Continuum of Care — Portland, ME
Date: 2016-07-15

Portland Continuum of Care
Friday 11:00-1:00pm
1 City Center, 1st Floor


Agenda

 1) Introductions & Overview, Jon and Aaron

 2) Review Timeline & Work Plan, Scott/ Amy

 3) Reallocation Discussion, Jon/ Aaron

 4) Bonus Points, Jon/ Aaron

 5) Review Meeting Schedule

 6) Discuss Roles & Responsibilities

 7) Selection Process Posting for Friday

 8) Follow up Meeting: Fridays 9-12
Draft Meeting Schedule

 Date Location Topic
 Today 1 City Center Intro- Overview
 Meeting 1 Section 1, Scott
 Match & Leverage, Amy
 Scoring Tool Review
 Bonus Application
 Meeting 2 (TBD)
 Meeting 3 Section 3, 4, 5, Scott
 Meeting 4 Section 6, Anne
 Meeting 5 Section 2, Amy
 Meeting 6 Review Scoring/ Ranking, Amy
 Meeting 7 Section 6, Anne
 Meeting 8 Review all, Approve




Draft PCOC NOFA Schedule
 July 15, 11-1  1 City Center Intro- Overview
 July 22, 9-12  196 Lancaster Street, Back Bay Room Section 1, Scott
 Match & Leverage, Amy
 Scoring Tool Review
 Bonus Application
 July 29, 9-12 196 Lancaster Street, Back Bay Room (TBD)
 August 5, 9-12 196 Lancaster Street, Back Bay Room Section 3, 4, 5, Scott
 August 12, 9- 196 Lancaster Street, Back Bay Room Section 6, Anne
 12
 August 19, 9- 196 Lancaster Street, Back Bay Room Section 2, Amy
 12
 August 26, 9- 196 Lancaster Street, Back Bay Room Review Scoring/ Ranking, Amy
 12
 Sept 2, 9-12 196 Lancaster Street, Back Bay Room Section 6, Anne
 Sept 9, 9-12 196 Lancaster Street, Back Bay Room Review all, Approve

Portland Continuum of Care
 Meeting Summary
 Friday 11:00-1:00pm
 1 City Center, 1st Floor

Attendees: Aaron Geyer, Vickey Rand, Scott Tibbitts, Ginny, Jon Bradley, Joanie Klaymen, Wendi
DuBois, Monique Gordon, Georgia Jenkins
 1) Introductions & Overview, Jon and Aaron
Everyone introduces themselves. Jon and Aaron provide a brief overview of the NOFA and the
process.
 2) Review Meeting Schedule - Amy
The group discusses possible meeting times. Fridays are suggested from 9-12. There is general
agreement to this time slot. Based on those meeting dates, Amy provides a draft NOFA
schedule and what will be discussed at each meeting.

 July 15, 11-1 1 City Center Intro- Overview
 July 22, 9-12 196 Lancaster Street, Back Bay Room Section 1, Scott
 Match & Leverage, Amy
 Scoring Tool Review
 Bonus Application
 July 29, 9-12 196 Lancaster Street, Back Bay Room (TBD)- CANCELED
 August 5, 9-12 196 Lancaster Street, Back Bay Room Section 3, 4, 5, Scott
 August 12, 9- 196 Lancaster Street, Back Bay Room Section 6, Anne
 12
 August 19, 9- 196 Lancaster Street, Back Bay Room Section 2, Amy
 12
 August 26, 9- 196 Lancaster Street, Back Bay Room Review Scoring/ Ranking, Amy
 12
 Sept 2, 9-12 196 Lancaster Street, Back Bay Room Section 6, Anne
 Sept 9, 9-12 196 Lancaster Street, Back Bay Room Review all, Approve


Monitoring will need to be discussed, scheduled and planned.
Posting for project applications and selection process was posted on Friday July 15 on the
Portland website and the MaineHousing website.
 3) Review Timeline & Work Plan, Scott
Scott reviews the Work Plan and explains project submission. There is guidance in the NOFA
regarding project applications, it is typically vague. Once esnaps is open you can go in and fill
out specific questions regarding the application. The esnaps questions change depending on
the data you put in, so be sure it is accurage. Sometimes the guidance in the NOFA does not


 1
match the exact question in esnaps, but you still need to follow the guidance in the NOFA.
Unfortunattely, Esnaps is not available yet. So until esnaps is open, you can only review what is
in the NOFA. Here is a basic summary of the NOFA sections:
 - Section 1 basic policies and practices. We can utilize policies that are already written or
 in place, perhaps in last year’s application.
 - Section 2 is regarding the Project Ranking, Review and Capacity.
 - Section 3 is HMIS data. There are HMIS policies and procedures in place.
 - Section 4 is the Point In Time Count that has been submitted. We want to review the
 methodology to ensure it is correct etc. This includes a Youth Count. Jon explains that
 this will provide a baseline for the emphasis on youth going forward. Kennebec did an
 effective youth count. We can’t refer to it but we can use some of the language for
 methodology.
 - Section 5 is system performance measures. This establishes the baseline for these
 measures going forward. Next year HUD will track the progress going forward.
 - Section 6 is Performance and Strategic Planning section. Anne will help write this
 narrative explaining the data and the CoC strategy. What you say will impact your score.
 You need to be sure you answer all parts of each question.
There is guidance available both from Anne and a tool developed by NAEH. Jon explains that
this is when its most important for all to attend.


 4) Reallocation Discussion, Jon/ Aaron
Jon explains HUD encourages continuums to review their projects and reallocate as necessary.
In the past, HUD has recommended that we reallocate from transitional programs to
permanent housing programs. If projects are underperforming, or don’t align with HUD
priorities, their funds could be reallocated.
 5) Bonus Points, Jon/ Aaron
There will be approximately $120,000 available for the bonus. In the past MaineHousing has
provided the match for a bricks and mortar project but it is not available this year. The Bonus
money can be for permanently supportive housing or rapid rehousing, but not for services only.
Permanently supportive housing has to be for chronically homeless, but rapid rehousing does
not need to be for chronically homeless (even though the priority overall for the CoC is for
chronically).
Each project must have both Leverage and Match. Match is required and is 25% for eligible
costs in your program. Leverage is 150% above your match and is much more flexible- anything
that applies to your project- food donation, other services can count. It has to be directly tied to
the project but does not need to be an eligible cost.
New applications are a tremendous amount of funds. We still do not know how much money is
available and esnaps is not open. It is extremely difficult for new applications to submit within
these time constraints. Please contact HUD and the HelpDesk and let them know this is simply
not enough time to submit a new project. Please contact HUD and allow them.


 2