WCC Board Meeting: Meeting Minutes 7/21/21

Attendees

Board: Ian Winbrock-Chair; Gail Caru-Vetter-Vice-Chair; Dilenia Cardona-Treasurer; Angie Byers-Secretary; Thea Lee; Jennifer Hoover; Andrew Martin; Theresa Burchell; Anand Holtham-Keathley
9/12

Community Members: Jain Elliott; Sue; Stephen Fuller-Rowell; Majeska Seese-Green; David Light

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Action Items

• Board will read EWEB Information provided by Anand

• Board will read SFR

• Angie: Sandwich boards, minutes, and youtube videos

• Ian: Draft Grant for the Fir/Lombard

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Motions

1. Program Coordinator Position candidate recommendation

   Gail Caru-Vetter: We are excited, because we have a fantastic candidate to whom we’d like to offer a position. We shared all of the candidates' information with the board. We met some fabulous and interesting people. This position is funded through our Covid relief grant money. This person’s focus will be around our vaccine clinics, as well as other public health-related issues. This person will also help us find other grant funds to continue our impact in the neighborhood. We’re hoping they will want to stay with us for a long time. Doriandra Smith is our candidate of choice. Ian: Will the board be able to vote on extending the contract after the probationary period? Gail: Yes, it’s an option for the board and the candidate. We will be assigned 1 point of contact for the position, which will be Ian.

   Motion: Gail motions, Thea seconds for hiring this person. 9/9 approves.

2. Contractor management
   Ian: I would like a single board member for each of our contractors.

   1. Dilenia: Contract person with Andrea Garcia

   2. Angie: Contract with Brent and Jo Studios/other website

   3. Ian: Contract with WCC Program Coordinator, Doriandra Smith

   4. Doriandra/WCC Program Coordinator: Emma Jones (Graphic Design), Holly Hine (Graphic Design), and Micheal Rhea (videography)

   Dilenia: Will Doriandra also handle the food and music vendors? Ian: Yes, I’m hoping she’ll be the contact for all of the individuals connected with the clinics. Thea: I’m wondering if Margaret could continue doing procurement, but she would work with Doriandra. Ian: I’m suggesting that we no longer have board members taking on these roles. Gail Caru-Vetter (in chat): We are calling the position "Program Coordinator" because we really want them to organize all levels of the WCC programs (as approved by the board). Jennifer: Is there a back-up if someone is ill, goes out of town, etc...? Ian: That’s a great suggestion. I think we should have some redundancy built in. I think those people that we listed should choose the back-up. Gail: In no way does this limit our options to contribute. The goal is to make those things optional versus us worrying an event can’t happen due to lack of availability of board members. The difference is that we’ll coordinate it with Doriandra. Part of the reason we liked her is due to her delegation abilities. This is expanding, not a limiting factor. Jennifer: Are we going to have a separate grant writer? Gail: The board approved that we hire 1 person. Our number one need is for someone to assist Ian in executing the grant. We want to make sure she can help us continue finding funding for her position. The goal is that this person will help us write grants. Jennifer: Is there a reason we cannot hire a grant writer? Majeska Seese-Green (in chat): There’s some state law on grant writers doing fundraising for their own pay. Little known fact. Will want to talk to someone about that. Sorry, it’s state law on contractors (not grant writers) raising money that they are paid from. Ian: My plan is to empower Doriandra to write grants. All grants are different. In reality, it is in a grant writer's duty to get additional funding, though it is a small part of their duties. We’re hiring them for the two grants from the OHA: FEMA through December of 2021, and Vaccine Confidence through June of 2022. Hopefully, they will get another grant after that to continue supporting our work. Gail Caru-Vetter (in chat): finding money to continue the work of a 503C is completely above board. If we, as the WCC Board, choose to use that money to extend a contract, that is also above board. Jennifer: Can a board member learn those steps as she is, as a backup to Doriandra. Gail: Ian is currently doing that work, and is familiar with the process. We’re working on setting up systems so that with any transition, this doesn’t fall apart.

   Motion: Point of contact for all contractors: Ian motions. Thea seconds. 9/9 yes.

3. Lane County Vaccine hesitancy RFQ

   Ian: Vaccine hesitancy grant. The actual document is providing us with additional money to continue the work we’re already doing. I’m motioning that we apply for the Request for Quotation. I would replicate what we’re doing already. The county is prioritizing BIPOC and rural communities, as well as poorer communities. It is up to $85,000. Stephen F-R (in chat): 97402 still has the lowest vaccination rate in Eugene

   Gail seconded. 8/8 yes.