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HomeMy WebLinkAboutMinutes Community Youth Development (78415) Program Steering Committee - 02/18/1999 44.0 COMMUNITY YOUTH DEVELOPMENT STEERING COMMITTEE REGULAR MEETING THURSDAY, FEBRUARY 18, 1999 - 5:30 P.M. CITY HALL COMMITTEE ROOM - 1201 LEOPARD STREET MEMBERS PRESENT MEMBERS ABSENT STAFF Daniel Davila Eloisa Garcia Christina Davila Sylvia Martinez Norma Hernandez Oscar Martinez Jim Hietpas Reba George Richard Medina Tem Salas Jackie Martin Addle Ives Janet Scott Belinda Cisneros Linda Cavazos Linda Villarreal Anita McFarland Lupita Garcia CALL TO ORDER: The regular meeting of the Community Youth Development Steering Committee was called to order by Chair Norma Hernandez on Thursday, February 18,1999 at 5:40 p.m. in the Committee Room of City Hall. ROLL CALL: The recording secretary called roll and announced a quorum was not present. APPROVAL OF THE MINUTES: The minutes of the regular meeting of January 21 and the special called meeting of February 2, 1999 could not be approved by the Committee as a quorum was not present. ACTION ON ABSENT MEMBERS: As a quorum was not present, no action was taken on absences. DISCUSSION AND ACTION ON EVALUATION PROCEDURES: Reba George, staff liaison, gave an overview of the discussion held at the training Committee members participated in held at Del Mar College. Dr. Stephen Ondrejas conducted the training. The Committee was given a handout on what was covered at the training. Discussion was heard from the members on what they brought back from the training. Discussion was also heard on how the training would benefit this year's RFP process in comparison to last year's RFP process. (Oscar Martinez arrived at 5:50 p.m.) Sylvia Martinez, staff liaison, questioned the Committee whether they would be using the same RFP process as last year. The consensus of the Committee members present was to continue the same process set up for the next RFP process. Staff recommended that the proposals be broken down into groups in order to ask question of the organizations. (Terri Salas and Belinda Cisneros arrived at 5:56 p.m. At that time, the recording secretary reported that a quorum was now present.) Committee members felt that the regular meetings in March and April would be to discuss the proposals with voting at the regular meeting in May. Janet Scott questioned whether members could contact the subcontractors. Ms. Scott also requested guidelines. Based on this request, staff will be compiling a list of these issues along with a copy of the City of Corpus Christi's confidentiality policy to assist in dealing with proposers. Ms. Martinez informed the Committee that there is a statewide CYD training being held in Austin with the Texas Department of Protective and Regulatory Services. Ms. Martinez stated she would report back C:\ADELLE'S DOCS\CYD\MtNUTES\1999\99MAR25.DOC SCANNED vow, Nee Community Youth Development Steering Committee February 18, 1999— Regular Meeting Page 2 to the Committee on the response from the State office regarding conflict of interest and other questions raised by the Committee at the next committee meeting. (Daniel Davila arrived at 5:59 p.m.) Discussion was held by the Committee to use an independent evaluator for the proposals. A consensus of the Committee felt that hiring an evaluator would be costly and not feasible. The consensus of the Committee was to wait to fill out the evaluation sheets in the RFP packets until after the proposers had an opportunity to answer questions posed by the Committee regarding their proposals. Janet Scott moved that guidelines be formulated as part of the RFP process. Linda Villarreal seconded and the motion carried. (At this point, Chair Hernandez reverted to the action items tabled due to lack of a quorum.) APPROVAL OF THE MINUTES: Chair Hernandez called for approval of the minutes of the January 21, 1999 regular meeting of the Community Youth Development Steering Committee. Janet Scott moved to accept the minutes of the January 21' meeting. Oscar Martinez seconded and the motion carried. Chair Hernandez called for the approval of the minutes of the February 2, 1999 special-called meeting of the Community Youth Development Steering Committee. Richard Medina called for a correction that reflected that Tern Salas was not in attendance at the meeting. Janet Scott moved to accept the February 2"d meeting minutes as corrected. Linda Villarreal seconded and the motion carried. ACTION ON ABSENT MEMBERS: Chair Hernandez stated she was absent from the regular meeting on February 18th due to illness. Linda Villarreal reported she was out of town on business for the February 18th meeting. Tern Salas stated she was unable to attend due to work. Janet Scott moved to excuse Norma Hernandez's absence. Oscar Martinez seconded and the motion carried. Janet Scott moved to excuse Terri Salas' absence. Oscar Martinez seconded and the motion carried. Janet Scott moved to excuse Linda Villarreal's absence. Oscar Martinez seconded and the motion carried. (At this point, Chair Hernandez reverted to the original order of business.) DISCUSSION ON PROPOSALS FOR FY 2000: Reba George, staff liaison, gave each member a packet of proposals for their consideration and review to be discussed at the March meeting. Staff reminded the members to make sure and bring the packets for the March meeting, as no additional copies would be provided. Oscar Martinez requested that a calendar be put together for the members to better coordinate the RFP process and meeting into their schedules. Discussion was held on whether to hold the regular meeting in March as it was to occur during spring break. Linda Villarreal moved C:\ADELLE'S DOCS\CYD\M[NUTES\1999\99MAR25.DOC 1 • • 411110 410 Community Youth Development Steering Committee February 18, 1999— Regular Meeting Page 3 to cancel the March 18th regular meeting due to spring break and call a special meeting on March 23nd. Janet Scott seconded. After discussion was heard regarding this motion, Ms. Villarreal amended her motion to change the special called meeting date from March 23rd to March 25t. Janet Scott seconded and the motion carried. Staff requested members to review the first batch of proposals and bring their questions to staff before the special-called meeting in March. DISCUSSION AND ACTION ON CCISD-ROPES COURSE'S REQUEST: Ms. Martinez gave members a copy of correspondence from South Park Middle School with an attached invoice. Ms. Martinez recommended the Committee approve payment of this invoice through the use of funds originally allocated for personnel salaries. Ms. Martinez commented the invoice, which was submitted for payment last year, was for wear and tear of the course. Ms. Martinez recommended the invoice be paid in order to continue the program. Chair Hernandez called for a motion. Oscar Martinez moved that $604.00 be transferred from the CYD Program Coordinator's salary budget to CCISD budget to pay this invoice. Daniel Davila seconded and the motion carried. The recording secretary noted that Richard Medina, Tem Salas, Eloisa Garcia and Belinda Cisneros abstained from voting. YOUTH ADVISORY SUBCOMMITTEE REPORT: Ms. Martinez reported that since she would be unable to attend tonight's meeting, Jackie Martin had requested this item be tabled until the March meeting. DIRECTOR'S REPORT: Ms. Martinez reported to the Committee that Reba George was hired as the Program Coordinator. Ms. Martinez also reported on the response from TDPRS regarding the 76106 CYD Committee's letter on serving 17-year-olds who turn 18 during the program year. Ms. Martinez stated that clarification was received from TDPRS regarding this issue. She commented the State's policy on this matter is that a participant can continue in the program even through they reach the age of 18 during the contract year and upon completion of that contract year would no longer be able to participate. CURRENT CONCERNS: Chair Hernandez requested from staff a status update on the Weed and Seed program and whether it was to become part of the CYD program. Staff responded that all the groups would be working under the same division of the City, but the Weed and Seed program and the CYD program would be considered separate entities. The City of Corpus Christi is trying to consolidate administration of these two programs along with the Commission on Children and Youth. Ms. Martinez stated the Weed and Seed Program was now under the administration of the Park and Recreation Department. Ms. Martinez felt this cooperative effort would bring more information regarding the Comprehensive Strategy to both Weed and Seed and the CYD program. Ms. Martinez informed the Committee of the Y.O.U. presentation compiled by Dr. Phil Rhoades, Texas A&M University professor, who is working on the Data Collection Work Group of the Comprehensive Strategy. Ms. Martinez stated Dr. Rhoades would be making a formal presentation of the Y.O.U. program to the Committee at the April 15th regular meeting. C:\ADELLE'S DOCS\CYD\MINUTES\I 999\99MAR25.DOC *140 Community Youth Developmmit Steering Committee February 18, 1999— Regular Meeting Page 4 Janet Scott requested more current figures on the status of subcontractor reimbursement requests. Staff commented that due to the accounting software conversion process, reimbursement information was current. HEAR FROM THE PUBLIC: Diane Sepulveda, Communities In Schools representative, made a comment regarding partial funding with respect to the RFP process. Ms. Sepulveda made a statement regarding the proposal submitted by her organization. Ms. Sepulveda commented she was glad to hear that issues regarding conflicts of interest were to be discussed. ADJOURNMENT: As there was no further business, Chair Hernandez called for adjournment. Janet Scott moved for adjournment. Oscar Martinez seconded and the motion carried. The meeting adjourned at 6:59 p.m. SY•13a F. Martinez Superintendent of Support Services Park & Recreation Department C:IADELLE'S DOCS\CYD\MINUTES\1999\99MAR25.DOC