8:30 am - Early Learning Coalition of Broward County, Inc. Final... · Page 1 of 4 Early Learning Coalition of Broward County Finance Committee Meeting Minutes . June 6, 2018 –

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Early Learning Coalition of Broward County

Finance Committee Meeting Minutes

June 6, 2018 – 8:30 am

6301 NW 5th Way, Suite 3400, Fort Lauderdale, FL 33309

Members in Attendance: Renee Podolsky, Chair; Deborah Meidinger Hosey, Nicholas Kaniaris, via phone;

Laurie Sallarulo, via phone; Jeffrey Dwyer via phone

Members Absent: Cindy Arenberg Seltzer

Staff in Attendance: Renee Jaffe, CEO; Christine Klima, CAO; Howard Bakalar, COO; Hubert Cesar,

Director of IT; Allison Metsch, Director of Education and Quality; Reinier Potts,

Financial Analyst; Amy Ungor, Provider Relations Manager; Doreen Moskowitz,

Director of Compliance; Irene Ramos, Executive Assistant

Others in Attendance: Jacob Jackson, General Counsel;

Item Action/Discussion Follow-up

Welcome & Call

to Order

Deborah Meidinger Hosey called the meeting to order at 8:35am. Roll Call was

taken and a quorum established. The meeting was turned over to Renee

Podolsky, Finance Chair, upon her arrival at 8:45 am.

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Consent Agenda:

Approve March

28, 2018 Meeting

Minutes

Items on the Consent Agenda were reviewed, none were called for discussion

and the items were unanimously approved

Regular Business

Approve April

Interim Financial

Statements

Approve FY 18

Performance Pay

Allocation

Interim Financial Statements for the 10 months ending April 30, 2018 were

reviewed showing FY18 revenues and expenditures on track with the amended

budget. ELC avoided incurring previously projected administrative cost overruns

by securing new revenue, delaying hires for vacant positions and putting off

purchases until the following fiscal year whenever practical.

A Motion was made by Jeffrey Dwyer to approve the April 2018 Interim

Financial Statements pending approval of an annual audit performed by a

qualified independent certified public accountant. Seconded by Nicholas

Kaniaris. Unanimously approved.

In accordance with ELC’s compensation policy, staff requested that Committee

approve a $150,000 budget allocation for FY 2018 staff performance pay,

including the CEO.

A Motion was made by Nicholas Kaniaris to approve the FY 18 Performance

Pay allocation. Seconded by Deborah Meidinger Hosey. Unanimously

approved.

Each year ELC estimates revenues and expenses for the upcoming fiscal year

using preliminary allocation information from the Office of Early Learning, as

well as prior year spending patterns and future year program needs. The

preliminary budget is used as a basis to complete new agreements and contract

renewals with ELC’s sub-recipients and other vendors to ensure continuity of

service pending receipt of formal award letters.

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Approve

Preliminary FY

18/19 Budget

Approve FY

2018/19 Finance

Committee

Meeting Calendar

Key components of the FY19 Preliminary Budget include new office space,

annual cost of living increases, a new quality initiative and a revised staffing plan

that reflects ELCs recent business model changes and included one new senior

staff position.

Laurie Sallarulo requested that the CAO provide a line item cost comparison for

Eligibility, Payment and Provider Relations services between BRHPC and ELC

analyzing actual expenses from FY17 and FY18, as well as budgeted expenses

for FY19 once FY18 expenses are finalized.

A Motion was made by Jeffrey Dwyer to approve the Preliminary FY 18/19

Budget. Seconded by Deborah Meidinger Hosey. Motion passes with

majority of the vote with three in favor of and 2 opposed.

Deborah Meidinger Hosey wanted to make known for the record that she is

neither for nor against the budget but would like deferment of voting on the new

senior staff position item until further discussion.

There was discussion of the organizational chart and responsibilities of new

senior staff position. The Chair indicated that the purpose of the budget is to

approve the dollar amount and that further discussion of the organization chart

positions and their responsibilities can be addressed by the Executive committee.

The Committee discussed FY19 Finance Committee meeting calendar. Seven

meetings have been scheduled with no meetings in July 2018, October 2018,

December 2018, February 2019 and June 2019.

Members also agreed to combine the Finance and Executive Committee meetings

into one joint meeting in the new fiscal year.

A Motion was made by Deborah Meidinger Hosey to approve the FY 2018/19

Finance Committee Meeting Calendar. Seconded by Nicholas Kaniaris.

Unanimously approved.

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New Business

Matters from the

Chair

Matters from the

Committee

Deborah Meidinger Hosey recognized the new leadership and the great job of

aligning and maintaining OEL guidelines and moving the ELC forward. She

congratulated the ELC leadership and staff.

Public Comment There was no comment.

Next Meeting Date

Adjourn The meeting adjourned at 9:26am

These minutes contain the action items of the Finance Committee meeting of the Early Learning Coalition of

Broward. They do not include all the Committee’s discussions or comments on each matter or issue raised during

the meeting. A tape recording of the meeting is held in the Coalition office. Corrections from the Committee will

be taken prior to approval at the next meeting.

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For Finance Committee Meeting August 23, 2018

Subject: Preliminary, Unaudited FY2017-18 Results

Recommended Action: None. For information only

Financial Impact: None

Background Information:

Preliminary financial results for the fiscal year ending June 30, 2018 are attached for your information. These statements are not yet audited and certain residual transactions remain pending because OEL does not close the books on the contract year until September 30 each year. ELC’s external auditors, SB and Company are scheduled to arrive at ELC to begin their field work in mid-October 2018.

Current Status:

Key components of ELC’s overall preliminary financial results include:

Revenues:

• As of June 30, 2018 revenues earned through program activities by ELC and its

subcontractors were on target at 99%.

• Residual revenues totaling approximately $1 million were carried forward into FY18 in

accordance with contract rules.

• School Readiness slot expenditures exceeded the FY18 award maximum by $109K which

is a fraction of one percent. This slight overage is allowable in accordance with OEL

guidelines because predicting child enrollment for a program the size of Broward is not an

exact science. OEL permits ELCs to cover such overages using an early draw from the

following year’s award up to a limit of 3% each year.

• A small surplus of $50K that appears on the Statement of Activities is a carryforward of

funds from Broward County that will be allocated in FY19

Slots and Provider Incentive Pass-through:

• School Readiness: 100% utilized, with a small overage to be funded using FY19 award.

• Child Care Executive Partnership: 100% utilized, including $69K in additional funds made

available by OEL at fiscal year-end.

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• Voluntary Pre-K: 99% utilized. Program funded each year to exactly match actual

attendance.

• Children’s Services Council Financially Assisted Child Care: 86% utilized. $841K

deferred to first quarter of fiscal year 2018-19 to allow ELC to maximize utilization in SR

funding instead. CSC funds play a unique and critical balancing role in ELC’s utilization

strategy at the end of each fiscal year. The program runs on an October to September

fiscal year.

• Children’s Service Council Vulnerable Populations Program: 98% utilized. Balance

carried forward to FY 2019. The program runs on an October to September fiscal year.

• Broward County Special Needs Program: 112% utilized. Balance will be adjusted through

attrition in the first quarter of FY19. The program runs on an October to September fiscal

year.

• Broward County CCEP Match Funds: 102% utilized. Balance will be adjusted through

attrition in the first quarter of FY19. The program runs on an October to September fiscal

year.

• Department of Children & Families Entrant: 82% utilized. $31K to be carried forward to

FY 2019. The program runs on an October to September fiscal year.

• Performance Funding Program: 100% utilized, including $253K in additional funds made

available by the Office of Early Learning at fiscal year-end.

• University of Florida Lastinger Center: Overall expenditures are at only 12% because

funds are drawn down only as needed.

Program versus administrative expenses by organization:

• Allowable Administrative Funds: ELC stayed within the $3.1 million allowable

administrative cap due to the factors listed below. See also the attached Pre-transition

FY18 Budget Compared to Post-transition FY18 Actuals.

1. $750K in Administrative cost savings were realized due to the elimination of the

sub recipient agreement for eligibility and payment services with Broward

Regional Health Planning Council (BRPC) In September 2017. These funds

were re-directed to slots.

2. $400K in additional administrative revenues from a combination of new

revenues from CSC and Broward County that traditionally funded sub-recipients

only and previously untapped CCEP administrative dollars.

3. $500K in cost savings through delayed hiring and fiscal restraint by ELC and its

sub-recipients. These funds were re-directed to slots. In FY19, these same

savings will be realized on a permanent basis following the sunset of the Road

to Child Outcomes sub-recipient agreements.

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• Budgeted Program Funds: 100% expended. Annual program costs for Eligibility,

Payments and Provider Relations remained constant during the transition year of

FY2018 compared to the pre-transition prior year, despite significant differences in

service delivery models between BRHPC and ELC in-house services. In FY2019,

ELC’s service model is no longer comparable with BRHPC as ELC re-organizes and

grows with the advent of ELC’s new in-house quality initiative and the addition of more

than $8.5 million from OEL and CSC for School Readiness, PFP and Vulnerable

Populations programs.

Key expense differences between BRHPC and ELC during FY17 and FY18 include:

1. Salaries: ELC provided an automatic 3% pay increase for all staff hired duringthe transition from BRHPC and added additional management capacity.

2. Benefits: ELC provides significantly more employee benefits to staff thanBRHPC

3. Temporary Staff: BRHPC used temps for VPK enrollment data entry. ELC usedan automated process for VPK data entry. ELC uses a combination of tempsand ELC employees to staff its new Customer Service Unit

4. Consultants: BRHPC relied on ELC Manatee for monthly payment closing andother key program functions. ELC has in-house capacity for these functions.

5. Waitlist: Both BRHPC and ELC outsourced this function to 211-Broward. ELChas taken this service in house starting in FY19.

6. Operating Costs: BRHPC’s program operating costs during FY17 includedcosts for supplies and software that ELC has not duplicated.

Actual as of 8/19/18 +/-BRHPC** ELC*** Total BRHPC ELC**** Total FY 2018

Program ExpenseSalaries 1,588,121 516,379 2,104,500 491,337 1,722,831 2,214,168 109,668 Benefits 514,829 215,879 730,709 114,623 828,923 943,547 212,838 Temporary Staff 84,819 13,742 98,561 17,904 177,177 195,081 96,520 Consultants 104,000 34,914 138,914 2,318 40,442 42,759 (96,154) Waitlist Sub Contract 130,000 130,000 32,500 97,500 130,000 - Other Operating Costs 432,919 39,159 472,078 212,966 212,966 (259,112)

Total Program Expense 2,854,688$ 820,073$ 3,674,761$ 658,682$ 3,079,839$ 3,738,521$ 63,760$

Notes:

Eligibility, Payments & Provider Relations Cost Comparison FY 2017 vs FY 2018

FY 2017 * FY 2018

*Program cost allocated to VPK not tracked separately in 2017. Overall program expenses adjusted to include estimated VPK

**BRHPC Program costs include Eligibility and Provider Reimbursement costs. They were derived by analyzing general ledger documentation submitted in support of invoices. Data is estimated only and has not been verified.

***ELC costs include Provider Relations, EFS Administrator and PFP Provider Reimbursement costs

****ELC FY18 expenses allocated to CSC Vulnerable Populations Program and Broward County Program funding excluded to permit comparison. These contracts did not go through ELC's books in FY2017 and could not be analyzed comparatively.

Supporting Documents: Preliminary, Unaudited FY2018 Financial Statements Pre transition budget to post-transition actual comparison

PAGE 7

Early Learning Coalition of Broward County, Inc.

Submitted to the August 23, 2018 Finance Committee Meeting

PRELIMINARY YEAR - END RESULTS (UNAUDITED)

For The 12 Months Ended June 30, 2018FISCAL YEAR 2017-2018

PAGE 8

June 30, 2018 June 30, 2017

Cash $ 6,295,956 $ 5,478,902 Grants Receivable 8,850,748 8,621,585 Accounts Receivable 69,877 560,706 Prepaid Expense 167,388 15,198 Fixed Assets 11,314 47,688

15,395,283$ 14,724,079$

Accounts Payable $ 160,993 $ 475,553 Salary & Benefits Payable 159,093 112,779 Compensated Absences 99,493 78,350 Due to Providers 5,225,634 0 Due to BRHPC 576 5,278,707 Due to 211-Broward 124,072 121,049 Due to Family Central 151,490 181,974 Due to NSU 131,574 150,638 Due to SBBC 78,612 132,519 Due to Children's Forum 65,214 90,780 Due to Other Agencies 39,024 21,094

Deferred Revenue 8,847,950 7,758,078

15,083,726$ 14,401,520$

311,557 322,559 311,557 322,559

Total Liabilities and Net Assets 15,395,283$ 14,724,079$

Early Learning Coalition of Broward County, Inc.FY 2017-2018 Statement of Financial Position

As of June 30, 2018

Assets:

Total Net Assets

Net Assets Unrestricted

Total Assets

Liabilities:

Total Liabilities

PAGE 9

Jun 2018 Actual

FY 2018 YTD Actual

FY 2017 YTD Actual

RevenueOEL School Readiness 3,200,419$ 44,773,626$ 44,145,587$ OEL Child Care Executive Partenership 455,668 2,643,246 3,265,428 OEL Voluntary Pre-K 2,018,640 39,177,589 39,698,269 Children's Services Council Income Eligible 771,715 5,042,616 3,538,894 Children's Services Council Vulnerable Population/33311 255,281 1,729,078 - Broward County Special Needs 50,491 557,035 - Broward County CCEP Match 172,014 1,285,360 - School Readiness Match 60,170 363,349 Department of Children & Families Refugee Grant 16,263 143,468 191,140 OEL Performance Funding Program 303,779 704,626 909,525 University of Florida Lastinger Center CLASS Program (1,127) 7,448 114,933 BECE Conference & Miscellaneous (3,161) 52,062 38,291

Total Revenue 7,300,153$ 96,479,504$ 91,902,067$

Expenses:Child Care Slots and Incentives:

OEL School Readiness 2,869,876$ 36,777,331$ 36,268,701$ OEL Child Care Executive Partenership 397,958 2,397,200 2,890,817 OEL Voluntary Pre-K 1,601,988 37,638,601 38,190,771 Children's Services Council Income Eligible 475,751 4,578,316 2,962,056 Children's Services Council Vulnerable Population/33311 169,376 1,627,349 - Broward County Special Needs 44,881 495,142 - Broward County CCEP Match 152,901 1,142,543 - School Readiness Match 60,170 363,349 Department of Children & Families Refugee Grant 14,794 122,842 164,181 OEL Performance Funding Program 262,338 605,877 525,510 Quality & Education Pass Throughs - 11,551 352,854

Total Child Care Slots and Incentives 6,050,033$ 85,760,100$ 81,354,891$

Program Expense:School Board of Broward County 1 62,464$ 610,863$ 647,928$ Family Central 2 59,888 709,871 728,610 Nova Southeastern University 3 53,763 688,448 713,241 Children's Forum 4 63,746 425,302 424,248 211 Broward 5 66,598 522,460 464,373 Broward Regional Health Planning Council 6 - 658,182 2,854,688 Early Learning Coalition of Broward 8 610,615 3,957,611 1,323,496

Total Program Expense 917,074$ 7,572,737$ 7,156,583$

Administrative ExpenseSchool Board of Broward County 1 16,148$ 217,809$ 170,698$ Family Central 2 19,559 217,857 154,069 Nova Southeastern University 3 14,862 184,121 165,137 Children's Forum 4 1,468 20,184 20,096 211 Broward 5 16,725 172,829 161,626 Broward Regional Health Planning Council 6 - 273,643 1,017,328 Early Learning Coalition of Broward 8 286,958 2,009,412 1,667,465

Total Administrative Expense 355,721$ 3,095,855$ 3,356,419$

Total Expenses 7,322,828$ 96,428,693$ 91,867,894$

Change in net assets (22,675)$ 50,812$ 34,173$

Net assets, beginning of year 260,746 288,386

Net assets, end of the period 311,557$ 322,559$

Early Learning Coalition of Broward County, Inc.FY 2017-2018 Statement of ActivitiesFor The Month Ended June 30, 2018

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Annual Budget Amendment #3

YTD Actual

Balance % of Budget Notes

Revenue:OEL School Readiness 44,664,403$ 44,773,626$ (109,224)$ 100% Addl amount to be drawn from FY19OEL Child Care Executive Partenership 2,574,415 2,643,246 (68,831) 103% Increase received 4th QuarterOEL Voluntary Pre-K 39,875,498 39,177,589 697,909 98% Funded to match needChildren's Services Council Income Eligible 5,883,850 5,042,616 841,234 86% Balance carried forward to FY19Children's Services Council Vulnerable Population/33311 1,768,292 1,729,078 39,214 98% Balance carried forward to FY19Broward County Special Needs 498,923 557,035 (58,112) 112% Balance to be adjusted in FY19Broward County CCEP Match 1,258,173 1,285,360 (27,187) 102% Balance to be adjusted in FY19School Readiness Match 281,469 363,349 (81,880) 129% Increase received 4th QuarterDepartment of Children & Families Refugee Grant 174,569 143,468 31,101 82% Balance carried forward to FY19OEL Performance Funding Program 471,316 704,626 (233,310) 150% Increase received 4th QuarterUniversity of Florida Lastinger Center CLASS Program 63,000 7,448 55,552 12% Funded to match needBECE Conference & Miscellaneous 39,000 52,062 (13,062) 133%

Total Revenue 97,552,908$ 96,479,504$ 1,073,404$ 99%ExpenseChild Care Slots and Incentives

OEL School Readiness 36,489,609$ 36,777,331$ (287,722)$ 101%OEL Child Care Executive Partenership 2,208,615 2,397,200 (188,585) 109%OEL Voluntary Pre-K 38,195,046 37,638,601 556,445 99%Children's Services Council Income Eligible 5,358,850 4,578,316 780,534 85% Balance carried forward to FY19Children's Services Council Vulnerable Population/33311 1,691,995 1,627,349 64,646 96% Balance carried forward to FY19Broward County Special Needs 436,558 495,142 (58,585) 113% Balance to be adjusted in FY19Broward County CCEP Match 1,100,902 1,142,543 (41,641) 104% Balance to be adjusted in FY19School Readiness Match 269,458 363,349 (93,891) 135% Increase received 4th QuarterDepartment of Children & Families Refugee Grant 154,879 122,842 32,037 79% Balance carried forward to FY19OEL Performance Funding Program 420,371 605,877 (185,506) 144% Increase received 4th QuarterQuality & Education Pass Throughs 11,551 (11,551) 0% Revenue recoginized in prior year

Total Child Care Slots and Incentives 86,326,282$ 85,760,100$ 566,182$ 99%

Program ExpenseSchool Board of Broward County 562,773$ 610,863$ (48,090)$ 109% Overage reallocated from adminFamily Central 671,870 709,871 (38,001) 106% Overage reallocated from adminNova Southeastern University 722,068 688,448 33,620 95%Children's Forum 412,964 425,302 (12,338) 103% Overage reallocated from admin211 Broward 557,030 522,460 34,570 94%Broward Regional Health Planning Council 658,182 658,182 0 100% Contract ended Sept 2017Early Learning Coalition of Broward 4,021,362 3,957,611 63,751 98%

Total Program Expense 7,606,249$ 7,572,737$ 33,512$ 100%

Administrative ExpenseSchool Board of Broward County 262,634$ 217,809$ 44,825$ 83% Surplus reallocated to programFamily Central 296,456 217,857 78,599 73% Surplus reallocated to programNova Southeastern University 184,748 184,121 627 100%Children's Forum 36,545 20,184 16,361 55% Surplus reallocated to program211 Broward 170,000 172,829 (2,829) 102%Broward Regional Health Planning Council 273,643 273,643 0 100% Contract ended Sept 2017Early Learning Coalition of Broward 2,396,351 2,009,412 386,939 84% Savings redirected to slots

Total Administrative Expense 3,620,377$ 3,095,855$ 524,522$ 86%

Total Expenses 97,552,908$ 96,428,693$ 1,124,215$ 99%

Early Learning Coalition of Broward County, Inc.FY 2017-2018 Annual Budget to Actual YTD

For The Period Ended June 30, 2018

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Annual Budget Amendment #3

FirstQuarter

Total

SecondQuarter

Total

ThirdQuarter

Total

FourthQuarter

Total

YTD Actual

Balance % of

Budget

Revenue:OEL School Readiness 44,664,403$ 11,683,749$ 11,294,918$ 11,050,197$ 10,744,762$ 44,773,626$ (109,224)$ 100%OEL Child Care Executive Partnership 2,574,415 642,260 514,492 566,482 920,012 2,643,246 (68,831) 103%OEL Voluntary Pre-K 39,875,498 6,508,989 11,426,789 10,796,420 10,445,391 39,177,589 697,909 98%Children's Services Council Income Eligible 5,883,850 1,587,872 1,106,635 967,903 1,380,206 5,042,616 841,234 86%Children's Services Council Vulnerable Population/33311 1,768,292 - 545,024 550,094 633,960 1,729,078 39,214 98%Broward County Special Needs 498,923 - 217,277 187,815 151,942 557,035 (58,112) 112%Broward County CCEP Match 1,258,173 - 338,757 414,141 532,463 1,285,360 (27,187) 102%School Readiness Match 281,469 - 57,050 131,824 174,475 363,349 (81,880) 129%Department of Children & Families Refugee Grant 174,569 36,170 28,592 33,325 45,381 143,468 31,101 82%OEL Performance Funding Program 471,316 - 129,579 160,530 414,518 704,626 (233,310) 150%University of Florida Lastinger Center CLASS Program 63,000 - 8,575 - (1,127) 7,448 55,552 12%BECE Conference & Miscellaneous 39,000 16,869 16,879 17,792 522 52,062 (13,062) 133%

Total Revenue 97,552,908$ 20,475,908$ 25,684,567$ 24,876,523$ 25,442,506$ 96,479,504$ (241,599)$ 99%

ExpenseChild Care Slots and Incentives

OEL School Readiness 36,489,609$ 9,465,662$ 9,292,269$ 8,965,137$ 9,054,263$ 36,777,331$ (287,722)$ 101%OEL Child Care Executive Partnership 2,208,615 573,381 480,594 522,048 821,177 2,397,200 (188,585) 109%OEL Voluntary Pre-K 38,195,046 6,224,801 11,112,635 10,482,071 9,819,095 37,638,601 556,445 99%Children's Services Council Income Eligible 5,358,850 1,568,530 1,055,770 907,330 1,046,686 4,578,316 780,534 85%Children's Services Council Vulnerable Population/33311 1,691,995 - 545,024 542,713 539,612 1,627,349 64,646 96%Broward County Special Needs 436,558 - 193,135 166,947 135,060 495,142 (58,585) 113%Broward County CCEP Match 1,100,902 - 301,117 368,125 473,301 1,142,543 (41,641) 104%School Readiness Match 269,458 - 57,050 131,824 174,475 363,349 (93,891) 135%Department of Children & Families Refugee Grant 154,879 29,260 24,727 28,916 39,939 122,842 32,037 79%OEL Performance Funding Program 420,371 - 124,483 128,910 352,485 605,877 (185,506) 144%Quality & Education Pass Throughs - 6,200 5,351 - - 11,551 (11,551) 0%

Total Child Care Slots and Incentives 86,326,282$ 17,867,833$ 23,192,155$ 22,244,021$ 22,456,091$ 85,760,100$ 566,182$ 99%

Program ExpenseSchool Board of Broward County 562,773$ 77,037$ 166,878$ 170,913$ 196,035$ 610,863$ (48,090)$ 109%Family Central 671,870 208,676 166,569 163,503 171,123 709,871 (38,001) 106%Nova Southeastern University 722,068 168,256 170,132 180,582 169,478 688,448 33,620 95%Children's Forum 412,964 72,984 107,799 117,149 127,370 425,302 (12,338) 103%211 Broward 557,030 99,627 114,823 148,161 159,849 522,460 34,570 94%Broward Regional Health Planning Council 658,182 658,182 - - - 658,182 0 100%Early Learning Coalition of Broward 4,021,362 395,099 994,885 1,199,655 1,367,972 3,957,611 63,751 98%

Total Program Expense 7,606,249$ 1,679,862$ 1,721,085$ 1,979,963$ 2,191,828$ 7,572,737$ 33,512$ 100%

Administrative ExpenseSchool Board of Broward County 262,634$ 57,480$ 49,468$ 57,350$ 53,512$ 217,809$ 44,825$ 83%Family Central 296,456 10,709 56,360 79,074 71,715 217,857 78,599 73%Nova Southeastern University 184,748 45,188 47,229 46,046 45,658 184,121 627 100%Children's Forum 36,545 3,353 6,101 5,240 5,489 20,184 16,361 55%211 Broward 170,000 44,391 37,030 50,144 41,264 172,829 (2,829) 102%Broward Regional Health Planning Council 273,643 273,643 - - - 273,643 0 100%Early Learning Coalition of Broward 2,396,351 491,578 511,647 415,211 590,976 2,009,412 386,939$ 84%

Total Administrative Expense 3,620,377$ 926,341$ 707,834$ 653,065$ 808,615$ 3,095,855$ 524,522$ 86%

Total Expenses 97,552,908$ 20,474,036$ 25,621,074$ 24,877,049$ 25,456,533$ 96,428,693$ 1,124,215$ 99%

Early Learning Coalition of Broward County, Inc.FY 2017-2018 Annual Budget to Actual by Month

For The Period Ended June 30, 2018

PAGE 12

FY 2017 FY 2018 FY2018 +/-

FY17 Results

Pre Transition FY18 Budget June 2017

Post Transition Preliminary

Results June 2018

Change

Max Admin

Pre-Transition FY17 June

Max Program

Pre-Transition FY17 June

Admin Percent

Program Percent

Revenue:OEL School Readiness 44,318,676$ 44,307,584$ 44,773,626$ 466,042 2,215,379$ 7,532,289$ 5.0% 17.0%OEL CCEP 3,092,338 2,692,950 2,643,246 (49,704) 132,162$ 377,013 5.0% 14.0%OEL Performance Funding Project 909,525 819,813 704,626 (115,187) 22,000 30,000 2.1% 2.9%OEL - Voluntary Pre-K 39,640,688 39,786,506 39,165,646 (620,860) 387,779 1,140,747 1.0% 3.0%OEL - VPK Monitoring & Outreach 57,581 96,556 11,943 (84,613) 56,000 40,556 100.0%CSC - Income Eligible 3,538,894 6,309,194 5,042,616 (1,266,578) 175,000 350,000 2.5% 7.5%CSC - Vulnerable Populations 1,729,078 1,729,078 New Revenue 43,227 2.5% 7.5%Broward County- CCEP Match 1,285,360 1,285,360 New Revenue 38,561 3.0% 9.5%Broward County - Special Needs 557,035 557,035 New Revenue 16,711 3.0% 9.5%DCF Entrant 191,140 189,248 143,468 (45,780) 1,000 18,710 4.0% 14.0%Univ of Florida Lastinger Ctr 114,933 392,263 7,448 (384,815) Municipalities-SR Local Match 363,349 363,349 New Revenue 12,500 BECE Conf & Miscellaneous 38,291 30,000 52,062 22,062

Total Revenue 91,902,067$ 94,624,114$ 96,479,504$ 1,855,390$ 3,100,319$ 9,489,315$ 2.8% 8.7%Expense:Child Care Slots & Incentives

School Readiness 36,268,701$ 35,446,067 36,777,331$ 1,331,264 CCEP 2,890,817 2,486,249 2,397,200 (89,049) Performance Funding Program 836,614 739,213 605,877 (133,336) Voluntary Pre-K 38,190,771 38,195,046 37,638,601 (556,445) CSC - Income Eligible 2,962,056 5,734,194 4,578,316 (1,155,878) CSC - Vulnerable Populations 1,627,349 1,627,349 Broward County- CCEP Match 1,142,543 1,142,543 Broward County - Special Needs 495,142 495,142 DCF Entrant 164,181 162,460 122,842 (39,618) Univ of Florida Lastinger Ctr 41,750 352,263 11,551 (340,712) Municipalities-SR Local Match 363,349 363,349

Total Child Care Slots & Incentives 81,354,891$ 83,115,492$ 85,760,100$ 2,644,608$

Program Expense (Non-slots)School Board of Broward County 647,928 562,773 610,863 48,090 Family Central 728,610 671,870 709,871 38,001 Nova Southeastern University 713,241 722,068 688,448 (33,620) Children's Forum 424,248 412,964 425,302 12,338 211 Broward 464,373 460,280 522,460 62,180 BRHPC 2,854,688 2,733,779 658,182 (2,075,597) ELC 1,323,496 1,616,155 3,957,611 2,341,456 Includes New Revenue

Total Program Expense 7,156,584$ 7,179,889$ 7,572,738$ 392,849$ #REF!Administrative ExpenseSchool Board of Broward County 170,698 280,384 217,809 (62,575) Family Central 154,069 316,456 217,857 (98,599) Nova Southeastern University 165,137 197,248 184,121 (13,127) Children's Forum 20,096 36,545 20,184 (16,361) 211 Broward 161,626 181,434 172,829 (8,605) BRHPC 1,017,328 1,359,300 273,643 (1,085,657) ELC 1,667,465 1,957,366 2,009,412 52,046

Total Administrative Expense 3,356,419$ 4,328,733$ 3,095,856$ (1,232,877)$

Total Program & Admin 10,513,002$ 11,508,622$ 10,668,594$ (840,028)$

Total Expense 91,867,893$ 94,624,114$ 96,428,694$ 1,804,580$ 34,173.33 - 50,810.48

Pre-Transition Budget to Post-Transition Actual Comparison

$1.2 Million in Administrative CostSavings

Redirected toChild Care Slots

PAGE 13


Subject: July 2018 Interim Financial Statements

Recommended Action: Approve July 2018 Interim Financial Statements, Pending Approval of an Annual Audit Performed by a Qualified Independent Certified Public Accountant



Interim Financial Statements for the one month ending July 31, 2018 are attached for review.

Current Status:

Key components of the period’s financial results include:

Revenues:

• As of July 31 2018, ELC had earned approximately 6% of the annual budget or nearly 6

million. The percentage earned is slightly lower than the 8.3% target primarily because

child care usage is typically lower during the summer months than during the school year,

particularly for VPK.

Expenses:

• School Readiness slot expenses are slightly above target at 9%, related to the system

problems with the roll-out of EFS modernization which has temporarily precluded billing

some local funders, and as a result the ELC must bill the costs for those programs to OEL

instead. When the system problems are resolved, funding allocations will be adjusted as

local funders are billed retroactively.

• Expenditures for Child Care Executive Partnership Program (CCEP) funds are above

normal at 28% in order to draw down supplemental match funds for this program early in

the year and position ELC to receive additional CCEP funds during the OEL’s mid-year

allocation review process in January.

• DCF Entrant Refugee Program expenses are above target at 10% because the level of

funding for the first quarter of the year is higher than the remainder of the year. .

Federal funds for this program have been reduced nationwide and a budget reduction will

PAGE 14

occur beginning October 1, 2018. DCF is introducing the reductions gradually over

multiple years in alignment with expected attrition in order to avoid the need to dis-enroll

children

• Sub recipient expenses reflect the sunset of the Road to Child Outcomes contracts at the

end of FY 2018. Nova Southeastern University and Family Central opted to participate in

two month transition contracts to ensure continuity of services as ELC ramped up hiring

for its new Quality Initiative in-house. The transition contracts end on August 31, 2018.

Utilization Projection and Waitlist Status (See attached charts):

• Since July 1, ELC has enrolled 106 new children toward an initial FY18 target of 500.

• Beginning in May 2018, ELC began an “open enrollment” process to add children on a

gradual basis to begin utilizing approximately $1 million for additional slots in FY 19 as the

process of returning administrative dollars back to services is completed.

• In August 2018 OEL announced that ELC Broward will receive an additional $7 million in

non-recurring funds for FY 2019. ELC is currently analyzing enrollment scenarios to

absorb this new funding within the current fiscal year that will also avoid over-enrollment

in subsequent years if the funding is decreased.

• 4,139 children were on the Waitlist as of July 31, 2018, which is about 300 children fewer

than the prior month. Waitlist numbers fluctuate significantly between months due to

automatic system purges of expiring applications and on-going parent applications and re-

applications.

Supporting Documentation: July Financial Statements Utilization and Waitlist Update Reports

PAGE 15

Early Learning Coalition of Broward County, Inc.

Submitted to the August 23, 2018 Finance Committee Meeting

INTERIM FINANCIAL STATEMENTS

For The Month Ended July 31, 2018FISCAL YEAR 2017-2018

PAGE 16

July 31, 2018 July 31, 2017

Cash $ 6,295,956 $ 5,478,902 Grants Receivable 8,850,748 8,621,585 Accounts Receivable 69,877 560,706 Prepaid Expense 167,388 15,198 Fixed Assets 11,314 47,688

15,395,283$ 14,724,079$

Accounts Payable $ 160,993 $ 475,553 Salary & Benefits Payable 159,093 112,779 Compensated Absences 99,493 78,350 Due to Providers 5,225,634 0 Due to BRHPC 576 5,278,707 Due to 211-Broward 124,072 121,049 Due to Family Central 151,490 181,974 Due to NSU 131,574 150,638 Due to SBBC 78,612 132,519 Due to Children's Forum 65,214 90,780 Due to Other Agencies 39,024 21,094

Deferred Revenue 8,847,950 7,758,078

15,083,726$ 14,401,520$

311,557 322,559 311,557 322,559

Total Liabilities and Net Assets 15,395,283$ 14,724,079$

Early Learning Coalition of Broward County, Inc.FY 2018-2019 Statement of Financial Position

As of July 31, 2018

Assets:

Total Net Assets

Net Assets Unrestricted

Total Assets

Liabilities:

Total Liabilities

PAGE 17

Jul 2018 Actual

FY 2019 YTD Actual

FY 2018 YTD Actual

RevenueOEL School Readiness 3,889,295$ 3,889,295$ 3,993,928$ OEL Child Care Executive Partenership 578,119 578,119 214,078 OEL Voluntary Pre-K 1,018,298 1,018,298 1,038,886 Children's Services Council Income Eligible 224,190 224,190 450,850 Children's Services Council Vulnerable Population/33311 177,123 177,123 - Broward County Special Needs 46,353 46,353 - Broward County CCEP Match - - - School Readiness Match 27,083 27,083 - Department of Children & Families Refugee Grant - - 15,879 OEL Performance Funding Program - - - University of Florida Lastinger Center CLASS Program - - - BECE Conference & Miscellaneous 1,123 1,123 641

Total Revenue 5,961,583$ 5,961,583$ 5,714,262$

Expenses:Child Care Slots and Incentives:

OEL School Readiness 3,387,707$ 3,387,707$ 3,371,448$ OEL Child Care Executive Partenership 547,615 547,615 203,462 OEL Voluntary Pre-K 922,242 922,242 938,218 Children's Services Council Income Eligible 163,411 163,411 445,498 Children's Services Council Vulnerable Population/33311 173,579 173,579 - Broward County Special Needs 46,353 46,353 - Broward County CCEP Match - - - School Readiness Match - - - Department of Children & Families Refugee Grant 15,866 15,866 12,679 OEL Performance Funding Program - - - Quality & Education Pass Throughs - - 6,200

Total Child Care Slots and Incentives 5,256,772$ 5,256,772$ 4,977,505$

Program Expense:School Board of Broward County 1 -$ -$ 2,290$ Family Central 2 51,952 51,952 65,442 Nova Southeastern University 3 48,751 48,751 52,385 Children's Forum 4 - - 6,140 211 Broward 5 32,664 32,664 22,598 Broward Regional Health Planning Council 6 - - 111,581 Early Learning Coalition of Broward 8 371,534 371,534 180,017

Total Program Expense 504,900$ 504,900$ 440,453$

Administrative ExpenseSchool Board of Broward County 1 -$ -$ 15,051$ Family Central 2 20,092 20,092 - Nova Southeastern University 3 14,197 14,197 14,303 Children's Forum 4 - - 711 211 Broward 5 8,086 8,086 9,091 Broward Regional Health Planning Council 6 - - 50,013 Early Learning Coalition of Broward 8 180,415 180,415 217,280

Total Administrative Expense 222,790$ 222,790$ 306,450$

Total Expenses 5,984,462$ 5,984,462$ 5,724,408$

Change in net assets (22,879)$ (22,879)$ (10,146)$

Net assets, beginning of year 334,436 332,705

Net assets, end of the period 311,557$ 322,559$

Early Learning Coalition of Broward County, Inc.FY 2018-2019 Statement of ActivitiesFor The Month Ended July 31, 2018

PAGE 18

Preliminary Budget(June 2018)

YTD Actual

Balance % of Budget Notes

Revenue:OEL School Readiness 44,817,765$ 3,889,295$ 40,928,470$ 9% Covering BC CCEP and matchOEL Child Care Executive Partenership 2,466,765 578,119 1,888,647 23% Early draw down of CCEPOEL Voluntary Pre-K 40,575,974 1,018,298 39,557,676 3% VPK usage low in summerChildren's Services Council Income Eligible 6,441,850 224,190 6,217,660 3%Children's Services Council Vulnerable Population/33311 2,500,000 177,123 2,322,877 7%Broward County Special Needs 693,231 46,353 646,878 7%Broward County CCEP Match 1,677,564 - 1,677,564 0% Unable to allocate due to EFS issuesSchool Readiness Match 870,293 27,083 843,210 3%Department of Children & Families Refugee Grant 174,569 - 174,569 0% Revenue Recognition PendingOEL Performance Funding Program 471,316 - 471,316 0% Program start August 2018University of Florida Lastinger Center CLASS Program - - - 0%BECE Conference & Miscellaneous 40,000 1,123 38,877 3%

Total Revenue 100,729,327$ 5,961,583$ 94,767,744$ 6%ExpenseChild Care Slots and Incentives

OEL School Readiness 37,319,655$ 3,387,707$ 33,931,948$ 9% Covering BC CCEP and matchOEL Child Care Executive Partenership 1,924,077 547,615 1,376,462 28% Early draw down of CCEPOEL Voluntary Pre-K 38,867,503 922,242 37,945,261 2% VPK usage low in summerChildren's Services Council Income Eligible 5,819,440 163,411 5,656,029 3%Children's Services Council Vulnerable Population/33311 2,250,000 173,579 2,076,421 8%Broward County Special Needs 606,576 46,353 560,223 8%Broward County CCEP Match 1,467,869 - 1,467,869 0% Unable to allocate due to EFS issuesSchool Readiness Match 870,293 - 870,293 0% Unable to allocate due to EFS issuesDepartment of Children & Families Refugee Grant 165,841 15,866 149,975 10%OEL Performance Funding Program 420,371 - 420,371 0% Program start August 2018Quality & Education Pass Throughs - - 0%

Total Child Care Slots and Incentives 89,711,625$ 5,256,772$ 84,454,853$ 6%

Program ExpenseSchool Board of Broward County -$ -$ -$ 0% Opted out of transition contractFamily Central 77,685 51,952 25,733 67% Transition contract ends Aug 2018Nova Southeastern University 83,489 48,751 34,738 58% Transition contract ends Aug 2018Children's Forum 428,587 - 428,587 0% Billing delay211 Broward 536,463 32,664 503,799 6%Broward Regional Health Planning Council - - - 0%Early Learning Coalition of Broward 6,896,420 371,534 6,524,886 5%

Total Program Expense 8,022,644$ 504,900$ 7,517,744$ 6%

Administrative ExpenseSchool Board of Broward County -$ -$ -$ 0% Opted out of transition contractFamily Central 34,278 20,092 14,186 59% Transition contract ends Aug 2018Nova Southeastern University 21,361 14,197 7,165 66% Transition contract ends Aug 2018Children's Forum 20,000 - 20,000 0% Billing delay211 Broward 183,017 8,086 174,931 4%Broward Regional Health Planning Council - - - 0%Early Learning Coalition of Broward 2,736,402 180,415 2,555,987 7%

Total Administrative Expense 2,995,058$ 222,790$ 2,772,268$ 7%

Total Expenses 100,729,328$ 5,984,462$ 94,744,866$ 6%

Early Learning Coalition of Broward County, Inc.FY 2018-2019 Annual Budget to Actual YTD

For The Period Ended July 31, 2018

PAGE 19

New Enrollments from Waitlist: Funding Changes: Assumptions: Daily Average Cost forecast reflects current actual trends.Projected total days paid at 94%Aggressive CCPP Utilization in 1stQ FY19

SCHOOL READINESS 3 YEAR UTILIZATION FY 2018 ‐2020

Enroll 548 Children Sep 2018 ‐ Jan2019

Fiscal Year 2017‐18

Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

A Jul-17 21 93% 10,060 -117 $20.36 3,855,714$ 445,498$ 4,301,212$ (282,475)$ $4,018,737 9,421 107% $4,010,420 93%A Aug-17 23 89% 9,929 -131 18.47 3,769,711 448,391 4,218,103 (267,630) 3,950,473 10,066 99% 4,321,602 102%A Sep-17 21 98% 9,756 -173 18.74 3,163,835 674,986 3,838,821 (202,872) 3,635,949 10,098 97% 3,871,321 101%A Oct-17 22 94% 9,794 +38 17.90 3,485,881 371,236 3,857,116 (169,037) 3,688,080 9,695 101% 3,807,629 99%A Nov-17 22 94% 9,825 +31 17.92 3,514,539 358,948 3,873,487 (165,974) 3,707,512 9,743 101% 3,344,414 86%A Dec-17 21 92% 9,724 -101 17.80 3,309,017 325,586 3,634,603 (202,643) 3,431,961 9,737 100% 3,729,638 103%A Jan-18 23 92% 9,440 -284 18.01 3,572,187 337,411 3,909,598 (238,905) 3,670,693 9,658 98% 4,025,012 103%A Feb-18 20 94% 9,412 -28 17.89 3,094,692 272,748 3,367,439 (201,424) 3,166,015 9,360 101% 3,433,697 102%A Mar-18 22 92% 9,471 +59 18.11 3,475,779 297,171 3,772,950 (213,553) 3,559,397 9,387 101% 3,739,126 99%A Apr-18 21 94% 9,564 +93 17.92 3,324,177 275,391 3,599,568 (288,146) 3,311,422 9,629 99% 3,519,247 98%A May-18 23 94% 9,870 +306 18.13 3,820,963 295,545 4,116,508 (249,388) 3,867,119 9,772 101% 4,112,500 100%A Jun-18 21 94% 10,029 +159 19.53 3,869,011 244,795 4,113,806 (350,407) 3,763,399 10,135 99% 4,118,202 100%

9,740 Projected Total 43,770,758$ Increase to baseline FY18 over FY17 343 Budget 44,435,035

Surplus(Deficit) 664,276$


Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

P Jul-18 22 94% 9,575 -454 $20.64 4,065,622 281,419 4,347,041 (406,829) 3,940,212 P Aug-18 23 94% 9,580 +5 18.87 3,465,474 692,679 4,158,154 (290,562) 3,867,592 P Sep-18 20 94% 9,689 +109 19.00 3,049,668 631,921 3,681,588 (221,954) 3,459,635 P Oct-18 23 94% 9,911 +222 17.81 3,639,279 420,238 4,059,516 (167,948) 3,891,568 P Nov-18 22 94% 10,128 +217 17.72 3,527,158 420,238 3,947,395 (163,568) 3,783,828 P Dec-18 21 94% 10,128 + 17.70 3,345,197 420,238 3,765,435 (215,425) 3,550,010 P Jan-19 23 94% 10,128 + 17.71 3,704,567 420,238 4,124,805 (193,939) 3,930,866 P Feb-19 20 94% 10,128 + 17.70 3,165,357 420,238 3,585,594 (185,460) 3,400,134 P Mar-19 21 94% 10,128 + 18.34 3,479,572 420,238 3,899,809 (235,555) 3,664,254 P Apr-19 22 94% 10,128 + 17.56 3,491,606 420,238 3,911,843 (250,126) 3,661,717 P May-19 23 94% 10,128 + 18.07 3,789,189 420,238 4,209,427 (220,415) 3,989,012 P Jun-19 20 94% 10,128 19.10 3,449,046 420,238 3,869,284 (217,427) 3,651,857


Surplus(Deficit) 2,475$ Increase to baseline FY19 over FY17 585


Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

P Jul-19 23 80% 9,674 -454 $19.72 3,966,637 420,238 4,386,874 (318,101) 4,068,773 P Aug-19 22 88% 9,927 +253 17.96 3,502,029 420,238 3,922,267 (301,049) 3,621,218 P Sep-19 21 91% 10,179 +252 17.93 3,411,660 420,238 3,831,898 (251,852) 3,580,046 P Oct-19 23 78% 10,179 + 17.38 3,648,674 420,238 4,068,912 (173,006) 3,895,906 P Nov-19 21 89% 10,179 + 17.37 3,293,589 420,238 3,713,827 (166,125) 3,547,702 P Dec-19 22 83% 10,179 + 17.29 3,452,666 420,238 3,872,904 (222,855) 3,650,049 P Jan-20 23 81% 10,179 + 17.33 3,636,552 420,238 4,056,789 (198,997) 3,857,792 P Feb-20 20 87% 10,179 + 17.33 3,107,734 420,238 3,527,972 (190,518) 3,337,454 P Mar-20 22 94% 10,179 + 17.90 3,587,891 420,238 4,008,129 (243,100) 3,765,028 P Apr-20 22 82% 10,179 + 17.21 3,433,515 420,238 3,853,753 (255,184) 3,598,568 P May-20 21 102% 10,179 + 17.79 3,381,509 420,238 3,801,747 (220,401) 3,581,346 P Jun-20 22 100% 10,177 -2 18.63 3,750,637 420,238 4,170,874 (228,019) 3,942,855

10,116 Projected Total 44,446,738$ 134 Budget 44,447,090

Surplus(Deficit) 352$ Increase to baseline FY20 over FY18 720

Actor

ProjMonth

Days of

Care

Percent Days Used

Children Served

Actor

ProjMonth

Days of

Care

Percent Days Used

Children Served

Slot DollarsActor

ProjMonth

Days of

Care

Percent Days Used

Children Served

ChildrenServed+/‐

Ave Cost Per Day

School ReadinessChildren's Services Council

TotalSlots Match

Net Billable

Children

Children Slot DollarsChildren's Services Council

TotalSlots Match

Slot DollarsTotalSlots

ChildrenChildren's Services Council

Net Billable

ChildrenServed+/‐

Ave Cost Per Day

School Readiness

Match Net

BillableSchool Readiness

ChildrenServed+/‐

Ave Cost Per Day

Average Enrollments (Baseline)


Increase to baseline FY20 over FY19

(FY17 Baseline= 9,396)


PAGE 20

Infant 8 7% 474 11%

Toddler 23 21% 732 18%

2 ‐ Years Old 25 23% 725 18%

3 ‐ Years Old 19 18% 619 15%

4 ‐ Years Old 9 9% 489 12%

5 ‐ Years Old 7 7% 270 7%

School Age 16 15% 830 20%

Total 107 100% 4,139 100%

% Invited

Waitlist and New Enrollment SummaryProgress Enrolling

Children from WaitlistThrough July 31, 2018

New Enrollments by Care Level

As of July 31, 2018

Waitlist by Care Level

As of July 31, 2018OEL/ELC School Readiness

Goal FY18/19 500Enrolled FY18/19 106

Needed 394

Invitation ResultsEnrolled 106 58%In Process 34 19%

Already in Care 0 0%Ineligible 5 3%

No Response 38 21%Total Sent 183 100%

Batch Date Children Invited Family CountMay 25, 2018 183 175

Waitlist TrackingCurrent Status: Enrolling

(Invitations remaining from FY18)

Total Sent 183 175

Next Batch Aug 18

3,500

3,700

3,900

4,100

4,300

4,500

4,700

4,900

5,100

5,300

5,500

July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June July

Enrolling Began in March 2018

Enrolling Began in December 2016

Enrolling Stopped in June 2017

PAGE 22


Subject: Revised Budget for Fiscal Year 2018-19

Recommended Action: Approve Budget Amendment #1 Fiscal Year 2018-19



In June 2018 the ELC approved a preliminary summary budget that reflected estimated revenues and expenditures pending receipt of actual grant award letters from funders. During July, the Office of Early Learning (OEL) issued final notices of award for FY2019. In August those awards were amended to reflect additional awards. In addition, ELC has received updated information from the Children’s Services Council (CSC), Broward County and the Department of Children and Families about contracts that will be renewed starting in October 2018.

Current Status:

Highlights of the Revised FY19 Budget include:

Revenue:

• School Readiness: OEL has awarded an additional $7,183,099 in non-recurringfunds to be used to serve additional children. ELC is currently developing a planfor utilization of these funds in a sustainable, efficient way. In the meantime, apreliminary utilization scenario is attached for reference pending further internaldiscussion and analysis.

• Performance Funding Program: OEL has awarded an additional $580,483 primarilyfor provider payment premiums based on ELC’s projected tiered reimbursementneeds.

• Vulnerable Populations Program: CSC will be awarding an additional $500K toprovide child care services for families participating in substance abuse treatmentservices and another $300K to maintain services for children previously enrolledthrough this funding stream.

• Entrant/Refugee Program: DCF has reduced funding by approximately $41K in FY19due to funding reductions at the Federal level.

PAGE 23

Expenses:

• Slots: Allocations for all programs have been adjusted in alignment with program rulesand funding changes.

• ELC Program and Administration Costs: Preliminary allocations have been estimatedto reflect the additional funding received subject to further discussion and developmentof a revised enrollment and staffing plan.

• Office Move: ELC currently projects the budget for office move expenses as shownbelow. These costs are $49K higher than originally projected due to the addition of aproposed accordion wall and updated cost estimates for other items.

Item Unit Cost Units CostModular Office Furniture 2,000 89 178,000$ Installation of Office Furniture 300 89 26,700 Wiring 110 150 16,500 Accordian Wall in Conf. Room 25,000 1 25,000 Chairs 100 200 20,000 Other Office Furniture 350 20 7,000 Moving Services 10,000 1 10,000

283,200$ Total

Estimated Costs for Office Move January 2019

PAGE 24

FY 2017 FY2018 FY2019 FY2019 +/-

FY17 Results

FY18 Preliminary

Results

Preliminary Budget

Approved June 2018

Proposed Amendment

No. 1 Change

MaxAllowable AdminFY19

Max Available Program

FY19

Admin Percent

Program Percent

Revenue:OEL School Readiness 44,318,676$ 44,773,626$ 44,817,765$ 52,000,864$ 7,183,099 Non-recurring award 2,600,043$ 8,840,147$ 5.0% 17.0%OEL CCEP 3,092,338 2,643,246 2,466,765 2,474,949 8,184 123,747 420,741 5.0% 17.0%OEL Performance Funding Project 909,525 704,626 471,316 1,051,799 580,483 Matches estimated tiers 37,000 111,073 3.5% 10.6%OEL - Voluntary Pre-K 39,640,688 39,165,646 40,486,982 40,486,982 - 400,861 1,179,232 1.0% 3.0%OEL - VPK Monitoring & Outreach 57,581 11,943 88,992 72,142 (16,850) State budget reducation 72,142 100.0%CSC - Income Eligible 3,538,894 5,042,616 6,441,850 6,441,850 - 200,000 350,000 2.5% 7.5%CSC - Vulnerable Populations 1,729,078 2,500,000 3,300,000 800,000 For Addl Services 82,500 247,500 2.5% 7.5%Broward County- CCEP Match 1,285,360 1,677,564 1,677,564 - 48,861 145,542 3.0% 9.5%Broward County - Special Needs 557,035 693,231 693,231 - 20,191 60,143 3.0% 9.5%DCF Entrant 191,140 143,468 174,569 133,642 (40,927) Federal budget reduction 5,346 18,710 4.0% 14.0%Univ of Florida Lastinger Ctr 114,933 7,448 - - -Municipalities-SR Local Match 363,349 870,293 870,293 - Update pending analysisBECE Conf & Miscellaneous 38,291 52,062 40,000 40,000 -

Total Revenue 91,902,067$ 96,479,504$ 100,729,327$ 109,243,316$ 8,513,989$ 3,590,692$ 11,373,089$ 3.3% 10.4%Expense:Child Care Slots & Incentives Slots %

School Readiness 36,268,701$ 36,777,331$ 37,319,655$ 42,799,134$ 5,479,479 82.30%CCEP 2,890,817 2,397,200 1,924,077 1,930,460 6,383 78.00%Performance Funding Program 836,614 605,877 420,371 965,074 544,703 91.75%Voluntary Pre-K 38,190,771 37,638,601 38,867,503 38,929,790 62,287 96.15%CSC - Income Eligible 2,962,056 4,578,316 5,819,440 5,819,440 - 90.34%CSC - Vulnerable Populations 1,627,349 2,250,000 3,050,000 800,000 92.42%Broward County- CCEP Match 1,142,543 1,467,869 1,467,869 - 87.50%Broward County - Special Needs 495,142 606,577 606,577 - 87.50%DCF Entrant 164,181 122,842 165,841 125,323 (40,518) 93.78%Univ of Florida Lastinger Ctr 41,750 11,551 - - Municipalities-SR Local Match 363,349 870,293 870,293 - 100.00%

Total Child Care Slots & Incentives 81,354,891$ 85,760,100$ 89,711,626$ 96,563,960$ 6,852,335$ 88.39%

Program Expense (Non-slots)School Board of Broward County 647,928 610,863 -Family Central 728,610 709,871 77,685 77,685 -Nova Southeastern University 713,241 688,448 83,489 83,489 -Children's Forum 424,248 425,302 428,587 428,587 -211 Broward 464,373 522,460 536,463 536,463 -BRHPC 2,854,688 658,182 - -ELC 1,323,496 3,957,611 6,896,420 8,040,220 1,143,800 Preliminary Allocation

Total Program Expense 7,156,584$ 7,572,738$ 8,022,644$ 9,166,444$ 1,143,800$ #REF!Administrative ExpenseSchool Board of Broward County 170,698 217,809 - - -Family Central 154,069 217,857 34,278 34,278 -Nova Southeastern University 165,137 184,121 21,361 21,361 -Children's Forum 20,096 20,184 20,000 20,000 -211 Broward 161,626 172,829 183,017 183,017 -BRHPC 1,017,328 273,643 - - -ELC 1,667,465 2,009,412 2,736,402 3,254,256 517,854 Preliminary Allocation

Total Administrative Expense 3,356,419$ 3,095,856$ 2,995,058$ 3,512,912$ 517,854$

Total Program & Admin 10,513,002$ 10,668,594$ 11,017,703$ 12,679,356$ 1,661,654$

Total Expense 91,867,893$ 96,428,694$ 100,729,328$ 109,243,317$ 8,513,988$

Proposed FY2019 Budget Amendment

PAGE 25

New Enrollments from Waitlist: Funding Changes: Assumptions: Daily Average Cost forecast reflects current actual trends.Projected total days paid at 94%Aggressive CCPP Utilization in 1stQ FY19

SCHOOL READINESS 3 YEAR UTILIZATION FY 2017 ‐2019

Enroll 1939 Children Sep 2018 ‐ Jan2019

+$5.6M SR increase August 2018 ($7M Funding Increase)


Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

A Jul-17 21 93% 10,060 -1,340 $20.36 3,855,714$ 445,498$ 4,301,212$ (282,475)$ $4,018,737 9,421 107% $4,010,420 93%A Aug-17 23 89% 9,929 -131 18.47 3,769,711 448,391 4,218,103 (267,630) 3,950,473 10,066 99% 4,321,602 102%A Sep-17 21 98% 9,756 -173 18.74 3,163,835 674,986 3,838,821 (202,872) 3,635,949 10,098 97% 3,871,321 101%A Oct-17 22 94% 9,794 +38 17.90 3,485,881 371,236 3,857,116 (169,037) 3,688,080 9,695 101% 3,807,629 99%A Nov-17 22 94% 9,825 +31 17.92 3,514,539 358,948 3,873,487 (165,974) 3,707,512 9,743 101% 3,344,414 86%A Dec-17 21 92% 9,724 -101 17.80 3,309,017 325,586 3,634,603 (202,643) 3,431,961 9,737 100% 3,729,638 103%A Jan-18 23 92% 9,440 -284 18.01 3,572,187 337,411 3,909,598 (238,905) 3,670,693 9,658 98% 4,025,012 103%A Feb-18 20 94% 9,412 -28 17.89 3,094,692 272,748 3,367,439 (201,424) 3,166,015 9,360 101% 3,433,697 102%A Mar-18 22 92% 9,471 +59 18.11 3,475,779 297,171 3,772,950 (213,553) 3,559,397 9,387 101% 3,739,126 99%A Apr-18 21 94% 9,564 +93 17.92 3,324,177 275,391 3,599,568 (288,146) 3,311,422 9,629 99% 3,519,247 98%A May-18 23 94% 9,870 +306 18.13 3,820,963 295,545 4,116,508 (249,388) 3,867,119 9,772 101% 4,112,500 100%A Jun-18 21 94% 10,029 +159 19.53 3,869,011 244,795 4,113,806 (350,407) 3,763,399 10,135 99% 4,118,202 100%


Surplus(Deficit) 664,276$


Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

P Jul-18 22 94% 9,575 -454 $20.64 4,065,622 281,419 4,347,041 (406,829) 3,940,212 P Aug-18 23 94% 9,580 +5 18.87 3,465,474 692,679 4,158,154 (290,562) 3,867,592 P Sep-18 20 94% 9,989 +409 18.87 3,138,076 631,921 3,769,997 (221,954) 3,548,043 P Oct-18 23 94% 10,394 +405 17.43 3,968,112 198,015 4,166,127 (136,409) 4,029,718 P Nov-18 22 94% 10,794 +400 17.27 3,902,912 198,015 4,100,927 (132,029) 3,968,898 P Dec-18 21 94% 11,194 +400 17.14 3,830,194 198,015 4,028,209 (183,886) 3,844,323 P Jan-19 23 94% 11,519 +325 17.20 4,358,947 198,015 4,556,962 (162,400) 4,394,562 P Feb-19 20 94% 11,519 + 17.11 3,744,588 198,015 3,942,603 (153,921) 3,788,682 P Mar-19 21 94% 11,519 + 17.88 4,128,203 198,015 4,326,218 (204,017) 4,122,201 P Apr-19 22 94% 11,519 + 16.83 4,066,480 198,015 4,264,495 (218,588) 4,045,907 P May-19 23 94% 11,519 + 17.53 4,447,387 198,015 4,645,402 (188,876) 4,456,526 P Jun-19 20 94% 11,519 18.63 4,093,068 198,015 4,291,083 (185,888) 4,105,195

10,887 Projected Total 48,111,858$ Increase to baseline FY19 over FY18 1,147 Budget 50,112,131

Surplus(Deficit) 2,000,273$ Increase to baseline FY19 over FY17 1,491


Projected Served

% Actualvs Proj

Projected Slot Exp.

% Actualvs Proj

P Jul-19 23 70% 11,065 -454 $19.59 4,565,082 420,238 4,985,319 (412,716) 4,572,603 P Aug-19 22 77% 11,233 +168 17.86 3,992,938 420,238 4,413,176 (395,664) 4,017,512 P Sep-19 21 81% 11,400 +167 17.80 3,841,935 420,238 4,262,173 (346,467) 3,915,706 P Oct-19 23 69% 11,400 + 17.12 4,067,521 420,238 4,487,758 (109,929) 4,377,829 P Nov-19 21 79% 11,400 + 17.05 3,661,867 420,238 4,082,104 (103,048) 3,979,056 P Dec-19 22 74% 11,400 + 16.95 3,830,143 420,238 4,250,381 (159,778) 4,090,603 P Jan-20 23 72% 11,400 + 17.06 4,052,326 420,238 4,472,563 (135,920) 4,336,643 P Feb-20 20 78% 11,400 + 17.01 3,457,566 420,238 3,877,803 (127,441) 3,750,362 P Mar-20 22 84% 11,400 + 17.67 4,012,394 420,238 4,432,632 (180,023) 4,252,608 P Apr-20 22 73% 11,400 + 16.75 3,780,115 420,238 4,200,353 (192,108) 4,008,245 P May-20 21 91% 11,400 + 17.44 3,755,870 420,238 4,176,108 (157,324) 4,018,784 P Jun-20 22 89% 11,400 + 18.38 4,190,528 420,238 4,610,765 (164,942) 4,445,823

11,358 Projected Total 49,765,774$ 472 Budget 49,766,061

Surplus(Deficit) 287$ Increase to baseline FY20 over FY18 1,962

Actor

ProjMonth

Days of

Care

Percent Days Used

Children Served

Actor

ProjMonth

Days of

Care

Percent Days Used

Children Served

Slot DollarsActor

ProjMonth

Days of

Care

Percent Days Used

Children Served

ChildrenServed+/‐

Ave Cost Per Day

School ReadinessChildren's Services Council

TotalSlots Match

Net Billable

Children

Children Slot DollarsChildren's Services Council

TotalSlots Match

Slot DollarsTotalSlots

ChildrenChildren's Services Council

Net Billable

ChildrenServed+/‐

Ave Cost Per Day

School Readiness

Match Net

BillableSchool Readiness

ChildrenServed+/‐

Ave Cost Per Day



Increase to baseline FY20 over FY19

(FY17 Baseline= 9,396)



Subject: Board and Employee Refreshment & Morale Fund

Recommended Action(s): Empower ELC Staff to Open a New Checking Account for Board and Employee fund cash management


Background

At the Early Learning Coalition’s May 23, 2018 Board Meeting, members requested that ELC set up a mechanism for ELC to provide refreshments at Board and Committee meetings. ELC staff have also expressed interest in establishing a mechanism for ELC to purchase kitchen supplies, food, flowers, decoration and other items for employee use and/or to support employee morale.

Since the purchase of such items are expressly prohibited by State and Federal regulations, ELC cannot use its program revenues for this purpose. In the past, ELC has collected and managed voluntary contributions from staff for this purpose. However prior management intermingled the funds with ELC revenues and as a result the practice of collecting contributions was ended. To correct this problem going forward ELC has devised a new collection and expenditure procedures, separate books and a dedicated checking account to manage these nominal funds more transparently.

Current Status

The ELC proposes that the Board empower ELC staff to open a no-cost regular checking account with ELC’s current bank Wells Fargo for Board and Employee contributed funds for the purpose of purchasing refreshments, food-related supplies, flowers, decorations and other unallowable expenses that directly benefit the Board members and employees of ELC. ELC estimates the balance of this account will range between $1,000 and $5,000. ELC will form a voluntary committee of employees who will be responsible for purchasing and maintaining supplies, etc. based on the established guidelines and rules for the committee. All transactions will be recorded and tracked in ELCs financial database under separate books by a designated ELC staff accountant in accordance with Generally Accepted Accounting Principles and best practices. Board and Employee contributions will be tracked separately in the books. The ELC Chief Executive Officer and Chief Administrative Officer will be the authorized signatories for checks and only one signature will be required.

Board and staff will be able to make contributions for the fund via credit card using a shopping cart on the ELC website that will leverage ELC’s existing merchant account. They will also be able to contribute via cash or check. ELC recommends that a voluntary annual Board member contribution of $25-$30 dollars will be sufficient to fund meeting refreshments. ELC is in the process of surveying the staff to determine a recommended contribution amount for employee-related purchases. .

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