2005

OR211 Board

Nov 22, 2005

OR211 Board of Directors Meeting

Tuesday, November 22, 2005

CADO Office

4035 12th Street Cutoff SE, Salem OR

Minutes

Present: Wendy VanElverdinghe; Len Hockley, Lou Enge, Jeri Shumate

Guests:  Melinda Gross, Julie Harrelson

Welcome, Introductions and Brief Announcements

The meeting was called to order at 1:40 pm.

  • Jeri interviewed with KOIN TV.  It will air at 5 pm and again at 6 pm today.
  • Julie is with Ruby Communication.  She shared a bit about Ruby.
  • Melinda is a VISTA with Marion County.  They would like her to set up a 2-1-1 center.  They are looking for interested community partners.

History

Because the newer members of the Board were not in attendance, Wendy suggested that Board members should read the Oregon 211 Coalition History.  Guests were welcome to read it as well.

October Minutes Approved

  • Len moved and Jeri seconded approval of the October Board Meeting minutes.  Passed unanimously.

Review of Financial Statement and Proposed Budget

  • Jeri moved and Lou seconded acceptance of the financial statement.  Passed unanimously.
  • Jeri presented a proposed budget for 2006 to assist in fundraising efforts.  This was taken directly from a budget previously designed by the Budget Committee, but reduced to reflect one employee who would do multiple tasks.  It was agreed this would be a workable first approach.

Regional Updates

  • 211info - database is now available on-line via IRis on the Web.  Currently they have an integrated and functional database using IRis, but have been unable to successfully bring data into ServicePoint in a way that is accurately searchable. Print directories are in publication and will be available in January.  Cost is $35 for the larger book and $15 for the smaller.  Washington County has been available on-line for quite some time and also prints directories for the same prices.  211info receives 11,000 calls per month. 68% are from Multnomah County.  They are currently revising their business plan. 
  • DHS recently implemented a new database called Network of Care.  Discussions should occur about whether a partnership should develop with DHS for data-sharing.
  • Lane County - inherited a database software system that is "home grown".  It is dated and limited in what it is able to do.  They have converted to Tapestry.
  • Southern Oregon is looking forward to receiving access to ServicePoint as soon as possible.  Since 211info can no longer serve as liaison between the City of Portland (the agency that owns ServicePoint) and other call centers in Oregon, OR211 needs to serve as the agency to facilitate that linkage.  Southern Oregon continues to move forward with developing a regional call center.
  • Marion County - Melinda shared a handout entitled Connections for People Wanting to Help and People Needing Help from the October 27, 2005 Marion County Children and Families Commission meeting.

 

Review of Current Organizational Status

  • 501c3 Status

Shawn is completing the application and has met with Cindy Cumfer to finalize.  She will send the completed application to Wendy for her signature.  Because Shawn was unable to attend today's meeting, Wendy and/or Jeri will follow-up to discern where we are in the process.

  • 211info has agreed to serve as the fiscal sponsor until we have the 501(c)(3) confirmed.  The sub-contract between United Way of the Columbia-Willamette and 211info was signed today, allowing 211info to begin addressing items listed on the scope of work.
  • We reviewed the scope of work (see meeting handouts emailed to the Board).
  • The cost of updating the website is higher than we thought it would be.  Jeri will follow-up with United Way to confirm the amount of funds we have left to spend, and then discuss with Shawn how to proceed.

Funding - DHS, DAS, other

  • Susan Sowards from Lane County is extraordinary. She is working with Jeri on grants and funding options.
  • Washington State is asking its state legislature for $2.5 million for continuing funding. Several people have suggested that now is the time to approach Oregon. We need to be talking to sympathetic legislative leadership. Rep Steve March sponsored the legislation. Senator Floyd Prozanski and Rep. Phil Barnhart from Eugene should be approached as well as Senator Kate Brown and Rep. Diane Rosenbaum from Portland.

Jeri shared the draft Application to be a 211 Call Center for us to take home and read.  We will discuss this further next month.  Also shared were Washington State's "Go-Live Minimum Standards" document and some information about a possible telephone system for us to consider.

Next meeting is scheduled for Wednesday, January 25, 2006 from 1:30 - 3:30 pm at the CADO Office in Salem.  The meeting was adjourned at 3:35 pm.

Respectfully submitted,

Jeri Shumate

Secretary Pro Tem

Oct 12, 2005

 

OR211 Board of Directors

MINUTES

October 12, 2005, 1:30 - 3:30 pm

Community Action Directors of Oregon Office, Salem, OR

 

ATTENDANCE:  Wendy M VanElverdinghe, Chair; Len Hockely, Treasurer; Lou Enge; Mary Nemmers; Marcia Suttenberg; Jeri Shumate

EXCUSED:  Shawn Michael

ABSENT:  Jonathan Brock

WELCOME AND INTRODUCTIONS:

The meeting was called to order by the chair at 1:40 pm.

The first portion of the meeting was spent in background and historical review of the organization for its newest members, Mary Nemmers and Marcia Suttenberg.  The current status of the organization was discussed and concern was expressed about the lack of staff and organizational capacity to accomplish key tasks before us.

REVIEW OF CURRENT ORGANIZATIONAL STATUS:

1.  501(c)(3) Status - Shawn was unable to attend the meeting due to illness in her family and Wendy was not sure of the status.  She indicated she would follow up with Shawn.

2.  Funding Development News - As the organization's ability to apply for grants rests on its 501(c)(3) status, no activity has taken place on this front.  Lou identified an individual in Lane County that is willing to serve in a contractual capacity to complete some grants on behalf of OR211.

3.  Financial Report - United Way of the Columbia-Willamette reports there is $3000 remaining in the funds allocated for OR211 work from Oregon Housing and Community Services.  These funds must be expended by December 31.

Wendy asked Jeri about the status of OR211's request that 211info serve as fiscal agent due to United Way of the Columbia-Willamette's request to be relieved of that responsibility.  Jeri reported that she had submitted a proposed document for OR211 consideration spelling out the specifics of the relationship but did not get confirmed approval of that document, and her board was unwilling to act either for or against the proposal at the time it was presented.

The document, titled "Interim Fiscal Sponsorship Agreement," was introduced.  It was revised to reflect changes in available funding and staffing.  Len moved the acceptance of the agreement as revised.  _____________________ seconded.  PASSED.

REVIEW OF TASKS TO BE COMPLETED:

A list of specific tasks to be accomplished under the Interim Fiscal Sponsorship Agreement was drafted from the "OR211 Tasks" list, and will be attached as an addendum to the approved agreement.  It was agreed that 211info would be responsible for the majority of these tasks and receive $1500 as compensation.  The remaining $1500 will be made available to the identified grant writer in Lane County.  Jeri will work with Lou and this contractor to develop a strategy for grant writing and to assure the grants are written.

UPDATE ON KATRINA ACTIVITIES:

Jeri spoke briefly about 211info's experiences sending volunteers to Louisiana and Mississippi to assist with hurricane response efforts at 211 call centers.

ADJOURN:

The next meeting will be held on Tuesday, November 22, 2005 from 1:30 - 3:30 pm at the new location of Community Action Directors of Oregon.  Wendy will forward address and directions prior to the meeting.  NOTE:  This date does not concur with the usual schedule of holding meetings on the third Wednesday of each month, as that day in November will be the day before Thanksgiving. 

The meeting adjourned at 3:30.

Respectfully submitted,

Jeri Shumate,

Secretary Pro Tem

Aug 24, 2005

 

OR211 Board of Directors Meeting

Wednesday, August 24, 2005

CADO Office

4035 12th Street Cutoff SE, Salem OR

Minutes

PRESENT:  Wendy VanElverdinghe, Len Hockley, Jeri Shumate, Marcia Suttenberg, Shawn Michael

EXCUSED:  Jonathan Brock, Lou Enge

ABSENT:  Mary Nemmers

GUESTS:  Liesl, George, Michael Fieldman

  1. Welcome and Introductions
  2. Review of Current Organizational Status
    1. Thank George Grosch
    2. 501(c)(3) status - has gone back to Cindy Cumfer for final review.  It will be back to us by the end of the week, then will need to go to Wendy for her signature and submittal to the IRS.
    3. Funding -approx $4500 to be expended by 12/1/05.  Someone (didn't track who) will follow up with potential DHS grant
    4. HB 3443 - copies were handed out
    5. Financial Report - Len agreed to serve as temporary treasurer.  Liesl indicated UWCW may have fiscal information he can use as starter.  Jeri will pursue future fiscal agent status with 211info.  Action was deferred by the 211info board upon first presentation as funding from OHS was still undetermined.
  3. Review of tasks to be completed
    1. OR Legislation - done, can be removed from list
    2. Fed Legislation - number still live; Liesl will track
    3. IRS Designation - Shawn is tracking
    4. Organizational Funding - Shawn will send budget around
    5. Board Development - Need at least three more members.  Targeted areas and individuals to contact include:
  • i. United Way - ask Lou to ask United Way of Oregon. Liesl noted that UW in Medford has 211 advocate who may be willing to nominate
  • ii. Southern or Eastern Oregon - Wendy will identify and ask someone
  • iii. DHS - Liesl will ask Debbie Foote or David Foster to recommend someone
  • iv. Senior I&A - Jeri will ask Mult Co Aging & Disability, possibly Kathleen McHarg
  • v. Someone from LaGrande - Wendy will ask Margaret Davidson
  • vi. Attorney -- ??
  • vii. Red Cross - Wendy will ask someone

Board Packet/Manual - Jeri will adapt the 211info; Wendy has begun to develop a board book with minutes, by-laws, etc.

    1. Board Officers - See above re: treasurer.  Agreed to defer on VP, re-elect in September
    2. Board Meetings - no action beyond noting steps
    3. Board Issues - Shawn will research D&O Insurance
    4. Board Committees - Identified three committees
  • i. Budget Committee - already exists and has prepared one
  • ii. Fundraising/Fund Development Committee - Liesl will work with Lou re: all Fund Development stuff. Jeri will call Lee Girard at state to determine who at DHS knows about possible grant. Liesl and Wendy will re-dog the DHS request. Jeri will take proposal for 211info board to serve as fiscal manager to Sept 211info board mtg
  • iii. Outreach Committee - will get all contacts into one list.
    1. Statewide Contact - need concrete, 211-specific contact everywhere
    2. Call Center Application - Jeri will send proposed document she prepared.
    3. Website - Ellie hosts and will revise it for us at a cost of approximately $400.  Any additional on-going changes will be $20 each.  We may choose to change these arrangements later, but for the time being...Jeri moved to allocate up to $500 to pay Ellie to update.  Len seconded.  It PASSED.  Jeri and Shawn agreed to meet to identify content that Shawn can provide to Ellie.
    4. Database development and standards, and creation - Jeri noted this requirement of the new legislation lands at OR211
  1. Update
    1. Southern Oregon-Liesl and Shawn gave report
    2. Lane - online database with Tapestry still being updated.  One issue is getting other organizations to use it.  Five have committed to it, with 3 of them agreeing to add their own data.  No meetings for a couple of months.  White Bird has been chosen for updates, was paid for efforts July-August.
  2. Review of staffing needs
  3. Additional items
    1. June minutes were e-mailed during the meeting and will be reviewed and passed at the next meeting.
    2. Brief discussion on how to spend the $4500.  Up to $500 is now set aside for website stuff.  Costs of legal paperwork and filings may still exist.  Can we purchase some personnel/administrative support with this money?  Should we purchase additional technical assistance from Ruby Communications?  Can we purchase AIRS membership in November for 2006?  We agreed to ask UW-Lane and UW-So OR to participate with in-kind services.

7.  Meeting adjourned at approximately 3:30 with no subsequent meeting scheduled.

 

Respectfully submitted, Jeri Shumate

Jun 22, 2005

 

OR211 Board of Directors Meeting

Thursday, June 22, 2005

CADO Office

4035 12th Street Cutoff SE, Salem OR

Minutes

Present: Jonathan Brock; Wendy Van Elverdinghe; Len Hockley, Shawn Michael, Jeri Shumate

Discussion Items:

  • Welcome and Introductions
  • Review of Current Organizational Status
    • 501c3 Status
      • D - Shawn is completing the application and has met with Cindy Cumfer to review
    • Funding - DHS, DAS, other
      • D -
        • DHS - Wendy will be meeting with Brian Johnson to begin dialogue; Cindy and Gary have left
        • DAS - Send a note to introduce the project
        • Budget Committee Report
        • Fund Development Committee
          • Members
            • Jonathan - Facilitator (will be out of town until 7/5 and will contact members at that time)
            • Lou
            • Liesl
          • Tasks
            • Develop short-term and long-term fund development strategy
            • Identify funding opportunities
            • Research grant requirements
            • Write grants, submit
            • Monitor grant status
    • HB 3443 A
      • Passed with Yes recommendation; no challenges expected; no questions or concerns; will be requesting that the bill be signed at 211info; one change remains to be approved that makes clear there is no fiscal impact to OEM
  • Review of Tasks to be completed- postpone discussion to next month's board meeting
  • Update on 211info/OR211 partnership possibilities
    • 211info has had a very busy agenda recently
    • Immediate objectives are 24/7 coverage and Verizon
    • Proposal can be submitted at the next board meeting - July 27th
  • Review of Staffing Needs
  • Additional Items
    • Thank you celebration for George
      • August board meeting
    • Next meeting and regular meetings
      • Poll will be held for "best times" for recurring meeting
      • Jeri - Bad: third Wednesday; third Friday
      • Len - Bad: Tuesdays
      • Wendy - Bad: first Thursday; morning of second Thursday
      • Possibilities - second and fourth Wednesdays
      • July 13th at CADO (1:30pm - 3:30pm) will be next meeting
      • Jonathan also offered to host meetings at his office
    • Balance of funding
      • Needs to be spent by Dec. 1, 2005
      • Proposal to be drafted by next board meeting
        • Fundraising and/or Administrative expenses
    • Update on Federal Legislation
      • SB 211; HR 896
      • Would authorize $150mil (2 yrs), $100mill (2 yrs); amounts have been updated; action is necessary:
        • United Way is opening the "888PASS211" number again
        • Some coordination is needed
        • Press coverage is necessary
        • Delegation should be formed
      • Liesl will be the point person on getting talking points out and coordinating the communication strategy
      • Those present will be contacting their networks of contacts
    • Homeland Security Funding
      • Feds have developed strategy where funds are distributed to the State or military departments within the State; Allotment for overhead is taken and counties or regions need to submit application/planning for funding
      • Funds are being targeted towards WMD
      • Reference ORS401
      • Deadline for applications was in March
    • AIRS Conference
      • Add to next board meeting agenda; invite Liesl

Motions:

  • Accept Jonathan as new board member: Move - Jeri; Second - Len - all in favor; no oppose; Jonathan - abstain
  • Accept minutes from last meeting: Move - Shawn; Second - Len - all in favor; no oppose; Jonathan - abstain
  • Fiscal Year will be 7/1 - 6/30; Move - Jeri; Second - Len - all in favor; no oppose; no abstention

Action Steps:

  • Shawn - Send out budget draft to all board members
  • Jonathan - Communicate with other fund development committee members
  • Wendy - Will distribute board contact information
  • All - Will communicate the need for pushing the federal legislation through network of contacts
  • Liesl/Jen - will be communicating with media to get the message out including the Oregonian
  • Wendy - will send contact information for Oregon News Service to Lou
  • Jonathan - will get the message out to Public Safety Answering Point members (aka 911 directors)
  • Shawn - Add agenda item to next month's meeting: Review of Task List
  • Len - will talk with contacts around fund development
  • Len - will send Shawn web site contact information and will contact Ellie to let her know I will be contacting her; Ellie Gross - 541.485.4558
  • Jeri - will draft the proposal on how to spend the balance of the funding available.
  • Shawn - Add to next board meeting agenda; invite Liesl
  • Jeri - will contact Lee Girard (DHS) re: Network of Care
Respectfully submitted, Shawn Michael

May 10, 2005

 

OR211 Board of Directors Meeting

Tuesday, May 10, 2005

CADO Office

4035 12th Street Cutoff SE, Salem OR

Minutes

Present:

Wendy M. VanElverdinghe (CADO), Lou Enge (United Way of Lane County), Len Hockley (InfoLine), Jeri Shumate (211info), Theresa Guerrero (OCADSV), Mary Nemmers (Oregon Child Care Resource & Referral), Shawn Michael (TACS)

  • Discussion Items:
    • Current Status -
      • Reviewed primary purpose of OR211 within communities and as a statewide body
        • Provide Guidelines
        • Better Qualified calls to specialized providers
        • Be a recipient and distributor of federal funding for the State
      • Incorporated as nonprofit
      • IRS filing should be done this week - Wendy and Lowell are completing the financial portions and will re-file
      • Funding Status -
        • DHS will be responding to a request for funding (approx. $12K); Cindy Becker also suggested we discuss funding with DAS
        • Lane County is hiring a full-time grant writer and may be able to contribute some time. 
        • 211info has hired Liesl to coordinate fund development, and we may have some of her time as well.
        • One of OR211's roles will be to help communicate among the network what fund development efforts are under way and try to alleviate conflicts.
        • Southern Oregon 211 received funding from Ford Family Foundation.
        • Reviewed federal funding possibilities via legislation
        • Reviewed State legislation status - work session tomorrow should name OR211 as the designated organization to receive federal funding if it is released
      • Current business planning efforts
        • 211info (Portland Metro - Washington, Multnomah, Clackamas and Clark, WA counties)
          • Operational (Qwest land lines)
          • Working on contract with Verizon
          • Not yet 24/7 pending funding
          • Answering close to 10,000 calls per month
        • Southern Oregon (starting with Douglas and Josephine)
          • Business Plan is close to completion
          • Received funding
        • Lane County
          • Business Plan in process
        • Deschutes County
          • Initial conversations started
        • Other areas - to be determined
  • Review of Tasks to be Completed
    • OR Legislation - Discussed and is in process
    • Federal Legislation - Discussed and is in process
    • IRS Filing - Discussed and is in process
    • Organizational Funding
      • DHS - Assign committee to work with Budget
      • Form Fund Development committee to research funding opportunities
    • Board Development -
      • OCADSV and Oregon Child Care Resource & Referral positions are filled
      • Jeri - Should new board members be "voted" on?
      • Set follow ups for August and September Meetings
    • Budget Development Committee -
      • Lou, Jeri and Shawn
      • Start with financial reports provided by Lowell, WIN211 budget and business plan
      • Meet before the next board meeting
    • Board Officers
      • Treasurer - possibly 211info representative as fiscal sponsor
        • Jeri is willing to fill this
        • Len offered to provide the check to offset potential conflicts of interest
      • Vice President - optional, has always been vacant
      • Should represent the population of the State as well as the groups that are participating
  • OR211/211info partnership proposal
    • DHS money needs to go somewhere sooner rather than later
    • Liesl's time may be shared
    • Need to make proposal by next Wednesday to 211info board
    • TACS may be a back up plan as fiscal agent, but could not provide the additional related support.
    • 211info board support is in question, but there is recognition that there is a relationship between OR211 and 211info that is necessary
    • Proposal - two parts
      • Fiscal sponsor
      • Fund Development staff support (not supervised by Jeri)
      • Use DHS outline
    • Motion -
      • Create proposal for six months interim agreement with 211info, with option to review in 5 months to see if agreement should be extended to be in two parts -
        • Fiscal Sponsorship
        • Operational Support
      • Moved by Len, Second by Shawn
      • All attending members in favor; None opposed
  • Staffing
    • Fund Development
    • Community Engagement
    • There is no current funding for staff; may be able to use some of Lane County and 211info's fund development resources
    • Need to review skill sets necessary when tasks need to be completed, and assign staff if/when funding is provided and associated skill sets are needed.
    • General staff is not going to be available until funding becomes available.

Questions Raised:

  • Theresa - Does 211 increase call volume to providers? Will check in with Liesl to see if there is data from other communities

Follow Up:

  • Shawn - send by-laws out to all board members and schedule review/amendments in August Meeting; Hold election in September Meeting
  • Wendy - Get list from George of potential board members
  • Wendy - Get past meeting minutes from George
  • Budget Development Committee meet prior to June meeting - set for May 31 (Jeri, Lou and Shawn)
  • Form Fund Development Committee - after budget development and IRS designation
  • Shawn - draft proposal and pass to Wendy and Lou for feedback
  • Jeri - Follow up with 211info board that she can be the Treasurer and not have a conflict of interest
  • Board - update and review the by-laws
  • Shawn - meeting wizard for next meeting
    • Include Theresa/Marcia

Next Meetings:

  • June 9th (1:30pm - 3:30pm) - Tentative date, and will be determined via a Meeting Request
    • Jeri will be absent
    • Assign committees
      • Board book development
    • Budget Proposal Review
    • Review By-Laws and raise amendments for review and voting
    • Discuss best meeting times
  • July - no meeting
  • August - Review by-law
  • September - Board Elections
Respectfully submitted, Shawn Michael

Feb 10, 2005

 

OR211 Board of Directors Meeting

Thursday, February 10, 2005

CADO Office

4035 12th Street Cutoff SE, Salem OR

Minutes

 

In Attendance:  Wendy VanElverdinghe, Shawn Michael, Len Hockley, Jeri Shumate, Lou Enge, George Grosch, Liesl Wendt

The meeting was called to order at 1:30 pm by the chair.

Minutes from the November meeting were presented.  Len moved, Jeri seconded approval.  Passed.

Project Updates:

  • 1) Lane County continues holding productive community meetings. Data integration is happening at White Bird to create a comprehensive database. The business plan is nearing completion.
  • 2) Southern Oregon: Shawn, Liesl, and George have all visited in recent weeks. Grant funding has been secured to assist development. They seek an MOU between BHCD and 211info in order to have access to ServicePoint software
  • 3) Ellen Lowe, lobbyist from United Way of the Columbia-Willamette, is working with legislators to draft and submit a bill that would secure 211 for Oregon. She hopes to keep it low on the radar so will wait a few more weeks before finalizing and dropping the bill.
  • 4) 211info recently held their first board retreat and began to explore their role in supporting statewide efforts, but came to no decisions. They have also completed and submitted their paperwork for AIRS Accreditation. A final answer on the application to the Murdock Trust is expected in the next couple of weeks.
  • 5) Teleco Update: 211info continues to work with smaller telecos to get 211 service turned on, particularly those with a fee. That work is nearing completion. Verizon's contract proposal has multiple problems and 211info is working to get some legal interpretations, but will not be able to sign it as is.

Next Steps

George reported no word has yet been received from the IRS regarding the application for 501(c)(3) status.

Next meeting is scheduled for March 10, 2005.  Meeting adjourned at 3:30 pm

Respectfully submitted, Jeri Shumate

Subcommittees