January 24, 2023

Agency Admin Meeting

Jan 24^th, 2023

Via Zoom

Attendees:   Amanda Borta, Brianna Rogers, Cammie Freitag, Carly Walker, James Ewell, Kirstin London, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Tracey Bishop, Robyn Matsumoto, Amy Wilson, Chris Pickering, Nj Sevitz, Samantha Adams, Tami Kinman, Ana Contrerras, Duke Declue, Mellinda Poor, Micole Olivas-Leyna, Misty Sorte, Howard Fuller, Rene Speer, Rebecca Murphy, Jenae Steele, Lisa Moosbrugger, Maleigha Myers, Morgan Boozer, Prince Booker, Brieanna Downes, Mirtha Strugo, Steve Yamamouri, Carl Kern, Cyrus Daniel, Jessica Shafer, Leonie Daniels, Susan Fendler, Kevin Furber, Joy Wilcox, Jeff Albanese, Blake Burrell, Kayla Pollard, Alicia Clarkson, Kevin Douglas, Alyssa Hoekman, Cameron Sigler, Christina Fregoso, Elizabeth Carr, Lacey Haight, Stephanie Gell, Daphne Weller, Marcia Ledbetter 

• Agency Updates?  
  1. Catholic Community Services: New executive director  Lorrie Perreault– since November
• New Staff  
  1. Reporting Management Analyst – Sara Wasserman
     • Still send all reporting questions to the helpdesk 
  2. YHDP DQ Admin Analyst – Paige Schoenborn
  3. Training Management Analyst – Reposted 01/09
• PIT count (Point in Time)
  1. Methodology: Every other year we need to do a census of all individuals in the county that are literally homeless one night per year.   Lane County does the PIT count every year
     • This year, we are able to use the HMIS database for our PIT count – so we are able to count all those names, as well as outreach workers doing surveys to try and catch anyone who’s not in the HMIS system.  
     • Date: Thursday / Friday (1/26-1/27)
  2. Make sure service transactions have been completed and Living situations are updated and correct 
  3. HIC inventory updates. Has anything changed since Oct? 
     • HIC: Housing Inventory Count (happening at the same time as the PIT Count
     • For all housing projects we let HUD know exactly how many units/beds are available for each project and which populations they’re dedicated to.  
     • Collected on your initial Project Set-Up Form sent to Melissa
     • Look out for an email from Melissa to confirm your housing inventory – please respond to this email in a timely manner.
     • If your inventory changes throughout the year, please send that information to the helpdesk as soon as possible so we can report this back to HUD.  Email: HSDHelpdesk@lanecountyor.gov  
• LSA report
  1. HUD approved upload and HUD will likely report some of our data to Congress
  2. The process started in October, and finished on the deadline of January 11 – great job and thank you to everyone involved!
  3. Join next month for more visual aids and information regarding this
• Caper Updates 
  1. Q4a has a Total Active Clients and Total Active Household count.  You can see this totals if running for multiple projects (groups)

1. Look out for an email from Melinda Zugelder (LC HMIS) if you have a large number of clients served in street outreach.   
2. Ideally, your count of “Clients for DQ” and “Count of Clients” will be the same.  
   1. The missing factor is the “date of engagement” – this is what qualifies a client for DQ purposes.  

• New Report (SAP Business Objects): Open Street Outreach EEs v2
  1. This report helps providers find folx who need to be exited from the street outreach programs.  
     • Great column with “Days since last contact” – thanks, Sara! 
  2. Note: SAP Business Objects replaced ART reports
  3. Do you have an idea for a new report?   Send it to the helpdesk!  
• Adding a new question to HMIS
  1. Where are people from?
     • So many of us get this question all the time – “Where are all these unhoused people coming from?”  
     • Goal: To get more data and information to share with the community when we receive this question. 
       1. As an example, we could use the data to say, XX% of people became unhoused in Lane County – there are not busloads of people being brought into the county from out of state.  
     • Proposal: We add a question to the assessment that says something like (2 choices)
       1. Where were you living when you first lost your housing? 
       2. Where were you living when you became homeless? 
       3. Carly is looking for feedback / ideas 
     • Agency Admin Ideas
       1. Cyrus (ShelterCare): Can we make this more specific? What are the possible choices? (Carly showed that there could be a drop down box for cities in Lane County, other OR locations, and outside Oregon)
       2. Joy (Sponsors): we need to consider the perspective of folx coming from institutional settings (ex. Prison) to make sure it resonates correctly
          1. Ex. Could the question be something like “Where was your last stable, permanent housing situation?”
       3. Chris (CCS): Why add this question? 
          1. Carly continuously gets asked “Where are all these people coming from” as the numbers of unhoused folx raises in Lane County.   She continuously has to say, “I don’t know.”
          2. IDEA: Keep the options short, and just offer: Lane County, Oregon, and outside of Oregon
             • So important to keep in mind – this is a systemic problem, not an individual’s problem.  
          3. Idea: Where in Lane County, Oregon, or outside Oregon were you last permanently housed? 
       4. Carly (HMIS): It could be helpful to have more specific information about rural areas to help their data and navigation.  
• HUD’s Proposed Changes: 
  1. Carly took all feedback to send to HUD on 12/31/22.   They reported that they’re reading through it, and we will likely hear in late Spring / early Summer. 
  2. The proposed changes will take place on 10/1/2023.  
  3. We will have an Agency Admin to go through all of these before October 1.  

• Next Meeting 
  1. If you would like to add discussions or agency updates or processes to a future meeting please email Melissa.  
  2. Next meeting in March
  3. Doodle poll will be sent soon