GREATER
HARTFORD COORDINATED ACCESS NETWORK
MEETING
NOTES
WEDNESDAY,
April 1st, 2015
NEXT
MEETING: WEDNESDAY, April 8th, 1:30 – 3:30 pm
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In Attendance:
Rubi Alegria – Mercy Housing
Brian Baker – South Park Inn
Shannon Baldassario – MACC
Sandy Barry – Salvation Army Marshall House
Janet Bermudez – Hands On Hartford
Sonia Brown – CRT
Aisha Brown – CHR Enfield
Stephanie Corbin – CHN
Sharon Castelli – Chrysalis Center
Crane Cesario – DMHAS
Bryan Dixon – InterCommunity
Brenda Earle – Department of Housing
Alfredo Echevarria – ImmaCare
Rosemary Flowers – My Sisters’ Place
Chris Fortier – The Open Hearth
Nate Fox – Center Church
Lou Gilbert – ImmaCare
Amanda Girardin – Journey Home
Ruby Givens-Hewitt – My Sisters’ Place
Tenesha Grant – Mercy Housing
Mollie Greenwood – Journey Home
Andrea Hakian - CHR
LaQuista
Harris – VA
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Steve
MacHattie – ImmaCare
Dave
Martineau – Mercy Housing
Philomena
McGee – CHR Enfield
Matt
Morgan – Journey Home
Theresa
Nicholson – Chrysalis Center
Tina
Ortiz – CRT
Diane
Paige-Blondet – My Sisters’ Place
Heather
Pilarcik – South Park Inn
Suzanne
Piacentini – US Dept. of Housing and Urban Development
Patricia
Pollicina – Chrysalis Center
Jamie
Randolph – CRT East Hartford Shelter
Chris
Robinson – Chrysalis Center
Amy
Robinson – Chrysalis Center
Sara
Salomons – Journey Home
Rob
Soderberg – CHR
Sandra
Terry - CRT
Sarah
Trench – Journey Home
Madeline
Trinidad – Salvation Army Marshall House
Deborah
Ullman – YWCA
Jose Vega-
CRT McKinney Shelter
Josephine
Wilson – Salvation Army Marshall House
Tamara
Womack – My Sisters’ Place
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1.
Initial announcements to the
combined 100 Day Team, Leadership Team and GH CAN membership in attendance:
a.
The 100 Day Team and GH CAN have been
working very hard on this challenging process, and are making progress toward
housing priority CH people.
b.
It's very difficult, and we were hoping to
make more progress already. Despite
frustrations, we know we are building momentum.
Particular challenges are document readiness, the difficulties of
homelessness and struggles of people we are trying to serve (just keeping paper
work on hand, for instance), and the lack of clarity in the data. In particular, the HUD definition of chronic
homelessness has changed over time, and HMIS is only now able to modify the
calculation of this factor.
Documentation readiness has been a particular struggle. The VISPDAT scores may not be accurate, as is
the case for self-reported elements.
i.
The GH CAN has developed a process to modify
VISPDAT Scores that appear to be incorrect.
This problem is often found in the low scores for CH people who have
been living outside and are highly resistant to service connection. We do not have updated verification forms
yet.
c.
The CT BOS Continuum of Care consultants are
revising the Disability Verification and Homeless Verification forms, with the
goal of statewide use. The revisions
should be made available in the next two weeks.
d.
Journey Home was commended for its strategic
development of the GH UHA, ad the recent successful upgrade to enhance the
system and allow for batch documentation uploads.
2. GH
CAN Stats Update
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Greater Hartford Coordinated Access Network
Statistics
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Updated as of March 31
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Changes from last week have been
bolded
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Topic
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Data
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Comments
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Total Number
of GH CAN Assessment Appointments Per Week
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90
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There are 90 scheduled slots each week
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Total
Number of Hours at Drop In Centers
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21
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12
hrs at Chrysalis Center Tuesdays
and Thursdays
3
hours at CHR Manchester on Thurs
3
hours at Hands on Hartford
3 hours at Center Church
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No-Show
Rate 11/17/14 – 3/30/15
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75%
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1752
Appointments Scheduled in November – March
435
Appointments Completed November – March
25%
Attendance to appointments
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No-Show
Rate for March, 2015
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65%
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557
Appointments Scheduled for March
194
Appointments Completed
35%
Attendance to appointments
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Next Available Appointment Slot: Individual Men
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6/22/15
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Booking out 0 days further since last week
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Next Available Appointment Slot: Individual Women
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6/22/15
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Booking out 0 days further since last week
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Next
Available Appointment Slot: Families
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6/18/15
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Booking
out 2 days further since last week
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Total Number of New Available
Housing Units Reported to GH CAN this week
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5
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5
ImmaCare RAP
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Housing Units Currently Reported as Available
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30
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ImmaCare RAP, Shelter Plus Care, Next Steps Enfield, CHR Manchester, Chrysalis Project HEARRT
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Total Number of Available Housing Units Reported
through GH CAN in 2015
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57
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Available Units have been reported in the
following programs: MSP TLP, CRT PSH, CRT Project Teach, Chrysalis Veteran’s Support, Chrysalis Family Matters, Mercy
DMHAS RAP, CRT Bloomfield Scattered
Site, Mercy St. Elizabeth, Shelter Plus Care, Chrysalis Project HEARRT 20
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Number of Clients Housed through GH CAN since January
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4
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Number of clients who we have reported as housed by the above listed 57 housing programs.
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Total Number
of Available Housing Units expected for 100 Days Team
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92
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These are
from a variety of programs. Some units are available immediately, others in
the next few months.
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Total Number of Rapid Re-Housing Referrals this
week
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4
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Please note, CHR is unable to accept new
referrals to CT RRH at this time.
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Total Number of CA HMIS Data System Modifications
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184
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That is 6
additional
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3. Nutmeg’s
HMIS Data Quality Updates-
Now using 2014 Data Standards to Calculate Chronic Homelessness.
a.
The previous CH data element will be
retained in a separate field for historical data purposes -in addition to the
item of CH calculation.
b.
Additionally, the change to the potential
shelter exit question was announced.
4. Hartford
100 Day Team – Leadership
Check-In
a.
We
discussed the scope of our goals. While
we think they are ambitious, but achievable, some other 100 day teams in other
regions have made goal modifications as they have started this process- we are
not bound to completing each goal exactly as we decided on that day.
b.
The
leadership and 100 day team need to continue to be in close communication- the
team cannot move forward without strong commitments from leadership. Both teams will continue to focus as
regularly as possible to continue the progress that is currently being made.
1. PRIMARY
GOAL: Lease up at least 100 of the highest priority chronically homeless individuals
by June 16th.
a.
Progress:
We have
identified 75 of our 100 priority clients. These clients are being
recorded in a Google document. We are working to help those clients
complete a UHA, and get them document-ready. Out of the 75,
i.
12 have a navigator assigned to them
ii.
36 clients have completed a UHA
iii.
13 have been conditionally matched with a
housing program.
- There have
been some growing pains in this process- we have a lot of housing online,
and many of the clients who appear to be most vulnerable do not have the
documentation required to go into these units yet. This is frustrating for housing
programs who need to fill openings, as well as shelters who have clients
that are ready to go, but who are not as highly prioritized.
- Requests for leadership:
i.
We need staff who can work as navigators for
clients.
ii.
We need housing programs to assist clients in
getting document ready.
iii.
We need shelters to stop the shelter shuffle
for clients who are on this prioritized list.
a.
The
shelter bids that came out from DOH will focus on positive exits from shelters
rather than on length of stay. All
shelters will be encouraged to hold onto clients that have been prioritized for
housing during this campaign.
2. Sub
- GOAL: Get at least 200 clients document ready by June 16th.
a.
Progress: We have scheduled a
Resource Fair for Friday, May 8th from 9:00 AM – 3:00 PM. The
fair will be held at the Chrysalis Center where free lunch will be
provided. We have drafted a flyer, created a pre-registration document,
gotten commitments for paper and envelopes, and started reaching out to agencies
for participation.
b.
Requests for leadership:
i.
We need more transportation to be available to
the fair, other than the 2 CABHI buses driving from the South Green in
Hartford.
ii.
We need more printers, copiers, and scanners to
be made available on the day of the fair.
iii.
We still need strong commitments from the
following agencies:
1.
DSS Mobile Van
a.
Brenda Earle of DOH has confirmed the DSS Van
and requested specifics: number of stations, type of functions, etc. She was also going to follow up on technical
requirements to be communicated to Chrysalis Center's IT director.
2.
Department of Correction
3.
Department of Public Health: Vital Records
iv.
Although we have soft commitments made
for the following agencies, additional advocacy would be helpful to firm up the
commitments and identify specific staff to be present:
1.
Department of Motor Vehicles
2.
Social Security Administration
3.
City of Hartford Town Clerk
4.
Court Support Services Division - Adult
Probation
ii.
CRT
indicated that they have worked with Hartford Hospital, and Hartford Hospital
will be available on site to provide proof that clients were born in Hartford.
iii.
Matt stated that St Francis is also being
contacted, in addition to Hartford Hospital (for birth records).
iv.
Sharon
Castelli, Executive Director of Chrysalis Center, requested specifics and
logistic planning as soon as possible, to ensure success. Topics include registration process, mapping
flow of process, additional table and chairs needed, technical requirements -
wifi, electricity, etc.; provider volunteers, buses and parking plan; fine
grained schedule, and overall logistics plan in writing.
v.
Matt
Morgan announced that Mary Gillette will serve as consultant to this
project. A meeting will be set up early
next week. The possibility of donated
welcome bags was mentioned, perhaps from corporate partners.
vi.
The plan
for the pre-registration process; and the range and kinds of documentation
needed were discussed.
3. Sub-GOAL:
Lower the no-show rate at GH CAN appointments to 25% by prioritizing
appointment scheduling and improving the diversion process.
a.
Progress: We have requested that 211
only schedule clients who are literally homeless for drop-in hours at Chrysalis
Center. We have also drafted a script that we think will help 211 staff
screen for clients who are literally homeless for CAN assessment appointments.
b.
Requests for leadership:
i.
We would like 211 to pilot the script we have
recommended for our region to see whether this helps us schedule closer
appointments for people who are literally homeless. It may also help other CANs to have 211
clarify literal homelessness status.
This is confusing for providers, people seeking assistance, and
community members. Brenda Earle reminded
everyone that 211 is contracted with DOH for services, and the funds do not
sufficiently cover all requests. The protocol is that all CANs need to
participate in the decision making regarding script changes. Brenda has reviewed the request with 211
staff. Brenda and Crane Cesario will
bring the issue to the Statewide CAN meeting to see if we can move this forward
successfully.
4. Sub-GOAL:
Coordinate our outreach schedule and incorporate non-traditional stakeholders.
a.
Progress: We have identified a list of
stakeholders that we would like to engage including Bradley Airport, hospitals,
detox centers, and the Department of Correction.
b.
Requests for Leadership:
i.
Encourage outreach staff at different agencies
to attend an outreach meeting in order to decrease duplication and better
coordinate with other agencies.
5. Working
Groups:
a.
Housing Referral Group:
i.
The
reminder that visitors and anyone not included in the CAN release of
information refrain from looking at the priority lists, as names of homeless
persons are included. Confidentiality
requirements were noted as an additional reminder.
ii.
It was
requested that the Initial Housing Documentation form will be piloted as we
work to prepare people for housing referrals.
iii.
The
Disability Verification form needs to include the license number of the
provider, per HUD instruction for PSH program files.
iv.
Amanda
was recognized for the innumerable hours of work she has done on the data and
preparing priority and documentation status lists. Additional support for her
work is needed as the burden is really too great.
v.
In order
to help make more progress, the following plans were made:
1.
The top
8 people on the priority list who are potentially MIA were identified. CABHI staff may be able to work on these,
pending confirmation.
2.
CRT
Supportive Housing will work with the next group of priority list people who
are missing UHAs. In addition, Sonia Brown will schedule a UHA training time
for her staff, with Amanda Girardin and Sarah Trench.
3.
A number
of highly resistant long term CH was identified by Jose Vega
4.
An
interim workgroup was formed, to be hosted by ImmaCare, to identify ways to
accelerate the process for getting identified priority list people document
ready. Outreach workers will be asked
to attend. This group will include Steve
MacHattie, Tony Mack, Dave DuVerger, Jose Vega, Trish Pollicina, Amanda Girardin,
Crane Cesario (**need to confirm list) and anyone interested.
5.
It was
requested that the process problems and longer term system issues of clarifying
match status will be brought to the 100 Day team for consideration.
6.
It would
be helpful for the different lists to keep names in the same order (last name,
first name).
7.
Additional
matches were made for CHR Enfield, GH S+C.
8.
CHR
Manchester will be ready for additional matches on 4/21.Review Hartford 100
Priority List
vi.
Any
information on any of the clients listed?
1.
McKinney
shelter currently or recently had many of the clients listed staying with them.
2.
Hands on
Hartford expressed that they saw many clients on the list regularly, and asked
how they could help assist clients get what they need.
vii.
We
discussed the dilemma of choice. We're
in an unusual situation where there are several housing options available to
some clients.
1.
What
we're finding is the offer of multiple choices slows down the process, can be
confusing to clients, is difficult for navigators to be sure they accurately
present the specifics of the various
programs, and has even led to some clients delaying acceptance in the hopes of
obtaining a more desirable option. We
would like the 100 Day Team to weigh in on the issue as well.
2.
For now,
we decided to try to limit choice to two options and request a 24 hour decision
window. If more time is needed, 48 hours is the recommended maximum.Assessment Concern Form – available to print on www.journeyhomect.org/projects/gh_can –
Please print and complete prior to GH CAN
b.
100 Day Team:
i.
See p. 3
for Leadership Check-In
1.
Chris,
Heather, and Amy are planning to visit Chrysalis to get a sense of what the
site looks like. check-in with leadership agenda
ii.
How to
access the 100 Day Flexible Funding – see
p. 7
1.
Team saw
the form for accessing funding.
2.
Next
week the team hopes to discuss the priorities we have for this funding, and how
we would like to see it focused.
iii.
After
leadership meeting, what do we have commitments for? What is still needed?
1.
The team
needs to start sending out save-the-date for volunteers
2.
InterCommunity
may be able to assist with disability verification on the day of the event-
this needs to be confirmed.
3.
The
group needs to work with Mary Gillette to plan the next steps in logistics.
4.
The team
determined that staff for this event should carpool as much as possible on the
day of the event.
5.
The team
decided we want to find a sound system so that we can make announcements on the
day of the event.
6.
The
group decided that rather than have a rain date, they want to explore getting
an event tent in case of rain.
iv.
Action
Steps for next week.
1.
The
outreach teams are getting together to have a meeting in the near future to
review the prioritized lists, as well as to start coordinating efforts.
6. ANNOUNCEMENTS
i.
Greater
Hartford Universal Housing Application is back online!
iii.
CT RRH through CHR cannot currently accept new
referrals.
iv.
Public
Speaking Workshop date TBD
GH CAN Coordinators:
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