Agenda, first session — Fairfield City Council, June 21, 2022 (part 2 of 6)

j) All things necessary or incidental to the above functions as may be requested from time to time by the city clerk.

Section 2. Determining Charges for Candidates’ Statements: Pursuant to California Elections Code Section 13307, each candidate for elective office to be voted for at the General Municipal Election to be held in the City of Fairfield on November 8, 2022, may prepare a Candidate’s Statement (not to exceed 200 words) on an appropriate form provided by the city clerk, and consistent with instructions provided by the city clerk. The City shall bill each candidate for City Councilmember and Mayor, the prorated cost of printing and handling the Candidates’ Statements.

Section 3. Authorizing the City Clerk to Publish Notice of the Election and the Names of the Candidates: The city clerk of the City of Fairfield is hereby requested to publish a Notice of Election in conformance with California Elections Code Sections 12101 and 12102 no later than July 1, 2022. The city clerk is further requested to publish a list of the names of the nominees, in the order in which they will appear on the ballot, in accordance with Californ ia Elections Code Section 12110.

Section 4. Filing of Resolution with the Board of Supervisors: The city clerk of the City of Fairfield is hereby authorized to file a copy of this resolution with the Board of Supervisors and the Registrar of Voters upon its adoption by the City Council.

PASSED AND ADOPTED this 21st day of June, 2022, by the following vote:

AYES: MEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

MAYOR

ATTEST:

____________________________
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RES. NO. 2022-127

Page 3 ends

CITY CLERK
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Agenda Item No: 11.

AGENDA REPORT
DATE:June 21, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Minute Action Approving Mayor’s Appointments to Council Legislative Review and Honors Committee and 2022 League of California Cities Voting Delegate and Alternate
RECOMMENDED ACTION
Approve mayor's appointment recommendation.

STATEMENT OF ISSUE
The City Council is requested to approve the mayor’s recommendation for Council Committees, and for the League of California Cities Annual Conference voting delegate and alternate.

DISCUSSION
The council has requested to reestablish two Council Committees, including the Legislative Review Committee and the Honors Committee. The Legislative Review Committee will meet quarterly with City staff and the City’s legislative advocacy firm to review priority legislation that could impact the City. The Honors Committee will meet as needed to review applications for naming City facilities and provide a recommendation to the council for consideration.

In addition to the standing Council Committees, each year at the League of California Cities (Cal Cities) Annual Business Meeting, each city has the right to cast one vote on matters on Cal Cities policy. These policies serve as the foundation that guides cities in overall decisionmaking and help shape legislative priorities. Before the Annual Conference, the council must designate a voting delegate and up to two alternates.

The mayor has recommended which councilmembers will serve on which committees and who should serve as the voting delegate and alternate for Cal Cities (Attachment 1). Cal Cities will include future appointments for the Council Committees in the annual lists of appointments made by the mayor at the annual City Council Special Meeting, establishing the annual city council goals and priorities.

FINANCIAL IMPACT
N/A
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Agenda Item No: 11.AGENDA REPORTDATE:June 21, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Minute Action Approving Mayor’s Appointments to Council Legislative Review andHonors Committee and 2022 League of California Cities Voting Delegate andAlternateRECOMMENDED ACTIONApprove mayor's appointment recommendation.STATEMENT OF ISSUEThe City Council is requested to approve the mayor’s recommendation for Council Committees, and forthe League of California Cities Annual Conference voting delegate and alternate.DISCUSSIONThe council has requested to reestablish two Council Committees, including the Legislative ReviewCommittee and the Honors Committee. The Legislative Review Committee will meet quarterly with Citystaff and the City’s legislative advocacy firm to review priority legislation that could impact the City. TheHonors Committee will meet as needed to review applications for naming City facilities and provide arecommendation to the council for consideration.In addition to the standing Council Committees, each year at the League of California Cities (CalCities) Annual Business Meeting, each city has the right to cast one vote on matters on Cal Citiespolicy. These policies serve as the foundation that guides cities in overall decisionmaking and helpshape legislative priorities. Before the Annual Conference, the council must designate a voting delegateand up to two alternates.The mayor has recommended which councilmembers will serve on which committees and who shouldserve as the voting delegate and alternate for Cal Cities (Attachment 1). Cal Cities will include futureappointments for the Council Committees in the annual lists of appointments made by the mayor at theannual City Council Special Meeting, establishing the annual city council goals and priorities.FINANCIAL IMPACT N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The Council may choose to discuss other alternative appointments.

STAFF CONTACT
Anna Guiles, Assistant to the City Manager
(707) 4287399
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Attachment 1: City of Fairfield City Council Appointments Attachment 2: Cal Cities Designation of Voting Delegates and Alternates REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/8/2022 2:02 PM
Beavers, Esther Approved 6/8/2022 2:03 PM
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Attachment 1: City of Fairfield City Council Appointments Organization Appointed
Member
Meeting
Date/Time/Location Who can serve Pay to Attend Term
City Council Legislative
Review Committee
Cat Moy and Pam
Bertani

Quarterly, TBD Anyone from
Council
No 6/21/22 – 12/31/2022

Annual appointment
after 12/31/22
City Council Honors
Committee
Scott Tonnesen
and Rick Vaccaro
As needed Anyone from
Council
No 6/21/2022 –
12/31/2022

Annual appointment
after 12/31/22
League of California
Cities Voting Delegate
Doriss Panduro,
Alternate – Scott
Tonnesen
Annually at the Cal
Cities Annual
Conference & Expo
Anyone from
Council
Yes –
conference
registration
varies annually

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: June 1, 2022
TO: City Managers and City Clerks
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference & Expo – September 7-9, 2022 Cal Cities 2022 Annual Conference & Expo is scheduled for September 7-9, 2022 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 9. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities policy.

In order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity.

Please complete the attached Voting Delegate form and return it to Cal Cities office no later than Friday, September 2. This will allow us time to establish voting delegate/alternate records prior to the conference.

Please view Cal Cities’ event and meeting policy in advance of the conference. •Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council.

When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone. •Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration will open by June 1 on the Cal Cities website. In order to cast a vote, at least one voter must be present at the Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegate Desk. This will enable them to receive the special sticker on their name badges that will admit them into the voting area during the Business Meeting.

Council Action Advised by August 31, 2022
Attachment 2: Cal Cities Designation of Voting Delegates and Alternates Packet Page 91 of 798Attachment 2 Page 1 of 4

• Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official.

• Seating Protocol during General Assembly. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges.

The Voting Delegate Desk, located in the conference registration area of the Long Beach Convention Center, will be open at the following times: Wednesday, September 7, 8:00 a.m. – 6:00 p.m.; Thursday, September 8, 7:00 a.m. – 4:00 p.m.; and Friday, September 9, 7:30 a.m.–12:30 p.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for completing the voting delegate and alternate form and returning it to Cal Cities office by Friday, September 2. If you have questions, please call Darla Yacub at (916) 658-8254.

Attachments:
• Annual Conference Voting Procedures
• Voting Delegate/Alternate Form

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org

Annual Conference Voting Procedures

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Annual Conference, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the Voting Delegate Form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the Voting Delegate Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the Business Meeting.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the Credentials Committee at the Voting Delegate Desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and be registered with the Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate.

6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate.

7. Resolving Disputes. In case of dispute, the Credentials Committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting.

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CITY:________________________________________

2022 ANNUAL CONFERENCE

VOTING DELEGATE/ALTERNATE FORM

Please complete this form and return it to Cal Cities office by Friday, September 2, 2022. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.

To vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.

Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk.

1. VOTING DELEGATE

Name:

Title:

2. VOTING DELEGATE - ALTERNATE 3. VOTING DELEGATE - ALTERNATE

Name: Name:

Title: Title:

ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR

ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).

Name: ____________________________________ Email_________________________________

Mayor or City Clerk_________________________ Date____________ Phone________________ (circle one) (signature)

Please complete and return by Friday, September 2, 2022 to:

Darla Yacub, Assistant to the Administrative Services Director E-mail: [email protected]; Phone: (916) 658-8254

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Agenda Item No: 12.

AGENDA REPORT
DATE:June 21, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022128 of the City Council of the City of Fairfield Approving an Extension to the Interim City Manager Employment Agreement Between the City of Fairfield and David Gassaway
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City Council directed the City Attorney’s Office to draft an extension of the Employment Agreement between the City of Fairfield and Interim City Manager David Gassaway. The Resolution to extend the Employment Agreement to December 31, 2022, and the “Extension of the Interim City Manager Employment Agreement” is presented for council consideration.

DISCUSSION
On January 18, 2022, the council approved Resolution 202215, approving the “Interim City Manager Employment Agreement” (“Agreement”) between the City of Fairfield and David Gassaway. Mayor Harry T. Price and Mr. Gassaway executed the Agreement on January 26, 2022. The Agreement is due to expire on June 30, 2022.

On April 7, 2022, following a performance evaluation by the council on Mr. Gassaway, the council instructed the city attorney to draft an extension for Mr. Gassaway. Mayor Price and ViceMayor Rick Vacarro were authorized to negotiate the terms of an extension with Mr. Gassaway and bring the terms back to the council for consideration and action.

Mayor Price, ViceMayor Vaccaro, and Mr. Gassaway have agreed to an extension of the Interim City Attorney Employment Agreement on the following terms:

Mr. Gassaway will continue the duties of Interim City Manager for an additional six (6) months, effective July 1, 2022.

The termination date of the “Interim City Manager Employment Agreement” shall be December 31, 2022, or a date of earlier termination in accordance with the provisions of the Agreement.

All other provisions of the Agreement shall remain the same.

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Agenda Item No: 12.AGENDA REPORTDATE:June 21, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022128 of the City Council of the City of Fairfield Approving an Extensionto the Interim City Manager Employment Agreement Between the City of Fairfield andDavid GassawayRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City Council directed the City Attorney’s Office to draft an extension of the Employment Agreementbetween the City of Fairfield and Interim City Manager David Gassaway. The Resolution to extend theEmployment Agreement to December 31, 2022, and the “Extension of the Interim City ManagerEmployment Agreement” is presented for council consideration.DISCUSSIONOn January 18, 2022, the council approved Resolution 202215, approving the “Interim City ManagerEmployment Agreement” (“Agreement”) between the City of Fairfield and David Gassaway. MayorHarry T. Price and Mr. Gassaway executed the Agreement on January 26, 2022. The Agreement is due toexpire on June 30, 2022.On April 7, 2022, following a performance evaluation by the council on Mr. Gassaway, the councilinstructed the city attorney to draft an extension for Mr. Gassaway. Mayor Price and ViceMayor RickVacarro were authorized to negotiate the terms of an extension with Mr. Gassaway and bring the termsback to the council for consideration and action.Mayor Price, ViceMayor Vaccaro, and Mr. Gassaway have agreed to an extension of the Interim CityAttorney Employment Agreement on the following terms:Mr. Gassaway will continue the duties of Interim City Manager for an additional six (6) months,effective July 1, 2022.The termination date of the “Interim City Manager Employment Agreement” shall be December 31, 2022, or a date of earlier termination in accordance with the provisions of the Agreement.

All other provisions of the Agreement shall remain the same.

A proposed resolution authoring the extension of the Agreement is attached as Attachment 1. A copy of the “Extension of Interim City Manager Employment Agreement is attached as Attachment 2.

FINANCIAL IMPACT
The city manager position is funded by the General Fund. The extension of the Agreement will pay the salary and benefits of Mr. Gassaway for an additional six (6) months at the same rate he has previously been paid.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
Because this is a personnel matter, negotiations with Mr. Gassaway were confidential, but his final employment contract is public.

ALTERNATIVE ACTION
If the council chooses not to adopt the resolution and employment agreement for Mr. Gassaway, it may:
1) Continue to negotiate alternative terms with Mr. Gassaway; or 2) Choose to recruit another person as interim or permanent city manager by starting a new recruitment effort. In this event, the council would need to appoint a new interim city manager after June 30, 2022.

STAFF CONTACT
David Lim, City Attorney
(415) 4218484
[email protected]
COORDINATED WITH
Human Resources Department
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution
Attachment 2: Proposed Agreement
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/8/2022 5:08 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-128

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING AN EXTENSION TO

THE INTERIM CITY MANAGER EMPLOYMENT AGREEMENT BETWEEN THE CITY OF FAIRFIELD

AND DAVID GASSAWAY

WHEREAS, on January 18, 2022, the City Council approved Resolution No. 2022-15 approving the “Interim City Manager Employment Agreement between the City of Fairfield and David Gassaway” (“AGREEMENT”) by unanimous vote; and

WHEREAS, on January 26, 2022, Mayor Harry T. Price and David Gassaway executed the AGREEMENT for a period commencing on January 18, 2022, and continuing until June 30, 2022; and

WHEREAS, the AGREEMENT allowed for extension of the AGREEMENT in six month in crements upon written agreement by Mr. Gassaway and a majority of the council at a regular or special meeting of the council; and

WHEREAS, it is the desire of the City and Mr. Gassaway to enter into an extension of the AGREEMENT for a period of six (6) months effective July 1, 2022.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council hereby extends the appointment of Interim City Manager, David Gassaway to December 31, 2022, unless earlier terminated pursuant to the Interim City Manager Employment Agreement.

Section 2. The council approves the “Extension of Interim City Manager Employment Agreement” between the City of Fairfield and David Gassaway attached to and incorporated into this resolution by reference.

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RES. NO. 2022-128

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PASSED AND ADOPTED this 21st day of June, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

______________________________

CITY CLERK

Packet Page 98 of 798Attachment 1 Page 2 of 2

EXTENSION OF INTERIM CITY MANAGER EMPLOYMENT AGREEMENT

WHEREAS, on January 26, 2022, Mayor Harry T. Price and David Gassaway executed the AGREEMENT for a period commencing on January 18, 2022, and continuing until June 30, 2022; and

WHEREAS, the AGREEMENT allowed for extension of the AGREEMENT in six month increments upon written agreement by Mr. Gassaway and a majority of the City Council at a Regular or Special Meeting of the City Council; and

WHEREAS, it is the desire of the City and Mr. Gassaway to enter into an extension of the AGREEMENT for a period of six (6) months effective July 1, 2022.

Now, therefore, the City of Fairfield and David Gassaway extend the terms of the “Interim City Manager Employment Agreement” attached as “Exhibit A” for a period of six (6) months, effective July 1, 2022. The termination date of the “Interim City Manager Employment Agreement” attached as “Exhibit A” shall now be December 31, 2022, or a date of earlier termination in accordance with the provisions of the AGREEMENT. Other than the change in the termination date of the AGREEMENT, all other provisions of the AGREEMENT shall remain the same.

This Agreement is entered into this ______ day of June, 2022.

CITY OF FAIRFIELD, CA

By: _____________________________ ______________________________ Harry T. Price David Gassaway
Mayor of Fairfield Interim City Manager

Attest:

________________________________
Karen Rees, City Clerk

Approved as to Form:

________________________________
David Lim, City Attorney

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INTERIM CITY MANAGER EMPLOYMENT AGREEMENT
WHEREAS, prior to the Effective Date, David Gassaway was employed by the City of Fairfield as Assistant City Manager and Acting City Manager; and WHEREAS, the City Council desires to employ Mr. Gassaway to act as Interim City Manager and perform the duties of City Manager as defined in Chapter 2, Article II of the Fairfield Municipal Code; and
WHEREAS, Mr. Gassaway agrees to perform the duties of Interim City Manager under the terms and conditions of this agreement; and
WHEREAS, it is the desire of the City and Mr. Gassaway to enter into an Employment Agreement concerning compensation, benefits, terms and conditions of his employment as the Interim City Manager as further set forth in this Agreement.

1. Employment:

This Interim City Manager Employment Agreement ("Agreement") is entered into by and between the CITY OF FAIRFIELD ("City") and David Gassaway ("Manager"), who may collectively be referred to as "parties" in this Agreement. Under this Agreement, the City offers, and Manager accepts, employment as Interim City Manager of the City.

2. Duties:

Manager shall perform those duties and have those responsibilities that are commonly assigned to a city manager of a general law city in California, and as specifically defined in Chapter 2, Article II of the Fairfield Municipal Code ("Municipal Code"). Except as otherwise provided in this Agreement, Manager shall be the City Manager of Fairfield as defined in Chapter 2, Article II of the Municipal Code.

Exhibit "A"
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Interim City Manager Employment Agreement
January 18, 2022

Page 2 of 11 ends

3. Devotion to City Business:

Manager's position is full-time. Manager shall not engage in any business, educational, professional, charitable, or other activities that would conflict or materially interfere with performance of his Interim City Manager duties, except as may be specifically authorized by the City Council.

4. Term:

Manager's employment as Interim City Manager will commence January 18, 2022 Effective Date"), and shall continue until June 30, 2022, or a date of earlier termination in accordance with provisions in this Agreement. On or about April 5, 2022, City Council and Manager agree to conduct an evaluation in accordance with Section 7 of this Agreement.

The Parties may extend this Agreement in six months increments upon written agreement by the Manager and a majority of the City Council at a Regular or Special Meeting of the City Council.

5. City Council Commitments:

As defined in Section 2.11 of the Municipal Code, the City Council and its members shall interact with the administrative employees through the City Manager, except for the purpose of inquiry and neither the City Council nor any members thereof shall give orders to any subordinates of the City Manager.

6. Termination of Employment and this Agreement; Right of Return:

A. If City terminates this Agreement (thereby terminating Manager's employment as Interim City Manager) without Cause, as determined by the affirmative votes of four (4) members of the City Council at a Regular or Special Meeting of the City Council, Manager shall return to the performance of his duties as the Assistant City Manager earning the same salary and enjoying the same benefits he would have enjoyed, respectively, had he remained employed as the Assistant City Manager during the term Packet Page 101 of 798Attachment 2 Page 3 of 12

Interim City Manager Employment Agreement
January 18, 2022

Page 3 of 11 ends

of this Agreement. The City Council, in removing the Manager, shall use its uncontrolled discretion and its action shall be final.

B. For purposes of this Agreement, the provisions of Section 2.7 and Section

2.8 of the Fairfield Municipal Code are expressly waived by both parties.

C. If City terminates this Agreement (thereby terminating Manager's employment) for Cause, as determined by the affirmative votes of four (4) members of the City Council at a Regular Meeting of the City Council, Manager shall not be entitled to any additional compensation or payment, including Severance, but shall be entitled only to accrued Base Salary and vacation pay, and any other accrued and unused benefit allowances according to their terms ("Accrued Salary and Benefits"). If terminated for Cause, Manager shall not be entitled to return to the performance of his duties as the Assistant City Manager at the discretion of the City Council. As used in this Agreement, Cause shall only mean any of the following:

1. Conviction of, or plea of guilty or nolo contendre to any crime or offense (other than infractions, minor traffic violations, code enforcement complaints, or similar offenses) which is likely to have a material adverse impact on the City or on the Manager's reputation.

Any felony conviction shall be deemed to have a material adverse impact on the City or on the Manager's reputation;

2. Proven failure of the Manager to observe or perform any of his duties and obligations, if that failure continues for a period of thirty (30) business days from the date of his receipt of notice from the City Council specifying the acts or omissions deemed to amount to that failure;

3. Conviction of any crime involving an "abuse of office or position," as that term is defined in Government Code Section 53243.4;

4. Repeated failure to carry out a directive or directives of the City Council made by the City Council as a body at a Brown Act-compliant meeting; and
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Interim City Manager Employment Agreement
January 18. 2022

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5 Any grossly negligent action or inaction by Manager that materially and adversely (a) impedes or disrupts the operations of City or its organizational units, (b) is detrimental to employees or public safety or (c) violates City's properly established rules or procedures D If during the Term or any extended Term. Manager dies. Manager's estate shall receive Accrued Salary and Benefits, but shall not be entitled to any additional compensation or payment. including Severance
E In the event Manager is permanently disabled or is otherwise unable to perform his duties because of sickness, accident, injury, or mental incapacity for a period of three consecutive months beyond any provided sick leave the City may terminate Manager's employment and this Agreement. provided. however. Manager shall be entitled to provision of disability benefits as provided to Series 100 Executive Management employees as defined by the City of Fairfield ("Series 100 employees") F Manager may resign from his employment as Interim City Manager at any time. upon giving forty-five (45) days written notice to the City Council and shall return to the performance of his duties as the Assistant City Manager earning the same salary and enjoying the same benefits he would have enjoyed. respectively had he remained employed as the Assistant City Manager during the term of this Agreement. Upon agreement in writing by both the Manger and a majority of the City Council during a Regular or Special Meeting of the City Council. the forty-five (45) day notice period under this section may be shortened.

7. Compensation and Annual Evaluation:

A Managers initial annual Base Salary shall be Two Hundred Seventy Thousand Five Hundred and Four Dollars ($270 504). Said amount shall be payable bi- weekly at the same time and in the same manner as other employees of the City are paid.

All Base Salary wages and benefits shall be made retroactive to the pay period commencing on December 31 2021 Increases in Managers Base Salary may be effective at any time in the sole discretion of the City Council Packet Page 103 of 798Attachment 2 Page 5 of 12

Interim City Manager Employment Agreement
January 18, 2022

Page 5 of 11 ends

B City. by the City Council. and Manager may set mutually-agreed-upon objectives for the Term of this Agreement. The City Council shall evaluate Manager's performance within four (4) months from commencement (the Evaluation) Following the completion of the Evaluation, the City Council may in its sole discretion, grant Manager a permanent contract for the position of City Manager the terms of which shall be negotiated by the Parties prior to commencement of any permanent contract for employment as City Manager.

C Whenever a cost-of-living adjustment or other non-merit based salary increase is provided to other Series 100 employees. the City shall grant a similar increase to the City Manager's Base Salary.

D Manager's Base Salary increases approved by the City Council from time to time pursuant to this Agreement shall not require an amendment to this Agreement to be effective. Such increases may be set forth in an annual salary resolution or minute action approved by the City Council and ratified by resolution.

8. Deferred Compensation and Fringe Benefits:

As part of Manager's annual compensation. City agrees to continue to provide Manager the same deferred compensation and fringe benefits provided to other Series 100 employees and currently enjoyed by employee in his role as Assistant City Manager

9. Pension:

City agrees to continue enrollment of Manager as a member of the California Public Employees Retirement System (PERS) in the PERS plan selected by City in its sole discretion as a Classic Member as that term is defined by the City's agreement with PERS

10. Health and Medical Benefits Insurance:

City shall continue to provide Manager with the same health plans (medical dental and vision) which are provided to other Series 100 employees and shall pay that portion Packet Page 104 of 798Attachment 2 Page 6 of 12

Interim City Manager Employment Agreement
January 18, 2022

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of the employee and dependent rate or premium as is determined by the City Council for all Series 100 employees

11. Life Insurance:

The City agrees to continue providing Manager term life insurance policy in the face amount provided to Manager in his role as Assistant City Manager by the standard carrier selected by the City. Manager shall designate the beneficiaries of the policy.

Manager shall also be entitled to participate in any group life or disability insurance programs approved by the City Council for all employees

12. Physical Examination:

Each calendar year City may request Manager undertake an executive physical examination. performed by a qualified physician or medical facility of Manager's choice. with all expenses paid for by City

13. Car Allowance:

Manager's duties require him to be available and to respond to the demands of City business at all times and outside of regular business hours. including weekends. City shall pay Manager Five Hundred Dollars ($500.00) monthly in compensation for the use and maintenance of his personal vehicle on City business

14. Equipment:

A City shall provide Manager a cellular telephone.

B City shall provide Manager a laptop computer for his use in conducting City business
C Both the City provided cellular telephone and laptop computer may be subject to incidental personal use by Manager so long as it does not interfere with the equipment's primary business use
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Interim City Manager Employment Agreement
January 18. 2022

Page 7 of 11 ends

15. Business and Professional Expenses:

A City recognizes that Manager may incur expenses of a non-personal. job- related nature that are reasonably necessary to Manager's service to City. City agrees to either pay such expenses in advance or to reimburse the expenses. so long as the expenses are incurred and submitted according to City's normal expense reimbursement procedures. or such other procedure as may be designated by the City Council To be eligible for reimbursement, all expenses must be supported by documentation meeting City's normal requirements and must be submitted within time limits established by City B City agrees to pay the professional dues and subscriptions on behalf of Manager which are necessary for Manager's continuation or full participation in international. national. regional. state. or local associations and organizations necessary and desirable for Manager's continued professional participation. growth and advancement. or for the good of the City. in an amount up to Three Thousand Five Hundred Dollars ($3,500.00) per year
C City agrees to pay Managers travel and subsistence expenses for official travel. meetings, and occasions reasonably necessary to continue Manager's professional development. and for Manager's reasonable participation in necessary official and other functions for the City: including. but not limited to. national. regional. state. and local conferences. and governmental groups and committees on which Manager serves as a member. Notwithstanding the above. the number of conferences or meetings City will pay for each year. and attendance at out-of-state conferences and meetings. shall be at the discretion of the City Council as set forth in the City's budget.

16. Vacation and Sick Leave:

Manager shall accrue vacation. personal. and sick leave at the rate provided to him under his role as Assistant City Manager and provide Manager all vacation leave benefits provided to Series 100 employees
Packet Page 106 of 798Attachment 2 Page 8 of 12

Interim City Manager Employment Agreement
January 18. 2022

Page 8 of 11 ends

17. Abuse of Office or Position:

If Manager is convicted of a crime involving an abuse of his office or position. all of the following shall apply (a) if Manager is provided with administrative leave pay pending an investigation, Manager shall be required to fully reimburse City such amounts paid:. (b) if City pays for the criminal legal defense of Manager (which would be in its sole discretion. as it is generally not obligated to pay for a criminal defense), Manager shall be required to fully reimburse City such amounts paid, and (c) if this Agreement is terminated. any Severance Pay and Severance Benefits related to the termination that Manager may receive from City shall be fully reimbursed to City or shall be void if not yet paid to Manager For purposes of this Section. 'abuse of office or position" is defined in California Government Code Section 53243.4.

18. Jurisdiction and Enforcement of this Agreement:

Jurisdiction to enforce this Agreement shall be the Solano County Superior Court for State actions and the Eastern District of California for Federal actions. The prevailing party in any action brought to enforce this Agreement or to resolve any dispute or controversy arising under its terms and conditions shall be entitled to payment of his/her/its reasonable attorneys' fees and costs

19. Indemnification:

Consistent with the California Government Code, City shall defend, hold harmless, and indemnify Manager using legal counsel of City's choosing against expense or legal liability for acts or omissions by Manager occurring within the course and scope of Managers employment under this Agreement. Legal representation, provided by City for City Manager. shall extend until a final determination of the issues including any and all losses, damages judgments interest. settlements. fines court costs, and the reasonable costs and expenses of legal proceedings. Including appeals. and including attorneys' fees, and expert witness fees and all other trial and appellate costs. and other liabilities incurred. imposed upon. or suffered by Manager in connection with or resulting from any claim. action. suit, or proceeding. actual or threatened. In the event there is a conflict of Packet Page 107 of 798Attachment 2 Page 9 of 12

Interim City Manager Employment Agreement
January 18. 2022

Page 9 of 11 ends

interest between City and Manager such that independent counsel is required for Manager Manager may engage his/her own legal counsel. in which event City shall indemnify Manager, including direct payment of all such reasonable costs related thereto

20. Notices:

Any notices to be given hereunder by either party to the other in writing may be effected either by personal delivery, mail, or email. Mailed notices shall be addressed to the parties as set forth below. but each party may change his/her/its address by written notice given in accordance with this Section Notices delivered personally or by email will be deemed communicated as of actual receipt. Mailed notices will be deemed communicated and received as of three (3) calendar days following the date of mailing CITY City of Fairfield
Attention: Mayor
1000 Webster Street
Fairfield. CA 94533
MANAGER David Gassaway
c/o City Managers Office
1000 Webster Street
Fairfield, CA 94533

21. Conflict With City Municipal Code:

Except as otherwise provided in this Agreement. the City's personnel ordinances, resolutions, rules and policies shall apply to Manager in the same manner as applied to other management employees. provided. however in the event of a conflict between the Packet Page 108 of 798Attachment 2 Page 10 of 12

Interim City Manager Employment Agreement
January 18, 2022

Page 10 of 11 ends

provisions of this Agreement and the City Municipal Code this Agreement shall prevail over the Municipal Code
The provisions of Section 2 7 and Section 2 8 of the Fairfield Municipal Code are expressly waived by both parties

22. Entire Agreement:

This Agreement represents the entire agreement between the parties and supersedes any and all other agreements. either oral or in writing. between the parties with respect to the employment of Manager by City. and contains all of the covenants and agreements between the parties with respect to that employment Each party to this Agreement acknowledges that no representations. inducements. promises. or agreements, oral or otherwise. have been made by either party or by anyone acting on behalf of either party. which are not embodied herein, and that no other employment agreement statement. or promise not contained in this Agreement shall be valid or binding upon either party

23. Modifications:

Any modifications to this Agreement shall be effective only if in writing and signed by both of the parties hereto. Parties may sign this agreement in counterpart using electronic signatures, and each signed copy of the Agreement when combined together shall be deemed to be one complete Agreement.

24. Effect of Waiver:

The failure of either party to insist upon strict compliance with any of the terms covenants. or conditions of this Agreement by the other party shall not be deemed a waiver of that term, covenant. or condition nor shall any waiver or relinquishment of any right or power at any one time or times be deemed a waiver or relinquishment of that right or power for all or any other times
Packet Page 109 of 798Attachment 2 Page 11 of 12

Interim City Manager Employment Agreement
January 18, 2022

Page 11 of 11 ends

25. Severability:

If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way.

This Agreement is entered into this i-
o4h
day of January, 2022.

CITY OF FAIRFIELD, CA
By:4-d/41
Harry T. Priie David Gassaway
Mayor of Fairfield Assistant/Acting City Manager
Attest:
71 /(
A/ 1
Karen Rees, City Clerk
Approved as to Form:

David G. Lini
David Lim, Acting City Attorney
Packet Page 110 of 798Attachment 2 Page 12 of 12

Agenda Item No: 13.

AGENDA REPORT
DATE:June 21, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022129 of the City Council of the City of Fairfield Appointing Dawn La Bar and Sullina Sanchez as the Primary and Alternate Representatives to the Community Action Partnership of Solano, Joint Powers Authority
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield has been an active member of the Community Action Partnership of Solano, Joint Powers Authority (CAP Solano) since October 1999. Each member jurisdiction must appoint a primary and alternative representative every two years in June to serve a twoyear term. Dawn La Bar, Homeless Services Manager, currently serves as the City's primary appointee and has served as the Board's Chair since 2020. The City’s appointment will expire on June 30, 2022.

Concurrently, the Regional 2x2 Homeless Subcommittee, including elected representatives from the City of Fairfield, is actively working on a regional restructure of CAP Solano that would revise the Board structure to include elected officials from each jurisdiction rather than staff. Until this restructure of CAP Solano is complete, it is important to maintain continuity with Fairfield’s participation. Therefore, the City Council is being asked to consider the renewal of Dawn La Bar as the primary and Sullina Sanchez as the alternate to CAP Solano for a 12month period, or until the restructure of CAP Solano is complete, whichever is sooner.

DISCUSSION
In 1999, Solano County and the cities of Fairfield, Suisun City, Vallejo, Benicia, and later Vacaville, formed the Solano Safety Net Consortium to develop and implement strategies, services, and systems that assist lowincome and homeless persons to become selfsufficient. In 2006, the organization was renamed CAP Solano, reflecting a national trend of community organizations and local governments working in partnership to reduce homelessness and provide basic safety net services.

As the designated Community Action Agency (CAA) for Solano County, CAP Solano administers the U.S. Department of Housing and Urban Development (HUD) and Community Services Block Grant (CSBG) funding and contracts, and the coordination of services. Over the past five years, CAP Solano Packet Page 111 of 798

Agenda Item No: 13.AGENDA REPORTDATE:June 21, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022129 of the City Council of the City of Fairfield Appointing Dawn La Barand Sullina Sanchez as the Primary and Alternate Representatives to the CommunityAction Partnership of Solano, Joint Powers Authority RECOMMENDED ACTIONAdopt resolution. STATEMENT OF ISSUEThe City of Fairfield has been an active member of the Community Action Partnership of Solano, JointPowers Authority (CAP Solano) since October 1999. Each member jurisdiction must appoint a primaryand alternative representative every two years in June to serve a twoyear term. Dawn La Bar,Homeless Services Manager, currently serves as the City's primary appointee and has served as theBoard's Chair since 2020. The City’s appointment will expire on June 30, 2022.Concurrently, the Regional 2x2 Homeless Subcommittee, including elected representatives from theCity of Fairfield, is actively working on a regional restructure of CAP Solano that would revise the Boardstructure to include elected officials from each jurisdiction rather than staff. Until this restructure of CAPSolano is complete, it is important to maintain continuity with Fairfield’s participation. Therefore, theCity Council is being asked to consider the renewal of Dawn La Bar as the primary and SullinaSanchez as the alternate to CAP Solano for a 12month period, or until the restructure of CAP Solano iscomplete, whichever is sooner.DISCUSSIONIn 1999, Solano County and the cities of Fairfield, Suisun City, Vallejo, Benicia, and later Vacaville,formed the Solano Safety Net Consortium to develop and implement strategies, services, and systemsthat assist lowincome and homeless persons to become selfsufficient. In 2006, the organization wasrenamed CAP Solano, reflecting a national trend of community organizations and local governmentsworking in partnership to reduce homelessness and provide basic safety net services.As the designated Community Action Agency (CAA) for Solano County, CAP Solano administers the U.S. Department of Housing and Urban Development (HUD) and Community Services Block Grant (CSBG) funding and contracts, and the coordination of services. Over the past five years, CAP Solano has made significant strides in their efforts to increase funding and reduce poverty and homelessness in Solano County, and now oversees an annual budget averaging from $10 to $15 million.

To build on the foundation and success of CAP Solano, an effort is underway by the Regional 2x2 Homeless Subcommittee, comprised of all seven cities and the County of Solano, to restructure CAP Solano and allow for elected officials from each jurisdiction to serve as the appointed member and alternate. This restructure, if approved by all CAP Solano representing jurisdictions, is anticipated to be complete by the end of 2022.

The City recognizes the importance of CAP Solano and their work dealing with homeless issues in Solano County. It is essential to maintain the commitment to CAP Solano and to represent the interests of the City of Fairfield. Staff recommends appointing Dawn La Bar and Sullina Sanchez for a term of 12 months, or until the new CAP Solano restructure is adopted by all jurisdictions – whichever is sooner. If the CAP Solano structure is modified to add appointed elected officials from each jurisdiction, City Council will be asked to appoint representatives for Fairfield based on the new structure and requirements.

FINANCIAL IMPACT
There is no financial impact associated with this resolution.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
City Council may choose to appoint different representatives.

STAFF CONTACT
Dawn M. La Bar, Homeless Services Manager
(707) 4287749
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Attachment 1. Proposed Resolution
REVIEWERS:

Reviewer Action Date
La Bar, Dawn Approved 6/8/2022 5:05 PM
Beavers, Esther Approved 6/8/2022 6:53 PM
Packet Page 112 of 798

CITY OF FAIRFIELD

RESOLUTION NO. 2022-129

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPOINTING DAWN LA BAR

AND SULLINA SANCHEZ AS THE PRIMARY AND ALTERNATE REPRESENTATIVES TO THE

COMMUNITY ACTION PARTNERSHIP OF SOLANO, JOINT POWERS AUTHORITY

WHEREAS, the City of Fairfield fully supports the efforts and objectives of the Community Action Partnership of Solano, Joint Powers Authority and desires to remain a partner in addressing the needs and issues of homeless individuals; and

WHEREAS, the cities of Solano County recognize a need to coordinate with Solano County on the provision of safety net services to all residents of Solano County; and

WHEREAS, in 1999, Solano County established the Solano Safety Net Consortium, a Joint Powers Authority joined by the cities of Fairfield, Suisun City, Vallejo, Benicia, and later Vacaville, to develop and implement strategies to assist low-income and homeless persons to become more self-sufficient; and

WHEREAS, in 2006, the organization was renamed Community Action Partnership of Solano, reflecting a national trend of community organizations and local government working in partnership to reduce homelessness and provide basic safety net services; and

WHEREAS, Community Action Partnership of Solano, Joint Powers Authority is the State designated Community Action Agency for Solano County responsible for administering the U.S.

Department of Housing and Urban Development and Community Services Block Grant funding and contracts to reduce poverty and homelessness in Solano County; and

WHEREAS, Community Action Partnership of Solano, Joint Powers Authority requires all representatives serve a two-year term from July 1 - June 30 of the following year by appointment of their governing body; and

WHEREAS, a regional effort is underway by all seven cities and the County of Solano to restructure the Joint Powers Authority governing body to allow for appointed elected officials from each jurisdiction to serve as the respective primary and alternate appointee; and

WHEREAS, the City does not want to lose moment um of these regional efforts and supports a 12-month staff appointment during a restructure review; and

WHEREAS, the city manager has reviewed and approved the recommended appointments to the City Council.

Packet Page 113 of 798Attachment 1 Page 1 of 2

RES. NO. 2022-129

Page 2 ends

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The appointment of Dawn La Bar as the representative member and Sullina Sanchez as an alternate member of the Community Action Partnership of Solano, Joint Powers Authority for the City of Fairfield for a one-year term to expire June 30, 2023, or upon the approved restructure of the Community Action Partnership of Solano, Joint Powers Authority, whichever comes sooner.

Section 2. The city manager is hereby authorized to implement this resolution.

PASSED AND ADOPTED this 21st day of June, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 114 of 798Attachment 1 Page 2 of 2

Agenda Item No: 14.

AGENDA REPORT
DATE:June 21, 2022
TO:The Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022130 of the City Council of the City of Fairfield Approving $175,000 of Homeless Services Project Construction Funds to Cover Pallet Shelter Costs and Authorizing the City Manager to Execute all Construction Agreements Including, but not Limited to, Agreements with Architects, Modular Bathroom Builders, Pallet Shelters Providers, and General Contractors to Complete Construction Activities for the Mission Samoa Pallet Shelter Project Up to an Amount not to Exceed $530,000 RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield seeks to place 12 pallet shelters serving up to 18 individuals on a property owned by Mission Samoa at 1200 Western Street in Fairfield, CA. Based on costs received from the pallet shelter provider, modular bathroom builders, architect, and construction costs are estimated at $530,000. Mission Samoa secured an Emergency Solutions Grant of $355,000. However, the City requires City Council to obligate another $175,000 to cover project costs and authorize the city manager to execute all agreements required to coordinate and construct the Pallet Shelter Project (Project).

DISCUSSION
Since 2017, City Council adopted and implemented comprehensive Homeless Strategies to reduce homelessness and increase supportive housing opportunities. In February 2022, the City partnered with Mission Samoa to provide pallet shelter housing using an Emergency Solutions COVID19 Round 2 (ESGCV2) grant for $355,000 awarded by the Community Action Partnership Solano Joint Powers Authority (CAP Solano). Mission Samoa secured the grant, but needed the City to become the sub recipient of the funds to help ensure that resources were expended effectively and not subject to reprogramming or being disencumbered by CAP Solano.

In May 2022, the Housing Services staff joined the City team to help provide construction management services for the project. According to the information gathered, the Housing Services staff believes it would take approximately four to five months to complete the Project. The primary driving force for the schedule is the time it will take to build and deliver the modular bathrooms. Elk Creek Trailers, the entity selected to provide the bathrooms, will deliver the bath units three to four months after the execution of Packet Page 115 of 798

See the table below for project costs, schedule, and general notes.

Description Costs Schedule Notes
Pallets package
(Pallet SPC)
$130,000 46 weeks from
Agreement
execution
This is only for pallets
Modular Bathroom
Package
(Elk Creek Trailers)
$200,000 34 months from
Agreement
execution
This includes the design,
build & delivery of baths to
the site.

Site utility package
(A2R Architects)
$200,000 23 months 1 – Design for pallet
locations, electrical hook
ups, etc. (We may bid on this
item before the bathroom.)
2 – Design for the bathroom
location & utility hookups.

The amount includes the
cost for Architect ($41,000)
& Contractor to trench and
hook up electrical lines to the
pallets; and water, sewer,
and electrical lines to
bathrooms.

FINANCIAL IMPACT
Construction costs for the Project will be approximately $530,000. Per CAP Solano's approval on February 23, 2022, the City of Fairfield received $355,000 of Emergency Solutions COVID19 Round 2 (ESGCV2 grant funds to support construction efforts. On December 21, 2021, council authorized the city manager to expend $165,000 of that amount to purchase pallet shelters from Pallet SPC per Resolution 2021318. Project activities financed with ESGCV2 funds will not be subtracted from City budgets.

This resolution seeks council approval to provide $175,000 additional funding from the Homeless Services Project Construction Fund (Fund 023, Division and Responsibility Code 12002). This resolution also seeks to expand the city manager's authorization to execute all construction agreements including, but not limited to, contracts with architects, modular bathroom builders, pallet shelter providers, and general contractors to complete construction activities for the Project. Total city manager authorization for the pallet shelter contracts shall not exceed $530,000.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Packet Page 116 of 798

Agenda Item No: 14.AGENDA REPORTDATE:June 21, 2022 TO:The Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022130 of the City Council of the City of Fairfield Approving $175,000 ofHomeless Services Project Construction Funds to Cover Pallet Shelter Costs andAuthorizing the City Manager to Execute all Construction Agreements Including, but notLimited to, Agreements with Architects, Modular Bathroom Builders, Pallet SheltersProviders, and General Contractors to Complete Construction Activities for the MissionSamoa Pallet Shelter Project Up to an Amount not to Exceed $530,000RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City of Fairfield seeks to place 12 pallet shelters serving up to 18 individuals on a property ownedby Mission Samoa at 1200 Western Street in Fairfield, CA. Based on costs received from the palletshelter provider, modular bathroom builders, architect, and construction costs are estimated at$530,000. Mission Samoa secured an Emergency Solutions Grant of $355,000. However, the Cityrequires City Council to obligate another $175,000 to cover project costs and authorize the citymanager to execute all agreements required to coordinate and construct the Pallet Shelter Project(Project).DISCUSSIONSince 2017, City Council adopted and implemented comprehensive Homeless Strategies to reducehomelessness and increase supportive housing opportunities. In February 2022, the City partnered withMission Samoa to provide pallet shelter housing using an Emergency Solutions COVID19 Round 2(ESGCV2) grant for $355,000 awarded by the Community Action Partnership Solano Joint PowersAuthority (CAP Solano). Mission Samoa secured the grant, but needed the City to become the subrecipient of the funds to help ensure that resources were expended effectively and not subject toreprogramming or being disencumbered by CAP Solano. In May 2022, the Housing Services staff joined the City team to help provide construction managementservices for the project. According to the information gathered, the Housing Services staff believes itwould take approximately four to five months to complete the Project. The primary driving force for theschedule is the time it will take to build and deliver the modular bathrooms. Elk Creek Trailers, the entityselected to provide the bathrooms, will deliver the bath units three to four months after the execution ofthe agreement. The architects will take approximately two months to complete the project design andutility connection plans. After that, general contractor (GC) bids will be solicited, pallets will be ordered,and the GC will complete all mobilization activities to ensure readiness once the pallets and bathroomsare delivered. Staff estimates no longer than one month to complete the bath and pallet connections,once they are delivered. See the table below for project costs, schedule, and general notes.Description Costs Schedule NotesPallets package(Pallet SPC)$130,000 46 weeks fromAgreementexecution This is only for palletsModular BathroomPackage(Elk Creek Trailers)$200,000 34 months fromAgreementexecution This includes the design,build & delivery of baths tothe site.Site utility package(A2R Architects)$200,000 23 months 1 – Design for palletlocations, electrical hookups, etc. (We may bid on thisitem before the bathroom.)2 – Design for the bathroomlocation & utility hookups.The amount includes thecost for Architect ($41,000)& Contractor to trench andhook up electrical lines to thepallets; and water, sewer,and electrical lines tobathrooms.FINANCIAL IMPACTConstruction costs for the Project will be approximately $530,000. Per CAP Solano's approval onFebruary 23, 2022, the City of Fairfield received $355,000 of Emergency Solutions COVID19 Round 2(ESGCV2 grant funds to support construction efforts. On December 21, 2021, council authorized thecity manager to expend $165,000 of that amount to purchase pallet shelters from Pallet SPC perResolution 2021318. Project activities financed with ESGCV2 funds will not be subtracted from Citybudgets. This resolution seeks council approval to provide $175,000 additional funding from the HomelessServices Project Construction Fund (Fund 023, Division and Responsibility Code 12002). Thisresolution also seeks to expand the city manager's authorization to execute all construction agreementsincluding, but not limited to, contracts with architects, modular bathroom builders, pallet shelterproviders, and general contractors to complete construction activities for the Project. Total city managerauthorization for the pallet shelter contracts shall not exceed $530,000. PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/A ALTERNATIVE ACTION
The council may choose not to adopt the resolution to provide City funding and authorize the city manager to execute all constructionrelated agreements for the Pallet shelter project. However, this action would delay and possibly prevent the delivery of shelter opportunities for the Fairfield homeless community. This action provides emergency shelter and transitional housing shelter opportunities consistent with the city of Fairfield's Comprehensive Homeless Strategies.

STAFF CONTACT
LaTanna Jones, Director of Housing Services
(707) 4287647
[email protected]
COORDINATED WITH
City Manager's Office
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/10/2022 1:18 PM
Packet Page 117 of 798

CITY OF FAIRFIELD

RESOLUTION NO. 2022-130

RESOLUTION OF THE CITY OF FAIRFIELD APPROVING $175,000 OF HOMELESS SERVICES

PROJECT CONSTRUCTION FUNDS TO COVER PALLET SHELTER COSTS AND AUTHORIZING

THE CITY MANAGER TO EXECUTE ALL CONSTRUCTION AGREEMENTS INCLUDING BUT NOT

LIMITED TO AGREEMENTS WITH ARCHITECTS, MODULAR BATHROOM BUILDERS, PALLET

SHELTERS PROVIDERS, AND GENERAL CONTRACTORS TO COMPLETE CONSTRUCTION

ACTIVITIES FOR THE MISSION SAMOA PALLET SHELTER PROJECT UP TO AN AMOUNT NOT TO EXCEED $530,000

WHEREAS, in 2017, the Fairfield City Council adopted and implemented comprehensive Homeless Strategies to reduce homelessness and increase supportive housing opportunities ; and

WHEREAS, in February 2022, the city of Fairfield partnered with Mission Samoa to provide Pallet Shelter housing using an Emergency Solutions COVID-19 Round 2 (ESG-CV2) grant for $355,000; and

WHEREAS, Mission Samoa secured the grant but needed the city of Fairfield to become the sub-recipient of the funds to help ensure that resources were expended effectively and not subject to reprogramming or being disencumbered by CAP Solano ; and

WHEREAS, according to information gathered from contractors and the time it would take to build and deliver the modular bathrooms, Housing Services staff believe it could take another 4-5 months from the execution of this resolution to complete the Pallet shelter project; and

WHEREAS, construction costs for the Pallet Shelter project will be approximately $530,000. Of that amount, the Community Action Partnership of Solano (CAP Solano) approved $355,000 in Round 2 Emergency Solutions Grant (ESG) funds on February 23, 2022; and

WHEREAS, the city manager was only authorized to expend $165,000 of the ESG funds to purchase the Pallet shelters from SPC Pallets; and

WHEREAS, additional financing for $175,000 is required to close the construction funding gap.

Packet Page 118 of 798Attachment 1 Page 1 of 2

RES. NO. 2022-130

Page 2 ends

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield approves $175,000 of additional funding from the Homeless Services Project Construction Fund (Fund 023, Division and Responsibility Code 12002) to finance the construction funding gap for the project .

Section 2. The city manager is authorized to execute all construction agreements including but not limited to agreements with architects, Modular Bathroom builders, Pallet Shelter providers, and general contractors to complete construction activities for the Pallet Shelter project up to an amount not to exceed $530,000.

Section 3. The city manager, or his designee, is hereby authorized and directed, jointly and severally, to do all things they deem necessary or proper to effectuate the purpose of this resolution and any such actions that were previously taken are hereby ratified and confirmed.

Section 4. This resolution shall take effect immediately upon adoption.

PASSED AND ADOPTED this 21st day of June, 2022, by the following vote:

AYES: MEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 119 of 798Attachment 1 Page 2 of 2

Agenda Item No: 15.

AGENDA REPORT
DATE:June 21, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022131 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Memorandum of Understanding Between the City of Fairfield and SHELTER Solano, Inc. for the Provision of Emergency Shelter Beds RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
To provide a place for homeless persons to take shelter who might otherwise spend the night on the streets, sidewalks, or parks of the city, the City has made efforts to increase availability and access to emergency shelter in line with the City’s formal Homeless Strategy. Adoption of the proposed resolution approves a memorandum of understanding (MOU) with SHELTER Solano, Inc. to further support the City’s Homeless Strategy by providing emergency shelter beds and wrap around services to homeless individuals referred by the City’s Homeless Services Team (HIT) and Police Homeless Intervention Team for an amount not to exceed $300,000.

DISCUSSION
Since 2017, the Fairfield City Council has adopted and implemented a comprehensive Homeless Strategy to reduce homelessness and increase permanent supportive housing permanently.

Permanently reducing homelessness continues to be a top priority for the council. As such, City staff continues to identify opportunities that provide safe and secure temporary and emergency shelter while limiting impacts on the surrounding community.

The Homeless Services Division currently manages an agreement between the City and SHELTER Solano, Inc. for seven emergency shelter beds at 310 Beck Avenue, funded through the City’s Community Development Block Grant (CDBG) funds. The existing funding agreement has enabled the Homeless Services Division and HIT to assist 26 Fairfield homeless individuals and families in getting off the streets and into shelter and services. However, this funding agreement expires on June 30, 2022, and the Homeless Services Division will not be included in funding recommendations for the City’s Fiscal Year (FY) 20222023 CDBG funding awards. With these beds expiring, the Homeless Services Team and HIT will lose access to these seven closedreferral beds and services.

Although there is an effort to transition 310 Beck Avenue from the current emergency shelter model to a Packet Page 120 of 798

Agenda Item No: 15.AGENDA REPORTDATE:June 21, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022131 of the City Council of the City of Fairfield Authorizing the CityManager to Execute a Memorandum of Understanding Between the City of Fairfieldand SHELTER Solano, Inc. for the Provision of Emergency Shelter BedsRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUETo provide a place for homeless persons to take shelter who might otherwise spend the night on thestreets, sidewalks, or parks of the city, the City has made efforts to increase availability and access toemergency shelter in line with the City’s formal Homeless Strategy. Adoption of the proposed resolutionapproves a memorandum of understanding (MOU) with SHELTER Solano, Inc. to further support theCity’s Homeless Strategy by providing emergency shelter beds and wrap around services to homelessindividuals referred by the City’s Homeless Services Team (HIT) and Police Homeless InterventionTeam for an amount not to exceed $300,000.DISCUSSIONSince 2017, the Fairfield City Council has adopted and implemented a comprehensive HomelessStrategy to reduce homelessness and increase permanent supportive housing permanently.Permanently reducing homelessness continues to be a top priority for the council. As such, City staffcontinues to identify opportunities that provide safe and secure temporary and emergency shelter whilelimiting impacts on the surrounding community.The Homeless Services Division currently manages an agreement between the City and SHELTERSolano, Inc. for seven emergency shelter beds at 310 Beck Avenue, funded through the City’sCommunity Development Block Grant (CDBG) funds. The existing funding agreement has enabled theHomeless Services Division and HIT to assist 26 Fairfield homeless individuals and families in gettingoff the streets and into shelter and services. However, this funding agreement expires on June 30, 2022,and the Homeless Services Division will not be included in funding recommendations for the City’sFiscal Year (FY) 20222023 CDBG funding awards. With these beds expiring, the Homeless ServicesTeam and HIT will lose access to these seven closedreferral beds and services.

Although there is an effort to transition 310 Beck Avenue from the current emergency shelter model to a Regional Navigation Center, access to shelter beds cannot be delayed and continues to be a top priority for the Homeless Services and HIT. Therefore, to ensure continuity of shelter services, the pending agreement with SHELTER Solano, Inc. will allow for the City’s use of the facility during the contract term, whether as an emergency shelter or navigation center. The proposed MOU will provide the City exclusive access to 10 emergency shelter beds to provide an estimated 3540 Fairfield homeless individuals and families with wrap around services. The wrap around service includes, but is not limited to, providing meals (three meals per day plus snacks), case management, employment services, housing navigation, access to legal services, and other related services for a oneyear term.

FINANCIAL IMPACT
The SHELTER Solano, Inc. MOU total contract price shall not exceed $300,000. The MOU equates to approximately $82 per day per bed for 12 months. There is no fiscal impact since this amount was included and approved in the City FY 2021/22 budget and will be paid from the Homeless Services Division Project Construction Fund (Fund 023, Division and Responsibility Code 12002). The proposed resolution would authorize the city manager’s signing authority.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to adopt the resolution that authorizes the city manager to execute an MOU between the City of Fairfield and SHELTER Solano, Inc. to provide Emergency Shelter beds. However, this is not recommended, as this resolution aligns with the City’s efforts to increase availability and access to emergency shelters overnight and permanently reduce homelessness. In addition, the City is losing access to seven beds at the shelter effective July 1, 2022, due to the City’s Community Development Block Grant funding not being renewed for the Homeless Services Division.

STAFF CONTACT
Dawn M. La Bar, Homeless Services Manager
(707) 4287749
[email protected]
COORDINATED WITH
City Attorney's Office, Police Department
ATTACHMENTS:

Description
Attachment 1. Proposed Resolution
Attachment 2: Proposed MOU
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 6/13/2022 5:27 PM
Beavers, Esther Approved 6/13/2022 5:28 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-131

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE CITY

MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF FAIRFIELD AND SHELTER SOLANO, INC. FOR THE PROVISION OF EMERGENCY SHELTER BEDS

WHEREAS, in 2017, the Fairfield City Council adopted a comprehensive Homeless Strategy to permanently reduce homelessness and increase permanent supportive housing; and

WHEREAS, on September 4, 2018, the council adopted Resolution No. 2018-223 declaring a shelter crisis pursuant to Government Code Section 8698.2 and authorizing the City to participate in the Homeless Emergency Aid Program; and

WHEREAS, permanently reducing homelessness continues to be a top priority for the council. As such, City staff continues to identify opportunities that provide safe and secure temporary shelter and transitional housing, while also limiting impacts to the surrounding community; and

WHEREAS, like many other cities in California, the City of Fairfield has seen a rapid and troubling growth in chronic and newly homeless over the past several years, a condition that has been difficult to address given the high cost of housing and property in the area, and the shortage of emergency, transitional, and affordable housing available in the county to serve this population; and

WHEREAS, as a result, local jurisdictions throughout the region have experienced increased incidents of unlawful camping and loitering activities in and upon portions of the public rights- of-way, parks, and other public facilities (Public Property) in violation of local anti-camping, anti- loitering, and/or park closure ordinances and regulations (Anti-Camping Ordinances); and

WHEREAS, the use of Public Property in this manner creates health and safety risks to homeless persons due to traffic hazards, exposure to weather, inadequate sanitation, and other conditions detrimental to their well-being, and negatively impacts the health, safety, and general welfare of the community by degrading the environmental and physical condition of such Public Property, increasing risks associated with the spread of illnesses, and frustrating the public purpose for which such Public Property is dedicated; and

WHEREAS, the council has heard extensive testimony and been provided wide-ranging data on the deleterious impacts of homelessness on individuals that lack shelter and the community at large, and many homeless camps are unsanitary and vulnerable to theft, crime, and extr eme weather conditions, threatening the physical and mental health of the individuals living in these camps; and
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RES. NO. 2022-131

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WHEREAS, the City strives to increase availability and access to emergency shelter on an overnight basis in order to provide a place for homeless persons to take shelter who might otherwise spend the night on the streets, sidewalks, and parks of the city without shelter; and

WHEREAS, the City contract with SHELTER Solano, Inc. set to expire June 30, 2022, provides for emergency shelter beds and programs, and has assisted 26 homeless individuals and families in Fairfield get off the streets and secure shelter and services that provide long-term success; and

WHEREAS, the City desires to partner with local professional organizations to provide shelter for individuals experiencing homelessness within the city in order to permanently reduce homelessness, and SHELTER, Solano, Inc. located at 310 Beck Avenue in Fairfield, can provide such shelter and other supportive resources; and

WHEREAS, the City wishes to enter into a Memorandum of Understanding (MOU) is to establish an agreement between the Parties for the provision of ten (10) emergency shelter beds at SHELTER Solano, thereby continuing shelter services on behalf of the City’s Homeless Services Division and Police Homeless Intervention Team for a period of 12 months at a cost not to exceed $300,000; and

WHEREAS, each Party has caused this MOU to be duly approved by its respective governing body, and by so doing, has found, and determined that this MOU furthers the health, safety, and general welfare of their respective residents; and
WHEREAS, the council finds that this Resolution is exempt from review under the California Environmental Quality Act pursuant to Government Code Section 8698.4(a)(4), as an action taken by the City to provide financial assistance to a homeless shelter constructed or allowed pursuant to that section.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The above recitals are true and correct and are a substantive part of this resolution.

Section 2. The city manager, or his designee, is hereby authorized to negotiate and execute a MOU with SHELTER Solano, Inc. for the provision of 10 Emergency Shelter beds, and to do all things necessary or proper to implement the MOU. The MOU shall have a not-to-exceed amount of $300,000 and be substantially in the form of the MOU attached to the staff report associated with this resolution, with such changes as may be approved by the city attorney.

Section 3. The city manager, or his designee, is hereby authorized and directed to do all things necessary and proper to effectuate the purpose of this resolution.

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RES. NO. 2022-131

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Section 4. The city manager is authorized to approve amendments to the contract amount that are within the city manager’s signing authority.

Section 5. This resolution shall take effect immediately upon adoption.

PASSED AND ADOPTED this 21st day of June 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

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MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF FAIRFIELD AND SHELTER, SOLANO, INC.

FOR THE PROVISION OF EMERGENCY SHELTER BEDS
THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into as of this ______ day of ___________ 2022, (“Effective Date”) between the City of Fairfield (“CITY”), a municipal corporation and SHELTER, Solano, Inc. (“PROVIDER”). Unless specifically identified, each may be referred to individually as “Party” or collectively as “Parties”, as the context may require.

RECITALS
WHEREAS, since 2017, the Fairfield City Council has adopted, implemented, and followed comprehensive policies and procedures in line with the City’s formal Homeless Strategy in order to permanently reduce homelessness and increase permanent supportive housing; and

WHEREAS, on September 4, 2018, the Fairfield City Council adopted Resolution No. 2018-223 declaring a shelter crisis pursuant to SB 850 (Chapter 48, Statutes of 2018) and authorizing the City to participate in the State Homeless Emergency Aid Program; and

WHEREAS, permanently reducing homelessness continues to be a top priority for City Council. As such, City staff continues to identify opportunities that provide safe and secure temporary shelter and transitional housing, while also limiting impacts to the surrounding community; and

WHEREAS, according to the 2019 Solano County Homeless Point-In-Time Count, at any point in time, 1,151 individuals within Solano County are experiencing homelessness. This population includes veterans, women, children, individuals with disabilities, senior citizens, and other vulnerable groups; and

WHEREAS, as a result, local jurisdictions throughout the region have experienced increased incidents of unlawful camping and loitering activities in and upon portions of the public rights- of-way, parks, and other public facilities (“Public Property”) in violation of local anti-camping, anti-loitering, and/or park closure ordinances and regulations (“Anti-Camping Ordinances”); and

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increasing risks associated with the spread of illnesses, and frustrating the public purpose for which such Public Property is dedicated; and

WHEREAS, the Fairfield City Council has heard extensive testimony and been provided wide- ranging data on the deleterious impacts of homelessness on individuals that lack shelter and the community at large, and many homeless camps are unsanitary and vulnerable to theft, crime, and extreme weather conditions, threatening the physical and mental health of the individuals living in these camps; and

WHEREAS, the CITY, through its efforts to increase availability and access to emergency shelter on an overnight basis, in order to provide a place for homeless persons to take shelter who might otherwise spend the night on the streets, sidewalks and parks of the city without shelter; and

WHEREAS, the purpose of this MOU is to establish an agreement between the Parties for the provision of ten (10) emergency shelter beds at Shelter Solano; and

WHEREAS, the CITY desires to partner with local organizations to provide shelter for individuals experiencing homelessness within the city in order to permanently reduce homelessness, and PROVIDER operates SHELTER Solano located at 310 Beck Avenue, Fairfield, CA 94533-6836 (“Property”) that can provide such shelter and other supportive resources; and

WHEREAS, each Party has caused this MOU to be duly approved by its respective governing body, and by so doing, has found and determined that this MOU furthers the health, safety, and general welfare of their respective residents.

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AGREEMENT
NOW, THEREFORE, the Parties agree as follows:

Part I
Roles and Responsibilities
A. CITY’s Role and Responsibilities.

1. CITY, through the City Manager or Designee, shall designate a primary point of contact for all matters related to the performance of this Agreement (“City Liaison”).

2. CITY’s role is to provide administrative oversight and monitoring of the contracted ten (10) Emergency Shelter Beds (“Program”).

3. CITY shall approve operational procedures, eligibility screening requirements, and enrollment guidelines. Future changes require the same approval.

4. CITY (City Manager or Designee and Police Chief or Designee) shall be solely responsible for referring all homeless individuals (“Participants”) to the PROVIDER.

Any outside non-CITY referrals will not be considered as a part of this Agreement and shall be considered ineligible for CITY reimbursement.

5. CITY shall ensure that referrals made pursuant to this MOU shall require a SHELTER Solano Fairfield Referral Form be provided to PROVIDER staff upon referral of persons to the Program, as attached in Exhibit “D”.

B. PROVIDER’s Role and Responsibilities.

1. PROVIDER shall designate a primary point of contact for all matters related to the performance of this Agreement (“Provider Liaison”).

2. PROVIDER will provide the non-exclusive use of the Property for the Program at no cost so long as the Program is operating; and provide access to tap water and a reasonable supply of electricity for the Program, with the cost of electricity and utilities to be paid by the PROVIDER.

3. PROVIDER hereby agrees to use the funds for eligible activities as approved by the CITY and in accordance with all Program requirements, Guidelines, other rules, and laws, as well as in a manner consistent and in compliance with each funding source.

4. PROVIDER must provide emergency shelter activities in a manner consistent with the Housing First practices described in 25 CCR, Section 8409, subdivision (b)(1)-(6) and in compliance with WIC Section 8255(b)(8).

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5. PROVIDER shall provide a minimum of ten (10) emergency shelter beds with “wrap around” services at SHELTER, Solano (located at 310 Beck Avenue, Fairfield, CA 94533- 6836) for people experiencing homelessness. PROVIDER’s “wrap around” services for each referred homeless individuals shall include, but not be limited to, providing food (three meals per day plus snacks), case management, employment services, housing navigation, access to legal services, and other related services, subject to the requirements of the SHELTER, Solano, Inc. Operational Plan attached as Exhibit “A”, the SHELTER, Solano, Inc. Program Budget as attached in Exhibit “B”, Insurance Requirements as attached in Exhibit “C”, and SHELTER Solano Fairfield Referral Form as attached in Exhibit “D”.

6. In order to limit impact on surrounding properties, hours of operation for intake of guests and provision of services shall be limited from 8:00 AM to 2:00 PM Monday – Friday.

7. PROVIDER will ensure that the Property will meet Health and Safety Requirements and comply with local codes, as appropriate, have appropriate security personnel, be accessible to participants, and have a sufficient staff and funds to operate the Program.

8. PROVIDER shall prepare and enforce all rules as outlined in the Operational Plan, to be approved by CITY, and included in PROVIDER’s shelter policies for conduct and safety.

9. PROVIDER shall utilize the Homeless Management Information System (HMIS) to ensure accurate data is collected for reporting and referrals. Copies of all referral forms shall be provided in a location accessible to the CITY and shall be kept current.

10. PROVIDER shall integrate and coordinate with existing Solano County Housing First homeless initiatives so long as there is no threat to the safety of PROVIDER staff or Participants.

11. PROVIDER shall make available as requested by CITY, Participant and Program data for those served under this Agreement, including but not limited to data on Participant intake and exit, when and where participants have exited, and Program successes and challenges. PROVIDER shall submit monthly reports no later than 15 days after the end of each month during the contract period and a final narrative report within thirty (30) days after the end of the contract period, in a format approved by CITY, and other reports as may be required by CITY. The report will include a narrative accounting of the progress achieved toward the Scope of Work objectives, and the following client information:
i. Types of services rendered to clients
ii. Client Characteristics

1. Client intake/exits
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2. Date of admittance, length of stay

3. Client number (unduplicated)

4. City of residency (or location of last place stayed prior to coming to Shelter)

5. Race/ethnicity

6. Gender

7. Age

8. Number of clients with disabilities

9. Number of clients who are veterans of the U.S. Armed Forces

12. PROVIDER shall make available reporting data for the length of this Agreement, including all program related expenses set forth in Exhibit “B” for the prior month with the proper back-up documentation (i.e., invoices with receipts, timesheets, general ledger or payroll register or payroll stubs, occupancy data etc.). Any expense not authorized by this Agreement as set forth in Exhibit “B” and/or submitted without proper back-up documentation will be disallowed and must be reimbursed to the CITY.

13. PROVIDER assumes all responsibility for COVID-related protocols. PROVIDER will ensure that the Program adheres to Public Health – Solano County’s COVID prevention guidelines, including physical distancing; use of face coverings; hand washing; frequent cleaning and disinfecting of high-touch surfaces; testing, quarantine, and isolation, as appropriate; and overall compliance with public health guidelines.

PROVIDER shall provide a copy of its COVID-19 prevention and mitigation plan to the CITY by July 30, 2022. PROVIDER shall immediately alert CITY of any positive or inconclusive test results at the Property at any time during the residency by contacting:

Dawn La Bar, Homeless Services Manager
707-428-7749 or [email protected]

14. PROVIDER shall immediately exit any Participant remaining after the term of this Agreement expires unless transferred to another funded program.

15. PROVIDER shall provide the CITY within five (5) business days such reports and information as the CITY may reasonably request.

16. PROVIDER, at its own expense, shall procure and maintain for the duration of this Agreement policies of insurance, the requirements for which are set forth in Exhibit “C”.

C. Mutual Roles and Responsibilities

1. It is the intent of the Parties to be collaborative in all matters to ensure the health and safety of the residents of the City of Fairfield.

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2. Parties agree that the services provided under this Agreement will be made available at the following address (Property):

SHELTER, Solano, Inc.
310 Beck Avenue, Fairfield, CA 94533-6836

3. Prior to placement of any individuals at the Property, the Parties shall establish a mutually agreed upon written policy and process for intervening in escalating problems that could lead to eviction of any resident while the declaration of the State of Emergency remains in effect. Both Parties agree to work together to find resolutions that avoid eviction whenever possible. The written policy shall clearly define the type(s) of behavior that could lead to eviction, set concrete notice requirements for residents at-risk of eviction, and set forth the specific roles of the CITY and PROVIDER. It shall also establish a process for managing the repercussions of any eviction.

4. The Parties shall comply with the federal guidance and the state’s stay-at-home requirements and other health requirements as directed in gubernatorial Executive Order N-33-20, subsequent executive orders or statutes, and all State Department of Public Health orders, directives, and guidance issued in response to the COVID-19 public health emergency, including but not limited to the State’s “Interim Guidance for Homeless Assistance Providers on Novel Coronavirus (COVID-19).”

5. The Parties shall comply with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable state laws, regulations, and policies relating to client rights and confidentiality.

6. The PROVIDER agrees to comply with all state and federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, equal opportunity, and all other matters applicable to the grant, the PROVIDER, its Subrecipients, and any other grant activity.

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Part II
General Terms and Conditions
A. Term of Agreement.

The term of this Agreement shall begin on the Effective Date and shall remain in effect until June 30, 2023, unless earlier terminated in writing by the Parties.

B. Payment.

In consideration for the costs incurred for the services to be provided under this Agreement, CITY shall pay to PROVIDER $300,000.00 on a reimbursement basis every thirty (30) days thereafter until the expiration or termination of this Agreement. The payments made by CITY to PROVIDER under this Agreement shall collectively be referred to as the “City Funds.” The total amount of the City Funds shall not exceed $300,000.00. This equates to approximately $82 per night, per bed for the 12-month period. The monthly allowable line-item cost for “Operating Costs” as referred to in Program Budget as attached in Exhibit “B”, for the ten (10) beds shall be $25,000, whether the beds are filled or not. City Funds must be spent in accordance with this Agreement.

Any City Funds remaining that are not expended or legally obligated for the services required to be provided by PROVIDER upon expiration or termination of this Agreement shall be returned to CITY within thirty (30) days. PROVIDER shall maintain invoices with receipts, or other documentation (i.e., invoices with receipts, timesheets, general ledger or payroll register or pay stubs, occupancy data etc.) supporting expenditures made pursuant to this Agreement and shall submit such documentation to CITY within thirty (30) days following receipt of initial payment of City Funds and by the 15th of every month thereafter. Any tangible property purchased with City Funds during the duration of this Agreement is considered the property of the CITY.

C. Indemnification.

Each Party shall indemnify, defend, protect, hold harmless, and release the other Party and its elected bodies, officers, agents, and employees, from and against any and all claims, losses, proceedings, damages, causes of action, liability, costs, or expense (including attorneys’ fees and witness costs) arising from or in connection with, or caused by any negligent act or omission or willful misconduct of such indemnifying Party. This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages or compensation payable to or for the indemnifying party under workers’ compensation acts, disability benefit acts, or other employee benefit acts.

D. No Waiver.

The waiver by any Party of any breach or violation of any requirement of this Agreement shall not be deemed to be a waiver of any such breach in the future, or of the breach of any other requirement of this Agreement.

E. Notices.

All notices required or authorized by this Agreement shall be in writing and shall be delivered in person or by deposit in the United States mail, by certified mail, postage prepaid, return receipt requested. Any mailed notice, demand, request, consent, approval or communication that a Party desires to give to the other Parties shall be addressed to the other Parties at the addresses Packet Page 131 of 798Attachment 2 Page 7 of 88

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set forth below. A Party may change its address by notifying the other Parties of the change of address. Any notice sent by mail in the manner prescribed by this paragraph shall be deemed to have been received on the date noted on the return receipt or five days following the date of deposit, whichever is earlier.

PROVIDER
John Eckstrom, CEO
SHELTER, Solano, Inc.

P.O. Box 5368
Concord, CA 94524-0368

CITY OF FAIRFIELD
David Gassaway, Interim City Manager
City of Fairfield
1000 Webster Street
Fairfield, CA 94533-4836

F. Amendment/Modification.

This Agreement may be modified or amended only in writing and with the prior written consent of the Parties.

G. Termination.

1. Termination for Convenience: Either Party may terminate this Agreement for any reason by notifying the other party in writing thirty (30) days prior to the effective date of termination.

2. Termination for Cause: If PROVIDER fails to perform any of responsibilities under this Agreement or if PROVIDER fails to comply with any other provisions of this Agreement, the CITY may terminate this Agreement for cause. Termination shall be effected by serving written notice of termination on the PROVIDER setting forth the manner by which PROVIDER is in default.

If it is later determined by the CITY that the PROVIDER had an excusable reason for not performing, such as an epidemic, fire, or other events which are not the fault of or are beyond the control of the PROVIDER, the CITY, after setting up a new delivery of performance schedule, may allow the PROVIDER to continue work, or treat the termination as a termination for convenience.

3. Opportunity to Cure: The CITY in its sole discretion may, in the case of a termination for breach or default, allow the PROVIDER five (5) days in which to cure the defect. In such case, the notice of termination will state the time period in which cure is permitted and other appropriate conditions.

If PROVIDER fails to remedy to CITY’s satisfaction and within five (5) days of receipt of the written notice of termination, CITY shall have the right to terminate the Agreement without any further obligation to PROVIDER.

4. Waiver of Remedies: In the event that CITY elects to waive its remedies for any breach by PROVIDER of any covenant, term or condition of this Agreement, such waiver by Packet Page 132 of 798Attachment 2 Page 8 of 88

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CITY shall not limit CITY’s remedies for any succeeding breach of that or of any other term, covenant, or condition of this Agreement.

H. Severability.

If any provision or portion of this Agreement is found by any court of competent jurisdiction to be unenforceable or invalid for any reason, such provision shall be severable and shall not in any way impair the enforceability of any other provision of this Agreement.

I. Compliance with all Laws. Venue.

The Parties shall observe and comply with all applicable federal, state and local laws, ordinances, and codes. Venue for any legal dispute shall be the Solano County Superior Court or the United States Eastern District of California.

J. Non-Discrimination Clause.

1. During the performance of this Agreement, the Parties and their subcontractors shall not deny any benefits or privileges to any person on the basis of race, religion, color, ethnic group identification, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age, sex or sexual orientation, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, ethnic group identification, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age, sex or sexual orientation. Each Party shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination.

2. The Parties shall comply with the provisions of the Fair Employment and Housing Act (Government Code section 12900, et seq.), regulations promulgated pursuant to it (Title 2, California Code of Regulations, section 7285.0, et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (sections 11135-11139.5) and any state or local regulations adopted to implement any of the foregoing, as such statutes and regulations may be amended from time to time.

K. Access to Records and Retention.

All Parties, acting through their duly authorized representative, as well as any federal or state grantor agency providing all or part of the funding associated with this Agreement, the State Controller, the Comptroller General of the United States, and the duly authorized representatives of any of Parties, shall have access to any books, documents, papers and records of any Party which are directly pertinent to the subject matter of this Agreement for the purpose of making audit, examination, excerpts and transcriptions. Except where longer retention is required by any federal or state law, the Parties shall maintain all required records for three years after final payment for any work associated with this Agreement, or after all pending matters are closed, whichever is later.

L. Assignment.

Except as otherwise permitted by this Agreement, no assignment of rights and obligations hereunder shall be valid without prior written consent of the non-assigning Party.

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M. Entirety of Agreement.

This Agreement constitutes the entire Agreement between the Parties relating to the subject matter of this Agreement and supersedes all previous agreements, promises, representations, understandings and negotiations, whether written or oral, among the Parties with respect to the subject matter of this Agreement.

IN WITNESS WHEREOF, this Agreement was executed by the Parties as of the date first above written.

PROVIDER

By: ___________________

CITY OF FAIRFIELD, a municipal corporation

By: ___________________
David Gassaway, Interim City Manager

APPROVED AS TO FORM:

By: ___________________
City Attorney
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EXHIBIT A

SHELTER SOLANO OPERATIONAL PLAN

[attached]

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Management Plan

APPROVED December 7, 2018

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Management Plan

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Management Plan

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TABLE OF CONTENTS
1) Overview ..................................................................................... 7 Community Need .......................................................................................... 7 Corporate Information ................................................................................. 7 Mission Statement ........................................................................................ 7 Client Centered Services .............................................................................. 7 State of California Definition of Emergency Shelter ...................................... 7 HUD Definition of Homeless ......................................................................... 8 Housing First Model ...................................................................................... 8 Key Guidelines ............................................................................................. 8 2) Program Services ........................................................................ 9 Case Management ........................................................................................ 9 Collaboration & Referrals ........................................................................... 11 Life Skills/Wellness Programs.................................................................... 11 Vocational/Employment Services ............................................................... 12 Educational Programs ................................................................................ 12 Housing Search .......................................................................................... 12 Meals/Food ................................................................................................ 13 3) Program Acceptance .................................................................. 14 Referral and Admission .............................................................................. 14 Eligibility .................................................................................................... 14 Length of Stay ............................................................................................ 14 Intake ........................................................................................................ 15 Denial of Admission.................................................................................... 16 4) Program Exit ............................................................................. 17 Exit Planning .............................................................................................. 17 Follow Up ................................................................................................... 17 5) Confidentiality ........................................................................... 18 Guest Informed Consent ............................................................................ 19 Release of Third-Party Records .................................................................. 19 Review Prior to Release ............................................................................. 19 Court Order, Subpoena, Legal Mandates .................................................... 19 Revocation of Consent ................................................................................ 19 Packet Page 138 of 798Attachment 2 Page 14 of 88

Management Plan

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Access to Information ................................................................................ 20 Release of Information ............................................................................... 20 Shelter Transfer ......................................................................................... 20 6) General Practices ...................................................................... 21 Hours ......................................................................................................... 21 Quiet/Sleeping Hours ................................................................................. 21 Curfew ....................................................................................................... 21 Rights ......................................................................................................... 21 Responsibilities .......................................................................................... 22 Guest Input ................................................................................................ 22 Participation in Religious Activities ............................................................ 23 Shared Maintenance ................................................................................... 23 Guest Mail .................................................................................................. 23 Storage of Belongings ................................................................................ 23 Medication .................................................................................................. 23 Medical Marijuana ...................................................................................... 24 Guest Emergency Information ................................................................... 24 Universal Precautions ................................................................................ 24 First Aid Supplies ....................................................................................... 24 Weapons/Hazardous Materials .................................................................. 24 Smoking ..................................................................................................... 24 Visitors ....................................................................................................... 25 Language Accessibility ............................................................................... 25 Accessibility ............................................................................................... 25 Pets/Service Animals ................................................................................. 25 Non-Discrimination/Reasonable Accommodation ...................................... 26 Transgender Access ................................................................................... 26 Grievance ................................................................................................... 27 7) Guest Issue Management .......................................................... 28 Failure to Progress ..................................................................................... 28 Physical Altercation.................................................................................... 28 Abuse Reporting ......................................................................................... 28 Drug and Alcohol Use/Possession .............................................................. 29 Infectious Disease ...................................................................................... 29 Packet Page 139 of 798Attachment 2 Page 15 of 88

Management Plan

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Search of Guest Possessions/Inspections .................................................. 30 Involuntary Discharge Reasons .................................................................. 31 Discharge Requirements ............................................................................ 31 Storage of Belongings After Discharge ....................................................... 32 8) Staffing ..................................................................................... 33 Background Checks .................................................................................... 33 Wage Compliance ....................................................................................... 33 Tuberculosis Testing .................................................................................. 33 Trainings .................................................................................................... 33 9) Security Plan ............................................................................. 35 Security Overview ...................................................................................... 35 Basic Safety ............................................................................................... 36 Fire Safety .................................................................................................. 36 Burglaries and Robberies ........................................................................... 36 Natural Disaster Emergencies (earthquake, flood, fire, etc.) ...................... 36 Gas/Water/Electrical emergencies ............................................................ 37 Keys and Locks ........................................................................................... 37 Vandalism .................................................................................................. 37 Employee Injuries ...................................................................................... 37 10) Emergency Disaster Preparedness Plan ..................................... 38 Critical Operations ..................................................................................... 38 Prevention.................................................................................................. 38 Preparedness ............................................................................................. 39 Reporting Emergencies .............................................................................. 40 Evacuation Procedures ............................................................................... 40 11) Man Made/Natural Disasters: .................................................... 42 Active Shooter ............................................................................................ 42 Hostage/Abduction .................................................................................... 44 Train Derailments ....................................................................................... 47 Fire ............................................................................................................. 47 Wildfire ...................................................................................................... 48 Earthquakes ............................................................................................... 50 Extreme Heat ............................................................................................. 50 Floods ........................................................................................................ 50 Packet Page 140 of 798Attachment 2 Page 16 of 88

Management Plan

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Severe Weather/Thunderstorms & Lightning ............................................. 51 Blackouts ................................................................................................... 51 Hazardous Materials Incidents ................................................................... 52 Chemical Emergencies................................................................................ 54 Biological Threats ....................................................................................... 55 Chemical Threats ........................................................................................ 59 Cyber Attack ............................................................................................... 60 Explosions .................................................................................................. 62 Bomb Threats ............................................................................................. 63 Nuclear Blast .............................................................................................. 65 Electromagnetic Pulse ................................................................................ 66 Radiological Dispersion Device (RDD) ........................................................ 69

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Management Plan

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1) Overview
In this document, SHELTER Solano, Inc. will refer to the corporate entity and SHELTER Solano will refer to the physical shelter site located at 310 Beck Avenue, Fairfield, California, its operations and its programs.

Community Need
SHELTER Solano provides shelter accommodations for persons experiencing homelessness in Solano County. Also, SHELTER Solano delivers life changing educational, vocational, and life-skills training programs to homeless men, women, and children in Solano County. All services are provided at no-cost to the guest.

Corporate Information
SHELTER Solano, Inc. is a subsidiary corporation of SHELTER, Inc., a California nonprofit corporation from which it inherits its 501(c)(3) status.

SHELTER Solano will be financially sustainable through diversified funding sources from a variety of federal, state and local government contracts, foundation grants, and donations from corporate, faith, and civic groups as well as charitable individual donors.

Mission Statement
SHELTER Solano, Inc.’s mission is to prevent and end homelessness for low-income, homeless and disadvantaged families and individuals by providing housing, services, support and resources that lead to self-sufficiency.

Client Centered Services
Persons experiencing homelessness are referred to in this document as “guests”. All guests have an obligation to be engaged in a housing plan and will be enrolled in an appropriate program that exists at the shelter with the goal of each guest attaining self-sufficiency and stable housing.

In order to fulfill the mission of SHELTER Solano, guests will be supported with comprehensive, client-centered services to meet their immediate needs for shelter, meals, and personal security and access a range of resources leading to housing stability and self- sufficiency. Depending on the program, or other resources for which they are eligible, this may also include temporary financial assistance to obtain and maintain permanent housing.

State of California Definition of Emergency Shelter
SHELTER Solano, Inc.’s approach goes above and beyond the minimum requirements set by the State of California (see below). SHELTER Solano will be “program based” which means that all guests will be entered into a program with intensive wrap-around services. This best practices model prepares the guest for success in reaching their goals of permanent housing and self-sufficiency.

As defined in Gov. Code, § 65582, subdivision (d) and Health and Safety Code, § 50801, subdivision (e); an emergency shelter is “housing with minimal supportive services for homeless persons that is limited to occupancy of six months or less by a homeless person.” Packet Page 142 of 798Attachment 2 Page 18 of 88

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HUD Definition of Homeless
As of January 4, 2012, U.S. Department of Housing and Urban Development (HUD) has updated its definition of homelessness. The definition affects who is eligible for various HUD-funded homeless assistance programs. The new definition includes four broad categories of homelessness:
• People who are living in a place not meant for human habitation, in Emergency Shelter, in transitional housing, or are exiting an institution where they temporarily resided. The only significant change from existing practice is that people will be considered homeless if they are exiting an institution where they resided for up to 90 days, and were in shelter or a place not meant for human habitation immediately prior to entering that institution.
• People who are losing their primary nighttime residence, which may include a motel or hotel or a doubled up situation, within 14 days and lack resources or support networks to remain in housing.
• Families with children or unaccompanied youth who are unstably housed and likely to continue in that state. This applies to families with children or unaccompanied youth who have not had a lease or ownership interest in a housing unit in the last 60 or more days, have had two or more moves in the last 60 days, and who are likely to continue to be unstably housed because of disability or multiple barriers to employment.
• People who are fleeing or attempting to flee domestic violence, have no other residence, and lack the resources or support networks to obtain other permanent housing.

Housing First Model
Housing First is a relatively recent innovation in human service programs and social policy regarding treatment of people who are homeless. Housing First approaches are based on the concept that a homeless individual or household's first and primary need is to obtain stable housing, and that other issues that may affect the household can and should be addressed once housing is obtained. HUD determined that the number of chronically homeless individuals dropped by 30 percent using this model.

Key Guidelines
SHELTER Solano will adhere to all federal and state guidelines for HUD funding, including being a Housing First Model, and Emergency Shelter operations. SHELTER Solano will provide services in accordance with Section 25.5 of the Fairfield zoning ordinance and operate in accordance with Section 25.28.5B.

Unless otherwise defined by the funder for a specific program, SHELTER Solano will follow homeless definitions as published or revised by HUD.

The SHELTER Solano campus is a closed campus and will not operate as a walk-in or an overnight shelter. Admissions will be referred through the Coordinated Entry System or specific closed-funding programs.

SHELTER Solano will enter information into Solano County’s Homeless Management Information System (HMIS) for all guests.

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2) Program Services
SHELTER Solano will partner with stakeholders including, but not limited to, Solano County and all of its cities, local health care organizations, and other government entities. Program designs will be targeted to address the specific needs of participants for whom funding is made available. Targeted programs may include, but are not limited to:
• Homeless persons eligible for shelter and other services through Solano County Health and Social Services:
o CalWORKs Housing Support Program (HSP)-interim housing for CalWORKs referred clients while they are working to obtain permanent housing and increase income with case management
o Bringing Families Home
o Behavioral/mental health support, including Mental Health Services Act (MHSA)-interim housing for MHSA referred clients while they are working to obtain permanent housing, includes case management to overcome barriers and obtain housing along with services by our licensed Senior Case Manager for more intensive case management and mental health needs o Alcohol and other drugs/detoxification support-social detox interim housing with standard case management and intensive clinical case management by a licensed provider
o HMIOT (Homeless Mentally Ill Outreach and Treatment) - interim housing for HMIOT referred clients with services similar to MHSA
o Proposition 47 post-release
• Homeless persons exiting acute care facilities:
o Short-term housing during their recovery/respite period o Eligible under State Bill 1152 for post-discharge housing support • Programs connected with local City services including:
o City of Fairfield Homeless Intervention Team
o Fairfield individuals eligible for post-release supports under Proposition 47 o City of Vacaville Community Response Unit
o City of Vallejo Police Department
Case Management
Each guest entering the program will be offered case management services which include case management meetings, coordination of services, linkages to community based services, and housing search assistance.

Trained Staff will assist guests to access the following services:
• Case managers work with guests to:
o Develop a household budget
o Address immediate, short term and long-term financial goals o Create a timeline for goals and exit plan
• Housing resource specialists assist guests with their housing search • Employment specialists provide career assessment, resume and cover letter help and referrals to job opportunities
• Mental health counselors will provide assessments and therapy and help link families with appropriate mental health services
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General Case Management Guidelines:
• Case Managers typically manage a case load of 20 to 35 guests. • Unless otherwise required by regulation or by a funder of a shelter bed occupied by a specific person under specific requirements for continuing eligibility, support services, recreational activities, and community-led activities are voluntary.
• Due to the time limited nature of services, exit planning will begin at the time the guest is enrolled and continue throughout the guest’s individual housing stabilization planning process. The exit planning process will be reviewed with each guest at the time of program enrollment and at least monthly throughout their tenure.
• Case Managers address immediate goals that often include plans to address tax liens, traffic fines or past due utility bills and include an emphasis on creating a savings plan. The budget will be reviewed routinely to identify the amount of the deficit in obtaining and/or maintaining housing, along with a basic outline of what steps will be necessary to reach a sustainable income or expense reduction that will allow the household to achieve stability in housing. The plan will be reviewed to determine whether it is within the framework of available assistance and can be accomplished within the time frame allowed by the program service.
• A case file is opened at the time of admission for all guests. For guests who have been discharged from the program and readmitted, a separate record shall be maintained for each episode of care.
• A case manager will review the appropriate intake documents on the guest’s first meeting and have the guest sign all appropriate forms. These forms will go into the permanent guest record. All documents, policies, procedures, and notices will be reviewed and a copy of all documents will be given to the guest. A note will be documented in the guest record clearly identifying the date of admission and detailing the events of the intake meeting. Once completed, the case manager enters the form into HMIS no more than 24 business hours after its completion.
• During the first or second meeting with the guest, the case manager will gather information in order to identify issues that may seriously impact housing stabilization. This may include current services received by the guest, including any history of abuse, neglect, use of alcohol or substance abuse and domestic violence. All available assessments of current housing conditions, relevant vocational, educational, legal (criminal justice), language, cognitive, mental status, community resources, and guest strengths are to be included but in no way used to deny or require services.

The guest’s current use of community resources will be indicated. The case manager will reinforce that sharing information and accepting services are based on guest choice, and that information provided will not be used to deny assistance, but to guide the development of services. The completed intake evaluation date serves as the guest’s date of guest eligibility determination and program enrollment.

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Based on the results of the Vi-SPDAT (Vulnerability Index – Service Provider Decision Assistance Tool) and Housing Retention Assessment, the guest and case manager complete a Housing Stabilization Plan, which helps the guest develop their next steps and goals for the coming weeks and months, and helps keep them accountable for their actions. The plan will consider the guest’s strengths, needs, challenges and preferences. The Housing Stabilization Plan shall state specific problem/concerns related to housing stabilization that require resolution, the goals to be obtained, the objectives for each goal, the actions to be taken, and the responsible persons for each action. The plan shall remain in the guest’s permanent file and the guest shall be provided with a copy of their plan. The Case Manager and the guest will track progress at each case management meeting and revise the Housing Stabilization Plan as appropriate, and enter dated progress notes including the guest’s needs, challenges, services received, actions taken, and progress toward short term goals and the end goal achievement.

Collaboration & Referrals
SHELTER Solano is committed to providing uninterrupted care for guests as needed, including the provision of new or additional services supplementing those initially provided.

Case Managers will provide links and referrals to community resources in order to ensure that guests receive the most effective and appropriate care available and that continuity of care is maintained at all times. These external services may include public benefits, financial services, legal services, child care, transportation, health care, and counseling. SHELTER Solano is aware of the limited resources available and will make every effort to ensure that duplication of services is minimized and that eligible services offered by community providers are coordinated. As therapeutically indicated, some guests may be treated in multiple, simultaneous modalities of care.

In an effort to foster greater independence, guests will be encouraged to organize and manage their medical, financial, and auxiliary services independently, as appropriate to their abilities. However, in the event that a referral for services is required, the case manager will initiate the referral as necessary. Informed consent is obtained from the guest prior to contact with any adjunct provider with exception to emergency situations. In addition to referrals identified by the case manager or service team, the guest may request additional services as they deem appropriate. All actions taken in the referral process will be accurately documented in the guest’s permanent file.

On occasion, the complexity of a guest’s service-need may require a coordinated case conference between case managers and/or various community providers. In such instances, a coordinated case conference between appropriate agencies is scheduled. A guest may or may not be in attendance during such case management conferences.

Life Skills/Wellness Programs
In addition to addressing basic life skills and self-sufficiency needs through individualized case management, SHELTER Solano will work in collaboration with area organizations to provide workshops and programs to build life skills and support overall health and wellness for guests. Depending on interest and availability, programs may include tutoring, financial skills, taxes, tenant rights and responsibilities, smoking cessation, NA/AA groups, exercise/weight loss, crafts, parenting classes, or other needs identified through guest surveys and case management discussions.

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Vocational/Employment Services
SHELTER Solano will provide individualized, guest-centered employment services program for guests, based upon available funding and guest eligibility for services in the wider community. These internal and/or external services may include assessment, vocational counseling, training opportunities, employment search assistance, and post-placement support.

Educational Programs
SHELTER Solano will work with local partners to bring educational programs for adults and children to the campus. Depending on interest and availability, educational programs may include tutoring, GED preparation, English as a Second Language, introductions to post- secondary education opportunities, or other needs identified through guest surveys and case management discussions.

Housing Search
Achieving housing stability and self-sufficiency is the primary goal of the program. Case Managers and Housing Resource Specialists, working in coordination with Resource Connect Solano will support guests to secure the housing option that best meets their needs given the availability of resources. Guests are assisted, but ultimately responsible for their own housing search.

Early discussions will include:
• How the rent and deposit payments will be covered, either through guest savings, financial assistance from a public or private non-profit agency • Any issues that may affect the household’s ability to obtain utilities in their new unit or be required to plan for utility deposits
• What essential furniture and household items are already possessed or may be needed to set up the new home
• If help will be needed moving furniture and personal belongings into the unit SHELTER Solano staff will develop and maintain relationships with property owners. In addition they will assist guests with the following:
• Locating, obtaining, and retaining suitable housing.
• Understanding leases
• Securing utilities
• Making moving arrangements
• Mediation
• Tenant counseling
• Accessing external resources
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Meals/Food
SHELTER Solano will provide and serve meals. In some buildings, there may be designated areas used by guests to prepare and consume their own meals. Hot meals will not be allowed to be prepared in guest rooms. All areas used for food storage and preparation and dining areas will be sanitary and kept clean and comply with all relevant health codes. If the city of Fairfield or Solano County provide additional information or standards at a later date, SHELTER Solano will revise its policies and procedures accordingly. No food may be brought into or stored by guests in the dorm/sleeping areas to ensure sanitary standards and prevent pests.

SHELTER Solano relies on the support and generosity of the local community to provide services such as meals, and at the same time, must maintain the highest standards to ensure the health and safety of all guests. SHELTER Solano will accept donations of sealed, non-perishable, non-expired food and hygiene products, and sealed food that has been prepared in a licensed facility which can be documented to have been retained under safe conditions and temperatures at all times.

Meals provided and prepared on-site will be accepted, as will food prepared off-site by regular donors, based on the condition that the donors read and sign a fact sheet provided by SHELTER Solano that outlines the requirements for safe food preparation and handling, confirm knowledge of the standards, and provide current contact information. SHELTER Solano will not accept donated food that has been prepared off-site by intermittent donors.

The meal schedule will be posted at all times. Meal schedules may vary for different programs or groups of guests. Meals will not be served outside these posted hours or outside of the dining facility unless needed due to illness, an approved reasonable accommodation, or other approved circumstance. If a guest misses a meal due to an excused absence, staff will ensure that the guest is provided with an equivalent meal upon return or before early departure.

SHELTER Solano will make dietary modifications and/or provide appropriate food options based on a guest’s health, religious, and/or cultural practices, to the best of the shelter’s ability. Guests are encouraged to inform staff of their dietary needs/restrictions during the intake process, and for shorter-term reasons (religious, illness, etc.). These requests should be made with as much advance notice as possible.

Snacks and meals provided will be provided with reasonable accommodations made for any specific allergies by any guests, as possible. SHELTER Solano staff will ask about food allergies at intake; however, it is the parents’ responsibility to inform the program of children’s food allergies, and each adult guest to inform the program of their food allergies.

This information will be maintained in the food preparation/dining facilities.

SHELTER Solano will not accept a guest’s CalFresh benefits. Case management staff are available to assist guests in obtaining these benefits as part of their self-sufficiency/housing plans.

The dining facilities at SHELTER Solano are designed to provide a welcoming, comfortable setting for meals and other activities, and will be equipped with tables, chairs and all items needed to serve, eat, and clean up after meals.

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3) Program Acceptance
Referral and Admission
Admissions will be conducted using a Housing First approach, with no additional requirements or pre-conditions for admission beyond demonstration of homeless status and any eligibility requirements imposed by the funder. Referrals may come through the Coordinated Entry System. Additionally, beds can be accessed through a closed referral system based on partner/funder requirements.

SHELTER Solano provides accommodations (beds), meals, and related services to eligible program participants who have completed standard intake procedures. SHELTER Solano is not operated as a “walk-in” or “on-demand” shelter facility. Bed capacity and eligibility criteria will be based upon funding.

In general, referrals and admissions will occur during regularly scheduled business hours, Monday-Friday. After-hours or weekend admission may occur based on bed availability, funder program requirements, and special circumstances.

See the “Intake” section below for a more detailed process description.

Eligibility
Whenever possible, the applicant will be notified immediately whether they are eligible. If bed capacity is not immediately available, the applicant will be informed when space is expected to be available and clear agreements will be made about remaining in contact to facilitate move-in as soon as possible.

If the applicant is admitted but requests time before move in, such requests will be handled on a case-by-case basis. If additional time is needed to obtain information or documents required to determine eligibility, the applicant will be provided a reasonable amount of time to provide the information/documents.

All offers or denials of admission will be in writing and accompanied by the written appeal/grievance policy.

Upon admissions, guests will be provided with copies of the following:
• Welcome letter
• Guest rights
• Privacy/Confidentiality/HIPAA Notice
• Written program rules
• Visitation policy
• Storage policy, including storage after exit
• Medication storage policy
• Grievance procedure
Length of Stay
SHELTER Solano establishes a maximum length of stay for shelter guests of six (6) months as outlined by State guidelines for an Emergency Shelter. Guests have an obligation to be engaged in a housing plan. The intent of the standard is for each person or household’s stay to be focused on exiting to permanent housing. In extenuating circumstances, a stay may be extended on a month by month basis if the guest is progressing with their housing plan.

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Intake
Program applicants will meet with staff to complete intake forms, review program services, and participation expectations. Admissions/Intake forms and questions will be used to compile information and documentation needed to verify eligibility (including homeless status and, where applicable, income) and complete all data entry required into the Homeless Information Management System. In general, intake meetings will be scheduled in advance and be conducted by a case manager or by other trained staff.

Applicants will be advised of their rights and responsibilities within the application process, and are asked to complete the Release of Information form specified by Solano County and required for HMIS. As needed, applicants will be assisted to complete written forms and/or interviews to complete the intake process, including reasonable accommodations and language translation. Applicants may decline to provide one or more answers, which will not generally prevent admissions except in cases where the information is necessary to determine or document eligibility (if refusal or inability to provide the information would result in denial of admission, this will be made clear to the applicant).

Applicants will be requested to bring the following to the first intake appointment:
• Birth certificate
• Government-issued photo identification
• Verification of type and amount of income
During the first intake appointment, the following forms will be completed, as applicable:
• Program Referral
• HMIS/Release of Information
• Medical/Emergency Information/Contact
• Verification of Homelessness
• Verification of Income
• Disability Certification
• Media Release Consent Form
• Vi-SPDAT
• Verification of School Enrollment
During the first intake appointment, the following facility and program guidelines will be reviewed:
• Shelter guidelines, including confidentiality, visitor, storage, medicine storage and grievance policies
• Program-specific requirements, time limits, services, and expectations • Move-in procedures including Clean Entry/Bed Bug Abatement protocols • Emergency/safety protocols including prohibited materials and behavior, mandated reporter advisory
• Protections and policies regarding Reasonable Accommodations for Persons With Disabilities and under the Violence Against Women Act (VAWA) • Voluntary and involuntary discharge policies and procedures

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Denial of Admission
Denial of admission to the facility can only be based on the following reasons and is at the discretion of the shelter:
• The guest does not meet the basic or applicable eligibility criteria for shelter admission (e.g., gender, age, homeless status, domestic violence victim, etc.). Beds designated by funding sources as having additional restrictions (e.g., VA beds that require advance approval by the VA) may deny entry to those not meeting funder requirements.
• The guest has a criminal record involving sex offenses, arson or violent crime that poses a current risk to the health and safety of staff and/or guests.

When considering a guest’s criminal record, an assessment of the length of time since the crime occurred and efforts made towards rehabilitation in the evaluation of eligibility for entrance must be included. This standard does not require that criminal history is assessed.
• A restraining order that prohibits admission to the facility. • Violent or threatening behavior.
• Conduct from prior stay at the shelter that puts the health and safety of staff or guests at risk (e.g., violence, weapons violations, disclosing confidential location of shelter, and egregious damage to property). If a guest is denied entrance based on a prior stay the guest must be informed of the reason, conditions for lifting the restriction and right to appeal, including whom to contact regarding an appeal and information about the appeal process. • Infectious disease that significantly increases the risk of harm to other guests. Note that guests with lice or scabies or exhibiting symptoms of TB should be allowed to stay in the shelter and sent to a health care provider for treatment as soon as possible. Precautions will be taken to avoid spread as feasible. Noncompliance with treatment or containment measures that endangers other guests may be cause for discharge.
• The individual requires care and supervision to manage the activities of daily living (feeding, toileting, selecting proper attire, grooming, maintaining continence, putting on clothes, bathing, walking and transferring) without the appropriate supports available on-site (e.g., an inappropriate request for admission as a discharge location from a hospital).

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4) Program Exit
Guests will be aware of the timeline for their exit, as they have been involved in formulating their exit plan. A written Exit Notice will be given to the guest at least sixty (60) days before participation ends to emphasize the time-limited nature of assistance and offer exit planning support. A copy of the appeals process will be attached to all exit notifications.

Exit from the program may be voluntary due to relocation, no further need for services, or program completion, or involuntary due to program violations. It is expected that many guests will exit the program within six months, but extensions will be made on a case-by- case basis and as may be permitted by specific funders.

Exit Planning
Exit planning involves the following steps:
• Review exit process and program completion criteria with the guest upon enrollment, including a plan for removal of all personal items from SHELTER Solano at time of departure or no later than five (5) days after exit. • Document the guest’s service plan and progress notes to reflect why and when the household is ready for exit/program completion. • Meet and discuss guests’ readiness for program completion with the Program Manager, obtaining all signatures needed to complete exit procedures. • Complete the Housing Stabilization Plan and enter final case notes. • Notify the guest of their right and the process to appeal. • Ensure that the guest record is complete and accurate, including contact information to facilitate post-exit contact, including phone numbers, email addresses, and emergency contact with authorization to contact. • With the guest, discuss ongoing contact, identify supportive services to be provided following program completion (if any), and establish a written plan for their provision.
• Review follow-up contact protocols to assure completing guests that they can contact the program if concerns arise, even if they have not requested ongoing supports, and that they will be contacted regularly over the next 12 months to offer support and track housing retention.
• Complete the HMIS Exit form and submit it to the program manager within 24 business hours.

Follow Up
Additionally, the case managers will contact all guests who have successfully exited their program on a monthly basis for the first six months, and again after one year. The contact will establish whether the guest needs additional support and has maintained permanent housing. In the event the guest does not respond to phone inquiries then the case manager will send a written survey to gather the information.

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5) Confidentiality
The confidentiality of guests must be maintained at all times. The following is a list of situations where confidentiality issues are likely to be involved:
• Staff should not acknowledge that an individual is or isn’t a program guest when receiving an incoming phone call for the guest. The caller should be advised that we do not divulge whether an individual is or is not a guest, and offer to take the caller’s name and number to provide to the guest if they are indeed staying at the shelter. Exceptions to this would include individuals calling for whom we have a signed release.
• Service Providers/Organization: Any discussion about a guest with another organization or individual outside of SHELTER Solano requires a signed Release of Information document prior to the discussion. • If a guest approaches a staff person with comments or questions about another guest, then staff should document the questions or comments and not participate in any discussion on the topic. If the issues being addressed warrant further discussion, staff will handle them as appropriate.

All written and electronic information and records directly or indirectly identifying any person currently or formerly receiving services from SHELTER Solano shall be treated as confidential and may only be disclosed upon written consent of the guest or their legal guardian to a third party to release confidential information. The release document must be completed in writing and a copy retained in the guest file.

Confidential, printed information including active records, purged records and closed records are stored in locked cabinets and/or at secure, off-site commercial storage facilities. Access to such records is limited to personnel directly involved in the provision of services to program guests. Key access to confidential records is controlled by appropriate staff.

All electronic information, including but not limited to the identification, background, financial information, housing status, utilization of services, and discharge data that is entered, called up, stored and/ or printed is to be considered confidential and subject to the same policies of confidentiality that govern written data.

In all cases, all staff with access to a computer shall take necessary precautions to ensure that unauthorized individuals do not read data printed on a screen or in a printout. The following guidelines have been established to ensure that reasonable efforts are made to protect guest information:

Computerized guest records shall be maintained for a minimum of five (5) years from the last date of service as per SHELTER, Inc.'s policy regarding record retention. Hard copies of documentation identified as essential information must be maintained in the guest’s record.

Clinical records - the agency has the right and is required to maintain a record of its services to guests. The agency asserts that the physical record is the property of the agency as a record of those services. However, the agency acknowledges that the information contained in the record that is specific to the individual is the property of that individual and that individual has a right to have access to, to amend, and to control the release of that information.

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Guest Informed Consent
Information will only be released or obtained after the individual guest’s informed consent is obtained. The case manager shall meet with the guest to discuss the release of information and ensure that the guest understands what information is to be released, to whom, for what purpose, and over what time frame. The guest’s consent is documented by the guest signing and dating an "Authorization to Release and/or Obtain Information" form. The form must clearly identify:
• The guest’s name;
• What information is to be released in as specific detail as possible.

Information regarding mental health diagnosis, drug and alcohol use, or HIV status may not be released;
• To whom the information is to be released including the name of the organization and/or specific name of the individual;
• The purpose of the release of information;
• How often or over what time frame, information may be released or obtained. Unless specified otherwise, the authorization will expire after twelve (12) months;
• The guest’s signature and date; and
• The case manager must then sign and date the form as a witness.

Release of Third-Party Records
In the course of providing services, the agency may obtain records from a third party. Those records are the property of the third party and not SHELTER Solano. SHELTER Solano will not release any third party records. Anyone requesting third party records will be directed to request the records from the original source.

Review Prior to Release
All records shall be reviewed prior to release to ensure that only the information duly authorized is released; that the records do not include third party records; and that the records do not erroneously contain the names of other guests.

Court Order, Subpoena, Legal Mandates
This applies to cases: Duty to Warn; Child and Elder Abuse/Neglect, etc. Release of information in such circumstances will be determined on a case by case basis with approval by the program manager and the Director of Programs. SHELTER Solano will not voluntarily use the record in any manner which would jeopardize the interest of the guest, with the exception that the program retains the right to utilize the record as necessary to comply with law or defend itself and/or its agents.

Revocation of Consent
The guest may revoke consent at any time by signing a "Revocation of Consent" section of the Authorization to Release/Obtain Information form. SHELTER Solano shall be held harmless for the release of information that occurred prior to the revocation.

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Access to Information
Staff may have access to guest information on a need to know basis. All SHELTER Solano staff shall sign a confidentiality statement and are bound by all rules, regulations and/or laws regarding confidentiality.

Release of Information
It is the policy of SHELTER Solano to allow guests access to their individual records, if access is not clinically contra-indicated. Any guest who requests access to their record must present the request in writing to their assigned case manager who will then relay the request to the program manager. The request may be mailed or presented in person.

Response to the written request will be made within ten (10) business days. In the event that a determination is made that the guest and/or any other individual may be at imminent risk of danger secondary to the guest’s review of the record, SHELTER Solano maintains the right to deny access to the record. The program manager shall notify the guest in writing of such denial of access to their record within ten (10) business days from the original request.

The program manager will inform the guest in writing of when, where and with whom the record will be available for review. The program manager will meet with the guest at the appointed time to review the record. Access to the record shall be provided within thirty (30) business days from when the request is received. In the event that the guest has been discharged from the program, additional information may be requested to confirm that guest’s identity prior to release of confidential records.

The guest may request photocopies of the record which shall be provided within thirty (30) days of receipt of a written request. The first copy within a twelve (12) month period will be provided without cost to the guest. SHELTER Solano reserves the right to charge a fee for any additional photocopy requests within the twelve (12) month period.

A guest’s record may be destroyed once the appropriate time has elapsed from the guest’s discharge date, following agency document retention policies. In the event that a guest requests access to a destroyed record, the program manager will inform the guest in writing that the record being requested has been destroyed and is no longer available.

Shelter Transfer
SHELTER Solano will not transfer guests to other shelters arbitrarily, as a punitive measure, or without the guest’s consent. SHELTER Solano may however arrange for a guest to move to a different shelter, with the consent of the guest, if a determination is made by both shelters that an alternative setting is likely to better meet the needs of the guest. Transfers may also occur as a result of circumstances which qualify for action under the federal Violence Against Women Act (VAWA) and/or as a result of a request for a Reasonable Accommodation for a person with a disability. SHELTER Solano will follow any general transfer policy created as part of Solano County’s implementation of coordinated entry system.

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6) General Practices
Hours
All shelter hours of operation will be posted in a visible location. SHELTER Solano will be operational 24/7, therefore guests will be allowed access to their possessions and to the facility common space at all times.

Quiet/Sleeping Hours
The facility recognizes a quiet time (i.e., lights out) from 9:00 pm to 6:00 am Sunday through Thursday and 11:00 pm to 6:00 am. Friday and Saturday. TV or radio use and conversations should be kept to a volume low enough to allow everyone to rest. All televisions and radios must be off during the quiet/sleeping hours. It is important that courtesy to others always be applied by all guests. Courtesy and respect for others is expected in all situations. Headphones must be worn at all times when listening to music in common areas. Music may be played in an individual guest room at a very low noise level.

Curfew
SHELTER Solano reserves the right to maintain a curfew policy to ensure the safety of guests. The policy will be clearly written and explained to guests at shelter entry. The policy will be consistently enforced, however, missing a curfew will not be the sole reason for denial of entry or discharge unless the late arrival compromises the health or safety of other guests or staff or if the guest’s late arrival repeatedly interferes with the rights of other guests to peaceful enjoyment of the facility. If SHELTER Solano establishes a policy that includes filing a missing person report if a guest does not return by the curfew time, this will be posted and clearly explained to guests at the time of shelter entry.

Rights
Guest rights will be provided in writing and posted in the facility. All program requirements will be consistent with these standards. Rights include:
• Guests have the right to be treated with dignity and respect; • Guests have the right to privacy within the constrictions of the shelter environment;
• Guests have the right to be treated with cultural sensitivity; • Guests have the right to self-determination in identifying and setting goals; • Services should be provided to guests only in the context of a professional relationship based on valid, informed consent;
• Guests should be clearly informed, in understandable language, about the purpose of the services being delivered, including guests who are not literate and/or have limited-English proficiency;
• Guests have the right to confidentiality and information about when confidential information will be disclosed, to whom and for what purpose, as well as the right to deny disclosure, unless disclosure is required by law; • Guests have the right to reasonable access to records concerning their involvement in the program.

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Responsibilities
Guest responsibilities will be provided to each guest in writing upon admission and posted in the facility in a visible location. This will include:
• A clear description of all program rules and potential consequences for violations of these rules.
• A “good neighbor” policy that outlines expected behavior in order to not interfere with the rights of other guests including the use of scented products when guests with chemical sensitivities.
• Any expectations related to chores.
• Expectations regarding working to exit shelter into stable housing as quickly as possible.

Guest Input
SHELTER Solano values the input and feedback of all stakeholders, and will provide guests with on-going opportunities to voice opinions, participate in program operation and programming, and make suggestions regarding programming and rules.

A suggestion is related to improving a process, making a request for a change, or addressing a problem (not related to case management or an interpersonal conflict). It is understood that the guest pointing out a problem may not have a solution to the problem; this does not preclude the guest from making a suggestion.

Guest input will be invited by providing suggestion forms, requesting the person’s name on the suggestion form in order to get clarification on any confusing or ambiguous items entered on the suggestion form and provide follow up communication. Anonymous suggestions will be accepted as well. A guest may also request staff assistance in providing input/feedback, which may include staff translation, scribing the person’s feedback or assisting the person with writing it down themselves. There is no penalty, nor should any guest fear reprisals from for making a suggestion or submitting an observation or concern.

Suggestion forms are located next to the lock box in each building. Staff will check the boxes daily, log the comment, and forward to leadership who will investigate the information presented on the form, and determine what category of suggestion is on the form, its level of priority (3 days or 2 weeks) and/or validity of the information. Prioritization for action, timeframe, and final outcome will consider the following:
• Any observation or concern that is based in fact and poses a potential imminent threat should be addressed immediately, or as soon as feasible.

Items that are found to be false, based on unverifiable hearsay or inaccurate information, etc. will be returned to the contributor. The guest will be reminded of the importance of verifying facts, and the negative impact to morale that perpetuating false and inaccurate information causes. The Manager will make a comment on the login form, noting that the item was returned to the contributor. If the item didn't include the contributor's name, the form will be put in the back of the binder. No further action will be required.

Any suggestions that poses the potential for accusations of preferential treatment by other guests, is impractical, is frivolous in nature, or would take away rights from another guest or program will not be considered for implementation. The Manager should meet with the contributor and explain why the suggestion(s) are not to be implemented.

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In general, leadership will take no longer than two (2) weeks to address a suggestion or idea, and 72 hours to respond to a concern or observation.

Participation in Religious Activities
SHELTER Solano does not require participation in religious activities. Religious activities include moments of prayer or the saying of grace before meals. While these activities are not prohibited on an individual basis, participation in such activities will not be required.

Shared Maintenance
SHELTER Solano expects guests to work together as a community to maintain a safe and healthy environment. Adults are expected and encouraged to participate in daily chores. The chore assignments are light housekeeping tasks such as mopping, sweeping, vacuuming and cleaning bathrooms. Chore assignments are rotated on a regular basis by shelter staff and will take into account guests’ physical conditions and may be modified to allow for accommodations for those who cannot participate in chores due to disability, pregnancy, etc. Written program rules will specify any chores and/or housekeeping requirements of guests, how to request a modification, and will be provided to guests upon entry or posted in a location easily visible by guests. Noncompliance with a chore policy will not be the sole reason for discharge unless a repeated pattern of violation occurs that impacts other guests.

Guest Mail
SHELTER Solano does not receive or distribute guest mail; each person is encouraged to make alternate arrangements for receiving mail (e.g., at their post office box, a friend or family member’s home, etc.).

Storage of Belongings
Guests are responsible for their personal belongings. If available, guests may store their belongings in lockers that may be provided for this purpose, generally within the sleeping areas, to facilitate 24/7 access. Requests for shelter staff to hold onto any personal belongings, including money or documents cannot be honored. Space is provided, but SHELTER Solano cannot be responsible for the security or value of personal belongings on- site before, during, or after participation. If lockers are provided, their space may be limited, so guests are encouraged to make alternate arrangements off-site. This policy will be discussed with guests upon intake, as applicable.

Medication
SHELTER Solano encourages guests to lock medications in secure storage areas made available in order to protect medication from theft but will not require guests to turn over medication. SHELTER Solano will make available a lockable storage area for medications and access to refrigeration for medications. This may include a locked box within a refrigerator that also serves other functions.

Upon request, stored medications will be provided to the guest, storage and times of access will be noted in a log, and containers will be returned to locked storage after the guest has self-administered the medicine. Staff will not administer or dispense any medication.

SHELTER Solano may be requested to operate a program that includes medication management. If this is the case, SHELTER Solano will provide qualified staff to appropriately manage and administer guest medications.

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Medical Marijuana
Under federal law, SHELTER Solano is required to prohibit marijuana use, therefore, guests may not smoke or consume marijuana in any form on the shelter campus. Information about the California Medical Marijuana Program is available on the California Department of Public Health website at this address: https://www.cdph.ca.gov/programs/MMP . If there is a question about the validity of a medical marijuana ID card, anyone can access the California Department of Public Health verification website here: http://mmic.cdph.ca.gov/ . This website allows anyone to look up an ID card (by number only) and confirm whether the card is valid or invalid. The website does not include any personal information.

Guest Emergency Information
SHELTER Solano staff will collect emergency contact information and information about health needs upon admission that may impact an emergency response. This information will be kept in a place accessible to on-duty staff in the event of an emergency but otherwise secure and confidential.

Universal Precautions
SHELTER Solano will comply with universal precautions as prescribed in 29 CFR 1910, provide for proper sharps disposal, and provide a copy of the written policy in place governing protocols related to universal precautions to guests upon admission. Information can be found here: https://www.osha.gov/SLTC/etools/hospital/hazards/univprec/univ.html .

First Aid Supplies
Basic first aid supplies will be available on-site and accessible to staff at all times.

Weapons/Hazardous Materials
All weapons of any type and hazardous materials are prohibited at SHELTER Solano.

Weapons include but are not limited to firearms, pepper spray, mace, and knives.

Hazardous materials include but are not limited to flammable liquids, radioactive materials and biological contaminants. No guest, guest visitor, vendor, volunteer or staff person outside of authorized law enforcement personnel may bring or store a weapon or hazardous materials on the premises. SHELTER Solano reserves the right to conduct a search of a person, possessions, or the grounds to determine if a prohibited item or substance is present, respecting the basic rights of all persons. Violation of this policy may be grounds for immediate discharge from the campus and programs.

Smoking
Smoking on the premises is limited to designated outside smoking areas within the facility boundries. In no case will smoking be allowed indoors or within 20 feet of shelter buildings.

SHELTER Solano will follow any local ordinances regarding smoking in public areas.

Information about tobacco cessation resources will be posted.

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Visitors
The visitation policy at SHELTER Solano will be posted. Policies may vary for different buildings or programs on the SHELTER Solano campus. In general, visitors are allowed only in the common areas of guest buildings and during permitted hours when approved by a case manager. All visitors must be pre-approved and check in at the administration building before proceeding into any facility building. The visitation policy will be provided in writing to each guest upon entry into the shelter or when it is changed. Visitors who are service providers from other programs or agencies will be accommodated to meet with a guest.

Language Accessibility
SHELTER Solano will ensure that guests have access to interpreter services and that written materials are available in Medi-Cal threshold languages in Solano County. To the extent practicable, posted notices and key documents will be provided in these languages.

Note: Social Services Agency (SSA) provides access to a free language interpretation phone line and free document translation services for all SSA shelter contractors. Details regarding how to utilize this service are described in Attachment B of Shelter Contracts and Attachment A of this document.

Accessibility
SHELTER Solano will adhere to all pertinent requirements of the Americans with Disabilities Act (ADA). See https://www.ada.gov/pcatoolkit/chap7shelterchk.htm .

Beds designated as accessible will comply with federal height and distance standards requiring a minimum of 36 inches between sleeping units and a sleeping surface height between 17-19 inches above the finished floor. Beds designated as accessible will be prioritized for guests with disabilities. SHELTER Solano will provide as many ADA accessible beds as possible, not all beds will meet these requirements.

Program documentation will be provided in forms accessible to hearing-impaired and sight- impaired individuals, upon request.

SHELTER Solano does not currently provide transportation for guests, but if it does so in the future, provisions will be made for guests who need vehicles that are wheelchair accessible.

Pets/Service Animals
Due to space limitations to meet the needs of pets or comfort animals, there is no guarantee of space or authorization for any pet or comfort animal, even if it had been previously permitted on site. Current kennel space exists for up to four large dogs, which can be made available on a case-by-case basis.

SHELTER Solano will make reasonable accommodation for service animals, following standard reasonable accommodation processes. Additional information regarding ADA requirements for service animals from the U.S. Department of Justice is included in https://www.ada.gov/service_animals_2010.htm . According to this guidance, emotional support, therapy, comfort, or companion animals are not considered service animals under the ADA. These terms are used to describe animals that provide comfort just by being with a person. Because they have not been trained to perform a specific job or task, they do not qualify as service animals under the ADA.

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No animal may be kept in or tied to any vehicle or conveyance item parked or otherwise stored on-site for any period of time. For any animal permitted on-site, the guest remains fully responsible for the care, feeding, and other needs of the animal including hygiene and property cleanliness.

Non-Discrimination/Reasonable Accommodation
A guest will not be denied admission into the program, services, or any benefit of occupancy/participation on the basis of race, color, national or ethnic origin, age, religion, disability, sex, sexual orientation, marital status, gender identity and expression, veteran status or any other characteristic protected under applicable federal or state law. SHELTER Solano is committed to ensuring fair housing and equal access for all guests.

All staff are charged to support this effort and to respond promptly and appropriately to any concerns that are brought to their attention. Applicants or guests may file a discrimination claim with local, state, or federal authorities regarding actions or inactions by SHELTER Solano any housing provider associated with these programs by contacting ECHO Housing (1-855-ASK-ECHO), the California Department of Fair Employment and Housing (1-800- 884-1684), or the U.S. Department of Housing and Urban Development (1-800-669-9777).

SHELTER Solano will make reasonable modifications in programs, activities and services when necessary to ensure equal access to individuals with disabilities, unless fundamental alteration in the nature of the program would result from the accommodation.

The written SHELTER Solano Reasonable Accommodation policy will be provided upon admission and may be requested at any point.

Transgender Access
SHELTER Solano will comply with the HUD Rule on Appropriate Placement for Transgender Persons in Single-Sex Emergency Shelters and Other Facilities (see link: Transgender Placements) unless other funder-specific requirements or prohibitions apply to a program or shelter bed, in which case funder-specific policies will be followed.

In accordance with the HUD rule, SHELTER Solano will place eligible persons in single-sex Emergency Shelters facilities based on the gender with which the person identifies, taking health and safety concerns into consideration. A guest’s own views with respect to personal health and safety will be given serious consideration in making the placement. SHELTER Solano will not make an assignment or re-assignment based on complaints of another person when the sole stated basis of the complaint is a guest’s or potential guest’s non- conformance with gender stereotypes.

There generally is no legitimate reason for a shelter provider to request documentation of a person’s sex in order to determine appropriate placement, nor should the provider have any basis to deny access to a single-sex Emergency Shelter solely because the provider possesses identity documents indicating a sex different than the gender with which the guest identifies. SHELTER Solano will not ask questions or otherwise seek information or documentation concerning the person’s anatomy or medical history nor consider the guest ineligible for an Emergency Shelter or other facility because their appearance or behavior does not conform to gender stereotypes.

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Grievance
SHELTER Solano’s written grievance and complaint protocol will be provided to each guest upon intake and is publicly posted in a location visible to guests.

An applicant or guest denied or terminated from service has the right to appeal the decision regarding their participation in the program or other disciplinary/adverse actions. All guests will receive a written notice of denial of admission, services or notice of exit (discharge) from program services or, including all voluntary and involuntary terminations, with a copy of the appeal process printed on the back of the Denial or Exit/Discharge Notification form.

To the extent feasible, when a guest files a grievance related to their ability to stay in the shelter the action is suspended until the grievance process is completed, unless allowing the guest continued stay poses a risk to the health and safety of other guests and/or staff, or if the guest does not cooperate with timely resolution of the grievance or appeal, or if the discharge is required by law, the funding source, law enforcement, Housing First Solano’s Coordinated Entry System, or other authorized entity.

Appeal procedures are as follows:
• Step 1: Within seven days from receiving the notice, the applicant/guest may submit a written request for a conference with the SHELTER Solano Operations Manager with a copy to the SHELTER Solano Director of Programs. If an appeal request is not submitted by the deadline staff should always consider any challenging circumstances that may have impacted the applicant/guest’s ability to submit in a timely manner and grant a hearing whenever possible.
• Step 2: A conference with a neutral decision-maker (a supervisor or manager who was not directly involved in the incident or situation of the grievance) will be scheduled within five working days after receipt of the written request. During the conference the applicant/guest is to identify the problem, clarify any conditions relating to this problem and present any additional information supporting their position. The applicant/guest may bring other person(s) to speak on their behalf or provide the guest with support, including third-party advocates in the grievance process.

Reasonable efforts will be made to coordinate with a guest’s advocate in order to schedule the appeal.
• Step 3: The applicant/guest will be provided a written decision within five working days following the conference.
• Step 4: If a satisfactory resolution is not reached, the applicant/guest may file an appeal with the Director of Programs within seven days from the date of the letter from the Program Manager. Within five working days, the Director of Programs or designee will schedule a time to meet. The guest may bring other person(s) to speak on their behalf or provide support. • Step 5: The Director of Programs will render the final decision and provide a written decision within five working days following the appeal hearing. This written decision will include information about any subsequent appeals process available through the applicable funding agency.

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7) Guest Issue Management
Failure to Progress
Guests have an obligation to be engaged in a housing plan. Staff support and assistance, which may include case management and housing search assistance will be offered. Guests do not have to utilize these services but must otherwise demonstrate that they are engaged in a housing plan and activities.

SHELTER Solano may discharge a guest who refuses to work towards a housing plan and/or has refused multiple housing opportunities. Before discharge, evidence must be presented that the staff actively attempted to engage the guest in services designed to support exit to stable housing with consideration given to each guest’s barriers to engagement.

Physical Altercation
In the event that a physical altercation occurs, staff shall ensure that all guests are safely removed from the situation. Staff will then attempt to de-escalate the situation utilizing non-violent crisis intervention techniques. In the event that the situation cannot be de- escalated, staff shall contact the local police department for assistance, and then notify the Program Manager or the Director of Programs, in their absence. If the guest is in imminent danger or cannot be safely transported by staff, the police department will be contacted for assistance. If possible, staff will remain with the guest until the emergency evaluation is complete. Once the event is over, staff will inform the program manager of the incident and outcomes and submit a written Incident Report within twenty-four (24) hours of the incident.

Abuse Reporting
SHELTER Solano is a mandated reporting agency.

Upon hire, all employees will be informed that they are mandated reporters. Employees will be given a statement, informing them that they are a mandated reporter and their obligations to report suspected cases of abuse and neglect pursuant to California Penal Code Section 11166.5. All employees will be given annual refresher training on Mandated Reporting practices. Phone numbers for mandated reporting will be included in the Emergency Phone Numbers booklet by all telephones.

Mandatory reporting items are things like suspicion of/ evidence of child abuse or neglect, elder abuse/neglect, homicide threats to, or abuse/neglect of disabled persons. The abuse can be neglect, verbal, mental, physical, sexual, or financial.

Authorities to which reports must be made may include police or Sheriff's Department, Solano County Probation Department, if designated by the county to receive child abuse reports, and Solano Health and Social Services Department/Child Protective Services.

The report should be made immediately over the telephone and should be followed up in writing. The law enforcement agency has special forms for this purpose that they will ask you to complete. If a report cannot be made immediately over the telephone, then an initial report may be made via e-mail or fax. A report may also be filed at the same time with your school district or county office of education (COE).

School districts and COEs, however, do not investigate child abuse allegations, nor do they attempt to contact the person suspected of child abuse or neglect.

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These policies do not take the place of reporting to an appropriate local law enforcement or county child welfare agency.

The primary intent of the reporting law is to protect the person from abuse or neglect.

However, a report of suspected child abuse or neglect may also present an opportunity to provide help for the family.

Telling a supervisor does not meet the mandated reporting requirement. If a decision is made that the supervisor will complete and submit the report to the county child welfare department or law enforcement agency, then one report is sufficient. Under the law, even if the supervisor disagrees, the individual with the original suspicion must report. As mandated reporters, staff may take photos or obtain x-rays without parental consent, but only for purposes of documenting or investigating child abuse or neglect.

Drug and Alcohol Use/Possession
SHELTER Solano prohibits the possession, use or distribution of alcohol or illegal drugs on the premises. If alcohol or drugs are found, guests will be given the opportunity to dispose of the prohibited substance or leave the shelter for that night if they do not wish to dispose of the prohibited substance. A single violation of this policy will not be the sole reason for discharge unless the violation compromises the health or safety of other guests or staff or repeatedly interferes with the rights of other guests to peaceful enjoyment of the facility.

Admission, discharge, and service restriction policies will not be based on substance use or possession alone, unless the program is designated as an abstinence-based program in its funding contract.

Drug testing of guests will not occur unless the testing is part of an agreed upon treatment plan with the guest. Submission to drug testing will not be a requirement for residency and refusal to participate in drug testing will not be the basis for involuntary discharge.

Being under the influence on-site may not be the basis for discharge but may be grounds for exclusion from common spaces if the health and well-being of other guests will be jeopardized by the person’s behavior. Discharge will only be based on specific behaviors that meet the standard for discharge as described in the section titled Discharge Reasons.

Infectious Disease
SHELTER Solano will adhere to Solano County standards and policies for responding to infectious disease. In general, SHELTER Solano will:
• Make referrals to health care providers when a guest shows symptoms of tuberculosis (TB), lice or scabies.
• Notify guests when there is a possibility that they were exposed to a communicable disease that is spread through casual contact. • Maintain guest confidentiality related to communicable diseases. • Respond to any identified communicable disease, including consultation with a medical professional when determining if a guest is infected with a contagious communicable disease that might seriously endanger the health of other guests.
• A TB test will not be required as a condition of entry.

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• An infectious disease that significantly increases the risk of harm to other guests may be a reason for denial or discharge. Guests with lice or scabies or exhibiting symptoms of TB shall be allowed to stay in the shelter unless the disease or infestation cannot be appropriately contained (e.g., due to close quarters of facility), in which case those guests may be discharged and referred to a health care provider for treatment.
• Noncompliance with treatment or containment measures that endangers other guests may be cause for discharge.

SHELTER Solano will comply with California Code of Regulations, Title 8, Section 5199, regarding Aerosol Transmissible Diseases (ATD) control and worker and Guest safety expectations: http://www.dir.ca.gov/title8/5199.HTML . For additional guidance on this regulation and for information regarding best practices for control of infectious disease, please also refer to “Preventing Tuberculosis (TB) in Homeless Shelters” published by the Los Angeles County Department of Public Health:
http://publichealth.lacounty.gov/tb/docs/LATBGuidelinesforShelters.pdf .

Search of Guest Possessions/Inspections
SHELTER Solano policy and procedures governing how and when searches of guests’ private possessions may be conducted will be provided upon admission. Searches will only be conducted when there is “probable cause” to believe that the person has in their possession something which may jeopardize the safety of other guests or staff, including a weapon, or illegal material, including illegal drugs, or something which is interfering with the peaceful enjoyment of the facility of other guests such as food that is attracting vermin. If the person does not consent to the search, and “probable cause” exists to search, the person will be given the choice of being discharged or being searched.

While we strive to provide privacy within the shelter setting, periodic room/bed inspections will be conducted to ensure cleanliness and safety of all personal and communal areas.

Rooms will be inspected for bedbugs, compliance with facility policies on storage, appliances, and food, and for any other conditions which may lead to health or safety issues.

In general, advance notice will be provided for room inspections, however SHELTER Solano reserves the right to conduct inspections without notice if there is “probable cause” to believe that the person has in their possession something which may jeopardize the safety of other guests or staff. Guests are welcome, but not required, to be present during the inspection, which will occur at the date and time on the notice. Inspection results will be summarized in writing for the guest and retained in their file. If any health and safety conditions are noted, they must be corrected within the timeframe provided in the inspection results. Failure to correct any items by the deadline or repeated failed inspections may be grounds for discharge from the program.

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Involuntary Discharge Reasons
The following reasons may be used as a basis for involuntary discharge:
• Possession of a weapon at the facility
• Possession of illegal drugs on premises
• Assault or other violent behavior
• Theft
• Destruction of property
• Restraining order precludes continued stay.
• Guest behavior endangers health or safety of guests, staff or neighboring properties
• Disclosure of confidential shelter location
• Repeated interference with the rights of other guests to peaceful enjoyment of the facility
• Presence of infectious disease that significantly increases the risk of harm to other guests
• Violation of any city, county, state, or federal law that would threaten the continued operations of SHELTER Solano
• Any activities that threaten the welfare and safety of surrounding businesses

Additionally, guests that require care and supervision to manage their activities of daily living (feeding, toileting, selecting proper attire, grooming, maintaining continence, putting on clothes, bathing, walking and transferring) without appropriate supports available on-site may be discharged to an appropriate alternate facility. Guests discharged due to care and supervision needs cannot be discharged to the streets.

Guests may be discharged for refusing to work towards a housing plan and/or refusing multiple housing opportunities; however, evidence must be present that shelter staff actively attempted to engage the guest in services designed to support shelter exit to stable housing with consideration given to each guest’s barriers to engagement.

SHELTER Solano may, but is not required to, hold beds for longer than 72 hours, unless required by a funder or on a case-by-case basis. If a guest is absent from their bed for more than 24 hours without appropriate notification of shelter staff regarding absence, the guest may be discharged.

Discharge Requirements
Except in cases of involuntary discharge or other extenuating circumstances, SHELTER Solano shall not discharge any guest as retaliation or reprisal for such guest’s attempt to assert their rights, desires or needs.

SHELTER Solano will provide a written copy of the procedure for filing a grievance to the guest when a guest is involuntary discharged. If it is infeasible to provide the procedure at the time of discharge (e.g., the guest is being removed by law enforcement) this requirement may be waived; however, if the guest returns subsequently to the facility, the grievance procedure must be provided. (Additional requirements related to grievance protocols are included under Grievance).

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If a guest may be denied future readmission as a result of the circumstances of discharge, the guest will be informed of the reason, the conditions for lifting the restriction and right to appeal, including whom to contact regarding an appeal and information about the appeal process. If the circumstances are such that future readmission may be denied, Resource Connect Solano (Solano County’s Coordinated Entry System) will be notified in writing.

Unless the guest poses an immediate threat to the health and safety of other guests and/or staff members, SHELTER Solano will avoid discharging guests at night.

Unless the guest poses an immediate threat to the health and safety of other guests and/or staff members, involuntary discharges must be approved by a supervisor. During hours that there is no supervisor on site, there will be a supervisor available on call to approve discharge decisions. Approval may be given verbally but will be documented in case notes.

Storage of Belongings After Discharge
Guests are required to take their belongings with them upon exit. SHELTER Solano will store belongings after a guest exits for a maximum of five (5) working days after the guest exits, however, during this storage period, as with the security of belongings at any point during participation, SHELTER Solano will make every effort, but is not responsible to safeguard personal possessions and will not be liable for loss, theft, or damage for anything left on the premises. A copy of this policy will be provided to all guests at intake.

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8) Staffing
SHELTER Solano will provide accommodations and services year-round, 24/7. On duty staffing may vary depending on day, time, programs, and number of guests, but will include at least two staff on-duty, and awake at all times, plus provisions for on-call staff and manager access at all times. There will be at least one staff person on duty at all times trained in emergency first aid and CPR.

SHELTER Solano will have a supervisor/manager available on call to the program at all times for consultation to staff about challenging guest situations and other urgent matters. All shelters should have the written consultation policy that outlines situations requiring consultation up the chain of command will be posted for staff access and revised as needed.

Background Checks
SHELTER Solano, Inc. will conduct criminal background checks on all staff members.

SHELTER Solano’s policy regarding when criminal history would disqualify an applicant from hiring that takes into account the particular responsibilities of the position to be filled, the population to be served (e.g., will the position be interacting with minors), the nature, severity and recentness of the crime, and evidence of rehabilitation is intended to ensure guest and community safety, not to serve as a barrier to employment for otherwise qualified candidates.

Wage Compliance
SHELTER Solano, Inc. will adhere to all applicable labor and wage requirements, including any City of Fairfield or Solano County wage ordinances.

Tuberculosis Testing
All SHELTER Solano staff who are in regular contact with guests will be tested for tuberculosis every twelve (12) months and referred to any necessary follow up and/or treatment if indicated. Staff must comply with any recommended follow up testing necessary as indicated by a health care provider. Staff will be encouraged to obtain an annual flu vaccine.

Trainings
SHELTER Solano will require and provide the following trainings to all staff within thirty (30) days of hire.
• Confidentiality protocols
• Crisis prevention and/or verbal de-escalation
• Mandatory reporting requirements related to child/elder abuse • Universal precautions/infectious disease prevention
• Proper food handling and storage if required by law. State law requires all food handlers in the state of California have a California Food Handler Card.

New hires have thirty (30) days from the date of hire to obtain a card.

Online training is available through ServSafe and other vendors. • Anti-discrimination/reasonable accommodation training including accommodation of transgender residents
• Shelter policies and procedures
• Emergency evacuation procedures and fire safety
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• HMIS Privacy and Security Certification Training (unless the staff person does not conduct any intake, data entry, or other data processing functions) • First Aid and CPR (at least one trained staff on site at all times). First aid certification must be renewed as indicated by training provider To the extent feasible and as available, SHELTER Solano staff will also participate in the following trainings:
• Ethics/boundaries
• Mental health issues in the homeless population
• Domestic violence recognition and referral
• Overdose detection and response
• Harm reduction approach to substance use disorders
• Diversity awareness/humility training/cultural competence SHELTER Solano will maintain a log or other similar record of trainings each staff member has successfully completed. This may be maintained in the personnel file or through a separate tracking system.

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9) Security Plan
Security Overview
At least one employee trained in the following security procedures is required to be on-site at all times, and therefore, available to address any police related emergencies or concerns at any time of the day or night.

Security at the SHELTER Solano facility is a priority that was planned for and built into the design and physical layout of the facility. The security features include:
• The entire 3.5 acre property is surrounded by a concrete perimeter wall with a front rod-iron gate that restricts access to this front gate. • All vehicular and foot traffic must come through the front gate at all times (no casual access).
• During evening hours, there are adequate parking lot lights as well as exterior lighting on all buildings and walkways.
• There is no after-hour visitor access as all gates, vehicular and pedestrian, are locked after normal business hours.
o Certain programs may permit after hours intakes
o Access for guests who work swing or graveyard shifts will be permitted Safety and security are achieved by the following:
• At any time, guests may have their person and/or property (including their vehicle) thoroughly examined for cause at the staff’s discretion. • Guests must notify staff when visitors are expected, and all visitors must sign a log-in book (with appropriate identification) maintained at the main reception office. Visitors are the responsibility of the guest, and are expected to follow the same rules. They may be denied future access for non- compliance.
• Intake hours shall be limited to normal business hours during weekdays, except in the case of an emergency or by specific contract. • Curfews are in place for all program guests. See Quiet/Sleeping Hours. Each guest must remain on the property during evening/night hours, with exceptions provided only for guests that must leave the property for reasons related to a medical emergency or employment.
• Using drugs or alcohol on the premises, threatening to or doing bodily harm to another program guest or staff member, theft or any other crimes committed on or about the facility property by guests or visitors are grounds for immediate dismissal.
• Any kind of disruptive behavior, acts or threats of violence, bad temper, or verbal abuse will not be tolerated and are grounds for immediate dismissal.

Additionally, any guest or visitor displaying or using weapons or anything that could be used as a weapon will be subject to dismissal from the program and facility.
• Sleeping shall be allowed in the dormitories and apartments only. No tents, campers, or sleeping in office space is permitted.
• “No Trespassing” signs with the proper authority cited shall be posted. • Guests enrolled in the program shall not loiter off-site or trespass on surrounding properties.

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All on-site staff are responsible for the monitoring and implementation of this security plan.

Each of them will carry appropriate security designations on their external employee identification badges and will participate in any security training requested and/or suggested by local police jurisdictions. Staff shall immediately report to the Fairfield Police Department all incidents occurring on the property in which a person could be charged with a felony or misdemeanor, and that are associated with the shelter operations or guests.

Basic Safety
• There is a list of local emergency numbers located by all telephones. • Windows are secured at the beginning and end of every day. • Safety lights are checked once per month to ensure that they are functioning properly. Light bulbs are to be replaced as needed.
• Doors are locked before and after business hours.
• Every employee is trained to know where exits, phones, power switches, and gas and water shut off valves are located and how to operate those valves. • In the event of an evacuation emergency, the building sign in sheets and the emergency binder is collected.

Fire Safety
• In case of fire first call 911, then the Operations Director • All employees are familiarized with the location and operation of fire extinguishers.
• Fire extinguishers are examined and certified, or replaced every two years. • Doorways must remain unblocked and have clear access and be checked daily.
• Smoke detectors are checked every six months.
• Trash and debris are picked up daily and stored in appropriate containers.

Burglaries and Robberies
• Burglary is the breaking into and entering of a premise. Robbery is the taking of property from a person while in his immediate presence. • In the case of a burglary, 911 is called immediately
• Nothing is touched or removed from the area. Nothing is cleaned up until after the police have taken their report
• In the case of a robbery; should staff or guests be confronted by an intruder, they are instructed to cooperate with his demands; it is expected that judgement is exercised to assure maximum protection for staff and guests. • 911 is called at the first opportunity to report the incident. • In all cases the Operations Director is notified immediately.

Natural Disaster Emergencies (earthquake, flood, fire, etc.) • 911 is called as needed.
• The building is exited. Everyone meets in the primary location at the sidewalk at the front of the property. Power lines, light poles, etc. are to be avoided.
• All employees, guests, and volunteers are counted. If anyone is missing notify emergency personnel – staff do not go back in the buildings.

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• The site manager notifies the Operations Director and proceeds to or remains at the appropriate safe location. Buildings are not entered until Police or Fire department personnel arrive.

Gas/Water/Electrical emergencies
• Appropriate valves or power are turned off
• Public Works or PG&E are called as appropriate.

Keys and Locks
• In case of accidental loss of SHELTER Solano keys, the Operations Director is notified. A determination is made whether doors/locks need to be rekeyed.

Vandalism
• In case of vandalism (broken windows, doors, etc.) the site manager calls the Operations Director immediately
• The police are called to report the incident. Nothing is touched or removed from the area. Nothing is cleaned up until after the police have taken their report and the site is secured
Employee Injuries
• If in doubt, 911 is called. The injured are assisted as possible. • Mounted on the bulletin board is the bulletin - “What to do in case of Accident or Serious Illness”
• For employee injury: the Human Resources Director (Kim Ritchie (925) 957- 7568 [email protected]) is contacted during regular business hours to get an authorization for treatment. The injured is then taken to:
• North Bay Occupational Health 2470 Hilborn Rd #100, Fairfield, CA (707) 646-4600
• After hours and weekends, injured are taken to North Bay Emergency Room 1200 B Gale Wilson Blvd, Fairfield, CA
• For guest injury, a “Slip & Fall Incident report” form is completed with a copy made for the guest, a copy made for the files and an original sent to the HR department at 1333 Willow Pass Road, Concord, CA 94520. • The premises are secured by eliminating the hazard(s)/cause of the injury.

Operations are resumed and the Human Resources Manager and/or the Operations Director are contacted to inform them of the incident.

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10) Emergency Disaster Preparedness Plan
Points to remember in emergencies:
• Remain calm
• Answer questions posed by emergency dispatchers in a clear voice • Describe the type of emergency (fire, accident, injury) • Know the location of the emergency. Be as specific as possible. Refer to the facility site plan.
• Describe the scope of the problem (number of people involved; size of the problem, etc.)
• Tell the dispatcher if someone is available to meet emergency response personnel.
• Stay on the line until the dispatcher indicates they have all the information they need.

SAFE MEETING LOCATION: Right corner field, at sidewalk in front of property. Do not block the driveway!
Critical Operations

OPERATION STAFF IN CHARGE ACTION PLAN
Staff and guest safety Operations Manager and
Site Manager
Account for all staff and
guests
Guest operation services Site Manager Provide guest services Business operations Operations Manager and
Accounting Clerk
Continue business
operations
Partnerships Operations Manager Provide communication
This Emergency Preparedness Plan is in place to guide staff and guests in the event of a disaster at SHELTER Solano. Follow protocols as provided and always remember to keep safety first. Every emergency case scenario is unscripted, so it is essential for staff and guests to be trained and knowledgeable about safety procedures. Being prepared is the key to handling unexpected disasters with minimal loss and/or damage.

A workplace emergency can involve natural events like earthquakes; human acts such as arson or medical emergencies affecting co-workers and/or guests. In the event of any emergency crisis, stay calm- do not panic; use your best judgment to make the best decision you can in order to get to/maintain safety. Well-rehearsed, quick, coordinated response can stabilize a situation, save lives and ensure the continuity of essential services.

All staff and guests should be familiar with all emergency exits and assembly locations in the event of an emergency evacuation.

Prevention
It is important to maintain safe conditions in facilities and to have equipment in proper working order at all times to ensure these are accessible in emergency situations:

Vehicles used for transportation of SHELTER Solano guests will have routine maintenance performed.

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Heating, ventilation, air conditioning system and generators will have annual maintenance and repairs as needed.

Repairs to damaged facilities and equipment will be scheduled in a timely manner.

New staff members and volunteers will be provided a site map of the Bridge to Life facility.

Site maps of SHELTER Solano with emergency exits and the evacuation locations noted will be posted in all buildings.

One staff member will function as point of contact during a disaster, major emergency or evacuation of the facility. (There is also a list of emergency numbers posted near every phone station).

Preparedness
Food, supplies and bedding sufficient for 24 hours will be maintained on site; housing facilities will be stocked to meet maximum tenancy levels. First aid and emergency supply kits should be regularly checked through a systematic process and replenished as needed.

Check for expiration dates and replace water and food supply every six months or as appropriate.

Training programs will be scheduled on an annual basis. Any new volunteers or staff will be given an overview of these emergency guidelines and procedures to ensure they are familiar with them.

An evacuation drill will be performed annually.

A Fairfield Police Department crime prevention specialist will provide training as needed on the proper procedures for reporting emergencies.

Response:

Three basic degrees of emergency response have been identified based on the severity of the situation and availability of local resources to provide assistance. Staff and volunteers will be trained to recognize the appropriate level of response needed. A log will be maintained when emergency response is requested, detailing the incident and response provided. The supervisor on duty or Operations Director will be notified of any emergency response at the appropriate time.

Minor emergencies: These are non-life-threatening situations handled by in-house staff.

Examples include: power failure, interior flooding due to plumbing problems, minor smoke accumulation from cooking, minor disruptions following earthquakes when no physical damage or injuries result. An on-site staff member will be the point of contact.

Moderate emergencies: These include situations that involve moderate to severe life- threatening situations, including significant property damage, requiring response from external resources such as police, fire or medical agencies. Examples include: medical emergencies, minor fires, bomb threats, and moderate disruptions following earthquakes resulting in limited physical damage and/or injuries. An on-site staff member or SHELTER Solano executive level personnel will be the point of contact.

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Major emergencies: These are situations which overwhelm facility resources and possibly the local fire, medical and law enforcement agencies. These types of situations may result in complete evacuation of the premises. Examples include: multiple medical casualties, major fire, explosions, major disruption following large earthquakes producing extensive physical damage and/or injuries. Mission Solano executive level personnel will be point of contact. All available staff and volunteers will respond to the facility in major emergencies if evacuation is ordered.

Reporting Emergencies
This section is designed to provide staff with basic information as to how to respond to emergencies which may occur in the facility. Keep in mind that the information provided is the minimum you should be familiar with; these guidelines are not intended to replace more advanced training nor preclude the need for additional incident-specific instruction.

Prompt reporting is essential. Prompt and accurate reporting of emergency situations is often a key to how well that emergency is handled. A delay in calling for help or providing insufficient or inaccurate information can sometimes make the difference between life and death.

For any emergency requiring Police, Fire or Medical response, DIAL 9-1-1. Cell phone users can DIAL 707-428-7373 to connect directly to Fairfield’s emergency dispatch communications.

Evacuation Procedures
• Why evacuate
o A number of reasons can account for the need to evacuate the facility. The most obvious is when a fire threatens the safety of the occupants; other reasons may include building damage from a strong earthquake or bomb threats.
• When to evacuate
o Evacuations may be initiated by activating a building fire alarm system; spontaneous evacuation in response to an observed emergency; and when a staff member or supervisor requests evacuation.
• When not to evacuate
o In certain situations, it is more dangerous to leave the building than to stay inside. An example might be a toxic cloud that is passing by outside. In such situations, take appropriate measures (such as shutting off the ventilation system and closing doors and windows).
• How to evacuate a building safely
o Calmly and quickly proceed to the nearest safe exit
o Proceed to the pre-designated evacuation assembly area - this is the right front corner of the property on the sidewalk.
o Instruct guests or visitors to exit with you
o Use only the EXIT stairways, avoid any elevators
o Take only necessary personal possessions with you IF these are easily accessible (purses, medication, glasses, etc…)
o If time allows, turn off equipment such as computers, cooking appliances and tools before exiting.

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• Know your emergency exits
o Most people are only aware of how they enter a building and will therefore use the same route to exit. Learn the location of ALL exits which will be clearly marked. Be aware of ALL available exits in the event the regular one(s) become inaccessible.
• Evacuation assembly area
o Ensure an assembly area is pre-designated and that all volunteers, staff and Guests are aware of this location. These should be located away from the buildings in an area out of the way of emergency response vehicles. This is the right front corner of the property on the sidewalk. • Evacuation drills
o Staff and volunteers are expected to participate in evacuation drills which will be conducted at least annually. These drills are conducted to familiarize you with the emergency exits and evacuation procedures and also to identify problem areas such as inoperative alarms or obstacles that may hamper evacuation.
• Evacuation requiring relocation
o In the event an emergency requires complete displacement and relocation to another facility, SHELTER Solano will coordinate transportation for all staff and volunteers and guests as needed. The SHELTER Solano vehicles should be utilized first, as available. If the buses and vans are full or not available, the use of personal vehicles is authorized.
o The facility offers access to showers, laundry and food programs and has been approved by the Fire Marshall for overnight accommodation if necessary. Direct services can continue to be coordinated through the Solano County “Health Care for the Homeless” until SHELTER Solano has been cleared for reoccupation. Staff will coordinate transportation back to the BTLC when appropriate.
o SHELTER Solano has agreements in place with a group of hosting churches who will provide additional shelter if the demand requires it.

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11) Man Made/Natural Disasters:

Active Shooter

HOW TO RESPOND WHEN AN ACTIVE SHOOTER IS IN YOUR VICINITY Quickly determine the most reasonable way to protect your own life. Remember that customers and Guests are likely to follow the lead of employees and managers during an active shooter situation.

1. Evacuate
• If there is an accessible escape path, attempt to evacuate the premises. • Have an escape route and plan in mind
• Evacuate regardless of whether others agree to follow • Leave your belongings behind
• Help others escape, if possible
• Prevent individuals from entering an area where the active shooter may be • Keep your hands visible
• Follow the instructions of any police officers
• Do not attempt to move wounded people
• Call 911 when you are safe

2. Hide Out
• If evacuation is not possible, find a place to hide where the active shooter is less likely to find you.
• Your hiding place should:
o Be out of the active shooter’s view
o Provide protection if shots are fired in your direction (i.e., an office with a closed and locked door)
o Not trap you or restrict your options for movement
• To prevent an active shooter from entering your hiding place:
o Lock the door
o Blockade the door with heavy furniture
• If the active shooter is nearby:
o Lock the door
o Silence your cell phone and/or pager
o Turn off any source of noise (i.e., radios, televisions) o Hide behind large items (i.e., cabinets, desks)
o Remain quiet
• If evacuation and hiding out are not possible:
o Remain calm
o Dial 911, if possible, to alert police to the active shooter’s location o If you cannot speak, leave the line open and allow the dispatcher to listen

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3. Take action against the active shooter
• As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter by:
o Acting as aggressively as possible against him/her
o Throwing items and improvising weapons
o Yelling
o Committing to your actions
• How to respond when law enforcement arrives:
o Law enforcement’s purpose is to stop the active shooter as soon as possible.

Officers will proceed directly to the area in which the last shots were heard. o Officers usually arrive in teams of four (4)
o Officers may wear regular patrol uniforms or external bulletproof vests, Kevlar helmets, and other tactical equipment
o Officers may be armed with rifles, shotguns, handguns o Officers may use pepper spray or tear gas to control the situation o Officers may shout commands, and may push individuals to the ground for their safety
• How to react when law enforcement arrives:
o Remain calm, and follow officer’s instructions
o Put down any items in your hands (i.e., bags, jackets) o Immediately raise hands and spread fingers
o Keep hands visible at all times
o Avoid making quick movements toward officers such as holding on to them for safety
o Avoid pointing, screaming and/or yelling
o Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from which officers are entering the premises • Information to provide to law enforcement or 911 operator:
o Location of the active shooter
o Number of shooters, if more than one
o Physical description of shooter/s
o Number and type of weapons held by the shooter/s
o Number of potential victims at the location
The first officers to arrive to the scene will not stop to help injured persons. Expect rescue teams comprised of additional officers and emergency medical personnel to follow the initial officers. These rescue teams will treat and remove any injured persons. They may also call upon able-bodied individuals to assist in removing the wounded from the premises.

Once you have reached a safe location or an assembly point, you will likely be held in that area by law enforcement until the situation is under control, and all witnesses have been identified and questioned. Do not leave until law enforcement authorities have instructed you to do so.

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Hostage/Abduction
Attempt to thwart the abduction. If you can escape the initial abduction attempt, your ordeal ends right there. However, the first few minutes of a hostage-taking situation or an abduction are the most dangerous, and they become more dangerous if you resist. While in many cases, the potential for immediate escape outweighs the danger of resistance, there are times (if there are multiple armed attackers, for example) where escape is not realistic and therefore not worth the risk. Think rationally and be cooperative in this sort of situation.

The first few minutes are often the best time to resist since there are probably people around. If this is the case and there are others around you, this is the best time to fight back in a way that will gain others' attention and perhaps provide you with their help. After they have you where they want you (in a car or such) there will most likely be no one who can respond to your petitions for rescue.

Regain your composure. Your adrenaline will be pumping, your heart will be pounding, and you will be terrified. Calm down. The sooner you can regain your composure the better off you will be immediately and in the long run.

Be observant. Right from the start, you should try to observe and remember as much as possible in order to help you plan an escape, predict your abductor's next moves, or give information to the police to aid in a rescue or to help apprehend and convict the kidnapper.

You may not be able to use your eyes--you may be blindfolded, but you can still gather information with your senses of hearing, touch, and smell.

Observe your captor(s):
• How many are there?
• Are they armed? If so, with what?
• Are they in good physical condition?
• What do they look and/or sound like?
• How old are they?
• Do they seem well-prepared?
• What are their emotional states?
Observe your surroundings:
• Where are you being taken? Visualize the route the abductors take. Make note of turns, stops, and variations in speed. Try to gauge the amount of time between points. Try counting between each turn, e.g 128 left, 12 right.

If you are familiar with the area this can give you an advantage. • Where are you being held? Take in as much detail as possible about your surroundings. Where are the exits? Are there cameras in place, a lock on the door, or other security precautions? Are there any obstacles, such as a large couch? Try to figure out where you are, and gather information that may be helpful if you decide to escape.

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Observe yourself:
• Are you injured or wounded?
• How are you bound or otherwise incapacitated? How much freedom of movement do you have?
Try to ascertain why you have been abducted. There are a variety of motivations for abduction, from sexual assault to ransom demands to political leverage. How you interact with your captors, and whether you risk an escape, should depend at least partly on your captors' motivation. If they are holding you for ransom or to negotiate the release of prisoners, you are most likely worth far more to them alive than dead. If you've been captured by a serial killer or sexual predator, however, or if you've been abducted in retaliation for some political or military action, your abductor likely intends to kill you. Your decision of whether and when to attempt an escape should be made based on this information.

Keep a survival attitude. Be positive. Remember, most kidnapping victims survive--the odds are with you. That said, you should prepare yourself for a long captivity. Some hostages have been held for years, but they kept a positive attitude, played their cards right, and were eventually freed. Take it one day at a time.

Put your captor at ease. Be calm. Cooperate (within reason) with your captor. Don't make threats or become violent, and don't attempt to escape unless the time is right.

Keep your dignity. It is generally psychologically harder for a person to kill, rape, or otherwise harm a captive if the captive remains "human" in the captor's eyes. Do not grovel, beg, or become hysterical. Try even not to cry. Do not challenge your abductor, but show him/her that you are worthy of respect.

Attempt to establish a rapport with your abductor. If you can build some sort of bond with your captor, he/she will generally be more hesitant to harm you.

If your abductor is suffering from a form of paranoid psychosis, it's best that you appear non-threatening, but also avoid doing anything that could be construed as manipulation (such as attempting to befriend them), as individuals experiencing paranoid delusions will likely assume you are yet another person conspiring against them. If they feel they are losing control, they may react with a violent outburst. Do not attempt to convince them that their delusions are unfounded, as they may become enraged, and either way it is unlikely they will believe you (from their perspective, their delusions make perfect sense and seem like reality).

Avoid insulting your abductor or talking about potentially sensitive subjects. You may think your abductor is a pathetic, disgusting individual. While captives in movies sometimes get away with saying such things, you should keep these thoughts to yourself. In addition, as in most conversations with people you don't know, politics is a good topic to stay away from, especially if you are being held by terrorists or hostage-takers that are politically motivated.

Be a good listener. Care about what your captor has to say. Don't patronize him, but be empathetic, and he'll feel more comfortable around you and more benevolent toward you.

Being a good listener can also help you gather information that would be useful for an escape or to help police apprehend the abductor after you're freed.

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Appeal to your captor's family feelings. If you have children and your captor also has children, you have a powerful bond already in place. Your captor can probably "put himself in your shoes," realizing the impact his abduction or death would have on his family. If you have pictures of your family with you, consider showing one or more to your captors if the topic comes up.

Try to communicate with other captives. If you are held with other captives, talk to them as much as is safely possible. If you look out for each other and have others to talk to, your captivity will be easier to handle. You may also be able to plan an effective escape together.

Depending on the situation, your communication may have to be covert, and if you're held for a long time you may develop codes and signals.

Keep track of time and try to discern patterns. Keeping track of time can help you establish routines that will enable you to maintain your dignity and your sanity. It can also help you plan and execute an escape if you can detect patterns of when your abductor comes and goes and for how long he is gone. If there are no clocks available, you will need to make a conscious effort to keep track of time. If you can see sunlight, it will be fairly easy, but otherwise you can listen for changes in activity outside, make note of differences in your captor's awareness level, try to detect different food odors, or look for other clues.

Stay mentally active. Hold conversations in your head with friends and loved ones. Do these things consciously, and you won't be going crazy--you'll be keeping yourself sane. Captivity can be boring and mind-numbing. It's important challenge your mind so you can remain sane, but also so you can think rationally about escape. Do math problems, think of puzzles, try to recite poems you know; do whatever you can to keep yourself occupied and mentally sharp.

Stay physically active. It can be difficult to remain in shape in captivity, especially if you're restrained, but it's important to do so if possible. Being in good physical condition can aid in your escape and keep you in good spirits during your captivity. Find ways to exercise, even if it's just doing jumping jacks, pushups, or even pushing your hands together or stretching.

Ask for small favors. If you're settled in for a long captivity, gradually ask for small accommodations. Request a heavier blanket, for example, or a newspaper. Keep requests small, at least initially, and space them far apart. You can make your captivity more comfortable and make yourself more human to your captors.

Blend in. If you are held with other captives, you don't want to stand out, especially not as a troublemaker.

Watch out for warning signs. If your captors decide to kill you, you need to know as soon as possible so that you can plan an escape. If they suddenly stop feeding you, if they treat you more harshly (dehumanizing you), if they suddenly seem desperate or frightened, or if other hostages are being released but your captors don't appear to intend to release you, be ready to make your best move.

Try to escape only if the time is right. When is the right time to escape? Sometimes it's safest to just wait to be freed or rescued. However, if the perfect situation presents itself--if you have a solid plan and are almost certain that you can successfully escape--you should take advantage of the opportunity. You should also attempt to escape, even if your chances are not good, if you are reasonably certain that your captors are going to kill you.

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Stay out of the way if a rescue attempt is made. Keep in mind that aside from the first few minutes of an abduction, the rescue attempt is the most dangerous time in a hostage situation. Your captors may become desperate and attempt to use you as a shield, or they may simply decide to kill any hostages. Even if your captors are taken by surprise, you could be killed by the actions of police or soldiers, who may use explosives and heavy firepower to enter a building. When a rescue attempt occurs, try to hide from your captors, if possible. Stay low, and protect your head with your hands, or try to get behind some kind of protective barrier (under a desk or table, for example, or in a bathtub). Don't make sudden movements when armed rescuers burst in.

Follow the rescuers' instructions carefully. Your rescuers will be on edge, and they will most likely shoot first and ask questions later. Obey all commands they give. If they tell everybody to lie down on the floor or put their hands on their heads, for example, do it.

Your rescuers may even restrain you with zip-ties or handcuffs while they discern who hostages are and who the kidnappers are. Remain calm and put rescuers at ease.

Train Derailments
• Evacuate if threat is immediate to the facility while aware of the decreased air quality, which may be caused by chemicals burning, thus producing hazardous air.
• Stay indoors if it is safer to remain inside than to evacuate, with ventilation systems shut down to keep hazardous air from contaminating air inside of the facility.
• Immediately notify authorizes- call 911, and heed authorities’/dispatcher’s recommendations on what actions to take.
• The chemicals burning will affect air quality negatively so take precaution and by covering your nose and mouth breathing through some type of mask or rag (whatever is immediately available).
• If staying indoors, along with shutting ventilation systems down, make sure to close all windows and seal gaps to keep hazardous air out.

Fire
• Evacuate.
• Summon assistance.
• Warn all personnel by activating the fire alarm (or responding to alarm in progress), if alarm fails to sound warn all personnel with a verbal alert and/or whistles, and air horns.
• Call 911 to report the fire to the Fire Department and include the location, what is burning, and the number and types of injuries, if any. • Designate someone to meet the Fire Department at the front entrance. • Evacuate the building to the designated assembly area using the closest safe exit; walk quickly, do not run.
• In multiple story buildings, do not use the elevator, and use the nearest safe stairwell; assist any persons with disabilities in descending the stairwell. • Use a fire extinguisher to contain or extinguish the fire, only if it is safe. • A supervisor or manager will take roll call at the assembly area to ensure that all personnel have evacuated the building and are accounted for.

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• Staff members trained in CPR and first aid should survey the individuals outside to determine if anyone is in need of first aid, and then provide aid as appropriate.
• Once outside, remain at the assembly point and do not re-enter the building until it is declared safe by the Fire Department.
• Evacuation plans shall be established to ensure that evacuations are performed in a safe and organized manner. Evacuation plans are to be communicated to all personnel on a regular basis and practice evacuation drills are to be conducted at least on an annual basis. Each location at BTLC shall have visibly posted maps which include evacuation routes and exits and designated assembly points.

Wildfire
During a Wildfire
• If advised to evacuate, do so immediately. Take your disaster supply kit, lock up facility, and choose a route away from the fire hazard. Watch for changes in the speed and direction of the fire and smoke. If you see a wildfire and haven't received evacuation orders yet, call 9-1-1. Don't assume that someone else has already called. Describe the location of the fire, speak slowly and clearly, and answer any questions asked by the dispatcher. • If you are not ordered to evacuate, and have time to prepare, FEMA recommends you take the following actions:
• Arrange temporary housing outside the threatened area in case you need to evacuate.
• Wear protective clothing when outside – sturdy shoes, cotton or woolen clothes, long pants, a long-sleeved shirt, gloves and a handkerchief to protect your face.
• Gather fire tools such as a rake, axe, handsaw or chainsaw, bucket and shovel.
• Close outside attic, eaves and basement vents, windows, doors, pet doors, etc. Remove flammable drapes and curtains. Close all shutters, blinds or heavy non-combustible window coverings to reduce radiant heat. • Close all doors inside the house to prevent draft. Open the damper on your fireplace, but close the fireplace screen.
• Shut off any natural gas, propane or fuel oil supplies at the source. • Connect garden hoses to outdoor water faucet and fill any pools, hot tubs, garbage cans, tubs or other large containers with water. • Place lawn sprinklers on the roof and near above-ground fuel tanks. Leave sprinklers on and dowsing these structures as long as possible. • If you have gas-powered pumps for water, make sure they are fueled and ready.
• Place a ladder against the house in clear view.
• Place valuable papers, mementos and anything "you can't live without" inside the car in the garage, ready for quick departure. Any pets still with you should also be put in the car.
• Place valuables that will not be damaged by water in a pool or pond.

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• Move flammable furniture into the center of the room away from the windows and sliding-glass doors.
• Turn on outside lights and leave a light on in every room to make the house more visible in heavy smoke.

After a Wildfire:
• Go to a designated public shelter if you have been told to evacuate or you feel it is unsafe to remain. Text SHELTER + your ZIP code to 43362 (4FEMA) to find the nearest shelter in your area (example: shelter 12345). • If you are with burn victims, or are a burn victim yourself, call 9-1-1 or seek help immediately; cool and cover burns to reduce chance of further injury or infection.
• If you remained, check the roof immediately after the fire danger has passed. Put out any roof fires, sparks or embers. Check the attic for hidden burning sparks.
• For several hours after the fire, maintain a "fire watch." Re-check for smoke and sparks throughout the house.
• If you’ve evacuated, do not enter building until fire officials say it’s safe. • If a building inspector has placed a color-coded sign on the building, do not enter it until you get more information, advice and instructions about what the sign means and whether it is safe to enter your building. • If you must leave your building because a building inspector says the building is unsafe, ask someone you trust to watch the property during your absence.
• Use caution when entering burned areas as hazards may still exist, including hot spots, which can flare up without warning.
• If you detect heat or smoke when entering a damaged building, evacuate immediately.
• If you have a safe or strong box, do not try to open it. It can hold intense heat for several hours. If the door is opened before the box has cooled, the contents could burst into flames.
• Avoid damaged or fallen power lines, poles and downed wires. • Watch for ash pits and mark them for safety—warn family and neighbors to keep clear of the pits also.
• Follow public health guidance on safe cleanup of fire ash and safe use of masks.
• Wet debris down to minimize breathing dust particles. • Wear leather gloves and heavy soled shoes to protect hands and feet. • Cleaning products, paint, batteries and damaged fuel containers need to be disposed of properly to avoid risk.
• Discard any food that has been exposed to heat, smoke or soot. • Do NOT use water that you think may be contaminated to wash dishes, brush teeth, prepare food, wash hands, make ice or make baby formula. • Remain calm. Pace yourself. You may find yourself in the position of taking charge of other people. Listen carefully to what people are telling you, and deal patiently with urgent situations first.

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Earthquakes
Before an Earthquake:
• Ensure that all heavy equipment and fixtures are secured to the floor or wall. • Be familiar with locations and operations of all electrical, gas, and water mains.
• Have prepared emergency supplies, equipment, and provisions. • Identify safe places to take cover, and inform personnel. • Conduct annual earthquake drills.

During an Earthquake:
• Personnel indoors should remain inside the building and take cover under sturdy desks, tables, or benches. If no solid object is available, then personnel should stand in doorway, hall, room corners, or against a wall, and stay away from glass, windows, bookcases, file cabinets, and other heavy objects that could fall.
• Personnel outside should stay outside and move to an open area away from buildings, walls, trees, power poles, and other heavy objects that could fall.

After an Earthquake:
• Be prepared for aftershocks.
• Check for injuries and administer first aid as necessary. Seriously injured persons should not be moved unless they are in danger of further injury. • Inspect the building and facilities for damage. Get personnel out of the building if it is unsafe.

Extreme Heat
• Shelter-in-place in air-conditioned room and limit physical activity to keep cool.
• Stay hydrated.

Floods
Shelter-in-place or evacuate, whichever is necessary.

Before a flood:
• Know where higher ground is in your area and have someplace picked out that you can go to when you evacuate for a flood. Let your family members know that you will contact them after the flood is over so that you can keep the phone lines open for emergency use during a flood. Have an emergency supplies kit ready at all times that includes: a flashlight with fresh batteries, canned food and a can opener, bottled water and first aid supplies. Turn off the gas and electricity prior to evacuating to prevent the possibility of a fire or explosion.

During a flood:
• Once you are prepared to evacuate, leave for higher ground immediately. Do not wait to be told to leave, but follow the instructions of local authorities once you do decide to leave. Have a portable battery-operated radio with you at all times to be able to listen to local emergency information and updates on the status of the flood.

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Severe Weather/Thunderstorms & Lightning
• Shelter-in-place, evacuate if necessary in the aftermath.

Blackouts
Before a Blackout:
• Follow energy conservation measures to keep the use of electricity as low as possible, which can help power companies avoid imposing rolling blackouts. • Fill plastic containers with water and place them in the refrigerator and freezer if there's room. Leave about an inch of space inside each one, because water expands as it freezes. This chilled or frozen water will help keep food cold during a temporary power outage, by displacing air that can warm up quickly with water or ice that keeps cold for several hours without additional refrigeration.
• Be aware that most medication that requires refrigeration can be kept in a closed refrigerator for several hours without a problem. If unsure, check with your physician or pharmacist.
• Keep your car tank at least half full because gas stations rely on electricity to power their pumps.

During a Blackout:
• Use only flashlights for emergency lighting. NEVER use candles during a blackout or power outage due to extreme risk of fire.
• Keep refrigerator and freezer doors closed to keep your food as fresh as possible. If you must eat food that was refrigerated or frozen, check it carefully for signs of spoilage. •Turn off or disconnect appliances, equipment (like air conditioners) or electronics in use when the power went out. Power may return with momentary "surges” or “spikes” that can damage computers as well as motors in appliances like the air conditioner, refrigerator, washer or furnace.
• Do not run a generator inside a building or garage.
• Do not connect a generator to a building's electrical system. If you use a generator, connect equipment to run from the outlets on the generator. • Listen to local radio and to a battery- or generator-powered television for updated information.
• Leave on one light so that you'll know when your power returns. • Use a standard telephone handset, cellular phone, radio or pager if your phone requires electricity to work, as do cordless phones and answering machines. Use the phone for emergencies only. Listen to a portable radio for the latest information.
• Do not call 9-1-1 for information—call only to report a life-threatening emergency. Use the phone for life-threatening emergencies only. • Take steps to remain cool if it is hot outside. In intense heat when the power may be off for a long time, consider going to a movie theater, shopping mall or “cooling shelter” that may be open in your community. If you remain, move to the lowest level of your building, since cool air falls. Wear lightweight, light-colored clothing. Drink plenty of water, even if you do not feel thirsty.

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• Put on layers of warm clothing if it is cold outside. Never burn charcoal for heating or cooking indoors. Never use your oven as a source of heat. If the power may be out for a prolonged period, plan to go to another location (the home of a relative or friend, or a public facility) that has heat to keep warm. • Eliminate unnecessary travel, especially by car. Traffic signals will stop working during an outage, creating traffic congestion.
• Remember that equipment such as automated teller machines (ATMs) and elevators may not work during a power outage.

After a Blackout:
• Throw away any unsafe food or food that has been exposed to temperatures 40° F (4° C) for two hours or more or that has an unusual odor, color or texture. When in doubt, throw it out!
• Never taste food or rely on appearance or odor to determine its safety. Some foods may look and smell fine, but if they have been at room temperature too long, bacteria causing food-borne illnesses can start growing quickly.

Some types of bacteria produce toxins that cannot be destroyed by cooking. • If food in the freezer is colder than 40° F and has ice crystals on it, you can refreeze it.
• If you are not sure food is cold enough, take its temperature with the food thermometer. Throw out any foods (meat, poultry, fish, eggs and leftovers) that have been exposed to temperatures higher than 40° F (4° C) for two hours or more, and any food that has an unusual odor, color or texture, or feels warm to touch.

Hazardous Materials Incidents
Shelter-in-place/Seal the room, evacuate depending on conditions Before a Hazardous Materials Incident
• Many communities have Local Emergency Planning Committees (LEPCs) whose responsibilities include collecting information about hazardous materials in the community and making this information available to the public upon request. The LEPCs also are tasked with developing an emergency plan to prepare for and respond to chemical emergencies in the community. Ways the public will be notified and actions the public must take in the event of a release are part of the plan.
• Contact the LEPCs to find out more about chemical hazards and what needs to be done to minimize the risk to individuals and the community from these materials. Your local emergency management office can provide contact information on the LEPCs.

During a Hazardous Material Incident:
• Listen to local radio or television stations for detailed information and instructions. Follow the instructions carefully. You should stay away from the area to minimize the risk of contamination. Remember that some toxic chemicals are odorless.

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If you are: Then:

Asked to evacuate
Do so immediately.

Stay tuned to a radio or television for information on evacuation routes, temporary shelters, and procedures.

Follow the routes recommended by the authorities--shortcuts may not be safe. Leave at once.

If you have time, minimize contamination in the house by closing all windows, shutting all vents, and turning off attic fans.

Take pre-assembled disaster supplies.

Remember to help others who may require special assistance-- infants, elderly people and people with access and functional needs.

Caught Outside
Stay upstream, uphill, and upwind! In general, try to go at least one-half mile (usually 8-10 city blocks) from the danger area.

Move away from the accident scene and help keep others away.

Do not walk into or touch any spilled liquids, airborne mists, or condensed solid chemical deposits. Try not to inhale gases, fumes and smoke. If possible, cover mouth with a cloth while leaving the area.

Stay away from accident victims until the hazardous material has been identified.

Requested to stay
indoors
Bring pets inside.

Close and lock all exterior doors and windows. Close vents, fireplace dampers, and as many interior doors as possible.

Turn off air conditioners and ventilation systems. In large buildings, set ventilation systems to 100 percent recirculation so that no outside air is drawn into the building. If this is not possible, ventilation systems should be turned off.

Go into the pre-selected shelter room. This room should be above ground and have the fewest openings to the outside.

Seal gaps under doorways and windows with wet towels or plastic sheeting and duct tape.

Seal gaps around window and air conditioning units, bathroom and kitchen exhaust fans, and stove and dryer vents with duct tape and plastic sheeting, wax paper or aluminum wrap.

Use material to fill cracks and holes in the room, such as those around pipes.

If gas or vapors could have entered the building, take shallow breaths through a cloth or a towel. Avoid eating or drinking any food or water that may be contaminated.

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After a Hazardous Materials Incident:
• Go to a designated public shelter if you have been told to evacuate or you feel it is unsafe to remain in your building. Text SHELTER + your ZIP code to 43362 (4FEMA) to find the nearest shelter in your area (example: shelter 12345).
• Act quickly if you have come in to contact with or have been exposed to hazardous chemicals.
• Follow decontamination instructions from local authorities. You may be advised to take a thorough shower or you may be advised to stay away from water and follow another procedure.
• Seek medical treatment for unusual symptoms as soon as possible. • Place exposed clothing and shoes in tightly sealed containers. Do not allow them to contact other materials. Call local authorities to find out about proper disposal.
• Advise everyone who comes into contact with you that you may have been exposed to a toxic substance.
• Listen to local radio or television stations for the latest emergency information.
• Help others who may require special assistance - infants, elderly people and people with access and functional needs. People who care for them or who have large families may need additional assistance in emergency situations. • Return only when authorities say it is safe. Open windows and vents and turn on fans to provide ventilation.
• Find out from local authorities how to clean up your land and property. • Report any lingering vapors or other hazards to your local emergency services office.

Chemical Emergencies
Call national poison control 1 (800) 222-1222
Before a Chemical Emergency:
• Buy only as much of a chemical as you think you will use. Leftover material can be shared with neighbors or donated to a business, charity or government agency. For example, excess pesticide could be offered to a greenhouse or garden center and theater groups often need surplus paint.

Some communities have organized waste exchanges where hazardous chemicals and waste can be swapped or given away.
• Keep products containing hazardous materials in their original containers and never remove the labels unless the container is corroding. Corroding containers should be repackaged and clearly labeled.
• Never store hazardous products in food containers.
• Never mix hazardous chemicals or waste with other products. Incompatibles, such as chlorine bleach and ammonia, may react, ignite or explode. • Follow the manufacturer’s instructors for the proper use of the chemical. • Never smoke while using chemicals.

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• Never use hair spray, cleaning solutions, paint products, or pesticides near an open flame (e.g., pilot light, lighted candle, fireplace, wood burning stove, etc.) Although you may not be able to see or smell them, vapor particles in the air could catch fire or explode.
• Clean up any chemical spill immediately. Use rags to clean up the spill. Wear gloves and eye protection. Allow the fumes in the rags to evaporate outdoors, then dispose of the rags by wrapping them in a newspaper and placing them in a sealed plastic bag in your trash can. • Dispose of hazardous materials correctly. Take household hazardous waste to a local collection program. Check with your county or state environmental or solid waste agency to learn if there is a hazardous waste collection program in your area.
• Post the number of the emergency medical services and the poison control center by all telephones. In an emergency situation, you may not have time to look up critical phone numbers. The national poison control number is (800) 222-1222.

During a Chemical Emergency:
• Get out of the building immediately if there is a danger of fire or explosion.

Do not waste time collecting items or calling the fire department when you are in danger. Call the fire department from outside (a cellular phone or a neighbor’s phone) once you are safely away from danger. • Stay upwind and away from the building to avoid breathing toxic fumes. • Recognize and respond to symptoms of toxic poisoning including:
o Difficulty breathing
o Irritation of the eyes, skin, throat, or respiratory tract o Changes in skin color
o Headache or blurred vision
o Dizziness
o Clumsiness or lack of coordination
o Cramps or diarrhea
• If someone is experiencing toxic poisoning symptoms or has been exposed to a chemical, call the national poison control center at 1 (800) 222-1222 and find any containers of the substance that are readily available in order to provide requested information.
• Follow the emergency operator or dispatcher’s first aid instructions carefully.

The first aid advice found on containers may be out of date or inappropriate.

Do not give anything by mouth unless advised to do so by a medical professional.

After a Chemical Emergency:
• Discard clothing that may have been contaminated. Some chemicals may not wash out completely.

Biological Threats
Biological agents are organisms or toxins that can kill or incapacitate people, livestock and crops. A biological attack is the deliberate release of germs or other biological substances that can make you sick.

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The three basic groups of biological agents that would likely be used as weapons are bacteria, viruses and toxins. Most biological agents are difficult to grow and maintain. Many break down quickly when exposed to sunlight and other environmental factors, while others, such as anthrax spores, are very long lived. Biological agents can be dispersed by spraying them into the air, by infecting animals that carry the disease to humans and by contaminating food and water. Delivery methods include:
• Aerosols - biological agents are dispersed into the air, forming a fine mist that may drift for miles. Inhaling the agent may cause disease in people or animals.
• Animals - some diseases are spread by insects and animals, such as fleas, mice, flies, mosquitoes and livestock.
• Food and water contamination - some pathogenic organisms and toxins may persist in food and water supplies. Most microbes can be killed, and toxins deactivated, by cooking food and boiling water. Most microbes are killed by boiling water for one minute, but some require longer. Follow official instructions.
• Person-to-person - spread of a few infectious agents is also possible.

Humans have been the source of infection for smallpox, plague, and the Lassa viruses.

Before a Biological Threat:
• Unlike an explosion, a biological attack may or may not be immediately obvious. While it is possible that you will see signs of a biological attack, as was sometimes the case with the anthrax mailings, it is perhaps more likely that local health care workers will report a pattern of unusual illness or there will be a wave of sick people seeking emergency medical attention. You will probably learn of the danger through an emergency radio or TV broadcast, or some other signal used in your community. You might get a telephone call or emergency response workers may come to your door.
• Check with your doctor to ensure all required or suggested immunizations are up to date. Children and older adults are particularly vulnerable to biological agents.
• Consider installing a High-Efficiency Particulate Air (HEPA) filter in your furnace return duct. These filters remove particles in the 0.3 to 10 micron range and will filter out most biological agents that may enter your house. If you do not have a central heating or cooling system, a stand-alone portable HEPA filter can be used.

Filtration in Buildings:
• Building owners and managers should determine the type and level of filtration in their structures and the level of protection it provides against biological agents. The National Institute of Occupational Safety and Health (NIOSH) provides technical guidance on this topic in their publication Guidance for Filtration and Air-Cleaning Systems to Protect Building Environments from Airborne Chemical, Biological, or Radiological Attacks. To obtain a copy, call 1 (800) 35NIOSH or visit the National Institute for Occupational Safety and Health Web site and request or download NIOSH Publication 2003-136.

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• High-Efficiency Particulate Air (HEPA) filters are useful in biological attacks. If you have a central heating and cooling system in your building with a HEPA filter, leave it on if it is running or turn the fan on if it is not running. Moving the air in the house through the filter will help remove the agents from the air. If you have a portable HEPA filter, take it with you to the internal room where you are seeking shelter and turn it on.
• If you are in an apartment or office building that has a modern, central heating and cooling system, the system’s filtration should provide a relatively safe level of protection from outside biological contaminants. • HEPA filters will not filter chemical agents
During a Biological Threat:
• The first evidence of an attack may be when you notice symptoms of the disease caused by exposure to an agent.
• In the event of a biological attack, public health officials may not immediately be able to provide information on what you should do. It will take time to determine exactly what the illness is, how it should be treated, and who is in danger. However, you should watch TV, listen to the radio, or check the Internet for official news and information including signs and symptoms of the disease, areas in danger, if medications or vaccinations are being distributed and where you should seek medical attention if you become ill.
• If you become aware of an unusual and suspicious substance, quickly get away.
• Protect yourself. Cover your mouth and nose with layers of fabric that can filter the air but still allow breathing. Examples include two to three layers of cotton such as a t-shirt, handkerchief or towel. Otherwise, several layers of tissue or paper towels may help.
• There may be times when you would want to consider wearing a face mask to reduce spreading germs if you yourself are sick, or to avoid coming in contact with contagious germs if others around you are sick. • If you have been exposed to a biological agent, remove and bag your clothes and personal items. Follow official instructions for disposal of contaminated items.
• Wash yourself with soap and water and put on clean clothes. • Contact authorities and seek medical assistance. You may be advised to stay away from others or even quarantined.
• If a guest becomes sick, it is important to be suspicious. • Do not assume, however, that you should go to a hospital emergency room or that any illness is the result of the biological attack. Symptoms of many common illnesses may overlap.
• Use common sense, practice good hygiene and cleanliness to avoid spreading germs, and seek medical advice.
• Consider if you are in the group or area authorities believe to be in danger. • If your symptoms match those described and you are in the group considered at risk, immediately seek emergency medical attention. • Follow instructions of doctors and other public health officials.

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• If the disease is contagious expect to receive medical evaluation and treatment. You may be advised to stay away from others or even deliberately quarantined.
• For non-contagious diseases, expect to receive medical evaluation and treatment.
• In a declared biological emergency or developing epidemic, there may be reason to stay away from crowds where others may be infected. • Cover Your Nose and Mouth
• Be prepared to improvise with what you have on hand to protect your nose, mouth, eyes and cuts in your skin. Anything that fits snugly over your nose and mouth, including any dense-weave cotton material, can help filter contaminants in an emergency. It is very important that most of the air you breathe comes through the mask or cloth, not around it. Do whatever you can to make the best fit possible for children. There are also a variety of face masks readily available in hardware stores that are rated based on how small a particle they can filter in an industrial setting. Simple cloth face masks can filter some of the airborne "junk" or germs you might breathe into your body but will probably not protect you from chemical gases. • If a family member develops any of the symptoms below, keep them separated from others if possible, practice good hygiene and cleanliness to avoid spreading germs and seek medical advice.
o A temperature of more than 100 degrees
o Nausea and vomiting
o Stomachache
o Diarrhea
o Pale or flushed face
o Headache
o Cough
o Earache
o Thick discharge from nose
o Sore throat
o Rash or infection of the skin
o Red or pink eyes
o Loss of appetite
o Loss of energy or decreases in activity
o If someone is sick, you should practice good hygiene and cleanliness to avoid spreading germs.
o Wash your hands with soap and water frequently.
o Do not share food or utensils.
o Cover your mouth and nose when coughing or sneezing.
o Consider having the sick person wear a face mask to avoid spreading germs. o Plan to share health-related information with others, especially those who may need help understanding the situation and what specific actions to take.

After a Biological Threat
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• In some situations, such as the case of the anthrax letters sent in 2001, people may be alerted to potential exposure. If this is the case, pay close attention to all official warnings and instructions on how to proceed. The delivery of medical services for a biological event may be handled differently to respond to increased demand. The basic public health procedures and medical protocols for handling exposure to biological agents are the same as for any infectious disease. It is important for you to pay attention to official instructions via radio, television, and emergency alert systems.

Antibiotics
• While antibiotics are often an appropriate treatment for the diseases associated with biological weapons, the specific drug must match the illness to be effective. One antibiotic, for example, may be appropriate for treating anthrax exposure, but is inappropriate for treating smallpox. All antibiotics can cause side effects including serious reactions. Plan to speak with your healthcare provider in advance about what makes sense for your population.

Chemical Threats
Chemical agents are poisonous vapors, aerosols, liquids and solids that have toxic effects on people, animals or plants. They can be released by bombs or sprayed from aircraft, boats and vehicles. They can be used as a liquid to create a hazard to people and the environment. Some chemical agents may be odorless and tasteless. They can have an immediate effect (a few seconds to a few minutes) or a delayed effect ( to 48 hours). While potentially lethal, chemical agents are difficult to deliver in lethal concentrations. Outdoors, the agents often dissipate rapidly. Chemical agents also are difficult to produce.

A chemical attack could come without warning. Signs of a chemical release include people having difficulty breathing; experiencing eye irritation; losing coordination; becoming nauseated; or having a burning sensation in the nose, throat and lungs. Also, the presence of many dead insects or birds may indicate a chemical agent release.

Before a Chemical Threat:
• Know your community's warning systems and disaster plans.

During a Chemical Threat:
• Quickly try to define the impacted area or where the chemical is coming from, if possible.
• Take immediate action to get away.
• If the chemical is inside a building where you are, get out of the building without passing through the contaminated area, if possible. • If you can't get out of the building or find clean air without passing through the area where you see signs of a chemical attack, it may be better to move as far away as possible and shelter-in-place/seal the room. • If you are caught in or near a contaminated area, you should:
• Move away immediately in a direction upwind of the source. • Find shelter as quickly as possible
• If you are outside, quickly find the fastest way to clean air. Consider if you can get out of the area or if you should go inside the closest building and shelter-in-place.

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After a Chemical Threat:
• Decontamination is needed within minutes of exposure to minimize health consequences. Do not leave the safety of a shelter to go outdoors to help others until authorities announce it is safe to do so.
• A person affected by a chemical agent requires immediate medical attention from a professional. If medical help is not immediately available, decontaminate yourself and assist in decontaminating others. • Use extreme caution when helping others who have been exposed to chemical agents.
• Remove all clothing and other items in contact with the body. Contaminated clothing normally removed over the head should be cut off to avoid contact with the eyes, nose and mouth. Put contaminated clothing and items into a plastic bag and seal it. Decontaminate hands using soap and water. Remove eyeglasses or contact lenses. Put glasses in a pan of bleach to decontaminate them and then rinse and dry.
• Flush eyes with water.
• Gently wash face and hair with soap and water before thoroughly rinsing with water.
• Decontaminate other body areas likely to have been contaminated. Blot (do not swab or scrape) with a cloth soaked in soapy water and rinse with clear water.
• Change into uncontaminated clothes. Clothing stored in drawers or closets is likely to be uncontaminated.
• Proceed to a medical facility for screening and professional treatment.

Cyber Attack
Learning about the dangers online and acting to protect ourselves is the first step in making the Internet a safer place for everyone. Cyber security involves protecting that infrastructure by preventing, detecting, and responding to cyber incidents. Unlike physical threats that prompt immediate action–like stop, drop, and roll in the event of a fire–cyber threats are often difficult to identify and comprehend. Among these dangers are viruses erasing entire systems, intruders breaking into systems and altering files, intruders using your computer or device to attack others, or intruders stealing confidential information. The spectrum of cyber risks is limitless; threats, some more serious and sophisticated than others, can have wide-ranging effects on the individual, community, organizational, and national level. These risks include:
• Organized cybercrime, state-sponsored hackers, and cyber espionage can pose national security risks to our country.
• Transportation, power, and other services may be disrupted by large scale cyber incidents. The extent of the disruption is highly uncertain as it will be determined by many unknown factors such as the target and size of the incident.
• Vulnerability to data breach and loss increases if an organization’s network is compromised. Information about a company, its employees, and its customers can be at risk.

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• Individually-owned devices such as computers, tablets, mobile phones, and gaming systems that connect to the Internet are vulnerable to intrusion.

Personal information may be at risk without proper security. • You can increase your chances of avoiding cyber risks by setting up the proper controls. The following are things you can do to protect yourself and your property before a cyber-incident occurs.
• Only connect to the Internet over secure, password- protected networks. • Do not click on links or pop-ups, open attachments, or respond to emails from strangers.
• Always enter a URL by hand instead of following links if you are unsure of the sender.
• Do not respond to online requests for Personally Identifiable Information (PII); most organizations – banks, universities, companies, etc. – do not ask for your personal information over the Internet.
• Limit who you are sharing information with by reviewing the privacy settings on your social media accounts.
• If you think an offer is too good to be true, then it probably is. • Password protect all devices that connect to the Internet and user accounts. • Do not use the same password twice; choose a password that means something to you and you only; change your passwords on a regular basis. • If you see something suspicious, report it to the proper authorities. • The extent, nature, and timing of cyber incidents are impossible to predict.

There may or may not be any warning. Some cyber incidents take a long time (weeks, months or years) to be discovered and identified. Familiarize yourself with the types of threats and protective measures you can take by:
• Signing up for the United States Computer Emergency Readiness Team (US- CERT) mailing list to receive the latest cybersecurity information directly to your inbox. Written for home and business users, alerts provide timely information about current security issues and vulnerabilities. • Becoming a Friend of the Department of Homeland Security’s “Stop. Think.

Connect.” Campaign and receive a monthly newsletter with cybersecurity current events and tips.

Immediate Actions:
• Check to make sure the software on all of your systems is up-to-date. • Run a scan to make sure your system is not infected or acting suspiciously. • If you find a problem, disconnect your device from the Internet and perform a full system restore.

At Work:
• If you have access to an IT department, contact them immediately. The sooner they can investigate and clean your computer, the less damage to your computer and other computers on the network.
• If you believe you might have revealed sensitive information about your organization, report it to the appropriate people within the organization, including network administrators. They can be alert for any suspicious or unusual activity.

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PII is information that can be used to uniquely identify, contact, or locate a single person.

PII includes but is not limited to:
• Full name
• Social security number
• Address
• Date of birth
• Place of birth
• Driver’s License Number
• Vehicle registration plate number
• Credit card numbers
• Physical appearance
• Gender or race
If you believe your PII is compromised:
• Immediately change all passwords; financial passwords first. If you used the same password for multiple resources, make sure to change it for each account, and do not use that password in the future.
• If you believe the compromise was caused by malicious code, disconnect your computer from the Internet.
• Restart your computer in safe mode and perform a full system restore. • Contact companies, including banks, where you have accounts as well as credit reporting companies.
• Close any accounts that may have been compromised. Watch for any unexplainable or unauthorized charges to your accounts. • File a report with the local police so there is an official record of the incident. • Report online crime or fraud to your local United States Secret Service (USSS) Electronic Crimes Task Force or the Internet Crime Complaint Center.
• Report identity theft to the Federal Trade Commission. • If your PII was compromised, consider other information that may be at risk.

Depending what information was stolen, you may need to contact other agencies; for example, if someone has gained access to your Social Security number, contact the Social Security Administration. You should also contact the Department of Motor Vehicles if your driver's license or car registration has been stolen.

Explosions
Terrorists have frequently used explosive devices as one of their most common weapons.

Terrorists do not have to look far to find out how to make explosive devices; the information is readily available in books and other information sources. Explosive devices can be highly portable, using vehicles and humans as a means of transport. They are easily detonated from remote locations or by suicide bombers.

Conventional bombs have been used to damage and destroy financial, political, social, and religious institutions. Attacks have occurred in public places and on city streets with thousands of people around the world injured and killed.

Learn what to do if you receive a bomb threat or get a suspicious package or letter.

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Devastating acts, such as the terrorist attacks on the Oklahoma City and September 11th, have left many concerned about the possibility of future incidents in the United States.

Nevertheless, there are things you can do to prepare for the unexpected. Preparing for such events will reduce the stress that you may feel now, and later, should another emergency arise.

Taking preparatory action can reassure you and your children that you can exert a measure of control even in the face of such events.

Bomb Threats
Before an Explosion:
• If you receive a telephoned bomb threat, you should do the following:
• Get as much information from the caller as possible. Try to ask the following questions:
o When is the bomb going to explode?
o Where is it right now?
o What does it look like?
o What kind of bomb is it?
o What will cause it to explode?
o Did you place the bomb?
o Keep the caller on the line and record everything that is said. o Notify the police and building management immediately. • Suspicious Packages and Letters:
o Be wary of suspicious packages and letters. They can contain explosives, chemical or biological agents.
• Some typical characteristics postal inspectors have detected over the years, which ought to trigger suspicion, include parcels that:
o Are unexpected or from someone unfamiliar to you.
o Have no return address or a return address that can’t be verified as legitimate.
o Are marked with restrictive endorsements such as “Personal,” “Confidential,” or “Do not X-ray.”
o Have protruding wires or aluminum foil, strange odors or stains. o Show a city or state in the postmark that doesn’t match the return address. o Are of unusual weight given their size or are lopsided or oddly shaped. o Are marked with threatening language.
o Have inappropriate or unusual labeling.
o Have excessive postage or packaging material, such as masking tape and string.
o Have misspellings of common words.
o Are addressed to someone no longer with your organization or are otherwise outdated.
o Have incorrect titles or titles without a name.
o Are not addressed to a specific person.
o Have handwritten or poorly typed addresses.

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• With suspicious envelopes and packages other than those that might contain explosives, take these additional steps against possible biological and chemical agents:
o Refrain from eating or drinking in a designated mail handling area. o Place suspicious envelopes or packages in a plastic bag or some other type of container to prevent leakage of contents. Never sniff or smell suspect mail. o If you do not have a container, then cover the envelope or package with anything available (e.g., clothing, paper, trash can, etc.) and do not remove the cover.
o Leave the room and close the door or section off the area to prevent others from entering.
o Wash your hands with soap and water to prevent spreading any powder to your face.
o If you are at work, report the incident to your building security official or an available supervisor, who should notify police and other authorities without delay.
o List all people who were in the room or area when this suspicious letter or package was recognized. Give a copy of this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice.
o Report the incident to local police.

During an Explosion:
• Get under a sturdy table or desk if things are falling around you. When they stop falling, leave quickly, watching for obviously weakened floors and stairways. As you exit from the building, be especially watchful of falling debris.
• Leave the building as quickly as possible. Crawl low if there is smoke. Do not stop to retrieve personal possessions or make phone calls. • Do not use elevators.
• Check for fire and other hazards.
• Once you are out, do not stand in front of windows, glass doors or other potentially hazardous areas.
• Move away from sidewalks or streets to be used by emergency officials or others still exiting the building.
• If you are trapped in debris, use a flashlight, if possible, to signal your location to rescuers.
• Tap on a pipe or wall so rescuers can hear where you are. • If possible, use a whistle to signal rescuers.
• Shout only as a last resort. Shouting can cause a person to inhale dangerous amounts of dust.
• Avoid unnecessary movement so you don’t kick up dust. • Cover your nose and mouth with anything you have on hand. (Dense-weave cotton material can act as a good filter. Try to breathe through the material.)

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After an Explosion:
• There can be significant numbers of casualties and/or damage to buildings and the infrastructure. So employers need up-to-date information about any medical needs you may have and on how to contact your designated beneficiaries.
• Heavy law enforcement involvement at local, state and federal levels follows a terrorist attack due to the event's criminal nature.
• Health and mental health resources in the affected communities can be strained to their limits, maybe even overwhelmed.
• Extensive media coverage, strong public fear and international implications and consequences can continue for a prolonged period.
• Workplaces and schools may be closed, and there may be restrictions on domestic and international travel.
• You and your family or household may have to evacuate an area, avoiding roads blocked for your safety.
• Clean-up may take many months.

Nuclear Blast
• A nuclear blast is an explosion with intense light and heat, a damaging pressure wave, and widespread radioactive material that can contaminate the air, water, and ground surfaces for miles around. A nuclear device can range from a weapon carried by an intercontinental missile launched by a hostile nation or terrorist organization, to a small portable nuclear device transported by an individual. All nuclear devices cause deadly effects when exploded, including blinding light, intense heat (thermal radiation), initial nuclear radiation, blast, fires started by the heat pulse and secondary fires caused by the destruction.
• The nuclear threat present during the Cold War has diminished; however, the possibility remains that a terrorist could obtain access to a nuclear weapon. Called improvised nuclear devices (IND), these are generally smaller, less powerful weapons than we traditionally envision. While experts may predict that a nuclear attack is less likely than other types, it is still important to know the simple steps that can save your life and the life of your family.
• Prepare yourself, your family and your building for the hazards of nuclear devices.
• The danger of a massive strategic nuclear attack on the United States is predicted by experts to be less likely today. However, terrorism, by nature, is unpredictable.
• If there were threat of an attack, people living near potential targets could be advised to evacuate or they could decide on their own to evacuate to an area not considered a likely target. Protection from radioactive fallout would require taking shelter in an underground area or in the middle of a large building.
• In general, potential targets include:
o Strategic missile sites and military bases.
o Centers of government such as Washington, DC, and state capitals. o Important transportation and communication centers.

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o Manufacturing, industrial, technology, and financial centers. o Petroleum refineries, electrical power plants, and chemical plants. o Major ports and airfields.

The three factors for protecting oneself from radiation and fallout are distance, shielding and time.
• Distance - the more distance between you and the fallout particles, the better. An underground area such as a building basement offers more protection than the first floor of a building. A floor near the middle of a high- rise may be better, depending on what is nearby at that level on which significant fallout particles would collect. Flat roofs collect fallout particles so the top floor is not a good choice, nor is a floor adjacent to a neighboring flat roof.
• Shielding - the heavier and denser the materials - thick walls, concrete, bricks, books and earth - between you and the fallout particles, the better. • Time - fallout radiation loses its intensity fairly rapidly. In time, you will be able to leave the fallout shelter. Radioactive fallout poses the greatest threat to people during the first two weeks, by which time it has declined to about 1 percent of its initial radiation level.

Remember that any protection, however temporary, is better than none at all, and the more shielding, distance and time you can take advantage of, the better.

Risks of Nuclear Devices:
• The extent, nature and arrival time of these hazards are difficult to predict. • Size of the device. A more powerful bomb will produce more distant effects. • Height above the ground the device was detonated. This will determine the extent of blast effects.
• Nature of the surface beneath the explosion. Some materials are more likely to become radioactive and airborne than others. Flat areas are more susceptible to blast effects.
• Existing meteorological conditions. Wind speed and direction will affect arrival time of fallout; precipitation may wash fallout from the atmosphere.

Electromagnetic Pulse
In addition to other effects, a nuclear weapon detonated in or above the earth’s atmosphere can create an electromagnetic pulse (EMP), a high-density electrical field. An EMP acts like a stroke of lightning but is stronger, faster, and shorter. An EMP can seriously damage electronic devices connected to power sources or antennas. This includes communication systems, computers, electrical appliances, and automobile or aircraft ignition systems. The damage could range from a minor interruption to actual burnout of components. Most electronic equipment within 1,000 miles of a high-altitude nuclear detonation could be affected. Battery-powered radios with short antennas generally would not be affected.

Although an EMP is unlikely to harm most people, it could harm those with pacemakers or other implanted electronic devices.

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Radioactive Fallout:
• Even if individuals are not close enough to the nuclear blast to be affected by the direct impacts, they may be affected by radioactive fallout. Any nuclear blast results in some fallout. Blasts that occur near the earth’s surface create much greater amounts of fallout than blasts that occur at higher altitudes.

This is because the tremendous heat produced from a nuclear blast causes an updraft of air that forms the familiar mushroom cloud. When a blast occurs near the earth’s surface, millions of vaporized dirt particles also are drawn into the cloud. As the heat diminishes, radioactive materials that have vaporized condense on the particles and fall back to Earth. The phenomenon is called radioactive fallout. This fallout material decays over a long period of time, and is the main source of residual nuclear radiation. • Fallout from a nuclear explosion may be carried by wind currents for hundreds of miles if the right conditions exist. Effects from even a small portable device exploded at ground level can be potentially deadly. • Nuclear radiation cannot be seen, smelt, or otherwise detected by normal senses. Radiation can only be detected by radiation monitoring devices. This makes radiological emergencies different from other types of emergencies, such as floods or hurricanes. Monitoring can project the fallout arrival times, which will be announced through official warning channels. However, any increase in surface buildup of gritty dust and dirt should be a warning for taking protective measures.

Before a Nuclear Blast:
• Find out from officials if any public buildings in your community have been designated as fallout shelters. If none have been designated, make your own list of potential shelters near your home, workplace and school. These places would include basements or the windowless center area of middle floors in high-rise buildings, as well as subways and tunnels.
• During periods of heightened threat increase your disaster supplies to be adequate for up to two weeks.
• Taking shelter during a nuclear blast is absolutely necessary. There are two kinds of shelters - blast and fallout. The following describes the two kinds of shelters:
• Blast shelters are specifically constructed to offer some protection against blast pressure, initial radiation, heat and fire. But even a blast shelter cannot withstand a direct hit from a nuclear explosion.
• Fallout shelters do not need to be specially constructed for protecting against fallout. They can be any protected space, provided that the walls and roof are thick and dense enough to absorb the radiation given off by fallout particles.

During a Nuclear Blast:
• Listen for official information and follow the instructions provided by emergency response personnel. Based on what is known about the threat, you may be asked to take shelter, go to a specific location or evacuate the area.
• If an attack warning is issued, take cover as quickly as you can, below ground if possible, and stay there until instructed to do otherwise.

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• Find the nearest building, preferably built of brick or concrete, and go inside to avoid any radioactive material outside.
• If better shelter, such as a multi-story building or basement can be reached within a few minutes, go there immediately.
• Go as far below ground as possible or in the center of a tall building. The goal is to put as many walls and as much concrete, brick and soil between you and the radioactive material outside.
• Stay where you are, even if you are separated from your family. Inside is the safest place for all people in the impacted area. It can save your life. • During the time with the highest radiation levels it is safest to stay inside, sheltered away from the radioactive material outside.
• Radiation levels are extremely dangerous after a nuclear detonation but the levels reduce rapidly.
• Expect to stay inside for at least 24 hours unless told otherwise by authorities.
• When evacuating is in your best interest, you will be instructed to do so. All available methods of communication will be used to provide news and / or instructions.
• People in the path of the radioactive material - downwind from the detonation - may also be asked to take protective measures. • If you are caught outside and unable to get inside immediately:
o Do not look at the flash or fireball - it can blind you. o Take cover behind anything that might offer protection. o Lie flat on the ground and cover your head. If the explosion is some distance away, it could take 30 seconds or more for the blast wave to hit. o Take shelter as soon as you can, even if you are many miles from ground zero where the attack occurred - radioactive fallout can be carried by the winds for hundreds of miles. Remember the three protective factors:

Distance, shielding and time.
o If you were outside during or after the blast, get clean as soon as possible, to remove radioactive material that may have settled on your body. o Remove your clothing to keep radioactive material from spreading. Removing the outer layer of clothing can remove up to 90% of radioactive material. o If practical, place your contaminated clothing in a plastic bag and seal or tie the bag. Place the bag as far away as possible from humans and animals so that the radiation it gives off does not affect others. o When possible, take a shower with lots of soap and water to help remove radioactive contamination. Do not scrub or scratch the skin. o Wash your hair with shampoo or soap and water. Do not use conditioner in your hair because it will bind radioactive material to your hair, keeping it from rinsing out easily.
o Gently blow your nose and wipe your eyelids and eyelashes with a clean wet cloth. Gently wipe your ears.
o If you cannot shower, use a wipe or clean wet cloth to wipe your skin that was not covered by clothing.

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After a Nuclear Blast:
• Decay rates of the radioactive fallout are the same for any size nuclear device. However, the amount of fallout will vary based on the size of the device and its proximity to the ground. Therefore, it might be necessary for those in the areas with highest radiation levels to shelter for up to a month. • The heaviest fallout would be limited to the area at or downwind from the explosion and 80 percent of the fallout would occur during the first 24 hours. • People in most of the areas that would be affected could be allowed to come out of shelter within a few days and, if necessary, evacuate to unaffected areas.

Returning:
• Keep listening to the radio and television for news about what to do, where to go and places to avoid.
• Stay away from damaged areas. Stay away from areas marked “radiation hazard” or “HAZMAT.” Remember that radiation cannot be seen, smelt or otherwise detected by human senses.

Radiological Dispersion Device (RDD)
Terrorist use of an RDD — often called “dirty nuke” or “dirty bomb” — is considered far more likely than use of a nuclear explosive device. An RDD combines a conventional explosive device — such as a bomb — with radioactive material. It is designed to scatter dangerous and sub-lethal amounts of radioactive material over a general area. Such RDDs appeal to terrorists because they require limited technical knowledge to build and deploy compared to a nuclear device. Also, the radioactive materials in RDDs are widely used in medicine, agriculture, industry and research, and are easier to obtain than weapons grade uranium or plutonium.

The primary purpose of terrorist use of an RDD is to cause psychological fear and economic disruption. Some devices could cause fatalities from exposure to radioactive materials.

Depending on the speed at which the area of the RDD detonation was evacuated or how successful people were at sheltering-in-place, the number of deaths and injuries from an RDD might not be substantially greater than from a conventional bomb explosion.

The size of the affected area and the level of destruction caused by an RDD would depend on the sophistication and size of the conventional bomb, the type of radioactive material used, the quality and quantity of the radioactive material, and the local meteorological conditions - primarily wind and precipitation. The area affected could be placed off-limits to the public for several months during cleanup efforts.

Before a Radiological Dispersion Device (RDD) Event:
• There is no way of knowing how much warning time there will be before an attack by terrorists using a Radiological Dispersion Device (RDD), so being prepared in advance and knowing what to do and when is important. • Know your community's warning systems and disaster plans. • Choose an internal room to shelter, preferably one without windows.

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• Find out from officials if any public buildings in your community have been designated as fallout shelters. If none have been designated, make your own list of potential shelters near your home, workplace, and school. These places would include basements or the windowless center area of middle floors in high-rise buildings, as well as subways and tunnels. • Taking shelter during an RDD event is absolutely necessary. There are two kinds of shelters - blast and fallout. The following describes the two kinds of shelters:
o Blast shelters are specifically constructed to offer some protection against blast pressure, initial radiation, heat, and fire. But even a blast shelter cannot withstand a direct hit from a nuclear explosion.
o Fallout shelters do not need to be specially constructed for protecting against fallout. They can be any protected space, provided that the walls and roof are thick and dense enough to absorb the radiation given off by fallout particles.

During a Radiological Dispersion Device (RDD) Event
• As with any radiation, you want to avoid or limit exposure. This is particularly true of inhaling radioactive dust that results from the explosion.

As you seek shelter from any location (indoors or outdoors) and there is visual dust or other contaminants in the air, breathe through the cloth of your shirt or coat to limit your exposure. If you manage to avoid breathing radioactive dust, your proximity to the radioactive particles may still result in some radiation exposure.
• If the explosion or radiological release occurs inside, get out immediately and seek safe shelter. Otherwise, if you are:
•
Outdoors Indoors
Seek shelter indoors immediately
in the nearest undamaged
building.

If appropriate shelter is not
available, cover your nose and
mouth and move as rapidly as is
safe upwind, away from the
location of the explosive blast.

Then, seek appropriate shelter as
soon as possible.

Listen for official instructions and
follow directions.

If you have time, turn off ventilation and heating
systems, close windows, vents, fireplace dampers,
exhaust fans, and clothes dryer vents. Retrieve
your disaster supplies kit and a battery-powered
radio and take them to your shelter room.

Seek shelter immediately, preferably underground
or in an interior room of a building, placing as
much distance and dense shielding as possible
between you and the outdoors where the
radioactive material may be.

Seal windows and external doors that do not fit
snugly with duct tape to reduce infiltration of
radioactive particles. Plastic sheeting will not
provide shielding from radioactivity nor from blast
effects of a nearby explosion.

Listen for official instructions and follow directions.

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After a Radiological Dispersion Device (RDD) Event:
• After finding safe shelter, those who may have been exposed to radioactive material should decontaminate themselves. To do this, remove and bag your clothing (and isolate the bag away from you and others), and shower thoroughly with soap and water. Seek medical attention after officials indicate it is safe to leave shelter.
• Contamination from an RDD event could affect a wide area, depending on the amount of conventional explosives used, the quantity and type of radioactive material released, and meteorological conditions. Thus, radiation dissipation rates vary, but radiation from an RDD will likely take longer to dissipate due to a potentially larger localized concentration of radioactive material.
• Continue listening to your radio or watch the television for instructions from local officials, whether you have evacuated or sheltered-in-place. • Do not return to or visit an RDD incident location for any reason.

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Fairfield City CouncilJune 21, 2022

Fairfield City Council
June 21, 2022