Board Minutes: March 19, 2014: 11:30 – 1:00PM

Cowlitz County Community Network

Board Meeting

 March 19, 2014, 11:30 – 1:00 PM

 

Present: Kay Gunter, Pat Harrold, Tina Day, Shannon Gourley, Randy Heath, Michael O’Neill, Sybil Sides, Ray Van Tongeren, Steve Watters, and Sharon Weinhold. Special guests were Lacey Cairns, the ARC/LifeWorks, and Rod McHattie, LongviewSchool District.

 

Excused: Jennifer Jackson, Julie McReary

 

Unexcused: Julia Bishop

 

Quorum: Yes

 

Welcome and Introductions: Kay welcomed the Board members and guests and thanked them for their participation. She asked everyone to introduce themselves.

 

Additions to the Agenda:  None

 

February 19, 2014 Meeting Minutes: The Board members had reviewed the minutes prior to the meeting. The Coordinator summarized the status of the actions identified in the February 19 minutes. All actions were completed.

Motion to approve the February 19, 2014 Network Board Minutes as presented: Ray; second: Michael. The vote was unanimous and the motion carried.

 

Board Membership: Rod McHattie, Director of Special Services, LongviewSchool District, had submitted an application for Board membership. Kay asked Rod to briefly tell the attendees about himself and why he is interested in joining the Board. Rod said he has been in the education field for many years, starting as a teacher and then working with students who need extra support. Recently, he was asked to serve in his current position. He wants to be involved as a Network Board member to provide input and to gain a better understanding of the services available in the community that can help kids and families. Kay pointed out the Network Board is a working board and all members are strongly encouraged to participate, not in every activity, but in the activities they have an interested in. Also, regular meeting attendance is very important. Rod acknowledged those points.

Motion to approve Rod McHattie for Network Board membership: Ray; second: Michael. The vote was unanimous and the motion carried.

Grant Status Report / Budget Update:

Current Grants:

-Kaiser Permanente Community Fund Grant (KPCF) ($161,095). This three year grant for development of a “Coordinated Prevention System for Healthy Starts” began on January 1, 2014 and will continue through December 31, 2016. Through February, $5,716.92 has been expended against this grant.

 

-Department of Vocational Rehabilitation (DVR) Funds. The Network completed and submitted Work Plans to DVR for proposed activities to support DVR clients during 2014. DVR agreed to pay $1,100 for completion of the Work Plans. Several meetings have been held between DVR and Network System representatives, but we are not aware of any Work Plans being approved.

 

-Life Skills Training Grant ($2,958). This funding extends a 2013 grant through December 2014 to provide life skills training to people who are homeless or at-risk of being homeless. Through February, $272 has been expended against this grant. The grant requires Liability Insurance and $750 of this funding will be used to pay the annual Liability Insurance premium, which is due in April 2014.

 

-Town Hall Meeting. The Network was invited by the Substance Abuse and Mental Health Services Administration (SAMHSA) to host a Town Hall Meeting ($500) to promote and protect youth and communities from the consequences of underage drinking. Kalama Safe Community Coalition, KalamaSchool District and Network representatives met on March 3 to discuss the date, venue and activities for the Town Hall Meeting.  It was decided the Town Hall Meeting will be held two weeks before the Prom, on May 1, 7 – 8:30PM, in the Kalama High School Gym. The theme will be “Remember the Prom!”  The event will be a Community Conversation about tips and techniques for an alcohol free prom and beyond. The plan is to have skits, strobe lights, appropriate give-a-ways, and light refreshments. Board members were encouraged to put this event on their calendars.

 

Grant Opportunities in Process:

-Washington State Developmental Disabilities Council RFP, titled, “Community Inclusion Brokerage.” The goal is to increase the number of people with developmental disabilities and their families who report they are participating in community activities and have developed relationships with people in their communities who do not have a disability. The Network System, which included the Cowlitz Community Network and nine other Networks, submitted a proposal on March 10. Feedback on the proposals is due March 21, 2014.

 

– 2014 Behavioral Health Tax Funding ($1,000,000 over two years). This funding is being directed to Child and Youth Services Focused on Prevention. A group of community organizations are collaborating on a proposal. The Network and Emergency Support Shelter (ESS) requested funding ($3,600/year for two years) as part of this grant proposal to provide “relationship building” training, e.g., trust, opportunity, communication, listening, etc., for children and mothers residing at ESS. Proposals are due March 28; award decisions will be announced May 28, 2014.

 

-Department of Early Learning (DEL) Grant. DEL is requesting Letters of Interest from WA organizations engaged in child abuse prevention activities. Letters of Interest are due March 28. If invited, full proposals are due May 1. 2014.

Several organizations within CowlitzCounty may be interested in this opportunity. The DEL Grant is on the agenda for discussion at the Birth to 3 Coalition meeting on March 21.

Motion: The Network should participate in the discussions and, if appropriate, suggest funding for Adverse Childhood Experiences (ACEs) training be included in the proposal: Michael; second: Ray. The vote was unanimous and the motion carried.

ACTION: Participate in the discussion regarding the Department of Early Learning Grant and relay the Network’s interest in including funding for ACEs training. (Sharon)

 

The Itemized Voucher amounting to $2,906.59 was presented to the Network Board for review and approval. The $2,906.59 includes Phone Bill ($20); Email Hosting ($10); Supplies for the February Board Meeting and NWHF Kick Off Forum ($103); and Coordinator’s Pay ($2,773).

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

 

Committee Membership: Board members reviewed the committee membership lists. Members present who had not already done so, signed up for participation on a committee. Committees will meet on an “as needed” basis. Committee members will receive an email invitation to participate when a meeting is needed. Meeting business will be conducted via email communication when possible.

 

NWHF Implementation Grant:

-Systems/Data Analyst Personal Services Contract. At the Boards direction, interviews were held with two of the candidates and a selection was made. Pat Harrold was selected to be the contractor who will develop data collection tools to assess the current maternal child health system in CowlitzCounty, analyze the data and prepare a summary report of the findings. Since Pat is a Network Board member, the selection process was reviewed. In the past, the Network had an occasion where a Board member submitted a proposal for a contract. At the time, the Network went to the Family Policy Council to get advice on how to proceed. As a result of that advice, the Network developed a procedure on how to handle the situation should it occur again. The procedure was followed in this instance. The grant proposal included a statement briefly summarizing the work of the Systems/Data Analyst; the budget submitted with the grant proposal included the anticipated cost of the work. The detailed description of the work and request for candidate proposals, the proposal rating criteria and scoring matrix, and interview questions were developed by a Board member and the Coordinator. Pat was not involved in any of this. Rating of the candidate proposals was conducted by four Board members and the Coordinator. Interviews were conducted by two Board members and the Coordinator. Pat scored higher than the other candidate on both the proposal ratings and interview. A committee is in place to review and approve the contract deliverables. Pat is not a member of that committee. Board members were given an opportunity to respond to this process and agreed there was no conflict of interest in the selection of Pat Harrold for this work.    

 

-Kick Off Forum. A Kick Off Forum was held on Tuesday, February 25 for the NWHF Grant Core Team Members. A representative from each of the Partner organizations and Network Board members participated in the forum.

The objectives of the Forum were to:

     -Provide an overview of the scope of the grant and timelines

     -Review the Work Plan for 2014

     -Begin the conversation on barriers in the current system and opportunities to

resolve them

Forum participants expressed that the Forum was successful in outlining the grant approach and way ahead. Participants thought the various one-on-one discussions with the participating organizations were useful in identifying barriers. Recommendations resulting from the meeting were: Develop a Communications Plan, Consider including the ProgressCenter in future meetings, Involve another School District to get a broader insight from the schools.

 

-Survey Instruments/Outputs. Two DRAFT surveys, one for organizations and one for clients, were distributed to Board members prior to the meeting. While Board member input was not due yet, members were asked if there were any initial thoughts or suggestions on the surveys. Several Board members addressed the difficulty of reaching clients with language barriers or those who do not visit the organizations that will be surveyed. Suggestions were made on how to reach out to that population, possibly through the Ethnic Support Council, International Festival, or St Rose Church.

ACTION: Work with the NWHF Planning/Oversight Committee to determine how we can reach maternal child health clients with language barriers or clients that do not access the organizations in the survey. (Sharon)

 

-Committee Meeting to Review/Approve Survey Instruments. Due to schedule conflicts and need to get the surveys out, it was determined that this will be done electronically. Pat will incorporate the comments received on the DRAFT surveys or explain the reason for not incorporating the comments. Once that is done, a new DRAFT will be distributed to the NWHF Planning/Oversight Committee for their review, comments and/or approval.

ACTION: Provide comments/suggestions on the current DRAFT surveys by March 21. (All Board Members)

ACTION: Provide a record of the comments received and their disposition. (Pat)

ACTION: Email the revised DRAFT to the NWHF Planning/Oversight Committee for their review, comments and/or approval. (Sharon)

 

Network Website: The Network’s 3-year contract for website hosting expires in April 2014. Board members expressed interest in continuing the website and adding a facebook page. Members suggested that we meet with our current website contractor to help us determine how we should proceed.

ACTION: Initiate contact and participate in a meeting with our website contractor. (Pat)

ACTION: Schedule training to the Network on facebook. (Shannon)

 

Review/Feedback on Events:

-ACEs Presentations at Corrections. Kay and Sharon continue to provide ACEs training at Corrections. The next presentation is on 3/21/2014.

-Hope and Justice/Rob Anda Event, 2/26/2014. Kay and Pat attended this event and relayed that it was excellent.

 

Upcoming Events:

-ACEs Presentation, Bridges Program, March 25, 5PM.

-ACEs Presentation, Highlands, April 28, 5PM, at the Community Center. This is a public meeting and Board members are invited to attend.

-2014 CountyHealth Rankings, March 26, 2014.

 

 

ACTION SUMMARY:

ACTION: Participate in the discussion regarding the Department of Early Learning Grant and relay the Network’s interest in obtaining funding for ACEs training. (Sharon)

ACTION: Work with the NWHF Planning/Oversight Committee to determine how we can reach maternal child health clients with language barriers or clients that do not access the organizations in the survey. (Sharon)

ACTION: Provide comments/suggestions on the current DRAFT surveys by March 21. (All Board Members)

ACTION: Provide a record of the comments received and their disposition. (Pat)

ACTION: Email the revised DRAFT to the NWHF Planning/Oversight Committee for their review, comments and/or approval. (Sharon)

ACTION: Initiate contact and participate in a meeting with our website contractor. (Pat)

ACTION: Schedule training to the Network on facebook. (Shannon)

 

Next Meeting: April 16, 2014.

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