SPECIAL COUNCIL MEETING
A Special Council Meeting was held on August 7, 1995 at 7:00 p.m. with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Tudor, Mr. Pitts, Mrs. Malone, Mr. Fenimore, Mr. Salters and Mr. Hare. Councilman Leary was absent. The purpose of the Special Meeting was to discuss DECCASA issues.
Members of staff present were Mr. O'Connor, Major Faulkner, Mr. Pepper and Mrs. Boaman.
AGENDA ADDITIONS/DELETIONS
Mr. Salters moved for approval of the agenda as presented, seconded by Mrs. Malone and unanimously carried.
DECCASA ISSUES
During the Council Meeting of July 24, 1995, Council accepted the recommendation of the Legislative and Finance Committee that the Legislative and Finance Committee Chairman be designated as the contract manager for DECCASA and that authority be delegated to the Chairman of the Legislative and Finance Committee to approve the proposal for the grant for the balance of the current year’s funds.
Mr. Salters, Chairman of the Legislative and Finance Committee, updated members of Council of actions taken since July 24, 1995. He stated that a meeting was held on August 1, 1995 with members of the DECCASA Board, Legislative and Finance Committee members and representatives of City staff. He stated that the meeting was confusing and very little was accomplished. He felt that there is considerable confusion over the duties and responsibilities of the Board Members, the Contract Manager and the Community Prevention Coordinator.
Referring to funds remaining from the current fiscal year, Mr. Salters stated that the Dover Housing Authority was selected by the Board to receive the funds from the current fiscal year. However, as we near the end of the fiscal year, it has become evident that they are not going to be able to expend all the funds. There is approximately $20,000 in remaining funds that the Dover Housing Authority is unable to use in accordance with the guidelines. In light of the short amount of time remaining in the fiscal year, Mr. Salters stated that an organization is needed to be selected as quickly as possible so that the remaining funds can be used. The Dover Housing Authority had agreed to sub-contract the remaining funds to Link, Inc., which is run by Beverly Salters Spence (Mr. Salters’ daughter). It is an organization well versed in State programs and is experienced in running the type of programs associated with DECCASA funds. Mrs. Spence was told that her organization was selected for the contract and she moved forward with certain expenses to begin the process. However, at the last minute, the Dover Housing Authority chose not to participate in the remaining funds. Mrs. Spence has expended approximately $1,100 in funds related to the proposed contract for which she must be reimbursed.
Noting that there are questions among members of Council on the DECCASA program guidelines, Mr. Lambert moved that the rules of Council be suspended to allow Ms. Linda Hastings, from the Office of Prevention, to explain the program. The motion was seconded by Mrs. Malone and unanimously carried.
Ms. Hastings explained the concept of the DECCASA program, stating that there are four aspects of the program (Resource Development, Community Mobilization, Families Matter and Youth Connection). She explained each segment in great detail. There were many questions by members of Council on the program and a considerable amount of discussion on certain aspects of the program, specifically on the need for a Community Prevention Coordinator (CPC) and the requirements associated with the Board.
Mr. Hare stated his opinion that the requirement of the Office of Prevention to hire an employee to serve as CPC is unnecessary and a waste of grant monies. It is his feeling that this job could be accomplished by a person, or persons, already employed by the City, in conjunction with their current responsibilities. He stated that the Office of Prevention provided DECCASA funds totaling $57,900 of which 60% of the funds went towards administrative costs. The CPC, prior to her resignation, was earning a salary (including benefits) in excess of $40,000.
Ms. Hastings stated that it is her feeling that the CPC should be a City employee, rather than an employee of the State. A CPC, if employed by the local community, is perceived as “one of us” rather than “one of them”. Referring to the salary level being too high, Ms. Hastings reminded members of Council that the CPC is an employee of the City and that the salary level is set by the City. She further explained, however, that the CPC is responsible for more than just overseeing the DECCASA programs. The CPC is also responsible for such things as the writing of grants to obtain additional resources, donations, and the recruitment of volunteers. It is her opinion that a DECCASA program requires a full-time CPC, a full-time youth coordinator and a part-time family coordinator. There was considerable discussion on this matter. Mrs. Malone stated her feeling that we have lost the focus of the program which is to help our at-risk youth. Rather than using the bulk of the funds for this purpose, we are told to use the funds to staff the program. Ms. Hastings stated that the City could accept financial responsibility for the administrative costs so that the full grant can be used for prevention purposes.
Mr. Salters suggested that the City make a written proposal to the Office of Prevention explaining which guidelines they would like more flexibility on so that the State can see exactly what the City would like from them. In the interim, Mr. Salters stated that the City will need to hire our former CPC, on an hourly basis, to prepare the RFP’s for this next fiscal year.
Mayor Hutchison stated that he believes in the program but that he is very frustrated with the requirements of the State and their decision to allow no flexibility to the participating municipalities. As an example, he stated that the State requires a 15 member Board of Directors. Since the Board is so large, it was very difficult to meet at a time that was conducive to everyone, resulting in many meetings being held without a quorum. He also voiced concern with employment requirements, stating that the State requires that the City hire a CPC and when the City contracts with a Provider to run a program, the first thing they do is hire someone to run the program, resulting in the grant funds paying for the salaries of two individuals. Mayor Hutchison stated that if there is a true commitment to providing programs for at risk youth, then we have an obligation to ensure that as much money as possible is directed to the Program and not to administrative costs. He cited examples of many other cities where the entire amount of grant funds is used for administrative services associated with the program. Mayor Hutchison stated that the funds are taxpayers’ dollars and that we have an obligation to spend them wisely. It is his opinion that we have not accomplished this to date.
After a considerable amount of discussion, Council President Christiansen asked members of Council if: 1) they endorse the principal of the program; 2) they endorse the model of the Community Mobilization Program; and 3) it is their intent for the City to present to Ms. Hastings a proposed program that is effective for and tailored to the needs of the City of Dover. All members of Council agreed that they supported all of the above.
Council President Christiansen asked Ms. Hastings if she will do everything possible to accommodate an appropriately presented program by the City of Dover, based upon our local needs. Ms. Hastings stated that she will work with the City of Dover but that the proposal will be looked at very carefully to ensure that it does not effect the integrity of the model.
Council President Christiansen stated that he, like Mayor Hutchison and other members of Council, endorse the model of the program, but stated that he will only support use of the funds if the City of Dover Model to be submitted to the Office of Prevention for approval. Council President Christiansen stated objections to the request, stating that City Council has passed a motion giving operating authority on this subject to the Chairman of the Legislative and Finance Committee. He suggested that the Chairman of the Legislative and Finance Committee appoint a Board to prepare a proposed program based upon input from the Mayor, members of Council and other interested parties, to be submitted to the Office of Prevention for approval.
Mr. Fenimore conveyed appreciation to Councilman Salters for taking on this project and working so diligently to make it successful. Mrs. Malone also conveyed appreciation to Ms. Hastings for taking the time to address the matter with City Council.
Prior to adjourning, Mr. Hare stated that it is his understanding that no official action will be taken until we have submitted a proposed model to Ms. Hastings and a response has been received. In the interim, Mr. Salters has authority to continue with what is necessary to complete the program for this fiscal year.
Mr. Salters moved to adjourn, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 8:55 P.M.
DEBRAH J. BOAMAN
CITY CLERK
All orders, ordinances and resolutions adopted by City Council during their meeting of August 7, 1995, are hereby approved.
JAMES L. HUTCHISON
MAYOR
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