Council of Community Services s2

DATE: February 1, 2013

TO: Board of Directors

FROM: Linda Arrington, Administrative Services Manager

RE: Board Meeting Reminder and Meeting Information

Just a note to remind everyone of the monthly Board of Directors’ meeting to be held:

Monday, February 11, 12:00 to 1:30 p.m. in the Baumgardner Conference Room (2nd floor)

A lunch consisting of a half sandwich, half salad, portion of bread, drink, and a mini cookie can be ordered from Panera Bread for $8.00. If you would like to place a lunch order, please return your attendance card (by replying to this email, faxing it to 540.982.2935, or by calling the Council office) indicating your attendance plans by noon Thursday, February 7 so the order can be placed.

The following information is attached:

 Reply Card  Agenda  Minutes of January 14, 2013, Board Meeting  Program Updates  February President’s Report

Your attendance at our monthly board meetings is important. We look forward to seeing you on Monday, February 11th.

Main Office Botetourt Resource Center Council of Community Services 33 Bedford Street, Buchanan, VA 24066 P.O. Box 598 24004 540.254.1468 502 Campbell Avenue, SW Community Housing Resource Center Roanoke, Virginia 24016 1502-B Williamson Road, Roanoke, VA 24012 540.985.0131 800.354.3388 540.266.7551 Website: www.councilofcommunityservices.org Drop-In Center Email: [email protected] 356 Campbell Avenue, Roanoke, VA 24016 540.985.0131 Board of Directors’ Meeting Wednesday, February 11, 2012 - 12:00 Noon

AGENDA

Presiding: Henry Scholz, Chair

I. Chairman’s Report A. Welcome, Introductions and Announcements New Members of the Board: Mimi Coles, Chris Thomas

B. Consent Agenda  Minutes of the January 14, 2012, meeting Grant Applications: CHRC/ Housing Stabilization for Families in Need CHRC/ City of Roanoke – Emergency Solutions Grant Blue Ridge CAN/ City of Roanoke Human Services

C. Finance Report, November 2012 Act on recommendation to accept 2011-2012 Audit, Anderson & Reed, LLP

II. Program Highlights . Program Report: o Community Housing Resource Center/Blue Ridge CAN Matt Crookshank

III. 2012-2013 Business Plan Discussion Items  Business Plan Report: Committee Liaison o Planning & Consultation Sara Cole o NRC Alison Jorgensen o Nominating Dan Merenda o Resource Development Dan Merenda o Marketing Linda Arrington

 Franklin County Senior Citizen Study with Ferrum College Maggie Gray IV. President’s Report Q&A V. Adjourn The Council of Community Services provides leadership for organizations and individuals in the areas of planning, information, and referral services to improve the quality of life in our communities. COUNCIL OF COMMUNITY SERVICES Board of Directors’ Meeting Minutes Monday, January 14, 2013 Present: Diana Christopulos Andrea Martin Hope Cupit Carol Orndorff Maggie Gray Paul Phillips Kit Hale Henry Scholz Susan Lancaster Wayne Strickland

Absent: Lorraine Lange Linda Staley Daniel Summerlin

Staff Present: Alison Jorgensen Denny Huff Pam Shepherd Amanda Holcomb Dan Merenda Robert Morrow Carolee Sarver Linda Arrington Robyn Dobyns

I. Chairman’s Report A. The January 14, 2013 Board Meeting was called to order by the Chair, Henry Scholz. A welcome was extended to all present.

B. Consent Agenda  Minutes of the November 12, 2012, meeting  Grant Applications o Drop-In Center Contract Renewals Virginia Department of Health o BRC – Roanoke District United Methodist Church Board of Missions o BRC – County of Botetourt Board of Supervisors o Maternal Child and Home Visitation Central Intake o HUD Continuum of Care Homeless Program Susan Lancaster moved to approve the Consent Agenda. Paul Phillips seconded. The Consent Agenda was approved unanimously.

C. Finance Report, October and November 2012 Carolee Sarver presented the Financial Report for October and November 2012. Henry Scholz moved to approve the Financial Report. Wayne Strickland seconded. The Financial Report was approved unanimously.

II. Program Highlights  Robyn Dobyns, Director of the Botetourt Resource Center, presented program highlights, funding, and accomplishments for the program throughout 2012. Robyn shared a slide show presentation to the Board that included interviews and pictures of the work being done by the BRC and the various individuals who have benefited from it.  As stated in the President’s Report, in January 2013 Freedom First Credit Union designated the Botetourt Resource Center as one of the two Botetourt Charities to receive funding from promotional offerings during the opening of FFCU’s Botetourt County Branch. The promotion includes a $20 donation to the BRC for each new account opened.

Council of Community Services Board of Directors’ Meeting Page 2

III. 2012-2013 Business Plan Discussion Items  Resource Development o Resource Development Committee o Final Resource Development Plan . Visitation Campaign and Corporate Breakfast  Packets have been put together and sent out to 15 corporate heads. The packet is meant to be a ‘light sell’ and a first step to getting to know the Council. A Corporate Breakfast will be planned. . Corporate Foundation Proposal Campaign  The Committee continues to seek out corporate foundations and additional grants. It’s the goal of the Committee to raise $40,000 [ear year unrestricted funds in order for the Council to operate more efficiently by providing staff training, technology, etc. . Individual Solicitation Campaign  Board members to distribute 10-15 packets.  Email Solicitation to Nonprofit Resource Center’s List Serve o Email to List Serve was sent on January 11th and in response to the email, Dan will be interviewed by Scott Leamon of WSLS on Monday, January 14th. The interview will focus on the community platform and the increased interest in using data to improve decision making among policymakers and practitioners. . Chairman’s Challenge/Capital Campaign  A final thank you will be sent out this week to those who donated to the Capital Campaign. Included in the letter will be a courtesy reminder of the amount donated and Council Tax ID Number for tax purposes. o Planning & Consultation Committee Report: Dan Merenda . Did not meet in December. . Staff participated in a December 3, 2012, presentation to City Council on the Systems Transformation efforts made within and among the Homeless Service organizations and agencies. . Franklin County has hired the Council for strategic planning. o Nominating Committee Report: Wayne Strickland . There are currently 3 vacancies in the Council’s Board of Directors that need to be filled. Wayne was given 5 recommendations and so far 2 of them have committed to serve. Mimi Coles and Chris Thomas will be joining the Board. The Nominating Committee motioned the approval of Mimi Coles and Chris Thomas as members of the Council Board of Directors. Maggie Gray seconded. The motion was unanimously approved. Council of Community Services Board of Directors’ Meeting Page 3

V. President’s Report Q&A  Funders’ Network Meeting  Governor’s Conference on Housing  Homeless System Transformation presentation to Roanoke City Council  Norfolk Southern Foundation Grant  Partnership for a Livable Roanoke Valley Report  Point in Time Survey  Roanoke Region Connects Report

VI. Adjourn Respectfully submitted by, Amanda Holcomb, Administrative Coordinator

Attachments: Financial Report, Consent Agenda February Program Updates Highlights of program since the last BOD meeting (2nd Monday of each month):

Program: Planning & Consultation

Strategic Goals Goal A: Enhance the planning leadership function of the Council to ensure it is FIRST CHOICE for public, private, and volunteer constituencies who need planning, data, information and referral, consultation, and organizational development in the human and community services field.

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Staff conducted focus group training CCS visibility with local nonprofit and Goals A & B for 15 Ferrum College students. government agencies, and Universities through Council will facilitate Franklin facilitation and strategic planning demonstrates county strategic planning on Seniors it’s leadership in capacity building. that will become part of Franklin county Comprehensive Plan Faith Community gathered at CCS is viewed as convener of collaborative Goals A & B Council in response to Sandy Hook efforts. tragedy. They felt it was important to respond to the issue as deliberate and dedicated. Staff is conducting site visits to CCS partnership with city Human Services Goals A & B monitor 36 programs receiving Committee demonstrates its collaborative role in Human Services Funding from community. Roanoke city. President gave television interview The Community Platform and marketing its’ Goals A & B on Community Platform. value through local television is an example of the Council’s efforts to position its planning and leadership role in the community Program: 211 VIRGINIA – Southwest Region

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates  2-1-1 VIRGINIA By responding to requests, stats Goal A responded to 9,699 generated can assist the Council in their requests for resources planning activities, as well as needs during the period 01/01/13 assessments. – 01/21/13.  The Southwest region replied to 2,721 of those contacts.

 Of the 9,699 contacts Geographic statistics generated from 2-1- Goal A statewide, 707 were from 1 VIRGINIA assist in the Council’s the Roanoke Valley planning activities, as well as needs (Botetourt, Craig, Roanoke assessments. County, Roanoke City & Salem City); 8,992 calls were taken from regions outside the Roanoke Valley area.

 Top 10 needs listed for the Problem/Needs statistics generated from Goal A calls taken during the 2-1-1 VIRGINIA assists in the Council’s month of January planning activities, as well as needs (01/01/13 – 01/21/13) assessments. were: 1. Financial Aid-Utilities 2. Financial Aid-Housing 3. Food Pantry/Emergency 4. Dental Care 5. Legal Advice/Representation 6. Area Agencies on Aging/AAA, Housing- Subsidized, Info Lines/Specialized I&R (TIE) 7. Shelter-Homeless 8. Social Services Department /DSS 9. Employment & Career Services 10. Free Clinic, Health Departments (TIE)

 Continued to participate in Availability of staff to meet with local Goal B regularly-scheduled community groups and agencies allows meetings of the Mayor’s the opportunity to increase awareness of Committee for People with the Council and 2-1-1 VIRGINIA and Disabilities, Volunteer the services that we offer. Coordinators, Family Services’ Community Grief and Loss Center, Roanoke Redevelopment and Housing Authority’s Self Sufficiency Group, and the Roanoke Area Emergency Service Providers.  Began participating in the monthly Virginia Workforce Center’s Partner meetings.  2-1-1 VIRGINIA also participated in an outreach event at the Roanoke Civic Center’s Career and Lifestyle Fair. Program: 2-1-1 VIRGINIA State

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates 2-1-1 VIRGINIA was activated by Expands visibility and value of the system. Goals A, B, C & D the Virginia Hospital and Health Care Association during the Inauguration weekend as the call center for Patient Tracking. 2-1-1 Call centers have been notified Another way 2-1-1 VIRGINIA provides services Goals A,B and F that all Virginian’s can now access to public the VITA website to file taxes. 2-1- 1 Virginia will include all the phone numbers for the VITA sites. OVCS EITC staff and 2-1-1 Virginia staff have been communicating on the EITC mailing that will be going out in January. Program: Community Housing Resource Center

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates CHRC staff member is currently By having a representative serve on this Goals: A; B; and E serving on the Homeless committee, the CHRC will play a leadership role Management Information System in ensuring community-wide data relating to (HMIS) Data Quality and Evaluation homelessness is accurate and useful. This will Committee. also allow the CHRC to interact more fully with its community partners and other service providers, strengthening partnerships and, ultimately, providing better coordinated services to those needing assistance.

Participation on this committee will also allow the Center to remain constantly vigilant in maintaining accurate data and maximizing the impact of its services through regular review. The CHRC has received word that Securing this funding provides a more diversified Goals: A; B; C; and E the City of Roanoke is including stream of funds and will allow the CHRC to CDBG funding for the CHRC in the continue to provide homelessness prevention and 2012-2013 Annual Update to the re-housing services to residents of the City of City of Roanoke’s Consolidated Roanoke after the expiration of the HPRP. Plan. The Annual Update is subject to approval of the City Council and will then be submitted to the Department of Housing and Urban Development (HUD) for final approval. The City of Roanoke has recommended that $50,000 in CDBG funding be awarded to the CHRC. CHRC staff member is currently By having a staff person chair the HSG task Goals: A; B; C; and E chairing the Continuum of Care task force, the CHRC is further establishing its role as force established to coordinate the a leader in the community in coordinating community’s approach to the new services and facilitating collaboration among Homeless Solutions Grant and the homeless service providers. overall transformation of the service system in the community. The new HSG requires increased coordination of services and includes new funding for rapid re-housing. The task force will facilitate coordination of agency proposals and establish a framework for on-going service coordination and provision amongst providers. The CHRC has been awarded Securing this grant provides a more diversified Goals: A; B; C; and E $108,000 in Homeless Solutions stream of funds to the CHRC and provides Grant (HSG) funding from the another opportunity for the CHRC to play a Virginia Department of Housing & leadership role in a collaborative effort, further Community Development (DHCD) positioning the Center as a one-stop shop in to implement a community-wide addressing homelessness in the community. rapid re-housing project. The CHRC submitted a collaborative proposal with Continuum of Care members -the Salvation Army, Trust House, Total Action Against Poverty (TAP), the Homeless Assistance Team (HAT), and Family Promise of Greater Roanoke. The CHRC has moved its location to By playing a leadership role in the establishment Goals: A; B; and E the City of Roanoke’s Homeless of a centralized intake and coordinated service Assistance Team offices located at system, the CHRC’s role as a collaborative leader 339 Salem Avenue in downtown in the community will be enhanced. Roanoke. The move establishes a centralized intake system for homeless services and will facilitate overall service coordination in the community. The United Way of Roanoke Valley- The CHRC continues to play a leadership role in Goals: A; B; and E funded Safety Net program has been the community in coordinating financial services restructured to include 3 additional for homelessness assistance and prevention. partners – the Homeless Assistance Team, Trust House and Family Promise of Greater Roanoke. The new structure will allow the community to fill service gaps identified in the new rapid re- housing structure – increasing the likelihood that individuals and families transitioning out of homelessness are successful and self-sufficient. The other 3 Safety Net partners – TAP, Salvation Army and Presbyterian Community Center – will continue to provide rental, mortgage and utility assistance for those currently housed but at risk of becoming homeless. A part-time Blue Ridge CAN staff The new Blue Ridge CAN support staff position Goals A; B; E; F position has been filled through a enables the CHRC to enhance its value to reorganization of responsibilities of customers through increased access to training a current CHRC staff person. The and technical assistance. The new support new position will establish a more structure will build the capacity of partners in hands on and structured approach to providing more efficient and effective services to the trainings and technical assistance clients. provided to system users. The focus of the new structure will be to increase the ability of partner agencies to more fully understand and utilize the system. The CHRC submitted a Securing this grant provides a more diversified Goals: A; B; C; and E collaborative application with Trust stream of funds to the CHRC and provides House, Salvation Army and Family another opportunity for the CHRC to play a Promise of Greater Roanoke to leadership role in a collaborative effort, further provide homelessness prevention positioning the Center as a one-stop shop in services through the Emergency addressing homelessness in the community. Solutions Grant (ESG). The City of Roanoke has awarded $55,787 in ESG funding to the CHRC and its partners to implement the project. The new program will pilot a medium-term assistance component – administered by the Salvation Army – to serve individuals and families with high barriers. The CHRC will use its portion of the funding to provide “one-time”, short-term rental assistance to clients residing in Roanoke City. The CHRC submitted a funding Securing this grant provides a more diversified Goals: A; B; C; and E proposal, on behalf of the stream of funds to the CHRC and provides Continuum of Care, to the National another opportunity for the CHRC to play a Alliance to End Homelessness leadership role in a collaborative effort, further (NAEH) to provide rapid re-housing positioning the Center as a one-stop shop in services to families with high addressing homelessness in the community. barriers to housing stability. The NAEH fully funded the proposal and has awarded $36,700 to the CHRC and its partners to implement the project. The program will be plugged directly into the rapid re- housing structure being developed through the HSG and will focus on moving families from homelessness to permanent housing quickly and successfully. A part-time Housing Coordinator The new Housing Coordinator position enhances Goals A; B; F position has been filled to coordinate the CHRC’s value to the community by the Center’s rapid re-housing establishing a collaborative position with a focus programs. Landlord outreach has on overall service system efficiency and begun to establish a housing registry effectiveness. to assist the community in moving homeless individuals and families into permanent housing more quickly, Program: Drop-In Center

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Received notification from the state Sustainability Goal B & C that the Drop-In Center will be a pilot site for the new Hepatitis C screening. The Drop-In Center has hired a new Sustainability of VDH funded programs to meet Goal B, C, D, and E Case Manager for CHARLI, Cherie goals and objectives Martin and we have a VWCC human services intern through April, Nathaniel Brandetsas. Tested 207 people in December with Increase awareness Goal B & E one new positive test result Program: HandsOn Blue Ridge/Child and Adult Care Food Project/Mission of Mercy Project

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Complete first round of application Positioning NRC as the first choice for nonprofit A process for Beirne Carter development services. Foundation to day-conference Child and Adult Care Food Program B provided 1763 children with 68,969 meals/snacks in 182 day care homes. The total reimbursement for the month of December was $96,269.93. The Mission of Mercy project for Continue partnerships with local community A, B, C, F 2013 has been schedule for organizations and promote the Council’s strength September 13 – 14 at the Roanoke in project planning/management. Civic Center. Planning for the dental clinic is underway with community partners. HOBR will once again provided Enhances leadership function and sustains A, B volunteer registration and reporting community collaborations. for the 2013 Point in Time survey, which took place on January 24th. The annual Point in Time survey interviews homeless individuals about their living condition to better understand homelessness in the area. HOBR is working with the Roanoke Enhances the leadership function of the Council A, B, C Valley CERT program to host a new and promotes the value of the Council through CERT participant class beginning collaboration (Roanoke Valley CERT, Craig February 2. CERT is the Community County, Roanoke County, Botetourt County, Emergency Response Team. Salem, Roanoke City governments); and sustains the long term growth of organization through diversified funding. Program: Southwest/Piedmont HIV Care Consortium

Goal B: Promote the Council of Community Services’ value to the customer through collaboration, leadership, planning and community services.

Goal C: Sustain the long term growth of the organization through diversified and balanced funding.

Goal D: Achieve an effective and diverse board and staff to enhance the Council’s impact and relevance to the communities served.

Goal E: Ensure increased focus and impact through professional and technology development and continuous product improvement.

Goal F: Enhance the capacity building role of the Council.

Activity How activity relates to Strategic Goals Goal(s) to which it relates Care Service launched a Request for Demonstrates Council expertise and leadership A,B, Proposals (RFP) for HIV-related for running a regional system to plan and meet medical and support services for the the medical and support services needs of HIV period 4/1/2013 through 3/31/2015 positive individuals (Contractually required activity). Care Service conducted a pre- Demonstrates Council expertise in A,B, proposal conference call for RFP providing technical assistance. applicants Care Services staff remain active in Demonstrates Council expertise and leadership in A,B, the VDH SPNS Systems Linkage to the development of a system for linking HIV Care Project participating in 1 local positive client to medical care (Contractually group meeting and 1 statewide required activity). Conference call. Care Service provided enhanced Demonstrates Council expertise in data A,B, data analysis of billing data for VDH management and analysis. on the October and November invoices to reconcile southwest data in the statewide Database. Care Service provided the VCU Demonstrates Council expertise in data A,B, HIV/AIDS Canter with enhanced management and analysis. case management reporting data for the Roanoke/Alleghany Health Districts.