HMIS Meeting Materials March 10, 2025

This is a monthly meeting convened by the Oregon Multi-CoC (OMC) HMIS Governance Committee for the purpose of assisting the administrator (OHCS) in communicating information and developing site protocols for planning and design that impact the OMC HMIS site. Participating Continuums of Care (CoC) include OR-502, OR-503, OR-504, and OR-505.

Meeting Agenda: March 10, 2025 at 10 a.m.

1. Approve minutes from meeting on Feb. 10, 2025. 
2. SPM Update
   
3. HMIS User Deactivations/Inactivity Policy 
1. Discussion Group on 3/7/25 
4. License Update 
5. Announcements/Updates 
1. NHSDC (Spring 2025) – April 28 – 30 (New Orleans, LA)
2. NHSDC HUD Documents Resource Link
3. ROCC Spring Training in April 2025
   

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: April 14 at 10 a.m. Please email OMC Secretary Jade Maharrey with questions: OHCS.HMISHelp@hcs.oregon.gov.

Minutes from previous meeting (Feb. 10) were approved and seconded.

SPM Update

• There have been no updates from HUD regarding SPMs. OHCS asks anyone with information to share it.

HMIS User Deactivations/Inactivity Policy

• A focus group met on 3/7/25. The decided upon polices will be written up by Jade Maharrey and sent out to the focus group for review/approval.
• The policies will be shared at the next Quad Squad meeting (4/14/25) for approval/voting.

License Update

• License purchasing status is at OHCS Procurement level. Amy Bartels stated that around 100 licenses are being purchased (the estimates provided by the CoC HMIS Leads helped to gauge that number as what is needed).

Announcements/Updates

• NHSDC (Spring 2025) – April 28 – 30 (New Orleans, LA) Registration link provided
• NHSDC HUD Documents Resource Link (link provided and added to the OMC Learning Library)
• ROCC Spring Training in April 2025
• 2025 Annual Training Conference: April 3–4, 2025 - registration will be opening up to other CoCs on Friday, March 14.
• Training is for case managers, case workers, & staff – It will cover strategies for maintaining mental well-being and preventing burnout.

Special Topic

• Autumn Rackley asked for group input on trauma-informed way to manage privacy when entering/discussing a service provider’s own coordinated entry assessment and case conferencing
• David Mulig mentioned that OR-505 stepped away from the VI-SPDAT. Autumn said that OR-503 has as well and is now using the Housing Equity Assessment Tool (HEAT). David Mulig will make sure to get a question on the new OR-505 survey that covers that circumstance to gather suggestions.
• No one had input with that type of specific situation. Autumn will let the group know how it goes and if there are learning points to share. Cory Hackstedt mentioned that the HMIS agreement lets them share that kind of information with other providers. Autumn wanted to reiterate that the provider works with many other providers and wants to be mindful when moving forward.

Special Topic

• David Mulig proposed that the group think about sharing information in HMIS across all four Continuums of Care. This line of thought was brought about by the 2/28/25 meeting with ICF (Listening Session - HMIS Gap Assessment).
  
• After some dialogue, it was determined this item will be added to the 4/14/25 agenda for further discussion. Everyone can think of ideas for the conversation.
• Positives & negatives for each CoC to open it up
• How to go about it
• Which projects to include
• How to test it

Next Meeting – April 14, 2025 at 10 a.m.

Please call Amy Bartels, Interim OMC HMIS Administrator,  at 503-689-6966 or email amy.bartels@hcs.oregon.gov.