Meeting Minutes 08-11-23t_z T11
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NEW HANOVER COUNTY
Non -County Agency Funding Committee
New Hanover County Government Center
Conference Room # 138
Friday, August 11, 9:30 am
Meeting Minutes
In Attendance:
Via Teams:
Not in Attendance
Gwen Hill
Clare Riley
Gale Eddie
Elizabeth DeBiasi
Michelle Daniels
Candy Robbins
Scott Steinhilber
Randy Reeves
1. Call to Order & Announcements
Lightning had hit the Government Center the day before in a storm that came through
the area and Teams was not working properly. There was a meeting in the adjoining
room (CR 137) and our Teams audio was coming through that room's speakers. The
meeting in that conference room was very loud, making it difficult for us to hear in our
conference room. We had Dylan from IT trying to help us. We finally were able to just
use the Teams phone to converse with those that were on Teams. No video. Candy
Robbins, new member, was welcomed and we explained to her where the committee was
in the process and the purpose of this meeting. We said goodbye to Elizabeth DeBiasi
as she has resigned. She's been a wonderful asset to the committee since the beginning.
2. Review video of 5/15/23 Commissioners Meeting
Non -County Agency Funding Presentation
Dylan from IT was able to pull the video up of the 5/15/23 meeting. The members
watched the video, stopping it at certain points to discuss some things. Here are some
takeaways from Randy's perspective:
• Commissioner Barfield suggested the committee consider "funding fewer
nonprofits" so that fewer, potentially more deserving, nonprofits could be funded
at 100%.
• Commissioner Barfield brought up that the committee did not use 100% of the
budget. There was $25,000 left. Specifically, he said the committee "left money
on the table."
o The committee discussed options to ask for MORE than the budgeted
amount next year, as well as "meeting the proposed budget."
o The committee discussed utilizing a four -tier methodology next year instead
of our current three-tier methodology, by adding a top tier of "most
deserving."
• Commissioner Zapple verbally gave us the green light to consider "going over" the
budget next year.
• Commissioner Zapple also mentioned how we "restricted admin salary" and
mentioned we did not take the size of an organization into account (we did).
o The committee discussed the option to clarify the application to clearly identify
salaries (who, what, why and % of actual program delivery that position might
do).
3. Discuss survey of FY23.24 Application Process
Gwen had highlighted some comments on the survey and read them aloud for the
committee to discuss or make a note of. Many comments had already been addressed or
were noted in the application instructions.
4. Discuss FY24.25 Applications
The committee went over the current application. Here are some changes to make to
the FY24.25 application:
• Agency Overview -Executive Summary of the Agency- Add -Please include the
agency's mission statement.
• Is this a new program? Add -Specifically, how will the funds be used for this
program?
FY24-25 Reporting Form changes:
• Add definitions for the listed expenses. Add "see definitions."
• Add on "NHC Funds" column "eligible expenses only."
• On page 2 of the Reporting Form add "Administrative salary ineligible unless it's
directly related to the program and delivery of the program" to the instructions.
• Add on second column of salary chart to Responsibilities "and explain why this
position is eligible for funding" and add a column asking if position is "existing or
new?"
• Add a question asking for the total number of employees in the New Hanover
County location if they are asking for salaries.
FY24-25 Application Instructions changes:
• List in the application instructions the mandated and non -mandated services of the
county.
• List grant writing resources.
FY24-25 Website changes:
• Add to the website the committee's functions.
5. Other Discussions
No other discussions.