AWH4T Governance Council
Meeting Minutes
Meeting Date: March 10, 2014
Meeting Called by: Regularly Scheduled Monthly Meeting
Type of Meeting: Planning
Governance Council Attendees:
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Patrice Pratt
Angie Douglas
Linda Johnston
Rhene Ritter
Keith Anderson
Donna Hall
Greer Fites
Delise Tomlinson
Dave Goldman
Tanya Moore
Pam Richardson
Mack Haltom
Tania Pryce
Jim Lyall
Laura Dempsey-Polan
Scott Hamilton
Wayne Kindrick
Donnie House
Jeff Jaynes
Mike Brose
Joe Sauer
Sandra Lewis
Ronn Glosson
Alex Aguilar
Evelyn Geter
Brad Collins
Terri Cole
James Hudgins
Major April Taylor
Major James Taylor
Steven Whitaker
Steve Whitaker
Alice Doyle
Sandy Milner
Steve Boettcher
Arletta Robinson
Agency
Community Service Council
DVIS/Call Rape
Tulsa County Social Services
City of Tulsa
Community Service Council
Counseling & Recovery Services
Family & Children's Services
Tulsa Chamber of Commerce
Volunteers of America
Iron Gate
Volunteers of America
Day Center for the Homeless
Youth Services of Tulsa
Community Service Council
Morton Comprehensive Health Services
Legal Aid Services of Eastern OK
Community Service Council
Community Service Council
Restore Hope
Mental Health Association
Community Service Council
Day Center for the Homeless
Salvation Army
Mental Health Association
Work of the Lord Ministries
12 and 12
Tulsa Housing Authority
John 3:16 Mission
Salvation Army
Salvation Army
John 3:16 Mission
John 3:16 Mission
VA Homeless
Restore Hope
INCOG
Salvation Army
Guests: Stephanie Regan, Bank of America/US Trust, and Mike Hoyt, TOUCH
Agenda Item: Introductions
Presenter: Chair, Scott Hamilton –
Legal Aid Services
Discussion:
Decisions/Actions:
New Tasks:
Agenda Item: Review and approval of minutes
Presenter: Chair, Scott Hamilton –
Legal Aid Services
Discussion: Linda Johnston – Page 2 under Agenda Items Pathways Report – change language to “3/4
of exits were FOR self-sufficiency”; Page 3 "Mike Brose statement – recommended to strike statement
after “in the past…”
Decisions/Actions: Minutes approved unanimously with amendments.
New Tasks:
Presenter: Chair, Scott Hamilton –
Legal Aid Services
Discussion: Sandra Lewis, Tulsa Day Center for the Homeless' ED, announced that one of the Pathways Day
Center case managers has gone on staff at the Day Center as a new general case manager and that they have
decided not to refill its two vacant Pathways case manager positions. The Day Center is not yet rejecting the
Pathways case management system entirely, but Sandra would like to see an internal review of the current
system before TDCH is ready to rehire a case manager.
Agenda Item: Announcements
Arletta Robinson stated that the Salvation Army has also had a case manager position open that they have
chosen not to refill and would no longer be participating in the Pathways Program. Both agencies stated that
they plan on continuing their participation in AWH4T. Linda Johnston, Tulsa County Social Services, asked if a
high turnover rate among case managers played a role in the decision as to whether or not to use Pathways
case managers. Major April Taylor of The Salvation Army stated that the SPDAT tool does not work well with
the philosophy of their national organization. She also stated that the Salvation Army never received a Pathways
contract for review and renewal since the last contract expired on December 31 st, 2013. She followed up by
saying that organizational cooperation is important, and they have office space available if anyone wants to be
housed in their offices, but coordinated case management does not line up with their philosophy.
Steve Whitaker of John 3:16 Mission proposed that an internal review of the Pathways system be conducted.
Tanya Moore of Iron Gate recommended that either a committee be formed to do the review, or the
organizations dealing with the Pathways system could offer recommendations on how to more effectively
implement the Pathways system. Patrice Pratt, CSC, stated she welcomes any opportunities to improve the
Pathways program and suggested using an outside facilitator to facilitate the Pathways internal review. Steve
Whitaker suggested that the committee working on the review make that decision. Patrice Pratt will work with
the AWH4T Quality Management committee members to arrange for a Pathways internal review.
Major April Taylor, Steve Whitaker and Linda Johnston all shared that using the SPDAT as the CoC's
coordinated assessment and referral tool would not be acceptable to them. Major April Taylor stated that, even
though the SPDAT is separate from the Pathways case management issue, the SPDAT tool is just as
controversial as Pathways to them. Jim Lyall, CSC, asked if the Salvation Army had any other assessment tool
in use within its national organization and, if so, would they would like to share it with the QM committee as it
conducts its review to ensure that the assessment system the CoC builds fits Tulsa's needs and is not just a
duplication of another community's system.
Donnie House, CSC, reminded the Council that we must have a common/coordinated assessment in place by
August 30, 2014 to retain HUD funding. The Housing Plus Committee has currently been looking at all the HUD
regulations and their next meeting is Wednesday, March 12th. The Housing Plus Committee will address the
common/coordinated assessment issue and report back to the Governance Council at its April meeting.
Decisions/Actions:. Patrice will offer dates to try to get the Quality Management Committee to meet
earlier than their normally scheduled meeting to begin the discussion on a Pathways review.
New Tasks: The review of Pathways is being referred to the Quality Management Committee. The Quality
Management Committee has been directed by Scott Hamilton to elect a Committee Chairperson. The
Committee will determine the need for outside facilitation and present a report to the Governance
Committee.
Agenda Item: “Keeping It Real”
Presenter: Patrice Pratt, CSC
Discussion: Postponed.
Decisions/Actions:
New Tasks:
Agenda Item: CDBG Grant Review Process
Presenter: Rhene Ritter – City of
Tulsa, Grants Administration
Discussion: Rhene Ritter of the City of Tulsa Grants Division announced that the City of Tulsa's HUD
Community Development Committee is holding a public hearing for the fifth and final year of its Consolidated
Plan that has to be submitted to HUD annually. A draft of the plan was circulated to the membership on March
6th along with the Notice of Public Hearing scheduled for March 11th at 5:30pm in the City Council Chambers at
City Hall. Everyone may have up to 5 minutes to make any comments or recommendations to the plan. The plan
is on the City's website. Comments can be submitted in advance via email to grantsadmin@cityoftulsa.org until
the 27th of March, which is when the City Council is expected to make its decision. The committee agenda will
be posted on its website.
Tanya Moore, who is the AWH4T representative on the Community Development Committee, said that she
voted against the allocation recommended by that committee and stands by her decision. She feels that the
committee completely undermined the new allocation process and that it was not fair. Interested members can
go to the City Council website (tgovonline.org) to view recordings of the meetings to which she referred. Those
meetings were held Tuesday and Wednesday, February 25th-26th, 2014.
Rhene also announced that the City's HUD Community Development Committee is finalizing its priorities on the
next 5 year plan and they are looking at current services to identify service gaps. Donnie House of CSC asked
that AWH4T be included in the planning process.
Decisions/Actions:
New Tasks:
Agenda Item: Committee Reports
Presenter: Chair, Scott Hamilton –
Legal Aid Services
Discussion:
 Wayne Kindrick of CSC announced that the most current revision to the AWH4T Governance Charter is
available online at the CSC website as a draft. Steve Whitaker asked that a redline version showing all
the suggested changes to date be uploaded or provided. Wayne will handle that; he asked for everyone
to visit the site to review the changes.
 Wayne announced that the AWH4TCode of Conduct and Conflict of Interest policy that was
provisionally approved as part of the Governance Charter on Jan. 27, 2014 will need to be formally
adopted by the membership to comply with HUD requirements for the CoC. Steve Whitaker asked that
everyone be provided a copy of that document in which all HUD mandated requirements are
highlighted. Wayne will mark the sections that include the language that must be included and email it
to the members of the Council. Wayne asked on behalf of the Governance Charter committee that
everyone review the document and provide questions or comments prior to the next committee meeting
on April 7th so the committee can submit a final version for approval by the entire council at its next
meeting on April 14th.
 Tania Pryce, YST, presented the Quality Management Committee report. Pathways participant
satisfaction surveys will begin being conducted this week. A CSC intern, Joe Sauer, will conduct the inhome surveys; questions will focus on satisfaction with the Pathways program, Pathways case
management and team member agencies. Tania reported that the Quality Management committee has
been reviewing the Pathways Case Manager interview tool with standardized questions, exit interviews
which focus on the Pathways Program, Supervision and Technical Assistance improvement. The
committee also review a research article on Turnover Staffing Challenges and Strategies for
Organizations Serving Individuals who have Experienced Chronic Homelessness.
 Jim Lyall announced that the Communications Committee had met earlier that morning with Tom Baker
of the City of Tulsa and the Tulsa Downtown Coordinating Council. Jim reported on Tom’s recent
report/plan to the DCC entitled "Downtown Indigent Response Study and Assessment". Most of the
questions raised on this subject were submitted by the business community. Delise Tomlinson of the
Tulsa Regional Chamber of Commerce and Stephanie Regan of BOA/US Trust will provide some
additional research to inform the discussion on the panhandling issue.
 Laura Dempsey-Polan announced that Morton Comprehensive Health Services' Transportation Task
Force is still in the process of being formed.
 Laura also moved, on behalf of the Finance/Fundraising Committee, that the Governance Committee
approve an increase in Pathways' 2014 budget by $4,766 (from $457,180 to $461,946). Patrice Pratt,
CSC, reported that the second Pathways CM position at MHA was approved by the Governance
Council in the AWH4T Pathways Budget 2013 but was delayed due to HUD grant contract with MHA
start date of Jan 2014. Pathways would supplement grant funds for 2 nd MHA Pathways CM. Actual
grant funds available were $4,766 less than originally expected by MHA. Pathways will fund variance,
total amount for 2014 second PCM Mental Health Association position $24,766.
Decisions/Actions: Motion to increase the Pathways budget by $4,766 offered by Laura Polan-Dempsey
and seconded by Steve Whitaker. Motioned carried unanimously.
New Tasks:
Agenda Item: AWH4T Data Snaps
Presenter: Keith Anderson - CSC
Discussion: The point-in-time survey report is available. Keith will be emailing out an electronic version on
March 12th. This is the first group to see it, so consider this report a “draft” copy. Keith is asking for people to
reply to him with comments or questions by the 11th.
Decisions/Actions: The TAUW committees need the final version of the survey this week, so responses
are due by tomorrow.
New Tasks:
Agenda Item: New Business:
-SAMHSA Grant Opportunity
Presenter: Patrice Pratt - CSC
-Other New Business
Discussion: Patrice Pratt reported that a new SAMHSA grant opportunity is available to veterans and nonveterans and individuals and/or families who experience chronic homelessness. The grant’s primary focus is on
substance use and substance use with mental illness. The Mental Health Association has shown an interest in
applying and CSC may apply, if needed.. One of the grant requirements is that an executive steering committee
be formed to monitor the grantee's progress on goal achievement and outcomes. If there is an applicant,
AWH4T Governance Committee would be asked to agree to oversee that grant with quarterly review. The
expectation would be that if there were barriers, with a quarterly review we as a collective, could assist in
removing barriers and improving the outcomes.
Decisions/Actions: Motion made by Steve Whitaker to serve as an oversight body for the SAMHSA grant
to any partner agencies who apply for it. (2nd by Wayne Kindrick) Motion carried unanimously.
New Tasks:
Meeting adjourned at 5:14 pm.
Next Governance Council Meeting is scheduled for: April 14, 2014, 3:00-5:00 at CSC 1st Floor Large
Conference Room
Upcoming AWH4T Committee Meetings are scheduled at CSC 2nd Floor Conference Room, as follows:
Communications Committee 12:30 – 1:30 on Friday, 4/4/14
Finance/Fundraising Committee 9:00 - 10:00 on Monday, 4/7/14
Quality Management Committee 1:00 - 3:00 on Monday, 4/7/14
Governance Charter Committee 3:15 - 4:00 on Monday, 4/7/14
3/12/14 in the CSC 1st Floor Large Conference Room
Housing Plus Committee 3:00 – 4:30