Board Minutes: January 21, 2015: 11:30 -1:00PM

Cowlitz County Community Network
Board Meeting
January 21, 2015 11:30 – 1:00 PM

Present: Kay Gunter, Pat Harrold, Tori Bernier, Julia Bishop, Lacey Cairns, Shannon Gourley, Rod McHattie, Julie McReary, Michael O’Neill, Sybil Sides, Ray Van Tongeren, J Wylie, guests Christina Fiant and Lauren Henricksen, and Sharon Weinhold.

Excused: Steve Watters

Unexcused: None

Quorum: Yes

Welcome and Introductions: Kay welcomed our guests and Board members and asked everyone to introduce themselves. She mentioned that Shannon Gourley will be arriving a little late to the meeting. Prior to the meeting, Board member Jennifer Jackson apologized for not being able to attend meetings regularly due to the Kelso school/district level cabinet meetings being held on Wednesdays at the same time. She offered to seek out a replacement for the Kelso School District that would not be a Director or a Principal as they are tied to the same cabinet meeting schedule.
ACTION: Request that Jennifer Jackson assist the Network in finding a replacement Board member for the Kelso School District. (Sharon)

Additions to the Agenda: None

December 17, 2014 Meeting Minutes: The minutes had been sent to Board members for their review prior to the meeting. The status of all actions listed in the meeting minutes were reviewed. All actions were completed.
Motion to approve the December 17, 2014 Network Board Minutes as presented: Sybil; second: Ray. The vote was unanimous and the motion carried.

Election of Officers: An invitation was extended for nominations for the positions of Board Chair and Vice Chair. Since there were no other nominations, Sybil nominated the current Board Chair, Kay Gunter, and current Vice Chair, Pat Harrold, to continue in their positions for 2015. Both accepted the nomination. Board members unanimously approved their continuing in their positions.
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 mid-January, grant funds received: $94,600; expenditures: $45,480.06.

-2014 Behavioral Health Tax Funding ($8,000 over two years). The Network partnered with the Emergency Support Shelter (ESS) and received funding for “relationship building” training for the moms and youth residing at ESS. Through mid-January, $945.44 has been expended and reimbursement has been received.

-Homeless Just-In-Time Life Skills Training. The Network was notified on January 5, 2015 that it had been approved to receive grant funding to provide just-in-time life skills training and one-on-one assistance at Corrections. The contract period will be from January 1, 2015 through December 31, 2015, and may be extended for an additional 12 months based on satisfactory performance and funding as may be approved by the Cowlitz County Board of Commissioners. The funding amount for the first 12-month period is $6,000. The award was made contingent upon approval of a contract between Cowlitz County and the Network. The County anticipates issuing a contract for the Networks review and approval on or before January 31.

The Itemized Voucher amounting to $3,833.66 was presented to the Network Board for review and approval. The $3,833.66 expenditures are for Printing ($51); Cowlitz County Purchasing for Phone ($16); Email Hosting ($10); WA State Auditor’s Office for 2014 Network Audit ($167); WA State Department of Labor and Industries for 4th Quarter 2014 ($36); Miscellaneous Expenditures ($54). In addition, $3,500 was deposited into the Network’s Bank Checking Account for future payroll. The first payroll is scheduled for February 10, 2015 for the period December 16, 2014 through January 31, 2015. The total Voucher, including the $3,500.00 is $3,833.66.
Motion to approve the voucher as presented: Ray; second: Pat. The vote was unanimous and the motion carried.

Discussion continued on Unemployment Insurance and the rationales for the Network continuing to be reimbursable for unemployment purposes (pay only if someone files for unemployment) or pay monthly into the system. Board members decided that it was important to put this discussion into a broader context to examine the Network’s overall business needs and include sustainability of the Network into the future. A Committee will convene and report back to the full Board in six months.
Motion to form a committee to examine the Network’s current business needs, including sustainability of the Network into the future: Michael; second: Sybil. The vote was unanimous and the motion carried.
ACTION: Take steps to form a committee comprised of Network Board members to examine the Network’s current business needs and ways to sustain the Network into the future. (Sharon)

NWHF Implementation Grant:
-Feedback, Interim NWHF Report. Feedback was received from the Network’s NWHF Community Engagement Officer in January on the interim report submitted in November 2014. Feedback was “The report looks great! Quite an accomplishment to have surveyed so many community members and come to consensus about the Network goals. The proposition to carry funds forward into years 2 and 3 of the grant makes sense.” The Network had extended an invitation to attend the January 2015 Network Board meeting. The response was “Thanks for the invite for the meeting. I won’t be able to join…but I am eager to be in the loop.” She thanked the Network for reaching out to get the report feedback and the work on the grant.

-DRAFT Charter. The revised DRAFT Charter developed by the NWHF Grant Committee was presented to the Board members for review and comment. The revised DRAFT Charter includes the suggestions received at the December 17 and from several of our partner agencies. The Charter will be presented at the NWHF meeting scheduled for January 22.

-January 22 NWHF Grant Partner Meeting. Grant partners and agencies have been invited to participate in a meeting on January 22 to review the Charter. Interest in the meeting and Charter has been good with representatives from all partner agencies and many other community agencies planning to attend. The meeting will be a celebration of the progress to date and an opportunity to ask questions about the Charter and structure outlined in the Charter. Participant agencies will be invited to sign the Charter and join a team. Board members were invited to participate in the meeting.

-Charter Teams. Network Board members agreed that one or two Board members should be represented on each of the teams. Several Board members expressed interest in the team they would like to join; others will decide at the meeting.

Communication. Communicating our work has been discussed previously. It was agreed that a Thank You for your Support letter to the editor that would include information about the progress on the grant would be appropriate at this time.
ACTION: Prepare a DRAFT Thank You letter for submission to the Daily News. (Sharon)

Board Meeting Attendance Policy.
-Attendance Record. Board member attendance records for 2014 were reviewed. The record showed that overall Board meeting attendance was good. One member attended every Board meeting; eight attended 65% or more Board meetings. In addition, many of the Board members participated on Network committees or provided training related to the grants. Overall, it was concluded that Board members are very active and supportive of Network activities.

-DRAFT Network Board Meeting Attendance Policy. A DRAFT Network Board Meeting Attendance Policy was presented to the Board members for review and approval. The Policy is intended to encourage full participation and contribution from all Board members, recognizing that many have other commitments (jobs) that do not allow them to attend every meeting. The proposed Attendance Policy states that “Network Board members shall attend 65% (8 Board meetings during a calendar year) of all regularly scheduled meetings, including committee meetings to which they are assigned, during the calendar year.” If a Board member misses more than one-third (4 Board meetings) during a twelve month period, the Network Coordinator will contact the member to determine the reason for the absences and share the reasons with the entire Board. The Board will decide what actions to take regarding the Board member’s further membership on the Board. A Board meeting quorum will continue to be greater than 50%.
Motion to approve the DRAFT Network Board Meeting Attendance Policy as presented: Shannon; second: Michael. The vote was unanimous and the motion carried.
ACTION: Finalize the Board Meeting Attendance Policy by gaining the signature of the Board Chair. (Sharon)

-Next Steps. All Network Board Members and applicants for Network Board membership will receive a copy of the final Network Board Meeting Attendance Policy.
ACTION: Provide current Board members and applicants for Board membership a copy of the final Network Board Meeting Attendance Policy. (Sharon)
Relationship Building Training at Emergency Support Shelter (ESS): Training is scheduled for moms and youth during the last week in January. The 2-day training for moms on Asset Building is scheduled for January 26-27; the 3-day training for youth is scheduled for January 28-30. Kay, Julia and Sharon will present the training.

Review/Feedback on Events:
-BRIDGES Appreciation Luncheon / Plan for 2015. The luncheon was well attended by a diverse group of agency and community representatives. The Network will update the Adverse Childhood Experiences presentation to include time for adults and youth to meet together.
-Community House. Community volunteers helped paint on MLK Birthday.

Upcoming Events:
-Relationship Building Training, January 26-30. .
-BRIDGES Presentation, January 26. Kay and Sharon will present.
-Project Homeless Connect, January 29, 10-3, Armory. There is a request for volunteers. Contact information was provided.
-Fiscal Audit Report for 2014. Report is due on May 30. Training by the WA State Auditor staff is scheduled for February 26 in Longview. Sharon will attend.
-Life Works is celebrating its 35th Anniversary. Information about the celebration activities will be available in a few weeks.
-Head Start 50th Year Anniversary. Information about the anniversary and celebration is being developed.

ACTION SUMMARY:
ACTION: Request that Jennifer Jackson assist the Network in finding a replacement Board member for the Kelso School District. (Sharon)
ACTION: Take steps to form a committee comprised of Network Board members to examine the Network’s current business needs and ways to sustain the Network into the future. (Sharon)
ACTION: Prepare a DRAFT Thank You letter for submission to the Daily News. (Sharon)
ACTION: Finalize the Board Meeting Attendance Policy by gaining the signature of the Board Chair. (Sharon)
ACTION: Provide current Board members and applicants for Board membership a copy of the final Network Board Meeting Attendance Policy. (Sharon)

Next Meeting: February 18, 2015.

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