Sponsored by: Substance Abuse and Mental Health Services Administration

1. SOARLearning Communities: Steering Committees and Effective Meetings SSI/SSDI Outreach, Access, and RecoverySAMHSA SOAR Technical Assistance Center Sponsored by: Substance Abuse and Mental Health Services Administration U.S. Department of Health and Human Services March 18, 2014

2. Welcome • Kristin Lupfer, LMSW • Project Director • SAMHSA SOAR Technical Assistance Center • Policy Research Associates, Inc.

3. Logistics • Recording • Downloading materials • Poll questions • Chat questions • Live Q&A

4. Learning Community Call Agenda • New Opportunities • Creating Local Steering Committees • Creating Effective Meetings • Questions & Answers

5. Poll Question #1

6. Goals, Objectives & Strategies • Overarching goals: • Expedite and increase the number of successful SSI/SSDI applications for eligible applicants • Develop leaders to support SOAR in their state or communities • Objectives: • Ensure standardization by utilizing online SOAR curriculum • Build and sustain state and local infrastructure for SOAR implementation • Strategies: • Collaboration, coordination and communication

7. New Opportunities • The SOAR online course trains individuals in the core elements of completing SSI/SSDI applications using the SOAR model and includes the completion of a sample SOAR application packet • New opportunities to states and communities: • Standardization of Curriculum • Expansion of SOAR to New Audiences • New Focus for State Team Leads • SOAR Leadership Academy and SOAR Community Leaders

8. Leadership Academy • Development and on-going support of SOAR Community Leaders through training and mentorship at the SOAR Leadership Academy • Day 1: Community building, funding and sustaining SOAR implementation • Day 2: Staff model a one-day refresher training and discuss application quality assurance • Day 3: Building and using your SOAR Toolbox for action planning

9. Expectations of SOAR Local Leads • Coordinate SOAR Steering Committee meetings • Collaborate with community providers, SSA and DDS to plan, implement and support SOAR locally • Facilitate meetings with persons assisting with applications • Conduct SOAR fundamental and state-specific trainings • Review quality of applications and provide feedback • Monitor outcomes of applications • Work closely with the SOAR State Lead

10. Creating & Leading A State or Local Steering Committee

11. YOUR SOAR Steering Committee GuidesSOAR within YOUR state or community

12. Poll Question #2

13. SOAR Needs State & Local Steering Committees • State Steering Committee • Ensures SOAR is implemented similarly across the state • Supports local SOAR leadership • Resolves challenges experienced by localities • Local Steering Committee • Works closely with the Continuum of Care (CoC) • Communicates with and supports local benefits specialists • Resolves local challenges or brings them to the state steering group • Both • Meet regularly • Collaborate with SSA & DDS • Discuss and resolve challenges that arise • Monitor quality of applications and track outcomes • Identify areas for SOAR expansion • Explore strategies for ongoing funding and sustainability

14. Who Should Be At the Table?

15. Who Should Be At the Table? SOAR Steering Committee

16. Successful Steering Committees • Led by someone who keeps the group on task and moving forward • Provide members an opportunity to share experiences, information and resources • Promote a workable plan to address barriers • Monitor quality of applications submitted • Track outcomes of applications • Explore ways to successfully sustain and expand SOAR • Use the SOAR Steering Committee Tools Packet

17. How To Use A Steering Committee • Discuss action items • Discuss challenges and address barriers • Invite open discussion among stakeholders and SOAR case managers • Celebrate successes • Create sub-committees • Quality review • Invite guest speakers (SSA, DDS, SOAR TA Center) • Follow-up with meeting minutes and next steps

18. Steering Committee Agenda • Welcome & Introductions • SOAR updates (outcomes, online course enrollment, refresher trainings, etc.) • Review Action Plan • Update the status of action items and determine which should be prioritized • Action Steps • Examples: • Status of online course implementation: Follow-up on progress of enrollees • Pilot Sites: Check on quality review process with Agency ABC • Collaboration: Contact County Mental Health re evaluations • Funding and sustainability: Follow up with Blue Cross re grant application • Thoughts/Concerns/Open Discussion • Agenda item(s) requests for the next meeting • Set next meeting date, time and location

19. Successful Model: Local CoC • Kern County (California) Homeless Collaborative is the CoC • Invited CoC members and others to SOAR planning forum • Followed-up with calls explaining the requested level of commitment; prepared packets for each Executive Director • Meets monthly • Include guest speakers (DDS, SSA, SOAR TA Center) • Review pieces of the curriculum • Share successes and addresses barriers • Co-chair sends reminders and takes minutes

20. Successful Model: State • Michigan SOAR Planning Group formed in 2006 • Co-led by state mental health (PATH) and housing (CoCs) agencies • SOAR applications required in PATH contracts; encouraged for other CoC agencies • Meets monthly (in-person or by phone) • Holds annual SOAR conference • SOAR featured at annual state homeless summit • Reviews application outcomes with data provided by DDS

21. Steering Committee Tools • Roles and responsibilities • Team composition matrix • Sample invitation • Sample agenda • Action planning guidelines • Memo to program directors • Multi-agency release

22. Making SOAR Happen: Creating Effective Meetings

23. Poll Question #3

24. Activity: Bad Meetings, Good Meetings

25. Creating Effective Meetings – Before • Identify the meeting purpose and the desired outcome (By the end of this meeting, I want the group to…) • When setting agenda items, identify the action to be taken and assign an appropriate leader with a time limit • Make the arrangement of the room as informal as possible in order to facilitate communication

26. Creating Effective Meetings – During • Start on time and keep the group on track during the meeting • Set or review ground rules, as appropriate • Review past minutes and assigned tasks • Record key decisions and action items • Encourage everyone’s participation

27. Creating Effective Meetings - Ending • Clarify next steps. Confirm action items, person responsible, and due dates • Set the next meeting • Evaluate the meeting process (what went well, what to do differently) • Thank the group and end on time

28. Creating Effective Meetings – Follow Up • Send out meeting minutes soon afterwards, including action items and responsibilities • Check in with those responsible for action items to keep the process moving

29. Steering Committee Worksheet • Planning tool • Logistics • Agenda

30. Questions & answers

31. Visit the SOAR Website Often! http://soarworks.prainc.com

32. Connect With Us SAMHSA SOAR Technical Assistance Center soar@prainc.com www.facebook.com/soarworks @SOARWorks