Post on 19-Nov-2020
transcript
Continuum of Care (CoC) Board of Directors Meeting
Fort Worth/ Arlington/ Tarrant County (TX-601)
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November 08, 2017 at 11:30am Broadway Baptist Church
305 W. Broadway Fort Worth, Texas 76104
I) Call to Order Jason Hall, Chair
II) Reports and Discussion
A) Tarrant County Homeless Coalition (TCHC) (171108-122) Otis Thornton
B) Standing Committees 1) CoC Board Executive Committee (171108-123) 2) CoC Governance and Advocacy Committee (no written report)
(a) Ad hoc Committee on Governance Structure (no written report) 3) HMIS Governance Committee (171108-126) 4) Community Projects Review Committee (171108-127) 5) Improvement, Coordination, and Training Committee (171108-128)
(a) Ad hoc Committee on Coordinated Entry (171108-129)
Jason Hall Toby Owen Dawn Zieger Paula Robinson Kathryn Jacob Jay Semple
III) Board Action Items Hall
A) Approval of CoC Board Meeting Minutes from July 12, 2017 (171108-130) B) Election of New Board Members and Officers (171108-131)
1) Presentation of nominations slate from the Governance and Advocacy Committee
2) Open Nominations from the Board and Public 3) Board Action
C) 2018 Point-in-time Count Methodology (171108-132)
Owen Hall
IV) Request for Future Agenda Items Hall
V) Public Comment (Remarks will be limited to 3 minutes. Time may be extended at the discretion of the
Chair.) Hall
VI) Adjournment Hall
The Fort Worth/ Arlington/ Tarrant County Continuum of Care (also known by its HUD designation, “TX-601”) serves as the planning and coordinating body for the efforts to prevent and end homelessness in Tarrant and Parker Counties. Meetings
may be recorded. General Membership and Continuum of Care (CoC) Board meetings are open to the public. CoC Board Members are selected annually in accordance with the CoC Charter and after a public call for nominations. The Tarrant
County Homeless Coalition (TCHC) serves as the Lead Agency, Collaborative Applicant, and HMIS Administrator for TX-601. More information is available at www.AHomeWithHope.org.
CoC Board Report 171108-122
November 2017 Tarrant County Homeless Coalition Report
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Report Supported Employment Navigation Project Texas Homeless Network will be working with Tarrant County Homeless Coalition to develop a supported employment navigation program with Workforce Solutions of Tarrant County. The project will employ a VISTA worker who will help to coordinate and lead the project. While numerous details remain to be determined, initial foci will likely include:
• Coordinate with employment workgroup and Workforce Solutions to come up with how to implement employment services for those on Homebase – can include how to better connect clients to Workforce Solutions
• Implement above process – provide training for partner agencies, create tip sheet, etc.
• Create a comprehensive resource guide on employment services in our community
• Meet with employers who will hire clients – keep an inventory of openings and contacts at each location
• Participate on employment workgroup – co-lead the group with current chair Leadership Transition The Tarrant County Homeless Coalition Board of Directors has selected Tammy McGhee to be the corporation’s next Executive Director. Ms. McGhee will start work at TCHC on November 20th and her first day as Executive Director will be November 22nd.
CoC Board Report 171108-123
November 2017 Executive Committee Report
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Schedule 2nd Monday, even-numbered months
Previous Last Next
August 21, 2017 Fort Worth Housing Solutions
September 13, 2017 – called mtg Fort Worth Housing Solutions
November 6, 2017 – rescheduled Fort Worth Housing Solutions
Report The Continuum of Care (CoC) Board of Directors Executive Committee met for its regularly scheduled meeting in August. Topics for review and discussion included: Veterans preference in PSH prioritization; September CoC Board Meeting Agenda; CoC Governance Update; TCHC Executive Director Transition Plan; and a review of the proposed non-discrimination policy. The September meeting of the CoC Board of Directors was cancelled due to lack of quorum; thus, the Executive Committee held a special called meeting in September. TCHC staff Prioritization of Veterans in Coordinated Entry
Discussion In July 2017, a request was made to prioritize chronically homeless veterans on the Coordinated Entry Permanent Supportive Housing (PSH) list by the Veteran’s Leadership Committee. The request was mentioned at the July CoC Board Meeting but was referred to the Executive Committee because it was not included on the posted meeting agenda. Veteran’s Administration (VA) funds are frequently available to provide Permanent Supportive Housing to chronically homeless veterans. When these funds are resources are depleted, Veterans are often competing with all chronically homeless individuals for housing resources resulting and increase wait time for housing. The Coordinated Entry prioritization process for PSH as it is now prioritizes individuals by VI-SPDAT score, length of time homelessness, and assessment date, regardless of Veteran status. Prioritizing veteran status on the PSH list would be consistent with the Rapid Re-Housing prioritization policy. The committee recognizes that In order to end Veteran homelessness in TX-601, homeless veterans will need access to PSH resources beyond VA capacity.
Recommendation To help our CoC reach the goal of ending veteran homelessness by the end of 2017, it is the recommendation of the Veteran Leadership Committee that the CoC board update the appropriate policy in the Coordinated Entry Operations Manual to reflect this change.
Action The CoC Executive Committee approved the recommendation. TX-601 Policy on Nondiscrimination and Fair Housing
Discussion The Department of Housing and Urban Development (HUD) requires all CoC & ESG funded agencies to adopt a Policy on Nondiscrimination and Fair Housing to ensure protections and equal rights are made
CoC Board Report 171108-123
November 2017 Executive Committee Report
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available to all program participants. These protections must be applied consistently among all HUD projects. In August 2017, the Improvement, Coordination, and Training Committee (ICT) met and discussed the issue and proposed a policy be adopted by the Continuum of Care Board of Directors that requires all HUD funded programs adopt and implement at the agency level. The proposed policy was also reviewed in August 2017 by the CoC Executive Committee and all local ESG funders.
Recommendation The Improvement, Coordination, and Training Committee (ICT) recommends the Continuum of Care Board of Directors adopt the following policy:
TX-601 Policy on Nondiscrimination and Fair Housing
As required by the Housing and Urban Development’s (HUD) final rule, the TX-601 Continuum of Care as well as its members and subrecipients, are required to comply with applicable civil rights laws through the adoption and implementation of the fair housing and equal opportunity policy. The final rule (24 CFR 578.93), addressing nondiscrimination and equal opportunity requirements, is provided to offer greater direction to recipients and subrecipients on the use of grant funds. It states that the nondiscrimination and equal opportunity requirements set forth in 24 CFR 5.105(a) apply. This includes, but is not limited to, the Fair Housing Act, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973 (Section 504), and title II of the Americans with Disabilities Act. The CoC will verify that applicable programs have adopted and implemented this policy on an annual basis. CORE COMPONENTS Core components of the rule which should be included in agency policy include: Nondiscrimination 24 CFR 578.93(a) requires CoC Programs to operate in compliance with federal nondiscrimination and equal opportunity requirements. Through this final rule, HUD implements policy to ensure that its core programs are open to all eligible individuals and families regardless of sexual orientation, gender identity, or marital status; see 24 CFR 5.105(a) for a full list of applicable laws, regulations, and Executive Orders. Housing for Specific Subpopulations Recipients and subrecipients may exclusively serve a particular homeless subpopulation in transitional or permanent housing if the housing addresses a need identified by the Continuum of Care for the geographic area. It must meet HUD criteria in 24 CFR 578.93. Fair Housing A recipient must implement its programs in a manner that affirmatively furthers fair housing, which means the recipient must:
(1) Affirmatively market their housing and supportive services to eligible persons regardless of race, color, national origin, religion, sex, age, familial status, or handicap who are least likely to apply in the absence of special outreach, and maintain records of those marketing activities;
CoC Board Report 171108-123
November 2017 Executive Committee Report
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(2) Where a recipient encounters a condition or action that impedes fair housing choice for current or prospective program participants, provide such information to the jurisdiction that provided the certification of consistency with the Consolidated Plan; and (3) Provide program participants with information on rights and remedies available under applicable federal, State and local fair housing and civil rights laws.
Accessibility and integrative housing and services for persons with disabilities For persons with disabilities, fair housing law makes it illegal to: fail to make reasonable accommodation in rules, policies, and services to give a person with a disability equal opportunity to occupy and enjoy the full use of a housing unit; and fail to allow reasonable modification to the premises if the modification is necessary to allow full use of the premises. Prohibition against involuntary family separation The age and gender of a child under age 18 must not be used as a basis for denying any family‘s admission to a project that receives funds under this part. Guidance for Creation of Nondiscrimination and Fair Housing Policies
• Policy should state that agency does not discriminate and complies with all nondiscrimination,
fair housing, and equal opportunity laws.
• Policy should indicate the availability of aids and services, upon request, to ensure effective
communication, such as the availability of qualified sign language interpreters, documents in
Braille, or other ways of making information and communications accessible to people who have
speech, hearing, or vision impairments.
• Policy should state that the agency will make reasonable accommodations in rules, policies, and
services to give a person with a disability equal opportunity to occupy and enjoy the full use of a
housing unit.
• If the agency acts as a landlord, the policy should state that the agency will permit reasonable
modification to the premises if the modification is necessary to allow full use of the premises.
• Policy should provide contact information for submitting a complaint or reporting
discrimination.
Resources to Assist in Creation of Agency Policies
Corporation for Supportive Housing – Toolkit for Developing and Operating Supportive Housing: http://www.aarp.org/content/dam/aarp/livable-communities/act/housing/toolkit-for-developing-and-operating-supportive-housing-aarp.pdf (pages 15-16; includes links to sample policies and forms) Fair Housing and Equal Opportunity: https://portal.hud.gov/hudportal/HUD?src=/program_offices/fair_housing_equal_opp Fair Housing Library: https://portal.hud.gov/hudportal/HUD?src=/program_offices/fair_housing_equal_opp/library#Guidance
Action The CoC Executive Committee approved the recommendation.
CoC Board Report 171108-126
November 2017 HMIS Governance Committee Report
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Schedule 4th Friday of every Month at 11 AM
Last Next Future
September 29, 2017 Fort Worth Housing Solutions
November 17, 2017 True Worth Place
December 1, 2017 TBD
HMIS Software Conversion Timeline The HMIS team commits the month of October to the Annual Homelessness Assessment Report—as a result, the HMIS Committee did not meet during October. This has pushed the HMIS RFP agenda out a month.
TX-601 HMIS Software RFP and Migration Schedule
Month CoC Board HMIS Committee TCHC
July '17 Populate Committee Draft Timeline August '17 September ‘17 Report timeline Draft Specifications October ‘17
November ‘17 Approve Specifications Draft RFP
December ‘17 Issue RFP January ‘18 Select Finalists February ‘18 Interview Finalists March ‘18 Selection Negotiate
April ‘18 Vote! Migration
May ‘18
Train
Annual Homeless Assessment Report Draft The Annual Homeless Assessment Report (AHAR) Draft was submitted on October 31. This report is a national aggregation of all the CoCs data. The report is provided to congress to inform decisions concerning homeless service future budgets. The AHAR is a voluntary report and inclusion is considered an indicator a CoC has quality data. The report is divided into 12 categories representing project types. The TCHC HMIS office speculates 8 out of 12 of TX-601’s categories will be accepted in 2017. This would be the same as 2016. The final AHAR report is due in December.
Standardization of Custom Report Request The HMIS committee vetted a process where CoC agencies may make custom report requests from the TCHC HMIS office. The HMIS office hopes to fulfill these requests within a 72-hour period. Part of the request process will be determining whether a standard report already available to end-users would meet the need. In such, a Custom Report Requests will only be fulfilled where standard reports are insufficient.
CoC Board Report 171108-126
November 2017 HMIS Governance Committee Report
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Data Quality Report TX-601 COC Total Data Errors and Trend
[Report continues on next page]
Jun. Jul. Aug. Sep.
Total 4945 7368 5651 5668
0
1000
2000
3000
4000
5000
6000
7000
8000
TOTAL NUMBER OF DATA ERRORS
CoC Board Report 171108-126
November 2017 HMIS Governance Committee Report
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TX-601 COC Wide Data Error Portion by Agency
TX-601 COC HUD Data Quality Report- Attached
Region: N/A Datasource: ETO_TarrantCountyHC
Import: All Imports Date Range: 10/01/2016 to 09/30/2017
Organization: All Organizations Data As Of: 07/05/2017
Project: All Projects Created By: Brittain,Thomas
HUD Data Quality ReportHUD Data Quality Report
Q1. Report Validations Table
# of Persons
Persons Served 12479
Adults (age 18 or over) 9945
Children (under age 18) 1959
Persons with Unknown Age 575
Leavers 5094
Adult Leavers 4061
Adult and Head of Household Leavers 4312
Stayers 7385
Adult Stayers 5884
Veterans 1132
Chronically Homeless Persons 1309
Youth Under Age 25 891
Parenting Youth Under Age 25 with Children 55
Adult Heads of Household 6333
Child Heads of Household 277
Heads of Household and Adult Stayers inproject 365 days or more
3501
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 1 of 8
Adult, Child, Unknown
Adults Children Unknown
Leavers vs Stayers
Leavers Stayers
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 2 of 8
HUD Data Quality ReportHUD Data Quality Report
Q2. Data Quality: Personally Identifiable Information
Client Doesn't Know orClient Refused Data Not Collected Data Issues % Error Rate
Name 2 0 117 1%
Social Security Number 594 776 327 14%
Date of Birth 20 563 2 5%
Race 37 37 0%
Ethnicity 48 629 5%
Gender 17 531 4%
Overall Score 15%
Good Records Errors
Name
SSN
Date of Birth
Race
Ethnicity
Gender
Overall
0 10 20 30 40 50 60 70 80 90 100
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 3 of 8
HUD Data Quality ReportHUD Data Quality Report
Q3. Data Quality: Universal Data Elements
Error Count % of Error Rate
Veteran Status 666 7%
Project Entry Date 3 0%
Relationship to Head of Household 4440 36%
Client Location 19 0%
Disabling Condition 4743 38%
Good Records Errors
Vet Status
Entry Date
Rel. to H.o.H.
Client Location
Disabling Condition
0 10 20 30 40 50 60 70 80 90 100
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 4 of 8
HUD Data Quality ReportHUD Data Quality Report
Q4. Data Quality: Income and Housing Data Quality
Error Count % Error Rate
Destination 2683 53%
Income and Sources at Entry 3602 35%
Income and Sources at Annual Assessment 0 0%
Income and Sources at Exit 1800 42%
Good Records Errors
Destination
Income at Entry
Income at Follow-Up
Income at Exit
0 10 20 30 40 50 60 70 80 90 100
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 5 of 8
HUD Data Quality ReportHUD Data Quality Report
Q5. Data Quality: Chronic Homelessness
Count of TotalRecords
Missing Timein Institution
Missing Timein Housing
ApproximateDate StartedDK/R/Missing
Number ofTimes
DK/R/Missing
Number ofMonths
DK/R/Missing
% of recordsunable tocalculate
ES, SH, Street Outreach 4495 4 1 1 0%
TH 206 0 9 0 0 0 4%
PH (all) 231 0 20 0 0 0 9%
Total 5012 1%
Good Records Errors
ES, SH, Street Outreach
TH
PH (all)
Total
0 10 20 30 40 50 60 70 80 90 100
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 6 of 8
HUD Data Quality ReportHUD Data Quality Report
Q6. Data Quality: Timeliness
Number of Project Entry Records Number of Project Exit Records
0 days 7884 2930
1-3 days 1826 1164
4-6 days 539 217
7-10 days 369 149
11+ days 1861 634
Entry Records
0 1-3 4-6 7-10 11+
0
2500
5000
7500
10000
12500
15000
Exit Records
0 1-3 4-67-10 11+
0
1000
2000
3000
4000
5000
6000
Q7. Data Quality: Inactive Records in Street Outreach and Emergency Shelters
# of Records # of Inactive Records % of Inactive Records
Contact (Adults and Heads of Household inStreet Outreach)
1504 1490 99%
Bed Night (All clients in ES - N.B.N.) 1074 612 57%
Contact
Active Inactive
Bed Night
Active Inactive
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 7 of 8
Generated from HomelessData.com on 11/02/2017 Report ID: 831124544 Page 8 of 8
CoC Board Report 171108-127
November 2017 Community Projects Review Committee Report
Page 1 of 1
Report Tarrant County Homeless Coalition (TCHC) hosted an FY17 CoC Program Competition Debrief on Wednesday, October 25, 2017 with CoC Grant Writers, Program Managers, and Community Projects Review Committee (CPRC) members in attendance. The debrief was used to collect feedback on this year’s competition process to improve future competition cycles. FY17 CoC Program Competition Debrief The applicants offered the following comments:
• Appreciated the length of time given to complete the RFP (Request for Proposals) and eSNAPS
application
• RFP Briefing was helpful to review questions and expectations
• Applicants requested TCHC offer more technical assistance in eSNAPS and discussed possibility
of one-on-one vs. group sessions
• CoC competition FAQ on the TCHC website may lessen the questions being sent to TCHC
• RFP questions should note if there is a character limit in eSNAPS
• Individualized CPRC feedback for each application requested
The CPRC offered the following comments:
• Requested two weeks to read the applications
• Overall, applications improved from last year. Below are tips for current and future applicants:
o Do not copy and paste unless you do it right. It was clear some applicants did not read
the questions because the narratives did not match what the question was asking for.
o Utilize other people to read over and edit your work. Also, consult with the people who
do the work to help provide clearer descriptions (i.e. case managers).
o For expansions, make your case as to why you are increasing the numbers or amounts
requested.
o CPRC members were frustrated with some of the applications because they were
addressing why they could not get the job done and members felt that was not the
place to do that. Instead, show how you are working on XYZ and explain the process to
be successful.
CoC Board Report 171108-128
November 2017 Improvement, Coordination, & Training Committee Report
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Schedule 3rd Tuesday, even-numbered months @ 3:30pm
Last Next Future
October 17, 2017 One Safe Place
December 19, 2017 One Safe Place
February 20, 2018 One Safe Place
Report The Improvement, Coordination, and Training (ICT) Committee met on October 17th. Key items discussed included the PIT Count Methodology, an update on the Consumer Council and initial plans for the 2018 Needs and Gaps Analysis.
CoC Board Report 171108-129
November 2017 Coordinated Entry Report
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Schedule for Implementation Workgroup: The Coordinated Entry Implementation Workgroup has meet weekly beginning July 6. In October it changed to twice a month. Upcoming meetings are November 9 and November 16. Meetings are held at True Worth Place from 3:00 – 4:00.
Report This report includes a review of recent proceedings from the Implementation Workgroup. System workflow The focus of the implementation workgroup has been marketing. The group has finalized a flow chart to use as a guide with participants to describe what Coordinated Entry is and how they move through it. A FAQ is being developed to go along with this. The workgroup agreed to have this one-pager on the TCHC website where anyone in the continuum and community can print. Agencies will be encouraged to have a link to marketing material on their website. TCHC is working with a marketing professional on design of collaterals and suggestions on how to best market Coordinated Entry. The Pocket Pal was also updated. The City of Ft. Worth is assisting with design and format. The access points are located on the Pocket Pal. Target date for having these completed and printed is 11/30. Implementation Case conferencing for both Rapid Re-Housing (RRH) and Permanent Supportive Housing (PSH) continues on a weekly basis. During these meetings, attended by housing case managers, navigators and shelter staff, updates are given on status of clients referred to them. Shelter staff attend to provide information on clients if an agency cannot find a client. Case conferencing has also been used to staff cases, collaborate on resources, review the dashboard of openings on Homebase and get TA on issues in ETO. The System Navigators have received 758 referrals from Homebase since beginning their work on June 5. Of these 758, 38% (290) were referred to housing agencies. The Coordinated Entry team continues to meet weekly with the navigation team to get updates on their assignments and problem-solve any barriers they face. The Coordinated Entry team is receiving technical assistance on the self-assessment HUD released this year. Our continuum is on track to meet the deadline for full implementation, which is January 23, 2018.
171108-130
Continuum of Care (CoC) Board of Directors Meeting Meeting Minutes: July 12, 2017 at 11:30am
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Fort Worth/ Arlington/ Tarrant County (TX-601) July 12, 2017 at 11:30am Broadway Baptist Church
305 W. Broadway Fort Worth, Texas 76104
Board Members Present: Patricia Ward, Paula Robinson, Jason Hall, James Tapscott, Kathryn Jacob, Kirk Driver, Toby Owen, Robyn Michalove, Dawn Zieger, Naomi Byrne 1. Jason Hall: Call to Order at 11:56 am 2. Reports and Discussion
A) Tarrant County Homeless Coalition (TCHC) 1) Otis Thornton: TCHC received a clean audit report and two exemplary practices. HUD
cancelled their financial monitoring of the programs because of the clean audit.
2) TCHC held a partner social last month and will continue to host them.
3) I have submitted my resignation and continue to serve as Executive Director until
someone is hired. We are anticipating early Fall.
4) TCHC has released a Release for Proposals (RFP) for a new website design.
B) Standing Committees 1) CoC Board Executive Committee
(a) Hall: The committee met in June. A recommendation for committee members
will be sent out to repopulate committees. There was a request to prioritize
veterans but there is not a recommendation at this time. It will be discussed at
the next Executive Committee meeting.
2) CoC Governance and Advocacy Committee (a) Toby Owen: Time to think about the nominating process for new board
members for the upcoming year.
(b) Ad hoc Committee on Governance Structure
a. Hall: We had a discussion regarding the merger of the CoC Board and TCHC
Board. We will not continue to pursue a merger and currently in the process
of having a continued dialogue with the cities and governmental entities.
3) HMIS Governance Committee Dawn Zieger (a) Dawn Zieger: We have been discussing different software selections. If anybody
has interest in participating in the search, come just us. We revisited the HMIS
fee schedule. We also reviewed data quality of the CoC programs.
4) Community Projects Review Committee Paula Robinson (a) Paula Robinson: The CPRC met in May. There were only two applications and
both were recommended for funding.
5) Improvement, Coordination, and Training Committee Kathryn Jacob (a) Kathryn Jacob: We reviewed the Violence Against Women Act (VAWA) policy
and the FY17 CoC competition documents.
(b) Ad hoc Committee on Coordinated Entry Jay Semple a. Jay Semple: This committee is now the Coordinated Entry implementation
group and this group will meet for 8-10 weeks. The first meeting, we
171108-130
Continuum of Care (CoC) Board of Directors Meeting Meeting Minutes: July 12, 2017 at 11:30am
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focused on quality of access points. There is a gap in services in far west Fort
Worth and Mansfield area. CSH was here June 1 and June 2 to assist and
champion the CES to move forward. There is a need to redefine workgroups
and case conferencing groups. Navigators started June 5. There are 2 PSH, 2
RRH, and 1 overall navigator. We completed the surge and have moved to
the HomeBase list.
b. Patricia Ward: Where are the access points c. Semple: We have a google map with ID’s access points, has since been
updated to include outreach. d. Ward: Are there plans to expand? e. Semple: We are focusing on quality vs quantity, don’t expand if not
necessary, there is no wrong door f. Ward: Why is there access in Mansfield area, because of jail? g. Semple: Not because of jail, people are sleeping outside all over h. Jacob: We live in more rural area in Mansfield, many abandoned trailers
that aren’t habitable and people often around them i. Kirk Driver: Can we get a copy of the map? j. Carla Storey: When it’s finalized we can send link k. Driver: I work in Las Vegas Trail area, I see no access points there l. Semple: Our outreach teams address that now, committee is discussing
possible access points in that area m. Storey: We don’t want them have too many access point is they aren’t
necessary, CSH recommended 5+ assessments a day would be a good access location. If we identify who can do the assessment, we can bring them on
n. Ward: Are you only ones who can do it? o. Semple: No, all with HMIS access can do it p. Ward: Will this alleviate the bottleneck? q. Semple: No, the navigators will help with the bottleneck r. Owen: CES has potential to streamline placements, is there way to get
monthly outcomes report? s. Storey: Yes, working with Thomas on dashboard, currently has openings as
we get further we will have reporting data t. Thomas Brittian: The number of assessments is on Homebase already, other
metrics can possibly be added into the report in month or two 3. Board Action Items
A) Approval of CoC Board Meeting Minutes from May 10, 2017 1) Driver: Motion to Approve 2) James Tapscott: Second 3) All Approved
B) Appointment of Committee Members 1) Hall: The list is in packet of recommended members 2) Zieger: Motion to Approve 3) Driver: Second 4) All Approved
C) 2017 HMIS Fee Schedule
171108-130
Continuum of Care (CoC) Board of Directors Meeting Meeting Minutes: July 12, 2017 at 11:30am
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1) Zieger: Our recommendation is to go to a fee structure based on the number of
programs for each agency. 75% of the cost of HMIS is covered through the grant. The
fee schedule gets us to the match.
2) Ward: I don’t understand the current structure 3) Brittain: The current structure is that each program in ETO is a flat rate of 1,000 per
year. There is also an average number of participant fee in each program that does
not exceed $425.
4) Ward: I want to see what we are paying now versus the new proposed schedule.
5) Brittain: there was an average reduction of 20% from last year within the CoC.
6) Zieger: We need another month to complete this task.
7) Thornton: it would push invoicing to September.
8) Tapscott: It seems unfair to agencies that just have 1 program.
9) Owen: Why are we changing it?
10) Zieger: Partners feel that they were billed more than they should have been.
11) Brittain: There were some agencies that had a collection of several programs that had
4-5 people in them and they felt it was too much. The second ask was to make it
simple. This structure makes it simpler and scaled better to agencies that had multiple
programs with just a few people in them.
12) Naomi Byrne: Can we do this by email so we can see the impact?
13) Hall: Let’s table this. Subject to data D) VAWA Housing Plan Policy
1) Jacob: HUD requires CoCs to adopt this policy. I would encourage a recommendation
that agencies reach out to SafeHaven if this situation arises. This policy is only
applicable to victims of DV, stalking, and sexual assault. Agencies have the flexibility to
create their own policy as long as it includes the core components of the HUD
Violence Against Women Act (VAWA) policy.
2) Hall: Call for motion
3) Robinson: Motion to approve
4) Robyn Michalove: Second
5) All approved
E) 2017 Continuum of Care Program Competition 1) Appointment of Tarrant County Homeless Coalition as Collaborative Applicant
(a) Jacob: This is done annually.
(b) All approved
2) Application Score Cards
(a) Jacob: Test items are new this year. Overall, the scorecard is mostly the same as
last year.
(b) Carolyn Curry: Monday we had a public briefing for the scorecard. One
suggested change includes the utilization rate and recapture rate. We have
included them in their own section so they counterbalance each other. We
reworded #9 to “Annual cost per successful exit or retention of PH”.
(c) Hall: Motion to approve as amended
(d) Byrne: Motion to approve
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Continuum of Care (CoC) Board of Directors Meeting Meeting Minutes: July 12, 2017 at 11:30am
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(e) Robinson: Second
(f) All approved
3) Application Ranking Policy
(a) Curry: This is similar to last year’s ranking policy. We added “Joint TH-RRH
projects” to the new projects section. HUD has not released any information
regarding this new project type.
(b) Thornton: Special Populations and Voluntary Reallocation sections were also
added to this year’s policy.
(c) Byrne: Some CoC’s used to give special consideration to collaborative
applications. I’m not sure we have discussed that for CoC projects.
(d) Thornton: That is identified in the narrative section of the RFP.
(e) Byrne: The narratives are part of the scoring criteria?
(f) Thornton: Correct, as long as they articulate it well.
(g) All approved
4) Reallocation Policy
(a) Curry: This is a new policy and a recommendation from HUD.
(b) Thornton: Please do not contact HUD and offer to give up money.
(c) Curry: HUD continues to encourage reallocation for low performing projects.
(d) All approved
F) Amendments to the Coordinated Entry Operations Manual
1) Thornton: Edits have been made to the CES Operation Manual.
2) Driver: Motion to approve
3) Robyn: Second
4) All approved
4. Hall: Request for Future Agenda Items
A) None
5. Hall: Public Comment A) None
6. Hall: Adjournment at 1:08 pm
The Fort Worth/ Arlington/ Tarrant County Continuum of Care (also known by its HUD designation, “TX-601”) serves as the planning and coordinating body for the efforts to prevent and end homelessness in Tarrant and Parker Counties. Meetings
may be recorded. General Membership and Continuum of Care (CoC) Board meetings are open to the public. CoC Board Members are selected annually in accordance with the CoC Charter and after a public call for nominations. The Tarrant
County Homeless Coalition (TCHC) serves as the Lead Agency, Collaborative Applicant, and HMIS Administrator for TX-601. More information is available at www.AHomeWithHope.org.
CoC Board Action Item 171108-131
Election of New Board Members and Board Officers
Discussion The charter of the Fort Worth/ Arlington/ Tarrant County Continuum of Care (aka, “TX-601”) calls for the annual election of new members to the Board of Directors and Board Officers. The Continuum of Care (CoC) Charter allows for 9 – 21 voting members including appointees from the City of Fort Worth, City of Arlington, Tarrant County, and Parker County. The Governance and Advocacy Committee is responsible for the development of a slate of nominations. Prior to Board action, nominations will be opened to the Board and public.
Recommendation The Governance and Advocacy Committee recommends the election of the following new members, Board Officers and Committee Chairs:
Board of Director Recommendations 2018-2020 & 2021-2023
TD Smyers Chief Executive Officer for United Way of Tarrant County
Jesse Aguilera Retired, Metro Care Services
Pat Jacob Mayor of Lakeside, Texas
Tori Sisk Arlington Independent School District
Bill Coppola President of Tarrant County College Southeast
Board of Director Leadership Recommendations
Naomi Byrne Chairperson
Victoria Farrar-Myers Vice-Chairperson
James Tapscott Secretary
Paula Robinson Community, Projects, Review Committee Chairperson
Dawn Zieger HMIS Committee Chairperson
Toby Owen Governance Committee Chairperson
Kathryn Jacobs Improvement, Coordination, & Training Committee Chairperson
CoC Board Report 171108-132
CoC 2018 PIT Count Methodology
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Discussion Sheltered PIT Count Methodology The Fort Worth/ Arlington/ Tarrant Area Continuum of Care (TX-601) utilizes HMIS (Homeless Management Information System) data to conduct its sheltered point-in-time count of the homeless (aka, “PIT Count”). The data is reviewed to the client record level to ensure de-duplication with personal identifiers. Additionally, bed stays, enrollments, and exit data is reviewed for accuracy for the night of the PIT Count. HMIS data meets the required HUD data standards and produces comprehensive PIT Count data. Organizations that are not Contributing HMIS Organizations (CHOs) are provided templates to gather all required PIT Count data. Each non-CHO has HMIS equivalent data systems that provide universal data elements and de-duplication methods to ensure an accurate count. This methodology was selected due to its HUD compliance and reliability. HMIS staff review HUD guidance to ensure the data is at the highest quality and is compared against prior year data to ensure consistency and accuracy. Unsheltered PIT Count Methodology During the night of the unsheltered PIT Count, TX-601 endeavors to canvas the entire CoC geography. TX-601 produces PIT Count route-maps utilizing GIS software for each county. 300+ volunteers in teams of 2-5 persons participate in the blitz count, deploying at the same time from four locations after all shelters have ceased intake. Duplications are prevented by utilizing personal identifying information, conducting the blitz count, and interviewing those who were willing to volunteer their information. All volunteers return their results on the night of the count which ends at approximately 2:00 am. This methodology is used in order to obtain the highest quality of data. Staff review HUD guidance and provide trainings to volunteers. PIT Count data will be compared to data from the prior years to ensure consistency and accuracy.
Recommendation The Improvement, Coordination, and Training Committee recommends that the CoC Board of Directors adopt the 2018 point-in-time count methodology.