FINANCE & PROGRAM COMMITTEE MEETING SUMMARY
August 10, 2016
9:00 AM – 10:30AMDraft
Voting Board Attendee: Staff:
Elder HarrisJon Heymann
Cathie ShimpDelores Williams Cynthia Nixon Colin Murphy
Bill Hodges
Ginger Peacock Preston
Julio Lacayo
Mary Nash
Kenneth Darity
Lissette Maldonado
Joyce Watson
Lenora Wilson
Guests: Leon Baxton, CIS; Jerome Baltozar, CIS;Teresa Matheny, ECS; Carla McIntosh, Community Connections, Kevin Cotton, TSIC; Beverly Filer, BBBS; Jen Vihrachoff, Boselli; Mitzi Nebhut, CCJ;
CALL TO ORDER
The Program and Finance Committee Meeting was called to order at 9:05a.m.byProgram chair, Cathie Shimp. Cathie Shimpdeferred from the order of the agenda to introduce Pam Paul, VP of Jacksonville Public Education Fund (JPEF) to talk about the collaborate work between several organizations, Jacksonville Children’s Commission (JCC)and JPEF. Cathie Shimp also stated that since the committee does not have a quorum the action items will be informational only.
Presentation,
Pam Paul talked about the importance ofAfterschool and Summer Learning (ASL). How their partnership with agencies are trying to move the kids in Duval County in the direction of improvement and preparing them for life. Pam Paul stated that one of the biggest challenges has been bringing everyone to the table. Providers were given the opportunity to participate in the ASL meetingsand provide their input. From there the group will develop a plan of action and compile it into a final report.
Over the course of the meetings, the ASL group has learned their target populations are children who receive free/reduce lunch and that girls make up the majority of the kids in the programs.
Of the 17 organizations that participate in the Afterschool and Summer Learning programs there are 306 sites with 35.7 thousand students enrolled.
The group also looked at funding sources and who is being funded in the afterschool and summer learning programs learning and the service fees. Elder Harris asked what the geographic makeup of those service fees. How or who is paying those fees and is it more at one location than another. Colin Murphy, Sr. Director at JCC, stated that he could provide a map that could show that information.
Some of the things the group took into consideration during the planning stages were, locations of programs, hours per day, what happens during the gap when school is out, what happens during the summer, who are we serving and the teen population. Since we are serving more girls than boys, how do we attract boys?
The results for summer learning were almost the same except for the fact that we’re serving less kids during the summer.
The group asked CEO, Providers and students what do they want more of or what do they think about the programs.
CEO felt quality, training, certification and skills were important.
Providers felt parents participation, better target resources, more robust network and create a master plan focused on site selection.
Students felt the program needed more unstructured time, lessen the time needed to stay at school for an afterschool program. The kids surveyedwanted more say so in the programs and would like staff the same age as them who could relate to them.
The goals of the ASL group are:
Framework for Program Quality
Framework for Data Quality
Create Structure for Coordination and Advocacy
The primary role of the ASL is to advise JCC, provide advocacy to Duval County Public School and JCC summer Learning and support data development.
On September 22nd, at12 noon at City Hall the ASL group will be releasing their report and announcing their new name which is Jax Shines. Pam Paul stated that she would try and bring more information about the report to the next board meeting.
Cathie Shimp asked about the Boston program and how it is operating it programs. Pam Paul stated that Boston has a strong private donation sector. All the providers use the same data base to get the information that is pertinent to their organization.
Elder Harris asked about JCC data collection and how can we provide useful information instead of collecting data and the providers not being able to use it. Colin Murphy stated that the SAMIS system can provide information but the provider and agencies must provide accurate information.
They must view it as helpful and not as a way to monitor them.
Cathie Shimp thanked Pam Paul for coming and discussing the Afterschool and Summer Learning partnership.
Cathie Shimp moved on to the first order of business on the agenda. Due to not having a quorum Cathie Shimp asked Elder Harris if he had any question about theJune’s finance summary. Elder Harris had no concerns or changes. Cathie Shimp asked Cynthia Nixon, Director of Finance for JCC, to go over the finance report.
Finance Report
Items discussed and are attached:
All Operation Funds Indexes21st Century Comm. Learning Ctr Grant
Afterschool Food Program GrantHealthy Families Grant
SAMHSA GrantWallace Foundation Grant
Jacksonville Journey Funds Jax Journey
Cover JaxCriminal Justice, Mental Health & Abuse Reinvestment
Cynthia Nixon presented the Finance Report that went through June 30, 2016. Cynthia Nixon went over JCC Operating accounts and then the grant accounts. The Afterschool and Summer Foods grant accountsare on target. Elder Harris asked about the internal service charge and Cynthia responded that it is mostly due to legal fees from the Office of General Counsel. We have a representative who attends our board meeting and is also utilized on contracts.
The SAMSHA grant is just a matter of drawing down the revenue. Elder Harris asked what happens when this grant goes away. Cynthia Nixon responded that agencies will be taking different parts that can be sustained. The SAMSHA High Fidelity Wrap around grant will help with sustaining some of the service.
Jon Heymann stated he would ask Vicki Waytowich to come in to talk about the SAMSHA grant.
Cynthia Nixon went on to the next grant, 21st Century Grant. Jon Heymann stated that this grant has been released to the Boys and Girls club and that JCC would not be applying for this grant in the future.
Included in Cynthia Nixon Finance report was the Budget office proposed budget for 2016-2017.
Cynthia Nixon also pointed out the Jax Journey funds are separated from JCC funds for tracking purposes.
Cathie Shimp again reminded members that the action items will be informational only since the committee does not have a quorum.
NEW BUSINESS
Colin murphy introduced actionitem1, The Board is asked to amend its approval of the 2016-2017 Funding Portfolio to change the contracted provider at three (3) TEAM UP middle school afterschool programs. This is due to Duval County Public schools being repurposed.
No comments or discussion made
No Action take
Colin Murphy introduced action item 2The Board is asked to approve the contract with Duval County Public Schools for the operation of the TEAM UP afterschool program which includes a $250,000 contribution from the Duval County Public Schools toward the cost of the program.
The Board is asked to authorize the CEO to execute the contract with DCPS, effective 8/1/16-7/30/17.
Cathie Shimp asked if the schools were providing space for the TEAM UP personnel. Jon Heymann stated that JCC made this request part of the contract this year along with a computer and phone. They had asked for it in the past but were not sure if it was being done.No Action taken
Colin Murphy introduced action item 3, Episcopal Children Services. The Board is asked to approve the continuation of funding for Early Learning Coalition of Duval Social Emotional Screenings and Behavioral Health Services and Speech and Hearing Services in the amount of $185,223.
The Board is asked to authorize the CEO to execute the contract for the Early Learning Coalition of Duval County, effective 10/1/16-9/30/17.
Colin Murphy stated that ELC did not need as much funds that had been requested in the past. Also, they have learned that speech and hearing is where they need more funds not so much as social and emotional.
No Action taken.
Colin Murphy introduced action item 4, Youth Travel Trust, The Board is asked to approve Youth Travel Trust Funds requests as follows:
Project 180 Prime Time Youth Track and Field Team$6,250
Invitation: USA Track and Field and AAU National Junior Olympics
Jacksonville Children’s Chorus$10,811
Invitation: Performance at National Pushkin Museum in Tallinn, Estonia
Florida Elite Soccer Academy Boys 01/02 and U14 Soccer Team$5,000
Invitation: Representing the State of Florida in Regional President Cup US Youth Soccer Tournament
No comments
Colin Murphy stated they are piloting a new process for online applications.
No Action taken.
Lauren Pfanenstiel introduced action item 5,Mentoring. The board is asked to approve theappropriation of $ 30, 000 in funding from the Training Department that is set aside for fingerprinting. $20,000 to be used for contract bid awards and $10,000 will remaining in the Training department.
No comments or discussions made.
No Action taken
Public Comment
Ginger Preston stated that Jax Book Club has raised over$20,000 with their goal being $120,000.
Cathie Shimp informed Ginger if she needs any board members to read she would be happy to do so.
Colin Murphy reminded Cathie Shimp that she volunteered to be a scorer on JCC contract bids.
Jon Heymann spoke about staff participation on action items and keeping them more active in the process.
Jon Heymann met with W.C. Gentry in reference to the news article. Jon Heymann stated that JCC has done nothing wrong and the Colin Murphy has followed up with the summer camps to assure that they are meeting criteria for the contract. The books were purchased but not until two weeks after camp started. No money was being misused by JCC and everything is good. The provider felt that Florida Institute of Education from UNF, did not follow up with them and the providers felt they did not have enough training. Jon Heymann stated that this is good information and can be used next year to make the program even better.
Elder Harris remarked that our success depends on the providers providing the services. When agencies have turn over how does it affect JCC and the programs?
Cathie Shimp stated that’s why there is a need for student advisory groups.
Leon Baxton of Communities in Schools stated that they have one and the students are very active.
Carla McIntosh stated that Community Connections has one as well and the students always give feedback.
Jennifer Vihrachoff with the Boselli foundation stated they have one and the students have come up with ways to raise money and developed a leadership program.
ADJOURN
The meeting was adjourned at 10:35a.m.
The next program and finance meeting is September 14th at 9 am.
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