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Minutes 10-10-07 MINUTES OF THE YOUTH VIOLENCE PREVENTION PROJECT MEETING HELD ON OCTOBER 10, 2007 AT 4:00 P.M., CONFERENCE ROOM B, CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Jose Rodriguez, Chair Jim Kidd, South Tech Academy Buck Buchanan, Board Member, Boynton Beach Chamber of Commerce Lisa Bright, Executive Director, Community Redevelopment Agency Stacey Robinson, Youth Violence Prevention Program Coordinator Kathleen Perry, Principal, Boynton Beach Community High School Vinola Rada, Non-Voting Member Nate Nichols ABSENT: Melvin Brown, Ridgewood Hills Neighborhood Association T~ny~ Ebbolc, CEO, Childr'Cn's SCrliccs Council, PBC Lt. Harris, Boynton Beach Police Department Beverly Johnson, Executive Director, YMCA Mikel D. Jones, P.A. Robin Johnson/Erin McCloskey, Palm Beach Community College Lena Rahming, Director, Boynton Beach Child Care Center Elena Santos Elivio Serrano, Vice President Programs, United Way of Palm Beach County Robert Taylor, CFO Bethesda Memorial Hospital I. Welcome and Opening Comments Chair Rodriguez called the meeting to order at 4:38 p.m. He announced the committee was kicking off a new fiscal year and a new budget. II. Roll Call The Recording Secretary called the roll. III. Introduction of Guests Stephanie McKoy, Juvenile Transition Center, indicated she received the September 13, 2007 meeting minutes and wanted to clarify some issues. This issue would be brought up under New Business. Kattia Champagne was present on behalf of Finding Opportunities For Change, (FOFC). 1 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 A representative from the Beacon Program was present. IV. Approval and/or additions to the Agenda Motion Ms. Bright moved to approve the agenda with the addition of Ms. McKoy's item to New Business. Mr. Kidd seconded the motion that unanimously passed. V. Approval and/or additions to the minutes of September 13th Executive Board Meeting Ms. Robinson explained this item needed to be tabled because the members had not have copies of the minutes. There were no objections to tabling the minutes to the next meeting. VI. Chairman's Comments None. VII. Old Business A. Update on non-participating Executive Members - Stacey Robinson Ms. Robinson explained they had discussed attendance and a letter was sent with a follow up phone call regarding member attendance. She reported she received no response from Elivio Serrano, Robert Taylor, Mikel Jones and Lena Rahming. The by-laws specified if two consecutive meetings were missed, they were off. Mr. Brown had attended the very first meeting. Chair Rodriguez recommended contacting the individuals who have not attended any meetings and advising them they are removed from the board. Eljvio Serrano and Robert Taylor would be contacted by Vice Chair about their attendance. B. Youth Empowerment Center location - Vice Mayor, Jose Rodriguez Chair Rodriguez explained they had a meeting last month regarding the Youth Empowerment Center. The Hester Center was to be used as a temporary facility Other locations that could be used were discussed. Ms. Robinson toured another location on MLK Boulevard and it was not in a habitable condition. Jesus House of Worship was in better condition, but they were not interested in terminating a lease early. The original RFP was for a permanent location at the Wilson Center. A meeting was scheduled for Friday with City Manager Bressner regarding allocating space at the Wilson Center as the Youth Empowerment Center. They hoped to have this matter resolved very quickly. Ms. Perry noted it would be important to incorporate the ideas of the youth about the kind of activities that would be implemented. They were still looking to hire the Youth Coordinator. Ms. Robinson was working with the Teen Advisory Board, however, whoever would be involved in Wilson Center should be brought up-to-date on what was happening. There should be some 2 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 direction by the end of the week. Ms. Bright explained Carol Bishop provided Mapco's plan to provide space. Mapco was leasing space with an option to purchase the Delray Boynton Academy on MLK Boulevard. Their submitted proposal had an option to rent their building at $8K per month plus costs. Although this was an option, the matter had not been addressed yet as to where they would house their operations. When it was, Ms. Robinson would notify them of the decision. c. Update on Strategic Planning for YVPP and providers - Stacey Robinson Ms. Robinson advised organizations provided with seed money were getting their program plans and matrix in order. The effort was moving forward with assistance from the Center for Non- Profit Excellence. Some organizations opted not to work with that particular organization, but were working with others towards the same end. The committee's Strategic Program plan was doing well with monthly obligations to be formulated and presented to the Executive Committee. One plan was anticipated to come before the Executive Committee within the month for re-evaluation for further funding for the 07-08 funding cycle. VIII. New Business Ms. McKoy wanted to clarify the September minutes that indicated two organizations would not accept the $10K seed money had nothing to do with the board. Chair Rodriguez explained he had received a letter from the Board of Directors and had responded to that letter. Ms. McKoy clarified that response had to do with the total package of the proposal. The first page of the proposal showed the deadline for submission was July the 10th. They only received the proposal one week before the due date. They submitted their proposal on the 8th of July and the letter was written on the fifth advising them that the awards would be made on the 13th. There were inconsistencies causing them not to move forward with coalescing with the agency for the services. She did not believe any agency could put forward measurable deliverables in that time frame. It was noted their organization was housed at the Ezell Hester Community Center. Chair Rodriguez explained because of their partnerships with the City, they thought they would have measurable outcomes readily available. Additionally, the time frame from receipt of the funding to disbursement was very short. Ms. McKoy explained they have deliverables available, but they couldn't do anything with $10K. They provided a line item budget, were a veteran agency and had provided services for over 10 years. She wanted to clarify the original RFP had measurable outcomes, but none were speCified. Ms. Perry explained other groups did submit proposals in spite of the short time frame. The $10K was seed money only and was offered to organizations to assist them in putting together a proposal with measurable outcomes. It was not intended to be the grant award. They needed to know how the goals would be met. In the original proposal with the County, the Juvenile Transition Center organization, along with Mad Dads were recognized as organizations who did provide services. There was an 3 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 understanding they would need time to put something together. It was not intended to have a negative dispersion but rather have a streamlined organized accountable approach. Ms. McKoy explained the author who put the letter together, did not know to put it in the proposal. Goals needed to be a part of that. Ms. Perry explained the committee needed measurable outcomes, not measurable goals. For instance, as an educator she writes goals and objectives for students; the outcomes, however, were the test scores. The board was looking for a tool. The original submission idea was to gather ideas. Chair Rodriguez confirmed that was part of it. The seed application sent was very clear how the results and outcomes would be measured. After further discussion, it was recommended Ms. McKoy meet with Chair Rodriguez or Ms. Robinson. A. 07-08 Funding Packets - Stacey Robinson Ms. Robinson announced three separate evaluations of three different organizations were included in the backup materials bringing nine organizations in total to request funds for 2007/2008. She reviewed them and evaluated them. She did not think this meeting would provide appropriate time to review the information. The Criminal Justice Commission requested the committee put aside $20K for teenage substance abuse. "Face It" was the major providers of services but they lost their entire funding. Ms. Robinson provided a high level review and advised they do not need five different organizations providing the same services. There would be duplication. Gulf Stream Boy Scouts of America would provide a non-competitive sports program with basketball and soccer leagues. The funding was for the sports part and not the scouting part. The teens indicated they wanted non-competitive sports. It was noted the Hester Center and PAL already provided sports services. C. Lloyd Newton & Co. was a preventative discipline center. The program provided short term 30-day multi-systematic programs for high risk youth. The program appeared to be a comprehensive program with a nationally established curriculum that certified teachers and caseworkers. Many of the youth were multiple offenders with high risk behaviors. The program was a 30-day intensive outpatient program and the caseworker would then continue a weekly relationship with the youth. Youth would be identified by the Department of Juvenile Justice, schools or other sources. The outpatient activity currently took place at Congress Middle School and consisted of a three-hour session which could be for individuals, families or group based. The schedule and breakdown of classroom instruction, group therapy etc. was not delineated. The budget, less the salaries and other items, leaves about $150K left to fund on an annual basis. Ms. Robinson noted much of the funding deals with housing the programs and thought if they could address that, much of the cost could be reduced. R.M. Lee Community Development Corporation was working with a strategic planner for goals and objectives to be submitted. Ms. Robinson anticipated receiving them within the next one or two weeks 4 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 Mad Dads were working with a strategic planner and expanded their program from 50 to 125 youth. They were working out of the Hester Center, Congress Middle School and Boynton Beach High School. Kids Korner TV was a new organization. Ms. Robinson noted the application information was very good and showed this was a good package with measurable outcomes and goals. They were an audio, visual and technical organization that kids put programs together. Their proposal was unique. This could provide an outlet to kids for arts and the media. Ms. Robinson explained the board should consider funding them, but the amount would need to be determined. Most of their costs were associated with housing their services. Ms. Perry reported Boynton Beach High School will have a professional sound recording studio. Additionally, they have an interlocal agreement with the City. They have a television production studio seldom used in the evening. Ms. Perry thought there were resources in the City that were underutilized that could help reduce costs. Mr. Kidd explained at South Tech Academy they were opcn in thc C'/cnings and thcrc could bc ~ ICusing option running some orograms at night. and he was not sure of the availability, but they could be looked into if it were needed." Ms. Robinson thought the budgets should be reviewed, see where they could cut and then base their funding on those amounts. Most budgets were housing, insurance and maintenance costs. If they could help out in that area through in-kind contributions, it would make the effort more affordable and accessible to youth. Another aspect to be considered was in two years, the funding may not be available, so the programs cannot be out of reach. Alot of equipment and supplies have already been purchased from last year's budget. Mr. Miller commented there were public facilities that were underutilized. The committee acknowledged many kids needed somewhere to go after 8 p.m. Ms. Rada was disappointed the Hester Center was not used, It was recognized there were many programs in place they did not want to lose. Big Brothers Big Sisters was a mentoring program, Chair Rodriguez commented when they fund the providers, they specifically advise them the funding has to be used for the program, not overhead. The Executive Committee's support could not be an organization's main funding. The three organizations that received favorable reviews were MAD DADS, Kids Korner and Hooked on Fishing. The committee indicated they could not fully fund Mad Dads or Kids Korner. Kids Korner has a multi-systematic approach but only the video portion of that would be funded Hooked on Fishing was recommended for full funding. Additionally the committee hoped to have a job academy at the Hester Center. Chair Rodriguez requested Ms. Robinson contact the CRA to investigate a comment made months ago that the CRA would match in-kind contributions. This item would be put on the next CRA agenda. Ms. Bright explained the endeavor needed to be clearly defined. The committee further reviewed the applications and thought they should defer making any funding decisions. Chair Rodriguez thought at least one organization should be funded and felt the committee had an obligation to move on something. The deadline for the applications had passed. 5 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 The next meeting was scheduled for November 7, 2007. It was suggested working on a wish list based on matching dollars from the CRA. The CRA might have the opportunity to look at the other proposals. If they received matching contributions, that would be better. Motion Ms. Robinson moved to contact the potential providers and wait to see what the CRA Board allowed, and then come back to the table and make funding suggestions based on matching funds. Chair Rodriguez recommended to approve the funding contingent upon receiving the CRA funds. Motion Ms. Bright moved to fund Hooked on Fishing for $10K, the Boy Scouts for $55K and the remainder of the $130 to Kids Korner. Ms. Robinson thought Mad Dads should be funded. Chair Rodriguez thought Gulfstream Boy Scouts should be funded for $10K with the requirement they put in measurements for non-competitive sports. The seed money they received was to put a matrix in place. Mr. Kidd expressed he did not have enough information to make any decisions. Motion Mr. Kidd made a motion to defer making decisions and determine the priorities. Mr. Buchanan explained some of the applicants have not provided what they needed. Chair Rodriguez felt if there was an expectation that the committee needed something to make the decision, then they should put the request forward before the next meeting. The board discussed having an emergency meeting and having the opportunity to review the information before coming back to the board. The committee discussed the seed money and the measurable outcomes. It was acknowledged that there was only a certain amount of money to distribute and the disbursements could become diluted resulting in some programs not getting off the ground at all. Ms. Robinson will put together a draft matrix with clear criteria, dollar amounts, objectives for the committee's review and then another meeting would be called. The measurable outcomes were requested in the original proposals. It was noted an RFP meeting was not convened for organizations to attend; however, the way the funding came in, there was no time to hold one. 6 Meeting Minutes Youth Violence Prevention Project Boynton Beach, Florida October 10, 2007 B. Criteria for funding approval- Jim Kidd A draft matrix will be provided to the committee for their use in making funding decisions. C. Current providers, programs and locations - Stacey Robinson Ms. Robinson had provided a list for the committee to review. D. Heritage Highwaymen Art program - Lisa Bright Ms. Bright advised the funding for the Highwaymen Art program was already in their budget. This activity would be used with the Heritage Fest Celebration. E. ClC and $20K in budget for substance abuse program - Stacey Robinson This item was discussed earlier in the meeting. IX. Member Comments Ms. Perry complimented Ms. Robinson on her performance. Ms. Robinson recommended finding an appropriate facility. Chair Rodriguez requested all future agendas should include an update from the Steering Committee, and include financial information on what was spent and was remaining. X. Adjournment There being no further business before the board, the meeting adjourned at 6:09 p.m. C CJu.-UUJ - fl:ic6 QJfVr1 Q/V\ Catherine Cher~-Guberman Recording Secretary 101807 7