Held at United Way, 1922 The Alameda

Attendees:
Ray Allen, Chairman, CTA
Bill Babbel, Santa Clara Adult Ed. (SCAE) *
Denise Scovel, InnVision
Jerome Burstein, Independent
John Reed, Sacred Heart Community Services (SHCS)
Kathleen Krenek, Next Door
Kim Masters, CTA
Leah Gronlund, SCAE
Loc Chau, SHCS *
Margaret Gregg, County of Santa Clara
Mario Anima, InnVision
Marizela Maciel, SHCS
Mark Foote, Emergency Housing Consortium (EHC)
Michelle Ogburn, CTA
Nancy Noel, CSA Mountain View
Ragan Henniger, Next Door *
Steve Sangervasi, CTA
Trish Crowder, San Jose Family Shelter

AGENDA

* CollabSCC Website and List-Serve
* HMIS Status
* Aggregate Data Reporting
* Final HUD Standard
* Regional DB Participation
* County-Wide Swipe Cards

There were no changes to the agenda.

Introductions were made to welcome new attendees. *

CollabSCC Website and List-serve

* Ray gave an update on the status of the new server, which was purchased on approval of the Steering Committee.
o The new server has more capacity and improved virus protection.  The configuration of the list-serve has also been changed so that it will only allow members to use it.  Thus, there has been a major reduction in spam and other such problems since it was put into service mid-July.
o Leah reported that she was still receiving a lot of spam, but it was determined that it was not due to the Collaborative list-serve.  Bill will provide assistance.

* Ray noted that there has still been very little feedback on the website.  A request was made at the last meeting to look at the website and let CTA know level of interest in using, fixing and enhancing.
o There was some acknowledgment that it is a good thing and it should be maintained.
o Margaret pointed out that it is a good source for contact information and also offered to maintain the calendar once the issues are resolved.
o Mark suggested it would be helpful to have the ability to look up member names by Agency.
o Ray asked that we give it some more thought and provide additional feedback.
o Have a look -  www.collabscc.org - and provide any feedback to Marc Byrd at marc@ctagroup.org.

HMIS Status

* Michelle reported that monthly User Review meetings have been established in response to the interest voiced at the last Technology Committee meeting
o The meetings are held from 9:30-11:30 on the 2nd Friday of each month, at various locations
o 27 users (over 40% of active users), representing 7 agencies, have attended at least one of the 4 meetings held so far

* Michelle also noted that two Report Writing Workshops have been held since our last meeting.
o 6 users have attended the sessions, representing 5 agencies. 
o She will let everyone know when the next one is scheduled, which should happen sometime in January.

o Ray informed us that Bowman (ServicePoint vendor) is expected to finalize their decision and pricing of an enhanced reporting tool (Crystal Reports) by December

* Michelle reported on implementation progress
o Currently 8 active agencies; EHC began entering data in July
o 4 additional agencies have received training and are in process of implementation
o Sacred Heart is planned to begin in January
o Salvation Army has not yet committed to implementation due to circumstances; we may need to provide some additional support to get them going
o Awaiting City Team's decision on a nation-wide agency database; we must find an acceptable solution for getting their data included in the county's database
o A meeting is planned next week to discuss implementation with DV and HOPWA agencies

* There was further discussion on the importance of expanding the breadth and depth of our HMIS data - to meet our project goals, continued funding, and having meaningful data to support policy decisions.
o We must continue to push for additional agency implementations
o We must also work towards more complete use of ServicePoint features

* Needs and Services should be tracked in the database to allow creation of the APR as well as fulfill our mission and identify service gaps
* More widespread and complete use of ShelterPoint and Goals/Outcomes is also strongly encouraged; these areas must be used in order to fairly evaluate capacity and program effectiveness

Aggregate Data Reporting

* Kim presented examples of several basic demographic reports that can be produced now and identified additional reports that may be produced whenever the data is available.
o There were concerns noted about many of the numbers and the general consensus was that the data is still not representative; no one is ready to show these to anyone yet; perhaps in a few more months after Salvation Army and a few others are included
o Michelle suggested the idea of a task force to address the aggregate reporting questions and all agreed; Mark Foote, Mario Anima, Margaret Gregg and Jerry Burstein offered their participation;  CTA will coordinate

Final HUD Standard

* All HMIS SCC documents that required modifications to comply with the Final HUD Standard were revised and distributed for review prior to the meeting.
o A vote was taken to accept the revised Policies and Procedures - all in favor
o A vote was taken to accept the revised Privacy Notice - all in favor
o A vote was taken to accept the revised Intake Form - all in favor

* We are waiting for Bowman to provide the required changes in the application; these are expected sometime in January.

* Ray gave a brief description of the final baseline requirements regarding Public Access, which might necessitate the use of either Public Key Infrastructure certificates or static IP addresses.  
o This is still a questionable item and will most likely be the responsibility of the software vendor
o At this point neither HUD nor the software vendor have responded definitively to questions on this matter.

Regional DB Participation

* Steve introduced RHINO, the Regional Homeless Information Network, and presented some background on the 11-county collaborative effort funded by Schwab Foundation.
o BACHIC is the governing body
o Margaret is our representative
o The database will be a collection of the Universal and Program data elements as defined in the HUD HMIS Standard, minus protected personal information
o County participation will be phased in starting with Santa Clara County

County-Wide Swipe Cards

* Michelle gave an update on the effort to support county-wide swipe cards
o We are getting closer to the software solution; the enhancement needed for ServicePoint to handle pre-printed cards is in progress
o The current target for implementation is December 1
o Cecil White has been selected as a pilot site

Ray thanked all for attending.

Adjourned at 4:10