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Claudia McCalley – 5C President Tracy Yelden – 5C Secretary Julie Doeppke – 5C Vice President Kari Harbaugh – 5C Treasurer www.claytoncountyccc.weebly.com www.facebook.com/ClaytonCountyCCC [email protected]

5C - Clayton County Community Collaboration Council

Planning Retreat & Meeting Minutes 1/26/17

Attendees: Claudia McCalley (Community Member), Marvin Duff (Law Enforcement), Tracy Yelden

(Substance Abuse Agency), Adam Sadewasser (Substance Abuse Agency), Lynette Pritchard* (School),

Gerry Frick* (Law Enforcement), Thomas Purcell (Substance Abuse Agency), Merry French (Substance

Abuse Agency), Julie Doeppke (Business), Brian Berger (Law Enforcement), Matt Moser (Law

Enforcement), & Kari Harbaugh (Parent) - *Attended Planning Retreat Only

2017 - 5C Planning Retreat

The 2017 5C Planning Retreat was held on January 26th at the County Office Building in Elkader. 12

participants shared insight and ideas about substance abuse issues in Clayton County.

Purpose of Retreat: The purpose and goal of the retreat was to engage community members in discussion

about substance abuse issues and to formulate a broad direction for the coalitions business and activities

for 2017.

Summary of Information Gathered:

Activity 1: Table groups discussed “If we had $10,000.00 to address substance abuse issues in Clayton

County what would we do? Response Summary:

Marijuana: Education: for parents, educate about legal consequences/health impacts of use. Social

media and community presentations/personal stories about impact of use; Law Enforcement projects such

as K-9 saturation patrols.

Alcohol: Education for all age groups, social media/ presentations and Law Enforcement initiatives

including “High 5” and STEP.

Prescription Drugs: Education for parents and students, live presentations/personal stories of use,

education about how to detect use, fact sheets, information on resources available for treatment/education,

how Rx are obtained, safe use of Rx in the home; Legislation: monitoring Rx. Other issue was lack of

treatment resources.

Tobacco: Education for adults and youth, social media with photos, personal stories, and

emphasizing short term impacts of tobacco use; Legislation: advertising and messaging changes.

All participants discussed common threads with each of the drugs and how issues could be

addressed. These included education, law enforcement, social media, legislation and lack of resources.

Outline in Chart Below:

Activity 2: Identify Problems from Drug Use. The group brainstormed ideas and posted them.

Activity 3: Possible Solutions. The group brainstormed ideas and posted them.

Activity 4: Resources Needed. The group brainstormed ideas which could be used as possible solutions.

Activity 5: Possible Solutions were divided into things that the coalition could do within 6 months &

within 1 year. Solutions which would be long term were also identified.

Activity 6: Projects to Start or Continue. The group shared ideas.

Results of this planning retreat will be shared with 5C coalition. There will be a framework developed

which will incorporate these ideas and will provide direction for the business of 5C during 2017.

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2017 5C Planning Retreat

Drug Use

Problems Resources Needed Possible Solutions

Projects to

Start or

Continue - Increase in crime

- legal issues

- mental health issues

- family issues:

conflicts/relationships

- personal health and

insurance

- increase in motor

vehicle

crashes/injuries

- poverty

- financial

- unemployment/unem-

ployable

- decreased motivation:

school/work

- barriers to

careers/jobs

- school/classroom

dysfunction

- lack of support

system

- psychiatrists/psychologists

- people

- trained

educators/programs/comm-

unity education

- support from local

government

- education of local

government

- money

- accessible transportation

- knowledge

- increased collaboration

with legislature

- department of education

- school districts

- community

- family

- knowledge of available

resources and how to

access them in user friendly

process

- community commitment

and engagement

Within 6 months:

- Bridges out of

Poverty and

simulation

- social media

development

- increased

parental/community

involvement

- Grass roots efforts

such as Family’s

Helping Hand

- 5C and DFC

- Education

- Day on the Hill

- influence legislation

- evidence based

programming

- police/community

interaction

- HIPS

Within 1 year:

- Mock

Disaster/Every

15 Minutes

- topical

speakers

- law

enforcement

training

- safety check

points

- teacher

education

Long Term

- PMP

(prescription

monitoring

program)

requirement

- treatment

options

including

inpatient

- outpatient and

self-help

programs

- partnership with

insurance

companies

regarding length

of treatment

services

- Mannequin

Challenge

- Neighborhood

Night Out

- community

speaker such as

Joe Kiel and

others




5C January Meeting Minutes

The group reviewed the meeting packet and current funds. The trailer decals were completed and a

picture was passed around for the group to view. Julie motioned to approve payment of $274.99 to

Family’s Helping Hands who carried the loan for 5C on the trailer. The motion was 2nd by Kari, motion

passed. The Comanche-DeWitt coalition would like to meet with 5C members in March. Claudia will

stay in communication with them for a date and time. 5C will be looking for volunteers to visit with their

coalition. The by-laws were revised and a draft presented at the meeting. A copy is attached to the

minutes for review. A vote on the revisions will be in March. The Advanced Drug Trends registration is

due February 14th. If you would like to go, 5C has funds available to help. Contact Tracy if you are

interested. February 15th is the next 5C meeting and Heidi from ECS will be training coalition members

on community engagement. More information on the training to come as the date approaches.

Date Reminders:

February 14th - Registration Deadline for Advanced Drug Trends (Feb 24th) in Cedar Rapids

February 15th - 11am 5C Business Meeting

- 11:30am Coalition Member Training (Community Engagement)

- 3-6pm Hidden In Plain Sight at the Clayton Ridge High School

February 23rd - Substance Abuse Prevention Day on the Hill

March 23rd - 5pm Local Drug Trends communitywide presentation in Garnavillo

The following information was provided at the meeting and is included for your review:

- Event Meeting Summaries

- Grant Reports

- Logic Models

- By-Law Draft




Event/Meeting Summary

5C Executive Board Meeting Minutes (1/9/2017) Present: Julie Doeppke, Claudia McCalley, Kari Harbaugh, Tracy

Yelden, Merry French, Thomas Purcell

Old Business: 5C budget was discussed. Coalition will take action on paying off the trailer loan during the next

coalition meeting. Expenses for trailer decals is expected soon. IPFS Update: Rachel Hach has been hired as the

new coordinator and will begin January 16th. Merry will complete orientation and a training plan to bring Rachel

up-to-date. The Foundation Grant report had been submitted for 2016. No other HIPS sponsors have been

solicited; upcoming events include Feb 15th and possibly March 23rd and in June. Claudia will publicize HIPS with

area groups to promote the exhibit. The coalition will discuss meeting with the Comanche-Dewitt group

sometime in March.

DFC: Tracy provided an update on the budget and will ask Heidi for an update on the Evaluation/Training Plan for

the coalition. There will be a training during the February meeting over webinar. Upcoming events include the

HIPS on February 15th, Day on the Hill February 23rd, Coalition Academy Training March 6-11th, & Drug Trends on

March 23rd. Tracy will look into A-Ride 2-day training and costs for law enforcement on drug recognition.

New Business: Risky Business Conference is set for October – more info to come as it is available. Kari and

Claudia will meet on January 18th at 10:30am to complete a list of youth activities and costs to send out quarterly

to youth connections. This document will be posted to the 5C webpage for community access and update. Day

on the Hill is February 23rd - Tracy will pass along a packet of info as it become available. 5C is hosting a planning

retreat on January 26th to discuss 5C’s yearly goals, community concerns, & past and future projects. Tracy, Kari,

Claudia and Julie will meet January 13th at 8:30am to discuss the planning retreat agenda/outline. Those to invite:

law enforcement, city councils, superintendents, principals, coalition members, and city chamber members. May

also discuss 5C marketing and promotion plan. A draft of by-law amendments will be presented at the next 5C

meeting for review. Tracy will contact Craig to confirm the law enforcement appreciation program for the end of

January. Kari suggested each school be asked to participate with baking goods and signing cards/posters in

support. Kari will check with hospital marketing person for flyer assistance.

5C Youth IMPACT Group Game Night at Clayton Ridge (12/28/16) – Thank you to all those that helped make this night possible! There were 35 youth in attendance to play dodgeball, volleyball, board games, video games, and watch a movie. 5C would also like to thank those that provided food, chaperoned, and made arrangements to make this night possible. Thanks to Fidelity, Community Savings Bank, and People’s Bank for their generous donations.




Grant Reports

Tobacco - Adam will complete audits of all tobacco retailers in the county and share information with the

coalition. MFL SODA is preparing for spring activities.

Pregnancy prevention - Classes have started at Clayton Ridge for 6th-8th grade. Classes are scheduled at

Central and Starmont for the spring.

Community Coalition Grant – 2nd quarter checks are complete (17/18 passed). Certificates will be

ready in January to go out to businesses. Tracy will post press releases in the newspaper, radio, and social

media. Thank you to Tim Engelhardt for doing the checks!

Clayton County Foundation for the Future – Funds have been spent on Chamber Bucks from

Strawberry Point, Elkader, Guttenberg, and McGregor/Marquette & gift cards from Subway and Casey’s.

Also $220 towards youth t-shirts with drug free messaging. Tracy completed the report at the end of

December.

Drug Free Communities (DFC) Grant – Tracy Yelden – a 5C Youth IMPACT Group hosted a Game

night at Clayton Ridge on the 28th. Information posted above. They met on January 4th to begin planning

National Drug and Alcohol Facts Week (Jan 23rd-27th). Activities involve drug facts on posters, photo

booth, and half time activity during Friday’s basketball game. Day on the Hill is February 23rd and

students are invited to attend. Coalition training and HIPS exhibit will be February 15th. Drug Trends is

set for March 23rd.

Iowa Partnerships for Success (IPFS) - Our new IPFS Coordinator, Rachel Hach began January 16.

She will need assistance in making connections within the community, so don’t be surprised if you are

asked to make some introductions. Rachel will be working with Tracy, Merry and various community

members to get up to speed on IPFS and help move the strategies forward. The CLI-R report has been

submitted and work has begun on the quarterly report.




Alcohol

Community Norms

Community celebrations do not have alcohol serving policies (carding,

designated area, serving size, etc.)

Community event signs

ID Scanner

Best Practicies Policy

Youth are at risk of being negatively influanced at a youth age

(IPFS) Media Cmapgin

Underage drinking at public campgrounds

Underage drinking at sandbars/rivers(IPFS/DFC) Enforce Impaired Driving

Laws

Access

Youth buying at alcohol retailers

ID Scanner

(CCG/DFC) Alcohol Compliance Checks

Adults provide alcohol at locations for underage parties

(IPFS) Social Host

Alcohol retailers overserve adults(COMP) Responsible Beverage Server

Training

Near peers and older siblings provide alcohol at unsupervised parties

Enforcement

Updated codes/laws are not shared well

School policy and alcohol law consequences/follow through are not

well publicized

(IPFS) Apply Appropriate Penalties to MIP

IPFS Grant

5C Coalition

DFC Grant

Community

Coalition Grant

COMP/County

Grant

These need to

be directly

linked to a local

condition:

Postcard

Contest

Lead Party:




Tobacco

AccessYouth buy from tobacco

retailers

Tobacco Compliance Checks

ID Checking Trainings

Community NormsYouth see adults using

tobacco products at school football field

policy or law enforcement change

Enforcement

Youth use on school property

K-9 Officer

educational workshop for educators to identify

productsSchool policy and tobacco law consequences/follow

through are not well publicized




General ATOD

Low Perception of Harm

Youth do not have adequate refusal skills

Life Skills

Youth view substance use as “normal”

Project All Stars

Promotion (Lack of Awareness)

No consistent message about substance use

(COMP/County) Community/Individual Presentations to adults

Tag-It Contest

HIPS

Directional Signs for community events

Red Ribbon Week

Counter Marketing Campaign (Big Companies and Parental Awareness (Your Kids are watching))

Quitline Resources



9

By-Laws of 5C

(Adopted 2015)

Article I: Official Name

Section 1. This organization shall be known as 5C (Clayton County Community Collaboration

Council) Also Known As: 5C Coalition.

Article II: Objectives/Mission/Vision

Section 1. Mission

The mission of the Coalition is to make a difference in our community through initiatives

and education.

Section 2. Vision

The Vision of the Coalition is a community where positive decisions lead to healthy

lifestyles.

Article III: Membership

Section 1. Membership

Any person who has an interest in the Coalition’s communities and participates in the

Coalition or any of its subcommittees will be invited to become a member. Members are

expected to be timely, ethical, responsible and respectful to fellow members and those in

the community while representing 5C. Each attendee/member will represent one of the

following sectors: youth (an individual 18 or under), parent, business community, media,

school, youth-serving organization, law enforcement agencies, religious or fraternal

organizations, civic and volunteer groups, healthcare professionals, governmental

agencies/elected officials, and other organizations involved in reducing substance abuse.

Section 2. Members in good standing (voting members)

A. Members in good standing are participants who have earned voting rights by:

- Attending a coalition meeting at least one meeting per quarter (effective after 1st

attended meeting) or participating in at least 5 hours of coalition activities per

quarter. Records will be maintained through meeting minutes and evaluation

10

documentation. Exception may be given if prior notice was provided and

determined by Officers.

- Membership may be transferable to different members of the same department.

- Following conflicts of interest statement, and acceptance of bylaws.

B. All Coalition members in good standing will have full rights to be involved in and

vote on Coalition decisions.

Article IV: Officers

Section 1. The Executive Committee is comprised of Coalition Executive Officers: President,

Vice President, Secretary, and Treasurer.

- Employees of organizations receiving Coalition grant funding for specific programs

and/or events are eligible for officer positions but cannot vote on Coalition funding or

budgetary matters regarding their employer organization

Section 2. All Coalition officers shall have a term of one (1) year

- Officers may be re-elected as often as coalition members see fit

- As needed for officer vacancies, Coalition may elect an interim officer for any of the

Executive roles, which will serve until the next regularly scheduled election for said

position. This also applies to Executive Officer positions unfilled within the first year of

Coalition existence.

- Coalition Executives Officers must be Coalition members in good standing and be

eligible to vote

- Any Coalition Executive officer may be removed for any reason by majority vote of

attending members in good standing at any regular Coalition meeting.

o Coalition will fill the vacated positions as directed as above

Section 3. The President, as the executive officer of the Coalition, shall:

- Preside over all regular Coalition and Executive Committee meetings;

- Appoint special committees as necessary

- Oversee any grants applied for through 5C

- Serve as 5C Ambassador

- Perform those duties usually required of a presiding officer

Section 4. The Vice President shall:

- Perform the duties of the President whenever the President is absent or unable to perform

the duties of President

11


- Assist with subcommittee projects as needed

- Responsible for ensuring thank yous are complete

Section 5. The Secretary shall:

- Keep minutes of all Coalition meetings

- Be custodian of Coalition records


- Develop meeting materials/reports for 5C Coalition meetings

- Send meeting notices, packet, and minutes to 5C community (by 5C email)

Section 6. The Treasurer shall:

- Oversee the financial operations of the Coalition

- Provide timely reports on the financial status to the Coalition


- Answer financial questions at Executive and Coalition meetings

- Responsible for accepting/recording/thanking for donations or fundraising

Article V: Election of Officers

Section 1. Nomination

Nominations of Executive Officers shall occur annually from October 1 through 31. A

notice identifying the nominees will be posted to the members of the Coalition by either

website, via email, or by mail (if requested) no less than 7 days prior to the vote.

Section 2. Election

Election of Executive Officers shall occur annually during the month of November at a

regularly scheduled Coalition meeting. A majority vote of attending members will be

required for Executive Officer elections.

Section 3. Term of Office

Executive Officers elected at regularly scheduled November Coalition meeting shall take

office at the first regular meeting in January. Outgoing Executive Officers will be

responsible for orienting newly-elected Executive Officers to their responsibilities.

Article VI: Coalition Structure

Section 1. Standing Committee: will be composed of Executive Officers, paid staff, and general

membership.

12

The ongoing management of Coalition affairs and funding will be conducted through

Coalition Executive Officers, administrative support, ex officio, and general membership

to conduct day to day business.

Section 2. Ad Hoc Committees: Task Oriented

Coalition will establish Ad Hoc committees to manage specific tasks as needed.

Committee chairperson will be responsible for scheduling meetings and providing a

written report to the Executive Committee after each meeting. Ad Hoc committees have

the authority to complete non-financial actions without seeking full coalition approval.

All financial decisions will be decided by the coalition.

Article VII: Coalition Action

Section 1. Coalition Business

All official Coalition business will be approved by a majority of Coalition members

present (physically or virtually) at meetings. Such business includes spending approval

or budget revisions exceeding $500, election of officers, applications for members to

attend conferences/training on behalf of Coalition, and approval of activities to be

conducted on behalf of the Coalition.

Section 2. Absentee Voting

There will be no absentee voting except if deemed appropriate by the Executive

Committee. Votes cannot be taken by email.

Section 4. Action or Discussion Items

Any action or discussion item that a Coalition member would like to bring to the

Coalition for consideration must be identified to the Secretary no less than ten (10) days

prior to the scheduled Coalition meeting.

Article VIII: Meeting

Section 1. Meeting Schedule

Regular meetings of Coalition will occur on a monthly basis at a time, place, and date

determined by the membership. Executive Committee will meet quarterly. Information

13

will be made public. A 7-day notice of scheduled meetings will be provided to all

Coalition members, members in good standing, and public. Notice will be via email (or

mail if requested by members) by the Coalition Coordinator or Coalition Secretary for all

Coalition meetings. An exception may occur if meeting dates change due to holidays or

unforeseen circumstances.

Section 2. Meeting Leadership

The Coalition President will facilitate the meeting.

Article IX: Parliamentary Authority

Section 1. Meeting Procedure

Meeting procedure shall follow agenda items under the leadership of the President

Article X. Conflict of Interest

Section 1. Declaration of Conflict

Coalition members who are employees of organizations that may do business with, or

enter into financial arrangements with, Coalition need to declare a conflict of interest in

writing or verbally whenever issues that affect such financial relationships which may

occur and abstain from voting on such matters. Disclosure of any conflicts of interest

must occur at the point where the potential for agency/organization gain is recognized.

Section 2. Identification of Conflict

Prior to any Coalition expenditure of funds vote, members are responsible for identifying

any conflicts of interest.

Article XI: Communications and Use of Coalition Materials

Section 1: Logo Use

Any individual Coalition member or group who wishes to use the Coalition logo and/or

Coalition materials (brochures, ads, commercials, videos, survey results/reports, etc.)

developed by Coalition staff and/or Coalition members’ committees must submit a

written notice to the Executive Committee no less than ten (10) days prior to the next

Executive Committee meeting. Permission to use logo must be secured prior to use.

14

Section 2. Logo Use Decisions

The Executive Committee reserves the right to refuse the use of the Coalition logo and/or

materials.

Section 3. Request Denial

Any individual or group denied the right to use the Coalition logo and/or materials may

appeal to the Coalition general membership by making a written request to the Coalition

Coordinator no less than 15 days prior to the next regularly scheduled Coalition meeting.

Article XII: Implied Powers

Section 1. Authority to Act

It is understood that authority to act on any matter not expressly addressed in this

document resides with the fiscal agent and/or the general membership duly assembled to

conduct business of the Coalition.

Article XIII: Amendments

Section 1. By-Law Amendment

Any Amendment to these by-laws may be made at any regular scheduled Coalition

meeting by a majority of members present.

Article XIV: Dissolution

Section 1. Upon dissolution of the Coalition all net assets of the Coalition will be distributed

based on a general vote of Coalition members present at a publicly announced meeting.

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