Pinellas County Juvenile Justice Council
Grant Review Committee Meeting
11351 Ulmerton Road Ste 329
Largo, FL 33708
March 10, 2005
1:00- 2:00 p.m.
Attendees: Stephanie Prestwood, Cathy Corry, Dave Plyer, Karen Segerberg,, Elizabeth Shaw, Pat McGhee, Diana B., and Mary Kurchinski.
Absent: Elka Zwick, Ann Kelley
The meeting was called to order by the Chair, Stephanie Prestwood at 1:03 p.m.
The chair stated that the members of the grant review committee were Stephanie Prestwood, Dave Plyer, Elizabeth Shaw, Elka Zwick, Karen Segerberg and Ann Kelley.
The chair thanked all the committee members for taking part in the grant review committee process.
The chair collected all the score sheets from the grant reviewers. Ms. Kelly submitted her scores to the chair early, as she was unable to attend the meeting. Elka Zwick scores were not submitted. Pat McGhee, DJJ stated because Ms. Zwick did not submit her scores they cannot be used.
The chair showed the reviewers the scoring spreadsheet provided by the Tallahassee State office and explained that she would place the scores from each reviewer on the spreadsheet provided.
The chair then asks if there were any questions or discussion about the grants or the grant review process. Dave Plyer stated that he had some suggestions and had typed them out on a sheet that he provided. Mr. Plyer's suggestions are as follows:
1. Develop and publish a Grant Review Process (according
to Kym
Holcomb, there is none)
2. Make binders for each reviewer that includes tabs
separating the
various sections.
3. Put grant application # on every page of the
application in the
event that pages become separated.
4. Put grant application # on every page of the score
form.
5. Provide electronic version of the grants to be
reviewed ( not
necessarily
the letters of agreement, the papers of incorporation,
etc.)
6. Provide a brief description on
each grant review form of what
constitutes Exception, Good, Adequate
and Poor scores.
7. Remove General Instructions (page
8 of 9 on the score sheet) I have
no idea if the font is 12 point or if
any of the forms have been
modified.
8. Make the scoring more objective and less subjective.
Mr. Plyer stated that he would follow up with the chair after the meeting via email and provide the list. The chair thanked him and stated that all his suggestions would be incorporated in the minutes and also would be presented to the council.
The chair then explained that all the grants would be funded at the maximum allowed of $75,000. It was further stated that the total dollar amount received in Pinellas exceeded the number of grants received, therefore leaving us with a $33,363.00 surplus. The chair asked for suggestions from the committee members on what to do with the excess. Ann Kelly who was not present at the meeting, but had turned her scores in and left a written note stating she voted for an equal distribution of the excess funds to go to the two YMCA’s. Elizabeth Shaw suggested and provided a distribution chart that showed the high scorer receiving:
Re: Equitable Distribution of Excess Pinellas
Funds
After awarding
$75,000 to each applicant, there will still be $33,363 remaining in the
Pinellas County Allotment. Ms. Shaw
suggested that the remainder be distributed among the applicants in proportion
to their ranking with the higher-ranking application receiving more
funding. For example:
|
Proposal Ranking |
Proportion
of ranking |
Amount
of Funding |
Total
Amount ($75,000
+ %) |
|
Highest
ranked proposal |
50% |
$16,681 |
$ 91,681 |
|
Middle
ranked proposal |
33% |
$11,010 |
$ 86,010 |
|
Lowest
ranked proposal |
17% |
$ 5,672 |
$ 80,672 |
|
Totals |
100% |
$33,363 |
$258,363 |
Pat McGhee, DJJ Prevention Specialist told the committee that if the money is not spent it is lost and will not go to Pinellas County. The committee agreed that the distribution chart provided by Ms. Shaw was the agreed method to distribute the excess funds.
The chair stated that the committee’s recommendations would be presented to the council for vote at the March 24, 2005 regular council meeting.
Pat McGhee introduced the new PCJJC CRISP coordinator Diana Boyce. Ms. Boyce gave a little background history and told the committee she in the process of learning her new job team and if we needed any help to contact her.
The meeting adjourned at 2:00 p.m.