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County of Volusia
Children and Families Advisory Board Minutes
Tuesday, April 22, 2008 9:00 a.m.
Thomas C. Kelly Administration Center
County Council Chambers
123 West Indiana Avenue
DeLand, FL

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

Roll Call
Joyce Kennedy
It was determined that a quorum was present.

Item 1—Approval of Minutes of Children & Families Advisory Board
Minutes of the February 26, 2008 CFAB meeting.
Dr. Willie Kimmons moved to approve the February 26, 2008 meeting minutes as presented.
Alexander Carmichel seconded. Motion carried unanimously.

Chair Report
Chair reminded members of the following:

• May 27, 2008, 9:00—12:00, workshop. Members were asked to send staff responses to list of questions compiled at last meeting regarding CFAB process.
• July 15, 2008, 9:30—Budget subcommittee meeting. Committee members: Dave Evans, Chair, David Kerr, Dr. Willie Kimmons. David Kerr mentioned that Committee members also planned to meet in June to consider alternative proposals. Date for meeting had not been confirmed. Staff was asked to develop proposals and e-mail to members for consideration
• July 22, 2008, 5:15, CFAB Board meeting. Will review budget subcommittee proposals and make recommendations to Council.

Item 2—Request from the Children’s Advocacy Center to merge programs.
Chair, Carrie Baird opened the item for public hearing. No public participation.

Staff Report: Diana Phillips reported that the Children’s Advocacy Center had requested approval to merge the Prevention and Support Services Program with the Neighborhood Partnership Program and create the Family and Community Partnership Program. According to Diana Phillips, this move could possibly reduce administrative funding. However, it had not yet been determined whether or not this would affect the amount being funded by the CFAB.

Staff Recommendation: Approve merging the Prevention & Support Services Program and the Neighborhood Partnership Program into the Family & Community Partnership Program.

Board Discussion/Action:
Discussion revealed that merger was reflected on the agency’s application and would take place with the current contract. Staff was unable to determine exact amount of savings at this time.

Carrie Baird, chair clarified that the board could approve the change and then allow staff to determine the appropriateness of the budget amendment.

Dr. Willie Kimmons moved to approve the merger of the Prevention & Support Services and the Neighborhood Partnership programs into the Family & Community Partnership Program for the reduction of administrative costs. Dave Evans seconded. Motion carried unanimously.

Item 3—Request from Trinity United Methodist Church in Seville to provide summer camp program

Chair, Carrie Baird opened the item for public hearing. No public participation.

Staff Report: Diana Phillips reported that Strong Tower Mission at Seville would no longer provider a summer camp program. Trinity United Methodist Church in Seville submitted an application to become a provider in the Seville area offering services equivalent to those previously provided by Strong Tower. Trinity United Methodist Church had also provided proof of liability insurance, fire inspection, and background screens on all staff that would be working the summer program.

Staff Recommendation: Approve Trinity United Methodist Church as a summer camp provider.

Discussion/Action: Kathy Jones of United Methodist Church addressed the Board and informed the members that the Church, recognizing that Strong Tower was beneficial for the town of Seville, had worked closely with them for eight years. Strong Tower had also used the facilities and volunteers provided by the church.

In response to questioning by Carrie Baird, Ms. Jones also explained that the church currently provided many different programs, none of which were funded by the County.

David Kerr moved to approve Trinity United Methodist as a summer camp provider. Dr. Willie Kimmons seconded. Motion carried unanimously.

Item 4—Allocation of 2008 summer camp funding.
Chair, Carrie Baird opened the item for public hearing. No public participation.

Staff Report: Diana Phillips reported that the application process for summer camp funding had been completed. Applications were still being accepted through April 25, 2008. Based on previously approved ranges and ratios, funding the 625 application on file would only utilize $245,000 of available funds. Staff submitted six scenarios (A-F) that would utilize more of funding.

Diana Phillips also asked the Board to authorize staff to move money into a contingency fund.

Discussion/Action: After much discussion by the Board, it was determined that proposal (F) better reflected the Board’s objectives in regard to funding families for summer camp.

Alexander Carmichel moved to approve proposal (F) which would serve families up to 200% of poverty level on a sliding scale. Dr. Willie Kimmons seconded. Motion carried unanimously.

Dr Willie Kimmons also moved to authorize staff to move a maximum of $10,000 into a contingency fund once reserved funds had been allocated. David Kerr seconded the motion. Motion carried unanimously.

Item 5—Authorization of contingency/reserve account fund. Withdrawn by staff.

Item 6—Agency Presentations
See attached presentation schedule

Carrie Baird, Chair reminded Board members that score sheets should be noted if any CFAB board member also served on the board of any of the presenting agencies. In addition, the Board member must also complete and submit a conflict of interest form.

Carrie Baird, chair led discussion concerning the number of days to grant agencies to submit missing information. Each agency had been provided a list of missing information by county staff. April 30 had previously been mentioned as a possibility.

Dave Evans moved to approve April 30 as the date by which agencies must return missing information to complete application packets. David Kerr seconded. Motion carried unanimously.

Discussion by Board members of matters not on the agenda.
Dr. Willie Kimmons apologized for his failure to recuse himself from discussion related to an applicant on whose board he serves. However, he explained that he felt it important to express what he felt was the inappropriateness of discussing whether or not to accept the application in the presence of the agency.

Dr. Kimmons also wanted to remind the chair that each member brings to the board different experiences and expertise and that each member has his own method of extracting information from applicants. Dr. Kimmons felt it necessary to mention this because of what he termed as numerous occasions when the chair saw fit to answer or clarify questions he had directed to applicants.

Carrie Baird, chair apologized but explained that her intent was to move the process along quickly and not waste time with questions which could be answered from information already supplied in the application. Ms. Baird also expressed that she clarified information for others in the audience as well as board members.

Dr Kimmons reiterated that he often asked questions about information in the application in order to draw out additional information regarding the agency. Answers to such questions could ultimately affect his scoring.

Discussion of staff of matters not on the agenda

Council on Aging –Retired and Senior Volunteer program (RSVP) and Foster Grandparent Program (FGP)

Staff Report: Diana Phillips advised the board that additional contingency funding would be available as a result of Council on Aging discontinuing the Retired and Senior Volunteer program and the Foster Grandparent Program.

Next workshop scheduled for May 27, 2008 at 9:00 in the TCK Admin Building, Training Room.

Adjournment
Carrie Baird, Chair adjourned the meeting at 3:30 p.m.

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