OR211 COALITION STEERING COMMITTEE
Oregon Child Care Resource & Referral Conference Room
Tuesday July 2, 2002
2:00 p.m. - 3:30 p.m.
MINUTES
In Attendance: Ramona Rodamaker, Department of Human Services; Bonnie Davidson, Community Action Directors of Oregon; George Grosch, Benton County Information & Referral; David Foster, Oregon Housing and Community Services; Liz Bartel, NW-AIRS, Mary Nemmers, Oregon Child Care Resource and Referral Network.
Announcements: David reported that since the Special Session of the legislature is finished the Executive Order can be turned into the Governors Office. He also updated the group on the status of the integrated I&R directory, things are going slower than expected due to freezing of hiring a position at the Powder River Facility. Once the funds are found to fill that slot updating will continue. The plan is to have a version up on the intranet within 6 months.
Bonnie has scheduled a 211 session at the Oregon Anti-Poverty Conference November 6 - 8, 2002 at the Seaside Convention Center. George will put together a flyer for posting to the CADO Conference website. The session will be on Friday morning and is an opportunity to introduce a new population to 211. It is also the time we agreed to report back to the Coalition with a Draft Work Plan for the Steering Committee.
George reminded the group that the August meeting would be a presentation to the Steering Committee from representatives of the telecommunications industry to talk about their systems and recommendations for system design. We will need to have a larger facility to accommodate the group. We will try the meeting room at the 911 Manager's Office. George will call Laura Wolfe to check on the room. He also mentioned that he had received e-mail from Oregon Resources regarding meeting with the committee to review their product for use as the database for the 211 system. There was also a request for Benton and Linn county data to add to the system. He said he was not inclined to provide the data but if they chose to purchase a directory he had to sell them one. He is interested in seeing the system but it is to early to be considering these issues at this time. He will keep the group informed.
Ramona mentioned that she had spoken with Grant Higgenson the State Health Officer and he is planning for use of the bio-terrorism money. She suggests we contact him at the earliest possible opportunity to set up a meeting to discuss 211 and it's relation to the Bio-Terrorism Bill. Bonnie also mentioned she is working on contacting Ron Rucker the Superintendent of the Oregon State Police and the state head of homeland security. We will work on appointments with them after the 4th of July holiday.
211 Executive Order: Group reviewed the final draft of the Executive Order and found it to be ready to send for approval. We are waiting on two additional letters of support from NW-AIRS and the Oregon Hunger Task Force. Those should be available in the next 10 days and George will forward packet with cover letter to David to begin the approval process.
Work Plan Elements/Process: Now is time to begin the process of developing a work plan for the Steering Committee. Our commitment to the Coalition was to have an outline ready for the next meeting (July 15, 2002) and to have a proposed work plan ready for the meeting at the Anti-Poverty Conference in November. Group acknowledged that it may not be possible to have a complete draft plan ready by November 2002 we can have a better definition of the elements and an process outline in place. Group also discussed the initiative of the United Way of the Columbia Willamette and the I&R providers in the Metro area. Their work will have an impact and may to some unknown extent drive where the larger group goes and what the plan looks like.
Group brainstormed items for inclusion in the plan:
George will organize the list and add additional definition of the topics for the next meeting.
Other Business: Get University of Texas materials to Brant to share with telecommunications representatives to review for our August meeting. Ask them to comment on the system designs outlined, the pros/cons of each, consider flexibility of system and issues of local control. This can serve as a basis for the next meeting and help with the work plan.
Next Meeting: Tuesday August 6, 2002 from 2:00 to 4:00 p.m. in Salem at a location to be determined.
The full coalition will meet in Eugene on July 15th from 10:00 a.m. to Noon. George will send out agenda and location with directions tomorrow.
Meeting adjourned at 3;30 p.m.
OR211 COALITION STEERING COMMITTEE
Oregon Child Care Resource & Referral Conference Room
Tuesday June 4, 2002
3:00 p.m. - 4:30 p.m.
MINUTES
In Attendance: Brant Wolf, Oregon Telecommunications Association; Lowell Greathouse, United way of the Columbia-Willamette; Ramona Rodamaker, Department of Human Services; Dan Van Lehman, Department of Corrections; Bonnie Davidson, Community Action Directors of Oregon; George Grosch, Benton County Information & Referral.
Updates: George is continuing to coordinate a possible foundation-funding request in cooperation with the WA 211 group. He mentioned that their Chair Jeri Schumate will be attending the AIRS Conference in Salt Lake City and will come back with information relating to implementation. Ramona mentioned that the Ford Family Foundation and the Edna McDonald Clark Foundation were considering grants to fund projects that promote connectivity and innovation in the uses of technology. George will follow up and research those foundations.
Brant announced that in discussions with the members of the Oregon Telecommunications Association and the members are requesting that OTA not be identified as a member of the Steering Committee. The group is supportive of the project and wants to be involved in system development but feels they will be best served by not officially participating. Brant clarified that he plans on attending and participating in Steering Committee meetings and will help arrange for expertise to assist the committee in systems development. The group recognized the need for representation by the telecommunications industry and understands they may want to take a lower visibility level as planning progresses. The group will look to the August meeting to have representatives from the industry come to the Steering Committee and tell us about their systems and how their infrastructure effects how the 211 system is implemented.
Brief discussion on the Bio-Terrorism Act, it has passed the House and is awaiting passage in the Senate. It is expected to be signed by the President then a companion bill will be drafted for appropriations of the funds. Ramona suggested contacting Barry Kast of the Health Division as she is aware of plans to make use of those funds in Oregon. She will bring up 211 at the Cabinet Meeting on Monday. She also mentioned the need to connect with FEMA as another player in the process.
Executive Order: The group reviewed the draft of the Executive Order and made changes as noted on the attached draft. The Mission Statement was clarified and key stakeholders were modified to reflect actual composition of the Steering Committee.
George will make the changes to the Draft and bring a final version back to the group at the July meeting. David Foster will coordinate getting the Order to the Governors Office. Those on the Steering Committee that are writing letters of support should have them ready by the July Meeting.
Ramona will be meeting with the DHS Cabinet next week and will bring up the letter of support. The group feels that the Executive Order should not have a problem getting signed by the Governor.
Next Steps: The July meeting will focus on finishing the E.O. and brainstorming 4elements of the Steering Committee Work Plan.
Next Meeting: Tuesday July 2, 2002, 2:00 p.m. to 4:00 p.m. at the office of OCCRRN in Salem.
OR211 COALITION STEERING COMMITTEE
Tuesday, May 7, 2002
Oregon Child Care Resource & Referral Network Office
Salem, Oregon
MINUTES
IN ATTENDANCE: Bonnie Davidson, Community Action Directors of Oregon; Liz Bartel, NW-AIRS; Lowell Greathouse, United Way of Oregon; Mary Nemmers, Oregon Child Care Resource Referral Network; Brant Wolf, Oregon Telecommunications Association; Ramona Rodamaker, Department of Human Services; Laura Wolfe, OR 911 Program Coordinator; David Foster, Oregon Housing and Community Development; Dan Van Lehman Department of Corrections; Linda Maxon, United Way of Oregon; George Grosch, Benton Count Information & Referral.
George Grosch called meeting to order at 2:00 p.m. Introductions were made and it was noted that this is the first meeting of the team charged by the OR211 Coalition to guide the implementation process. Group reviewed and approved the agenda as presented.
OR211 LEGITIMACY: Group reviewed the history of the OR211 Coalition to date noting that as the Coalition grew and expanded it's geographic connections across Oregon it became increasingly difficult to conduct business as the majority of meetings were spent bring participants "up to speed" on what had happened to date. As a result the Coalition charged a sub-committee with making recommendations to the group as to how to move the process forward. That process resulted in the creation of this group.
Throughout the coalition building process there was never any formal recognition or authorization of the Coalition as the group responsible for implementation. There is nothing preventing other groups or organizations from implementing a 211 call center or for taking the lead in implementation process. It was noted that it is a credit to the inclusive approach the Coalition has taken that there are not other groups working on the same issue nor attempting to implement local call centers. There is also no indication that any other group or organization is working on this project. The feeling is that the coalition is broad enough that if another group were working on 211 one of our partners would have heard and brought it to the attention of the whole group.
The issue of how to solidify the Coalitions role as the "official" group working on 211 implementation followed. A draft copy of a gubernatorial Executive Order was distributed for the group to review. Discussion focused on the question "Is an executive order the right tool to accomplish the goal?" Another option was to attempt to get a Legislative Order recognizing the Coalition and affirming the need for 211. The political considerations point to the Executive Order as the option to pursue. The legislative approach was determined to be to complex and time consuming for our purposes.
Talk turned to how to get and Executive Order and what should it say. David Foster suggested that the draft EO should more specifically focus on the vision of 211 and the benefits of having a 211 system in place rather than authorization of the Coalition as the organizational body. George will draft another EO and provide it to the group via e-mail for review. Suggestions for changes can happen between meetings electronically with the intent of having a final document ready in June.
David agreed to take the issue of how to proceed back to his department and make inquiries into the receptivity of the Governor's Office to a 211 Executive Order. He will report back to the group at the next meeting.
Steering Committee members were asked to approach their organizations to elicit letters of support for 211. They will be needed for inclusion in the packet submitted to the Governors Office. Some members of the Steering Committee expressed reservations regarding providing a letter of support at this time citing political and organizational issues mainly around their groups lack of complete information surrounding the implications of 211. The group acknowledged there are constraints for some of us and if a letter at this time is premature then that was their decision. The important issue is their continued participation on the Steering Committee as each represents a critical partner in the success of the process. As momentum continues to build around 211 and additional information becomes available the group feels comfortable that initial reservations will disappear. For now we need to proceed with establishing the legitimacy of the Coalition.
Letters should be ready for the next meeting in June and we should plan on having a decision packet in the Governor's Office in early July. After that time the November election will begin to dominate the agenda and transition issues make it harder to have an order signed. Discussion continued on the need to closely follow the primary election for governor and have information ready for candidates from each major party. It is also not too early to begin to talk with legislators on both sides of the isle, with conservative and liberal members, so that there is awareness of 211 and the benefits to the citizens of Oregon. Several members at the table have lobbyists and will make them available for helping move 211 issues forward.
The group added development of a Legislative Agenda to the issue bin for discussion and work at future meetings.
STEERING COMMITTEE GOVERNANCE AND MEETING SCHEDULE: George brought up the fact that he is facilitating the meeting by default having agreed in the very beginning to serve in that capacity. The Organization Sub-Committee recommended members of the Steering Committee and while he is willing to continue in his current role he feels it is the groups decision as to his continued participation. The group affirmed their desire to have him continue to facilitate meetings and continue in his current role.
He also asked the group about internal decision-making processes. Ramona opined that it is difficult to offer a suggestion as to formal decision-making process without more information about how things have been done in the past and expectations of the Coalition in general. The Coalition has always operated on a consensus model and has never taken a formal yes/no vote on any issue. The Coalition has adopted a Mission, Vision, and Goal Statement, charged the Organizational Sub-Committee with a work task, approved reports by that committee and affirmed the direction the committee was moving, all without a formal vote being taken.
Bonnie stated that she believed one of the reasons for the success of the Coalition was the inclusiveness of the process and the ability of everyone to put their issues on the table for discussion. She suggested that she would like the Steering Committee to continue in that tradition recognizing that there may come a time when a formal yes/no vote will be required. David concurred saying that it was not necessary at this time to make a formal decision and suggested that the group continue as in the past, from meeting to meeting and evaluate at each step along the way. There may be times when consensus cannot be reached and we would deal with that at that time. For now there will be specific tasks to accomplish that did not require a formal process that he really liked the openness consensus based decision-making brought to a group and felt it was a good way to proceed for the immediate future. There was consensus on the consensus-based model.
Discussion turned to meeting schedules. There was agreement that we should continue to meet on a monthly basis on the first Tuesday from 2;00 p.m. - 4:00 p.m. with the exception of the June meeting.
Next Meeting: Tuesday June 4th from 3:00 p.m. - 5:00 p.m. at the Office of Emergency Management. Laura will coordinate the room.
Draft Executive Order
This Executive Order creates the OR211 Coalition and adopts the OR211 Coalition Vision and Goals as the planning tool to bring 211 services to the people of Oregon.
WHEREAS on July 21, 2000 the Federal Communications Commission granted the petition of the Alliance of Information and Referral Systems and United Way of America designating 2-1-1 as the access number for Information and Referral;
WHEREAS 2-1-1 provides callers in need with information and referral to human services such as: food banks, clothing closets, shelters, rent assistance, utility assistance. Physical and Mental Health Resources: health insurance programs, Medicaid and Medicare, maternal health, Children's Health Insurance Program, medical information lines, crisis intervention services, support groups, counseling, drug and alcohol intervention and rehabilitation;
WHEREAS 2-1-1 provides referrals that support Older Americans and Persons with Disabilities accessing work supports: financial assistance, job training, transportation assistance, and education programs. As well as support for: adult day care, congregate meals, Meals on Wheels, respite care, home health care, transportation, homemaker services;
WHEREAS 2-1-1 provides referrals that support Children, Youth and Family find child care, after school programs, Head Start, family resource centers, summer camps and recreation programs, mentoring, tutoring, and protective services;
WHEREAS those who want to give back to the community through volunteerism, donations or civic involvement can find a ready resource to direct them to helping agencies;
WHEREAS streamlined access to existing services, and an efficient and accurate database and referral system helps vulnerable people to help themselves;
WHEREAS the members of the OR211 Coalition have adopted the following Vision and Goals:
Vision:
Goals:
Therefore it is hereby ordered and directed:
1. The OR211 Coalition shall work to implement a comprehensive 2-1-1 system in Oregon;
2. The following organizations are directed to appoint representatives to serve on the OR211 Steering Committee:
3. The OR211 coalition may appoint additional representatives to the OR211 Steering Committee, as it deems necessary to carry out the Vision and Goals f the organization.
4. The OR211 Steering Committee shall carry out the following activities:
5. The Steering Committee should meet monthly or as often as it deems necessary to carry out its Mission.
6. This Order expires ..... unless specifically extended by the Governor.
Done at Salem this (date) of (month) 2002.
OR 211 Coalition Meeting
Monday, April 22, 2002
Oregon State Capitol, Room 350
Salem, Oregon
Minutes
In Attendance: George Grosch, Benton County Information & Referral; Liz Bartel, Clackamas County Social Services; James Moore, Helpline Coos Bay; Jeanne Florem, Oregon Safenet; Bonnie Teschner, MCHD I&R Oregon Safenet; Mary Nemmer, OCCRRN; Cynthia Hurkes, UCAN Warmline; Michael Fieldman, Umpqua Community Action Network; Lowell Greathouse, United Way of Columbia-Willamette; Ramona Rodamaker, Dept. of Human Services; Terry Guza, Dept. of Human Services; Claudette Vincent, United Way of Oregon; Denny Newell, CAPECO; Phil Evans, Guideline; Diane Merry, Mid-Willamette Valley Community Action; Sharon Kipling, Douglas County DHS; Lee Ann Ryles, Lifespan Warmline MWVCAA; Linda Maxon, Lane County United Way Success by Six; Len Hockley, White Bird Info Line, Bonnie Davidson, CADO; John Dutt, City of Portland/Multnomah County I&R; Dan Van Lehman, Dept. of Corrections; David Foster, OR. Housing and Community Services; Dan Hayes, Community Services Consortium; Mary Nathe, Northwest Human Services; Wendy Rich, Jackson County Helpline (by phone); Brant Wolf, OR Telecommunications Association; Jimi Smith, Washington County Community Action Organization.
Coalition Chair Grosch opened the meeting at 9:00 a.m. and introductions were made around the table. Wendy Rich of Jackson County was in attendance by speakerphone.
Process Update: George reviewed the previous 18 months of activity of the OR211. This was the Coalition building period and the key accomplishments were building awareness of 211 across the state and assessing the interest of other service providers to work on implementation. After a series of outreach meetings and Coalition meetings held across the state it was determined that the goals of Phase 1 had been reached and the Coalition began to look at internal organizational issues. To move the process forward the Coalition charged the Organization Sub-Committee with the task of making recommendations on how to proceed with implementation.
The sub-committee met three times first defining the role of the Coalition. The recommendations of the role of the Coalition defined our role as providing information and outreach, identifying funding strategies, promotion and marketing of 211, advocacy on behalf of 211, and to assist communities in implementation planning. The recommendation also included the recommendation that the Coalition not become a service provider that role best being left for local service providers.
Chair Grosch then turned the meeting over to Phil Evans of Guideline Inc. for the full report of the Organization sub-committee.
Report of Organization Sub-Committee: The sub-committee recommends the formation of a Steering Committee to guide the implementation of 211 in Oregon. The Coalition is too large and diverse a group to be able to take on specific tasks. A Steering Committee will be small enough and comprised of representatives of larger organizations with the ability to guide the process. The following organizations are recommended as members of the Steering Committee; NW Alliance of Information and Referral Systems, Community Action Directors Organization, United Way of Oregon, Oregon Child Care Resource and Referral Network, 911 Managers Association, State Departments of Human Services, Corrections, and Housing and Community Services, and the Oregon Telecommunications Association. All of the groups have agreed to send a representative to serve on the committee.
Discussion focused on Steering Committee tasks and make up of the group. Key issues identified were establishing the legitimacy of the OR211 Coalition, developing a work plan for implementation to present at the July 2002 Coalition meeting, and identifying a plan to communicate with the members of the Coalition. Further discussion on other potential representation by Association of Oregon Counties and/or League of Oregon Cities. Reminder to be sure to include representation of seniors and disabled populations in planning process.
Group agreed that Steering Committee is the direction to move the process forward. Steering Committee representatives were agreed on and Coalition directed Steering Committee to meet at the earliest time possible to begin planning. First meeting of the Steering Committee will be Tuesday May 7th 2002 from 2:00 p.m. - 4:00 p.m. in Salem at a place to be determined. George will make arrangements for meeting space and notify group.
Next Coalition Meeting: Monday July 15, 2002 from 10:00 a.m. to noon in Eugene. Linda Maxon will make meeting room arrangements.
Organization Sub-Committee
January 31, 2002
In Attendance: George Grosch, Benton County Information & Referral; Phil Evans, Guideline, Inc; Lowell Greathouse, United Way of the Columbia - Willamette.
The purpose of the meeting is to discuss the input gathered at the last Coalition meeting and from a previous Organization Sub-Committee Meeting to develop a recommendation regarding the formal organization of the Coalition and to recommend future steps.
Group reviewed Coalition progress and accomplishments to date. The focus for the past 13 months has been:
There is consensus among the group that those tasks have been accomplished and there is high interest in seeing a 211 system happen. Given that the Coalition has met it's original objectives the focus of the past several Coalition meetings has been how to move forward.
At the last Organization Sub-committee meeting in October 2001, there was consensus that the OR211 Coalition was not interested in becoming a service provider. That role was best left to local providers. The role of the OR211 Coalition was generally described as:
Group discussed how to move from the public awareness and assessment mode into the implementation mode and the type of structure that would best suit the strategy. Possible next steps include organizing a Steering Committee to oversee implementation and serve as the coordinating body for 211 in Oregon.
The Steering Committee could:
Steering Committee members should be selected from key stakeholder groups such as Department of Human Services, Department of Corrections, Oregon Housing and Community Services, NW-AIRS, United Way of Oregon, Community Action Directors Organization, Association of Child Care Resource and Referrals, 911 Managers Association, and Qwest. Others could be added as needed.
Next steps for the Steering Committee could be to develop a formal implementation strategy, community readiness assessment tools, target pilot communities, and look for opportunities for funding. With federal legislation pending that makes provision for 211 implementation it is important that there is a group positioned to apply for and administer potential awards.
Lowell mentioned that United Way of the Columbia Willamette is preparing to make a commitment of funds for implementation of 211 in the Portland Metro area. Details of the plan will be available after their Board meets to approve the strategy.
Discussion of what happens to the general body of the OR211 Coalition if the Steering Committee becomes the decision making body? An original assumption about 211 was the ability of local communities to design and implement a 211 system that meets the needs of their communities. With the Steering Committee concept that option remains available. Local communities will still decide how the system is operated and implemented and the Steering Committee serves as a resource to assist rather than make decisions on behalf of providers.
The proposed recommendation leaves open a variety of possibilities including annual, semi-annual, or quarterly networking meetings, newsletters, conferences, and e-mail lists. The key idea is to maintain some form of on-going communication with the network that has been established during the outreach process.
George agreed to take the ideas from the meeting and put them into format that could be shared with the larger group. He will also try to put together and organization chart with revised mission, vision and goals. Material will be e-mailed to committee for review then we will set a date for the next full Coalition meeting where the recommendation will be put before the group.