenditure Report... Page 6 3. Pooled Cost Expenditure Report... Page 7 V. Public Comments VI. Open Discussion VI. Adjournment Next Finance Committee Meeting- April 23, 2019 Collaborate. Innovate. Lead. careersourcepinellas.com 1
Date: November 27, 2018-9:00 A.M. Location: 13805 58 th Street North, Clearwater, 33760 Finance Committee Call to Order Committee Chair David Fetkenher called the meeting to order at 9:00am. New board member Amy Van Ness joined the Finance Committee and introduced herself to the team. There was a quorum present with the following Finance Committee members participating. Committee Members in attendance David Fetkenher, Barclay Harless (phone), Amy Van Ness (phone), Scott Wagman. Committee Members not in attendance William Law, Jack Geller Staff Present Jennifer Brackney, Steven Meier, Luna Clarke Action/Discussion Items Action Item 1 Approval of Minutes of July 24, 2018 Finance Committee Meeting The minutes of July 24, 2018 Finance Committee Meeting were presented for approval. Motion: Barclay Harless Second: David Fetkenher The minutes were approved as presented. The motion carried. Action Item 2 Program Year 2018-2019 Budget Modification 2 Total budgeted revenue has increased from $12,331,578 to $13,093,764 for an overall increase of $762,186.This is due to the following: Workforce Innovation and Opportunity Act (WIOA) Programs: Increase in WIOA Dislocated Worker Program of $429,285 Decrease in Community-Based Sector Strategies of $5,460 Employment Services Programs: Increase in Wagner-Peyser for PY 2017 of $130,820 Increase in Wagner-Peyser for PY 2018 of $113,361 Increase in Veterans Employment Program of $63,396 Increase in Trade Adjustment Assistance (TAA) of $7,800 Direct Grants and Special Programs: Increase in Able Trust grant of $43,543 Decrease in Re-employment Services Eligibility Assessment (RESEA) of $20,559 Motion: Second: Barclay Harless David Fetkenher The Finance Committee recommends approval of the adjustments to the revenue budgets and resultant modifications to the expenditures budgets for PY 18-19. The motion carried. Other Administrative Matters There are none Information Item 1 Financial update for period ended October 31, 2018 The financial summary report was provided in the meeting packet. Through October 31, 2018, has expended approximately 25% of its 2018-2019 budgets. 2
Discussion Members inquired about how the events that occurred during the year affected the organization s ability to expend its grant dollars in a proactive way. Several expenditures are currently on track with past years spending. Some items that may experience a change in the future will the OJT and EWT programs, as the organization heeds recommendations from State officials to strictly enforce program guidelines. Request that some of the financial activities be presented to the full board, from a bird s eye view perspective, highlighting what the issues might be and how the administration plans to address them. New technology systems are being implemented in the Finance Department, to make the process more seamless and efficient. The next report to the Finance committee will be from a cost allocation perspective. Public Comments None. Adjournment The meeting was adjourned at approximately 9:21 a.m. 3
Information Items 4
Grant Status Report As of 2/19/19 Program Cash Drawn Funds LTD Expenditures Unexpended 2018/2019 2018/2019 Year NFA ID Program Name Start Date End Date NFA Award thru 2/13/2019 Available As of 1/31/19 Funds Budget Spending Notes 2017 33414 WIOA Youth 2017 4/1/2017 6/30/2019 1,155,284 1,096,000 59,284 1,067,209 88,075 535,904 447,829 2018 37288 WIOA Youth 2018 4/1/2018 6/30/2020 1,290,270-1,290,270-1,290,270 1,290,271-2017 33664 WIOA - Adult - 2017 7/1/2017 6/30/2019 1,567,483 1,567,483-1,567,483-1,624,709 255,129 2018 37502 WIOA - Adult - 2018 7/1/2018 6/30/2020 1,626,425 425,000 1,201,425 399,463 1,226,962 255,129 399,463 2017 33689 WIOA - Dislocated Worker - 2017 7/1/2017 6/30/2019 2,011,296 2,011,296-2,011,296-1,047,616 1,047,616 2018 37478 WIOA - Dislocated Worker - 2018 7/1/2018 6/30/2020 1,825,041 240,000 1,585,041 204,649 1,620,392 1,822,995 204,649 2016 36533 Community Based Sector Training Init 4/1/2017 6/30/2019 30,750 30,750-26,742 4,008 30,750 26,742 2016 35284 Sector Strategies - Career Ready 9/1/2017 6/30/2019 275,935 211,000 64,935 200,003 75,932 254,699 178,767 2016 35259 Sector Strategies - IT Training 7/1/2017 6/30/2019 318,285 178,900 139,385 171,716 146,569 223,031 76,462 2017 35059 Community Based Training - Construction 7/1/2017 6/30/2019 147,125 123,900 23,225 118,321 28,804 51,376 22,572 2017 37380 SFY 18-19 Supplemental WIOA State Level 7/1/2018 12/31/2019 148,624-148,624-148,624 148,624-2017 35629 Governors Challenge 2017 - Hurricane 1/1/2018 6/30/2019 21,280 1,000 20,280 643 20,637 20,844 207 2017 35819 Hurricane Maria Evacuees 10/1/2017 9/30/2019 125,000-125,000-125,000 125,000-2016 34829 Governors Challenge 2016 7/1/2017 12/31/2018 333,334-333,334-333,334 - - 2019 37918 Apprenticeship Expansion 2/1/2019 8/31/2020 100,000-100,000-100,000 - - Grant awarded 2/11 2017 33194 Community Based Sector Training Init 4/1/2017 9/30/2018 104,000 98,540-98,540 5,460 - - 11,080,132 5,983,869 5,090,803 5,866,065 5,214,067 7,430,948 2,659,436 2018 37736 Local Veterans -2018 10/1/2018 9/30/2019 22,097 7,877 14,220 7,197 14,900 48,563 7,197 Inc $5,675 on 2/15 2019 37753 Disabled Veterans -2018 10/1/2018 9/30/2019 47,231 15,761 31,470 10,455 36,776 90,188 10,455 Inc $16,452 on 2/15 2018 37451 Wagner Peyser -2018 7/1/2018 9/30/2019 696,049 264,763 431,286 276,832 419,217 696,049 276,832 Wagner Peyser Coop Outreach 42,000 2019 Reemployment and Eligibility Assessments -2019 250,000 2019 37823 RESEA - Bridge Funds - 2018 1/1/2019 6/30/2019 27,556 24,000 3,556 11,126 16,430-11,126 2018 37708 Reemployment Assistance Program -2018 10/1/2018 9/30/2019 45,711 37,500 8,211 21,680 24,031 41,823 21,680 2017 35334 Local Veterans -2017 10/1/2017 9/30/2018 50,000 39,730-39,730 10,270 21,393 11,123 2018 35359 Disabled Veterans - 2017 10/1/2017 9/30/2018 130,062 130,062-130,062-53,253 53,253 2017 33819 Wagner Peyser- 2017 7/1/2017 9/30/2018 725,827 725,827-725,827-150,583 150,583 2018 35669 Reemployment and Eligibility Assessments -2018 1/1/2018 12/31/2018 289,143 289,143-289,143-129,441 129,441 Closed out 2/13 2017 34782 Reemployment Assistance Program - 2017 10/1/2017 11/30/2018 44,800 44,800-44,800-13,177 13,177 Closed out 2/13 2,078,476 1,579,463 488,743 1,556,852 521,624 1,536,470 684,867 2018 37579 Supplemental Nutritrion Assistance Prog - SNAP 2018 10/1/2018 9/30/2019 397,310 148,500 248,810 124,717 272,593 350,404 124,717 2017 34879 Supplemental Nutritrion Assistance Prog - SNAP 2017 10/1/2017 9/30/2018 547,394 509,974-509,974 37,420 199,595 162,174 944,704 658,474 248,810 634,691 310,013 549,999 286,891 2018 37610 Welfare Transition Prog - Oct - June 2018 10/1/2018 6/30/2019 1,816,119 852,040 964,079 740,559 1,075,560 562,039 740,559 Increase of $130k on 2/13 2018 37419 Welfare Transition Prog - July - Sept 2018 7/1/2018 11/30/2018 562,039 562,039-562,039-1,686,119 562,039 2,378,158 1,414,079 964,079 1,302,598 1,075,560 2,248,158 1,302,598 2017 36549 Trade Adj Assistance - TAA Administration - 2017 7/1/2017 6/30/2019 33,121 29,907 3,214 41,141 (8,020) 15,845 23,865 Requesting Add'l Funds Trade Adj Assistance - TAA Administration - 2018-17,500 2018 37633 Trade Adj Assistance - Training 2018 7/1/2018 6/30/2019 30,864 30,864-69,946 (39,082) 131,250 69,946 Requesting Add'l Funds 2018 37653 Trade Adj Assistance - Case Management 7/1/2018 6/30/2019 39,989-39,989 6,325 33,664 26,250 6,325 2017 34584 Trade Adj Assistance - Case Management 7/1/2017 9/30/2018 2,939 2,939-2,939-40,703 714 2017 34609 Trade Adj Assistance - Training 2017 7/1/2017 9/30/2018 284,705 253,841-253,841 30,864 114,177 83,313 391,618 317,551 43,203 374,192 17,426 345,725 184,163 2016 USDOL Youthbuild 2016 10/17/2016 2/16/2020 1,100,000 876,118 223,882 919,810 180,190 349,728 242,446 2019 USDOL Youthbuild 2019 2/1/2019 5/31/2022 1,100,000-1,100,000-1,100,000 - - Issued Feb. 2019 JWB Youth Innovators- 2018-2019 10/1/2018 9/30/2019 40,808 13,059 27,749 13,868 26,940 40,000 13,868 Able Trust - Ability Initiative Grant 250,000 125,999.00 124,001 133,253 116,747 128,543 22,297 Tech Hire 7/1/2016 - - 8,239 Corporate\Unrestricted - 89,220 Science Center 415,000 170,064 Americorps 302,495 67,057 66,577 235,918 25,000 6,844 JWB Youth Innovators- 2018 10/1/2017 9/30/2018 40,808 10,168 30,640 13,064 27,744 24,193 532 2,834,111 982,464 553,508 19,707,199 9,953,436 6,835,638 9,734,398 7,138,690 13,093,764 5,671,464 5
Cost Allocation/Expenditure Report For the Six Months Ended December 31, 2018 WIOA Employment Services WTP SNAP TAA Total Direct Grants and Spec Projects Total Approved Budget Modification #2 7,430,948 1,536,469 2,248,158 550,000 345,725 982,464 13,093,764 Expenditures to Date: Pooled Costs Case Management 468,166 104,232 472,953 117,405 242-1,162,997 Business Services 351,041 22,297 186,601 40,619 - - 600,558 One Stop Operating 10,933 163,931 38,459 12,139 429 2,911 228,802 Technology 6,280 127,053-6,702-2,066 142,100 Community Outreach 1,053 11,312-951 43 116 13,475 Staff Training and Development - - - - - - - Indirect Costs 217,739 105,401 116,927 23,276 22,000 84,080 569,422 Total Pooled Costs 1,055,212 534,227 814,939 201,091 22,713 89,173 2,717,355 48% 93% 72% 80% 14% 18% 56% Direct Costs Personnel Expenses 238,221 34,358 161,716 45,779-246,206 726,280 Service Provider Contracts 208,670-31,235 - - 239,905 Subsidized Employment (OJT/PWE/EWT) 120,227-516 - - - 120,742 Other Direct Operating Costs 584,950 6,118 119,098 3,477 137,767 162,776 1,014,186 Total Direct Costs 1,152,068 40,475 312,565 49,256 137,767 408,983 2,101,114 52% 7% 28% 20% 86% 82% 44% Total Costs 2,207,280 574,702 1,127,504 250,347 160,480 498,155 4,818,469 Unexpended Budget Balance 5,223,668 961,767 1,120,654 299,653 185,245 484,309 8,275,295 Percentage of Budget Expended 29.7% 37.4% 50.2% 45.5% 46.4% 50.7% 36.8% 6
Pooled Cost Expenditure Report For the Six Months Ended December 31, 2018 Expenditure Admin Staff Training MIS/Tech Outreach & Marketing One Stop Case Mgmt Business Service Cost Pool Salary Expense 306,295 1,001,909 478,949 1,787,153 Payroll Taxes 19,855 67,353 29,495 116,703 Retirement 9,928 45,141 21,759 76,828 Contract IT Services 4,557 132,164 136,722 Accounting/Audit Fees 92,914 92,914 Office Rent/Lease 7,528 29,485 11,582 38,798 87,393 Communications 3,622 63 50,780 2,672 5,254 62,391 Legal Fees 43,297 43,297 Utilities 2,498 38,120 40,619 Equipment Rent/Lease 714 27,467 1,086 3,639 32,905 Insurance - Workers Comp 4,865 20,290 6,709 31,863 Insurance - General Liability 2,053 21,657 2,464 3,696 29,870 Insurance - Commercial Property 731 9,275 896 1,301 12,203 Contract Labor 31,034 228 31,262 Payroll Processing Fees 16,826 16,826 Repairs & Maintenanc 579 12,798 43 145 13,564 Outreach/Marketing 74 13,280 73 13,427 Professional Service - - 9,792 3,019 12,811 Janitorial Expense 12,572 12,572 License/Dues & Other Fees 10,634 400 173 50 11,257 Equipment < $5,000 203 8,188 312 1,045 9,748 Copy Machine Usage/Maintenance 681 5,131 1,047 2,807 9,667 Office Supplies 5,055 2,981 228 764 9,029 Travel - Out of Town 1,538 3,286 3,328 8,152 Comp Software/License/Maintenance 1,704 1,990 620 4,314 Travel - Mileage 319 766 2,197 3,282 Postage/Shipping 540 34 2,482 3,056 Pest Control 98 2,420 2,517 Operating Supplies 1,219 142 1,361 Meetings/Conferences 346 346 577 1,269 Security 898 898 Recruitment 636 46 682 Staff Training/Education 349 349 Document Shredding - 332 - - 332 Other Leases 74 74 Bank Fees 45 45 Total Expenses to Date 569,422-142,342 13,475 228,802 1,162,755 600,558 2,717,355 Total 2018/2019 Planning Budget 819,899 30,000 300,000 268,000 650,000 2,941,500 1,310,000 6,319,399 Unexpended Balance 250,477 30,000 157,658 254,525 421,198 1,778,745 709,442 3,602,044 % of Budget Spent 69% 0% 47% 5% 35% 40% 46% 43% Salaries, Retirenent and PR Taxes as a % of Total 59% 0% 0% 0% 0% 96% 88% 73% 7