Board Minutes: December 21, 2011: 11:30 – 1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

December 21, 2011, 11:30 – 1:00 PM

 

Present: Ben Harrison, Ray Van Tongeren, Carmella Bender, Tobie Crocker, Sybil Sides, Cindy Lopez Werth, Sharon Weinhold and Special Guest Robb Atherton,

 

Excused: Julia Bishop, Elizabeth Haeck, and Barbara Skreen

 

Unexcused:  None

 

Quorum: Yes

 

Welcome and Introductions: Ben Harrison, Board Chair, greeted the Board members and welcomed our guest, Robb Atherton. He asked everyone to introduce themselves for the record.

Additions to the Agenda:  None.

 

November 16, 2011 Minutes: Motion to approve the minutes as presented: Cindy; second: Ray. The vote was unanimous and the motion carried.

November 16, 2011 Action Items: The action items were completed.

 

Grant Status Report / Budget Update:

The grant funding, amounts spent, and amounts projected to be spent through December 31 for each grant were presented to the Board members. Detailed discussion on each grant followed.

During December, the Network had funding from three grants – Northwest Health Foundation (NWHF) mini grant, Department of Vocational Rehabilitation grant, and Family Policy Council (FPC) grant – totaling $53,680. Expenses on the grants were $18,885.97, leaving $34,794.03 unexpended.

The funding from the Department of Vocational Rehabilitation (DVR) expired on December 15. The grant was for $15,000. Expenditures as of December 15 were $11,721.18, with outstanding bills of about $1,400. The Network is in the process of preparing an End of Service Summary for each of the five Statements of Work submitted for this grant. Indications are we may have an opportunity for additional DVR funding in February 2012.

The Network received notice in early December that the Board of Directors of the Northwest Health Foundation awarded $25,000 for our proposed project titled, “Adverse Childhood Experiences and Job Performance.” The period of the grant is January 1, 2012 through June 30, 2013. This grant will be added to the status report in January 2012.

The Network was notified that there was no reduction to the FPC funding in the Early Action Budget passed in December. However, budget cuts are still a possibility as budget negotiations continue in 2012.

The Network requested an extension to the NWHF mini grant which is due to expire on December 31, 2011. NWHF approved a no-cost extension for the grant, but asked for a short written explanation on how we plan to use the remaining funds and the date the funding will be exhausted. There was discussion on producing a DVD or video on ACE with snippets from people who experienced ACE and how they dealt with and/or overcame it. Possible groups mentioned who might be interested in an ACE presentation or DVD included Longview Parks and Recreation, Youth and Family Link, CAP, United Way, Life Works, AmeriCorps and Head Start.

The Network has decided to partner with the Kalama Safe Community Coalition and others to conduct a Let’s Draw the Line between Youth and Alcohol campaign. Upon completion of a Town Hall meeting and the campaign, the Network and partners will be reimbursed $1,500. This will be added to the status report in January 2012.

The itemized November Voucher, amounting to $2,696.05 was presented to the Network Board for review and approval. The $2,696.05 includes Rent, Phone Costs, Fiscal Agent Services, Email Hosting Fee, Washington State Audit Fee, DVR Event “Together We Can” related costs, Time Bank Coordinator Pay ($443.81), supplies, travel expenses and Network Coordinator pay ($1,496.34). A motion was made to approve the November Voucher amounting to $2,696.05: Cindy; second: Sybil. The vote was unanimous and the motion carried.

Network Audit Report: The Washington State Auditors Office completed an audit of the Network’s revenue and expenditure data for the period January 1, 2010 – December 31, 2010. The report said nothing came to the auditor’s attention that was considered to be a significant violation of state laws or weakness in internal controls. The auditors, however, did recommend that Network expenditure vouchers be approved at the Network Board meetings. Previously, the Network Board Chair approved the expenditure vouchers. Now, the expenditure vouchers are discussed at each Board meeting and approved as part of the Budget Update.

Election of Network Board Officers: Ben reminded the Board members that Board officers are elected/re-elected in January of each year. Board members will vote on a slate of candidates for Chair and Vice Chair at the January 18 meeting.

Action: Submit the names of candidates you would like to see on the ballot to Sharon before the next Board meeting. (Board Members)

DVR Grant:

-Transportation Matrix. The transportation matrix was completed and emailed to transportation providers for review and approval. The transportation matrix will be placed on the Network website and offered to other organizations for their use.

-Time Bank. Orientation sessions were held on November 17 and December 15. There was excellent attendance and interest. Our part-time Time Bank Coordinator did an excellent job of coordinating the meetings and presenting information on the Time Bank. As of December 15, 22 people had joined the Time Bank and 8 exchanges had been made. This is a great start. There was concern that the break in DVR funding could adversely impact the Time Bank. A motion was made to allow the current Time Bank Coordinator to work up to 5 hours a week during January: Cindy; second: Ray. The vote was unanimous and the motion carried.

Action: Notify the Highlands Neighborhood Association that the current Time Bank Coordinator may work up to five hours a week during January. (Sharon)

Board Membership:

-Cindy announced she must resign from the Network Board because she has been reassigned to patrol starting January 3, 2012. She mentioned that Cindy Turpen will be taking her place at the Satellite Office and would be a good candidate for Board membership.

Action: Prepare a letter inviting Cindy Turpen to join the Network Board. Include information about the Network and ACE, and an Application Form. (Sharon)

-Robb Atherton expressed interest in the work we do and Board membership.   

Action: Prepare a letter inviting Robb Atherton to join the Network Board. Include information about the Network and ACE, and an Application Form. (Sharon)

-There was discussion on whether the Network should recruit members from the hospital and school system. Tobie knew of several possible school system candidates. Sybil mentioned she had contacts at the hospital. It was suggested that Board members invite friends or acquaintances who may be interested in Board membership to a Board meeting.

Action: Identify potential Board members, and invite them to a Board meeting. (Board members and staff)

FPC Grant:

-Kalama Safe Community Coalition (KSCC). Tobie shared the plans for KSCC’s February 28, 5:30 pm event at the Kalama Community Building. The program includes an ACE presentation. Tobie encouraged Board members to attend.

-Strengthening Families Program, Woodland.  We have not heard back from Woodland on whether they want to pursue the program in 2012.

-Youth Yellow Pages. There was discussion on whether the Network should get involved in the update of the Youth Yellow Pages. The Youth Yellow Pages were last updated by the Cowlitz Substance Abuse Coalition and others in 2009 when 8,000 copies were produced at a cost of $10,000. The Yellow Pages are widely used, but some of the information is out of date. A motion was made to contact the previous partners/funders to see if they are willing to support the update: Tobie; second: Carmella. The vote was unanimous and the motion carried.

Action: Contact the other partners/funders of the Youth Yellow Pages to see if they are willing to support an update. (Sharon)

-Café(s). Café opportunities will be discussed during the next couple weeks in conjunction with the new NWHF grant and DVR funding.

-ACE Course. The FPC completed the ACE Course and it is now available online. The full course is $29 per person and takes a minimum of 3½ hours to complete. Several Board members indicated interest in taking the online course; others were interested in live training. A motion was made for the Network to pay for the online training for all Board members who would like to take the course. Ben; second: Sybil. : The vote was unanimous and the motion carried.

Action: Determine which Board members would like to take the online ACE training. Purchase a block of online classes. (Sharon)

Action: Contact the FPC to determine if live training is available. (Sharon)

 

 

Coalition and Committee Participation Reports:

-Cindy distributed a flyer for the Highlands Neighborhood Matters Holiday Celebration on December 21. She also handed out Holiday Crime Prevention Tips.

-Ray referred to the Commissioners meeting where the Mental Health Services Tax was discussed. He said ACE was mentioned a number of times during the meeting.

-Ben discussed the Woodland Rotary Sports Complex Project and the successful recent fundraising events.

-Sybil mentioned the Friends of the Hospital Fund Raiser that brought in $3,000 for scholarships.

-Robb talked about the many successes for the Dad’s Group at Parents Place.

Minutes Action Items:

Action: Submit the names of candidates you would like to see on the ballot to Sharon before the next Board meeting. (Board Members)

Action: Notify the Highlands Neighborhood Association that the current Time Bank Coordinator may work up to five hours a week during January. (Sharon)

Action: Prepare a letter inviting Cindy Turpen to join the Network Board. Include information about the Network and ACE, and an Application Form. (Sharon)

Action: Prepare a letter inviting Robb Atherton to join the Network Board. Include information about the Network and ACE, and an Application Form. (Sharon)

Action: Identify potential Board members, and invite them to a Board meeting. (Board members and staff)

Action: Contact the other partners/funders of the Youth Yellow Pages to see if they are willing to support an update. (Sharon)

Action: Determine which Board members would like to take the online ACE training. Purchase a block of online classes. (Sharon)

Action: Contact the FPC to determine if live training is available. (Sharon)

Meeting Adjourned:

Next Meeting January 18, 2012

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