This document discusses effective SOAR steering committees and meetings. It recommends that steering committees include representatives from agencies that serve people with mental illness, substance use disorders, homelessness, and disabilities. The committees guide SOAR implementation, address challenges, and monitor outcomes. Meetings work best when an agenda is set in advance, action items are assigned, and follow up occurs. Sample tools are provided to help with committee roles, composition, agendas, and action planning. Creating effective SOAR leadership through local and state steering committees can help expand SOAR and improve access to disability benefits.

1. Sponsored by:
Substance Abuse and Mental Health Services Administration
U.S. Department of Health and Human Services
March 18, 2014
SOAR Learning
Communities:
Steering Committees and Effective Meetings
SSI/SSDI OUTREACH, ACCESS, AND RECOVERY
SAMHSA SOAR TECHNICAL ASSISTANCE CENTER

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
Guides SOAR
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?
Social Security
Administration
(SSA) Disability
Determination
Services (DDS)
Correctional
Facilities
Veteran’s
Administration
Mental Health
Service
Providers
Social
Service
Providers
Homeless
Service
Providers
Department
of Social
Services
Housing
Agencies
Vocational
Services
Legal
Services
Outreach
Workers
Peer
Advocates
Hospitals/
Health Care
Clinics
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

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