The Jesse Tree 1 st and 2 nd Quarter Reports - 2010

1. The Jesse Tree 1st and 2nd Quarter Reports - 2010 Ted Hanley Executive Director The Jesse Tree P.O. Box 575 Galveston, Texas 77553 409-762-2233 thanley@jessetree.net "A shoot will come up from the stem of Jesse; from his roots a branch will bear fruit." Isaiah (11:1)

2. Ted Hanley, Executive Director Overview 2010: • The New Year 2010 is a transition year for The Jesse Tree.  At the end of September a huge portion of storm-related, federal funding will end.  Fortunately, we have had good guidance and used the funding to subsidize existing positions and only hired part-time individuals to fill gaps.  Our goal is to replace these funds to continue our operations and increase our stability.  We have served our clients admirably. We have sustained and assisted the staff, as well. •      The financial story for the past six months has been fairly static; we have prepared a fund-raising and grant-writing schedule to address these needs in the second half of the year.  The storm-related funding has served as a "fixed-income" giving us time to attend to some of the other storm-related issues, such as facilities, vehicles and operations.  We have also worked to adapt policies and procedures to the "new normal" that is emerging in our daily operations.  •      We have prepared a six month report to give you an update on how The Jesse Tree is connecting, rebuilding and uplifting those with whom we work. • Ted Hanley, Executive Director Page 2

3. Ted Hanley, Executive Director January Highlights: • Entering the New Year: • Galveston Housing Authority DHAP Contract for case-management • Social Service Block Grant (SSBG) Projects Continue • SSBG/UTMB Medical Consortium • SSBG/Gulf Coast Center/Mental Health Consortium • SSBG/ADA Women’s Center Case Management Project • City of Galveston (HUD) HPRP Rent Assistance Project • UTMB President’s Cabinet Prescription Assistance Project • UT Diabetes Initiative Begins (Kirk Smith, MD/Juan Pena) • Bolivar Immunization Event • ESL Classes resume at Jesse Tree (morning/evening) Page 3

4. Ted Hanley, Executive Director February Highlights: • PEF Grant Request Due/PEF Site Visit • UTMB Student Association Presentation • Kempner SSBG Loan Approved ($167,000 to kick-start SSBG process) • “Take Action” Coach Training offered • UT Austin - Bruce Wederski begins internship w/HELP Project • Dickinson ISD – Diabetes Presentation (Darlene Cass, RN) • UTMB Family Medicine Bolivar Clinic Project • Kal Purohit, MD/UTMB Student MPH Internship • JT Staff/Unitarian Bowlers make bowls for upcoming event • Dr. Brian Smedley, National Health Disparities Expert visits JT • Food Fair expands to League City – The Spirit and Truth Center Page 4

5. Ted Hanley, Executive Director March Highlights: JT Boot Camp begins (see “JT Boot Camp Report” and Matrix) Diabetes Team Training begins/Take Action Coach Training County Training Project – Darlene Cass, RN Tiki Island Chapel – presentation GHA Meetings – Ray Lewis GHA College of the Mainland Glaze-A-Thon Galveston County Health Fair Homeless Network Meeting Inventory – all HELP Equipment/Consumable products Madeleine/Ted – Frost Bank Line of Credit renewal Sheila Savage/Patrick Denasi temporarily join staff as “Special Agents” Page 5

6. Ted Hanley, Executive Director April Highlights: Family Medicine Bolivar Clinic project development Boot Camp “tag-up” phone conferences three times weekly Galveston County Health District presents award to Jesse Tree Attended Moody Methodist Parenting Support Network Website Review/Improvements www.jessetree.net Meetings with Gleanings from the Harvest re: collaboration The Seventh Annual Empty Bowl Event – Garten Verein Jeremy Mueller – Foundation inviting proposal from JT (Canada) Reviewed Employee Handbook for post-Ike revisions Received donation of furniture from FEMA Community Action Council visits Food Fairs/Views Case-Management System Page 6

7. Ted Hanley, Executive Director, The Jesse Tree May Highlights: JT Boot Camp Ends 5/31 (see Boot Camp Matrix and Report) President’s Cabinet Rx Assistance Project Quarterly Report Conquering Cancer Planning Meeting IT Team Re-trains Resource Coordinators Major Health/Senior Food Box Events – Holland House w/Frontera de Salud Beach Patrol Annual Training – Survivor’s Support Network Mass Casualty Training Event (Recent episode July 3, 2010) Presentation to Dr. Michael Elam College of the Mainland Meeting with Looper Family Foundation Page 7

8. Ted Hanley, Executive Director June Highlights: “Make it Happen” Phase begins… Apple a Day Café re-opens Lenell York participates in AHEC Community Health Worker Training Program Exercise Classes begin in conjunction w/Chronic Conditions Management Portable Clinic Arrives DOW Community Grant Workshop/Grant proposal John Davis/Christus Foundation/Holiday fundraising ideas Glenn Ferguson – 2008 limited scope audit; 2009 - 990 extension Meetings with Katherine Maxwell, CPA - re: 2009 Audit and Federal Single Audit Re-gifting bulk donations to other agencies/ministries (after inventories) Print Shop upgrades/Moved Server to Georgetown Page 8

9. Ted Hanley, Executive Director Boot Camp Summary: The Jesse Tree “Boot Camp” was implemented to get everyone and everything “in shape” toward sustainability and greater stability. Acting as “Boot Camp Trainer”, Beth Caplan coordinated daily and weekly meetings to identify all aspects of operation that would be analyzed, inventoried, modified or improved. Sheila Savage and Patrick Denasi were hired as “Special Agents” to oversee and coordinate specific Boot Camp related jobs and to document and create systems that would be put in place to sustain these newly developed systems in the future. Boot Camp was highly successful. A Matrix of activities provides a look at the spectrum of accomplishments. (see Boot Camp Matrix) Page 9

10. Ted Hanley, Executive Director Example from Boot Camp Matrix: • 1 Fundraising (Ted) High Priority for Post-Boot Camp Work. • 1a “One in a Million” – local campaign Ted Tied to JT Launch Event • 1b “One in a Million” – national campaign Ted Tied to JT Launch Event • 1c Empty Bowl Event 2010 Ted/Madeleine High • Complete – Other than “lessons learned” for 2011; compile the “debrief” • questionnaire; potential expansion of bowl makers; Ted reserved Garten Verein; and • potential increase in the size of the event; continue to promote leftover bowls; look at • selling leftover soup next year; recipes on web • Pictures need to go to restaurants; copy of article can accompany that • 1d In-House Fund Collection Ted • 1e Million Penny Campaign Ted • 1f Collector's Gallery Ted: Fernando + others Work to be done week of 5/24: label & price items; transport to the shop Page 10

11. Ted Hanley, Executive Director Another example: • 2 Policies and Procedures—Operational Darlene et al. • 2a Personnel Handbook Billie Rae Work in progress: Ted still reviewing on 5/24 • 2b Training on Personnel Handbook Sandra Post completion of Personnel Handbook • 2c Training on P&P's (personnel handbook) Darlene & David • Schedule a training day for June 1 st @ noon-2 pm: “Inventory training; Accessing • services”; for all staff OTHER than Leadership Team (TDD should attend); OTHER • TRAINING is TBD • 2d Volunteer Handbook & Training Ted Short Version Complete by 3/20; Long Version due by 4/15 • 2e Operations Manuals Darlene TBD • 2f Handbooks, P&P's etc, uploaded to JT internal website Darlene TBD • 3 Galveston County Training Project Ted (w/Team) High • Discussion pending; w/Ted, Beth, BR, Terry Bleier Paul—tie to fund development Page 11

12. Ted Hanley, Executive Director One more example: • 28 Clean out Main Building • 28a Create inventory of items • 28b Assess where different items/categories of items go • --Give away/re-gift to other agencies/ministries • --Incentives for classes, food fairs, participation in • phone surveys, etc • 28c Find storage for items to be retained • Still need a space for Educational Materials to be retained—one of two open rooms • will be named for that • 28d Develop Training Material • 28e Develop & document distribution strategy • 28f Create inventory tracking system • 28g Train volunteers, staff • 28h Archive training material for future use • 29 Re-launch Apple a Day Cafe Post Boot camp report/Post Quarterly Report Page 12

13. Ted Hanley, Executive Director Making it Happen: As a result of “Boot Camp” we emerged with a vision of how and what actions were appropriate for The Jesse Tree to move toward greater stability. This phase is called: Make it Happen - It includes: Board Development Search Committee for Board President, Executive Team Formation of Advisory Councils for Geographic Regions Refined Financial and Bookkeeping Responsibilities/policies, etc. Financial Best Practices; CFO; audits; purchasing, etc. Fundraising and Fund Development/Contracts for Service More effective/efficient Operations: Mobile, wireless, branch operations to reach those most in need Developing new curricula for Chronic Conditions Management Outreach and Training Page 13

14. Ted Hanley, Executive Director Personnel and Staffing: • The majority of the staffing has remained constant in the past six months, there have been three resignations and one hire; • Ray Brown, Rx Assistance took a position with TIRR (SSBG Partner)* • Zee Walker, Nutrition Center took a position with Gulf Coast Center (SSBG Partner)* • Billie Rae Gillas, Bookkeeping resigned • Larry Charpentier, Bookkeeping hired 7/2/10 • The Jesse Tree continues to support four Operation SER (senior employment) positions on the island and mainland. • Mr. James Jackson, Facilities Mgmt suffered a stroke in June and is on leave. • *will not replace these positions (have filled them from within) Page 14

15. Ted Hanley, Executive Director Jesse Tree Services 1st Quarter: • Clients Seen from 01/01/2010 to 03/31/2010 (data taken from WebCare): • Unique Clients Seen or Households = 1,829 • Total Individuals in Households = 3,305 • Unique Visits = 2,667 • Total # of Individual JT/Services = 6,827 • Total Value of JT/Services = $386,699 • Total # of Individual Referrals = 2,585 • Total value of referrals = $725,083 Page 15

16. Ted Hanley, Executive Director Jesse Tree Services 2nd Quarter: • Clients Seen from 04/01/2010 to 06/30/2010 (data taken from WebCare): • Unique Clients Seen or Households = 1,940 • Total Individuals in Households = 3,495 • Unique Visits = 3,137 • Total # of Individual JT/Services = 6,674 • Total Value of JT/Services = $401,267 • Total # of Individual Referrals = 2,002 • Total value of referrals = $233,233 Page 16

17. Ted Hanley, Executive Director Galveston Housing Authority: • The Jesse Tree is under contract with GHA to provide case-management services to the population of individuals and families eligible for the Disaster Housing Assistance Program (DHAP); two fulltime Resource Coordinators work at 4700 Broadway in the Island Community Center serving this population. Page 17

18. Ted Hanley, Executive Director DHAP Report 1st Quarter: • Clients Seen from 01/01/2010 to 03/31/2010 (data taken from WebCare): • Unique Clients Seen or Households = 196 • Total Individuals in Households = 416 • Unique Visits = 214 • Total # of Individual JT/Services = 544 • Total Value of JT/Services = $24,596 • Total # of Individual Referrals = 267 • Total value of referrals = $68,419 Page 18

19. DHAP Report 2nd Quarter : Clients Seen from 04/01/2010 to 06/30/2010 (data taken from WebCare): Unique Clients Seen or Households = 307 Total Individuals in Households = 670 Unique Visits = 301 Total # of Individual JT/Services = 1,295 Total Value of JT/Services = $62,182 Total # of Individual Referrals = 590 Total value of referrals = $139,633 Page 19 Ted Hanley, Executive Director

20. Ted Hanley, Executive Director Nutrition Services 1st Quarter: • In the first quarter, The Jesse Tree hosted: • 29 Food Fairs – ($50 value ea.) serving 4,282 House holds with12,877 family members, Total tonnage = 226,941 with a Total Value of Inventory = $238,350 • Houston Food Bank - 39 Deliveries Total weight = 328,555 tons valued at $372,021 • Pantry – ($40 value ea.) Total # households = 1,090 ; Total # in households = 2,632 Total value = $43,600 • Snack Packs – ($5 value ea) 18 served, valued at $90.00 • Sr. Food Box – ($25 value ea) 533 individuals Total value = $13,325.00 • Hospitality – ($2 value ea.) served daily to all visiting The Jesse Tree • 1st Quarter Totals: • 6,031 individuals • 16,422 family members • $276,419.00 Total value of all services Page 20

21. Ted Hanley, Executive Director Nutrition Services 2nd Quarter: • In the second quarter, The Jesse Tree hosted: • 29 Food Fairs – ($50 value ea.) serving 4,688 Households with 13, 531family members, Total tonnage = 37,023 with a Total Value of Inventory = $234,400 • Houston Food Bank - 28 Deliveries Total weight = 289,417 tons valued at $ 343,150 • Pantry – ($40 value ea.) Total # households = 839 ; Total # in households = 2,030 • Total value = $ 33,560 • Sr. Food Box – ($25 value ea) 531 individuals Total value = $13,275 • Hospitality – ($2 value ea.) served daily to all visiting The Jesse Tree • 2nd Quarter Totals: • 6,063 individuals • 16,110 family members • $281,485 Total value of all services Page 21

22. The Jesse Tree and Frontera de Salud In a collaborative project The Senior Food Box recipients are provided with well-checks and additional medical care at home in both Gulf Breeze and Holland House - 2010

23. Ted Hanley, Executive Director Jesse Tree SSBG Report: • The Jesse Tree is participating in three Social Service Block grant (SSBG) funded projects. The federal, Hurricane Ike related funding come through the Houston-Galveston Area Council to: • UTMB Office of Health Policy and Legislative Affairs – Medical Consortium: • Total Award: $502,000 • To date we have spent 57% personnel and 29% direct assistance • The Gulf Coast Center – Mental Health Consortium • Total Award: $121,000 – to date we have spent 60% personnel • The Alcohol and drug Abuse Women’s Center: • Total Award: $ 84,000 to date we have spent 20% case-management/Direct Assistance Page 23

24. Ted Hanley, Executive Director The Jesse Tree HUD Funding: • The Jesse Tree received $185,000 through The City of Galveston for a HUD funded, rapid-re-housing initiative known as “HPRP” allowing eligible individuals $500 rent assistance for up to three months. • Total # clients served through the HPRP Initiative: • *This project has created a significant cash-flow problem in that reimbursements are not received in a timely fashion and have exceeded $35,000 in one billing cycle. The documentation and reporting are excessive and the grant does not allow sufficient funds for “indirect costs”. Page 24

25. Ted Hanley, Executive Director Portable Medical Clinic: In June, The Christian Alliance presented a gift of a portable clinic to The Jesse Tree, replacing the one lost in Ike. (The Jesse Tree paid $30,000 for the previous clinic) Page 25

27. Ted Hanley, Executive Director Disaster Preparedness: • On-going in-service training and planning has been done to prepare for the 2010 hurricane season. Page 27

28. Ted Hanley, Executive Director Chronic Conditions Management: Diabetes Program Hypertension Program Stanford Curriculum Stress Management Exercise Class OT Class Page 28

29. Ted Hanley, Executive Director Statistics on Diabetes Classes: • Chronic Conditions Self-Management: • 43 participants Galveston/English • 6 Hitchcock/English • TOTAL: 49 • Diabetes Self-Management: • Year to date • 72 participants Galveston/English • 74 participants Galveston/Spanish • 43 Hitchcock/English • 59 LaMarque/English • 43 LaMarque/Spanish • TOTAL: 291 Page 29

30. Diabetes Classes Give a person a fish to eat for the day, then teach that person to fish for a lifetime of healthy eating….

31. Ted Hanley, Executive Director IT/Information Services www.jessetree.net Bilingual Telephone Helpline The Jesse Tree Journal Page 31

32. Ted Hanley, Executive Director Jesse Tree Vehicles - Fleet The “office van” has proven an effective and efficient way to reach populations in outlying or remote areas. Accompanied by the “cargo” van, the caravan has been regularly serving the Bolivar Peninsula. Page 32

33. Ted Hanley, Executive Director Recovery from Hurricane Ike The main building at 2622 Market Street is being used to its maximum capacity as a warehouse and distribution center. The property in Crystal Beach remains boarded-up and unusable. To re-open that property would require elevating it to current code; the office van is a more effective way of serving the peninsula. Page 33

34. Ted Hanley, Executive Director The Jesse Tree Financial Report • Please refer to the following: • Consent Agenda of Board Business • Boot Camp Matrix • 1st Quarter Balance Sheet/P&L Report • 2nd Quarter Balance Sheet/P&L Report • Fund Development Report (Ted) • Fundraising Opportunity Page 34

35. Ted Hanley, Executive Director Upcoming Jesse Tree Dates/Events: • Dates to be determined: • Board Meetings • Search Committee • Fund Development Committee • Special Fundraising Committee • Advisory Council Meetings: • Galveston Island • Galveston County Mainland • The Bolivar Peninsula • The Jesse Tree, Inc. Page 35

36. Ted Hanley, Executive Director Disaster Preparedness: • The following are examples of slides developed to assist in disaster planning. Everyone, including Board Members should be prepared for the unexpected. We can help! Page 36

37. Important Documents

38. Grab and Go Bag/Box

39. Emergency Supply Kit

40. During Evacuation: The Jesse Tree staff has been trained to communicate using a conference bridge that allows multiple callers to connect using a conference line and access code. In the event of an evacuation, Staff members will call in at Noon and 6PM daily until everyone has been accounted for and remote operations established. Page 40 Ted Hanley, Executive Director

41. Conference Bridge… The Jesse Tree staff will meet by conference call daily at Noon and 6PM by calling the Conference Bridge Line at the following number: Dial (218)-486-1600 Pass code: 539658 Follow the instructions on the phone. Page 41 Ted Hanley, Executive Director

42. The Jesse Tree Update Please do not hesitate to call or email with questions, concerns and suggestions: Ted Hanley (409) 682-6218 Email: thanley@jessetree.net Page 42 Ted Hanley, Executive Director

43. Who rang that bell??? Board Member, Bets Anderson rings the bell to signal the time to select your bowl at the Seventh Annual Empty Bowl Event held at the Garten Verein – April 2010

44. Thank you for joining us… Madeleine Baker, Board President and person responsible for bringing The Empty Bowl Event to Galveston enjoys the festivities at the Seventh Annual Event – April 2010

45. She took the one I wanted !!! Board Vice President Leah Fanuiel wends her way through the crowd at the Seventh Annual Empty Bowl Event – April 2010

46. Mushroom Leek Soup by Beth Caplan Beth Caplan (Strategic Planner) and her Mom pictured over a steaming pot of Beth’s delicious Mushroom and Leek Soup – creating the longest line at the event! Thanks, Beth!