GH CAN Leadership –
Daily Check – In
April 3, 2020 at 12PM-2:30PM via Zoom
1. Welcome
2. Staffing
a.
Available staff for each shift
i. Google
spreadsheet from Amanda
b.
Staff to client ratio?
i. Currently same as shelter – staff can
report to shifts as normal
ii. If
we overstaff – 1 person will have to be repurposed at SPI, need to confirm if we will allow clients back into SPI if they have
been kicked out hotels.
iii. Some
TEMP staff have been hired – Comfort Inn and new site
iv. Warming
center staff to be provided and will be available 24/7
v. Master
key will not be provided but front desk staff will grant access to staff if
requested
vi. We
can ask for extra key cards for staff
vii. Warn clients to not use the latch on doors
– safety reasons if they use it, it will be a discharge. Back of each room
maybe guest expectations list
viii.
Agencies
to enforce rules with clients
ix. Harm
reduction RV and Mobile M to possibly be on site
x. Narcan
– 24 at new site
c.
How to use additional staff if extra?
(keep in reserve?, employ another site for hotel discharges?)
3. Roommates
a.
Capitol Hotel folks to move? When?
i. Prioritize
shelters first then rest
ii. Currently
elderly and non elderly clients
1.
Elderly – come back to
2.
Handicap
- new hotel. 1 person SO – will stay incurrent location
b.
Sex offenders?
i. Wethersfield
location
c.
4 in Vernon, 2 in Windsor, 3 in Manchester, 9 in
Enfield
d.
Who will get doubles, singles, etc.?
i. Google
sheet
ii. Agencies
can make suggestions for roommates and who will receive couch/bed – after rooms
are allocated? Have to look at entire client list to determine rooms.
e.
Who will get pull out beds?
i. Collectively
work on google sheet to determine who can be matched.
ii. Raffle
style to pick choice of couch or bed? Or switch
f. Client
expectations/Discharge from hotel? Per Kara’s suggestion, can we as a community
of providers identify any plan for people who are unwilling to go to the hotel
or who are involuntarily discharged from the hotel?
4.
Transportation logistics and Moving
a. Can
we access school buses and bus drivers? If not, what alternate plan can we put
into motion within 24 hours?
i. Sara
is working with Liany. Will know by end of today. Autumn transportation – how
many people are we moving and where? Need a schedule.
ii. Schedule/
plan for Sunday – can we move 2 shelters in one day?
iii. Do
we have enough staff to move all on Sunday?
iv. Precheck
in to hotel? To reduce time. Can ask hotel. Envelopes with keys.
v. McKinney – would like to move Monday, 1pm
after lunch, 44
vi. EH Families – can move on Monday, after
McKinney at 3pm, 5 people, 2 families with car
- do not need busses for transportation
vii. SPI – would like to move Sunday, 2-3 buses
at once 1pm the latest after lunch, 60
viii.
Warming
Center – would like to move Sunday, maybe to move first – 1 woman 10am
ix. Stations to distance people
x. Guest from Capitol Hotel – Tuesday
1.
Keep
elderly and immunocompromised clients separate
xi. 9 Enfield clients
b. Structuring
the physical move – who runs point on what tasks between the shelters, the
busses (presumably), and the hotels
5. Food
a.
Breakfast
i. $3
a day
b.
Temporary plan
i. Sunday
to Monday – Bears will provide lunch and dinner, name your price option. 2
deliveries a day.
ii. Possibly
SPI to provide meals, can provide for everyone– Sara and Jane to connect.
c.
Long-term plan
i.
d.
Snacks
i. Sara
is working on getting some snacks –
ii. Tyesha
from EH to see if snacks can be provided
iii. McKinney
receives donations of produce – can be brought to hotel
e.
Kitchen – area in hotel can be used by staff
only. Not a food prep kitchen.
i. McKinney
to possibly distribute sandwiches – 1 day or few days
ii. Churches
to maybe also provide individual packed food – wait till we have #s
iii. Need
to make sure we have meals for everyone
– needs to be determined after full count
f.
Travelers willing to provide food – Sara and
Liany will connect
g.
Smoking –
h.
Juniper cannot accommodate all food
restrictions. $10 a day.
i.
SA to do 75 meals – free
j.
Approx. 210 clients
k.
Coffee maker? Amanda to find out
6.
Cleaning
a.
Hotel staff
cleaning/linens/towels
i. Clean towels as needed/ daily, cleaning rooms once a week
ii. To find out about linens
iii. Comfort Inn – monitors have been replacing towel and linens
b.
Client expectations
for cleaning
i. Supplies to be provided to clients to clean rooms – hotels
will not provide cleaning supplies
ii. Need cleaning supplies for clients
iii. Bedbug medication to have
7. Health
–
a.
Withdrawal issues
i. InterCommunity
is not set up for quarantine
ii. Need
to be hospitalized
iii. Will
we allow limited use of certain drugs/ alcohol?
iv. Detox
before sending them to hotel is an option
b.
Telehealth
i.
c.
Getting MAT to
folks...instead of folks going to MAT (low priority eventual detail to sort
out)
d. Medication
storage at the hotel/lock boxes
i. Administrative
office to hold medication in a lockable filing cabinet –
ii. Lock
boxes for each room
e.
Are we going to
temperature screen clients? When how often?
i.
f.
Protocols for symptomatic people/quarantine
i. If
they are not compliant contact health department – need to confirm
g.
Tracking symptomatic, tested, and positive
people
h. Medical
and personal protective equipment and symptom-relieving medication for staff at
hotels
8. Communications
9.
Any critical protocols that need to be developed
ASAP other than quarantine protocol for symptomatic guests
10.
Technology at the hotels – what will staff have
immediate access to or need? How can we share access to resources if some
providers have more than others?
a. Walkie
talkies – 1 to each staff
b. Laptops
for staff
c. Wifi
available
11.
File storage at hotels – is it necessary? If so,
where can we safely/securely/confidentially put what we most need?
12.
Monitoring
Expectations
a.
Are we going to have a
curfew and enforce it?
i. 7pm – curfew time
ii. Need to check person is in room
iii. Only allow people to leave with permission? Smoke breaks(once
an hour), fresh air
1.
Designate pool area
for smoking? Discarding cigarettes in pool as a concern.
2.
Rubber Wristband
colors to identify clients based on program
iv. Enforce social distancing and staying in
v. Discharges – violence and abandoning bed
b.
Will clients be
allowed to leave the hotel whenever and for whatever they want?
c.
We have said no
drinking but some of them need to drink.
d.
Enforcing quarantine
protocols
e.
A pair of monitors to
check if there is a problem
f.
Monitors will not
enter physical rooms
g.
Just walking around at
night
h.
4 exits – rotating
staff to check
i.
3 key cards
FUTURE AGENDA ITEMS:
13. Data/HMIS
14. SPI
(Yoshi) to talk to JH tomorrow
15. Tomorrow
Zoom Call noon
Hotel Updates:
a. Agency
Concerns around Staffing
i.
b. Agency Concerns around clients – anyone in
isolation?
c. Other critical concerns or update from
agencies
d. Client specific case conferencing as
necessary for hotel clients.
Contract with Best western to be signed by tomorrow.
120 rooms to be given to us, 66 rooms with 2 queens, 24 rooms with queen and pull out couch, 7 handicap units, 9 single king units.
Amanda to get hotel floor plan.
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