Pinellas County Juvenile Justice Council

Executive Committee Meeting

June 15, 2005

9:00 a.m. -11:00 a.m.

Juvenile Welfare Board of Pinellas County

In attendance: Jackie Griffin-Doherty - (Chair), Tony Hinson-

(Parliamentarian)

Jackie Griffin-Doherty called the Executive Committee to order at 9:00 a.m.

The purpose of the meeting was to set the agenda for the June 23rd Pinellas

County Juvenile Justice Council meeting. A draft agenda of the 6/15/05

Executive Committee meeting was e-mailed to PCJJC members with a Public

Notice of the meeting to gain input prior to the meeting.

New Business

· The committee reviewed and approved the minutes of the May 18th

Executive Committee meeting. The committee approved the draft of the PCJJC

Agenda for the June 23rd meeting.

· The committee reviewed the agenda item requested by Cathy Corry -

Purge Membership Roster. Some individuals listed on the PCJJC Membership

Roster have requested to remain on the mailing list even though they may

not attend meetings in order to receive the information disseminated. The

Chair volunteered to begin calling individuals listed on the roster to

determine whether they wish to have their name removed or whether they wish

to remain on the list. In the Excel spreadsheet, the Chair will request

assistance from PCJJC member Karen Segerberg to breakout the PCJJC active

members to expedite the Roll Call and determine whether there is a Quorum.

The committee reviewed Membership Registrations records and worked on

updating the PCJJC Membership Roster in preparation for the June 23rd

meeting.

· The committee reviewed the agenda item Historical Record Keeping -

requested by Cathy Corry *Note from Cathy Corry: I may not be able to

attend the 6/15/05 meeting, but my presence should not be needed anyway.

The Council officers should be able to determine proper recordkeeping for

the Council, being certain to address ethical obligations and custodial

duties for public records.

Ø Who keeps the following items?

Ø Sign-in sheets for Council meetings? For committee meetings?

Ø Copies of minutes of Council meetings?

Ø Copies of Committee meetings?

Ø Meeting notices?

Ø Agendas?

Ø Signed bylaws?

Ø Submitted committee reports?

Ø Strategic plan?

Ø Annual report?

Ø Other Council documents?

Ø Membership Roster - (kept with main Council records. Parliamentarian

will keep the master list, and the membership registration records are to

be kept at DJJ)

The Chair recommended that a policy and procedure be developed by the

DJJ Circuit 6 Board and Council Coordinator Diana Boyce to address

these issues. Once complete it will be disseminated to the PCJJC

members. This will assist future PCJJC Officers in ensuring ethical

obligations and custodial duties for public records and provide a

procedure for maintaining historical records and proper

recordkeeping.

The meeting adjourned at 11: 05 a.m. The Chair provided the minutes to the

PCJJC on 6/20/05 -

Minutes approved July 20, 2005

Stephanie Prestwood, MA

Department of Children and Families

Substance Abuse and Mental Health Program Office

Sr. Substance Abuse Specialist

11351 Ulmerton Road, Suite 329

Largo, FL 33778

(727) 588-6839

Fax (727) 588-3618