Introductions were made by all present; Margaret Gregg was thanked for hosting the meeting.

A Regional Update was added to the meeting's agenda

Committee reviewed CTA submitted HMIS Timeline for comments

Sharing of data was identified as key issue to checking additional items off of timeline

Committee agreed to action steps completed and in need of completion as outlined in HMIS Timeline.

Two versions of consent form were submitted by CTA for review.

Ray outlined what legally must be included in consent forms. Feedback about Draft A and B from agencies included support for Draft A from four agencies and one agency in support of Draft B. Additional feedback included the request for an opportunity in the consent form for clients to refuse consent to the HMIS system.

Committee members requested assistance in explaining consent form to clients and CTA agreed to provide some language to that effect.

Committee agreed that individual agencies would not modify consent forms.

Committee agreed to adopt Draft A of consent form with a line for clients to refuse consent.

A draft Partner Agency User Agreement was submitted to the Committee for review by CTA.

The form's purpose is to ensure all agency employees/volunteers understand the function of HMIS and to reiterate the importance of confidentiality when utilizing the system. It was stated that it is the responsibility of each agency's Executive Director to ensure that all employees/volunteers are in compliance with respect to the Partner Agency User Agreement.

Committee requested to add an additional requirement of all HMIS users to attend or view a video of the County's confidentiality training. It was agreed that it is the responsibility of each individual agency to verify that employees/volunteers of that agency have complied with this addition.

The Committee agreed to adopt the submitted draft Partner Agency User Agreement with the additional requirement of the confidentiality training.

Committee members requested a recap on where discussion on issue stood.

• Data entry into HMIS will be in real time
• The client owns his/her own data, but for purpose of HMIS, the agency that inputs the data owns it
• Committee is divided on ownership of supplemental data added to HMIS from additional agencies
• According to HIPAA regulations and other legal considerations, some information cannot be shared between agencies, i.e. HIV/AIDS status, mental health, etc. and information about youth and battered women

Committee agreed that and in compliance with all regulations and laws, all data within APR intake form will be shared amongst all agencies participating in HMIS.

Two agencies present gave approval subject to approval of their respective agency Executive Directors.

All new agencies utilizing HMIS will sign a MOU outlining the agreed upon ownership and sharing of data.

The discussion was opened to suggestions by Committee members on what issues should be addressed next by the Committee.

Defining responsibilities of agencies and CTA

Who will enforce rules of HMIS?

The HUD grant requires matching cash funds of $120,000. Individual agencies were asked to submit information on how they could support fundraising and/or what they could contribute. CTA will let agencies know what resources were previously used for leverage and cannot be included for cash donations now.

How should HMIS system be evaluated? What outcome measures could be used?

Committee will need to examine the inclusion of APR exit forms in the future.

The next Technology Committee Meeting would be announced at a later date.