�HMIS Committee

August 19th, 2026

Agenda

1. Welcome / Introductions
1. Ground rules and norms
2. Approval of Minutes
2. Public Comment
3. Announcements
4. Ice Breaker
5. HMIS Lead Self- Evaluation Template
6. HMIS Data Quality Project - Training Survey Results

Ground Rules

1. The first time you speak, state your name, preferred pronouns, and where you live/organization or agency affiliation. In a public meeting, it is helpful to know who is speaking as well as where they live in the community and/or what organization or agency they represent.
2. One person speaks at a time. Refrain from side conversations. Pay attention to the person speaking. If you think you will forget an idea that comes to mind, write it down.
3. This is a public discussion, not a debate. The purpose is not to win an argument, but to hear many points of view and explore many options and solutions.
4. Everyone is encouraged to participate. You may be asked to share what you think, or we may ask for comments from those who haven't spoken. It is always OK to "pass" when you are asked to share a comment
5. No one or two individuals should dominate a discussion. If you have already voiced your ideas, let others have an opportunity. When you speak, be brief and to the point.
6. Listen to and respect other points of view.
7. Do your best to understand the pros and cons of every option, not just those you prefer. Be as objective and fair-minded as you can be.
8. Seek first to understand, not to be understood. Ask questions to seek clarification when you don't understand the meaning of someone's comments.

​

Agenda Item 1

Approval of Minutes

• Prior to today's meeting, Homebase distributed the meeting minutes (meeting minutes are the written record of our monthly meetings) from the April HMIS Committee meeting for review.
• The draft minutes have also been posted in the HMIS Committee’s google drive folder.
• This time is held for committee members to let us know if they believe the minutes to do not accurately capture the discussion items from the April meeting and need to be amended.
• You may also email Homebase at mayareddy@homebaseccc.org and matthieu@homebasesccc.org copying alameda@homebaseccc.org, if you see anything in the draft minutes that are distributed following today’s meeting that should be amended.
• No roll call vote is needed, corrections not already received by Homebase will be noted and minutes changed accordingly.

Agenda Item 1

Public Comment

• Public Comment will be taken at the beginning of each meeting and is limited to 2 minutes per person.
• Homebase has created a public comment tracker where public comments across CoC meetings will be recorded.
• Comments will be directed to the appropriate CoC committee or County staff.
• You may also email Homebase at mayareddy@homebaseccc.org and matthieu@homebaseccc.org, copying alameda@homebaseccc.org, if you If you would like to submit written comments.

Agenda Item 3

Announcements

Agenda Item 4

Icebreaker

Agenda Item 4

Josh Jacobs, Co-Chair

HMIS Lead Evaluation Template

Josh Jacobs, Co-Chair

Agenda Item 5

HMIS Lead�Evaluation Template

2026

Purpose

• Create a shared view of the HMIS Lead’s core responsibilities.
• Use a consistent rating scale for self-evaluation and discussion.
• Identify where follow-up, clarification, or committee feedback is needed.

10

Evaluation Overview

11

Evaluation Rankings

1. Exceeds Expectations
2. Meets Expectations
3. Needs Improvement
4. Area of Concern

​

​

​

12

B.i.a: Develop written policies and procedures for all covered homeless organizations for Leadership Board approval.

B.i.b: Collaborate with the Leadership Board on areas requiring coordination of complementary roles.

B.i.c: Develop, follow, and update the governance charter annually with the Collaborative Applicant.

​

13

1. Governance

B.ii.a: Develop and implement HMIS policies and procedures.

B.ii.b: Oversee the HMIS vendor and system.

B.ii.c: Manage HMIS operations.

B.ii.d: Manage HMIS ongoing activities.

14

2. Operations

B.iii.a: Ensure accuracy of HUD-required and CoC custom reports.

B.iii.b: Extract and report system-level data for HUD, CoC, and partner agencies.

B.iii.c: Generate ad hoc data requested by partner entities.

B.iii.d: Extract and report agency, project, and individual-level data as required.

B.iii.e: Provide data needed for Leadership Board annual responsibilities and special projects.

B.iii.f: Provide inventory data for programs reporting into HMIS.

B.iii.g: Provide requested records to the HMIS Oversight Committee in a timely manner.

15

3. Evaluation and Reporting

C.i.a: Ensure that HMIS is and remains a system of accuracy, integrity, and confidentiality.

C.i.b: Operate in a culture of clear, kind, and timely communication; collaborative partnership toward mutually beneficials goals; and assuming positive intent by and for all parties.

C.i.c: Participate in the CoC Leadership Board’s HMIS-related committees, including the HMIS Oversight Committee.

​

16

4. Joint Responsibilities

C.ii.a:  Support the implementation of and compliance with local HMIS policies such as data quality and security, participation, and customization.

C.ii.b: Collaborate to articulate the desired set-up for each HMIS project, such that it meets program reporting and system analysis needs.

C.ii.c: Participate in the EveryOne Home System Impact Committee or subsequent performance-focused CoC committee(s) or workgroups in using the HMIS to develop system performance measures, data dashboards, and other analytical tools that follow HUD HMIS standards and meet community needs.

C.ii.d: Communicate any change to HMIS policies and procedures and other important HMIS information.

C.ii.e:  Review license users’ policies and collaborate when additional funding is needed to expand programs and users.

17

4. Joint Responsibilities

C.iii.a: Analyze system and programmatic data for trends, costs, performance, compliance, and progress on the Alameda CoC Plan to End Homelessness.

C.iii.b: Work collaboratively with other committees to review annual reports from HMIS, including the Longitudinal Systems Analysis (LSA) (formerly AHAR), System Performance Measures, PIT Count, and HIC.

C.iii.c: Review data quality reports and take appropriate action to ensure accountability and improved performance of CHOs and system per approved policies.

C.iii.d: Conduct an annual review of the HMIS's performance and functionality using HMIS work-plan to measure progress. Criteria of the annual review will be created with input from and discussed with HMIS Lead Entity.

18

4. Joint Responsibilities

Discussion

Clarity

Are any responsibilities unclear, duplicative, or hard to evaluate consistently?

Evidence

What evidence should support ratings for each domain?

Thresholds

Where should “needs improvement” become an “area of concern”?

Follow-up

What items should convert into work-plan actions?

​

​

​

19

HMIS Data Quality Project – Survey Results

Matthieu Kaman, Homebase

Agenda Item 5

HMIS Data Quality Project

Agenda Item 5

Survey Snapshot

Agenda Item 5

26

providers surveyed

across Alameda County

Role

Time working with HMIS

Where respondents serve the community

North County (Alameda, Albany, Berkeley, Emeryville, Oakland, Piedmont): 18�South County (Fremont, Newark, Union City): 5�East County (Pleasanton, Livermore, Dublin, Sunol): 2 Mid-County (San Leandro, Hayward, Castro Valley, San Lorenzo): 1

Awareness Identified as Core Issue

Agenda Item 5

54%

of respondents either never heard of HMIS training resources, or heard of them but couldn't figure out how to access them

This finding echoes themes emerging from provider interviews

Takeaway

Resources largely exist: the gap is in reach. Fewer than half of providers are both aware of and actively using what's already available. This reframes the problem as a communications and access challenge, not a content gap.

“Were you aware that HMIS training resources are currently available to providers in the CoC?”

Learning mainly occurs in one place

Agenda Item 5

81%

of respondents first learned about training through onboarding or a CoC email/newsletter —

just two channels

If someone misses onboarding or isn't reading CoC emails, there's little else catching them.

“How did you first learn about available HMIS trainings?”

Where Provider Confidence is Weakest

Agenda Item 5

Self-rated confidence by HMIS task (scale of 1–5)

Lowest confidence:

client data-removal requests and notes-vs-fields both fall below the survey's midpoint.

Highest confidence:

Explaining the client-facing rationale for data collection though conflicts with how that data functions in reporting (which rates lower)

What providers say they need the most

Agenda Item 5

“Which topics would be most valuable to you in a training?” — top selections out of 26 respondents

What providers say they need the most

Agenda Item 5

The throughline

Three separate questions point to the same root cause:

​

• 54% aren't aware of, or can't access, resources

​

• 81% only learned via onboarding or email

​

• "Didn't know it existed" is the top-cited barrier

“What barriers have you experienced when trying to access HMIS trainings?”

Where could awareness grow?

Agenda Item 5

Next Steps

Agenda Item 5

Closing

Agenda Item 5

• Next meeting: Wednesday, October 21st

​

• Upcoming Meeting Agenda Items:
• Requests for agenda items are welcome now or via email: alameda@homebaseccc.org