MINUTES
Volusia ECHO Advisory Board Meeting
June
11, 2003
County Council Chambers
DeLand, FL
Members
Present
Charles Matousek, Chair
Linda Hargreaves, Vice Chair
Gary Libby
Lorna Jean Hagstrom
Don Smith
Jack Wiles
Judson I. Woods |
Staff
Present
Margaret Hodge, ECHO Program Manager
Ruby Barnett, ECHO Program Assistant
Visitors
signed in
None signed in |
Absent members
Teri Ford Cobean
I. Call To
Order, Introductory Remarks, Roll Call:
Chair Matousek
called the June 11, 2003, ECHO Advisory Committee meeting to order at
3:00 PM, welcomed the advisory committee members and asked staff to take
Roll Call of members. Ms. Cobean was absent.
II. Approval of
May 28, 2003, Minutes:
Chair Matousek
directed the meeting to the approval of the May 28, 2003, minutes and
asked if there were any additions or corrections. Ms. Williams asked
that mute be changed to moot on page 3. Mr.
Libby made a Motion to approve the minutes as amended. Ms. Williams
seconded the Motion. The May 28, 2003 minutes were unanimously approved
with the change.
III. Staff
Report:
Staff Report - Mrs.
Hodge stated that the Notice to Proceed had been sent to the NSB
Theater and the City of Deltona.
IV.
Old Business:
- Application
Guide Content
Ms. Hodge went
over the changes that were made to the Guide as requested by the board
members at the May 28, 2003 meeting. (see attached changes)
Mr. Matousek
asked which clean hands deadline was going to be used?
-
a.
Application
-
b. ECHO
Board
-
c. County
Council
It was a
consensus of the committee for Mr. Matousek to take the language as
written by staff to Council. The following language appears on page 3
number 2 of the Application Guide.
The organization does not
owe the County of Volusia any money or have any outstanding violations
of Volusia County Code of Ordinances. Prior to the final grant
application date the applicant must obtain information to ensure there
are no outstanding conditions by calling each of the following offices
of County Government (257-6000, 423-3300, 736-2700): Code Enforcement
Manager, Accounts Receivable Supervisor, Revenue Director and Chief
Building Official. All situations must be resolved prior to the final
award by County Council.
Mr. Matousek
stated that he would go page by page through the Guide and Application
and asked Committee Members to give their input.
Page 7
Mr. Libby
suggested taking out the example box and word number 3 to say:
3. Although
attendance is not required at the County Council meeting, it is
recommended.
The Committee
Members agreed with his suggestion.
Ms. Hodge
suggested having a definition for Restoration. Mr. Libby suggested
adopting the states definition of restoration. The Committee Members
agreed.
Page 13
Ms. Hodge stated
that the State had removed multi-phase points.
Mr. Libby suggested leaving it in and revisiting the issue next grant
year.
The Committee Members agreed.
Page 14
Changes in scope
or venue paragraph 4th
sentence.
Change the word
“it” to “the shift”
Page 16
Paragraph one
(1) #5 - strike “from other resources”.
Page 17
First bullet -
Move “Explain why” sentence to bottom of paragraph.
Change Guide
heading to match Application.
Page 18
1 - 2 Project
Team
Add: Form 1.7
signed by project team and credentials provided.
Page 19
1:3 - Ms.
Williams stated that she would like to see more definition in the
Management Policy. Mr. Matousek stated that he would discuss that point
when he met with Council.
Page 34
Tab 5 1:B
Include curriculum agreements or letter of intent with schools where
appropriate.
Application
Content
1.8 - Insert qualifications of
Architect, Engineer and Contractor in regards to the project.
V.
New Business:
Public workshop
format - Ms. Hodge gave a brief overview of the workshop that is
scheduled for 6/25/03 from 3pm - 5pm.
Mr. Matousek
stated that he had been invited and will be attending the Eco - Heritage
Tourism group and would be giving a presentation of the ECHO program on
7/08/03. Mr. Matousek further stated that this group wanted to have a
County wide marketing effort on promoting Eco/Heritage Tourism.
Mr. Libby stated
that he would like to revisit the issue of Volusia Forever filling the
gap on heritage and cultural lands. Mr. Matousek stated that he would
add this issue to his discussion with Council in July.
VI. Public
Participation
None
VII. June/July
Meeting Dates
June 25, 2003
Workshop
July 09, 2003 Meeting
VIII.
Adjournment
Meeting was adjourned at 4:50
p.m.
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ATTACHMENT /
CHANGES TO LANGUAGE IN APPLICATION GUIDE
-
Preserve
significant archaeological or historic resources; and develop,
enhance and promote heritage tourism opportunities, experiences, and
resources.
-
Foster
public memory and community identity by promoting and providing
access to destinations and experiences associated with past events,
peoples and places in the County of Volusia.
-
Provide high
quality, user oriented outdoor recreational opportunities including
but not limited to access to the Atlantic Ocean Beach through the
establishment of oceanfront parks and off-beach parking.
-
Improve the
quality of life for Volusia’s citizens by providing access to the
cultural arts, increase culturally based tourism and encourage
redevelopment and revitalization of downtown and urban areas through
the provision of cultural arts facilities.
-
Stimulate
investment in local projects by regional, state and national public
and private sources through provision of local matching funds for
grants.
APPLICANT
& PROGRAM ELIGIBILITY
APPLICANT ELIGIBILITY
REQUIREMENTS
To be eligible to apply for a Volusia ECHO Program grant, an applicant
must meet the following criteria:
-
Be one of
the following organizations:
-
A corporation,
incorporated in the State of Florida, with its principal office
located in Volusia County and classified as 501(c)(3) tax exempt
under Federal Internal Revenue Service regulations for a minimum
of two (2) years prior to the date that the application is due and
designated as in compliance with s.170 of the Internal Revenue
Code of 1954. If the organization satisfies the eligibility
requirements then it shall also comply with the following: The
organization must be accessible to a broad range of the community.
The organization’s members must be accepted on a
non-discriminatory basis.
-
A
municipality located within the boundaries of Volusia County,
Florida
-
A budgeted
organization of Volusia County Government
-
The
organization does not owe the County of Volusia any money or have
any outstanding violations of Volusia County Code of Ordinances.
Prior to the final grant application date the applicant must obtain
information to ensure there are no outstanding conditions by calling
each of the following offices of County Government (257-6000,
423-3300, 736-2700): Code Enforcement Manager, Accounts Receivable
Supervisor, Revenue Director and Chief Building Official. All
situations must be resolved prior to the final award by County
Council.
-
The
organization agrees to comply with all legal, financial, reporting
and record maintenance requirements set forth in the application
guidelines and agreement.
-
The
organization agrees to match, at a minimum dollar-for-dollar, the
grant amount requested from the Volusia ECHO Grant Program.
Applicants requesting Exceptional Project status agree to match, at
a minimum four dollars to every ECHO dollar.
-
The
organization has completed all requests in the application (Tabs
1-5) and met all submittal requirements as outlined.
-
The
organization has satisfied all administrative requirements of
previous grants/ agreements received from/administered by the County
of Volusia.
MATCH COMPONENTS:
-
Unencumbered
Cash On Hand At least 50% of
the match must be -
- Unencumbered Cash on hand (in the bank
and dedicated to this project) or,
- Pledges from a government entity, such
as a grant, that payable during the ECHO grant period or,
- Irrevocable pledged dollars from an
applicant organization may be used for the unencumbered cash match
for the purpose of this application only, and must be guaranteed to
be on hand in the bank prior to the Grant Panel Review process. The
applicant shall provide official minutes from an official meeting of
their organization stating that the applicant will pledge the
unencumbered cash match amount and will have those funds prior to
the Grant Panel Review meeting.
- Up to 50% of this match may come from
eligible expenditures of cash for the project of this application
that were expended or encumbered within the twelve-month period
prior to the ECHO application deadline.
Unencumbered Cash On Hand
(Minimum 50% of match) - At the end of this Tab, the applicant must
provide a current bank statement that demonstrates the funds are
available and are set aside for the purpose of the project OR,
a copy of the approved resolution or minutes from an official meeting
which include the dollar amount dedicated to the project and the date
the funds will be available. If a governmental applicant’s official
minutes do not clearly identify this specific project and the exact
project match amount the applicant must provide spreadsheets that
clearly identify the revenue source(s) and the expenditure line(s) for
the project. Government grants must have an official letter of agreement
or the grant document. See Match Documentation, Grant Awards, above.
Previously encumbered/expended cash used for the unencumbered cash match
of this application must be documented with a copy of the work order,
the invoice, and the front and back of the cancelled check.
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