##VIDEO ID:QyM8eEt5iEI## he he e e e e he do s da la no la e e e e e that helps okay I'm calling the grant tour and eligibility meeting to order at 1:00 can we please have a roll call Reggie sanelli here Pat Drago here John Macaluso here Stephanie Mason Teague Pat northy Jay Pendergast here Dwight Selby here we have a quorum thank you um have have you all had the opportunity to read the minutes from January 15th I have a second second all those in favor I I any osed same sign minutes are approved uh public participation do we have anyone from the public would like to come speak okay we'll move on to the Grant application eligibility determination all right so today we're here to um give a yay or nay vote on the applications that we toured today um we have four applications in this cycle so I am going to introduce uh each project as we went on the tour um they'll be here available to answer any questions comments or concerns uh the first project that we toured this morning was the Little Theater of new samna Beach uh this is for production improvements uh their Echo request is 57,500 with a total match of 63,000 uh this is to uh basically install a 32t wide by 11t Cyclorama LED screen on the existing theater uh to serve as a versatile backdrop for events performances and presentations additionally uh they will install transparent L LED panels in the front of the building to improve visibility and provide realtime announcements uh promote upcoming events and display branding opportunities and to share important information with visitors do we have any questions from the committee as eligible turn your mic I'm sorry is that it oh can you hear me now I make a motion that we determine them as s eligible for I'm sorry I can't talk right sometime some days because of my brain but I make I make a vote to make them eligible okay I'll second that motion okay we're going to do a roll call vote on all of these Pat Drago yes John Macaluso yes Pat northy yes Jay Pendergast yes Reggie cilly yes Dwight Selby yes okay motion passes they are eligible that goes forward to the County Council okay next yeah so the the the applications will go forward to be scored at the next meeting which is February 13th okay all right so next uh on this tour visit this morning was the Hub on Canal uh this is an art and cultural education center uh the request is $600,000 for Echo with a total match of 600,000 as well uh this project involves constructing a 30 3100 sqt educational building as an expansion of the Hub on Canal that will feature two ceramic Studios two classrooms uh for art and cultural activities storage space restrooms and a covered outdoor area for additional programming and activities any questions I I'll make a motion to declare this project eligible for EO second and I did have a comment I wanted to make okay uh speaking to the I wanted to say that we have had a number of Grants and projects that we've looked at and one of the things that that we've had been concerned about is marketability and making sure that you have public tra traffic and I have to say that what you told us today at this project tells us that's a very successful marketing campaign and I hope that we learn from that and that other applicants do as well so I want to make note of that for us okay Jay you you second right did you well both Pat and I said it at the same time so they have two seconds at least all right ready for a roll call vote Pat Drago yes John Macaluso yes Pat northy yes Jay Pendergast yes Reggie ctiy yes Dwight Selby yes okay project moves on to be scored at the next meeting uh our third project that we visited this morning was conservation Florida which is the D Ranch Preserve and nature center uh this request is $600,000 from Echo they have brought 2,230,000 worth of match um about 1.9 in unencumbered cash they have a land match of 150,000 and then there's also some ink kind and previously spent cash as well for this project uh this project involves uh restoring and converting a 5,000 square foot existing building into a nature center on conservation land in the Florida Wildlife Corridor that will serve as a hub for Environmental Education conservation and Community engagement uh most of the facility will feature exhibition space as well as storage offices and restrooms additionally a wraparound covered porch will be construction and improvements will be made to the gravel driveway and parking area move approval oh wait I have a question okay um they've really overmatched this will they be able to use some of that land match or anything for future grants or will it be tied up with just this one that's a good question is a is posing something as a match ises that encumber the property in some way correct correct they made they may need something in the future and I don't want them to be you know hamstrung they're exceeding their match is what I understand well just just as a technicality they got 150,000 in the match in land but a m965 in cash uncovered cash so the land match is I'm going to guess is just the area where the 5,000 ft building is but I would have the same question regarding the cash a million n in cash is that cash forever TI tied up and or is the cash is tied up for the 1.9 of unencumbered cash they got a $600,000 uh Grant uh from an executed Grant agreement from Big NOA a foundation um so that's tied into that 1.9 million the other 1.3 is cash available on hand for the project that they've brought to the table uh the land match that they provided is the value uh that they can by our guide book we can only take in 150,000 for this project but when they do come back for their second phase as planned they will be able to use land match again thank you what about the cash if they if they suppose that they have 1.9 million in cash that matches this grant when we only need six wouldn't it be better for them to show that they have a mash of 600,000 in cash and retain the balance for some future application I mean I don't know what we're saying does does it encumber in any way put a cloud on those funds so depending on what the total project cost is for this phase if there's money left over um we'll release retainage to that project and that c will become Back available to them when we do the reimbursement request understand 1.6 million in cash and one I'm sorry 1.9 1.9 million in cash put the glasses on maybe I can read uh 600,000 of that is a matching Grant I mean is a grant yes that's an exec one point so we wind up with 1.3 million in incover cash correct I got you thank you do I clear that up I I mean I I don't think that's exactly right John because that 600,000 is coming from another Foundation the big Nova Foundation to conservation Florida so that's just that's just cash just like any other cash oh I me yeah I meant that other 600 came as cash from that Grant into that 1.9 right okay thank you okay no I think I think Pat I think you're good now right I'm good but my question remains so what you're saying is that that Bal that cash balance will be released at the conclusion of the project if we if they don't use it however if they wanted to make an application while this other project was in in progress those funds would have already been committed and my point is if they if what they did was they have they are applying for a $600,000 grant if they showed they had a $600,000 match whether it be a line item or whatever then that would leave the balance of those funds available to serve as match for a subsequent Grant application with us or somebody else yeah whatever's left over to them they will be able to use at the next phase for their project we don't have to wait until the project is completed before those funds are available that's what I want to be careful yes they can have at one time they can have pretty much uh as they're nonprofit they can have three open grants at one time it's the same as we do for the Miss municipalities so while this project is continuing they can apply for the second phase okay during the next cycle or the previous cycle the next those dollars even though those dollars had already been shown as a as a match on this application those dollars would still be available for a subsequent application is a match no they would not that's my point yeah that's my point okay so what I'm suggesting is and I know we maybe can't amend but it's that we ought to reflect that the match that they've proferred is sufficient and that we would not need to tie up or entail any of the balance exceeding that $600,000 match at some point in time we ought to be able to put that in the record we should do it today I that's what I'm thinking yeah we should do it today that we I they overmatched that's what it looks like to me so and just just to complicate a little further they got 150,000 in land they got 39,000 in previously spent cash and they have 76,000 in inine service services so they actually have over 250,000 they only need 350 in cash in order to make the $600,000 match even if they rounded I mean but what I don't want to do is to entail all of the balance of that that's my concern I understand and I I believe our motion to approve this eligible should say that of the of the funds available we would only look to 600,000 as a match maybe something to that affects everybody okay with that that's a Sabrina thing maybe can we do that can we do that so um trying to be help you can make the motion that you're only uh looking to uh 600,000 so that we're not over collateralized um and that you do recognize that they are acknowledging that they are basically over collateralized um it is also something that we could look at later as far as the program once they've successfully completed it if they come back for another application to um basically take consider it again when it comes up again so my point being it's on the application now they have put it Forward they have basically voluntarily over collateralized themselves so at this point probably just the discussion and then a vote on eligibility today will be fine once this Project's done if they come back again in a new application what I would say it would be cleaner for them to then say we still have this cash and if they're going to bring It Forward again they can then ask for it to be released from the prior application as opposed to um trying to do it by motion today because the application's different Pat but but if I understand patreo correctly and the and the members here if they come back me when we're when they're in the process of vote of building this building they can come back again in the middle of that for a second B of the Apple for a different project and isn't that we want to use the money for I mean I don't want to hold them to that's what that's my concern and you know it seems we don't have a we wouldn't seems like the motion for eligibility we could in in the motion for eligibility could we not declare it eligible and recognize that they have more funds available than are needed for the match and at least have that in the for formal record if none of us are here good point okay we could at least have just we don't have to get into dollars and cents but we could say that they have more than sufficient funds for the match required correct they do have more than enough match but we can't change the application that was submitted and and bump down their match from the 1.9 to the 600,000 we have to take the application as is um and they've brought more money to the table to be over collateralized for this project but we can't use that match again for the next project per se so you can if it if the first one is complete no no what they would have to do would be to have to come back in and do a budget amendment to take those MA those funds and make them unavailable as a as an as an obligation to this application but the I understand the application is already complete we don't amend it now okay I understand that I do think that the motion to declare it eligible could recognize the fact that they have more funds shown for the match than required who made the motion for the I would I would amend my motion to include that statement do we have a second second do we understand what we're doing I think I think what you're trying to actually what you're trying your motion needs to stay the way it was you've already done it in the minutes so it's in the minutes you really I mean by putting it in your motion you're amending the application can we do two two motions no because you're you're basically trying to amend the well I would ask why they were not advised to limit their amount that they put in I mean seems to me that we're being very bureaucratic about this I mean if we had numerous conversations with the applicant um they brought they have the $600,000 from Big Nova they also had the land match previously spent cash and in kind they because the project in totality is going to be about that much money they decided to show that much match to show you guys how much you know three roughly almost $3 million it was going to to complete this project but they're only asking for 600 well that that's that's the missing piece of information we were I I never saw the total cost of the project so you're saying that it's going to take this cash in order to complete what they're doing uh Mark's here he can answer the questions but is the total project cost for this phase roughly going to be about the $3 million the 2.3 or whatever was in there okay well that explains it and so yeah in order to get um it open from from our understanding um in order to uh get the match and to have the project if it's a $2.3 million project is to um provide whatever is left over of the past the 600,000 that we're asking for as a match in different amounts whether that's in kind or um un unencumbered cash right to show that the project is that that is in totality yeah is fully funded and and that money would not be available for a subsequent project because you'll have to have different money come in as a correct so future phases will include different money unless um like Daniel said unless it's released because of um you know less funding needed we're just trying to help you yeah yeah absolutely I appreciate keep keep going no one ever comes to us with too much money I I am all good for that so um but it it does that help um great thank you so we need an amended motion we need amended we just need a regular motion don't we the regular motion find them eligible I'll second it I think you started your discussion before there was a second oh that's correct yeah okay all right ready for we like the project more yes John Macaluso yes Pat northy yeah Jay Pendergast yes Reggie stilly yes Dwight Selby yes okay okay all right uh project moves to the to be scored all right last visit of the day this morning was city of DeBry Bill Keller Park pickle ball courts and improvements uh this project includes improvements of the park that will expand the existing pickle ball courts from two to three courts as well as resurfacing the tennis and basketball courts and the addition of new fencing and LED lighting uh Echo request was 110,00 and the match was the same move second V Pat Dro yes John Macaluso yes Pat northy yes Jay Pendergast yes Reggie stilly yes Dwight Selby yes M on okay and uh all these projects will be scored at our next meeting which is February 13th at 9:00 amm new business congratulations to all of you yes and thank you for bringing them forward yeah all right so our first item of new business today on the agenda is for a budget change requests from the African-American Museum of the Arts uh they sent a request over to us in January uh amending asking to amend their budget request that was uh for their project in 2023 so the current budget that they when they submitted the application um a ma um put in our exact uh example budget that was a part of our application so when they submitted they did not alter or add in any other items to the categories so the budget on the left-and side was what they actually submitted um they basically did not add anything in so we sat with them and said hey what can we do to help you guys get to where you want to be so what we did was is we proposed a a new budget here uh and as you can see under General conditions um they originally uh asked for $520,000 but they're really only going to use $272,000 um so that is a a decrease in that category um and then we took the construction from 221,000 to about 953 th000 which is a you know a big increase um Ashlin can you scroll down and we see all those categories that we added in so they didn't have concrete metal uh Roofing siding they didn't have that stuff in the construction so when they went to submit reimbursements we couldn't issue any reimbursements because they did not have those itemizations as part as their category so we could not reimburse so we met with them and said well what are you doing with this project and how can we help you so we can make these reimbursements um so as you scroll down here we added in um the electrical which they originally asked for 230 they only need 28,000 for electrical we fixed their signage as well and when included the in kind match that was brought to the table one thing I want to bring to your attention is the echo match stayed the same so their request from echko does not change that $498,000 is still the echo request they are actually bringing more money to the table more match the new project cost is about 1.3 million from the original $1 million budget so it's an increase overall of about 27% thus the budget change because it's over the 20% threshold that we have to bring to you guys for a budget change um there is a Representatives here from a ma to answer any questions uh but we are seeking approval today for this I just a couple of comments well number one Daniel it's it's interesting the way you helped them out and that was positive for for the program um just so the public knows that this happens and it is something that you look at to see if we can help the uh granting so that's yeah absolutely anytime uh reimbursement requests are submitted to to us we look at them and make sure that they match with the budget that was originally submitted and if we can help them move dollars um we will as long as it's not over the the 20% threshold in this case it was um so that's why it's here in front of you guys today so uh Daniel can I just um if I may so the the changes are the three columns or four columns to the right on the far right yes so that is the the proposed budget is on the right so and this is what we're looking to go to moving forward when applicants submit um so as you can see on the left budget they originally had things itemized out like contractor fees mobilization us yourist underneath an itemization so we can know what we're paying for okay so that was kind of the goal is to get them to this new budget layout and they at the time when they submitted the application you know they just went off of what the example was and didn't know that they could add stuff in right okay so in other words you're okay with a lump sum for General conditions or for new site construction you don't need a breakdown of electrical HVAC whatever you so we see how what we did here so you see the site construction is now 95388 yes everything under site construction from earthwork all the way down to Landscaping is all planned as part of stuff that they're going to do in their facility so when they send the reimbursement request we just quickly look for the roofing company and we can reimburse that for undersight construction whereas if they didn't have it previously we could not okay well I mean my bigger question is you're okay with just these lumpsum numbers not breaking it indidual we are that's kind of the transition that we made um recently um when we did the new budget chart okay I'll move approval if there's not a motion on the floor second you made a second pet all those in favor for Budget change for AMA i i i i any opposed motion carries okay all right next up for um new business is the quarterly reports from the fourth quarter which is October to December of 24 um the first projects that we will go over will be any of the echo projects uh from 21 to 24 a few items to just to bring to your attention the items in bold have been completed um so we have went out I went out to Performing Art Center last week um toward their facility they inputed the new chairs there um so everything is back up and running for the pack um and then we've also closed out uh the city of Orman Beach closed out their project and then we also uh just last week closed out the new samna skate park Expansion Project uh Stephanie was there for the ribbon cutting for that and uh the rest of the projects are underway and moving forward are there any questions about these okay these just include they do not include direct expenditure correct correct so remember one of the requests uh last couple meetings ago was to separate the sheets so right now you're only looking at the echo grants the next sheet you will see the dce projects but I oh I'm sorry I looked at it wrong okay I did this for you Pat you asked for I I did all right any any questions about any of the echo projects I see thank you yeah good okay so we'll move on to the dce projects all right so just remember the dce um has three different award dates so you'll see in that third column there there were projects that were awarded in 23 um of March which was the first iteration of the dce program then uh 101 of 23 uh started the 2024 projects and then we've also had the 7 July 16th when we brought the second iteration of the plan um so I tried to make you guys aware of when these actual projects were awarded um we do have two on this list that are completed um we also have about 12 total that were completed last the previous quarters um so here's everything from 23 to 25 that's still um outstanding yes Pat um we're not as an echo committee when these projects are being completed we're not or as a county I guess I should say doing any kind of ribbon cutting or announcement of this I'm I'm concerned that like for instance you have Environmental Management living Shoreline Environmental Education exhibit improvements we don't do as Neo committee any kind of celebration of that correct or we can I mean should I think I think cuz I'm getting questions on the direct expenditures that people are beginning to think that we're that we're spending a lot on Direct expenditures I know we're not getting the uh the not for profits and the city's coming in and we want to get the money out I'm not opposed to the direct expenditure program at all but I think we ought to celebrate what we're doing every project should should have some kind of a announcement like you did today you you share with me to shared with me today or something we say hey here's where your Echo money's going marketing marketing yeah marketing that's it that's all M we do a lot of these County projects we do plan on having some ring cuttings and some some big announcements so because I think the the sitting Council would probably appreciate that too oh yeah yeah and for instance like the living Shoreline that one that project's tied to the artificial Reef as well so that obviously closed down right now but they're working on getting back up and running before May yeah Marine Science Center so we've been in communication with Chad and they uh just ordered the new you know they're still required to put the permanent Echo sign up for these projects as well so they're I know they're in in the works for that one to do something when they do reopen I just think as we completed we got to celebrate that even though they are direct expenditure I maybe that's that's the even more reason to because people don't understand the direct expenditure U program a lot of them don't okay I I just have a question I'm looking at one line you see uh DeBerry Hall exhibits Parks and Recreation it's down about two3 a little bit and it has the award was 295 oh I'm sorry I read that wrong excuse me I I delete my comment sorry okay anyone else well I wonder about the ones that have like they were awarded back in 23 that 0% has been done are they like should they be deleted from the list or is there a reason why nothing was done which one are you talking about specifically and I can give you details on it well there's one here um Sugar Mill Gardens December 2407 has zero done yep so sugarm Mill Gardens uh I spoke to Tim Bailey with parks and wreck uh recently about this project uh this project project has now moved uh to under facilities uh the design specs are underway and the plan is to order a prefab Vault bathroom for this project um he did say that they don't think that they're going to be complete by 101 of 25 which is their due date um however they would ask for an extension if they don't make that um sta Echo staff can grant a one-year extension to projects can I ask a a question about um there's been a lot of in particularly in southwest of Lua a lot of conversation about the park site in Orange City that were um and I I we talked about that when I was on Council and it needs to get done I'm not opposed to it all but there's a lot of conversation on it and and I don't know do we maybe talk to the cities about that do do we include them in any conversation about what we're doing we know what we're going to do I mean we're doing Ball Fields there was I thought some conversation about the um about doing a Motocross facility out there has that come gone have we have we picked a Motocross facility yet we have not picked a location for the Motocross site but but that was under consideration correct because that's been out there as a rumor two different projects we got the Motocross that's already a part of this plan the Orange City Bennett Sports Complex $3 million 35 3,500 y so two different projects so so we're not paying anything out of this out of echo for that project as far as Bennett is concerned right now um it went to council recently and they determined that they were going to use a P3 a private partnership they were going to find and that we would bring it back to council at a later date with more information and that's all we know at this point okay so it's not part of our deal okay until unless we get any other direction okay any other questions about any of the DC projects and uh so this plan will come uh back to you guys at the next meeting so we already are working on projects through 26 27 28 and 29 so you will see uh the updated plan at the next meeting okay next appointment of Vice chair do we have any nominations I nominate Pat drgo I was going to nominate you I've done it before I know you have I'll second Pat okay all those in favor for I'm not going to do anything being Vice Chair say I any POS congratulations I don't think I have to do anything so it's good okay staff comments All right so we do have I'll send you this information after the meeting but we do have a groundbreaking ceremony at the city Edgewater for the pickle ball courts that was in the last cycle um so that is going to be Monday February 3rd at 10:00 a.m. if you guys are interested I'll be out there um other than that uh next meeting is February 13th at 9:00 a.m. that's where we'll score the applications uh I will send you guys the score sheets with the updated page numbers prior to that meeting so you have them we will also have score sheets available for you guys here at the meeting okay that's all I have today all right thank you which score sheet do you take the draft or the final or do you take both I can't remember uh well I mean if you guys if you guys I'll answer it for you Daniel it depends on whether you share it with anybody the one you share with everyone becomes a public record if you make one for yourself that has personal notes that you do not share with anyone that one is not a public record so that one you can keep so that's the distinctions whether or not you share it with anyone which will make it a public record and just so everyone knows we are working on um reappointments getting those on the County Council agendas uh we had it on the agenda last meeting and they ran out of time so they did not appoint the two vacancies those are coming back up as one agenda item to reappoint the two vacancies to finish out the terms and to reappoint everyone who has reapplied so hopefully we won't run out of time again and they will actually get to the appointments is it going to be on evening agenda or a day agenda I can't remember I'm sorry it's actually it's next Tuesday's meeting so day meeting it'll be the day meeting yes thank you advisory committee comments do I any comments I I have one okay it was just a question I wanted to know when we had when they came forward from Daytona Beach for the Cina Arch that went on the causeway what what's the status of that now have they are they what's the status the status is they're not going to come back to the echo committee um to present that application um they have decided to remove some of the structure that was there so they basically uh did not the chore down basically take your guys advisory comments and use they decided to go on their own path they decided that was fine they they don't need to hear from us yeah yeah thank you you you're welcome I suppose they they did not I don't think they ever got a historic architect either for no they did not and that was one of our concerns and I used to be on the historic preservation committee for Daytona Beach but I was not reappointed that and that project was that a federally designated project no it was not not okay anyone else no okay um I motion to adjourn the meeting motion to adjourn second all those in favor I I meeting adur thank you thank you for all the preparation e e for e e e e e e e e for for for