September 18, 2025

Agency Admin Meeting

September 18, 2025

Zoom

2:00 – 3:30

Attendees:   Amy Wilson, Aundrea Braniff, Brianna Rogers, Bri Tooley, Carly Walker, Kirstin London, Mary Adams, Melinda Zugelder, Paige Schoenborn, Sara Wasserman, Andrew McKay, Katy Alvarado, Leticia Simmons, Nicole Wilbur, Tami Kinman, Michael Kinnison, Michelle Garcia, Mellinda Poor, Meg Watson, Kayla Pollard, Norm Ingebretson, Rebecca Murphy, Lisa Moosbrugger, Sandy McIntosh, Mirtha Stugo, Christina Fregoso, Kai Batalona, Leonie Daniels, Kayla Luquez, Richard Hatfield, Jeremy Carlson, Alicia Clarkson, Katje Morgan, Sam Gutierrez, Lindsay Weiss, Cindy Gentry, Melissa House 

• Updates
  1. Agencies that are no longer in HMIS
     • Food for LC/Dining Room
     • Plaza De Nuestra Comunidad
     • ARC of Lane County
     • Springfield/Eugene Tenant Association
  2. Reporting focus group participants -Sara
     • Meeting is In-Person or Virtual (Hybrid) – You Choose!
     • Email HSDHelpdesk@lanecountyor.gov if you’re interested.
  3. Brianna update (Brianna.rogers@lanecountyor.gov) 
     • We’ll update the Federal Poverty Limit on 10/1/25
     • Prevention providers need to check for duplicate HP enrollments or any other enrollments that may make them ineligible or need to pause for more info (RRH, PSH, Shelter).
     • OREDAP can only enroll and serve HHs once per FY
• State funding
  1. Still sorting through the state allocations.  Project Funding sources for State funds have not been updated FY26 
  2. Melissa has not yet updated funding sources in the HMIS for 2026 yet – check with Melissa about questions
• 2026 Data Standards 
  1. These changes are expected to happen October 1st.  Email will go out to all users regarding the change
  2. Sex 
     • New Sex question will be added to the Provider Profile.  Values are:
       • Male 
       • Female
       • Client doesn’t know
       • Client prefers not to answer
       • Data not collected
     • Sex question is only required for these funders:
       • CoC
       • YHDP
       • ESG
       • RHY
       • PATH
       • VASH
       • SSVF
       • GPD
     • If it required for your project, check with your funder for guidance on how to collect. 
     • If your project isn’t funding by any of those funders just skip the question, no need to put anything in that field 
  3. Gender 
     • Locally we will continue to collect for all projects/assessments
  4. Gender/Race
     • will now be only collected/seen on the Provider Profile.  It will no longer be in the assessment. 
  5. Sexual Orientation and Translation Assistance 
     • Being removed from all assessments that collected it (RHY, PATH, YHDP, CoC)
  6. SSVF 
     • New field being added “Start date of Financial Assistance” and “Mental Health Consultation Status” and some picklist changes. 
• Data Sharing 
  • What gets reported to HUD
    • HUD only receives aggregate reports – excerpt examples below
      • PIT Count
      • HUD-funding projects Annual Performance Report
    • HUD cannot access the LC HMIS. HMIS lead uploads aggregate reporting which does not contain identifiable information 
      
  • What gets reported to OHCS
    • OHCS receives monthly, row -level data only for OHCS-funded programs. LC HMIS exports and shares this information (example below). All OHCS-funded projects have clients sign a Release of Information for this sharing
      • In nearly all cases, names are not included.  Data is shared securely
      • Some of this information is identifiable because it could be linked with other datasets.  Unaware of any currently linking projects
      • Unaware of any requests for identifiable information from federal government to OHCS. OHA is contesting a federal data request right now
      • OHCS receives annual aggregate data for statewide estimates. LC HMIS provides those to PSU/OHCS
      • Some federal programs (VA RHY) require row-level reporting.  This is always uploaded into a federal repository by the agency receiving the grant, not Lane County 
  • Lane County HMIS Privacy Documents
    • Privacy Script – data sharing and visibility in basic terms
    • Privacy Notice – more detailed information and client rights, easier to understand explanation of some of the 2004 Standards
  • Lane County HMIS Policies & Procedures
    • Specific information about how records are secured (ex: client visibility) and sharing
    • Outlines responsibilities of Lane County and participating agencies in keeping information secure
    • “HMIS Participating Agencies may publish and report using HMIS data collected and entered by their agency. HMIS Participating Agencies may not use data collected and entered into HMIS by other HMIS Participating Agencies without a written agreement between the Agencies”
  • Federal government has not requested any identifiable data from Lane County HMIS. Any request would go through County Counsel
  • If you are receiving data request from outside your agency, Please send those to the HMIS team
    
• Next Meeting 
  • November Meeting will be in person
  • If you would like to add anything to a future meeting agenda, please email Melissa