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HomeMy WebLinkAboutFMCoC+LEAB+Position+Paper 1 Establishing a Fresno Madera CoC Lived Experience Advisory Board “Those with lived experiences of homelessness typically have the best understanding of the reality of our work to prevent and end homelessness – both in terms of the problems that exist and the knowledge of the services and interventions that are the most effective solutions. This is why it is so important to meaningfully and intentionally integrate them into the decision -making structure of our work at the system and program level. When we consult the experts, service implementations are made more relevant and responsive.” SNAPS In Focus: Integrating Persons with Lived Experiences of Homelessness into our Efforts to Prevent and End Homelessness, January 15, 2020 HUD Exchange The Continuum of Care (CoC) Program interim rule requires the CoC Board to include at least one person with lived experience of homelessness. But meaningful integration often requires more than that. There is currently no mechanism that the CoC has of engaging people with lived experiences of homelessness in any continuous quality improvement process and it is recommended that the CoC creates and executes a client engagement strategy. Benefits of a Lived Experience Advisory Board Lived Experience Advisory Boards (LEABs) are often used at the community-level to gain feedback from those who are currently or formerly homelessness on the community’s efforts to end homelessness. Agencies serving homeless individuals and families can also benefit from incorporating opportunities to engage people with lived expertise by establishing a LEAB for their agency. The benefits include: • Fostering meaningful partnerships th at demonstrate the expertise and motivation of people with lived experience and engage communities to implement effective solutions to homelessness; • Developing self-determination, leadership skills, and a sense of empowerment among those who have expertise related to their experiences of homelessness; • Obtaining invaluable feedback and input on recommendation s for community efforts to address and end homelessness; • Creating a working partnership between people with lived experiences of homelessness and providers to inform policy development and improve the quality and effectiveness of services provided; • Dispelling dangerous and counterproductive myths regarding homelessness. 2 Best Practices for Forming a Lived Experience Advisory Board • Determine the Goals and Purpose – LEABs can be utilized for a variety of purposes within CoCs, including providing input on client facing policies, procedures and processes; feedback on the Coordinated Entry System and assessment/prioritization process; and participation in and input on grievance procedures , review and rank processes, and advocacy for people experiencing homelessness within the community. LEABs often act in an advisory role, working in partnership with the CoC leadership, and LEAB members often sit on CoC committees, including those that make decisions about funding and system-wide policies. • Get Buy-in from Board Members – For the LEAB to have a meaningful impact on the CoC’s programs and policy, support from leadership is needed. In addition to recognizing the value of developing and maintaining a LEAB, members of the CoC Board should regularly attend LEAB meetings and report back to the board. It is advised that the Board continue to include multiple people with lived experiences, both current and former, both to ensure that their voices are heard and have decision -making input, and to avoid “tokenism”. • Provide Staff Support – Organizational support is essential to the effective operation of a LEAB. Agency staff can support the LEAB by providing a place to hold meetings, assisting with organizing meetings, taking minutes, and providing reminders about upcoming meetings. Agency staff can help set agenda items for LEAB input, such as proposed policy changes or implementation of new programs, but should also include opportunities for members to raise issues for discussion. • Ensure the LEAB is Representative – Clients participating in the LEAB should be people currently or formerly experiencing homelessness and be current or former recipients of services in the community. LEAB members should also represent all major jurisdictions within the CoC and all program types (shelter, rapid rehousing, permanent supportive housing, etc.). The LEAB should consider the different preferences, needs, and experiences of different populations. This could include members of families, individuals, people with physical disabilities, and those utilizing mental health or substance abuse services. Other considerations could be age, gender, sexual orientation, or veteran status. The size of a LEAB can depend on the size of the population to be represented. It is recommended to start small and add members, if necessary, to be repr esentative of the population of clients the CoC serves. Odd numbers, potentially seven or nine members, are suggested to prevent ties on issues that may require a vote. • Recruit and Orient New Members – LEAB members can be recruited in a number of ways including nominations from CoC Board or general members, program staff or other 3 program participants. New members will need to be introduced to the purpose and functions of the LEAB and provided guidance. Orientation ma terials should provide an overview of the CoC, its basic structures, and a breakdown of activities, committees, programs, and members. Some organizations may find it difficult to recruit LEAB members. To cultivate a pool of potential members, agencies can develop a “ladder of engagement” for clients to take on an increasingly active role, if desired. For example, clients could move from low - commitment activities such as participating in surveys or focus groups to more active engagement such as LEAB membership. • Formalize the Role of the LEAB and Responsibilities of Members – Once the LEAB has established goals and roles, these should be formalized in writing, including member expectations, such as meeting attendance. Meeting frequency, potentially quarterly or monthly, should be determined as well. The CoC’s Bylaws should be updated to reflect the creation of the LEAB and its associated requirements. • Remove Barriers to Participation - Meetings should, to the extent possible, be held at the same place, day of the week and time each month, that is accessible to homeless participants. In addition, special consideration should be made to accommodate participants with disabilities and language translation should be offered to ensure that participants with limited English proficiency can fully contribute. If meetings are to be held virtually, technical assistance and access to necessary technology and equipment should be supported. Members can also be encouraged to participate by providing financial incentives, such as gift cards , transportation costs, stipends for internet or phone services, or by serving meals and providing childcare during meetings. Key Decision Points and Next Steps • Create an Ad Hoc Committee to determine LEAB formation next steps and decision points, including: Key Questions for LEAB Formation : • MEMBERSHIP: How many members should be on LEAB?; Who is eligible to be on LEAB? (Criteria); Will anyone besides “those with LE” be voting members of LEAB? Term length? How people maintain membership: e.g. attendance; participation; contribution expectations. • SUPPORTS: What kind of support will/can the CoC provide the LEAB? (transportation/phone/internet/computer assistance? Stipends/Gift cards? Site for meetings + snacks post-COVID?) • STRUCTURE: Will LEAB be a Standing Committee of the CoC? Something else? What officers should LEAB have? Terms of office? • RECRUITMENT: How will recruitment work? For initial group, and ongoing to replace outgoing members.; Application form? 4 • GUIDELINES/BY-LAWS (Logistical Decisions): Determine what a quorum consists of/Number of people who must be present to have a meeting?; Establish responsibilities of LEAB members.; Who will be in charge of creating agendas and leading each LEAB meeting? Who tracks information for meetings and attendance? Who takes minutes and where are they stored? Are these public, shared only with partner agency, or private to LEAB members?; Conducting meetings & Decision Making: use Robert’s Rules of Order, or something else? What Homebase Can Do to Assist: Provide Key Resources Convene and facilitate the initial LEAB Ad Hoc Committee meetings Assist in creation of LEAB member application form (whom to email it to at the bottom; Qs and info.; link from FMCoC website) Draft LEAB-specific bylaws (framework with gaps to fill in)