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Contact Person: Cyndi Godbey (clg5723@garnet.acns.fsu.edu)

REGION 2

6 - 28 - 99 Meeting Minutes

COUNCIL MEMBERS PRESENT:

• Glenna Kyker, PEG - Union Correctional Institute
• Lyndarae Martin, St. Johns River Community College
• Jane Murray, Learn to Read of St. Johns County
• Julie Fault for Pat Smittle, Santa Fe Community College
• Marilyn Stevenson, Florida Community College at Jacksonville
• Dianne Westcott, Suwanee-Hamilton Area Vocational Technical and Adult Center

COUNCIL MEMBERS ABSENT:

• Lou Bethea, Clay District Schools
• Samuel Lauff, Marion County Schools
• Tim Mahler, Florida Department of Corrections

GUESTS PRESENT:

• Jill Dotts, Florida Literacy Coalition

FSU TEAM MEMBERS PRESENT:

• Eqbal Darandari, Research Assistant
• Fredrika Flakes, Research Assistant
• Cynthia Godbey, Project Director

DOE TEAM MEMBERS PRESENT:

• Teresa Bestor, Regional Consultant - Region 2
• John Denmark, Regional Director - Region 2

II. Old Business

Review/Adoption of Meeting Minutes for 5/24/99

The minutes from May 24 were adopted with modifications.

Review of Deliverables/Expectations

Cyndi Godbey facilitated a discussion of the progress to date in Region 2 in accordance with the deliverables expected from each regional Council.

Organizational development - Some counties are currently unrepresented: Dixie, Gilchrist and Marion (which also serves Citrus and Levy counties). Other groups like businesses are not well represented.

It was pointed out that the Council had not yet adopted bylaws; Dr. Martin said she will work on this in preparation for the next business meeting.

The Council agreed to reserve Ray Fleck's seat for rotating visitors but to revisit that in six months if its doesn't appear to be working.

Region 2 still needs to address the Needs, Resources, Trends and Barriers assessment which will be done at the trainings and to develop strategies to address policy/system reform issues. The latter will be easier following the collection of additional information through the needs assessment.

Regionally Based Training

Julie Kelly, Regional Facilitator for the training sessions shared copies of the flyers that had been sent to recruit trainees and reported that the number of trainees registered for each session were as follows:

June 8 - 31 registrants
June 13 - 6 registrants
June 29 - 5 registrants

Ms. Godbey pointed out that she has not yet sent targeted mailings to the areas surrounding the last two training sites. After they go out, there will probably be an increase in participants.

Ms. Godbey presented sample needs assessment instruments for review by the Council. Dr. Kyker agreed to work with the Project Team prior to the first training to make the tool as succinct as possible.

Ms. Kelly presented a draft of a workshop evaluation form for consideration by the Council.

Regional Support Consortium

Dr. Martin proposed the following delegation of responsibilities within a regional support consortium:

1. Fiscal agent - responsible for receiving money and related documents, paying invoices and travel, and filing FA 399's.
2. Communications - responsible for maintaining mailing and membership databases for correspondence, keeping minutes and coordinating the promotion of training events
3. Training - responsible for helping with the organization of training events, serving as a training clearinghouse and providing technical support with logistical arrangements. In addition, individual agencies wishing to sponsor training events would, however, take lead responsibility fr planning and hosting the training.
4. Grant-related/Funding - responsible for providing direction of funded projects, preparing funding/renewal applications, and coordinating the Council's review of policy issues.
5. Needs Assessment - responsible for maintaining a database of needs assessment information on Region 2 on an ongoing basis, a system for gathering this needs assessment information and monitoring the data and reporting to the Council on routine reviews of this data.

Dr. Martin asked that each Council member consider this conceptualization in the context of functions that could be relatively readily assumed by their agency, with or without proposed modifications and come to the next meeting prepared to discuss the role(s) their institution would be willing to assume.

Transfer Appraisal

Ms. Godbey announced that the project could fund travel reimbursements for trainees to visit implementation sites. In addition, project staff can prepare a newsletter for dissemination to trainees in follow-up to the training. Also, she will incorporate some of these strategies into the evaluation and project staff will then do the follow-up objective evaluation. Ms. Kelly will get in touch with the presenters to see if they can incorporate strategies into their training.

III. New Business

Jill Dotts was introduced as a guest to discuss a project being carried out by the Florida Literacy Coalition. They offer training to groups on how to build collaborative partnerships.

Ms. Dotts pointed out that the Literacy Coalition has a pretty good database which they are willing to share with this Council to assist then in promoting training events.

IV Wrap Up

Next Meeting

Fernandina Beach on July 29, from 3 to 5 p.m. at the Memorial United Methodist Church to focus on the negotiation of the regional support consortium.

The next regular business meeting of the Council will be held on August 18 or 19 in Marion County or at Florida Community College in Jacksonville. Details will be announced at the July 29 meeting.