board of directors meeting tuesday, may 20, 2014 4:00 pm · 5/20/2014 · early learning (oalition...
TRANSCRIPT
Board of Directors Meeting Tuesday, May 20, 2014 4:00 pm
AGENDA
I. Call to Order
II. Pledge of Allegiance
III. Coalition Roll Call by Self Introduction
IV. Consent Items a. Minutes: April 14, 2014 b. Director’s Report
V. Committee Reports
a. Executive / Finance Committee b. Key Result Area Standing Committees
VI. Old Business
a. Finance Report and Waiting List/New Enrollment Update b. Legislative and Budget Update c. Fraud Update d. Contract Provider Concerns – Follow Up
VII. New Business
a. Maker Faire b. Friendship Bench
VIII. Board Updates
a. Providers b. Licensing
IX. Public Comment
X. Adjourn
Next Meeting: June 17, 2014
EARLY LEARNING (OALITION
OF BREVARÞ COUNTY, IN(Board of Directors Meeting
Tuesday, April 15, 2014 at 4:00 p.m.
Early Learning Coalition 1018 Florida Ave, Rockledge, FL 32955
Terri Barlow, Cathy Beam, Alan Bergman, Susan Bragonje, Marci Brilley, Mark Broms,
Priscilla DeNino, Lori Duester, lan Golden, Nancy Grzesik, Jeffery Harrison, Natalie Jackson,
Beth Mills, and Myrna ShimeiBridget Chiuchiolo, Mike Durant, Mica Layne, Tom Peer, and Althea Puzio
N/A
Sky Beard, Ann Beecham, Jessica Beecham, Gwen Hertlein-Haber, LaShaundra McGhee,
Selena McNeely, Jennifer Shields
Stephanie Blake, UCF Student, Social Work
Alan Bergman called the meeting to order at 4:08 p.m. The Pledge of Allegiance took place
and introductions were skipped but confirmed on attendance register. Quorum was
established.
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IIETYIBERS PRESENT:
Ð((UsED ABSENT IVIEIVIBERS:
UNÐ((USEÞ ABSENT MF.IVIBERS :
STAFF PRESENT:
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(A[T.ED TO ORÞER:
A<ilDA mfil 51 frürlARY/Dls(tJsslOl A(TIONÆOIj-OW.UP
Consent ltems a. Minutes: March L8,2Ot4b. Directors Report
Jeffrey Harrison motioned for theConsent ltems to be approved. lan
Golden seconded the motion. Themotion passed unanimously by allBoard members.
Executive/Finance Committee: Alan Bergman reported to theBoard that the Executive/Finance Committee cancelled thescheduled meeting on April L4,20L4.
No Action/Follow-up Required
Finance Report and Waitins List/New Enrollment Update:Sky Beard reviewed with the Board the Utilization Reports andGraphs (see attached). During the month of March, there was
an increase in the number of children served. ln addition,currently there is a projected surplus in match funding.As of April 'J,4,2OI4, there were 698 children on the wait list.
Gwen Hertlein-Haber informed the Board that at this timeCoalition staff is currently working on calling families fromJanuary 2014.
Legislative and Budget Update: Sky Beard reviewed with theBoard the handout from The Association of Early Learning
Coalitions 2014 Florida Legislative Session Highlights fromApril 4, 2014. The end of legislative session is May 2, 201,4.
Coalition staff is watching the bills that continue to be
discussed and reviewed during this session and will keep theBoard updated.
Stratesic Plannine Following Up: Committee Príorítíes ondNext Steps: The Board reviewed the ELC Board of DirectorsStrategic Planning Key Results Areas (see attached). Because
community collaboration will be a key aspect of the workdone through the Diversified Funding and Parent Education
and Family Engagement Committees, the previous members
No Action/Follow-up Required
Committee')Ports:
Old Business
PaRe 1 of 3 Apr¡l 2014 Minutes
will need to join other committees. After some review and
discussion, the committees and members were finalized (see
attached).Sky took this time to inform the Board that Paul Hilburn, theHarris representative, will no long be a member of the Board.Currently Harris is evaluating opportunities for a newrepresentative to join the Board.
Fraud Update: Gwen Hertlein-Haber informed the Board thatshe attended a workshop for the new rule regarding the anti-
fraud plan. There was much discussion regarding the new
statewide fraud-reporting format. The Board will be kept up-
to-date with any new updates.
Fiesta Brevard: The Board was reminded of the upcoming
event. Sky explained the event and that raffle and event
tickets could now be purchased from ELC staff. lf ínterested,
please contact Jessica Beecham, Executive Coordinator.
New Business Contracted Provider Concerns: Sky Beard informed theBoard that the Coalition's attorney was scheduled to attendthe meeting to address concerns regarding Sunshine Early
Childhood Center of Brevard. Because he was unable to attendthe board meeting, Sky presented to the board the attorney'srecommendation for termination of contract along with thereasons for the recommendation. After díscussion regardingthe current conditions and concerns, the Board votedunanimously to accept the attorney's recommendation fortermination of contract with Sunshine Early Childhood Centerof Brevard.
Board Member Provider Representative Election Process:
This item will be postponed untilthe May meeting.
Florida First Start Monitorins Report: LaShaundra McGhee,Director of Quality Assurance reviewed the Florida First StartMonitoring report with the Board. The followíng correctiveactions were reviewed:
o Develop and adopt a uniform protocol for the collectionand maintenance of health information (i.e.
immunizations, physicals) for children participating in
the program.o Provide a copy of the policy and procedure governing
the collection of health information (i.e. immunizations,physicals) for program part¡cipants to the Coalition byFriday, May 23,2OL4.
o Provide a copy of the policy, procedure and toolimplemented to ensure the completion of needsassessments for program participants to the Coalition byFriday, May 23,2OI4
o Provide an action plan for ensuring that monthly home
lan Golden motioned to accept theCoalition's attorneyrecommendation to terminate SR
and VPK contacts via a letter to be
sent by ELC attorney. Nancy Grzesikseconded the motion. The motio'passed unanimously by all Boartmembers.
Pase 2 of 3 Aoril 2014 M¡nutes
rd Updates
April 20L4 Board of Directors Minutes Approved
Respectfully Submitted,
re DateExecutíve Coordinator
Approved
SignatuExecutive Director
o1,4
Date
visits are attempted/or completed in accordance withthe terms of the contract to the Coalition Friday, May23,2014.
Providers: Lori Duester complemented the Coalition staff fortheir work on the Provider Meeting in March. Priscilla Denino
thanked staff for working around her schedule and allowingher to speak at the provider meeting.
Licensing: N/A
No Action/Follow up Required
PublicComment
Alan Bergman inquired about what the Coalition is doing toshow our support for the tragedy that happened at theKinderCare in Orlando, FL. Sky Beard informed the Board thatCoalition staff and Brevard County providers were sending inmessages and they would be put together and sent toKinderCare. ln addition, there were cards for the Board
members to sign for the center.
No Action/Follow up Required
Adjournment The meeting was adjourned at 5:20 p.m Priscilla DeNino motioned for theadjournment of the Board meeting.Myrna Shimei seconded themotion. The motion passed
unanimously by all Board members.
Next Meeting May 20,20L4
Pase 3 of 3 April 2014 Minutes
Director’s Report May 2014
State and Office of Early Learning (OEL) Update:
• The Office of Early Learning contracts with Carr, Riggs and Ingram (CRI) to conduct fiscal audits of ELCs. The Coalition was visited by auditors from March 31 – April 3, 2014. The Coalition has received a copy of the final report and is in the process of completing the required corrective action plan. The report and corrective action plan will be provided to the Board of Directors upon completion for review.
Coalition Update:
• A trial period for the alleged child care provider fraud case is still pending.
• The Coalition has completed its United Way application, site visit and presentation for the 14.15 allocation cycle. The site visit and presentation included a visit by the allocation panel to the ELC office in Rockledge, a tour of the family meeting rooms, observation of the screening (vision, hearing and overall development) processes, family resource room as well as interaction with two families currently receiving services. The panel asked good questions and was engaged in the process. Notification has not yet been provided regarding fund allocation decisions.
• Two Child Care Chats were held scheduled for April 29 (Melbourne) and May 1 (Titusville). On April 29, there were no other providers other than the host site that attended. On May 1, one additional provider attended other than the host site. Both Chats provided an opportunity for communication with the Executive Director, center tours and discussions about the strengths and challenges of their programs.
• The Coalition held its annual Provider Appreciation event on May 10, 2014. The “Brunch and Learn” included training on child care services and business practices specifically related to inclusion, special needs and ADA related issues. Approximately 50 owners, directors and early childhood classroom teachers attended the event.
• The Coalition is in the process of identifying the next cohort of providers to participate in the Teaching Strategies GOLD child assessment program. A large number of providers have expressed interest therefore the Coalition is establishing criteria that lead to successful implementation of the program in order to assist with the selection process.
ELC Board of Directors Strategic Planning Key Result Areas
• Diversified Funding o Champion: Mike Durante o Nancy Grzesik o Mica Layne o Mark Broms o Tom Peer o Sky Beard o Kevin Carraro
• Parent Education and Family Engagement
o Champion: Beth Mills o Lori Duester o Priscilla DeNino o LaShaundra McGhee o Michelle Dockery
• Improve Technology
o Champion: Jeff Harrison o Nancy Grzesik o Terri Barlow o Cathie Odom o Gwen Hertlein-Haber o Chris Donato
• Quality Initiatives
o Champion: Althea Puzio o Natalie Jackson o Myrna Shimei o Beth Mills o Ian Golden o Travia Williams o Cathy Beam o Jennifer Shields o Sue Falcioni
• Tapping into Board Talent
o Champion: Nancy Grzesik o Jeff Harrison o Priscilla Denino o Marci Brilley o Alan Bergman o Dennise Corder-Sarnese o Sky Beard
*Community collaboration to be a key aspect of the work done through the Diversified Funding and Parent Education and Family Engagement Committees
ELCB FY 13.14Grant Allocation -
Direct Service Utilization Report
Subsidized Child Care
BillingPeriod
Children SERVED (unduplicated)
Per child Cost 97CF0 97R00 97GTA 97GNW 97G00 97P00 97GSD 97RSP
Total Direct Service
Expenditures
Monthly Direct Service
Allocation Match required** Match obtainedJuly-13 3,220 349.79$ -$ 252,399$ -$ 134,211$ 64,077$ 560,777$ 114,867$ -$ 1,126,331$ 1,195,821$ 33,646.62$ 32,201.66$ August-13 3,206 303.63$ 214,256$ 117,361$ 59,254$ 483,296$ 99,274$ 973,440$ 999,194$ 28,997.73$ 20,359.64$ September-13 3,017 289.34$ 192,313$ 111,876$ 50,591$ 433,680$ 84,478$ 872,938$ 942,689$ 26,020.80$ 20,235.00$ October-13 3,093 309.90$ 212,367$ 116,564$ 56,753$ 475,447$ 97,377$ 958,509$ 1,062,432$ 28,526.84$ 47,215.29$ November-13 3,143 290.66$ 194,227$ 115,211$ 53,370$ 461,550$ 89,172$ 913,530$ 972,011$ 27,693.01$ 47,682.92$ December-13 3,203 303.71$ 192,815$ 120,301$ 55,109$ 507,441$ 97,129$ 972,794$ 971,628$ 30,446.43$ 68,573.62$ January-14 3,244 306.83$ 200,312$ 120,441$ 54,131$ 549,772$ 70,707$ 995,363$ 1,068,693$ 32,986.34$ 42,070.96$ February-14 3,324 284.88$ 190,165$ 112,647$ 48,309$ 500,164$ 95,654$ 946,939$ 1,030,290$ 30,009.87$ 32,736.73$ March-14 3,389 313.74$ 203,118$ 117,694$ 54,484$ 579,090$ 108,875$ 1,063,261$ 1,026,677$ 34,745.39$ 43,424.07$ April-14 3,530 333.01$ 230,752$ 120,388$ 56,771$ 648,512$ 119,118$ 1,175,541$ 1,133,464$ 38,910.74$ 33,145.13$ May-14 -$ -$ June-14 -$ -$ Final Invoice -$ -$
TOTALS 3,237 308.55$ -$ 2,082,723$ -$ 1,186,695$ 552,848$ 5,199,729$ 976,652$ -$ 9,998,648$ 10,402,900$ 311,983.76$ 387,645.02$ (75,661.26)$
OCA 97CF097R0097GTA97GNW
97G0097P0097PP097GSD97RSP
Child Care Executive Partnership ProgramBillingPeriod
Children SERVED
Per child Cost 97PP0
Monthly Direct Service
AllocationYear to Date
ActualJuly-13 45 144.09$ 6,484$ 9,167$ 6,484$ 79.13% 82.32%August-13 48 124.30$ 5,967$ 9,167$ 12,451$ $404,252.00September-13 36 215.02$ 7,741$ 9,167$ 20,191$ October-13 52 152.02$ 7,905$ 9,167$ 28,097$ 52.14% 83.33%November-13 45 157.74$ 7,098$ 9,167$ 35,195$ $34,312.55 9166.666667December-13 27 290.95$ 7,856$ 9,167$ 43,051$ January-14 39 118.79$ 4,633$ 9,167$ 47,684$ February-14 25 117.54$ 2,939$ 9,167$ 50,622$ March-14 26 110.56$ 2,874$ 9,167$ 53,497$ April-14 31 124.43$ 3,857$ 9,167$ 57,354$ May-14June-14Final Invoice
TOTALS 37 155.55$ 57,354$ 91,667$
YTD Surplus / Deficit (overall)
Billing Group
CCEP - Child Care Executive Partnership (Not Prioritized)
SPECIAL NEEDS (Priority 8)BG1 - AT RISK (Protective Services / DCF referrals: Priority 2 - Birth to 9; Priority 5 - ages 9 to younger than 13)
BG3W - TCA WORKING (Temporary Cash Assistance - Priority 1 - Birth to younger than 13); BG5 - TCC (Transitional Child Care - Priority 4: Birth to K eligible - Priority 7: K eligible to younger than 13)
GOLD SEAL DIFFERENTIAL - all priorities & ages (provider qualified)
YTD Surplus / Deficit (overall)
CCEP YTD Spending Rate (overall) Expected YTD Spending Rate
BG8 - ECONOMICALLY DISADVANTAGED (Priority 3 - Birth to K eligible; Priority 7 - K eligible to younger than 13)
BG3AP - TCA APPLICANT (Temporary Cash Assistance: Priority 3 - Birth to K eligible; Priority 7 - K eligible to younger than 13)
Remaining Match Required
*Match required does not have to be obtained monthly, overall total must be obtained by end of fiscal year and may include in-kind.
YTD Spending Rate (overall) Expected YTD Spending Rate
BG3 - TCA NON-WORKING (Temporary Cash Assistance - Priority 1 - Birth to younger than 13); BG3R - RELATIVE CAREGIVER - At Risk ( Priority 2 - Birth to 9; Priority 5 - ages 9 to younger than 13); BG3W - TANF ONLY (Temporary Assistnace Needy Families - Priority 3: Birth to K eligible - Priority 6: K eligible to younger than 13)
WRC - TCA RESPITE (Temporary Cash Assistance - Priority 1 - Birth to younger than 13)
ELCB FY 13.14Grant Allocation -
Direct Service Utilization Report
MonthTarget
Enrollment
# of Children Served
Avg Daily Rate / Child
# of Days
School Age Notes
Overall Expected Child
CareOverall Actual Child
CareMonthly
Spending Surplus / Deficit YTD Expected YTD Actual7/31/2013 3400 3220 $15.21 23 FT (23 days) $1,195,821.26 $1,126,331.11 94.19% $69,490.15 $1,195,821.26 $1,126,331.118/31/2013 3400 3206 $13.80 22 FT (9 days) $999,194.38 $973,439.85 97.42% $25,754.53 $2,195,015.64 $2,099,770.969/30/2013 3400 3017 $13.78 21 FT (2 days) $942,688.79 $872,938.37 92.60% $69,750.42 $3,137,704.43 $2,972,709.3310/31/2013 3400 3093 $13.47 23 FT (1 day) $1,062,431.86 $958,509.10 90.22% $103,922.76 $4,200,136.29 $3,931,218.4311/30/2013 3400 3143 $13.84 21 FT (4 days) $972,010.93 $913,529.58 93.98% $58,481.35 $5,172,147.22 $4,844,748.0112/31/2013 3400 3203 $14.46 21 FT (7 days) $971,627.85 $972,794.49 100.12% ($1,166.64) $6,143,775.07 $5,817,542.501/31/2014 3400 3244 $13.34 23 FT (5 days) $1,068,692.86 $995,363.42 93.14% $73,329.44 $7,212,467.93 $6,812,905.922/28/2014 3244 3324 $13.57 21 FT (1 day) $1,030,289.92 $946,939.03 91.91% $83,350.89 $8,242,757.85 $7,759,844.953/31/2014 3400 3389 $14.94 21 FT (5 days) $1,026,677.21 $1,063,261.37 103.56% ($36,584.16) $9,269,435.06 $8,823,106.324/30/2014 3389 3530 $15.14 22 FT (1 day) $1,133,464.45 $1,175,541.19 103.71% ($42,076.74) $10,402,899.51 $9,998,647.515/31/2014 3400 $15.14 22 FT (2 days) $1,128,563.14 $0.00 $11,531,462.656/30/2014 3400 $15.14 21 FT (21 days) $1,105,049.67 $0.00 $12,636,512.32Final InvoiceYTD Totals 3237 $14.32 261 $12,636,512.32 $9,998,647.51 96.09% $404,252.00
Early Learning Coalition of Brevard County Inc. Year to Date Comparison – April 2014
Slot Utilization FY 13.14 to FY 12.13
FY 13.14 to FY 12.13 Comparison – Surplus/Deficit
Budgeted Year to Date (YTD) Actual YTD Percent Actual
vs. Budget YTDFY 13.14 $9,269,435 $8,823,106 95%FY 12.13 $9,485,758 $9,467,236 100%
$-$1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000
$10,000,000
($60,000.00)
($40,000.00)
($20,000.00)
$0.00
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
$120,000.00
July September November January March May
Surplus
FY 13.14 FY 12.13
Early Learning Coalition of Brevard County Inc. Year to Date Comparison – April 2014
School Readiness Match – Actual to Forecast & Comparison to FY 12.13
Enrollment FY 13.14 Compared to FY 12.13 (Month of April)
Comparison: Prior to Current Month Enrollment
$0$50,000
$100,000$150,000$200,000$250,000$300,000$350,000$400,000$450,000$500,000
FrcstThs Yr Actual 13.14 Actual 12.13
3,329
3,530
32003250330033503400345035003550
FY 13.14 FY 12.13
3,3893,530
April March
ASSOCIATION OF EARLY LEARNING COALITIONS
2014 FLORIDA LEGISLATIVE SESSION HIGHLIGHTS May 3, 2014
The 2014 Florida Legislative Session ended with increased funding for School Readiness and the Voluntary Prekindergarten Program but without passage of substantive early learning legislation. The following is a summary of the budget and related legislation. Please note that the Governor has the opportunity to review and approve or veto legislation and the budget before it is finalized. Funding Category Funding Amounts Notes
School Readiness Total of $555,527, 228, with $3 million increase in recurring dollars
School Readiness Performance Funding (to support providers in quality improvement)
$10.5 million ($7 million in non-‐‑recurring dollars and $3 million in recurring dollars)
Proviso: Workgroup chosen and coordinated by OEL (that shall include OEL Director, 2 coalition representatives with 1 being from a multi-‐‑county, 2 private provider organization representatives with 1 being from faith-‐‑based, and 2 representatives from organizations that provide match funding) to identify coalitions to participate in order to provide statewide representation and develop benchmarks. There must be provisions for 1) a funding differential for high-‐‑need populations; 2) a professional development system to significantly improve instructor quality; 3) a research-‐‑based observational system to significantly improve instructor interactions with children; and 4) alignment to Early Learning Florida. Proposal to be submitted to Governor by July 15, 2014 and approved by Legislative Budget Commission.
School Readiness Teacher Effectiveness & Training
$2 million in non-‐‑recurring dollars
Proviso: Provided to the University of Florida Lastinger Center Online Early Learning Florida Professional Development System to provide coalitions and providers with a system of professional development and significantly improve instructor quality
School Readiness Observation-‐‑based Program Assessment
$500,000 in non-‐‑recurring dollars
Continuation of CLASS
Voluntary Prekindergarten Base Student Allocation (BSA)
$54 increase in BSA
Voluntary Prekindergarten Pre-‐‑ and Post-‐‑assessment
Proviso: Requires expenditure of $1.6 m of the $4.5 m VPK appropriation for Standards & Accountability funding
Home Instruction Program for Preschoolers & Youth (HIPPY)
Total -‐‑ $3.9 million with $2.5 million increase in non-‐‑recurring dollars from CCDF (continuation funding of $1.4 million is from Welfare Transition Trust Fund)
Proviso: ELCs will work with HIPPY program to identify participant families based on poverty, parents’ limited education, and willingness to actively participate in all aspects of the HIPPY program
ASSOCIATION OF EARLY LEARNING COALITIONS Funding Category Funding Amounts Notes
RCMA $11,988,097 (level funding) Child Care Executive Partnership
$15 million (level funding)
TEACH Scholarships $3 million (level funding) Literacy Jump Start Program
$200,000 in non-‐‑recurring dollars
Proviso: Provided for the Literacy Jump Start Pilot Project of St. Lucie County
Florida Help Me Grow $2 million in non-‐‑recurring dollars
Proviso: Provided to the Florida Developmental Disabilities Council to expand the Help Me Grow Florida Network to connect children and families with information, resources, and developmental services (focus is on developmental screening system)
Related Substantive Legislation HB 225 – Child Safety Devices in Motor Vehicles After three years of trying to pass booster seat legislation, advocates were successful in ensuring that children ages 4 to 5 must be transported in a booster seat rather than simply restrained by a safety belt. SB 675 – Background Screening Revises some provisions of electronic screening requirements, and a last minute attempt to amend the bill to exclude staff of Boys and Girls Clubs from Level II Background Screening requirements was unsuccessful. SB 1666 – Child Abuse and Child Welfare Services Efforts to improve the child welfare system were a focus this session. In addition to revising child welfare practices, this bill extended Rilya Wilson Act provisions from birth to school entry.
Page 1 of 8
Early Learning Coalition of Brevard County, Inc.
BYLAWS Article I
Name and Location of Organization
Section 1.1. Name of the Coalition The name of the organization shall be the Early Learning Coalition of Brevard County, Inc. hereinafter sometimes referred to as the Coalition. Section 1.2. Location of the Coalition The principal office of the organization shall be located in Brevard County. The Coalition may have offices within the county as the members may determine or as the affairs of the organization may require. Article II
Section 2.1. Purpose of the Coalition
Purpose, Intent and Responsibilities
It shall be the purpose of the Coalition to diligently and efficiently carry-out the intent of the School Readiness Act, the enabling legislation, set forth in Section 411.01 Florida Statute and House Bill 1A enrolled during the 2004 Legislative session, creating Part V of Chapter 1002, Florida Statute (as may be amended from time to time), including but not limited to: Assisting parents and the local community by providing opportunities for the at-risk birth to kindergarten population to enhance their opportunities for education success through participation in quality school readiness programs; reviewing the administrative and financial services and evaluating program performance related to early education and care that are provided by various groups; evaluating the performance of the various provider groups and distributing available funds to such groups in accordance with the intent of the School Readiness Act and the Early Learning Voluntary Education Program. Section 2.2. Not for Profit Corporation The Coalition shall promote and pursue its purpose and other lawful business through the exercise of powers permitted to not for profit corporations under chapter 617 of the Florida Statutes; provided however, that this corporation, in exercising it’s purpose shall do so as a tax exempt organization in accordance with Section 501 (c) (3) of the Internal Revenue Code of 1986, as amended.
Page 2 of 8
Article III
Membership
Section 3.1. Number of Members The Early Learning Coalition of Brevard shall have at least 15 members but no more than 30 members Section 3.2. Membership Members of the Coalition are mandated through the Florida Statute noted in section 2.1. These individuals serve continuously while they are in their respective positions. A member who no longer represents his/her constituency shall notify the chair in writing and their seat shall remain vacant until the organization or group they represent identifies a new representative. Selection of members shall be addressed by the Nominating Committee in accordance with the requirements set forth in Florida Statute. Section 3.2.1 Mandated Members
a. Regional Administrator or designee, Department of Children and Families, who is authorized to make decisions on behalf of the department
b. Superintendent or designee, Brevard County Public Schools, who is authorized to make decisions on behalf of the district.
c. Executive Director or designee, CareerSource Brevard d. Director or designee, Brevard County Health Department e. Children’s Services Council or Juvenile Welfare Board Chair or Executive Director, if applicable f. Agency Head of a local licensing agency, if applicable. g. Head Start Director h. A representative of private for- profit child care providers, including private for-profit family child
care homes i. A representative of faith based child care providers j. A representative of programs for children with disabilities under the Federal Individuals with
Disabilities Education Act k. President or designee of Eastern Florida State College l. One member appointed by the Brevard County Board of County Commissioners or the governing
board of a municipality m. A central agency administrator, where applicable n. The Governor shall appoint the chair and two additional members, who shall meet the same
qualifications as private sector business members Section 3.2.2 Private Sector Business Members The Coalition will have more than 1/3 of its members from the private business sector as defined in the Office of Early Learning policy number OEL-PI-0003-05 or its amendments. Section 3.3. Tenure of Coalition Members Members shall be elected so that there are always three classes of approximately equal size, with the term of each class ending in consecutive years in order to achieve the required consecutive three-year terms, with the exception of the Governor’s appointees who may serve 4-year terms. The initial members shall be elected for initial terms of three years, each which shall be considered one term. Members elected after the initial terms
Page 3 of 8
shall be elected for a term of three years. Members elected after March 1, 2006 shall be elected for a term of four years. Section 3.4. Membership duties Serving on the Coalition will require a commitment of time including regular coalition meetings, committee involvement, reading and becoming educated about many aspects of early childhood development and school readiness. 3.4.1 Representatives not appointed by the Governor who are elected prior to March 1, 2006 may serve a
maximum of two consecutive three-year terms. Representatives elected after March 1, 2006 may serve a maximum of two consecutive four-year terms. A representative elected to fill a position for one year or less will be eligible to serve two additional terms as described above. Members may be nominated to serve additional terms after a one year break in service.
3.4.2 Any representative may be removed by a two-thirds (2/3) vote of a quorum of the members whenever, in
their judgment, the best interest of the organization would be served. The Chair prior to the next Coalition meeting shall give notice of removal in writing to the members.
3.4.3 Any member may resign by giving written notice to the Chair and the Executive Director of the
Coalition. Such resignation shall take effect at the acceptance of such resignation by the Coalition. 3.4.4 Members will not receive any compensation for their services. The Coalition may approve
reimbursement for expenses related to authorized Coalition business upon meeting. 3.4.5 Members of the Coalition are subject to the Ethics Provisions in Chapter 112, (Part III of the Florida
Statutes). 3.4.6 Unexcused absences from two (2) consecutive meetings or four (4) regularly scheduled meetings within
a fiscal year (July-June) by an appointed, voting member is equivalent to resignation from the Coalition. 3.4.7 Mandated members absent from two (2) consecutive meetings or four (4) regularly scheduled meetings
within a fiscal year (July-June) without due cause may be notified by the Chair that their membership is not in good standing.
Article IV
Voting
Section 4.1. Voting All members of the Coalition shall have equal voting rights and equal privileges. 4.2.1. Fifty-one percent (51%) of the voting members shall constitute a quorum for the transaction of business
at any meeting of the Coalition. If less than fifty-one percent (51%) of the members are present at said meeting, a majority of the Coalition present may adjourn the meeting without further notice.
4.2.2. A quorum could be met by the use of a conference call, providing that the public is given proper notice of
a telecommunications meeting and reasonable access to observe and, when appropriate, participate. All recording requirements must be met.
Page 4 of 8
Section 4.3. Meetings Regular meetings shall be held at a time and place to be decided by the members. The Coalition will meet as needed in order to conduct the coalition’s business. The date of any regular meeting may be changed by the Executive Committee in a scheduled meeting where a quorum of members is present. Notification of changes to a regularly scheduled meeting shall be publicly noticed within a reasonable amount of time. 4.3.1. The annual meeting of the Coalition will be held each year in the first quarter after the end of the fiscal
year. 4.3.2. Special meetings of the membership may be called by or at the request of the Chairman or Executive
Committee. The person or persons authorized to call special meetings may fix any place within Brevard County as the place for holding any special meetings called by them.
4.3.3. Agenda and Order of Business The Coalition Chair and Staff will establish an agenda and order of business to include a Treasurer’s report and public comment for each meeting held by the Coalition. 4.3.4. Minutes of all Coalition meetings shall be kept. These minutes shall be provided to members at least five
(5) days prior to the next scheduled meeting. 4.3.5. Meeting of the Coalition shall be open to the public. Section 4.4. Parliamentary Authority All meetings will be conducted in general accordance with the current edition of the
Modern Rules of Order.
Article V
Officers
Section 5.1. Election of Officers A voting member shall be eligible for nomination and election to any elective office in the Coalition. 5.1.1. A Nominating Committee shall be elected by the Coalition members, and shall convene for the purpose
of certifying the eligibility of member candidates for office and to prepare an official slate of nominees. Nominations may be made from the floor.
5.1.2. Each elected officer shall take office at the end of the annual meeting where they will be installed and
shall serve for a term of one year or until a successor is duly qualified and elected. Officers may serve in the same position for a maximum of two consecutive years.
5.1.3. If an office is vacated prior to the scheduled expiration of the term the Chair shall call for voluntary
appointments to the vacated office. If more than one member volunteers, the Chair shall call for a ballot vote. If there are no voluntary appointments, the Chair may appoint a member to the office. The appointment will be approved by the members to fill the vacancy until the term ends.
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Section 5.2. Officers of the Coalition 5.2.1. The Chairman shall preside at all meetings of the Coalition and perform the duties, which are usually
executed by the Chief Executive Officer. The Chair shall call for voluntary chairpersons appointments of all committees and may appoint a chairperson if there are no volunteers and perform such other duties as prescribed by the Coalition.
5.2.2. The Vice-Chairman shall perform the duties of the Chairman when the Chair is absent and have such
other responsibilities as may be designated by the Chairman. 5.2.3. The Treasurer shall keep an account of moneys received and expended for the use of the Coalition and
should make a report at all regularly scheduled Coalition meetings. 5.2.4. The Secretary shall ensure that notice required by these bylaws is given and shall keep records of all
proceedings of the Coalition. The Secretary may perform any other duties incident to the Office of Secretary.
5.2.5 In the event that any office of the Executive/Finance Committee (Chairman, Vice-Chairman, Treasurer,
Secretary) becomes vacant and is seated with an interim position, the interim position is to be maintained as an officer until the next annual election, or until deemed necessary by a majority vote of the full board when a quorum is established, at which time a new member may be elected.
5.2.6 The Executive/Finance Committee has final authority in situations where emergency action is necessary.
The Executive/Finance Committee may make decisions on behalf of the full board of directors in between regularly scheduled board meetings.
Section 5.3 Election of Provider Representatives 5.3.1 In the event that a vacancy of a Provider Representative seat becomes vacant on the board, the Executive
Director will send notification to all currently contracted early learning providers regarding the vacancy. The notification will include information about the nomination or application process, the specified timeline for submitting documentation and contact information for further information.
5.3.2 Candidates with a minimum of two unique nominations will be placed on a ballot and submitted to all
currently contracted early learning providers for a vote. Votes may be submitted to the Coalition via mail, office drop off, fax or email.
5.3.3. The Coalition will tally all votes received by the advertised due date and time. Any votes received after
that time will not be counted in the final tally. The nominee with the majority vote (over 50%) will be established as the incoming Provider Representative. In the event of a tie or if no nominee receives a majority vote, the Coalition will submit an additional ballot to all currently contracted providers for the purpose of a secondary vote. Written communication of the outcome of the vote will be provided to all currently contracted early learning providers.
5.3.4 The Executive Director will notify the Nominating Committee the outcome of the vote. The Chair of the
Nominating Committee will announce the outcome at the next scheduled meeting of the board of directors.
5.3.5 The elected Provider Representative will take membership at the end of the next scheduled meeting of the
board of directors.
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Section 5.4 Role of the Executive Director The Executive Director works in partnership with the board of directors and implements the policies and directives as established by the board. The Executive Director assists with the board meeting agenda and ensures Coalition staff is available to assist the board as needed. Article VI
Committees
Section 6.1. Committee Membership The Chair or Executive/Finance Committee may establish special committees as deemed necessary. The Chair will appoint the Committee Chair. 6.1.2. Each committee shall meet as necessary at meeting times designated by the committee Chair. 6.1.3. The committee Chair shall submit a written report to the members before the next regularly scheduled
meeting if official action is required by the Coalition. 6.1.4 Notice of all committee meetings will be made pursuant to Florida Statute 268.011. Section 6.2. Standing Committees The Early Learning Coalition of Brevard establishes the following standing committees:
o Nominating Committee o Executive/Finance Committee o Strategic Planning Committees
Section 6.3 Nominating Committee The members shall elect the Nominating Committee each year. The Nominating Committee Chair will be appointed by the Chair of the Coalition from among the nominating committee members. 6.2.1. Officers are to be elected during the Coalition’s Annual Meeting. At the prior meeting, the Nominating
Committee Chair shall call for nominations to be submitted prior to the Annual Meeting. 6.2.2. The Nominating Committee Chair shall submit a written slate of officers 30 days prior to the next
meeting. Nominations may be made from the floor. 6.2.3 The Coalition shall elect officers through the use of a ballot vote. Article VII
Section 7.1. Conflict of Interest
Conflict of Interest
The Coalition members and officers recognize their responsibility to protect the Coalition’s interests and avoid potential conflicts arising between the private interests of a Member, Officer, or Management Staff Member and his or her responsibilities. The Coalition members shall establish a conflict of interest policy designed to
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identify circumstances that would fail to serve the best interests of the Coalition. Such policy shall be reviewed at least annually as to its effectiveness and revised if necessary. A conflict of interest is a circumstance, condition, or situation in which the (a) personal interest of a Coalition member or officer, or (b) the interests of any principal by which he or she is retained of (c) the parent organization or subsidiary of a corporate principal by which he or she is retained, may result in personal, financial, professional, and political gain at the expense of or to the detriment of the Coalition and is purposes. Article VIII
Record Keeping, Fiscal Year, & Audits
Section 8.1. Record keeping Correct and complete books and records of the proceedings of the Coalition and its committees are the responsibility of the elected Secretary. Records of the coalition’s financial accounts are the responsibility of the Treasurer. Section 8.2. Fiscal Year The fiscal year shall commence on July 1 of each year. Section 8.3 Annual Audit The Coalition members shall be responsible for providing for an annual certified audit of the Coalition’s annual financial statements and any required compliance audits. Such audits shall be conducted by an independent firm of certified public accountants with demonstrated expertise in the area of publicly funded not for profit organizations. Article IX
Governance
Section 9.1 Governance Document The Coalition shall adopt a governance document. The Coalition’s interpretation of the governance document shall be considered the correct interpretation when reached by majority vote. Article X
Bylaws
Section 10.1. Implementation These Bylaws shall become effective immediately upon adoption. The Coalition’s interpretation of the bylaws shall be considered the correct interpretation when reached by majority vote.
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Section 10.2. Amendments These Bylaws may be altered, amended, or repealed and new Bylaws may be adopted by a 2/3 vote of the members present at any regular meeting or at any called meeting of the members, if at least fourteen (14) days written notice is given of an intention to alter, amend, or repeal these Bylaws at such meeting. These bylaws are a part of the Coalition’s early learning plan. Any amendment to them constitutes an amendment to the plan. Original Date: 08/26/99 1st Revision: 09/21/99 2nd Revision: 09/29/99 3rd Revision: 08/22/00 4th Revision: 05/06/02 5th Revision: 01/06/03 6th Revision: 05/05/03 7th Revision: 08/01/05 8th Revision: 01/09/06 9th Revision: 03/06/06 10th Revision: 10/21/08 11th Revision: 01/19/10 12th Revision: 9/21/10 13th Revision: 3/11/13 14th Revision: 3/18/14 15th Revision: 5/20/14