SUMCD Board of Directors Meeting June 24, 2015, 6:00 p.m. dinner/6:30 p.m. meeting Central Office, Mifflinburg, PA I. Call to Order II. Approval of Minutes April 22, 2015 III. Announcements IV. Committee Reports V. Old Business A. Summary of Resolutions/Votes by Email B. Updates on Grant Applications VI. New Business A. Approval of CDBG Application B. Correspondence from OHS C. Committees of the Board D. Financial Reports E. Approval of Contracted Attorneys F. Conflict of Interest Disclosures Summary G. Mileage Reimbursement H. Compliance Auditor Job Description VII. Personnel/Human Resources A. Report of all programs VIII. Head Start/Early Head Start A. Policy Council Report B. Monitoring, Financial, and Credit Card Reports (April, May) IX. Child Care A. Narrative X. CCIS A. Narrative B. Encumbrance Report C. Subsidy Report D. Service Numbers XI. Adjourn
Transcript
SUMCD Board of Directors Meeting June 24, 2015, 6:00 p.m. dinner/6:30 p.m. meeting
Central Office, Mifflinburg, PA
I. Call to Order
II. Approval of Minutes April 22, 2015
III. Announcements
IV. Committee Reports
V. Old Business A. Summary of Resolutions/Votes by Email
B. Updates on Grant Applications
VI. New Business
A. Approval of CDBG Application
B. Correspondence from OHS
C. Committees of the Board
D. Financial Reports
E. Approval of Contracted Attorneys
F. Conflict of Interest Disclosures Summary
G. Mileage Reimbursement
H. Compliance Auditor Job Description
VII. Personnel/Human Resources
A. Report of all programs
VIII. Head Start/Early Head Start A. Policy Council Report
B. Monitoring, Financial, and Credit Card Reports (April, May)
IX. Child Care
A. Narrative
X. CCIS A. Narrative
B. Encumbrance Report
C. Subsidy Report
D. Service Numbers
XI. Adjourn
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I. Call to Order
II. Approval of Minutes (ACTION)
La Primavera Ristorante, Lewisburg, PA PRESENT ABSENT WITH EXCUSE
Board Members:
David Fassett
Kathy Guyer
Terry Heintzelman
Marilyn Huff
Pat Jordan
Karen Woland-Payne
Michael Redding
Rachel Smith
Shirley Spangler
Ron Stauffer
Leo Weidner
Adanma Akujieze
Phyllis Mitchell
Staff:
Jane Campbell
Marni Napp
Sally Miller
Carol Budd
Lisa Storer
Donna Walter
Cathy Dysinger
Aleta Kammerer
Paula Leach
Barbara White
Lisa Woodring
Amy Zimmerman
Nathan Williard
Board Members:
Nina Croll
Colleen Flewelling
Peggy Peeler
III. Call to Order Board President Karen Woland Payne called the meeting to order at 7:20 p.m. and indicated that only items requiring
immediate action would be covered during the business meeting. All other items would be tabled.
IV. New Business A. Recognition of Outgoing Board Members
Shirley Spangler – served since January 2009; Board president from 2011-2013.
Mike McMonigal – served since June 2013.
David Fassett – served since June 2013.
Outgoing board members were recognized. Jane reported that David Fassett has moved out of our service area and has
submitted his resignation. She expressed her appreciation for the support and leadership of the outgoing board members,
MINUTES, April 22, 2015 BOARD MEETING
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and presented them with artwork by children from our centers. New members, Phyllis Mitchell, Adanma Akujieze, and
Terry Heintzelman, were welcomed!
B. HS/EHS DRS Grant Update In mid-April, we received verbal and written notice that our HS/EHS Grant for 2015-16 has been approved to move on
to the contract negotiations part of the application process. This is absolutely not a guarantee of a final grant approval
and we are not to make any announcements that our application has been approved. At this point in time, we’re waiting
for a contract negotiation call.
C. OCDEL EHS-CC Grant Application To date, we haven’t received notification from OCDEL. If needed, a request for vote by email will be sent to board
members.
D. MIECHV Grant Application We are applying for additional funding through the Mothers, Infants, and Early Childhood Home Visiting Grant. Funds
would be for enhancements of current Healthy Families America and Early Head Start services, not to serve additional
families. Terry Heintzelman made a motion to approve the submission of the grant application. Kathy Guyer
seconded the motion, which was unanimously approved.
E. Pre-K Counts Grant Application We will be applying for additional funding for Pre-K Counts (due June 15th), adding several more classes (80 slots).
V. Head Start/Early Head Start Monitoring, Financial, Credit Card Reports The board was provided with the March Financial and Credit Card Reports. Marilyn Huff made a motion to approve the
reports. Shirley Spangler seconded the motion, which was unanimously approved.
VI. ADJOURN Michael Redding made a motion to adjourn the meeting at 7:50 p.m. David Fassett seconded the motion, which was
unanimously approved.
END - MINUTES
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III. Announcements A. Update on PA Budget: All projections are that the budget will not be signed by June 30
th, and that it is likely it will be mid-
August when a compromise is achieved. State funded programs will not receive funding starting July 1st. OCDEL has been
working to get approval that any federal flow-through funds will still be processed, which is a small portion of CCIS funds.
In anticipation of this occurrence, we are working with our bank to be sure that our Line of Credit is sufficient in case we
need it. Because we have multiple funding sources, have reduced expenses, and are looking at ending our 2014-15 fiscal
year with a positive balance, we are in good shape to weather these uncertain times.
B. The new Enrollment/Outreach Manager has been selected. Deb Field, current enrollment manager supervisor, interviewed
for the position. She has 21 years of experience and a bachelor’s degree in business/marketing.
C. We will be out of the Taylor Park location by the end of June, except the playground and fencing. We have literally taken
everything out, including the kitchen sink!
D. SKCC has been transformed into the Center for School-age Development! Much hard work went into the project and the
children love the new space.
IV. Committee Reports
V. Old Business A. Summaries/Resolutions/Votes by Email
Date Voting
Concluded Motion
Quorum Number
For Against Abstained
5/26/15
The nominating committee recommended that Peter Kay fill the open seat on the board. Mr. Kay has a child in the Susquehanna Children's Center and is an attorney for the Northumberland County Office of Conflicts and Special Conflicts Counsel.
5 12 0 0
6/1/15
Two job descriptions presented for review and action:
1. Behavioral Health Specialist 2. Enrollment/Outreach Manager
5 10 0 0
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B. Updates on Grant Applications 1. The PA preschool grants proposals were submitted. OCDEL received letters of intent for approximately double the
amount of funding and slots that are in the Governor’s Budget. The proposals were due by June 15th
and OCDEL is
planning to contact the successful grantees starting mid-July. The successful grantees will be notified of the
preliminary award amount so that they can start recruitment/enrollment of families and finalize start-up planning.
However, the final approval/contracting will not occur until the State budget is passed and any funds that are spent
by grantees prior to the finalized State budget will not be reimbursed. We are requesting the following:
a. Pre-K Counts – $850,000 in Pennsylvania Pre-K Counts (PKC) funding to serve 100 children in 5 full-day
PKC classrooms in Snyder, Union, and Mifflin Counties:
i. Snyder County:
a. In collaboration with Midd-West School District (MWSD) locate one PKC class at West
Snyder Elementary School to provide 20 full-day (5 hours/day) slots, 180 days/year,
following the MWSD calendar.
b. Selinsgrove Area School District (SASD): locate one PKC class at SUMCD’s Susquehanna
Children’s Center (SCC) to provide 20 full-day (up to 12 hours/day), full-year (252 days/year)
slots by braiding PKC, CCIS, and parent co-pay funds.
ii. Union County: Mifflinburg Area School District (MASD): Locate one PKC class at SUMCD’s
Mifflinburg Children’s Center (MCC) to provide 20 full-day (up to 12 hours/day), full-year (252
days/year) slots by braiding PKC, CCIS, and parent co-pay funds.
iii. Mifflin County: Mifflin County School District (MCSD):
a. In collaboration with the MCSD, locate one PKC class at the Lewistown Elementary School
to provide 20 full-day (5 hours/day) slots, 180 days/year, following the MCSD calendar,
serving Lewistown and East Derry Township residents.
b. Locate one PKC class at SUMCD’s Strodes Mills/McVeytown Head Start site to provide 20
full-day (5 hours/day) slots, 180 days/year, following the MCSD calendar, serving west
Mifflin County.
b. Head Start Supplemental Assistance Program (HSSAP) – $363,000 in HSSAP funding to reinstate 40
federally funded Head Start (HS) slots decreased in our 2015-16 grant. SUMCD is proposing the following 3
HSSAP classrooms, serving 40 children:
i. In collaboration with the Mifflinburg Area School District, Union County, one center-based class of
20 children, 4 hours/day, with a 175-day stretch calendar, located in the Mifflinburg Elementary
School.
ii. One center-based class of 10 HSSAP children and 10 federally funded HS children, 4 hours/day, with
a 175-day stretch calendar, located in McVeytown/Strodes Mills, in the Mifflin County School
District, Mifflin County.
iii. In collaboration with the Tuscarora Intermediate Unit (TIU), one center-based inclusion model class
of 10 HSSAP children and 10 TIU funded children with IEPs, 4 hours/day, with a 180-day stretch
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calendar, located in the TIU building in Lewistown, in the Mifflin County School District, Mifflin
County.
2. DRS Grant: Jane inquired about the status and got an email back that it had been forwarded for processing. There
were some clarification questions but there were no “negotiations” prior to it being processed. We have not received
the signed “official” Notice of Award (NOA), but it is not unusual for that to arrive around a week before the new
grant year. We still don’t know if the grant will be changed to July – June, or if it will remain April-March.
3. MIECHV Grant: This year was a competitive grant. We requested an expansion of only a couple of additional EHS
slots in Snyder County. The majority of changes to our current MIECHV HFA and EHS were requests for
enhancements of family services. OCDEL indicated that they would be contacting agencies in June regarding their
funding awards. We received an additional $65,958 for a total grant of $551,856.
VI. New Business
A. Approval of Union County Community Development Block Grant Application (ACTION) Board approval is requested to apply for a Community Development Block Grant from Union County in the amount of
$55,000 to assist with the purchase of another new bus, which costs $92,000.
B. Correspondence from OHS (posted on website)
A Notice of Proposed Rule Making (NPRM) to revise the Head Start Program Performance Standards was published in
the Federal Register on Friday, June 19, 2015. The central goal of this NPRM is to strengthen program performance
standards so that all programs provide the highest quality comprehensive services.
C. Committees of the Board 1. Human Resources Committee: To develop policies, to assist the Board president in the supervision of the Chief
Executive Officer, to assist the Chief Executive Officer in the hiring and termination of personnel, and to participate
in personnel management according to the process outlined in the Personnel Policies and Procedures.
2. Finance Committee: To review proposed budgets and to ensure fiscal accountability.
3. Program Committee: To evaluate the programs offered by the corporation and to assist in the development of new or
amended programs.
4. Nominating/Bylaws Committee: To propose a ballot of new and returning Board members for election to the Board;
to propose a slate of officers for the following year and present it to the full Board for election; and to review and
propose amendments to the Bylaws, as needed.
5. Audit Committee: Meet with auditor prior to and after annual agency audit and review audit needs, reports,
recommendations, etc.
6. Marketing/Public Relations (ad hoc): established last year to include Michael Redding, Jane, Lisa Storer; adding
Phyllis Mitchell and new Enrollment/Outreach Manager to the “as needed” committee.
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D. Financial Reports (ACTION)
1. Inventory Report
a. Additions since last review: 3 Vans (2)
AC System
b. Disposals since last review: 14
Play Lofts (4)
Vans (2)
Panel Truck
Riding Mower (2)
Cliff Hanger
Bus
Laminator
Wood Carpet (2)
c. Condition: Excellent 28%; Fair 63%; Poor 9%
2. 2014-2015 Agency Budget (as of 3/31/15) (separate document)
E. Approval of Contracted Attorneys (ACTION)
1. Brian Kerstetter (local, general practice)
2. Ron McGuckin (specializing in HS/EHS matters)
3. McNees, Wallace & Nurick, LLC / Bruce Bagley and Associates (specializing in Human Resources matters)
F. Conflict of Interest Disclosures Summary SUMCD BOARD OF DIRECTORS Fiscal Year: April 2015 – March 2016
Marilyn Huff: Foster Grandparent Board Member SUMCD MANAGEMENT STAFF Fiscal Year: April 2015 – March 2016
Donna Walter: Daughter, Ashlee Walter is an assistant head teacher at LCC
Carol Budd: Daughter, Emily Reedy is a Head Start teacher at MCC
Lisa Woodring: Mother-in-law, Gloria Woodring is a part time AT for CSD in Mifflin County, niece Brooke
Miller is Head Start teacher
Jane Campbell: Julie Finn-Whalen, fiscal assistant, was married to my brother; though he has passed away, we
consider each other to be sisters-in-law
Shawn Caldwell: Lisa Caldwell, fiscal assistant, is my wife
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Cindy Sunderland: Linda Souders, SCC administrative assistant, is my cousin. Mara Sunderland, Mifflin County
CSD employee, is my daughter.
Amy Zimmerman: Karen Zimmerman, administrative assistant at Central Office, is my mother-in-law.
G. Mileage Reimbursement Rate (ACTION) In November 2014, the Board maintained the mileage reimbursement rate of $.46/mile based on the average cost of
gasoline at $2.93/gallon. At this time the current gasoline costs average $2.86. Board approval is requested maintain the
current SUMCD mileage reimbursement rate of $.46/mile, with review of the rate in one year, or sooner at CEO
discretion. Note: the federal rate is $.56.
H. Compliance Auditor Job Description (separate document) (ACTION) Board approval is requested to reclassify the CACFP Monitor position to a full time Compliance Auditor, and approve
the job description.
VII. Personnel/Human Resources A. Report of all programs
Personnel Action Summary Report: May – June 2015
SUMCD Program Separations from Employment
Hirings Current
Vacancies
Active Leaves of Absence
(new/continuing) Resignations Dismissals
Head Start / EHS 3 1 2 9
Child Care 5 1 3 (1 transfer, 1
promoted) 2 1
CSD
Admin 1 retired 3
HFA 1
CCIS 1 retired 1 promoted
Pre-K Counts 3 1 1
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VIII. Head Start/Early Head Start A. Policy Council Meeting Summary
Policy Council Report April 24, 2015 Approved Minutes from Policy Council Meeting held on March 27, 2015.
Approved Personnel Action Report.
Reviewed Board of Directors meeting summary.
Received information from Education Director and reviewed the Winter Outcomes Report.
Received information from Disabilities/Mental Health Coordinator regarding the Mental Health Component of HS
and EHS programs.
Reviewed and approved the Monthly, Financial, and Credit Card Reports.
Received information about the status of the EHS-CC grant and the MIECHV grant.
Provided forms and information regarding visiting classrooms and observing the programs.
Received information about the PHSA conference from parent attendees.
Policy Council Report May 22, 2015 Approved Minutes from Policy Council Meeting held on April 24, 2015.
Approved Personnel Action Report.
Completed/turned in Policy Council Evaluations.
Reviewed and approved the Monthly, Financial, and Credit Card Reports.
Agreed to hold policy council meetings monthly during the summer.
Indicated interest in serving on interview committees for summer hiring.
Members were recognized for their service to the policy council and HS/EHS program.
B. Monitoring, Financial, Credit Card Reports (ACTION)
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MONTHLY REPORT for the BOARD OF DIRECTORS and POLICY COUNCIL Head Start and Early Head Start
Grant year: 2014-2015
Council Report DATE: May 22, 2015 Board Report DATE: June 24, 2015
REPORT PERIOD: April 2015
Head Start Early Head Start Requirement
Total Receiving Services 360 130
25 MCHVG
HS funded for 360
EHS funded for 130 + 25
Total - 515
Total Receiving Services - since beginning of year/ cumulative
403 209
On Waiting List as Income Eligible 149 133 Enrollment period
Diagnosed Disability and IEP or IFSP (cumulative)
93 14 Minimum required: 50
Above Poverty Guidelines
Percent of Funded Enrollment 35 7 Total- 43 Maximum allowed: 50
Average Daily Attendance (ADA) for month – Center-based Classes
85% 82%
(illness) Standard: 85% or better
Volunteer Hours
Well Child Appts % Completed
Dental Exams % Completed
Meals Provided
Breakfast: 2947
Lunch: 5389
Snack: 3048
Total: 11,385
Breakfast: 162
Lunch: 173
Snack: 71
Dinner: 6
Total: 412
Varies by service days in the month.
Adult meals: 1112
Total for Agency: 31,234
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MONTHLY REPORT for the BOARD OF DIRECTORS and POLICY COUNCIL Head Start and Early Head Start
Grant year: 2014-2015
Council Report DATE: June 19, 2015 Board Report DATE: June 24, 2015
REPORT PERIOD: May 2015
Head Start Early Head Start Requirement
Total Receiving Services 360 130
25 MCHVG
HS funded for 360
EHS funded for 130 + 25
Total - 515
Total Receiving Services - since beginning of year/ cumulative
409 221
On Waiting List as Income Eligible n/a n/a Enrollment period
Diagnosed Disability and IEP or IFSP (cumulative)
97 current
110 ytd
14 current
16 ytd Minimum required: 50
Above Poverty Guidelines
Percent of Funded Enrollment 35 6 Total- 41 Maximum allowed: 50
Average Daily Attendance (ADA) for month – Center-based Classes
85% 85%
Standard: 85% or better
Volunteer Hours
Well Child Appts % Completed
Dental Exams % Completed
Meals Provided
Breakfast:- 1900
Lunch- 5402
Snack- 2932
Breakfast-162
Lunch -167
Snack- 41
Dinner- 0
Varies by service days in the month.
Adult meals: 1092
Total for Agency: 27,662
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FINANCIAL REPORT: HEAD START & EARLY HEAD START Grant Year: April 1, 2014 - June 30, 2015
FEDERAL AND OTHER GRANT FUNDS
4/1/14-4/30/15
83% of the 15 month period
Budget Expenses % Spent
Personnel $2,888,782 $2,313,446 80%
Benefits 808,412 676,867 84%
Equipment 0 0 0%
Supplies 89,000 55,984 63%
Contractual 113,037 140,402 124%
Other Operating Expenses 1,075,171 941,885 88%
Admin-Indirect Costs 786,096
82% 645,908
Total BUDGET $5,760,498
TOTAL EXPENSES
83% $4,774,492
Total Federal Funds $5,472,871 $4,602,416 84%
Total Other Funds * include CACFP 287,627 $172,076 60%
TOTAL ALL FUNDS RECEIVED $5,760,498 $4,774,492 83%
Revenues compared to Expenses $0
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IX. Child Care A. Narrative
NON-FEDERAL MATCH REPORT Required Non-Federal Match (BUDGET) $1,368,218
4/1/14 - 6/30/15 Total Non-Federal Match received (THIS PERIOD) 1,182,507
Percent of BUDGET received 86%
ADMINISTRATIVE COSTS REPORT
REPORT PERIOD: 4/1/14 - 4/30/15 Budget
Expenses in REPORT PERIOD
Total Federal Funds Used in Report Period $4,357,094 $4,602,416
Total Non-Federal Received in Report Period $1,368,218 $1,182,507
TOTAL FEDERAL + NON-FEDERAL $5,725,312 $5,784,923
$858,797
15% Admin Limit of Federal +non-Federal
Total Admin Costs $786,096 $645,908 82%
Are SUMCD Expenses at or below 15% limit? Yes
yes
Administrative Costs as % of
14% 11%
Total Federal + Non Federal Budget or Expenses
This report has been converted from a 12 month report (4/1/14 - 3/31/15) to a 15 month report (4/1/14 - 6/30/15) to include a 3 month
extension. Personnel and Benefit Costs are slightly under budget because of temporarily reallocating some staff assisting with PKC start
up. HS/EHS-CC subsidies budget for the year is $61,880. As of March 31, 2015 we have expenses of $101,765 due in large part to
parents that work part of the week so CCIS only subsidizes those days. Head Start funds are needed to pay for the remaining days in
order to maintain their child in 5 days/week HS services. (April figures were not available at the time of this reporting.)
Occupancy costs are 92% as of the end of April. This overage is being offset by the savings in Personnel and Benefit costs.
These are unaudited expenses and revenues as of April 30, 2015.
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FEDERAL AND OTHER GRANT FUNDS
4/1/14-5/31/15
89% Percent of the 15 month period
Budget Expenses % Spent
Personnel $2,888,782 $2,492,249 86%
Benefits 808,412 739,765 92%
Equipment 0 0 0%
Supplies 89,000 60,333 68%
Contractual 113,037 150,484 133%
Other Operating Expenses 1,075,171 1,026,940 96%
Admin-Indirect Costs 786,096
89% 698,475
Total BUDGET $5,760,498
TOTAL EXPENSES
90% $5,168,247
Total Federal Funds $5,472,871 $4,953,578 91%
Total Other Funds * include CACFP 287,627 $214,669 75%
TOTAL ALL FUNDS RECEIVED $5,760,498 $5,168,247 90%
Revenues compared to Expenses $0
NON-FEDERAL MATCH REPORT Required Non-Federal Match (BUDGET) $1,368,218
4/1/14 - 5/31/15 Total Non-Federal Match received (THIS PERIOD) 1,318,232
Percent of BUDGET received 96%
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ADMINISTRATIVE COSTS REPORT
REPORT PERIOD: 4/1/14 - 5/31/15 Budget Expenses in REPORT PERIOD
Total Federal Funds Used in Report Period $5,472,871 $4,953,578
Total Non-Federal Received in Report Period $1,368,218 $1,318,232
TOTAL FEDERAL + NON-FEDERAL $6,841,089 $6,271,810
$1,026,163
15% Admin Limit of Federal +non-Federal
Total Admin Costs $786,096 $698,475 89%
Are SUMCD Expenses at or below 15% limit? Yes Yes
Administrative Costs as % of
11% 11%
Total Federal + Non Federal Budget or Expenses
Personnel and Benefit Costs are under budget because of temporarily reallocating some staff assisting with PKC start up.
HS/EHS-CC subsidies budget for the period is $77,350. As of April 30, 2015 we have expenses of $108,384 due in large part to parents
that work part of the week so CCIS only subsidizes those days. Head Start funds are needed to pay for the remaining days in order to
maintain their child in 5 days/week HS services. (May figures were not available at the time of this reporting.)
Occupancy costs are 104% as of the end of May. This overage is being offset by the savings in Personnel and Benefit costs.
These are unaudited expenses and revenues as of May 31, 2015.
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Charge Card/Credit Card REPORT - by cost Month: April
Year: 2015
Pupil
Expense Category Supplies Employee Training Food Maintenance Transportation
