Policies and Procedures

Wyoming Homeless Collaborative (WHC)
Operating Policies and Procedures
Adopted September 19, 2013
Amended February 4, 2014, June 3, 2014, October 28, 2015, April 20, 2016, June 21, 2017, and January 9, 2018

1. Mission Statement
Our mission is to reduce the incidence of homelessness, to address the immediate needs of those who are homeless or near homeless, and to improve the quality of housing and supportive services available in every community.

2. Purpose
The Continuum of Care (CoC0 designed to promote state-wide initiatives to end homelessness.

3. Definition of Partners
An entity that has been designated by the Continuum of Care to apply for assistance on behalf of the Continuum.
a. Board of Directors: those individuals elected to “Governing Board” by the membership
b. Board Officers: those individual elected to hold the offices of Chair, Vice Chair,                            Secretary, and Treasure.
c. Executive Director: that individual, chosen by the WHC Board, who will assist in the                 organization and completion of dues of the WHC and the WHC Board.
d. Membership: anyone or agency who is on the membership rosters and received                        information regarding the CoC.
e. Collaborative Applicant: one who has been designated by the Continuum of Care to                apply for a grant for all funds on behalf if the Continuum.

4. Membership of the Continuum of Care
The CoC is broadly representative of the public and private homeless services sectors, including homeless client/consumer interests. The CoC expects all members to participate in meetings and task forces. The CoC works to ensure input from diverse populations. All members of the CoC shall demonstrate a professional interest in, or personal commitment to addressing and alleviating the impact of homelessness on the people of the community.

5. Membership Voting
Only members “in good standing” will be allowed to vote. A member in good standing is defined as one who:
a. Attends at least one (1) full membership meeting in the last 12 months; and
b. Is current in the payment of membership dues.

Voting at the annual June membership meeting must be in person. Each member shall have one vote, except categories of membership with more than one vote. The organization shall name the person(s) eligible to use each of their organization votes upon arrival at the Annual June Membership meeting.
Voting at all other membership and or special board meetings may be done in person or electronically. Electronic voting will include:
• Information on the topic;
• Time allowed to cast a vote; and
• Directions for submission.
As per the governance charter, quorum is 40% of the total members in good standing of the WHC.
The affirmative vote of a simple majority of the persons voting is required for approval of any matter. If there is a tie vote, an electronic vote will occur within two weeks of the original vote.

6. Dues
WHC’s membership year is July 1 through June 30th. Dues shall be paid in June of each year for the upcoming year. Dues must be paid by June 30th.
Constituent $2
Individual $20
Community Organization $200
Government Entity $500
Sponsor/Investor $1000

7. Continuum of Care Code of Conduct
The following Code of Conduct provides a foundation of ethics for the WHC.

The WHC prohibits the solicitation and acceptance of gifts or gratuities (anything of monetary value) by officers, employees and agents for their personal benefit. Ask yourself if the gift would have been offered if you did not have your position. If the answer is “No” then you should decline accepting the gift.
The WHC promotes impartiality in performing official duties, and prohibits any activity representing a conflict of interest. You should not act on a matter if a reasonable person who knew the circumstances of the situation could legitimately question your fairness.

The WHC prohibits the misuse of position. You cannot use your position with the WHC for your own personal gain or the benefit of family of friends.

Officers and other members shall put forth hones effort in the performance on their duties.

Officers and other members shall knowingly make unauthorized commitments or promises of any kind purporting to bind the WHC without previous Board approval.

Officers and other members shall disclose waste, fraud, abuse, and corruption to appropriate authorities.

Officers and other members shall adhere to all laws and regulations that provide equal opportunity regardless of race, color, religion, sex, national origin, age, or handicap.

Violation of any portion of this code will subject to disciplinary action which could include immediate dismissal from the WHC.

8. Leadership

Board of Directors
The Voting Board of Directors may be composed of up to 15 members. There shall be up to two (2) ex-officio non-voting members of the Board filled through invitation of the Board to fulfill advisory needs of the Board. Ex-officio non-voting Board members must be members in good standing of the WHC. Board Members shall include interested individuals and at least one homeless or formerly homeless individual. All Board of Directors members are elected by the WHC membership. The Continuum of Care membership is open to anyone with an interest in elimination homelessness.

a. The chair and Executive Director shall prepare agendas for and preside at all regular                board meeting and full membership meetings. The chair shall appoint committee                    chairs, except for the Finance Committee. The chair shall promote and participate in              statewide events.
b. The Vice Chair shall be responsible for carrying out the duties of the chair in his or her            absence. He/she will support the other officers and members of the board when                        needed. He/she will promote and participate in statewide events.
c. The secretary shall distribute all meeting agendas, and record and distribute meeting            minutes, attendance at all meetings and other materials. The secretary will assist in                the promotion and participate of statewide events.
d. The Treasure is responsible for the monitoring and recording of the WHC’s income                    and  expenses. He/she will collect membership dues, donations or grant funds and                  record appropriately. The treasure and/or their designee must take custody of all                      monies belonging to the WHC and must account for those monies. In this accounting,            the treasure must utilize and maintain an adequate accounting system, containing a              breakdown of all receipts, disbursements, and cash balances for the WHC as a whole.            The treasure will chair the Finance Committee and report at least quarterly the                          financial status of the WHC. The finance committee will determine an annual budget              of expected incomes and expenses and present it to the board for approval prior to                  the end of the fiscal year. The approved budget will be distributed to the statewide                  membership for full disclose.
e. The Executive Director will be appointed by the board. This position may be paid or                unpaid. The Executive Director will assist the WHC and the WHC Board of Directors in              carrying out the duties and responsibilities of the WHC and WHC Board of Directors.

9. Procedure
The rules of parliamentary practice shall govern all meetings of the Voting Board and its committees.

10. Committees
The Board of Directors will chair the following standing committees: Finance, HMIS/Date and Performance, Centralized or Coordinated Assessment, Membership and Outreach, Policies and Procedures/Governance, Project Evaluation and Monitoring.

These committees are defined in the Governance Charter. The role of the committee is to partake in discussion and make recommendations to the Board of Directors for vote and action.

• Finance Committee: The committee will develop policies for a sliding scale of membership dues by membership category. The Committee will develop and present an annual budget to the Board of Directors for approval.
• HMIS/Data, Performance and Centralized or Coordinated Entry Committee: The Committee will develop HMIS policies related to data quality, security and privacy. The HMIS Lead Agency beginning April 20, 2016 is Institute for Community Alliances (ICA). The Committee will draft a written memorandum of agreement between WHC and the HMIS Lead Agency for approval by the Board of Directors. Additionally, the Committee will identify models, develop, and implement a CoC-wide system of coordinated entry of program participants in the homeless service delivery system in Wyoming.
• Membership and Outreach Committee: The committee will cultivate relationships and recruit new members that are representative of the homeless population in Wyoming, the business and government sectors.

Outreach is made to ensure participation from the following groups:

a. Homeless service providers
b. Community and faith based organizations
c. Nonprofit housing developers
d. Local government representatives
e. Key civic leaders
f. Homeless and formerly homeless people
g. Homeless advocates
h. Public Housing authorities
i. Private health care organizations
j. Mental health service providers and funders
k. Substance abuse service providers and funders
l. Local Workforce personnel
m. Colleges and Universities
n. Veteran service agencies
o. Representatives of special needs populations such as:
• Persons experiencing chronic homelessness
• Victims of domestic violence
• Unaccompanied youth
p. Business and business associations
q. Political leaders
r. Law Enforcement and corrections agencies
s. School Districts

The membership Committee conducts ongoing efforts to include essential providers and stakeholders (listed above) in WHC. When a particular gap in membership is identified in the WHC, the Membership Committee will target missing constituencies, brainstorm agencies and names, and contact people to represent missing constituencies. The Membership Committee will document their efforts to bring all stakeholders into the WHC.

• Project Evaluation and monitoring Committee: This committee is responsible for the development and implementation of an evaluation and ranking procedure for new and renewal projects. It is also responsible for ongoing monitoring and evaluation of all renewal projects to ensure that the recipient(s)/sub recipients(s) are carrying out the projects as stated in the original applications. This committee will also assess, monitor, and evaluate the compliance and performance of ESG projects as outlined in the original applications.
• Point-in-Time Committee: The committee will plan for and conduct an annual Point-in-Time Count of homeless persons. This committee will receive information and reports from all Statewide Point-in-Time Committees.
• Task Force Committees: Board and membership may form a special task force for a specific purpose and will cease to exist after completion of a designated task.

11. WHC Budget

Checks and Notes:
Except as otherwise specifically determined by resolution of the Board, or as otherwise required by law the Executive Director, shall have the authority to withdraw by credit card from the funds on deposit in the name of the WHC in any commercial banking account, and amount up to, but not exceeding, five hundred dollars ($500). All other withdrawals or any other evidence of indebtedness of the WHC greater than five hundred dollars ($500), by check or credit card shall be signed by 2 designated persons from the WHC Board of Directors.

All funds of the WHC must be deposited into a bank or trust that the WHC Board of Directors selects.

Travel Reimbursement:
WHC Board Members may apply for reimbursement of travel cost to a WHC meeting. Travel reimbursement is limited to one night of hotel stay at an amount no higher than the federal; lodging rate and mileage to the meeting paid at the federal mileage rate. The amount of reimbursement shall not exceed two hundred fifty dollars ($250.00). A WHC Board Member shall send an Application for Travel Reimbursement from to the Executive Director of the WHC. The President and Treasurer of the WHC Board, along with the Executive Director, shall make the determinations of travel reimbursement based on the application and available funds and may ask the applicant for additional information. WHC Board Members who apply for travel reimbursement may be granted no more than two (2) travel reimbursement requests per year. N0n-voting Board members must be a member in good standing of the WHC to qualify for travel reimbursement.

12. Communication
The WHC Secretary and Executive Director will facilitate the communication process by email and/or publishing to WHC’s website further, the following groups will receive the information listed below. 

• WHC membership: Membership meeting notices, agendas, minutes (and above information.
• Board of Directors: B
• Board meeting notices, agendas, minutes (and above information.

13. Personal Liability
The members of the WHC Board of Directors shall not be personally liable for any debt, liability, or obligation of the Wyoming Homeless Collaborative Board. All persons, corporations, or other entities extending credit to, contraction with, or having any claim against the WHC Board of Directors may look only to the funds and property of the WHC Board of Directors for payment of such contract or claim or for payment of any debt, damages, judgment or decree, or of any money that may otherwise become due or payable to them from the WHC Board of Directors.

14. Amendment of Policies & Procedures
The Policies and Procedures of the Wyoming Homeless Collaborative Board of Directors may be amended after the presentation of proposed amendments as a scheduled agenda items in a regular meeting of the Board of Directors. As required by HUD, the Governance Charter must be reviewed at least annually and the selection process of Board of Directors members must be reviewed at least once every five years.