DRAFT MINUTES and Draft Agendas
Draft Agenda
March 18, 2010 at 2 p.m.
Beaver Island Community School
The Human Services Commission is a collaboration of organizations that advocates for the emotional and physical needs of island residents and visitors of all ages.
1. Call to Order, welcome, and announcements of changes to agenda
2. Review and approval of the minutes *
3. Correspondence:
4. Round table discussion from organizations present.
5. Beaver Island Human Resource Manual update by Judi Meister.
6. Beaver Island Human Services Health Fair update by Adam Richards. *
7. Discussion and approval of goals by Alice Belfy. *
8. Update regarding tele-conference with the Coordinating Body of Emmett and Charlevoix County Service Agencies.
9. Annual presentation to Township Boards and update on notice to Townships regarding revisions to Resolution for inclusion of additional organizations.
10. Next meeting date and time
11. Adjournment *
*Denotes action required
Beaver Island Human Services Commission
Action Items, September 2009-March 2010
Action Status
• Commissioners reviewed Open Meeting and HIPPA rules Completed
• Mission Statement Completed
• By-laws Developed Completed
• Townships changes to Resolution In-Progress
• Meister's participation in “Day of Poverty” +report Completed
• Grassmick's attendance at Michigan League for Human Services Completed
• On-going dialogue with COA, David Emmel In-Progress
• Weatherization Program In-Progress
• HSC Goals Statement-Draft to be adopted March Completed
• Presentation of Youth Build Program Completed
• Resource Manual of Human Services for residents and visitors In-Progress
• Human Services Health Fair 2010 In-Progress
• Developed 2010 Schedule for HSC Completed
• Meeting in Charlevoix with Charleviox County Service Agencies+report Completed
• Continued resolution of service gaps to Beaver Island community In-Progress
• Participation with the Emmett-Charlevoix Human Service Commission Completed at the February 24th meeting.
The Human Services Commission is a collaboration of organizations that advocates for the emotional and physical needs of island residents and visitors of all ages.
Draft : Beaver Island Human Services Commission Goals : 3/2010
• Build collaborative partnerships to foster physical, social, emotional, or spiritual well-being of residents and visitors.
Support and promote partnership organizations
Identify local, county, state, federal organizations that service human needs of our area.
Promote opportunities for interaction of the community with Charlevoix County agencies.
Participate in the Human Services Coordinating Body of Emmet and Charlevoix Counties.
Support services that value diversity, foster self-sufficiency, treat people with dignity, and address issues of safety for all age groups.
Engage in actions that support the continuum of comprehensive human services to individuals on Beaver Island.
• Implement structure to coordinate information access of services for community use.
Create a user-friendly listing of human services agencies for use by public
Assist with procuring funding for a Human Services Coordinator for Beaver Island.
Identify gaps in services/information and implement resolution strategies
Publish a monthly frequently asked questions and answers to the media regarding human or health services as directed by the board.
Goals to be reviewed annually in March and the review documented.
• Support the economic vitality of our community by ensuring services are available and accessible
Reinforce the beliefs shared throughout the commission about effectiveness of partnership organizations, and respect the needs of the client population inhibited by any geographical limitations.
Ensure that demographic trends to our community are identified on a local and county level.
Identify funding mechanisms to aid the community in providing services that are expedient and efficient.
Increase the percentage of households who understand eligibility of human services.
Beaver Island Community School
Present: Judi Meister (Food Pantry), Donna Kubic (BIRHC), Alice Belfy (BICS), and Pam Grassmick (Peaine), Bob Tidmore (Am Vets) Kathy Tidmore (St. James)
Absent: Lois Williams (Hospice), Nancy Tritsch (COA), and Steve Finch ( Lighthouse School ),
Guest: Adam Richards
• Call to Order
Meeting was called to order by Chair P. Grassmick at 2:00 PM.
• Review of the minutes
Motion to accept the minutes of the January 21 2010 meeting were accepted with correction (J. Meister/D. Kubic) approved unanimously.
3. Correspondence: Adam Richards
Adam Richards has graciously volunteered to be the chair person for the upcoming Health Fair.
• Round Table discussion from organizations present
Kubic reported that she had applied for a grant from Char Em United Way that would provide senior services, as services are very limited on the island. Kubic will request BIRHC board approval at the next board meeting. Her letter of intent was accepted with a request to present a full application. The Health Center would manage the services and the employee. Dr. Murray Cotter, dermatologist will be coming to the island to start seeing patients April 23rd . He will come once a month or once every two months depending on the need. J. Meister reported on food panty signs up going up on the building. They are just about all moved over, Mike Bailey is to begin building shelves. B. Tidmore reported on the weatherization program. Chuck Riley is on a project right now, but will be giving Beaver Island his full attention soon. 5 houses were initially approved for the completion of the weatherization work.
• Beaver Island Human Resource Manual update by Judi Meister
Meister reported on the Human Resource manual, Joan Vyse is working on it and has a draft copy. Information included is from the health department and community action agency. Vyse has several phone calls out for additional information from various agencies. Manistee County has a 211 number which will direct you to the right place to seek information. Vyse is trying to get this information in a hard copy instead of trying to reinvent the wheel.
• Goals presentation by Alice Belfy
Belfy distributed a draft of the goals from October which were consolidated into statement goals with action items using the original list. A few minor additions/corrections were made:
Identify local, county, state, federal organizations that service human needs of our area.
Participate in the Human Services Coordinating Body of Charlevoix Emmet and Charlevoix Counties
Engage in actions that support the continuum of comprehensive human service s to individuals on Beaver Island .
Create and promote a user-friendly listing of human services agencies for use by public
A separate goal is to review the list of human services for use by the public annually.
Motion to wait until the next meeting to adopt the goals. (P.Grassmick/B. Tidmore) unanimously approved.
Discussion was had on frequently asked questions and doing the questions on a monthly basis for the media. The Commission should develop both a friendly manual and an ongoing frequently asked questions list as they are really two different things. It was suggested to make the questions a part of the minutes so we have a record. Discussion about an area on the website where all questions could be compiled. A small ad could be used in the island publications with a question and answer each month. The Peaine Township website is not used by the public.
Bob Tidmore will investigate doing a mailing for get a feel for the census for summer people.
7. Update regarding meeting with Charlevoix County Services Agency
A synopsis of discussion at the January 22 meeting in Charlevoix was sent to the agencies members who attended the meeting. At the meeting the Commission indicated, within two weeks the agencies present would have a letter detailing what was said and what the gaps were.
A copy of the letter (attached) making the correspondence a part of the minutes. Discussion was had whether this should be an article in the media; this is what services the commission is working on or not. An article could be sent to the media mentioning 4 people went over and talk to several agencies in an attempt to secure more services for Beaver Island .
There will be a teleconference phone meeting February 24 th at the Health Center , with the Human Services Coordinating Body of Emmet and Charlevoix Counties . Brandi Wolf, Northwest Michigan Community Action Agency, Inc .is coordinating the phone conference. Brandi has given HSCB information about the commission and what we discussed at the January 22 nd meeting in Charlevoix. The Commission has been asked to present a five minute blurb telling about ourselves and what our needs are. This group helps write grants for various services. Judy will e mail the members thoughts on what should go into the papers.
• Beaver Island Human Services Health Fair
P. Grasmick furnished A. Richards information from the previous Health Fair. Joe Moore has offered to assist with publicity, Deb Plastrik and Pam Moxham have also offered their services. Grassmick turned over material for the Health Fair several years ago that was held at the school. Richards is to put something on the Beaver Island forum and Joe Moore's site to announce the date. Richards will be soliciting help and will be the contact person. Next meeting we can weed through some of the questions.
Belfy will do a forum announcement. Commission members will be asked for input before posting anything. The posting will be from the group and not any individuals.
• Update on notice to Townships regarding revisions to Resolution for inclusion of additional organizations.
Update notice on resolution, was sent to both townships. K. Tidmore will follow up with St. James and Grassmick with Peaine.
• Next meeting date and time
March 18th , 2010 at 2:00 PM
11 Adjournment
Motion to adjourn at 3:10 PM (Kubic/Meister) unanimously approved
Respectfully submitted, Donna Kubic, Secretary 2/24//2010
Beaver Island Human Services Commission
Draft Agenda
February 18, 2010 at 2 p.m.
Beaver Island Community School
The Human Services Commission is a collaboration of organizations that advocates for the emotional and physical needs of island residents and visitors of all ages.
1. Call to Order, welcome, and announcements of changes to agenda
2. Review and approval of the minutes *
3. Correspondence: Adam Richards
4. Round table discussion from organizations present
5. Beaver Island Human Resource Manual update by Judi Meister
6. Goals presentation by Alice Belfy *
7. Update regarding meeting with Charlevoix County Service Agencies
8. Beaver Island Human Services Health Fair *
9. Update on notice to Townships regarding revisions to Resolution for inclusion of additional organizations.
10. Next meeting date and time
11. Adjournment *
Beaver Island Human Services and Health Fair
Master Planning DRAFT List for Fall 2010
• Publicity and Photos Joe Moore
2. Development of HF/HS Program
• Contact agencies/organizations for participation
• Information for participants regarding travel, housing, and food
• Develop station sites and map
• Contact for free-bees, prizes and food for participating agencies
• Set-up Assistance
• Volunteers to help with pick-ups, stations, and greeting area
• Evaluation Sheet
• Clean-up
• Post event de-briefing meeting-what worked, needed changes, etc.
• ? Faxes, e-mails, and mail be sent to BICS c/o Alice Belfy?
BEAVER ISLAND HUMAN SERVICES COMMISSION
Beaver Island Human Services Commission DRAFT
January 21, 2010 at 2 p.m.
Beaver Island Community School
Present: Judi Meister (Food Pantry), Donna Kubic (Beaver Island Rural Health Center), Alice Belfy (Beaver Island Community School), and Pam Grassmick (Peaine Twp) Lois Williams (Hospice),
Absent: Nancy Tritsch (Commission OnAging), and Steve Finch (Lighthouse School), Bob Tidmore (Am Vets)
1. Call to Order
Meeting was called to order by Chair P. Grassmick at 2:00 PM.
2. Review of the minutes
#3 Welcome to new member Robert Tidmore who indicated he did represent Am Vets but would relay information to the Am vet auxiliary group. Section 3 a. of the bylaws change to give a report annually The Chairperson will prepare a formal report to be presented to the two annually townships at their Annual Meeting and shall keep the townships informed as to the activities of the Commission.
Motion to accept the minutes of the November 19, 2009 meeting were accepted with corrections (Meister/Kubic) approved unanimously.
3. Correspondence
J. Vyse will be unable to finish out her three year term. P. Grassmick has been in contact with Supervisor, R. Speck. The opening will be posted for a St. James representative to join the commission. Motion to accept resignation with regret of Joan Vyse (P. Grassmick/A. Belfy) unanimously approved .
• Presentation by Lisa Anderson, Youth Build Program
L. Anderson reported on the Youth Build Program. These young adults will finish their high school requirements, learn the construction trade and part of that is will be working on a housing project for someone with a low income or homeless. They have partnered with the Beaver Island Development Corp. L. Anderson welcomed any suggestion for projects that serve local residents and would welcome hearing about them. Construction trade instructor Dan was also present. Steve Finch is the site coordinator and is also a contact person.
5. Round table discussion from the organizations present
A. Belfy reported on two programs. One is the Life Line assistance program in which low income families would be eligible for a reduced phone bill each month. Also A. Belfy is the homeless liaison. The definition of homeless is very broad – a person could be living with an aunt or uncle. Lack of regular adequate housing, no heat, or no electricity, those individuals can be considered homeless. Money is available for homeless students. A. Belfy encouraged members of the commission to let her know of any needs. Monies are for school age children. If the home the child is living in has their electric turned off, that child would be eligible.
J. Meister complimented the Beaver Beacon publication for the article on the food pantry. She reported on a balance of a bill paid at McDonough's so a person could purchase medications. A person should take advantage of the food pantry so their grocery money could pay other expenses.
D. Kubic mentioned the care providers at the Health Center can assist residents with applying for assistance with paying for their medications through pharmaceutical companies. Patient advocates are important especially for the elderly. L. Williams talked about the need for additional hospice members. She would contact Munson's volunteer coordinator to try and recruit more help.
6. Discuss strategy to complete priority goals.
a. Resource Manual of Human Services for residents and visitors
P. Grassmick indicated the need to work on a research manual. In February there will be interaction between the Human Services Coordinating Body of Emmet and Charlevoix Counties and BI Human Services Commission at which time more information will be available. J. Meister volunteered to chair compiling the manual.
b. Fall Human Services Health Fair
A. Belfy checked into dates available for the Health Fair. Dates will be talked about after the meeting with several agencies tomorrow in Charlevoix. Will need someone to chair the event. Volunteers need to be solicited. Chair Grassmick indicated we will wait until other members are present to see if anyone would volunteer to chair the Health Fair. Table appointing a chair for the health fair until the next meeting.
c. Development of long term goal statements/plan
Goals that were taken from the first meeting of the commission which can be found on the Peaine.org website. These goals need to be consolidated down into three goals statements with action items listed below them. This task should take two meetings. A. Belfy volunteered to work on that task.
7. Update regarding meeting with Charlevoix County Services Agency
P. Grassmick will chair the meeting November 22 in Charlevoix . John Stephenson from NWMCAA Shirley Roloff, Shirley Gillespie...Charlevoix Department of Human Services, David Emmel,, COA, , Brandi Wolf (Human Services Coordinating Council), Lynda Bockstahler, Home Care and Aging Services, Health Department, Scott Kendzierski or Larry Levengood, Environmental Health, Linda Yaroch, Health Department will be among those attending. Beaver Island has not had a lot of contact with these agencies.
8. Notice of 2010 Commission meeting schedules
Motion to meet on the third Thursday of the month at 2:00 PM at the Beaver Island Community School. (Belfy/Meister) unanimously approved .
9. Notice to Townships regarding revisions to Resolution for inclusion of additional organizations.
Chair P. Grassmick will approach the townships with a change in the resolution establishing a Beaver island Human Services Commission. Motion to remove 1c and 1d and replace with
Other such organizations desiring membership in the commission may do so by submitting a letter on behalf of their organization. Members will be added with a 2/3 vote of the exiting members. (A. Belfy/D. Kubic) unanimously approved.
10. Next meeting date and time
February 18, 2010, 2:00 PM
11: Adjournment -- Motion to adjourn meeting adjourned at 2:20 PM (Kubic, Grassmick) unanimously approved.
Respectfully submitted, Donna Kubic, Secretary 1/26/2010
Beaver Island Community School
The Human Services Commission is a collaboration of organizations that advocates for the emotional and physical needs of island residents and visitors of all ages.
7. Update regarding meeting with Charlevoix County Service Agencies
9. Notice to Townships regarding revisions to Resolution for inclusion of additional
Organizations. *
10. Next meeting date and time
• Adjournment *
*Denotes action required
PRESENT; Pam Grassmick, Judy Meister, Joan Vyse
ABSENT: Nancy Tritsch (CoA), Lois Williams (Hospice), Steve Finch ( Lighthouse School ). EXCUSED: Donna Kubic (BIRHC), Alice Belfy (BICS)
GUEST: Robert Tidmore
1. CALL to ORDER: 2:05 p.m. APPOINTED: Acting secretary Joan Vyse
2. Adoption of corrected minutes: No. 3 “Jayne” replaces “Jane”. No. 4 added words “and visitors”. MOTION J.Meister, 2nd J.Vyse UNAMIOUS
3. Welcome to new member Robert Tidmore representing AM Vets. J.Vyse questioned if he also represents AM Vets Auxiliary. “No”
4. ROUND TABLE DISCUSSIONS:
a. Mission Statement: J. Vyse suggested eliminating word “service” because it is too limiting. MOTION J.Vyse, R. Tidmore UNAMIOUS.
b. Short term goal: J. Vyse suggested 3 month goal to make up lists of services available: eliminate overlapping services; call first for permission to use; eliminating time wasted getting services; different county agencies services. Final list at BIRHC, School, Library, Churches
c. J. Meister Food Pantry: 14 dinners for Thanksgiving dinner, New criteria for income levels for use of pantry.
d. R. Tidmore: Auxiliary buying gifts for Christmas party.
e. P. Grassmick: Should partner with Charlevoix County for Services; Including but not limited to Health Department, Hospice training, free paps, NW Community Action- will meet with them after holidays for more interaction. Problem- no coordination of services in county. Spring Health Care Summit scheduled for spring, try to attend get ideas for scheduling one on Beaver Island for Fall 2010.
5. Discussion of HRC BY LAWS:
SECTIONS
Mission Statement: (see 4 a)
2. a ADD “ Lighthouse School ” to participating organizations
2. b ADD “Terms of” members; OMIT “so that one term is up
each year”.
3. 1 st line OMIT ( odd number of years or yearly )”
3. b Sixth line REPLACE “least once” with “annual meeting”
3. c Ninth line REPLACE “coordinate the posting of
minutes”with “submit the minutes”.
6. Fourth line ADD “ship” to members.
7. Fourth line ADD commas after government and non-
governmental; “donated funds” after non-governmental.
OMIT “of”
7. Fifth line OMIT “organizations”.
7. Seventh line ADD “at annual meeting” after townships.
6. Further agenda items postponed to next meeting.
7. Scheduled December meeting cancelled.
8. Adjourned at 3:30 p.m.
NEXT MEETING JANUARY 21, 2010 AT 2 P.M. BI COMM SCHOOL
Submitted by acting secretary Joan Vyse