<strong>HMIS</strong> <strong>Project</strong> <strong>Management</strong> <strong>Topics</strong> <strong>and</strong> <strong>Tools</strong>23. <strong>HMIS</strong> Governing Committee M<strong>and</strong>ate (b)Source: Cincinnati-Hamilton County Continuum of Care, OhioDescription: This committee m<strong>and</strong>ate establishes a committee to “support, encourage,<strong>and</strong> oversee the <strong>HMIS</strong>.” It puts the committee in charge of decision-making, planning <strong>and</strong>managing <strong>HMIS</strong> assets. The document also m<strong>and</strong>ates monthly meetings.<strong>HMIS</strong> Committee M<strong>and</strong>ateMarch, 2002 (approved 3/11/02)Purpose: To guide the planning <strong>and</strong> implementation of a community-wide Homeless <strong>Management</strong>Information System for the __________ Continuum of Care.M<strong>and</strong>ate: In the tradition of the Continuum of Care process, a joint planning committee has beenestablished. _________. is the lead agency in implementing <strong>and</strong> operating the <strong>HMIS</strong> project <strong>and</strong>received Continuum-wide support to apply for a HUD grant to fund it. A leadership team including the________, the __________ Coalition for the Homeless, the City <strong>and</strong> County <strong>and</strong> the fiscal agent, alongwith experienced agency <strong>and</strong> community representatives, are working together to support, encourage<strong>and</strong> oversee the <strong>HMIS</strong> system across the Continuum of Care.Work of the committee includes:1. Planning, decision-making, evaluation <strong>and</strong> facilitation for the implementation of the <strong>HMIS</strong>.2. Determination of how the universe of homeless providers will be defined (area, programs, etc).3. Determination of voluntary or m<strong>and</strong>atory participation <strong>and</strong>/or recommendation to the City/CountyContinuum of Care <strong>and</strong> Emergency Services Grant processes of participation requirements.4. Coordination <strong>and</strong> gathering of incentives, resources, <strong>and</strong> leverages available to assist programswith participation.5. Coordination of system administration <strong>and</strong> data aggregation issues.6. Determination of the long-term policy <strong>and</strong> procedures for the system.7. Recommendation about the software application, data elements to be collected, <strong>and</strong> intervals fordata gathering.8. Consideration of a community-wide centralized intake process.9. Encouragement <strong>and</strong> research to support the lead agency in linking the <strong>HMIS</strong> with other communitydatabases.10. Supporting the rights <strong>and</strong> privacy of the homeless in determining policy <strong>and</strong> proceduresdevelopment.Asset <strong>Management</strong>: The <strong>HMIS</strong> Committee will manage assets associated with the <strong>HMIS</strong> system onbehalf of the Continuum of Care. These assets may be held in trust for the Continuum of Care by a fiscalagent. In the event that this committee dissolves, asset management will be transferred to the contractedContinuum of Care Facilitator or the __________ Coalition for the Homeless.Meetings: The committee meets monthly, with subcommittee meetings throughout the month.Subcommittees are chosen as necessary <strong>and</strong> may consult with additional agencies <strong>and</strong> resources in thecommunity. Meeting minutes <strong>and</strong> supporting materials are available for public review at :__[website]_____Term <strong>and</strong> Structure: The <strong>HMIS</strong> committee will serve as an advisory board or make recommendation onwho should replace them, throughout the project, which extends through _____. Lead agency staff,_______. The_________ Coalition for the Homeless, the City of ______ <strong>and</strong> _____ County are members,<strong>and</strong> agencies representing core constituencies were also specifically asked to send representatives to thecommittee. To select other members, a community-wide invitation was issued to all participating agenciesduring the April 2001 Continuum process. Invitations to join the committee were also included in<strong>HMIS</strong> Governing Committee M<strong>and</strong>ate (b) 106
<strong>HMIS</strong> <strong>Project</strong> <strong>Management</strong> <strong>Topics</strong> <strong>and</strong> <strong>Tools</strong>newsletters <strong>and</strong> other communications. All interested parties were invited to join. The committee electeda chair from among its members who will serve for one year. The committee reports to agencies of theContinuum through mailings, reports to the Homeless Coalition General Body, a website, large groupmeetings, <strong>and</strong> presentations during the Continuum process.Chair: Name, Affiliation . Current Members: List Names <strong>and</strong> AffiliationsFor further information contact <strong>HMIS</strong> Committee Chair, _____Name__ , ___phone___; <strong>Project</strong> Director,_____Name__ , ___phone___; or any committee member.<strong>HMIS</strong> Governing Committee M<strong>and</strong>ate (b) 107
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