Board Minutes: December 18, 2013: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

CWCOG Meeting Room

 December 18, 2013, 11:30 – 1:00 PM

 

Present: Kay Gunter, Julia Bishop, Pat Harrold, Randy Heath, Ray VanTongeren and Sharon Weinhold, Network Coordinator.

 

Excused: Tina Day, Michael O’Neill, Sybil Sides

 

Unexcused: none

 

Quorum: Yes

 

Welcome and Introductions: Kay welcomed the Board members and thanked them for their attendance and participation. Kay encouraged the members to sample the wonderful Christmas goodies she brought to share at the meeting.  

 

Additions to the Agenda:  None

 

November 21, 2013 Meeting Minutes: The Board members reviewed the November 21 meeting minutes.

Motion to approve the minutes as written: Ray; second: Julia. The vote was unanimous and the motion carried.

 

Grant Status Report / Budget Update:

The Network grants and budget status follows:

– The Northwest Health Foundation (NWHF) Grant ($25,000) expires on December 31, 2013. Expenditures are $24,445, with $555 remaining. Funds will be fully expended by yearend. A final report on grant outcomes is due January 31, 2014.

 

-The Department of Vocational Rehabilitation has approved additional funding for the Network ($11,056). Expenditures are $621, with $10,435 remaining. However, due to the closure of the DSHS office that handles this contract with DVR, the DVR contracts with the Networks were “Terminated for Convenience.” Networks were encouraged to submit final requests for reimbursement for work performed as soon as possible. A mechanism has been approved to allow reissuance of these contracts at about the same amount. The funding will be available from the date the contract is signed through June 2014. Additional funding may be approved beyond that date, depending on outcomes.

 

A CowlitzCountyGrant ($2,608) was awarded to Lower Columbia CAP, Emergency Support Shelter and Network 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 on the grant currently are $2,626, slightly above the award amount The Network has gained approval to bill for all expenses incurred, and the final invoice is being prepared.

 

The Itemized Voucher amounting to $2,265.55 was presented to the Network Board for review and approval. The $2,265.55 includes Auditor’s Services for 4th Quarter ($48); Email Hosting ($10); Phone, Copies, Supplies ($28);Travel to DVR Meeting ($94);Travel for Homeless Presentations-Kay ($16); and Coordinator’s Pay ($2,069). The Network has not received a bill from CWCOG for fiscal agent services and rent for November and December 2013, and indications are they may waive those charges.

Motion to approve the Itemized Voucher amounting to $2,265.55, Ray; second: Pat.

 

Update – Contract with Cowlitz Wahkiakum Council of Governments (CWCOG):

The Network Coordinator continues to work with the CWCOG and CowlitzCounty to transition the paperwork responsibilities – receipts, accounts payable, payroll and reports – from the CWCOG to the Network. The Network will remain in its current office space for now as there are no other tenants interested in moving into the space. In anticipation of a possible move, old files are being packed and moved to the storage space in the Annex.

 

Update – NWHF Implementing Grant Status:

The Network was notified on December 10 that it was awarded an implementation grant of $161,095 for the development of a “Coordinated Prevention System for Healthy Starts.” A Press Release which announced receipt of the grant and recognized our partners, was scheduled to be published in the Daily News on Thursday, December 19. The Network is grateful to the NWHF Community Fund for giving us this opportunity.

 

A grant contract that details the terms of the grant will be provided soon for the Networks review and approval.  The three year grant begins on January 1, 2014 and continues through December 31, 2016.

 

 

Update – DVR Grant Status:

The Network submitted Service Proposals for the DVR funding cycle for the October 1, 2013 – September 30, 2014. After a meeting on December 9, between DVR Headquarters staff and several Network representatives, it was announced some modifications to the proposals may be needed to make the partnership work:

 

The new requirements are:

1-All work must be designed for DVR applicants and customers.

2-DVR applicants and/or customers must be served in all projects. If there are unused seats, those seats are open to anyone.

3-DVR will instruct their offices to allow high school students with disabilities to apply for DVR in their second to last year of high school. For DD customers, 18 and 19 year olds will be eligible; 504 customers will be eligible in the spring of their sophomore year.

4-Documentation for in-kind match will no longer be required.

5-Network Projects will be approved by each of the Network’s DVR Supervisors.

 

DVR Headquarters is communicating this new information to the DVR Supervisors. Networks are encouraged to tweak their projects if needed and discuss them with their DVR Supervisors to gain approval. Funding for the projects should be available by mid-January 2014 at the latest.

 

Homeless Grant Status:

-A request to extend the CowlitzCountyGrant to provide Life Skills/Adverse Childhood Experiences training through 2014 has been submitted. The funding amount requested for the Network is $2,958. A decision on the request is expected in early 2014.

 

-In response to a 2014 CowlitzCounty request for proposals, the Network partnered with the Emergency Support Shelter and requested funding of $3,370 to provide “relationship building” training during 2014 at the Emergency Support Shelter. A decision on the request is expected in early 2014. There was some discussion on the specific training topics we would provide, e.g., trust, opportunity, communication, listening, etc. Randy offered to provide information and activities from leadership classes.

ACTION: Provide examples of relationship building training and activities. (Randy)

 

Other Funding Possibilities:

Discussions continue with the Comprehensive Health Education Foundation (CHEF) on a partnership opportunity. A Sustainability Summit is scheduled with CHEF and Networks on January 28, 2014 to discuss entrepreneurial strategies and how this partnership with CHEF will work.

 

-There have been recent discussions with the Executive Director, WA Developmental Disability Council, to explore a partnership opportunity with the Networks to help promote inclusivity. Further discussion is planned.

 

Bylaws: The Board members have discussed establishing a committee to review and update the Network bylaws. The members concluded the Network is in a period of change, and decided to consider establishing the Bylaw Committee at the February 2014 Network Board meeting.

 

Board Membership:

-Cindy Turpen, Longview Police Department, provided email notice that she has been told she will be moved to patrol beginning January 1, 2014 and, as a result, will no longer be available to attend Network Board meetings. The email stated she would like to continue to participate in Network events if her schedule allows.

ACTION: Follow up with Cindy to see if a replacement will be assigned to Cindy’s current position at the Highlands Satellite Office and, if so, would the person be interested in joining the Network Board. (Sharon)

 

-Robin Wallace, Youth and Family Link and Network Vice Chair, provided email notice that her role at the Link is being reduced and she no longer will be available to participate on the Network Board. Her email stated that her boss, Steve Watters, is interested in taking her seat on the Board.

ACTION: Contact Steve Watters and invite him to join the Network Board. Send a Board Application Form and other information regarding the Network. (Sharon)

 

There was discussion regarding potential Board members. It was suggested that we send a letter to our NWHF grant partners and invite someone from those organizations to join the Board. Also, several members had ideas on potential members, including an AmeriCorps member, and a youth.

ACTION: Prepare and send a letter that invites grant partners to join the Board. Also send a letter to other possible members. (Sharon)

 

There also was discussion on the time of the meeting and whether we should explore other times to increase membership and attendance. Members suggested that we discuss this further at our February 2014 Network Board meeting.

ACTION: Include discussion of Network Board meeting times on the February 2014 meeting agenda. (Sharon)

Review/Feedback on Events:

-The Local View Forum, Community Show for Local Residents. This meeting was to take place on an icy day. Several Board members had planned to attend, but were not able to due to the weather.

ACTION: Follow up to determine if the Forum took place and, if so, what were the results? (Sharon)

 

Upcoming Events:

-Sustainability Summit, Jan 28, 2014, details will be provided when available.

-Justice and Hope Domestic Violence Conference, “Adverse Childhood Experiences and the Need for a Trauma Informed Nation,” Cowlitz County Expo Center, February 26, 2014. Guest Speaker, Robert Anda.

 

Upcoming Events:

ACTION: Provide examples of relationship building training and activities. (Randy)

ACTION: Follow up with Cindy to see if a replacement will be assigned to Cindy’s current position at the Highlands Satellite Office and, if so, would the person be interested in joining the Network Board. (Sharon)

ACTION: Contact Steve Watters and invite him to join the Network Board. Send a Board Application Form and other information regarding the Network. (Sharon)

ACTION: Prepare and send a letter that invites grant partners to join the Board. Also send a letter to other possible members. (Sharon)

ACTION: Include discussion of Network Board meeting times on the February 2014 meeting agenda. (Sharon)

 

Next Meeting: January 15, 2014.

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