February Minutes

February 9, 2010

Early Learning Partnership

Board Meeting Minutes

Attending: Julie Case, Stephen Cox, Ouida Dest, Sylvia Echols, Tom Faulkenberry, Sue Gover, Laurie Leader, Brien Lewis, David Lisk, Susan Martoccia, Suzanne Merritt, Susan Roberson, Marc Sosne, Anne Suite, Jane Turpin, Jim Vining

Staff/Guests Present: Donna Wooldridge, Teresa Creech, Cindy Hunt

Stephen welcomed everyone to our monthly ELP meeting and thanked Cindy for her hospitality in hosting our meeting.

Stephen summarized the results of our recent audit for the board. Overall, the results were clean but a few items were suggested for improvement in terms of reporting finances. There were also a few weaknesses in internal controls that are often common with an organization of our size. Stephen revised our Financial and Internal Control Policy and addressed those specific suggestions to match what we say we are doing and actually how those things are executed. This process will be much easier with a new bookkeeper and software program, Peachtree, as well. The bookkeeper will work closely with Donna on site improving communication on financial issues. The board unanimously approved the revised policy.

Cindy Hunt, Rock Hill Family Resource Center Director reported on the activities of the Rock Hill Parenting Program and Family Resource Center. Cindy reported that their clothes closet is being moved, making way to a 2^nd exam room. Another pediatrician may assist on Fridays in the future and would be available for a nurse practitioner if future grants are approved. All of the literacy classes are full at this time.

Sylvia discussed the executive summary and conclusion of the “Focus on Kids” report. (enclosed) The report helps us look at figures of budget shortfalls and declines in state revenues as it has a real life impact on the children of South Carolina. It is still not known how these reductions will affect our children and may not understand the true extent of the damage for many years. She encourages us to share this information with others.

David Lisk, Executive Director of York County First Steps, gave the First Steps report. He shared that First Steps will probably experience more budget cuts and these reductions will not be able to be absorbed by the State. Programs will be affected; particularity literacy programs and direct services. He reported that he is researching the possibility of collaboration with the faith community and literacy programs. He feels like stimulus money will be coming. The Parents as Teachers program has been approved. The problem before was a data issue. Child care vouchers will be available for more children.

Suzanne Merritt reviewed the January General Ledger, assets and liabilities. Next month the board will be able to see all of the restricted and unrestricted funds broken down and see balances by program. The board unanimously agreed to allow Suzanne to move money.

Julie Case updated the board on fundraising activities, specifically the Bowl-a-Thon with preparations already underway. The new goal for this year is $40,000 to $45,000 dollars. She met with the parenting coordinators, Teresa and Donna on the 11^th of January to begin work. The 2^nd annual Bowl-a-Thon will be held at Strikers on Saturday, May 15^th, from 9-11:30 with registration from 8-9. Each board member is responsible for at least one lane sponsorship and one silent auction item. Items can be dropped off at any of the Family Resource Centers or the ELP office. Donna will develop a form to give to silent auction participants. Committees are needed in preparation for this signature event. Susan Martoccia and Anne Suite have agreed to oversee the silent auction activity. Thank you so much, ladies. She has developed an extensive list of frequently asked questions from last year to provide for a smoother event.

Dr. Sosne, on behalf of the Clover Rotary, is raffling tickets for a 50” TV and proceeds will go to DPIL. Thanks, MARC! Susan Roberson will look into Tapestry baskets to be auctioned at Bowl-a-thon silent auction. Herald will give us 3 add spaces for the Bowl-a-Thon. Teresa is talking to Kohl’s about their volunteer program to help with B-a-T.

Teresa Creech reported on the number of children served through the Resource Centers and Medical Clinics for January 2010

Resource Center*		Medical*
Clover	137	36
Fort Mill	1624	25
Rock Hill	1895	54
York	223	25

*Unduplicated

933 children were served in the medical clinics from August to February 2010. Teresa reported that we are nearing capacity in terms of how many we can serve without additional staff/space. She is exploring EXCEL classes for Amy, the medical clerk to fully computerize the clinics. She will work with Centers to get Census training to assist.

DPIL- down to 3200 after cleaning out database. Less non-deliverable books result after NCOA process.

Donna reported that ELP will complete an application to the United Way for funding in the amount of $18,000 for DPIL-Due Feb. 26^th. She will also apply to County Council in March for $30,000 support for DPIL since it is a county- wide effort. Received the Malpractice Liability Coverage effective Jan 1- Dec 31, 2010 listing for Joyce Barreda as an employee of the Public Health Service for purposes of the Federal Tort Act. Silent Auction and Banner forms developed and distributed. Stephen asked Donna to send board members the current strategic plan for review.

Submitted by Donna