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HomeMy WebLinkAboutMinutes Community Youth Development (78415) Program Steering Committee - 01/20/2000 f 14111° *11114 COMMUNITY YOUTH DEVELOPMENT STEERING COMMITTEE REGULAR MEETING THURSDAY, JANUARY 20, 2000, 5:30 P.M. CITY HALL BASEMENT TRAINING ROOM - 1201 LEOPARD STREET MEMBERS PRESENT ABSENT STAFF Jackie Martin Oscar Martinez Norma Hernandez Sylvia Martinez Richard Medina Janet Scott Linda Cavazos Reba George Belinda Cisneros Anita McFarland Adelle Ives Linda Villarreal CALL TO ORDER—The January 20, 2000 regular meeting of the Community Youth Development Steering Committee was called to order by Vice-Chair Janet Scott at 5:40 p.m. ROLL CALL: The recording secretary called roll and announced a quorum was present. APPROVAL OF THE MINUTES FOR THE NOVEMBER 18, 1999 AND DECEMBER 16, 1999 REGULAR MEETING: Vice-Chair Scott called for a motion approving as written the minutes for November 18, 1999 regular meeting. Ms. Martin moved and Mr. Medina seconded. The motion carried. Vice-Chair Scott called for a motion approving as written the minutes of December 16, 1999 regular meeting. Ms. Martin moved and Ms. McFarland seconded. The motion carried. ACTION ON ABSENT MEMBERS: Vice-Chair Scott announced no action would be taken on absences at this time since those members whose absences needed to be addressed were not present. Ms. Villarreal stated the bylaws of the Committee deal with this issue. Ms. Villarreal felt that at the next meeting, which will be the fourth absence for those members absent from today's meeting, the Committee should deal with this issue. DISCUSSION AND ACTION ON RFP POLICIES AND PROCEDURES FOR FY 2001 FUNDING YEAR: Sylvia Martinez, staff liaison, reported the Department of Protective and Regulatory Services has not notified the City of Corpus Christi of the timeline for RFP's for FY 2001. In the interim, staff will be fine-tuning the RFP process and forms. Ms. Martinez stated that a matrix has been set up to begin the process of revising what is already in place. Reba George, CYD Coordinator, distributed to the members present a RFP packet and an evaluation form of the RFP process. Ms. George recommended the members go over the evaluation forms to begin the review process. Discussion was heard on this topic. Staff stated the recommendations need to be worked into the process. Discussion was held on strict adherence to the guidelines. (Oscar Martinez arrived at 6:00 p.m.) Staff stated that certain sections of the form could be noted as important in order to insure they are filled in completely. It was suggested that the Budget section and the Program Narrative sections have a special notation of their importance. In addition, the consensus of the Committee was to make sure the forms were turned in on time with the correct number of copies attached. Staff interjected that financial forms may be requested and that could also be stated on the form. Staff felt that new proposals would SCA' NED ‘1110 *110 Community Youth Development Steering Committee Regular Meeting—January 13, 2000 Page 2 of 4 be those that would have financial forms requested, as existing programs have already submitted their financial forms during previous funding cycles, and that information could be provided in a timely manner. Ms. Villarreal agreed that financial forms and the narrative section should be required with the word, "must". Ms. Villarreal felt that a statement placed on the forms in the areas of the sections that are of utmost importance for consideration for funding should be made. Ms. Villarreal felt proposers should comply with this request or be dropped from consideration for funding. Ms. Martin felt that highlighting those required sections along with assistance from staff for new proposers who are not familiar with the process would be beneficial for the RFP process. Ms. Martin also felt that a simpler form could be used. At this point, staff presented a second RFP form for the Committee's consideration. Ms. Martin questioned whether proposers would feel this form was easier and questioned staff if the new form would be beneficial. Staff responded that the form was too simple and needed to be revised to request more information from the proposers. Mr. Medina felt that certain items from each form could be incorporated to make a better form. Ms. Martin asked if it were possible to ask staff to bring back a form combining the two forms, which she felt would be easier for the proposers to fill out. Staff agreed. Ms. Villarreal moved that Section 1. Program Narrative and Section 2. Financial Information be stressed as important, with wording stating this fact. She also moved that RFP's with the required information sections completed will be reviewed by staff for presentation to the Committee for consideration for funding. Ms. McFarland seconded and discussion followed. At this point, Ms. George went over the process she uses when processing each RFP and how each form is scrutinized. Ms. George also reported that once she has completed her process of reviewing the RFP, Ms. Martinez reviews her work. Discussion was heard on this topic. Ms. Martin requested to amend Ms. Villarreal's motion deleting Section C from the non-responsive offers. The amendment was accepted to delete Section C from the non-responsive offers. Vice-Chair Scott called for the question on the amended motion. A vote was taken and the motion carried. Staff informed the Committee they would bring the revised forms to next month's meeting. Vice-Chair Scott felt that was not necessary since the forms would be basically the same, except for the addition of emphasis on Sections A and B. Mr. Martinez requested staff to place a statement on the form regarding the rejection of RFP's by the fiscal agent and not the Committee. Mr. Martinez also questioned the term "direct funding" and whether the administrative costs of a program are to be included in an RFP. Staff responded that the fiscal agent needs the full amount that is earmarked for administrative costs. Vice-Chair Scott commented that the cost of using the City as fiscal agent is justified based on her observation of other cities' lack of fiscal agents and the direction their committees and programs have taken. Vice-chair Scott asked if a funding cap per program could be addressed. Staff requested the Committee refer to the matrix distributed to them. The Committee discussed placing a cap on funding and the types of programs that the Committee would like to see requesting funding. C:WNN E\WORD\CYD\M INUTES\012000.DOC Community Youth Development Steering Committee Regular Meeting—January 13, 2000 Page 3 of 4 (Belinda Cisneros left at 6:30 p.m.) Ms. Martin commented that placing a cap on funding requests could result in far fewer children being served. Vice-Chair Scott stated that the Committee could make a public statement concerning their preference for certain types of proposals. The Committee discussed this point. Staff stated that the evaluation forms would be discussed at next month's meeting. DIRECTOR'S REPORT: Staff distributed a Self-evaluation Report. Ms. Martinez stated that if members had any questions regarding this report to call either her or Ms. George. Ms. Martinez turned the floor over to a representative from one of the CYD funded programs. Veronica Trevino, representing Communities In Schools (CIS), was present to address the Committee. Ms. Trevino gave a brief presentation on Communities in Schools'programs funded by Community Youth Development and answered questions from Committee members. She then introduced Mr. Bill Hoelsher, Case Manager for CIS at South Park Middle School. Mr. Hoelsher gave a report on the Leos Club, an organization started at South Park Middle School as a youth offshoot of the Lions Club. He distributed a brochure regarding mentoring. CURRENT CONCERNS: None. HEAR FROM THE PUBLIC: Veronica Trevino, from Communities In Schools, invited the Committee members to attend the Leos Club meetings. Ms. Trevino also informed the Committee that the Lexington Elementary School site was starting a garden and invited members, after checking with staff, to visit any of the sites and participate in some of the activities. ADJOURNMENT: As there was no further business to discuss, Mr. Martinez moved to adjourn the regular meeting of the Community Youth Development Steering Committee. Ms. Villarreal seconded, and the motion carried. The meeting was adjourned at 7:40 p.m. SylAa F. Martinez Superintendent of Support Services Park and Recreation Department C:W NN E\WORD\C Y D\M IN UT ES\012000.DO C