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.
Board of Directors Meeting Minutes May 23, 2019 – Unapproved 2
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
Board of Directors Meeting Minutes May 23, 2019 – Unapproved 3
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.
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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.
Board of Directors Meeting Minutes May 23, 2019 – Unapproved 5
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.
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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
Early Learning Coalition of Pinellas County, Inc. September 26, 2019
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.
PROPOSED COALITION ACTION
Approve the Coalition’s Continuity of Operations Plan
Supporting Documentation Attached: COOP
CONTINUITY OF OPERATIONS PLAN (COOP)
2536 Countryside Blvd. Suite 500
Clearwater, FL 33763
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:
Cell Telephone: 727- 656-8010
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:
Cell Telephone: 727- 457-7076
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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PAGE 8 ALL HAZARDS PREPAREDNESS GUIDE ALL HAZARDS PREPAREDNESS GUIDE
PINELLAS COUNTY EVACUATION ZONE MAP
E
A
B
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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
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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
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Up to 15 feetabove ground level
Up to 11 feetabove ground level
Up to 20 feetabove ground level
Up to 28 feetabove ground level
Up to 35 feetabove ground level
EVAC
ZONE
EVAC
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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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PAGE 9ALL 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
Early Learning Coalition of Pinellas County, Inc. September 26, 2019
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
PROPOSED COALITION ACTION
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
Early Learning Coalition of Pinellas County, Inc. September 26, 2019
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.
PROPOSED COALITION ACTION
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
PROPOSED COALITION ACTION
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
Early Learning Coalition of Pinellas County, Inc. September 26, 2019
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
PROPOSED COALITION ACTION
To approve the Board Meeting Schedule for FY 2019-2020 as presented.
Approval
Chair Signature____________________________
Date______________________________________________________
2536 Countryside Blvd., Suite 500
Clearwater, FL 33763
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
Early Learning Coalition of Pinellas County, Inc. September 26, 2019
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
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
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 2 of 24
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.
Recommendation(s) –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 3 of 24
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.
Recommendation(s) –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 4 of 24
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.”
Recommendation(s) –
OPM-B.1 – Update the written advance notice to include the missing element. Submit updated notice to OEL.
Coalition courtesy review response –
OPM-B.1 – The coalition submitted a copy of its Notice of Termination of School Readiness Services.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Coalition courtesy review response –
OPM-C.2 – The coalition submitted a copy of its School Readiness Protocol for High Risk Provider Monitoring
document.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 5 of 24
OEL courtesy review response –
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).
Recommendation(s) –
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.
Coalition courtesy review response –
OPM-D.1 – The coalition submitted documentation of an email regarding monitoring of high-risk providers and a
process for implementation.
OEL courtesy review response –
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.
The coalition monitors all high-risk providers more frequently than annually.
Coalition CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 6 of 24
OEL CAP response –
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.
The coalition monitors all high-risk providers more frequently than annually.
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.
Recommendation(s) –
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.
Coalition courtesy review response –
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).
OEL courtesy review response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 7 of 24
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.
Recommendation(s) –
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.
Coalition courtesy review response –
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).
OEL courtesy review response –
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).
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 8 of 24
Recommendation(s) –
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.
Coalition courtesy review response –
CCRR-E.1 – Please see attached CCR&R Development Plan.
OEL courtesy review response –
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.
Coalition CAP response –
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.
OEL CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 9 of 24
Recommendation(s) –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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).
Recommendation(s) –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 10 of 24
Coalition courtesy review response –
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.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 11 of 24
Recommendation(s) –
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.
Coalition courtesy review response –
SR-M.1 – The coalition submitted staff training documentation.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Coalition courtesy review response –
SR-V.5 – The coalition submitted copy of its 2017-2018 SR monitoring plan and internal monitoring sheet.
OEL courtesy review response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 12 of 24
- 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
OEL courtesy review response –
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.
OEL requires no further corrective action(s) –
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.
OEL requires no further corrective action(s) –
EFS mod implementation corrected the error for the following file(s) – #16, 19
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 13 of 24
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
Recommendation(s) –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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.
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Coalition CAP response –
VPKPV-A.2 – The coalition did not respond to this finding.
OEL CAP response –
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
Recommendation(s) –
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.
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Coalition courtesy review response –
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.
OEL courtesy review response –
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.
Coalition CAP response –
VPKPV-A.3 – ELC will submit a check once the Coalition is able to process payment adjustments in EFS MOD.
OEL CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 16 of 24
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.
OEL requires no further corrective action(s) –
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.
Recommendation(s) –
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.
Coalition courtesy review response –
VPKP-D.1 – The coalition submitted its Verification of School District’s VPK Improvement Plan Submission &
Approval For Sites on Probation.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 17 of 24
Coalition courtesy review response –
VPKP-D.3 – The coalition submitted curriculum training documents and its Coalition Verification of VPK
Provider Implementation of Approved Improvement Plan.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Coalition courtesy review response –
VPKP-E.1 – The coalition submitted its Coalition Approval/Disapproval of VPK Provider Assessment Orders
document.
OEL courtesy review response –
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.
Recommendation(s) –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 18 of 24
Coalition courtesy review response –
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.
OEL courtesy review response –
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?
Recommendation(s) –
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.
Coalition courtesy review response –
VPKP-H.1 – The coalition submitted responses to the VPKP-E.1 and VPKP-E.2 criteria.
OEL courtesy review response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 19 of 24
Coalition CAP response –
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.
OEL CAP response –
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.
Coalition courtesy review response –
CG-B.1 – The coalition did not respond to this observation.
OEL courtesy review response –
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.
Coalition CAP response –
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.
OEL CAP response –
CG-B.1 – ACCEPTED. OEL accepts the coalition’s corrective action plan. OEL requires no further corrective
action.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 20 of 24
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.
Coalition courtesy review response –
OPM-A.1 items 1, 2, 3, 4 – The coalition submitted a background screening policy.
OEL courtesy review response –
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.
Coalition CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 21 of 24
OEL CAP response –
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.
Coalition courtesy review response –
CCRR-A.1 – The coalition did not respond to this observation.
CCRR-B.1 – The coalition did not respond to this observation.
OEL courtesy review response –
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.
Coalition CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 22 of 24
OEL CAP response –
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.
Coalition courtesy review response –
ESD-A.2 – The coalition did not respond to this observation.
OEL courtesy review response –
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.
Coalition CAP response –
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.
OEL CAP response –
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.
Coalition courtesy review response –
SR-V.1 – The coalition did not respond to this observation.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 23 of 24
OEL courtesy review response –
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.
Coalition CAP response –
SR-V.1 – The updated wait list policies and procedures were submitted to included changes from the Rule 6M-
4.300, FAC.
OEL CAP response –
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.
Coalition courtesy review response –
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.
OEL courtesy review response –
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.
Coalition CAP response –
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.
OEL CAP response –
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.
Office of Early Learning Pinellas Courtesy Review/Corrective Action Plan Page 24 of 24
Coalition courtesy review response –
VPKP-G.1 – The coalition submitted a screenshot of a page from its website showing 2018-2019 VPK Provider
Listing.
OEL courtesy review response –
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.