Board Minutes: February 18, 2015: 11:30-1:00pm

Cowlitz County Community Network
Board Meeting
February 18, 2015 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, Steve Watters, J Wylie, guest Christina Fiant, and Sharon Weinhold.

Excused: None

Unexcused: None

Quorum: Yes

Welcome and Introductions: Kay welcomed the Board members and guest and thanked everyone for their attendance. All Board members were present for the meeting. Prior to the meeting, Board member Julia McReary submitted her resignation from the Board. She offered to seek a replacement from Head Start.
ACTION: Request that Julie McReary assist the Network in finding a replacement Board member for Head Start. (Sharon)

Additions to the Agenda: None

January 21, 2015 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 action items but one were completed. A committee has not yet been formed to examine the Network’s current business needs and ways to sustain the Network into the future. That action item was discussed further, expanded upon and modified during this meeting.
Motion to approve the January 21, 2015 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 mid-February, grant funds received: $94,600; expenditures: $49,499.

-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-February, $1,702.28 has been expended; $945.44 has been reimbursed.

-Homeless Just-In-Time Life Skills Training. The Network was notified on February 11, 2015 that the contract between Cowlitz County and the Network to provide Just-In-Time Life Skills Training at Corrections had been signed by all parties. 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 approval of funding by the Cowlitz County Board of Commissioners. The funding amount for the first 12-month period is $6,000.

Board Members were asked if they would like to see additional financial information to show a more complete picture of the financial position of the Network. It was suggested that a chart showing funding levels and cash flow over an expanded period, e.g., five years would be useful to see every quarter.
ACTION: Prepare a chart for presentation at the next Board meeting that shows the Network’s funding levels and cash flow over a five year period. (Sharon)

The first payroll with the Network’s new payroll processor was completed in February. The payroll for the period December 16, 2014 through January 31, 2015 was $4,629.02, which includes the cost of the payroll and all employer taxes. Implementation charges for the payroll were $25; processing charges of $69.99 for the first payroll were waived.

The Itemized Voucher amounting to $3,828.33 was presented to the Network Board for review and approval. The $3,828.33 expenditures are for Cowlitz County Purchasing for Phone ($15); Email Hosting ($10); and Miscellaneous Expenditures ($303). The $303 included meeting costs for the Network Board meeting on January 21 and the Partner meeting on January 22, and the purchase of gift cards amounting to $200 to be used as incentives for the trainers for the relationship building grant. In addition, $3,500 was deposited into the Network’s Bank Checking Account for future payroll. The total Voucher, including the $3,500.00 is $3,828.33.
Motion to approve the voucher as presented: Michael; second: Pat. The vote was unanimous and the motion carried.
NWHF Implementation Grant:
-January 22 Meeting. The meeting on January 22 to celebrate progress on the grant and to review and gain agreement on the Community Charter – Coordinated Prevention System for Healthy Starts, was well attended with 20 representatives from community clinics, agencies and organizations participating. The Community Charter was read and an opportunity was given to ask questions about the Charter structure and roles and responsibilities listed therein. The Charter calls for the establishment of four Teams: Coordination of Care Team, Resiliency Team, Resource Coordination Team, and Sustainability Team, and a Leadership Group. After the question and answer period, attendees joined teams and began discussions about the goals and objectives of their team.

-Final Charter. Nineteen maternal and child serving agencies and organizations have signed the Community Charter to date. Others may join at a later time.

-Report Out from the Teams:
• Coordination of Care Team. Tori and Pat are the co-leaders of this team. The first team meeting will be on Tuesday, February 24, 11am, at the Cowlitz County Health and Human Services Conference Room.
• Resiliency Team. Lisa Cruz, Cowlitz Family Health Center, is team leader. Ray reported that the team has met twice and their next meeting is on Friday, February 27 in CWCOG Conference Room. He outlined the work of the team, which has been summarized in meeting notes. Board members asked that the meeting notes be shared. The Team asked for more detail on the answers to the ACEs questions contained in the Survey.
ACTION: Share Resiliency Team notes with the Board Members. (Sharon)
ACTION: Provide further detail on the answers to the ACEs questions prior to the next Resiliency Team Meeting on February 27. (Pat)
• Resource Coordination Team. Rod and Shannon are the co-leaders of this team. The team has not met yet, but plans to meet soon.
ACTION: Work with Rod and Shannon to set up a Resource Coordination Team meeting. (Sharon)
• Sustainability Team. Steve is the team leader. The team met on February 12. The team discussed various sustainability options, including grants, but determined that a Strategic Plan would be helpful when applying for grants. It was suggested that Board Member and team input would be useful in defining the future direction to achieve sustainability. There was discussion on becoming or linking to a 501c3 organization to expand on grant opportunities. Michael pointed out that a committee is going to be established to look at the current business needs and ways to sustain the Network into the future. Tori suggested that Strategic Planning be added to the work of this committee.
ACTION: Find a 3-hour block of time for interested Board members to meet and discuss a Strategic Plan, business needs and Network sustainability. (Sharon)
ACTION: Provide sample Strategic Plan formats from other Networks and other sources. (All)
• Leadership Group. It is envisioned that the leadership group will meet in March to review the results of the team deliberations and to consider any requests for resources.

-Thanks to You. Board members reviewed a DRAFT Thanks to You for submission to The Daily News to publicly recognize and thank the Kaiser Permanente Community Fund at Northwest Health Foundation for the grant funding and the organizations and agencies that have signed the Charter and participated in the project so far.
Motion to approve the DRAFT Thanks to You for submission to The Daily News as presented: Julia; second: Tori. The vote was unanimous and the motion carried.
ACTION: Submit the Thanks to You to The Daily News for publication. (Sharon)

-Grant Update to Kaiser Permanente Community Fund Advisory Committee. The Network and several other grantees have been invited to give a 10-minute presentation about their grants to the KPCF Advisory Committee on February 25. Michael will present on behalf of the Network.

Relationship Building at ESS: The Network has presented two trainings for youth and two trainings for moms. A third training for youth will take place on February 18-20. Six additional trainings for youth and moms are scheduled through June 2015, when the first year of the grant ends. Feedback on the trainings from the participants and Shelter personnel continues to be good.

Life Skills Training at Corrections: The first training on Financial Responsibility / Money Smart has been scheduled to be held at Corrections on four consecutive Fridays beginning February 27. Links have been established within Corrections and the Coordinated Entry and Assessment System to facilitate connections and resources for women inmates leaving Corrections. J has agreed to enter the appropriate data into the Homeless Management Information System (HMIS) to document the work and help the inmates find housing immediately upon release.
Independent Contractor versus Employee: Board members reviewed the IRS guidelines for Independent Contractor vs Employee. According to the guidelines, the degree of control and independence – Behavioral Control, Financial Control, and Relationship of the Parties, should be examined in determining the classification. This topic will be further addressed when the committee meets to discuss the Strategic Plan, business needs and sustainability of the Network.

501c3 Organization: There was discussion on the advantages of linking to a 501c3 organization or becoming one. This topic will be further addressed when the committee meets to discuss the Strategic Plan, business needs and sustainability of the Network.

Review/Feedback on Events:
-Homeless Connect. Homeless Connect, which provides resources and includes an annual count of homeless people in Cowlitz County, was held on January 29, 10-3, at the Armory.
-BRIDGES Program. Kay and Sharon gave an ACEs presentation to BRIDGES program participants on January 26. Feedback was very good.
-A search is ongoing for a fiscal agent for the Drug Free Communities Grant for the Kelso STOP Coalition. Grant applications are due March 18.

Upcoming Events:
-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.
-Head Start’s 50th Year Anniversary. The Anniversary Celebration will be held on April 21, 5:30 – 8:00pm at the Cowlitz Expo Center. Dinner, music and a special program is planned. The community is invited to participate in the celebration.
-The unveiling of the Community Report Card is scheduled for May 19.
ACTION SUMMARY:
ACTION: Request that Julie McReary assist the Network in finding a replacement Board member for Head Start. (Sharon)
ACTION: Prepare a chart for presentation at the next Board meeting that shows the Network’s funding levels and cash flow over a five year period. (Sharon)
ACTION: Share Resiliency Team notes with the Board Members. (Sharon)
ACTION: Provide further detail on the answers to the ACEs questions prior to the next Resiliency Team Meeting on February 27. (Pat)
ACTION: Work with Rod and Shannon to set up a Resource Coordination Team meeting. (Sharon)
ACTION: Find a 3-hour block of time for interested Board members to meet and discuss a Strategic Plan, business needs and Network sustainability. (Sharon)
ACTION: Provide sample Strategic Plan formats from other Networks and other sources. (All)
ACTION: Submit the Thanks to You to The Daily News for publication. (Sharon)

Next Meeting: March 18, 2015.

Leave a Reply