(g) There are insufficient housing options available in the City to provide adequate overnight shelter for the City’s unsheltered homeless population. (h) Various sites within the City could be utilized to provide shelter to individuals who are homeless. While these sites have the space needed to provide shelter, or to build shelter facilities, they may not be currently designed for human occupancy or meet building and fire code standards that are necessary to ensure the safety of shelter occupants. (i) The current zoning and land use regulations do not address the need for establishment and safe operation of emergency homeless shelters. (j) Based upon the findings above, the City Council finds that there is a current and immediate need to permit shelter uses to operate in the City, in order to mitigate the threats to the public health, safety and welfare presented both by the lack of available shelter and by COVID-19. The establishment of a year-round emergency homeless shelter permit will ensure that shelters are operated safely and in a manner so as to protect shelter residents and staff and reduce potential impacts in surrounding neighborhoods.
(k) Based upon the findings above, the City Council finds that this urgency ordinance is necessary for the immediate preservation of the public health, safety and welfare. The City Council finds and determines that the immediate preservation of the public health, safety and welfare requires that this Ordinance be enacted as an urgency ordinance pursuant to Government Code Section 36937(b) and take effect immediately upon adoption. As described above, the City was experiencing a homeless shelter crisis prior to the COVID -19 pandemic, and COVID-19 has greatly exacerbated the health and safety risks to homeless individuals in the City.
Certain property owners are willing and equipped to provide shelter services, but the City’s Zoning Ordinance is not clear on what life safety and operational standards would apply. This Ordinance needs to become effective immediately in order to allow the safe provision of shelter to at-risk homeless individuals. Therefore, this Ordinance is necessary for the immediate preservation of the public peace, health, safety and welfare and its urgency is hereby declared.
SECTION 2. A new Chapter 5D, “Emergency Homeless Shelter Program,” is hereby added to read as follows:
“CHAPTER 5D - EMERGENCY HOMELESS SHELTER PROGRAM
5D.1 Purpose and Applicability. The purpose of this chapter is to establish a program for the permitting of pallet shelters or emergency sleeping cabins as emergency housing facilities on certain parcels, for the duration of the declared shelter crisis, and to implement standards that ensure a safe place for individuals and families to obtain shelter as well as the compatibility of Packet Page 206 of 252Attachment 1 Page 2 of 9
ORD. NO. 2022-11
shelter activities with surrounding uses. The Emergency Homeless Shelter Program shall be administered by the Manager of the Homeless Services Division within the City Manager’s Office. 5D.2 Permit Required. No emergency homeless shelter may be established or maintained unless and until an emergency homeless shelter permit has been issued by the Manager of the Homeless Services Division, such permit is in full force and effect , and a certificate of occupancy has been issued.
5D.3 Permit Application. Any person or organization desiring to operate an emergency homeless shelter under this Chapter shall submit an emergency homeless shelter permit application to the Manager of the Homeless Services Division. The application shall be in writing and include the following:
A. A site plan and floor plan showing the location of the emergency homeless shelter facility, the placement of pallet shelters, and areas to be used by shelter residents for emergency housing facilities such as bathrooms and kitchens.
B. If the applicant is not the property or building owner, documentation demonstrating that the applicant has the owner’s permission to obtain an emergency homeless shelter permit and proceed to operate the proposed emergency homeless shelter.
C. An operation plan that describes how the emergency homeless shelter will be operated, including the number of people that would be housed, the days and hours of operation, and the number of monitors that would be on -site during operation of the shelter.
D. An emergency response safety plan that describes how the emergency homeless shelter complies with building, fire, and life safety requirements.
E. Any additional or supplemental information as is reasonably necessary to verify or clarify that the proposal meets the requirements of this chapter or any other provision of the Fairfield Municipal Code, or to determine appropriate permit conditions or limitations. 5D.4 No Permit Fee Required. No fee shall be required for the processing of an emergency homeless shelter permit application or issuance of an emergency homeless shelter permit. Any applicable fees for zoning clearance, building or fire safety inspections, and issuance of a certificate of occupancy necessary for the emergency homeless shelter permit shall be waived.
Notwithstanding the above, if a building or fire safety inspection demonstrates that site repairs, modifications, and/or additional inspections are necessary to meet minimum building or fire Packet Page 207 of 252Attachment 1 Page 3 of 9
ORD. NO. 2022-11
code requirements for operation of an emergency homeless shelter, this fee waiver shall not apply to such building permits, fire permits, inspections or other approvals related to such work. 5D.5 Permit Issuance or Denial.
A. The Manager of the Homeless Services Division shall issue an emergency homeless shelter permit except in the following circumstances:
1. The application is incomplete, or information contained in the application is found to be false in any material detail.
2. The proposed location is not granted a Zoning Clearance by the Planning Division.
3. The proposed location is within 1000 feet of another homeless shelter, temporary homeless shelter, emergency homeless shelter, a childcare center including home childcare and family daycare, a school (K-12), or a park.
4. The proposed location is not in compliance with Chapter 27 of the Fairfield Municipal Code.
5. The applicant fails to complete a building or fire safety inspection, or the building, structure, or equipment at the proposed location does not comply with or fails to meet any health, building, fire or safety laws of the State of California or City of Fairfield.
6. The application fails to demonstrate an ability to conform to the Emergency Shelter Operational Standards for Year-Round Shelters or the operating requirements set forth in this Chapter.
B. The Manager of the Homeless Services Division may impose reasonable conditions of approval on the issuance of a permit to ensure the health, safety, and general welfare of shelter residents, shelter operators, and the surrounding neighborhood. These may include, but are not limited to, conditions regarding parking, noise, trash clean -up, security, insurance, and fire or other life safety measures.
C. Where a permit application is denied, the applicant shall be notified in writing of the denial and the reasons, therefore.
5D.6 Zoning Clearance
Packet Page 208 of 252Attachment 1 Page 4 of 9
ORD. NO. 2022-11
A. Residential Zones
1. An emergency homeless shelter permit may be granted in the following residential zoning districts: Residential, Low Density (RL); Residential, Low-Medium Density (RLM); Residential Medium Density (RM); and Residential, High Density (RH).
2. A maximum of five emergency homeless shelter permits will be issued to all parcels with a residential zoning designation.
3. Emergency homeless shelter permits can only be issued to parcels where there is no current residential use, such as a single-family residence.
B. Commercial Zones
1. An emergency homeless shelter permit may be granted in the following commercial zoning districts: Community Commercial (CC); Mixed Commercial (CM); Neighborhood Commercial (CN); Office Commercial (CO); Regional Commercial (CR); Service Commercial (CS); Thoroughfare Commercial (CT).
2. A maximum of five emergency homeless shelter permits will be issued to all parcels with a commercial zoning designation.
C. Industrial Zones:
1. An emergency homeless shelter permit may be granted in the following industrial zoning districts: Limited Industrial (IL); Industrial and Business Park (IBP).
2. A maximum of five emergency homeless shelter permits will be issued to all parcels with an industrial zoning designation.
5D.7 Fire, Building, and Life Safety Requirements .
A. Location of Pallet Shelters. New pallet shelters, emergency sleeping cabins, or structures used for emergency housing shall be located in accordance with the requirements of Table 602 and Section 705 of the California Building Code, based on their type of construction and fire-resistance ratings of the exterior walls; provided that if open spaces will remain unobstructed for the duration of the shelter crisi s, fire separation distances may be measured to existing buildings on adjacent parcels rather than to interior lot lines.
B. Setbacks. Any pallet shelter, emergency sleeping cabin, or structure built pursuant to an Emergency Homeless Shelter Permit issued under this Chapter shall be set back a Packet Page 209 of 252Attachment 1 Page 5 of 9
ORD. NO. 2022-11
minimum of five (5) feet from all lot lines and from any other pallet shelter, emergency sleeping cabin, or structure.
C. Fire Access Road. Any pallet shelter, emergency sleeping cabin, or structure built pursuant to an Emergency Homeless Shelter Permit issued under this Chapter shall be set back a minimum of twenty (20) feet from any existing structure(s) on the property prior to issuance of the Emergency Homeless Shelter Permit.
5D.8 Operating Requirements. Every emergency homeless shelter issued a permit under this chapter shall comply with the Emergency Shelter Operational Standards for Year-Round Shelters and shall meet the following requirements:
A. No more than 10 persons at one time shall reside at an emergency homeless shelter site zoned for residential use. No more than 20 persons at one time shall reside at an emergency homeless shelter site zoned for commercial or industrial uses.
B. Shelter operations shall be conducted as described in the management plan submitted with the permit application. Any material changes to the management plan during the term of the permit must be approved in advance by the Homeless Services Division.
C. At least one manager shall be on-site at all times while the emergency homeless shelter is operating.
D. Set hours for client intake and discharge shall be established in the permit.
E. A copy of the emergency homeless shelter permit and certificate of occupancy shall be prominently displayed at the shelter location and shall be exhibited upon request of any city official.
F. The emergency homeless shelter shall remain in compliance with applicable building and fire life safety codes at all times during the term of the permit. 5D.9 Term. Any Emergency Homeless Shelter Permit issued under this Chapter shall expire one (1) year after issuance. At least thirty (30) days prior to the expiration of any Emergency Homeless Shelter Permit, the permit holder may apply for renewal of the permit or for a new permit by contacting the Manager of the Homeless Services Division. Any issuance or renewal of an Emergency Homeless Shelter Permit is conditioned upon the City’s declaration of a Shelter Crisis pursuant to California Government Code section 8698.2.
Packet Page 210 of 252Attachment 1 Page 6 of 9
ORD. NO. 2022-11
5D.10 Permit Suspension or Revocation. The Manager of the Homeless Services Division may suspend or revoke an emergency shelter permit issued under this chapter. The following shall constitute grounds for suspension or revocation:
A. Any of the grounds upon which the Manager of the Homeless Services Division may refuse to issue a permit.
B. Any failure to comply with this chapter, the Emergency Shelter Operational Guidelines for Year-Round Shelters, or the conditions of the permit.
C. Any failure to comply with the City of Fairfield’s Minimum Building and Life Safety Standards for Emergency Homeless Shelters, the Emergency Housing provisions of the California Building Code and California Residential Code, or any item of the Fire and Life Safety Standards Checklist submitted with the permit application.
D. A violation of federal or state law or any provision of the Fairfield Municipal Code relating to the permit or the provision of the emergency homeless shelter services. 5D.11 Appeals.
A. An applicant or permittee that is aggrieved by a decision of the Manager of the Homeless Services Division with respect to a permit condition, denial, suspension, or revocation, may appeal the decision by filing a written notice thereof with the City Clerk within 10 calendar days after receipt of notice of the decision. The notice of appeal shall set forth the reasons why the decision should be reversed or modified.
B. In the event an appeal is filed to challenge a suspension or revocation, the suspension or revocation shall remain in effect until the final decision has been rendered by the City Manager or designee.
C. The City Manager or his or her designee shall serve as the Hearing Officer. The Hearing Officer shall consider a timely-filed appeal no later than 30 days from the date that the appeal is filed. The appellant shall be notified in writing of the time and place set for the hearing.
D. Hearings shall be conducted in accordance with the procedures established by the Hearing Officer. All parties involved shall have a right to: (1) offer testimonial, documentary and tangible evidence bearing on the issues; (2) be represented by counsel; and (3) confront and cross-examine witnesses. Any relevant evidence may be admitted that is the sort of evidence upon which reasonable persons are accustomed to rely in the Packet Page 211 of 252Attachment 1 Page 7 of 9
ORD. NO. 2022-11
conduct of serious affairs. Any hearing may be continued for a reasonable time for the convenience of a party or a witness.
E. Unless otherwise specifically provided by law, in any hearing under this chapter the burden is on the appellant to prove that the determination of the Manager of the Homeless Services Division was unreasonable and an abuse of discretion.
F. The Hearing Officer shall, within 10 days of the conclusion of the hearing, issue a written decision on the appeal supported by findings. On the date of the decision, notice thereof shall be mailed to the appellant. The decision of the Hearing Officer shall be final.” SECTION 3. CEQA. The City Council finds that the adoption of this urgency ordinance is exempt from the California Environmental Quality Act (Public Resources Code Sections 2000, et seq. (“CEQA”)) pursuant to CEQA Guidelines (California Code of Regulations, Title 14, Sections 15000, et seq.) section 15061(b)(3) because it can be seen with certainty that there is no possibility that ordinance will have a significant effect on the environment. This urgency ordinance authorizes the permitting of emergency homeless shelters for the duration of the City’s declared shelter crisis. Any structures authorized by this program comply with the City’s existing building and fire code requirements, and the operational requirements referenced herein would ensure that operations would not have a significant effect on the environment. In the alternative, the City Council finds that the emergency homeless shelter program is exempt from CEQA pursuant to CEQA Guidelines section 15303, which applies to the construction of limited numbers of new, small facilities or structures and the conversion of existing small structures from one use to another. In the alternative, the City Council finds the emergency homeless shelter program exempt from CEQA pursuant to Government Code section 8698.4(a)(4), which applies to the City’s provision of financial assistance to a homeless shelter constructed or allowed pursuant to the declaration of a shelter crisis.
SECTION 4. Severability. If any section, subsection, sentence, clause, or phrase of this ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of the ordinance.
The City Council hereby declares that it would have passed this ordinance and each section, subsection, sentence, clause, and phrase thereof, irrespective of the fact that anyone or more sections, subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.
SECTION 5. Effective Date. This urgency ordinance shall go into effect immediately upon adoption and shall remain in effect until repealed by City Council. A summary of this ordinance shall, within fifteen (15) days after passage, be published in accordance with Section 36933 of the Government Code of the State of California with the names of the City Councilmembers voting for and against it.
Packet Page 212 of 252Attachment 1 Page 8 of 9
ORD. NO. 2022-11
THE FOREGOING URGENCY ORDINANCE was adopted at a regular meeting of the City Council of the City of Fairfield on this on the 20th day of September, 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 213 of 252Attachment 1 Page 9 of 9
CITY OF FAIRFIELD
RESOLUTION NO. 2022-256
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE
IMPLEMENTATION OF AN EMERGENCY HOMELESS SHELTER PROGRAM PERMIT PROCESS AND
ADOPTING EMERGENCY SHELTER OPERATIONAL STANDARDS
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 Fairfield City Council adopted Resolution No. 2018-223, declaring a shelter crisis pursuant to Government Code Section 8698.2 and authorizing the City of Fairfield (City) to participate in the Homeless Emergency Aid Program; and
WHEREAS, permanently reducing homelessness continues to be a top priority for council. As such, City staff continues to identify opportunities that provide safe and secure temporary shelter and transitional housing while also limiting impacts on the surrounding community; and
WHEREAS, like many other cities in California, the City has seen 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 anticamping, anti-loitering, and/or park closure ordinances and regulations (“Anti-Camping Ordinances”); and
WHEREAS, the use of Public Property in this manner creates hea lth 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 extreme weather conditions, threatening the physical and mental health of the individuals living in these camps; and
Packet Page 214 of 252Attachment 2 Page 1 of 3
RES. NO. 2022-256
WHEREAS, on December 21, 2021, the council adopted Ordinance 2021-23, amending Chapter 5 of the City of Fairfield Municipal Code to adopt Appendix X (Emergency Housing) of the 2019 California Residential Code, with local amendments; and
WHEREAS, pursuant to Government Code Section 8698.4, the City may suspend provisions of housing, health, habitability, planning and zoning, or safety standards, procedures or laws for homeless shelters, provided the City has adopted standards and procedures for emergency housing consistent with ensuring public health and safety and which meet the standards set forth in the 2019 California Residential Code Appendix X; and
WHEREAS, the City wishes to ensure not only safe and secure environments, but also a consistent quality of care across all Fairfield shelters and to operationalize the City’s commitment to providing low barrier, Housing First, and emergency shelter services to those wi thout a place to live in our community; and
WHEREAS, this resolution aligns with the City’s efforts to increase availability and access to emergency shelter on an overnight basis and permanently reduce homelessness ; 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 council hereby authorizes the implementation of an Emergency Homeless Shelter Program Permit Process, substantially in the form of the Application and Guidelines attached hereto as Exhibit A and Exhibit B, respectively.
Section 3. The council hereby authorizes the adoption of Emergency Shelter Operational Standards, substantially in the form attached hereto as Exhibit C.
Section 4. The city manager, or his designee, is hereby authorized and directed to do all things necessary or proper to effectuate the purpose of this Resolution.
Section 5. This resolution shall take effect immediately upon adoption.
Packet Page 215 of 252Attachment 2 Page 2 of 3
RES. NO. 2022-256
PASSED AND ADOPTED this 20th day of September, 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 216 of 252Attachment 2 Page 3 of 3
Updated 09/01/2022 Page 1 of 2
City of Fairfield
EMERGENCY HOMELESS SHELTER PERMIT - APPLICATION
Homeless Services, 1000 Webster Street, Fairfield, CA 94533 Telephone: 707-428-7729 Website: www.fairfield.ca.gov/thewayhome
PROJECT INFORMATION
PROGRAM NAME (If Applicable): ADDRESS / LOCATION OF EMERGENCY SHELTER USE:
PRIMARY CONTACT: ADDITIONAL LOCATION(S) IF ANY:
DURATION OF EMERGENCY SHELTER USE:
Operation Date & Time: (Start) to (End)
BRIEF DESCRIPTION OF SHELTER OPERATIONS: ESTIMATED NUMBER OF PARTICIPANTS:
TYPICAL SUBMITTAL ITEMS (as determined by the project planner):
Project Plans
Statement of Proposed Operation Plan
History of Operations
Submitted Zoning Review and Building Inspection
Emergency Response Safety Plans
Certificate of Insurance
APPLICANT / OPERATOR NAME: APPLICANT / OPERATOR ADDRESS: CITY / STATE / ZIP:
E-MAIL ADDRESS: PHONE NUMBER: ( )
PROPERTY OWNER / AUTHORIZED AGENT NAME: OWNER / AGENT ADDRESS: CITY / STATE / ZIP:
PROPERTY OWNER / AUTHORIZED AGENT’S TITLE: E-MAIL ADDRESS: PHONE NUMBER:
( )
OWNER’S SIGNATURE
In signing this application, I, as the property owner/authorized agent (circle one), have the full legal capacity to, and hereby do, authorize the filing of this application. I have read and agree to abide by the regulations and conditions of approval listed on this application. I understand that any misrepresentation of submitted data may invalidate any approval of this application. If the use is not operated in compliance with these regulations, the permit may be revoked by the Permit Administrator.
PROPERTY OWNER / AUTHORIZED AGENT SIGNATURE: DATE:
APPLICANT’S SIGNATURE
I declare under penalty of perjury that all of the submitted information is true and correct to the best of my knowledge and belief. I have read and agree to abide by the regulations and conditions of approval listed on this application. I understand that any misrepresentation of submitted data may invalidate any approval of this application. If the use is not operated in compliance with these regulations, the permit may be revoked by the Permit Administrator.
APPLICANT / OPERATOR SIGNATURE: DATE:
FOR CITY USE ONLY
EMERGENCY HOMELESS SHELTER PERMIT NO.: ADMIN ASSIGNED: DATE RECEIVED:
Packet Page 217 of 252Attachment 3 Page 1 of 2
Updated 09/01/2022 Page 2 of 2
City of Fairfield
EMERGENCY HOMELESS SHELTER PERMIT - APPLICATION
(continued)
FOR CITY USE ONLY
PROGRAM NAME: LAND USE PERMIT NO.:
PERMIT ADMINISTRATOR ACTION: APPROVED BY: DENIED BY: DATE OF ACTION:
SIGNED APPROVAL FROM THE FOLLOWING DEPARTMENTS (as determined by the permit administrator):
Planning Division
1000 Webster Street (707) 428-7461
PRINTED NAME: AUTHORIZED SIGNATURE / DATE:
Code Enforcement Division
1000 Webster Street (707) 428-7587
PRINTED NAME: AUTHORIZED SIGNATURE / DATE:
Fire Marshal
1000 Webster Street (707) 428-7550
PRINTED NAME: AUTHORIZED SIGNATURE / DATE:
Chief Building Official
1000 Webster Street (707) 428-7442
PRINTED NAME: AUTHORIZED SIGNATURE / DATE:
Homeless Services Division
1000 Webster Street (707) 428-7729
PRINTED NAME: AUTHORIZED SIGNATURE / DATE:
CONDITIONS OF APPROVAL
1. The shelter use authorized by this approval shall be in substantial conformance with the written description and project plan sheets date-stamped approved on , unless modified herein.
2. The shelter use shall not be transferable to any firm, individual, or other address. Any substantial change or modification of the project application or conditions will necessitate the filing of a new emergency homeless shelter permit application as determined by the Permit Administrator.
3. The permit shall be valid for one year from the date of issuance. The emergency homeless shelter permit shall expire one year from the date of issuance and a new permit must be obtained for use after the one-year period.
4. If necessary, to ensure the public health, safety, and welfare, the Permit Administrator may impose additional operating conditions and restrictions upon the proposed project.
5. The permit may be revoked by the Permit Administrator effective immediately upon verbal or written notice of violation of the terms of the permit. Verbal notice shall be confirmed by written notice mailed to the applicant/permit operator within two working days.
6. If a building permit is required, the Building Safety Division shall review and approve all building permit plans prior to issuance of the building permit.
7. I authorize the City and related Divisions to conduct random and scheduled inspections of operations to ensure life and safety requirements are adhered to. _________(Applicant Initial)
8. A Temporary Certificate of Occupancy shall be obtained from the Building Safety Division prior to the use of the facility as outlined in the Emergency Homeless Shelter Permit.
Additional Project Specific Conditions:
___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________
Packet Page 218 of 252Attachment 3 Page 2 of 2
CITY OF FAIRFIELD
EMERGENCY HOMELESS SHELTER PERMIT - GUIDELINES
Homeless Services, 1000 Webster Street, Fairfield, CA 94533 Telephone: 707-428-7729 Website: www.fairfield.ca.gov/thewayhome
What is an Emergency Homeless Shelter Permit?
An Emergency Homeless Shelter Permit is a ministerial
permit process to allow the operation of emergency
homeless shelters on certain parcels and to implement
standards that ensure a safe place for individuals and
families to obtain shelter as well as compatibility of
shelter activities with surrounding uses.
What is its purpose?
The City of Fairfield recognizes that a significant number of people in the City are without the ability to obtain shelter, resulting in a threat to their health and safety.
The Emergency Shelter Permit process was created to
facilitate local community agencies, including faith-
based organizations, civic associations, and other groups with available space in providing additional
opportunities and locations for healthy, safe shelter for individuals and families in need of emergency homeless
shelter, while assuring compatibility of shelter activities with surrounding neighborhood uses.
How much does it cost?
No fee is required for processing an Emergency
Homeless Shelter Permit application. Permit fees may
be required for any necessary alterations, additional
inspections, and/or the issuance of a certificate of
occupancy.
What are the requirements for an Emergency Homeless
Shelter Permit?
An Emergency Homeless Shelter Permit application shall
be approved if the proposal meets the following
performance standards:
(1) Operation. Emergency Homeless Shelters shall
operate on certain parcels and abide by standards that
ensure a safe place for individuals and families to obtain shelter as well as compatibility of shelter activities with surrounding uses.
(2) Proximity to Other Shelters, Childcare, Schools,
and Parks. Emergency Homeless Shelters shall be
located a minimum of 1,000 feet from any other
homeless shelter, temporary shelter, or emergency
homeless shelter operating during the same period.
Emergency Homeless Shelters shall be located a
minimum of 1,000 feet from any childcare center
including home childcare and family day care, a school
(K-12), or a public park.
(3) Hours of Operation. Set hours for client intake and discharge shall be established for the emergency
homeless shelters and shall be agreed upon by the City
before the approval of the emergency homeless shelter
permit.
(4) Maximum Number of Shelter Participants. No more
than ten (10) persons at one time shall reside at an
emergency homeless shelter in a residential zone. No
more than twenty (20) persons at one time shall reside at an emergency homeless shelter in a commercial or
industrial zone.
(5) On-Site Monitor. On-site personnel shall be present at all times and contact information shall be shared and kept current with the City.
(6) Community Preservation. Emergency homeless
shelters must adhere to Chapter 27 Community
Preservation of the Fairfield Municipal Code at all times.
(7) Life Safety and Security. All emergency homeless
shelters shall comply with building and fire life-safety codes based on use and shall conform with the minimum
building and life safety standards for emergency
homeless shelters adopted by the City of Fairfield. See attached “Minimum Building and Life Safety Standards
for Emergency Homeless Shelters” and “Emergency
Homeless Shelter Permit Submittal Checklist” documents.
(8) Fire Department and Building Division Inspection. An inspection shall be performed by the Fire Department
and Building Safety Division to ensure required life safety systems are present and in working condition, and that all life safety code requirements are being met. A permit
from the Building Safety Division and the Fire Department shall be obtained for the Change of Use and/or additional use of the proposed building space.
(9) Certificate of Occupancy. A Temporary Certificate of Occupancy shall be issued by the Building Safety Division before the use of the space as an emergency homeless
shelter. The Certificate of Occupancy shall expire one year after issuance and must be renewed by re-application for each facility to continue operating an emergency homeless shelter. Packet Page 219 of 252Attachment 4 Page 1 of 7
(10) Timeframe. Emergency shelters may operate for
up to one (1) year total and can be renewed on an
annual basis.
What are the steps to receive an Emergency Shelter
Permit?
(1) Informal consultation. Contact the City Manager’s
Office Homeless Services Division at (707) 428-7729 to
schedule an appointment for your initial consultation
regarding obtaining an Emergency Homeless Shelter
Permit. Staff will explain each step of the Permit process, provide you with your Permit packet, and the contact
information for each related City department as outlined below.
(2) Prepare the application materials outlined in the
attached “Emergency Homeless Shelter Permit Submittal
Checklist”.
(3) Call (707) 428-7729 to schedule an appointment to
submit your application. At this appointment, staff will review your application to ensure it contains sufficient information to process. After this appointment, the City’s Emergency Homeless Shelter Permit Committee will
meet to review the application and coordinate with
appropriate staff to have any questions answered.
(4) The City Manager’s Office Homeless Services Division will serve as the primary point of contact for your
application. Your application will be reviewed and
requires approval from all City departments outlined in A - C below to ensure compliance with the required
municipal and performance standards, as well as the
City’s minimum building and life safety standards for
emergency shelters.
(A) Planning Division. Planning Division staff will
conduct an initial review of your application to
ensure compliance with the City’s Zoning standards.
(B) Police Department/Code Enforcement. Code
Enforcement will review your application to ensure
your facility(ies) comply with Chapter 27 Community
Preservation, of the City’s Municipal Code.
(C) Building Safety Division and Fire Department
Inspection. Once you have received approval from the
Planning Division and Code Enforcement, you will need
to schedule an onsite inspection of the facility(ies) with the Fire Department and Building Safety Division. The
Building Safety Division will assist you in coordinating the inspection(s). At the inspection, Building Safety
Division and Fire Department staff will confirm that the facility(ies) meets the City’s minimum building and life safety standards to operate an emergency shelter.
If the Building Safety and Fire Department inspection(s) is approved, you will be issued a Temporary Certificate of Occupancy once all other departments have
approved the proposed use.
Note: If the Building Safety and Fire Department
inspections result in the facility not meeting the
minimum fire and life safety code requirements,
additional related permits for required repairs and/or
modifications must be obtained, and the required work
completed before the issuance of a Temporary
Certificate of Occupancy.
(5) Permit Approval. To be granted approval, ALL
departments outlined in 4 A-C must approve your
application, including required inspections for each
proposed location by both the Fire Department and
Building Safety Division. Once your application is
approved and you have received your Temporary
Certificate of Occupancy, you must contact the City
Manager’s Office Homeless Services Division to
schedule an appointment for a final review of your
application. Staff will review your application for
completeness of all required documentation. At that
time, you will be issued your Emergency Homeless
Shelter Permit and may commence operations.
Can I get additional information?
If you need additional information, or if you have any
questions, please call (707) 428-7729 or email
[email protected].
Operation Plan Requirements described on this sheet
are subject to change. If you need additional
information or clarification to prepare your submittal, please contact the Homeless Services Division for
further assistance.
Packet Page 220 of 252Attachment 4 Page 2 of 7
EMERGENCY HOMELESS SHELTER PERMIT SUBMITTAL CHECKLIST
(Building and Life Safety Standards Checklist)
Purpose: This Checklist is intended to help applicants prepare a complete submittal for an Emergency Homeless Shelter Permit.
Terms Used:
• Site Plan – A site plan is a drawing to scale, showing the property boundaries, building footprint(s), travel ways, parking, paths, lighting, and basic landscaping and garden elements.
• Floor Plan – A floor plan is a drawing to scale, showing a view from above, of the relationships between rooms, spaces, traffic patterns, and other physical features at one level of a structure. Dimensions are usually drawn between the walls to specify room sizes and wall lengths.
• Fire Watch – “Fire watch” refers to the assignment of a person(s) who is physically and mentally capable of ensuring the safety of the homeless shelter participants (occupants). The person(s) assigned to Fire Watch shall remain within direct view and hearing of the sleeping quarters, shall remain awake and alert, and shall monitor those quarters at all times that those quarters are occupied. Due to the life safety necessity, the Fire Watch responsible shall remain awake and alert while the homeless shelter participants sleep, the person(s) designated to Fire Watch shall not be one of the homeless shelter participants.
• Operations Statement – This statement describes the activity and daily functions of the emergency homeless shelter. The Operations Statement shall include details regarding the operation of the emergency homeless shelter, including how many persons will be housed on the site, the specific period of operation, days and hours of operation, and the number of monitors that would be onsite. The statement shall also describe how the proposal satisfies all of the following performance standards.
Code References: Fairfield Municipal Code Chapter 5 Building and Housing; Chapter 5(D) Emergency Homeless Shelter Program; and Chapter 8 Fire Protection.
Submittal Requirements:
1. A completed Emergency Homeless Shelter Application Form.
2. Project Plans, including a site plan and floor plan which accurately depicts the location of the emergency homeless shelter facilities and areas to be used by shelter participants. The number of plans to be submitted with the application is:
a. Four (4) copies of plans, drawn to scale showing the existing configuration. Additional plans and details may be required for permit approval if the code requires modifications for the proposed use.
b. One digital .PDF copy of plans sent to [email protected].
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3. Four written copies and one PDF copy of a statement of the proposed operation. The statement shall be prepared as a letter separate from the application forms. This statement shall identify and include details regarding the operation of the emergency homeless shelter, including how the proposal satisfies all of the following performance standards:
a. Operation. Emergency homeless shelters shall be operated as an ancillary use subordinate to or part of the principal use at an existing facility. Facility and Program must be identified and shall include: 1) Number of proposed pallet shelters; 2) Number of beds; 3) Identified unmet need; 4) Operational timeframe and hours of operation; 5) Number of staff, including hours of duty; and 6) Copy of sign-in/out log.
b. Proximity to Other Homeless Shelters, Temporary Shelters or Emergency Homeless Shelters.
Emergency shelters shall be located a minimum of 1,000 feet from any other homeless shelter, temporary shelter, or emergency homeless shelter operating during the same period.
c. Proximity to Childcare, Schools, and Parks. Emergency Homeless Shelters shall be located a minimum of 1,000 feet from any childcare center including home childcare and family day care, a school (K-12), or a public park.
d. Hours of Operation. Set hours for client intake and discharge shall be established for the emergency homeless shelters (for each location, if applicable) with the approval of the emergency homeless shelter permit.
e. Maximum Number of Shelter Participants. No more than ten (10) persons at one time shall reside at an emergency homeless shelter in a residential zone. No more than twenty (20) persons at one time shall reside at an emergency homeless shelter in a commercial or industrial zone.
f. On-Site Monitor. On-site personnel shall be always present. The City shall be provided with a current list of site managers, or persons responsible for site safety and security, including contact information and hours of assignment.
g. Life Safety and Security. All Emergency Homeless Shelters shall comply with building and fire life safety codes based on use and shall conform with the minimum building and life safety standards for emergency homeless shelters adopted by the City of Fairfield. See “Minimum Building and Life Safety Standards for Emergency Homeless Shelters” and “Emergency Shelter Permit Submittal Checklist” documents.
h. Fire Department and Building Division Inspection. An inspection shall be performed by the Fire Department and Building Safety Division to ensure required life safety systems and equipment are in working condition.
i. Timeframe. Emergency homeless shelters may operate for up to one (1) calendar year, subject to permit requirements. After the year has elapsed, operators may apply for permit renewal.
4. History of Operations
5. Submitted Zoning Review and Building Inspection
6. Emergency Response Safety Plans (Fire Plan, Floor Plan(s), etc.) Packet Page 222 of 252Attachment 4 Page 4 of 7
7. Certificate of Insurance
8. If applicable, planned renovation(s)
Operation Plan Requirements described on this sheet are subject to change. If you need additional information or clarification to prepare your submittal, please contact the Homeless Services Division for further assistance.
Incomplete Applications: An application is considered incomplete if any of the items checked on this information sheet have not been included. Processing of the application will be delayed until the submittal is determined to be complete.
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MINIMUM BUILDING AND LIFE SAFETY STANDARDS FOR EMERGENCY HOMELESS SHELTERS
1. Areas within a facility used for residential uses and functions shall be separated from any areas used for assembly or other non-residential uses or functions by a 1-hour area separation if the residential area is sprinkled, or by a 2-hour separation if not sprinkled. A temporary exemption from this requirement may be granted by the Fire Marshal for an existing facility that does not pose an abnormal fire risk, exceeds requirements for the provisions of smoke and carbon monoxide detectors and fire extinguishers, provides adequate emergency egress, and when the facility will have staff on duty at all hours while residents are sleeping to provide a fire watch and to assist in the event of an evacuation.
2. A minimum sleeping area shall be supplied of 50 square feet for the first occupant and 50 square feet for each additional occupant.
3. Smoke detectors shall be provided per manufacturer specifications and located in accordance with Section 907.2.11 of the California Fire Code. Additional smoke detectors shall be required if the building is partitioned in a manner that diminishes audibility. Note: A single station 10-year battery-operated smoke detector is acceptable. Where buildings or structures used for emergency housing are equipped with fuel- burning appliances, carbon monoxide detectors shall be provided in accordance with Section 915 of the California Fire Code.
4. Any emergency housing facilities larger than 2,500 square feet shall be equipped with a manual fire alarm system capable of arousing sleeping occupants and notify others in accordance with Section 907.2.10.1 of the California Fire Code. This rule applies to buildings, structures, or groups of buildings or structures except for groups of buildings or structures determined by the Fire Marshal to have sufficient separation distances to allow each building or structure to function independently in the case of fire.
5. At least one 2A/10BC fire extinguisher shall be provided in each sleeping area, and the maximum travel distance between any area of the facility used by residents and a fire extinguisher shall be 75 feet.
6. Onsite toilet and shower facilities will be made available to residents and may be provided through portable exterior facilities if not otherwise available onsite.
7. There shall be at least one emergency egress door or window that leads directly from the sleeping area to the public way, which shall comply with Chapter 10 of the Building Code. If a window is used for emergency egress, it shall have a clear opening of at least 5.0 square feet in size for the first floor and 5.7 square feet for any emergency egress above the ground level, including a clear width of at least 20 inches, and a clear height of at least 24 inches. The bottom of the window shall not be more than 44 inches above the floor.
8. Exits shall remain clear at all times, and exit distances are required to comply with the current Building and Fire Code requirements.
9. New buildings or structures used for emergency housing, including sleeping cabins, shall be located in accordance with the requirements of Table 602 and Section 705 of the California Building Code, based on their type of construction and fire-resistance ratings of the exterior walls; provided that if open spaces will remain unobstructed for the duration of the shelter crisis, fire separation distances may be measured to existing buildings on adjacent parcels rather than to interior lot lines.
10. New buildings or structures used for emergency housing, including sleeping cabins, shall be separated Packet Page 224 of 252Attachment 4 Page 6 of 7
from each other and from other buildings on the same lot as set forth in Section 705.3 of the California Building Code. The Building Official and Fire Marshal may accept reasonable alternatives to these requirements provided reasonably equivalent building and life safety is achieved.
11. All buildings and structures used for emergency housing facilities shall be equipped with automatic fire sprinklers as required by Section 903.3 of the California Fire Code, provided that the Fire Marshal may grant exemptions from strict compliance with Section 903.3. A temporary exemption from this requirement may be granted by the Fire Marshal for an existing facility that does not pose any abnormal fire risk, exceeds requirements for the provisions of smoke and carbon monoxide detectors and fire extinguishers, provides adequate emergency egress, and when the facility will have staff on duty at all hours while residents are sleeping to provide a fire watch and to assist in the event of an evacuation.
12. The possession or storage of any flammable or combustible liquids or gasses in areas of any building or structure used for emergency housing shall not be permitted. Intact cigarette lighters and ordinary cleaning fluids and toiletries may be excepted. Combustible materials, including the possessions of occupants, users, and staff, shall not be stored in attics, underfloor spaces, or within other concealed spaces of those areas of any buildings or structures with sleeping accommodation used for emergency housing. The use of any type of open flame indoors is prohibited.
13. Fire Department access to buildings, structures, and premises shall be in accordance with Section 503, Appendix D and Section 504 of the California Fire Code.
14. An approved fire protection water supply complying with Section 507 of the California Fire Code, shall be provided for each structure, group of structures, or premises used for emergency housing.
15. Appropriate consideration should be made for accessibility, including by individuals who use wheelchairs or other mobility devices. Use in conjunction with a government sponsored or funded program shall require accessibility upgrades.
16. Site and operational plans shall be reviewed in advance by the Building, Planning, and Fire Departments, and a life safety survey shall be required prior to occupancy. All life safety measures must be addressed, as applicable to the applicant.
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CITY OF FAIRFIELD
EMERGENCY SHELTER
OPERATIONAL STANDARDS
Approved by Resolution 2022-XX by Fairfield City Council on September 20, 2022
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PREFACE
These Emergency Shelter Operational Standards, adopted by Resolution 2022-XXX of the Fairfield City Council on TBD, were developed based on the guiding principles of inclusion, dignity, accessibility, self- determination, and mutual accountability. They are intended to ensure a consistent quality of care across all City-funded shelters and to operationalize the City’s commitment to providing low barrier, Housing First, and emergency shelter services to those without homes in our community. City-funded emergency shelters are expected to meet these operating standards as a requirement of city funding. The standards were developed through a community process that included surveying the practices of existing city- funded shelters, reviewing standards from other communities and other public funding standards, such as those required by the U.S. Department of Housing and Urban Development (HUD), federal Emergency Solutions Grants (ESG) program, and the Federal Emergency Management Agency (FEMA). Shelter operators and stakeholders were consulted to provide feedback that informed the final draft.
Most City-funded shelters already meet many of these standards, and it is understood that compliance will increase over time. Technical assistance and training will help shelters to meet the standards over the course of the next several years.
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TABLE OF CONTENTS
GUIDING PRINCIPLES..................................................................................................................................... 1 A. SHELTER OPERATIONS .............................................................................................................................. 2 A1. Admission ......................................................................................................................................... 2 A2. Denial of admission .......................................................................................................................... 2 A3. Intake ............................................................................................................................................... 3 A4. Length of stay ................................................................................................................................... 3 A5. Hours ................................................................................................................................................ 3 A6. Sleeping hours .................................................................................................................................. 4 A7. Resident Rights ................................................................................................................................ 4 A8. Resident Responsibilities ................................................................................................................. 4 A9. Confidentiality .................................................................................................................................. 4 A10. Transfer between shelters ............................................................................................................... 4 A11. Voluntary services ............................................................................................................................ 5 A12. Visitors ............................................................................................................................................. 5 A13. Language accessibility ...................................................................................................................... 5 A14. Curfew .............................................................................................................................................. 5 A15. Resident input .................................................................................................................................. 5 A16. Participation in religious activities ................................................................................................... 6 A17. Chores .............................................................................................................................................. 6 A18. Handling resident mail ..................................................................................................................... 6 A19. Storage of resident belongings ........................................................................................................ 6 A20. Medication ....................................................................................................................................... 7 A21. Resident emergency information .................................................................................................... 7 A22. Universal precautions ...................................................................................................................... 7 A23. First aid supplies............................................................................................................................... 7 A24. Weapons .......................................................................................................................................... 7 A25. Smoking ............................................................................................................................................ 8 A26. Accessibility ...................................................................................................................................... 8 A27. Pets/Service Animals ........................................................................................................................ 8 A28. Non-discrimination/reasonable accommodation ............................................................................ 8 A29. Transgender access .......................................................................................................................... 9 A30. Grievance ......................................................................................................................................... 9 A31. Emergency response ........................................................................................................................ 9 A32. Abuse reporting ............................................................................................................................... 9 A33. Drug and alcohol use/possession .................................................................................................... 9 A34. Infectious disease ........................................................................................................................... 10 A35. Search of Resident Possessions...................................................................................................... 11 A36. Discharge Reasons ......................................................................................................................... 11 A37. Discharge requirements ................................................................................................................. 12 A38. Storage of belongings after discharge ........................................................................................... 12 B. STAFFING REQUIREMENTS ..................................................................................................................... 13 B1. Staff on duty ................................................................................................................................... 13 B2. Living wage ..................................................................................................................................... 13 B3. First aid capacity ............................................................................................................................ 13 Packet Page 228 of 252Attachment 5 Page 3 of 27
B4. Hiring .............................................................................................................................................. 13 B5. Infectious disease control .............................................................................................................. 13 C. STAFF TRAINING ...................................................................................................................................... 14 C1. Documenting Training .................................................................................................................... 14 C2. Required Training ........................................................................................................................... 14 C3. Recommended Training ................................................................................................................. 14 D. STANDARDS FOR FAMILY SHELTERS ONLY ............................................................................................. 15 D1. Definition of families ...................................................................................................................... 15 D2. Diaper changing space ................................................................................................................... 15 D3. Child supervision ............................................................................................................................ 15 D4. Child safety proofing ...................................................................................................................... 15 D5. Inspections ..................................................................................................................................... 15 D6. Play space ....................................................................................................................................... 15 D7. Facilities.......................................................................................................................................... 15 D8. Collaboration with early childhood programs ............................................................................... 16 D9. Collaboration with schools ............................................................................................................. 16 D10. Toys ................................................................................................................................................ 16 D11. Referrals ......................................................................................................................................... 16 D12. Home visits ..................................................................................................................................... 16 D13. Food storage and preparation ....................................................................................................... 16 D14. Furniture/Cribs ............................................................................................................................... 16 E. FOOD SERVICE ......................................................................................................................................... 17 E1. Sanitary facilities ............................................................................................................................ 17 E2. Donated Food ................................................................................................................................ 17 E3. Meal schedule ................................................................................................................................ 17 E4. Dietary modifications ..................................................................................................................... 17 E5. CalFRESH ........................................................................................................................................ 17 E6. Dining facilities ............................................................................................................................... 17 E7. Food allergies ................................................................................................................................. 17 F. PHYSICAL PLANT ...................................................................................................................................... 18 F1. Basic building standards and fire safety ........................................................................................ 18 F2. Safety standards............................................................................................................................. 18 F3. Toilets/Washbasins ........................................................................................................................ 18 F4. Showers .......................................................................................................................................... 18 F5. Hygiene products ........................................................................................................................... 18 F6. Beds/linens .................................................................................................................................... 18 F7. Drinking water ............................................................................................................................... 18 F8. Outlet access .................................................................................................................................. 19 F9. Cleanliness ..................................................................................................................................... 19 F10. Pest control .................................................................................................................................... 19 F11. Maintenance/ Repair ..................................................................................................................... 19 F12. Phone access .................................................................................................................................. 19 F13. Hazardous materials ...................................................................................................................... 19 F14. Entrances/ Exits.............................................................................................................................. 20 Packet Page 229 of 252Attachment 5 Page 4 of 27
F15. Agency vehicle ............................................................................................................................... 20 G. SUPPORT SERVICES ................................................................................................................................. 21 G1. Health services access .................................................................................................................... 21 G2. Recordkeeping ............................................................................................................................... 21 G3. Assessment .................................................................................................................................... 21 G4. Service linkage ............................................................................................................................... 21 G5. Housing plan .................................................................................................................................. 21 G6. Housing support services ............................................................................................................... 21 G7. Referral follow up .......................................................................................................................... 22 G8. Transportation ............................................................................................................................... 22 G9. Exit planning ................................................................................................................................... 22 G10. Staffing qualifications..................................................................................................................... 22 H. ADMINISTRATION ................................................................................................................................... 23 H1. Homeless Management Information System (HMIS) .................................................................... 23 H2. Data Quality ................................................................................................................................... 23 H3. Tracking denials ............................................................................................................................. 23 H4. Tracking discharges ........................................................................................................................ 23 H5. Board of Directors .......................................................................................................................... 23 H6. Job descriptions ............................................................................................................................. 23 H7. Fiscal system .................................................................................................................................. 23 H8. Waivers .......................................................................................................................................... 23 ATTACHMENT A: Language Line Solutions Quick Reference Guide ............................................................ 24 Packet Page 230 of 252Attachment 5 Page 5 of 27
City of Fairfield - Emergency Shelter Operational Standards Page 1
GUIDING PRINCIPLES
The City of Fairfield Emergency Shelter Standards are grounded in the following principles and values that promote a philosophy for service provision. These principles and values are not shelter standards but intend to help guide the delivery of shelter services.
1. The health and safety of residents, volunteers and staff should be safeguarded within each shelter.
2. All homeless people have the right to shelter service regardless of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, familial status, source of income, disability, veteran or military status, or genetic information of that person. Staff must respect and be sensitive to the diversity of residents.
Residents’ rights must be protected against all forms of discrimination.
3. The shelter will provide an atmosphere of dignity and respect for all shelter residents and provide services in a non-judgmental manner.
4. Residents are capable of moving toward increasing levels of self-reliance and self-determination.
Shelter staff will work with residents to assist them in achieving their goals.
5. Shelter staff often have access to detailed and highly sensitive personal information about residents.
Protecting the privacy and confidentiality of shelter residents and their personal information is of the utmost importance.
6. People who are homeless have few resources, and the shelter system is often their final option to receive the basic necessities of life: food and shelter. Issuing service restrictions in the shelter system must be done in accordance with these standards and only as a last resort and in the most serious cases.
7. People who are homeless, like other members of our community, may use substances to varying degrees. Everyone is entitled to shelter service whether or not they use substances. As a result, these standards require that admission, discharge, and service restriction policies must not be based on substance use alone, unless otherwise specifically provided for in these standards.
8. In order to provide effective shelter programs and services, shelter residents must be offered opportunities to be involved in service provision, program planning, development and evaluation, and policy development.
9. In shelters in which support services are provided, staff should actively attempt to engage all residents in services designed to support shelter exit to stable housing with consideration given to each resident's barriers to engagement. Residents shall not be discharged for lack of participation in services unless a resident has refused to work towards a housing plan and/or has refused multiple housing opportunities, and only after diligent efforts have been made to engage the resident.
10. All shelter residents are entitled to just and standardized procedures for determining eligibility, admissions, sanctions and dismissals, and resolving grievances.
11. All program residents are entitled to enjoy the maximum amount of privacy within the constrictions of the shelter environment.
12. Shelters are part of a larger network of homeless services and agencies. Collaboration within and among this network is important to ensure effective and coordinated services.
These standards are subject to annual review and revision. Shelter providers are encouraged to provide feedback on these standards and suggest future modifications.
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City of Fairfield - Emergency Shelter Operational Standards Page 2 A. SHELTER OPERATIONS
A1. Admission
• All shelters must have clearly written and consistently implemented referral standards, admission policies, and hours for new resident admission. All shelters must accept new resident admissions (when shelter is open, and beds are available) Monday through Friday for at least a four-hour period daily.
• Shelters receiving state or federal grant funding for emergency shelters should use the admissions protocols established through the local coordinated entry system mechanism.
A2. 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:
• Client does not meet the basic eligibility criteria for shelter admission (e.g., gender, age, homeless status, domestic violence victim, etc.). Shelters with 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.
• Client 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 residents. When considering a resident’s criminal record, shelters must include an assessment of the length of time since the crime occurred and efforts made towards rehabilitation in the evaluation of eligibility for entrance. This standard does not require that shelters assess criminal history.
• 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 residents at risk (e.g., violence, weapons violations, disclosing confidential location of shelter, and egregious damage to property). If a client is denied entrance based on a prior stay, the client 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 residents. Note that residents with lice or scabies or exhibiting symptoms of Tuberculosis should be allowed to stay in shelter and sent to a health care provider for treatment as soon as possible. Precautions should be taken to avoid spread as feasible. Noncompliance with treatment or containment measures that endangers other residents 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).
A3. Intake
Upon admissions, residents must be provided with copies of the following:
• Resident rights
• Written program rules
• Visitation policy
• Storage policy, including storage after exit
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City of Fairfield - Emergency Shelter Operational Standards Page 3
• Medication storage policy
• Grievance Procedure
A4. Length of stay
Shelters may not establish a maximum length of stay for shelter residents unless such a restriction is required by a funding source or any local, state, or federal statute. Residents have an obligation to be engaged in a housing plan and shelters may discharge a resident who refuses to work towards a housing plan and/or has refused multiple housing opportunities. Before discharge for this reason, evidence must be present that the shelter staff actively attempted to engage the resident in services designed to support shelter exit to stable housing with consideration given to each resident's barriers to engagement.
A5. Hours
All shelters must post hours of operation in a visible location. If access to sleeping areas is not available during the day, accommodations should be made to allow access for those working second and third shifts, those who are ill, etc.
Shelters should remain open 24/7 unless prohibited by inadequate funding or space limitations. As feasible, shelters not open 24/7 must make reasonable accommodations to normal hours for illness, weather, disabilities, persons working second and third shifts, and other reasonable requests.
A6. Sleeping hours
All shelters must provide facilities available to residents for sleeping for a minimum of eight (8) hours.
A7. Resident rights
Resident rights must be provided in writing and posted in the facility. All program requirements must be consistent with these standards. Rights must include:
Residents have the right to be treated with dignity and respect; Residents have the right to privacy within the constrictions of the shelter environment; Residents have the right to be treated with cultural sensitivity; Residents have the right to self-determination in identifying and setting goals; Services should be provided to residents only in the context of a professional relationship based on valid, informed consent;
Residents should be clearly informed, in understandable language, about the purpose of the services being delivered, including residents who are not literate and/or have limited-English proficiency; Residents 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;
Residents have the right to reasonable access to records concerning their involvement in the program.
A8. Resident responsibilities
Resident responsibilities must be provided to each resident in writing upon admission and posted in the facility in a visible location. This must include:
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City of Fairfield - Emergency Shelter Operational Standards Page 4 • 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 residents, including the use of scented products when residents with chemical sensitivities are in residence.
• Any expectations related to chores.
• Expectations regarding developing a housing plan and working to exit the shelter into stable housing as quickly as possible.
A9. Confidentiality
All shelters must have confidentiality policies that at minimum are consistent with Homeless Management Information System (HMIS) privacy and security requirements, make certain that files are kept in a secure or locked location, and ensure that verbal communication of confidential information is done in such a way that avoids unintended disclosure.
A10. Transfer between shelters
Shelters may not transfer residents to other shelters arbitrarily, as a punitive measure, or without the resident’s consent. Shelters may however arrange for a resident to move to a different shelter, with the consent of the resident, if a determination is made by both shelters that an alternative setting is likely to better meet the needs of the resident. Shelters should coordinate such transfers with the coordinated entry system whenever possible.
A11. Voluntary services
Support services are voluntary. Residents cannot be discharged for lack of participation in services.
Residents have an obligation to be engaged in a housing plan and shelters may discharge a resident who refuses to engage in a housing plan or who refuses multiple housing opportunities. Before discharge for this reason, evidence must be present that shelter staff actively attempted to engage the residents in services designed to support shelter exit to permanent housing with consideration given to each resident's barriers to engagement.
A12. Visitors
Shelters must have and post a visitation policy. The visitation policy should also be provided in writing to each resident upon entry into the shelter. Each shelter should determine the visitation policy for their program; however, each shelter’s visitation policy must include that service providers from other programs or agencies will be accommodated to meet with a resident.
A13. Language accessibility
Staff must ensure that residents have access to interpreter services and that written materials are available in Spanish and Tagalog.
A14. Curfew
If a shelter has a curfew policy, the policy must be clearly written and explained to residents at shelter entry. The policy must be consistently enforced. Missing a curfew cannot be a reason for denial of entry or discharge unless the late arrival compromises the health or safety of other residents or staff or Packet Page 234 of 252Attachment 5 Page 9 of 27
City of Fairfield - Emergency Shelter Operational Standards Page 5 if the resident’s late arrival repeatedly interferes with the rights of other residents to peaceful enjoyment of the facility.
Some shelters maintain a curfew policy to ensure the safety of residents. In some cases, shelters may have a policy that includes filing a missing person report if a resident does not return by the curfew time. This should be clearly explained to residents at the time of shelter entry.
A15. Resident input
Programs shall provide residents with ongoing opportunities to voice opinions, participate in program operation and programming, and make suggestions regarding programming and rules. This can be accomplished in a variety of ways including exit interviews, discharge surveys, one-on-one interviews, resident surveys, resident focus groups, inclusion of homeless or formerly homeless members on the agency board of directors, having homeless or formerly homeless people trained and hired as staff, and/or the creation of a residents’ advisory council.
A16. Participation in religious activities
Shelters may 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, participation in such activities may not be required.
A17. Chores
Written program rules must specify any chores and/or housekeeping requirements of residents and must be provided to residents upon entry or posted in a location easily visible by residents. Chore policies should allow for accommodations for those who cannot participate in chores due to disability, pregnancy, etc.
Noncompliance with a chore policy cannot be a reason for discharge unless a repeated pattern of violation occurs that impacts other residents.
A18. Handling resident mail
If a shelter provides mail service, any mail sent or received cannot be interfered with (e.g., staff opening residents’ mail, not providing mail to the resident on the day it is received, etc.).
A19. Storage of resident belongings
All shelters must have a written policy that is provided upon intake as to what provision is made for securing belongings including what possessions can be held by the program at resident request such as money, medications, and vital documents.
If a shelter holds funds or possessions on behalf of residents, this service must be voluntary, the program must maintain a log of items in their possession, and the funds or possessions must be promptly returned upon the resident’s request. Each shelter should decide how specific to make their log, with consideration to their liability. It is expected that the log would track only those belongings that residents choose to store with the program and not all possessions brought into the shelter. This does not apply to belongings abandoned by a person who does not return to the shelter; in that situation, please refer to A38, Storage of belongings after discharge.
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City of Fairfield - Emergency Shelter Operational Standards Page 6
Shelters must provide lockable lockers, storage trunks or make other accommodations that allow residents to securely store their belongings. Reasonable access by the residents to their belongings must be provided.
Waivers of the requirement that storage space be lockable can be requested if the physical layout of the shelter does not allow for lockable space.
A20. Medication
Shelters may not administer or dispense medication and may not require residents to turn over medication.
Shelters must have a written policy that is provided upon intake as to whether provision is made for securing prescription medications and residents’ responsibility to store and utilize their medication safely. Shelters may encourage residents to lock medications in secure storage areas made available in order to protect medication from theft but may not require residents to turn over medication.
Shelters must make available a lockable storage area for medications and access to refrigeration for medications. This can include a locked box within a refrigerator that also serves other functions.
Residents who hold a legally valid California medical marijuana card cannot be discharged for possession of marijuana that falls within the legal limit. Additionally, those residents may use medical marijuana, but it cannot be smoked or consumed in any form on the shelter premises.
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.
A21. Resident emergency information
Shelter staff must collect emergency contact information and information about health needs upon admission that may impact an emergency response. Such information should be kept in a place accessible to on-duty staff in the event of an emergency.
A22. Universal precautions
Staff must comply with universal precautions, proper sharps disposal and have a written policy in place governing protocols related to universal precautions.
A23. First aid supplies
Basic first aid supplies must be available on-site and accessible to staff at all times.
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City of Fairfield - Emergency Shelter Operational Standards Page 7 A24. Weapons
All shelters must have a weapons prohibition policy. Weapons include but are not limited to firearms, pepper spray, mace, and knives. Shelters should use discretion when determining which types of knives should be prohibited. Shelters may, but are not required to, have a mechanism for checking weapons upon entry.
A25. Smoking
Shelters shall prohibit smoking indoors and reasonable efforts must be made to prevent smoke from entering buildings. No smoking should be allowed within 20 feet of shelter facilities unless this is infeasible due to layout of grounds. Shelters are required to follow any local ordinances regarding smoking in public areas.
It is recommended that information about tobacco cessation resources be posted.
A26. Accessibility
All shelters must conform to all pertinent requirements of the Americans with Disabilities Act (ADA). See https://www.ada.gov/pcatoolkit/chap7shelterchk.htm .
Beds designated as accessible must 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 must be prioritized for residents with disabilities.
Shelters are encouraged to provide as many ADA accessible beds as possible, but it is not required or expected that all beds meet these requirements.
Program documentation must be provided in forms accessible to hearing-impaired and sight-impaired individuals, upon request.
Shelters that provide transportation for residents must also make provisions for residents who need vehicles that are wheelchair accessible.
A27. Pets/service animals
Shelters must have a policy regarding whether pets are allowed in the facility. Per ADA requirements, shelters must make reasonable accommodation for service animals. 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.
A28. Non-discrimination/reasonable accommodation
All shelters must have policies on non-discrimination and reasonable accommodation and 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.
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City of Fairfield - Emergency Shelter Operational Standards Page 8 A29. Transgender access
All shelters must comply with the HUD Rule on Appropriate Placement for Transgender Persons in Single-Sex Emergency Shelters and Other Facilities. 3 See link: Transgender Placements.
A30. Grievance protocols
All shelters must have a written grievance and complaint protocol that is provided to each resident upon intake and is publicly posted in a location visible to residents. The protocol must include:
• The opportunity for residents to present their case before a neutral decision-maker (a supervisor or manager who was not directly involved in the incident or situation of the grievance). • Accommodation of third-party advocates in the grievance process. Reasonable efforts must be made to coordinate with a resident’s advocate in order to schedule the appeal. • A requirement that residents be given a written response to their grievance within a reasonable time frame.
• A provision that when a resident files a grievance related to his/her ability to stay in the shelter the action is suspended until the grievance process is completed unless allowing the resident continued residence poses a risk to the health and safety of other residents and/or staff. • An appeals procedure that allows residents to appeal, at a minimum, decisions related to admissions denials for cause, terminations and disciplinary actions. • Provisions for providing residents with information about any subsequent appeals process available through any funding agency.
A31. Emergency response
All shelters must have a City-approved Emergency Response Safety Plan in place, and must be available onsite at all times.
A32. Abuse reporting
All shelters must have a policy that details any legal duties to report child or elder abuse and a written plan and process for reporting such abuse to the appropriate reporting agency.
A33. Drug and alcohol use/possession
Shelters must have a policy prohibiting the possession, use or distribution of alcohol or illegal drugs on the premises. If alcohol or drugs are found, residents should be given the opportunity to dispose of the
3 Requires that providers that place eligible persons in single-sex emergency shelters should place based on the gender with which the person identifies, taking health and safety concerns into consideration. A client’s own views with respect to personal health and safety should be given serious consideration in making the placement. A provider will not make an assignment or re-assignment based on complaints of another person when the sole stated basis of the complaint is a client’s or potential client’s non-conformance with gender stereotypes. There generally is no legitimate reason for the 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 client identifies. The provider may not ask questions or otherwise seek information or documentation concerning the person’s anatomy or medical history. Nor may the provider consider the client ineligible for an emergency shelter or other facility because his or her appearance or behavior does not conform to gender stereotypes.
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City of Fairfield - Emergency Shelter Operational Standards Page 9 prohibited substance or leave the shelter for that night if they do not wish to dispose of the prohibited substance. A violation of this policy cannot be a reason for discharge unless the violation compromises the health or safety of other residents or staff or repeatedly interferes with the rights of other residents to peaceful enjoyment of the facility.
Admission, discharge, and service restriction policies must 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 residents is prohibited unless the testing is part of an agreed upon treatment plan with the resident. Submission to drug testing cannot be a requirement for residency and refusal to participate in drug testing cannot be the basis for involuntary discharge.
Being under the influence on-site may not be the basis for discharge. Discharge must be based on specific behaviors that meet the standard for discharge as described in standard A36, Discharge Reasons.
A34. Infectious disease including COVID
All shelters must have policies for responding to infectious disease including tuberculosis (TB) and lice/scabies along with staff trained in infectious disease response in place. See Reportable Diseases for a full listing of reportable diseases. These policies must include protocols for:
• Making referrals to health care providers when a resident shows symptoms of TB, lice, or scabies.
• Notifying residents when there is a possibility that they were exposed to a communicable disease that is spread through casual contact.
• Policies on resident confidentiality related to communicable diseases. • Protocols for responding to any identified communicable disease, including consultation with a medical professional when determining if a resident is infected with a contagious communicable disease that might seriously endanger the health of other residents.
A TB test may not be required as a condition of entry.
An infectious disease that significantly increases the risk or harm to other residents may be a reason for denial or discharge. Residents 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 residents may be discharged and referred to a health care provider for treatment.
Noncompliance with treatment or containment measures that endangers other residents may be cause for discharge.
Shelters must comply with California Code of Regulations, Title 8, Section 5199, regarding Aerosol Transmissible Diseases (ATD) control and worker and client 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 Solano County- Communicable Disease Programs, Services & Information webpage:
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City of Fairfield - Emergency Shelter Operational Standards Page 10 A35. Search of resident possessions
All shelters must have policies and procedures in place governing how and when searches of residents’ private possessions may be conducted. Searches may only be conducted when there is “probable cause” to believe that the person has in his or her possession something which may jeopardize the safety of other residents 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 residents such as food that is attracting vermin. If the person does not consent to the search, and “probable cause” exists to search, the person must be given the choice of being discharged or being searched.
A36. Discharge Reasons
Only the following reasons may be used as a basis for discharge from a shelter facility:
• Possession of a weapon at the facility.
• Possession of illegal drugs on premises (see standard A33 for additional information about drug and alcohol use by residents).
• Assault or other violent behavior.
• Theft.
• Destruction of property.
• Restraining order precludes continued residence.
• Resident behavior endangers health or safety of residents or staff. • Disclosure of confidential shelter location.
• Repeated interference with the rights of other residents to peaceful enjoyment of the facility. • Presence of infectious disease that significantly increases the risk of harm to other residents.
Note that Residents with lice or scabies or exhibiting symptoms of TB should be allowed to stay in shelter and sent to a health care provider for treatment as soon as possible. Precautions should be taken to avoid spread as feasible. Noncompliance with treatment or containment measures that endangers other residents may be cause for discharge. • Individual requires 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. Individuals discharged due to care and supervision needs cannot be discharged to the streets.
Residents 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 resident in services designed to support shelter exit to stable housing with consideration given to each resident's barriers to engagement.
Shelters are not required to hold beds for longer than 72 hours. If a resident is absent from their bed for 72 hours without appropriate notification of shelter staff regarding absence, the resident may be discharged.
While residents may be encouraged to get a TB test, lack of a test cannot be used as a reason for discharge. If a resident is exhibiting symptoms of TB and does not comply with testing and treatment recommendations, the resident may be discharged to protect the health and safety of other shelter residents and staff.
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City of Fairfield - Emergency Shelter Operational Standards Page 11 A37. Discharge requirements
All shelters must provide a written copy of the procedure for filing a grievance to the resident when a resident is involuntary discharged. If it is infeasible to provide the procedure at the time of discharge (e.g., the resident is being removed by law enforcement) this requirement may be waived; however, if the resident returns subsequently to the facility, the grievance procedure must be provided. (Additional requirements related to grievance protocols are included in standard A30, Grievance protocols).
If a resident may be denied future re-admission as a result of the circumstances of discharge, the resident must 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.
Unless the resident poses an immediate threat to the health and safety of other residents and/or staff members, shelters should avoid discharging residents at night.
Unless the resident poses an immediate threat to the health and safety of other residents and/or staff members, involuntary discharges must be approved by a supervisor. During hours that there is no supervisor on site, there must be a supervisor available on call to approve discharge decisions. Approval may be given verbally but should be documented in case notes.
A38. Storage of belongings after discharge
Shelters must have a written policy for the storage of belongings after a resident exits, which must include at a minimum storage of belongings for at least five (5) working days after resident exit. A copy of the policy must be provided to all residents at intake.
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City of Fairfield - Emergency Shelter Operational Standards Page 12
B. STAFFING REQUIREMENTS
B1. Staff on duty
Shelters must have sufficient staff on duty at all times. When only one staff person is scheduled on a shift, shelters must make provisions to have on-call staff available.
Shelters must have at least one staff on duty and awake during all hours of operation. If the size of the shelter and population served by the shelter do not warrant on-site staff at all times, the shelter may request a waiver of this requirement. Shelters granted a waiver must have staff on-call and available by phone during all times that residents are on-site.
Shelters must have a supervisor/manager available on call to the program at all times for consultation to staff about challenging resident situations and other urgent matters. All shelters should have a consultation policy in place that outlines situations requiring consultation up the chain of command.
B2. Living wage
The shelter must comply with any city and/or county living wage ordinance, as/if required.
B3. First aid capacity
There must be at least one staff person on duty at all times trained in emergency first aid and CPR (unless granted a waiver to the on-site staffing requirement as detailed in item B1).
B4. Hiring
Shelters must conduct criminal background checks on all staff members. Each agency shall have a 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.
B5. Infectious disease control
All shelter staff must be tested for tuberculosis every 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 should be encouraged to obtain an annual flu vaccine.
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City of Fairfield - Emergency Shelter Operational Standards Page 13 C. STAFF TRAINING
C1. Documenting Training
Shelter providers should 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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City of Fairfield - Emergency Shelter Operational Standards Page 14 D. STANDARDS FOR FAMILY SHELTERS ONLY
D1. Definition of families
A family is defined as a household that includes one or more minor children (17 or under) in the legal custody of one or more adults who, prior to losing housing, were living together and working cooperatively to care for the children. This includes 2-parent and 1-parent families, including those with same-sex partners, families with intergenerational and/or extended family members, unmarried couples with children, families that contain adults who are not the biological parents of the children, and other family configurations.
D2. Diaper changing space
Shelters that house infants must provide an appropriate, sanitary place for use by parents to change diapers.
D3. Child supervision
Children must be supervised at all times by parents, staff, or volunteers following established staff- to-child ratios.
D4. Child safety proofing
The shelter facility must be child safety proofed including:
• Childproof electrical outlets.
• Floors above ground have precautions in place to prevent children from falling out of windows (see www.nsc.org/learn/safety-knowledge/Pages/Window-Safety-Week.aspx for tips) • Doors open from inside without a key.
• There are precautions in place to protect children from burns (from stoves or other heating units). • There are precautions in place to protect children from injury from fans.
D5. Inspections
Annual safety inspections must be performed by agency and City staff to ensure child safety.
D6. Play space
Play space for infants, toddlers, and preschoolers should be provided as feasible within the confines of the physical space available in the shelter.
D7. Facilities
Adequate space must be provided for bathing and changing young children and feeding children. If the shelter layout allows, private space should be offered for breastfeeding.
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City of Fairfield - Emergency Shelter Operational Standards Page 15 D8. Collaboration with early childhood programs
Shelters must have procedures in place for collaboration with local early care and education programs (e.g. Head Start, Early Head Start, child care subsidy programs).
D9. Collaboration with schools
• Shelters that serve families must have procedures in place, including transportation, for collaborating with local K-12 education support programs and the schools. • Heads of households must be advised of their rights as they relate to the public education system. • Shelter policies and practices must be consistent with laws related to providing education services to individuals and families.
• Shelters must have a designated staff person responsible for ensuring that children are enrolled in school and receive educational services, as appropriate. The staff person may be either an operations or a support services staff person.
D10. Toys
Shelters must maintain developmentally appropriate toys and books that are clean and in good repair.
D11. Referrals
Shelters must post information about and support access to Head Start, childcare, preschool, etc. and support connections to mainstream benefits.
D13. Food storage and preparation
Shelters must provide refrigeration and cooking equipment to prepare and store formula, baby food and milk.
D14. Furniture/cribs
Shelters must provide age-appropriate cribs/beds.
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City of Fairfield - Emergency Shelter Operational Standards Page 16 E. FOOD SERVICE
E1. Sanitary facilities
All shelters that either prepare and serve meals or provide areas for residents to prepare and consume their own meals must ensure that all areas used for food storage and preparation are sanitary. Kitchen and dining areas must be kept clean and comply with all relevant local and state health codes and requirements.
For additional guidance related to safe food preparation please check https://solanocounty.com/depts/rm/environmental_health/consumer/food_program/default.asp .
E2. Donated Food
Programs that serve food prepared off site by regular donors must provide donors with a handout that details the requirements for food preparation. All food donors must read and sign the handout to confirm knowledge of the standards and must provide current contact information.
Programs are discouraged from accepting food that has been prepared off-site by intermittent donors.
E3. Meal schedule
If meals are served, a meal schedule must be posted.
E4. Dietary modifications
If meals are served or food is provided for residents to use to prepare their own meals, shelters must make dietary modifications and/or provide appropriate food options based on residents’ health, religious, and/or cultural practices.
As feasible, food provided should promote healthy eating.
E5. CalFresh Rights & Responsibilities
Shelters cannot require any portion of a resident’s CalFresh benefits under any circumstances. Shelter participants cannot donate, sell, trade, or give away any portion of their CalFresh benefits unless authorized through a state licensed drug and alcohol treatment facility. Any violation of this can result in investigation of the unauthorized shelter.
E6. Dining facilities
Shelters must provide a table and chairs if food is served.
E7. Food allergies
Any snacks and meals provided should be provided with reasonable accommodations made for known children’s allergies if children are in residence. Providers should be asking about food allergies at intake; however, it is the parents’ responsibility to inform the program of children’s food allergies.
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City of Fairfield - Emergency Shelter Operational Standards Page 17 F. PHYSICAL FACILITY
F1. Basic building standards and fire safety
All facilities must comply with local applicable building and fire codes. All Emergency Shelters must have a pre-fire & life safety inspection prior to opening and must be issued a temporary certificate of occupancy signed by Building Official & Fire Marshal.
Facilities must have annual fire inspections conducted by the fire department and conduct regular fire drills.
Training must be provided to staff on fire safety.
F2. Safety standards
Shelters must comply with state and local health, environmental, and safety standards.
F3. Toilets/washbasins
Shelters must provide sufficient toilets and wash basins with warm and cold running water. The resident to toilet ratio must be 1 toilet/15 residents (excluding infants) or 1:30 if over 100 residents.
F4. Showers
Shelters must make a reasonable supply of showers available or provide referrals to community shower access. The resident to shower ratio must be 1 shower/20 residents (excluding infants).
F5. Hygiene products
Shelters must provide toilet tissue, soap, towels and feminine hygiene products (if females served).
F6. Beds/linens
Shelters must provide a bed, crib or cot, clean mattress and pillow, linens, and towels. Linens must be laundered regularly and/or when soiled. Linens can be laundered by shelter staff or a shelter may require residents to launder their own linens if facilities are available. Newly laundered linens must be provided to each new resident upon entry.
Mats may only be used for overflow capacity and by seasonal shelters.
F7. Drinking water
Shelters must provide access to drinking water at all times.
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City of Fairfield - Emergency Shelter Operational Standards Page 18
F8. Outlet access
Shelters must provide access to electrical outlets for charging cell phones and medical equipment.
F9. Cleanliness
Bath/toilet areas, hallways, and other common use areas must be cleaned daily. Shelters must have proper trash receptacles that are emptied regularly.
Both the interior and exterior of the facility must be free of debris, clutter, and unsanitary items and there must be no obvious safety risks.
F10. Pest control
Shelters must ensure adequate provision of pest control services.
Shelters must have a protocol in place for the prevention and control of bed bugs. (See https://www.cdc.gov/parasites/bedbugs/ for best practices related to bed-bug prevention).
24-hour notice must be provided to residents of pest control activities unless the type and degree of infestation requires an immediate response (e.g., bed bugs).
F11. Maintenance/repair
Facilities must be maintained and in good repair. The general appearance of the building must be well maintained. There must be a written housekeeping and maintenance plan.
Shelters must post the process for reporting maintenance concerns, acknowledge issues reported within two days, and identify the timeframe for addressing the concern. Emergency maintenance items must be immediately addressed.
F12. Phone access
A telephone must be available to staff for emergencies. Emergency numbers should be posted by the telephone or otherwise made available to on-duty staff.
Shelters must take emergency phone messages and messages from service providers for residents.
There must be a phone available to residents for emergencies with information posted nearby with emergency numbers.
F13. Hazardous materials
Shelters must label all chemicals and cleaning supplies and keep all such materials out of reach of children. Any hazardous materials must be stored separate from food.
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City of Fairfield - Emergency Shelter Operational Standards Page 19 F14. Entrances/exits
Exits must be clearly marked and must be kept clear of blockage and tripping hazards.
All steps must have handrails as required by applicable codes. Steps must have treads or similar accommodation to prevent slipping.
Exit signage must be consistent with all applicable codes.
F15. Agency vehicle
If a shelter maintains a vehicle used for resident transport, the vehicle must be properly maintained, licensed, and insured. All drivers must be properly licensed. Car seats must be used by children.
Provisions must be made to provide equal access to transportation services to disabled residents.
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City of Fairfield - Emergency Shelter Operational Standards Page 20 G. SUPPORT SERVICES
G1. Health services access
Shelter staff should encourage residents to obtain and maintain health insurance, obtain a primary care provider and access immunization service. This must include publicly posting or otherwise making available information on health-related services.
G2. Recordkeeping
Shelters must have City-approved written intake and client record keeping procedures and files that include intake interviews and records of services provided.
G3. Assessment
A basic assessment that includes an evaluation of the service needs of the household, information about past or current services received, and other information necessary to provide services must be conducted at intake (at minimum) and updated as needed for all households.
G4. Service linkage
Shelters must have a resource area that residents can access without staff assistance that provides information about available community services and housing opportunities.
Shelters are strongly encouraged to provide or link participants to drug and alcohol services, mental health services, life skills services, employment services, money management/credit counseling, parenting support and other services as needed.
G5. Housing plan
A housing plan must be developed as soon as possible with the resident upon entry and no later than within 7 days of admission. The development of a housing plan should include inquiring about fostering family and/or friend relationships that may open up potential housing opportunities, including inviting those people to participate in housing plan conversations if and when appropriate, and with consent from the resident. Ongoing housing search assistance shall be provided while the household is staying at the shelter.
G6. Housing support services
Shelters are strongly encouraged to provide services that support exits to stable housing including information and referral, linkage to other services as needed, assistance with accessing services, benefits linkage and advocacy, provision of or referral to employment services, and regular check-ins about progress towards the shelter exit plan.
G7. Referral follow up
Shelters are strongly encouraged to follow up to ensure that residents connect with services to which they are referred. The intention of this is to ensure residents have the support and information needed to make a successful connection when a referral is made. If a client chooses not to pursue a Packet Page 250 of 252Attachment 5 Page 25 of 27
City of Fairfield - Emergency Shelter Operational Standards Page 21 referral not related to housing, that decision should be respected.
G8. Transportation
Shelters are strongly encouraged to provide assistance with transportation to appointments which can include assisting residents to access public transportation. Shelters are permitted, but not required, to have policies regarding how to prioritize the allocation of limited transportation resources such as bus passes or taxi vouchers.
G9. Exit planning
Shelters must develop exit plans with all households served, including linkage to aftercare resources.
G10. Staffing qualifications
Ongoing professional development and supervision must be provided by the agency and may include case conferences, case supervision, workshops, and training courses.
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H. ADMINISTRATION
H1. Homeless Management Information System (HMIS)
All shelters must participate in HMIS system as provided through the local Continuum of Care, Housing First Solano. For more information, go to: www.housingfirstsolano.org .
H2. Data quality
All shelters must utilize HMIS data quality reports to ensure the accuracy of submitted information.
H3. Tracking denials
All shelters must track all reasons for denials based on cause (this does not include denials because the shelter is at capacity) and have the ability to report this information at the request of the City.
H4. Tracking discharges
All shelters must track all reasons for involuntary discharge and have the ability to report this information at the request of the City.
H5. Board of Directors
The agency must have a volunteer Board of Directors that meets at least quarterly. A list of current board members must be provided to the City annually.
H6. Job descriptions
The agency must have written job descriptions and list minimum qualifications for all shelter positions.
H7. Fiscal system
The agency must have an accounting system that is maintained in accordance with Generally Accepted Accounting Principles (GAAP).
The shelter shall have internal fiscal control procedures that are reviewed and approved by its Board of Directors.
H8. Waivers
To request a waiver of any standard, contact the City of Fairfield Homeless Services Division.
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