Board Minutes: October 15, 2014: 11:30-1:00PM

Cowlitz County Community Network
Board Meeting
October 15, 2014, 11:30 – 1:00 PM

Present: Kay Gunter, Pat Harrold, Tori Bernier, Julia Bishop, Lacey Cairns, Shannon Gourley, Rod McHattie, Michael O’Neill, Sybil Sides, Ray Van Tongeren, and Sharon Weinhold.

Excused: Tina Day, Jennifer Jackson, Julie McReary, Steve Watters, J Wylie,

Unexcused: none

Quorum: Yes

Welcome and Introductions: Kay welcomed the Board members and began the meeting on time.

September 17, 2014 Meeting Minutes: The minutes had been sent to the Board members for their review prior to the meeting. The status of actions listed in the minutes were reviewed. The only action not completed was the Executive Summary for the Grant. It is a work in progress and will be completed soon.
Motion to approve the September 17, 2014 Network Board Minutes as presented: Michael; second: Ray. 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 September, grant funds received: $68,962; expenditures: $35,869. While expenditures have increased over the last several months and will continue at this higher level, we will underrun the budget for 2014. The NWHF Grant Committee plans to review the detailed budget to actuals and recommend potential uses of the funds to the Board.

-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” scheduled for October 16. To date, the Network has billed $4,100 for work completed; has received payments of $3,100; and has expended $1,209.77. The remaining amount, $3,890.23, will be fully expended. The final bill of $1,000 will be submitted in October. In addition to the DVR funding for the event, the Network received a $1,000 contribution from the Cowlitz Tribe for printing, postage and mailing of event materials and for the costs of one keynote speaker. SL Start funded the costs of the second keynote speaker. Cowlitz County Health and Human Services has offered to cover the cost of the venue and plaques for the business awards. Life Works will provide the table clothes for the event; Another Option offered technical support and a photographer. DVR and all DVR vendors plan to provide raffle items and have been very helpful during the planning stages of the event.

-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 September, $2,245.42 was expended. The Network is on track to finish the work and fully expend the funds by yearend.

The Network received an invitation to submit a proposal for a new Life Skills Training Grant opportunity for 2015. The grant focus area of interest to the Network is Just In Time Life Skills Training and one on one services to individuals who have not yet or have recently entered the homeless services system. Our target area would be the Cowlitz County Corrections System. A Letter of Intent to Apply for the grant was due on October 14. A Letter was submitted, pending a decision by the Board as to whether the Network should submit a full proposal. Tori raised several questions on the definition of the homeless services system and whether Corrections fits into that system. The grant process has a window through October 17 to submit questions, and the Network has submitted those questions. Full proposals are due October 31.
Motion: If the response to the questions are positive, the Network should prepare and submit a full proposal to provide Just In Time Life Skills Training at Corrections: Julia; second: Ray. The vote was unanimous and the motion carried.

Relationship Building Training:
-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 – curriculum, pre and post evaluation forms, flyers – has been completed and the first training session will run for three consecutive days on October 21-23, 4-5pm at ESS. Kay, Julia and Sharon will provide the training for this session.
Board members were separately provided details of the invoice of $1,125 submitted by Jaecksch Consulting for Facilitation Services. At their October 7 meeting, the NWHF Grant Committee members approved the invoice and recommended it be submitted to the full Board for approval. The expenditures were for status reporting and meeting facilitation services, and preparation and follow up for the Prioritization workgroup that met on September 25.
Motion to approve the invoice of $1,125 for Jaecksch Consulting Services as presented: Shannon; second: Julia. The vote was unanimous and the motion carried.

The Itemized Voucher amounting to $4,560.12 was presented to the Network Board for review and approval. The $4,560.12 includes expenditures for Consulting Services ($1,125); Email Hosting ($10); Phone ($14), Kay Gunter, Travel expenditures ($82); LNI 3rd Quarter ($43); Mailing costs for Together We Can ($78); expenditures for the Prioritization workgroup and committee meetings ($114); and Coordinator’s Pay ($3,094).
Motion to approve the voucher as presented: Michael; second: Tori. The vote was unanimous and the motion carried.

Elimination of Payroll Services.
In anticipation of the Cowlitz County Auditor’s Office eliminating payroll processing services for the Network on December 15, the Network requested proposals from four payroll processors, two national providers and two local providers, for payroll processing services for the one part-time Network employee. The payroll processing services would include: processing of payroll; submission of quarterly tax reports; issuance of W2’s; and submission of quarterly reports to Labor and Industries. The Board members reviewed and discussed the quotes from the payroll processors that provided a written proposal for a monthly payroll and the costs and special features each provides.
Motion to contract with ADP Payroll Services for monthly payroll processing to begin on December 16; Ray; second: Pat. The vote was unanimous and the motion carried.
ACTION: Notify ADP that they were selected to begin payroll processing beginning December 16. (Sharon)
ACTION: Provide to ADP the information they need to begin payroll processing. (Sharon)

NWHF Implementation Grant:
-Prioritization Workgroup Meeting Results. The members reviewed the decisions of the prioritization workgroup. The priorities for the next three years are:
• Develop a community charter and supporting MOUs that formalize joint community organizational roles and responsibilities for implementing the following two strategies
• Build off of the existing Head Start and Linking Cowlitz County Community Resource Directories to provide more comprehensive information, create greater access to the information, and develop a sustainable ongoing community based model for maintaining and using the resource
• Empower organizations to increase individual and community resilience by providing training and information, increasing the use of community health workers, improving care coordination, and promoting the adoption of trauma informed care practices.

Each of the priorities was discussed in detail. The first priority to be addressed will be the Community Charter, which will consider organizations to be included, tools and processes to be formalized, how sustainability can be built into the process and the linkages to the two other priorities. The NWHF Grant Committee will meet on October 23 to begin work on the Charter.
ACTION: Define the goals and objectives of the Charter. (Michael)
ACTION: Bring sample charters to the Committee meeting. (All members)

-Communication Strategy.
• Development of an Executive Summary is in progress
• Presentation for Birth to 3rd Grade Conference is under development
• Other venues to communicate our efforts are being explored

Department of Vocational Rehabilitation (DVR) Update.
-Disability Employment Awareness Month.
• The first event, “Trials and Tribulations of Living with Asperger’s Syndrome” hosted by Lower Columbia College on October 9 was well attended and feedback was very positive.
• The second event, “Together We Can” is scheduled for October 16 at the Expo Center. We’ve received 200 RSVPs from a mix of high school students, teachers, counselors, parents, businesses and organizations. There is a large group of RSVPs from Kelso, Mark Morris and RA Long high school students. A special thank you to Jennifer, Shannon, and Rod for their help in getting the Kelso and Longview high school students and teachers out for this event.
• The third event, “Including Samuel” will be held on October 21 at the Kelso Theater Pub.

-“Together We Can” – Board Representation. Kay, Sybil, and Shannon confirmed their intent to help with registration at Together We Can. Shannon plans to bring her AmeriCorps worker.

Relationship Building Training at Emergency Support Shelter (ESS): Training is scheduled to start next week at ESS. To better measure outcomes, a decision was made to have the training for three consecutive days rather than 2 times per month, with a pre and post evaluation on the first and last day of the training respectively. It is anticipated that a three day training series will be held every couple months. There was some discussion about adding Love and Logic Training for parents to complement the training for the children. A decision is pending.

Review/Feedback on Events:
-Healthy Living Collaborative Summit on September 23 was excellent. Six Board members attended.
-Cowlitz on the Move Summit was on September 26. The Network was represented at the summit.
-Harvest Festivals at School Gardens. Julia volunteered at several and reported on the wonderful learning opportunity for youth.
-NWHF Healthy Beginnings, Healthy Communities Initiative. Michael reported that Cowlitz on the Move submitted a grant proposal. If successful, it would fund a part-time coordinator and facilitator/trainer. Gratitude was expressed to the 16 organizations, including the Network that committed to support the project.

Upcoming Events:
-Evaluation Workshop for 2013 KPCF Partners, November 4, 11am – 3pm. The Network was invited to participate in this workshop that will include discussion of grant evaluation criteria and outcomes. This support had been offered in the grant RFP, but KPCF delayed it as they wanted to internally review their approach to evaluation criteria and outcomes.
-Birth to 3rd Grade Conference, Multiple Joyful Opportunities for Learning, November 15 looks like a great conference. The Network will fund Board members who wish to attend and who will be willing to help staff our table. Pre-registration is required by October 31.
ACTION: Complete conference application form and get it to the Network office prior to October 31 if you want to help staff the Network table and have the Network fund your registration.

ACTION SUMMARY:
ACTION: Notify ADP that they were selected to begin payroll processing beginning December 16. (Sharon)
ACTION: Provide to ADP the information they need to begin payroll processing. (Sharon)
ACTION: Define the goals and objectives of the Charter. (Michael)
ACTION: Bring sample charters to the Committee meeting. (All members)
ACTION: Complete a conference application form and get it to the Network office prior to October 31 if you want to help staff the Network table and have the Network to fund your registration.

Next Meeting: November 19, 2014.

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