Board Minutes: June 17, 2015: 11:30-12:54PM

Cowlitz County Community Network
Board Meeting
June 17, 2015 11:30 – 12:54 PM

Present: Kay Gunter, Shannon Gourley, Rod McHattie, Michael O’Neill, Sybil Sides, Ray Van Tongeren, Steve Watters, and Sharon Weinhold. Tim Krueger, a previous Board member, also was present.

Excused: Julia Bishop, Lacey Cairns, Pat Harrold

Unexcused: none

Quorum: Yes

Welcome and Introductions: Kay welcomed the attendees and thanked Tim Krueger for joining the meeting. Tim had been an active Board member from September 2012 – January 2013, but resigned due to a change in work schedule and work location. He said his work situation has changed and he is interested and available to rejoin the Network Board. Kay announced that Julie Nye, from Columbia Wellness, has submitted a Board Membership Application and plans to be present at the July Board meeting. Board Member J Wylie has resigned from the Board due to other commitments.
Motion to approve Tim’s request to rejoin the Network Board as a Board Member: Michael; second: Ray. The vote was unanimous and the motion carried.

Additions to the Agenda: None.

May 20, 2015 Meeting Minutes: The minutes had been sent to the Board members for their review prior to the meeting. Steve recommended a wording change to the minutes. The change was made. The actions listed in the meeting minutes were reviewed and all action items were completed.
Motion to approve the May 20, 2015 Network Board Minutes as modified: Sybil; second: Ray. The vote was unanimous and the motion carried.

Grant Status Report / Budget Update:
Current Grants Status:
-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-June, grant funds received: $94,600.00; expenditures: $62,958.68.

-2014 Behavioral Health Tax Funding ($3,600). The Network partnered with the Emergency Support Shelter (ESS) and received funding for “relationship building” training for the moms and youth residing at ESS. The contract work beginning on July 1, 2014 and ending on June 30, 2015 has been completed. During the year, the Network provided 28 trainings to youth and/or moms. ESS and the Network saw good participation and positive outcomes resulting from the training. Through June, $3,600.00 has been expended and billed; $3,127.72 has been reimbursed. Reporting on this grant will be discontinued as soon as the final reimbursement has been received.

-Homeless Just-In-Time Life Skills Training ($6,000 for 2015). This funding is to provide Life Skills Training at Corrections for the contract period 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. As of this time, $2,033.58 has been billed and reimbursed. The second quarterly report through June 30 will be due in early July, when a second billing will be submitted.

Approval of Expenditures: The Itemized Voucher amounting to $3,794.75 was presented to the Network Board for review and approval. The $3,794.75 expenditures are for the March and April Phone Bills ($37), Email Hosting Service ($10), Annual DNS and Web Hosting Fees ($100), and Miscellaneous Expenditures ($147.87). In addition, $3,500 was deposited into the Network’s Bank Checking Account for payroll.
Motion to approve the voucher as presented: Michael; second: Sybil. The vote was unanimous and the motion carried.

Payroll for the period May 1, 2015 through May 31 30, 2015 was $3,210.44, which includes the cost of the payroll and employer taxes. Charges for payroll processing were $51.99. As of May 31, 2015, the balance in the Network checking account, which is used solely for payroll and payroll processing, was $2,739.00.

-Review of Banking Options: It was recommended at the last Board meeting that the Network explore the services offered by other financial institutions for small business checking accounts. The review showed that the Red Canoe Credit Union offers the services that best meet the Network’s needs. If the Board chooses to move the checking account, it will take several months to make the change.
Motion to approve moving the Network checking account to the Red Canoe Credit Union: Rod; second: Steve. The vote was unanimous and the motion carried.
ACTION: Work with the Red Canoe Credit Union to set up a Network checking account. (Sharon)

NWHF Implementation Grant:
-Community Charter – Coordinated Prevention System for Healthy Starts. Since the May Board meeting, The Salvation Army signed the Community Charter. Currently 23 maternal and child-serving agencies have become Charter members.
ACTION: Continue to contact maternal and child serving agencies that have not signed the Community Charter and invite them to sign. (All)

-Feedback on Linking Cowlitz County Website Discussions. Board members reviewed a proposed agreement between the Longview Anti-Drug Coalition (LADC), owner of Linking Cowlitz County website, and Cowlitz Community Network that details the proposed improvements and expansion of the Resource Directory located on the Linking Cowlitz County website. These changes were recommended by the Community Charter Resource Coordination and Coordination of Care Teams and have been discussed with the LADC and LADC Board. Two proposals for this work have been obtained. After considerable discussion, the Board members agreed that the improvements they were willing to fund at this time are:
• Expand the Resource Directory to include additional important information such as eligibility, documentation requirements, costs, etc. (estimated cost: $540)
• Provide password access for Resource Directory participants to update their own information (estimated cost: $540)
• Enhance the search functionality by adding tags and allowing search by multiple tags (estimated cost: $540)
• Migrate the website to responsive design to fit on mobile device screens (estimated cost: $1,350)
The Board members decided to defer contracting for the inclusion of a common intake form with basic background information at this time pending further review and discussion with the Community Charter Leadership Group.
Motion to approve the agreement between LADC and the Network, and the improvements to and expansion of the Resource Directory that will: Expand the Resource Directory to include additional important information such as eligibility, documentation requirements, costs, etc; Provide password access for Resource Directory participants to update their own information; Enhance the search functionality by adding tags and allowing search by multiple tags; Migrate the website to responsive design to fit on mobile device screens.
ACTION: Advise the LADC of the Board’s decision regarding the proposed agreement between LADC and the Network and the improvement / expansion of the Resource Directory. (Sharon)
ACTION: Draft a proposed contract that will: Expand the Resource Directory to include additional important information such as eligibility, documentation requirements, costs, etc; Provide password access to Resource Directory participants so they can update their own information on a real time basis; Enhance the search functionality by adding tags and allowing search by multiple tags; Migrate the website to responsive design to fit on mobile device screens. (Sharon)

-Leadership Group Meeting Proposal. Michael presented a mid-project summary and areas to be considered for the remaining 1½ years of the grant period. In addition, a Draft Work Plan was presented for the Leadership Group’s review and input. This work plan will be emailed to the Leadership Group and a meeting of the Leadership Group will be scheduled after the input has been received and evaluated.
ACTION: Provide the mid-project summary to the Leadership Group along with the Draft Work Plan. Request their input on the Work Plan prior to scheduling a Leadership Group meeting. (Sharon)

Feedback on LOI Submission: Grant Opportunity – NWHF Kaiser Permanente Community Fund (KPCF) Community Health Workers. Cowlitz County Health & Human Services invited the Network, St. John Medical Center and the Healthy Living Collaborative to partner in an effort to recruit and incubate a local community health worker workforce and create demand for the specific skills and expertise community health workers can provide. With the agreement of the Network Board, an LOI that includes the Network was submitted on May 1. Invitations to submit full proposals will be extended on June 25.

Life Skills Training at Corrections:
-The third Money Smart Series is in process. To date, eight participants have completed the four part series and have received certificates for a Second Chance at four financial institutions in Cowlitz County.
-Homeless Management Information System (HMIS) Training. Additional HMIS training on Reports is scheduled for July 9. Kay and Sharon will participate.
ACTION: Submit registrations for the HMIS Reports Training on July 9 at Longview City Hall. (Sharon)

Review/Feedback on Events:
-Leading Edge Social Media Marketing, 5/21. Pat may have attended but was not present to provide feedback.
-WISe Community Meeting, 5/29. Ray attended and said the meeting was worthwhile with good participation.
-A First Place, Behavioral Health Outpatient Services, 6/2. Tim and Sharon attended. A First Place has been around for awhile, but is now a funded agency of the Regional Support Network and has expanded its services. The open house and introduction to the new services that will be provided was well attended.
-BRIDGES, June 15. Kay and Julia gave an Adverse Childhood Experiences and Resiliency presentation and reported the parents were engaged and the presentation went well.

Upcoming Events:
-Birth to Three Forum Meeting, 6/19 at Head Start. Sharon has been invited to provide an update on the Kaiser Permanente Community Fund Grant.
-Community Health Worker Training. This free 8-week training, provided by the Washington Department of Health and hosted by the Cowlitz Tribe, focuses on community health worker core competencies. The training, which is a mix of in-person and online training, begins July 10 and ends on August 28. According to the course schedule, topics include Organizational Skills, Documentation Skills, Assessment Skills, Service Coordination Skills and a session on Writing and Presenting a Case Study.
ACTION: Email the Community Health Worker Training flyer to Board members. (Sharon)
-National Night Out, August 4, where events will be hosted at various locations throughout the county. Network Board members were encouraged to attend and/or participate in the events in their communities.

ACTION SUMMARY:
ACTION: Work with the Red Canoe Credit Union to set up a Network checking account. (Sharon)
ACTION: Advise the LADC of the Board’s decision regarding the proposed agreement between LADC and the Network and the improvement / expansion of the Resource Directory. (Sharon)
ACTION: Draft a proposed contract that will: Expand the Resource Directory to include additional important information such as eligibility, documentation requirements, costs, etc; Provide password access to Resource Directory participants so they can update their own information on a real time basis; Enhance the search functionality by adding tags and allowing search by multiple tags; Migrate the website to responsive design to fit on mobile device screens. (Sharon)
ACTION: Provide the mid-project summary to the Leadership Group along with the Draft Work Plan. Request their input on the Work Plan prior to scheduling a Leadership Group meeting. (Sharon)
ACTION: Submit registrations for the HMIS Reports Training on July 9 at Longview City Hall. (Sharon)
ACTION: Email the Community Health Worker Training flyer to Board members. (Sharon)

Next Meeting: July 15, 2015

Leave a Reply