full board and membership meeting care point health and...

Full Board and Membership Meeting Care Point Health and Wellness

2200 S. Monroe Street Tallahassee, FL 32301

Call in Conference Number: 1-888-585-9008

Conference Room #: 812-414-352

April 25, 2019 11:00 a.m.

Agenda (Revised)

Membership Meeting

1. Call to order of Membership Meeting

2. Report from the Chair- Tom Pierce

3. Business

a. Nominations Committee- Jim McShane, Chair

2019 Board Roster (pg. 2-3)

4. Adjournment of Membership Meeting

Board of Directors Meeting

1. Call to order of Board of Directors Meeting

2. Consent Agenda

a. February 28, 2019 CoC Board Meeting Minutes (pg. 4-7)

b. March 28, 2019 Executive Committee Meeting Minutes (pg. 8)

3. Business items

a. Approval of 2019 PIT and HIC Submissions (pg. 9-23)

4. Consultant Report- Dot Inman-Johnson (pg. 24)

5. Finance Report (pg. 25)

6. Executive Director’s Report- Mia Parker (pg. 26-29)

a. Update on HMIS Consolidation

b. 2019 Unified Grant Application Summary (pg. 30-32)

7. Committee Reports

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 Committee, Kristin Reshard, Chair

f. Outreach Committee, Taylor Biro, Chair

8. Public Comments/Announcements

9. Adjournment of Board Meeting

Name Seat Type Date Elected or Appointed

CoC Board Seat Employment Other Term Ends

1. Appointed 4/25/18 Tallahassee City Commission City Commissioner Michael Parker- Alternate Rep. 2020

2. Bryan Desloge Appointed 4/25/18 Leon County Commission County Commissioner Shingdon Lamy- Alternate Rep. 2020

3. Noah Lockley Appointed 4/25/19 Franklin County Commission County Commissioner

4. Eric F. Hinson Appointed 4/25/19 Gadsden County Commission County Commissioner 2020

5. Stephen Walker Appointed 4/25/19 Jefferson County Commission County Commissioner Parrish Barwick- Alternate Rep 2020

6. Doyle Brown Appointed 4/25/19 Liberty County Commission County Commissioner

7. VACANT Appointed Madison County Commission County Commissioner

8. VACANT Appointed Taylor County Commission County Commissioner

9. Chuck Hess Appointed 4/25/19 Wakulla County Commission County Commissioner

10. Mia Parker Appointed 4/25/18 CoC Lead Agency (non-voting member) Executive Director/Big Bend Continuum of Care 2020

11. Tom Pierce Elected 4/25/18 Policy or Planning Specialist Volunteer Consultant in CoC & Homelessness Policy

Board Chair (Exec) 2020

12. Amanda Wander Elected 4/25/18 DCF SAMH Managing Entity Network Coordinator - Circuit 2 plus Madison and Taylor Counties

Board Co-Chair/ Needs Assessment and Planning Committee- Chair (Exec)

2020

13. Jim McShane Elected 4/25/18 Employment Services CEO/CareerSource Capital Region Past Chair/ Nominating Committee Chair (Exec)

2019

14. Meg Baldwin Elected 4/25/18 State Certified Domestic Violence Provider Executive Director/Refuge House Ad Hoc Charter Revision Committee- Chair (Exec)

2020

15. Jacob Reiter Elected 4/25/18 Emergency Shelter Provider Executive Director/The Shelter Executive Committee 2020

16. Dan Moore Elected 4/25/18 Permanent Supportive Housing Provider Executive Director/ Ability 1st Center for Independent Living

Executive Committee 2020

17. Liz Rivero Elected 4/25/18 Veterans Administration Program Supervisor/VA - HUD VASH/ Executive Committee 2020

18. Brenda Williams Elected 4/25/18 Tallahassee Housing Authority Executive Director /Tallahassee Housing Authority 2019

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Name Seat Type Date Elected or Appointed

CoC Board Seat Employment Other Term Ends

19. Katrina Rolle Elected 4/25/18 United Way of the Big Bend Executive Director/United Way of the Big Bend 2019

20. Jay Reeve Elected 4/25/18 Mental Health Services President, CEO Apalachee Mental Health Center Ashlee Barbel- Alternate Rep. 2019

21. Kevin Priest Elected 4/25/18 Homeless Youth Service Provider Executive Director/ Capital City Youth Services Taylor Biro- Alternate Rep. 2019

22. Jerry Parrish Elected 7/25/18 Chamber of Commerce/Florida Chamber Foundation Chief Economist and Director of Research HMIS Committee- Chair 2020

23. Melissa Radey Elected 7/25/18 Higher Education Professor, FSU School of Social Work 2020

24. Michael Hightower

Elected 4/25/18 Public School System Leon County Schools, FIT Project Coordinator 2019

25. Sylvia Smith Elected 4/25/18 Homelessness Prevention Provider Executive Director/Big Bend Homeless Coalition Coordinated Entry Committee- Chair 2019

26. Chuck White Elected 4/25/18 Private Business Sector Affordable Housing Consultant/Beatitude Foundation Contractor, CESC, Inc.

2019

27. Jason Duncan Elected 7/25/18 Homeless/Formerly Homeless Individual 2020

28. Kristin Reshard Elected 12/19/18 At-Large Capital Area Community Action Agency- Quality Assurance Manager

Project Performance and Review Committee- Chair

2020

29. VACANT Elected Healthcare Industry

30. VACANT Elected Law Enforcement Recommended- Appointee from Sheriff McNeil or Tallahassee Police Dept

31. VACANT Elected Homeless/Formerly Homeless Youth Recommended- Youth Board Representative

3

Full Board Meeting Care Point Health and Wellness

2200 S. Monroe Street Tallahassee, FL 32301

Call in Conference Number: 1-888-585-9008

Conference Room #: 812-414-352

February 28, 2019 11:00 a.m. (Revised)

Members present: Tom Pierce, Michael Parker, Jim McShane, Jacob Reiter, Dan Moore, Shington Lamy, Ashlee Barbel, Chuck White, Amanda Wander, Liz Rivero, Kevin Priest, Jerry Parrish, Katrina Rolle and Mia Parker. Phone: Meg Baldwin and Melissa Radey Board of Directors Meeting

Meeting called to order by Chair, Tom Peirce, at 11:03 am.

2. Consent Agenda

a. December 19, 2018 Board Meeting Minutes (pg. 2-4)

b. February 14, 2019 Executive Committee Meeting Minutes (pg. 5-6)

Motion to approve meeting minutes as recorded by Jim McShane and seconded by Katrina Rolle. None opposed. Motion passed unanimously.

3. Executive Director’s Report (pg. 7-10)

Mia Parker, Executive Director, has provided her ED report in the meeting packet and briefly updated

the Board on CoC and staff activities since December 2018. Mia mentioned that there were a few

issues that arose that aren’t included in the ED report. She stated that there needed to be an

amendment to the Coordinated Entry Policies to address Rapid Rehousing. Also, that the CoC staff had

notified CESC that there is an issue with workflow for CESC entry/exit which is impacting the overall

Length of Time Homeless System Performance Measure. Mia stated that both of these issues will be

addressed, and the board will be updated. Mia stated that the HMIS NOFA under the One Roof

application was not approved. She has requested the debrief and correspondence regarding the

denial from One Roof. Mia stated that as a contingency plan for the HMIS NOFA, she ahs requested

TA from HUD for the CoC. Mia informed the Board that she was able to connect with 3 of the outer

counties in efforts to bring them on board. Mia added that the Renewal Process for the Performance

Evaluation for the 2019 HUD NOFA has become an issue. PSH providers, to be evaluated, has issues

with the scoring tools. Mia stated that she is interested in conversations and resolutions but that the

time frame is very narrow. Tom Pierce added that the intent is to conduct the review prior to NOFA to

have time for a reallocation period. Amanda Wander proposed to use the HUD tool. Johnna Coleman,

CoC staff, stated that the targets in question came from the HUD tool. Kevin Priest asked if the

programs have received HUD audits. Dan Moore stated that all programs had been audited in the last

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2 years. Tom stated that because this issue is not on the agenda, the issue be handled in a meeting

with Providers and the Performance Review Committee.

4. Consultant Update- Dot Inman Johnson (pg. 11-23)

a. Development of a Board Training for all board members (March 2019)

Date/Location TBA

Dot stated that there was very little participation from the board in completing the self-assessment.

This made it difficult to develop a clear agenda for her first Board training which will now need to be

pushed back because of delay. She would like to schedule the training for March 15, 2019 at Disc

Village because this is the time when the most members could participate. The meeting will include

board work on the CoC mission, Charter, recommendations for policies, functions of the organization,

contract compliance, etc. She has requested that her contract be amended to reflect that the first

Board training be held later in March and that the second training be pushed back to May. Tom asked

for a show of hands of people who could make the 3/15/19 Training. There were 8 to include, Jacob,

Dan, Tom, Liz, Shington, Chuck, Amanda, Michael, and Meg and 2 who were unsure, Kevin and Jim.

Delmus Barber asked why there was such little participation from board members? Kevin Priest

stated that he did complete the self-assessment but that he had to make time for it as well as to meet

with Dot over the holidays. Dot responded that her contract did not begin until 12/19/18 do therefore

she could not begin working before then. Dot also added that there are 10 vacancies on the roster.

She and Mia are working to fill those vacancies with new members. Katrina Rolle recommended that

there be a second training date or recording added if there is not a good turnout for the scheduled

training.

5. Business items

a. Approve actions taken by Executive Committee:

i. Financial reports reviewed by committee-same as Financial Report

ii. HUD NOFA Project Registration can be submitted by the BBCoC ED before the

March 15th deadline

Tom Pierce stated that the reports in the packet are the same ones reviewed and approved by the

Executive Committee on 2/14/19. He also stated that the approval of the HUD NOFA Registration

needed to be approved ASAP in order to get the submission in on time. The DCF Unified Grant and

Local Application materials were approved as the information needed to be distributed to the

community.

Motion to approve Executive Committee actions by Katrina Rolle and seconded by Shington Lamy. None opposed. Motion passed unanimously.

6. Financial Report (as of January 31, 2019) (pg. 43-44)

Mia Parker states that everyone can find the financial report in their packets. She states that CDBG

documentation has been submitted to BBHC for payment. ELOCC has opened and Janice can now

begin to access funds as of 2 weeks ago. Michael Parker asked if there are any other expenses that are

not reoccurring. Mia responded that the consultant fee would not be reoccurring and that the

membership dues will change each year.

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7. Committee Reports

a. HMIS Committee (pg. 45-48)

Rocky announced that she will be leaving the CoC on April 10, 2019 and will be going to HSN in

Orlando to work. Rocky noted that HMIS invoices were sent out 2/20/19. Rocky stated that

there could be an issue with the cost of HMIS licensures as the CoC has lost several licenses

due to the closing of Endeavors SSVF program. Mediware, the HMIS vendor is not wanting to

continue to give the CoC the discount on licenses because of the significant drop in purchased

licenses. After some conversation about the cost of HMIS licenses, Tom asked that HMIS staff

and Chair work on coming up with actual cost of licensures with and without the discount to

present to the board. PIT and HIC submissions are due by 4/30 and Sys Perf are due on

5/30/19. Rocky stated that preliminary PIT data does not include Refuge House or Good

Samaritan Network projects. There is an increase in unsheltered women and DV situations

reported from PIT. HMIS staff will follow up with Meg Baldwin to analyze the data. A

question was added to the PIT assessment to gather data about those who may be

experiencing homelessness in the Big Bend due to Hurricane Michael. Jerry Parrish,

Committee Chair, reminded the board members that there is an overview of the System

Performance Measures on the CoC website. Rocky stated that the measures are run through

December 2018 and include metrics and recommendations on improvements. Providers are

working to clean data for the LSA report due on 4/10/2019. Meg Baldwin stated that she will

get Refuge House PIT data to Rocky ASAP.

b. Needs Assessment and Planning Committee (pg. 49)

Amanda Wander stated that the NAP has been meeting regularly every other month. In the

last meeting the committee decided that a formal needs assessment needed to be conducted.

The committee was working to set up work groups to work on the needs assessment in

between meeting dates. The next meeting will be 3/25/19 to discuss methodology, tool,

processes, and data. She asked that as many partners as possible needed to be at this meeting

to ensure that all areas are covered. Jim McShane asked if we work with the city and county

to gather information. Amanda stated that we do reach out and that some agencies have

expressed some needs; aging populations and community outreach. Amanda stated that the

HAP needed to be updated. There are several things that need to happen and not much time

to do it.

c. Coordinated Entry Committee (pg. 50)

Johnna Coleman stated the committee met in January and worked through a revision of the

Coordinated Entry Policies and Procedures. The committee will meet again on March 13, 2019

to finalize the draft. The revised policies will be provided to the Executive Committee for

approval before being brought to the board.

d. Ad Hoc Affordable Housing Committee

6

announced that the City was working on an event and offered to partner with the committee

on the landlord event. Chuck White commented that some property owners face obstacles

and need to be given more flexible options such as program agreements as well as possible

funding from state legislatures to offer more housing stock. Liz Rivero stated that clients need

protections and that we need to work with landlords to clients out before the court costs

come in to the situations. Liz also stated that we need volunteers/peers/case managers

dollars and to advocate for tenants. She also offered the idea of master leasing to assist with

hard to house clients. Dot Inman Johnson stated that there is also a shortage of emergency

housing especially when accompanied with disaster related issues. She stated that there

needed to be some collaboration and funds set aside to prepare for situations such as this.

Shington Lamy and Michael Parker discussed that those issues are being taken into

consideration. Michael also discussed that CDBG allocations can be used to adjust for the

impact but is not easy to figure out what and how to use the dollars. There needs to be data

to show how many people have been displaced and relocated to the area before additional

conversations can be had. Rocky stated that we had recently added an additional question to

HMIS asking about homelessness due to a natural disaster.

e. Application and Performance Review Committee

No report.

f. Outreach Committee (pg. 51)

Taylor Biro stated that currently outreach efforts were focused on the Mahan Camp which is

increasing. During the last committee meeting, the committee went over the unsheltered PIT

list in effort to go back out and deliver items that clients were missing. Michael Parker stated

that the community should anticipate seeing an increase in need for public safety with the

events that have been unfolding near Pensacola street. Delmas Barber stated that he had

recently met with the Marathon store owner and there will be a larger presence of law

enforcement in the area. Jake stated that there are 2 camps that will likely be closing. Taylor

offered to assist if the camps need to be dismantled.

8. Public Comments/Announcements

Amanda Wander announced that there will be Recovery Oriented System of Care Event on

March 22, 2019 at Wakulla Corrections Facility. The event will focus on community resources

and discharges.

9. Adjournment of Board Meeting

7

Executive Committee Meeting March 28, 2019

The Executive Committee met on March 28th in response to an appeal filed by Ms. Holly Bernardo, CESC, Inc, applicant under the Request for Applications for the FY2019-2022 Unified Grant Application. A subsequent email was received on March 27 from Ms. Monique Ellsworth, CESC, detailing the grounds for appeal and a proposed funding reallocation, with which four of the five appealing applicant agencies concurred. A meeting for the purpose of discussion and review of all appeals was convened on March 28, 2019, with all appealing applicants represented. Parties present included representatives from 211 Big Bend, BBHC, Catholic Charities, CESC, and CCYS as well as Committee members Tom Pierce, Dan Moore, Jim McShane, Meg Baldwin, and BBCoC staff, Mia Parker and Johnna Coleman. Discussion included issues related to scoring consistency and fairness, inter-rater reliability, submission and presentation of supporting documents, allocation methods and options, and community needs. Summation: The Executive Committee appreciated the opportunity to discuss and consider issues raised by each present member. The overarching consideration for the Committee was the best interests of the community in meeting the needs of the people experiencing homelessness and those at-risk of homelessness and the highest and best use of the funding available to meet the needs in a manner consistent with funder goals and objectives. The aggregate funding requests from all applicants far exceeded the available funding from each funding source. Consequently, allocation decisions had to be made among applicants. Funding of all four direct service agencies (CCYS, Catholic Charities, BBHC, CESC), at levels adequate to meet feasible programmatic objectives, was determined to be at highest priority. Funding of 211 under this application was not recommended, in light of the higher priority given to direct service programs and of the fact that that the agency did not score adequately to meet the point threshold for consideration (combining 2016 and 2019 point values). Executive Committee Motion: The Executive Committee determined to fund those projects by (1) reducing the aggregate funding requests to the level of available funding, (2) determining the aggregate percentage reduction in funding this represented, and (3) reducing each requested funding amount by that percentage. Since each project received an equal % reduction, the projects requesting higher funding levels were reduced by a larger dollar amount. These funding allocations assure that diverse populations and services are supported at useful levels for the good of our community.

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Persons in Households with at least one Adult and one ChildSheltered Unsheltered Total

Emergency TransitionalTotal Number of

Households 51 11 3 65

Total Number of persons

(Adults & Children)176 30 9 215

Number of Persons(under age 18) 111 19 6 136

Number of Persons(18 - 24) 14 2 0 16

Number of Persons(over age 24) 51 9 3 63

Population: Sheltered and Unsheltered Count

Gender Sheltered Unsheltered Total

(adults and children) Emergency Transitional

Female 105 20 7 132

Male 71 10 2 83

Transgender 0 0 0 0

Gender Non-Conforming (i.e. not exclusively male or

female)

0 0 0 0

Ethnicity Sheltered Unsheltered Total

(adults and children) Emergency TransitionalNon-Hispanic/Non-

Latino 161 24 9 194

Hispanic/Latino 15 6 0 21

Point-in-Time Count FL-506 Tallahassee/Leon County CoC

4/19/2019 5:56:39 PM 1

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Race Sheltered Unsheltered Total


White 19 11 0 30

Black or African-American 145 19 9 173

Asian 2 0 0 2

American Indian or Alaska Native 2 0 0 2

Native Hawaiian or Other Pacific Islander 0 0 0 0

Multiple Races 8 0 0 8

Chronically Homeless

Sheltered Unsheltered Total

(adults and children) Emergency TransitionalTotal number of

households 2 0 2

Total number of persons 5 0 5


4/19/2019 5:56:39 PM 2

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Persons in Households with only ChildrenSheltered Unsheltered Total

Emergency Transitional Safe HavenTotal Number of

Households 7 0 0 0 7

Total Number of children (under age 18) 7 0 0 0 7



(adults and children) Emergency Transitional Safe Haven

Female 4 0 0 0 4

Male 2 0 0 0 2

Transgender 1 0 0 0 1


female)

0 0 0 0 0


(adults and children) Emergency Transitional Safe HavenNon-Hispanic/Non-

Latino 6 0 0 0 6

Hispanic/Latino 1 0 0 0 1

4/19/2019 5:56:39 PM 3

11



White 2 0 0 0 2

Black or African-American 5 0 0 0 5

Asian 0 0 0 0 0

American Indian or Alaska Native 0 0 0 0 0

Native Hawaiian or Other Pacific Islander 0 0 0 0 0

Multiple Races 0 0 0 0 0



(adults and children) Emergency Transitional Safe HavenTotal number of

persons 0 0 0 0

4/19/2019 5:56:39 PM 4

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Persons in Households without ChildrenSheltered Unsheltered Total


Households 410 252 0 77 739

Total Number of persons (Adults)

410 252 0 82 744

Number of Persons(18 - 24) 23 17 0 11 51

Number of Persons(over age 24) 387 235 0 71 693




Female 113 63 0 18 194

Male 296 188 0 61 545



female)

0 0 0 0 0


(adults and children) Emergency Transitional Safe HavenNon-Hispanic/Non-

Latino 383 245 0 81 709



4/19/2019 5:56:40 PM 5

13



White 149 101 0 53 303


Asian 1 1 0 0 2



Multiple Races 9 3 0 1 13



(adults and children) Emergency Transitional Safe HavenTotal number of

persons 96 0 51 147


4/19/2019 5:56:40 PM 6

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Total Households and PersonsSheltered Unsheltered Total


Households 468 263 0 80 811

Total Number of Persons 593 282 0 91 966

Number of Children(under age 18) 118 19 0 6 143

Number of Persons(18 to 24) 37 19 0 11 67

Number of Persons(over age 24) 438 244 0 74 756

GenderSheltered Unsheltered Total

Emergency Transitional Safe HavenFemale 222 83 0 25 330

Male 369 198 0 63 630



female)

0 0 0 0 0

EthnicitySheltered Unsheltered Total

Emergency Transitional Safe HavenNon-Hispanic/Non-

Latino 550 269 0 90 909


Race

Date of PIT Count: 1/28/2019Population: Sheltered and Unsheltered Count

4/19/2019 5:56:40 PM 7

15


Emergency Transitional Safe Haven

White 170 112 0 53 335


Asian 3 1 0 0 4



Multiple Races 17 3 0 1 21Chronically Homeless


Emergency Transitional Safe HavenTotal number of

persons 101 0 51 152

Point In Time Summary for FL-506 - Tallahassee/Leon County CoC

4/19/2019 5:56:40 PM 8

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Methodology for FL-506 - Tallahassee/Leon County CoC

HMIS Data

1. What data source(s) was used to produce the total number of people included in the sheltered population (staying in an emergency shelter, Safe Haven, or transitional housing) on the night of the count? Please indicate the percentage of the PIT count derived from each of the sources. (If a source was not used, please enter zero).

Observation

Client-level surveys

Provider-level surveys

Other

2. Was the CoC able to collect information about the number of people being sheltered on the night of the count from all emergency shelters, Safe Havens, and transitional housing projects listed on the HIC or only some? listed on your HIC or only some?

- Complete census count

3. What information or method(s) was used to de-duplicate the count of the total number of people included in the sheltered population?

- Comparison of personally identifying information (PII), such as name, date of birth, and Social Security Number

- Comparison of unique client identifiers (not PII)

- Provider-level surveys

4. What data source(s) was used to produce the demographic and subpopulation data included in the sheltered population (staying in an emergency shelter, Safe Haven, or transitional housing) on the night of the count? (select all that were used)

- HMIS Data

Sheltered Population Total

Sheltered Subpopulation

Total

85%

0%

15%

0%

0%

100%

4/19/2019 5:58:06 PM

17

6. Looking at the change in your sheltered count from last year's count, please choose up to three reasons that best explains these changes from the drop down list below.

- All sheltered people

5. Was the CoC able to collect information about the demographic and subpopulation characteristics of all sheltered people or only some?

7. What approach(es) was used to count the total number of people included in the unsheltered population during the PIT count. (select all that were used)

- “Night of the count” - complete census

Unsheltered Population

- Weather

Please provide a brief description of these specific factors (500 word limit):

We did see rainy, cold weather the week of PIT surveying, which may have been a contributing factor to the count as people are more likely to seek shelter when we experience this type of weather.

Point In Time Methodology for FL-506 - Tallahassee/Leon County CoC

4/19/2019 5:58:06 PM

18

8. What information or method(s) was used to de-duplicate the total count of people in the unsheltered population? (Check all that apply)


- Interview/survey question(s) with screening questions (e.g., have you already completed a count survey)

Yes

7a. Were certain areas within the CoC geography specifically excluded because the CoC had reason to believe there were no unsheltered people in those areas?

7b. How did the CoC select the areas that were included for canvassing?

- Areas were not selected randomly, but an effort was made to use local knowledge to target known locations (e.g., areas with known concentrations of unsheltered homeless people)

7b1. Did the CoC adjust the information in some way (e.g., statistical adjustment or extrapolation) to account for areas within the CoC geography that were not canvassed but where unsheltered people might have been on the night of the PIT count?

No

- All people encountered during the count

7c. In areas that were canvassed, did the CoC count all unsheltered people in those areas or a sample of people?


4/19/2019 5:58:06 PM

19

Unsheltered Subpopulations

10. Were all people who were encountered during canvassing on the night of the count or during post night of the count PIT activities asked to complete a survey/interview?

9. What approach(es) was used to collect demographic and subpopulation data about unsheltered people included in the unsheltered population during the PIT count?

- All people encountered were surveyed

- Surveys/interviews of people identified as unsheltered on the night of the PIT count

- Interview/survey question(s) with screening questions (e.g., have you already completed a count survey)

11. What information or method(s) was used to produce an unduplicated total count of homeless people across your sheltered and unsheltered populations?


This year, we cut down our surveying days to two from the historical three, using day (1) to send out more teams to all identified locations throughout the day, and using day (2) to send outreach lead teams to follow up with locations and provide needed items. We experienced rainy weather during day one of our surveying week, which may have impacted the ability of teams to visit sites thoroughly, possibly contributing to the number of unsheltered homeless persons encountered.

Please provide a brief description of these specific factors (500 word limit):

- Weather

12. Looking at the change in your unsheltered count from last year's count, please choose up to three reasons that best explains these changes from the drop down list below

- Change in PIT count methodology


4/19/2019 5:58:06 PM

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Point-in-Time Notes for FL-506 - Tallahassee/Leon County CoCDate of PIT Count: 1/28/2019Population: Sheltered and Unsheltered Count

NotesWarning: There is more than a 100% increase in the number of persons in transitional housing compared to last year. Please provide an explanation for this warning on the Notes tab before submitting this count

Explanation: This year, we added CESC - Westgate Transitional to our HIC and PIT count. Their inclusion added an additional 144 total beds, of which 134 were occupied on PIT night. These beds were previously removed from the HIC and PIT counts because the program did not meet the HUD definition of transitional housing. Through collaboration, the program made changes to occupancy agreements that now meet the HUD definition of transitional housing and are eligible for inclusion in the HIC and PIT for 2019.

4/19/2019 5:58:57 PM

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Row #YearProj. Type

Organization NameProject NameGeo CodeInventory Type

Bed TypeTarget Pop.

Beds HH w/

Children

Units HH w/ Children

Beds HH w/o

Children

Beds HH w/ only Children

Veteran Beds HH w/ Children

CH Beds HH w/ Children

Veteran Beds HH w/o Children

Youth Beds HH w/o Children

CH Beds HH w/o

Children

Additional Federal Funding?

Additional Federal Funding:

HUDVASH

Additional Federal Funding: SSVF

Additional

Federal Funding:

McKinney‐ Vento

Year‐Round Beds

HMIS Beds HH w/ Children

HMIS Beds HH w/o Children

HMIS Beds HH w/ only Children

% of HMIS Beds HH with

Children

% of HMIS Beds HH without Children

% of HMIS Beds HH w/

only Children

Total Seasonal Beds

Seasonal Beds

Available inHMIS

Overflow Beds

HMIS Overflow Beds

PIT CountTotal BedsUtilization Rate

3598652019PSHAbility 1stA Place Called Home123000CNA0045000045NoNoNoNoYes450450100%4545100%3598662019PSHAbility 1stA Place Called Home for Families123000CNA361200036000NoNoNoNoYes363600100%4036111%3598672019RRHBig Bend Homeless CoalitionAdvocates for Veterans Housing ‐ R123000CNA001000100YesNoYesNoNo10010100%1010100%3598682019PSHBig Bend Homeless CoalitionHome Place at Balkin123000CNA0017000017NoNoNoNoNo170170100%81747%3598692019PSHBig Bend Homeless CoalitionHome Plate123000CNA0066000066NoNoNoNoYes660660100%556683%3598702019ESBig Bend Homeless CoalitionHOPE Family Emergency Shelter ‐ F123000CFacility‐basedNA1633100000NoNoNoNoYes16316300100%00404015920378%3598732019THBrehon Institute for Family ServicBrehon House123000CNA12600000NoNoNoNoNo121200100%81267%3598712019ESCapital City Youth ServicesSomeplace Else123000CFacility‐basedNA00018000YesNoNoNoNo180018100%000071839%3598722019THCapital City Youth ServicesTransitional House123000CNA0060006YesNoNoNoNo6060100%66100%3598742019THCare TallahasseeCARE Transitional Housing for Men123000CNA00330000NoNoNoNoNo33000263379%3598752019ESCESC, Inc.Kearney Center Emergency Shelter123000CFacility‐based

dDV177100000YesNoNoNoNo270000182767%3598832019THRefuge HouseExtended Stay Wing123000CDV7530000YesNoNoNoNo101010100%3598842019ESRefuge HouseTaylor County Shelter129123CFacility‐basedDV21400000YesNoNoNoNo21000092143%3598852019THRefuge HouseTown Homes Transitional123000CDV331500000YesNoNoNoNo33123336%3657372019OPHTallahassee Housing AuthorityTallahassee Housing Authority ‐ Ma123000CNA35350YesNoNoNoNo3535100%0350%3598802019OPHTallahassee Housing AuthorityVouchers for PSH Graduates123000CNA62740000YesNoNoNoNo800268032%3598862019PSHVeteran's AdministrationBBHC HomeFront VASH Project123000CNA00500050050YesYesNoNoNo500500100%475094%3598872019PSHVeteran's AdministrationVASH Vouchers123000CNA001840001840184YesYesNoNoNo18401840100%195184106%3598882019THVolunteers of AmericaGPD‐Tallahassee Veterans Village123000CNA005200520YesNoNoYesNo520520100%5352102%

Sum : 460Sum : 173Sum : 1014Sum : 18Sum : 0Sum : 36Sum : 296Sum : 6Sum : 362Sum : 14Sum : 358Sum : 716Sum : 18Sum : 0Sum : 0Sum : 173Sum : 173Sum : 1404

22

State HudNum CoC Year Program Organization Row # NotesFL FL-506 2019 Kearney

Center Emergency Shelter for Singles

CESC, Inc. 359875 The Overflow beds in HMIS are set up in a separate projects, but have been merged in here for HIC reporting

FL FL-506 Tallahassee/Leon County CoC

2019 Tallahassee Housing Authority - Mainstream PH Vouchers

Tallahassee Housing Authority

365737 Tallahassee Housing Authority has designated 35 Mainstream Public Housing vouchers for homeless persons who meet mainstream voucher eligibility. The vouchers were made available to the CoC in 12/2018. On the night of PIT, none of the PH vouchers were utilized.


2019 Home Place at Balkin

Big Bend Homeless Coalition

359868 This project has been previously reported as 2 projects but has been combined into one project this year per Executive Director, Sylvia Smith.


2019 Vouchers for PSH Graduates

Tallahassee Housing Authority

359880 Tallahassee Housing Authority has designated 81 Public Housing Choice vouchers for PSH graduates. On the night of PIT, 26 of the vouchers were utilized. The remaining 55 vouchers are new as of 12/2018 and were not utilized on PIT night.

HIC Notes Report

4/19/2019 8:35:45 PM 2

23

BBCoC March Consultant’s Report

April 3, 2019

Meetings with Executive Director (In-person, by e-mail, and phone)

_ Concerning development of a plan A and B for addressing HMIS vacancy, and Board Conflict of

Interest updates

_ Provided advice as needed and support on issues that included communication with

providers, re-establishing relations with our outlying counties, and filling Board vacancies.

_ Coordinated on preparations for March 15 Board Training.

_ Worked to coordinate our schedules for visits to County Administrators for counties with

Board vacancies to reconnect.

Board Training

_ Preparation that included confirming a date, location with the help of Meg Baldwin and Jacob

Reiter, identified materials for folders, created an agenda, and evaluation tool.

_ Coordinated with homeless services providers in scheduling presentations at training session.

_ Set up training space on day of training.

_ Facilitated the 4-hour training session.

Other Activities

_Scheduled additional interviews with Board members and stakeholders.

_ Communicated with Board Chairman on issues requiring clarification and plans for two Board

trainings.

The date of the second Board training will be confirmed at the April 10, 2019 BBCoC Executive

Board/ Committee Meeting.

Submitted By:

Dorothy Inman-Johnson

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Date Item # Payee or Vendor Memo Deposits Checks Balance TOTAL Salaries Fringe Consultants DCF Subs Equip/IT Insurance Rent TelephoneBalance as of 2/28/19 (15,831.32)

(15,831.32) 3/6/19 Deposit FL DCF TANF - Jan 19 3,163.38 -

" Deposit FL DCF Staffing - Jan 19 8,928.57 (3,739.37) - " Deposit FL DCF Challenge - Jan 19 14,338.59 10,599.22 - " online Guardian EE Dental/Life Ins. 460.40 10,138.82 460.40 460.40 " 1111 Absolute New Office Set-up Costs 1,902.75 8,236.07 1,902.75 1,902.75

3/11/19 Deposit US Treasury HUD HMIS - Feb 2019 15,329.88 23,565.95 - " Deposit FL DCF ESG - Jan 19 7,320.73 30,886.68 - " 1112 BBHC Chall/ESG/TANF Jan 19 8,656.63 22,230.05 8,656.63 8,656.63 " 1113 CCYS Chall/ESG Jan 19 7,072.24 15,157.81 7,072.24 7,072.24 " 1114 CES Chall/ESG Jan 19 4,155.80 11,002.01 4,155.80 4,155.80 " 1115 ECHO Challenge Jan 19 1,360.79 9,641.22 1,360.79 1,360.79 " 1116 2-1-1 Big Bend Chall/ESG Jan 19 2,546.71 7,094.51 2,546.71 2,546.71 " Deposit BBHC Annual CoC Dues 250.00 7,344.51 -

3/13/19 1117 Capital Health Plan EE Health Insurance 4,327.55 3,016.96 4,327.55 1,926.00 2,401.55 " 1118 Verizon Wireless EE Cell phones 219.70 2,797.26 219.70 219.70 " Direct Dep. PR 2/28/19-3/13/19 CoC Salaries - Net 5,453.60 (2,656.34) 5,453.60 5,453.60 " online US Treasury CoC PR Taxes 3/15 PR 1,536.80 (4,193.14) 1,536.80 955.40 581.40 " 1119 CenturyLink Office Internet & Phone 418.01 (4,611.15) 418.01 418.01

3/28/19 Deposit US HUD HMIS 2,542.83 (2,068.32) - 3/29/19 Deposit US HUD HMIS 20,250.27 18,181.95 -

" Direct Dep. PR 3/14/19-3/27/19 CoC Salaries - Net 5,453.60 12,728.35 5,453.60 5,453.60 " online US Treasury CoC PR Taxes 3/29 PR 1,536.80 11,191.55 1,536.80 955.40 581.40 " online Regions Bank Card Mthly IT/Software Fees 36.00 11,155.55 36.00 36.00 " 1120 Dorothy Inman-Johnson Consulting - Mar 2019 2,777.78 8,377.77 2,777.78 2,777.78 " 1121 FL Municipal Ins. Trust WC/Liability Ins. 878.75 7,499.02 878.75 878.75 " 1122 Conservation Group Office Rent - Mar 19 1,667.00 5,832.02 1,667.00 1,667.00 " online FL Dept. of Revenue FRS Mar 2019 1,711.52 4,120.50 1,711.52 456.00 1,255.52 " Deposit FL DCF Staffing - Feb 19 8,928.57 13,049.07 - " Deposit FL DCF Challenge - Feb 19 14,338.59 27,387.66 - " Deposit FL DCF ESG - Feb 19 12,930.31 40,317.97 - " Deposit FL DCF TANF - Feb 19 601.54 40,919.51 - " 1123 BBHC Chall/ESG/TANF Feb 19 9,970.72 30,948.79 9,970.72 9,970.72 " 1124 CCYS Chall/ESG Feb 19 7,460.17 23,488.62 7,460.17 7,460.17 " 1125 CES Chall/ESG Feb 19 4,158.23 19,330.39 4,158.23 4,158.23 " 1126 ECHO Chall/ESG Feb 19 2,294.48 17,035.91 2,294.48 2,294.48 " 1127 2-1-1 Big Bend Chall/ESG Feb 19 2,553.08 14,482.83 2,553.08 2,553.08

108,923.26 78,609.11 78,609.11 15,200.00 5,280.27 2,777.78 50,228.85 1,938.75 878.75 1,667.00 637.71 78,609.11

Salaries Fringe Bd. Exp. DCF Subs Equip/IT Insurance Rent Telephone

Big Bend Continuum of CareMarch 2019 Regions Bank #0860

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Executive Director’s Report March 2019

BUSINESS ITEMS:

1. Grant Funded Programs

a. DCF Grants – Staffing, Challenge, ESG, and TANF Grants, FY 7/1/2018 – 6/30/2019

Staffing Grant: Funds activities such as Continuum trainings and technical assistance,

community-wide education and meetings, HMIS support and lead activities, and other

functions that support the CoC providers and clients including Coordinated Entry.

Total Grant: $107,142.84

Expenditure Balance as of April 15th: $26,785.72

Challenge Grant: Funds activities related to providing re-housing of homeless persons,

homeless prevention assistance to those at imminent risk of losing housing, street

outreach activities to youth living in places not meant for habitation, and case

management services to shelter clients.


Expenditure Balance of as April 15th: $43,015.69

ESG Grant: Funds activities such as re-housing of homeless persons, homeless

prevention assistance to those at imminent risk of losing housing, street outreach

activities to youth living in places not meant of human habitation, and case

management services to shelter clients.



TANF Grant: Funds activities related to assisting families with minor children stably

housed in their current housing. Also, requires assessments for those seeking

assistance, the development of case plans, and that 85% of those assisted maintain that

housing.

Total Grant: $30,000


b. HUD Funded Projects – Planning and HMIS Grants, FY 9/1/2018 – 8/31/2019 and

5/1/2018 – 4/30/2019

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planning and coordinating activities, programs, and services to address the homeless

need, and submission of reports related to HUD Performance Standards.


Expenditure Balance of as April 15th: $

HMIS Grant: Funds activities and staff related performing and carrying-out functions

related to HMIS including maintaining the database and securing client level data,

training new users, and ensuring HUD-mandated data collection, management and

reporting standards.



c. CDBG Funding: Funding is tied to Big Bend Coalition’s funding received from the City of

Tallahassee. Requires BBCoC to assist BBHC with HMIS functions, services and data

capture, housing placements through Coordinated Entry, and preparation and

submission of application for funding under the HUD NOFA for Home Plate.

Total Grant: $82,500, FY 10/1/2018 – 9/30/2019


Pending Payments: January and February 2019

2. Legislative Update:

Staffing Grant is being recommended to remain at $3 MIL in the Governor’s budget with not

cuts in the House or Senate budgets. Awaiting budget allocations and budget conference

announcements.

Challenge Grant is recommended in the Governor’s budget at $3,181,500 and in the Senate

budget for the same amount from General Revenue. As of 4/19, there was no funding for the

grant in the House budget. Awaiting budget allocations and budget conference

announcements.

Homeless Statue f. s. 420 Clean-up is waiting a floor vote in the House and waiting for a bill

hearing in the Senate Appropriations Committee. Language in the Senate bill (SB 1218),

proposed to fund the Challenge Grant with $10 MIL from doc stamps. This language has been

stricken from the language.

HMIS Public Records Exemption (HB 1071, SB 1346) proposes to create an exemption from

public records request requirements for individually identifying information contained in HMIS

and PIT counts. It is awaiting a hearing in the 1st committee in the House and has passed the 1st

committee in Senate and awaiting the 2nd committee hearing.

1. HMIS System Administrator – interviews are being conducted this week and a selection is

expected the week of April 22-26th.

2. HMIS Consolidation -- We have received notice from Alabama’s One Roof that HUD has

notification that the HMIS Consolidation has been approved to move to Phase 2. A meeting has

been scheduled in Birmingham on May 14-15, 2019 to discuss the implementation. HUD will be

providing Technical Assistance and a meeting to discuss the budget on May 29th.

3. Coordinated Entry and PSH – will updated polices for CE to include RRH and complete uniform

forms for all PSH Programs. Will continue to monitor the referral of clients to programs and the

27

responsibilities of agencies making the referral and PSH Programs receiving referrals. Will

update policy with minor changes and meet with agencies to ensure proper workflow.

4. Will be requesting an update from PSH Providers on the number of beds available for

placements to continue to move clients off the PSH Prioritization List.

5. Will continue to work with Built For Zero – to address the Housing Prioritization List (BNL) to

ensure to is pulling accurately from HMIS. The team has configured the list to pull, we need to

ensure it pulls from the correct groups.

REQUEST BOARD ACTION:

RELATED TO PREVIOUS BUSINESS ITEMS

1. Review Coordinated Entry policies when updated will include RRH. This will be included in an

overall draft to be submitted to the board for review and approval ahead of the June board

meeting.

2. CE Policies do not require an update related to PSH, but BBCoC is in the process of updating PSH

Forms for uniformity and will include the CE Work-Flow and Responsibilities as well. These will

be presented to the board for review and approval prior to the June board meeting.

3. HMIS Policies and Procedures will be updated to be consistent with the Consolidation under the

One Roof’s PromisSE HMIS Implementation.

4. Discussions with WellSky for data clean-up for CESC data including the development of workflow

and updates to SCAN Point will be addressed with the HMIS Consolidation. Proposed meeting

being scheduled for next week (waiting on date/time from WellSky).

a. The entries/exits at the CESC, Inc. has been assessed due to its impact on Sys Perf

Measures. BBCoC requested a meeting with CESC staff to discuss. In addition, WellSky

was requested to provide a cost of completing on-site assessments on how to improve

work-flow and system designs. These costs will be included in costs associated with

upgrading HMIS functionality in the HMIS NOFA if awarded. If no HMIS NOFA funds are

awarded, costs associated with completing the assessments by WellSky are a little over

$13,000. Currently, there are over more several hundred open entries in the system.

Grant Related Activities:

6. The applications for funding have been reviewed and after addressing issues brought by appeal

to the Board Chair, notices of funding were sent to providers (see handout). We are waiting

funding allocations and awards from DCF for Challenge, ESG, and TANF Grants. A meeting has

been scheduled for April 30th at the DCF Offices.

Continuum Board Administration:

7. Letters have gone to the various County Commissions – Gadsden, Wakulla, Jefferson, Franklin,

Taylor, Madison, and Liberty – requesting representation on the Board and designation of an

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alternate. To date, we have elected county officials appointed in Gadsden, Wakulla, Jefferson,

Liberty and Franklin appointed. We are in discussions with the counties to add alternates in 4 of

those counties. A letter to the City Commission has been drafted requesting an elected

representative be delegated to replace Commissioner Gil Zilfer. An alternate has already been

designated – Michael Parker.

8. Westgate has come back online as Transitional Housing – we are working on a plan to enter

clients residing at Westgate into the system. Staff at Westgate has received HMIS training and

will be working with BBCoC to get client data entered into the system.

BBCOC UPDATES:

THA and MOU Units:

9. 30 clients were submitted to the Tallahassee Housing Authority (THA) for review and eligibility

determination for Mainstream Housing and Choice Housing Vouchers. Additional clients are in

the process of being identified to add to the list of clients for placement at the end of this

quarter. Met with THA staff to discuss the clients who have been approved for vouchers, issues

related to getting clients approved and document ready, and upcoming appointments.

10. For the assessments completed by BBCoC Staff and shelter case managers on shelter clients,

BBCoC Staff are in the process of identifying housing options for assessed clients. These include

transitional housing, mainstream housing, MOU units (if applicable), and THA voucher units.

Plan of action to utilize the THA voucher units, include rapidly moving clients into PSH units and

graduating them out of units within months, only for clients who scored 10 on the ViSPDAT and

does not require as intensive case management.

11. MOU Set-Aside units are filled – 5 units at Casanas Village, 6 at Kenwood (55 and older), and 5 at

Brookstone (55 and older).

12. Additional days will be set-up for BBCoC Staff to return to the shelters to complete ViSPDAT

assessments for those persons seeking housing. Efforts to identify housing options for those

assessed will include utilizing THA Vouchers, PSH, Transitional Housing, or referrals to

mainstream housing.

COC UPDATES:

13. Update on the Joint City/County Housing Task Force and the Housing Leadership Council -- The

BBCoC ED participated in the Housing Leadership Council’s Strategic Planning Meeting held on

April 5th. This was the first step in developing a plan of action and identifying missions and

setting goals.

14. Please see attachment on the PIT/HIC. Submission deadline is April 30th.

Upcoming Meetings:

15. DCF Contract Meeting – April 30th

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2019 Unified Grant Application Review Summary

Reviews conducted March 18-20, 2019

Funding under DCF’s Unified Grants – Challenge, ESG and TANF

Notice to applicants on the scoring and allocation process: An initial notice of the 2019 Unified Grant

Application Review Summary was distributed to BBCoC provider applicants on March 25, 2019.

Applicants were notified at that time that any applicant wishing to appeal the funding recommendations

were welcome to do so, with notice of appeals to Mr. Tom Pierce, BBCoC President, requested by March

26, 2019. A joint notice of appeal from all applicants, with the exception of Devine Revelations, was

received on March 26, by email from Ms. Holly Bernardo, CESC. A subsequent email was received on

March 27 from Ms. Monique Ellsworth, CESC, detailing the grounds for appeal and a proposed funding

reallocation, with which four of the five appealing applicant agencies concurred. A meeting for the

purpose of discussion and review of all appeals was convened on March 28, 2019, with all appealing

applicants represented. Discussion included issues related to scoring consistency and fairness, inter-

rater reliability, submission and presentation of supporting documents, allocation methods and options,

and community needs.

The Executive Committee appreciated the opportunity to discuss and consider the issues raised by each

and all. The overarching consideration informing the Executive Committee’s deliberations was the best

interests of the community in meeting the needs of people experiencing homelessness and at risk of

homelessness, and the highest and best use of the funding available to meet those needs consistent

with funder objectives. The aggregate funding requests from all applicants far exceeded the available

funding from each funding source. Consequently, allocation decisions had to be made among

applicants. Funding of all four direct service agencies (CCYS, Catholic Charities, BBHC, CESC), at levels

adequate to meet feasible programmatic objectives, was determined to be at highest priority. Funding

of 211 under this application was not recommended, in light of the higher priority given to direct service

programs and of the fact that that the agency did not score adequately to meet the point threshold for

consideration (combining 2016 and 2019 point values).

Given the essential services that each direct service applicant proposed to provide, and the close

proximity of reviewer scores among them, the Executive Committee determined to fund those projects

by (1) reducing the aggregate funding requests to the level of available funding, (2) determining the

aggregate percentage reduction in funding this represented, and (3) reducing each requested funding

amount by that percentage. Since each project received an equal % reduction, the projects requesting

higher funding levels were reduced by a larger dollar amount. These funding allocations assure that

diverse populations and services are supported at useful levels for good of our community.

30

Funding Levels: For Challenge Grant funding, funding available ($276,000) was 84.55% of requested funding ($376,000). Each project was consequently allocated funding by reducing the requested funding to 84.55%1 of each request. Requested Allocated Provider Funding Funding

CCYS $61,500 $52,005.90

Catholic Charities $120,700 $102,029.90

BBHC $43,600 $40,600

$36,880.40 $34,345.40

CESC $60,000 $50,738.40

For Emergency Solutions Grant (ESG) funding, funding available ($190,000) was 56.7% of requested funding ($338,900). Each project was consequently allocated funding by reducing the requested funding dollars to 56.7%2 of each request.

Provider Funding Allocation

For TANF Grant funding, funding available ($67,900) was 48.5% of requested funding ($140,000). Each project requested the same amount of funding, and each was allocated 50% of the available funding.

Requested Funding Funding Allocation

BBHC $70,000 $33,950

Catholic Charities $70,000 $33,950

1 The calculations were based on multiplying the request by this %. The difference of $192 after multiplying all requests was spread evenly across 5 projects. 2 The calculations were based on multiplying the request by this %. The difference of $134.38 after multiplying all requests was spread evenly across 4 projects.

CCYS $100,000 $56,733.60

BBHC $43,400 $54,600

$24,641.39 $30.958.20

Catholic Charities $61,000 $42,960 $900

$34,620.59 $24,358.32 $510.30

CESC $32,000 $18,17760

31

Scoring Percent Raw Score 2016 2019 Average 2016 2019

TANF BBHC 96.8 82.6 89.7 31 59.5 Catholic Charities 85.9 86.8 86.3 27.5 62.5

ESG BBHC 96.8 95.8 96.3 31 69 Catholic Charities 90.6 97.2 93.9 29 70 CCYS 95.3 100 97.6 30.5 72 CESC, Inc. 96.8 85.4 91.1 31 61.5 Devine Revelations 35.9 24.9 30.4 14 15.5

(Did not Meet Threshold for funding consideration)

Challenge 211 Big Bend 98.4 62.5 80.45 31.5 45 (Did not Meet Threshold for funding consideration) BBHC 96.8 85.4 91.1 31 61.5 Catholic Charities 90.6 92.3 91.4 29 66.5 CCYS 95.3 93.0 93.1 30.5 67 CESC, Inc. 95.3 85.4 90.3 30.5 61.5

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full board and membership meeting care point health and...

Documents