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 Volusia ECHO Advisory Board Meeting Minutes
Frank Gummey, Assistant County Attorney Margaret Hodge, ECHO Program Coordinator Robyn Bell, Staff Assistant The meeting was called to order at 3:10 pm. Welcome and Introductions – Gary Libby, ECHO Chair Mr. Libby asked the people in the audience to introduce themselves, various city representatives were in attendance as reflected on the sign-in sheet from the meeting. Mr. Libby also stated that public participation would be later in the meeting and that he would like it limited to three minutes. Mr. Libby asked the members to direct their attention to the Chair if they would like to speak, so that an accurate record can be made. Mr. Libby discussed future meeting schedules and stated that there might be a change because of the conflicts. Approval of May
30, 2001 Minutes Mr. Davidson amended his motion to accept the minutes with the change and Ms. Hagstrom seconded. Mr. Libby asked if there was any further discussion, Mr. Matousek stated that he had discussed in the last meeting the conflict of interest issue and he wanted to make sure that the public was aware of the fact that this board is doing everything they can to avoid any potential conflicts of interest. Mr. Libby thanked Mr. Matousek for his comments and asked if there was any further discussion. Mr. Libby asked for a vote on the amendment to the motion. Motion passed 7-0. Mr. Libby asked for a motion to accept the minutes as amended Mr. Schleicher made the motion and Ms. Cobean seconded. The motion passed 7-0. Gary Libby asked Ms. Hagstrom to cover the minutes from her sub-committee meeting, Ms. Hagstrom asked her sub-committee members if they had any changes, Ms. Cobean made a motion to approve and Ms. Hagstrom seconded the motion, Mr. Libby stated to the board that the Hagstrom sub-committee had moved and seconded the minutes from their meeting and brought them before the board, Mr. Libby asked for a motion to approve the sub-committee minutes Ms. Cobean made the motion and Ms. Hagstrom seconded. Motion passed 7-0. Mr. Libby turned the time to Ms. Williams for her committee minutes. Ms. Williams stated that she had made some revisions, but they are all ready reflected in the minutes. Recommendation from Ms. Williams to accept her sub-committee minutes, Mr. Matousek seconded, any discussion, no discussion, Motion passed 7-0. Old Business Sub-Committee
Reports Document: Proposed Key Points from Subcommittees (Staff /June 11, 2001) Procedures, Policies & Guidelines Subcommittee - June 5, 2001 Nonprofit 501c(3) would be sufficient to capture the organizations the funding was designed for. There was discussion amongst the members that were concerned that other IRS categories other than just 501c(3) would be eligible. Mr. Matousek made a motion to send item one back to the sub-committee for further review Ms. Hagstrom seconded the motion. Mr. Libby asked for discussion: Mr. Davidson stated that he did not feel that there was a need for further discussion, he also stated that he felt that it would be better to discuss all 14 points and then make one motion to send the ones back to the sub-committee that needed more discussion. Mr. Schleicher agreed with Mr. Davidson and stated that he thought that 501c(3) and 501c(4) would be the only ones that the committee would deal with and other categories can be added if needed in the future. Mr. Matousek also spoke about the two-year minimum of 501c(3) status. Mr. Matousek’s motion passed 5-3. Ms. Cobean stated that she voted for the motion because she felt strongly that the committee should show that the issue was carefully reviewed by the committee. Mr. Davidson made a motion to look at items 2-14 list with the idea to refer the ones that needed referral back to the committee at the end of the list. Mr. Schleicher seconded the motion. The motion was passed 8-0. Land Match would remain at State level (50% of the local match) for nonprofits but would be reduced to 25% of local match for cities and the County. There was a discussion amongst the members of the committee regarding why the local match for cities and the County would be reduced to 25%. Ms. Cobean stated that there was discussion within the sub-committee that a city or the County may have all ready used tax payer money to buy the land that would be used for the match and that would result in a double tax situation. Mr. Schleicher stated that the value of land is the value of land and it seemed unfair that their land be only worth half. Ms. Hargreaves stated that the cities and the county some with a stronger position and the 25% would create more equality. Mr. Libby stated that municipalities compete on a lower lever with the state and that this recommendation is not unusual. The committee agreed as a whole that this issue be sent back to the sub-committee for further discussion. A short prequalification page should be included in the application so organizations know right off if they meet the basic requirements. Approved 6/13/01 No phone applications will be accepted. Discussion: Ms. Cobean asked for clarification on acceptance procedures and if Internet applications would be accepted. The committee members agreed no applications would be accepted by phone, Internet or fax and that the post mark or registered mail would be accepted as deadline instead of the date of receipt. Approved 6/13/01 Funding should mirror the State - One applicant can receive up to three years of $500,000 annually but then drops out for two years ($1.5 total in five-years, totals a possible $6 million over twenty-years). Discussion between the committee members regarding multi-year projects: the committee members decided that applicants would need to re-apply each year. The committee also agreed on the multi year max at 1.5 million total in five-years or 1.5 over 3 years with a rest period, rest period to be discussed at a later date. Referred back to sub-committee 6/13/01 to consider minimum amount and a ten year cap per project. Need to determine cap for the twenty-year period per applicant. Discussion: Mr. Libby stated that the startling fact is that there are 16 municipalities and the County makes 17. Ms. Hodge stated that the committee needs to make sure that the grants are distributed across the County by ECHO elements and restricting by caps or entity may make this difficult. Mr. Schleicher suggested no more than 3 million over a 10-year cycle and Mr. Matousek suggested using percentages. Referred back to sub-committee 6/13/01. Applicant only may apply one project per category of ECHO but may receive additional points for positively impacting all areas. Ms. Cobean pointed out that during the listening sessions the public was picking all areas of ECHO. Ms. Hagstrom suggested combining items number 7 & 8 of this document. Applicant only may apply for one project per year under one category of ECHO. Cities and the County will be treated as an organization and may not apply under various departments of the organization. Discussion: Mr.Gummey stated that the Applicant be the Governing body of the 501c(3). Approved 6/13/01. No land will be purchased with ECHO funding. These applicants should apply for land through VolusiaForever. Discussion: Mr. Matousek asked about land for baseball parks. Mr. Libby said that applicants would buy the land and ECHO would make the improvements. Ms. Hargreaves suggested they take out that applicants should apply for land through Forever. Committee agreed. Mr. Gummey stated that the Forever monies could be used for resource-based recreation: hiking & canoe docks etc. Ms. Cobean stated that there was discussion during the listening sessions with the public that addressed off beach parking. Mr. Gummey "The Council does not want Forever money spent on off beach parking." Approved 6/13/01 with the change that the reference to Volusia Forever be deleted. Members prefer to not allow facilities to be built on leased property even when it is a long-term lease. Leased property could not be used as in-kind match. Not approved 6/13. County Attorney indicated they could provide a Restrictive Covenant clause and require the Lessor to be the General Body owner. Staff note: Majority of members moved to allow for leased land knowing that many non-profits would lease property from municipalities or the County (i.e. DeBary Hall, City Island, Tuscawilla Park, submerged land). No dollars will be awarded until final taxed amounts are available. Discussion: Committee members inquired as to when the funds would be available. Mr. Gummey stated that March is when most tax base is available for distribution. Referred back to sub-committee 6/13/01 Organizations should have spent some of their own dollars prior to using ECHO funding. May require reimbursement type process. Discussion: Mr. Gummey stated that they may require that the applicant fund all of the soft costs. Mr. Libby agreed and stated that they should follow the states requirements in regards to this matter. Approved 6/13/01 with change. Members struck verbiage suggesting a reimbursement type program be changed to a builders draw. The State’s Five-Year Rule and In-kind Rule should be mirrored. Land donations may need an extension since small organizations may have had land for more than five years. Discussion: Committee members discussed that cash and in-kind may be used accumulated within five years previous to application. Approved 6/13/01. Sub-Committee
Report – RFP/Needs Assessment Document:
RFP/Needs Assessment Sub-committee - June 6, 2001 2) Purpose is to establish a database of upcoming applicants. 3) RFIA will be made available through mail and web page. RFIA would include a cover page with grant calendar, eligibility requirements, program regulations, in-kind & funding expectations and review criteria. The Sub- committee recognizes not all information will be available at the time of RFIA. Additional form for Needs Assessment is needed. County staff is researching available materials, which most likely need updating and detailing. Needs Assessment is a separate element from the RFIA and will be used to disburse funds equitably. Ms. Hargreaves stated that they needed to make it clear that the Request for Intent to apply was informational only and not a pre-application. Ms. Williams agreed and stated that it would be base line information only. Ms. Cobean stated that she felt that they needed to ask questions regarding when the applicants would be ready to apply. New Business Public
Participation Andrew Ham – Jackie Robinson Museum – Mr. Ham asked about a drop period and the possibility of awarding multi year funding or pledging the funds for a multi-year project. Mr. Libby stated that all organizations would need to re-apply each year. Mr. Ham also asked about having the 501c(3) in existence for 2 years. Ms. Cobean stated that when awarding tax money they want to make sure that the two-year rule is good. Representative of Lake Helen – Asked a question regarding time sensitive projects such as archeological digs (emergency funds). Mr. Libby stated that all organizations would have to go through the same process; he also stated that ECHO was not envisioned as an emergency fund. Ms. Cobean stated that it is good for all organizations to learn the process. Kent Donahue – City of Port Orange – Urged the committee members to consider leased land for ECHO funds. July meeting
schedule and locations Next Committee meeting June 27, 2001 at 3:00 p.m., 2nd Floor, GMES Conference Room, Thomas C. Kelly Building, 123 W. Indiana Ave., DeLand, FL. VIII. Meeting adjourned 5:30 p.m. Minutes approved_____ Minutes approved with amendments 06-27-01 Amended as follows: Location was T. C. Kelley Administration Center, Training Rooms Section III. Old Business – Items #7 & #8 were not approved. Item #13, "Mr. Gummey stated that they may require that the applicant fund all of the soft costs." Public information produced by Volusia County Government |
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