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BOARD OF DIRECTORS’ MEETING

September 26, 2019 4:00 P.M- 6:00 P.M.

2536 Countryside Blvd., Suite 500 Clearwater, FL 33763

PROPOSED AGENDA

I. CALL TO ORDER A. Approval of September 26, 2019 Agenda B. Approval of Consent Agenda 19.09.01

i. Approval of May 23, 2019 Minutes 19.09.01i ii. Finance Report 19.09.01ii iii. COOP 19.09.01iii iv. Accounting & Financial Policies & Procedures 19.09.01v v. Coalition Plan Amendment 19.09.01vi

II. MISSION MOMENT

A. Kim Scarlatta, ELC Professional Development Trainer

III. ACTION ITEMS A. Nomination for Executive Officers FY 2019-2020 19.09.02 B. Committee Chair Appointments 19.09.03 C. Board Meeting Schedule FY 2019-2020 19.09.04 D. Board Giving Policy 19.09.05 E. Legislative Agenda 19.09.06

IV. PRESENTATIONS

A. Strategic Alignment B. Diversity and Inclusion C. Preschool Safety Initiative D. ELC Website and Branding

V. CEO REPORT

VI. DISCUSSION ITEMS

A. Conflict of Interest Training

VII. INFORMATIONAL ITEMS A. Accountability Review Report B. Public Meeting Notice

VIII. PUBLIC COMMENT

In accordance with the Florida Government in the Sunshine, all meetings of the Early Learning Coalition of Pinellas County, Inc. and its committees are open to the public. Those in attendance who wish to address the Coalition must submit a public comment card to the recorder prior to addressing the Coalition.

IX. ADJOURNMENT Next Board of Directors meeting: Thursday before holiday, November 21, 2019 4:00 p.m. 2536 Countryside Blvd., Suite 500, Clearwater, FL 33763

Early Learning Coalition of Pinellas County, Inc. September 26, 2019

Subject: Consent Agenda

BACKGROUND

19.09.01

The following items are present on the consent agenda for collective approval.

1. Approval of May 23, 2019 Board Minutes 19.09.01i 2. Finance Report 19.09.01ii 3. COOP 19.09.01iii4. Accounting & Financial Policies & Procedures 19.09.01iv5. Coalition Plan Amendment 19.09.01v

Supporting Documents: May 23, 2019 Board of Director’s Minutes Finance Report

COOP Accounting & Financial Policies & Procedures Coalition Plan Amendment

PROPOSED COALITION ACTION

Approve the September 26, 2019 Consent Agenda items as presented.

Approval

Chair Signature

Date

Board of Directors Meeting Minutes May 23, 2019 – Unapproved 1

BOARD OF DIRECTORS’ MEETING Minutes – Unapproved

Thursday, May 23, 2019 at 4:00 p.m. 2536 Countryside Blvd., Suite 500

Clearwater, FL 33763

Present: Craig Phillips, Jack Geller, Victor Lucas, Elliott Stern, Josh Drechsel, Jeff Kostiha, Susan Johnson, Jessica Hooper, Fidel Johnson, Jennifer Brackney, Faith Bornoff, Celeste Fernandez, Yvonne Malague, Anne Ryan, Michael Feeney, and Cindy Seletos, Eric Lynn, Dr. Ricardo Davis

Absent: Paula MacDonald, Dr. Marcie Biddleman, Harry Fogle, Jackie Lang, Comm.

Kathleen Peters, Maj. David Dalton Counsel: James Denhardt Guests: Jamie Renee, Merrill Stewart, Sarah Murry, Lynn Bittner, Lisa Phillips, and

Ebony Miller Coalition Staff: Lindsay Carson, Merita Kafexhiu, July Mastry, Cheryl Harvey, and Patti

McAvoy, Eva Stoddard, Angela Loring

I. CALL TO ORDER Craig Phillips, Chair, called the meeting to order at 4:00 p.m. A. Craig Phillips called for a motion to accept the March 23, 2019 Agenda.

MOTION: Jack Geller moved to accept the March 23, 2019 Agenda as

presented; seconded by Elliott Stern. No further discussion, all in favor; motion carried.

B. Craig Phillips called for a motion to approve the Consent Items. 19.03.01

1. Approval of March 28, 2019 Board Minutes 19.05.01i 2. Finance Report 19.05.01ii 3. Advancement Report 19.05.01iii 4. Communications Report 19.05.01iv 5. Provider Recognition 19.05.01v 6. Personnel Report April – May 2019 19.05.01vi 7. Coalition School Readiness Plan Amendment 19.05.01vii 8. Sliding Fee Scale Model 19.05.01viii 9. Antifraud Plan 19.05.01ix

10. Proposed Budget for FY 2019-2020 19.05.01x MOTION: Jack Geller moved to approve the Consent Items as presented; seconded by Elliott Stern. No further discussion, all in favor, motion carried.


II. MISSION MOMENT

Revolutionize early learning to inspire children, engage families, and elevate educators. Every child will confidently enter kindergarten ready for success in school and in life. The Board watched a video testimonial from a Yasmin B.; a young mother who shared how ELC has helped her and her children.

III. ACTION ITEMS A. Fund Development Plan

The Early Learning Coalition of Pinellas has identified the need to increase and diversify funding as an organizational priority. The 2018-2021 Strategic Plan includes the following focus area and goals: Investing in the Future: Increase and diversify revenue to support mission advancement. 5.1 Expand Annual Giving Campaign to support mission advancement and required match

funding. 5.2 Raise unrestricted funds to allow great flexibility in program eligibility requirements. In January 2019, the Coalition engaged Marketing & Business Solutions, LLC to:

Conduct an organization assessment and external analysis which was presented to the board in March 2019

Develop a comprehensive fundraising plan with strategies to increase the Coalition’s fundraising efforts from (i) individuals, including an annual appeal moving donors to major gifts and endowment giving (ii) corporate and private foundations and (ii) special events.

Conduct Board and Leadership Training on the Roles in Fundraising & Relationship Mapping Jaime Renee and Merrill Stewart from Marketing & Business Solutions, LLC, consultants for the Fund Development Plan, reviewed the following components of the plan: Goals for example: to identify, cultivate and inspire financial investment from individuals and organizations, and the Case for Support. They cited recent research which confirms that the first five years are particularly important for the development of the child's brain, and the first three years are the most critical in shaping the child's brain architecture. They then reviewed the steps that need to be taken to accomplish these goals, which included actions such as: Diversifying Funds, growing the Annual Fund with recurring gifts, establishing a Donor Advised Fund, Focusing on Individual and Corporate Gifts, and to promote a major giving program Jamie and Merrill wrapped up their presentation with the steps needed to implement the plan: to educate, listen, invite and ask; a 24-month plan for implementation and a worksheet for each board member that will help them identify potential donors within their social and work circles.

MOTION: Jack Geller moved to approve the Fund Development Plan as presented; seconded by Elliott Stern. No further discussion, all in favor, motion carried.

B. Establish Donor Advised Fund The Coalition will establish a Donor Advised Fund (DAF), which is a giving vehicle established at a public charity. It allows donors to make a charitable contribution, receive an immediate tax


deduction then recommend grants from the fund over time to charity.  In addition, names of individual donors can be kept confidential if desired and grants can be made anonymously. The Coalition will establish the DAF account at the Pinellas Community Foundation (the sponsor), a section 501(c) (3) organization. They will maintain and operate the fund. In order to start the DAF immediately, the Coalition will complete an agreement and make an initial contribution of $5,000. The (PCF) will handle all administrative work, including managing investments, recordkeeping, tax receipting, and grant administration. There are no startup costs/fees. For its services, the PCF fee is currently at 0.45% of the December 31 value of the fund. To establish the Donor Advised Fund at the Pinellas Community Foundation with the initial contribution of $5,000. Fund Advisors will be: 1) Lindsay Carson, CEO 2) Craig Philips, Board Chair.

MOTION: Elliott Stern moved to approve the Establishment of the Donor Advised Fund as presented; seconded by Jack Geller. No further discussion, all in favor, motion carried.

C. Bylaws Amendment

The last approved amendment to the Early Learning Coalition Bylaws was May 24, 2018 for the purpose of combining the Finance and Audit Committees and identifying the roles of each committee and approving the addition of (non-voting) Advisory Member to Section 3.2. The proposed amendment allows for the following section changes, in addition to general clerical corrections and adjustments: 2.2.1.5. Replacement: Establish a uniform waiting list to track eligible children waiting for enrollment in the school readiness program in accordance with rules adopted by the Office of Early Learning. 3.3.2 Removes: "without prior notification of the absence to the Board". 6.2.3 Adds: "Chair the Board Development Committee". 6.2.5 Adds: "maintain Roberts Rules of Order". 7.5.2 Adds: "The Board Development and Nominating Committee Chair will be the Board

Vice Chair.” The proposed Coalition Action is to approve the revised Bylaws as presented by the Board Development Committee.

MOTION: Dr. Ricardo Davis moved to approve Bylaws changes as presented; seconded by Elliott Stern. No further discussion, all in favor, motion carried.

V. PRESENTATIONS

A. Lindsay Carson presented the 2017-2019 VPK Readiness Rates. The Florida Kindergarten

Readiness Screener (FLKRS) is a tool adopted by the State Board of Education, and is administered to students by Kindergarten teachers within the first 30 days of school. The assessment is used to determine VPK Provider readiness rates. It is an online assessment highlighting literacy and numeracy skills. A score of 500 or higher = ready. Pinellas County students score better than the state average, and local participation is increasing. 70% of VPK participants are “ready”. There are still too many children not ready to begin school, and summer programs have been considered as a possible solution. Unfortunately, data generally runs a year behind.


B. Angela Loring gave a presentation and hosted a discussion of CLASS and SRPA. CLASS is the Classroom Assessment Scoring system. For this system to be successful, Teacher-Child interactions are key i. The Quality of Preschools varies. The average preschooler only has a few daily

interactions with teachers. ii. The CLASS tool is an observational instrument developed to measure the

effectiveness of teacher-child interactions. CLASS is used to assess Domains, Dimensions, Indicators and Behavioral Markers.

C. SRPA is the School Readiness Program Assessment Tool i. All contracted providers receive a CLASS Assessment unless they have 20% or less

SR enrollment or 2 or less SR children. SRPA incentives include Quality Performance Incentive, Child Assessment, and Accreditation. These presentations led to discussion concerning the evaluation process.

VI. DISCUSSION A. 2019 Legislative Session

School Readiness Funding Formula ElC was not cut! After the last meeting, Lindsay reached out to Rep. Latvala about the funding formula and its potential impact on Pinellas. She also developed an alternative methodology that would have been fair to Pinellas, but still bring equity into the statewide system. Lindsay met with Rep. Grall at length about ELC’s concerns and this alternative approach to distributing the additional federal funds. In the end, all School Readiness funds were allocated according to the historical portions. In fact, Pinellas was awarded $34,601,941 in School Readiness, an increase of nearly $1.7 million from 18/19. The funding formula conversation is not over however; and Lindsay imagines it will be a big topic next session. Proviso language was included that calls for the Office of Early Learning, in partnership with the Department of Education, to develop a funding allocation methodology for the equitable distribution, by county, of the school readiness program funds pursuant to section 1002.89, Florida Statutes. The funding allocation methodology must take into consideration the Office of Early Learning’s market rate survey data; wage, salary, or cost of goods and services data by county; and must identify an equal and appropriate percentage of potentially eligible children to be served which must be consistent for each county. Early learning coalition wait lists shall not be included as a component of the funding allocation methodology. The Office of Early Learning and the Department of Education shall submit their recommended funding allocation methodology for the distribution of the school readiness program funds to the President of the Senate, the Speaker of the House of Representatives, and the Executive Office of the Governor by October 1, 2019. The implementation of any recommendations shall not occur unless affirmatively enacted by the Legislature. Local Match Historically, coalitions were required to generate 6% match for economically disadvantaged category of School Readiness. JWB has provided most of our match each year about $760k. This local match requirement for School Readiness has been eliminated.


The Child Care Executive Partnership has been eliminated; however, it has been replaced with a very similar local match program. The new local match program still expands the provision of services to low income families at or below 200 percent of the federal poverty level as long as the income does not exceed 85% of the state median income. Local matching funds can be derived from local governments, employers, charitable foundations, and other sources so that Florida communities can create local partnerships focused on using the state and local funds for direct services and expanding the number of childcare slots. To be eligible for funding, an early learning coalition must match the state funds on a dollar-for-dollar basis. The Office of Early Learning shall establish procedures for the match program that shall include giving priority to early learning coalitions whose local match complies with federal Child Care and Development Block Grant matching requirements. The big difference is that OEL will decide the funding allocations instead of a governor appointed CCEP Board. State Match funding for this has doubled from $15m Management Services/JWB provide $1.04m each year. We plan to continue and possibly expand our participation! VPK While the overall VPK budget is slightly higher due to population changes, there was no increase to the VPK base student allocation. The VPK Bill we were supporting died in PreK-12 Education Appropriations despite our efforts. The Senate companion was then temporarily postponed. Based on Governor DeSantis’ recent press release about VPK Readiness Rates, I fully expect it will come up again next year. We will continue work with our partners in the meantime to fine-tune the legislation. HB1027/SB1456 Office of Early Learning This bill was passed and requires an informal professional development pathway for School Readiness providers. It requires the Office of Early Learning to:

establish certain preservice and inservice training requirements; include specified professional development pathways; develop certain training and course standards for school readiness program

providers; identify certain formal and informal career pathways, stackable credentials, and

certifications that meet specified criteria for such providers, etc.

The Budget Summary was distributed. VII. CEO REPORT

EFS Modernization Status ELC, Pinellas continues to struggle with the new statewide data system. While the Office of Early Learning has released several “fixes,” this system is still not fully functional. To date, the Coalition has been unable to fully process School Readiness reimbursements through the system. As the end of our fiscal year approaches, provider contract renewals should be in full swing. Unfortunately, glitches in the system have prevented getting started with the renewal process. There are currently 170 tickets pending for OEL to fix unique data issues, and a session is scheduled with the developers at OEL on Friday to resolve these tickets.


Provider Appreciation Week Throughout the week of May 6-10, providers were showered with appreciation and gratitude. In addition to personalized thank you cards, over 50 childcare centers and homes received their tokens personally delivered by our staff, board members, and community partners. In addition to the heartfelt gratitude, all School Readiness providers were invited to apply for noncompetitive quality improvement grants ranging from $100 to $1000, with the amounts based on the number of School Readiness children they serve. The week culminated on the official Provider Appreciate Day with proclamations by the City of Clearwater, City of St. Petersburg and the Board of County Commissioners. Lastinger Center Coaching Demonstration The Lastinger Center (UF) recently began work on an online course that takes the magic of their face-to-face UF Lastinger Early Childhood Coach Certification and moves it to an online format. As part of the course, they wanted to film footage of real live certified coaches and coach candidates participating in protocols and activities that involve talking about coaching and reflecting on practice. This course is offered throughout the state of Florida, Georgia, and Louisiana. Out of all of these participants, the Lastinger Center thought of the ELC of Pinellas team to highlight in their training. On Friday, May 17th a team of content advisors and videographers spent the day at the Coalition to capture the essence of our fabulous coaches. Below is an excerpt from an email from the Instructional Designer, Angie Nicholson who is leading the project: “One thing that struck me while I was at the ELC was what a fantastic team you all are. It’s clear that you all have meaningful, supportive relationships with each other. I left there thinking, “What a fun place to be!” It makes me happy thinking about how your team positively affects the teachers and children of Pinellas county.” Tampa Bay Rays Foundation Grant The Coalition will be awarded a $5,000 grant at a pre-game event on Saturday, June 15th. These funds will be leveraged to draw down $80,000 in School Readiness funds to serve 16 children from economically disadvantaged families.

VIII. INFORMATIONAL ITEMS A. The meeting calendar for 2019-2020 was distributed. See attachment. B. Public Notice

IX. PUBLIC COMMENT In accordance with the Florida Government in the Sunshine, all meetings of the Early Learning Coalition of Pinellas County, Inc. and its committees are open to the public. Those in attendance who wish to address the Coalition must submit a public comment card to the recorder prior to addressing the Coalition.

X. ADJOURNMENT: The meeting adjourned at 6:00 p.m. Next Meeting: Thursday, September 26, 2019 at 4:00 p.m. 2536 Countryside Blvd., Suite 500, Clearwater FL 33763 Craig Phillips, Chair Date Jack Geller, Secretary Date

19.09.01iii


Subject: 2019-2020 COOP BACKGROUND

The Coalition is required to maintain a current Continuity of Operations Plan in case of a disaster. The attached COOP has been updated for this year and will be submitted to the Florida Office of Early Learning for approval.

The COOP addresses how the Coalition will manage business in the instance; our offices are destroyed or damaged; Child Care providers’ locations are damaged or destroyed.


Approve the Coalition’s Continuity of Operations Plan

Supporting Documentation Attached: COOP

CONTINUITY OF OPERATIONS PLAN (COOP)

2536 Countryside Blvd. Suite 500


Lindsay Carson, Chief Executive Officer

Phone: (727) 548-1439

Direct Line (727) 400-4440

Fax: (727) 548-1509

Email: [email protected]

Revised July 1, 2019

Warning: This document contains information pertaining to the deployment, mobilization, and tactical operations of FOEL-DOE and the Early Learning Coalitions in response to emergencies and is exempt from public disclosure under the provisions of Chapter 252 Florida Statutes.

Approved:

Lindsay Carson Chief Executive Officer

7/1/19 Date:

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Early Learning Coalition of Pinellas County, Inc. 2536 Countryside Blvd., Suite 500 Clearwater FL 33763 Telephone: 727-548-1439 Fax: 727-548-1509

SENIOR MANAGEMENT TEAM 1. Contact Person (Primary) must have knowledge of emergency plan and have access to Coalition office and records. Name: Lindsay Carson Home Telephone: Title/Position: Chief Executive Officer Office Telephone: 727- 400-4440 Home Address:

Cell Telephone: 727- 239-5412

Pertinent Information (if applicable): _____ 2. Contact Person (Alternate) must have knowledge of emergency plan and have access to Coalition office and records. Name: Merita Kafexhiu Home Telephone: Title/Position: Chief Financial Officer Office Telephone: 727- 400-4424 Home Address:


Pertinent Information (if applicable):

3. Contact Person (Alternate) must have knowledge of emergency plan and have access to Coalition office and records. Name: Julie Mastry Home Telephone: Title/Position: Chief Program Officer Office Telephone: 727- 400-4460 Home Address:


Other Pertinent Information (if applicable):

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TABLE OF CONTENTS

SECTION I: INTRODUCTION...............................................................................................5

I-1 Purpose ...................................................................................................................5 I-2 Applicability and Scope............................................................................................5

SECTION II: CONCEPT OF OPERATIONS (COOP).............................................................6 II-1 Objectives.................................................................................................................6 II-2 Planning Considerations..........................................................................................6 II-3 Assumptions ............................................................................................................7 II-4 COOP Execution .....................................................................................................7 II-5 Disaster Magnitude Levels ......................................................................................9 II-6 Emergency Coordinating Officer ..............................................................................9 II-7 Senior Management Team......................................................................................10 II-8 Relocation Leadership Team...................................................................................10 II-9 Implementation ....................................................................................................... 11 II-10 Alternate Relocation Point ..................................................................................... .14 II-11 Mission-Essential Functions ................................................................................... .15 II-12 Delineation of Mission-Essential Functions ............................................................ .16 II-13 Warning Conditions ................................................................................................ 17 II-14 Direction and Control .............................................................................................. 17 II-15 Operational Hours .................................................................................................. 18 II-16 Alert and Notification ............................................................................................... 18 II-17 Telecommunications and Information Systems Support ......................................... 19

II-18 Security and Access Controls.................................................................................. 20 II-19 Test, Training and Exercise.................................................................................... 21 SECTION III: PHASE I- ACTIVATION PROCEDURES ..................................................... 22 III-1 Alert and Notification Procedures ........................................................................... 22 III-2 Initial Actions .......................................................................................................... 23 III-3 Activation Procedures during Duty Hours ............................................................... 25 III-4 Activation Procedures- Non-Duty Hours ................................................................. 27 III-5 Deployment and Departure Procedures – Time-Phased Operations ...................... 28 III-6 Transition to Alternate Operations .......................................................................... 29 III-7 Site-Support Responsibilities.................................................................................. 29

SECTION IV: PHASE II - ALTERNATE OPERATIONS ...................................................... 30 IV-1 Execution of Mission-Essential Functions .............................................................. 30 IV-2 Establishment of Communications ......................................................................... 30 IV-3 Relocation Leadership Team................................................................... .............. 31 IV-4 Augmentation of Staff and Other Resources .......................................................... 31 IV-5 Amplification of Guidance to All Personnel............................................................. 31 IV-6 Development of Plans and Schedules for Reconstitution and Termination............. 32

SECTION V: PHASE III - RECONSTITUTION AND TERMINATION .................................. 32 V-1 Overview ................................................................................................................ 32 V-2 Procedures ............................................................................................................. 33 V-3 After-Action Review and Remedial Action Plan....................................................... 33

PROFILE and ATTACHMENTS........................................................................................... 34 Attachment 1: Relocation Leadership Team........................................................................ 37 Attachment 2: Alternate Facilities ...................................................................................... 40 Attachment 3: Emergency Coordinating Officer................................................................. 41

Attachment 4: Senior Management Team and Staff Roster.....................................................43 Attachment 5: Subcontracted Providers .............................................................................45

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Attachment 6: Memorandum of Delegation of Authority and Organization Chart.............. 47 Attachment 7: Press Release ........................................................................................... 48 Attachment 8: ELC of Pinellas Standardized Communication Forms................................ 49 Attachment 9: ELC of Pinellas Disaster Recovery Procedures ......................................... 52 Attachment 10: Presidium Networks Disaster Recovery Solutions….……………….. Attachment 11: Pinellas County Shelter List....................................................................... 55 Attachment 12: Pinellas County “Know Your Zone” .......................................................... 56

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SECTION I: INTRODUCTION

I-1 Purpose Pursuant to Florida Statutes, Chapter 252.365: Emergency Coordination Officers; disaster-preparedness plans, this Continuity of Operations Plan (COOP) establishes policy and guidance to ensure the continued execution of the mission-essential functions for the FOEL-DOE and the local Early Learning Coalitions in the event that an emergency threatens or incapacitates operations, and requiring the relocation of selected personnel and functions of the Early Learning Coalition of Pinellas County, Inc., located at the following locations:

• 2536 Countryside Blvd., Suite 500 Clearwater, FL 33760 (Main Office)

• 3420 8th Avenue South St. Petersburg, FL 33711 (Pinellas Technical College location)

Specifically, this plan is designed to:

a. Ensure the Coalition is prepared to respond to emergencies, to recover from them, and to mitigate their impact.

b. Ensure the Early Learning Coalition referenced above is prepared to provide

critical services in an environment that is threatened, diminished, or incapacitated.

I-2 Applicability and Scope This document is applicable to the Early Learning Coalition of Pinellas County, Inc. The Coalition currently administers the School Readiness Program and the Voluntary Prekindergarten Program for Pinellas County.

Name of Coalition: Early Learning Coalition of Pinellas County Mailing Address: 2536 Countryside Blvd., Suite 500

Clearwater, Florida 33763 Contact Name: Lindsay Carson, CEO Primary Phone Number: 727-400-4440, work Alternate Phone Number: 727-239-5412, office cell Primary Fax Number: 727-548-1509 Primary Email Address: [email protected] County(s) Served: Pinellas County

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Administrative Entity: Early Learning Coalition of Pinellas County Fiscal Entity: Early Learning Coalition of Pinellas County Mailing Address: 2536 Countryside Blvd., Suite

Clearwater, Florida 33763 Contact Name: Merita Kafexhiu, CFO Primary Phone Number: 727-400-4424, work Alternate Phone Number: 727-656-8010, office cell Primary Fax Number: 727- 548-1509 Primary Email Address: [email protected]

SECTION II: CONCEPT OF OPERATIONS (COOP)

II-1 Objectives

The objective of this COOP is to ensure that the capability exists to continue essential functions across a wide range of potential emergencies, specifically when local Coalition’s administrative and fiscal offices and/or subcontractor offices are either threatened or inaccessible. The objectives of this plan include:

a. Ensuring the continuous performance of the local Coalition’s essential functions/operations during an emergency;

b. Protecting essential facilities, equipment, records, and other assets;

c. Reducing or mitigating disruptions to operations;

d. Providing for the safety of staff and visitors to facilities, reducing loss of life,

minimizing damage and losses;

e. Identifying and designating principals and support staff to be relocated;

f. Facilitating decision-making for execution of the plan and the subsequent operations; and

g. Achieving a timely and orderly recovery from the emergency and resumption

of full service to all customers. II-2 Planning Considerations In accordance with state guidance and emergency management principles, the Coalition’s COOP:

• Will be maintained at a high-level of readiness;

• Will be capable of implementation both with and without warning;

• Will be operational no later than 12 hours after activation, if at all possible;

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• Will be capable of maintaining sustained operations for up to 30 days;

• Will take maximum advantage of existing state or federal and local government infrastructures; and

• Addresses protection of equipment and other Coalition assets.

II-3 Assumptions In the event of an emergency, it is assumed that:

a. All mission-essential functions provided by other state agencies in support of the local Coalition will continue in accordance with their respective continuity of operations plans. This includes, but is not limited to, services provided by the Florida Office of Early Learning–DOE.

b. It will be determined (taking into consideration staffing and technical

resources) if the mission-essential functions of the affected primary facility can feasibly be temporarily transferred to an established unaffected state or community-based facility as an alternative to physically relocating staff.

II-4 COOP Execution Emergencies or potential emergencies may affect the ability of the Coalition to perform its mission-essential functions from any or all of its primary facilities. The following are scenarios that could mandate the activation of the local Early Learning Coalition’s COOP:

• The Coalition’s administrative/fiscal offices are closed to normal business activities as a result of an event or credible threats of an event that would preclude access or use of the facility and the surrounding area;

• The facilities for eligibility, resource and referral and other required services

are closed to normal business activities as a result of an event or credible threats of an event that would preclude access or use of the facility and the surrounding area;

• The county is closed to normal business activities as a result of a widespread

utility failure, natural disaster, significant hazardous material incident, civil disturbance, or terrorist or military attacks.

In an event so severe that normal operations are interrupted, or if such an incident appears imminent and it would be prudent to evacuate the facilities or the city/town/county, as a precaution, the Coalition’s designated employee may activate the local Coalition’s COOP. The designated alternate facility will be activated, if necessary, and at the discretion of the designated employee of the Coalition.

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a. The Relocation Leadership Team (composed of subject matter experts and essential support staff) for the Coalition will ensure the mission-essential functions of the Coalition are maintained and capable of being performed using the designated alternate facility until full operations are re-established at the administrative/fiscal entity and/or subcontractor offices.

b. Selected staff from appropriate Coalition, county, or other agencies may

supplement the Coalition’s Relocation Leadership Team. The Relocation Leadership Team will either relocate temporarily to the designated alternate facility, if necessary, or operate remotely from a predetermined secure location serving as an assembly site. The Relocation Leadership Team will be responsible for continuing mission-essential functions of the Coalition within 12 hours and for a period up to 30 days pending regaining access to the administrative/fiscal or the full occupation of the designated alternate facility.

c. All staff necessary to perform the mission-essential functions of the

Coalition will be contacted and advised to report to either the alternate facility, a predetermined secure location, or other location as determined by the Coalition’s CEO or designee. Other staff (non-relocating staff) will be instructed to go to or remain home pending further instructions.

d. Incidents could occur with or without warning and during duty or non-duty

hours. Whatever the incident or threat, the COOP will be executed in response to a full-range of disasters and emergencies, to include natural disasters, terrorist threats and incidents, and technological disruptions and failures.

e. It is expected that, in most cases, the Coalition and/or subcontractor will

receive a warning of at least a few hours prior to an incident. Under these circumstances, the process of activation would normally enable the partial, limited, or full activation of the COOP with a complete and orderly alert, notification of all personnel, and activation of the Relocation Leadership Team.

f. Without warning, the process can become less routine, and potentially more

serious and difficult. The ability to execute the COOP following an incident that occurs with little or no warning will depend on the severity of the incident's impact on the administrative/fiscal entity and/or the subcontractor’s facilities, and whether the Coalition’s or subcontractor’s personnel are present in the building or in the surrounding area.

The CEO, Lindsay Carson, is the responsible party for the activation of the Coalition’s COOP at the local level.

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II-5 Disaster Magnitude Levels The following Disaster Magnitude Classification definitions may be used to determine the execution level of the COOP. These levels of disaster are defined as:

• Minor Disaster. Any disaster that is likely to be within the response capabilities of local government and results in only minimal need for state or federal assistance and would not necessarily require activation of the COOP.

• Major Disaster. Any disaster that will likely exceed local capabilities and

require a broad range of state and federal assistance. The Federal Emergency Management Agency (FEMA) will be notified and potential federal assistance will be predominantly recovery-oriented. In the event of a major disaster, Florida Office of Early Learning – DOE will be notified and the COOP maybe activated in coordination with the Pinellas County Emergency Operations Center.

• Catastrophic Disaster. Any disaster that will require massive state and

federal assistance, including immediate military involvement. Federal assistance will involve response as well as recovery needs. In the event of catastrophic disaster, the COOP will be activated in coordination with State and County Emergency Operations Center.

II-6 Emergency Coordinating Officer The Coalition will need to designate an Emergency Coordinating Officer (ECO). In an emergency, the Emergency Coordinating Officer will work closely with the appropriate County Emergency Operations Center and the State of Florida Emergency Operations Center to provide information and direction to the Emergency Coordinating Officer and affected staff to provide immediate response capability to protect life and property and to ensure minimal disruption to the continuance of the Coalition’s mission-essential functions. The ELC has a designated Emergency Coordinating Officer, Lindsay Carson, who is also the CEO of the Early Learning Coalition of Pinellas County, Inc. In an emergency, Ms. Carson will work closely with the appropriate County Emergency Operations Center and the State of Florida Emergency Operation Center to provide information and direction to Coalition staff. Ms. Carson will provide immediate response capability to protect life and property and to ensure minimal disruption to the continuance of the ELC’s mission-essential functions. The Emergency Coordinating Officer will review the COOP and all attachments annually to identify necessary resources to support COOP activities, to ensure that the plan remains viable and compatible with Florida’s Comprehensive

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Emergency Management Plan and that it is maintained at a high level of readiness. The resources necessary to ensure adequate maintenance and operation of the COOP will be considered in the ELC’s annual budget planning process. Such resources may include laptop computers, plastic storage boxes for movement of records and water/fire proof safe.

II-7 Senior Management Team The Senior Management Team will review the COOP and all attachments annually to identify necessary resources to support COOP activities, to ensure that the plan remains viable and compatible with Florida’s Comprehensive Emergency Management Plan, and that it is maintained at a high level of readiness. The resources necessary to ensure adequate maintenance and operation of the COOP will be considered in the Coalition’s planning process. The Senior Management Team consists of leadership staff with responsibilities linked to the mission-essential functions of the Coalition. This team has the responsibility for assessing the situation, activating the COOP, selecting alternate facilities, providing information to and from the FOEL-DOE and other appropriate state and federal entities. The Senior Management Team will ensure that rosters for their respective staff are kept current, and that staff members are informed and provided reporting instructions. II-8 Relocation Leadership Team Coalition personnel who are responsible for relocating services under this plan to the selected alternate facility are known collectively as the Relocation Leadership Team.

a. The Relocation Leadership Team must be able to continue operations and the performance of mission-essential functions for up to 30 days at an alternate facility. Each alternate facility must be currently equipped with telephones, computers and fax machines. If the Coalition does not currently have equipment such as laptops, computers, FAX machines, printers, and cell phones, and a disaster should occur, the FOEL-DOE may assist the Relocation Leadership Team in obtaining additional equipment once the disaster/need occurs. The Relocation Leadership Team should be able to work from a remote facility to ensure child care services are not disrupted.

b. Since alternate facility space and support capabilities may be limited, the

membership of the Relocation Leadership Team is restricted to only those personnel who possess the skills and experience needed for the execution of mission- essential functions.

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c. Coalition personnel who are not designated Relocation Leadership Team members may be directed to move to other facilities or duty stations, or may be advised to remain at or return home pending further instructions, as determined by the ECO. When it is determined to be feasible, personnel may be allowed to telecommute from their homes until the affected facility can be reoccupied or another facility is established.

d. COOP activation should not, in most circumstances, affect the pay and

benefits of either Relocation Leadership Team members or other personnel. Staff who are required to temporarily relocate to another geographical area of the State shall be compensated for travel expenses in accordance with Florida Statutes, Chapter 112.061.

II-9 Implementation In the event of activation of the COOP, the Coalition’s Emergency Coordinating Officer, or alternate, will implement the following measures, as soon as it is determined that it is safe to travel within the county. This procedure would pertain to a regional disaster as well as a county specific disaster.

1. Assessment and Triage a. Assess the Coalition offices for damage and presence of functioning utilities. b. Report to the Relocation Leadership Team (via phone, e-mail or text) the status of the Coalition, the out offices and the ability of the Coalition to resume mission - essential functions.

1. The Relocation Leadership Team will maintain their individual Emergency Preparation Kits to be used in case of an emergency and to continue performing mission-essential functions. A checklist of items supplied is in each container.

c. Contact the Communications Manager who in turn will update social media

and agency website. Staff will report to their supervisor concerning their safety and availability to work.

1. Prior to the disaster, the Relocation Leadership Team will identify

members of the staff necessary to perform the critical functions.

d. Communicate with outpost offices to determine the status of the offices for damage, presence of functioning utilities, staff safety and availability to report for work and ability to resume mission essential functions for which they are responsible.

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e. Convene (by prearranged agreement) or conference call, a meeting of the Relocation Leadership Team at noon the day following the termination of the immediate danger or threat, at the Coalition offices. If the Coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternative site locations for Coalition operations identified in Attachment 2. The Relocation Leadership Team will discuss options for resumption of all mission- essential functions of the Coalition and develop a plan and timetable for implementation that is appropriate given the status of the emergency.

f. Communicate daily (by phone or prearranged meeting) until the emergency

has passed to assess the status of the delivery of mission –essential functions and to revise strategies as necessary to ensure that service delivery is resumed as quickly as possible and maintained.

2. Fiscal Controls, Integrity, Payroll and Provider Payment Functions

a. If given adequate warning of impending disaster or emergency, the CEO and CFO will make arrangements for necessary fund transfers and/or payments in advance of usual payment schedules, to ensure that fiscal soundness of the Coalition and timely provider payments are maintained.

b. In the absence of pre-warning of disaster or emergency, the Coalition’s

Emergency Coordinating Officer and CFO, and members of the Relocation Leadership Team will meet as soon as practical to assess the status of fiscal integrity of the Coalition and to plan for continuation of critical functions.

3. Eligibility Operations

a. Convene (by prearranged agreement) or conference call, a meeting of Relocation Leadership Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the Coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternate site locations for Coalition operations identified in Attachment 2. The Relocation Leadership Team will discuss options for resumption of all mission essential functions including eligibility and develop a plan and timetable for implementation that is appropriate given the status of the emergency.

b. Communicate with outpost offices to determine the status of the offices for

damage, presence of functioning utilities, staff safety and availability to report for work and ability to resume mission essential functions for which they are responsible.

c. Communicate daily (by phone or prearranged meeting) until the emergency

has passed to access the status of delivery of eligibility and to revise strategies as necessary to ensure that service delivery is resumed as quickly as possible and maintained.

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d. As necessary and appropriate, relocate to sites that are undamaged and have functional utilities (most likely to the Coalition’s outpost offices or alternate site locations identified in Attachment 2). A battery powered laptop computer and one ELC hot spot.

4. Resource and Referral

Convene (by prearranged agreement) a meeting of Relocation Leadership Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the Coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternate site locations for Coalition operations identified in Attachment 2. The Relocation Leadership Team will discuss options for resumption of all mission essential functions including child care resource and referral, and develop a plan and timetable for implementation that is appropriate given the status of the emergency.

5. Provider Support and Assistance

a. Convene (by prearranged agreement) a meeting of Relocation Leadership Team at noon, the day following the termination of the immediate danger or threat, at the Coalition offices. If the Coalition office is uninhabitable, the prearranged meeting place will follow the sequence of alternate site locations for Coalition operations identified in Attachment 2. The Relocation Leadership Team will discuss options for resumption of all mission-essential functions of the Coalition including provider support and develop a plan and timetable for implementation that is appropriate given the status of the emergency.

b. Working with the Relocation Leadership Team member representing

Provider Services, staff will conduct damage assessments of all school readiness and VPK child care providers and family child care homes throughout the county. Assessment will begin with a phone survey (if phone service is available) followed by a site visit to each provider reporting damage if able. The ELC will maintain the following information for every School Readiness and VPK provider to facilitate contacts post–emergency: business address and phone number, home address and home and cell phone numbers of the center owner/operator/director (as appropriate for the site).

c. Implement disaster-relief projects as appropriate (such as mini grants,

delivery of replacement supplies, etc…) and will distribute information to providers on sources of local, state and federal assistance (FEMA, United Way, etc.) The CEO has been granted automatic authorization by the ELC Board to access and expend up to $10,000.00 in Coalition funds to assist providers to resume operation as quickly as possible, if funds are available.

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6. Telecommuting

Safety of the Coalition staff is of prime concern in implementation of this COOP. It is expected that staff will use good judgment to ensure their own safety when determining whether or not to attempt to travel to the Coalition office during and after the time of emergency activation of the COOP. In general, the following guidelines will apply:

a. The Emergency Coordinating Officer, having assessed the status of the

Coalition office and county-wide operation will provide direct instruction to staff regarding whether or not to report to work via elcpinellas.net phone system and Facebook. Staff should not report to the office until directed to do so by the Emergency Coordinating Officer. In the interim, staff should make every reasonable effort to contact their supervisor by telephone, cell phone and /or e-mail to apprise them of their personal status, location and availability to return to work. The Supervisors will in turn notify the Relocation Leadership Team.

b. The Emergency Coordinating Officer will authorize on a situation- by- situation basis during the activation of the COOP, employees to telecommute. In the case of a countywide disaster, when it may be unsafe to travel within the county and/or utilities are not available, telecommuting may be considered the primary way of doing business. Employees should not make this assumption, until directed by the Emergency Coordinating Officer to report to the Coalition office or an alternate location.

c. The Emergence Coordinating Officer will be expected to maintain, at all

time, access via cell phone, home phone and home-accessible e-mail.

7. Backup Systems and Payroll and Travel Reimbursements

a. Using APC UPS Batteries or other sources of power, as possible, the CFO will access Coalition fiscal records and accounts and perform necessary transactions required by the Coalition.

b. If it is not possible to power up the normal offices of the ELC, Coalition

fiscal operations will resume at an alternate location as identified in Attachment 2.

c. If necessary, payroll and/or travel reimbursements will be completed manually.

II-10 Alternate Relocation Point The determination of the alternate relocation point should be made at the time of activation by the Coalition’s ECO in consultation with the Senior Management Team of the Coalition, if time permits, and will be based on the incident, threat, risk assessments, and execution timeframe.

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a. To ensure the adequacy of assigned space and other resources, the Emergency Coordinating Officer should review all alternate facilities annually, within a fiscal year (July 1 – June 30). The CEO will be advised of the results of this review and of any updates to the alternate relocation point information.

b. The designated alternate relocation point should be pre-equipped

with telephone, fax and computer lines which have electronic access to the Coalition’s records and statewide early learning system databases.

c. The alternate relocation points have adequate parking capability to support

the Relocation Leadership Team. Information on dining and lodging should be provided to the Relocation Leadership Team members as soon as possible upon COOP activation.

Should the Emergency Coordinating Officer (ECO) determine that it is necessary to relocate Coalition operations to an alternate site, preferred routes for distribution of communication about activation of the Coalition’s COOP will be conducted using the following method(s). (These are listed in order of preference; actual method(s) used will be situation-dependent.)

a. Telephone call to staff members on office, home and/or cell phone if telephone or cellular services are available.

b. Voice mail messages placed on office and staff cell phones.

c. Written instructions posted on the door to each office location.

d. Automated response message to incoming e-mails.

e. Announcement on the local TV and radio stations. II-11 Mission-Essential Functions It is important to establish priorities before an emergency to ensure that the relocated staff can complete the mission-essential functions. All Relocation Leadership Team members shall ensure that mission-essential functions can continue or resume as rapidly and efficiently as possible during an emergency relocation. Any task not deemed mission-essential may be deferred until additional personnel and resources become available. In the event of an emergency, the following primary functions are considered mission-essential for the FOEL-DOE:

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1. Administration of Early Learning services at the local-level

• Coordinating responses to all subcontractors and child care providers regarding activities and services which may be affected.

• Ensuring contact points are maintained and communication is intact.

2. Distribution of Programmatic Funds

3. Certification of SR Families

• Coordinating responses to all SR families regarding activities and services which may be affected.

• Ensuring contact points are maintained and communication is intact.

• Certifying families as needed.

To ensure reliable infrastructure support for the Coalition, the following support functions are also considered to be mission-essential:

• Executive Direction

• Information Technology Support & Maintenance

• Finance & Accounting Services

• Communications

• Facilities/Property Management

• Human Resource Management

• Family Services

II-12 Delineation of Mission-Essential Functions In the event the capacity of the Coalition is such that it cannot respond to the needs of customers or deliver crucial services, the Coalition’s functions will revert to alternative providers.

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II-13 Warning Conditions

a. With Warning. It is expected that, in most cases, the Coalition will receive a warning of at least a few hours prior to an event. This will normally enable the full execution of the COOP with a complete and orderly alert, notification, and deployment of the Relocation Leadership Team to an assembly site or a pre- identified alternate relocation point.

b. Without Warning. The ability to execute the COOP following an event that

occurs with little or no warning will depend on the severity of the emergency and the number of personnel that survive. If the deployment of staff to an alternate relocation point is not feasible because of the loss of personnel, temporary leadership of the Coalition will be passed to the FOEL-DOE which shall implement the Coalition’s COOP at the local level.

• Non-Duty Hours. Affected staff should be able to be alerted and the Relocation Leadership Team activated to support operations for the duration of the emergency.

• Duty Hours. If possible, the COOP will be activated immediately to

support operations for the duration of the emergency. II-14 Direction and Control In the event that the CEO and Chair are incapacitated or unavailable to make decisions regarding the Coalition’s COOP, authorized successors to the CEO must be specified. Lines of succession should be maintained by the Coalition organizational elements to ensure continuity of mission-essential functions (Operating Organizational Chart). As organizational changes occur, the Operating Organizational Chart should be updated and submitted to the FOEL-DOE.

a. Pursuant to Sections 20.05 (1) (b) and 20.50 (3), Florida Statutes, the Coalition must have an official established memorandum for Delegation of Authority for managers and officers within the local Coalition.

b. The CEO and/or their designee may order activation of the Coalition’s COOP.

c. The Emergency Coordinating Officer, which may be the same individual, will be responsible for disseminating COOP guidance and direction during the activation and relocation phases.

1. The CEO, Lindsay Carson, and/or her designee, Merita Kafexhiu,

will notify the Relocation Leadership Team that the COOP is being activated.

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2. The Memorandum of Delegation of Authority states that the CFO will take over the responsibilities of the CEO should she not be available or able to perform this responsibility.

3. Lines of succession are to be maintained by the Coalition organizational

elements to ensure continuity of mission-essential functions (Operating Organizational Chart). As organizational changes occur, the Operating Organizational Chart is updated and submitted to the FOEL-DOE.

d. When executed, the Emergency Coordinating Officer will notify FOEL-

DOE, and the Pinellas County Emergency Operations Center (727) 464- 3800. During an emergency activation call (727) 464-4333. The Pinellas County Emergency Operations Center will in turn contact the State of Florida Emergency Management Operations Center with this information.

II-15 Operational Hours

During COOP contingencies, the Coalition’s ECO or individual under the Delegation of Authority will determine the hours of work for the staff.

II-16 Alert and Notification

Procedures must be followed in the execution of the Coalition’s COOP. The extent to which this will be possible will depend on the emergency, the amount of warning received, whether personnel are on duty or off duty, and the extent of damage to the affected facilities and its occupants. This plan is designed to provide a flexible response to multiple events occurring within a broad spectrum of prevailing conditions. The degree to which this plan is implemented depends on the type and magnitude of the events or threats thereof.

Notice of the activation of the ELC COOP will be sent to all ELC Board Members, Early Education and Care Providers and staff by email, telephone calls/phone vite and/or faxes within 24 hours. Our Early Education and Care Providers also each have a COOP Plan which will also be activated by them to ensure that all clients, providers and parents will be notified of the disaster and plans. If public notice is necessary, the Emergency Coordinating Officer will send it within 24 hours of the disaster.

Responsibilities for notification are as follows: Coalition: Coalition Staff, Coalition Board Members, Relocation Leadership Team,

contracting agencies, Florida Office of Early Learning, Pinellas Emergency Operations Center, State Emergency Operation Center and local media

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Providers: Parents and child care center staff Preferred routes for distribution of communication about activation of the Coalition’s COOP will be conducted using the following methods (several of which would be activated concurrently), shown in order of priority.

1. Voicemail messages placed on office and staff cell phones.

2. Broadcast email notification to a pre-existing list of off-site locations and critical contacts.

3. Broadcast voice mail notifications to a pre-exiting list of off-site locations and

critical contacts.

4. Notice place on website/social media.

5. Telephone calls to a pre-existing list of critical contacts via telephone; a telephone “tree” will be used to expedite this process.

6. Written instructions posted on the door of the Coalition office and all off-site

locations.

7. Public announcement emailed to all media contacts. II-17 Telecommunications and Information Systems Support Telecommunication and information systems maintained at the local level must be assessed to determine any inconsistencies or issues which may arise if the COOP is activated. The Coalition must ensure that there are backup plans to address disruptions in communications in the event of a disaster.

ELC Information Technology staff and the contracted provider are responsible for ensuring that adequate capacity for telecommunications and information systems are either in place or can be added in the event of a disaster or emergency. In order to address critical failures of information systems, Information Technology staff has developed a Disaster Recovery Plan for Information Systems with Presidium Networks Disaster Recovery Solutions. The Disaster Recovery Plan is designed to provide guidance and direction to ELC staff on how to restore critical applications and systems in the event information systems are compromised, damaged or destroyed.

Telecommunications capabilities at the potential alternate facilities have been assessed and infrastructure improvements are being made to ensure sufficient capacity for the performance of mission-essential functions under the COOP. The Information Technology Services staff will provide information systems support, mobile communications support and ensure cyber security of data and networks at the alternate facilities.

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The ELC office has identified critical information system requirements that were considered in planning and are identified as capabilities to be provided at the potential alternate facilities.

a. When feasible, the Emergency Coordinating Officer (ECO) will save pertinent files on the shared drive to a thumb-drive for immediate access if COOP activation is required.

b. If the servers at the ELC offices must be relocated, then they will be shut down once COOP is activated and necessary information retrieved.

c. As long as the Exchange server is up and functioning members of the Relocation Leadership Team will access email at https://mail.elcpinellas.net/owa

IT staff maintains backup copies of all servers to that they can be used to provide the continued availability and viability of these resources then these events occur. The backup process is defined in the Presidium Networks Disaster Recovery Solutions which is included in the IT Policy as Attachment 1. IT provides backup of all critical data and system configurations hourly, with the hourly files compiled into daily files at the end of each day; applications and non- critical data as changed or needed. The backups are stored off-site in a secure, environmentally-controlled location.

USB thumb drives of all significant files from hard drives are stored in the Emergency Coordinating Officer’s (ECO) COOP Emergency Preparation Kit. Relocation Leadership Team will take the other COOP Emergency Preparation Kits home with them per the ECO’s orders to continue operation from home or a selected alternative site.

All hard copies of critical records are scanned and stored on USB thumb drive, external hard drive, or other appropriate media device in order to recreate these records in the future if the hard copies are lost. A group of thumb drives holding this information and other significant hard drive information will be stored in the ECO’s COOP Emergency Preparation Kit until activation of the COOP.

II-18 Security and Access Controls

a. The ECO will ensure all necessary security and access controls are provided at the facility and alternate facility as needed.

b. Evacuation routes have been posted in the Coalition office lobby, conference

rooms and staff offices. Early Education and Care providers are also required to have evacuation routes posted in their lobbies, in each staff office and at exit doors.

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c. ECO and the Senior Management Team will have a copy of the Continuity of Operations Plan (COOP) for ELC, along with the Locator / Floor Map, Emergency Call List and Contingency Plan Contact List, for use at home or away from the office. A copy of the plan will also be maintained at the office.

d. Desktop computers, scanners, printers and backup batteries will be elevated

on top of desks or tables and covered with plastic to prevent water filtration.

e. The Executive Assistant is responsible for the Emergency Preparation Kits and facility disaster supplies. They are located on the 6th floor in the copier workroom area. and include the following:

1. An employee Locator /Floor Map [where employee stations are] and

Emergency Call List 2. Large plastic trash bags – enough to double bag all computers, monitors,

printers, phones and other electronic equipment 3. Duct Tape 4. Plastic tarps – to cover copiers and other large equipment 5. Flash lights – two for each kit 6. Hurricane Battery Powered Lamps - two for each kit 7. First Aid Kit 8. Battery Charger for Cell Phones

f. Designated staff is listed in each of the relevant sections of the plan.

g. Emergency Staging Points are indicated in the appropriate section of the plan.

II-19 Test, Training and Exercise

a. Test, training and exercise programs include the following components: • Staff awareness • Leadership responsibilities • Alert and notification procedures • Validation and testing of equipment and communications of

selected alternate facilities

b. Exercise programs to test staff awareness and response capabilities are initiated and performed annually.

1. All employees receive a copy of the latest COOP each year. A current

copy will be posted on the ELC Intranet. All Early Education and Care providers and Coalition Board Members have access to the most current COOP as posted on the ELC website.

2. A copy of the COOP will be provided to each new employee and training

provided during new employee orientation.

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3. At the onset of hurricane season, the COOP processes are reviewed along with distribution of a map noting locations for tornado emergency evacuation sites. A copy of the COOP plan will be available to child care providers on the Coalition website. An annual electronic newsletter special edition outlining vital COOP information of interest to providers and parents is developed, published and distributed by the Coalition. Copies of the special newsletter distributed through e-news are given to providers free of charge. Providers are encouraged to share this information with their parents during parent involvement or orientation activities and open-house events.

4. Special notice pertaining to providers and parents post-disaster will be

distributed to local newspapers and announced on the local television and radio stations designated by the Emergency Operation Center.

5. As possible information will be relayed to providers via broadcast

e-mail and phone vite.

6. Information will be posted on the Coalition website and social media. SECTION III: PHASE I- ACTIVATION PROCEDURES

III-1 Alert and Notification Procedures

The following procedures are to be followed in the execution of the ELC of Pinellas COOP. The extent to which this will be possible will depend on the nature of the emergency, the amount of warning received, whether personnel are on or off duty, and the extent of damage to affected facilities and its occupants. This plan is designed to provide a flexible response to multiple events occurring within a broad spectrum of prevailing condition. Therefore, the degree to which this plan is implemented depends on the type and magnitude of the event or threat. The ELC’s notification process as related to COOP activation allows for a smooth transition of the Relocation Leadership Team to an alternate facility to continue the execution of mission-essential functions across a wide range of potential emergencies. Notification may include:

1. An announcement of a COOP to the Relocation Leadership Team.

2. Notification to staff by the Relocation Leadership Team. Staff notification may be via personal contact, telephone, cell phone, toll free hotline, pager, e-mail, radio and TV broadcasts, or a combination thereof.

a. The Relocation Leadership Team will notify staff at all office locations

and provide instruction and guidance on operation and the location of the alternate relocation point.

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b. After the initial notification effort is complete, the results, including individuals not contacted must be reported to the Coalition’s designee responsible for this activity.

3. Contacting the facility contact at the designated alternate relocation point

to expect the relocation of the administrative/fiscal and other facilities.

4. Instructions to the Relocation Leadership Team to report for departure and relocation to a designated alternate relocation point.

5. Phone calls or emails to:

FOEL-DOE 850) 717-8550/(866) 357-3239 Career Source Pinellas (727) 423-5025/(727) 524-4344 Department of Children & Family Services 813-558-5500 727-373-7677 Pinellas County Sheriff’s office (727) 582-6200 Department of Education (Evaluation and Reporting) (850) 245-0411

and any other primary recipients of funds and/or collaborating partners that an emergency relocation of ELC staff is anticipated or is in progress.

6. Phone calls to Pinellas County Emergency Operations Center (727) 464-3800 and arranges to have information disseminated through whatever means of communication available to Early Education Care providers that an emergency relocation of the Coalition offices is anticipated or is in progress.

III-2 Initial Actions Based on the situation and circumstance of the event, the CEO will evaluate the capability and capacity levels required to support the current mission-essential functions of the Early Learning Coalition of Pinellas County, Inc. and determine if the situation necessitates relocation of staff and/or other resources. If it is deemed necessary to activate the COOP, the ECO will select an appropriate alternate relocation point.

1. A COOP alert to all affected staff that relocation is imminent.

2. An announcement of a COOP activation that directs the Relocation Leadership Team to report to an assembly site or a designated alternate relocation point, and provides instructions regarding movement, reporting, and transportation details to an assembly site or a designated alternate relocation point.

3. Upon receipt of a COOP alert, the Emergency Coordinating Officer

immediately notifies the Relocation Leadership Team who, in turn, notifies staff. Staff notification may be via personal contact, telephone, cell phone, toll free hotline, pager, e-mail, radio and TV broadcasts, or a combination thereof (see Section II-15b. of this plan).

a. The Relocation Leadership Team will notify staff at all office locations

and provide instruction and guidance on operation and the location of the alternate relocation point.

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b. All personnel should implement normal security procedures for areas being evacuated.

c. After the initial notification effort is complete, the results, including

individuals not contacted must be reported to the Coalition’s designee responsible for this activity.

4. The coalition will notify the facility contact at the designated alternate

relocation point to expect the relocation of the administrative/fiscal and other facilities.

5. The ECO will provide instructions to the Relocation Leadership Team

to report for departure and relocation to a designated alternate relocation point.

6. Phone calls or emails to:

FOEL-DOE 850-717-8550 / 866-357-3239 Career Source Pinellas 727-423-5025 / 727-524-4344 Department of Children & Family Services 813-558-5500 / 727-373-7677 Pinellas County Sheriff’s office 727-582-6200 Department of Education (Evaluation and Reporting) 850-245-0411

and any other primary recipients of funds and/or collaborating partners that an emergency relocation of ELC staff is anticipated or is in progress.

7. The Emergency Coordinating Officer notifies the Pinellas County Emergency

Operations Center at 727-464-3800 that an emergency relocation of the Early Learning Coalition offices is anticipated or is in progress and arranges to have information disseminated through whatever means of communication available to Early Education Care providers that an emergency relocation of the Coalition offices is anticipated or is in progress.

8. The Coalition will prepare the alternate relocation point for the continuity of the Coalition’s mission–essential functions. If computer functions are not available, paper forms will be brought to the alternate relocation site.

9. The Executive Assistant will notify the mail service provider of the

relocation and provide mail routing instructions, United States Post Office (Sunset Point Branch 727-447-7166).

10. The Point of Contact at all outpost offices provides daily updates to the CEO

regarding COOP activation and operations.

11. The Coalition will provide daily update to FOEL-DOE regarding COOP activation and operations.

12. If appropriate, the Coalition will prepare a public press release to

inform customers of alternate provisions including new work location, phone numbers, etc.

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III-3 Activation Procedures during Duty Hours

Notification during normal work hours will follow these steps:

1. Step I: Coalition CEO notifies by phone or via email.

a. Chief Financial Officer

b. Coalition Board Chair

c. Relocation Leadership Team

d. FOEL-DOE

e. County Emergency Operations Center

f. State Emergency Operation Center

g. Pinellas County Schools h. Pinellas County License Board

2. Step 2: Relocation Leadership Team will:

a. notify by phone or in person, remaining Coalition staff located in the

Clearwater office.

b. notify by phone or in person, remaining Coalition staff located in the outpost offices.

c. collect Individual Emergency Preparation Kits.

3. Step 3: The IT Administrator will, if possible:

a. change voicemail messages on main office phone

b. instruct staff on how to change the voicemail message on their office phone

c. instruct staff with verbiage for voicemail message on their cell phone

4. Step 4: The Communications Specialist will:

a. contact all child care providers by phone vite or e-news

b. send press release to all local news media

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c. place a notice on the ELC website and social media

d. send notice to Pinellas County Health Department and Pinellas County License Board

e. send notice to FEMA recovery centers and other local recovery center

(Salvation Army, Red Cross, etc.)

f. post notice on the Coalition Clearwater office door

g. send notice for posting to all off site office locations

h. post notice on the website for all child care providers to post at their facility for notifying parents

5. Step 5: Family Services staff will:

a. notify all parents/visitors in the building of the COOP activation and

the office closing

b. contact all parents with scheduled appointments via phone, time permitting The Coalition will follow procedures outlined in the COOP.

1. Coalition office and contents will be secured following normal protocols of the ELC of Pinellas County.

2. Ou tp o s t o ffices will follow the protocol of the agency where the office is

housed.

3. If time permits, all Coalition computer equipment and servers will be covered in plastic, moved away from windows, and raised off the floor to protect from potential water damage.

4. Parents/visitors within the offices will be notified of the COOP activation

and the office closure.

5. Child care providers will be notified of the recovery of the administrative offices through the use of the telephone messaging system, fax, e-mail alerts, and public service announcements.

6. Parents will be notified of the recovery of administrative offices through

public service announcement or through their child care provider. Notices will be posted on the current facility of the child in location including directions to the new location.

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a. The Coalition’s CCR&R Supervisor will provide community outreach in local malls, businesses, libraries, and schools to provide information for customers, through email, fax and any other means necessary.

III-4 Activation Procedures- Non-Duty Hours Notification during non-working hours will follow these steps:

1. Step I: Coalition CEO notifies by phone or in person:

a. Chief Financial Officer

b. Coalition Chair

c. Relocation Leadership Team

d. The facility contact of the alternate site location

e. FOEL-DOE

f. County Emergency Operations Center

g. State Emergency Operation Center

h. Pinel las County Schools

i. Pinellas County License Board

2. Step 2: Relocation Leadership Team will notify by phone or in person:

a. remaining Coalition staff located in the Clearwater office.

b. remaining Coalition staff located in the outpost office.

c. collect Individual Emergency Preparation Kits

3. Step 3: The IT Administrator will if possible:

a. change voicemail messages on main office phone

b. instruct staff on how to change the voicemail message on their office phone

c. instruct staff with verbiage for voicemail message on their cell phone

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4. Step 4: The Communications Specialist will:

a. contact all child care providers by phone vite or e-news

b. send press release to all local news media

c. place a notice on the ELC website and social media

d. send notice to Pinellas County Health Department and Pinellas County License Board

e. send notice to FEMA recovery centers and other local recovery center

(Salvation Army, Red Cross, etc.)

f. post notice on each Coalition office door in the Clearwater area

g. end notice for posting to off site office location

5. Step 5: Family Services staff will:

a. contact all parents with scheduled appointments via phone The Coalition will follow procedures outlined in the COOP.

1. Coalition office and contents will be secured following normal protocols of the ELC of Pinellas County.

2. Off-site locations will follow the protocol of the agency where the office is housed.

3. If time permits, all Coalition computer equipment and servers will be covered

in plastic, moved away from windows, and raised off the floor to protect from potential water damage by members of the Relocation Leadership Team or designated staff.

III-5 Deployment and Departure Procedures – Time-Phased Operations The CEO or designee will determine allowances for partial pre-deployment of any mission-essential functions that are critical to operations at the time the COOP activation is directed. This determination will be based on the event or the level of threat. The following actions establish general administrative procedures to allow for travel and transportation to the alternate relocation point. Specific instructions will be provided at the time a deployment is ordered.

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a. The CEO and/or the designee will begin deployment of the Relocation Team to the alternate relocation point.

b. The Relocation Leadership Team is instructed to either relocate to a

designated assembly site or an alternate relocation point within 12 hours. The teams will most likely use privately owned vehicles for transportation to the designated facility. Specific instructions will be provided at the time of activation. At the time of notification, any available information regarding routes that should be used to depart the facility or other appropriate safety precautions will be provided.

c. Remaining staff persons who are not part of the Relocation Leadership Team

and are present in the building at the time of an emergency notification, will be directed to proceed to another unaffected facility or to their homes to await further instructions. At the time of notification, any available information regarding routes that should be used to depart the facility or other appropriate safety precautions will be provided. When it is determined to be feasible, staff may be allowed to telecommute from their home until the building can be reoccupied or another facility is established.

III-6 Transition to Alternate Operations

a. Following the activation of the COOP and establishment of communication links with the Relocation Leadership Team at an alternate facility, the ECO and/or the designee orders the cessation of operations at the ELC offices.

b. The Emergency Coordinating Officer or the designee notifies FOEL-DOE, the

State of Florida Emergency Operations Center, and the Pinellas County Emergency Operations Center at 727-464-3800 that an emergency relocation of the Early Learning Coalition offices is anticipated or is in progress.

c. As appropriate, the CEO and/or the designee notifies press, news media,

outside customers, vendors and other service providers of the temporary relocation (including any changes to ELC contact information).

III-7 Site-Support Responsibilities Following notification that a relocation of the ELC staff has been ordered or is in progress, the facility contact at the alternate relocation point will coordinate with the Emergency Coordinating Officer in preparation for the activation of the COOP and to receive the Relocation Leadership Team within 12 hours. This includes providing for the protection and movement of records. Staff that provides information technology support will assist with establishing connectivity and maintaining support for the required systems and databases.

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The ECO of ELC will need to make public statements as to the situation and projected length of time the services will be disrupted. Media campaigns, PSA’s and other means of notifying the community; including an emergency hotline number, will be initiated to give directions to the community and provide assurances that services will be restored as soon as possible. The Coalition’s CCR&R Supervisor will provide community outreach in local malls, businesses, libraries; and schools; to provide information for customers, through email, fax and any other means necessary. SECTION IV: PHASE II - ALTERNATE OPERATIONS

IV-1 Execution of Mission-Essential Functions

Upon COOP activation, the Coalition will begin providing support for the following functions:

a. Monitoring and assessing the situation that required the relocation

b. Monitoring the status of personnel and resources

c. Planning and preparing for the restoration of operations at the main facilities or other long-term facility

IV-2 Establishment of Communications

a. The Coalition staff, in conjunction with FOEL-DOE Information Technology staff, will ensure all necessary and pre-planned communications systems are established, adequate, and functioning properly; and will service and correct any faulty or inadequate communications systems.

b. The alternate facility should be pre-equipped with computer, telephone and

fax lines.

1. Sites that have been selected for relocation have computers, communication systems, etc. Notification will be made to all contracted Service providers once relocation has taken place with the location, phone numbers, fax numbers, etc. The Emergency Coordinating Officer or other local authority notifies the CEO and/or their designee of the emergency requiring activation of the COOP.

c. The Coalition will ensure continual updates are provided in the form

of telephone contacts, press releases and web page updates in order to optimize communication efforts to both internal and external customers.

1. The CEO of ELC will make public statements as to the situation and

projected length of time the services will be disrupted. Media campaigns, PSA’s and other means of notifying the community, including

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an emergency hotline number, will be initiated to give direction to the community and provide assurances that services will be restored as soon as possible.

2. The Coalition’s CCR&R S u p e r v i s o r will provide community outreach

in local malls, businesses, libraries, and schools to provide information for customers, through email, fax and any other means necessary.

IV-3 Relocation Leadership Team As soon as possible following their arrival at the designated alternate relocation point, the Relocation Leadership Team will begin providing support for the following functions:

a. Coordinating transition of Coalition’s mission-essential functions to the alternate relocation point.

b. Disseminating administrative and logistics information upon arrival.

This information must cover the operational procedures for the next 30 days.

IV-4 Augmentation of Staff and Other Resources

a. If it becomes evident that the Coalition staff cannot ensure the continuous performance of mission-essential functions, the Coalition, in coordination with the FOEL-DOE, will determine the additional positions necessary to ensure the continuous performance of mission-essential functions.

b. The Coalition, with assistance from the FOEL-DOE, if needed, will then

ensure that the identified positions are staffed with individuals who have the requisite skills to perform the tasks.

c. The Coalition in cooperation with the FOEL-DOE will ensure that all

resources needed to sustain operations for 30 days are acquired.

IV-5 Amplification of Guidance to All Personnel

a. The Coalition will develop informative memoranda for dissemination to its staff, subcontractors, the FOEL-DOE, and the local community to include child care providers and parents, regarding the duration of alternate operations, pertinent information on child care payments, location(s) for services, payroll, time and attendance, duty assignments, travel authorizations and reimbursements. The Coalition will disseminate the information to the appropriate staff.

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b. The Coalition has the responsibility for consideration of the health and emotional well-being of their staff and families.This includes obtaining information and providing guidance on any medical or special needs of their staff and families.

The CEO has the responsibility for consideration of the health and emotional well-being of staff and families. This includes obtaining information and providing guidance on any medical or special needs staff and families.

During COOP activation, information regarding the ELC’s Employee Assistance Program, Health Advocate will be available for all personnel and their families by calling 866-695-8622 or accessing their website at www.HealthAdvocate.com/members . Should it be deemed necessary, the Health Advocate provider will be scheduled to provide on-site counseling services to staff.

IV-6 Development of Plans and Schedules for Reconstitution and Termination

a. The Coalition will develop Reconstitution and Termination Plans and Schedules to ensure an orderly transition of all Coalition functions, personnel, equipment, and records from the temporary alternate location to a new or restored facility.

b. The Coalition will approve the plans and schedules prior to the cessation of

operations, and will submit the plan to the FOEL-DOE in writing, as soon as is feasibly possible.

c. The Coalition will take the lead role in overseeing the Reconstitution and

Termination process.

SECTION V: PHASE III - RECONSTITUTION AND

TERMINATION V-1 Overview

Within 24 hours of an emergency relocation, the Coalition will initiate operations to salvage, restore, and recover the affected facilities after the approval of the local and federal law enforcement and emergency services, if involved. Reconstitution procedures will commence when it is ascertained that the emergency situation has ended and is unlikely to recur. Once this determination has been made a combination of the following options may be implemented, depending on the situation:

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a. Continue to perform mission-essential functions at the alternate relocation point for up to 30 days.

b. Begin an orderly return to the main facilities affected and reconstitute full

operations.

c. Establish operations in some other facility in the same geographical area. V-2 Procedures Upon a decision by the Coalition that the main facility can be reoccupied or that a different facility will be secured for the Coalition:

a. The Coalition will oversee the orderly transition of all functions, personnel, equipment, and records from the alternate relocation point to a new or restored facility.

b. Prior to relocating to the main facility or another building, the Coalition will

ensure appropriate security, safety, and health assessments for suitability.

c. The staff remaining at the alternate relocation point will transfer mission- essential functions and resume normal operations when the equipment and documents are in place at the new or restored facility.

V-3 After-Action Review and Remedial Action Plan

a. An After-Action Review (information collection process) will be initiated prior to the cessation of operations at the alternate relocation point. The information to be collected will, at a minimum, include information from any employee working during the COOP activation and a review of the strengths and weaknesses at the conclusion of the operations.

b. The information is incorporated into a COOP Remedial Action Plan.

Recommendations for changes to the COOP and any accompanying documents will be developed and incorporated into the COOP annual review process.

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PROFILE Early Learning Coalition of Pinellas County

2536 Countryside Blvd., Suite 500 Clearwater, Florida 33763

Building Contact for Coalition: Lindsay Carson Phone: 727-548-1439

Mission-Essential Functions performed in facility:

• Executive Direction • Programmatic Funds Distribution • Information Technology Support/Maintenance • Communications • Finance & Accounting Services • Facilities/Property Management Services • Program Technical Assistance and Support • Certification of families for child care scholarships • Contracting and Payment of Providers • Quality Support Activities • Program oversight and direction for Early Learning Coalitions

Mission-Essential Data Systems and Records:

• Enhanced Field System - Child Care Management System • Resource and Referral • Unified Waiting List • Index Datafiles • Peopleware • Provider Portal • OEL Family Portal

Facility Locations:

ELC – Clearwater Office

2536 Countryside Blvd., Suite 500 Clearwater, FL 33763

Hours: Monday-Friday 8:00 a.m.- 5:00 p.m.

Building Contact Dan O’Brian Facilities Manager Phone: 727-288--6290 Fax: 727-799-1421 ELC Point of Contact Lindsay Carson CEO Phone: 727-400-4440 Merita Kafexhiu CFO Phone: 727-400-4424 Fax: 727-548-1509

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ELC – Pinellas Technical College 3420 8th Avenue South St. Petersburg, FL 33711 Hours: Monday-Friday 8:00a.m. – 5:00p.m.

Building Contact Boe Norwood, Director Phone: 727-893-2500 x2051 ELC Point of Contact Nicole Lewin Phone: 727-400-4478 Fax: none

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Attachment 1: Relocation Leadership Team

MEMORANDUM

Date: July 1, 2018

To: ELC Staff

From: Lindsay Carson

Subject: COOP – Relocation Leadership Team

The following individuals have been designated as the Relocation Leadership Team in the event a disaster renders our current location non-operational:

1. Lindsay Carson, CEO

Office: 727-400-4440 Cell: 727-239-5412

2. Merita Kafexhiu, CFO

Office: 727-400-4424 Cell: 727-656-8010

3. Julie Mastry, CPO

Office: 727-400-4460 Cell: 727-457-7076

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5. Patti McAvoy, IT Administrator

Office: 727-400-4443 Cell: 727-776-4314

6. Mary Alice Herrmann, Accounting Manager

Office: 727-400-4428

The CEO, Lindsay Carson, has the responsibility for assessing the situation, activating the COOP, selecting alternate facilities, providing information to and from the Florida Office of Early Learning and other appropriate state and federal entities, including the ELC’s primary partner, FOEL-DOE. After assessing the situation and reviewing the Pinellas County Emergency Management information, she will activate the COOP based on the level of the catastrophe.

The Relocation Leadership Team, determined by the CEO, must be able to continue operations and the performance of mission-essential functions for up to 30 days at an alternate facility.

Once the CEO announces the activation of the COOP, each Relocation Leadership Team member will be issued a covered plastic tub to contain:

Copy of COOP Policy, Tax Exempt Certificate and Coalition Board Roster Lap Top Computer USB Thumb drive containing essential documents from T:\ Drive Hard copy of staff emergency contact information Contact information for the Florida Office of Early Learning Hard Copy list and maps of alternate locations Battery operated radio with backup batteries Flashlight with backup batteries Battery operated cell phone charger Analog phone, USB charge source and USB fan. First Aid kit, Sunscreen and Bug Spray Phone Numbers for County and State Emergency Operations Offices Reports necessary regarding active clients and approved providers.

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The CEO will make all efforts to keep contact with the Relocation Leadership Team. Alternate locations have been established and are listed in Attachment 2 of the COOP. The CEO will announce the chosen alternative location and the time for staff to report. The CEO will notify contracted providers and the Florida Office of Early Learning of our new location.

The CEO will verify the safety of non-relocation staff members and give notice of the alternate site and report time. The alternate facility is currently equipped with telephones, computers and fax machines.

The Relocation Leadership Team will re-establish communication with the Juvenile Welfare Board, Pinellas County School Administration, the YMCA and Health Department offices housing out posted staff; Eckerd Community Alternatives and the Florida Office of Early Learning once they have assessed their damage and needs. The CEO will ensure that rosters for respective staff are kept current and that staff members are informed and provided reporting instructions. COOP activation will not, in most circumstances, affect the pay and benefits of either Relocation Leadership Team members or other personnel. Staff who are required to temporarily relocate to another geographical area of the State will be compensated for travel expenses in accordance with Florida Statutes, Chapter 112.061.

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Attachment 2: Alternate Facilities

1. Early Learning Coalition of Hillsborough County, Inc. 6800 N. Dale Mabry Hwy, Suite 158 Tampa, FL 33614 Gordon Gillette, [email protected] Phone: 813-515-0799 Fax: 813-435-2299

2. Early Learning Coalition of Pasco and Hernando Counties, Inc.

15506 County Line Road, Suite. 103 Spring Hill, Florida 34610 Steve Knobl, Eceutive Director [email protected]: 727-233-8291 Fax: 727-857-0151

3. Early Learning Coalition of Manatee County, Inc.

600 8th Avenue West, Suite 100 Palmetto, FL 34221 Paul Sharff, Chief Executive Officer [email protected] Phone: 941-757-2900 ext. 201 Fax: 941-747-2915

4. Early Learning Coalition of Polk County, Inc.

115 S. Missouri Ave.Lakeland, FL 33815 Gilbert Rincon, Chief Executive Officer [email protected] Phone: 863-733-9064 Fax: 863-733-9079

Note: Selected Alternate Facilities are fully functional offices with established telephone, computer and fax lines.

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Attachment 3: Emergency Coordinating Officer

Lindsay Carson, CEO of the Early Learning Coalition of Pinellas County, is the Emergency Coordinating Officer (ECO).

Lindsay Carson, Chief Executive Officer

Office: 727-400-4440 Cell: 727-239-5412

In an emergency, the ELC’s Emergency Coordinating Officer, Lindsay Carson, will work closely with the appropriate County Emergency Operations Center and the State of Florida Emergency Operation Center to provide information and direction to the Coalition staff to provide immediate response capability to protect life and property and to ensure minimal disruption to the continuance of the ELC’s mission-essential functions. The Emergency Coordinating Officer will review the COOP and all attachments annually to identify necessary resources to support COOP activities, to ensure that the plan remains viable and compatible with Florida’s Comprehensive Emergency Management Plan and that it is maintained at a high level of readiness. The resources necessary to ensure adequate maintenance and operation of the COOP will be considered in the ELC’s annual budget planning process. Such resources may include laptop computers, plastic storage boxes for movement of records, water/fire proof safe. To ensure the adequacy of assigned space and other resources, the Emergency Coordinating Officer will review all alternate facilities annually. The CEO and/or their designee will be advised of the results of this review and of any updates to the alternate relocation point information. The designated alternate relocation point will be pre-equipped with telephone, fax and computer lines. The Emergency Coordinating Officer will ensure that all resources needed to sustain operations for 30 days are acquired. Upon receipt of a COOP alert, the Emergency Coordinating Officer immediately notifies the Relocation Leadership Team who in turn notify staff. Staff notification may be via personal contact, telephone, cell phone, toll free hotline, pager, e-mail, radio and TV broadcasts, or a combination thereof. The determination of the alternate relocation point will be made at the time of activation by the CEO in consultation with the Executive Committee and will be based on the incident, threat, risk assessments, and execution timeframe.

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The Emergency Coordinating Officer notifies the facility contact at the designated alternate relocation point to expect the relocation of the Coalition staff. The Emergency Coordinating Officer coordinates the immediate deployment of the Relocation Leadership Team to an assembly site or the designated alternate relocation point. It is the responsibility of the ELC staff to protect and maintain the equipment and resources at the primary alternate facility. The alternate relocation points have adequate parking capability to support the Relocation Team and staff. Information on dining and lodging will be provided to the Relocation Leadership Team members upon COOP activation.

The Emergency Coordinating Officer notifies the State Warning Point (800-320- 0519), the State of Florida Emergency Operations Center (850-413-9969), and the Pinellas County Emergency Operations Center (727-464-3800) that an emergency relocation of the Early Learning Coalition Offices is anticipated or is in progress.

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Attachment 4: Board Executive Committee and Senior Management Team

Board Executive Committee of the Coalition

NAME TITLE Craig Phillips Coalition Board Chair Coalition Board Vice Chair Jack Geller Coalition Board Secretary Victor Lucas Coalition Board Treasurer

Senior Management Team of the Coalition

NAME TITLE

Lindsay Carson Chief Executive Officer Merita Kafexhiu Chief Financial Officer Julie Mastry Chief Program Officer

Relocation Leadership Team of the Coalition NAME TITLE

Lindsay Carson Chief Executive Officer Merita Kafexhiu Chief Financial Officer Julie Mastry Chief Program Officer Mary Alice Herrmann Finance Manager Patti McAvoy IT Specialist

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Attachment 5: Subcontracted Providers None

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Attachment 6: Memorandum of Delegation of Authority

MEMORANDUM

Date: July 1, 2019

To: Merita Kafexhiu, CFO

From: Lindsay Carson, CEO

Subject: Delegation of Authority

This memorandum serves as notification to any interested parties that in my absence, should an emergency occur that impacts the capability of the Early Learning Coalition of Pinellas County, Inc. to continue mission-essential business, Ms. Merita Kafexhiu, CFO will act as my designee regarding the Continuity of Operations Plan.

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Attachment 7: Press Release (Emailed)

FOR IMMEDIATE RELEASE Early Learning Coalition of Pinellas County, Inc. Lindsay Carson, CEO 2536 Countryside Blvd., Suite 500 Clearwater, FL 33763 727-548-1439 [email protected]

Early Learning Coalition of Pinellas County Abandons Office Due to Tornado Damage Clearwater, Florida, July 1, 2018 - The Early Learning Coalition of Pinellas County (ELC) located at 2536 Countryside Blvd., Suite 500 in Clearwater, Florida, was forced to abandon their offices after a tornado- category 5 touched down and swept through the Clearwater business corridor between US Hwy 19 and Belcher Ave. off Countryside Blvd., leaving little to recognize behind. Damages from the tornado are being assessed by the Pinellas Emergency Management Team. It is the largest concentrated damage made by a tornado in Pinellas history. The Early Learning Coalition of Pinellas County has set up a temporary relocation at the Early Learning Coalition of Pasco - Hernando County. Plans are not known as to when they will rent a new space for their agency. To contact the Early Learning Coalition, please call 727-548-1439 Fax number is 727-548-1509. ** Photos available** on the ELC website www.elcpinellas.net

For additional information, contact Lindsay Carson, Early Learning Coalition of Pinellas County, Inc. at 727-400-4440 or [email protected]

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Attachment 8: ELC of Pinellas Standardized Communication Forms

• Signage for Office Door

• FEMA/PCLB Information

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DUE TO EMERGENCY, THE COALITION OFFICE HAS BEEN TEMPORARILY RELOCATED TO:

INSERT PLACE INSERT ADDRESS INSERT PHONE NUMBER

INSERT DRIVING DIRECTIONS FROM CLEARW ATER OFFICE

IF OTHER OFFICES REMAIN OPEN

INSERT PLACE INSERT ADDRESS INSERT PHONE NUMBER

INSERT DRIVING DIRECTIONS FROM CLEARW ATER OFFICE

YOU MAY ALSO TRY TO REACH THE COALITION’S CEO, Lindsay Carson at

Cell phone: 727-239-5412 Email address: [email protected]

If power and phone systems are not operating, information regarding school readiness services will be broad cast on XXXX radio FM or XXXXX radio AM

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PINELLAS COUNTY LICENSE BOARD 8751 Ulmerton Road Suite 2000

Largo, FL 33771-3832 Phone: 727-507-4857 • Fax: 727-507-4858

If your center or home was damaged in the storm: • You must report the damage to licensing • You must be reinspected by PCLB before you re-open

FEMA (Federal Emergency Management Agency) DISASTER ASSISTANCE IS AVAILABLE NOW

If you sustained losses or damage in one of the counties declared a federal disaster area, you may be eligible for federal and state disaster aid.

Apply by phone 1-800-621-FEMA (1-800-621-3362)

TDD 1-800-462-7585 (for the speech and hearing impaired)

When you apply for disaster assistance, please have the following available:

• Social Security Number (including spouse) • Address and zip code of the damaged property • Directions to the damaged home or property • Telephone numbers where you can be reached during the day

CALL TODAY, YOU MAY BE ELIGIBLE BUT YOU MUST APPLY

Help may include: • Grants for temporary housing, repairs, and personal property for individuals and

households • Low interest loans to homeowners, renters and business owners

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52

Attachment 9: ELC of Pinellas Disaster Recovery Procedures

The following procedures address getting the agency back to a point to conduct business as usual, with emphasis on restoring External and Internal Communication, Business Functionality, Critical Data and Information, and Physical Network Recovery:

1. External and Internal Communication.

The Early Learning Coalition strives to utilize a Unified Communication (UC) concept with regard to management and staffing, referring to phone, email, instant messaging, voicemail, fax and text messages. As an organization, our goal is to have multiple lines of communication available to management and staff at all times.

With regard to the internet, the Early Learning Coalition has a presence on Facebook, and Twitter, making it possible to provide emergency information in real time; should a disaster occur locally. The ELC website, www.elcpinellas.net will also be updated with the most recent available information.

Reestablishing communication is a top priority should the disaster occur. This means establishing all lines of communication among the staff internally and the community, whether it be telephone, internet or social media. The Coalition may find it necessary to use both Coalition and personal mobile phones until lines of communications are back online.

All outgoing Coalition voicemail messages will be changed to include basic information about rebuilding efforts. The message should briefly outline any changes in your organization’s services and instructions for how to stay informed.

2. Business Functionality.

In the case of disaster, the Coalition will focus first on mission-essential functions.

3. Critical Data and Information.

The Early Learning Coalition utilizes a two-tiered approach to storing documentation: hard copies and USB storage devices.

a. Hard Copies are stored at multiple Coalition locations and/or Business Records

Management (BRM) (1125 Eldridge St., Clearwater, FL 33755).

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ALL HAZARDS PREPAREDNESS GUIDE ALL HAZARDS PREPAREDNESS GUIDE

PINELLAS COUNTY EVACUATION ZONE MAP

E

A

B

C

D

Up to 35’

Up to 28’

Up to 20’

Up to 15’

Up to 11’

Potential Surge Heights (in feet)

Areas shown in white are non-evacuation zones.Surge height will vary depending on ground elevation.

Evacuate red areas and allmobile homes

Evacuate red and orange areas and all mobile homes

Evacuate red, orange and yellowareas and all mobile homes

Evacuate red, orange, yellow and green areas and all mobile homes

Evacuate red, orange, yellow, green and purple areas and all mobile homes

EVA

CUATI

ON

ZO

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EVACUATION GUIDELINES (mobile homes MUST always evacuate)

• Find your evacuation zone• Ways to find your zone• Evacuation guidelines

5 feet4 feet3 feet2 feet1 foot

EVAC

ZONE

EVAC

ZONE

EVAC

ZONE

Up to 15 feetabove ground level





EVAC

ZONE

EVAC

ZONE

STORMSURGE

and you

Look up Your Evacuation ZoneLook up your evacuation zone to find out if and

when you should evacuate – even if you have looked it up in

the past. There are some changes in the Evacuation Map so please double check your zone.

• As technology improves, those areas impacted by deadly storm surge are better defined based on multiple factors and we are able to better map out which properties would be affected by deadly storm surge. As a result, there are changes to the evacuation map. Please confirm your evacuation zone.

• Please note that the map to the left does not show the detail needed to Know Your Zone. Always use your exact address to look up your zone.

• Remember: If you live on a barrier island or in a mobile home, you will ALWAYS have to evacuate.

Ways to Find Your Evacuation Zone:• Visit www.pinellascounty.org/emergency,

click on “Know Your Zone.”• Look at “Know Your Zone” at http://egis.

pinellascounty.org/apps/knowyourzone/.• Look up the Storm Surge Protector interactive

tool at egis.pinellascounty.org/apps/stormsurgeprotector/.

• Download the Pinellas County “Doing Things for You” app on your mobile device. Search for “Pinellas County” and choose the app with the county logo. Look for the “Know Your Zone” button. You can also find your evacuation zone on your Pinellas County Utilities bill.

• Call (727) 453-3150 and enter your 10-digit home phone number (does not work for cell phone numbers).

• Download the “Ready Pinellas” app on your mobile device. Enter your address and you will be provided information on your evacuation level, the closest hotel accommodations and closest shelter.

ZONEKNOWyour

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egis.pinellascounty.org/apps/stormsurgeprotector/

egis.pinellascounty.org/apps/stormsurgeprotector/

ALL HAZARDS PREPAREDNESS GUIDE

www

SHELTER OPTIONS in this section

GeneralShelters

Special NeedsShelters

Pet-Friendly Shelters Must register pets in advance

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Largo High School 410 Missouri Ave. N. • Largo

High Point Elementary School 5921 150th Ave. N. • Clearwater

Pinellas Park High School 6305 118th Ave. N. • Pinellas Park

Bauder Elementary School 12755 86th Ave. N. • Seminole

John Sexton Elementary School 1997 54th Ave. N. • St. Petersburg

Lealman Innovation Academy 4900 28th St. N. • St. Petersburg

New Heights Elementary School 3901 37th St. N. • St. Petersburg

St. Petersburg High School 2501 Fifth Ave. N. • St. Petersburg

Fairmount Park Elementary School 575 41st St. S. • St. Petersburg

Boca Ciega High School 924 58th St. S. • Gulfport

Gibbs High School 850 34th St. S. • St. Petersburg

John Hopkins Middle School 701 16th St. S. • St. Petersburg

Campbell Park Elementary School 1051 Seventh Ave. S. • St. Petersburg

Jamerson Elementary School 1200 37th St. S. • St. Petersburg

St. Petersburg College Midtown Campus 1300 22nd St. S. • St. Petersburg

Gulfport Elementary School 2014 52nd St. S. • Gulfport

Thurgood Marshall Middle School 3901 22nd Ave. S. • St. Petersburg

James Sanderlin Elementary School 2350 22nd Ave. S. • St. Petersburg

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Not every shelter will open for every evacuation. Please check www.pinellascounty.org/emergency

or call the Citizens Information Center at (727) 464-4333 V/TDD (727) 464-3075, which is

open during emergencies.

Tarpon Springs Middle School 501 N. Florida Ave. • Tarpon Springs

Brooker Creek Elementary School 3130 Forelock Road • Tarpon Springs

East Lake High School 1300 Silver Eagle Drive • Tarpon Springs

Carwise Middle School 3301 Bentley Drive • Palm Harbor

Palm Harbor University High School 1900 Omaha St. • Palm Harbor

Palm Harbor Middle School 1800 Tampa Road • Palm Harbor

Dunedin Community Center 1920 Pinehurst Road • Dunedin

Dunedin Highland Middle School 70 Patricia Ave. • Dunedin

Dunedin Elementary School 900 Union St. • Dunedin

McMullen-Booth Elementary School 3025 Union St. • Clearwater

Safety Harbor Middle School 901 First Ave. N. • Safety Harbor

Clearwater Fundamental Middle School 1660 Palmetto St. • Clearwater

Skycrest Elementary School 10 N. Corona Ave. • Clearwater

Belleair Elementary School 1156 Lakeview Road • Clearwater

Ross Norton Recreation Center 1426 S. MLK Jr. Ave. • Clearwater

Oak Grove Middle School 1370 S. Belcher Road • Clearwater

• Why evacuate• Dangerous wind• Types of evacuations

WHY EVACUATE?STORM SURGE Hurricanes push a dome of water ashore called storm surge that rushes in

and sweeps anything that’s not attached to the ground out to sea – including people. Pinellas County is extremely vulnerable to storm surge due to its coastal and low-lying geography. Storm surge is actually the greatest killer of people during hurricanes.

Storm surge is the primary reason evacuations are ordered prior to hurricanes. You may not have to go far to escape evacuation zones – think tens of miles, not hundreds.

THE FORCE OF STORM SURGEThree feet of water in a 1,500 square foot home weighs just under 135 tons; an

average pool holds just under 21 tons of water.

STORM SURGE AND YOUWant to see how high that wall of water would get at your home during a major

hurricane? Plug in your address and see a 3-D depiction of your home or business. This web-based application also shows the evacuation zone of the property. Find the app here: egis.pinellascounty.org/apps/stormsurgeprotector.

Run from the water. Hide from the wind. DANGEROUS WINDThe other danger from tropical storms and hurricanes is high wind. The wind

is figured out using a wind scale called the Saffir-Simpson Wind Scale. This chart should convince you that staying in a high building is not safe if an evacuation order is called. Buildings can be badly damaged by wind, even blowing out walls and causing roofs to collapse.

“Going up” to escape storm surge will not keep you safe from high wind. Hide from the wind by seeking shelter in areas of the county that are not under an evacuation order.

Saffir-Simpson Wind ScaleMore information visit: www.nhc.noaa.gov/aboutsshws.php

RECOMMENDED OR MANDATORY EVACUATION?Recommended Evacuation: A tropical storm is approaching or a hurricane is

expected to cross Florida and exit over Pinellas County, and there is a chance of severe weather. Emergency managers may recommend that residents in mobile homes or flood prone areas evacuate to higher ground or sturdier shelter.

Mandatory Evacuation: The probability of storm surge is high and could be deadly for residents who don’t leave. Mobile homes must always evacuate during a mandatory order regardless of where they are located. All residents should pay attention to which letter zone is being ordered to leave. It is illegal to stay in a home under a mandatory evacuation order.

Shelter OptionsOn the left is a list of public shelters that MIGHT be opened during an

evacuation. NOT ALL SHELTERS WILL BE OPENED FOR EVERY EVACUATION. Before going to a public shelter, check to see if it is open.

Online: www.pinellascounty.orgCitizens Information Center: (727) 464-4333 V/ TDD (727) 464-3075.

Category Sustained Winds Wind Damage

1 74-95 mphVery dangerous winds will produce some damage: Well-constructed frame homes could have damage to roof, shingles, vinyl siding, gutters. Snapped tree branches. Power outages likely.

2 96-110 mphExtremely dangerous winds will cause extensive damage: Well-constructed frame homes could sustain major roof and siding damage. Many trees snapped or uprooted. Near-total power loss.

3 (major) 111-129 mphDevastating damage will occur: Well-built framed homes may incur major damage or removal of roof decking & gable ends. Many trees snapped. Electricity & water unavailable for days to weeks.

4 (major) 130-156 mph

Catastrophic damage will occur: Well-built framed homes can sustain severe damage, including roof structure & some exterior walls. Most trees snapped. Power outages for weeks or months. Most of the area uninhabitable for weeks or months.

5 (major)157 mph or

higher

Catastrophic damage will occur: High percentage of framed homes destroyed, total roof failure & wall collapse. Fallen trees and power poles will isolate residential areas. Power outages will last for weeks or months. Most of the area uninhabitable for weeks or months.

51

DRAFT

19.09.01v


Subject: Coalition School Readiness Plan

Section 1002.85, Florida Statutes (F.S.) gives authority to the Office of Early Learning (OEL) to adopt rules setting School Readiness (SR) Program plan standardized format and required content as necessary for a coalition to administer the SR Program. The Procedures and Criteria for Approval of School Readiness Plans (6M-9.115, F.A.C.) was approved by the State Board of Education on February 25, 2015.

Each early learning coalition must biennially submit an SR Program plan to the office before spending funds (s.1002.85(2), F.S.). A coalition may not implement its SR Program plan until it receives OEL approval. A coalition may not implement any revision to its SR Program plan until the coalition submits the revised plan to OEL and receives approval. If OEL rejects a plan or revision, the coalition must continue operating under its previously-approved plan.

The coalition may periodically amend its plan as necessary. The coalition must submit an amended plan to OEL and receive approval before incurring any expenses on the new activities proposed in the amendment.

The following elements are presented for amendment:

1. III. D. Quality Improvement Strategies


To approve the Coalition School Readiness amendment as presented.

Supporting Documentation Attached:

III.D. Quality Improvement Strategies

III. QUALITY ACTIVITIES AND SERVICES

D. Quality Improvement Strategies

Describe the quality improvement strategies the coalition will use as part of the program assessment Quality Improvement Plan.

The coalition supports the use of research-based coursework designed to promote effective teacher child interactions and consequently affect positive child outcomes. Providers who are placed on a Quality Improvement Plan must enroll in one of the following strategies:

1. MMCI Training (priority strategy) 2. Early Childhood Training System (ECTS) Courses 3. Professional Development 4. Certified Coaching Visits 5. 20-hours of IACET- or OEL-approved training

Providers must substantially complete the identify strategy in accordance with Exhibit 3 of the SR Contract.

Please attach the coalition's policies and procedures as Attachment III.D.

19.09.02


Subject: Nominations for Executive Officers

BACKGROUND

The Early Learning Coalition of Pinellas County, Inc. Bylaws state the Executive Officers will change during the annual meeting of the Coalition to be held during the first quarter of the fiscal year. Officers may serve in the same position for a maximum of two consecutive years with the exception of the Governor-appointed chair. The 2018-2019 Officers were as follows: Chair Craig Phillips 2nd Term Vice Chair Phillip Russell 1st Term (resigned) Treasurer Victor Lucas 1st Term Secretary Jack Geller 1st Term The Board Development Committee has nominated the 2019-2020 Officers.


To elect the following slate of officers.

Chair Craig Phillips, Appointed by the Governor Vice Chair Elliott Stern 1st Term Treasurer Victor Lucas 2nd Term Secretary Jack Geller 2nd Term

Supporting Documentation Attached: Board of Directors Roster

Approval _________________________________________ Chair Signature _______________________ Date

19.09.03 Early Learning Coalition of Pinellas County, Inc.

September 26, 2019

Subject: Committee Chair Appointments

BACKGROUND

Coalition bylaws require committee chairs to be appointed by the Board chair and approved by the full board to serve for one year.

Executive Committee Craig Phillips

Finance Committee Victor Lucas

Board Development Committee Elliott Stern

Program Development Committee Yvonne Malague

Advancement Committee Paula MacDonald

Review Hearing Committee (Ad-hoc) Joshua Dreschel

Supporting Documentation Attached: Committee Membership List


To approve the appointment of committee chairs & members for 2019-2020.

Approval

Chair Signature____________________________

Date______________________________________________________

Committee Members Title

Executive Craig Phillips ChairElliott Stern Vice ChairVictor Lucas TreasurerJack Geller SecretaryYvonne Malague Program Development Committee ChairPaula MacDonald Advancement Committee Chair

Finance & Audit Victor Lucas ChairCraig PhillipsJennifer BrackneyComm. PetersJack GellerJessica HooperHarry Fogle

Board Development Elliott Stern ChairJennifer BrackneyJack GellerEric Lynn

Program Development Yvonne Malague ChairAnne RyanHarry FogleFaith BornoffJackie LangBeth HoughtonMichael FeeneyDr. Ricardo DavisRay Hensley

Advancement Paula MacDonald ChairCindy SeletosJeff KostihaFidel JohnsonSusan Johnson

Review Hearing Ad-Hoc Joshua Drechsel ChairJackie LangYvonne MalagueCeleste FernandezJennifer BrackneyBeth HoughtonMichael FeeneyDr. Ricardo DavisRay HensleyHarry FogleAnne Ryan

ELC Board Member Committee Assignments 2019-2020

At least one provider rep must attend

No more than 3-5 members per meeting. Attendance

based on availabilityAt least one mandated member must

attend

19.09.04


Subject: Board Meeting Schedule FY 2019-2020

BACKGROUND

Coalition bylaws require that regular meetings shall be held at a time and dateto be decided by the Board of Directors and will meet no less than quarterly.

Supporting Documentation Attached: Board Meeting Schedule FY 2019-2020


To approve the Board Meeting Schedule for FY 2019-2020 as presented.

Approval

Chair Signature____________________________

Date______________________________________________________

estoddard

Cross-Out

2536 Countryside Blvd., Suite 500


Main Office 727‐548‐1439

Lindsay Carson, CEO 727‐400‐4440

Administration 727‐400‐4446

Review Hearing Board Advancement Program Finance Executive Board Ad‐hoc Development Committee* Development Committee Committee of DirectorsTBD TBD 2nd Wed 4th Mon 4th Thur 4th Thur 4th Thur

Time Varies Varies 4:00 p.m. 1:30 p.m. 3:00 p.m. 3:00 p.m. 4:00 p.m.July 2019 7/10/2019 NA 7/25/2019 7/25/2019 7/25/2019August 2019 8/27/2019 8/14/2019 8/26/2019 NA NA NASeptember 2019 9/11/2019 NA 9/26/2019 9/26/2019 9/26/2019October 2019 10/9/2019 10/28/2019 NA NA NA

November 2019 11/13/2019 NA11/28/2019 11/21/2019

11/28/2019 11/21/2019

11/28/2019 11/21/2019

December 2019 12/11/201912/23/2019 1/6/2020

NA NA NA

January 2020 1/8/2020 NA 1/23/2020 1/23/2020 1/23/2020February 2020 2/12/2020 2/24/2020 NA NA NAMarch 2020 3/11/2020 NA 3/26/2020 3/26/2020 3/26/2020April 2020 4/8/2020 4/27/2020 NA NA NAMay 2020 5/13/2020 NA 5/28/2020 5/28/2020 5/28/2020June 2020 6/10/2020 6/22/2020 NA NA NA All meetings of the Coalition are open to the public as per the Sunshine Law. On Board emails DO NOT REPLY ALL. Conference Call Number: 727‐400‐4400 PIN 1245 All meetings are held at the ELC Clearwater office, 2636 Countryside Blvd., Clearwater FL 33763 unless otherwise indicated*. *Advancement Committee meetings are held at the SPC 901 34th St. South, St. Petersburg FL 33711

PROPOSED FY2019‐20 ELC Board & Committee Meeting Schedule

19.09.05 Early Learning Coalition of Pinellas County, Inc.

September 26, 2019 Subject: Board Giving Policy

BACKGROUND

The Early Learning Coalition of Pinellas has identified the need to increase and diversify funding as an organizational priority. The 2018-2021 Strategic Plan includes the following goal and strategy: 5.1 Expand Annual Giving Campaign to support mission advancement and required match funding.

5.1.1. 100% Board Member Participation in Annual Giving Campaign Approved by the Advancement Committee

PROPOSED COALITION ACTION Adopt the Board Member Giving Policy as revised. Supporting Documentation Attached: Revised Board Member Giving Policy

Approval _________________________________________ Chair Signature _______________________ Date

Policy: ELCPC- 20.4

Board of Directors Giving Policy

Coalition Plan:

Board Approved: OEL Approved:

Effective Date:

Purpose:

Serving on a charitable non-profit Board of Directors is a commitment of each Board member’s skills, time, talent and treasure. The Board of Directors recognizes that the Coalition’s funding is limited when being able to meet the needs of those we serve and that major funding sources take the Board’s financial contribution into account when assessing our organization as a potential beneficiary. Accordingly, it is accepted that all Board members will make annual financial contribution(s) to the Early Learning Coalition of Pinellas County to support and meet the needs of the families we serve and the expectations of funders.

Policy:

The Board of Directors commit to achieving 100% participation with this policy every year.

1. Each member of the Board will make an annual cash donation to the

organization the best of his or her ability, and at a level to be determined.

2. Board members will also make every effort to help connect the Coalition with additional monetary or in-kind donations unless otherwise restricted. These donations and contributions will be raised in a manner that does not conflict with or otherwise compromise the Early Learning Coalition of Pinellas County.

3. The Board recognizes that each Board member has unique and individual

resources to commit their skills, time, talent and treasure. The Coalition’s CEO will support each Board member in exploring options for them to further support the work of the Coalition, support those we serve, and meet expectations of donors and grant funders.

The Early Learning Coalition of Pinellas County, Inc., recognizes that board members contribute in many valuable ways — not only funds, but information, professional guidance, and in‐kind resources. Therefore, each board member is asked to complete the following pledge form, which will facilitate the organization’s fiscal planning for the current year. For the fiscal year __ my contribution toward the support of the ELC Pinellas County, will be: 1. Personal contribution ( ) $100 ( ) $250 ( ) $500 ( ) $1,000 ( ) Other $_________

Please indicate: ( ) Check enclosed ( ) Check(s) will be sent on the following date(s): ____________

Please send me a reminder notice on _______________________

( ) I’d prefer to make my donation online at: https://elcpinellas.net/giving/ 2. My company will match $___________________ 3. Other contributions (stock/planned giving) _____________________________________ 4. Special events are important to our organization. I will participate in

( ) Planning events ( ) Purchasing tickets ( ) Encouraging others to attend 5. I can assist with fundraising outreach to the following foundations, corporations, individuals: (please list) 6. I can provide/identify in‐kind resources/services (computer equipment, office supplies, furniture,

volunteers, vehicles, tickets, professional services [public relations, legal, financial, etc.]) _ Signature of Board Member _____________________________ Date _________________

19.09.06


Subject: 2020 Legislative Priorities

BACKGROUND The 2018-2021 Strategic Plan passed by the Coalition includes provisions to increase access to quality early learning programs. Additionally, it was determined that the board would enhance advocacy efforts through a legislative agenda. The proposed legislative agenda aligns with the agenda passed by the Association of Early Learning Coalitions.

PROPOSED COALITION ACTION To approve the Legislative Agenda as presented. Approval

______________________________ Chair Signature

______________________________ Date

Supporting Documents: Proposed 2020 Legislative Agenda

Contact Lindsay Carson, CEO [email protected] 727.239.5412 www.elcpinellas.net

2020 LEGISLATIVE PRIORITY

Maximize early learning investments through implementation of professionally accepted

quality standards, pay for performance, and age-appropriate child assessment

Support parent choice. Voluntary Prekindergarten is one of Florida’s largest education voucher program. Increased quality standards help to ensure equitable access to quality care in all communities, by allowing parents better options as they select which educational opportunity is best for their child.

Develop and support a strong and well-equipped early education workforce in

Florida. Leverage other state and local investments in early learning quality initiatives. Improve quality in early learning by supporting our small business partners, the

providers. Ensure early learning programs receiving taxpayer funding, are accountable for

providing quality programs for children.

Investments in high quality early learning yield a $7 to $1 return on investment

Age Appropriate Child Assessment

Adopt the recommendations of the Committee for

Early Grade Success for the development of a coordinated

early childhood assessment system for publicly funded programs, birth through

kindergarten entry.

An evidence-based approach to systemic

quality improvement in Florida’s Voluntary

Prekindergarten program

Pay for Performance

Improve Florida’s VPK Program Adopt professionally accepted quality standards for VPK programs::

Curriculum Supports – Provide resources and support to ensure effective implementation of approved curriculum.

Staff to child ratio- 1:10 or better

Monitoring/continuous quality improvement- Structured classroom observation; adopt minimum standards and implement quality improvement processes for VPK providers

Teacher Specialized Training – Require teachers to have specialized training in early childhood education.

Professional Development -Teachers and assistant teachers must receive at least 15 hours/year of in-service training, individualized professional development plans, and coaching

Increase Investment in VPK

VPK Base Student Allocation: Increase BSA in conjunction with stronger quality standards

Quality Improvement & Program Support: Allocate 2% of VPK funding for early learning coalitions to support providers in meeting increased standards

Pay for Performance: Tiered VPK payment differential based on demonstrated program quality and teacher child interactions linked to improved child outcomes.

Monthly Report August 2019

<3.00%

3-3.9910%

4-4.9952%

5-5.9935%

>62%

Program Assessment (CLASS)

ACCESS to QUALITY

Providing equitable access to quality early learning can

improve outcomes for children in the most under resourced

communities

85% of VPK Providers will meet the Minimum Readiness Rate

90% of SR Providers will score > 4.0 CLASS

Maximize Enrollment

WO R K F O RC E Recruit, train, and retain the best early educators

Screening & Intervention

33%

25%

0%

10%

20%

30%

40%

50%

60%

VPK

Chi

ldre

n

SR C

hild

ren

Attending Gold Seal Quality Care

Perc

ent

ag

e %

5,276

6,519

0 2,000 4,000 6,000 8,000

Increase Infant Capacity by 50

Average SR Reimbursement will be > 85% Market Rate

Providers meet Minimum Readiness Rate 72%Nemours Brightstart Literacy Program 79

70

0 10 20 30 40 50 60 70 80 90

74%

0 10 20 30 40 50 60 70 80

25% of SR Providers will implement Child Assessment by 2021

INCENTIVE$ 195 TEACH Scholarships 0 Infant/Toddler (Quest) 16

New Slots Opened 50

Average Reimbursement Rate/Market Rate 75%

Current Providers with TS Gold Reliability 13%

SR Waitlist Ages 0-5 (Not invited into care) 57SR Waitlist Ages 6+ (Not invited into care) 653

18/19 Participants YTD

19/20 Children Enrolled

Participation Rate

Children Enrolled

5500

5600

5700

5800

5900

6000

6100

6200

6300

6400

6500

Ju

ly

Au

g.

Se

pt.

Oc

t.

No

v.

Dec

.

Jan

.

Fe

b.

Ma

r.

Ap

r.

Ma

y

Ju

ne

Children Screened 495

Referrals 18Receiving Behavioral Services

through ELC198

B R A N D I D E N T I T Y

Strengthen the Coalition’s brand and reputation to reflect our core values

F U N D D E V E LO PM E N T

Increase and diversify revenue to support mission advancement

O U R T E A M

Strengthen board and staff capacity to carry out strategic goals

Hispanic9%

White75%

Asian or Pacific Islander3%

Black or African American10%

Native American or Alaska Native

1%

2 or More Races2%

3.8 3.7

0

0.5

1

1.5

2

2.5

3

3.5

4

On

lin

e R

ati

ng

s

Community Outreach Events 6Web Page Views 94,035Facebook Engagement 21,198

I am writing on behalf of myself & my grandson to simply say THANK

YOU all for the program and allowing our participation. The service has

been a true blessing to the both of us! Very grateful! - L. Washington

Community Interactions

Hispanic10%

White65%

Asian or Pacific Islander3%

Black or African American21%

2 or More Races1%

We will have a diverse team, reflective of the

population we serve

Demographics of Pinellas County

Source: Integrated Public Use

Microdata Series.

Note: Data represents a 2012

through 2016 average

2%

Employment Rates

Goal <10%

Staff Turnover

6

3

0

1

2

3

4

5

6

7

Vacancies

New Hires

New Donors 0

Grant Applications Submitted 0

Board Member Giving 0%

Unrestricted $ Raised $0

Do I Have to Vote?

Voting Conflicts Under Florida Statutes F.S. 286.012 A member of a state, county, or municipal governmental board, commission, or agency who is present at a meeting of any such body at which an official decision, ruling, or other official act is to be taken or adopted may abstain from voting in regard to any such decision, ruling, or act; and a vote shall be recorded or counted for each such member present, except when, with respect to any such member, there is, or appears to be, a possible conflict of interest under s. 112.311, s. 112.313, or s. 112.3143. If there is, or appears to be, a possible conflict, the member shall comply with the disclosure requirements of s. 112.3143(4)(b). F.S. 112.3143(4)(b) (4) No appointed public officer shall participate in any matter which would inure to the officer’s special private gain or loss; which the officer knows would inure to the special private gain or loss of any principal by whom he or she is retained or to the parent organization or subsidiary of a corporate principal by which he or she is retained; or which he or she knows would inure to the special private gain or loss of a relative or business associate of the public officer, without first disclosing the nature of his or her interest in the matter. (b) In the event that disclosure has not been made prior to the meeting or that any conflict is unknown prior to the meeting, the disclosure shall be made orally at the meeting when it becomes known that a conflict exists. A written memorandum disclosing the nature of the conflict shall then be filed within 15 days after the oral disclosure with the person responsible for recording the minutes of the meeting and shall be incorporated into the minutes of the meeting at which the oral disclosure was made. Any such memorandum shall become a public record upon filing, shall immediately be provided to the other members of the agency, and shall be read publicly at the next meeting held subsequent to the filing of this written memorandum.

Accountability Review Conflict of Interest

Board Training

SHAN GOFF

EXECUTIVE DIRECTOR, OFFICE OF EARLY LEARNING

250 MARRIOTT DRIVE • TALLAHASSEE, FL 32399 • 850-717-8550 • Toll Free 866-357-3239 • www.FloridaEarlyLearning.com

Richard Corcoran Commissioner of Education

Aug. 30, 2019 Lindsay Carson, Chief Executive Officer Early Learning Coalition of Pinellas County 2536 Countryside Blvd., Suite 500 Clearwater, FL 33763 Dear Ms. Carson:

The Office of Early Learning (OEL) Program Integrity Unit, Accountability Section, confirms the successful response to all necessary corrective actions in regards to the ELC of Pinellas County Accountability Report AS18-19.09, published July 25, 2019. The administrative record for the Accountability Review for the Early Learning Coalition of Pinellas County was closed effective Aug. 30, 2019.

The final acceptance of the accountability review for the Early Learning Coalition of Pinellas County, however, is contingent. OEL accepted actions in the CG, OPM, CCR&R, VPKPV and VPKP sections with conditions, which require the coalition to provide further documentation or other action to OEL. The quarterly reports are due no later than Monday, Sept. 16, 2019, and Monday, Dec. 16, 2019. Coalition board meeting minutes are due to OEL by Tuesday, Oct. 1, 2019. Other documentation is due pending EFS mod updates. Please see the attached response for further details.

If you have any questions regarding this letter, the report or the close out process, please Andrea Ward, accountability review supervisor, at [email protected] or (850) 717-8609.

Sincerely,

Reginal Williams Program Integrity Manager Office of Early Learning

cc: Craig Phillips, Chair, Early Learning Coalition of Pinellas County Shan Goff, Executive Director, Office of Early Learning LaToya Sampson, Accountability Review Supervisor, Office of Early Learning Andrea Ward, Accountability Review Supervisor, Office of Early Learning Junior Tait, Accountability Team Lead, Office of Early Learning

http://www.floridaearlylearning.com/

Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 1 of 24

EARLY LEARNING COALITION OF PINELLAS COUNTY

Type of Response Date of Response

Coalition Courtesy Review Response June 20-21, 2019

OEL Courtesy Review Response July 25, 2019

Coalition Corrective Action Plan Aug. 20, 2019

OEL Response to Corrective Action Plan Aug. 30, 2019

Instructions for Corrective Action Plan due 30 days after report’s publication: (1) For all findings,

corrected and not corrected, identify the cause of the initial finding and how to ensure continued

compliance. (2) For a finding the coalition has not corrected since the review, the coalition should take

corrective actions to comply with all applicable statutes, rules, and recommendations.

Note: The coalition submitted its courtesy review response document to OEL on June 20, 2019, via email. On

June 21, 2019, the coalition resubmitted its response to SharePoint as individual files that correspond with draft

report observations.

V. Coalition Governance

CG-A

2. The full board and committee meeting process includes decision-making by quorum. (s. 1002.83(6),

F.S.)

Finding(s) –

The Executive Committee conducted business at its July 19, 2018, meeting although the committee had only

two members present and did not establish a quorum. The committee’s actions do not comply with statutory

requirements when establishing quorum nor its bylaws, Article V, Section 5.2.1, which specifies, “No quorum

required for committees except Executive Committee, which requires a quorum of three (3) Directors.”

Recommendation(s) –

CG-A.2 –

In order to comply with coalition bylaws, at the next scheduled executive committee meeting revisit all

actions taken at the July 19, 2018, meeting. Document in the meeting minutes that committee did not

establish a quorum at the July 19, 2018, meeting and revisited all actions as a result.

Conduct board member training on the coalition bylaws’ regarding establishing a quorum.

Submit to OEL copy of meeting minutes and evidence of board member training.

Coalition courtesy review response –

CG-A.2 – There was a Board Member who called into the Executive Committee meeting which formed a

Committee of three and therefore met the Bylaw requirement of three to complete a quorum. A copy of the

revised minutes are attached, as well as the sign-in sheet where the call was noted. Request is made to remove this

Finding by OEL.

OEL courtesy review response –

CG-A.2 – Based on the courtesy review, OEL will remove the finding from the report. The coalition

submitted evidence that the committee did establish a quorum as one member participated by

teleconference. The Exceutive Committee minutes submitted for the review were board-approved and

subsequently revised as a result of OEL’s compliance observation. OEL will add a finding to criterion CG-

B.1 that states, “The coalition’s July 19, 2018, Executive Committee meeting minutes inaccurately reflected


attendance of two board members instead of the three required to conduct business. The meeting minutes

omitted the board member that participated by telephone.” OEL will note in the report that the coalition

corrected the finding by revising its meeting minutes. OEL requires no further corrective action.

3. Each board member with a disclosed conflict of interest abstains from voting, as statute requires. (ss.

112.3143 and 1002.83(8), F.S.; Grant Agreement, Exhibit IV.B, H and J)

Finding(s) –

Item 1 – The coalition did not obtain a signed Acknowledgement of Compliance with Chapter 1002 Parts

V and VI, F.S., form for one board member as required in its Board of Directors Orientation Manual.

Item 2 – One board member submitted a Form 8B for the Jan. 18, 2018, executive meeting. However, the

meeting minutes do not show the board member’s recusal from voting during the meeting.


CG-A.3 –

Item 1 – Conduct staff training on obtaining a completed and signed Acknowledgement of Compliance

with Chapter 1002 Parts V and VI, F.S, form from all new board members. Submit evidence of staff

training to OEL.

Item 2 – Revise the minutes for the Jan. 18, 2018, Executive Committee meeting to include the instance

of board member recusal from voting. Conduct staff training on the importance of compliance with

requirements of s. 112.3143, F.S, regarding conflict of interest. Submit evidence of training to OEL.


CG-A.3 –

Item 1 – Executive Administrative staff training on Chapter 1002 Parts V and VI, F.S., has been completed

regarding obtaining a completed and signed Acknowledgement of Compliance. Previously, the

Acknowledgement of Compliance was obtained at the time of new Board Orientation and now will be at their

initial induction at the Board meeting itself. A signed Affidavit by Executive Administrative staff has been

attached as evidence of staff training.

Item 2 – The minutes for the Jan. 18, 2018, Executive Committee meeting has been revised to include the

instance of board member recusal from voting and a copy is attached. Request is made to remove this Finding

by OEL.


CG-A.3 – Based on the courtesy review,

Item 1 – The finding will remain in the report. OEL will note in the report that the coalition corrected

the finding by conducting staff training. OEL requires no further corrective action.

Item 2 – The finding will remain in the report. OEL will note in the report that the coalition corrected

the finding by revising the meeting minutes and conducting staff training. OEL requires no further

corrective action.

4. Each board member discloses the nature of his or her interests as a public record in a memorandum

and the board incorporated the disclosure in the minutes, as statute requires. (ss. 112.3143 and

1002.83(8), F.S.; Grant Agreement, Exhibit IV.B, H and J)

Finding(s) –

Item 1 – One board member abstained from voting during the board of director’s meeting held on May

24, 2018. The board member’s abstention was not due to a conflict of interest. The coalition’s Board of


Directors Orientation Manual requires members in attendance to vote, except where there is or appears to

be a possible conflict of interest.

Item 2 – The nature of the conflict of interest was missing from the Form 8B document one board

member submitted on Jan. 18, 2018, and Feb. 1, 2018. The same information was also missing from the

form another board member submitted on March 22, 2018. Section 112.3143, F.S., requires indicating the

nature of the conflict on the submitted Form 8B.


CG-A.4 –

Item 1 – Conduct board member training on voting responsibilities found in the coalition’s Board of

Directors Orientation Manual. Submit evidence of training to OEL.

Item 2 – Revise the Form 8B for all three instances of a voting recusal to include a brief description of

the nature of the conflict of interest. Conduct board member training on the requirements of

s.112.3143(4)(b), F.S. Submit copies of revised Form 8B and board member training to OEL.


CG-A.4 –

Item 1 – One Board Member did abstain with no conflict of interest at the May 24, 2018 Board meeting. The

CEO consulted with ELC Counsel and a letter of explanation was presented at the following Board Meeting

that there must be an actual conflict of interest as required by statute. A copy of Counsel's letter presented to

the board is attached.

Board training on voting responsibilities found in the coalition's Board of Directors Orientation Manual will

be on the agenda and conducted at the next scheduled Board Meeting set for September 26, 2019. Evidence of

training will be submitted to OEL in the minutes.

Item 2 – The nature of the conflict of interest have been added to the Form 8Bs submitted on Jan. 18, 2018,

Feb 1, 2018, and March 22, 2018 and a copy of the revised Form 8Bs have been attached. Request is made to

remove this Finding by OEL.

Board training on the requirements of S. 112.3143(4)(b), F.S. will be on the agenda and conducted at the next

scheduled Board Meeting set for September 26, 2019. Evidence of training will be submitted to OEL in the

minutes.


CG-A.4 – Based on the courtesy review –

Item 1 – OEL will remove the finding from the report. The coalition submitted a letter dated June 13,

2018, from the coalition’s legal counsel to the board member that abstained from voting. The letter

included statutory requirements for voting and explained the member’s obligation to vote unless there

is a conflict of interest. This corrective action occurred prior to the OEL’s monitoring. OEL will not

consider this a finding. OEL requires no further corrective action.

Item 2 – The finding will remain in the report. OEL accepts the coalition’s response pending

implementation. OEL acknowledges the revisions the coalition made to the Form 8B documents,

however, the revisions did not occur prior to OEL making this monitoring observation. Submit with

the corrective action plan no later than 30 days after report publication, evidence of board member

training conducted at the Sept. 26, 2019, board meeting on the requirements of s.112.3143(4)(b), F.S.


Coalition CAP response –

CG-A.4 item 2 – The next Board of Directors meeting agenda will include board member training on the

requirements of s.112.3143(4)(b), F.S. See copy of agenda and handout attached.

OEL CAP response –

CG-A.4 item 2 – ACCEPTED (pending implementation). OEL accepts the coalition’s corrective action

pending implementation. The coalition plans to conduct board member training durng its Sept. 26, 2019, board

meeting. Submit a copy of the Sept. 26, 2019, board meeting minutes to OEL by Oct. 1, 2019.

VI. Operations and Program Management

OPM-B

1. The coalition followed the anti-fraud due process procedures, as rule requires. (Rule(s) 6M-9.400, FAC;

CCDF State Plan 8.1.5; Grant Agreement, Exhibit II, section D.3; s. 1002.87(7). F.S.)

Finding(s) –

OEL sampled five cases referred for fraud. Four of the five written fraud notification letters to parents omitted

the element, “Notice of the potential for repayment of improper benefits if the conclusion of fraud is upheld,

including any benefits received after the receipt of the written advance notice.”


OPM-B.1 – Update the written advance notice to include the missing element. Submit updated notice to OEL.


OPM-B.1 – The coalition submitted a copy of its Notice of Termination of School Readiness Services.


OPM-B.1 – Based on the courtesy review, the finding will remain in the report. OEL will note in the report

that the coalition corrected the finding by submitting an updated Notice of Termination of School

Readiness Services letter with all required elements. OEL requires no further corrective action.

OPM-C

2. The coalition monitors SR child care providers in compliance with its approved plan and Rule 6M-

4.630, FAC, to verify that providers are implementing effective programs as ss. 1002.82, 1002.84 and

1002.88, F.S., require. (s. 1002.82, F.S.; CCDF State Plan 5.3; Rule(s) 6M-4.630, FAC; Grant Agreement,

Exhibit II, section D.6)

Finding(s) –

The coalition did not monitor 16 high-risk providers more frequently than annually during the 2017-2018

program year as rule requires.


OPM-C.2 – Develop and implement a process that requires the coalition to monitor all high-risk providers

more than once a year. Submit process to OEL.


OPM-C.2 – The coalition submitted a copy of its School Readiness Protocol for High Risk Provider Monitoring

document.



OPM-C.2 – Based on the courtesy review, the finding will remain in the report. OEL will note in the report

that the coalition corrected the finding by submitting a copy of its updated School Readiness Protocol for

High Risk Provider Monitoring. OEL requires no further corrective action.

OPM-D

1. OPM corrective action plan adherence. (Grant Agreement, Exhibit II, F.8 and Exhibit III, B.1)

Finding(s) –

The coalition’s previous accountability report, AS16-17.14 contained –

A finding regarding anti-fraud notices missing required elements. The current review contains the same

finding (see OPM-B.1).

A finding for not being able to substantiate that monitoring of high-risk providers occurred more than

once during the 2015-2016 and 2016-2017 program years, as rule requires. The current review contains

the same finding (see OPM-C.2).


OPM-D.1 –

Conduct staff training on adhering to the coalition’s OEL-accepted corrective action plan. Submit to OEL.

Submit tracking reports for the first two quarters following this report’s publication. Submit the tracking

reports to OEL quarterly through the SharePoint corrective action plan folder for the 2018-2019 review

on the Accountability Document Exchange verifying –

Anti-fraud notices contain all required elements.

The coalition monitors all high-risk providers more frequently than annually.


OPM-D.1 – The coalition submitted documentation of an email regarding monitoring of high-risk providers and a

process for implementation.


OPM-D.1 – Based on the courtesy review, the finding will remain in the report. OEL will revise the finding

by changing the year reference from 2015-2016 to 2014-2015. OEL will note in the report that the coalition

partially corrected the finding by submitting an updated policy for its monitoring of high-risk providers.

Submit tracking reports for the first two quarters following this report’s publication on Sept. 16, 2019, and

Dec. 16, 2019. Submit to OEL through the SharePoint corrective action plan folder for the 2018-2019

review on the Accountability Document Exchange verifying –

Anti-fraud notices sent to parents contain all required elements.



OPM-D.1 – All identified High Risk Providers since the finding on this requirement have been monitored twice

during the contract year. Please find attached the school readiness monitoring tracking spreadsheet from ’18-’19.

Sheet 1 identifies all monitoring conducted and highlights the High Risk Providers based on their first monitoring

visit of the contract year. Sheet 2 is a summary of each High Risk Provider with both monitoring dates and # of

non-compliances. Please note that monitoring of High Risk Providers for the ’19-’20 SR contract year has not yet

begun. That information will be submitted in the next quarterly report.



OPM-D.1 – ACCEPTED (pending implementation). The coalition submitted revised written fraud notices that

contained all required elements and completed its high-risk provider monitoring for 2018-2019. OEL accepts the

coalition’s corrective action plan pending implementation. Submit tracking reports for the first two quarters

following this report’s publication on Sept. 16, 2019, and Dec. 16, 2019. Submit to OEL through the SharePoint

corrective action plan folder for the 2018-2019 review on the Accountability Document Exchange verifying –

Anti-fraud notices sent to parents contain all required elements.


VII. Child Care Resource and Referral

CCRR-A

1. The coalition adheres to QAA requirements for CCR&R services. (s. 1002.92, F.S.; Grant Agreement,

Exhibit II, sections B.4 and C.4; Rule(s) 6M-9.300, FAC)

OEL made two Quality Assurance calls to the coalition’s offices and completed one online assessment(s).

OEL used the 2018-2019 Quality Assurance Assessment Forms to determine compliance with this indicator.

One call and the online assessment met all requirements. One call did not.

Finding(s) –

Item 1 – Call No. 2, placed on April 3, 2019, did not meet –

Requirement No. 3 – The specialist did not obtain the location, schedule, age of child, reason for

care, or type of care needed.

Requirement No. 8 – The specialist did not offer a child care listing.

Item 2 – The coalition’s CCR&R staff list does not include the representative who provided CCR&R

services for QAA call No. 2, as one certified to offer CCR&R services.


CCRR-A.1 –

Item 1 – Conduct staff training overview on offering and obtaining all required CCR&R information

during and after the CCR&R customer interview. Submit documentation of training to OEL.

Item 2 – If the employee has completed required training, update the coalition’s staff list to include the

employee’s name and submit revised staff list to OEL. If the employee has not completed training,

conduct staff training on forwarding calls to trained CCR&R staff. Submit documentation of completed

training and revised staff list, if applicable, to OEL.


CCRR-A.1 – Please see attached CCR&R Training and Supporting Documentation (CCRR Service Delivery

2018-2019, QA Assessment Form 2018-2019, CCRR customer phone calls and provider listings).


CCRR-A.1 – Based on the courtesy review, the finding will remain in the report. OEL will note in the

report that the coalition corrected the finding by conducting staff training. OEL requires no further

corrective action.


CCRR-B

1. The coalition provides a child care listing, according to rule, to each family requesting service within

two business days after the individual requested services and in the format the family requested. (s.

1002.92(3)(a)-(b), F.S.; Grant Agreement, Exhibit II, section C.4.12; Rule(s) 6M-9.300(6), FAC)

Finding(s) –

The online request and both QAA calls did not meet this criterion.

Call No. 1 requirement No. 10 – The child care listings the coalition specialist provided did not include

how to access voluntary quality standards, how to submit a complaint through licensing and applicable

consumer education.

Call No. 2 – The caller did not receive a child care listing.

Online request – Did not meet –

Requirement No. 7 – The coalition specialist did not offer or provide access to information and

resources on the full range of provider types.

Requirement No. 10 – The child care listing the coalition specialist provided did not address how to

access voluntary quality standards and how to submit a complaint through child care licensing as Rule

6M-9.300(6)(d)-(f), FAC, requires.


CCRR-B.1 – Conduct training for coalition staff who field CCR&R calls/online requests on offering and

providing all required information, including complete child care listings. Submit to OEL evidence of

training.


CCRR-B.1 – Please see attached CCR&R Training and Supporting Documentation (CCRR Service Delivery

2018-2019, QA Assessment Form 2018-2019, CCRR customer phone calls and provider listings, CCRR Parent

Cover Letter).


CCRR-B.1 – Based on the courtesy review, the finding will remain in the report. OEL will note in the

report that the coalition corrected the finding by conducting staff training. OEL requires no further

corrective action.

CCRR-E

1. CCR&R corrective action plan adherence. (Grant Agreement, Exhibit II, C.4 and Exhibit III, B.1)

Finding(s) –

The coalition’s previous accountability report, AS16-17.14 contained a finding for not offering or providing

access to community resources, consumer education and information on the full range of provider types. The

current review contains the same finding (see CCRR-A.1).



CCRR-E.1 –

Develop and submit a plan for adhering to the coalition’s OEL-accepted corrective action plan. Submit to

OEL.

Conduct two QAA calls for each quarter for the first two quarters of the 2019-2020 fiscal year. Submit

QAA tracking reports to OEL for the first two quarters following this report’s publication as evidence of

completed QAA calls through the SharePoint corrective action plan folder for the 2018-2019 review on

the Accountability Document Exchange.


CCRR-E.1 – Please see attached CCR&R Development Plan.


CCRR-E.1 – Based on the courtesy review, the finding will remain in the report. OEL will note in the

report that the coalition submitted its CCR&R Development Plan. The remaining corrective action

requires the coalition to conduct two QAA calls for each quarter for the first two quarters of the 2019-2020

fiscal year. Submit QAA tracking reports to OEL for the first two quarters following this report’s

publication as evidence of completed QAA calls through the SharePoint corrective action plan folder for

the 2018-2019 review on the Accountability Document Exchange. Submit tracking reports by Sept. 16,

2019, and Dec. 16, 2019.


CCRR-E.1 – The CCR&R Coordinator will conduct two QAA calls for the first two quarters of the 2019-2020

fiscal year. The first of the wo calls will be uploaded to SharePoint by 9/16/19. The second quarter of the

submitted QAA calls will be uploaded to SharePoint by12/16/19. All staff have received the current CCR&R

Quality Assurance Assessment document.


CCRR-E.1 – ACCEPTED (pending implementation). OEL accepts the coalition’s corrective action plan

pending implementation.

Conduct two QAA calls for each quarter for the first two quarters of the 2019-2020 fiscal year.

Submit QAA tracking reports to OEL for the first two quarters following this report’s publication as evidence

of completed QAA calls through the SharePoint corrective action plan folder for the 2018-2019 review on the

Accountability Document Exchange. Submit tracking reports by Sept. 16, 2019, and Dec. 16, 2019.

VIII. Educational Services Delivery

ESD-A

1. The coalition documented efforts to have all sampled children developmentally screened within 45

calendar days of enrollment and the coalition’s screening policies align with Rule 6M-4.720, FAC. (s.

1002.84(5), F.S.; Rule(s) 6M-4.720(2)(b)-(c), FAC; Grant Agreement, Exhibit II, 6.5.1, 6.5.3 and 6.5.7)

Finding(s) –

Item 1 – One out of 10 sampled developmental screenings did not occur within 45 calendar days of

enrollment in the SR program.

Item 2 – OEL was unable to determine that the coalition notifies its providers a minimum of 30 calendar

days prior to the developmental screening due dates in accordance with Rule 6M-4.720(2)(C), FAC, and

the coalition’s Developmental Screening Procedure policy.



ESD-A.1 –

Item 1 – Submit to OEL evidence the coalition –

Conducted staff training on the coalition’s developmental screening policies emphasizing the

requirement to screen children within 45 calendar days of enrollment.

Conducted corrective action with the provider that did not screen the sampled child timely.

Item 2 – Developed a process that verifies providers receive notification to screen children 30 calendar

days prior to screening due date.


Item 1 – In the ESD Data Sample, the Enrollment Date was incorrect as provided by the OEL Auditors.

Item 2 – The coalition submitted an example of the email notification that providers receive 30 days prior to

the ASQ screening due date.


ESD-A.1 – Based on the courtesy review,

Item 1 – OEL will remove the finding from the report. OEL verified that the child received

developmental screening services within 45 days of enrollment. OEL requires no further corrective

action.

Item 2 – The finding will remain in the report. Although the coalition’s developmental screening policy

shows that providers will receive a 30-day notice of screening due dates, OEL could not confirm

implementation of this policy when reviewing the coalition’s ASQ Reminder tracking spreadsheet,

ASQ-3 Reminder Notice and portal notifications. The coalition submitted portal notifications sent to

providers. However, the notifications do not include the names of the children requiring screening.

Additionally, it appears that the coalition sent ASQ-3 Reminders to providers after the screening is

due. The coalition submitted documentation of the email notification providers receive 30 calendar

days prior to the birth month ASQ screening due date. OEL encourages the coalition to continue

sending notifications to the provider that lists the child’s name and clearly identifies that the provider

received a 30 calendar-day notice to conduct the initial and subsequent developmental screenings. OEL

will note in the report that the coalition corrected the finding. OEL requires no further corrective

action.

ESD-B

1. ESD corrective action plan adherence. (Grant Agreement, Exhibit II, F.8, Exhibit III, B.1)

Finding(s) –

The coalition’s previous accountability report, AS16-17.14 contained a finding that the coalition did not

verify completion of all developmental screenings within 45 calendar days of enrollment. The current report

contains the same finding (see ESD-A.1).


ESD-B.1 –

Develop and submit a plan for adhering to the coalition’s OEL-accepted corrective action plan. Submit to

OEL.

Submit tracking reports to OEL for the first two quarters following this report’s publication verifying

screening of children within 45 calendar days of enrollment, including follow-up completed with parents

and providers that did not complete screenings timely. Submit reports to OEL quarterly through the

SharePoint corrective action plan folder for the 2018-2019 review on the Accountability Document

Exchange.



ESD-B.1 – In the ESD Data Sample, the Enrollment Date was incorrect as provided by the OEL Auditors.

The coalition submitted an example of the email notification that providers receive 30 days prior to the ASQ

screening due date.


ESD-B.1 – Based on the courtesy review, OEL will remove the finding from the report. The repeat finding

is no longer an issue with the removal of the finding in ESD-A.1. OEL requires no further corrective action.

IX. School Readiness Eligibility

SR-H

1. Each sampled School Readiness Program facility received a health and safety inspection according to s.

1002.88(1)(c), F.S., and Rule 6M-4.620, FAC, requirements. (ss. 1002.82(2)(i),

1002.88(1)(c),1002.88(1)(k) and 1002.88(2)(b), F.S.; Rule(s) 6M-4.620, FAC)

Finding(s) –

OEL sampled six health and safety checklists. The coalition executed contracts with three SR providers that

did not receive a precontractual inspection as Rule 6M-4.610 (2)(b), FAC, requires.


SR-H.1 – Develop a plan for verifying that all new SR providers receive a precontractual inspection prior to

contract execution. Submit plan to OEL.


SR-H.1 – The coalition submitted a process for verifying that all new SR providers receive a precontractual

inspection prior to contract execution and a copy of an inspection checklist dated Jan. 1, 2017, and an inspection

report dated Jan. 31, 2017, prior to the contract date of Feb. 23, 2017.


SR-H.1 – Based on the courtesy review, the finding will remain in the report. The coalition submitted

evidence that Z.P. received an inspection prior to contract execution. OEL will reduce the number of

providers from three to two. The coalition submitted a process, Verification of Health & Safety Inspection

Prior to Initiation of School Readiness Contracts, to verify that all new SR providers receive a

precontractual inspection prior to contract execution. OEL encourages the coalition to follow the rule

requirement to verify that inspections are fully compliant prior to contract execution, as opposed to

inspections only being completed as its written process states. OEL will note in the report that the coalition

corrected the finding. OEL requires no further corrective action.

SR-M

1. Each file contains appropriate documentation that each applicant acknowledged the income and

calculations the coalition used to assess the parent copayment. (Rule(s) 6M-4.208(4)(g), FAC; CCDF

State Plan 3.1.3, 3.1.4, 3.1.5 and 3.1.7)

Finding(s) –

File No. 12 – OEL could not determine that the parent acknowledged the income and calculations the

coalition used to assess the parent copayment for the Feb 2018 redetermination period.



SR-M.1 – Conduct staff training on adherence to Rule 6M-4.208 (4)(g), FAC, requiring parents to affirm

income calculations and copayments. Submit to OEL evidence of training.


SR-M.1 – The coalition submitted staff training documentation.


SR-M.1 – Based on the courtesy review, the finding will remain in the report. The coalition submitted

evidence of staff training. OEL will note in the report that the coalition corrected the finding. OEL requires

no further corrective action.

SR-V

5. The coalition or its designee conducted internal file monitoring activities to verify the accuracy of SR

eligibility determinations. (Rule(s) 6M-4.208(1), FAC)

Finding(s) –

The coalition did not submit documentation of internal file monitoring activities completed to verify the

accuracy of eligibility determinations in accordance with Rule 6M-4.208(1), FAC.


SR-V.5 – Submit a sample of the coalition’s prior year file monitoring to verify accuracy of SR child

eligibility determinations according to Rule 6M-4.208(1), FAC. If not available, develop internal file

monitoring activities that verify the accuracy of eligibility determinations in accordance with Rule 6M-4.208,

FAC. Submit documentation to OEL.


SR-V.5 – The coalition submitted copy of its 2017-2018 SR monitoring plan and internal monitoring sheet.


SR-V.5 – Based on the courtesy review, OEL will remove the finding from the report. The coalition

submitted evidence of completed internal file monitoring for the 2017-18 year. OEL requires no further

corrective action.

X. School Readiness Payment Validation

SRPV-A

2. The Enrollment/Attendance Certification report matches the parent’s sign-in/sign-out sheets, and the

provider completed both according to rule. (ss. 1002.82(2)(p) and 1002.89(6)(c)4, F.S.; Rule(s) 6M-4.500,

FAC)

Finding(s) –

- File Nos. 2, 7 – The provider’s Enrollment/Attendance Certification lists the child as present on a day(s)

the sign-in/sign-out sheet the parent completed show the child as absent.


- File No. 17 –

The provider’s Enrollment/Attendance Certification lists the child as present on a day the sign-

in/sign-out sheet the parent completed shows the child absent.

The sign-in/sign-out sheet the parent completed is missing a sign-in time for one day.

OEL requires no further corrective action(s) –

The coalition corrected the following file(s) – #2, 7, 17


SRPV-A.2 – OEL considers these provider errors, and will not include these findings in the report. OEL

will still document the observations in the SR payment validation work papers. Based on the courtesy

review, the finding will remain in the work papers. OEL will note in the work papers that the coalition

corrected the observation by conducting provider training. OEL requires no further corrective action.

XI. Voluntary Prekindergarten Child Eligibility

VPKC-B

2. There is a completed, signed and dated Form OEL-VPK 02 (COE)/OEL-VPK 02S Part A (SIS COE)

for each child. (s. 1002.66, F.S.; Rule(s) 6M-8.201(5) and 6M-8.500(2)(c), FAC; Grant Agreement, Exhibit

II, C. 9.1.3)

Finding(s) –

File Nos. 7, 31 – The provider did not date the certificate of eligibility.

File No. 12 – The certificate of eligibility does not include a start date.


The coalition corrected the following file(s) – #7

EFS mod implementation corrected the error for the following file(s) – #12, 31

3. There is documentation from the provider stating the child’s VPK class assignment. (Rule(s) 6M-

8.201(4)(b) and (5)(d), FAC; Grant Agreement, Exhibit II, C.9.1.6)

Finding(s) –

File Nos. 16, 19 – The VPK COE is missing the class assignment.


EFS mod implementation corrected the error for the following file(s) – #16, 19


XII. Voluntary Prekindergarten Payment Validation

VPKPV-A

2. The provider maintains and completes Forms OEL-VPK 03S or OEL-VPK 03L according to rule. (s.

1002.71(6), F.S.; Rule(s) 6M-8.305(1) and (2), FAC)

Finding(s) –

File No. 3 – The Form OEL-VPK 03L has an incorrect program year listed. Additionally, the form is

missing the child's date of birth and the VPK class assignment.

File Nos. 6, 9 – OEL could not test this criterion due to the provider not maintaining record of the March

2018 sign-in/sign-out sheet.

File No. 7 – The Form OEL-VPK 03L is missing the child’s date of birth and the VPK class assignment.

File No. 20 – The parent signed Form OEL-VPK 03S to attest their child’s attendance prior to the last day

of the month.

File No. 32 – The Form OEL-VPK 03L did not document the child's date of birth, name of provider, VPK

class assignment, nor the date signed.

The coalition completed the following corrective action(s) –

The coalition corrected the following file(s) – #3, 7, 20, 32


VPKPV-A.2 file Nos. 6, 9 –

Adhere to Program Guidance 240.01 or 240.03 and submit the payment adjustment conducted for March

2018. Contact the coalition’s OEL grant manager for guidance when processing the adjustment.

Submit to OEL a check for recouped funds from the provider for the month of March 2018 once the

coalition is able to process payment adjustments in EFS mod.

Conduct provider training on record retention requirements in accordance with the VPK contract.


VPKPV-A.2 file Nos. 6, 9 – The coalition submitted copies of email messages it sent regarding provider

technical assistance on record retention requirements and the VPK adjustment sheet showing pending pay

adjustment documents scheduled for March 2019.


VPKPV-A.2 – OEL considers these provider errors, and will not include these findings in the report. OEL

will still document the observations in the VPK payment validation work papers. Based on the courtesy

review –

File No. 3 – OEL will remove the portion of the finding regarding the incorrect program year from the

work papers. Although the year the parent entered is incorrect on Form OEL-VPK 03L, the dates the

child attended still align with the 2018 calendar. The coalition previously corrected the observation.

OEL requires no further corrective action.

File Nos. 6, 9 – The finding will remain in the work papers. Submit a check to OEL for funds recouped

from the provider for the month of March 2018 once the coalition is able to process payment

adjustments in EFS mod.



VPKPV-A.2 – The coalition did not respond to this finding.


VPKPV-A.2 file Nos. 6, 9 – ACCEPTED (pending implementation). Submit a check to OEL for funds

recouped from the provider for the month of March 2018, in accordance with Program Guidance 240.01 or

240.03, once the coalition is able to process payment adjustments in EFS mod. Contact the coalition’s OEL grant

manager for guidance when processing the adjustment.

3. The Enrollment/Attendance Certification matches the parent’s sign-in/sign-out sheets and Form OEL-

VPK 03S or Form OEL-VPK 03L. (s. 1002.71(6), F.S.; Rule(s) 6M-8.305, FAC)

Finding(s) –

- File No. 3 – The parent’s sign-in/sign-out sheet states it is for March 2017 instead of the review month,

which is March 2018.

File Nos. 6, 9 – OEL could not test this criterion due to the provider not maintaining record of the March

2018 sign-in/sign-out sheet and the Form OEL-VPK 03S or Form OEL-VPK 03L.

File No. 8 – The provider’s Enrollment/Attendance Certificate shows the child absent on a day the

parent’s sign-in/sign-out sheet shows the child as present and present on a day the parent left blank on the

sign-in/sign-out sheet.

File No. 14 – The provider’s Enrollment/Attendance Certificate shows the child absent on a day the

parent’s sign-in/sign-out sheet shows the child as present.

File No. 23 – The provider’s Enrollment/Attendance Certificate shows the child present on a day the

parent left blank on the sign-in/sign-out sheet.

The coalition completed the following corrective action(s) –

The coalition corrected the following file(s) – #3, 8


VPKPV-A.3 –

File Nos. 6, 9 –

Adhere to Program Guidance 240.01 or 240.03 and submit the payment adjustment conducted for

March 2018, if needed. Contact the coalition’s OEL grant manager for guidance when processing the

adjustment.

Conduct provider training on record retention requirements in accordance with the VPK contract.

File No. 14 – Conduct a prior period payment adjustment for five days in April 2018 due to the change of

termination date and the child’s last day of attendance.

File No. 23 – Conduct a prior period payment adjustment for five days in May 2018 due to the change of

termination date and the child’s last day of attendance.



VPKPV-A.3 –

File Nos. 6, 9 – The coalition submitted copies of email messages it sent regarding provider technical

assistance on record retention requirements and the VPK adjustment sheet showing pending pay adjustment

documents scheduled for March 2019.

File No. 14 – The coalition submitted the VPK adjustment sheet showing a pending pay adjustment for the

month of April 2018.

File No. 23 – The coalition submitted the VPK adjustment sheet showing a pending pay adjustment for the

month of May 2018.


VPKPV-A.3 – OEL considers these provider errors, and will not include these findings in the report. OEL

will still document the observations in the VPKPV work papers. Based on the courtesy review,

File No. 3 – OEL will remove the finding from the work papers. Although parent’s sign-in/sign-out

sheet states it is for March 2017, the dates the child attended still align with the 2018 calendar. OEL

requires no further corrective action.

File Nos. 6, 9 – The finding will remain in the work papers. OEL will note in the report that the

coalition partially corrected the finding by conducting provider technical assistance on record

retention. Submit with the corrective action plan no later than 30 days after report publication a check

for funds recouped from the provider for the month of March 2018 once the coalition is able to process

payment adjustments in EFS mod.

File No. 14 – The finding will remain in the work papers. OEL will modify the observation reducing

pay adjustment period from five days to one. Submit with the corrective action plan no later than 30

days after report publication, documentation of the 80/20 rule final calculation which will determine if

a payment adjustment was needed. If a payment adjustment was not needed, the coalition should

reimburse the provider for the day in question.

File No. 23 – The finding will remain in the work papers. Submit with the corrective action plan no

later than 30 days after report publication, documentation of the 80/20 rule final calculation, which will

determine if a payment adjustment is needed. If a payment adjustment is needed, submit a check for

funds recouped from the provider for five days in the month of May 2018 once the coalition is able to

process payment adjustments in EFS mod.


VPKPV-A.3 – ELC will submit a check once the Coalition is able to process payment adjustments in EFS MOD.


VPKPV-A.3 –

File Nos. 6, 9 – ACCEPTED (pending implementation). OEL accepts the coalition’s corrective action plan

pending implementation. Submit to OEL a check for funds recouped from the provider for the month of

March 2018, in accordance with Program Guidance 240.01 or 240.03, once the coalition is able to process

payment adjustments in EFS mod. Contact the coalition’s OEL grant manager for guidance when processing

the adjustment.

File No. 14 – ACCEPTED. OEL accepts the coalition’s corrective action plan. The coalition stated an

adjustment was not warranted as the provider received reimbursement for the maximum 63 available program

hours. OEL requires no further corrective action.

File No. 23 – ACCEPTED (pending implementation). OEL accepts the coalition’s corrective action plan

pending implementation. Submit a check for funds recouped from the provider for five days in the month of

May 2018, in accordance with Program Guidance 240.01 or 240.03, once the coalition is able to process

payment adjustments in EFS mod. Contact the coalition’s OEL grant manager for guidance when processing

the adjustment.


XIII. Voluntary Prekindergarten Providers

VPKP-A

1. There is a completed, signed and dated Form OEL-VPK 10 (Statewide Provider Registration

Application) for each provider. (Rule(s) 6M-8.300(1), FAC)

Finding(s) –

File No. 106 – The Form OEL-VPK 10 does not show the director change that occurred during the 2017-18

program year.


The coalition corrected the following file(s) – #106

VPKP-D

1. The coalition or school district required all providers (private and school district sites) on probation to

submit an improvement plan prior to registering to offer VPK services for the next program year. (ss.

1002.67 and 1002.69, F.S.; Rule(s) 6M-8.700(2) and 6M-8.701(2), FAC; Grant Agreement, Exhibit II, C.9.5)

Finding(s) –

The coalition did not verify the improvement plan submission and approval in the VPK readiness rate website

for two school district VPK providers on probation prior to executing a contract with the school district for

the 2017-2018 program year.


VPKP-D.1 – Develop a plan to verify that the school district approves improvement plans submitted in the

VPK readiness rate website by school district sites deemed providers on probation. Submit plan to OEL.


VPKP-D.1 – The coalition submitted its Verification of School District’s VPK Improvement Plan Submission &

Approval For Sites on Probation.


VPKP-D.1 – Based on the courtesy review, the finding will remain in the report. The coalition submitted a

plan to verify that the school district approves improvement plans for its sites deemed providers on

probation in the VPK readiness rate website prior to executing contracts with the providers for the

program year. OEL encourages the coalition to revise its policy to require approval of the improvement

plans for school district providers on probation before contract execution. OEL will note in the report the

coalition corrected the finding. OEL requires no further corrective action.

3. The coalition or school district required all sampled providers (private and school district sites) to

implement an improvement plan according to rule. (ss. 1002.67 and 1002.69, F.S.; Rule(s) 6M-8.700(2),

6M-8.605 and 6M-8.701(1) and (2), FAC; Grant Agreement, Exhibit II, C.9.5.1 and 9.5.2)

Finding(s) –

The coalition did not submit evidence of the required training for one of the five providers on probation that

selected the DOE-approved curriculum.


VPKP-D.3 – Submit to OEL evidence the provider completed the required curriculum training. If the training

is not available, submit a plan that verifies the provider implements its improvement plan as rule requires.



VPKP-D.3 – The coalition submitted curriculum training documents and its Coalition Verification of VPK

Provider Implementation of Approved Improvement Plan.


VPKP-D.3 – Based on the courtesy review, OEL will remove the finding from the report. The coalition

submitted evidence the provider completed the training. OEL requires no further corrective action.

VPKP-E

1. The coalition approved or disapproved, according to rule, all providers’ pre- and post-assessment

orders that contracted VPK providers placed. (Rule(s) 6M-8.620 and 6A-1.09433, FAC; Grant Agreement,

Exhibit II, C.9.6.3)

Finding(s) –

The coalition did not approve or disapprove eight pre- and post-assessment orders within seven calendar days

as rule requires.


VPKP-E.1 – Develop a plan to verify that the coalition approves or disapproves each contracted VPK

provider’s pre- and post-assessment orders within seven calendar days after the contracted provider places the

order. Submit plan to OEL.


VPKP-E.1 – The coalition submitted its Coalition Approval/Disapproval of VPK Provider Assessment Orders

document.


VPKP-E.1 – Based on the courtesy review, the finding will remain in the report. The coalition submitted a

plan to verify that the coalition approves or disapproves each contracted VPK provider’s pre- and post-

assessment orders within seven calendar days after the contracted provider places the order. OEL will note

in the report that the coalition corrected the finding. OEL requires no further corrective action.

2. The coalition verified that every private VPK Program provider administered assessment period 1 and

3 and submitted the assessment data in Bright Beginnings according to rule. (Rule(s) 6M-8.620 and 6A-

1.09433, FAC; Grant Agreement, Exhibit II, C.9.6.1 and 9.6.2)

Finding(s) –

The coalition did not verify completion of 2017-2018 pre- and post-assessments for two VPK providers, as

rule requires. The provider either did not administer, enter or submit AP3. The providers are offering services

during the 2018-2019 program year.


VPKP-E.2 –

Submit documentation that the coalition attempted to notify the provider of the missing information.

Submit verification that the providers completed the required assessment and have them enter the data

into Bright Beginnings, as applicable.

Conduct provider training on properly completing the assessment process. Submit documentation.

Develop and submit a process for verifying that all VPK providers administer, enter and submit

assessment data into Bright Beginnings.



VPKP-E.2 – The coalition submitted its Coalition Approval/Disapproval of VPK Provider Assessment Orders

document, a Coalition VPK Assessment Data Status Report and screenshots from Bright Beginnings.


VPKP-E.2 – Based on the courtesy review, the finding will remain in the report. The coalition submitted a

process to verify that all VPK providers administer, enter and submit assessment data into Bright

Beginnings. The coalition also submitted evidence of entered and submitted AP3 data for the providers in

question. OEL will note in the report that the coalition corrected the finding. OEL requires no further

corrective action.

VPKP-H

1. VPKP corrective action plan adherence. (Grant Agreement, Exhibit II, D.6 and F.8)

Finding(s) –

Based on the 2016-17 Accountability Review, the coalition did not implement its 2016-2017, OEL-accepted

corrective action plan to prevent reoccurrence of the same findings. The coalition has two findings on the

current review that were repeat findings from the previous review. The repeat findings are –

VPKP-E.1 – Did the coalition approve or disapprove all pre – and post-assessment orders that contracted

VPK providers placed according to rule?

VPKP-E.2 – Did the coalition verify that every private VPK Program provider administered assessment

period 1 and 3 and submitted the assessment data in Bright Beginnings as rule requires?


VPKP-H.1 –

Develop a plan and submit a procedure for verifying that the coalition is following its OEL-accepted

corrective action plan. Submit proof to OEL.

Submit tracking reports to OEL for the first two quarters following this report’s publication verifying that

the coalition is following its corrective action plan for approving or disapproving pre- and post-

assessment orders within seven calendar days of receipt and that VPK providers administer assessments

in accordance within rule. Submit reports quarterly through the SharePoint corrective action plan folder

for the 2018-2019 review on the Accountability Document Exchange.


VPKP-H.1 – The coalition submitted responses to the VPKP-E.1 and VPKP-E.2 criteria.


VPKP-H.1 – Based on the courtesy review, the finding will remain in the report. See corrective action

completed in VPKP-E.1 and VPKP-E.2. Submit with the corrective action plan no later than 30 days after

report publication –

A plan and a procedure for verifying that the coalition is following its OEL-accepted corrective action

plan.

Tracking reports for the first two quarters following this report’s publication verifying that the

coalition is following its corrective action plan for approving or disapproving pre- and post-assessment

orders within seven calendar days of receipt and that VPK providers administer assessments in

accordance within rule. Submit reports quarterly through the SharePoint corrective action plan folder

for the 2018-2019 review on the Accountability Document Exchange. Submit tracking reports by Sept.

16, 2019, and Dec. 16, 2019.



VPKP-H.1 – The new supervisor for Contracts & Compliance (upon discovering of Bright Beginnings system

notification issues post initial finding report) has developed a new internal protocol to ensure assessment orders

are processed within the 7 calendar day requirement. Please find the updated protocol attached. A tracking

spreadsheet of the assessment orders for ’18-’19 and thus far in ’19-’20 is also included.


VPKP-H.1 – ACCEPTED (pending implementation). OEL accepts the coalition’s corrective action plan. The

coalition submitted a procedure for verifying that it approves or disapproves VPK providers’ pre – and post-

assessment orders according to rule. Additionally, the tracking report the coalition submitted for the first quarter’s

requirement is acceptable. The next quarter’s tracking report is due by Dec. 16, 2019.

XIV. Data Accuracy

Due to EFS modernization, OEL is not reviewing Data Accuracy for the 2018-2019 fiscal year.

Management Addendum

Coalition Governance

CG-B.1 – Thirty-five out of 89 SR and VPK providers, or 39%, who responded to the 2018-2019 Provider

Customer Satisfaction Survey were not aware that provider representatives serve on the board, that board

meetings are public or that providers may attend.

Suggested Action

CG-B.1 – Inform all SR and VPK providers of their representatives’ role on the board and where to find meeting

dates, times and locations.


CG-B.1 – The coalition did not respond to this observation.


CG-B.1 – Based on the courtesy review, the observation will remain in the management addendum. Should

the coalition choose to respond, submit with the corrective action plan no later than 30 days after report

documentation of the coalition informing all SR and VPK providers of their representatives’ role on the

board and where to find meeting dates, times and locations.


CG-B.1 – The following message is included in every eNews communication that ELC sends to the SR and VPK

Providers to inform all SR and VPK providers of their representatives’ role on the board and where to find

meeting dates, times and locations.

DID YOU KNOW that you have Representation on our Board of Directors?

There are 2 provider's representing your voice, faith based and for-profit, who sit on the Coalition board. Board

meetings are open to the public and held bimonthly. If you are interested in attending future meetings, please visit

our calendar page for more information.


CG-B.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. OEL requires no further corrective

action.


Operations and Program Management

OPM-A.1 –

Item 1 – The coalition’s Background Screening Policy does not include references to the “48 hours of

notification” for the Grant Agreement element that states, “The ELC shall review the alleged offense within

48 hours, determine if the offense is one that would exclude the employee under a level 2 screening and, if so,

remove the employee from work on this agreement.” The coalition’s policy omits the proceeding language

that states, “If the 48-hour period falls on a Saturday, Sunday, or Federal holiday, the determination shall

occur the next business day.”

Item 2 – The coalition’s Employee Handbook does not specifically state, “The ELC shall not permit the

employee to return to work on the contract until cleared of all charges that would exclude the employee under

a level 2 background screening.” The handbook states, “The Coalition shall not allow the employee to return

to work on this agreement until cleared of all charges.” The coalition’s language is missing the qualifying

statement regarding the charges, “that would exclude the employee under a level 2 background screening.”

Item 3 – The coalition’s Employee Handbook states, “The Coalition board members and volunteers who

interact with children on an intermittent basis for less than 10 hours per month are not required to be

background screened as long as a person who meets the background screening requirements of the agreement

has the board member or volunteer in his or her line of sight during any interaction with children.” It is

missing the Grant Agreement stipulation that states, “Background screening costs for board members and

volunteers are allowable ELC expenditures.”

Item 4 – The coalition’s Employee Handbook states, “The coalition shall require its subrecipient or contractor

to comply with all requirements. Require each employee it assigns to a contract with the Coalition to notify

the Coalition within 10 calendar days of being arrested for any criminal offense.” The handbook does not

contain all policies that the Grant Agreement specifies regarding alleged contractor or subrecipient employee

offenses. The coalition’s procedure does not require its subrecipient or subcontractor to –

Remove an employee from working on the contract for any criminal offense.

The subrecipient or contractor to review the alleged offense within 48 hours.

The determination to occur the next business day if the 48-hour period falls on a Saturday, Sunday, or

federal holiday.

The subrecipient or contractor to not allow the employee to return to work on this agreement until cleared

of all charges that would exclude the employee under a level 2 background screening.

Suggested Action

OPM-A.1 items 1, 2, 3, 4 – Update the coalition’s policies to include all elements.


OPM-A.1 items 1, 2, 3, 4 – The coalition submitted a background screening policy.


OPM-A.1 items 1, 2, 3, 4 – Based on the courtesy review, OEL will remove items 1, 2 and 3 from the

management addendum. OEL will revise the remaining observation to state, “The coalition’s background

screening policy does not comply with the 2018-19 Grant Agreement regarding reporting of subrecipient

employee offenses. The coalition’s policy requires the subrecipient’s employee to report alleged offenses to

the coalition. The Grant Agreement requires the subrecipient, not its employee, to report any alleged

subrecipient employee offenses to the coalition.” The revised suggested action will be to “Update the

coalition’s policies to align with the 2019-20 Grant Agreement.” Should the coalition chose to response to

this observation, do so within 30 days of report publication.


OPM-A.1 items 1, 2, 3, 4 – HR has updated the coalition’s policies to align with the 2019-20 Grant Agreement

and a copy is attached.



OPM-A.1 items 1, 2, 3, 4 – ACCEPTED. OEL accepts the coalition’s corrective action plan. The coalition

updated its background screening policy to include all required information. OEL requires no further corrective

action.

Child Care Resource and Referral

CCRR-A.1 – Although the representative shared financial assistance options via the provider listing, the

customer requested information on Head Start/Early Head Start and did not receive it.

CCRR-B.1 – The coalition’s statement in the child care listing email “If you are in need of any additional

information you can contact CCR&R at 727-400-4411 or via website at www.elcpinellas.net,” lacks specifics as

to what resources are available.

Suggested Action

CCRR-A.1 – Develop a process to verify that –

All CCR&R staff, and other representatives responding to requests, provide families with the information

requested.

Staff provide clear explanation to families when providing other available options to families in cases when

the requested information is not available.

CCRR-B.1 – Consider revising the email/cover letter to include a description of, or direct links to –

How to access voluntary quality standards.

How to submit a complaint through licensing.

Community resources and consumer education.

ELC Pinellas CCR&R Parent Packet at http://elcpinellas.net/wp-content/uploads/2017/04/CCRR-Family-

Packet_7.7.17.pdf.


CCRR-A.1 – The coalition did not respond to this observation.

CCRR-B.1 – The coalition did not respond to this observation.


CCRR-A.1 – Based on the courtesy review, the observation will remain in the management addendum.

Should the coalition choose to respond, submit with the corrective action plan no later than 30 days

after report evidence the coalition developed a process to verify that –

All CCR&R staff, and other representatives responding to requests, provide families with the

information requested.

Staff provide clear explanation to families when providing other available options to families in

cases when the requested information is not available.

CCRR-B.1 – Based on the courtesy review, the observation will remain in the management addendum.

Should the coalition choose to respond, submit with the corrective action plan no later than 30 days

after report evidence the coalition revised the email/cover letter to include a description of, or direct

links to –

How to access voluntary quality standards.

How to submit a complaint through licensing.

Community resources and consumer education.

ELC Pinellas CCR&R Parent Packet at http://elcpinellas.net/wp-content/uploads/2017/04/CCRR-

Family-Packet_7.7.17.pdf.


CCRR-A.1 – The CCRR Service Delivery PowerPoint was given to staff for review. The QAA Assessment

form was distributed to staff. An overview of items provided to staff were given on 6/17/19.

CCRR-B.1 – The updated CCRR parent packet with OEL’s suggested updates was submitted and is currently

being used in the parent packets and on the ELC website.

http://elcpinellas.net/wp-content/uploads/2017/04/CCRR-Family-Packet_7.7.17.pdf

http://elcpinellas.net/wp-content/uploads/2017/04/CCRR-Family-Packet_7.7.17.pdf



CCRR-A.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. After further review, OEL

determined that the coalition submitted evidence of staff training on its process that met all requirements with

its courtesy review response. OEL requires no further corrective action.

CCRR-B.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. After further review, OEL

determined that the coalition updated its website to include all required information with its courtesy review

response. OEL requires no further corrective action.

Educational Services Delivery

ESD-A.2 – The coalition’s Developmental Screening Procedure does not include the process it has in place to

notify parents of screening results in writing.

Suggested Actions

ESD-A.2 – Update the coalition’s Developmental Screening Procedure to include its process to notify parents of

screening results in writing.


ESD-A.2 – The coalition did not respond to this observation.


ESD-A.2 – Based on the courtesy review, the observation will remain in the management addendum.

Should the coalition choose to respond, submit with the corrective action plan no later than 30 days after

report evidence the coalition updated its Developmental Screening Procedure to include its process to

notify parents of screening results in writing.


ESD-A.2 – Currently, when an ASQ-3 screening is completed, an automated letter is sent through the portal to the

person who submitted the screening (parent or provider). The letter is addressed to the parent/guardian of the

screened child, and intended to reach the parent.

The Developmental Screening procedure has been updated to ensure that parents are being notified of screening

results in writing, regardless of who completed the screening.

Once the ASQ-3 is received and scored, the Coalition will mail a results letter the parents stating 1) No Concerns

at this time or 2) Concerns shown. Specific areas of concerns will also be noted as well as contact information for

further assistance.


ESD-A.2 – ACCEPTED. OEL accepts the coalition’s corrective action plan. The coalition updated its

developmental Screening Procedure to include its process for notifying parents of screening results in writing.

The coalition also submitted examples of screening results mailed to parents. OEL requires no further corrective

action.

School Readiness Eligibility

SR-V.1 – The coalition’s wait list policies and procedures do not include Rule 6M-4.300, FAC, changes amended

Aug. 20, 2018.

Suggested Action

SR-V.1 – Update the wait list policies and procedures to align with Rule 6M-4.300, FAC. amended Aug. 20,

2018.


SR-V.1 – The coalition did not respond to this observation.



SR-V.1 – Based on the courtesy review, the observation will remain in the management addendum. Should

the coalition choose to respond, submit with the corrective action plan no later than 30 days after report

evidence the coalition updated its wait list policies and procedures to align with Rule 6M-4.300, FAC.

amended Aug. 20, 2018.


SR-V.1 – The updated wait list policies and procedures were submitted to included changes from the Rule 6M-

4.300, FAC.


SR-V.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. After further review, OEL

determined it approved the coalition’s updated wait list policy during the courtesy review phase. OEL requires no

further corrective action.

VPK Child Eligibility

VPKC-B.1 – The parent did not sign their complete name on the child registration form.

Suggested Action

VPKC-B.1 – Conduct staff training on reviewing all case file documents for completion prior to child enrollment.

Submit evidence of training to OEL.


VPKC-B.1 – Please see the attached notification email reminding staff to open each VPK application at the time

of processing to verify the parent signature matches exactly as it appears in the Parent 1 field.


VPKC-B.1 – Based on the courtesy review, the observation will remain in the management addendum.

Should the coalition choose to respond, submit with the corrective action plan no later than 30 days after

report evidence the coalition conducted staff training on reviewing all case file documents for completion

prior to child enrollment.


VPKC-B.1 – Staff training was provided to verify the name of the parent on the VPK application matches the

name of the parent signature.


VPKC-B.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. The coalition stated that an

adjustment was not warranted as the provider received reimbursement for the maximum 63 available program

hours. Additionally, OEL determined that the coalition’s staff training email on June 20, 2019, sufficed for OEL’s

suggested actions. OEL requires no further corrective action.

VPK Providers

VPKP-G.1 – The coalition’s website states, “You must be registered for the VPK program before you contact a

provider.” This information is misleading and may cause a delay in parents selecting a VPK provider that meets

the family’s needs.

Suggested Action

VPKP-G.1 – Remove the misleading information from the website. Submit to OEL a screenshot of the

correction.



VPKP-G.1 – The coalition submitted a screenshot of a page from its website showing 2018-2019 VPK Provider

Listing.


VPKP-G.1 – Based on the courtesy review, OEL will remove this observation from the management

addendum. OEL requires no further corrective action.

Public Notice FY 2019-2020

The Early Learning Coalition announces the following public meetings

to which all interested parties are welcome to attend.

All meetings, unless otherwise noted, are held at the Early Learning Coalition 2536 Countryside Blvd., Suite 500 Clearwater FL 33763

Advancement Committee

(normally scheduled 2nd Wednesday of every month) Next Meetings: Wednesday, October 9, 2019 at 4:00 p.m.

Wednesday, November 13, 2019 at 4:00 p.m. Program Development Committee

(normally scheduled 4th Monday of every odd month) Next Meetings: Monday, October 28, 2019 at 1:30 p.m. Monday, December 23, 2019 CANCELLED rescheduled for Monday, January 6, 2020, if needed

Finance/Audit Committee

(NEW CHANGE: 4th Thursday of every even month prior to Board) Next Meetings: Thursday, November 21, 2019 at 3:00 p.m. Thursday, January 23, 2020 at 3:00 p.m.

Executive Committee (immediately following the Finance/Audit Committee)

(NEW CHANGE:4th Thursday of every even month prior to Board Next Meetings: Thursday, November 21, 2019 at 3:00 p.m.

Thursday, January 23, 2020 at 3:00 p.m. Board of Directors

(normally scheduled 4th Thursday of every even month) Next Meetings: Thursday, November 21, 2019 at 4:00 p.m. Thursday, January 23, 2020 at 4:00 p.m.

In accordance with the Florida Government in the Sunshine, all Board and Committee meetings of the Early Learning Coalition of Pinellas County, Inc. will be public noticed pursuant to the public’s right to comment. Those in attendance who wish to address the Coalition must submit a Public Comment Card to the recorder prior to the agenda item segment of the meeting.

For specific questions or requests for ADA accommodations, please contact Eva Stoddard 727-400-4446 at least 10 business days prior to the meeting date.