I. CALL TO ORDER BOARD MEETING WEDNESDAY, SEPTEMBER 5, 2018 DIRECTLY FOLLOWING THE 3:30 PM FINANCE COMMITTEE MEETING JUVENILE WELFARE BOARD 14155 58TH STREET NORTH CONFERENCE ROOM 191 CLEARWATER, FL 33760 MINUTES Mr. Brian Aungst, Jr., Board Chair, called the meeting to order at 3:37 PM. He asked Dr. James Sewell to lead the Pledge of Allegiance followed by a moment of silence on the passing of former Florida Department of Children and Families Secretary, and State Representative, Mr. George Sheldon. Dr. Sewell offered brief comments eulogizing Mr. Sheldon. II. CONSENT ITEMS Attendee Name Title Status Brian Aungst, Jr. Board Chair Present Susan Rolston Board Vice Chair Present Rick Butler Board Secretary Present Bob Dillinger Public Defender Present Michael Grego Superintendent Present Bernie McCabe State Attorney Present Michael Mikurak Board Member Present James Millican Board Member Present Patrice Moore Sixth Judicial Court Judge Absent Karen Seel Pinellas County Commissioner Present James Sewell Board Member Present A. Approve Board Minutes for July 12, 2018 B. Accept Financial Report for July 2018 Mr. Aungst asked for a motion to approve the Consent Items. The Consent Items passed unanimously without questions or discussion. ACTION: Mr. Michael Mikurak moved to approve the Consent Items as presented; seconded by Division Chief James Millican. No further discussion, all in favor; motion carried. Juvenile Welfare Board of Pinellas County Page 1
Minutes Juvenile Welfare Board of Pinellas County September 5, 2018 III. ACTION ITEMS A. Ratify Finance Committee Recommendations from August 22, 2018 Mr. Bernie McCabe stated the three recommendations and called for a motion. 1. Approve Administrative Service Organization Request for Proposal (RFP) Award 2. Approve Capital / Non-Operating Request for Applications (RFA) for Release 3. Approve FY18 Budget Reallocation of Early Learning Coalition (ELC) to move $100,000 from VPK All Day to Subsidized Child Care Match There were no comments or questions. Commissioner Karen Seel arrived at 3:44 PM. ACTION: Dr. Sewell moved to Ratify the Finance Committee Recommendations from August 22, 2018; seconded by Mrs. Susan Rolston. No further discussion, all in favor; motion carried. B. Delegate Chief Executive Officer Annual Evaluation Authority to the Executive Committee Mr. Aungst reviewed the process for the Chief Executive Officer s (CEO) annual evaluation. He referred to a copy of the evaluation form and timeline [see attached]. He called Dr. Mary Grace Duffy, a consultant to JWB with Cambridge Hill Partners, Inc., to the podium to provide additional information. Dr. Duffy explained there are three parts to the evaluation: the CEO s self-evaluation, opened-ended questions, and scaled responses on relationships in alignment with the fiscal year. She announced the evaluation form would be sent to Board members on Friday, September 7, 2018. Dr. Duffy said the form is to be returned in electronic or hard copy format, and reminded the members the document must be signed. An Executive Committee meeting is scheduled for Monday, October 22, 2018 at 1:30 PM to review the responses to the evaluation with the CEO. The committee s recommendations will be presented at the regular Board meeting on Thursday, November 8, 2018. The Board commented on the improved evaluation process that is tied to goals and measurable outcomes. Mr. Aungst said the Board members have the opportunity to recommend changes to the form. There were no further comments or questions. ACTION: Dr. Sewell moved to Delegate the Chief Executive Officer Annual Evaluation Authority to the Executive Committee; seconded by Division Chief Millican. No further discussion, all in favor; motion carried. Prior to the Presentations portion of the meeting, Mr. Aungst reminded members of the audience to complete a public comment card if they wished to speak during the Open Agenda. Juvenile Welfare Board of Pinellas County Page 2
Minutes Juvenile Welfare Board of Pinellas County September 5, 2018 IV. PRESENTATIONS A. Strategic Plan 3 rd Quarter Status Update Ms. Lynda Leedy, Chief Administrative Officer Ms. Lynda Leedy, Chief Administrative Officer, announced the two presentations listed on the agenda were combined. Ms. Leedy began with an overview on how staff is monitoring progress on reaching the goals of JWB s Strategic Plan 2017-2020. Three key activities include participation in initiatives, monitoring program performance, and accounting of expenditures. She referenced the Mid- Year Performance Report [see attached]. Board members commented that funded agency performance improvement is not apparent in the performance report. They requested color-coding the performance report with red, yellow, and green to indicate improvement or the need for further monitoring. The discussion continued with specific questions to explain the data in the performance review. The Board members requested comparative and progressive details over the past and current fiscal years. Mr. Rick Butler asked about assessment of the summer programs. Ms. Judith Warren, Chief Operating Officer, referred Mr. Butler to Information Item VI.B. Summer Programming 2018. Ms. Warren said she would provide detailed summer programming information at an upcoming Board meeting. Ms. Leedy, Ms. Warren, and Mr. Brian Jaruszewski, Chief Financial Officer, continued the presentation by reviewing progress on reaching the goals of the strategic plan and trainings offered within the community. The Board requested a more immediate response to a question on how JWB can help overwhelmed single mothers with special needs children. Dr. Marcie Biddleman responded by explaining the work of the Children s Mental Health Initiative that is launching to better connect existing mental health services for children and families. During the review of Strengthening Community focus area, Dr. Biddleman explained the efforts, over time, to license the Neighborhood Family Centers (NFC) through the Pinellas County Licensing Board. Ms. Colleen Flynn, JWB s legal counsel, added that there are recent legislative changes to the Florida licensing regulations that may affect the NFCs. Board members asked if there were plans to open additional NFCs in South St. Petersburg, Gulfport, and near the beaches. Mr. Butler expressed his concern about the demands of licensure. He offered to provide the Pinellas County Licensing guidelines for the Board to review. Mr. Jaruszewski asked if there were any additional questions or comments. Mrs. Susan Rolston requested the performance report include a cost per child at each NFC. There were additional specific questions pertaining to several funded-agency programs. Juvenile Welfare Board of Pinellas County Page 3
Minutes Juvenile Welfare Board of Pinellas County September 5, 2018 The Board restated their preference to code the Mid-Year Performance Report with red, yellow, and green to indicate where programs stand on total service levels and lapse. Dr. Biddleman suggested possibly adding a watch list for agencies coded with red or yellow. Board members also requested the information in an Excel spreadsheet. B. Mid-Year Performance Report This Presentation was combined with Item IV.A. Strategic Plan 3 rd Quarter Status Update. V. CHIEF EXECUTIVE OFFICER S REPORT Dr. Biddleman introduced four people recently honored by the National Campaign for Grade- Level Reading for their outstanding contributions and local work on the Pinellas County Early Readers, Future Leaders Campaign for Grade-Level Reading. Ms. Donna Sicilian, Executive Director of Student Services, Pinellas County Schools was recognized for her work on the Every Day Counts Attendance Campaign. Ms. Katrina Welch, Program Manager, Healthy Families, Department of Health, was recognized for developing the Read While You Wait program for Women, Infants, and Children (WIC), and medical offices. Ms. Gail Ramsdell, Specialist in Early Childhood Education, Pinellas County Schools, was recognized for her contributions to the Kindergarten Counts Program. Ms. Erica McCaleb, Countywide Services Coordinator, Pinellas Public Library Cooperative, was recognized for linking seven public libraries to the BreakSpots, in order to add literacy programs to the summer lunch program. She also worked to create the 3 for ME program in all Pinellas County libraries in order for children to borrow three library books without a parent signature and without any fees or fines for overdue materials. Pinellas County was also recognized as a Bright Spot within the National Campaign for Grade-Level Reading. Ms. April Putzulu, Strategic Communications Manager, was recognized for her efforts on the overall initiative. Ms. Lariana Forsythe, Chief Executive Officer, Community Action Stops Abuse (CASA) was introduced as the Tampa Bay Business Journal CEO of the Year. Dr. Biddleman continued to report on various activities including the faith-based symposium on youth mental health and the church, the faith-based mini-grants, and the literacy work group. Dr. Biddleman announced JWB was nationally recognized for the Faces of our Future, the FY17 annual report video. JWB received a Silver Telly Award for Overall Government and Nonprofits. Ms. Gayle Kellon Christensen, Multimedia Producer, received two Telly Awards: a Silver for Voice Over, and a Bronze for Editing. Ms. Christensen came to the podium and thanked the Board members and staff for their contributions. Juvenile Welfare Board of Pinellas County Page 4
Minutes Juvenile Welfare Board of Pinellas County September 5, 2018 Dr. Michael Grego questioned the work of the literacy initiative and asked if the group planned to work in other areas of the county in addition to South St. Petersburg. He recommended participants from Belleair and Oldsmar be invited to join the planning group. Dr. Biddleman said the group planned to begin in South St. Petersburg, and intended to branch out to other areas of the county. VI. INFORMATION ITEMS Mr. Aungst asked if there were any requests from the Board to discuss the Information Items. There were no requests. VII. OPEN AGENDA Ms. Flynn announced there were several speakers who wished to address the Board and the following individuals provided their comments on the Faith-Based Literacy Program. Mr. Preston DH Leonard, I.M.A. Ms. Deborah D. Figgs-Sanders Pastor Clarence Williams Mr. Art O Hara, Executive Director, R Club Child Care, Inc., spoke on the After School Program and NFCs Ms. Renee Flowers, Pinellas School Board Member Mr. Aungst began with his personal response to the public comments. He said JWB did its best to respond to an emergency at the James B. Sanderlin Center to maintain services for children and allow the staff to continue employment. He said Mr. Art O Hara, Executive Director, R Club Child Care, Inc., wrote a letter on August 30, 2018 to express R Club s intent in administering Sanderlin s faithbased literacy program. This was after Dr. Biddleman contacted the YMCA of St. Petersburg to request they continue the program until the end of FY18. Due to the urgency to continue the program for the children, there was no time to meet with the R Club s board. Dr. Biddleman outlined the technical assistance provided at the Sanderlin Center during the transition of the faith-based program. The Board asked if JWB was in a position for the YMCA of St. Petersburg to continue with the faithbased literacy program in FY19. Dr. Biddleman said the YMCA was prepared and a contract was executed. Ms. Flynn explained the 24-hour cancellation without cause clause in JWB s funded-agency contracts. The Board asked if the YMCA reported to JWB on the meeting they planned to schedule with the Sanderlin community. It was indicated that the YMCA met with four of eight churches. Members requested the YMCA to report to the Board on the results of the meetings. The Board discussed the differences among three types of solicitations: a Request for Proposal (RFP), an Invitation to Negotiate (ITN), and Sole Source Procurement. Juvenile Welfare Board of Pinellas County Page 5
Minutes Juvenile Welfare Board of Pinellas County September 5, 2018 Mr. August asked Ms. Flynn if the Board was permitted to make motions during the Open Agenda. She said the Board was permitted to make a motion to direct staff. Mr. Mikurak reiterated the importance of listening to the community. The discussion about solicitations continued. Mrs. Rolston stated she was in favor of the ITN. Mr. Aungst asked for a motion. ACTION: Mrs. Rolston moved to direct staff to prepare an ITN for faith-based literacy services for the October 11, 2018 regular Board Meeting; seconded by Commissioner Karen Seel. No further discussion, all in favor; motion carried. There was no additional discussion. Mr. Aungst directed Mr. Jaruszewski and staff to prepare an ITN for faith-based literacy services for the October 11, 2018 regular Board meeting. Mr. Aungst reminded the Board of the Final TRIM Hearing on Tuesday, September 18, 2018 at 5:15 PM. Mr. Rick Butler announced staff anniversaries. Mr. Aungst announced that Governor Rick Scott appointed Ms. Rebecca Kapusta as the Interim Secretary for the Department of Children and Families, and Mr. Tim Niermann as the Interim Secretary for the Department of Juvenile Justice. He then announced the First TRIM Hearing would begin within five minutes. VIII. ADJOURN Mr. Aungst moved for adjournment at 5:48 PM. No further discussion, all in favor; motion carried. Minutes Submitted by: Rick Butler Board Secretary 10/11/18 Juvenile Welfare Board of Pinellas County Page 6