STEERING COMMITTEE MEETING 2017 POINT-IN-TIME COUNT (PIT) and HOUSING INVENTORY COUNT (HIC) 23 September :00 pm 1:30 pm

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1 STEERING COMMITTEE MEETING 2017 POINT-IN-TIME COUNT (PIT) and HOUSING INVENTORY COUNT (HIC) 23 September :00 pm 1:30 pm Today s Goals: 1) Ensure right composition of the 2017 PIT & HIC Steering Committee 2) Develop clear understanding of overall framework and work plan 3) Set up sub-committees Welcome & Introductions (Meeting Attendees Listed Below) Justin Markel, Housing Advisory Board & HHH Ron Clark, Cardinal Innovations Frank Mansfield, Retired; Volunteer Gayle Butterfield, Florence Crittenton Services Ashley Williams Clark, UNCC Urban Institute / ISC Allison Winston, Urban Ministry Center Jen Grenier, Hope House Foundation Phaedra Pistone, Hope House Foundation Mary Gaertner, City of Charlotte Hannah Fraser, City of Charlotte MSW Intern Rebecca Pfeiffer, City of Charlotte Tameka Gunn, Community Link Will Miller, Social Venture Partners & Phil s Deli Group Shalakee Edwards, Carolinas Hierarchy of Needs Cheryl Carrothers, Supportive Housing Communities Peter Safir, Mecklenburg County Community Support Services Stephanie Friend, Mecklenburg County Community Support Services Courtney Morton, Mecklenburg County Community Support Services 12:00 12:10 Overview of Agenda & Meeting Goals 12:10 12:15 Timeline Overview & Framework Overview of Phases and Key Tasks o Reviewed steps and action items on each step of Point-in-Time Count Framework. Focus on Exploratory & Planning Phase Tasks o Reviewed steps and action items within first two phases o Noted 2017 PIT & HIC Date Wednesday, January 25, 2017 Considerations for the 2017 PIT & HIC HUD Guidance & Methodology 12:15 12:40 12:40 12:50 1

2 o Reviewed 2017 HUD required changes to PIT and HIC (Page 3) 2016 Feedback o Reviewed and reconciled all feedback from 2016 PIT & HIC (Page 4) Exploratory & Planning Phase Tasks Set up sub-committees o Confirmed sub-committee structure to complete the work of the steps in the framework and assigned a lead person for each committee (See Pages 6 and 7) o Courtney will follow up with leads for support in beginning work with sub-committee, including providing names of people interested in related area and information to include in planning. o Goal is for each sub-committee to meet and begin work before next steering committee meeting o Discussed importance of ensuring right composition on the subcommittees, with special emphasis on including persons who work with youth and persons with lived experience. Housing Inventory Count Universe o Discussed importance of confirming which projects are included within the HIC and how they are classified in the next month. Methodology o Discussed next steps for each sub-committee to begin work to complete planning phase tasks. Summarize & Next Steps Courtney will send link to public webpage when finalized and create a distribution list of all persons who signed up for the community meeting. Courtney will include all minutes and handouts on the webpage. Courtney will follow up with committee leads to begin work. 12:50 1:25 1:25 1:30 2

3 2017 HUD CHANGES FOR THE PIT & HIC POINT-IN-TIME COUNT CHANGES 1) Gender response categories expanded to include Don t identify as male, female or transgender 2) Reporting chronic homelessness by household type 3) Clarifying that when reporting on chronically homeless households all members of the household should be counted (even for households with multiple adults) HOUSING INVENTORY COUNT CHANGES 1) DEM project type removed 2) McKinney-Vento funding expanded to include different funding types 3) Recognition of VA s GPD transition in place projects as an Other Permanent Housing (OPH) project type instead of transitional housing 4) Clarification that youth dedicated beds should include beds dedicated to both unaccompanied and parenting youth 5) New field called Housing Type that combines transitional unit type field and the scattered site field from the address section of the HIC 3

4 What components do you want to keep from 2016? Strong coordination in unsheltered count, maximizing coverage, utilizing small teams with designated team leaders and including surveys. Committee and Data Committee Include Outreach Team staff person on each unsheltered count team. Committee. Also reach out to outreach teams within SSVF and Youth-serving programs. Strong collaboration with Charlotte- Mecklenburg Police Department. Committee Integrate real-time support to verify data through on-call HMIS line. Committee and Data Committee. Include a dedicated line for 2017 via number or Google Voice. Integrate community-driven questions into unsheltered count survey. Committee and Data Committee. What components do you want to change for 2017? Expand unsheltered count survey. Committee and Data Committee. Include feedback from persons with lived experience, outreach staff and volunteers. Provide more clarity on how different datasets align or are different from each other. Follow Up: Data Committee and Communication Committee. Eliminate 11pm to 2am hours of unsheltered count and remove library location. Follow Up: Remove 11am-2am hours and keep library location. Unsheltered Logistics Committee. Be more specific on procedure for sheltered count agencies completing count and entering data. Follow Up: Provide advanced notice to agencies including executives and data-entering staff. Data Committee In final report, include higher level information, more detail on sub-populations, and comparison data, looking at other similar communities and national data. Follow Up: Include clarification on what count is and is not. Where available, provide comparison data for context. Consider including additional comparison data as it is released from other communities within the dashboard. Data and Communication Committee. 4 What new components do you want to see included in 2017? Report more specific information on children who are homeless. Follow Up: Report specific information on all persons under 18 across all household types. Data Committee. Include substance abuse agencies in count, with consideration of time spent within institution prior to count. Follow Up: Explore methodology for including institutional stays including jails and substance use facilities for 2017 counts. Courtney will follow up with group to explore and report back to Steering Committee. Capture information on persons who are panhandling. Follow Up: Explore possibility of including question on unsheltered count survey to address this. Unsheltered Logistics Committee and Data Committee

5 2017 SUB-COMMITTEE STRUCTURE Unsheltered Count Logistics Data Processing & HMIS Steering Committee Sheltered Count Logistics Public Communication Volunteer Recruitment & Training 5

6 2017 SUB-COMMITTEE STRUCTURE UNSHELTERED COUNT LOGISTICS This committee will coordinate the logistics for the unsheltered count, which includes the following steps and action items: Determine methodology Unsheltered Count Survey Location / Mapping Volunteer Training Data Collection Team Leads and Assignments Lead: Allison Winston o Shalakee Edwards o Stephanie Friend o CMPD o Hospitals: Brian Middleton, Mike Dulin SHELTERED COUNT LOGISTICS This committee will coordinate the logistics for the sheltered count, which includes the following steps and action items: Determine methodology Agency Communication Agency Training Data Collection HIC Universe Calendar for Data Entry Dates Lead: Rebecca Pfeiffer o Tameka Gunn o Brad Goforth o Stephanie Friend o The Relatives, Time Out Youth, Teen Health Connection VOLUNTEER RECRUITMENT & TRAINING This committee will coordinate the logistics for the volunteer recruitment and training, which includes the following steps and action items: Volunteer Recruitment Volunteer Training Conduct Training Team Assignments Volunteer Appreciation Lead: Mary Gaertner o Justin Markel, Allison Winston, Jen Grenier, Phaedra Pistone, Cheryl Carrothers, Frank Mansfield, Shalakee Edwards 6

7 o Faith community PUBLIC COMMUNICATION This committee will coordinate the logistics for public communication, which includes the following steps and action items: Webpage Distribution List Media Coordination Volunteer Recruitment Report / Dashboard Regular Updates Lead: Courtney Morton o Justin Markel, Phaedra Pistone, Will Miller, Ron Clark o City of Charlotte Communication, Mecklenburg County Communication DATA PROCESSING & HMIS This committee will coordinate the logistics for data processing and HMIS, which includes the following steps and action items: Pre-count reports HMIS Agency Training Unsheltered & DV Data Entry Data Calendar Entry and Analysis Steps Verification Process HIC Universe Methodology Lead: Stephanie Friend & Rebecca Pfeiffer o Cheryl Carrothers, Gayle Butterfield, Rohan Gibbs, Will Miller o HMIS data representations for each service / household types 7