Continuum of Care Board of Directors Annual Meeting Fort Worth/ Arlington/ Tarrant County (TX-601)

Transcription

1 January 13, 2016 at 11:30am Broadway Baptist Church, Rm W. Broadway, Fort Worth, Texas Board Members in Attendance: Randy Clinton, Jason Hall, Elizabeth Becker, James Tapscott, Carla Storey, Patricia Ward, Brent Carr, Tim McKinney, Charlie Parker, Robyn Michalove, Toby Owen, Kelly Allen-Gray, Trevin Ware, Naomi Byrne I) Jason Hall: Call to Order at 11:39, Announce time and date for recording II) III) Hall: Chair Report: Welcome and looking forward to work of new year. Hall: Call for Membership and Participation in the Continuum of Care Hall: The Continuum of Care program was designed to encourage and facilitate collaborative problem efforts at the local level to prevent and end homelessness. It works best when all the right people are on the bus. On an annual basis, HUD expects CoCs to make an effort to invite and encourage organizations that have a role in the homeless services system to participate in the Continuum s activities. TCHC has incorporated such an announcement into recent newsletters that were, in turn, published on social media. I would like to ask each of you to also invite and encourage people who need to be at the table to join us. We have adopted a new committee structure that will be gearing up in 2016 and this is a great time for new people to get involved. You do not have to be a board member to be on a committee. You can be invited to be part of the process. James Tapscott: How do they nominate? Is there a link online? Hall: Randy Clinton is the chair of that committee. We have an application that can be posted. Randy s committee will review and make recommendations. IV) Otis Thornton: Report of the Continuum of Care Lead Agency Thornton: Introduce Elizabeth Becker as the new TCHC Board of Directors President. She is now an ex-officio member of the CoC Board of Directors. CAS Report Prioritized 799 people in 2015; 298 of those housed; 1331 DOPS since inception; 687 housed HUD announced new chronically homeless definition. TCHC will be providing a tip sheet and training for case managers on change. Patricia Ward: Can you the CAS stats to us? Thornton: Yes. The 2016 PIT will incorporate new definition. Thornton: Fort Worth Mayor requested that TCHC to conduct study on FareAid to identify alternative revenue sources for bus passes. The survey will be distributed this afternoon online. Ward: Is the study identifying a gap or need? A need may be filled elsewhere. Thornton: We ll gather data then share the information. Hall: If we can determine a gap, the city may look to fill the gap. Page 1 of 5

2 Ward: That was universal, not just the city but the community as a total. There may be sources of funds once the gap is identified but we don t know where those funds are. Charlie Parker: Provided an update on economic development in Arlington. V) Thomas Brittain: Report of the HMIS Administrator Brittain: Refer to HMIS handout and walk through high points a. Missing data elements need to be below 5% b. Bed utilization rate needs to be between % c. Monthly reports will be sent to Program Managers regarding their program data. The response, participation, and performance in these monthly reports will be reflected on the scorecard. Ward: We can t punish agencies for not including SSN if client won t provide it. Thornton: These are HUD requirements. We need to funnel them to program level. Hall: If HUD says 5% is the threshold then we have to hold that accountable. Let s try to meet the goal first then address at the policy level. Judge Brent Carr: We can get personal information from a Veteran in an hour. I can t imagine there isn t a way to get the information on clients. Naomi Byrne: Regardless what anyone tells us, we have to have it for programs. It is required by law for the housing authority to provide SSN. Carr: The level of accountability is for everyone. Byrne: We cannot progress through the system without basic data elements. Hall: It s not one issue, it s several factors. Are there any agencies that are totally compliant? Brittain: Family Endeavors. Thornton: We can provide a by-program list to the Board of Directors. Hall: Can we anticipate TCHC to provide an update quarterly on benchmarks? Thornton: Yes Byrne: If we are looking at the issue of a client not having information, we need to find best practices on obtaining identification. Carr: Access DPS database, data in arrest history Toby Owen: Will TCHC plan to provide errors to agencies in a timely manner? Thornton: Program Managers will get monthly reports, additional training, and support. Hall: In addition to that report, another report regarding the number of agencies who become compliant with HUD standards would be helpful. Page 2 of 5

3 Owen: We had very little time to correct the errors. Do you have a report that shows progress from data corrections? Brittain: 80% improvement Owen: So in 3 weeks, there was strong improvement. Getting to the next level shouldn t be an issue next year. Byrne: Proposal to add AHAR part in score card and add in reporting back on corrections as factor Owen: When we send a monthly report, note that this will be reflected in score card. Ward: But we haven t approved that. Byrne: But now we can approve incorporating this into the performance process. Hall: Intend to incorporate into scorecard. Owen: Only 50% of the issue is from the user. We also need to track system issues. Randy Clinton: What was client location issue? Brittain: This was largely an ETO element. TX601 vs. TX-601 Clinton: Tell me what participant number represents. Brittain: It is based on the site identified, unduplicated. Clinton: On the AHAR chart, those are unduplicated? Brittain: Yes. Clinton: I want ongoing PIT data on all programs and dashboard. VI) Carolyn Curry: Report of the Collaborative Applicant Curry: Waiting on HUD to announce 2015 Awards, New HUD budget means more bonus dollars in 2016, PIT Count Volunteer Registration is OPEN VII) Board Action A) Hall: Approval of 12/16/15 Continuum of Care Board Meeting Minutes, Discussion Hall Entertain motion to approve, passed B) Hall: Approval of the 2016 Point-in-Time Count Methodology, Discussion Thornton: HUD asked that the CoC BOD approve methodology. Byrne - Motion to approve; Tapscott Second; All approved C) Hall: Election of Board Members - We can have 21 Board of Directors members. We currently have 17. P. Ward is filling 2 spots plus 3 vacant. Resignations from Walter, Tia, JR Labbe. There are 2 verbal interests and applications pending Page 3 of 5

4 Clinton: Report of the Governance and Advocacy Committee, committee met last Monday, decided to postpone membership election to March and allow for public call; final application will be posted. Clinton: Two interested parties: Brian Villegas MHMR, Kathryn Jacob SHTC; also interested in finding non-coc recipient in filling slots and to assist with voting numbers. Clinton: No vote required today. Will complete vote in February. Ward: Have we reached out to JPS? Clinton: We have reached out and they are still pending. Hall: The committee will keep the nomination process open. Tim McKinney: When will the call go out? Thornton: The call went out in two s. Hall: The best way is through personal relationship. Kelly Allen-Grey: Will you the call for nominations to the Board of Directors? Thornton: Yes. Clinton: We need to vote on renewing members: Robyn, Randy, Jason, Tim. Recommendation of governance committee. All approve; passed. Clinton: Officer slate, propose: Jason Hall - Chair, Robyn Michalove Vice Chair, James Tapscott - Secretary. All approve; passed. E) Hall: 2016 Meeting Dates & Times; For 2016 we propose to have full Board meetings in February and then odd-numbered months (March, May, July, September, November) and Committee meetings in even-numbered months. Owen: Please send a calendar request. Byrne: Please add address and entrances. F) Hall: Consideration of the 2016 Strategic Plan Draft Thornton: Feedback in the last 6 months that the current plan is more of an action plan. The strategic plan needs to be broad and thoughtful. Today s document is not a comprehensive articulation of community-wide values, it is more of an attempt to fill a gap. TCHC has not had time to convene meetings to create a plan. We recommend we adopt a plan based on Opening Doors and set a plan to create the plan. We need to get 2016 underway. Document reminds of intent of CoC/TCHC role. Review goals of Opening Doors and HUD goals; system level performance measures. Collective impact role and structure Strategic Plan draft around 5 concepts of collective impact. Recommend adopting goals of Opening Doors and added two local goals. Carr: As a strategic plan, this is weak in structure. There is no focus on the CoC as an entity. We may need to bring In a strategic plan facilitator. Page 4 of 5

5 Thornton: That is my intent in bullet #6. There is interest and effort in a funders council; professional needs and gaps analysis, need to partner with that group. We will have a robust plan for Ward: Are we reaching out to city/county planners to integrate what they re doing? Allen-Grey: City of Fort Worth planning department has a data team and can access data quickly. The planning department can pull drilled down data. Ward: What about doing housing inventory and use resources we already have. Byrne: The strategic plan for the CoC is more about direction of what the CoC is trying to do, not just the end result. We can get a facilitator to help determine what we do as an entity, look at all resources being used, and how to better utilize them. We have a lot of overlap and duplication. We can better use our funds. Hall: It sounds like TCHC is stretched on staffing perspective. Thornton: For 2016, we want a useable plan and work on a more robust 2017 plan. Hall: Any other specific questions? Byrne: There is a planning group being assembled in NTX to develop a regional plan. It might be helpful for us to tap into that. Owen: It doesn t feel like a strategic plan. I understand we need something for submission but don t want #5 and #6 to be treated in this manner. We need a very detailed conversation outside of the board to make sure everything is in the plan. This is not a collaborative/strategic plan. They require collaboration from providers. Byrne: Anything that would prevent us to approve and extend current plan with understanding next plan is a true strategic plan. If we approve, we put it out there with no discussion. Tapscott: This is a draft for next time. Hall: Yes, but 30 days won t be long enough to turn this into a full strategic plan. Hall: No answer at this time. Send comments to Otis and we will review in 30 days. Thornton: My point in this direction was to be pragmatic. VIII) Hall: Request for Future Agenda Items; Judge Carr has an item he would like to propose Thornton: Carr is concerned RRH programs are not beneficial for his population. We will discuss in March. Full meeting in February to approve HMIS fee and count data and committee and nominations. IX) Hall: Request for Public Comment. No public comment. X) Hall: Adjourn meeting at 1:12pm Page 5 of 5