MINUTES
Volusia ECHO Committee Workshop
September 26, 2001
County Council Chambers
DeLand, Florida

Visitors (signed in)

1. Call To Order, Introductory Remarks, Roll Call:

Chair Libby called the meeting to order at 3:00 p.m., and staff conducted Roll Call of members. Allen Green, Marc Davidson and Teri Ford Cobean were absent. Members of the audience were asked to stand and introduce themselves.

2. Approval of Minutes-

Member Hagstrom moved to approve the minutes of the September 12, 2001 meeting. Ms. Hargeaves seconded the motion. The minutes were unanimously approved.

3. Staff Report-

Ms. Hodge stated that contained in the packet was a new draft of the application as well as a state document regarding the conflict of interest issue. Ms. Hodge stated that she had met with Mr. Harowoski as requested and a couple of options were discussed with him. Ms. Hodge stated that Mr. Harowoski is pretty satisfied at this point. Ms. Hodge also pointed out that in the packet was a list of RFIA responses. Ms. Hodge stated that the number of county projects should be less than the 11 that are listed in the document.

4. Old Business-

• Update on RFIA (Needs Assessment) responses to date

Mr. Libby asked if there was any further discussion regarding this issue.

Ms. Williams stated that her sub-committee had cancelled the meeting that was scheduled for the 19^th in waiting for the info on the RFIA and when the meeting is reset her committee will go through the RFIA and get any pertinent info and report back to the full committee. Her committee will then be scheduling a full needs assessment meeting. Ms. Hodge stated that staff is putting together a spreadsheet that will list the projects and project amounts that are being requested. Ms. Hodge also stated that staff would be giving a copy of the one-page documents to the committee, along with the spreadsheet. Ms. Hodge stated that there were some areas of concern that she would list now:

1. Several Projects coming forth in 2002 below the minimum
2. Centers – these may be used for ECHO activities, but would be there for other activities also.
3. Storage Areas & Office Space
4. Indoor Sports Activity i.e. Basketball Courts
5. Artifact evaluation and cataloging
6. Historical Surveys for cities
7. Old Buildings that need renovation, but not necessarily on the national register
8. Upgrade of non-historical, non-architectural items

Mr. Libby stated that there is no way to anticipate all of the curve balls that would come in, but the committee is certainly more than willing to take them on as they come in and make the appropriate decision. Mr. Libby urged the board members to re-visit the enabling legislation that created this program.

(Mr. Libby – Let the record reflect that Mr. Davidson is with us.)

Ms. Hargreaves asked for clarification on the total responses. Ruby Barnett stated that the totals on the top section of the second page are for 2002-2006 and the totals at the bottom of page two are for 2002 only.

Mr. Libby stated that he would like to visit the conflict of interest issue and referenced Form 8A that is in the packet. Mr. Libby asked board members to make a list of any advisory boards or organizations that they are involved with and send it to Ms. Hodge so that Mr. Gummey could review and make recommendations.

-Application Policies, Procedures and Guidelines

Mr. Libby requested a motion to accept the Application Draft dated 9/17/01 and open it up for discussion. Mr. Davidson made the motion and Mr. Schleicher seconded.

Mr. Libby turned the floor over to Margaret Hodge to go over some typographical errors that she had caught.

Page 3 – Second Bullet – The sentence that starts with Provide high quality should be another bullet.

Page 5 – Final application deadline should be March 1

Page 9 – Outdoor recreation Project – Any where recreational is used, insert the word outdoor.

Page 12 – Application Submission Format – Line 2 Application packages that are not completed by the deadline instead of when submitted.

Second Paragraph – Change evaluation to evaluations.

Page 13 – Single Phase Projects – 21 months to 730 days and correct dates to March 30, 2003 and March 30, 2004.

Page 15 – Number 12 – Text should be underlined.

Page 16 – Number 8 – remove "other" from last sentence.

Page 20 - Matching Funds – Underline language in parenthesis

Page 22 – Matching Funds Statement – First Sentence – change budget to match. Mr. Davidson Add W to bold type. Mr. Schleicher - Strike the words "the above"

Page 27 – Exempt Applicants – Put a period after requirement and the word "if" should be capitalized.

Page 29 – Municipal Government – Ms. Hodge stated that there would be a management letter accepted if the board agreed. The board agreed to the management letter, and Mr. Libby asked Ms. Hodge to add the language.

Ms. Hagstrom asked for clarification on the underlined portion at the top of page 23, the committee decided to strike it from the application. Ms. Hagstrom also pointed out that on page 23 the word "not" in the last sentence should be stricken as well. The committee agreed. Ms. Hagstrom would like the applications be made available in November, the workshops in December and the technical eligibility review in January. Mr. Libby asked if Ms. Hagstrom was going to make a motion to that effect. Ms. Hagstrom stated that she would, but would just like the dates to be an asterisk of projected goals.

Ms. Hagstrom made the motion to asterisk the applications into November seconded by Mr. Matousek. Unanimous for November asterisk.

Ms. Hagstrom moved that the workshops be moved into December, at the convenience of staff, Mr. Davidson seconded. Mr. Libby asked if the audience had any comments regarding the current motion.

Leslie Butler – City of DeBary, Parks and Recreation Coordinator/Grant Writer – Stated that mid-December or early January would be better because of meeting commitments of Parks and Recreation departments in the first two weeks of December.

Motion Fails Hagstrom/ Matousek/Davidson – Yes

Hargreaves/Libby/Schleicher/Williams – No

Ms. Hagstrom made a motion that one workshop be mid-December and the other be very early January – Seconded by Mr. Davidson. Vote 6-1 Williams – No

Janet Williams question Page 7 – Grant Review Panel – Is there going to be a standardized checklist or submitting a subjective narrative? Libby – Subjective narrative on the proposed grant form. Page 9 – Grant Funding Request Categories – Discussion regarding changing the word exceptional. The committee decided not to change it.

Page 13 – Multi Phase Projects – Second Paragraph – change recommends to acknowledges and put recommending before funding. Multiphase Scoring – change recommendation to acknowledgement.

Mr. Schleicher – Page 4 – Application Timetable – change critical to mandatory workshop.

Charles Matousek – Page 9 – Clarification on throwing out highest and lowest scores. Mr. Libby stated that that question was referred to Mr. Gummey (super majority question) and how the Council addresses it on regular votes. Mr. Gummey stated that on regular votes of the Council there is no process of throwing out high and low votes, just a simple majority of any vote that the Council takes.

Ms. Hargreaves – Page 9 - Super Majority Question – Frank Gummey stated that it should be determined by and absolute ¾ majority vote of the committee and the County Council which translates into 7 of 9 for the committee and 6 of 7 for the Council. The committee agreed that Mr. Gummey’s language be used.

Mr. Davidson – Page 7 – Clarification of ineligible applications as to whether the committee will have to look at all of the applications and deem them ineligible. Mr. Libby stated that staff will divide the applications - one stack that has applications that clearly satisfy eligibility and the other stack will be the ones that are questionable. Ms. Hodge stated that she felt awkward making a decision without the committees input.

Mr. Libby asked for any further discussion.

Mr. Libby asked for a vote to accept the motion to approve the Draft Application dated 9/17/01 with the amendments. Motion passes unanimously.

V. New Business

• Reimbursement /Reporting Procedures

Ms. Hodge stated that staff has developed an agreement and sent it to Mr. Gummey for review. Ms. Hodge stated that she and Mr. Gummey had discussed that the County Policy is to do a reimbursement program and staff will work with the people that need a monthly reimbursement versus a quarterly.

6. Public Participation

Irene Johnson – African American Museum asked when match dollars can be spent. Answer – Anytime.

7. September/October Meeting Dates

The meeting for 10/10/01 cancelled. Tentative meeting for 10/19/01 and definite for 10/24/01.

VIII. Adjournment 4:30 pm

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