Board Minutes: April 16, 2014: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

 April 16, 2014, 11:30 – 1:00 PM

 

Present: Kay Gunter, Pat Harrold, Julia Bishop, Tina Day, Rod McHattie, Julie McReary, Michael O’Neill, Ray Van Tongeren, and Sharon Weinhold.

 

Excused: Tori Bernier, Shannon Gourley, Randy Heath, Jennifer Jackson, Sybil Sides, Steve Watters

 

Unexcused: none

 

Quorum: Yes

 

Welcome and Introductions: Kay welcomed the Board members and thanked them for their attendance and participation. She remarked that we had a full agenda with six items to be voted on.  

 

Additions to the Agenda:  None

 

March 19, 2014 Meeting Minutes: The Board members had reviewed the minutes prior to the meeting. The Coordinator summarized the status of the actions identified in the minutes. All actions were completed.

Motion to approve the March 19, 2014 Network Board Minutes as presented: Ray; second: Michael. The vote was unanimous and the motion carried.

 

Grant Status Report / Budget Update:

Current Grants:

-Kaiser Permanente Community Fund Grant (KPCF) ($161,095). This three year grant for implementation of a “Coordinated Prevention System for Healthy Starts” began on January 1, 2014 and will continue through December 31, 2016. Through March, grant funds received: $34,482; expenditures: $10,164.70.  [The first grant status report will be due to the NWHF on May 31, 2014. Format/instructions should be coming soon.]

 

-Department of Vocational Rehabilitation (DVR) Funds. Funding is provided on a contract basis for activities to assist DVR clients increase their knowledge about disability employment, strengthen their job search skills, and link to employers. Through March, grant funds received: $1,100; expenditures: $430.00. Additionally, funding of $4,000 has been approved for a day long resource event “Together We Can” to be conducted in October 2014.

 

-Life Skills Training Grant ($2,958). This funding extends a 2013 grant through December 2014 to provide life skills training to people who are homeless or at-risk of being homeless. Through March, $1,098.32 has been expended against this grant. Of the $1,098.32, $750 paid for the annual Liability Insurance, which is required by the grant.

 

-Town Hall Meeting. The Network was invited by the Substance Abuse and Mental Health Services Administration (SAMHSA) to host a Town Hall Meeting ($500) to promote and protect youth and communities from the consequences of underage drinking. The Town Hall Meeting theme is “Remember the Prom”, and will be held on May 1, 7 – 8:30PM, in the Kalama High School Gym. The event will includes skits and a café style conversation about the ways our youth can have FUN and REMEMBER THEIR PROM. Board members were encouraged to attend.

 

Grant Opportunities in Process:

-Washington State Developmental Disabilities Council RFP, titled, “Community Inclusion Brokerage.” The goal is 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 have a disability. The Network System, which included the Cowlitz Community Network and nine other Networks, submitted a proposal on March 10. No feedback or announcements have been made regarding the grant.

 

– 2014 Behavioral Health Tax Funding ($1,000,000 over two years). This funding is being directed to Child and Youth Services Focused on Prevention. As part of a larger proposal, the Network and Emergency Support Shelter (ESS) requested funding ($3,600/year for two years) to provide “relationship building” training, e.g., trust, opportunity, communication, listening, etc., for children and mothers residing at ESS. Award decisions are scheduled to be announced May 28, 2014.

 

-Department of Early Learning (DEL) Grant. DEL requested Letters of Interest from WA organizations engaged in child abuse prevention activities. The Network did not participate.

 

The Itemized Voucher amounting to $5,761.10 was presented to the Network Board for review and approval. The $5,761.10 includes Annual Rent for Office Space ($1,621); Phone Bill ($32); Email Hosting ($10); Liability Insurance ($750); Supplies ($68); and Coordinator’s Pay ($3,280).

Motion to approve the voucher as presented: Michael; second: Julia. The vote was unanimous and the motion carried.

 

NWHF Implementation Grant:

-Survey Instruments. The Board Members reviewed the latest version of the Agency and Client Surveys and the Survey Introductions. Overall, the Board Members were very pleased with the surveys and introductions as presented. After considerable discussion, final suggestions were:  Change the title on the surveys to “Services for Pregnant Women and Young Families,” Add the introduction to the first page of the surveys, Change “legal” to “legal help”, Add a footnote to the last page of the surveys to recognize the Cowlitz Community Network and Kaiser Permanente Community Fund at Northwest Health Foundation, Change the source of the gift card incentives, Allow the Client Surveys to be posted on Agency websites. Include survey due date as May 9; survey closing date as May 10.

Motion to approve the Agency Survey and Client Survey with incorporation of the suggestions above: Michael; second: Julia. The vote was unanimous and the motion carried.

Action: Incorporate the suggested changes above into the surveys. (Pat)

Action: Distribute the surveys to the Agency’s on the Distribution List. (Sharon)

 

-Incentives for Clients Taking the Client Survey. To encourage clients to take the Client Survey, the Board members discussed the idea of purchasing four grocery store gift cards, $25 each, for a drawing. Clients who complete the survey and provide contact information would be eligible for the drawing.

Motion to approve the purchase of four grocery store gift cards, $25 each, to be part of a drawing to encourage clients to complete the Client Survey: Julia; second: Ray. The vote was unanimous and the motion carried.

Action: Purchase four $25 grocery store gift cards for the drawing. (Sharon)

 

-Grant Work Plan.  The Grant Work Plan for the first year was reviewed. The next step is to prepare a Request for Qualifications for the Facilitator/Design Coordinator. This can be done concurrently with the analysis of the survey responses. Board members suggested a meeting be scheduled for late April.

Action: Check availability and schedule a meeting to discuss the RFQ for the Facilitator/Design Coordinator. (Sharon)

 

Computer/Technology Update: The laptop was set up and the data from the old computer was transferred to the laptop. Two people volunteered their services to set up the laptop, transfer the files, and connect to the printer. The Network Coordinator asked if the Network could provide a token of appreciation to the two people who both volunteered several hours of their time. 

Motion to approve the purchase of two gift cards, $50 each, for the two people who helped with the computer transfer: Tina; second: Pat. The vote was unanimous and the motion carried.

Action: Purchase two gift cards of $50 each and give them to the people who assisted with the computer transfer. (Sharon)

 

A question was raised about backup for the laptop. There currently is no backup.

Action: Explore options for backing up the files. (Sharon)

 

Network Website:

-The Network’s 3-year contract for website hosting expires in April 2014. Board members had agreed at the last meeting to continue the website and to add a Facebook page. It was suggested that we meet with our current website contractor and others to determine how we should proceed. We met with our current website contractor and another website contractor. The Board Members reviewed a comparison of services and costs by provider.

Motion to approve contracting with More Power Technology Group for website hosting: Julia; second: Tina. The vote was unanimous and the motion carried.

Action: Advise our current website host that the Network plans to contract with More Power Technology Group for website hosting services. (Sharon)

 

The Board Members were appreciative of Shannon Gourley’s assistance in creating a Facebook page for the Network website.

 

Review/Feedback on Events:

-ACEs Presentations at Corrections. The Life Skills Training Team (CAP, Emergency Shelter, and Network) has been invited to give presentations at Corrections every Friday (versus 2 Fridays a month). Kay and Sharon continue to provide the ACEs training.

-ACEs Presentation at Bridges Program. Kay and Sharon gave an ACEs presentation to the Bridges Program on March 25. Feedback was positive.

-ACES Presentation at Love Overwhelming. Kay and Sharon discussed ACEs and resiliency with 12 people at Love Overwhelming on April 1.

-2014 County Health Rankings. The 2014 rankings were released on March 25. Action: Provide the Cowlitz County Health Ranking link to Ray and others, per their request. (Sharon)

Julia suggested that the Network link an ACEs discussion to the AmeriCorp training. Her rationale is the AmeriCorp volunteers are placed in many organizations that work with clients with high ACEs scores.

Action: Contact AmeriCorp to determine interest in ACEs training. (Sharon)

 

Upcoming Events:

-ACEs Presentation, Highlands, April 28, 5PM, at the Community Center. This is a public meeting and Board members are invited to attend.

-Town Hall Meeting, May 1, 7PM, Kalama High School, “Remember the Prom.” Board members are encouraged to attend.

-CHEF/Network Summit, April 25, 2014. An agenda should be available on April 18.

 

ACTION SUMMARY:

Action: Incorporate the suggested changes above into the surveys. (Pat)

Action: Distribute the surveys to the Agency’s on the Distribution List. (Sharon)

Action: Purchase four $25 grocery store gift cards for the drawing. (Sharon)

Action: Check availability and schedule a meeting to discuss the RFQ for the Facilitator/Design Coordinator. (Sharon)

Action: Purchase two gift cards of $50 each and give them to the people who assisted with the computer transfer. (Sharon)

Action: Explore options for backing up the files. (Sharon)

Action: Advise our current website host that the Network plans to contract with More Power Technology Group for website hosting services.

Action: Provide the County Health Ranking link to Ray and others, per their request. (Sharon)

Action: Contact AmeriCorp to determine interest in ACEs training. (Sharon)

 

Next Meeting: May 21, 2014.

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