Council of Community Services

DATE: April 30, 2010

TO: Board of Directors

FROM: Linda Arrington, Office Manager

RE: Board Meeting Reminder and Meeting Information

Just a note to remind everyone of the monthly Board of Directors’ meeting to be held:

Monday, May 10, 2010 - 12:00 to 1:30 p.m. in the Baumgardner Conference Room (2nd floor)

Panera Bread is offering special box lunch pricing for local non-profit organizations. For $7.00 you will receive a half sandwich, half salad, individual portion of chips, and a mini cookie and a drink. Please return your attendance card (by replying to this email, faxing it to 540.982.2935, or by calling the Council office) indicating your attendance plans by noon Thursday, May 6, so we can place the lunch order.

The following information is attached:

 Reply Card  Agenda  Minutes of April 12, 2010, Board Meeting  May Program Updates  March Financial Statements

Your attendance at our monthly board meetings is important. We look forward to seeing you on Monday, May 10th.

Main Office Botetourt Resource Center Council of Community Services 33 Bedford Street, Buchanan, VA 24066 P.O. Box 598 24004 540.254.1468 502 Campbell Avenue, SW Community Housing Resource Center Roanoke, Virginia 24016 1502-B Williamson Road, Roanoke, VA 24012 540.985.0131 800.354.3388 540.266.7551 Website: www.councilofcommunityservices.org Drop-In Center Email: [email protected] 369 West Church Avenue, Roanoke, VA 24016 540.985.0131 Council of Community Services Board of Directors’ Meeting Monday, May 10, 2010, 12:00 Noon

 Identifies community needs and solutions  Connects community to programs  Launches new programs

PROPOSED AGENDA

I. General A. Welcome, Introductions and Announcements B. Consent Agenda Minutes of the April 12, 2010 meeting C. Finance Update  Act on Financial Report for the month of March 2010  Review Cash Flow Reports for April 2010

II. Long Range Strategic Goals & New Business A. Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream. 1. Ratify the Executive Committee’s Resolution that documents the restated “Mutual of America Defined Contribution Plan” 2. Act on recommendation for the Drop-In Center to submit a proposal to the Virginia Department of Health for continued funding for the AIDS Services and Education Grant 3. Act on recommendation of the Botetourt Resource Center’s Advisory Committee to sponsor a raffle which proceeds would benefit the BRC

III. Long Range Strategic Goals & Old Business A. Hear an update on the 2-1-1 VIRGINIA – Southwest Region Center & Botetourt Resource Center B. Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.  Update on 2009-10 Strategic Business Plan  Update on the Program Alignment Project

IV. Long Range Strategic Goals & President’s Report

V. Adjourn

The Council of Community Services provides leadership for organizations and individuals in the areas of planning, information, and referral services to improve the quality of life in our communities. COUNCIL OF COMMUNITY SERVICES Board of Directors’ Meeting Minutes Monday, April 12, 2010 Present:

E. Scott Austin W. Robert Herbert Daniel C. Summerlin, III Shonny Cooke Susan Lancaster John Turbyfill, Jr. Maggie Gray Henry Scholz, IV

Absent: Hon. Jonathan M. Apgar Michael Guntlow Rachel Spencer Laura E. Benjamin Susan Lancaster Wayne Strickland Hope F. Cupit Michael M. Sinclair J. Phillip Windschitl

Staff Present: Linda Arrington Pam Kestner-Chappelear Stacey Crane Pam Meador Calvin Curry Dan Merenda Denny Huff Donna Ramsey Melanie Quillen Carolee Sarver

I. General The April 12, 2010, Board Meeting was called to order by the Vice Chair, John Turbyfill. A welcome was extended to all present. Due to illnesses, accidents, and family emergencies many of the Board of Directors were unable to attend the meeting.

II. Consent Agenda Minutes of the March 8, 2010, meeting Staff recommendation to apply for funds for the Being About Rapid HIV Testing Project to increase HIV testing capacity at the 2010 Roanoke Gay Pride Festival and Events. *

Bob Herbert moved to approve the Consent Agenda. Paul Phillips seconded the motion. The Consent Agenda was approved unanimously.

*The meeting agenda was amended to include this item.

Announcements ▪ Doug Waters, owner Greenwood Enterprises, and former Interim President & CEO of Downtown Roanoke, Inc., volunteered to re-hang all of the photos of the Council's former Chairs/Presidents. The Board photo wall will be dedicated at the reception for past board members and will be called the “Leadership Gallery”. ▪ Volunteer Roanoke Valley was approved for Party in the Park. Volunteers will be needed for three consecutive Thursdays. Mr. Turbyfill reminded the Board that participating in Council events is one of the responsibilities of each Board Member. ▪ VRV’s Volunteer Recognition Ceremony will be held on Tuesday, April 20 at the Vinton War Memorial. ▪ A magnet highlighting 2-1-1 VIRGINIA’s services was distributed with The Roanoke Times newspaper in late March. Council of Community Services Board Minutes Page 2

 As a means to assess the community’s views regarding the Council, a survey has been distributed to individuals and organizations that work closely with the Council. The results will be used to develop a clear brand for the Council. ▪ Dan Merenda and Lee Bosworth spoke at a United Way community panel in support of the funding allocation for the HMIS program. Mr. Turbyfill noted that the presentation was well received. ▪ Board Members are in the process of being surveyed regarding 2-1-1 VIRGINIA’s community impact which is part of the re-accreditation process for 2-1-1. ▪ Pam Kestner-Chappelear and Mr. Merenda will attend the annual NAPC (National Association of Planning Councils) conference to be held in Arlington, Virginia. ▪ Alison Jorgensen, director of Volunteer Services, was recognized for hard work and dedication to help bring about the success of the 2010 Mission of Mercy Project. ▪ The Drop-In Center to date has not been notified regarding receipt of the CDC funding grant. Notification regarding a site visit will be sent by Friday, April 16. A site visit is a good indication that the funding will continue.

Finance Committee Report Carolee Sarver reviewed the February 2010 Financial Report for the Board. For informational purposes, she highlighted areas on the Cash Flow statement. After Board discussion, Paul Phillips moved to approve the Financial Report and to ratify the revised Procurement Policy approved by the Finance Committee. Henry Scholz seconded the motion. The Financial Report was approved unanimously.

Botetourt Resource Center Bob Herbert moved to approve the request to establish a temporary credit card for use by the Botetourt Resource Center director. Henry Scholz the motion. The need for a separate credit card will be re- evaluated after one year. Council procurement guidelines and protocols will be in effect. The motion was amended to state that the BOD will need to approve any extension beyond the first year. The amendment to the motion was approved unanimously.

III. Long Range Strategic Goals & New Business A. Senior Citizen Coordinating Council (SCCC) Maggie Gray moved to approve the adoption of the newly developed Operating Guidelines for the SCCC. Bob Herbert seconded the motion. The motion was approved unanimously. The Board thanked Ms. Gray for working diligently to develop the guidelines. B. 2008-2009 Audited Financial Statements Bob Herbert moved to ratify the Audit Committee’s approval of the 2008-2009 Audited Financial Statements. Maggie Gray seconded the motion. The motion was approved unanimously. C. Drop-In Center Henry Scholz moved to approve the staff recommendation for the Drop-In Center to submit a grant proposal to the US Department of Health & Human Services through the Capacity Building Initiative for Substance Abuse and HIV Prevention Services for at Risk Racial/Ethnic Minority Young Adults. Paul Phillips seconded the motion. The motion was approve unanimously. Council of Community Services Board Minutes Page 3

D. Program Alignment Scott Austin encouraged the Council to develop clear criteria for programs the Council supports, being mindful that the Council historically has not provided direct services. It was further suggested that a discussion on this issue should be included during the next strategic planning session and that a review be completed on the Council’s current business model and how it impacts the Council’s sustainability. E. Foundation for Roanoke Valley Paul Phillips moved to approve the acceptance of the Foundation for Roanoke Valley’s grant awards to the Botetourt Resource Center and 2-1-1 VIRGINIA program for 2010- 2011. Maggie Gray seconded the motion. The motion was approved unanimously.

IV. Long Range Strategic Goals and Old Business Child Care Services Melanie Quillen, director of the program, presented an update on Child Care Link and on the Child and Adult Care Food Program. Ms. Quillen introduced Donna Ramsey, Operations Manager for the CAACFP. Since 1985, the Council has been providing child care resource and referral services to the region. The Council became the sponsor for the USDA Child & Adult Care Food Program for the central and southwest regions of the state in 1986. An expansion grant of $10,000 has been awarded to the CAACFP. Nonprofit Resource Center of Western Virginia Calvin Curry, NRC director, reported that the Nonprofit Resource Fair was a huge success with over 45 nonprofits and 90 individuals participating. At the Resource Fair, the M. Rupert Cutler, Roanoke City Councilman, announced that the Council had received funding through the Strengthening Communities Fund (SCF) grant from the U.S. Department of Health and Human Services Administration for Children and Families. The funding will help nonprofit, faith-based and community organizations better serve those in need. To date, 10 agencies have indicated an interest in the free technical assistance and trainings. Also, new Roanoke City Manager, Chris Morrill addressed the group regarding the possibility of future partnerships between the city and nonprofits.

V. Long Range Strategic Goals & President’s Report Ms. Kestner-Chappelear announced to the Board that a strategic planning session will be held in May for the Council.

The Community Housing Resource Center will conduct a “systems transformation” approach in the CHRC’s strategic planning session scheduled in late April.

The meeting was adjourned.

Respectfully submitted by, Linda D. Arrington, Office Manager

Attachments: Cash Flow Report Child Care Services Update Procurement Policy Proposal Review Forms SSCC Operational Guidelines May 2010----Program Updates Highlights of program since the last BOD meeting (2nd Monday of each month):

Program: Planning and Consultation

Strategic Goals Goal A: Position the Planning leadership function of the Council so it is recognized and sought after as the first choice for public, private, and volunteer constituencies who need planning, data, consultation, and organizational development in the human and community services fields.

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Continue to provide monthly updates on Serving as the data source for United Way, the Council Goal A economic indicators to United Way has positioned itself as the “first choice” for on-time including new building permits. data. The planning division continually searches for improved ways to provide data. Adding another indicator is one example. Staff facilitated a board and staff The planning and leadership function of the Council is Goal A and B strategic planning session for Habitat for being recognized by an increased number of nonprofit Humanity of Roanoke Valley organizations seeking help with strategic planning. This is one example of the increased public awareness of the Council of Community Services. Staff facilitated a follow-up meeting Here is another example of how the Council is Goals A and B with the Kiwanis strategic planning positioning itself as the expert in planning. The committee to review progress to date and leadership role played by the Council extends beyond discuss the final planning session for the strategic planning to longer term technical assistance Club. for clubs such as the Kiwanis. Staff conducted a strategic planning The planning and leadership function of the Council is Goals A and B design session followed by a strategic being recognized by an increased number of nonprofit planning session for the Roanoke Valley organizations seeking help with strategic planning. Interfaith Hospitality Network This is one example of the increased public awareness of the Council of Community Services. Staff facilitated a planning session for This planning session focused on “Systems Goals A and B organizations and agencies working to Transformation” for those organizations currently combat homelessness in our community. serving the homeless in the Roanoke Area. The Council provides a critical leadership role as it convenes multiple groups to resolve pressing problems such as homelessness. Staff taught a class on strategic planning The Council of Community Services through the Goals A & B as part of the Radford/Council of Nonprofit Resource Center continues to reinforce the Community Services Nonprofit leadership role and importance of planning to Certification Program. nonprofit leaders through this program. Staff traveled to Alexandria, Virginia to Council staff learns how planning councils across the Goals A & C attend the National Association of country are grappling with issues related to the Planning Councils conference. economic downturn, budget cuts as well as new funding opportunities. New ideas and strategies are brought back to Roanoke and applied to our unique situation thus strengthening the leadership and building the capacity of the Council. Staff met with the Coordinator of the The Council is a recognized key player in the Goals A & C Blue Ridge Continuum of Care to development of this annual $750k funding package. discuss next year’s HUD funding Its role in the process has been expanding for the past application and changes it contains for several years. the new fiscal year. The Roanoke Regional Housing The Council has now completed strategic planning for Goal E Network finalized and approved its Senior Citizens Coordinating Council, Family annual business planned facilitated by Violence Coordinating Council and the Roanoke the Council of Community Services Regional Housing Network. Each of these groups is now more closely aligned with the goals of the Council. Staff worked with Kiwanis leadership to NRC’s role with existing and emerging nonprofits Goals A & B schedule the 2nd Strategic Planning reinforces the Council’s role leadership role in the Session for the Kiwanis Club of community as well as increases public awareness of Roanoke which will take place in mid- the Council. May. Staff serve on the City of Roanoke’s Serving in the role funding application reviewer Goal A Human Services Advisory Committee strengthens the leadership role for the Council. and met in April to develop recommendations to Roanoke City Council for funding health & human service organizations for 2010-11. Staff completed a strategic planning The Council is expanding its reach into the nonprofit Goal A design session for the Community Based community by working directly with health care Health Coalition which is seeking to organizations seeking to develop innovative solutions develop an innovative model to provide to existing community problems. This is an example dental health care in Roanoke. of using new services such as strategic planning to broaden the leadership role played by the Council. HMIS Coordinator continued to provide The Council continues to improve the HMIS system Goal A technical assistance to organizations while it attempts to use the electronic information using the new Pathways database and system as a tool for collaboration to transform the tool. All organizations using HMIS now existing system of service for the homeless population. have the capacity to enter and analyze This is another example of how the Council is data on the number and services of the positioning itself as a leader in planning and homeless in Roanoke. information. The City of Roanoke has required that It is becoming increasingly apparent that the Council is Goals A & B one of its Emergency Shelter Grantees becoming the “go-to” organization to help struggling work with the Council to develop a nonprofit organizations. That the City requires a business plan to improve the operations grantee to seek assistance from the Council shows the and efficiency of the shelter. This confidence placed in the Council to play a leadership requirement is a condition of the Shelter role in the nonprofit community. to receive City funding. That shelter has made contact with the Council to begin the process. Senior Citizen Coordinating Council is Supports the leadership role of planning and Goals A & B developing a Community Education community development. Action Plan. The Family Violence Coordinating The importance of strategic planning is underscored in Goals A & B Council having completed its 12-month this small but significant grant received by the FVCC. business plan facilitated by the Council, With a plan in place, the FVCC was able to act quickly applied for and received a small grant to apply for and receive a grant to increase its capacity from the State of Virginia to increase to create awareness of this important community training and awareness activities. issues. Council staff met with the The City Health Department has contracted with the Goals A&B Roanoke/Alleghany Health Department Council to provide assistance with the implementation Director to begin planning for a series of of their “Mobilizing for Action through Planning and focus groups and design sessions to Partnerships initiative. This will involve conducting assist in the redesign of the public health focus groups, gathering data and working with official delivery system. to develop a plan of action for the Health Department. Program: 211 VIRGINIA – Southwest Region

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates  Responded to 3,510 requests for By responding to requests, stats generated can assist Goal A resources. (04/01/10-04/27/10) the Council in their planning activities, as well as needs assessments.  Of the above figure, 932calls were Geographic statistics generated from 2-1-1 VIRGINIA Goal A from the Roanoke Valley (Botetourt, assists in the Council’s planning activities, as well as Craig, Roanoke County, Roanoke needs assessments. City & Salem City 2,578 calls were taken from regions outside the Roanoke Valley area. (04/01/10- 04/27/10)  Updated /Added 56 programs in the Maintaining up-to-date information provides the Goal A Southwest Virginia database. Council with community services provided in 21 (04/01/10-04/27/10) counties and 7 cities.  Top 10 needs listed for the calls taken Problem/Needs statistics generated from 2-1-1 Goal A in the month of March (04/01/10- VIRGINIA assists in the Council’s planning activities, 04/27/10) are: as well as needs assessments. 1. Financial Aid – Utility/Fuel 2. Financial Aid – Housing 3. Shelter-Homeless 4. Info Lines/Specialized I&R 5. Centers for Independent Living 6. Tax Prep Assistance 7. Food Pantry/Emergency 8. Housing-Subsidized 9. Law Enforcement 10. Shelter-Emergency Program: Botetourt Resource Center

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates

The Botetourt Resource Center Director Increasing the view of the Center as a CCS program Goal A continues to coordinate food collection, hub of linked communication and coordinator for screen recipients, and dispense food for crisis response, volunteerism, information, etc. in the BAMA Food Pantry and the BRC Botetourt County. Food Pantry

The Director plans and facilitates a Increasing the view of the Center as a CCS program Goal A, Goal B “Senior Party” once every month for hub of linked communication and coordinator for seniors to come to the Center for fun and crisis response, volunteerism, information, etc. in informative presentations. Also a Botetourt County. Increase partnerships while satellite “Senior Party” once a month connecting residents to needed resources. was launched in partnership and at the site of Daleville Church of the Brethren

The BRC Director gave a presentation Ensure increased focus and impact of the CCS Goal E by request to the CCS Staff Management Team by enhancing self-awareness Management Team using personality inventories

The Botetourt Resource Center Director Increasing the view of the Center as a CCS program continues to screen recipients for Crisis hub of linked communication and coordinator for Goal A Assistance and facilitate Crisis Response crisis response, volunteerism, information, etc. in for the community of Botetourt and 28 Botetourt County. churches.

The Botetourt Resource Center Director Increasing the view of the Center as a CCS program continues to screen senior recipients and hub of linked communication and coordinator for facilitate assistance in paying for crisis response, volunteerism, information, etc. in Goal A Prescriptions. Botetourt County. Program: Child Care Services

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates

Child Care Link postings on This action helped make aware the activities and the craigslist.com services that Child Care Link offers south west Goal B Virginia by advertising free resource and referral services. These postings were posted weekly

Held free PCAN Trainings Free PCAN training was offered for child care providers in April 3 in Christiansburg, April 10 in Goal B Roanoke and April 17 in Roanoke, April 24 in Rocky Mount

EEAT/PEAT Smart Beginnings This meeting was a collaborative meeting with other Committee Meeting organization in the Roanoke Valley to discuss and Goal B review accomplishments and goals that Smart Beginnings has

CHIP/HOPE Meetings with CHIP/HOPE advisory board Goal B Program: Drop-In Center

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Propose to submit an application to New application for current funding to maintain Goal C Virginia Department of Health for programming for local regional jails. Award of funding under RFP AIDS Services and funding would help maintain current staff and center Education Grant 230 persons tested during the month of Providing HIV testing, prevention counseling and Goal A, B & C March at the Drop-In Center; VA Tech; educational services to high risk communities meeting Shenandoah Recovery Center; Roanoke programmatic goals, planning and evaluation goals and Treatment Center; NRV Regional Jail; increase public awareness and understanding of the Roanoke City Jail; Phases Drug Council of Community Services and its programs Treatment Program; Red Shield Lodge; Backstreet Café; Martinsville and Danville areas, and The Park (nightclub) One new HIV positive test result Program: Southwest/Piedmont HIV Care Consortium

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates

Completed bidding process for Ryan Required process for competitive subcontracting. A White Part B grant and awarded subcontracts to seven continuing and one new agency.

Conducted subcontractor orientation. Required activity to be conducted within the first 60 B days of the program year. Program: Volunteer Services

Goal B: Increase public awareness and understanding of the Council of Community Services – its leadership and planning role as well as the community services provided.

Goal C: Sustain the long term growth of the organization by expanding a diversified funding stream.

Goal D: Pursue a more diversified Board of Directors and staff to enhance the Council’s effectiveness and relevance to the communities served.

Goal E: Ensure increased focus and impact through regular review of activities/functions and their alignment to the Council’s vision and mission.

Activity How activity relates to Strategic Goals Goal(s) to which it relates

Helped individuals and groups in the Increased volunteer involvement through VRV leads to B community find meaningful volunteer increased awareness of CCS. Presented at the Mayor’s opportunities. Council on People with Disabilities.

Compiled local volunteer needs to create Data collected on local volunteer needs allows the A, B monthly PSA. planning program at CCS to address those needs and become recognized for the first choice in data related Sent monthly PSA to businesses, to volunteerism. schools, churches, community/civic organizations, media, individuals, Increased awareness of CCS as the volunteerism leader governments, etc. through PSA.

Held monthly VRV meeting to ensure Through VRV’s training programs, CCS is positioned A that local volunteer managers are up-to- as the leader in professional volunteer management. date with current trends in volunteer management, provided important local updates, and heard from the group to keep on top of local needs.

Attended Governor’s Volunteer Awards Increased awareness of VRV/CCS as the volunteerism B at Executive Mansion on April 15th. leader through outreach and involvement with the Governor’s Advisory Board on National and Community Service.

Hosted Annual Volunteer Awards during Increased awareness of VRV/CCS as the volunteerism B National Volunteer Week. leader.