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

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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

Page 3 of 4

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

Page 4 of 4

(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.