Board Minutes: September 17, 2014: 11:30-1:00PM

Cowlitz County Community Network
Board Meeting
September 17, 2014, 11:30 – 1:00 PM

Present: Kay Gunter, Tori Bernier, Lacey Cairns, Tina Day, Shannon Gourley, Rod McHattie, Julie McReary, Ray Van Tongeren, J Wylie, and Sharon Weinhold.

Excused: Pat Harrold, Julia Bishop, Jennifer Jackson, Michael O’Neill, Sybil Sides, Steve Watters.

Unexcused: none

Quorum: Yes

Welcome and Introductions: Kay welcomed the Board members and thanked them for their attendance and participation.

August 20, 2014 Meeting Minutes: The minutes had been sent to the Board members for their review prior to the meeting. The status of actions identified in the minutes were reviewed. All actions were completed.
Motion to approve the August 20, 2014 Network Board Minutes as presented: Ray; second: Tori. 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 August, grant funds received: $68,962; expenditures: $31,812.58. Larger expenditures were incurred this month and will continue to be incurred in the next several months as workgroups meet and the facilitator submits billings.

-Department of Vocational Rehabilitation (DVR) Funds. Funding is provided on a contract basis for activities to help DVR clients increase their knowledge about disability employment, strengthen their job search skills, and link to employers. The Network has two contracts with DVR. The first, for $1,100 is complete. The second, for $4,000 is for an event called “Together We Can” that is scheduled for October 16. Through August, the Network has billed $4,100 for work completed; has received payments of $3,100; and has expended $882.57. The final billing and most expenditures will occur in October.

-Life Skills Training Grant ($2,958). This funding extends a 2013 grant through December 2014 to provide life skills training for people who are homeless or at-risk of being homeless. Through July, $1,969.12 has been expended. The Network is on track to finish the work and fully expend the funds by the end of the year. Additionally, the Network was advised recently that a new Life Skills Training Grant opportunity may be available in the next month or so for 2015.

Grant Opportunities in Process:
-2014 Behavioral Health Tax Funding ($8,000,000 over two years). The Network partnered with the Emergency Support Shelter (ESS) and received funding for “relationship building” training for the youth residing at the ESS. The grant paperwork still has not been completed by the grantor, so work on the grant may not begin until October or November 2014.

Board members were separately provided the details of the invoice of $2,100 for Facilitation Services by Jaecksch Consulting. At their September 9 meeting, the NWHF Grant Committee members approved the invoice and recommended that it be submitted to the full Board for approval. The expenditures were for status reporting and meeting facilitation services, preparation and follow up for the workgroups that met in August.
Motion to approve the invoice of $2,100 for Jaecksch Consulting Services as presented: Shannon; second: Lacey. The vote was unanimous and the motion carried.

The Itemized Voucher amounting to $5,499.36 was presented to the Network Board for review and approval. The $5,499.36 includes expenditures for Consulting Services ($2,100); Email Hosting ($10); expenditures for the 3 workgroup and committee meetings in August ($121); and Coordinator’s Pay ($3,268).
Motion to approve the voucher as presented: Rod; second: Ray. The vote was unanimous and the motion carried.

Elimination of Payroll Services.
-The Cowlitz County Auditor’s Office has been providing payroll services for the Network since the Network’s inception. The IRS now requires the Auditor’s office to apply for status as “tax agent” in order to continue providing payroll services to non-County entities. The status would subject the County to all provisions of law (including penalties) in respect to providing these services. To avoid the liability and potential penalties, the County has decided to eliminate payroll services to non-County entities. The services to be eliminated include: processing of payroll and benefits; submission of quarterly tax reports; issuance of W2’s; submission of reports to the Department of Retirement Services; and submission of quarterly reports to Labor and Industries. The final payroll to be processed for non-County entities will be for the payroll period, December 1-15, to be paid on December 24, 2014. Non-County entities will be responsible for processing payroll beginning December 16, 2014. Non-County entities must use their own Employer Identification Number from the IRS when processing payroll. (The Network has its own Employer Identification Number). The Auditor’s Office will host a forum on September 22, 9-11am to provide more detailed information and answer questions.
-The Auditor’s Office will continue to handle accounts payable for non-County entities as required by statute. However, the County will discontinue the calculation and submission of sales and use tax to the Washington State Department of Revenue. This tax is reportable and due if it is not paid directly to a business/vendor at the time of sale.
-Board members briefly discussed whether the payroll function should be done in-house or if the Network should contract with a payroll processing agency for the service. It was decided that more information should be gathered at the Auditor’s forum and this topic should be addressed further at the next Board meeting.
ACTION: Attend the Auditor’s forum on September 22 to gain additional information on the change in payroll processing. (Sharon)
ACTION: Include payroll forum on the October Network Board Meeting Agenda. (Sharon)

NWHF Implementation Grant:
-Workgroup Meetings Results. Three workgroups titled – Trauma Informed Systems, Outreach and Engagement, and Information Flow and Confidentiality – met on August 13, 19, and 21 respectively. The sessions were well attended by our partners and a broad set of community agencies. Each group was asked to identify barriers and opportunities related to their group topics. A quick prioritization process was held after each input question to gain a sense of what the group thought was the most important. All workgroup sessions had good participation and high energy. The participants genuinely seemed to want to help improve the Maternal Child Health (MCH) System in Cowlitz County. In addition to the workgroup meetings, input was solicited from sectors that were unavailable to participate in the workgroup sessions. Input was obtained from Dr. Michael Bartlett, Peace Health; and Eric Yakovich, Mental Health provider. Their input will be considered in the prioritization meeting.

-Workgroup Common Themes. Michael O’Neill prepared a Summary of the Barriers and Opportunities identified by the workgroups for improving the MCH System. The summary showed the areas of consensus among the workgroup participants (more than 50% prioritized the item) and the areas of commonality across the workgroups (ideas that were addressed in more than one group).
ACTION: Email the Summary document to the Board Members. (Sharon)

-Prioritization Meeting, September 25. The next step in the process is to prioritize and identify the top 2-4 ideas that resulted from the workgroup meetings. The Summary document addressed above will be a basis for the process. A prioritization group has been created, comprised of 10-12 people who represent diverse sectors where the project is likely to impact (medical, behavioral health, social services, developmental disabilities, schools, public health, home visiting) and have decision making authority for their program or organization. Criteria have been established to help with the prioritization process and identification of the key ideas. The workgroup also will identify specific strategies to implement the key ideas. The outcome of the prioritization meeting will be the identification of the top 2-4 ideas and specific implementation strategies for inclusion in an initial plan to be implemented during the next 2 years.

-Birth to 3rd Grade Conference. The initial plan will be presented at the Birth to 3rd Grade Conference on November 15. The Board members agreed the Network should have a table at the Conference where information about the project can be provided. Kay, Shannon, Tina, and Lacey expressed interest in helping at the table.
ACTION: Prepare a sign-up sheet for the next Board meeting for those who would like to help staff the table. (Sharon)
ACTION: Prepare an Executive Summary to share at the table. (Sharon)

Department of Vocational Rehabilitation (DVR) Update.
-Disability Employment Awareness Month. Planning for Disability Employment Awareness Month, October 2014, continues. Flyers have been prepared and distributed widely. Three major events are being planned for the month, all of which are free and open to the public. On October 9th, Lower Columbia College will be hosting Liane Holliday Willey, an author who has Asperger’s Syndrome. There will be a teacher workshop at 3-4pm, and a presentation on the “Trials and Tribulations of Living with Asperger’s Syndrome” from 6-7:30pm in the Rose Center Auditorium. On October 16, the Network will host “Together We Can.” On Tuesday, October 21, the ARC/Lifeworks will show the movie, “Including Samuel” at the Kelso Theatre Pub. Board members were encouraged to attend the events.

-“Together We Can” will be held at the Expo Center on October 16 from 9:00 – 2:30pm. The theme is “Ready, Set, Go to Work”. The target audience is current and potential DVR clients and their parents, special education teachers and counselors, and representatives from organizations that serve DVR clients. Vendors (businesses and agencies that work with people with disabilities) will be invited to have information tables at the event and participate in the conversations. Continuing Education Units (CEU’s) will be offered to educators.

There was discussion on whether the Network should host a table at “Together We Can.” After discussion, the Board members agreed that the Network will help at the registration table and monitor the door prizes, but not have a table. Kay said she would help at the registration table; Shannon said the Kelso Stop Coalition AmeriCorps worker could help with registration. Sybil and Julia had previously offered their assistance.

DVR client participation at “Together We Can” is very important. Rod said he had emailed the information to the appropriate staff in the Longview School District and encouraged them to participate with their students. Shannon said she would take the flyer to Jennifer Jackson, Network Board member from the Kelso School District, and ask her to remind and encourage the appropriate Kelso School District faculty and students to participate.

Relationship Training at Emergency Support Shelter (ESS): The Network developed four (4) curriculum for the relationship building training. After review by several Board members, the curriculum was submitted to and approved by ESS. Network Board members interested in participating in the training have been provided background check forms to complete and submit to ESS. The next step will be to provide marketing materials for the trainings, which will begin as soon as the grantor has finalized the grant paperwork.
ACTION: Complete background check forms and submit to ESS. (Julia, Julie, Lacey, Jennifer, Kay and Sharon)
ACTION: Prepare marketing materials for the trainings. (Sharon)

Healthy Beginnings Healthy Communities Initiative. Cowlitz on the Move will be the lead for the Healthy Beginnings Healthy Communities Initiative Grant. An Intent to Apply is due NLT October 3, 2014; the application is due on October 10, 2014. The Network will prepare a letter of support and offer other assistance.
ACTION: Prepare a letter of support for the grant. (Sharon)

Review/Feedback on Events:
-ACEs Presentation at BRIDGES. Kay and Julia gave the ACEs presentation and it went very well.
-Workforce Connections. Kay and Sharon attended. It was an opportunity to learn more about the resources available in the community to get people ready to work.
-J mentioned that Community House is attempting to contract through SWBH to obtain use of their mental health license, and in the process the Community House case managers will apply/become Agency Affiliated Counselors registered through the WA Department of Health. This would allow Community House to provide mental health services along with other services currently provided, e.g., case management services.
-Tina said her business, Cowlitz Family Advocacy, is now open and is located on Hudson Street. She said they had contracted for “Love and Logic” to be presented to a wide variety of people who could benefit from the training.
-Rod remarked that Southwest Washington School Districts, including Longview, had an increasing number of students who require mental health services.

Upcoming Events:
-Healthy Living Collaborative Summit, September 23, 8-4:30, Vancouver Hilton. Kay, Julia, Ray and Sharon plan to attend.
-Kaiser Permanente School Based Clinic Capacity Building Grant. Sharon has been invited to serve on a committee to help determine whether Cowlitz County should pursue School Based Health Clinics. The first meeting is on September 24.

ACTION: Attend the payroll forum on September 22 to gain additional information. (Sharon)
ACTION: Include payroll forum on the October Network Board Meeting Agenda. (Sharon)
ACTION: Email the Summary document to the Board Members. (Sharon)
ACTION: Prepare a sign-up sheet for the next Board meeting for those who would like to help staff the table. (Sharon)
ACTION: Prepare an Executive Summary to share at the table. (Sharon)
ACTION: Complete background check forms and submit to ESS. (Julia, Julie, Lacey, Jennifer, Kay and Sharon)
ACTION: Prepare marketing materials for the trainings. (Sharon)
ACTION: Prepare a letter of support for the grant. (Sharon)

Next Meeting: October 15, 2014.

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