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HomeMy WebLinkAbout07211997 City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHQNE (561) 589-5330 r~ FAX (561) 589-5570 MINUTES SEBASTIAN CITY COUNCIL BUDGET WORKSHOP MONDAY, JULY 21, 1997 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor Barnes called the Budget Workshop to order at 7:00 p.m. 2. RQLL (2ALL Ci_ty Council Present: Mayor Walter Barnes Vice Mayor Richard Taracka Mrs. Louise Cartwright Mr. Larry Paul Mrs. Ruth Sullivan Staff Present: City Manager, Thomas Frame City Clerk, Kathryn O'Halloran Interim Finance Director, Janet Isman Public Works Director, Pat Brennan City Engineer, Martha Campbell Chief of Police, Randy White Lieutenant Scott Sherbrook Human Resources Director, Phil Bowers Golf Course Manager, Pat Cerjan Administrative Assistant, Kathy Nappi Deputy City Clerk, Sally Maio VOLUNTEER ACTION CENTER REQUEST FOR FUNDING To SUPPORT VISIONS FOR INDIAN RIVER COUNTY PROGRAM SUBMITfED TO CITY OF SEBASTIAN TABLE OF CONTENTS Request for Funding Appendix I -- Policies and Procedures Certification Appendix II -Volunteer Action Center Board of Directors Appendix IIi -Volunteer Action Center Staff Appendix IV-Volunteer Action Center Financial Information Appendix V-Volunteer Action Center Tax Return (Form 990) Volunteer Action Center Letter of Determination and Federal ID Number Indicating Non-Profit Status Volunteer Action Center State of Florida/Chapter 4396, ES., Solicitation of Contributions Act Letter Volunteer Action Center Audit Report ' AGENCY REQUEST FOR FUNDING FROM CITY OF SEBASTIAN -- FISCAL YEAh 1997/98 Agency: Contact Person(s): Volunteer Action Center Jeff Meyer VISIONS for Indian River County c/o Volunteer Action Center RO. Box 643038 Vero Beach, FL 32964 (561) 778-4100 Amount Requested: $1,000.00 I ce~ify that information contained in this application accurately reflects the activities of this agency and that the expenditures or portions therof for which County Funds are being requested are not reimbursed by any other source. Sig~nature [J d~) Print Name/Title ~_~)3r 14 Program(s) for which funding is requested: VISIONS for Indian River County. VISIONS is an acronym forValuable Input from Society to Implement and Organize New Solutions. VISIONS involves people from diverse areas of the county who share their ideas and set priorities for improving the quality of life for the years ahead. Objectives of VISIONS for Indian River County Program I. Continue the community-wide visioning process that was established byVision Workshop - Focus on the Future, in October 1992. Establish a system by which the VISIONS Process will evolve. Within that system, include a mechanism to ensure that the process is ongoing and monitor the quality and measure the effectiveness oftheVISIONS Process. Generate and maintain a high level of awareness among Indian River County residents regarding program successes, community responsibilities and roles in community improve- ment initiatives, and ongoing progress of programs that are initiated as a result of the VISIONS Process. 4. Support action groups formed as a result of input gathered through the VISIONS Process. a. How do these programs differ from similar ones provided in the community? How do the programs complement those offered by other agencies? TheVAC was founded in January 1993 by the Junior League of Indian River as a result of the 1992 community needs assessment conducted by the united Way. The survey results indicat- ed a desire and need to focus on the recruitment, training and referral of volunteers to agen- cies throughout the counW. The VAC is unique in that our clients are the individual volunteers and the agencies which they serve. We are the conduit between the two, matching volunteer interest with agency needs. Without the help of volunteers, many services provided by agen- cies and organizations would not be possible. The Youth Volunteer Corps (YVC) became part oftheVAC in April 1995 for the purpose of coordinating youth volunteer projects and activities in Indian River County. Every YVC project focuses on true identified needs within Indian River County. Since April of 1995, the YVC has contributed over 27,000 hours helping 104 agencies involving 1,974 of our county's youth. The programs currently operated by the Volunteer Action Center are targeting children I I - 18 and adults of all ages in Indian River County. The Center works with Juvenile justice District 15 and the County Court System to engage first-time offenders in community work. The VAC has three program focus areas: Recruitment and Referral of Volunteers. To date, more than 240 agencies and organizations have registered their needs with the VAC. Additionally, over 2,000 volunteers are in our database. Eight months into our current fiscal year, 2,072 volunteer opportunities have been filled for 129 non-profit organizations. Education and Training/Training Workshops. Workshops are offered to the stalE, board members and volunteers of non-profit organizations. A Civic Leadership Program (CLP) is given annual- ly. Upon graduation, alumni are placed into community service. Forty alumni are serving more than 30 noniprofit boards. In collaboration with the School District we facilitate Service Learning Classes to high school students and fi~h graders. Coordination of Resources &inforrnotion. A resource library is housed at the VAC to serve non-profit groups. The Library offers information pertinent to non-profit organizations. A Holiday Needs Directory is distributed annuall)~ It highlights the non-profits' volunteer and material item needs. During the 1996 holiday season, all volunteer requests were met in indian River County. Eighteen community organizations requested specific items and all of the agencies received items as a result of the Wish List. The VAC collaborates with over 240 agencies to provide quality volunteers to aid them in providing services to accomplish the goals of their organization. The results from the bi-annu- al agency evaluations reveal that in the first two quarters of our fiscal year, 109 agencies were served filling 1,478 volunteer placements. Six agencies (less than 5%) reported that 19 volun- teers were ineffective (less than 2%). Thus, 1,459 volunteer placements effectively performed service. b. Please describe the staffing requirements of these programs. Be specific in indicating the number of paid professional positions and paid support staff positions. Paid staff required for the above described programs includes one full-time executive director and administrative assistant. YVC will be staffed with a part-time (summer only) team leader and full-time program director in fiscal year 1997. VISIONS is organized and administered as a 100% volunteer effort. The VISIONS for Indian River County Steering Committee was initiated by the Indian River County Civic Leadership Program (CLP) alumni - class of 1996. All CLP alumni and 1996-97 CLP participants have been invited to participate in Steering Committee activity. Additionally, the original group of community leaders that organized the 1992 initiative,Vision Workshop - Focus on the Future, were invited to join the CLP alumni in this resurrection of the program which they originally implemented. The CLP is aVAC sponsored program. c. Do these programs utilize volunteers? If yes, please briefly describe. A Steering Committee has been formed to establish a VISIONS Process system for the col- lection of community input, communicating goals, establishing tactics to accomplish the goals, identifying and recognizing community leaders, organizing community activists, monitoring progress of goal achievement and measuring/communicating results. The VISIONS Steering Committee is sponsored by the Volunteer Action Center (VAC) of Indian River County and is made up of a relatively diverse cross-section of the county popula- tion. The Steering Committee is actively recruiting involvement from the north county and Gilford area - locales and population demographics that have a light representation on the Steering Committee. Although the Steering Committee encourages full community support for the VISIONS Process, they discourage active political candidates and those holding public office from taking a position on the Steering Committee. The VISIONS Process is not meant to provide a forum for political debate and will not provide a springboard for political gain, but rather a format for residents to effect positive change in their community. The CLP, also aVAC-sponsored program, will provide the VISIONS for Indian River County Steering Committee with built-in recruits for Steering Committee positions in the years ahead. It is the job of the current Steering Committee to inspire community-wide involve- ment - taking care to ensure that a diverse population profile is properly represented in the planning and implementation phases of the VISIONS Process. I. DESCRIPTION OFWHAT COUNTYWIDE PURPOSE FLJNDS WILL BE USED FOR (NARRATIVE FORM) Agency: Volunteer Action Center Submitted by: Jeff Meyer The primary objective of the VISIONS program is to establish and implement a VISION Process with a mechanism for continuous improvement and ongoing implementation. In order to accomplish the goal, a sum of $32,200 has been budgeted for fiscal year 1997~98. We are requesting the amount of $ 1,000 from the City of Sebastian - approximately three percent of the total cost to initiate the program. Financial support is necessary to hire a professional visioning coordinator. A sum of $10,700 is budgeted for this expense. The coordinator would train facilitators, facilitate VISIONS work- shop, and with the assistance of the VISIONS steering committee, draft a final report. In addition to hiring a professional coordinator, meeting equipment and supplies are estimated at a cost of $10,750. This amount includes flip charts, easels, felt-tip pens, refreshments, and printing of hand-outs for both the VISION input sessions and the workshop and printing final reports that will be distributed to program participants, municipalities, county staff and elected officials, non-profit agencies and libraries. Building a communication network within the community will be paramount to the success of the VISIONS program. A budget of $10,750 has been estimated to cover the cost of printing letterhead, envelopes, mailing labels, newspaper inserts, poster boards for display in public buildings to recruit action group participants and advertising placements. Communication efforts would support town hall meetings/workshop participation and facilitator recruitment, mailing and printing expenses associated with ongoing communications between committee members (i,e. meeting minutes, agendas, correspondence), communicate input to the commu- nity, announce formation of action groups and recruit action group participants. a. What is the agency's mission? VAC Mission The VAC of Indian River County, Inc, operating as part of a national network, serves as the local advocate and coordinating center for voluntary action, mobilizing people and resources to better our community. VISIONS Program Mission Through the coordination of community-wide resources and the dedication of inspired indi- viduals,VISiONS for Indian River County will guide the community toward the path that will help them to realize their vision for the future, And during the course of fulfilling the vision, recognizing that a vision is evolutionary by nature, so will the paths and processes change - as ideas become realities and the need to continually improve remains constant b. Does your Board of Directors set the policies for your agency? c. Is there a quorum requirement for Board members attendance at your agency Board meetings? Please specify? Yes. Action items can not be voted on unless a maiority of the B.O.D. are in attendance. For budget approval and by-law changes, 2/3 of the board must approve, d. Please explain the rotating volunteer structure of your Board members and officers. A board member is elected to a three year term unless he/she is filling a term by a member who resigned before completing their term. The Executive Committee consists of the Chairman,MR Planning, MR Program Development, Secretary, and Treasurer. The Executive Director is in attendance as an Ex-Oflqcio. The Executive Committee is nominated and elect- ed annually by the Board. e. Briefly list any certifications and/or accreditation obtained by your agency. Policies and Procedures Certifications from The Florida Commission on Community Service. (See a~'Cached Appendix I.) II. BOARD OF DIRECTORS (See attached Appendix 11.) III. FINANCES a. Does your Board approve the annual budget and review regular financial reports of the operating budget and capital funds? How often is this review conducted? The Board approves the annual budget once a year. But they review financial reports on operating budget and capital funds monthly at board meetings. b. Does any outside organization (such as a governmental unit) conduct periodic evalua- tions of the agency's finances, management or programs? Yes. Junior League of Indian River County, All State Foundation, and United Way of Indian River County. c. Are there pending legal actions, claims, or disputes against your agency? If yes, please explain. No. d. Check your Financial Year (agency's fiscal year) you are using for this budget report. X July I-June 30 January I-December 31 __Other IV. COMMUNITY RELATIONS a. Please write a 25 word description of your agency and programs/services. The Volunteer Action Center programs include Youth Volunteer Corps, Education and Training, Recruitment and Referral of Volunteers, Civic Leadership Program and VISIONS for Indian River Count)~ V. SALARIES (See attached Appendix III.) VI. FINANCIALS (See attached Appendix IV.) 3. 1997/1998 Fy BUDGET A. STAFF PRESENTATION i. Opening Comments - Ci[y Manager DATE: TO: FROM: City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 a FAX (561) 589-5570 July 21, 1997 MEMORANDUM Mayor Barnes and City Council Members, City Manager Kathryn M. O'Halloran ~. (~), 4 City Clerk Tuesday, July 22, 1997 Budget Workshop Councilmember Larry Paul has advised this office that he will be unable to attend the Tuesday, July 22, 1997 · Budget Workshop and is requesting an excused absence. sam City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589-5570 AGENDA SEBASTIAN CITY COUNCIL BUDGET WORKSHOP MONDAY, JULY 21, 1997 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA No public input is allowed at a workshop, unless provided in the meeting call (in accordance with R-95-33) 1. CALL TO ORDER 2. ROLL CALL 3. 1997/1998 FY BUDGET A. STAFF PRESENTATION i. Opening Comments - City Manager ii. Overview of Budget. Finance Director iii. Detail Operating Budget Review B. COUNCIL COMMENTS/DIRECTIONS C. CAPITAL BUDGET REVIEW D. CLOSING COMMENTS 4. ADJOURN AN~ PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL WITH RESPECT TO MATTER CONSIDERED AT THIS MEETING (OR HEARING) W1ZcL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBAT1M RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TEST~tONYAND EVIDENCE UPON WHICH THE APPFAL IS TO BE HEARD. (286. O105 IN COMPLIANCE WITH THE AMERICANS W1TH DISABII277F~ ACT (ADA), ANYONE WHO NF__~DS A SPECIAL ACCOMMODATION FOR THIS MF..ETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING.