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Detroit Continuum of Care — Board of Directors: Otter Voice Meeting Notes

Detroit Continuum of Care — Board of Directors

Detroit Documenters2h 3min

Speaker 1

00:00

I am still a partner, and I'm glad to be here. Thank you, Dr

Unknown Speaker

00:05

G, for the opportunity.

Speaker 2

00:08

Thank you, Director, Morgan, we would be remiss if we do not celebrate you. You are one of the founding members of this work, and it was still good to sit alongside of you and learn from the time that you were our chair again this year. So thank you for still being a part of the work. Your voice and your insights are valued. Let's move on to the consent agenda. We would like our board members to vote if we agree with the agenda that was provided to you by mail. And I think we're ready for that

Unknown Speaker

00:36

poll.

Speaker 3

00:38

I think we take a motion, yes. Take a motion. Motion to approve the agenda.

Speaker 2

00:46

Thank you. Goddard. Second Second. I believe that was Miss George. Yes. Ready for the question. The poll is up. I

Speaker 2

01:05

give that just a moment to make sure we have to be sent to move forward with today's meeting.

Unknown Speaker

01:27

Yeah, we can go ahead and move forward

Unknown Speaker

01:28

while folks

Speaker 2

01:29

okay, my fear is always that we don't have another vote. We've gone forward. So alrighty, we're going to jump right into our final FY 2024, new project recommendation, brought to us by Ms thurnberg, so take it away.

Speaker 4

01:45

All right, thank you. I'm going to go ahead and share my screen. All right. So you've already heard some references to the need for us to switch around some meeting dates and times because of the COC competition. If you've been in these meetings for the past several months, you probably are tired of me dominating the agenda. The good news is we're we're rounding the band and getting, getting towards the end of some of the COC competition stuff. So I don't think I need to be on the agenda for November's meeting. So you can go back to your regularly scheduled business, but thank you for your time and attention to all of this. So what we are going to be talking about right now is going through the final recommendations for new projects, for COC bonus and reallocated funding. So I'm going to kind of go through the slides here with the final recommendations, and then there will be a vote at the end of this part of the presentation for the CUC board members. You did receive a document late in the day on Friday that includes these recommendations, so I apologize was not able to get that out earlier. Things kind of come down to the wire when it comes to the competition time period, but we're going to walk through these recommendations here. So first, I want to start off with just reminding everyone of what happened at the September board meeting and kind of what led even kind of the month or so prior to that so, as is our practice, our typical practice, this summer, we released a request for proposals and RFP for new project funding for the competition. This year, we received those applications and they were reviewed and evaluated over the course of July and August, the new project review committee met in late August to review the applications, talk about them and develop recommendations to bring to the board on which projects should be submitted to HUD for funding in that review process, and even kind of prior to us really kicking off that review process, as we were able to see when the applications came in and the amounts of funding that they were requesting, we realized that we had the total request of all of those applications combined was actually less than what we had to submit to HUD, I think actually need To be on the next slide. Here we go. So as we were looking at the application that came in, going through the review, we realized that we had a significant amount of additional funding to be able to allocate than what had initially been requested. So the recommendation that came to the board in September, which the board approved, was that we go back and essentially have discussions with those applicate applicants and ask them if they would be able to request a multi year budget instead of just the one year budget that they had initially submitted. Our historical practice within the continual. Is to limit New Project applications to just a one year budget. Historically that allows us to submit a greater diversity of projects, and it allows us to get that money back into the renewal cycle more quickly. This year was a bit of, again, a unique year, and that we had just more funding available to us than we anticipated. So we the board approved that recommendation. So in mid September, after that board meeting, I had communications with our project applicants about their ability to request a multi year budget. They then submitted to me what that multi year budget was that they could accept, and that's where we're at right now. I will note that. So there's six projects right now, excuse me, of these COC bonus projects that a recommendation is going to be made for. I do want to note that mariners in which is being recommended for funding, for new project funding, they were not able to request a multi year budget. So on the sheet that I'm going to show you'll see their project is still at a one year budget. This is due to the technicalities that they are applying for what's called an expansion grant, which is an application to expand the current COC funding that they receive. And HUD limits those types of applications to just a one year budget. So when we talk about having these conversations about agencies requesting a multi year budget that that piece of the process did not apply to marinerson just because they could, they're just limited at a one year budget request. This is kind of a technical aspect I wanted to point out, okay, so over the course of September, I had dialog with the other five applicant agencies about their ability to request a multi year budget. They all then submitted to me what they again could request, how many years and that total of total amount that they would be willing to receive. So we then took the sum total of those requests, and that total was that kind of first line from that chart, just over $5.6 million so that was great. It was definitely an increase from the initial one year request, which is closer to 1.7 million. So we were getting closer to being able to utilize all of the funding that we had available, which is that 5.9 almost $6 million however, we as you can kind of see the math there in that table. We did still have about $332,000 left of funding available to be able to allocate to these to some projects. So the new project review committee, when we met last week on October 2, we had a discussion on how to handle this remaining $332,000 and really wanting to make sure that we requested of HUD all of the funding that we had available to us. So we looked at different strategies and different options to kind of make that happen. And what is being recommended, and you'll see this in the final budget numbers, but what's been recommended is that we take that $332,000 and distributed proportionally amongst the all six project applications, and that proportionally being according to their project score. So those applications that scored higher would get a greater proportion of that $332,000 and then kind of work the way on down the list through all six applications. So in this way, with this strategy, we're able to ensure that all of the funds are going to be requested, so we're not leaving any money on the table. All projects do receive or have the ability to receive some additional funding, and we felt like dividing it up proportionally five project score does recognize that the importance of scoring of the of the score in that the higher scoring applications would receive a greater amount than the lower scoring applications, but it still does allow all of those projects to receive a little bit more. So I do want to make a note that I am still, as of today, awaiting for two of the two of the agencies, just awaiting from them a final confirmation of their ability to receive a little bit of additional money than they had initially requested. You know, the more money you receive, the more you have to match. And so there are kind of those ramifications there. I am optimistic that these two agencies will be able to take this additional funding, but just do want to make that note that if should they come back and say, No, unfortunately, I can really only receive that. That multi, an initial multi budget year that I requested, then that's the amount that they would need to be submitted for to HUD. But again, I'm I feel pretty confident that they will be able to receive that additional funding

Speaker 4

10:16

before we go into the chart that shows all of the projects. Wanted to reorient ourselves a little bit to this funding allocation chart. I went over this a little bit in September, and not don't want to kind of belabor the point, but just to remind us that earlier this summer, starting to believe that we were talking the summer was like months ago already. In this the COC board laid out funding order allocation priorities, which essentially laid out, sorry, the order in which of this new funding that we have, the order in which we would allocate it to the projects based on the type of project. So projects that are going to actually result in new units would get an allocation of funding first, and then kind of on down the list, as we go to projects that are requesting services only, and then on down the list to any coordinated entry only projects. Historically, this order of fund allocation is necessary and helpful when we have more projects that apply for funding than what we have funding to give. So we did, did still implement this order when essentially assigning the initial kind of pass of funding. And we really only had two project types that fell within this this year we had one Rapid Rehousing project that would bring on new units and then. But the rest of the the other five projects were all PSH projects requesting just services or operations only. So there were many aspects to this order of priority. You can see those project types that are kind of grayed out that we just didn't get any applications for this year. So they didn't apply this year, even though we had kind of planned for it. Okay? So this is the list of projects, and this is really the these are the recommendations that are coming before the board right now. So and again, this is the list that the Board did receive on Friday, later in the day. On Friday, for me, might have been Friday morning. I don't remember. So just going to kind of walk through this right now to kind of show you where we're not again. This is all six projects. All of six of those projects are being recommended to be submitted to HUD for funding, and all of them in an amount greater than what they submitted to us when they submitted those multi year budget requests, because, again, we had that remaining $330,000 to be able to distribute amongst them. So I'm going to kind of walk through each of these kind of each of these projects, and on the very left hand side, you're going to see that column that says allocation priority. This is where those allocation priorities come in. You see there's just the second allocation priority or the third allocation priority. Again, those are the only kind of two groupings that we had this year. So the first project that you see on this list is that rapid rehousing project from Wayne Metro. And the reason why it's listed here, even though you may notice that it has a lower score, is because this is the one project that, if funded, would bring on new units, would essentially create additional units, if that was funded, and that's Rapid Rehousing units. So this project is being recommended for a three year budget term. Three years is what the agency requested. You can see their initial multi year kind of pattern for this chart. The initial multi year budget request that all of these agencies submitted is here in this column, and then the recommended request is here. It's highlighted in green. And again, you can see that the recommended amount is a little bit greater. Some instances, you know, close to $90,000 greater than what they requested. Again, that's because of the kind of increase when we're trying to redistribute that $330,000 So Wayne Metro being recommended for three year budget. Grand total is about 1.5 but 1.6 million. So these dollar amounts that is spread over the course of the that entire grant term. So it's not this amount each year for those number of years that they're requesting. The total amount is that total amount to be spread out over the 234, years, the next projects I kind of somewhat grouped together, but that's really because I highlighted it like that, only because they're all permanent, supportive housing projects that are going to request either just services or services and operations only. Three So again, these projects are all being recommended to be submitted to HUD for funding. They all came back and with that multi year budget request ranging from two to five years, we did do note again, Mayor nursing is just limited to that one year request because of the RF expansion project. But again, the recommendation is that they be submitted for funding with that multi year request, as they recommended and at the recommended funding amount, which is a little bit more than what they had initially submitted, just so we can use up all of that additional funding. I will say one thing that was a bit unique about the application process this year is that, as you can see with our PSH projects, these are all requesting just services or services and operations only. So if funded, the COC funds will support these projects. These are all happen to be low income housing tax credit projects. They're all site based projects. These projects are all in various stages of development and leasing up. Some are kind of, you know, some are leasing up already, such as the AFG project. Some are getting close, like the mariners in project, and some are still being built. So they're all in kind of different phases of development. But this was just a unique situation in that we have these PSH projects that, by and large, will come to fruition anyway. They're already under development, but the COC funding, if funded, would be used to ensure that they have the kind of the depth and the breadth of supportive services that we would want to see in those projects. So at the very bottom of this chart, I just kind of show the numbers and show the math, where you can see the total of the recommended funding amount for each of these projects. Totals the amount of funding that we have to allocate. I didn't put a slide in here, but I do include in the board packet greater level of detail on how the actual kind of numbers, how we distributed that leftover, that remaining $330,000 again, it was done proportionally so that higher, sorry, give me a little mixed up in my slides here. So the higher scoring projects, which in this case was the SOS lighthouse project, received a greater proportion of that funding. And then the second highest scoring project, which is the my housing, Hubbard farms, received kind of the second highest amount of that funding. And then we kind of went on down the list according to project score. So Wayne Metro received, they, again, you can see they did receive a little bump. It was $13,000 so not a ton, but they did receive kind of the smallest amount of that additional funding. And again, we did that based on Project score, in terms of project ranking, Project Priority Ranking. So this is all kind of the next step of this process. The recommendation coming before the board today is solely a recommendation that we submit these projects to HUD in the dollar amounts given and for the funding term. Given what's going to happen next is the values and funding priorities committee is going to meet tomorrow to develop the final project priority ranking list, which will list all of the projects by name in either tier one or tier two, and in alignment with the best practices and what we have done in the past, as we are laying that out, we will so recall we have both reallocated funding and COC bonus funding to use to fund these projects. So as we develop that ranking list with our new projects, we will first fund new projects using our reallocated funding, and then we'll use the COC bonus funding. Excuse me, this will help to ensure that a greater proportion of those reallocated funds will be in tier one when the board reconvenes again on October 9, and you have that final project priority ranking list I will show at that time of these new projects, of where they're ranked. Here's what's being funded with reallocated funding. Here's what's going to be funded with bonus funding. Just don't have that information at this point because we've not done that ranking process yet. All right, any question. I

Speaker 2

19:53

here are no questions. Thank you, Mr. Engberg, for this robust review. We appreciate your work. Um. As there are no questions, we will move toward a motion. There will be an opportunity after the second to call for the official question one more time. Is there to your left? To your screen, see those who can vote on this matter. So may I have a motion from one of those listed to your left? I

Unknown Speaker

20:30

All right, any of these,

Speaker 5

20:33

all right, I make a motion to accept the recommendations

Unknown Speaker

20:38

or to vote on recommendations. Thank

Speaker 2

20:40

you. Is there a second? Second? Thank you so much. All right. Are there any additional questions or comments before we take the vote? Alrighty, again those names that are listed for the last please look for the link that is about to appear and vote. If the name is not there, please do not vote.

Speaker 4

21:03

Thank you. Yep, the link is in the chat. That link will be open until until 5pm this evening. So and as normal, you know, once we get the votes in, we do make sure that they are all tasked by the folks who are able to vote. So once we are able to review that, we can then make the announcements of the results of the vote.

Speaker 2

21:27

Excellent. Well, we can continue. I see that you are on the agenda again. So if you want to take a breath and lead us on to our next topic, that would be great. All

Speaker 4

21:37

right, lucky you. All right. Like I said, and come November, I think you'll get to hear from someone else. So, all right, let me get organized here. Share my screen again.

Speaker 4

22:00

Okay, all right, so this year, like in past years, HUD has decided to have two competitions and the same year, because why not? So you may recall that we have also discussed in this space the COC bills funding opportunities. So just a moment. Here happens when two screens, so what's coming before the board today is recommendation regarding the COC bills application process. So again, going to going to give some background to reorient ourselves, and then the recommendation again, board members, you did receive in an email on Friday the details to this recommendation, and I can apologize for not getting it out sooner than Friday. So by way of background, of what the COC fields funding opportunity is and what we're voting on today. So COC builds is a unique funding opportunity that HUD has made available this year. We can only submit one application to HUD, so you're going to this recommendation is going to look a little bit different than the one we just looked at, where there were six projects, and all six are being recommended to be submitted to HUD, COC builds, we are limited to one application that can be submitted. We held a local competition over the course of September, and you may recall, at the September board meeting, the Board approved the different evaluation criteria and some of the details to that competition process. And as a part of that board decision that was made, just kind of reiterating some of the language, this will certainly be be relevant to that, that highest scoring application will be the one recommended to be submitted to move on to phase two. I'll talk about phase two in a minute, unless a strong rationale can be given by the review committee as to why a lower scoring application should be moved forward. So again, because we are limited to just one application, we really are focusing on moving forward, but one that scored the highest over our as a result of our review process. So again, a little bit more on the background for COC bills, just to remind us all, this is a unique funding opportunity. This is not something that HUD has done in the past. This is a funding opportunity to allow CoCs to apply for permanent supportive housing programming, specifically for development costs. So the applications have a must request a significant portion of their budgets to be in capital costs. So capital costs being property acquisition and new construction or rehab. Now, these are costs that we the Detroit COC typically does not fund with our in our normal to. Local COC competition we have in the past, years ago, but just due to a change in kind of strategy and funding priorities, it's been many, many years since we locally have chosen to use our COC dollars in this way. So this was a wonderful opportunity to specifically be able to use some of our COC dollars to fund those capital costs that PSH projects may be experiencing. Another kind of unique aspect to this funding opportunity is that the projects could also request operating supportive services and ongoing project based rental assistance. And in our local application process, we made it a requirement that agencies had to request some of their cost to be supportive services. We did that because the supportive services costs are renewable. I guess the product the supportive services cost us are renewable in the typical COC competition. So once the initial term of the COC bills project comes to an end, whether that's three years, five years, however many years they've requested, the any supportive services costs within that budget can be renewed in a one year cycle under the typical COC application process, the capital costs are not renewable again, the construction or rehab costs, but the other costs are, as I'm kind of skipping around a little bit here. So Detroit, we have a total of seven and a half million dollars that we can request. Again, the applications can have anywhere from a two to five year budget I already talked about the following them being renewable. These projects mustered people who are experiencing homelessness have a disabling condition. HUD also makes it clear in the CUC builds NOFO that the local continuum of care, coordinated entry process and policies are to be followed so individuals, people or families, what have you, but likely individuals will be referred to these projects in accordance with our CoCs prioritization policies, our coordinated entry prioritization policies. So we laid out and locally we are different communities might be doing this differently, but locally, we decided to do this application process, and what we're calling kind of a two phase approach. Again, this is looking different than our typical application. So phase one is it ends today. Today is the end of phase one. Phase One was where the agencies, interested parties applied. They completed that local application. Those applications were reviewed, and the recommendation is coming to the board on which one application will move forward to phase two. So phase two then begins the real work for the selected applicants. They are then going to be responsible for developing the full application that will be going to HUD and for COC bills. That full application is essentially, it's a 25 page narrative that needs to be written. There's budget forms, and there's some additional supplemental information that has to be put together, but the selected applicant will be responsible for writing that and putting that all together, the we do have built in now get at the end of my presentation, I'll kind of go over the timeline we do have built into the timeline, you know, a review process of that narrative, just to make sure that it's kind of hitting all the points that we want it to hit. But essentially, that narrative, full narrative, you know, HUD's required budget forms, all of that will be submitted to HUD by November 19. So because this is the way that HUD framed this hand, as the collaborative applicant does need to be the entity who actually submits that application to HUD. But if that project is funded, all grant agreements on all will go directly to that applicant. So hand as the collaborative applicant is really just the submitter of the application, but any funding that's awarded would go to the applicant directly. So this slide here shows the four applications that were received and the one application that is being recommended to move forward to phase two. So the application that's being recommended to move forward is the application submitted by full circle communities. They are the developer of the project, and they would be the out there, the named applicants on the project as well. The service provider on the project is NOAA Central. We also call them the NOAA project. They formally changed their name to NOAA Central. So trying to be mindful of that the so this, I. The location of this project that 23 East Adams, I think many of us may be familiar with. That location is the site that NOAA currently operates out of. It is a project to rehab that building there, develop it into 39 of permanent supportive housing units. That is the part of the project that the CUC bills, funding in particular would support those 39 units of Psh, the applicant, the grant term requested would be a four year grant term. And as you can see, this project is was the highest scoring at 89.4% do briefly, just want to touch on the other three applications that were received, although I did not intend to linger too long on those, again, in the board packet, you did receive a document that gave a little bit more details to each of these applications. I'm going to kind of start from the bottom going up here. So we did receive an application from an applicant that unfortunately, did not meet our threshold criteria that we had laid out in the RFP, so we were not able to review that application. But I did want to note that it was submitted. We likewise received an application from VOA, Michigan that did not meet our scoring threshold of needing to have at least 70% score, at least 70% of the points possible in order to move forward. So the VOA project also was not given further consideration. The third application that you see there was submitted by Southwest housing, slash my housing still getting used to which of the new names to be calling it by we probably all know it as southwest housing solutions for their western apartments. Psh, as you can see, that project scored 79.6%

Speaker 4

31:51

so it scored over our scoring threshold, and while there were a number of strong elements to the application, Dr review committee noted it was not the highest scoring application. And again, we are putting forth the highest scoring application as a result of the review process. And for all of these project applicants, I am more than happy to provide detailed feedback on any part of their application, if they want to know, you know where they score, details on how they scored, how they could strengthen their application. That is something that I'm always open to. So just a little bit of more details about the project that is being Yes. Tara,

Speaker 5

32:38

hey, Amanda, sorry, I just wanted to ask this question. So the scoring that was done for these applications mirrored what HUD require, what HUD will require, like, basically how HUD was work. A lot of these applications, like with basically trying to mirror what we scored versus what HUD would score, because after the recommendation, the application would be submitted to HUD for that evaluation, right? And so when we say that these applicants scored the highest, it's also what we anticipate will be the most competitive project for HUD, once submitted to HUD. Is that correct?

Speaker 4

33:17

Yes, we did try to mirror many of the elements that we know that HUD will be looking at. There are some local priorities, such as the client case manager ratio that isn't necessarily called out in HUD's application. Detailed description of the supportive service plan was something that we asked for, while HUD does ask for information on the services. We kind of went a little bit deeper into that aspect. But yes, you are, you are correct. You really try to identify, you know, what are those key areas that we feel this will make this project competitive with HUD and apply that locally. And I'll get to some of that too. Yeah, yep. Okay, so some additional details on the project that's being recommended. Again, as I said, the developer is full circle communities service provider. No one essential. They've identified the property manager will be KMG when completed, there will be 39 units of permanent supportive housing, and the planned client to case manager ratio is one to 10. So this lower client to case manager ratio really aligns with some current best practices that are recommended to really ensure that you have a community with people that may have high needs, high barriers to housing, ensuring that they're able to get those kind of tailored services that they need. So this kind of gets to what Tara mentioned, and by just some of the applications, strengths that we saw that aligned with what HUD will be looking for the applicant. Again, full circle, I. Does have extensive experience developing projects of similar size and utilizing similar funding streams. That was something that that we know that HUD will be looking for. The project is an adaptive reuse of an existing building. That is also something that HUD seems to be in greater favor of. There was a demonstrated ability to leverage other funding to the project, which, again, these are all things that will need to be demonstrated in that application to HUD, there was a strong demonstration of how the CSE builds funding would fill a gap within both the capital and the services funding. So a clear kind of demonstration of need there and a strong description of how the applicant agency, the service provider and project partners will engage with community based or grassroots organizations, and how the agencies and the project will advance racial equity. These are other aspects within that fuller application that needs to be submitted to HUD that we know HUD will be looking at this last one, this was maybe a little bit more specific to one of the things that we wanted to see that has to do with a there was a strong response on how people with lived experience of homelessness were included in the design planning of the project. So again, this is just kind of a summary going back to the project that is being recommended to move forward for phase two. Great happy to entertain any additional questions. I

Speaker 2

36:43

All righty, thank you again. Hearing no questions, we'll move forward to the motions again. On your left, you'll see those that are eligible to vote for this particular action. If I have a motion and a second from one of the individuals on the left, use three you all

Speaker 2

37:11

right, we will allow 60 seconds for a motion. If no motion is received, the vote dies. I

Speaker 3

37:25

back to Crowley, I'll make a motion to proceed with the recommendation of the review committee.

Unknown Speaker

37:32

Thank you, Director. I don't see your name Second. Okay, so was that? Mr. Rosetta? All right, so that's that will be our first Is there a second? All right, and we'll take a second. Thank you so much.

Speaker 4

37:56

Thanks. The voting link is in the chat, just like the other one, and again, that link will stay open until 5pm this evening, after which, since we go through it, we'll be able to make the announcement on the result of the vote. Oh, okay, I think I'm done for a minute. You are. I'll come back. Don't worry.

Speaker 2

38:17

Director gray is going to give you a reprieve. Thank you. All right, while we're voting on that item, we would ask that director Grayson can prepare to come forward after this time for more presentation on the CSU planning grant.

Speaker 6

38:32

All right, good afternoon, everyone, and thank you. I'm having a bit of trouble, Zoom trouble, so I will not be joining you all via camera, but nevertheless, glad to be here with you all. I wanted to provide a presentation for you, as I normally do this time of year. As you all know, especially from Amanda's previous presentations, we are in the midst of our COC competition, and one thing that comes out of our competition is our COC planning dollars. And so each year, I like to have the opportunity to present to you all regarding our COC planning dollars, explain to you a little bit about what those COC planning dollars are, what how they can be used, and what we're planning to use to support them with for the grant year that is funded under this fiscal year, if you go to the next screen, Chelsea, all right, so A couple of years ago we did, we being can conducted a survey of the CLC board as well as the CLC lead agency staff and a collaborative applicant staff, and in that survey, we asked what were the needs for the. COC over the next few years. And so from that survey, these are some of the top some of the items that rose to the top in terms of things that potentially the COC planning grant may be able to support as we try to fill the gaps for some of those needs. And so some of that was related to providing some support in TA and doing some follow up with service providers. We also identified a need to be able to engage more landlords. And from a systems level, we identify the need to just kind of be able to tap into maybe some of those untapped resources that currently exist, and we need to bring those folks to our table. We also talked about just trying to identify more sustainable ways of funding for supportive services as that continues to be a need for our continuum of care, and we talked about being able to add more affordable housing that is sustainable and quality housing, in addition to whatever permanent supportive housing resources that are available through the COC competition. And then lastly, we talked about the need to really be able to support people with lived experience, to make sure that they are engaged in the process and actively participating in all tables of the COC which can mean the COC board, can mean the seal in COC committees as well. Next slide please. So we from that survey, we have really been operating off of that survey to identify ways in which the COC planning grant may be able to fill some or all of those gaps. And so I want to talk a little bit about the CLC planning grant in general, and then I'll go into some specifics. So the CLC planning grant is considered new for each CLC competition. So this isn't a renewal grant. It is something that it is considered a new grant, new grant, and must be applied for with each competition, up to 5% of the final pro rata need is available for the CLC planning grant. And so that really depends on HUD makes a determinant of what that final pro rata need is, and then we are allowed to, as a collaborative applicant, apply for up to 5% of that hand is the collaborative applicant. And so the collaborative applicant is the only eligible applicant for the COC planning dollars. So this is un not like our other renewal funding where there are multiple applicants that may be eligible. The only eligible applicant is a collaborative applicant for the COC planning grant. And just like the other dollars, the COC planning grant requires a 25% match. So for every dollar that hub puts in the with the planning grant, of 25% 25 cents has to be matched to that dollar next slide. And so there are several categories. I believe there are about six different eligible activities that HUD allows for us. So we'll start with this first slide, which identifies three of those categories, which include coordination service area and COC system. So coordination, a number of things can fall under that, but and typically we use that when we're doing coordination related to our mainstream resources. So that could be working with our PHAs. It also can mean working with Detroit when working with our ESG recipients, which in our case would be mishta and the city of Detroit, another category which I won't spend too much time on, but do want to introduce it to you all, is the service area. And so this is, I would say, probably for newer CLCs, or for some of those CoCs that may be merging, where they have to determine what is their geographic area that they will serve. As you all know, for the Detroit COC we serve Detroit Highland Park and half traffic. And then lastly, on this side, category is around developing a COC system. And this is really a broad category that allows us to address many things, including a lot of the activities that we do under the COC board. The. Committees in a general membership Next slide. So kind of going back to pairing that survey with some of the resources that we have been able to bring to the table as a result of the COC planning grant. So looking at some of those top items or top functions that rose to the top in that survey, and then aligning that with some of our resources for our COC planning grant, for example, you all wanted more support and leadership when it comes to some of the committee work that we're doing. And so we have been able to bring on a role as a program coordinator, and that is currently being filled by Chelsea Johnson. And so you all experience a lot of the work that she's able to do. She provides a lot of staffing to this board, as well, as she is wrapping up some of the work that she's going to be doing with committee committees to help standardize some of the work of the committees as it comes to providing some support and leadership, really, around some of our strategic or systems transformation work. And so an example was provided in this survey for the NIS work, which was a lot of the work around racial equity. It was also work around getting people with lived experience involved. And so a lot of that work around strategic planning will be the role of our COC coordinator. That position actually is currently vacant, but it was most recently filled by Elise rod. Said, also, we are proposing some new roles, so some new and continuing some existing roles to do some work around program monitoring and evaluation. So in the survey, you all told us that you want to see more engagement from the collaborative applicant around monitoring and evaluation. And so we are going to be bringing on some additional support. Right now we have Amanda Sternberg, who is in that role, and then we're going to be adding some management level staff to help out with more of the monitoring and evaluation work, so we'll see more of that coming forward from the collaborative applicant. We also were able to add a couple of grand administrator roles, and so that, as has helped out as well. You all said you wanted to see us be able to do more with affordable housing and really just increasing housing and permanent housing in general, in our COC. And so we've been able to do that when we brought on the systems coordinator for housing, which is currently staffed by Eleanor Bradford. Also we want to support our people with lived expertise. And so in doing so, we brought on two roles for that, with the engagement coordinator, formerly filled by Katie Isa, and then our client support, Lia liaison, which is filled by Katie Izzo.

Speaker 6

48:32

Um, you all wanted to see more um management level, um support from the collaborative applicant, and so that is being provided by CLC manager. The role is currently vacant, but soon to be filled. And then we also have been able to again provide some more staffing related to committees and work groups, and doing that through the COC court coordinator. And then lastly, as we have ramped up our yp programs and just doing more work around youth homelessness, we have the youth coordinator in that role is being filled by Meredith. Next slide please. So what we are currently looking at would be for this round of funding, which would start for us in January of 2026, so a little bit more than a year out, this budget should look pretty familiar, because it is pretty similar to what we were, what we proposed for the budget that starts in January of 2025, so. There was not we're maxed out in terms of COC planning grants, and so there was not an opportunity to bring on additional roles as a result of being maxed out with the COC planning grant dollars. So all in all, we'll have about 13.9 FTE to support our continuum of care, and that amounts to about $1.5 million most of which is consumed in staffing, a small portion of it for operations. Also, we've been able, over the years, since we have started providing resources and stipends for people with lived experience, we've been able to increase that. And so you'll see now that we're providing about $85,000 for people with lived experience we have to support our annual Point in Time Count. So we've allocated about $15,000 for that. And then the last couple of things is just around. Every now and again, there's a need for additional capacity for specific projects, for the continuum of care, and so we allocated and set some money aside to bring on some of that additional one time project specific capacity at 30,000 and then we have been implementing for a more efficient and effective process, some online training platforms. So I think many of you have been introduced to our LMS system, and then we're also, we've also been implementing some online platforms for funding, for the processing the funding applications in grant management, and so that is all in here, and that brings up our the CLC planning grant to about $1.5 million I was notified today, brought to my attention that there may be potentially some resources for yhdp, since this will be a first time renewal, and so I'm looking into that with our hood ta so if that is the case, then we may have a little bit more funding. We would probably move that youth coordinator role over to the yhdp planning dollars, and that will free up some space for us to do some things with the COC planning grant. So more to come as we get some additional information from our HUD TA provider. But just want to share this with you, and then I'll turn it back over to Dr Curley, and I'm happy to take any questions that you all may have.

Unknown Speaker

52:44

Thank you so much. Director Gray, are the questions?

Speaker 2

52:52

Alrighty, you did a fine job. There's no I have a question. Alrighty,

Speaker 5

52:57

okay. Wait, who's first? Erica, do you have your hand up, no, just making sure that you I have a question, Pasha, when you have this budget, and let's say like a staff position doesn't get billed right away, and so you end up having, you know, more on in the your staffing line item than wherever Can you move things around within your budget so that you can spend down that money prior to the grant ending. Or it's not like a line item budget to HUD, right? This is just internal,

Speaker 6

53:30

yeah, this is internal. If there's going to be some significant changes, obviously we make sure we're communicating that and connecting with hood. So for example, during the camp transition, there were some significant changes that we had to make. The camp transition wasn't on any of ours rate our radar, and so we had to support that. And so HUD, we met with hood, and they allowed us to move some funds around to provide some support for the cam transition.

Speaker 5

54:06

Okay, okay. And historically, you guys able to spend down all of your cam planning with, like, just kind of moving it around based off of, you know, situations that arise,

Speaker 6

54:18

yeah, I will say the last planning grant. We were running two planning grants at the same time because we extended the previous one as it relates to the cam transition. And then we were running the one that started. What that would have been January of 23 so I think there was some funds that we were not able to expend from that January 23 grant.

Speaker 5

54:52

Okay, but you don't think that's going to be an issue moving forward.

Speaker 6

54:58

Well, I always do projections. So. I'll be doing doing some projections for the 24 grant to see where we are.

Unknown Speaker

55:06

Okay. Thank

Unknown Speaker

55:07

you. No problem.

Unknown Speaker

55:15

And Miss George, did you have another one?

Speaker 1

55:20

Sorry, no, I just wanted to make sure Tara, we caught Tara's question. Awesome.

Speaker 2

55:24

Thank you so much. Alrighty, not hearing any others. We are ready for a break, and we are actually early. Our presenters have done really well, getting us, keeping us on time, in and ahead of time, actually. So as it is 303, we will resume at 310 so you'll get Seven minutes instead of five. Thank you So much. Applause.

Speaker 2

01:02:30

All right, it is 310 and we are ready to move forward. Glad to present to all again, Miss Sternberg with the CSC application input. All right, thank you.

Unknown Speaker

01:02:46

Pull up my screen again.

Speaker 4

01:02:53

Okay, all right, let me get myself situated here. Okay, so as I hopefully become clear at this point, we are still in the midst of the COC competition, but we are rounding the bend and getting closer and closer to the end, so we're going to be taking a good chunk of the time today to allow for our board members and our guests here to provide some input into what we're putting in the COC application itself. So first, just kind of some background and context so hand and we play a role known as the collaborative applicant. In that role, we are responsible for not only overseeing the project application, piece of the application which that involves, you know, the vote that was just taken for new project funding, as well as the conversations that have been had around renewal projects and the vote that will be taken on the New project funding in addition to all of that, so the project application side of things, we are also responsible for putting together the overall COC application. So the COC application is an overarching application that is submitted to HUD. This is the application. Our responses to that application, as well as accompanying data, is what HUD scores us on as the COC. And that score that we receive will help determine, ultimately, how much funding we receive as the COC. So if you kind of heard me in this space or other spaces before talk about the COC competition being a competition. It really is a competition. The Detroit COC is essentially competing with 400 other CoCs around the country for these funds. The continuum of care dollars are not. As entitlement dollars, like other federal funding, is these are all granted on a competitive basis, so how well we do in the competition will drive how much funding we receive. So the application, the COC application, that we're putting together is is a significant part of that. For those who have been around for as long as I have. You may know the phrase exhibit one. We haven't used that phrase in probably about 17 years, but the CDC application, formerly called exhibit one, is a compilation of, again, questions and data that allows us to communicate to HUD both kind of how things are within our system, within our community, and within our system, it responds to questions that HUD has, again, about what we're doing around kind of specific areas regarding homelessness. So what are we doing as a community? What have we done over the past year, and what do we plan to do going forward? So that kind of in a nutshell, are sort of the themes of all of the questions in the application. So in a moment, we're going to be splitting up into break rooms, and we're going to allow you to really provide some input into how we're responding to some of these questions, really, just to make sure that we are fully identifying, you know, everything that we want to within the questions themselves. I will say, kind of, you know, hand staff have been spending the last several weeks drafting responses to these application questions, and we feel like we're kind of getting to a good point with our responses, but we just really want to make sure that the community has input as well, and also input in terms of if there's things that come up in the break rooms that maybe we're not able to include in our response to HUD, that we're able to kind of keep it on our radar as this is something that we need to consider kind of going forward. So let me just kind of talk through the logistics of how this is going to work. We're going to have two rounds of breakouts. Each breakout round is going to be about 15 minutes long. So you'll have about 15 minutes in your breakout room, there are going to be a total of six rooms. And I'll I've listed what these six rooms are. We'll have one discussing issues of racial equity. That's one breakout room, and then the other five breakout rooms are all related to our system performance measures, which these are key components of the application that are scored. So the other five breakout rooms are regarding reducing the length of time that people experience homelessness, increasing access to permanent housing, decreasing returns to homelessness, reducing the length of time people experience homelessness, and then increasing income or employment for people experiencing homelessness. So in a moment, we will open the breakout rooms. You can select which room you want to go into. There will be a facilitator in that room, and there will be someone taking notes, and there's some guided questions that they'll go over at the end of about 15 minutes or so, and you'll get that, like 62nd warning that you'll see kind of flash on the screen. At the end of 15 minutes, those rooms will automatically dump everyone back into this main room. So we'll regroup for a minute, reconfigure ourselves, and then we'll open the breakout rooms again for another round. You can go to the same room both times in a row, if you choose if you really like the topic, if you feel like you have more that you want to stay on that topic, you can go to the back, go back to the same breakout room, or you can select a different breakout room, but the same six rooms will be available each time. So before we go into the breakout rooms. Are there any questions that folks have? And again, everyone is welcome to participate, board members and guests. There's no voting for this. There's no you know decisions that need to be made here. This is really just an opportunity to get input the

Speaker 4

01:09:29

I don't see any questions, so going to ask Chelsea to open the breakout rooms. And again, you may select whichever one of these six breakout rooms you want to go to whichever one sounds interesting. Once these rooms are open, you can go ahead and select that one, and then you'll be taken there. Due to the magic of zoom, you'll be taken to that breakout room. So Chelsea, if you want to open the breakout rooms, yes,

Speaker 2

01:09:57

we may be looking it's under your more button. Down at the bottom where it says join breakout room, or maybe under more if you don't see it visible. Got it?

Unknown Speaker

01:10:06

Thank you. I

Speaker 6

01:10:27

Hey, Chelsea, yes, I don't see an option for me to go into a breakout room. I don't know if I'm missing it because I am on my phone.

Speaker 3

01:10:39

Yeah, on the phone, it might have like a widget that says more like three dots, yeah, yeah, okay. Well, maybe I can just assign you. I can just assign you which one did you want to

Unknown Speaker

01:10:52

go to? Um,

Unknown Speaker

01:10:54

I guess you can put me in the me. See. You can put me in the equity one. Okay,

Speaker 1

01:11:02

thank you. This is Jane. I can't see. I can't find the selections, either, where, which, neither.

Speaker 3

01:11:14

Put me, send me anywhere, anywhere. Okay, yeah,

Unknown Speaker

01:11:17

just you choose, like, if

Speaker 6

01:11:18

there's four squares at the top, if you're on the phone, there's four squares on the top, above Chelsea's head, to the left, that says breakout.

Unknown Speaker

01:11:29

See that I'm on the laptop.

Unknown Speaker

01:11:32

Which one would you like to go to? Toya, hey,

Unknown Speaker

01:12:00

Good. I'm

Speaker 2

01:13:15

are there this here in the main room that need assistance of being transferred? I

Speaker 2

01:13:35

Yes, Jonathan, it looks like Miss mclaughton might need some assistance. There we go, okay, Yeah, I'm

Unknown Speaker

01:13:41

Trying to do

Speaker 4

01:29:00

All Right, okay, thank you all. That was breakout round number one. Thank you all for all of the great conversations that I know happened there. For the facilitators and the note takers, we're going to do a second round. So if you got caught off in the middle of what you were saying and you want to finish your thought, you can go back to the same room that you were in, and they're all numbered the same. You know going to be listed the same. So you can either go back to that same room, or if you just have more that you want to say, feel free to go back. Or you can select a different room from the breakout list if there was something else that looked good to you. So we're going to do this again, another 15 minutes in the breakout rooms, and then we'll gather together again for some closing thoughts. So if the rooms are open,

Unknown Speaker

01:29:55

yeah, I just opened them. All right,

Unknown Speaker

01:29:57

the rooms are open. Thanks.

Unknown Speaker

01:31:20

I Want to Watching.

Speaker 4

01:32:02

I All right, all right, thank you, everyone. I will say, if you were in the middle of a sentence, you got cut off, please feel free to send a message to the person who was facilitating your breakout room to finish your thought, just so we have that and we can capture that through these breakout rooms, it can be jarring when you're talking and then you're like, pulled out, oops. Let me go back to my slides, all right, but I do want to thank everyone for that time. I hopefully if that felt less rushed than last year, we've done this in years past, and folks have said that it felt. Rush. So really try to give folks some additional time this year, I really I appreciate the conversations that took place in the room. I was in great conversation, great dialog. And I'm sure the other rooms were the same as well. So I want to do some quick kind of closing and I realize I failed to mention something in one of my earlier presentations. So I'm going to go back in a minute. To go back in a minute. But first, in terms of the COC application, it's stuff. So all of these conversations that we just had over the past 45 minutes or so, we're going to be taking all of that input and looking through it and, you know, finishing up the application itself. So the application and all the project applications will ultimately be submitted to HUD october 25 what's happening prior to that? On October 15? This is the special COC meeting that Chelsea referenced at the top of our meeting here today on October 15. So that's next week, Tuesday, at 130 we're having a COC membership meeting. We will be going through the entire application, and the COC members will be voting. Members will be asked to vote to approve the application. It is in our governance charter that the COC application be approved by the COC membership. So if you are a voting member of the COC, please be sure to be at the COC meeting next week, Tuesday, the 15th, at 130 so again, the application will be submitted on the 25th we anticipate that HUD will provide us our score next spring. So just sort of TBD on that. I do want to also back up real quick, because I failed to mention this when we were talking earlier. So going to take advantage of the fact that I still have the floor so earlier, when we went through the final new project recommendations. That was the list of projects being recommended for COC bonus funding. We you know the voting link is still open for that. Just some quick kind of next steps on that piece, because I did kind of fail to mention this. So assuming that the vote passes, what will happen is tomorrow, the values and funding priority committee will meet to develop the final project priority ranking list. So this will be the entire list of project fixed, both renewal projects and new projects, in their ranked order based on the ranking policies that the board approved earlier this summer. Then we will have a special board meeting on Wednesday at 4pm and Chelsea alluded to this earlier as well, for the COC board to vote on that final priority project priority ranking list. So it also if you are a board member who is not affiliated with a COC agency, it is really important that you be at this meeting, because only non COC funded board members can vote. We recognize this special meeting. It's one more meeting, you know, kind of in the midst of haptic meeting time, but we really ask that you make every attempt to be there on Wednesday at 4pm so the reason why we have to have these meetings kind of back to back to back. I know it's inconvenience, but one thing really plays off of the other. For example, the values and funding priority can't complete this final ranking list until they know the final list of projects that are going to be submitted, which is what was just voted on today. Likewise, we have to inform applicants by October 15 if their project is going to be submitted and where it's going to be ranked. That's a deadline that HUD has given us. So in order to meet that October 15 deadline, the board had to meet again prior to that and so we set that meeting date for October 9. So I do apologize for the multiple meetings in a row, and I appreciate your patience with that and just this time of year that we're in, but I wanted to revisit that point, so I kind of failed to say that earlier. All right, that is all that I have. So I am going to turn it over to I'll just turn it over to Chelsea to take us on to the next thing, or Dr G, whoever Take it away,

Speaker 2

01:54:26

either one. Thank you for all that you do. We are now at the point of public comment. I'm going to ask Miss Harrison to come forward and lead us through our rules and suggestions for public comment in the entertainment board. If you sign up, you can still do that. Thank you.

Speaker 1

01:54:46

So I haven't gotten anything yet in the chat, but please feel free to direct message me, or you can simply raise your hands, but it is time for our public comments. It is last, but it is absolutely. Not least in our CLC, is extremely important that we have public comment, and you will have three minutes if you want to do public comment today, there are some general rules and different suggestions we have here listed. I won't read each one verbatim, but please review, and if you would like to do public comment, you can raise your hand or just simply message me in the chat and you will be called on

Speaker 1

01:55:48

Hey, I don't see anything in the list yet. I

Speaker 1

01:56:03

All right? Well, maybe today, October 7, gonna go on record and say that we do not have any public comment today. Thank you. Dr, G, I'm going to turn it back over to you, just one. Thank you so much for this opportunity. Oh, thank you. Do we have a public comment? Yes, we do. Thank you. All right, go ahead. Miss Paula, yes, I just want to say thank you so much for this opportunity to be able to voice my experiences. And I thank you guys so much for the work that you're doing to try to improve things for persons like myself that is experiencing homelessness and all the areas around stability. So I thank you guys for the work you do. God bless you and your loved one.

Speaker 1

01:57:09

Thank you. Okay, up next, we have John Stoica, go ahead, John, thank

Speaker 7

01:57:18

you. I just want to put out here community and home supports. We're currently speaking members for our board, board members, and so if you know anybody, Phil might be qualified or be candidate, or if you're interested, I put our email in the chat, and we're definitely see them, people with lived experience who have been through our CLC system in some way, shape or form. And so if you know of anybody along those lines,

Unknown Speaker

01:57:55

will be circulating something so

Speaker 1

01:58:02

thank you, John, and I think you said you're going to add something to the chat. Okay, there it is.

Unknown Speaker

01:58:14

All right. Thank you very much. You

Unknown Speaker

01:58:26

uh, Eleanor,

Unknown Speaker

01:58:26

you have a comment? Yeah.

Speaker 8

01:58:31

Hi. My name is Eleanor Bradford, systems coordinator for housing for your city, for our COC. Just wanted to uplift that Detroit housing Commission's wait list is open for the low income public housing. And so this some of it is senior housing and some of it is not. So if you have residents that are looking for housing, you all are looking for apartments. And even if you are a PSH provider and you have clients that are ready to move on. This can be an opportunity, but they no longer need intensive services. So just want to uplift that that wait list is open and please, please, please, it will be closed as of December 30, so please. And then also go on Detroit home Connect. I will put that in the chat, but they tell you what affordable housing properties are opening and how to contact the wait list for 30% 40, 5060, and 80% AMI, thank

Speaker 1

01:59:34

you. Thank you, Eleanor, for both of those great resources, and it looks like Meredith has dropped that Detroit home connect link in the chat as well. Both really good resources, DHC, waitlist and the Detroit home connect any other public comments today, i.

Speaker 1

02:00:04

I'm looking through, I don't see anything. Um, I

Speaker 9

02:00:07

don't see those links in there. For some reason, my chat wasn't disabled for a minute. I don't see any links.

Speaker 1

02:00:17

Okay, Donna, um, not sure why you're not seeing the links. Are you able to see any of the chat?

Speaker 9

02:00:26

The last thing I see is motivational interview training. That is all

Speaker 1

02:00:30

okay. Can somebody commit to getting the links out of the chat and sending over to Donna during the public comment, you're speaking of those links, right? Donna,

Unknown Speaker

02:00:48

yes, I

Unknown Speaker

02:00:49

am. Okay.

Unknown Speaker

02:00:51

Which ones does she need? Okay, alright,

Speaker 9

02:00:55

you had a link for the community home support thing and, and what was the last one?

Speaker 1

02:01:02

Uh, Detroit, uh, home, connect, and then the DHC application

Unknown Speaker

02:01:07

form, right? And it says you cannot interact these messages from just send it in my email. Okay? Thank you.

Speaker 1

02:01:22

Thank you, Donna, it was coming your way. Donna, yeah, Katie is going to hook you up with all of the links.

Speaker 9

02:01:34

I know I get on y'all nerves because I'm everywhere. But guess what, I ain't going away

Speaker 1

02:01:39

if you don't get on our nerves. We love you. Alright. Any other public comment? Y'all not going to trick me next month when I wait an extra two minutes before I inadvertently, prematurely close it out, I'm going to be ready any more public comment today for October 7, and I'm scrolling through. I'm scrolling through.

Unknown Speaker

02:02:11

Have a good day.

Speaker 1

02:02:13

Thank you. All right, I am now going to officially close out the public comment for October 7 and turn it back over to you,

Speaker 2

02:02:25

doctor. Thank you so much, and thanks everyone for sharing your comments today. We want to thank everyone for joining us today. Thanks for taking time out of your schedule. It's two hours plus is a great commitment, so we thank you for having such a great, robust discussion and breakouts and participating here, we do have a special CSC board meeting this Wednesday at 4pm please mark your calendars and plan to attend. And I just want to leave this Bible says we close the end is never the end. It's always the beginning of something new. So as you continue in this work, so we have frustrations and and obstacles and challenges, the end is never the end, it always beginning of something new and that have a great afternoon. Everyone. Have a great afternoon, everyone.

Unknown Speaker

02:03:22

Thanks. All right,

Speaker 7

02:03:24

weenie is over until I begin you.

00:0000:00