FINANCE COMMITTEE MEETING
AGENDA
November 14, 2012
11:00 – 12:00 PM
CALL TO ORDER
Jill Smith
FINANCE REPORTS
YTD Financial Report
Cynthia Nixon
OLD BUSINESS
Brewer Center
Jill Dame
Daniel
NEW BUSINESS
Action Items:
Jill Dame
Child Guidance Center Penalty Waiver
Revision to Late Invoice Policy
Revision to ADA Policy
FINANCE COMMITTEE ACTION ITEM
FY 12-13:
CHILD GUIDANCE CENTER PENALTY WAIVER
FINANCE COMMITTEE MEETING DATE:
11/14/2012
TO:
JACKSONVILLE CHILDREN’S COMMISSION FINANCE COMMITTEE
FROM:
JILL DAME, EXECUTIVE DIRECTOR
REQUESTED ACTION:
The Finance Committee of the Board is asked waive a penalty made against Child Guidance
Center for late submission of a first quarter SAMIS invoice/expenditure.
NARRATIVE:
Child Guidance Center had technical difficulty through-out the month of October in submitting
in SAMIS the information for the Sandalwood Full Service Schools program. The agency
submitted all other invoices in a timely fashion. Sandalwood was submitted one day after the
deadline which resulted in a penalty of $2,875.
FISCAL IMPACT:
The program’s full funding will be restored ($2,875) and there is no fiscal impact to the
Commission since this was the full amount expended by the agency and was within the terms of
the contract.
GOVERNANCE/PROGRAM IMPACT
This action requires Finance Committee approval since this penalty is outlined in the contract
and by Policy is required to be approved by the Finance Committee.
OPTIONS:
1.
Vote to approve the waiver of the penalty for late submission of the SAMIS
invoice/expenditure.
2.
Decline to approve this recommendation.
STAFF RECOMMENDATIONS:
Child Guidance Center is in good standing in all areas of contract monitoring and submitted all
other program reimbursements on time. A waiver of this penalty is recommended.
FINANCE COMMITTEE ACTION ITEM
BOARD OF DIRECTORS ACTION ITEM
FY 12-13:
AMENDMENT TO LATE INVOICE – AGENCIES FUNDED BY THE COMMISSION
POLICY #AG-08
FINANCE COMMITTEE AND BOARD OF DIRECTORS MEETING DATE:
11/14/2012
TO:
JACKSONVILLE CHILDREN’S COMMISSION FINANCE COMMITTEE
FROM:
JILL DAME, EXECUTIVE DIRECTOR
REQUESTED ACTION:
The Finance Committee and Board of Directors of the Jacksonville Children’s Commission are
asked to approve a revision to the current policy imposing a penalty for late submission of
SAMIS invoice/Expenditure Reports to allow the Executive Director of the Commission to waive
the penalty if requested in writing or email by the agency, as a result of extenuating
circumstances, and as recommended to the Executive Director by Commission staff.
NARRATIVE:
In general Commission funded agencies are very timely to submit required SAMIS reports. On
occasion due to a variety of reasons, an agency may miss the required deadline. Periodically our
staff believes that agencies will file reports, knowing they are inaccurate, in order to meet the
deadline and avoid the penalty. Waiting a day or two would allow them to fill in missing
information and file a correct report.
Agency penalties are automatically imposed and staff time is required to deal with the agency,
prepare and bring waiver requests to the Finance Committee and then reimburse the agency
for the penalty that has been deducted after the penalty waiver is approved by the Finance
Committee.
Allowing the Commission staff the ability to allow an agency, upon request, an opportunity to
delay filing for a reasonable and short time, as a result of extenuating circumstances or in order
to accurately complete Invoice/Expenditure Reports, will also prevent the waste of staff time
spent dealing with inaccurate reports that are quickly filed to meet the deadlines. Allowing the
Executive Director, with staff recommendation, to handle these requests at a staff level will
provide for a more expeditious and immediate resolution when a problem occurs.
FISCAL IMPACT:
GOVERNANCE/PROGRAM IMPACT
This action requires Finance Committee and Board approval since this penalty is outlined in the
Policy approved by the Board in May, 2010.
OPTIONS:
1.
Vote to approve the amendment of the policy relating to the waiver of the penalty for
late submission of the SAMIS invoice/expenditure.
2.
Decline to approve this recommendation.
STAFF RECOMMENDATIONS:
Page 1 of 1
Policy #: AG - 08
THE JACKSONVILLE CHILDREN’S COMMISSION
POLICIES AND PROCEDURES MANUAL
Section:
Finance & Management Services
Policy #: AG - 08
Subject:
Late Invoice – Agencies Funded by the Commission
Effective Date:
July 1, 2010
As revised, December 1, 2012
Review Date:
Approved:
Linda Lanier
President/ CEO
POLICY:
All agencies funded by the Jacksonville Children’s Commission are required to submit a SAMIS
Invoice/Expenditure Report by the date outlined in the contract. This is also referred to as the
agency’s request for reimbursement or payment.
It is the goal of the Children’s Commission to make timely payments to providers. Additionally,
in order to make the best use of scarce resources to maximize funding for children’s programs,
another goal is to review and determine the availability of residual funds. As such, an agency
that fails to comply with the contract dates for submitting their invoice/expenditure report will be
penalized for late submission as outlined below.
The penalty for late submission of SAMIS Invoice/Expenditure Report is a reduction to the
current reimbursement request for each site as outlined below:
Up to ten (10) days after the due date specified in the contract – 5% reduction
Eleven (11) days and up to thirty (30) days – 10% reduction
After thirty (30) days – 10% reduction and the payment will be delayed until the next
quarterly reimbursement request is submitted.
Repeated late submission of the SAMIS Invoice/Expenditure Report can result in further
corrective action and/or placement on probationary status as outlined in Policy YD0010; or the
agency being restricted to a lower contract funding in the future.
If an agency has extenuating circumstances and wishes to seek a waiver of this policy, the
agency must submit the request in writing or by email.
All rRequests for a waiver must be
approval approved by the Finance Committee of the BoardExecutive Director of the Jacksonville
Children’s Commission upon the recommendation of Commission staff.
FINANCE COMMITTEE & BOARD ACTION ITEM
FY 2012-13: AVERAGE DAILY ATTENDANCE ADJUSTMENT
MEETING DATE: 11/14 /2012
TO: JACKSONVILLE CHILDREN’S COMMISSION BOARD OF DIRECTORS
FROM: JILL DAME, EXECUTIVE DIRECTOR
REQUESTED ACTION:
The board is asked to reduce the Jacksonville Children’s Commission’s required Average Daily Attendance (ADA) from 97% of the contracted ADA to 90% of the contracted ADA.
NARRATIVE:
The Grant Administration Department is requesting that the Board of Directors change the Jacksonville Children’s Commission’s current required 97% Average Daily Attendance (ADA) Policy from 97% to 90%. Staff members point out that other Florida Children’s Services Councils, such as the Juvenile Welfare Board, Children Services Council of Broward County, Children’s Board of Hillsborough County and the Children’s Trust of Miami, utilize an ADA target of 85% for their funded programs. In addition, JCC’s 97% is higher than the State of Florida Department of Education, 21st Century ADA goal (85%). Florida’s other Children’s Service Councils also do not have monetary penalties for those funded agencies that do not meet their 85% targeted ADA. The Jacksonville Children’s Commission does have a monetary penalty that can work to punish agencies that are providing excellent services. Currently, all agencies that do not reach their targeted 97% ADA goal are financially penalized.
If an agency reaches 96% or below, the agency is funded based on the percentage of the ADA reached. For example, if an agency was allocated $100,000 and reached 96% of their ADA, that agency would only receive $96,000 for the contract year. If an agency reached 92% of their ADA, that agency would then receive $92,000 in grant dollars. This can mean that the absence of a small number of children can cost an agency thousands of dollars – dollars that they have already spent providing quality services for the children in their program.
As the list below reveals, the majority of our agencies have reached their targeted attendance goals throughout the past five years. Those few that fail to reach their JCC goals have faced a financial penalty, and in many instances due to specific circumstances have had the penalty waived by the JCC Board.
Yearly Average Daily Attendance Target ADA Set
Percentage of AS TEAM UP Sites who
Met their ADA
Percentage of CBO Sites who Met their
ADA
Average of Percentages of Sites
Meeting their ADA
07/08 * (90% ADA) 96% 92% 94%
08/09 * (90% ADA) ** (15 JJ Programs Added mid-year skewed numbers)
75% 88% 82%
09/10 * (90% ADA) 91% 96% 94%
10/11*** (97% ADA) 96% 97% 97%
We believe that the current policy punishes agencies that are providing excellent services and/or reaching the ninety percentile of their targeted benchmark. The 97% target is excessive and can unfairly impact well performing agencies.
FISCAL IMPACT:
Minimal impact since the majority of agencies have met the 97% ADA requirements and many of those below 97% have been waived for good cause.
GOVERNANCE/PROGRAM IMPACT:
This action requires board approval since this is a policy change that impacts agency contracts. Minimal impact to programs since the majority are meeting current goals.
OPTIONS:
1. Vote to approve the reduction in required ADA target from 97% to 90% for afterschool programs.
2. Decline to approve this recommendation. STAFF RECOMMENDATIONS:
The 97% ADA target is higher than the other Children’s Services Councils in the state, as well as higher than the State of Florida Department of Education, 21st Century ADA goal (85%); with our financial penalties this policy punishes agencies that are providing excellent services and/or reaching the ninety percentile of their targeted benchmark. A reduction to 90% ADA is recommended.
