Agenda for Communication Committee Meeting. May 31, Conference Call

Transcription

1 Agenda for Communication Committee Meeting May 31, 2011 Conference Call 1. Approval of Minutes from the May 2, 2011 Committee Meeting 2. Approval of Request for Funding 3. Revisions to State Plan

2 Florida Developmental Disabilities Council, Inc. Communication Committee Conference Call Minutes May 2, 2011 Members Present: Michael Smith Rixys Alfonso Pat Archer David Ott Members Absent: Sara Romine Staff: Rose Coster Debra Dowds Vanda Bowman I. Call to Order The meeting was called to order at 1:05 pm. II. Minutes Rose discussed the minutes that needed to be approved. Motion: It was moved by Pat Archer to approve the minutes from the March 17, 2011 meeting. David Ott seconded. Motion approved. III. State Plan Goal & Objectives Rose reviewed and discussed the State Plan Goals & Objectives and the following changes were recommended. Objective 1 Change the disability-related or Council events from 5 to 10 Implementation Activities Year 1 Delete line 4 identify conferences to attend and exhibits to staff Evaluation Outcomes Year 1 Change the disability-related or Council events from 5 to 10 Objective 2 Implementation Activities Year 1 Delete line 2 Decide that the Council will publicize issue/event Add an additional Implementation Activity conduct evaluation activity to include records documentation and conduct a survey Evaluation Outcomes Year 1 Change the disability-related or Council events from 5 to 10 Objective 3

3 Reword the sentence to state- Increase the presence of the Council at 10 disability-related events and/or membership on committees, boards or task forces Evaluation Outcomes Year 1 Reword sentence #2 to state Participate in collaborations with other disability-related and non-disability-related committees, boards and task forces on the results of Council work and exchange information with them on the needs and issues of individuals with developmental disabilities in Florida. Objective 4 Evaluation Outcomes Year 1 Added an additional outcome and reworded those stated A. 100% of Council products would have been requested by individuals, families and general public and add Letter B to second outcome B. Increase in the number of Council products requested by Floridians C. Access the frequency of members of the DD Community to advocate for themselves and others D. Add year 2 Changed Letter A under Evaluation Methods to Letter B and Letter A now reads Tracking Publications. Motion: It was moved by Rixys Alfonso to approve the recommended changes pending review by the committee. Pat Archer seconded. Motion approved. IV. Communication Budget Rose reviewed the budget with the following discussions Some reductions in areas based on previous year s expenses Rose will handle most of DD Awareness Day as opposed to contracting with a media consultant. Media Consultant will be available on an as-needed basis Motion: It was moved by Pat Archer to approve the proposed Communications budget. Rixys Alfonso seconded. Motion approved. V. Public Service Announcement Rose discussed the proposed service announcement for RB Oppenheim Associates. It was recommended that we not use the previous process for distribution of PSAs but use High Definition techniques for compatibility. PSAs will be distributed on DVDs with a cover letter giving TV stations the option to request a High Definition version of the PSA. Motion: It was moved by David Ott to approve the revised estimate for the Public Service announcement. Rixys Alfonso seconded. Motion approved.

4 VI. June Committee Meeting Rose discussed the possibility of a face-to-face meeting during the June Council meeting. Michael Smith stated to forgo the meeting unless there was a need. Motion: It was moved by Pat Archer to adjourn the meeting. Rixys Alfonso seconded. Motion approved. Call adjourned at 2:15 p.m.

5 REQUEST FOR FDDC FUNDING _X New Project Continuation Project Addendum General Information 1. Name of Project Public Relations/Media Consultation 2. Date Submitted to Council for Approval 3. Submitted by Committee/Task Force June 10, 2011 Communication Committee 4. Collaborating Task Force 5. Council Goal and Objectives CC#5: Provide information, on an as-needed basis, to public and private agencies, lawmakers, media outlets, self-advocates and their families, provider organizations and the general public to educate, advocate and inform them on policies, laws, programs, and issues affecting individuals with developmental disabilities and their families. 6. DD Funds Requested $20, Funding Source Communication Committee 8. Procurement Method RFP 9. Contract Period December 2011 through November Anticipated length of contract period 11. Anticipated length of full project 1 year One year 12. Population to Benefit Individuals with developmental disabilities, their families, legislators, grass roots organizations and the general public Description of the Project 13. Need for the Project The Council undertakes a wide range of activities which advocate, create system change and build capacity to

6 enable individuals with developmental disabilities to be productive, contributing and included members of Florida s communities. The activities undertaken by the Council include training; technical assistance; outreach; supporting and educating communities; interagency collaboration and coordination; coordination with related councils, committees, and programs; barrier elimination, systems design and redesign; coalition development and citizen participation; informing policymakers; and demonstration of new approaches to services and supports. Please refer to the Council s web site at for examples of the various initiatives undertaken by the Council. Public relations and media services that supplement and support the activities of the Council improve the potential success of the council s initiatives. For example, increasing effective communication and media exposure of public policy issues affecting individuals with developmental disabilities and their families can improve lawmakers and the general public s understanding of the needs of individuals with developmental disabilities and the public policy decisions needed to best address those needs. Also, marketing and other public relations activities can improve the visibility and success of the Council s training and workshop initiatives. 14. Description of the Project The council is seeking an entity to provide public relations and media services, as needed, during the next year to increase the visibility and effectiveness of the Council s advocacy, system change and capacity-building initiatives. The awardee will provide public relations and media services to educate a wide range of target populations on the policies, laws, programs and issues affecting individuals with developmental disabilities and their families; to advocate for improved services and supports; and to market council events that will benefit individuals with developmental disabilities and the systems that support them. These public relations and media services will supplement the work of the Council s Communication Coordinator and will be provided as needed to the Council. 15. Objectives of the Project or Services to be Provided The selected awardee will provide the following types of public relations and media services, as needed and identified by the Council: Write and/or disseminate press releases (including related activities to gain media coverage of press release); Organize, implement and promote press conferences and other media events; Develop press materials to increase awareness of Council initiatives, news, and events (for

7 example, press kits, letters to the editor, and op-ed pieces); Coordinate Editorial board visits; Conduct other media strategies that would garner media coverage; and Provide public relations and media consultation. Public relations and media services would be provided on a fee for service basis for the services requested by the Council. Costs relative to actual production of materials will be paid by the Council separately from this contract and will be paid either through the awardee or directly with the responsible vendor. The fee for services needs to be an hourly or daily fee for providing the identified public relation and media services, including all related costs. 16. Anticipated Outcomes of the Project Successful, well-attended media events, coverage of these events in all the major media markets in the state and, if possible, nationwide. Creation of media materials to assist individuals with developmental disabilities, their families, and advocacy groups to effectively communicate information to the Florida Legislature, media outlets and the general public on issues affecting people with developmental disabilities. Project Evaluation 17. Provider Evaluation Check all that apply: X FDDC Customer Satisfaction form Work plan regularly updated Participation in mid-term review

8 Formal QA/QI System 18. FDDC Monitoring Check all that apply: X X X X Other: Proof of media coverage resulting from the project. Evaluate deliverables by Monitor and Program Manager Conduct mid-term review Advisory Committee oversight On-site review Participation in project activities Other: Communications and Materials 19. Copy-righted material to be used 20. Communication Materials to be Developed 21. Number of Items to be Developed 22. Method of Distribution 23. Marketing Materials Reviewed by Communication Director 24. Review Process Check all that apply: Task Force Program Manager Task Force Monitor Task Force Members X X Communication Coordinator Communications Committee Other: Sustainability 25. Plans for Funding beyond

9 Council Funding 26. Plans for Sustainability The Council will continue to work with a media consultant on an ongoing basis to provide the most effective dissemination of the Council s goals and priorities. Diversity 27. Responsiveness to Cultural Diversity Special consideration will be given to cultural diversity in materials developed and approaches to be employed. Multi- Year, Continuation or Sole Source Projects Only 28. Legal Applicant 29. Address 30. Phone 31. Address 32. FDDC Funding Year Yr 1 Yr 2 Yr 3 Yr Yr 33. FDDC $ $ $ $ $ $ 34. Match $ $ $ $ $ $ 35. Grand FDDC Total $ $ $ $ $ 36. Outcomes of previous project; indicate if met Budget Information (Note: for multi-year projects, provide budget information for each funding year) 37. Procurement Method RFP 38. Procurement Justification 39. FDDC Funds Requested $20,000

10 40. Funding Source (TF, Unmet Need, etc.) Communication Committee 41. Match 42. Total Estimated Budget (Note: for multi-year projects, provide budget information for each funding year) 43. Category 44. FDDC Funds 45. Match 46. Match Source 47. Total Cost $20,000 $6,600 Contractor $26, TOTAL $20,000 $6,600 $26,600 Budget Justification (Note: for multi-year projects, provide budget information for each funding year) 49. Personnel percentage of time on project Unknown 50. Travel 51. Personnel Fringe Reviews and Approvals 52. Program Manager 53. Task Force 54. Date Task Force Review 55. Date Task Force Approved 56. Task Force Comments or Stipulations

11 57. Attachments Continuation Projects Only Work Plan Provider Performance Evaluation Attachment A - Assurances Conflict of Interest Forms Signed Note: All members who have a conflict of interest must sign and recuse themselves from the presentation and discussion. 58. Attachments Sole Source Projects Only Attachment A - Assurances Conflict of Interest Forms Signed Note: All members who have a conflict of interest must sign and recuse themselves from the presentation and discussion.

12 This input (in red) is from the Big Bend Transition Council. Objective 2: 1.2 Inform the public and media on at least ten (10) issues that impact the lives of individuals with developmental disabilities and their families. Objective 3 (Note that we have already changed the 5 to ) 1.3 Increase the presence of the Council at at least five (5) disability-related events across Florida.

13 REQUEST FOR FDDC FUNDING Attachment A DISCLAIMER I Hereby certify that the facts and information contained in this application and any follow-up document (s) specifying that this agency is not in receipt of funds from other Federal sources covering any portion or facet of the project submitted for funding are true and correct to the best of my knowledge, information and belief. I further understand that if it is subsequently determined that this is not correct, the grant funded under 42 U.S.C.S 6000 et seq., as amended, may be revoked in whole or in part, and penalties which may be imposed by law or applicable regulations. Name of Agency Signature of Authorized Official Title Date STATEMENT OF ACCEPTANCE OF TERMS AND CONDITIONS I, (Name) (Title)

14 as an authorized representative of (provider) agree to accept all the terms and conditions of the provision of services as described in the Request for DD Funding and also agree to accept the additional terms and conditions as specified in the Council s standard model contract and the Council s model Attachment I also included in the: Request for DD Funds RFP ITN