Greater Hartford CAN Pre-Implementation 8/20/14

Greater Hartford - Coordinated Access Network

 Meeting Notes

August 20, 2014

In Attendance:

Sandy Barry- Salvation Army

Steve Bigler- CRT

Ashley Blanchard- DMHAS

Sonia Brown – CRT

Crane Cesario – DMHAS

Roger Clark- Immaculate

Brenda Earle- Dept of Housing

Bryan Flint- Cornerstone

Rosemary Flowers- My Sister’s Place

Mary Gillette- Mercy Housing

Mollie Greenwood- Journey Home

Dave Martineau- Mercy Housing

Sarah Melquist- MACC

Patrice Moulton – CRT/East Hartford

Lynn Naughton- Salvation Army

Heather Pilarcik- South Park Inn

Sara Salomons – CRT

Dave Shumway – Immaculate

Sarah Trench- Journey Home

Jose Vega- CRT/ McKinney

Josephine Wilson – Salvation Army

Tamara Womack – My Sister’s Place

Amy Robinson - CRT

Theresa Nicholson - Chrysalis

1.       Introductions & GH-CAN notes from last week:

a.       Listed at the back of the meeting notes you can find the group / team lists: GH-CAN Oversight, Core Review Group, Duty Services Coordinator,  Housing Referral Team, GH-CAN Administrators.  As we break into working groups this week, please make sure that everyone is represented in these groups, and identify who else should be added.

2.       Updates:

a.       HUD Priorities have been attached to the agenda for continuing reference.

b.      Updated GH CAN Assessment Schedule

                                                               i.      Right now Mercy is working on their schedule, once their staff person returns from vacation they can finalize their assessment appointment slots.

                                                             ii.      Right now Friday afternoon is not full, which probably makes sense.  The Friday morning shift would probably be helpful, but we aren’t expecting a lot of activity Friday afternoons.

                                                            iii.      Something we need to keep in mind as part of our planning process is how far in advance people can come into the CAN assessment system.  When we started out, we said anyone who would need shelter in 14 days.  So far we have determined that we can only identify a shelter bed for ‘tonight’.  We don’t need to answer this right now, but we need to keep it in mind as we move forward.

c.       Shelter Bed Availability Report as of Tuesday 8/19/14 11:59 PM

                                                               i.      We’re starting to get a sense of how often everyone updates this chart, so hopefully we can start making a schedule of updates.  We’ll clarify how frequently different shelters expect to update, and can check if missing.   

d.      VI-SPDAT Diversion Tool Training Schedule: Sign- up via email to mollie.greenwood@journeyhomect.org , or on one of the sign-up sheets that’s going around.

                                                               i.      One question came up about VI-SPDAT training is whether or not training should be required of everyone in the CAN.  Even though this tool is very common sense, we do want to make sure that people are using it in the same way.  We don’t really have a regulatory body to say that we require everyone to complete training, so we are trying to make decisions backed by consensus.

                                                             ii.      It was determine that every agency should have someone trained, and hopefully we can have that person help teach others at their organization.

                                                            iii.      Questions about VI-SPDAT:

1.       How will we convey the VI-SPDAT score to others?  It is on the UHA, but for communicating it from an assessment to another location, we’re not sure.  We might use the UHA as a holding tool for information.

2.       Why not put the VI-SPDAT into ECM (Soon to be called Caseworthy)?  Eventually the VI-SPDAT will be in the Caseworthy system, but the upgrade isn’t going to happen until after October 1st, so we need to figure out how to handle things until Caseworthy can hold that information.

3.       How will we maintain consistency in our use of the VI-SPDAT?  The GH-CAN Oversight Committee is charged with figuring out how to help keep assessments consistent, by monitoring data and results.

3.       CT BOS Coordinated Access Network Policies and Procedures

a.       It is important for the policies we create for this CAN be relevant to what we do.  Crane has already looked through the BOS CAN policies and procedures book and edited the grievances section, making it a two-step grievance and appeals process.  This policy packet is attached to the agenda this week- everyone needs to review this document.  Hartford CoC alsoneeds to manage this, and we don’t need to duplicate the policies and procedures for our CAN.

b.      We are asking that every member of the CAN take time this week to review the BOS policy book, choose one page, and edit it, so that it is relevant to our CAN.  Then, we are asking you to email your edits to us by Monday night. 

4.       GH-CAN DEVELOPMENT WORK GROUPS: PART I:

A.      Shelter / Assessment:

a.       GH-CAN Core Review Team: Identify Team Name; Review and finalize Referral Form; Identify next steps as needed (Handout).  Set tentative schedule of meetings starting mid-October: Date, Time, Location. 

                                                                i.      The group started by talking about what we have already established about this group:

1.       This is a group for difficult cases, the ones that nobody can solve, and the people who have churned around.

2.       211 comes through, there’s an assessment, the client has a case plan, works with case managers.

3.       This group does not come until much after all that- after clients have been repeatedly non-compliant.

a.       It’s important to note that this is not a group that is meeting to discuss all clients within the CAN.  Case managers will conduct their own case conferencing at shelters- this group is intended to try and find solutions or make recommendations when case managers have exhausted all their options.

                                                              ii.      We discussed that the volume of clients referred to this group might determine how much the group is able to do.  If the Core Review Team is meeting weekly, for an hour, and have 20 clients to discuss, the discussions cannot be too long, nor in-depth.  However, if there are only five clients referred, the Core Review Team will be able to go into much more detail.

                                                             iii.      The question was raised about whether there is a baseline for offenses the client needs to commit before they can be referred to this group.  Do we refer people for bringing a weapon into the shelter?  For refusing to listen to case plans?  What is the baseline at which we start referring people?

1.       This was a hard question for the group, largely because situations vary greatly from shelter to shelter, and the kinds of problems at an individual men’s shelter might be very different from the problems clients have at a family shelter.

2.       We still need to determine what the base is for referring people to this group, based on how widely the range of issues can vary.

3.       Other CANs do not have a group like this yet, so we don’t have other CAN’s experiences to draw from yet.

4.       We also questioned how many times someone could be referred to this group.  In cases where a client is noncompliant, and they continue to be noncompliant when they have received a recommendation from this group, can the referring case manager re-refer the client?

a.       That may not be a productive process.  Perhaps, if someone refuses to accept the recommendation, all we can do is make sure the recommendation is communicated to all other service providers.  That way, if a client chooses to leave the referring shelter, they will at least be met with the same expectations upon presenting at a new shelter.

                                                            iv.      We then worked on finalizing the referral form. 

1.       The Core Review Team officially changed its name to Core Review Group in order to not be confused with other acronyms/ initials.

2.       In the area that discusses Homeless Outreach, we added a section that indicated where the outreach was coming from.

3.       We noted that whenever this information was sent by email, we could only use client ID number, not client names.

                                                              v.      We then discussed some planning points:

1.       We will have our first meeting, for now, October 8^th, 2014, from 1:30-2:30 PM.

2.       Although Immaculate had originally offered to host these events, for now we will meet at Sue Ann Shay Place for these CRG meetings. 

3.       Initially, we are asking that at least to start, everyone meet face-to-face for these meetings.  Everyone is already used to spending this part of Wednesday at these meetings, so nobody should have to carve new time out of their schedules.

B.      Housing Referral Team:

a.       Housing Referral Team- Review changes recommended last week to the Housing Referral Workflow (Handout); Identify changes and next steps as needed.  Set tentative schedule of meetings starting in October, date and location.

                                                                i.      The workflow has been revised. On page 1, the “Programs report openings and expected wait times through Google Docs to the Housing Referral Team” section is new. The “Programs finalize eligibility reviews” section has been moved earlier; agencies should be pre-reviewing people who are eligible for their programs before spots in their programs actually open up.

                                                              ii.      Agencies are going to need to communicate with each other to determine how many openings there may be, how long until openings are available, if known.

                                                             iii.      Oversight of housing decisions is important to avoid discrimination. There needs to be a higher level of scrutiny.

                                                            iv.      Housing Referral Team needs to figure out how communication will work.

1.       To notify clients they are on a priority list

2.       Who will do the contacting

3.       Who will monitor that clients have been notified

                                                              v.      There needs to be a communication function so that the Housing Referral Team is able to track who’s been notified.  It was suggested that Journey Home be responsible for tracking this information, but a process still needs to be identified for how this notification process will work.

                                                            vi.      Deciding how clients will be contacted is particularly important for situations in which there are multiple openings at once that the next client on the prioritized list qualifies for.

1.       There should be someone that contacts the clients and notifies them at one time of all of the openings they are eligible for and confirms choice.

2.       The group was reluctant to leave this responsibility to the individual agencies, because it would be possible for agencies to delay contact with a client that they do not particularly want as a participant in their program.

3.       Client choice should also be considered.

                                                           vii.      Meetings of the Housing Referral Team will take place from 1:30 to 2:30PM at Sue Ann Shay Place, weekly.  These meetings will start on October 8^th. 

1.       Tamara volunteered to book the room for these meetings.

b.      We will continue to ask other communities what they are doing.  For example, we received a copy of the Google Doc from New Haven that they provide to agencies and landlords that provides program opening information. 

5.       GH-CAN DEVELOPMENT WORK GROUPS, PART II:

C.      GH CAN OVERSIGHT GROUP:

a.       Continue planning of the GH CAN Oversight and Coordinating group.  Outline the scope and role, and next steps needed for development and implementation of this group for our CAN.  Set tentative schedule of meetings starting in October. 

                                                                i.      First tentative meeting date will be October 15^th at 2:30 PM at My Sister’s Place.

                                                              ii.      Meetings will be weekly for the first three months, may become less frequent depending on need.

                                                             iii.      The group still needs representation from Hands on Hartford, Immaculate, South Park Inn, CHR, Open Hearth

                                                            iv.      Evaluation is a key component of this group, it will be very important for the Oversight group to evaluate data that is collected, complete surveys with agencies and clients, and meet regularly to discuss all this information.

                                                              v.      The Oversight group needs to evaluate whether we are meeting HUD standards as well as evaluate the accessibility of the system for clients.

                                                            vi.      The idea of taking a snapshot-style case study of a few clients was discussed.  While this would be an interesting way to look at data, it is important to keep focus on aggregate data, ensuring that over time the clients with the greatest needs receive the most intensive services.

1.       This could help in cases where we need more support over time from CoCs, if the Oversight Group regularly reviews all different kinds of data, we will have evidence of any systemic problems, as shown by our data.

                                                           vii.      The data points that were developed last week could track demographic data, so we could evaluate how certain types of people are faring in the system.

b.      Review the list of GH CAN Representative Name and Contact information, attached to meeting notes 8/13/14.  Make a plan to include any current Assessment Agencies who did not have a representative listed.

D.      Duty Services Coordinator Handbook:

a.       Continue the review and editing of the draft GH-CAN information and policies in this handbook.  Make recommendations for additions and changes, identify next steps as needed.  Set tentative schedule of meetings starting in October.

                                                                i.      The group started with a couple minutes of reading the handbook, allowing those who are new to the group to catch up with the conversation from last week.

                                                              ii.      We then started to discuss the questions from last week: is it essential or productive for all 13 of our Duty Service Coordinators to have a conference call every day?

                                                             iii.      Brenda Earle was able to offer some insight into the way NBB CAN is using that call right now- the daily call is to check in with one another and 211 to talk about any system glitches, or problems that happened over the course of the day, it’s often an opportunity to vent some of the tougher parts of this new system.

                                                            iv.      We then discussed possibly having a conference call every day, but splitting up the DSCs, either by Hartford/Greater Hartford or Individual Men/ Women and Families.  This way, there would be fewer people trying to get in on the call.

                                                              v.      We also discussed whether it would be easier to just do a summary email every day.  For instance, there would be one point person every day.  If a DSC encountered a problem, it would be their responsibility to tell the point person.  At the end of each day, the point person could communicate back to 211.

                                                            vi.      We discussed having weekly DSC meetings at the Sue Ann Shay Place, at 2:30 PM, in order to give all DSCs a time to meet face to face, weekly.   

b.      Review the list of Duty Service Coordinators, attached to meeting notes 8/13/14.  Make a plan to include any current assessment agencies that do not have a representative.

                                                                i.      The programs that are currently in need of a DSC are as follows: CRT/East Hartford, MACC, Tri Town, YWCA/Chrysalis. 

1.       Mollie will follow up with all programs that do not have a DSC to try and establish tentative DSCs for each agency.

6.       GH CAN Questionnaire Responses: 2-1-1 Decision Points and HMIS Information Sheet final drafts are attached today.

a.       If you are interested in filling a position listed on either of the documents, let us know!

7.       List of Internal Action Steps and External Requests for CAN Information and Assistance (attached). 

a.       We have gotten a lot done, but we still have lots to do before October 1!

b.      We will finalize the assessment schedule on Monday, when Mercy’s staff is back from vacation and we will be updating MACC’s assessment time as well.  The final schedule will be set by COB Tuesday, August 26.

8.       Update on Today’s Rapid Re-Housing Meeting in Meriden from Amanda Girardin of Journey Home (copy of email attached).

9.       ANNOUNCEMENTS:

a.       Crane has 5 two-bedroom chronically homeless certificates available.  They have been looking through the UHA for candidates, but if you have a family in mind, please let her know!  They are scattered site certificates for Greater Hartford.

                                                               i.      HUD has relaxed their rules, so 2 children of different sexes and an adult can make it work in a two-bedroom, as long as everyone has a place to sleep and a dresser.

b.      At the next meeting we’ll have to talk about RRH, and talk a little about the MOUs- shelters are being asked to make this decision as a group.

                                                               i.      Matt and Crane will make an email to coordinate who in our region is going to go for it.