City of Denton Meeting Minutes  City Hall 215EI McKinney: St. Denton, TX7 76201 www.lyoidenton.com  DENTON  Human Services Advisory Committee  Friday, March 8, 2019  11:00 AM  City Hall City Council Work Session Room  Members Present: Pamela Barnes, Gretchen Busl, Stephen Coffey, Hannah Garcia, Rhonda Love, Laura Mauelshagen, Amy  Morgan, Roy Onyebetor, Christie Wood, Jane Upshaw Members Not] Present: Angela Bennet-Engle Staff Present: Danielle Shaw, Sarahl Kuechler  A Quorum was established. Hannah Garcia, Chair, called the meeting to order at 11:11 a.m.  1. ITEMS FOR CONSIDERATION  A. HSAC19-021 Consider approval oft the minutes of thel March 1,2019.  Chair Garcia, asked members to consider approval oft the minutes from the March 1,2019 meeting. Hearing no changesa  motion to approve was called.  Pam Barnes moved that the minutes be approved as corrected. Rhonda! Love asked to make a clarification. Referencing the bottom of page five (5) were she asked for clarification" where agencies are not usingt thel highest priced personnel, Love offer as clarification that what she meant to sayi is sometimes anl MD visit is absolutely necessary. The question was "aret they using other personnel like physicians assistant when it would bej just as appropriate for the problem presented that cost would be less?"I Love acknowledge thati issues may require an MDI but she would like to know ifthep programs are paying attention. Staff asked ifthis was ai request to edit the minutes or was the clarification sufficient. Love indicated the clarification was sufficient. Love addeds shei is not suggesting they (the program) are doing something wrong shei is just asking in the future they tell us (the committee) what they are actually doing and what ai medical visit actually means. "Does itl have tol be aj physician or can it be someone else?" Chair Garcia thanked Love for the clarification. Hearing no additional comments, Chair Garcia asked for a second to thei motion.  Jane Upshaw seconded the motion. The motion carried. FY2019-201 Human Services Grant applications.  B. HSAC19-023 Consider approval ofai recommendation to the City Council regarding the final funding for the Staff member Shaw referred committee members to the screen to the HSAC Recommendations Form that updated with the amounts discussed during the March 1, 2019 HSAC meeting (Exhibit 2). Staff reminded members that the 19-HS-HSAC- Application Review form was also available ifthe committee wished toi reference it during today's discussion.  1    Chair Garcia, gave the members a moment to review the Exhibit. Member Coffey asked ifit was the one in the packet. Staff afformed. Staffindicated that Members may wantt to1 review each oft the line items again for members not present at thel March 1st meeting to allow for additional comments or requested adjustmentsi to any ofthei individual linei item recommendations to approve Chair Garcia asked if anyone would like to go line by line alphabetically and have a brief discussion about what is being  or not approved as presented.  considered. There was consensus of members. Members reviewed each agems/sresommemaation in order. Court. Appointed Special Advocates (CASA)  Chair Garcia stated that CASA request is for $35,000 and the draft recommendation: is for $31,000 to get the agency close tot their requested amount. It was noted that this is an increase over last year. Chair asked for confirmation ift this is how they wanted to  comment on eachl before discussion. There was censuses of members toj proceed this way.  City of Denton - Parks and Recreation  Chair Garcia stated that request from the The City of Denton Parks and Recreation summer day camp program scholarship is $64,002 for 59 [sic. 56J.The recommendation is for $29,000. Garcia stated that was because funding may be available through other means. Member Coffey asked about the Recommendation form break out of CDBG if we already know those funds are there. Staff explained that this is just staff recommending how to allocate the funds based on factors such as previous CDBG  awarded funding and program eligibility under the federal guidelines.  Communities in Schools  Chair Garcia explained that for Communities in Schools they requested $32,000 and the committee is recommending $30,0001 to get the agency close to their requested amount. Garcia noted conversation included how members were impressed with the agency's ability to leverage and utilize funds to maximize the impact. Through the application and presentation the agency was able to use the City funding as a talking point with other grant makers. Member Barnes pointed out iti is a $6,000 increase over thej previous year. Garcia added thati it was due toi increased scope and adding an additional school with the ability toi reach across  schools. Garcia mentioned the agency talked about its strategic vison and plans for expansion.  Denton Christian Preschool and Denton City County Day School  Forl Denton Christian) Preschool, Chair Garcia notedt theira asked was $35,305 withac committee initial recommendation: for $28,000 Garcia mentioned the Denton City County Day School: request was $53,148 and $38,000 was the committee recommendation. Garcia explained that shei is mentioning them both and making comments about both because the committee talking points and conversations were similar as the committee came up with the initial recommendations. Garcia covered that the discussion was focused on diversification of funding and that the fundraising portfolio be more diversified. Member Barnes added that the committee discussed that their (Denton City County Day School) fundraising remains in their constituents (families) and the committee would like to see them seek support from the community rather than those receiving their services. For the record, staff asked Barnes to clarify if the comment was about Denton City County Day School specifically. Chair Garcia and Barnes affirmed. Garcia added the Denton Christian Preschool does have a bit more community support but overall the City funds have made up a significant portion of salaries and the committee would like to see more diversity. Member Wood commented that Denton City County Day School was cognizant that they needed to improved their fundraising and where working on adding a fundraiser to their board of director. Garcia noted that they did recognized that and the committee is encouraging more ofi it. Garcia also expressed being impressed by the progress both organization have made. Garcia added that all three of the early childhood organizations seemed tol have a motivation to be certified, accredited, and follow guidelines and standards to produce Member Love asked to clarify from a1 more recent meeting that when the committee thinks a group needs toj pay more attention that the committee let them know that the City runs seminars on1 these issues form. Staff clarified that the City collaborates with other collations and collaborations toi improve quality and programs. Love aski ift the committee writes backt to let them] know that.  high quality early childhood education which is commendable.  2    Staff added the committee! has given direction inj previous meetings and that we would provide that guidance. Barnes added this is where the committee discussed ways to bring students in to help provide resources like grant writing offering a win-win for agencies tol benefit ands students to increase learning opportunities." Member Morgan shared that this was a common theme where agencies may not be utilizing grants due tol lack of staff resources to write grants and to administer grants. Garcia explained this was how the committee talked about encouraging partnerships for not just the early childhood organizations but many and Staff Shaw explained that staff received direction that it would work with the committee to provide to future applicants in the application process tools like these. Staff will work with the committee to develop some ofthose tools and coordinate with other  partnerships that may be available to them.  agencies like United' Way. Denton County Friends oft thel Family sole provider oft this services like this in the County. Denton County MHMR Center  Chari Garcia noted the request isi for $35,000 and thei initial recommend is to: fund them for the full amount because they are the  Chair Garcia stated that thel Denton County MHMR Center suicide services, thel LOSS prevention program, request is $20,000. The committee'si initial recommendation is $18,000, which is close to full funding, and Member Barnes added iti is an: increase from last year. Member Upshaw replied thati it was her understanding they are the sole provider. Members discussed this. Chair Garcia shared that Giving Hope'sr request is $40,000 and the committee'si initial recommendation is $35,000, very close to their full ask. Garcia stateds she was impressed witht thea agency'ss supporto ofprevention through case management. Member. Barnes mentioned the committee notesi improvementi in areas likei reporting, infrastructure andi financial stewardship withi is commended. Garcia added that the agency did a good job in the presentation demonstrating improvements.in executing services.. Member Barnes stated a conflict and abstained from the funding discussion. Chair Garcia, shared that the Health Services of North Texas ask amount was for $60,000 with $47,0001 being the committee'si initial recommendation. Chair Garcia explained that Interfaith'sr request was for $16,000 andt thei initial recommendation is $7,000. Garcia noted iti is level funding from the prior year. Garcia asked fora any additional comments. Members discussed the agency services. Member Upshaw shared the committee agrees the services is needed but the agency's long term planning and their case management was not in place to provide enough services to help people maintain long-term adding that it seemed very short-term. Garcia interjected versus other organizations. Garcia and Upshaw continued briefly discussing. Member Barnes remarked thati it seems wel have two organization that maybe could collaborate to share resources and infrastructure with case management that might be able to provide ar more comprehensive service rather than the emergency on one side and the structure. long-term assistance on the other. Chair Garcia stated the ask was for $65,500 which is significantly larger than previous years but the committee noted they are being asked to stay open longer and are almost completely volunteer run. While thej percentage is almost double: from prior year iti is with good reason. Garcia explained the initial recommendation came in at $50,000. Member Barnes highlighted that the committee like the collaborations especially with the next agency Our Daily Bread and thei need for the homeless shelter in the community is growing. Member Upshaw added that it does sO much on so little budget. Garcia mentioned that aj portion oft the fundingi is for as shared linei item with Our Daily Bread, restating the committee commending the partnership. Noting iti is a smart Garciai further explained thatt the $50,000 isi recommended wheret the Our Dailyl Bread ask was $30,000: and the committee funding $25,000 oft that. Barnes expressed that this is an increase hoping to support the case manager as a really good process for both  Giving Hope, Inc.  Health Services ofNorth Texas request is  Interfaith  To collaborate might be a better benefit tot those who need thes services. Monsignor. King Outreach Center and Our Daily Bread  way to share a position based on the overlap of clients served. Upshaw added thati it can follow the client.  organizations.  3    PediPlace  Chair Garcia described that PediPlace requested $10,00 while the committee recommendation was $7,500. Iti is an increase in alignment with the agency demonstrating ani increased need for their services. Garcia stated the committee was impressed byt their ability to serve and the need for City of Denton residents. Member Upshaw remarked that they had a good fundraising plan. Garcia added that they are seeking to expand their board to include al Denton resident and she put out a call to anyone listening Chair Garcia stated their application was asking for $12,000 and the committee recommendation was: for $5,000 of that. Chair Garcia described for Special Programs for Aging Needs, commonly referred to as "Meals on Wheels", the committee  interested in serving to let them (PediPlace) know. RSVP: Serving Denton County Special Programs for Aging Needs recommendation is to fully fund their $25,000 ask.  Salvation Army of Denton over thej prior year funding. Fred] Moore Nursery School, Inc.  Chair Garcia said: for the Salvation Army of Denton they look to fund $25,000 of their $35,000 ask, which is a slight increase  Chair Garcia stated that their request was for $90,000 and the committee's: recommendation: is to: fund $35,000 oft that. Shaw noted for clarification that this agency is presented out of order as a result of the application being received late, in case anyone was questioning whyi iti is at the end. Garcia voiced some committee concerns with reportingi in a1 timely manner and their ability to report as needed. Member Upshaw noted thel leadership change. Member Barnes acknowledged that the committee did seta a standard last year ofreducing funding by $5,000 for al late applicant last year so having set as standard the committee wanted  tol be consistent with the treatment oft those late applications.  HMIS set-aside  Chair Garcia introduced the final request item and asked staff to provide explanation. Shaw highlighted that HMIS has been funded by the HSAC for a number of years through an agency so it was decided to move that to another entity. The particular funding helps support agencies reporting in thel Homeless Management) Information System (HMIS). Because ofthes system-wide approach to addressing thei issue of people experiencing homelessness and assisting them with housing, we can get our agencies collaborating and sharing data. The more we do so better it helps us understand the scale and the scope of thei issue as well as helping with the continuum ofs services as the committee has mentioned in other conversations. Shaw added thati iti is to make sure everyone has access to those who arei in need to see how they are being served and what they continue to need as well as provide vital reporting that helps us seek grants and other support. Staffi is recommending the HSAC continue to: fund as it takes that off the agencies andi iti is required for agencies funded by the City. It also helps incentivize those to report into our shared database. Shaw continued thati it! has resulted inj positive improvements to our system including the Data) Dashboard thati is available to the public so that on any given month you can go on and see what is happening in the community related to folks experiencing homelessness, their housing need. It has helped us with our Housing Priority List where in regular case conferencing meetings whenl housing comes available, we can goi in identify people by name, locate them, and housie them as quickly as possible. Itl has Garcia highlighted that the funding is for licenses that the City mandates they (City funded homeless services agencies) use, soi it isp paying fori itwithout: making agencies takei funding away from other services. Member. Barnes asked thati itl has added an agency to HMIS. Shaw explained thati it has meant success in adding a number of new agency highlighting Our Daily Bread as a great example of an organization that is not mandated to use. HMIS buti it helped encourage them to be on HMIS and now they are a pretty integral part oft the Coordinated Entry Intake getting people on the Housing Priority List and on their way to housing.  been al benefit tot the entirel Housing Crisis response System, therefore iti is recommended to be funded.  Garcia stated thatt the recommendation is to fundi it at the full request amount.  4    25:16.  Kuechler discussed thei final meeting is being recordedi in order toi increase the transparency ofthe recommendation; process. Shaw added that the recommendations. aret tentatively scheduled to be made to City Council on May 7,2019. Chair Garcia pointed out that now the committee can have this week to consider the draft recommendations before convening next week to finalize with  the opportunity for members not present today to addt tot the final recommendations. Having no other business, the meeting was adjourned at 12:41 p.m. Minutes Respectfully Submitted byl Danielle Shaw, StaffLiaison tot the HSAC Minutes Approved: danmhmCacle  5