Board Minutes: January 25, 2012: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

January 25, 2012, 11:30 – 1:00 PM

 

Present: Ben Harrison, Ray Van Tongeren, Carmella Bender, Julia Bishop, Tobie Crocker, Sybil Sides, and Sharon Weinhold, and guests Cindy Turpen and Rebecca Fisher

 

Excused: Elizabeth Haeck and Barbara Skreen

 

Unexcused:  None

 

Quorum: Yes

 

Welcome and Introductions: Ben Harrison, Board Chair, greeted the Board members and welcomed our guests, Cindy Turpen, who applied for Board membership, and Rebecca Fisher, alternate for Elizabeth Haeck.  Ben asked everyone to introduce themselves for the record.

Additions to the Agenda:  None.

 

December 21, 2011 Minutes: Motion to approve the minutes as presented: Sybil; second: Carmella. The vote was unanimous and the motion carried.

December 21, 2011 Action Items: The action items were completed.

 

Grant Status Report / Budget Update:

The grant funding, amounts spent and projected to be spent for each grant through January 31, 2012 were presented to the Board members. Detailed discussion followed on each grant.

During January 2012, the Network had funding from three grants – Northwest Health Foundation (NWHF) mini grant, Family Policy Council (FPC) grant, and Northwest Health Foundation larger grant – totaling $65,180.00. Expenses on the grants were $8,932.21, leaving $56,247.79 unexpended. In addition, the Network is authorized by the WA State Coalition to Reduce Underage Drinking, Division of Behavioral Health and Recovery to spend up to $1,500 for a Lets Draw the Line campaign on a reimbursable basis. The Network is partnering with the Kalama Safe Community Coalition and others to conduct the campaign.

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 $13,171.65, leaving $1,828.35 unexpended. The Network submitted the End of Service Summary for each of the five Statements of Work to the Family Policy Council, After review, the FPC invited the Network to participate in a panel discussion on January 31 as part of the FPC hosted Day in Olympia. Indications are we may have an opportunity for additional DVR funding beginning in February 2012.

The NWHF mini grant report is due to the NWHF on January 31, 2012. The Network requested an extension to the NWHF mini grant which was due to expire on December 31, 2011. The NWHF approved a no-cost extension for the grant through June 30, 2012. The primary reason for the need for the extension was the unavailability of the ACEs online training until late in 2011. The Network had planned to offer scholarships ($29 per person) for the training. Motion: Set aside funding for up to 100 scholarships ($2,900) for ACEs training: Julia; second: Tobie.

Action: Complete NWHF mini grant report due on January 31, 2012 and send to Board members. (Sharon)

Action: Set aside funding for up to $2,900 for scholarships for the ACEs online training. (Sharon)

The itemized December Voucher amounting to $3,019.17 was presented to the Network Board for review and approval. The $3,019.17 includes costs of printing, postage, phone, fiscal agent services, email hosting and computer services, auditing services, Time Bank Coordinator pay ($358.82), supplies, travel expenses and Network Coordinator pay ($1,496.34). A motion was made to approve the December Voucher amounting to $3,019.17: Ray; second: Julia. The vote was unanimous and the motion carried.

Election of Network Board Officers: Network Board officers are elected/re-elected in January of each year. The positions open for election/re-election are Board Chair and Vice Chair. Ben Swanson, current Board Chair, was a candidate for Board Chair and Ray Van Tongeren, current Vice Chair, and Carmella Bender, Board Member, were candidates for Vice Chair. Ray decided to step down to give Carmella an opportunity to take a Network leadership position. With the unanimous support of the Board Members, for 2012, Ben Swanson will be the Network Board Chair and Carmella Bender will be the Network Vice Chair. 

 

 

Board Membership:

– Cindy Turpen, representing the Longview Police Department, submitted an application to become a Network Board Member. Cindy introduced herself, provided information about her background, and why she is interested in serving on the Network Board. In response to Ben’s question on participation, Cindy responded she would be available to attend Board meetings, participate on committees and help with events. The Board Members voted unanimously to approve Cindy Turpen as a Board Member.

– Randy Heath, representing the Kelso School District, expressed interest in joining the Board and plans to attend the February meeting.

– Ean Harrison, LCC Student, expressed interest in joining the Board and will be invited to attend the February meeting.

– Ben reminded the members to invite people who might be interested in Board membership to attend a Board meeting. The more we grow, the more we can do!

NWHF Planning Committee Report:

Committee members summarized the discussion at the first NWHF Planning Committee meeting on January 12. The committee focused on the first anchor event and discussed location, date/time, keynote speaker and format. Actions were assigned and will be reported at the next committee meeting on January 26. A copy of the NWHF Planning Committee minutes is attached.

 

At their next meeting, the committee would like to make decisions on location and date/time and potentially other items. To keep the planning moving forward, it is not feasible to wait for decisions at the monthly Board meetings. Motion to give Executive Power to the committee for decision making and to approve expenditures for the first event if there are at least three Board members present: Ben; second: Sybil. The vote was unanimous and the motion carried.

 

Youth Yellow Pages:

– Several questions were raised at the last Board meeting concerning the update of the Youth Yellow Pages. A quote was requested and showed that 10,000 copies of the yellow pages will cost $13,500. There was discussion as to whether the number of printed copies could be reduced and electronic copies be relied on more. This is possible, but the youth seem to like and use the printed pages. The printed copies are easy to carry and easy to read. Youth who may need the information the most may not have access to an electronic version. Offering both printed and electronic copies will be researched further.

– A DRAFT “funder’s letter” was presented to the Board. After discussion, the Board recommended the letter be modified to address “financial” support.

Action: Modify the “funder’s letter” to request “financial” support. (Sharon)

 

Network Logo: We recently have received requests for a Cowlitz County Network logo. We have explored this in the past, but did not complete the process.

Action: Present proposed Network logos for discussion and vote at the next Board meeting (Cindy/all)

 

Feedback on Events/Upcoming Events:

-Head Start Resource Fair, Jan 5, 5:30 – 7PM. The Network gave a presentation and had a resource table at a Head Start Resource Fair on January 5, 2012. The room was packed with about 100 parents. Many of the attendees were Spanish speaking, which suggested the Network may need to explore translating the ACEs information into Spanish.

– CSAC Meeting, Jan 23, 3:30 – 5PM. Discussed the Youth Yellow Pages, the “funders” letter and strategies for obtaining funding. There was considerable interest in the Youth Yellow Pages. Everyone agreed it is important to have the pages available to youth and adults in the community.

– Brain Works Café, Jan 26, 5 – 6:30PM. Network Board members and staff participated in the Longview/Kelso café. The goal was to develop a strategy to address the issues identified in the first café. CSAC is preparing a summary of the actions to be taken.

– AmeriCorps Presentation, Jan 27, 12 – 1:30PM. Rebecca Fisher and Julia Bishop, AmeriCorps volunteers, gave an ACEs presentation to 32 AmeriCorps members. There was considerable interest and the presentation was very well received.

– Day in Olympia, Jan 31. The Network is invited to participate on a panel to discuss our approach to the DVR grant and the results we achieved.

– Castle Rock Women’s Group Presentation, Feb 13.

– HNA Board Presentation, Feb 13.

– Kalama Safe Community Coalition, Feb 28.

Coalition and Committee Participation Reports:

– Ben discussed the Woodland Rotary Sports Complex Project and the partnership between the Rotary and the City.

– Ben also mentioned that he is a member of a “Geek Meet” group.

– Julia talked about an AmeriCorps service project just completed at the Woodland Community Center. The AmeriCorps volunteers did a lot of cleaning and organizing that was greatly appreciated.

– Julia added that she participated in the Shelter training for AmeriCorps volunteers over the weekend.

– Tobie distributed copies of the final flyer for the KSCC Kalama Kares event on February 28 and encouraged Board members to attend. She was pleased to announce they had received donations to cover most of the costs of the event.

Minutes Action Items:

Action: Complete NWHF mini grant report due on January 31, 2012 and send to Board members. (Sharon)

Action: Set aside funding for up to $2,900 for scholarships for the ACEs online training. (Sharon)

Action: Modify the “funder’s letter” to request “financial” support. (Sharon)

Action: Present samples for a Network logo for discussion and vote at the next Board meeting (Cindy/all)

 

Meeting Adjourned:

Next Meeting February 15, 2012

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