OR211 Board of Directors Meeting
Tuesday, November 23, 2004
OCCRRN Office
805 Liberty Street NE
Salem OR
Minutes
In Attendance: Shawn Michael, Len Hockley, Jeri Shumate, Jamie Yellowkidney Creighton
Guest: Lou Enge
Staff: George Grosch
Welcome and Introductions; Group welcomed Lou Enge to the Board as the representative of United Way of Oregon replacing Lowell Greathouse. Lou is the Success by Six Manager. Shawn moved, Len seconded, motion approved.
Approval of Lou Enge as Board Member
Minutes of August & September, October, Jeri moved Len seconded as amended.
Jamie talked about her contact with Portland Women's Crisis Line regarding their interaction with 211info. They have the usual concerns about specialist training, confidentiality and identification of domestic violence victims. They are generally pleased with service to date. Shawn mentioned this is consistent with other concerns regarding confidentiality and work that is going on around HIPAA compliance with the HMIS system. Standard is becoming not getting personally identifying information or having the clients identifying themselves. Will forward concerns to Jeri for follow up.
PUC Update: Jeri met with CUB Chair Jeff Bissonette regarding approaches to PUC regarding advocacy with phone companies and assisting with legislation. They can help organizations like OR211 to move issues forward regarding phone service usually very behind the scenes.
George talked about the Dec 9th
Phone Update w/211info: Qwest is on board statewide OR211 paid for some of the smaller companies, contracted with Spring picked Frontier and Scio phone companies that was paid for by UWCW. Century Tel was contacted by Ruby Communications for a price of $2828.35 that cost may be picked up by Clackamas Co Social Services. Verizon has tendered a contracted and we responded in July no follow up through August as it was in Legal Department
Project Update:
George updated group on So OR Group progress. They are meeting regularly and making progress. Shawn came to the last meeting to brief the group on ServicePoint as the data software. The group does not have an off-the-shelf data program and if it is made available they will likely use it as their database. Next steps will be financial review and phone consultant work to assess current capability. We also made contact with the Ford Family Foundation regarding support for the project and we were invited back to discuss the possibility of financial support for the work in that area.
Lane Co Update: Lane County is making progress although they are moving at a slower pace than So. Oregon. Staff is working on draft language for the business Plan and they will soon be making decisions about service organization and how to proceed.
AOC conference update: George attended the annual conference of the Association of Oregon Counties. He followed Cindy Becker of DHS who painted a very bleak picture of the Oregon state budget. The group is supportive of 2-1-1 but right now is more concerned about keeping essential human services at the county level. George will be following up with Ms. Becker to discuss progress on 2-1-1 as she was very involved with DAS prior to making the move to DHS.
Murdock Site Visit: Jeri updated. Good new on telephone and data systems decision on third week of February with decision in early March may be delay in actually getting money details will follow. Significant concerns about funding OR211 seen as a pass through which they are adverse to generally. Clearly is a need to develop additional funding sources for staffing or possible collaborations between OR211 and 211info could be a means of providing staffing. Additionally work will have to be done to proposal to reflect foundation priorities. Next steps are to recraft budget around foundations priorities with emphasis on up front costs. George will talk with Liesl Lowell and Jeri to refine materials for return to Murdock.
MOU's needed for 211info and OR211 and BHCD and OR211 defining resources that will be available to each. Future MOU's will need to happen with planning groups.
Next meeting Thursday December 16th 1:00 at CADO
Respectfully submitted, George GroschOR211 Board of Directors Meeting
Tuesday October 19, 2004
OCCRRN Office
805 Liberty Street NE
Salem OR
Minutes
In Attendance: Wendy VanElverdinghe, Len Hockley, Jeri Shumate,
Staff: George Grosch, Liesl Wendt
Minutes of August & September
United Way Status/Lowell Greathouse Resignation: Lowell has resigned from the oR211 Board of Directors due to a conflict of interest due to UWCW being the fiscal agent. UWO has a designated spot on the board and will be in contact with Ken Wilhelm of UW Deschutes Co to have them select a replacement. Lou Enge of
Eugene has been suggested but we will ask Ken for suggestions. A Salem UW contact may we useful.
Discussed issue of who will be the fiscal agent after December when UWCW is no longer available. CADO is a possibility. We will bring this back at the next meeting. TACS may be another option.
Board Recruitment: Jeri suggested Kathleen McHarg of Multnomah aging and Disability as a prospect. Romana Rodamaker formerly of DHS now of Benton County John Smallwood is retired to Bend and is formerly of Intel may have an interest, Jeri will call. George will contact Ramona. George will reconstitute prospect list and circulate to Board. Suggestion for Emergency Services contact with the state. George will also be going to the Re-Entry with the Corrections Department and will look for prospects. Discussion about bringing people from Planning Groups in Lane Co and Douglas and Jackson Co as prospect. Tina Kotec was also discussed as a possibility as well as a Red Cross representative. County Commissioners will also be considered. Head Start is another agency that may have an interest. Liesl will look for statewide Head Start George will contact Benton Co representative. George will also look at Legal Aid of Oregon for a possible contact. George will also circulate Board applications that were previously developed and work on Board Recruitment Package.
Budget Update Update: OHCS has managed to award 10,000 and to complete that grant expenses through Sept 30 were added to that grant to keep UWO 7000 whole and available for staffing needs. Staffing is secure through the end of the year.
Telco Fees for Verizon @ 211Info discussed Need to figure the percentage of Verision customers in Oregon are in WA Co to determine if WA Co money can help pay the 18K fees for service. Murdock Funding is a possibility and we need to get then an interim update. George will get update to Jeri later this week Liesl will follow up w ith Lowell about OHCS and UWA funds. Group consensus that if funds are available they could be committed to 211info for Version costs. (George needs to call Lowell to find amount of OHCS money that can be committed and how to request them.)
Liesl will develop scope of work for Ruby Communications to look at statewide tech planning to be paid for by UWA funds.
Project Update:
Lane Co: The Lane Co group has been meeting and is making progress towards completing a business plan. This is a complex group with many agendas that are slowly coming out and that slows things down. The next meeting in November will consist of a tour of 211info in Portland and staff believes this will help the process by giving the group a better idea of what they are working towards.
So Oregon: So. Oregon took a giant leap forward at their last meeting and Liesl is currently working on a draft business plan to present to the group in November. Shawn Michael will be attending the next meeting to discuss database and review ServicePoint for them. They currently have a home grown database in Medford that they are not happy with and Roseburg has a card file and a word document to produce directories. This group is on task and on schedule and we are hoping their progress will push the Lane Co group.
Need to have discussion regarding criteria as to how to select areas that engage in future planning leading to implementation. How do communities express interest in starting process? What is preventing individual counties from starting efforts without us.
Project Strategy
Outreach Strategy: out the Gary Weeks: George will contact Linda Modrell to get on the agenda at Local Government Advisory Board at DHS. Wendy will check schedule of Gary Weeks at Poverty Conference to see if we can get time to brief and advise him. Plan to draft letter to Gary from Wendy and George to send formal Business Plan and project update.
White Bird MOU: After further review White Bird want to use the 1000.00 award from a split between travel costs for accreditation and database update to just travel costs. Group consensus to grant the request
Next Meeting November 23 100 p.m. at OCCRRN at 1:00
Respectfully Submitted
George GroschOR211 Board of Directors Meeting
Thursday September 16, 2004
OCCRRN Office
805 Liberty Street NE
Salem OR
Minutes
In Attendance: Wendy VanElverdinghe, Len Hockley, Lowell Greathouse, Shawn Michael, Jeri Schumate, George Grosch, Staff. Jimi Smith Guest
Welcome and Introductions: Wendy opened the meeting and greetings were exchanged.
Additional items for the agenda: agreements with OR211 & BHCD, CADO funding, fund development, hours Liesl can spend on this work. Use of her time regarding reporting with regional partners, data Info packages, inclusion exclusion, Publicity/ Web updates, Legislation strategy, MOU's with other partners, Board recruitment.
Approval of Previous Minutes: Postponed until next meeting for review.
Financial Report: Lowell updated the group verbally, Gates has about 1000.00 and some discussion has occurred regarding use for distribution of BP. Need for connection with scope of work of grant and it should be considered for possible use for staffing hours. UWA has 19,000 Funds for Business Planning Regional Support dollars, may want to focus on Tech portions as regional work moves forward. OHCS money 10,000 two items that it can be used for, have spent about 4500 for Ruby Communications for Tech work and for AIRS certification. Addendum added to add flexibility around tech support and certification. Discussion about UWO and CADO requests UWO has committed 7000 that is being used to support staffing. OHCS has additional funds possibly up to 10,000 that must be spent by the end of the year. Plan is to book current unbilled staffing hours and use remaining balance to cover telecom costs to secure designation with top five carriers as outlined on sheet distributed by Jeri.
Motion: Shawn moved, Jeri seconded Accept recommendation to use OHCS funds to cover immediate staffing costs with balance to be used to cover telephone costs for balance of the state.
Discussed scope of work with staff and reviewed sheet passed out by Lowell for UWO funds. If OHCS accepts above proposal then UWO funds will be whole and can be used to extend future staffing requirements.
EITC proposal: Lowell spoke to HCS EITC grant request from UWCW and CADO to promote EITC outreach and developing tools for financial assessment. Discussion about using 211info as the telephone clearinghouse using grant funds to support telephone operations. Statewide implications are that as new call centers come on line they may be able to fit into grant as potential service provider through sub-contract arrangement.
Jeri updated group on Murdock proposal, 350,000 for technology data and organizational support for oR21. Acknowledgement letter from Murdock saying they have the proposal and will let us know when they make a decision. December or January timeframe to here about result of request.
WA Co gave funds to 211info and have included 75000 a year operating support in Public Safety Levy on ballot in November.
Staff Update
Regional Reports: George reported that work is moving forward in Lane Co and So. Oregon with business planning efforts. Lane Co has a very strong group that is well represented by providers and state and county agencies. They have agreed on a database and are moving through scope and growth assumptions leading to financial projections. So. OR has a smaller group but they have fewer providers and are more focused on actual operational issues. They have a "let's get this done" approach and the next meeting will give some clear guidance to developing a written draft that the group can respond to. They are looking at a model that has independent call centers that are linked to form a system much like 211info and Clackamas Co.
Fall Schedule: Several big events coming up that will increase the visibility of OR211 and our work. George will be going to Bend to present at the Corrections Dept Re-Entry Conference for providers that work with recently released prisoners moving back to communities. The CADO Poverty Conference comes up in November as well as the League of OR Cities and Association of Oregon Counties and OR211 will be represented at all of these events.
Potential Donation: During the last meeting in Roseburg a local private call center provider who is familiar with 2-1-1 offered the possibility of donating a phone switch to OR211 for use. George connected the person with Jeri who will work with Shawn to evaluate the usefulness of the equipment.
Technical Committee Recommendation: Shawn reported that the Tech Committee has reviewed a variety of software packages and has recommended ServicePoint as the preferred option for OR211 Data needs. The system offers the most flexibility and options and we have the opportunity to save money by partnering with BHCD and the City of Portland on licensing agreements. She shared a written recommendation with the Board.
Motion: Jeri moved and Len seconded a motion to accept the recommendation of the Tech Committee pending securing funding through Murdock, authorize Shawn & Jeri to begin discussion with City of Portland and BHCD to draft an MOU.
Discussion of MOU between OR211 and BCHD outlining potential data toolkit that regional providers can choose to purchase. This is a value added service by OR211 to region providers this will require further discussion regarding how costs are assigned between OR211 and other providers who may or may not choose to use service point tools. Further action will come as the project moves forward.
Tech committee additional work: Telephone system, inclusion exclusion, data standards and style guide, localization of data.
White Bird Clinic MOU: At previous meeting the Board agreed to allocate $1000.00 of UWA grant to White Bird to cover the cost of travel for the Accreditation Team. The MOU needs to be amended as the cost for travel is less than anticipated. White Bird would like to use $500.00 for travel and $500.00 for data conversion to Tapestry the approved software in Lane Co.
Motion: Shawn moved and Lowell seconded motion to accept MOU as presented. Leonard abstained. George will coordinate with Wendy and Len on getting the agreement signed and returned to Lowell for payment.
Public Utility Commission George has received word from the PUC that the recommendation on the Community Blue Pages has come forward and comments are being requested from the parties. George will make the comments stating that the position of OR211 is that while there is a need for consistency in the Community Blue Pages across Oregon we are not sure if a tariff from the PUC is required at this time. OR211 is willing to work with local phone providers to develop a common format and possibly share OR211 data for inclusion. This is a god opportunity for OR211 to develop positive working relationships with phone service providers and could eventually lead to funds for use of our state data.
Next Meeting: tentatively 10/19 or 10/13 if 19 no good.
Respectfully Submitted
George C. Grosch
OR211 Project ManagerOR211 Board of Directors Meeting
Thursday June 10, 2004
OCCRRN Office
1:00 - 4:00 p.m.
805 Liberty Street NE, Salem OR
Lowell Greathouse, Len Hockley, Shawn Michael, Wendy VanElverdinghe, Becky Vorpagle, Jamie Yellowkidney Creighton.
Welcome and Introductions: Lowell opened the meeting and there was a group agenda review. First meeting of board of directors and as means to begin the meeting Lowell chaired until officers are elected. Introductions were made. One item of new business Tariff to PUC from George and Verizon update.
Adoption of By-Laws: Wendy/Shawn moved and seconded to adopt by-laws as proposed from Steering Committee. Approved unanimously.
Election of Officers: Review of by laws around responsibilities of Officers discussion about record keeping role of secretary and how group chooses to deal with funding issues until such time as non profit status is approved. Wendy has agreed in principle to serve as chair, Shawn is agreeable to serve as secretary. Lowell was suggested as interim Treasurer as until such time as additional board members are secured.
Proposed slate of officers
Wendy President
Shawn Secretary
Lowell Treasurer
Len/Jamie moved and seconded to approve slate by acclimation, call for vote, approved slate unanimous. Wendy accepted role and took over as chair of meeting.
2-1-1 Implementation Work Plan
Becky/Shawn submittal of 501(c)(3) application to IRS with associated cost of $500.00 from the Gates grant. Approved unanimously.
Staffing Funding discussion: Lowell led discussion about staffing and finance for OR211. 5390 remaining in Tech and BP from UWBTB Grant. Means teleco consulting is covered with additional funds from UW. Regional planning support for lane co Is at 2000 for those uses. Rural travel is 2000 discussion of use for covering travel of participants 9390 is total available to allocate for implementation.
Residual Gates money earmarked 500 for legal filings, 500 for actual fees 2000 for BP printing and distribution some for admin support to UWCW 3800 remaining is all designated to be spent.
Staffing is supported through June 23 with UWCW including vacation accrual. So what happens without staff and where will funds come from to support continuation of planning/implementation. 7000 request pending with UWO and request is forthcoming with CADO. Lowell has prepared specific recommendation for CADO that was reviewed by group and was presented on a handout (attached)
Why contract employee rather than employee as steering committee agreed to employee? There are costs associated with employee that raise costs. Group needs to continue discussion around this issue.
Discussion of national and regional funding opportunities for $$ to support work.
Need UWCW to maintain position of fiscal sponsor to hold funds until physical infrastructure is in place to appropriately manage funds.
Shawn requested to review deliverables for Gates and UWBTB will review next month to bring the group up to speed. UWCW is remaining as fiscal agent for time being until 501(c)(3) and method to hire and/or recruit appropriate staffing in place. Board will continue to work through process.
Regional Approach: Women's Crisis service in Klamath co. Lane co. and Douglas county update UWLC and UCAN taking lead Community Works in Medford Bob Moore and Kay Gold @ gold beach Question in regional approach regarding ability of communities and regions to support multiple call centers. Discussion of process of regional planning and financial support. How to deal with impasse at regional level and how to keep group informed about resolution.
Part of roles and responsibilities of board members to inform their specific constituents about process and their role and the intent of OR211 to implement 211 around state.
Business Plan Distribution: Business Plans have been printed and are available for use with regional planning groups and other key partners. Distributed copies to Board members for use with their groups. Will be used throughout the fall and winter as we update other constituents and prepare Legislative agenda.
Technology Committee Update: Shawn updated group, meeting every two weeks reviewing software moving towards identifying functional requirements survey partners for specific input about database. Get potential survey names to Shawn, review survey next week out the following week. Reviewed TOP Grant regarding interface between HMIS and 211 databases. Get Clark
Murdock Update: Murdock grant for $350,000 was submitted June 30 2004 and we expect a decision in the late fall. Funds will be for database purchase, telephone equipment to support 2-1-1 system and operating funds for OR211 for two years. 211Info is the lead agency on this grant.
Legislative Strategy: Will have further discussion in the fall about approach for the 2005 session of the Or Legislature. Hoping for Resolution of Support form this session. Association of Oregon Counties is backing proposal and we will be presenting at the ir meeting in November for final approval of their resolution. Similar proposal pending at League of Oregon Cities. WA Co. has approved funds for 211Info and will be forwarding a recommendation to the WA CO BOC next week with link to Public Safety Levy. This could amount to over 100,000 a year in operating support for 211Info.
New Business
Verizon update: Ruby Communications is finishing up their work with the smaller phone companies and Jeri at 211Info will be taking over the final negotiations with Verizon now that they have offered a contract. 211Iinfo is holding going live pending the issuance of this contract as Verizon is 90% of WA Co and given their support financially it is best to get this done first.
Blue Pages: Jim Long has will be submitting a tariff proposal to the PUC to require phone companies to have a consistent listing for community service sections in phone directories. At this point in time there is no consistent system to have health and human services included in local phone books and each book is different in their presentation. George met with Mr. Long and agreed to bring the proposal to the Board. Mr. Long was planning on attending today's meeting but had car trouble on the way to the meeting. OR211 would be happy to be part of the discussion with PUC but staff feels no position is required by OR211 at this time. When a tariff proposal comes forward OR211 will be notified and we will have a chance to comment. After discussion OR211 will continue to monitor the situation, wait for the rule to be proposed and comment on that rule as necessary. We are willing to work for consistency with Blue Page entries and are also interested in the possibility of providing the data once we have a statewide database in place. This may be a saleable item to phone companies and we want to keep that option open. Staff will bring back info as it comes available.
Next Meeting July 8 2004, 1:00 @ CADO office
Respectfully submitted, George GroschOR211 Steering Committee Meeting
Thursday, May 13, 2004
MINUTES
In Attendance: David Foster, Lowell Greathouse, Wendy VanElverding, Shawn Michael, Len Hockley, Becky Vorpagle, Lou Enge, Jamie Yellowkidney Crighton, Ramona Rodamaker
Staff Present: George Grosch, Liesl Wendt
Financial Update: Lowell reviewed Gates final report. Review totals of all funds used to date. We have funds to finish portion of Ruby Communications contract, to complete 501 c 3 application and printing and distribution of BP. BP printing is a bit short but will get the job done. UWA Grant of 64,500 and additional 10 K from OHCS portions of which will be used to complete Ruby Contract and cover some staffing costs and printing and distribution of BP.
He passed around sheet outlining projected expenses for next 6 months. We are now moving into implementation process. Initial costs are minimal including staffing on a contract basis. Discussions are on-going with CADO and United Way of Oregon for bridge funding. Staffing is critical for work to proceed into next phase. This will be something that the new Board of OR211 will need to address very quickly.
Qwest has transferred the number to 211info. Further work needed to get 211info on-line and operational, Ruby Communications is continuing this portion to move them to live status. Next steps with Ruby include negotiations with OTA and Verison. Anticipate costs for rest of Ruby Contract to be about 30,700.00. Some of the OHCS funds will be used along with funds from 211info (5000 each). We will be exploring options to secure additional funds to complete contract with Ruby as this is critical to statewide implementation.
Recommendation to group is to move forward with OTA portion. It is anticipated to be best option cost wise and strategically. This work will secure designation for majority of state. If we are unable to secure additional funds for Verison portion of the contract it impacts launch date of 211info. Have made arrangements with Ruby to move forward with all aspects of work and are anticipating 30 hours for OTA and 5 hours for Verison. May be able to use WA Co. $ going to 211info for Verison. Believe we have the ability to get work done to get us very close to coverage. Consensus within group to proceed as outlined.
Other funds update: Jeri and George are working on Murdock Foundation request for end of June. Options for several other groups for implementation funds for local call centers will explore possibilities as we meet with local parties.
Financial Models George reviewed financial models. The statewide model is based on three call centers in Oregon. Total costs of start up and implementation are 3.5 million in the first increasing over the five year planning window. Total five year projected costs are about 19 million. These documents will be refined as planning for regional call centers progresses and actual costs are further refined. The North Call center roughly corresponds to 211info with additional counties added. The financial model projected a number that is very close to the actual cost budgeted by 211info and seems to confirm the ability of the model to project accurate expenses.
211info Update: 25K grant from Oregon Community Foundation for staffing at call center, and Washington Co. data collection and management.. Massive data update in process to clean up and refine database. Call volume is increasing without active marketing program. Discussion on how word is getting out about 2-1-1. News media getting word and smaller publications will me updating their readers. Need to be prepared to take calls as visibility increases. Sustainability is key issue and talking point with media. Discussion with group about importance of coalition building to bring local dollars to the table while we continue to larger financial solution. Federal legislation is critical and we are sill able to call 1-800-pass-211 and get connected to senator and congressman.
AIRS Conference Report: George and Liesl have recently returned for Norfolk VA and talked about lessons learned at AIRS. We are experiencing all of the same types of challenges as other states working through implementation. Sustainable funding is critical issue. Federal and state support for 2-1-1 is critical issue. 2-1-1 Assembly was formed to connect state coordinators and facilitate networking and information sharing. Negotiations with telephone companies and securing contracts are also a major issue. The Assembly will be making recommendations about national 2-1-1 policy, communications, finding and technical issues to AIRS and United Way of America. The conference overall was good opportunity staff to evaluate our situation and learn how other locals have managed similar problems.
Technical Committee Report: Shawn reviewed the Tech Committee work plan with objectives around data and telephone technology, partner feedback, hosting plan for data, risk management, and implementation planning. Local integration is key as well as financial considerations. All this leads to selection of technology solution timeframe has been worked out and group will be continue to meet every two weeks.
Board Development: George led discussion on OR211 Board member job description. Consensus on job description with changes as noted. Group also developed agenda for 1st Board meeting agenda will include: adoption of By-laws, election of Officers, Discussion of new Board Members joining the Board and process for that to happen, adoption of the Business and Financial Plans, BP distribution, and filing of 501c(3) application with the IRS.
Founding Board Members will be Lowell Greathouse, Jamie Yellowkidney Crighton, Shawn Michael, Wendy VanElverding, Len Hockley, Becky Vorpagle and Jeri Schumate.
Local Requests for Funding: Reviewed Deschutes County application and group recommendation is not to fund as presented and to have further discussion without taking possibility of funding off table. George will follow up with Ken Wilhelm of Deschutes United Way.
Lane County: Request for funds for travel for Accreditation Team. Leonard left room for discussion. Consensus to proceed with MOU to state specifically that OR211 is not designating White Bird as call center and White Bird is not to use or present it as such. George will develop MOU for review by Board.
Next Meeting: Tentatively set OR211 Board meeting for Thursday June 10 2004 at OCCRN. George will Confirm date with Board.
Celebration Time: George opened this part of the meeting by reviewing the work of the Steering Committee over the past year. The Or211 Steering Committee is dissolving and David and Ramona will be moving into an advisory role. Their work has guided the group for almost two years and helped us to be in the position we are today. Thanks from the group as we shared cake and reminisced about all that has transpired since we started this process three years ago. David and Ramona will be missed.
Meeting adjourned at 4:00 p.m.
Respectfully Submitted
George Grosch
OR211 Project Manager
OR211 Steering Committee Meeting
Thursday, April 08, 2004
MINUTES
Attendance: David Foster, Liesl Wendt, Jeri Shumate, Liz Bartell, Becky Vorpagel, Lowell Greathouse
Review Agenda
Update on Business Plan: George Grosch
Handouts: Partnership Opportunities
Review partnership opportunities and checklist
Assess questions
Insertion: Strength of core partnership/adds language to defining partnership with referral to appendix
System Design-talks about Oregon System design-made revision in biz plan
Multiple ways to do call centers:
3 different levels of partners
Lead to collaboration
Option of ways to support call centers
Multiple ways to use partnerships
Diagram-description
How to define
See the differences
Example-illustrate multiple approaches to 2-1-1 call center delivery
Key questions
Make changes:
Change applicant's vs stakeholders?
Questions to assess: If we are to proceed forward, ask the questions on the front end.
Chart: Assess how to develop system
Diagram: Articulate label as "Possible Models", make straight lines not arrows
Organizational Roles-as entities could play more than one role
Directed: Make revisions as suggested
Financial Models:
Need to make revisions with consultant
Will have models which present 1-4 call center models
Need to ensure consistency in local templates
Questions:
Discussion: cost estimates for funds for beginning a call center vs. adding a region
What assumptions are taken into account?
Make clear what assumptions are-factor in rural/urban
Financial projections-questions still need to be raised and addressed.
Add sentence which addresses inclusion in SE Oregon.
Business Plan Distribution List
George handed out a copy of an initial list to distribute biz plan to as hard copies.
Post biz plan on website
Send email with link to www.or211.org
Discussion: What do we want people do with this?
Draft cover letter
Set tone-what message do we send to people who receive this?
Be strategic regarding distribution of plan
Time/Money-who will be involved in planning and/or funding
Discussion: DV/SA perspective: let members know about the plan, take plan when visiting programs, take to annual conference
Print biz plan with limited numbers of summary
Congressional Delegation
Funders
Becky-separate hits for order, add more information
Small Fund Application:
Process for distribution
Rural-what is definition?
Frontier-11 counties
How do we make funds available?
Open on front end-see changes on sheet.
Process-review if meet criteria
Gate: whether invited to apply or not?
If interested in applying, send
Ongoing-
Process for dealing with funds:
--anyone can apply
--applications should go to subgroup: who reviews-
Sub-committee: Wendy, George and Jamie
Add--First come, first served-put maximum amount in application
Criteria for review: partnership opp's
Discussion re: other efforts in development
By-Laws Discussion:
Potential Board Members:
Oregon Partnership-financial experise
TelCos-potential board members from Ruby
Intel-representative from Bend
State Leg-bring suggestions to next meeting
Qwest contact from Kay?
Lane County Rep-participant on data committee
Think diversity
Geographic diversity
Jackie Winters-good interested parties
Jo Anne Bowman
Specific niches and specific individuals
Charge-make some suggestions, no promises, plant seeds for participation
Application for membership
Responsibilities for board members-George and David will follow up
Ensure board members have support to make them effective
Ensure chicks in a row
Packet for information-George will work on with Lowell
Murdock Trust:
Jeri-discussion with Jan Kennedy at Murdock
State driven grant request-equally facilitates what state system needs, 211info needs phone system more quickly
Meet with Ruby Communications
Gain access to number, next step
Strategically inform, links, where we may need to move forward
Based on what info you now know: What should we be thinking about for a phone system.
Contact (Shawn Michael) knowledgeable re: a telco phone system
Washington state: capacity building grant rather than technology
Needs: recipient will be for 211info
Integrated proposal: 211info/OR211
Make application late May/June
MOU-interim solution, finite date, house funding, fiscal sponsor
May Agenda-where are the pivotal decisions, what are the statewide interests are, where the statewide
Be aware where decisions are
What occurs at 211info shall not set terms for implementation statewide
Whatever technology-what is product life cycle is solution
Ruby-will make recommendations for a statewide system
HMIS-client tracking and case management system
State is gathering all its funding sources and data required
Set of data-HMIS and 211 where it cross overs...work together
Shawn and David
Key word list correlate to the Taxonomy
Coordinate BHCD and 211
6 months implemented
George will meet with Shawn....
HMIS/211/Database:
Suggestion for how to proceed-
Database committee-needs to meet between now and when we next meet
Distribute WIN 211 database review to Shawn, Lenn and Becky
Jeri, Shawn, Lenn and Becky-to meet between now and May
Give Data Report at May meeting
Resolution:
2-1-1 presentation early on
Resolution: Support 2-1-1 statewide, meet tomorrow re: 2-1-1 101
AOC/LOC draft resolution: follow up
LOC 1st week of May
Want to get on their legislative agenda
Get standing in anticipation of federal legislation
Collaborative efforts vs
Partnerships with nonprofits and gov
Foundations and national orgs, etc
Support for presentation before AOC
Work with Governor's Office
By-laws
Have pieces in place
Legitimate-designate
Reaffirm state department support, certain agencies be participants in 211
Gov-homeland security funds
Strategy-George will make presentation tomorrow
What is the timeline for securing support?
Contact Governor's office to revisit
Ask for support for OR 211 to implement 211 in Oregon. Request is not for support of 211.
More support for concept the better.
Resource decisions: 2-1-1 vs mental health, etc
Presenting resolution
Budget: See notes
Gates: remaining funds free to spend on printing
Discussion to spend 2700 on phone charges
NPower=HMIS/211 local and state government
Next meeting:
Conference in May 13th 1-4
OR211 Steering Committee Meeting
Thursday, March 11, 2004
MINUTES
In Attendance: Lowell Greathouse, Jamie Yellowkidney Creighton, Ramona Rodamaker, David Foster, Wendy VanElverding, Becky Vorpagle
Staff: George Grosch, Liesl Wendt
Guest: Jeri Schumate, Director 211info
Introductions were made.
Agenda Review: Accepted as presented
Business Planning Update: George updated the group on the plan progress to date. Draft edits and financials to Kenn by March 16 and final version back to us within a week or two. Discussion regarding distribrition of plan. Who gets the plan and who gets the blueprint. Lowell Liesl and George will discuss and bring back final recommendation in April
Transition Planning: This is the time to begin planning for the transition to a Not-For-Profit
Review of by-laws
Section 1
Parked Issues
Past President Conflict of interest of Board members or rather use advisory committee
OR211 Board development: need to think who will be participating on OR211 Board outside those specified in by-laws. Want to brainstorm characteristics of Board members what we are really trying to have boards knowledge
When does transition happen? Sooner rather than later by June prior to end of staffing for project. Board member recruitment or application recruitment is fastest. By-laws requires five members which is the same as the designated positions. April meeting to confirm designated Oregon Partnership person will be invited. Steering committee members come with additional suggestions of people let staff know
George will get Board member job description, BP summary, OR211 work plan, bylaws and history and etc to steering committee. Transition at May meeting. George will talk to Lowell Liesl and Blair about what needs to be presented and what goes on the agenda.
Bring information about D&O insurance to May
Funding
Update on Gates
Murdock Charitable Foundation proposal Consensus of group to proceed with Murdock. Discussion with program officer regarding 501 status or use fiscal sponsors, Jeri will take lead with contact for Murdock. Will bring recommendation back in April.
Staffing funding is good through June. Grants development is in progress Some discussion with CADO and UWO to provide transition/bridge funding. George, Lowell and Liesl will work proposal and circulate with steering committee for review.
Requests for funding from OR211
How we decide to allocate funds we have available. Discussion regarding scope of applicants and how we have made people aware of availability of funds Group reviewed staff proposal Project Development Fund Application
How it advances 2-1-1 efforts builds on community needs assessment lack of other resources, logical next step, willingness to share product with other communities, community readiness
Get draft to group prior to next meeting so focus can be on process and agreements. Also ask question is three something or211 can do with 3000 that will markedly move the system process forward? Staff will work on proposal guidelines and make recommendations on proposals.
Get AOC LOC resolution to Steering Committee prior to presentations.
Next Meeting April 8th 1;00 3:30
OR211 Steering Committee Meeting
Thursday, Febuary 12, 2004
MINUTES
In Attendance: David Foster, Wendy Van Elverding, Shawn Michael, Ramona Rodamaker, Becky Vorpagle, Lowell Greathouse, Len Hockley.
Staff: George Grosch, Liesl Wendt, Kenn Allen by phone for Business Plan review.
Guests: Julie Harrelson, Ida Salazar Ruby Communications
David called the meeting to order at 1:00. Introductions were made.
Ruby Communications: Julie spoke about role of Ruby with 2-1-1 and the scope of the work they are doing. Ruby has worked in communications to better utilize technology. They role is to come up to speed to learn about 2-1-1. They are contacting all Or telcos to learn their policy about use of 2-1-1 and are working with DAS to secure the Qwest designation from Das to 211Info. Have worked with state in past and have made progress. Are formulating questions with key stakeholders to get additional information. Interviews will be done soon and expect to have whole project done in early March. Ruby Communications most work is around billing reconciliation and traditional telecommunications consulting. Their recommendations will be around cost of securing 211 and costs associated with securing the number. They have the capacity to look at hardware and make recommendations but that is not in the scope of this work. Discussion around scope of project roles and responsibilities.
Financial Update: Meyer Memorial foundation granted 200000 contingent upon 100,000 in match will be used to bring 211Info into operation and capacity building around quality assurance, database management. Partnership grant to all211Info partners. OR211 will send letter of thanks to Meyer. Liesl updated on 211 national call in day to promote federal legislation Set up by United Way of America to direct support to key legislators.
Lowell updated on current budget and status of Gates Grant. George and Leisl went to Seattle to negotiate final portion of Gates grant we have 57,000 we are working with. Have spent 26399.00 through January will have update in March. UWA Grant has spent 59500 to king county and bi-state project. OR/WA took small hit in funds from Gates for AIRS to complete work. NW-AIRS has stepped out of funding portion and quality assurance work will happen through AIRS. Have ability to certify more specialists.
Business Plan Update: focus on policy issues, Send typo edits and other grammar type things to George who will forward to Kenn for inclusion. One major change on financials will be done following Ruby Comm work and attached as an appendex at the end of the document.
Page by page review of document followed.
Articles of Incorporation: ask Blair for clarification on article 10 regarding public policy role of OR211 to get legislation proposed and passed. (get back to Ramona and group with opinion) Moved and seconded to file articles with the state. Motion Passed.
Deschutes County Update: Local group coordinated by United Way of Deschutes County is working on creating a county wide human services database and has inquired about OR211 willingness to provide financial support for project. We have funds available from the UWA grant and Gates for such projects. Need to be sure what is being proposed by that working group. (send steering committee white paper from Deschutes). George, Lowell and Liesl will work on criteria for allocation of grant resources.
Lane county update from Len regarding their efforts to consolidate and decide on database options for communities. Have empanelled an independent committee to look at resolving issues in early March. Len will be providing input later in process so committee can make recommendations. Concerns about representation and lack of understanding about I&R activities and process. Len is asking for support to present 2-1-1 to committee March 17th regarding 2-1-1 data standards
Wendy: Save the date flyer for poverty conference in November. Call for presenters OR211 will consider submitting proposal to present.
David: Oregon Helps website and organization is finalist for international award to connect people to service.
Liesl: meeting with PGE and Wash CO CAA regarding energy issues after snowstorm. Looking to get coordination is system of fund distribution and how people access energy assistance. Example of how 2-1-1 I&R can influnce systems to add clarity to difficult system.
Next meeting set time for discussion on transitional plan for OR211 and final Business Plan Draft.
Next meeting 11th of March at OCCRRN beginning at 1:00.
Respectfully submitted,
George Grosch
OR211 Project Manager
OR211 Steering Committee Meeting
Thursday, January 15, 2004
MINUTES
Present: Lowell Greathouse, Ramona Rodamaker, David Foster, Jamie Yellow Kidney Creighton, Wendy Van Elverdinghe, Liz Bartel, Becky Vorpagle, Lou Enge, Len Hockley, Shawn Michael
Staff: George Grosch, Liesl Wendt, Kenn Allen (Civil Society Consulting)
Welcome and Introductions: introductions were made
New Business:
Budget Update Lowell passed around revised budget through December 22 2003 Gates runs through April expended 21000 of 56000. Have review expenses that are not reflected in budget we are currently allocating expenses but are on target for expending funds. UWA reflects split between OR/WA and runs through 2005. Have completed contract with OHCS and will be showing expenses next report. Liesl mentioned that Gates numbers will change around 2nd half of grant.
George reported on activities to date. Approval to submit Articles of Incorporation (Chart of organizational structure for state v. local) (Send Becky copy of articles) David has connected AOC and Gordon Folts will represent AOC future LOC. Lowell mentioned Ruby Communications phone assessment. 2/11/04 press release on hold pending resolution of issues regarding calls coming into state.
Liesl passed out copies of 211info Business Plan and Financial Summary. Similar to what or211 plan will look like along with executive summary.
Kenn reviews Business Plan Draft congratulations on submitting articles of incorporation. Move quickly to producing final version that is formatted and includes financial projections for state org and call centers. Two questions to answer:
Discussion followed regarding revisions to plan. Next steps:
George will work on financials for inclusion is appendix. Kenn will draft Executive Summary for inclusion with the plan.
Next Meeting: Thursday February 12, 2004, same location 1:00 p.m. to 4:00 p.m.
This is the last meeting where Kenn Allen will be in attendance. Group offered thanks to Kenn for all of the great work he has done.
Meeting Adjourned 4:15 p.m.
Respectfully Submitted
George Grosch
OR211 Project Manager
OR211 – Technology Committee Recommendation
Board Meeting, September 16, 2004
TaskThe task presented to the Technology Committee was to research software and determine which package would best meet the following needs of OR211:
The Technology Committee is comprised of the following members:
We reviewed the pricing and functionality of the following packages:
Findings
We found the following in our review of each of the packages:
It is the recommendation of the Technology Committee to leverage the purchase of Service Point, and to enter into a Memorandum of Understanding with the City of Portland, BHCD.
This solution meets the overall functionality needs of OR211, and provides the “central repository” for data to be stored, and is flexible enough to integrate with other solutions that may be chosen by partners throughout the State.
The following budget illustrates the purchase of a solution that will provide statewide coverage while the regions are creating business plans.
Proposed Software Purchase Budget (2 Year)
Year 1Community Point Start Up Costs: $40,798.90
Service Point User Licenses (5): $875.00
Community Point Support: $9,791.69
Community Point Hosting: $19,583.40
Service Point Support (5 users): $350.00
Service Point Hosting (5 users): $300.00
Year 1 Sub Total $71,698.99
Year 2
Service Point User Licenses (25 – one call center): $4,375.00
Community Point Support: $9,791.69
Community Point Hosting: $19,583.40
Service Point Support (30 users): $2,100.00
Service Point Hosting (30 users): $1,800.00
Year 2 Sub Total $37,650.09
Two-Year Budget Total: $109,349.08
Note: It is within the business planning process of each of the call centers to fund the software licensing that they may need. We have included the user licenses for the first call center for illustrative purposes only – it is not expected that OR211 would pay for these.
OR211 Technology Committee
Notes – April 28, 2004
Present: George Grosch, Len, Becky, Shawn, Jeri
Objectives:
Notes: