I. Call To Order, Roll Call, Introductory Remarks

Chair Matousek called the April 13, 2005 ECHO Advisory Committee meeting to order at 3:00 p.m. and welcomed the Advisory Committee members and the public.

Chair Matousek asked staff to take the roll. A quorum was present with 8 members in attendance.

II. Old Business

Chair Matousek recapped events as they occurred on March 10, 2005 when the ECHO Committee’s grant recommendations went before the County Council for approval. Chair Matousek explained the Council approved all of the Committee’s recommendations with the exception of Daytona Beach Community College’s project, the West Volusia Cultural and Corporate Training Complex, which the Council awarded an exceptional grant of $600,000 annually over the next four years.

Chair Matousek summarized the key topics of discussion, which included comments on areas of disagreement between the Committee and the Council which has happened three times out of 46 grants over the past 4 years and the Council’s expressed concern over the lack of projects that fall under the "E" category. Chair Matousek explained to the Council that some projects have a sub-category of "E"

Margaret Hodge noted the Council had questioned why Daytona Beach Community College’s project was determined to be exceptional by a 9-0 vote, but when ranked, it fell below the required 1st or 2 nd score position. Ms. Hodge explained to the Council, that because an exceptional project is ranked with others, it may have to rise above some important historical projects, which is difficult to do, and suggested the Committee may want to look at the exceptional process.

Chair Matousek commented he had mentioned the importance of the "clock is ticking" kinds of projects. He further elaborated he had pointed out to the Council that the Committee has a clear set of procedures they must use when scoring a project and that the County Council has a different set of rules without the same constraints as the Committee.

Jamie Seaman commented the Council expressed concern on the number of large municipal applicants vs. the number of private applicants and have asked the Committee to look into the situation.

Chair Matousek noted that it was particularly true of this year’s applicants.

Margaret Hodge commented if the cumulative totals are looked at, not-for-profit organizations have received 40% of the grant awards and the issue is the lack of smaller organizations coming forward for a grant.

Chair Matousek described to the Committee his comments to the Council, explaining why some projects have not been started or completed noting that the hurricanes and the lack of raw materials and contractors have contributed to the problem.

Linda Hargreaves inquired how the grants were readjusted.

Chair Matousek explained that an additional $100,000 was awarded.

Margaret Hodge elaborated that a small amount came from the Program’s reserves with the majority coming from the 2004 grant returned by the Pioneer Settlement for the Arts. Ms. Hodge explained that the Settlement had lost their matching funds, however, the Strawn Buildings which were the subject of the grant, will be moved to the Agricultural Museum, north of Volusia County.

Chair Matousek informed the Committee that a freestanding commemorative recognition acrylic would be presented to recent member, Gary Libby as recognition for his service and that Council Member Persis had appointed William Grigat to the Committee. He then inquired if any members had other old business?

Linda Hargreaves mentioned she had attended the recent opening of the Jackie Robinson Ballpark Museum and commented on what a good job they had done with the panels and the interactive displays, with the presentation being staged as "Breaking Down Barriers to Opportunities".

Stuart Sixma mentioned he attended the opening of the Tuscawilla Preserve which was well attended and recommended other members to attend.

Margaret Hodge turned the Committee’s attention to the 2005 ECHO surveys, copies of which were provided to each member along with two reports, one summarizing the responses to the survey; and one listing the organizations contacted, the number of responses received and projects planned for the upcoming grant cycle by organization. Ms. Hodge summarized the responses as there not being many concerns as applicants have become familiar with the application, however, not-for-profits continue to express the major hurdle to applying for a grant as the requirement of the 1:1 match. Ms. Hodge suggested the Committee review the survey comments and revisit some of the topics they have considered in the past, as there may be new ideas brought to the discussion.

Chair Matousek explained that the focus of the Committee over the next several months would be to review the program and determine what changes to make.

Jamie Seaman indicated he could.

Chair Matousek stated he was honored to have served as the Chair for the last two years, which gave him the opportunity to see a large part of the County and associate with a variety of people he would not have otherwise met.

Lorna Jean Hagstrom congratulated Chair Matousek on the way he had dealt with members of the Committee, the County Council and the public, expressing her belief that he had set the standard for the role of Chair. The members concurred with her comments by applauding the Chair.

Chair Matousek thanked the members and directed them, according to the bylaws, that a Chair and Vice Chair would be elected. He reviewed the history of electing officers, when the 1st two years of the Committee, the Chair was from the East side and the Vice Chair was from the West side, and for the 2nd two years the reverse was true. Chair Matousek commented that it was up to the members to decide whether or not to continue with the same process or if it was time to move on.

Jamie Seaman reminded the Chair that the County Council had made a similar observation that they were not seeing an East-side/West-side division and had congratulated the ECHO Committee on having moved on from those issues.

Chair Matousek opened the floor to nominations for Chair.

Lorna Jean Hagstrom nominated Linda Hargreaves.

Chair Matousek called for a second.

Jack Wiles asked for clarification if any member’s term would expire prior to the term of the Chair?

Chair Matousek explained the term of the Chair was for one year and all members had just been re-appointed or appointed to a two-year term.

Jack Wiles seconded the nomination.

Chair Matousek called for other nominations, hearing none he closed the floor to nominations and inquired of Jamie Seaman what Robert’s Rules of Order required when there was only one nomination.

Ms. Seaman indicated that a vote had to be cast.

Lorna Jean Hagstrom moved to cast a unanimous ballot.

Chair Matousek called for a second.

Stuart Sixma seconded the motion.

Chair Matousek called for a voice vote of the yeas and nays.

Charles Matousek noted that Ms. Hargreaves was now the Chair and as previously determined, he would entertain the vote for the Vice-Chair. Mr. Matousek called for nominations from the floor for Vice-Chair.

Jack Wiles nominated Peter Matulis

Charles Matousek called for a second

Stuart Sixma seconded the nomination.

Judson Woods nominated Lorna Jean Hagstrom.

Peter Matulis seconded the nomination.

Charles Matousek called for other nominations, hearing none he called for a roll call vote.

Dennis Graven – Lorna Jean Hagstrom

Lorna Jean Hagstrom – Lorna Jean Hagstrom

Linda Hargreaves – Lorna Jean Hagstrom

Charles Matousek – Lorna Jean Hagstrom

Peter Matulis – Lorna Jean Hagstrom

Stuart Sixma – Lorna Jean Hagstrom

Jack Wiles – Lorna Jean Hagstrom

Judson Woods – Lorna Jean Hagstrom

Charles Matousek turned the gavel over to Linda Hargreaves.

Margaret Hodge confirmed that that was the intent.

Chair Hargreaves directed the Committee to the next item on the agenda, changes for the 2005/2006-grant cycle.

Margaret Hodge explained, in the past the Committee had asked staff to research areas of interest or concern and report back to them at the next meeting.

Charles Matousek explained he would like to take the time to go through the surveys and at the next meeting to address the changes to the grant process.

Chair Hargreaves expressed her appreciation for receiving the score sheets of all the other Committee members giving the members insight for next year’s applications.

Margaret Hodge advised the Committee that applicants do want to see the Committee’s comments and are left without direction when there are none. They want the feedback so their applications can be improved.

Chair Hargreaves suggested members could not only explain why an application was scored down but also what they considered had been done well. Chair Hargreaves inquired if Ms. Hodge wanted to review the 2005/2006 Goals and Strategic Plan with the members?

Margaret Hodge indicated it was a standard goal sheet and suggested members review it and come back with any suggestions they may have.

Chair Hargreaves called for discussion on changes to the application and guides, hearing none, asked if there were any other issues to be discussed. Hearing none, the Chair asked for determination of when the Committee should next meeting. The Chair recommended meeting as scheduled on Wednesday, April 27, 2005 at 3:00pm to which Committee agreed.

Chair Hargreaves invited members of the public to come forward with comments or questions of which there were none.

Chair Hargreaves hearing no other business adjourned the meeting at 3:35p.m.