GRANT Committee Meeting Agenda – August 15, 2023 – 9:00AM – 10:00AM
Virtual Meeting
Zoom Link
Meeting Call-In Number: 929 205 6099 US, Meeting ID: 876 2073 3477 Passcode: 765283
Directors are reminded that all Able Trust Board and Committee meeting are open and publicly noticed. Under Florida Sunshine Law, any meeting of 2 or more Able Trust Directors must be publicly noticed. Directors are prohibited from discussing Able Trust business outside of official meetings of the organization.
Directors are reminded of conflict of interest provisions. In declaring a conflict, please refrain from voting or discussion and declare the following information: 1) Your name and position on the Board, 2) The nature of the conflict, and 3) Who will gain or lose as a result of the conflict.
I. Call to Order and Roll Call
II. Grant Committee Consent Agenda - Action
a. Meeting Agenda
b. May Committee Minutes
III. Grant Committee Regular Business
a. Collective Impact Grant Update
b. USF Student Camp Experience Recap
c. HSHT Risk Assessment
IV. Unfinished Business New Business Matters from the Board Matter from the President/CEO Matters from our Partners Public Comment
Next Grant Committee Meeting: November 16, 2023 9:00-10:00 AM
Adjourn
Document
Mavara Agrawal, Committee Chair
Mavara Agrawal, Committee Chair
Mavara Agrawal, Committee Chair
Joey D’Souza, VP
Mavara Agrawal, Committee Chair
Please Note: Agenda subject to revisions and additions per the discretion of the Chair of the Board of Directors. Notification will be sent of any such revisions or changes.
Members of the Public: Please notify Arnaldo Ramos at Arnaldo@abletrust.org if you wish to make public comment on particular agenda items no later than 1-hour prior to beginning of the meeting.
Florida Endowment Foundation for Vocational Rehabilitation, dba The Able Trust
DRAFT Grant Committee Meeting Minutes
Grant Committee Meeting – May 17, 2023, 10:00am – 11:00am Virtual Meeting
Members in Attendance
Mavara Agrawal, Brent McNeal, Lori Fahey, Alexis Doyle
Members Absent None
Staff in Attendance
Leanne Rexford, Joey D’Souza, Arnaldo Ramos
Item Action/Discussion
Call to Order and Roll Call Chair Agrawal called committee to order at 10:07 am
Approval of Agenda
Approval of Minutes
Grant Committee Regular Business
a. FY23 Grants ReviewAction
a. Staff Recommendations
b. HSHT Overview
c. FY23 HSHT Quality Program Recognition
b. Collective Impact-Action
c. USF Student Camp Experience
d. HSHT Site Expansion FY24, 25, 26
Upon motion by Member Fahey seconded by Member Doyle the agenda was unanimously approved for the meeting.
Upon motion by Member Doyle seconded by Director McNeal the agenda was unanimously approved for the meeting as presented
a. Staff D’Souza provided the Directors the staff’s recommendations for the current High School High Tech (HSHT) grants. The individual grants were reviewed utilizing three methods. First was reviewing them for whether the organization met the minimum requirements outlined in the MOU. Second, sites are judged whether they obtain the optional Quality Program recognition. Lastly, sites receive a formal visit either in-person or virtually to ascertain program health. One program, Alachua Rural, was recommended to not be renewed due to persistent low enrollment the past three FY. All other programs were recommended to be renewed. Director Agrawal asked about those programs which did not meet the minimum enrollment by the obligated deadline. Staff D’Souza responded that those programs typically met their enrollment by the October 31 deadline and that they had attained the minimum required shortly thereafter. He continued that staff utilizes discretion when making recommendations to renew or discontinue a HSHT grant. Staff D’Souza then explained the Quality Program recognition and the criteria for achieving it to the committee and reiterated the goals and purpose of HSHT. Member McNeal asked about the expansion of HSHT. Staff D’Souza responded it was later in the agenda, but that due to an increase in the Legislative Line Item supporting the program, The Able Trust would be expanding at a rate of two new sites a year for the next three FY. Member Alexis made the motion to approve the Staff Recommendations. Member Fahey seconded. All were aye.
b. Staff D’Souza reviewed the concept and purpose of the Collective Impact grant. The goal of collective impact is to address systemic issues with disability employment in a localized area. D’Souza reminded the committee that they approved two grant opportunities for collective impact, but that staff is recommending only moving forward in one area at this time. This is to allow for The Able Trust to commit it resources appropriately as well as abiding by the Lean Impact methodology or
FYI
starting small and then scaling. D’Souza referred the committee to the grant application submitted by The Grow Group located in Tampa, FL. Member Fahey asked questions related to the proposed budget, specifically the incentives being provided to providers. Could they not be higher? Member Fahey also questioned the low number of initial providers participating. D’Souza responded that the included budget was only a proposed budget, and that staff could and would work with The Grow to address the concerns. He continued by stating that the low numbers of initial providers was originally proposed by The Able Trust staff which was rooted in previous experiences with providers in Tampa and around the State. Director Agrawal questioned whether the staff were highly qualified. D’Souza said he would secure resumes from the principal staff involved. Member Fahey questioned the staffing costs in the budget. She felt they were high. Member McNeal suggested due to the time constraints of the current meeting and the number of questions and concerns about the application that the approval be tabled for a future meeting to occur the week of May 20 to ensure the grant could be passed at the full Board meeting. Director Agrawal proposed to table the grant for a week to collect additional information. All members agreed.
c. Director Agrawal started by stating her interest and excitement for this project. Staff D’Souza explained this project was being handled as a sponsorship, but that future projects would come before the committee. The goal of the camp is to provide students with disabilities an intense, hands-on learning experience. The partnership for this camp is with the University of South Florida College of Nursing and will be held in July. Agrawal commented it was important to consider other levels of functioning and support to expand beyond the level of students participating in this camp. Member Doyle stated hotel management would be another options and would be an easy group to partner with. Member Fahey cautioned for The Able Trust to not be the custodian of any medicines for students. Member Doyle recommended utilizing applications for the students. Staff D’Souza made note of all comments to take back to staff.
d. HSHT site expansion was addressed during the portion on the HSHT renewals.
UNFINISHED BUSINESS There was none. NEW BUSINESS
MATTERS FROM THE BOARD
MATTERS FROM THE PRESIDENT/CEO
MATTERS FROM OUR PARTNERS
PUBLIC COMMENT
There was no discussion.
There was no discussion.
There was no discussion.
There was no comment.
NEXT MEETING DATE May, 2023, 9:00a.m.-10:00a.m.
ADJOURN
There being no further business the meeting adjourned at 11:07 am Member Fahey made the motion, Member McNeal seconded.
Respectfully submitted,
Dr. Mavara Agrawal, Committee ChairFlorida Endowment Foundation for Vocational Rehabilitation, dba The Able Trust
DRAFT Grant Committee Meeting Minutes
Grant Committee Meeting – May 24, 2023, 1:30 pm – 2:00 pm
Virtual Meeting
Members in Attendance
Mavara Agrawal, Brent McNeal, Lori Fahey
Members Absent Alexis Doyle
Staff in Attendance Joey D’Souza, Arnaldo Ramos
Item Action/Discussion
Call to Order and Roll Call Chair Agrawal called committee to order at 1:30 pm
Approval of Agenda
Approval of Minutes
Grant Committee Regular Business
a. Collective ImpactAction
Upon motion by Member Fahey seconded by Member Doyle the agenda was unanimously approved for the meeting.
Upon motion by Member Doyle seconded by Director McNeal the agenda was unanimously approved for the meeting as presented
a. Chair Agrawal began the meeting by asking the group of they had reviewed the meeting documents, but then asked Staff D’Souza to provide highlights. D’Souza explained the purpose of the grant and then provided highlights of the additional information gather since the prior meeting. He then asked the committee to allow The Able Trust to work with The Grow Group to develop a better budget. He recounted The Able Trust has decades of experience working with groups on their budgets and being a good fiduciary for the dollars invested. He also commented that the $50/hr rate indicated in the budget was a combination of the salary and benefits. Member McNeal commented the hourly rate was not out of line. He asked about additional responses to the grant. D’Souza responded that the grants were by invite only. McNeal then asked if that was allowed under the bylaws and policies? D’Souza responded they were and made reference to the HSHT grants. McNeal finished by stating it was nice The Able Trust was able to do things differently than state procurement rules, and this was a benefit. Member Fahey reiterated the budget needs to include higher stipends for provider participants and provided insights to how the budget could be adjusted to provide the additional funding. Staff D’Souza agreed with Fahey’s comments and reiterated staff will address that in the contract negotiation phase. McNeal commented the attached budget was only proposed. Director Agrawal inquired of the possibility of more providers participation. D’Souza affirmed staff and The Grow Group want to include and recruit as many providers as possible to participate. Director Agrawal asked the group for any additional questions. Hearing none she made the request for a motion. Member McNeal made the motion to approve the Staff Recommendations. Member Fahey seconded. All were aye.
UNFINISHED BUSINESS
NEW BUSINESS
MATTERS FROM THE BOARD
MATTERS FROM THE PRESIDENT/CEO
MATTERS FROM OUR PARTNERS
PUBLIC COMMENT
NEXT MEETING DATE
ADJOURN
There was none.
There was no discussion.
There was no discussion.
There was no discussion.
There was no comment.
There being no further business the meeting adjourned at 1:54 Member McNeal made the motion, Member Fahey seconded.
Respectfully submitted,
Dr. Mavara Agrawal, Committee ChairCollective Impact Status Update
• Contract executed with The Grow Group to serve as local provider lead
• Retreats held with DVR Area 4 staff (7/25) and Tampa disability employment providers (7/26)
Outcomes of Retreats
• 25 DVR Area 4 staff attended
• 22 Disability Employment Provider staff attended representing 15 Tampa area providers. 52 providers were invited to participate in the retreat.
• Goal of retreats was to identify inefficiencies and “pinch” points in their work lives.
• Main Takeaways: VR Staff Retreat
o Issues related to quality of employment service providers
▪ Lack of training opportunities for employment service providers on VR systems.
▪ Low minimum qualifications for providers in Florida.
▪ Emphasis by some providers on volume over quality.
• Leads to lower quality employment outcomes.
▪ Desire for more communication between VR and employment providers.
▪ Lack of quality documentation of work by employment providers and inability to address issues
o Issues related to support for VR staff
▪ A majority of work time spent on paperwork (AWARE should resolve issue).
▪ Disconnect between HQ staff and Area staff.
▪ Desire for more training opportunities to enhance their knowledge and skills.
▪ Need for up-to-date and comprehensive listing of additional community resources to support clients.
▪ Inability to interact with clients on a meaningful level due to case load size.
▪ Unfilled positions due to length of time to make hire.
o Issues related to client Support
▪ Lack of vendors to support their clients (not referring to employment service providers); results in more time for a person to become employed.
▪ Need for up-to-date and comprehensive listing of additional community resources to support clients.
▪ Need for better system of informed choice of employment providers and vendors to empower clients to make a truly informed choice.
▪ Difficult communication with clients from VR staff could be resolved with the ability to text instead of relying on phone or email.
▪ Difficulty in communicating about clients to providers or vendors due to onerous protections for clients.
• Main Takeways: Employment Service Provider Retreat
o Client Issues
▪ Communication is difficult Clients don’t respond to phone calls, or they are given incorrect information.
▪ Overzealous family members or parents.
▪ Unrealistic employment goals or expectations related to skills/training/experience.
▪ Not understanding benefits or benefit loss due to employment.
▪ Transportation is a significant barrier.
▪ Lack of understanding of VR and the system of services.
o Systems Breakdowns
▪ Lack of understanding between stakeholders of what is allowed, not allowed and how they should be interacting.
▪ Difficulty in changing the employment goal.
▪ Inconsistency between VR offices and VR staff.
▪ VR does not do a good job with change management. The rolling out of new systems or processes is not smooth.
▪ Lack of communication between VR staff and employment service providers.
▪ Lack of vendors to provide additional services to clients.
▪ Adversarial relationship with other employment providers. No real cohesion and support of each other.
Next Steps
• Before August 29, Analyze and condense comments collected at retreats
• August 29, Follow-up retreat (VR Staff and Employment Providers)
o During the second retreats, The Able Trust working with both groups will:
▪ Agree on issues and solutions presented in first retreat.
▪ Prioritize potential solutions.
▪ Identify additional information required and next steps for executing the solutions.
• September 12, Strategic EDGE Training (job development skills training) for Employment Providers
• Early October, Evaluate and Plan with The Grow Group for remainder of FY24
• October 30-31, EDGE Training for Employment Providers