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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, October 11, 2007 5:15 p.m.

Call to Order
Carrie Baird called the meeting to order and introduced the new county staff member, Donna Lamison, Executive Assistant to the Director, Community Assistance.

Roll Call
Donna Lamison

Item 1 – Approval of Minutes
Motion by Dr. Willie Kimmons and second by Debra Denys to approve the August 16 and August 29, 2007 meeting minutes as written. Motion unanimously passed.

Item 2 – Approval of 2007 Annual Report
Diana Phillips advised the Board that in accordance with County Resolution 2007-73, the Children and Families Advisory Board is required to provide an annual report of accomplishments for the year. Each board member was provided a copy of the report for review as a part of the board meeting preparation packet.

Staff recommendation: Approval of 2007 CFAB Annual Report as presented.

Motion by Dr. Willie Kimmons and second by Dave Evans to approve the report as presented. Motion passed.

Carrie Baird requested that in the interests of time, Items 3 and 4 be moved to the end of the agenda.

Motion by David Kerr and second by Dr. Willie Kimmons. Motion passed.

Item 5 – 2008-2009 Application for Funding

Diana Phillips advised board that in accordance with County Resolution 2007-73, the Children and Families Advisory Board is responsible for advertising funding availability; receiving applications; and making funding recommendations to the County Council.

Staff recommendation: Release application this year on December 7. Staff has made recommendations for those changes and included them in the drafts sent to the board for review:

Application Instructions

Pg 6 – Added “one copy sent electronically to pcjohnson@co.volusia.fl.us

Section 1

Pgs 10, 11 – Total Agency Budget – deleted in-kind

Section 2

Pg 2A – Application Summary – added “Number of units of service provided”

Pg 9A – Program Classification – deleted “category of service”
Added need for service – Categories 1 through 4
Added justification for selected category
Added selection for Children or Community funding

Pg 11A – Program Cost Effectiveness/Cost Efficiency Summary
Section I, Section Delivery – deleted # of clients successfully served
Section II, Fiscal Revenues – deleted in-kind
Added – other government funding
Section III, Expense – deleted in-kind
Split administration salaries and program salaries
Section IV, Unit Cost – deleted – total customers served successfully

Pg 12A, 13A, 14A – Program Budget – deleted in-kind

Board discussion:

Dave Evans – Section 1 Add clear/detailed statement of what the agency does. How they differ from other agencies/non-duplication of services.

Give staff guidance and rely on them for wording, etc.

Debra Denys – Section 1, Pg 4, Program Challenges – mandatory to be completed (incorporate into this section) Add “Describe any significant revenue losses”

Instructions should include that it is mandatory to complete all sections and they must be typewritten.

Dave Evans – Total Agency Budget: concerned about not including in-kind contributions. Please include and list line items.

Section 2: Program Information

David Kerr – matching, state or federal

Dave Evans – Does the program use these requested funds to match state, federal or other funds?

If so, what is the matching ratio?

Describe need for service: give one page and add one cell table

David Kerr: where do we capture geographic and target populations?

Baird: Describe the need for service? Who are you collaborating with?

Add measurable outcomes….can be addressed at application workshops.

Staff requested further clarification on measurable outcomes.

Susan Caplan, Section 2, Pg 5A – delete target population and program goals to avoid duplication.

Dave Evans – During workshop tell participants that outcomes must be measurable and verifiable.

3A (g) Delete “one” and change to examples

4A – Delete (n) & (o) to avoid duplication

Pg 5A – Program Description – delete “brief,” add “including program target population.”

9A – 4 new categories are from United Way

10A. Leave #3 – points to be transferred (TBD)

Pg12A – Add in-kind question as in expense/agency budget

Add * to Other Income = please itemize (explain)

In general: Carrie Baird offered to work with staff to finalize application.

Application Workshop Schedule:
Change: Tuesday, January 15, 2008 to Friday, January 4, 2008

Motion: Dr. Willie Kimmons moved to accept revisions to applications as stated and David Kerr seconded. So moved.

2008-2009 Funding Criteria

Item 6

In accordance with County Resolution 2007-73, the Children and Families Advisory Board is responsible for advertising funding availability; receiving applications; and making funding recommendations to the County Council. Therefore, funding criteria must be established.

Funding criteria for 2007-08 was approved by Volusia County Council on July 19, 2007 will continue to apply. The Children and Families Advisory Board is requested to review the funding criteria and determine if additional criteria need to be established for 2008-2009 funding.

Staff recommendation: Review and establish 2008-09 funding criteria.

CFAB Members Section:

Discussion: 1. Delete criteria listed and replace with (4) categories listed in Section 2, Pg9A

2. Increase score to 15% (.75) Combine score of 2&3.

CFAB Staff Section:

Delete Section 5 and request council input as to disposition of those points.

David Kerr motioned and Dr. Kimmons seconded to accept changes to CFAB Member sections and recommendations for changes to CFAB Staff Section as stated above. Motion passed.

Monitoring schedule and checklist for 2007-2008

Item 7

In accordance with County Resolution 2007-73, the Children and Families Advisory Board is responsible for monitoring program compliance. The CFAB has approved a monitoring tool to verify programs are in compliance with their contract with the County of Volusia. There are five areas of review:

(1) Administrative
(2) Regulatory Compliance
(3) Internal Control/Financial Management
(4) Staffing/Personnel
(5) Program

The monitoring process for 2007-2008 called for each agency to be monitored every year. Due to the fact that some agencies are required to be monitored by state or federal agencies and other agencies have a national accreditation, the county monitoring resulted in duplicate monitoring. In order to monitor more effectively and efficiently, the following monitoring schedule is recommended:

For those agencies that are monitored by state, federal or other accrediting bodies, we propose monitoring every 2 years. For those who do not receive state, federal or other monitoring, we will continue to monitor yearly. For new agencies, we will do monthly desk monitoring for any early problems and to provide technical assistance, then make a determination of an annual or semi-annual monitoring schedule.

Staff recommendation: Approve monitoring schedule and checklist as presented.

Dave Evans moved and Dr. Kimmons seconded to accept staff recommendations on monitoring schedule and checklist. Motion carried.

Discussion of summer camp for 2008

Item 9

Summer Camp dates for 2008 are June 9 through August 1, 2008. The cost per child per week will be $65.00 with a $25.00 registration fee. In 2007 the cost was $50.00/week per child with a registration fee of $20.00. In 2007, scholarships of $40.00/wk were awarded to clients at or below 150% of the Federal Poverty Guidelines. There were 1,034 applications for scholarships last year. 661 children were served. 183 income eligible children were not served and remained on the waiting list. An analysis of clients based on poverty guidelines is listed.

Staff recommendation: Approve amount of scholarship and percentage of the poverty guidelines for scholarship eligibility.

Mr. Jasper requested special consideration for those at <50% poverty level

Dave Evans recommended changes of:
0-50% $60 scholarship
51%-100% poverty level $50 scholarship
100%-150% poverty level $40 scholarship

Debra Denys motioned and Dr. Kimmons seconded that staff run the numbers and report back to board on numbers able to be served at those rates with monies available.

Item 3.

Public hearing opened. No comments.

Dianna Phillips reported that the staff spoke with legal counsel regarding what speaking points would be at a public forum.

At the August 29, 2007 board meeting, it was determined that the board is seeking direction from the County Council with regard to community priorities. The CFAB Chair was to provide “speaking points” for each board member to discuss with their respective Council member to ascertain input. Subsequent to the August 29, 2007 meeting, staff was informed by the legal department that information shared between board members, outside of a public meeting, could be a violation of the sunshine law. Therefore, the “speaking points” need to be finalized with full board participation. One finalized, staff will request a time certain agenda item at a future County Council meeting.

Carry Baird, Edward L. Jasper and Diana Phillips met with Matt Greeson, Deputy County Manager and discussed protocol for discussing community priorities with County Council.

Discussion of Florida Sunshine Law ensued. Public participation was invited. None followed.

The board presented a list of possible topics for discussion with Council.

Staff recommendation: Establish listing of issues/concerns regarding the process of establishing community priorities for presentation to County Council.

Dr. Kimmons moved and David Kerr seconded that the board seek public input regarding issues to be presented to County Council. Motion approved.

Discussion of survey for community input on application and funding process

Item 4

Staff reported that in order to help determine the need for community wide services, and to allow agencies an opportunity to provide input on the application and funding process, it is recommended that a survey tool is developed.

The topic was opened for public participation.

Claris Mackiy, Family Renew Community, responded: Requested that the CFAB board please keep in mind that some perceived needs by the general public may not be actual needs/priorities of the communities.

Public hearing closed.

Staff had developed proposed survey questions. Carrie Baird reviewed those questions with all. Discussion followed.

Board suggestions:
• Survey question -- How would you suggest that we prioritize community needs?
• What geographic areas have you observed that need to be served?
• Other comments:
• Survey will be distributed to current agencies as well as those who were not funded through last year’s process.

Dr. Kimmons moved and David Kerr seconded to accept the survey questions as developed by staff, with the addition of the questions listed above. So moved.

Discussion of workshop on November 12, 2007 and goals for 2008

Item 8

Discussion of goals and objectives for workshop

Diana Phillips relayed the need to discuss format, assign responsibilities, and determine invitees (room will hold 100 people).

Date: November 12, 2007 9:00am – 12:00pm
Location: Volusia County Health Department, 1845 Holsonback Drive, Daytona Beach

Advertisement: will post on Volusia County website, Carrie Baird offered her agencies mailing list, rsvp’s will come to staff, Baird/Phillips will develop simple flyer, Carrie to chair meeting.

A subcommittee consisting of Susan Caplan, David Kerr, Carrie Baird and Dr. Kimmons will convene.

Dave Evans motioned and Debra Denys seconded the empowerment of the subcommittee to develop an agenda and finalize meeting arrangements. Motion passed.


Discussion by board members of matters not on the agenda.

Baird relayed that Karen Bourbonnais was the delegate to the Community Alliance. CFAB representative needed to fill vacant position. Dave Evans nominated, David Kerr seconded Carrie Baird as CFAB delegate.

District 5

The board vacancy has been filled. Pat Northey appointed Alexander Carmichael. He will be at the next board meeting.

Discussion by staff of matters not on the agenda.

Staff brought the following to the board’s attention:
Changes in numbers of clients served based on budget cuts in a number of agencies, including the following:
Family Crisis Help Center – 4000 to 1300
Our Children First, Solutions to Family Conflict – 260 to 128
David Kerr stated that the board must consider if conditions were significant enough to alter funding. After reviewing the documents, board concurs that the corrections look reasonable to justify changes.

Public Participation

Special Request to Speak to Board:

Joan Thompson, Richard B. Moore Community Center. Expressed sincere thanks to staff member, Peggy Johnson for her assistance and service over the years. Ms. Johnson was presented with a bouquet of roses.

Adjournment
Carrie Baird adjourned the meeting at 7:30 p.m.

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