The Coalition's Mission is to provide leadership and advocacy that builds a community where ALL children are prepared for success in school Agenda Finance Committee Meeting Tuesday, December 8, 2015 8:30am to 9:30am Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303 1. Welcome and Roll Call... Jeremy Cohen 2. Approval of Agenda... Jeremy Cohen 3. Approval of Minutes for September 8, 2015... Jeremy Cohen 4. Public Comment 5. Financial Reports... Jeremy Cohen a. Schedule of Functional Expenses Budget to Actual as of October 31, 2015 b. School Readiness Analysis of Budget to Actual as of October 31, 2015 c. School Readiness Analysis of Direct Service Cost as of October 31, 2015 d. School Readiness Historical Comparison of Children Served By Month as of October 31, 2015 e. Voluntary PreKindergarten Analysis of Budget to Actual as of October 31, 2015 f. Voluntary PreKindergarten Analysis of Direct Service Costs as of October 31, 2015 g. Match Development Analysis as of October 31, 2015 6. Discussion Items... Matt Guse a. Banking Services b. Liability and Property Insurance c. Fiber Optic High Speed Internet d. Quality Rating Improvement System e. 2nd Annual Race 4 Readiness Next Meeting: Tuesday, March 8, 2016 8:30am to 9:30am 1
The Coalition s Mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school Finance Committee Meeting Tuesday, September 8, 2015 8:30am to 9:30am Early Learning Coalition of the Big Bend Region Northwood Centre, 1940 North Monroe Street, Suite 70, Tallahassee, FL 32303 Committee Members Present: Jeremy Cohen, Chair Paula Arnold Eduardo Gonzalez Loumiet Daniel Wagnon Committee Members Not Present: N/A Staff Present: Matt Guse, Chief Executive Officer Travis Gordon, Finance Director Megan Craig, Executive Coordinator Kathy Hayes, Quality Assurance and Accountability Director Guests Present: N/A 1. Welcome and Roll Call Jeremy Cohen, Committee Chair, welcomed committee members and staff. Roll call was taken and quorum was established at 8:33am. 2. Approval of Agenda The motion to approve the agenda for this meeting was made by Eduardo Gonzalez Loumiet. This motion was seconded by Daniel Wagnon. This motion was approved. 3. Approval of Minutes for March 10, 2015 and June 8, 2015 The motion to approve the minutes for the Finance Committee Meetings of March 10, 2015 and June 8, 2015 was made by Paula Arnold. This motion was seconded by Eduardo L. This motion was approved. 4. Public Comment There was no public comment. 5. Financial Reports a. School Readiness Analysis of Budget to Actual as of July 31, 2015 b. School Readiness Analysis of Direct Service Cost as of July 31, 2015 c. School Readiness Historical Comparison of Children Served By Month as of July 31, 2015 2
d. School Readiness Unified Waitlist as of July 31 2015 Jeremy C. informed the committee that they were being presented with numbers that represent one month into the fiscal year, and these figures and percentages will increase and change throughout the year. He reported that the Early Learning Coalition of the Big Bend Region (ELC) is currently meeting all its earmarks and restrictions for the School Readiness Program. The committee then reviewed the historical comparison of children served through the School Readiness Program. Currently the ELC is serving about 4,905 children this program. The committee were information that the ELC typically see a decrease in enrollment in September, so staff have anticipated this and increased enrollment numbers prior to this to counteract this. Daniel W. requested that staff provide the committee with a five year overview of enrollments in order to see whether there is a correlation between budget levels and the number of children being served in this program. e. Voluntary PreKindergarten Analysis of Budget to Actual as of July 31, 2015 f. Voluntary PreKindergarten Analysis of Direct Service Costs as of July 31, 2015 The committee then reviewed spending for the Voluntary PreKindergarten Program. Staff reported that the percentage of funds currently being spent on administrative costs is high due to the beginning of the year when time spent on administrative tasks is high and service costs are low. This percentage should decrease substantially over the coming months as the percentage of services increases. g. Match Development Analysis as of June 30, 2015 h. Match Development Analysis as of July 31, 2015 The committee reviewed the match development analysis for the fiscal year ending June 30, 2015, and for the first month of the new fiscal year. With the increase in enrollment last fiscal year, the ELC had a higher level of match to meet. Unfortunately the ELC was unable to meet its match requirement for Leon County for this past fiscal year. As a result, the ELC ended the year with a $98,902 match deficit. Jeremy C. asked what staff intended to do to increase efforts to meet its match requirements during this next fiscal year. Matt Guse informed the committee that staff have already undertaken various efforts to increase match. The ELC recently contracted with BowStern Communications to provide marketing, outreach and communications assistance. As part of their contract, they have agreed to provide a dollar for dollar match which equates to about $34,500 annually. In addition, the ELC s benefits company Barnes Capital Group has agreed to provide the ELC with access to an automated online system for doing benefits. They will be providing this system to the ELC at no cost to the ELC. The ELC can then use the fair market value of the cost of this system towards match. In terms of My First Books and match, staff intend on working with BowStern to rebrand and relaunch this program in an effort to increase awareness about this program as well as donations through this program. The committee was also advised that staff will be looking into creating an additional way to bring in match, possibly through an additional event. The committee also discussed the line item ELC Board sponsored initiatives. This is a new line item on the 3
spreadsheet. Staff have proposed that the Board raise $9,000 through events like the Race 4 Readiness to support the ELC s match requirement. The committee were also provided with an update on funds awarded through the United Way process. While the ELC received an increase in funds awarded in Leon County, there was a 50% decrease in its award for the rural counties. This was substantially due to the decrease in available funds. Matt G. reassured the committee that this decrease in funding will not impact the ELC s availability to serve its rural county families. The ELC will continue to serve all families that are eligible in its rural counties. The only county that has a waitlist, albeit small, is Gadsden County. 6. 2nd Annual Race 4 Readiness Matt G. provided the committee with an update on the ELC s 2nd Annual Race 4 Readiness. He advised the committee that the ELC moved the date of the race from October 17 to October 31. This was to avoid clashing with FAMU Homecoming which is scheduled for October 17, 2015. Outreach with year s race will largely focus on the importance of literacy. Based on the feedback that staff received last year, the ELC have made some change to the event. However, the ELC has maintained the same course and many of the aspects of the previous year which proved to be successful. Last year the ELC raised $10,000 from the race, and this year the ELC is on track to raise even more money. As part of the race, staff have also reached out to Senator Montford to be the guest speaker at the race. Jeremy C. adjourned the meeting at 9:15am. Minutes recorded by: Megan Craig, Executive Coordinator Committee Approval Date: Committee Chair s Initials: Board Secretary s Initials: A digital recording of this meeting is available at the office of the Early Learning Coalition of the Big Bend Region, Inc. 4
Early Learning Coalition of the Big Bend Region, Inc. FY 2015 16 Budget to Actual Schedule of Functional Expenses SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN SCHOOL READINESS/VOLUNTARY PREKINDERGARTEN 15 16 Budget Actual Expenses through October 31, 2015 001 School Readiness Direct Care Slots $ 12,748,003 $ 4,574,190 002 VPK Direct Care Slots $ 6,436,137 $ 1,831,698 003 Salaries/Benefits/401K/Taxes $ 2,519,718 $ 851,646 YEAR TO DATE ANALYSIS % of Year % of Budget Over/ Under 33.33% 35.88% Over 33.33% 28.46% Under 33.33% 33.80% Over VARIANCE ANALYSIS NOTES 004 Training/Development/Recruitment $ 13,500 $ 6,363 005 Professional Services $ 63,700 $ 22,075 006 Contracted Services $ 65,000 $ 15,992 007 Quality Initiatives $ 138,337 $ 31,503 008 Occupancy $ 515,951 $ 170,009 009 Insurance $ 45,000 $ 5,618 010 Advertising and Public Outreach $ 30,000 $ 13,715 011 Dues/Subscriptions and Meeting Expense $ 8,300 $ 6,262 012 Supplies and Materials $ 20,000 $ 7,932 013 Technology Maintenance $ 150,000 $ 39,684 014 Equipment Rental and Maintenance $ 55,000 $ 16,559 015 Office Furniture and Equipment $ 55,000 $ 33,903 016 Travel $ 44,000 $ 21,248 017 Printing and Postage $ 4,000 $ 1,015 33.33% 47.13% Over Timing of scheduled trainings and Staff Professional Development 33.33% 34.65% Over 33.33% 24.60% Under Timing of Taylor County School Board Invoices 33.33% 22.77% Under Several Quality Initiatives scheduled for Spring 2016 33.33% 32.95% Under 33.33% 12.48% Under Timing of Insurance Renewal Renewal Date = April 2016 33.33% 45.72% Over Race 4 Readiness Ads October 2015 33.33% 75.45% Over Timing of AELC Dues which represents 65% of budget line item 33.33% 39.66% Over 33.33% 26.46% Under Timing of Software Renewals 33.33% 30.11% Under 33.33% 61.64% Over Timing of Office Equipment/Office Furniture Purchases 33.33% 48.29% Over Timing of Conferences and Workshops 33.33% 25.38% Under TOTAL $ 22,911,646 $ 7,649,412 33.33% 33.39% Over 5
ANALYSIS OF SCHOOL READINESS BUDGET For the Fiscal Year Ending June 30, 2016 CATEGORY OF SPENDING FY 15 16 Award (per Notice of Award) Actual Thru 10/31/15 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 16,070,002 DIRECT SERVICE COST (1) $ 12,748,003 $ 4,574,190 80.63% Minimum 78% NON SLOT DOLLARS: Admin Cost $ 707,327 $ 244,588 4.31% Maximum 5% Non Direct Cost 1,363,436 453,822 8.00% Quality Cost 845,889 295,771 5.21% Minimum 4% Childcare Resource & Referral Cost 405,347 104,980 1.85% TOTAL NON SLOT DOLLARS $ 3,321,999 $ 1,099,162 19.37% Maximum 22% (1) Actual Direct Service Costs Thru 10/31/15 include $40,784 of match funds 8% School Readiness Earmarks as of October 31, 2015 5% 2% DIRECT SERVICE COST (1) 4% Admin Cost Non Direct Cost Quality Cost 81% Childcare Resource & Referral Cost 6
DIRECT SERVICE COST ANALYSIS OF SCHOOL READINESS DIRECT SERVICE COST AS OF OCTOBER 31, 2015 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL Working Low Income 631,961 176,355 1,924,709 28,435 224,249 137,370 129,554 3,252,633 Transitional Care TANF Assistance 123,378 17,379 435,499 1,870 9,027 14,349 7,492 608,994 Protective Services 53,044 20,556 413,159 8,816 19,579 25,542 26,654 567,350 Gold Seal 12,543 2,176 80,361 58 293 903 96,334 CCEP TOTAL DIRECT SERVICE COST 820,926 216,466 2,853,728 39,179 253,148 177,261 164,603 4,525,311 # of Children Paid Served 783 213 2,940 37 252 185 176 4,586 Direct Service Allocation by Eligibility Category Direct Service Allocation by County 13% 13% 2% 0% Working Low Income Transitiona l Care TANF 4% 4% 5% 1% 18% 5% Gadsden Jefferson Leon Liberty 0% Protective Services 63% Madison Taylor 72% Gold Seal Wakulla 7
EARLY LEARNING COALITION OF THE BIG BEND REGION, INC. TOTAL SR CHILDREN SERVED BY MONTH RELATIVE TO PRIOR YEARS AS OF OCTOBER 31, 2015 5 Year Historical Comparison School Readiness Enrollment Trend 6000 $17,000,000 5000 Enrollment freeze for low inome working poor catergory Changed walk in hours ` $16,800,000 $16,600,000 Number of Children 4000 3000 Increase in parent fees $1.2 million dollar surplus Open enrollment for ages 0 5 Enrollment maintenance initiative $400,000 surplus Fully expended entire budget $16,400,000 $16,200,000 $16,000,000 $15,800,000 2000 1000 Enrollment initiative 3 appts/week per specialist from Leon waitlist $15,600,000 $15,400,000 5 appts/week per specialist from Leon waitlist $15,200,000 0 $15,000,000 SR Budget Children Served Waitlist 8
ANALYSIS OF VOLUNTARY PREKINDERGARTEN BUDGET For the Fiscal Year Ending June 30, 2016 CATEGORY OF SPENDING FY 15 16 Award (per Notice of Award) Actual Thru 10/31/15 Current Earmark Earmarks/ Restrictions AWARD AMOUNT $ 6,820,907 DIRECT SERVICE COST $ 6,558,565 $ 1,831,698 NON SLOT DOLLARS: Admin Cost $ 138,435 $ 50,314 Enrollment Cost 74,643 43,034 Monitoring Cost 49,264 51,015 TOTAL NON SLOT DOLLARS $ 262,342 $ 144,362 7.88% Maximum 4% VPK OUTREACH AND AWARENESS $ 20,737 $ Voluntary Prekindergarten Spending Allocation as of October 31, 2015 7.88% combined DIRECT SERVICE COST Admin Cost Enrollment Cost Monitoring Cost 92.12% 9
ANALYSIS OF VOLUNTARY PREKINDERGARTEN DIRECT SERVICE COST AS OF OCTOBER 31, 2015 CATEGORY GADSDEN JEFFERSON LEON LIBERTY MADISON TAYLOR WAKULLA TOTAL DIRECT SERVICE COST 219,810 11,279 1,244,409 49,937 94,629 76,734 134,900 1,831,698 # of Children Paid Served 327 22 1,756 76 98 94 103 2,476 VPK Direct Service Cost by County 7% 12% 1% 4% 5% 3% Gadsden Jefferson Leon Liberty Madison Taylor 68% Wakulla 10
ANALYSIS OF 6% MATCH REQUIREMENT For the Fiscal Year Ending June 30, 2016 Projected Fiscal Year 2015 2016 Actual Thru 10/31/15 Direct Service Dollars for Economically Disadvantaged Working Families $ 9,509,342 $ 3,252,633 6% Match Requirement 570,561 195,158 6% Match Waived 203,461 65,151 6% Match Requirement After Waivers $ 367,099 $ 130,007 CASH MATCH SOURCES ELC Board Sponsored Initiatives 25,000 0 CHSP / County of Leon/United Way Leon 95,000 26,259 United Way Rural Counties 25,000 14,525 Direct SR Slot Cash Leon 0 0 Direct SR Slot Cash Rural Counties 0 0 Indirect SR Match Leon 0 0 Indirect SR Match Rural Counties 0 0 TOTAL CASH MATCH $ 145,000 $ 40,784 IN KIND MATCH SOURCES My First Books $ 30,000 $ 2,256 Volunteers 10,000 6,261 Professional Services 0 6,221 Donated Space 84,000 26,004 TOTAL IN KIND MATCH $ 124,000 $ 40,742 TOTAL CASH AND IN KIND MATCH $ 269,000 $ 81,525 MATCH SURPLUS/(DEFICIT) $ (98,099) $ (48,482) 11
2015/2014 Race Comparison 2015 2014 Race Registrants 436 313 Race Participants Total 334 267 5K 199 177 1 Mile 135 90 Provider Participation Programs 11 7 Participants 157 104 Staff Participation 113 65 Board Participation 85% 76% Books Distributed 175 n/a 2015 Provider Representation, including number of registrants 1. Betton Hills Preparatory Academy (32) 2. Childcare Network #116 (30) 3. Tiny Steps Learning Center (23) 4. First Baptist Church of Tallahassee Weekday Education (21) 5. Scottsdale Academy (20) 6. Growing Room (11, including 2 sponsor tickets) 7. Dick Howser Center for Childhood Services (9) 8. First Steps Prep Childcare Preschool Inc. (2) 9. Good Samaritan (5) 10. Progressive Pediatric (2) 11. Lesia s Learning Center (2) 12
2nd Annual Race 4 Readiness October 31, 2015 Cost Sheet Item Vendor Cost Charge to Race Charge to State Paid Print Outreach, marketing and communications items Target Copy $638.75 $638.75 $752.78 Paid Visa Gift Cards For Providers Walmart $897.76 $897.76 Paid EMS Leon County EMS $225.00 $225.00 Paid Paper Trash Containers with Bags Marpan $39.00 $39.00 Paid Table and Chairs Gulf Winds Track Club $100.00 $100.00 Paid Chip Timing Fees Race Gulf Winds Track Club $1,072.00 $1,072.00 Paid Police Support and Permit Fee Tallahassee Police Department $1,009.00 $640.00 $369.00 Paid Stage Rental A Z Rental $360.00 $360.00 Paid Balloon Arch Sarahs Designs LLC $200.00 $200.00 Paid Face Painting Sarahs Designs LLC $250.00 $250.00 Paid Food and Drinks Day of the Event Costco/Publix $288.37 $288.37 Paid Uhaul (including gas) Uhaul/Gas $94.46 $94.46 Paid Facebook Advertising Advertising $100.00 $100.00 Paid Portable Restrooms Howdy's Rental Toilet $235.00 $235.00 Paid Race Medals Awards4U $227.92 $227.92 Paid Race Shirts Clothesline $4,301.45 $4,301.75 Paid Books Barnes and Noble $3,309.00 $3,309.00 Paid DJ and Audio Equipment Aairius DJ Entertainment $275.00 $200.00 $75.00 Paid Photo Booth Photo Fun Booth $500.00 $500.00 Paid Halloween Candy Table Various $92.00 $92.00 Paid Race Awards Capital City Runners $300.00 $300.00 Paid Race Awards Academy Sports $257.91 $257.91 Paid Race Awards Loli and the Bean $40.00 $40.00 Paid Professional Photographer Lefstead Architectural Photography $225.00 $225.00 Paid Totals $15,037.62 $5,929.71 $9,860.99 Incoming Funds Amount Overall Amount Cash Sponsorships $15,480.00 Incoming Funds $19,932.57 Race Ticket Sales Race It $1,237.30 Costs charged to state $9,860.99 Race Ticket Sales Pre Race Cash $625.00 Costs charged to race $5,929.71 Race Ticket Sales Pre Race Check $530.00 Race Ticket Sales Pre Race Credit $708.95 Race Ticket Sales Day of Race Cash $735.00 Race Ticket Sales Day of Race Check $310.00 Race Ticket Sales Day of Race Credit $306.32 Incoming Race Funds $19,932.57 Total Unrestricted Funds Raised from Race $14,002.86 13