GH CAN Operations Meeting
Wednesday, April 20th, 2016
In attendance:
Alicia Akers- CRT
Samantha Antunes-CHR
Janet Bermudez- Hands on Hartford
Cordelia Brady- The Open Hearth
Aisha Brown- CHR
Manuel Cadema- Catholic Charities
Marcel Cicero- CRT East Hartford
Shelter
Stephanie Corbin- Community Health
Network
Rochelle Currie- The Connection
Anna Ebora- Journey Home
Angel Fernandez- The Open Hearth
Bryan Flint- Cornerstone
Valorie Gaines- CHR
Ruby Givens-Hewitt- My Sister’s Place
Kelly Gonzalez- CRT
Nathalie Guzman- Salvation Army
Marshall House
Amber Higgins- CHR
Audrey Kennedy- South Park Inn
Jenaya King- CHR-PATH
Margarita Morales- Catholic Charities
Malika Nelson- CHR
Iris Ruiz- Interval House
Jessica Russell- Town of Enfield Social
Services
Sandra Terry- CRT
Jose Vega- McKinney
Tamara Womack- My Sister’s Place
1.
Welcome and Introductions
2.
Changes to Coordinated Entry
a.
New Appointment Schedule: Families (see table
below)
b.
People are getting appointments same day or next
business day in many cases, which is a huge improvement for the City of Hartford. In March the average time between calling 211 and getting an
appointment was 6 days. In April the average is now about 1-2 days. More people
are coming to the assessment and there has been a drop in no show rates. CHR
notes that with the short wait time more people are getting the help they need
as soon as they need it. Open Hearth notes that drop-in appointments are going
down but that appointments are closer to when 211 was called.
c.
For housing providers, it would be helpful if
people administering CAN appointments make a case note in HMIS describing what
happened in those appointments, so that all staff can see moving forward what the family discussed at the appointment.
d.
Prioritization Criteria: Proposed Structure (see
table below)
i.
We are trying to address the significant waiting
list to get into shelter by implementing a prioritization list. We went over
all the criteria that should be considered for prioritization but there was
some discussion on number 7, which was someone living in a hotel.
e.
East Hartford has empty beds and is looking to
fill them with people who are from East Hartford. If there is someone who lives
in East Hartford but is not high on the waiting list, East Hartford may take
that person in anyways to comply with the funding reqirements of their program.
f.
SmartSheets Functionality - following the lead of other CANs across the state, we are looking to utilize SmartSheets software, a secure, encrypted, spreadsheet that is hosted online, in order to better prioritize households for entry into emergency shelter.
i.
Shelter
providers will log into the spreadsheet and call people themselves to match to
vacancies then mark on spreadsheet if that person has been found and placed in
a shelter. There will also be a place for case notes as well. In the chaos of
the shelter however, the case note box may not get filled immediately.
ii.
There will be a place to pick risk factors and
the waiting list take note of the highest risk factor when prioritizing people.
g.
We talked about how to get in contact with
clients if they have no phone. Providers should field that information into
smart sheet case note. Outreach workers can put their contact information in the
smart sheet for clients. For clients who have mental health issues and will not
call 211 on their own, shelter providers should do a CAN assessment and let 211
know once it's completed. There was discussion about how many times reach out before moving on to
next person on the list, but we did not reach consensus. For the immediate future, a shelter should try to reach folks at least once in the order they appear on the sheet. If shelter A is unable to contact the household, they won't lose their spot on the list. Shelter B should try to reach out to them as well as space opens up.
h.
Smart sheet should save some time but there is lots
of protected health information on it. If the computers are down, the smart
sheet may work on a smart phone though other options should be explored since
people were not receptive to this as a solution. We determined that HIV/AIDS would no longer be a question that was entered into the system due to concerns about releases.
i.
The names on the list do not disappear in real
time and could result in some issues of duplication of effort, that is why it is important for staff to make a note if they are calling the client. There will be a
color coding system on the smart sheet to indicate who has already been
contacted.
j. We also discussed who should have access to the SmartSheet, and whether it makes more sense to have distinct usernames for every shelter staff person who could feasibly be pulling off of the waiting list. We did not come to consensus about this, as shelters needed time to determine what made most sense for their organization.
j. We also discussed who should have access to the SmartSheet, and whether it makes more sense to have distinct usernames for every shelter staff person who could feasibly be pulling off of the waiting list. We did not come to consensus about this, as shelters needed time to determine what made most sense for their organization.
j.
Next step will involve login setup and training
within a week for this system and this should be up and running in under a
month.
3.
Zero:2016 Updates – (pg. 2)
a.
Recently Housed- One person has been housed by
Hands on Hartford since the last CAN meeting. Congratulations, Hands On hartford!
b.
Homeless Document Fair is scheduled for June 17th,
2016.
4.
Case Conferences:
a.
Navigation Clients – Kelly Gonzalez, Alicia
Akers
i. The Navigators asked the providers in the room if anyone had recently seen any of their clients.
ii. Mollie asked about the location of a couple of folks who were discussed at this week's Coordinated Exit meeting.
ii. Mollie asked about the location of a couple of folks who were discussed at this week's Coordinated Exit meeting.
b.
Coordinated Exit Group – MIA clients
5.
Community Care Teams – Amanda Girardin (see
attached release)
a.
The Community Care Team is urging shelter and
housing providers to be in contact with CCT, which focuses on frequent visitors
to the emergency room many of which are homeless. Copies of the release of
information for CCT were distributed and allow people at the meeting to talk
about these clients with other providers.
6.
Announcements:
a.
CHR’s Rapid ReHousing program is seeking
referrals! CHR needs to use their funding by the end of September. Please make referrals today!
b.
The West Hartford Housing Choice Voucher waiting
list is open now until April 21st.
c.
The Greenwich Housing Authority will be
accepting pre-applications for a lottery of 75 openings starting on May 2nd.
d.
Community Court is having an event this Saturday
where they are collecting tennis shoes and looking for someone to donate a cart.
Zero: 2016 Housing Data
Data
Element
|
Number
|
Notes
|
Number of
chronically homeless individuals housed since March 2015
|
142
|
This
includes clients housed through GH CAN programs as well as through other
subsidies or independent housing
|
Estimated
number of chronically homeless individuals who need to be housed by the end
of 2016
|
121
|
62 of
these individuals are currently referred to a housing program
|
59 of
these individuals are not currently referred to a housing program
|
||
Housing
Connection Rate
|
14
|
Individuals
are constantly coming into and out of the system. Journey Home believes
that a rate of 14 households per month is accurate considering the
fluctuation in population.
|
New GH CAN Family Assessment Schedule
Day
|
Time
|
Location
|
|
Monday
|
·
9AM-1 PM
|
My Sisters’ Place, Pliny St
|
|
Tuesday
|
·
9AM-1 PM
|
Salvation Army, (will soon be on) Washington St
|
|
Wednesday
|
·
9AM-1 PM
|
Center Church, Gold St
|
|
Thursday
|
·
9AM-1 PM
|
Salvation Army, (will soon be on) Washington St
|
|
Friday
|
·
9AM-1 PM
|
Hands On Hartford, Bartholomew Ave
|
Shelter Waitlist
Prioritization Criteria: Poll Results
|
|
Top Priority Individuals:
|
Top Priority Families:
|
1. Unsheltered
2. Staying
in a car
3. Doubled
Up – Unsafe
4. Coming
from DV shelter
5. In
a hospital
6. Eviction/Foreclosure
7. In
a hotel
8. Doubled
Up- Safe
|
1. Unsheltered
2. Staying
in a car
3. Doubled
Up – Unsafe
4. Coming
from DV shelter
5. In
a hospital
6. Eviction/Foreclosure
7. In
a hotel
8. Doubled
Up- Safe
|
Tiebreakers:
|
Tiebreakers:
|
1. Pregnant
2. Elderly
(62+)
3. Physical
Disability
4. Needs
access to medicine
6. Mental
Health Disability
7. Elderly
(55+)
|
1. Pregnant
2-3rd trimester
2. Elderly
(62+)
3. Children
younger than school age
4. Children:
school age
5. DCF
Involvement
6. Physical
Disability
7. MH
Disability
8. Needs
access to medicine
10. Elderly
(55+)
|
Other Factors:
·
Use of wheelchair
·
Cognitive impairment
·
Developmental disability
·
Dementia
·
Recent victim of assault
·
Veteran Status
·
Clients who are new to shelter
·
Clients who have not had an unsuccessful exit
from shelter
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