Minutes, Nov. 2nd 2015

United Community Partners
Board of Directors
November 2, 2015

In attendance: Liz McLellan, Julie Zaccone, Kat Davis, Rev. Bill Shields, Steve White, Chad Bilbrey
Absent: Millicent Simpson

Visitors: Linda Collier, “Nila and Kelly” (visitors from Fruitland), Bill Schuhle
NOTE: Board member assignments for each agenda item are recorded in BOLD

1. Check ins:

Two women from Fruitland who are looking to relocate to the Panhandle area, visited the UCP meeting to get an idea of how Halfway approaches community involvement. They shared their concerns about their hometown’s lack of citizen participation. Their impressions of the area and UCP were favorable.

2. Open Discussion:

Linda Collier reported on the interaction between the Lion’s Club and Pine Fest regarding insurance coverage for the event. Research indicated that the Lion’s would need to be active participants in any event to be considered sponsors by Lion’s International. Bill Schuhle noted that recent past practice was to simply list the Lion’s as a sponsor. Hence forward, not only will all publicity need to list the Lion’s as a sponsor, but they should also have a booth (or some other presence) at the event to help ensure that a claim against the insurance would be valid. The Lion’s are going to begin using a form, to be signed by the insured, indicating roles and responsibilities.

3. Adoption of minutes:

Minutes from the October meeting were approved as written. Kat expressed thanks to Julie for serving as secretary for the meeting during her absence.

4. Treasurer Report:

Steve reported a gain of $8.00 from UCP investments between October and November. He also noted the annual IRS filing is due in November.
Liz asked Steve to provide a report on investments, including possible options, for the annual meeting.

5. Annual Meeting planning

Following discussion it was decided that there will be NO regular business meeting in December. The annual meeting will be held on Monday, January 4, 2016 at the home of Steve and Summer White. A noon start time was set to accommodate a potluck, which will precede the regular business meeting.

6. Discussion of changes to Grant Forms and Process:

The Board commended Liz for her work on making changes to the grant forms. The major change included a modification to the timeline that will allow applicants to have their projects reviewed and revisions made before the application deadline. Kat asked for feedback from the group on how the process worked for them. The general sense was that it was disappointing that neither project was able to be funded for various reasons, leading to the decision to add coaching and feedback into to the timeline.

Board members were asked to send any additional feedback on this issue to Liz.

Liz asked Kat to add the fact that grant funds may not be used to pay for previously completed work[a] to the UCP grant writing tip sheet.

7. Discussion of Fiscal Sponsorship vs. Agency with example case:

Liz read an email from the President of the Fair Board, asking whether items could be donated to the Fair through UCP so that the donor could obtain a write-off for tax purposes. Kat lead a discussion on why the answer to this is “no”, using this real example as a way to clarify the difference between providing fiscal sponsorship vs fiscal agency. An MOU from a previous project with the PVFA (Calf Chute Project) on file clearly indicates that UCP did not intend to have oversight to the project itself (as would be the case in fiscal sponsorship), but was only providing accounting services for a fee (fiscal agency).

A transaction such as the one described in the PVFA request in Oct 2015 is not allowed under IRS 501c3 tax exempt status. Bill Shields suggested that UCP respond with the recommendation that the Fair Board consult with their legal counsel on other means for having the items in question gifted to them in a way that would be beneficial to the donor.

Liz, Kat and Steve will meet with the Fair Board President (Casey Rowan) on November 11, 2015 to review this situation and set a better-defined, positive course for future interactions.

To provide clarity for future projects, Kat will create two, single-page agreements outlining roles and responsibilities for any organization seeking either fiscal agency or fiscal sponsorship.

8. Discussion on Board Business vs. Service discussions:

This item was postponed for a future agenda. Kat will plan for this discussion.

9. Update on Halfway Gym Grant:

This project has been completed and a report is due back to the Ford Family Foundation. It costs $20/month for access to the exercise room.
A numeric code is provided when payment is received. Denise Cairns is the project lead.

10. Leadership Training Options:

Steve revisited the idea of UCP hosting some kind of leadership training for community organizations. Kat recalled the Board discussing this previously and that we had concluded it would be better received if the potential attendees had some involvement in selecting the training they want or need. After some discussion on how to obtain this information, Liz asked if Steve would be willing to take a lead for the project. Steve agreed.
Kat will send Steve links for non-profit board self evaluations.
Steve will contact community boards to see if they will add this to an upcoming meeting.
He will summarize the results and use this information to determine what topics are most needed for training.

11. Check outs: None recorded.

Submitted by Kat Davis, UCP Secretary.


Minutes, Oct 5th 2015

United Community Partners – Meeting Minutes – Oct. 5th, 2015

Steve White
Julie Zaccone
Chad Bilbrey
Liz McLellan
Millicent Simpson
Bill Shields

Excused Absent
Kat Davis


1. Check ins (Liz) (3 minutes)

2. Adoption of minutes from last meeting Julie (3 min)

-One change: The Board Training that Julie presented is Through the Center for Non-Profit Stewardship in Pendleton, and is not being lead by Jeff Nelson –

3. Guest presentation/request – Bill Schuhle *see note below

4. Treasurer Report – Steve had print out, see attached.
Current ending balance for September 2015 is $12,529. We had discussion on our current Investment, and agreed to discuss further

5. Questions for Grant Applicants (5 minutes) ­ Internal Board Discussion.

Bill Shields declined to vote on either grant applications for personal reasons with both. Millicent declined to vote on D’Tour grant application because she is a volunteer for the organization. Chad declined to vote for After School Program grant application because his wife is running the program.


D’Tour- Question on “who” would have use of the Printer/copier, entire community? Strictly Pine Baptist Church? On paint request, application shows that half would be painted now (1st paint date was 9/26), would amount of paint requested still be necessary? How did you arrive at this budget amount?

After School Program – Is this program presently running?

6. Community Presentations ­ Small Grants ­ Community members invited in to present.

2:15 Grant Presentation – Betty Warmath presenting D’Tour Youth Program request

-No Show, Camille Hearne was contacted by phone and thought her husband was coming for meeting. Called back and withdrew the grant application.

2:25 Questions from the members of the Board regarding D’Tour Grant

2:45 Grant Presentation 2 ­ Jennifer Bilbrey ­

After school program request

Jennifer presented her information. She confirmed that his program had no funding
at this time, but she is working with US Bank for a non-profit Grant. Julie Z is familiar
with US Bank requirements, and offered to help in this application process.

2:55 Questions from the members of the Board regarding After School Program Grant

3:00-­3:15 ­ Board will have ​closed session​ for Grant discussion for D’Tour. (Board members only)

Both Applications were declined, at this time.

7. Review of Application Form/Process ­ Liz (5 Minutes) ­

  • What’s missing? What is too much? etc
  • Need to clarify requesting entity on grant application
  • Clarify the amount requesting and how amount determined, be specific
  • Once application submitted, make time for review by board, review with applicant and suggestions for improvement to application, resubmission with changes, then final discussion and decision.

8. Lion’s issue, continued (Bill? 10 minutes) ­ Community Members welcome (sub­topic: community insurance)

9. Open Discussion ­ Community Members welcome 10 minutes ­ Ideas, projects, concerns ­ Open format.

10. Check outs Liz (3 minutes)

3:30 ­ Adjourn

* Bill Schuhle visited representing the Museum group – requesting assistance from UCP regarding updating their bylaws. It was agreed, that Bill should take a copy of our revised bylaws as a template for the Museum group to review. UCP would like to help on specifics but it’s unclear what help is needed at this time. UCP asked that The museum group return with specific questions or needs we could help on.

Decisions Made

Grant 1_2015 – D’Tour Program
NO – Unanimous consensus was not reached.

Grant 2_2015 – Afterschool Program
NO – Unanimous consensus was not reached.

UCP offers Julie Zaccone’s services in consultation with writing the grant application to US Bank.

Action Items:

  • Liz will contact Jen Bilbrey to explain “No” vote and offered support from UCP – Julie will confer with Jen on US BANK grant application one-on-one.
  • Bill Shields will make sure to offer Facebook support to Lions again from Liz and Millicent.
  • Liz will write up “No” decision for D’Tour and explanation “success tips” and encourage reapplication.
  • Liz will add “Annual Report + Annual Meeting” + “Fund Management review to November Agenda – (every year)
  • Liz will write up revised Granting timeline and process as well as amend the Grant Application with suggestions which arose in today’s discussion.

Next Meeting Agenda Items

– Review and amend grant process and Grant Application (Also to be discussed ongoing on our maillist.)

Halfway Gym Update – Stay Fit this Winter

Denise Cairns, Karen Andrus, Dane Smith, Bill Schuhle and Caroline Coble have done a terrific job in acquiring funds and support to make more equipment available at the Halfway Gym.

Don’t let the winter blahs keep you from moving! Check out the new high-end gear!

If you are interested in joining the Halfway Gym – a membership is VERY reasonable.
Contact Denise Cairns – Gym Project Champion for more information.
Special Thanks to Bill Schuhle for dotting the crossing the Ts and dotting the Is.

HALFWAY - new gym equipment

November 2015 UCP Meeting Agenda

United Community Partners

November 2 , 2015 Meeting
Fellowship Hall – 1:30 -3:30 PM

Members: Liz McLellan, Julie Zaccone, Kat Davis, Rev. Bill Shields, Steve White, Chad Bilberry, Millicent Simpson

Excused: Kat is likely to be a little late for this meeting.

Please note changes have been made to the GRANT APPLICATION – please review the linked document.

Facilitator: Liz McLellan
1. Check ins (Liz) (5 minutes)

2. Open Discussion (Community Welcome!) 10 minutes
Linda Collier will attend to discuss Lion’s Insurance Options and Questions

3. Adoption of minutes from last meeting Julie (5 min)

4. Treasurer Report (5-10 Minutes) Steve

  • filings
  • investments

5. Annual Meeting planning (5 minutes) Liz
Location, date, time TBD – please see emails

6. Discussion of changes to Grant Forms and Process (10 Minutes) Liz

7. Discussion of Fiscal Sponsorship vs. Agency with example case Kat (10 minutes)

  • discuss case, timeline
  • review service agreement templates with Kat
  • discuss process steps for each (sponsorship and agency)

8. Discussion on Board Business vs. Service discussions Kat (10 Minutes)

9. Update on Halfway Gym Grant – Ford Family – Denise Cairns. Liz (5 minutes)

10. Review Action Items – (5 minutes) Liz.

11. Check outs Liz (5 minutes)

If you’d like to get on the agenda, please contact Liz McLellan.

What Can UCP Do for You?

As a continuation of the work started two years ago to make the services and work of United Community Partners more accessible and useful to the community as a whole we’ve updated our description of services and how to access them.

We also have a request that goes out to people in Baker County – If you have a service relevant to our mission and the services we offer and you would like to be listed as a professional resource please keep an eye out for our upcoming Services Directory. You will be able to list your services, your contact information and your rates.

Agenda August 3rd 2015

United Community Partners
August 3 , 2015 Meeting
Fellowship Hall – 1:30 -3:30 PM

Members: Liz McLellan, Julie Zaccone, Kat Davis, Rev. Bill Sheilds, Steve White, Chad Bilberry, Milicent Simpson
Please bring your own copies of all relevant documents.
Facilitator: Liz McLellan

  1. Check ins (Liz) (5 minutes)
  2. Open Discussion (Community Welcome!) 10 minutes
  3. Adoption of minutes from last meeting Kat (5 min)
  4. Treasurer Report (5 Minutes) Steve
  5. Web Updates (Liz 5 minutes)
  6. HCJ Article Brainstorming Topics for next HCJ articles; dates? (Kat 10 minutes)
  7. HCJ Ad Rates Issue – Size of ad – content – (Liz and Kat 10 Minutes)
  8. Confirm our first grant review date ((Kat 5 minutes)
  9. Lion’s issue, insurance etc continued (Steve, Bill? 10 minutes)
  10. UCP: “United Way” model? (Kat 10 minutes)
  11. Check outs Liz (5 minutes)

2015 Bylaws are finally complete!

When I joined UCP around 2013 we were quite confused as a group both by how to proceed with such light attendance, how to make decisions with consistency and as a result how to do the work we needed to do to serve our mission. In the last 2 years we’ve worked diligently together to clear up that confusion, get our ducks in a row and get clear on the work we are here to do. There are many results of this work. One of the most important is that the updates to the bylaws are finally complete.

The changes made were not huge but these changes allow us to function effectively, get things turned around faster for our community, access more resources for the Valleys.

Please feel free to download your copy  Everyone is welcome at our monthly meetings.

Thank you for your patience throughout this period and thank you to all UCP members present and past who contributed to this work,

Liz McLellan
President, UCP

Third Annual Pinefest – September 11 and 12th

This will be the third annual music festival at the Pine Valley Fairgrounds in Halfway Oregon, featuring great music from  bands based in the Pacific Northwest. An eclectic mix of genres, including, bluegrass, rock’n roll, country, blues, funk, and original singer-songwriters!  PLUS food,  arts and crafts, beer and wine.

Friday, September 11th, 2015          4 p.m.  to  10 p.m.

Saturday, September 12th, 2015        2 p.m. to 10 p.m.

Admission $10 at the gate each day, children under 12 admitted free.

Tickets now for sale online at  BROWNPAPERTICKETS

Chairs will be available for rent on site on Saturday.
For more information go to pinefest.org

New Grant Application Process at UCP

For the last two years at United Community Partners we’ve been working steadily at improving our processes, record keeping and strategies for inclusion and engagement with our community around our mission as an organization.  A large part of this project has been getting clear on our granting and services process and ways to encourge community members to make use of the resources available at United Community Partners.

To that end we recently updated our grant application process so that everyone in the community and on the board has a structure to work within and to plan around. We’ve added four regular application periods and information on our turn-around timeframes for decision making by the board.

We’ve also enlarged the board to seven members which will allow us to function effectively even when one or two board members need to be absent from a meeting.

Please take a look! We hope this will make it easier for everyone to make good things happen in our beloved valleys.

We’re all looking forward to being more available, more efficient and more effective together.

Liz McLellan
President, UCP Board

Welcome to Our New Board Members

We are very pleased to announce that Julie Zaccone and Chad Bilbrey have joined the United Community Partners Board. We now have a total of seven board members which should mean that we can accomplish more in short order.

We are all looking forward to a productive year ahead!

Recently we’ve revamped our bylaws to operate in a more effective manner. We’ve also revised our Project Selection Process and will shortly post our updated documents. It is our hope this process of streamlining will make it easier for community members to access our grants and services – and make use of United Community Partners more effectively.

If you are interested in coming to meetings please know all are welcome.