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County of Volusia
Children and Families Advisory Board
Minutes
Thomas C. Kelly Administration Center
County Council Chambers, Room 204
123 West Indiana Avenue
DeLand, FL 32720
Thursday, July 24, 2007 9:00am

Call to Order
Carrie Garnett

Roll Call
Melinda Crowe

Board Member Introductions

Item 1
Because the Volusia County Council chambers are not available on the last Wednesday of the third month of the quarter, it is necessary to revise the CFAB meeting schedule approved during the meeting of June 8, 2007. CFAB members were polled and it is recommended that the meeting dates for FY 2007/08 be scheduled as follows:

October 23, 2007
January 22, 2008
April 22, 2008
July 22, 2008

Staff Recommendation – Approve revised meeting schedule.

Dr. Kimmons noted that he will be unable to attend the October 23, 2007 meeting due to a contractual obligation.
Deborah Denys motioned to accept revised meeting schedule.
Dave Evans seconded.
Motion unanimously carried.

Item 2
Minutes of the March 14, 2007 and June 8, 2007 CFAB meetings.
Dr. Kimmons motioned to accept minutes as written.
David Kerr seconded.
Motion unanimously carried.

Item 3
At the June 8, 2007 meeting the Board approved revising the evaluation elements to change the maximum score on several of the elements as listed below:

Element 1 - Change maximum score to 1.50
Element 2 - Change maximum score to .50
Element 3 - Change maximum score to .10
Element 4 - Change maximum score to .30
Element 5 - Change maximum score to .30
Element 9 - Change maximum score to 2.00

Dave Evans, the budget subcommittee chair, further reviewed the motion and discovered that by using the revised scores, the Board's input would account for only 43% of the total score and the Community Assistance staff scores would account for 57% of the total score.

Additionally, there were mathematical errors on last year's evaluation element document which needed to be corrected.

Attachment 1 of this agenda includes an excel spreadsheet that reconfigures the maximum scores to allow for a more equitable division of Board vs. staff applicant scores. It also suggests a more simplified point range system.

Staff Recommendation – Approve revised evaluation elements.

Dr. Kimmons motioned to approve.
Deborah Denys seconded.
Motion unanimously carried.

Item 4
Community Assistance staff has reviewed each program application for completeness. Any deficiency discovered in the application has been noted and has been provided to the board for informational purposes. In the event that a program with a deficient application is recommended for funding, it will be necessary for the applicant to modify the application to include the deficient information so that an accurate contract for services can be developed. In order to allow sufficient time for accurate service contracts to be developed, deficiencies should be corrected within five (5) working days of agency notification.

Staff recommendation: Allow agencies five (5) working days to correct application deficiencies.

Deborah Denys motioned to accept staff recommendation.
Dr. Kimmons seconded.
Dave Evans clarified agencies would be notified of deficiencies today at the end of their presentation.
Motion unanimously carried.

Agency Presentations
Agency presentations commenced at 9:40 am.
See attached presentation schedule.

Discussion by Board Members of matters not on the agenda

Dr. Kimmons officially withdrew from the Budget Sub-Committee. Cherry Smith will take his place.
Susan Caplan will be absent on August 3, 2007.
Deborah Denys discussed the services in Southeast Volusia.
Carrie requested that staff put together population information for the County quadrants.

Adjournment
Dr. Kimmons motion to adjourn at 4:07pm.
Motion Seconded.
Motion unanimously carried.

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