2013 Point in Time Count Training

Point In Time Count Rachael Coen Outreach Coordinator rachaelcoen@wvceh.org PO Box 4697 929 West Main Street Bridgeport, WV 26330 304-842-9522 (office) 304-203-7787(cell) Lindsay Knotts Project Specialist lindsayknotts@wvceh.org PO Box 4697 929 West Main Street Bridgeport, WV 26330 304-842-9522 (office) 304-282-6330 (cell) Amanda Sisson HMIS Data Coordinator and Trainer amandasisson@wvceh.org PO Box 4697 929 West Main Street Bridgeport, WV 26330 304-842-9522 (office) 304-641-8557 (cell) http://www.wvceh.org 1

Point In Time Count Homeless Services 101 Fact Sheet 2

Point In Time Count What is the PIT? A count of all sheltered and unsheltered homeless people in the United States. The unsheltered count is mandated bi-annually by the Department of Housing and Urban Development (HUD). The sheltered count is mandated annually by HUD. WVCEH will pull the sheltered count data from HMIS in 2013. WV conducts the sheltered and unsheltered PIT Count annually. Vital to assessing the level of need for homeless services and “painting a picture” of homelessness in the Balance of State. 3

Point In Time Count What is the HIC? The Housing Inventory Count (HIC) is an annual report to HUD Compiled and submitted by the Continuum of Care (CoC) Includes data about organizations, programs, and bed and unit inventory Provides information about a community’s capacity to house persons who are homeless at a local and national level 4

Point In Time Count PIT and HIC Why? When? Who? Purpose? 5

Point In Time Count – Flow of Information Drug abuse Depression Living in car Male, Veteran Homeless persons completes PIT survey Homeless persons receives services and/or housing HUD CoC funds funnel through the WVCEH and the Balance of State CoC CoC from across the country submit surveys to HUD Surveys received by WVCEH and the Balance of State CoC Surveys are tallied and NUMBERS submitted to HUD which is sent to Congress Congress uses numbers to make funding decisions on homeless service dollars for HUD

Point In Time Count Poll Questions 6

Point In Time Count Challenges Geography Area Rural vs. some urban Not in my back yard Uniformity 7

Point In Time Count West Virginia Balance of State Continuum of Care 8

HANCOCK BROOK OHIO MARSHALL MONONGALIA WETZEL MORGAN MARION MINERAL BERKELEY TYLER PLEASANTS PRESTON TAYLOR HARRISON JEFFERSON HAMPSHIRE WOOD DODDRIDGE GRANT RITCHIE BARBOUR TUCKER HARDY WIRT LEWIS GILMER JACKSON CALHOUN UPSHUR RANDOLPH MASON ROANE BRAXTON PENDLETON PUTNAM WEBSTER CABELL CLAY KANAWHA NICHOLAS POCAHONTAS LINCOLN WAYNE BOONE FAYETTE GREENBRIER LOGAN MINGO RALEIGH WYOMING SUMMERS MONROE MCDOWELL MERCER WV Balance of State Continuum of Care Regions PENNSYLVANIA MARYLAND 2 Mid-Ohio Valley – Region 1 OHIO Mon Valley – Region 2 1 Central WV – Region 3 4 Eastern Panhandle/Potomac Highlands – Region 4 3 Southern WV – Region 5 5 VIRGINIA KENTUCKY

Point In Time Count Defining Homelessness People who are living in emergency shelter, a seasonal shelter or in transitional housing for homeless individuals and families A place not meant for human habitation on night of count, includes: car, park, abandoned building, bus or train station, airport, or camping ground 9

Point In Time Count People NOT included in PIT Count Permanent Supportive Housing participants (including VASH) – we need to know about these beds on the Bed Tally Sheet Temporarily staying with family or friends 10

Point In Time Count Population Data Needed The total number of persons and households for each of three household types: Households with at least one adult and one child Households without children Households with only children 11

Point In Time Count Population Data Age Categories Needed 12

Point In Time Count Subpopulation Data The total number of sheltered and unsheltered in each subpopulation: Chronically homeless individuals Chronically homeless families (total persons in households) All Veterans Female Veterans Severely Mentally Ill Chronic Substance Abuse Persons with HIV/AIDS Victims of Domestic Violence 13

Point In Time Count Chronic Homelessness *HUD defines a disability as a physical, mental, or emotional impairment which is expected to be of long-continued and indefinite duration, substantially impedes an individual’s ability to live independently, and of such a nature that the disability could be improved by more suitable conditions, the disease of acquired immunodeficiency syndrome or any conditions arising from the etiological agency for acquired immunodeficiency syndrome; or a diagnosable substance abuse disorder. 14

Point In Time Count Data Collection Methods Sheltered Unsheltered Street Count/ Public Places Count Outreach Event Service-Based Screening/ Interview Some combination of both methods Emergency Shelter (facility, voucher, HPRP funded Hotel/Motel Vouchers, or victims of natural disaster in program funded hotel/motels) Transitional Housing Programs Supportive Housing Programs Updated HIC HMIS Entry 15

Point In Time Count Example of an “Assumption” when counties do not report data to WVCEH in the PIT No data received from Ritchie County, which has a population of 10,449. Data received from Grant County, which has a higher population (11,937), but did a good count in their rural area. According to the formula below, we assumed 12 total persons in Richie County are homeless on any given night. Population of non-reporting county Variance in Number reported homeless NUMBER TO REPORT IN population in reporting county NON-REPORTING COUNTY Population of similar reporting county Does this seem reliable? Do you want to be provided data that has been derived this way to present to your funders? 16

Point In Time Count Where to find people who are unsheltered? Soup kitchens Truck stops National Forest/ campgrounds All-night diners/ coffee shops Libraries Abandoned buildings and vehicles Rest areas River banks Bridges 17

Point In Time Count Who to involve as volunteers for Unsheltered Count Homeless and Formerly Homeless Local Churches Colleges and Universities Faith based Agencies Local FRN Local DHHR Law Enforcement State Park Officials McKinney-Vento Homeless Education Liaisons 18

Point In Time Count Planning Tips Determine methodology that works for YOUR community Obtain local government support Utilize people who are homeless or formerly homeless (Permanent Supportive Housing participants), college/university groups, law enforcement, homeless education liaisons, etc.) Care packages/ incentives Contingency plan! 19

Point In Time Count Contingency Planning In the event of inclement weather or other unexpected events that might prohibit the PIT Count from occurring on schedule, have a back up plan ready in your region that includes conducting the count in the last 10 days of January, but referencing the night of the 24th! 20

Point In Time Count Forms – Unsheltered and Non-HMIS Sheltered Survey Non-HMIS Bed Tally Sheet Press Release Notice to Law Enforcement Notice to Business Establishments Volunteer Release and Confidentiality Form 21

Point In Time Count Point In Time - Team Job Descriptions PIT Coordinator Communicate with community stakeholders Monitor and coordinate status of action Delegate tasks Participate in WVCEH PIT Training(s) Gathers all regional PIT Surveys and returns to WVCEH Publicity Coordinator Encourage participation of homeless sub-populations Create and release homeless count volunteer recruitment press release Create, reproduce, and distribute homeless count flier, Community Resource Guide, and Self-Report Flier Contact media outlets 22

Point In Time Count Team Job Descriptions Continued.. Volunteer Recruitment Coordinator Work with WVCEH Staff to recruit volunteers (including Colleges, homeless or previously homeless volunteers, participating agencies, and community members) Delegate tasks/coverage areas to volunteers Receive and review volunteer training with the WVCEH/Balance of State CoC Staff. Set training agenda, content, handouts, and location. Ensure that all volunteer training materials are available for date of training. Donation Coordinator Review, discuss, and develop strategy as to what items should be given to homeless during the count (blankets, food, food vouchers, flashlight, water, etc.). Secure donations of items and location to store items prior to the count Donate leftover items to provider agencies after the count. Delegate tasks to all members to ensure participation and buy in of donations for count. Ensure tasks are completed 23

Point In Time Count Team Job Descriptions Continued.. Outreach Leader Act as spokesperson for the team. Carries map and is familiar with the assigned locations. Contact Point-In-Time Count Leader of WVCEH if shelter is needed/wanted. Contact 911 for injuries/incidents. Contact Point-In-Time Count Chair for injuries/incidents. Provide donations to homeless. General Volunteer Search for unsheltered homeless within designated location. Meet with team leader prior to beginning of count to obtain final instructions. Provide donations to homeless. Offer shelter and supportive services to homeless. Be at least 18 years old. 24

Point In Time Count Safety Awareness Groups Pre-designated areas Cell phone, flashlight, whistle Comfortable shoes, rain gear, warm clothing “No means NO” 25

Point In Time Count Provide Incentives, Items, & Services Volunteers Survey participants WVCEH Financial Assistance budget ($300 Max) Would be a grant to the Agency of the PIT Lead in each region Budget request Receipts required Grant Application for PIT Assistance 26

Point In Time Count After the count ALL data collection forms must be returned to the WVCEH office by February 15, 2013. Non-HMIS Shelters will fill out Shelter Tally Form and return with their shelter resident surveys WVCEH will distribute data to communities. WVCEH will produce a Homeless Report for the Balance of State CoC. This report should be available by late spring 2013. 27

Point In Time Count Poll Question 28

Point In Time Count Resources http://www.hudhre.info/documents/2013HICandPITGuidance.pdf http://www.hudhre.info/documents/counting_unsheltered.pdf http://www.hudhre.info/documents/ www.hudhre.info www.wvceh.org 29

Point In Time Count Questions? 30

2013 Point in Time Count Training