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County of Volusia
Children and Families Advisory Board
Friday, November 21, 2008 9:00 am
Thomas C. Kelly Administration Center
County Council Chambers, Room 204
123 West Indiana Avenue
Deland, FL 32720

Call to Order
Chair, Carrie Baird called the meeting to order.

Roll Call

Roll was called by Diana Phillips, a quorum was declared present

Item 1- Approval of meeting schedule 2008/2009

Staff reported that two meeting dates, January 21, 2009 and April 7, 2009, had been approved by the CFAB and suggested the CFAB add additional meeting dates of May 5, 2009 and June 2, 2009 to its schedule.

Carrie Baird requested that December 11, 2008 also be added to the schedule for preparation of a future Volusia County Council workshop.

A motion to approve was made by Alex Carmichel and seconded by Dave Evans, with all in favor, to add the meeting dates of December 11, 2008, May 5, 2009, June 2, 2009 to the CFAB schedule.

Item 2- 2007/2008 Annual Report:

Staff reported that the County Manager’s office requires an annual report on the accomplishments of the CFAB by the 15th of December. Staff provided the 2008 goals set by the CFAB for review and discussion.

The CFAB discussed the goals and recommended that staff add the following accomplishments to the annual report:

1. Include reference to an application workshop that was held with various service providers at the Volusia County Health Department to solicit input for improvement.
2. Include reference to continued work and discussion by the CFAB in developing ways to update funding categories and ways to evaluation community needs.
3. Include reference to an upcoming workshop with County Council to discuss recommendations of the CFAB for the funding process.

A motion to approve was made by Deborah Denys and seconded by David Kerr, with all in favor, that staff would draft an annual report including their comments for approval at the next meeting.

Item 3- 2008/2009 Monitoring Criteria:

Staff provided the 2007/08 approved monitoring criteria to the CFAB and suggested adding a stipulation requiring only a desk audit for those agencies receiving funds for the purchase of materials. Staff cautioned the CFAB that it would be necessary to establish a monitoring score for future funding consideration for those agencies.

A motion was made by Dave Evans and seconded by Susan Caplan, with all in favor, to approve the monitoring criteria with the added stipulation. The CFAB members voted to define the monitoring scores for the stipulated agencies at a later date.

Item #4- Approval of Summer Camp provider application for 2009:

Staff reported that the summer camp provider applications would be released in December to allow time for the providers to be selected and trained prior to the beginning of camp sessions. Staff reported that they confirmed the Parks Division rate for summer camp services would remain the same as 2007/08, i.e., $25.00 for registration and $65.00 per week. Staff proposed that the scholarship schedule of payment remain the same as 2007/08 and that those at 150% or below poverty level be prioritized. Staff proposed that if funding allows, those at up to 200% of the poverty level be included.

Dave Evans asked if there was monitoring of the summer camp program. Diana Phillips responded that staff verified proper licensure, proof of insurance and current fire inspections. It was also reported that Community Assistance staff was responsible for income verification and that summer camp providers must submit weekly attendance logs for payment.

A motion was made by Dave Evans and seconded by David Kerr, with all in favor, to approve the summer camp provider application and criteria.

Item #5- County Council presentation for Workshop:

Edward Jasper reported that on November 13, 2008, Volusia County Council was presented with a recapitulation of their vote for distribution of the Children and Family Advisory Board allocations. Mr. Jasper reminded County Council that there were two outstanding issues related to the Women’s Care Center of New Smyrna Beach and Family Crisis Help Center. Mr. Jasper informed the CFAB that County Council’s decision was to award funding to the Women’s Care Center for their Pregnancy Medical program at a three percent discount. County Council voted to discontinue funding for the Women’s Care Center counseling program. The County Council also voted to award the Family Crisis Help Center a three percent decrease in funding for the Oak Hill emergency assistance program. The Council voted to place the agencies on a probationary status, to give the agencies the opportunity to meet the intensified monitoring and the “one strike you’re out” criteria.

Diana Phillips reported that Trinity United Methodist removed their application for consideration for 2008/09 funding and stated that the funds would be placed into contingency with County Council approval.

Mr. Jasper suggested that the CFAB present to County Council at a future workshop, the CFAB’s intent to receive more input from the public and the agencies regarding the funding allocation process. He also stated that short-term and long-term goals should be posted for the public, so that the CFAB will have some feedback from the community before the workshop takes place.

Carrie Baird stated that the CFAB approach should be to develop a system that is objective enough, so that County Council would not have to be negatively involved. She stated that the CFAB wants to be proactive and to provide information to the County Council in a straightforward manner.

The item was opened for public participation. There being no public participation, the meeting was adjourned at 10:25 am.

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