Board Minutes: January 15, 2014: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

 January 15, 2014, 11:30 – 1:00 PM

 

Present: Kay Gunter, Julia Bishop, Tina Day, Pat Harrold, Randy Heath, Michael O’Neill, Sybil Sides, and Sharon Weinhold, Network Coordinator. Also present as guests were: Cathy Garland, Children’s Home Society; Shannon Gourley, Kelso STOP Coalition; Jennifer Jackson, Kelso School District; Julie McReary, LCC Head Start; and Steve Watters, Youth and Family Link.  Shannon, Jennifer, Julie and Steve had submitted applications for Board membership.

 

Excused: Ray VanTongeren

 

Unexcused: None

 

Quorum: Yes

 

Welcome and Introductions: Kay welcomed the Board members and guests and thanked them for their interest in the Network’s activities. Kay expressed delight at seeing all of the guests and said the Network was looking forward to interesting times ahead. Everyone introduced themselves.

 

Additions to the Agenda:  None

 

December 18, 2013 Meeting Minutes:

The members went over the status of actions resulting from the last meeting. All actions were complete. The Board members reviewed the December 18 meeting minutes.

Motion to approve the minutes as written: Sybil; second: Julia. The vote was unanimous and the motion carried.

 

Board Membership:

New Board Members: Kay asked the Board member applicants to tell a little about themselves and why they would like to join the Board.

 

Steve Watters has been the Executive Director of Youth and Family Link for 25 years. Prior to that, he held positions in social work, providing direct services to children and families in need. He is highly committed to the community and interested in developing resources and services that will create a stronger and healthier community.

 

Jennifer Jackson is currently the Special Education Director for the KelsoSchool District, and has been in various education roles for 23 years. She perceives a strong linkage between early learning and the Network mission. She is very interested in improving connections and inclusion opportunities for persons with disabilities and linking them to services in the community.

 

Shannon Gourley is the Drug Free Communities Grant Coordinator for the Kelso STOP Coalition. She sees her participation on the Network Board as being mutually beneficial to achieving goals of both the STOP Coalition and Network. A priority for her is to help strengthen children and families by investing in early learning to create sustainable, measurable benefits for children and families.

 

Julie McReary is a member of the Head Start/ECEAP Leadership Team. Previously, she has worked with youth who have challenges or need additional support in the areas of school attendance, parent child relationships, mental health, legal or court issues, homelessness and academic success. She sees the Network as an important point of entry in creating change for our community and sharing with the State the unique qualities of CowlitzCounty.

 

The members noted that many of these applicants are representatives from our Kaiser Permanente Community Fund of Northwest Health Foundation grant partner organizations. The applicants have outstanding qualifications and motivations that will be beneficial to achieving desired Network and grant outcomes.

Motion to approve all four of the applicants for Board membership: Sybil; second: Julia. The vote was unanimous and the motion carried.

 

Election of Officers:

The positions of Network Board Chair and Vice Chair were open for election. Kay, the current Board Chair has only recently taken this position and is doing a great job. No other Board member expressed interest in the position.

Motion for Kay to continue to serve in the position of Board Chair in 2014; Sybil; second: Michael. The vote was unanimous and the motion carried.

 

Two Board members expressed interest in the Vice Chair position, Pat and Ray. The members cast their votes on a secret ballot. Pat was elected by the majority of Board members to take the Vice Chair position.

 

Grant Status Report / Budget Update:

Grants Expired on December 31, 2013:

– The Northwest Health Foundation (NWHF) Grant ($25,000) expired on December 31, 2013. Expenditures are $24,669, with $331 remaining. These funds had been identified to pay office rent, but, due to facility issues, these items were not and will not be billed for November and December 2013. The unspent funds will be returned to the NWHF.

 

-The Department of Vocational Rehabilitation (DVR) approved additional funding for the Network ($11,056). Expenditures are $621. Due to the closure of the DSHS office that handled this contract with DVR, the DVR contracts with the Networks were “Terminated for Convenience” effective December 31, 2013. The Network submitted a final request for reimbursement for expenses incurred.

 

A CowlitzCountyGrant ($2,608) was awarded to Lower Columbia CAP, Emergency Support Shelter and Network to provide Life Skills/Adverse Childhood Experiences (ACEs) training to persons who are homeless or at-risk of becoming homeless. The grant expired on December 31, 2013. Final expenditures on the grant are $2,698, $90 dollars above the award amount. The Network received approval and will collect reimbursement for all expenses incurred on the grant.

 

New Grants:

-Kaiser Permanente Community Fund Grant (KPCF) ($161,095). In December, 2013, the Network signed a contract with KPCF that details the terms of the implementation grant for development of a “Coordinated Prevention System for Healthy Starts.” A Press Release announcing the receipt of the grant was published in The Daily News. The three year grant begins on January 1, 2014 and continues through December 31, 2016.

 

Grant Opportunities in Process:

-Department of Vocational Rehabilitation Grant. The Network System continues to work with DVR to find a mechanism to handle the funding for the Networks.  It is expected a contract will be signed and funds issued once a mechanism is in place.

-2014 Homeless Grant. In response to a 2014 Cowlitz County request for proposals, the Network partnered with the Emergency Support Shelter and requested funding to provide “relationship building” training, e.g., trust, opportunity, communication, listening, etc., for children and mothers residing at the Emergency Support Shelter. The funding amount for the Network is $3,370. A decision on the request is expected in January 2014.

-2013 Homeless Grant Extension. A request to extend the 2013 CowlitzCountyGrant to provide Life Skills/Adverse Childhood Experiences training during 2014 has been submitted. The funding amount for the Network is $2,958. A decision on the request is expected in February 2014.

 

Other Grant Opportunities: The Washington State Developmental Disabilities Council through the Washington State Department of Commerce has released an RFP titled “Community Inclusion Brokerage” to solicit proposals from organizations interested in participating in a project to increase the number of people with developmental disabilities and their families who report they are participating in community activities and have developed relationships with people in their communities who do not experience disability. The Network System plans to apply for this grant. Proposals are due March 10, 2014.

 

Two Itemized Vouchers were presented to the Network Board for review and approval. The first Voucher is for bills incurred in 2013 to be paid in January 2014; the second for 2014 services. The first bill amounts to $2,513.38, and includes Phone for November and December ($33), LNI ($38), Copies ($16), Supplies ($37) and Coordinators pay ($2,389).  The second Voucher amounts to $10, and is for Email hosting.

Motion to approve both vouchers amounting to $2,513.38 and $10, respectively; Michael; second: Julia.

 

Approval of Budget: The Board members reviewed the proposed Network budget for 2014. The budget reflects the NWHF grant funding and other expected funding for the year. During the review, Board members discussed a $3 pay raise for the Coordinator.

Motion to approve the budget amounting to $71,244, with a pay raise of $3/hour for the Coordinator to be effective immediately: Sybil; second; Tina. The vote was unanimous and the motion carried.

Action: Prepare a Personnel Action and update the budget to include the approved pay raise. (Sharon)

 

Business License: The Network submitted an application for a Unified Business Identifier (UBI)/Business License to reflect the Network as a separate entity. A UBI is often needed when applying for grants.

 

Audit Results:

The Washington State Auditor’s Office completed an audit of the Network’s 2012 financial reports and operations. The audit concluded “The Network’s internal controls were adequate to safeguard public assets. The Network also complied with state laws and its own policies in the areas we examined.” Several Board members asked for a copy of the Network Procedures.

Action: Email the Network Procedures Manual to Board Members who requested it. (Sharon)

 

Update – Separation from the Cowlitz Wahkiakum Council of Governments (CWCOG): The Network continues to transition from our relationship with the CWCOG and has taken on the accounting responsibilities previously performed by the CWCOG. Our fiscal agent continues to be CowlitzCounty. The Network will remain in its current office space for now as there are no other tenants currently interested in moving into the space. In anticipation of a possible move, old files have been packed and moved to the storage space in the Annex.

 

NWHF Capacity Building Grant, Final Report: A final report is due on this grant on January 31, 2014. The report has been prepared and will be updated with a budget to actuals report based on our expenditures through December 2013.

 

NWHF Implementation Grant, Timeline/Detailed Plan:

A committee comprised of Michael, Ray, Kay and Pat updated the detailed plan for the grant and prepared a proposed job description for the “analyst” position that will develop the data assessment and collection tools for the grant. Michael suggested we use a Request for Proposals/Qualifications format for the job description. A review committee was established to evaluate the responses to the RFP/Q.

Action: Provide a sample Request for Proposals/Qualifications to review for the “analyst” position. (Michael)

 

Review/Feedback on Events:

-ACEs Presentation Catholic Communities, 1/14/2014. Due to sickness, the presentation will be rescheduled for February.

 

Upcoming Events:

-ACEs presentation at Corrections, January 17, 9AM.

-NWHF Reception, Country Folks Deli Bistro, 4:30-6PM, January 17. Purpose is for Nichole Maher, CEO/President of the Northwest Health Foundation, to learn more about CowlitzCounty and the impacts of health and education in the community. Many of the Network Board members and Partner Organization members plan to attend.

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