City of Lawrence, Kansas

COMMUNITY COMMISSION ON HOMELESSNESS

July 12, 2011 Minutes (Lawrence City Commission Room)

Members present: Hubbard Collinsworth, Brad Cook, Wes Dalberg, Charlotte Knoche, Samantha Snyder, Cary Strong,

Members absent: Karin Feltman, Mike Monroe, Shannon Murphy

Staff present: Danelle Dresslar, Margene Swarts

Public present: Steve Cowan, Saunny Scott, Hilda Enoch, James Dunn, Shawn Hittle, Heather Davis

The meeting was called to order at 8:30 am by Chair Knoche.

ITEM NO. 1 Introductions

The members of the CCH introduced themselves.

ITEM NO. 2 Approval of the Agenda and the June 14, 2011 Minutes.

Cook requested that an item be added to discuss the impact of the State’s decision to close the Lawrence SRS office.

ACTION TAKEN

Motion by Collinsworth to approve the Agenda with the suggested inclusion of the SRS item and the June 14, 2011 meeting minutes of the CCH. Seconded by Snyder.

Motion passed unanimously.

ITEM NO. 3 Discussion of the CCH Resolution

Swarts introduced the topic. She said at the CCH planning retreat the CCH members discussed updating the original 2005 version of the adopted CCH resolution. The Final Plan of the original Task Force on Homelessness that created the CCH did not have a specific work plan. The CCH spent a lot of time figuring out how to move forward. The Housing Vision was born from this body, and they discussed time-appropriate situations such as panhandling, homeless camping, and other related items. The CCH also established the criteria for an emergency shelter. Swarts said the CCH has taken an active role in the discussions for the need for a larger shelter location. The CCH has worked through the closing of the Salvation Army emergency shelter program and discussed and considered how to incorporate that change into the community. Swarts noted that at the planning retreat, the CCH decided to review the resolution and see if the duties and expectations of the CCH could be updated. The new resolution should be able to provide the body with a plan to move forward. The resolution presented to the CCH attempts to take the retreat discussion and place it in a resolution package. Swarts said that Scott McCullough, Director of Planning and Development Services, as well as the Legal team have reviewed the document. If the CCH requests any changes to the content of the resolution as presented at this meeting Legal will need to look at the document again. Swarts said the City Commission is currently in the middle of budget talks for 2012, and the final budget hearing is set for August. If the CCH decides to pursue this update to the resolution there can be a study session scheduled with the City Commission, and September will likely be an appropriate time to schedule this.

Cook asked Swarts if there were any other changes to the resolution besides changing the name of the body to Homeless Issues Advisory Committee.

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Swarts said in addition to the name of the body changing, the resolution updates the section on membership, gives the body some authority to ask for reports from agencies, and allows the body to look at the community in terms of the Continuum of Care process. Swarts said this body would be one that allows the community, including agencies and people, insight into the funding application process. This group will have knowledge of the process and those who are applying for the funding. This is the body who will function as an advisory board for homeless issues, and this is a body who will be aware of the needs of the community. The CCH understands the need for permanent housing with supportive services. They have drawn the framework for emergency shelter criteria. They were able to provide support for temporary housing programs such as the E-Housing Connector and HPRP. The CCH also knows the gap in services still sits with the Permanent Supportive housing piece.

Knoche asked if the CCH would be the reviewing body for the Continuum of Care application process, and do agencies applying for funding need to go through this body?

Swarts said while the approval of the CCH mayl not be necessary, this body needs to be aware of any applications being submitted through the Balance of State Continuum of Care for Douglas County.

Knoche said an important aspect of the application process for the Continuum of Care is that the community demonstrates the agencies are working together and looking at the proposed programs as a whole to coordinate activities and services. The Continuum of Care allocation process from the federal level wants to make sure the community is offering a spectrum of programs and each agency knows what the other is doing to accomplish a network of services.

Swarts said an additional change to the resolution is that the former resolution specifically said the CCH will have 11 members. The updated version opens this requirement to say “up to 11 members.” Swarts said this also opens up the membership to an expansion of members from differing agencies. This version of the resolution spells out the composition of the body in terms of what agencies or groups need to have representation at the table. There is also room in the language for groups that might not be specifically listed, but would be advantageous to include if the opportunity arises. The term limits did not change. The rest of the document is boilerplate language for advisory boards and commissions.

Motion by Dalberg to approve the updated resolution for the commission currently known as the Community Commission on Homelessness and to send the document on to the City Commission for adoption, if appropriate. Seconded by Snyder.

Knoche opened the item for public comment.

James Dunn asked about the piece of the resolution that spoke to the membership of the body. He asked to clarify if a person can still serve on the Commission and not live in the city or the county.

Knoche said the intent of that particular piece of the resolution is to allow for someone who works for an agency in the community but does not necessarily live in Lawrence to be able to serve on the body. There are some stakeholders in public service agencies and other representative sectors who serve the community but do not live in Lawrence or Douglas County.

Swarts agreed and said this makes the body a representation of the identified stakeholder group or agency in Lawrence and Douglas County, and not necessarily the individual that is appointed to serve on the CCH.

Dalberg told Dunn he understood his comment, but it was highly unlikely the commission would end up with 11 members who did not live in the city or county.

Dunn said his concern was based on what happened in his neighborhood association with the Board in that it is now represented mostly by individuals who do not live in the neighborhood, and some do not even live in Lawrence at all.

Swarts reminded the public and the CCH that the members are done by appointment, so if something to the level of an entire board being non-Lawrence or Douglas County residents were to happen it would have the opportunity to be recognized before it got to that point. The way this resolution is written just makes it possible to work in the county and still be able to serve. There is a difference in the structure of the neighborhood association and the city advisory board. The way this is written in the resolution, the stakeholders are listed, so any person appointed to the commission would have to meet the specific membership requirements. This is a city and county focused advisory board, so it is conceivable that a person can work in the city or county and not live there. The city would rather have someone who has a strong work focus in the community and does not necessarily live in Lawrence or Douglas County, than to appoint a person without the same strong work focus in the community who are appointed just because they live within the Lawrence city limits.

Knoche said the point of this is to pull together the people who have the information and expertise and who can give the appropriate recommendations to the City Commission on behalf of the community. The focus should be what these appointees know, and not where they live. Even if someone lives in another city, their focus can still be on this community and the homeless issues here.

Motion passed unanimously.

Swarts asked if the CCH would like to have a study session with the City Commission to discuss the work that the body has been doing over the last year, as well as having a discussion about the direction that the body is moving toward.

Knoche asked if it would be a planning session or a study session.

Swarts said that it would be appropriate to have a study session to see where the body is coming from and why there are recommended changes to the CCH structure. It would also be beneficial to discuss what the City Commission would want to see for an annual report and to discuss the ideas that the body has for moving forward into this year.

Knoche said that the timing for the study session could be late September, and then the resolution update could go in front of the City Commission for approval in October.

Swarts agreed.

Snyder asked if it was appropriate to have a planning session for the CCH to provide an outline for the study session in September.

Swarts said it would be a good idea to put something together to present. The CCH could make the presentation, then the Commissioners will ask questions and a discussion will take place. The CCH can discuss this further next month and look at dates and see how they want to proceed with the planning discussion.

Knoche said that the August 9, 2011 meeting can serve as a planning session for the September study session with the City Commission.

ITEM NO. 4 (Added) Lawrence SRS Closing.

Knoche said she attended the community discussion last night regarding the closing of the Lawrence SRS agency location. She said it was a public comment meeting, and not many answers, if any, were provided regarding the decision to close the facility.

Cook said there was very little input from the public officials that were in attendance. The meeting was mostly concerns and thoughts that were expressed from the community regarding the closing of the agency and what was going to happen going forward. There were no representatives from SRS in attendance. They are still taking applications at the site at this time.

Knoche said the closing will have a huge impact on the community services. Over half of the LDCHA tenants utilize services from the Lawrence SRS location. In all actuality, the majority of the 1200 people that they serve get some type of service from there. There have been many connections made between the agencies in the community, and there has been a very long partnership with LDCHA and the local SRS over the years.

Swarts asked Cook if the majority, if not all, his clients utilize SRS services.

Cook said the vast majority did utilize the SRS services locally.

Swarts asked Cook if his clients needed to primarily visit the office for their services or if they accessed the services another way.

Cook said most of the interaction with his clients and the local SRS agency were face-to-face meetings. Most of the services his clients utilize will be very difficult to administer with no location to walk in to. At this time, they can immediately take them to the office when there is a service situation. It will be difficult going forward with the transportation component. There is already a lot of time spent transporting people to SRS and other agencies within the community.

Swarts said she was questioning the ability of other locations such as the Franklin County office to handle the influx of clients from the Lawrence office. She asked if there has been any type of direction on where the clients will go to access services after the Lawrence office closes.

Knoche said there are not a lot of answers at this point. She suggested the first step should be making a contact in SRS and having access to information such as timelines and question such as the one that Swarts posed. It is important to know where the local clients will go and where will their case management file be released. It is very important to determine how this will work going forward, and how the community can keep SRS in the Lawrence and Douglas County service network. This will be very hard without a location in town.

Cook said he was concerned about events such as when people lose their food stamp card. If that type of issue happens currently, the client can go directly to the SRS location and get a new card. This will be very difficult to manage going forward with no location in Lawrence.

Snyder asked if the face-to-face option for meetings with SRS and their clients is eliminated in Lawrence, what types of resources does the community need to be looking at to continue to provide services to those who require them.

Cook said some things may be done via the phone, but service providers are questioning how effective that will be.

Strong asked if this change in accessing the services for SRS will alter the number of services provided.

Swarts said the threat of identity theft might be enhanced by solely utilizing phone, internet, and email.

Cook agreed and said this was a concern that has been voiced. This type of service access makes it possible for someone to use someone else’s information to access services.

Snyder said Skype could be an option to try to fight the identity theft component.

Knoche said SRS is talking about trying to accommodate a local presence on a part time basis if affordable office space could be secured. She said LDCHA, along with other agencies, would probably be willing to offer desk space for this type of arrangement.

Swarts said staff has been and will continue to pay attention to the issue and if there is new information the SRS closing can be put on the August agenda. Depending on if there is any new information, a representative from SRS can come in and talk to the CCH if it can be arranged.

Cook said the timeline he has seen for the closure of the site is within the next three months.

Dalberg asked what the criterion was that was referenced for the decision to close the Lawrence location.

Cook said it was described as an issue of the building rent as well as the proximity of Lawrence from Topeka and Kansas City.

Knoche said the expense to maintain the office in Lawrence was quite high.

Snyder asked if a bus like the JO could be secured to assist with transportation to the other locations the Lawrence clients will now have to utilize.

Knoche said the State is expecting the non-profits and faith-based agencies to absorb the costs.

Cook said in addition, the Lawrence SRS employees are not necessarily going to be placed within SRS in this area. Those employees in the Lawrence office may be relocated across the state, so there will be new case workers to build relationships with as well.

Knoche agreed and said there was a chance that those strong connections currently in place for the agencies might be gone with this closure. What is now quick help for someone in a dangerous situation might be harder to accomplish. The networks will no longer be in place as they are now.

Snyder said there could be the possibility to secure meeting places in the churches as well.

Swarts said a representative noted the Lawrence SRS office made over 10,000 contacts with clients last month. If even 75% were face-to-face contacts this is a lot for a local agency providing meeting space to accommodate. She said she was not sure how local agencies or churches will be able to handle the influx.

Knoche said the “satellite location” would actually need to be several people in several locations or a small ongoing office presence. At this point, nobody has much information, so it is hard to even begin planning for this type of setup.

ITEM NO. 5 Discussion of Future Housing Vision Reports

Swarts said staff did not have any direction last month regarding the Housing Vision reports for this meeting, so there needed to be a discussion on the direction the CCH wanted to take with these reports.

Knoche said it should be standard each month that there is an update given on the status of the Lawrence Community Shelter relocation efforts.

Swarts asked if it was sufficient to receive an email update. Additionally, staff can forward along any specific questions that the CCH might have for the shelter representatives and report back on the answer provided.

Knoche said an email was sufficient for the LCS update. She added other agencies that should be providing regular updates are the HPRP program for temporary housing, the HOME Tenant Based Rental Assistance program for transitional housing, Project Able for transitional and permanent supportive housing, the Balance of State Continuum of care for an overall quarterly report on what they are working with, and an aspect of permanent housing.

Swarts said the Homebuyer and Land Trust programs with Tenants to Homeowners are ongoing, and staff is in regular contact with their agency so if there is something new with their programs they are an option to report out to the CCH as well.

Knoche said the same applies for LDCHA. Any growth in a program or change in a program should turn into a report to the CCH.

Collinsworth said he had been wondering for several weeks how many case managers are needed for the clients serviced in Lawrence and Douglas County, and how will these services and case managers be funded if funding is cut and services are cut. He said the City Commission needs to be aware of this number when budget talks are occurring. This is a long tern situation. He said he would like to know a ballpark figure of the amount of case managers needed from all the stakeholder agencies is, and what it actually comes out to be.

Knoche asked if Collinsworth specifically wanted to know how many case workers were working with the homeless or over all services.

Collinsworth said he is interested in finding this information for the immediate need category.

Knoche asked if this item could be placed under the emergency services report.

Swarts said there can be a discussion regarding case management in terms of what the community sees and knows. There is some overlap, but she said she was unsure it can be determined where all the case management in the community is. If it can be determined, Swarts questioned the value in knowing this number for discussion purposes.

Collinsworth said he wanted to know so this item can stay in the forefront. If at some point the City needs to begin to cut funding to services, it will be helpful to know what cannot be cut and where to cut from first if needed.

Swarts said there is a quarterly report on case management received from the Bert Nash Homeless Outreach team, and this lists how many individuals they helped, as well as what help they received.

Knoche said this report was the most effective item that was currently available that speaks directly to case management. The document shows what they are doing, how many they serve, and why the service is helpful. This shows specifically what is being done with this particular funding and what is being accomplished. These reports go to the City Commission and they are able to see the numbers.

Swarts said these numbers can be provided in a study session as well. The CCH can discuss why having the case managers helps, and what the importance of this service is. This reporting and discussion shows continuation of what the CCH has been able to help accomplish and what has been done.

Knoche said the City Commission is always aware of this service as they see both the reports directly and they see the minutes from the CCH. This also speaks to the importance of having case managers helping clients work their way through the system.

Swarts said the CCH can speak to this topic anecdotally in the study session with the City Commission. She said the CCH can also speak to what landlords say about the importance of case management.

Knoche said it should never come as a shock to anyone that there are homeless services that are utilized in the community.

Dalberg agreed and added that if there is a service gap, that should be known to the City Commission as well.

Cook said when budget cuts are discussed there is always a quick jump to social service funding. The latest round of budget talks had the City looking at potential cuts. The social service agencies were the first place they looked. Had any cuts potentially happened, it would have severely impacted the service network in the community.

Knoche said it is important to show both sides of the equation. When services are cut, there are costs. What happens in the community when those services are no longer there? This may be the picture that needs to be reported.

Snyder added when the CCH is gathering reports from agencies they can ask the agencies to report on funding and staffing to try to put together a picture of the needs of the community. Those services cannot be administered by someone for free, and everyone is competing for a shrinking pot of money.

Collinsworth said he did not think this issue needed to be an ongoing agenda item. He said he just wants to make sure it is known to the City Commission and the community what the effects of cutting social service funding would be.

Knoche asked the CCH to think about what type of information that they wanted to have on the table for the study session with the City Commission. The issues should be centered on how homelessness impacts the Lawrence and Douglas County areas, and what is helping it and what is hurting it. This is the type of information that the City Commission may benefit from.

ITEM NO. 6 Miscellaneous/Calendar

Swarts said the next meeting date was August 9, 2011.

Cook said the City Commission budget hearing was scheduled for August 2, 2011.

Swarts said September would be a good time for the study session because the budget talks will have been completed by that time.

ITEM NO. 7 Public Comment

There was no additional public comment.

ITEM NO. 8 Adjourn

Motion by Strong to adjourn the July 12, 2011 meeting of the CCH. Seconded by Cook.

Motion passed unanimously.

Attendance Record

Members

01/11

02/11

03/11

04/11

05/11

06/11

07/11

08/11

09/11

10/11

11/11

12/ 11

Hubbard Collinsworth

Brad Cook

Wes

Dalberg

Karin Feltman

Charlotte Knoche

Mike

Monroe

Shannon Murphy

Samantha Snyder

Cary Strong

X Meeting Cancelled Due to Inclement Weather