GENERAL LIV MEETING MINUTES - TUESDAY, August 8TH, 2017 - HELD AT OAKLAND ROAD HY-VEE

In Attendance:
EXECUTIVE TEAM:
LIV President - Hailee Sandberg-President, LIV President Elect - Chris Ackman, Secretary - Janessa Weightman, Marketing and Communications – Kayla Paulson, Treasurer - Angie Ehle
MEMBERSHIP:
Tasia Davidson (YPN), Marj English, Jade Riley (Willis Dady), Ashley Glassberg (Coe College/Willis Dady), Yevette Ellis (Amani), Jennifer Beall (The History Center), Myranda Hadley (Care Initiatives Hospice), Barbara Berns (UnityPoint Health-St. Luke’s Hospital), Angela Berns (UnityPoint Health - St. Luke’s Hospital), Kristin Ossenkop (Catherine McAuley Center), Becky Knudson (Hospice of Mercy), Sue Driscoll (UWECI),  Jessica Link (CRPL), Agness Kress (Catholic Charities)

12:05 Welcome-LIV, President Elect, Hailee Sandberg
Introductions & Celebration Change – All attendees
12:20 FORMAL BUSINESS
           Approval of Minutes
                       Did not go out. Will approve next meeting.
           Approval of Treasurer’s Report
                       Angie Ehle presented current budget - $ 2,434.05
                       Celebration of Change total - $109.61
                       Marge motioned
                       Kayla Paulson 2nd
                       Passed
12:21 LIV Office Inductions
           New Past President - Tina Gossman
           New LIV President - Hailee Sandberg-President
           New LIV President Elect - Chris Ackman
           New Secretary - Janessa Weightman
           Treasurer TBD
           Marketing and Communications – Kayla Paulson
12:24 LIV Grant
           Back in the day we had a scholarship for HS and College Students and that was not really working (LIV was not really seeing a benefit). We sat down and
           Emailed to LIV or dropped off at the United Way Office
           Will make the announcement of the winner at the September meeting
           Examples: Hire a trainer, go to a conference, attend a Webinar Series etc.
           Full Grant Application Online-Membership-> Grant
Hailee-Thank you Jessica for making this happen and pushing this through to happen this fall!
12:32 Roundtable/Networking – Professional Development and Training Needs for 2017-2018
           5 minutes personal brainstorming
           5 minutes table brainstorming
      Ideas:

  • 3 R’s of Volunteering (recruitment, retention, and recognition) – Roundtable discussion with our peers
  • Book Club (a couple of people read it and bring it back to the team) – Angela (Kayla has books that were donated by Van Meter to UWECI)
  • Delivering team building (staff and volunteer integration and management)
  • Volunteer Laws in Iowa
  • Ways to keep trainings engaging, what adult learners need
  • Best practices for background checks/different major volunteer policies
  • Using and Recruiting skill based volunteers
  • How to evaluate the volunteer experience
  • Finding ways and opportunities for volunteer in the community (Leadership opportunities for Volunteer Coordinators)
  • Event planning/Project Management (from start to finish)
  • Advisory Council/Board recruitment
  • Benefits and how to for LinkedIn
  • Change Management
  • Strategic Vision and Mission Alignment with volunteer M/V/V…Mission aligned volunteers
  • Tracking volunteer data, tracking outcomes and impact
  • Skill Development for Volunteer Coordinators using strength based evaluations
  • Strength based coach come in and talk
  • Stress relief or mindfulness

1:13 AGENCY ANNOUNCEMENTS
           Service Enterprise August 13th. There is still time to get into this round
           Coe has a volunteer fair on August 29th between 11am and 1pm. You can get a table. Email Kara Trebil or communityengagement@coe.edu.
           Cornell has a service day on September 2nd a little mini service project to campus that day
           Let me Run: Fall season starts September 8th, there is an opportunity for coaches,
           Let me Run: Looking for Advisory Council members
           Let Me Run: 5K Committee
           Let Me Run: Charity Partner for the Des Moines Marathon, free registration as long as you fundraise at least $500. 
1:18 Next Meeting
           Date: Tuesday, September 12th, 2017 at 12pm
           Topic: TBD – based on August 8th group discussion
           Location: Oakland Road Hy-Vee – 3235 Oakland Road NE
1:20 Meeting Adjourned


General LIV Meeting Minutes - Tuesday, mARCH 14th, 2017 - Held at Oakland Road Hy-Vee

In Attendance:
EXECUTIVE TEAM:
President, Tina Gossman; President – Elect, Hailee Sandberg; Past President, Jessica Link; Treasurer, Angie Ehle; Secretary, Kelly Schneider;
MEMBERSHIP:
Tasia Davidson (Young Parents Network), Myranda Hadley (Care Initiatives), Lindsay Glynn (Aging Services), Lynette Oliver (PCI), Kathy Waychoff (College Comm Schools), Janessa Weightman (Unity Point), Caitlin Handock (Habitat for Humanity), RaeAnn Barnhart (ISU Extension), Becky Knudson (Hospice of Mercy), Judy Shimek (Mercy Hospital), Andrea Ault (Mercy Medical Center), Sausha Petroske (Amani Community Services), Chris Ackman (HACAP), Sue Driscoll (UWECI), Jo Haddad (Aging Services), Holli Erkson (Willis Dady)


12:11    WELCOME, INTRODUCTIONS & CELEBRATE CHANGE – LIV President, Tina Gossman and Attending LIV members and executive team
12:29     FORMAL BUSINESS
Approval of Minutes - Kelly Schneider presented February minutes, Jessica Link motioned and Hailee Sandberg 2nd, Passed
Approval of Treasurer’s Report - Angie Ehle presented current budget - $3,030.48, Kelly Schneider Motioned and Jo Ellen Haddad 2nd, Passed
2:29     EDUCATIONAL PROGRAM – Keeping Volunteers Engaged Beyond the Initial Contact - Holli Erikson, Cedar Rapids Public Library
Presentation discussed 3 volunteers that were engaged beyond the initial contact and became key volunteers with solid, impactful roles at Willis Dady

  • Janice – Receptionist
  • Tristian – Overnight Shelter volunteer
  • Ellie – Donation Room

How it Happens?

  • Discussed importance of having a strong application and assessment that investigates why the volunteer wants to volunteer with us.
  • During 1st Impressions and Interviews it is critical that the prospective volunteer is able to have a good understanding of what the organization does.  Also to get an idea of why the volunteer wants to volunteer, possibly to give back?
  • Orientations are typically done face to face but a Prezi video is available if needed.
  • Surveys about the training and orientation is collected to see if the volunteer learned what the needed to know.
  • Mt. Mercy videographer volunteer was recruited to create a training video for volunteers that work overnights shifts that shows what to expect on a typical overnight shift.
  • In efforts of appreciation a Tree Mural of Volunteers was created (picture shown) on the wall of the Willis Dady Shelter. This contains the names of the 50-60 different volunteers on a leaf which is a part of the tree and visual in the shelter.
  • Stressed importance of making volunteers feel like they are a part of the team and are aware of the value of their contributions.  
  • There is a volunteer board that meets to discuss volunteer schedules and issues.
  • Evolving Volunteers in to other roles
  • Having a good understanding of why volunteers are volunteering helps engage them for other opportunities.
  • The 3 volunteers mentioned above have helped Willis Dady at volunteer recruiting events, fundraisers, day of caring coordinators, focus groups for clients and helped get connected with fraternities.

Eposidic Volunteers

  • Create buy- in by explaining why there job is that day (episode) was so important to the mission of the organization.
  • Send Thank you’s that share the impact of their volunteered time.
  • Target volunteers with leadership skills and give the volunteer an opportunity to volunteer again or expand their capacity as a volunteer with new duties.

12:55    AGENCY ANNOUNCEMENTS
1:08    NEXT MEETING

  • Tuesday, April 11th at 12pm at Oakland Road Hy-Vee
  • Bring 3 - 5 copies of your current volunteer application for an opportunity for feedback for our peers.

1:11    MEETING ADJOURNED

Respectfully submitted by Kelly Schneider, Volunteer Coordinator, Access 2 Independence on Friday, March 17, 2017


General LIV Meeting Minutes - Tuesday, February 14th, 2017 - Held at Oakland Road Hy-Vee

In Attendance:
EXECUTIVE TEAM:
President, Tina Gossman; Past President, Jessica Link; Treasurer, Angie Ehle; Secretary, Kelly Schneider; Marketing and Communications, Kayla Paulson
MEMBERSHIP:
Barbara Berns (St. Luke’s/UnityPoint), Sausha Petroske (Amani Community Services), Jennifer Beall (The History Center), Terina Heidelberg (Catholic Charities). Chris Ackerman (HACAP), Marj English (Prairie Woods), Sue Driscoll (UWECI), Jo Haddad (Aging Services), Holli Erikson (Willis Dady)


12:00     WELCOME – LIV President, Tina Gossman
12:05     INTRODUCTIONS & CELEBRATE CHANGE – Attending LIV members and executive team
12:10     FORMAL BUSINESS
Approval of Minutes
   Kelly Schneider presented January minutes
   Marj English motioned
   Jessica Link 2nd
   Passed
Approval of Treasurer’s Report
   Angie Ehle presented current budget
   Barbara Berns Motioned
   Marj English 2nd
   Passed
12:13     EDUCATIONAL PROGRAM – Tools and Tips to Integrate Volunteers and Staff
Jessica Link, Cedar Rapids Public Library

  • Logistics
    • Intro Email (sent to staff): Contains schedule, picture of new volunteer, about me section.  Also their answer to “what is drawing them to the opportunity to volunteer with us?”. What their job as volunteer will be and if they require special accommodations.
    • Photo Directory: Accessible to staff and volunteers via shared drive, also in training binder.  Contains photos of library staff, position, schedule
    • Job Description: Recruiting tool, clean/clear description of duties and role
  • •Face Time
    • Orientations and Trainings: Run by library staff, increases volunteers opportunities to meet others.  4-12 people attend.  Sometimes volunteers lead trainings.
    • Treats and Training (monthly): Both staff and volunteers gather to train at the same time.  Summary of training is sent to those who cannot attend.  Surveys are sent out to determine common time to meet and typically offered one at night and once during the day.  Some treats and training have included team building activities and scavenger hunt of the library.
  • Feedback
    • Staff/Volunteer Surveys:  Contains open ended questions—what’s working, what’s not.  Uses survey monkey.  Surveys are sent after onboarding, orientation, and training processes to identify service gaps, which is shared with admin to make necessary changes. Typically sent 15 days after onboarding occurred.
    • Kudos: Letter about a volunteer using quotes gathered from the surveys and the same for staff.
  • Shared Purpose
    • Committees: When the CRPL hired a consultant to review internal stocking procedures volunteers were invited to be a part of that process to provide input.
    • Advisory:  A volunteer advisory council was formed to take on action on things that need to happen or change.
    • Shared Output and Outcomes of Team Projects: Volunteers were responsible for expanding programs and reached out to the YMCA, tasks that staff did not feel they could take on.  The program was solely successful thanks to the volunteers that participated. The data collected from this project helped staff understand the impact of the volunteers and their value.
  • •Appreciation:
    • Annual volunteer appreciation cards. Thank you cards (made in house). Staff and volunteer spotlight featured in newsletter.

1:20 NEXT MEETING - Tuesday, March 14th, 2017 at 12pm 
1:21 AGENCY ANNOUNCEMENTS
1:25 MEETING ADJOURNED


Respectfully submitted by Kelly Schneider, Volunteer Coordinator, Access 2 Independence on Friday, March 10, 2017.

General LIV Meeting Minutes - Tuesday, January 10, 2017 - Held at Oakland Road Hy-Vee


In Attendance:
EXECUTIVE TEAM:
President, Tina Gossman; Past President, Jessica Link; Secretary, Kelly Schneider; Marketing and Communications, Kayla Paulson
MEMBERSHIP:
Lynette Oliver (Physicians’ Clinic of Iowa), Barbara Berns (St. Luke’s/UnityPoint), Sausha Petroske (Amani Community Services), Jennifer Beall (The History Center), Kathy Waychoff (College Community Schools), Kandy Sands (Kids First), Agnes Kress (Catholic Charities).


12:04 WELCOME – LIV President, Tina Gossman
12:30     INTRODUCTIONS & CELEBRATE CHANGE – Attending LIV members and executive team
12:10     GROUP DISCUSSION – Psychological Contract
 VolunteerPro Newsletter – January 4, 2017
• A Psychological contract (PC) is an unwritten and often unspoken agreement about the mutual beliefs, perceptions and informal obligations between people.
• PC’s include both the implicit “unwritten” and explicit “clearly expressed” promises.
• PC’s are a two way street that applies to both volunteer and staff.
• Useful practice is to survey volunteers and determine their preferences for recognition of accomplishments.  How do they want to be thanked?
• Useful practice to include volunteers on staff meetings, team building activities and trainings.
• Volunteer coordinators (VC) should take in to account feedback from volunteers to make sure that the VC is fulfilling the volunteers PC’s.
• It is important to make volunteers feel that they are treated like staff and perform exit interviews if possible.
• If changes need to occur to a volunteers schedule take the time to thoroughly explain why the decision is being made.
• Continually refresh volunteer policy and trainings.  Have seasoned volunteers complete trainings again for a refresher on expectations and policies such as confidentiality.  Incorporate techniques that accommodate various learning styles such as role playing through confidentiality scenarios.
• Be sure to train new staff on the expectations and importance of volunteers.  Training and orientation will greatly impact PCs
1:08 FORMAL BUSINESS
Approval of Minutes
   Kelly Schneider presented December minutes
   Kayla Paulson motioned
   Kandy Sands 2nd
   Passed
Approval of Treasurer’s Report
   Presented by Tina Gossman on behalf of Angie Ehle- $3,020.84 in account currently
   Kathy Waychoff Motioned
   Barbara Berns 2nd
   Passed
1:10 AGENCY ANNOUNCEMENTS
1:18 NEXT MEETING

Tuesday, February 14, 2017 at 12pm  – Oakland Road Hy-Vee
1:20 MEETING ADJOURNED


Respectfully submitted by Kelly Schneider - Volunteer Coordinator, Access 2 Independence - Tuesday, February 07, 2017


General LIV Meeting Minutes - Tuesday, December 13, 2016 - Held at Cedar Rapids Public Library Downtown

In Attendance:
EXECUTIVE TEAM: President, Tina Gossman; Past President, Jessica Link; Secretary, Kelly Schneider; Treasurer, Angie Ehle; Marketing and Communications, Kayla Paulson
MEMBERSHIP: Marj English (Prairie Woods), Lynette Oliver (Physicians’ Clinic of Iowa) Lindsey Tygart-Brown (CRPL), Janessa Weightman (St. Luke’s/UnityPoint), Raymond Siddell (Families Helping Families), Barbara Berns (St. Luke’s/UnityPoint), Amy Keltner (UWECI), Sausha Petroske (Amani Community Services), Ashley Glassberg (Coe College), Kara Trebil (Coe College), Isaiah Corbin (Mt. Mercy College), Carrier Walker (Greater Cedar Rapids Community Foundation), Martin Wissenberg (Riders Club of America), Jennifer Beall (The History Center).

12:08    WELCOME – LIV President, Tina Gossman
12:09    FORMAL BUSINESS

Approval of Minutes
   Kelly Schneider presented October and November minutes

   Janessa Weightman motioned

   Martin Wissenberg 2nd
   Passed
Approval of Treasurer’s Report
   Angie Ehle presented - $3,020.84 in account currently
   Barbara Berns Motioned
   Kelly Schneider 2nd
   Passed
12:11    LIV HOLIDAY VOLUNTEER PROJECT
Inspirational Cards for Gems of Hope Jewelry - Norah Hammond, Gems of Hope

Gems of Hope has been bringing inspiration and hope to cancer patients and their families for 11 years.  Approximately 750 gifts are passed out each month.  Gems of Hope’s mission statement is fulfilled by volunteers.
LIV Members were provided with materials to make the inspirational cards that the jewelry is mounted on.  A You Tube video provided visual instructions.
12:30     INTRODUCTIONS – LIV Members
12:58      ALTERNATIVE GIFT MARKET – Martin Wissenberg, Riders Club of America

Martin Wissenberg shared the news that there was another successful Alternative Gift Market that took place at Prairie Woods this year.  The Alternative Gift Market supports local and international non-profit organizations.  Martin invited LIV to become involved and participate in the efforts next year.
1:10       OUTSIDE NETWORKING EVENT – LIV President, Tina Gossman
Tina shared the possibility of another outside networking event taking place in the future.
1:12       AGENCY ANNOUNCEMENTS
1:14       NEXT MEETING

Tuesday, January 10th 2017 at 12pm  – Oakland Road Hyvee
1:15       MEETING ADJOURNED


Respectfully submitted by Kelly Schneider - Volunteer Coordinator, Access 2 Independence - Monday, January 09, 2017

General LIV Meeting Minutes - Tuesday, November 8, 2016 - Held at Oakland Road Hy-Vee

In Attendance:
EXECUTIVE TEAM: President, Tina Gossman; Vice President, Hailee Sandberg; Past President, Jessica Link; Secretary, Kelly Schneider; Treasurer, Angie Ehle; Marketing and Communications, Kayla Paulson
MEMBERSHIP: Jenna Salzbrenner (Salvation Army), Sausha Petroske (Amani Community Services), Karla Terry (Linn-Mar Community Schools), Lynette Oliver (PCI), Janessa Weighlman (St. Luke’s/UnityPoint), Ally Huss (Young Parents Network), Kristin Ossenkop (Catherine McAuley Center), Sue Driscoll (UWECI), Kara Trebil, Lindsay Glynn (Aging Services), Martin Wissenberg ( Riders Club of America), Chris Ackman (HACAP), Heike Wagner (Gems of Hope), Judy Monk (Options), Wayne Clayton (Options),  Kathy Waychoff (College Community School District).


12:02 WELCOME – LIV President, Tina Gossman
12:03 INTRODUCTIONS & CELBRATE CHANGE – Executive Team and all attending Members
12:12 FORMAL BUSINESS

Approval of Minutes
   October minutes were not printed and will be attached to an upcoming email from LIV account and approved at the next meeting
Approval of Treasurer’s Report
   Angie Ehle presented - $2,955.16 in account currently
   Jessica Link motioned
   Martin Wissenberg 2nd
   Passed
12:15 EDUCATIONAL PROGRAM
Human Resources Practices – Reviews and Constructive Feedback
Karen Miller, TransAmerica
Strong position descriptions make for solid expectations of the volunteer. The better you communicate key aspects of the role the better performance you will have. Also add in volunteer schedules at this time.
Performance Coaching should occur throughout all phases of the performance management cycle. Suggested to meet once a week in the beginning. Have routine check-in’s to discuss work that needs to be completed by next term. Clarify responsibilities and discuss successes and areas for improvement. Discuss progress from last term and where to focus attention to meet strategic goals.
Leader’s Responsibilities (Volunteer Coordinator’s) within performance coaching is to share the volunteer’s successes, suggest areas for improvement and remove obstacles by strategically providing clarification or more skills training. It is the Volunteer’s role to be prepared to share accomplishments and obstacles.
Various Coaching Approaches should be applied to align performance with expectations.  Find a balance between directive and supportive behaviors that best suits the individual and need. Supportive: talking them through a problem, Directive: teaching them how to do a task.
It is a Coaching Essential to diagnose the need in order to take best and appropriate action. Then decide to be directive or supportive.  Meet privately and practice/rehearse the conversation ahead of time. Maintain a constructive (you can do it) perspective mindset.  Be specific, state your point and then move on. Provide the volunteer with development opportunities to improve. Explain that progress will be reviewed again during the next evaluation.
Evaluations should be performed at mid- year and at the year-end.  Have these be a two-way discussion, an opportunity for both the coordinator and volunteer to shared feedback.  Highlight successes and re-align strategies or priorities if needed. Always reaffirm the volunteer’s value and efforts to the organization.
Questions from LIV members: Can the evaluations occur on the phone? Yes, but keep in mind it is best practice to make every attempt to meet face to face as often as possible. How to get admin on board to allow coordinators to devote time to volunteer evaluations and performance coaching?  It is cheaper for admin to allow you time to invest in current volunteers than to find new ones.  Also show admin values and efforts of volunteers, minimize other duties if necessary.
1:05 OUTSIDE NETWORKING EVENT
Tuesday November 22, 2016 4pm – 6pm at Black Sheep Social Club, 600 1st St SE, Cedar Rapids, IA 52401
1:09 NEXT MEETING
Tuesday, December 13, 2016 – Holiday Volunteer Project; please pitch ideas to Tina or Kayla
1:10 AGENCY ANNOUNCEMENTS
1:13 MEETING ADJOURNED


Respectfully submitted by Kelly Schneider - Volunteer Coordinator, Access 2 Independence - Monday, November 21, 2016


General LIV Meeting Minutes - Tuesday, October 11, 2016 - Held at Oakland Road Hy-Vee


In Attendance:
EXECUTIVE TEAM: President, Tina Gossman; Vice President, Hailee Sandberg; Past President, Jessica Link; Secretary, Kelly Schneider; Treasurer, Angie Ehle; Marketing and Communications, Kayla Paulson
MEMBERSHIP: Marj English (Prairie Woods), Raymond Siddell (Families Helping Families), Jenna Salzbrenner (Salvation Army), Sausha Petrske (Amani Community Services), Karla Terry (Linn-Mar Community Schools), Lynette Oliver (PCI), Janessa Weighlman (St. Luke’s/UnityPoint), Ally Huss (Young Parents Network), Barbara Berns (St. Luke’s/UnityPoint), Kristin Ossenkop (Catherine McAuley Center), Sue Driscoll (UWECI), Kara Trebil (Coe College), Ashley Glassboy (Coe College), Jo Ellen Haddad (Aging Services), Lindsay Glynn (Aging Services), Martin Wissenberg ( Riders Club of America), Akassya Flores (Touching Gray)


12:05 WELCOME – LIV President, Tina Gossman
12:06 INTRODUCTIONS & CELBRATE CHANGE – Executive Team and all attending Members
12:17 FORMAL BUSINESS

Approval of Minutes
  There were no September minutes to be approved during this time.
Approval of Treasurer’s Report
  Angie Ehle presented - $2,852.12 in account currently
  Jessica Link motioned
  Jenna Salzbrenner 2nd
  Passed
12:20 EDUCATIONAL PROGRAM
Panel Discussion – 2016 Flood and the Impact of Volunteers
Sue Driscoll and Kayla Paulson UWECI
Volunteers were used to sandbag and check-in with people living in the homes of the affected area.  Volunteers were needed and used to help coordinate people showing up from the community to help and make sure that they recorded their hours for matching purposes. It was also discussed that in the future skilled volunteers can be used to call and check in on elderly/disabled populations.
Awareness and impact of posting updates and needs on Facebook and over email.  There will also be a Facebook post soon containing a link for volunteers who did not record their hours to do so.
Churches and Schools were asked to serve as a home base for parking, and for volunteers to check-in at and receive their assignments.
In the event of future disasters the idea was mentioned that LIV members can be present to help coordinate volunteers or LIV members’ coworkers who are interested and able to help contribute their time.
Importance of spreading the word about LAP-AID (Linn Area Partners Active in Disaster. For volunteers and others interested there is an emergency preparedness/response training available with LAP-AID in partnership with UWECI.
Continue the excitement by having volunteers sign-up on Volunteer Now.
1:10 OUTSIDE NETWORKING EVENT
The group brainstormed times, dates and places were discussed for a future networking event for LIV members to take place soon. 
1:15 AGENCY ANNOUNCEMENTS
1:30 MEETING ADJOURNED


Respectfully submitted by Kelly Schneider - Volunteer Coordinator, Access 2 Independence - Thursday, October 20, 2016