Full Board and Membership Meeting CareerSource Capital Region

2601 Blair Stone Rd #200, Tallahassee, FL 32301 Call in Conference Number: 1-888-670-3525

Conference Code: 9063278677#

December 19, 2018 11:00 a.m. (Revised)

Board of Directors Meeting

1. Call to order of Board of Directors Meeting

2. Consent Agenda

a. October 24, 2018 CoC Board Meeting Minutes (pg. 2-5)

b. September 27, 2018 Executive Committee Meeting Minutes (pg. 6-7)

c. October 19, 2018 Executive Committee Meeting Minutes (pg. 8-9)

d. November 9, 2018 Executive Committee Meeting Minutes (pg. 10)

e. November 29, 2018 Executive Committee Meeting Minutes (pg. 11-12)

3. Business items

a. Approve actions taken by Executive Committee:

i. Approve consulting service contract with Dorothy Inman-Johnson

ii. Amend the FY 18/19 Budget (pg. 13)

iii. Appointment of Kristin Reshard as Chair of Application and Performance Review

Committee

b. Review and approve of grant proposal to HUD to enhance the Homeless Management

Information System. (pg. 14)

4. Financial Report (as of October 31, 2018) (pg. 15)

5. Committee Reports from the Chairs:

a. HMIS Committee- Jerry Parrish, Chair

b. Needs Assessment and Planning Committee- Amanda Wander, Chair

c. Coordinated Entry Committee-Sylvia Smith, Chair

d. Ad Hoc Affordable Housing Committee- Kim Ladner, Chair

e. Application and Performance Review,

f. Sign up by Board members to at least one committee each.

6. Reports

a. Sys Perf Review (pg. 16)

i. Data update on federal System Performance Measures (Handout)

b. 2019 Point in Time Count Update (pg. 17-18)

c. Executive Director's Report (pg. 19-23)

7. Public Comments/Announcements

8. Adjournment of Board Meeting

Full Board and Membership Meeting CareerSource Capital Region

2601 Blair Stone Rd #200, Tallahassee, FL 32301

Call in Conference Number: 1-888-670-3525 Conference Code: 9063278677#

October 24, 2018

11:00 a.m. Agenda (Revised)

Member Present: Tom Pierce, Jim McShane, Liz Rivero, Kevin Priest, Sylvia Smith, Dan Moore, Jerry Parrish, Katrina Rolle, Melissa Radey, Chuck White, Michael Hightower, Meg Baldwin, Bryan Desloge, and Amanda Wander. *Please see attached Sign In Sheet for all present. Membership Meeting

1. Call to order of Membership Meeting

Meeting called to order by Tom Pierce at 11:08 am. Time was allowed for introductions and

updates from Hurricane Michael from everyone present.

2. Report from the Chair- Tom Pierce

3. Business

a. Nominations Committee- Jim McShane

Jim McShane made a request to nominate Kristin Reshard to fill the At-Large vacancy

on the board. Kevin Priest will provide a nomination for the Youth Representative

soon. Jim McShane asked for a solicitation for nominations for Law Enforcement and

Healthcare Representatives to be forwarded to the Nomination Committee from the

board.

Motion to accept nomination of Kristin Reshard for At-Large Representative made by Bryan Desloge.

Seconded by Sylvia Smith. None opposed. Motion passed unanimously.

b. Dues and Invoicing

Johnna Coleman stated that invoices for the dues for 2018-2019 Board Membership

would be sent out by November 15, 2018 to individuals via email and organizations via

mail.

c. Executive Director and Subgrantee reports: Accomplishments in 17/18 and

Expectations for 18/19

Mia Parker provided a hand out that outlined BBCoC accomplishments in 17/18 and

expectations for 18/19.

4. Adjournment of Membership Meeting

Membership meeting adjourned at 12:00 pm.

Board of Directors Meeting

1. Call to order of Board of Directors Meeting

Meeting called to order by Tom Pierce at 12:01 pm.

2. Consent Agenda

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a. September 5, 2018 CoC Board Meeting Minutes (pg. 2-3)

Motion to accept meeting minutes as written made by Jim McShane. Seconded by Kevin Priest. None

opposed. Motion passed unanimously.

3. Business items

a. Election of Officers

Request made by Jim McShane that Tom Pierce remain Board Chair. Amanda Wander

stated that she could continue to serve as Vice Chair. Chuck White requested to

nominate Bryan Desloge as Board Treasurer.

Motion to accept the nominations 1. Tom Pierce- Chair 2. Amanda Wander- Vice Chair 3. Bryan

Desloge- Treasurer made by Chuck White. Seconded by Liz Rivero. None opposed. Motion passed

unanimously.

b. Approval of 2018-2019 Big Bend CoC Budget (pg. 4)

Motion to approve 2018-2019 Big Bend CoC Budget made by Bryan Desloge. Seconded by Liz Rivero.

None opposed. Motion passed unanimously.

c. Approval of 2019 Point in Time Date and Methodology (pg. 5-6)

Motion to approve 2019 Point in Time Date and Methodology by Jim McShane. Seconded by Meg

Baldwin. None opposed. Motion passed unanimously.

4. Finance Report

The Finance Report was provided to the Board in the Agenda Packet. No additional comments

were made in reference to this report.

5. Executive Director’s Report- Mia Parker (handout)

a. Big Bend CoC Website Informational (pg. 7)

Mia Parker provided the board with the Executive Director’s Report that covered CoC

activities from October 2018. The board also received a layout of the CoC’s new website with

navigational details.

6. Committee Reports- None of the committees have met since the September 24, 2018. Reports

will be provided at the December board meeting.

a. HMIS Committee- Jerry Parrish, Chair

b. Needs Assessment and Planning Committee- Amanda Wander, Chair

c. Coordinated Entry Committee-Sylvia Smith, Chair

d. Ad Hoc Affordable Housing Committee- Kim Ladner, Chair

7. Public Comments/Announcements

Chuck White stated that the Kearney Center had seen a dramatic increase in clients from out

of the service area. He also stated that the CoC should become more involved in the County’s

Affordable Housing Committee. He believes it would be both informative and effective when

addressing affordable units (vacancies, reduced rates, and low barrier options).

Kevin Priest stated that CCYS had lost its funding for Transitional Living as of 10/1/18.

8. Adjournment of Board of Directors Meeting

Meeting adjourned 12:39 pm.

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4

5

Summary of Sept. 27 Executive Committee

Members Present: Tom Pierce, Liz Rivero, Jacob Rieter, Dan Moore, Mia Parker

Finance Report

a. Review of Memo on budget Exceptions.

Took up the motion tabled from August 31 Executive Committee meeting to approve Budget

Amendment #1. The committee discussed the memo of 9/12 and the details on the dollars

expended on the equipment/software line [documents sent on 9/24]. Sources used to cover the

2 in 1 tablets were [1] lapsed salary for HMIS System Administrator, and [2] unexpended ESG

funds from BBHC as of 6/30/18 of $10,000.

Motion failed on a 1-3 vote.

New Motion: The memos provided by the Executive Director document the expenditures

incurred that exceeded the approved budget line items, along with the reasons why they were

incurred without prior approval, and to correct this in the future the Board shall adopt policies

in a timely manner to govern budget amendments for action prior to the incurring of costs that

exceed the adopted budget. [Dan moved and Jacob seconded] The motion passed 4-0.

Follow up: Staff shall develop and provide the proposed policies to the Executive Committee in

advance of the October 19 meeting, for review and possible adoption.

b. September 2018 Financial Report. This report was not provided at the meeting. Staff shall send

this to the Executive Committee as soon as it is developed.

FY2018/19 Budget

The draft proposed budget was reviewed, along with the backup information.

Discussion/Direction.

1. Provide the detailed spreadsheet to show how the various grant revenues are designated to

cover each of the expenditure line items. For example: show which grant is paying for

all/portion of the staff position costs.

2. Correct the draft to reflect FY18/19 Admin revenue, not FY17/18.

3. Revise the revenue sources to list [a] HMIS license fees paid to BBCOC, [b] DCF Subs/Challenge,

ESG, TANF, and [c] CoC donations.

4. Expense items:

a. ARPC Admin. Note that this line item now includes office supplies

b. Dues were pre-paid for FY18/19 from state dollars received in June 2018.

c. No equipment/software costs are expected in 18/19.

d. Revise the License line item to reflect the total cost of the HMIS licenses, paid for by the

HMIS license revenue plus additional costs paid from the operating budget.

e. Create a new line item for Contract Services to cover the cost of the

mentoring/coach/strategic planning consultant services working with the Executive

Director. Cost TBD by Meg/Mia

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Motion: In lieu of action on the draft 18/19 budget, the approved spending levels for the FY17/18

budget, as adjusted for a monthly basis, shall govern the October 2018 spending or until the Board

adopts the FY2018/19 budget. [Jacob moved, and Dan seconded] Passed 4-0

Follow up: Staff to provide revised budget budget and backup documents to Executive Committee for

review and discussion at the October 19 meeting.

Chair for Application and Performance Review Committee.

Staff to confirm with Kristin Reshard that she is willing to chair, and that she is member in good standing

of the CoC. Executive Committee to take up on October 19.

Executive Director’s Employment Contract.

The committee discussed amending the current contract to revise the Duties and Performance

Expectation section, to reflect the details provided in the 17/18 personnel evaluation. The discussion

then addressed the compensation level reflected in the proposed budget at $89,440. It was explained

that this budget level covers the salary at $75,000, plus the $800 per month for family health insurance

[$9,600], as well as an additional $400 per month for a family health insurance cost increase which

started in January 2018 and compensated in additional to the $800 provided in the employment

contract. This addition was paid monthly beginning in January 2018.

Action Requested: Mia to provide documentation on the insurance cost increase, and evidence of

approval of this additional compensation by the Board/Executive Committee.

Motion: The current employment agreement shall be extended to October 31, 2018, while an

amendment is drafted to address the Duties and Performance Expectation and Compensation sections

for discussion at the October 19 Executive Committee meeting. [Dan moved and Jacob seconded].

Passed 4-0.

Board and Membership Meeting, October 24.

The nominating committee shall prepare a slate of officers for FY18/19, and nominations for vacant

Board positions for the Membership Meeting on October 24.

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Executive Committee Meeting

October 19, 2018 Members Present: Tom Pierce, Jim McShane, Dan Moore, Liz Rivero (phone), Mia Parker Also Present: Dot Inman- Johnson (Contract Consultant) General: Make sure that all committee chairs are invited to ALL Exec Committee meetings to provide reports on their committee actions.

1. Policies on Budget amendments.

• Dan and Meg to provide their agency’s policies on budget amendment/spending authorization on both total budget and line item spending

• No action taken on the draft policies provided by Mia at the meeting

• Mia to provide proposed Budget Format for Exec review and adoption as an attachment to the policies.

2. Monthly Financial Reports

• No reports received for Sept or Oct

• Mia to send out the Sept report to the Exec members for the FY 17/18-year end 3. FY18/19 Budget

• Received new draft budget at meeting

• Need to correct the Total Revenue figure error to $751,192.55

• Correct errors in salary and fringe lines from the detailed data in the Sept draft

• Mia to verify payment to subgrantee line item

• Action: Add a new line item for Contract Services/OPS with a budget est. of $20,000 for mentoring consultant

• Action: Reduce Salary line item by $20,000. Eliminate Adm Assist at $15,600 and reduce HMIS Lead by $4400 for lapse salary [Oct and Nov]

• Action: Prepare the corrected FY18/19 Budget for Exec review, and for action by Board on Oct 24.

4. Chair for Application and Performance Review Committee

• Mia to provide resume and conflict of interest form for Ms Reshard to Exec ASAP

• Exec members to review and vote whether to recommend Ms Reshard for Board action to appoint as chair

5. October 24 Membership and Board meeting agenda items. Membership Meeting

• Election of Officers and new Board members to fill vacancies.

• Invoicing for Dues for FY18/19. Staff to update

• Staff to provide CoC website address, and where members can find Board packets, minutes, and financial reports

• Subgrantees and Mia to provide brief reports on what was accomplished in last year, and what expectations are for this new year.

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CoC Board Meeting

• Approve minutes of last Board meeting

• Approve minutes of committee meetings

• Review finance reports for months since last meeting of the Board, including year-end report [Sept]

• Approve proposed budget for FY 18/19

• Approve appointment of a chair for the Application and Performance Review Committee

• Committee reports. 6. Executive Director’s Employment Agreement

• Action: Approved amendment to Duties and Performance Expectations for FY18/19

• Requested further evidence of approval to increase Director’s salary to cover increase in family health insurance cost for 2018, starting in January 2018. No minutes of Exec or Board found to approve increase or any amendment to the employment agreement.

• No action taken to amend the compensation section of the agreement.

9

Executive Committee Meeting

November 9, 2018

Members Present: Tom Pierce, Jim McShane, Liz Rivero, Dan Moore, Amanda Wander, Meg Baldwin, and Mia Parker Summary of Meeting The Executive Committee meet via conference call to consider the request made by the Executive Director to increase the line-item budget for rent to accommodate moving offices downstairs. This move will allow all staff to be housed in the same office suite. Impact of the move will include (1) an additional $2,720 in rent for the year, and (2) additional costs associated with moving internet lines and accessibility of a phone. Additional costs relate to: (1) moving lines to the downstairs office to remain on the ARPC server, (2) connection of phone lines, or (3) installing internet lines if the option of remaining on the server isn’t feasible.

1. Board voted to allow the move contingent upon the budget been updated to reflect the increase rental amounts and the budget for proposed changes for internet connection being included.

a. Budget changes will be presented. b. Executive Director reported no charges for phone line connection. Costs associated will

be for monthly services.

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Big Bend CoC Conference Room 

2507 Callaway Rd. #200 

Tallahassee, FL 32301 

 

Executive Committee Meeting 

November 29, 2018 

 

Meeting called to order by Tom Pierce. 

Members present: Mia Parker, Tom Pierce, Jim McShane, Dot Inman‐Johnson, Dan Moore, and Liz 

Rivero.  

Quorum not reached. 

 

1. Proposed contract for consulting services, and associated budget amendment [Meg provided final contract] 

Jim made a motion to accept and Dan seconded‐ will be put up for electronic vote by email 

2. Finance Report for October Phones, rent, and consulting charges are the proposed changes to the budget. Dan requested 

that when budget amendments are proposed that the current budget be presented with the 

proposed amendment for a side by side review. 

Dan made motion to accept and Jim seconded‐ will be put up for electronic vote by email 

3. AHAR / LSA report to HUD for review and submission Now known as Longitudinal Statistical Analysis. CoC staff will present Performance Measure 

data at the next meeting to determine how we are performing nationally 

4. Appoint chair for the Application and Performance Review Committee:  Kristen Reshard 

Liz made motion to accept and Jim seconded – will be put up for electronic vote by email  

5. Committee Reports: Needs Assessment, Coordinated Entry, and HMIS Committee Chairs have been invited to the Executive Committee Meetings 

6. Discuss proposed creation of an Outreach Committee:  Taylor Biro [CCYS] email proposal from Sept 29 Discussion transpired on whether or not to add this committee as an official committee of the 

CoC which would make them subject to mandatory reporting. Tabled.  

7. 2018 HMIS NOFA Gathering more data for proposal in order to present for a vote. 

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8. It was discussed that the Executive Meeting shows as “closed” on the website. Staff will correct this as soon as possible to show this as an open meeting. 

 

 

 

Meeting Adjourned 

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BIG BEND CONTINUUM OF CARE FY 18/19 Budget Funded ItemsREVENUES: EXPLANATION: Date

HUD 192,334.00$ Grant EndsHMIS 130,292.00$ HMIS Staff/software Grant 5/1/18-4/30/19 4/30/19

HUD Planning 62,042.00$ Staff New HUD Planning Grant 9/1/18 - 8/31/19 8/31/19

FL DCF - Staffing / Admin 450,858.37$

Staffing Grant 18/19 107,143.00$ Staff and admin Staffing Grant 7/1/18 - 6/30/19

Challenge Grant 18/19 Admin 10,508.00$ Admin Challenge Grant Admin 9/1/18 - 6/30/19 Challenge Grant reduced this FY

Challenge Grant Sub-Providers 132,877.82$ Payments made to the sub-providers of services

ESG Grant 18/19 Admin 3,600.00$ Admin ESG Grant Admin 7/1/18 - 6/30/19 Admin costs to Sub-Providers $4,575 (Total $8,175)

ESG Grant Sub-Providers 166,729.55$ Payments made to the sub-providers of services

TANF Grant 18/19 Admin 900.00$ Admin TANF Grant Admin 7/1/18 - 6/30/19

TANF Grant Sub-Provider 29,100.00$ Payments made to the sub-providers of services

City of Tallahassee CDBG 82,500.00$

Lead Agency / HMIS Support 82,500.00$ CoC Staff/HMIS CDBG LA/HMIS Support Grant - 10/1/18 - 9/30/19

CoC Local Dues 25,500.00$

CoC Membership Dues 2,000.00$ Membership Dues 10/1/17 - 9/30/18

HMIS License Fees 23,500.00$ HMIS softwareTOTAL REVENUES 751,192.37$

OPERATING EXPENSES:Salaries 235,100.00$ DCF/CDBG/HMIS Gross Salaries for current 4 employees + 1 new Housing Navigator see attached

Fringe Benefits 69,451.00$ DCF/CDBG/HMIS Total Fringe Benefits: health, dental/life, FRS, & FICA Match see attached

ARPC Admin Costs 30,000.00$ % of DCF/Planning/HMISAdmin Costs $30,000 for 18/19 fixed fee

Audit 5,000.00$ % from all grants Annual Audit Fees for 18/19 CoC Audit fixed fee

CoC Board Expenses 1,000.00$ Discretional Expenditures of CoC Membership Dues

Dues -$ FHC $2,500 and Chamber of Commerce $500 Dues for FY 2018-19 paid out of admin costs in FY 2017-18

Equipment / Software -$ Software and Equipment purchases

Licenses 26,000.00$ HMIS Mediware HMIS Program User Licenses & Misc. Software Licenses HMIS license over cost

Insurance 5,100.00$ % of DCF/Planning Board E&O Policy - renewal 10/2018 (prev cost $4600) 1780 Board Liability 3320 Workers comp

Office Supplies 234.00$ Admin Misc. Office Supplies & Paper

Rent 20,000.00$ % of all grants Office Rent 615*12=7380 825*12=9990

Telephone & Internet 3,000.00$ % of all grants Staff Cell phones / Off-site Internet Access 250 *12 cell phones

Travel 2,600.00$ Travel costs for staff conferences and training

Contingency -$ Balance of Revenues over Expenses

Contracted Services 25,000.00$ % of Staffing/Planning Support for Strategic Planning and mentorship

Payments to Sub-Provides 328,707.37$ DCF Grants Direct Services -- Challenge, ESG, and TANF Grants

TOTAL EXPENSES: 751,192.37$

*A portion of highlighted Revenues unspent can be pushed to FY 18/19

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2018 HUD HMIS NOFA

Funding Applications

May mean modifying software to better support communities to meet HUD HMIS

regulatory requirements. Or it may mean a concerted effort to increase the HMIS

knowledge base among the HMIS system administration staff and CoC leadership.

Eligible Activities

The following activities are eligible under this NOFA:

• Consolidate HMIS software or databases with another CoC’s HMIS

• Upgrade, customize, or configure the functionality of an existing HMIS

• Improve HMIS data quality

• Increase staff skills through trainings related to HMIS governance, data quality

improvements, and data analysis to support strategic decision making

Proposed Activities Under the NOFA Application

Upgrading, customizing, or configuring the functionality of a CoC’s existing HMIS

• Involves data customization for the CESC (implementation of the scan system,

system inflow/outflow)

• Involves system upgrades for HOPE Community (system inflow/outflow)

• Involves system upgrades for CESC – Westgate (system inflow/outflow)

Improving HMIS data quality (helps to improve SYS PERF Measure # 1)

• Clean-up data related to CESC inflow/outflow (entry/exits)

• Clean-up data related to HOPE inflow/outflow (entry/exits)

• Data clean-up for CESC – Westgate (entry/exits)

Increasing staff skills through trainings related to HMIS

• Increase skills and data analysis capabilities through HUD-sponsored training

(HMIS Lead Staff)

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Date Item # Payee or Vendor Memo Deposits Checks Balance TOTAL Salaries Fringe DCF Subs Equip/IT HMIS Lic. Insurance Telephone TravelBalance as of 9/30/18 23.02

23.02 10/3/18 Deposit FL DCF DCF Staffing - Aug 18 8,928.57 8,951.59 -

" Direct Dep. PR 9/27/18-10/10/18 CoC Salaries - Net 4,563.14 4,388.45 4,563.14 4,563.14 " online US Treasury CoC PR Taxes 10/12 PR 1,360.32 3,028.13 1,360.32 867.66 492.66 " online Guardian EE Dental/Life Ins. 172.65 2,855.48 172.65 172.65 " 1064 FL Municipal Insurance Workers Comp/Liability 878.75 1,976.73 878.75 878.75 " 1065 Verizon Wireless EE Cell phones 212.57 1,764.16 212.57 212.57 " 1066 Capital Health Plan EE Health Insurance 3,061.84 (1,297.68) 3,061.84 1,632.00 1,429.84

10/22/18 Deposit FL DCF ESG Aug 2018 13,387.91 12,090.23 - " Deposit FL DCF TANF Aug 2018 1,181.06 13,271.29 - " 1067 BBHC ESG/TANF Aug 2018 7,661.44 5,609.85 7,661.44 7,661.44 " 1068 CCYS ESG Aug 2018 5,862.71 (252.86) 5,862.71 5,862.71 " 1069 2-1-1 Big Bend ESG Aug 2018 510.95 (763.81) 510.95 510.95 " Deposit HUD HMIS - Sept 2018 1,550.16 786.35 -

10/25/18 online Regions Bankcard IT/HMIS License/Travel 973.15 (186.80) 973.15 70.00 19.95 883.20 " Deposit Community Solutions Travel Scholarship 1,000.00 813.20

10/26/18 Direct Dep. PR 10/11/18-10/24/18 CoC Salaries - Net 4,563.14 (3,749.94) 4,563.14 4,563.14 " online US Treasury CoC PR Taxes 8/17 PR 1,360.32 (5,110.26) 1,360.32 867.66 492.66

10/31/18 online FL Div. of Retirement CoC Oct 18 EE/ER FRS 1,450.29 (6,560.55) 1,450.29 386.40 1,063.89

26,047.70 32,631.27 32,631.27 12,880.00 3,651.70 14,035.10 70.00 19.95 878.75 212.57 883.20 32,631.27

Salaries Fringe DCF Subs Equip/IT HMIS Lic. Insurance Telephone Travel

(6,560.55)

Absolute Ck Held 11,543.47 EOM Balance 4,982.92

Big Bend Continuum of CareOctober 2018 Regions Bank #0860

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System Performance Measures Overview 2018-2019

ES= emergency shelter; TH= transitional housing; SH= safe haven (no projects in HMIS); PH= permanent housing;

PSH=permanent supportive housing; SO=street outreach; RRH=rapid rehousing; OTH=other permanent housing

HUD has developed the following seven system-level performance measures to help communities gauge their

progress in preventing and ending homelessness:

Metric Description Who is included?

Metric 1: Length of time persons remain homeless - 1a does not include data from elements

3.917 and relies on shelter stays and entry/exits for calculation

- 1b does include HUD elements from 3.917

ES: CESC, CCYS, BBHC-Hope Community TH: Brehon, Vet Village, CCYS TLP, GNO Mercy House PH: Abil 1st Ind, Abil 1st Fam, HomePlate, HomeFront, Balkin, GNO Maryland Oaks, GNO Mission Oaks PH-RRH: BBHC (3 projects), Endeavors, ECHO (3)

Metric 2: The extent to which persons who exit homelessness to permanent housing destinations return to Homelessness

- 2a includes returns prior to 24 months - 2b includes returns after 24+ months

SO: Apalachee, CCYS ES: CESC, CCYS, BBHC-Hope Community TH: Brehon, Vet Village, CCYS TLP, GNO Mercy House PH: Abil 1st Ind, Abil 1st Fam, HomePlate, HomeFront, Balkin, GNO Maryland Oaks, GNO Mission Oaks PH-RRH: BBHC (3 projects), Endeavors, ECHO (3)

Metric 3: Number of homeless persons - Compares previous PIT count to sheltered

count in HMIS within the reporting year

ES: CESC, CCYS, BBHC-Hope Community TH: Brehon, Vet Village, CCYS TLP, GNO Mercy House

Metric 4: Jobs and income growth for homeless persons in CoC Program-funded projects

PSH: Ability 1st: Families, Ability 1st: Individuals, BBHC Homeplate

Metric 5: Number of persons who become homeless for the first time

ES: CESC, CCYS, BBHC-Hope Community TH: Brehon, Vet Village, CCYS TLP, GNO Mercy House PSH&OPH: GNO Maryland Oaks, GNO Mission Oaks, Ability 1st_Ind, Ability 1st_Fam, BBHC Balkin, BBHC Homefront, BBHC Homeplate, VA HUD VASH PH-RRH: BBHC (3 projects), Endeavors, ECHO (3)

Metric 6: Homelessness prevention and housing placement of persons defined by Category 3 of HUD’s homeless definition in CoC Program-funded projects

To date, per HUD’s guidance, this metric is not being utilized in this analysis and reporting process.

Metric 7: Successful housing placement

SO: Apalachee, CCYS ES: CESC, CCYS, BBHC-Hope Community TH: Brehon, Vet Village, CCYS TLP, GNO Mercy House PH: Abil 1st Ind, Abil 1st Fam, HomePlate, HomeFront, Balkin, GNO Maryland Oaks, GNO Mission Oaks PH-RRH: BBHC (3 projects), Endeavors, ECHO (3)

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Update Point in Time 2019 12-11-18

Task Key Person(s) Comments

Completed (Some tasks are ongoing)

Establish Primary PIT Coordinating Committee

Staff Committee has met and will continue to meet until PIT.

Set PIT date Staff Point in Time Night Mon. 1/28/19; Survey days:

Tues. 1/29/19 Follow-up- Wed. 1/30/19 (Approved 10/24/18)

Review HUD Guidance and development of Methodology

Staff Methodology Approved 10/24/18

Development of initial draft of 2019 Survey Tool- 1 question added: Is this episode of homelessness caused by Hurricane Michael? Yes or No

Staff & Planning Committee

To be reviewed by a professional research consultant (Melissa Radey with FSU School of Social Work)- sent to Dr. Radey for review on 12/11/18

Make decision regarding sheltered/unsheltered counts

Planning Committee Conduct both sheltered and unsheltered counts.

Send out PDE Forms HMIS Staff PDE Forms have been sent out and received back

from participating agencies.

Recruit people to donate incentives for survey participants, meals and snack for volunteers.

Staff, Planning Committee, Lead Contact

Solicitations have begun and will continue until PIT. - ONGOING

Press release to request volunteers and sponsors-

Staff WCTV, Tallahassee Democrat, FSU News, FAMU, WTXL- sent out 12/11/18 ONGOING

Begin to recruit volunteers- Staff, Planning

Committee, Lead Began sending out mass emails weekly. Online Registration Form from BBCoC Website ONGOING until Jan. 18, 2019

Press release to request volunteers and sponsors

Staff WCTV, Tallahassee Democrat, FSU News, FAMU, WTXL- Ongoing until Jan.

December 2018 Final Survey Tool approval CoC Board To be approved by CoC Board 12/18

Final tool and assessment set up in HMIS

HMIS Staff Ensure that HMIS projects and providers are set up correctly to populate final reports

Identify unsheltered locations in all counties

Planning Committee and Outreach Teams

Outreach teams include CCYS, AVH and Family Endeavors, Apalachee, and Ability 1st.- ONGOING

Identify unsheltered locations, food pantries, places of service, in all counties

Lead Contact and Outreach Teams

Outreach Teams will assist in mapping- BCO- ONGOING

Secure Headquarters and Volunteer Training location for each county volunteer training

Staff and County Lead Complete- 1200 Church- Leon County Complete- Wakulla Co. Public Library- Wakulla Co. Other Counties- TBA

Engage providers to update Data in HMIS or allowing surveyors to visit their facility

HMIS Staff Data cleanup has begun and will continue until PIT night and Survey Day.

Recruit diverse group of trainers Staff, Planning Committee

Inclusion of staff from SSVF, VA, CCYS, BBHC, BBCBC, Apalachee Center, & Refuge House.

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Engage each County’s Schools Homeless Liaison

Staff & Planning Committee

Recommendation: capture data on doubled up families and literally homeless families through school systems.

Recruit a lead contact person for coordination of each county’s PIT

Planning Committee and Staff

Leads should be someone familiar with the county- Working to identify leads in outer counties. Volunteers needed!

Engage EMS, government, law enforcement.

Staff & Planning Committee

Establish a list of contacts for each county.

January 2019 Finalize volunteer training and

materials Staff, Volunteers Refresh all training materials

Create packets for volunteer trainings

Staff, Volunteers Must be completed prior to trainings

Set Staff Schedule for week of count

Staff Includes all shifts

Set Volunteer Schedules and Team assignments

Staff To be completed as soon as possible

Gather HIC Information Staff Gather information for HIC from agencies on night of PIT

After the Count (PIT Aftermath) February-May 2019 CoC Board Review PIT & HIC

Data to be submitted to HUD via HDX

Staff and CoC Board To be approved by CoC Board

Community Report based on HUD numbers

Staff Infographic should be released to the community.

Final Report to HUD (and State) Staff

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Executive Director’s Report October 2018

SUMMARY OF ACTIVITIES

Grant Related Activities

1. Submitted invoices for DCF funded programs

2. Completed budget and expenditures for new FY grants – ESG, Challenge, and TANF

3. Completed expenditure reports for the Challenge Grant

4. Completed budgets for grant expenditures

CoC Administration

1. Participation on monthly calls with Community Solutions – Built for Zero team- on ending

homelessness.

2. Participation in monthly Regional SE Regional Collaborative Group Call.

3. Review issues related to reporting.

4. Aided CoC Providers with questions related to carrying out grant functions or eligibility

questions.

5. Review of Coordinated Entry data

6. Participation in CoC Board Meeting

7. Updated housing set-asides providers with referral lists (Casanas Village and Brookestone)

8. Finalized position hiring for Housing Navigator

9. Re-posted HMIS position

10. Attended Executive Committee Meeting

11. Review of CE Policies (tentative dates to complete TA assessments)

Upcoming Meetings

1. Coordinated Entry Systems and Assessments trainings

2. Supportive Housing Conference -AL (Collaborative Solutions, HUD TA Provider)

3. HUD Rural CoC Meeting

CoC Participation

1. Hosted PSH monthly meetings

2. Participated in monthly TEAM VET Meetings

3. Attended City of Tallahassee Youth Summer Intern awards

5. Monthly conference calls with the Council on Homelessness - on Affordable Housing and

Discharge Planning

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November 2018

SUMMARY OF ACTIVITIES

Grant Related Activities

6. Submitted invoices for DCF funded programs

7. Completed budget and expenditures for new FY grants – ESG, Challenge, and TANF

8. Completed expenditure reports for the Challenge Grant

9. Completed budgets for grant expenditures

CoC Administration

12. Requested board action to move offices downstairs and increase budget for rent to

accommodate the additional space.

13. Requested approval to submit a HMIS Project under the HMIS NOFA – due Jan 31, 2019.

14. Completed budget updates for CoC expenditures to October 2018.

15. Participation on monthly calls with Community Solutions – Built for Zero team- on ending

homelessness.

16. Attended and participated in the HUD Rural CoC Conference (SE Region)

17. Review issues related to reporting.

18. Provided dates for upcoming monitoring to DCF Contract Manager

19. Completed MOU for housing set-asides with Wendover Apt. (55 and older housing)

20. Requested PSH Providers submitted potential clients for the Move Ahead Housing Voucher

Program. MOU with Tallahassee Housing Authority to utilize 35 vouchers to PSH graduates.

21. Re-posted HMIS position

22. Attended Executive Committee Meeting

Attended Meetings

4. Supportive Housing Conference -AL (Collaborative Solutions, HUD TA Provider)

5. HUD Rural CoC Meeting

CoC Participation

4. PSH case conference meeting

5. Participated in monthly TEAM VET Meetings

6. Held new user and refresher trainings for HMIS

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