Minutes for BCHHC Executive Team

May 25, 2016

9:30-11 am at Golden House

Attending: Karen Michaels, Tami Frea, Robin Kuklinski, Rolfe White, Courtney Ayala, Bree Decker, Meika Burnikel

Mary Marks arrived 9:52 am, Rachel Miller arrived 10:30am

Excused: Jennifer Schmohe, Nan Pahl

Meeting started 9:37

Hunger and Homeless Awareness Week (Robin)

  • Reviewed questions from committee – HAHAW committee is still under the coalition along with monies raised.
  • Action: Mary do a breakdown for committee of money currently in account and expenses in last year
  • Action: Robin to provide committee feedback. Executive committee wants a plan for events by August executive meeting to allow feedback and if there is not a schedule then activities should be skipped this year.

Communications Committee (Rolfe)

  • Committee has met twice, sent out draft of minutes
  • Currently reviewing documents Mary has of coalition – concern there is missing documents from past presidents
  • Action: Karen will send e-mail to past presidents to verify all information from position has been passed onto the communications committee
  • Will maintain records for 7 years and website will have 2 years of minutes, prior to 7 years committee will summarize for historical merit of history of coalition and contribution
  • Discussed drop box, Google docs, jump drive, external hard drive
  • Action: Committee to speak with Jennifer Schmohe about concerns of space in drop box and using Google docs or other format
  • To access documents that have been archived, person will need to submit in writing what they are looking for and someone would be responsible to access and send out
  • Still working on what should be on website, continue to meet at St Vincent de Paul
  • School district no longer wants numbers listed on website with breakdown by school and will supply a total number with statement, information is also on chart that Tami creates for Point in Time

Service Point Data Report (Tami)

  • Tami sent request to Jennifer Allen to do report & presentation for Brown Cty 2016
  • Feedback from Jennifer to answer following questions
  • What changes were made in Brown County that were made based on data given last year? What was made or why where changes not made and what could have helped?
  • What decisions or problems would you like the data to show?
  • ICA can give a written report summary but not a presentation every year
  • Discussed concerns with not being able to get a presentation of Brown County data
  • Action: Tami will reply to Jennifer’s questions and find out why a presentation cannot be done
  • What are the parameters in asking for reports and if one individual or agency asks for it can a coalition still ask for data and presentation?

Membership Agreement Form (Mary)

  • Green Bay Veterans Manor asking to be an associate member
  • Should be be accepting membership throughout the year? Membership dues are not prorated if paid during year, do they still want to be a part of the coalition?
  • Action: Membership committee should meet with group and discuss the concerns of coming in now. Also stressing the coalition could be going through a change at the end of the year as to mission, vision and such and it may not be what they are expecting. Decision if they want to still join or not.

HUD video (Jen)– table for next time

Housing Navigator RFP (Rachel)

  • Reviewed process and who has applied, Tuesday by e-mail RFP was sent – Due June 1st by 4:30 pm
  • RFP was missing some details needed, contract will need to clear up some of it
  • Look for financial policy and procedures used when we had grant writer position, needs updating
  • Make sure to include items from CDBG contract
  • Would like legal counsel to review contract, any resources?
  • Action: Courtney will contact Scott, Legal Action
  • Action: Bree and Meika will start on financial policy and procedure - contract needs to be done by June 15th
  • Action: Robin will send copy of RFP to both to review
  • Timeline
  • June 1st RFP from agency due to coalition
  • June 15th coalition will notify applying agencies of decision
  • June 22nd agency will return signed contact to coalition – send 2 copies signed
  • July 1st Housing Navigator position starts
  • Make sure to send two copies of contract to be signed
  • Grant committee will e-mail out their scheduled meetings for any executive members to attend and review RFP’s. Committee will make recommendation to EC and vote will occur by e-mail.

Meika Burnikel position on executive board

  • Action: Motion by Rolfe White to nominate Meika Burnkel as COC representative on Executive Committee of the BCHHC, seconded by Bree Decker. All in favor, motion passed.

Service Providers update– Chair Courtney Ayala has taken a new position with Family Services as Program Director of Ethan Home and resigned from Center for Veteran Issues. New position will start June 1st. New employer is willing to let her chair Service Providers until the end of the year. Discussion, no concerns. Mary Marks made motion for Courtney Ayala to continue as Service Providers Chair with new employer, seconded by Meika Burnikel. No discussion. Motion passed.

POINT

  • Should this be brought up at coalition and discussed. Currently local agencies are doing internal review using POINT tools and not yet to coalition or community level. Agencies are looking at qualify improvident and systems thinking, some are activity using and others are using parts. Meeting next week Wednesday, Thursday and Friday for various agencies involved.

Action: Send items to Karen to be included for large coalition meeting agenda.

Next executive meeting August 3rd at 8:30 am, Golden House. No July executive or large coalition meeting.

Meeting adjourned 11:00 am.