Severe Weather Emergency Accommodation Provision (SWEP): Helping Rough Sleepers During Bad Weather - Cambridge City Council Winter 2018-2019
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Severe Weather Emergency Accommodation Provision (SWEP): Helping Rough Sleepers During Bad Weather Cambridge City Council Winter 2018-2019
Introduction
Cambridge City Council and its partner agencies are committed to doing all we can to
protect the health and ensure the wellbeing of rough sleepers during periods of
severe weather.
Our arrangements are designed to make sure that when the weather gets bad there
will be a warm, safe place available at night for anyone who would otherwise have to
sleep out.
This year, 46 beds will be on offer for people who need them, as follows:
26 beds managed by Jimmy’s Cambridge, plus three beds managed by
Riverside Care and Support (The Victoria Project) – under the Severe
Weather Emergency Provision (SWEP) arrangement;
17 beds managed by the Cambridge Churches Homeless Project (CCHP)
This document:
Explains the circumstances that trigger our severe weather emergency
provision (SWEP) arrangements;
Explains how the process will work.
The protocol has been developed to comply with the most recent Homeless Link
guidance. It builds on the experience of winter provision over the past five years
since when this authority and its partners have substantially increased the number
of beds on offer and significantly broadened the range of weather conditions which
will trigger SWEP.
The protocol has been developed in partnership with the following agencies and
organisations:
CGL Street Outreach Service
Jimmy’s Cambridge
The Salvation Army, Cambridge
Cambridge Churches Homeless Project (CCHP)
Riverside Care And Support: The Victoria Project (TVP)
Wintercomfort For The Homeless
Cambridgeshire Constabulary
Cambridge Access Surgery
Cambridge Cyrenians
Cambridge Link-Up
Other members of the Streetlife Working Group
2A. Principles of the Severe Weather Protocol
1. What assistance is provided under the protocol?
In normal circumstances the period during which severe weather provision will
operate is from the beginning of November until the end of March. This does not
mean that provision is made continuously for this period. Instead, if certain weather
conditions occur during these months then the scheme described here will come
into play. When these weather conditions cease then provision is called off.
Under the scheme, anyone who would otherwise have to sleep in the open will be
offered emergency accommodation. The main provider is Jimmy’s Cambridge, who
will manage 26 bedspaces. This year, they will be located across two sites:
The Salvation Army, Mill Road, Cambridge (20 beds reserved for males);
Jimmy’s, East Road, Cambridge (6 beds reserved for females).
Three additional beds will be available at The Victoria Project on Victoria Road,
Cambridge.
From 3 December 2018 to 31 March 2019, the Cambridge Churches Homeless
Project (CCHP) will provide 17 winter emergency beds, every evening, using
church and synagogue halls. While playing an important role in the overall
provision of beds in the city, and while an important SWEP partner, CCHP
operates independently of the Council in terms of how it assesses and prioritises
individuals for beds. See section B of this document for further details.
Bed and Breakfast or hotel accommodation may also be provided, but only in
exceptional individual circumstances or during periods of extreme stress on available
beds. (Please see page 5).
As this is an emergency measure, accommodation will be provided to all-comers,
including those with no local connection to Cambridge City and those foreign
nationals with no recourse to public funds. The principal objective is to get people in
from the cold or wet. However, while there will be no conditionality about severe
weather support for non-locals (other than an acceptable level of behaviour) the
emphasis will be on connecting them to support available in their local area, through
signposting to other support agencies, the issuing of travel warrants, and so on.
Such individuals, and the agencies, local authorities and support groups assisting
them, will be expected to cooperate fully with this. Only in this way can we keep the
size and expense of local provision within reasonable bounds while being fair to
everyone.
32. What is severe weather?
Most authorities, including Cambridge, set the basic trigger for opening emergency
provision as being any period when the Met Office forecasts a temperature low of
zero or under for three successive days.
However, this council goes considerably beyond this minimum measure of provision,
making accommodation available in, for example, periods of prolonged heavy rain or
high winds and during long periods of cold and damp weather. As winter progresses
we also apply a common-sense approach, appreciating that long-term exposure to
even mild winter weather will take a physical toll and so we may open provision at
intervals to give a few days’ respite.
Whatever the weather, we always endeavour to provide shelter over the Christmas
period, sufficient staff and volunteers permitting.
3. How will the severe weather provision be initiated?
The Council’s housing advice partnerships manager (or someone delegated by that
officer) will monitor the Met Office weather forecast throughout the severe weather
period and will be responsible for making the decision to open and close provision.
The decision to open will be made 72 hours before provision starts. This means, for
example, that a decision to open on a Thursday evening will be made no later than
5:00 pm on the preceding Monday. This will ensure that agencies have a good
chance to get the word out to all rough sleepers and also ensure that
accommodation providers have ample time to prepare to take people in.
Once the decision to open provision has been made, the minimum period it will run
will usually be three nights. The exception will be those rare occasions when a short
but intense bout of bad weather (like a storm) is predicted and it makes sense to get
people under cover if only for a night.
Any period of provision which includes a Friday night will normally be allowed to roll
over to include the Saturday and Sunday nights, avoiding the risk associated with
returning people to the streets over a weekend when other homelessness and
welfare services are at reduced capacity. Additionally, when severe weather is
forecast for any Saturday or Sunday, where possible SWEP starts on the Friday
evening. These measures will make planning easier.
To ensure that providers and agencies know exactly what is happening, the Council
will also let them know of borderline decisions to NOT call provision.
44. What happens when the severe weather goes on for longer than three days?
If severe weather continues for longer than the initial three nights, it will be renewed
on a day-by-day basis. The Council will inform agencies of the decision to continue
or end provision with at least 48 hours’ notice.
5. Who will oversee the process and how will it work?
The Council’s SWEP process will be overseen night-by-night by Jimmy’s Cambridge,
but a wide range of agencies will be involved, in particular the street outreach team
(SOT) at CGL Cambridge. As the process flowchart shows, any agency likely to come
across an individual requiring help can refer that individual to Jimmy’s.
The assessment process will take place between 10:00am and 5:00pm on any day
when SWEP is officially called, using this form. Assessments may take place outside
these times at the discretion of Jimmy’s.
As mentioned, in exceptional circumstances bed and breakfast or hotel
accommodation may be provided under SWEP. Such circumstances might be when
no suitable accommodation is available for an exceptionally vulnerable person or
when a current SWEP guest needs to be removed from a dangerous situation. Any
hotel or B&B accommodation provided under SWEP will be for one night only and
must be booked by the Cambridge City Council out-of-hours service. After the initial
night any further booking for that individual will need to be sanctioned by the
Council.
Each morning after a SWEP night, Jimmy’s will compile a master record of all SWEP
guests in Jimmy’s, The Victoria Project and any commercial accommodation provider
and post this on In-Form.
NB: All SWEP clients, no matter where accommodated must advise Jimmy’s daily if
they are looking for a permanent bed.
6. How will provision be paid for?
SWEP is paid for by a grant from the Council supplemented by charitable
contributions made to Jimmy’s. There will be no charge to the individual for using a
SWEP bed, but people who are eligible to claim housing benefit will be expected to
do so as a condition of their stay.
7. How will people presently banned from hostel services be treated?
Bans are always a last resort for homelessness service providers and are always open
to review. However, it is possible that banned individuals will present for the severe
weather service. Clients banned from Jimmy’s Cambridge may be assessed by
Jimmy’s and attempts then made to find them an alternative. People banned from
The Victoria Project may be admitted for the period that severe weather provision is
5in place, but at the discretion of staff. People whose behaviour is so extreme that
they cannot be permitted any accommodation may be referred to mental health
services, or the police informed, at the discretion of hostel staff.
B. The Cambridge Churches’ Homeless Project (CCHP)
CCHP’s 17 winter beds will be available every evening over the four months from 1
December 2018 for people who would otherwise sleep rough. During SWEP (and at
other times) Jimmy’s may refer suitable people to vacant CCHP beds via the CCHP
guest coordinator, but CCHP may also directly accept people who self-refer or direct
referrals from partner agencies (without reference to Jimmy’s). CCHP will:
encourage all eligible guests to present to Jimmy’s daily so that they are
considered for a normal Jimmy’s bed;
encourage its guests to engage with SOT and other relevant agencies, and
make time and space available for these agencies to work with guests on
CCHP premises to resolve their homelessness.;
maintain a nightly record of all guests and make this available daily to the
Council and to Jimmy’s. This will help agencies to better plan longer-term
solutions for CCHP and SWEP guests, for example, employment, support and,
of course, permanent housing.
While playing an important role in the overall provision of beds in the city, and
while an important SWEP partner, CCHP operates independently of the Council in
terms of how it assesses and prioritises individuals for beds.
6Flowchart One: Cold Weather Provision Process
No provision – For
City Council checks Met Office forecast clarity the Council will
inform partners in
borderline decision
Yes No cases
Severe weather forecast to begin in 72 hours?
Before 5:00 PM: City Council informs Jimmy’s, Street Outreach Team, CCHP, Riverside Care And Support;
Centre 33; Wintercomfort; Police; Housing Advice Team and Customer Service Centre by email (high importance)
that provision will start in 72 hours.
Agencies compile list of people likely to require accommodation, advising that they should
present to Jimmy’s for full verification.
Agencies send Coordinator at Jimmy’s their list of people potentially needing shelter. Coordinator compiles
combined list.
On first day of provision: all people seeking support report to Jimmy’s for assessment. Jimmy’s allocates
spaces to people in Jimmy’s and The Victoria Project and makes referrals to the CCHP guest coordinator
CCHP retains its existing guests, informing Jimmy’s co-ordinator should a vacancy occur
In the event of no accommodation being available, Jimmy’s will seek the permission of the Council to
refer to B&B. This will be arranged by the out-of-hours service on a ‘one night only’ basis, options to be
reviewed the following morning.
Each day after a night’s provision: Jimmy’s Cold Weather Coordinator compiles list of people
who used the service the previous night saying where they were accommodated.
7Appendix 1: Jimmy’s Assessment Form
Guest – Brief First
Presentation Assessment
Date of first presentation
First name
Middle name(s)
Surname
DoB M/F
NI number
Mobile number Email
Referred/advised by? Previous guest? Y/N
Where are you from?
Where did you stay
last night?
Why can’t you return
there?
Do you have any other
accommodation
options?
First language Ethnicity:
Background in brief:
Immediate Support Needs:
MHI (brief details):
Meds:
PHI (brief details):
8Meds:
Alcohol (what? brief details)?
Substance (what? brief details)?
Fleeing violence?(Yes/No)
Arson Convictions:
RS? (Yes /No) How long?
Benefits: (Yes/No) Which Benefits:
When paid: How much?
Confidentiality
All information about you is confidential to the team at Jimmy’s, and is held safely and securely. We
keep the information on our own systems (in hard copy format and electronically), and additionally on
an internet-based system called In-Form. This is a secure system that only certain other
accommodation and support services in Cambridge can see. We will only share information about
you with other relevant agencies or individuals, if it is to support your accommodation, health,
benefits or legal needs. There are instances where confidentiality cannot be kept, by law: if you or
someone else is at risk of harm or if we are made aware of a serious crime.
Please sign to indicate you have understood and are in agreement that we may act as your
representative/advocate, as long as this does not disadvantage you.
Guest Signature: Staff Signature :
Date:
Local connection
Where have you lived for the last five years?
Dates to/from City RS Y/N
Are you employed? (tick as applicable) Yes ⃞ No ⃞
Full time ⃞ Part time ⃞ Temporary
Where is this person’s local connection?
9Cambridge ⃞ Other ⃞ Where?
If the person has a connection to Cambridge, please add their details to In-Form and commence
referral process to Cambridge accommodation.
If person doesn’t have a connection to Cambridge please direct them to CGL?.
Added to In-Form: Yes ⃞ No ⃞
Signposted to: CGL ⃞ Council ⃞ Return to friends/family ⃞
SHS ⃞ Other: what?
Accepted for Severe Weather Emergency Provision: Yes / No :
Outcome
If no, why?
Used SWEP? Yes / No
Where accommodated :
Jimmy’s ⃞ Vicky’s ⃞ CCHP ⃞
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