BOARD Meeting Agenda – September 7, 2023 10:00 AM - NOON
Virtual Meeting
Zoom Link: https://us02web.zoom.us/j/86144633753?pwd=VWQvWWFCYmxKVXlHYTdGYTRWWldidz09
Meeting Call-In Number: 1 929 205 6099 Meeting ID: 861 4463 3753 Passcode: 166172
Directors are reminded that all Able Trust Board and Committee meetings are open and publicly noticed. Under Florida Sunshine Law, any meeting of 2 or more Able Trust Directors must be publicly noticed. Directors are prohibited from discussing Able Trust business outside of official meetings of the organization. Directors are reminded of conflict-of-interest provisions. In declaring a conflict, please refrain from voting or discussion and declare the following information: 1) Your name and position on the Board, 2) The nature of the conflict, and 3) Who will gain or lose as a result of the conflict.
I. II. III.
Call to Order Roll Call and Establishment of Quorum Approval of Agenda – Action
IV. Consent Agenda - Action
a. Acceptance of June Meeting Minutes
b. Committee Reports
V. The Able Trust Mission Moment (10 Minutes)
a. 2023 USF College of Nursing Career Camp
b. DEAM
VI. Action Items (10 Minutes)
a. Finance Report
i. Acceptance of FY23 4th Quarter P&L Statement - Action
ii. Acceptance of FY23 4th Quarter Balance Sheet - Action
VII. Report from VR Director (15 Minutes)
a. Comments from Director
b. Q & A
VIII. Discussion Items – Full Board (1 Hour 15 Minutes)
a. Marketing & Development Discussion (15 min)
b. 2024 Legislative Research Study (20 min)
c. Collective Impact & Career Camp Pilot Projects Update (30 min)
d. Board Retreat – Input on Content, Guest Speakers, and Experiences (15 min)
IX. New Business
Public Comment
Next Board Meeting: December 7, 2023, 10:00 AM –Noon - Virtual Adjourn
Laurie Sallarulo, Chair
Chip Byers, Secretary
Laurie Sallarulo, Chair
Laurie Sallarulo, Chair
Coleen Agner, HSHT Director
Joey D’Souza, Sr. Vice President
Allison Chase, President & CEO
Brent McNeal, VR Director
Alexis Doyle & Donna Wright
Tony Carvajal & Allison Chase
Mavara Agrawal & Joey D’Souza
Laurie Sallarulo
Laurie Sallarulo, Chair
Please Note: Agenda subject to revisions and additions per the discretion of the Chair of the Board of Directors. Notification will be sent of any such revisions or changes.
Members of the Public: Please notify Arnaldo Ramos at Arnaldo@AbleTrust.org if you wish to make public comment on particular agenda items no later than 1-hour prior to beginning of the meeting.
Florida Endowment Foundation for Vocational Rehabilitation, dba The Able Trust
DRAFT - Meeting Minutes
Board of Directors Meeting – June 1, 2023, 10:00 a.m. to 12:00 p.m.
Virtual Meeting
Members in Attendance
Brent McNeal; Mavara Agrawal; Todd Jennings; Alexis Doyle; Stephanie Westerman; Bethany McAlister; Lori Fahey; Doug Hillard; Laurie Sallarulo
Members Absent Chip Byers
Staff in Attendance
Allison Chase, President; Arnaldo Ramos, Office Administrator and Executive Assistant to the President; Donna Wright, Vice President of Development & Marketing; Joseph D’Souza, Vice President, External Engagement; Justin Adams, Communications Manager; Leanne Rexford, Director of Partner Relations
Others in Attendance Tony Carvajal
Item Action/Discussion
Call to Order Mavara Agrawal, called meeting to order at 10:14am
Roll Call and Establishment of Quorum Allison Chase completed roll call and a quorum was established at 10:17a.m.
Approval of Agenda
Motion to approve the agenda, first by Brent McNeil, and second by Todd Jennings, motion unanimously carried.
Consent Agenda
a. Acceptance of March Meeting Minutes
b. Acceptance of FY23 3rd Qrtr Balance Sheet
c. Committee Reports
d. FY 2024 – 2025 Committee Assignments
e. FY 2024 Board and Committee Dates
The Able Trust Mission Moment
First motion to approve the consent agenda by Director Todd Jennings, seconded by Director Bethany McAlister, motion carried.
Coleen Agner, the HSHT Director shared the mission moment which was on the 2023 Project Venture contestants. The students’ schools and counties recognized them for participating in the Project Venture Competition.
Donna Wright, the VP of Marketing and Development, provided an update to the board regarding this year’s Disability Employment Month (DEAM) campaign. The Able Trust is going to continue with the Cup of Ambition campaign, and we are updating the logo. Donna also shared with the Board a new site for the Board to have a place for resources as Able Trust ambassadors.
b. Policy Updates – Action i. Bylaws
Allison Chase, President & CEO, highlighted:
• Total Income is projected to increase by 6.1%. Project based revenue is going to increase to $2,000,000, due to the ArtCIE grant, which is a federal grant that addresses people with disabilities in subminimum wage employment and The Able Trust will act as the Sub Grand Administrator for this project. VR has identified 6 contractors that will be piloting this program across the state.
• State appropriations also increased to $1,018,000 which fully funds HSHT and allows us to add 2 additional sites.
• Investment income, there is a funding formula that goes down 1 percentage point a year. For the current fiscal year we are taking 7%, and for FY 2023 – 2024 we will take 6%.
• ArtCIE Federal Grant Project, which is a new expense line item to the budget in the amount of $1,891,462, which is the amount paid out for the contractors and for our grant management expenses as well.
• Grants & Capacity Building has an increase of $230,000, and this is for our Collective Impact projects which includes work The Able Trust and VR. are doing in the Tampa area to focus on VR staff retention efforts and public outreach.
• Inclusive Florida Travel increase requested of $5,000, CEO Travel increase requested of $10,000, Staff Travel and Outreach increase requested of $20,000, due to travel expenses increasing and to continue and further support the directives established, such as donor development and fundraising.
• Lobbying increase requested of $20,000, even though Able Trust is not up for reauthorization this coming year, there are still legislative budget requests that will need to be worked and ensure those points are being heard and seen by the legislature. We also would like to maintain visibility with the legislature to ensure relationship development and better cement our hold for our next reauthorization.
Motion was made to approve the proposed budget, excluding travel related line items, the Grant and Capacity Building line item, as well as keeping the lobbying line item at $50,000, until reconvening for a separate Budget Board Meeting scheduled and noticed for June 15th at 11:30a.m. First motioned by Director Doug Hilliard and seconded by Director Bethany McAlister.
Bylaws have been updated to ensure they are in line with the current statutes. Language has been removed that contradicted 413.615 F. S. regarding the board members authority and responsibilities. Outdated date references were removed. In person and virtual meeting requirements were updated. Governing authorities were updated to include: Roberts Rules of Orders, Florida Open Government Laws, and Rules as promulgated by the Florida Department of Education.
Motion to approve the Bylaws made by Director Brent McNeal, seconded by Director Todd Jennings, the motion carried.
ii. Employee Handbook
Employee Handbook updates include:
• Travel Policy
• Medical Marijuana
• FMLA
• Unlimited leave and no leave buyout upon separation
• General cleanup of outdated language
Motion to approve the Employee Handbook made by Director Doug Hilliard with the caveat of pending changes based on the Travel Budget being reviewed, seconded by Director Bethany McAlister, the motion carried.
iii. Financial Policies
Financial Policies updates include:
• Added Statutory Authority 413.615 FS
• Changed the authorities in the absence of the CEO.
• Reference to the Able Trust Procurement Policy.
• Removed procedures for governmental accounting.
• Added a reference to Florida Department of Education/Florida Department of Vocational Rehabilitation annual budget approval authority.
Motion to approve the Financial Policy made by Director Bethany McAlister, and seconded by Director Todd Jennings, motion carried.
iv. Grant Policy
Grant Policies updates include:
• Statutory requirements regarding types of programs and services which may be funded
• Added statutory requirement of board annual monitoring, review, and evaluation
Motion to approve the Grant Policies made by Director Doug Hilliard, seconded by Director Brent McNeal, motion carried.
v. Investment Policy
Investment Policy Update:
• Added language to prohibit ESG strategies by staff, board, advisors and consultants when making investment decisions.
Motion to approve the Investment Policy made by Director Bethany McAlister, seconded by Director Lori Fahey, motion carried.
Lauri Sallarulo, Board Chair, presented the Officer & Committee Elections with the Board.
Officer Slate
• Chair – Laurie Sallarulo
• Vice Chair – Mavara Agrawal
• Treasurer – Doug Hilliard
• Secretary – Chip Byers
Motion to approve the Officer & Committee Elections made by Bethany McAlister, and seconded by Lori Fahey, motion carried.
c. Officer & Committee Elections - ActionDiscussion Items
Full Board
a. FY 2024 Collective Impact Pilot Project and Grant Approval –Action
Bylaws, Ethics, & Policy Committee
• Doug Hilliard
• Lori Fahey
• Todd Jennings
• Laurie Sallarulo (alternate)
Motion to approve this committee made by Bethany McAlister, and seconded by Brent McNeal, motion carried.
Nominating Committee
• Alexis Doyle
• Todd Jennings
• Stephanie Westerman
Motion to approve this committee made by Bethany McAlister, and seconded by Lori Fahey, motion carried.
Allison Chase, President & CEO, recommended changing the order of the agenda for this section, making FY 2024 Collective Impact Pilot Project and Grant Approval – Action, the first topic of discussion due to time. Motion made by Brent McNeal, and seconded by Doug Hilliard, the motion carried.
Director Mavara Agrawal and VP of External Engagement, Joseph D’Souza provided an update regarding the High School High Tech Programs regarding the Grant Committee reviewing which sites to renew and which to not renew. Regarding the Collective Impact Pilot Project, Able Trust staff recommended that the focus be in the Tampa area only due to the difficulties of the logistics of coordinating this project in two different areas.
VP of External Engagement, Joseph D’Souza, shared the two issues that will be addressed through the Collective Impact Pilot Project in Tampa.
1. Encouraging, informing, and connecting people with disabilities to The Florida Department of Vocational Rehabilitation.
2. Encouraging the hiring of people with disabilities in above minimum wage jobs.
Grant amount is $25,000, for a four-month period. The identified partner is The Grow Group, a disability employment service provider in Tampa.
Collective Impact Grant Action Items
• Stakeholder listening sessions (VR Staff and Providers)
• Consensus building and trust development
• Identification of issues to address
• Develop system for meeting/communication
• Create Key Performance Indicators for full year
Motion to approve made by Director Mavara Agrawal, seconded by Director Bethany McAlister, the motion carried.
b. 2023 Legislative Session Recap
Director Todd Jennings shared a summary regarding this past legislative session and The Able Trust’s reauthorization. He also mentioned the new requirement of a research study on systems that provide services to persons with disabilities within
the state due by December 1, 2023. Tony Carvajal will be the consulting to compile this report and research.
Tony Carvajal shared the breakdown of the approach taken to compile and complete this report by December 1st. He also highlighted that this would be a great opportunity for The Able Trust to show their support for the advancement of employment for persons with disabilities in Florida.
Allison Chase, President & CEO, and Director Brent McNeal provided highlights pursuant to the discussion regarding the Direct Support Engagement Plan from the previous board meeting. The following areas are what the plan will be focusing on:
• Collective Impact to increase number and quality of Vocational Rehabilitation employment outcomes
• Vocational Rehabilitation retention initiatives
• Assistance to Vocational Rehabilitation with public outreach and partnership development
• High School High Tech and Project Venture
Director Brent McNeal provided an update regarding the launch of their new client integration system called AWARE which is set to launch on August 28, 2023. He also touched on The Able Trust’s involvement regarding staff retention efforts assisting to provide incentives and support to the regional and state offices. He shared that the Florida Department of Vocational Rehabilitation received legislative approval to increase the majority frontline worker salaries to aid in their retention efforts. The ArtCIE Project is in its first year of a five-year grant process. Work on the FL WINS Project, a multi-agency effort under the Reach Act, passed in 2021, has begun among workforce agencies to create and centralized customer portal with a common intake form and data hub to act as a resource for Floridians seeking employment.
Next Board Meeting
Adjourn
The Able Trust Board of Directors next meeting will be virtual via zoom, scheduled for Thursday, September 7, 2023, 10:00a.m. – 12:00p.m.
There being no further business, Director Brent McNeal motioned to adjourned the meeting at 12:31p.m.
Respectfully submitted, James “Chip” William Byers IV, Secretary
c. The Able Trust - DSO Engagement PlanFlorida Endowment Foundation for Vocational Rehabilitation, dba The Able Trust
DRAFT - Meeting Minutes
Board of Directors Meeting – June 15, 2023 11:30 a.m. to 12:00 p.m.
Virtual Meeting
Members in Attendance
Members Absent
Staff in Attendance
Brent McNeal; Mavara Agrawal; Todd Jennings; Stephanie Westerman; Bethany McAlister; Lori Fahey; Doug Hillard; Chip Byers
Laurie Sallarulo; Doug Hilliard; Alexis Doyle
Allison Chase, President; Arnaldo Ramos, Office Administrator and Executive Assistant to the President; Donna Wright, Vice President of Development & Marketing; Joseph D’Souza, Vice President, External Engagement; Justin Adams, Communications Manager; Leanne Rexford, Director of Partner Relations
Others in Attendance
Item Action/Discussion
Call to Order
Roll Call and Establishment of Quorum
Approval of Agenda
Action Items (30 Minutes) a.
Items: Travel, Lobbying Fees, Innovative Projects & Grants - Action
Allison Chase, President & CEO, called the meeting to order at 11:33a m
Allison Chase, President & CEO completed roll call and a quorum was established at 11:37a.m.
Motion to approve the agenda, first by Director Todd Jennings, and seconded by Director Brent McNeal, motion unanimously carried.
Allison Chase, President & CEO, reviewed the budget line items pending approval before the board:
Travel for all related positions is expected to increase by 25% due to Collective Impact work in Tampa, Increased fundraising efforts across the state, High School High Tech site monitoring and development, and the execution of industry bootcamp programs.
• High School High Tech Travel – budget reduction from $15,000 to $9,000.
• Inclusive Florida Travel – Reduction from $20,000 to $13,000.
• CEO Travel – Increase from $15,000 to $20,000.
• Staff Travel – Increased from $30,000 to $32,000.
Innovation & Grant Projects – Increase from $250,000 to $300,000 which breaks down as follows:
• Capacity, training for providers, Florida Department of Vocational Rehabilitation Staff, small business development consultants.
• Grant Management for the ArtCIE Project
• Requested funds of $200,000 for full implementation of Collective Impact in Tampa upon Grant Committee and Board review and approval. From this request, a grant of $25,000 for local partner in Hillsborough County to assist with Collective Impact planning.
• The remaining $100,000 will be utilized to create and execute industry “boot camps” throughout the state. Each “boot camp” will be vetted by the Grant Committee and included in the annual board evaluation of funded projects.
Lobbying – Reduction from $50,000 to $6,000, to complete the current contract. Upon further discussion among the legislative committee on June 14, 2023, it was determined to present to the board, the Able Trust does not need to keep a lobbyist at this time due to being reauthorized for four years. If a lobbying service should be needed in the interim or before the next reauthorization, it would be on an as needed basis.
Allison Chase, President & CEO, provided a projected FY24 administrative expenditure analysis to assure the board the Able Trust will be well under the 15% as outlined in 413.615(9)(j) FS. Based on the analysis for FY24, the Able trust will be at 9.8% of administrative expenses keeping the organization in line with statutory requirements.
Motion to approve the above-mentioned budget items made by Director Brent McNeal, and seconded by Director Todd Jennings, the motion carried.
Board of Directors
FY2024, 1st Quarter Committee Reports
Executive Committee and Finance Committee, 8/17/2023
• Accepted FY23 4th Quarter financial reports. Notes to the financial reports are included in the BOD meeting materials.
• Allison provided an update on the legislative research study required in SB 240 (see Legislative Committee notes below). Staff are meeting at regular intervals with House staff and will provide a briefing to Senate staff on August 24th. Work on the report has been divided into five milestones with the first milestone achieved the week of August 14th. A final draft will be presented to FDOE by October 18th for final review and approval before submission to the Legislature on December 1, 2023.
• Our DEAM Kick-Off event will be held in Tampa on September 28th. Marriott is the lead sponsor for the event and is providing event space and a continental breakfast. Our target is to have 75 attendees representing VR, businesses, nonprofits, legislators, educators, and other community/state leaders. Tampa Mayor, Jane Castor will be a guest speaker, and the City of Tampa, Amazon, and Bloomin Brands will be honored as inclusive employers. Board directors are encouraged to attend if their schedule allows. Travel costs are reimbursable.
• Directors will receive a “DEAM in a Box” with information and materials on how to promote and engage. Our theme this year is “Fueling Workplace Ambition”, building off of last year’s successful “Cup of Ambition” campaign.
• The committee agreed that the best timing for the 2024 Board Retreat is the last half of May. The location is Tampa to capitalize on the work we are doing there with Collective Impact.
Legislative Committee, 8/22/2023
• Allison provided an update on the legislative research study required in SB 240 which requires that The Able Trust conduct research on the following:
o Identify the current systems for service delivery to persons with disabilities, including operations, services, coordination of activities, and structures.
o Identify barriers and obstacles in transportation for persons with disabilities living in the home or receiving community-based services for jobs, medical appointments, and peer-to-peer groups.
o Identify workforce issues related to direct support professionals, behavioral or mental health specialists, health care practitioners, and other individuals who assist with the provision of services to persons with disabilities.
o Examine the best practices for uniform and efficient service delivery and the coordination of and transition among systems, including transitioning our of high school.
o Examine federal and state laws and rules that impact or limit supports or services for persons with disabilities.
o Identify systemwide incongruence and inefficiencies in service delivery.
o Identify opportunities for job coaching and community participation supports, including those opportunities for individuals who cannot, or choose not to, enter the community because of underlying issues. Staff are meeting at regular intervals with House staff and will provide a briefing to Senate staff on August 24th. Work on the report has been divided into five milestones with the first milestone achieved the week of August 14th. A final draft will be presented to FDOE by October 18th for final review and approval before submission to the Legislature on December 1, 2023.
• In addition to the research work, Allison is working with FDOE to make connections with legislators and staff with the Executive Office of the Governor. Meetings will be scheduled during committee weeks this fall.
Grant Committee, 8/15/2023
• Staff D’Souza gave an update on the collective impact initiative taking place in Tampa. In the packet materials a high-level overview of the findings collected at the first retreat attended by DVR Area 4 staff and employment service providers. D’Souza then laid out the future for collective impact which include completing the discovery period with a second retreat to identify areas of work or action items to support both groups, training for the employment service providers and lastly creating a robust calendar of programming in coordination with The Grow Group for the remainder of the FY.
• Staff D’Souza provided a recap on the career camp hosted in partnership with the University of South Florida College of Nursing this summer. The camp was attended by 10 High School High Tech students and one student from the Tampa area not affiliated with High School High Tech. The students greatly enjoyed the experience. The Able Trust plans to hold four more camps across the State targeting occupations of opportunity, or those careers that are in-demand, high paying and require less education than a four-year diploma.
• Staff D’Souza laid out the process for verifying HSHT grant recipients went through a risk assessment before receiving funding. The process includes verifying organizations have 501c3 status or are a government agency, they are registered by the State of Florida to solicit funding, submit a 990 and verifying information for staff members working on the project. The process is currently underway as HSHT programs are renewing their contracts for FY24.
Marketing and Development Committee 8/8/23
• In this meeting Chair Doyle and Staff Wright covered fundraising and development updates and needs with the committee including:
o Wrap of FY 23 (We surpassed our goal of $600k raising more than $1m)
o FY24 Goals and Discussion
o DEAM, Project Venture, and committee/staff needs
o FY24 Fundraising goal $900,000 Identified: $748,000 Need to ID: $152,000
• Staff Wright updated committee on communications and marketing including
o Social Media /Website traction
o Google Ad Grants
o DEAM 2023
o Project Venture 2024
o Board resources page on website and resources for Board Members
The Able Trust Media Analytics – May19 to August 2, 2023
FOLLOWER TRENDS
• Facebook fans: 546 (+18)
• Instagram followers: 535 (+38)
• LinkedIn followers: 1,192 (+63)
• Twitter (X) followers: 526 (+15)
• Aggregate social media followers: 2,799 (+134)
