Minutes: Date/Time: Early Learning Coalition Of Brevard County, Inc. Executive/Finance Committee Meeting Wednesday, May 11, 2016 at 3:30 pm Locations: Early Learning Coalition of Brevard County, 1018 Florida Ave, Rockledge, FL 32955 Members Alan Bergman, Chairperson, Jeffrey Harrison, Treasurer and Mark Broms, Secretary Present: Excused Absent Beth Mills, Vice Chairperson members: Unexcused Absent N/A Members: Staff Present: Sky Beard, Executive Director, Jessica Beecham, Executive Coordinator, and Cathie Odom, Director of Business Operations Guest/Public: N/A Start Time: May 11, 2016 at 3:41 pm Agenda Item Summary/Discussion Action/Follow-up Approval of meeting minutes Minutes: April 11, 2016: No changes were made to the meeting minutes. Jeffrey Harrison motioned for the minutes to be approved. Mark Broms seconded the Requested Revisions to Bylaws Children s Services Council Update 401K Reinstatement Provider Payment Rates Ian Golden requested clarification regarding absences when an alternate is present in place of the member. Currently, the members is marked present because the member is represented by their alternate at the meeting. The Committee discussed the current process and updated bylaws will be brought to the next meeting. Sky informed the Committee that she attended the Children s Services Council state association meeting. The meeting provided an opportunity for local CSC members and community partners to learn about the CSC process from those in other counties. The Committee is required to sign the 401K Reinstatement because of an IRS update in 2009 that requires updating every five years. Cathie informed the Committee there was no information at the time. Will have information to present at a future Committee meeting. Mark Broms motioned for the 401K Reinstatement to be resigned. Jeffrey Harrison seconded the Page 1 of 2 May 2016 Minutes
FY 15.16 Agency Budget Adjustments and Deob FY 15.16 Budget to Actuals Preliminary FY 16.17 Budget The new OEL projection tool has been implemented. OEL has requested a de-obligation of $750,000. ELCB has calculated an anticipated surplus as well and is recommending de-obligating half of the projected surplus back to OEL. The Committee also discussed the adjustments to direct services, quality, and operations budget. The Committee discussed adjustments where the amount is more than the 15% the Executive Director is approved to move without Committee approval. The Committee reviewed the attached FY 15.16 Budget to Actuals and approved the revised line items Sky and Cathie presented the Committee with the Preliminary FY 16.17 Budget for review (see attached). The Committee reviewed and discussed the FY 16.17 budget. After reviewing the budget, the Committee motioned to bring the proposed Agency Budget to the full Board for approval at the next meeting. Jeffrey Harrison motioned to approve the De-Obligation amount of $350,000 back to the Office of Early Learning. Mark Broms seconded the Mark Broms motioned to approve the line items revised proposed for the FY 15.16 budget. Jeffrey Harrison seconded the Jeffrey Harrison motioned to bring the proposed FY 16.17 Agency Budget to the full Board for approval. Mark Broms seconded the Public Comment The Committee and ELC staff discussed the Board meeting agenda for the May Board meeting because the Executive Director will not be able to attend the meeting. Adjournment The meeting was adjourned at 5:05 pm Mark Broms motioned for adjournment of the meeting. Jeffrey Harrison seconded the unanimously by all Board members. Next Meeting June 13, 2016 at 3:30pm May 2016 Executive/Finance Committee Minutes Approved: Respectfully Submitted, Approved Signature Date Signature Date Executive Coordinator Executive Director Page 2 of 2 May 2016 Minutes
Executive/Finance Committee Meeting May 11, 2016 3:30 pm Approval of April 11, 2016 Minutes Requested Revisions to Bylaws Children s Services Council Update 401K Reinstatement Provider Payment Rates FY 15.16 Agency Budget Adjustments and Deob FY 15.16 Budget to Actuals Preliminary FY 16.17 Budget Next Committee meeting: June 13, 2016
MINUTES: ÞATEÆIME: IÍKATIONS: MEMBERS PRESENT: Ð((UsEÞ ABSENT MEI TBERS: UNÐ((TJsEÞ ABSENT friei[bers: STAFF PRESENT: GUEST PIIBU(: START TIME: EARLY TEARNING (OALITION OF BREVARD (OUNTY, IN( Executive/Finance Committee Meeting Monday, April 1-L, 2016 at 3:30 pm Early Learning Coalition of Brevard County, 1018 Florida Ave, Rockledge, FL 32955 Alan Bergman, Chairperson, Jeffrey Harrison, Treasurer and Beth Mills, Vice Chairperson, and Mark Broms, Secretary N/A Sky Beard, Executive Director, Jessica Beecham, Executive Coordinator, and Cathie Odom, Director of Business Operations (via telephone) N/A April 11, 20L6 at 3:36 pm Ä c![þs Foru{Íl AGENÞA ITEIYI SUmmARY/Þts(UsstON A noil/frouog.tp Approval of Minutes: March 14, 2016: No changes were made to the Jeffrey Harrison motioned for meeting minutes meeting minutes. the minutes to be approved. Beth Mills seconded the Comm ttee members. Visit by OEL Director, Rodney MacKinnon Meeting with Dr. Blackburn, BPS Superintendent Sky informed the Committee that Rodney MacKinnon, OEL Director, will be visiting the Board meet ng on Tuesday April L9 and plans to arrive between 3:30-4:00pm. The Committee discussed how the Board meeting will be conducted; the Board will approve the consent items, review the Executive/Finance Committee meeting, and finance report, with the majority of the meet ng reserved for discussion with Rodney MacKinnon. The Committee would like to have the following topics discussed at the meeting:. lt (portals, impact on waiting list, etc.) o GOLD Readiness Rates and Providers on Probation Sky informed the Committee about a recent meet ng with Dr. Blackburn. There was discussion regarding how Brevard Public Schools and the Early Learning Coalition of Brevard currently work together to ensure that the children of Brevard are receiving the highest quality of care, Other points of discussion included the Children's Services Council, data sharing opportunities, the role of private providers in the early learning system of care and BPS board membership. Dr. Blackburn would like to continue the conversation about of the quality of care throughout Brevard and how to increase VPK enrollments. PAGE 1 OF apnl. è016 ümnfé9
Requested Revisions to Bylaws Provider Payment Rates Storybook Village Sky reminded the Committee that lan Golden inquired about proxy votes at the last board meet ng. lan specifically asked if alternate members could be designated on a board member's behalf and asked if they would have voting rights on behalf of the organization they were representing. He also asked for confirmation if voting via telephone was allowable. After reviewing the Florida Legislature Chapter 1002 (see attached) under 1002.83(6) "an ELC may use any method of telecommunications to conduct meetings, including establ sh ng a quorum through telecommunications, provided that the public is given proper notice of a telecommunications meeting and reasonable access to observe and, when appropriate, participate." However, under 1002.83(7) "A voting member may send a representative to coalition meetings, but that representative does not have voting privileges." Sky will bring this information to the full Board at the next Board meet ng. The Committee reviewed the current Provider Payment rates (see attached) and discussed the possibility of a future rate increase that will be sustainable. The Coalition staff will present additional information regarding a possible rate increase at the May Committee meeting. Sky discussed with the Committee the Storybook Village event. This event is for families where all vendors design their booths with a specific storybook theme. Grandparents Raising Grandchildren will be the lead agency for the event and will be targeting foster children and those living with relative caregivers. Sky encourages board members to participate with the event. May Meeting Sky will not be able to attend the May Board meeting, however Dates the meeting date will not be changed. The Executive/Finance Committee date will be changed to Wednesday May Ll,2Ot6 at 3:30pm, because of scheduling conflicts. Public Comment Adjournment The meeting was adjourned at 5:02 pm Jeffrey Harrison motioned for the adjournment of the Board meeting. Beth Mills seconded the unanimously by all Board members. Next Meeting May L1, 2Ot6 at 3:30pm April 2016 Executive/Finance Committee Minutes Approved: Re s p e ctful ly S ub mi t t e d, Approved Date Signatu re Date tive Coordinator Executive Director PAGE OF APRf, èot6 tilttlés