March 21, 2023

Agency Admin Meeting

Mar 21^st, 2023

Via Zoom

Attendees:   Brianna Vincent, Cammie Freitag, Carly Walker, Danielle Bautista, James Ewell, Kirstin London, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Tracey Bishop, Teresa Roark, Craig Watson, Robyn Matsumoto, Amy Wilson, Chris Pickering, Katy Alvarado, Nj Sevitz, Samantha Adams, Tami Kinman, Duke Declue, Mike Fleck, Melinda Poor,  Micole Olivas-Leyva, Misty Sorte, Norm Ingebretson, Rene Speer, Rebecca Murphy, Jenae Steele, Lisa Moosbrugger, Morgan Boozer, Mirtha Strugo, Steve Yamamouri, Carl Kern, Jessica Shafer, Leonie Daniels, Scott Eastburn, Susanne Fendler, Kevin Furber, Jeff Albanese, Blake Burrell, Kayla Pollard, Alicia Clarkson, Sonya Spencer, Alyssa Hoekman, Crisitna Fregoso, Elizabeth Carr, Lacey Haight, Zach Goodenough, Ray Pelzer, Britteny Schweitzer

• New Agency
  1. Reveille Foundation: 501c non-profit serving focusing on veterans, military spouses, and indigenous folx – currently available for open card folx
     • Contact: Steve Yamamori 
       1. Phone: 602-369-3531 
       2. Email: steve@reveillefoundation.org 
       3. Website: www.reveillefoundation.org 
  2. FITT Team: Lane County team working with frequent users of the jail system with persistent behavioral health system.  
     • Contact: Craig Watson: lchsbhfitt@lanecountyor.gov 
• New team members
  1. Mary Adams – Training Management Analyst (Lane County HMIS)
• Program updates
  1. James Ewell -  james.ewell@lanecountyor.gov 
     • New Coordinated Entry Webpage: https://www.lanecounty.org/cms/one.aspx?pageId=19133214 
       1. This is a work in progress and there are plans to continue adding resources to this webpage
     • Goal: Try to engage folx before they need an FDA to get into housing – prioritizing Diversion (homelessness prevention)
     • Diversion: 39 households already served 
     • Family Provider Coordinated Entry Stakeholder Committee seat is open.  If interested, please email James. 
  2. Danielle Bautista  – Chronic homeless verification and documentation training will be held in April 27^th at 1:00.  Invite has been sent to CoC providers.  Meeting link will be posted in the minutes.
     • Chronic Homelessness Training: https://us06web.zoom.us/j/82191620426?pwd=anRkaHdZZURLaVlUTnhJTG9Dc3BkQT09
  3. HUD CoC Evaluation  is coming up. Start to prepare by cleaning up data for CY2022 for HUD CoC Projects now.
     • Evaluation Period: 1/1/22 – 12/31/22
     • March 20th : Intent to Renew and Evaluation Released
     • March 24th: Training/Overview of Evaluation (Friday at 1pm PST)
     • April 17th : Evaluation Due (by 5pm PST)
     • May 5th : Initial scores tentatively released
     • May 16th: Appeals tentatively due
     • May 26th : Final scores tentatively released
     • Do you have questions about this?   Please reach out to: 
       1. Brianna Rogers: Brianna.rogers@lanecountyor.gov 
       2. Danielle Bautista: Danielle.bautista@lanecountyor.gov 
  4. HUD Data Standards -  HUD says the manual will be posted around May 1^st.  May be able to talk about some of the changes at the next meeting in June 
• Wellksy License
  1. Login right away when receiving the log in info
  2. Must log in every 30 days
     • Someone in your agency lose their license?  They’ll need to complete a User agreement (if it’s been more than 90 days since their last login, they will need to re-do their initial training)
  3. Preferred name
     • Melissa will set up user accounts based upon the New User agreement information.  Please complete the New User paperwork with preferred name and not legal name.  
     • If there is a current user name that is incorrect, please have the agency admin email hsdhelpdesk@lanecountyor.gov to update any usernames 
• Adding Emergency Contact
  1. There has been a request to add Emergency Contact field to the system.  The best spot for this would be in the Client Contact information
     • Name, Number, Relationship ? 
• Sharing policy
  1. Sharing with other providers in the community: 
     • You can share: You can reach out to anyone in another agency that has HMIS access (You can be at SVPD and call a provider at CCS to discuss client needs)
     • You cannot share: Information to outside agencies that don’t have a license. 
       1. Information can be shared about your agency/program if an ROI is signed. 
  2. Law enforcement: 
     • Agency-wide: It is up to your agency whether or not you share information with law enforcement.  Your agency can choose if / what information about your project they want to share.  
       1. Note: You cannot share any information from the HMIS that is not from your agency
          1. Example: If you work at SVDP and have a policy to share information with law enforcement, you cannot share information from another agency (ex. CCS).  You can share SVDP information. 
  3. Case Plans / Goals:  
     • Client notes, service transaction notes should be limited detail notes
     • Detailed notes can be put in Case Plans/Goals and this information is only viewable by your agency. 
• Follow up reports – Carly 
  1. Required: If you house/shelter people (ES, TH, RRH, PSH, & HP) and you exit them to a positive destination – you are required to follow-up 6 months and 12 months later.   You can find information on how to enter follow-ups in the HMIS here: https://lchsdhelpdesk.freshdesk.com/support/solutions/articles/70000492691-follow-up-assessments-6-and-12-month-reviews- 
  2. Follow-Up Report Location: Business Objects: Lane Count Live Folder (default) – EntryExits – Move-In Dates – Interims and Follow-Ups – Follow-Ups (6 and 12 months) with Outcomes
     • Note: Underneath the report in Business Objects there is a PDF with instructions on how to use the report.  
• Inventory update 
  1. How we are documenting Housing Inventory. Doing this once a year around the PIT count 
  2. If you agency has significant changes during the year please send that update to the helpdesk 
  3. How inventory is tracked -  Beds = People  Units = Households 
     • Emergency Shelter/Alternative Shelter 
       1. Inventory is total number of beds/units  
     • CoC PSH/RRH projects
       1. Inventory is the number in your contract/program plan for bed/units
     • Non CoC PSH Vouchers
       1. Inventory is number of clients/HH enrolled
     • Non Coc PSH facility
       1. Inventory is total number of bed/units 
     • Non CoC RRH Vouchers
       1. Inventory is number of clients/HH housed 
     • Transitional Housing
       1. Inventory is total number of beds/units 

PSH VOUCHERS – Enrolled bed/unit for Singles and Families

Who is Enrolled  7a = Beds   8a = Units

RRH VOUCHERS – Housed bed/unit for singles and families  

Who is Housed 7a =Beds 8a =Units

• 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 May
  3. Doodle poll will be sent soon
  4. Will be doing some kind of in person gathering this summer