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County of Volusia
Children and Families Advisory Board
Friday, September 26, 2008 1:30 pm
Thomas C. Kelly Administration Center
County Council Chambers, Room 204
123 West Indiana Avenue
Deland, FL 32720

Call to Order

Carrie Baird called the meeting to order.

Roll Call

Joyce Kennedy

It was determined that a quorum was present.

Item 1 – County Council presentation

Dave Byron, Community Services Director, advised the board a workshop is scheduled for the second meeting of the Volusia County Council in November. The workshop will focus on the CFAB funding recommendations and prioritization of those funding recommendations. The Board Chair should be available to make the presentation to the Council.

Mr. Byron suggested that the board discuss any recommendations for the next funding cycle with regard to changes in procedures, or how funding should be allocated, and issue a report to be presented at the workshop. He also suggested that the board should establish both short term and a long term approaches.

Mr. Byron advised the board that the County Council approved the total budget for 2008-2009, but did not approve the individual agency funding recommendations. The two agencies that were not recommended for funding have requested reconsideration and will plead their case at the next County Council meeting.

David Kerr expressed appreciation to Mr. Byron for his attendance at the meeting today. He stated that the board has tried to create a system of equity, fairness, consistency, and to target needs as identified by the County. Hence, there were two programs that did not make the grade from the process. He further stated the board has taken great effort and takes their responsibility seriously as tax payers-stewards to avoid funding programs just because they have been funded in the past. Mr. Byron acknowledged the boards’ effort.

Edward Jasper advised the board that he had met with all but one County Council member and reviewed the CFAB recommendations in detail. The individual Council members did not question the funding recommendations; however some members expressed concern about the two agencies not recommended for funding and the unavailability of services in their respective areas. He also advised the Council members of monitoring issues and tax issues with the two agencies.

Deborah Denys expressed concern regarding funding a service just because they are in a particular geographic location; when, in fact, the services were not being provided, and the agency was in violation of their contract.

Edward Jasper reminded the board they are in an advisory capacity and the County Council is the decision making body. The board has done their job. If the County Council decides to fund the two agencies, it will not affect the funding for the other agencies. He advised the board that the agencies will be re-monitored before the Thursday County Council meeting so that a determination can be made as to whether the monitoring issues have been resolved. If County Council approved the funding for the two agencies, funding can be allocated from reserve.

David Kerr stated that when the process is circumvented, it sends a message to the agencies that standards don’t have to be followed. If exceptions are made, the bar is never raised. It seems to be an injustice to taxpayers. Mr. Byron advised that the CFAB recommendations are submitted to the County Council in full.

The board concurred with the chair that the board should fund services that address priority needs, not every need. Once those needs have been identified, the agencies that can provide the service most effectively and efficiently should be funded. Deborah Denys stated that geographic consideration should not be an overriding issue. She also stated that the board needs to hear from County Council as to the future direction. Carrie Baird advised the board that the County Council discussed consolidation of agencies when they were approving the budget. She stated only agencies producing outcomes should be considered for funding. Funding priorities need to be established.

Dr. Kimmons stated that population growth/trends should be a consideration. Dave Evans asked about the status of the needs assessment being prepared by One Voice. Carrie Baird Executive Director of One Voice, advised that the report will be published in May of 2009. A group of community leaders will review 47 indicators and identify those that are red flagged as areas of greatest concern. Dr. Kimmons stated the board needs updated demographic information as well as geographic information when reviewing the applications.

Carrie Baird stated that decisions made by the board are not based on anything, not even the study done ten years ago. It’s based on slight changes to what was done the previous year. The current process excludes innovation among agencies. The House Next Door is an example. She stated that each year should be a clean slate. The board should establish priorities. Agencies can apply and provide a proposal of how they would address that priority. Scoring is based on who can provide the service most effectively and efficiently.

David Kerr stated that there are population shifts, and a reduced number of children in schools in Volusia County. Summer camp was funded based on previous years funding, and the result was less participation. Updated data, with regard to the number of children attending school, could equate to less children attending summer camp, thereby allowing for less funding for summer camp. An updated demographic summary would be helpful during the application/allocation process.

Dave Evans suggested that the draft provided by Carrie Baird, be used as an outline to prepare a white paper for presentation to the County Council, as recommended by Mr. Byron. He further suggested that since Carrie prepared the draft, she prepare the white paper. The board could “polish it up” for the presentation. Mr. Jasper reminded the board of the sunshine laws which prohibit communication between board members. The draft could be attached as part of the agenda for the next meeting. The public would have to be notified of the information in the white paper.

Dr. Suzanne Dewees suggested, considering for the long term, using the RFP process and prioritize one area, that may be pregnancy and pre-natal, as a pilot project for one year, and allocate a percentage of the budget, possibly 12%, to that project. Then, using geographical data, determine which areas of the county would get a higher percentage of the 12%. This could result in agency collaboration.

Carrie Baird summarized that the board would carve out a priority, assign a budget dollar to it, and test the process. The board could then evaluate the RFP process. Mr. Jasper stated the County Council would like to see the board encourage agency collaboration and non-duplication of services.

David Kerr suggested rather than allocate the funding to each of the four quadrants of the county, the successful agency must provide the service in all four quadrants of the county. In the workshop, the Board needs to convince the County we are funding the needs of citizens, and not agencies as constituents.

Mr. Jasper advised the board cannot ignore the fact that the County Council represents geographical areas. He also advised that with HUD dollars received by the county, a certain percentage is identified to be spent in specific areas. That is one way of assuring the County Council that their geographical area has been represented. David Kerr thought this was an excellent approach because state and federal dollars are based upon identified needs, as opposed to the process we have in place.

Dr. Dewees commented that reporting must be detailed so that each quadrant must be represented and accounted for. Carrie Baird stated that providing a service in all four quadrants could be expensive and recommended sufficient funding be allocated. She stated the board should identify the priorities and vest them heavily with the budget.

Carrie Baird suggested we list the services we currently fund, establish a list of possible priorities and present them to the County Council to determine their priorities. Then, the board secures data to support the priorities. There is a wide diversity of services now being provided.

Dr. Kimmons asked if the Board always allocated all of the funding appropriated. Dave Evans responded that the board always allocates all of the funding. The requested amounts of funding requested are usually at least 50% more than the funding appropriated.

Diana Phillips suggested the board discuss minimum/maximum awards, combining the children and community budget, establishing a fee for service, and whether to continue to do a consolidated funding application with United Way. Does the application truly give us what we need? Is the length of the application becoming more cumbersome than the theory of efficiency where it originated from? In moving forward to the RFP process, this first step could be to develop a useful application tool.

Carrie Baird stated regarding United Way, they also want to implement change, but possibly not as fast as the County. With the joint application, certain portions of the application could remain the same so that agencies wouldn’t have to duplicate effort. Carrie stated there should be a level of accountability from applicants with regard to financial accountability from potential applicants. Cultural Arts applicants must provide a certified financial audit or financial statements either prepared or reviewed by an auditor.

Mr. Jasper replied that the Cultural Arts does have that requirement. However, they do not monitor agencies like we monitor. So, our level of accountability is greater. And, we’re providing dollars for programs, and they are not.

Carrie Baird stated the smaller the agency, the more oversight is needed and suggested that there may be CPA’s that would work pro bono with the agencies. If we want to raise the bar with financial accountability, we need to establish criteria. Agencies could be given a year to get to that point. David Evans stated that the legal profession encourages pro bono work. He didn’t know if the accounting profession has such a rule, but he would check. An audit would be cost prohibitive for some agencies.

Mr. Jasper recommended that the board establish a formalized appeal process. Currently agencies can access County Council members directly. With regard to technical assistance, he advised that the County Council would not support a process that would automatically eliminate many small agencies. Having a mechanism to provide the needed technical assistance may be a better approach.

Carrie Baird stated that the organizations that seem to have administrative issues, are not the result of not knowing, but a lack of caring. Paying payroll taxes on time is important. Providers think they can get by. She suggested that technical assistance be provided for up to a year. But agencies need to be up to par at the end of the year or not be considered eligible to receive funding in the next funding cycle. Dr. Kimmons advised that agencies should be made aware of the requirements at the workshop. Carrie Baird commented that it’s not necessarily the size of the agency. It’s not small vs. large. It’s attitude.

Diana Phillips commented that the technical assistance provided by county staff is in relation to the county contract. Having an accountant sit with you, walking you through the day to day process is not the same

David Kerr expressed concern regarding agency board structure with regard to board members being family members. Deborah Denys suggested that the board be at least three members who are not related. Dee Jarrard questioned how many agencies have clients on their board? And, is there a standard for board participation? Carrie Baird states there seems to be a correlation between the agencies that are unstable and the size and diversity of their board, as well as attendance. Deborah Denys suggested that the agency provide a copy of their board minutes. Diana Phillips advised that county staff reviews the agency by-laws and that is compared to the board minutes as part of the monitoring process.

Dave Evans stated that we are not in the business of micro-managing the agencies. However, setting some standards, such as the board should be made up a majority of independent board members may be considered. Dr. Kimmons stated the organization should provide an organizational structure. Carrie Baird advised she will research information on suggested board structure. Mr. Jasper advised the board not set up a process that the agencies will not be able to fulfill, because sometimes it is difficult to get board members. Also, if the agency is a recognizable organization by the state, there could be legal concerns.

Carrie Baird brought up the issue of minimum/maximum awards. David Kerr stated there are a lot of strong elements that support minimum/maximum awards. The County Council is concerned about duplication of services. So many small agencies add up to paying a lot of overhead. He suggested a minimum of $50,000. Dr. Kimmons stated all agencies would apply for the $50,000, regardless of need. A majority of programs currently funded receive less than $50,000.

Dee Jarrard suggested that the board set priorities on what services they want to fund. David Evans stated that setting minimum/maximum funding at this point is premature. David Kerr questioned if the board is prepared to establish priorities. Dr. Kimmons stated we need documented data. Carrie Baird agreed that data is important. However, data will never tell you if infant mortality is more or less important than child abuse. Carrie Baird suggested that a list of services be provided to the County Council and let them advise the board which is most important for the county to fund.

Mr. Jasper advised that staff is recommending that the CFAB establish a minimum funding award. He suggested a minimum award of $10,000. Diana Phillips suggested the board discuss the importance of an agency’s reserve. Carrie Baird stated that having a reserve seems fiscally responsible. David Kerr questioned if the board should consider maximum awards. Carrie Baird stated she didn’t have issue with setting a maximum award. Dr. Dewees suggested considering a maximum reserve.

Deborah Denys stated that even though we are funding current needs, agencies with large reserves are receiving interest on their reserves for future needs, while the county is funding the day-to-day operation. If the funds were allocated to those agencies that have no reserves, it would have a direct impact on the community. Dr. Kimmons agreed, but stated we need to consider the need of the service. Deborah Denys stated it’s not whether the service is needed, but whether the agency has the ability to provide the service without the county funding. Dr. Kimmons commented that he doesn’t want to penalize the agencies who have worked very hard to build up their reserves over the years. David Kerr stated this would not be an issue if we had funding priorities. We would fund programs that meet the greatest needs. Carrie Baird suggested meeting with the agencies with large reserves to ask how they manage their reserves. Dr. Dewees would like to see if other counties have a concern about agency reserves.

Mr. Jasper advised the board of the time frame for the white paper. Carrie Baird will provide a draft by October 14. Dr. Dewees advised she will not be available to attend the October 21 CFAB meeting. She will also not be available to attend the November 20 Council meeting.

Item 2 – CFAB goals and objectives

Dave Evans made a motion to table the establishment of goals and objectives until after the County Council presentation. Motion seconded by Dr. Kimmons. Motion passed.

Public participation

Christine Davenport – Children’s Home Society – Explained that their agency reserves are operating reserves.

Barry Pollack – United Cerebral Palsy of East Central Florida – Thanked the board for their continued support. With regard to the number of board members, the agency by-laws dictate how many board members the agency should have. Boardsource.org is a recommended resource.

Claris Mac’Kie – Family Renew Community – Thanked the board for their comments. She advised that the steering committee of United Way has established a score card for agencies addressing some of the same issues discussed today by the CFAB. It was suggested that agencies having difficulty could be mentored by member of the steering committee. Requiring the agencies to get mentoring may be a good idea. If, after providing assistance, the agency having difficulty does not correct the deficiencies, funding could be cut or reduced. She thanked the board for their hard work.

Meeting adjourned 3:15 pm.

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