Board Minutes: November 19, 2014: 11:30-1:00PM

Cowlitz County Community Network
Board Meeting
November 19, 2014, 11:30 – 1:00 PM

Present: Kay Gunter, Pat Harrold, Tori Bernier, Julie McReary, Michael O’Neill, Sybil Sides, Ray Van Tongeren, J Wylie and Sharon Weinhold.

Excused: Julia Bishop, Lacey Cairns, Steve Watters

Unexcused: Shannon Gourley, Jennifer Jackson, Rod McHattie,

Quorum: Yes

Welcome and Introductions: Kay welcomed the Board members and mentioned that Michael would be joining us a little late. Sharon said Tina Day has submitted her resignation to the Board. She cited demanding school and work requirements as reasons for resigning. She expressed appreciation to the Board for the work they do to help the community and suggested she may want to re-join the Network Board sometime in the future.

October 15, 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 meeting minutes were reviewed. All actions were completed including the Grant Executive Summary that was an outstanding action from the September meeting.
Motion to approve the October 15, 2014 Network Board Minutes as presented: Sybil; 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 November, grant funds received: $68,962; expenditures: $39,607.96. An analysis of the budget to actuals has been prepared and was discussed later in the meeting.

-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” which took place on October 16. The Network has billed DVR $5,100 for all work completed and has received payments of $5,100. In addition to the DVR funding for “Together We Can”, the Network received $1,000 from the Cowlitz Tribe for printing, postage and mailing of event materials and for the costs of a keynote speaker. The Network expects to receive $763.00 from Cowlitz County Health and Human Services to help pay the costs of the event venue. To date, $5,575.20 has been expended, with additional bills expected during November and December. SL Start funded the costs of a second keynote speaker. Cowlitz County Health and Human Services paid the cost of the plaques for the business awards. Life Works provided table cloths for the event; Another Option provided a photographer. DVR and all DVR vendors provided raffle items and participated in the planning and implementation 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 October, $2,469.34 was expended. The Network is on track to finish the work and fully expend the funds by yearend.

-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 – have been completed. Through October, $627.67 has been expended. Additional information was provided later in the meeting.

Potential Grant:
At the direction of the Network Board, the Network submitted 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 is the Cowlitz County Corrections System. The Network’s grant proposal was submitted on October 31. Grant awardees will be notified in December.

-Board members were provided details of an invoice of $275.00 submitted by Jaecksch Consulting for work completed in October and payment in November. At their November 6 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 a meeting with the Grant Committee on October 7.
Motion to approve the invoice of $275.00 for Jaecksch Consulting Services as presented: Pat; second: Ray. The vote was unanimous and the motion carried.

The Itemized Voucher amounting to $7,900.45 was presented to the Network Board for review and approval. The $7,900.45 includes expenditures for Cowlitz County Auditor Services ($67.75); Cowlitz County Purchasing for Phone and Printing; ($134.03); Cowlitz Regional Conference Center Venue for “Together We Can” ($3,805.63); Jaecksch Consulting Services ($275.00); Email Hosting ($10); registrations for participation at the Birth to 3rd Grade Conference and miscellaneous expenditures ($166.47); and Coordinator’s Pay ($3,441.57).
Motion to approve the voucher as presented: Sybil; second: Tori. The vote was unanimous and the motion carried.

NWHF Implementation Grant:
-Executive Summary. An Executive Summary was prepared that provides an overview of the grant, survey approach and results, workgroup deliberations and agreements, priorities to pursue during the next two years, and next steps. The Summary was made available to the Birth to 3rd Grade Conference participants and is available for other discussions on the grant.
-Network Mission. An information sheet was prepared that states the Network mission and summarizes projects the Network is currently working on or completed recently. This information was made available to the Birth to 3rd Grade Conference participants and is available for other marketing purposes.
-Birth to 3rd Grade Conference. Birth to 3rd Grade Conference participants from the Network (Pat, Kay and Sharon) gave their feedback on the conference and presentation on the NWHF grant. The conference was well attended with over 200 participants. The keynote speaker and workshop speakers provided information that was very relevant to the participants. The presentation on the grant provided new information for most of the participants and seemed to be well received.
ACTION: Email the final Birth to 3rd Grade Conference presentation to Board Members for information. (Sharon)
ACTION: Prepare a thank you note from the Board for Board Chair signature expressing appreciation for the opportunity to present the NWHF grant results and next steps at the Conference. (Sharon)

-Board members were provided details of an invoice of $1,700.00 submitted by Jaecksch Consulting for work completed in November and payment in December. The expenditures primarily were for development and delivery of the presentation at the birth to 3rd Grade Conference. This is the final invoice and completes the contract for facilitation/consultant services with Jaecksch Consulting.
Motion to approve the invoice of $1,700.00 to be paid in December for Jaecksch Consulting Services as presented: Michael; second: Sybil. The vote was unanimous and the motion carried.

-2nd Interim Report to NWHF due November 30. Board members reviewed a DRAFT Interim Report that includes the status of the project, a summary of activities completed since the 1st report submitted on May 31 and a financial analysis of budget to actuals. Attachments to the report will include: Survey Report, Executive Summary and Summary of Barriers and Opportunities Identified in the Workgroups, and the presentation at the Birth to 3rd Grade Conference. The discussion was excellent, and several suggestions were made to improve the Interim Report.
ACTION: Revise the Interim Report to reflect the suggestions made by the Board; email the final Interim Report to Board Members. (Sharon)

-Community Charter. One of the top three priorities that resulted from the workgroups was to develop a Community Charter and supporting MOUs that will formalize community roles and responsibilities for implementing the other two priorities: 1– Expand on existing Community Resource Directories, and 2-Increase Individual and Community Resilience. Board members reviewed a DRAFT Community Charter. There was excellent discussion on who should be the convener of the Charter, who will oversee and guide the work, who will have specific responsibility for completing the work, and how the work will be sustained. Also discussed was accountability, the strategy for showing the benefits of participating in the Charter and gaining buy in from the participating agencies. It was suggested that these topics be discussed further by the NWHF Grant Committee. All Network Board members will be invited to participate in this discussion.
ACTION: Determine when NWHF Grant Committee members are available to meet. When a meeting date is firm, invite all Board members to participate. (Sharon)

Department of Vocational Rehabilitation (DVR) Update.
-“Together We Can” was held on October 16 at the Cowlitz Regional Conference Center. The results were excellent:
• # Participants = 189; # of Students in Target Population = 62; # Business Participants = 30; # Parents, Teachers, Counselors and Agency Staff = 97.
• Feedback was overwhelmingly positive, with Business/Client Success Stories getting the highest rating. Ten businesses received awards for hiring and mentoring DVR clients.
-An event report was submitted DVR. DVR expressed their appreciation for an excellent event and stated they were very impressed with the results. They expressed hope that this event will continue in the future.
-Many thanks to Kay, Sybil and Shannon for their help at the event.

Relationship Building Training at Emergency Support Shelter (ESS): The first 3-day training session took place October 21-23, 4-5pm at ESS. Kay, Julia and Sharon provided the training for this session. There were four participants. The training was well received by the participants, their parent or caregiver, and ESS counselors. ESS recommended the training be expanded to 5 days to better measure outcomes. A 5-day training session was scheduled for the week of November 17-21, but there were not enough youth in the desired age group available to participate. Another session will be scheduled for January 2015. Additional curriculum were developed for the expanded training series.

Review/Feedback on Events:
-NWHF Evaluation Workshop, Portland, Nov 4. This was a wonderful opportunity to connect with NWHF staff and learn about developmental evaluation and evaluation design. A Communication Toolkit was unveiled, and more information about it should be available in the next few months. Board members discussed how the Network could use this toolkit to communicate the results of the NWHF grant. Various approaches were addressed, and further discussion was recommended.
ACTION: Add Communication Strategy to the agenda for the next NWHF Grant Committee meeting. (Sharon)
-Highlands Neighborhood Association Remodel Reopen Event, Nov 4. The Community Center has been remodeled and reopened. This was an opportunity to see the result. HNA has been a Network partner in several events and initiatives.
-Network Meeting, SeaTac, Nov 13. The prediction was for snow or freezing rain on November 13, so we did not attend. We are waiting for meeting minutes to share with the Board.
-Meeting with Mental Health Court Coordinator. NWHF Healthy Beginnings, Healthy Communities Initiative. We met with Lisa Farvour and discussed training the Network provides that might be helpful for Mental Health Court participants. She is interested in scheduling training for her clients.

Upcoming Events:
-J mentioned that if the Network was interested in translating any information, he has access to a Spanish interpreter who would be willing to help.
-J also mentioned that he is fully trained in using the Homeless Management Information System (HMIS) and is willing to help the Network input information.

ACTION SUMMARY:
ACTION: Email the final Birth to 3rd Grade Conference presentation to Board Members for information. (Sharon)
ACTION: Prepare a thank you note from the Board for Board Chair signature expressing appreciation for the opportunity to present the NWHF grant results and next steps at the Conference. (Sharon)
ACTION: Revise the Interim Report to reflect the suggestions made by the Board, and email the final Interim Report to Board Members. (Sharon)
ACTION: Determine when NWHF Grant Committee members are available to meet. When a meeting date is firm, invite all Board members to participate. (Sharon)
ACTION: Add Communication Strategy to the agenda for the next NWHF Grant Committee meeting. (Sharon)
Next Meeting: December 17, 2014.

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