Steering Team Meeting Report

Tuesday, July 3, 2007

 

In attendance:  Sharon Rich, Alice Schaer, Linda Watson, Dave Runyon, Kristopher Peterson, Tim Corkery, Malinda Riley, Cassie Friederich

 

 

Financial Reports:  Sharon shared a financial report for the VCC checkbook.

There is currently about $1200.00.  There still needs to be reimbursement for May and June mentoring expenses.

 

DFC spend-down report, Dave Runyon:  Currently remaining is $22, 818.00 for the last quarter.  If we spend at the same rate as we have been, we would need $20,000 to cover expenses. That would leave $2,000 for summer programming.

Staffing was discussed.  Sharon stated that ST leaders had made a decision that we cannot advertise for a new staff person until we are notified about DFC, and to offer Malinda and Cassie a stipend in the amount of $50.00 per week for the months of July and August to compensate for the extra work they will take on in the absence of a third staff person.  There will be an evaluation in August to make sure that all the work that needs to be done is getting done.  Dave said that Sharon will have to type a letter and send it up to Dave in Decorah about using DFC funds to pay the stipend.

 

Cassie notified the Steering Team that she will be gone from July 25-August 2 on vacation.

 

Sub-Group Reports:

Youth:  Malinda reported that the SODA leadership team is going very well, the kids are getting a lot accomplished and are very excited about it.  The group is making major decisions for SODA and Malinda is handing over the responsibility to them. 

5th & 6th Grade Youth Center:  Has been going slow…only 3 parents volunteered to help.  Jr. High and High school has not had good attendance but there are more sponsors signing up to help out.

Clermont Days:  The SODA leaders and Tim Corkery are taking charge of events during Clermont Days.  They will be in the parade and be in the park after the parade doing games and participating in the bed races.

Tri-Ethnic Survey:  3 out of 5 have been completed.  Sharon explained that needs assessment is something that has not previously been in Malinda’s job description and that is one way that staff job descriptions are changing with the new DFC guidelines.  Needs assessment will need to be done every 6 months. How are we going to get the word out about the results?  Possibly have a 4:00 meeting before the next Steering Team meeting.

Cool things SODA kids are doing:  Paperwork for supply requests and deposits, financial decisions, posting meeting minutes and information on Facebook, advertising, and lots more!

SODA Volleyball tournament and Summer Bash:  they are not getting teams signed up for the Volleyball tournament, but they are doing all of the work themselves and are doing a great job!

Community: Cassie purchased 3 brochure racks that have been placed at the Elgin Library and the Heartland Clinic.  Cassie is waiting to hear back from the Wadena Library.  Cassie ordered brochures from ISAIC and also put VCC brochures and other information in the brochure racks. Community sub-group members will keep it updated.

Community Substance Abuse Policy and Valley Good Conduct Policy:  Cassie got copies and sent them to sub-group members.  They will be discussed at the July 18 Community Sub-Group meeting.

Smoke-Free Survey:  Cassie has been working on a survey to send out to area restaurants. She talked to Marilyn Zweibahmer and is waiting to get a copy of a survey the sate is developing.

Tobacco Compliance Training:  Shad had to push it back a week and only 1 person showed up.

IGive Website: Al asked Cassie to report.  Michelle set up the website and Al went on and ordered some magazines. 

It’s easy and there are tons of stores to shop from.  We need to find out ways to get advertising out and promote this.  It has the potential to be a tremendous fund-raiser for the VCC.  Ideas:

            *Can the Echo run an article for us?

 

VCC Brochure:  Malinda and Cassie discussed it and it should be updated.  Is there anyone willing to work on it?

 

Mentoring:  Cassie handed out a report.

 

5th & 6th Grade youth center update:  Malinda has been contacting Youth Center sponsors and gathering information.  Her and Sharon will sit down next week and go through the surveys and talk about the structure for next year’s youth center.

 

All-VCC meeting reflection:  It went great! 

 

Resignation:  We received Michelle’s resignation and are acting on it.

 

Turkey River Classic:  Alice reported that planning is going well, it’s running well.  It will be a great event!

 

Newsletter:  Michelle left a memo about ways to make it cheaper to mail the newsletter that she had discussed with the Marica at the Elgin post office.

1.  Fold  it in thirds

2.  File for a non-profit permit.  You can find information on-line about this.

If we fold the newsletter differently, we would have to change the format a little bit.  We can talk to Marcia if we have questions.  We need to find out what the cost is for a non-profit permit.

 

Letter of support:  the Steering Team leaders submitted a letter of support for Valley’s Application for the Preschool Program Grant.  Malinda and Cassie also submitted letters of support.  The application has been completed and sent in.

 

Next All-VCC meeting:  Discussion was about having the next meeting be at the Tail-Gate party.  It will be a good opportunity for Mentoring to get people signed up.  It was suggested to not have a regular All-VCC meeting, just have the Kick-Off party.

If we did a meeting in October or November the focus could be on volunteerism and we could look at what does our community need for readiness.  What do we need education about?  Linda Watson suggested Pharming and dividing the kids and parents to do some skill-building with the kids.  Could we use the school?

Someone will check with Barney Burgers to see about food, but he may be retiring.

 

 

Promoting/Orientation:  Sharon passed out discussion notes from the last meeting.  Staff will keep notes at the office.  There was discussion about what kind of information to put in a packet for new members.  We should have a group orientation for people who signed an MOU.

How do we promote out website?  There was also discussion about developing presentations to do for community groups.

 

Fund Development:  The City of Clermont is still taking orders for bricks to put in the new sidewalks.  Cost:  $100.  Deadline is absolutely August1.  SODA could get a brick, but how would we pay for it? Maybe Mentoring would want one, too?  Ask people to contribute to the “Brick Fund”?  An e-mail will be sent out about it.  The brick will say:   SODA      Students Okay Without Drugs or Alcohol      Established 2002.

 

Insurance:  Sharon handed out a copy of the current policy and discussed the cost.  There  was discussion with Dave about getting the cost for insurance paid with spend-down money from the DFC grant.  The policy will be kept at the VCC office.

 

Elgin Sweet Corn Days:  Kris Peterson:

Working on it through a bible study group and other various community groups.  Maybe the VCC would want to have a booth?  Or have a fund-raiser stand, like selling lemonade?  SODA give away stuff?  Food will be at 5:00 and there will be activities in the park in the evening.