How do we best handle requests by an individual’s team that conflict with our available resources? How do we communicate our decisions about these requests? How do we educate others about the budget constraints we face? The requests may not seem unusual to family members, but due to staffing and resources, it may be difficult honor all requests. Examples of some requests might include transporting to/from work; transporting to day long events which require staff; visiting family homes that are not accessible; staffing vacations or overnight activities; weekly appointments; etc. These are just some examples that again, may not seem out of the ordinary, but still may tax our available resources. The Family Council discussed some creative methods for addressing the following issues, and following each suggestion the person(s) responsible is identified:

How should Phoenix handle multiple requests from family members? What if the requests exceed our available resources? “Who gets to go?”

• We need to ask families for support before we say No. Can they meet us at the destination to be of assistance? Managers


• Look at the type of activity. Does the individual really want to go? Is the type of activity one that is compatible with interest and disability? Managers


• Obtain consents between family members so that one family can learn about and assist another individual on an activity. Managers


• Use volunteers at the destination. Ex. At church, are there parishioners who would meet the individual there and assist as needed? Managers


• We need to inform others of what is working at other sites. Write an article in the flyer? Sherry Gray


• We need a method for communicating the need for help, such as a website link. Post a “how can you help” area. (See next bullet)


• Group website, where families, staff, etc. can post the need—this would go to all who have signed up in the group. Could solicit help or offer help for activities, etc. Can be done through Yahoo Groups. Jody Docken

Transportation—How can Phoenix find transportation resources for activities, etc.

• Use family members, either trained as drivers, or to accompany on the activity, which may reduce the need for staff. Jody Docken


• Coordinate with other agencies—partner with similar agencies who might be doing the same type of activity, and might be struggling for the resources. Sherry Gray


• Discuss at the ARRM level (Association of Residential Resources of Minnesota, the trade association we belong to) to see if coordination/resources could be explored. Darlene Scott


• Contact Churches for accessible transportation and volunteers. Council of Churches might be a good resource. Sherry Gray


• Explore setting up contracts with transportation companies—would they consider a discount rate for non medical rides, as an alternative for families when the Phoenix van is not/would not be available? Mary Thirsten


• Partner with day programs-they have vans not used evening and weekends. Mary Thirsten


• Explore Met Council transportation grants—what are their guidelines for grant recipients in terms of partnering with other agencies, as one of the terms of the grant? Mary Thirsten

Staff Resources-how can Phoenix creatively staff activities?

• Look at the length of activity, location, and frequency when determining if we can staff it or not. Managers


• Utilize family members to assist at the activity. Darlene Scott


• Offer “staff for hire” to families. Discuss with HR, would staff want to hire themselves to families. Put an article in the weekly newsletter. Darlene Scott


• Develop guidelines for mileage so that families can pay for gas for activities over and above the norm. Darlene Scott


• Educate families about what some sites are doing, what works, etc. “Did you know” section in the SemiAnnual Phoenix Flyer. Sherry Gray


• Mentoring for employees regarding recreational activities. Some staff don’t know how to interact or facilitate activities while on outings. Managers


• Families should be and will be reporting problems they see during visits with their family members. Families should report problems to the manager of the site, and cc administrative staff if they want.

Other issues discussed:

• Phoenix will communicate to staff that we are encouraging family members to report to managers and administrative staff any concerns they may see/have during their visits. Darlene Scott


• Family members sometimes arrive for visits to find staff watching TV, not engaging individuals, or out smoking with no staff inside. Also finding doors locked. Clarified doors OK to be locked during night hours. Managers


• Staff report that they are nervous driving the van—unfamiliar with the roads, large vehicle, may be a new driver themselves, etc. So while they may not want to take individuals to activities or appointments, it may be a true fear of driving. Need to add something to van training and once at the house—more practical time, mapping out easy routes, getting comfortable with the van, etc. Pat Callinan/Staff Development