Board Minutes: October 16, 2013: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

 October 16, 2013, 11:30 – 1:00 PM

 

Present: Michael O’Neill, Kay Gunter, Julia Bishop, Sybil Sides, Ray Van Tongeren, and Sharon Weinhold, Network Coordinator. A guest, Nancy Harris, was present and expressed interest in becoming a member of the Board.

 

Excused: Randy Heath, Cindy Turpen, Robin Wallace

 

Unexcused: Tina Day

 

Quorum: Yes

 

Welcome and Introductions: Michael welcomed our guest and thanked the Board members for their attendance and participation.  Introductions were made around the room.

 

Additions to the Agenda:  None

 

September 18, 2013 Meeting Minutes: The Board members reviewed the minutes from the September 18 meeting and approved the minutes as presented.

 

Grant Status Report / Budget Update:

The Network grants and budget status follows:

-The Department of Vocational Rehabilitation (DVR) Grant ($40,220) expired on September 30, 2013. Expenditures on the grant were $34,208; with $6,000 returned.

 

The DVR has approved additional funding for the Network ($11,056), which is available through September 30, 2014. Additional funds may be provided in April-May, 2014 depending on the outcomes achieved. Service Proposals must be submitted for approval to spend the funds.

 

-The Northwest Health Foundation (NWHF) Grant ($25,000) expires on December 31, 2013. Expenditures are $19,626, with $5,400 remaining.

 

A CowlitzCountyGrant ($2,608) was awarded to provide Life Skills/Adverse Childhood Experiences (ACEs) training to persons who are homeless or at-risk of becoming homeless. The grant expires on December 31, 2013. Expenditures are $1,943, leaving a balance of $665.

 

There is potential for other funding sources and they are being pursued. Work continues on the Comprehensive Health Education Foundation (CHEF) and Children’s Wellness Initiative opportunities. Another possible fund source recently presented is a potential partnering with the Local Health Jurisdiction on the Maternal Child Health Block Grant. The State Department of Health encouraged Networks to contact their Local Health Jurisdiction to explore partnership opportunities, particularly regarding ACEs.

Action: Explore with the Local Health Jurisdiction whether there is a role(s) for the Network regarding the Maternal Child Health Block Grant. (Michael)

 

The Itemized Voucher amounting to $7,083.96 was presented to the Network Board for review and approval. The $7,083.96 includes costs of County Auditing Services, Fiscal Agent, Rent, Phone, and Email Hosting ($280); event expenses, “Together We Can”, ($3,914); Compasses for Darby’s Story ($273); Meeting Expenses ($32); L&I Tax, ($41); Travel Expenses for Kay ($23); Focus Group Meeting in Olympia ($90); Printing ($20); and Coordinator’s Pay ($2,411). The Board members approved the voucher as presented.

 

Board Membership:

The Network Board currently has nine members. Karen Gidderon was removed from the Board in September. We are seeking new members. Several people in the Community have expressed interest in joining the Board and have been invited to attend our November Board meeting.

 

Michael stated that he is very busy at work and has gone back to school to get his Master’s Degree. He stated he no longer has sufficient time to dedicate to being Board Chair. He stated he would like to step down as Board Chair but does want to continue as a Board member. After discussion, the Board Members recommended that Kay Gunter, current Vice Chair, move into the Board Chair position and Board Member, Robin Wallace, step in as Vice Chair.

Motion: Sybil made a motion that we accept Michael’s resignation as Board Chair, approve Kay Gunter as Board Chair and approve Robin Wallace as Vice Chair. Ray seconded the motion. The vote was unanimous and the motion carried.

 

There was discussion about the role of the Executive Committee. The Executive Committee is currently comprised of the Chair, Vice Chair, and a member at large. The Committee primarily handles actions that need quick resolution and decision between regularly scheduled Board meetings. They report to the full Board at the next meeting.  It was suggested that we review the Executive Committee membership, roles and responsibilities at the next Board meeting.

Action: Include Executive Committee Membership, Roles and Responsibilities on the agenda for the November Board meeting. (Sharon)

 

Contract with Cowlitz Wahkiakum Council of Governments (CWCOG).

The Network’s contract with the CWCOG to provide fiscal support and rental space ends on October 31, 2013. Due to the CWCOG’s budget and manpower changes, the CWCOG will no longer be able to support the Network.

 

A transition plan has been developed and includes the following:

-A transition contract will be prepared that will run from 11/1/2013 – 6/30/2014. This allows CWCOG help the Network through yearend closing and audit.

 

-CowlitzCounty will continue to be our fiscal agent. The Network Coordinator will work directly with Cowlitz County beginning with the October transactions rather than through the CWCOG. The Network Coordinator will be responsible for receipts, accounts payable, payroll and reports. To insure separation of duties, a Board Member will provide review and oversight. CWCOG will provide training. As the Coordinator picks up workload, the amount paid to the CWCOG will be reduced.

 

-The Network will plan to move from our current office space by the end of December 2013. The CWCOG and Network are working with Cowlitz County to find alternative space for the Network. If we stay in the current building, the CWCOG will allow the Network to continue to ride on their Server. The CWCOG will allow us to continue to store records on the 3rd floor of the Annex. We will be allowed to schedule Board meetings in our current meeting location.

 

DVR Funding / Action Plan, Oct 1 – Sep 30, 2014:

The Network submitted a proposed work plan for the DVR funding cycle for October 1, 2013 – September 30, 2014. The work plan was accepted and initial funding of $11,056 was approved. In coordination with our local DVR supervisor, we have been requested to submit detailed Service Proposals for the funds.

 

There was considerable discussion on how the Service Proposal outcomes will be measured. This will be discussed in detail at a meeting in November with DVR and Networks. Several Service Proposal ideas were discussed. These included Leveraging the Results of our DVR event; “Together We Can”; Providing DVR Information and Training at the Schools and College; and Partnering with Employers and Employment Agencies. These ideas will be refined further with the DVR Supervisor.   

 

NWHF Funding / Action Plan, Oct 1 – Dec 31, 2013:

The Network developed an initial strategy on how to reach at-risk families and children and identify those who need resources and supports. Additionally, the strategy included how we should increase the developmental screening for the children. There was discussion on how we can expand on this strategy and several ideas were put on the table.  It was suggested that we email the plan to members and each add their ideas for improvement. It was noted that the Birth to 3rd Grade Forum, a centerpiece of the strategy, is on November 2. This Forum is a conduit for reaching out to partners who are in contact with and serving at-risk families and children.

Action: Email the strategy to reach at-risk families and children to Board Members so they can add their ideas. (Sharon)

 

Another action item is to improve the Network website. Work on the website is continuing.

Action: Continue to work with website designer to complete changes. (Sharon)

 

Bylaws: Time was not available to review the bylaws. They will be discussed at our next Board meeting.

Action: Include review of bylaws on agenda for November Board meeting. (Sharon)

 

Review/Feedback on Events:

-“Together We Can” was very well received. There were 209 attendees, many transition students, DVR clients or potential clients. There were about 20 vendors who had resource information to share. A highlight of the event was the participation of businesses that served on an employer panel and gave a presentation on the Key Elements of a Quality Employee. Ten businesses were honored for hiring a diverse and inclusive workforce.

-Training at Community House and Corrections. The ACEs presentations have gone very well. Ray has submitted a volunteer application for Corrections so he can be included as a trainer.

 

Upcoming Events:

-ACEs Presentation – LCC School-Based Support Group Class, Friday, October 18, 5:30PM. Julia and Kay will be presenting.

-ACEs Presentation at the Highlands, October 28, 5PM. Kay and Sharon will be presenting. [This presentation date will be re-confirmed due to the change in Director of the Highlands Center]

-Sprout Film Festival, Monday, October 28. Two showings: 1:00PM at the Rose Center and 6:30PM at the Kelso Theater Pub. The festival includes a collection of films related to the lives, performances, and accomplishments of people with intellectual and developmental disabilities. Board members are encouraged to support this event hosted by the Arc of Cowlitz County.

-Birth to Third Grade Forum, November 2, RA Long High School, 9AM – 4PM, with workshops in the afternoon. Kay and Julia will be giving an ACEs workshop.

 

Minutes Action Items:

Action: Email a Board Member application form to Nancy Harris. (Sharon)

Action: Explore with the Local Health Jurisdiction whether there is a role(s) for the Network regarding the Maternal Child Health Block Grant. (Michael)

Action: Include Executive Committee Membership, Roles and Responsibilities on the agenda for the November Board meeting. (Sharon)

Action: Email the strategy to reach at-risk families and children to Board Members so they can add their ideas. (Sharon)

Action: Continue to work with website designer to complete changes. (Sharon)

Action: Include review of bylaws on agenda for November Board meeting. (Sharon)

 

The meeting adjourned at 1:00PM.

 

Next Meeting: November 20, 2013.

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