Board Minutes: March 15, 2017: 11:30-1:00PM

Cowlitz County Community Network

Board Meeting

March 15, 2017, 11:30 – 1:00PM

 

Present: Board members Michael O’Neill, Wendy Keegan, Kay Gunter, Tim Krueger, Anna Leslie, Jordenn Martens, Rod McHattie, Sybil Sides, Ray Van Tongeren, and Sharon Weinhold, Coordinator. Guests from Children’s Home Society Washington were Mindy Davis and Kelsey Weber.

 

Excused: Liz Cattin, Dawn Maloney, Tabatha O’Brien

 

Unexcused:

 

Quorum: Yes

 

Welcome and Introductions: Michael welcomed Network Board members and guests. He thanked them for their participation.

 

Additions to the Agenda: none

 

February 15, 2017 Meeting Minutes: The minutes had been sent to Board members for their review prior to the meeting. The actions listed in the meeting minutes were discussed; all actions were completed.

Motion to approve the February 15, 2017 Network Board meeting minutes as presented: 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 was scheduled to end on December 31, 2016. There is some funding remaining on the grant. In our final grant report, we requested a no-cost extension to continue to use the remaining funds to complete planned activities related to the grant, some of which were scheduled but had to be delayed due to inclement weather. We currently are completing those activities.

 

-Financial Literacy Training ($10,000). This funding for Financial Literacy Training for women inmates was provided by a private donor through the Community Foundation for Southwest Washington. Amount expended is $1,320.

 

Approval of Expenditures: The Itemized Voucher amounting to $2,524.04 was presented to the Network Board for review and approval. The bills presented were:

 

Invoice #2017 2T            Cowlitz County Treasurer – Feb Payroll             $2,500.00

Invoice 110-2017               Cowlitz County Purchasing Svc – Phone 1/17      $     14.04

Invoice #7554                 MPC Digital Solutions – Internet                       $     10.00

 

Motion to approve the voucher as presented: Jordenn: second: Wendy. The vote was unanimous and the motion carried.

 

Payroll for the period February 1, 2017 through February 28, 2017 was $2,239.39, which includes the cost of the payroll and associated employer costs. Payroll processing charges were $84.99. As of February 28, 2017, the balance in the checking account used solely for payroll and payroll processing was $3,740.00.

 

Our payroll processor notified the Network that there would be a $3 increase to the processing charges beginning in March 2017. We contacted the payroll processor and asked for an exception to the increase considering the size of the Network. The payroll processor agreed and the increase will not be assessed.

 

Board members reviewed all recurring Network expenses – payroll, payroll processing, office rent, etc., to determine if actions should be taken to reduce them. It was decided that decisions would be made in a month or two, after several funding notifications have been announced.

 

-Cabaret Follies of Lower Columbia Donation Opportunity. The Network was selected as the beneficiary of the 2016 Cabaret Follies. Performances were on November 4 and 5. The Network has received $141.71 from the sale of t-shirts. According to the Cabaret Follies Board, the financial statements are being reviewed and a decision on the funding for the Network is expected in late March. ACTION: Follow up with the Cabaret Follies Board at the end of March. If the Network does not receive final payment before the next Board meeting, invite a Cabaret Follies Board member to the April Board meeting to present a report on how the event went and an update on the finances. (Sharon)

 

-RFP for Behavioral Health Programs. The Network submitted a proposal on January 20 to the Cowlitz County Human Services Department in response to their RFP seeking proposals for services focused on behavioral health service gaps identified in the Behavioral Health Gap Analysis Report. The Network’s proposal addressed the recommendation: Develop more diverse services for at-risk youth. According to the adjusted timeline, Notice of Awards is scheduled for March 24, with the contracts to begin on May 1.

ACTION: Keep Board members apprised by email of the status of the Behavioral Health Program funding as Notices of Awards are made. (Sharon)

 

Financial Literacy Training:

As of March 15, Kay and Sharon have presented 8 Financial Literacy training sessions to the women inmates at the jail. There has been a good response. If the women are released prior to completing the four classes needed to get a second chance at a financial institution, they are referred to Lower Columbia CAP where they can complete the series of classes. We have received notices from CAP that several of the women have attended classes at CAP after their release.

 

A Financial Literacy Training cost methodology was presented to the Board for review and comment. Two trainers are present for each training. The cost includes wages for preparation, training, record keeping; mileage and supplies. The total computed cost, with a small administration cost, is $165/training class. Board members agreed the cost methodology is reasonable and should be used for tracking the training costs.

 

Town Hall Meeting: The Town Hall meeting took place on February 16 at Wallace Elementary School in South Kelso. It was a success, even with the wintry weather and a slide that made getting to the meeting difficult. About 40 people were present. Sheriff Nelson was the guest speaker and engaged the attendees in a conversation on What if…. simple things anyone can do to improve their community. There was great sharing of ideas with many youth participating in the conversation. A K-9 team was present and children and adults enjoyed interacting with the dog and learning how the K-9 team works. There were 10 information tables that included information on alcohol, drugs and the many resources available in the community. Kay hosted the Network information table; Ray and Tim handled the welcome and sign in. The Longview Anti-Drug Coalition members had a table with resources and rock painting. Light refreshments, door prizes and a raffle were available. Event hosts and funders included the Cowlitz Community Network, Cowlitz County Sheriff’s Office, South Kelso Neighborhood Association, Wallace Elementary School, AmeriCorps, SAMHSA Communities Talk Town Hall Meetings, Kaiser Permanente Community Fund of NWHF, and Cabaret Follies of Lower Columbia.

 

 

 

 

NWHF Implementation Grant:

-Community Charter. There are 36 Community Charter member organizations, with the Lower Columbia School Gardens joining this week. The South Kelso Neighborhood Association requested an invitation to join.

-Annual Community Charter Member Meeting.  After discussing the proposed meeting date and time, it was determined that a new meeting date and time will be required. The new meeting date and time are Thursday, April 20, 9:00–11:30. The tentative agenda includes the following:

– Celebration, get to know each other and the work they do

– Share successes, invite 5 organizations to provide details

– Update on Community Charter and focus areas

– More in-depth conversations – Resource Directory, Community Conversations, NEAR Workshops and Trauma Informed Pathway

– Report out and close

ACTIONS:

Confirm meeting space and email the new meeting date and time to Charter members. (Sharon)

Finalize the meeting agenda and email it to Charter members. (Michael/Sharon)

 

-Linking Cowlitz County Training Guide/Directory Update.

A Resource Provider Information Guide was developed for the Community Resource Directory. The Guide discusses the Directory’s features and capabilities, and gives specific information on how to conduct searches of resources by resource name and category. It also describes how to conduct multiple searches for more than one category. Board members were asked to test the features and capabilities to see if the information in the Guide is accurate and understandable. Those who completed the test of the instructions in the guide said they were able to navigate easily through the searches and find the resource information they were seeking. There are almost 500 resources listed in Directory.

 

An Administrator Information Guide was developed to provide information for Administrators on how to modify the home page, insert or update resources, add an event, and issue or reset passwords. Dawn tested those instructions and found they were understandable and easy to use.

 

There was discussion on a plan to remind resource providers to review their information contained in the Directory and update it if necessary. Resource providers can use the password that was issued to them to update their resource or request the Network to make the update for them. It was recommended that the Resource Provider Information Guide be sent along with the reminder.

ACTION: Email the reminder to resource providers to review their information in the Directory and update it if needed. Include with the reminder the Resource Provider Information Guide. (Sharon)

 

CHS Community Advisory Board Presentation: Jordenn, Mindy and Kelsey provided an update on the Children’s Home Society of Washington’s programs – Parents As Teachers, Play and Learn, and Attachment Vitamins Class – and a summary of their community outreach. They asked Board members for input on additional outreach opportunities so they can fill their programs. They also gave information on their Parent Satisfaction Survey results. The parent and family feedback was very positive. Board members had great ideas on outreach opportunities and asked if the information on the programs could be provided electronically so it could be more readily distributed within their organizations and to their clients.

ACTION: Email electronic versions of the CHSW program information to the Network so Board members can distribute it within their organizations or to others who may benefit from the programs. (Jordenn)

 

Review/Feedback on Events:

-Cowlitz on the Move Coalition Meeting, Feb 21. A presentation was given on new trails being developed in Cowlitz County to encourage active living.

-What If… Meeting, Mar 3. Reviewed the Town Hall Meeting results and discussed fun ways to continue the conversation. The next opportunity is Earth Day, April 15, where youth and adults will be given an opportunity to help clean up their community.

-Community Resource Providers, Mar 9. This is a great opportunity to meet resource providers in the community and learn more about what they are doing.

 

Upcoming Events:

-Financial Statement Filing Workshop, Mar 16, 9am, CZ PW Training Rm.

-Child Sexual Exploitation, Mar 18, 6pm, R.A. Long Auditorium, will include presentation of the documentary “Chosen – The True Story of America’s Trafficked Teens”, and a panel discussion with representatives from local health care, mental health, law enforcement, juvenile court, schools, and a consultant from Commercial Sexual Exploitation of Children (CSEC) International.

-What If…Meeting, Apr 7, Sheriff’s Office, to make final plans for Earth Day.

-Report Card Meeting, May 25, 5:30pm, Expo Center. Dan Burton has been invited for the day to walk the community and present on the Build Environment.

-Run the Path, Mental Health Awareness Run/Walk, May 6, 9am, Lion’s Covered Shelter at the Lake.

-Rock and Roll Month, May. Many events will take place to promote active living.

 

ACTION SUMMARY:

ACTION: Follow up with the Cabaret Follies Board at the end of March. If the Network does not receive final payment before the next Board meeting, invite a Cabaret Follies Board member to the April Board meeting to present a report on how the event went and an update on the finances. (Sharon)

ACTION: Keep Board members apprised by email of the status of the Behavioral Health Program funding as Notices of Awards are made. (Sharon)

ACTIONS: Confirm meeting space, and email the new meeting date and time to Charter members. (Sharon)

ACTION: Finalize the meeting agenda and email it to Charter members. (Michael/Sharon)

ACTION: Email the reminder to resource providers to review their information in the Directory and update it if needed. Include with the reminder the Resource Provider Information Guide. (Sharon)

ACTION: Email electronic versions of the CHSW program information to the Network so Board members can distribute it within their organizations or to others who may benefit from the programs. (Jordenn)

 

Next Meeting: April 19, 2017

 

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