May 24, 2023

Modified on Tue, 30 May, 2023 at 1:38 PM

Agency Admin Meeting

May 24^th, 2023

Via Zoom

Attendees: Carly Walker, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Brianna Rogers, Alicia Clarkson, Alyssa Hoekman, Amy Wilson, Arwen Maas-deSpain, Amanda Wirkkula, Blake Burrell, Brianna Rogers, Brieanna Downes, Britteny Schweitzer, Carl Kern, Chris Pickering, Cristina Fregoso, Daphne Weller, Duke DeClue, Elizabeth Carr, Hayli Thomas, Jeffrey Albanese, Katy Alvarado, Kayla Pollard, Kevin Douglas, Kevin Furber, Lacey Haight, Leonie Daniels, Marie Hickman, Melvin Niles, Micole Olivas-Levya, Mirtha Strugo, Morgan Boozer, Nick Sifuentez, NJ Sevitz-Poarch, Noel Lamour, Rae VanZandt, Ray Pelzer, Rebecca Murphy, Rene’ Speer, Robyn Matsumoto, Samantha Adams, Sandi McIntosh, Scott Eastburn, Steve Tynan, Susanne Fendler, Tami Kinman, Teresa Roark, Tracy Bishop, Misty Sorte

Agency News/Updates
1. CCS: Chris Pickering’s last day with CCS is going to be May 31^st –
  - June 1: Starting with DevNW as the Contracts Manager
2. SSVF: Zach Goodenough retired on May 1
  - Steve Tynan and Melvin Niles taking over in his absence
3. Dovetail: Theresa Roark is transitioning to a Public Health position within Lane County
  - Megan Walker – interim Dovetail program supervisor
DQ Tips
1. Service Transactions
  - Do not enter $ amounts in Service Cost
  - Add funding sources to High dollar and certain service transactions
  - Always enter service transactions from the HOH client record
  - Make sure to include all person who are in your entry
2. Services Guides on Freshdesk
New Question - Adding 07/01 Email will be sent out to all users
1. If literally homeless, what city were you living in when you lost your housing
What questions MUST be updated
1. Relationship to Head of household
2. Prior living situation
3. New question: If literally homeless, What city were you living in when you lost your housing?
  - Clarification: Answer this question with where the client most recently lost their housing
  - Possible addition: “Never been stably housed” (Cristina Fregoso)
Client Consent to Data Sharing form
1. Stopped using this form in 10/01/2019 – if you have it, please discontinue use!
2. Now reading privacy script that gets documented on the ROI tab: Helpdesk Link
  - You can also print the ROI form from the ROI tab for clients to sign (optional)
HUD Data Standards
1. Client Refused will now be Client Prefers not to Answer
2. Race and Ethnicity will be combined
  - Added Middle Eastern and North African
  - Added an Addition Race and Ethnicity detail text box
3. Gender
  - Female/Male changed to Woman/Man
  - Transgender will not get its own question is will stay withing the Gender responses
  - Added responses
    1. Culturally Specific Identity
    2. Non Binary
    3. Different Identity
      1. If different identity there is a text box
4. Retired Elements
  - CoC – WellBeing questions
  - VA – Last permanent address
5. CoC PSH
  - Sexual Orientation added
Sexual Orientation Questions
1. Should this be added to other assessments?
  - If you would like to share your opinion, please email HSDHelpdesk@lanecountyor.gov
AMI & FPL: Go to “System News” in Wellsky to see the updated Area Median Income (AMI) and Federal Poverty Level (FPL). You will see a link that brings you to PDFs in the Lane County website
1. Reminder: CDBG Income limits are still different! If you are a CDBG provider and don’t have the income form please email Brianna Rogers at Brianna.rogers@lanecountyor.gov
New Inventory dashboard
1. How the fraction works: # of clients enrolled in project / your bed unit inventory in your project admin form
2. Is yours wrong? Please email HSDHelpdesk@lanecountyor.gov to tell Melissa
Training changes – Melissa
1. Purchasing an LMS
2. There will be a new process. Starting around July or August.
3. No longer will be doing zoom New User Orientation. Once Agreement is submitted users must complete assigned training before getting a license
Auto Exits – Melissa
1. June 30^th auto exit will be done. Need to do new entries starting July 1^st
2. These projects will be auto exited
  - 1st PLACE - Family Access Center [CDBG] 3250
  - 1st PLACE - First Place Kids [SHAP] 6381
  - CCS - Eugene Community Service Center [CDBG] [CSBG] 3272
  - CCS - Springfield Community Service Center [CDBG] [CSBG] 3269
  - CCS - G Street OASIS [CDBG] 5233
  - CCS - Thurston Food Pantry 7129
  - CLA - Access to Services 3616
  - COMMSH - Food Pantry [CSBG]3240
  - COMMSH - So Lane Community Service Ctr [CSBG] 3237
  - FLC - The Dining Room 3263
  - RN – In-Home Outreach for Parents [CDBG] 4660
  - LG - New Roads Day Access 3298
  - PB - Preschool Family In-Home Education 3289
  - SOS - West Lane Community Service Center [CSBG] 3245
  - SVDP-L - Eugene Service Station [CDBG] [SHAP] 3251
  - SVDP-L - Social Services 4544
  - UWCDC- Oakridge Food Pantry 3337
  - SVDP Eugene Food Room – Retired exited 12/31/2022
Reports – Sara
1. How to get to Business Objects reports: https://lchsdhelpdesk.freshdesk.com/support/solutions/articles/70000626152-how-to-access-art-businessobjects-
2. Bed Utilization
3. Self-Sufficiency Progress
4. Annuals for Active Clients
5. ROI/Privacy script
  - If blank: all ROIs complete!
  - If you need to go back and edit this – enter the ROI on the date that you read the privacy script
6. PSH/RRH Folder Reports that need to be run monthly

July Agency Admin Meeting
1. July 26: Roaring Rapids Pizza 12-2pm. Pizza and Dessert will be provided
2. If you would like to add discussions or agency updates or processes to a future meeting, please email Melissa.