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Mercy House - 2020-10-19
AMENDMENT NO. 2 TO PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MERCY HOUSE LIVING SHELTERS FOR MANAGEMENT OF A TEMPORARY SHELTER THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as "CITY," and MERCY HOUSE LIVING SHELTERS, hereinafter referred to as "CONSULTANT." WHEREAS, CITY and CONSULTANT are parties to that certain agreement, dated October 19, 2020 entitled "Professional Services Contract Between the City of Huntington Beach and Mercy House Living Shelters", said agreement shall hereinafter be referred to as the "Original Agreement," and WHEREAS, on April 19, 2022, by Resolution No. 2022-15, the Huntington Beach City Council approved Substantial Amendment No. One to the FY 2021-2022 Annual Action Plan, which allocated an additional Fifty Two Thousand Seven Hundred Thirty Seven Dollars ($52,737) of Community Development Block Grant(CDBG) funds to the Navigation Center for operations; and CITY and CONSULTANT wish to amend the Original Agreement as provided herein, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 46. SUBRECIPIENT GRANT AMOUNT AND SCOPE OF WORK The City has allocated Fifty Thousand Dollars ($50,000) in Federal 2021-2022 CDBG funds and Two Thousand Seven Hundred Thirty Seven Dollars ($2,737) in prior year carry over funds for a total of Fifty Two Thousand Seven Hundred Thirty Seven 22-11280/283518 1 Dollars ($52,737)to the Original Agreement amount of Four Million Two Hundred Thousand Dollars ($4,200.000.00) for a new not to exceed amount of Four Million Two Hundred Fifty Two Thousand Seven Hundred Thirty Seven Dollars ($4,252.737.00) for services through June 30, 2022. 47. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this agreement to be executed by their authorized officers on /)/ z�1A-j , 20,?Z. CONSULTANT, CITY OF HUNTINGTON BEACH, MERCY OUSE ING SHELTERS a municipal corporation of the State of Calif 'a By: Director/Chief LffhE� H��,ti'Fl (Purs ant To HBMC§3.03.100) print name ITS: (circle one)Chairrnan/President/Vice President APPROVED AS TO FORM: AND By: City Attorney print name Date ITS: (circle one)Secretary/Chief Financial Officer/Asst. Secretary—Treasurer RECEIVE AND FILE: City Clerk Date OIZ122 22-11280/283518 2 A�RATE(MMJDDryYY16® CERTIFICATE OF LIABILITY INSURANCE 6/1012022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed, If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certaln policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT A E: McIISSa I sells Burnham WGB Insurance Solutions PHONE FAx CA Insurance License OF69771 •714-505-7000 Afc a•714-573-1770 15901 Red Hill Avenue EDOAIEss• ml nelis w bib.com Tustin CA 92780 INSURERS AFFORDING COVERAGE NAIC# INSURERA:Philadelphia Indemnity 18068 INSURED MERCY-1 INSURERS:Berkshire Hathaway Homestale Mercy House Living Centers, Inc. PO Box 1905 INSURER C: Santa Ana CA 92702 INSURERD: INSURER E: INSURER F; COVERAGES CERTIFICATE NUMBER:1988963953 REVISION NUMBER; THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR AnDLISUBRITYPE OF INSURANCE INgD WVD POLICYNUMBER MMI�DNYYY MMIUDnYYY LIMITS LTR A X COMMERCIAL GENERAL LIABILITY PHPK2409067 6/2/2022 5W2023 EACHOCCURRENCE $1,000000 DAMAGECLAIMS-MADE a OCCUR PREM SESOEa occur0renco $100,000 MED EXP(Any oneperson) $5,000 PERSONAL B AOV INJURY $1.000,000 GEN'L AGGREGATE LIMIT APPLIES PER; GENERAL AGGREGATE $2,000,000 X POLICY D PRO JECT ❑LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER $ A AUTOMOBILE LIABILITY PHPK2409057 512/2022 5/2/2023 COMBINED SINGLE LIMIT $1,000,000 Ea accide [ X ANY AUTO BODILY INJURY(Par parson) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED TOS ONLY X AUTOS ONLY Parr c£cRidenpAMAGE $ APPROVED A TO FORM $ A X UMBRELLALIAB X OCCUR PHUBa12980 t2022 5/2/2023 EACHOCCURRENCE $4,000,000 EXCESS LIAR CLAIMS-MADE $ E AGGREGATE $4.000,000 GATS DEC X RETENTION$ NtiCNAEI 1, $ B WORKERS COMPENSATION MEVvC338374 UNTt C�®f41ffA ?1812023 X STFRt7lJTE ERA AND EMPLOYERS'LIABILITY YIN CM OF -- ANYPROPRIETORIPARTNER/EXECUTIVE ❑ NIA E.L.EACH ACCIDENT $1,000 000 OFFICERIMEMBEREXCLUDED7 (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 If yes,descdbo undor DESCRIPTION OF OPERATIONS bolow E.L.DISEASE-POLICY LIMIT $i,000,000 A Professional Liability PHPK2409057 512/2022 612/2023 Per OcrarrmncelA g $10000001$2000000 A D30IEPLI PHSD1680830 12111712021 51212023 Each Policy Pedad 3,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Abuse/Molestation- Policy Number.PHPK2409057;Carrier:Philadelphia Indemnity;Limits:Each Abusive Conduct$1,000,0001 Aggregate$2,000,000 Umbrella Liability Schedule of Underlying:General Liabillly Policy;PHPK2409057;Auto Liability Policy:PHPK2409057;Professional Liability Policy: PHPK2409057 Certificate holder is named as additional Insured on the General Liability per attached PI-GLD-HS(10/11)as required by written contract subject to the terms and conditions of the policy, Walver of Subrogation applies to the General Liability per attached CG24040509 Certificate Holder Vesting:The City of Huntington Beach,Its agents,officers,employees and volunteers CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Huntington Beach 2000 Main St AUTHORIZEDZEPRESENTATIVE Huntington Beach CA 92646 0)1988.2015 ACORD CORPORATION, All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD nT�•V M-4. T11k P')r',!'T7nu Q'r-'lA ACOO o® CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDOfYYYY) 5/4/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsemen s. PRODUCER Melissa I nelis Burnham WGB Insurance Solutions PHONE 714-505-7000 FAX a 714-573-1770 CA Insurance License OF69771 -MAL 15901 Red Hill Avenue Ignelisg0wabib.com Tustin CA 92780 INSURE s AFFORDING COVERAGE NAICa NfsuRERA:Philadei his Indemnity 18058 INSURED MERCY-1 INSURERS:Berkshire Hathaway Homestate Mercy House Living Carriers,Inc. PO Box 1905 INSURER C Santa Ana CA 92702 INSURERD: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:2093033176 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR I TYPE OF INSURANCE S POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTRXL(MMMDA'YM A X COMMERCIAL GENERAL LIABILITY PHPK2409067 5/212022 5/1/2023 EACH OCCURRENCE $1 000 000 CLAIMS-MADE I—XI OCCUR PREMISES Ea oc $100,000 MED EXP WW one arson $6 000 PERSONAL 6 ADV INJURY $1 000 000 GENL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000.000 X RO- Loc PRODUCTS-COMPIOP AGG $2.000.000 POLICY❑Pj OTHER: $ A AUTOMOBILE LIABILITY PHPK2409057 612/2022 5=023 SINGLE $1,000,000 X ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Par eoddent) 3 AUTOS ONLY AUTOS �( HIRED X NON-OWNED PROPERTY—DAMAGE $ AUTOS ONLY AUTOS ONLY (Per sodd $ A X UMBRELLALL48 N OCCUR PHUB812980 5/2/2022 5/2/2023 EACH OCCURRENCE $4,000,000 EXCESSLIAB CLAIMS-MADE AGGREGATE $4000000 DED I X I RETENTION $ a WORKERS COMPENSATION MEVVC338374 21M022 2/8/2023 X A RH- AND EMPLOYERS'LIABILITY Y I N ANYPROPRIETOR/PARTNERIEXECUTIVE NIA E.L.EACH ACCIDENT $1,000 000 OFFK:ER/MEMBEREXCLUDEDI (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 If yea,dasa@e under DESCRIPTION Of OPERATIONS below E.L.DISEASE-POLICY LIMB f 1 000 D00 A Pr dfa"lonatLiability PHPK2409057 SM2022 512/2023 PerOocurtelcalAAQpyp $1000000142000000 A DSOIEPLI PHSD1680830 12/1712021 5/2/2023 Each Pdiry Period 3,000.000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD tot,Additional Remarks achsduls,may be aeached If more spa—Is squired) Abuse/Molestation- Policy Number:PHPK2409057;Carrier.Philadelphia Indemnity;Limits:Each Abusive Conduct$1,000,000/Aggregate$2,000,000 Umbrella Liability Schedule of Underlying:General Liability Policy:PHPK2409057;Auto Liability Policy:PHPK2409057;Professional Liability Policy: PHPK2409057 Certificate holder is named as additional insured on the General Liability per attached PI-GLD-HS(10111)as required by written contract subject to the terms and conditions Of the policy. Waiver of Subrogation applies to the General Liability per attached CG24040509 Certificate Holder Vesting:The City of Huntington Beach,Its agents,officers,employees and volunteers CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Huntington Beach 2000 Main St AUR*77- 0 Huntington Beach CA 92646 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD PI-GLD-HS(10/11) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. GENERAL LIABILITY DELUXE ENDORSEMENT: HUMAN SERVICES This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE It is understood and agreed that the following extensions only apply in the event that no other specific coverage for the indicated loss exposure is provided under this policy. If such specific coverage applies,the terms,conditions and limits of that coverage are the sole and exclusive coverage applicable under this policy,unless otherwise noted on this endorsement. The following is a summary of the Limits of Insurance and additional coverages provided by this endorsement. For complete details on specific coverages,consult the policy contract wording. Coverage Applicable Limit of Insurance Page# Extended Property Damage Included 2 Limited Rental Lease Agreement Contractual Liability $50,000 limit 2 Non-Owned Watercraft Less than 58 feet 2 Damage to Property You Own,Rent,or Occupy $30,000 limit 2 Damage to Premises Rented to You $1,000,000 3 HIPAA Clarification 4 Medical Payments $20,000 5 Medical Payments—Extended Reporting Period 3 years 5 Athletic Activities Amended 5 Supplementary Payments—Bail Bonds $5,000 5 Supplementary Payment—Loss of Earnings $1,000 per day 5 Employee Indemnification Defense Coverage $25.000 5 Key and Lock Replacement—Janitorial Services Client Coverage $10,000 limit 6 Additional Insured—Newly Acquired Time Period Amended 6 Additional Insured—Medical Directors and Administrators Included 7 Additional Insured—Managers and Supervisors(with Fellow Included 7 Em to ee Coverage) Additional Insured—Broadened Named Insured Included 7 Additional Insured—Funding Source Included 7 Additional Insured—Home Care Providers Included 7 Additional Insured—Managers,Landlords,or Lessors of Premises Included 7 Additional Insured—Lessor of Leased Equipment Included 7 Additional Insured—Grantor of Permits Included 8 Additional Insured—Vendor Included 8 Additional Insured—Franchisor Included 9 Additional Insured—When Required by Contract Included 9 Additional Insured—Owners,Lessees,or Contractors Included 9 Additional Insured—State or Political Subdivisions Included 10 Page 1 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) Duties in the Event of Occurrence,Claim or Suit Included 10 Unintentional Failure to Disclose Hazards Included 10 Transfer of Rights of Recovery Against Others To Us Clarification 10 Liberalization Included 11 Bodily Injury—includes Mental Anguish Included 11 Personal and Advertising Injury—includes Abuse of Process, Included 11 Discrimination A. Extended Property Damage SECTION I—COVERAGES,COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions, Paragraph a.is deleted in its entirety and replaced by the following: a. Expected or Intended Injury "Bodily injury'or property damage"expected or intended from the standpoint of the insured. This exclusion does not apply to"bodily injury"or"property damage"resulting from the use of reasonable force to protect persons or property. B. Limited Rental Lease Agreement Contractual Liability SECTION I—COVERAGES,COVERAGE A.BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions, Paragraph b. Contractual Liability is amended to include the following: (3) Based on the named insured's request at the time of claim,we agree to indemnify the named insured for their liability assumed in a contract or agreement regarding the rental or lease of a premises on behalf of their client,up to$50,000. This coverage extension only applies to rental lease agreements. This coverage is excess over any renter's liability insurance of the client. C. Non-Owned Watercraft SECTION I—COVERAGES,COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions, Paragraph g. (2)is deleted in its entirety and replaced by the following: (2) A watercraft you do not own that is: (a) Less than 58 feet long; and (b) Not being used to carry persons or property for a charge; This provision applies to any person,who with your consent,either uses or is responsible for the use of a watercraft. This Insurance Is excess over any other valid and collectible insurance available to the insured whether primary, excess or contingent. D. Damage to Property You Own, Rent or Occupy SECTION I—COVERAGES, COVERAGE A BODILY INJURY AND PROPERTY DAMAGE Page 2 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) LIABILITY, Subsection 2. Exclusions, Paragraph J.Damage to Property,Item (1)is deleted In Its entirety and replaced with the following: (1) Property you own,rent,or occupy, Including any costs or expenses incurred by you, or any other person,organization or entity,for repair,replacement, enhancement, restoration or maintenance of such property for any reason,including prevention of injury to a person or damage to another's property, unless the damage to property is caused by your client,up to a$30,000 limit. A client is defined as a person under your direct care and supervision. E. Damage to Premises Rented to You 1. If damage by fire to premises rented to you is not otherwise excluded from this Coverage Part, the word"fire"is changed to"fire, lightning,explosion, smoke,or leakage from automatic fire protective systems'where it appears in: a. The last paragraph of SECTION I—COVERAGES,COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions; is deleted in its entirety and replaced by the following: Exclusions c.through n.do not apply to damage by fire, lightning, explosion, smoke, or leakage from automatic fire protective systems to premises while rented to you or temporarily occupied by you with permission of the owner.A separate limit of insurance applies to this coverage as described in SECTION III—LIMITS OF INSURANCE. b. SECTION III—LIMITS OF INSURANCE, Paragraph 6. is deleted in its entirety and replaced by the following: Subject to Paragraph 5.above,the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of"property damage"to any one premises,while rented to you,or in the case of damage by fire, lightning, explosion, smoke, or leakage from automatic fire protective systems while rented to you or temporarily occupied by you with permission of the owner. c. SECTION V—DEFINITIONS, Paragraph 9.a., is deleted in its entirety and replaced by the following: A contract for a lease of premises. However,that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion,smoke,or leakage from automatic fire protective systems to premises while rented to yod or temporarily occupied by you with permission of the owner is not an "Insured contract"; 2. SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,Subsection 4.Other Insurance, Paragraph b. Excess Insurance, (1) (a)(11)is deleted in its entirety and replaced by the following: That is insurance for fire,lightning,explosion,smoke,or leakage from automatic fire protective systems for premises rented to you or temporarily occupied by you with permission of the owner; 3. The Damage To Premises Rented To You Limit section of the Declarations is amended to the greater of: Page 3 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) a. $1,000,000;or b. The amount shown in the Declarations as the Damage to Premises Rented to You Limit. This is the most we will pay for all damage proximately caused by the same event,whether such damage results from fire,lightning,explosion, smoke, or leaks from automatic fire protective systems or any combination thereof. F. HIPAA SECTION I—COVERAGES,COVERAGE B PERSONAL AND ADVERTISING INJURY LIABILITY, is amended as follows: 1. Paragraph 1.Insuring Agreement is amended to include the following: We will pay those sums that the insured becomes legally obligated to pay as damages because of a"violation(s)"of the Health Insurance Portability and Accountability Act(HIPAA). We have the right and the duty to defend the insured against any"suit,""investigation,"or"civil proceeding" seeking these damages. However,we will have no duty to defend the insured against any"suit" seeking damages,"investigation,"or"civil proceeding"to which this insurance does not apply. 2. Paragraph 2. Exclusions is amended to Include the following additional exclusions: This insurance does not apply to: a. Intentional,Willful,or Deliberate Violations Any willful, intentional,or deliberate"violation(s)"by any insured. b. Criminal Acts Any"violation"which results in any criminal penalties under the HIPAA. c. Other Remedies Any remedy other than monetary damages for penalties assessed. d. Compliance Reviews or Audits Any compliance reviews by the Department of Health and Human Services. 3. SECTION V—DEFINITIONS is amended to include the following additional definitions: a. "Civil proceeding" means an action by the Department of Health and Human Services(HHS) arising out of"violations." b. 'Investigation"means an examination of an actual or alleged"violation(s)"by HHS. However, "Investigation"does not include a Compliance Review. c. "Violation"means the actual or alleged failure to comply with the regulations included in the HIPAA. Page 4 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) G. Medical Payments—Limit Increased to$20,000, Extended Reporting Period If COVERAGE C MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: 1. The Medical Expense Limit is changed subject to all of the terms of SECTION III-LIMITS OF INSURANCE to the greater of: a. $20,000; or b. The Medical Expense Limit shown In the Declarations of this Coverage Part. 2. SECTION I—COVERAGE, COVERAGE C MEDICAL PAYMENTS, Subsection 1. Insuring Agreement,a. (3)(b)is deleted in its entirety and replaced by the following: (b) The expenses are incurred and reported to us within three years of the date of the accident. H. Athletic Activities SECTION 1—COVERAGES,COVERAGE C MEDICAL PAYMENTS, Subsection 2.Exclusions, Paragraph e.Athletic Activities is deleted in its entirety and replaced with the following: e. Athletic Activities To a person injured while taking part in athletics. 1. Supplementary Payments SECTION I—COVERAGES,SUPPLEMENTARY PAYMENTS-COVERAGE A AND B are amended as follows: 1.b.is deleted in its entirety and replaced by the following: 1. b. Up to$5000 for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies.We do not have to furnish these. 1.d.Is deleted in its entirety and replaced by the following: 1. d. All reasonable expenses incurred by the insured at our request to assist us in the Investigation or defense of the claim or"suit", including actual loss of earnings up to$1,000 a day because of time off from work. J. Employee Indemnification Defense Coverage SECTION I—COVERAGES,SUPPLEMENTARY PAYMENTS—COVERAGES A AND B the following Is added: We will pay, on your behalf,defense costs incurred by an"employee"in a criminal proceeding occurring in the course of employment. The most we will pay for any"employee"who is alleged to be directly involved in a criminal proceeding is$25,000 regardless of the numbers of"employees,"claims or"suits"brought or persons or organizations making claims or bringing"suits. Page 5 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) K. Key and Lock Replacement—Janitorial Services Client Coverage SECTION I—COVERAGES,SUPPLEMENTARY PAYMENTS—COVERAGES A AND B is amended to include the following: We will pay for the cost to replace keys and locks at the"clients" premises due to theft or other loss to keys entrusted to you by your"client," up to a$10,000 limit per occurrence and $10,000 policy aggregate. We will not pay for loss or damage resulting from theft or any other dishonest or criminal act that you or any of your partners, members,officers, "employees","managers",directors,trustees, authorized representatives or any one to whom you entrust the keys of a"client"for any purpose commit,whether acting alone or in collusion with other persons. The following,when used on this coverage,are defined as follows: a. "Client'means an Individual,company or organization with whom you have a written contract or work order for your services for a described premises and have billed for your services. b. "Employee"means: (1) Any natural person: (a) While in your service or for 30 days after termination of service; (b) Who you compensate directly by salary,wages or commissions; and (c) Who you have the right to direct and control while performing services for you;or (2) Any natural person who is furnished temporarily to you: (a) To substitute for a permanent"employee"as defined in Paragraph(1)above,who is on leave;or (b) To meet seasonal or short-term workload conditions; while that person Is subject to your direction and control and performing services for you. (3) "Employee"does not mean: (a) Any agent,broker, person leased to you by a labor leasing firm,factor,commission merchant,consignee, independent contractor or representative of the same general character;or (b) Any"manager,"director or trustee except while performing acts coming within the scope of the usual duties of an"employee." c. "Manager"means a person serving in a directorial capacity for a limited liability company. L. Additional insureds SECTION II—WHO IS AN INSURED is amended as follows: 1. if coverage for newly acquired or formed organizations is not otherwise excluded from this Page 6 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company I I PI-GILD-HS(10/11) Coverage Part, Paragraph 3.a.is deleted In its entirely and replaced by the following: a. Coverage under this provision is afforded until the end of the policy period. 2. Each of the following is also an insured: a. Medical Directors and Administrators—Your medical directors and administrators, but only while acting within the scope of and during the course of their dudes as such. Such duties do not include the furnishing or failure to furnish professional services of any physician or psychiatrist in the treatment of a patient. b. Managers and Supervisors—Your managers and supervisors are also insureds, but only with respect to their duties as your managers and supervisors. Managers and supervisors who are your"employees"are also insureds for"bodily injury"to a co- "employee"while in the course of his or her employment by you or performing duties :related to the conduct of your business. This provision does not change Item 2.a.(1)(a)as it applies to managers of a limited liability company. c. Broadened Named Insured—Any organization and subsidiary thereof which you control and actively manage on the effective date of this Coverage Part. However,coverage does not apply to any organization or subsidiary not named in the Declarations as Named Insured, if they are also insured under another similar policy, but for its termination or the exhaustion of its limits of insurance. d. Funding Source—Any person or organization with respect to their liability arising out of: (1) Their financial control of you;or (2) Premises they own, maintain or control while you lease or occupy these premises. This insurance does not apply to structural alterations, new construction and demolition operations performed by or for that person or organization. e. Home Care Providers—At the first Named Insured's option,any person or organization under your direct supervision and control while providing for you private home respite or foster home care for the developmentally disabled. If. Managers, Landlords,or Lessors of Premises—Any person or organization with respect to their liability arising out of the ownership,maintenance or use of that part of the premises leased or rented to you subject to the following additional exclusions: This insurance does not apply to: (1) Any"occurrence"which takes place after you cease to be a tenant in that premises; or (2) Structural alterations, new construction or demolition operations performed by or on behalf of that person or organization. g. Lessor of Leased Equipment—Automatic Status When Required in Lease Agreement With You—Any person or organization from whom you lease equipment when you and such person or organization have agreed in writing in a contract or agreement that such person or organization Is to be added as an additional insured on your policy. Such person or Page 7 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) organization is an insured only with respect to liability for"bodily injury,""property damage"or "personal and advertising injury"caused, In whole or in part, by your maintenance,operation or use of equipment leased to you by such person or organization. A person's or organization's status as an additional insured under this endorsement ends when their contract or agreement with you for such leased equipment ends. With respect to the insurance afforded to these additional insureds,this insurance does not apply to any"occurrence"which takes place after the equipment lease expires. h. Grantors of Permits—Any state or political subdivision granting you a permit in connection with your premises subject to the following additional provision: (1) This insurance applies only with respect to the following hazards for which the state or political subdivision has issued a permit in connection with the premises you own,rent or control and to which this insurance applies: (a) The existence, maintenance, repair, construction,erection,or removal of advertising signs,awnings,canopies,cellar entrances,coal holes,driveways, manholes, marquees, hoist away openings, sidewalk vaults,street banners or decorations and similar exposures; (b) The construction, erection,or removal of elevators;or (c) The ownership, maintenance,or use of any elevators covered by this insurance. i. Vendors—Only with respect to"bodily injury"or"property damage"arising out of"your products" which are distributed or sold in the regular course of the vendor's business,subject to the following additional exclusions: (1) The insurance afforded the vendor does not apply to: (a) "Bodily injury"or"property damage"for which the vendor is obligated to pay damages by reason of the assumption of liability In a contract or agreement.This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (b) Any express warranty unauthorized by you; (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging,except when unpacked solely for the purpose of inspection, demonstration,testing,or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (e) Any failure to make such inspections, adjustments,tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; (f) Demonstration, installation,servicing or repair operations,except such operations performed at the vendor's premises in connection with the sale of the product; Page 8 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company PI-GILD-HS(10/11) (g) Products which,after distribution or sale by you, have been labeled or relabeled or used as a container,part or ingredient of any other thing or substance by or for the vendor; or (h) "Bodily injury"or"property damage"arising out of the sole negligence of the vendor for Its own acts or omissions or those of its employees or anyone else acting on its behalf. However,this exclusion does not apply to: (1) The exceptions contained in Sub-paragraphs(d)or(f);or (fi) Such inspections,adjustments,tests or servicing as the vendor has agreed to make or normally undertakes to make In the usual course of business,in connection with the distribution or sale of the products. (2) This insurance does not apply to any insured person or organization,from whom you have acquired such products,or any ingredient, part or container, entering into, accompanying or containing. J. Franchisor—Any person or organization with respect to their liability as the grantor of a franchise to you. k. As Required by Contract—Any person or organization where required by a written contract executed prior to the occurrence of a loss. Such person or organization is an additional insured for"bodily injury,""property damage"or"personal and advertising injury"but only for liability arising out of the negligence of the named Insured.The limits of insurance applicable to these additional insureds are the lesser of the policy limits or those limits specified In a contract or agreement. These limits are included within and not in addition to the limits of insurance shown in the Declarations I. Owners,Lessees or Contractors—Any person or organization, but only with respect to liability for"bodily injury,""property damage"or"personal and advertising injury"caused, in whole or in part,by: (1) Your acts or omissions;or (2) The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured when required by a contract. With respect to the insurance afforded to these additional Insureds,the following additional exclusions apply: This insurance does not apply to"bodily Injury"or"property damage"occurring after: i (a) All work,including materials, parts or equipment furnished in connection with such work, on the project(other than service, maintenance or repairs)to be performed by or on behalf of the additional insured(s)at the location of the covered operations has i been completed;or (b) That portion of"your work"out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. Page 9 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with Its permission. ©2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) m. State or Political Subdivisions—Any state or political subdivision as required,subject to the following provisions: (1) This insurance applies only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit,and is required by contract. (2) This insurance does not apply to: (a) "Bodily injury,""property damage"or"personal and advertising injury"arising out of operations performed for the state or municipality; or (b) "Bodily injury"or"property damage"included within the"products-completed operations hazard." M. Duties in the Event of Occurrence, Claim or Suit SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, Paragraph 2.is amended as follows: a.is amended to include: This condition applies only when the"occurrence"or offense is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership; or (3) An executive officer or insurance manager, if you are a corporation. b.Is amended to include: This condition will not be considered breached unless the breach occurs after such claim or"suit" is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership; or (3) An executive officer or insurance manager, if you are a corporation. N. Unintentional Failure To Disclose Hazards SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, 6. Representations is amended to include the following: It is agreed that, based on our reliance on your representations as to existing hazards, if you should unintentionally fail to disclose all such hazards prior to the beginning of the policy period of this Coverage Part,we shall not deny coverage under this Coverage Part because of such failure. O. Transfer of Rights of Recovery Against Others To Us SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,8.Transfer of Rights of Page 10 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) Recovery Against Others To Us Is deleted in its entirety and replaced by the following: If the insured has rights to recover all or part of any payment we have made under this Coverage Part,those rights are transferred to us.The insured must do nothing after loss to impair them. At our request,the Insured will bring"suit"or transfer those rights to us and help us enforce them. Therefore,the insured can waive the insurer's rights of recovery prior to the occurrence of a loss, provided the waiver is made in a written contract. P. Liberalization SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, is amended to include the following: If we revise this endorsement to provide more coverage without additional premium charge, we will automatically provide the additional coverage to all endorsement holders as of the day the revision is effective in your state. Q. Bodily Injury—Mental Anguish SECTION V—DEFINITIONS, Paragraph 3.Is deleted in its entirety and replaced by the following: "Bodily injury"means: a. Bodily injury,sickness or disease sustained by a person, and includes mental anguish resulting from any of these;and b. Except for mental anguish, includes death resulting from the foregoing(Item a.above)at any time. R. Personal and Advertising Injury—Abuse of Process, Discrimination If COVERAGE B PERSONAL AND ADVERTISING INJURY LIABILITY COVERAGE is not otherwise excluded from this Coverage Part,the definition of"personal and advertising injury'is amended as follows: 1. SECTION V—DEFINITIONS, Paragraph 14.b. is deleted in its entirety and replaced by the following: I b. Malicious prosecution or abuse of process; 2. SECTION V—DEFINITIONS, Paragraph 14. Is amended by adding the following: Discrimination based on race,color,religion,sex, age or national origin, except when: a. Done intentionally by or at the direction of,or with the knowledge or consent of: i (1) Any insured; or (2) Any executive officer,director;stockholder, partner or member of the insured; b. Directly or indirectly related to the employment,former or prospective employment, termination of employment, or application for employment of any person or persons by an f Insured; l Page 11 of 12 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company PI-GLD-HS(10/11) c. Directly or indirectly related to the sale,rental, lease or sublease or prospective sales,rental, lease or sub-lease of any room,dwelling or premises by or at the direction of any insured; or d. Insurance for such discrimination is prohibited by or held in violation of law, public policy, legislation, court decision or administrative ruling. The above does not apply to fines or penalties imposed because of discrimination. Page 12 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. 0 2011 Philadelphia Indemnity Insurance Company POLICY NUMBER: PHPK2409057 COMMERCIAL GENERAL LIABILITY CG 24 04 05 09 WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE Name Of Person Or Organization: As Required By Written Contract Information required to complete this Schedule, if not shown above will be shown in the Declarations. The following is added to Paragraph 8.Transfer Of Rights Of Recovery Against Others To Us of Section IV—Conditions: We waive any right of recovery we may have against the person or organization shown in the Schedule above because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products- completed operations hazard". This waiver applies only to the person or organization shown in the Schedule above. CG 24 04 05 09 0 Insurance Services Office, Inc.,2008 Page 1 of 1 0 City Council/ ACTION AGENDA April 19, 2022 Public Financing Authority Recommended Action: Adopt Ordinance No. 4251, "An Ordinance of the City Council of the City of Huntington Beach Adding a New Chapter 10.53 to Title 10 of the Huntington Beach Municipal Code, Prohibiting the Unlawful Possession of Catalytic Converters in the City, and Making a Finding of Exemption Under CEQA." Approved 7-0 PUBLIC HEARING 24. 22-269 Adopted Resolution No. 2022-15 approving Amendment No. 1 (Substantial) to the 2021-2022 Annual Action Plan, and Resolution No. 2022-16 approving the 2022-2023 Annual Action Plan for Federal Community Development Block Grant (CDBG) and Home Investment Partnerships (HOME) Entitlement Grant Programs Recommended Action: Staff recommends that the City Council approve and authorize the following in compliance with the Consolidated Plan Procedures of 24 CFR Part 91: A) Conduct a public hearing for the 2022-2023 Annual Action Plan and Amendment No. 1 (Substantial) to the 2021-2022 Annual Action Plan; and, B) Adopt Resolution No. 2022-15, "A Resolution of the City Council of the City of Huntington Beach Approving Amendment No. One (Substantial) to the 2021-2022 Annual Action Plan," and, C) Adopt Resolution No. 2022-16, "A Resolution of the City Council of the City of Huntington Beach, California, Approving the 2022-2023 Action Plan for Federal Community Development Block Grant and HOME Investment Partnerships Programs;" and, D) Authorize the City Manager to sign all necessary related documents. Supplemental Communication (1) Speakers-None Approved 7-0 25. 22-270 Adopted Resolution No. 2022-18 approving a 2021-2022 Annual Action Plan Substantial Amendment to receive $2.2 million HOME Investment Partnerships - American Rescue Plan (HOME-ARP) funds to address housing and homelessness Recommended Action: A) Conduct a public hearing; and, B) Adopt Resolution No. 2022-18, "A Resolution of the City Council of the City of Huntington Beach Approving a 2021-2022 Annual Action Plan Substantial Amendment to Integrate the HOME-ARP Allocation Plan"; and, Page 8 of 8 AMENDMENT NO. I TO PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MERCY HOUSE LIVING SHELTERS FOR MANAGEMENT OF A TEMPORARY SHELTER THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as "CITY," and MERCY HOUSE LIVING SHELTERS, hereinafter referred to as "CONSULTANT." WHEREAS, CITY and CONSULTANT are parties to that certain agreement, dated October 19, 2020 entitled"Professional Services Contract Between the City of Huntington Beach and Mercy House Living Shelters", said agreement shall hereinafter be referred to as the "Original Agreement," and CITY and CONSULTANT wish to amend the Original Agreement to reflect the additional work to be performed by CONSULTANT, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 45. NATIONAL OBJECTIVE As the Subrecipient of the Community Development Block Grant (CDBG) funds, CONSULTANT certifies that the activities carried out with funds provided under this Agreement will meet the CDBG program's National Objective of benefit to low/moderate income persons as identified in 24 Code of Federal Regulations (CFR) part 570.208. 46. SUBRECIPIENT GRANT AMOUNT AND SCOPE OF WORK The City has allocated an additional One Million Six Hundred Thousand Dollars ($1,600,000.00) to the Original Agreement amount of Two Million Six Hundred 21-9782/261044 1 Thousand Dollars ($2,600.000.00) for a new not to exceed amount of Four Million Two Hundred Thousand Dollars ($4,200.000.00) for services through June 30, 2022. 47. PROGRAM INCOME As the Subrecipient of CDBG funds, CONSULTANT shall report to the City any interest or other income earned as a direct result of the use of Federal CDBG funds for the program outlined within this agreement. All reported program income may be retained by the Subrecipient for services in connection with providing housing, utilities, funds for medications, computer training and food to the homeless or those who are at risk of homelessness. All provisions of this Agreement shall apply to these activities. The program income, retained by the Subrecipient, must be expended before additional funds are requested from the City. Any program income on hand when the Agreement expires or received after the Agreement's expiration shall be paid to the City. The requirements are set forth in the CFR, Title 24, Section 570.504(c). 48. RECORD KEEPING REQUIREMENTS As the Subrecipient of CDBG fund, CONSULTANT shall, at minimum, maintain the following records and reports to assist the City in complying with its record keeping requirements. a) Documentation of the income level, ethnicity, age of persons and/or households participating in or benefiting from the Subrecipient's program; b) Documentation of the number of persons and/or households participating in or benefiting from the Subrecipient's program; c) Documentation of all CDBG funds received from the City; 21-9782/261044 2 d) Documentation of expenses as identified in the quarterly report and reimbursement requests; e) Documentation of how and when a determination was made as to the eligibility status of persons assisted, and f) Any such other related records as the City shall require. 49. REPORTING REQUIREMENTS As the Subrecipient of CDBG funds, CONSULTANT shall submit"Quarterly Accomplishment Reports" within fifteen(15) calendar days of the end of the quarter (October 15, January 15, April 15 and July 15). The final quarterly report is due no later than July 15, 2021. Quarterly reports shall be provided by the Subrecipient to the City indicating the number of persons assisted, income and ethnicity of persons assisted, how/what assistance was provided, and a description of how and when determination of eligibility status was made for persons assisted. The report must include sufficient information to assist the City in monitoring the Subrecipient's performance. The Subrecipient must demonstrate satisfactory performance prior to reimbursement for expenditures. The City will provide the CONSULTANT with a"Monthly Program Expenditure Report Form", which must be submitted within fifteen (15) calendar days of the end of each month ad may be submitted along with the "Quarterly Accomplishment Reports" in applicable months. The submission must include complete documentation verifying eligible program expenditures, including employee timesheets, operational expenditures, and financial documentation demonstrating proper accounting and use of funds as identified in the approved program budget. 21-9782/261044 3 50. RECORD RETENTION As the Subrecipient of CDBG funds, CONSULTANT shall maintain all records subject to an audit finding must be retained for five (5) years from the date the finding is made or until the finding has been cleared by appropriate officials and the Subrecipient has been given official written notice. 51. GRANT CLOSEOUT PROCEDURES As the Subrecipient of CDBG funds, CONSULTANT acknowledges the Subrecipient's obligation to the City shall not end until all close-out requirements are completed. Activities during this close-out period shall include, but are not limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent case advances, program income balances, and accounts receivable to the City), and determining the custodianship of records. Notwithstanding the foregoing, the terms of this Agreement shall remain in effect during any period that the Subrecipient has control over CDBG funds, including program income. 52. UNIFORM ADMINISTRATIVE AND PROGRAM MANGEMENT STANDARDS As the Subrecipient of CBDG funds, CONSULTANT shall comply with applicable Uniform Administrative Requirements as described in Section 570.502 of the federal regulations for the CDBG Program. The Federal requirements are incorporated herein by reference. 53. USE AND REVERSION OF ASSETS As the Subrecipient of CDBG funds, CONSULTANT acknowledges upon expiration of this Agreement, the Subrecipient shall transfer to the City any CDBG funds 21-9782/261044 4 on hand at the time of expiration and any accounts receivable attributable to the use of CDBG funds. The Subrecipient shall be required to use any real property under the Subrecipient's control that was acquired or improved in whole or in part with CDBG funds in excess of$25,000 as follows: a) Used to meet one of the National Objectives in 24 CFR, Section 570.208 until five (5) years after expiration of this Agreement; or b) Disposed of in a manner that results in the City being reimbursed in the amount of the current fair market value of the property less any portion of the value attributable to expenditure of the non-CDBG funds for acquisition or improvement to the property, Reimbursement is not required after the period of time specified in paragraph(a) of this section. 54. REAL PROPERTY As the Subrecipient of CDBG funds, CONSULTANT acknowledges the use and disposition of real property and equipment under this Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503, and 570.504, as applicable, which include but are not limited to the following: The Subrecipient shall transfer to the City any CDBG funds on hand and any accounts receivable attributable to the use of funds under this Agreement at the time of expiration, cancellation, or termination. Real property under the Subrecipient's control that was acquired or improved, in whole or in part, with funds under this Agreement in excess of$25,000 shall be used to meet one of the CDBG National Objectives pursuant to 24 CFR 580.208 until five (5) 21-9782/261044 5 years after expiration of this Agreement [or such longer period of time as the City deems appropriate]. If the Subrecipient fails to use CDBG-assisted real property in a manner that meets a CDBG National Objective for the prescribed period of time, the Subrecipient shall pay to the City an amount equal to the current fair market value of the property less any portion of the value attributable to expenditures of non-CDBG funds for acquisition of, or improvement to, the property. Such payment shall constitute program income to the City. The Subrecipient may retain real property acquired or improved and this Agreement after the expiration of the five-year period [or such longer period of time as the City deems appropriate]. In all cases in which equipment acquired, in whole or in part, with funds under this Agreement, is sold, the proceed shall be program income (prorated to reflect the extent to that funds received under this Agreement were used to acquire the equipment). Equipment not needed by the Subrecipient for activities under this Agreement shall be (a) transferred to the City for CDBG program or(b) retained after compensating the City [an amount equal to the current fair market value of the equipment less the percentage of non-CDBG funds used to acquire the equipment]. 55. SUSPENSION AND TERMINATION As the Subrecipient of CDBG funds, CONSULTANT acknowledges in accordance with Title 24, Sections 85.43 and 85.44 of the Code of Federal Regulations, this Agreement may be suspended or terminated if the Subrecipient fails to comply with any term(s) of the award and/or the award is terminated for convenience. Title 24, Sections 85.43 and 85.44 of the Code of Federal Regulations are incorporated herein by reference as provisions of this Agreement. 21-9782/261044 6 56. COMPLIANCE WITH LAWS AND REGULATIONS As the Subrecipient of CBDG funds, CONSULTANT agrees to comply with the requirements of Title 24 of the Code of Federal Regulations, Part 570 (the U.S. Housing and Urban Development regulations concerning Community Development Block Grants (CDBG) including subpart K except that: a) The Subrecipient will not assume the City's environmental responsibilities as described in Section 570.604; and b) The Subrecipient will not assume the City's responsibility for initiating the review process required under the provisions of 24 CFR Part 52. The Subrecipient also agrees to comply with all other applicable Federal, State and local laws, regulations, and policies governing the funds provided under this contract. The Subrecipient further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. 57. FINANCIAL MANGEMENT Accounting Standards. As the Subrecipient of CDBG funds, CONSULTANT agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. Cost Principles. As the Subrecipient of CDBG funds, CONSULTANT shall administer its program in conformance with OMB Circulars A-122, "Cost Principals for Non-Profit Organizations," or A-21, "Cost Principles for Educational Institutions," as 21-9782/261044 7 applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 58. AUDIT REQUIREMENT As the Subrecipient of CDBG funds, CONSULTANT acknowledges if the Subrecipient shall receive more than$300,000 in total federal funds in one fiscal year from the City of Huntington Beach and/or any other city or agency, the Subrecipient is required to submit a Single Audit Report. As required by the Federal Single Audit Act, the Subrecipient shall be required to submit to the City, a comprehensive financial audit prepared by an independent, neutral third-party auditor. The audit shall cover financial operations of the Subrecipient for the period beginning July 1, 2020 and ending June 30 2021 and is due no later than one year after expiration of this Agreement. 59. RELIGIOUS AND LOBBYING ACTIVITIES Religious Activities. As the Subrecipient of CDBG funds, CONSULTANT agrees that funds provided under this contract will not be utilized for religious activities or to promote religious interests. Religious entities may use CDBG funds for secular activities only in accordance with the Federal regulations specified in 24 CFR 570.2000), such as worship, religious instruction, or proselytization. Lobbying. The Subrecipient hereby certifies that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any 21-9782/261044 8 Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or any employee of a Member of Congress in connection with this Federal contract, grant loan, or cooperative agreement, it will complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and (3) It will require that the language of paragraph (d) of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all Subrecipients shall certify and disclose accordingly: Lobbying Certification. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S.C. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 21-9782/261044 9 60. BUDGET MODIFICATIONS As the Subrecipient of CDBG funds, CONSULTANT acknowledges if the Subrecipient desires to modify the use of the CDBG funds following approval of this agreement, a written request must be submitted to the City for review. No change in use of the CDBG funds will permitted without prior written approval by the City, subject to the provisions of the City's adopted Citizen Participation Plan. 61. PERFORMANCE MONITORING The City will monitor the performance of the Subrecipient against goals and performance standards required herein. Substandard performance as determined by the City will constitute non-compliance with this Agreement. If action to correct such substandard performance is not taken by the Subrecipient within a reasonable period of time after being notified by the City, contract suspension or termination procedures will be initiated. 62. CONFLICT OF INTEREST As the Subrecipient of CDBG funds, CONSULTANT agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include (but are not limited to) the following: The Subrecipient shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds. No employee, officer or agent of the Subrecipient shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved. 21-9782/261044 10 No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG-assisted activities, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest in any contract, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBG-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. For purposes of this paragraph, a "covered person" includes any person who is an employee, agent, consultant, officer, or elected or appointed official of the City, the Subrecipient, or any designated public agency. 63. PROCUREMENT STANDARDS AND METHODS Compliance. As the Subrecipient of CDBG funds, CONSULTANT shall comply with current City policy concerning the purchase of equipment and shall maintain inventory records of all non-expendable personal property as defined by such policy as may be procured with funds provided herein. All program assets (unexpended program income, property, equipment, etc.), shall revert to the City upon termination of this Agreement. OMB Standards. Unless specified otherwise within this agreement, the Subrecipient shall procure all materials, property, or services in accordance with the requirements of 24 CFR 84.40-48. Travel. The Subrecipient shall obtain written approval from the City for any travel outside the metropolitan area with funds provided under this agreement. 21-9782/261044 11 64. ENVIRONMENTAL ISSUES 1) Air and Water. As the Subrecipient of CDBG funds, CONSULTANT agrees to comply with the following requirements insofar as they apply to the performance of this Agreement: a) Clean Air Act, 42 U.S.C., 7401, et seq.; b) Federal Water Pollution Control Act, as amended, 33 U.S.C., 1251, et seq., as amended, 1318 relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued thereunder; c) Environmental Protection Agency (EPA) regulations pursuant to 40 CFR Park 50, as amended. 2) Flood Disaster Protection. In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001), the Subrecipient shall assure that for activities located in an area identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes (including rehabilitation). 3) Lead-Based Paint. The Subrecipient agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead-Base Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted housing and require that all owners, prospective owners, and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification 21-9782/261044 12 shall point out the hazards of lead-based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood lead level screening for children under seven. The notice should also point out that if lead-based paint is found on the property, abatement measures may be undertaken. The regulations further require that, depending on the amount of Federal funds applied to a property, paint testing, risk assessment, treatment and/or abatement may be conducted. 4) Historic Preservation. The Subrecipient agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of Historic Properties, insofar as they apply to the performance of this agreement. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, state, or local historic property list. 65. MANAGEMENT, OPERATIONS AND PUBLIC SAFETY PLAN (MOPS) The MOPS contained in the Original Agreement as Exhibit I is updated and amended as shown in Exhibit A of this Amendment No. 1 to the Original Agreement attached hereto and incorporated herein. 66. INCORPORATION OF HUD RELATED PROVISIONS The CITY and CONSULTANT hereby affirm that the HUD-related provisions outlined in Sections 45-64 of this Amendment No. 1 have been complied with since the 21-9782/261044 13 inception of the Original Agreement dated October 19,2020 and are incorporated herein. 67. REAFFIRMATION i Except as specifically modified herein, all other terms and conditions of I the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this agreement to be executed by their authorized officers on �i'<L+��L4rGa'[ �'�- >20 Z t CONSULTANT, CITY OF HUNTINGTON BEACH, MERCY HOUSE LIVING SHELTERS a municipal corporation of the State of California By: Larry Haynes Director/Chief print name (Pursuant To HBMC§3.03.100) ITS: (circle one)Chairman/Preside t/Vice President AND APPROVED AS TO FORM: By: Pate Long ,City Atto ey print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. Date Secretary—Treasurer PIL S`0 N 1 RECEIVE AND FILE: City Clerk Date COUNTERPART 21-9782/261044 14 inception of the Original Agreement dated October 19, 2020 and are incorporated herein. 67. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this agreement to be executed by their authorized officers on - �►yLjdd '[ %-Z. , 20 Z 1 CONSULTANT, CITY OF HUNTINGTON BEACH, MERCY HOUSE LIVING SHELTERS a municipal corporation of the State of California By. Director/Chief print name (Pursuant To HBMC§3.03.100) ITS: (circle one)Chairman/President/Vice President AND APPROVED AS TO FORM: 4 By: City Atto ey print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. Date Secretary—Treasurer RECEIVE AND FILE: City Clerk Date COUNTERPART 21-9782/261044 14 EXHIBIT A Updated and Amended Management, Operations and Public Safety Plan (MOPS) Huntington Beach Navigation Center Management, Operations and Public Safety Plan FINAL June 2021 Table of Contents SECTION I.PURPOSE&INTRODUCTION 1 SECTION II.SHELTER ADMINSTATION 1 A. PROGRAM DESCRIPTION 1 1. Population Served 1 2. Program Description 2 3. Services Provided 5 4. Coordinated Entry System Integration 6 5. Target Goals/Expected Outcomes 6 6. Program Layout 8 B. ADMISSION CRITERIA AND PROCEDURES 8 1. Client Program Expectations 8 2 Identification Requirements 8 3. Screening Requirements 9 4. Bed Reservation System 9 5. New Clients 10 6. Day Leave and Returning Clients it 7. Hours of Operation 12 C. OVERFLOW MANAGEMENT 12 1. Coordinated Service Delivery Plan 12 2. Overflow Policies 13 D. EXIT AND RE-ADMISSION 13 1. Exit and Readmission Policies 13 2. Exit Procedures 14 E. HOUSING NAVIGATION SERVICES POLICY 15 1. Documentation of Housing Navigation Services and Data Security Policies 15 F. DAYTIME PROGRAM POLICIES 16 G. LAUNDRY DAYS 16 H. GOOD NEIGHBOR POLICY-COMMUNITY COORDINATION AND COMMUNICATION 16 1. Communication and Coordination with Neighborhood,Businesses and Public 16 2. Communication and Coordination with Local Police and Fire Departments 17 3. Communication and Coordination with City,County,and Service Providers 18 4. Policies for Community Involvement 18 5. Policies for Neighborhood Outreach Patrol 18 I. SAFETY POLICIES 19 1. Facility Maintenance 19 2. Fire and Earthquake Safety 19 3. Fire Prevention Procedures 20 4. Fire Drills and Documentation 21 5. Fire Inspections and Extinguishers 21 6. Earthquake Safety 21 i J. SECURITY PLAN 21 1. Eligibility Screening 22 2. Secured Entrances 22 3. On-site Security Personnel 22 4. Staff Plan 23 S. Security 24 6. Security Alarms and Cameras 24 7. Security Lighting 24 8. Loitering Policy 24 9. De-escalating Conflicts 25 10. Entrance and Exit Procedure 25 11. Policy regarding storage of client's possessions 25 12. Policy Pertaining to Searching of Clients'Property by Staff 26 13. Policy on Possession of Weapons On-Site 26 14. Procedure for Contacting Police 26 K. HEALTH POLICIES 27 1. Housekeeping Policies 27 2. Pets,ESAs and Service Animal Policies 28 3. Possession and Use of Alcohol and/or Controlled Substances 28 4. Policy for Drug Possession 29 5. Security,Use and Access of Prescription Medications 29 6. Client Use of Over-The-Counter Medications 29 7. Client Access to Emergency and Medical Care 29 8. First Aid Equipment,Supplies and Procedures 30 9. Policies&Procedures for Disease Prevention 30 L. FOOD POLICIES 31 1. Provision of Nutritional Needs of Clients 31 2. Meeting the Health Department Standards 31 M. TRANSPORTATION POLICIES 32 1. Transportation Flow On and Off Property 32 2. Pedestrian Traffic 32 3. Bicycle Traffic and Parking 32 4. Shuttle Transportation Services 32 5. Personal Vehicle Transportation and Parking 33 6. Staff Transportation of Clients 33 7. Delivery of Shelter Goods and Community Donations 33 N. FINANCIAL POLICIES 34 1. Financial Requests from Clients 34 2. Client Possessions and Funds 34 3. Annual Outside Audit 34 4. Financial Reports Review 34 ii 0. LEGAL POLICIES 35 1. Policy for Compliance with Local Laws 35 2. Policy for Compliance with Labor Laws 35 P. NON-DISCRIMINATION POLICIES 35 1. Policy for Compliance with Americans with Disabilities Act 35 2. Gender-Specific Programming Policy 35 3. Sexual Harassment Policy 36 4. Policy Regarding Sex Offenders 36 Q. CONFIDENTIALITY POLICIES 36 1. Personal Confidentiality 36 2. Database Confidentiality Policies 38 3. Exceptions to the Confidentiality Policy 38 4. Grievance Policies 38 5. Receiving and Posting 47 6. Termination Appeal 40 7. Whistleblower Policy 42 SECTION III.STAFFING AND MANAGEMENT PLAN 42 A. STAFF POLICIES 42 1. Hiring Policy 49 2. Screening Procedure 42 3. Acceptance Procedure 42 4. Staffing Policies for Safe Humane Environment 43 B. POLICIES FOR STAFF TRAINING 44 1. Emergency Procedures-Evacuation,First Aid,and CPR,911 Reporting 44 2. Safety Conduct-Prevention of Abuse,Crisis Intervention,Conflict Resolution 45 3. Appropriate Behavior for Dignity and Respect 45 4. Communication 45 5. Resources and Referrals 45 6. Mental Health and Addiction Skills 45 7. Self-Care 46 8. Annual Staff Evaluation and Training Plan 46 9. Documentation of Staff Training 46 C. VOLUNTEER POLICIES 46 1. Selection,Screening,and Background Checks 46 2. Orientation and Training 46 3. Volunteer Code of Ethics 47 4. Identifiable Lines of Authority 48 5. Descriptions of Volunteer Tasks 48 SECTION IV.OPERATING BUDGET 49 A. ANNUAL OPERATIONS BUDGET 49 B. FUND DEVELOPMENT STRATEGIES 50 iii SECTION V.ATTACHMENTS 51 A. JOB DESCRIPTIONS 51 Regional Director of Emergency Services Job Description 51 Program Manager-Huntington Beach Navigation Center 53 Site Leader-Huntington Beach Navigation Center 55 Lead Housing Navigator 56 Housing Navigator-Huntington Beach Navigation Center 57 Logistics Coordinator-Huntington Beach Navigation Center 58 Overnight Logistics Coordinator-Huntington Beach Navigation Center 59 B. SHELTER CLIENT RULES 60 C. VOLUNTEER POLICIES 64 iv SECTION I. PURPOSE & INTRODUCTION The purpose of the Management, Operations and Public Safety Plan ("Plan") is to advise the City of Huntington Beach on a best practice model for operation of a Year Round Emergency Shelter. The Plan may also be used to promote open communication between community stakeholders to help facilitate the adoption of additional Year Round Shelters, Multi-Service Centers, and Navigation Centers. Establishing a Year-Round Emergency Shelter Program (s) and Multi-Service Center(s)will meet critical needs amongst some of the most vulnerable people in our neighborhoods, while also addressing a pressing social issue that is deeply impacting local businesses and communities. The Plan identifies emergency shelter services for homeless persons and best practices to maintain a safe and healthy environment for its clients and the community at large. The overall purpose of the program is to connect homeless persons to permanent housing opportunities and resources to maintain housing stability and self-sufficiency. Goals and guidelines of the Plan align to National Standards of The HEARTH Act (2009). Section II. SHELTER ADMINSTATION A. PROGRAM DESCRIPTION 1. Population Served Year-Round Emergency Shelter Program and Navigation Services The Huntington Beach Navigation Center serves 174 shelter clients (103 beds for men, 55 beds for women, 12 beds for couples and 4 beds for non-binary) while providing access to a range of programs and supportive services. To ensure that the shelter will meet the needs of the community in serving chronic and vulnerable homeless people, clients are admitted with minimal, "low-threshold" requirements so that chronic and vulnerable homeless people can easily enter and remain in shelter until they can find permanent housing. Those accessing Huntington Beach Navigation Center include homeless adults with a strong, verifiable, tie to Huntington Beach only. A strong tie to Huntington Beach means they have lived, worked, or attended school in the City, or are known by PD or contracted Outreach Agencies as a homeless person in the City. Each new client is screened for sex offender and active felony warrant status before admission (screening takes place prior to the arrival at the facility as part of the bed reservation system), as detailed in the "Admission Criteria and Procedures." All clients have access to and are encouraged to participate in all services provided. Every client is assigned a Housing Navigator at the time of intake, who will work with them to create a housing plan. All clients are required to work this housing plan as part of their enrollment with Huntington Beach Navigation Center, and they are notified of this prior to their enrollment with the program. 1 Access to the shelter is limited to clients that are currently enrolled with Huntington Beach Navigation Center, and because the Multi-Service Center is fully integrated within the shelter services provided, on-site services are strictly for currently enrolled clients only 2. Program Description Huntington Beach Navigation Center is designed to provide safe shelter, basic needs, and access to support to move individuals out of homelessness and into permanent housing opportunities. Access to safe shelter Huntington Beach Navigation Center accommodates overnight sleeping for 174 individuals per evening. Access to Huntington Beach Navigation Center is provided 24 hours a day, seven days/week, 365 days a year. In order to decrease the impact to the surrounding neighborhood, access to bed availability is handled through a reservation system. Walk-ins will not be permitted. Length of Stay There is no set minimum and the maximum length of stay is 90 consecutive days. Clients at Huntington Beach Navigation Center may stay enrolled with the program past the 90 days if they remain good neighbors and dedicated to working their personalized Housing Plan. This extended stay may be granted through an Extension Request process that is overseen by each client's Housing Navigator and Program Management team. The client must complete a Request for Extension Application which, if granted, may extend their stay for an additional 90 days. Each client is assigned a Housing Navigator supporting their progress toward Housing Stabilization. The program is designed to provide this support until a housing option becomes available. However, at any time a client may be exited from the shelter for safety or continual shelter violations as outlined in the"Exit and Readmission Policies". Additionally, if a client exceeds 90 days, intensified housing location and exit plan strategies will be implemented. Consistent with national best practices and trends, the goal for length of stay should be 30 days or less. The Operator maintains a report that accounts for clients with lengths of stay exceeding 90 days and reasons why with accountability to Advisory Committees. Sleeping Areas Bed types consist of single beds. Each client is assigned a bed and bedding for the length of their stay. Every client is made aware upon intake that they may need to switch beds as the need requires it. Transgendered clients may be assigned to beds in whichever dorm is appropriate to the gender with which they identify. The available bed breakdown is: There is a men's dorm, a women's dorm, a couple's dorm and non-binary dorm. No male clients are allowed in the women's dorm without specific permission and close guidance from staff. The same is true of female clients in the men's dorm. Meals Breakfast, lunch, dinner and snacks are provided for all clients in the central dining area, referred to as"The Commons". Meals are cooked off-site by a third party vendor and brought on-site and 2 served. The Shelter Operator coordinates with a licensed food vendor to provide meals from within the kitchen. Hygiene Facilities Hygiene facilities are provided on-site including toilets, showers and laundry facilities. Clients are encouraged to utilize these facilities as daily resources to them. Toiletries are provided by the Shelter Operator to clients as needed, and there is one All-Gender restroom available for those who need. Clients of the program are required to shower and turn in their laundry for cleaning on a regular basis, as outlined in the Health and Safety Policies. Transportation Non-referred persons ("walk-ups") are prohibited from receiving shelter access. New and returning clients receive direct transportation to and from the shelter daily, and those with street- legal personal motor vehicles are permitted to use their vehicles and park them on site if parking is available or off-site in a public lot at the owner's own risk. Dates and times for daily pick-ups are outlined in the"Transportation Policies." Huntington Beach Navigation Center will use designated locations that provide ample geographic range for those seeking shelter services in the city of Huntington Beach and serves to minimize community impact and safety considerations. Each chosen location has been selected in coordination with service providers, public safety, and City input. The Operator does not drop-off/pick-up other than at agreed upon locations, unless for medical emergencies, or with specific permission and guidance from management and community partners for special events/occasions. Guests will be provided with an emergency contact number for notifying the shelter of transportation issues or change of plans. 3 Contact numbers Contact Numbers for the Huntington Beach Navigation Center Call Center 714-836-7188 x257 Front Desk 714-836-7188 x252 Site Lead Desk 714-836-7188 x201 Site Lead Cell Phone 714-389-8841 Manager 714-836-7188 x204 Security The Shelter Operator follows policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. The security plan includes a multi-faceted approach involving screening for sex offenders, convicted arsonists, and individuals with open felony warrants, secured and separate entrances and exits, security searches, confiscation of harmful contraband, trained security personnel providing around-the- clock indoor and outdoor coverage, security and smoke alarms, cameras, and lighting. Other program elements which support security efforts include no walk ups and no loitering policies. Storage All clients have access to indoor and rolling personal storage space. Each client is assigned a personal storage bin for personal valuables and is permitted to keep a limited amount of personal effects at their bedside in provided storage containers. One rolling outdoor storage bin is also available to each client. Additionally, clients may store temperature-sensitive medication in a locked refrigerator accessible only by program staff. Housing Navigation Services Upon entering the shelter, each client is assigned a Housing Navigator. The primary function of the Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30- day timeframe. Additionally, the Housing Navigator provides resources and support to the client during their stay, including encouraging them to access any and all services provided on-site. The Housing Navigator ensures that all clients who agree to be entered into the Coordinated Entry System are entered into the Coordinated Entry System, as the first line of housing engagement. Together, each Housing Navigator and client completes a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in the Housing Plan. 4 Daytime Program Activities As a 24-hour Year-Round Emergency Shelter Program, the Shelter Operator encourages all clients to stay on-site during the day and to take advantage of the on-site services provided to them during the daytime. Daytime program activities include but are not limited to, the following: • Full access to any and all on-site service providers; • Life skills classes and workshops; • Indoor and outdoor recreational activities (ex: exercise classes; ping pong, library time, space permitting) 3. Services Provided Huntington Beach Navigation Center incorporates a combination of basic needs services as well as supportive services aimed at creating pathways into housing. The following baseline services are provided: 1. Intake/Assessment/Housing Navigation 2. Crisis Evaluation/Mental Health Evaluation Services 3. On-site Centralized Intake 4. Domestic Violence Referrals 5. Shelter Beds 6. Health Clinic 7. Transportation Services and Assistance 8. Computers and Email access 9. Security 10. Meals and Food 11. Homeless Prevention and Diversion Assistance 12. Drug and Alcohol Treatment Referrals 13. Crisis Evaluation Referrals 14. 211 referrals 15. Employment and Job Placement Resources 16. 16. Mental Health Treatment(on or off site) 17. Laundry 18. Client Storage In addition to the baseline services, the following services were also considered in the design and implementation of Huntington Beach Navigation Center: 1. Respite facilities (a space for clients to get away from the noise of shelter life) 2. Recreational Activities 3. Dog Walk Area and Pet Services 4. Clothing Donation and Distribution 5. Electronic Charging Stations 5 4. Coordinated Entry System Integration Huntington Beach Navigation Center serves as a designated "Entry Point" of the Coordinated Entry System. The Shelter Operator's staffing plan includes designated staff to conduct Diversion screening and prevent those with other resources from entering the homeless shelter system. Additionally, the staff is trained to complete on-site VI-SPDAT assessments. Housing Navigators assist Huntington Beach Navigation Center clients obtain the vital documents necessary to move forward in their housing connection process, once matched to permanent housing opportunities by the Coordinated Entry Module. 5. Target Goals/Expected Outcomes The target goals and expected outcomes for Huntington Beach Navigation Center adhere to guidelines and expectations set forth by the U.S. Department of Housing and Urban Development's HEARTH Act. Huntington Beach Navigation Center is not regarded as a singular program, as it provides support to Orange County's Central SPA helping to move the system towards higher a level of system performance, a reduction in the number of persons who experience homelessness in our community and an increase in access to housing opportunities for chronically homeless individuals utilizing Year Round Emergency Shelter Program services. Indicators for measuring effective system performance include the following key considerations: a. Reduction in First Time Homeless Are fewer people experiencing homelessness for the first-time?Are only persons who have no safe, appropriate housing option being admitted to shelter? b. Overall Reduction in Number of Persons Who Experience Homelessness Are overall rates of homelessness declining? Is street homelessness declining? Is chronic homelessness declining? c. Reduction in the Length of Time Homeless Do people stay homeless for shorter periods of time?A reasonably short length of time homeless indicates system and program success in rapidly re-housing persons who are homeless. It can also indicate efficiency related to turnover of beds which is essential to meet system demand for Year Round Emergency Shelter Program. d. Successful Resolution of Housing/Homeless Crisis Do people resolve their housing/homeless crisis successfully by maintaining/obtaining permanent housing?Are people successfully connected to community-based supports? e. Reduction in Recidivism (subsequent return to homelessness) Are repeat occurrences of homelessness avoided or declining? 6 MERCY HOUSE WILL REPORT ON THE FOLLOWING MEASURES 200 unduplicated individuals will receive shelter and services and at least Activity#1 16,425 bed nights will be provided annually. 90%of households will complete an assessment during their shelter stay. Activity#2 25%of program participants who exit to housing destinations will do so Activity#3 within 45 days. 25%of shelter program participants will exit to permanent housing Activity#4 destinations. 25%of shelter program participants will exit to temporary housing Activity#5 destinations. BENEFICIARY ACCOMPLISHMENT DETAILS (HUNTINGTON BEACH HOUSEHOLDS ONLY) Total number of unduplicated individuals served this quarter: Total number of unduplicated individuals served year-to-date: Total number of unduplicated individuals served,year-to-date who have received VI-SPDAT Assessment during their shelter stay: Total number of unduplicated individuals served year-to-date who have received a Permanent Supportive Housing(PSH)Voucher through the Coordinated Entry System: Total number of unduplicated individuals served year-to-date who have received a Rapid Re-Housing(RRH)Voucher through the Coordinated Entry System: Total number of shelter bed nights provided year-to-date: 7 6. Program Layout Huntington Beach Navigation Center is located at 17631 Cameron Lane in Huntington Beach, CA 92647. The program's current space layout is as follows: ➢ Dormitory: • Men's Dorm: 103 beds • Women's Dorm: 55 beds • Couple's Dorm: 12 beds • Non-Binary Dorm: 4 Beds ➢ Dining/Food Service/Commons Area with Indoor and outdoor seating ➢ Site Administration and Operations Offices ➢ Intake and Service Desk ➢ Restroom and Shower Trailers ➢ Laundry Facilities ➢ Outdoor Facilities/Areas • Outdoor Common Area • Bike Rack Area • Dog Run • Limited vehicle parking for program participants B. ADMISSION CRITERIA AND PROCEDURES 1. Client Program Expectations Prospective clients must be able to perform all aspects of their care and ADLs (Activities of Daily Living, including but not limited to: feeding, showering, toileting, transferring, dressing), follow all Huntington Beach Navigation Center program expectations, and maintain appropriate behavior with consideration for all other clients of the shelter. All clients must review, initial and sign a copy of the"Expectations" document prior to enrollment(Attachments B and C). At intake, staff assists any and all clients who may have difficulty understanding or reviewing these expectations, and they are available to client at any time. 2. Identification Requirements A form of official identification is required to verify identity; however, clients are not denied access to shelter services without one. In the event they do not have official identification, Housing Navigators assist clients in obtaining California ID, and can provide each client with a no-cost ID voucher. Additionally, all clients receive a shelter-specific identification card upon entering the shelter that will be used for readmission during the duration of their stay. Shelter ID components include a photograph, intake date, date of birth, name and HMIS identifying information. 8 3. Screening Requirements No person validated on the sex offender registry (Megan's Law)will be allowed to access the shelter property (screening will take place prior to the arrival at the facility as part of the bed reservation system). Additionally, no person with an open felony warrant or convicted of arson will be allowed to access the shelter property. The Shelter Operator works cooperatively with the local police department and utilizes the Orange County Sheriffs Department's public"Warrant Check"database to screen clients for any open warrants. Staff also utilizes the National Sex Offender Public Website to screen for sex offenses across the country. 4. Bed Reservation System To minimize neighborhood impact, all clients seeking to access Huntington Beach Navigation Center and services must do so through a designated Intake and Bed Reservation System. The Huntington Beach Navigation Center Call Center will be staffed to schedule intakes Monday thru Friday, 9:00 AM—3:00 PM (excluding major holidays). New prospective clients may contact one of the agencies currently authorized as a point of entry into Huntington Beach Navigation Center. After the referral agency representative discusses the program with the prospective client, the representative must check bed availability on the Bed Reservation System and verify that the client meets the minimum eligibility requirements including the background check. If the Bed Reservation System indicates that an appropriate bed is available for the client, the representative from the referring agency arranges transportation for the client to the Huntington Beach Navigation Center during the timeframe indicated by the Call Center/Intake Specialist to complete the intake process. Clients will be screened for diversion and/or homeless prevention services, utilizing the Coordinated Entry System's Diversion and Homeless Prevention Questionnaire. If they have an alternate, habitable location where they may stay, they will be diverted from occupying a shelter bed until their resources have been exhausted. Clients meeting eligibility requirements and background check clearance are assigned a bed reservation number(pending bed availability) and given instructions on transportation options and a designated arrival time to complete the intake process. In the event a client who has already enrolled with Huntington Beach Navigation Center has exited/been exited and is seeking reenrollment, they will be directed to contact the Call Center personally, so program staff may determine eligibility status. Returning clients are not required to reenroll through a referral partner, though they may take that route if desired. The Shelter Operator provides on-site staff to track daily bed inventory and communicate daily bed vacancies with service providers through the Daily New Guest Roster. Additionally, 15 beds are designated (10%)to prioritize referrals from local police and/or for emergency or other qualified special situations. 9 5. New Clients All new clients are screened using the phone intake system and provided a Referral Form which acts as a reservation confirmation, as well as a shuttle pick up time and location. Screened and approved clients may also arrive via their own vehicle or dropped off by a third party during their assigned reservation slot. Beds are assigned based on availability and eligibility results. New clients are instructed to arrive at the designated shuttle pick up location or at the shelter through coordinated transportation, by 9:00 PM each night. Those who do not arrive before 9:00 PM without communicating previous arrangements will forfeit their bed for the night. A security guard is assigned to each evening shuttle, and the shuttle driver is provided a nightly manifest which includes all clients who are expected at pickup, including all new clients that are expected. The shuttle will transport clients directly to Huntington Beach Navigation Center. Clients are strictly prohibited from loitering in the neighborhood surrounding Huntington Beach Navigation Center or causing any disruption at any of the shuttle pick up locations at any time. This is part of the Operator's Good Neighbor Policy, which is strictly enforced. Failure to meet these expectations or severe violations of any other program policies could result in termination of the client's enrollment. The operator conducts random daily checks of a '/z mile radius in the form of outreach to enforce shelter expectations and avoid loitering and homeless congregations. Upon arrival, clients must complete a basic wellness screening, security screening process and work with an Intake Coordinator to be informed of the program expectations of Huntington Beach Navigation Center, and complete necessary intake paperwork. As part of the Health and Safety guidelines, new clients must also shower on their first night in the shelter, and submit all clothing or additional bedding to be washed. 10 6. Day Leave and Returning Clients At least two morning shuttles are available to clients who have a desire to leave the facility during the day for employment or personal appointments. No walk outs are permitted and departures by shuttle will occur at predetermined stops and for confirmed special appointments only. Guests may use their own vehicles or arrange other transportation off premises during the proscribed arrival and departure hours of 6 am, 8:30 am,4 pm, and 7:00 pm. Guests will return to the shelter no later than 9 pm. Three predetermined pick-up/drop-off locations have been established for guests. They are bus stops at PCH and Beach Blvd, the bus depot at Center Ave. and Gothard St., and Warner Ave. and PCH. At least two evening shuttles are also available to pick up any clients who have left and are returning for the night. Clients are allowed one leave, and one entry per day. All clients must return to Huntington Beach Navigation Center before a 9:00 PM curfew (unless authorized by management for late entry on the basis of school, employment, etc.). Clients who leave the program during the day must sign out with staff on a form which logs their destination, and the time they are requesting to be picked up. This information is gathered and collated into a nightly"manifest'which is used by the shuttle drivers to guide their evening routes. Clients arriving later than 9:00 PM for special unexpected circumstances (such as or discharge from the hospital) must communicate their anticipated arrival time with their Housing Navigator or Site Leader and receive approval for a late entry to be excused. Failure to communicate this could result in an Action Plan which could potentially result in termination, as subject to the "Readmission Policy" protocols. All guests will be informed during intake of how to make contact with staff for this purpose. Clients who are unable to meet the two evening shuttles must arrange alternate transportation to the shelter site, no later pickups will be provided. COVID Pandemic or other public health policies which differ from the foregoing may apply. 11 7. Hours of Operation Huntington Beach Navigation Center is open 24 hours, 365 days per year. These hours of operation will be in effect seven days per week, every week regardless of holidays or weather. Service Providers may schedule on-site services to occur at almost any time, and the service schedule is different each day. Below is a Programing Schedule that is in effect on most days for general shelter activities: 5:00 AM—8:00 AM Breakfast served 6:00 AM—10:00 AM First and second wave of morning shuffle drop-offs 10:00 AM—12:00 PM Dorms are closed(Monday-Friday) 11:00 AM—1:00 PM Lunch served 3:00 PM—4:00 PM Snack served 4:00 PM First wave of evening shuttle pick-ups 6:00 PM—9:00 PM Dinner served 7:00 PM Second(final) wave of evening shuttle pick-ups 9:00 PM Curfew 10:00 PM Lights Out in Sleeping Area C. OVERFLOW MANAGEMENT 1. Coordinated Service Delivery Plan There are times that the need for shelter beds outweighs the capacity of the 174 bed Huntington Beach Navigation Center Program, Therefore, a Coordinated Service Delivery Plan is implemented as needed, which includes coordination of the following diversion and redirection strategies: a. Homeless Diversion The Shelter Operator includes homeless diversion screening at the point of intake to ensure that those with alternative resources will not be accessing the homeless system. If clients identify at intake that they have a viable housing alternative to the shelter, The Operator can provide resources to connect the client to that alternative. The Shelter Operator utilizes all available resources to offer successful diversion assistance and, if they cannot provide the assistance themselves, call on other agencies within the Continuum of Care. 12 b. Coordination with Family Shelter Programs As a frontline strategy, the Shelter Operator works with family shelters and other agencies to redirect any families who may arrive seeking shelter at Huntington Beach Navigation Center. C. Coordination with Transitional and Bridge Housing providers The Shelter Operator works with other service providers to utilize Transitional and/or Bridge Housing vacancies when available. This form of housing can be utilized by returning clients who have been matched with a housing opportunity and will soon move into permanent housing. This strategy will increase the Program's bed turnover rate as clients are successfully matched to alternate housing opportunities. d. Coordination with other Year Round Emergency Shelter Program providers As more year round shelters come online, the Shelter Operator will partner with other providers and programs to redirect overflow to any additional shelter beds that may be available in the county. 2. Overflow Policies The Bed Reservation System is designed to prevent and minimize overflow and capacity issues for the shelter. A daily bed utilization count ensures that the 174-bed capacity will be fulfilled each evening, as need for beds persist. In the event of a community-wide natural disaster or in extreme weather situations deemed so by state, county, or city authority, the shelter will maintain its"no walk-up" policy. However, the following option could be utilized by the Operator: • Utilize alternative locations (churches)for additional beds that may accommodate homeless without a bed reservation during inclement weather or disaster. (Note that this option has budget implications/'funding considerations for local government agencies.) D. EXIT AND RE-ADMISSION 1. Exit and Readmission Policies Clients are considered to have exited the program when they voluntarily leave or are exited from the shelter for safety or continual shelter violations, or find alternate housing. Some common reasons for a client being exited from the program could include, but are not limited to: bed abandonment, using drugs on the shelter site, or involvement in a violent conflict. When a client exits of their own volition or is exited for shelter violations, the client may contact the Call Center to screen for readmission eligibility after the time designated by staff(on average after 30 days). 13 Each client's actual length of exit will depend on the severity of the infraction or safety violations. The Shelter Operator is balanced in their approach to program exits and readmission policies as it pertains to violations of the program expectations. The expectations include considerations for maintaining a safe and effective facility, safety for clients, volunteers, staff and the surrounding neighborhood. As written, they demonstrate compassion toward both homeless individuals who face increasingly vulnerable situations if forced to exit from a shelter situation to places not suitable for human habitation, as well as the community in which the program operates. Violations of these expectations are documented and tallied by use of a notice called an Action Plan. The intent of the action plan is to discuss with the violation with the guest to ensure they fully understand the expectation and why their behavior was a violation. Additionally, the guest has the opportunity to create a plan to avoid further violations. For most infractions of the program expectations, staff utilizes verbal warnings and Action Plans. After five(or three of the same)Action Plans a guest may be asked to leave. Severe infractions include open alcohol or use of drugs on a shuttle or in the Navigation Center, violent attacks/fights, possession of weapons, etc. The Shelter Operator maintains a zero tolerance policy towards violence, sexual misconduct, other criminal activity, and drugs and medications used or possessed beyond the scope permitted in the program's Health Policies. These behaviors, when substantiated, may be grounds for immediate enrollment termination upon a first offense and a minimum of 30 days out-of-program prior to readmission eligibility, for an egregious health and safety violation a client may be indefinitely exited from the program. Clients who use the facility, programs, and services in violation of a specific rule are obliged to adhere to those consequences. Depending on the circumstances, the consequences of these actions may also be subject to intervention by law enforcement, and if necessary, prosecution up to the limit of the law. 2. Exit Procedures When a client is asked to exit due to repeated violations of the program expectations, violence, or criminal activity, security escorts the person out of the building and staff offers transportation to one of the approved drop-off locations out of the surrounding area. In the event that an exited person refuses transportation off-site, they are advised once again of the Good Neighbor Policy and reminded that any incidents in the surrounding area may affect their ability to reenroll. Staff and security closely monitor any clients who leave by foot or bicycle until they are out of the immediate surrounding area. 14 E. HOUSING NAVIGATION SERVICES POLICY Upon entering the shelter, each client is assigned a Housing Navigator. The primary function of the Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30- day timeframe. Additionally, the Housing Navigator provides resources and support to the client during their stay, including encouraging them to access any and all services provided on-site. The Housing Navigator ensures that all clients who agree and do not have other housing opportunities are entered into the Coordinated Entry System, within 7 days of acceptance into the HBNC for a potential housing intervention opportunity. Together, each Housing Navigator works with the client to complete a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in the Housing Plan. Housing Navigators assist clients obtain the necessary documentation to move forward in their housing connection process, once matched to permanent housing opportunities by Coordinated Entry. Additionally, Housing Navigators will work with clients to provide referrals to on-site services as well as any community referrals that may be helpful necessary. 1. Documentation of Housing Navigation Services and Data Security Policies The Housing Navigators keep case notes in both hard copy paper files and in the HMIS database to track every client's progress and participation in Huntington Beach Navigation Center. These files are also used to track the resources and referrals given, support rendered, and any Action Plans the client may accrue. Outcomes are recorded at exit and throughout participation in the program. Paper files are stored in a secure locked location, only accessible by necessary staff. The Shelter Operator uses HMIS as its primary database and ensures that every client completes and signs an OC HMIS Client Consent Form upon entry into the program. Any client who refuses consent is entered into HMIS with a simple identifier only. A Data Specialist works with the Housing Navigators to ensure optimum collection of all HUD Data standards as required by the HMIS system. The Shelter Operator has a policy restricting computer access records and client information to authorized staff. All staff computers, database and HMIS access requires passwords by authorized users. Disclosure of client information to other social service agencies may be permitted only with the client's written consent, in the form of a Release/Authorization of Information. Disclosure of records relating to clients may be released without client consent in certain circumstances as required by law. 15 F. DAYTIME PROGRAM POLICIES Clients enrolled at Huntington Beach Navigation Center may, but are not required to, leave the facility during the day. However, the Shelter Operator encourages all clients to stay on-site during the day and to take advantage of the on-site services and amenities provided to them during the daytime. Access to the dorms is limited during the day to allow staff/security to clean and secure the dorms without client traffic to this end Dorms will be closed each day on a rotating schedule. At least two morning shuttles are available to clients who have a desire to leave the facility during the day for employment or personal appointments. At least two evening shuttles are also available to pick up any clients who have left and are returning for the night. Clients are allowed one leave, and one entry per day, unless allowed otherwise by the Management or Navigation Team. If not utilizing the shuttle services, clients are encouraged to stay at the facility. Clients have access to any daytime services offered through the Huntington Beach Navigation Center partner organizations and are also able to meet with their assigned Housing Navigator on a weekly basis. They also have access to activities provided by shelter staff and volunteer organizations. Clients are welcome to enjoy the Commons Hall, Computer Lab, and designated outdoor spaces. G. LAUNDRY DAYS Each client will be assigned a laundry day. On that day clients will bag their laundry and linens to be laundered by Mercy House staff. This ensures every client access to laundry service for their personal clothing, as well as a regular supply of clean linens. H. GOOD NEIGHBOR POLICY-COMMUNITY COORDINATION AND COMMUNICATION 1. COMMUNICATION AND COORDINATION WITH NEIGHBORHOOD, BUSINESSES AND PUBLIC The Shelter Operator is committed to communication with neighbors on an ongoing basis. As part of this commitment, the Shelter Operator has helped facilitate a number of Community Forums, prior to opening, and can facilitate additional forums if needed. These Community Forums have provided opportunities to answer any questions members of the surrounding community might have on the operation of Huntington Beach Navigation Center. A public inquiry phone number and contact information will be posted. Community stakeholders may call this number for information about the site or to have any questions answered. The phone number exists as a resource for community members and will remain connected as long as the Program is open and operational. Any community complaints and/or inquiries about Huntington Beach Navigation Center are recorded and forwarded to the appropriate staff for prompt(60 minutes) investigation. The Shelter Operator is fully committed to an appropriate customer service response and considers the resolution of community complaints a high priority. The Shelter Operator also maintains a website which includes important information for community stakeholders and clients alike. The website includes a"Frequently Asked Questions" section which helps to provide instant answers to community concerns. Additionally, the website includes a digital copy of the Shelter Operator's full "Good Neighbor Policy"and "Management and Operational Plan"to be made accessible to the public. 16 Limited tours of the facility may be available on specific days by scheduling an appointment with the Operator and City. This is generally limited to prospective volunteers, service providers, community groups who will be completing a task, etc. The Shelter Operator has program brochures available on-site and is able to disseminate these resources to groups throughout the community. Information on the brochures highlights the various services at the facility as well as criteria for admission and eligibility. Volunteer, in-kind and donation opportunities are also listed for those who wish to support the program. The Shelter Operator follows a specific set of media guidelines and has an appointed Public Relations team to handle all media requests. The Public Relations team is charged with ensuring that the public is regularly updated on the progress and successes of the shelter program through various local media outlets. 2. Communication and Coordination with Local Police and Fire Departments The Shelter Operator is committed to communicating and working collaboratively with local police and fire departments through all stages of program implementation -from facility design to program execution. The intention of the Shelter Operator is to act as self-sufficiently as possible and minimize the shelter's impact on the local police and fire departments. This includes ensuring that staff and security are trained to properly manage and respond to an extensive array of difficult situations that may occur at shelter. The Shelter Operator and site provides an array of services and support that are beneficial to local police and fire departments. These services include, but will not be limited, to: • Staff and Security Officers stationed on-site 24 hours (and on-board the shuttle in evening hours); • Designated beds reserved each night for law enforcement referrals (including percentage set-aside for the host city); • An Outreach Team will monitor surrounding area to control issues of loitering, abandoned property, and other blight; • Training opportunities on mental illness, homeless sensitivity or other topics of interest to supplement existing department trainings; • Direct referral access to the Coordinated Entry system to assist local law enforcement officers connect homeless individuals with housing opportunities; • Statistical reports on number of clients served, length of stay and/or demographic information. Additionally, the Operator meets with local law enforcement from the host city and surrounding police departments whenever needed. Law enforcement is able to bring forward operator non- performance directly to the City. 17 3. Communication and Coordination with City, County, and Service Providers Operation of Huntington Beach Navigation Center is for the public good and to move the homeless Continuum of Care system, as a whole, forward. As such, successful implementation of Huntington Beach Navigation Center requires the partnership of various stakeholders including the City, County and other Service Providers. The Shelter Operator is committed to working cooperatively with numerous other service providers, community, and government organizations to serve the needs of the homeless population. In order to effectively manage and operate a robust Navigation Center that provides an array of services for the shelter clients, the Shelter Operator demonstrates collaboration and willingness to engage other service providers. Additionally, the Shelter Provider is responsive to and provides support to the City Manager or designee, in relation to the outcomes and operation of the program. 4. Policies for Community Involvement The Shelter Operator is committed to active participation in city and county-wide community events. To the extent reasonable and feasible, representatives of the Shelter Operator attend meetings of the local Neighborhood Associations and local Chamber of Commerce when invited and communicates with neighborhood and business participants as needed. 5. Policies for Neighborhood Outreach Patrol A staff-led Neighborhood Outreach Patrol assembles several times a week to monitor a 1/2-mile radius around the shelter perimeter. The role of this Outreach is to monitor, promote cleanliness, engage with neighbors, and enhance safety and community in the immediate vicinity. Additionally, this Patrol provides intervention for issues of loitering, unauthorized parking of client vehicles in the neighborhood, abandoned property, shopping carts and other blight. A log is kept of the weekly Outreach patrols. The following actions are completed by the Neighborhood Outreach Patrol: • All litter and trash items related to the Program are removed from the area and properly disposed; • Any currently enrolled Clients found loitering in the area are issued a warning.Violations of this rule may cause a client to be exited from the facility; • Unauthorized parking of client vehicles in the neighborhood are subject to towing; • Shelter Operator will contact city-designated shopping cart retrieval program to collect all shopping carts found that do not contain items of personal property; • Shelter Operator utilizes city-designated maintenance apps on mobile devices for removing personal property found in surrounding area and tracks calls made for services; • If, during a patrol, a situation comes up that requires additional assistance that exceeds that of Mercy House,the designated City representative should be notified. • Mercy House staff should speak to any citizens who approach the HBNC with any issues or questions pertaining to operations that might be affecting the neighborhood. This will allow Mercy House to take proactive steps in resolving neighborhood issues. 18 I. SAFETY POLICIES 1. Facility Maintenance The Shelter Operator keeps a schedule for regular facility maintenance and cleaning. The Program contracts with a janitorial service to provide daily cleaning services for all areas utilized by clients and weekly for office space and the Multi-Service Center areas. In addition, Program Staff also personally maintains a round-the-clock cleaning schedule which addresses each area of the facility. Shelter Staff attends to regular minor maintenance duties and repairs. Major repairs are reported to the Program Manager and depending on the work needed may be sent out to an approved list of vendors for bids, approval, and completion. Maintenance and cleaning forms are used to track completion of each task and submitted to management on a daily basis. The Shelter Operator is responsible for staff training and performance in these duties. The outside grounds are incorporated into the maintenance schedule and rotation including cleaning of parking lot, watering of plants, maintenance and cleaning of sidewalks and patio areas, and checking of outside lights and furnishings. Graffiti is reported to Program Manager for removal within 24 hours. The Shelter Operator is committed to maintaining a pest free environment throughout the premises. As such, no open food or drink is allowed in the dorms and sleeping areas, with the exception of water. Trash bags are emptied throughout the day in all areas as they become full. Inspection of client spaces and lockers are conducted for any items that would attract pests. All staff receives appropriate training for the identification of common pests as well as prevention and control measures. A Pest Control company is contracted by the Shelter Operator and comes regularly to spray for bugs, check for infestation of pests, and performs other pest prevention or extermination treatments that might be seen on their visits or reported by staff. Once outfitted, the shelter operator will perform inspections and basic maintenance of the wall- mounted automatic external defibrillator(AED) and report deficiencies and needs to the fire department. Shelter staff will participate with training to be provided by the fire department on the use and maintenance of the AED. Narcan kits are also available for staff to administer in case of drug overdose. Shelter staff will be trained in the use and maintenance of the above mentioned tools. 2. Fire and Earthquake Safety Evacuation Plan for Ambulatory and Non-Ambulatory Residents All shelter staff are trained in protecting the safety of everyone in the facility. Staff respond quickly and safely when an emergency, incident, or natural disaster occurs. Evacuation Routes and Exits are posted in each major area of facility. An evacuation point outside has been designated to the rear of the building, near the storage shed on the north-east corner of the property. In the event of an emergency, the present site lead during the emergency will notify all staff and clients to evacuate, call 911, and direct the evacuation itself. Staff will be assigned to oversee the evacuation of clients in each work area. Staff will check client areas, assign assistance to non- ambulatory and disabled persons, and lead clients to safety through the nearest safe evacuation 19 exit. Staff will assemble clients outside at designated evacuation point, read bed list for attendance and search for any missing clients as safety conditions allow. In case of fire these additional protocols will be completed: • The Program Manager or lead staff member will pull the nearest fire alarm if it is not already sounding; the contracted fire alarm company monitors the alarm and will initiate a fire department response immediately. • While evacuating clients, staff will attempt to close all door(s), if safe to do so, in order to reduce the spread of smoke and fire. • Before exiting a room, the Program Manager or lead staff member will touch back of hand to the door to determine if the door is cool to the touch. Then they will open the door a crack, smell for smoke, and if deemed safe, open the door and leave the building to the evacuation meeting point. • If the door is hot or has smoke entering the room around the door, it will not be opened and staff will lead clients to leave via the nearest safe exit. • Staff will locate and use appropriate fire extinguishers if trained and safe to do so. Staff will be trained of the use of fire extinguishers using the PASS acronym (Pull, Aim, Squeeze, Sweep). • When the Fire Department arrives, a staff person will speak to the officer in charge and give the officer a set of site keys. Staff will open perimeter fencing to allow for a quicker HBFD response. • Staff will contact the Program Manager or their proxy as soon as possible, if not on site. • Staff will report incident and procedure in Incident Report and staff shift notes as directed in shelter policy. If the weather is inclement and if the evacuation will not be short, staff will: • Contact the Program Manager to identify evacuation locations and disaster team if assistance is needed for client shelter, meals or services. • Contact other Homeless Providers for services as needed. For a false alarm or other short-term evacuation, staff will direct occupants back into the building once the Fire Department has determined it to be safe and authorized re-entry. 3. Fire Prevention Procedures Huntington Beach Navigation Center was approved by the Fire Department for all fire codes, sprinklers, alarms, and exits prior to service implementation. Emergency lighting has been installed both inside the facility and outside on the grounds for safety and in compliance with all codes. 20 No smoking is allowed inside or outside the building within 20 feet of doors. A smoking section is designated and a sign is posted in the enclosed patio area. 4. Fire Drills and Documentation Fire drills are conducted at least quarterly. Documentation of fire drills are kept for three years in Shelter Management Files. Add the evacuation drill requirements from the CFC. 403.10.1 Group R-1 occupancies. An approved fire safety and evacuation plan in accordance with Section 404 shall be prepared and maintained for Group R-I occupan- cies. Group R-1 occupancies shall comply with Sections 403.10.1.1 through 403.10.1.3. 403.10.1.1 Evacuation diagrams.A diagram depicting two evacuation routes shall be posted on or inunedi- ately adjacent to every required egress door from each hotel or motel sleeping unit. 403.10.1.2 Emergency duties. Upon discovery of a fire or suspected fire,hotel and motel employees shall perform the following duties: 1. Activate the fire alarm system,where provided. 2. Notify the public fire department. 3. Take other action as previously instructed. 5. Fire Inspections and Extinguishers The most recent annual fire inspection record/report shall be posted in a designated area of Huntington Beach Navigation Center facility and is included in the Shelter Management files. Fire extinguishers shall be located in a manner so that the travel distance does not exceed 75 feet. All extinguishers shall be mounted as shown in facility plans and in evacuation plan. Fire extinguishers shall be inspected monthly by Navigation Center Staff and serviced annually by a licensed contractor. 6. Earthquake Safety Earthquake drills are conducted quarterly by staff. The evacuation route and procedures are the same as for other hazards. A client tally and search will be conducted once the evacuation is conducted. In case of an actual earthquake that causes damage to facility or grounds, the Community Development Department will be called to inspect the facility as soon as safety permits. Clients will be evacuated from building and transported to other shelter as needed. J. SECURITY PLAN The Shelter Operator follows policies and procedures that promote the utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. 21 1. Eligibility Screening Each guest must be referred by a referring agency. No person validated on a sex offender registry (ex: Megan's Law) can access into Huntington Beach Navigation Center. Additionally, no person with an open felony warrant or convicted of arson will be allowed to access the shelter property. The Shelter Operator works cooperatively with local law enforcement to screen clients for open warrants. In addition, Program Staff utilizes https://www.nsopw.govi to screen for status on national sex offender registries. 2. Secured Entrances All clients are required to enter the shelter in a coordinated, peaceful fashion. All clients present identification upon entry. Clients without valid California identification cards are given supportive services to secure a valid identification card. Clients also receive a shelter- specific ID to use for admission into the shelter during the duration of their stay. All clients and their belongings are screened and checked by security personnel, utilizing security wands (metal detectors) and a visual inspection upon each entry to the facility. Any found prohibited items are seized and illegal contraband is destroyed. Prohibited Items include (but are not limited to): weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, alcoholic beverages, bio-hazardous items or environmentally harmful goods. A more extensive list of examples of Prohibited Items is clearly posted before and at the security checkpoint. If a large amount of narcotics, or a significant weapon (such as a firearm) is located, HBPD will be notified. Clients sign in upon entrance, and sign out upon exit from the building. 3. On-site Security Personnel The Shelter Operator provides a sufficient number of trained security guards to ensure the safety of clients and the surrounding neighborhood, 24 hours a day. Security is on-site at all times, and conducts security rounds as necessary, and at least once each hour. Security guards are stationed both inside and outside the shelter to ensure maximum coverage. Security guards are accessible and visible to clients, and survey facility for any potential concerns. Staff and security communicate with each other via portable electronic equipment (ex: 2-way radios). Security guards are contracted through a third-party vendor. Security guards carry handcuffs and the option of straight-stream gel pepper spray. The vendor ensures that all security staff are regularly trained and updated as needed. Security guards receive Homelessness Sensitivity Training through the Shelter Operator's resources. 22 If a personal search needs to be completed, it shall be done by a security guard of the same gender as the individual. 4. Staff Plan Mercy House staff will be on site operating the shelter including the following positions AM Logistics 1 5 AM-9 AM 7 Days AM Janitorial 9 AM-1 PM 7 Days AM Logistics 2 7 AM-11 AM 7 Days AM Logistics 3 7 AM-11 AM 7 Days AM Logistics 4 9 AM-1 PM 7 Days MID Logistics 11 AM-3 PM 7 Days Outreach 1 11 AM-2 PM 4 Days Outreach 2 11 AM-2 PM 4 Days PM Logistics 1 1 PM-5 PM 7 Days PM Logistics 2 4 PM-8 PM 7 Days PM Janitorial 3 PM-7 PM 7 Days PM Logistics 3 3 PM-9 PM 7 Days PM Logistics 4 4 PM -11 PM 7 Days PM Logistics 5 5 PM-11 PM 7 Days Overnight Logistics 1 11 PM-7 AM 7 Days Overnight Logistics 2 11 PM-7 AM 7 Days Overnight Logistics 3 11 PM-7 AM 7 Days AM Driver/Support 1 5:30 am-1 pm 7 Days AM Driver/Support 2 5:30 am-1 pm 7 Days PM Driver/Support 1 1:30 pm-9 pm 7 Days PM Driver/Support 2 1:30 pm-9 pm 7 Days Housing Navigator 1 9 AM-5 PM Monday—Friday Housing Navigator 2 1 PM-9 PM Monday—Friday Housing Navigator 3 9 AM-5 PM Wednesday-Sunday Housing Navigator 1 PM-9 PM Wednesday—Sunday Housing Navigator 5 9 AM-5 PM Monday-Friday 23 Call Center 10:00 am-2:00 pm Monday—Friday Data Entry 9 AM-5 PM Monday—Friday AM Site Leader 7:00 am-3:00 pm 7 Days PM Site Leader 3:00 pm-11:00 pm 7 Days Program Manager Varies(10-6pm typ.) Monday—Friday 5. Security GuardsTime Security 12am - 12pm 3 12pm - 8pm 4 8pm - 12am 3 6. Security Alarms and Cameras Huntington Beach Navigation Center is equipped with security cameras both inside and outside, door bells and portable communication device worn by staff. Staff also has access to panic buttons which can silently summon police to the facility during emergency situations. Site Leads and Security Officers can monitor footage via web-based security servers, on computers at the security desk and administrative office areas. Surveillance footage will be provided to the City or police department upon request, in conjunction with a criminal investigation. 7. Security Lighting Security lighting is used both inside and outside the facility to highlight the entrances and parking lot. A security officer is available to escort any person to the parking lot or street- side parking after sunset. 8. Loitering Policy Clients are not allowed to loiter in the surrounding neighborhood. Subsequent violations of this rule result in warnings which may lead to the client's program enrollment being terminated. The Shelter Operator's Good Neighbor Policy includes random checks of the surrounding area to prevent and control loitering issues. 24 9. De-escalating Conflicts All employees receive training in communication techniques that are known to be helpful or effective in de-escalating confrontations. 10. Entrance and Exit Procedure All clients enter and exit through one main entrance and security checkpoint. The entrance is equipped with security cameras inside and outside the facility. Each area of the building is locked when not in use, and the site is"zoned" so that clients only have access to the areas which they need. During sleeping hours clients will have restricted access to other areas of the building. The staff offices are only available by appointment. All clients must present some kind of ID upon entry, and their person and belongings are searched by security. They sign in upon entrance and sign out upon exit from the building. All clients enter the property by bus/shuttle or other motor vehicle. Clients are escorted from the designated parking lot area and bus/shuttle drop off area to the shelter entrance. 11. Policy regarding storage of client's possessions All clients have access to limited personal storage space. Each client is assigned a lockable storage bin and lock to go under the bed for personal valuables. Clients are also assigned rolling storage bins. Upon being assigned the rolling bin, clients must sign a Storage Bin Agreement form which states that staff is not responsible for any items that are lost, stolen, or damaged. A client may store personal effects in their assigned bin to the capacity with which it can still correctly close and be safely rolled to and from the bin storage area. Outdoor rolling storage bins may be accessed, with staff supervision and only during assigned hours during the day. Indoor lockers may be accessed at any time during the day other than "lights out". Whenever a client retrieves items from the outside bins to bring inside, those items should be inspected by staff. All items are stored for the length of the client's stay at the shelter. The right to store items on-site may be revoked based on violation of rules and at the management's discretion. Once a client has exited the shelter program, any personal effects may be stored for up to 7 days if needed; after which, the property will be disposed of. Clients who have exited from the shelter program must contact staff to set an appointment to collect their personal belongings within the 7 days. In the event the client cannot come to retrieve his/her own property, he/she may name a proxy of their choosing to pick up their effects by filling out an Authorization for Release of Personal Property form. The client will be responsible for asking their designated contact person to retrieve property, if needed. A limited extension to the length property is held may be granted under exigent circumstances, and only by close coordination with management. No Prohibited Items may be stored inside the shelter. Outdoor storage will be kept outside of the shelter's security boundary. Limited Prohibited Items may be stored in outdoor bins, the shelter operator does not actively monitor what items are kept in outdoor storage. Clients will go through a security screening every time they access their outdoor storage. 25 12. Policy Pertaining to Searching of Clients' Property by Staff The Shelter staff has the right to inspect all storage areas, including rolling bins and lockers, to ensure compliance with contraband policies. If Prohibited Items are seen being transferred to a client's personal rolling bin or locker, or if there is other reasonable suspicion that there are Prohibited Items in a client's belongings, that storage and belongings may be searched for safety purposes, with or without the client present. Clients are required to use locks provided by the program for this reason. If a client wishes to use their own lock, they must supply management with a copy of their key or the combination. Any unauthorized locks may be cut if needed. When inspecting a client's belongings without them present, two staff persons are responsible for the search. An authorization form is signed by the client at time of intake. When items are found in the client's possession that are not illegal paraphernalia, but are also not suitable for storage, clients can choose to have the staff dispose of the item or they may store property off site premises at their own cost. Clients are not allowed to store items in the surrounding neighborhood. Staff reserves the right to designate a period of time when a client will be ineligible for re-entry to facility, if contraband is found. Length of ineligible time will be documented according to the"Exit and Readmission Policies". 13. Policy on Possession of Weapons On-Site No weapons or items which the staff identifies as being dangerous or obviously capable of harm may be brought into the shelter. Any belongings that a client brings into the building must come through the dedicated security checkpoint so that security can search and inspect them for weapons or items described above. Anyone found attempting to bring these kinds of items past security will be asked to immediately leave the premises and neighborhood of the facility. Sharp objects such as tools, knives or scissors may be stored in outdoor bins, but not taken into shelter living areas. Heavy or blunt hand objects like hammers, bats, or crowbars are also not allowed in the facility for the same reason. Transportation off property will be offered to clients in this situation if safety allows. 14. Procedure for Contacting Police The intention of the Shelter Operator is to act as self-sufficiently as possible and minimize the shelter's impact on the local police department. This includes ensuring that staff and security are trained to properly manage and respond to an array of difficult situations that may occur at shelter. In establishing a procedure for contacting police, the Shelter Operator works cooperatively with the local police department to establish shelter policies and procedures on how and when to contact police for conflict resolution, trespassing, theft, unruly behaviors, loitering around property, mental health evaluation, and emergencies. For non-emergency incidents which merit law enforcement attention, staff will call the Huntington Beach Police Department non-emergency line at(714) 960-8825. The program established and follows a simple 911 protocol when dealing with incidents at the shelter. All staff members are trained in these procedures. 911 may be called for any medical 26 emergencies, violent behaviors that endanger others, and suicidal ideation. In the event that a client requests 911 be called, staff will take a quick inventory of the situation to decide if 911 should be called immediately or if it would be more appropriate to use an alternate solution: directing to urgent care, Non-emergency ambulance, shuttle rides to the hospital, or if it is a medical concern that can wait until the client is able to be seen by a nurse or physician on-site, nurse help-lines, or a tele-medicine appointment. K. HEALTH POLICIES 1. Housekeeping Policies The Shelter Operator is committed to, and understands the importance of, maintaining hygienic, sanitary environments for the well-being of clients, volunteers and staff. The Shelter Operator maintains written, standardized housekeeping procedures. Each procedure has been designed for the safety of staff and clients and for a consistent, high standard of housekeeping. Staff are provided with training in these procedures, are monitored in performance of the procedures, and evaluated in their effective use of them. Training also includes education on different hazardous materials with which staff may come into contact when carrying out their assigned work tasks. The complete list of procedures is included in a Shelter Policy and Procedures Manual and made available to all employees. Shelter staff is responsible for cleaning of the facility. Thorough daily cleaning of all client areas include living quarters, serving and dining areas, and common areas are done using institution strength anti-bacterial products. Bathrooms, showers, and eating areas are given priority attention. The serving and dining areas are cleaned according to strict health standards after each meal. Office space is cleaned weekly or as needed by Shelter staff and partner organizations using the space. To prevent cross-contamination, clients are encouraged to store personal toiletries in plastic sealable bags on their beds when not in use. Clients are assigned a set of linens at intake for their use while in the shelter. The client is responsible for making and maintaining their bed each morning. Staff washes linens and client laundry weekly in hot water with bleach (except when cleaning clients' colored laundry) unless special circumstances require more regular cleaning. All staff practice universal precautions in handling laundry, cleaning of facility, and general self- health care. Specifically: • Staff wear appropriate protective garments (i.e. gloves)while completing tasks; • Staff use recommended disinfecting cleaning products for each area of facility; • Staff practice required hand-washing procedures; • Serving staff are trained in and practice required food-handling procedures; • All client clothes are washed upon initial intake and weekly thereafter; • All laundry is handled according to safety and washing procedures; • Staff and volunteers follow a set of Program Rules and Regulations for working when they are sick/contagious. The outside grounds are included in the housekeeping standards and schedule. The facility's outside spaces, parking lot, and green areas are cleaned daily from debris and litter. Chairs and tables are cleaned regularly according to agency standards, and more often when needed. Minor 27 repairs of the facility and grounds are completed by the Shelter staff. Any major repairs or work requiring specialized training are completed by approved vendors. The client engagement areas are also included the housekeeping standards and schedule. The Service Partner agencies must adhere to housekeeping procedures as outlined in their MOU agreement. Service Provider Partners are expected to respect and keep their areas clean after usage. 2. Pets, ESAs and Service Animal Policies If space allows, clients are permitted to bring pets, defined as a dog, cat, or recognized service animal, excluding exotic and wild animals. Only registered animals that are spayed/neutered, have proof of current licensing and vaccinations in Orange County are allowed at the facility. Animals coming into the shelter must also be kept free of fleas, ticks or other pests/parasites. Animals are permitted to stay in the shelter and living areas and must stay in the provided kennels or on a controlled leash while on the grounds. In order to confirm that an animal is considered a Service Animal, staff may ask if the animal is needed to help with a disability that the client is experiencing, and what specific task the animal can perform. Because there is no legitimate Service Animal Registry, no registration, Service Animal ID or special tag or vests are necessary. The health and well-being of all animals brought into the shelter is the sole responsibility of their owner. Clients must feed and clean up after their animals, and Shelter Staff is not required to provide food, although animal food may be regularly available through donations from the program's partners. Clients who are unable to care for or feed for their pets or cannot control them while at the shelter are asked to remove the pets from the facility. No animal shall accompany a client during emergency transport to the hospital unless the patient is able to care for and maintain direct control of the animal during the transport and hospital stay. In most cases, the animal should remain at the shelter when the client requires emergency transportation to the hospital. To this end, clients must designate an emergency contact and plan for the animal in preparation for such an event. If the Shelter Operator partners with a Veterinarian, clients may be required to keep regular pet- health appointments. 3. Possession and Use of Alcohol and/or Controlled Substances The Shelter Operator has strict policies prohibiting the possession or use of alcohol or controlled substances at or in the vicinity of Huntington Beach Navigation Center and its Shuttle Pickup Locations by employees, residents, clients, and general public. It is the intent of the Shelter Operator to promote a safe, healthy and productive environment for everyone. Staff recognizes that the illegal and/or excessive use of drugs and alcohol, or the inappropriate use of prescribed drugs is not conducive to a safe living environment. It is the objective of the Shelter Operator to have an environment that is free from the influence of 28 controlled substances and alcohol at all times on premises. The unlawful purchase, possession, transfer, manufacturing, distribution, dispensation or use of any illegal drug is inconsistent with the objective of operating in a safe and efficient manner and is strictly prohibited and is contrary to mission of Huntington Beach Navigation Center. In addition, the possession of any alcoholic beverage is strictly prohibited. 4. Policy for Drug Possession Staff reserves the right to refuse entrance to any client who is noticeably under the influence and exhibiting behavior that is unsafe or inappropriate due to influence. If alcohol, illegal substances, or paraphernalia are found in client's possession after they have completed entry paperwork and necessary security screenings, that client may be issued an Action Plan which may result in the termination of their enrollment, depending on the type of contraband. They may be given a time frame of their next eligible readmission date. The illegal drug or alcohol is disposed of and documented by two staff following written protocol in a Policy and Procedures Manual. 5. Security, Use and Access of Prescription Medications Clients are allowed to hold and control their own medication, provided that they maintain a current prescription and that the medication is kept in the appropriate original container. If a medication needs to be refrigerated, the medication is packaged and labeled with person's name, bed number, and name of medication and placed inside a designated locked refrigerator which can only be accessed by staff. Clients whose medications are stored in the locked refrigerator can retrieve them as soon as possible by placing a request to the staff on duty. The clients are responsible for the safe keeping of and taking their own medications within limits of how they are prescribed. Only the person whose name is on the medications is able to retrieve them. 6. Client Use of Over-The-Counter Medications Use and storage of over-the-counter medications follow the same policy and procedures of prescription medications, although identification cannot be verified in this case. 7. Client Access to Emergency and Medical Care Clients can access medical care at any time. They should communicate to the staff on duty their need for medical care, if possible. If a client requires first aid items, they may access them from a shelter staff member at the service desk. The staff member may assist the client in basic first aid care with the client's permission, as he/she will be trained in using universal precautions. In case of a seizure, staff are trained in appropriate safety precautions and call for support from the Medical Wing staff or 911 if a seizure persists or causes bodily harm. If a client needs emergency or serious medical care, the staff on duty will call 911 and follow the 911 operator's procedures. In case of an injury, staff will not move the client. They will contact other staff, call 911, and if the client is not conscious, check for signs of life, such as normal breathing, and begin CPR if needed. Staff will be CPR trained through the American Heart Association or the American Red Cross or trained in Hands-Only CPR by the fire department. One staff member or trained 29 volunteer will attempt to keep the client comfortable and keep other clients away from immediate scene, while another staff member will wait for medical personnel, give medical personnel information about client, and direct them to client. For non-emergency incidents, staff will assess the situation and connect the client with an appropriate care provider such as: on-site medical partner, urgent care, referral to the client's primary care doctor, on a case-by-case basis. Program staff are also trained on the use of the overdose rescue drug known as Narcan. Program staff work with community partners and distributors to ensure that Narcan is available in strategic locations within Huntington Beach Navigation Center. The Program Manager will be called as soon as possible following a major incident such as the serious injury, overdose, sexual assault, or personal injury attributed to a hazardous condition at HBNC. After any client emergency or incident has been controlled, the lead staff member completes an Incident Report form which will be sent to the Program Manager and higher-level staff as needed. 8. First Aid Equipment, Supplies and Procedures The Shelter Provider and/or Medical partner has first aid supplies available at all times. The first aid kits are inspected monthly, updated as items expire, and re-stocked after each use. Staff members are trained annually in universal precautions, basic first aid care, and Mental Health crisis. Any incidents occurring at Huntington Beach Navigation Center requiring first aid or other emergency medical intervention are documented in the daily report and an Incident Report is prepared and sent to the Program Manager and other higher-level staff as necessary. 9. Policies& Procedures for Disease Prevention The Shelter Operator has protocols for prevention and treatment of certain diseases and conditions such as seizures, diabetic episodes, mental health episodes, lice, bed bugs, influenza, and other communicable and contagious diseases, and will operate in compliance with guidance from County Health Care Agency and the Center for Disease Control. Clients are screened for wellness upon intake to the shelter to limit the risk of exposing the shelter to communicable disease. Universal precautions are practiced at all times in handling of fluids, client clothing, laundry, and in all cleaning of premises. When an accident or injury to an employee or client occurs or when there has been damage to Shelter property, staff follows a set protocol which includes: • Immediately contacting Supervisor about the situation • Dealing with any injuries • Securing the accident scene by obtaining names, addresses, and phone numbers of witnesses if possible, taking photos if possible, and noting any unusual circumstances • Recording all necessary information to complete a formal report • Not accepting any responsibility on behalf of the Shelter Operator • Reporting accidents and injuries within 24 hours to insurance carrier If a client shows symptoms of a contagious disease or other public health concern that might threaten another person, the Operator will seek and follow guidance of County Health Care Agency and the Center for Disease Control in a timely manner. If the health concern is serious 30 enough, staff may require that the client immediately leave to be seen/evaluated at a local hospital. If a client leaves due to disease, the bedding and client's clothes are washed, bed cleaned, and bedding replaced on bed. Clothes and belongings are stored in designated area and held for the maximum amount of time permitted. The Shelter operates to conform to best health practices and concerns. Universal precautions are used for all handling of client possessions. Staff follows hand washing techniques recommended by the Health Department. All staff are regularly tested for TB as required by OSHA standards and written in the Shelter Operator's Policy and Procedures handbook. If a client shows symptoms of tuberculosis, the client is sent for medical diagnosis and asked to receive a TB test. TB testing can be made available to clients through the Medical Services on-site as a community health benefit. The operator will stay up to date and in compliance with guidance from federal, state, and local health care agencies, including the CDC and County HCA regarding safety protocols related to COVID-19 and any other communicable disease. L. FOOD POLICIES 1. Provision of Nutritional Needs of Clients The Shelter Operator provides a breakfast, lunch and hot dinner to each client every day. Meals are prepared off site by a third-party vendor and brought to the site to be served in the serving area. Meals are nutritious and healthy including a variety of fruits and vegetables. Accommodations can be made on a case-by-case basis for clients with dietary restrictions. The Shelter Operator includes in its in-kind donation strategies, opportunities for food donations and partnerships with local food banks. The Shelter Operator also works with community and church partners and existing community meal service programs to offer opportunities to feed the homeless individuals at the shelter. Tables and chairs are set up for meals in the Commons Dining Area at the scheduled meal times. Food is served at designated times of operation for registered shelter clients only. Clients of the Multi-Service Center would not be permitted to access the dining area, nor would they be allowed to participate in daily meals. 2. Meeting the Health Department Standards The Shelter Operator will meet all Health Department standards. Provisions for the Sanitary Storage and Preparation of Food. Huntington Beach Navigation Center has adequate space for storage of dry foods, refrigerated foods, and supplies. Separate and secure refrigerator/freezer space is made available for client medications. The Shelter Operator may provide extra refrigeration and freezer appliances as needed to supplement safe storage of food, if space is available. Current certificates of food handling safety are posted in the serving area. Any volunteers will be supervised by an authorized employee. 31 All serving area storage areas are cleaned on a planned schedule and outdated food is disposed of. There is a rotation schedule for the storage and use of food in the refrigerators, and dry goods pantry that maximizes use of food so that it does not become outdated. M. TRANSPORTATION POLICIES The policies for travel to and from Huntington Beach Navigation Center are designed to safely support client needs and minimize potential impact on the adjacent residential neighborhood and businesses. The following transportation measures have been implemented: 1. Transportation Flow On and Off Property The Shelter Provider implemented a plan for safe and effective flow of traffic on and off the property based on the schematics of the shelter grounds and surrounding neighborhood. Considerations include provisions for pedestrian, bicycle, personal transportation and bus and shuttle services. 2. Pedestrian Traffic The shelter operates by bed reservation only and no walk-ins are accepted. The clients are expected to utilize the transportation options that are provided to them by the Shelter Operator or referring agency, unless they own and drive a personal motor vehicle. Any individual that does walk-up receives information on how to make a bed reservation will be provided information as to how to obtain a shelter referral. If a person walks up they are notified of the Good Neighbor Policy, and are closely monitored as they leave the area. 3. Bicycle Traffic and Parking Bicycle racks have been provided on site. Bike locks will be encouraged but are the responsibility of the client to obtain. Clients must complete a simple registration process for any bicycle brought onto the property, and is limited to only one per person. Bus and shuttle transportation vehicles have been designed to transport bicycles to mitigate foot traffic. Bicycles are not allowed to be ridden on or off the facility. 4. Shuttle Transportation Services Access to the shelter is provided via on-site shuttle transport vehicles. The three designated shuttle stops are Pacific Coast Highway/Warner Ave, Gothard St/Center Ave, and Pacific Coast Highway/ Beach Blvd. The operator does not drop-off/pick-up other than at agreed upon locations unless in exigent circumstances, or with close personal supervision for housing-related travel. Mercy House site leads are encouraged to make reasonable accommodations for shuttle usage on their own. 32 Daily shuttles are provided to transport all screened clients to the Shelter Site. Security guards ride with the shuttle in the evenings to ensure only prescreened clients with bed reservations receive transportation to the shelter. The Shelter Operator also conducts random daily checks of a % mile radius around the shelter, as well as the area immediately surrounding the Shuttle Stops to enforce shelter rules and avoid loitering and homeless congregations. To avoid long-term loitering at the Shuttle Stops, clients may arrive at the Shuttle Stop fifteen (15) minutes before the start of the earliest shuttle departure times. The Shuttle Stops are an extension of the shelter and thus any violation such as loitering constitutes a violation of the shelter rules which will be strictly enforced. The shuttles provide pick-ups beginning at 4:00 PM and 7:00 PM, transporting new and returning clients. Prospective new clients must be present at designated pickup locations at a pick-up time agreed upon at the time of referral or they risk forfeiting their bed. In the case of special circumstances, and only if arrangements have been communicated by the client to their Housing Navigator or Management the prior evening, returning clients who are unable to return to the shelter at the designated time and utilize the second shuttle may use alternate private or public transportation to return to Huntington Beach Navigation Center. Each morning, two shuttle services are provided for clients who desire to leave the shelter for employment and other personal appointments. The scheduled start times are 6:00 AM— 10:OOAM. 5. Personal Vehicle Transportation and Parking The Shelter parking lot is available to clients, staff, volunteers and vendors. A limited number of parking is reserved and set aside for shelter guests. 6. Staff Transportation of Clients Shelter staff members are prohibited from transporting clients in their personal vehicles. Only designated driver staff in shelter owned/operated or contracted vehicles may transport clients, and only for shelter-related purposes. 7. Delivery of Shelter Goods and Community Donations Deliveries of goods donations are to be dropped off in a designated area. The planned location for these designated drop-offs can change depending on on-site activities and take into consideration pedestrian, bike and other vehicle traffic routes to minimize safety risks and impact to the shelter site and surrounding area. Deliveries of supplies from contracted vendors occur approximately 3xs weekly. The delivery of community donations by private donors occur sporadically and as available. Staff is available 24-7 to ensure safe and effective deliveries of any materials if needed, though it is the intent of the Shelter Provider to receive all deliveries of goods and/or donations will occur between the hours of 10:00 AM and 4:00 PM daily. 33 N. FINANCIAL POLICIES 1. Financial Requests from Clients Financial requests from clients(such as for Bus Passes or ID Vouchers) must be requested and received through their Housing Navigator or Site Lead. Clients will sign a designated log when they receive the requested item. All bus passes and vouchers are kept in a locked safe in a locked office or closet at all times when not in use. The Shelter Operator offers these financial assistance opportunities to clients, when available, and according to basic priority levels based off reason for request and status of housing plan. The Shelter Operator is not obligated to fulfill all financial requests from clients that they receive. 2. Client Possessions and Funds No clients' personal funds or money are handled by the Shelter staff. Clients with funds that they keep while at the Shelter are solely responsible for their security and safety. It is recommended by staff for clients not to have funds on site to the extent possible, and to store wallets/purses, electronic devices, and any cash in appropriate locked storage. The Shelter Operator has a policy of not being responsible for lost or stolen items that is included in a Policy and Procedures Manual, listed in the signed Client Expectations agreement, and read with new clients at the time of intake. Clients are not permitted to give cash to staff at any time, for any reason. 3. Annual Outside Audit As required by the Federal Single Audit Act, a comprehensive financial audit prepared by an independent, neutral third-party auditor will be submitted to the City annually. The audit shall cover the financial operations for the period of July 1 through June 30 of each fiscal year. Huntington Beach Navigation Center is also subject to an annual program monitoring. It is the responsibility of the Shelter Operator to correct any deficiencies reported by the audit within the time limits available to them. Failure to comply may result in the termination of their Shelter Operator contract. 4. Financial Reports Review The City shall provide reimbursement related to eligible service expenses, not in excess of the grant amount, on a monthly basis. A"Payment Request" must be submitted to the City within fifteen (15) calendar days after the end of each month. The reimbursement request shall include documentation to verify that the expenditure of funds is consistent with the project description/definition as approved. Payroll records, receipts, paid invoices including an itemized statement of all cost must be submitted with the Payment Request. A monthly Accomplishment Report is also due at the same time as the Payment Request. 34 O. LEGAL POLICIES 1. Policy for Compliance with Local Laws The Shelter Operator follows all Orange County Fire Code requirements, and has staff trained for food handling, CPR, fire drills and other disaster evacuation procedures. The Shelter Operator and staff work cooperatively with local law enforcement to communicate any breaking of laws by clientele while on its premises. Additionally, Shelter staff and management cooperate with law enforcement agencies on investigations for persons wanted for crimes as much as is possible while maintaining policies on client confidentiality. 2. Policy for Compliance with Labor Laws The Shelter Operator complies with all required labor laws. OSHA training and reviews are done during staff meetings on an annual basis. OSHA flyers are posted in administrative offices. The Shelter Operator's wages are at or above minimum wage. Employee breaks, meals, and overtime are monitored legally and compensated as needed. The Shelter Operator is contracted with a company to examine any work injuries. The proper incident reports, Workmen's Compensation forms, and requirements are completed. P. NON-DISCRIMINATION POLICIES The Shelter Operator adheres to a policy of non-discrimination which is stated in the Shelter Operator's Policies and Procedures Manual. The Shelter Operator does not discriminate in the provision of client care based on age, race, color, religion, sex, sexual orientation or gender identity and expression, marital status, geographic, national or ethnic origin, HIV status, disability, or veteran status. 1. Policy for Compliance with Americans with Disabilities Act The Shelter Operator complies with appropriate standards of The Americans with Disabilities Act (ADA). The Staff is trained about and is cognizant of any physical disability upon entrance of the client and can assist as needed to conquer any barriers from the structure of the building. Staff receives training to work appropriately with persons with disabilities. All persons are treated with dignity, value, and worth. 2. Gender-Specific Programming Policy Persons accessing Huntington Beach Navigation Center services are classified as the gender for which they identify. Staff provides beds to persons of all gender identities, expressions and sexual orientations with due regard to privacy and client rights. Bathrooms and showers have been constructed with equal privacy for all clients, regardless of sexual orientation, expression, or identity. One all-gender restroom is available at Huntington Beach Navigation Center. All programs and services are available with the dignity of all clients as highest priority. 35 3. Sexual Harassment Policy All clients, volunteers, and employees are expected to be able to coexist at Huntington Beach Navigation Center in a Trauma-Informed environment, free from sexual harassment and inappropriate sexual behavior. The Shelter has a zero-tolerance policy for sexual harassment and inappropriate behavior of a sexual nature. No sexual harassment is tolerated by anyone on the facility grounds-including by staff, volunteers, or clients. Clients, staff, and volunteers are notified if in the Shelter Operator's sole discretion any of their remarks, advances, gestures, or attire constitutes sexual harassment toward any person in the facility. Anyone who believes he or she has been the subject of any such behavior is urged to report it to the staff or supervisor immediately. In the event an individual comes forward with these concerns, a report will be completed and taken to appropriate staff or supervisor for resolution. Reported incidents are investigated on a confidential basis. Provisions are instituted to guard the safety and emotional health of persons who have been victims of a reported incident, as well as any persons initially accused of harassment. If after proper review a person is found to have engaged in sexual harassment or inappropriate behavior of a sexual nature, they will be subject to disciplinary action including possible immediate exit from program or termination from employment. 4. Policy Regarding Sex Offenders The Shelter Operator has strict requirements for the safety vulnerable adults and children who may frequent the surrounding area. Staff and volunteers are trained in sex abuse definitions, sex offender policies, child abuse, and vulnerable adult abuse. All employees must review this training yearly and be documented to have passed its standards. As mandated reporters, the Shelter Staff follows federal law requirements in reporting sex offenders. All clients are screened against national sex offender databases, through the National Sex Offender Public Website. Screening is conducted at the time of reservation, and no potential participants with a registered sex offense will be allowed on the shuttle or admitted as clients. Q. CONFIDENTIALITY POLICIES 1. Personal Confidentiality People seek help from emergency shelters at a difficult time in their lives. Their need for service and the help that can be given is determined through sharing of factual and personal information. For this to be effective, every client must be able to trust that every staff member and volunteer hold confidential the shared information. Therefore, the Shelter staff and Shelter Operator keep strict confidentiality practices as written in its internal Confidentiality Policies. These practices include: • Fact of Participation: The fact that an individual is or has been a participant in Huntington Beach Navigation Center is not disclosed except, where absolutely necessary and after disclosure has been allowed by the client. 36 Inquiries by visit, telephone or letter regarding a participant in the program is answered with the statement that information as to whether a particular person is or has been in residence cannot be divulged; that if in fact the individual is in residence, they will be advised of the inquiry, and that, at their discretion, they will or will not communicate with the inquirer. • Disclosure to Other Agencies: Disclosure of client information to other social service agencies, whether on a referral to or from the agency, generally is permitted only with the person's written consent. Information is withheld where enjoined by law and where by contract The Shelter Operator has agreed to maintain the confidentiality of client records(as under the Privacy Act.) Disclosure of information relating to program participants is not be made to employers, credit agencies, unions or other similar organizations, except at the request, and with the consent of the participant. • Information to the Client: In some situations it may be required by law to disclose certain participant information contained in their own case record. Information disclosed should be limited to that which is included in the formal case record. The formal case record should contain factual information and shared documents, not progress notes or staff observations. Information provided by other agencies is also not to be shared. • Law Enforcement Agencies: Formal requests for information regarding clients originating from law enforcement agents are referred to the Shelter Operator's Management Team and Directors, and if necessary, it's Legal Department. Before any official action is taken on any legal request, staff will contact their Legal Department as there are boundaries in place to determine the sharing of information with law enforcement personnel according to its policies on client confidentiality(as stated in the Shelter Operator's Policy Manual) and applicable law. When an arrest warrant or a search warrant has been issued by a court after a showing of probable cause, if such a warrant is presented to the facility relating to a client in the residence, staff cooperates with the law enforcement agency in making the arrest or the search, preferably in a manner which will involve the least disruption of the program at the facility. This kind of visit by Law Enforcement will be followed up with an Incident Report by staff. • Written Consent: If there is any doubt as to whether client information should be disclosed, the consent of the client is first obtained, except as otherwise required by law. The consent will be in writing on a Release of Information form and will identify the information to be disclosed, the person or agency to whom it will be disclosed, and the purpose of the disclosure, and the period of time during which authorization is granted. • Abuse Reporting: The Shelter Operator and Shelter staff comply with all state and municipal laws requiring reporting to governmental agencies of instances of child abuse, domestic violence and elder abuse. Staff reports any suspicion or evidence of child abuse or vulnerable adult abuse according to the law's requirements. All staff 37 persons at the shelter are mandatory reporters. An incident report would also be completed and submitted to the Program Manager and any higher-level staff as needed. All staff is trained at the time of hire to spot signs of abuse and to properly document and report it. Trainings are repeated annually. • Harm to Self or Others: If a client at the shelter program shares with a staff person a viable threat to do harm to self or another, the terms of confidentiality can be revoked, as in the case of suicidal or homicidal admittance. 2. Database Confidentiality Policies Only trained staff, Employment and Housing Navigators, and management staff are authorized to access the HMIS Database. Each staff person must have a separate password for entry. Staff is only to use computers that are authorized and HMIS compliant. No persons without a username and password set up by the Shelter Operator's IT department will have access to staff-only computers. 3. Exceptions to the Confidentiality Policy All clients are informed that when the law requires Management to disclose client-related information, such as to prevent danger to self or others or to report child and elderly/vulnerable adult abuse, Staff will do so. 4. Grievance Policies Mercy House believes in transparency, and in the spirit of fair and honest communication, the following policies and procedures have been written to ensure that clients can be heard and have a voice in the shelter community. To ensure that clients know they have a voice, these policies, procedures, and documents will be kept in a common area reachable by clients at any time, and that every shelter has within its spaces signage or posters that remind clients that their voices are important, and that if they have a complaint or grievance, they can be heard in a timely and respectful manner. These flyers will also note the location of these documents, which will be kept in an organized binder at the front service desk of every site. Furthermore, each program's Regional Supervisor will be responsible for receiving and responding to formal grievances. If the Regional Supervisor/Director is not available, the Program Manager may assist in forwarding the grievance to the next level supervisor. If one of the following procedures or policies requires a working phone number, email or mailing address, Mercy House will encourage someone without these options to call the manager or director of the program for updates. If a client would like to file a grievance or appeal with the program but is no longer enrolled in the program, they would be able to receive a grievance form either via email, or by emailing the regional manager or director. A third party or appointed advocate may assist the client in requesting this form. To address issues or problems as quickly and as efficiently as possible, it may not always be necessary to file a formal grievance. For less pressing matters or for issues that can be addressed swiftly with an obvious solution, clients will be encouraged to file an informal complaint instead of a formal grievance. This is because the formal grievance would likely take longer to address and will require additional levels of investigation before an official resolution can be reached. 38 Copies of informal complaints and formal grievances will be kept in each client's casefile, and a copy may be requested at any time by the client that made the complaint. Complaints and Grievances will be kept confidential as any other document in the client's casefile, and not shared with any other client in the program or any other person outside Mercy House unless subpoenaed by a court of law. Informal Complaints: An informal complaint is done through discussion and should always be attempted before moving into the formal complaint process. STEP 1: An informal complaint can be filed by submitting a Request for Consideration Form to the client's Housing Navigator, Site Lead, or Program Manager(who was not mentioned in the complaint). The on-site Suggestion Box is also available if they wish to make an anonymous suggestion. The Suggestion Box will be checked as often as possible, and no less than once per week. If the client includes their name in the complaint, a copy may be saved in their casefile. STEP 2: The Housing Navigator, Site Lead, or Program Manager(who was not mentioned in the complaint)will arrange an informal meeting if one is necessary, to discuss the client's concern. They will identify a private location and provide adequate time to discuss and explore the issues raised and work to identify possible solutions. STEP 3: If the matter has not been resolved satisfactorily through informal discussions, the client may raise a formal complaint under the formal grievance procedure. Formal Grievances: A program participant can file a grievance to dispute any action or inaction within 48 hours. Staff will make every effort to investigate and make a decision within 10 days. The grievance procedure does not suspend the rules or consequences established in the Shelter Expectations. Clients have the right to file a grievance without fear of harmful repercussions from staff. The client also has the right to request a 3rd party to assist them through the grievance process. If they choose to have a 3rd party present for the grievance, the client must file a signed release of information prior their involvement. STEP 1: If you wish to file a grievance, you may obtain a Grievance Form from any program staff member. They are also located within the Grievance binder. Grievances should be written clearly and include the names of all parties involved, a detailed account of the problem and requested action to be taken. Any staff member may assist you if you need assistance in completing the form. Formal grievance forms should be submitted to the Regional Supervisor. If necessary, the client may also submit the Grievance Form to the Program Manager to assist them in forwarding it to the Regional Supervisor. STEP 2: The Regional Supervisor will confirm their receipt of any grievance within 3 business days. They will then make every effort to resolve the conflict or concern with the client and parties 39 involved within 5 days. This will include an opportunity for the client to discuss their concern, during a face-to-face meeting with the Regional Supervisor. If the Regional Supervisor is unable to resolve the concern, they will submit the Grievance to the Program Director. STEP 3: The Program Director will review grievances submitted and investigate the complaint and may acquire all documentation and interview involved parties, as necessary. STEP 4: The person filing the grievance may appeal the decision by writing to the Chief Program Officer(or the Chief Operations Officer if the Chief Program Officer made the prior grievance determination)within 10 days of receiving the written decision. The Mercy House Officer receiving the appeal shall issue a written decision in response to the appeal no later than 10 days after its filing. 5. Receiving and Posting The Grievance Procedure is clearly posted in the Policy and Procedure Manual and available to clients at the shelter facility. It can be easily found in a dedicated binder on the counter at the front Service Desk. Also, posters with this information can be found on the walls of the shelter. A client is given a copy of the Grievance Procedure when a conflict has occurred that cannot be resolved satisfactorily between the client and a staff person or another client, or the client has a complaint about an event that occurred at the Shelter involving that client. The Grievance Procedure will be read by the client and the client may decide which follow up forms they would like to proceed with completing if follow up is necessary. The grievance information and forms will also be available on the Operator's website. These forms include a Request for Consideration form, a formal Grievance Form, as well as a Termination Appeal form. Each form may be filed to begin a grievance investigation and follow up at different levels of management within the Shelter Operator. 6. Termination Appeal Mercy House may terminate assistance to any program participant who violates program requirements or conditions of occupancy. In such cases, Mercy House will provide a formal process that recognizes the due process of law and the rights of the program participant or tenant. Mercy House recognizes the continued hardships that a participant may face if terminated from the shelter. As such staff members will exercise judgment and examine all circumstances in determining whether termination is appropriate. If a program participant is at risk of termination staff will provide mediation to try and remediate the issues. Whenever possible, termination from a program is limited to extenuating and severe circumstances. If the issue cannot be resolved, a written notice will be issued to the program participant containing a clear statement of the reasons for termination. 40 Reasons for Termination (examples including, but not limited to) Voluntary Termination: Moving into a permanent housing situation Moving into a temporary housing situation Moving into another shelter program (ex: DV shelter or Bridge Shelter) Leaving of own accord to other destination Left with without notice---unknown destination Involunta[y Termination: Exited by staff due to extreme disruptive behavior Exited by staff after causing damages to property Exited by staff after refusing to work on housing plan Exited by staff after making threats or acts of violence Exited by staff after repeated violations of general Shelter Expectations or Rules Exited by staff due to no longer being eligible for program (ex: minor children no longer in a family unit) If your program participation has been terminated and you would like to file a Termination Appeal please follow the Mercy House Shelter Grievance Policy(located in the Grievance Binder at the front desk of every shelter). 41 7. Whistleblower Policy Clients have several ways in which they can share a grievance—verbally or written, anonymous or through a third party. A Suggestions-and-Grievance Box is available in the common area and is checked weekly by staff. Confidentiality is strictly kept between the person making the complaint and the Program Manager which will withhold information internally to the extent prudent where a complaint involves a staff member or volunteer. The Grievance Procedure will be clearly posted in the Policy and Procedure Manual and available at the facility as well as online. SECTION III. STAFFING AND MANAGEMENT PLAN A. STAFF POLICIES 1. Hiring Policy The Shelter Operator is an equal opportunity employer. A copy of its applicable Equal Opportunity and Affirmative Action Policy is available in the Employee Handbook and through the Human Resources department of the Administrative Offices. All staff positions and newly hired staff are approved by the Human Resources department, Directors and Program Manager, and are thoroughly vetted through a new hire process as outlined below. 2. Screening Procedure Position openings are posted on various employment-search networking websites. Potential applicants are screened through a two-step interview process. The first interview is typically scheduled with the Human Resources. If deemed eligible, the applicant may conduct an interview with their potential manager or supervisor at the agency. The Shelter Staff is hired into at-will employment and are subject to annual staff review and probationary training periods overseen by the Program Manager. 3. Acceptance Procedure A completed application packet is sent to the head of the Human Resources Department who conducts a thorough background check. Every potential applicant is screened for active warrants, violent felony convictions, sexual offenses which require registration, and legal ability to work. Any staff who are in direct contact with clients are also required to complete Tuberculosis screening as well as training for mandated reporting policies. The applicant must successfully complete all screening requirements before they will be able to begin working directly with clients. Upon hire, the new employee signs a formal job offer form and is provided a job description informational sheet for their records. They also attend a general program orientation led by the Human Resources Department. This orientation covers important topics, such as but not limited to, sexual harassment policies, and appropriate interactions with co-workers, volunteers, and clients. Training places a heavy emphasis on appropriate conduct between staff and clients and 42 all new hires are expected to adhere to these practices when interacting with clients. Program Managers complete a more lengthy program-specific orientation process. 4. Staffing Policies for Safe Humane Environment The Huntington Beach Navigation Center is staffed to provide the safest, most dignified environment for all clients. All staff are easily identifiable and are required to wear Shelter Operator-Approved shirts. Staff will be scheduled to optimize safety of staff, volunteers and clients and to provide optimal coverage during hours of high volume. The Regional Director of Emergency Services is responsible for the performance of all Huntington Beach Navigation Center Activities. Their primary responsibilities include program management, development, and community relations, which includes supervising the Program Manager of Huntington Beach Navigation Center. All Shelter operations and staff are supervised by the full time Program Manager. The Manager is a full time, salaried position with at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations. The Program Manager is responsible for coordinating all program services for Huntington Beach Navigation Center. Primary responsibilities include supervising support staff. This position reports directly to the Regional Director of Emergency Services. The Site Leaders are responsible for overseeing daily services and activities in Huntington Beach Navigation Center and provides support for the Multi-Service Center services. They oversee all shelter activities including logistics and client intake, oversee distribution of services, and assist in coordination of volunteers and supportive services. They provide support to staff during designated shifts and assign tasks, oversee administrative duties that support program services. The Site Leaders report directly to the Huntington Beach Navigation Center Program Manager, reporting any staff or shelter issues as needed. The Logistics Coordinators are responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during designated shifts. This position requires a flexible work schedule including weekend, morning, evening, and holiday shifts to provide optimal coverage during Shelter hours. This position reports directly to the Huntington Beach Navigation Center Program Manager, and by proxy, the Site Leaders. This position assists with shelter setup and maintenance, cleanliness and safety of facility, assisting and receiving orders from vendors, laundry, and more as needed. The Housing Navigator position requires at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have working knowledge of mental health and addiction issues. The Housing Navigator provides housing navigation assistance to Shelter clients and conducts an individual assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Housing Navigators conduct the VI-SPDAT assessment, determine eligibility, enter assessments into Central Intake System for prioritization and linkage to housing provider, help clients obtain necessary documents, and provide individuals with employment guidance and community resources. When clients are referred to other programs, the Housing Navigator can provide a 43 warm hand-off to the service provider. The Housing Navigator is also responsible for accepting new referrals, completing the Diversion Questionnaire and new client intakes, and prepping all data to be ready for handoff to the Data Entry Specialist. The Data Entry Specialist manages the HMIS and data for reporting requirements. They are responsible for ensuring that HMIS and Coordinated Entry data is complete. The Overnight Coordinator is a full-time position that covers overnight logistics shifts at Huntington Beach Navigation Center. They resolve conflicts and file incident reports as necessary, report violations and general events in the daily log. This position is largely Logistics based, and a significant amount of cleaning is involved. They also oversee 3rd shift Security crew and conduct safety checks. The Overnight Coordinator provides general support for clients, ensuring their safety during the night. Volunteers assist with daily ongoing operations of the shelter, and can be utilized every day of the week. Volunteers help the Shelter Staff with setting up and serving meals, clean-up, laundry, daytime activities, as well as minor administrative duties and distribution of donations. There are also opportunities for Volunteers to do special work projects on-site or to hold special events. All volunteers are assigned to duties that are appropriate for their age and activity level. It is important that volunteers be reliable, and all staff treat them as a vital component of shelter operations. All the positions requirements and descriptions will be available in the Shelter Operator's Human Resources Department and will be also made readily available to all staff. Please see attached job descriptions. B. POLICIES FOR STAFF TRAINING Huntington Beach Navigation Center Program staff are trained in emergency evacuation, first aid procedures, mandated reporting policies, crisis intervention, and CPR procedures. These trainings are repeated and updated annually and as needed. Staff also receives additional training on different topics as opportunities arise and are needed. Each staff member also receives on-going in-service training in crisis management. Staff also trains in Strengths-Based Approaches and positive communication skills. Each staff member is required to attend annual training to update and improve their knowledge. Documentation of training is kept by the Program Manager and is provided to the Head of Human Resources for filing, when appropriate. Security staff undergoes sensitivity training to better equip them to work with homeless clients, and those in crisis. 1. Emergency Procedures - Evacuation, First Aid, and CPR, 911 Reporting Program staff are trained in fire, earthquake, and chemical spill evacuation procedures when hired and annually. Evacuation drills with all staff and clients are held and recorded quarterly. Evacuation protocols are recorded in the Program Manager office for reference. 44 Evacuation routes are posted throughout the facility. Staff is trained in first aid and CPR procedures annually. 911 reporting is taught in orientation and reviewed annually. CPR certificates will be kept in staff files. Universal precautions will be followed. 2. Safety Conduct-Prevention of Abuse, Crisis Intervention, Conflict Resolution The Shelter Operator staff is trained in identifying and the prevention of child abuse, vulnerable adult abuse, and sexual harassment titled. Each staff will complete this training program annually. All Program staff complete a course in conflict resolution and crisis intervention upon hire and annually. Records of completed trainings are kept in Human Resource files. 3. Appropriate Behavior for Dignity and Respect Operations, Program, Administrative and Management staff are trained in a Strengths-Based, Trauma-Informed model of client care. They are trained regularly, including at time of hire, on the best methods of working with, treating, and responding to clients who have had difficult and traumatic life experiences. Each staff member is expected to put these models to use in every interaction they have with clients and potential clients. Staff members are offered training regularly and expected to participate actively. Notice of completion is recorded in staff files, and each staff member has access to this information in a readily-available staff handbook. 4. Communication Shelter staff undergoes training in communication skills—such as handling phone calls, confidentiality policies, crisis management and de-escalation of conflict. These communication skills are reinforced through practice and reviewed at regular staff meetings and reviews. Specialty courses covering topics such as communication skills with mentally ill persons, receptionist skills, communication with difficult people, and conflict resolution are completed where needed. 5. Resources and Referrals Operations, Program, and Housing Navigator Staff are oriented to resources, homeless services, and organizations for collaboration and referral. They are also trained staff who can connect clients to the Coordinated Entry System, as a system designated Entry Point. Resource lists are updated monthly and kept on-site. Protocols for offering and accepting referrals from other agencies are in place, reviewed by staff, updated, and kept in a manual. 6. Mental Health and Addiction Skills All Program staff attends mental health training events which include naming of symptoms, co- occurring diseases, de-escalation techniques, and safety protocols. This training is done at time of hire and revisited annually. Special speakers may present workshops on various aspects of mental health diagnoses, symptoms, and care when available. Staff is trained in symptoms of drug abuse, and referrals for treatment. Recovery programs are encouraged and off-site referrals are made as appropriate. 45 Though sobriety is not a requirement to stay in the shelter or participate in services, clients are expected to be able to practice self-care, follow all rules and expectations, and behave appropriately and respectfully toward staff, volunteer, and other clients. Drug misuse at the shelter is prohibited and can result in immediate exit from the program. 7. Self-Care Regular staff meetings are held for all staff. Part of the purpose of these meetings is communication and processing of stressors while working in the difficult environment of a large scale Year-Round Emergency Shelter Program. Staff will be welcome to participate in team- building activities throughout the year, including holiday parties, and events with co-workers. All staff is trained in effective communication with coworkers and in proper techniques to address coworker harassment and stressors and are aware of the importance in practicing self-care. Staff has been informed of the existing open-door policies with supervisors and the Human Resources department. 8. Annual Staff Evaluation and Training Plan All staff are evaluated by their direct supervisor at 90 days from their hire date and at semi-annual intervals. The evaluation form is stored in the employee file held at the Human Resource office. 9. Documentation of Staff Training Attendance of and participation in staff training is recorded in each staff file by the Program Manager. Trainings required by all staff members are also recorded in the Human Resources file to ensure each member's knowledge and information is kept up-to-date. C. VOLUNTEER POLICIES 1. Selection, Screening, and Background Checks The Shelter Operator actively recruits through a variety of sources, including schools, church groups, and community programs. Volunteer Recruitment events are held regularly in order to increase the number of volunteers that serve at Huntington Beach Navigation Center. Individuals as well as groups are invited to volunteer at the shelter. Children aged 13 and older will be able to volunteer, however they must be accompanied by an adult or legal guardian and that person must be registered to volunteer on the day they appear. All potential volunteers are screened for sex offenses and criminal background checks before being confirmed for volunteer duty. 2. Orientation and Training The Shelter Operator includes a Volunteer Coordinator in its staffing plan to support volunteer coordination efforts at the shelter. The Volunteer Coordinator will handle on-site task training of the volunteers. 46 Before beginning service, volunteers are provided an Application and Agreement that includes information about volunteer duties, appropriate conduct with clients, staff, and other volunteers. Each volunteer is required to sign this Agreement before they are assigned any duty at the shelter. Volunteers who do not agree with the requirements or refuse to sign will not be assigned a duty and are not able to volunteer at the shelter. Volunteers sign up for an open position, time and date using online volunteer scheduling software. Volunteer Development staff from within the Shelter Operator calls and confirms the volunteer's date and time and to provide them with the location of the shelter and any necessary important information. Volunteers are trained on-site at tasks by the Kitchen and Donations Coordinator on duty. Any tasks that require a trained staff member are supervised by that staff member to ensure accuracy and cleanliness. Volunteers are given opportunities to attend community forums and events to receive more training about community resources and network with other community agencies. Volunteers are expected to adhere to a strict code of ethics and standards. Any found in violation of this code will be removed from the facility and may be limited in future volunteer opportunities. 3. Volunteer Code of Ethics a. Each volunteer must maintain a firm commitment to professional conduct Volunteers of Huntington Beach Navigation Center are expected to maintain guest privacy and the highest level of moral, ethical, and professional conduct while at the site. Volunteers are not allowed to engage in verbal abuse, inappropriate jokes and stories, or any type of inappropriate interaction with staff or clients. b. Limiting Relationships with Clients Volunteers are prohibited from developing dual relationships with any clients they meet through their involvement at Huntington Beach Navigation Center. Examples of dual relationships include (but are not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for their business is also strictly prohibited. Volunteers are not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure. c. Food and Other Substances Volunteers are not allowed to consume any food items or drinks supplied by Huntington Beach Navigation Center while volunteering, unless a special event involves food specifically for clients AND staff. Food and drink will be purchased solely for the consumption of the homeless clients. Volunteers must also commit to not consuming alcohol or any type of illicit drugs on the property while volunteering. Volunteers who 47 appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently will be turned away. d. Discrimination Volunteers are prohibited from discriminating against any client for any reasons. They may not judge an individual based on their race, disability, religious preference, sexual orientation, color, age, veteran status, citizenship, ancestry, national origin or gender. e. Volunteer Boundaries Volunteers are prohibited from loaning or giving money to clients, are not allowed to photograph or meet with clients outside of Huntington Beach Navigation Center without explicit permission from program staff, and are not allowed to drive clients in their vehicles. f. Commitment Huntington Beach Navigation Center is reliant upon the work of volunteers. This commitment is expected to be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering. 4. Identifiable Lines of Authority Volunteers are informed of identifiable lines of authority in their Application Packet. Volunteers may defer to the serving area and Donations Coordinator on duty to give resources, referrals, and handle situations beyond their responsibility and volunteer agreement. Volunteers also have access to the Program Manager or lead staff member on site, for questions and any grievances. All volunteers will be provided with a name tag identifying them as such. 5. Descriptions of Volunteer Tasks Volunteers are needed 7 days a week to help in the mornings, mid-day hours and evenings. The staff at Huntington Beach Navigation Center will ensure all volunteers are provided with a task and description of any duties they might perform. Tasks and duties include, but are not limited to: • Assisting the Intake Specialist in registering and signing in clients at time of entry • Setting up cleaning tables for breakfasts and dinners • Distributing donations and hygiene items • Helping direct lines to donations and food • Serving meals, setting up snacks and drinks for clients • Organizing special projects and activities for the guests of Huntington Beach Navigation Center. 48 SECTION IV. OPERATING BUDGET A. ANNUAL OPERATIONS BUDGET BudgetProjected • Total Admin Costs $ 385,000.00 Program Manager $ 55,000.00 Site Leaders $ 136,800.00 Housing Navigation Team $ 250,000.00 Overnight Logistics Coordinators $ 180,000.00 Call Center/ Intake Specialist $ 25,000.00 Logistics Staff $ 381,000.00 Total Program Salaries $ 1,027,800.00 -61 .• Replacement Reserves (furniture, bedding, $ 12,000.00 etc.) Utilities $ 35,000.00 Maintenance/ Landscape $ 8,000.00 Security Guards $ 650,000.00 Supplies $ 60,000.00 Pet Care $ 36,000.00 Meals, Snacks and Beverages $ 381,060.00 Shuttle Leases $ 45,000.00 Drivers $ 230,000.00 Gas and Repairs $ 90,000.00 Total Program/Facility Costs $ 1,547,060.00 -959 :r 49 B. FUND DEVELOPMENT STRATEGIES Funding to support the annual operational shelter should consider a diverse stream of funding from federal and local public resources, private donations and foundation support, in-kind donations. Potential Funding Type of Entity Type of Support Resource Resource Emergency Solutions Public County, Cities General Operating Grant Community Public County, Cities General Operating Development Block Grant Emergency Food Public Local EFSP Food and Operations and Shelter Program Board Dept. of Housing and Public Federal Coordinated Entry Urban Development- Activities Continuum of Care Mental Health Service Public County Mental Health Service Act(MHSA) Support Health Resources and Public Federal Medical Facility Services Services Administration (HRSA) Homeless Veterans Public Federal Veterans Services Reintegration Program (HVRP)Grants Corporate Private Local General, Service Specific Foundations Private Foundations Private Local General, Service Specific Private Individuals Private/In-Kind Local General, Service Specific Private Corporations Private/In-Kind Local General, Service Specific 50 SECTION V. ATTACHMENTS A. JOB DESCRIPTIONS REGIONAL DIRECTOR OF EMERGENCY SERVICES Job Description Introduction: The Regional Director of Emergency Services is responsible for the performance of all Year-Round Emergency Shelter Program, Services and Outreach Activities in Orange County and Bellflower. Primary responsibilities include program management, program development, and community relations. This includes supervising the Huntington Beach Navigation Center Manager. This position requires a flexible schedule especially during the winter months (weekend, morning, evening and holiday shifts). This position may at times require transportation of supplies to shelter locations. The Regional Director of Emergency Services reports directly to the Director of Emergency Services. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed, clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Program Management and Development Goal: Oversee the development and implementation of all program services for our Year-Round Emergency Shelter Program to ensure quality delivery of services. • Maintain performance of existing shelter services • Oversee the scheduling and coordination of all Shelter Sites • Ensure strong communication between Staff and Partner agencies • Oversee coordination of shelter activities and distribution of services • Provide monthly reports to the Operations Director • Develop new partnerships with other agencies in order to enhance our current services • Oversee implementation of new services • Implement new services/year-round, permanent facility • Manage Budget • Oversee Purchases, Vendor Bids and MOU's 51 Staff Management Goal: Manage Identified Staff facilitating optimal performance. • Manage and supervise Shelter Program Managers • Assist in various aspects of staffs duties • Provide support and guidance when necessary • Provide support for crisis/conflict intervention • Coordinate trainings and orientations when needed • Conduct Meetings monthly • Meet with identified staff individually when necessary • Review and evaluate performances • Conduct midyear and annual review Outreach Services Goal. Provide leadership in critical support in the development and implementation of Outreach Services • Brainstorm, research and assist in the development our outreach strategy • Oversee implementation of outreach services • Assist with Front Door Calls when necessary Community Relations Goal: Positively advance agencies reputation in the broader community. • Maintain active involvement with neighbors and program partners • Maintain active involvement with community service organizations Miscellaneous • Provide creative input to the Executive and Operations Directors • Participate in networking functions • Attend appropriate training workshop as needed • Attend appropriate house and staff meetings • Complete ad hoc projects as appointed by Supervisor 52 PROGRAM MANAGER— HUNTINGTON BEACH NAVIGATION CENTER Job Description Introduction: This Program Manager is responsible for coordinating program services for Huntington Beach Navigation Center. This position requires dependability, responsibility, organizational skills; and strong written and verbal communication skills. Primary responsibilities include program management, program development, and outreach and community relations and reports to the Regional Director of Emergency Services. This position includes supervising support staff and requires a flexible schedule(weekend, morning, evening and holiday shifts). This position may require the transportation of supplies. Fluency in Spanish is a significant value. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addictions issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA Driver's license, proof of insurance and reliable vehicle is required. Year Round Emergency Shelter Program Goal: Ensure that the Shelter run smoothly and that we maintain accurate data and strong communication with community partners. Oversee Client Services Coordinate calendar and services provided by partner agencies Support all aspects of operations including direct client services when necessary Oversee the collection and distribution of donations Assist with monitoring facility security and maintenance Ensure enforcement of our good neighbor policies Assist with securing necessary resources Oversee collection, input and distribution of intakes/summary sheets/reports Provide support with community resources and referrals Develop new partnerships with other agencies in order to enhance our current services Manage program budget Facilitate Resident Advisory Council and Partnership Meetings. Management Goal: Manage Identified Program Staff, Interns and Volunteers facilitating optimal performance. Manage and supervise support staff in all of their duties Assist in various aspects of staffs duties Assist in coordinating and managing on-site volunteers Assist in coordinating and managing special group events and holiday events Provide crisis/conflict intervention Coordinate trainings and orientations when needed Conduct 90 day, midyear, and annual reviews. 53 Community Relations Goal: Positively advance Agencies reputation in the broader community. Maintain active involvement with neighbors and program partners Maintain active involvement with community service organizations Miscellaneous Must participate in networking functions and community meetings. Attend staff meetings and training workshops as needed Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. Perform ad hoc projects as appointed by Supervisor 54 SITE LEADER—HUNTINGTON BEACH NAVIGATION CENTER Job Description Introduction: The Emergency Services Site Leader is responsible for overseeing services and activities at Huntington Beach Navigation Center. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Manager. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Associate's Degree preferred but not required. Shelter Assist in the implementation of all shelter activities to ensure quality delivery of services. Oversee all shelter activities including logistics and client intakes Oversee distribution of services and all program services while on duty Assist in the coordination of volunteers and support services Oversee the organization of supplies and facilities needs Management Goal: Support Identified Program Staff facilitating optimal performance. Support shelter staff during designated shifts Assist in various aspects of staffs duties Assist in coordinating and managing special group events and holiday events Provide crisis/conflict intervention Communicate any staff or shelter issues to Program Manager. Administration Goal: Oversee administrative duties that support program services. Coordinate supply and service needs Assist with securing necessary resources Assist with record keeping and reporting Miscellaneous Attend staff meetings and training workshops as needed Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. Perform ad hoc projects as appointed by Supervisor 55 LEAD HOUSING NAVIGATOR Job Description Job Description Introduction: The Lead Housing Navigator, under the direction of the Emergency Services Program Manager, is responsible for supporting the navigation team. The Navigation team work directly with clients in emergency shelter and are responsible for performing ongoing needs assessment, personal housing plans, support, information, referral and advocacy for individuals. This position requires strong leadership in supporting a team's successful working relationships. This position will influence and recognize positive behavior changes and will identify problems and obstacles and create solutions to help address them. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Management experience preferred. Staff Manage day-to-day operations of Housing Navigator teams, objectives and housing plans; maintains a limited caseload Conducts weekly case conferencing and monthly case file audits to assure participants records are complete and accurate Make referrals to supportive services such as job developers, social workers and health care providers as deemed necessary May make home and field visits Provide supportive advocacy for clients; provides crisis intervention, if needed Receive, review, and process financial assistance requests as needed Provide training, supervision, and problem-solving guidance for difficult cases Documentation • Oversee the consistency of documentation standards as set forth by the program contract and program policies • Oversee accurate and complete data into HMIS • Oversee consistency of confidential hard copy case files with all relevant documentation in the appropriate section 56 HOUSING NAVIGATOR—HUNTINGTON BEACH NAVIGATION CENTER Job Description Introduction: The Housing Navigator provides assistance to individuals that are literally homeless. This assistance includes an individualized assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Navigator will conduct an assessment, determine eligibility, enter assessment into Central Entry System for prioritization and linkage to housing provider, help client obtain documents required for housing placement, provide individuals with employment guidance and community resources. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long- term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Year Round Emergency Shelter Program Services Conduct diversion interviews Manage intake process Maintain intake area and ensure daily forms and supplies are stocked and ready for new intakes Supportive Services Provide assessment for client within seven days of entering shelter. Determine eligibility and enter assessment into Central Entry System for prioritization and linkage to housing provider Assist client with obtaining documents required for housing placement While client is at the shelter provide employment linkage, benefits establishment, linkage to community providers for substance abuse, primary and mental health care, and all other services needed to assist clients in reaching their stabilization goals While client is at the shelter provide strengths based case management and service coordination designed to assist clients in obtaining and maintaining stable housing Conduct crisis and risk assessments in consultation with supervisor and case management team Provide crisis intervention services focused on enhancing the client's' ability to independently problem solve, utilize effective coping skills, and manage and self-coordinate own care Provide warm hand off to selected housing provider ensuring a smooth transition from the shelter into housing. Documentation Maintain documentation standards as set forth by the program contract and program policies Complete progress notes on every meeting with client Input accurate and complete data into HMIS and update snapshots to reflect client progress Maintain confidential hard copy case files with all relevant documentation in the appropriate section 57 LOGISTICS COORDINATOR—HUNTINGTON BEACH NAVIGATION CENTER Job Description Introduction: The Logistics Coordinator is responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during designated shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Shelter Support Assist in the implementation of all shelter activities to ensure quality delivery of services. Assist with shelter maintenance Responsible for cleanliness and safety of facility including emptying trash cans and cleaning all areas of the shelter, including dorms, kitchens and restrooms. Assist with receiving and verifying orders from vendors, completing tally sheets Post and update signs and service calendars Audio Equipment set up and monitoring Assist in the organization of supplies and facilities needs Miscellaneous Assist with client services and program activities if necessary Complete ad hoc projects as appointed by Supervisor 58 OVERNIGHT LOGISTICS COORDINATOR—HUNTINGTON BEACH NAVIGATION CENTER Job Description Introduction: The Overnight Logistics Coordinator is responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during overnight shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Because of the nature of the shift, this position must be able to operate as site supervisor at times, and be able to communicate effectively after hours with the Program Manager if absolutely necessary. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Shelter Support Assist in the implementation of all shelter activities to ensure quality delivery of services. Assist with shelter maintenance Responsible for cleanliness and safety of facility including emptying trash cans and cleaning all areas of the shelter, including dorms, kitchens and restrooms. Assist with receiving and verifying orders from vendors, completing tally sheets Post and update signs and service calendars Audio Equipment set up and monitoring Assist in the organization of supplies and facilities needs Miscellaneous Assist with client services and program activities if necessary Complete ad hoc projects as appointed by Supervisor 59 B. SHELTER CLIENT RULES Huntington Beach Navigation Center Shelter Expectations Welcome to our shelter program. We hope your stay with us allows you to begin your path to ending your homelessness. To ensure that all guests are able to comfortably work toward that goal, the following expectations need to be followed while on the shelter property, on any program shuttle, as well as the immediate vicinity of the shelter or drop-off location. All guests are asked to read and initial each of the following sections as an acknowledgement that they understand what is expected of them while enrolled in the program: 1. Demonstrate responsibility for yourself, your actions, and your housing plan. 2. Guests are expected to actively work their housing plan. By signing these expectations, you understand that you are not guaranteed housing by enrolling in this program, and that your continued enrollment is contingent on the work you complete with your Housing Navigator. The goal is to get you connected to housing resources as quickly as possible. You will be expected to meet regularly with your Housing Navigator at scheduled times to discuss your housing plans. Part of your Housing Plan will be for you to identify tasks that you need to complete in order to achieve your goal of securing housing. Your progress toward this goal will be reviewed at 30-day increments, with formal extension requests required after 6 months. 3. Follow all health and safety policies. These policies include, but are not limited to: • When a new guest enters the program they are required to shower and submit any clothing/bedding items to be laundered or heat treated. • Guests are expected to maintain their hygiene (including changing into clean clothes when possible), laundry once a week and showering at least twice a week. • Due to COVID-19, all guests are expected to wear masks if observed having any symptoms of illness, and must agree to temperature checks if asked. Social distancing protocols may also be enforced that all guests must follow. • Every guest will be assigned a laundry day. Guests will be expected to bag their dirty clothes and bundle their bedding on this day to help streamline laundry services. Laundry should be submitted to staff for cleaning by 9:00 AM on this day. • Guests are expected to maintain the safety of the sleeping area by straightening their beds when not in use. Personal items at the bed must be able to fit in the supplied indoor storage. In addition, each guest will be permitted to keep 1-2 pairs of shoes under the bed. No additional personal items may be kept behind, under or in the aisles next to your bed. No barriers of any kind may be raised without explicit permission from the management team. Water is allowed in the dorms but no open or perishable food or other liquid drinks may be brought to the bed area at any time. • All prescription medication must be recorded with Staff at Intake and stored in your indoor bin in its original labeled container. Pills or medication NOT matching the original 60 labeled container may be confiscated. No marijuana will be allowed beyond the security check point at any time. Medical marijuana may only be stored in your outdoor bin with a valid Medicinal Use Card and must be 8 oz. or less. • Every guest is supplied 2 indoor under-the-bed bins(or equivalent) and 1 outdoor bin. Outdoor bins are accessible only during the designated and posted times. Trash and recycling may not be brought onto the property. Guests may only use the bins that were assigned to them by staff. All bins must be able to properly close and latch, and they should be placed on top of the beds when the bed is not in use so staff can sweep and mop underneath. 4. Current guests of the program may use this location as a mailing address. Please note, however, that after a guest exits, it becomes their responsibility to fill out a change of address form with the post office.Any mail that is delivered to the site after a guest has left the program will be sent back to the post office as"Return to Sender'. Mail will be kept at the front desk, along with important program notices or messages from staff. Upon signing in each day, the guest's name will have a mark next to it signifying that there is unclaimed mail or messages. 5. For your comfort and safety, all guests are expected to abstain from behavior that is disruptive and unacceptable to others. Examples include verbal harassment, physical harassment, excessive profanity, possessing weapons (or items that may be perceived as weapons)or contraband, drug dealing, drug/alcohol use, theft, etc. Additional examples of items considered contraband can be made available upon request. Serious offenses include but are not limited to: possession of weapons or hard narcotics, use of racial slurs, sexual harassment including nudity or obscene/sexual behavior, setting fires, threats or violent behavior, and any other inappropriate physical contact. Serious violations may result in an immediate exit from the shelter. If you are asked to leave, you must leave without incident in order to be eligible for a return to the program in the future. If a driver is available, you may be transported to an approved drop off location if it is deemed by management as safe to do so. 6. If a guest's behavior is extremely disruptive and staff or security asks you to step outside or remove yourself from an area so you may calm down, you are expected to comply with this request. This is for your benefit, and you may be able to rejoin the group when your behavior is no longer a disruption to the other shelter guests. 7. Guests are expected to return each night before the posted curfew unless allowed special consideration by management(ex: for work or school). Guests are not allowed to miss two consecutive nights or more than 2 nights in any calendar month without clearing the absence with their Housing Navigator. Guests are expected to sign-in daily, and may not sign or hold beds for others. The program manager may grant excused nights out of the shelter upon request if deemed necessary and appropriate. 8. Photo ID's are required of all registered guests for safety purposes. If you do not have a California State ID the MH Staff will assist you in acquiring an ID within the first few days after enrollment. Mercy House may take photos and thumbprints to produce program ID's for guests if necessary. By entering this program, you give your consent to this. A photo ID of some sort is also required to receive a bath towel and is also used when waiting in the dinner line (a loaner ID may be created for you in the interim if you do not yet have one). 9. Out of respect for, and to protect the privacy of our staff and guests, no audio/video- recording or taking of photos is permitted on premises,except by the expressed permission from Management 61 10. For your safety, this site may incorporate closed-circuit surveillance cameras as part of its security system. There are no cameras installed in any restrooms or showers.Any footage captured is used only for safety and security purposes and may be shared with law enforcement as part of an active investigation. No footage will be shared with the general public. 11. Smoking and vaping are permitted in the designated outdoor smoking area only. No drugs, paraphernalia, alcohol, or marijuana (recreational or medicinal) will be permitted in or around the shelter. Anything containing THC (with or without a prescription) will not be allowed. 12. Attend resident meetings and contribute to the community. 13. All guests are expected to be Good Neighbors of the community in which they are served, and have an obligation to comply with all state and local laws and ordinances and behave in a courteous manner at all times, including while traveling to and from the property. Complaints from residents, business owners, or public officials may result in expulsion from Mercy House Programs. 14. In order to remain Good Neighbors, all guests are expected to use the provided shuttles for transportation on to and off of the property, unless they have a personal vehicle or utilize a rideshare/taxi service. We practice a strict no-walk-up/no-bike-up policy. Guests are expected to remain on the property at all times unless when leaving for the day. Violation of this expectation may result in an immediate exit. 15. Guest vehicles may be parked on shelter property at the owner's risk and liability, in designated areas, once the vehicle is registered with the program. A valid license, registration, and insurance are required in the name of the guest. RVs (Recreational Vehicles)are not permitted on-site. Guests with bicycles must use the bicycle racks on the shuttle buses and allow Mercy House drivers to secure them on the rack. Guests are only allowed one bike per person and are not allowed to store spare bike parts unless they fit in the outdoor bin. All bicycles brought onto the property must be registered and photographed.All vehicles, including bicycles, must be operable.Abandoned or inoperable vehicles will be subject to tow at the owner's expense. 16. Several areas on site are restricted to staff and security only. Guests are not allowed to enter any areas other than the common areas, dorms and restrooms without appointment or explicit permission from the management team. If signage is posted designating an area as"Staff Only", guests are expected to respect the boundary. 17. There may be areas specific to men, women, non-binary guests, and couples. Please respect the privacy of others. Guests are not allowed to enter any sleeping area other than the one they were assigned at intake. 18. Guests are expected to respect the rest and sleep of their neighbors. When lights are off, indoor voices should be used to limit distractions and not disturb their rest. Likewise,guests are not allowed to use bright lights or play music/watch videos with sound in the dorms after lights out. 19. Although we respect everyone's right to privacy, we reserve the right to pat down and search all persons as a precaution against any potential security risks. Guests will be informed of items not allowed at the shelter. If those items are found on site they may be confiscated and destroyed. Guests must agree to be searched any time they access their outside bins, bikes, vehicles, or any area deemed "unsearched". 62 20. Approved pets, Service Animals and ESAs must be registered and cleared ahead of time with program management. Clients are limited to no-more-than one animal (with the possible exception of service animals), and the animal must be present with the client at the time of intake. All pet owners must agree to and follow the guidelines provided in the Animal Expectations, which is a separate document that will be given upon entry of the animal into the shelter. 21. Neither Mercy House nor any of its vendors are in any way responsible or liable for lost, stolen, or damaged items that guests bring onto the premises. Guests are encouraged to keep valuable items close and guarded and are asked to turn in any found items to the front desk. We recommend that those who use the supplied charging stations have their electronics clearly marked or customized for easy identification. 22. Cash is never to be given to Staff, Volunteers, or Interns at ANY time. 23. It is our desire to never deny shelter or services to our guests, however, in the case that behavior becomes a health or safety risk, Shelter Management can expel or prevent any guests from staying at the shelter. Any conflicts between guests should be brought to the attention of the staff immediately. 24. Any guests who exit will have 7 days (one week) to pick up any items left on-site before they are discarded. Guests must call and speak to a site leader or program manager to schedule a pickup. 25. We wish to keep open communication between Mercy House and our guests. Each shelter has a grievance binder at the front desk which contains our Grievance Policies and forms. We ask that any issues be brought to our attention first through informal processes, so that we can address them quickly as they occur. For this reason every site also has a suggestions box for you to leave comments or complaints. If any part of the program, staff or services is lacking, please do not hesitate to notify management immediately by speaking to the on-duty site leader or manager. If appropriate, you may also choose to complete a"Request for Consideration"form, to describe issues that you would like to see resolved. If after speaking to staff and completing a"Request for Consideration"form, you feel the matter has not been resolved, you will find a copy of the formal Grievance Form in this binder. 26. Any guest that does not follow these expectations is jeopardizing their ability to accomplish their housing plan and may be exited from the shelter. Because everyone can make a mistake, when an expectation is not met the staff will clarify any misunderstanding of the expectation and discuss ways that each guest can avoid further violations. If the violations continue, staff will meet with the guest to create an action plan in support of the client getting back on-track with their housing goals and meeting the program expectations. Guests who have five action plans and continue to violate these expectations will be exited from the shelter. Likewise, if a guest receives three action plans for the same violation and continues the same behavior, they may be exited from the program as well. As a result of initialing these expectations and signing this form, I understand that expectations, health, and safety policies may change as necessary and that I will be informed of these changes and I am required to abide by any amended policies. 63 C. VOLUNTEER POLICIES Emergency Shelter Volunteer Policies 1. Each volunteer must maintain a firm commitment to professional conduct. Volunteers of the Emergency Shelter are expected to maintain the highest level of moral, ethical, and professional conduct while at the site. Volunteers will not engage in verbal abuse, inappropriate jokes and stories, and or any type of inappropriate interaction with Emergency Shelter staff or clients. 2. Relationships with Clients. Volunteers are prohibited from developing dual relationships with any clients they meet through their volunteer involvement at the Emergency Shelter. Examples of dual relationships include (but are not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for your business is strictly prohibited. Volunteers are not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure. 3. Food and Other Substances. Volunteers will not consume any food items or drinks supplied by the Emergency Shelter while volunteering. Food and drinks are purchased solely for the consumption of the homeless clients. Volunteers must also commit to not consuming any type of illicit drugs on the property while volunteering. Volunteers who appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently may be turned away. 4. Discrimination.Volunteers will not discriminate against any client. They will not judge an individual based on their race,disability, religious preference,sexual orientation,color,age, veteran status, citizenship, ancestry, national origin or gender. 5. Volunteer Boundaries. Volunteers are not permitted to loan or give money to clients, should not meet with clients outside of the Emergency Shelter without permission from program staff, and are not allowed to drive clients in their vehicles. 6. Commitment. The Emergency Shelter is reliant upon the work of volunteers. This commitment should be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering. 64 COVID-19 Specific Volunteer Policies To maximize safety and minimize risk of exposure for volunteers and shelter residents Mercy House will be implementing the following policies and procedures around volunteering in our shelter programs. Prevent the spread of COVID-19 • Social distancing must be maintained for all volunteer groups. • Masks will be provided to volunteers and will be required while volunteering. • Volunteers will complete a health screening prior to starting their volunteer shift. This screening will include a temperature check and an assessment for symptoms of COVID-19. • Volunteers during this time will be asked to select a primary shelter to volunteer with. Should a volunteer want to change the site they volunteer with they will be asked to wait14 days from their last shift to change to a different location. • The size of volunteer groups serving at shelters will be limited based on the size of the shelter. For shelters with capacity under 100,volunteer groups will be limited to at most 5 volunteers. For shelters with capacity of 100 or larger, groups will be limited to at most 10 volunteers What happens if a person shows symptoms of COVID-19? • If volunteers are symptomatic or have a temperature higher than 100.3F they will be asked to stay home, and not return to volunteer for at least 14 days. If a symptomatic volunteer is a part of a group, the group members who have had contact will that volunteer will also be asked to refrain from volunteering for 14 days. • Volunteers will be asked to notify Mercy House if they test positive for COVID-19. • In the case that a site has a positive test for COVID-19 among either clients or staff, volunteer opportunities will be placed on hold for 14 days. What If I'm at high risk due to COVID-19? Volunteers who are 65 or older or are immunocompromised will be asked to find alternative spaces to volunteer with Mercy House for the time being. Please contact Vanessa Rios at 714- 836-7188 x172 to explore opportunities. 65 U MERCY-2 OP ID:SD ACORO' CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD/YYYY) �� 05124/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the pollcy(les)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CO TAT Stephanie Dufour Dufour Insurance Services,LLC PHONE 6611 Littler Drive .714-369-2998 FAX No):714-840-6367 Huntington Beach,CA 92649 ADDRESS:Stophanle@dufourinsurance.com Stephanie Dufour — INSURE S AFFORDING COVERAGE NAIC R + INSURER A:Philadelphia Indemnity 18068 INSURED Mercy House living Centers INSURER 13:NOVA Casualty Company 42652 P.O.Box 1905 INSURERc:Axls Insurance Company 013034 Santa Ana,CA 92702 INSURER o:Tokio Marine Specialty Ins INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. rNSSR TYPEOFINSURANCE POLICY NUMBER BR MOMIMNLICY YYY MMIDDIYY LICY P LIMITS GENERAL LIABILITY EACHOCCURRENCE $ 1,000,00X COMMERCIAL GENERAL LIABILITY X X PHPK2266697 05/02/2021 05f0212022 PREMISES(Ea occurrence $ 100,00CLAIMS-MADE aOCCUR MED EXP(Any one person) $ 10,00X llairt# )i4y PHPK2266697 0610212021 05/02/2022 PERSONAL&ADV INJURY $ 1,000,00 A X Sex Abuse/Miscond PHPK2266697 05102/2021 05/02/2022 GENERAL AGGREGATE $ 2,000,00 GENT AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 2,000,00 X POLICY PRO- 1-1 LOG Ded.-$0 $ AUTOMOBILE LIABILITY E..Id.nl) LE IMIT 1,000,00 A X NYAUTO X X X PHPK2266697 0510212021 0610212022 BODILY INJURY(Perperson) ALL OVVNE LVNED ULEU BODILY INJURY(Per accident) $$ AUTOS AUTOS X NON-OWNED EEAT $ HIREDAUTOS AUTOS PRRACCDN ) —_-- Comp/Coll Ded. $ 60 X UMBRELLA LIAB N OCCUR EACH OCCURRENCE $ 5,000,00 A EXCESS LIAB CLAIMS-MADE X X PHUB766396 05102/2021 0510212022 AGGREGATE S 6,000,00 TIDED X R TIDEDETENTION N10000 $ WORKERS COMPENSATION X I&STATU- OTH- AND EMPLOYERS'LIABILITY I T B ER ANY PROPRIETOWPARTNERIEXECUTIVE Y1 N NIA X CFI-WK-10000043.06 02JO812021 02/08/2022 EL.EACH ACCIDENT $ 1,000,00 OFFICERIMEMBER EXCLUDED? 00 (Mandatory In NH) E,L.DISEASE-EA EMPLOYE $ 1,000, Ilyes,descdbeunder E.L.DISEASE-POLICYUMIT $ 1,00D,00 DESCRIPTION OF OPERATIONS below C Cyber Liability X X RPS AXIS P-077342121 0112912021 09129/2022 Per Oce 1,000,00 A D&O/EPLI X X PHSD1692213 12117/2020 12117/2021 Aggregate 1,000,00 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space Is required) The City of Huntington Beach, its agents, officers, employees and volunteers are named as Additional Insured as respects the operations of Named Insured APPROVED AS TO FORM per attached endorsement. This insurance is primary and noncontributory. Blanket Waiver of Subrogation applies on liability and workers comp _ policies. 10 day notice of cancellation. By: r /_ --MPCHHAEL�E.GATES CITY ATTORNEY CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Huntington Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN y g ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street Huntington Beach,CA 92648 AUTHORIZED REPRESENTATIVE ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 26(2010106) The ACORD name and logo are registered marks of ACORD PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MERCY HOUSE LIVING SHELTERS FOR MANAGEMENT OF A TEMPORARY SHELTER THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and MERCY HOUSE LIVING CENTERS, a California public benefit corporation, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a CONSULTANT to operate and manage a Temporary Shelter; and CONSULTANT has been selected to perform these services based upon the professional and demonstrated skills CONSULTANT possesses in the field of operating and managing Temporary Shelters, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES A. CONSULTANT shall provide all services as described in Exhibit "A", "B", "C" and "D" which shall consist of the CITY'S request for proposal (Exhibit A) and CONSULTANTS response (Exhibit B), and CONSULTANTS proposal addendum (Exhibit C), and the CONSULTANTS Management Plan (Exhibit D) as well as supplemental attachments is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." The Management Plan for the Navigation Center must detail the exact protocols and procedures for how the facility will be run by the CONSULTANT. The Management Plan is subject to City pre-approval and the City may require modifications as deemed appropriate. The City may require modifications to the Management Plan as deemed appropriate. 1 of 21 20-9047/237344/MV B. CONSULTANT hereby designates Larry Haynes, Executive Director, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. CONSULTANT warrants that all persons employed to provide service under this Contract have satisfactory education, training, experience, and work records indicating their ability to adequately perform the work under this Contract. The CITY'S Project Manager, in consultation and agreement with the City Manager, shall have the right to require the removal and replacement of the CONSULTANT'S Project Manager and key personnel. The CITY'S Project Manager shall notify the CONSULTANT in writing of such action. The CONSULTANT shall accomplish the removal within three (3) business days after written notice from the CITY'S Project Manager. The CITY is not required to provide any additional information, reason or rationale in the event it requires the removal of CONSULTANT'S Project Manager from providing further Services under the Contract. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have thirty (30) days after such notification to cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. CONSULTANT will, at its cost and in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement, including but not limited to 2 of 21 2 0-9 04 7/2 3 7 3 44/MV 0 obtaining and maintaining all necessary permits, licenses and certificates that may be required in connection with performance of the services contemplated herein. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM, TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on ()6JV!2tV I , 2020 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibits "A" "B", "C" and "D" shall be completed no later than 5 years from the Commencement Date. The time for performance of the tasks identified in Exhibits "A", "B", "C" and "D" are generally to be shown in Exhibits "A", "B", "C" and "D". This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. In addition, CONSULTANT will not perform any work under this Agreement until CONSULTANT furnishes proof of insurance as required under this Agreement; and CITY gives CONSULTANT a written notice to proceed which shall coincide with the effective date of this Agreement. Should CONSULTANT begin work on 3 of 21 20-9047/237344/MV any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 4. COMPENSATION In consideration of the performance of the services described herein, and except as otherwise provided, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "A," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed $2,600,000.00 for CONSULTANT's services through June 30, 2021 as set forth in CONSULTANT'S budget and as part of the payment schedule identified in Exhibit "E". The City will advance two (2) months of operating funds and all FF&E funds in the amount of $645,497 with the balance of operating funds distributed monthly over the remaining term upon receipt of CONSULTANTS invoice and City documentation of work performed and/or materials, furnishings, fixtures or equipment as set forth in Exhibits "A" and "E". Any prepaid funds shall be returned to the City in the event this Agreement is terminated prior to the services being performed. Payments due and payable to CONSULTANT for services are within the then current fiscal year budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the then current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of that fiscal year. 5. FAMILIARITY WITH WORK By executing this Agreement, CONSULTANT agrees that it has carefully investigated and considered the scope of services to be performed. Carefully considered how the services should be performed; and understands the facilities, difficulties, and restrictions attending 4 of 21 20-9047/2373441MV performance of the services under this Agreement. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 6. EXTRA WORK In the event CITY requires additional services not included in Exhibits "A", "B", "C", or "D" or changes in the scope of services described in Exhibits "A", "B", "C" and "D" CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide City with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost. However, no such Additional Work will be undertaken without prior written approval from the CITY. 7. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit"E." 8. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or 5 of 21 20-9047/237344/MV termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 9. HOLD HARMLESS A. CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. B. To the extent that CONSULTANT performs "Design Professional Services" within the meaning of Civil Code Section 2782.8, then the following Hold Harmless provision applies in place of subsection A above: CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY and its officers, elected or appointed officials, employees, agents and volunteers, from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) to the extent that the claims against CONSULTANT arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT. In no event shall the cost to defend charged 6of21 20-9047/237344/MV to CONSULTANT exceed CONSULTANT's proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more other defendants to the claims and/or litigation is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid defense costs. The duty to indemnify, including the duty and the cost to defend, is limited as provided in California Civil Code Section 2782.8. C. Regardless of whether subparagraph A or B applies, CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONSULTANT. 10. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. 7 of 21 20-9047/237344/MV CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 11. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. 8 of 21 20-9047/2373441MV The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 12. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 13. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder with cause, and whether or not the PROJECT is fully complete. In the event of termination for cause, for reasons other than health and safety, the City at its sole discretion may allow CONSULTANT 30 days to cure. The City will provide notice of for cause termination and the 30 day window to cure shall begin upon receipt of notice as such receipt of notice is provided herein. City at its sole discretion shall determine whether or not the cure was effected and whether or not to terminate this Agreement within the 30 day window. In the event the City provides notice of termination for health and safety reasons, the City may at its sole discretion terminate this Agreement immediately by providing notice to Consultant. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished 9 of 21 20-9047/237344/MV and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT 14. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 15. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 16. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 17. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: 10 of 21 20-9047/237344/MV TO CITY: TO CONSULTANT: City of Huntington Beach Mercy House ATTN: Oliver Chi, City Manager ATTN: Larry Haynes, Executive Director 2000 Main Street PO Box 1905 Huntington Beach, CA 92648 Santa Ana, CA 92702 oliver.china,surfcity-hb.org larryh&mercyhouse.net ursula.luna-re nosa ,surfcity-hb.org timothyhna,mercyhouse.net 18. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 19. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 20. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 21. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or 11 of 21 20-9047/237344/MV neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 22. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 23. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 24. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 12 of 21 20-9047/2373441MV 25. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 26. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 27. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 28. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 29. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this 13 of 21 20-9047/237344/MV Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 30. CONSISTENCY In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: Exhibit"A"—Mercy House Proposal Exhibit"B"—Mercy House Proposal Addendum 31. EQUAL EMPLOYMENT OPPORTUNITY. CONSULTANT shall comply with U.S. Executive Order 11246 entitled, "Equal Employment Opportunity" as amended by Executive Order 11375 and as supplemented in Department of Labor regulations (41 CFR, Part 60) and applicable State of California regulations as may now exist or be amended in the future. The CONSULTANT shall not discriminate against any employee or applicant for employment on the basis of race, color, national origin, ancestry, religion, sex, marital status, political affiliation or physical or mental condition. Regarding handicapped persons, the CONSULTANT will not discriminate against any employee or applicant for employment because of physical or mental handicap in regard to any position for which the employee or applicant for employment is qualified. The CONSULTANT agrees to provide equal opportunity to handicapped persons in employment or in advancement in employment or otherwise treat qualified handicapped individuals without discrimination based upon their physical or mental handicaps in all employment practices such as the following: employment, upgrading, promotions, transfers, recruitments, advertising, layoffs,terminations, rate of pay or other forms of compensation, 14 of 21 20-9047/2373441MV and selection for training, including apprenticeship. The CONSULTANT agrees to comply with the provisions of Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, pertaining to prohibition of discrimination against qualified handicapped persons in all programs and/or activities as detailed in regulations signed by the Secretary of the Department of Health and Human Services effective June 3, 1977, and found in the Federal Register, Volume 42, No. 68 dated May 4, 1977, as may now exist or be amended in the future. Regarding Americans with disabilities, CONSULTANT agrees to comply with applicable provisions of Title 1 of the Americans with Disabilities Act enacted in 1990 as may now exist or be amended in the future. 32. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement 33. GENERAL PRINCIPLES CONSULTANT shall, comply with generally accepted accounting principles and good business practices, including all applicable cost principles published by the Federal Office of Management and Budget(OMB), including 2 CFR 200 -UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS "The Uniform Guidance", which can be viewed at https://www.ecfr.gov/cgi- initext—idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl. CONSULTANT shall comply with all federal, State and other funding source requirements. CONSULTANT shall, at its own expense, 15 of 21 20-9047/237344/MV furnish all cost items associated with this Agreement except as herein otherwise specified in the budget or elsewhere to be furnished by CITY. CONSULTANT shall submit annually to the CITY a cost allocation plan in accordance with The Uniform Guidance. 34. COMPLIANCE WITH LAWS AND REGULATIONS CONSULTANT shall at all times perform is obligations hereunder in compliance with all applicable Federal, State, County, and local laws, rules and regulations, current and hereinafter enacted, including facility and professional licensing and/or certification laws and keep in effect any and all licenses, permits, notices and certificates as are required. CONSULTANT shall further comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health and sanitation. 35. EQUAL OPPORTUNITY CONSULTANT shall comply with the provisions of Title VII of the Civil Rights Act of 1964 in that it will not discriminate against any individual with respect to his or her compensation, terms, conditions, or privileges of employment nor shall CONSULTANT discriminate in any way that would deprive or intend to deprive any individual of employment opportunities or otherwise adversely affect his or her status as an employee because of such individual's race, color, religion, sex, national origin, age, handicap, medical condition, sexual orientation or marital status. 36. AFFIRMATIVE ACTION Each CONSULTANT and subcontractor of services and supplies employing fifteen (15) or more full-time permanent employees, shall comply with all Affirmative Action Programs required by Federal or State law. 16 of 21 20-9047/237344/MV 37. NON DISCRIMINATION CONSULTANT shall ensure that services and facilities are provided without regard to ethnic group identification, race, color, nation origin, creed, religion, age, sex, physical or mental disability, political affiliation or marital status in accordance with applicable laws, including, but not limited to, Title VI of the Civil Rights Act of 1964 (42 U.S.0 200-d), Section 162 (a) of the Federal-Aid Highway Act of 1973 (23 U.S.0 324), Section 504 of the Rehabilitation Act of 1973, The Civil Rights Restoration Act of 1987 (P.L. 100-209), Executive Order 12898 (February 11, 1994), Executive Order 13166 (August 16,2000), Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000-d), the Age Discrimination of 1975 (42 U.S.C. 6101 ), Article 9.5, Chapter 1, Part 1, Division 2, Title 2 (Section 11135, et seq) of the California Government Code, Title 9, Chapter 4, Subchapter 6 (Section 10800, et seq) of the CCR and California Dept of Social Services Manual of Policies and Procedures (CDSS MPP) Division 21. 38. BYRD ANTI-LOBBYING AMENDMENT CONSULTANT shall file Standard Form-LLL, "Disclosure Form to Report Lobbying," to certify that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. CONSULTANT shall disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award by CONSULTANT or CONSULTANT's Subcontractors. In accordance with 31 U.S.C. 1352, CONSULTANT shall also file a disclosure form at the end of each calendar quarter in which there occurs any event that requires disclosure or that materially affects the accuracy of the information contained in any disclosure form previously 17 of 21 20-9047/237344/MV filed. CONSULTANT shall include this provision in all subcontracts and require each of its subcontractors to comply with the certification and disclosure requirements of this provision. 39. CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT CONSULTANT agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq. CONSULTANT agrees to report each violation to the USDA and the appropriate EPA Regional Office. CONSULTANT agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act as amended (33 U.S.C. §§ 1251 et seq.). CONSULTANT agrees to report each violation to the USDA and the appropriate EPA Regional Office. 40. CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS ENTERPRISES AND LABOR SURPLUS AREA FIRMS CONSULTANT shall, in accordance with 2 CFR 200.321 -Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms, take affirmative steps to include minority business, women's business enterprises, and labor surplus area firm by: a. Placing qualified small and minority businesses and women's business enterprises on solicitation lists; b. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; C. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises; 18 of 21 20-9047/237344/MV d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and e. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce. 41. PROCUREMENT OF RECOVERED MATERIALS CONSULTANT shall comply with 2 CFR part 200.322. CONSULTANT shall procure only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000. CONSULTANT certifies that the percentage of recovered materials to be used in the performance of this Agreement will be at least the amount required by applicable specifications or other contractual requirements. For contracts over $100,000 in total value, CONSULTANT shall estimate the percentage of total material utilized for the performance of the Agreement that is recovered materials and shall provide such estimate to CITY upon request. 42. AUDIT AND INSPECTION CONSULTANT agrees to maintain and/or make available within the CITY accurate books and accounting records relative to all its activities under this Agreement. Authorized federal, State or County representatives shall have the right to monitor, assess, or evaluate CONSULTANT's performance pursuant to this Agreement, said monitoring, assessments, or evaluations to include but not limited to audits, inspection of premises, reports, and interviews of project staff and participants. CONSULTANT assertions of confidentiality shall not be a bar to full access to the records. 19 of 21 20-9047/237344/MV 43. AUDIT REQUIREMENT CONSULTANTS that expend $750,000 or more of federal grant funds per year shall also have an audit conducted in compliance with Government Auditing Standards, which includes Single Audit Act Amendments and the Compliance Supplement(2 CFR part 200 App. XI). 44. EFFECTIVE DATE This Agreement shall be effective on the date of its final execution by the by the City Manager. This Agreement shall expire when terminated as provided herein. Acknowledgement: By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. [SIGNATURES ON SEPARATE PAGE] 20 of 21 20-9047/237344/MV CONSULTANT, MERCY HOUSE LIVING CENTERS CITY OF HUNTINGTON BEACH, a m ' al corporation of the State of r fo 'L- r- 11 By: print name City Manager ITS: (circle one) Chairman/President/Vice President AND INITIATED AN PP VED: By: UNA Director of Community evelopment print name ITS: (circle one) Secretary/Chief Financial Officer/Asst. Secretary - Treasurer 6VIEWEtND AP ROVE City Manager APPROV D AS TO FORM: 1;,, ity Attorney COUNTERPART 21 of 21 20-9047/237344/MV CONSULTANT, MERCY HOUS IV CENTERS CITY OF HUNTINGTON BEACH, a m al corporation of the State of C ifo 'a By' print name City Manager ITS: (circle one) Chair Cresidenice President AND INITIATED AN P VED: By: Director of Community evelopment pnnt name ITS: (circle one) Secreta Chief Financial Officer/Asst. Secretary-Treasur --� VIEWS ND AP ROVELv City Manager APPROVED AS TO FORM: ,�,, ity Attorney COUNTERPART i 21 of 21 20-9047/237344/MV EXHIBIT A CITY REQUEST FOR PROPOSAL H TINGTON BEACH REQUEST FOR QUALIFICATIONS (RFQuaI) FOR A HOMELESS SHELTER OPERATOR RFQuaI RESPONSE DUE DATE Friday, January 24, 2020 @ 4:00 p.m. DIRECT QUESTIONS TO Finance Department By January 17, 2020 4pm for consideration Email: purchasing@surfcity-hb.org i'Wl CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI BACKGROUND INFORMATION During the past year,the City of Huntington Beach (City) has been working to refine our response to addressing homeless related issues in the community,and we have been developing ways through which we can help strengthen, align,and empower various partnerships to create safe and supportive pathways for individuals looking to find their way out of homelessness. To help facilitate those partnerships,the City has developed a Homeless Outreach Team,which consists of two sworn Homeless Liaison Officers,one Homeless Outreach Coordinator, and three Homeless Outreach Case Managers. In addition,we have also been working to further identify and clarify the City's role in addressing homeless related issues. As our understanding of the situation has become more refined,our response plans have also evolved. Today,the City is committed to spending the bulk of our time and resources on developing long-term solutions for addressing homelessness, namely,facilitating the establishment of permanent supportive housing initiatives. Of note,the City recently approved a$3 million forgivable loan to Jamboree Housing to facilitate the development of a 43-unit permanent supportive housing project located at 18431 Beach Boulevard. Moving ahead,while the City will continue to invest primarily in developing long-term permanent supportive housing options,we also recognize that establishing access to a local shelter/navigation facility to provide interim transitional support for those afflicted by homelessness needs to be part of our overall response strategy. As data from the latest 2019 Orange County Point-In-Time Count demonstrates, Huntington Beach has a large—and growing—unsheltered homeless population. ■ Huntington Beach is located in Orange County's Central Service Planning Area (SPA),which is the SPA with the largest total homeless population in Orange County. ■ Huntington Beach was identified as having 289 unsheltered homeless individuals in 2019. ■ Since 2017, Huntington Beach has seen a 143%increase in unsheltered homeless individuals in the City. Of particular note,given the 143% increase in unsheltered homeless individuals in Huntington Beach during the past two years,the issues in the City are clearly expanding in scale and scope. To that end, while permanent housing options are being further developed during the next several years, more immediately,the City is working through an assessment process to establish a local homeless shelter facility. A number of different shelter sites have been/are being considered,and based on draft plans established to date,the City envisions establishment of an initial shelter facility according to the following specifications: ■ 40—50 beds ■ 7,000—10,000 square feet of total shelter space utilizing shelter trailers Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 2of7 r I f CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI PROJECT/SCOPE OF WORK OVERVIEW Given the current need to develop access to a homeless shelter facility in Huntington Beach,the City is seeking proposals from qualified homeless shelter operators to help design and manage the operations of a future 40—50 bed facility. In an effort to build a partnership with the eventual selected operator, this current Request for Qualifications(RFqual) has been developed to assess the qualifications and approach of interested parties. Then,after reviewing the responses received,the City will identify the best fit to serve as our shelter operator partner moving ahead. In general,the selected operator may be asked to provide the following services: ■ Phase One (P1)Technical Advisory:Support the City's design efforts (shelter layout and FF&E needs), and support the City's communication efforts(attend community meetings, council meetings,study sessions,etc. and provide input on communication materials). P1 Timeline: February—March 2020 ■ Phase Two(P2) Onboarding: Program set up, recruiting, hiring,training,vendor selection, continued community outreach. P2 Timeline:April—June 2020 ■ Phase Three(P3)Shelter Operations and Management: Program implementation and ongoing evaluation (case management,security services, etc.). P3 Commencement:July 1, 2020 Once a firm has been identified through this RFQuaI process,additional partnership details will be coordinated through the mutual development of a Technical Advisory Contract to cover the P1 services. An Onboarding Agreement will be mutually developed and executed at the conclusion of the P1 services to cover the P2 services. It is envisioned that a mutually developed Homeless Shelter Operator Contract would be executed to be effective July 1,2020,which may include, but not be limited to,contract provisions regarding the following items: ■ Shelter access plan ■ Security plan ■ Shelter management plan ■ Storage plan ■ Sleeping area details N Case management ■ Meal plan 0 Housing navigation services ■ Pet accommodations 0 Daytime program activities ■ Hygiene facilities 0 Exiting procedures ■ Transportation plan 0 Community communication program Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 3 of 7 rE CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI CONTENT OF PROPOSALS Proposals submitted to the City should include the following components: 1. Cover Letter a. A cover letter signed by the individual authorized to represent/negotiate on behalf of the responding firm. 2. Firm Qualifications a. An overview of qualifications for the firm,which should include the type of organization, size, professional registration,and affiliations of the company. b. Please include an outline of current relevant projects being coordinated in Orange County. Responses should demonstrate specific details relating to the operations of homeless shelter facilities, including the location/address of current shelter(s) being operated,the number of beds being managed at each facility, and outcome metrics for clients staying at each facility. c. If possible, please also include the current costs associated with operating each identified shelter facility. d. Please provide references from current related projects,with information to ensure easy contact(including but not limited to name,address, email, and phone number of individual(s)to contact for referral). 3. Proiect Team Overview a. Responses should include the resume/background of the principal individual(s)from the firm who will be working on this initiative with the City, including the project lead who will be responsible for the day-to-day management of the project. 4. Understanding of and Proposed Approach to the Operating a Shelter in Huntington Beach a. Describe the recommended approach to the operations of the shelter in Huntington Beach, based on your understanding of our homeless population in Surf City. Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 4of7 CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI 5. Cost of Services a. The P1 (Technical Advisory Services) costs will be on a time and material basis not to exceed$25,000. As part of the response to this RFQuaI, identify the staff that will be selected to work on the P1 services and include their titles and hourly rates. b. The P2 (Onboarding) costs will be on a time and material basis not to exceed a mutually identified amount during P1. As part of the response to this RFQuaI, identify the staff that will be selected to work on the P2 services and include their titles and hourly rates. c. The P3 (Shelter Operations and Management)costs will be based annually on a per bed basis. The number of beds will be determined during P1. As part of the response to this RFQuaI, identify the per bed cost for each facility managed in Orange County. Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 5 of 7 ��5 ii CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI SUBMITTAL GUIDELINES The deadline for receiving Qualification Statements ("Statements") is 4:00 p.m, on Friday,January 24, 2020. Without exception, Statements will not be accepted after this deadline. Respondents are required to submit one (1) electronic version via PlanetBids OR a paper proposal mailed, delivered by hand or couriered to following address: City of Huntington Beach Purchasing Department—RFQuaI#20-0124 2000 Main Street Huntington Beach, Ca 92648 All questions regarding anything contained in this RFQuaI should be sent via email by January 17 for response to: Finance Department purchasing@surfcity-hb.org RE: HOMELESS SHELTER OPERATOR RFQuaI RESPONSE It is important to note that the City reserves the right to reject any and all proposals. The City will not be liable for, nor pay for any costs incurred by responding firms relating to the preparation of the proposal. An explicit provision of this RFQuaI is that any oral communication is not binding on the City's RFQuaI proposal process or selection criteria. Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 6 of 7 CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI SELECTION OF FIRM RFQuaI Assessment Process The City will coordinate a review and evaluation of all proposals received by the City in response to this RFQuaI. As part of the assessment process,the City will place particular emphasis on the qualifications/ experience of the individuals assigned to the project;directly relevant qualifications/experience of the firm;the ability for the firm to undertake the management of a shelter facility;and each firm's understanding and proposed approach to the project. The following specific criteria will be used in the evaluation process: 1. Qualifications and experience of the individuals assigned to the project. 2. Qualifications and experience of the responding firm. 3. Overall ability to undertake the proposed management of a shelter facility in Huntington Beach 4. Understanding and approach to the proposed project in Huntington Beach Overall Assessment/Selection Process After assessing all of the responses received,the most qualified respondents will be invited to participate in an interview with City staff. Following that interview process,the City will identify a selected firm to partner with on this project. The selected firm will initially be asked to enter into a Technical Services Agreement with the City,followed by an Onboarding Agreement,and then followed by a Homeless Shelter Operator Contract. The anticipated timeline for these next steps is as follows: RFQuaI Release Date: January 10, 2020 Deadline for Written Questions: January 17, 2020 Responses to Written Questions: January 21, 2020 RFQuaI Submittal Deadline: January 24, 2020 @ 4:00 p.m. Interviews w/Selected Firms: A mutually agreed upon time between the City and the identified firm,to take place between January 27, 2020 and January 31, 2020 Technical Assistance Agreemnet: February 1, 2020 Onboarding Agreement: Awarded at the March 16, 2020 City Council Meeting and effective April 1, 2020 with authority to enter into Shelter Operator Agreement effective July 1, 2020 Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 7 of 7 CITY OF HUNTINGTON BEACH Homeless Shelter Operator RFQuaI TERMS AND CONDITIONS The following terms and conditions apply to this RFQuaI: 1. All responses shall become the property of the City. 2. Due care and diligence has been exercised in the preparation of this RFQuaI and all information contained herein is believed to be substantially correct. However,the responsibility for determining the full extent of the services rests solely with those making responses. Neither the City nor its representatives shall be responsible for any error or omission in this response, nor for the failure on the part of the respondents to determine the full extent of their exposures. 3. The City reserves the right to select firms from the responses received;to waive any or all informalities and/or irregularities;to re-advertise with either an identical or revised scope,or to cancel any requirement in its entirety;or to reject any or all proposals received. 4. A response to this RFQuaI does not constitute a formal bid,therefore,the City retains the right to contact any/all proposing firms after submittal in order to obtain supplemental information and/or clarification in either oral or written form. Furthermore,an explicit provision of this RFQuaI is that any oral communication made is not binding on the City's proposal process. 5. The City will not be liable for, nor pay for any costs incurred by responding firms relating to the preparation of any proposal for this RFQuaI. Homeless Shelter Operator RFQuaI Submittal Deadline:Friday,January 24,2019 @ 4:00 p.m. Page 8 of 7 EXHIBIT B MERCY HOUSE PROPOSAL CITY OF HUNTINGTON BEACH Homeless Shelter Operator Request for Qualifications (RFQ#20-0124) 4' ' All �- ear �Iii�iiY d ��P!l�v;p�Jy i uY^ ti � Iff ,',.u•: r Proposal Contact: Larry Haynes, Executive Director PH: (714) 836-7188 x101 EM: larryh@mercyhouse.net PO Box 1905 Santa Ana, CA 92702 EIN: 33-0315864 www.mercyhouse.net January 16, 2020 City of Huntington Beach Purchasing Department 2000 Main Street Huntington Beach, CA 92648 SUBJECT: Homeless Shelter Operator Request for Qualifications (RFQ #20-0124) City of Huntington Beach Evaluation Committee, Mercy House Living Centers is pleased to submit this response to the Request for Qualifications (RFQ #20-0124) for Homeless Shelter Operator. Mercy House has provided homeless services to nearly 87,000 individuals in the span of 29 years; we did this with a vision to"be leaders in ending homelessness by providing a unique system of dignified housing opportunities, programs, and supportive services."Since its inception, Mercy House has grown from a small transitional housing program provided shelter and services to 10 homeless, single men at a time, to a complete system of care that meets the needs of thousands of men, women, and children every year. Our drive to adopt innovative, data-driven strategies for ending homelessness have made us successful partners as we deliver effective homeless services, often in collaboration with like-minded agencies and multiple cities and jurisdictions. This vision to serve the most vulnerable has also led us to significantly increase our emergency shelter footprint in the County. This expansion of services, while seemingly rapid, hyper growth to some, actually plays to some of our greatest organizational strengths including: 1) working collaboratively with City governments, 2) working collaboratively with other organizations, 3) operating effective large mass shelters, and 4) providing housing-focused navigation services and support. We believe becoming operator of the Huntington Beach Emergency Shelter plays to all of these strengths and to our strategic plans of where we want to lead our agency, the City of Huntington Beach and the community at large into next. Therefore, we are fully dedicated to committing our time, energy and intellectual capacity to see this project succeed. Since 2016, we have had a strong working relationship with City Staff and the City's designated Homeless Outreach Team operating a successful HOME Tenant-Based Rental Assistance (TBRA) program. This program has placed 154 homeless and at-risk Huntington Beach residents into housing with an 84% success rate of housing retention at exit. This long-standing, cooperative, working relationship between Mercy House and the City of Huntington Beach staff, that is unmatched by any other competitive shelter operator, will be the catalyst for successful operations of the proposed emergency shelter. We have strong ties to the City of Huntington Beach which includes a combination of board members, donors, volunteers and other non-profits. We plan to mobilize these existing relationships with City staff, private citizens and reputable organizations to advance our work for the Huntington Beach Emergency Shelter and for the benefit of those who will seek shelter there. As the chief architect of the County of Orange's Year Round Emergency Shelter Management Operations and Public Safety Plan, the policies and procedures of the no walk-up, transportation-based, reservation only emergency shelter that was created by our agency has since become the standard for all new emergency shelters in Orange County. In actually executing these policies and procedures, we are the only service provider in Orange County that has had direct experience in providing no walk up, transportation-based, reservation only emergency shelter. We have been doing this effectively since the high-profile opening of Bridges at Kraemer Place in May 2017, the HomeAid Family CareCenter in July 2017, the Link in November 2018 and the Costa Mesa Bridge Shelter in April 2019. With this experience comes our knowledge and ability to enact Good Neighbor and Safety protocols such as: 1) Manage a bed reservation call line; 2) Manage and communicate bed vacancies and inventory to stakeholders including but not limited to police departments, referral partners, clients and service providers; 3) Safely and effectively handle walk-up situations and provide support out of the area; 4) Prevent and manage issues of loitering and abandonment of property in nearby areas; 5) Manage and maintain transportation to and from the shelter site in locally designated and approved areas. Outside of the experience and expertise this brings, as we currently operate 6 mass shelter sites throughout Orange County, we have established relationships with a number of security, food, laundry, transportation, pet management vendor that, may be scaled to support operations of the Huntington Beach Emergency Shelter, enable us to ensure opening of the shelter can be done in any expedited timeline; and allow for greater opportunities to negotiate prices to keep operational costs low. Our vision for the Huntington Beach Emergency Shelter center is a "Housing Focused Shelter" that is not only fully integrated to the Orange County Continuum of Care and the Orange County Coordinated Entry System but also provides a regional emergency shelter response to homelessness in the Central SPA area. As operators of several other housing and emergency shelter programs in the region we believe we are primed more than any other applicant to see this vision through and are uniquely qualified to be an outstanding partner for the City of Huntington Beach in fulfilling the goals of this project as our program model and experience in operating similar programs suggests. Thank you for your consideration of our proposal. We look forward to the opportunity of working with the City of Huntington Beach in this capacity. Sincerely, "04 Larry Haynes Executive Director Table of Contents PART I: Applicant Qualifications.............................................................................................2 Key Service Accomplishments............................................................................................................................3 ProjectExperience...............................................................................................................................................5 PART II: Project Team Overview.............................................................................................7 ShelterStaffing Plan............................................................................................................................................8 Securityand Staff Coverage............................................................................................................................ 10 WeeklyStaffing Schedule................................................................................................................................ 11 Hiringand Training Plan................................................................................................................................... 12 PART III: Emergency Shelter Program Design and Operations.....................................13 Services............................................................................................................................................................... 14 HousingStrategy............................................................................................................................................... 16 Evidence Based and Best Practices at the Shelter....................................................................................... 17 Collaboration with Community Resources..................................................................................................... 19 Integration with Coordinated Entry System.................................................................................................. 20 GoodNeighbor Plan.......................................................................................................................................... 20 SecurityPlan...................................................................................................................................................... 23 Program Goals and Outcomes......................................................................................................................... 26 PARTIV: Cost of Services........................................................................................................28 Phase1 -Technical Advisory Services........................................................................................................... 28 Phase 2 — Onboarding Services...................................................................................................................... 28 Phase 3 — Shelter Operations and Management.......................................................................................... 29 PART VI: Project Implementation Timeline........................................................................31 PART I: Applicant Qualifications Mercy House has operated successful homeless service programs for over 29 years and in that time has served more than 87,000 individuals. This includes operating a variety of programs ranging from homeless prevention, street outreach, bridge housing/emergency shelters, transitional/interim housing, aftercare programs, rapid re-housing programs as well as permanent supportive housing facilities and residential services program. The diversity of these programs has afforded us the experience of working with a wide variety of homeless subpopulations including, but not limited to; families, adult men and women, mothers and their children, veterans, seniors, chronically homeless individuals, persons living with HIV/AIDS, individuals overcoming substance addictions, and those who are both physically and/or mentally disabled. With over 29 years of experience in providing services to the homeless, including the chronically homeless, our staff have extensive knowledge of the needs and barriers faced by the homeless as well as a variety of resources and best practices which may prove helpful to their success. Our executive staff has more than 100 years of combined experience in providing services to homeless and at-risk populations and serve in a number of leadership roles throughout Southern California. Over the past 10 years, we have shifted the focus of our agency and have made programmatic adjustments to ensure that we were sufficiently contributing to a vision of ending homelessness by serving the most vulnerable in our community, including the chronically homeless. To this extent, we lowered barriers in our shelters, we implemented and adopted Housing First principles in all of our programs, we created hundreds of Permanent Supportive Housing units by organizing and leading collaborations as well as increased our street outreach efforts. Our primary focus as an agency is providing emergency shelter and services, housing placement and housing stabilization services to homeless and chronically homeless individuals and families. Through our success and innovative approaches we have earned a reputation as being an authority on homeless issues. We have been contracted as consultants or key advisors with a number of cities to provide strategies and solutions to homelessness within their respective jurisdictions. We work cooperatively with their teams and provide public relations support to their respective councilmembers and other decision makers. We provide presentations on their behalf to address concerns that community members might have of any new programs or ideas. We have become a well-respected agency in the business community for our management and leadership. We show respect to the concerns and needs of businesses and include them in regular Good Neighbor outreach efforts. They know they can turn to us if a problem arises. We have a long history of working well in the neighborhoods in which we operate our programs. The agency becomes a positive partner by interacting with neighbors through neighborhood association meetings and volunteering with local activities. We have held community meetings and forums to give concerned members a voice in how our projects will impact them and their families and have used these concerns to find creative solutions. 2 Service in Huntington Beach Since 2016, we have partnered with the City of Huntington Beach to operate a HOME Tenant-Based Rental Assistance (TBRA) Program providing housing navigation and sustainability services to homeless and at-risk Huntington Beach residents. Through this program, we have successfully placed 55 households including 154 homeless Huntington Beach residents into housing. 84% of those served have maintained or exited to permanent housing as a result of the program. In operating the TBRA program, we have had an opportunity to work directly with City staff as well as the City's designated Homeless Outreach Team including its Homeless Liaison Officers, Homeless Outreach Coordinator, and Homeless Outreach Case Managers. Together we have created a streamlined referral processes and case conferencing that has directly impacted the success of the TBRA program. This long-standing, cooperative, working relationship between Mercy House and City of Huntington Beach staff, that is unmatched by any other competitive shelter operator, will be the catalyst for successful operations of the proposed emergency shelter. Outside of our direct services, Huntington Beach is home to a number of our Board Members and long- term Mercy House supporters. Our founder and current Chairman of our Board of Directors, Father Jerome Karcher, has been the pastor at St. Vincent de Paul Church in Huntington Beach since July 1, 1995. Lastly, over the years we have worked in collaborations with a number of nonprofit organizations serving the Huntington Beach area including, but not limited to: Colette's Children's Home, Build Futures, American Family Housing, Project Hope Alliance, Share Our Selves, Serving People in Need, the Raise Foundation, Second Chance Orange County, Stand Up for Kids, and Chrysalis. We plan to mobilize these existing relationships with City staff, private citizens and reputable organizations to advance our work for the Huntington Beach Emergency Shelter and for the benefit of those who will seek shelter there. Key Service Accomplishments HOUSING PLACEMENTS During the 2018-19 fiscal year, Mercy House set an ambitious goal to prevent or end the homelessness of 1,500 individuals. We surpassed that goal by 14% providing a permanent housing solution to 1,707 men, women, and children. BRIDGE HOUSING/YEAR ROUND EMERGENCY SHELTERS Bridges at Kraemer Place During the 2018-2019 fiscal year, we exited 73 people to permanent housing and another 24 to temporary housing in this 200-bed facility. Of those that exited successfully, 39% were connected to a housing subsidy program. The other 61% self-resolved their homelessness. Self- resolved homelessness is a direct byproduct of the Housing Navigation case management we provide to 3 program participants including establishing housing and employment goals, connections to benefits and assessing strengths and resources that the program participant may have to overcome their homelessness. The average length of stay for a permanent housing placement was 89 days, a 41% decrease than national average of 151 days. Family CareCenter During the 2018-2019 fiscal year, we exited 91 people to permanent housing and another 72 to temporary housing in this 56-bed facility. Of those that exited successfully, 90% were connected to a housing subsidy program. The other 10% self-resolved their homelessness. The average length of stay for a permanent housing placement was 58 days. The Link From the inception of the shelter in November 2018 through June 30, 2019, we exited 47 people to permanent housing and another 15 to temporary housing in this 200-bed facility. Of those that exited successfully, 68% were connected to a housing subsidy program. The other 32% self-resolved their homelessness. The average length of stay for a permanent housing placement was 30 days. TRANSITIONAL/INTERIM SHELTERS During the 2018-2019 fiscal year, we placed 80 individuals into permanent housing. 93% of those who have exited successfully over the past two years have not reentered homeless system. RAPID REHOUSING During the 2018-2019 fiscal year, 664 homeless individuals including 247 households were assisted to secure housing. 97% of households were able to maintain their housing after assistance was expended. 95% of individuals served in the past two years have not reentered the homeless system. PERMANENT SUPPORTIVE HOUSING During the 2018-2019 fiscal year, 290 disabled and chronically homeless individuals were provided housing and services. 91% exited to or maintained permanent housing. HOUSING AND SHELTER PORTFOLIO Mercy House currently manages and/or provides supportive services to: • 1,082 beds of bridge housing/emergency shelter • 285 units of permanent supportive housing • 541 units of low-income housing • 247 units of Rapid Rehousing • 78 units of homeless prevention 4 Project Experience JOSEPH HOUSE Service Years: 1990-2019 Project Location: Santa Ana Number of beds: 21 Program Distinctions: Transitional Shelter for homeless single men; converted to permanent housing in 2017 Annual Operating Cost: $129,389 Per Bed Cost: $6,161 Reference Contact Information: Gina Scott, Executive Director, HomeAid OC, (949)777-3866, ginascott@homeaidoc.org REGINA HOUSE Service Years: 1994-2019 Project Location: Santa Ana, CA Number of beds: 21 Program Distinctions: Interim housing for homeless single mothers and their children; converted to permanent housing in July 2019 Annual Operating Cost: $193,287 Per Bed Cost: $9,204 Reference Contact Information: Gina Scott, Executive Director, HomeAid OC, (949)777-3866, ginascott@homeaidoc.org BETHANY HOUSE Service Years: 2014-2019 Project Location: Anaheim, CA Number of beds: 10 Program Distinctions: Interim housing for homeless single women; converted to permanent housing in July 2019 Annual Operating Cost: $117,457 Per Bed Cost: $11,746 Reference Contact Information: Sister Eileen McNerney, Sisters of St. Joseph of Orange, (714) 633-8121 ASSISI HOUSE Service Years: 2005-Present Project Location: Ontario, CA Number of beds: 26 Program Distinctions: Interim housing for homeless single women and men, single mothers and their children Annual Operating Cost: $129,471 Per Bed Cost: $4,980 Reference Contact Information: Julie Bjork, Housing Director, City of Ontario, (909) 395-2307, jbjork@onatrioca.gov 5 ARMORY EMERGENCY SHELTER Service Years: 2008-Present Project Location: Santa Ana and Fullerton, CA Number of beds: 400 Program Distinctions: Seasonal program; as operator we have streamlined processes to reduce operational costs, built resource base and community wide support, serves on average 1,800 unduplicated annually including chronically homeless adults Annual Operating Cost: $ 1,790,304 Per Bed Cost: $4,476 Reference Contact Information: Jonathan Chi, Shelter Program Manager, Office of Care Coordination, OC HealthCare Agency, (714) 834-4647, ]Chi@ochca.com FAMILY REDIRECTION PROGRAM Service Years: 2008-2017 Project Location: Church partner sites throughout Orange County Number of beds: Varies by location Program Distinctions: Distinction of being first of its kind in Orange County, served on average 500 unduplicated individuals in families annually. Seasonal shelter that was later replaced by HomeAid Family CareCenter to provide year round shelter Annual Operating Cost: $326,105 Per Bed Cost: Varies Reference Contact Information: Kim Goll, Executive Director, Children and Families Commission of Orange County, (714) 567-0152; Kim.Goll@cfcoc.ocgov.com BRIDGES AT KRAEMER PLACE Service Years: 2017-Present Project Location: Anaheim, CA Number of beds: 200 Program Distinctions: First program of its kind in Orange County. Mercy House selected operator through competitive process. Serves up to 200 men and women and includes a multi-service center, on-site health clinic, kitchen, and more. Housing Navigation support is provided to all clients with the intention to connect to CES system and housing opportunities Annual Operating Cost: $2,736,309 Per Bed Cost: $13,682 Reference Contact Information: Jonathan Chi, Shelter Program Manager, Office of Care Coordination, OC HealthCare Agency, (714) 834-4647, ]Chi@ochca.com HOMEAID ORANGE COUNTY FAMILY CARECENTER Service Years: 2017-Present Project Location: Orange, CA Number of beds: 56 Program Distinctions: Mercy House selected operator through competitive process. Offers shelter and intensive supportive services to up to 15 families at a time and is equipped with a learning lab, kitchen, and play area for children. Housing Navigation support is provided to all clients with the intention to connect to CES system and housing opportunities Annual Operating Cost: $837,777 Per Bed Cost: $14,960 Reference Contact Information: Gina Scott, Executive Director, HomeAid OC, (949)777-3866, ginascott@homeaidoc.org 6 THE LINK Service Years: November 2018-Present Project Location: Santa Ana, CA Number of beds: 200 Program Distinctions: Mercy House selected operator through competitive process. Housing Navigation support is provided to all clients with the intention to connect to CES system and housing opportunities Annual Operating Cost: $2,875,507 Per Bed Cost: $14,376 Reference Contact Information: Terri Eggers, Acting Homeless Services Manager, City of Santa Ana, (714) 647-5378, teggers@santa-ana.org COSTA MESA BRIDGE SHELTER Service Years: April 2019-Present Project Location: Costa Mesa, CA Number of beds: 50 Program Distinctions: Mercy House selected operator through competitive process. Hybrid model wherein Mercy House is shelter operator working collaborative with City staff providing the housing navigation services. Annual Operating Cost: $ 1,480,421 (Mercy House costs only) Per Bed Cost: $29,608 Reference Contact Information: Justin Martin, Parks &Community Services Director, City of Santa Ana, (714)754-5065, justin.martin@costamesaca.gov PART II: Project Team Overview E�s i IifVl i i IP III 9i Ilii +f ._... Please reference Exhibit Al Staff Resumes and Job Descriptions for further details on these staff positions. 7 Shelter Staffing Plan Our 24/7 Site Management Plan will ensure maximum coverage to provide a safe and secure facility experience at all times. The Daily Staffing Plan below and ratio of staff to security guards we believe will provide this effective coverage. The assumptions are based on our extensive experience operating similar bridge housing/year round emergency shelters. A Site Leader will be on-site 16 hours a day during the busiest times. When program participants are sleeping, an overnight logistics coordinator will oversee the program operations. ME INN= I=Now Manage overall agency and acts as the primary Executive MH Board of contact for media,agencies and government .06FTE Director officials. Directors Associate Assists upper management in setting goals that Director promote quality programs. Oversees daily activity Executive Director .09FTE of the agency. Prepares budgets and staff plans. Chief Program Monitors program performance, budget and Associate Director .12FTE Officer operations. Develops new programs. Responsible for organizing and preparing the Controller agency's accounting information to ensure that Associate Director .12FTE the or anization's financial records are accurate. Accounting Responsible for the routine accounting work, Clerk including regular grant reports, issuing checks to Controller .25FTE vendors. Responsible for ensuring agency maintains IT systems functionality including the set-up and Human Resources IT Associate maintenance of facilities and workstations Manager 25FTE operating technology HMIS Data Responsible for data collection and entry of client Program Manager 1.00FTE Specialist ✓ enrollments and services into HMIS. Human Oversees all Human Resources tasks for the Resources agency, employee trainings, worker-compensation Associate Director .19FTE tasks and benefit packages. Administrative Responsible for daily administrative duties HR/Finance .25FTE Associate including ordering supplies, filing, and inventory. Manager Oversees emergency shelter programs to ensure effective services and housing focus. Manage, Program Chief Program Director supervise, and mentor program managers. Assists Officer .28FfE with case management and client issues when necessary. Responsible for overseeing staff and ensuring the Emergency implementation of and adherence to shelter rules Shelter and procedures, including the Standard Operating Program Director .15FTE Administrator Procedures. This position includes shelter monitoring and staff training. Volunteer Responsible for recruitment, on-boarding, Coordinator ✓ Program Manager .50FTE scheduling and training of community volunteers. 8 Responsible for coordinating all day to day activities and program services for the Emergency Program Shelter Program. Provide oversight and direction ✓ to Site Leaders, Intake Specialist, Overnight Program Director 1.00FTE Manager Coordinators, and Logistics Team including supervision, support and training and assisting with crisis intervention and case coordinating. Oversee and assist in the implementation of Site Leader ✓ shelter activities including logistics and guest Program Manager 2.80FTE intakes to ensure quality, guest focused, and trauma informed delivery of services. Responsible for completing VI-SPDAT assessments, assisting clients in accessing CES, Lead Housing ✓ assist in gather the required paperwork for Program Manager 1.00FTE Navigator housing placements, and linking clients to services necessary for stabilization. Helps to manage and support Housing Navigators. Responsible for completing VI-SPDAT Housing assessments, assisting clients in accessing CES, ✓ assist in gather the required paperwork for Program Manager 1.00FTE Navigator housing placements, and linking clients to services necessary for stabilization. Develop relationships with local landlords and properties. Provide one-on-one mobile(on-and Leasing Agent ✓ off-site) housing navigation for those seeking Program Manager 1.00FTE housing. Overnight Responsible for providing supportive services and Logistics ✓ logistical support to the Emergency Shelter Program Manager 2.80FTE Coordinator Program during designated shifts. Assist with shelter setup and maintenance. Call Center Manage guest reservation process .Conduct Program Manager .70FTE Specialist diversion interviews. Manage intake process. Responsible for providing supportive services and Logistics Staff/ logistical support to the Emergency Shelter Neighborhood ✓ Program during designated shifts. Assist with Program Manager 7.35FTE Patrols shelter setup and maintenance. Conduct neighborhood patrols to minimize potential impact on the surrounding community. Responsible for providing transportation to and Drivers ✓ from the shelter. Program Manager 2.70FTE Responsible for conducting security searches at Employed by Security Guards ✓ intake, monitoring grounds inside and outside of 14.00 the roe • uphold safe of shelter. Outside Vendor 9 Security and Staff Coverage Cpvera « - Is Team 5ecuiri. 5:00 a.m. - 7:00 a.m. 3 3 7:00 a.m. - 9:00 am. 5 3 9:00 a.m. - 11:00 p.m. 6 3 11:00 a.m. - 1:00 p.m. 5 3 1:00 .m.- 3:00 pm. 4 4 3:00 p.m. - 4:00 p.m. 3 4 4:00 p.m. - 8:00 p.m. 5 4 8:00 p.m. - 10:00 p.m. 4 4 10:00 P.M. - 11:00 P.M. 2 3 11:00 p.m. - 5:00 a.m. 2 3 Sects, �I�Manhrf _ _ Location Male AM Security Guard 1 6 AM - 2 PM Outside Facility Male AM Security Guard 2 6 AM - 2 PM Inside Facility Female AM Security Guard 3 6 AM - 2 PM Inside Facility Male PM Security Guard 4 2 PM - 10 PM Ride Shuttles, then support Male PM Security Guard 5 2 PM - 10 PM Ride Shuttles, then support Male PM Security Guard 6 2 PM - 10 PM Inside Facility Female PM Security Guard 7 2 PM - 10 PM Inside Facility Male Overnight Security Guard 8 10 PM - 6 AM Outside Facility Male Overnight Security Guard 9 10 PM - 6 AM Inside Facility Female Overnight Security Guard 10 10 PM - 6 AM Inside Facility 10 Weekly Staffing Schedule won= Program Manager 10-6PM 40 Lead Housing Navigator Varies 40 Housing Navigator Varies 40 Leasing Agent Varies 40 Data Specialist 9 AM - 5 PM 40 AM Site'Leader 7 AM - 3 PM 8 8 8 8 8 8 8 56 PM Site Leader 3 PM - 11 PM 8 8 8 8 8 8 8 56 AM Logistics#1 5 AM - 9 AM 4 4 4 4 4 4 4 28 AM Logistics#2 7 AM - 11 AM 4 4 4 4 4 4 4 28 AM Logistics#3. 7 AM - 11 AM 4 4 4 4 4 4 4 28 AM Logistics#4 9 AM - 1 PM 4 4 4 4 4 4 4 28 AM Logistics#5' 11 AM - 3 PM 4 4 4 4 4 4 4 28 PM Logistics#1 1 PM - 5 PM 4 4 4 4 4 4 4 28 PM Logistics#2 4 PM - 8 PM 4 4 4 4 4 4 4 28 PM Logistics#3 4 PM - 10 PM 6 6 6 6 6 6 6 42 PM Logistics#4 5 PM - 11 PM 6 6 6 6 6 6 6 42 Overnight Logistics#1 11 PM - 7 AM 8 8 8 8 8 8 8 56 Overnight Logistics#2 11 PM - 7 AM 8 8 8 8 8 8 8 56 AM Driver 5:30AM - 1:OOPM 7.5 7.5 7.5 7.5 7.5 7.5 7.5 52.5 PM Driver 1:30PM - 9:OOPM 8 8 8 8 8 8 8 56 Call center Specialist 10 AM - 2 PM 4 4 4 4 4 4 4 28 Mid-Day Logistics 1 PM - 7 PM 6 6 6 6 6 6 6 42 11 Hiring and Training Plan As per our current agency policies for new staff hires, position openings will be posted on various employment networking websites. Potential applicants will be screened through a two-step interview process, first with the Program Director and Manager and finally with the Executive and/or Associate Director. Applicants with past shelter or service experience and bilingual abilities will be a value. Before hire, the Human Resources Manager will conduct a background check on the applicant to screen for active warrants, violent felony convictions, sexual offenses which require registration, and legal ability to work. Staff working with program participants directly will need to complete a TB test. Once hired the staff member will attend a general orientation with Human Resources Manager. This orientation will cover important topics, such as but not limited to, sexual harassment policies, and appropriate interactions with co-workers, volunteers, and program participants. Additionally, staff members will be required to participate in a rigorous amount of program training managed by our Emergency Shelter Administrator. Training will focuses on a variety of topics that will help all staff members not only run an effective program operationally, but will also enable them to better understand the dynamics of the populations that will be served as well as respond to emergency situations should they arise. Training will be repeated and updated annually and as needed. Staff members will be offered training regularly and expected to participate actively. Notice of completion will be recorded in staff files. 1. Training topics include: 2. Shelter Client Engagement 3. Navigation and Case File Documents 4. Shelter Ethics and Good Habits 5. De-Escalation Strategies 6. Zones and Chore Responsibilities 7. Grievance Procedures 8. Cleaning and Sanitation 9. Client Expectations 10. Workplace Safety 11. Fire and Earthquake Procedures 12.Volunteers and Donations 13. Media Protocols 14. Data and Client Privacy 15. Communicable Diseases 16. Infirm Client Procedures 17. Administering Naloxone (Narcan) 18. Incident Reporting 19. Good Neighbor Policies 12 PART III: Emergency Shelter Program Design and Operations The program will operate as a "low-threshold" Emergency Shelter Program wherein program participants will be admitted with minimal requirements. This ensures that the program meets the needs of the community in serving chronic and vulnerable homeless adults. Individuals served include those who may be chronically homeless, have special needs, mental and/or physical health problems, or substance abuse. We do not deny services due to sobriety issues, mental health treatment, or low or no income. Those accessing the Huntington Beach Emergency Shelter facility will include homeless single men and single women. All clients will enter the program by direct referral through identified referrals partners including the City of Huntington Beach's existing Homeless Outreach Team and any other approved partners. Participants will be required to be"Huntington Beach Residents". Residency requirements will be established between Mercy House and the City of Huntington Beach prior to program implementation. In the case of disability we will make every reasonable accommodation to meet the needs of the program participant however our staffing plan is not designed to accommodate those with severe disabilities that cannot maintain Activities of Daily Living (ADLs) on their own. The design of the facility will allow for divided sleeping areas for men, women and couples. In working with the City of Huntington Beach on additional design features for the program, we may want to explore the option of flexible sleeping space for transgendered populations, those dealing with illness or in respite care, for other special needs populations. The placement and construction of restrooms and other hygiene facilities should also be designed to allow for specialized access by diverse groups. The facility should also be designed to adequately accommodate a number of disabilities and service/companion animals. Mercy House's role as operator of the Huntington Beach Emergency Shelter will focus predominately on ensuring safe and effective day-to-day operations of the shelter. Once basic needs are met, we can work to stabilize the individual and triage their needs. Our Housing Navigation case management services will engage program participants in efforts toward exiting the program into identified permanent housing opportunities. In an effort to maximize resources and play to the strengths of experience and expertise, the bulk of supportive services will be provided by private and public service provider partners who will provide a variety of specialized services. This collaborative approach to service delivery is a model we have employed in all our bridge housing/year round shelters and ensures that we are able to maintain a high level of support to program participant's while at the same time driving annual operating costs down for the Huntington Beach Emergency Shelter. Our approach to service delivery is based on a number of ideas and principles, we believe in. First and foremost, the services are client-centered. We bring in years of experience and expertise that understand and focus on the unique histories and needs of chronically and literally homeless individuals. We seek to eliminate barriers to access by linking clients with the appropriate services both on and off the shelter site. Secondly, the services provided are holistic. We focus on meeting the basic needs for shelter, food and hygiene; improving health and quality of life; providing support for special needs populations; increasing access to housing opportunities and the skills necessary for housing retention. 13 Thirdly, services and care are based on evidenced-based, best practices. This is a moral and economic imperative. This has led our agency to move away from traditional shelter models of"Treatment First" to a "Housing First"model of care. The"Housing First" model differs by design from traditional models that require consumers to achieve "housing readiness" by meeting program or treatment prerequisites in shelter or prior to permanent housing placement. It also makes the program more attractive to traditionally service-resistant populations and in turn ensures that the program is meeting its goals to decrease all forms of homelessness in the region. Lastly, while the services are holistic we do not lose sight of the goals and outcomes of the project to move people toward housing opportunities as quickly as possible. Therefore, to the greatest extent possible we seek to avoid unnecessarily prolonging a program participant's homelessness by engaging them in programs and services that do not, directly or indirectly, focus on housing or housing stabilization skills or require long-term program stays for completion. Services • Our staffing plan includes a dedicated Call Center/Intake Specialist available Monday-Friday from 8am-3pm. Bed vacancies will be disseminated daily to police department, City outreach and any other designated groups to ensure that bed utilization is maximized each evening. Intake/Bed Upon arrival, shelter clients will work with a Mercy House Intake or Logistical Reservations Coordinator to be informed of rules and regulations of the program, complete necessary intake paperwork and obtain a program ID card. • A Data Specialist who will enter all client intakes, exits and services into the County-wide HMIS system. • Meals and snacks will be provided daily to shelter clients through a contracted Food/Meals vendor. • Volunteers in the community may also donate food and/or serve meals at the facility. • Program participants will have access to on-site laundry facilities during designated times for personal care. • Logistical staff will be in charge of maintaining facility cleanliness including Laundry completing laundry tasks on site.This includes at least weekly for clients who are in the program, for any bed turnover, and in cases of sickness or other hygiene concerns. Staff will be trained at on-boarding of universal precautions in handling of fluids, client clothing, laundry, and in all cleaning of premises. • We recommend that the facility include the ability for clients to have personal storage space inside the facility and outdoor storage bins that may be available to shelter clients through a reservation process. Additionally, a refrigerated Storage storage area should be available to clients with medication needs. • Rules and policies for storing personal belongings will be established to maintain program safety. • Program participants should, to the greatest extent possible, be allowed to keep their pets with them while in the program. Animals/Pets We will work with the City to define rules and policies around pets, service animals and animal management in the program which we have experience with in similar programs we operate. • We will contract with Heart- Healthcare and Emergency Animal Rescue 14 Team to help provide animal management services at the shelter. Such services include but are not limited to: examination of pet health upon entering shelter and throughout, spaying/neutering services, vaccinations, treatments for injuries/health issues and pet owner education. • Our budget and staffing plan provide for a sufficient number of trained security guards to ensure the safety of clients and the surrounding neighborhood, 24 hours a day. Security guards will be contracted through a third parry vendor and will receive"Homeless Sensitivity Training"through the Mercy House Security resources. Security will be on site at all times, stationed both inside and outside the facility to ensure maximum coverage. • Upon arrival, clients will go through a security screening process and harmful contraband will be confiscated. • Shelter Clients will be provided shuttle service to and from the shelter at designated pick up locations. The program will have a"no-walk up"policy. • While in the program, clients will be connected to OCTA resources to assist with other transportation needs. Transportation For those accessing the program with their own transportation we will create policies and procedures for vehicle parking and create a plan for safe and effective flow of traffic on and off the property based on the schematics of the facility grounds and surrounding campus and neighborhood. Considerations will include provisions for pedestrian, bicycle, and personal transportation • Mercy house staff will establish on site programs provided by community Recreational volunteers. These programs will help clients maintain a positive attitude while in Activities the program as well as deflect conflict, isolation and depression. • Housing Navigators conduct individual assessment of needs, followed by provision of targeted services (Housing Plan) focused on returning individuals to permanent housing as quickly as possible. Assessment and Navigators conduct VI-SPDAT assessments(as needed) and working closely Housing with housing providers through the Coordinated Entry System ensuring that Navigation Case shelter clients are connected to permanent supportive and rapid rehousing Management opportunities in the community. • Shelter clients are provided assistance to obtain necessary documents, employment guidance and linkages to community resources and meet at least weekly with their assigned Navigators. • Leasing Agent supports shelter clients by developing relationships with local Housing landlords and property managers and identifying affordable rental units in the Placement community that they may access. Services • The Program Manager will help to recruit, manage and maintain a monthly Monthly Service calendar and reservation schedule for service providers to provide services on- Provider Calendar site. with Community ; • Housing Navigators are well-versed on resources in the community to provide Resources and effective referrals to additional resources that shelter clients may need on their Partner Services journey to housing and self-sufficiency. • Mercy House staff will recruit volunteers to provide on-site life skills classes such as financial literacy and tenant education to help prepare clients for their Life Skills Classes transition back into housing. /Tenant Education Life skills classes will be provided to encourage clients to learn and take advantage of services and programming during their limited stay. 15 Employment/Job • Shelter clients will be connected to employment and job service providers Placement providing job skills training, coaching and mentoring, FAFSA assistance, and job Referrals placement services. • Shelter clients will be connected to health resources and providers including Health Care various departments of the County of Orange. Resources • Those without insurance will be connected to Medi-Cal Enrollment specialists in the community. Crisis . Shelter clients will be connected to mental health resources and providers Evaluation/Mental including various departments of the County of Orange. Health Resources Drug &Alcohol • Shelter clients will be connected to drug and alcohol treatment providers Treatment including various departments of the County of Orange. Referrals Benefits • We will work with County agencies and the VA to provide referrals for benefit Enrollment enrollment. Housing Strategy We will operate the Huntington Beach Emergency Shelter as a "Housing Focused"program, following nationally recognized best practices, to ensure that the ultimate goal of the program is achieved —to transition program participants from homelessness to housing as quickly as possible. As a "Housing Focused" program everyone on- Let's talk ahau; site, from the program manager, housing navigators to your houstngPIV.. logistics coordinators, are all trained to remain focused on the goal of the program toward housing. This in turn creates a culture and environment that continuously A Mercy House staff uniform states"Let's talk about your housing plan."—reinforcing through each interaction the reinforces, motivates and inspires program participants goal of the program to move people toward housing. toward positive outcomes. Our staff has direct experience in providing Housing Navigation services in bridge housing/emergency shelter facilities and has since 2017 helped more than 430 individuals'secure permanent housing upon exit from these programs. In order to effectively meet this goal to exit program participants into housing as quickly as possible, the support and course of action provided by the Housing Navigator will include: 1. Determine eligibility and enter assessment into the Orange County Coordinated Entry System for prioritization and linkage to housing provider; 2. Assist program participant with obtaining documents required for housing placement; 3. While program participant is in the Huntington Beach Emergency Shelter provide employment linkage, benefits establishment, linkage to community providers for substance abuse, primary and mental health care, and all other services needed to assist program participants in reaching their stabilization goals; 4. While program participant is in Huntington Beach Emergency Shelter provide strengths based 16 case management and service coordination designed to assist program participants in obtaining and maintaining stable housing; 5. Conduct crisis and risk assessments in consultation with supervisor and case management team; 6. Provide crisis intervention services focused on enhancing the program participants'ability to independently problem solve, utilize effective coping skills, and manage and self-coordinate own care; 7. Provide warm hand off to selected housing provider ensuring a smooth transition from the Huntington Beach Emergency Shelter into permanent housing. The biggest hurdle to achieving the goal of the program to exit clients successfully from the shelter will be the amount of affordable permanent housing available to program participants within Orange County. The inclusion of a full-time Leasing Agent staff position in the staffing plan will help to drive better housing outcomes and complement the work of the Housing Navigators by building relationships with properties and landlords and creating housing leads for shelter clients who may have the resources to secure housing on their own or have been connected with vouchers and/or rental assistance. The Leasing Agent may also assist in setting up rental application appointments and provide tenant education such as preparing for and presenting for a housing appointment. Evidence Based and Best Practices at the Shelter Housing First Mercy House believes to end homelessness, we must support evidence-based models of care. This is a moral and economic imperative. This has led our agency to move away from traditional shelter models of"Treatment First"to a"Housing First" model of care. The"Housing First" model for families and individuals differs by design from traditional models that require consumers to achieve "housing readiness" by meeting program or treatment prerequisites in shelter or transitional housing settings prior to permanent housing placement. Instead, Housing First is a homeless assistance approach that prioritizes providing permanent housing to people experiencing homelessness, thus ending their homelessness and serving as a platform from which they can pursue personal goals and improve their quality of life. This approach is guided by the belief that people need basic necessities like food and a place to live before attending to anything less critical, such as getting a job, budgeting properly, or attending to substance use issues. It also reduces the need for costly long-term social services that may or may not be necessary. The vast majority of homeless individuals and families fall into homelessness after a housing or personal crisis. For these households, the Housing First approach provides them with short-term assistance to find permanent housing quickly and without conditions. In turn, such households often require only brief, if any, support or assistance to achieve housing stability and individual well-being. 17 Bridge Housing The shelter will employ the evidence-model of Housing First by 1) reducing barriers to entry to ensure that the most vulnerable individuals and families have access; 2) acting not simply as an emergency shelter but as Bridge Housing —an evidence based model of care. Bridge Housing supports Housing First by providing safe, short term temporary shelter/housing while awaiting permanent housing placement with the goal to end someone's homelessness within 90-180 days. Diversion Diversion is a strategy that prevents homelessness for people seeking shelter by helping them identify immediate alternate housing arrangements and, if necessary, connecting them with services and financial assistance to help them return to permanent housing. Diversion programs can reduce the number of individuals and families becoming homeless, the demand for shelter beds, and the size of program wait lists. Prior to entering the shelter each client will complete a Diversion Questionnaire that aims to identify and help reconnect a client to any housing options that they may able to access rather than utilizing a shelter bed that may be better suited for a homeless person who lacks additional safety-net resources. Case Management Best Practices Given the desire to end each shelter participant's homelessness as quickly as possible, there is an expectation that goals in each person's Individual Housing Plan should be very short-term with the focus on the move to permanent housing, rather than the completion of larger treatment goals. In order to quickly gain rapport with shelter clients and focus their actions on what is most important, exiting the shelter and securing permanent housing, we use the following case management best practices: • Strengths Based Approach Instead of asking "How can I fix this person?"we approach participants'"strengths"and base the housing process and road to long-term housing stability around them. These strengths often include resiliency, determination, resolve and desire to provide a safe environment for their children. • Motivational Interviewing Motivational interviewing is a collaborative, person-centered approach to elicit and strengthen motivation to change. It offers our staff a useful framework for being with and interacting with people who are experiencing homelessness or struggling with substance use, mental illness, and traumatic experiences. Motivational Interviewing is rooted in an understanding of how hard it is to change learned behaviors, many of which have been essential to survival on the streets. • Trauma Informed Care Trauma Informed Care is an evidence-based practice that focusses on the triggers and vulnerabilities of trauma survivors. For all of our clients, homelessness is traumatic involving the 18 loss of home, community, stability, safety, and social networks. Trauma Informed Care enables us to provide care to trauma survivors more effectively, while avoiding re-traumatization. Collaboration with Community Resources Whenever possible we seek to reduce duplication of services to further maximize resources for essential services and facility operations. We employ a multi-faceted approach to achieving this goal. The first strategy is employing a progressive engagement model. We try not to provide services that we believe could be outsourced more effectively to other agencies that specialize in those services. We also aim to avoid providing "one size fits all services"that may be unnecessary for everyone we serve. Our goal and allocation of resources is tied to the quick resolve of the immediate crisis of homelessness. In our bridge housing/emergency shelters this means our services are focused on the means necessary to provide safe, dignified shelter and housing navigation necessary to produce positive housing outcomes at exit. Once successfully housed, we rely on the support of community- wide housing providers providing the housing or subsidy to further the housing stabilization of the program participant. The second strategy is ensuring that our Housing Navigators and other staff members are trained and well versed in community resources so that they may offer connections to other services. The third strategy is collaborating and organizing local service providers and county agencies to provide on-site services at the program. Lastly, we mobilize the generosity of donors and volunteers in the community who can provide in-kind donations of time and goods to support the facility and program participants served. We will recruit partners we work with at our other shelters including departments of the County of Orange and nonprofits who provide services county-wide to provide onsite services to Huntington Beach shelter clients. We will maintain a monthly calendar and reservation schedule of these partners in collaboration. :tYr 33 AqF 3 4 E .. -,.Y+IL rwn.'sa viws '.Ylm Ytit+'uis-way:xu a'w*.0 L'a�::s::i Y-s,as .Y�-fSKer,mm�9 ".mm m>f�ei::.vnsai x4 Wt., 4, wqr <w ,y[pr.rxiilt ual:M 6 X.r-Ik.s?an,ts.. i YSCr>�3rx-:a_i ,X'::: wrm EnfwaA9wb: 3 tetw»r>d++pl � j Y.?Y<.fukwGmY+». ♦Q�AIIgN.iM -:.. , r Sf �1b r..sww — PC.ti>„uhF 1 .'i mw o.qn vMarr• -":ia acpnxs+a., ,in M:e6 C.A>aN.r u8a1v-0ttz Gn-4rmu. ex,:.t'F^wisrast.«;txp^akpn,Ett+esNs:. n [sti.nzty- ,aa.ro..... wn.»-_tw ,riv: s� .,i av �=�.,u """""""a-•wx,..w...-.,��.,,,':�« aaya..sut KY�,3=4•'aa>�:awl 4Nerrl aii E uti 1 t Example of a monthly shelter partner schedule 19 Integration with Coordinated Entry System One of the key values and vision for the Huntington Beach Emergency Shelter is to serve as an access point for the Orange County Coordinated Entry System (CES), whereby each and every program participant has increased opportunities to housing and housing support programs. As such, clients who have not previously been enrolled in CES will work with their assigned Housing Navigators/Case Managers to complete an assessment to gain entry and access to housing opportunities. Housing Navigators/Case Managers will also help clients secure housing eligibility documentation and assist in navigating and scheduling housing appointments. A significant challenge of the current CES for outreach workers and housing providers alike is the ability to find and locate unsheltered and transient individuals as they move through the Coordinated Entry process. The Huntington Beach Emergency Shelter will offer a substantial solution to this problem whereby assessment staff members and housing providers alike will have reliable, consistent and safer conditions in which to engage clients through the housing connection process. Good Neighbor Plan Implementing Good Neighbor Policies Our expansion of services, programs and housing developments over the years has afforded us many opportunities to work with a variety of stakeholders in the community. Our strength has been to come into a community, run programs well, provide beautiful, dignified shelter and housing, build relationships, and listen to concerns; thus actively dissolving the"Not in My Backyard"stigma that often exists for those who serve disadvantaged populations. We have been implementing Good Neighbor policies and procedures continuously in residential-based transitional shelter settings since 1990 and in high profile, mass shelter settings since 2008 when we became operator of the Orange County Armory Emergency Shelter program. As the chief architect of the County of Orange's Year Round Emergency Shelter Management Operations and Public Safety Plan, the policies and procedures of the no walk-up, transportation-based,reservation only bridge housing/emergency shelter that was created by our agency has since become the standard for all new bridge housing/emergency shelters in Orange County and beyond to mitigate the impact of these facilities on the surrounding neighborhoods With this experience comes our knowledge and ability to: • Manage a bed reservation call line; • Manage and communicate bed vacancies and inventory to stakeholders including but not limited to police departments, referral partners, clients and service providers; • Safely and effectively handle walk-up situations and provide support out of the area; • Prevent and manage issues of loitering and abandonment of property in nearby areas; 20 Our Good Neighbor Plan for the Huntington Beach Emergency Shelter is directly influenced by this experience and involves a multifaceted approach that includes provisions for: No Walk-Up or Walk-off Po/icier Program Expectations require all program participants to follow set procedures for both initially accessing the Huntington Beach Emergency Shelter through a bed reservation system as well as establish procedures for exiting and reentering the facility for those who leave during the day. To ensure that the program's referral process and no walk-up policy is adhered to, we will market and advertise the proper procedures for accessing the program through a variety of channels. This includes providing a posted website, written documents and flyers and conducting presentations to homeless and social service providers, churches and community service groups, city and county offices, police departments, and other groups or concerned citizens providing support to the homeless in the area. Bed Reservation System All bed reservations will be secured through approved referrals partners only as designated by the City including but not limited to police departments, city departments, coordinated entry system and/or other service providers. Mercy House will have a dedicated Call Center staff member who will be charged with receiving referrals from these designated partner agencies on a daily basis. They will operate the Call Center between the hours of 10am-2pm, Monday through Friday. Every evening the Site Leader will update the Bed Reservation Roster to track inventory and bed vacancies. This roster will be shared with the Call Center staff member so they always know exactly how many referrals may be received that day and the type of beds that may be available (i.e. women's bed, men's bed, top bunk, bottom bunk). Referrals will be handled on a first come, first serve basis. Se ri Our budget and staffing plan provide for a sufficient number of trained security guards to ensure the safety of program participants and the surrounding neighborhood, 24 hours a day. Security guards will be contracted through a third party vendor who will receive "Homeless Sensitivity Training" through Mercy House resources. Security will be on site at all times, stationed both inside and outside the facility to ensure maximum coverage and will conduct security rounds of the facility as necessary. Upon arrival, program participants will go through a security screening process and harmful contraband will be confiscated. Other program elements that will support security efforts include no loitering policies. Program participants will not be allowed to loiter in the neighborhood surrounding the facility be included in the Program Expectations. We also recommend that in designing the facility the City consider investments in security alarms, cameras and adequate lighting that also promote security at the facility. Neighborhood Patrols Our budget and staffing plan provide for the provision of staff led Neighborhood Patrols to monitor a 1/2 mile radius around the shelter perimeter. These patrols will take place regularly throughout the day. The role of this patrol group is to collect litter, promote cleanliness, engage with neighbors, and enhance safety and cleanliness of the immediate vicinity. They will prevent and control issues of 21 loitering, unauthorized parking of client vehicles in the neighborhood, abandoned property, shopping cards, and other blights. Community volunteer groups recruited by our staff may help support these neighborhood patrols around the Huntington Beach Emergency Shelter facility and create community"clean up days"to include the housing vicinity as well as the surrounding Campus and neighborhood. Our goal for the Huntington Beach Emergency Shelter is not to adversely impact the surrounding neighborhood but to make the Huntington Beach Emergency Shelter a model response to the homeless crisis, through all of our actions and efforts Communication and Resolution of Concerns We are committed to ensuring that the Huntington Beach Emergency Shelter has a high level of transparency and that we provide mechanisms to engage with, gather input and address concerns with the surrounding neighborhood, businesses, partner agencies, City Staff and Council, clients and the public at large. Working with City staff, we will keep a partner list and an Emergency Contact List with emergency phone numbers to allow for communication to control rumors and disseminate information quickly when issues or concerns arise. On-site staff will maintain a Daily Incident Log and record any issues or complaints that arise. On-site staff will relay incidents to management who will inform related partners when necessary to ensure adequate knowledge and discussion regarding an appropriate response. It is expected that all complaints will receive an initial response within 24 hours or less, with intent to find a mutual resolution on an expedited basis. All staff will be fully committed to a customer service response, and will consider the resolution of citizen complaints a high priority. This includes hosting community forums (as needed), helping to create an informational website and other marketing materials that inform progress of the shelter, as well as creating a dedicated phone line to answer questions and address concerns. We are committed to being responsive to and provide support to City Council Members as needed, in relation to the outcomes and operation of the program. Working with City staff we will also create media policies and protocols for conducting community tours. We will create communication protocols for working cooperatively with police and fire departments. This includes setting policies and procedures for priority reservations for clients and responding to emergencies. It is our intention to act as self-sufficiently as possible and minimize the program's impact on the local police and fire departments by ensuring that staff and security are trained to properly manage and respond to an array of difficult situations that may occur at facility. ShelterAdvisory Boards As needed, Shelter Advisory Boards and/or stakeholder meetings may be established to provide review of the operations of the Huntington Beach Emergency Shelter and enhance community relations, and bring information of any strengths and concerns from the neighborhood, local businesses, City Staff or Council, service provider partners and shelter clients about the operation of the Huntington Beach Emergency Shelter program. Mercy House is committed to working with the City of Huntington Beach's Communication Staff to ensure that both Mercy House and City messaging for 22 the Huntington Beach Emergency Shelter is on a parallel track, including but not limited to disseminating program outcomes as well as volunteer, in-kind and donation opportunities encouraging community support for the program. Security Plan Eligibility Screening No person validated on the National Sex Offender Public Website (NSOPW) will be allowed to access the shelter property. Screening will be conducted by a Call Center staff member prior to the arrival at the facility as part of the bed reservation system. Additionally, no felons with open warrants will be allowed to access the shelter property. We will screen program participants for open felony warrants using the http://ws.ocsd.org/ArrestWarrants database. Secured entrances We will ensure that all program participants will be required to enter the shelter in a coordinated, peaceful fashion. The design of the shelter will allow for a separate entrance for entering the shelter as well as separate sleeping areas. All program participants will be required to present identification upon entry. Program participants without valid California identification cards will be given supportive services to secure a valid identification card. Program participants will also receive a shelter-specific ID to use for admission into the shelter during the duration of their stay. Program participants will sign in upon entrance, and sign out upon exit from the building. All program participants and their belongings will be checked by security personnel, utilizing security wands each time they enter and exit from the shelter and all contraband will be seized. Contraband items include but are not limited to: weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, bio-hazardous items or environmentally harmful goods. On-site security personnel We have experience of working with security guard personnel in all of our mass year round shelter sites. Through these experiences we have successfully navigated and managed the balance between ensuring the safety of the facility, while at the same time offering compassionate care that recognizes the needs and vulnerabilities of the homeless program participants we aim to serve. We will hire a number of trained security guards (no less than 3-5 will be on the grounds at all times) to ensure the safety of program participants and the surrounding neighborhood, 24 hours a day. Security will be on site at all times, and will conduct security rounds of the facility as necessary. Security guards will be stationed both inside and outside the shelter to ensure maximum coverage. Security guards will be accessible and visible to program participants, and survey facility for any potential concerns. Staff and security will have communication with each other via portable electronic equipment. Security guards will be contracted through a third party vendor. Security guards will carry non-lethal weapons such as mace, batons and handcuffs. Mercy House will ensure that the chosen 23 vendor regularly trains their security staff. Additionally, we will conduct a "Homeless Sensitivity Training" with on-site security guard personnel. Security alarms and cameras Working with the City in the design phase of the facility, we will ensure that the facility is equipped with necessary security cameras inside and outside, safety alarms, and a portable communication device worn by staff. Staff will also have access to panic buttons which will silently summon police to the facility during emergency situations. A designated Mercy House staff member will monitor security through cameras at intake desk and administrative office areas. Security lighting Working with the City in the design phase of the facility, we will ensure that proper security lighting will be included in the design of the facility and used both inside and outside the facility to highlight entrances, parking lot and other outdoor areas. Program participants entering or returning to the shelter after sunset will be dropped off in well light areas of the shelter grounds and will be escorted by a designated staff person and/or security guard to the shelter entrance area. Loitering policy Mercy House policy and shelter rules will prohibit program participants from loitering in the neighborhood surrounding the Huntington Beach Emergency Shelter facility. Bus drop-off/pick-up locations are an extension of the shelter and thus any violation such as loitering constitutes a violation of the shelter rules. Program participants will receive an initial warning for loitering. Multiple violations will be strictly enforced and could result in permanent exit from the facility if not followed. As part of our Good Neighbor Policies, we will create a staff led Neighborhood Patrol which will regularly monitor the perimeter of the shelter throughout the day. The role of this patrol group is to site to collect litter, promote cleanliness, engage with neighbors, and enhance safety and cleanliness of the immediate vicinity. They will prevent and control issues of loitering, unauthorized parking of program participant vehicles in the neighborhood, abandoned property, shopping carts and other blight. A log will be kept of the weekly patrols in Shelter Management files. De-escalating conflicts In providing emergency services to literally homeless individuals whether through our outreach, access centers, or emergency shelters, or permanent supportive housing, we understand the mental health and other complexities that affect chronically homeless individuals. We will ensure that all shelter employees and management staff will receive annual training in conflict management, conflict resolution and communication techniques that de-escalate confrontations. Such de-escalation techniques allow Mercy House staff to properly manage and respond to an array of difficult situations that may occur at the shelter while minimizing the need for intervention by police and/or security personnel. Entrance and exit procedures We will ensure that all staff and program participants enter and exit through one main entrance and security check point. Both entrances will be equipped with security cameras for inside and outside the 24 facility, safety alarms and a portable communication device worn by staff for control of entrance and activity inside the building. All areas of the building will be locked when not in use. The building will be zoned so that program participants will only have access to the areas which they need. During sleeping hours program participants will have restricted access to other areas of the building and campus grounds. All program participants will present identification upon entry and their person and belongings will be searched by security. They will sign in upon entrance and sign out upon exit from the building. All program participants will enter the property by shuttle, or personal vehicle or bike. Program participants will be escorted from the designated parking lot area and bus drop off area to the shelter entrances. Policy regarding storage of program participants' possessions Shelter program participants will have access to secured personal storage and under bed storage within their sleeping quarters as well as an assigned outdoor storage bins. We have extensive experience operating orderly check-in and storage centers, in the Cities of Anaheim, Ontario and San Bernardino as well as in our year round emergency shelter programs. The policies and procedures regarding the storage of personal belongings stem from our first hand experiences operating these types of programs. These include: • A program participant may store personal property in their assigned bin, to its maximum capacity. • The storage area may be accessed, with staff supervision and only during assigned hours during the day. • All items will be stored for the length of the program participant's stay at the shelter. The right to store items may be revoked based on violation of rules and/or the management's discretion. • Once a program participant has exited the shelter program, any personal effects may be stored for up to 7 days. If client is incarcerated or hospitalized the length of time is increased to 30 days. 7 day extensions can be granted if program participant communicates need to shelter staff. Property left after the grace periods will be disposed of. • Program participants who have exited from the shelter program must contact staff to set an appointment to collect their personal belongings. In the event the program participant cannot come to retrieve their own property, they may name a proxy of their choosing to pick up their effects. The program participant will be responsible for asking their designated contact person to retrieve property. Policy on possession of weapons on-site We will ensure that no weapons or objects which can be used as weapons will be brought into the shelter. All of a program participant's belongings that they are carrying on-site will be searched by security guards upon entry and inspected for weapons and items that could be used as such. Anyone found with a weapon or dangerous material that can be used as a weapon will be asked to immediately leave the premises and neighborhood of the facility. As per exit policy and procedures, when a program participant is asked to exit due to violation of health and safety rules, violence, or criminal activity, security will escort the person off the property and those exited will be transported to a self-directed location out of the surrounding area. If there is an extensive threat to personal safety, staff or security 25 may contact the local police department following the established protocols and procedures for contacting police that will be agreed up with local police department prior to program implementation. Additionally, sharp objects such as tools or scissors will be stored in locked storage areas and not taken into shelter living areas. All kitchen knives and sharp objects, hazardous materials, and cleaning equipment that could be used as a weapon will be kept in locked areas with only appropriate staff accessibility. Procedure for contacting police To the greatest extent possible, it will always be our objective to operate the shelter as self-sufficiently as possible and to minimize the need for police involvement. In order to minimize the need for police involvement, we ensure that staff and security are extensively trained to properly manage and respond to an array of difficult situations that may occur at shelter. Prior to program implementation, we will work cooperatively with the local police department to establish shelter protocols and procedures for calling 911 and on how and when to contact police for conflict resolution, trespassing, theft, unruly behaviors, loitering around property, mental health evaluation, and emergencies. All staff members will be trained in these procedures. As a whole, we are committed to working collaboratively with local police and fire departments through all stages of program implementation - from facility design to program execution. We aim to bring an array of services and support that will be seen as beneficial to local police and fire departments. This includes having private security guards patrolling on-site; reserving a set number of beds each night designed for direct police, creating a Staff Neighbor Patrol that will control issues of loitering, abandoned property, and other blight in the immediate neighborhood; and offering training opportunities on mental illness, homeless sensitivity or other topics of interest to supplement existing department trainings. We have a strong history of working collaboratively with local police departments. Program Goals and Outcomes Program Goals Anticipated Outcomes 1. Homeless individuals in the City of Huntington 200 unduplicated individuals will receive Beach will gain access to year round shelter and services and at least 16,425 emergency shelter bednights will be provided annually 2. Homeless individuals at the shelter will 90% of households will complete an increase their access to appropriate housing assessment during their shelter stay opportunities available through Orange County Coordinated Entry System 3. The length of time an individual spends 25%'of program participants who exit to homeless will decrease as a result of the housing destinations will do so within 45 program days or less 4. Homeless individuals will exit the shelter to 25% of shelter program participants will permanent housing destinations at exit exit to permanent housing destinations S. Homeless individuals will exit the shelter to 25% of shelter program participants will temporary housing destinations at exit exit to temporary housing destinations 26 Measuring Performance Outcomes The goals of the program are not only to end the homelessness of the people we serve but also to help meet the systemic goals of reducing homelessness in the City of Huntington Beach, in the Central SPA region as well as for the entire Orange County Continuum of Care. As such, all of our objectives and anticipated outcomes for the program directly align with system-level program performance measurements with the goal to elevate our CoC to a high performing community. They are also based on past performance and data from our long history of providing emergency shelters and what we believe are realistic expectations given the current housing landscape and resources available. Bed turnover, length of stay and successful housing outcome rates are in large part dictated by the availability of housing resources for shelter clients in the County. It is the hope that the dissemination of this data from the shelter will continue to help to drive conversations toward the development of new housing opportunities and housing resources. All data pertaining to these performance measurements will be included in the County-wide Homeless Management Information System (HMIS) and reported out from the system. Shelter data will be entered by a Data Specialist into the HMIS system on a daily basis. Standard and ad hoc reporting capabilities from the system will enable the ability to report program performance toward the stated outcomes and objectives. Our Program Development and Compliance Director, working with our Data Manager and Data Specialists oversees data quality. On a monthly basis, our Program Evaluation Team, consisting of our Executive Director, Associate Director, Chief Program Officer, Program Development and Compliance Director and Data Manager meet to review and evaluate each one of our programs towards their intend goals. On a quarterly basis, program managers join the Program Evaluation Team to discuss progress and strategies for course-correction, as needed. We are committed to full transparency in our programs and ensuring that City of Huntington Beach staff have access to data and program performance measurements to share with their constituents. 27 PART IV: Cost of Services Phase 1 - Technical Advisory Services A standard consulting rate of$150/hour will be used when billing time spent on Phase 1, up to $25,000 or 166 cumulative hours. Technical Advisory Services will be provided by team consisting of: Executive Director Larry Haynes $67.31 Associate Director Patti Lon $43.27 Chief Program Officer Timothy Hu nh $40.87 Director of Emer ency Services James Brooks $25.96 Emergency Shelter Administrator Austin Drissen $24.04 Phase 2 — Onboarding Services The anticipated costs of the on-boarding phase will be equivalent to two months of operating costs but may be negotiated further in Phase 1. Funds for on-boarding expenses will be needed 60 days prior to project start date to ensure effective program ramp up. Onboarding Services will be provided by team consisting of: Executive Director LarryHaynes $67.31 Associate Director Patti Lon $43.27 Chief Program Officer Timothy Hu nh $40.87 Director of Emer ency Services James Brooks $25.96 Emergency Shelter Administrator Austin Drissen $24.04 Human Resources Manager Ana Calesti $25.96 Program Manager TBD $21.15 Shelter Staff* TBD Varies * Shelter staff will participate in a 2-week training program during Phase 2 in order to prepare for project opening in Phase 3 28 Phase 3 — Shelter Operations and Management Administrative Costs- 15% Total Admin Costs $282,500.00 ,,Operabpn..Cos t' "lrem Salaries Program Manager $55,000.00 Leasing Agent $45,000.00 Site Leaders $136,800.00 Housing Navigation Team $94,400.00 Overnight Logistics Coordinators $130,000.00 Call Center/ Intake Specialist $25,000.00 Logistics Staff $275,800.00 Total Program Salaries $762,000.00 Program aid Fa�allty�o ��__,,- Janitorial $80,000.00 Replacement Reserves(furniture, bedding, etc.) $12,000.00 Security Guards $590,000.00 Supplies $25,000.00 Pet Care $15,000.00 Meals, Snacks and Beverages $125,000.00 Transportation $150,000.00 Gas and Repairs $75,000.00 Furniture, Fixtures and Equipment $56,335.00 Total Program/Facility Costs $1,128,335.00 Contingency Fund (10%) ** $112,833.50 Tt TALITIIPINUALOPERATING:C S. $ 28'. 8'S0 TOTAL FF&E .-TOTAL'SHELTEF #UI iET *Administrative Expenses include salaries and benefits of administrative staff necessary for program management and oversight including, Executive Director,Associate Director,Chief Program Officer,Controller,Accounting Clerk, Human Resources,Administrative Associate,IT Associate,Volunteer Coordinator,Shelter Administrator, Program Director, Data Specialist. Other administrative costs include professional fees, insurance,equipment, phones,etc. ** Recommendation to include a 10%contingency as costs are based on projections and may not reflect actuals once program is implemented. 29 ** FF&E Projected Budget-We will work with providers to obtain local and low-priced items. MENEM Beds 50 $250.00 $12,500.00 Mattress 50 $290.00 $14,500.00 Bed Instillation 50 $100.00 $5,000.00 Bedding 100 $40.00 $4,000.00 Towels 100 $5.00 $500.00 Washers 3 $1,500.00 $4,500.00 Dyers 3 $1,500.00 $4,500.00 Hot Box/Bug Zapper 1 $400.00 $400.00 Charging Station 2 $500.00 $1,000.00 Dog Kennels and supplies 10 $100.00 $1,000.00 Storage Bins and locks 50 $65.00 $3,250.00 Under bed Storage 50 $35.00 $1,750.00 Laundry Cart 2 $300.00 $600.00 Kitchen Cart 2 $150.00 $300.00 Flat Cart 1 $300.00 $300.00 Tables 10 $180.00 $1,800.00 Chairs 75 $40.00 $3,000.00 Workstations 8 $1,875.00 $15,000.00 Bike rack 2 $150.00 $300.00 Microwaves 3 $100.00 $300.00 Commercial Refrigerators 1 $3,000.00 $3,000.00 Food Warmer 1 $2,300.00 $2,300.00 Kitchen prep table 2 $130.00 $260.00 Medication Refrigerator 1 $300.00 $300.00 Staff Refrigerator 1 $300.00 $300.00 Cambro Container 2 $1,200.00 $2,400.00 Ice Machine 1 $1,500.00 $1,500.00 Engraver 2 $50.00 $100.00 Television 1 $300.00 $300.00 Kitchen items $3,500.00 Janitorial items $2,000.00 Security Cameras $3,000.00 T�1'ALlFF81'rBUDGET5. 9 6i>w.QB 30 Fundraising Support and Efforts to Reduce City Investment Mercy House is committed to working with City staff and/or councilmembers to engage in private fundraising that may help to off-set City funds supporting operational expenses of the shelter. Additionally, we will support to the fullest extent possible opportunities to seek in-kind donations of goods and/or services that may help to reduce shelter expenses. Outreach efforts may include foundations, corporations, local businesses, churches, community service groups including groups who currently support Mercy House. Whenever possible we will also seek opportunities to reduce costs. On a quarterly basis, our Executive and Accounting team will analyze and review program budgets and expenditures to find ways to reduce operational costs and find greater efficiencies without compromising quality of services or program integrity. To the greatest extent possible, we will seek opportunities to leverage resources that may supplement or supplant program or operational costs that are paid for by budgeted sources. We are currently working on creating the infrastructure to becoming a Medi-Cal billing agency including becoming a provider under the new CalOptima Health Home Program initiative. It is our goal that once we are able to become a Medi-Cal agency we would extend these services to our entire portfolio of programs including the proposed Huntington Beach Emergency Shelter. PART VI: Project Implementation Timeline We have a long history of implementing new programs expedited timelines and are confident we can successfully meet the City's proposed timeline for implementation of the project including the following: 1. Phase One (Pl)Technical Advisory: Support the City's design efforts (shelter layout and FF&E needs), and support the City's communication efforts (attend community meetings, council meetings, study sessions, etc. and provide input on communication materials). P1 Timeline: February—March 2020 2. Phase Two (P2) Onboarding: Program set up, recruiting, hiring, training, vendor selection, continued community outreach. P2 Timeline: April —June 2020 3. Phase Three (P3) Shelter Operations and Management: Program implementation and ongoing evaluation (case management, security services, etc.). P3 Commencement: July 1, 2020 31 EXHIBIT A: RESUMES OF KEY PERSONNEL AND JOB DESCRIPTIONS OF POSITIONS TO BE HIRED t4K i tµ Lawrence G. Haynes, Jr. l `e help pcople fill their tuay back 1hor e, P.O.Box 1905 Santa Ana,CA 92702 (714)836-7188 x101 PROFESSIONAL EXPERIENCE Employment History 1990—Present Executive Director, Mercy House Santa Ana,Calif. 2007-2014 Adjunct Sociology Professor,Vanguard University Costa Mesa,Calif. 1988—1990 Case Manager,Orange Coast Interfaith Shelter Costa Mesa,Calif. Key Accomplishments ■ 28 years'experience as Executive Director of Mercy House,one of the longest tenures in Orange County, California ■ Grew current agency from the smallest most unstable shelter provider to one of the most respected homeless service providers in Orange County,Calif. ■ Increased current agency's financial position from$20,000 in cash and no assets to an agency with several million dollars in assets,three months operating reserve,and no current debt service. ■ Speaker at numerous local,state,and national workshops and conferences on homelessness,housing, and leadership issues. ■ Created and acquired funding for the Family Redirection Program preventing hundreds of families from having to spend a night in an armory.From 2009 to 2016,served nearly 2,000 homeless families including 71000 parents and children. ■ In 2009 launched Mercy House's Rapid Re-Housing program.Since inception has placed over 2,700 homeless individuals into housing. ■ Under leadership,agency currently prevents or ends the homelessness of more than 1,200 annually. ■ Created 194 units of permanent housing and 36 units of low-income housing with another 123 units of PSH and low-income housing currently in development. ■ Named operated of the County's first year round emergency shelter program—Bridges at Kraemer- through a highly competitive local process. ■ Leader in a number of collaborations and cohorts including: A2 Cohort,a group of 8 family homeless service providers and 2-1-1 dedicated to the creation of Family Coordinated Entry System and end to family homelessness in Orange County;OC PSH Collaborative I and II,group of 7 PSH providers offering 220 units of PSH in Orange County;Year Round Shelter Collaborative—group of 30+service providers dedicated to providing housing opportunities and supportive services to homeless individuals. ■ Created and developed 71 units of dignified,permanent supportive housing serving as a model for effectively ending chronic homeless in Orange County and throughout the country. EDUCATION B.A.from Southern California College,Costa Mesa,Calif., Major:History/Political Science, Minor: Biblical Studies, 1986,Summa cum Laude Lawrence G.Haynes Page 1 P.O.Box 1905 (714)836-7188 x 104 Santa Ana,CA 92702 pattil@mercyhouse.net Patricia Long Experience 2001—Present Mercy House Santa Ana,CA Associate Director • Promoted from Program Coordinator of the Mercy House Center to Program Manager of Regina House to current position. • Worked in every area of the organization Program,Development,and Administration. 1999—2001 Fullerton Interfaith Emergency Services Fullerton,CA Program Manager of the Child Shuttle Too Program • Responsible for program Development,grant management,training and coordination of collaborative agencies. Case Management Coordinator of the New Vista Transitional Living Center • Increased support services for the New Vista residents,Developed, maintained,and documented successful program plans for individual families. 1995— 1999 Homeless Intervention Program Placentia,CA Executive Director • Managed two shelter programs. • Responsible for program development,grant writing and administration, staff supervision and volunteer management. 1989— 1995 Orange County Homeless Issues Task Force Irvine,CA Program Director • Promoted from Case Management Coordinator • Responsible for overseeing the Interfaith Shelter Network Program and the Orange County Employment Action Network Program. • Responsible for program development,grant writing and administration, staff supervision and volunteer management. Education 1986— 1992 California State University Fullerton,CA • 90 semester units toward a Bachelor of Science Degree in Human Services 1984— 1986 Southern California College Newport Beach,CA • 24 semester units emphasis of study,Liberal Arts Interests Reading,writing,music,scrap booking,camping Volunteer Experience Community Member,Common Life Community • Developed and managed program to assist the homeless in Santa Ana • Prepared and served meals twice a day Timothy H uyn h 3310 East Collins Ave. Unit 2 Orange, CA 92867 timothyhuynh@outlook.com 714-263-5201 A passion for social change, critical thinking grounded in statistical analysis, and years of experience working to effect change at different levels of multiple agencies make me an ideal candidate for this position as Mercy House's Chief Program Officer. I am committed to continuously growing as a professional and leading the community around me to effect systemic change which will move the world forward to end homelessness. Education California Teacher Credential -Mathematics University of California, Irvine 2010 Masters of Science-Mathematics University of California, Irvine 2008 Bachelor of Science-Mathematics University of California, Irvine 2006 Employment History Mercy House Living Centers A non-profit agency serving the homeless in Southern CA Chief Program Officer January 2020 to Present • Implement strategic vision of Mercy House. • Provide oversight and direction to Program and • Represent Mercy House on relevant committees and Development Directors task forces. • Oversee quality assurance checks ensuring • Ensure that program and development activities operate programs are audit-ready consistently and ethically. • Assist in implementation and tracking of program outcomes Community College Instructor Teaching math at community colleges in Southern CA Cypress College Fall 2014 to January 2020 Golden West College Fall 2015 to January 2020 Irvine Valley College Fall 2016 to January 2020 • Plan and provide instruction for courses in: pre-algebra, intermediate algebra, college algebra, statistics, trigonometry, pre-calculus, business calculus, and calculus. • Provide supplemental instruction outside of the classroom in invest in student success. • Create and implement classroom strategies to leverage on-line learning and assessment tools. Mercy House Living Centers A non-profit agency serving the homeless in Southern CA Director of Grant Compliance and Data July 2013 to August 2015 • Manage grant contracts. • Interface with Federal, County, and City staff. • Ensure program compliance with federal regulations. • Design logic models to measure outcomes. • Define measurable outcomes for service programs. • Oversee data collection and data quality. • Use data to inform program design. Senior Grants Manager January 2012 to July 2013 • Supervise and coordinate grant writing team. • Report measurable grant outcomes to funders. • Collect and compile program demographic data. Development Associate March 2011 to January 2012 • Public and private grant writing. • Managed agency grant calendar. • Corporate and community outreach. • Event planning and coordination. Special Skills • Completed professional development training on working with disproportionally affected student populations including: veterans, homeless, and those with low socio-economic status. • Worked with teams to draft and implement new instructional strategies and course outlines of record to meet changing regulatory standards in compliance with AB 705. • Written,won, and managed over$16 million in Local, State, and Federal Grants (CoC, EFSP, ESG, and CDBG) James T. Brooks (512)897-3050 JamesB@mercyhouse.net 351 N. Ford Avenue#116 www.mercyhouse.net Fullerton,CA 92832 Experience Mercy House December 2008—Present Orange County Director of Adult Services,Mercy House ■ Mercy House Board Member since 2015 ■ Oversees Permanent Supportive Housing Programs for chronically homeless adults ■ Anaheim Check-in Center, Directed the implementation of client storage solutions, resource and referrals, and permanent housing placements the CES. ■ Oversees Adult Emergency Shelters, -Bridges at Kraemer Place Year Round Emergency Shelter,Anaheim, CA.A 200 bed year round emergency shelter with plans for medical and multi- service center. -The Link Interim Year Round Emergency Shelter,Santa Ana, CA. A 200 bed shelter that serves individual men and women,adult couples,and families with minor age children. -Orange County Armory Emergency Shelter, providing 400 emergency shelter beds to homeless men and women. 200 beds in the City of Santa Ana and 200 beds in the City of Fullerton. Training First Responders Training Crisis Intervention Training Mental Health First Aid Awards Awarded Scholarship(2012)to attend the National Alliance to End Homelessness in Washington D.C. Education Western Michigan University—Kalamazoo, MI—BS,Music Business 1984 AUSTIN ROBERT DRISSEN 1258 Palos Verde Dr, Corona, CA 92880 • 714-732-1846 • adrissen08l3@gmail.com Qualifications Summary I am a Program Manager with experience in several fields seeking a position utilizing my education, extensive communication, service, and interpersonal skills that will allow me to continue building upon myself while contributing to your organization and it's mission. Capabilities include skills in areas such as: • Extensive Customer Service • Word Processing& Typing • Windows &Mac Knowledge • Telephone Reception • Order Processing& Clerical • Help Desk & Guest Relations • Group Work Experience • Efficient Problem Solving Experience Highlights Work with the Public / Other • Through my years with Mercy House and the Disneyland Resort, I have reinforced my love for helping people in need, working in publicly sensitive areas such as emergency shelters for 400+ clients, street outreach, lost children and medical emergencies. • Worked efficiently under strenuous amounts of pressure in time-sensitive and high- profile operations, including programs under direct County supervision. • Remained calm and presentable as a formidable public representative of every organization associated with. • Have had part in creating training systems for future employees at several locations. • Demonstrated building an accurate knowledge of my employer and its company's goals. • Was an active guest service liaison at many prior organizations, with extensive communication skills, and a eye for detail. • Was an exemplified group member on several occasions, demonstrating both effective leadership, as well as intuitive team member skills. Clerical • Demonstrated skill in editing and note-taking as well as copy-writing and scripting. • Used proper phone etiquette on many occasions during the editing process, as well as taking phone orders, project follow-ups, and client conference calls. • Have maintained supplies of merchandise and other articles, have accounted for them in stock, and when necessary, have made the necessary steps to replenish used materials. • Possesses the ability to file and retrieve documents in advanced filing systems. Design • Worked with as many as twenty different clients at the same time in the editing processes necessary to put out finely produced products. • Used extensive knowledge of the Adobe Creative Suite, including some Flash during production of virtual tour CD's. Demonstrated advanced knowledge of Adobe PhotoShop & Illustrator. Possesses experience working with Microsoft Office Programs such as Word, Excel, and PowerPoint. Employment History • PROGRAM MANAGER Mercy House Living Centers, Santa Ana, CA (07/2013 —Present) • ASSISTANT PROGRAM MANAGER Mercy House Living Centers, Armory Program, Santa Ana, CA (07/2011 — 07/2013) • SITE LEADER Mercy House Living Centers, Armory Program, Santa Ana, CA (09/2010— 07/2011) • PRODUCTION COORDINATOR Apollo Printing & Graphics, Anaheim, CA (9/2008— 11/2008) • PET TRAINER PetsMart, Covington, LA (2/2008— 5/2008) • LEAD GRAPHIC ARTIST We Mail For You, Fullerton, CA (4/2007— 12/2007) • MAC SPECIALIST Apple Store, Brea, CA (11/2006— 4/2007) • CUSTODIAL / GUEST SERVICEMAN Disneyland Resort, Anaheim, CA (4/2006— 11/2006, working part time to pay for college) • COMPUTER LABORATORY TECHNICIAN (SEASONAL) North Orange County Community College District, Fullerton, CA (2/2005— 12/2006, Two Semesters) • SALES ASSOCIATE Hilo Hattie, Orange, CA (7/2005— 4/2006) • CUSTODIAL / GUEST SERVICEMAN Disneyland Resort, Anaheim, CA (6/2003 — 5/2005, working part time to pay for college) Education FULLERTON COLLEGE, Fullerton, CA (Part Time 2003— 2010) • Graduated with an A.S. in Administration of Justice (Spring of 2010) • Graduated with an A.A. in Fine Art with emphasis on Animation (Spring 2009) • Completed course work to attain 2 certificates in Graphic Design and Animation SUNNY HILLS HIGH SCHOOL, Fullerton, CA (1999— 2003) • Graduated with Diploma • Helios —Yearbook Staff Member • Art Tutor from 2002 to 2003 References • OFFICER ALAN VALDISERRI, Fullerton Police Dept (714-397-4246) Chino, CA Ex-Coworker/ Friend of 25 Years • JAMES BROOKS, Emergency Services Programs Director (512-897-3050) Fullerton, CA Supervisor/ Friend of 4 Years • GISELA VILLAVICENCIO, ASW, CSW I (714-924-2008) La Habra, CA Ex-Supervisor/ Friend of 3 Years Emergency Shelter Program Manager Job Description Introduction:This Program Manager is responsible for coordinating all day to day activities and program services for the Emergency Shelter Program.This position requires dependability, responsibility, organizational skills; and strong written and verbal communication skills. Primary responsibilities include executing national best practices ensuring a guest centered and housing focused approach, program management, program development,and outreach and community relations. This position reports to the Director of Emergency Services.This position includes supervising support staff and requires a flexible schedule(weekend, morning,evening and holiday shifts).This position may require the transportation of supplies. Fluency in Spanish is a significant value. Qualifications:At least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addictions issues.Ability to plan,organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty;and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed. Ability to complete job duties that are guest focused,trauma informed,and housing focused. CA driver's license, proof of insurance and reliable vehicle is required. Emergency Shelter Program Goal:Ensure a safe, housing focused and client center Emergency Shelter program that maintains accurate data and strong communication with community partners. • Oversee Guest Services and ensure a guest focused,trauma informed delivery • Coordinates with Case Management,Outreach,and Leasing agent ensuring a housing focused operation • Encourage and discuss progress toward housing with guest • Coordinate calendar and services provided by partner agencies • Oversee the collection and distribution of donations • Assist with monitoring facility security and maintenance • Ensure enforcement of our good neighbor policies • Assist with securing necessary resources • Oversee collection, input and distribution of intakes/summary sheets/reports • Develop new partnerships with other agencies in order to enhance our current services • Manage program budget • Facilitate Resident Advisory Council and Partnership Meetings Community Relations Goal:Positively advance Agencies reputation in the broader community. • Maintain active involvement with neighbors and program partners • Maintain active involvement with community service organizations Staff Management Goals: 1)Elicit optimal performance from staff,2)Promote Mercy House staff values • Provide oversight and direction to Site Leaders, Intake Specialist,Overnight Coordinators,and Logistics Team. • Oversee the onboarding of new direct reports and coordinate trainings as needed. • Provide staff training and insight on difficult cases for Program Staff. • Provide support and guidance to Case Managers when necessary. • Assist staff in emergency situations with high acuity clients. • Foster a spirit of team work and culture that is consistent with the agency's values. • Maintain transparent communication.Appropriately communicate organization information through group meetings,one-on-one meetings, and appropriate email, and regular interpersonal communication. • Assist in various aspects of staffs duties • Assist in coordinating and managing on-site volunteers • Provide crisis/conflict intervention • Conduct 90 day, midyear, and annual reviews. Miscellaneous • Must participate in networking functions and community meetings. • Attend staff meetings and training workshops as needed • Assist with general duties(stocking supplies,copies,fax, phone calls,etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor Emergency Shelter Program Call Center/Intake Coordinator Job Description Introduction:The Emergency Shelter Program Call/Center Intake Coordinator is responsible for the reservations, intake, and bed inventory for the Emergency Shelter Program. This position requires a flexible work schedule including some weekend, morning and evening shifts. Detail-oriented and computer proficient in Microsoft Word and Excel required. Dependability, responsibility,and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value.This position reports to the Emergency Shelter Program Manager. Qualifications:Strong computer and data processing skills.Ability to work effectively with a diverse population; plan, organize and prioritize duties;clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty;and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed. Ability to complete job duties that are guest focused,trauma informed,and housing focused. CA driver's license, proof of insurance and reliable vehicle is required. Emergency Shelter Program Services • Manage guest reservation process • Conduct diversion interviews • Manage intake process • Maintain intake area and ensure daily forms and supplies are stocked and ready prior to shelter opening • Supervise on-site reservation and intake volunteers • Collect guest sign-in sheets and intake packets, counting and verifying signatures and enter guest information on Daily Summary Sheet • Encourage and discuss progress toward housing with Emergency Shelter Program guest Program Reporting • Responsible for entering all Bed Nights and Services into data base on a daily basis. • Scan and file intake packets and other pertinent documents daily. • Generate monthly,quarterly, and annual reports. Miscellaneous • Participate in networking functions • Attend staff meetings • Attend training workshops as needed • Enhance job performance by applying up-to-date professional and technical knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor Emergency Shelter Program Volunteer Coordinator Job Description Introduction:The Volunteer Coordinator is responsible for coordinating volunteer services for the Emergency Shelter Program.This position requires a flexible work schedule including some weekend, morning and evening shifts. Dependability, responsibility,and the ability to communicate effectively and respectfully are mandatory skills for this position.This position reports to the Community Resource Manager and works closely with the Program Manager. Fluency in Spanish is a significant value. Qualifications:Strong computer and data processing skills.Ability to work effectively with a diverse population; plan, organize and prioritize duties;clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others Associate's Degree preferred but not required. Volunteer Coordination Goal:Maintain volunteer retention and satisfaction for the Emergency Shelter Program by ensuring that the volunteer services program is running in an organized manner to promote efficiency and order. • Set up facility for volunteer activities • Greet volunteers • Ensure that volunteers are easily recognizable while volunteering • Work with staff to assign volunteers to tasks that are vital to the success of the Bridge Housing Program. • Train volunteers to perform required tasks • Ensure that all volunteers are effectively performing assigned tasks,staying on task and behaving appropriately • Check in with volunteers on a regular basis to ensure volunteer satisfaction and resolve any conflicts that may arise • Assist with obtaining volunteer feedback • Assist with volunteer recognition efforts • Assist with program activities,as needed • Encourage and discuss progress toward housing with shelter guest Administration • Ensure that all volunteers have filled out necessary paperwork before they begin their volunteer service • Ensure that all volunteers sign-in and out for each shift • Responsible for making sure all volunteer hours and logged and entered into the data system. Miscellaneous • Attend staff meetings and training workshops as needed • Assist with general duties(stocking supplies,copies,fax, phone calls,etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor. Emergency Shelter Program Logistics Support Coordinator Job Description Introduction:The Logistics Program Coordinator is responsible for providing supportive services and logistical support to the Emergency Shelter Program during designated shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts.This position reports directly the Emergency Shelter Program Site Lead. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Qualifications:Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed;Ability to complete job duties that are guest focused,trauma informed,and housing focused. Shelter Support Goal: Ensure a safe and client focused environment for guest to quickly end their homelessness. • Assist in the implementation of program activities to ensure quality,guest focused,and trauma informed delivery of services. • Encourage and discuss progress toward housing with Emergency Shelter Program guest • Assist with shelter setup and maintenance • Assist with general cleanliness and safety of facility including emptying trash cans and cleaning-up spills. • Assist with receiving and verifying orders from vendor's,completing tally sheets • Post and update signs and service calendars • Audio Equipment set up and monitoring • Assist in the organization of supplies and facilities needs • Conduct neighborhood patrols to minimize potential impact on the surrounding community Administration Goal:Oversee administrative duties that support program services. •Assist with keeping detailed daily summary sheets •Assist with record keeping and reporting Miscellaneous •Assist with guest services and program activities if necessary • complete ad hoc projects as appointed by Supervisor Emergency Shelter Program Overnight Coordinator Job Description Introduction:The Overnight Coordinator is a part time position that covers overnight shifts at the Emergency Shelter Program. Dependability, responsibility,and the ability to communicate effectively and respectfully are mandatory skills. The position's primary responsibilities include security and program support.This position would include overnight shifts including weekends and holidays.The Overnight Coordinator reports directly to the Emergency Shelter Program Manager. Qualifications:Ability to work effectively with a diverse population; plan,organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty;and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed. Ability to complete job duties that are guest focused, trauma informed, and housing focused. CA driver's license, proof of insurance and reliable vehicle is required. Security Goal:Maintain safety and serenity of residents protecting against external and internal disruptions. • Provide staff presence during assigned shifts • Resolve any conflicts and file incident reports when necessary • Report violations and general events in daily log • Provide necessary emergency support/follow emergency procedures • Oversee cleaning crew • Conduct property checks • Communicate potential concerns with Security Staff to ensure staff and guest safety. Program Goal:Assist Program Manager with program functions and activities. • Encourage and discuss progress toward housing with shelter guest • Provide general support for guests • Observe and report concerns • Provide support for on-site volunteers • Supervise evening and morning activities • Organize morning coffee and food Job Description: Data Entry Specialist Introduction:The Data Entry Specialist is responsible for the data input and reporting for the Emergency Shelter Program.The objective of this position is to meet and manage our HMIS data and reporting requirements.This position requires a dedicated work schedule, primarily based around a regular work week.This position reports to the Data Manager and works closely with the Emergency Shelter Program Manager. Qualifications:Strong computer,typing and data processing skills.Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who are present for services with urgent multiple case management and health needs.This person must be detail-oriented and computer proficiency in Microsoft Word, Excel,Outlook and Internet-based browsers is required. Dependability, responsibility,and the ability to communicate effectively and respectfully are mandatory skills.Associate's Degree preferred (but not required). Program Data Entry and Reporting • Ensure HMIS intake forms are completed by guests and data is entered into the HMIS • HMIS data quality management • Responsible for entering all Case Notes and Services into data base on a daily basis • Scan and file intake packets and other pertinent documents daily • Follow up with staff as needed to ensure needed documents and updated forms are kept to the agency standard • Assist Housing Navigators and Management team in pulling data as needed and in the enrollment/exit of s as necessary • Generate weekly, monthly,quarterly,and annual reports that are turned into high-ranking County officials • Meet data entry deadlines in a challenging and constantly changing atmosphere Miscellaneous • Attend staff meetings • Attend County CoC meetings as needed • Attend training workshops as needed • Perform ad hoc projects as appointed by Supervisor Emergency Shelter Program Site Leader Job Description Introduction:The Emergency Shelter Program Site Leader is responsible for overseeing services and activities at the Emergency Shelter Program. Dependability, responsibility,and the ability to communicate effectively and respectfully are mandatory skills.Ability to work effectively with a diverse population; plan,organize and prioritize duties; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts.This position reports directly to the Emergency Shelter Program Manager. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty;and establish and maintain effective working relationships with others.Associate's Degree preferred but not required. Emergency Shelter Program • Assist in the implementation of all program activities to ensure quality delivery of services. • Oversee all program activities including logistics and client intakes • Oversee distribution of services and all program services while on duty • Assist in the coordination of volunteers and support services • Oversee the organization of supplies and facilities needs Management • Goal:Support Identified Program Staff facilitating optimal performance. • Support program staff during designated shifts • Assist in various aspects of staffs duties • Assist in coordinating and managing special group events and holiday events • Provide crisis/conflict intervention • Communicate any staff or program issues to Program Manager. Administration • Goal:Oversee administrative duties that support program services. • Coordinate supply and service needs • Assist with securing necessary resources • Assist with record keeping and reporting Miscellaneous • Attend staff meetings and training workshops as needed • Assist with general duties(stocking supplies,copies,fax, phone calls,etc.) • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. • Perform ad hoc projects as appointed by Supervisor Employment and Housing Navigator Job Description Introduction:The Employment and Housing Navigator provides assistance to individuals that are literally homeless.This assistance includes an individualized assessment of needs,followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible.The Navigator will conduct an assessment,determine eligibility,enter assessment into Coordinated Entry System for prioritization and linkage to housing provider, help client obtain documents required for housing placement, provide individuals with employment guidance and community resources. Qualifications:Associate's Degree and at least 2 years of direct life experience working with long-term homeless,low income,and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs.Ability to perform crisis intervention as needed;clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty;and establish and maintain effective working relationships with others.Valid CA driver's license, proof of insurance and reliable vehicle is required. Supportive Services • Provide assessment for client within seven days of entering program. • Determine eligibility and enter assessment into Coordinated Entry System for prioritization and linkage to housing provider • Assist client with obtaining documents required for housing placement • While client is at the program provide employment linkage, benefits establishment, linkage to community providers for substance abuse, primary and mental health care, and all other services needed to assist clients in reaching their stabilization goals • While client is at the program provide strengths based case management and service coordination designed to assist clients in obtaining and maintaining stable housing • Conduct crisis and risk assessments in consultation with supervisor and case management team • Provide crisis intervention services focused on enhancing the client's'ability to independently problem solve, utilize effective coping skills,and manage and self-coordinate own care • Provide warm hand off to selected housing provider ensuring a smooth transition from the bridge housing program into permanent housing. Documentation • Maintain documentation standards as set forth by the program contract and program policies • Complete progress notes on every meeting with client • Input accurate and complete data into HMIS and update snapshots to reflect client progress • Maintain confidential hard copy case files with all relevant documentation in the appropriate section Job Description: Emergency Shelter Shuttle Driver Introduction: The Emergency Shelter Shuttle Driver is responsible for the transportation of guests to and from the Emergency Shelter Program.The objective of this position is to safely drive and help to maintain the shuttling vehicles associated with the program, so that guests may access and leave the site in a safe and orderly manner.This position requires structured yet flexible work schedule, and this staff person reports to the Emergency Shelter Program Manager. Qualifications: This person must possess a clean driving record with no limitations, and must be comfortable driving large vehicles(averaging 24' in length)with wide turning ratios.Ability to work effectively with a diverse population; plan, organize and prioritize duties; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Possess a high level of tolerance and understanding for individuals who are present for services with urgent multiple case management and health needs. Candidates should be able to remain focused and able to drive safely despite constant distractions.This person must be detail-oriented and computer proficiency in Microsoft Word, Excel, Outlook and Internet-based browsers is recommended. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Detailed knowledge of motor vehicle and engine maintenance is recommended. A valid and up-to-date Class C Driver's License is required. Driving and Reporting • Drive program vehicles in a safe and orderly manner to predetermined approved locations • Checking that all safety restraints are in working order and are used correctly when needed • Maintain the overall cleanliness of the vehicles • Safely load all guests in the safest way possible • Safe and appropriate use of hydraulic wheelchair lifts • Typing and planning daily routes based off several possible drop-off locations • Generate daily and weekly route and maintenance reports,to be turned in to management for records • Meet transportation goals in a challenging and always changing atmosphere • Work with a partner to see maintenance issues taken care of as needed Miscellaneous • Attend staff meetings • Attend training workshops as needed • Perform ad hoc projects as appointed by Supervisor • Assist in the implementation of all shelter activities to ensure quality delivery of services, including meals, laundry, emptying trash, and overall cleanliness of the facility Page 1of1 Emergency Shelter Leasing Agent Job Description Introduction:This position is responsible for assisting homeless individuals break free from the cycles of need toward greater economic opportunity, independence and permanent housing. The objective of this position is to help households obtain and/or sustain stable housing and assure quality control of housing placements and policies.This position requires a flexible work schedule including some week-end, morning and evening shifts and reliable transportation to attend community appointments. Detail-oriented and computer proficient in Microsoft Word and Excel required. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value.This position supervises the Leasing Manager. Ability to: Work effectively with a diverse population; plan, organize and prioritize duties; speak effectively before small groups; perform crisis intervention, as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. 1. Housing Advocacy Goal:Secure and maintain quality, affordable housing placements for clients • Develop an understanding of the County's housing market and establish strong business relationships in the for • profit and nonprofit sectors (i.e. landlords, property managers, real estate owners/brokers, and developers) • Assemble marketing packets for Rapid Rehousing/SHP Leasing/Shelter+ Care/Section 8 Programs to local landlords • Develop and maintain relationships with local landlords • Maintain a list of potential housing opportunities for homeless shelter guests • Implement housing inspections (initial and bi-annual) and rent reasonability standards processes • Maintain effective relationships with landlords and/or property managers by resolving conflicts and assist in providing necessary emergency support. II.Team Support Goal:Provide support to program staff • Answer and respond to phone calls • Collaborate with and act as a resource for shelter staff on housing issues • Assist with the collection of documentation and coaching support of shelter guest when necessary III. Fair Housing and Legal Issues Goal: Be knowledgeable of fair housing and legal issues for the benefit of both the agency and clients served • Maintain an understanding of Fair Housing Laws and keep current on legal issues and regulations. • Consult with shelter staff on client related legal issues IV. Miscellaneous • Must participate in networking functions, community meetings, meet with funders and partnering agencies • Assist with program activities when necessary • Attend staff meetings and training workshops, as needed • Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and • conferences and reviewing professional publications • Develop new partnerships with other agencies in order to enhance our current services • Perform ad hoc projects as appointed by Supervisor Mercy House must reserve the right to modify, supplement, rescind, or revise all job descriptions to meet the overall needs of Mercy House except as to any language that establishes that the employment relationship is at the will of either the staff member or Mercy House. Direct any questions you have regarding this manual to the Associate Director. EXHIBIT C MERCY HOUSE PROPOSAL ADDENDUM ME CYi& HOU E Huntington Beach Proposal Addendum In order to best serve the homeless population in the City of Huntington Beach (The City), to maximize resources made available by the County of Orange(The County),and in response to evolving needs of The City, this addendum outlines changes in the project scope, timeline, and budget for the proposed Navigation Center project on Cameron Lane. Project Scope Mercy House's initial proposal in response the RFP from the City was for a navigation center providing shelter and housing navigation for 50 homeless individuals from Huntington beach. Early in Q3 of FY19- 20 needs arose across Orange County for a response to conditions surrounding homeless ness and the developing COVID-19 pandemic. In response to the pandemic, the County made available as a resource to the City the use of a SPRUNG structure to use for the creation of temporary shelter for the homeless. Additionally, it became clear that the scope of the project needed to increase. It was determined that the project would need to provide at least 174 shelter beds and that the best way to do so was to use the SPRUNG structure provided by the County. Timeline Planning for the use of this resource, as well as well as the County's intended use of the structure as part of Project Room Key, pushed back the timeline for Mercy House's proposed project.Working closely with City staff, Mercy House is creating a site plan leveraging County resources to provide the needed 174 shelter beds at the proposed Cameron Site. Completing the site plan, land acquisition, procurement of equipment, and construction have pushed back the timeline for the project. The current target is to complete construction to issue a certificate of occupancy mid-October to begin shelter operations 14 days later in the first week of November. Budget As the project developed from its initial 50 bed proposal to the current 174 bed model the budget has grown as well. Increasing the scope of the project has increased aspects of the budget including transportation,staffing,security,food,and FFE's.The proposed operating budget was$2,285,668 with an FFE budget of $93,460. The current proposed operating budget is $2,959,860 with an FFE budget of $152,187.The budget increase takes advantage of economies of scale; because there are significant fixed costs associated with operating a shelter, increasing the bed count from 50 to 174 has significantly decreased the per-bed cost from $45,713 per bed to a per-bed cost of$17,010. EXHIBIT D MANAGEMENT PLAN MERCYi& HOU E Huntington Beach Navigation Center Management, Operations and Public Safety Plan September 25, 2020 0f 79 Table of Contents SECTION 1. PURPOSE& INTRODUCTION......................................................................................................................6 SECTION 11. SHELTER ADMINISTRATION......................................................................................................................7 A. PROGRAM DESCRIPTION ...............................................................................................................................7 1. Population Served......................................................................................................................................7 2. Program Description..................................................................................................................................7 3. Services Provided.....................................................................................................................................10 4. Coordinated Entry System Integration....................................................................................................11 5. Target Goals/Expected Outcomes...........................................................................................................12 6. Program Layout........................................................................................................................................12 B. ADMISSION CRITERIA AND PROCEDURES....................................................................................................13 1. Client Program Expectations ...................................................................................................................13 2. Identification Requirements....................................................................................................................13 3. Screening Requirements..........................................................................................................................13 4. Bed Reservation System ..........................................................................................................................14 5. New Clients..............................................................................................................................................14 6. Day Leave and Returning Clients.............................................................................................................15 7. Hours of Operation..................................................................................................................................16 C. Overflow Management................................................................................................................................16 1. Coordinated Service Delivery Plan...........................................................................................................16 2. Overflow Policies.....................................................................................................................................17 D. Exit and Re-Admission .................................................................................................................................17 1. Exit and Readmission Policies..................................................................................................................17 2. Exit Procedures........................................................................................................................................18 E. Housing Navigation Services Policy.............................................................................................................18 1. Documentation of Housing Navigation Services and Data Security Policies...........................................19 F. Daytime Program Policies............................................................................................................................19 G. Multi-Service Center Program Policies........................................................................................................20 1. Outside Multi-Service Center Clients.......................................................................................................20 2. Lead Agency Protocols.............................................................................................................................20 3. Requirements for Service Provider Partners...........................................................................................20 H. Good Neighbor Policy-Community Coordination and Communication.....................................................21 1. Communication and Coordination with Neighborhood, Businesses and Public.....................................21 2. Communication and Coordination with Local Police and Fire Departments...........................................22 3. Communication and Coordination with City,County, and Service Providers.........................................23 4. Policies for Community Involvement.......................................................................................................23 2of79 5. Policies for Neighborhood Outreach Patrol.............................................................................................23 I. Navigation Advisory Committee..................................................................................................................24 1. Composition of Committee .....................................................................................................................24 2. Meeting Schedule....................................................................................................................................24 3. Accountability and Grievance Process and Policies.................................................................................24 4. Reports to the Committee.......................................................................................................................25 5. Shelter Town Hall Meetings.....................................................................................................................25 J. Safety Policies..............................................................................................................................................25 1. Facility Maintenance................................................................................................................................25 2. Fire and Earthquake Safety......................................................................................................................26 3. Fire Prevention Procedures.....................................................................................................................27 4. Fire Drills and Documentation.................................................................................................................27 5. Fire Inspections and Extinguishers...........................................................................................................28 6. Earthquake Safety....................................................................................................................................28 K. Security Plan ................................................................................................................................................28 1. Eligibility Screening...................................................................................................................................28 2. Secured Entrances...................................................................................................................................28 3. On-site Security Personnel ......................................................................................................................29 4. Staff Plan..................................................................................................................................................30 5. Security....................................................................................................................................................31 6. Security Alarms and Cameras..................................................................................................................31 7. Security Lighting.......................................................................................................................................32 8. Loitering Policy.........................................................................................................................................32 9. De-escalating Conflicts.............................................................................................................................32 10. Entrance and Exit Procedures..............................................................................................................32 11. Policy regarding storage of client's possessions..................................................................................32 12. Policy Pertaining to Searching of Clients' Property by Staff................................................................33 13. Policy on Possession of Weapons On-Site...........................................................................................34 14. Procedure for Contacting Police..........................................................................................................34 L. Health Policies..............................................................................................................................................34 1. Housekeeping Policies.............................................................................................................................34 2. Pets, ESAs and Service Animal Policies....................................................................................................36 3. Possession and Use of Controlled Substances.........................................................................................36 4. Policy for Drug Possession.......................................................................................................................37 5. Security, Use and Access of Prescription Medications............................................................................37 6. Client Use of Over-The-Counter Medications .........................................................................................37 7. Client Access to Emergency and Medical Care........................................................................................37 3 of 79 8. First Aid Equipment,Supplies and Procedures........................................................................................38 9. Policies& Procedures for Disease Prevention.........................................................................................38 M. Food Policies............................................................................................................................................39 1. Provision of Nutritional Needs of Clients.................................................................................................39 2. Meeting the Health Department Standards............................................................................................40 N. Transportation Policies................................................................................................................................40 1. Transportation Flow On and Off Property...............................................................................................40 2. Pedestrian Traffic.....................................................................................................................................40 3. Bicycle Traffic and Parking.......................................................................................................................41 4. Shuttle Transportation Services...............................................................................................................41 5. Personal Vehicle Transportation and Parking..........................................................................................42 6. Staff Transportation of Clients.................................................................................................................42 7. Delivery of Shelter Goods and Community Donations............................................................................42 0. Financial Policies..........................................................................................................................................42 1. Financial Requests from Clients...............................................................................................................42 2. Client Possessions and Funds..................................................................................................................42 3. Annual Outside Audit...............................................................................................................................43 4. Financial Reports Review.........................................................................................................................43 P. Legal Policies............................................................................................................................................43 1. Policy for Compliance with Local Laws....................................................................................................43 2. Policy for Compliance with Labor Laws...................................................................................................43 Q. Non-Discrimination Policies.........................................................................................................................44 1. Policy for Compliance with Americans with Disabilities Act....................................................................44 2. Gender-Specific Programming Policy......................................................................................................44 3. Sexual Harassment Policy........................................................................................................................44 4. Policy Regarding Sex Offenders...............................................................................................................45 R. Confidentiality Policies ................................................................................................................................45 1. Personal Confidentiality...........................................................................................................................45 2. Database Confidentiality Policies............................................................................................................47 3. Exceptions to the Confidentiality Policy..................................................................................................47 4. Grievance Policies....................................................................................................................................47 5. Receiving and Posting..............................................................................................................................47 6. Meeting with Staff...................................................................................................................................48 7. Whistleblower Policy...............................................................................................................................50 SECTION ill.STAFFING AND MANAGEMENT PLAN....................................................................................................50 A. Staff Policies.................................................................................................................................................50 1. Hiring Policy.............................................................................................................................................50 4 of 79 2. Screening Procedure................................................................................................................................50 3. Acceptance Procedure.............................................................................................................................51 4. Staffing Policies for Safe Humane Environment......................................................................................51 B. Policies for Staff Training.............................................................................................................................53 1. Emergency Procedures- Evacuation, First Aid, and CPR, 911 Reporting................................................53 2. Safety Conduct- Prevention of Abuse, Crisis Intervention, Conflict Resolution.....................................53 3. Appropriate Behavior for Dignity and Respect........................................................................................54 4. Communication........................................................................................................................................54 5. Resources and Referrals..........................................................................................................................54 6. Mental Health and Addiction Skills..........................................................................................................54 7. Self-Care.................................................................................................................................................55 8. Annual Staff Evaluation and Training Plan...............................................................................................55 9. Documentation of Staff Training.............................................................................................................55 C. Volunteer Policies........................................................................................................................................55 1. Selection,Screening, and Background Checks ........................................................................................55 2. Orientation and Training..........................................................................................................................56 3. Volunteer Code of Ethics.........................................................................................................................56 4. Identifiable Lines of Authority.................................................................................................................57 5. Descriptions of Volunteer Tasks..............................................................................................................58 SECTION IV. OPERATING BUDGET.............................................................................................................................58 A. Annual Operations Budget...........................................................................................................................58 B. Fund Development Strategies.....................................................................................................................59 SECTIONV. ATTACHMENTS......................................................................................................................................60 ATTACHMENT„A":JOB DESCRIPTIONS...............................................................................................................61 Program Manager—Huntington Beach Navigation Center.................................................................................64 JobDescription....................................................................................................................................................64 Site Leader—Huntington Beach Navigation Center........................................................................................66 LeadHousing Navigator...................................................................................................................................67 Housing Navigator—Huntington Beach Navigation Center............................................................................68 Logistics Coordinator—Huntington Beach Navigation Center........................................................................69 Overnight Logistics Coordinator—Huntington Beach Navigation Center.......................................................70 ATTACHMENT"B": SHELTER CLIENT EXPECTATIONS..........................................................................................71 ATTACHMENT„C":VOLUNTEER POLICIES...........................................................................................................77 5 of 79 SECTION I. PURPOSE & INTRODUCTION The purpose of the Management, Operations and Public Safety Plan ("Plan") is to advise the City of Huntington Beach on a best practice model for operation of a Year Round Emergency Shelter. The Plan may also be used to promote open communication between community stakeholders to help facilitate the adoption of additional Year Round Shelters, Multi-Service Centers, and Navigation Centers. Establishing a Year-Round Emergency Shelter Program (s) and Multi-Service Center(s) will meet critical needs amongst some of the most vulnerable people in our neighborhoods, while also addressing a pressing social issue that is deeply impacting local businesses and communities. The Plan identifies emergency shelter services for homeless persons and best practices to maintain a safe and healthy environment for its clients and the community at large. The overall purpose of the program is to connect homeless persons to permanent housing opportunities and resources to maintain housing stability and self-sufficiency. Goals and guidelines of the Plan align to National Standards of The HEARTH Act (2009). 6 of 79 SECTION II. SHELTER ADMINISTRATION A. PROGRAM DESCRIPTION 1. Population Served Year-Round Emergency Shelter Program and Navigation Services The Huntington Beach Navigation Center serves 174 shelter clients (103 beds for men, 55 beds for women, 12 beds for couples and 4 beds for non-binary) while providing access to a range of programs and supportive services. To ensure that the shelter will meet the needs of the community in serving chronic and vulnerable homeless people, clients are admitted with minimal, "low-threshold" requirements so that chronic and vulnerable homeless people can easily enter and remain in shelter until they can find permanent housing. Those accessing Huntington Beach Navigation Center include homeless adults with a strong tie to Huntington Beach only. A strong tie to Huntington Beach means they have lived, worked, or attended school in the City, or are known by PD or contracted Outreach Agencies as a homeless person in the City. Each new client is screened for sex offender and active felony warrant status before admission (screening takes place prior to the arrival at the facility as part of the bed reservation system), as detailed in the "Admission Criteria and Procedures." All clients have access to and are encouraged to participate in all services provided. Every client is assigned a Housing Navigator at the time of intake, who will work with them to create a housing plan. All clients are required to work this housing plan as part of their enrollment with Huntington Beach Navigation Center, and they are notified of this prior to their enrollment with the program. Access to the shelter is limited•to clients that are currently enrolled with Huntington Beach Navigation Center, and because the Multi-Service Center is fully integrated within the shelter services provided, on- site services are strictly for currently enrolled clients only 2. Program Description Huntington Beach Navigation Center is designed to provide safe shelter, basic needs, and access to support to move individuals out of homelessness and into permanent housing opportunities. Access to safe shelter 7 of 79 Huntington Beach Navigation Center accommodates overnight sleeping for 174 individuals per evening. Access to Huntington Beach Navigation Center is provided 24 hours a day,seven days/week,365 days a year. In order to decrease the impact to the surrounding neighborhood, access to bed availability is handled through a reservation system. Walk-ins will not be permitted. Length of Stay There is no set minimum and the maximum length of stay is 90 consecutive days. Clients at Huntington Beach Navigation Center may stay enrolled with the program past the 90 days if they remain good neighbors and dedicated to working their personalized Housing Plan. This extended stay may be granted through an Extension Request process that is overseen by each client's Housing Navigator and Program Management team. The client must complete a Request for Extension Application which, if granted, may extend their stay for an additional 90 days. Each client is assigned a Housing Navigator supporting their progress toward Housing Stabilization. The program is designed to provide this support until a housing option becomes available. However, at any time a client may be exited from the shelter for safety or continual shelter violations as outlined in the "Exit and Readmission Policies". Additionally, if a client exceeds 90 days, intensified housing location and exit plan strategies will be implemented. Consistent with national best practices and trends, the goal for length of stay should be 30 days or less. The Operator maintains a report that accounts for clients with lengths of stay exceeding 90 days and reasons why with accountability to Advisory Committees. Sleeping Areas Bed types consist of single beds. Each client is assigned a bed and bedding for the length of their stay. Every client is made aware upon intake that they may need to switch beds as the need requires it. Transgendered clients may be assigned to beds in whichever dorm is appropriate to the gender with which they identify. Below is the available bed breakdown at Huntington Beach Navigation Center: o TOTAL BEDS: 174 ■ Total Men's Beds: 103 ■ Total Women's Beds: 55 ■ Total Couples Beds: 12 ■ Total Non-Binary Beds:4 8 of 79 There is a men's dorm, a women's dorm, a couple's dorm and non-binary dorm. No male clients are allowed in the women's dorm without specific permission and close guidance from staff. The same is true of female clients in the men's dorm. Meals Breakfast, lunch, dinner and snacks are provided for all clients in the central dining area, referred to as "The Commons". Meals are cooked off-site by a third party vendor and brought on-site and served. The Shelter Operator coordinates with a licensed food vendor to provide meals from within the kitchen. Hygiene Facilities Hygiene facilities are provided on-site including toilets, showers and laundry facilities. Clients are encouraged to utilize these facilities as daily resources to them. Toiletries are provided by the Shelter Operator to clients as needed, and there is one All-Gender restroom available for those who need. Clients of the program are required to shower and turn in their laundry for cleaning on a regular basis, as outlined in the Health and Safety Policies. Transportation Non-referred persons ("walk-ups") are prohibited from receiving shelter access. New and returning clients receive direct transportation to and from the shelter daily, and those with street-legal personal motor vehicles are permitted to use their vehicles and park them on site if parking is available or off-site in a public lot at the owner's own risk. Dates and times for daily pick-ups are outlined in the "Transportation Policies." Huntington Beach Navigation Center will use designated locations that provide ample geographic range for those seeking shelter services in the city of Huntington Beach and serves to minimize community impact and safety considerations. Each chosen location has been selected in coordination with service providers, public safety, and City input.The Operator does not drop-off/pick-up other than at agreed upon locations, unless for medical emergencies, or with specific permission and guidance from management and community partners for special events/occasions. Security The Shelter Operator follows policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. The security plan includes a multi- faceted approach involving screening for sex offenders, convicted arsonists, and individuals with open felony warrants, secured and separate entrances and exits, security searches, confiscation of harmful contraband,trained security personnel providing around-the-clock indoor and outdoor coverage, security 9 of 79 and smoke alarms, cameras and lighting. Other program elements which support security efforts include no walk ups and no loitering policies. Storage All clients have access to indoor and rolling personal storage space. Each client is assigned a personal storage bin for personal valuables and is permitted to keep a limited amount of personal effects at their bedside in provided storage containers. One rolling outdoor storage bin is also available to each client. Additionally, clients may store temperature-sensitive medication in a locked refrigerator accessible only by program staff. Housing Navigation Services Upon entering the shelter, each client is assigned a Housing Navigator. The primary function of the Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30-day timeframe. Additionally, the Housing Navigator provides resources and support to the client during their stay, including encouraging them to access any and all services provided on-site. The Housing Navigator ensures that all clients who agree to be entered into the Coordinated Entry System are entered into the Coordinated Entry System, as the first line of housing engagement. Together, each Housing Navigator and client completes a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in the Housing Plan. Daytime Program Activities As a 24-hour Year-Round Emergency Shelter Program, the Shelter Operator encourages all clients to stay on-site during the day and to take advantage of the on-site services provided to them during the daytime. Daytime program activities include but are not limited to, the following: • Full access to any and all on-site service providers; • Life skills classes and workshops; • Indoor and outdoor recreational activities (ex: exercise classes; ping pong, library time, space permitting) 3. Services Provided Huntington Beach Navigation Center incorporates a combination of basic needs services as well as supportive services aimed at creating pathways into housing. 10 of 79 The following baseline services are provided: 1. Intake/Assessment/Housing Navigation 2. Crisis Evaluation/Mental Health Evaluation Services 3. On-site Centralized Intake 4. Domestic Violence Referrals 5. Shelter Beds 6. Health Clinic 7. Transportation Services and Assistance 8. Computers and Email access 9. Security 10. Meals and Food 11. Homeless Prevention and Diversion Assistance 12. Drug and Alcohol Treatment Referrals 13. Crisis Evaluation Referrals 14. 211 referrals 15. Employment and Job Placement Resources 16. Substance Abuse Treatment Referrals 17. Mental Health Treatment (on or off site) 18. Laundry 19. Client Storage In addition to the baseline services, the following services were also considered in the design and implementation of Huntington Beach Navigation Center: 1. Respite facilities (a quiet space for clients to rest away from the noise of shelter life) 2. Recreational Activities 3. Dog Walk Area and Pet Services 4. Clothing Donation and Distribution 5. Electronic Charging Stations 4. Coordinated Entry System Integration Huntington Beach Navigation Center serves as a designated "Entry Point" of the Coordinated Entry System. The Shelter Operator's staffing plan includes designated staff to conduct Diversion screening and prevent those with other resources from entering the homeless shelter system. Additionally,the staff is trained to complete on-site VI-SPDAT assessments. Housing Navigators assist Huntington Beach Navigation Center clients obtain the vital documents necessary to move forward in their housing connection process, once matched to permanent housing opportunities by the Coordinated Entry Module. 11 of 79 5. Target Goals/Expected Outcomes The target goals and expected outcomes for Huntington Beach Navigation Center adhere to guidelines and expectations set forth by the U.S. Department of Housing and Urban Development's HEARTH Act. Huntington Beach Navigation Center is not regarded as a singular program, as it provides support to Orange County's Northern SPA helping to move the system towards higher a level of system performance, a reduction in the number of persons who experience homelessness in our community and an increase in access to housing opportunities for chronically homeless individuals utilizing Year Round Emergency Shelter Program services. Indicators for measuring effective system performance include the following key considerations: a. Reduction in First Time Homeless - Are fewer people experiencing homelessness for the first-time?Are only persons who have no safe, appropriate housing option being admitted to shelter? b. Overall Reduction in Number of Persons Who Experience Homelessness- Are overall rates of homelessness declining? Is street homelessness declining? Is chronic homelessness declining? c. Reduction in the Length of Time Homeless Do people stay homeless for shorter periods of time?A reasonably short length of time homeless indicates system and program success in rapidly re-housing persons who are homeless. It can also indicate efficiency related to turnover of beds which is essential to meet system demand for Year Round Emergency Shelter Program. d. Successful Resolution of Housing/Homeless Crisis Do people resolve their housing/homeless crisis successfully by maintaining/obtaining permanent housing?Are people successfully connected to community-based supports? e. Reduction in Recidivism (subsequent return to homelessness) Are repeat occurrences of homelessness avoided or declining? 6. Program Layout Huntington Beach Navigation Center is located at 17631 Cameron Lane. in Huntington Beach, CA 92647. The program's current space layout is as follows: • Dormitory: o Men's Dorm: 103 beds o Women's Dorm:55 beds o Couple's Dorm: 12 beds o Non-Binary Dorm:4 Beds 12 of 79 • Dining/Food Service/Commons Area with Indoor and outdoor seating • Site Administration and Operations Offices • Intake and Service Desk • Restroom and Shower Trailers • Laundry Facilities • Outdoor Facilities/Areas o Outdoor Common Area o Bike Rack Area o Dog Run B. ADMISSION CRITERIA AND PROCEDURES 1. Client Program Expectations Prospective clients must be able to perform all aspects of their care and ADLs (Activities of Daily Living, including but not limited to: feeding, showering,toileting, transferring, dressing), follow all Huntington Beach Navigation Center program expectations, and maintain appropriate behavior with consideration for all other clients of the shelter. All clients must review, initial and sign a copy of the "Expectations" document prior to enrollment (Attachments B and C). At intake, staff assists any and all clients who may have difficulty understanding or reviewing these expectations, and they are available to client at any time. 2. Identification Requirements A form of official identification is required to verify identity; however, clients are not denied access to shelter services without one. In the event they do not have official identification, Housing Navigators assist clients in obtaining California ID, and can provide each client with a no-cost ID voucher. Additionally, all clients receive a shelter-specific identification card upon entering the shelter that will be used for readmission during the duration of their stay. Shelter ID components include a photograph, intake date, date of birth, name and HMIS identifying information. 3. Screening Requirements No person validated on the sex offender registry (Megan's Law) will be allowed to access the shelter property (screening will take place prior to the arrival at the facility as part of the bed reservation system). Additionally, no person with an open felony warrant or convicted of arson will be allowed to access the shelter property. The Shelter Operator works cooperatively with the local police department and utilizes the Orange County Sheriff's Department's public "Warrant Check" database to screen clients for any open warrants. Staff also utilizes the National Sex Offender Public Website to screen for sex offenses across the country. 13 of 79 4. Bed Reservation System To minimize neighborhood impact, all clients seeking to access Huntington Beach Navigation Center and services must do so through a designated Intake and Bed Reservation System. The Huntington Beach Navigation Center Call Center will be staffed to schedule intakes Monday thru Friday, 9:00 AM —3:00 PM (excluding major holidays). New prospective clients may contact one of the agencies currently authorized as a point of entry into Huntington Beach Navigation Center. After the referral agency representative discusses the program with the prospective client, the representative must check bed availability on the Bed Reservation System and verify that the client meets the minimum eligibility requirements including the background check. If the Bed Reservation System indicates that an appropriate bed is available for the client, the representative from the referring agency may transport the client to the Huntington Beach Navigation Center during the timeframe indicated in the reservation system to complete the intake process. Clients will be screened for diversion and/or homeless prevention services, utilizing the Coordinated Entry System's Diversion and Homeless Prevention Questionnaire. If they have an alternate, habitable location where they may stay, they will be diverted from occupying a shelter bed until their resources have been exhausted. Clients meeting eligibility requirements and background check clearance are assigned a bed reservation number (pending bed availability) and given instructions on transportation options and designated arrival time. In the event a client who has already enrolled with Huntington Beach Navigation Center has exited/been exited and is seeking reenrollment, they will be directed to contact the Call Center personally, so program staff may determine eligibility status. Returning clients are not required to reenroll through a referral partner,though they may take that route if desired. The Shelter Operator provides on-site staff to track daily bed inventory and communicate daily bed vacancies with service providers through Referral Partner email blasts and/or the Coordinated Entry System. Additionally, 15 beds are designated (10%)to prioritize referrals from local police and/or for emergency or other qualified special situations. S. New Clients All new clients are screened using the phone intake system and provided a Referral Form which acts as a reservation confirmation, as well as a shuttle pick up time and location. Beds are assigned based on availability and eligibility results. New clients are instructed to arrive at the designated shuttle pick up location or at the shelter through coordinated transportation, by 9:00 PM each 14 of 79 night. Those who do not arrive before 9:00 PM without communicating previous arrangements will forfeit their bed for the night. A security guard is assigned to each evening shuttle, and the shuttle driver is provided a nightly manifest which includes all clients who are expected at pickup, including all new clients that are expected. The shuttle will transport clients directly to Huntington Beach Navigation Center. Clients are strictly prohibited from loitering in the neighborhood surrounding Huntington Beach Navigation Center or causing any disruption at any of the shuttle pick up locations at any time. This is part of the Operator's Good Neighbor Policy, which is strictly enforced. Failure to meet these expectations or severe violations of any other program policies could result in termination of the client's enrollment. The operator conducts random daily checks of a % mile radius in the form of outreach to enforce shelter expectations and avoid loitering and homeless congregations. Upon arrival, clients must complete a security screening process and work with an Intake Coordinator to be informed of the program expectations of Huntington Beach Navigation Center, and complete necessary intake paperwork. As part of the Health and Safety guidelines, new clients must also shower on their first night in the shelter, and submit all clothing or additional bedding to be washed. 6. Day Leave and Returning Clients At least two morning shuttles are available to clients who have a desire to leave the facility during the day for employment or personal appointments. At least two evening shuttles are also available to pick up any clients who have left and are returning for the night. Clients are allowed one leave, and one entry per day. All clients must return to Huntington Beach Navigation Center before a 9:00 PM curfew (unless authorized by management for late entry on the basis of school, employment, etc.) Clients who leave the program during the day must sign out with staff on a form which logs their destination, and the time they are requesting to be picked up. This information is gathered and collated into a nightly"manifest" which is used by the shuttle drivers to guide their evening routes. Clients arriving later than 9:00 PM for special unexpected circumstances (such as or discharge from the hospital) must communicate their anticipated arrival time with their Housing Navigator or Site Leader and receive approval for a late entry to be excused. Failure to communicate this could result in an Action Plan which could potentially result in termination, as subject to the "Readmission Policy" protocols. Clients who are unable to meet the two evening shuttles must arrange alternate transportation to the shelter site, no later pickups will be provided. 15of79 7. Hours of Operation Huntington Beach Navigation Center is open 24 hours, 365 days per year.These hours of operation will be in effect seven days per week, every week regardless of holidays or weather. Service Providers may schedule on-site services to occur at almost anytime, and the service schedule is different each day. Below is a Programing Schedule that is in effect on most days for general shelter activities: 5:00 AM—8:00 AM Breakfast served 6:00 AM—10:AM First and second wave of morning shuttle drop-offs 10:00 AM—12:00 PM Dorms are closed(Monday-Friday) 11:00 AM—1:00 PM Lunch served 3:00 PM—4:00 PM Snack served 4:00 PM First wave of evening shuttle pick-ups 6:00 PM—9:00 PM Dinner served 7:00 PM Second(final) wave of evening shuttle pick-ups 9:00 PM Curfew 10:00 PM Lights Out in Sleeping Area C. Overflow Management 1. Coordinated Service Delivery Plan There are times that the need for shelter beds outweighs the capacity of the 174 bed Huntington Beach Navigation Center Program, Therefore, a Coordinated Service Delivery Plan is implemented as needed, which includes coordination of the following diversion and redirection strategies: a. Homeless Diversion The Shelter Operator includes homeless diversion screening at the point of intake to ensure that those with alternative resources will not be accessing the homeless system. If clients identify at intake that they have a viable housing alternative to the shelter, The Operator can provide resources to connect the client to that alternative. The Shelter Operator utilizes all available resources to offer successful diversion assistance and, if they cannot provide the assistance themselves, call on other agencies within the Continuum of Care. b. Coordination with Family Shelter Programs As a frontline strategy, the Shelter Operator works with family shelters and other agencies to redirect any families who may arrive seeking shelter at Huntington Beach Navigation Center. c. Coordination with Transitional and Bridge Housing providers The Shelter Operator works with other service providers to utilize Transitional and/or Bridge Housing vacancies when available. This form of housing can be utilized by returning clients who have been matched with a housing opportunity and will soon move into permanent housing. This strategy will increase the Program's bed turnover rate as clients are successfully matched to alternate housing opportunities. 16 of 79 d. Coordination with other Year Round Emergency Shelter Program providers As more year round shelters come online, the Shelter Operator will partner with other providers and programs to redirect overflow to any additional shelter beds that may be available in the county. 2. Overflow Policies The Bed Reservation System is designed to prevent and minimize overflow and capacity issues for the shelter. A daily bed utilization count ensures that the 174-bed capacity will be fulfilled each evening, as need for beds persist. In the event of a community-wide natural disaster or in extreme weather situations deemed so by state, county, or city authority, the shelter will maintain its "no walk-up" policy. However, the following option could be utilized by the Operator: • Utilize alternative locations (churches) for additional beds that may accommodate homeless without a bed reservation during inclement weather or disaster. (Note that this option has budget implications/funding considerations for local government agencies.) D. Exit and Re-Admission 1. Exit and Readmission Policies Clients are considered to have exited the program when they voluntarily leave or are exited from the shelter for safety or continual shelter violations, or find alternate housing. When a client exits of their own volition or is exited for shelter violations,the client may contact the Call Center to screen for readmission eligibility after the time designated by staff(on average after 30 days). Each client's actual length of exit will depend on the severity of the infraction or safety violations. The Shelter Operator is balanced in their approach to program exits and readmission policies as it pertains to violations of the program expectations. The expectations include considerations for maintaining a safe and effective facility, safety for clients, volunteers, staff and the surrounding neighborhood. As written, they demonstrate compassion toward both homeless individuals who face increasingly vulnerable situations if forced to exit from a shelter situation to places not suitable for human habitation, as well as the community in which the program operates. Violations of these expectations are documented and tallied by use of a notice called an Action Plan. The intent of the action plan is to discuss with the violation with the guest to ensure they fully understand the expectation and why their behavior was a violation. Additionally,the guest has the opportunity to create 17 of 79 a plan to avoid further violations. For most infractions of the program expectations, staff utilizes verbal warnings and Action Plans. After five (or three of the same)Action Plans a guest may be asked to leave. Severe infractions include open alcohol or use of drugs on a shuttle, violent attacks/fights, possession of weapons, etc. The Shelter Operator maintains a zero tolerance policy towards violence, sexual misconduct, other criminal activity, and drugs and medications used or possessed beyond the scope permitted in the program's Health Polices. These behaviors, when substantiated, may be grounds for immediate enrollment termination upon a first offense and a minimum of 30 days out-of-program prior to readmission eligibility. Clients who use the facility, programs, and services in violation of a specific rule are obliged to adhere to those consequences. Depending on the circumstances, the consequences of these actions may also be subject to intervention by law enforcement, and if necessary, prosecution up to the limit of the law. 2. Exit Procedures When a client is asked to exit due to repeated violations of the program expectations, violence, or criminal activity, security escorts the person out of the building and staff offers transportation to one of the approved drop-off locations out of the surrounding area. In the event that an exited person refuses transportation off-site, they are advised once again of the Good Neighbor Policy and reminded that any incidents in the surrounding area may affect their ability to reenroll. Staff and security closely monitor any clients who leave by foot or bicycle until they are out of the immediate surrounding area. E. Housing Navigation Services Policy Upon entering the shelter, each client is assigned a Housing Navigator. The primary function of the Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the ultimate goal of ending their homelessness within a 30-day timeframe. Additionally, the Housing Navigator provides resources and support to the client during their stay, including encouraging them to access any and all services provided on-site. The Housing Navigator ensures that all clients who agree and do not have other housing opportunities are entered into the Coordinated Entry System for a potential housing intervention opportunity. Together, each Housing Navigator works with the client to complete a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in the Housing Plan. Housing Navigators assist clients obtain the necessary documentation to move forward in their housing connection process, once matched to permanent housing opportunities by Coordinated Entry. 18 of 79 Additionally, Housing Navigators will work with clients to provide referrals to on-site services as well as any community referrals that may be helpful necessary. 1. Documentation of Housing Navigation Services and Data Security Policies The Housing Navigators keep case notes in both hard copy paper files and in the HMIS database to track every client's progress and participation in Huntington Beach Navigation Center. These files are also used to track the resources and referrals given, support rendered, and any Action Plans the client may accrue. Outcomes are recorded at exit and throughout participation in the program. Paper files are stored in a secure locked location, only accessible by necessary staff. The Shelter Operator uses HMIS as its primary database and ensures that every client completes and signs an OC HMIS Client Consent Form upon entry into the program. Any client who refuses consent is entered into HMIS with a simple identifier only. A Data Specialist works with the Housing Navigators to ensure optimum collection of all HUD Data standards as required by the HMIS system. The Shelter Operator has a policy restricting computer access records and client information to authorized staff. All staff computers, database and HMIS access requires passwords by authorized users. Disclosure of client information to other social service agencies may be permitted only with the client's written consent, in the form of a Release/Authorization of Information. Disclosure of records relating to clients may be released without client consent in certain circumstances as required by law. F. Daytime Program Policies Clients enrolled at Huntington Beach Navigation Center may, but are not required to, leave the facility during the day. However, the Shelter Operator encourages all clients to stay on-site during the day and to take advantage of the on-site services and amenities provided to them during the daytime. Access to the dorms is limited during the day to encourage clients to become active participants of these activities, and to allow staff/security to clean and secure the dorms without client traffic. At least two morning shuttles are available to clients who have a desire to leave the facility during the day for employment or personal appointments. At least two evening shuttles are also available to pick up any clients who have left and are returning for the night. Clients are allowed one leave, and one entry per day, unless allowed otherwise by the Management or Navigation Team. If not utilizing the shuttle services, clients are encouraged to stay at the facility. Clients have access to any daytime services offered through the Huntington Beach Navigation Center partner organizations and are also able to meet with their assigned Housing Navigator on a weekly basis. They also have access to 19 of 79 activities provided by shelter staff and volunteer organizations. Clients are welcome to enjoy the Commons Hall, Computer Lab, and designated outdoor spaces. G. Multi-Service Center Program Policies 1. Outside Multi-Service Center Clients Because the design of the Multi-Service Center is fully integrated with the general shelter, access is limited to the current clients of Huntington Beach Navigation Center. However, if agreed upon by Operator, County, and host City, access to the Multi-Service Center services may also be broadened to include other homeless and/or low-income populations not enrolled with the shelter. Clients who are only accessing services through the partner organizations would only be permitted on facility grounds with a set appointment. Multi-Service Center clients would not be permitted to loiter on the grounds, nor would they be permitted to access shelter areas including the Commons Hall, dorms, or outdoor common areas. Transportation to and from the Multi-Service Center for these clients would need to be coordinated and provided by the service partner organizations themselves. As with the clients of Huntington Beach Navigation Center, all Multi-Service Center clients would be expected to follow all Multi-Service Center rules and maintain appropriate behavior with consideration for all other clients of the shelter. Rules of the Multi-Service Center would be prominently displayed in lobby waiting areas. Those in violation of these rules would be exited from the site, suspended or terminated from receiving services depending on the severity of the offense. 2. Lead Agency Protocols The role of the Shelter Operator is not to provide all of the supportive services offered at the Multi- Service Center but to recruit and manage a group of partner agencies specialized in providing an array of supportive services beneficial to clients of Huntington Beach Navigation Center. The Shelter Operator ensures that the Multi-Service Center has flexible hours to allow clients to come before or after work, or alternatively, on the weekends if possible. The Shelter Operator also engages participation in and facilitates quarterly meetings of the Service Partner Advisory Board. 3. Requirements for Service Provider Partners 20 of 79 All service providers who desire to offer direct services at Huntington Beach Navigation Center must complete a formal Memorandum of Understanding (MOU) with the Shelter Operator before they can be added to the service calendar. Responsibilities of the Service Provider Partners include, but are not limited to: • Set and maintain their own appointment schedule with clients; • Provide clients with access to transportation to fulfill their scheduled appointments, if needed; • Ensure that all clients are aware of Multi-Service Center rules and enact appropriate enforcement of client shelter rules for their clients if and when necessary; • Agree to share service output and outcome information • Communicate room reservation conflicts with Program staff in advance; • Respect, maintain and keep clean all areas of the Multi-Service Center; • Respect and cooperate with Shelter Operator staff, other service providers and clients; • Participate in quarterly Service Partner Advisory Board meetings and provide input to the improvement of Huntington Beach Navigation Center. • Screen clients for eligibility (no sex offenses or felonies with open warrants will be allowed on- site). H. Good Neighbor Policy-Community Coordination and Communication 1. Communication and Coordination with Neighborhood, Businesses and Public The Shelter Operator is committed to communication with neighbors on an ongoing basis. As part of this commitment,the Shelter Operator has helped facilitate a number of Community Forums, prior to opening, and can facilitate additional forums if needed.These Community Forums have provided opportunities to answer any questions members of the surrounding community might have on the operation of Huntington Beach Navigation Center. A public inquiry phone number and contact information will be posted. Community stakeholders may call this number for information about the site or to have any questions answered. The phone number exists as a resource for community members and will remain connected as long as the Program is open and operational. Any community complaints and/or inquiries about Huntington Beach Navigation Center are recorded and forwarded to the appropriate staff for prompt (60 minutes) investigation.The Shelter Operator is fully committed to an appropriate customer service response and considers the resolution of community complaints a high priority. The Shelter Operator also maintains a website which includes important information for community stakeholders and clients alike. The website includes a "Frequently Asked Questions" section which helps to provide instant answers to community concerns. Additionally, the website includes a digital copy of the 21 of 79 Shelter Operator's full "Good Neighbor Policy" and "Management and Operational Plan" to be made accessible to the public. Limited tours of the facility may be available on specific days by scheduling an appointment with the Operator and City. The Shelter Operator has program brochures available on-site and is able to disseminate these resources to groups throughout the community. Information on the brochures highlights the various services at the facility as well as criteria for admission and eligibility. Volunteer, in-kind and donation opportunities are also listed for those who wish to support the program. The Shelter Operator follows a specific set of media guidelines and has an appointed Public Relations team to handle all media requests.The Public Relations team is charged with ensuring that the public is regularly updated on the progress and successes of the shelter program through various local media outlets. 2. Communication and Coordination with Local Police and Fire Departments The Shelter Operator is committed to communicating and working collaboratively with local police and fire departments through all stages of program implementation -from facility design to program execution. The intention of the Shelter Operator is to act as self-sufficiently as possible and minimize the shelter's impact on the local police and fire departments. This includes ensuring that staff and security are trained to properly manage and respond to an extensive array of difficult situations that may occur at shelter. The Shelter Operator and site provides an array of services and support that are beneficial to local police and fire departments. These services include, but will not be limited,to: • Staff and Security Officers stationed on-site 24 hours (and on-board the shuttle in evening hours); • Designated beds reserved each night for law enforcement referrals (including percentage set- aside for the host city); • An Outreach Team will monitor surrounding area to control issues of loitering, abandoned property, and other blight; • Training opportunities on mental illness, homeless sensitivity or other topics of interest to supplement existing department trainings; • Direct referral access to the Coordinated Entry system to assist local law enforcement officers connect homeless individuals with housing opportunities; • Statistical reports on number of clients served, length of stay and/or demographic information. 22 of 79 Additionally, the Operator meets with local law enforcement from the host city and surrounding police departments whenever needed. Law enforcement is able to bring forward operator non-performance directly to the City. 3. Communication and Coordination with City, County, and Service Providers Operation of Huntington Beach Navigation Center is for the public good and to move the homeless Continuum of Care system, as a whole, forward. As such, successful implementation of Huntington Beach Navigation Center requires the partnership of various stakeholders including the City, County and other Service Providers. The Shelter Operator is committed to working cooperatively with numerous other service providers, community, and government organizations to serve the needs of the homeless population. In order to effectively manage and operate a robust Multi-Service Center that provides an array of services for the shelter clients, the Shelter Operator demonstrates collaboration and willingness to engage other service providers. Additionally, the Shelter Provider is responsive to and provides support to the City Manager or designee, in relation to the outcomes and operation of the program. 4. Policies for Community Involvement The Shelter Operator is committed to active participation in city and county-wide community events. To the extent reasonable and feasible, representatives of the Shelter Operator attend meetings of the local Neighborhood Associations and local Chamber of Commerce when invited and communicates with neighborhood and business participants as needed. S. Policies for Neighborhood Outreach Patrol A staff-led Neighborhood Outreach Patrol assembles several times a week to monitor a 1/2-mile radius around the shelter perimeter. The role of this Outreach is to monitor, promote cleanliness, engage with neighbors, and enhance safety and community in the immediate vicinity. Additionally,this Patrol provides intervention for issues of loitering, unauthorized parking of client vehicles in the neighborhood, abandoned property, shopping carts and other blight. A log is kept of the weekly Outreach patrols.The following actions are completed by the Neighborhood Outreach Patrol: • All litter and trash items related to the Program are removed from the area and properly disposed; • Any currently enrolled Clients found loitering in the area are issued a warning. Violations of this rule may cause a client to be exited from the facility; 23 of 79 • Unauthorized parking of client vehicles in the neighborhood are subject to towing; • Shelter Operator will contact city-designated shopping cart retrieval program to collect all shopping carts found that do not contain items of personal property; • Shelter Operator utilizes city-designated maintenance apps on mobile devices for removing personal property foundin surrounding area and tracks calls made for services; • Shelter Operator conducts outreach and engagement activities to non-enrolled homeless individuals in surrounding community. I. Navigation Advisory Committee The Navigation Advisory Committee is established and maintained to provide review of the operations of Huntington Beach Navigation Center, enhance community relations, and bring information of any strengths and concerns from the neighborhood, local businesses, city and county entities, service provider partners and shelter clients about the operation of Huntington Beach Navigation Center. 1. Composition of Committee The Navigation Advisory Committee represents different stakeholders and interests. The composition of which is comprised of the following: A. HB School District rep D. BP resident 1 E. BP resident 2 F. Social worker G. Non-profit business H. Nearby business rep 2. Meeting Schedule The Navigation Advisory Committee will meet quarterly (at minimum). Navigation Advisory meetings are held as needed — a way for any member to agenized issues or rules to be able to request a special meeting. 3. Accountability and Grievance Process and Policies In addition to providing input to the operation of Huntington Beach Navigation Center,the Navigation Advisory Committee is also tasked with the on-going review of the Shelter Providers ability to effectively administer its Operational Plan and Good Neighbor Policies. In the event that a Navigation Advisory Committee member finds concerns over the Shelter Operator's implementation of the program,the 24 of 79 following processes and policies will be enacted to allow the Shelter Operator to make corrective actions toward such grievances: 1) Once a grievance has been filed, Shelter Operator and Navigation Advisory Committee will create, at the meeting in which the grievance is filed, an action-plan to resolve the issues by the next regularly scheduled Navigation Advisory Committee meeting; 2) At the next meeting,the action plan's outcomes will be reviewed to determine if the issue has been resolved; 3) If the issue has not been resolved, but the Shelter Operator has provided evidence of a good faith effort to follow the course of actions outlined on the plan, they will be given an additional 90-days to enact an alternative plan; 4) If the issue has not been resolved and the Shelter Operator has not demonstrated or provided evidence of following the course of actions outlined in the plan, a formal complaint will be sent to the City for investigation and possible termination of the Shelter Operator Contract. The City shall have a plan for operation of the shelter if the shelter operator is terminated by the City, including failure to enforce plan components such as Good Neighbor Policy, bed reservation requirements, no walk-up policy, etc. The plan may include selecting the next eligible operator from the original operator RFP and/or entering into a sole source with a new operator, based on approval of the City Council. Additionally, law enforcement has the ability to bring forward operator non-performance directly to the City. 4. Reports to the Committee The Operator will provide statistical reports to the committee at quarterly meetings to include data on shelter program outcomes: unduplicated clients served, number of entries and exits and the nature of exits, as well as length of stay information. S. Shelter Town Hall Meetings In order to give shelter guests agency to voice their concerns and give feedback, the shelter operator will hold town hall meetings monthly at the shelter. These meetings are lead by client feedback. Questions, feedback, and concerns raised at Shelter Town Hall Meetings will be raised by the operator to the Shelter Advisory Committee. J. Safety Policies 1. Facility Maintenance The Shelter Operator keeps a schedule for regular facility maintenance and cleaning. The Program contracts with a janitorial service to provide daily cleaning services for all areas utilized by clients and weekly for office space and the Multi-Service Center areas. In addition, Program Staff also personally maintains a round-the-clock cleaning schedule which addresses each area of the facility. 25 of 79 Shelter Staff attends to regular minor maintenance duties and repairs. Major repairs are reported to the Program Manager and depending on the work needed may be sent out to an approved list of vendors for bids, approval, and completion. Maintenance and cleaning forms are used to track completion of each task and submitted to management on a daily basis. The Shelter Operator is responsible for staff training and performance in these duties. The outside grounds are incorporated into the maintenance schedule and rotation including cleaning of parking lot, watering of plants, maintenance and cleaning of sidewalks and patio areas, and checking of outside lights and furnishings. Graffiti is reported to Program Manager for removal within 24 hours. The Shelter Operator is committed to maintaining a pest free environment throughout the premises. As such, no open food or drink is allowed in the dorms and sleeping areas, with the exception of water. Trash bags are emptied throughout the day in all areas as they become full. Inspection of client spaces and lockers are conducted for any items that would attract pests. All staff receives appropriate training for the identification of common pests as well as prevention and control measures. A Pest Control company is contracted by the Shelter Operator and comes regularly to spray for bugs, check for infestation of pests, and performs other pest prevention or extermination treatments that might be seen on their visits or reported by staff. 2. Fire and Earthquake Safety Evacuation Plan for Ambulatory and Non-Ambulatory Residents All shelter staff are trained in protecting the safety of everyone in the facility. Staff respond quickly and safely when an emergency, incident, or natural disaster occurs. Evacuation Routes and Exits are posted in each major area of facility. An evacuation point outside has been designated to the rear of the building, near the storage shed on the north-east corner of the property. In the event of an emergency, the present site lead during the emergency will notify all staff and clients to evacuate, call 911, and direct the evacuation itself. Staff will be assigned to oversee the evacuation of clients in each work area. Staff will check client areas, assign assistance to non-ambulatory and disabled persons, and lead clients to safety through the nearest safe evacuation exit. Staff will assemble clients outside at designated evacuation point, read bed list for attendance and search for any missing clients as safety conditions allow. In case of fire these additional protocols will be completed: • The Program Manager or lead staff member will pull the nearest fire alarm if it is not already sounding;the Fire Department monitors the alarm and will respond immediately. 26 of 79 • While evacuating clients, staff will attempt to close all door(s), if safe to do so. • Before exiting a room,the Program Manager or lead staff member will touch back of hand to the door to determine if the door is cool,then open it a crack, smell forsmoke, and if deemed safe, open the door and leave the building to the evacuation meeting point. • If the door is hot, it will not be opened and staff will lead clients to leave via the nearest safe exit. • Staff will locate and use appropriate fire extinguishers if safe to do so. • When the Fire Department arrives, a staff person will speak to the officer in chargeand give the officer a set of site keys. • Staff will contact the Program Manager or their proxy as soon as possible, if not cn site. • Staff will report incident and procedure in Incident Report and staff shift notesas directed in shelter policy. If the weather is inclement and if the evacuation will not be short, staff will: • Contact the Program Manager to identify evacuation locations and disaster team if assistance is needed for client shelter, meals or services. • Contact other Homeless Providers for services as needed. For a false alarm or other short-term evacuation, staff will direct occupants back into the building once the Fire Department has authorized an "all-clear" call. 3. Fire Prevention Procedures Huntington Beach Navigation Center was approved by the Fire Department for all fire codes, sprinklers, alarms, and exits prior to service implementation. Emergency lighting has been installed both inside the facility and outside on the grounds for safety and in compliance with all codes. No smoking is allowed inside or outside the building within 20 feet of doors. A smoking section is designated and a sign is posted in the enclosed patio area. 4. Fire Drills and Documentation Fire drills are conducted at least quarterly. Documentation of fire drills are kept for three years in Shelter Management Files. 27 of 79 S. Fire Inspections and Extinguishers The most recent annual fire inspection is posted in a designated area of Huntington Beach Navigation Center facility and is included in the Shelter Management files. Fire extinguishers are hung in each area of the building as shown in facility plans and in evacuation plan. Fire extinguishers are inspected and maintained per city and county requirements. A certificate of the last most recent fire inspection is posted in a visible designated area. 6. Earthquake Safety Earthquake drills are conducted quarterly by staff. The evacuation route and procedures are the same as for other hazards. A client tally and search will be conducted once the evacuation is conducted. In case of an actual earthquake that causes damage to facility or grounds,the Fire Department will be called to inspect the facility as soon as safety permits. Clients will be evacuated from building and transported to other shelter as needed. K. Security Plan The Shelter Operator follows policies and procedures that promote the utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. 1. Eligibility Screening No person validated on a sex offender registry (ex: Megan's Law) can access into Huntington Beach Navigation Center. Additionally, no person with an open felony warrant or convicted of arson will be allowed to access the shelter property. The Shelter Operator works cooperatively with local law enforcement to screen clients for open warrants. In addition, Program Staff utilizes https://www.nsopw.gov/to screen for status on national sex offender registries. 2. Secured Entrances All clients are required to enter the shelter in a coordinated, peaceful fashion. All clients present identification upon entry. Clients without valid California identification cards are given supportive services to secure a valid identification card. Clients also receive a shelter-specific ID to use for admission into the shelter during the duration of their stay. 28 of 79 All clients and their belongings are checked by security personnel, utilizing security wands each time they enter the facility. Any found prohibited items are seized and illegal contraband is destroyed. Prohibited Items include (but are not limited to): weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, bio-hazardous items or environmentally harmful goods. A more extensive list of examples of Prohibited Items is clearly posted before and at the security checkpoint. Clients sign in upon entrance, and sign out upon exit from the building. 3. On-site Security Personnel The Shelter Operator provides a sufficient number of trained security guards to ensure the safety of clients and the surrounding neighborhood, 24 hours a day. Security is on-site at all times, and conducts security rounds as necessary, and at least once each hour. Security guards are stationed both inside and outside the shelter to ensure maximum coverage. Security guards are accessible and visible to clients, and survey facility for any potential concerns. Staff and security communicate with each other via portable electronic equipment (ex: 2-way radios). Security guards are contracted through a third-party vendor. Security guards carry handcuffs and the option of straight-stream gel pepper spray. The vendor ensures that all security staff are regularly trained and updated as needed. Security guards receive Homelessness Sensitivity Training through the Shelter Operator's resources. 29 of 79 4. Staff Plan Position . of Shift MON Overnight Logistics 1 11:00 p.m. -700 a.m. 8 8 8 8 8 40 Overnight Logistics 2 11:00 p.m.-700 a.m. 8 8 8 8 8 40 Overnight Logistics 3 11:00 p.m. -700 a.m. 8 8 8 8 8 40 Overnight Logistics 3 11:00 p.m. -700 a.m. 8 8 8 8 8 40 Sen AM Site Leader 7:00 a.m. -3:00 a.m. 8 8 8 8 8 40 AM/PM Site Leader 7:00 a.m.-3:00 p.m. 8 8 8 8 8 40 PM Site Leader 3:00 p.m.-11:00 p.m. 8 8 8 8 8 40 AM Logistics 1 5:00 a.m.-9:00 a.m. 4 4 4 4 4 4 4 28 AM Logistics 2 7:00 a.m. - 11:00 a.m. 4 4 4 4 4 4 4 28 AM Logistics 3 7:00 a.m.- 11:00 a.m. 4 4 4 4 4 4 4 28 AM Logistics 4 9:00 a.m.- 1:00 p.m. 4 4 4 4 4 4 4 28 AM Logistics 5 11:00 am -3:00 pm 4 4 4 4 4 4 4 28 PM Logistics 1 1:00 p.m. -5:00 p.m. 4 4 4 4 4 4 4 28 PM Logistics 2 4:00 p.m.-8:00 p.m. 4 4 4 4 4 4 4 28 PM Logistics 3 3:00 p.m.-9:00 p.m. 6 6 6 6 6 6 6 42 PM Logistics 4 4:00 p.m. - 11:00 p.m. 7 7 7 7 7 7 7 49 PM Logistics 5 5:00 p.m.- 11:00 p.m. 6 6 6 6 6 6 6 42 Outreach 1 4-3 hours shifts 3 3 3 3 12 Outreach 2 4-3 hours shifts 3 3 3 3 12 Housing Navigator Lead 9:00 a.m.-5:00 p.m. 8 8 8 8 8 40 Housing Navigator 8 8 8 8 8 40 Housing Navigator 8 8 8 8 8 40 Housing Navigator 8 8 8 8 8 40 Housing Navigator 8 8 8 8 8 40 Volunteer Coord 8 8 8 8 8 40 Data Analyst 9:00 a.m. -5:00 p.m. 8 1 8 8 8 8 40 Call Center/Support 1 10:00 a.m.-2:00 p.m. 5 5 5 5 5 25 AM Driver 1 5-7.5 Shifts per week 7.5 7.5 7.5 7.5 7.5 37.5 AM Driver 2 5-7.5 Shifts per week 7.5 7.5 7.5 7.5 7.5 37.5 PM Driver 3 5-7.5 Shifts per week 7.5 7.5 7.5 7.5 7.5 37.5 PM Driver 4 5-7.5 Shifts per week 7.5 7.5 7.5 7.5 7.5 37.5 PM Driver 5 4-7.5 Shifts per week 7.5 7.5 7.5 7.5 30 PM Driver 6 4-7.5 Shifts per week 7.5 7.5 7.5 7.5 30 30 of 79 S. Security Time Security Guards 12am - 12pm 3 12pm - 8pm 4 8pm - 12am 3 6. Security Alarms and Cameras Huntington Beach Navigation Center is equipped with security cameras both inside and outside, door bells and portable communication device worn by staff. Staff also has access to panic buttons which can silently summon police to the facility during emergency situations. Site Leads and Security Officers can monitor footage via web-based security servers, on computers at the security desk and administrative office areas. 31 of 79 Z Security Lighting Security lighting is used both inside and outside the facility to highlight the entrances and parking lot. A security officer is available to escort any person to the parking lot or street-side parking after sunset. S. Loitering Policy Clients are not allowed to loiter in the surrounding neighborhood. Subsequent violations of this rule result in warnings which may lead to the client's program enrollment being terminated. The Shelter Operator's Good Neighbor Policy includes regular outreach and random checks of the surrounding area to prevent and control loitering issues. 9. De-escalating Conflicts All employees receive training in communication techniques that are known to be helpful or effective in de-escalating confrontations. 10. Entrance and Exit Procedures All clients enter and exit through one main entrance and security checkpoint. The entrance is equipped with security cameras inside and outside the facility. Each area of the building is locked when not in use, and the site is "zoned" so that clients only have access to the areas which they need. During sleeping hours clients will have restricted access to other areas of the building. The staff offices are only available by appointment. All clients must present some kind of ID upon entry, and their person and belongings are searched by security. They sign in upon entrance and sign out upon exit from the building. All clients enter the property by bus/shuttle or other motor vehicle. Clients are escorted from the designated parking lot area and bus/shuttle drop off area to the shelter entrance. In the event that Multi- Service Center services are opened to the public,those clients would follow the same entrance procedures. 11. Policy regarding storage of client's possessions All clients have access to limited personal storage space. Each client is assigned a lockable storage bin and lock to go under the bed for personal valuables. Clients are also assigned rolling storage bins. Upon being assigned the rolling bin, clients must sign a Storage Bin Agreement form which states that staff is not responsible for any items that are lost, stolen, or damaged. 32 of 79 A client may store personal effects in their assigned bin to the capacity with which it can still correctly close and be safely rolled to and from the bin storage area. Bins may be accessed, with staff supervision and only during assigned hours during the day. Indoor lockers may be accessed at any time during the day other than "light out". All items are stored for the length of the client's stay at the shelter. The right to store items on-site may be revoked based on violation of rules and at the management's discretion. Once a client has exited the shelter program, any personal effects may be stored for up to 7 days if needed; after which, the property will be disposed of. Clients who have exited from the shelter program must contact staff to set an appointment to collect their personal belongings within the 7 days. In the event the client cannot come to retrieve their own property, they may name a proxy of their choosing to pick up their effects by filling out an Authorization for Release of Personal Property form. The client will be responsible for asking their designated contact person to retrieve property, if needed. A limited extension to the length property is held may be granted under exigent circumstances, and only by close coordination with management. No Prohibited Items may be stored inside the shelter. Outdoor storage will be kept outside of the shelter's security boundary. Limited Prohibited Items may be stored in outdoor bins, the shelter operator does not actively monitor what items are kept in outdoor storage. Clients will go through a security screening every time they access their outdoor storage. 12. Policy Pertaining to Searching of Clients'Property by Staff The Shelter staff has the right to inspect all storage areas, including rolling bins and lockers, to ensure compliance with contraband policies. If Prohibited Items are seen being transferred to a client's personal rolling bin or locker, or if there is other reasonable suspicion that there are Prohibited Items in a client's belongings, that storage and belongings may be searched for safety purposes, with or without the client present. Clients are required to use locks provided by the program for this reason. If a client wishes to use their own lock, they must supply management with a copy of their key or the combination. Any unauthorized locks may be cut if needed. When inspecting a client's belongings without them present,two staff persons are responsible for the search. An authorization form is signed by the client at time of intake. When items are found in the client's possession that are not illegal paraphernalia, but are also not suitable for storage, clients can choose to have the staff dispose of the item or they may store property off site premises at their own cost. Clients are not allowed to store items in the surrounding neighborhood. 33 of 79 Staff reserves the right to designate a period of time when a client will be ineligible for re-entry to facility, if contraband is found. Length of ineligible time will be documented according to the "Exit and Readmission Policies". 13. Policy on Possession of Weapons On-Site No weapons or items which the staff identifies as being dangerous or obviously capable of harm may be brought into the shelter. Any belongings that a client brings into the building must come through the dedicated security checkpoint so that security can search and inspect them for weapons or items described above. Anyone found attempting to bring these kinds of items past security will be asked to immediately leave the premises and neighborhood of the facility. Sharp objects such as tools, knives or scissors may be stored in outdoor bins, but not taken into shelter living areas. Heavy or blunt hand objects like hammers, bats, or crowbars are also not be allowed into the facility for the same reason. Transportation off property will be offered to clients in this situation if safety allows. 14. Procedure for Contacting Police The intention of the Shelter Operator is to act as self-sufficiently as possible and minimize the shelter's impact on the local police department. This includes ensuring thatstaff and security are trained to properly manage and respond to an array of difficult situations that may occur at shelter. In establishing a procedure for contacting police, the Shelter Operator works cooperatively with the local police department to establish shelter policies and procedures on how and when to contact police for conflict resolution,trespassing, theft, unruly behaviors, loitering around property, mental health evaluation, and emergencies. For non-emergency incidents which merit law enforcement attention, staff will call the Huntington Beach Police Department non-emergency line at (714) 562-3901. The program established and follows a simple 911 protocol when dealing with incidents at the shelter. All staff members are trained in these procedures. 911 may be called for any medical emergencies, violent behaviors that endanger others, and suicidal ideation. In the event that a client requests 911 be called, staff will take a quick inventory of the situation to decide if 911 should be called immediately or if it would be more appropriate to use an alternate solution: directing to urgent care, Non-emergency Paramedics, shuttle rides to the hospital, or if it is a medical concern that can wait until the client is able to be seen by a nurse or physician on-site, nurse help-lines, or a tele-medicine appointment. L. Health Policies 1. Housekeeping Policies The Shelter Operator is committed to, and understands the importance of, maintaining hygienic, sanitary environments for the well-being of clients, volunteers and staff. The Shelter Operator maintains written, 34 of 79 standardized housekeeping procedures. Each procedure has been designed for the safety of staff and clients and for a consistent, high standard of housekeeping. Staff are provided with training in these procedures, are monitored in performance of the procedures, and evaluated in their effective use of them. Training also includes education on different hazardous materials with which staff may come into contact when carrying out their assigned work tasks. The complete list of procedures is included in a Shelter Policy and Procedures Manual and made available to all employees. Shelter staff is responsible for cleaning of the facility. Thorough daily cleaning of all client areas include living quarters, serving and dining areas, and common areas are done using institution strength anti- bacterial products. Bathrooms, showers, and eating areas are given priority attention. The serving and dining areas are cleaned according to strict health standards after each meal. Office space is cleaned weekly or as needed by Shelter staff and partner organizations using the space. To prevent cross-contamination, clients are encouraged to store personal toiletries in plastic sealable bags on their beds when not in use. Clients are assigned a set of linens at intake for their use while in the shelter. The client is responsible for making and maintaining their bed each morning. Staff washes linens and client laundry weekly in hot water with bleach (except when cleaning clients' colored laundry) unless special circumstances require more regular cleaning. All staff practice universal precautions in handling laundry, cleaning of facility, and general self-health care. Specifically: • Staff wear appropriate protective garments (i.e. gloves) while completing tasks; • Staff use recommended disinfecting cleaning products for each area of facility; • Staff practice required hand-washing procedures; • Serving staff are trained in and practice required food-handling procedures; • All client clothes are washed upon initial intake and weekly thereafter; • All laundry is handled according to safety and washing procedures; • Staff and volunteers follow a set of Program Rules and Regulations for working when they are sick/contagious. The outside grounds are included in the housekeeping standards and schedule. The facility's outside spaces, parking lot, and green areas are cleaned daily from debris and litter. Chairs and tables are cleaned regularly according to agency standards, and more often when needed. Minor repairs of the facility and 35 of 79 grounds are completed by the Shelter staff. Any major repairs or work requiring specialized training are completed by approved vendors. The Multi-Service Center areas are also included the housekeeping standards and schedule. The Service Partner agencies must adhere to housekeeping procedures as outlined in their MOU agreement. Service Provider Partners are expected to respect and keep their areas clean after usage. 2. Pets, ESAs and Service Animal Policies If space allows, clients are permitted to bring pets, defined as a dog, cat, or recognized service animal, excluding exotic and wild animals. Only registered animals that are spayed/neutered, have proof of current licensing and vaccinations in Orange County are allowed at the facility. Animals coming into the shelter must also be kept free of fleas, ticks or other pests/parasites. Animals are permitted to stay in the shelter and living areas and must stay in the provided kennels or on a controlled leash while on the grounds. In order to confirm that an animal is considered a Service Animal, staff may ask if the animal is needed to help with a disability that the client is experiencing, and what specific task the animal can perform. Because there is no legitimate Service Animal Registry, no registration, Service Animal ID or special tag or vests are necessary. The health and well-being of all animals brought into the shelter is the sole responsibility of their owner. Clients must feed and clean up after their animals, and Shelter Staff is not required to provide food, although animal food may be regularly available through donations from the program's partners. Clients who are unable to care for or feed for their pets or cannot control them while at the shelter are asked to remove the pets from the facility. If the Shelter Operator partners with a Veterinarian, clients may be required to keep regular pet-health appointments. 3. Possession and Use of Controlled Substances The Shelter Operator has strict policies prohibiting the possession or use of alcohol or controlled substances at or in the vicinity of Huntington Beach Navigation Center and its Shuttle Pickup Locations by employees, residents, clients, and general public. It is the intent of the Shelter Operator to promote a safe, healthy and productive environment for everyone. Staff recognizes that the illegal and/or excessive use of drugs and alcohol, or the inappropriate use of prescribed drugs is not conducive to a safe living environment. It is the objective of the Shelter Operator to have an environment that is free from the influence of controlled substances and alcohol at 36 of 79 all times on premises. The unlawful purchase, possession, transfer, manufacturing, distribution, dispensation or use of any illegal drug is inconsistent with the objective of operating in a safe and efficient manner and is strictly prohibited and is contrary to mission of Huntington Beach Navigation Center. 4. Policy for Drug Possession Staff reserves the right to refuse entrance to any client who is noticeably under the influence and exhibiting behavior that is unsafe or inappropriate due to influence. If alcohol, illegal substances, or paraphernalia are found in client's possession after they have completed entry paperwork and necessary security screenings,that client may be issued an Action Plan which may result in the termination of their enrollment, depending on the type of contraband. They may be given a time frame of their next eligible readmission date. The illegal drug or alcohol is disposed of and documented by two staff following written protocol in a Policy and Procedures Manual. S. Security, Use and Access of Prescription Medications Clients are allowed to hold and control their own medication, provided that they maintain a current prescription and that the medication is kept in the appropriate original container. If a medication needs to be refrigerated,the medication is packaged and labeled with person's name, bed number, and name of medication and placed inside a designated locked refrigerator which can only be accessed by staff. Clients whose medications are stored in the locked refrigerator can retrieve them as soon as possible by placing a request to the staff on duty. The clients are responsible for the safe keeping of and taking their own medications within limits of how they are prescribed. Only the person whose name is on the medications is able to retrieve them. 6. Client Use of Over-The-Counter Medications Use and storage of over-the-counter medications follow the same policy and procedures of prescription medications, although identification cannot be verified in this case. 7. Client Access to Emergency and Medical Care Clients can access medical care at any time. They should communicate to the staff on duty their need for medical care, if possible. Medical support can be accessed through the onsite Medical Wing and/or through local hospitals if and when access to the Medical Wing is not available. If a client requires first aid items,they may access them from a shelter staff member at the service desk. The staff member may assist the client in basic first aid care with the client's permission, as he/she will be trained in using universal precautions. 37 of 79 In case of a seizure, staff are trained in appropriate safety precautions and call for support from the Medical Wing staff or 911 if a seizure persists or causes bodily harm. If a client needs emergency or serious medical care,the staff on duty will call 911 and follow the 911 operator's procedures. In case of an injury, staff will not move the client. They will contact other staff, call 911, and if appropriate, check breathing and pulse and begin CPR if needed. One staff member or trained volunteer will attempt to keep the client comfortable and keep other clients away from immediate scene, while another staff member will wait for medical personnel, give medical personnel information about client, and direct them to client. For non-emergency incidents, staff will assess the situation and connect the client with an appropriate care provider such as: on-site medical partner, urgent care, referral to the clients primary care doctor, on a case-by-case basis. Program staff are also trained on the use of the overdose rescue drug known as Narcan. Program staff work with community partners and distributors to ensure that Narcan is available in strategic locations within Huntington Beach Navigation Center. The Program Manager will be called as soon as possible following a major incident. After any client emergency or incident has been controlled,the lead staff member completes an Incident Report form which will be sent to the Program Manager and higher-level staff as needed. 8. First Aid Equipment,Supplies and Procedures The Shelter Provider and/or Medical partner has first aid supplies available at all times. The first aid kits are inspected monthly, updated as items expire, and re-stocked after each use. Staff members are trained annually in universal precautions, basic first aid care, and Mental Health crisis. Any incidents occurring at Huntington Beach Navigation Center requiring first aid are documented in the daily report and an Incident Report is prepared and sent to Program Manager and other higher-level staff as necessary. 9. Policies& Procedures for Disease Prevention The Shelter Operator has protocols for prevention and treatment of certain diseases and conditions such as seizures, diabetic episodes, mental health episodes, lice, bed bugs, influenza, and other communicable and contagious diseases, and will operate in compliance with guidance from County Health Care Agency and the Center For Disease Control. Clients are screened for wellness upon intake to the shelter to limit the risk of exposing the shelter to communicable disease. Universal precautions are practiced at all times in handling of fluids, client clothing, laundry, and in all cleaning of premises. When an accident or injury to an employee or client occurs or when there has been damage to Shelter property, staff follows a set protocol which includes: • Immediately contacting Supervisor about the situation • Dealing with any injuries 38 of 79 • Securing the accident scene by obtaining names, addresses, and phone numbers of witnesses if possible,taking photos if possible, and noting any unusual circumstances • Recording all necessary information to complete a formal report • Not accepting any responsibility on behalf of the Shelter Operator • Reporting accidents and injuries within 24 hours to insurance carrier If a client shows symptoms of a contagious disease or other public health concern that might threaten another person, the Operator will follow guidance of County Health Care Agency and the Center For Disease Control. If the health concern is serious enough, staff may require that the client immediately leave to be seen/evaluated at a local hospital. If a client leaves due to disease,the bedding and client's clothes are washed, bed cleaned, and bedding replaced on bed. Clothes and belongings are stored in designated area and held for the maximum amount of time permitted. The Shelter operates to conform to best health practices and concerns. Universal precautions are used for all handling of client possessions. Staff follows hand washing techniques recommended by the Health Department. All staff are regularly tested for TB as required by OSHA standards and written in the Shelter Operator's Policy and Procedures handbook. If a client shows symptoms of tuberculosis,the client is sent for medical diagnosis and asked to receive a TB test. TB testing can be made available to clients through the Medical Services on-site as a community health benefit. The operator will stay up to date and in compliance with guidance from federal, state, and local health care agencies, including the CDC and County HCA regarding safety protocols related to COVID-19 and any other communicable disease. M. Food Policies 1. Provision of Nutritional Needs of Clients The Shelter Operator provides a breakfast, lunch and hot dinner to each client every day. Meals are prepared off site by a third-party vendor and brought to the site to be served in the serving area. Meals are nutritious and healthy including a variety of fruits and vegetables. Accommodations can be made on a case-by-case basis for clients with dietary restrictions. The Shelter Operator includes in its in-kind donation strategies, opportunities for food donations and partnerships with local food banks. The Shelter Operator also works with community and church partners and existing community meal service programs to offer opportunities to feed the homeless individuals at the shelter. Tables and chairs are set up for meals in the Commons Dining Area at the scheduled meal times. 39 of 79 Food is served at designated times of operation for registered shelter clients only. Clients of the Multi- Service Center would not be permitted to access the dining area, nor would they be allowed to participate in daily meals. 2. Meeting the Health Department Standards The Shelter Operator will meet all Health Department standards. Provisions for the Sanitary Storage and Preparation of Food Huntington Beach Navigation Center has adequate space for storage of dry foods, refrigerated foods, and supplies. Separate and secure refrigerator/freezer space is made available for client medications. The Shelter Operator may provide extra refrigeration and freezer appliances as needed to supplement safe storage of food, if space is available. Current certificates of food handling safety are posted in the serving area. Any volunteers will be supervised by an authorized employee. All serving area storage areas are cleaned on a planned schedule and outdated food is disposed of. There is a rotation schedule for the storage and use of food in the refrigerators, and dry goods pantry that maximizes use of food so that it does not become outdated. N. Transportation Policies The policies for travel to and from Huntington Beach Navigation Center are designed to safely support client needs and minimize potential impact on the adjacent residential neighborhood and businesses. The following transportation measures have been implemented: 1. Transportation Flow On and Off Property The Shelter Provider implemented a plan for safe and effective flow of traffic on and off the property based on the schematics of the shelter grounds and surrounding neighborhood. Considerations include provisions for pedestrian, bicycle, personal transportation and bus and shuttle services. 2. Pedestrian Traffic The shelter operates by bed reservation only and no walk-ins are accepted. The clients are expected to utilize the transportation options that are provided to them by the Shelter Operator, unless they own and drive a personal motor vehicle. Any individual that does walk-up receives information on how to make a bed reservation and is provided transportation to a self-directed location out of the surrounding area to return only when the established 40 of 79 reservation protocol has been followed. If a person walks up who refuses transportation off-site, they are notified of the Good Neighbor Policy, and are closely monitored as they leave the area. 3. Bicycle Traffic and Parking Bicycle racks have been provided on site. Bike locks will be encouraged but are the responsibility of the client to obtain. Clients must complete a simple registration process for any bicycle brought onto the property, and is limited to only one per person. Bus and shuttle transportation vehicles have been designed to transport bicycles to mitigate foot traffic. Bicycles are not allowed to be ridden on or off the facility. 4. Shuttle Transportation Services Access to the shelter is provided via on-site shuttle transport vehicles. It was recommended that there be a minimum of three (3) designated drop-off/pick-up locations (Shuttle Stops)that provide ample geographic range for qualified clients seeking shelter services. Several Shuttle Stops were selected by the host city/police department and/or in collaboration with neighboring police departments. The operator does not drop-off/pick-up other than at agreed upon locations unless in exigent circumstances, or with close personal supervision for housing-related travel. Daily shuttles are provided to transport all screened clients to the Shelter Site. Security guards ride with the shuttle in the evenings to ensure only prescreened clients with bed reservations receive transportation to the shelter. The Shelter Operator also conducts random daily checks of a % mile radius around the shelter, as well as the area immediately surrounding the Shuttle Stops to enforce shelter rules and avoid loitering and homeless congregations. To avoid long-term loitering at the Shuttle Stops, clients may arrive at the Shuttle Stop fifteen (15) minutes before the start of the earliest shuttle departure times. The Shuttle Stops are an extension of the shelter and thus any violation such as loitering constitutes a violation of the shelter rules which will be strictly enforced. The shuttles provide pick-ups beginning at 4:00 PM and 7:00 PM,transporting new and returning clients. Prospective new clients must be present at designated pickup locations at a pick-up time agreed upon at the time of referral or they risk forfeiting their bed. In the case of special circumstances, and only if arrangements have been communicated by the client to their Housing Navigator or Management the prior evening, returning clients who are unable to return to the shelter at the designated time and utilize the second shuttle may use alternate private or public transportation to return to Huntington Beach Navigation Center. 41 of 79 Each morning,two shuttle services are provided for clients who desire to leave the shelter for employment and other personal appointments. The scheduled start times are 6:00 AM— 10:OOAM. S. Personal Vehicle Transportation and Parking The Shelter parking lot is available to clients, staff, volunteers and vendors. 6. Staff Transportation of Clients Shelter staff members are prohibited from transporting clients in their personal vehicles. Only designated driver staff in shelter owned/operated or contracted vehicles may transport clients, and only for shelter- related purposes. Z Delivery of Shelter Goods and Community Donations Deliveries of goods donations are to be dropped off in a designated area. The planned location for these designated drop-offs can change depending on on-site activities and take into consideration pedestrian, bike and other vehicle traffic routes to minimize safety risks and impact to the shelter site and surrounding area. Deliveries of supplies from contracted vendors occur approximately 3xs weekly.The delivery of community donations by private donors occur sporadically and as available. Staff is available 24-7 to ensure safe and effective deliveries of any materials if needed, though it is the intent of the Shelter Provider to receive all deliveries of goods and/or donations will occur between the hours of 10:00 AM and 4:00 PM daily. O. Financial Policies 1. Financial Requests from Clients Financial requests from clients (such as for Bus Passes or ID Vouchers) must be requested and received through their Housing Navigator or Site Lead. Clients will sign a designated log when they receive the requested item. All bus passes and vouchers are kept in a locked safe in a locked office or closet at all times when not in use. The Shelter Operator offers these financial assistance opportunities to clients, when available, and according to basic priority levels based off reason for request and status of housing plan. The Shelter Operator is not obligated to fulfill all financial requests from clients that they receive. 2. Client Possessions and Funds 42 of 79 No clients' personal funds or money are handled by the Shelter staff. Clients with funds that they keep while at the Shelter are solely responsible for their security and safety. It is recommended by staff for clients not to have funds on site to the extent possible, and to store wallets/purses, electronic devices, and any cash in appropriate locked storage. The Shelter Operator has a policy of not being responsible for lost or stolen items that is included in a Policy and Procedures Manual, listed in the signed Client Expectations agreement, and read with new clients at the time of intake. Clients are not permitted to give cash to staff at any time, for any reason. 3. Annual Outside Audit An independent financial audit of the Shelter Operator is completed on an annual basis. A most current audit is kept on file at the Shelter Operator's administration offices and may be viewed as necessary. Huntington Beach Navigation Center is also subject to an annual program monitoring. It is the responsibility of the Shelter Operator to correct any deficiencies reported by the audit within the time limits available to them. Failure to comply may result in the termination of their Shelter Operator contract. 4. Financial Reports Review Financial reports may be produced each month by the accounting department of the Shelter Operator. These reports may be reviewed by an appropriate Huntington Beach Finance Designee. The Shelter Operator reviews financial statements and budgets with each Program Manager on a regular basis. Adjustments are made in spending as necessary. P. Legal Policies 1. Policy for Compliance with Local Laws The Shelter Operator follows all Orange County Fire Code requirements, and has staff trained for food handling, CPR,fire drills and other disaster evacuation procedures. The Shelter Operator and staff work cooperatively with local law enforcement to communicate any breaking of laws by clientele while on its premises. Additionally, Shelter staff and management cooperate with law enforcement agencies on investigations for persons wanted for crimes as much as is possible while maintaining policies on client confidentiality. 2. Policy for Compliance with Labor Laws 43 of 79 The Shelter Operator complies with all required labor laws. OSHA training and reviews are done during staff meetings on an annual basis. OSHA flyers are posted in administrative offices. The Shelter Operator's wages are at or above minimum wage. Employee breaks, meals, and overtime are monitored legally and compensated as needed. The Shelter Operator is contracted with a company to examine any work injuries. The proper incident reports, Workmen's Compensation forms, and requirements are completed. Q. Non-Discrimination Policies The Shelter Operator adheres to a policy of non-discrimination which is stated in the Shelter Operator's Policies and Procedures Manual. The Shelter Operator does not discriminate in the provision of client care based on age, race, color, religion, sex, sexual orientation or gender identity and expression, marital status, geographic, national or ethnic origin, HIV status, disability, or veteran status. 1. Policy for Compliance with Americans with Disabilities Act The Shelter Operator complies with appropriate standards of The Americans with Disabilities Act (ADA). The Staff is trained about and is cognizant of any physical disability upon entrance of the client and can assist as needed to conquer any barriers from the structure of the building. Staff receives training to work appropriately with persons with disabilities. All persons are treated with dignity, value, and worth. 2. Gender-Specific Programming Policy Persons accessing Huntington Beach Navigation Center services are classified as the gender for which they identify. Staff provides beds to persons of all gender identities, expressions and sexual orientations with due regard to privacy and client rights. Bathrooms and showers have been constructed with equal privacy for all clients, regardless of sexual orientation, expression, or identity. One all-gender restroom is available at Huntington Beach Navigation Center. All programs and services are available with the dignity of all clients as highest priority. 3. Sexual Harassment Policy All clients, volunteers, and employees are expected to be able to coexist at Huntington Beach Navigation Center in a Trauma-Informed environment, free from sexual harassment and inappropriate sexual behavior. 44 of 79 The Shelter has a zero-tolerance policy for sexual harassment and inappropriate behavior of a sexual nature. No sexual harassment is tolerated by anyone on the facility grounds - including by staff, volunteers, or clients. Clients, staff, and volunteers are notified if in the Shelter Operator's sole discretion any of their remarks, advances, gestures, or attire constitutes sexual harassment toward any person in the facility. Anyone who believes he or she has been the subject of any such behavior is urged to report it to the staff or supervisor immediately. In the event an individual comes forward with these concerns, a report will be completed and taken to appropriate staff or supervisor for resolution. Reported incidents are investigated on a confidential basis. Provisions are instituted to guard the safety and emotional health of persons who have been victims of a reported incident, as well as any persons initially accused of harassment. If after proper review a person is found to have engaged in sexual harassment or inappropriate behavior of a sexual nature, they will be subject to disciplinary action including possible immediate exit from program or termination from employment. 4. Policy Regarding Sex Offenders The Shelter Operator has strict requirements for the safety vulnerable adults and children who may frequent the surrounding area. Staff and volunteers are trained in sex abuse definitions, sex offender policies, child abuse, and vulnerable adult abuse. All employees must review this training yearly and be documented to have passed its standards. As mandated reporters, the Shelter Staff follows federal law requirements in reporting sex offenders. All clients are screened against national sex offender databases, through the National Sex Offender Public Website. Screening is conducted at the time of reservation, and no potential participants with a registered sex offense will be allowed on the shuttle or admitted as clients. R. Confidentiality Policies 1. Personal Confidentiality People seek help from emergency shelters at a difficult time in their lives. Their need for service and the help that can be given is determined through sharing of factual and personal information. For this to be effective, every client must be able to trust that every staff member and volunteer hold confidential the shared information. Therefore,the Shelter staff and Shelter Operator keep strict confidentiality practices as written in its internal Confidentiality Policies. These practices include: 45 of 79 1) Fact of Participation:The fact that an individual is or has been a participant in Huntington Beach Navigation Center is not disclosed except, where absolutely necessary and after disclosure has been allowed by the client. Inquiries by visit, telephone or letter regarding a participant in the program is answered with the statement that information as to whether a particular person is or has been in residence cannot be divulged; that if in fact the individual is in residence,they will be advised of the inquiry, and that, at their discretion, they will or will not communicate with the inquirer. 2) Disclosure to Other Agencies: Disclosure of client information to other social service agencies, whether on a referral to or from the agency, generally is permitted only with the person's written consent. Information is withheld where enjoined by law and where by contract The Shelter Operator has agreed to maintain the confidentiality of client records (as under the Privacy Act.) Disclosure of information relating to program participants is not be made to employers, credit agencies, unions or other similar organizations, except at the request, and with the consent of the participant. 3) Information to the Client: In some situations it may be required by law to disclose certain participant information contained in their own case record. Information disclosed should be limited to that which is included in the formal case record. The formal case record should contain factual information and shared documents, not progress notes or staff observations. Information provided by other agencies is also not to be shared. 4) Law Enforcement Agencies: Formal requests for information regarding clients originating from law enforcement agents are referred to the Shelter Operator's Management Team and Directors, and if necessary, its Legal Department. Before any official action is taken on any legal request, staff will contact their Legal Department as there are boundaries in place to determine the sharing of information with law enforcement personnel according to its policies on client confidentiality (as stated in the Shelter Operator's Policy Manual) and applicable law. When an arrest warrant or a search warrant has been issued by a court after a showing of probable cause, if such a warrant is presented to the facility relating to a client in the residence, staff cooperates with the law enforcement agency in making the arrest or the search, preferably in a manner which will involve the least disruption of the program at the facility. This kind of visit by Law Enforcement will be followed up with an Incident Report by staff. 5) Written Consent: If there is any doubt as to whether client information should be disclosed, the consent of the client is first obtained, except as otherwise required by law. The consent will be in writing on a Release of Information form and will identify the information to be disclosed, the 46 of 79 person or agency to whom it will be disclosed, and the purpose of the disclosure, and the period of time during which authorization is granted. 6) Abuse Reporting: The Shelter Operator and Shelter staff comply with all state and municipal laws requiring reporting to governmental agencies of instances of child abuse, domestic violence and elder abuse. Staff reports any suspicion or evidence of child abuse or vulnerable adult abuse according to the law's requirements. All staff persons at the shelter are mandatory reporters. An incident report would also be completed and submitted to the Program Manager and any higher- level staff as needed. All staff is trained at the time of hire to spot signs of abuse and to properly document and report it. Trainings are repeated annually. 7) Harm to Self or Others: If a client at the shelter program shares with a staff person a viable threat to do harm to self or another,the terms of confidentiality can be revoked, as in the case of suicidal or homicidal admittance. 2. Database Confidentiality Policies Only trained staff, Employment and Housing Navigators, and management staff are authorized to access the HMIS Database. Each staff person must have a separate password for entry. Staff is only to use computers that are authorized and HMIS compliant. No persons without a username and password set up by the Shelter Operator's IT department will have access to staff-only computers. 3. Exceptions to the Confidentiality Policy All clients are informed that when the law requires Management to disclose client-related information, such as to prevent danger to self or others or to report child and elderly/vulnerable adult abuse, Staff will do so. 4. Grievance Policies The grievance procedure is applicable for any conflicts or disagreements between clients and clients and clients and staff. For example, the grievance process may be employed to address disruptive behavior or appeal incorrect formal action. However, in no way does the grievance procedure suspend the rules or consequences established in the Shelter Rules signed upon entering the program. Clients have the right to file a grievance without the fear of harmful repercussions from staff or other residents. 5. Receiving and Posting The Grievance Procedure is clearly posted in the Policy and Procedure Manual and available to clients at the shelter facility. It can be easily found in a dedicated binder on the counter at the front Service Desk. 47 of 79 Also, posters with this information can be found on the walls of the shelter. A client is given a copy of the Grievance Procedure when a conflict has occurred that cannot be resolved satisfactorily between the client and a staff person or another client, or the client has a complaint about an event that occurred at the Shelter involving that client. The Grievance Procedure will be read by the client and the client may decide which follow up forms they would like to proceed with completing if follow up is necessary. These forms include a Request for Consideration form, a formal Grievance Form, as well as a Termination Appeal form. Each form may be filed to begin a grievance investigation and follow up at different levels of management within the Shelter Operator. 6. Meeting with Staff If after less formal steps have been taken and mediation options have been exhausted, a client may choose to file a Formal Grievance within 48 hours of an issue. The Site Leader and/or Program Manager will then make every effort to conduct an investigation and make a decision within 10 days. If Program Management is unable to resolve the situation, they submit the Grievance to the Regional Director of Emergency Services Once a formal Grievance is received by the Regional Director of Emergency Services,they will review the issues and complaint, and may acquire all documentation and interview involved parties as necessary to resolve the grievance at their level. If the Director feels that there is not enough information to determine the matter, a formal meeting will be called. If a formal meeting is called,the claimant begins by stating their case to a Committee that will include the Chief Program Officer, the Chief Operations Officer, or the Chief Executive Officer or his proxy. Prior to this meeting,the client will be given a copy of the grievance so they may prepare to respond to the grievance. If necessary, Executive Staff may request a board member from Mercy House's Board of Directors to sit on the committee as well. The committee may also request additional information from additional parties involved. This Committee reviews all documentation and testimony and make a decision regarding any misconduct or need for repeal of action. If the complaint involves the Executive Staff a board member will take their place on the committee. All present will be allowed to ask questions of either the plaintiff or defendant. The burden of proof rests with the plaintiff. A written decision on the grievance will be provided no later than 30 working days after its filing. Written documentation of all decisions shall be maintained by the Chief Operations Officer. The person filing the grievance may appeal the decision by writing to the Board of Directors of Mercy House Living Centers within 15 days of receiving the written decision. The Board of Directors of Mercy House Living Centers shall issue a written decision in response to the appeal no later than 30 days after its filing. 48 of 79 All decisions are binding and after the formal grievance procedure has been completed, staff and residents are expected to regard the matter as settled and in the past. If a client expresses a concern or makes a complaint concerning their involuntary discharge, they may take the following steps as outlined in the Termination Appeal Procedure, which is also available as part of the Grievance Procedures document: • The first step in the Termination Appeal Procedure is a review by the Program Manager of the decision to terminate. A program participant who desires to challenge the termination must submit a request for review of the termination to the Program Manager by completing Part 1 of the Termination Appeal Form provided by Mercy House. The Termination Appeal Form may be provided to you by any staff member. They are also located within this binder. Part 1 of the Termination Appeal Form must be fully completed and signed and must state every reason why the program participant contests the termination and must specify the relief sought by the program participant. The Termination Appeal Form must be delivered to the Program Manager and postmarked within fourteen (14) calendar days of the date the program participant received written notification of termination unless mutually extended. The Termination Appeal Form may be obtained from any Site Lead, Program Manager or Director. • The Program Manager,will investigate the circumstances surrounding the termination and may meet with the program participant, if it is deemed necessary,to discuss and/or attempt to resolve the program participant's complaint. After investigating, the Program Manager will answer the program participant's complaint on Part 2 of the Termination Appeal Form. The answer will be hand delivered or postmarked no later than fourteen (14) business days after the receipt of Part 1 of the Termination Appeal Form. If mailed,the answer will be sent by certified mail, return receipt requested, to the address designated by the program participant on the Termination Appeal Form. • In the event that the program participant is not satisfied with the results of the review of the Program Manager,the program participant may elect to request that his/her case be arbitrated by an Appeals Committee that will include the Program Director, Associate Director and/or Executive Director. A program participant who desires to challenge the review of the Program Manager and request arbitration by the Appeals Committee must submit a request to the Program Director by completing the Part 3- "Appeals Committee Arbitration Request Form". 49 of 79 The form must be delivered or postmarked no later than fourteen (14) business days after the receipt of Part 2 Appeal Decision. • At the meeting, the claimant will begin by stating his/her case to the Appeals Committee.There the program participant will have the opportunity to present written or oral evidence or testimony in their defense. The Appeals Committee may also request additional information from additional parties involved including testimony from the program staff member issuing the original termination. The Appeals Committee will review all documentation and testimony and make a decision regarding any misconduct or need for repeal of action. A written decision of the Termination Appeal will be provided no later than three (3) business days after the Appeals Committee Meeting. Z Whistleblower Policy Clients have several ways in which they can share a grievance — verbally or written, anonymous or through a third party. A Suggestions-and-Grievance Box is available in the common area and is checked weekly by staff. Confidentiality is strictly kept between the person making the complaint and the Program Manager which will withhold information internally to the extent prudent where a complaint involves a staff member or volunteer. The Grievance Procedure will be clearly posted in the Policy and Procedure Manual and available at the facility. SECTION III. STAFFING AND MANAGEMENT PLAN A. Staff Policies 1. Hiring Policy The Shelter Operator is an equal opportunity employer. A copy of its applicable Equal Opportunity and Affirmative Action Policy is available in the Employee Handbook and through the Human Resources department of the Administrative Offices. All staff positions and newly hired staff are approved by the Human Resources department, Directors and Program Manager, and are thoroughly vetted through a new hire process as outlined below. 2. Screening Procedure 50 of 79 Position openings are posted on various employment-search networking websites. Potential applicants are screened through a two-step interview process. The first interview is typically scheduled with the Human Resources. If deemed eligible, the applicant may conduct an interview with their potential manager or supervisor at the agency. The Shelter Staff is hired into at-will employment and are subject to annual staff review and probationary training periods overseen by the Program Manager. 3. Acceptance Procedure A completed application packet is sent to the head of the Human Resources Department who conducts a thorough background check. Every potential applicant is screened for active warrants, violent felony convictions, sexual offenses which require registration, and legal ability to work. Any staff who are in direct contact with clients are also required to complete Tuberculosis screening as well as training for mandated reporting policies. The applicant must successfully complete all screening requirements before they will be able to begin working directly with clients. Upon hire, the new employee signs a formal job offer form and is provided a job description informational sheet for their records. They also attend a general program orientation led by the Human Resources Department. This orientation covers important topics, such as but not limited to, sexual harassment policies, and appropriate interactions with co-workers, volunteers, and clients. Training places a heavy emphasis on appropriate conduct between staff and clients and all new hires are expected to adhere to these practices when interacting with clients. Program Managers complete a more lengthy program- specific orientation process. 4. Staffing Policies for Safe Humane Environment The Huntington Beach Navigation Center is staffed to provide the safest, most dignified environment for all clients. All staff are easily identifiable and are required to wear Shelter Operator-Approved shirts. Staff will be scheduled to optimize safety of staff, volunteers and clients and to provide optimal coverage during hours of high volume. The Regional Director of Emergency Services is responsible for the performance of all Huntington Beach Navigation Center Activities. Their primary responsibilities include program management, development, and community relations, which includes supervising the Program Manager of Huntington Beach Navigation Center. 51 of 79 All Shelter operations and staff are supervised by the full time Program Manager.The Manager is a full time, salaried position with at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations. The Program Manager is responsible for coordinating all program services for Huntington Beach Navigation Center. Primary responsibilities include supervising support staff. This position reports directly to the Regional Director of Emergency Services. The Site Leaders are responsible for overseeing daily services and activities in Huntington Beach Navigation Center and provides support for the Multi-Service Center services. They oversee all shelter activities including logistics and client intake, oversee distribution of services, and assist in coordination of volunteers and supportive services. They provide support to staff during designated shifts and assign tasks, oversee administrative duties that support program services. The Site Leaders report directly to the Huntington Beach Navigation Center Program Manager, reporting any staff or shelter issues as needed. The Logistics Coordinators are responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during designated shifts. This position requires a flexible work schedule including weekend, morning, evening, and holiday shifts to provide optimal coverage during Shelter hours. This position reports directly to the Huntington Beach Navigation Center Program Manager, and by proxy, the Site Leaders. This position assists with shelter setup and maintenance, cleanliness and safety of facility, assisting and receiving orders from vendors, laundry, and more as needed. The Housing Navigator position requires at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have working knowledge of mental health and addiction issues. The Housing Navigator provides housing navigation assistance to Shelter clients and conducts an individual assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Housing Navigators conduct the VI- SPDAT assessment, determine eligibility, enter assessments into Central Intake System for prioritization and linkage to housing provider, help clients obtain necessary documents, and provide individuals with employment guidance and community resources. When clients are referred to other programs, the Housing Navigator can provide a warm hand-off to the service provider. The Housing Navigator is also responsible for accepting new referrals, completing the Diversion Questionnaire and new client intakes, and prepping all data to be ready for handoff to the Data Entry Specialist. The Data Entry Specialist manages the HMIS and data for reporting requirements. They are responsible for ensuring that HMIS and Coordinated Entry data is complete. The Overnight Coordinator is a full-time position that covers overnight logistics shifts at Huntington Beach Navigation Center. They resolve conflicts and file incident reports as necessary, report violations and general events in the daily log. This position is largely Logistics based, and a significant amount of cleaning is involved. They also oversee 3rd shift Security crew and conduct safety checks. The Overnight Coordinator provides general support for clients, ensuring their safety during the night. 52 of 79 Volunteers assist with daily ongoing operations of the shelter, and can be utilized every day of the week. Volunteers help the Shelter Staff with setting up and serving meals, clean-up, laundry, daytime activities, as well as minor administrative duties and distribution of donations. There are also opportunities for Volunteers to do special work projects on-site or to hold special events. All volunteers are assigned to duties that are appropriate for their age and activity level. It is important that volunteers be reliable, and all staff treat them as a vital component of shelter operations. All the positions requirements and descriptions will be available in the Shelter Operator's Human Resources Department and will be also made readily available to all staff. Please see attached job descriptions. B. Policies for Staff Training Huntington Beach Navigation Center Program staff are trained in emergency evacuation, first aid procedures, mandated reporting policies, crisis intervention, and CPR procedures. These trainings are repeated and updated annually and as needed. Staff also receives additional training on different topics as opportunities arise and are needed. Each staff member also receives on-going in-service training in crisis management. Staff also trains in Strengths-Based Approaches and positive communication skills. Each staff member is required to attend annual training to update and improve their knowledge. Documentation of training is kept by the Program Manager and is provided to the Head of Human Resources for filing, when appropriate. Security staff undergoes sensitivity training to better equip them to work with homeless clients, and those in crisis. 1. Emergency Procedures-Evacuation, First Aid, and CPR, 911 Reporting Program staff are trained in fire, earthquake, and chemical spill evacuation procedures when hired and annually. Evacuation drills with all staff and clients are held and recorded quarterly. Evacuation protocols are recorded in the Program Manager office for reference. Evacuation routes are posted throughout the facility. Staff is trained in first aid and CPR procedures annually. 911 reporting is taught in orientation and reviewed annually. CPR certificates will be kept in staff files. Universal precautions will be followed. 2. Safety Conduct-Prevention of Abuse, Crisis Intervention, Conflict Resolution The Shelter Operator staff is trained in identifying and the prevention of child abuse, vulnerable adult abuse, and sexual harassment titled. Each staff will complete this training program annually. 53 of 79 All Program staff complete a course in conflict resolution and crisis intervention upon hire and annually. Records of completed trainings are kept in Human Resource files. 3. Appropriate Behavior for Dignity and Respect Operations, Program,Administrative and Management staff are trained in a Strengths-Based,Trauma- Informed model of client care. They are trained regularly, including at time of hire, on the best methods of working with,treating, and responding to clients who have had difficult and traumatic life experiences. Each staff member is expected to put these models to use in every interaction they have with clients and potential clients. Staff members are offered training regularly and expected to participate actively. Notice of completion is recorded in staff files, and each staff member has access to this information in a readily- available staff handbook. 4. Communication Shelter staff undergoes training in communication skills—such as handling phone calls, confidentiality policies, crisis management and de-escalation of conflict. These communication skills are reinforced through practice and reviewed at regular staff meetings and reviews. Specialty courses covering topics such as communication skills with mentally ill persons, receptionist skills, communication with difficult people, and conflict resolution are completed where needed. S. Resources and Referrals Operations, Program, and Housing Navigator Staff are oriented to resources, homeless services, and organizations for collaboration and referral. They are also trained staff who can connect clients to the Coordinated Entry System, as a system designated Entry Point. Resource lists are updated monthly and kept on-site. Protocols for offering and accepting referrals from other agencies are in place, reviewed by staff, updated, and kept in a manual. 6. Mental Health and Addiction Skills All Program staff attends mental health training events which include naming of symptoms, co-occurring diseases, de-escalation techniques, and safety protocols. This training is done at time of hire and revisited annually. Special speakers may present workshops on various aspects of mental health diagnoses, symptoms, and care when available. Staff is trained in symptoms of drug abuse, and referrals for treatment. Recovery programs are encouraged and off-site referrals are made as appropriate. Though sobriety is not a requirement to stay in the shelter or participate in services, clients are expected to be able to practice self-care, follow all rules and expectations, and behave appropriately and 54 of 79 respectfully toward staff, volunteer, and other clients. Drug misuse at the shelter is prohibited and can result in immediate exit from the program. 7. Self- Care Regular staff meetings are held for all staff. Part of the purpose of these meetings is communication and processing of stressors while working in the difficult environment of a large scale Year-Round Emergency Shelter Program. Staff will be welcome to participate in team-building activities throughout the year, including holiday parties, and events with co-workers. All staff is trained in effective communication with coworkers and in proper techniques to address coworker harassment and stressors and are aware of the importance in practicing self-care. Staff has been informed of the existing open-door policies with supervisors and the Human Resources department. 8. Annual Staff Evaluation and Training Plan All staff are evaluated by their direct supervisor at 90 days from their hire date and at semi-annual intervals. The evaluation form is stored in the employee file held at the Human Resource office. 9. Documentation of Staff Training Attendance of and participation in staff training is recorded in each staff file by the Program Manager. Trainings required by all staff members are also recorded in the Human Resources file to ensure each member's knowledge and information is kept up-to-date. C. Volunteer Policies 1. Selection,Screening, and Background Checks The Shelter Operator actively recruits through a variety of sources, including schools, church groups, and community programs. Volunteer Recruitment events are held regularly in order to increase the number of volunteers that serve at Huntington Beach Navigation Center. Individuals as well as groups are invited to volunteer at the shelter. Children aged 13 and older will be able to volunteer, however they must be accompanied by an adult or legal guardian and that person must be registered to volunteer on the day they appear. All potential volunteers are screened for sex offenses and criminal background checks before being confirmed for volunteer duty. 55 of 79 2. Orientation and Training The Shelter Operator includes a Volunteer Coordinator in its staffing plan to support volunteer coordination efforts at the shelter. The Volunteer Coordinator will handle on-site task training of the volunteers. Before beginning service, volunteers are provided an Application and Agreement that includes information about volunteer duties, appropriate conduct with clients, staff, and other volunteers. Each volunteer is required to sign this Agreement before they are assigned any duty at the shelter. Volunteers who do not agree with the requirements or refuse to sign will not be assigned a duty and are not able to volunteer at the shelter. Volunteers sign up for an open position, time and date using online volunteer scheduling software. Volunteer Development staff from within the Shelter Operator calls and confirms the volunteer's date and time and to provide them with the location of the shelter and any necessary important information. Volunteers are trained on-site at tasks by the Kitchen and Donations Coordinator on duty. Any tasks that require a trained staff member are supervised by that staff member to ensure accuracy and cleanliness. Volunteers are given opportunities to attend community forums and events to receive more training about community resources and network with other community agencies. Volunteers are expected to adhere to a strict code of ethics and standards. Any found in violation of this code will be removed from the facility and may be limited in future volunteer opportunities. 3. Volunteer Code of Ethics a. Each volunteer must maintain a firm commitment to professional conduct Volunteers of Huntington Beach Navigation Center are expected to maintain the highest level of moral, ethical, and professional conduct while at the site. Volunteers are not allowed to engage in verbal abuse, inappropriate jokes and stories, or any type of inappropriate interaction with staff or clients. b. Limiting Relationships with Clients Volunteers are prohibited from developing dual relationships with any clients they meet through their involvement at Huntington Beach Navigation Center. Examples of dual relationships include (but are not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for their business is also strictly prohibited. 56 of 79 Volunteers are not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure. c. Food and Other Substances Volunteers are not allowed to consume any food items or drinks supplied by Huntington Beach Navigation Center while volunteering, unless a special event involves food specifically for clients AND staff. Food and drink will be purchased solely for the consumption of the homeless clients. Volunteers must also commit to not consuming alcohol or any type of illicit drugs on the property while volunteering. Volunteers who appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently will be turned away. d. Discrimination Volunteers are prohibited from discriminating against any client for any reasons. They may not judge an individual based on their race, disability, religious preference, sexual orientation, color, age, veteran status, citizenship, ancestry, national origin or gender. e. Volunteer Boundaries Volunteers are prohibited from loaning or giving money to clients, are not allowed to meet with clients outside of Huntington Beach Navigation Center without explicit permission from program staff, and are not allowed to drive clients in their vehicles. f. Commitment Huntington Beach Navigation Center is reliant upon the work of volunteers. This commitment is expected to be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering. 4. Identifiable Lines of Authority Volunteers are informed of identifiable lines of authority in their Application Packet. Volunteers may defer to the serving area and Donations Coordinator on duty to give resources, referrals, and handle situations beyond their responsibility and volunteer agreement. Volunteers also have access to the Program Manager or lead staff member on site, for questions and any grievances. All volunteers will be provided with a name tag identifying them as such. 57 of 79 5. Descriptions of Volunteer Tasks Volunteers are needed 7 days a week to help in the mornings, mid-day hours and evenings. The staff at Huntington Beach Navigation Center will ensure all volunteers are provided with a task and description of any duties they might perform. Tasks and duties include, but are not limited to: • Assisting the Intake Specialist in registering and signing in clients at time of entry • Setting up cleaning tables for breakfasts and dinners • Distributing donations and hygiene items • Helping direct lines to donations and food • Serving meals, setting up snacks and drinks for clients • Organizing special projects and activities for the guests of Huntington Beach Navigation Center SECTION IV. OPERATING BUDGET A. Annual Operations Budget Administrative Costs-15% Total Admin Costs $ 385,000.00> Program Manager $ 55,000.00 Site Leaders $ 136,800.00 Housing Navigation Team $ 250,000.00 Overnight Logistics Coordinators $ 180,000.00 Call Center/Intake Specialist $ 25,000.00 Logistics Staff $ 381,000.00 Total Program Salaries $ 1,027,800.00 Replacement Reserves(furniture, bedding,etc.) $ 12,000.00 utilities $ 35,000.00 Maintenance/Landscape $ 8,000.00 Security Guards $ 650,000.00 Supplies $ 60,000.00 Pet Care $ 36,000.00 Meals,Snacks and Beverages $ 381,060.00 Shuttle Leases $ 45,000.00 Drivers $ 230,000.00 Gas and Repairs $ 90,000.00 Total Program/Facility Costs $ 2,547,060.00 • r> s .e as 58 of 79 B. Fund Development Strategies Funding to support the annual operational shelter should consider a diverse stream of funding from federal and local public resources, private donations and foundation support, in-kind donations. Potential Funding Type of Resource Entity Type of Support Resource s t,a Community Development Public County, Cities General Operating Block Grant Dept. of Housing and Urban Development- Public Federal Coordinated Entry Activities Continuum of Care Health Resources and Services Administration Public Federal Medical Facility Services (HRSA) Homeless Veterans Reintegration Program Public Federal Veterans Services (HVRP)Grants ...h: . IR qg g Private Foundations Private Local General, Service Specific /f / ,✓ham zr' " J rofcl s Private Corporations Private/In-Kind Local General,Service Specific 59 of 79 SECTION V. ATTACHMENTS A. Job Descriptions B. Shelter Client Rules C. Volunteer Policies 60 of 79 ATTACHMENT"A":JOB DESCRIPTIONS 61 of 79 Regional Director of Emergency Services Job Description Introduction:The Regional Director of Emergency Services is responsible for the performance of all Year- Round Emergency Shelter Program, Services and Outreach Activities in Orange County and Bellflower. Primary responsibilities include program management, program development, and community relations. This includes supervising the Huntington Beach Navigation Center Manager. This position requires a flexible schedule especially during the winter months (weekend, morning, evening and holiday shifts). This position may at times require transportation of supplies to shelter locations. The Regional Director of Emergency Services reports directly to the Director of Emergency Services. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Program Management and Development Goal: Oversee the development and implementation of all program services for our Year-Round Emergency Shelter Program to ensure quality delivery of services. • Maintain performance of existing shelter services • Oversee the scheduling and coordination of all Shelter Sites • Ensure strong communication between Staff and Partner agencies • Oversee coordination of shelter activities and distribution of services • Provide monthly reports to the Operations Director • Develop new partnerships with other agencies in order to enhance our current services • Oversee implementation of new services • Implement new services/year-round, permanent facility • Manage Budget • Oversee Purchases, Vendor Bids and MOU's Staff Management Goal: Manage Identified Staff facilitating optimal performance. • Manage and supervise Shelter Program Managers • Assist in various aspects of staffs duties • Provide support and guidance when necessary • Provide support for crisis/conflict intervention 62 of 79 • Coordinate trainings and orientations when needed • Conduct Meetings monthly • Meet with identified staff individually when necessary • Review and evaluate performances • Conduct midyear and annual review Outreach Services Goal: Provide leadership in critical support in the development and implementation of Outreach Services • Brainstorm, research and assist in the development our outreach strategy • Oversee implementation of outreach services • Assist with Front Door Calls when necessary Community Relations Goal: Positively advance agencies reputation in the broader community. • Maintain active involvement with neighbors and program partners • Maintain active involvement with community service organizations Miscellaneous • Provide creative input to the Executive and Operations Directors • Participate in networking functions • Attend appropriate training workshop as needed • Attend appropriate house and staff meetings • Complete ad hoc projects as appointed by Supervisor 63 of 79 Program Manager—Huntington Beach Navigation Center Job Description Introduction:This Program Manager is responsible for coordinating program services for Huntington Beach Navigation Center. This position requires dependability, responsibility, organizational skills; and strong written and verbal communication skills. Primary responsibilities include program management, program development, and outreach and community relations and reports to the Regional Director of Emergency Services. This position includes supervising support staff and requires a flexible schedule (weekend, morning, evening and holiday shifts). This position may require the transportation of supplies. Fluency in Spanish is a significant value. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addictions issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Year Round Emergency Shelter Program Goal: Ensure that the Shelter run smoothly and that we maintain accurate data and strong communication with community partners. Oversee Client Services Coordinate calendar and services provided by partner agencies Support all aspects of operations including direct client services when necessary Oversee the collection and distribution of donations Assist with monitoring facility security and maintenance Ensure enforcement of our good neighbor policies Assist with securing necessary resources Oversee collection, input and distribution of intakes/summary sheets/reports Provide support with community resources and referrals Develop new partnerships with other agencies in order to enhance our current services Manage program budget Facilitate Resident Advisory Council and Partnership Meetings. Management Goal: Manage Identified Program Staff, Interns and Volunteers facilitating optimal performance. Manage and supervise support staff in all of their duties Assist in various aspects of staff's duties Assist in coordinating and managing on-site volunteers Assist in coordinating and managing special group events and holiday events Provide crisis/conflict intervention Coordinate trainings and orientations when needed Conduct 90 day, midyear, and annual reviews. Community Relations 64 of 79 Goal: Positively advance Agencies reputation in the broader community. Maintain active involvement with neighbors and program partners Maintain active involvement with community service organizations Miscellaneous Must participate in networking functions and community meetings. Attend staff meetings and training workshops as needed Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. Perform ad hoc projects as appointed by Supervisor 65 of 79 Site Leader—Huntington Beach Navigation Center Job Description Introduction:The Emergency Services Site Leader is responsible for overseeing services and activities at Huntington Beach Navigation Center. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Ability to work effectively with a diverse population; plan, organize and prioritize duties; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Manager. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Associate's Degree preferred but not required. Shelter Assist in the implementation of all shelter activities to ensure quality delivery of services. Oversee all shelter activities including logistics and client intakes Oversee distribution of services and all program services while on duty Assist in the coordination of volunteers and support services Oversee the organization of supplies and facilities needs Management Goal: Support Identified Program Staff facilitating optimal performance. Support shelter staff during designated shifts Assist in various aspects of staff's duties Assist in coordinating and managing special group events and holiday events Provide crisis/conflict intervention Communicate any staff or shelter issues to Program Manager. Administration Goal: Oversee administrative duties that support program services. Coordinate supply and service needs Assist with securing necessary resources Assist with record keeping and reporting Miscellaneous Attend staff meetings and training workshops as needed Assist with general duties (stocking supplies, copies, fax, phone calls, etc.) Enhance job performance by applying up-to-date professional knowledge gained by attending seminars and conferences and reviewing professional publications. Perform ad hoc projects as appointed by Supervisor 66 of 79 Lead Housing Navigator Job Description Job Description Introduction: The Lead Housing Navigator, under the direction of the Emergency Services Program Manager, is responsible for supporting the navigation team. The Navigation team work directly with clients in emergency shelter and are responsible for performing ongoing needs assessment, personal housing plans, support, information, referral and advocacy for individuals. This position requires strong leadership in supporting a team's successful working relationships. This position will influence and recognize positive behavior changes and will identify problems and obstacles and create solutions to help address them. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Management experience preferred. Staff • Manage day-to-day operations of Housing Navigator teams, objectives and housing plans; • maintains a limited caseload • Conducts weekly case conferencing and monthly case file audits to assure participants records are complete and accurate • Make referrals to supportive services such as job developers, social workers and health care providers as deemed necessary • May make home and field visits • Provide supportive advocacy for clients; provides crisis intervention, if needed • Receive, review, and process financial assistance requests as needed • Provide training, supervision, and problem-solving guidance for difficult cases Documentation • Oversee the consistency of documentation standards as set forth by the program contract and program policies • Oversee accurate and complete data into HMIS • Oversee consistency of confidential hard copy case files with all relevant documentation in the appropriate section 67 of 79 Housing Navigator—Huntington Beach Navigation Center Job Description Introduction:The Housing Navigator provides assistance to individuals that are literally homeless. This assistance includes an individualized assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Navigator will conduct an assessment, determine eligibility, enter assessment into Central Entry System for prioritization and linkage to housing provider, help client obtain documents required for housing placement, provide individuals with employment guidance and community resources. Qualifications: Associate's Degree and at least 2 years of direct life experience working with long-term homeless, low income, and diverse populations and have a working knowledge of mental health and addiction issues. Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Valid CA driver's license, proof of insurance and reliable vehicle is required. Year Round Emergency Shelter Program Services Conduct diversion interviews Manage intake process Maintain intake area and ensure daily forms and supplies are stocked and ready for new intakes Supportive Services Provide assessment for client within seven days of entering shelter. Determine eligibility and enter assessment into Central Entry System for prioritization and linkage to housing provider Assist client with obtaining documents required for housing placement While client is at the shelter provide employment linkage, benefits establishment, linkage to community providers for substance abuse, primary and mental health care, and all other services needed to assist clients in reaching their stabilization goals While client is at the shelter provide strengths based case management and service coordination designed to assist clients in obtaining and maintaining stable housing Conduct crisis and risk assessments in consultation with supervisor and case managementteam Provide crisis intervention services focused on enhancing the client's' ability to independently problem solve, utilize effective coping skills, and manage and self-coordinate own care Provide warm hand off to selected housing provider ensuring a smooth transition from the shelter into housing. Documentation Maintain documentation standards as set forth by the program contract and program policies Complete progress notes on every meeting with client Input accurate and complete data into HMIS and update snapshots to reflect client progress Maintain confidential hard copy case files with all relevant documentation in theappropriate section 68 of 79 Logistics Coordinator—Huntington Beach Navigation Center Job Description Introduction:The Logistics Coordinator is responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during designated shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Shelter Support Assist in the implementation of all shelter activities to ensure quality delivery of services. Assist with shelter maintenance Responsible for cleanliness and safety of facility including emptying trash cans and cleaning all areas of the shelter, including dorms, kitchens and restrooms. Assist with receiving and verifying orders from vendor's, completing tally sheets Post and update signs and service calendars Audio Equipment set up and monitoring Assist in the organization of supplies and facilities needs Miscellaneous Assist with client services and program activities if necessary Complete ad hoc projects as appointed by Supervisor 69 of 79 Overnight Logistics Coordinator—Huntington Beach Navigation Center Job Description Introduction:The Overnight Logistics Coordinator is responsible for providing supportive services and logistical support to Huntington Beach Navigation Center during overnight shifts. This position requires a flexible work schedule including some weekend, morning and evening and holiday shifts. This position reports directly to Huntington Beach Navigation Center Program Manager. Dependability, responsibility, and the ability to communicate effectively and respectfully are mandatory skills. Fluency in Spanish is a significant value. Because of the nature of the shift,this position must be able to operate as site supervisor at times, and be able to communicate effectively after hours with the Program Manager if absolutely necessary. Qualifications: Possess a high level of tolerance and understanding for individuals who present for services with urgent multiple case management and health needs. Ability to perform crisis intervention as needed; clearly communicate information and instructions verbally and in written form; maintain a positive, professional and safe environment while on duty; and establish and maintain effective working relationships with others. Shelter Support Assist in the implementation of all shelter activities to ensure quality delivery of services. Assist with shelter maintenance Responsible for cleanliness and safety of facility including emptying trash cans and cleaning all areas of the shelter, including dorms, kitchens and restrooms. Assist with receiving and verifying orders from vendor's, completing tally sheets Post and update signs and service calendars Audio Equipment set up and monitoring Assist in the organization of supplies and facilities needs Miscellaneous Assist with client services and program activities if necessary Complete ad hoc projects as appointed by Supervisor 70 of 79 ATTACHMENT"B": SHELTER CLIENT EXPECTATIONS 71 of 79 Huntington Beach Navigation Center Shelter Expectations Welcome to Huntington Beach Navigation Center. We hope your stay with us allows you to begin your path to ending your homelessness. In order to ensure that all guests are able to comfortably work toward that goal, the following expectations need to be followed while in the vicinity of the shelter, on the provided shuttle vans, and while in the immediate area of our shuttle pick-up and drop-off locations. 1. Demonstrate responsibility for yourself, your actions, and your housing plan. 2. Follow all health and safety policies. 3. Guests are expected to meet with their Housing Navigators at least once a week at a scheduled time to discuss their housing plans. The goal is to get you connected to housing resources as quickly as possible. This is a low-barrier Temporary Shelter intended for 24-hour increments of stay. The maximum length of stay is 90 consecutive nights unless otherwise determined. Extensions may be granted on a case by case basis. Each guest's progress toward achieving their housing goals will be reviewed at 30-day increments. If a guest chooses not to work toward their housing plan or follow these expectations, he/she may be asked to leave at that time. 4. Guests are expected to actively work their housing plan! By signing these expectations, you understand that you are not guaranteed housing by enrolling in this program. Part of your Housing Plan will be to identify tasks that you will need to complete in order to achieve your goal of securing housing. Your Housing Navigator will work alongside you to assist you in connecting with resources and addressing potential barriers. 5. Current guests of the program may use this location as a mailing address. Please note, however, that after a guest exits, it becomes his or her responsibility to fill out a change of address form with the post office. Any mail that is delivered to the site after a guest has left the program will be sent back to the post office as "Return to Sender". Mail will be kept at the front desk, along with important program notices or messages from staff. Upon signing in each day,'the guest's name will have a mark next to it signifying that there is unclaimed mail or messages. 6. Guests are expected to abstain from behavior that is disruptive and unacceptable to others. Examples include: verbal harassment, physical harassment, excessive profanity, threats and/or violent behavior, nudity or obscene behavior, possessing weapons (or items that may be perceived as weapons) or contraband (examples of items considered contraband can be made available upon request), drug dealing, theft, etc. Serious offenses include but are not limited to: use of racial slurs, sexual harassment, violence, and any other inappropriate physical contact. Serious violations may be result in an immediate exit from the shelter. If you are asked to leave, a shuttle driver will transport you to an approved drop off location. 72 of 79 7. If a guest's behavior is extremely disruptive and staff or security asks you to step outside or remove yourself from an area for de-escalation purposes, you are expected to comply with this request. You will be able to rejoin the group when your behavior is no longer a disruption to the other shelter guests. 8. Several areas on site are restricted to staff and security only. Guests are not allowed to any areas other than the commons, dorms, and guest restrooms, unless without explicit permission from management team. The only doors guests may use to access the outside areas are the main doors near the security check-in, and the store-front glass doors leading out from the Commons hall. 9. Guests are expected to return each night before 9:00 pm, unless allowed special circumstance by management (ex: for work or school). Guests are not allowed to miss two consecutive nights or more than 2 nights in any calendar month without clearing the absence with their Housing Navigator. Guests are expected to sign in on a daily basis. Guests may not sign in for others. The program manager may grant excused nights out of the shelter upon request if necessary and appropriate. 10. Photo ID's are required of all registered guests. Mercy House will take photos and thumbprints to produce program ID's for guests, and for security reasons, if necessary. By entering this program, you give your consent to this. If you do not have a California State ID the MH Staff will assist you in acquiring an ID with in the first few days after enrollment. A photo ID of some sort is required to receive a bath towel and is also used when waiting in the dinner line. 11.To promote a healthy and clean environment, all guests are required to shower the day they enter the program. Guests must also submit any clothing/bedding items for laundry the day they enter the program. Guests are then expected to maintain their hygiene(including changing into clean clothes when possible), laundry once a week and showering at least twice a week. 12.Every guest will be assigned a laundry day. Guests will be expected to bag their dirty clothes and bundle their bedding on this day to help streamline laundry services. Laundry should be submitted to staff for cleaning by 9:00 AM on this day. 13. Every guest is allowed 1 indoor bin and 1 outdoor rolling bin. Rolling bins are accessible only during the designated and posted times. Trash and recycling may not be brought onto the property. For the protection of guests' items, no liquids for open food can be stored in any bin. Guests may only use the bins assigned to them by staff. 14.Guests are expected to straighten their beds when not in use, and are restricted to no more than 2 personal bags on the bed. Water is allowed in the dorms but no open or perishable food or other liquid drinks may be brought to the bed area at any time. 1-2 pairs of shoes may be stored under the bed but no additional personal items may be kept behind, under or in the aisles next to your bed. No barriers of any kind may be raised without explicit permission from management team. 73 of 79 15.Ail prescription medication must be recorded with MH Staff at Intake and stored in your indoor lockable storage in its original labeled container. Clients are encouraged to lock these containers to ensure secure storage of medication. Pills or medication NOT matching the original labeled container may be confiscated. No medicinal marijuana will be allowed indoors at any time. Medical marijuana may only be stored in your outdoor bin with a valid Medicinal Use Card and must be 8 oz. or less. 16.Smoking of tobacco is permitted in the smoking area only. No drugs, paraphernalia, alcohol, or marijuana (recreational or medicinal) will be permitted in or around the shelter. Anything containing cannabis or THC (without a prescription) will be considered contraband. 17.This shelter incorporates closed-circuit surveillance cameras as part of its security system.These cameras are in almost every area except the restrooms. The footage captured is used only for in-house safety and security purposes and is not shared with the general public. By signing this document, you consent to this. 18.Attend resident meetings and contribute to the community. 19.All guests are expected to be Good Neighbors of the community in which they are served, and have an obligation to comply with all state and local laws and/ or ordinances and behave in a courteous manner at all times. Complaints from residents, business owners, or public officials may result in expulsion from Mercy House Programs. 20. In order to remain Good Neighbors, all guests are expected to use the provided shuttles for transportation on to and off of the property. We practice a strict no-walk-up policy. Guests are expected to remain on the property at all times unless when leaving for the day. All guests are allotted one exit and one entry per day, including guests who drive their own personal vehicles (unless under approved special circumstances). Violation of this expectation may result in an immediate exit. 21.Guest vehicles may be parked on public property and at owner's own risk. All Huntington Beach Municipal Codes, California Vehicle Codes and County of Orange Codes must be obeyed or are subject to fines and/or towing. A valid license and insurance are required. RV's (Recreational Vehicles) are not permitted on-site. Guests with bicycles must use the bicycle racks on the shuttle buses, and allow Mercy House drivers to secure them on the rack. Guests are only allowed one bike per person, and are not allowed to store spare bike parts unless they fit in the outdoor bin. All bicycles brought on property must be registered and photographed. 22.There is a women's section and a men's section for sleeping. Please respect the privacy of others. Only one person will be permitted at a time to use the All-Gender Restroom, regardless of relationship or marital status. 23.Guests are expected to respect the rest and sleep of their neighbors. When lights are off, indoor voices should be used to limit distractions and not disturb their rest. Likewise, guests are not 74 of 79 allowed to use bright lights or play music/watch video with sound in the dorms after lights out. 24.Although we respect everyone's right to privacy, we reserve the right to pat down and search all persons as a precaution against any potential security risks. Items considered contraband may be confiscated and/or destroyed. Guests will always need to be searched any time they access their outside bins, bikes or vehicles. 25.Approved pets, service animals and companion animals will only be allowed into the program with explicit permission given by program management team. All pet owners must agree to and follow the guidelines provided in the Animal Expectations, which is a separate document that will be given upon entry of the animal into the shelter. 26. Neither Mercy House nor any of its vendors are in any way responsible or liable for lost, stolen, or damaged items that guests bring onto premises. Guests are encouraged to keep valuable items close and guarded, and are asked to turn in found items to the staff at the front desk. We advise that those who choose to use the supplied charging stations to have their electronics clearly marked and/or customized for easy identification. Guests may only charge their electronics at the approved charging stations, and may not remain at the station for any extended amount of time. 27.Cash is never to be given to Staff, Volunteers, or Interns at ANY time. 28.It is our desire to never deny shelter or services to our guests, however, in the case that behavior becomes a health and safety risk Shelter Management can expel/prevent any guests from staying at the shelter. Any conflicts between guests should be brought to the attention of the staff immediately. Any guests who are asked to exit will have 7 days (one week) to pick up any items left on-site. Guests must call and speak to a site leader to schedule a pickup. 29.Any guest that does not follow these expectations is jeopardizing their ability to accomplish their housing plan and may be exited from the shelter. Because everyone can make a mistake, when an expectation is not met, staff will clarify any misunderstanding of the expectation and discuss ways that each guest can avoid further violations. If the violations continue Mercy House staff and the guest will meet and create an action plan to support the client to get back on track with their housing plan and meeting these expectations. Guests who have five action plans and continue to violate these expectations will be exited from the shelter. As a result of initialing these expectations and signing this form, I understand that expectations, health and safety policies may change as necessary and that I will be informed of these changes and I am required to abide by these amended policies. I have read the above and agree to follow the Shelter Expectations. 75 of 79 Name (please print): Signature: Date: 76 of 79 ATTACHMENT"C": VOLUNTEER POLICIES 77 of 79 Emergency Shelter Volunteer Policies 1. Each volunteer must maintain a firm commitment to professional conduct. Volunteers of the Emergency Shelter are expected to maintain the highest level of moral, ethical, and professional conduct while at the site. Volunteers will not engage in verbal abuse, inappropriate jokes and stories, and or any type of inappropriate interaction with Emergency Shelter staff or clients. 2. Relationships with Clients.Volunteers are prohibited from developing dual relationships with any clients they meet through their volunteer involvement at the Emergency Shelter. Examples of dual relationships include (but are not limited to) a volunteer entering into a business, romantic, or sexual relationship with a client. Soliciting clients for your business is strictly prohibited. Volunteers are not allowed to be named as having authority to make decisions for a client under any type of power of attorney or other legal procedure. 3. Food and Other Substances.Volunteers will not consume any food items or drinks supplied by the Emergency Shelter while volunteering. Food and drinks are purchased solely for the consumption of the homeless clients. Volunteers must also commit to not consuming any type of illicit drugs on the property while volunteering. Volunteers who appear to be under the influence of any substance that impedes their ability to perform their duties safely and efficiently may be turned away. 4. Discrimination. Volunteers will not discriminate against any client. They will not judge an individual based on their race, disability, religious preference, sexual orientation, color, age, veteran status, citizenship, ancestry, national origin or gender. 5. Volunteer Boundaries. Volunteers are not permitted to loan or give money to clients, should not meet with clients outside of the Emergency Shelter without permission from program staff,and are not allowed to drive clients in their vehicles. 6. Commitment. The Emergency Shelter is reliant upon the work of volunteers. This commitment should be taken seriously. If a volunteer misses a shift without removing themselves from the schedule and giving notice, the volunteer may be limited or restricted from volunteering. 78 of 79 COVID-19 Specific Volunteer Policies To maximize safety and minimize risk of exposure for volunteers and shelter residents Mercy House will be implementing the following policies and procedures around volunteering in our shelter programs. Prevent the spread of COVID-19 • Social distancing must be maintained for all volunteer groups. • Masks will be provided to volunteers and will be required while volunteering. • Volunteers will complete a health screening prior to starting their volunteer shift. This screening will include a temperature check and an assessment for symptoms of COVID-19. • Volunteers during this time will be asked to select a primary shelter to volunteer with. Should a volunteer want to change the site they volunteer with they will be asked to wait14 days from their last shift to change to a different location. • The size of volunteer groups serving at shelters will be limited based on the size of the shelter. For shelters with capacity under 100, volunteer groups will be limited to at most 5 volunteers. For shelters with capacity of 100 or larger,groups will be limited to at most 10 volunteers What happens if a person shows symptoms of COVID-19 • If volunteers are symptomatic or have a temperature higher than 100.3F they will be asked to stay home, and not return to volunteer for at least 14 days. If a symptomatic volunteer is a part of a group,the group members who have had contact will that volunteer will also be asked to refrain from volunteering for 14 days. • Volunteers will be asked to notify Mercy House if they test positive for COVID-19. • In the case that a site has a positive test for COVID-19 among either clients or staff,volunteer opportunities will be placed on hold for 14 days. What If I'm at high risk due to COVID-19 • Volunteers who are 65 or older or are immunocom promised will be asked to find alternative spaces to volunteer with Mercy House for the time being. Please contact XXXXX at 714-836-7188 xXXX to explore opportunities. 79 of 79 EXHIBIT E MERCY HOUSE BUDGET Administrative Costs-15% Total Admin Costs $ 385,000.00 Program Manager $ 55,000.00 Leasing Agent $ - Site Leaders $ 136,800.00 Housing Navigation Team $ 250,000.00 Overnight Logistics Coordinators $ 180,000.00 Call Center/Intake Specialist $ 25,000.00 Logistics Staff $ 381,000.00 Total Program Salaries $ 1,027,800.00 ep acement Keserves(furniture,bedding, $ 12,000.00 Utilities $ 35,000.00 Maintenance/Landscape $ 8,000.00 Security Guards $ 650,000.00 Supplies $ 60,000.00 Pet Care $ 36,000.00 Meals,Snacks and Beverages $ 381,060.00 Shuttle Leases $ 45,000.00 Drivers $ 230,000.00 Gas and Repairs $ 90,000.00 Total Program/Facility Costs $ 1,547,060.00 Recommend Contingency Fund $ 200,000.00 A. hourly Rate Payment Schedule CONSULTANT'S fees for services shall be based upon the CONSULTANTS proposal Addendum and Management Operations and Public Safety Plan attached hereto as Exhibit A. B. Travel Charges for time during travel are not reimbursable. C. Billing 1. All billing shall be done monthly in fifteen(15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. I Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement;and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the wort: performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Payment Schedule(Fixed Fee Payment) I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product,CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Anv dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. - l�Err�v- s�xlr) City of Huntington Beach aura File #: 20-1799 MEETING DATE: 8/3/2020 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Oliver Chi, City Manager PREPARED BY: Ursula Luna-Reynosa,Director of Community Development Subiect: Authorize and direct the City Manager to take the following actions needed to begin operating an expanded 174-bed shelter facility at the Cameron Lane / Beach Boulevard site effective the first week of November 2020: (1) execution of a homeless shelter operator contract with Mercy House with a first year cost of $2,596,240 (utilizing CDBG, SB2, and COVID-19 response funds); (2) expenditures in an amount not to exceed $2,220,000 for site work / FF&E costs related to expanding the Cameron Lane / Beach Boulevard shelter (utilizing COVID-19 response funds); (3) execute a ground lease agreement in.an amount not to exceed $120,000 for accelerated use of 17642 Beach Boulevard (utilizing COVID-19 response funds); and (4) allocation of$3,214,035 in housing funds for acquisition of 17642 Beach Boulevard (utilizing Low-Moderate Income Housing Asset Funds) *See s�Js+ewj tD # 5Z101(059 Statement of Issue: On April 20, 2020 the City Council took action to work in partnership with the County of Orange (the "County") to stand-up and operate a 75-bed shelter facility in Huntington Beach on the Cameron site. As part of that partnership project, the City would allow the County to use the Cameron site (which is being acquired by the City), and the County would construct (and eventually transfer to City ownership) a 75-bed shelter facility. Since that time, several developments have created an opportunity to accelerate and expand the process by which the City would begin operating the proposed shelter facility. Based on current developments, it is now possible for the City to begin operating a 174-bed shelter facility starting on Monday, November 2, 2020. Financial Impact: The City currently has restricted funding in the following amounts available for use towards establishment and operation of the 174-bed shelter facility: City of Huntington Beach Page 1 of 5 Printed on 7/30/2020 powere?a5A LegistarTM File #: 20-1799 MEETING DATE: 8/3/2020 Source Available Funds Notes COVID-19 Funds-State&County $ 4,206,214 Available for homeless+COVID response CDBG Funds $ 1,500,000 Programmed for Mercy House service contract SB2 Funds $ 550,000 Programmed for Mercy House service contract iLMIHAF Funds I $ 5,250,000 Available for purchasing Beach Site Based on the available funding amounts, the proposed expenditure plan staff is recommending for authorization is as follows: COVID-19 Funds Expenditure Plan COVID-19 Funds Available $ 4,206,214 COVID-19 Funds Expenditure Plan 174-Bed Shelter Site Development $ 2,220,000 Mercy House Operations Contract $ 550,000 Beach Site Shelter Ground Lease $ 120,000 FEMA Reimbursement Match $ 1,185,214 Enhanced Beach Restroom Cleaning $ 30,000 Enhanced Central Park Trash Clean-Up $ 40,000 Enhanced Park Restroom Cleaning $ 36,000 Enhanced Downtown Pressure Washing $ 25,000 TOTAL $ 4,206,214 174-Bed Shelter Facility Establishment Costs* 174-Bed Shelter Facility Establishment Costs SPRUNG Extension $ 275,000 Restroom/Shower Facilities $ 350,000 Off-Site Improvements $ 550,000 Trailers+Refurbishment $ 375,000 FFEs $ 300,000 Contingency(20%) $ 370,000 TOTAL $ 2,220,000 * Of note, the identified costs comprise City expenses to expand the shelter facility capacity from 75-beds to 174-beds. Also of note, Orange County is facilitating this project by coordinating and absorbing all costs associated with the on-site, utility, shelter installation, and associated development costs for the entire 174-bed shelter facility. City of Huntington Beach Page 2 of 5 Printed on 7/30/2020 powere35t(4 LegistarTM File #: 20-1799 MEETING DATE: 8/3/2020 Mercy House Operating Contract Mercy House Funding CDBG $ 1,500,000 SB2 $ 550,000 COVID-19 Funds $ 550,000 TOTAL $ 2,600,000 Mercy House Operating Budget-Year 1 Shelter Opeations $ 1,774,698 Security Cost $ 433,333 FF&E $ 152,187 Yr. 1 Contingency(10%) $ 236,022 TOTAL $ 2,596,240 Beach Site Acquisition* Beach Site Acquisition Funds LMIHAF Funds Available $ 5,250,000 TOTAL AVAILABLE $ 5,250,000 Beach Site Acquisition Cost Property Acquisition Cost $ 3,214,035 MAX TOTAL NEEDED $ 3,214,035 * Of note, based on environmental findings at the Beach site, staff would negotiate an appropriate purchase price credit, and the $3.2 M acquisition cost is the maximum expenditure amount that could be needed. Recommended Action: Authorize and direct the City Manager to take the following actions to begin operating an expanded 174-bed shelter facility at the Cameron Lane / Beach Boulevard site effective November 2, 2020: (1) Execution of a homeless shelter operator contract with Mercy House with a first year cost of $2,596,240 (utilizing CDBG, SB2, and COVID-19 response funds); and, (2) Expenditures in an amount not to exceed $2,220,000 for site work / FF&E costs related to expanding the Cameron Lane / Beach Boulevard shelter (utilizing COVID-19 response funds); and, (3) Execute a ground lease agreement in an amount not to exceed $120,000 for accelerated use of +SEE 5-1�PAV-,prrE F I LE City of Huntington Beach Page 3 of 5 Printed on 7/30/2020 powered LegistarT1A File #: 20-1799 TWEETING DATE: 8/3/2020 17642 Beach Boulevard (utilizing COVID-19 response funds); and, (4) Allocation of$3,214,035 in housing funds for acquisition of 17642 Beach Boulevard (utilizing Low- Moderate Income Housing Asset Funds). Alternative Action(s): Do not authorize the recommended actions and provide staff with additional direction. Analysis: On April 20, 2020 the City Council approved an agreement with the County of Orange (the "County") to stand-up and operate a 75-bed shelter facility in Huntington Beach on the Cameron site. As part of that partnership project, the City would allow the County to use the Cameron site (which is being acquired by the City), and the County would construct (and eventually transfer to City ownership) a 75-bed shelter facility. Since that time, several new developments have created an opportunity to accelerate and expand the process by which the City would begin operating the proposed shelter facility. Based on the current situation, it is now possible for the City to begin operating a 174-bed shelter facility starting on Monday, November 2, 2020. This new opportunity has been made possible due in part to the fact that the City has received an infusion of restricted COVID-19 funding (in a total amount of$4,206,214) that can be used to aid in our homeless response efforts. Those restricted dollars can fund an expansion of the original 75-bed shelter into a 174-bed facility. Of note, by establishing a 174-bed facility, the City will have shelter bed capacity for 60% of our unsheltered homeless population, which is the standard that has been established by the Federal Courts in Orange County for those local agencies that aim to begin enforcing their quality of life regulations. Additionally, after extensive discussions with the County, the City will be allowed to begin operating and using the expanded 174-bed shelter as soon as it becomes operational, provided that the City's shelter operator take on the responsibility effective day 1. Given the advance work coordinated by staff, we have followed our procurement processes and identified Mercy House as the City's homeless shelter operator. After extensive discussions, assuming City Council authorization of their service contract tonight, Mercy House has agreed to begin operating the City's 174-bed shelter effective Monday, November 2, 2020. Finally, the expansion of the shelter is made possible so long as the City procures access to the property adjacent to the Cameron site, which is referred to as 17642 Beach Boulevard (Beach site). As the City Council may recall, on February 17, 2020, the City Council authorized the acquisition of the Cameron site. As part of that action, the City also procured an option to purchase Beach site. For tax purposes, the seller does not want to sell the Beach site until 2021. In advance of that action, a ground lease to utilize the Beach site can be procured, for a total amount not to exceed $120,000. By consummating a ground lease to begin using the Beach site immediately, coupled with the other actions contemplated in this request, it will be possible to have the expanded 174-bed shelter constructed and operational by November 2, 2020. City of Huntington Beach Page 4 of 5 Printed on 7/30/2020 powereaeoV LegistarTM File #: 20-1799 MEETING DATE: 8/3/2020 Of note, staff has been working with consulting firm EEC Environmental to perform requisite environmental due diligence as part of the possible acquisition of the Cameron site and the Beach site. While both sites do have soil contamination present (including pesticides, arsenic, lead, and hexavalent chromium), after extensive testing and analysis, the Orange County Health Care Agency has issued findings deeming it safe to operate a shelter facility on the site, so long as an asphalt pavement cover is placed over the soil. Further, staff has performed a comprehensive assessment of the feasibility of utilizing the properties for a proposed future affordable housing project in light of the contaminants found. That analysis has determined that the soil contamination will not prevent a future housing project from occurring on the combined Cameron / Beach properties. Environmental Status: A ground lease of the Beach site is exempt in accordance with Section 15061(b)(3) of the California Environmental Quality Act ("CEQA") Guidelines as the lease will not cause a significant effect on the environment. A future project contemplating the residential development of affordable housing may be exempt in accordance with Section 15194 subject to requirements listed in Sections 15192 and 15194 of the CEQA Guidelines. Such environmental analysis will be conducted once an application is submitted and a project description is defined. Strategic Plan Goal: Non-Applicable - Administrative Item Attachments: 1. 174-Bed Shelter Site Plan City of Huntington Beach Page 5 of 5 Printed on 7/30/2020 powereaQ2j LegistarT'1 City Council/ ACTION AGENDA August 3, 2020 Public Financing Authority ADMINISTRATIVE ITEMS 21. 20-1768 Adopted Resolution No. 2020-53 amending the current Uniform Bail Schedule for Parking Violations; and, approved for introduction Ordinance No. 4218 amending Huntington Beach Municipal Code Chapters 10.50 and 10.52 relating to City Pay Parking Lots and Off-Street City Parking Lots Recommended Action: A) Adopt Resolution No. 2020-53, "A Resolution of the City Council of the City of Huntington Beach Adopting an Amended Uniform Bail Schedule for Parking Violations," based on the recommended amended bail schedule with proposed existing City of Huntington Beach Municipal Codes; and, B) Approve for introduction Ordinance No. 4218, "An Ordinance of the City of Huntington Beach Amending Huntington Beach Municipal Code Chapters 10.50 and 10.52 Relating to City Pay Parking Lots and Off-Street Lots." Approved 6-0-1 (Peterson absent) as amended by Supplemental Communication 22. 20 1799 Authorized and directed the City Manager to take the following actions needed to begin operating an expanded 174-bed shelter facility at the Cameron Lane / Beach Boulevard site effective the first week of November 2020: (1) execution of a homeless shelter operator contract with Mercy House with a first year cost of $2,596,240 (utilizing CDBG, S132, and COVID-19 response funds); (2) expenditures in an amount not to exceed $2,220,000 for site work / FF&E costs related to expanding the Cameron Lane / Beach Boulevard shelter (utilizing COVID-19 response funds); (3) execute a ground lease agreement in an amount not to exceed $120,000 for accelerated use of 17642 Beach Boulevard (utilizing COVID-19 response funds); and (4) allocation of $3,214,035 in housing funds for acquisition of 17642 Beach Boulevard (utilizing Low-Moderate Income Housing Asset Funds) Recommended Action: Authorize and direct the City Manager to take the following actions to begin operating an expanded 174-bed shelter facility at the Cameron Lane / Beach Boulevard site effective November 2, 2020: (1) Execution of a homeless shelter operator contract with Mercy House with a first year cost of $2,596,240 (utilizing CDBG, SB2, and COVID-19 response funds); and, City Council/ ACTION AGENDA August 3, 2020 Public Financing Authority (2) Expenditures in an amount not to exceed $2,220,000 for site work / FF&E costs related to expanding the Cameron Lane / Beach Boulevard shelter (utilizing COVID-19 response funds); and, (3)* Execute a ground lease agreement in an amount not to exceed $120,000 for accelerated use of 17642 Beach Boulevard (utilizing COVID-19 response funds); and, (4) Allocation of $3,214,035 in housing funds for acquisition of 17642 Beach Boulevard (utilizing Low-Moderate Income Housing Asset Funds). Approved 6-0-1 (Peterson absent) as amended by Supplemental Communication 23. 20-1810 Approved temporary closure of the third block of Main Street to vehicular traffic to permit restaurants and select retail to serve patrons in the public right-of-way Recommended Action: Authorize the City Manager to temporarily close the third block of Main Street. Approved 6-0-1 (Peterson absent) COUNCILMEMBER ITEMS 24. 20-1803 Item submitted by Councilmember Posey Approved - Coordinate a Study Session to review the City's Park Development Efforts between Fiscal Years 2014-15 to 2019-20, including a review of the City's Parkland Acquisition and Park Facilities Development Impact Fee Recommended Action: I recommend the City Council direct the City Manager to schedule a Study Session and present an overview of the City's park development efforts from 2014 to 2020. This overview should also include a corresponding assessment of the use and current fund balance of the City's Parkland Acquisition and Park Facilities Development Impact Fee. Approved 6-0-1 (Peterson absent) COUNCILMEMBER COMMENTS (Not Agendized) — Posey, Semeta ADJOURNMENT—at 10:15 PM in memory of USMC soldiers who died in a recent training accident The next regularly scheduled meeting of the Huntington Beach City Council/Public Financing Authority is Tuesday, September 8, 2020 at 4:00 PM in the Civic Center Council Chambers, 2000 Main Street, Huntington Beach, California. INTERNET ACCESS TO CITY COUNCIL/PUBLIC FINANCING AUTHORITY AGENDA AND STAFF REPORT MATERIAL IS AVAILABLE PRIOR TO CITY COUNCIL MEETINGS AT: http://www.huntingtonbeachca.gov j \ z ( < jz � \ \ 3 § _ V ~ ® co j ° / ` \ \ ° % $) \ \/ ISo� Ld R \ ) 3 e � ;e # az >>% Of } / w $ L2,j 3 2 I=o,± \ £ 2 z LL)LLj%\ §/\�§ \ LIj �) 0< 3\ 524 $/ <z c \/ \ } }` 5§ \�/2 ( 7) E$ \ o F- \ § \} /\ \ ( a= so @ r e z = e , N N u]m o F ---- — � -- — -- —� -- r; ------ ------------m- §| z - } i /< /§ , , e }/ §! §( R- \ \ \\ \ Z z ba \ ( / C \ . . }$ « \ 2/ &/ i \ c : z ) » » a ) / \ \ \ e _ / � \ « _ . 7 Z \ ------------- < ` ` ° c�8 HOV98 <\�« < zs=, [ z d / 66 YiG u < Do _ <R/- Lj �� Q\\\\ r \/ o \ - ) ( k (Lo \ § uj ��\ Switzer, Donna From: Fikes, Cathy Sent: Friday,July 31, 2020 3:00 PM To: Agenda Alerts Subject: FW: Homeless Shelter From: Imwater<Imwater@yahoo.com> Sent: Friday,July 31,2020 2:00 PM To:CITY COUNCIL<city.council@surfcity-hb.org> Subject: RE: Homeless Shelter please include this I. Mondays city council public comments. Sent from Samsung tablet. -------- Original message -------- From: Imwater<lmwater@3Lghoo.com> Date: 7/31/20 11:59 AM(GMT-08:00) To: city.council2surfci -hb.or Subject: Homeless Shelter Well once again the funny business continues, while this Emergancy Shelter was tabled as said for Two Weeks it is not on the Agends. How do you think that is going to go over ? let me tell you How, we have endured the many lies deceptions and weekly changes about the purpose and use of the Camaron Lane property. All these missdirections are only adding to the mistrust in our elected officials. Our memories will not fade and there will be a price to pay in the elections. Please explain How and Why this was excluded from the Agenda I am indeed of a Good Story. Hope you all listened to KFI this morning when this was aired that only opens up your exposure. Good Day Larry McNeely SUPPLEMENTAL COMMUNICATION Sent from Samsung tablet. MeeBng Dato• oS�U���yz� Agenda Item No.* a� raft w 364 Switzer, Donna From: Fikes, Cathy Sent: Friday,July 31, 2020 3:29 PM To: Agenda Alerts Subject: FW: Cameron Ln Navigation Center Item 20-1799 SUPPLEMENTAL From: Donna Dillon <donnadillon214@aol.com> GC)MMUNICATION Sent: Friday,July 31,2020 3:21 PM M8efin9 Date' vZUb /-W-1-90 To:Semeta, Lyn<Lyn.Semeta@surfcity-hb.org> Cc: Fikes, Cathy<CFikes@surfcity-hb.org> Subject: Cameron Ln Navigation Center Item 20-1799 Agenda Rom NW Honorable Mayor Semeta, As you know,the growing homeless population creates a health,safety, and humanitarian crisis in our city. Sadly, I know solutions have been explored over a number of years,with seemingly little progress. I urge you to support the approval of the 11 steps toward a permanent navigation center on Cameron Lane. However, I ask you to still consider a temporary emergency shelter somewhere within our city so our ordinances can be enforced by HBPD. At the last council meeting, I heard a number of council members request further information from our city manager about Cameron Lane and an interim emergency shelter. I believed this was the impetus for Council Member Posey's motion (and council's approval)to table Council Member Peterson's motion for a temporary emergency shelter. Were your and council's requests satisfied via direct communication from the city manager's office? I don't see Council Member Peterson's Measure H proposal or any other discussion of an interim emergency shelter on the 8/3/20 agenda. Again, I urge you to support the Cameron Lane navigation center but please ask City Manager Chi these questions before the interim emergency shelter proposal is disregarded. 1. What type of construction will be erected at Cameron Lane for use in November? a. Is this a 174 bed permanent structure? 2. Does the soil analysis report require soil remediation before construction begins? a. Is November 2020 a realistic opening date? 3. Have the residents and property owners near Cameron Lane been notified of the City's intentions? 4. Did you explore other city properties besides the City Yard on Gothard St for a interim emergency shelter? Additionally, during the discussion of a temporary emergency shelter at July council meeting,a few council members expressed concern about spending money and human resources unnecessarily on a temporary emergency shelter if Cameron Lane navigation center is approved. Please consider the amount of money and human resources ( POA wages) that are spent needlessly confronting the same homeless individuals over and over only to have them ( homeless) return to the same behavior within hours. Imagine the savings to the City if our Homeless Task Force and HBPD were able to offer a shelter to the homeless and/or enforcement of the anti-camping/loitering ordinances.Our city resources would not be spent revisiting the same homeless individuals over and over and over and. . . We agree we need a navigation center to help our homeless population. We also need an interim emergency shelter now. Let's not be saying in January that we've been working on this issue for 6 years. Thank you for your attention. 1 365 Respectfully, Donna DiCCon donnadillon214@aol.com 22102 Jonesport Ln Huntington Beach,CA 92646 2 366 • S/3/2020 Cameron / Beach Site Establishing An Operational 174-Bed Shelter Facility By November 2020 City Council Meeting August 3, 2020 I. KHUNTINGTON BEACH Discussion Items • Project background/context • Execution of a homeless shelter operator contract with Mercy House ? • Authorization of expenditures for a 174-bed shelter/site improvements • Execution of a ground lease for accelerated use of 17642 Beach Blvd. •Allocation of funds to complete acquisition of 17642 Beach Blvd. SUPPLkIVILISITAL COMMUNICATION J Mledng Date: • 1 Agenda Item No.• '2*2' • 8/3/2020 City Has Been Refining Our Homeless Response Since Late 2013 • In late 2013,the City began to seriously assess homeless _ related issues in HB —At the time,the Police Department identified 130-150 homeless persons in the City in October 2013 • 2014/15 saw the creation of our initial homeless response team —An ancillary team of officers was put together to address homeless related issues,including the provision of services to those in need —As part of that effort,the City developed relationships with several non-profit organizations,including Coast-to-Coast,to assist in our homeless response —In September 2015,the City assigned Officer Ricci as our first full-time officer dedicated to homeless response —A second full-time officer was added to the homeless response team in January 2016,with the appointment of Officer Schloss to the role 3 Effort Has Continued With Additional Resources Allocated Over The Years •The City has invested in adding case managers to our team to provide enhanced social services support — In November 2015,the City hired Catherine Lukehart as our first homeless services coordinator to bolster our ability to provide services and connect homeless individuals with available resources — In November 2016,the City hired our first homeless outreach case manager — In 2018,the City added resources to hire two additional homeless outreach case managers •Today,the City has 6 staff fully dedicated as our Homeless Outreach Team/Task Force — Ian MacLeith,Police Officer — Urian Mungle,Police Officer —Catherine Lukehart,Homeless Outreach Coordinator — Kristy Conway,Homeless Outreach Case Manager — Lisa Roberts,Homeless Outreach Case Manager —Hayley Yantorn,Homeless Outreach Case Manager a • 2 • 8/3/2020 Homeless Situation Has Become More Acute Throughout OC In Recent Years • Orange County is broken up into 3 Service Planning Areas(SPAs)for homeless coordination purposes — Per the 2019 Point-in-Time(PIT)count,there are 6,860 total homeless individuals in Orange County • North SPA:2,765 persons •Central SPA:3,332 persons •South SPA:763 persons • HB is located in the Central SPA,which includes 8 other cities+the County —As of the 2019 Point-in-Time Count,there are 3,332 homeless individuals in the Central SPA —Huntington Beach was identified to have 289 unsheltered homeless individuals —This constitutes a 143%increase over the 199 unsheltered homeless individuals that were counted in 2017 • ug individuals were counted as unsheltered 289 individuals were counted as unsheltered /homeless in Huntington Beach in 203.7 /homeless in Huntington Beach in 2019 • 97%were over the age of 24 This constitutes a 3.43%increase in our unsheltered/homeless population in 2- years 6 Without A Shelter, Legal Issues Preclude Us From Enforcing Quality Of Life Rules • In recent years,the State and the courts LEGAL ISSUES COMPLICATE have enacted rules which make addressing 0 o CITY RESPONSE homelessness challenging —Our goal at the City is always to first offer help to those experiencing homelessness Two major legal issues complicate — However,for those that don't want help,the how Huntington Beach can respond to City's intention is to be able to enforce our local this challenge anti-camping/anti-loitering rules and regulations •Martin v.City of Boise'Court:Cities can't prosecute people for sleeping on streets'(AP-Sept 4,2018) U.S.Federal Court rules that cities have limited ability to enforce anti- • Rules regarding enforcement have been camping lows unless they are able to offer nighttime beds for outlined via the 91h Circuit Court case vulnerable citizens. Martin v City of Boise,and through Orange county Federal Judge David 0.Carter determinations made by Orange County °Established the requirements under the Martin v.Boise case for Orange County.Said cities must hove.-,.liable shelter beds for 60%of their Federal Judge David O.Carter homeless population-as many as174 beds per night inHS-before they con enforce anti-camping and anti-vagrancy ordinances. 6 • 3 • 8/3/2020 City Has Considered 35 Different Sites For A Local Shelter • During the past several years,the City has assessed 35 different sites for locating a shelter,with serious consideration given to 6 properties 1. April 2019:5770 Research Drive 2. May 2019:15311 Pipeline Lane 3. July 2019:17712 Crabb Lane 4. August 2019:17881 Beach Boulevard(Al's Woodcraft) 5. December 2019:17371 Gothard Street(City Corporation Yard) 6. April 2020:17361 Cameron Lane/17642 Beach Boulevard p Cameron&Beach Site Original Cameron/ Beach Shelter Project Overview • City entered into an agreement with Orange County to stand up a shelter on just the Cameron site on April 20,2020 —The City has been working to acquire the Cameron site for a permanent supportive housing project,to take place within—5 years — Per the agreement with the County,they would pay to stand up a 75-bed emergency shelter facility —After the Governor's COVID-19 Executive Order was lifted,the shelter facility would be turned over to the City for our exclusive use —At the time,we thought that the facility could be stood up in approximately 8-10 weeks,and that the County would be running the shelter by June/July 2020 •Several issues have combined to create a delay in getting the Cameron facility up and running —Push by City to have the Cameron shelter be designed and built with longer-term operations in mind —Site design analysis,given that COVID-19 homeless services protocols have reduced maximum capacity of the Cameron shelter —Ongoing discussions with Judge Carter/OC Catholic Workers regarding requirements for possible Consent Decree protections —County construction procurement timelines have extended a bit beyond initial projections —Environmental testing/mitigation for the Cameron site —A possible expansion of the facility,which would have a larger facility constructed on both the Cameron and Beach parcels 8 • 4 • 8/3/2020 Importance Of Establishing A 174-Bed Shelter In HB • In order to enforce local quality of life regulations in HB,free from the pressures of possible external litigation,a 174-bed shelter would be needed —Judge Carter has developed a mechanism whereby jurisdictions with shelter beds for 60%of their unsheltered homeless population have been allowed to begin enforcing their quality of life regulations — Local entities that have signed-on to the program include: •Orange County •Anaheim •Santa Ana •Tustin • Costa Mesa • Fullerton • Placentia • Buena Park •Stanton • Bellflower • Given that our current official unsheltered population is 289 persons,HB needs 174 beds to meet the 60% threshold 9 Importance Of Establishing Thu 73C20205.00W A 174-Bed Shelter In HB 5 Jim Smith<jsmith@jamsadccom> { HB Shelter T. a,oc etaufi w,JWWt message on7MIZO207.19PM. • '..l do feel very confident that the suggestion that the existence of+-40 beds would allow Oliver, In our telephone conversation this afternoon you indicated there was some support enforcement to proceed without immediate for a plan whereby the City of Huntington Beach would create+-40 low barrier shelter and substantial well grounded opposition is beds and then be able to commence enforcement of its anti-camping anti-loitering unfounded..." ordinances. The 2019 PIT count for HB,as I recall,was 289. Boise,literally read,requires at least 1 bed for each homeless person before such enforcement can commence. Judge Carter, based on his experience with other homeless populations,has chosen to interpret Boise so • "I don't have a crystal ball,but I will bet the as to allow enforcement when a jurisdiction has available a a number of beds not less than farm that such action would precipitate an 60%of the PIT count,or,in the case of Huntington Beach,not less than 179 beds. immediate application for a temporary As I've indicated on several occasions,I do not speak for the Court,but I do feel very confident that the suggestion that the existence of+-40 beds would allow enforcement to restraining order,which would be granted, proceed without immediate and substantial well grounded opposition is unfounded in any thereby halting any enforcement." rational interpretation of the applicable law as announced in Boise. I don't have a crystal ball,but I will bet the farm that such action would precipitate an immediate application for a temporary restraining order,which would be granted, thereby halting any enforcement. Furthermore,if the City opposed the application for a • "1 sincerely hope that Huntington Beach does TRO there would be substantial attorney fees expended in what would be a failed effort. not decide to implement such a flawed plan." I sincerely hope that Huntington Beach does not decide to implement such a flawed plan. Please let me know if you have any questions. Jim Smith to 0 5 • 8/3/2020 Expanded 174-Bed Shelter Possible With Both Cameron and Beach Parcels •The initial shelter on just the Cameron site could accommodate-75 shelter beds -In pre-coronavirus times,the structure planned for the Cameron site could have accommodated-174 shelter beds •Staff has worked out arrangements with the County to expand the shelter onto both the Cameron and Beach parcels, to facilitate a 174-bed shelter -County has agreed to size and install all mechanical equipment for the shelter(including HVAC,fire sprinkler system,and foundations) for the larger 174-bed shelter - In addition,the County will be performing all of the on-site,utility,shelter installation,and associated development costs for the expanded 174-bed shelter -The City would be responsible for purchasing the shelter expansion pieces,off-site improvements,expanded restroom/shower facilities,and FFEs for the facility - In total,the County is spending-$4 M to get the Cameron shelter developed,and they are now ready to begin construction •The County also plans to turn the Cameron facility over to the City as soon as it is constructed -We have discussed an arrangement with the County whereby the City would take over operation of the Cameron Shelter on day 1 with our shelter service provider - Based on discussions with Mercy House,we could be operational by the first week of November 2020 II � II I I' I II i I I' ]'N1DE CIENE AREA- I I I I I I ]'MDE OLEAR AREA I� I I' I '' 10'A10'SudcING AREA E0'XI91'EX'ANDEJ SPRJVC -- SfOPoAWATER OETEVIIDN S CT.RE(1)S 9EM) t SYSIEN (D RESIROOY/9HO 1RAILER MEA- I (OETNLS OY cCUNTY) I _ J -IIUNF!D'40"JOG HUN/JYEA l\ I I 174 Bed \ F:NRE 10'N0'DCC WASH AREA Shelter @ �.__ _✓� ° 12'X40'v eHVCL�RE { ' - I cOYENED DDT➢OE STNT Cameron & YAN EN E,�EG- , —RREAN AREA Beach Parcels 11 I IOA 11 L'_2�:C1C_=LLS t 4 u�I I 20 z]0 co�£aED O.:TDJJa )<' _ 4UA JJ I .cOVMdI AREA SHUTIIC ANU<RY I I(I. _ )i I SxumE� 71 I I SNUliL! _ RIM£A LEGEND GNMI(RAILER ?• —'— —✓ - I ti^x FR E I )DWMG/cd/I/tW AREA ANU N f I UR/Rf x/RNEN LAUNDRY AREA CONTNNF Ai YA)'blN' D BIxEJ ()�,u)u I I 9RMiPGE ANEA Rf B'>I�O' I NIX R� I �nr -r lNY.LLiWR•Il RAN IWf Wf41 BG1[H INN�AIIOR ClillBl CIJ6101 LANE Ott if RA.INPP La1 OC i1E 12 • 6 • 8/3/2020 Environmental Testing/ Mitigation For Cameron Site •As part of our due diligence for acquisition of the Cameron site,staff engaged EEC Environmental on March 18,2020,to prepare a Phase 1 environmental assessment of the property —Based on the preliminary soil contamination findings,staff had EEC Environmental take additional samples at 6 locations to determine horizontal and vertical delineation of the soil contaminants that were found • In addition,given the need to perform environmental remediation,staff worked to involve an oversite agency,which was eventually identified to be the Orange County Health Care Agency(OCHCA) — Under the oversight of OCHCA,additional random soil samples were taken in May on both the Cameron and Beach sites to perform additional testing and analysis — Based on those findings,an additional round of soil sampling and testing was performed as further due diligence •OCHCA was provided with all of our findings,and the regulatory agency deemed it safe to operate a shelter facility on the Cameron site,so long as an asphalt pavement cover was placed over the soil —Additional testing was performed last week on the Beach site,and based on sample results,the conditions were found to be consistent with,if not lower than,the Cameron property 13 rhealth CARE AGE CamMmqu¢ REGULATORYMEDICAL HEAL nmi.ii� ENVIRONMENTAL N 7v641-�atarc k Dglw of Sim CvvroNvMNv Caommw Mado•m Sue DeYcliovW Hv,oYlmy Smeve,Leml May n.MID 4emOM lelutl4utim (Midemid&ova) Cvoe Mmgum 1.v0 101 mS$ DTSC Ir-90 m4$ CofI nBo .aeaa aamcom+tlaa OCHCA Bmmw mBmm CA9 dN Boc��°® '6$ D1KHs°N° k30o vyN BOA 1.0 4.4 May 22, 2020 Hvb1w: w.sonm..dHm DDE 74e Bsl-_Mq e4$ H]-03 Be: Cammm la Fm,.m(AP41 TOE '�"d$ DTOC Ma 3r-330"p$ H]-0S IM31 Caanmise Letter Regarding x+pCOpAI1] COVCLUrgo.,'A�T IECO1 ,M.kno, Use Of Cameron BACCGBOUNM ot4,4 DOE Ionpbme aetlbeonM ebr mconedcite--n gL 11 vod m, Tbel'9mebe(Sbe)ba0.19 mampmN 4oem Nml bd-.6Bim4mOQOCA'a R'ciew'Oflbt urtama6d ONebwe.nil Lane for Shelter �mu°®`°". ��' W'Wn an`gW"W �,"m..>R.mI—W. n�,mpvmd.,atpoOm)'bibe.mm m:�,mermetw®yrmmm�Soil cuvamioOOmbovne.vum be4dbnmdit -me Cityofllm.,lmHmm WOyesrodlemeOcuv.AdSti®ldle sesvvmtmryYmbertgotWNmavpstoe;em. puvadWvibala,etm wmmeropmi0e oos.Bu be psyeltymmc'emt0omblBgro votlNlhie ASe0cyilbmeumycbaFio ebe FacilityOomelmm�mmMedbybeOmeode tveavd'm ieBrnmehwerod�daOEnimOimmom.em.n.siie.Aemem.B,.my Vemsma mMmb IL BDO.Imn4pcm i,wmd— &,I1 tmli—iomlblmvmmehem�OeO.bm•eA a o001Roco0o(P^R*IY. 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Heiltb Cme ASmey Dmid Ab=OCPub0c WI& DZ Bmuie,EEC 14 • 7 • 8/3/2020 Construction Timeline Driving Property Negotiation Process 1s Cameron Site Acquisition Nearing Completion, Beach Site Ground Lease Being Negotiated • Based on current dialogue with the property owners,staff is requesting formal City Council authorizations to secure site control of both the Cameron and Beach lots •We are finalizing negotiations for a credit against the current Cameron site purchase price of$3.2 M —The property owners are having their consultants analyze the City's assessments —While we could close on the Cameron site immediately at full price,negotiations are ongoing and we expect to receive a counter proposal early this week • Staff has simultaneously been negotiating a ground lease for use of the Beach site to facilitate the 174-bed shelter —Given the fluid nature of current discussions,staff is requesting authority to spend an amount not to exceed$120,000 for use towards procuring a ground lease for use of the Beach parcel —The ground lease discussions have blended into the property acquisition discussions,and to facilitate the transaction,staff is requesting the additional spending/negotiating authority now —Of note,the City has an existing option to purchase the Beach site for$3.2 M,however,for tax purposes,the property owners do not want to close escrow on the Beach site until 2021 at the earliest •Affordable housing dollars(former RDA funds)are being used to purchase both the Cameron and Beach sites 16 • 8 • 8/3/2020 Funding Overview—COVID-19 Monies Available •The City has received$4.2 Min restricted COVID-19 funds from the State/County for use towards our coronavirus response plans —In addition to homeless response activities,funds are also being reserved for enhanced cleaning operations and non-FEMA reimbursed COVID-19 costs COVID-19 Funds Expenditure Plan 174-Bed Shelter Site Development $ 2,220,000 Mercy House Operations Contract $ 550,000 Beach Site Shelter Ground Lease $ 120,000 FEMA Reimbursement Match $ 1,185,214 Enhanced Beach Restroom Cleaning $ 30,000 Enhanced Central Park Trash Clean-Up $ 40,000 Enhanced Park Restroom Cleaning $ 36,000 Enhanced Downtown Pressure Washing $ 25,000 TOTAL $ 4,206,214 17 Mercy House Operating Contract Expenditures • Utilizing a combination for restricted dollars received by the City,budgetary allocations to fund the Mercy House operating contract have been developed for consideration —Staff is requesting authorization to execute a multi-year service contract with Mercy House to operate our 174-bed shelter facility,with first year costs estimated to run$2.6 M —After extensive negotiations,Mercy House has agreed to begin operations at the City's shelter effective the first week of November 2020 Mercy House Funding CDBG $ 1500,000 SB2 $ 550,000 COVID-19 Funds $ 550,000 TOTAL $ 2,600,000 Mercy House Operating Budget Shelter Operations $ 1,774,698 Security Cost $ 433,333 FF&E $ 152,187 Yr.1 Contingency(109/6) $ 236,022 TOTAL $ 2,S96,240 38 . 9 • 8/3/2020 Proposed Shelter Establishment+Ground Lease Expenditures • Utilizing the additional COVID-19 funds received by the City,expenditure plans for establishment of the 174-bed shelter,along with a budgetary allocation for the Beach site ground lease,have been developed for consideration —Staff is requesting that the City Council authorize expenditures in an amount not to exceed$2.22 M for City costs towards establishing the 174-bed shelter — In addition,staff is requesting$120 K for costs associated with negotiating a ground lease for use of the Beach site 174-Bed Shelter Facility Establishment Costs SPRUNG Extension $ 275,000 Restroom/Shower Facilities $ 350,000 Off-Site Improvements $ 550,000 Trailers+Refurbishment $ 375,000 FFEs $ 300,000 Contingency(20%) $ 370,000 TOTAL $ 2,220,000 19 Allocation Of LMIHAF Funds For Acquisition Of Beach Parcel In 2021 •The City currently has—$5.25 M in Low-Moderate Income Housing Asset Funds(LMIHAF),which are former redevelopment housing dollars that have to be expended towards affordable housing projects — If funds are not utilized within certain timeframes,the dollars become classified as excess surplus funds and are subject to being taken back by the State • Staff is requesting that the City Council allocate$3.2 M in LMIHAF dollars for use towards acquiring the Beach parcel Beach Site Acquisition Funds LMIHAF Funds Available $ 5,250,000 TOTALAVAILABLE $ 5,250,000 Beach Site Acquisition Cost Property Acquisition Cost $ 3,214,035 MAXTOTALNEEDED $ 3,214,035 20 • 10 • 8/3/2020 Staff Recommendation Staff recommends that the City Council authorize and direct the City Manager to take the following actions to begin operating an expanded 174-bed shelter facility at the Cameron Lane/Beach Boulevard site effective the week of November 2,2020: 1. Execute a homeless shelter operator contract with Mercy House with a first year cost of$2,596,240(utilizing CDBG,SB2,and COVID- 19 response funds);and 2. Allocate and expend an amount not to exceed$2,220,000 for site work/FF&E costs related to expanding the Cameron Lane/Beach Boulevard shelter(utilizing COVID-19 response funds);and 3. Execute a ground lease agreement in an amount not to exceed$120,000 for accelerated use of 17642 Beach Boulevard(utilizing COVID-19 response funds);and 4. Allocate$3,214,035 in housing funds for acquisition of 17642 Beach Boulevard(utilizing Low-Moderate Income Housing Asset Funds). n Staff Has Identified The Cameron/ Beach Site As Our Quickest Path Forward •Staff has been contemplating if there is a faster way to get a shelter facility established —Site identification: TBD —Site development plans: 2 to 4 weeks — Procurement timelines: 6 to 8 weeks — Install/construction: 4 to 6 weeks —Shelter operator service provider: TBD —Liability considerations: N/A • Based on our assessment,if we had a site identified and agreed upon today,and everything worked perfectly,we might be able to have a separate facility up and running within 12 to 18 weeks —This is assuming we could find a shelter operator to be ready within that timeframe • Given the complexities associated with getting a shelter facility up and running,the Cameron/Beach site has been identified as the quickest pathway forward —Current timelines indicate that our current shelter will be operational during the first week of November 2,2020 u • 11 • 8/3/2020 Questions? • 12 0 CITY OF HUNTINGTON BEACH Inter Office Communication Community Development Department TO: Honorable Mayor and City Council Members VIA: Oliver Chi, City Manager FROM: Ursula Luna-Reynosa, Director of Community Development#�'/ ubr _ DATE: August 3, 2020 SUBJECT: SUPPLEMENTAL COMMUNICATION —AGENDA ITEM NO. 22 CITY COUNCIL AGENDA 8/3120 The following text should be inserted under the Environmental Status heading of the Request for Council Action (RCA) report for the subject agenda item: Environmental Status: The proposed actions involve funding, installation and operation of a 174-bed shelter facility, a low barrier navigation center as defined, at the two subject properties (17642 Beach Boulevard & 17631 Cameron). Pursuant to California Government Code Section 65660 - 65668, the proposed shelter facility is a ministerial use (i.e. — permitted by right). As such, pursuant to Section 65660(b), actions taken by a public agency to lease, convey, or encumber land owned by a public agency, or to facilitate the lease, conveyance, or encumbrance of land owned by a public agency, or to provide financial assistance to, or otherwise approve, a low barrier navigation center meeting the requirements of Section 65662, are not subject to CEQA. Therefore, the proposed actions to fund and approve the installation and operation of the proposed homeless shelter, are not subject to CEQA. Furthermore, this action is statutorily exempt from CEQA in accordance with Section 15268 of the CEQA Guidelines. The proposed action to allocate funding to acquire 17642 Beach Boulevard is exempt in accordance with Section 15061(b)(3) of the California Environmental Quality Act ("CEQA") Guidelines because it can be seen with certainty that the acquisition will not cause a significant effect on the environment. A future project contemplating a residential development of affordable housing may be exempt in accordance with Section 15194 subject to requirements listed in Sections 15192 and 15194 of the CEQA Guidelines. Such environmental analysis will be conducted once an application is submitted and a project description is defined. cc: Michael Gates, City Attorney SUPPLEMENTAL Robin Estanislau, City Clerk COMMUNICATION Executive Team Meodng Imo: /D3/zUzd Agenda Item No.,, 2Z (2-0— 91 Switzer, Donna From: Fikes, Cathy Sent: Friday,July 31, 2020 3:00 PM To: Agenda Alerts Subject: FW: Homeless Shelter From: Imwater<Imwater@yahoo.com> Sent: Friday,July 31, 2020 2:00 PM To: CITY COUNCIL<city.council@surfcity-hb.org> Subject: RE: Homeless Shelter please include this I. Mondays city council public comments. Sent from Samsung tablet. -------- Original message -------- From: Imwater<lmwater@,yahoo.com> Date: 7/31/20 11:59 AM (GMT-08:00) To: city.council@surfcity-hb.org Subject: Homeless Shelter Well once again the funny business continues, while this Emergancy Shelter was tabled as said for Two Weeks it is not on the Agends. How do you think that is going to go over ? let me tell you How, we have endured the many lies deceptions and weekly changes about the purpose and use of the Camaron Lane property. All these missdirections are only adding to the mistrust in our elected officials. Our memories will not fade and there will be a price to pay in the elections. Please explain How and Why this was excluded from the Agenda I am indeed of a Good Story. Hope you all listened to KFI this morning when this was aired that only opens up your exposure. Good Day Larry McNeely SUPPLEMENTAL COMMUNICATION Sent from Samsung tablet. D8 `U�/�v26) Meeting Date: Agenda Item No.* Switzer, Donna From: Fikes, Cathy Sent: Friday,July 31, 2020 3:29 PM To: Agenda Alerts Subject: FW: Cameron Ln Navigation Center Item 20-1799 SUP PLF-MENTAL From: Donna Dillon<donnadillon214@aol.com> COMMUNICATION Sent: Friday,July 31, 2020 3:21 PM Mee9 Date: To:Semeta, Lyn<Lyn.Semeta@surfcity-hb.org> Cc: Fikes, Cathy<CFikes@surfcity-hb.org> Subject:Cameron Ln Navigation Center Item 20-1799 Agenda( 1�.. 02� Honorable Mayor Semeta, As you know,the growing homeless population creates a health, safety, and humanitarian crisis in our city. Sadly, I know solutions have been explored over a number of years,with seemingly little progress. I urge you to support the approval of the 11 steps toward a permanent navigation center on Cameron Lane. However, I ask you to still consider a temporary emergency shelter somewhere within our city so our ordinances can be enforced by HBPD. At the last council meeting, I heard a number of council members request further information from our city manager about Cameron Lane and an interim emergency shelter. I believed this was the impetus for Council Member Posey's motion (and council's approval)to table Council Member Peterson's motion for a temporary emergency shelter. Were your and council's requests satisfied via direct communication from the city manager's office? I don't see Council Member Peterson's Measure H proposal or any other discussion of an interim emergency shelter on the 8/3/20 agenda. Again, I urge you to support the Cameron Lane navigation center but please ask City Manager Chi these questions before the interim emergency shelter proposal is disregarded. 1. What type of construction will be erected at Cameron Lane for use in November? a. Is this a 174 bed permanent structure? 2. Does the soil analysis report require soil remediation before construction begins? a. Is November 2020 a realistic opening date? 3. Have the residents and property owners near Cameron Lane been notified of the City's intentions? 4. Did you explore other city properties besides the City Yard on Gothard St for a interim emergency shelter? Additionally, during the discussion of a temporary emergency shelter at July council meeting, a few council members expressed concern about spending money and human resources unnecessarily on a temporary emergency shelter if Cameron Lane navigation center is approved. Please consider the amount of money and human resources( POA wages) that are spent needlessly confronting the same homeless individuals over and over only to have them ( homeless) return to the same behavior within hours. Imagine the savings to the City if our Homeless Task Force and HBPD were able to offer a shelter to the homeless and/or enforcement of the anti-camping/loitering ordinances. Our city resources would not be spent revisiting the same homeless individuals over and over and over and. . . We agree we need a navigation center to help our homeless population. We also need an interim emergency shelter now. Let's not be saying in January that we've been working on this issue for 6 years. Thank you for your attention. 1 Respectfully, Donna DilCon donnadillon214@aol.com 22102 Jonesport Ln Huntington Beach,CA 92646 2 Switzer, Donna From: L G <lolitaandsergio@gmail.com> Sent: Monday,August 3, 2020 10:45 AM To: supplementalcomm@surfcity-hb.org Subject: Item 22 comment from concerned hb resident My name is Lolita. I am a born and raised in in Huntington Beach ! When my parents bought a home , they invested in Huntington Beach because of the peaceful and little town environment. All I see now is my city being sold to the HDD and homeless immune to the police force. I ask today that you stop funding to "hbpd homeless task force" , until they can do more then just hand out a card and tell someone to call 2-1-1. Our resources are being spent on them which do nothing to better or stop the situation. They constantly have their hands tied. So why are they really here ??? Just show and tell ??? Most importantly,I demand our city council leaders to act like such and set up the shelter ! Do something for this city and not yourself. Propose and approve : The old Senior Center on 1706 Orange Ave hb, ca to be used as a shelter. All other property proposed are basically vacant parking lots and nasty toxic dirt land that could not be set up as such. We know schools and homes are all around these sites you so want, and you won't have them probably enclosed. Tents do not suffice. The roger center is already equipped with bathrooms, kitchen, and large capacity rooms. Do the right thing and use something we already have instead of setting up dates you can never seem to fulfill. Make hb better for all citizens!!! SUPPLEMENTAL COMMUNICATION Meeting Date: dS/6 3��ZC� Agenda Item NO.; Switzer, Donna From: Fikes, Cathy Sent: Monday,August 3, 2020 9:30 AM To: Agenda Alerts Subject: Homeless and temporary shelter From:Jill Bankey<jbanksmi@gmail.com> Sent: Friday,July 31, 2020 5:54 PM To:CITY COUNCIL<city.council@surfcity-hb.org> Subject: Homeless and temporary shelter I'm writing to you to implore you to create the proposed temporary homeless shelter at HB Public Works City Yard. There are already homeless people in that area including the adjacent Central Park so it's the best solution right now. It makes the most sense and will allow HBPD to enforce the anti-encampment laws. Huntington Beach has become completely lawless and I utterly floored that it is happening. I do not feel safe in my city! Please approve this shelter! Regards. JB Smith SUPPLEMENTAL COMMUNICATION Meeting Date: O-_ ,,�� Agenda Its m 140- ,X2(02V Mayor Lyn Semeta August 1,2020 City Council Members City of Huntington Beach 2000 Main Street Huntington Beach,CA 92648 RE:CITY COUNCIL AGENDA ITEM 22(August 3,2020)—Cameron Lane/Beach Boulevard property Mayor Semeta and City Council members, In all the discussion regarding the Cameron Lane/Beach Boulevard property(Yamada Bros.), I have not seen or heard any reference to the historic designation of the property listed in the City of Huntington Beach General Plan Historical Survey(Volume III,Appendix D,2014) prepared by Galvin Preservation Associates Inc.,working with members of the city of Huntington Beach Historic Resources Board,and local historians, including myself. The 17631 Cameron Lane property and its post-World War II 1947 structure was given the status code "3CS" (page 166),which means it appears eligible for the California Register Historical Resource Inventory(CR)"as an individual property through survey evaluation;appears eligible for the CR both individually and as a contributor to a CR eligible district through a survey evaluation). These properties are historical resources for the purposes of CEQA." Resources listed in,or determined to be eligible for listing in,the California Register are resources that must be given consideration in the CEQA process.All projects undertaken by a public agency are subject to CEQA. Historical resources are recognized as part of the environment under CEQA(PRC§21002(b), 21083.2,and 21084.1).The California Register is an authoritative guide to the state's historical resources and to which properties are considered significant for purposes of CEQA. Obviously, demolition constitutes a significant adverse impact.There is no categorical exemption for this regarding this project. If the City is claiming a statutory exemption,then have you filed or do you intend to file an exemption? If not,why? Have you conferred with the Office of Historic Preservation (CaISHPO) or the consultant who conducted the City's survey regarding the course of action? Have you asked the Historic Resources Board to prepare a property history? Have you considered incorporating the house into the plan as an office?If the structure is demolished,will you enforce/allow salvage of historic features(e.g. historical organizations, museums, preservationists use these materials)?Heritage documentation should at the very least include a Historic American Building Survey(NABS)and Historic American Landscapes Survey(HALS)with photo documentation. Sadly, it has become common practice for the City to disregard its own official designations for historical structures in Huntington Beach—as well as designations by state and national experts—and proceed as though historic/cultural resources are not"environment".The need for shelter and services for the homeless is indeed critical. However,there remains a CEQA obligation the City should not disregard. Regards, Mary Adams Urashima Huntington Beach,CA Cc:City Manager Oliver Chi,Assistant City Manager Travis Hopkins Enc.City of Huntington Beach General Plan Historical Survey(Volume III,Appendix D,2014),page 16eS`UPPLEMENTAL COMMUNICATION Date. L122A Agenda Item No..— Year Context and Status AddressBuilt L12 167-i72-08 17631 Cameron I� i� i Wuncearrtersburg and E 3CS St ! j Q sew= 1 f 1 14 02 -071-12 330 Crest Ave 1921 I Beach Tonga 4 i ;CB,15S2 Resort!W Boom:3 15 024-042-05 1405 Crest Are 1950 i Post.War 3 3CS 903 Delaware l Early 16 025-104-05 St 1916 i, Settlement,'Beach 3CS -- Town Resort: 1 17 025-111-41 2506 Delatxare 1911 E Se iementrBeach 3CS St i Town Resort. 1,3 Early i 18 024-1S4.10 225 Elmzra A%-e ca. 1905 SettlementBeach 3CS � � Tones Resott 1 _. 1110 Eaylazld Early j 19 025-162-07 c. 1912 Settlement Beach 3CS Tanm Resort 1 -- 20 111-0_1 06 17052 Gothard 1912 Va mtersbur¢and 3CS � I j 21 � 424-'41-li l7 L38tlAliu 1� j Post-i�'or1dUL'arII:i 3CS;�1 Ave 4 1. Early 22 024-216-12 602 5 c_ 1905 Settlemeut`Bearh 3CS Tcm-n Resort: 1 616 Huntington �—Early--_-�_--_- j 23 024-216-08 St td 1911 SeementBeach 3CS 1 Tern Resort 1 1 Early j ?4 1024-214-05 816 Huutingran 1916 Settlement-Beach 3CS St Town Resort 1 Switzer, Donna From: Cheri Lewis <cheri.lewis@verizon.net> Sent: Monday, August 3, 2020 12:43 PM To: supplementalcomm@surfcity-hb.org Subject: Please! No shelter in City Yard on Gothard! Dear Mayor and Councilpeople: I am a retired Los Angeles County Deputy District Attorney and I bought my house in 2013 to be near my horses at the Equestrian Center.My backyard backs up against the city yard on Gothard.Please do not vote to build a temporary homeless shelter there.As you heard during the last meeting,which I watched on live stream,almost 100 elderly senior citizens live right next door to The Yard and it is surrounded on three sides by residential areas.I certainly do not want it right next to my own backyard with all the problems shelters bring. In addition,some of you made the excellent points during the last meeting that there is no way a shelter would go up in a few weeks and Cameron Lane is so close to completion,it would not be wise to divert workforce attention from that.There is really no good reason to alarm,frighten,and infuriate those of us who live right next to the yard.Please do not vote to authorize a temporary shelter in the city yard on Gothard. Cheri Lewis,Retired Deputy District Attorney 17292 Canna Cir. Huntington Beach,CA 92647 cheri.lewisgverizon.net SUPPLEMENTAL COMMUNICATION Date: D�/03/ao�O ApOk lWn No.- a'?-