City of Lawrence, KS

Community Commission on Homelessness

December 18, 2007 Minutes (City Commission Room, City Hall)

MEMBERS PRESENT:	Jeanette Collier, Hubbard Collinsworth, Wes Dalberg, Katherine Dinsdale, Jane Faubion, Loring Henderson, Charlotte Knoche, Shirley Martin-Smith, Mike Monroe, Robert Mosely
MEMBERS ABSENT:	Phil Hemphill
STAFF PRESENT:	Lesley Rigney and Margene Swarts
PUBLIC PRESENT:	Jeanette Parker, Saunny Scott, Lew Hinshaw, Sarah Terwelp, Mary Easterday

Martin-Smith called the meeting to order at 8:30 am.

Approval of the November 13, 2007 Minutes

Dinsdale moved to approve the November 13, 2007 minutes. Knoche seconded the motion, which passed.

Outreach Update

Henderson will speak with the senior center after the holidays.

Dinsdale will speak with First Presbyterian.

Approve Protocol for Giving CCH Support to Agencies Participating in the Housing Vision

Martin-Smith read from the proposal (see attachment 1 following minutes), and stated that it has also been suggested to appoint subcommittees to analyze proposals to assess the alignment with the vision.

Knoche moved to adopt the protocol. Collinsworth seconded the motion, which passed.

Faubion entered the meeting.

Transitional and Permanent Supportive Housing Groups Update

Knoche said the TH group met Wednesday and completed half of the outline. January 2 will be the second and final meeting of the group.

Dinsdale said the PSH group met and are continuing to meet in smaller groups.

Martin-Smith asked that Dinsdale let the group know when the meetings will be taking place. She stated that with regard to the timeline, and the solicitation of proposals for the February meeting, the CCH will need to set aside additional meeting time.

Knoche asked if they are asking for written proposals.

Martin-Smith said she hopes that agencies will come forward and let us know how they can contribute to the housing vision and hopes that message has been spread. Maybe more outreach needs to happen.

Dinsdale said as she is picturing it – the CCH came up with a vision to cover all of the bases. Now, we are going back and saying “here is the vision, which component can you cover?” For instance, Family Promise is claiming one part. Other parts will be, and have been, claimed by others. In the case of PSH, we are saying, “no one in town is doing this – we need some players.” It is more of a puzzle.

Henderson asked why someone who is soliciting funding and participation from outside the city, such as Steve Ozark, would come to the CCH and pitch their program.

Dalberg said not to confuse the purpose of this protocol. It is really for concepts where there can only be one entity doing the work. At this time, it is the ES and the Clearinghouse.

Martin-Smith said for ES, there was adequate public notice, and now the group has invited Henderson to present the ES intention. If someone else wants to propose that, they need to come by February 1.

It was clarified that the new word for the Clearinghouse is “Housing Connection.”

Henderson asked that the CCH decide today whether or not the LCS is approved. If anyone comes forward after this point, they will be a totally new player, and a great amount of scrutiny will be required. If the CCH doesn’t like what they hear today, that is different, but there will not be any surprises.

Collinsworth said it is clear that LCS is the only agency stepping forward. He asked that the group hear from LCS, take some time for reflection and meet later to decide whether or not to give support.

Swarts called attention to the adopted protocol. She said it would be appropriate for the CCH to hear from LCS and decide if they will publicly support the proposal or if they need more information.

Emergency Shelter Presentation – Lawrence Community Shelter

Martin-Smith thanked Henderson for preparing a proposal.

Henderson handed out the proposal and introduced Lou Henshaw, LCS Board Member. Henderson stated the Board has recently broken into three committees to aggressively pursue relocation. They have hired a buyer’s agent and fundraising consultant. If LCS has to move within three years, and the shelter make-up is contingent upon other elements of the plan being in place, they need to plan for different scenarios. The emphasis of what they are going to do is similar to what they do now – with better facilities. LCS can better focus on moving people to housing.

Henshaw thanked the CCH, and said he is speaking on behalf of the programs and services subcommittee. He stated the work of the subcommittee has been guided by the CCH vision statement – they feel there is a strong sense of movement being communicated in the vision, and they have considered how the ES portion of the vision should work. Members of the subcommittee feel blessed to have experienced staff working with them. The proposal provided is a summary of their work thus far. The work will continue to go forward as long as it needs to and until the description is absolutely complete. He read through the proposal (see attachment 3 at end of minutes).

Henshaw said the LCS Board believes that this is very much in-line with the CCH vision. Without the vision, they may have gone off in any number of directions, and he thanked the CCH for providing it. He stated the LCS is committed to fulfilling the ES component of the vision.

Henderson called attention to the section of the proposal that talks about the initial new site, and said that LCS is looking at moving into a part of the building as a tenant and then eventually making the purchase and being able to expand. It may be a phased development.

Martin-Smith said the LCS is trying to move along that timeline and maybe it would help to lay out the phasing to the community. If the plan addresses potential concerns of neighbors, and if there is input on the soft piece of what LCS does, that would help. However, the CCH laid out the minimums – they don’t want to micromanage agencies. She advised LCS to try to bring the public along in this process and to share with them the roots of the shelter and how they are moving into the ES concept of the vision. It is important to acknowledge Henderson’s concern that if the other components are not in place, that impacts ES. The CCH said that ETH should run parallel to any changes in ES.

Henderson said he is really excited about what this LCS board committee has done, and even about what is going on at the shelter now. LCS is much more than just a place to get out of the cold – things are happening and it is exciting. The community should be excited too. Challenges are there, but LCS is not discouraged.

Knoche asked about LCS staffing.

Henderson said there are three full-time staff and eight part-time.

Knoche asked if they see growth in that for a new facility.

Henderson said there are no numbers on that yet. Growth will come in the way of administrative and professional staffing as well as security. There are options for co-locating with other agencies as well.

Martin-Smith said even though the CCH will support LCS, it will behoove them to include that type of information. CCH members have to be careful that we fully understand what is going on.

Henderson said there will be a report submitted to the city, for their SUP, after the first of the year that will include a lot of that information.

Martin-Smith said the CCH wants to make sure they are well-grounded in their support for the shelter.

Knoche suggested LCS address current security provisions/enhancements. People looking at it at the general public and City Commission level are going to want to see it.

Henderson said it was discussed in detail during the SUP process.

Dalberg said being a 24/7 facility, does that mean someone does not ever have to leave? He asked for a day in the life description.

Henderson said this is a point of contention – a shelter aspect vs. a drop-in aspect. They are currently roughing out both. There will be certain population who will be in the shelter – activities will be structured during the daytime. The drop-in aspect - there will be a room for drop-in, where people will have to leave at 4:00 or so. The CCH, city and community will have to deal with this. If there is no drop-in center, downtown merchants are not going to be happy. He has spoken with some faith groups who could run a drop-in center.

Henderson said a typical day could be that a guest gets up from bed, has breakfast, meets with a case manager or they could already have things to do that day. They may need to go to meetings with SRS, the workforce center, look for place to live. There is a day room because there is a lot of down time – if waiting for responses from employers, from social security, etc. There will also be many on-site tasks – bathroom cleaning, other cleaning tasks, reception work, helping with the storage room.

Dinsdale said this perfectly matches what the CCH defined in our vision but it is going to be extremely effected by other components. What is going to happen if other components do not materialize – if we do not get PSH?

Henderson said then the shelter will carry on and continue to meet the needs. The ETH will help the most – even if there are not 100 beds that come available. This is what will take pressure off the shelter.

Dalberg said through ETH and TH, those who are able to move on will be leaving the shelter with smaller numbers. However, it is going to leave LCS with the most difficult part of the homeless population so the service piece will be more in demand. The shelters are already dealing with that population and we know that there is a lack of services. We are no closer to having PSH today than we were in the beginning of this process.

Henderson said there are some women and children at LCS right now and the main dayroom is not a good place for children, so they send them downstairs where there is carpet and some toys. Those people will be better served by Family Promise or other ETH options.

Dinsdale said we have to keep saying to the community that LCS cannot do an excellent job until other components are in place. The other columns have to be filled.

Henderson said he is in support of the push for the development of these other options. It is the best thing for people.

There was some discussion around the difficulty in accessing assistance – social security and other.

Martin-Smith said if that is a valid concern, let’s take it to the CC to ask representatives to take it up at the state level.

Collier said it is bigger than that – there is something going on at the federal level. They are actually considering closing social security offices nation-wide.

Martin-Smith said if there is an issue that we can address at the state level, let’s get it in front of the CC.

Collier asked about the state housing trust fund.

Swarts said there is a new letter being circulated and staff can forward information to the CCH relating to the HTF.

Dinsdale asked if they could also tell us how our substance abuse/mental health funding compares to other states.

Staff can possibly find this.

Collinsworth said his main concern is still HMIS access.

Henderson said HMIS is alive and well. It is still in its learning curve – LCS and SA, the two main homeless providers, use HMIS. Information is entered daily, minimally weekly. They are still learning about getting the reports out. There are some neat things that we can get out of it. MAAC staff has been meeting with agencies to better use the system. The entire state will eventually be on this system and it is good, because we will be able to track an individual who stayed in a shelter in Salina.

Martin-Smith asked if HMIS is going to be an effective tool in Lawrence and Douglas County and, if so, at what point in time?

Dalberg said it is useful now and as agencies become more familiar it will become more useful.

Dinsdale said churches can already call and ask if someone has received help.

Dalberg said yes.

Faubion asked if there are privacy concerns. Is there a concern that it is abused?

Collinsworth stated that his concern with HMIS is security.

Knoche asked if he is worried that staff will use information inappropriately.

Swarts said there are certifications and things signed to deal with this.

Dalberg said volunteers do not have access – social work professionals only. The same people who enter the data already know. No one else has access.

Knoche said HMIS is an administrative tool. We are required to use it if you are receiving McKinney-Vento funds. Describing it as another administrative tool may help to clarify this.

Faubion said because perception is reality, we should include the professionals-only access in the description.

Knoche said it is always a good idea to put this out in the beginning – it puts professionalism on the line.

Henderson moved to extend the meeting 15 minutes. Faubion seconded the motion, which passed.

Martin-Smith asked if there are any more comments. She asked for public input on the LCS proposal.

Jeanette Parker stated that she knows her personal privacy has been violated because of the HMIS system and she is very upset about it. She is a crime victim and it does impact her safety and security – she may have to relocate. Information has been shared in violation of a federal court order. Independence, Inc. found HMIS to not be secure and that is the reason they no longer participate. A federal audit found it to be insecure.

Mary Easterday, LCS, said the shelter can address HMIS statistics. LCS would like to have a CCH member on the board. They will be broadening the board.

Martin-Smith said with regard to stats, we need to talk about how to measure success within the components. It will be important to put those measures out to the public.

Henderson said one of the consistent figures in numbers is that 65-70% of clients are Lawrence-based. He was talking to the Manhattan director who says the same thing – people accuse them of attracting people due to services available. Her response was “who in the world would want to come to Manhattan unless they had a reason to.” The bottom line is that a very small number of people come to town that have no connection, and they usually pass through in a short amount of time.

Martin-Smith said to consider that maybe the city doesn’t want to put the money into helping those who are just passing through.

Henderson said it is part of just being humane – if someone comes through and is homeless, it is humane to give them a place to sleep.

Martin-Smith said she wants to be able to speak confidently about this. Regarding this proposal, her concern is around the drop-in component.

Dinsdale said she agrees – that isn’t included in this proposal. If having a drop-in center is going to take away from ES, maybe it shouldn’t be there.

Henderson said he was speaking with Commissioner Chestnut who thinks the drop-in center is part of the issue. City Mission has a day room and they always will have to have a place for people to come in out of the cold and receive minimal services.

Faubion said she is always amazed what you can find online. She will research the impact of a drop-in center. It is likely that once you offer services, the population seems to increase just because they are now offering services.

Henderson says he is eager to find out what the newest point-in-time will say.

Martin-Smith asked what the group wants to do.

Knoche moved to receive the proposal with commentary and approve the proposal as the ES component of the housing vision. Collier seconded the motion. Martin-Smith commented that she is fine with the proposal and that she has confidence with the people. Anything LCS can add, putting their heart into it, acknowledging the population and how it is going to change, will help the public understand that we grasp the problem. We want to be able to bring the public along.

Collier said to also provide some outcomes such as those collected for United Way.

Dinsdale thanked LCS for their efforts. It needs to be said in writing, in a proposal, that this is what you are working towards but in the meantime you are providing care to people who need care. Otherwise, it looks like business as usual. We need to state to the public, that until other components are in place, this will not look like this. As a commission, we want to constantly be assured that every time we obtain more housing options, the ES is doing everything they can do move people through and out.

Henderson does not want anyone to think the CCH is endorsing the status quo.

Martin-Smith said being the only ES puts an extraordinary amount of pressure on LCS.

The motion passed. Collinsworth dissented, Henderson recused.

HMIS

Regarding HMIS, Collinsworth went to the housing summit – MAAC link was unable to go online to access the system. They couldn’t get through the firewall, so he was personally invited to go to KCMO to see a demo. He saw the demo which was fine and dandy but he is still wondering about the security issue. He needs a guarantee that checks and balances are in place to protect security.

Swarts said this system is in many respects no different from other business systems. We have two at the city – the AS400 – all city employees have user names and passwords that we are not to share. Employees are authorized at appropriate levels. With HMIS, when she signed up there are several documents that she had to sign – it is up to her as a professional with integrity to know not to share this information. Sometimes people do not exercise integrity. All she is authorized to do is access aggregate data.

Collinsworth wants to hear from agencies – he wants to see confidentiality agreements.

Dinsdale feels the CCH doesn’t have the knowledge to address this.

Henderson said the HMIS group was a subcommittee of the Practitioner’s Panel.

Staff will speak with Lynn Amyx about these concerns and ask her to address it.

Martin-Smith asked for approval of the Housing Connection Proposal (see attachment 2 at end of minutes).

Dalberg moved to adopt the proposal. Dinsdale seconded the motion, which passed.

Adjourn

The meeting adjourned at 10:25 am.

Attachment 1:

CCH Work Meeting – November 28, 2007

Present: Katherine Dinsdale, Lesley Rigney, Wes Dalberg, Loring Henderson, Shirley Martin-Smith, Hubbard Collinsworth, Jeanette Collier, Charlotte Knoche, Margene Swarts

Goals

1. Agree on protocol for giving CCH support to partner agencies.
2. Define/ outline TH and PSH components of vision.
3. Discuss the Family Promise Initiative.

Protocol for Giving CCH Support

It was agreed that it is appropriate for agencies to bring their commitments to the CCH in a formal way. Agencies should submit a written proposal describing how they intend to contribute to the vision. They should also plan to attend the February meeting of the CCH to present their proposals to the group.

Loring Henderson, LCS, will prepare a proposal for the upcoming CCH meeting December 11. He will submit a written proposal detailing how LCS intends to contribute to the vision and he will present the proposal at the CCH meeting. The CCH will at that time decide if they have enough information to express public support for LCS of if they need more information.

The timeline for other components of the vision: develop descriptions for TH and PSH in December, do outreach in January, solicit proposals in February, review submissions in March and issue broad update to the City Commission in April.

Define/ Outline TH and PSH

It was agreed that the vision needs the TH and PSH components outlined in a similar way to ES and ETH. Two work groups will be convened to do that and to complete their work in January. Following their report the request for partners will go out in hopes of identifying organizations that want to partner in the housing vision.

Charlotte Knoche will convene the TH group.

Katherine Dinsdale will convene the PSH group.

Discuss the Family Promise Initiative

Generally it was agreed that this initiative is a valuable addition to the vision. It is outside the box and will help get families with children off the streets and into a warm place with nutritious food and support. While this program serves a narrow population it is in keeping with the idea that everyone has something to offer the housing vision and when we are seeking private support we acknowledge that the harder populations will be addressed differently.

Attachment 2:

Clearinghouse Meeting – November 28, 2007

Present: Katherine Dinsdale, Lesley Rigney, Wes Dalberg, Loring Henderson, Shirley Martin-Smith, Hubbard Collinsworth, Saunny Scott, David Johnson, Andy Brown, Diane Ensminger, Barbara Huppee, Jeanette Parker

Key Clearinghouse Responsibilities

4. Create and maintain database to track housing units available and connect individuals with units.
5. Track case managers with individuals in units.
6. Solicit and grow housing inventory for the vision.
7. Offer certain technical assistance for donors of units – leases, contracts, etc.

Protocol for Selecting a Clearinghouse Agency

A written description/ outline will be sent to all agencies who have expressed interest in being the clearinghouse.

Agencies will be asked to submit proposals by February 1, and to present the proposal at the February 12 CCH meeting.

Proposals will be considered by a subcommittee of the CCH and selected for recommendation as part of the housing vision partnership. This will be included in the April update to the City Commission.

Feedback from Interested Agencies

· Bert Nash is interested in partnering, not offering the clearinghouse.

· Referrals have to come from service agencies.

· Some landlords will have unreasonable expectations about what a case manager can do but it can serve as the person for a landlord to call.

· Keep saying that this agency will inventory housing options for homeless – others will want to access.

· There should be common intake.

· Individual cases have to be met creatively.

· Ballard is likely not going to submit a proposal as they had been hoping to partner with Bert Nash.

· The beauty of this is that there are fewer strings attached than with other housing options.

Attachment 3:

EMERGENCY SHELTER -- Lawrence Community Shelter, Inc., (LCS)

Lawrence Community Shelter provides, under case management, four basic programs in addressing the crisis of homelessness and meeting the needs of persons experiencing homelessness or who are at risk of homelessness: housing, jobs, benefits, and intervention.

THREE-PHASE SERVICE DELIVERY PROCESS

Intake. Assessment of immediate/critical needs. (Within 24 hours)

Recovery. Prepare for advanced options by establishing goals, brokering services, and monitoring achievement. (Up to 120 days)

Advancement. Implement movement to advanced housing options by identifying and completing advanced option foundations. (Per Individual Recovery Plan)

GENERAL DESCRIPTION

Census: 1. Current – 31 beds. 2. Initial new site – 50 beds. 3. Developed new site – 75 beds.

Hours: Staff on duty 24/7.

Physical Services:

Beds: Current – mats for sleeping. New site – separate common and semi-private sleeping areas fort men and women; private sleeping areas for 1-2 families.

Meals: Access to 3 meals per day. New site – dining area seating for 50-75.

Toilets: New site – 6 unisex.

Showers: New site – 4 unisex.

Laundry: Current – 1 washer, 1 dryer. New site – 2 washers, 2 dryers.

Storage: Current – locked common storage room. New site – foot lockers for sleeping areas and secure storage bins.

Kitchen: New site – range, oven, refrigerator, microwave, sink, dishwasher, freezer, cabinets, counters.

Inebriates/ill: New site – separate sleeping area; 2 beds.

Programmatic Services:

HMIS access for staff

Access to communication services: phone, mail call, incoming message board.

Access to transportation: bus passes, private transport.

Networking and referral to service providers.

Offices: Current – 2. New site – 5/7, including 1/3 for visiting agencies.

SPECIFIC DESCRIPTIONS

Substance abuse programs: referrals to DCCCA, AA, NA, VALEO, Johnson County ADU, ARC.

Mental health programs: referrals to/collaboration with Bert Nash, LMH Emergency, Osawatomie, Cottonwood.

Health programs: referrals to Visiting Nurse, chiropractor, Independence Inc., LMH, Douglas County Health Dept.

Employment programs: Back-to-Work Project, Joseph Project, Work Force Center, spot day labor.

Social services programs: referrals to VA, Kansas Legal Services, Social Security Administration, SRS.

12/07