program review committee meeting...

Children’s Services Council

PROGRAM REVIEW COMMITTEE MEETING Thursday, June 26, 2014, 4:40 p.m.

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AGENDA Reference # 1. Call to Order 2. Minutes of May 20, 2014 PRC Meeting 1 Recommendation: I recommend the Council approve the Minutes of May 20, 2014 PRC Meeting as presented. 3. A. Consent Agenda

a) Additions, Deletions, Substitutions: b) Items to be Pulled from Consent Agenda c) Adoption of Consent Agenda

1. Warrants List – Program Reimbursements 2

Recommendation: I recommend the Council approve the Warrants List – Program Reimbursements as presented.

2. Resolution #14‐014 Authorizing Easter Seals Budget Increase 3

Recommendation: I recommend the Council approve Resolution #14‐014 authorizing the Chief Executive Officer to enter into the necessary agreements to approve Easter Seals Florida’s allocation for the Treasure Coast Early Steps program to support the Primary Service Provider approach in an amount not to exceed $200,000, effective June 27, 2014.

3. Resolution #14‐015 Authorizing Budget Revisions for Mental Health Contracts 4

Recommendation: I recommend the Council approve Resolution #14‐015 authorizing the Chief Executive Officer to execute the necessary agreements to: i) increase the mental

health program contract with The Jerome Golden Center for Behavioral Health, Inc. from $200,000 to $275,000; and ii) decrease the Parent‐Child Center, Inc. mental health services contract by $75,000, effective June 27, 2014.

4. Resolution #14‐018 Authorizing Renewal of and Increase to ACCESS Agreement 5

Recommendation: I recommend the Council approve Resolution #14‐018 authorizing the Chief Executive Officer to i) execute the necessary agreements for the renewal of Agreement #PFP‐15‐10 with the Department of Children and Families from July 1, 2014 through June 30, 2016; and ii) increase the total allocation by $1,663, not to exceed $74,384 for the current fiscal year, with funding for future fiscal years to be subject to the Council’s annual budget and TRIM process.

Program Review Committee – Agenda June 26, 2014 of 2

DM#155735 140626 PRC Synopsis

5. Resolution #14‐016 Authorizing a Memorandum of Agreement with the Early Learning 6 Coalition of Palm Beach County

Recommendation: I recommend the Council approve Resolution #14‐016 authorizing the Chief Executive Officer to enter into a contract with the Early Learning Coalition of Palm Beach County in an amount not to exceed $70,000 for management and technical support services for the GOLD program beginning July 1, 2014 and ending September 30, 2014.

6. Resolution #14‐017 Authorizing Funding for the Training and Support for Implementation 7 of the Child First model in Palm Beach County

Recommendation: I recommend the Council approve Resolution #14‐017 authorizing the CEO to enter into an agreement with Child First, Inc., for funding i) to support CSC’s and selected provider agencies access to all Child First Program materials; ii) year‐long training in the Child First model and technical and clinical support to CSC and selected provider agencies, subject to TRIM budgets and millage process for year two, in an amount not to exceed $560,000, effective July 1, 2014 through September 30, 2015.

7. Resolution #14‐020 Authorizing an Increase in Summer Camp Scholarships 8

Recommendation: I recommend the Council approve Resolution #14‐020 authorizing the Chief Executive Officer to enter into the necessary agreement for an increased allocation in an amount not to exceed $350,000 to the Friends of Community Services, Inc. contract for the Summer Camp Scholarship Program, effective June 26, 2014.

B. Business Agenda

1. Revised Resolution #14‐011 Authorizing Early Head Start and Head Start Match Funding 9 Agreement with Lutheran Services Florida

Recommendation: I recommend the Council approve revised Resolution #14‐011 authorizing the Chief Executive Officer to enter into a 16‐month agreement (6/1/14 through 9/30/15) with Lutheran Services Florida, as the federal Head Start grantee, for provision of Early Head Start and Head Start programs as part of an Integrated Early Learning System of Care, in an amount not to exceed $6,375,000 combining both Palm Beach County Commission and CSC funds, with future fiscal years subject to the Council’s TRIM and budget process.

C. Investing For Results Update ‐ N/A

D. System of Care Update

E. Evaluations

F. Presentations ‐ N/A

4. Adjournment

#1

Children’s Services Council – Program Review Committee AGENDA ITEM

June 26, 2014

doc #155736 140626 PRC Agenda items

AGENDA ITEM: 2 TITLE: Minutes PRC Minutes of May 20, 2014 RECOMMENDATION: I recommend the Council approve the Minutes of the May 20, 2014 PRC meeting as presented.

DM#155478 140520 PRC Minutes


PROGRAM REVIEW COMMITTEE MEETING MINUTES Thursday, May 20, 2014 ‐ 4:30 p.m.

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1. Call to Order Chair Langowski called the meeting to order at 4:32 p.m.

Present: Vincent Goodman; Greg Langowski; Shelley Vana; Tom Weber.

2. Minutes of April 24, 2014 PRC Meeting

A motion by Goodman/Weber to approve the Minutes of the April 24, 2014 PRC meeting was approved by unanimous vote.

3. A. Consent Agenda:

a) Additions, Deletions, Substitutions: None

b) Items to be Pulled from Consent Agenda – There were no Agenda Items pulled for discussion

purposes.

c) Adoption of Consent Agenda A motion by Goodman/Weber to approve the Consent Agenda was approved by unanimous vote.

1. Warrants List‐Program Reimbursements – Approved by Consent

2. Resolution #14‐011 Authorizing Early Head Start and Head Start Match Funding and Integration into Early Learning System of Care – Approved by Consent

3. Creation of CSC Evaluation Pool – Approved by Consent

B. Business Agenda – N/A

C. Investing for Results Update – N/A

D. System of Care Update – N/A

E. Evaluations

1. Metis Evaluation First Year Results

Debra Gotlib, Program Officer stated that the purpose of the Metis Evaluation was to look at three home visiting programs. She stated that the evaluation was funded by the JPB Foundation, and that Metis had been selected to perform the four‐year evaluation as a result of an RFP. She stated

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that the overall purpose was to determine which programs were achieving their outcomes, and how the programs compared to one another. She stated that three programs had been selected for evaluation, and that each of the three had a strong history of program implementation. She stated that CSC had also performed its own evaluation of these programs. She stated that the programs selected for evaluation had been:

Healthy Families Florida (HFF)

Nurse Family Partnership (NFP)

Healthy Beginnings Nurses (HBN)

Ms. Gotlib stated that HFF was a nationally accredited home visitation program targeting low to moderate income families anytime during a woman’s pregnancy or during very early infancy. She stated that CSC targeted high‐risk Zip codes, and that the model was very prescriptive, with home visits conducted by paraprofessionals on a scheduled basis, based on the client’s risk level and progress in the program. She stated that the desired outcomes were: decrease in child abuse and neglect, increase of family stability and positive parent/child relationships, and increase in child health and development. She stated that the HFF program had been in Palm Beach County for over six years. Ms. Gotlib stated that NFP was a national evidence‐based model staffed by nurses. She stated that it targeted low‐income first‐time mothers at 20 weeks of gestation or less. She stated that outcomes expected were: improved pregnancy outcomes (specifically related to prenatal visits/care), improved health and development for children, increased family sufficiency (education and employment of the mother and the father), and decrease in child abuse and neglect. She stated that NFP had been in Palm Beach County for about six years. Ms. Gotlib stated that HBN was a model staffed by registered nurses that made home visits according to a schedule defined by the Healthy Start standards and guidelines. She stated that it targeted women that screened at‐risk at 32 weeks of gestation or less, and that it also served new infants, based on the infant risk screen. She stated that the data given to Metis regarding HBN was from 2011 to mid‐2013, and the program they had evaluated is no longer in existence. She stated that the outcomes expected were: increased prenatal outcomes, improved birth outcomes (relating to birth weight and weeks of gestation), and decrease in abuse and neglect. She stated that, based on the data that Metis looked at, the HBN program had been in existence in that format for approximately five years. Amy Lora, Ph.D. stated that the focus of the year‐long evaluation was to look at individual program impacts as well as cross‐program impacts. She stated that the three main questions being considered were:

Do program participants differ from non‐participants? (With a matched demographic group matched on age, income and education)

Are certain sub‐groups differentially impacted by program participation?

How do programs compare?

Dr. Lora stated that a total of nine metrics were clustered into birth outcomes, maternal health, and prenatal care, with father involvement in the very last column. She stated that the evaluation


#153456 140327 PRC Minutes

had shown that HFF participants had increased birthweight babies, greater weeks of gestation, and more full‐time births against the comparison group. She stated that they were able to consider all nine outcomes for the NFP program. She stated that the statistically significant outcomes were that NFP participants had reduced rates of postnatal depression, with increased prenatal care adequacy, and increased prenatal care visits compared to the comparison group. She stated that there had been expected outcomes that had been achieved, in addition to some outcomes that had been expected, but had not been achieved (tobacco use/alcohol use). She stated that there had been unanticipated outcomes achieved, such as postnatal depression. Dr. Lora stated that for HBN program, the only finding had been the impact regarding postnatal depression vs. the comparison group. She stated that when considering whether certain subgroups of participants were impacted more than others, even though they had looked at a range of demographics they only had findings when it came to race and marital status, and only for birth outcomes. She stated that they were therefore able to say that HFF participants had more full‐term births than non‐participants (four times more likely to have a full‐term birth), however, when race was included in the equation, a Black Healthy Families participant was 9.4 times more likely to have a full‐term birth than a Black non‐participant. Dr. Lora stated that Black mothers participating in the HBN program had increased prenatal care adequacy, and HBN participant mothers who were married had 4½ more weeks of gestation, and were 24 times more likely to have a full‐term birth than a married mother not in the program. Dr. Lora stated that the final question compared all the programs to each other and that there had been a significant difference. She stated that HFF participants had greater birthweights than NFP families, but when it came to weeks of gestation and full term births there had not been any statistical difference between HFF and NFP. She stated that HFF was consistently better across all birth outcomes when compared to HBN, and when considering postnatal depression, NFP and HBN did not have a statistical significance. Dr. Lora stated that the take‐away from all analyses was that:

NFP and HFF had the same number of positive findings

NFP findings were largely concentrated on prenatal care and birth outcomes

HFF was consistently strong in impacting birth outcomes

Black women and married women were differentially impacted by some of the programs with regard to birth outcomes

Ms. Gotlib stated that it was important to keep in mind that the data considered was over the period of one and a half years, and that it encompassed 50 to 100 participants, and thus was considered preliminary data. She stated that some decisions had been made, supported and consistent with the Metis evaluation results:

HFF – four new target Zip codes had been added to the existing 12 Zip codes, and was now in 16 high‐risk Zip codes

NFP – presently working with the National Service Office on possible expansion of target clients in order to serve teens later in their pregnancy. Also working with them on a more flexible schedule in an effort to improve client retention.


#153456 140327 PRC Minutes

HBN – program was dramatically changed July, 2013, with implementation of the Prenatal Plus (PP) program, a promising practice from the State of Colorado. PP used a team approach with a nurse, a mental health clinician, and a dietician, working together as a team throughout a mother’s pregnancy. She stated that the expected outcomes were lower rates of stress, lower rates of depression, promotion of healthier eating habits and healthier lifestyles for improved birth outcomes.

Ms. Gotlib stated that the HBN program had experienced the lowest instances of statistically significant outcomes, and that they were hoping that this would be increased by implementation of the PP program within the HBN program. She stated that year two of the Metis Evaluation would address the client experience. She stated that clients would be accessed by phone, mail or internet, and Metis would evaluate the client’s experience regarding the process getting into the program, as well as the client’s experience once in the program, what they liked, what they didn’t like. She stated that the third year evaluation would focus on PP, and evaluate how it was performing overall, because there should be 2 years to 2 ½ years of service/data available. She stated that year 4 of the evaluation would look at the same three programs, but with 4 to 5 years of data to compare.

Vince Goodman asked about those pregnancies that had not been carried full‐term. Dr. Lora stated that weeks of gestation/full‐term were ways to look at prematurity. She stated that the question had been asked “were there more HF participants that had a full‐term birth than those in the NFP program” and the answer had been yes or no. Tana Ebbole stated that those births that had not gone full‐term were considered those births prior to 37 weeks of gestation. She stated that they did not want to have babies born prior to 37 weeks.

F. Presentations ‐ N/A

4. Adjournment The meeting was adjourned at 4:47 p.m.

#2


June 26, 2014


AGENDA ITEM: 3A(1) TITLE: Consent Agenda Warrants List – Program Reimbursements RECOMMENDATION: I recommend the Council approve the Warrants List – Program Reimbursements as presented.

Allocations Childrens Services Council

June 26, 2014

Warrant Payable To Description Amount

610ARCPB06/14 The Arc Reim ExpJuneFirst Steps to Success 152,908.50

649ARCPB06/14 The Arc Reim ExpJuneHlthy Steps for Young Children 44,393.67

652CFS06/14 Center for Family Services of PBC Reim ExpJunePrenatal Plus Prg 13,333.33

654CFS06/14 Center for Family Services of PBC Reim ExpJuneTriple P-Positive Parenting Prg 6,666.67

601CCMO06/14 CCMO dba Families First of PBC Reim ExpJuneHlthy Families 105,816.42

643CF06/14 Children's Forum Reim ExpJuneQuality Program Assessment 36,779.92

637CHS06/14 Children's Home Society of FL Reim ExpJuneBridges CHS HUB 194,175.17

650CHS06/14 Children's Home Society of FL Reim ExpJuneWyman's Teen Outreach Prg 15,298.00

609HS06/14 Children's Place at Home Safe Reim ExpJuneHlthy Begin-Entry Agency Birth/5 201,631.33

648HS06/14 Children's Place at Home Safe Reim ExpJuneGrowing Smart 31,079.58

489ELC06/14 Early Learning Coliation of PBC Reim ExpJuneContinue to Care Scholarship 2,445,635.75

607ESF06/14 Easter Seals Florida Reim ExpJuneEarly Steps 131,891.42

614EY06/14 Esereh Youth and Family Center Reim ExpJuneFamily Outreach Srvs 38,940.33

416FC06/14 Family Central Reim ExpJuneQIS Payments Prg 233,520.42

548FC06/14 Family Central Reim ExpJuneQC Coaching/Personnel Enhance 51,690.25

592FFBGT06/14 Father Flanagan's Boys Town FL Reim ExpJunePrimary Project 47,241.33

584HD06/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJuneNurse Family Partnership 161,618.83

618PBCHD06/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJuneHthy Begin Nurses 251,293.25

642HD06/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJuneHlthy Begin Data Entry 38,313.00

656HD06/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJuneDental Services for Pregnant Women 2,500.00

352FRLS06/14 Florida Rural Legal Services Reim ExpJuneAccess to Success (Glades) 6,631.00

653HC06/14 Health Council of SouthEast FL Reim ExpJuneFetal and Mortality Review 9,833.33

555HMHB06/14 HealthyMothersHealthyBabies Reim ExpJuneHlthy Begin Centering Prgr 34,172.25

619HMHB06/14 HealthyMothersHealthyBabies Reim ExpJuneEntry Agency 140,215.33

638HP06/14 Housing Partnership Reim ExpJuneBridges HP HUBS 252,718.00

645 HP06/14 Housing Partnership Reim ExpJuneWyman's Teen Outreach Prg 27,409.17

659HP06/14 Housing Partnership Reim ExpJuneSafe Kids 19,796.50

581OC06/14 Jerome Golden Center Reim ExpJuneHlthy Begin-Mental Health Srvs 16,666.67

073LAS06/14 Legal Aid Society of PBC Reim ExpJuneJuvenile Advocacy Project 188,249.58

560LAS06/14 Legal Aid Society of PBC Reim ExpJuneRelative Caregiver Project 8,046.33

284PBCLC06/14 Literacy Coalition of PBC Reim ExpJuneReach Out and Read Prg 14,945.58

612PBCLC06/14 Literacy Coalition of PBC Reim ExpJuneParent Child Home Prg Oversight 152,889.42

640PBCLC06/14 Literacy Coalition of PBC Reim ExpJuneBudding Readers 30,979.33

657PBCLC06/14 Literacy Coalition of PBC Reim ExpJuneGlades Family Education Prg 5,166.67

658PBCLC06/14 Literacy Coalition of PBC Reim ExpJuneEarly Literacy Book Distribution 12,180.75

025LSF06/14 Lutheran Services of Florida Reim ExpJuneMatch Funding 18,930.33

LSF06/14 Lutheran Services of Florida Reim ExpJuneEarly Learning System of Care 425,000.00

651NL06/14 Nutritious Lifestyle Reim ExpJunePrenatal Plus Nutrition Service 12,500.00

371PBCBCC06/14PB Board of Cty Commissioners Reim ExpJuneHead Start Match 24,795.92

543BCC06/14 PB Board of Cty Commissioners Reim ExpJuneEarly Headstart Match 13,117.75

557PBSC06/14 Palm Beach State College Reim ExpJuneProfessional Development Sys 173,479.67

633PBSC06/14 Palm Beach State College Reim ExpJuneSEEK Scholarships 156,964.83

582PCC06/14 Parent Child Center Reim ExpJuneHlthy Begin-Mental Health Srvs 16,666.67

611PCC06/14 Parent Child Center Reim ExpJuneTriple P 63,083.33

379PT06/14 Prime Time PBC Reim ExpJuneAfterschool Prg Development 199,431.58

632PT06/14 Prime Time PBC Reim ExpJuneEnhancements 178,034.33

024RCMA06/14 Redlands Christian Migrant Assoc Reim ExpJuneMatching Funding 2,841.67

553TB06/14 Tomas Boition Reim ExpJuneTransportation Consultant 15,333.33

646UL06/14 Urban League of PBC Reim ExpJuneWyman's Teen Outreach Prg 24,765.42

Allocations Childrens Services Council

July, 2014

Warrant Payable To Description Amount

610ARCPB07/14 The Arc Reim ExpJulyFirst Steps to Success 152,908.50

649ARCPB07/14 The Arc Reim ExpJulyHlthy Steps for Young Children 44,393.67

652CFS07/14 Center for Family Services of PBC Reim ExpJulyPrenatal Plus Prg 13,333.33

654CFS07/14 Center for Family Services of PBC Reim ExpJulyTriple P-Positive Parenting Prg 6,666.67

601CCMO07/14 CCMO dba Families First of PBC Reim ExpJulyHlthy Families 105,816.42

643CF07/14 Children's Forum Reim ExpJulyQuality Program Assessment 36,779.92

637CHS07/14 Children's Home Society of FL Reim ExpJulyBridges CHS HUB 194,175.17

650CHS07/14 Children's Home Society of FL Reim ExpJulyWyman's Teen Outreach Prg 15,298.00

609HS07/14 Children's Place at Home Safe Reim ExpJulyHlthy Begin-Entry Agency Birth/5 201,631.33

648HS07/14 Children's Place at Home Safe Reim ExpJulyGrowing Smart 31,079.58

489ELC07/14 Early Learning Coliation of PBC Reim ExpJulyContinue to Care Scholarship 2,445,635.75

607ESF07/14 Easter Seals Florida Reim ExpJulyEarly Steps 131,891.42

614EY07/14 Esereh Youth and Family Center Reim ExpJulyFamily Outreach Srvs 38,940.33

416FC07/14 Family Central Reim ExpJulyQIS Payments Prg 233,520.42

548FC07/14 Family Central Reim ExpJulyQC Coaching/Personnel Enhance 51,690.25

592FFBGT07/14 Father Flanagan's Boys Town FL Reim ExpJulyPrimary Project 47,241.33

584HD07/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJulyNurse Family Partnership 161,618.83

618PBCHD07/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJulyHthy Begin Nurses 251,293.25

642HD07/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJulyHlthy Begin Data Entry 38,313.00

656HD07/14 FL Dept of Hlth/PBC Hth Dept Reim ExpJulyDental Services for Pregnant Women 2,500.00

352FRLS07/14 Florida Rural Legal Services Reim ExpJulyAccess to Success (Glades) 6,631.00

653HC07/14 Health Council of SouthEast FL Reim ExpJulyFetal and Mortality Review 9,833.33

555HMHB07/14 HealthyMothersHealthyBabies Reim ExpJulyHlthy Begin Centering Prgr 34,172.25

619HMHB07/14 HealthyMothersHealthyBabies Reim ExpJulyEntry Agency 140,215.33

638HP07/14 Housing Partnership Reim ExpJulyBridges HP HUBS 252,718.00

645 HP07/14 Housing Partnership Reim ExpJulyWyman's Teen Outreach Prg 27,409.17

659HP07/14 Housing Partnership Reim ExpJulySafe Kids 19,796.50

581OC07/14 Jerome Golden Center Reim ExpJulyHlthy Begin-Mental Health Srvs 16,666.67

073LAS07/14 Legal Aid Society of PBC Reim ExpJulyJuvenile Advocacy Project 188,249.58

560LAS07/14 Legal Aid Society of PBC Reim ExpJulyRelative Caregiver Project 8,046.33

284PBCLC07/14 Literacy Coalition of PBC Reim ExpJulyReach Out and Read Prg 14,945.58

612PBCLC07/14 Literacy Coalition of PBC Reim ExpJulyParent Child Home Prg Oversight 152,889.42

640PBCLC07/14 Literacy Coalition of PBC Reim ExpJulyBudding Readers 30,979.33

657PBCLC07/14 Literacy Coalition of PBC Reim ExpJulyGlades Family Education Prg 5,166.67

658PBCLC07/14 Literacy Coalition of PBC Reim ExpJulyEarly Literacy Book Distribution 12,180.75

025LSF07/14 Lutheran Services of Florida Reim ExpJulyMatch Funding 18,930.33

LSF07/14 Lutheran Services of Florida Reim ExpJulyEarly Learning System of Care 425,000.00

651NL07/14 Nutritious Lifestyle Reim ExpJulyPrenatal Plus Nutrition Service 12,500.00

371PBCBCC07/14PB Board of Cty Commissioners Reim ExpJulyHead Start Match 24,795.92

543BCC07/14 PB Board of Cty Commissioners Reim ExpJulyEarly Headstart Match 13,117.75

557PBSC07/14 Palm Beach State College Reim ExpJulyProfessional Development Sys 173,479.67

633PBSC07/14 Palm Beach State College Reim ExpJulySEEK Scholarships 156,964.83

582PCC07/14 Parent Child Center Reim ExpJulyHlthy Begin-Mental Health Srvs 16,666.67

611PCC07/14 Parent Child Center Reim ExpJulyTriple P 63,083.33

379PT07/14 Prime Time PBC Reim ExpJulyAfterschool Prg Development 199,431.58

632PT07/14 Prime Time PBC Reim ExpJulyEnhancements 178,034.33

024RCMA07/14 Redlands Christian Migrant Assoc Reim ExpJulyMatching Funding 2,841.67

553TB07/14 Tomas Boition Reim ExpJulyTransportation Consultant 15,333.33

646UL07/14 Urban League of PBC Reim ExpJulyWyman's Teen Outreach Prg 24,765.42

#3


June 26, 2014


AGENDA ITEM: 3A(2)

TITLE: Consent Agenda Resolution #14‐014 Authorizing Easter Seals Budget Increase

CSC STAFF: Nikki Martin, Program Officer; Charice Robinson, Budget Specialist

SUMMARY: For over 15 years, Children’s Services Council has supported the Treasure Coast Early Steps program in Palm Beach County. This statewide early intervention system, administered by Easter Seals Florida in five counties, offers services to eligible children, birth to 36 months, with significant developmental delays or a condition likely to result in a developmental delay. Early intervention is provided to support families and caregivers in developing the competence and confidence to help their child learn and develop. Early Steps is part of the Healthy Beginnings System, an integrated early childhood system of care, that weaves together an array of maternal/child health, early identification and intervention, parent and public education, community engagement and quality early care and education programs.

Recently the program integrated the Primary Service Provider (PSP) approach, a multi‐discipline, evidence‐based, team approach. PSP supports children and families in receiving the benefit of professionals from multiple disciplines while maintaining contact with one primary point of contact. This approach allows the child and family to receive coordinated comprehensive care.

The agency believes this approach is one indicator influencing the program’s continued growth on meeting and exceeding many of the Early Steps State Office performance requirements. Earlier this program year, Treasure Coast Early Steps received statewide recognition at the Partnering for Success Early Steps State Meeting by earning the third highest quality assurance (QA) score in the state. Treasure Coast Early Steps is considered one of the three “large” Early Steps programs and is the only one ever to receive a QA Award of Excellence. The program also received a new award, Most Improved Representativeness. This means that a high number of children received an evaluation using the Battelle Developmental Inventory‐BDI2 at program entrance and exit. These children will be included in a federal reporting project demonstrating the efficacy of early intervention.

This program is funded by multiple funders and the provider has requested that CSC increase its allocation by $200,000 to be able to continue the Primary Service Provider (PSP) approach throughout the county. The full cost of this practice is being proportionally distributed to all the funders.

FISCAL IMPACT: The total cost of funding this item for fiscal year 2013/2014 is $200,000, which will increase the total contract for Treasure Coast Early Steps to $1,782,697. The funds to support this agenda item are budgeted in the Program Strategy Budget.

RECOMMENDATION: I recommend the Council approve Resolution #14‐014 authorizing the Chief Executive Officer to enter into the necessary agreements to approve Easter Seals Florida’s allocation for the Treasure Coast Early Steps program to support the Primary Service Provider approach in an amount not to exceed $200,000, effective June 27, 2014.

DM#155765 14‐014 Easter Seals Budget Increase

RESOLUTION #14-014

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING AN INCREASED ALLOCATION TO THE TREASURE

COAST EARLY STEPS PROGRAM WITH EASTER SEALS FLORIDA

WHEREAS, the Children’s Services Council of Palm Beach County (the

“Council”) desires for every family in Palm Beach County to reach its full potential, and

is dedicated to providing evidence based and scientifically proven programs in this

effort; and

WHEREAS, the Council, through Easter Seals Florida and the Treasure Coast

Early Steps program, has embarked upon integrating the Primary Service Provider

approach, a multi-discipline, evidence-based team approach to children and families in

the program; and

WHEREAS, an increased allocation is needed to continue to provide such an

approach; this approach has contributed to the program’s statewide recognition for

quality assurance, and an award of excellence.

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF THE CHILDREN’S

SERVICES COUNCIL OF PALM BEACH COUNTY, that the Chief Executive Officer is

authorized to enter into the necessary agreements with Easter Seals Florida for the

Primary Service Provider approach in the Treasure Coast Early Steps program in an

amount not to exceed $200,000, effective June 27, 2014.

The foregoing Resolution was offered by Council Member __________________

who moved its adoption. The motion was seconded by Council Member

_______________________ and upon being put to a vote, the vote was as follows:

Ronald V. Alvarez Thomas Bean E. Wayne Gent Vincent Goodman Gregory A. Langowski Thomas E. Lynch

Dennis Miles Debra Robinson, M.D. Shelley Vana Thomas P. Weber The Chairman thereupon declared the Resolution duly passed and adopted this 26th day of June, 2014. APPROVED AS TO FORM AND LEGAL CHILDREN’S SERVICES COUNCIL SUFFICIENCY OF PALM BEACH COUNTY BY: ___________________________ BY: ___________________________ Thomas A. Sheehan, III Gregory A. Langowski, Chair Attorney for Children’s Services Council of Palm Beach County BY: ____________________________ Gaetana D. Ebbole Chief Executive Officer

#4


June 26, 2014


AGENDA ITEM: 3A(3) TITLE: Consent Agenda Resolution #14‐015 Authorizing Budget Revisions for Mental Health

Contracts CSC STAFF: Tina Hallyburton, Program Officer SUMMARY: Mental Health Services for Healthy Beginnings clients include individual, Family and Couples Counseling and Infant Mental Health Therapy Services designed to address issues that impact the health and well‐being of expectant families or families with children age 0‐5, such as: maternal depression, anger management/domestic violence, child abuse/neglect, parent/child bonding, attachment issues, parenting concern and grief and loss. The Children’s Services Council (CSC) began funding mental health services at The Jerome Golden Center for Behavioral Health, Inc. (JGC) in 2007. CSC currently budgets a total of $400,000 for mental health services equally allocated between two provider agencies JGC and The Parent‐Child Center, Inc. (PCC). These contracts are fee for service contracts with CSC being the payor of last resort. Many more of the clients referred to PCC were covered under Medicaid and therefore CSC was not invoiced for those clients. As a result, JGC has a balance of $40,000 while PCC has a balance of $150,000 as of April 30, 2014. Anticipating the continued need for mental health services through JGC, it is necessary to transfer $75,000 from the PCC contract into the JGC contract to ensure there is no lapse in services for clients at JGC for the remainder of this fiscal year. The Council has previously agreed with this manner of managing the fee for service funds in the mental health contracts. The two providers are aware and understand the approach of adjusting their funding allocations in response to numbers of clients served and other clients’ payor sources. FISCAL IMPACT: None, as we will use the reduction in the PCC contract will be used to increase the JGC contract. RECOMMENDATION:

I recommend the Council approve Resolution #14‐015 authorizing the Chief Executive Officer to execute the necessary agreements to: i) increase the mental health program contract with The Jerome Golden Center for Behavioral Health, Inc. from $200,000 to $275,000; and ii) decrease the Parent‐Child Center, Inc. mental health services contract by $75,000, effective June 27, 2014.

DM#155766 14‐015 Mental Health increase Jerome Golden decrease Parent‐Child

RESOLUTION #14-015

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING AN ADDENDUM TO CONTRACT (INCREASE) FOR

THE JEROME GOLDEN CENTER FOR BEHAVIORAL HEALTH, INC. FOR INCREASED MENTAL HEALTH SERVICES AND AN ADDENDUM TO CONTRACT (DECREASE) FOR

PARENT-CHILD CENTER, INC. FOR MENTAL HEALTH SERVICES

WHEREAS, the Children’s Services Council of Palm Beach County (“Council”) contracted

with the Jerome Golden Center for Behavioral Health, Inc. (“Jerome Golden”) and with The

Parent-Child Center, Inc. (“Parent-Child”) for specific mental health services for the Healthy

Beginnings System of Care; and

WHEREAS, Jerome Golden has experienced an increase in utilization for these services

whereas Parent-Child has been able to bill for these services under Medicaid; and

WHEREAS, the Council desires to enter into an addendum to contract (increase) with

Jerome Golden to provide additional mental health services, and enter into an addendum to

contract (decrease) with Parent-Child for the remainder of the current fiscal year; and

WHEREAS, Jerome Golden desires to provide the additional services.


SERVICES COUNCIL OF PALM BEACH COUNTY that the Chief Executive Officer is

authorized to execute, on behalf of the Council: i) the necessary addendum to contract

(increase) with the Jerome Golden Center for Behavioral Health, Inc. for mental health services

for Healthy Beginnings clients in an additional amount not to exceed $75,000 for the remainder

of the current fiscal year; and ii) the necessary addendum to contract (decrease) with The

Parent-Child Center, Inc. in an amount of $75,000 for the remainder of the fiscal year.





Dennis Miles Debra Robinson, M.D. Shelley Vana Thomas P. Weber

The Chairman thereupon declared the Resolution duly passed and adopted this 26th day of June, 2014. APPROVED AS TO FORM AND LEGAL CHILDREN’S SERVICES COUNCIL SUFFICIENCY OF PALM BEACH COUNTY

BY: ___________________________ BY: ___________________________ Thomas A. Sheehan, III Gregory A. Langowski, Chair Attorney for Children’s Services Council of Palm Beach County BY: ____________________________ Gaetana D. Ebbole Chief Executive Officer

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AGENDA ITEM: 3A(4) TITLE: Consent Agenda Resolution #14‐018 Authorizing Renewal of and Increase to ACCESS

Agreement CSC STAFF: Serenia Beckton, Program Officer SUMMARY: Children’s Services Council has had a contractual agreement with the Department of Children and Families (DCF) since August, 2009 to jointly fund three Economic Self Sufficiency Specialists (ACCESS) positions. The positions are collocated with the Healthy Beginnings (HB) Entry Agencies. These positions support the Entry Agency Navigator staff by processing Medicaid and other DCF program applications. The Navigators complete the online application in the clients’ homes; bring the documentation back to the office; and hand it to a DCF ACCESS worker for priority processing. This simplifies the process by improving communication, clarifying any follow up, and eliminating delays because if there is anything missing the two workers coordinate immediately. The collocated worker has reduced the challenges that families may face utilizing the phone application process and subsequently increased the effectiveness of CSC navigation programming. CSC provider navigation services is one of the most utilized services, accounting for over 50% of overall services provided by Healthy Beginnings (HB) programs. To date, the partnership has benefitted the HB System by increasing the number of families with children ages 0 to 5 and pregnant women who have obtained Medicaid and other DCF program assistance with ease.

FISCAL IMPACT:

The total for the current fiscal year October 1, 2013 – September 30, 2014 is $74,384 which includes an increase of $1,663. The $1,663 to support this increase to the agreement is budgeted in the Program Strategy Budget in the Other Program Services line item. The total cost for the 2‐year agreement is $158,742. Funding for future years will be subject to the Council’s annual budget and TRIM process.

RECOMMENDATION:

I recommend the Council approve Resolution #14‐018 authorizing the Chief Executive Officer to i) execute the necessary agreements for the renewal of Agreement #PFP‐15‐10 with the Department of Children and Families from July 1, 2014 through June 30, 2016; and ii) increase the total allocation by $1,663, not to exceed $74,384 for the current fiscal year, with funding for future fiscal years to be subject to the Council’s annual budget and TRIM process.

DM#155773 14‐017 Child First

RESOLUTION #14-018

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING RENEWAL OF AND INCREASE TO THE

DEPARTMENT OF CHILDREN AND FAMILIES’ ACCESS AGREEMENT

WHEREAS, the Children’s Services Council of Palm Beach County (“Council”) has jointly

funded three Economic Self Sufficiency Specialists (ACCESS) positions together with the

Department of Children and Families (“DCF”), to process Medicaid and other DCF program

applications; and

WHEREAS, the Council desires to continue such an arrangement and increase the

allocation in the amount of $1,663; and

WHEREAS, DCF also desires to continue such an arrangement.



authorized to: i) execute the necessary agreements for the renewal of Agreement #PFP-15-10

with the Department of Children and Families from July 1, 2014 through June 30, 2015; and ii)

increase the total allocation by $1,663, not to exceed $74,384 for the current fiscal year, with

funding for future fiscal years to be subject to the Council’s annual budget and TRIM process.

The foregoing Resolution was offered by Council Member ________________________





The Chairman thereupon declared the Resolution duly passed and adopted this 26th day of June, 2014. APPROVED AS TO FORM AND LEGAL CHILDREN’S SERVICES COUNCIL SUFFICIENCY OF PALM BEACH COUNTY BY: ___________________________ BY: ___________________________ Thomas A. Sheehan, III Gregory A. Langowski, Chair Attorney for Children’s Services Council of Palm Beach County BY: ____________________________ Gaetana D. Ebbole Chief Executive Officer

#6


June 26, 2014


AGENDA ITEM: 3A(5) TITLE: Consent Agenda

Resolution #14‐016 Authorizing a Memorandum of Agreement with the Early Learning Coalition of Palm Beach County for Management and Technical Support Services for the Teaching Strategies GOLD Program

CSC STAFF: Erin Gallagher, Program Officer SUMMARY:

Finishing its second year in pilot, the Teaching Strategies GOLD® assessment is a web‐based application that supports early education practitioner observation and documentation of children from birth to Kindergarten. The data collected in GOLD® can be compared with state and national learning standards (Birth‐3, Pre‐K, Head Start and Common Core). The GOLD® online assessment tool was chosen by the Children’s Services Council and has been delivered in partnership with The Early Learning Coalition of Palm Beach County (ELC) since its initial rollout. We have been successful in our ongoing goal of increasing GOLD® participation in the county and this, coupled with operationalizing the GOLD® for use in the new early learning network, moves the work to a larger program scale. Therefore, we recommend moving the management and technical support components of the GOLD® program fully to ELC. This agreement covers the initial transition period; beginning October 1, 2014, GOLD® management and technical support will become part of the larger existing CSC‐ELC contract.

FISCAL IMPACT: The total cost of funding this item for fiscal year 2013/2014 is $70,000 and the budget currently does not have funds budgeted for this agenda item. Funding for this item will be made available by using under expenditures in the Nonprofits First GOLD® technology support agreement. RECOMMENDATION:

I recommend the Council approve Resolution #14‐016 authorizing the Chief Executive Officer to enter into a contract with the Early Learning Coalition of Palm Beach County in an amount not to exceed $70,000 for management and technical support services for the GOLD® program beginning July 1, 2014 and ending September 30, 2014.

DM#155770 14‐016 MOA Early Learning Coalition GOLD

RESOLUTION #14-016

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING AN AGREEMENT WITH THE EARLY LEARNING COALITION OF PALM

BEACH COUNTY FOR MANAGEMENT AND TECHNICAL SUPPORT SERVICES IN SUPPORT OF THE TEACHING STRATEGIES GOLD PROGRAM

WHEREAS, in support of the Children’s Services Council of Palm Beach County’s (the

“Council”) Sentinel Outcome of children being ready for school, the Council had undertaken a

two-year pilot in early learning programs using the Teaching Strategies GOLD data system;

and

WHEREAS, the GOLD data system is a web-based application which allows

practitioners to observe the children and enter data in order to generate reports; and

WHEREAS, the GOLD pilot has now reached program status, and in order to

operationalize it for use in the new early learning network the Council desires to move the

management and technical support components to the Early Learning Coalition of Palm Beach

County (“Early Learning Coalition”); and

WHEREAS, the Early Learning Coalition desires to embark on such an endeavor.



authorized to enter into an agreement with the Early Learning Coalition of Palm Beach County

in an amount not to exceed $70,000 for management and technical support services for the

GOLD program for the period July 1, 2014 through September 30, 2014.

The foregoing Resolution was offered by Council Member _______________________





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June 26, 2014


AGENDA ITEM: 3A(6) TITLE: Consent Agenda Resolution #14‐017 Authorizing Funding for the Training and

Support for Implementation of the Child First model in Palm Beach County

CSC STAFF: Debra Gotlib, Program Officer SUMMARY: As was approved at the 2013/2014 Planning Session, and as the Council has been updated on over the past year, staff is pleased to advise the Council that we are ready to move forward with Child First, an innovative evidenced program. Child First is an intensive early childhood home visiting intervention to decrease the incidence of serious emotional disturbance, developmental and learning problems, and abuse and neglect among high‐risk, very young children and their families. The Child First model takes a two‐pronged approach:

1) It provides hands‐on connections to comprehensive, services and supports which wraparound the child and family in order to decrease stress and promote optimal development.

2) It provides home‐based psycho‐educational and psychotherapeutic intervention to

promote a secure parent‐child attachment and buffer the brain of the young child from

environmental/psycho‐social stress.

The Child First program will be implemented by agencies selected through the Request for

Proposal process, which begins in July 2014.

In order to facilitate the implementation of this evidence based model in Palm Beach County, staff is recommending that the Board approve funding through an agreement between the Council and Child First, Inc. that would provide for the following: 1) Program Start up fees that will cover Child First participation in the Request for Proposal

process, orientation for selected agencies, complete program materials for CSC and the selected local providers and ongoing technical support.

2) Training over a one‐year period for all staff that will implement the Child First model. Training includes several in person training dates, live webinars and online learning.

3) Salary and benefits for a Child First Clinical Director, an integral part of the Child First model, who will collaborate with the CSC staff to oversee the training and implementation of Child First model as well as providing ongoing clinical supervision to staff implementing the program.

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June 26, 2014


FISCAL IMPACT: The total cost of funding this item for fiscal year 2013/2014 will not exceed $80,000; and the total cost for funding of this item for fiscal year 2014/2015 will not exceed $480,000. The funds to support this agenda item are budgeted in the strategy budget in the Other Program Services line item. RECOMMENDATION:

I recommend the Council approve Resolution #14‐017 authorizing the CEO to enter into an agreement with Child First, Inc., for funding i) to support CSC’s and selected provider agencies access to all Child First Program materials; ii) year‐long training in the Child First model and technical and clinical support to CSC and selected provider agencies, subject to TRIM budgets and millage process for year two, in an amount not to exceed $560,000, effective July 1, 2014 through September 30, 2015, with the next fiscal year subject to the Council’s annual budget and TRIM process.

DM#155773 14‐017 Child First

RESOLUTION #14-017

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING AN AGREEMENT WITH CHILD FIRST, INC. FOR

THE CHILD FIRST MODEL TOGETHER WITH TECHNICAL AND CLINICAL SUPPORT

WHEREAS, the Children’s Services Council of Palm Beach County (“Council”) has

performed due diligence in vetting the Child First model, an evidence-based program found to

decrease the incidence of serious emotional disturbance, developmental and learning problems,

and abuse and neglect among high-risk very young children and their families; and

WHEREAS, the Council desires to implement the Child First model in Palm Beach

County; and

WHEREAS, Child First, Inc. desires to work with the Council in such an implementation.



authorized to execute the necessary agreement with Child First, Inc. for funding: i) to support

CSC’s and selected provider agencies access to all Child First Program materials; and ii) year-

long training in the Child First model and technical and clinical support to CSC and selected

provider agencies, subject to the Council’s annual budget and TRIM process for year two, in an

amount not to exceed $560,000, effective July 1, 2014 through September 30, 2015.

The foregoing Resolution was offered by Council Member ________________________





The Chairman thereupon declared the Resolution duly passed and adopted this 26th day of June, 2014. APPROVED AS TO FORM AND LEGAL CHILDREN’S SERVICES COUNCIL SUFFICIENCY OF PALM BEACH COUNTY BY: ___________________________ BY: ___________________________ Thomas A. Sheehan, III Gregory A. Langowski, Chair Attorney for Children’s Services Council of Palm Beach County BY: ____________________________ Gaetana D. Ebbole Chief Executive Officer

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June 26, 2014


AGENDA ITEM: 3A(7) TITLE: Consent Agenda Resolution #14‐020 Authorizing an Increase in Summer Camp

Scholarships CSC STAFF: Andy McAusland, Performance Program Officer SUMMARY: The Summer Camp Scholarship Program allows access to quality summer programs for at risk children ages 6‐15 in Palm Beach County who would not otherwise have an opportunity for a quality summer experience. The Council has allocated $763,400 to the program in the current fiscal year and the County has enrolled approximately 795 children. CSC’s funding for summer camp scholarships is restricted to the following: licensed child care facilities, school sites, municipality sites, county sites, and Boys and Girls Club sites. Unfortunately, there are 330 children on the wait list that were not able to be enrolled with

available funding. The County estimates that all children on the wait list could be enrolled with

an additional funding of $350,000. In the past, CSC has utilized under‐expended line items to

lower or eliminate the wait list and enroll more children in summer camp. The line item for

summer camp scholarships was reduced in this year’s budget based on expenditures last year,

but with increasing demand, staff recommends restoring the line item to slightly more than its

previous amount.

FISCAL IMPACT:

The total cost of funding this item for fiscal year 2013/2014 is $1,113,400 and the funds to support this agenda item are budgeted in the Program Division strategy budget. Under‐expenditures in a variety of line items will be utilized.

RECOMMENDATION:

I recommend the Council approve Resolution #14‐020 authorizing the Chief Executive Officer to enter into the necessary agreement for an increased allocation in an amount not to exceed $350,000 to the Friends of Community Services, Inc. contract for the Summer Camp Scholarship Program, effective June 26, 2014.

DM#155939 14‐020 Friends of Community Services Summer Camp Scholarships

RESOLUTION #14-020

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING ADDITIONAL SUMMER CAMP SCHOLARSHIPS THROUGH

FRIENDS OF COMMUNITY SERVICES, INC.


“Council”) desires to provide access to quality summer programming to children ages 6-

15 in Palm Beach County; and

WHEREAS, such summer programming is provided through licensed child care

facilities, school sites, municipality sites, county sites and Boys and Girls Club sites; and

WHEREAS, the Council desires to expand its summer camp scholarship program

to incorporate the current wait list, and serve an additional 330 children.



authorized to enter into the necessary agreement with Friends of Community Services,

Inc. for an increase allocation in an amount not to exceed $350,000, effective June 26,

2014, for such summer camp scholarships.






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June 26, 2014


AGENDA ITEM: 3B(1) TITLE: Business Agenda

Revised Resolution #14‐011 Authorizing Early Head Start and Head Start Match Funding Agreement with Lutheran Services Florida

CSC STAFF: Randy Palo, Director of Program Performance; Shelley Parker,

Program Officer; Nikki Martin, Program Officer SUMMARY: At the May 20, 2014 Council meeting, the Board approved the match funding agreement between the Palm Beach County Commission and CSC, and authorized the CEO to enter into a 15‐month agreement (7/1/14 through 9/30/15) with Lutheran Services Florida, as the federal Head Start grantee, for provision of Early Head Start and Head Start programs as part of an Integrated Early Learning System of Care, in an amount not to exceed $6,375,000 combining both Palm Beach County Commission and CSC funds. To ensure a seamless transition, the effective date of the contract be June 1, 2014 (instead of July 1, 2014) to allow funds to be used for start‐up expenses. The total amount of the contract will remain the same. FISCAL IMPACT:

None. RECOMMENDATION: I recommend the Council approve revised Resolution #14‐011 authorizing the Chief Executive Officer to enter into a 16‐month agreement (6/1/14 through 9/30/15) with Lutheran Services Florida, as the federal Head Start grantee, for provision of Early Head Start and Head Start programs as part of an Integrated Early Learning System of Care, in an amount not to exceed $6,375,000 combining both Palm Beach County Commission and CSC funds, with future fiscal years subject to the Council’s TRIM and budget process.

DM#154705 14‐011 Early Head Start‐Head Start Match Funding and Integration

RESOLUTION #14-011 (revised 6/26/14)

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING AN INTERLOCAL AGREEMENT

WITH THE PALM BEACH COUNTY COMMISSION FOR MATCH FUNDING FOR EARLY HEAD START AND HEAD START PROGRAMS

WHEREAS, the Children’s Services Council of Palm Beach County (“Council”) together

with the Palm Beach County Commission and other local stakeholders desire to integrate local

Early Head Start and Head Start programs (“EHS/HS”) into an evolving Early Learning System of

Care; and

WHEREAS, the Council wishes to gradually assume responsibility for the local funding of

EHS/HS, with the County Commission contributing its EHS/HS match to the Council and

gradually increasing its funding of evidence-based/promising programs for youth and young

adults with the following funding commitments:

Fiscal Year County Match CSC Match

County New Evidence‐Based/Promising Youth & Young Adult Program Funds

2014 $1,025,000 $250,000

2015 $4,100,000 $1,000,000 $0

2016 $3,100,000 $2,000,000 $1,000,000

2017 $2,100,000 $3,000,000 $2,000,000

2018 $1,100,000 $4,000,000 $3,000,000

2019 $0 $5,100,000 $4,100,000

WHEREAS, the Palm Beach County Commission desires to work with the Council in this

funding schedule, and desires to enter into an interlocal agreement for this purpose; and

WHEREAS, Lutheran Services Florida, as the federal Head Start grantee, proposes to

provide such Head Start services and the Council desires to enter into a funding agreement to

provide the combined match amounts set forth above.



authorized: i) to execute, on behalf of the Council, an interlocal agreement with the Palm Beach

County Commission for the period June 1, 2014 through September 30, 2019 (subject in future

years for both the Council’s and Palm Beach County Commission’s TRIM budget and millage

process); and ii) execute an agreement with Lutheran Services Florida, as the federal Head

Start grantee, for provision of EHS/HS programs as part of an integrated early learning system

of care, for a 15 month period (7/1/14 – 9/30/15), in a total amount not to exceed $6,375,000

(which includes both County and Council match funds).

The foregoing Resolution was offered by Council Member ___________________


Resolution #14‐011 Page 2 of 2


Ronald V. Alvarez Thomas Bean

E. Wayne Gent Vincent Goodman Gregory A. Langowski Thomas E. Lynch


CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY June 26, 2014 Council Meeting – 5:00 p.m.

Agenda

Agenda Item: Reference #: 1. Call to Order

A. Invocation B. Pledge of Allegiance C. Presentations

2. Minutes

A. May 20, 2014 Council Meeting 1

Recommendation: I recommend the Council approve the Minutes of the May 20, 2014 Council meeting as presented.

3. Individual Appearances – Agenda Items 4. Council Committees:

Program Review Committee Report

Finance Committee o Tentative approval of 14/15 CSC Annual Budget

5. Business/Consent Agenda A. Consent Agenda Management

1. Additions, Deletions, Substitutions 2. Items to be pulled from Consent Agenda 3. Adoption of revised Consent Agenda, walk‐in Warrants List, and Financial Statements of May 31, 2014.

B. CSC Funded Programs – Current – N/A

C. CSC Funded Programs – Future – N/A

D. Planning & Development – N/A E. Personnel – N/A F. Financial

1. Warrants List 2

CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY Council Meeting Agenda – June 26, 2014 Council Meeting Page: 2

#155515 140626 Council Agenda

Recommendation: I recommend the Council approve the Warrants List, in accordance with the established budgets for each of the expensed items, as presented.

G. Administration

1. Resolution #14‐012 Accepting Revised CSC Procurement Policy 3

Recommendation: I recommend the Council approve Resolution #14‐012 accepting the revisions to the CSC Procurement Policy, as presented, effective July 1, 2014.

2. Resolution #14‐019 Authorizing Fall 2014 Reading Campaign Book Purchase 4

Recommendation: I recommend the Council approve Resolution #14‐019 authorizing the Chief Executive Officer to enter into an agreement with Scholastic for reading campaign book purchase in an amount not to exceed $385,000 effective June 26, 2014.

6. Business/Non Consent Items

1. Resolution #14‐013 Authorizing Changes to Council’s Bylaws 5 Recommendation: I recommend the Council approve Resolution #14‐013 authorizing adoption of the revision of Bylaws as set forth in Exhibit “A” to the Resolution.

7. Walk‐In Items 8. Chief Executive Officer’s Report

1. Palm Beach State College – Nicole Lopez, Program Officer 2. BRIDGES Presentation – Christy Potter, Director of Communications

9. Legal Reports

10. Individual Appearances – Non Agenda Items 11. Council Comments 12. Adjournment

#: 1

AGENDA ITEM SUMMARY June 26, 2014 Council Meeting

AGENDA ITEM: 2A TITLE: Minutes – May 20, 2014 Council Meeting RECOMMENDATION: I recommend the Council approve the Minutes of the May 20, 2014 Council meeting as presented.

CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY COUNCIL MEETING

Thursday, May 20, 2014, 5:00 p.m.

MINUTES 1. Call to Order

Chair Langowski called the meeting to order at 5:00 p.m.

Present: Judge Ronald V. Alvarez; Thomas Bean; Vince Goodman; Greg Langowski; Tom Lynch; Shelley Vana; Tom Weber.

Excused: Debra Robinson, M.D.; E. Wayne Gent; Dennis Miles. A. Invocation – led by Vince Goodman B. Pledge of Allegiance – led by Chair Langowski C. Presentations

1. Teen Pregnancy Prevention Month Activities Re‐cap & Update ‐ Marsha Guthrie, Program Officer; Nikki Martin, Program Officer; Jeff Goodman, Research & Evaluation Officer Guest Presenters: Women of Tomorrow Mentor & Scholarship Program, Mentees/ Students

of Boynton Beach Community High School (BBHS): Kanalda Julien; Jessica Terrano; Tatiana Moise; LaToya Dejanus

Marsha Guthrie, Program Officer stated that in April 2014 the Council had approved a Proclamation and had joined the National Campaign to Prevent Teen Pregnancy by supporting May as the national month for teen pregnancy prevention. She stated that one of CSC’s sentinel outcomes was to support healthy births, and when young teens had children it presented a myriad of health problems. She stated that they had partnered with the School District and many other community partners in bringing awareness around teen pregnancy prevention. She outlined programs that supported this effort: TOP (Teen Outreach Program), an evidence‐based program reaching over 400 teens in approximately 30 communities throughout Palm Beach County; Community Voice provides factual information to residents/community members across the whole community supporting efforts regarding healthy births; Bridges consistently provides information regarding the importance of prenatal care. Ms. Guthrie stated that during the past month they had been flooding social media with information regarding teen pregnancy prevention which had been led by the Communications department. She stated that there had been info graphs on the CSC website in addition to posts to the Palm Beach Post. She stated that they had developed a brief about what teen pregnancy looked like in Palm Beach County which would be distributed in June, upon receipt from printing. She stated that CSC had both targeted interventions in addition to a broad outreach to support teen pregnancy prevention. Jeff Goodman, Program Officer stated that teen birth rates had decreased not only in Palm Beach County, but also statewide and nationally. He stated that PBC had one of the lowest

Children’s Services Council of Palm Beach County May 20, 2014 Council Meeting Page: 2

doc#155477 140520 Minutes.doc

rates in the State of Florida, and lower than most urban counties. He stated that they believed that one of the contributing factors was the dramatic efforts that had been put forth in nine Zip codes. He stated that those 9 Zip codes accounted for one‐third of all teen births in the county. He stated that the 9 Zip codes were located in: Riviera Beach, Belle Glade, Lake Park, West Palm Beach, Mangonia Park, Boynton Beach, and Delray Beach. He stated that they had considered the 9 Zip codes and compared them to comparable Zip codes from Broward County and Orange County with the same demographic breakdown of 65% African Americans teen births, and 20% Hispanic teen births. Mr. Goodman stated that in 2010 they had implemented Community Voice in the nine Zip codes, and that in 2011 Bridges and TOP had become operational. He referred to a chart and stated that in 1995, 50% of all teen births had been in the prescribed 9 Zip codes. He stated that in 2009, for every 1,000 females ages 16 to 19, 65 of them had given birth. He stated that within the five years since, they were down to 32.9 births. He stated that in 5 years they had dropped from 65.4 teen births per 1,000 to 32.9 teen births, almost a 50% drop. He stated that the State of Florida had dropped about 22% during the same time. He stated that they had looked at the percentage change, and there had been a 29% change in Palm Beach County compared to a 22% change in the State of Florida, which was statistically significant. He stated that there were 206 less teen births (in these Zip codes) in 2013 than there were in 2009. Mr. Goodman shared information regarding teen subsequent births. He stated that there had been a drop in the last two years to bring them to their lowest rate of repeat teen births since 1995. He stated that in 1995, one out of every three teens that gave birth was a subsequent birth, and in 2013 it was one out of every five teens. Mr. Goodman stated that a third of all teen births were in the nine prescribed Zip codes. He stated that within those Zip codes the teen birth rate had decreased almost 50% since 2009. He stated that there had been 206 less births in 2013 than in 2009, although the overall number of births (for all ages) had not decreased. Nikki Martin, Program Officer stated that in meeting with their mentees the previous year, they had been informed of the possibility of a “pregnancy pact” at their school, where young people would intentionally get pregnant at the same time. LaToya Dejanus stated that, as a high school student they saw the struggles and pressure that their peers faced, and that approximately 83% of teens did not receive education before they had sex. She stated that Women of Tomorrow had dedicated their time to increase the numbers (of having received education). Tatiana Moise stated that she had wanted to get involved with teen pregnancy prevention because her mother had been a teenage mother, and had dropped out of school and never finished. She stated that her mother had also been a single mother and it had been very hard, and that most teens do not understand how hard it is to raise a child. The Women of Tomorrow explained all of the activities they had undertaken in this initiative: a computer bank with games with various scenarios, posters around the school showing male and female statistics, and attending Proclamation meetings at the Board of



County Commissioners and School Board. They thanked the Council for acknowledging their efforts. Nikki Martin stated that the efforts had been spearheaded by Amy Crease of the Teen Pregnancy Prevention Collaborative. Amy Crease stated that she worked for the School District in Student Intervention Services, and that she had been running the District’s teen parent program for 24 years. She thanked the Council for being a major partner in the collaborative’s Prevention Sub‐Committee. She stated that they had brought forth a national campaign, and the Council had provided staff to take on advertising, marketing and community support, including providing the sub committee with a lot of guidance. Ms. Crease stated that they had had 3,176 go online and take the quiz. She stated that it had been a pleasure to get involved with the young people of Boynton Beach High School to see what they were doing with regard to teen pregnancy prevention. She stated that the child care budget (for teen parents) at the school district was $1.5 million per year, or about $100,000 per month which the District was happy to pay, to encourage the teens to stay in school. She stated that due to the work being undertaken around teen pregnancy prevention, her renewal contracts with the District had dropped by around $400,000 which freed up monies to be directed towards other efforts. She thanked the Council for the teen outreach programs, not only CSC‐funded programs but the prep‐dollar funded programs, with both programs working next to each other to provide a cohesive teen outreach program in Palm Beach County. She thanked the Council for its commitment to teen pregnancy prevention and for its commitment to academic success. Shelley Vana congratulated the Women of Tomorrow for taking leadership roles. Tom Weber stated that Boynton Beach High School sounded like a model program. He congratulated the Women of Tomorrow for taking the leadership role.

2. Legislative Action – Karen Deringer, Senior Communications Analyst

Karen Deringer, Senior Communications Analyst referred to a handout regarding issues affecting children and families from the Legislative Session. She stated that CSC was well‐served in Tallahassee with the Florida Children’s Council, working with Jon Moyle. She stated that it was good news for children and families in the current year, with new dollars and some legislation helping kids. Ms. Deringer stated that CSCs around the state had worked on the Booster Seat bill. She stated that Florida was one of only two states that did not have a Booster Seat bill, and that although there had been previous efforts requiring children up to age seven to be in a booster seat, the recent legislation made it a requirement up to age five. She stated that all of Palm Beach County’s delegation were supporters, and many co‐introducers of this bill. Ms. Deringer stated that there had been major reform efforts with child welfare and juvenile justice. She stated that the bill regarding reform with early learning did not pass with the recent amendments placed on it at the end of the session because it had amendments that were not related like Bright Futures. She stated that the good thing was



that much of the work had been done for the upcoming year, and many components would be reintroduced in the upcoming year. Ms. Deringer stated that the Early Learning budget included $10 million for a performance funding pilot. She stated that the CEO of the Florida CSC had been very instrumental in helping to get it passed, and that CSC staff would be represented on workgroups helping to implement it. She stated that there had been an additional $3 million for child care services/school readiness services and an increase for pre‐k providers that worked out to be $50 per child. Ms. Deringer stated that the child welfare budget had received an increase of over $50 million, with much of it going towards investigators. She stated that there was also $10 million for community‐based care agencies. She stated that the Guardian Ad Litem also received additional funding. She referenced attorneys for dependent children with special needs and stated that special needs included: children in a nursing facility being prescribed psychotropic medication (and declining it), children with a developmental disability, children in a residential treatment center, and victims of human trafficking. She stated that CSC’s Guardian Ad Litem program and others in the community were exploring how those dollars would be used to address those children not currently served by attorneys. Ms. Deringer stated that juvenile justice also had a major reform bill. She stated that there was the proposal of a non‐secure evening reporting center as an alternative to detention. She stated that this could serve children and families in a structured program in the afternoon and evening hours when they were waiting for Court hearings. Ms. Deringer stated that there were other more modest increases in the juvenile justice budget ‐ $3 million for CINS/FINS, and $2 million for the PACE Centers for Girls. She stated that there was an increase in dollars for the detention costs, and $2 million for juvenile justice education. Ms. Deringer stated that there had been a lot of legislation passed regarding education, and highlighted the creation of a new middle school early warning system to address children at risk. She stated that there would be pilots chosen around the state in the early learning performance system. These pilots would get enhancements for their professional development and an observation system for their classrooms. She stated that these centers would teach high need populations which translated, to some extent, to non‐English speaking populations. She stated that the outcomes of the pilots would be tracked, and if successful, they would pave the way for more pilots in the future. Ms. Deringer stated that the child welfare legislation was very comprehensive and it focused on safety. She stated that there was a new Assistant Secretary for Child Welfare, and a new person in charge of data. She stated that it started at the top, and could translate to an increase in focus. She stated that the legislation required child‐focused safety plans. She stated that there was additional funding for protective investigators, and the training of those investigators. She stated that there was a focus on young children and



medically fragile children, and the bill underscored that there were certain kids that needed more attention. She stated that there were pilot programs that included two investigators to go out to any child under age three that had a prior investigation. She stated that there had been many reform efforts in the past, and it now included an Institute for Child Welfare with all the Universities in the state contributing to setting guidelines for practice. Ms. Deringer stated that the legislation required DCF to post information about child deaths on its website, and to establish a critical response team regarding child deaths. She stated that this extended the Rilya Wilson Act, extending it to all children under school age. She stated that children should be in a preschool, and if they were not present the Providers were required to call to find out why the child was not present. Ms. Deringer stated that there were additional dollars for intensive reading instruction in the funding streams, targeted at the poor performing schools (300 schools across the state). She stated that it was $60 million in new dollars for intensive reading, in addition to an additional $167 million for affordable housing. She stated that there was provision for tax breaks for back‐to‐school purchases, hurricane supplies, car seats, bike helmets and energy efficient appliances. Ms. Deringer stated that the 2016 legislative session will start the second Tuesday of January. She stated that this had been requested for all even‐numbered years. Thomas Bean asked about the child safety devices and asked what the rationale had been previously for not previously passing the bill. He stated that he could understand pushback regarding going to age seven across the board, instead of a height and weight requirement. Karen Deringer stated that the previous legislation had taken into account height and weight, but it was vetoed/voted down due to dictating something in the lives of every day families. Tom Sheehan stated that Senate Bill 1632 was a restructuring of Chapter 189 which dealt with special districts in general. He stated that it had been revised with 8 separate sections so the numbers of the sections had dramatically changed. He stated that the key things affecting Council members were: i) A requirement beginning October 1, 2015 that certain specified items have to go on the

CSC website, and that CSC has to provide its website address to the Special Accountability Program;

ii) The Governor has the ability (as he has with Municipal Officers) to suspend and remove members of the governing boards of special districts for malfeasance.

Mr. Sheehan referred to SB 846 (primarily an Ethics Bill), which included training for constitutional officers, including School Board members, County Commissioners, Superintendents of Schools, now added municipal officials – to include 4 hours of ethics training every calendar year. He stated that they were now required to report with their financial disclosure, a verification that they had had undertaken the training. He stated that if someone refuses to file the disclosure after receiving a notice from the Ethics Commission it



would result in an automatic fine, and regardless of whether or not they pay the fine, the Ethics Commission now has the ability to initiate an investigation and conduct a public hearing without receipt of a complaint. He stated that if they found out that the person’s failure to file was wilful, the Commission could recommend the officer be removed from public office. He stated that the bill was subject to the Governor’s veto. Chair Langowski clarified that Council members did not currently have to attend 4 hours of ethics training. Mr. Sheehan stated that certain members of the Council did have to attend the ethics training at the current time.

2. Minutes A. Minutes of April 24, 2014 Council Meeting

A motion by Bean/Vana to approve the Minutes of the April 24, 2014 Council Meeting as presented was approved by unanimous vote.

3. Individual Appearances – Agenda Items – N/A

4. Council Committees:

Program Review Committee Chair Langowski stated that the Program Review Committee approved the PRC Consent Agenda including the Warrants List and Resolution #14‐011. A motion by Goodman/Alvarez to approve the PRC agenda in its entirety was approved by unanimous vote. Personnel Committee Shay Tozzi, Director of Human Resources, stated that the Personnel Committee had met May 8, 2014. She stated that the Personnel Committee comprised of Judge Alvarez, Vince Goodman, and Chair Langowski. She stated that the Personnel Committee met on an annual basis to discuss CSC’s performance evaluation process, in addition to discussing staff’s compensation to ensure that CSC had the ability to attract and retain a high performing workforce. She stated that the economy had been depressed in the past 4 or 5 years, and that CSC staff had not received any increases due to the economy. She stated that the market was strengthening and CSC wanted to be in alignment with the market. She stated that the CSC Finance Committee had discussed the budget, and the Personnel Committee, in collaboration with the Finance Committee recommended a merit pool of 3% , assessed by a comprehensive performance evaluation process. She stated that Leah Shaw, Chief of Operations would be presenting later in the meeting regarding Key Functions of each individual position, individual business goals, and core competencies. Ms. Tozzi stated that the Personnel Committee also looked at group insurance benefits on an annual basis. She stated that the Finance Committee had approved a maximum of 15% increase for



insurance renewal for 2015, and the Personnel Committee would like to ratify such a decision and move forward with the process. Ms. Tozzi stated that the Personnel Committee wished to propose four additional days holiday for CSC staff between Christmas and the New Year. Tom Lynch asked whether CSC covered the premium for the employee only, or for dependents also. Ms. Tozzi stated that CSC covered the premium for the employee, and that there was an offset co‐payment for any additional family members the employee wished to add. She stated that CSC did not pay for dependent coverage, just a portion of it. Mr. Lynch asked how much that portion represented. Ms. Tozzi stated that the co‐pay was $62.50 per pay period or $125 per pay period, based upon the elections of the employee. Mr. Lynch asked what percentage this represented. Ms. Tozzi stated that it was about 20%. Mr. Lynch asked about the merit increases and the range, asking what the highest percentage was that an employee could receive if they were averaging 3%. Ms. Tozzi stated that it could go from zero to five percent. Mr. Lynch stated that he was surprised that there was no range built in, and asked whether the Personnel Committee had discussed the range. Ms. Tozzi stated that it had been discussed, and that the recommendation was based on not exceeding a total of 3%. Mr. Lynch stated that in future it would be best for the Council to set the range. A motion by Lynch/Goodman to approve the merit range from zero to five percent, with the total not to exceed 3%, was approved by unanimous vote. A motion by Goodman/Lynch to approve all recommendations of the Personnel Committee as outlined was approved by unanimous vote.

5. Business/Consent Agenda A. Consent Agenda Management

1. Additions, Deletions, Substitutions ‐ None

2. Items to be Pulled for Discussion – Agenda Item 5G(1) (reference #3) was pulled for discussion purposes.

3. Adoption of the Consent Agenda, Walk‐In Warrants List and Financial Statements of April 30, 2014

A motion by Vana/Goodman to approve the Consent Agenda with the exception of Agenda Item 5G(1), Walk‐In Warrants List, and Financial Statements of April 30, 2014 was approved by unanimous vote.

B. CSC Funded Programs – Current – N/A

C. CSC Funded Programs – Future – N/A



D. Planning & Development – N/A E. Personnel – N/A

F. Financial

1. Warrants List – Approved by Consent

G. Administration 1. Resolution #14‐009 Authorizing Summer Camp T‐shirts to Promote ‘Happily Ever After Begins With SUMMER Reading’

Tom Lynch stated that this agenda item had been pulled from the April Council meeting and asked why CSC was waiving its procurement policy. John Bartosek, Chief Communications Officer, stated that the item was pulled from the April agenda because they had needed to know how many shirts the summer camps needed, which had not been known before the April meeting date. He stated that they wanted to present an accurate representation to the Council of the number of shirts to be purchased. Mr. Bartosek stated that the time window between Council consideration at the current time, and purchasing, printing, and delivery of the shirts in time for the start of summer camp was narrow. He stated that it was because of the narrow window that they were asking for a waiver of CSC procurement policies. He stated that the vendor they intended to use, Promowearhouse, was one that they had used in the past and had not encountered any difficulties. Mr. Lynch stated that his concern was, with government today, if you did not bid properly you were criticized for it. He asked whether it would have been better for the agenda item to have moved forward in April with a range for pricing, instead of at this late date. Mr. Bartosek stated that the dollar amount in the agenda item was an “up to” amount, and that they did not expect to spend the full amount requested. He stated that in this respect, they were following Mr. Lynch’s suggestion. Mr. Lynch stated that this could have taken place in April and they would not have needed to waive procurement policies. He stated that circumventing procurement policies got many governments in trouble. Shelley Vana stated that she was in agreement, although she would support this agenda item. Mr. Lynch asked how many shirts would be printed. Mr. Bartosek stated that it was approximately 16,000 shirts, spread out over more than 100 summer camps. He stated that the camps had agreed that the campers would wear the shirts at least one day per week. He stated that they would all wear the shirts June 20, the designated “summer learning” day. Mr. Lynch stated that it was a good price at under $4 per shirt, but the policy was more important than the price. Tom Sheehan, Legal Counsel, stated that he accepted the Council’s advice on waiving the Procurement Policies, and noted that although they were asking for a waiver of the formal bid process three quotes had, in fact, been obtained.



A motion by Vana/Goodman to waive the Council’s Procurement Policy requiring a formal bid process and approve Resolution #14‐009 authorizing the Chief Executive Officer to execute a contract with Promowearhouse, Inc. for an “up‐to” amount of $60,000 for the purchase and distribution of “Happily Ever After Begins with SUMMER Reading” T‐shirts to summer camp staff and children, effective May 21, 2014 was approved by unanimous vote.

2. Revision to Resolution #14‐040 Authorizing a Revised Agreement with the Center for the

Study of Social Policy, Inc. – Approved by Consent

3. Resolution #14‐010 Authorizing Renewal of an Interlocal Agreement for CSC to be under the Jurisdiction of the Office of Inspector General – Approved by Consent

6. Business/Non Consent Items – N/A 7. Walk‐In Items – N/A 8. Chief Executive Officer’s Report

1. Communications Strategy Area Update – John Bartosek, Chief Communications Officer John Bartosek, Chief Communications Officer stated that the organizational goal that most directly pertained to Communications was to provide information about CSC’s work and its value, and the opportunities the community has to access programs and services. He stated that there were three divisional goals:

Provide general information using all available media channels

Provide program, provider, and client information using appropriate channels, and

Develop and maintain public awareness campaigns.

Mr. Bartosek stated that they had selected three goals on which to work in the current year: i) the next phase of the Healthy, Safe & Strong campaign; ii) Regular TV programming; and iii) launching a CSC Speaker’s Bureau. A 30 second Public Service Announcement was played – a Healthy, Safe & Strong PSA. Mr. Bartosek stated that the PSAs were the second round of promoting Healthy, Safe & Strong, and they were being used throughout the year on TV, in addition to being played at movie theatres during the Holiday season. He stated that in addition to the PSAs there was printed collateral for Healthy, Safe & Strong. He stated that the Family Guide was distributed to the Council in April, and there were also Resource Cards, in addition to a brief regarding Child Safety. He stated that the new brief (which only came out the previous week) was regarding child abuse and neglect, and was currently on‐line. Mr. Bartosek stated that the next department goal was television programming, and they had launched six 30‐minute news‐style TV programs on WXEL. He stated that the topics of the six shows were as follows: prenatal health, bonding with baby, child development, child safety,



parenting, and literacy. He stated that they were in the process of planning an additional six episodes to air in the summer. He stated that the current six episodes were currently appearing on the County’s channel 20, and on the School District’s channel 10, and on eight different municipal TV systems. He stated that all airings were at no charge to CSC. Mr. Bartosek stated that the third goal had been the launch of CSC’s Speaker’s Bureau. He stated that it had been launched in Spring, 2014. He stated that a version of the presentation had been demonstrated to the Council in March, and that there was a standard version which was flexible. He stated that the scheduling had gone reasonably well and that they had 12 volunteers in‐house. He directed Council member’s attention to a Speaker’s Bureau card, and asked Council members to distribute cards within their own networks to help spread the word. Mr. Bartosek stated that the next division goal in the larger category was provide program, provider, and client information. He stated that they had produced, printed and distributed more than 400,000 pieces of written materials in the first 6 months of the year, including promoting new programs such as Incredible Years, and promoting the expansion of the Centering Pregnancy program. He stated that much of the 400,000 pieces of material were pertaining to the Happily Ever After campaign, with hundreds of thousands of bookmarks that had been printed. He stated that Council members had each been given bookmarks, and the current phase was promoting summer reading. Mr. Bartosek stated that they had worked with the Outreach Messaging Group to combine the work of the outreach agencies, (both the Entry Agencies and BRIDGES). He stated that they had connected focus groups regarding the Quality Counts restructuring. He stated that they had gone to the City Councils that had BRIDGES sites in their communities and had presented reports to the City Commissions, with the exception of West Palm Beach. He stated that they had been unable to get on the City of West Palm Beach agenda, and had hence invited them to a CSC event, and had hosted a big community luncheon where they had presented the report. Mr. Bartosek stated that the “coffee clatch” was a combination of the marketing/outreach/ communications officers where they regularly got together to discuss the value of their work to the community. He stated that they had produced approximately 12 success stories which had been shared with the Council and were available online. Mr. Bartosek stated that the third division goal was maintaining and developing public awareness campaigns which fell into four categories: i) Child Safety campaign; ii) Happily Ever After campaign; iii) Teen Pregnancy and Prevention campaign; and iv) Parenting. He stated that the “What If” child safety campaign was focused on a quarterly basis, addressing safety in and around water, cars, the home, and neighborhoods. He stated that there were banners with all the “What If” logos at all elementary schools, and there was a brief on child safety. He stated that they had used radio for much of the “What If” safety campaign because it was effective in reaching Spanish‐speaking and Creole audiences. He stated that they also had web banners on the Palm Beach Post home page. He stated that the billboards were the most recognizable part of the “What If” campaign, especially the drowning billboards. He stated that in the Fall they would have return to school child safety billboards up.



Mr. Bartosek stated that CSC had been recognized in 2012 as a Pacesetter by the National Campaign for Grade Level Reading. He stated that they had built strong community collaboration and partnerships with the Literacy Coalition, School District, United Way, and local media to build a broad‐base public education campaign. He stated that these connections emphasized the connection between childhood development, reading, school readiness, and ultimate school success, graduation, and a strong career, and building a stronger community. He stated that the Steering Committee for these projects included the County library, the Mendel library, a number of businesses and media and community stakeholders who tried to address the campaign to all residents of the community. He stated that it all fed into grade level reading, and the website to support it was PBCReads.org. He stated that they were utilizing social media with web banners and buttons, in addition to radio and television. He stated that they were working on other PSAs with the author James Patterson, a Palm Beach resident. He stated that Mr. Patterson had been very supportive with his time and dollars to literacy efforts. Mr. Bartosek stated that in Fall, 2013 they had a Happily Ever After book fair where children could pick a book of their own to keep and that they had also launched another book fair the previous week to focus on summer reading. He showed the original billboard “My happily ever after begins with Reading” and the new version “My happily ever after begins with Summer Reading”, and stated that the billboards were on location in approximately 12 sites throughout the county. He referred to the bookmarks which now cited summer reading. He mentioned the ecards (on the CSC website and social media) which were available to send electronically at no cost. He stated that there was a new poster, and 20,000 wristbands had been distributed to increase awareness of teen pregnancy prevention. He stated that there had been Proclamations regarding teen pregnancy prevention from the County, School District, and CSC, and that they were working on the teen pregnancy prevention brief. Mr. Bartosek stated that with regard to the Parenting campaign they had relaunched the families website to match the printed Family Guide. He stated that they had Triple P collateral and a parenting show which focused on Triple P. He stated that they had distributed the breastfeeding booklet, and had recruited families to Incredible Years by invitation. He stated that they were working on a video for the Healthy Steps program, and there were many pieces of literature as BRIDGES collateral. Mr. Bartosek stated that the data card distributed in April, 2014 cited:

15,087 children and families served via maternal/child health (pregnancy and child development)

16,050 children and families served via quality care and education

46,194 children and families served via family support, afterschool care, and advocacy (BRIDGES and advocacy work)

407,649 children and families served via outreach/initiatives (parenting programs, drowning prevention).

Judge Alvarez commented on the teen birthrate report (brief) and stated that it was outstanding. Mr. Bartosek stated that it had been sent out at the beginning of May as a news



release, and that is was on the CSC website. He stated that with the report presented by Jeff Goodman regarding the comparable gains by Palm Beach County (vs. Broward county or counties with other similar demographics) it was particularly striking. He stated that the media hadn’t picked up on the release earlier in the month so they would try again to get them to focus on it by putting out a fresh press release. Thomas Bean asked how the teen pregnancy prevention campaign slogan “It can’t happen to me” was developed. Christy Potter, Communications Director, stated that the local teen pregnancy prevention campaign supports the National Campaign to Prevent Teen Pregnancy. She stated that “It can’t happen to me” was the slogan that the national campaign had selected. She stated that the landing page created by CSC at PBCteens.org was able to determine how many teens were going onto the website to take the quiz, because on the national website they did not break it down by state or county. She stated that they wanted to see how their efforts were transferring into numbers. She stated that they were also able to see where the teens were logging on, and retain those analytics, such as computers at the School District, Facebook, or a mobile device. She stated that “It can’t happen to me” came from stayteens.org, the national site. She invited all Council members to log on to take the fun quiz and build their own paper girlfriend or boyfriend.

2. Talent Management Strategy Area Update – Leah Shaw, Chief Operations Officer Leah Shaw, Chief Operations Officer stated that at the center of everything that CSC did was its organizational goals. She stated that the Talent Management/Operations Division’s focus was primarily on two of the organizational goals: supporting and maintaining a high performing, cohesive staff, and operating more effectively, efficiently and maximizing the use of resources. She stated that connections to organizational goals were at the forefront of all work undertaken by Human Resources, Project Management, Operations, and Learning & Development and they helped others to make those same connections. Ms. Shaw stated that the Talent Management/Operations Division was responsible for various functions that reach across the entire organization such as: contracts, strategic planning, quality assurance, compensation and benefits, procurement, employee relations, and policies and procedures. She stated that they had shared the goal cascade the previous year: organizational goals which cascaded to organizational strategies, which cascaded to division goals, which cascaded to department goals, which cascaded to individual business and learning goals. She stated that the model established and maintained the golden thread that ensured focus on the child outcomes. She stated that this model was incorporated into the CSC Goals Module to create CSC’s comprehensive Performance Management Program. Ms. Shaw stated that there were the 4 areas of staff performance evaluation. She stated that the CSC Core Competencies were success factors for all CSC jobs and were influenced by research from the Department of Labor, the Gates Foundation and Harvard. She stated that Individual Business Goals completion supported the achievement of CSC’s Organization Goals, and that each employee’s learning plan enhances their skills and abilities to achieve these goals. She stated that these Performance Program components, regularly reviewed with staff for



clarity and inter‐rater reliability, reinforced CSC culture that values staff contributions, accountability, high performance and continuous improvement. She stated that it was housed within CSCIS, the internal operations management data system. Ms. Shaw stated that the CSCIS provided internal management tools allowing them to slice and dice data at all levels to ensure they were on track. She stated that the screenshot shown provided chief executives with business goals tracking so that decisions could be made from an organization‐wide perspective. She showed another view and stated that every division head had access to goal tracking data which showed the percentage of goal completion by their division. She stated that as a result of the system they were able track progress on individual goals which assisted them with day‐to‐day operations. Ms. Shaw stated that in supporting employee learning plans they provided a wide array of learning resources to meet diverse workforce requirements. She stated that to enable Supervisors to have performance‐linked analytics they had developed reports with learning information for each department. She stated that together with the correlating performance rating results, a supervisor could determine how best to focus their staff’s time and efforts. Ms. Shaw stated that they were focused organization‐wide on continuous improvement opportunities that supported organizational goals. She stated that some of the work in progress designed for time savings and quality enhancements included process automations, robust data systems, and cross‐walked analytics, which all supported the children and families of Palm Beach County.

9. Legal Reports

1. Financial Disclosure Forms Due July 1, 2014

Tom Sheehan, General Counsel, stated that Council members would be receiving financial disclosure forms from the Commission on Ethics in the next few weeks. He stated that they were due to be submitted July 1, 2014. He asked Council members to mark their calendars to timely return their form. He stated that he would check the State site and remind those who had not filed.

2. Overview of Sunshine and Public Records Laws

Tom Sheehan stated that he gave an annual “driving course” regarding the Sunshine and Public Records laws. He stated that if two or more members of the same Board discussed any matter which could reasonably come before that Board, then a “meeting” had taken place. He stated that, under the Sunshine Law, that meeting should have been noticed, open to the Public, and should have Minutes, otherwise they would be in violation. He gave an example of the current Council meeting which had been Public Noticed, would have Minutes, and the public had been invited. He stated that it also applied to committee meetings, and any other meetings in the Council’s decision making process. He stated that the Finance Committee meetings were also subject to the Sunshine Law.



Mr. Sheehan stated that when two or more Council members discussed a matter likely to come before the Council there was a potential Sunshine issue. He stated that Council members had to be mindful of this in their day‐to‐day business. He stated that Council members may have the need to have interaction with each other outside of their seats on the Council and they needed to ensure that conversation did not stray over into Council business. He stated that the Sunshine Law also covered conversations, whether face‐to‐face or by phone, emails, instant messaging, Facebook, Twitter and all other electronic forms of communication. He stated that one‐way communication was permitted, for example an email from one Council member to the rest. He stated that this must be strictly a monologue and there should not be any responses received. He stated that if something important needed to go out he would suggest asking the CEO to distribute, so that if “reply” was used, it would be going back to the CEO and not the other Council members. Mr. Sheehan stated that ordinarily, conversations with staff were not covered under the Sunshine Law, and that staff were not permitted to be a conduit or liaison for interaction between Board members. He stated that a known violation of the Sunshine Law was a misdemeanor in the second degree with 60 days in prison and $500 fine. He stated that an unintentional violation could be prosecuted with a civil penalty up to $500. He stated that there was a correction process which was time‐consuming and cumbersome to erase Sunshine Law violations. Mr. Sheehan stated that Public Records were defined as: all documents, papers, letters, maps, books, tapes, sound recordings, etc. which were made or received, pursuant to all laws or ordinances or in connection with the transaction of official business by an agency. He stated that it had been interpreted by the Florida Supreme Court to encompass all materials in official business use to perpetuate, communicate, or formalize knowledge. He stated that, absent a statutory exemption, public records should be available for viewing and copying by the public. He stated that it also included email messages, text messages, instant messages, etc. He stated that there was an issue because these types of messages needed to be preserved, and there were requirements regarding the retention of public records for a specified period of time. He stated that this could be tricky in the case of text messages or messages on social media. He stated that they had disabled the instant messaging capability on staff (work) smart phones. He stated that CSC had a system to automatically preserve emails, in addition to a system to preserve the social media posts on the CSC website. Mr. Sheehan stated that there was no “unfinished business” or “draft” exception, if a preliminary document had been prepared, it was a public record. He stated that the location of a record was not determinative. He stated that the location of a public record did not matter; whether it was on a CSC computer, a Council member’s private, personal computer or smart phone, blackberry, or home computer. Having documents retained by a third party did not exempt them from being subject to public records requests. He stated that if a person was denied to right to inspect a public record they could bring a lawsuit, and, if successful, would be entitled to reimbursement of attorney’s fees. He stated that a public officer, knowingly violating



this provision would be subject to suspension, removal, or impeachment, and it would also be a misdemeanor in the first degree, punishable by 1 year in prison and a fine of $1,000.

10. Individual Appearances – Non‐Agenda Items – N/A 11. Council Comments

Chair Langowski stated that the Chair of the Council would normally serve on the Board of the Palm Beach County Education Commission, but that he knew Council members Tom Weber and Thomas Bean were also on the Board of the Education Commission. He asked for one of them to serve in his place and for one to step down, to eliminate any possible violations of the Sunshine law. It was decided that Tom Weber would remain on the Board of the Palm Beach County Education Commission as CSC’s representative and that Thomas Weber would find another representative from FPL to represent his presence in this regard.

12. Adjournment

The meeting was adjourned at 6:27 p.m.

________________________________ ____________________________________ Vincent Goodman, Secretary Gaetana D. Ebbole, Chief Executive Officer

#: 2


AGENDA ITEM: 5F(1) TITLE: Financial – Warrants List CSC STAFF: Bill Cosgrove, Chief Financial Officer RECOMMENDATION: I recommend the Council approve the Warrants List, in accordance with the established budgets for each of the expensed items, as presented.

Children's Services Council

Warrant List

June 26, 2014

Document No VendorName Description Total

PO-14-1584 Christine Potter SunFest Expenses Parking & Supplies $24.18

PO-14-1585 Kirk Herbst Mileage Reimbursement $215.04

PO-14-1586 American Express CPC Incredible Years Meeting Village Academy $109.34

PO-14-1587 Debbie Manigat Mileage Reimbursement $188.72

PO-14-1588 American Express CPC Incredible Years Training $333.30

PO-14-1589 The Family Restaurant Incredible Years Meeting Bridges Belle Glade 5/9-2014 $250.00

PO-14-1590 The Family Restaurant Incredible Years Meeting Bridges Belle Glade 5/16-2014 $250.00

PO-14-1591 American Express BTA TPalmer Airfare San Francisco CA 7/7-2014 $691.99

PO-14-1592 Lori Miller Tuition Reimbursement $1,304.16

PO-14-1593 Charice Robinson Tuition Reimbursement $1,672.89

PO-14-1594 American Express CPC Meeting Supplies Successful Supervisor Meeting $122.98

PO-14-1595 Manhattan Trophy Plates for Departing HBC Members JPeters EKelly $85.14

PO-14-1596 American Express CPC KBrandi Hotel Shuttle Oakland CA 7/7-2014 $549.66

PO-14-1597 Karen Brandi Travel Advance Oakland CA 7/7-2014 $122.68

PO-14-1598 American Express CPC NIGP Procurement Books $208.00

PO-14-1599 Palm Beach Newspaper Employment Ad In-Network Navigator 3-2014 $144.00

PO-14-1600 American Express CPC Material Incredible Years From Discount School Supply $138.46

PO-14-1601 American Express BTA Flight & baggage Fees LSchifter Seattle 9/7-2014 Tableau Training $414.00

PO-14-1602 Junction International Translation Services Bridges Flyer HIPPA Forms $320.00

PO-14-1603 American Express CPC TPalmer Hotel Shuttle Baggage Oakland CA 7/7-2014 $880.62

PO-14-1604 Avis Rent A Car AEsquivel Balance Rental Car Palm Coast FL 5/19-2014 $22.75

PO-14-1605 American Express CPC Incredible Years Bridges Lake Worth West $371.00

PO-14-1606 El Latino Newspaper Full Page Ad & Web Ad CSC Programs & Agencies $1,056.00

PO-14-1607 American Express CPC ASTD Membership Renewal JMuniz $229.00

PO-14-1608 Kaeser and Blair Tshirt Order Incredible years $283.10

PO-14-1609 American Express CPC Meeting Supplies Incredible Years Training $40.75

PO-14-1610 American Express CPC American Advertising Federation Awards Gala $1,200.00

PO-14-1611 American Express CPC STAR Training Meeting $133.62

PO-14-1612 Palm Beach Newspaper Legal Ad For Council Meeting Date Change 5/11/-2014 $41.28

PO-14-1613 Integrated Telecom Solution Cabling Installation $725.00

PO-14-1614 Publix PMT Meeting $50.10

PO-14-1615 American Express CPC ROI Meeting $68.92

PO-14-1616 Open Text Wireless DMS Annual Maintenance $1,589.50

PO-14-1617 American Express CPC Meeting Supplies $54.73

PO-14-1618 American Express CPC Incredible Years Meeting 5/23-2014 Village Academy $68.85

PO-14-1619 Teachstone Training Teachstone Class Training Material $6,293.93

PO-14-1620 American Express BTA JBartosek CPotter Airfare Washington DC 6/6-2014 $758.00

PO-14-1621 American Express CPC JBartosek CPotter Hotel Taxi Airport Parking Washington DC 6/6-2014 $513.70

PO-14-1622 Teachstone Training Teachstone - Online Class Training $135.00

PO-14-1623 American Express CPC 75 Walmart Gift Cards Bridges Survey Incentives $750.00

PO-14-1624 Bonnie Wagner Mileage Reimbursement $85.58

PO-14-1625 American Express CPC Incredible Years Meeting 5/27-2014 Spanish River Church $227.49

PO-14-1626 American Express CPC Incredible Years Meeting 5/27-2014 Bridges Lake Worth West $89.85

PO-14-1627 Gold Star Graphic Correction Of PO -14-1415 Amount Entered Incorrect $363.43

PO-14-1628 Barry Telecommunication TV Production Air Time Growing Up Strong Series Healthy Safe & Strong 5/20-9/30-2014 $39,690.75

PO-14-1629 American Express CPC 4 Port USB Hub $105.88

PO-14-1630 Alejandro Esquivel Travel Reimbursement Palm Coast FL 5/19-2014 $72.50

PO-14-1631 Jay Ackerman Travel Reimbursement Palm Coast FL 5/19-2014 $374.78

PO-14-1632 American Express CPC ITMPI Membership SDavey $199.00

PO-14-1633 Robert Kurimski Travel Reimbursement Tampa FL 5/22-2014 $88.74

PO-14-1634 American Express CPC ESanchez Hotel Taxi Airport Parking Las Vegas NV 7/22-2014 $560.81

PO-14-1635 American Express CPC SCraddock Hotel Taxi Airport Parking Las Vegas NV 7/22-2014 $560.81

PO-14-1636 Junction International Translation - Print Ad $80.00

PO-14-1637 American Express CPC MGuthrie Hotel Orlando FL 5/20-2014 Reimbursed By DCF $136.42

PO-14-1638 Marsha Guthrie Travel Reimbursement Orlando FL 5/20-2014 $23.52

PO-14-1639 Susan Timmons Consultant Travel Reimbursement Orlando FL 5/11-2014 $256.09


PO-14-1641 American Express CPC Background Screening Vericon NMartinez $51.00

PO-14-1642 Laneishia Adderly Travel Reimbursement Orlando FL 5/11-2014 $249.46

PO-14-1643 School District Of PBC Background Checks for Incredible Years Group Leaders $262.26

PO-14-1644 Florence Roth Mileage Reimbursement $43.12

1


Warrant List

June 26, 2014


PO-14-1645 Gaetana Ebbole Mileage Reimbursement $91.37

PO-14-1646 Capital Office Products Paper Copy Rooms $929.86

PO-14-1647 Office Depot Office Supplies Staff $256.40



PO-14-1650 Graphics Plus, Inc. 30,000 Book Stickers For Literacy Coalition $2,022.00

PO-14-1651 American Express CPC Material Incredible Years Graduation $705.52

PO-14-1652 American Express CPC Focus Group Supplies $22.38

PO-14-1653 American Express CPC Registration Hotel LFleischman 7/23-2014 Washington DC $1,914.20

PO-14-1654 American Express CPC Registration Hotel ANicholson NCMA World Congress Conference 7/27/30-2014 Washington DC $1,706.16

PO-14-1655 American Express CPC Registration Hotel DGotlib NCMA World Congress Conference 7/27/30-2014 Washington DC $1,706.16

PO-14-1656 American Express BTA JMuniz National Trainer Airfare Pittsburgh PA 6/24-2014 $453.99

PO-14-1657 American Express CPC JMuniz Hotel Baggage Airport Parking Shuttle Pittsburgh PA 6/24-2014 $474.00

PO-14-1658 American Express BTA Triple P Consultants (Six) Airfare Columbia SC 6/15-2014 $2,310.00

PO-14-1659 American Express CPC Triple P Consultants (Six) Hotel & Shuttle Columbia SC 6/15-2014 $3,635.06

PO-14-1660 American Express CPC LSanders Reimbursement Supplies 5/28-2014 $19.53

PO-14-1661 Able Envelope & Printing Reprint 6000 Prenatal Flyers Healthy Mothers Healthy Babies $576.00

PO-14-1662 American Express CPC Replacement Cameras Mounts Wire $890.00

PO-14-1663 American Express CPC Repair Lateral Line Drain South Side Building Add Clean-Out $616.00

PO-14-1664 American Express CPC Replacement Directional & Lobby Signs $90.00

PO-14-1665 W.W. Grainger Keyed Wall Switches $88.84

PO-14-1666 Val-DA-LAR Caulk Glue Clear Bulb $18.46

PO-14-1667 Ian Finlayson Carpet Cleaning Stevenson Barrie A-B Conference Room Chairs $790.75

PO-14-1668 PBC Property Appraiser Fourth Quarter Commissions Due7/1-2014 $195,824.50

PO-14-1670 American Express AEBTA MRodriguez Airfare Seattle WA 9/8-2014 $543.00

PO-14-1671 American Express CPC Items For Incredible Years - Baby Group $276.65

PO-14-1672 Irene Apolinar Mileage Reimbursement $145.04

PO-14-1673 The Family Restaurant Incredible Years Meeting 5/23-2014 Bridges Belle Glade $250.00

PO-14-1674 DebonAir Mechanical Furnish & Install 2 HVAC Condensing Units $11,975.00

PO-14-1675 American Express AEBTA Consultant RSchumacher Airfare To San Francisco 7/7-2014 EC-LINC $620.00

PO-14-1676 HMHB Reimbursement For Healthy Start Risk Screens #141016 $571.69

PO-14-1677 Clear Copy Reprints 1500 Healthy Steps Brochure English Spanish 7 Creole Versions $561.00

PO-14-1678 American Express AEBTA Flight KBrandi & NLopez One Goal Conference Tampa FL 7/16/18-2014 $342.00

PO-14-1679 American Express CPC Hotel KBrandi & NLopez Tampa Downtown 7/16/18-2014 One Goal Conference $532.00


PO-14-1681 American Express CPC MRodriguez Registration Hotel Baggage Airport Parking Shuttle Seattle WA 9/8-2014 $2,488.74

PO-14-1682 Olga Viera Additional Triple P Seminar 6/1-9/30-2014 $2,400.00

PO-14-1683 Carmen Paz Olmos Additional Triple P Seminar 6/1-9/30-2014 $2,400.00

PO-14-1684 American Express CPC RAlleman Additional Hotel Charges Orlando FL 5/28-2014 $192.51

PO-14-1685 Nurse Family Partnership Sponsor Agreement Access NFP Community Reporting Portal & Data Requests 5/1-9/30-2014 $1,976.00

PO-14-1686 Alleman Richard Travel Reimbursement Orlando FL 5/28-2014 $171.72

PO-14-1687 Publix QC Evaluation Meeting $7.36

PO-14-1688 Community Back to School Bash Back to School Bash August 2014 $15,000.00

PO-14-1689 Publix Program Management Meeting $41.09

PO-14-1690 Sonitrol of Ft. Lauderdale Furnish & Install Additional Equipment To CSCPBC Security System $4,083.00

PO-14-1691 American Express CPC Consultant RSchumacher Hotel Oakland CA 7/7-2014 EC-LINC $499.66

PO-14-1692 American Express CPC Supplies TPalmer $39.46

PO-14-1693 American Express CPC Vendor Table National Coalition Of 100 Black Women $100.00

PO-14-1695 MSP Electric Disconnect Feeds At Pole & Junction Box $68.00

PO-14-1696 The Brickman Group Preserve Area Annual Clean Out Non-Natives $1,875.00

PO-14-1697 The Brickman Group Irrigation Removal Replacement West Preserve Perimeter $491.46

PO-14-1698 Certified Backflow Protection Annual Backflow Testing Pot & Nonpot $280.00

PO-14-1699 American Express CPC Elevator License Renewal 91098 & 91099 $150.00

PO-14-1700 Vashti Rutledge Mileage Reimbursement $82.32

PO-14-1701 WPTV - TV 5 Television Air Time CSC Public Education 6/9-9/30-2014 $43,477.50

PO-14-1702 LaNita Sanders Mileage Reimbursement $91.84

PO-14-1703 Ronald C. Braatz Consulting Services Migrate MS Exchange infrastructure Office 365 Cloud Based Solution $5,000.00

PO-14-1704 Jackie Adames Additional Triple P Seminars 6/1-9/30-2014 $2,400.00

PO-14-1705 Knowledge Advisors Metrics That Matter Learning Analytics Software & Support 7/1-2014 6/30-2015 $22,500.00

PO-14-1706 Forte Interactive Delivery 4/16-2014 New List Social Media Enhancement $378.00

PO-14-1707 El Latino Newspaper Full Page Ad Insertion 5/30/14 El Latino Newspaper All CSC Programs $1,056.00

2


Warrant List

June 26, 2014


PO-14-1708 American Express CPC STAR Series Training $149.34

PO-14-1709 American Express CPC QC Evaluation Meeting 6/4-2014 $78.32

PO-14-1710 The Florida Bar The Florida Bar Annual Membership Fee TSheehan $300.00

PO-14-1711 American Express CPC Incredible Years Meeting 6/5/2014 Spanish River Church $245.09

PO-14-1712 Publix Super Markets Incredible Years Graduation 6/6-2014 Bridges Belle Glade $42.99

PO-14-1713 The Family Restaurant Incredible Years Meeting 5/30-2014 Bridges Belle Glade $250.00

PO-14-1714 The Family Restaurant Incredible Years Graduation 6/63/2014 Bridges Belle Glade $250.00

PO-14-1715 American Express CPC RBattle Office Supplies WHIN 6/5-2014 $71.48

PO-14-1716 American Express BTA Orbitz Flight LFleischman Washington DC 7/20/23-2014 $230.00

PO-14-1717 American Express BTA Orbitz Flight ANicholson & DGotlib Washington DC 7/27/30-2014 $518.00

PO-14-1718 American Express CPC Registration One Goal Conference KBrandi & NLopez Tampa FL 7/16/18-2014 $150.00

PO-14-1719 City of West Palm Beach Secure Lake Pavilion Venue Nurse Family Partnership Graduation Program $3,500.00

PO-14-1720 American Express CPC Zero To Three Subscription Renewal JMuniz 1 year $79.00

PO-14-1721 American Express CPC Renewal AEA Registration Membership LFleischman $95.00

PO-14-1724 American Express CPC Pitney Bowes Supplies $71.87

PO-14-1725 American Express CPC Tableau Qualified Associate Exam $250.00

PO-14-1726 Karen Brandi Travel Advance Tampa FL 7/16-2014 $92.00

PO-14-1727 Amanda Scott Mileage Reimbursement $23.36

PO-14-1728 Nicole Lopez Travel Advance Tampa FL 7/16-2014 $90.11

PO-14-1729 Laura Fleischman Travel Advance Washington DC 7/20-2014 $168.67

PO-14-1730 John Bartosek Mileage Reimbursement $136.04

PO-14-1731 Florida Association HSC 2014-2015 HSC Quarterly Training For3rd Quarter Redesign $2,030.28

PO-14-1732 Florida Association HSC 2014-2015 HSC Annual Dues $865.28

PO-14-1733 Florida Association HSC HSC Redesign Qrtly Training For4th Quarter 2013-2014 $2,030.28

PO-14-1734 Barry Telecommunications Television Air Time CSC Public Education 6/30-9/30-2014 $16,848.00

PO-14-1735 WTCN, Channel 15 Television Air Time CSC Public Education 6/30-9/30-2014 $3,900.00

PO-14-1736 WTVX Television Air Time CSC Public Education 6/30-9/30-2014 $9,165.00

PO-14-1737 Dr. Jianping Shen Travel Reimbursement Kalamazoo MI To Boynton Beach 6/3-2014 $107.00


PO-14-1739 Jeanne Brossell Travel Reimbursement Orlando FL 6/5-2014 $135.16

PO-14-1740 American Express CPC Microsoft Support Service Request $259.00

PO-14-1741 Christine Potter Travel Reimbursement Washington DC 6/6-2014 $76.67

PO-14-1742 John Bartosek Travel Reimbursement Washington DC 6/6-2014 $102.67

PO-14-1743 Gaetana Ebbole Travel Reimbursement Washington DC 6/3-2014 $350.00

PO-14-1744 American Express BTA DVarda Airfare Washington DC/San Francisco & From Denver CO/ San Francisco ECLINC 7/7-2014 $1,029.00

PO-14-1745 Jon Burstein Mileage Reimbursement $197.68

PO-14-1746 American Express BTA SParker Airfare Washington DC 7/6-2014 $679.00

PO-14-1747 Mabel Q.Cardec Translation Spanish Rack Card Outreach Brochure $143.00

PO-14-1748 American Express CPC SParker Hotel Baggage Airport Parking Taxis Washington DC 7/6-2014 $1,069.16

PO-14-1749 Shelley Parker Travel Advance Washington DC 7/6-2014 $92.01

PO-14-1750 MDH Graphic Services Reprint 25,500 Breastfeeding Booklets 17,000 English 8500 Spanish Delivered $5,672.00

PO-14-1751 Amy Lora Travel Reimbursement Orlando FL 6/8-2014 $245.38

PO-14-1752 MDH Graphic Services Reprints Developmental Stages Brochure (ASQ) Bridges $272.00

PO-14-1753 Police Athletic League Provision On Site Assistance & Child Care Services Bridges Incredible Years Parenting Group $1,000.00

PO-14-1754 American Express CPC Hotel MBaron ELINC Oakland CA 7/10-2014 $817.86

PO-14-1755 American Express BTA Flight MBaron ELINC Oakland CA 7/10-2014 $663.00

PO-14-1756 Palm Beach Broadcasting Radio Air Time Child Safety Campaign 6/16-8/17-2014 $24,650.00

PO-14-1757 Sunshine Printing Reprints of DV trifold brochures - 2000 Eng 2000 Spanish 2000 Creole for HMHB $854.74

PO-14-1759 The Incredible Years Incredible Years Training $3,981.25

PO-14-1760 American Express CPC Skillpath Seminar $179.95


PO-14-1762 Florida Media Group Newpaper Ad 6/19/2014 Healthy Safe & Strong Campaign $1,590.00

PO-14-1763 Vanessa Deilks Mileage Reimbursement $32.12


PO-14-1765 Carter Pritchett Advertising Billboard Production Belle Glade Summer Reading $600.00

PO-14-1766 MDH Graphic Services 500 Centering Flyers In Creole $72.00

PO-14-1767 Office Depot Office Supplies $122.74


PO-14-1769 KDT Solutions 10A Toner For JAckerman- HP LaserJet 2300 $80.00

PO-14-1770 Michelle Gross Travel Reimbursement Orlando FL 4/23-2014 $196.03

PO-14-1771 Xuejin Lu Travel Reimbursement Amherst NY 6/8-2014 $319.12

3


Warrant List

June 26, 2014


PO-14-1772 Shred-it USA LLC Addition Of Blanket PO-14-74 To Cover Shredding Rest Of FY1314 $350.00

PO-14-1773 Deborah Tatonetti Travel Reimbursement Orlando FL 5/28-2014 $283.67

PO-14-1774 American Express BTA Delta Fee Name Change PThompson Triple P Training New Orleans 7/17/20-2014 $50.00

PO-14-1775 Child First Start Up Fees & Incidentals 7/1/9/30-2014 $80,000.00

PO-14-1776 Charles Beneby Tuition Reimbursement $700.65

PO-14-1777 Danielle Varda LOC For Early Childhood Learning & Innovation Network For Communities $500.00

PO-14-1778 Comcast Spotlight Television Air Time Public Education Campaign 7/1/9/30-2014 $31,652.64

PO-14-1779 Palm Beach Newspaper Online Rotator Ads 7/28-9/30-2014 $5,530.00

PO-14-1780 American Express Orbitz Flight PThompson Triple P Training New Orleans 6/16/20-2014 $646.49

PO-14-1781 American Express CPC Hotel PThompson Triple P Training New Orleans 6/17/20-2014 $605.47

PO-14-1782 American Express CPC Coffee Klatch Meeting $63.33

PO-14-1783 American Express CPC Coffee Klatch Meeting $59.96

PO-14-1784 American Express CPC Accounts Payable Network Training PVitello $95.00

PO-14-1785 Philip Zelazo Travel Reimbursement 1/30-5/1-2014 Executive Function Conference $300.63

PO-14-1786 American Express CPC Accurate Outlook Duplicate Remover Software $19.95

PO-14-1787 Three B. Corporation Reorder of Safety promo items Items for Safe Kids of PBC $2,812.50

PO-14-1788 Comcast Spotlight Television Air Time Public Education Campaign 9/2/30-2014 $4,888.00

PO-14-1789 WPEC Television Air Time Public Education Campaign 6/30-9/30-2014 $28,900.00

PO-14-1790 Early Learning Coalition Management & General Technical Support Of The GOLD Program 1/1-9/30-2014 $70,000.00

PO-14-1791 Teachstone Training One Day On Site Class Training 7/29/2014 Including Travel Expenses $12,000.00

PO-14-1792 Xerox Audio Visual Solutions Optimize & Enhance AV Configuration Upgrading All Equipment & Adding Audio $15,226.25

PO-14-1793 American Express CPC Subscription Renewal For Progressive Business Compliance $119.85

PO-14-1794 Sharon Tozzi Mileage Reimbursement $27.76

PO-14-1795 Lorraine Monts Mileage Reimbursement $20.16

PO-14-1796 American Express CPC 4 Cases Compostable Plates $272.50

PO-14-1797 Kirk Herbst Mileage Reimbursement $20.16

PO-14-1798 American Express CPC 4 x 12V 8AH APC Back-UPS CS 350, BK350, BK350i, BK350Ei Replacement $73.96

PO-14-1799 Clear Copy Business Cards For JMuniz $48.00

PO-14-1800 Clear Copy 500 English 500 Spanish Incredible Years Invitations $848.00

4

July 2014

Payroll


June 26, 2014Prepared by Sandy Knapp

Check Amount Check Date Empl ID Description9732 7/15/14 Wells Fargo Pay Prd 7/01/14-7/15/149733 $2,522.42 7/15/14 1013 Pay Prd 7/01/14-7/15/149734 $1,972.51 7/15/14 1067 Pay Prd 7/01/14-7/15/149735 $1,800.39 7/15/14 1193 Pay Prd 7/01/14-7/15/149736 $1,574.57 7/15/14 1185 Pay Prd 7/01/14-7/15/149737 $2,843.68 7/15/14 1179 Pay Prd 7/01/14-7/15/149738 $4,124.13 7/15/14 1164 Pay Prd 7/01/14-7/15/149739 $2,357.05 7/15/14 1029 Pay Prd 7/01/14-7/15/149740 $2,890.63 7/15/14 1024 Pay Prd 7/01/14-7/15/149741 $1,974.57 7/15/14 1180 Pay Prd 7/01/14-7/15/149742 $1,502.96 7/15/14 1183 Pay Prd 7/01/14-7/15/149743 $2,612.99 7/15/14 1030 Pay Prd 7/01/14-7/15/149744 $1,910.80 7/15/14 1190 Pay Prd 7/01/14-7/15/149745 $1,829.80 7/15/14 1135 Pay Prd 7/01/14-7/15/149746 $1,769.81 7/15/14 1105 Pay Prd 7/01/14-7/15/149747 $2,087.08 7/15/14 1025 Pay Prd 7/01/14-7/15/149748 $5,331.75 7/15/14 1062 Pay Prd 7/01/14-7/15/149749 $2,036.40 7/15/14 1157 Pay Prd 7/01/14-7/15/149750 $2,543.93 7/15/14 1069 Pay Prd 7/01/14-7/15/149751 $2,293.20 7/15/14 1155 Pay Prd 7/01/14-7/15/149752 $2,509.28 7/15/14 1168 Pay Prd 7/01/14-7/15/149753 $2,719.95 7/15/14 1172 Pay Prd 7/01/14-7/15/149754 $2,258.40 7/15/14 1184 Pay Prd 7/01/14-7/15/149755 $5,822.72 7/15/14 1089 Pay Prd 7/01/14-7/15/149756 $1,116.44 7/15/14 1128 Pay Prd 7/01/14-7/15/149757 $2,163.98 7/15/14 1015 Pay Prd 7/01/14-7/15/149758 $1,213.07 7/15/14 1059 Pay Prd 7/01/14-7/15/149759 $2,086.89 7/15/14 1147 Pay Prd 7/01/14-7/15/149760 $2,687.32 7/15/14 1066 Pay Prd 7/01/14-7/15/149761 $2,243.29 7/15/14 1175 Pay Prd 7/01/14-7/15/149762 $2,007.27 7/15/14 1085 Pay Prd 7/01/14-7/15/149763 $1,267.72 7/15/14 1106 Pay Prd 7/01/14-7/15/149764 $2,449.42 7/15/14 1187 Pay Prd 7/01/14-7/15/149765 $1,772.23 7/15/14 1141 Pay Prd 7/01/14-7/15/149766 $1,861.51 7/15/14 1192 Pay Prd 7/01/14-7/15/149767 $2,240.02 7/15/14 1061 Pay Prd 7/01/14-7/15/149768 $1,793.62 7/15/14 1057 Pay Prd 7/01/14-7/15/149769 $2,231.25 7/15/14 1043 Pay Prd 7/01/14-7/15/149770 $1,281.51 7/15/14 1191 Pay Prd 7/01/14-7/15/149771 $1,587.69 7/15/14 1195 Pay Prd 7/01/14-7/15/149772 $1,698.49 7/15/14 1119 Pay Prd 7/01/14-7/15/149773 $1,109.71 7/15/14 1111 Pay Prd 7/01/14-7/15/149774 $1,463.45 7/15/14 1011 Pay Prd 7/01/14-7/15/149775 $2,844.41 7/15/14 1182 Pay Prd 7/01/14-7/15/149776 $1,572.37 7/15/14 1064 Pay Prd 7/01/14-7/15/149777 $3,938.19 7/15/14 1165 Pay Prd 7/01/14-7/15/149778 $2,839.59 7/15/14 1104 Pay Prd 7/01/14-7/15/149779 $1,262.53 7/15/14 1188 Pay Prd 7/01/14-7/15/149780 $1,802.58 7/15/14 1178 Pay Prd 7/01/14-7/15/149781 $1,854.13 7/15/14 1148 Pay Prd 7/01/14-7/15/149782 $1,677.89 7/15/14 1109 Pay Prd 7/01/14-7/15/149783 $1,708.08 7/15/14 1038 Pay Prd 7/01/14-7/15/149784 $1,481.45 7/15/14 1189 Pay Prd 7/01/14-7/15/14

July 2014

Payroll



Check Amount Check Date Empl ID Description9785 $2,021.45 7/15/14 1150 Pay Prd 7/01/14-7/15/149827 $1,200.00 7/15/14 1199 Pay Prd 7/01/14-7/15/149786 $1,788.98 7/15/14 1136 Pay Prd 7/01/14-7/15/149787 $1,743.42 7/15/14 1154 Pay Prd 7/01/14-7/15/149788 $1,880.64 7/15/14 1003 Pay Prd 7/01/14-7/15/149789 $2,180.51 7/15/14 1122 Pay Prd 7/01/14-7/15/149790 $1,662.05 7/15/14 1045 Pay Prd 7/01/14-7/15/149791 $1,562.12 7/15/14 1022 Pay Prd 7/01/14-7/15/149792 $815.08 7/15/14 1177 Pay Prd 7/01/14-7/15/149793 $2,884.01 7/15/14 1140 Pay Prd 7/01/14-7/15/149794 $1,302.74 7/15/14 1065 Pay Prd 7/01/14-7/15/149795 $2,760.88 7/15/14 1088 Pay Prd 7/01/14-7/15/149796 $3,554.17 7/15/14 1071 Pay Prd 7/01/14-7/15/149797 $1,999.57 7/15/14 1149 Pay Prd 7/01/14-7/15/149798 $3,070.48 7/15/14 1058 Pay Prd 7/01/14-7/15/149799 $1,268.19 7/15/14 1169 Pay Prd 7/01/14-7/15/149800 $2,255.44 7/15/14 1072 Pay Prd 7/01/14-7/15/149801 $1,668.46 7/15/14 1079 Pay Prd 7/01/14-7/15/149802 $933.45 7/15/14 1134 Pay Prd 7/01/14-7/15/149803 $2,129.10 7/15/14 1162 Pay Prd 7/01/14-7/15/149804 $1,924.80 7/15/14 1137 Pay Prd 7/01/14-7/15/149805 $1,810.88 7/15/14 1120 Pay Prd 7/01/14-7/15/149806 $1,069.82 7/15/14 1196 Pay Prd 7/01/14-7/15/149807 $1,069.82 7/15/14 1123 Pay Prd 7/01/14-7/15/149808 $2,056.94 7/15/14 1194 Pay Prd 7/01/14-7/15/149809 $1,657.82 7/15/14 1138 Pay Prd 7/01/14-7/15/149810 $1,774.80 7/15/14 1176 Pay Prd 7/01/14-7/15/149811 $2,028.35 7/15/14 1007 Pay Prd 7/01/14-7/15/149812 $2,036.31 7/15/14 1186 Pay Prd 7/01/14-7/15/149813 $1,377.47 7/15/14 1152 Pay Prd 7/01/14-7/15/149814 $3,325.12 7/15/14 1167 Pay Prd 7/01/14-7/15/149815 $4,275.71 7/15/14 1070 Pay Prd 7/01/14-7/15/149816 $2,230.21 7/15/14 1163 Pay Prd 7/01/14-7/15/149817 $1,639.67 7/15/14 1197 Pay Prd 7/01/14-7/15/149818 $3,747.18 7/15/14 1101 Pay Prd 7/01/14-7/15/149819 $2,515.14 7/15/14 1031 Pay Prd 7/01/14-7/15/149820 $1,765.89 7/15/14 1090 Pay Prd 7/01/14-7/15/149821 $1,393.13 7/15/14 1048 Pay Prd 7/01/14-7/15/149822 $1,386.29 7/15/14 1129 Pay Prd 7/01/14-7/15/149823 $1,305.98 7/15/14 1158 Pay Prd 7/01/14-7/15/149824 $2,028.95 7/15/14 1144 Pay Prd 7/01/14-7/15/149825 $3,540.20 7/15/14 1014 Pay Prd 7/01/14-7/15/149826 $1,956.06 7/15/14 1173 Pay Prd 7/01/14-7/15/149828 TBD 7/15/14 1200 Potential New Hire

July 2014

Payroll



Check Amount Check Date Empl ID Description9829 7/31/14 WACHOVIA Pay Prd 7/16/14-7/31/149830 $2,522.42 7/31/14 1013 Pay Prd 7/16/14-7/31/149831 $1,972.51 7/31/14 1067 Pay Prd 7/16/14-7/31/149832 $1,800.39 7/31/14 1193 Pay Prd 7/16/14-7/31/149833 $1,574.57 7/31/14 1185 Pay Prd 7/16/14-7/31/149834 $2,843.68 7/31/14 1179 Pay Prd 7/16/14-7/31/149835 $4,124.13 7/31/14 1164 Pay Prd 7/16/14-7/31/149836 $2,357.05 7/31/14 1029 Pay Prd 7/16/14-7/31/149837 $2,890.63 7/31/14 1024 Pay Prd 7/16/14-7/31/149838 $1,974.57 7/31/14 1180 Pay Prd 7/16/14-7/31/149839 $1,502.96 7/31/14 1183 Pay Prd 7/16/14-7/31/149840 $2,612.99 7/31/14 1030 Pay Prd 7/16/14-7/31/149841 $1,910.80 7/31/14 1190 Pay Prd 7/16/14-7/31/149842 $1,829.80 7/31/14 1135 Pay Prd 7/16/14-7/31/149843 $1,769.81 7/31/14 1105 Pay Prd 7/16/14-7/31/149844 $2,087.08 7/31/14 1025 Pay Prd 7/16/14-7/31/149845 $5,331.75 7/31/14 1062 Pay Prd 7/16/14-7/31/149846 $2,036.40 7/31/14 1157 Pay Prd 7/16/14-7/31/149847 $2,543.93 7/31/14 1069 Pay Prd 7/16/14-7/31/149848 $2,293.20 7/31/14 1155 Pay Prd 7/16/14-7/31/149849 $2,509.28 7/31/14 1168 Pay Prd 7/16/14-7/31/149850 $2,719.95 7/31/14 1172 Pay Prd 7/16/14-7/31/149851 $2,258.40 7/31/14 1184 Pay Prd 7/16/14-7/31/149852 $5,822.72 7/31/14 1089 Pay Prd 7/16/14-7/31/149853 $1,116.44 7/31/14 1128 Pay Prd 7/16/14-7/31/149854 $2,163.98 7/31/14 1015 Pay Prd 7/16/14-7/31/149855 $1,213.07 7/31/14 1059 Pay Prd 7/16/14-7/31/149856 $2,086.89 7/31/14 1147 Pay Prd 7/16/14-7/31/149857 $2,687.32 7/31/14 1066 Pay Prd 7/16/14-7/31/149858 $2,243.29 7/31/14 1175 Pay Prd 7/16/14-7/31/149859 $2,007.27 7/31/14 1085 Pay Prd 7/16/14-7/31/149860 $1,267.72 7/31/14 1106 Pay Prd 7/16/14-7/31/149861 $2,449.42 7/31/14 1187 Pay Prd 7/16/14-7/31/149862 $1,772.23 7/31/14 1141 Pay Prd 7/16/14-7/31/149863 $1,861.51 7/31/14 1192 Pay Prd 7/16/14-7/31/149864 $2,240.02 7/31/14 1061 Pay Prd 7/16/14-7/31/149865 $1,793.62 7/31/14 1057 Pay Prd 7/16/14-7/31/149866 $2,231.25 7/31/14 1043 Pay Prd 7/16/14-7/31/149867 $1,281.51 7/31/14 1191 Pay Prd 7/16/14-7/31/149868 $1,587.69 7/31/14 1195 Pay Prd 7/16/14-7/31/149869 $1,698.49 7/31/14 1119 Pay Prd 7/16/14-7/31/149870 $1,109.71 7/31/14 1111 Pay Prd 7/16/14-7/31/149871 $1,463.45 7/31/14 1011 Pay Prd 7/16/14-7/31/149872 $2,844.41 7/31/14 1182 Pay Prd 7/16/14-7/31/149873 $1,572.37 7/31/14 1064 Pay Prd 7/16/14-7/31/149874 $3,938.19 7/31/14 1165 Pay Prd 7/16/14-7/31/149875 $2,839.59 7/31/14 1104 Pay Prd 7/16/14-7/31/149876 $1,262.53 7/31/14 1188 Pay Prd 7/16/14-7/31/149877 $1,802.58 7/31/14 1178 Pay Prd 7/16/14-7/31/149878 $1,854.13 7/31/14 1148 Pay Prd 7/16/14-7/31/149879 $1,677.89 7/31/14 1109 Pay Prd 7/16/14-7/31/149880 $1,708.08 7/31/14 1038 Pay Prd 7/16/14-7/31/149881 $1,481.45 7/31/14 1189 Pay Prd 7/16/14-7/31/14

July 2014

Payroll



Check Amount Check Date Empl ID Description9882 $2,021.45 7/31/14 1150 Pay Prd 7/16/14-7/31/149883 $1,200.00 8/1/14 1199 Pay Prd 7/16/14-7/31/159884 $1,788.98 7/31/14 1136 Pay Prd 7/16/14-7/31/149885 $1,743.42 7/31/14 1154 Pay Prd 7/16/14-7/31/149886 $1,880.64 7/31/14 1003 Pay Prd 7/16/14-7/31/149887 $2,180.51 7/31/14 1122 Pay Prd 7/16/14-7/31/149888 $1,662.05 7/31/14 1045 Pay Prd 7/16/14-7/31/149889 $1,562.12 7/31/14 1022 Pay Prd 7/16/14-7/31/149890 $815.08 7/31/14 1177 Pay Prd 7/16/14-7/31/149891 $2,884.01 7/31/14 1140 Pay Prd 7/16/14-7/31/149892 $1,302.74 7/31/14 1065 Pay Prd 7/16/14-7/31/149893 $2,760.88 7/31/14 1088 Pay Prd 7/16/14-7/31/149894 $3,554.17 7/31/14 1071 Pay Prd 7/16/14-7/31/149895 $1,999.57 7/31/14 1149 Pay Prd 7/16/14-7/31/149896 $3,070.48 7/31/14 1058 Pay Prd 7/16/14-7/31/149897 $1,268.19 7/31/14 1169 Pay Prd 7/16/14-7/31/149898 $2,255.44 7/31/14 1072 Pay Prd 7/16/14-7/31/149899 $1,668.46 7/31/14 1079 Pay Prd 7/16/14-7/31/149900 $933.45 7/31/14 1134 Pay Prd 7/16/14-7/31/149901 $2,129.10 7/31/14 1162 Pay Prd 7/16/14-7/31/149902 $1,924.80 7/31/14 1137 Pay Prd 7/16/14-7/31/149903 $1,810.88 7/31/14 1120 Pay Prd 7/16/14-7/31/149904 $1,069.82 7/31/14 1196 Pay Prd 7/16/14-7/31/149905 $1,069.82 7/31/14 1123 Pay Prd 7/16/14-7/31/149906 $2,056.94 7/31/14 1194 Pay Prd 7/16/14-7/31/149907 $1,657.82 7/31/14 1138 Pay Prd 7/16/14-7/31/149908 $1,774.80 7/31/14 1176 Pay Prd 7/16/14-7/31/149909 $2,028.35 7/31/14 1007 Pay Prd 7/16/14-7/31/149910 $2,036.31 7/31/14 1186 Pay Prd 7/16/14-7/31/149911 $1,377.47 7/31/14 1152 Pay Prd 7/16/14-7/31/149912 $3,325.12 7/31/14 1167 Pay Prd 7/16/14-7/31/149913 $4,275.71 7/31/14 1070 Pay Prd 7/16/14-7/31/149914 $2,230.21 7/31/14 1163 Pay Prd 7/16/14-7/31/149915 $1,639.67 7/31/14 1197 Pay Prd 7/16/14-7/31/149916 $3,747.18 7/31/14 1101 Pay Prd 7/16/14-7/31/149917 $2,515.14 7/31/14 1031 Pay Prd 7/16/14-7/31/149918 $1,765.89 7/31/14 1090 Pay Prd 7/16/14-7/31/149919 $1,393.13 7/31/14 1048 Pay Prd 7/16/14-7/31/149920 $1,386.29 7/31/14 1129 Pay Prd 7/16/14-7/31/149921 $1,305.98 7/31/14 1158 Pay Prd 7/16/14-7/31/149922 $2,028.95 7/31/14 1144 Pay Prd 7/16/14-7/31/149923 $3,540.20 7/31/14 1014 Pay Prd 7/16/14-7/31/149924 $1,956.06 7/31/14 1173 Pay Prd 7/16/14-7/31/149925 TBD 7/31/14 1200 Potential New Hire

#: 3


AGENDA ITEM: 5G(1)

TITLE: Administration Resolution #14‐012 Accepting Revised CSC Procurement Policy

CSC STAFF: Deb Tatonetti, Director of Operations; Thomas A. Sheehan III, General Counsel

SUMMARY:

Staff is recommending minor edits (highlighted in yellow in the attachment) and the following additions to CSC’s Procurement Policy, and in particular the section titled “Doing Business with CSC”:

Allowing the use and acceptance of “electronic signatures” as defined in Chapter 668.50, Florida Statutes to bind agreements, any modifications or addenda;

Incorporating contact restrictions during an RFP/bid release period: “CSC’s bidding policies prohibit proposers from contacting CSC personnel or board members regarding the solicitation, other than the person identified in the bid document. If not designated, proposer/vendor should contact the Director of Operations or CSC General Counsel. Any occurrence of a violation may result in the disqualification of the proposer. During the open bid period, proposers may not submit any forms of marketing or promotional materials that would raise the proposer’s profile or give the proposer an advantage or benefit not enjoyed by other prospective proposers.”

Incorporating CSC’s Nepotism Policy: “No individual shall be employed, serve as a member of the Board of Directors, or be hired as a consultant, contractor by any agency, with respect to any Children’s Services Council of Palm Beach County (CSC) funded program, which will (i) result in the existence of a subordinate‐superior relationship between such individual and any family member of such through a direct line of authority; or (ii) result in multiple family members serving as members of the Board of Directors. The Executive Director, or other person authorized to bind the organization, will present certification of compliance to CSC as part of all Requests for Proposal (www.cscpbc.org/openprop). Agency must continue to be in compliance throughout the course of the Contract.”

Additionally, in an effort to provide greater transparency of CSC’s Procurement Policy and Procedures for Providers, vendors, and the public, a procurement page will be added to CSC’s website. The web page will serve to highlight CSC’s procurement process and provide easy links to the Code of Conduct and Doing Business with CSC, as well as open proposals, public meetings associated with the RFP selection process, and notices of award.

FISCAL IMPACT: None

RECOMMENDATION:

I recommend the Council approve Resolution #14‐012 accepting the revisions to the CSC Procurement Policy, as presented, effective July 1, 2014.

DM#155726 14‐012 Procurement Policy Revisions

RESOLUTION #14-012

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY APPROVING REVISIONS TO THE COUNCIL’S PROCUREMENT POLICY

WHEREAS, the Children’s Services Council of Palm Beach County (the “Council”) wishes

to revise its Procurement Policy; and

WHEREAS, the more significant Procurement Policy revisions are hereby outlined in the

attached Exhibit “A”; and

WHEREAS, such Procurement Policy, showing all revisions, is hereby attached as

Exhibit “B”.


SERVICES COUNCIL OF PALM BEACH COUNTY, that the Council hereby adopts the revised

CSC Procurement Policy as presented in the attached Exhibit “B”, effective as of July 1, 2014.

The foregoing Resolution was offered by Council Member ___________________ who moved its adoption. The motion was seconded by Council Member _______________________ and upon being put to a vote, the vote was as follows:




Resolution #14‐012

EXHIBIT “A”

Allowing the use and acceptance of “electronic signatures” as defined in Chapter 668.50, Florida Statutes to bind agreements, any modifications or addenda;

Incorporating contact restrictions during an RFP/bid release period: “CSC’s bidding policies prohibit proposers from contacting CSC personnel or board members regarding the solicitation, other than the person identified in the bid document. If not designated, proposer/vendor should contact the Director of Operations or CSC General Counsel. Any occurrence of a violation may result in the disqualification of the proposer. During the open bid period, proposers may not submit any forms of marketing or promotional materials that would raise the proposer’s profile or give the proposer an advantage or benefit not enjoyed by other perspective proposers.”

Incorporating CSC’s Nepotism Policy: “No individual shall be employed, serve as a member of the Board of Directors, or be hired as a consultant, vendor or contractor by any agency, with respect to any Children’s Services Council of Palm Beach County (CSC) funded program, which will (i) result in the existence of a subordinate‐superior relationship between such individual and any family member of such through a direct line of authority; or (ii) result in multiple family members serving as members of the Board of Directors. The Executive Director, or other person authorized to bind the organization, will present certification of compliance to CSC as part of all Requests for Proposal (www.cscpbc.org/openprop). Agency must continue to be in compliance throughout the course of the Contract.”


EXHIBIT “B”

PROCUREMENT POLICY

2014

Revised Effective Date: July 1, 2014


Table of Contents

Purpose ........................................................................................................................................ 5 Code of Conduct ......................................................................................................................... 5 Doing Business with Children’s Services Council of Palm Beach County ............................. 5 Definitions .................................................................................................................................... 7 Approval Levels ........................................................................................................................... 7 Planning & Budget Restrictions .................................................................................................. 8 Vendor Selection ......................................................................................................................... 8 Local & Minority Vendor .......................................................................................................... 8 Sole Source Vendors ................................................................................................................ 8 Government Procurement Programs ...................................................................................... 8

Emergency Purchases .................................................................................................................. 8 Sales Tax Exemption .................................................................................................................... 9 Indirect Cost Limits for Universities ............................................................................................ 9 Sustainable Purchasing Policy ..................................................................................................... 9 Formal Purchasing Procedures and Processes ........................................................................... 9 Formal Competitive Bid Guidelines ......................................................................................... 9 Specifications ........................................................................................................................... 9 Formal Contracts ...................................................................................................................... 9 Exceptions to the Formal Competitive Bidding Process ........................................................ 10

Types of Bid Documents ............................................................................................................ 10 Informal Written Quotes ........................................................................................................ 10 Invitation for Bid (IFB) ............................................................................................................ 10 Request for Proposals (RFP) ................................................................................................... 10 Request for Information (RFI) ................................................................................................ 10 Request for Qualifications (RFQ)............................................................................................ 11


Children’s Services Council of Palm Beach County

Procurement Policy

Purpose The purpose of the Procurement Policy is to ensure that all disbursements of Children’s Services Council of Palm Beach County (CSC or Council) funds are made in a fiscally sound manner and in compliance with applicable Council policies, as well as state and federal laws. The focus of the Procurement Policy is:

To provide user departments with quality goods and services as ordered, and in a timely manner;

To ensure that only goods and services for which funds have been budgeted are purchased; and

To ensure that impartial and equal treatment is afforded to all vendors who desire to do business with the Council.

This policy will apply to all purchases of the Council regardless of the source of funding. Exception – Funding agreements may contain provisions or requirements related to procurement policies, disposition of fixed assets, etc. that differ from Council policy. In the event that there is a conflict between a funding agreement provision or requirement and a Council policy, the funding agreement provision or requirement will take precedence over the Council policy. All purchasing‐related documents are public records, unless exempted from Chapter 119. F.S., and will be made available to citizens, vendors, or the media upon a request made to the records manager.

Code of Conduct In an effort to fulfill CSC’s fiduciary responsibility to the taxpayers of Palm Beach County, all interaction with vendors and contractors must be handled in an ethical manner. CSC staff will protect CSC’s best interest in all business transactions and:

A. Afford equal opportunity to all qualified suppliers in the competition for business.

B. Promote positive supplier relations through professional courtesy and good faith dealing in all phases of the procurement cycle.

C. Respect the supplier’s proprietary information/property from an ethical standpoint in addition to potential legal ramifications, subject to the requirements of Chapter 119, Florida Statute.

D. Enhance CSC’s purchasing and overall business reputation by acquiring and maintaining current market knowledge, and adopting and applying sound business practices at a professional level.

E. Avoid any behavior that may be perceived as unethical or compromising in the award of business. Purchasing standards at CSC prohibit the acceptance of gifts, personal discounts, entertainment, favors, personal services, participation in supplier sponsored promotions/contests, or any other activity that could be perceived to compromise the integrity of CSC’s purchasing.

F. Refrain from any private business or professional activity that would create a conflict between personal interests and the interests of CSC. However, when certain affiliations cannot be avoided, the employee shall disclose the relationship to his/her supervisor and recuse himself/herself from the decision making process.

Doing Business with Children’s Services Council of Palm Beach County

A. CSC’s conflict of interest policy prohibits staff from accepting gifts, gratuities, or other favors from

vendors/contractors.

B. CSC allows the use of and acceptance of “electronic signatures”, as defined in Chapter 668.50, Florida

Statutes for agreements or any modification to agreements.

C. CSC’s procurement process provides equal opportunity to all participants and bids are awarded based on

maximum value offered. Vendors/contractors will be notified of awards by the Purchasing Department

or the bid coordinator.

D. The Purchasing Department may conduct an annual vendor/contractor performance review for

vendors/contractors holding long‐term contracts with CSC.

E. Contract performance issues/concerns should be directed to the Purchasing Department along with any

questions or concerns related to the business process. Unresolved issues should be presented to the

Director of Operations.


F. CSC’s bidding policies prohibit proposers from contacting CSC personnel or board members regarding the

solicitation, other than the person identified in the bid document. If not designated, proposer/vendor should

contact the Director of Operations or CSC General Counsel. Any occurrence of a violation may result in the

disqualification of the proposer. During the open bid period, proposers must not submit any forms of

marketing or promotional materials that would raise the proposer’s profile or give the proposer an advantage

or benefit not enjoyed by other perspective proposers.

G. Non‐profit agencies providing programmatic services must comply with the following CSC Nepotism Policy:

“No individual shall be employed, serve as a member of the Board of Directors, or be hired as a consultant,

vendor or contractor by any agency, with respect to any Children’s Services Council of Palm Beach County (CSC)

funded program, which will (i) result in the existence of a subordinate‐superior relationship between such

individual and any family member of such through a direct line of authority or (ii) result in multiple family

members serving as members of the Board of Directors.

The Executive Director, or other person authorized to bind the organization, will present certification of

compliance to CSC as part of all Requests for Proposal (www.cscpbc.org/openprop). Agency must continue to

be in compliance throughout the course of the Contract.”

H. The Inspector General of Palm Beach County has the authority to investigate and audit matters relating to the

negotiation and performance of all CSC agreements, and may demand and obtain records and testimony from

vendors/consultants, subcontractors and lower tier subcontractors. Failure to fully cooperate with the

Inspector General when requested may be deemed to be a material breach of the CSC agreement, justifying

termination.


Definitions The following words, terms, or phrases as used in this policy, shall be defined as follows:

A. Competitive bids or competitive offers is the solicitation of three or more bids or offers submitted by responsive and qualified bidders or proposers.

B. Competitive shopping is the practice of obtaining quotes from vendors based upon providing like goods or services.

C. Contract refers to all types of binding agreements, including purchase orders, of the Council, for the procurement of supplies and contractual services.

D. Contractor is any person or business entity having a contract with the Council.

E. Contractual services are the rendering by a contractor of its time and effort rather than the furnishing of specific commodities, materials, goods, equipment, and other personal property. The term applies only to those services rendered by individuals and firms who are independent contractors.

F. Cooperative Purchases provide governmental entities the option to participate in, sponsor, conduct, or administer a cooperative purchase with other governmental entities for the procurement of goods or services. In this instance, CSC would join one or more entities that share the same requirement and combine their estimates usages with a common goal to achieve the best price based on economies of scale.

G. Designee is a duly authorized representative of a person holding a superior position.

H. Emergency Purchase is a procurement made in response to a need when the delay necessary to comply with all

procurement rules, regulations or procedures would be detrimental to the interests, health, safety, or welfare of CSC.

I. Piggyback Purchases provide governmental entities the option to purchase goods or services off an existing contract between a vendor and the federal government; a state or municipal government; another governmental agency; or a government related association. Purchases made through these contracts meet the requirements of competitive bidding.

J. Request for Proposals (RFP) is a written solicitation for sealed proposals with the title, date and hour of the public opening designated. A request for proposals shall include, but is not limited to, general information, functional or general specifications, a statement or scope of work, proposal instructions and evaluation criteria. The Council may engage in competitive negotiations with responsible proposers for the purpose of clarification to assure full understanding of conformance to the solicitation requirements.

K. Sole Source is an award of contract to the only known source for the required goods or services, occasioned by the unique nature of the requirement, the vendor, and the impracticality of obtaining competition or market conditions. The Chief Executive Officer may approve all sole source purchases without competitive bidding for goods and services valued less than or equal to $50,000. Procurement of sole source goods or services valued over $50,000 without competitive bidding requires approval by the Council. Examples of sole source procurement include, but are not limited to, the following:

Certain curriculum or training, or equipment that is available only through the developer or manufacturer or consultants with specific expertise;

Items that are available from one source because of patents, copyrights, secret processes, or natural monopolies;

Films, manuscripts, or books published and available from only one source;

Electricity, gas, water and other utility services;

Captive replacement parts or components for equipment;

Books, papers and other library materials for a public library that are available only from the person holding exclusive distribution rights to the materials;

Maintenance services required to maintain warranty coverage.

Approval Levels All procurement must be approved. The table below illustrates the required approvals based upon the dollar value of the transaction.

≤$1,0001

>$1,000 and <$35,0002

≥$35,000 and ≤$50,0003

>$50,000

Council x

Resolution #14‐0

CEO or designee: Chief Financial Officer Director of Operations

x x

x x

x x

Chief or Director x

CSC General Counsel or designee4: Director of Operations

Contract review

Contract review

Contract review

1For supervised area; comparison shopping encouraged; procured with purchase order; paid by invoice 2Requires an informal written bid process, sole source, or CEO waiver

3Requires a formal written bid process, identification as sole source, or CEO waiver 4Reviews all contracts for legal sufficiency and compliance with CSC’s Procurement Policy & Procedures

CEO or designee shall have the authority to authorize contracts for different scopes of work, per vendor, up to an annual (fiscal year) cumulative total of $100,000. After meeting the annual threshold, any additional contract with the vendor during the same fiscal year, must be approved by the Council. Purchase amounts shall not be artificially divided to circumvent the approval requirements. Willful violation of these rules will result in termination of purchasing authority for the individual and/or department and may result in disciplinary action against the individual committing the violation. CSC General Counsel or designee shall review all contracts with a dollar value equal to or greater than $1,000 for legal sufficiency and compliance with CSC Procurement Policy and procedures. Programmatic agreements must be created with the assistance of the General Counsel and, if in excess of $50,000, authorized by the Council by annual or special resolution. All other contracts must be processed utilizing the Contract Request form and process.

Planning & Budget Restrictions Planning for purchases is to be done on both a short‐term and long‐term basis by Council staff. The Purchasing Department cannot always guarantee the timely processing of small orders and last minute, unplanned purchases. No purchases will be authorized or processed unless there are budgeted funds available.

Vendor Selection Quality buying is the buying of goods or services that will meet, but not necessarily exceed the requirements for which they are intended. In some instances the primary quality consideration will be durability. With other purchases, it may be a question of immediate availability, ease of installation, frequency of repair, or efficiency of operation that must be given primary consideration. It is the responsibility of both the requesting department and Purchasing Department to secure the best quality for the purpose intended. It is appropriate for a large order to be placed and charged out to more than one department if purchasing larger quantities will result in the Council receiving a larger discount.

Local & Minority Vendor

CSC shall make a concerted effort to solicit bids from local and minority business owners in Palm Beach County. Bids and quotations received from all vendors will be evaluated based on the following criteria:

1. Lowest qualified prices; and 2. Best quality of goods or services

Sole Source Vendors

In the event there is only one vendor (sole source) capable of providing a particular good or service, the Chief Executive Officer may approve all sole source purchases without competitive bidding for goods and services valued less than or equal to $50,000. Procurement of sole source goods or services over $50,000 without competitive bidding requires approval by the Council.

Government Procurement Programs

Wherever cost beneficial, the Council shall make purchases through piggyback contracts or cooperative purchasing programs sponsored by the federal government, a state or municipal government, another governmental agency, or a government related association. Piggyback contracting and cooperative purchasing can prove advantageous to CSC by taking advantage of the large quantity purchases made by governmental entities. Purchases made through these programs meet the requirements of competitive shopping.

Emergency Purchases In the event of a declared state of emergency by the President of the United States, the Governor of the State of Florida or by the Palm Beach County government; the CEO or designee is authorized to enter into agreements necessary for the continuation of CSC operations. In situations posing immediate danger to the health, safety, or


welfare or other substantial loss (i.e. disaster response, facility repairs, equipment purchases, etc.), the CEO or designee may enter into agreement(s) with pre‐approved vendors or following an informal bid process and consultation by the CEO, or designee, with the Council Chair (Council Vice‐Chair in the event Chair is unavailable). Staff will report all emergency contract expenses to the Council at its next regularly scheduled business meeting.

Sales Tax Exemption The Council is exempt from all local sales taxes, state sales taxes, and Federal excise taxes.

Indirect Cost Limits for Universities When contracting with universities or other academic institutions, the indirect cost rate allowed by CSC will not exceed the then current indirect cost rate currently approved by the federal government for the Children’s Services Council.

Sustainable Purchasing Policy A Sustainable Purchasing Policy has been adopted in an effort to encourage and increase the use of environmentally preferable consumable products and services. By including environmental considerations in purchasing decisions, the Council can promote practices that improve employee and public health, conserve natural resources and reward environmentally conscious manufacturers, while remaining fiscally responsible. Sustainable Purchasing Policy (DM#: 106122).

Formal Purchasing Procedures and Processes Staff is not permitted to purchase items or services directly from vendors, bypassing the internal purchasing process. The CEO or designee reserves the right to reject said purchases and assume no liability for such activities.

Formal Competitive Bid Guidelines

Formal competitive sealed bids are to be solicited when goods or services to be purchased are estimated to be greater than or equal to $35,000. This process is to be coordinated through CSC’s Director of Operations and General Counsel, to ensure compliance with all Council policies. Formal quotes are required for commodities and trade services and construction contracts as follows:

- ≤$1,000 Chief or Director discretion - >$1,000 and <$35,000 Three written quotes required; or CEO waiver ‐ ≥$35,000 and ≤$50,000 Formal competitive process; or CEO waiver

‐ >$50,000 Council approval or waiver of formal competitive process; CEO executes documents

The quotation levels identified above are for individual items with the following exceptions: 1) If two or more items are purchased of the same kind the combined purchase amount must be used to

determine the appropriate quotation level. 2) CSC piggyback and cooperative purchases. Formal quotes are required for professional services as follows:

- >$1,000 and <$35,00 CEO approval based on review of qualifications; or CEO waiver

‐ ≥$35,000 and ≤$50,000 Formal competitive process; or CEO waiver ‐ >$50,000 Council approval or waiver of formal competitive process; CEO

executes documents

Specifications

When goods or services are to be bought under the formal competitive bidding process, specifications are to be prepared by the requesting department.

Formal Contracts

Formal contracts detail obligations for the purchase of goods or services and the payment arrangements between the Council and the contracting party. The Council’s Director of Operations and General Counsel or designee will review all contracts in excess of $1,000 prior to execution to ensure that all applicable Council policies are adhered to. The Chief Executive Officer or designee is authorized to execute contracts with a value of less than, or equal to $50,000. The Council must approve all contracts in excess of $50,000 and authorize the Chief Executive Officer to execute such contracts. The CEO and/or designee are authorized to execute contracts on behalf of the Council. In the event that Council staff wishes to recommend the renewal of an existing contract, the recommendation will be placed on the Council’s consent agenda for approval when the contract exceeds $50,000. If the contract being recommended for renewal is less than, or equal to $50,000, it may be executed by the Chief Executive Officer.


Exceptions to the Formal Competitive Bidding Process

The following purchasing activities are by their nature, exempt from the formal competitive bidding process:

Certain curriculum or training, or equipment that is available only through the developer or manufacturer or consultants with specific expertise

Items that are available from one source because of patents, copyrights, secret processes, or natural monopolies

Electricity, gas, water and other utility services

Captive replacement parts or components for equipment

Books, papers and other library materials that are available only from the person holding exclusive distribution rights to the materials

Maintenance services required to maintain warranty coverage

Advertising, radio, newspaper, television and other media, if exclusive area of coverage or other factor(s) preclude competition

Perishable goods used in the preparation of meals

Professional services such as architects, engineers, and others, or pursuant to applicable law, who in keeping within the standards of their discipline, will not enter into a competitive bidding process

Purchases from governmental entities (i.e. County, State, Federal) or vendors identified through governmental cooperative purchasing contracts

Postage

Membership dues and sponsorships

Publications (including subscriptions) from publishers or exclusive distributors of such publications

Processed media movies, slides, video, software, etc. from exclusive an processor, producer or exclusive distributor

Conference, training, travel, and educational expenses

Licenses (payable to governmental entities or for proprietary software)

Permits (payable to governmental entities)

Emergency purchases

Types of Bid Documents

Informal Written Quotes

CSC will accept informal written quotes for all purchases with a dollar value greater than $1,000 and less than $35,000. Vendor provides quotes for pricing or services information in writing for commodities or contractual services.

Invitation for Bid (IFB)

The IFB shall be used when the Council is capable of specifically defining the scope of work for which contractual service is required or when the Council is capable of establishing precise specifications defining the actual commodities required. The award will be to the respondent who can provide the specified goods or services at the lowest qualified price.

Request for Proposals (RFP)

The RFP shall be used to provide potential respondent latitude to develop and recommend items or services that satisfy the need as stated in the RFP. In securing goods or professional services it is the primary goal of the Council to obtain these items from a vendor who has a proven record of providing, in a professional manner, the goods or services required. The award will be based upon several factors, including, but not limited to, creativity, innovation, and thoroughness of solution of need. Price is an important factor, but only when the function offered satisfies the need. The Council may engage in competitive negotiations with responsible proposers for the purpose of clarification to ensure full understanding of conformance to the solicitation requirements. A contract will be negotiated by staff and approved with the respondent deemed to best meet the Council’s need. All IFBs and RFPs will contain, as a minimum, the following details:

Vendor qualifications and experience

Scope of work or specifications of the goods or services sought

Notices and deadlines

Modifications and notifications

Methods of billing and payments

Applicable insurance requirements

Request for Information (RFI)

The Request for Information shall be used to request from vendors information or specifications concerning commodities or contractual services. Responses to these requests are not offers and may not be accepted by the agency to form a binding contract. Information obtained through an RFI will be used to define the scope of work or develop specifications for a formal bid document.


Request for Qualifications (RFQ)

The Request for Qualifications shall be used to obtain a statement of qualifications from proposers. CSC may request the proposer submit a fee schedule in addition to their qualifications in an effort to secure fixed and firm fees. The purpose of the RFQ process may also be used to identify one or more qualified certified vendors. CSC, at its option, may issue a subsequent bid document to those determined to be qualified.

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AGENDA ITEM: 5G(2)

TITLE: Administration Resolution #14‐019 Authorizing Fall 2014 Reading Campaign Book Purchase

CSC STAFF: John Bartosek, Chief Communications Officer; Christine Potter, Systems Communications Officer

SUMMARY: Children’s Services Council will open Phase III of the Happily Ever After Reading Campaign with book distribution events for approximately 90,000 children in the public school system in grades pre‐K through 5 in September 2014. This will continue our “Happily Ever After” public awareness campaign on the importance of reading with and to children. The campaign launched in September 2013 in collaboration with the School District, Literacy Coalition, Palm Beach County Library System, Mandel Public Library and United Way. The books will be purchased from Scholastic Library Publishing, a contractor on the Florida Department of Management Services recommended vendor list (i.e. a State contractor) and, thus, exempt from CSC bid requirements. This effort is intended to increase awareness of the importance of reading for children and will make more books available to all children to develop their reading skills. The fall reading promotion also will emphasize the importance of school attendance. Attendance is the third pillar (along with summer learning and school readiness) of the Pacesetter Award presented to Children’s Services Council in the summer of 2012 by the national Campaign for Grade Level Reading. CSC will also update collateral, billboards, website and social media to focus the message on Reading and school attendance. FISCAL IMPACT: The total cost of funding this item for fiscal year 2013/2014 is up to $385,000; the funds to support this agenda item are budgeted in the Communications strategy budget, in the Public Education line item, and will be coming from the following line items in the Communications division budget: conferences, consultants, computer maintenance, printing, and the professional promotion fund. RECOMMENDATION:

I recommend the Council approve Resolution #14‐019 authorizing the Chief Executive Officer to enter into an agreement with Scholastic for reading campaign book purchase in an amount not to exceed $385,000 effective June 26, 2014.

DM#155938 14‐019 Scholastic Fall Book Purchase

RESOLUTION #14-019

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING PURCHASE OF READING CAMPAIGN BOOKS


“Council”) launched a community “reading and literacy awareness” campaign in Fall

2013 in support of grade-level reading; and

WHEREAS, to launch Phase III of the campaign the Council would like to again

provide an age/grade-appropriate book to each child in pre-K through 5th grade in Palm

Beach County schools; and

WHEREAS, the Council has a relationship with Scholastic through a State

contract (for provision of such books) allowing the best-available discount on purchases.



authorized to enter into an agreement with Scholastic for the purchase of reading

campaign books in an amount not to exceed $385,000, effective June 26, 2014.






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AGENDA ITEM: 6(1)

TITLE: Business/Non Consent Items Resolution #14‐013 Authorizing Changes to Council’s Bylaws

CSC STAFF: Thomas A. Sheehan III, General Counsel SUMMARY: As the Council was informed under the “Legal Reports” at the May meeting, staff is recommending that the Bylaws be revised. A copy of the Bylaws with the recommended changes noted is attached as Exhibit “A”. The changes to the Bylaws are primarily updates or clarifications. The change to Article IV B. sets forth in writing the practice (based on Opinions of the Florida Attorney General) that the physical presence of a member is needed to count for quorum. Additionally, it specifically provides for participation by speaker phone for members unable to attend in person, while noting they do not count towards a quorum. The revisions to Article VI eliminate a conflict between what was section A. and section C. The new section B (the “old” section C.) is retained as it is more restrictive than the “old” section A. Additionally, it has been revised to clarify that it reads in accordance with the practice that has been followed. For example the Early Learning Coalition, by statute, is required to have the Department of Children and Families Regional Administrator and the District Superintendent of Schools on its board and CSC’s Bylaws are not intended to create a conflict of interest in such situations. Finally, Article VIII dealing with the powers and duties of the Chief Executive Officer, makes clear that the CEO is responsible for those duties, thus allowing appropriate delegation of the listed duties. FISCAL IMPACT: None. RECOMMENDATION:

I recommend the Council approve Resolution #14‐013 authorizing adoption of the revision of Bylaws as set forth in Exhibit “A” to the Resolution.

DM#155727 14‐013 Bylaws Revisions

RESOLUTION #14-013

RESOLUTION OF THE CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY AUTHORIZING REVISIONS TO THE COUNCIL’S BY-LAWS

WHEREAS, by Resolution #10-026 the Bylaws of the Children’s Services Council of

Palm Beach County (the “Council”) were revised; and

WHEREAS, it has been determined that further refinement is advisable, with revised

Bylaws reading as follows in Exhibit “A”.


SERVICES COUNCIL OF PALM BEACH COUNTY, that the revisions to the Bylaws as set forth

and outlined in the attached Exhibit “A” are approved.

The foregoing Resolution was offered by Council Member ___________________







EXHIBIT “A”

Preamble The Children’s Services Council of Palm Beach County is established pursuant to Florida Statute 125.901 and Palm Beach County Ordinance 86‐32 (as amended), and has as its general purpose the provision of juvenile welfare services to children and their families throughout Palm Beach County as more fully set forth in said Statute and Ordinance. Article I. Membership and Term of Office The Children’s Services Council of Palm Beach County shall consist of ten members as established in Florida Statute 125.901 and Palm Beach County Ordinance 86‐32 (as amended). The membership shall include the Superintendent of Schools; a local School Board member so designated by the School Board; the Administrator of the Florida Department of Children and Families Family Services, for the administrative area which includes Palm Beach County, or his/her designee; a member of the Board of County Commissioners of Palm Beach County so designated by the Board of County Commissioners; and a judge assigned to juvenile cases, as selected by the Chief Judge. These members shall serve for as long as they hold office or until they are removed by their appointed body. The remaining five members of the Council shall be appointed by the Governor to four year terms. The initial appointments made by the Governor were for staggered terms of four years or less. Article II. Organization of the Council and Vacancies

A. Election of Officers At the annual Council meeting in February, the Council shall organize by electing a Chairman, Vice Chairman, and Secretary (all of whom shall be members of the Council) to serve for a period of one year. Elections shall be by open nomination and voice vote. If a vacancy should occur in one of these offices, the Council shall proceed to elect a council member to fill such vacancy at a regular or special meeting as soon as reasonably possible.

B. Vacancies

Vacancies shall be filled as soon as is practicable by the appropriate appointing authority, in accordance with Florida Statute 125.901 and Palm Beach County Ordinance 86‐32.

C. Duties of Officers

1. The Chair shall:

a. Preside at all meetings of the Council b. Be an ex officio member of all committees of the Council c. Appoint all ad hoc council committees, the term of which may not exceed the

term of the Chair d. Perform all the duties usually pertaining to the office of Chair

2. The Vice‐Chair shall:

a. Preside at all meetings of the Council in the absence of the Chair b. Perform all such duties usually pertaining to the office of Vice‐Chair c. Assume the office and duties of the Chair, in the event that office becomes

vacant, until the Council fills such vacancy through an election as set forth in Article II.A.

3. The Secretary shall:

a. Ensure that the minutes of the meeting are accurately recorded b. Perform all other duties usually pertaining to the office of Secretary c. Assume the office and duties of the Vice‐Chair, in the event that office

becomes vacant, until the next meeting of the Council. In the event that the offices of both the Chair and the Vice‐Chair should become vacant, the Secretary shall assume the office of the Chair, until the Council fills such vacancy through an election as set forth in Article II.A.


D. Committees

Standing committees may be established by motion of the Council. Ad hoc committees may be established either by motion of the Council or by the Chair, provided that ad hoc committees established by the Chair shall be confirmed by the Council and shall not be established for a period of time exceeding the unexpired term of the Chair.

Article III. Meetings

A. Regular Meetings

The Council shall generally hold not less than one regular meeting each month (except for the months of July and November, when a meeting shall not be held absent prior approval of the Council) for the transaction of business according to a schedule arranged by the Council. The annual meeting, at which officers shall be elected, shall be held at the February meeting. Written notice of regular meetings of the Council shall be given to each member at least 10 7 days prior to each meeting, accompanied by a tentative agenda for said meeting. Regular meetings may include workshop meetings. Meetings may only be cancelled or rescheduled by majority vote of the Council members present at a regularly scheduled meeting; provided, however, (a) in the event: the Chief Executive Officer is notified between regularly scheduled meetings that a quorum will not be available for the next regularly scheduled meeting, or (b) a quorum is not present at a regularly scheduled meeting, then such meeting may be cancelled or rescheduled by a majority vote of the Council members polled (in person or by telephone) by the Chief Executive Officer or his/her designee. All Council members shall be notified of such cancellation or rescheduling with as much notice as possible, but in no event shall such notice be less than that given for special meetings.

B. Special Meetings

The Council shall convene in special meetings when called by the Chair, the Vice‐Chairman in the Chair’s absence, or upon request of a majority of the members of the Council. Special meetings may include workshop meetings. Forty‐eight (48) hours notice shall be given to all members of the Council, accompanied by an agenda specifying the subjects of the special meeting. Official action of the Council in special session will be limited to those items of business specified on the agenda. The Chair shall determine the time, place and date of the special meeting. The minutes of the meeting shall show the manner and method by which notice of the meeting was given to each member or shall show a waiver of notice.

C. Emergency Meetings

Emergency meetings of the Council may be called:

a. by the Chair; or b. in the Chair’s absence the Vice‐Chair; or c. by motion of the Council; or d. by the CEO.

Twenty‐four (24) hours notice of an emergency meeting shall be given to each member of the Council; if possible, said notice is to be accompanied by an agenda specifying the subject(s) of the emergency meeting. If not possible, the agenda shall be distributed at the meeting. Only those subject(s) appearing on the emergency meeting agenda may be discussed at that meeting. The date, time and location of the emergency meeting shall be determined by the Chair, Vice‐Chair or Council as appropriate. If after reasonable diligence, it is impossible to give notice to each member, or because of the nature of the emergency it is impossible to let twenty‐four (24) hours lapse before the meeting, such failure shall not affect the legality of the meeting if a quorum be in attendance. The minutes of each emergency meeting shall show the manner and method by which notice of the emergency meeting was given to each member, or shall show a waiver of notice.


D. Place of Meetings

1. Upon the giving of due public notice, regular or special meetings of the Council may be held at any appropriate public place in the county.

2. For the purpose of this section, due public notice shall consist of (a) publication in a newspaper of general circulation in the county, or (b) such notice as is generally provided to the public by the Council for its regular meetings, or (c) where circumstances preclude notice by publication in a newspaper of general circulation, then by posting on the Council’s website.

E. Order of Business of Meetings

The order of business for meetings shall be as determined by the Council. For so long as the Council shall utilize a “consent agenda” process, any items added to the agenda that have not been circulated in advance of the meeting to the members of the Council shall be automatically pulled for consideration by the Council.

F. Minutes

Minutes of each meeting of the Council shall be accurately taken, preserved and provided to members at or before the next regular meeting. 1. Minutes, recording – The typed minutes of each meeting shall be reviewed,

corrected if necessary, and approved at the next regular meeting; provided, that this action may be taken at an intervening special meeting if the board desires. The minutes shall be signed by the Secretary and Chief Executive Officer after approval and shall be kept as a public record in a permanent, bound book in the Council’s office.

2. Minutes, contents ‐ The minutes shall show the vote of each member present on all matters on which the Council takes action. It shall be the duty of each member to see to it that both the matter and his/her vote thereon are properly recorded in the minutes. Unless otherwise shown by the minutes, it shall be presumed that the vote of each member present supported any action taken by the board.

Article IV. Voting and Quorum

A. Each member shall have one vote which may only be exercised by the member not by proxy or by designee.

B. The physical presence of a majority of all members then serving on the Council shall be necessary at any meeting to constitute a quorum to transact business. Members unable to attend in person may participate by speaker phone (or similar technology) but shall not count towards a quorum.

C. Other than amendment of these Bylaws, the hiring or termination of a Chief Executive Officer, or adoption of the annual millage rate, action on any proposal shall require an affirmative vote of a majority of the members present and voting.

D. Action on matters relating to amendment of these Bylaws may only be taken by affirmative vote of a majority of all members of the Council. Action on the annual millage rate shall be governed by state law, with the juvenile court Judge not voting and not being counted in determining a majority for purposes of adopting the annual millage rate. Action with respect to the hiring or termination of the Chief Executive Officer shall be governed by the provisions of Article VIII.

Article V. Board Attendance If a member has three consecutive absences from regular board meetings during a fiscal year, or a total of five absences from regular board meetings during a fiscal year, the Chair may request (i) the appropriate appointing authority (with respect to Council members selected by the County Commission, the School Board, or the Chief Judge) to remove that member and make a new appointment to the Council, or (ii) the member compiling such absences (with respect to Council members appointed by the Governor) to resign from the Council so that a replacement may be appointed. Article VI. Conflict of Interest


A. Members of the Council will, prior to voting on a funding issue which involves any agency in which they participate as an employee or member of the governing authority, disclose their interest in said agency and file a disclosure statement with the Secretary. In such instances, members may, at their option, abstain from voting on such issue.

B A Members of the Council shall comply with all Florida statutes relating to “conflict of interest.” C B No member of the Council shall serve on the board of any agency financed wholly or in part by

the Council (other than the board of a governmental entity or the board of an agency required or permitted by law to have a board member from the same governmental entities from which the Council is required to have a Council member).from government entity that is required by statute to have a member(s) on the Council).

D C No member shall serve as a staff member of any agency (other than a government entity that is required by statute to have a member(s) on the Council) financed wholly or in part by the Council, and no portion of a member’s salary may be paid by the Council funds. E D Every members of the Council shall annually complete, sign and provide to the Clerk of the Council a certificate of compliance with the Council’s Conflict of Interest Policy and related state

statutes. The certificate shall also list the organizations, partnerships, corporations, businesses or other legal entities, whether for profit or not‐for‐profit, in of which the member of the Council is a director, trustee, officer, partner, employee and/or owns or controls more than five percent (5%) of all the voting securities. New members shall complete, sign and provide to the Clerk of the Council the certificate of compliance within sixty (60) days of becoming a member.

F E The revisions to Article VI.CB and DC of the Bylaws dated December 9, 2010 shall not apply to a person who is a member of the Council at the time of such revisions. G F Any newly appointed Council member who is in violation of either Section CB. or DC. (or both)

above shall have sixty (60) days after appointment to take such action as may be necessary to avoid the violation (e.g., by resigning from the agency that is creating the conflict). If the violation continues after this 60‐day period, the Council shall request the person or entity appointing the Council member to replace said Council member with a new appointee.

Article VII. General Powers of the Council The Children's Services Council, in carrying out its authorized duties, shall exercise the general powers set forth below. In exercising these powers, the Council shall, except in emergency situations where it is not feasible to secure such recommendations in advance, consider the recommendations of and information supplied by the Chief Executive Officer and, where appropriate, Council staff. It is the intent of the Council that the day‐to‐day operations are to be handled by the Chief Executive Officer and Council staff, pursuant to policies adopted by the Council, without interference from individual Council members.

A. Determine Policies and Programs

The Council shall determine and adopt such policies and programs as are deemed necessary by it for the efficient operation and general improvement of the provisions of the juvenile welfare services in Palm Beach County.

B. Contracts

The Council shall constitute the contracting agent for the Children’s Services Council, unless such role is otherwise delegated by the Council. It may, when acting as a body, make contracts, and sue and be sued in the name of the Children's Services Council; provided, that in any suit, a change in personnel of the Council shall not abate the suit, which shall proceed as if such change had not taken place.

C. Finance

1. The fiscal year of the Council shall commence on October 1 and end on September

30. The Chief Executive Officer shall be responsible for submitting a proposed annual budget to the Council at or before the April meeting.

2. The Council shall adopt an estimated annual operating budget at or before the

June meeting by an affirmative vote of a majority vote of the members of the Council, with the juvenile court Judge not voting and not being counted in determining a majority for purposes of adopting the estimated annual budget.


The budget shall be for the period of October 1 through September 30 to coincide with the Council fiscal year.

3. The millage rate shall be established by the Council.

Article VIII. Chief Executive Officer A Chief Executive Officer shall be employed a vote of two‐thirds (2/3) of all members of the Council. The Chief Executive Officer shall be employed by written contract. The Chief Executive Officer shall serve at the pleasure of the Council and may be terminated at any time subject to the provisions of the terms of said contract by an affirmative vote of a majority of the members of the Council. The powers and duties of the Chief Executive Officer shall include being responsible for:

1. The employment and development of staff to implement policies and programs of the Children’s Services Council, pursuant to the personnel policies developed by the Council.

2. Insuring that a comprehensive plan for the needs of youth children in Palm Beach County is developed and implemented.

3. Establishing policies and procedures, subject to the approval of the Council, relating to the evaluation of funding requests, monitoring of programs funded by the Council, employment and evaluation of personnel and other similar matters.

4. Maintaining all records of the Children's Services Council, and requiring Council employees to keep accurate records and any necessary or appropriate reports. Upon leaving employment with the Council, making available to his/her successor the official records and other records as may be needed in administering the work of the Council.

5. Recommending to the Council for adoption such policies, rules, and/or regulations pertaining to the Council as the Chief Executive Officer considers necessary or appropriate for the Council’s more efficient operation.

6. Attending all regular and, when available, special meetings of the Council and prepare in advance an executive summary of each Council agenda. Individual Council members may, through the Chief Executive Officer, have items placed on the agenda for any regular or special meeting. Except in emergency situations, the Chief Executive Officer shall make recommendations to the Council with respect to any agenda item for which Council action (either affirmative or negative) is requested or necessary.

7. Acting for the Council as custodian of its property. 8. Preparing for submission to the Council for adoption of the annual budget, proposed

amount of tax levy, investment policies for Council funds. 9. Recommending to the Council such contracts for supplies, materials, or services as

necessary or appropriate for carrying on the work of the Council. 10. Performing such other administrative duties as may normally be performed by an

administrative officer. Article IX. Rules All procedural matters not addressed by these Bylaws shall be governed by the latest edition of “Robert’s Rules of Order.” Article X. Amendments Amendments of these Bylaws may be proposed by any member, and shall become effective upon affirmative vote of a majority of all members of the Council. APPROVED AND ADOPTED by the Children’s Services Council of Palm Beach County on October 24, 1990, and amended October 27, 1993, December 14, 1994, April 22, 1999, February 26, 2009, April 23, 2009, December 9, 2010, May 3, 2011, and January 23, 2014., and June 26, 2014. ____________________________________ Ronald Alvarez Vincent Goodman, Secretary

CEO Report June 26, 2014

CHILDREN’S SERVICES COUNCIL OF PALM BEACH COUNTY June 26, 2014 CEO Report

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Chief Executive Officer Report

Healthy Start/Healthy Beginnings Coalition of Palm Beach County Tanya Palmer, Director of System Performance

In 1991, the Florida Legislature established the Healthy Start Initiative (Chapter 383.216, F.S.). The primary objectives of the Healthy Start initiative are to reduce infant mortality and morbidity, improve pregnancy outcomes, and enhance the health and development of children from birth to age three. In 1991, our community established a Healthy Start Coalition. The Coalition is charged with establishing, funding, and monitoring a system of care for pregnant women and infants. Each Coalition (there are 32 in the state) is responsible for determining the needs of its community and how to best organize services to meet those needs. Funding from the Department of Health and Agency for Health Care Administration is available to support Healthy Start services once a Coalition has an approved Service Delivery Plan in place; the funding is not sufficient to meet the full extent of the needs in any community. Coalitions are encouraged to form partnerships and identify opportunities to leverage the limited Healthy Start funding. Since 2004, the Children’s Services Council of Palm Beach County has staffed the Coalition, serving as its fiscal, administrative and programmatic agent. The Director of System Performance‐ HB serves as the Director of the Healthy Start/Healthy Beginnings Coalition of Palm Beach County. This relationship allows both entities to coordinate their planning, resulting in a single plan for maternal child health in Palm Beach County, maximize funding for services, and integrate the universal Healthy Start Prenatal and Infant Risk Screen within the Healthy Beginnings System. On an annual basis the Coalition undergoes a programmatic monitoring from the Department of Health Contract Manager. This year’s programmatic monitoring consisted of a desk audit and reviewed the three contracts that are in place between the Department of Health and the Coalition. The monitoring report noted that the Coalition is on track to exceed all of its contractual obligations upon the completion of the fiscal year. It was noted that the prenatal screening rate should continue to be an area of focus for our community. Additionally, the Coalition was selected last summer to complete a desk audit by the Contract Administrative Monitoring Unit (CAMU) of the Department of Health. Three findings were identified by the CAMU, two of which were no longer applicable with the revised contract between the Coalition and Children’s Services Council (in effect since July 1, 2013). Staff submitted a response to the findings which has been accepted by the CAMU.

System Update: Early Care and Education Professional Development Nicole Lopez, Program Officer

The Institute of Excellence in Early Care and Education at Palm Beach State College (“the Institute”) serves three general purposes:

To oversee the implementation of a seamless professional development system that is collaborative, innovative, cost effective, and responsive to the needs of the community

To provide professional development supports to all practitioners who work in programs that receive public funding


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To ensure that the Quality Counts System includes an intentional professional development component that provides the supports needed to ensure practitioners’ abilities to create quality learning environments for young children, ages zero to 5 years old.

Career Advising The Institute supports a dedicated and systematic career advising system that is based on a student‐advisor relationship intended to aid students in achieving educational, career and personal goals through the use of available institutional and community resources. The process is initiated by the practitioners, supported by the director and guided by the career advisor. The Palm Beach County Registry The Institute oversees the management of the Palm Beach County Registry which is the lynchpin of the professional development system; for, it provides the data needed to monitor the overall progress of practitioners in achieving educational and training goals, provides quality assurance of trainers and training, evaluates the availability of training for acquisition of Core Knowledge, and provides critical workforce data for planning and evaluation. Assessment Training The Institute develops and delivers professional development opportunities that support the ERS scales (for environment assessment), the CLASS™ (for classroom observational assessment for adult/child interaction), and the GOLD™ (for child development assessment). It is through these assessments that the system can be provided with the data needed to make informed professional development decisions regarding educational and training needs. Quality Assurance The Quality Assurance Department of the Institute of Excellence in Early Care and Education has been created to show the effectiveness of an on‐going and systematic outcomes‐driven training system on the early child care and education workforce. Training across Core Knowledge Areas While assessment and observation tools are essential to creating a highly skilled workforce able to design quality learning environments for children, the Institute also is aware of the importance of promoting and supporting professional development opportunities, across various Core Knowledge Areas, in order to provide practitioners with the knowledge and skills needed for them to demonstrate proficiency in an understanding of child development, in designing nurturing environments, and in supporting language development through age‐appropriate activities. Spanish‐Speaking Practitioners Addressing the Spanish speaking population is an Institute priority. There are over 450 Spanish‐ speaking practitioners working in the Quality Counts centers, alone, which is about 25% of the practitioner workforce in Quality Counts. Because many have limited English proficiency, the Institute develops trainings in Spanish, including communication and computer literacy courses and works to provide ongoing support to increase test scores that will allow entrance into college‐credit courses. Administrator Support Director involvement in staff’s professional development is an essential element of growth and change and allows for shared responsibility for system success. The Institute invites child care director


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participation in the system development and delivery of educational needs, and provides them with tools to support this involvement. The goal is to increase an awareness of the importance of an articulated pathway and the quality trainings and education which it promotes.

Mental Health Re‐Design Update Michelle Gross, Program Officer

In our January System of Care Update, we presented the programs for which CSC staff plans to solicit proposals from providers during the 2014 calendar year. We are moving forward with plans to release the RFP for Re‐Designed Mental Health Counseling in August 2014. Re‐designed mental health counseling services will promote positive mental health and social‐emotional outcomes for children and families in Palm Beach County. Counseling will address issues such as the following: depression, stress and trauma, anger management/domestic violence, child abuse/neglect, parent/child relationships, parenting concerns, grief and loss, and social‐emotional competence. Behavioral health counseling services will address three of the four CSC outcomes: (1) Children are born healthy (2) Children are safe from abuse and neglect and (3) Children are ready to learn when they enter school. Evidence‐based counseling will be provided in homes to children birth to five and their families identified as needing services. These therapy models include the following: Cognitive‐Behavioral Therapy and Interpersonal Therapy to address adult issues that affect parenting; Play Therapy, Filial therapy, and Trauma‐Focused Cognitive Behavioral Therapy to address child symptoms; and Child‐Parent Psychotherapy to treat the parent‐child dyad and relationship. CSC will contract with a highly‐qualified, licensed independent expert or team of experts to review client progress and fidelity to the evidence‐based practice treatment models. CSC will support the capacity‐building of community mental health agencies as they seek to integrate evidence‐based clinical practices into their services. A review of workforce qualifications and needs will guide the development of professional learning plans and continuous quality improvement. CSC will function as a payer of last resort using a fee for service model based on Medicaid rates and guidelines. Agencies will receive financial support for reflective supervision, time spent conducting administrative tasks that directly support CSC client referral, intake, triage, outcome assessment, and data entry.

Teen Pregnancy Prevention John Bartosek, Chief Communications Officer

In recognition of May as Teen Pregnancy Prevention month (Council Resolution adopted April 24), Children’s Services Council wrote, printed and is distributing a 12‐page brief on teen births and repeat teen births in Palm Beach County. While teen births are at an historic low, even one pregnant teen is too many. The 691 teen births in Palm Beach County in 2013 influences lives for generations. You will recall from the Council presentation at the May 20 meeting, having one or two children as a teen sets the stage for many poor outcomes for both mother and child. National data shows that, compared with children of older moms, the children of teen mothers are:

More likely to be born prematurely and at low birthweight

Less prepared to enter school and score lower on school readiness measures


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Fifty percent more likely to repeat a grade and less likely to complete high school

The sons of teen mothers are twice as likely to end up in prison

CSC has printed 1,500 copies and is distributing them through Healthy Mothers Healthy Babies, Health Department, Planned Parenthood, Health Care District, Nurse‐Family Partnership, and School District. The report was researched and written by Senior Communications Analyst Karen Deringer. The brief is posted on our website at www.cscpbc.org. We hope you will share the information with your own networks.

‘My Happily Ever After Begins With SUMMER Reading’ Update John Bartosek, Chief Communications Officer

On May 12, Children’s Services Council launched Phase II (summer reading) of the ‘My Happily Ever After Begins With Reading’ campaign. To bring awareness to the ‘summer slide’ issue, Communications Department staff worked with the School District, Literacy Coalition, county and city libraries, United Way and other partners to host book events at 140 public and charter elementary schools in the county. More than 85,000 books were distributed, free, to all schoolchildren grades Pre‐K through 5 at the book events. The book events across the county, which followed similar events last September, continue to build children’s home libraries, a key factor in reading success, while renewing children’s enthusiasm for reading right before summer break. Along with a book, children took home a folder full of tips, a treasure map to the libraries, and other information to encourage reading. Billboards, social media messaging and other events and activities are already bolstering the countywide summer reading campaign. We remind you that Children’s Services Council is also partnering with Prime Time Palm Beach County, BRIDGES and 10 local summer camp to promote summer reading. At BRIDGES, families will sign up for a reading program, take part in family activities and commit to reading 20 minutes a day. At 10 summer camps, staff – trained by Prime Time experts – will read with campers one hour a week using a formal curriculum. The results will be analyzed at the beginning of the school year to determine whether children maintained, or improved, their reading skills. For National Summer Learning Day, June 20, Prime Time will ask all summer camp programs to encourage staff and campers to wear the 16,000 yellow ‘Happily Ever After’ T‐shirts approved by the Council (May 20) to build awareness of the importance of summer reading. Prime Time also sponsored a Summer Learning Art Contest this month, with children submitting artwork based on the school district’s Recommended Summer Reading Book List. The top art pieces are on display in our lobby now; if you didn’t notice them when you came in, we hope you will stop by and review after the meeting.

James Patterson PSAs for ‘Happily Ever After’ Campaign John Bartosek, Chief Communications Officer

To continue promotion of Phase II (summer reading) of the ‘My Happily Ever After Begins With Reading’ campaign, the Communications Department worked with best‐selling author James Patterson, a Palm Beach County resident, to develop television PSAs. Mr. Patterson is a very popular


5

author with more books on the New York Times best‐seller list than any other author. He is a frequent speaker at Palm Beach County schools and a major donor to literacy both with the School District and other local groups. Mr. Patterson is also a board member on the local PBS station, WXEL, where the Communications Department produced six shows for the ‘Growing Up Strong’ series. (We are planning now for six new shows in the fall.) Children’s Services Council appreciates Mr. Patterson’s generous donation of his time and home for taping of the three 30‐second PSAs, which we will play for you now.

BRIDGES Presentation John Bartosek, Chief Communications Officer

At the start of today’s meeting, we (will show)/showed you a 4‐minute presentation of BRIDGES members and activities. The presentation was assembled by Communications Specialist Jon Burstein, working with a contract photographer. They visited all 10 BRIDGES and shot events and portraits over the past couple of weeks. The events included Watch Me Grow events in Boynton Beach, Childbirth Classes in Lake Worth, a Lake Park street festival, Sweet Pea Baby Class in West Palm Beach, Triple P parenting classes at Highlands, a Northwood Bike Rodeo, a Reading Treasure Hunt in Pahokee, Moms Celebration at Lake Worth West, a fair and fashion show in Riviera Beach, and Orientation in Belle Glade. We think it provides a delightful and up‐beat message about the great work taking place at BRIDGES. While we’re happy to share the presentation in this meeting and know that BRIDGES will use it at each location, please be aware that CSC has not purchased musical rights to the song. So we are not posting this to our website or pushing it out on social media.

TOGETHER WE INSPIRE SUCCESS

A QUALITY PROFESSIONAL DEVELOPMENT SYSTEM LEADS TO QUALITY LEARNING

ENVIRONMENTS, LEADS TO CHILD SUCCESS

EDUCATION PATHWAY BUILDS FOUNDATION FOR SUCCESS

BSdegree

Associate degree

Registry approved training

Staff Credential

DCF

STACKABLE CREDENTIALS BUILD MOMENTUM

THE WORKFORCE ACCORDING TO CEUS, CREDENTIALS AND DEGREES

Ethnicity SC AS ece BS eceAA 355 181 98 192 16Ca 242 150 48 433 55Hi 401 101 41 256 53Other 145 70 39 96 10

0

200

400

600

800

1000

1200

1400

1600

1800

2000

45 hours oftraining

staffcredential

associatedegree

bachelordegree

Total including ECE ECE

AA: African American Ca: Caucasian Hi: Hispanic/Latino

NICOLE PARKER FULTON: INSPIRED TO ACHIEVE

TRAININGS ADDRESS WORKFORCE NEEDS

CLAUDIA ARANGO, DIRECTOR PINITOS PRESCHOOL

Fiscal Year

Total dollars

QC scholarship

Non-QC scholarship

Total awards

2012-2013

$620,100 1424 192 1616(fall/spring/summer)

SEEK SCHOLARSHIP TRANSACTIONS 2012-2013 NON-CREDIT & CREDIT COURSEWORK

Trainings (HEO)

AS Credit Classes

BS CreditClasses

ESOL Classes

Community based trainings

PSAV classes

722 seats 714 seats 208 seats 78 seats 246 seats 174 seats

SEEK SUPPORTS OUR DIVERSE WORKFORCE

Credit Coursework350 practitioners received scholarships

Non-credit Coursework648 practitioners received scholarships

RECOGNIZING ACADEMIC SUCCESS

PROVIDING STAKEHOLDERS WITH WORKFORCE DATA; PROVIDING THE WORKFORCE WITH AN AWARENESS

OF OPPORTUNITIES

• 2900 active members in the Registry• 31% of Registry members are African American• 31% of Registry members are Hispanic• 24% of Registry members are Caucasian• 94% are female• 24% identify Spanish as the primary language

WORKFORCE STUDYTUTORING CENTERPROMOTING THE NEW REGISTRY SYSTEMLEADERSHIP

IN THE WORKS…


Warrant List

June 26, 2014

WALK-IN

Document No Vendor Name Description Total

PO-14-1669 News Service Of Florida Subscription Renewal Jbart $1,976.00

PO-14-1801 Bit-Titan Migration Migration Services Through Migration Wiz Office 365 $1,318.90

PO-14-1802 Robert Kurimski Mileage Reimbursement $67.76

PO-14-1803 WPBF TV 25 Television Air Time Public Education Campaign 6/23-9/30-2014 $33,950.00

PO-14-1804 The Brickman Group Remove Dead Vegetation & Install Plants South Entrance $1,309.13

PO-14-1805 All Pro Advanced Services Dry Clean Carpets 2nd Floor Workstations & Offices $1,650.00

PO-14-1806 Three B. Corporation Reprint 11750 CSC/BRIDGES Sandwich Heart Fans $7,909.75

PO-14-1807 Pitney Bowes CC Pitney Bowes Property Tax $129.26

PO-14-1808 MDH Graphic 1500 Teen Pregnancy Briefs $1,232.00

PO-14-1809 Karen Deringer Mileage Reimbursement $38.08

PO-14-1810 Debbie Manigat Mileage Reimbursement $324.80

PO-14-1811 American Express CPC Incredible Years Meeting 6/17/2014 Bridges Lake Worth West $207.55

PO-14-1812 Laura Fleischman Parking Fee Meeting Legal Aid $7.50

PO-14-1813 American Express AECPC Bridges Out Of Poverty Workbooks $1,411.00


PO-14-1815 Florida Business Technologies RightFax Enterprise Annual Support $2,436.00

PO-14-1816 MSP Electric Drivers LED Office Install Locking Harnesses $305.93

PO-14-1817 Wilson Rowan Locksmith Furnish Install 2 Entry Type Core Locksets Rekey $478.00

PO-14-1818 International Business Machine IBM SPSS Annual Renewal for BA and Evaluation $11,478.40

PO-14-1819 Sunshine Golf Cart Replacement Tires & Seat Bench $513.00

PO-14-1820 Home Depot Insulating Sealant $3.98

PO-14-1821 Karen Deringer Create Issue Briefs Communications Department 7/1-9/30-2014 $2,500.00

PO-14-1822 Ok Generator Furnish & Install Generator Control Board Exercise Timer Mount & Wiring $1,667.18

PO-14-1823 Absolute Kitchen & Bath Works Furnish & Install Upper & Lower Cabinet and countertop $4,220.00

PO-14-1824 Accurate Pest Control Termite Warranty Renewal 6/1-5/31-2015 $1,689.64

PO-14-1825 Natasha Smith Mileage Reimbursement $111.44

PO-14-1826 BGI Broadcasting Radio Air Time Child Safety Public Education Campaigns 6/23-8/15-2014 $2,000.00

PO-14-1827 Radio Fiesta 1380AM Radio Air Time Child Safety Public Education Campaigns 6/23-8/15-2014 $8,400.00

PO-14-1828 Triple P America Triple P Open Enrollment Standard Level 4 Training $13,020.00

PO-14-1829 RHAI Network Radio Air Time Child Safety Public Education Campaigns 6/23-8/17-2014 $8,480.00

PO-14-1830 American Express CPC Communications Division Business Planning Session $117.85

PO-14-1831 Xerox Audio Visual Solution Optimize & Enhance AV Configuration Virginia Hamilton Room $7,516.00


PO-14-1833 Plasco ID 8 Fargo Printer Ribbons $576.00

PO-14-1834 Jeanne Brossell Consulting Services Program Division Functions 7/1-9/30-2014 $8,400.00

PO-14-1835 Bunn-O-Matic Coffee Maker 2nd Floor $849.00

PO-14-1836 American Express CPC Consultants AFine ASegal Hotel Oakland CA EC-LINC 7/7/10-2014 $873.13

PO-14-1837 Screenvision Direct Theater Advertising Public Education Campaigns 4/4-9/26-2014 $32,622.00

PO-14-1838 Florida Community Health Center Professional Promotions Fund Pahokee Back To School Extravaganza 7/19-2014 $2,000.00

PO-14-1839 Healthy Mothers Healthy Babies Professional Promotions Fund Women Of Wisdom 7/19-2014 $2,000.00

PO-14-1840 All Pro Advanced Services Corridors & Open Areas Spotting Floors $630.00

PO-14-1841 American Express CPC STozzi FPHRA Annual Conference $138.00

PO-14-1842 Megan Hamerdinger Triple P Travel Reimbursement Columbia SC 6/15-2014 $61.36

PO-14-1843 Makeva Jenkins Triple P Travel Reimbursement Columbia SC 6/15-2014 $81.36

PO-14-1844 Maria Salvatori Triple P Travel Reimbursement Columbia SC 6/15-2014 $81.36

PO-14-1845 Sandra Dauphin Triple P Travel Reimbursement Columbia SC 6/15-2014 $61.36

PO-14-1846 Claudia Herrera Triple P Travel Reimbursement Columbia SC 6/15-2014 $61.36

PO-14-1847 Brenda Mondesir Triple P Travel Reimbursement Columbia SC 6/15-2014 $61.36

PO-14-1848 Amy Gyau-Moyer Travel Reimbursement Washington DC 5/7-2014 $103.61

PO-14-1849 LaNita Sanders Travel Advance Washington DC 7/23/28-2014 $260.68

PO-14-1850 American Express CPC Star Series Training $111.50

PO-14-1851 American Express CPC ROI Meeting $115.87

PO-14-1852 American Express CPC Incredible Years Lunch $129.91

PO-14-1853 American Express CPC LSanders Registration Washington DC 7/23-2014 $270.00

PO-14-1854 Anne E. Hogan, PHD Infant Mental HealthTravel Reimbursement Tallahassee FL 6/3-2014 $413.06

PO-14-1855 Leah Graber Tuition Reimbursement $2,080.33

PO-14-1856 Palm Beach Broadcasting Our Kids World Event 8/23/24-2014 $1,500.00

PO-14-1857 American Express AECPC Incredible Years Meeting Bridges Lake Worth West 6/24/2014 $231.55

PO-14-1858 Jon Burstein Travel Advance Naples FL 7/10-2014 $30.67

PO-14-1859 Leah Shaw Travel Reimbursement Orlando FL 3/18-2014 $51.12

1

DM155419


Finance Committee Meeting

Tuesday, June 17, 2014, 4:00 p.m.

AGENDA Welcome and introductions Finance Committee Members: Tom Lynch, CSC Finance Committee Chair Thomas Bean, CSC Finance Committee Vice‐chair Greg Langowski, Chair Children’s Services Council Tom Weber, CSC council member Paul Dumar, Director Financial Services, Solid Waste Authority John Marino, President, Chief Operations Officer and CFO, 1st United Bancorp, Inc. CSC Staff: Tana Ebbole, CEO Bill Cosgrove, CFO Jen Diehl, Controller Tom Sheehan, General Counsel Elsa Sanchez, Senior Executive Assistant Agenda Items:

1 Minutes April 15, 2014 Meeting 2 May 31, 2014 Financial Statements 3 Revised Budget Forecast 2014/2015 – 2018/2019 4 Proposed 2014/2015 Operating Budget Detail for tentative approval by Council on

6/26/2014 5 Proposed Finance Committee meeting timeline June, 2014 – April, 2015 6 Other 7 Adjournment

1


Finance Committee Meeting Tuesday, April 15, 2014, 3:30 p.m.

AGENDA / MINUTES

Welcome and introductions

Finance Committee Members / attendance:

Tom Lynch, CSC Finance Committee Chair

Thomas Bean, CSC Finance Committee Vice‐chair

Greg Langowski, Chair Children’s Services Council

Tom Weber, CSC council member

Paul Dumar, Director Financial Services, Solid Waste Authority

John Marino, President, Chief Operations Officer and CFO, 1st United Bancorp, Inc.

CSC Staff / attendance:

Tana Ebbole, CEO

Bill Cosgrove, CFO

Jen Diehl, Controller

Tom Sheehan, General Counsel

Elsa Sanchez, Senior Executive Assistant

Agenda Items:

1. Minutes March 27, 2014

Thomas Weber made a motion to approve the minutes from the March 27, 2014 Finance Committee meeting, second by Thomas Bean. Motion was passed unanimously.

2. Minutes April 8, 2014

Greg Langowski made a motion to approve the minutes from the April 8, 2014 Finance Committee meeting, second by Thomas Bean. Motion was passed unanimously.

3. Budget Forecast 2014/2015 – 2018/2019 4. Thomas Weber made a motion to recommend to the Council the scenario where the millage rate

was the same as the 2013‐2014, second by Thomas Bean. Motion was passed unanimously. We will look at this scenario on an annual basis and will re‐assess in three years.

5. Proposed Fund Balance Policy

Thomas Weber made a motion to bring to the Council a recommendation to have a fund balance equal to 30% of our total budget, second by Greg Langowski. Motion was passed unanimously.

6. Proposed 2014/2015 Operating Budget Detail

Paul Dumars made a motion to bring to the Council a recommendation to include in this budget to ability to provide an average of 3% merit increase to staff, second by John Marino. Motion was passed unanimously.

2

John Marino made a motion to present this budget to the Council as amended, second by Paul Dumars. Motion was passed unanimously.

7. Other

It was agreed that this Committee will meet on a monthly basis to approve the financial statements. We will provide the option to attend the meeting by phone.

It was agreed that we will have a face to face meeting on a quarterly basis, having our next meeting the week before our June Council meeting.

8. Adjournment – 5:08 pm

3

CHILDREN’S SERVICES COUNCIL – FINANCE COMMITTEE AGENDA ITEM

June 17, 2014 AGENDA ITEM: 2 TITLE: Financial Statements – May 31, 2014 (Unaudited) STAFF: Bill Cosgrove, Chief Financial Officer and Jennifer Diehl,

Controller, Children’s Services Council of Palm Beach County SUMMARY: The financial statements are presented reflecting the estimated operating results of the General Fund and Special Revenue Fund (Prevention Partnerships for Children, Inc.) for the eight months ended May 31, 2014. The audited financial statements of the Council for the fiscal year ended September 30, 2013 have been completed and the figures represent audited numbers where applicable. Statement of Revenue and Expenses: The optimum expenditure rate at May 31, 2014 is 66.67%. The estimated expenditure rate for Children’s Programs at May 31, 2014 is 60.43%. Balance Sheet: As of May 31, 2014 the Council had $93,276,220 held in cash and investments. Of this balance, the investments in federal government bonds total $87,000,000 net of the amortized discount. The Capital Assets and the Investment in Capital Assets for $21,672,402 represent the costs associated with furniture and fixtures, equipment, and building costs. RECOMMENDATION:

We recommend the Finance Committee and the Council accept the May 31, 2014 Financial Statements as submitted.

4

jdiehl

Typewritten Text

CHILDREN'S SERVICES COUNCIL OF PALM BEACH COUNTYBALANCE SHEET (UNAUDITED)

MAY 31, 2014

General Fund Total All Funds

Assets

Cash & Investments 92,646,483$ 629,737$ 93,276,220$ Accounts Receivable 1,513,397 - 1,513,397 Advances to Agencies 4,276,398 14,095 4,290,493 Prepaid Expenses 156,161 - 156,161 Due From - Special Revenue Fund 319,650 - 319,650 Capital Assets 21,672,402 - 21,672,402

Total Assets 120,584,491 643,832 121,228,323

Liabilities & Fund Balance

Liabilities

Allocations to Children's Services Programs 5,452,726 324,182 5,776,908 Deferred Revenue 207,339 - 207,339 Accounts Payable 112,835 - 112,835 Due to - Special Revenue Fund - 319,650 319,650

Total Liabilities 5,772,900 643,832 6,416,732

Fund Balance

Nonspendable: Prepaid Expenses 156,161 - 156,161 Assigned: Contingency 500,000 - 500,000 Current Year Revenues Received in Excess of Current Year Expenditures 24,043,525 - 24,043,525 Head Start Match 10,000,000 - 10,000,000 Healthy Beginnings Growth 5,000,000 - 5,000,000 QC Redesign 6,000,000 - 6,000,000 Reserved in accordance with fund balance policy 32,316,591 - 32,316,591 Third Floor Build Out 600,000 - 600,000 Unassigned: 14,522,912 - 14,522,912

Total Fund Balance 93,139,189 - 93,139,189

Investment in Capital Assets 21,672,402 - 21,672,402

Total Liabilities and Fund Balance 120,584,491$ 643,832$ 121,228,323$

Special Revenue Fund

Prevention Partnership for Children, Inc.

5

CHILDREN'S SERVICES COUNCIL OF PALM BEACH COUNTYSTATEMENT OF REVENUE AND EXPENSES CHANGES IN FUND BALANCE

FOR THE EIGHT MONTHS ENDED MAY 31, 2014

Approved Actual Approved Actual Approved Actual

2013/2014 Through 2013/2014 Through 2013/2014 Through

Budget 5/31/2014 Budget 5/31/2014 Budget 5/31/2014

Revenues

Ad Valorem Property Taxes 91,798,715$ 85,880,626$ -$ -$ 91,798,715$ 85,880,626$

Interest/Dividends Income 500,000 49,462 - - 500,000 49,462

Florida Department of Health (HSC) 3,738,909 2,333,418 - - 3,738,909 2,333,418

U. S. Department of H & H S - WHIN - - 621,000 463,270 621,000 463,270

Other Income 50,000 140,247 - - 50,000 140,247

Income from Tenants - 45,100 - - - 45,100

Cash Carryforward 13,999,117 - - - 13,999,117 -

Total Revenues 110,086,741 88,448,853 621,000 463,270 110,707,741 88,912,123

Expenditures

Administrative Expenditures 5,557,555 3,575,244 - 1,322 5,557,555 3,576,566

Capital Expenditures 400,000 335,830 - - 400,000 335,830

Contingency 500,000 - - - 500,000 -

Non-Operating Expenses 2,604,765 2,302,477 - - 2,604,765 2,302,477

Reserve for Uncollectible Taxes 4,589,936 - - - 4,589,936 -

Children's Services Programs:

Direct Services:

Funded Programs & Initiatives 84,764,384 51,349,144 2,943,320 1,677,860 87,707,704 53,027,004

Support Services:

Programmatic Support 9,305,331 5,582,297 42,450 44,424 9,347,781 5,626,721

Total Children's Programs 94,069,715 56,931,441 2,985,770 1,722,284 97,055,485 58,653,725

Total Expenses 107,721,971 63,144,992 2,985,770 1,723,606 110,707,741 64,868,598

Excess Revenues over Expenses 25,303,861 (1,260,336) 24,043,525

Other Financing Sources (Uses)Transfers in (out) (2,364,770) (1,260,336) 2,364,770 1,260,336 -

Net Changes in Fund Balances 24,043,525 - 24,043,525

Fund Balances

October 1, 2013 69,095,664 - 69,095,664

May 31, 2014 93,139,189$ -$ 93,139,189$

General Fund Special Revenue Fund Total

Prevention Partnership for Children, Inc.

6

CHILDREN’S SERVICES COUNCIL – FINANCE COMMITTEE

AGENDA ITEM

June 17, 2014

AGENDA ITEM: 3

TITLE: Budget Forecast 2014/2015 – 2016/2017

CSC STAFF: Jen Diehl, Controller

Bill Cosgrove, Chief Financial Officer

SUMMARY:

Since the last finance committee meeting, the Palm Beach County Property appraiser has provided an

updated estimate of taxable values representing a 6.1% increase for the 2014 tax roll for budget

planning purposes. Based on these updated values, four budget forecast scenarios have been prepared.

Each of the scenarios contained the following assumptions concerning revenues and expenses other

than program expenses:

Revenues

Tax base increases 6.1%.

Other funder/income decreases due to elimination of Health Resources and Services

Administration (HRSA) funding, reduction of Healthy Start Coalition funding and reduced

projected interest income.

Under expenditure rate is projected at 7%.

Targeted unrestricted fund balance is 30% of the total budget.

Expenses

Health insurance is projected to increase 15% per year.

Merit increases in salaries (3%).

Growth in travel 1% beginning fiscal year 2017.

Capital – Computer technology will be updated in 2016/2017.

The costs associated with the CSC facility will increase 3% per year.

The difference in the four scenarios are the assumptions concerning the millage rate, the tax revenue,

the impact on the funding allocated to program services and the fund balance.

Scenario 1 reflects a 6.1% increase in tax base with the millage remaining the same every year. Scenario

2 reflects a 6.1% increase in tax base with a 5% increase in revenue and reduced millage. Scenario 3

reflects a 6.1% increase in tax base with a 4.5% increase in revenue and reduced millage. Scenario 4

reflects a 6.1% increase in tax base with a 3% increase in revenue and reduced millage.

7

FISCAL IMPACT: The potential fiscal impact is demonstrated in each of the scenarios presented.

COMMITTEE ACTION NEEDED: Select the scenario that will serve as the forecast for fiscal years

2014/2015 through 2016/2017.

8

Scenario 1 ‐ 6.1% increase in tax base, same millage

* Other Funders/Income decreases due to elimination of Health Resources and Services Administration (HRSA) funding, reduction of Healthy Start Coalition funding and

reduced projected interest income.

* Tax base increased 6.1% in 2014/15 and 3% every year.

* Under expenditure rate is projected at 7%

* Targeted fund balance is 30% of the total budget

Total CSC Other Revenue Balance 30% of budget

Fiscal PBC Tax Millage Ad Valorem Funders/ from Fund Total CSC in Fund

Year Base Rate Revenue Income Balance Budget Balance

2012/13 125,443,914,316 0.7300 91,574,057 5,797,484 13,003,801 110,375,342 69,095,378

2013/14 130,671,532,065 0.7025 91,798,715 4,909,909 13,999,117 110,707,741 62,845,803

2014/15 139,188,200,477 0.7025 97,779,711 7,503,295 18,912,915 124,195,921 53,626,602 37,258,776

2015/16 143,363,846,491 0.7025 100,713,102 6,503,295 16,979,523 124,195,921 46,340,793 37,258,776

2016/17 147,664,761,886 0.7025 103,734,495 5,503,295 14,958,130 124,195,921 41,076,377 37,258,776

Children's Services of Palm Beach County

Budget Forecast 2014/2015‐2016/2017

* Millage rate at same rate in 2014/2015 and in the next two years

9

Scenario 1 ‐ 6.1% increase in tax base, same millage



* Millage rate at same rate in 2014/2015 and in the next two years

FY 2013/2014 FY 2014/2015 FY 2015/2016 FY 2016/2017

REVENUES

Ad valorem Taxes 91,798,715 97,779,711 100,713,102 103,734,495

Grant Income 4,359,909 3,053,295 3,053,295 3,053,295

Head Start Revenue ‐ 4,100,000 3,100,000 2,100,000

Interest Income 500,000 300,000 300,000 300,000

Other Income 50,000 50,000 50,000 50,000

Cash Balances Brought Forward 13,999,117 18,912,915 16,979,523 14,958,130

Total 110,707,741 124,195,921 124,195,921 124,195,921

EXPENDITURES

Personnel 11,477,184 11,640,723 12,280,003 12,829,937

Travel 325,745 234,400 325,745 329,002.45

Building Space 700,156 719,501 741,086 763,319

Communications 111,765 94,601 111,765 111,765

Printing & Supplies 298,728 218,400 298,728 298,728

Other Expenses 1,991,758 1,866,300 1,991,758 1,991,758

Capital Expenses 400,000 400,000 400,000 660,000

Non‐Operating Expenses 2,604,765 2,721,247 2,604,765 2,604,765

Allocations Children's Programs and Special Services 87,707,704 87,707,704 95,996,165 94,806,415

Head Start Expenditure plus Match ‐ 5,100,000 5,100,000 5,100,000

New/Expansion/Reduction Programs 8,288,461 (189,750) 1,013,507

Reduction in slots ‐ ‐ (1,000,000) (2,000,000)

Contingency 500,000 500,000 500,000 500,000

Reserve for uncollectable Tax 4,589,936 4,704,584 5,035,655 5,186,725

Total 110,707,741 124,195,921 124,195,921 124,195,921

Items included in projection:

added 15% health increase

Merit and promotional increases in salaries (3%)

growth in travel (1% beginning FY 17)

capital ‐ new computers 16‐17

added 3% increase in building space

10

Scenario 2 ‐ 6.1% increase in tax base with 5% increase in revenue which reduces millage









2012/13 125,443,914,316 0.7300 91,574,057 5,797,484 13,003,801 110,375,342 69,095,378

2013/14 130,671,532,065 0.7025 91,798,715 4,909,909 13,999,117 110,707,741 62,845,803

2014/15 139,188,200,477 0.6925 96,386,590 7,503,295 20,306,036 124,195,921 52,233,481 37,258,776

2015/16 143,363,846,491 0.6925 99,279,464 6,503,295 18,413,162 124,195,921 43,514,034 37,258,776

2016/17 147,664,761,886 0.6959 102,759,908 5,503,295 15,932,719 124,195,921 37,275,030 37,258,776



* Millage reduced in 2014/2015, maintained in 2015/2016 and slight increase in 2016/2017

11




* Millage reduced in 2014/2015, maintained in 2015/2016 and slight increase in 2016/2017

FY 2013/2014 FY 2014/2015 FY 2015/2016 FY 2016/2017

REVENUES

Ad valorem Taxes 91,798,715 96,386,590 99,279,464 102,759,908

Grant Income 4,359,909 3,053,295 3,053,295 3,053,295


Interest Income 500,000 300,000 300,000 300,000

Other Income 50,000 50,000 50,000 50,000


Total 110,707,741 124,195,921 124,195,921 124,195,921

EXPENDITURES

Personnel 11,477,184 11,640,723 12,280,003 12,829,937

Travel 325,745 234,400 325,745 329,002.45

Building Space 700,156 719,501 741,086 763,319

Communications 111,765 94,601 111,765 111,765


Other Expenses 1,991,758 1,866,300 1,991,758 1,991,758





New/Expansion/Reduction Programs 8,288,461 (118,068) 990,555


Contingency 500,000 500,000 500,000 500,000


Total 110,707,741 124,195,921 124,195,921 124,195,921







12

Scenario 3 ‐ 6.1% increase in tax base with 4.5% increase in revenue which reduces millage









2012/13 125,443,914,316 0.7300 91,574,057 5,797,484 13,003,801 110,375,342 69,095,378

2013/14 130,671,532,065 0.7025 91,798,715 4,909,909 13,999,117 110,707,741 62,845,803

2014/15 139,188,200,477 0.6892 95,929,900 7,503,295 20,762,726 124,195,921 51,776,791 37,258,776

2015/16 143,363,846,491 0.6892 98,806,363 6,503,295 18,886,263 124,195,921 42,584,243 37,258,776

2016/17 147,664,761,886 0.7024 103,719,729 5,503,295 14,972,898 124,195,921 37,305,060 37,258,776



* Millage reduced in 2014/2015, maintained in 2015/2016 and increase in 2016/2017

13

Scenario 3 ‐ 6.1% increase in tax base with 4.5% increase in revenue which reduces millage




FY 2013/2014 FY 2014/2015 FY 2015/2016 FY 2016/2017

REVENUES

Ad valorem Taxes 91,798,715 95,929,900 98,806,363 103,719,729

Grant Income 4,359,909 3,053,295 3,053,295 3,053,295


Interest Income 500,000 300,000 300,000 300,000

Other Income 50,000 50,000 50,000 50,000


Total 110,707,741 124,195,921 124,195,921 124,195,921

EXPENDITURES

Personnel 11,477,184 11,640,723 12,280,003 12,829,937

Travel 325,745 234,400 325,745 329,002.45

Building Space 700,156 719,501 741,086 763,319

Communications 111,765 94,601 111,765 111,765


Other Expenses 1,991,758 1,866,300 1,991,758 1,991,758







Reduction in program (94,413) ‐

Contingency 500,000 500,000 500,000 500,000


Total 110,707,741 124,195,921 124,195,921 124,195,921







14




* Tax base increased 6.1% in 2014/15 and every year after.






2012/13 125,443,914,316 0.7300 91,574,057 5,797,484 13,003,801 110,375,342 69,095,378

2013/14 130,671,532,065 0.7025 91,798,715 4,909,909 13,999,117 110,707,741 62,845,803

2014/15 139,188,200,477 0.6791 94,522,707 7,503,295 22,169,919 124,195,921 50,369,598 37,258,776

2015/16 143,363,846,491 0.6791 97,358,388 6,503,295 20,334,238 124,195,921 39,729,075 37,258,776

2016/17 147,664,761,886 0.7214 106,529,789 5,503,295 12,162,837 124,195,921 37,259,952 37,258,776




15





FY 2013/2014 FY 2014/2015 FY 2015/2016 FY 2016/2017

REVENUES

Ad valorem Taxes 91,798,715 94,522,707 97,358,388 106,529,789

Grant Income 4,359,909 3,053,295 3,053,295 3,053,295


Interest Income 500,000 300,000 300,000 300,000

Other Income 50,000 50,000 50,000 50,000


Total 110,707,741 124,195,921 124,195,921 124,195,921

EXPENDITURES

Personnel 11,477,184 11,640,723 12,280,003 12,829,937

Travel 325,745 234,400 325,745 329,002.45

Building Space 700,156 719,501 741,086 763,319

Communications 111,765 94,601 111,765 111,765


Other Expenses 1,991,758 1,866,300 1,991,758 1,991,758







Reduction in program (22,014) ‐

Contingency 500,000 500,000 500,000 500,000


Total 110,707,741 124,195,921 124,195,921 124,195,921







16

CHILDREN’S SERVICES COUNCIL – FINANCE COMMITTEE AGENDA ITEM June 17, 2014

AGENDA ITEM: 4

TITLE: Proposed 2014/2015 Annual Budget

CSC STAFF: Bill Cosgrove, Chief Financial Officer Jennifer Diehl, Controller

SUMMARY:

In addition to the notes to the budget, this budget incorporates the goals, strategies and outcomes presented at the Annual Council Planning Session on April 24, 2014. Ad valorem tax revenue to support the proposed budget amounts to $96,387,829 which translates to a reduced proposed millage based on a projected 6.1% increase in the total tax base within Palm Beach County. The proposed millage rate is .6925 as compared to the prior year millage rate of .7025.

The proposed 2014‐2015 CSC Annual Budget is submitted reflecting the budget of the Children’s Services Council including its special revenue fund, which is also known as Prevention Partnerships for Children, Inc. The total proposed expenditures are $124,195,921. Of the total proposed $124,195,921, Children’s Programs Direct Services are budgeted for $101,008,894 or 81.33% and Program Administrative Support is budgeted for $9,591,011 or 7.72% for a combined total of $110,599,905 or 89.05% of the total budget. The Children’s Programs Direct Services budget reflects a 15.17% or $13,301,190 increase from 2013/2014. This increase is attributed to additional services for the children including a Head Start Match to be partially funded by Palm Beach County, a new Child First program, the redesigned Quality Counts system as well as the expansion of other existing programs. The Program Administrative Support budget reflects a 2.6% or $243,230 increase which relates to an annually revised general and administrative allocation as well as increased costs related to support personnel such as health insurance. The proposed budget for the administrative costs of the Council is $5,182,914, representing a 6.74% or $374,641 decrease over the 2013/2014 budget. This decrease reflects the annually revised general and administrative allocation mentioned previously, a slight reduction in travel expenses, building space expenses, communication and other expenses offset by an increase in health insurance costs. The proposed budget for capital expenses is $400,000, representing the same amount as the prior year. The budget being proposed contains a projected 15% increase over the 2013/2014 health insurance premiums as a cost driver as well as a 3% total merit pool in correlation with staff performance evaluations.

17

RECOMMENDATION: The Finance Committee and Council approve the proposed 2014/2015 Annual Budget.

18

CHILDREN'S SERVICES COUNCIL OF PALM BEACH COUNTY

COMPARISON OF APPROVED 2013/14 BUDGET TO PROPOSED 2014/15

ANNUAL BUDGET

2013/14 2014/15 INCREASE %

APPROVED PROPOSED (DECREASE) INCREASE

BUDGET BUDGET DIFFERENCE (DECREASE)

REVENUES

AD VALOREM TAXES 91,798,715$ 96,387,829$ 4,589,114$ 5.00%

GRANT INCOME

Palm Beach County Head Start Match - 4,100,000 4,100,000 100.00%

US Department of Health & Human Services - HRSA 621,000 - (621,000) -100.00%

Department of Health/Agency for Health Care Administration 3,738,909 3,053,295 (685,614) -18.34%

Sub-Total Grant Income 4,359,909 7,153,295 2,793,386 64.07%

INTEREST INCOME 500,000 300,000 (200,000) -40.00%

OTHER INCOME 50,000 50,000 - 0.00%

CASH BALANCES BROUGHT FORWARD 13,999,117 20,304,797 6,305,680 45.04%

TOTAL 110,707,741$ 124,195,921$ 13,488,180$ 12.18%

EXPENDITURES

CHILDREN'S PROGRAMS

Direct Services 87,707,704$ 101,008,894$ 13,301,190$ 15.17%

Support Services 9,347,781 9,591,011 243,230 2.60%

Sub-Total Children's Programs 97,055,485 110,599,905 13,544,420 13.96%

ADMINISTRATIVE EXPENSES 5,557,555 5,182,914 (374,641) -6.74%

CAPITAL EXPENDITURES 400,000 400,000 - 0.00%

NON OPERATING EXPENSES

Palm Beach County Property

Appraiser Fees 782,916 786,779 3,863 0.49%

Palm Beach County Tax Collector Fees 1,821,849 1,906,932 85,083 4.67%

Sub-Total 2,604,765 2,693,711 88,946 3.41%

CONTINGENCY 500,000 500,000 - 0.00%

SUB-TOTAL EXPENDITURES 106,117,805 119,376,530 13,258,725 12.49%

RESERVE FOR UNCOLLECTABLE TAX 4,589,936 4,819,391 229,455 5.00%

TOTAL 110,707,741$ 124,195,921$ 13,488,180$ 12.18%

PROPOSED MILLAGE RATE: 0.6925

Exhibit II 19

jdiehl

Typewritten Text

jdiehl

Typewritten Text


PROPOSED ANNUAL BUDGET

OCTOBER 1, 2014 ‐ SEPTEMBER 30, 2015

REVENUES

AD VALOREM TAXES 96,387,829$ 79.01% ‐ 0.00% 96,387,829$ 77.61%

GRANT INCOME

Palm Beach County Head Start Match 4,100,000 3.36% - 0.00% 4,100,000 3.30%

Department of Health/Agency for Health Care Administration 3,053,295 2.50% - 0.00% 3,053,295 2.46%

Sub-Total Grant Income 7,153,295 5.86% - 0.00% 7,153,295 5.76%

INTEREST INCOME 300,000 0.25% - 0.00% 300,000 0.24%

OTHER INCOME 50,000 0.04% - 0.00% 50,000 0.04%

TRANSFER IN (OUT) (2,198,398) -1.80% 2,198,398 100.00% - 0.00%

CASH BALANCES BROUGHT FORWARD 20,304,797 16.64% - 0.00% 20,304,797 16.35%

TOTAL 121,997,523$ 100.00% 2,198,398$ 100.00% 124,195,921$ 100.00%

EXPENDITURES

CHILDREN'S PROGRAMS

Direct Services

Program Services 97,165,496$ 79.65% 2,198,398$ 100.00% 99,363,894$ 80.01%

Special Funds and Other 95,000 0.08% - 0.00% 95,000 0.08%

Public Awareness 1,550,000 1.27% - 0.00% 1,550,000 1.25%

Sub-total Direct Services 98,810,496 80.99% 2,198,398 100.00% 101,008,894 81.33%

Support Services

Programmatic Support Expenses 9,591,011 7.86% - 0.00% 9,591,011 7.72%

Sub-total Support Services 9,591,011 7.86% - 0.00% 9,591,011 7.72%

Sub-Total Children's Programs 108,401,507 88.86% 2,198,398 100.00% 110,599,905 89.05%

ADMINISTRATIVE EXPENSES 5,182,914 4.25% - 0.00% 5,182,914 4.17%

CAPITAL EXPENDITURES 400,000 0.33% - 0.00% 400,000 0.32%

NON OPERATING EXPENSES

Palm Beach County Property Appraiser Fees 786,779 0.64% - 0.00% 786,779 0.63%

Palm Beach County Tax Collector Fees 1,906,932 1.56% - 0.00% 1,906,932 1.54%

Sub-Total Non Operating Expenses 2,693,711 2.21% - 0.00% 2,693,711 2.17%

CONTINGENCY 500,000 0.41% - 0.00% 500,000 0.40%

SUB-TOTAL EXPENDITURES 117,178,132 96.05% 2,198,398 100.00% 119,376,530 96.12%

RESERVE FOR UNCOLLECTABLE TAX 4,819,391 3.95% - 0.00% 4,819,391 3.88%

TOTAL 121,997,523$ 100.00% 2,198,398$ 100.00% 124,195,921$ 100.00%

MILLAGE RATE: 0.6925

FOR CHILDREN, INC. TOTAL BUDGET

GENERAL FUND SPECIAL REVENUE FUND

PREVENTION PARTNERSHIPS 2014 - 2015

Exhibit III 20




Executive Talent & Finance Program Communications TOTALSExpenses Administration Operations Services

SALARIES 406,480 1,012,023 1,099,957 3,639,761 1,534,070 7,692,292

TEMPORARY PERSONNEL ‐ ‐ ‐ 15,000 ‐ 15,000

FRINGE BENEFITS A. FICA 18,616 61,844 64,576 223,361 93,190 461,587 B. FICA MED 5,894 14,674 15,949 52,777 22,244 111,538 C. FL Unemployment 7,723 19,228 20,900 69,155 29,147 146,153 D. Workers' Comp 1,260 3,137 3,410 11,283 4,755 23,845 E. Health Plan 68,063 234,967 252,876 869,021 363,936 1,788,863 F. Retirement 67,196 144,127 161,977 468,863 191,782 1,033,945 G. Long Term Disability 882 4,117 4,412 15,000 5,588 29,999 H. Tuition Reimbursement 40,000 ‐ ‐ ‐ 40,000 I. Deferred Compensation 23,000 ‐ ‐ ‐ ‐ 23,000 J. Retirement Health Savings 18,000 20,100 17,000 55,000 18,000 128,100 K. Short Term Disability 706 3,294 3,530 12,000 4,471 24,001 L. Other Fringe Benefits 3,600 16,800 18,000 61,200 22,800 122,400 Total Fringe Benefits 214,940 562,288 562,630 1,837,660 755,913 3,933,431

TOTAL PERSONNEL 621,420 1,574,312 1,662,587 5,492,421 2,289,983 11,640,723

TRAVEL A. Local Mileage 1,500 900 3,200 4,000 3,000 12,600 B. Staff Development / CSC Business‐Related Travel 12,000 38,800 25,000 102,000 38,000 215,800 C. Council Member Travel 3,000 ‐ ‐ ‐ ‐ 3,000 D. Business Expense 3,000 ‐ ‐ ‐ ‐ 3,000 TOTAL TRAVEL 19,500 39,700 28,200 106,000 41,000 234,400

BUILDING SPACE A. Maintenance & Security 11,765 54,902 58,823 200,000 74,510 400,000 B. Offsite Storage ‐ ‐ ‐ 2,000 ‐ 2,000 C. Utilities 5,882 27,451 29,412 100,000 37,255 200,000 D. Emergency Maintenance Fund 1,471 6,862 7,353 25,000 9,314 50,000 E. Quantum Park Fees and Assessments 221 1,030 1,102 3,750 1,397 7,500 F. Real Estate Taxes Quantum Park 1,765 8,237 8,823 30,000 11,176 60,001 TOTAL BUILDING SPACE 21,104 98,482 105,513 360,750 133,652 719,501

COMMUNICATIONS A. Telecommunications 2,059 9,609 10,294 35,000 13,039 70,001 B. Postage 500 2,333 2,500 8,500 3,167 17,000 2014 Tax Notices ‐ 7,600 ‐ ‐ 7,600 Total Postage 500 2,333 10,100 8,500 3,167 24,600 TOTAL COMMUNICATIONS 2,559 11,942 20,394 43,500 16,206 94,601

PRINTING & SUPPLIES A. Supplies 1,265 5,902 6,323 21,500 8,010 43,000

Exhibit IV 21





B. Meeting Supplies 1,400 5,200 500 5,000 900 13,000 C. Computer Supplies ‐ ‐ ‐ 10,000 10,000 D. Printing 200 500 300 400 101,000 102,400 E. Photography/Video ‐ ‐ ‐ 50,000 50,000 TOTAL PRINTING & SUPPLIES 2,865 11,602 7,123 26,900 169,910 218,400

OTHER EXPENSES A. Purchase of Service 1. Legal 43,000 ‐ ‐ ‐ ‐ 43,000 2. Audit ‐ 65,000 ‐ ‐ 65,000 3. Consulting 100,000 140,000 ‐ 150,000 75,000 465,000 4. Inspector General Fee 82,500 82,500 ‐ ‐ 165,000 B. Insurance 250,000 ‐ ‐ ‐ ‐ 250,000 C. Staff Development ‐ In House 67,500 ‐ ‐ ‐ 67,500 D. Dues 150,000 7,300 2,500 5,000 4,000 168,800 E. Background Checks/Fingerprinting 3,500 ‐ ‐ ‐ 3,500 F. Subscrip/Publications 1,000 17,500 1,500 1,000 1,000 22,000 G. Public Notices & Employment Ads 15,000 ‐ ‐ ‐ 15,000 H. Copier Equipment 2,059 9,608 10,294 35,000 13,039 70,000 I. Computer Maint & Support ‐ ‐ ‐ 450,000 450,000 J. Planning & Policy Issues 75,000 ‐ ‐ ‐ ‐ 75,000 K. Banking Services ‐ ‐ 3,000 ‐ ‐ 3,000 L. Service Awards & Recognition 3,500 ‐ ‐ ‐ 3,500 TOTAL OTHER EXPENSES 621,059 346,408 164,794 191,000 543,039 1,866,300 TOTAL ADMINISTRATIVE EXPENSES 1,288,507 2,082,446 1,988,611 6,220,571 3,193,790 14,773,925

CAPITAL EXPENSES A. Furniture & Equipment ‐ 50,000 ‐ ‐ ‐ 50,000 B. Computer Hardware ‐ ‐ ‐ ‐ 200,000 200,000 C. Computer Software ‐ ‐ ‐ ‐ 100,000 100,000 D. Building Improvements ‐ 50,000 ‐ ‐ ‐ 50,000 TOTAL CAPITAL EXPENSES 100,000 ‐ ‐ 300,000 400,000

NON OPERATING EXPENSES A. Property Appraiser Fee 786,779 ‐ ‐ ‐ ‐ 786,779 B. Tax Collector Fee 1,906,932 ‐ ‐ ‐ ‐ 1,906,932 TOTAL NON‐OPERATING EXPENSES 2,693,711 2,693,711

ALLOCATIONS CHILDREN'S PROGRAMS AND SPECIAL SERVICES

A. Direct Funded Programs and Initiatives ‐ ‐ ‐ 97,165,496 ‐ 97,165,496 B. Healthy Safe & Strong Fund ‐ ‐ ‐ ‐ 50,000 50,000 C. Lobbying/Legislative Issues ‐ ‐ ‐ ‐ 45,000 45,000 D. Public Education ‐ ‐ ‐ 575,000 975,000 1,550,000 TOTAL ALLOCATIONS CHILDREN'S PROGRAMS AND SPECIAL SERVICES ‐ ‐ ‐ 97,740,496 1,070,000 98,810,496

CONTINGENCY 500,000 500,000

Exhibit IV 22





RESERVE FOR UNCOLLECTABLE TAX 4,819,391 ‐ ‐ ‐ ‐ 4,819,391

TOTAL BUDGET 9,301,609 2,182,446 1,988,611 103,961,067 4,563,790 121,997,523

Budget: Administrative Expenses 1,288,507 1,864,676 801,928 228,116 999,688 5,182,914 Budget: Capital Expenses 100,000 ‐ ‐ 300,000 400,000 Budget: Children's Program: Direct Services ‐ ‐ 97,740,496 1,070,000 98,810,496 Budget: Children's Program: Support Services 217,770 1,186,683 5,992,456 2,194,103 9,591,011 Budget: Non‐Operating Expenses 8,013,102 ‐ ‐ ‐ ‐ 8,013,102

TOTAL BUDGET 9,301,609 2,182,446 1,988,611 103,961,067 4,563,790 121,997,523

Exhibit IV 23

PREVENTION PARTNERSHIPS FOR CHILDREN



Allocations to Children's Programs:

Quality Childcare Programs

Research Specialist 100,000

Technical Assistance Specialists 1,523,398

Tier Payments 500,000

Bridges Liaison 75,000

Total Quality Childcare Programs 2,198,398

Total Allocations to Children's Programs 2,198,398

Total Budget 2,198,398$

Exhibit III 24

Program

Funding

Provider Professional Development (PPD) 1,230,000$

Healthy Beginnings 26,691,811

Quality Early care and Education 53,341,297

Bridges 5,665,902

Initiatives 13,077,359

Community Partnerships 1,002,525

101,008,894$


PROPOSED STRATEGY BUDGET

OCTOBER 1, 2014‐ SEPTEMBER 30, 2015

Document Number: 120521 25

Children’s Services Council Notes to 2014/15 Fiscal Year Proposed Budget

1 Exhibit VI

1. Breakdown of Divisions/Departments

The budget is developed reflecting the functional and program operations within CSC. The

functional and program operations as they appear on the detailed budget document are:

A. Executive Administration - reflects the costs associated with the CEO function and

administration of the Children's Services Council, such as legal fees, insurance, the non-

operating expenses for the Property Appraiser and Tax Collector and organizational

consultants.

B. Talent & Operations - consists of the Operations, Human Resources, Project Management

and Talent Management departments.

C. Finance - Consists of the Accounting, Budget Oversight and Audit departments.

D. Program Division - Reflects the costs associated with the funded programs, initiatives and

community partnerships such as the Provider Professional Development, Healthy Beginnings,

Quality Early Care and Education, Bridges, Initiatives and Community Partnerships. This

d iv is ion a lso ref lects the costs associated wi th Business Analyt ics and

Evaluat ion. In addition to funding from ad-valorem tax revenue, financial support for the

programs, initiatives and community partnerships comes from Federal and State dollars from

the Department of Health through the Healthy Start Coalition and the Palm Beach County

Head Start Match.

E. Communications- Reflects the costs associated with the Communications and Information

Management departments.

2. Personnel

The proposed 2014/15 fiscal year budget contains funding for 102 approved positions and a 3%

total merit pool in correlation with staff performance evaluations.

Fringe benefits are calculated at existing rates for FICA, Medicare and Florida Unemployment.

Retirement is calculated at 10% of eligible salaries for employees hired on or after January 1,

2012. This percentage is based on the maximum exposure if a match is made depending on the

employee’s contribution. Prior to a hiring date of January 1, 2012, retirement is calculated at 13%

of eligible salaries for employees employed ten years or less, 15% of eligible salaries for

employees employed between eleven and fifteen years, 17% for employees employed between

sixteen and twenty years, and 19% for employees employed twenty years or more.

Workers' Compensation is calculated based on the formula supplied by CSC's insurance broker.

Based on input from CSC's insurance broker and historical trends, health plan premiums have

been projected at 15% over 2013/14 fiscal year rates to maintain coverage at existing levels.

Long Term Disability premiums are projected based on the rate that was provided by the carrier.

Tuition reimbursements have been estimated based on anticipated usage for the 2014/15 fiscal

year.

26


2 Exhibit VI

Deferred compensation reflects the amount approved under the CEO's contract and is also the

maximum permitted according to the Internal Revenue Service for the 2014/15 fiscal year.

Retirement Health Savings reflects the estimated amount needed for this benefit.

Other Fringe Benefits provides for enhancements or additions to the current benefit package

offered by CSC and supports health related items.

3. Travel

The local mileage reimbursement rate is projected at $0.56 per mile based on the Internal

Revenue Service standard mileage rate for 2014. The mileage traveled for each position has

been projected based on historical data.

Staff Development / CSC business-related travel - Staff development reflects the expenses

associated with CSC staff achieving their development plans. CSC business-related travel

reflects the costs associated with CSC staff and Provider agency staff traveling on CSC related

business. An amount has also been budgeted to provide for the costs of staff attendance at

business meetings taking place outside of Palm Beach County.

Council member travel is included to cover the costs relating to travel by Council members on

CSC related business.

4. Building Space

Amounts have been budgeted for Maintenance and Security based on contracts that have been

entered into for those services at the 2300 High Ridge Road building as well as actual

expenditures incurred through the normal operation of the building. An additional $50,000 is

budgeted to provide for emergency repairs not covered under maintenance agreements. The

amount budgeted is allocated by department based on the number of full-time equivalent (FTE)

employees.

Offsite storage costs reflect the expenses related to the storage of historical data at a third party

location.

Utilities are based on projected actual usage and historical data. The amount budgeted is

allocated by department based on the number of full-time equivalent (FTE) employees.

Quantum Park fees cover the costs charged by the Quantum Park Association. The amount

budgeted is allocated by department based on the number of full-time equivalent (FTE)

employees.

Real Estate taxes reflect the property taxes to be paid during the fiscal year.

5. Communications

Telecommunication expenses are budgeted based on amounts being billed by various vendors

for this item and reflect the costs associated with all telecommunication related expenses. The


employees.

27


3 Exhibit VI

Postage includes the costs for routine mailings as well as amounts projected for costs associated

with the mailing of special reports and newsletters produced by CSC. The amount budgeted is

allocated by department based on the number of full-time equivalent (FTE) employees.

The cost of mailing the 2014 tax notices has been included as expenditure in conformity with

legislation which requires each taxing authority to reimburse the tax collector for their

proportionate share of postage.

6. Printing & Supplies

The anticipated costs for these items are based on planned expenditures, historical information,

and projected price increases. Supplies includes anything related to office supplies, program

supplies, meeting supplies, training supplies and/or computer supplies.

Printing reflects the projected costs of producing various reports and newsletters. Additional

amounts have been provided to cover projected costs associated with various documents

produced in accordance with the CSC publication plan that has been developed.

Photography/video costs are expenses associated with the communications department and the

public education of program services.

7. Other Expenses

Legal expenses reflect actual expenses incurred resulting from CSC's administrative issues.

Audit reflects the projected amounts for the annual audit.

Consulting has been budgeted under various divisions as follows:

o Executive Administration – Consultants may be used to provide consulting services

related to public policy issues.

o Talent & Operations - Consultants may be used for leadership and organizational

learning services as well as for administrative services related to the facilities.

o Program Services – Research consultants will be engaged to do research as it relates to

cost benefit analysis and special projects. Consultants may be used for evidence-based

trainings and the variety of other training programs offered by CSC. Consultants are

engaged to provide feedback as to the feasibility of bringing evidence-based programs to

Palm Beach County as well as to assist in the evaluation of initiatives.

o Communications - Consultants may be used to assist Information Management in the

maintenance and training of various databases and the equipment necessary to maintain

these programs.

The following are descriptions of the other items budgeted under the "Other Expenses" cost category:

The Inspector General fee is a charge for the Inspector General to review CSC’s policies and

procedures.

Insurance is made up of expenses related to non-benefit insurance premiums.

Staff Development is budgeted to cover the costs associated with training activities designed to

enhance CSC staff knowledge and skills to support funded programs.

28


4 Exhibit VI

Dues reflect the costs of memberships to various organizations to which CSC belongs.

Background checks/fingerprinting are made up of background checks and fingerprinting

expenses related to employees.

Subscriptions & Publications reflect the costs of various "trade" magazines, journals, curriculums,

videos, and books.

Public Notices and Employment Advertising include the cost of required advertising for public

meetings and other CSC activities as well as costs associated with recruitment of CSC staff

positions.

Copier equipment reflects the cost of maintaining and leasing CSC's copier equipment. The


employees.

Computer maintenance and support is provided to cover the costs of support for various software

programs as well as the repair of the system for those items no longer covered by the

manufacturer's warranty period.

Banking services cover the costs of bank and credit card fees.

Service Awards and Recognition cover the costs associated with awards and recognition to

individuals and/or groups for their accomplishments and contributions to the work of the

Children’s Services Council.

8. Capital Expenditures

Capital Expenditures reflect the costs associated with the purchase or upgrade of furniture and

equipment items and the costs of replacing and increasing CSC's information and data processing

technology. The costs associated with these items are summarized as follows:

Furniture & Equipment $50,000

Computer Hardware $200,000

Computer Software $100,000

Building Improvements $50,000

Total $400,000

9. Non-operating expenses

These expenses have been calculated based on the proposed millage rate for the Tax

Collector and the estimated fee provided by the Property Appraiser.

10. Allocations

The total proposed allocation to children's programs, initiatives and community partnerships is

approximately $101,008,894.

29


5 Exhibit VI

11. Contingencies

An amount totaling $500,000 has been budgeted.

12. Reserve for Uncollectable Tax

A 5% reserve has been established to provide for the projected difference in the amount of tax levied

and the amount actually collected.

13. Ad Valorem Tax

Revenue is calculated based on a projected estimate of taxable value which reflects an estimated 6.1%

increase in the taxable value from the previous year. The millage rate is being reduced from .7025 to

.6925 for the 2014/15 fiscal year.

14. Grant Income

Grant income is budgeted to reflect grant income from Federal and State dollars through the

Department of Health and Agency of Heal th Care Adminis trat ion through the Healthy Start

Coalition to support CSC's operation of several Healthy Beginnings programs.

15. Other income

Other income reflects the revenues to be generated from tenant income and miscellaneous revenue.

16. Interest income

Interest income is projected based on current interest rate trends applied to average invested

balances.

30

DM155461

CHILDREN’S SERVICES COUNCIL – FINANCE COMMITTEE

AGENDA ITEM

JUNE 17, 2014 AGENDA ITEM: 5 TITLE: Proposed finance Committee Meeting timeline June, 2014‐April, 2015 CSC STAFF: Bill Cosgrove SUMMARY: The proposed timeline includes the projected dates of Finance Committee meetings as well as the regularly scheduled Council meeting dates that will occur during the period June, 2014 through April, 2015. It is proposed that the Finance Committee will meet in person in advance of regularly scheduled Council meetings for the following purposes during the remainder of the period June, 2014 through April, 2015:

Week of August 25, 2014 – Final review of the 2014/2015 Proposed Operating Budget and TRIM package Week of November 17, 2014 – Discussion of CSC’s investment policy and possible use of an investment advisor Week of March 16, 2015 – Budget forecast and assumptions 2015/2016, 2016/2017 and 2017/2018, presentation of Audited Financial Statements for fiscal year ended 9/30/2014 and approval of RFP for successor auditing firm Week of April 13, 2015 – Proposed 2015/2016 Operating Budget presentation and selection of successor auditing firm for 5 year engagement

The Committee previously decided that, when there is no other meeting of the Finance Committee scheduled, they would review the Council’s monthly financial statements in a 15 minute meeting on the day of and in advance of the regularly scheduled Council meeting. Since convening a quorum for such a meeting with a limited agenda may often prove to be difficult, it is suggested that an alternative to a meeting to approve the financial statements be agreed to. FISCAL IMPACT: None. RECOMMENDATION: This item is being presented for discussion and decision purposes.

31

DM153877

Finance Committee

Future Meetings

Proposed Timeline

June 17, 2014

Proposed 2014/2015 Operating Budget ‐ What has changed since the April version?

May 31, 2014 Financial Statements (tentative)

Revised budget projection forecast

Other

June 26, 2014 Monthly Council Meeting

July, 2014 No Council Meeting

August 7, 2014 Monthly Council Meeting

Week of August 25, 2014

Review of 2014/2015 Proposed operating budget TRIM package. What has changed since tentative

adoption at June Council Meeting?

June 30 and/or July 31, 2014 Financial Statements

Other

September 11, 2014 (Tentative) First TRIM hearing and First September Council Meeting

September 25, 2014 (Tentative) Second TRIM hearing and regular monthly Council Meeting

October 23, 2014 Monthly Council Meeting

Week of November 17, 2014

Investments:

Investment Policy

Does CSC want to engage an independent investment advisor? If yes, additional meeting to

select the advisor or make selection at the March, 2015 meeting

September 30, 2014 Financial Statements – Unaudited

Other

November, 2014 No Council Meeting

December 4, 2014 Monthly Council Meeting

January 22, 2015 Monthly Council Meeting

February 26, 2015 Monthly Council Meeting – annual Council Meeting and determine membership on Finance

Committee

Week of March 16, 2015

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DM153877

Budget Forecast and assumptions 2015/2016, 2016/2017, and 2017/2018

Presentation of Audited Financial Statements for year ended September 30, 2013

Approval of RFP to select successor auditing firm for 5 year engagement

Other

March 26, 2015 Council Meeting

Week of April 13, 2015

Proposed 2015/2016 Operating Budget ‐ presentation

Selection of successor auditing firm for 5 year engagement

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