OR 211 Board of Directors
Wednesday, November 28, 2007
Call to Order
The meeting was called to order at 9:04am at the 211info office in Portland.
Attendance
Stephen Guntli, Oregon CCR&R Network, Chair
Kathleen McHarg, Multnomah County Aging Services, Treasurer
Len Hockley, White Bird Clinic (Lane County)
Jeri Shumate, 211info (Portland Metro Area)
Julie Massa, Oregon Food Bank
Howard Klink, United Way of Columbia Willamette
Wendy VanElverdinghe, Community Action Directors of Oregon
June Sedarbaum, United Way of Lane County
Mark Tennyson, OR Emergency Management
Vic Falgout, Umpqua Community Action Network (Douglas & Josephine Counties)
Jimi Smith, Community Action (Washington County), Secretary
Tom Page, OR211 Consultant
Guests were introduced, then excused to tour 211info while we conducted our meeting:
Allison Elliott, Office Manager at InfoLine of Lane County
Michael Conley, Administration in Lane County
Update from the Chair
Due to Stephen’s recent employment change he will only be able to continue working on the Board if we change our meeting schedule and routine. Some of the topics for discussion today will be:
Funding
Tom updated us on the grant request to the NNLM for $150,000 per year for three years. This grant has not yet been submitted. The deadline for submission is February. It will take approximately eight weeks for a decision.
Jeri had previously emailed the Board the good news about the approval of our $20,000 Oregon Community Foundation request, and our $50,000 Spirit Mountain Community Fund request. She has developed a tentative budget which includes $40,000 for salaries.
Julie told us the new Oregon 2008 interim legislature will look at urgent need, but doesn’t want anything new coming at them. Rick Berkobian, staffer for state Representative Carolyn Tomei, has contacted Stephen regarding presenting to the next session of the Women’s Wellness and Human Services committee meeting scheduled for December 10.
An ad hoc subcommittee was formed to work on legislative talking points for the presentation. Julie will lead the committee. Tom will contribute content and nationwide statistical information. Jeri will provide local statistics. Howard and Wendy will work on the planning. Kathleen will help harmonize with the senior service community. The presentation and question period will last about 10 minutes. The committee will also develop an executive summary so the committee will have something to take away.
Examining the nature of our Board
Discussion was held regarding the best way to strengthen the board.
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Jeri moved that for the coming year the Board meet every other month in Portland from 4:30-6:30pm, with the Executive Committee meeting on alternate months, and the Board’s focus for the coming year will be on the legislature, managing staff, meeting grant deliverables, and growth. The motion was seconded by Kathleen. Howard amended the motion to add a focus on targeted Board expansion. The amended motion was seconded by Jeri and passed unanimously.
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Staffing discussion
Discussion was held regarding the best method for completing deliverables of the new grants. Appropriate oversight and contract management need to be established to support both the organization and the contractor.
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Howard moved that OR211 hire Tom Page on a consulting basis for 20 hours per week for six months. The contract will detail the scope or work and deliverables. The motion was seconded by Kathleen and passed unanimously.
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Len moved that OR211 pay 211info for two hours per week of Jeri’s time for oversight of this contracted position and administrative work. The motion was seconded by Wendy and passed unanimously.
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Our next meeting will be from 4:30-6:30pm in Portland on a date TBD in January. Stephen will email the Board with options for the date.
Respectfully submitted,
Jimi Smith, Secretary
OR 211 Board of Directors
Wednesday, October 24, 2007
Call to Order
The conference call meeting was called to order at 9:04am.
Attendance
Stephen Guntli, Oregon CCR&R Network, Chair
Kathleen McHarg, Multnomah County Aging Services, Treasurer
Len Hockley, White Bird Clinic (Lane County)
Jeri Shumate, 211info (Portland Metro Area)
Julie Massa, Oregon Food Bank
June Sedarbaum, United Way of Lane County
Mark Tennyson, OR Emergency Management
Jimi Smith, Community Action (Washington County), Secretary
Tom Page, OR211 Consultant
Update from the Chair
Stephen updated us on a planning meeting held by Stephen, Jeri and Tom last week. Stephen would like to hold a meeting of the OR211 Board Executive Committee before our next Board meeting is held. There are two topics requiring further discussion and planning:
1. We need money by the end of the year to pay for consultant/staffing.
2. We need to examine changing the nature of the Board.
Funding needs
Wendy VanElverdinghe has notified us of the willingness of the Community Action Directors of Oregon (CADO) to give OR211 $5,000 which will help get us to the end of November.
The Meyer Memorial Trust has denied our grant request. The Spirit Mountain request may still provide funding before the end of this calendar year.
It was suggested that Jeri propose to the 211info Board that 211info and OR211 jointly hire Tom.
Examining the nature of our Board
Stephen has taken a new position with the Komen Foundation. He would like to continue working on the OR211 Board, but as 2-1-1 is not a priority for the Komen Foundation, he cannot continue to take time from his work to participate on the Board. Also, in order to attract members with other skills from outside the social service field, we would need to hold our meetings early in the morning, late in the afternoon, or in the evenings when they are more likely to be available.
Kathleen feels we need more State representation on the Board. We briefly discussed the advisability of changing the nature of the Board and where we need the focus of the Board to be.
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Jeri moved that the Executive Committee meet and be empowered to develop a restructuring of the Board and organization over the next six months. The motion was seconded by Len and passed unanimously.
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Update on the California wildfires
Tom provided an update on the California wildfires, some call statistics for southern California 211s, and the nationwide responsiveness within the I&R community.
Update from 211info on TOPOFF4
Jeri said 211 was included in the media for the TOPOFF exercise in spite of the lack of supporting funding. They only received 44 calls, but Multnomah County has approached 211info and forwarded an MOU template to Jeri.
Our next meeting will be from 9-11am on November 28th at the 211info office in Portland.
Respectfully submitted,
Jimi Smith, Secretary
OR211 Board Meeting
By Phone
August 22, 2007
Attending: Jeri Shumate, Kathleen McHarg, Stephen Guntli, Vic Falgout, Wendy Elverdinghe, June Sedarbaum. Consultant: Tom Page
Excused: Howard Klink, Julie Massa, Jimi Smith, Len Hockley, Mark Tennyson
Noted: Stephen will be out of town from today through Labor Day
Wendy will be out starting Friday through Labor Day
Tom will be in Pennsylvania beginning September 16 for an extended period
Meeting began at 9:00 a.m.
Spirit Mountain:
Tom spoke today with staff members who want to have us visit their offices on Friday, September 7 at 3:00 pm to discuss our grant application. Stephen, Kathleen and Tom will go, with Jeri as back-up if someone is unavailable. Stephen noted that Spirit Mountain is also visiting OCCR&RN on Tuesday, September 4 so he will pass along any tidbits that may help us in our meeting later that week.
Providence Health System Foundation:
Howard Klink had previously told Stephen and Tom of a possibility of funding, and Tom has been in phone contact with Priscilla at the foundation. They manage up to eight grants, and it looks like we would be appropriate candidates for two of them. Overall, their focus is general support for health and human services. Under their Providence Community Benefits Grant they have a maximum grant of $20,000 (we would probably ask for $10,000) and under their Providence Stewardship of Mission Grant they fund access to healthcare, transportation, housing, etc. This one has a maximum of $50,000 (we would probably ask for $20,000). Tom will focus on that paperwork in the next two weeks, and will forward Providence’s website link to the board for our awareness.
Meeting with State Seniors & Disabled Persons Manager:
Stephen met with Lee Girard in early August about ways to partner 211 with aging services. Lee is aware of a possible funding option and is making further inquiries. Help might be available by end of September. Kathleen asked Lee for an update today—no change.
Lee also suggested we should have someone from DHS on our board. Kathleen will ask Lee for suggestion. Concern was expressed about avoiding conflicts of interest, which had surfaced in the past with the original OR211 Steering Committee. Wendy may be meeting with Bruce Goldberg or Ramona Foley and could bring it up. It was noted that DHS departments and managerial staff feel resistance when an ask is made by going to “the top,” and then individual divisions are expected to accommodate without being able to participate in the decision. We need all of DHS support.
Wendy announced that OHCS has a pot of Community Services Block Grant money that needs to be spent by September 30. She will ask today about how to access; she believes we could get $5 – $10k, perhaps use to cover costs of previous work that has been done, use some of our previously spent, but undesignated, funds post September 30. We would seek to use it to continue capacity building (i.e., Tom’s work with fundraising).
Stephen still intends to approach PGE in September.
Next Meeting: Scheduled for September 26 in Salem 9:00 – 12:00. Tom will be in Pennsylvania; Wendy in Steamboat Springs; Jeri in Panama. Tom will send out Meeting Wizard for October 3 or 10.
The meeting adjourned at 9:34 a.m.
Respectfully submitted,
Jeri Shumate, filling in for Jimi Smith.
OR 211 Board of Directors
Wednesday, July 25, 2007
Call to Order
Meeting was called to order at 9:03am at the 211info office in Portland.
Attendance
Stephen Guntli, Oregon CCR&R Network, Chair
Kathleen McHarg, Multnomah County Aging Services, Treasurer
Len Hockley, White Bird Clinic (Lane County)
Jeri Shumate, 211info (Portland Metro Area)
Vic Falgout, Umpqua Community Action Network (Douglas & Josephine Counties)
Julie Massa, Oregon Food Bank
Wendy VanEverdinghe, Community Action Directors of Oregon
June Sedarbaum, United Way of Lane County
Howard Klink, United Way of Columbia Willamette
Jimi Smith, Community Action (Washington County), Secretary
Tom Page, OR211 Consultant
Guests
Mark Tennyson, OR Emergency Management
Sean Cook, White Bird Clinic (Lane County)
Howard Kopp, Consultant/United Way Volunteer (Lane County)
Approval of Minutes
The minutes from our meeting on May 30th and our conference call on June 27th were reviewed. No corrections were noted.
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Vic moved the May 30th and June 27th minutes be accepted as submitted. The motion was seconded by Jeri and passed unanimously.
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Approval of Fiscal Report
The July 25th Fiscal report was presented and discussed. No corrections were noted.
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Len moved the Fiscal report be accepted as submitted. The motion was seconded by Vic and passed unanimously.
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Introductions
Introductions were made around the room. In addition to our full Board participation (welcome back, Wendy), Seamus (Sean) Cook joined us again from White Bird Clinic in Lane County. Howard Kopp, a consultant who is currently volunteering with the United Way of Lane County, joined us as a guest of June Sedarbaum.
Election of new OEM representative
Also joining us is Mark Tennyson, 911 Program Analyst with Oregon Department of Emergency Management. Mark will be the Board representative of the OEM.
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Jeri moved we suspend the formal application process to bring Mark Tennyson onto the OR211 Board. The motion was seconded by Vic and passed unanimously.
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Relationship between OR211 and OEM
Mark explained the OEM works with the 911 centers across the state. When state tax money comes to the OEM, it is distributed to all the 911 centers based on a set formula. Mark thought there may be a niche for 211 by taking some of the non-emergency call volume from the 911 centers. Stephen suggested Mark connect with the 911 managers in Washington State to explore their relationship before approaching the 911 managers in Oregon.
Update on the new 211Lane
June explained they have received permission from the United Way to use the 211 logo for their web-based 211 service. At this point the 211 service is web-based only and they are not in a position to activating a call center without federal funding. Their emergency management people are interested in 211 serving as a volunteer management. Also, they have met with funders to gear up for the match required by the federal legislation and have determined it will be tough to raise the required match.
Update from 211info
211info has completed the development of infrastructure (business plan, computers, phones, and furnishings) and is now focusing on fund raising. United Way now provides about 20% of their funding. In five years they must have federal funding or they will not be able to continue providing services.
Ted Wheeler, Chair of the Multnomah County Board of County Commissioners, visited 211info recently and was impressed. He wants to meet with Jeri again.
Fundraising Discussion
Tom has completed four grant applications that would bring in $100,000 in year 1, $20,000 in year 2, and $10,000 in year 3.
The NN/LM is very interested in working with 211. The regional office is working with Tom at crafting a proposal for $450,000 over three years to present to the national office. It would be submitted in September with a response by the end of the year. In addition, 211info is talking to OHSU about an NN/LM “Go Local” grant of $25,000.
We currently have enough to retain Tom through mid-September at the latest. We need $10,000 to $15,000 to get through the end of the year with Tom working at the same level.
Stephen will write a one page document for us to use when requesting small grants through corporations which are more flexible and faster turn-around than foundations.
Action items:
Discussion about “Preparing 211 to Respond to a Statewide Emergency
Tom will send four documents pertaining to the part played by 211 during natural disasters which we can also share with potential funders.
Stephen’s concept is to get commitment from several areas around the state who could set up a call center and coordinate volunteers in a time of emergency. 211info, which is set up to take calls statewide if necessary, could start routing local calls to the appropriate emergency call center as needed. These areas would be the first step in developing permanent 211 call centers throughout the state.
Several Board members were concerned that disaster response shouldn’t be the only benefit offered when doing an ask, rather it should be one piece of a larger plan. Howard Kopp expressed his concern that the majority of Oregonians are not particularly worried about disasters as our area is less prone to natural disasters than others.
Howard Klink felt promoting 211 as a portal to benefits as part of (if not the focus of) a larger plan might be an easier sell.
Stephen will work on a proposal that uses the disaster piece as part of a larger plan.
The meeting was adjourned at 11:45am
Our next meeting will be a conference call at 9am on August 22nd. Jeri will send details.
Respectfully submitted,
Jimi Smith, Secretary
OR211
Board Conference Call Meeting
Agenda
Wednesday, June 27, 2007
9:00 – 10:00 a.m.
Agenda Items
PRESENT: Kathleen McHarg, Jeri Shumate, Julie Massa, Stephen Guntli, Vic Falgout, Tom Page
EXCUSED: Jimi Smith (visiting new grandson!)
ATTEMPTED TO JOIN (Inadequate conference call capacity): Howard Klink, June Sedarbaum, Wendy VanElverdinghe, Mark Tennyson
1. Impact of budget deficits at 211info and OCCRRN
Both agencies are moving into new fiscal years with deficit budgets, and are expected to raise the difference—requires us to do fundraising for our own organizations as our first priority. Biggest obstacle is competing funding, but even having a good conversation with a potential funder becomes problematic. Jeri could participate in joint asks with OR211 more easily than Stephen and will do so when appropriate. Question: is there a possibility at the state level of joining CCR&R operations with the 211 system? This is not on anyone’s agenda at CCR&R at present, in fact considerable resistance exists. There may be a certain logic to it but there are also strong arguments opposing it coming from the CCR&R System.
OCCRRN is funded primarily by federal Block Grant money, flows through state Child Care Division, in Employment Department and DHS.
2. Discussion on immediate fundraising needs
Current fundraising activities won’t generate revenue ‘til late fall, possibly early next year—nothing available in immediate; contract with Tom Page expires August 13. We determined we’d need an extra $12,000 to keep Tom on through year-end. Tom offered to continue working on a contingency basis through end of September—if funding comes in he gets paid for that time, if not he doesn’t. Summary: Looking for $15-20k to allow for additional expenses. Additional requests during this period to 211info and United Way of the Columbia-Willamette are not feasible.
IF YOU HAVE ANY IDEAS FOR IMMEDIATE FUNDING POSSIBILITIES, PLEASE EMAIL THE ENTIRE BOARD AS SOON AS POSSIBLE.
3. Discussion of Stephen’s idea for focusing the fundraising and goals of OR211 around preparing for use of current statewide phone network in an emergency
At the last meeting Jeri told those of us who did not know that when 211info started their service in the Portland area, a phone system was put in place statewide that could be turned on in case of an emergency or disaster in Oregon. We do not currently have in place a system of staffing or volunteers who could answer calls coming in from around the state. This strategy for developing funding support would propose that we get a system in place that would allow us to respond to a disaster through agencies or volunteers available in local communities. This would give us a solid, tangible product we can seek funding for in the next two years. It was noted that energy and insurance companies would find this especially appealing. Significant details need to be worked out before anyone is approached, especially including identification of appropriate local partners while 211 is still in development, presenting them with the opportunity to use the 2-1-1 dialing code during a disaster if it happens. FEMA would likely be available for the actual phone operation costs that would be incurred when a disaster happens, and 211info is bearing the cost of initial set-up as part of its telephone conversion. More discussion will follow. 211info is participating in federal TopOff 4 terrorism response exercise in October, and can offer the experience as a demonstration project for our larger development.
4. Next steps based on these discussions
Ford Family Foundation – may consider joint ask with UCAN that could look at state 211 and possibly state CCR&R.
PGE Company – Stephen will ask
Qwest – Tom will explore
Development Director at OFB will be approached for ideas re: ideas for quick turn-arounds
Tom and Jeri will confer about logical joint asks for capital development support (Collins Foundation, Meyer Memorial Trust larger ask, Paul G. Allen Charitable Foundation, etc)
NEXT STEPS:
Jeri – Meeting Dates for year to be sent out
Stephen – Monday, send out a one page synopsis of #3 above with questions to consider at next meeting
Tom—NNLM by Saturday morning
Jeri – Will secure improved conference call access for August meeting.
Meeting concluded at 9:51 a.m.
Respectfully submitted, Jeri Shumate
NEXT MEETING IS JULY 25 FROM 9 TO NOON IN PORTLAND
Wednesday, May 30, 2007
Meeting was called to order at 9:05am at the OEM office in Salem.
Jeri Shumate, 211info (Portland Metro Area), Chair
Len Hockley, White Bird Clinic (Lane County), Treasurer
Stephen Guntli, Oregon CCR&R Network
Kathleen McHarg, Multnomah County Aging Services
Jimi Smith, Community Action (Washington County)
Vic Falgout, Umpqua Community Action Network (Douglas & Josephine Counties)
Excused
Julie Massa, Oregon Food Bank
Wendy VanEverdinghe, Community Action Directors of Oregon
Roy Spurgeon, Umpqua Community Action Network (Douglas & Josephine Counties)
June Sedarbaum, United Way (Lane County)
Howard Klink, United Way of Columbia Willamette
Guests
Sean Cook, White Bird Clinic
Bonnie McCullough, OR Emergency Management
Tom Page, Consultant
Approval of Minutes
The minutes from our meetings on March 28th, 2007 and April 25th, 2007 were reviewed. No corrections were noted.
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Len moved the March 28th and April 25th, 2007 minutes be accepted as submitted. The motion was seconded by Stephen and passed unanimously.
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The May 25th Fiscal report was presented and discussed. No corrections were noted.
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Kathleen moved the Fiscal report be accepted as amended. The motion was seconded by Stephen and passed unanimously.
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Roy Spurgeon has retired and will not be continuing to serve on the OR211 Board. Vic Falgout has been nominated to represent southern Oregon on the OR211 Board.
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Stephen moved we suspend the formal application process to bring Vic Falgout onto the OR211 Board. The motion was seconded by Len and passed unanimously.
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It was determined we need to obtain the formal OR211 Board application paperwork from June Sedarbaum, Howard Klink and Vic Falgout. Jeri will send the Board packet to each of them to be completed.
Bonnie informed us the OEM has just hired a new 911 Program Coordinator. This person will most likely be joining the OR211 Board as the OEM representative after they’ve had a chance to settle into their new job.
Slate of officers
The new slate of officers was introduced with brief explanations about the decision process. The slate of proposed officers is President – Stephen Guntli, Treasurer – Kathleen McHarg, and Secretary – Jimi Smith.
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Len moved the slate of officers be accepted as presented. Vic seconded and the motion passed unanimously.
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A restructuring of the Board is proposed to keep things moving forward. Each Board member will have an assignment based on their area of expertise and the work they are already doing. In conjunction with the restructuring, our meeting schedule would change. Our meetings will be more focused on progress, with less discussion repetition. Board assignments are as follows:
Board Officers
Stephen Guntli: Board Chair, Fundraising
Jimi Smith: Board Secretary, Develop plan for Technology Committee – goals, priorities & next steps
Kathleen McHarg: Treasurer, Lead for State System Development Plan – goals, priorities, next steps, identify who to engage and how at the state and local levels.
Board members & consultant
Jeri Shumate: Logistics coordinator, demonstration projects for 211
Howard Klink: Fundraising, especially corporate funders & corporate end-of year-giving
Vic Falgout: Southern Oregon Plan for launch, assist Kathleen with State Plan.
Julie Massa: Develop Advocacy Plan with goals, priorities & next steps
Wendy VanElverdinghe: Work with Kathleen on State System Development Plan, engage Community Action Programs
Len Hockley: Lane County Plan for launch, assist Kathleen with State Plan.
June Sedarbaum: Coordinate with United Ways across Oregon to determine their role and interest in 2-1-1—work with Kathleen on State Plan
Tom Page: Fundraising
Bonnie McCullough
(OEM Rep): The
board asked Bonnie to work with OR211 to clarify relationship between OEM &
OR211; initiate and pursue dialogue with Washington EMD
It was proposed we change to six bi-monthly meetings to be held from 9am to 12noon on the fourth Wednesday of January, March, May, July, September and November. Three of these meetings are to be held in Salem at the OEM and three will be held in Portland at 211info. We will each provide a written report on our Board assignment. On the fourth Wednesday of each alternate month we will hold a one hour conference call from 9-10am for a brief progress report on assignments. Jeri will develop and distribute a meeting schedule. After brief discussion, all agreed this schedule would give us more time to work on our assignments between live meetings, while the conference call check-in will help keep us on task. With consensus on these changes, our next meeting will be a conference call on June 27th at 9am. Our next face-to-face meeting will be held at 9am on July 25th in Portland.
Stephen presented his first draft of a fundraising plan for our discussion. It was agreed we desperately need some short term solutions and we need them by August. It was felt the most likely source for a short term solution would be from individual donors. There was discussion about potential funders. Tom will take the list of potential funders and begin researching the specifics for each such as their key focus for grants, application process and deadlines, etc.
Stephen would like all of us to focus on next steps, looking for small ideas that move us forward instead of big ideas that don’t go anywhere.
Tom will be sending a template for a letter of support to accompany the OR211 grant application to the National Networks of Libraries of Medicine.
The meeting was adjourned at 12:30pm
Our next meeting will be a conference call at 9am on June 27th. Jeri will send details.
Respectfully submitted,
Jimi Smith, Secretary
Meeting was called to order at 9:05am at the 211info office in Portland.
Jeri Shumate, 211info (Portland Metro Area), Chair
Roy Spurgeon, UCAN (Douglas County), Vice Chair
Len Hockley, White Bird Clinic (Lane County), Treasurer
Stephen Guntli, Oregon CCR&R Network
Julie Massa, Oregon Food Bank
Kathleen McHarg, Multnomah County Aging
Howard Klink, United Way of Columbia Willamette
Jimi Smith, Community Action (Washington County)
Tom Page, Consultant
Vic Falgo, UCAN
The March 28th, 2007 minutes will be reviewed at our next meeting.
The Treasurer’s report was not available for approval, but Jeri presented a couple of highlights. Wendy Van Elverdinghe got approval from the CADO Board for the $1,000 donation to OR211. Our budget total is now $15,686. We have reached the amount required to offer a consulting contract to Tom Page. A contract for 50 hours of work per month for four months was drafted and signed on April 12th.
It was determined our existing business plan will be a good marketing tool, and that it is not time to rewrite it. Tom felt the one time investment figure of $626,000 listed under Funding Requirements on the single page “Business Blueprint” was reasonable. Stephen pointed out that taking into account 211info’s $1.5 million budget plus the budget from Roseburg shows the reasonableness of the net funding need. It was pointed out that pages 52 and 53 of the Business Plan should reflect the financial analysis of the start up costs for the other regional areas, and that we need to clean up the regional breakup of the state as southern Oregon is not recognized at all. We should take elements of the existing plan and make them more realistic.
Stephen noted that on page 25, there are five bullet points. He feels the first two are not something that OR211 might realistically do, but the other points are useful.
Kathleen pointed out that the mutually beneficial partnerships referred to several times in the Business Plan may be the key to success, and that we need much greater discussion with partners and the specialized I&Rs – collaborations and MOUs need to be developed. The development of the 211 statewide system can’t succeed as “them” vs. “us”, but must be a coordinated effort.
Jeri wanted to make sure we convey this is not about “the old” and “the new”, because “the old” works and “the new” will just make it better.
Julie noted that in her discussions with legislators about the many programs that are being cut and the lack of resources, they want to know what is available and stable. 211 fits into this category and provides an entry point for everyone.
There was some question about the purpose of having an Advisory Committee. It was suggested an Advisory Committee, made up of the people who came together for the November retreat could gather once a year (any other meetings would be conducted as conference calls) prior to the legislative session for an overview update. We could ask for their support in an advocacy role. They would work to get State and local support. Potential members might include David Foster, Ellen Lowe, and Lowell Greathouse. Leadership of this group may be a good role for Liesl Wendt.
It was noted that Julie has assisted in scheduling an advocacy meeting on May 21st with Julie, Jeri, Tom and Jon Stubenball, and she would be a good fit for the Advisory Committee.
When action alerts come out or legislation is pending, the committee would activate to raise support. Jeri expressed concern that the LGAC (Local Government Advisory Committee) appeared to be frozen by lumber industry issues, and felt we needed to be careful about how we approach the counties. Tom suggested we tie 211 into the timber loss as an assistance tool. Howard suggested the committee be structured like the United Way Campaign Committee on which each member has five (time limited, specific) assignments each year, and that is the extent of their duties. Len suggested including George Grosch to capture the history of OR211.
On April 24th, the OR211 Board and guests met with Kenn Allen, President of Civil Society Consulting Group, for a dialogue about next steps as measured against our original business plan and against our anticipated future written strategic plans. After a brief review of the notes (Appendix A) taken by Tom during our meeting with Kenn, we discussed some of the pros and cons for OR211
We next reviewed the Two Year Plan for Growth of OR211 written by Stephen (Appendix B). It was agreed we need to develop an advocacy program to assist with securing funding. We also need to work on a request for funding from the State legislature, and develop the framework to deal with any future state or federal funding. Call centers need to be identified and assisted in preparing to provide 211 services in their communities. Outreach to Oregon’s rural areas is key. The legislature needs to be informed of our collaborations and partnerships. We need to develop a relationship between 211 and 911 service providers statewide, and work on other disaster/emergency responder relationships such as OEM, Sheriff’s Association, the Association of Counties. Then we could create joint agreements, messages, and presentations. Our message should reflect the “continuum of care”.
Stephen felt the vaguest of the five specific goals is the third one. What are we trying to do? How are we trying to do it? It was suggested Kathleen and Tom create an outline (structure) to be presented at our June meeting.
In regards to the fourth goal - The first meeting of the Database Selection Committee will be held following this Board meeting to review the selection process and identify the software criteria. 211info is exploring switching to UCN’s phone system which could be expanded to provide statewide call center service as it does in Washington. Julie Harrelson’s input will be needed at our next Board meeting.
The fifth goal is already in process.
The National Networks of Libraries of Medicine regional office in Seattle has 10 grants available in our five state region over the next five years. They are transitioning to human services connections which provide easy access to health services. Tom has talked to NNLM regarding a three year grant of up to $150,000 per year for OR211 which would begin the end of this year. The grant request would be due May 25th, and we should have an answer in 3-4 months. In addition to Oregon funding, they would like to look at a northwest regional (OR, WA, and ID) integration concept paper outlining a fully integrated and shared I&R system.
It was noted Tom’s contract ends in August and we need to raise the funding needed to keep him working for OR211.
Many additional funding options were discussed:
* Stephen will look into the deadline for the Northwest Health Foundation.
* Stephen will look into getting into the fall cycle for the Penny Family Fund
* Howard will look into the Rural Development Initiative as a possibility
* Stephen will start to work on Meyer Memorial Trust
* We all need to watch for, and follow up on any $5,000-6,000 options
The Board’s next meeting date will be determined later and will be held at OEM in Salem.
The meeting was adjourned at 12:00pm
Respectfully submitted,
Jimi Smith, Interim Secretary
_______________________
1. Secure $100,000 and know where remaining $150,000 will come from
Committee: Stephen, Roy/Vic, Jeri, June, Howard
· $15,000 secured, need to raise additional $85,000 by end of 2007
2. Advocacy program planned and ready to launch
Committee: Julie, Jon, Tom, Wendy, Liesl(?)
a. Julie’s boss as advisor
b. Meeting on May 21 with Jon Stubenville(?), also invite Lowell & Liesl
c. Development of Advisory Board/211 Brain Trust – Recruit Lowell Greathouse & Liesl Wendt?
d. Work with Julie’s contacts to develop Action Alert list
e. Identify key partnerships to develop for successful advocacy, e.g. Police & Fire Associations, Human Services Council, Business Council, LGAC, Corrections, CCRR,
3. Plan in place to develop the plan for preparing Oregon communities for a statewide 211 system.
Kathleen to lead process and work with Tom to draft a plan by May or June board meeting.
Be prepared for 1 or 2 more sites to become operational (need to determine actual timeline)
a. What’s required in order to accept calls
b. Criteria and process for designation as call center
c. Funding to move to professional(?) staffing
d. Realistic assessment of resource gap
e. Appropriate local planning to grow into regional center
f. Framework of state plan confirmed
g. Set priorities for development
h. Standardization of data collection
i. Plan for OR 211 to help it happen
j. Deal with OEM - Jeri
Use this “plan to plan” to have Tom develop a concept paper
· Basic proposal
· Contacts with funders
· Follow up and follow through
· Board participation à organizational position(?)
· Plan for extending 2-1-1 coverage
· Fundraising & marketing(?) strategy
4. Decision regarding strategic development and selection process of telephony system.
Committee: Stephen, Whitebird (Len ?)
*Julie Harrelson offered to do high-level overview of telephony technology
5. Decision regarding database software platform. Define criteria for selecting system, identify consultant to facilitate selection process.
Committee: Jimi, Kathleen, Len, June
6. Set time to do 2008 planning -- 11/07
a. Creation of a board development strategy
i. Interim opportunism
ii. Affirmation of willingness to transition board when appropriate
iii. Interim opportunism
· OR 211 received its 501c3 status
· 211 service is good in Portland – model for Douglas
o “warmline”
o Need to revisit database
o Jackson County I&R, partnership with Douglas County
· Bits of funding success
· General public unawareness of 211
· Lane --> online database – “211 Lane Online”
· Bend - -> stalled a bit
· Lack of contact and information about what might be going on elsewhere
· Partners remain fragmented – different platforms
· Legislative authorization for 211 & link with OEM
· 211info working across state Oregon/Washington border
· Positive relationships with Washington & Idaho
· 211info Safenet contract
· Infrastructure in place to go statewide in emergency
Positive
Negative
External Environment
· Federal legislation still alive
· Legislative authorization from OR
· DAS issues resolved
· Effect of Katrina, etc.
· OR is a high-tech region
· Blue state in a red country
· Lack of leadership in state government
· Lack of $$ in state government
· Regressive tax structure in Oregon
· Lack of legislative champion
· Urban/rural divide
I&R/211 Providers
· Increasing collaborative spirit
· Growing understanding of that we can’t have duplication
· Support of other 211s outside Oregon
· XML has not proven itself
· Death of some I&Rs
· Limited capacity to provide 211
· Limited resources: people & money
· Reluctance to expand coverage area
OR 211
· Jeri’s leadership
· Incurable enthusiasm
· Moved from Steering Committee to incorporated organization with board
· Still has beginning of plan
· Demonstrated success in Portland
· Resources for advocacy
· Moved from Steering Committee to incorporated organization with board
· Foggy memory
· Openness on part of funders to support OR 211
· Energy going into response to deterioration of education system
· State budget has hit bottom and is starting to bounce back
· Increased need for 211
· Change/increase in use of technology
o Used to using what 211 can bring to tech table
· Knowledge available from existing 211s nationwide
· Give, get or get off: commitment to support OR 211 financially and bring in other support
· Willing to take on work responsibilities outside of board meetings (Transition board)
· Ability to influence people in power
__________________________
Two Year Plan for Growth of OR211
April, 2007
At an OR 211 Board planning meeting on November 1, 2006, participants agreed that professional level staffing will be needed to move forward as an organization. We have received a commitment from the United Way of the Columbia-Willamette to serve as a fiscal agent and administrative home for a staff person and office. Through a small fundraising campaign coordinated by the Board, we have raised enough funds to hire a consultant for a four month period beginning April 12. We have hired Tom Page, who has provided the leadership to create a 211 system in the state of Washington. At a recent OR211 Board meeting, we established five specific goals for the coming year:
Meeting was called to order at 9:10am at the Oregon Office of Emergency Management in Salem.
Jeri Shumate, 211info (Portland Metro Area), Chair
Roy Spurgeon, UCAN (Douglas County), Vice Chair
Len Hockley, White Bird Clinic (Lane County), Treasurer
Stephen Guntli, Oregon CCR&R Network
June Harris, United Way (Lane County)
Julie Massa, Oregon Food Bank
Kathleen McHarg, Multnomah County Aging
Jimi Smith, Community Action (Washington County)
Tom Page, Consultant
A brief update was provided on Wendy Elverdinghe’s successful surgery.
The January 30th and March 6th, 2007 minutes were reviewed. No corrections were noted.
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Julie moved that the January 30th and March 6th, 2007 minutes be accepted as submitted. The motion was seconded by Len and passed unanimously.
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The Treasurer’s report for the period from 7/1/06 through current was presented. Jeri explained the increased amount of income in “Board and Friends Donations” includes one pledge which has not yet been received. It was noted that Wendy has not had an opportunity to ask the CADO Board for additional funding due to her recent health issues.
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Jimi moved that the Treasurer’s report be accepted as amended. The motion was seconded by Roy and passed unanimously.
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As Jeri explained to the Board in her 2/14/07 email, the 211info Board has approved a matching grant of $5,000 to OR211. This grant is to be made available to OR211 upon its successfully securing an additional $10,000 in committed funding no later than March 31, 2007. Jeri noted that we are currently only $900 away from reaching the $10,000 goal, but only have a few days left in which to raise the funds. She felt the 211info Board would probably be willing to grant us a two week extension if necessary.
Two changes in Board officers have recently come up. Roy will be retiring and will not be able to continue as Board Vice Chair. He will bring his replacement to the April board meeting for introductions. Wendy would like to continue on the OR211 Board, but will not be able to continue in her capacity as Board Secretary. Jeri proposed that we generate a slate of prospective officers for discussion at our April meeting, and voted on the slate of officers at the May meeting.
Jeri asked that we clarify what OR211 can do to support the regional efforts and call centers. Three areas of support were identified: 1) legislative support, 2) technical assistance, and 3) generation of funding.
Roy indicated they continue to be dissatisfied with ServicePoint and would support changing to another I&R software. Also, the legislative support would be a key area of support for their area.
June felt that re-addressing the OR211 recommended software selection would be helpful as Lane County would like to align its regional system with the statewide system.
Jeri, Stephen and Tom met on Monday the 26th to discuss what preparations are needed to get ready for requesting funds from the State Legislature. They determined we need to build a plan outlining what is up and running, and what areas need further development.
Joyce White, Grantmakers of Oregon & Southwest Washington
Jeri and Tom recently met with Joyce as an introductory step. Joyce understands and supports the need for 211. She was impressed with Tom, and felt that hiring Tom is what OR211 needs at this time. She indicated now is the time to get back to funders like the Ford Family Foundation, Meyers Memorial Trust, Oregon Community Foundation, etc. She felt we need to develop relationships in the business and emergency response communities. A few potential contacts are Duncan Wiese, President of The Business Alliance, Bill Thorndike with Medford Industries, and John Gray who is an individual with ties to the Oregon Community Foundation. Tom mentioned the importance of connecting to the emergency response community due to the recent focus on homeland security.
Joyce suggested looking into legacy projects we could initiate in 2009 during Oregon’s sesquicentennial. Sue Densmore was identified as a possible contact.
We discussed Joyce’s suggestion about gaining validation by partnering with Portland State University’s School of Social Work for data research. She further suggested we connect with One Economy-The Beehive.
Tom will contact Sue Mazio regarding the best approach for a funding request at the Boeing Employees Community Fund. Julie may also have a contact there – Mike Whitehead. She will give his contact information to Tom for follow-up.
Len asked about partnering with the Red Cross. Tom mentioned the Red Cross has a national directive to work with 211. We discussed the structure and feasibility of partnering with the Red Cross.
Jan Kennedy, Murdock Trust
Jan was not very encouraging due to their past experiences with Idaho, but our relationship with Joyce White and recent progress may improve her Board’s perspective. Stephen suggested we develop a one page, two year plan and send it to Jan within the week. It would give her time to think about OR211 and begin to work with her Board.
Ellen Lowe and Kay Sohl
Jeri and Tom hope to catch Ellen briefly between sessions. Nothing is expected to happen in this session, and they feel OR211 needs to pay for the services of a lobbyist. Julie has been encouraging others to include 211 (by name) success stories in their testimony. It was suggested we contact John Mullin, and Stephen mentioned he knows of a few funders who pay for lobbyists.
Jeri has scheduled a meeting with Kay Sohl on April 13th so she can meet Tom and they can update her on OR211 activities.
Kenn Allen re: Strategic Planning
Jeri reviewed Kenn’s history and involvement with 211. She has scheduled a meeting for the afternoon of April 24th in Portland.
Mary Hogan re: Database Development
Jeri gave a brief rundown of Mary’s background. Mary recently resigned from her position as Vice President of the Connecticut 211 which is a statewide system including CCR&R, Maternal & Child Health, etc. Jeri is trying to schedule a meeting for the afternoon of April 25th. Jimi will be reactivating the Technology Committee. Since the recommendation that OR211 use ServicePoint was made almost three years ago, we would like to conduct a new the database selection. We would like the Tech Committee to meet with Mary to discuss the best process for this future database evaluation.
Jeri mentioned 211info will be moving to the UCN phone system. They are having a meeting to discuss conversion by June 30th of this year.
We need to begin creating community relationships and identify mission relationships. Stephen feels we need a current two year plan that includes:
1. Advocacy – in the form of hiring a lobbyist.
2. Preparing for statewide 211.
3. Providing assistance for the current 211s.
4. Fundraising to include a) private sector seed funding to work with the plan and get the statewide effort off the ground, b) start working in ’08 in order to take a funding request to the legislature in ’09, c) OR211 must be ready and established as the entity to manage the federal funding prior to its arrival, and d) support local efforts to acquire and sustain local funding. Seed money would be used to hire a full time director and a .5FTE admin assistant. In order to show our readiness to manage federal funds, we need to prepare a funding formula. We may need to use 211info data resources to make a case to support local efforts in acquiring sustainable funding.
Brainstorm item: The funding community has its own taxonomy. Maybe we could find the common ground between the I&R taxonomy and the funding community’s taxonomy to create pertinent data for the funders.
Julie indicated that data is quantitative, and that we also need to include the qualitative piece which would be the client stories. We all need to work on gathering those stories.
Tom felt we should be clear about exactly what 211 can do. For example, the fact that 211’s phone number is listed on all the electric bills does not mean 211 can give everyone money to pay their bills.
Jeri mentioned clarifying the marketing message to avoid incorrect messaging as we heard about at our last meeting (the opinion column written by Rene Mitchell for the Oregonian).
Stephen felt we need a realistic picture of what we can do to prepare for statewide 211. He felt we are in a good position to do a one page, two year proposal (one project/one service) and disburse it to everyone.
Jeri mentioned a potential new model for the more rural areas. This model uses a “one stop” approach with community health, CADO, CCR&R, mental health and aging and disability resources all sharing resource and call center duties while maintaining their particular specialization and keeping the services locally focused.
211 needs to be presented as the means to a more effective coordination for service delivery. We need to identify existing models to share. We also need to find agencies open to exploring partnerships starting with statewide groups such as mentioned above. These groups should have statewide help lines and a functioning network. These groups should be open to new modes of service delivery and would be good candidates for the one page, two year plan.
We need to develop and communicate a role for 211 in disaster, and we need to be clear and maintain the focus on OR211’s mission.
We need a mission statement that incorporates:
- An understanding that every Oregonian can dial 211 at any time to get help
- Creates support for 211 network
- Educates and gains support for 211
- Develops a unified system
- Coordinates and collaborates
- Is a channel/conduit for resources and awareness
- Technical resource for 211s and possibly other I&Rs
- Explores and develops partnerships for more effective and efficient service delivery
We need to give some thought to statewide organizations that should be included. Kay Sohl may be able to provide a list. We determined we are not at a point where we need to include particular entities due to their area of expertise (lawyer, human resources, fiscal, etc) yet.
Funding is nearly completed in order to offer Tom Page a contract. The Board needs to empower 211info to draft a contract for Tom’s services.
~~~~~~~~~~~~~~~
Katleen so moved. The motion was seconded by Roy and passed unanimously.
~~~~~~~~~~~~~~~
The Board’s next meeting will be April 25th from 9am to noon at OEM in Salem.
The meeting was adjourned at 12:00pm
Respectfully submitted,
Jimi Smith, Interim Secretary
OR 211 Board of Directors
Meeting was called to order at 9:10am at the Oregon Office of Emergency Management in Salem.
Jeri Shumate, 211info (Portland Metro Area), Chair
Roy Spurgeon, UCAN (Douglas County), Vice Chair
Len Hockley, White Bird Clinic (Lane County), Treasurer
June Harris, United Way (Lane County)
Stephen Guntli, Oregon CCR&R Network
Kathleen McHarg, Multnomah County Aging
Jimi Smith, Community Action (Washington County)
Ken Keim, Oregon OEM
Julie Massa, Oregon Food Bank
Tom Page, 211 Leadership Council
Welcome and introductions were made. The Board is joined by Julie Massa from the Oregon Food Bank and Ken Keim from Oregon Office of Emergency Management. Introductions were followed by a couple brief announcements.
A brief update was provided on Wendy Van Elverdinghe’s successful surgery.
Jeri Shumate explained that Jonathan Brock has resigned the OEM. Ken Keim, who is very familiar with the work of OR 211, will be joining our Board meetings until another OEM person is identified as a permanent Board member.
~~~~~~~~~~~~~~~
Len moved that Ken Keim be accepted as a voting proxy on the Board until a permanent OEM replacement is identified. The motion was seconded by Roy and passed unanimously.
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The approval of the January 2007 minutes will be tabled until our next meeting as not everyone had a copy of the minutes for review.
The Treasurer’s report for the period from 7/1/06 through current was presented. It was noted that we have not yet received official approval on the $5,000 grant from the United Way of the Columbia Willamette.
~~~~~~~~~~~~~~~
Ken Keim moved that the Treasurer’s report be accepted as amended. The motion was seconded by Roy and passed unanimously.
~~~~~~~~~~~~~~~
211info
Jeri introduced the opinion column written by Rene Mitchell for the Oregonian regarding a crisis caller who was unable to locate help, and a follow-up article detailing a “secret shopper” call made to 211info by Rene Mitchell. Although both calls were handled correctly, the first article implied a lack of appropriateness in 211info’s response to the caller. The second article was clearer about the fact that 211info does not help people in crisis – rather they refer them to service providers more qualified to deal with persons in crisis.
Southwest Oregon 211
Roy said they are busy entering resources into the database. He indicated they are having some issues with their I&R software (ServicePoint) which is not working as well as expected. Also, they haven’t heard anything from Medford for a while. Tom interjected that more 211s around the country are moving away from ServicePoint in which the main focus is HMIS, not I&R.
Lane County
June reported they are busy standardizing the data and it is working well. They are also planning a website redesign.
Jeri recently gave a 211 presentation at a Local Government Advisory Committee (LGAC) meeting where she met Dr. Allan Douma who is connected with Medicaid. He was very impressed with 211 and wants to help. Jeri has provided him with further information. Dr. Douma feels the ’08 legislative session may be too full to introduce further 211 legislation.
Julie Massa has agreed to contact Ellen Lowe to discuss a 211 ask.
Jeri also reported that Ruby Communications is working on a contract with several cell phone service providers.
211 Leadership Council meeting
Jeri and Tom recently attended a 211 Leadership Council meeting. The 211LC is a grassroots group working to promote nationwide consistency in 211 services. There are representatives from 15 states working to develop an agreement around national standards that would define the service (What is a call? What is a referral?). These enhanced standards would be in addition to the AIRS standards and would apply only to 211 centers.
They are exploring the potential for Canada and the US to be connected in one 211 system over the long range (3-5 years). This would include shared reporting systems and the ability to transfer calls.
They are also looking at the possibility of a national telephony system, and what the structure might be for that system.
The Calling for 211 Act
Tom reported a major press conference was held the week of 2/11/07. Feedback indicates more positive approval. There are more indicators the authorization will be passed this year, and he anticipates funding approval in late 2008 or early 2009.
The hook is 211’s usefulness as part of disaster response. They are looking at providing community voicemail during times of disaster. Also, UCN (WIN211’s statewide telephone provider) has a call management software that can be used as a reverse 211 to contact vulnerable persons during a disaster. Jeri added that 211info will be converting to UCN in order to tie into the WIN211 system. It is a portable and redundant system which allows quick and seamless rerouting of call centers when needed. Several other states are looking at UCN for their 211 systems as well.
Jeri proposed Julie Massa, Lead Policy Advocate at the Oregon Food Bank as a new OR211 Board member. Julie gave the Board a brief description of her work and qualifications.
~~~~~~~~~~~~~~~
Jimi moved that we suspend the formal application process to bring Julie Massa onto the 2-1-1 Board. The motion was seconded by Len and passed unanimously.
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Jeri suggested we use $15,000 of our funds to contract with Tom Page for 50 hours of consulting work at $60 per hour. $12,000 would provide us with 10 hours per week, plus an additional 10 hours per month for four months, and leave $3,000 for travel and materials. Stephen will work with Tom on fund raising. Tom will be looking at some small, quick turnaround grants at the same time.
Stephen explained our fund raising should proceed in three phases:
1. Get some quick funding to hire someone for OR211.
2. Identify what we want funding for and from whom.
3. Develop a plan so we are prepared when money does become available.
He indicated we need to have a consistent proposal with a two year plan. Our proposal needs to take all partners (statewide) into consideration, requesting funding for statewide capacity building rather than local program operations.
The Board strategized about other potential funding sources. The Board will contact them as indicated:
1. Boeing Employee Community Fund = Tom Page (If they only grant to Portland service providers, Jeri will approach them to request funding for 211info.)
2. Meyer Memorial Trust = Julie Massa
3. MJ Murdock Charitable Trust = Tom Page/Jeri Shumate (Should ask for amount equal to that granted to Idaho.)
4. National Network of Libraries of Medicine (NN/LM) = Tom Page
5. Ford Foundation = Roy Spurgeon
6. Collins Foundation =
7. Oregon Community Foundation
8. Jeld-Wen Foundation
9. Banking Community = Len Hockley and Jeri Shumate (211 could assist with EITC promotion.)
10. Tribal Foundation – Cow Creek = Roy Spurgeon
11. Tribal Foundation – Spirit Mountain = Jimi Smith
12. Utilities – PGE Foundation = Stephen Guntli
13. Utilities – NW Natural
14. Utilities – PacificCorp Foundation
(It was noted we might approach the utilities when we work on Board development.)
Other action items:
1. Jeri felt it may be useful to meet with Joyce White at the Grantmakers of Oregon and Southwest Washington.
2. We should also meet with Kay Sohl.
3. The Board could provide OR211 presentations to the Ecumenical Ministries of Oregon, the Community Action Directors of Oregon, and the Tribal Foundations.
4. It would be advantageous to meet with Priscilla Gould regarding our approach to the United Way. Though we would probably not get any money from most United Ways, they should be able to help with community connections.
Jeri described the three step process suggested by Kay Sohl, TACS, for board development as 211info began taking shape:
1. Offer the old board the opportunity to resign, but also to stay on as part of the transitional board.
2. Bring on a transitional board whose focus is board development.
3. Create a new permanent board for governance with staff.
It was noted that, in fact, we may already be the transitional board for OR211.
We reviewed the conclusions we came to at our Board retreat last November:
First, retreat participants brainstormed ideas for the board OR211 will need in the next few years:
Second, the conclusion reached regarding the Board Composition Goal:
We need to evolve from our current mix to engaging advisors for specific projects.
The goal is to eventually become:
With this in mind, we addressed Board qualifications:
We need to find key affiliations, then identify a person within the organization who has the enthusiasm and vision for 211.
Julie agreed to meet with Ellen Lowe to ask that she chat with other lobbyists from important areas.
It was felt we have more than enough representation for the social services side, but are lacking the half with the business and political connections.
Jeri will meet with Elise Bouneff at the bank regarding her interest in becoming a board member, or suggesting someone appropriate to the task.
It was mentioned that Liesl Wendt is now ready to consider participating as an OR211 Board member.
Jeri will meet with Dr. Douma to follow up on his interest and participation with OR211.
June suggested we use the United Way of America’s new stakeholder packet for recruiting Board members. We would need to add Oregon specific materials, and the packets would cost us $3 each. It was pointed out that with our limited funds we would save money creating our own packet, and the UWA packet may be too “glossy” for our purposes.
Jeri, Tom, Stephen and Liesl will meet as possible and appropriate for funding and Board development.
Roy will be retiring officially on April 2nd.
The Board’s next meeting will be March 28th at OEM in Salem
The meeting was adjourned at 12:00pm
Respectfully submitted, Jimi Smith, Interim Secretary
OR 211 Board of Directors
Tuesday, January 30, 2007
9:00 AM – Noon
Oregon Department of Emergency Management
Attendance: Jeri Shumate, Stephen Guntli, Len Hockley, June Sedarbaum, Jimi Smith, Wendy VanElverdinghe, Tom Page
Meeting Minutes Approval
Wendy apologized for not getting the December meeting minutes out prior to this meeting, and asked to bump approval of those minutes to the next meeting.
Fiscal Report
The Fiscal Year 2006 to Date Financial Report was distributed. Jeri made several corrections including:
· the first two entries under Expenses should be dated 2007 (not 2006)
· funds from DHS are logged as income at the time of the expenditure, with $2600 remaining
Wendy moved and Jimi 2nd acceptance of the fiscal report as amended. Motion carried.
The Board supported Jeri asking DHS for approval to use the remaining funds to support hiring a consultant (Tom Page) to do grant writing and fund raising for implementing the concept paper.
Board Members information:
Members missing from the meeting: Jonathan Brock has been out ill all month. Kathleen McHarg’s brother passed away unexpectedly yesterday. Members present expressed their condolences.
Howard Klink with United Way of the Columbia-Willamette expressed interest to serve on the OR 211 Board. Wendy moved and Len 2nd approving Howard’s membership on the OR 211 Board. Motion carried.
Legislative Update:
Jeri spoke with Ellen Lowe about introducing legislation this session to support OR 211. Because this year’s legislature is moving very quickly it is too late to submit proposals. Senator Joann Verger Co-Chairs the Emergency Preparedness and Ocean Policy Committee. It was suggested we talk to her to gauge her interest and support.
Regional Updates
Lane 211 – Len recently retired from White Bird. Priscilla Gould with United Way of Lane County briefed Representative Peter DeFazio and both Oregon Senators on National 211 legislation. DeFazio signed on as a co-sponsor. Wyden expressed concern about the fiscal impact and Smith was noncommittal. 211Lane.org received a grant from Home Depot USA for $2500. Work is being done to integrate 211 with 911 in Lane County. The I&R partners are developing the budget for next fiscal year reviewing all funding streams including grants that require matching funds.
211info – Changes in Multnomah County may be beneficial to 211info. Chair Wheeler and his Chief of Staff have scheduled a tour of the call center. The call center is now operational 24/7. They receive 1-3 calls per night, and are using a “Sleep Shift” since business is slow. The staff sleeps on a cot in the office, wakes up to respond to any call that comes in, and then returns to sleep. It is performed at a reduced rate or salary from a regular shift and helps keep costs down. An additional position has been approved for Oregon SafeNet, which is housed at 211info. Jeri is part of a national committee to develop training for volunteers during disasters, based on her work in the gulf coast after Katrina.
Southern Oregon 211 – Roy was not present to give an update.
Strategic Discussion – Wendy distributed two maps, one of Community Action Agencies across Oregon, the other Oregon Coalition Against Domestic and Sexual Violence Regions. The intent is to look at current regions used by I&R organizations to see if they help to inform where call centers should be located.
Concept Paper: Thanks to Stephen for drafting this. We need to make sure the current points entice legislators and funders to support the concepts. The section on “Why 211” needs to be expanded, including the return on investment (ROI).
Tom Page expressed interest in working with OR 211. He was the Executive Director of WIN 211 while they developed the strategy and funding to create the Washington 211 network. Eight call centers in Washington provide full state coverage.
We discussed strategies for fund raising that would enable us to hire a consultant to do fund development for OR 211. First, we will ask DHS to approve use of the remaining funds toward this purpose. Jeri mentioned that her board understood that 211info will be better able to do its work if Oregon has full 211 coverage. Jeri and Stephen will approach Howard Klink at United Way for $5000. Wendy agreed to ask CADO for $1000.
Tom Page left the room while the Board discussed a contractual arrangement with him.
Wendy moved and June 2nd that OR 211 is committed to work with Tom Page to build OR 211, and should enter into a contractual agreement. Motion carried.
Tom returned and Jeri excused herself while the Board discussed a proposal to 211info.
Len moved and Stephen 2nd that a formal request be made to 211info for $5000 to support building OR 211. Motion carried (Jeri abstained because of conflict of interest).
Wendy moved and Len 2nd authorizing Jeri Shumate to open a checking account for OR 211, with Jeri and Kathleen McHarg as signers. Motion carried.
Tasks:
Stephen agreed to do a second draft of the concept paper.
Jeri agreed to contact DHS about use of the remaining funds ($2600) (see above).
Jeri agreed to call a special meeting of the 211info Board for our special request of funding.
Wendy will ask CADO to support OR 211 for $1000.
Len agreed to raise $1000 to support OR 211.
Jeri will contact Howard to arrange a meeting, welcome him to the Board and ask about potential funding. Stephen and Tom will attend as well.
Next Meeting: Jeri will email the Board to schedule the next meeting, potentially the fourth Wednesday of February (28).
Wendy reminded the Board that she will be on medical leave from Feb 13 through the beginning of April.
Meeting adjourned.
OR211 – Technology Committee Database Software Recommendation
January 2007
BackgroundThe OR211 Technology Committee met in a series of meetings in 2003 and 2004. They were tasked with researching Information & Referral software packages to determine which would best meet the needs of OR211. Criterion included (1) serving as a central repository of resource information (2)with web access to that information,(3) I&R functionality, (4) AIRS and HIPAA compliance, (5) capability to import and export to multiple systems in other formats, (6) custom reporting capabilities, and (7) flexibility of data collection.
The committee reviewed the pricing and functionality of Resource House (now being used by WIN211), Tapestry (now being used by Lane County), ServicePoint (now being used by Douglas County, and for HMIS by the State of Oregon, HCS), and IRis (now being used by 211info, their regional partners in the Portland metro and SW Washington area, and by Idaho 211).
On 9/14/04, at the conclusion of the committee’s fact finding, a recommendation was made by the Technology Committee to leverage the purchase of ServicePoint, and to enter into a Memorandum of Understanding with the City of Portland, BHCD. At the time this solution met the overall functionality needs of OR211, and it was felt it would be flexible enough to integrate with other solutions that may be chosen by partners throughout the State as other regions activated their 211 call centers.
CurrentlyOur objectives remain the same as they were in 2003/04. At this time OR211 has one operational call center, and two call centers nearing 211 activation. All are on different software platforms, none of which can data share with the others.
Much progress has been made over the past three years by AIRS in developing and enhancing an XML schema that will facilitate data sharing between users of different I&R software programs. At this point an XML exporting utility is available from each of the four software vendors previously evaluated, however none have an importing utility available at this time.
Recommended next stepsDue to the length of time since the original I&R software recommendation was made, it is suggested the Technology Committee use a standardized, impartial procedure to review and update this recommendation.
The slow progress by software vendors in creating an XML import utility would require each OR211 partner to pay their software vendor to create a “crosswalk” program specifically written for sharing resources between two specific I&R software systems. Funding must be generated for this to proceed. It is recommended that following reviewing and updating the I&R database software recommendation, OR211 and each of the existing or developing call centers begin exploring the cost of creating the crosswalk program. Funding can then be pursued for this purpose.
In addition, some standards must be developed between all parties for consistency and facilitation of data sharing. Items needing attention include development of a common inclusion/exclusion criteria for the central repository, determination of common data fields to be shared, development of style standards for those fields, agreement on taxonomy usage/version, and creation of a method for determining ownership/responsibility for shared resources (e.g. State agencies, nationwide services, etc.). It is suggested the Technology Committee expand to include representation from all OR211 regions and schedule regular quarterly meetings to begin to address these topics.
OR211 Database Review Committee Meeting Minutes
April 25, 2007
Meeting was held at the 211info office in Portland. Introductions of participants with a brief description of background, experiences with database software, current job and involvement with 2-1-1:Stephen Guntli, Oregon CCR&R Network/OR211 BoardBecky Vorpagel, Information Architecture, IncMary Hogan, formerly Infoline Connecticut (UW/211)Jimi Smith, Community Action/OR211 BoardKathleen McHarg, Multnomah County Aging/OR211 BoardJeri Shumate, 211info/OR211 BoardTom Page, Consultant to OR211 We need to add others to this Tech Committee. Who should we include:
When dealing with vendors, we need to be up front about having to raise the money for purchase. Murdock could be potential funder for software purchase, installation and configuration. Data transfer using XML is wonderful in theory, but there is usually a lot of hurdles along the way. At this point in time most of the major I&R software vendors can export to XML, but cannot import an XML file. The import option is probably not going to be available for a few years.
Notes by Jimi Smith