I. Call To
Order, Introductory Remarks, Roll Call:
Chair Libby
called the meeting to order at 3:00 p.m., welcomed the public and asked
staff to take Roll Call of members. He then asked members of the public
for their introductions. Chair Libby stated that there would be time
under #5 on the Agenda for public participation and asked that all
comments be limited to three minutes. He then thanked the audience and
the public in general for the letters and telephone calls that had been
received. He stated that this information would be part of the permanent
record of the public hearings and would be an important part of the
deliberation as the Committee moves forward.
Chair Libby
stated that the collegues of Voluisa Forever had requested a joint
workshop with Volusia ECHO prior to the ECHO workshop with the County
Council. He stated that the purpose of the workshop would be to discuss
any overlap or mutual concern where the two boards may be working
together. Staff was asked to setup a workshop with Volusia Forever.
Chair Libby requested that the members of ECHO do some brainstorming on
any areas of concern or interest that may need to be addressed with
Volusia Forever. Ms. Hagstrom asked for clarification. Chair Libby
stated that the reason for the meeting was not that the two boards
should mirror each other but that the two boards need to come together
to discuss how to "agree or disagree" regarding the
determinations on where the projects would be funded (through Volusia
Forever or Volusia ECHO), and if the funding was divided what part would
be appropriate for each Committee to fund. Ms. Williams asked that a
survey be done of the Board for availability for meetings. Mr. Libby
requested that should the Board have any situation, which inhibited
their availability for a meeting to contact Ms. Hodge. Ms. Hodge
clarified that the "application workshop" with the County
Council had to be scheduled around the County Council meeting schedule.
Ms. Hodge suggested that some of the concerns that were voiced could be
addressed later in the meeting when they discussed the agenda item
"Goals and Strategic Plans Section."
II. Approval
of June 27, 2001 Minutes:
Chair Libby
directed the meeting to approval of the June 27 Minutes. He asked if
there were any additions or corrections. There were none. Mr.
Schleicher Moved that the Minutes be approved. Mr. Davidson Seconded.
Chair Libby asked for discussion and there was none. The 06-27-01
Minutes were unanimously approved.
III Staff
Update:
Chair Libby then
asked Ms. Hodge to give the staff report. Ms. Hodge stated 1) the votes
should not be "hand raising" but must be verbalized for the
record, 2) the By-Laws would be going to County Council on July 19, for
approval and at that time, the workshop would be addressed. 3) Ms. Hodge
requested copies of all correspondence received by the ECHO Committee so
copies could be made for the public records file, this would include any
correspondence handed to the Board by the public at the meetings and
noted that any discussion would be at the following meeting (if
warranted) as directed by the Committee Chair. 4) Ms. Hodge explained
the Agenda contents to the Committee and for the record, stated that Ms.
Williams had already spoken to her about the RFIA reflecting the recent
changes made to the application.
Chair Libby then
asked for the public late comers to introduce themselves.
IV. Old
Business:
Chair Libby
directed the meeting to items under Old Business. Ms. Williams stated
that since the By-Laws were going to the County Council for approval on
July 19, if the Attendance Rule (Article V) could be changed to allow
for excused absences. After much discussion, Chair Libby asked for a
Motion to amend the By-Laws, Attendance Section Article V. Ms. Wiliams
Moved that the By-Laws be amended to reflect that three "unexcused"
absences would be permitted. Mr. Davidson Seconded. After much
discussion, the Motion was amended to reflect that the majority of the
Committee would vote to determine if the absence was excused or
unexcused. Chair Libby asked if there was any more discussion. There was
none and Chair Libby called for all those in favor to voice an Aye.
Chair asked if any opposed. There was none and the Motion passed
unanimously.
Chair Libby
asked if there were any other "Old Business" items to be
brought before the ECHO Board. There was none.
V. Annual
Goal Setting Schedule:
Ms. Hodge
explained that the time-schedule was a draft to set a time frame for the
ECHO Board to respond to. After much discussion, Chair Libby asked if
there was a Motion on the 2001/2002 Main Goals and Strategic Plan
Schedule. Mr. Davidson
Moved to accept the draft dates (with the understanding that the January
2001, February 2001, March 2001 and April 2001 would be changed to
reflect the year 2002 and that the schedule would be fast tracked if
possible), Ms. Williams Seconded. The Chair asked if there was any more
discussion. There was none and Chair Libby called for all in favor to
voice an aye. The ayes were given and the Chair asked if any were
opposed. There were none and the Motion passed unanimously.
VI. Sub-Committee
Reports:
Chair Libby
asked Ms. Williams to present the report of the sub-committee on the
RFIA (Response Form Intent to Apply) and Needs Assessment documents. Ms.
Williams then proceeded with her report.
(RFIA,
Page 1) The Committee had no changes.
(RFIA, Page 2)
Volusia ECHO Program Goals, after much discussion Chair Libby asked if
there was a Motion to be made to include the goal from Resolution
No. 2000-156 Section IX/Oversight Committee, which
states "In order to ensure that proceeds are used solely to finance
acquisition, restoration, construction and improvement of recreation,
historic and cultural facilities for public use, the County Council
shall create an advisory oversight committee, (June 2, 2001), to provide
for ongoing review of all projects under consideration and to make
recommendations to the Council." Mr.
Davidson Moved to adopt a sentence from the language in Section IX of
the Ordinance to be added at the top directly underneath the heading of
Volusia ECHO Program Goals. Mr. Green Seconded. The Chair asked if there
was any discussion. There was none and the Chair asked those in favor to
voice an aye. Ayes were given and the Chair asked for Opposed. There was
none and the Motion passed unanimously.
After much
discussion, Chair Libby requested that the section regarding the match
on the Funding Policy, page 4, paragraph #4, be added to
the Volusia ECHO Program Goals. Chair Libby asked for a Motion. Moved
by Mr. Davidson and Seconded by Ms. Hagstrom. Mr. Libby asked if there
was any more discussion. There was none and Chair Libby called for all
in favor to voice an aye. The ayes were given and the Chair asked if any
were opposed. There were none and the Motion passed unanimously.
(RFIA, Page 3)
Applicant Eligibility Requirements, Item C, Ms. Hodge
requested that Volusia County Government be changed to Volusia County
Government Departments. Ms. Hargreaves questioned if the limit of
one project per E-C-H-O, per entity, was still being discussed. Mr.
Libby recognized Ms. Hodge. Ms. Hodge reminded the Board of the County
Council’s response to staff’s question of restricting applications
and that the County Council’s intention was that no entity would be
restricted from bringing any ECHO application forward. Mr. Libby
responded that the restriction on the number of the applications from
one entity would be a continual topic of discussion throughout the
process and that his feedback from Council on how the Board is working
on this issue was positive. Mr. Gummey commented that this item (#C)
didn’t really apply to the County of Volusia since the County did not
need to apply for a "grant." Mr. Libby stated that all
applications, including the County, must come before the ECHO Committee
(according to current Council policy). Mr. Gummey agreed. After much
discussion, Ms. Hagstrom asked to change the verbiage for Item C,
page 3, to Department of Volusia County Government.
(RFIA, Page 4)
Ms. Williams continued the report beginning with the heading of Minimum
Program Requirements. Page 4, #4, changed to - An 8 ˝"
x 11" reduction of current architectural drawings/and or excavation
plans. Item #5 Deleted, Item #6 changed to - Proof of commitment of
cash/in-kind match minimum 1:1. In-kind may not exceed 50% of match. The
Committee discussed pledges and their possible potential and how they
would be used. Mr. Gummey asked for clarification from the
Committee on whether or not they would require the applicant to have the
cash on hand before distribution of ECHO money. Mr. Libby and Ms.
Hagstrom confirmed that yes the applicant would have to have cash on
hand and that these decisions were made at prior meetings.
Ms. Williams
continued the report, section Funding Policy, page 4,
Paragraph #2, and asked Mr. Gummey to explain TIF. He stated
it stood for a Tax Increment Fund and that a number of the Cities have a
Community Redevelopment Agency (CRA) which is funded by an appropriation
from the County, Municipalities, the Hospital District and the Water
Management District, but not the School Board. And it has been funded in
the amount of the increase of the tax base (taxes generated) since the
establishment of the district. Presently, it constitutes a County–wide
appropriation by the County in the amount of $1.8 Million. County-wide
provisions are equal to approximately $5-$6 Million of funds which are
generated by 6-8 municipalities and approximately 30%-35% of the funds
were appropriated by the County’s General Fund and various different
funds to the Municipal Community Development agencies, so in essence,
they are funds of the municipality. Mr. Gummey stated that "one
could argue that a portion of the TIF was County funds." He
recommended consideration of fifty cents on each dollar.
Mr. Libby asked
Mr. Gummey and Ms. Hodge to develop a plan of how TIF funds might be
used (i.e. percentage or 100 percent).
Ms. Hagstorm
asked for the meaning of CRA. Mr. Gummey replied that it stood for
Community Redevelopment Agency. After much discussion, Mr. Libby got a
consensus from the Board that the CRA section should go back to the
Sub-Committee. Mr. Gummey stated that the first paragraph should
reflect that there would be no program funding. Language changes
were added to paragraph 1 – added (after operational support) and
"no program funding." Final paragraph (#4) this
section of bold face was Deleted (50% of match for non-profit,
25% of match for City or County?) and Match dollars may
consist of cash and in-kind contributions. Value of land may
be included up to 50% of the match. Purchase of real property for
an element of a project……Present value of the lease only may
be used as match. After further discussion, Mr. Libby referred this item
back to the Sub-Committee.
Ms. Williams
continued with the RFIA Report, Grant Period, and page 4. Ms.
Hodge recommended, the Committee agreed, that the paragraph read - Funds
are expected to be available in March/April of each grant year. Final
Grant Application deadline is expected to be December/January of each
year.
(RFIA, Page 5)
Project Categories,
Ms. Williams clarified with Ms. Hodge that the definition for
"Heritage Project" would be transferred from the Grant
Application. Ms. Williams asked if there were any more changes on the
"Project Categories" section, Ms. Hargreaves asked if the
application had to have both "Historic and Heritage," Mr.
Libby replied that it did need both.
Ms. Hargreaves
stated that the definition of "Environmental Projects would be
changed to environmental experiences. Ms. Williams agreed,
changing environment to environmental. Ms. Hargreaves requested
clarification on whether environmental experiences would include things
beyond what the Committee’s typical discussion had been, such as an
"event." Mr. Libby requested Environmental/Ecological Project
be added for the "E" category, "C" Cultural Project,
"H" Historic/Heritage Project and "O" Outdoor
Recreation Project. Ms. Hargreaves asked how an ecological project was
going to come into play and if it would be covered in Forever. Mr. Libby
responded, no. Ms. Hargraves asked for an example. Mr. Libby stated that
an ecological project such as the Marine Science Center, located in
Ponce Inlet, was not an environmental project and it was an ecological
project by definition. It deals with educationing the public about the
ecological systems that exist in the natural world. Part of it can be
environmental but its ecological by definition.
(RFIA, Page 1)
Mr. Gummey requested that on page 1, Ethics Statement section, if
the word "Forever" could be added to the last sentence.
Mr. Libby stated that the last sentence needed to be looked at to be
more inclusive. Ms. Hodge asked Mr. Libby if he would like for her to
re-do the last sentence of the Ethics Statement. Mr. Libby replied,
yes.
(RFIA, Page 5
and 6, Definitions) Ms.
Williams asked if there was anything else under the Project Categories,
hearing none moved to the Definitions section, page 5. Ms.
Hodge stated that the definitions were the same as the ones on the Grant
Application. Ms. Williams stated that on page 6, third word, Lease,
the number 10 should be changed to 40. Mr. Libby requested
that the definition for Ecology be added. Ms. Williams clarified
the difference between the Project Categories and Definitions.
Ms. Hodge
suggested that all definitions be deleted from pages 5 & 6,
since the definitions are located on the Grant Application. The
Committee agreed. Ms. Williams proceeded to Appendix A (the
RFIA Form/Appendices) explaining that this is what the applicant
would be completing. After much discussion, the RFIA form would
include these changes - Mr. Libby requested that the word REGION
be changed to LOCATION. Ms. Hargreaves requested that the LOCATION
should direct the applicant to mark the location on the map. Ms. Hodge
recommended removing the map. Mr. Libby requested a general
consensus from the Board on whether or not to leave the map. Mr. Green
requested that the map be left and used to show the location. Mr. Libby
agreed. Mr. Schleicher requested that the first line (name of the
form) be changed to show what RFIA means, (Response Form Intent to
Apply). Ms. Hodge stated that the FORM 2001 needed to reflect
the year on the form. Ms. Hargreaves requested that in the opening
paragraph, the word projects be changed to responses.
Mr. Libby requested that the first sentence, on page 1, be added on
Appendix A, as the opening statement to define the purpose of the RFIA,
(Our goal is to obtain information on all prospective project requests
which are expected to apply for the County ECHO match Grants during the
upcoming five-year period.)
Ms. Williams
asked if there was anything else on the form, and stated that a change
had been made on the Project Category, second line, …. Change
the second word your to this,
Single-Phase line – deleted (one year), Mr. Davidson requested changes
on the Multi-Phase line – deleted the period (.) and changed the
capital "A" on annually to a small "a ."
Chair Libby
asked if there was a Motion on the June 26, 2001, Second Draft, report
of the Williams sub-committee (with noted changes), Ms. Hagstrom
Motioned in favor. Mr.
Green seconded. Chair Libby asked if there was any
discussion. There was none and Chair Libby called for all those in favor
to voice an Aye. Chair Libby asked if any opposed. There was none and
the Motion passed unanimously.
IV. Application
Policies, Procedures, & Guidelines
Chair Libby
directed the meeting to Ms. Hagstrom for her report on the Application
Policies, Procedures, and Guidelines document. Ms. Hagstrom requested
that the Committee take the first part of the draft application home to
read. A few minor corrections were noted to be made on the finished draft
copy that would be distributed at the July 25, 2001, meeting. Mr.
Libby asked if there was any other discussion. There was none.
V. NEW BUSINESS
Chair Libby
asked if there was any New Business to be brought before the Board.
There was none. The Chair moved to Public Participation.
VI. PUBLIC
PARTICIPATION:
Mark Rakowski,
City of New Smyrna Beach, Southeast Historical Society, stated that he
was concerned that cost of architectural drawings would not be eligible
for the ECHO Grant program. Mr. Libby stated that they are allowable on
the applicant’s half of the grants match and up to five years prior to
the applicant’s application in the ECHO grant program. Chair Libby
stated that the Board had decided that it didn’t want to pay for the
drawings out of the ECHO dollars. He reiterated that the architectural
drawings would count as "match."
Michael Sanden,
Cultural Center Coordinator, City of Ormond Beach, stated that the
County might be eligible in more than one Department to go for the
different categories of EC-H-O, and the same eligibility also applied to
the Municipalities. He referenced the letter that he had mailed to Mr.
Libby. Mr. Libby reiterated that the letter Mr. Sanden was speaking of
was given to Ms. Hodge and would become part of the permanent public
record file for the ECHO Committee. Mr. Libby explained that the letter
raised several possibilities, one of which, was how to expand the
eligibility by allowing for partnership grants. Mr. Libby stated
that the partnership grant philosophy may be the bridge that the
Council would agree to use and the public would understand, and in
effect, that the County could apply separately and as a partner. The
County could apply with Port Orange, Ormond Beach, botanical garden
could apply with a city or the County and it would be considered a
separate eligible applicant in the program. Mr. Libby stated that this
was one way to allow for greater access, so as not to appear so
draconian by narrowing the access channel.
Ann Brady,
Atlantic Center of Arts Museum, asked if the Committee was considering
adding a special category section to the application for funding
projects that were already under construction. Mr. Libby replied that
such applications could still be made, but that the application needed
to be read very carefully. She also requested clarification on the
Request of Intent to Apply, regarding an organization that had a long
time phased project, that didn’t include additional departments within
the organization and were not to the point of being able to identify an
estimated future cost, could partial funding be done. Mr. Libby replied,
yes.
Lynn Parfitt,
City of Daytona Beach, Leisure Services, stated that she was concerned
(and that she agreed with the ECHO Board) that there should be
limitations on the number of grants that the County or cities were
eligible to receive.
Mark Rakowski,
City of New Smyrna Beach, stated that the Board needed to be careful on
how the land is used for match. Mr. Libby replied that on the State
level, that the match is just historic preservation and with the ECHO
grant process it could be a mixed program of a historic house and a
walkway and other uses of that land. His second item was regarding
Community Redevelopment TIF money. Mr. Rakowski recommended that the TIF
money should be 1:1 match. Mr. Libby stated that this area of TIF would
be reviewed further. Chair Libby asked if there were any other comments
from the public. There were none.
VIII. STAFF
MEETING UPDATES:
Ms. Hodge stated
the location for July and August would be in the County Council Chambers
and September was available if the Board wanted to continue meeting in
the Council Chambers.
IX. ADJOURNMENT:
Chair Libby
asked if there was anything else from members of the committee. There
were none so the Chair asked for a Motion to adjourn.
Ms. Hagstrom
Motioned for Adjournment. Mr. Davidson seconded and all in favor stated
Aye. The meeting adjourned at 5:30 p.m.
Minutes Approved
_____________
Minutes Approved
With Amendments ______________
Amendments As
Follows:
_______________________________
______________
Chair Date
_______________________________
______________
Program Coordinator Date
UPCOMING MEETING
UPDATE (not part of the official minutes):
July 25, 2001
– 3:00 – 5:00 p.m. – Volusia County Council Chambers – DeLand
August 8,
2001 – 3:00 – 5:00 p.m. - Volusia County Council Chambers – DeLand
August 22,
2001 – 3:00 – 5:00 p.m. - Volusia County Council Chambers - DeLand
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