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HomeMy WebLinkAbout2009-06-09Meeting of June 9th, 2009 12:00 AM to 1:00 PM 2 Fairgrounds Rd. Agenda ^ Call the meeting to order C~~ ~~~~.e5''S ~.'~ r r : ,G ~, ^ ASAP Executive Board request to amend the proposed scope of services (FY10 Contract) to fund executive directors salary only Information Sharing -- ~ ~ , C_R_C Rect~lnmencl~~tic~ns to re ~ ~:~e~t ' ___ ._ ; ~~ ~~~~' ;~ Discussion Next meeting date TBD at 2 Fairgrounds Conference Room Contract Review Committee June 9, 2009 2 Fairgrounds Road Attending: Rachel, Rosen, Alice McWade, Jack Gardner, Christy Kickham, Linda Williams, Mary Wawro, Maryanne Worth, Karyn Lindsay, Peter Swenson, Bill Pittman, John Millar, Amber Cantella, Whitey Willauer Amber thanked the committee for this meeting and shared the great news about ASAP's new board; the board has grown from 5 members in 2005 to 32 members in 2009. Amber also explained that essentially, ASAP is asking if the scope of service for the FY10 contract could be slightly altered to get ASAP through the first quarter. ASAP is proposing that the first quarter payment of $7,500 go towards the salary for the part- time coordinator. This adjustment would be for the first quarter only (July 1~t thru September 30th). ASAP will be hearing about other grants in August. ASAP consists of an all volunteer board and there has to be one person who does all the paperwork, apart- time independent contractor. The scope of services for FY09 has the $30,000 grant divided three ways, $20,000 of which was for the part-time coordinator and facilitator. That amount for FY10 has dropped to $2,000; what ASAP is proposing is essentially across the board 20% being brought from the current recommendations to our amended requests, giving a total of $7,500 of the $30,000 (which is on/y 25% %a~ing 75% of the grant forsen~ices). The $7,500 will secure the coordinator's position for the first quarter for FY10. That will allow us to come together as a new board to talk about fundraising and different grants we can apply for and talk about our long-term sustainability. It will also insure that we will be able to implement all these activities. Because ASAP is an all volunteer board that also provides services, there has to be that one person in the position that works as a coordinator, that keeps the board together, and does a tremendous amount of work. This person is not on a salary and does not receive benefits; this is a part-time independent contractor who is crucial to the operation of ASAP. In addition to the budget ASAP had also been funded by BSAT through the state, we have lost that funding as well with state cut-backs across the board for all coalitions and departments. After the first quarter, in August, we will find out about grants that we have applied for and whether we have been granted those monies. A large portion of what our coordinator-director does is about grant writing; it is about researching grants that can bring in money for the future and secure our position. ASAP does very important work for the town, ASAP is about prevention; ASAP is now aligned with NBHS (which is about the treatment) it is a two pronged approach to the problem that the town needs help with. With a lot of these activities ,these line items, it is more likely that we can say to an outside organization ASAP is doing Red Ribbon week in the schools in the fall would you like to co-sponsor that event ?That is another way to get funding to supplement the town's funding. However you can't ask a business to co-sponsor a salaried position. You did an across the board cut of the line items, are there some items that are easier to fund than others? ASAP figured that just by shifting 20% on these line items equally rather than saying that this is where the funding should stay; (just for the first quarter) once you start talking about an initiative or a marketing campaign, there certainly is not an advantage of one over another, all the programs are important. One of ASAP's biggest expenses is advertising. Red Ribbon week is expensive to advertise; is it possible for ASAP to get the town rate for advertising? Maryanne and Chief Pittman are both on the board so maybe that possibility could be looked into. What assurance does CRC have that ASAP will not come back again to readjust the grant again? There are a few things that can insure that; we do have grants written that we will be hearing about and also with the new board we are looking at strategizing on making it a viable board looking at ways of fundraising. A lot of this financial situation was unforeseen just a few months ago. ASAP lost a $4,000 grant from the Community Foundation because of lack of funding, we lost $50,000 from the Peter Wood Tower Foundation also because of lack of funding. Safe Schools and Healthy Students, huge grant that ASAP spent hours working on it, mainly the executive director, the school, for whatever reason, at the eleventh hour pulled the plug on it because they could not come up with the match requirement because of budget cuts. We have applied for, and have a good chance of receiving, $125,000 drug free community support program but ASAP will not know about that for a while. That is why we are at this crossroads; where we had funding that we were counting on but because of the economic conditions which are changing daily, even on the state level, things are just coming apart on us. We need this quarter to get through and if funding doesn't come through the coalition will have some serious decision making to do. ASAP understands that CRC's policy is about funding services and programs, not support salaries, this is a last resort plea to help us get through the first quarter. ASAP is not a services provider, the goal is to bring resources together to do these things. Treatment is an important part of drug prevention which is what ASAP is about, but is ASAP is not expert in treatment, NBHS is and that was a natural partnership that was put together and the goal eventually is to put a lot of the burden of that employment onto that part of it and not on ASAP as a board. Is there any funding available through law enforcement organizations? There are several grants that ASAP is looking at, mainly they have to do with drugs and or juvenile problems, right now we are implementing one of them on training police officers on how to interact with youth, next year doing training in the schools, this is where ASAP is a big supporter through the alcohol enforcement, teaching kids appropriate behavior on interacting with police, this is what ASAP does best, figure out how to strengthen everything we do with what we have. Another example as to how ASAP is being resourceful in that they sent a letter to all alcohol license holders and ASAP has received $3,950 in donations and ASAP will do that again. This is just demonstrating that all these pieces, small grants and large grants are being written that are coming together and being doled out to do all of these programs. Because we have an all volunteer board we need a coordinator to make sure that all the money coming in is safe and secure and doled out correctly. This is a one time thing, ASAP coming before us for the first quarter where they are having a problem raising money, the scope of services would be amended to reflect that. A motion to approve the change was made and seconded, all agreed. The meeting adjourned at 1:10. Respectfully submitted by ~ ww M ed.+,v~.a~