Apr 25, 2007

OR 211 Board of Directors

Wednesday, April 25, 2007

Call to Order

Meeting was called to order at 9:05am at the 211info office in Portland.

Attendance

Jeri Shumate, 211info (Portland Metro Area), Chair

Roy Spurgeon, UCAN (Douglas County), Vice Chair

Len Hockley, White Bird Clinic (Lane County), Treasurer

Stephen Guntli, Oregon CCR&R Network

Julie Massa, Oregon Food Bank

Kathleen McHarg, Multnomah County Aging

Howard Klink, United Way of Columbia Willamette

Jimi Smith, Community Action (Washington County)

Tom Page, Consultant

Vic Falgo, UCAN

Approval of Minutes

The March 28th, 2007 minutes will be reviewed at our next meeting.

Approval of Financial Report

The Treasurer’s report was not available for approval, but Jeri presented a couple of highlights. Wendy Van Elverdinghe got approval from the CADO Board for the $1,000 donation to OR211. Our budget total is now $15,686. We have reached the amount required to offer a consulting contract to Tom Page. A contract for 50 hours of work per month for four months was drafted and signed on April 12th.

OR211 Business Plan discussion

It was determined our existing business plan will be a good marketing tool, and that it is not time to rewrite it. Tom felt the one time investment figure of $626,000 listed under Funding Requirements on the single page “Business Blueprint” was reasonable. Stephen pointed out that taking into account 211info’s $1.5 million budget plus the budget from Roseburg shows the reasonableness of the net funding need. It was pointed out that pages 52 and 53 of the Business Plan should reflect the financial analysis of the start up costs for the other regional areas, and that we need to clean up the regional breakup of the state as southern Oregon is not recognized at all. We should take elements of the existing plan and make them more realistic.

Stephen noted that on page 25, there are five bullet points. He feels the first two are not something that OR211 might realistically do, but the other points are useful.

Kathleen pointed out that the mutually beneficial partnerships referred to several times in the Business Plan may be the key to success, and that we need much greater discussion with partners and the specialized I&Rs – collaborations and MOUs need to be developed. The development of the 211 statewide system can’t succeed as “them” vs. “us”, but must be a coordinated effort.

Jeri wanted to make sure we convey this is not about “the old” and “the new”, because “the old” works and “the new” will just make it better.

Julie noted that in her discussions with legislators about the many programs that are being cut and the lack of resources, they want to know what is available and stable. 211 fits into this category and provides an entry point for everyone.

Need for, and Development of Advisory Committee discussion

There was some question about the purpose of having an Advisory Committee. It was suggested an Advisory Committee, made up of the people who came together for the November retreat could gather once a year (any other meetings would be conducted as conference calls) prior to the legislative session for an overview update. We could ask for their support in an advocacy role. They would work to get State and local support. Potential members might include David Foster, Ellen Lowe, and Lowell Greathouse. Leadership of this group may be a good role for Liesl Wendt.

It was noted that Julie has assisted in scheduling an advocacy meeting on May 21st with Julie, Jeri, Tom and Jon Stubenball, and she would be a good fit for the Advisory Committee.

When action alerts come out or legislation is pending, the committee would activate to raise support. Jeri expressed concern that the LGAC (Local Government Advisory Committee) appeared to be frozen by lumber industry issues, and felt we needed to be careful about how we approach the counties. Tom suggested we tie 211 into the timber loss as an assistance tool. Howard suggested the committee be structured like the United Way Campaign Committee on which each member has five (time limited, specific) assignments each year, and that is the extent of their duties. Len suggested including George Grosch to capture the history of OR211.

Review of meeting with Kenn Allen

On April 24th, the OR211 Board and guests met with Kenn Allen, President of Civil Society Consulting Group, for a dialogue about next steps as measured against our original business plan and against our anticipated future written strategic plans. After a brief review of the notes (Appendix A) taken by Tom during our meeting with Kenn, we discussed some of the pros and cons for OR211

We next reviewed the Two Year Plan for Growth of OR211 written by Stephen (Appendix B). It was agreed we need to develop an advocacy program to assist with securing funding. We also need to work on a request for funding from the State legislature, and develop the framework to deal with any future state or federal funding. Call centers need to be identified and assisted in preparing to provide 211 services in their communities. Outreach to Oregon’s rural areas is key. The legislature needs to be informed of our collaborations and partnerships. We need to develop a relationship between 211 and 911 service providers statewide, and work on other disaster/emergency responder relationships such as OEM, Sheriff’s Association, the Association of Counties. Then we could create joint agreements, messages, and presentations. Our message should reflect the “continuum of care”.

Stephen felt the vaguest of the five specific goals is the third one. What are we trying to do? How are we trying to do it? It was suggested Kathleen and Tom create an outline (structure) to be presented at our June meeting.

In regards to the fourth goal - The first meeting of the Database Selection Committee will be held following this Board meeting to review the selection process and identify the software criteria. 211info is exploring switching to UCN’s phone system which could be expanded to provide statewide call center service as it does in Washington. Julie Harrelson’s input will be needed at our next Board meeting.

The fifth goal is already in process.

Fund-raising discussion

The National Networks of Libraries of Medicine regional office in Seattle has 10 grants available in our five state region over the next five years. They are transitioning to human services connections which provide easy access to health services. Tom has talked to NNLM regarding a three year grant of up to $150,000 per year for OR211 which would begin the end of this year. The grant request would be due May 25th, and we should have an answer in 3-4 months. In addition to Oregon funding, they would like to look at a northwest regional (OR, WA, and ID) integration concept paper outlining a fully integrated and shared I&R system.

It was noted Tom’s contract ends in August and we need to raise the funding needed to keep him working for OR211.

Many additional funding options were discussed:

* Stephen will look into the deadline for the Northwest Health Foundation.

* Stephen will look into getting into the fall cycle for the Penny Family Fund

* Howard will look into the Rural Development Initiative as a possibility

* Stephen will start to work on Meyer Memorial Trust

* We all need to watch for, and follow up on any $5,000-6,000 options

The Board’s next meeting date will be determined later and will be held at OEM in Salem.

The meeting was adjourned at 12:00pm

Respectfully submitted,

Jimi Smith, Interim Secretary

_______________________

Appendix A:

 

Revised Notes from April 24, 2007 Board Session with Kenn Allen

OR 211 Goals to accomplish by end of 2007

1. Secure $100,000 and know where remaining $150,000 will come from

Committee: Stephen, Roy/Vic, Jeri, June, Howard

· $15,000 secured, need to raise additional $85,000 by end of 2007

2. Advocacy program planned and ready to launch

Committee: Julie, Jon, Tom, Wendy, Liesl(?)

a. Julie’s boss as advisor

b. Meeting on May 21 with Jon Stubenville(?), also invite Lowell & Liesl

c. Development of Advisory Board/211 Brain Trust – Recruit Lowell Greathouse & Liesl Wendt?

d. Work with Julie’s contacts to develop Action Alert list

e. Identify key partnerships to develop for successful advocacy, e.g. Police & Fire Associations, Human Services Council, Business Council, LGAC, Corrections, CCRR,

3. Plan in place to develop the plan for preparing Oregon communities for a statewide 211 system.

Kathleen to lead process and work with Tom to draft a plan by May or June board meeting.

Be prepared for 1 or 2 more sites to become operational (need to determine actual timeline)

a. What’s required in order to accept calls

b. Criteria and process for designation as call center

c. Funding to move to professional(?) staffing

d. Realistic assessment of resource gap

e. Appropriate local planning to grow into regional center

f. Framework of state plan confirmed

g. Set priorities for development

h. Standardization of data collection

i. Plan for OR 211 to help it happen

j. Deal with OEM - Jeri

Use this “plan to plan” to have Tom develop a concept paper

· Basic proposal

· Contacts with funders

· Follow up and follow through

· Board participation à organizational position(?)

· Plan for extending 2-1-1 coverage

· Fundraising & marketing(?) strategy

4. Decision regarding strategic development and selection process of telephony system.

Committee: Stephen, Whitebird (Len ?)

*Julie Harrelson offered to do high-level overview of telephony technology

5. Decision regarding database software platform. Define criteria for selecting system, identify consultant to facilitate selection process.

Committee: Jimi, Kathleen, Len, June

6. Set time to do 2008 planning -- 11/07

a. Creation of a board development strategy

i. Interim opportunism

ii. Affirmation of willingness to transition board when appropriate

iii. Interim opportunism

OR 211 Current Status: Accomplishments and Assets

· OR 211 received its 501c3 status

· 211 service is good in Portland – model for Douglas

o “warmline”

o Need to revisit database

o Jackson County I&R, partnership with Douglas County

· Bits of funding success

· General public unawareness of 211

· Lane --> online database – “211 Lane Online”

· Bend - -> stalled a bit

· Lack of contact and information about what might be going on elsewhere

· Partners remain fragmented – different platforms

· Legislative authorization for 211 & link with OEM

· 211info working across state Oregon/Washington border

· Positive relationships with Washington & Idaho

· 211info Safenet contract

· Infrastructure in place to go statewide in emergency

Environmental Assessment

Positive

Negative

External Environment

· Federal legislation still alive

· Legislative authorization from OR

· DAS issues resolved

· Effect of Katrina, etc.

· OR is a high-tech region

· Blue state in a red country

· Lack of leadership in state government

· Lack of $$ in state government

· Regressive tax structure in Oregon

· Lack of legislative champion

· Urban/rural divide

I&R/211 Providers

· Increasing collaborative spirit

· Growing understanding of that we can’t have duplication

· Support of other 211s outside Oregon

· XML has not proven itself

· Death of some I&Rs

· Limited capacity to provide 211

· Limited resources: people & money

· Reluctance to expand coverage area

OR 211

· Jeri’s leadership

· Incurable enthusiasm

· Moved from Steering Committee to incorporated organization with board

· Still has beginning of plan

· Demonstrated success in Portland

· Resources for advocacy

· Moved from Steering Committee to incorporated organization with board

· Foggy memory

Today’s environment

· Openness on part of funders to support OR 211

· Energy going into response to deterioration of education system

· State budget has hit bottom and is starting to bounce back

· Increased need for 211

· Change/increase in use of technology

o Used to using what 211 can bring to tech table

· Knowledge available from existing 211s nationwide

Board member job description elements:

· Give, get or get off: commitment to support OR 211 financially and bring in other support

· Willing to take on work responsibilities outside of board meetings (Transition board)

· Ability to influence people in power

__________________________

Appendix B:

Two Year Plan for Growth of OR211

April, 2007

At an OR 211 Board planning meeting on November 1, 2006, participants agreed that professional level staffing will be needed to move forward as an organization. We have received a commitment from the United Way of the Columbia-Willamette to serve as a fiscal agent and administrative home for a staff person and office. Through a small fundraising campaign coordinated by the Board, we have raised enough funds to hire a consultant for a four month period beginning April 12. We have hired Tom Page, who has provided the leadership to create a 211 system in the state of Washington. At a recent OR211 Board meeting, we established five specific goals for the coming year:

  1. Secure funding for the growth of OR211 over the next two years
    • Secure seed funding of $250,000 from the private sector to maintain the growth of OR211 over the coming two years, and specifically to hire a full-time Executive Director and half-time assistant
    • Lay the groundwork for an approach to the Oregon Legislature for funding of OR211 in 2009
    • Create a viable plan for overseeing and distributing Federal support, which is expected sometime in the next few years
    • Recruit new Board members who can assist with the fundraising effort
  2. Develop and Implement a plan to prepare Oregon communities for a statewide 211 system
  3. Assist in the stability and growth of current local 211 programs that have been established or in the process of being developed
    • Serve as a communication link for these new 211 programs
    • Provide guidance and leadership in their growth
    • Support local efforts to acquire and sustain local funding for 211 programs
  4. Develop the plan for a statewide phone and data base for 211 programs in Oregon
    • Explore and evaluate viable phone systems for 211 programs and how to link 211 programs as they are established
    • Explore and evaluate database solutions for 211 programs
    • Set standards for data collection and reporting
  5. Establish an Advocacy Program to secure funding from the Oregon Government System and the Federal Government
    • Secure help with lobbying efforts at the State level
    • Develop and implement an advocacy program to secure State and local government funding for efforts to establish a 211 system
    • Support all efforts to secure Federal funding

printer-friendly version