APPROVED MINUTES
Volusia ECHO Advisory Board Meeting
April 10, 2002
County Council Chambers 
DeLand, FL

Visitors (signed in)
Lynne Plaskett, City of Edgewater
Lucy Heath, Bethune Cookman College
Mary Virginia, Museum of Arts & Sciences

Call To Order, Introductory Remarks, Roll Call:

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

Approval of Minutes

Mr. Libby asked for a motion to approve the minutes of the February 13, 2002 meeting.

Motion by Mr. Wiles, seconded by Ms. Hagstrom. Motion passed unanimously.

Staff Report

May 2, 2002 County Council Agenda Item – The board requested that a time certain be assigned to the agenda item.

Letters to Applicants – Ms. Hodge stated that letters regarding the recommended awards, the up coming Council approval, and surveys were sent to the applicants.

Annual Goal Setting/Election dates – Ms. Hodge stated that officer elections needed to be discussed as well as a date for the annul goal setting session. The board stated that they would like to discuss these issues after the County Council reviews the winning applicants at the May 2, 2002 meeting.

ECHO Funds – Mr. Gummey stated that there had been some questions about the inclusion of the expenditure for the CRA’s – the tax increment financing established by 6 or 7 municipalities that have them. It is a required expenditure out of the ECHO fund; these funds are collected just as they are out of the County’s general fund and other taxing entities.

Old Business

Mr. Libby stated that he had been invited to go to the Beach Advisory Board meeting as a citizen and not a representative of the ECHO board and that he now has a better understanding of the reasoning behind their thinking regarding ocean front parks. Mr. Libby also stated that the newspaper article proved how careful and scrupulous they, as board members, have to be when they are at a meeting with the press.

New Business

Preliminary Application Topics of Concern
Mr. Libby stated that he would like the board to express their comments/concerns regarding the application/scoring process so that they could get a list together for discussion. Mr. Libby also stated that he felt it was important to seek input and direction from the County Council.

Mr. Matousek – Lease document too long and cumbersome and wondered if staff should review the lease documents prior to the board.
Mr. Gummey stated that maybe a form could be made up and filled in so that the lease would be easier to read.
Mr. Matousek – Double sided copies – the board agreed to make that a requirement.
Mr. Matousek – He saw no reason to have a minimum score of 20.
Mr. Matousek – Why 20 copies – Ms. Hodge stated that is the number needed for County Council, staff, board and public.
Ms. Hargreaves – Format Change – Applicants should add topics or categories at top of page and number pages.
Ms. Hargreaves – What constitutes eligibility or non-eligibility? For example: 10 year operating budget not in some winning packets. Budget guidelines for applicants. Ineligible costs for ECHO dollars.
Ms. Hagstrom – Asked that copies of winning grants be given out. Mr. Libby suggested that maybe a sub-committee could be formed this summer to create a master grant to be used as an example.
Ms. Hagstrom – Need to stick to standards of match and in-kind.
Ms. Hagstrom – Impact and need for the project should be explained
Mr. Schleicher – Stated that he thought that making the application easier would do a dis-service to the board as well as the applicant.
Mr. Schleicher – Would like to know more about project team and staff.
Mr. Wiles – Eligible match i.e. sidewalks, signs, engineering fees (soft costs) etc., but not ECHO funds.
Mr. Wiles – More cash match in hand.
Mr. Wiles – Bank statements for cash match.
Mr. Libby – Asked the board if they should require applicants to have new cash in the bank for match? Mr. Libby suggested 25%?
Mr. Libby – The number of applications should be limited.
Mr. Libby – Would like applicants to be sworn in before they answer questions.
Mr. Gummey - He did not feel that swearing in would be necessary, but that the signature page could have a representation clause. (Staff checked and the application certification form has appropriate clause.)
Mr. Libby – Stated that he would like to know who owns the property.
Ms. Hargreaves – Wanted to make sure that construction was done environmentally friendly.
Ms. Hagstrom – Budget Projections just 6 years. (Ten is not a realistic view.)
Mr. Matousek – Would like more info on the multi-phase projects.
Mr. Matousek – Maximum and minimum cap issue.
Mr. Libby – No playground equipment, refrigerators or stoves. Mr. Libby suggested that playground equipment be used as match.
Mr. Libby – Non-mortgage value of land. Applicants may match only with unencumbered value of real property. (Property value $150,000 – 75,000 owed = $75,000 match)

Public Participation

Lynn Plaskett, City of Edgewater – Suggested that the forms be shortened and number the forms. Give applicants an opportunity to give a 3-minute presentation to the board then answer questions. Scoring at home and then changing scores at the ranking is a concern. Voting in the same order may change the score of another person. Mr. Libby asked her to put her suggestions in writing and submit them to staff.

Mary Virginia, Museum of Arts & Sciences – Allowing organizations to sell themselves in a presentation was not appropriate - need to limit presentation to the project itself. Posting applications on the web. Having need for project shown and project impact.

Adjournment – 5:15pm

Mr. Libby adjourned meeting, no motion made.

Next Scheduled Meeting: 
Wednesday, June 12, 2002 at 3:00 p.m., County Council Chambers, Thomas C. Kelly Administration Center, 123 W. Indiana Avenue, DeLand, 2^nd floor.

Margaret Hodge, Program Manager – ext. 2009 
Ruby Barnett, Program Assistant - ext. 2004

ECHO Telephone Numbers
(386) 239-7756 (DB)
(386) 423-3367 (NSB)
(386) 740-5210 (DeLand)
ECHO Fax Number - (386) 822-5727

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