MINUTES
Volusia ECHO Advisory Board Meeting
February 27, 2002
County Council Chambers
DeLand, Florida

Visitors (signed in)

Chair Libby called the meeting to order at 3:00 p.m. Roll call conducted.

Mr. Libby asked for a motion to approve the minutes of the January 9, 2002 meeting.

Motion by Ms. Hagstrom, seconded by Ms. Williams. Motion passed unanimously.

3. Staff Report-

• ECHO Workshop update – February 13, 2002

Ms. Hodge directed the committee members to the information in their packets. Mr. Libby directed the members to the time line and asked for a motion to adopt the time line.

Ms. Williams made the motion, Ms. Hagstrom seconded. Motion passed unanimously.

Mr. Libby directed the committee to the document titled Grant Panel Review Procedures and asked for a motion to adopt this procedure.

Ms. Williams stated that she was concerned about number two (2) regarding calling out the scores. Ms. Williams stated that she would like to wait until the end of the day to reveal the scores in case she wanted to make revisions. Mr. Matousek stated he thought the scores would be handed in as opposed to called out. Mr. Libby stated that Mr. Matousek was right, he also stated that Mr. Gummey had suggested that they not make revisions to scores. Mr. Libby stated that either the board could call out the scores or the secretary would.

Mr. Libby asked for a vote on the Grant Panel Review Procedures as drafted. The motion passed unanimously.

4. Old Business-

• ECHO Inventory Map

Ms. Hodge directed the members to the map and pointed out that the Projects are marked in purple. Mr. Libby stated that he was excited to announce that there were 14 projects from the West Side and 13 from the East Side. Mr. Libby suggested that the County Council Members receive a copy of the ECHO Map.

• Mr. Davidson asked Mr. Gummey who he could go to with questions he had regarding the applications i.e. construction questions. Mr. Libby directed him to ask Ms. Hodge and she would find out.

5. New Business –

• Panel Review -
• Letter to Eligible Applicants with attachments

Mr. Libby asked the Committee Members to review the draft letters.

• Eligible Applicant discussion and final approval

GY 02-01

Daytona Beach YMCA, Southeast Volusia YMCA new outdoor pool complex

More than four narrative sections (up to 2 ½ pages of narrative) are missing

Mr. Libby asked for a motion to move GY 02-01 to the ineligible list in the first round. Ms. Hagstrom made the motion and Mr. Davidson seconded. The motion passed unanimously.

GY 02-26

Boys & Girls Club, new outdoor pavilion

All of Tab 1 and Tab 2 are missing.

The application was not hole punched or tabbed.

Mr. Libby asked for a motion to move GY 02-26 to the eligible list in the first round. Mr. Davidson made the motion and seconded by Ms. Hagstrom. The motion failed and GY 02-26 was declared ineligible.

GY 02-11

City of Daytona Beach, Peabody Auditorium renovation

The narrative in Tab 2 generally describes this project as "a renovation of an existing facility". The Tab 3 Budget demonstrates that ECHO funding is generally sought for items such as the HVAC blower ($80,000.), re-roof ($166,950.), replacement of existing carpeting ($12,500), wood stage flooring ($36,000), etc. The narrative in Tab 2 does not discuss enhanced sound from the change in roof type or expanded use due to change in the stage floor and seems to focus on public comfort provided through the new HVAC system and sealing of the facility. Drawings in Tab 8 do not indicate changes in floor layout other than perhaps in the concession stand area.

The narrative in Tab 4 states "The Peabody Auditorium is in need of renovation to maintain its use as a public facility to the community…Additional funding is necessary to support the HVAC improvements (started by the City), as well as re-roofing, re-flooring, exterior doors and seals, re-carpeting, new plumbing and tile and the renovation of a new concession stand". More than 90% of this project is for the items listed above (other than the concession stand). The Board has indicated its preference that concession stands be used for match and that ECHO funds are not to be used for project costs associated with non-essential items such as concession stands.

The Board may elect to review this application with the other applications that were determined to "be complete" by staff and make a final decision on March 27 as to its eligibility and the eligibility of all projects. The ECHO Board makes final recommendations to the Council on which projects are to be awarded grants including the amount of award and the project elements that are to be funded by the ECHO program. The Board may select all items listed by the applicant for funding or may determine some items ineligible resulting in a reduction in the grant award amount.

Mr. Buchanan, Grants Writer, City of Daytona Beach – Mr. Buchanan stated that the roof replacement issue is because the present roof has never worked the way it was intended. Mr. Buchanan also stated that the State awarded them $100,000 towards the construction portion of the roof replacement through the Cultural grant program. Mr. Libby stated that the board decided to eliminate replacement/repair items because of the fact that the state does allow them. Mr. Buchanan stated that there would be additional square footage added to the stage and raise the height of the roof. Mr. Buchanan stated that he would remove the carpet from the application if the members so desired. Mr. Buchanan stated that the HVAC system would be totally replaced. The system currently in place is not adequate for the whole facility.

Mr. Libby asked the members if a re-design and expansion of the roof and HVAC system pass the maintenance question? There was discussion amongst the members that any upgrades made to an older building could be called renovation, not maintenance.

Mr. Libby asked for a motion to move GY 02-11 to the eligible list in the first round. Mr. Davidson made the motion and seconded by Mr. Schleicher. The motion passed 6-2 with Ms. Hargreaves and Ms. Hagstrom dissenting.

Ms. Hodge asked the board what their preference would be regarding lunch on 3/27/02. Mr. Libby stated that he would like to have lunch brought in and take a half-hour. Ms. Hodge verified that the members wanted to start at 8:30 a. m. that day.

• Distribution of Application and Scoring books

There was discussion about letters of support that were received after the application deadline. Ms. Hodge was directed to keep them in a file where the public, or the committee can access them if necessary. Mr. Libby stated that there needed to be a policy made for dealing with the letters of support issue. Ms. Hodge asked the committee members if they would like her to remove the letters from the applications. Mr. Libby asked her to do so.

• Mr. Libby stated that he would like to discuss the municipalities that owe the County money. Mr. Libby stated that the Council has given these municipalities up until the day of Council approval to reconcile these debts.
• Ms. Hodge went over the books (ECHO Application/ECHO Score) and explained to the members what was contained therein.

6. Public Participation

Lynn Plaskett - Asked if public participation would be allowed at the ranking? Mr. Libby stated that perhaps at the end of the session after the scores are finished.

7. March/April meeting dates

March 27, 8:30 a.m.

Mr. Libby directed Ms. Hodge to check into the reserved parking issue for March 27.

Signs – Ms. Hodge stated that Tyler Wehmeier from Community Information had put the sign drawings together. Ms. Hodge asked the committee to review the signs and make comment.

Mr. Libby stated that ideally the recommendation to the Council could be held on

April 18, 2002.

8. Adjournment – 5:00pm

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