HRC introduces standardized case-intake spreadsheet and clarifies case ID vs. docket numbers

Staff member Samaro presented a 23-page example intake spreadsheet intended to standardize how the commission records contacts and cases. The form captures case ID, whether the contact is advocacy or a resource request, protected-class data, documents on file, and whether translation or interpretation was provided.

"Case ID yes because case ID is anything that I advocate," Samaro said, distinguishing the broader case ID used for advocacy from a docket number assigned only after a matter becomes a full complaint.

Samaro said routine requests for help that require brief assistance (for example, buzzing someone into a city office) may be documented but would not receive a case ID. Commissioners asked for clarity on whether fields such as approximate yearly income and age are used to determine representation; Samaro said those fields are collected for CDBG and grant reporting but are not used to decide whether the HRC will represent an individual.

The commission reviewed a four-page housing case-intake form created by former housing eviction counselor Miguel Sto before he left staff; Samaro offered to provide one-on-one explanations of the form to commissioners during the week.

Next steps: commissioners agreed to digest the spreadsheet and ask follow-up questions at the next meeting, and staff will continue populating the intake system for this year’s cases.