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County of Volusia
Children and Families Advisory Board Minutes
Tuesday, January 22, 2008 5:15 p.m.
Thomas C. Kelly Administration Center
County Council Chambers
123 West Indiana Avenue
DeLand, FL 32720

Call to Order
Carrie Baird called the meeting to order.

Roll Call
Donna Lamison
It was determined that a quorum was present.

Item 1 – Approval of minutes of the Children and Families Advisory Board

Minutes of the October 11, 2007 CFAB meeting – Dave Evans motioned and Susan Caplan seconded approval of minutes as written. Motion approved

Minutes of the October 16, 2007 CFAB sub-committee meeting – Dr. Suzanne Dewees motioned and Susan Caplan seconded approval of minutes as written. Motion approved.

Minutes of the November 1, 2007 CFAB sub-committee meeting – Dave Evans noted that “Camputaro” was incorrectly spelled in the document. David Kerr motioned and Deborah Denys seconded to approve with corrections. Motion approved.

Minutes of the November 19, 2007 Workshop – Alex Carmichel noted that his last name was misspelled in minutes. “Camputaro” was incorrectly spelled and David Kerr and Dave Evans names were switched when attributing comments. Dave Evans noted that all participants were not mentioned and Deborah Denys noted that Lynn Sinnott’s name was misspelled. Corrections to be made. David Kerr moved and Susan Caplan seconded to approve with corrections. Motion approved.

Minutes of the November 19, 2007 CFAB meeting – Alex Carmichel noted that his name was misspelled. Dave Evans moved to approve with correction and Alex Carmichel seconded. So moved.

Minutes of the January 3, 2008 CFAB meeting – Alex Carmichel noted that his name was misspelled. Dave Evans noted that Claris MacKie’s name was misspelled. Alex Carmichel moved to approve with corrections and Dave Evans seconded. Motion approved.

Chair’s Report: Discussion of planning workshop outcomes and next steps.

Item 2:

Carrie Baird opened the issue for public participation. No public participation.

Deborah Denys reported on her attendance at the County Council meeting. She thanked staff for doing such a great job. She stated that Council was adamant that application deadlines were definitive and they preferred to retain the authority to make any exceptions. Council also presented their preference for a more structured funding process.

Carrie Baird then asked Edward Jasper for his input. He stated that he agreed with Ms. Denys that Council clearly wants to have a more active role in the process as the policy-making body. Carrie Baird stressed that this validated ongoing board discussions of tightening up this process. Mr. Jasper agreed that Council approved of the direction the board is proceeding and they (Council) want to be included in the process.

Deborah Denys recommended that the board present a quarterly executive summary of the activities of the board, to keep them informed and advise them of the scope and quantity of the board’s activity. Carrie Baird suggested an action plan also be developed. She volunteered to provide a draft for the board to review and critique. She requested a working meeting be scheduled for February to put together material to present to Council.

Dr. Willie Kimmons asked for input on Council’s perception of the board and if (and how) the board is evaluated by the Council. Diana Phillips stated that she felt the Council was very supportive of the board. Staff is required to provide the board’s goals and progress annually, in writing, to Council.

Carrie Baird requested a time slot on the Council agenda as soon as feasible after the February 26 meeting. Edward Jasper stressed the importance of making the Council aware of the impact of any recommendations, bearing in mind the funding issues that may be coming up following January 29.

Approve meeting schedule for 2008

Item 3:

Set February 26, 2008, 5:15 pm for board meeting
Set April 22, 2008 9:00-5:00 pm for existing agency presentations
Set April 29, 2008 9:00-12:00pm for new agency presentations
Set July 15, 2008 9:30-12:00pm for budget sub-committee meeting

Carrie Baird appointed Dave Evans as chair of the Budget Sub-committee. Committee members are David Kerr, Susan Caplan, Dr. Kimmons and Carrie Baird.
Alex Carmichel motioned and Dr. Kimmons seconded to approve meeting dates. So moved.

Funding request from Great Kids Explorer Club

Item 4:

Opened to Public Hearing

Carrie Baird introduced Sandy Rakes, Executive/Program Director of Great Kids Explorer Club, Inc. Ms. Rakes explained that her organization is a multi-site after school tutorial program that partners with elementary schools in Volusia County. She apologized for the timing of her request, but stated that this opportunity came about rather quickly.

Diana Phillips presented the staff report. A request for funding has been received from Sandy Rakes to provide an after-school program in New Smyrna Beach. This program would serve the at-risk children from Chisholm Elementary School through a partnership with Allen Chapel AME Church. $3,532 has been received in donations to assist in providing this program. Great Kids is requesting an additional $6,532 from the county to provide the program in this underserved area.

Current funding of this agency is approximately $29,000 for two programs. This would not be a new program, but a new site.

Dave Evans asked if they get this interim funding, what happens in the upcoming regular grant period. Ms. Rakes stated that they would then budget this into the regular program.

David Kerr raised the issue of funding processes and this being the middle of the cycle. Peggy Johnson stated that the board, established criteria a few years ago, stating that only those agencies that are funded can request additional funding.

Deborah Denys asked if this area is one of the underserved areas. Dr. Kimmons responded that this is indeed a deprived area; 98% of the children attending Chisholm elementary receive reduced lunches. He commended Ms. Rakes for assisting this area.

Carrie Baird stated that she is philosophically opposed to funding agencies outside of the standard process. Claris MacKie asked what happens to any monies in the discretionary fund. Diana Phillips responded that it must be expended within the fiscal year, although traditionally any remaining monies are transferred to the summer camp program.

Dave Evans motioned to approve the request of $6,532 in contingency funds to fund the Great Kids program. Deborah Denys seconded. Motion carried. Carrie Baird and David Kerr opposed.

Re-allocation of unused funds from Children’s Medical Services

Item 5

Carrie Baird opened the item to Public Hearing

Ms. Judy Ryan and Robin Bass, social worker, were present for CMS. Thirty percent of Ms. Bass’ time is spent with families whose services are funded by CFAB grants. Due to the February tornado, the CMS Westside clinic was totally demolished. CMS is requesting that they be able to retain remaining funds from last fiscal year to provide transportation to the Eastside clinic.

Diana Phillips stated that these funds were originally allocated to the respite program, but as these funds were not expended, staff is recommending they be re-allocated to project CAR.

Dr. Kimmons motioned to approve $4,301.83, with the condition that CMS provide documentation for the use of the funds in writing. Alex Carmichel seconded. So moved.

Approve summer camp providers

Item 6

Carrie Baird opened the item to Public Hearing. No public participation.

Diana Phillips stated that staff has mailed an ad for summer camp providers and have received applications. No application was received from Mount Calvary Assembly. Applications have been received from:

City of Daytona Beach Leisure Services
God’s Covenant Mission Center
New Hope Human Services
Salvation Army
Strong Tower Mission Center

All applicants are required to submit current fire inspection report and proof of liability insurance. Documentation has not been received from Strong Tower Mission. God’s Covenant Mission and City of Daytona Beach Leisure Services both had violations with the last fire inspection and we have not received proof of correction at this point. Summer Camp begins in June.

Discussion ensued regarding the absolute responsibility of summer camp sites to ensure, to the best of their ability, the health, safety and welfare of the children in their care.

Diana Phillips noted that the timing of this requirement is different this year – in the past it was not requested at the time of application.
David Kerr motioned to approve New Hope Human Services and the Salvation Army as summer camp providers. Deborah Denys seconded. Motion approved.

David Kerr moved that decisions relating to the other providers will be tabled until the February 26th meeting. Dr. Kimmons seconded. So moved.

Approve allocation of all unencumbered funds to summer camp.

Item 7

Carrie Baird opened Public Hearing. No public participation.

Staff Report – Diana Phillips: This is a request to appropriate the remaining dollars in the contingency budget, $80,220 less the $6,352 allocated to Great Kids. We had a waiting list last year for summer camp. We believe that this will be alleviated this year via the sliding fee scale previously approved. These funds must be re-allocated and expended within the fiscal year.

Dave Evans cautioned that it is too early in the fiscal year to have this discussion.

David Kerr raised the issue of those providers that have not been approved thus far, as well as others, i.e., this funding also supports county-run summer camps through leisure services.

Board requested that a brief survey go out to determine interest of additional providers. However, staff cautioned that the application must be completed and released by March 11.

Alex Carmichel requested staff send the board data about the various summer camp sites and numbers served.

Dr. Kimmons moved that this issue be tabled until the Feb 26th meeting. Alex Carmichel seconded. So moved.

Establish 2008-09 annual goals

Item 8

Carrie Baird opened to Public Hearing. None forthcoming.

Dr. Kimmons motioned to table this issue until Feb. 26th meeting. Alex Carmichel seconded. So moved.

Discussion by staff of matters not on the agenda.

1. Update on funding criteria and evaluation elements approved by Council. The only change was that Volusia County Council has the ultimate decision regarding late applications.
2. If any board members would like to attend the monitoring sessions, they should let Peggy Johnson know and she will coordinate arrangements. Board members are strongly encouraged to do so.
3. The board was asked to review the information kept in database from 2008-2009 application and recommend any additions/deletions needed. Collaboration data was discussed. This will be highlighted and encouraged at the workshops.
4. Staff requested a Westside applicant to the CFAB to be appointed by Mr. Bruno. Recommendations can be submitted to Diana Phillips or Peggy Johnson.
5. Staff highlighted new board attendance rules beginning January 2008.

Public Participation

Claris MacKie requested a copy of the demographics breakdown included with the application. She also encouraged board members to attend the monitoring sessions, or just come visit.

Adjournment

Carrie Baird adjourned the meeting at 6:37 p.m.

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