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Home My WebLink AboutCHG Presentation to HFB June 2026CHG Lead at OlyCAP Presentation to Jefferson County Housing Fund Board 1 CHG Lead – Key Functions Homeless Crisis Response System Coordination Managing Coordinated Entry Leading PIT Count and Data Systems Overseeing providers and contracts Ensure Compliance and Reporting Managing funding and reimbursements Monitoring program quality, exits, and grievances Use data to improve outcomes and reduce homelessness 2 System Oversight Align System with CHG Guidelines, the local homeless housing plan, and state law Coordinate providers, subcontractors, and community partners Set system expectations, including low-barrier and housing-first practices Establish policies for access, participation and grievances Monitor performance and outcomes across funded programs Lead cross-agency coordination and problem-solving OlyCAP examples: Implemented internal audit systems to ensure grant compliance. Established staffing process involving 16 area partners. Initiated community coordination resulting in doubling Welcoming Center hours when DSHS area encampment was disbursed. Facilitating Regional Feasibility Study for Skilled Nursing / Dementia Care for adults experiencing homelessness. Members include Medical Providers, Hospital Commissioners, and a State Representative Champion. Low-barrier guidance embedded across partner agreements, MOUs, and coordination policies where relevant. 3 Coordinated Entry Ensure CHG-funded programs use Coordinated Entry referrals Maintain consistent intake and assessment processes Oversee access points, assessment tools, and workflows Facilitate case conferencing and by-name list coordination. Ensure reasonable accommodations disability access, and language access Monitor CE data quality and timeliness in HMIS Ensure participating programs follow state and federal anti-discrimination laws Manage HARPS (Housing and Recovery through Peer Supports) permanent housing funding* This -NC-ND OlyCAP examples: Composed Policy Manual for Coordinated Entry in collaboration with area partners. Standardized Intake processes and training. Established Case Conferencing with 16 area providers Provided training to community partners on Reasonable accommodations and anti-discrimination laws. Developed shared resources: CE Advisory Committee Box App Folder Expanded Access points minimizing time between first contact and entry into coordinated entry – unique across the state 4 PIT and HIC OlyCAP examples: Established Planning Committee in 2025 which included Lived Experts and multiple community partners including County Commissioners and members of Department of Commerce. Collected confidential feedback from 2025 PIT. Utilized feedback and data from 2025 to expand outreach and refine processes in 2026. Continued open sharing of information: PIT 2026 folder Will use 2026 findings to support relevant solutions eg Safe Parking needs for South County - currently in discussion with Community Center. Director of Impact is working with Viki Sontag to complete the HIC and AER this year improving upon last year's processes. Recruit and coordinate partner agencies and volunteers Develop sheltered and unsheltered count plan Train staff and volunteers on survey tools, safety, and consistent data collection Coordinate outreach teams and geographic coverage Compile data from shelters, outreach, and partners Submit PIT and HIC data to Commerce Review data for accuracy and use results for planning 5 Data / HMIS Reporting and Performance Management Enforce HMIS data quality standards Monitor timeliness, accuracy and completeness of data entry Run data quality reports Address missing or inconsistent data Ensure informed consent and privacy protections Generate reports for state reporting, system performance, and local planning Submit annual reports, including PIT and HIC data Track system-level outcomes and use the data to identify service gaps Adjust funding and program strategies based on outcomes Data Quality & Compliance Maintain HMIS data quality standards Run data quality reports Monitor data accuracy, completeness, and timeliness Ensure privacy, consent, and security requirements Support HMIS compliance and reporting standards System Performance & Planning Track housing outcomes and program performance Identify gaps and trends in community needs Generate reports for funders and stakeholders Support coordinated entry and housing system planning Use data to improve housing stability and reduce homelessness OlyCAP examples: Periodic data quality reports to maintain HMIS quality standards and monitor accuracy, completeness, and timeliness Ensure privacy and informed consent through internal policies, MOUs, processes and training. Manage By Name List utilizing area partnerships and staffing workgroups to ensure accuracy Track housing outcomes and program performance thought HMIS performance reports. Director of Impact to support generating reports for funders and stakeholders. Implementing processes to refine HMIS data management to identify gaps and develop strategies to reduce homelessness (eg Looker Report). 6 Subgrantee Management and Monitoring Execute agreements and amendments Monitor allowable costs and activities Ensure providers follow CHG rules Conduct risk assessments and site monitoring Review client files and required documentation Provide technical assistance and training OlyCAP: Executed agreements upon receipt of CHG grant in August. 10% Prevention funds subgranted to by-for organization as required by Commerce. Previous management received a waiver for this requirement, we made this a priority Provided training and guides needed for success and a shared folder for all subgrant materials including subgrantee monitoring materials : Subgrantee Box App Folder Offered additional training where needed and requeted. If found noncompliant, subgrantees will be offered additional training, Technical Assistance, and/or additional supports where necessary. Termination would only occur as a last resort and in consult with the Department of Commerce Scheduling monitors with current subgrantees. 7 Community Planning and System Management Support implementation of the local homeless and housing plan Engage provides, local government, and community partners Use PIT and HMIS data to identify trends Improve system design based on data and outcomes Coordinate with Commerce and regional partners 8 Reporting and Performance Management Measure System Outcomes Housing Placements and Exits to permanent housing Length of time homeless Returns to homelessness Housing stability and retention Inform Community Decisions Identify service gaps and emerging needs Evaluate program effectiveness Guide funding and resource allocation Support local and state planning efforts Note: This data does not include $99,000 in Homeless Prevention Dollars in subrecipient pass through 9 What CHG Supports 10 What CHG Supports Staff (salaries paid in part or whole) 3 Housing Specialists, 1 Housing Resources Manager 4 Shelter Monitors, 1 Shelter Supervisor and 1 Shelter Manager Fiscal and Admin salaries Data Management and Impact staff Staff supported coordination and resources Landlord Liaison services Community De-escalation Training Salvation Army outreach and engagement Elevating the voices of Lived Experts Stipends for community planning engagement ($50 an hour) including PIT and 5-year plan participation Employ and elevate Lived Experts in the department – multiple programs with Lived Experts as managers Leading in best practices Will be co-presenting at the next Housing Washington Conference in September with Public Health. Subgrants: $164,000 in subgrants for Outreach, Rapid Rehousing and Homeless Prevention Will be continuing in some capacity and hopefully expanding July,2026 Casewell-Brown Village Operations 55 individuals served 2025 – 26. Housing Specialist on-site 2 days a week Community space for Public Health Nurse and partner services including ReachOut, LEAD, and REAL Teams. 11 Over a decade of experience in providing, developing and managing Local Homeless and Housing Services. Entry level knowledge takes a year Commitment to Partner Engagement and Shared Knowledge History of Innovation in Program Development and Service Provision Prioritization of supporting and elevating Lived Expertise in Management Regional and Statewide Engagement Co-lead of Communities for Functional Zero Office of Homeless Youth Advisory Committee Vice Chair (Governor appointed position) President of Sarge's Veteran Support Network Board of Directors Clallam County Homelessness Taskforce Chair What Current Housing Department Staff Brings 12 What the HFB Should Know Prevention Works: $143k invested 99% housing retention Housing Resources Remain Limited: 351 active households on BNL Demand exceeds available housing Partnerships Drive Success: 16 agencies participating in coordinated case conferencing Regional coordination improving housing outcomes Housing First is still a best practice: $38K invested 0 recorded returns to homelessness once housed 13 Additional Details the HFB should know HARPS follows Coordinated Entry – Administered by Salish Behavioral Health Administrative Services Organization (SBHASO). Provides $140,000 in subsidies and operations annually. Funds are provided on a reimbursement basis. Contract effective July 1, often is not available for review for signature until October sometimes November. While moneys can be spent, invoices will not be reimbursed until the contract is operationalized. Comes with a considerable Administrative ask with multiple data entry requirements and tight fiscal turnaround. To disconnect from Coordinated Entry would require a new RFP and Salish BHASO would need significant notice to retain this fund in this community. There is an additional CE requirement if the County is the Commerce Grantee: "If the Commerce Grantee is a county government, homeless housing projects funded by local housing surcharge revenue (local document recording fees) must also participate in the CE system." - Final CE Guidelines 10-21, Page 10, Section 4. 14 THANK YOU Viola Ware, Director of Housing and Community Development Olympic Community Action Partnerships vware@olycap.org 360-460-2848 15