Minutes for KSHC BOD Meeting
May 18, 2011
SRS Learning Center, Topeka 10-2:00
Board Members Present: Randy Crandall, Luella Sanders, Joyce Schau, and Melina Sparkman
Participating Via Phone: Brad Schmidt, and Tate Toedman
Staff: Diane Etzel-Wise and LaTonia Wright
Guests: James Chiselom, KHRC; Donna DeDonder NE Region; Peg McFadden, USD 290, Project Hope; Christy McMurphy, SRS; Margene Swarts, Lawrence Region; Emily Wagner, Manhattan Emergency Shelter;
Board members and guests introduced themselves and shared updates for their agencies.
LaTonia Wright: There was good feedback from the technical assistance training provided in April. James Chiselom and Joe Coburn provided important information on the HMIS. LaTonia is making oversight visits to grantees now with James and Joe to coordinate HMIS (BoS HMIS Oversight Committee). New awards were made through the 2010 CoC Competition; The Salvation Army in Lawrence – Permanent Supportive Housing and My Own Place – Paola (My Father’s House) – Transitional Housing.
Melina Sparkman: The KSASDV continues to provide training across the state for OARS (Orientation Assessment Referral Safety), a project coordinated by her team.
Joyce Schau: The Salvation Army is excited for the new project inLawrence. The application submitted for the VA Supportive Service for Veteran Families program, and covering the state ofKansas, made the first cut.
Diane Etzel-Wise: She is finishing final tasks as the ED including the Point In Time numbers. Note: Diane’s last official day working for KSHC is scheduled for May 19.
Luella Sanders: The Sedgwick County/Wichita CoC identified the need for a separate drop in center inWichitafor homeless youth. The City has an RFP to provide funding to establish this. The CoC group watched HUD’s CoC debriefing and is planning for the 2011 competition.
Brad Schmidt: Brad is busy trying to make his way through SRS Medicaid budget issues going on now to see how changes will impact housing service he is currently providing. Lots of things are up in the air and he is in involved in advocacy inTopeka.
Peg McFadden: Project Hope is working on tons of foundation grants, waiting on word from ESG grant, and CSBG discretionary grant. Funding has been put on hold for now.
Margene: The City of Lawrence/Douglas County has been made its own region in the BoS. The group is getting geared up for next year; who should be involved, creating a structure that reflects the region, determining needs, and developing goals to bring back to BoS meetings.
Donna DeDonder: Donna is the SOARS rep for the Manhattan Emergency Shelter. Manhattanprograms are doing well getting people to apply and qualify for disability. Donna is working with LaTonia on the NEKAP project to improve record keeping. There is no update on theLeavenworthprojects. There will be a BoS meeting before the end of the month. The Committee is anxious for PIT numbers.
Christy McMurphy: SRS has been cut $21 million in addition to other cuts (state and federal funds). Christy doesn’t know what that will mean; SRS is trying to figure that out. KSHC and other service providers will need to be prepared for decrease in funding. Christy reported a 79% approval rate for people getting on disability inKansaswho applied use the SOAR application process.
Emily Wagner: The NOFA Committee Chair is plugging along waiting to hear on 2012 grants. Thenew CityCommission inManhattanis not favoring social services, and is in fact repealing decisions of the past commission. The community will probably lose most of social service money from the city.
James Chiselom: ESG preliminary appropriations have been received including an increase for Balance of State, $300,000 more. Some of the increase will be used to partially fund HEARTH. Grant agreements are in the mail but he hasn’t seen them yet. HPRP has spent 60% of its funding so we have access to the full funding of $8 million. KHRC is looking forward to getting it spent. Spending has been down for last couple of months.
JoAnne – NAMI-KS; no updates.
Randy passed around notices of funding for review.
Randy led the group in the reading of the vision and mission statements.
There are no March meeting minutes to approve. Diane will forward the rough draft to Joyce for completion. Minutes from all meetings can be found on the KSHC website under the “About” tab, labeled BoD meeting minutes. The April retreat minutes are still in process. These will be posted as the web as well.
Conflict of Interest Statements – Prospective board members have reviewed this document and have responded to Diane. This is an annual document. Board members who have signed the form within the past 12 months do not need to sign it again.
Executive Committee Report – There has been no formal meeting in the last 30 days so there is nothing to report. There has been discussion regarding a number of issues which will be addressed in this meeting – 1) audit (difficult to find auditor who specializes in non-profits). We should have bids in the next 2 to 3 week. The price relates to when the audit is done; 2) office space – there is a potential location which would allow us to have more space, have a couple of options, funding is the issue as we don’t want to take on additional costs at this time; 3) By-laws – they have been reviewed, revised, and approved by the Board and are available on the website.
Finance Report – The statement from the accountant is on the website. As of 5/5 there is $33,270.52 in the operating fund. The Board reviewed the financial statement of assets and liabilities and the proposed budget for 2011. Budget is the primary factor in Diane leaving as ED as there is currently only sufficient funding for a part time director and full time BoS Coordinator. Consideration is being given to applying for CSBG funding through KHRC. TheSummithas historically gone over budget. If SRS funds are cut for BoS tasks, the situation is worse. The Board is working on a strategy to go forward. The question of dues was discussed. The Board is looking at this as well as a higher registration for theSummit.
The issue of what the statewide coalition ought to be was discussed. Do we represent the entire State ofKansasor just areas not covered by another CoC? Melina shared the model of the domestic violence network. The evolution of the Coalition, initially fostered by members of existing CoC’s, was shared.
Moved to Executive Session.
Reconvened as general session – Board reported out new members chosen at theSummit– Peg McFadden, Margene Swarts, and Emily Wagner. All have signed conflict of interest statements and will begin their first term in July 2011.
The Board reviewed the pictorial representation of KSHC that was developed at the April Board strategic planning meeting. Going forward we must have a systematic response to homelessness. This is how we will comprehensively address the issue of homelessness. The website has become more effective. Jay Preston is bringing us into the social media forum, i.e. Facebook. Jay and Josh should meet soon to make plans for maintaining the website in Diane’s absence. Regional Coordinators will be ex-officio members of the Board. No decision was made as to whether new Board members who are currently Regional Coordinators could maintain that role or would need to give up the Regional Coordinator role. Action will be taken on this issue by the Board in July.
Concerns were expressed by the guests about the way changes in the CoC Exhibit 1 were made and communicated. The Board needs to clear up the role of the statewide homeless coalition, statewide effort to get people involved from all CoC’s. Christy expressed concerns for the solvency of the Coalition begging the question of whether the BoS need to withdraw from the Coalition go out on their own?
We need consensus that the KSHC is bigger than the Balance of State; board members must agree and we begin to market that. The action step to do that would be for all Board members to discuss and agree that the BoS CoC is one component of the Coalition as a whole. After this question is answered, this will guide the path of the Board in the future. How do we communicate this to the community. Some believe that the NOFA committee should direct the activities of the BoS Coordinator.
The following recommendations were made to guide the future of the Coalition, and prepare for the changes that maybe mandated through the HEARTH Act.
- Acknowledge the BoS is a vital component of the KSHC
- Make a conscience effort to develop a common message to disseminate to the full membership and the general public
- Develop a strategic plan guided by #1 and #2 to include a financial plan
Board members were asked to review the by-laws before the July meeting. If there are any changes needed, bring them to the meeting.
The Board needs to establish new Board orientation and set the date for a Board retreat sometime within the next 45 days.
Treasurer’s information was not submitted as changes are still being made for December. At the next meeting we will see reports for January through March. The Executive Committee is looking at changes to bookkeeping functions, i.e. where this occurs and evaluating the need for a new contract. The audit is currently overdue. An extension on the 990 has been requested and granted. The Finance Committee needs to meet soon.
ED’s report – Diane and LaTonia have been looking at free office space, but having little luck finding something suitable. Nothing has been decided yet. The Coalition is obligated to give 30 days’ notice to the current landlord where we are paying $200 per month for rent plus $300 for payroll and other office amenities. Bills for the summit are paid. A thank you will be sent to Nan at NAEH. Diane is finishing reports for KHRC and SRS (previous summit funding).
Summit 2012 – Options – Manhattan (northeast KS) where a new Hilton will be opening soon. Emily will work with the City to submit a bid. It was also suggested that the Summit be held in Southeast KS in 2012 or in the near future. Board members will solicit participation on the 2012 Summit Planning Committee.
Joyce, as Secretary, will be responsible for official business communication in the absence of an ED. It was recommended the Executive Committee meet in the next week to determine who will fulfill ED roles until a long range plan is developed.
Strategic Planning – The Executive Committee will develop a date for a Board retreat to continue this process and develop a plan for the next 3 to 5 years. Included will be orientation for new Board members.
The BoS NOFA Committee presented to the BoD their request to separate the Coalition and Balance of State activities. More clarification is needed of the process for the CoC. Who does LaTonia answer to? Who directs her work? Who develops P & P’s for the NOFA Committee? The Committee does not want to lose the coordinator position. They also feel there is a need for a full time ED. Emily offered to help with fund raising, having already identified 3 foundations. Next meeting Thursday, May 26, and every 4th Thursday when they meet, the BoS Committee will be looking at P & P’s. The definition of what we are referring to as stakeholders will be sent out. Luella acknowledged efforts made by the NOFA Committee.
Recruitment and Nominations Committee – This membership committee will look at the needs for new Board members. Diane will send out the grid identifying current members by area, areas of expertise, etc.
Fund Development – will be included in the strategic plan. This Board committee needs to be activated. Emily expressed an interest in serving on this committee
Advocacy and Legislative Concerns – JoAnne would like to be on this membership committee but does not feel she can share leadership of it. Shara has expressed an interest in the past and will be asked to be involved. We need to maintain connection to the BoD.
Old Business
KS Housing Policy Network – met last week with a presentation from the Farmer’s Market who talked about inclusion of Vision Card into the Farmer’s Market. The Trust Fund Committee is going to wait to see how budget cuts go before they decide whether to re-introduce the bill next session. It is unknown what impact the National Housing Trust Fund being funded will have in Kansas. Margene shared the history of the Kansas Housing Trust Fund including the money being spent in disaster areas. LaTonia will continue to attend these meetings.
Membership Report – tabled until the strategic planning process is completed.
KS PIT – The CoC Housing Inventory and PIT info for HIC is due May 31, 2011. No meeting has been set for the Kansas Point In Time Committee. The preliminary report is on the website. Wyandotte County has not approved their numbers; Johnson Co info collected over 3 days. Statewide info was extrapolated. The domestic violence coalition is interested to do a press release with PIT numbers.
During the April meeting BOD members discussed the progression of the Executive Committee membership. Of the current members Beth is scheduled to rotate off the board this June, Luella in January and Randy in June of 2012. Joyce is in her 1st year of her term on the executive committee.
New Business
NLIHC – it is dues time again. It costs $200 a year to be their state partner. We will discuss this at a future board meeting.
LaTonia is going to the NAEH conference in July and will bring back information for the group.
The election of officers will occur at the July Board meeting.
The meeting adjourned at 2:30 p.m.
Respectfully submitted by,
Joyce Schau, Secretary
Division of current Executive Director’s duties
- Randy will monitor and respond to voice and emails
- Randy will assist will bill paying and oversight of the Supportive Housing Funds
- Randy will work with LaTonia re. mail and day to day office operations
- Jay has volunteered to update and monitor the web page
- Joyce, as secretary, will be responsible for official communications
- Luella will assist with retreat planning and help to coordinate preparation for strategic planning
- The executive committee will continue to have oversight of the BOS coordinator position, Randy will assist with prioritization of duties, planning, etc. on an as needed basis.
