November 8, 2023

Modified on Thu, 1 Feb at 12:31 PM

Agency Admin Meeting

Nov 8^th, 2023

In Person at PacificSource Health Plans

Attendees: Aundrea Braniff, Brianna Rogers, Danielle Bautista, James Ewell, Jamie Lusk, Kristen Hutchinson, Maria Cortez, Mary Adams, Paige Schoenborn, Sara Wasserman, Robyn Matsumoto, Trisha Aspiranti, Arwen Maas-Despain, Amy Wilson, Katy Alvarado, Nj Sevitz, Samantha Adams, Glora Acosta, Joseph Washburn, Mike Fleck, Mellinda Poor, Alicia Clarkson, Ami Jerome, Jackson Clark, Keeley Crowson, Julie Hansen, Grace Ouro, Mattias Smith, Rebecca Murphy, Janae Steele, Morgan Boozer, Crystal Morrison, Mirtha Strugo, Leonie Daniels, Amanda Wirkkula, Jeff Albanese, Arelis Romero, Blake Burrell, Kayla Pollard, Kassidy Thompkins, Cristina Fregoso, Lacey Haight, Desirey Cruz, Theresa Bourdeau, Daphne Weller, Lou McDonald

Lane County Updates
1. HMIS
  - APR/CAPERS
    1. Still have 2023 CAPERS/APRS, 2024s will be available in December.
    2. Continue to run these reports.
    3. Race/Ethnicity, Prior living, Current living and Exit destinations numbers may not be correct. Contact the HelpDesk if you have any questions.
  - New Intake forms
    1. English ones are posted on Freshdesk.
    2. Spanish ones coming soon.
    3. Please get rid of any old ones you may have printed out.
  - Learning Management System, WellSky, Business Object reports
    1. HMIS team doesn’t see the system like the users do, so if you are questioning something or seeing something funky please email the HelpDesk so we can look into it.
  - Agency Admin training
    1. Training has been posted on Freshdesk. Highly recommend all Agency Admins to look at it. New Agency Admins will be required to complete it before they get their license into the system.
2. All IN/Community Action – Brianna Rogers
3. Coordinated Entry – James Ewell
  - Monday, 11/13 – New Coordinated Entry Training
  - Email: james.ewell@lanecountyor.gov
4. Shelters – Maria Cortez
  - National Alliance to End Homelessness (NAEH) coming to Eugene to do a two-day, best practices clinic: December 13 / 14.
  - Severe Weather Collaborative: Activations for warming shelters are TBD for now. Opportunities to donate cold weather resources ongoing.
  - Pet funding opportunity: Lane County with GreenHill and Pro-Boneo are working to get additional resources for clients who need pet care.
  - Email: maria.cortez@lanecountyor.gov
5. CoC updates– Amanda Borta
  - APR changes went into effect Oct 1^st
    1. Now reporting
      1. Receipt of program income and expended program income, amount used as match.
      2. Utilization below 90% requires explanation.
      3. Always need to provide explanation for failure to meet performance benchmarks, individuals coming from ineligible locations, other data issues not corrected by time of submission.
    2. System Performance. Reports are compiled on the Federal Fiscal Year which runs October 1^st – September 30^th
      1. Reduction in the Number of First Time Homeless – Risk Factors
      2. Length of Time Homeless – Strategy to Reduce
      3. Exits to Permanent Housing Destinations/Retention of Permanent Housing
      4. Returns to Homelessness – CoC’s Strategy to Reduce Rate
      5. Increasing Employment Cash Income-Strategy
      6. Increasing Non-employment Cash Income
    3. Important Data pieces
      1. Rapid Placement in permanent housing.
        Have you entered a move-in date once the participate is housed?
      2. Exits to permanent housing.
        Have you exited the household at the end of their time in the program? Was it to a permanent destination?
      3. Income increases (from all sources).
        Have you reflected changes to income at an interim (annual) or at time of exit?
      4. Obtaining non-cash benefits
        Have you entered non-cash benefits into WellSky? Updates at interim?
      5. Stability in permanent housing (reduce returns to homelessness) Have you completed 6 and 12 month follow ups?
  - Email: Amanda.borta@lanecountyor.gov
6. Landlord liaison – Nancy McReynolds
  - Landlord Risk Mitigation Fund
  - Email: Nancy.mcreynolds@lanecountyor.gov
7. Training – Kristen Hutchinson
  - CORE and Lane County are collaborating to provide a “Train the Trainer” opportunity for Narcan
  - Email: Kristen.hutchinson@lanecountyor.gov
Agency Spotlight
1. Equitable Social Solutions – Keeley Crowson
  - Upcoming – 75 bed shelter without a time limit (90 day / 3 month case management model)
  - 12-bed Brooklyn Center has just added 3 new medical respite beds
    1. Trying to employ a CNA on site
  - New relationship between ESS and White Bird Dental
  - Opportunities: ESS is excited to offer internships, learning opportunities, and staff positions to those interested in gaining access to the social services field.
  - Keeley Recommendation: Run CAPER reports weekly, check in with HMIS staff regularly, and try to do bi-weekly data audits
2. Catholic Community Services – Amy Wilson, Samantha Adams, & Katy Alvarado
  - New website! https://www.ccslc.org/
    1. Clients can use website to self-refer for rent assistance. FYI – there have been some glitches. If you experience a glitch – please reach out to CCS staff.
  - Cold Weather Shelter: Taking referrals from community partners – must be families with children. Email cold@ccslc.org for more information.
    1. AND! There is a new system to notify clients that this service is activated.
  - Food Room: There are fewer resources than before, and clients are now eligible to receive one food box per week.
  - Upcoming RRH project – once complete, looking to fill spots ASAP
Next meeting
1. January meeting will be zoom
2. March meeting will be in person
  1. If you would like to add anything to a future meeting agenda please email Melissa