GVPCCC Task Force Meeting

March 18, 2003


Attendees: Barb Seibert, Linda Wiggins, Stacie Walls-Beegle, Marcy Wright, Joy Cipriano, Rob Bradley, Carol Masser, Bill Lester, Mati Brisbane, Sandra Pugh, Beverly Lee, Carol Berg, Bill Day, David Wall, Lynne Finding, Bob Lehman, Theora Rankins

Peer Monitoring Review Process: 5 groups have been approved by HUD which will require monitoring. 4 of these groups are with the 2001 grant awards (Next Step, Avalon, Warwick SRO, PAF) and 1 (Serenity House) has been deferred. Initial letters to orgs have been sent out. Questions have been prepared identifying items to be reviewed. Times for visits have been set with the exception of Avalon and the group will review for compliance and variance in the work plan.

SNOFA Letter of Intent was posted on the GVPCCC website 12 March. Letters due to Bill Lester NLT 21 March.

Approx deadline of applicant submissions is 16 May and will be based on the release of the SNOFA. The review committee will be opened to the entire CCC membership however there must be a core group of voting members who have experience in a review process or familiarity with the SNOFA process. Others who attend the review will gain the experience and understanding for future review processes so that the CCC can increase the availability of qualified reviewers. 

On May 20th, all projects submitted to the CCC will be asked to make a presentation to the General Meeting. Interviews by the Review Committee will be done between 21 and 23 May. Location to be Sr. Center--Clark Center at 392 Maple Avenue, NN, VA.

The Ranking Review Form will be presented at the 1 April Task Force Meeting and will be finalized by the General Meeting of the GVPCCC on 15 April. Priorities List and Point in Time information will be presented at that time.

Leveraging: mass mailing will be sent to all providers who offer mainstream resources . This info will be used to develop the CCC Statement and will be due EOM April.

David Wall has agreed to recruit 2 outside reviewers and the overall SNOFA Review Committee will include 10-15 voting members. Joyce O'Brien, Review Committee Chair will draft guidance with score sheet to present to the Task Force on April 1. 

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GVPCCC Task Force Meeting

February 18, 2003

Attendees: Marcy Wright, Theora Rankin, David Repass, Bill Lester, Joyce O'Brien, David Wall, Marcy Coleman-Smith, Sister David Ann Niski, Joy Cipriano, Carol Berg, Carol Masser, Beverly Lee, Marion Carrington, Stacie Walls-Beegle

HomeBase hosted a presentation on 2/19/03 regarding other national HMIS program. This would be the first meeting of organizations which signed a Statement of Understanding with HomeBase to participate in the HMIS program.

Review Committee: Members of this coommittee are Theora Rankins, Beverly Lee and Bill Lester. They are seeking other members to participate in the review process.

Emergency Housing Opportunity on the Website: target population for this opportunity would be Substance Abusers, Dually Diagnosed and Mentally Ill. Opportunity supported by HUD, SAMSA, VA, ICH. HUD appears to be moving away from Suypport Services. $$ becoming available between HUD, HHS and VA to develop a collaborative model to address homelessness. April 14th is the deadline for submissions. Local Participants in this submission include Health Care for the Homeless, PATH and it involves the opportunity for an Access Grant, Small Shelter Plus Care and Safe Haven Project. This is the first true opportunity for a collaborative grant outside of the HUD $$$. This is not a renewable grant opportunity and must be self-supporting at the end of the period.

Motion by Joy Cipriano to pursue the initiative by GVPCCC through the Task Force supporting a Peninsula application for the Collaborative Homeless Initiative. 2nd by Carol Berg. Motion passed.

Point in Time: some groups have not responded. Those groups not responding would be contacted by other members of the Task Force to emphasize need for reporting. Unable to make a formal presentation of PIT numbers due to the number of non-reporting agencies.

Stacie presented the Norfolk Priorities List which are based on their Resource Inventory and Unmet needs. Our Task Force needs to set priorities prior to the SNOFA applications process and this priority list will be used to rank proposals during the review. 

Sub Committees need to meet and determine: priorities, resources, inventory/capacity.

It was also noted that the debrief critique received from HUD should again be used to strengthen this year's Statement. This groups which includes David R., Carol B., Lynne F., Marcie C-S to meet 2/26 at 3 pm at CANDII, HPT. 

PIT numbers will be reviewed and crunched to provide the Gaps Analysis on 3/3 at 2 pm at the CANDII, HPT office. Attending will be Marcy W. , Stacie, David R., Carol B. and Lynne F. 

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GVPCCC Taskforce Meeting Minutes 2/4/03

Call to order at 2:10 pm

Attendees:  Stacie Walls-Beegle, Lynne Finding, Joyce O'Brien, Carol Berg, David Wall, Theora Rankins, Mati Brisbane, Beverly Lee, Bill Lester, Tricia Wilson, Marcie Coleman-Smith.

 Basic into to committee role given by Stacie, current Committee Chair.  Discussion followed re: her role as an applicant precludes her from chairing the Review/Scoring Group when applications are presented.  Carol suggested Joyce consider the position and she agreed.

Writing team members for the Statement were sought and Stacie noted not only the critical nature of the statement but the amount of work involved in the writing.  Last years writing team chaired by Joy Cipriano and members included Tricia W., Marcie Wright, Stacie and Carol.  Joyce agreed to participate this year as part of the writing team.

Review/Scoring Group needs members.  Mati suggested membership at next general meeting be told of the need and entire continuum should be asked to participate in the process.  This request for members will also be posted by Carol on the website.

Point-in-Time submissions are incomplete.  Info not received from some locations by the 1/31/03 due date.  Stacie will email individuals or list on Daily Digest page.  Gaps Analysis cannot be completed until PIT info is received and collated.

Awardee Review Team:  David and Stacie noted they have bgeen attending Southside Continuum meetings with the Planning Council.  The procedure on the Southside is that each agency receiving APR approval must present a short briefing to the Continuum within 90 days after receiving approval.  They noted that HUD is moving towards Standards of Care although many Continuums, including GVPCCC will not have sufficient time to develop and implement this year.  Since there are no Standards of Care, authority to enforce occurs during re-application process only.  It was noted that in Boston, MA, site visits are done and an audit completed by the review team.  HUD appears to be moving this way.  Bill Lester will work to establish a Review Team for onsite visits with funded programs and seek a chair for the group.  Interested Awardee Review Team members included Theora, Beverly and Tricia.  Bill will also ask Kurt Ebersole and Bob Lehman.  Other interested members should see Bill. 

Application Process update:  Stacie and David shared the Southside's revised Ranking Sheet with some noted differences.  Southside includes a cost/client line and GVPCCC included Match/Leveraging.  Also, the Southside does one comprehensive application for all endorsed applicants.  If an application doesn't meet their minimum points for endorsement, it is not included in the comprehensive application.  The agency may then submit on their own knowing that it does not have the support of the Southside Continuum and apply on it's own merit. 

Differences in the application process expected this year...Last year 2 projects were on a 2 year budget and they were not figured into the total available for allocation between projects.  This year all new and renewals will be competing which increases the number of potential applicants and will put the GVPCCC over the pro-rata amount with the possibility of less money.  This is an opportunity to start looking at outcomes more specifically and holding agencies accountable for their programs.  This should also work to foster more collaboration. 

Scoring Sheet:  after lengthy discussion on the points and items on the scoring sheet it was determined that two sheets would be needed.  One scoring sheet for new programs and one for renewals.  Stacie will make the preliminary considered changes and bring to next meeting. 

Letters of Intent:  Letters of Intent will be requested again this year but full packet will not be requested with the LOI as last year.  Renewals should have an idea as to a ball park budget for their programs and new projects should have at least a close estimate of what they will request.  A notice of the LOI will be posted on the website and the SNOFA will be posted in the media as in the past. LOI will be posted on the website 3 March and Letters of Intent will be due to Bill Lester 10 March.  Specific time will be noted on website. 

At next Task Force meeting the raw data for the point-in-time will be presented and the narrative which describes the priorities will be completed for presentation at the general meeting.  This will help applicants know where the community needs are so as to know how to structure their applications. 

Upcoming meetings: posted on the website.

Carol Berg