Board Minutes: June 18, 2014: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

June 18, 2014, 11:30 – 1:00 PM


Present: Kay Gunter, Pat Harrold, Julia Bishop, Randy Heath, Michael O’Neill, Sybil Sides, Ray Van Tongeren, Lacey Cairns and J Wylie, Guests, and Sharon Weinhold.


Excused: Tori Bernier, Tina Day, Shannon Gourley, Jennifer Jackson, Rod McHattie, Julie McReary, Steve Watters


Unexcused: none


Quorum: Yes


Welcome and Introductions: Kay welcomed the Board members, recognized the guests and thanked all for their attendance. She asked that everyone introduce themselves to the new visitor.


Additions to the Agenda:  Lacey Cairns submitted her application to become a member of the board. Randy Heath announced his departure from the area.


Board Membership: Lacey Cairns submitted her application for membership to the Board. Lacey has attended a number of Network Board meetings in the recent past as a guest. After seeing the Board in action, she stated she felt she had a place within the group and could offer some perspective from The Arc and working with individuals with developmental disabilities. She is aware that the Network Board is a “working” board and has joined a committee to participate in as a Board member.

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


Departure of Board Member: Randy Heath announced that he will be moving to Kent at the end of the month to become the Executive Director of Student and Family Support Services in the Kent School District. The Board members expressed their sincere gratitude to Randy for his more than two years of service on the Board. The Board members will miss Randy’s participation and counsel. This is a great opportunity for Randy. We wish him the best in his new endeavors.


May 21, 2014 Meeting Minutes: The Board members had reviewed the minutes prior to the meeting. The Coordinator summarized the status and results of the actions identified in the minutes. The two actions had been completed.

Motion to approve the May 21, 2014 Network Board Minutes as presented: Sybil; second: Pat. 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 implementation of a “Coordinated Prevention System for Healthy Starts” began on January 1, 2014 and will continue through December 31, 2016. Through May, grant funds received: $34,482; expenditures: $19,776.02.  The first report on the grant was submitted to Kaiser Permanente in late May.

ACTION: Email a copy of the first grant report to the Board Members. (Sharon)


-Department of Vocational Rehabilitation (DVR) Funds. Funding is provided on a contract basis for activities to assist DVR clients increase their knowledge about disability employment, strengthen their job search skills, and link to employers. Through May, grant funds received: $1,100; expenditures: $583.29. The Network received a contract for $4,000 for a resource event “Together We Can” to be conducted in October 2014. Two pay points on the contract have been completed and a billing amounting to $2,000 was submitted to DVR in early June.


-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 May, $1,446.64 has been expended. Of that amount, $750 paid for the annual Liability Insurance, which is required by the grant.


Grant Opportunities in Process:

-2014 Behavioral Health Tax Funding ($1,000,000 over two years). This funding is being directed to Child and Youth Services Focused on Prevention. As part of a larger proposal by the Cowlitz County Guidance Association’s Proposal, “Healing, Intervention, and Prevention Program,” the Network and Emergency Support Shelter (ESS) requested funding ($3,600/year for two years) to provide “relationship building” training, e.g., trust, opportunity, communication, listening, etc., for children and mothers residing at ESS. We were recently notified that the proposal by the Cowlitz County Guidance Association received partial funding. The amount and purposes of the approved funding will be determined in the next few weeks.


-The Network joined the ARC/Life Works in submitting a proposal in response to the NWHF Request for Proposals titled: Learning Together, Connecting Communities. The goal of the grant is to strengthen the capacity of communities of people with disabilities to self-organize, and to build relationships with organizations and communities for a broader conversation about disabilities, race/ethnicity and geography. NWHF plans to provide 6-8, 12-month grants, beginning August 2014 and ending July 2015, amounting to 15,000. Award announcements are scheduled for mid-July 2014.


-The NWHF announced another grant opportunity, NWHF’s Healthy Beginnings and Healthy Communities Initiative, to help communities improve health from birth to high school, by 2020. The opportunity is for 10-month organizing grants for up to 30 communities (Fall 2014) and then 5-year funding partnerships with up to 10 communities (Fall of 2015 – 2020). The Network and representatives from many agencies and groups in Cowlitz County attended a meeting to discuss the grant opportunity further. It looks like a great opportunity for Cowlitz County. The Request for Proposals will be out later this summer.


The Itemized Voucher amounting to $3,896.55 was presented to the Network Board for review and approval. The $3,896.55 includes expenditures for Auditor Services, 1st and 2nd Quarters-2014 ($135); Email Hosting ($10); Website Hosting Transition/Setup and Annual Fees ($316); Supplies ($167); and Coordinator’s Pay ($3,268).

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


NWHF Implementation Grant:

-Report on Survey Analysis. Pat provided a detailed overview of the results of the Maternal Child Health Community (MCH) surveys of agencies and MCH clients in Cowlitz County. The report included charts showing the connections and relationships between agencies offering MCH services in Cowlitz County. It also included a listing of barriers, gaps and opportunities from the perspectives of both agencies and clients. Twenty-one agencies and 119 clients completed surveys. The report will be used to form workgroups to discuss these results further and identify improvements to the MCH system. Ray suggested that an Executive Summary be prepared of the report results that can be shared with others in the community. The Board members expressed their appreciation to Pat for the excellent analysis and report.

ACTION: Prepare an Executive Summary of the Survey Analysis Report. (Sharon)

Motion to approve the report as the final deliverable on the Systems/Data Analyst Contract and authorize payment: Randy; second: Ray. The vote was unanimous and the motion carried.


-Facilitator/Design Coordinator Recruitment. The Network NWHF committee received three proposals for Facilitator/Design Coordinator, evaluated the proposals, and will conduct interviews. The goal is to award a contract by mid-July.


-Birth to 3rd Grade Conference. The Network has requested an opportunity to present information on our work on the “Coordinated Prevention System for Healthy Starts” and the initial plan for improving the Child Maternal Health System at the Birth to 3rd Grade Conference on Saturday, November 15. The Network would like to provide information about the project in the conference packet, give a short presentation to the attendees, host a table with information about the project, and invite a NWHF representative to participate with us. We will be discussing this idea at the Birth to 3rd Grade Forum on June 20.


-Grant Partner Meeting. The Network will host a meeting with the grant partners  and representatives who responded to the agency survey on July 9. The purpose of the meeting will be to: 1- Review the survey results together; 2- Determine work group topics and work group composition; and 3- Review the plan for the remainder of the grant period.


DVR Update:

-The Network has hosted several planning meetings for Together We Can to discuss the location of the event and event activities. Several potential locations have been visited for appropriateness and affordability. The next meeting is on July 8, 2pm.


-The Network submitted two work plans along with a request for additional DVR funding. One plan is for an evening education series with information on how to prepare for and get a job. The target audience for this series will be DVR clients, their parents, and others who work with these clients. The other plan is for a mentorship program to encourage inclusion and provide opportunities for DVR clients to learn soft skills that are important to gain employment. Local employers will be invited to participate in these activities. DVR will be reviewing the plans in August for potential funding beginning in September.




Fiscal Agent Work:

Sharon reported she had an opportunity to work with the CWCOG in May in preparing the Network’s 2013 financial reports that are required by the State Auditor. It was an excellent learning experience and led to a review of the Network’s process for accounting and reporting for 2014. Pat suggested the Network consider using QuickBooks as an accounting and reporting tool.

ACTION: Review QuickBooks and determine if it is an appropriate and useful tool for the Network. (Sharon)


-Sharon reported that she is spending 130-135 hours per month on Network business. The increase is due to the approval of DVR work plans, an increase in life skill trainings and additional bookkeeping. The Network Board had previously approved this work, but had not increased the number of hours to do the work.

Motion to increase the maximum number of hours from 112 per month to 140 per month: Ray; second: Pat. The vote was unanimous and the motion carried.


Review/Feedback on Events:

-Live Skills Training Presentations. The Network (Kay and Sharon) currently provides 4-5 life skills (ACEs) trainings each month. The Network has several training presentations that it uses at the various training locations depending on the audience. Kay asked if other Board members would be interested in participating in the training; several Board members indicated they would.

ACTION: Check to see when the next training session is at Corrections. (Sharon)

-ACEs Presentation at Bridges. The Network presented life skills training as part of the Bridges Program on June 16. The Juvenile Detention Center has invited the Network to participate again in August.


Upcoming Events:

-Coordination of Services Conference. Network Board members were invited to attend the 1st Annual Coordination of Services Conference, to be held on June 19 in Seattle. This free Conference includes a presentation on Evidence Based Programming, a Facilitation Skills Workshop, and Developmental Assets Training. Julia will attend for the Network.

-ACEs Presentation at Work Source, July 24. The Network has been invited to give a two-hour ACEs presentation at Work Source. Kay and Pat have volunteered to give the presentation.

ACTION: Set up a meeting to prepare and practice the presentation. (Kay, Julia and Sharon)

-Lacey announced that Bike Camp is next week for 8 year olds and up at Coweeman Middle School. They are still looking for volunteers and donors.

-Sharon said the Network System has set up a website to replace the Family Policy Council website that has been removed. It is a work-in-progress but already has some great information. The website is at:

ACTION: Email the new Network website link to the Board Members. (Sharon)


ACTION: Email a copy of the first grant report to the Board Members. (Sharon)

ACTION: Prepare an Executive Summary of the Survey Analysis Report. (Sharon)

ACTION: Review QuickBooks and determine if it is an appropriate and useful tool for the Network. (Sharon)

ACTION: Check to see when the next training session is at Corrections. (Sharon)

ACTION: Set up a meeting to prepare and practice the presentation. (Kay, Julia and Sharon)

ACTION: Email the new Network website link to the Board Members. (Sharon)


Next Meeting: July 16, 2014.

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