sumcd board of directors...

SUMCD Board of Directors Meeting August 26, 2015, 6:00 p.m. dinner/6:30 p.m. meeting

Central Office, Mifflinburg, PA

I. Call to Order

II. Approval of Minutes June 24, 2015

III. Announcements

IV. Committee Reports A. Nominating Committee

V. Old Business A. Summary of Resolutions/Votes by Email

B. Updates on Grant Applications

VI. New Business

A. Correspondence from OHS B. Confidentiality Agreement C. Five Year Grant Requirements

D. Classroom Locations & Models

E. Committees of the Board

F. Policy-Authorization to Grant Bonuses

G. Board Self Evaluation Analysis

H. Changing Controller in Charge of Operations to Fiscal Manager and Reclassification of Buildings and Grounds Manager

I. Quarterly Financial Report

J. Resolution – Mifflinburg Bank Signatories (add new Board Secretary)

K. Meeting Dates – changes due to change in fiscal year

L. Revised Salary Scale (FSA: tiers based on education)

M. GOLD Assessments

VII. Personnel/Human Resources

A. Report of all programs

VIII. Head Start/Early Head Start

A. Policy Council Summary

B. Monitoring, Financial, Credit Card Reports (June, July)

IX. Child Care

A. Narrative

B. Efficiency Report

C. Projected enrollment and efficiency for September

X. CCIS A. Narrative

B. Encumbrance Report

XI. Adjourn

I. Call to Order

II. Approval of Minutes (ACTION)

PRESENT ABSENT WITH EXCUSE

Board Members:

Karen Woland-Payne

Kathy Guyer

Marilyn Huff

Ron Stauffer

Colleen Flewelling

Pat Jordan

Leo Weidner

Rachel Smith

Peter Kay

Staff:

Jane Campbell

Marni Napp

Sally Miller

Lisa Storer

Board Members: Terry Heinzelman

Peggy Peeler

Michael Redding

Phyllis Mitchell

Adanma Akujieze

III. Call to Order Board President Kathy Guyer called the meeting to order at 6:30 p.m.

IV. Approval of Minutes Marilyn Huff made a motion to approve the minutes from the meeting held on April 22, 2015. Karen Woland Payne

seconded the motion, which was unanimously approved.

V. Announcements A. Update on PA Budget: All projections are that the budget will not be signed by June 30

th, and that it is likely it will be mid-

August when a compromise is achieved. State funded programs will not receive funding starting July 1st. OCDEL has been

working to get approval that any federal flow-through funds will still be processed, which is a small portion of CCIS funds.

In anticipation of this occurrence, we are working with our bank to open a second line of credit. The CCIS contract requires

us to have something in place in case there is ever a delay in funding. Because we have multiple funding sources, have

reduced expenses, and are looking at ending our 2014-15 fiscal year with a positive balance, we are in good shape to

weather these uncertain times.

MINUTES June 24, 2015 BOARD MEETING

B. The new Enrollment/Outreach Manager has been selected. Deb Field, current enrollment manager supervisor, interviewed

for the position. She has 21 years of experience and a bachelor’s degree in business/marketing. We will now have two

enrollment specialist positions open for Union/Snyder County.

C. We will be out of the Taylor Park location by the end of June, except the playground and fencing. We have literally taken

everything out, including the kitchen sink!

D. SKCC has been transformed into the Center for School-age Development! Much hard work went into the project and the

children love the new space. A sign for the new center is being donated by Playworld. The CSIU has indicated that they

may want to rent our space at CSD during the day when our kids aren’t there. (They also expressed interest in renting space

at MCC.)

E. There is talk about sequestration this year – but it will be different this time, and at the discretion of legislators. HS/EHS and

CCIS will most likely not be affected.

VI. Committee Reports – None

VII. Old Business A. Summaries/Resolutions/Votes by Email

B. Updates on Grant Applications 1. The PA preschool grants proposals were submitted. OCDEL received letters of intent for approximately double the

amount of funding and slots that are in the Governor’s Budget. The proposals were due by June 15th

and OCDEL is

planning to contact the successful grantees starting mid-July. The successful grantees will be notified of the

preliminary award amount so that they can start recruitment/enrollment of families and finalize start-up planning.

Date Voting Concluded

Motion Quorum Number

For Against Abstained

5/26/15

The nominating committee recommended that Peter Kay fill the open seat on the board. Mr. Kay has a child in the Susquehanna Children's Center and is an attorney for the Northumberland County Office of Conflicts and Special Conflicts Counsel.

5 12 0 0

6/1/15

Two job descriptions presented for review and action:

1. Behavioral Health Specialist 2. Enrollment/Outreach Manager

5 10 0 0

However, the final approval/contracting will not occur until the State budget is passed and any funds that are spent

by grantees prior to the finalized State budget will not be reimbursed. We are requesting the following:

a. Pre-K Counts – $850,000 in Pennsylvania Pre-K Counts (PKC) funding to serve 100 children in 5 full-day

PKC classrooms in Snyder, Union, and Mifflin Counties:

i. Snyder County:

a. In collaboration with Midd-West School District (MWSD) locate one PKC class at West

Snyder Elementary School to provide 20 full-day (5 hours/day) slots, 180 days/year,

following the MWSD calendar.

b. Selinsgrove Area School District (SASD): locate one PKC class at SUMCD’s Susquehanna

Children’s Center (SCC) to provide 20 full-day (up to 12 hours/day), full-year (252 days/year)

slots by braiding PKC, CCIS, and parent co-pay funds.

ii. Union County: Mifflinburg Area School District (MASD): Locate one PKC class at SUMCD’s

Mifflinburg Children’s Center (MCC) to provide 20 full-day (up to 12 hours/day), full-year (252

days/year) slots by braiding PKC, CCIS, and parent co-pay funds.

iii. Mifflin County: Mifflin County School District (MCSD):

a. In collaboration with the MCSD, locate one PKC class at the Lewistown Elementary School

to provide 20 full-day (5 hours/day) slots, 180 days/year, following the MCSD calendar,

serving Lewistown and East Derry Township residents. It is our first class in the school

district.

b. Locate one PKC class at SUMCD’s Strodes Mills/McVeytown Head Start site to provide 20

full-day (5 hours/day) slots, 180 days/year, following the MCSD calendar, serving west

Mifflin County.

b. Head Start Supplemental Assistance Program (HSSAP) – $363,000 in HSSAP funding to reinstate 40

federally funded Head Start (HS) slots decreased in our 2015-16 grant. SUMCD is proposing the following 3

HSSAP classrooms, serving 40 children:

i. In collaboration with the Mifflinburg Area School District, Union County, one center-based class of

20 children, 4 hours/day, with a 175-day stretch calendar, located in the Mifflinburg Elementary

School.

ii. One center-based class of 10 HSSAP children and 10 federally funded HS children, 4 hours/day, with

a 175-day stretch calendar, located in McVeytown/Strodes Mills, in the Mifflin County School

District, Mifflin County.

iii. In collaboration with the Tuscarora Intermediate Unit (TIU), one center-based inclusion model class

of 10 HSSAP children and 10 TIU funded children with IEPs, 4 hours/day, with a 180-day stretch

calendar, located in the TIU building in Lewistown, in the Mifflin County School District, Mifflin

County.

2. DRS Grant: Jane inquired about the status and got an email back that it had been forwarded for processing. There

were some clarification questions but there were no “negotiations” prior to it being processed. We have not received

the signed “official” Notice of Award (NOA), but it is not unusual for that to arrive around a week before the new

grant year. We still don’t know if the grant will be changed to July-June, or if it will remain April-March.

3. MIECHV Grant: This year was a competitive grant. We requested an expansion of only a couple of additional EHS

slots in Snyder County. The majority of changes to our current MIECHV HFA and EHS were requests for

enhancements of family services. OCDEL indicated that they would be contacting agencies in June regarding their

funding awards. We received an additional $65,958 for a total grant of $551,856. The outreach that they have done

in Mifflin County has been groundbreaking.

VIII. New Business

A. Approval of Union County Community Development Block Grant Application Board approval was requested to apply for a Community Development Block Grant from Union County in the amount

of $55,000 to assist with the purchase of another new bus, which costs $92,000. Leo Weidner made a motion to approve

the submission of the grant application, as presented. Colleen Flewelling seconded the motion, which was

unanimously approved.

B. Correspondence from OHS (posted on website)

A Notice of Proposed Rule Making (NPRM) to revise the Head Start Program Performance Standards was published in

the Federal Register on Friday, June 19, 2015. The central goal of this NPRM is to strengthen program performance

standards so that all programs provide the highest quality comprehensive services. Board was requested to notify

Jane/Lisa if they have any comments they would like submitted. We will be submitting our comments via the required

method.

C. Committees of the Board Board members were requested to communicate their interest in serving on one of the following committees to Lisa

Storer.

1. Human Resources Committee

2. Finance Committee

3. Program Committee

4. Nominating/Bylaws Committee

5. Audit Committee

6. Marketing/Public Relations (ad hoc): established last year to include Michael Redding, Jane, Lisa Storer; adding

Phyllis Mitchell and new Enrollment/Outreach Manager to the “as needed” committee.

D. Financial Reports

1. Inventory Report ($5,000 and at least a one year lifespan)

a. Additions since last review: 3

Vans (2)

AC System

b. Disposals since last review: 14 – mostly items that were in storage and we didn’t use anymore

Play Lofts (4)

Vans (2)

Panel Truck

Riding Mower (2)

Cliff Hanger

Bus

Laminator

Wood Carpet (2)

c. Condition: Excellent 28%; Fair 63%; Poor 9%

Ron Stauffer made a motion to accept the Report as presented. Pat Jordan seconded the motion, which was


2. 2014-2015 Financial Report (as of 3/31/15) (separate document)

Marni reviewed the income and expenses by program. The year ending 3/31/15 was a positive $16,000. These

numbers are unaudited, but there are not many changes expected. The audit will probably be conducted the last two

weeks of September this year.

E. Approval of Contracted Attorneys

1. Brian Kerstetter (local, general practice)

2. Ron McGuckin (specializing in HS/EHS matters)

3. McNees, Wallace & Nurick, LLC / Bruce Bagley and Associates (specializing in Human Resources matters)

Marilyn Huff made a motion to approve the contracted attorneys (noted above). Colleen Flewelling seconded

the motion, which was unanimously approved.

F. Conflict of Interest Disclosures Summary The annual summary was presented, as follows:

SUMCD BOARD OF DIRECTORS

Fiscal Year: April 2015 – March 2016

Marilyn Huff: Foster Grandparent Board Member

SUMCD MANAGEMENT STAFF

Fiscal Year: April 2015 – March 2016

Donna Walter: Ashlee Walter,an assistant head teacher at LCC, is my daughter

Carol Budd: Emily Reedy, Head Start teacher at MCC, is my daughter

Lisa Woodring: Gloria Woodring, part time AT for CSD in Mifflin County is my mother-in-law, Brooke

Miller, Head Start teacher, is my neice

Jane Campbell: Julie Finn-Whalen, fiscal assistant, was married to my brother; though he has passed

away, we consider each other to be sisters-in-law

Shawn Caldwell: Lisa Caldwell, fiscal assistant, is my wife

Cindy Sunderland: Linda Souders, SCC administrative assistant, is my cousin. Mara Sunderland, Mifflin

County CSD employee, is my daughter.

Amy Zimmerman: Karen Zimmerman, administrative assistant at Central Office, is my mother-in-law.

G. Mileage Reimbursement Rate In November 2014, the Board maintained the mileage reimbursement rate of $.46/mile based on the average cost of

gasoline at $2.93/gallon. At this time the current gasoline costs average $2.86. Board approval was requested to

maintain the current SUMCD mileage reimbursement rate of $.46/mile, with review of the rate in one year, or sooner at

CEO discretion. Note: the federal rate is $.56. Ron Stauffer made a motion to approve the mileage rate, as

presented, and to review in one year. Leo Weidner seconded the motion, which was unanimously approved.

H. Compliance Auditor Job Description (separate document) Board approval was requested to reclassify the CACFP Monitor position to a full time Compliance Auditor, and approve

the job description. Jane explained that it has been suggested (at various conferences and meetings) that if there is one

position you need to have, it is a compliance monitor to ensure that we are in compliance with all standards and

regulations. The CACFP Monitor position would be expanded to include all regulations. It is an increase of three steps

on the salary scale (equivalent of an associate center director). The position will start July 1st, report to the Data/Quality

Assurance Coordinator, and provide reports to management and the board. Colleen Flewelling made a motion to

approve the Compliance Auditor Job Description. Karen Woland Payned seconded the motion, which was


H. Line of Credit A second line of credit may be needed if the PA Budget is not passed – so that we have funding to continue services for

families through CCIS. Through Mifflinburg Bank, a line of credit has been requested for $150,000 for six months. Ron

Stauffer made a motion to approve pursuing a line of credit, if needed. Karen Woland Payne seconded the

motion, which was unanimously approved.

IX. Personnel/Human Resources Report of all programs

The Personnel Action Summary Report for May-June 2015 was reviewed.

Head Start/EHS: three resignations, one dismissal (probationary period), two hirings, nine vacancies.

Child Care: five resignations, one dismissal, three hirings, two vacancies, one new/continuing leave of absence.

Admin: one retired, three vacancies

CCIS: one retired, one promoted

HFA: one vacancy

Pre-K Counts: three resignations, one hiring, one vacancy

X. Head Start/Early Head Start A. Policy Council Meeting Summary

Policy Council Report April 24, 2015 Approved Minutes from Policy Council Meeting held on March 27, 2015.

Approved Personnel Action Report.

Reviewed Board of Directors meeting summary.

Received information from Education Director and reviewed the Winter Outcomes Report.

Received information from Disabilities/Mental Health Coordinator regarding the Mental Health Component of HS

and EHS programs.

Reviewed and approved the Monthly, Financial, and Credit Card Reports.

Received information about the status of the EHS-CC grant and the MIECHV grant.

Provided forms and information regarding visiting classrooms and observing the programs.

Received information about the PHSA conference from parent attendees.

Policy Council Report May 22, 2015 Approved Minutes from Policy Council Meeting held on April 24, 2015.

Approved Personnel Action Report.

Completed/turned in Policy Council Evaluations.

Reviewed and approved the Monthly, Financial, and Credit Card Reports.

Agreed to hold policy council meetings monthly during the summer.

Indicated interest in serving on interview committees for summer hiring.

Members were recognized for their service to the policy council and HS/EHS program.

B. Monitoring, Financial, Credit Card Reports The board was provided with the April and May Monitoring, Financial and Credit Card Reports. Ron Stauffer made a

motion to approve the reports. Colleen Flewelling seconded the motion, which was unanimously approved.

XI. Child Care A. Narrative

Efficiencies are high this summer at all four sites and all four camps.

LCC is at “waitlist only” status for all classrooms and age groups. Waitlists for the Fall look good for both PS and

I/T.

MCC currently is full in PS, with 98% efficiency in the infant/toddler rooms.

SCC has spaces available in PS and the toddler room.

LCCO is full in all classrooms, with waitlists rebuilding. (We brought in a lot of waitlisted families when PKC

ended this Spring).

Summer camps: Camp enrollments are high. Lewisburg is at “waitlist status.” Lewistown, Selinsgrove, and

Mifflinburg camps are full on most days with a few openings on spot days.

There was discussion regarding additional childcare providers coming to Lewisburg (the high school, Buffalo Valley

Recreation, YMCA).

XII. CCIS Encumbrance Report/CCIS Update The board received and reviewed the Encumbrance, Subsidy, and CCIS Service Numbers Reports.

XIII. ADJOURN Karen Woland Payne made a motion to adjourn the meeting at 8:02 p.m. Marilyn Huff seconded the motion, which was


END - MINUTES

III. Announcements A. Update on PA Budget: Letter regarding impasse posted on website.

B. We have an agreement with the Lewisburg School District to allow them to use the space at the Lewisburg CSD site for a

few hours in the morning for a new emotional support program operated by the CSIU.

C. Directors & Officers Liability Insurance was renewed, but with Selective Insurance Company (previously with Chubb).

Chubb expiring premium was $7,238. Their renewal quote was $7,886. Selective Insurance quoted $6,269. Both quotes

included the following:

Directors and Officers Liability Limit at $1,000,000 * (defense within the limit) with $5,000 retention

Employment Practices Liability Limit at $1,000,000 * (defense within the limit) with $15,000 retention

Third party employment practices extension included within the above limit ***

Wage and hour - defense coverage only with a $100,000 sublimit ***

Additional defense cost limit of liability at $1,000,000 ***

*The limits are a combined limit and are shared between both coverage parts and the annual aggregate limit for all

claims is $1,000,000.

D. The full management team met for a daylong retreat facilitated by Mary Ann Bensen, LSW. The day involved “getting to

know you” and “positive affirmations” activities, and “courageous conversations” were held. There were discussions of

communication in the workplace, types of temperaments/personalities, and the group worked on creating a mission

statement for the management team. Executive management received both verbal and written feedback; all of which

included that they felt it was a positive experience, they felt safe expressing opinions, and that Mary Ann Benson was an

excellent facilitator. One of the major themes that seemed to come out as part of the courageous conversations was the

desire for more clearly defined management roles/responsibilities and defined levels of decision making. A follow up

meeting was held on August 18th

. The team “finalized” the management team mission statement, talked about rules for

communication, and discussed decision making protocols. Work on these items will be continuing.

E. Our Maintenance Team put in a whole playground at the Mifflin County Academy for our Pre-K Counts class. The

equipment came from Taylor Park. They installed a shed and bike path, laid all the mulch, and put sod on the ground. It

looks marvelous!

F. Julie Mitchell, Controller of Operations, has resigned. Her last day was 8/14. The Fiscal Assistant Coordinator, Cynthia

Rocavek, has submitted her four week notice of resignation. Job openings have been posted and advertised.

G. Bob Long, Center Director of SCC, has resigned. His last day is 9/11/15. His replacement, Paula Stump, started on August

18th

. Paula received her Bachelor's Degree from Bucknell University and Elementary Teaching Certificate at Susquehanna

University. She has been a Preschool Teacher at the Lewisburg Cooperative Preschool, teaching a 2-3 year old class and a

3-4 year old class. She has worked extensively with classroom volunteers, and is very knowledgeable about the scope of

volunteer responsibilities, training, and supervision. Paula also worked at The Victorian Lady; she worked her way up and

was eventually promoted to Manager of the "front of the house" operations. Also, Paula was a "SUM child" when she was

young.

H. Geisinger Health Insurance and Vision Insurance have NO rate increases for 2015-16. So we renewed both of those plans,

making no changes to our coverage.

I. All Staff Training Day was held on August 14th

. Sessions were held in each county and included:

1. Intentional Transitions

2. How Stress Affects Challenging Behaviors

3. Understanding Y: Generational Differences in the Workplace

4. Developmentally Appropriate Practice

5. Communication in the Workplace & Stress Management

6. Required trainings such as CACFP and fire safety.

J. We brought in a trainer from Teachstone to come on site to provide Pre-K CLASS Observation Training. We invited staff

from other agencies to participate; attendees were from Delaware County, Luzerne County, Bradford-Tioga Counties,

Columbia County, and even Philadelphia.

K. We are offering an in-depth training on Reflective Supervision during the week of 9/28. Two trainers are developing a

training for our center directors and managers that supervise home visitors.

L. Update on Enrollments of HS and PKC classes:

IV. Committee Reports A. Nominating Committee (ACTION)

Appointment of Policy Council Member Representative Mary Smith to the Board (replacement).

V. Old Business A. Summaries/Resolutions/Votes by Email

B. Updates on Grant Applications 1. Pre-K Counts and Head Start Supplemental Assistance Program (HSSAP): State funded/impacted by impasse.

Date Voting Concluded

Motion Quorum Number

For Against Abstained

7/16/15 Approval of the 2015-2016 Composite Budget

5 12 0 0

2. Five Year Head Start (DRS) Grant: We have received the signed “official” Notice of Award (NOA). The grant year

is staying the same – April-March.

VI. New Business

A. Correspondence from OHS (posted on website) ACF extended the comment period for notice of proposed rulemaking entitled, "Head Start Performance Standards"

published on June 19, 2015 (80 FR 35430), to September 17, 2015.

B. Confidentiality Agreement (separate document) (ACTION)

C. Five Year Grant Requirements 1. Governance Screening/Certification

2. Health & Safety Screening/Certification

3. Posting/mailing Monitoring/Financial/Credit Card Reports every month

D. Classroom Location/Models 1. McVeytown – Change to 5 days per week

2. Close Selinsgrove HS; maintain Mifflin County HS

3. Move Mifflinburg HS to Elementary School

4. HS class to be located at Lewistown Elementary

5. Locations of EHS Combo Classes (Mifflinburg Children’s Center; Lewistown Children’s Center )

E. Committees of the Board 1. 2015-2016 Committees/Members

Finance Committee Ron Stauffer, Chair

Kathy Guyer

Karen Woland Payne

Michael Redding

Colleen Flewelling

Human Resources Committee Leo Weidner, Chair; Peggy Peeler, Vice Chair

Kathy Guyer

Marilyn Huff

Karen Woland Payne

Pat Jordan

Adanma Akujieze

Program Committee Rachel Smith, Chair

Kathy Guyer

Marilyn Huff

Leo Weidner

Karen Woland Payne

Terry Heintzelman

Bylaws / Nominating Committee Marilyn Huff, Chair

Kathy Guyer

Rachel Smith

Peter Kay

Audit Committee Auditor, Chair

Kathy Guyer

Marilyn Huff

Ron Stauffer

Adanma Akujieze

CEO

CFO

Marketing/Public Relations (ad hoc): Michael Redding, Phyllis Mitchell, Jane, Lisa, Brooke Pennepacker,

Enrollment/Outreach Manager

2. Executive Committee Establishment (ACTION)

F. Policy giving Board Authorization to Grant Bonuses (ACTION)

G. Board Self Evaluation Analysis (separate documents)

H. Changing Controller in Charge of Operations to Fiscal Manager and Reclassification of Buildings and

Grounds Manager (job descriptions - separate documents) (ACTION) Due to the resignation of the CCO Julie Mitchell, we are recommending that the Buildings and Grounds and Warehouse

operations be transferred to the Buildings and Grounds Manager position. The CCO position title would change to Fiscal

Manager and be re-classified 2 steps lower on the salary scale. Due to the increased responsibilities related to obtaining

bids, compliance with applicable laws and regulations, the Buildings and Ground Manager would be reclassified 2 steps

higher on the Salary Scale. Revised Job Descriptions are attached. The savings is reflected below:

Buildings & Grounds Manager -

Level F to D

CCO re-class to Fiscal

Manager - Level B to D

$ 33,389 $ 33,389

$ 29,835 $ 44,525

$ 3,554 $ (11,136)

savings: $ (7,582)

I. Financial Report: April 1, 2014 - June 30, 2015 (separate document) (ACTION)

J. Resolution – Mifflinburg Bank Signatories (add new Board Secretary) (ACTION)

K. Meeting Dates – changes due to change in fiscal year (ACTION) March 23, 2016: Annual Meeting of the Board

June 29, 2015: Board Recognition Dinner

L. Revised Salary Scale (FSA: tiers based on education) (separate document) (ACTION)

M. GOLD Assessments (separate document) Assessments of the children who participated in the10 week music program and resided in a school district with a literacy

grant.

VII. Personnel/Human Resources A. Report of all programs

Personnel Action Summary Report: July - August 2015

SUMCD Program Separations from Employment

Hirings Current

Vacancies

Active Leaves of Absence

(new/continuing) Resignations Dismissals

Head Start / EHS

Child Care

CSD

Admin

HFA

CCIS

Pre-K Counts

VIII. Head Start/Early Head Start A. Policy Council Meeting Summary

Policy Council Report August 21, 2015

B. Monitoring, Financial, Credit Card Reports (ACTION)

MONTHLY REPORT for the BOARD OF DIRECTORS and POLICY COUNCIL Head Start and Early Head Start

Grant year: 2014-2015

Council Report DATE: August 21, 2015 Board Report DATE: August 26, 2015

REPORT PERIOD: ____________________ 2015

MONTHLY REPORT for the BOARD OF DIRECTORS and POLICY COUNCIL Head Start and Early Head Start

Grant year: 2014-2015

Council Report DATE: August 21, 2015 Board Report DATE: August 26, 2015 REPORT PERIOD: ________________ 2015

FINANCIAL REPORT: HEAD START & EARLY HEAD START Grant Year: April 1, 2014 - June 30, 2015

FEDERAL AND OTHER GRANT FUNDS

4/1/14-6/30/15

100% of the 15 month period

Budget Expenses % Spent

Personnel $2,888,782 $2,799,750 97%

Benefits 808,412 779,996 96%

Equipment 0 0 0%

Supplies 89,000 93,266 105%

Contractual 113,037 174,318 154%

Other Operating Expenses 1,075,171 1,121,818 104%

Admin-Indirect Costs 786,096

99% 775,940

Total BUDGET $5,760,498

TOTAL EXPENSES

100% $5,745,087

Total Federal Funds $5,472,871 $5,472,871 100%

Total Other Funds * include CACFP 287,627 $272,216 95%

TOTAL ALL FUNDS RECEIVED $5,760,498 $5,745,088 100%

Revenues compared to Expenses $0

NON-FEDERAL MATCH REPORT Required Non-Federal Match (BUDGET) $1,368,218

4/1/14 - 6/30/15 Total Non-Federal Match received (THIS PERIOD) $1,368,218

Percent of BUDGET received 100%

ADMINISTRATIVE COSTS REPORT REPORT PERIOD:

4/1/14 - 6/30/15 Budget Expenses in REPORT PERIOD

Total Federal Funds Used in Report Period $5,472,871 $5,472,871

Total Non-Federal Received in Report Period $1,368,218 $1,368,218

TOTAL FEDERAL + NON-FEDERAL $6,841,089 $6,841,089

$1,026,163

15% Admin Limit of Federal +non-Federal

Total Admin Costs $786,096 $775,940 99%

Are SUMCD Expenses at or below 15% limit? Yes Yes

Administrative Costs as % of

11% 11%

Total Federal + Non Federal Budget or Expenses

We have completely spent funds awarded as of June 30, 2015. Personnel and Benefit Costs are under budget because of temporarily

reallocating some staff assisting with PKC start up. HS/EHS-CC subsidies budget for the period is $77,350. We have expenses of $129,966

due in large part to parents that work part of the week so CCIS only subsidizes those days. Head Start funds are needed to pay for the

remaining days in order to maintain their child in 5 days/week HS services. Occupancy costs are 13% over budget. This overage is being

offset by the savings in Personnel and Benefit costs. These are un-audited expenses and revenues as of June 30, 2015.

Charge Card/Credit Card REPORT - by cost

Month: June

Year: 2015

Expense Category Supplies Employee Training Food Maintenance

Pupil Transportation Other TOTAL

Bank of America (MC)

179.00

179.00

Cardmember Services (MBTC-VISA) 5,345.93 1,701.79 535.90 61.07 293.00

7,937.69

Lowes

848.44

848.44

Staples 1,608.95

30.22

1,639.17

Walmart 59.84

59.84

WEX

5,941.37

5,941.37

Total Charge/Credit Card Expenses 7,014.72 1,880.79 566.12 909.51 6,234.37 0.00 16,605.51

Charge Card/Credit Card REPORT - by program

Month: June

Year: 2015



HS/EHS 1,573.89 505.96

274.99 5,433.31

7,788.15

CC/SA 1,056.83 438.93 36.48 530.27 444.32

2,506.83

PKC 187.32 586.22 10.57 32.57 25.75

842.43

MIECHV 735.66

22.46 118.43

876.55

CCIS 105.26

20.35 57.12

182.73

Admin 1,746.81 349.68

28.87 155.44

2,280.80

Agency 1,608.95

519.07

2,128.02

Total Charge/Credit Card Expenses 7,014.72 1,880.79 566.12 909.51 6,234.37 0.00 16,605.51

Charge Card/Credit Card REPORT HS/EHS Month: June

Year: 2015

Amount


no activity

Subtotal Cardmember Services (MBTC-VISA)

Annual Employee Recognition Luncheon @ Hoss's 240.82

Visa gift cards for employee recognition 80.95

NCC admission fee - Chelsea Ripple 25.00

NCC admission fee - Tricia Gilbert 25.00

CDA Council - 6 Preschool Competency Standard books 143.33

CDA renewal - Carol Haines 75.00

NCC admission fee - Amber Higgins 25.00

Teaching Strategies - 3 eCDA Caring for Preschool Children 184.63

Berks County IU - Using a Repsonsive Approach in EC 28.00

Staples - Bob Long office chair - SCC 109.99

Amazon - parts for flushmate toilet - LCC 12.82

Discount Mugs - mugs for outreach 183.73

Subway - $ 5 gift cars for staff appreciation 469.00

Weis Markets - snacks for DRS survey interviews 13.27

Indeed.com - advertising for EHS HV position 460.57

Ebay - Fantastic Tires - 2 tires for car # 123 99.54

Safe Kids Worldwide - Safety Seat Technician registration 31.50

Safe Kids Worldwide - Safety Seat Technician Course reg. 53.55

Subtotal 2,261.70

Lowes

Screws/shelf brackets - MCC 5.52

Troy Bilt pressure washer - LCCO 127.82

Dry wall repair kit/door bumper - LCCO 6.26

Roof shingles - MCC 50.11

Faucet etc. - LCCO 33.99

Elbow/super glue - CCC 6.12

Corner bumpers - LCC 1.84

Weed spray - TPCC 15.40

Handle/lock/key etc. - LCCO 8.93

Nuts/anchors - LCCO 6.18

Subtotal 262.17

Staples

Playdough - LCC 15.56

Subtotal 15.56

Walmart

no activity

Subtotal

WEX

Buses 4,221.17

Maintenance Vehicles 297.85

Cars & Vans 729.70

Subtotal 5,248.72

Total

7788.15

FINANCIAL REPORT: HEAD START & EARLY HEAD START Grant Year: July 1, 2015 - March 31, 2016

FEDERAL AND OTHER GRANT FUNDS

7/1/15-7/31/15

5% of the 9 month period

Budget Expenses % Spent

Personnel $1,740,570 $86,701 5%

Benefits

465,719 65,744 14% Travel Out of

Area

10,680 0 0%

Supplies

41,826 1,890 5%

Contractual

88,916 18,237 21%

Other Operating Expenses

557,102 42,737 8%

Admin-Indirect Costs

476,559

7% 32,928

Total BUDGET 3,381,372

TOTAL EXPENSES

7% $248,237

Total Federal Funds 3,241,317 $248,237 8%

Total Other Funds * include CACFP

140,055 $0 0%

TOTAL ALL FUNDS RECEIVED 3,381,372 $248,237 7%

Revenues compared to Expenses $0

NON-FEDERAL MATCH REPORT Required Non-Federal Match (BUDGET) $810,329

7/1/15 - 7/31/15

Total Non-Federal Match received (THIS PERIOD) $66,074

Percent of BUDGET received 8%

ADMINISTRATIVE COSTS REPORT REPORT PERIOD:

7/1/15 - 7/31/15 Budget Expenses in REPORT PERIOD

Total Federal Funds Used in Report Period $3,241,317 $248,237

Total Non-Federal Received in Report Period $810,329 $66,074

TOTAL FEDERAL + NON-FEDERAL $4,051,646 $314,311

$607,747

15% Admin Limit of Federal +non-Federal

Total Admin Costs $476,559 $32,928 7%

Are SUMCD Expenses at or below 15% limit? Yes Yes

Administrative Costs as % of

12% 10%

Total Federal + Non Federal Budget or Expenses Our 9 month HS/EHS award is $26,503.50 less then 75% of our regular 12 month award.

Personnel costs are on target. Benefits look to be a little over budget. This is partially because of recognizing 40% of the annual

W.C. cost in July. Health Insurance appears to be under budgeted by roughly $20,000 when comparing actual costs for the PY 9

month period. Contractual costs include 8 months of COPA and 12 months of GOLD, so these are one time costs for this budget

period. Supplies and Other Operating Expenses are on target. These are un-audited expenses and revenues as of July 31, 2015.

Charge Card/Credit Card REPORT - by cost

Month: July

Year: 2015




0.00

Cardmember Services (MBTC-VISA)* 9,368.92 1,092.86 1,132.53 233.66 346.66

12,174.63

Lowes

451.95

451.95

Staples 648.30

85.90

734.20

Walmart 1,174.49

41.76

1,216.25

WEX

3,345.14

3,345.14

0.00

Total Charge/Credit Card Expenses 11,191.71 1,092.86 1,260.19 685.61 3,691.80 0.00 17,922.17

Charge Card/Credit Card REPORT - by program

Month: July

Year: 2015



HS/EHS 1,473.69 458.32 24.64 452.50 3,011.46

5,420.61

CC/SA 2,893.37 584.53 103.73 162.28 384.17

4,128.08

PKC 4,812.61

6.13 36.75

4,855.49

MIECHV 229.26 50.01

16.02 97.96

393.25

CYS-At Risk 70.75

70.75

CCIS 241.83

2.01 47.23

291.07

Admin 425.22

44.84 114.23

584.29

Agency 1,044.98

1,131.82 1.83

2,178.63

Total Charge/Credit Card Expenses 11,191.71 1,092.86 1,260.19 685.61 3,691.80 0.00 17,922.17

*Note, two Cardmember Services Invoices paid this month.

Month: July

Year: 2015

Amount


no activity

Subtotal

Cardmember Services (MBTC-VISA)

Policy Council supplies 9.17

Recapped tire for Bus #23 53.00

Dad's Day supplies 100.19

2 Booster seats 32.00

Heidi Stewart - gift card (resignation) 54.95

Colleen Kratzer - gift card (resignation) 35.00

Teachstone - Infant class Dim kit 33.32

Rubbermaid collapsible cargo crate 64.99

Fire alarm cover - LCCO 18.10

Ferguson Valley Storage - TPCC 48.58

Ferguson Valley Storage - TPCC 57.94

Subway gift cards for staff recognition 40.00

Indeed - advertising for EHS position 501.34

Indeed - advertising for HS/CC position 104.25

6 Booster seats 110.69

CDA Council - Heidi McKnight 425.00

Amazon - laminating pouches 13.16

PA Early Learning Standards 178.20

Uhaul truck rental - TPCC closing 61.06

Batteries (LCCO) 17.78

Batteries (CO) 18.17

USPS - mailing address change (TPCC) 0.92

Indeed - advertising for EHS position 101.84

FedEx fee - return alternator for bus #26 18.00

Subtotal 2,097.65

Lowes

Air Conditioner - McVeytonw 303.05

Nuts/bolts/washers - LCCO 5.27

Drill bits/sawall blades/PVC cement - TPCC 27.34

Drawer catches/ sliding locks - MCC 6.96

Board/command hook/bolt - LCCO 11.12

Self drill screw/weed killer - CCC 18.68

Subtotal 372.42

Staples

no activity

Subtotal

Wal-Mart

Detergent supplies - SCC 5.19

Rice Milk (2) 24.64

Food for Heidi Stewart & Colleen Kratzer party/3 clipboards 122.94

Subtotal 152.77

WEX

Buses 2,021.08

Maintenance Vehicles 304.58

Cars & Vans 472.11

Subtotal 2,797.77

Total 5,420.61

IX. Child Care A. Narrative

B. Projected Enrollment and Efficiency for September

C. Efficiency Report

X. CCIS Encumbrance Report/CCIS Update

A. CCIS Encumbrance Report

B. Subsidy Report

C. CCIS Service #s – Kid/Family

XIII. ADJOURN

SUBSEQUENT MEETINGS:

September 23, 2015 Central Office 6:00 light meal

6:30 business meeting

October 28, 2015 Central Office 6:00 light meal

6:30 business meeting

sumcd board of directors...

Documents