KSHC Board of Directors meeting minutes – January 21, 2015

Agenda Item IV; Summit Update: Due to technology problems Cheryl reported for Christy.

Eventbrite will be used for registration and Pay Pal will be used for payment. Cheryl reviewed the list of speakers confirmed for the summit. There was discussion about doing scholarships and it was agreed that this will be done as it has been done in the past. Applications for scholarships will be accepted, reviewed and denied or approved as has been done traditionally. Christy needs assistance to find door prizes for the event. There was discussion about the registration fee schedule for the summit. Christy pointed out that the cost per participant was $82. Currently, we are charging $75 per person or $60 per person for each participant from the same agency with 3 or more attendees. It was decided not to change the registration fee this year since we are too close to the summit date. It was suggested and generally agreed upon to revisit the issue soon after this year’s summit ends. An increase in registration fees may be necessary to keep the summit financially viable.

Christy recommended recognizing Joyce Schau at the summit for her contributions to the KSHC and the BoS CoC.

Agenda Item V; PIT Count: Due to technology problems Cheryl reported for Dani.

This year’s Point in Time (PIT) count will be for the night of January 28th. The count will be conducted over 3 days (January 28th thru 30th) to find out where persons stayed on the night of January 28th. Regional Coordinators are conducting training for their respective regions. Survey Monkey will not be used this year due to problems using the program in the past. Data entry will be done by hand by entering the information from the paper surveys.

Agenda Item VI; By-Law Committee: Brad Schmidt reported.

The Committee is about half way through with updating the by-laws. The committee is meeting again Tuesday, January 27th. Tyler asked about any major changes to the existing by-laws. Brad reported that the Committee was working to remove irrelevant sections, recommend changes to the Board of Directors make-up and membership requirements. It is expected to be a significant rewrite of the current by-laws. Christy inquired as to when the recommended changes would be ready for review. Brad stated that the Committee hoped to have something ready in 2 weeks.

Agenda Item VIII; Executive Director Update: Cheryl Patrick reported.

Cheryl thanked the Regional Coordinators that submitted the quarterly reports for their regions. The Board discussed how to fill vacancies for Regional Coordinators and Cheryl explained her recruiting efforts.

The Board discussed how and when to fill the position of Balance of State Coordinator and what the responsibilities of the position should be. Tyler suggested that Cheryl be allowed to modify the job description to describe the duties for which she wants the position to be responsible. Brad recommended that the position not be posted/filled until the new by-laws are approved. Tyler stated that it would be better to wait until the office is moved as well.

Cheryl stated she has located space in Lawrence KS that would be appropriate to relocate the KSHC office. The monthly rent of the new office would be $185 per month and includes utilities, maintenance and cleaning. KSHC would be required to obtain insurance for KSHC property that would be in the new office. It has been presented to KDADS to pay for the moving expense. Some Board members want to view the proposed space before voting. It was agreed that Board members that want to view the space do so, and if the insurance quote is reasonable the move be voted on by the Board via email.

Cheryl reported the NOFA committee had met and items agreed upon for further discussion and possible action by the committee included: recruiting and approving new members for the application review committee; Cheryl, James, and Natasha will be conducting QA’s for agencies’ use of the HMIS system; Cheryl will be conducting desk reviews for BoS CoC programs.

Agenda Item IX; Other: Tyler suggested that technology problems must be addressed so that Board meetings can be conducted with clarity of understanding to participants whether in-person or call-in and that efforts be made to only conduct meetings where appropriate technology is available. There was general agreement that this needs to be done. Brad suggested having a few remote sites around the

State where proper technology is available and members from different areas could meet as a group to attend meetings.

There was general discussion about the need to improve Board membership and participation.

The Board voted to accept Natasha as a new Board member. Due to by-laws she must be assigned to a currently vacant position.