Item O1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
November 17,
2010
Division: Board of County Commissioners
Bulk Item: Yes
No
X
Department: Mayor's Office
Staff Contact /Phone #: Lisa Tennyson x 4444
AGENDA ITEM WORDING: Presentation and approval of the recommendations of the Human
Services Advisory Board Working Group regarding the application, process, policies, and funding
categories used to determine funding recommendations for non-profit, human services
organizations in Monroe County.
ur,ivi BAUXUROUiVll: The HSAB Working Group was established by the BOCC in June 2010 for
the purposes of reviewing and possibly modifying the HSAB's policies and funding categories, to
sunset in November 2010. The group met 4 times during during that period, and made a series of
recommendations to: modify/streamline the application; elicit additional information about how prior
year's funding was utilized; offer an opportunity for organizations to change their funding category;
eliminate the weighted percentages attached to each of the funding categories for two years; move
several organizations that are not statutorily or otherwise required to be funded from BOCC line items
to HSAB with the funding (these are: Big Pine Athletic Assoc., Heart of the Keys Youth, Kids Come
First; Rural Health Network, Upper Keys YMCA and Keys to Recovery); and to make an explicit
policy that the vast majority of HSAB funding granted to any agency must be spent in and directly
benefit Monroe County. Attached are membership roster, specific motions passed, list of all HSAB
and BOCC line item contracts, HSAB funding application, meeting minutes and HSAB History and
Background.
PREVIOUS RELEVANT BOCC ACTION: June 2010 the BOCC established the HSAB Working
Group. In 1991, the BOCC established the Human Services Advisory Board.
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
TOTAL COST: NA INDIRECT COST:
DIFFERENTIAL OF LOCAL PREFERENCE: NA
BUDGETED: Yes No
COST TO COUNTY: NA SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No MOUNT PER MONTH Year
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APPROVED BY: CountyA�
�3' chasing Risk Management
DOCUMENTATION: Included Not Required
DISPOSITION:
AGENDA ITEM #
Revised 7/09
Monroe County Board of County Commissioners
HSAB Working Group
MEMBERS
District 1: Alexsa Leto
District 1: Dr. Leslie Salinero
District 2: David Paul Horan
District 2: Robert Cintron
District 3: Steve Torrence
District 3: Kevin Collins (resigned before first meeting due to conflict with Health Department)
District 4: Kim Bassett
District 4: Josh Mothner
District 5: Anne Nickerson
District 5: Mayor Murphy (non -voting member)
Monroe County Board of County Commissioners
HSAB Working Group
SPECIFIC ISSUES ADDRESSED BY HSAB WORKING GROUP:
Regarding the Funding Application:
• Should we utilize objective evaluation criteria for application, such as a point system?
• Does the application ask the right questions/glean the right information?
• Should we utilize different application for lower (less rigorous) and higher (more
rigorous) funding requests?
• Presentations: are they necessary and how can we improve this component?
Regarding HSAB's general funding issues:
• Review and assess the definitions and weighting of the three funding categories.
• Should we set a maximum level of funding?
• Should we consider the availability of state and federal funding for some services and
programs (ie, some services have broad array of possible state and federal funding;
some services are funded thru Medicaid, Medicare, or insurance; while others have
very limited sources of funding) when deciding to grant HSAB funds to an
organization?
• Should we consider the overall operating budget and size of an organization when
deciding to grant HSAB funds to an organization? Should large entities with regional
or larger focus be eligible for HSAB funding?
Regarding HSAB and BOCC line item funding categories:
• Why are some organizations funded through HSAB and others BOCC, and still others
both?
• Should we move some organizations from BOCC direct line item to HSAB funding
to improve review process and enhance equity among funded organizations? (HSAB
organizations must complete a rigorous application, while line items submit a one
page request letter.)
• What specific services is the County legally required to provide or match? Should
those remain as BOCC line items?
Regarding HSAB members:
• Conflict of interest for HSAB members sitting on the boards of funded agencies.
• Term limits for HSAB members
Monroe County Board of County Commissioners
HSAB Working Group
APPROVED MOTIONS OF THE HSAB WORKING GROUP:
1. To eliminate question 12 of the application: "What does your agency do to address these causes?"
(Recognizing that some agencies do not work on "causes" but instead mitigate the symptoms, ie,
food banks that address the symptoms of hunger rather than the cause.)
2. To add a question to the application that specifically asks what the organization did with the funds
they received from HSAB in the prior year, and how it was used to leverage additional funding.
3. To streamline the application so that for organizations requesting $5,000 or less, the organization
does not have to respond to questions 10, 11, 18, 19, 21, 25, and 26. (A copy of the application
questions is attached for your reference.)
4. To not utilize a point system for the evaluation of applications.
5. To not establish a maximum funding level.
6. To offer applicants an opportunity to request a change of category if an applicant organization
believes it is not properly categorized and requests to be changes, then the board has to pro -actively
act and make a decision on that request, and the board has the right to make re -categorization
decisions, independently of any request, based on the application for that year, and this (these)
decision(s) shall be made prior to the funding recommendation being made.
7. To eliminate the weighted percentages associated with the funding categories (but not the categories
themselves) for two complete funding cycles.
8. To move the following entities from BOCC line item funding to HSAB: Big Pine Athletic
Association, Heart of the Keys Youth, Kids Come First, Rural Health Network, Upper Keys YMCA
and Guidance Care Center's Keys to Recovery. (It was agreed by the working group that
organizations whose funding is not required or by statute or otherwise necessitated by county
ordinance or function should be part of the HSAB competitive funding cycle.)
9. To establish a policy and include as a statement on the application, the following: The vast majority
of the funding received by the Monroe County Human Services Advisory Board must be spent in
and directly benefit Monroe County.
The Working Group agreed upon but did not specifically make motions on the following:
• The application is fair and gleans the appropriate information.
• Presentations are not required, but applicants should be present for questions from HSAB members.
• The three funding categories -- medical services, core services, and quality of life services-- shall
remain in place.
• When considering the size or regional focus of large organization, the focus should be on whether or
not they utilize a vast majority of their funding in and for the direct benefit of the county.
• There should not be term limits applied to HSAB members.
List of Contracts for
HSAB and BOCC line item -funded
Organizations
For FY `I I
BOCC Line Items
Considered For Transfer To
HSAB Funding
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HSAB Funding Application
MONROE COUNTY
HUMAN SERVICES ADVISORY BOARD
APPLICATION INFORMATION AND INSTRUCTIONS
(do not submit these pages with your application)
Members:
David Paul Horan, Chairperson, appointed by Commissioner George Neugent, District 2
Alexsa Leto, Vice -Chairperson, appointed by Commissioner Kim Wigington, District 1
Anna Nickerson, Secretary, appointed by Mayor Sylvia Murphy, District 5
Steve Torrence, appointed by Mayor Pro Tern Heather Carruthers, District 3
Kim Bassett, appointed by Commissioner Mario Di Gennaro, District 4
Monroe County announces funding availability for eligible human service providers for County fiscal year
2011. Submit one original and five copies of the application, including all applicable attachments, to Lisa
Tennyson, Monroe County Grants Administration Office, 1100 Simonton Street, Second Floor, Room 2-213,
Key West, FL 33040. Your application must be received in the Grants Administration Office at the above
address no later than 5:00 P.M., April 23, 2010. Copies will be distributed to HSAB members for
evaluation and recommendation. Agencies are responsible for ensuring that all copies are complete.
Please note the instructions below in addition to any on the application:
New or changed information appears in red.
Background
Funding recommendations are made by the Human Services Advisory Board (HSAB), created in 1991.
Each County Commissioner appoints one member, and the County Grants Administrator provides staff
support. Funding recommendations may be changed by the Commission, and are not final until the
Commission adopts the budget in September.
The Human Services Advisory Board (HSAB) will make its recommendations based on the service needs of
Monroe County, availability of funds, prior years' performance, the information contained in your application,
and so on. These recommendations will be finalized at a meeting of the HSAB to be held on a date to be
determined in May. Applicants will be able to address the Human Services Advisory Board with a time limit
of three minutes. Applicants will be scheduled in the same order that applications were received, and the
schedule will be sent to applicants before the meeting. All meetings of the HSAB are open to the public and
are advertised in the legal ad section of local newspapers. You may attend any of these meetings and you
will have a reasonable opportunity to address the HSAB if you like. The HSAB funding recommendations will
be considered for approval by the Monroe County Board of County Commissioners during their budget
process, which begins in July and concludes in September 2010.
In 2001, the Commission appointed the Human Services Review Committee to make improvements to the
funding process. The Commission later approved recommendations made by this committee regarding
which organizations apply to the HSAB and which would be funded directly by the Commission, and
funding categories and priorities. A summary of these recommendations is available upon request.
A sample contract with attachments is also available upon request. Please note that County funding is on
a reimbursement only basis, and that certain expenses are not eligible.
Helpful steps to follow in correctly completing the application.
1. Read the instructions and application from front to back.
2. If you need your board's approval to apply, start that process early.
3. Assemble the attachments, documents, and information you will need.
4. Complete the application, referring to the instructions below for each question and attachment.
5. When completing the application, do your best to put yourself in the place of the reviewer. Our
board members review twenty-five or more lengthy applications in their spare time for free.
Answers that are not to the point will unnecessarily take up additional time.
6. Resist the irresistible urge to answer every question with a general narrative about your
organization. One of the most common errors occurs when applicants don't answer what is being
asked. One way to avoid this is to begin your answer with the same wording as the question, e.g.,
"The needs or problems in this community that our agency addresses are..."
7. The last question will give you an opportunity to address topics of your own choice. You may also
add an attachment of your choice, as Attachment R.
8. Be sure to read all questions and follow instructions carefully. Failure to do so may result in your
application not being considered.
9. Prepare and label attachments, and then add them at the back of the application.
10. It's a good idea to give the application to a disinterested person in your organization for review
and comments. Ask them to make sure every question is answered directly and completely. Tell
them to be brutally honest... better for them to find the mistakes and omissions than for us to.
11. Make sure that the persons who need to sign the application will be available when it's completed.
12. Review the application again, making appropriate changes suggested by the reviewer, and
checking to see if you have completely answered each question. Remove extra words and phrases
that add nothing to the meaning of your answers. Look for numbers that do not agree with other
numbers, or numbers that appear unreasonable.
13. Review the instructions, especially those related to format, number of copies, packaging, and due
date.
14. Review your work one last time, correct if needed, get the proper signatures if you haven't
already, make copies, and send as instructed.
15. Deliver the application as early as possible.
Instructions
Application and attachment format and assembly
• The application must be printed using word processing; spreadsheet software must be used
for attachments. The application and attachments must remain in sequence. Handwritten
applications will not be accepted.
• Use only letter size paper for the application and attachments.
• Do not delete or print over the text of the questions.
• You must print your answers in the space provided after each question; answers on separate
pages will not be accepted. The space following each question should expand as you enter
your answer. We require that you put your answers in the spaces provided for the sake of
readability.
• If any question or required document is not applicable to your organization, please explain -
including those documents listed on the attachment checklist.
• You must use the attachments for board and financial information at the end of this
application. Substitute reports of your own design are no longer accepted. You may slightly
modify expense categories, except for personnel -related costs. Expense items have been
entered as examples and reminders; if you use different categories, you may type them in
instead, as long as they are reasonable and clear. Please round all amounts to the nearest
dollar.
• Label your attachments with the attachment letter (these may be handwritten) and insert
them after the last page of the application, in order by attachment letter.
• In the revenue and expense spreadsheets, enter the ending dates for your fiscal years, but
please realize that county funding will be from October through September, regardless of
what months your fiscal year covers. We are interested in what your annual expenses and
revenues are, no matter what fiscal year you use, and you do not have to pro -rate your
numbers in the attachments to fit the County fiscal year.
• Retain backup information used in preparing this application to justify amounts, client
counts, etc. These may be examined in an audit by County staff.
• The completed application, including attachments, must be secured using a single binder
clip. Do not staple the application or any part of it, or insert it or any part of it into a binder
2
or folder; these just make them more difficult to distribute and handle. Do not insert
dividers, tabs, etc. If your financial statement (Attachment G) is bound or stapled as
received from your accountant, and you are sending originals, you may leave them that
way.
We suggest some form of delivery for which you will receive a proof of mailing and/or
receipt. We also recommend that you deliver your application before the deadline, so that
any errors or omissions noted by staff may be reported to you and corrected before the
deadline. However, it is not the County's responsibility to find and notify you of errors or
omissions or to ensure that they are corrected. Your application may not be considered if
any documentation is missing at the time of the deadline.
Please note that your application and all attachments become public record and will be
available for public inspection. Do not include any confidential organization or client
information.
Do not contact HSAB members directly; any issues arising after the application, or topics
not addressed in your application, should be discussed at the HSAB public meeting.
Use these instructions to complete the application and attachments. Do not type your
answers in here.
1. Insert your agency's board -approved mission statement below.
This should concisely describe your agency's mission, and must have been discussed and approved by your
Board of Directors.
2. List the services your agency provides.
You may simply insert a list here; explanations or descriptions need only be entered for those not commonly
understood. You will supply more detail about services and clients in Attachment C.
3. What services will be funded by this request?
If the same as number two, just enter "same."You may simply insert a list here; no explanations or
descriptions.
4. Will County HSAB funds be used as match for a grant?
Answer "yes" or "no,"and enter additional information in number five if "yes."
5. If you answered "yes" to number four, please specify the:
a. grant award title, granting agency, and purpose:
b. grant amount:
c. match percentage requirement and amount:
6. Will any part of this HSAB grant, if awarded, be sub -granted to another organization?
We want the funds to go only to the applicant shown on this form. If you respond "yes", please explain to
whom and for what purpose. Also, be sure to reflect this amount on Attachment D under "Grants to Other
Organizations".
7. Does your organization allocate sub -grants to other organizations using other sources (non -County) of
funding?
If so, please explain to whom and for what purpose. Also, be sure to reflect this amount on Attachment E,
under "Grants to Other Organizations".
8. Will you or have you applied for other sources of County funding?
Please list clearly all other sources of County funding you have applied for and/or have received, and the
amounts. Make sure these sources/amounts are also reflected on Attachment F.
3
9. What needs or problems in this community does your agency address?
This can be as little as one sentence, but should be no more than one short paragraph, for each need
addressed. For example, if you provide after -school programs for children, the problem that you address
might be stated as, "the lack of supervision and activities for school -age children in the afternoon and early
evening." Do not discuss your program or services here,
10. What statistical data support the needs listed in question number nine?
Summarize and explain any data that show the existence of the problem. You may include crime statistics,
census bureau data, studies by impartial organizations, Bureau of Labor Statistics reports, objective surveys,
etc. Be sure to name your sources. You should include data showing the number of people in your target
population. If you like, you may insert copies of documents cited; label them "Attachment Q,"and insert
them in order with the other attachments at the end of the application. The amount of service you provide
does not, in itself, support the need.
11. What are the causes (not the symptoms) of these problems?
Be sure to discuss only causes. Using the example in number nine, you might list things such as, "high cost
of living and low wages that force both parents to work, single -parent families, and lack of support from
relatives."
12. What does your agency do to address these causes?
Be sure to discuss how you address the causes, not the problem. Using the child-care example, you may
advocate for a living wage, support programs that help keep families together, and so on. If your agency
does not address these causes, perhaps you network with other agencies that do; tell us about that.
13. Describe your target population as specifically as possible.
This should be a rather narrow definition of the people affected by the problems noted in number six.
Include all relevant characteristics, such as sex, age, geographic location, family situation, etc. For example,
"children of both sexes, from age three to fifteen, from single -parent families in the middle keys, with no
adult supervision after school. "
14. How are clients referred to your agency?
For example, this could be referral from another agency, self -referral, or referral from a family member or
neighbor.
15. What steps are taken to be sure that prospective clients are eligible and that the neediest clients are
given priority?
Describe your evaluation or screening process. Depending on the source of your referrals, this may have
been done by the referring agency; if so, please explain.
16. Describe any networking arrangements that are in place with other agencies.
This is more than referrals or association memberships. Referrals to your agency are addressed in number
eleven, and referrals from your agency to other agencies would have been included as one of your services in
number two. Examples include cost -sharing, joint projects, and the like.
17. List all sites and hours of operation.
Street address is not necessary; city or town will suffice. If services are offered at clients' places of
residence, please note that, along with hours.
18. What financial challenges do you expect in the next two years, and how do you plan to respond to them?
This might include economic or political changes that would increase or decrease your revenue or expenses,
and your plan to deal with these changes.
19. What organizational challenges do you expect in the next two years, and how do you plan to respond to
them?
This might include demographic, political, social, or economic changes that would increase or decrease your
target population or staff, and your plan to deal with these changes.
20. How are clients represented in the operation of your agency?
If, for example, your clients are represented on your board of directors, or on an advisory board, please tell
us about it.
21. Is your agency monitored by an outside entity? If so, by whom and how often?
El
This may be a state or federal government agency, an independent auditor, etc. You don't have to go into
much detail; a copy of the monitoring report will be inserted as Attachment A
22, hours of program service were contributed by volunteers in the last year.
Fill in the numbers of volunteers and hours donated. Do not include board or committee meetings - only
program service hours.
23. Will any services funded by the County be performed under subcontract by another agency? If so, what
services, and who will perform them?
We want the funds to go only to the applicant shown on this form. It is not normal practice for the County to
fund subcontract arrangements such as this. It may be done only with Commission approval, and your
contract amended to reflect it.
24. What measurable outcomes do you plan to accomplish in the next funding year?
Outcomes are different from goals. Outcomes are the benefits to your clients, and may be related to
knowledge, skills, self-sufficiency, improved health, etc. For example, a nutrition program may have a goal
of serving 1,500 meals, but strive for a measurable outcome of better health for 75% of its clients.
25. How will you measure these outcomes?
Tell us how you will know if the outcomes above have been attained. Examples include surveys, arrest
records, follow-up visits, student grades, truancy rates, etc.
26. Provide information about units of service below.
List the service in the leftmost column, then enter the unit definition in the center column, and the cost per
unit in the rightmost column. If any requested information is not applicable, please explain.
............... .._..... . ...... _..... _..................... -----..._......-.._............. __........ __..... ................. .---..... ........... _............... _.... _.....------- -----...-.__.._._......---------- _.__._......._-......................... .... _.......... _... _..........
__._,
Service Unit (hour, session day, etc,) Costper unit (current y„ear)
27. In 300 words or less, address any topics not covered above (optional).
Examples may include growth, new location, new partnerships, funding loss, successes, and so on.
Please note: the attachments A through F are only available in Microsoft Excel format. We require
that you use this format, since it will automatically expand rows, generate totals and percentages,
and align figures for easier reading.
INSTRUCTIONS FOR ATTACHMENTS
Attachment Checklist - Mark with an "X" in the appropriate column to indicate whether the attachment is
included in your application. You must enter comments for any attachment that is not included.
Attachment A-1 Board Information - mostly self-explanatory; for "Affiliation/Title,"examples might be,
"postal worker, U.S. Postal Service," "Vice -President, XYZ Bank," "Retired," "client representative,' and so on.
The telephone number column has been deleted for FY 2010.
Attachment A-2 Board Officer Elections - attach evidence of annual election of officers (ie, copy of
minutes of meeting in which most recent elections took place.)
Attachment B, Agency Compensation Detail - fill in dates to correspond with your fiscal year in the
appropriate spaces. Note that "Total Salary" has been changed to "Total Compensation Package. " This
should include salary and all benefits, such as insurance, retirement, travel or housing allowances, etc.
Positions can be listed together, such as "caseworkers; 5.5 FTE; 150,000.00 total compensation package."
Note that a twenty -hour position would be .5 FTE.
We realize that employees come and go, and an existing long-time employee may be replaced by someone
making a different salary. To avoid this problem, for both years, you may use budgeted figures. Or, if you
5
prefer, for the current year's projection, you may, for example, add the YTD total compensation for all
caseworkers and project that to an annual total, then do the same for all other positions.
Attachment C, Profile of Clients and Services - List all services offered by your agency in the first
column. In the next column, describe the target population in detail for each service. Include all
characteristics of the target population, such as sex, marital status, income level, etc. Please also indicate
whether or not the client is a Monroe County resident. For example, "all single females, up to 125% of
poverty level, with dependent child(ren), of all races." Then enter the number of persons in the target
population (this may be a larger number than the number of clients served). In the "Area" column, describe
the area served, such as "Marathon," "Key West to Big Pine Key," "Middle Keys, "etc. In the column,
"Cumulative # of Clients for Year Ending __1 _/ "enter the total number of clients that received each
service for the most recent year. In the column, "Current # of Clients as of_/_/ ,"enter the number of
clients (not cumulative) receiving the service on a recent date (such as the date of the application, or more
likely a recent month -end). This number will most likely be less than the number in the previous column.
For example, in a shelter with 50 beds, you may have served 100 residents in a year's time, but no more
than 50 on any given day.
On the line, "Unduplicated Clients for Entire Agency," enter data in the two columns not shaded. Do not total
the numbers already entered. Note that, if a client receives two services, he or she must be counted only
once on this line. These numbers will likely be less than those entered in the upper portion of this
attachment.
There is sample data entered; delete it or just enter your data over it.
Financial Attachments D through F - Enter the ending dates for your fiscal years where requested, but
please remember that county funding will be from October through September, regardless of what months
your fiscal year covers. We are interested in what your annual expenses and revenues are, no matter what
fiscal year you use, and you do not have to pro -rate your numbers fit the County fiscal year. All totals and
percentages will be automatically calculated. Be careful not to type in cells that contain a formula.
Attachment D, County Funding Budget - Attachments requesting program expenses and revenue have
been deleted and replaced by this attachment. Categories have been filled in as reminders. If your
categories are different, feel free to make changes as needed, except to those in the personnel section.
Please indicate how you plan to use the county funds requested in the upcoming year. The total must agree
with the amount requested.
Attachment E, Agency Expenses - Enter expense figures in the appropriate spaces. You may change
expense categories, except those in the personnel section, to fit your organization. Make annual projections
based on YTD figures for the current year, and use budget figures for the upcoming year.
"Revenue over/(under) expenses" will automatically be calculated. However, please review the results to be
sure that they appear reasonable. Mistakes in entering data in the expense and revenue worksheets can
result in unusual results here.
Attachment F, Agency Revenue - As in Attachment E, enter the ending dates for your fiscal years where
requested. Enter revenue figures in the appropriate spaces. Unlike Attachment E, you may not change
existing categories; enter figures for those that apply, and add all other types of revenue after the line that
reads, "List others below." If you receive free rent or donated supplies, for example, those would be entered
in the "in -kind" column. Make annual projections based on YTD figures for the current year; use budget
figures for the upcoming year.
Attachment R - You may also add an attachment of your choice, as Attachment R. This is limited to two
pages, and may include copies of brochures, letters of support, or other information you were not able to
include in your application. It must be copied onto letter size paper. No additional documents will be
accepted after the application deadline; they belong in attachment R. Do not contact HSAB members
directly; any issues arising after the application or topics not addressed in your application should be
discussed at the HSAB public meeting.
0
MONROE COUNTY
HUMAN SERVICES ADVISORY BOARD
APPLICATION ATTACHMENTS
1 Save the file from diskette or email to your computer's hard drive.
In this way, you may always revert to the original blank version if necessary.
Z Please note that there are several "worksheets" in this "workbook" file. Look for the
tabs at the bottom of the window, and make sure you complete the checklist
and all attachments, A through F.
3 Be careful not to enter any data in cells that contain a formula, -
cells that contain a formula will have a number in them already.
4 The worksheets will truncate cents from all amounts; you may round to the nearest
dollar, or it will happen automatically if you enter dollars and cents.
5 For FTE'S, however, in Attachment B, please enter any decimals, if necessary,
so that part-time positions are accurately represented.
6 If you must insert rows in any sheet, do so carefully, and make sure totals
include those new rows. It seems to work best if you do NOT insert rows
immediately above a row that includes totals, or above the first row in a range
of cells that has a total at the bottom.
7 Place the checklist and all attachments behind the last page of questions.
8 If you have over -written formulas or caused other major "damage" to the worksheets,
the best thing to do may be to revert to the original version sent to you on diskette
or in email, and begin entering data again.
9 When you print the worksheets, you may tell your printer to print any colors
as black.
ATTACHMENT CHECKLIST
LABEL AND ATTACH THE FOLLOWING IN THE ORDER
SHOWN, AFTER THIS PAGE
ATTACHED?
COMMENTS
IF NOT APPLICABLE, PLEASE SO INDICATE AND
EXPLAIN
YES
NO
You must explain any
"NO" answers
A. Board Information Form
B. Agency Compensation Detail
C. Profile of Clients and Services
D - F. Financial Information
G. Copy of Audited Financial Statement from most recent
fiscal year if organization's expenses are $150,000 or
greater.
H. Copy of IRS Form 990 from most recent fiscal year
I. Copy of current fee schedule
J. Copy of IRS Letter of Determination indicating 501 C 3
status
K. Copy of Current Monroe County and City Occupational
Licenses
L. Copy of Florida Dept. of Children And Families License or
Certification
M. Copy of any other Federal or State Licenses
N. Copy of Florida Dept. of Health Licenses/Permits
O. Copy of front page of Agency's EEO Policy/Plan
P. Copy of Summary Report of most current
Evaluation Monitorin *
Q. Data showing need for your program (optional, see
question 7
R. Other (specify) TWO PAGE LIMIT
* must include summary of deficiencies and suggested corrective action; may include your
responses and actions taken.
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ATTACHMENT B - AGENCY COMPENSATION DETAIL
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ATTACHMENT D - COUNTY FUNDING BUDGET
2010
Show the proposed budget detail for the County funds requested. ABC non-profit
The total must match with the total funding requested.
Proposed Expense Budget for
p co�nirr Fear Edndi
l f
f ridltures
Total
Salaries
0
Payroll Taxes
01
Employee Benefits
1
0
BiPersonnel
0'
Posta e
0
Office Supplies
0
Telephone
0
Professional Fees
0
Rent
0
Utilities
0
Repair and Maint.
0
Travel
0
Miscellaneous
0
Grants to Other Organizations
0
List others below
0
0
0
0
0
0
0
0
0
0.
0
0
0
0
0
0
0
Total g!p!!Lses
01
0.0
ATTACHMENT E - AGENCY EXPENSES
2010
Complete this worksheet for the entire agency. ABC non-profit
Please round all amounts to the nearest dollar.
I
:...� M ■ -: ..s � t:� r ®„ a ,,'..fie _:,moo � � ;.a.; I.la V',_V:
'fin Yernl .
Y+nri
i 11
1 110;
gNLendltures
T
Total
�
Salaries
0
0
Payroll Taxes
0
0
Employee Benefits
0
0
Subtotal Pe'fsonnel
0 0
0
0
Postage
0
0
Office Supplies
0
0
Telephone
0
0
Professional Fees
0
0
Rent
0
0
Utilities
01
0
Repair and Maint.
0
0
Travel
0
0
Miscellaneous
0
0
Grants to Other Organizations
01
0
List others below
01
0
0
0
0
0
0
0
01
0
0
0
0
0
0
0
01
0
01
0
0
0
0
0
0
0
0
0
0
0
01
0
,TotalExpenses
''0 10%
Revru �rfn t
0
+
ATTACHMENT F - AGENCY REVENUE
f'117P
Complete this worksheet for the entire agency. ABC non-profit
Please round all amounts to the nearest dollar.
In -Kind will not be included in percentages or total.
propo"ditavenue Sudgetfor Upcoming Projected Revenue for Current Year
Year ad IO :; Ending:
1 l 1 110
Revenue Sources Cash In -Kind' °_a e of Total Cash in -mind To -age of Total
Monroe County0%
0%
Children and Fam
0%
0%
M.C. Sheriffs Dept.
0%
0%
Key West
0%
0%
Marathon
0%
0%
Islamorada
0%
0%
Layton
0%
0%
Key Colony Beach
0%
0%
Client fees
0%
0%
Donations
0%
0%
Sheriff Shared Asset
0%
0%
United Way
0%
0%
List all others below
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%sa
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
Total Revenue
0%
0
0%
Meeting Minutes
• September 3, 2010
• September 21, 2010
• October 6, 2010
• October 25, 2010
Minutes
(Approved at 9/21/10 meeting)
Monroe County Board of County Commissioners
Human Services Advisory Board
Working Group
Date: September 3, 2010
Time: 1PM-3PM
Place: Marathon Government Center
Present: Kim Bassett, Anna Nickerson, Mayor Murphy, Alexsa Leto, Dr. Leslie Salinero, Josh
Mothner, and Robert Cintron (who has not officially been named yet to Working Group.)
Absent: Steve Torrence, David Paul Horan, and Kevin Collins
Meeting was called to order at 1:10.
Members of the HSAB Working Group and the audience introduced themselves and their
affiliations.
Mayor Murphy opened the meeting by reminding the members of the working group about
Sunshine laws and that they are subject to them.
Kim Bassett noted that there was a quorum present.
Lisa Tennyson established the purpose of this first meeting: to introduce HSAB, to elect a chair,
to set next four meetings, and to give everyone an understanding about what they should be
thinking about for the next meetings.
Alexsa Leto, as one of the longest serving members, gave an overview of the history of the
HSAB. She explained that this year's group was convened in response to questions/concerns
from organizations, public, commissioners, and changes in economy. She stated that the mission
of the group was to offer an opportunity for service providers to present their viewpoints on the
funding process and for the working to review the HSAB's policies and guidelines.
Mayor Murphy reminded the audience that there was no direction or mandate to specifically
make any changes and that the work of the group may not necessarily result in any particular
changes.
Kim Bassett asked about what services the County is legally required to provide. Lisa Tennyson
stated that she has posed this question to the County Attorney's office and they are researching
it. Kim also asked about the direction for today's meeting -- should it be a general or focused
approach.
It was suggested that we begin by looking at the list of issues already compiled by staff and if
there were any additional issues to be added to the list.
These were the issues listed for possible consideration:
1. Moving some organizations to HSAB from BOCC direct line item funding
2. Re -categorizing and weighting of the three funding categories
3. Setting maximum level of funding
4. Different application for lower (less rigorous) and higher (more rigorous) funding
requests
Consideration of the availability of state and federal funding for some services and
programs (ie, some services have broad array of possible state and federal funding;
other's have very limited sources of funding -- some services are funded thru
Medicaid, medicare, or insurance-- should we consider this?)
6. Consideration of the overall operating budget and size of an organization (ie should
large entities with regional or larger focus be eligible for HSAB funding)
7. Develop more objective evaluation criteria for application -- points?
8. Does the application ask the right questions/glean the right information?
9. What specific services is the County legally required to provide or match?
The issue of BOCC line item funding was raised. Mayor Murphy suggested that we remain
focused for now on the HSAB funding issues.
Josh Mothner referred to another item on the list and recommended that the application be the
same regardless of the amount of funding to be applied for.
Kim led a discussion about organizing the various issues on the list into focused discussions.
Recommending that bullets 2, 4, 7, and 8 all relate to the application process and should be
discussed at one meeting; that bullets 1, 3, and 9 address more general but related issues and
should be addressed together; etc.
At this point, there was a motion to appoint Kim as the Chair of the working group. Josh
Mothner seconded. The motion passed unanimously.
Discussion of the vice -chair followed. Alexsa recommended Josh Mothner. Josh nominated
Lesley. Josh's nomination was seconded by Kim. This motion passed unanimously.
Discussion of the issue and their organization continued. It was suggested that bullets 5, 6 and 9
be addressed together at today's meeting.
The audience was asked to add their ideas to the list of items for consideration. They brought up
these issues:
• Why are some organizations funded through HSAB and others BOCC, and still others
both?
• HSAB members sitting on the boards of funded agencies, and if they do should they
be abstain not only from voting on that agency's funding (as they are now), but also
from participating in the discussion related to the funding for that agency.
• Presentations - are they necessary and/or is there a way to make the presentation
process more fulfilling and less demeaning?
• Term limits for Board members.
Mayor Murphy explained that with some services, such as the mandated Baker Act services and
other services performed for the county such as the Arts Council and Historic Florida Keys
foundation, the Commission felt that they should be secure each year and not subjected to
competitive funding.
Kim clarified that only two HSAB members sit on the boards of funded agencies, she sits on the
board of AHEC and Steve Torrence sits on the board of MARC, and that their affiliations are
always stated clearly and upfront, and that they abstain from voting on the funding
recommendations for those entities.
Mayor Murphy talked about the difficulty of applying a point system to the evaluation of
applications, as the services of the various groups are difficult to compare, and that a point
system favors well written applications, but doesn't necessarily help the county identify and fund
the services its needs most.
She also added that the HSAB was originally intended to provide start-up funding; it wasn't
meant to provide continuous funding.
Alexsa clarified that presentations were not a required part of the funding process, but reminded
the audience that the presentations were asked for by the organizations themselves so that they
could have a last minute opportunity to speak to the HSAB about any critical changes that may
have occurred between the date of the submission of their application and the day that funding
recommendations are discussed and finalized, such as a last minute reduction to their state and/or
federal funding. She mentioned that the presentations also offer an opportunity for the HSAB
members to ask for clarification on issues in the applications that could be beneficial to an
applicant.
Robert Cintron clarified that the group's initial focus should be to air the issues of the service
providers and then to try to be responsive to their issues and perceptions.
A member of the audience suggested that there be designated a non-profit liaison to be a voting
member on the working group.
The members of the working group did not agree, raising the following points: the membership
of the group was already established by the BOCC resolution; the groups are already fully
represented by their attendance and participation in these meetings; that the working group's
membership was specifically expanded beyond that of the current HSAB members in order to
represent a broader community perspective and that these new members have experience with
grant funding and know how hard it is for non -profits seeking grant funding.
Alexsa stated that speaking for herself as a member of the HSAB, she works diligently and fairly
in her review of all HSAB applications and is not responsive to any outside influences or
lobbying.
Robert C. stated that he would like to hear from the organizations and that they were invited to
call or email him with their issues and that he would share them with the group with out
identifying the name of the individual.
It was decided that during the next meeting, the group would focus on the application. Lisa T.
distributed copies of the application, instructions, and the required attachments to each of the
members of the group.
Robert C. again welcomed the agencies to send along their specific recommendations for
changes to the application, changes to categories, changes to criteria, and/or how to make the
process more fulfilling and less demeaning.
Meeting dates were discussed. Sept 21st from 2-4 PM and Oct 6th from 10-12 PM were settled
upon, with Lisa T. charged with finding meeting spaces for those dates somewhere in Marathon.
The meeting adjourned at 3:10.
MINUTES
(Approved)
Monroe County Board of County Commissioners
Human Services Advisory Board
Working Group
Date: September 21, 2010
Time: 2PM-4PM
Place: Marathon Government Center
Present: Kim Bassett, Anna Nickerson, Alexsa Leto, Josh Mothner, Robert Cintron, David Paul
Horan (arrived late.), and Mayor Murphy
Absent: Steve Torrence, Dr. Leslie Salinero (Member Kevin Collins resigned due to conflict
with Health Department)
Meeting was called to order at 2:10.
Members of the HSAB Working Group and the audience introduced themselves and their
affiliations.
Minutes of September 3 meeting were reviewed and approved.
Kim Bassett opened meeting by reminding the group that the focus of today's meeting was the
funding application.
Josh Mothner stated that he reviewed the application as a potential applicant, keeping in mind the
things he had heard about the application, that is, was it as rigorous as he heard and was it
onerous for small organizations or for those organizations that apply for small amounts of
money.
Josh Mothner asked if the HSAB uses the application to determine eligibility for funding and
whether the HSAB uses the qualitative or quantitative information.
Alexsa said that she looks at whether an entity is eligible, ie, does it have a 501c3, requisite
licenses, etc. and whether the money that the entity is asking for is appropriate.
Kim responded that she uses the information provided by an organization in an application to
ensure that the organization is responsible, financially and programmatically sound, and is run
well, fiscally.
Josh Mothner stated that the only subjective questions on the application were 11 and 12.
(Question 11 asks: What are the causes (not the symptoms) of these problems? And Question 12
asks: What does your agency do to address these causes?)
He stated that he didn't feel that if an agency addressed symptoms rather than causes that this
should be held against them. For example, a food pantry doesn't address the cause, it just
addresses the symptom.
Kim Bassett responded that the question allowed an organization to demonstrate its
understanding and knowledge of the problem it is trying to address.
Josh Mothner also stated that the application was not, in his opinion, arduous or onerous,
compared to that of the TDC and other funding applications, and that it asked for all of the
relevant information typical of funding applications. He also stated that his didn't think there
should be a different application for smaller funding amounts.
Robert Cintron, returning to the cause and symptom discussion suggested that the application
include an affirmative statement that an entity seeking funding does not have to address the
cause of a problem and that if it doesn't, it won't be penalized.
The group then discussed eliminating question 12.
Robert Cintron motioned to eliminate question 12. Josh Mothner seconded. Motion passed
unanimously.
Robert then stated his thoughts on the application: 1. that it was clear a lot of scholarship went
into the application; 2. that it obvious that folks tried to make it as simple as possible; 3. that it is
critically important that enough information is requested in the application in order to ensure that
taxpayer funds are being used responsibly and appropriately; 4. didn't think any significant
changes were necessary.
He then asked the audience of funded organizations how long it takes them to fill out the
application. Responses varied, from 3-4 days to 2 weeks.
Robert Cintron then asked whether the application could be streamlined.
Josh Mothner asked if there was anything that could be taken out.
Liz Kern from Hospice VNA said her staff went through it and didn't think there was any way to
simplify it. No other suggestions for simplification were forthcoming.
The discussion turned to the issue of sustainability and continued funding year after year.
Kim Bassett asked if something should be added to the application that talks about financial
sustainability (in other words should the ability of an organization to continue its program or
service without continued annual county funding be a valued objective.)
Kim asked the Mayor if HSAB funding was originally intended to be "seed" money. Mayor
Murphy responded that yes, that was the original intention, but that it evolved away from that,
because it was not practical, as some vital programs to county residents would be threatened
without continued funding from the county.
Josh added that there is nothing in the application that solicits information on an organization's
intention or efforts to try to be self-sustaining.
Kim asked, "Do we expect an organization to develop its program to be eventually self-
sustaining," adding that yes, she believed that it is an organization's responsibility to try.
It was argued that sustainability is not necessary the goal if an organization is utilizing its
funding to provide a necessary and appropriate service in a cost-effective, cost-efficient way.
Also, it was pointed out that many organizations use county funds to leverage outside dollars
from state, feds, and private funders, therefore the continuity of funding can be valuable for the
county.
This led to a discussion of the benefits of knowing how the funded organization utilized the
funds they received from the county and whether and how it was used to leverage outside dollars
and adding a question to the application that asked this question.
Robert Cintron stated that he felt it was appropriate to know what an organization accomplished
with the funds they received the prior year; and that the ability of an organization to use funding
to leverage outside funding should be highly valued.
Alexsa talked about how match is a very, very important issue for the HSAB and is one of the
first questions on the application.
Lisa Tennyson clarified that the organizations did have to provide service level information by
way of a required year-end report detailing the number and types of clients served, the types of
services provided and outcomes achieved. And further, there is a required attachment to the
application that solicits this statistical/numeric information. However, this information is not
solicited in a clear, succinct narrative form via a question in the application.
Kim Bassett motioned to add to the application a question that specifically asks what the
organization did with the funds they received, and how it was used to leverage additional
funding.
The motion passed unanimously without discussion.
Robert Cintron then motioned to have a shorter application for organizations applying for $5,000
or less by eliminating questions: 10, 11, (12 was already deleted in previous motion), 18, 19, 20,
21, 25 and 26.
Josh questioned the implications of reducing requirements.
Robert withdrew his motion.
Kim suggested we consider the motion and look at the specific questions to be eliminated.
She starts with question 10 which asks for statistical information
Discussion followed. Alexa Leto asked whether it was fair to have different applications for
different grants.
Josh Mothner stated statistical information is important and should be provided by all applicants
and that it provides the HSAB justification for its funding recommendations by providing real
information about a problem rather relying only on anecdotal information.
David Paul Horan stated he didn't think statistical information was important for an entity
applying for $5,000 or less.
Question 20 was discussed. Lisa Tennyson clarified that the question seeks to ensure that
persons served in a program have some sort of representation in the development and provision
of that service, and that the question is typical across all government and private foundation grant
applications.
Question 25 was discussed. Robert Cintron stated his didn't think it is necessary for applicants
seeking $5,000 or less to explain how outcomes are measured.
Robert Cintron re -states his motion to add to the application the following statement: "If you are
requesting $5,000 or less, your organization does not have to respond to the following questions:
10, 11, 18, 19, 21, 25 and 26."
Anne Nickerson seconded. A member of the audience clarified that while some entities only
received $5,000, they had actually applied for more. The motion passed with Josh Mothner and
Alexsa Leto opposing.
The Chair then turned to the issue of a point system for evaluating the merits of an application.
Josh Mothner stated that he couldn't see how we could apply points in our evaluation of
completed applications.
Robert Cintron said that if an entity could provide a match it should be prioritized.
David Paul Horan stated that providing a match is a major determining factor every year.
Robert Cintron motions to not adopt a point system for evaluating funding applications; motion
passes unanimously.
The Chair moved the discussion to the issue of funding categories and category weights, asking
if there was any input on the current categories and whether they should be changed.
David Paul Horan said we need to keep in mind the most important services.
Lisa Tennyson asked for a point of clarification ... when deciding upon a category, should we
looking at the overall mission of the agency or the program or service for which it is applying for
funding, as these may not always be the same.
Alexsa Leto stated that it is the service or program that is categorized.
Kim Bassett stated that she would like to see a formal policy to address these kinds of things.
Mayor Murphy asked what the difference was between the core services and quality of life
services categories, and pointed out that is sometimes difficult to determine this among our
various service providers.
Robert Cintron stated that he wasn't opposed to going from 3 to 2 categories (ie, merging core
and quality of life services categories.)
Lisa Tennyson also asked what an organization should do if it wants to change categories, as the
HSAB has experienced these requests recently.
Josh Mothner made a motion to add a question to the application that asks the applicant to check
a box next to the category for which they would like to be considered, and whether it represents a
category change. The HSAB would then discuss these requests for category changes at the
beginning of their funding recommendation meeting. The motion passed unanimously.
Kim Bassett then reviewed the topics for the next meeting: HSAB and BOCC line item
categories, setting maximum levels of funding and required services.
Lisa Tennyson added that she posed the required services question to county attorney's office
and is waiting on a response from them.
Kim stated that the next meeting was scheduled for October 6th. The group discussed a date for
the fourth meeting and decided upon October 25, 9-11, with Lisa Tennyson charged with finding
a meeting place in Marathon.
The meeting adjourned at 4:07.
MINUTES
(Approved)
Monroe County Board of County Commissioners
Human Services Advisory Board
Working Group
Date: October 6, 2010
Time: LOAM-12PM
Place: Marathon Library Meeting Room
Present: Kim Bassett, Anna Nickerson, Alexsa Leto, Josh Mothner, Robert Cintron, Dr. Salinero,
David Paul Horan, and Mayor Murphy
Absent: Steve Torrence
Meeting was called to order at 2:10.
Members of the HSAB Working Group and the audience introduced themselves and their
affiliations.
Minutes of September 21 meeting were reviewed and approved.
Josh Mothner asked to review again the different categories within HSAB and to continue the
discussion from the last meeting.
Kim asked that we add another item to today's agenda (bullet #6) and to change the order of the
agenda items.
Josh state that he received comments after the last meeting and was seeking clarification that the
category is determined by the service to be provided with the HSAB funding, not the
mission/purpose of the organization.
This led to a discussion of "core services" and "quality of life" categories.
Josh wants to eliminate the sense of "arbitrariness" or subjectivity of the HSAB's decisions.
Mayor Murphy stated that if the process wasn't somewhat subjective we wouldn't need an
advisory board to help make decisions.
Robert stated that we should keep to what we decided at the last meeting about adding a question
in the application asking the applicant which category they would like to be considered for
funding.
Robert added that this should be followed up with a requirement for the HSAB to make an
affirmative decision on each applicant's category change request.
Robert amends motion made at last meeting: to pro -actively accept or address an applicant's
request to be re -categorized and the HSAB maintains the right to re -categorize an organization
that it feels is not properly categorized. This determination is to be made at the appropriate time
preceding the funding recommendation.
Several audience members (representatives of funded organizations) stated that they don't think
the categories are necessary.
David Paul Horan stated his support for the categories.
Mayor Murphy also stated her support for the categories, though she would agree that the
weighted percentages associated with each category could be eliminated.
Robert's prior motion was revisited and tweaked to read as follows: If an entity isn't properly
categorized and requests to be changed, then the board has to make a decision on that re -
categorization request and the board has a right to make re -categorization decisions,
independently of any request, based on the application for that year and this (these) decision(s)
shall be made prior to the funding recommendations being made.
The motion passed unanimously.
Robert makes another motion to eliminate the categories altogether, stating that he's not
necessarily in support of that and thinks the categories are important, but wants the group to
actively address and vote on the issue.
The motion was seconded for discussion.
Josh stated that he would like to amend the motion. He stated his support for keeping the
categories but would like the motion to eliminate the percentages assigned to each category.
The amendment was seconded.
David Paul states that without percentages we don't have any guidelines. Josh states that we can
sill make it clear what the priorities are and the medical is the most important category without
the percentages.
Anne states that the percentages make explicit the relative importance of each category.
Mayor Murphy suggested we eliminate the use of percentages for a limited time period.
2
Discussion moves to include audience members.
Robert amends the motion to sunset after two complete funding cycles.
The final version of the motion reads as follows: to eliminate the percentages (but not the
categories) for two complete funding cycles.
Roll is called:
Leslie: yes
Josh: yes
Robert: yes
Alexa: yes
David Paul: no
Ann: no
Kim: yes
Motion carries.
Discussion moves to issue of BOCC line item funded category.
The group reviewed the County Attorney opinion on mandated services and Lisa's spreadsheet
of organizations funded under BOCC whose services are considered as mandatory or required by
statute or county ordinance (and therefore should remain as BOCC line items) and those
organizations whose service are discretionary (and may be moved under HSAB's competitive
funding cycle.)
Josh motions to move the discretionary organizations to the HSAB with their collective funding.
Dan from Rural Health Network (discretionary services) notes that statute 381.0405 requires
public and private partnership in the delivery of health services.
David Paul states that he doesn't believe that 381 makes the funding of Rural Health Network
mandatory.
David Paul then seconded motion.
The motion passes unanimously.
Discussion turns to the funding to the AARPs on county facilities. Robert questioned why the
funding identified as going to the four AARPs shouldn't also be moved to HSAB.
Lisa Tennyson informed the group that these entities are not proposed to be moved to HSAB
because they operate as internal county programs; they don't have paid staff, that county funding
doesn't go to the organization but rather pays for office supplies, phones, sometimes small pieces
of furniture and operating supplies for the facilities which are county facilities.
The issue was tabled until the next week.
The next agenda item addressed the issue of establishing a maximum level of funding for HSAB
funding. David Paul indicated he didn't like the idea. Robert said the same. Audience input
was solicited and their opinions varied.
David Paul mentioned that the issue and levels of match were another important reason not to set
a maximum funding level.
Robert motioned that the group not recommend establishing a maximum funding level. The
motion passed unanimously.
As time was running out, the Chair suggested that the fmal agenda item (whether HSAB should
fund larger entities with regional focus) be tabled for the next meeting.
Robert reminded the group that he would like to continue to discuss the AARPs funding at the
next meeting also.
Kim re -capped the issues for the next meeting:
• AARPs
• Funding for large, regional organizations
• Re -structuring presentations
• Discussion of policies for HSAB
Lisa inquired about what Kim meant by "policies for HSAB." Kim responded with examples
such as conflict of interest and presentations.
The question was raised about whether or not a person sitting on the HSAB who is also a board
member of an organization that may potentially be funded through the HSAB constituted a
conflict of interest and further, whether that conflict of interest precluded the member from
voting, participating in relevant discussions and or even asking questions.
Robert informed the group that the state's definition of conflict of interest centered on whether or
not the individual or his/her family members stand to personally gain from a decision made by a
board on which he/she sits. If not, then there is not conflict and the member can/must vote.
It was recommended that the question be taken to the County Attorney.
Diana Flenard suggested that there be a code of conduct for HSAB members to address the
conflict of interest issue.
The issue was added to the agenda items for the next meeting.
M
The Mayor mentioned that the group had to make its recommendations to the BOCC at the
November meeting. Kim, as the Chair, agreed to make the presentation. Lisa agreed to assist in
putting together the working groups various recommendations for Kim's presentation.
Lisa reminded the group that the next meeting was the final meeting and was scheduled for
October 25t' at 9 am at the Marathon Government Center BOCC meeting room.
The meeting was then adjourned at 12:20.
5
MINUTES
(not yet approved)
Monroe County Board of County Commissioners
Human Services Advisory Board
Working Group
Date: October 25, 010
Time: 9AM-11AM
Place: Marathon Gov Center, BOCC Meeting Room
Present: Kim Bassett, Anna Nickerson, Alexsa Leto, Josh Mothner, David Paul Horan, and
Mayor Murphy
Absent: Steve Torrence, Dr. Leslie Salinero, Robert Cintron
Meeting was called to order at 9:15.
Members of the HSAB Working Group and the audience introduced themselves and their
affiliations.
Minutes of October 6 meeting were reviewed and approved, with Josh M. abstaining since he left
that meeting early.
The group began by discussing the issue of funding to large, regional organizations with boards
that may or may not have local boards or local community members on their boards.
David Paul Horan noted that the issue of local representation on board membership has come up
several times over the past years; and that the HSAB considered the following: If the
organization has a paid employee here in the county who would be shepherding the county's
grant and the funds were earmarked only for use in Monroe County; if the organization didn't
have any local board members, that is considered a deficiency; If the county's funds are used as
match.
Mayor Murphy added that another consideration of these entities was whether or not they were
the only entity that provided the service in the County.
Alexa noted that she felt the community didn't support county tax dollars going to a person! s
salary that didn't live in the County; and that she considered whether or not the majority of the
county's grant dollars to an entity in question was being used for the county and its citizens.
Josh Mothner asked whether it would be beneficial to have a hard and fast rule, such as "All
funds received from HSAB must be spend on services provided in Monroe County."
There was then discussion that sometimes an entity uses some of its dollars to pay for back office
services such as an accountant, that may exist outside of the county, and that this was generally
desirable if it was cost effective.
David Paul Horan then made the following motion to establish the following policy and include
this statement on the application: The vast majority of the funding received by the Monroe
County Human Services Advisory Board must be spent in and directly benefit Monroe County.
The motion passed unanimously.
David Paul Horan then mentioned for the record that his law firm is currently representing an
employee of the Rural Health Network.
The discussion returned to large, regional organizations.
Alexa noted that the question was posed in part due to the example of West Care, the umbrella
organization for the Guidance Care Center.
David Paul stated that as long as the vast majority of the funding it receives from the HSAB is
spent in the county, then it was okay, as per the group's most recent motion.
The discussion moved to the issue of presentations, and the previous comments from
organizations about their issues with the presentations.
Mayor Murphy reminded the group that the presentations were for the benefit of the
organizations, and were there to give the organizations a chance to update any critical
information, especially any changes that may have occurred in their anticipated funding, that
may not have been included in their application.
David Paul Horan agreed that this is why the presentations started in the first place. But that
now, often, the presentations are used by the board to ask follow up questions related to their
responses on the applications and to address issues like duplication.
Alexa stated that there was a time when we didn't have the presentation component, and that
once in a while an HSAB member had questions or needed some additional information and a
representative from the organization was not present. And, that this didn't benefit the applicant.
Anne suggested that we make things simple by just asking organizations to be present in case
there was a question by an HSAB member, and that a "formal" presentation will not be
necessary.
Josh stated that he has heard the complaints about the presentations, such as the questions asked
were uncomfortable, but, in his opinion, they were necessary and agreed with Anne.
2
Kim asked if we needed a formal policy change on presentations. The group decided no, since
presentation were never a required component anyway.
Mayor Murphy suggested that in lieu of presentations, we just allot time to each organization in
order to answer questions from the board, ask if there have been any significant changes to the
organization or the information provided on the application, in other words, simply be asked,
"What has changed, if anything, since you submitted your application?"
It was agreed by the board that in the future, "presentations" will be limited to updates to the
application information submitted and questions from the HSAB members.
The group also agreed that the number of representatives from a group seeking funding should
be limited to one speaker.
Lisa then asked the group for clarification on one of the bullet points: term limits for board
members.
Josh responded that the group had decided to not have term limits and to leave appointments to
county commissioners. The group agreed.
The discussion turned to the conflict of interest issue that had begun at the previous meeting.
Lisa read the opinion from the county attorney's office. Though there was some discussion and
David Paul Horan disagreed, the group accepted the opinion.
Lisa and Kim discussed preparing for the presentation of the working group's recommendations
at the November BOCC meeting.
The meeting came to a close, with Mayor Murphy thanking the members of the working group
for their time and energy, and then also thanked the members of the audience.
The meeting was adjourned at 10:49.
W
Monroe County Board of
40 0
County Commissioners1),
Herman Services
Advisory Board
�z,'s't-og and Backgro,"u-'n-d
November 17, 2010
Prepared for:
Board of County Commissioners
Mayor Sylvia Murphy
Mayor Pro Tern Heather Carruthers
Commissioner Mario DiGennaro 5
t
p.
Commissioner George Neugent a ,
Commissioner Kim Wigington
HSAB Working Group 2010
The Human Services Advisory Board Working Group was
created on June 16, 2010 by Commission board motion. The
purpose of this committee is to examine and possibly modify the
Human Services Advisory Board funding process and policies
including funding categories, weighting of categories, etc.
The HSAB Working Group originally consisted of nine voting
members, to include the five current HSAB members and four
additional members appointed by each of the four
commissioners, not including the Mayor, as the Mayor shall
serve on committee as a non -voting Board liaison. (One
member resigned due to conflict of interest.)
The group met four times and agreed upon a series of funding
policy recommendations for the BOCC to be incorporated into
the FY2012 budget process.
w HSAB Working Group members
Lj
(District 1)
Alexsa Leto
❑
(District 2)
David Paul Horan
❑
(District 3)
Steve Torrence
❑
(District 4)
Kim Bassett
❑
(District 5)
Anna Nickerson
❑
(District 1)
Dr. Leslie Salinero
❑
(District 2)
Robert Cintron
❑
(District 3)
Kevin Collins (resigned)
❑
(District 4)
Josh Mothner
❑
(District 5)
Mayor Sylvia Murphy
2
History of HSAB
1991: The Human Services Advisory Board was formed by resolution
077-1991. Originally seven members, one appointed by each
commissioner, and two at -large members, chosen by the five
appointees (later amended by resolution 056-1992). Board
establishes eligibility guidelines, application procedures, evaluates
County's needs, recommends most cost effective way of obtaining
needed services, develops measures of services provided, and
determines which of those services are appropriate for public
funding. Social Services Department to provide staff assistance.
1992: Resolution 077-1991 was amended by 056-1992 to authorize
payment of travel expenses, change membership changed to five
members, clarify length of terms clarified and added provision to
remove member for repeated absences.
2001: The Human Services Review Committee was formed by the
Commission at its July 2001 meeting; it was charged with "identifying
a core group of non-profit organizations to be funded by the Board of
County Commissioners and establish criteria to qualify for funding."
® 2002: The Human Services Review Committee presented
recommendations to the Commission at the January 2002 meeting:
o Mental health services, medical services, and recreational services,
formerly funded directly by the BOCC as part of the non -governmental,
human and social services budget process, now apply to the HSAB.
(Adopted by Commission.)
a Funding required by law, such as Baker Act services, remain directly
funded by the BOCC, as do funding for cultural programs. (Adopted by
Commission.)
Recommendations included categories of service — medical, core
social services, and quality of life services, with funding guidelines for
each: 65%, 30%, and 5%, respectively. Requirements for each
category were specified. (Adopted by the Commission.)
LI Recommended an increase in total HSAB funding of 6.7%, to
$1,375,205.00 (Not adopted by the Commission).
LI Recommended that HSAB funding increase annually by at least the
CPI (Not adopted by the Commission).
History of HSAB (cont"d)
2005: In 2005, The Commission approved a calculation for the total
Human Services Advisory Board funding of 5% of the general fund
budget from the previous year.
2006: The Commission approved a proposed change to that calculation
that would require subtracting the total HSAB funding from the previous
year's general fund budget before multiplying it by the 5%. The
Commission also changed the percentage applied from 5% to 4%. This
resulted in a total HSAB budget of $1,861,265. Later in 2006, the
Commission changed the calculation back to 5% of the adjusted general
fund budget for the previous fiscal year.
2007: the Commission passed a motion setting the amount of HSAB
funding as 2006, $2,326,581. The HSAB met and made
recommendations totaling that amount. However, later that year, in July,
the Commission reduced this amount by 5%, to $2,210,252 and directed
the HSAB to meet again to modify their recommendations to match the
revised amount, which they did.
2008: Commission passed a motion reducing by 20% the amount of
HSAB funding at $1,768,202. Later that year, one program (PACE/Keys
Center) that was previously funded thru HSAB was moved out of HSAB to
a BOCC line item and its HSAB funding of $68,115 went with it. So
HSAB recommended funding actually in 2008 totaled $1,700,087.
2009: HSAB funding amount remained at same level. PACE/Keys Center
and its original funding allocation of $68,511, came back to HSAB. Total
amount of funding recommendations for FY 2010 was $1,768, 200.
2010: HSAB funding again remained flat this year. HSAB finalized its
recommendations totaling $1,768,200. Also, in 2010, the BOCC
approved the formation of a working group to once again review and
possibly modify HSAB funding policies and criteria.
4
t YYSAB Poh i
ctes andt Guidehnes
The Human Services Advisory Board categorizes applicant organizations into
one of three groups, and assigns weighted percentages to those categories to
assist in making its funding recommendations; medical services receive 65%,
core services receive 30%, and quality of life improvement services receive 5%
of total funding.
The actual recommendations of the Human Services Advisory Board may vary
from these guidelines at the discretion of the HSAB.
MEDICAL SERVICES 65%
o This group is designed to accommodate organizations that provide
primary and secondary medical services, dental services, and mental
and behavioral health services.
Services to Include: -Physical, mental, and behavioral health care
services including but not limited to substance abuse and direct and
indirect primary and secondary medical and dental care for the
economically and mentally disadvantaged.
a CORE SOCIAL SERVICES 30%
o This group is designed to accommodate organizations that provide non-
medical, but otherwise basic, essential human needs services to the
disadvantaged.
o Services to include: Services for the homeless and near homeless, who
are abandoned or removed from the home because of violence, legal
issues, or family dysfunction, or are in need of food, clothing, or
housing.
o Emergency disaster relief, including, but not limited to, rescue and
temporary shelter.
o Services for adult and child daycare, health and hygiene services.
• End -of -life support for the disadvantaged of any age.
a QUALITY OF LIFE IMPROVEMENT SERVICES 5%
o This group is designed to accommodate organizations that provide
services created to improve the quality of life for any individual or
community.
o Services to Include: Educational, preventative, and other services
including recreational and cultural services.
o Information, referral, educational, training and guidance services.
Medical Serv, ices Categ, ory
65%
Criteria
® 501(c)(3) designation as a registered non-profit
organization with the IRS.
Annual unqualified audit for organizations that expend
over $300,000.*
Non -duplication of services and should contribute to and
coordinate with the overall continuum of services network.
IK Have requirements to obtain local match funds from their
state, federal funding, private sources, and/or a
requirement to maintain a sustainability plan, including
demonstrated successful fundraising history.
Licensed by appropriate state and/or federal agency to
provide the required services.
Weight
* Be considered a traditional basic "core" service historically
supported by local governments and requiring a significant
amount of local and other funding.
Requires recurring funds at the local level in addition to
other funding sources.
Description of services funded that relate to Medical
Services.
Consideration should be given to organizations with a
demonstrated history of having a "waiting" list or
demonstrated need.
* Resolution 277-2009 changed this level to $150,000
6
Core Social Services (non-
medical but essential) 30%
Criteria
Documented 501(c)(3) non-profit organization by the IRS.
Annual unqualified audit for organizations that expend
over $300, 000. *
Non -duplication of services and should contribute to and
coordinate with the overall continuum of service network.
® Have requirements to obtain local match funds from their
state, federal funding or private sources and/or
requirement to maintain a sustainability plan, including
demonstrated successful fundraising history.
Licensed by the appropriate state and/or federal agency to
perform the services provided.
Weight
Requires recurring funds at the local level in addition to
other funding sources.
Consideration should be given to organizations with a
demonstrated history of having a "waiting" list or
demonstrated need.
Consideration should be given first to organizations
providing countywide services and/or completing the
existing network of like services.
Description of services funded that relate to the Core
Social Services.
* Resolution 277-2009 changed this level to $150,000
VA
Quahty Of Ufe improvement
Services 5%
Criteria
• Documented 501(c)(3) non-profit organization by the
IRS or
® Annual or financial statement or a business plan for
organizations that expend over $300,000.*
® Non -duplication of services and should contribute to
and coordinate with the overall continuum of service
network.
Is Description of services funded that relates to quality
of life improvement services.
Weight
* Priority will be given to proposals which:
* Target the working poor and financially -vulnerable
citizens, racial and ethnic minority citizens and/or
citizen groups with demonstrated, unmet needs.
® Provide services, which have a demonstrated effect
on: reducing other costly medical, social, judicial
and/or other services (prevention) and/or
supplementing current effective services
(augmentation).
" Resolution 277-2009 changed this level to $150,000 and implemented a requirement for a financial audit
for all organizations that expend over that level.
HSAB Annua-1 Funding Cycle
JANUARY:
Review last year's application
Send it out to HSAB members for their review, input, modifications
« Set date for February meeting of HSAB
a Advertise for February's meeting of HSAB
Reserve space at Marathon Government Center (2 hour meeting)
Preliminary budget number for first meeting
FEBRUARY:
• First HSAB meeting at Marathon Government Center
• Review, modify, approve application for new cycle
• Establish application due date (typically in April)
• Send out Notice of Funding Availability and Applications
o Advertise in media
• Email to all past, current recipients and interested parties
• Send out notice in snail mail
• Post on website
MARCH:
* Respond to questions re: applications
: Schedule and hold technical assistance workshops
APRIL:
Applications due back
* Send copies of applications to HSAB
* Review all applications
Advertise for May meeting of HSAB
Reserve space for 2nd meeting of HSAB at Marathon Government Center (all day meeting)
Schedule all applicants to speak for 3 minutes at May meeting
MAY:
* Funding Recommendation Meeting in Marathon (typically all day)
■ Presentations made by all applicants
* HSAB discusses and makes funding recommendations
JUNEMULY:
■ Funding recommendations incorporated into proposed budget for new fiscal year
* Contracts prepared for all HSAB recommended agencies
* Contracts prepared for all BOCC-direct funded agencies
AUGUST:
Contracts routed to county attorney, purchasing, risk management, etc.
Budget resolutions prepared for all contracts
SEPTEMBER:
Monitor contracts through route
Place on October agenda
OCTOBER:
Contracts are approved and ratified at October BOCC meeting
Contract period is from October 1-Sept 31
9
Un
to
Agency
Medical Services
Guidance Clinic
Care Center
Easter Seals Socie ty
Fla. Keys AHEC
Giood I Icalth Clintc
Hospice of the Florida Keys
Rural Health Network
Womankind
Total Medical Services
Core Services
FY 07
405,259
345,000
52,500
36,955
155,578
80,000
100,000
1,175.292
FY08
390.000
330,00,0
15,000
37,842
46,356
154206
70,953
89,874
1,134,231
FY09
340,000
280,00'
10.000
30,000
35.000
145,000
60,000
70,000
91,10.0010
FY10
600,000
10,000
3.5,000
35,000
143 00
60,000
70,000
955M10
FYIJ
600,000
11,200
35 00)
40,000
145j'AR)
60,000
77 0, 000
961200
Inc or Dec
0,00%.
10.71%
0 00%
14.29%
0 00%
0.00-,,�
0,()0%
0.65%
C-04g%y
6242%
IA7%
3,64%
416%
15.09%
6.24%
7 28%
100%
T-
33.93%
0.63%
1 98%
2 2 6%
820%
3.39%
3.96%
54-36%
-
AIDS I IcIp
3h000
34,058
2 7, 0(,M,
25,500
20.U00
2 60%
144%
Arnefiemi Red CTOSS
10,009)
28,381
5,OIMt1
5,000
5,000
(00%
0 65%
0,28%
Boys and Girls Club
-7a'I
55.000
56<763
40,000
38.5M)
35t000
4.55%
2.18%
hot ic Chari I ice
5,000
Domestic Abuse, Shellcr
RWO()
42,572
34,N40
30,000
20,000
2 6 MI.
1-70%
Q�p Keys Children's
200.000
t85.000
148,000
146,500
I46,00()
-0341",,
18,99%
8.29%
tk&-Abpealthy Start
5,000
9.460
3,000
5,000
5,000
0-001%
0.65%
0.28%
Vaj4"eys Outreach
60,000
47,302
30.000
30.700
30000
18, 2 el 04,
3.90%
2.08%
Fountains of Living
5 000
IcronlPeacock,
65,00()
61,493
0,000
48,500
45,0005,85%
174%
NAPRebove Mission
5,000
4,730
KAIR
5,000
4,730
4.000
10,000
15,000
5I100%
195%
0,57%
MARC
205,000
185000
148,00,0
146,500
145,000
- @, 02
18,86%
8.29%
Kevs Center-IFIACE,J,
75,("')
85,144
5909)
57,W0
3JT'.
7,41%
3,34%
Samucl's I louse
110,000
104,065
83,000
77,000
75,04393
9 75%-
4.35%
Wesley House
160,289
160,828
I'l 8, ( )00
126,500
126,000
16.38%
7.15%
Star of the Sea Foundation
10,000
30.000
200.00%
3,90%
0,57%
Indcpenderice Clay
7,500
15,000
100.00%
195%
0,42%
Total Core Services
1071,289
1,009-1526
702,000
772»200
769.000
0, 4, 1
100%
43,49%
Quality of Life Services
Big Brothers/Big Sisters
30,000
28,381
fin Independ,ent
5,000
4,730
4,000
Helpline
10,000
4.733
4,000
4,500
4,000
1 t
10,53%
0,235,'41
Literacy Volunteers
10,000
5.000
4,0,00
4,000
4.000
0.00%
10.53%
023%
. ......... ...
16.087,
Oracc,foncs Day Care Center
A
t 7,500
30,000
I1.43%
78,95%
1.70%
J'ot Qual of Litc Svrviecs
810.000
66,495
I 28.0817
41,000
38.000
"3
10%
2. 15%
I
Sam
EEL%-% LM
mi=
Total
2,326,581
2,210,252
. 1,700,087
1,768200
1,76W
0.00% 1
1
BOCG-Direct Line Item
Funded HSO's
® In addition to those funded through the
HSAB, there are also organizations that
receive funding directly from the Board of
County Commissioners.
® Through the years, these have typically
included arts organizations, youth and
recreational organizations, AARPs, wild
bird centers, and mandated services such
as Baker Act delivered through Guidance
Clinic.
Their funding cycle mirrors that of the
HSAB. However, a formal application for
funding is not currently required. These
entities supply a letter of request for
funding that includes a brief description of
their services.
Their contracts, contract requirements
and contract periods are identical to
those within the HSAB.
11
BOCC-Direct Funded Org's
BOCC Direct Funded
2009
2010
2011
AARP Big Pine
3,800
4,500
4,500
AARP Lower Keys
3,800
4,500
4,500
AARP Middle Keys
3,800
4,500
4,500
AARP Upper Keys
3,800
4,500
4,500
Big Pine Athletic Association
34,711
44,000
44,000
Council of the Arts
57,000
57,000
57,000
Exotic Keys Wild Bird Rescue
9,120
5,000
-
Florida Keys Wild Bird Center
9,120
5,000
-
Marathon Wild Bird
9,120
5,000
-
MCSB/Just for Kids
49,400
-
-
MCEF/Kids Come First
-
25,000
25,000
Guidance Care Center *
460,520
460,520
460,520
Marathon Recreation (Heart of Keys)
30,400
30,400
30,400
Older American Volunteer Program
500
500
500
Rural Health Network
273,600
273,600
273,600
Upper Keys YMCA
11,400
11,400
11,400
MCSB/PACE
34,000
-
-
Pigeon Key Foundation
40,000
-
-
Summer Recreation
-
10,000
-
Sub -total
1,034„091
945,420
920,420
Upper Keys Pool
18,000
180,000
180,000
Historic Florida Keys Foundation
28,500
28,500
28,500
TOTAL B'CC Direct Funded
1,242,591
1,153,920
1,128,920
reak own: BakerAct Inpatient: 2 5,195
Baker Act Transportation: 146,000
Transportation: 30,000
Keys To Recovery: 69,177
460,520 12
HSAB and BOCC-Direct Funded Org's and Amt's FY 11
Agency
HSAB Amt
DATF*Amt
BOCC- Amt
Total
HSAB organizations
AIDS Help
20,000
0
0
20,000
American Red Cross
5.000
0
0
5000
Boys and Girls Club
35,000
1,554
0
36,554
Domestic Abuse Shelter
20,000
0
0
20,000
Easter Seats Society
11,200
0
0
11,200
Fla. Keys Area Health Education Ctr
35,000
0
0
35,000
Florida Keys Children's Shelter
146,000
0
0
146,000
Florida Keys Healthy Start Coalition
5,000
0
0
5,000
Florida Keys Outreach Coalition
30,000
0
0
30,000
Good Health Clinic
40,000
0
0
40,000
Grace Jones Day Care Center
30.000
0
0
30,000
Guidance Clinic/Care Center
600,000
22,250
460.520
1,082,770
Helpfine
4,0,00
0
0
4.000
Hospice of the Florida Keys
145,000
0
0
145,000
Independence Cay
15,000
0
0
15,000
Keys Area Interdenom Resources
15,000
0
0
15,000
Literacy Volunteers
4,000
0
0
4,000
Monroe Assoc for Retarded Citizens
145,000
0
0
145,000
Monroe County Educ Fndn - Keys Center
57,000
0
0
57,000
Rural Health Network
60,000
0
273,600
333,600
Samuel's House
75,000
0
0
75,000
Star of the Sea Foundation
30,000
0
30,000
US. Fellowship of Fla. - HeronlPeacock
45,000
0
0
45,000
Wesley House
126,00,0
0
0
126,000
Womankind
70,000
0
0
70.000
HSAB Contract Totals
1,768,200
23,804
734,120
2,526,124
BOCC Une Items
Aft Council
0
0
57,000
57,000
Big Pine Athletic Association
0
0
44,000
44,000
Heart of the Keys Youth
0
0
30,400
30,400
MCEF-Kids,Come First
0
0
25,000
25,000
Upper Keys YMCA
0
-
0
-
11,400
11,400
Historic Florida Keys Foundation
0
0
28,500
28,500
Upper Keys Community Pool
01
0
180,000
180,000
AARP-BP--
0
0
4.500
41500
AARP-LK
0
0
4,500
4,500
AARP-MK
0
0
4,500
4,500
AARP-UK
0
0
4,500
4,500
Older Amedcan Vol Program
0
0
500
500
SOCC Contract Total
394,800-
TOTALS
1,768,200
23,804
-1
1,128,920
. ... .. ... ..
2,920,924
13
395009000
31250,000
31000,000
217509000 $2,326,501
252
215009000 '�'
$2,198,526
21250,000
21000,000
117509000
$1,700,087 $1,768,200 $1,768, 00
AL a
1,500,000 -
1,250,000 $1,588,033 $11922 173
11000,000 $1, 52,314
750,000 $1,242,691 $1,13,920
500,000 $1,12$,920
250,000
0
FY06 FY07 FY08 FY09 FY10 FY11
—+—HSAB Funding---BOCC Direct Funding
14