Early Learning Coalition of
Indian River, Martin & Okeechobee Counties
Board Orientation
November, 2016
10 SE Central Parkway, Suite 200, Stuart, FL 34994
www.elcirmo.org
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Structure
 501(c)(3) non-profit
 Fiscal year: July 1 – June 30
 Department of Education
Learning Coalitions
Office of Early Learning
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
Early
www.elcirmo.org
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Map of Coalitions
30 Coalitions
in 67 counties
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Vision:
Building Blocks for Educational Success.
Mission:
Partnering with parents, providers and
communities to ensure quality early
learning experiences through programmatic
and financial support.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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History:
Prior to 1999 – Subsidized child care program administered by DCF
1999 – Florida Statute establishing School Readiness Coalitions
2002 – Florida voters approve VPK Constitutional Amendment
2004 – Legislature implements VPK, sets criteria for VPK, houses program in Agency for
Workforce Innovation (AWI)
2004 – School Readiness Coalitions renamed Early Learning Coalitions; responsible for
oversight of School Readiness and VPK programs at the local level
2005 – Three counties were merged to become the Early Learning Coalition of Indian
River, Martin & Okeechobee Counties
2012 – AWI becomes Florida’s Office of Early Learning
2013 – FOEL is now under the Department of Education (DOE)
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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ELCIRMO Offices:
Toll Free 877-220-1223
10 SE Central Parkway, Suite 200 (Main Office)
Stuart, FL 34994
772-220-1220
2459 St. Lucie Avenue (14th Ave)
Vero Beach, FL 32960
772-567-7480
308 NW 5th St.
Okeechobee, FL 34972
863-357-1133
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board of Directors - Chairman
Organizational
Structure:
CEO
Executive Assistant
Director of Finance
Lead Fiscal
Specialist
Lead
Reimbursement
Data Entry
Reimbursement
Data Entry
Information Technology
Director of Provider Services
Martin Quality
Specialist
Indian River
Quality
Specialist
Indian River
Quality
Specialist
Director of Family Services
Family Services
Manager
Lead Quality Specialist
Martin Quality
Specialist
Director of Operations
Martin/Okeechobee
Quality Monitoring
Specialist
Indian River
Quality Monitoring
Specialist
Provider Contract
Specialist
Provider Data
Specialist
Receptionist/
Scheduling/
Data Specialist
Martin Family
Services Specialist
Martin Family
Services Specialist
Indian River
Family Services
Specialist
Indian River/
Okeechobee
Family Services
Specialist
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Programs & Services
 School Readiness Child Care Assistance
 Financial assistance for child care for low-income,
working families.
 Florida’s Voluntary Pre Kindergarten Program (VPK)
 Free Pre-K for all 4 year olds in Florida.*
 Child Care Resource & Referral
 Inclusion/Warm-Line
*If their fourth birthday falls Feb. 2 through Sept. 1 in a calendar year, parents can postpone enrolling their child in VPK that year and wait until the following year when their
child is 5.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Federal & State Grants:
School Readiness Grant: $9,076,492 (includes CCEP)
VPK state funding: $5,684,342
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Grants:
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CCEP (Child Care Executive Partnership)
Children’s Services Advisory Council of Indian River
Children’s Services Council of Martin County
Children’s Services Council of Okeechobee
United Way of Lee, Hendry, Glades and Okeechobee
United Way of Indian River
United Way of Martin County
Other Grants we apply for:
 Grand Harbor Community Outreach Impact
 Exchange Club of Treasure Coast
 Impact 100
 Indian River Community Foundation
 Indian River Board of County Commissioners
 Indian River Club Community Outreach Foundation
 Martin County Board of County Commissioners
 PNC Foundation
 Publix Supermarkets Charities
 Miscellaneous local/national grants
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Leadership Team
Family Services
Angela Davis-Green
Provider Services
Pat Houston
Finance
Zack Hackley
Operations
Migdalia Rosado
Information Technology
Steve Cantillo
Executive Assistant
Loretta Toth
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Committees
Each board member serves on a committee –
 Executive Committee – comprised of the Chair from each
Committee and two Members at Large
 Finance Committee
 Program Committee
 Bylaws/Personnel Committee
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Family Services
Director: Angela Davis-Green
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Family Services
 Provide Community Resources & Child Care Referrals to all
families regardless of income;
 School Readiness financial assistance enrollment, eligibility, and
wait list;
 VPK enrollment and eligibility;
 Online registration is available for families to enroll their children
into the VPK program and SR programs, making it convenient for
parents;
 Outreach & Awareness.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Provider Services
Director: Pat Houston
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Provider Services
 School Readiness Program
 Developmental Screens
 Developmental Assessments
 Provider Support
 Provider Monitoring
 VPK Program
 Child Assessment
 Provider Support
 Provider Monitoring
 Performance Funding Pilot
 Early Literacy Mentoring initiative (BBBS)
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Program Quality Committee Responsibilities:
 Review respective sections of the Coalition Plan and recommend
amendments as necessary;
 Provide input and guidance for Coalition programs;
 Evaluate programs and recommend changes for improvement.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Finance
Director: Zack Hackley
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Finance
 SR & VPK Provider reimbursements, adjustments, provider contracts;
 Child care center attendance monitoring, Review sign-in/sign-out sheets;
 Procurement, Vendor payments;
 Payroll, Travel arrangements and reimbursements;
 ELCIRMO annual budget, Grant budgets;
 Financial reporting, compliance, internal controls;
 Cost Allocation Management;
 External Single Audit, Internal (OEL) fiscal monitoring and desk reviews.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Finance Committee Responsibilities:
 Review and recommend to the Board for approval:
• Annual operating budget for the Coalition and its components;
• Annual capital expenditures budget for the Coalition and its components;
• The Coalition’s finance policies;
• The Coalition’s insurance coverage.
 Review all financial audit findings and corrective action plans and make
recommendations to the Coalition for improvements and/or approval.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Operations
Director: Migdalia Rosado
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Operations
 Operations (plan, develop, update, coordinate and monitor compliance)
 Lease/Vendor Contracts;
 Policies & procedures, Continuity of Operations Plan, ELC’s SR Plan, Coalition;
Fraud Plan, Contracts, Internal Controls and Collaborative Agreements;
 Audit findings and corrective action plans.
 Human Resources (all aspects)
 Hiring Process, Performance Evaluations and Employee Files;
 Employee Handbook;
 Payroll;
 Staff Grievances;
 Benefits Administrator;
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Bylaws/Personnel Committee. Responsibilities:
 Review the Bylaws;
 Establish the evaluation process for the CEO;
 Review the Employee Personnel Handbook and make recommendations
as necessary;
 Ensure employee personnel issues are handled in accordance with the
Employee Personnel Handbook.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Information Technology
Steve Cantillo
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Information Technology
 Maintain and monitor the network and troubleshoot issues;
 Help Desk for users;
 Maintain physical inventory;
 Maintain all equipment in three offices;
 ELC website.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Executive Assistant
Loretta Toth
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Executive Assistant
 Administrative & clerical support for the CEO and liaison to the Board of
Directors;
 Committee and Board Meetings;
 Grants;
 Marketing, ELC Publications and Annual Report;
 Assist in coordination of events.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Executive Committee Responsibilities:
 Review the Bylaws and Departmental Policies;
 Review and resolution of grievances filed by a member of the board, staff,
provider or public;
 Seek and recruit new board members;
 Annually prepare an official slate of nominees for each office and
committee chairs;
 Conduct new member orientation, produce board materials and evaluate
the performance of the board itself;
 Address other issues, events or activities not assigned to a committee;
 Act on behalf of the board during the intervals between meetings of the
Board of Directors.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board of Directors:
 Required Members
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Chair, appointed by the Governor
Two additional private sector business members, appointed by the Governor
A Department of Children & Families regional administrator or designee
A superintendent of schools or designee
A regional workforce board executive director or designee
A county health department director or designee
A children’s services council or juvenile welfare board chair or executive director
A local licensing agency head, where applicable
A Florida College System institution president or designee
An appointee selected by the local Board of County Commissioners or governing board of a
municipality
A Head Start director
A private for-profit child care provider representative
A faith-based child care provider representative
A representative for programs for children with disabilities
A central agency administrator, where applicable.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Responsibilities:
 Ambassador
 Attend Board meetings, including special meetings;
 Serve on at least one Committee;
 Review all materials prior to meetings;
 Offer constructive suggestions, comments and feedback;
 Represent ELC during community events and grant opportunities;
 Help to recruit new private sector members as needed;
 Publicly support all Board decisions;
 Assure the long-term progress of the Coalition;
 Ensure accountability, transparency and compliance in all areas of ELC
operations.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Responsibilities (cont’d)
 Fundraiser
 Take initiative in developing, participating, and securing contributions
for fundraising events.
 Policy Maker
 Develop a thorough understanding of by-laws, policies, and fiscal
reports and review them on a regular basis;
 Provide input into the development and revision of ELC policies.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Protocol & Procedures:
 The Coalition operates under a set of approved By-Laws.
 The Coalition is governed by both state and federal statute.
 The Coalition adheres to the requirements of the Sunshine Law:
 All meetings where two or more board members are present must be
publicly noticed;
 Board members may not speak to each other regarding potential board
business outside of an advertised meeting;
 All documentation is public record, excluding child records & specific
employee personnel information;
 All meetings must be open to the public;
 Minutes must be taken for each meeting;
 The Coalition Board follows Robert’s Rules of Order.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Ethics & Conflicts of Interest:
The activities of the Coalition shall be governed by the Code of Ethics for Public Officers
and Employees, as defined in Florida Statutes, 112.313, 112.3135, and 112.3143.
 No member of the Coalition Board may participate or vote
upon any measure which would inure to their special private
gain or loss or that of the principal whom they represent.
 If a member has abstained from voting due to a conflict of
interest, they must complete and submit the form to the
Coalition Executive Assistant within 15 days of the vote.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Ethics & Conflict of Interest (cont’d)
Members must represent un-conflicted loyalty to the interests of the
community it serves. Specifically, Board Members:
 Will not engage in any action contrary to the purpose and intentions of the
School Readiness Act;
 May not act in any way inconsistent or in conflict with applicable federal
and state statutes, rules and regulations;
 Shall follow the Florida Sunshine Law;
 Shall follow the Code of Ethics for Government Officials, Chapter 112,
Florida Statutes;
 Will not allow themselves to be lobbied by potential vendors with respect
to issues coming before the Coalition.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Ethics & Conflict of Interest (cont’d)
Members must avoid conflict of interest with respect to their fiduciary responsibility.
This includes:
 There must be no self-dealing or any conduct of private business or personal
services between any Board member and the organization;
 When the Board is to decide upon an issue about which a member has an
unavoidable conflict of interest, that member shall declare the conflict, may enter
into discussion, but must recuse him/herself;
 Board members must not use their positions to obtain employment for themselves,
family members, or close associates.
 Board members must not use their positions to obtain business contracts with the
Coalition.
 Members will annually disclose their involvements with other organizations, with
vendors, and any other associations that might produce a conflict of interest.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Board Ethics & Conflict of Interest (cont’d)
Board members may not attempt to exercise individual authority over the
organization, except as explicitly set forth in Board policies. This includes:
 Members may not individually direct the CEO or any staff reporting to the CEO
directly or indirectly;
 Members are not responsible for the day-to-day operations, management and
personnel decisions of the Coalition.
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Acronyms:
AELC
AG
APPLE
ASQ
ATR
BG
CCDF
CCEP
CCMS
CCR&R
CEO
CLASS
COOP
CSC
DCF
DHHS
Association of Early Learning Coalitions
Auditor General
Accredited Professional Preschool Learning Environment
Ages and Stages Questionnaire
At Risk
Billing Group
Child Care Development Fund
Child Care Executive Partnership
Child Care Management System
Child Care Resource & Referral
Chief Executive Officer
Classroom Assessment Scoring System
Continuation of Operations Plan
Children’s Service Council
Department of Children and Families
Department of Health and Human Services
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Acronyms (cont’d):
DOE
DOH
ECERS
ECHOS
ED
EFS
EHS
ELAC
ELC
ELCIRMO
ERS
FACCM
FCCERS
FDLE
FDLRS
FLKRS
Department of Education
Department of Health
Early Childhood Environment Rating Scale
Early Childhood Observation System
Executive Director
Enhanced Field System
Early Head Start
Early Learning Advisory Council
Early Learning Coalition
Early Learning Coalition of Indian River, Martin & Okeechobee
Environment Rating Scale
Florida Association for Child Care Management
Family Childcare Environment Rating Scale
Florida Department of Law Enforcement
Florida Diagnostic and Learning Resources System
Florida Kindergarten Readiness Scale
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Acronyms (cont’d):
FPL
IEP
INA
ITERS
NAEYC
OCA
ODT
OEL
OIG
OPPAGA
POP
PS
R&R
RCG
RCMA
Federal Poverty Level
Individual Education Plan
Immigration and Nationality Act
Infant/Toddler Environment Rating Scale
National Association for the Education of Young Children
Other Cost Accumulator
Outcome Driven Training
Office of Early Learning
Office of Inspector General
Office of Program Policy Analysis and Government Accountability
Provider on Probation
Protective Services
Resource & Referral
Relative Care Giver
Redlands Christian Migrant Association
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Acronyms (cont’d):
SAMIS
SPE
SR
SSA
SSI
TANF
TAPP
TCA
TCC
TED
TPR
UWL
VPK
Services & Activities Management Information Systems
Single Point of Entry
School Readiness
Social Security Administration
Supplemental Security Income
Temporary Assistance for Needy Families
Teenage Parent Program
Temporary Cash Assistance
Transitional Child Care
Transitional Education
Termination of Parental Rights
Unified Wait List
Voluntary Pre-Kindergarten
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Questions?
Information taken from:
Duval ELC Board Orientation
Miami-Dade ELC Board Orientation
FOEL
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org
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Notes:
Early Learning Coalition of Indian River, Martin & Okeechobee Counties
www.elcirmo.org