AGENDA AND NOTICE OF A PUBLIC MEETING OF THE LOS ANGELES HOMELESS SERVICES AUTHORITY COMMISSION. Friday, February 24, :00 a.m.

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1 I FAX I TTY AGENDA AND NOTICE OF A PUBLIC MEETING OF THE LOS ANGELES HOMELESS SERVICES AUTHORITY COMMISSION Friday, February 24, :00 a.m. Los Angeles Homeless Services Authority 811 Wilshire Boulevard, 5 th Floor Los Angeles, CA AGENDA NO. ITEM AND DESCRIPTION PRESENTER PAGE Call to Order/Roll Call/Establishment of Quorum Agenda Items - The public will have an opportunity to speak to any agenda item when the item is called and before action is taken. A Request to Speak Form must be submitted to the Secretary prior to the completion of the agenda item. The Chair will determine the order of speaking and unless the Chair grants more or less time, the speaker s limit is two (2) minutes on each agenda item, subject to the total 20- minute period. 1.0 Review and approve the minutes from the Commission Meeting held on Friday, January 27, Consent Calendar (Unless a Commissioner removes an item listed in this section or a Request to Speak form on the item is received by the Chair from a member of the public, this section will be voted upon without debate or presentations.) 2.1 Approve Ad Hoc Committee on Women and Homelessness recommendation to request that the County Research Agenda include a study on what women need to feel safe, build community and succeed in permanent housing. 2.2 Accept Ad Hoc Committee on Women and Homelessness approval of LAHSA s City and County budget requests with the addition of language that women should be a priority. 2.3 Authorize Executive Director to enter into grant agreements with the Department of Housing and Urban Development (HUD) pursuant to the 2016 Continuum of Care Notice of Funding Availability (NOFA) award as notified to LAHSA on December 20, Terms for these grant agreements will be for the period between February 1, 2017 and January 31, 2018 for funding allocated to LAHSA, the lead agency for the Los Angeles Continuum of Care, by HUD. In the event that funding period or amount allocated from HUD is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate.

2 LAHSA Commission Agenda Friday, February 24, Authorize Executive Director to enter into agreements with Continuum of Care sub-recipients, as listed in the attachment, subject to funding awarded to LAHSA on December 20, 2016 by the U.S. Department of Housing and Urban Development (HUD) pursuant to the 2016 Continuum of Care Notice of Funding Availability (NOFA). Terms for these sub-recipient agreements will be for the period between February 1, 2017 and January 31, In the event that funding period or amount allocated from HUD is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate. 2.5 Authorize Executive Director to enter into a sub-recipient agreement with the Inner City Law Center funded by Fraud Incentive (FI) funding from the County of Los Angeles Department of Public Social Services (DPSS). In the event that funding period or amount allocated from DPSS is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate. 2.6 Authorize the Executive Director to enter into an agreement to renew the line of credit with Wells Fargo, NA for an amount not to exceed $1 million. 3.0 Executive Director Report. Karla Barrow 4.0 Review and approve the Advocacy Policy. Jose Delgado 5.0 Nomination and approval of additional members for the Ad Hoc Committee on Women and Homelessness. Commissioner Greuel 6.0 Update on San Julian Drop In Center. Christin Doyle 7.0 Update on HMIS Migration. Josh Decell 8.0 Report on the Ad Hoc Committee on Women and Homelessness Meeting held on Monday, February 13, Report on the Programs & Evaluation Committee Meeting held on Thursday, February 16, Report on the Policy & Planning Committee Meeting held on Thursday, February 16, Report on the Special Finance, Contracts & Grants Management Committee Meeting held on Friday, February 17, Commissioner Greuel Commissioner Pearson Commissioner Adamson Commissioner Dusseault 12.0 Commissioner updates and agenda requests for future meetings. Commissioner Greuel 13.0 Public Participation Each Public Participant speaker is limited to three (3) minutes and may address any topic within the Commission s jurisdiction. A Request to Speak Form must be filled out and submitted to the Secretary prior to the beginning of Public Participation. Subject to the total 20-minute period, each Public Participation speaker is limited to three (3) minutes.

3 LAHSA Commission Agenda Friday, February 24, 2016 Adjournment Packets of materials on agenda items are available to the public during normal business hours at 811 Wilshire Boulevard, 6 th Floor, Los Angeles, CA For further information, you may call Upon request, sign language interpreters, materials in alternative formats and other accommodations are available to the public for LAHSA meetings. All requests for reasonable accommodations must be made at least three working days (72 Hours) in advance of the scheduled meeting date. For additional information, contact LAHSA at (213) or TTY (213)

4 Item 1.0 MINUTES OF THE LOS ANGELES HOMELESS SERVICES AUTHORITY COMMISSION Held January 27, 2017 The Los Angeles Homeless Services Authority Commission Meeting, held in the LAHSA office, located at 811 Wilshire Blvd, 5 th Floor, Los Angeles, California, was called to order at 9:18 a.m. by Commissioner Greuel. Attendance: LAHSA Commissioners Present: Wendy Greuel, Chair Noah Farkas, Vice Chair Larry Adamson Kelli Bernard Sarah Dusseault Mike Neely Booker Pearson LAHSA Commissioners Absent: Mitch Kamin Owen Newcomer Kelvin Sauls Attorneys Present: Aleen Langton, County Counsel LAHSA Staff: Peter Lynn, Executive Director Karla Barrow, Chief Operating Officer Eileen Bryson, Board Liaison Chris Callandrillo, Director of Programs Jose Delgado, Associate Director of Intergovernmental Affairs Stuart Jackson, Chief Financial Officer Clementina Verjan, Associate Director of Policy & Planning Call to Order/Roll Call/Establishment of Quorum Roll was called and quorum was established at 9:18 a.m. 1.1 Review and approve the minutes from the Commission Meeting held on Friday, December 16, Motion: Commissioner Adamson moved and Commissioner Bernard seconded approval of the minutes as presented. Public Speaker(s): There were no public speakers. Action: The motion passed unanimously. 1.2 Review and approve the minutes from the Special Commission Meeting held on Friday, December 16, Motion: Commissioner Adamson moved and Commissioner Bernard seconded approval of the minutes as presented. Public Speaker(s): There were no public speakers.

5 LAHSA Commission Minutes of January 27, 2017 Action: The motion passed unanimously. 2.0 Consent Calendar (Unless a Commissioner removes an item listed in this section or a Request to Speak form on the item is received by the Chair from a member of the public, this section will be voted upon without debate or presentations.) 2.1 Authorize Executive Director to extend the Vendor Agreement entered into with J.S. Egan Design, funded with City of Los Angeles (City) General Funds provided by the Housing and Community Investment Department of the City of Los Angeles (HCIDLA). In the event that funding period or amount allocated by HCIDLA to LAHSA is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into the agreement as deemed appropriate. 2.2 Authorize Executive Director to accept funding in the amount of one million one hundred thousand dollars ($1,100,000) from the County of Los Angeles (County) Chief Executive Office (CEO) to fund Moving Assistance for homeless veterans accessing VASH Program housing and services through the County. In the event that funding period or amount allocated from CEO is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate. 2.3 Approve quality evaluation results for the 2016 Crisis Housing and Supportive Services for Homeless General Relief (GR) Request for Proposals (RFP) and authorize Executive Director to enter into contracts with the recommended agencies. Motion: Commissioner Adamson moved and Commissioner Pearson seconded approval of the Consent Calendar. Public Speaker(s): There were no public speakers. Action: The motion passed unanimously. 3.0 Executive Director Report. Peter Lynn, Executive Director, gave the report: Commissioner Greuel thanked the Commissioners, Peter Lynn and the LAHSA staff for the hard work in completing the Homeless Count. Mr. Lynn noted that a greater number of volunteers registered this year than for any previous Count. Mr. Lynn updated the Commission on issues and events for LAHSA and the Los Angeles Continuum of Care, the City and County budget process, the upcoming Regional Homelessness Advisory Council meeting, and possible effects in the change in federal administration. Mr. Lynn recognized new hires, promotions, significant anniversaries and the employee of the month. Commissioner Farkas arrived at 9:30 am. Public Speaker(s): There were no public speakers. 4.0 Chief Operating Officer Report. Karla Barrow, Chief Operating Office, gave the report: Ms. Barrow updated the Commission on the status of the Conrad N. Hilton Foundation Grant, implementation of the City and County Homeless Initiative Strategies, the update of policy and procedure manuals, project management training, CES dashboards, new hires, additional office space, agency onboarding and workflow, and ADA training and compliance. Public Speaker(s): There were no public speakers. 5.0 Report on lessons learned: The Hollywood Top 14 Case Studies. Kerry Morrison gave the report:

6 LAHSA Commission Minutes of January 27, 2017 Ms. Morrison provided information about the Top 14 project addressing homelessness in Hollywood. The top 14 has grown into a top 30 list. Hollywood 4WRD will track these individuals indefinitely. She shared information on the challenges and rewards of assisting specific individuals in Hollywood. Commissioner Greuel requested that the slides be shared with the Commissioners. Public Speaker(s): There were no public speakers. 6.0 Review and approve resolution honoring the service of Miguel Santana, Chief Administrative Officer, City of Los Angeles and recommend for signing by Commission Chair and Executive Director. Jose Delgado, Associate Director of Intergovernmental Affairs, made the report: Mr. Delgado, Mr. Lynn and the Commissioners thanked Mr. Santana for his work and leadership in support of assisting the homeless as Chief Administrative Officer of the City of Los Angeles and wished him the best in his future endeavors. Motion: Commissioner Adamson moved and Commissioner Neely seconded approval of the resolution honoring the service of Miguel Santana, Chief Administrative Officer, City of Los Angeles and recommend for signing by Commission Chair and Executive Director. Public Speaker(s): There were no public speakers. Action: The motion passed unanimously. 7.0 Nominate and approve LAHSA Commission representative to the LA Continuum of Care Regional Homelessness Advisory Committee. Commissioner Greuel suggested the nomination of the Commission chair as the member and the Commission vice chair as the alternate representative to the Los Angeles Continuum of Care Regional Homelessness Advisory Committee. Mr. Lynn noted that the correct name of the group is the Advisory Council, not Committee. Commissioner Adamson observed that the nomination was for the chair position rather than the individual. After discussion it was decided that the representative would be the commission chair rather than a specific individual. Motion: Commissioner Dusseault moved and Commissioner Bernard seconded the nomination of the Commission chair as member and Commission vice chair as the alternate member to represent the LAHSA Commission on the LA Continuum of Care Regional Homelessness Advisory Council. Public Speaker(s): There were no public speakers. Action: The motion passed unanimously. 8.0 Presentation of LAHSA Budget Submission to the City of Los Angeles. Stuart Jackson, Controller, gave the report: Mr. Jackson provided an overview of the LAHSA budget submission and changes to the budgeting allocation method this year. There was discussion about the budget for services provided to women. Commissioner Dusseault also suggested that there might be more information provided that would make this into a sales document that might make approval easier. Mr. Jackson shared the timeframe for budget hearings and approval. Commissioner Greuel asked for areas in which the commission might assist with advocacy. Public Speaker(s): There were no public speakers. 9.0 Report on 2017 Greater Los Angeles Homeless Count. Clementina Verjan, Associate Director of Policy & Planning, gave the report: Ms. Verjan updated the Commission on 2017 Greater Los Angeles Homeless Count and thanked all those involved in its success. Over 7,800 volunteers registered to participate in the Count with the goal of covering all census tracts in the Continuum of Care, the greatest number of volunteers ever.

7 LAHSA Commission Minutes of January 27, 2017 The shelter count and institution count are being finalized, the Youth Count is starting today and the demographic survey volunteers are being trained. The deadline to submit the data to HUD is April 30. There was great praise for the training video. Public Speaker(s): There were no public speakers Discussion on weather related homeless issues. Peter Lynn, Executive Director, gave the report: Mr. Lynn updated the Commission on weather related issues. The agency addresses this through Winter Shelter and ERT. There has been about a 90% utilization rate, some places in the county have had over 100% occupancy. Curiously, the rate on rainy nights seems to be lower than on subsequent nights. Discussions have commenced with the City and County to extend the WSP past March 1. ERT have been conducting additional outreach efforts in the riverbeds and flood areas. Commissioner Farkas inquired if there had been any deaths due to the cold weather. Mr. Lynn will check with first responder partners. Commissioner Dusseault shared that there had been a few swift water rescues, but no weather related hypothermia deaths reported so far. Commissioner Dusseault asked for a facilities discussion possibly in June or July to plan for next year s program. Public Speaker(s): There were no public speakers Report on the Special Finance, Contracts & Grants Management Committee Meeting held on Friday, January 13, Commissioner Dusseault gave the report: Most of the items were on consent calendar or discussed previously. Commissioner Neely shared that there was an update on the contracting process. Public Speaker(s): There were no public speakers Report on the Ad Hoc Committee on Women and Homelessness Meeting held on Wednesday, January 18, Commissioner Greuel gave the report: Commissioner Greuel shared that there has been great participation and discussions have ensued around access to DV facilities and human trafficking. There was discussion about including another committee member with lived experience which will be added to a future agenda. Public Speaker(s): There were no public speakers 13.0 Report on the Programs & Evaluation Committee Meeting held on Thursday, January 19, Commissioner Pearson gave the report: Commissioner Pearson is encouraged by the presentations on serving homeless families, the Youth Count and the additional data being collected. Public Speaker(s): There were no public speakers Report on the Policy & Planning Committee Meeting held on Thursday, January 19, Commissioner Adamson gave the report: Three information items, including the Homeless Count and RHAC heard earlier, and no action items were heard. Public Speaker(s): There were no public speakers.

8 LAHSA Commission Minutes of January 27, Commissioner updates and agenda requests for future meetings. Commissioner Greuel thanked everyone for their hard work. Commissioner Neely shared that this will be his final meeting. He and Supervisor Ridley-Thomas have agreed that he will move on to another issue. He thanked the commission and staff for the support and all the work they have done. Commissioner Greuel thanked Commissioner Neely for all his work in his six years of service. Commissioner Pearson expressed his thanks for the mentorship. Commissioner Dusseault and Adamson expressed appreciation for Commissioner Neely s commitment and passion. Public Speaker(s): There were no public speakers Public Participation Public Speaker(s): There were no public speakers. Adjournment The meeting was adjourned at 11:48 a.m.

9 Item 2.3 ADMINISTRATIVE OFFICE 811 Wilshire Blvd, 6 th Floor Los Angeles, CA Ph: Fx: TTY: To: From: Finance, Contracts and Grants Management Committee Shalon Zeferjahn, Manager - Contracts Date: February 17, 2017 CC: Re: Peter Lynn, Executive Director Stuart Jackson, Chief Financial Officer Christopher Callandrillo, Director of Programs Daniel Fisher, Associate Director of Operations Programs Department Authorization for Executive Director to Enter into Grant Agreements With the U.S. Department of Housing and Urban Development ( HUD ) For the Period Between February 1, 2017 and January 31, 2018 as Listed in the Attachment. Staff Recommendation: Staff recommends that LAHSA s Commission authorize LAHSA s Executive Director to enter into grant agreements with the Department of Housing and Urban Development ( HUD ) pursuant to the 2016 Continuum of Care Notice of Funding Availability ( NOFA ) award as notified to LAHSA on December 20, Terms for these grant agreements will be for the period between February 1, 2017 and January 31, 2018 for funding allocated to LAHSA, the lead agency for the Los Angeles Continuum of Care, by HUD. Staff further recommends, in the event that funding period or amount allocated from HUD is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate by the Executive Director. Background: Each year, LAHSA submits an application for federal funding for County and City of Los Angeles Continuum of Care projects. As a result of the NOFA submission on September 12, 2016, LAHSA received, on December 20, 2016, award notifications from HUD that funding is available to pass through to subrecipients whose needed services benefit homeless populations in the County and City of Los Angeles. Justification: Staff has determined that the administrative dollars associated with this funding are adequate to cover costs associated with administering the funding. - A Joint Authority Created by the City and County of Los Angeles

10 Item 2.4 ADMINISTRATIVE OFFICE 811 Wilshire Blvd, 6 th Floor Los Angeles, CA Ph: Fx: TTY: To: From: Finance, Contracts and Grants Management Committee Shalon Zeferjahn, Manager - Contracts Date: February 17, 2017 CC: Re: Peter Lynn, Executive Director Stuart Jackson, Chief Financial Officer Christopher Callandrillo, Director of Programs Daniel Fisher, Associate Director of Operations Programs Department Authorization for Executive Director to Enter into Agreements with the Los Angeles Continuum of Care Sub-recipients For the Period Between February 1, 2017 and January 31, 2018 as Listed in the Attachment. Staff Recommendation: Staff recommends that LAHSA s Commission authorize LAHSA s Executive Director to enter into agreements with Continuum of Care sub-recipients, as listed in the attachment, subject to funding awarded to LAHSA on December 20, 2016 by the U.S. Department of Housing and Urban Development ( HUD ) pursuant to the 2016 Continuum of Care Notice of Funding Availability ( NOFA ). Terms for these sub-recipient agreements will be for the period between February 1, 2017 and January 31, Staff further recommends, in the event that funding period or amount allocated from HUD is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate by the Executive Director. Background: Each year, LAHSA submits an application for federal funding for County and City of Los Angeles Continuum of Care projects. As a result of the NOFA submission on September 12, 2016, LAHSA received, on December 20, 2016, award notifications from HUD that funding is available to pass through to subrecipients whose needed services benefit homeless populations in the County and City of Los Angeles. Justification: Staff has determined that the administrative dollars associated with this funding are adequate to cover costs associated with administering the funding. - A Joint Authority Created by the City and County of Los Angeles

11 Item 2.5 ADMINISTRATIVE OFFICE 811 Wilshire Blvd, 6 th Floor Los Angeles, CA Ph: Fx: TTY: To: From: Finance, Contracts and Grants Management Committee Shalon Zeferjahn, Manager - Contracts Date: February 17, 2017 CC: Re: Peter Lynn, Executive Director Stuart Jackson, Chief Financial Officer Christopher Callandrillo, Director of Programs Daniel Fisher, Associate Director of Operations Programs Department Authorization to Enter Into Sub-recipient Agreement with Inner City Law Center Funded by the County of Los Angeles Department of Public Social Services ( DPSS ) Fraud Incentive Funding. Staff Recommendation: Staff recommends that LAHSA s Commission authorize LAHSA s Executive Director to enter into a subrecipient agreement with the Inner City Law Center funded by Fraud Incentive ( FI ) funding from the County of Los Angeles Department of Public Social Services ( DPSS ). Staff further recommends, in the event that funding period or amount allocated from DPSS is reduced or not forthcoming, authorize the Executive Director to reduce terms of service, compensation, or not enter into sub-recipient agreements as deemed appropriate by the Executive Director. Background: LAHSA receives funding from the County to support the operation of a variety of homeless programs on behalf of the County Supervisors. On May 31, 2016, the LAHSA Commission authorized LAHSA s Executive Director to accept funding from DPSS to support programs providing assistance to families who are either homeless or at-risk of homelessness in securing and/or retaining permanent housing. Amendment Number Four to Contract Number HFSS between DPSS and LAHSA added funding for Legal Services for California Work Opportunity and Responsibility to Kids ( CalWORKS ) and Non- CalWORKS families who are imminently at-risk of losing their housing. Anticipated legal services to be funded include: preserving affordable housing and rent control, asserting special housing rights, preventing unlawful evictions and foreclosures, and fighting discrimination in Section 8 and other governmentsubsidized housing. On November 9, 2016 LAHSA released the 2016 Legal Services (Homeless Prevention) for Families RFI to obtain information from providers interested in and qualified to provide Legal Services to the eligible populations. Of the 4 agencies that responded to the RFI, only Inner City Law Center proposed service to all 8 SPAs. LAHSA recommends authorization to enter into the Agreement described in the table below. Contractor s Name Inner City Law Center Project Name Legal Services (Homeless Prevention) for Families Anticipated Contract Term Contract Amount Contract Number to $290, FDPSS17 - A Joint Authority Created by the City and County of Los Angeles

12 Justification: Entering into the Agreement described above will enable LAHSA to support Inner City Law Center in removing legal barriers to homelessness prevention. Staff has determined that the administrative dollars associated with this funding are adequate to cover costs associated with administering the funding. - A Joint Authority Created by the City and County of Los Angeles

13 Item 2.6 PROPOSAL TO CONTINUE BANKING RELATIONSHIP WITH WELLS FARGO 1

14 Agenda Current Situation Action Taken Comparison Benefits Line of Credit Details Recommendation 2

15 Current Situation Wells Fargo admitted to opening of million accounts without customers approval Wells Fargo sued and fined by the State by of California FCGM requested LAHSA to review banking relationship with Wells Fargo because of the scandal. $1M line of credit is up for renewal. 3

16 Actions Taken Tested the market for banking opportunities and services Communicated with 4 banks Wells Fargo, JP Morgan Chase, Bank of America and City National Bank Maintain LAHSA s need for $1M Line of Credit Compared banks ranking, services and fees 4

17 LOS ANGELES HOMELESS SERVICES AUTHORITY Line of Credit Comparison Requirements Wells Fargo Bank of America City National Bank JP Morgan Chase Type of Loan Unsecured Yes Yes Yes Yes Secured Yes Yes Yes Yes Time in Business 2-3 years 2 Years 2-3 Years 2 Years Collateral No No No No Checking Relationship Required No No No No BankRate Score Superior (5 Stars) Superior (5 Stars) Sound (4 stars) Sound (4 stars) Business Tax Returns Yes Yes 3 Years Yes Audited Financial Statements Yes Yes 2 Years Yes Interim Financial Statements Yes Year 2016 Yes A/P and A/R Aging Reports Yes Organization Paperwork Yes Yes Yes Yes Financial Ratios Debt services coverage ratio no less than 1.25 Debt to equity 3 to 1 Interest Rate Var. based on prime Var. based on prime Var. based on prime Var. based on prime Range Prime +.05% 4.75% % Prime +.05% - Prime + 2.5% 3.88% % Covenants Comply with certain Financial Ratios Yes Yes Yes Maintain a certain Liquidity Not to exceed a certain level of debt Yes Yes Yes Repay in full periodically Yes Annual Yes Fees Annual Fees $ % of Line $ Origination fees $ Amounts Business line of credit up to $100K up to $250K up to $500K Commercial line of credit more than $100K more than $250K more than $500K Line of Credit Terms 5

18 Benefits of Staying with Wells Fargo Low interest for the Line of Credit: Prime +.05% $1M Line of Credit: Better than other banks researched Take advantage of years of being a customer of the bank No disruption in our current operations 6

19 $1 million Revolving Line of Credit Details Secured by LAHSA real properties located on San Julian St. and Broadway Ave as collateral LAHSA shall provide Wells Fargo interim financial statements 45 days after the end of each quarter LAHSA shall maintain a zero balance for a minimum 30 consecutive days every 12 months LAHSA shall maintain a minimum $1.5 million in total Net Assets LAHSA shall provide Wells Fargo Annual Financial Statements 7

20 Recommendation LAHSA Staff recommends banking with Wells Fargo LAHSA staff recommends renewal of Line of Credit Wells Fargo 8

21 Item 4.0 Political Activity POLICY AND PLANNING Policies and Procedures Policy Owner: Publication date: Policy: The purpose of this policy is to define allowed and disallowed political activities for members of the LAHSA Commission and LAHSA employees. Lobbying and Advocacy What is Allowable: LAHSA may advocate on local, state, and federal legislative matters. Active support of a ballot measure can only occur during the public deliberation period prior to a measure being added to the ballot. This includes: Speaking on a proposed ballot measure at public meetings Publicizing LAHSA s position on a proposed ballot measure through press releases, formal resolutions, press interviews, and on social media Interacting with public officials regarding a proposed ballot measure Commissioners: LAHSA Commissioners may actively advocate on proposed ballot measures; local, state, and federal legislative proposals, on behalf of LAHSA in their official capacity as a LAHSA Commissioner in accordance with the agency s accepted position as approved by the LAHSA Commission. Commissioners should clearly articulate that they are speaking on their own behalf, or for other organizational affiliations when they are not speaking on behalf of LAHSA Commission positions regarding proposed measures. Staff: LAHSA staff may actively support proposed ballot measures, in addition to local, state, and federal legislative proposals, on behalf of LAHSA with approval from a Department Director or higher executive manager and in accordance with LAHSA s accepted position as approved by the LAHSA Commission. What is Not Allowable: Lobbying and Advocacy or other political activity on behalf of LAHSA is not allowed in the following situations: Supporting or opposing a ballot measure once it has been placed on the ballot Supporting or opposing a candidate for elected office HOA Political Activity 1

22 Individual/Non-Official Activities by LAHSA Commissioners and Staff What is Allowable: Making personal political contributions and participating in personal political activities on behalf of proposed or actual ballot measures or candidates as long as it is clear you are acting as an individual and not on behalf of LAHSA. What is Not Allowable at Any Time: Engaging in personal political activities during LAHSA work time, using LAHSA resources, or in any manner that suggests that you are speaking on behalf of LAHSA. HOA Political Activity 2

23 The San Julian Oasis Item 6.0

24 LAHSA seeks to renovate and reprogram the current Downtown Drop In Center to provide respite care to residents of Skid Row. They will have access to medical services & case management through a partnership with the LA County Department of Health Services. This new place of respite will be The Oasis.

25 Program and Facility Amenities Respite care for up to 40 individuals Gender separated sleeping areas Energy efficient, CalGreen facility Clinical exam space & nursing stations Connection to the Coordinated Entry System Peaceful, furnished outdoor courtyard Dedicated case managers Office, Admin and Conference space Assistance with Activities of Daily Living Community dining room with warming kitchen

26 Project Stakeholders Project Partner Role Responsibilities Funding Source LAHSA LA County Department of Health Services Owner / Co- Funder Co-Funder Retain architect Retain general contractor Service provider selection Contract monitoring Technical assistance FY2016 LAHSA Admin/Professional Services funds, not to exceed $250,000 Full value of hard Construction costs, soft costs, and contingencies Egan Simon Architects Architect Manage full design process Administer construction phase LAHSA (see above) TBD General Contractor Permitting, construction, and management of subcontractors LA County DHS TBD Service Provider / Operator Hire staff and operate facility On-site supportive services Assistance with activities of Daily Living (ADL s) Annual operating expenses, as funded through DHS Whole Person Care grants and LAHSA (City GF +ESG)

27 Preliminary Project Timeline Program & Facility Design Phase (6 Months) Architect to prepare drawings DHS and LAHSA to sign MOU DHS to procure program operations Construction Phase (6 Months) Work expected to launch in Summer 2017, with completion in early 2018 Program Launch Phase (1-2 months) Contracted provider to begin operations in early 2018

28 Questions?

29 Item 7.0 DATE: February 24, 2017 TO: FROM: CC: SUBJECT: LAHSA Commission Pada Lee, Project Manager; Josh Decell, Associate Director, Data Integration Peter Lynn, Executive Director; Chris Callandrillo, Director of Programs Monthly Update on Homeless Management Information System (HMIS) Migration Purpose This progress report provides a status update for the Homeless Management Information System (HMIS) Migration Project that the Los Angeles Homeless Services Authority (LAHSA) is overseeing on behalf of the Los Angeles (LA), Glendale and Pasadena Continuums of Care (CoCs). The details of this monthly report are summarized below in five broad categories: Overall Project Updates HMIS Governance and Community Input: Items relating to engagement, input, and feedback from the service provider community, governing bodies, and other system partners, as well as general status updates. Data Migration: Items relating to data analysis, data cleanup, data conversions, and system configuration to ensure data is migrated completely and accurately and users find the system easy to use and reflective of programmatic workflows. HMIS Reports: Items relating to re-building custom reports in the new system and re-mapping dashboard linkages that are currently aligned with Adsystech HMIS and its data structures. User Training: Items relating to revision of training materials, as well as scheduling and logistics to train all users in the new software. Background In May 2016, LAHSA released a Request for Proposals (RFP) to solicit applicants to serve as the LA CoC HMIS software provider. In September 2016, following a community-driven scoring and evaluation process, the LAHSA Commission approved the community recommendation to contract with BitFocus to use their product, Clarity Human Services, as the LA CoC HMIS. Subsequent to that decision, the Glendale and Pasadena CoCs approved decisions to move with LAHSA to the same HMIS software provider. The resulting HMIS Migration Project encompasses the LA community s efforts to create the most effective data collection and reporting system for the community of homeless assistance service providers. This current month s updates are detailed in the charts that follow. 1

30 Project Updates as of 02/24/2017 Overall Project Updates Project Plan Finalized LAHSA leadership reviewed and approved of the project plan for HMIS migration on 1/30/2017, and the HMIS team is currently in the preparation phase for data migration, as noted in the project timeline (see attachment). Targeted Launch Date LAHSA is targeting to go-live with Clarity by 5/15/2017, with user trainings beginning by 5/1/2017. Working with the Glendale and Pasadena CoC HMIS Leads The three CoC HMIS Leads are meeting regularly to jointly configure Clarity and to create standardization in settings, policies, and processes that affect all users of new Clarity platform across the three Continuums of Care. HMIS Governance and Community Input (Status: On Schedule) Workflow Demonstration with the Community (On Schedule) Clarity Training Options (On Schedule) Training Course Names and Numbers (On Schedule) LAHSA, with assistance from United Way, will convene a demonstration of the proposed user-end workflow within Clarity in March. There will be several different options for re-training our community on Clarity. LAHSA send out a survey to assess the demand for various training options (Instructor-led (on-site and offsite) vs. self-guided, online learning) to plan training schedules and logistics. LAHSA survey user groups to collect insight on how to group and name training courses to ensure users understand which trainings are most applicable to different roles within their organization. LAHSA will re-brand Clarity Training Course Names and Numbers to reduce confusion and help create training curriculums that make sense for each user. 2

31 Program Eligibility Information (On Schedule) Determining Varying Levels of Access (On Schedule) Gather input regarding frequency of data collection (On Schedule) LAHSA is assessing how to integrate of program eligibility criteria. LAHSA will be sending out surveys to collect information on eligibility criteria during the next month. Since different user roles will require different level of access, LAHSA will be proposing and collecting feedback on distinctions in levels of access for users from read-only to basic navigation to agency-level admins during the next month. With Clarity, clients existing assessment and survey responses can carry over across enrollments automatically. LAHSA will be surveying the community for input on the optimal length of time the responses should carry over before the information is considered outdated. Data Migration (Status: On Schedule) Data Elements Analysis and Cleanup (On Schedule / Delayed) LAHSA HMIS delivered all standard HUD data to Bitfocus on the target date, 2/6/17. LAHSA HMIS and System Integration Teams reviewed the list of Custom Data Elements in the current Adsystech HMIS to assess which data are currently in use for inclusion in the migration. The list was reduced from over 1,000 data elements to about 700, and the data were delivered to Bitfocus on 2/21/17 (originally targeted for 2/10). Adequate time is planned for review in March to mitigate the delay of this item. Initial Workflow Designed (On Schedule) Over the next month, LAHSA will work with Bitfocus to analyze the data, and create a data migration map. Through this effort, the project team will establish a cut-off date for Adsystech HMIS and the corresponding blackout time between systems. LAHSA HMIS Team created a user-end workflow in Clarity that aligns with how clients actually move through our CES across populations. 3

32 The project team will schedule meetings with System Team and community members over the coming month to gather feedback on the proposed workflows. The team has also met with various LAHSA units to ensure internal processes are supported throughout the migration to Clarity. HMIS Reports (Status: On Schedule) Reports Prioritized for Re-development in Clarity (On Schedule) Existing Clarity Standard Reports and Ad-hoc Reporting (On Schedule) Dashboard Linkages being reviewed for Redevelopment in Clarity (On Schedule) LAHSA HMIS Team has identified and prioritized the most-used and mission-critical custom reports in the current HMIS for re-development in Clarity. Highest priority has been given to compliance and CES reports to ensure that both LAHSA and our community continue to meet contractual obligations and the immediate needs of persons experiencing homelessness. LAHSA has projected at least one (1) admin-level user per organization who will have access to ad-hoc reporting, which is easier to use for in-depth analysis and complements the pre-packaged Clarity reports and custom reports LAHSA is re-developing. LAHSA has identified methods for re-creating linkages to all public facing dashboards to ensure there is minimal downtime for those community tools. User Training (Status: On Schedule) HMIS Trainings Prioritized for Re- LAHSA HMIS Team has identified and prioritized the training courses for re-development in Clarity. 4

33 development in Clarity (On Schedule) The trainings merge several redundant courses to reduce confusion and to help users better understand which trainings to attend for their needs. Streamline Access to Training Website (On Schedule) LAHSA is working on merging the training website login credentials with the main LAHSA site (MyOrg) to reduce the confusion that comes with managing multiple user accounts and passwords. The site is projected to be online with the final training schedules in April. All active training site login credentials that match will be migrated over and others will be contacted to create a login in the LAHSA main site. Please contact Pada Lee at plee@lahsa.org for any further information. Attachments HMIS Migration Monthly Update (Presentation) 5

34 Item 7.1 HMIS Migration Monthly Update February 2017

35 Project Overview

36 Restating the Project Objectives Establish a strong feedback loop with internal and external stakeholders to configure our HMIS Thoroughly and accurately migrate current and historical client and program data from Adsystech HMIS to BitFocus Clarity Implement a CES workflow to align and enhance our system and conform to the policies and processes of our community Comprehensively retrain all current HMIS users in the LA CoC on the new HMIS application Update reports and dashboard linkages to align with the new data structure

37 Project Timeline 2/10 1/13 Project Kickoff Call with BitFocus Project Start 1/23-1/27 Completed Project Plan Identify communication channels and groups All data elements sent to BitFocus for review Prioritized list for training/ report revisions 2/13-4/28 Revise training materials Revise data reports Mid-March - 4/28 Program Setup Access Roles Setup 5/15 LAUNCH! 1/17-1/20 System Administr ators trained 2/3-2/10 Initial System Workflow designed for feedback 2/10-3/31 Data Cleanup for active programs and client data Mid-March Finalized System/CES Workflows Proposed Adsystech HMIS Training Cut Off Train-the-Trainer with BitFocus 5/1 Live Demo to Communi ty Training for all communi ty users begins

38 Monthly Report Overall HMIS Migration Status: On Schedule

39 The community has many opportunities for input Sneak Peek of Clarity Come to the sneak peek event at United Way for a preview of what it looks like and tell us what you think! Date TBD, in March Three (3) Training Options Available: Surveying current user to assess preferred modes of training: Online Interactive Video (with assessments incorporated) At-your-pace Online, so no need to go anywhere In-class at LAHSA Instructor-led In-person and hands-on but limited in space (30 persons/day) At off-site locations Instructor-led In-person and level of hands-on experience depends on computer availability

40 The community has many opportunities for input HMIS Course Catalog Re-branding our trainings in Clarity to help create curriculums that make sense and reduce confusion Surveys will be done at various groups to gain insight on the best/preferred naming and numbering scheme Program Eligibility Information Collecting eligibility criteria for various programs to prepare program set-ups Each organization will be asked in the coming month to provide the eligibility criteria of their programs to be implemented into Clarity to make best use of the built-in eligibility determination engine Access Levels LAHSA will be proposing the tiers of user access levels based on existing standards, and we will gathering feedback on the organizational needs for new and expanded features in Clarity Frequency of Data Collection Clarity carries over assessment responses across enrollments into programs. We are working with CES leads and matchers to assess an appropriate length of time before reassessment is needed. LAHSA will be sending surveys to the community for input on the appropriate length of time.

41 Progress during this month Data Migration and Configuration Data Analysis HUD Data Elements sent to BitFocus for analysis on 2/6 Custom Data Elements reviewed to assess if it is currently in use and must be migrated Custom Data Elements sent to BitFocus for analysis on 2/21 System Workflow Initial workflow has been created and is currently under review by project team LAHSA will be meeting with user groups and the community to gather feedback on the proposed flow

42 Progress during this month HMIS Reports Reports Prioritized Identificaiton of the most-used and important custom reports in current Adsystech HMIS for redevelopment Those reports were prioritized based on impact, with compliance and CES reports being the highest priority to ensure our community can immediately make use of the data in Clarity Ad-hoc Reporting Access LAHSA projects approximately one (1) admin-level person per organization who will have access to the ad-hoc reporting features to complement the custom reports that will be redeveloped Dashboard Linkages Reviewed LAHSA has identified methods to re-create linkages to all existing public-facing dashboards to ensure minimal downtime for those tools for our community

43 Progress during this month User Training Training Courses Prioritized The training team has identified the most-used and important trainings for the current Adsystech HMIS for re-development in Clarity Some redundant courses will be merged and streamlined to reduce confusion and to create a simpler curriculum for each person s needs Training Website Merging LAHSA is working on merging the training website and the main LAHSA website to create a seamless experience for our community. The unified login credentials will allow access to all the web applications in MyOrg and the training course registrations and tracking The merged site is due to be online with the final training schedules in April. All active training site login credentials will be matched and migrated over to the main site for the most seamless user experience

44 Action Items for the month ahead Data Finalize CES and general workflows in Clarity Finalize date for Adsystech HMIS Cutoff Data Cleanup through internal analysis and with community assistance Reporting Finalize Access Roles and Levels Analyze Clarity s data structure to: Re-create report requirement documents for prioritized compliance and CES reports Re-create infrastructures for dashboard linkages Training Establish training formats and structure Review training site active login and HMIS active users for unifying login credentials

45 Questions?