The On-Site Sign-In Sheet Is an Attachment to the Minutes

Western PA CoCGeneral Meeting

October 1, 2015

Clarion, PA

ATTENDEES

The on-site sign-in sheet is an attachment to the minutes.

ATTENDEES BY PHONE

Jessica Hajek-Bates, Community Action SW

WELCOME AND INTRODUCTIONS

Meeting was called to order by Co-Chair Linda Thompson. All attendees introduced themselves.

REMINDER OF RESOURCES

Attendees were pointed to two websites ( as sources for information, implementation for projects, webinars and tutorials. “HEARTH Interim Rule” on the HUD site was noted as a good resource for what programs are all about.

IMPLEMENTATION OF PRIORITIZATION POLICY AND REVIEW OF REPORTING TOOL

Merged both the NW and SW Prioritization Policy and made some changes to ensure of meeting HUD requirements.
Every project in permanent support of housing will be getting a link beginning on 10/2.
If beds are connected with projects, always place chronically homeless in that bed first. Look at the waiting list, then at county, then send out to all 20 counties if no one to fill.
Within seven days if there is no response, move on to the next person with the greatest need.
Recording tool included.
This does not remove the responsibility to maintain records that the notice has been sent, etc.
HUD may request review of the correspondence that ensure adherence.
CoC will email all members if it is found that the full membership is required to vote.

COORDINATED ENTRY

The committee that worked on this was recognized for the considerable time and effort put forth.
Coordinated Entry is now required by HUD and there are already many application and assessment processes in place. The committee attempted to include existing processes as much as possible.
The proposed systems process was reviewed and it was noted that it is yet to be tested.

Requirement for the Individual

It would require that they call or come in to the agency.
Individual would answer the pre-assessment questions. In this process, three “no” answers would determine that they would not go through the HUD system. If any questions were answered “yes” they would be directed to the appropriate Assessment Center.

Assessment Center

It would be limited who does the assessments. One would be the XXXXXAssessment Center in each county, the other would be the Assessment Center in each County that handles domestic violence.
It would be possible for two Assessment Centers to be in one Agency.
Assessment Centers would be selected through an RFP process.
A vulnerability index will be required.
Centers would have the responsibility of providing service 24/7, but not being open 24/7. The center must have sufficient staff to assess in the tight timeframe and must assist with access to mainstream services.
Individuals would be placed on a Waiting List.

Waiting List

Will be assuring documentation moves quickly through the process.
Individual is required to check-in regularly, or they could lose placement on the list.
Agency will know what list to pull from and in what order. Individuals must be served in order of vulnerability based on the assessment.
Must pull from a chronic list first if they are willing.
This should eliminate “creaming” as well as the bottom of the list.
Should help with filling beds.
Will be sure that all Assessment Centers have information about all communities to enable the Assessment Center to direct for services.
It will encompass chronic as well as non-chronic.
Some only provide services within the county – we must follow HUD.
There are some successes with transferring services across county lines however, transportation can be an issue.
For the record keeping, there will be an area for notes such as, if services are required, or the individual’s refusal to go to another county.
Adherence will be monitored by the Board.
There will be a review after every third person is turned away. The criteria for this will be set-up ahead of time so there will not be questions.
Agencies should consider the easiest method for interviewing whether via phone or in person.

Timeline

Regional meetings will review.
Review of assessment tools.
Ask for five counties for pilot program and review pros and cons every two months with them.
Six month trial period at the end of which it is hoped there would be funding in place.
Send out RFP’s.
Seek some Train the Trainers.
August – September 2016 - have the selected centers in each community.
October 2016 – go live.

The CoC requested membership to provide feedback.

Responses to Attendees Questions

This applies to all HUD programs. All providers for homeless individuals will go into this program in the future.
Any project receiving CoC funding must follow this process. Maybe start implementing now so as to ease the transition.
The Eastern CoC has hired a consultant to look at for them. The Western CoC took on the challenge internally.

DCED Update

DCED is now participating with data sharing with the VA.
Offered partial scholarships to the Housing Alliance Conference, possibly full scholarships if there are remaining funds.

ESG UPDATE

DCED coordinates with the CoC before making decisions. They look at performance to determine funding and to ensure compliance with the CoC.
Should be meeting 50% of the expenditure requirements and invoicing quarterly as required.
2015 Applications – still under review. Awaiting the award letter from HUD.
2014 Applications – Need to spend the funds if not doing it. Last year they took back funds and will need to again if the money is not being spent.
November is the date for the 50% requirement.
It will be collectively determined if the money goes back.

OVERVIEW OF NOFA

There is National completion for HUD funding.
The purpose of the CoC was reviewed.
Last year was the first year under HEARTH.
2012 started to see CoC regulations.
2013 was the last big CoC application and some language from HEARTH was incorporated.
The current application asks about plans to end homelessness as well as what has been accomplished.
The components of the application were reviewed. The CoC consolidate application, project apps whether it be a renewal or a new app – could be a re-allocation if not using all funds. There are the special projects and the bonus projects.
NOFA includes six overreaching policy priorities for the point system. The point system and the importance of each were reviewed.

Available Funding

Projects are submitted in Tier 1 or Tier 2. HUD will require the Tier breakdown.
Tier 1 – Based on the order they were ranked by CoC. Mostly guaranteed.
Tier 2 – Competitively funded based on percentage of points through CoC app. HUD will fund until funds are exhausted.
New projects were not eligible for new funding last year. There had to be a significant chronic population.
HUD is looking at how a proposed project is helping our CoC to end homelessness.

Strategies for Serving Youth

CoC was asked by HUD to look at this and provide input.
Veteran’s, chronic and family needs have been reduced but there is still a need for youth.
Definition of youth - unaccompanied child under 18 or 18 – 24 years. Another category is families headed by youth 18 – 24 years.
Some have had success reaching youth by coordinating with Juvenile Probation Officers and identifying those at risk through drug court. There are a lot of resources available with System of Care.
Cases of youth discrimination through Fair Housing Grants were mentioned by SW PA Legal Services. Youth are in danger of homelessness because of discrimination.
Action - Identify providers with experience to address unique challenges. Need a better way to identify outreach agencies.
There are some concerns with the legalities of Under 18 that would be helpful for agencies to know of.
Some of the best referrals of some agencies have come from other youth they have helped.
Suggestion was made to check with Special Grants of CYS.
CoC is looking for some volunteer counties for a youth specific count.
An understanding of what is happening now is needed in order to prevent future issues. CoC reached out for help from agencies on success stories, or programs that may help others.

MONTHLY GRANTEE CALLS

It was determined there was a need for this CoC service and it will begin after 11/19.