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06-15-18 CARAC Minutes-Approved 06-26-18IN ATTENDANCE: Chairperson Grant Hill Bob Burch Beverly Norman Paula O'Bannon 1. Call to Order: MINUTES CONTRIBUTION WORKSHOP June 15, 2018 CITY HALL, 800 SEMINOLE ROAD Liaison Timmy Johnson Recording Secretary Della Giovanni Absent: Dawn Pope Pam White Grant Healy called the meeting to order at 11:02 a.m. Grant called the roll and noted that a quorum was present. 2. Courtesy of the Floor to Visitors Grant made recognition to visitors on the floor: Brandy Beeler — ABE After School Program 3. Contribution Guidelines- Marina Kaplan led the workshop A. Reviewer Instructions- Marina Kaplan went over the Instructions for the Committee as they review each application emphasizing 200 total points maximum; suggested rubric formula for scoring; comments very critical in process; explained difference of Box A vs Box B. B. Review & Score Package- Marina continued by suggesting the Committee decide on per person cost and discussed status with the schools procedures; deadline to get scores for Box A to Recreation Department; Special Called meeting required to view scores and decide on a short list; reviewed time line on page 6 of package. i. Grant Healy asked for clarification for final financial reports due date -Committee agreed final report would be due thirty days after the event. ii. Reviewed Package with suggested changes in red and yellow C. Application . i. It was agreed by the Committee that the application would not be accepted by the Recreation Department for review if not all submitted criteria was met. ii. How to score each application — example of last year's was reviewed a. Scoring ranges for Box A — conscious of scoring based on information provided only, cannot speculate b. Timmy Johnson informed the Committee that if any questions arise for clarity regarding scoring that they should contact him for clarification. c. Formula presented by Marina: per person cost vs. number served a. Intensity of frequency of meetings b. Amount divided by number participants x number of hours c. Cost effectiveness of program crucial -make bold QUALITY AND IMPACT OF PROGRAM HELPS WITH SCORING d. Delete on page 3 How will residents benefit e. Disciplinary Actions split to 25 points; Evaluation now 30 points; number 4 make 10 points; number 7 make 30 points f. Formula to be decided at next meeting g. School Application Process — Timmy Johnson indicated Schools to be line item as suggested by Commission making them not to be scored i. Need to determine what falls under "school" category ii. Reviewed what schools AB students attend September 12, 2016 REGULAR COMMISSION MEETING Paae 2 iii. Committee wants schools to go through application process Motion: Move to accept Contribution Package as amended at workshop Moved by Marina Kaplan Bob Burch questioned the rush for Motion, Grant Healy explained due to timeline feared quorum would not be met. Seconded by Bob Burch Roll Call Votes: Aye: 5 - Burch, Healy, Kaplan, Norman, O'Bannon Nay: 0 MOTION CARRIED Adjournment There being no further discussion, Grant Healy asked for a Motion to Adjourn. Motioned by Seconded by Grant Healy declared the workshop adjourned at 12:25 p.m. Grant Healy Chairperson