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HomeMy WebLinkAboutAgenda 082100LOUISE ECHOLS, CO -CHAIR AT-LARGE DEBORAH LINN KINERT, CO -CHAIR AT-LARGE ALBERT KITTRELL, ASSISTANT COUNTY MANAGER ROBIN BARNHILL, OCIM MARVIN BLOCK, DEPT. ONAGING DEE GAMBLE, DSS MEL VIN HURSTON BOARD OF HEALTH BARRYJACOBS, BOCC L YNETTE JEFFRIES, AT-LARGE SUE RUSSELL, PARTNERSHIP FOR YOUNG CHILDREN D. DAVID THOMPSON, JR., AT-LARGE REBECCA A. YOUNG, AT-LARGE ROSETTA WASH, INTERFAITH COUNCIL ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS: HUMAN SERVICES ADVISORY COMMISSION P.O. Box 8181 200 S. CAMERON STREET HILLSBOROUGH, N.C. 27278 MEMORANDUM TO: Human Services Advisory Commission FROM: Nancy Paciga (formerly, "Nancy Martin, ") Assistant to the Clerk to the Board of County Commissioners DATE: August 17, 2000 RE: Agenda - Regular Meeting, August 21, 2000 W. 0I This is a meeting reminder and agenda for the next regular meeting of the Human Services Advisory Commission, scheduled for: co�fec,�-e(A coN Monday, August 21, 2000 5:30 p.m. Southern Human Services Center 2501 Homestead Road, Chapel Hill, North Carolina 27516 1) Welcome and Members' Updates 2) Minutes of July 17, 2000 0050n � ik, 3) Appointments The appointments of Ms. - V nd Mr. Terry B. Hill were tabled at the Board of County Commissioners meeting, August 15, 2000. They will be considered again on September 5, 2000. No other new applications have come in. El 5) 6) Forum Agenda Update - Sharron Hinton, Management Specialist Facilitators' Training - Dee Gamble Adjournment Area Code: (919) 245 -2125 : Fax: (919) 644 -0246 : Email: npaciga @co.orange.nc.us LOUISE ECHOLS, CO -CHAIR AT -LARGE DEBORAH LINN KINERT, CO -CHAIR AT -LARGE ALBERT KITTRELL, ASSISTANT COUNTY MANAGER ROBIN BARNHILL, OCIM MARVIN BLOCK, DEPT. ON AGING KAREN CURRENT, AT -LARGE HUDSON FULLER, AT-LARGE DEE GAMBLE, DSS MELVIN HURSTON, BOARD OF HEALTH BARRY JACOBS, BOCC LYNETTEJEFFRIES, AT -LARGE SUE RUSSELL, PARTNERSHIP FOR YOUNG CHILDREN D. DAVID THOMPSON, JR., AT -LARGE REBECCA A. YOUNG, AT-LARGE ROSETTA WASH, INTERFAITH COUNCIL 41 y rc)\� e d P'c br uicw 91 mr),I ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS: HUMAN SERVICES ADVISORY COMMISSION P.O. Box 8181 200 S. CAMERON STREET HILLSBOROUGH, N.C. 27278 Regular Meeting August 21, 2000 Minutes uitp of r 17 5;' 3A ya The Human Services Advisory Commission met August 21, 2000 at 5:30 p.m. at the Southern Human Services Center, Chapel Hill, N.C. Members Present: Louise Echols, Co- Chair; Debbie Kinert, Co- Chair; Dee Gamble, Barry Jacobs, Lynette Jeffries, David Thompson, Jr., Rosetta Wash, Rebecca Young. Members Absent: Robin Barnhill, Marvin Block, Mel Hurston, Sue Russell. Staff Present: Corinthia Barber, Sharron Hinton, Nancy Paciga (formerly Nancy Martin). Staff Absent: Albert Kittrell, Assistant County Manager. Welcome and Member Up -Dates The Co- Chairs welcomed everyone and asked for member updates and reports from their respective organizations. Minutes of July 17, 2000 The minutes were approved as corrected. Membership Dee Gamble said that Ms. Karen Current, of El Centro Latino Board, would be delighted to be on the Commission. Discussion ensued regarding having the Latino population represented and that in the past we have had difficulty finding someone to serve; therefore, it would be good to nominate Ms. Current. Dee Gamble moved, David Thompson seconded, that Ms. Karen Current, of the El Centro Latino Board, be nominated to serve as an At -Large representative, and that a letter of recommendation be written to the Chair of the Orange County Board of Commissioners concerning this. There was further discussion about ensuring ethnic diversity on the Commission. It was noted that the By- Laws state, "the Board of Commissioners may appoint up to four additional members representing any human services group; these appointments should reflect current County priorities." By consensus, the Commission was in favor of writing a letter to the Commissioners regarding appointing additional members or shifting positions in the future. The United Way, OPC Area Programs, and CIS vacancies were also discussed. Sharron said that she would soon be meeting with Sheila Sholes -Ross of CIS and would mention the vacancy to her. Barry said CAM Y DOCUMENTS - CLERK'S on C Drive \ORANGE COUNTYADVISORY BOARDS\ Hum anServicesAdvCornInission \MINUTES \20000821.doc; Last saved by Nancy Paciga Human Services Advisory Commission August 21, 2000 Page 2 of 3 that John Link, County Manager, is on the United Way Board. Debbie said that it would be a good idea to have someone from United Way and from OPC Area Programs here at the post -Forum meeting(s) to help us sort out the Forum results. Forum - Planning Update - Sharron Hinton All the speakers have been confirmed except the consumer panelist, and she has some names for that position. The information packets have gone out; money has been coming in; address corrections are being made, etc. Ralph and Verla have been confirmed, as well. Everything is going along smoothly. She asked that we give her any brochures or other information we may have for the packets. Barry spoke about recycling being promoted by our insistence that the Friday Center use biodegradable and rewashable containers for the breakfast and luncheon. Consumer Panelist There was discussion of the suggested names of consumers to fill this position. The Commission asked the Co- Chairs to interview them by telephone, to which they consented with provision that next year the entire Commission interview the potential consumer panelists. Rosetta Wash left at 6:45 p.m. Facilitators' Training Session - Dee Gamble Ms. Gamble commented that the strategy /break -out groups will be about 25 people each, which is larger than recommended. Ms. Gamble said that the result of each break - out /strategy group will be that the participants get to "paint the picture," so to speak. Points on How to Facilitate a Strategy Group ✓ State the name of the strategy group ✓ Explain the tallying system (colored dots) ✓ Each participant is provided with a list of the questions the group is to answer ✓ They may jot down their ideas on this paper ✓ Problems and concerns only, not solutions ✓ Go around the room "round robin style" and allow each person to give only one point ✓ More ideas are usually generated as everyone hears each person's point ✓ Keep going around the room again if people have more than one point to put forward ✓ Each person in the room gets to give one point ✓ The recorder /assistant writes each point on the large white sheets of paper and tacks them up for all to see ✓ The facilitator and recorder MAY NOT GIVE THEIR OPINIONS AT ALL ✓ Mention that the Board of County Commissioners will act on the recommendations that the Forum participants make (Example: El Centro Latino came about as a result of the 1999 Forum) ✓ Tally the results with the colored dot point system ✓ Present the top five problems /issues to the larger group ADJOURNMENT There being no further business, the meeting adjourned at 7:30 p.m. There will be no regular meeting in September. In its place, the Commission will conduct the Annual Orange County Human Services Forum on September 13, 2000, 8:00 a.m. - 2:30 p.m., at the Friday Center, Chapel Hill, North Carolina. C:\M Y DOCUMENTS - CLERK'S on C Drive \ORANGE COUNTY ADVISORY BOARDS\ Hum anServicesAdvCom mission \MINUTES \20000821. doc; Last saved by Nancy Paciga Human Services Advisory Commission August 21, 2000 Page 3 of 3 The next regular meeting following the Forum will be October 16, 2000 at the Government Services Center in Hillsborough, North Carolina Respectfully submitted, Nancy C. Paciga Assistant to the Clerk to the Orange County Board of Commissioners CAM Y DOCUMENTS -CLERK'S on C Drive \ORANGE COUNTY ADVISORY BOARDS \HumanServicesAdvCommission \MINUTES \20000821, doc; Last saved by Nancy Paciga w� gNv p Exercise in Nominal Group Technique* �� o v Adapted for the Human Services Advisory Commission Forum - September 13, 2000 This exercise is useful for groups to make judgmental decisions such as "what is the most important problem for our group to tackle ?" or "What is the best approach to solving the problem we identified ?" It provides the opportunity for everyone in attendance to contribute ideas and participate in the judgment. It offers the opportunity for a small or large group to have some results after a few hours work. One round of voting can be done in about one hour. Two rounds of voting takes about two hours, and more if you include a lunch break. It is called "Nominal Group" because a group is formed in name only to benefit from the creativity and versatility that comes from many minds thinking about the same issue. Preparation: 1. Organize the meeting room so that people can meet in small groups. You can have a hundred people meeting at the same time, but they will be meeting in small groups. The ideal group size for this exercise is no more than nine members, each with two facilitators. We will be meeting with larger groups which makes the facilitators' tasks a little harder. 2. Each group will have two trained facilitators. The facilitator with the best handwriting should be the recorder on news print. Neither facilitator will act as a group member. That means the facilitators should not dive their opinion about the issues that are raised, and should not suggest that one idea is in any way more important than another idea. This is not easy, but the facilitators must try very hard to be neutral. The ideas should come from the participants. 3. Each group needs a flip chart, at least one good felt pen, a sheet of paper with the question to be considered at the top for each group member, and enough colored dots so that each member has five different colored dots. 4. Give people a little time to eat their lunches before starting the NGT process formally. 5. We will consider two questions for the NGT process. • What are the most important mental health issues that should be considered by the County Commissioners for this age group and /ability level? • Among the issues we listed, what are the top five choices in order of importance? Opening of the meeting: 1. One of the facilitators welcomes the participants and has them introduce themselves. The facilitator then helps people relate to the importance of their task. 2. Participants are-informed of the importance of each person's contribution. Each ideas will be recorde as it is spoke . Each person's words and perceptions are valued. n The recorder will not alter or ara hrase the comments unless the person who suggested the idea agrees with a shorter version. 3. The leader will indicate how the output from the meeting will be used by the Human Services Advisory Commission to write a report to the County Commissioners about the mental health concerns in Orange County. 4. The ideal size for the NGT process is no more than nine people. We are doing this process with more than nine and must pace ourselves a little more quickly because of that. It would be expected that a diverse group of people who do not necessarily know each other will make up the group. More creative thinking occurs with heterogeneous groups. The NGT Process: Step A: (5 -7 minutes) 1. Present the question to be considered in writing, and read it to the group. 2. Ask group members to silently and independently use the rest of the sheet of paper as a work sheet to write down key ideas that respond to the question, using brief phrases. Step B:(10-15 minutes) 1. Ask group members to suggest one idea from their list in round -robin style. 2. Write these suggestions on newsprint so that everyone can read them. Use the words as stated by the group member. 3. Keep going round the group, asking for ideas one by one, until everyone has exhausted their list. If people wish to pass on one round, then later make another suggestion, allow them to do so. (A . p'o .1� J` tj'� S 1 Step C. (10 -15 minutes) 1. Go through each item on the list to discuss it for clarification and understanding. 2. The facilitator should pace the group so that all the items get attention, although each item may not necessarily be discussed. 3. In the clarification discussion let people know they do not have to agree with each other but they should be able to understand what is intended by the idea. 4. The person who suggested an idea should not be put on the spot to defend the idea but rather to simply explain it further if someone doesn't understand how it applies. 5. Do not combine two items unless both members who suggested the two items agree. This helps preserve the value of each person's suggestion. Step D: (10 -15 minutes) T - t'� — U-F 1. Remind each person they have five rank ordered votes in the form of colored dots. ________ is worth five points and should be used for a vote on the most important issues. _______ is worth four points. __________ is worth three points. _________ is worth two points, and ______ is worth one point. 2. Ask each person to vote on the top five issues by placing their dots beside the ones they think are most important, in order of importance. 3. The two facilitators will quickly tally the votes and on a new sheet of newsprint will list the issues in order of importance according to the group vote. 4. If time allows, discuss the results of the voting with the group. Are there any particular points that should be made in reporting the results to the whole group when we reconvene? * Source: Delbecq, Andre L., Van de Ven, Andrew H., & Gustafson, David H. (1975). Group Techniques for Program Planning. Glenview, II.:Scott, Foresman, and Company.