26 3. The HMIS Lead Agency holds the responsibility for monitoring CHO’s compliance with the Participation Agreement. A detailed course of action for compliance issues can be referenced in the Sonoma County HMIS Policies and Procedures located here: https://sonomacounty.ca.gov/health-and-human-services/healthservices/divisions/homelessness-services/for-providers/sonoma-county-hmis a. In emergency situations, i.e. security breach and/or imminent danger to the database, the HMIS Coordinator immediately contacts and reports to Sonoma County Department of Health Services’ (DHS) Ending Homelessness Manager, who has final authority for the impending action. b. In all other cases, the HMIS Coordinator implements a course of action outlined in the following steps:
Step 1: Consultation with the Provider Agency
Step 2: Written warning
Step 3: Sanctions
Step 4: Probation
Step 5: Suspension
Step 6: Termination
HMIS Fees
1. HMIS fees are based on two factors and are calculated using a formula that factors in number of user licenses, and data quality error rates. The formula and document used to calculate these fees shall be shared with the HMIS Data Committee for review and approval prior to billing.
a. Fees are assessed every two years at the beginning of each fiscal year. b. CHOs may attend Data Committee meetings and provide feedback on the proposed HMIS fee formula proposal.
Example:
Total fees collected/HMIS match requirement = 25% of Coalition HMIS funds. ($81,789 in 2021)
Participation fees are broken into the following categories, with each provider paying a percentage (%) of each categories total.
Number of Users - 50% of the total (varies for each provider) Data Error Rate - 50% of the total (varies for each provider)
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City Council Meeting Packet for Meeting of: May 6, 2025
27 2. Participation fees are charged to CHOs via the HMIS Lead Agency and are billed to each Partner Agency on an annual basis.
HMIS Vendor Selection
The Coalition currently uses the Efforts to Outcomes HMIS data base with Bonterra.
Bonterra is contracted with the HMIS Lead Agency, Sonoma County Department of Health Services, until the end of April 2025 which is approximately $ 218,474.01 per year.
HMIS Lead staff will administer an annual survey to all providers using the Homeless Management Information System (HMIS). The purpose of this survey is to gather feedback on the software's performance and effectiveness. The survey will include sections to evaluate:
• Aspects of the software that are working well
• Areas where improvements are needed
• Any additional training needs or related comments
The HMIS Lead staff will compile and analyze the survey results and provide a detailed report to the Homeless Coalition Board. This report will help inform decisions and guide enhancements to the HMIS system and related training programs. Additionally, the feedback will be used to assess whether the selected vendor's data system is effectively meeting the local HMIS needs and requirements, ensuring that it supports the goals and functions of the local homeless service network.
The Coalition has only changed HMIS vendors once and the decision was with the Lead Agency. However, should the vendor be changed again, Coalition staff, as the Lead Agency, will consult with both the Colaition Board and the local Board of Supervisors, both of which contribute funds to support HMIS.
HMIS Policies and Procedures
Please see Sonoma County Homeless Management Information System (HMIS) Policies and Procedures for additional information regarding the following (including additional HMIS Lead roles and responsibilities):
1. HMIS Security Plan
2. HMIS Privacy Plan
3. HMIS privacy Compliance and Grievance Policy
4. HMIS Data and Quality Standards
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City Council Meeting Packet for Meeting of: May 6, 2025
28 HMIS Policies and Procedures can be located on the Coalition's website using the following link: https://sonomacounty.ca.gov/health-and-human-services/healthservices/divisions/homelessness-services/for-providers/sonoma-county-hmis Appendix A: Terms, Definitions, and Acronyms
1. The Homeless Coalition Board (formerly referred to as the Continuum of Care Board) is the governing board established to act on behalf of the Sonoma County Continuum of Care (CoC) using the process established as a requirement by C.F.R. §578.7(a)(3) and in compliance with the conflict-of-interest requirements at §578.95(b).
2. CoC Program Grantee (Recipient) The CoC Program Grantee is the “recipient” as used by HUD and means an applicant that signs a grant agreement with HUD.
3. Collaborative Applicant means the eligible applicant that has been designated by the Coalition to submit the annual CoC Consolidated Application for funding on behalf of the Coalition. In addition, the Collaborative Applicant is the only entity that can apply for a grant for Continuum of Care planning funds on behalf of the Coalition. This Charter designates the Sonoma County Department of Health Services as the Collaborative Applicant for the Continuum of Care.
4. The Continuum of Care (CoC), also referred to as the Homeless Coalition, means the group organized to carry out the responsibilities required by the HUD CoC Program, composed of representatives of organizations, including nonprofit homeless providers, victim service providers, faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing developers, law enforcement, organizations that serve homeless and formerly homeless veterans, and homeless and formerly homeless persons to the extent these groups are represented within the geographic area and are available to participate.
5. Homeless Management Information System (HMIS) HMIS is a local information technology system used to collect client-level data and data on the provision of housing and services to individuals and families at risk of and experiencing homelessness. Each Continuum of Care is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards.
6. HMIS Lead means the entity designated by the Coalition to operate the Coalition‘s HMIS on its behalf. This Charter designates the Sonoma County Department of Health Services as the HMIS Lead for the Coalition.
7. Covered Homeless Organization (CHO) Any organization (including its employees, volunteers, affiliates, contractors, and associates) that records, uses or processes data on homeless clients for an HMIS.
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City Council Meeting Packet for Meeting of: May 6, 2025
29 8. The Sonoma County 5 Year Strategic Plan to Prevent and End Homelessness is Sonoma County’s strategic plan to prevent, reduce and end homelessness as implemented by the Coalition (2023-2027). The strategic plan can be located on the Coalition’s website: https://sonomacounty.ca.gov/health-and-human-services/healthservices/divisions/homelessness-services/sonoma-county-homelesscoalition/strategic-plan
9. CoC – Continuum of Care
10. DHS-Sonoma County Department of Health Services
11.ESG – Emergency Solutions Grants
12. HEARTH Act – The Homeless Emergency And Rapid Transition to Housing Act of 2009
13. HMIS – Homeless Management Information System
14. HUD – The United States Department of Housing and Urban Development
15. MOU – Memorandum of Understanding
16. NOFA – Notice of Funding Availability
17. NOFO – Notice of Funding Opportunity
Appendix B: Board Protocols
1. Meetings will be scheduled at the convenience of all Board members equally, and account for the availability of sufficient Coalition staff support. The Board will establish a regular meeting schedule prior to or at the first meeting of each calendar year. Additional meetings may be scheduled with the approval of the Board, or in the absence of a Board meeting by the Chair and Vice Chair.
2. Committee meetings will be scheduled at the convenience of all Committee members equally, and account for the availability of sufficient staff support.
3. Each Board meeting agenda will have a section toward the end entitled “Board member questions, comments, and requests.”
4. The minutes of Board and Committee meetings shall be Action Minutes (versus verbatim minutes) and will include, but not be limited to, all actions taken, including those by formal vote, other direction provided to staff, commitments made by staff or Board members, and statements which Board members request be included for the record. If minutes are recorded, they will include the time at which consideration of each agenda item began. Staff to the Coalition Board will take the minutes.
5. The Board will operate in the spirit of the Brown Act, but meetings will be held in a virtual setting.
6. Meeting agendas and materials will be distributed electronically to Board members and Coalition members, and posted on the Coalition website, at least 72 working hours (excluding weekends and holidays) prior to the meeting’s start time. Agenda items will typically have a report or other material prepared in advance by Coalition Agenda Item Number: 10 Agenda Item Number: 10
City Council Meeting Packet for Meeting of: May 6, 2025
30 staff. Supplemental documents may be distributed to Board members prior to Board meetings (and shared at Board meetings with the public) and added to the website when required by circumstances, but this should not be a regular practice. If materials are presented at meetings and not in advance, they will be made accessible to the public as soon as is practical. Exceptions for providing materials in advance will be made for special meetings, with noticing requirements consistent with the Ralph M. Brown Act. These requirements shall not preclude earlier distribution and posting of materials for Board meetings.
7. Adding Agenda Items: Board members are encouraged to consult with Coalition staff regarding their availability and the necessary background information when requesting to add agenda items. To ensure a well-organized meeting, no more than one agenda item per meeting may be added using this process. Agenda items proposed by Board members shall be discussed with the Chair and Vice Chair during the agenda-setting meeting. This discussion will ensure adequate Coalition staffing to address the item appropriately, ensuring adequate time for each topic during the selected meeting, and avoiding conflicts with other priorities for the Coalition staff.
8. Any proxy requirement for Board meetings shall extend to Committee meetings.
9. All contracts funded by the Coalition with providers will require consistency with the protocols and practices in the jurisdictions in which the contractors operate as long as such protocols and practices would not cause the provider to become out of compliance with grant/funding regulations.
10. . Coalition Staff, as the Lead Agency, shall consult with counsel if questions arise at the board if needed.”
11. Coalition staff shall prepare and the Board shall review an annual administrative budget for the Coalition by July of each year for the following fiscal year. The budget shall include all sources of revenue including but not necessarily limited to HUD allocations for administrative and other purposes such as HMIS; administrative funds received from funding allocations, grants or donations, and direct financial support from any local government entity. The budget shall also include all categories of Coalition expenditures, including but not necessarily limited to Coalition staff, overhead expenses charged by the Collaborative Applicant or HMIS Provider, services such as contracts and legal fees (which shall be provided by contractor), and other operating expenses.
Appendix C: Coordinated Entry Policies and Procedures
As of January 2018, HUD has required Continuums of Care to develop and implement a coordinated assessment process to prioritize limited housing resources for those experiencing homelessness. Coordinated Entry standardizes the way individuals and Agenda Item Number: 10 Agenda Item Number: 10
City Council Meeting Packet for Meeting of: May 6, 2025
31 families at risk of homelessness or experiencing homelessness access are assessed for and referred to the housing and services that they need for housing stability. The Coalition Board is responsible for oversight of Coordinated Entry operations (including the approval of the Coalition's operator and the Coordinated Entry System Policy and Procedures).
The Coordinated Entry Operator shall provide an annual performance report to the Homeless Coalition Board. The report to the Board will also include a summary of the annual Coordinated Entry HUD self-assessment for compliance with regulation.
The Sonoma County Coordinated Entry System Policies and Procedures are available online. Use the following link to access the information (section “Coordinated Entry Documentation”): https://sonomacounty.ca.gov/health-and-human-services/healthservices/divisions/homelessness-services/for-providers/sonoma-county-coordinatedentry Agenda Item Number: 10 Agenda Item Number: 10
City Council Meeting Packet for Meeting of: May 6, 2025
32 Attachement A: Conflict of Interest Form
SONOMA COUNTY HOMELESS COALITION BOARD
CONFLICT OF INTEREST STATEMENT
Please fill out either Part A or Part B, not both
PART A: ATTESTATION OF NO CONFLICT OF INTEREST
I, as a member of the Sonoma County Homeless Coalition Board, affirm that I have reviewed the Sonoma County Homeless Coalition Board’s Conflict of Interest Policy in the Governance Charter and currently hold no conflicts of interest that would prevent me from making decisions about project funding and ranking. If a conflict arises, I will inform the Coalition Board Chair and recuse myself from the discussion. ________________________,
Signature: _________________________________ Date: _____________________ Printed Name: ______________________________
_____________________________________________________________________________________ _____________
PART B: ATTESTATION AND DISCLOSURE OF CONFLICTS OF INTEREST I, ___ as a member of the Sonoma County Homeless Coalition Board, affirm that I have reviewed the Coalition Board’s Conflict of Interest Policy in the Governance Charter and hereby disclose that I have an interest in the following programs or agencies, and will follow the Governance Charter’s Conflict of Interest Policy regarding recusal. ______________________,
Name(s) of agency/project in which I have an interest:
Signature: ______________________ Date: _____________
Printed Name: ______________________________
Agenda Item Number: 10 Agenda Item Number: 10
City Council Meeting Packet for Meeting of: May 6, 2025