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Home My WebLink About20202386.tiffRESOLUTION RE APPROVE MEMBERSHIP AGREEMENT FOR HOMELESSNESS PREVENTION AND AUTHORIZE CHAIR TO SIGN - NORTHERN COLORADO CONTINUUM OF CARE WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Membership Agreement for Homelessness Prevention between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and Northern Colorado Continuum of Care, commencing upon full execution of signatures, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Membership Agreement for Homelessness Prevention between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and Northern Colorado Continuum of Care, be, and hereby is, approved BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 5th day of August, A D , 2020 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST dstilao W, et,_ Weld County Clerk to the Board BY Deputy Clerk to the Boar APPRO'ED AS Coun•'%Attorney Date of signature 0S/O-42_O 1YG-R4-3,eg- Mike Freeman, Chair Stev Moreno., Pro -Tern t K James Kevin D Ross /k4, -/e.4-- rlSD 0g/r4/On 2020-2386 HR0092 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: July 21, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Membership Agreement Between the Northern Colorado Continuum of Care (NoCO CoC) and Weld County Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Membership Agreement Between the Northern Colorado Continuum of Care (NoCO CoC) and Weld County. This Membership Agreement designates a representative to participate in general membership and committee meetings, vote on behalf of the Department, or send a proxy. The Department has selected Karin Crandall, Outreach Manger, Family Resource Division, as its representative. The NoCO CoC, is a regional coalition whose purpose is to prevent and end homelessness in Larimer and Weld Counties. The NoCO CoC provides the infrastructure to create community -level change through evidence - informed strategies that focus on swiftly and permanently resolving homelessness for all. I do not recommend a Work Session. I recommend approval of this Membership Agreement and approve the Director to sign. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro -Tern Kevin Ross Approve Schedule Recommendation Work Session mr Other/Comments: out itcrt Pass -Around Memorandum; July 21, 2020 — CMS 3921 2020-2386 ©8/O13 kiga©GT2 Northern Colorado Cen.t&Ak un, o6 Membership Agreement We, the Membership of the Northern Colorado Continuum of Care (NoCO CoC), agree to operate as a voluntary, regional coalition to prevent and end homelessness in Larimer and Weld Counties. The NoCO CoC will provide the infrastructure to create community -level change through evidence -informed strategies that focus on swiftly and permanently resolving homelessness for all. Vision: The vision of the NoCO CoC is to ensure homelessness in Northern Colorado will be rare, short-lived, and non -recurring using best practices. Participation: As much as possible, the Northern Colorado Continuum of Care will have participation from the following entities: • Nonprofit homeless service providers • Domestic violence victim service providers • Faith -based organizations • State government • County government • City government • Community Leaders • Public housing authorities • Affordable housing developers • Organizations that serve homeless and formerly homeless veterans Options for participation are as follows: • ESG recipient agencies • CoC recipient agencies • Funders • Law Enforcement • Landlord (associations) • Hospitals • Universities • Mental Health Agencies • School Districts (McKinney Vento Programming/Homeless Education Liaisons) • Youth service providers • Voting Members: Entities or individuals who have an interest or affiliation with Northern Colorado communities and/or organizations, and who are dedicated to addressing homelessness in the region. Updated March 2020 o2OD2t Stakeholders: Stakeholders are those individuals and agencies wanting to be informed of the work of the NoCO CoC, but not participate as Voting Members or who work for an agency that already has another colleague serving as a Voting Member. *Please note, Voting Members and Stakeholders are referred to as the general membership Committees: Specific committees will be established as needed to fulfill the expectations and requirements of the CoC process, as well as make progress towards locally established goals. ® Governing Board Members: The Governing Board is responsible for providing guidance and oversight of the work of the Continuum and is the primary decision making body for the NoCO CoC. Structure l:Y '. t, A': tftn tezttG.t.rdta.'2 TfitHP.3SdCJ4°4flYu'' SM9`r.. fstPS. `y}` A.e.. ?"n�C3Y3n47�TA.+'7%3GCNit atr-cedcIXYCti¢d'dona-td4tab`rztzrAz1Zin YaltatiOt. M talb AbbalthtekeSagi47lniR?MXdkR,YF,"1'n% }v}Gi'tVPM5A14. .`u:,.�7..,>.�'. Dat H M IS COM m ttee Voting /embers: Membership is open to any individual or agency choosing to be regularly involved in the NoCO CoCs work, Voting Members may join the NoCO CoC at any time, and will be required to renew their membership every two years. There is no minimum or maximum number of Members for the NoCO CoC. There are no term limits for Voting Members. At a minimunny members commit to regularly participating in general membership meetings, as scheduled, and/or committee meetings (frequency determined by each committee). Major decisions impacting the CoC will be taken to the general membership for discussion. Recommendations made by the Updated March 2020 general membership will be confirmed and finalized by the Governing Board. All Voting Members must commit to attending at least 2/3 of all NoCO CoC Membership meetings, and are encouraged, although not required, to participate in a committee of the NoCO CoC. Stakeholders: All individuals and agencies requesting to be on the NoCO CoC email list comprise the stakeholder group. Stakeholders are invited to all general membership meetings of the NoCO CoC but are not permitted to vote, if a vote is requested of the membership (e.g. annual voting for Governing Board members). Committees: Much of the work of the NoCO CoC will occur in committee meetings. Decisions or recommendations made by committees will be confirmed and finalized by the Governing Board. Some committees may be ad -hoc and/or may be seasonal while others may meet several times per month. Frequency of meetings is determined by committee members to meet the objectives and needs of the committee. All voting members or stakeholders will be eligible to participate on NoCO CoC committees and a call for interested CoC members to serve on committees will be made at general membership meetings and/or through the NoCO CoC list -serve. Committees in which general members may participate are, but not limited to: • CAHPS Steering Committee • Data and Performance Committee • Statewide HMIS Collaborative Board • NOFA Committee • Project Rating and Ranking Committee • Communications and Membership Committee • Funding and Fundraising Committee • PIT/HIC Committee Governing Board: The Northern Colorado CoC Governing Board acts on behalf of the membership of the NoCO CoC. The Governing Board will formally approve any decisions recommended by the membership (voting members and stakeholders) or committees as well as be responsible for ensuring the CoC is compliant with requirements of HUD and the CoC process. All voting members or stakeholders will be eligible to participate on the NoCO CoC Governing Board and a call for interested candidates to serve on the Governing Board will be made at the general membership meetings and/or through the NoCO CoC list -serve. The Governing Board will be members voted on by the full membership. Chairs: Two Co -Chair positions will provide leadership and guidance to the NoCO CoC, including the Governing Board and General Membership. One Co -Chair is to be based primarily in Larimer County, and one Co -Chair is to be based primarily in Weld County. Chairs are responsible for planning and facilitating NoCO CoC meetings and Updated March 2020 ensuring the strategic direction for the region, as specified by the Membership, is implemented. Co -Chairs serve an initial term of two years. Co -Chairs may serve up to three consecutive terms CoC Decision -Making Processes: Decision -making authority for the NoCO CoC rests with the Governing Board, with three exceptions. First, the Voting Membership is responsible for appointing Board Members and Board Co-chairs. Second, with a recommendation from the Governing Board, the Voting Membership is responsible for voting on and confirming a Collaborative Applicant. Third, with a recommendation from the Governing Board, the Voting Membership is responsible for voting on and confirming an HMIS Lead. Outside of the above stated exceptions, the Governing Board is ultimately responsible for approving or finalizing any decisions of the NoCO CoC. Note: More details regarding the membership, participation, and decision making processes are outlined in the Northern Colorado Continuum of Care Governance Charter. Northern Colorado Continuum of Care Membership Agreement for: Weld County Department of Human Services (Agency/Individual Name) As a Member for the Northern Colorado Continuum of Care (NoCO CoC), Weld County Department of Human Services (name of agency) agrees to designate a representative to regularly participate in general membership meetings, and/or committee meetings. General members are chosen to serve the work of the Continuum of Care on behalf of the agency they work for (if applicable), knowing that each agency's board of directors and/or city council is the legal decision making entity for their organization. Name person serving as representative to the NoCO CoC Membership, responsible for attending meetings and voting on behalf of the agency or sending a proxy: Karin Crandall Updated March 2020 Committee participation: Please place an "X" next to those committees in which your agency is interested in or is currently participating. Place the name of the person/people interested or currently participating in the committee on the line next to or underneath the committee name. CAHPS Steering Committee ❑ Interested ❑ Active ✓ CAHPS Case Conference Team(s); specify: 3 Adults ® Veterans 0 Families S Youth Karin Crandall nlnterested n Active Data & Performance Committee nlnterested n Active NOFA Committee nlnterested nActive Project Rating & Ranking Committee nInterested ❑Active Communications & Membership Committee nInterested ❑Active Funding & Fundraising Committee nInterested nActive PIT/HIC Committee nInterested Active I am unable to participate in a committee Updated March 2020 By signing this membership agreement, I/we agree to participate in the Northern rado Continuum of Care in the ways specified on this form. J. ie Ulrich, Director Weld County Department of Human Services Signature Printed Name Agency Name I 22 2fl Date Questions regarding this membership agreement and your participation in the Northern Colorado Continuum of Care can be directed to Melanie Woolman (mfalvo@unitedway-weld.org) or Kelli Pryor (kpryor@crossroadssafehouse.org). Updated March 2020 Membership Agreement for Homelessness Prevention — Northern Colorado Continuum of Care (NoCO CoC) ATTEST: G •-C,ldo;e,�.)ddrititA) I- to the Board BY: Ai( L��/�_,.� �in�►, Deputy Cle ! o t e BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Mike Freeman, Chair AUG 0 5 2020 o.0 ��Jd� Northern Colorado nocococ.org JUOW Le h• COe0k 40 CO C Levels of Engagement Highly Engaged Agency This agency has the highest level of engagement with the Northern Colorado CoC. In addition to being a Voting Member at the general membership meetings, they have staff members that sit on multiple committees and/or the Governing Board. They contribute financially to the CoC. Agency in Good Standing This agency is actively engaged with the Northern Colorado CoC. They have signed a NoCO CoC Membership Agreement and have identified an agency individual to serve as a Voting Member who regular attends general membership meetings. They also have agency participation in some committee work including, but not limited to, weekly CAHPS Case Conferencing calls. General Member Agency This agency is moderately engaged with the Northern Colorado CoC. They have signed a NoCO CoC Membership Agreement and have identified an agency individual to serve as a Voting Member who attends general membership meetings. They do not participate in committee work. Stakeholder This agency or individual has not yet become a formal member of the Northern Colorado CoC. They have an interest in the work of addressing homelessness but may or may not attend the general membership bi-monthly meetings and do not participate in any committee work. They stay apprised of the work by accessing the NoCO CoC website, and receiving e -blast updates. Northern Colorado Continuum of Care Governance Charter December 2019 Originally Approved on: July 3, 2018 p. 1 December 2019 - Version 4 Table of Contents Mission/Purpose Statement 3 Structure and Composition of the Northern Colorado Continuum of Care 3 Establishment of a NoCO CoC Governing Board 4 Composition of the Governing Board and Membership 4 CoC Decision -Making Processes 6 Conflict of Interest 7 Duties of the Governing Board 7 Collaborative Applicant 8 HMIS Lead 10 HMIS Statewide Collaborative 13 Committee Structure 14 Process for Reviewing and Amending the Governance Charter 14 Appendices CAHPS Steering Committee A (TBD) Data & Performance Committee B (TBD) NOFA Committee C (TBD) Project Rating & Ranking Committee D (TBD) Communications & Membership Committee E (TBD) Funding & Fundraising Committee F (TBD) PIT/HIC Committee G p. 2 December 2019 - Version 4 Introduction The Northern Colorado Continuum of Care (NoCO CoC) is a planning body for Larimer and Weld Counties, Colorado that coordinates the community's policies, strategies, and activities for preventing and ending homelessness. The NoCO CoC is covered by three Consolidated Planning jurisdictions: The cities of Fort Collins, Loveland, and Greeley. Vision Statement The vision of the NoCO CoC is to ensure homelessness in Northern Colorado will be rare, short-lived, and non -recurring using best practices. Structure and Composition of the Northern Colorado Continuum of Care In 2018, the Voting Membership of the NoCO CoC voted to pursue the formation of a Continuum of Care. This Governance Charter captures the structure needed to comply with expectations from the US Department of Housing and Urban Development (HUD) for Continua of Care, as outlined in 24 CFR Part 578 (CoC Program Interim Rule) and other supporting documents. The following chart is a visual depiction of the governing structure for the NoCO CoC. t:la'c rx'l.'.�w`,kY.iatX--,curieasarasxr.::wrw.wWaIMCAWA=4Y' T,i3xd Ste"`# taWA *t0hleAtnnanvnietPWARIrm em•,asisee':s:'re3iTM. rerXs:3samMCJ:D c:rC4AtWaMI•1 OcaCS9W3 s3:5s t:CdCdsaSV'O:rc Vlk%aawmKeFDit/1 s cIS.VC9$ lafe:..�w[uG 9MZcr.cvarw:wn+mewciei:9Ar.,MY�AWWf.Sr�'rr'""ry. Comm Y i to L ter._... Membership r � err and Stakeholders Governing Board: The Northern Colorado CoC Governing Board acts on behalf of the membership of the NoCO CoC. The Governing Board will formally approve any decisions recommended by the membership (voting members and stakeholders) or committees as well as be responsible for ensuring the CoC is compliant with requirements of HUD and the CoC process. Governing Board members are voted on by the full membership. Committees: Vuch of the work of the NoCO CoC will occur in committee meetings. Specific committees will be established as needed to fulfill the expectations and requirements of the P. 3 December 2019 - Version 4 CoC process, as well as make progress towards locally established goals. Decisions or recommendations made by committees will be confirmed and finalized by the Governing Board. Descriptions of the responsibilities and duties of permanent committees of the NoCO CoC will are included in the "Committee" section of this Governance Charter. Voting Members: Membership is open to any individual or agency choosing to be regularly involved in the NoCO CoC's work. Voting Members are expected to be those entities or individuals who have an interest in or affiliation with Northern Colorado communities and/or organizations, and who are dedicated to addressing homelessness in the region. Voting Members may join the NoCO CoC at any time, and will be required to renew their membership every two years. There is no minimum or maximum number of Members for the NoCO CoC. There are no term limits for Voting Members. At a minimum, members commit to regularly participating in general membership meetings, as scheduled, and/or committee meetings (frequency determined by each committee). Major decisions impacting the CoC will be taken to the general membership for discussion. Recommendations made by the general membership will be confirmed and finalized by the Governing Board. With the establishment of a Governing Board, the general membership meetings will shift to focus more on programs and trainings, with only brief updates related to committees or Governing Board work presented. Stakeholders: Stakeholders are those individuals and agencies wanting to be informed of the work of the NoCO CoC, but not participate as Voting Members. All individuals and agencies requesting to be on the NoCO CoC email list comprise the stakeholder group. Stakeholders are invited to all general membership meetings of the NoCO CoC but are not permitted to vote, if a vote is requested of the membership (e.g. annual voting for Governing Board members). Please note, Voting Members and Stakeholders are referred to as the general membership Establishment of a NoCO CoC Governing Board In 2017, the NoCO CoC established a membership structure that enabled interested entities to better identify and commit to a level of participation in the NoCO CoC that worked for them. These individuals and organizations are always welcome to attend meetings and events of the NoCO CoC and stay updated on happenings through regular emails. Composition of the Governing Board and Membership The NoCO CoC Governinc Board ("Board") will be composed of no fewer than 7 and no more than 15 members who serve on a volunteer basis. The board will not be incorporated as a 501(c)(3) non-profit organization, and will not be a legal entity. Paid employees of the NoCO CoC are not eligible to serve on the Board, but rather will support the board in accomplishing the mission and vision of the NoCO CoC. The following guidelines exist to inform the composition of the Board: p. 4 December 2019 - Version 4 • The Board shall have representatives from the three Consolidated Plan jurisdictions within the NoCO CoC (Greeley, Fort Collins, and Loveland) • The Board shall have geographical representation • The Board shall have at least one member who is a CoC- or ESG-funded provider, but no more than 49% of board members shall be CoC- or ESG-funded providers • The Board shall have at minimum one representative with the lived experience of homelessness • The Board shall have representatives from the public, non-profit, and private sectors Governing Board members are elected to two-year terms each January, with the ability to have three consecutive elected terms served. The Board will meet minimum quarterly in person. Governing Board meetings will be open to all general members of the NoCO CoC. Governing Board members are elected to serve on behalf of the organization they work for (if applicable) knowing that each agency's board of directors and/or city council is the legal decision making entity for their organization. If a Governing Board member vacates their position in the middle of a two year term, another person from their agency may be selected to fill the agency position, until the initially elected term is up, at which point they will be eligible for nomination and selection to the governing board by the Voting Membership to serve another two year term. If an agency chooses to fill the seat with another person from their agency, a special election will need to be held to approve this person for the remainder of the calendar year. To further clarify, if someone serves a 6 month term (stepping in for another staff member), they will not be guaranteed a seat on the governing. board when the next election occurs. If the agency chooses not to fill the vacant position, there will not be a special election to fill the seat, but rather the governing board will operate with one less member until the next election cycle. Organizations not currently serving on the Governing Board will have the opportunity to nominate an agency representative to serve during the annual nomination and selection period in January. Regardless of the individual representing an agency on the governing board, an agency may not have a representative on the governing board for more than three consecutive elected terms. To further clarify, if someone does not seek reelection after their first 2 year term, the seat will go to the general membership to nominate a new governing board member. If a different person from the same agency is nominated, they would be serving the second elected term of the agency's three allowable elected term limits on the governing board. If someone from that agency is not elected that round, but is elected in the next round, they would restart their agencies three allowable consecutive board terms. The HMIS Lead and Collaborative Applicant may always have a representative on the governing board, and as such, the above stated three term limit does not apply to the agency that is designated as the CoC HMIS Lead and CoC Collaborative Applicant. Additionally, the three Consolidated Plan Jurisdictions may always have a representative on the Governing Board and is also exempt from the three consecutive term limit. P. 5 December 2019 - Version 4 The membership of the NoCO CoC should include representatives from all of the following entities. As much as possible, Board membership will also include representatives from the following entities: • Nonprofit homeless service providers • Domestic violence victim service providers • Faith -based organizations • State government • County government • City government • Community Leaders • Public housing authorities • Affordable housing developers • Organizations that serve homeless and formerly homeless veterans • ESG recipient agencies • CoC recipient agencies • Funders • Law Enforcement • Landlord (associations) • Hospitals • Universities • Mental Health Agencies • School Districts (McKinney Vento Programming/Homeless Education Liaisons) • Youth service providers It is expected that a single Board member could fulfill multiple roles. Two Co -Chair positions will provide leadership and guidance to the Board. One Co -Chair is to be based primarily in Larimer County, and one Co -Chair is to be based primarily in Weld County. Co -Chairs are selected by a 2/3 majority vote of the full Voting Membership (quorum required), via e-mail correspondence or at an in -person general membership meeting. Co -Chairs serve an initial term of two years. Co -Chairs may serve up to three consecutive terms. If a Co -Chair chooses additional terms, there must be a break of at least two years after their third consecutive term. Each Co -Chair will be nominated on alternating years so that each year the Voting Membership will only vote on one Co -Chair and the other Co -Chair will be beginning the second year of their term. The Voting Membership may also choose to establish and appoint other officers (such as a Secretary or Treasurer) of the Governing Board, if deemed necessary. Notes from all general membership, and Board meetings will be kept and made available upon request to all members and stakeholders of the NoCO CoC. CoC Decision -Making Processes Decision -making authority for the NoCO CoC rests with the Governing Board, with three exceptions. p. 6 December 2019 - Version 4 First, the Voting Membership is responsible for appointing Board Members and Board Co-chairs. When electing Board members, 51% of voting members must be present to constitute a quorum. For a motion to pass, 2/3 majority of the quorum must vote in favor. The vote may be sent via e-mail correspondence to all voting members of the general membership. Second, with a recommendation from the Governing Board, the Voting Membership is responsible for voting on and confirming a Collaborative Applicant. Third, with a recommendation from the Governing Board, the Voting Membership is responsible for voting on and confirming an HMIS Lead. Outside of the above stated exceptions, the Governing Board is ultimately responsible for approving or finalizing any decisions of the NoCO CoC. Major decisions may be taken to the general membership or to a specific committee, at the discretion of the Governing Board, for recommendations. Committees or the general membership will engage in a thorough discussion regarding the issue at hand with the intention of building consensus for or commitment to the proposed decision. Chairs of committee meetings may request a vote of the Voting Membership or committee on any identified issues. In these instances, as in all others, 51% of Voting Members must be present to constitute a quorum. For a motion to pass, 2/3 majority of the quorum must vote in favor. The Governing Board is also expected to engage in a thorough discussion regarding any issue at hand, with the intention of building consensus for, or commitment to, the proposed decision. To establish a quorum for a vote, at least 2/3 of the Governing Board members must be present. For a motion to pass, a 2/3 majority of the quorum must vote in favor. Conflict of Interest When participating in discussions, general members (including Stakeholder and Voting Members), committee members, and Governing Board members are expected to disclose potential conflicts of interest related to the topic at hand. ALL Individuals identified as having a conflict of interest will recuse themselves from participating in the vote for which the conflict of interest is identified.The Continuum of Care will refer to guidance in 24 CFR 578.95 when questions regarding conflicts of interest arise. For further guidance, please see the "Conflict of Interest Policy for the Northern Colorado Continuum of Care" (found here: www.nocococ.org/ Duties of the Governing Board The Governing Board has the following duties and responsibilities: 1. To convene regular meetings of the full Continuum of Care general membership; 2. To establish and appoint committees; Governing board members should, as appropriate, serve on at least one CoC committee; 3. To approve or deny any committee or general membership recommendations; 4. To designate a "Collaborative Applicant" that prepares and submits the annual consolidated application for HUD Continuum of Care funds. This designation is reviewed annually via monitoring by the Governing Board. A competitive RFP process to determine a Collaborative Applicant will happen every at least 5 years, or as needed; 5. To designate a Homeless Management Information System (HMIS) Lead Agency to manage all aspects of the HMIS database. This designation is reviewed annually via P. 7 December 2019 - Version 4 monitoring by the Governing Board. A competitive RFP process to determine the HMIS Lead Agency will happen at least every 5 years, or as needed; 6. To consult with recipients and subrecipients of HUD funds to establish program and system performance targets, monitor recipient and subrecipient performance, evaluate o utcomes, and provide support for poor performers - with support from the Collaborative Applicant; 7. In consultation with recipients of Emergency Solutions Grants program funds, to e stablish written standards for providing homeless assistance usinc HUD Continuum of Care funds (also known as CoC Written Standards); 8. To consult with Emergency Solutions Grants program recipients on: (a) the plan for allocating ESG program funds; and (b) evaluating the performance of ESG program subrecipients. 9. To evaluate the outcomes of projects funded under the Emergency Solutions Grants program and the Continuum of Care program; 10. To coordinate the implementation of a housing and service system that meets the n eeds of homeless families and individuals, including unaccompanied youth. This Continuum of Care system includes at least the following elements: a. (Street) Outreach, engagement and assessment b. Emergency Shelters (ES) c. Transitional Housing (TH) d. Rapid Rehousing (RRH) e. Permanent Supportive Housing (PSH) f. Homelessness Prevention (HP) and Diversion g. Discharge Planning h. Supportive Services i. Ongoing Support in Housing 11. Members of the Governing Board that represent Consolidated Plan jurisdictions are required to provide information needed to complete the Consolidated Plans within the geographic area of the Continuum of Care. The NoCO CoC is covered by three Consolidated Planning jurisdictions: the cities of Fort Collins, Loveland, and Greeley. Collaborative Applicant HUD requires each Continuum of Care to select a "Collaborative Applicant" to prepare and submit the annual consolidated application for HUD Continuum of Care funds. The Governing Board will release a Request for Applications and select a Collaborative Applicant from those applications received. At least every fives years publish a request for proposal (RFP) for the Collaborative Applicant. Respondents to the RFP will be evaluated based on: ® Capacity • Alignment with strategic plan ® Previous experience ® Commitment to ending homelessness in Larimer and Weld county The Governing Board will review all responses to the RFP and make a recommendation to the Voting Membership. The membership must then vote to approve the board's selection by a 2A p. 8 December 2019 - Version 4 majority of members. The board may negotiate and make necessary modifications to the contract with the Collaborative Applicant by a 2/3 vote of a quorum of the Governing Board. The Collaborative Applicant will be responsible for the following: 1. Serving as the "Collaborative Applicant" for purposes of the annual HUD CoC grant application 2. Managing the annual grant competition and preparing the annual consolidated grant application; 3. Submit CoC's Consolidated Application to HUD in annual CoC Competition • Project Ranking to be developed by a committee designated by the Governing Board 4. Prepare and submit CoC Planning Grant application in annual CoC Competition. 5. To the extent possible, provide technical assistance on HUD's electronic grant application to independent project applicants 6. Serving as the "CoC primary contact" as defined by HUD 7. To consult with recipients and subrecipients of HUD funds to establish program and system performance targets, monitor recipient and subrecipient performance, evaluate outcomes, and provide support for poor performers - with support from the Governing Board; 8. Planning, coordinating and submitting Housing Inventory Count and Point -in -Time Count in accordance with annual requirements published by HUD. 10. Coordinate and provide staff support for Governing Board and general membership meetings. 11. Provide staff support to all CoC committee meetings to ensure knowledge of all CoC committee activities. 12. Managing shared communications amongst CoC stakeholders and members via website and email. 13. Participate in sub -committees and meetings as required/appropriate, including the HMIS Statewide Governance Committee and NoCO CoC committees 13. Prepare annual Grant Inventory Worksheet (GIW) 14. Study HUD guidance on system -wide performance, work with HMIS Lead to identify bright spots and areas for improvement, and use results in annual CoC grant application 15. Maintain compliance for planning grant requirements 16. Provide general direction, oversight and vision for the NoCO CoC, specifically related to new/emerging best practices and opportunities from HUD and other experts. 17. Maintain CoC's website 18. Maintain records of all general membership and Governing Board meetings, including voting decisions, and any other important CoC records in accordance with requirements in CoC interim rule. 19. Post and distribute agendas in advance of general membership and Governing Board meetings 20. Act as the grant applicant for non-CoC-funded grant opportunities to support CoC activities 21. Ensure CoC recruits new Voting Membership annually in accordance with requirements in CoC Interim Rule p. 9 December 2019 - Version 4 22. Ensure CoC reviews governing board selection process at least every 5 years in accordance with requirements in CoC Interim Rule 23. Provide updates upon request to Governing Board and general membership about the duties described here. 24. Participate in sub -committees and meetings as required/appropriate 25. Hold a seat on the Governing Board. Homeless Management Information System (HMIS) Lead The Northern Colorado CoC envisions a locally -controlled HMIS system that exceeds HUD's reporting expectations. Our vision is that clients, agencies, and the community benefit from a streamlined approach to referrals, intakes, and assessments across the entire service delivery system which the HMIS Lead, in partnership with the NoCO CoC general membership, will build. We envision that such a system will offer the following benefits: • Ensure that the CoC's Lead Agency is in regulatory compliance with HEARTH Act and HUD system requirements as outlined in current HUD Data Technical Standards; • Coordinate case management across agencies, programs, and services; • Track and measure outcomes achieved by the CoC and programs within it; • Coordinate services within the CoC and across the Statewide CoCs; • Share actionable data with funders, boards, and other stakeholders; use data to identify service gaps and advocate for the development or modification of policies; and • Track and measure outcomes for the goals outlined in federal, state and local plans to end homelessness. The HMIS lead agency is selected by the CoC Governing Board as per the "Duties of the Governing Board" section. Per the HUD "HMIS System Administrator Checklist" (published April 2019), that agency is broadly responsible for the following (note: this list is not exhaustive): • Project Management: Oversee the general management of the HMIS project. May also supervise HMIS staff. Usually interacts with CoC leadership, program leadership, and the HMIS Lead agency's leadership. Tasks include but are not limited to: • System Administration: Manage the technical aspects of the day-to-day operations of the HMIS. Work directly with the end users and the HMIS software vendor to ensure authorized access to client information, accessibility of the HMIS software, software performance, correct set up and monitoring of system security, and adherence to CoC privacy policies within the software. Tasks include but are not limited to: o Work with HMIS staff to implement an HMIS operations plan to ensure all responsibilities are fulfilled in a timely manner; o Maintain a calendar of events, such as report due dates, training dates, monitoring dates, data committee meeting dates, annual recertification due dates, to support ongoing and cyclical HMIS operational activities; o Ensure the HMIS network infrastructure is up and running; o Ensure hosting, storage, and back-up procedures are completed in accordance with CoC expectations (if a vendor function, the system administrator should verify); p. 10 December 2019 - Version 4 o Add, remove, or update user account information, reset passwords, set and monitor end user access levels; o Ensure correct set up of projects in the HMIS; o Customize/configure workflows within the capacity of the software, as authorized by the CoC, and in accordance with the CoC Privacy Plan, Privacy Notice, and data use and disclosure agreements; o Assess and conduct HMIS software performance for improvement; o Work with HMIS staff and software vendor to develop and implement custom project work plans; o Manage HMIS software updates; o Test, monitor, and validate software fixes; o Ensure technical requirements are incorporated into planning for special software projects; o Ensure the existence of current software technical documentation, such as system configuration and a local HMIS specific data dictionary; o Remove or archive client data from HMIS as authorized by the CoC; o Work with software vendor/ensure presence of a disaster protection and recovery plan for data hosting sites, including back-up sites and accessibility protocols; o Develop and manage a disaster recovery protocol for System Admin/HMIS Lead paper and electronic HMIS documents and agreements; o Support non-HMIS programs with a comparable database; and o Install and configure new hardware and software related to the HMIS for the HMIS Lead; • Training: Develop, conduct, and document training for HMIS users and data collectors. Tasks include but are not limited to: o Develop and implement a regular training plan for HMIS end -users, that ensures all required HMIS participants have received training and orientation on regulations pertaining to their funding; o Develop and implement a regular training plan for HMIS software data entry and capabilities; o Provide training on system security, privacy, and HMIS policies and procedures; and o Provide training on report generation, relevant to audience (CoC Annual Performance Report, System Performance Measures, Emergency Solutions Grant Consolidated Annual Performance and Evaluation Report); • Security and privacy: Help establish and oversee policies related to the HMIS system security and privacy. Tasks include but are not limited to: o Establish policies, procedures, and conduct security standard monitoring, including HMIS related hard copy documents, such as completed intake forms, printed By Name Lists, printed documents with Personal Identifying Information (PH), and filing systems used to house these documents; o Create and implement a system security plan; o Implement technical safeguards to protect HMIS data, assuring devices used for HMIS are password protected, have up-to-date antivirus software, have locking screensavers, have individual or network firewalls, and physical device locations are secure; p. 11 December 2019 - Version 4 o Ensure that the HMIS software is configured correctly to ensure compliance with CoC established security policies and procedures; o Monitor audit logs for unauthorized access to client records and report deviations from security protocol according to an established channel of communication; o Ensure security of data during any electronic transfer of data; o Conduct security standard monitoring in accordance with established policies and procedures; o Establish policies, procedures, and monitoring plan for the Privacy Notice; client authorization form (Release of Information); and electronic and paper documents containing personal identifying information (i.e. intake forms, assessment tools, By Name Lists, referral forms, etc.).; o Ensure that the HMIS software is configured correctly to ensure compliance with CoC established privacy policies and procedures; and o Conduct monitoring for compliance to established policies, procedures, and plans and report deviations from privacy protocol according to an established channel of communication; • Technical support: Receive, triage, and resolve technical issues in the HMIS experienced by the end users. Work with the system administrator to identify HMIS software issues and with HMIS training staff to identify end user training needs. Tasks include but are not limited to: o Develop and establish HMIS support structure, helpdesk, HMIS Policies and Procedures; o Conduct HMIS support and help desk activities within the scope of established HMIS policies, procedures, and protocols; o Respond to technical queries and assist end users; o Troubleshoot and resolve HMIS issues/bug/default tracking with HMIS software vendor; o Monitor data collection and review report compliance with HUD standards and federal partner requirements, when applicable; o Manage communication with the HMIS software vendor; report ongoing issues in accordance with HMIS Policies and Procedures; o Work with HMIS software vendor to plan and implement software upgrades and fixes; and o Design and implement a customer feedback forum (HMIS User group); • Data Quality o Establish and maintain data quality policies and procedures; o Develop and maintain a data quality improvement/ maintenance plan; o Test, monitor, validate, and verify the HMIS software can collect required data elements; o Monitor data quality in accordance with CoC established Data Quality Management Plan; o Work with end users to identify and resolve data quality issues; o Perform data integrity maintenance, such as record deduplication/merger, as authorized by the CoC; o Develop and operate a data quality monitoring plan to ensure the HMIS collects required data as per the most recent HUD specifications, including federal partner requirements; and p. 12 December 2019 - Version 4 o Establish, maintain, and monitor data and hardware disposal policies and procedures; • Data analysis and reporting: Analyze data for the CoC, including non-HMIS data. Interprets, visualizes, and presents data to the CoC. Ensure CoC reporting requirements are met. Tasks include but are not limited to: o Manage data imports and exports; o Create and maintain documentation of custom reports; o Extract, compile, and analyze HMIS data, in accordance with CoC policies and procedures, including creation and submission of HUD required reporting on behalf of the CoC; o Extract, compile, and analyze HMIS data, in accordance with CoC policies and procedures, to support service program staff in the creation and submission of federal project reports; and o Contribute to and/or prepare and submit the HMIS APR; • Communications: Disseminate information to the community and manage communications related to data on behalf of the CoC. Tasks include but are not limited to: o Manage HMIS public website and community dashboard reporting; and o Support the HMIS Lead and CoC leadership's outreach to project and community leadership to cultivate and maintain support and understanding of HMIS. • Participate in sub -committees and meetings as required/appropriate, including the HMIS Statewide Governance Committee and NoCO CoC committees • Hold a seat on the Governing Board. The Northern Colorado CoC, in partnership with the HMIS Lead intends to do all of the above listed activities in coordination with the CoC program, ESG program, the Colorado Statewide HMIS Collaborative and other entities/funders that have HMIS requirements. Colorado Statewide HMIS Collaborative The NoCO CoC will nominate and confirm four representatives to serve on the Colorado Statewide Collaborative. These members may be nominated among interested candidates from the general membership and will be confirmed by the Governing Board. Representatives from the NoCO CoC will participate in the Colorado Statewide HMIS Collaborative. As outlined in the Colorado Statewide HMIS Collaborative Framework, the "Collaborative is responsible for providing counsel and assistance to the HMIS Lead Organization(s) staff members, CoC governing bodies, and contributing providers within each of the three participating CoC on all matters regarding homeless service data and HMIS. These activities are binding insofar as the recommendations made by the Collaborative cannot be altered, revised, or otherwise edited by any CoC, and shall be implemented within each CoC as determined by the Collaborative. These binding activities address the common HMIS policy and governance issues that affect each CoC individually and collectively." The Governing Board may designate an HMIS for Northern Colorado. The process of selecting a specific HMIS will occur through the work of the Statewide HMIS Collaborative, and the NoCO CoC board will vote on the recommendation provided by the Collaborative. p. 13 December 2019 - Version 4 Committee Structure The Northern Colorado CoC will have a robust committee structure. The formation of a committee may be recommended by the Governing Board or general membership. To ensure adequate geographic representation from all parts of the CoC, committees should be made up of members from the larger cities in Northern Colorado and there should also be an effort to include representatives from the more rural parts of Larimer and Weld counties. Governing Board members are expected to participate in at least one committee as appropriate, and general members will be encouraged to participate on one or more committees. Some committees may be ad -hoc and/or may be seasonal while others may meet several times per month. Frequency of meetings is determined by committee members to meet the objectives and needs of the committee. Each committee will have a chair and will report activities back to the Governing Board and general membership on an as needed basis, but at least annually. Additionally, committees may meet as needed with other committees to better coordinate the work of the CoC. The specific functions and structure of each committee are outlined in supplemental appendices to the governance charter. Process for Reviewing and Amending the Governance Charter This governance charter is reviewed at least annually by the Governing Board and updated/revised as needed by the Board. The Governing Board is responsible for amending the governance charter as needed; however the general membership will have the opportunity to review and offer suggestions of modifications to the charter annually. The annual review, in consultation with the Collaborative Applicant and HMIS Lead may include the following: 1. Review of the status of the Collaborative Applicant 2. Review of the status of the HMIS Lead Agency 3. Full review of every section of the governance charter 4. Review and update committee responsibilities 5. Review current decision -making processes The board may amend this governance charter at any time, using the procedure described above under "Governing Board Decision -Making Process." p. 14 December 2019 - Version 4 Appendix A Coordinated Assessment and Housing Placement System (CAHPS) Steering Committee The CAHPS Steering Committee is the primary driver of building capacity in the Northern Colorado coordinated entry system with the goal of reaching functional zero homelessness throughout the region. This is a working committee and members are expected to not only attend committee meetings but also contribute time and effort to the work of the committee between meetings. Some core activities of the CAHPS Steering Committee are to develop and implement CAHPS policies and procedures, as well as support, recruit, and train community partners on issues related to coordinated entry. Additionally, the committee will facilitate the annual HUD system performance evaluation as well any additional evaluation of the system as needed. Membership: This committee is comprised of individuals from NoCO CoC general member agencies who additionally can bring specific knowledge, skills, and relationship building needed to strengthen and guide a successful coordination of homelessness services. Members of the CAHPS Steering Committee should be balanced among the geographic areas of the CoC. Representatives should also reflect different sectors and organizations that participate in CAHPS. These include, but are not limited to: Veterans, Youth, Single Adults, Funders, Families, Housing Providers, Mental Health Professionals, and those with lived experience. The committee size should meet the needs of the work and may fluctuate; however, the ideal committee size is no less than 7 and no more than 10 people. The CAHPS Steering Committee will elect a chair who will set the agenda and lead the committee meetings in consultation with the CAHPS Coordinator. The CAHPS Coordinator, a paid staff position through United Way of Weld County, will be a non -voting member of the CAHPS Committee. Membership will be re-evaluated yearly to ensure that this committee stays active and properly representative. Prospective members should submit a letter of interest to the steering committee that details applicable knowledge and skills that will benefit the work of the committee. Current steering committee members will vote on the inclusion of prospective candidates. Meetings: The CAHPS Steering Committee will meet monthly, with the option to meet more often as needed. In consultation with the CAHPS Coordinator, the CAHPS Committee chair will set the agenda for steering committee meetings and will help ensure the priorities and objectives of the committee continues to move forward. Voting The CAHPS Steering Committee will have the authority to vote on issues related directly to the implementation of the coordinated entry system; however any decisions that will have a wide-ranging impact on the CoC as a whole should be directed to the NoCO CoC Governing p. 15 December 2019 - Version 4 Board and/or the General Membership for a vote. There should be a quorum of steering committee members for any vote; passing votes should have 51% approval. Additional Expectations: Steering Committee members are required to attend no less than one case conference a month and should attend at least 75% of all Steering Committee meetings each year. p. 16 December 2019 - Version 4 ❑ New Entity? Contract Reque ;Information Entity Marne* UNITED WAY Entity ID* 00002406 Contract Name* NORTHERN COLORADO CONTINUUM OF CARE (NOCO COC) Contract Status CTB REVIEW Contract ID 3921 Contract Lead* CULLINTA Contract Lead Email cullinta@co_weld.co.us; cobbxrl k@co.weld.cous Parent Contract ID Requires Board Approval YES Department Project # Contract Description* MEMBERSHIP AGREEMENT TO DESIGNATE A REPRESENTATIVE TO PARTICIPATE IN GENERAL MEMBERSHIP AND COMMI I I EE MEETINGS, AND VOTE ON BEHALF OF THE AGENCY Contract Description 2 Contract Type* AGREEMENT Amount* $0.00 Reni YES Automatic Renewal li if this is a renewal ent Department HUMAN SERVICES Department Email CM- HumanServices@weldgovcorn De rtment Head Email CM-HumanServices- DeptHeadweldgov.com County Attorney GENERAL COUNTY A I I ORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEY@WELD GOV. COM Contract ID If this is part of a MSA enter MSA Contract ID Requested }MCC Agenda Date* 08/05/2020 Due Date 08,G1,,2020 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contact Dates Effective Date Termination Notice Period Review Date * 05/03/2021 Committed Delivery Date. Renewal Date 01/01/2021 Expiration Date Contatt information Contact info Contact Name Purchasing Purc ling Approver Contact Type Contact Email Contact Phone I Purchasing Approved Date Contact Phone. 2 Approval Process Department He JAMIE ULRICH DH Approved Date 07/27/2020 hi. Attprovaf 8OCC Approved 8'"t.+"CC Signed Date ROCC Agenda Date 0810512020 Originatot:. SNYDERKL Finance Approver •,�yT �t $ E� S 'OILY r•...tr ). a 5� Finance Approved Date rS :r % n 11 1 r. -1 '� v. I .._ .L 4— •_ rt t .' Tyler Ref L, 1, (: n r Legal Counsel BABE KALOUSEK E Legal Counsel Approved Date 07/2812020 Hello