Administrative and Facility Opening Strategy for Proven Strides Child Care

Opening Checklist and Phase 1 Administrative Requirements

• Overview of the Opening Checklist

  • Crystal referenced an opening checklist provided by Otis and the Office of Child Development and Early Learning (OCDEL/ODI) several weeks prior to the meeting.
  • The primary objective of the meeting was to review the restructuring of phases and ensure the project remains on task for a timely opening.

• Legal and Entity Registration (Section $1.2$ and $1.3$)

  • The legal entity has been formed, and a Federal Employer Identification Number (FEIN/FIN) registration is complete.
  • Limited Partnership (LP) Status: Otis clarified that an LP refers to the legal structure (Limited Partnership) required by the state. This paperwork must be compiled for submission as part of the formal application.
  • Pennsylvania Business Registration: Proven Strides is officially registered as a business with the Commonwealth of Pennsylvania.

• Zoning and Municipal Approvals ($1.4$)

  • Zoning approval from Mill Creek Township has been secured.
  • Certificate of Occupancy (COO) vs. Certificate of Approval (COA):
    • Crystal provided an updated copy of the documentation received from Matthew Puz (Mill Creek Township).
    • There was a point of clarification regarding whether a "Certificate of Approval" suffices as a "Certificate of Occupancy." Matthew Puz confirmed that the provided documentation is sufficient for the architectural showing of proof to the state.
    • Section $1.8$ (registration of the COO with the PA Department of State) can proceed now that Section $1.5$ is finalized.

• Facility Inspections ($1.5$)

  • The following inspections were completed prior to the onboarding of consultant Lisa at the end of April $2024$:
    • Fire and Safety/Sprinkler system.
    • Fire alarm systems.
    • Building, Electrical, Mechanical, and Plumbing final inspections.
  • Pending Facility Improvements: Internal heating and cooling systems still require adjustments during the final build-out phases.

• Utilities and Insurance ($1.6$ and $1.7$)

  • Commercial General Liability Insurance: This will be obtained closer to the actual opening date.
  • Water Service: Official verification of water service at the Eden Center will be included in the application packet when the time comes for submission.

Phase 2: Training and Mandatory Certifications

• Online Orientation for Child Care Centers (Section $2.1$)

  • This orientation course is available via the Pennsylvania Professional Development (PD) Registry site or the PAT site.
  • Course Duration: A documented $4$-hour online course.
  • Current Status:
    • Crystal completed the course in February $2024$.
    • Lisa has completed her certification.
    • Otis and Victor still need to complete the orientation.
  • Requirement: The certificates of completion must be physically presented at the subsequent face-to-face training sessions.

• Face-to-Face Training Sessions

  • Lisa communicated with the Department of Human Services, identifying that copies of completion certificates must be sent in prior to scheduling the in-person session.
  • Upcoming Dates:
    • Pittsburgh: August $5$.
    • Erie: The next available session is not until November $2024$.
  • Otis requested a list of all training dates through $2026$-$2027$ to coordinate schedules well in advance.

• Act $31$ Mandated Reporter Training ($2.3$)

  • This is a state-mandated training for all individuals working around children.
  • Process: The training is conducted online, followed by a small test, which grants the Mandated Reporting Certification upon passing.
  • Applicability: Otis emphasized that even if owners (Otis and Victor) are only in the building $10\%$ of the time or stop by for quality control, they must have this training to be compliant with the law and to step into a classroom if an emergency arises.

• First Aid and CPR Certifications ($2.4$)

  • Resource: HFI (Healthcare Solutions), with contact person Trevor Pearson.
  • Training Strategy:
    • Otis proposed a single group session for the core team and new hires to align expiration dates and simplify renewals.
    • Minimum Group Size: Trevor Pearson typically requires a minimum of $10$ participants per session.
    • Alternative: If Proven Strides lacks $10$ staff members, they can partner with another child care program to meet the minimum headcount.
  • Validity: Lisa is currently certified through February $2027$.

Facility and Classroom Setup Strategy

• Classroom Setup (Phase $3$ and $4$)

  • Otis directed Lisa and Crystal to utilize floor plans provided by Lakeshore to organize classrooms.
  • Phase-Based Opening: Victor and Otis discussed opening the building in stages rather than all at once to generate revenue while remaining construction continues.
  • Room Readiness: Only one room (the one with the new elevator and atrium) currently has carpet and is ready for immediate setup.

• Flooring and Sanitation Requirements

  • Otis noted that while carpet is common, it is difficult to keep sanitary if children get sick. Hard surfaces (wood, tile, or cement) are easier to clean over the long term.
  • Strategy: Use area rugs in specific zones (reading areas, infant play zones) that are slip-resistant and easier to replace or clean than wall-to-wall carpeting.

• Equipment Needs:

  • As rooms are set up, the team must identify gaps in materials required for licensing, including:
    • Fine motor skills equipment.
    • Gross motor skills equipment.
    • Science category materials.
    • Age-appropriate furniture (cribs, cubbies, etc.).

Outdoor Playground and Security

• Fencing Requirements
  • Pennsylvania state law requires a designated, enclosed outdoor play area.
  • Height Requirement: A minimum height of $4$ feet is required for the perimeter fence.
  • Privacy: Lisa and Otis highlighted that the fence should ideally provide privacy so the public cannot see inside the playground area (e.g., chain link with slats).
• Location Concerns:
  • Crystal and Victor expressed safety concerns regarding the front of the building due to its proximity to a high-speed road where accidents frequently occur.
  • Decision: The team decided to fence in the grassy area around the existing swing set in the back of the building to provide a secure, shaded play space.

Operations and Staffing Plan

• Director Credentialing
  • Lisa is currently waiting on her director's credential.
  • Timeline: Once her employment is updated in the PD Registry and the renewal application is submitted, it should take a couple of weeks to process as she already has the necessary coursework and certifications.
• Staff-to-Student Thresholds:
  • Per PA law, an administrator can act as a teacher in a classroom if the total enrollment is $45$ students or under. If enrollment exceeds $45$, a dedicated administrator is required.
• Hiring Strategy:
  • Hiring will begin after rooms are physically set up.
  • To open an initial phase with an infant, toddler, preschool, and school-age room, the center will need approximately $3$ teachers and the director.

Questions & Discussion

• Certification Reciprocity:
  • Victor asked if current certifications from other fields or states (like Ohio) carry over. Otis confirmed they do as long as they are not expired and meet the specific PA requirements.
• Documentation Requests:
  • Lisa pointed out that although the binder has been started, several key documents (COO, legal entity papers) have not yet been provided to her by Crystal or the owners.
  • Crystal urged the team to use the "Living Tracker" and a centralized folder for all digital links to websites (training portals, state registries) to ensure everyone is operating from the same information.
• Timeline for Revenue:
  • Victor is targeting the middle of August for having approximately $5$ rooms completed. He noted he would be unavailable the following week due to military service but intends to move quickly upon his return to trigger revenue generation.