Board Minutes: May 16, 2012: 11:30 – 1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

May 16, 2012, 11:30 – 1:00 PM

 

Present: Carmella Bender, Julia Bishop, Tobie Crocker, Ean Harrison, Randy Heath, Sybil Sides, Ray Van Tongeren, Sharon Weinhold and special guest, Kay Gunter.

 

Excused: Ben Harrison, Cindy Turpen

 

Unexcused: Elizabeth Haeck, Barbara Skreen

 

Quorum: Yes

 

Welcome and Introductions: Carmella Bender, Board Vice Chair, welcomed the Board members and our guest, Kay Gunter. Everyone introduced themselves.

Additions to the Agenda:  None.

 

April 18, 2012 Minutes:

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

Each action item from the April 18 Board Minutes was addressed. Three items were of particular interest. (1) It was noted that a number of the Board members had not completed the ACE online training. Members were urged to complete this training as soon as possible, and were asked to follow up with the people they recommended for the training. All training must be completed prior to June 30.

(2) The Board had agreed to have a table at the Ethnic Support Council’s International Festival, which is on Saturday, June 2. Members were asked to sign up to staff the table. Julia said she would prepare a children’s activity for the festival. (3) Tobie and Julia stated they will conduct the requested ACEs training for the Rainier School District staff.

Board Membership: Kay Gunter submitted an application to become a member of the Network Board. She discussed her background and reasons for wanting to become a member. In response to Carmella’s question, she said she will be available to attend Board meetings and participate in Network events. The members voted unanimously to approve Kay’s request for membership and welcomed her to the Board. 

Grant Status Report / Budget Update:

The grant funding, amounts spent and projected to be spent for each grant through May 2012 were presented to the Board members. Discussion followed on each grant. During May 2012, the Network had funding from three grants – Northwest Health Foundation (NWHF) mini grant ($3,680), Family Policy Council (FPC) grant ($35,000), and Northwest Health Foundation larger grant ($25,000) – totaling $63,680. Expenses on the grants were $22,298.52 leaving $41,381.48 unexpended. We have firm commitments for the majority of the $17,000 remaining on the Family Policy Council (FPC) grant, which expires on June 30, 2012. 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 $1,000 for a Let’s Draw the Line campaign on a reimbursable basis and $500 for a Town Hall meeting. The work on both of these reimbursable efforts has been completed. Paperwork has been submitted for reimbursement for the Let’s Draw the Line Campaign; funds were received for the Town Hall meeting.

The itemized May Voucher amounting to $3,108.46 was presented to the Network Board for review and approval. The $3,108.46 includes costs of phone, fiscal agent services, and email hosting, ($262); Adverse Childhood Experiences online training scholarships amounting to $203 (7 @ $29 each). Time Bank Coordinator pay ($238), HOPE Conference costs ($909) and Network Coordinator pay ($1,496). The May Voucher was unanimously approved.

ACE Online Training Status: As of April 30, 69 scholarships had been funded for the ACE online training. Of those receiving scholarships, 40 had completed the training. The scholarships were prepaid, and the online training may no longer be available after June 30, 2012. Therefore, it is important that all scholarship recipients complete their training as soon as possible.

Action: Complete the ACEs online training if it has not already been completed. (Board Members)

Action: Follow up with people you recommended and encourage them to complete the training as soon as possible. (Board Members)

Action: Prepare an email message to all scholarship recipients who have not completed the training and remind them to do so prior to June 30, 2012. (Sharon)

HOPE Event Feedback/Next Steps:

Participation and feedback on the HOPE Event was excellent. 100 people attended the event; 54 submitted feedback surveys. The feedback was very positive. Many of the responses included comments which were very helpful. The attendees overwhelmingly liked the event location, the panel and story teller, and the keynote speakers. Attendees were impressed with the varied format, availability of CEUs and the information presented, but would have liked more time for questions. They would have liked to have seen better representation from the community and suggested more participation by policy makers, commissioners, business owners and at risk people. Most who gave feedback asked to be contacted and advised of future follow on events.

There was considerable discussion on what to do next. In addition to conversations with smaller groups, it was suggested we host a café type event in June. Several Board members thought that was too early and, because school will be out of session, school personnel may not be available to attend. Ray recommended we reconvene the NWHF grant committee and discuss this further before making a decision. It was agreed that the Certificates of Completion should be sent to the attendees with a note that offers to meet with them or their organizations and states future events are being planned and invitations would be forthcoming.

Action: Email Certificates of Completion to attendees with a note offering to meet with them or their organization and stating future events are being planned and they will be invited to participate in the future events. (Sharon)

Action: Set up a meeting for the NWHF grant committee to discuss in more detail potential follow on events and times. (Sharon)

Projects and Expenditures: The Board Members reviewed the current projects/expenditures list and made adjustments based on new information. The members asked if the projects will execute as planned by June 30 or if there will be slippage. The Board Members agreed to increase the amounts on the projects previously approved if additional funding is needed to complete the project as planned. The project list is shown below.

Project List          
Description Cost Balance Priority Spent 05/16/12
    23,079     17527.52
Ops-Payroll/Rent/Utilities/Supplies/Audit/etc.(4 mo) 7,500 15,579 1   2000
Board / Committee Meetings (4mo) 250 15,329 1   100
KSCC Event (approved) 200 15,129 1 190  
Time Bank Coordinator (thru March) (approved) 260 14,869 1 113  
Kick Butts (approved) 400 14,469 1 295  
Jeremy Martin, overnight stay * 200 14,269 1   100
Upcoming Events 200 14,069 2   500
Youth Yellow Pages – Printing Costs (options) 9,000 5,069 6   11004.88
Time Bank Coordinator @ 5hrs/wk (thru June) ** 780 4,289 4   450
Time Bank Orientation Sessions (2) 150 4,139 4 42 50
Little Blue Jays 700 3,439 3 676  
English/Spanish Speaking Learning Tools 250 3,189 5   250
Lose the Training Wheels 1,000 2,189 7   1000
IPAD/IPOD/IPHONE Training 1,350 839 7   1350
Recognition of Healthy Lifestyles Champions 100 739 7   100
Time Bank Coordinator, Expanded Hours (+5) 600 139 7    
Tobie Draw the Line         22
Supplies         100
  Total Costs         17026.88
Amount Available  -12K copies of YYP         500.64
Amount Available  -11K copies of YYP         1644.38
*Will not submit request for reimbursement.  **Does not plan to continue to work into June.          

Action: Re-verify the funding requirements for each project and ascertain the project will be completed by June 30, 2012. (Sharon)

Action: If there is additional need for funds on a current project/expenditure, apply any slippage to the project(s) so the project can be completed. (Sharon)

Feedback on Events/Upcoming Events:

– Healthy Lifestyles Champions. Ray attended the Healthy Lifestyles Champions dinner and award ceremony on May 12. The Network helped support this event. The event brochure prominently listed the Cowlitz Community Network as a contributor.

– Let’s Draw the Line Visits, April 23 and May 7, Kalama. The Kalama Intervention Program youth did a super job of conducting the surveys and gathering information for this campaign. They were warmly welcomed by the participating stores and made a difference in South Cowlitz County.

-Town Hall Meeting. A Town Hall meeting was held on April 26. Good information was available for the attendees.

– Kaiser Permanente Community Fund Grantee Summit, May 21. Ben and Sharon will attend for the Network.

– Presentation to Foster Parents, May 24. Ben will give this presentation.

– Ethnic Support Council’s International Festival, June 2. A table has been reserved and a sign-up sheet is available for Board Member participation.

– FPC/DVR “Possibility Thinking” Event, June 4-5, Seattle. The Network was invited to participate in this event and share our experiences from the pilot program last year and help others think creatively about future events. Sharon will attend for the Network.

– FPC Event, “Leverage Points, Connecting Families with Communities,” June 22, Lynnwood. Network Board Members and staff are invited to this day-long educational event. Members were asked to let Sharon know of their interest in attending.

 Action: Let Sharon know if you are interested in attending this educational event. (Board Members) Confirm attendees and RSVP. Arrange transportation. (Sharon)

Minutes Action Items:

Action: Complete the ACEs online training if it has not already been completed. (Board Members)

Action: Follow up with people you recommended and encourage them to complete the training as soon as possible. (Board Members)

Action: Prepare an email message to all scholarship recipients who have not completed the training and remind them to do so prior to June 30, 2012. (Sharon)

Action: Email Certificates of Completion to attendees with a note offering to meet with them or their organization and stating they will be invited to participate in future events. (Sharon)

Action: Set up a meeting for the NWHF grant committee to discuss potential follow on events and times in more detail. (Sharon)

Action: Re-verify the funding requirements for each project and ascertain the project will be completed by June 30, 2012. (Sharon)

Action: If there is additional need for funds on a current project/expenditure, apply any slippage to the project(s) so the project can be completed. (Sharon)

Action: Let Sharon know if you are interested in attending this educational event. (Board Members) Confirm attendees and RSVP. Arrange transportation. (Sharon)

 

Meeting Adjourned:

Next Meeting June 20, 2012

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