April 25, 2017 Leadership Council AGENDA I. Call meeting to Order/Pledge of Allegiance (5 mins) II. Public Comment (5 mins) III. Special Presentations (10 mins) a. Public Health Model Concept IV. Approve minutes from March 28 Meeting (5 mins) V. Old Business: VI. a. Action Items Update b. Policy & Governance Update (R. Frazier) New Business: (5 mins) a. Finance Report (T. Williams) (10 mins) b. Operations Update (F. Barton) (20 mins) i. Organizational Structure ii. Month in Review iii. Violence Prevention Conference (a) Kingham Signature Events c. FY 2017 Budget and Program Modification Request (F. Barton & T. Williams) d. Committee Projects Update (10 mins) e. Upcoming Events (F. Barton) (5 mins) VII. Questions and Comments (5 mins) VIII. Adjourn SCAN TO REGISTER Page 1
Leadership Council Meeting Minutes for Safe & Sound Hillsborough Call to Order The Leadership Council meeting of Safe & Sound Hillsborough was held on Tuesday, March 28, 2017 at the Children s Board of Hillsborough County. It began at 1:08 PM and was presided over by Chairwoman Julianne Holt. The meeting was properly noticed, and a quorum was present. Attendees Leadership Council Members in attendance: Julianne Holt, Chair, Public Defender s Office; Kenneth Albano, Vice-Chair, City of Temple Terrace; Freddy Barton, Executive Director; Rena Frazier, State Attorney s Office; Keith O Connor, City of Tampa, Tampa Police Department; Marie Marino, Public Defender s Office; Cindy Stuart, Hillsborough County School Board; Gina Justice, 13 th Judicial Circuit; Kelley Parris, Children s School Board of Hillsborough County; Dr. Kathleen Heide, University of South Florida Alternates in attendance: Tonia Williams, Children s Board of Hillsborough County; Rosalie Smith, S&SH Not in attendance: Lesley Les Miller, Board of County Commissioners; Alfred Van Duyne, Plant City Police Others in attendance: Dexter Lewis, S&SH; Melissa Miller, United Way Approval of Minutes A motion to approve the minutes of the February 28 th meeting with a friendly amendment by Dr. Kathleen Heide was made by Cindy Stuart and seconded by Chief Albano. Officers Reports Executive Director s (Operations Update) was presented by Freddy Barton Video clip of Van Buren Middle School Stop the Violence Walk Discussed developing Community Outreach and Partnerships Chairwoman encouraged members to attend and participate in the Hillsborough Speaks! Workshops Region s Bank representatives to present to the board regarding Camp Regions at the April and May meetings Asked members to promote S&SH programming on their social media outlets to their networks. Formal request to School District facilities management needed in order to assist with cleanup efforts per Ms. Stuart. Need for a solid group of volunteers to assist with the planning phase of the conference Discussed need for a consultant to coordinate the logistics and planning of the conference Mr. Barton to issue a Request for Qualifications for an event planner to provide services for the 60 days leading up to the conference and post events report. Discussed fundraising efforts for the Violence Prevention Conference; new partnerships for the Kevin Beckner Community Builder Awards; Raising money to provide funds to award recipients instead of a plaque; has 1 commitment to provide an additional $500 to 4 individuals Informed members about partnerships proposed with FBI Advisory Group Recognition of partnerships at VPC Questions raised: What is the timeline? Is an RFQ required? Introduction of Melissa Miller, United Way to Leadership Council. Major Parker suggested that S&SH invite Ms. Murphy to speak at the SafeSummit 17 Finance Committee Report was presented by Cindy Stuart Need to produce a form that details in-kind contribution Document of what has been provided (i.e. School transportation for conference) Need to substantiate In-Kinds Tonia Williams to create a form Policy & Governance to review the form. March 28, 2017 Leadership Council Minutes 1 P a g e Page 2
Leadership Council Meeting Minutes for Safe & Sound Hillsborough Expenses not changed much from February report Last entity funding will post on the March report Discussed new Interlocal/Finance Structure; Goal: To use the Budgeted funds available and disburse to areas according to need. Policy & Governance Committee Report was presented by Gina Justice Development and Implementation of Conflict of Interest Policy Sunshine Law Requirement Vote on adoption of the Conflict of Interest Policy Packet provided by committee in advance of the agenda packet Question about Nichole Hanscom on P&G Committee; Currently reviewing policies relating to Sunshine Standards Goal: To distribute the Conflict of Interest Policy prior to the April Leadership Council meeting Youth & Gun Violence Committee Report was presented by Dr. Kathleen Heide Discussed final planning about the Youth Mock Trials Data Committee Report was presented by Jamie Robe Asked Ms. Miller about ALICE report Invited members to sit in on future meetings to discuss the data. SASIE Collect data in finer details Formalize boundaries by zip codes Family Health & Wealth Being Committee Report was presented by Marie Marino Ms. Marino informed Council members about the committee leveraging their projects by working with existing partners such as Van Middle School Provided dates for Youth Mental Health Training (April 1 st and April 22 nd ) Working with the grant committee to fund train the trainer program for Mental Health. Main Motions 1. Motion: Moved by Ms. Stuart and seconded by Chief Albano to accept Dr. Heide s addendum to the minutes. The motion carried with a unanimous vote in favor. 2. Motion: Moved by Chief Albano to approve the Finance Committee report and seconded by Marie Marino. The motion carried with a unanimous vote in favor. 3. Motion: Moved by Kelley Parris and seconded by Dr. Heide to approve the hiring of an event consultant for the Violence Prevention Conference. The motion carried with a unanimous vote in favor. Announcements The next meeting of Safe & Sound Hillsborough Leadership Council was scheduled to April 25 th, 2017 beginning at 1:00 p.m. at the Children s Board of Hillsborough County. Adjournment Meeting ended at 2:44 PM March 28, 2017 Leadership Council Minutes 2 P a g e Page 3
Safe and Sound Hillsborough March 2017 Revenue and Expense Statement Comments Revenue Hillsborough County Salary/Fringe/Admin Fee Revenue for March is for the three pay periods which ended on March 31 and for the 13.5% administrative fee on those payrolls. Salary and Fringe paid was $26,710.06 and Administrative Fee of $3,605.86; Total of $30,315.92. All Other Interlocal Agencies Revenue for March of $5,826.77 is equal to March program expenses. T Shirts Purchased Three T Shirts purchased by Julianne Holt and Cindy Stuart for total revenue of $57. Expense Staff Salaries/Fringe/Admin Fee Salary and Fringe of $20,206 is for the actual number of workdays in March. Salary/Fringe is under the budget of $21,592 due to an outreach position not filled during March. Office Expenses March office expenses of 1,549 were slightly over the March budget of $1,466 due to Freddy s surface crashing and the replacement costing slightly more than the budgeted amount for computer. Communications/Outreach/Printing March costs were: $1,239 for the March 4 Stop the Violence Walk at Van Buren Middle School for T Shirts, Food and Balloons $985 for Regions Literacy Camp on March 13 17 for transportation of the youth and youth lunches $389 for general outreach The Regions Literacy Camp costs are being paid by Regions Bank. Outreach costs are within the budget for Outreach. Professional Development In March, Freddy attended a Unity meeting in Oakland CA on March 29 31. The cost incurred for this meeting was $271 and is within budget. Hillsborough Speaks March cost of $1,154 was for the event at Middleton High School on March 30. This program is over the annual budget of $2,100 by $576 as of the end of March. Dollars from outreach will be used to offset this overage. Youth Mock Trials March cost of $239 was for the Mock Trial held on March 31 and is within budget. Page 4
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Public Health Approach to Violence Prevention Lodi Rohrer Roxann McNeish Safe & Sound Hillsborough Leadership Council Meeting April 25, 2017 - Tampa, FL Page 9
Public Health Approach to Violence Prevention Define the Problem Gather data about the scope of the problem. Develop and Test Prevention Strategies Find existing strategies that have been effective or develop new ones. Evaluate the selected strategies. Identify Risk and Protective Factors Use scientific methods to determine what increases violence (risk factors) and what prevents violence (protective factors). Ensure Widespread Adoption Disseminate and implement strategies and provide training or technical assistance. Make sure that strategies are working within a given community. Page 10 Source: National Center for Injury Prevention and Control
Public Health Approach to Violence Prevention Page 11 Source: World Health Organization
Safe & Sound Hillsborough s Public Health Approach Define the Problem Crime, education, child maltreatment, census, and unemployment data compiled for 2010-2013 Youth Outreach Survey Page 12 Source: World Health Organization
Safe & Sound Hillsborough s Public Health Approach Identify Risk and Protective Factors Risk factors: low social support low social cohesion in neighborhoods unwillingness of adults to intervene in adverse circumstances problems with substance use gang activity lack of community activities and supervision for youth Protective factors: Schools are viewed by youth as a place of safety Page 13 Source: Hillsborough County Youth Outreach Survey
Safe & Sound Hillsborough s Public Health Approach Develop and Test Prevention Strategies Support the health and well-being of families by providing behavioral health services, job opportunities, successful re-entry programs, as well as family and school-based support services. Cultivate a connected community by providing opportunities for cross-cultural exchanges, nurturing parent-school relationships, offering peer support services, and increasing social connections within neighborhoods. Examples: neighborhood all call meetings, mock trials, Hillsborough Speaks, Violence Prevention Conference. Improve conditions in neighborhoods by improving access to public spaces, decreasing the density of alcohol retailers, offering community-wide volunteer days, and providing trauma informed care and mental health first aid training. Page 14
Safe & Sound Hillsborough s Public Health Approach Ensure Widespread Adoption Coordinate efforts to maximize the impact by creating a comprehensive guide map of programs and services related to violence prevention. Page 15
Lodi Rohrer llrohrer@usf.edu 813-974-0517 Roxann McNeish mcneish@usf.edu 813-974-9897 Page 16
Safe and Sound Hillsborough Statement of Revenues and Expenditures From 10/1/2016 Through 3/31/2017 Oct 2016 - Mar Oct 2016 - Mar 2017 Actual Oct 2016 - Mar 2017 Budget 2017 Budget Variance FY 2017 Total Budget $ Increase / (Decrease) FY 2017 Total Revised Budget Revenue Hillsborough County 127,218 146,758 (19,540) 320,616 320,616 Other Interlocal Agencies 13,634 91,252 (77,618) 173,929 173,929 Sponsor for All Call Meeting - 1,000 (1,000) 1,000 1,000 University Area CDC 200-200 - - Palma Ceia Presbyterian Church 100-100 - - T-Shirts Purchased 57-57 - - Total Operating Revenue 141,208 239,010 (97,802) 495,545 495,545 Expenditures Staff Salaries/Fringe and Admin Fee Total Salaries and Fringe 114,076 129,302 15,226 282,481 (31,350) 251,131 Administrative Fee(13.5%) 16,278 17,456 1,178 38,135 38,135 Total Staff Salaries/Fringe and Admin Fee 130,354 146,758 16,404 320,616 (31,350) 289,266 Subcontracted Services Salaries and Fringe - 30,000 30,000 Printing / Adverting - 2,250 2,250 Program Materials / Supplies - 7,500 7,500 Food - 3,000 3,000 Focus Groups - 600 600 Total Subcontracted Services - 43,350 43,350 Date: 4/24/2017, 10:39 AM Page 17
Safe and Sound Hillsborough Statement of Revenues and Expenditures From 10/1/2016 Through 3/31/2017 Oct 2016 - Mar Oct 2016 - Mar 2017 Actual Oct 2016 - Mar 2017 Budget 2017 Budget Variance FY 2017 Total Budget $ Increase / (Decrease) FY 2017 Total Revised Budget Infrastructure Expenses Data Collection & Evaluation - 24,000 24,000 24,000 (12,000) 12,000 Office Computer Equipment 835 1,200 365 1,200 1,200 Printer/Copier Lease 1,900 1,950 50 3,900 3,900 Office Supplies 3 500 497 1,000 1,000 Internet Service 880 876 (4) 1,752 1,752 IT Support 950 1,620 670 3,240 3,240 Phone System 420 246 (174) 492 492 Violence Prevention Summit 4 5,000 4,996 25,000 25,000 Communications/Outreach/Printing Staff Mileage & Parking 494 3,290 2,796 6,580 6,580 Community Meeting Space - 2,400 2,400 4,800 4,800 Printing-Promotional Materials for 60 3,750 3,690 7,500 7,500 Outreach Supplies and Tshirts for Outreach Events 2,365 12,995 10,630 26,000 26,000 Food for Outreach Activities 473 4,640 4,167 9,280 9,280 Incentives-Program Participants 400 2,500 2,100 5,000 5,000 All Call Meeting - 1,000 1,000 1,000 1,000 Website Development/Maintenance 1,200 2,400 1,200 4,800 4,800 Grant Writing Assistance - 12,200 12,200 20,000 20,000 Professional Development Staff Training - 1,000 1,000 3,000 3,000 S&SH Committee Member Training - 800 800 2,500 2,500 Non-local mileage reimbursement 151 540 389 1,620 1,620 Lodging - 1,440 1,440 4,320 4,320 Per Diem 88 315 227 945 945 Airfare 32 835 803 2,500 2,500 Mental Health First Aid Training - 1,440 1,440 2,880 2,880 Hillsborough Speaks 2,676 1,050 (1,626) 2,100 2,100 Community Discussions - 1,500 1,500 3,000 3,000 Resource Directory/1800# - 1,005 1,005 3,000 3,000 Youth Mock Trials 703 1,760 1,057 3,520 3,520 Total Infrastructure Expenses 13,634 92,252 78,618 174,929 (12,000) 162,929 Date: 4/24/2017, 10:39 AM Page 18
Safe and Sound Hillsborough Statement of Revenues and Expenditures From 10/1/2016 Through 3/31/2017 Oct 2016 - Mar Oct 2016 - Mar 2017 Actual Oct 2016 - Mar 2017 Budget 2017 Budget Variance FY 2017 Total Budget $ Increase / (Decrease) FY 2017 Total Revised Budget Total Expenditures 143,987 239,010 95,022 495,545-495,545 Net Revenue Over(Under) Expenditures (2,779) - (2,779) - - - Date: 4/24/2017, 10:39 AM Page 19
Safe & Sound Hillsborough FY 2017 Budget Modification Request Narrative Staff Salaries / Fringe: A total of $31,350 will be reduced from this category. There are currently two vacant positions, therefore this line item will have dollars available to transfer to the subcontracted services below. Subcontracted Services: A total of $43,350 will be added to this new category of the budget. An agency in each of the four target zip codes will provide assistance in meeting the S&SH outcomes. Beginning April 1, 2017 S&SH will contract with each agency for up to $14,450. Although four agencies will be assisting S&SH, only three agencies will have $14,450 paid to the agency as one of the agencies is CDC, the fiscal agent for S&SH. Salaries and Fringe: $10,000 per agency for 19.05 hours per week to provide outreach services. Printing / Advertising: $750 per agency for materials to be distributed at community events. Program Materials / Supplies: $2,500 per agency for materials to be used at community events. Food: $1,000 per agency for community events. Focus Groups: $200 per agency for materials and meals. Data Collection & Evaluation: A total of $12,000 will be reduced from this category. At this time, there is not a contract to provide services for data collection and evaluation, therefore this line item will have dollars available to transfer to subcontracted services. Page 20