3/7/17 Agenda

 Coalition Planning Group

Thai Orchid, 285 Liberty St NE, Salem, noon to 12:50
Participants: Brent, Erin, Jimmy, Michael, Sarah, Stephen

1. Welcome and introductions/Sarah
2. Affirm commitment to remain involved until can't or no longer interested
3. Approve or amend agenda/Sarah 
4. Set regular meeting time, place and frequency if possible/Sarah 
5. Approve a tentative plan of work/Sarah (see suggestion below) 
6. Approve a tentative timeline
7. Report on progress of coordinated entry initiative/Jimmy 

Possible Plan of Work

Where We Are
In 2017, acting on a growing consensus in the community of advocates and providers for the homeless that continuing membership in the Rural Oregon Continuum of Care (ROCC) (aka Oregon Balance of State CoC) was not optimal, a small group of locals have begun the process of planning to recreate a local CoC consisting of Marion and Polk County providers and advocates.  

Where We Hope to Be
The hope is that this planning group will, through one-on-one outreach about the relationship with ROCC, and collaboration on the implementation of a coordinated entry and prioritization system in Marion and Polk Counties, gradually expand into a Marion-Polk Coalition of Service Providers for the Homeless (Coalition), directed by an interim Steering Committee, capable of assuming the role of a local CoC, i.e., the strategic planning body responsible for coordinating homeless housing and services in the 2-county area.  

It's also hoped that the planning group will facilitate the work of the interim Steering Committee by assessing the current status of the Marion-Polk CoC using the 2016 scoring criteria to determine its strengths and weaknesses, and by approving preliminary drafts of a charter, bylaws, standards, review and ranking criteria, and coordinated entry agreement.  

If all goes well, the Coalition will ask Salem, Keizer and Marion and Polk Counties to consent to the following, beginning with Salem and Polk County:

1. That Salem, Keizer and Marion and Polk Counties be allowed to register as a local CoC, separate and apart from ROCC;
2. That the Coalition should be identified as the local CoC;
3. That the Salem Housing Authority or other appropriate government department (not MWVCAA and not OHCS) should be identified as the HMIS lead, lead agency and collaborative applicant for purposes of seeking funding from the US Department of Housing and Urban Development's Continuum of Care Program; and
4. To commit to gap funding for staff and HMIS licensing and training assistance support.

Once Salem and Polk County are prepared to move ahead, it's expected agreement will have been reached as to the appropriate department to staff the CoC.  Having a demonstrably functioning Coalition in existence at the time we approach the government entities will be key to gaining their consent to move forward.

The planning group will be needed to monitor progress until the interim Steering Committee is fully functional, perhaps even through the staff recruitment and hiring process (year's end). 

Possible Transition Timeline

July 1 2019 begin Coalition projects that were awarded grants in 2018 <----gap should close
 
Jun 2019 end ROCC FY 2017 projects
 
Aug/Sep 2018 file Coalition's consolidated application
 
July/Aug 2018 deadline to submit project applications, review/rank process 
 
July 1 2018 begin ROCC projects awarded grants in 2017  <----gap in HMIS funding opens (?)

Jun/July 2018 look for FY 2018 CoC NOFA, end ROCC FY 2016 projects
 
Mar/Apr 2018 look for FY 2018 CoC Registration Notice, register M/P CoC
 
Jan/Feb 2018 look for 2017 CoC funding announcement  <----gap in staff funding opens (?)
 
Dec/Jan 2017 recruit and hire staff beginning Jan 1 to prep contracts and registration, etc.

Aug/Sep 2017 ROCC's consolidated application submitted; submit courtesy leave notice to ROCC 

July/Aug 2017 all ROCC regions submit applications, review/rank
 
July 1 2017 begin ROCC projects awarded grants in 2016 
 
Jun/July 2017 FY 2017 CoC NOFA

Apr/May 2017 planning group to Salem CC and Polk County BOC with plan
 
Mar/Apr 2017 FY 2017 CoC Registration Notice (difficult, but not impossible)
 
Jan-Mar 2017 determine community support for remaining in ROCC