Board and Staff Party
Meeting Minutes
Date: Wednesday, April 19, 2023 (6:30 to 8:30 p.m.)
Location: In person at Museo De Las America, located at 861 Santa Fe Dr, Denver, CO 80204
Attendance
Members in Attendance Dr. Lydia Prado (Chair), Ms. Erin Brown (Vice-Chair), Mr. Chris Daues (Treasurer), Ms. Anne Rowe (Secretary), Mr. Michael Baker, Mr. Zach Hochstadt, Councilwoman Amanda Sandoval and Ms. Susan Steele
Members Not in Attendance Ms. Amber Münck, Ms. Jennifer Rodriguez-Luke and Ms. Janice Sinden
Staff in Attendance: Ms. Nayely Avila, Ms. Irene Bonham, Ms. Ellen Braun, Dr. Cristal Cisneros, Ms. Elsa Holguín, Mr. Chris Miller, Ms. Carley Noerr and Ms. Rebekah Ray
Agenda Topic Discussion
Action/Follow-Up/Decision Welcome Welcome
Reception Reception
The Denver Preschool Program staff held the reception, highlighting the following:
No formal business was conducted during the event.
The Denver Preschool Program Board of Directors and Staff enjoyed refreshments while socializing, viewing the art gallery, and celebrating the successes of 2022. Speech Speech
Dr. Prado delivered a brief speech thanking the Board of Directors for their contributions, acknowledging the completion of the strategic planning process, and celebrating the birthday of Denver Preschool Program’s President and CEO, Elsa Holguín.
Adjourn Adjourn
I certify that the above minutes are correct and approved by the Board of Directors.
Anne Rowe, Secretary
Board of Directors
Meeting Minutes
Date: Wednesday, November 29, 2023 (10:00 to 11:00 a.m.)
Location: In person at the Denver Art Museum and online via Zoom
Attendance
Members (In Person): Dr. Lydia Prado (Chair), Ms. Erin Brown (Vice-Chair), Mr. Chris Daues (Treasurer), Ms. Anne Rowe (Secretary), Ms. Andrea Albo, Mr. Michael Baker, Mr. Nathaniel Cradle, Mr. Zach Hochstadt, Ms. Jennifer Luke, Councilwoman Amanda Sandoval and Ms. Susan Steele
Members not in attendance: Ms. Amber Münck and Ms. Janice Sinden
Staff (In Person): Ms. Nayely Avila, Ms. Irene Bonham, Ms. Ellen Braun, Dr. Cristal Cisneros, Ms. Diana Herrera, Ms. Elsa Holguín, Mr. Chris Miller and Ms. Carley Noerr
Guests (In Person): Ms. Nadia Ali, Ms. Otisa Eads and Mr. Zaki Robbins
Guests (Zoom): Ms. Erin Curtin, Mr. Rhett Gutierrez and Ms. Priscilla Hopkins
Agenda Topic Discussion Action/Follow-Up/Decision
Call to Order and Welcome Call to Order and Welcome
Consent Agenda (For Approval)
Consent Agenda (For Approval)
Dr. Prado presented the Consent Agenda for approval, highlighting the following:
• September 19, 2023 Board of Directors Minutes
• October 17, 2023 Board of Directors Email Vote Minutes
• August 2023, Financial Statements
• September 2023, Financial Statements
• Outreach RFP Postponement
• Website Services RFP Extension
• Elementive Website Services Contract Extension
• Write on Red Communications Contract Extension
Preschool for
(For Approval)
3s
Preschool for 3s (For Approval)
Dr. Cristal Cisneros presented the Preschool for 3s, for approval, highlighting the following:
The Denver Preschool Program initiated a goal to equitably expand access to quality preschool by launching a pilot to support 3-year-old children through a tuition support mechanism beginning September 2021.
Since its inception, the program has served 865 students (355 in year 1 and 510 in year 2). Initial reflections for the first two years of the pilot include:
Mr. Baker motioned to approve the consent agenda, Ms. Brown seconded; All in favor, motion approved.
• Compared to other initiatives, Preschool for 3s did not experience the typical slow ramp-up period, but has been wildly successful at enrolling eligible children.
• Year 1 exceeded initial enrollment forecast of 250 students, with final enrollment at 355 students. (262 tier 1 students and 93 tier 2 students).
• Year 2 had an initial enrollment forecast of 600 students, with a final enrollment of 510 students. (350 tier 1 students and 160 tier 2 students)
On April 18, 2023, the Denver Preschool Program Board of Directors approved a third year of the pilot with the following budget:
Approved Preschool for 3s Parameters 2023-2024 program year
• 2023-2024 Preschool for 3s Capacity – 400 students,
• Pilot Eligibility:
o Attending a DPP community site, prioritize families attending community sites who do not have access to Denver Great Kids Head Start funding
o Living at or below 270 percent of the federal poverty line
o Maintain pilot eligibility focused on tier 1 and tier 2 students only
• Preschool for 3s tuition credits will align with the approved 4-year-old scale,
• Other qualifying factors would align with UPK’s eligibility.
The Current State of Preschool for 3 – Year 3:
Current forecasting estimates indicate the funding need will exceed the approved budget. The initial budget approved in April 2023 was based on the 2022-2023 tuition credit scale as the typical attendance and typical enrollment cost per child at $7,851. As a result of our increased tuition credit scale that was approved in April 2023 along with an increased number of Tier 1 students compared to Tier 2 students, we now see an average projected annual cost of $11,531 per child, thus increasing the overall budget.
2023-2024 DPP
Funding Request
The Denver Preschool Program Staff request approval from the Board of Directors to increase the Preschool for 3s budget to $4,612,596.38 to cover the cost of the pilot for the 2023-2024 program year, an increase of $1,352,166.65.
The Denver Preschool Program currently has $2,318,599 in unallocated in-year revenue. Approximately $765,558 will be needed to support the current 4-year-old tuition credit scale forecast, leaving $1,553,041 to cover this cost. Should Finance and Governance approve the funding request, $200,874 will remain as unallocated funds to support other projects.
Request for Approval
DPP staff requests the Board of Directors approval to increase the Preschool for 3s total budget for the third year to $4,612,596.38, with the abovementioned parameters.
2023-2024 DPP Scholarship Update
Dr. Cristal Cisneros presented the 2023-2024 DPP Scholarship Update, highlighting the following:
History of the Scholarship Program
Mr. Hochstadt motioned to approve to increase the Preschool for 3s total budget for the third year to $4,612,596.38, with the parameters identified, Ms. Rowe seconded; All in favor, motion approved.
The DPP Scholarship Pilot (formerly called Gap Scholarship) was approved in March 2019 to address affordability of preschool and better support Denver’s lowest-income families attending DPP community sites. Scholarships are designed for families:
• Living at or below 185 percent of the federal poverty line
• Attending 25 hours per week, or more, at scholarship-approved community preschool
• Not receiving other public funding sources (Head Start, CPP, CCCAP, ECARE, or Mill Levy)
The DPP Scholarship Pilot was approved for 3 years, allowing for iterations and updates along the way:
• The DPP Scholarship became available to every community provider.
• Provided full scholarships to cover preschool tuition so that scholarship families did not have to pay anything to attend the preschool of their choice.
• Tested a cost-of-care model instead of relying solely on published tuition rates to calculate scholarships.
• Increased the enrollment cap and approved an additional allocation of $1.567 million to the last year of the Scholarship Pilot to support the identified need within the 2021-2022 preschool cohort.
• Allowed access to scholarships for Preschool for 3s and Bonus Preschool Year participants.
• Overall, the DPP Scholarship pilot was a success in that it deeply impacted a small population of Denver families. The Scholarship pilot also allowed DPP to begin the pilot process and use this opportunity to implement policies and practice in new and innovative ways.
For the 2022-2023 program year DPP transitioned the DPP Scholarship from a Pilot to Annual Reauthorization
• Maintained the primary eligibility as defined in Year 3 of the Pilot
• Increased the enrollment cap to serve 345 students.
• 2022-2023 budget proposed the utilization of the $2.8M in excess reserves to fully fund the program.
• Proposed a nomination process, not to exceed 10% of total enrollment, to serve children who may not fit eligibility as defined.
Approved 2023-2024 DPP Scholarship Program Guidelines
• Scholarship Program Capacity – 345 students
• Primary Eligibility
o Attending a DPP community site
o Living at or below 270 percent of the federal poverty line to align with approved 2023-2024 tuition credit scale
o Attending 25 or more hours a week at a DPP participating preschool
o Not receiving other public funding sources (CCCAP, Head Start, CPP, ECARE, or Mill Levy), with the exception of UPK
• Fully cover tuition for all approved scholarship recipients based on the 2023-2024 cost of care policy (maximum of $1,810)
• Priority will be given to children in their upcoming year who are currently approved for one of our younger funding models as long as they remain eligible.
• DPP adopted the 2023-2024 Cost of Care Policy.
• DPP would like to pilot a summer scholarship process to serve children who continue preschool in the summer and loose UPK funding if additional funding is available from the 2023-2023 in year revenue budget. The summer scholarship process will be released at a later date
Implementation of Universal Preschool (UPK)
• In the fall 2023, Colorado’s UPK program offered families across the state up to 15 hours of funded preschool each week for the school year between August 2023 – May 2024.
• As the Local Coordinating Organization (LCO), DPP awaited the state policy regarding layering of funding so that UPK and Denver Preschool Program’s proven tuition credit will complement each other.
• If a student receives a DPP Scholarship, the total amount given to the Provider (combining DPP Tuition Credits, DPP Scholarship, and UPK funding) cannot go over the monthly cost of care set by DPP for that child. For the 2023-2024 school year, this is $1,520 per month. If the Provider's regular tuition rate is higher than DPP’s monthly cost of care, the combined funding total cannot exceed $1,810 per month for non-UPK children and $2,000 per month for UPK-enrolled children for the same period.
• Providers must confirm that these students do not receive any other public funding apart from UPK, attest which scholarship children are receiving UPK, and that families have no monthly out-of-pocket tuition expenses.
2023-2024 Scholarship Update:
Denver Preschool Program along with Metrix IQ have been closely monitoring the scholarship program for the 2023-2024 school year. Since becoming the LCO for the states Universal Preschool Program, DPP wants to ensure that DPP scholarship students are 100% fully funded taking into account the blending and braiding of state and local funding streams. DPP sent out new messaging to our providers regarding the DPP Scholarship Policy Implementation which include:
• Reiteration of the updated policy
• Attest that families of the approved scholarship children are paying $0 out of pocket for tuition
Gomez Howard
Group Contract Extension (For Approval)
• Attest whether or not the scholarship student is receiving universal preschool funding
• The school will need to ensure that the total calculation of all 3 funding streams does not exceed $2,000 per month
As of November 2023, DPP has 281 students enrolled in the scholarship program with about a $187,736.00 total payment per month. DPP is expecting to hit capacity for the scholarship program for the 2023-2024 year as we have around 117 pending applications and 192 potentially eligible students who have not applied.
Gomez Howard Group Contract Extension (For Approval)
Ms. Bonham presented the Gomez Howard Group Contract Extension, for approval, highlighting the following:
Contract Type: Extension
Original Term: Three years (January 1, 2019 – December 31, 2021)
Extended Term Year 1: January 1, 2022 – December 31, 2022, this is the first of two one-year extensions
Extended Term Year 2: January 1, 2023 – December 31, 2023, this is the first of two one-year extensions
Proposed Extended Term Year 3: January 1, 2024 – December 31, 2024; additional extension requested as DPP’s communications strategy adjusts
Contract Overview
DPP is contracting with the Gomez Howard Group for the execution of community outreach events and special events. The proposed contract reflects projects and administrative duties to enhance the organization’s communications and outreach.
This is a modified adjustment to ensure continuity of planning for events and outreach efforts already planned and underway for 2024. DPP staff is requesting the approval of the Board of Directors for an additional extension, beyond original contract terms, as well as the proposed extension scope and budget to maintain a continuity of services.
Scope of Work
I. COMMUNITY and PARTNERSHIP OUTREACH
A. Community Stakeholder Engagement
Engage and empower key community stakeholders to become DPP advocates. GHG will regularly lead and facilitate DPP presentations to specific civic, community, and business groups.
B. Community Partnerships
Provide support with identifying, cultivating and sustaining relationships with community organizations in order to increase program awareness, and drive enrollment.
C. Family Outreach Events
Research and recommend parent outreach events, neighborhood fairs, expos and other events for DPP information booths. Schedule staffing and provide logistical support and ongoing recruitment/training for community connectors.
D. Preschool Navigator(s)
Research and recommend presentation opportunities or one-on-one support to help families navigate the preschool process and enroll them in DPP.
E. Parent Ambassador / Provider Outreach
Develop a database of parents who are willing to share their positive experiences with DPP to help cultivate and enroll new families who see the value in DPP resources.
II. SPECIAL EVENT SUPPORT
A. Provider Appreciation Event
Work with assigned staff members to coordinate specific aspects of the annual Provider Appreciation Event and Legacy Award Presentation.
B. Preschool Showcase
Assist with the planning, organizing, promotion and execution of a series of neighborhood Showcases and the main Preschool Showcase.
C. Additional Special Events and Projects
Work in collaboration with Communications Director and DPP leadership to execute any additional special events.
III. ADMINISTRATIVE
Coordinate with DPP and other vendors.
IV. STRATEGY
Work with DPP and other vendors on a strategic communications plan to support the organization’s goals.
Budget
Project Associated Costs:
• Principal: 255 hours
• Account Manager: 885 hours
• Account Coordinator: 240 hours
• Community Outreach Workers: 1,000 hours
• Preschool Navigators: 240 hours
• Total Estimated cost per contract year: $191,100
President’s Update
Administrative Costs:
• Principal: 20 hours
• Account Manager: 110 hours
• Total Estimated cost: $12,900
TOTAL ANNUAL ESTIMATED GHG FEES NOT TO EXCEED $204,000
Funding Request
DPP staff requests an amount not to exceed $204,500 for proposed additional extension year as outlined above, bringing the total six year not to exceed for the Gomez Howard Group contract to $1,075,650. This request will amend the current contract dated January 1, 2019. Payment for these services will be billed to DPP based on work completed and will be invoiced at the end of each month, beginning January 1, 2024, and ending December 31, 2024.
Requests for Approval
The Denver Preschool Program staff is presenting the 2024 Gomez Howard Group scope of work and budget, as outlined above, for the Board of Directors' approval with the recommendation of the Finance and Governance committee.
President’s Update
Ms. Holguín presented the President’s Update, highlighting the following:
2024 Board Meeting Calendar
A calendar for 2024 Board of Directors meetings was presented to board.
Community Updates Community Updates
Dr. Prado opened the floor for updates from community members.
Ms. Hopkins presented an update on the Denver Public Schools (DPS), highlighting the following:
• DPS/UPK Enrollment
• A DPS center is being honored with a Tools of the Mind endorsement
• New DPS Board Members
• Working with Mr. Miller to create a Kindergarten Transition Plan for preschool students in Denver as they transition from preschool to kindergarten.
Ms. Gutierrez and Ms. Curtin presented an update on the Office of Children’s Affairs (OCA), highlighting the following:
• New OCA Executive Director, Dwight Jones
Ms. Albo motioned to approve the 2024 Gomez Howard Group scope of work and budget, as outlined, Ms. Brown seconded; All in favor, motion approved.
Agenda Topic Discussion Action/Follow-Up/Decision
Adjourn Adjourn
I certify that the above minutes are correct and approved by the Board of Directors.
Anne Rowe, Secretary
Mr. Hochstadt motioned to adjourn the meeting, Dr. Prado seconded; All in favor, motion approved.
Board of Directors
Meeting Minutes
Date: Tuesday, December 19, 2023 (12:00 to 2:00 p.m.)
Location: N/A
Email Correspondence
Members: Dr. Lydia Prado (Chair), Ms. Erin Brown (Vice-Chair), Mr. Chris Daues (Treasurer), Ms. Anne Rowe (Secretary), Ms. Andrea Albo, Mr. Michael Baker, Mr. Nathaniel Cradle, Mr. Zach Hochstadt, Ms. Jennifer Luke, Ms. Amber M ünck, Councilwoman Amanda Sandoval, Ms. Janice Sinden and Ms. Susan Steele
Staff: Ms. Nayely Avila, Ms. Irene Bonham, Ms. Ellen Braun, Dr. Cristal Cisneros, Ms. Diana Herrera, Ms. Elsa Holguín, Mr. Chris Miller and Ms. Carley Noerr
Guests: N/A
Agenda Topic Discussion
No Meeting, Email Vote Only No Meeting, Email Vote Only
With no scheduled December board meeting, DPP staff received approval from the Finance and Governance Committee to move forward with three contracts for the full board approval.
The next DPP Board of Directors meeting is scheduled to take place on Tuesday, January 16, 2024 from noon to 2:00 p.m. at the DPP office.
Action/Follow-Up/Decision
2024 Rassman
Design Contract Amendment (For Approval)
2024 Rassman Design Contract Amendment (For Approval)
Ms. Noerr presented the 2024 Rassman Design Contract Amendment, for approval via email, highlighting the following:
Contract Overview
Denver Preschool Program (DPP) is seeking approval to extend the current contract with Rassman Design for execution of design. The proposed contract reflects ongoing graphic design support for key projects such as DPP's annual report, and other communications deliverables. This contract reflects a reduction in costs and scope over the previous year to account for advertising design being executed by DPP's new ad agency of record, Techint Labs.
Request for Approval
DPP staff requests a not-to-exceed amount of $72,250.00 for the calendar year 2024. Bringing the total two-year agreement not-to-exceed to $166,500. Payment for these services will be billed to DPP based on work completed and will be invoiced at the end of each month, beginning January 1, 2024, and ending December 31, 2024.
The Finance and Governance Committee has reviewed and approved this proposal.
Ms. Luke motioned to approve the 2024 Rassman Design Contract Amendment, Ms. Brown seconded; Ms. Albo, Ms. Sinden, Councilwoman Sandoval, Mr. Daues, Ms. Münck, Ms. Rowe, Ms. Steele, Mr. Hochstadt, Mr. Baker and Dr. Prado approved. Mr. Cradle did not vote. Motion approved.
2024 -2026 Radish
Lab Contract (For Approval)
2024 -2026 Radish Lab Contract (For Approval)
Ms. Noerr presented the 2024-2026 Radish Lab Contract, for approval via email, highlighting the following:
Contract Overview
DPP’s online presence is integral to its outreach and impact in today's digital age. The last planned overhaul of DPP’s website began in 2016. Technology moves fast, and the existing website, now outdated, hinders effective communication and engagement. On August 8, 2023, DPP issued an RFP for Website Design and Development Services to create a new website to modernize DPP’s digital presence, enhance its visibility, and better align with its 2025 strategic plan while holding space and flexibility for continued organizational growth. After an extensive RFP process, the DPP Communications Committee has chosen Radish Lab as the website design and development contractor. Radish Lab will provide Website Design and Development Services for DPP and ongoing website hosting and maintenance through the ter m of the contract. The new website is planned to launch by September 1, 2024.
Staff Recommended Funding Request
DPP staff requests not exceeding $274,767.50 for the 3-year contract term, as outlined in the attached summary. Payment for these services will be billed to DPP based on work completed and invoiced each month, beginning January 1, 2024, and ending December 31, 2026.
The Finance and Governance Committee has reviewed this proposal and agrees with the staff-recommended funding request.
Ms. Luke motioned to approve the 20242026 Radish Lab Contract, Ms. Brown seconded; Ms. Albo, Ms. Sinden, Councilwoman Sandoval, Mr. Daues, Ms. Münck, Ms. Rowe, Ms. Steele, Mr. Hochstadt, Mr. Baker and Dr. Prado approved. Mr. Cradle did not vote. Motion approved.
2024 Prosono Contract Amendment (For Approval)
2024 Prosono Contract Amendment (For Approval)
Ms. Noerr presented the 2024 Prosono Contract Amendment, for approval via email, highlighting the following:
Contract Overview
The Denver Preschool Program began its contract partnership with Prosono in July 2022. The partnership was aimed at supporting the expansion of operations to steward both city and state funding in preparation for the implementation of Colorado’s Universal Preschool Program. A second scope of work was added to allow Prosono to oversee project management support to add short-term capacity to the DPP leadership team for the development and implementation of the UPK program.
The third request increased the Prosono scope and budget to include the implementation work for DPP’s strategic plan. As DPP embarks on the implementation process to uphold our 3-year plan, Prosono will work to facilitate and create tools so that the organization can be successful in making good on our mission, vision, and goals over the next 3 years. The proposed second-term extension builds on this and is identified as Project 4.
DPP staff requests an amount, not to exceed $83,000 for the second extended term as outlined on the attached executive summary, bringing the total thirty (30) month contract to $308,400. The DPP Preschool tax funds Project 3 and 4, totaling $173,000. Payment for these services will be billed to DPP based on work completed and will be invoiced at the end of each month.
The Finance and Governance Committee has reviewed this proposal and agrees with the staff-recommended funding request. Ms. Luke motioned to approve the 2024 Prosono Contract Amendment, Ms. Brown seconded; Ms. Albo, Ms. Sinden, Councilwoman Sandoval, Mr. Daues, Ms. Münck, Ms. Rowe, Ms. Steele, Mr. Hochstadt, Mr. Baker and Dr. Prado approved. Mr. Cradle did not vote. Motion approved.
I certify that the above minutes are correct and approved by the Board of Directors.