Children’s Policy Cooperative of Jefferson County Board of Directors April 20, 2007 Members present: Jennifer Kilburn, chair Ellyn Grady Ann Langley Jennifer Rowe Tom Vaughan Others present: Susan Cotten Members absent: Tim Clay Marie Harbison Greg Townsend Joan Wright* *Ex Officio WELCOME AND INTRODUCTIONS Board President Jennifer Kilburn called the meeting to order at 8:30 a.m. She welcomed Jennifer Rowe and Heather Fisher. MARCH 16, 2007 MINUTES Jennifer asked for changes/additions/comments to/about the March 16 minutes. Ellyn Grady moved that the minutes be accepted as written; Richard Craig seconded the motion. There was no further discussion and the motion carried. BOARD NOMINATION Board Development Committee member Margie Curry made a motion that Jennifer Rowe be elected to the Cooperative Board of Directors. Jennifer has been employed by the CPA firm, Warren, Averett, Kimbrough and Marino for six years. If elected, she agreed to serve as treasurer for the Cooperative. There was no further discussion and the motion carried. QUESTIONS/COMMENTS RE: WORK GROUP REPORTS Jennifer Kilburn reminded the Board that Work Group reports will be made available to the Board at least one week before each meeting. No oral reports will be made at the meetings, but Board members are expected to read the reports prior to meetings. There were no questions or comments regarding this month’s work group reports. COMMITTEE REPORTS Executive Committee – report by Jennifer Kilburn Committee has not met since the March 16 Board meeting Richard Craig has been appointed to the Finance Committee Communications, Marketing and PR Committee – report by Vicki VanValkenburgh Richard Craig Suzy Harris Jim Loop Caro Shanahan* Margie Curry Brian Huff* Karen Rolen Vicki VanValkenburg* Heather Fisher Jill Ganus* Alice Wilbanks Johnson Pam Weed Wes Goodenough* Tina Simpson Alice Westery Greg Townsend made arrangements for Vicki to meet with the Jefferson County Health Department graphic artist for help with logo design and developing pamphlets (in kind contributions) A rough draft of the opening page of the website was distributed for review Finance Committee – report by Karen Rolen Copies of Balance Sheet and Profit and Loss Statements were distributed and reviewed Tom Vaughan made a motion to accept the reports as presented. The motion was seconded and carried Effective immediately, Karen Rolen will no longer serve as Acting Treasurer. Jennifer Rowe will serve as Treasurer. Ellyn Grady thanked Karen for all the work she has done Resource Development Committee – report by Caro Shanahan “Talking points” developed for board members to use in fund raising efforts Donor cards needed as soon as possible to provide to potential donors (pending completion by Communications, Marketing and Public Relations Committee) Board members asked once again to indicate what fund raising activities they will be responsible for by signing up on the 2007 Resource Development Plan Before calling on anyone for a contribution, contact Caro to avoid duplication. Several non Board members have declined invitation to serve on Committee Contact Caro with suggestions for additional Committee members The Resource Development Committee proposes that Board members make their financial contribution to the Cooperative in January of each year Susan Cotten was asked to notify Board members when their last contribution was made In response to Margie Curry’s suggestion that Policy Council “members” be asked if they would like to serve on the Resource Development Committee, Susan Cotten is to e-mail such a request to those on the Council distribution list A request will be made for volunteers at the May Council meeting as well Caro was recognized for the work her Committee has performed Program Committee – written report by Pam Weed; several points emphasized by Jennifer Kilburn and Jim Loop The Committee has many members but only Pam Weed, Jim Loop and Beth Johns attended its first meeting Many excellent ideas are listed in the Committee report for monthly Council meeting topics The Committee recommends that an Economic Security Work Group not be established at this time Having local legislators at the July meeting would be an excellent opportunity for the Cooperative – suggestions were made that invitations be extended to Priscilla Dunn, Pat Moore, Roger Smitherman. Judge Huff asked that he be contacted about additional suggestions Susan Cotten was asked to send an e-mail to members of the Council distribution list to solicit volunteers for this Committee A request will be made for volunteers at the May Council meeting as well Board Development Committee –report by Ellyn Grady The Committee edited several documents including the o Board Service Commitment Pledge – Board members were asked to review this document from two perspectives – the message it sends to each personally and the message it sends new Board members. o Board Member Profile – a tool for Board Development Committee to help identify future Board member candidates o Individual Board Member Self Evaluation – to be used by Board Members to gauge their performance and to provide Board Development Committee with ideas for future Board Development activities Ellyn asked that Board members forward suggestions/comments re: the above three documents to Susan Cotton A new document “Board Member Nomination Process Timeline” was presented for discussion – feedback was positive Marie Harbison made changes to the “to be accomplished by” dates for this Committee as listed in the Business Plan, but she was unable to make today’s meeting OTHER BUSINESS Jennifer Kilburn introduced Heather Fisher who is working for the Cooperative for approximately 20 hours per week. Her contract runs through June 30, 2007 Congratulations to Caro Shanahan who is now a LCSW Jennifer Kilburn expressed much appreciation to the Board for their many efforts on behalf of the Cooperative A 2006 Annual Report has been written and will be delivered to: o Jefferson County Commission o Hoover City Council o Sheriff Mike Hale Site visit by the Community Foundation of Greater Birmingham (CFGB)took place for the grant submitted in March 2007 Jennifer Kilburn was told by CFGB that almost every non-profit entity that had submitted a grant for March 2007 had mentioned they were working with the Children’s Policy Council. Jennifer Kilburn is editing a grant that was written to Alabama Power a little more than a year ago for submission in 2007 Brian Huff received a check from the City of Hoover for $5,000. Thank you letters have been mailed to the Mayor and the City Council Brian commented that if other municipalities were aware of Hoover’s gift, they would likely respond in kind. Margie Curry recommended “progress reports” be sent to the County Commission and all other funders on a quarterly basis Brian asked to meet with the Board in private in order to notify them that because he’d learned that Susan Cotten was considering leaving, he had asked her if she would stay if her responsibilities were narrowed to just those related to the Council (monthly meetings, e-mail communications, database). It was recommended that a smaller group of Board members meet as soon as possible to discuss financial and organizational issues of such an action. ACTION ITEMS What E-mail Work Group (Early Care and Education; Education; Health; & Safety) Reports to Susan Cotten E-mail Committee Reports to Susan Cotten Who Joan Wright; Suzy Harris; Vicki VanValkenburgh; Wes Goodenough Jennifer Kilburn; Vicki VanValkenburgh; Caro Shanahan; Pam Weed; Ellyn Grady; Finance Committee All Board members Communications, Marketing & PR Committee All Board members who: 1) have not already done so; and 2) may engage in such activities All Board members By when 5:00 p.m. May 10 5:00 p.m. May 10 Review all work group & committee reports Make donor cards available Indicate on 2007 Resource Development Plan (spreadsheet) which activities you commit to Notify Caro Shanahan re: contacts you will make for fundraising purposes Notify Board members date of their last financial contribution to the Cooperative E-mail CPC re: volunteering to serve on Resource Development & on Programs Committee Ask for Resource Development & for Programs Committee volunteers at 5/4 CPC mtg Contact Brian Huff w/ names of legislators you would like him to invite to CPC mtgs Invite legislators e.g. Priscilla Dunn & Pat Moore to July CPC mtg Submit to Ellyn Grady 8:00 a.m. May 18 ASAP By May 9 Before such contact is made Susan Cotton By May 1 Susan Cotton By May 1 Caro Shanahan (?) and Pam Weed May 4 All As needed Brian Huff ASAP All By May 9 comments re: 1) Board Service Commitment Pledge; Board Member Profile; & Individual Board Member Self Eval Send “Progress” reports to Jeff Co Commission; City of Hoover & other donors Continue grant to AL Power Susan Cotten & Jennifer Kilburn Quarterly Jennifer Kilburn & Susan On-going Cotton NEXT MEETING The next meeting is scheduled for May 18 at 8:30 at Gateway.