OR 211 Board of Directors
Wednesday, August 27, 2008
Call to Order
Meeting was called to order at 7:30am at the 211info office in Portland.
Attending
Stephen Guntli, Kathleen McHarg, Jimi Smith, Liesl Wendt, Vic Falgout, Howard Klink, June Sedarbaum (by phone) and Len Hockley (by phone). Excused: Mark Tennyson.
Guests: Jeri Shumate and Joan Lewis.
Approval of Minutes
The minutes from our meeting on July 16th were reviewed. Kathleen moved the minutes be accepted as presented. The motion was seconded by Liesl and passed unanimously.
Approval of Fiscal Report
The Financial report was presented showing YTD expenditures of $2,066. Jeri noted the amount shown in the YTD expenses column for Resource Development Salaries should actually be in the same column as Contract with 211info Salaries. Jimi moved the Fiscal report be accepted as modified. The motion was seconded by Vic and passed unanimously.
Staffing Issues Discussion
Stephen explained that he is no longer with Komen, and he presented a staffing proposal that would create a permanent position of leadership for him within OR211. The position would pursue private and state funding while also trying to keep some programmatic aspects moving forward. Stephen left the room during the Board's discussion of his proposal. It was felt the position should not have a vote on the Board and this should be a contracted position. We all agreed there are still details to be worked out.
Liesl moved that a contract be developed with the available funds assigned to Resource development in the budget for a potential position of Executive Director, and a subcommittee be created to address the details. The motion was seconded by Vic and passed unanimously.
The subcommittee formed will include Vic, Howard and Joan.
Due to the fact that we have no Vice Chair to take over when Stephen steps down as Chair, Liesl agreed to serve as Vice Chair for 30 days while we do some strategic Board development. Kathleen nominated Liesl to serve as Vice Chair for a minimum of 30 days. Vic seconded the nomination and it passed unanimously.
Jeri will continue to work under our existing contract with 211info. She will continue to spend 20% of her time on OR211 tasks through January of 2009.
Stephen will resign from the Board at the end of this meeting.
Steps to Secure State Funding
Jeri has provided us with an Excel spreadsheet with assignments. With the change in Stephen's status, he will be available to spend more time on this and will take over more assignments for connecting with key people.
Stephen will send notes to Board members following the meeting with Jeremy Emerson.
Private Funding Update
It was determined we should be raising funds for the Executive Director position. There needs to be a clear separation of OR211 and 211info when approaching funders. We want to acquire a combination of private and public funding, and need to approach Meyer Memorial Trust again.
Recruitment of New Board Members
We will all contribute to a list of the top ten potential Board Members. It is felt we need at least five additional board members. We'd like to increase our diversity and would like to include representation from Central Oregon. Our Board member search should have a statewide focus, and we should request a one year commitment from those we approach. Stephen will email suggested wording to be used when contacting potential new board members.
The meeting was adjourned at 9:05am.
Respectfully submitted,
Jimi Smith, Secretary
OR 211 Board of Directors
Wednesday, July 16, 2008
Call to Order
Meeting was called to order at 7:30am at the 211info office in Portland.
Attending
Stephen Guntli, Kathleen McHarg, Jimi Smith, Liesl Wendt, Jeri Shumate, Vic Falgout, June Sedarbaum (by phone) and Len Hockley (by phone). Excused: Howard Klink and Mark Tennyson.
Approval of Minutes
The minutes from our meeting on June 11th were reviewed and amended to remove editorial comments added after the meeting took place. Kathleen moved the minutes be accepted as amended. The motion was seconded by Vic and passed unanimously.
Update
Stephen explained that Tom will be unavailable to work with OR211 for at least six months due to health issues. We will keep him updated on our progress and may hire him back for program development work when we reach that point. Tom's absence requires that we restructure staffing to cover all the development areas we are working on presently.
Inter-Agency Proposal
Jeri has created a proposal which she will present to the Board of 211info tonight for approval. The proposal outlines a plan by which 20% of Jeri's time over the next six months would be devoted to the statewide development of 2-1-1. She will be identified as the Interim Executive Director of OR211. In order to maintain communications between the two Boards, either Liesl or Stephen will attend 211info's Board meetings to represent OR211, and Joan Lewis will represent 211info at the OR211 Board meetings.
The inter-agency proposal was reviewed and revised to include beginning and ending dates in the first paragraph, and note a reference to "fiscal year" in the last sentence of the document. Vic moved that the proposal be submitted to the 211info Board as modified. The motion was seconded by Kathleen, and passed unanimously.
Other staffing changes
If the 211info Board approves the proposal, Jeri will no longer be able to serve on the OR211 Board and will resign effective July 17th. We need to recruit 2-3 new Board members.
Stephen has a couple of ideas for a Resource Developer that OR211 could hire to do grant work with Stephen. Jeri also suggested Stephen meet with Joyce White of Grantmakers of Oregon and Southwest Washington (GOSW).
Approval of Fiscal Report
The Year End Financial report was presented showing a remaining balance of $26,527. The staffing changes outlined above would require revising our budget for FY2008-2009. The proposed budget for FY2008-2009 was presented and discussed. A few minor modifications were made that did not affect the totals. Vic moved the Year End 2007-2008 Fiscal report be accepted as presented, and the Proposed Budget for FY2008-2-009 be approved as modified. The motion was seconded by Liesl and passed unanimously.
Roles for State Support Request
Everyone was given a list of the names and addresses of the Oregon Senators and Representatives. Identified roles are as follows:
Liesl, Stephen, and Howard will meet with George Okulitch who is the lobbyist for the United Way of Columbia/Willamette. We should all try to identify other lobbyists who might be able to help support our request to the State.
Jeri will create a one page "talking points" and FAQ for all of us to use.
It was felt we should look into joining the Human Services Coalition of Oregon (HSCO).
Database Selection Committee update
A one page report was provided explaining the status of the RFP, comments about a recent software evaluation that was circulated on the airsnetworker listserv, and some items/questions remaining for discussion.
After releasing our RFP twice we have only received one proposal from Mary Hogan, for a maximum cost of $5,200, that we could even consider accepting. For FY07-08 there was $2,900 budgeted for the database selection process, but the revised budget for FY08-09 has increased that amount to $7,500. It was suggested we create a contract with Mary with a delayed timeline.
A brief discussion regarding the cost of a statewide software package, who would purchase the selected software (OR211, the participating call centers, or both), and how soon could funding be raised for this major purchase. Jimi will do some research into software costs for a statewide system, and the amount could be included, with an explanation, in our ask to the State this year.
Due to our push for legislative support we will be meeting monthly through November. Jeri will email potential meeting dates for our approval.
The meeting was adjourned at 9:30am.
Respectfully submitted,
Jimi Smith, Secretary
OR211 MINUTES
June 11, 2008
7:30 – 9:00 am
211info office, 621 SW Alder, Suite 810, Portland, OR
ATTENDING: Stephen Guntli; Kathleen McHarg; Jeri Shumate; Liesl Wendt; Howard Klink; June Sedarbaum; Len Hockley EXCUSED: Jimi Smith; Vic Falgout; Mark Tennyson STAFF: Tom Page
CALL TO ORDER
The meeting was called to order at 7:40. Action items were deferred until a quorum was present.
LEGISLATIVE FUNDING REQUEST
1. June 23: Stephen, Tom and Jeri have a meeting in Salem on Monday, June 23 with Jeremy Emerson, Deputy Chief Administrative Officer at DHS. Discussion followed on what outcome we want from that meeting. We reviewed the DHS Organizational Chart to determine his position and other key leaders with whom we should connect.
NOTE: See attached Org charts for DHS, and for Administrative Services Division
Jeri and Tom presented a cost and funding analysis based on the national 2-1-1 business plan template. The “Annual Budget Projections” page was distributed. Stephen asked about backup to support the numbers, and the entire packet was displayed via LCD projector. It was agreed that the single-page document is appropriate to share after some simplification (remove Years 3 through 5) and with simplified back-up available if needed.
Outcomes we want from the meeting include:
1. Request to be included in their decision package—our $ ask
a. Use SafeNet as example; bring statistics
b. Authorize a long-term analysis of existing 800 lines (not dedicated specialized lines—make specific list of exclusions as starters)
c. Include specific focus on disaster readiness and response
2. Broach subject of multi-departmental strategy (DHS, OHCS, OEM)
3. Dedicated state-level DHS staff for next six months to help build support
4. Request that Dr. Goldberg host a cabinet-level conversation re: 2-1-1
2. June-July-August: Focus on grassroots networking, mining bureaucrats for issues and their support. Build a coalition of supportive individuals and agencies. Be sure electeds learn the message that supporting 2-1-1 is important for their constituents. Focus on issues which will be most important to local electeds: food, gasoline, timber revenue loss.
Immediate next steps:
1. Tom to contact Ken Murphy and Mark Tennyson to request dedicated OEM staff—can Mark be available to do Salem work for OR 211 at 20% for next six months? If so, can Mark also attend June 23 meeting?
2. Have key contacts place preliminary calls to Jeremy Emerson prior to June 23, to prep him by demonstrating support. NOTE: Jeri will provide talking points via e-mail.
a. Liesl to contact Jerry Burns
b. Howard to contact Michael Skeels
c. Jeri to contact Oregon SafeNet team
d. June to contact Lane County DHS official
3. Jeri & Liesl to discuss, then contact Victor Merced about request via OHCS
4. Howard to contact Claudia Black about how to get 2-1-1 in Governor’s agenda
3. September-October-November: Build sense of urgency! Hold event—take wherever we are to leaders with specific asks for their support. Hold a mini-summit day for legislators; piggyback a Lobby Day with HSCO, etc.
Stage an event: “Here’s a scenario. How do you get the help you need?” Give them a phone book, a phone, etc. Invite PDX City Commissioner Randy Leonard, MultCo Chair Ted Wheeler. Make it real to them! Hold it during first week in October. Also in October hold a strategic press event—focus on whatever the need is that surfaces at that time (Disaster Of The Day).
4. December-January-February: The legislative session—all work focused on meeting, networking, messaging, lobbying, advocacy to garner and secure support for funding request.
2008-2009 OR 211 BUDGET
Also urgent to address: how do we survive as an organization through June 2009? We briefly reviewed proposed budget with current numbers. Expressed need for more funding. Specific request now is to extend contracts that expire on June 30; action to approve formal budget was deferred.
ACTION: Howard Klink moved and Kathleen McHarg seconded that we renew current contracts with Tom Page and 211info through August 31, 2008. Passed without dissent.
Stephen directed that Tom and Jeri craft a specific detailed plan that will address how the activities in front of us will be accomplished.
1. Write a plan to secure more money for FY 08-09
2. Write a timeline to accomplish all tasks over the next six months
3. Create a detailed budget to include anticipated costs for events, etc.
APPROVE FISCAL MANAGEMENT POLICY
The proposed fiscal management policy was presented.
ACTION: Howard Klink moved and Liesl Wendt seconded approval. Passed without dissent.
OTHER BUSINESS
Additional action items were deferred due to inadequate time. They will be addressed at the next meeting. Jeri will send out a Meeting Wizard for mid-July.
The meeting was adjourned at 9:00 a.m.
Respectfully submitted,
Jeri Shumate, secretary pro tem
Wednesday, May 1, 2008
Call to Order
Meeting was called to order at 7:30am at the 211info office in Portland.
Attending
Stephen Guntli (Chair), Kathleen McHarg (Treasurer), Jimi Smith (Secretary), Jeri Shumate, Vic Falgout, Howard Klink, Mark Tennyson, Liesl Wendt, Tom Page, OR211 Consulting Director, June Sedarbaum (by phone) and Len Hockley (by phone).
Guest
George Okulitch, Tressider Company
Approval of Minutes
The minutes from our meeting on April 3rd were reviewed. Kathleen moved the minutes be accepted as submitted. The motion was seconded by Mark and passed unanimously.
Approval of Fiscal Report
The March 31st Fiscal report was presented and discussed. It was noted this report doesn’t include the $12,000 which has been approved by the NNLM, but which we’ve not yet received. No corrections were noted. Vic moved the Fiscal report be accepted as presented. The motion was seconded by Liesl and passed unanimously.
Updates
Stephen gave George Okulitch, who is a lobbyist, a brief update on the status of OR211.
Tom gave an update on the DHS forum meeting in Portland, at which he was able to chat with Dr. Goldberg. Dr. Goldberg will send someone to our May 30th meeting and wants to meet with 211 in June. It was agreed we should request that Claudia Black from the Governor’s office attend our May 30th meeting, and we will try to schedule a meeting with him for early June as he wants to wrap up his budget development process in June. 211 was mentioned in both of the forum breakout sessions Jeri and Tom attended.
Funding Discussion
We have a 2-3 month window for a three way approach to OEM, DHS, and HCS. A meeting is already scheduled for tomorrow with OEM regarding a dedicated funding stream for disaster preparedness and public safety. If they decline that, we will ask them to support us with future asks to other departments. We’ll meet with Victor Merced at HCS in May. And we will have DHS support at our May 30th meeting.
It was suggested that SafeNet could morph into 211 and we could include a request for support from the Dept of Health, but it was determined this should not be included in our first ask.
George noted that dedicated funding is harder to get. We will need multiple agency buy-in to build more support with the Governor’s office. We need to bring in the legislators early in the process.
We will develop a two part ask:
1. The first part would be for $3.7 million per year to do 211 right, and $xxx as a minimum to provide 211 service. It should include an explanation of what this would provide and why we need it. We will prepare two budgets; one to support the maximum figure (ongoing 211 statewide 24/7/365 service), and a second to support the minimum figure (211 ramp up for emergency response).
2. The second part would be to lay the groundwork for revenue from several agencies in the future.
Planning for May 30th “2009 Pre-Legislative Conference”
The goal of this meeting will be to garner support for our ask and to determine the best route. It will be presented as a launch.
A rough outline of the agenda:
History and status of 211
Timeline of statewide implementation (including costs)
Timeline for legislative ask
Discussion of the specific two part ask and including the budget information
Request for support from this “unlikely coalition of supporters”
The Executive Committee will meet Tuesday, May 13th for further planning.
Database Selection Committee update
The RFP to select an outside contractor to conduct the evaluation and comparison of I&R software packages has been drafted. The timeline anticipates release of the RFP on May 1st, selection of a contractor by early June, and completion of the process by early September.
There is currently $2,900 budgeted for the process, and we could ask for additional match from NW AIRS if necessary. The committee will approach the Board for approval prior to expenditure of any funds. Jeri moved that the Board approve the release of the RFP, and Vic seconded. The motion passed.
The meeting was adjourned at 9:30am.
Respectfully submitted,
Jimi Smith, SecretaryOR 211 BOARD MEETING
Minutes
April 3, 2008
621 SW Alder, Suite 810, Portland, OR 97205
Present: Liesl Wendt, Mark Tennyson, Jeri Shumate, June Sedarbaum (by phone), Kathleen McHarg, Stephen Guntli
Staff: Tom Page
The meeting was called to order at 7:45 a.m. A quorum was not available until approximately 8:00 a.m. so action on approving minutes was deferred until the next meeting. One correction was noted: the “save-the-date” postcard template incorrectly invites people to a meeting on May 31. The date should be May 30.
Stephen opened the discussion with the need to determine our rationale for government support, preparatory to the May 30 meeting. Basic reasons include:
· State match is needed to strengthen local and private funding
· HB 3443 mandates the development of a statewide 2-1-1 system
Tom announced a new “messaging strategy” that emerged from 211US’s national leaders meeting this past weekend in Indianapolis:
“211 is core infrastructure for social services and emergency response just as 911 is core infrastructure for public safety.”
PROPOSED LEGISLATIVE REQUEST: Discussion followed about the specific amount to be requested and the purposes for which it would be used. Informal agreement was reached that we would request $2,000,000 during the 2009-2011 biennium, to be used for the following purposes:
Our request will include an agreement to provide a $1,000,000 match in Year Two from all other local sources (including support already available), thus providing $2,000,000 in working assets in Year Two.
Existing match to proposed state funding (stable 211info funding)
$240,000/year – United Way of the Columbia Willamette
$100,000/year – Washington County
$340,000 – Total stable funding
+$95,000 (currently in development) from Portland & Multnomah County
$435,000 potential local funding for 211info in FY2008-09
PLANNING FOR MAY 30 EVENT: Discussion turned to logistics for the meeting.
LOCATION: Oregon Childcare Development Coalition office in Wilsonville
TIME: 8:00 am – 9:30 am
INVITEES: We reviewed the list of names generated last month to determine responses to date. We secured a list of Oregon State Representatives and Senators and identified potential invitees. We agreed to establish a deadline of making “first contact” with the original list by Friday, April 11, and to disseminating the new list of potential senators and representatives for feedback on contact opportunities.
A save the date will be sent no later than Wednesday April 16th.
GOVERNOR: Liesl will contact her former boss who now workers for Governor Kulongoski about the best way to assure he is well-involved and that support for 2-1-1 is secured and maintained from his office.
AGENDA: The program for May 30 includes:
Welcome & Purpose
What is 211?
High-level explanation of 2-1-1w/National & State Status – Jeri & Tom
Why are you here? The state ask – John Tapogna (Jeri to confirm)
What we need
Why we need it
Consequences of not receiving state support
**Handout - one-pager with the ask and past 5 year investment in 211– Liesl & Tom to develop
Panel discussion: Why does 211 matter?
(Include people like Donalda Dodson from OCDC, Ian Finch (user), Deb Wallace and/or Jim Moeller as electeds from Washington State)
What is OR 211 asking from attendees?
Personal/organizational support for OR211 ask
2 – 5 legislative champions
Ideas/access to other funding
OUTCOMES:
· Identify legislative champions in Portland, Southern and Central Oregon
· Secure Gov. Kulongoski’s support for 2-1-1 budget request
· Develop partnerships with other I&R service providers
We briefly discussed hoped-for outcomes and determined that our primary goal is to get buy-in from key legislators who can champion the request, and for critical information on how to get onto the Governor’s budget. We want people attending who are able to assure we can get something in front of the legislature. We also want to invite key business professionals who may support 2-1-1 development financially.
With this understanding, we re-visited our invitations list and determined it would be important and appropriate to hold a second event later in the summer for the broader base of key stakeholders. This will include folks such as representatives from tribes and community stakeholders that individual regions may want to bring into their fold.
The national 211US team will be meeting in Portland at the end of July or early August, and we agreed to ask some of those key leaders to be available for this event. Tom will coordinate with 211 US.
FINANCIAL REPORT: Kathleen and Jeri presented a rough budget to demonstrate where we are financially and where we have funds available for development in the next three months and following into our next fiscal year.
CONSULTING DIRECTOR’S REPORT: Tom briefly reviewed his report (see attached) making particular note of the extensive community-based work that happened in March.
ACTION ITEMS/NEXT STEPS
o Confirm arrangements with OCDC location – Jeri
o Arrange catering for continental breakfast - Jeri
o Phone calls to key attendees by April 9 – see attached list
o Stephen & Jeri to review list of state electeds with Howard and/or UWCW lobbyist
o Save the date notice by April 16 – see attached notice and forward to your assigned contacts
o Confirm speakers – Jeri (John Tapogna, Deb Wallace, Ian Finch, Donalda Dodson), Tom (Jim Moeller)
o Develop key partner list (who we need onboard) – Jeri & Kathleen
o Draft presentation – Tom & Liesl
o Draft summary of ask including stable funding and other funding secured in past five years – Tom & Liesl, to be reviewed by Julie Massa
Next Meeting
Thursday, May 1, 2008 from 7:30 am – 9:00 am at 211info
Goals: Finalize what we want to get out of May 30th meeting
Strategy for inclusion of funding request in governor’s budget
Discuss summer meeting for key stakeholders
The meeting adjourned at 9:15 a.m.
Respectfully submitted,
Jeri Shumate, with support from Tom Page
UPDATED KEY CONTACTS LIST – Invitees to May 30 breakfast in Wilsonville
Please note which individuals you have agreed to contact. Respond to Jeri or Tom no later than 12:00 noon on Friday, April 11, 2008 with the status of these contacts.
OR211 Board of Directors
Minutes
March 5, 2008, 4:30 – 6:30 pm
621 SW Alder, Suite 810
Portland, OR 97205
Attending: Stephen Guntli (chair); Vic Falgout; Len Hockley; Kathleen McHarg; Jeri Shumate; Mark Tennyson; Liesl Wendt; Tom Page (consulting director)
Excused: Howard Klink; June Sedarbaum; Jimi Smith
The meeting was called to order at 4:38 pm. It was noted that Julie Massa had submitted her resignation via e-mail earlier that day.
Minutes: Changes to the January minutes included:
Len Hockley moved approval as amended, Vic Falgout seconded. PASSED.
Financial: Kathleen reported that she reviewed the financial status of the organization and found no irregularities. Jeri reported that the bank balance is currently $73,272.31.
Board Structural Changes: It was agreed that existing boards will be encouraged to complete their terms and that additional members will be recruited for a one-year term to the maximum 15 allowed by bylaw. The focus will be to recruit individuals who can help us get funding from the state and do other fundraising. Following the year the status will again be reviewed, and the board will then likely split into a Governing Board made of people of influence who focus on governing and raising funds, and an Advisory Board of programmatic people.
It was determined that Sections 2 and 4 of the bylaws need to be amended to make changes to the board structure. Tom will submit those to board members a minimum of 30 days prior to the next meeting, at which time they will be voted on.
An Open Meeting, with hosted breakfast, will be scheduled for Friday, May 30 from 8:00 – 9:30 a.m. in Wilsonville to invite key leaders and potential board members. Contacts will also be invited to tour 211info during its Open House on May 14. Targeted contacts (and who will place the initial call) include:
The message is below. Immediately after the initial phone contact, Save-The-Date e-mails and postcards will be sent in follow-up to their schedulers:
-----------------------------------------------
Do you want to see 2-1-1 service available for all Oregonians?
OR 211 invites you to a free
Pre-2009 Legislative Strategy Breakfast
Friday, May 30, 2008
8:00 – 9:30 a.m.
Wilsonville, OR
Location To Be Determined
OR 211 is at a critical point! We need your help as we seek state funding to build a sustainable organization that can bring 2-1-1 to all Oregonians and then assure it remains available as long as Oregonians need it.
Please Save The Date!
-----------------------------------------------
Two planning meetings need to be held prior to the Breakfast. Tentative dates are:
Tom will send out two Meeting Wizards to schedule these board planning meetings.
REPORT FROM TOM PAGE:
Tom has submitted (or will submit within the next few days) the following requests for funding:
a) Earmark for federal funding to Congressmen Wu and DeFazio ($250k)
b) Grant request to MentorGraphics ($7.5k)
c) Grant request to Providence Health ($20k)
d) National Network of Libraries of Medicine Express Grant ($12k)
The larger request to be submitted to the NNLM is due in May, and will require lots of letters of support.
Tom met with Priscilla Gould and June Sedarbaum in Eugene, OR earlier this week. Discussion was held about database concerns.
Tom met with fifteen community leaders in Bend including the United Way, libraries, funders, and the two biggest human service agencies in the area. These represented three counties (Deschutes, Crook, and Jefferson) and all are enthusiastic about bringing 2-1-1 to that region. They agreed to provide support to the Database Review Committee.
Tom met with individuals in Columbia County following the flooding disaster in Vernonia this winter.
DATABASE REVIEW COMMITTEE:
Discussion will be held at the next meeting. Kathleen agreed to e-mail the newly-released AIRS criteria for databases to Jimi, for her review against the criteria established by this group last year.
CONTRACTING DIRECTOR:
Tom Page left the room. Stephen announced he will be assuming the supervision role and Tom will report directly to him. Jeri will reorient the tasks performed by 211info to continue to support OR 211, including support for both Stephen and Tom as needed.
The meeting adjourned at 6:35.
Respectfully submitted,
Jeri Shumate, sitting in for Jimi Smith.
Wednesday, January 23, 2008
Call to Order
The meeting was called to order at 4:30pm at the 211info office in Portland.
Attendance
Stephen Guntli, Susan G Komen for the Cure, 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)
Jimi Smith, Community Action (Washington County), Secretary
Tom Page, OR211 Consultant
Previous Business:
All passed unanimously.
Roles of Contracted Consultant and Board:
Goals for 2008:
* If Tom meets a potential Board member, he will discuss the possibility with the person and pass their contact information to the executive committee.
Fundraising Discussion:
State Government:
Other private or government:
Board Meeting Issues:
Board Growth and Advisory Board:
Our next meeting will be March 5th from 4:30-6:30pm at 211info’s office in Portland.
The meeting was adjourned at 6:20pm.
Respectfully submitted,
Jimi Smith, Secretary