Operations Agenda
Wednesday, August 9th, 2017
1.
In Attendance
Alicia
Akers, CRT
Anita
Cordero-Doers, ImmaCare
Crane
Cesario, DMHAS
Stephanie
Corbin, Mercy
Rochelle
Currie, The Connection
Catherine
Damato, CRT
Sarah
DiMaio, SAMH
Luciana
Degray, YWCA
Dave
DuVerger – South Park Inn
Angel
Fernandez, The Open Hearth
Klaudia
Lobeska, EHS
Gerilyn
Harrison – SAMH
Malika
Nelson, CHR
Heather
Pilarcik, South Park Inn
Natalie
Ramos, ImmaCare
Luz
Serrano, ImmaCare
Lisa
Quach, Journey Home
Jennifer
Greer, CHR
Rikka
Racelis, Chrysalis
Tanesha
Shucer, My Sister’s Place
Audrey
Kennedy, South Park Inn
Lourdes
Ward, CRT
a. Leadership
Updates – Mollie Greenwood
·
RRH
Bridging – One big thing we discussed at Leadership is that we need to set some
consistent standards in place in our community around bridging from RRH to PSH.
o We will share RRH policies
once it’s finalized. Other communities have discussed where everyone gets rapid
rehousing and only get PSH if you fail. Prevents people from sitting in shelter
to “become” chronic and also folks comparing what housing intervention their
friends got.
·
CCT
Release – We talked about some of the benefits to having releases completed.
2.
Case Conferences – Fred Faulkner
3. Coordinated
Entry:
a.
Shelter Waitlist Marking – Heather Pilarcik
i. Heather
wanted to get input from other SmartSheet users on how it’s been working in
their shelters. She is typically not always the one that is on the smart sheet
making calls. Heather started calling a couple of weeks ago and ran into
issues. There were clients on the waitlist who were added in June. There are
clients on there with absolutely no contact information listed in columns. Heather
made some calls and notes but didn’t really hear back from people. Next day, she
received an email from Steve that she didn’t properly fill out a couple of
columns. She also received another email from Steve asking to update status for
clients who were already called. She feels frustrated with the whole process. They
are still getting people who walk in for beds every day. They also get 10-15
calls per day from people calling for shelter beds. There are people out there
who need beds and need to get in. Facilitating that process without becoming
withholding to the process is something we need to think about. There is a big
gap with people who are at our door and call our phones in distress looking for
shelter. It comes down to clients need shelter beds. Making them call 211 to
get into shelter beds while they’re at the door does not minimize the hurdles.
What is the value of the data collection? Already have to do case management
and having to enter columns is one more thing to worry about.
ii. Stephanie
Corbin – diversion center staff being told that all beds are full. Question of why
are there open beds? Are you not reaching people? Heather responded that they
made 40-50 calls over the weekend and no return calls or no shows. There’s also
clients on the list with no contact info. They also have had people report they
no longer need shelter, which is good. Assumption that all beds are full might
be because there is still a waitlist. Roger Clark states that anytime he calls
from the waitlist, people don’t show up. Last 6 people who came into shelter
were all from Tony Mack. Shelters feel that calling smart sheet is not working.
People aren’t coming in. East Hartford shelter has issues with families who
don’t like the rules but she is telling folks the rules when she is calling.
Open Hearth had 6 beds open and proceeded to call clients but only 1 showed up.
People show up at the door and then Angel takes them if they’re in the list. If
clients show up and are in unsheltered section, you can take them.
iii. What
are the issues that seem fixable? Clean it up. Standard will be anyone who has
not been active for 90 days will be removed. Suggestion to have smartsheet flag
someone who has been on for more than 90 days. Also could cross reference
BNL/Inactive with Smartsheet to see who has been inactivated. Angel goes
through the list and noticed that people are not marking the clients are yellow
or inserting notes in the chat box. Journey Home looked at Fairfield’s list and
they aren’t using the chat bubbles like we are. They are using drop-down
options and only use notes for outreach workers who tried to locate client.
This would be easier since it’s just a click. Anybody that has a call out right
now will be yellow. We will prioritize big cleanup and work on policies around
cleaning and managing the list.
4.
VI-SPDAT and Full SPDAT Policies – Mollie
Greenwood – Did not get to discuss.
5. Coordinated
Exit:
a.
Recently Housed - Did not get to discuss.
b.
DMHAS/DOH Policies on Refusers – Lisa Quach -
Did not get to discuss.
6.
Announcements
a.
Hands On Hartford and a number of community
partners are working on planning the Day of Sharing and Caring, and needs lots
of help planning and pulling off the event. If you’re interested in
assisting, please contact swalker@handsonhartford.org
b. Salvation
Army is offering an Anti Human Trafficking Training at Capitol Region Mental
Health Center Tuesday, 9/26 from 1-4 PM. Register for training with Cat
Damato at damatoc@crtct.org
GH CAN Housing Data
|
Data Element
|
Number
|
Notes
|
|
Chronically
homeless households housed in 2015
|
102
|
This includes
clients housed through GH CAN programs as well as through other subsidies or
independent housing
|
|
Chronically
homeless households housed in 2016
|
211
|
This includes
clients housed through GH CAN programs as well as through other subsidies or
independent housing
|
|
Chronically
homeless households housed in 2017
|
130
|
This includes
clients housed through GH CAN programs as well as through other subsidies or
independent housing
|
|
Total Chronically
homeless households housed in GH CAN
|
444
|
|
|
Verified Chronic
Matched
|
25
|
|
|
Verified Chronic
Not Yet Matched
|
18
|
We currently have
18 chronic verified clients who have not yet been matched to housing.
|
|
Potentially
Chronic Refusers
|
2
|
|
|
Verified Chronic
Refusers
|
3
|
|
|
Potentially
Chronic Matched
|
1
|
These households
did not disclose a disabling condition, and are matched to various programs.
|
|
Potentially
Chronic Not Yet Matched
|
39
|
Right now we
believe 39 households have the chronic length of homeless history, but none
of these individuals have their homeless and disability verifications
completed.
|
DMHAS/DOH Guidance
on Due Diligence- Refusal of Services Policy
To ensure that we
serve all individuals experiencing homelessness identified in the Coordinated
Access Networks (CANs), communities must ensure that engagement is an ongoing
process. We know that engagement can be particularly challenging for
individuals who refuse offers of housing assistance from the CAN. This
guidance from the Department of Mental Health and Addiction Services (DMHAS)
and the Department of Housing (DOH) is meant to provide CANs with a process
that enables them to identify refusers within your CAN and ensure that they
continue to be discussed at housing matching meetings and offered housing
resources when available.
REFUSERS
A refuser is
defined as an individual experiencing homelessness who is ACTIVE on the By-Name
List (BNL) and has declined three different offers of housing assistance from
CAN housing providers. After the third offer is declined, the CAN will
change the individual's sub-status on the BNL to "Refuses CAN
Assistance." DOH CAN Managers will review the BNL on a regular basis to
identify new refusers, and schedule case conference meetings that include a
representative from DMHAS, a DOH CAN Manager, and CAN housing providers.
The purpose of these case conference meetings will be to plan for housing
assistance options that can be offered to the refuser(s) in the future.
DUE DILIGENCE
CONTACT ATTEMPTS FOR REFUSERS
CANs will designate
a person/persons to attempt to contact refusers a minimum of once every two
weeks for the purpose of offering the person shelter and/or housing
assistance. These contact attempts--and their outcomes, if
applicable--will be recorded in the HMIS client record of the refuser by the
designated person/persons.
Due diligence
contacts will be attempted and recorded in HMIS every two weeks for as long as
the refuser remains ACTIVE on the BNL as a refuser. Due diligence contact
attempts will be suspended when/if the refuser is INACTIVE on the BNL, and will
resume when/if the client becomes ACTIVE on the BNL again.
REFUSERS AND
HOUSING PLACEMENT MEETINGS
In order to be
designated as a refuser, an individual will have risen to the top of the BNL
prioritization and refused multiple offers of housing assistance.
Refusers—who are known to be vulnerable and in need of housing assistance—are
listed on the HMIS BNL and should be discussed at regular CAN Housing
Matching/Placement meetings in priority order per CAN matching procedures. The
designated person(s) attempting to make due diligence contact with refusers
should provide updates about the status and outcome of due diligence contact
attempts for all refusers at these meetings.
INACTIVE CLIENTS
Clients on the BNL
can be marked as INACTIVE if they have no HMIS enrollment activity in the
preceding 90 days, provided that at least three attempts have been made over
the course of the 90 days to contact the client. Refusers covered
by this due diligence policy can be marked as INACTIVE on the BNL if they have
no HMIS enrollment activity in the preceding 90 days AND if there have been at
least three unsuccessful contact attempts in the preceding 90 days. Refusers
covered by this due diligence policy can also be marked as INACTIVE on the BNL
if the outcome of a due diligence contact attempt confirms that the refuser is
no longer literally homeless, or is no longer living in the state.
TRACKING DUE
DILIGENCE CONTACT ATTEMPTS IN HMIS
Instructions for
tracking due diligence contact attempts made to refusers in HMIS are attached
to this policy. Additional questions about tracking due diligence
requests in HMIS and/or requests for access to use the tracking functionality
in HMIS should be directed to the Statewide CAN Manager for Data
Analysis: Beau Anderson (beau.anderson@ct.gov).
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