Fremont City Council Meeting: 11/14/23 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5003) DOC ID: 5003
Updated: 11/8/2023 9:16 AM by Susan Gauthier Page 1
WINTER RELIEF PROGRAM AGREEMENTS - Authorize the City Manager or their Designee to Execute FY 2023/24 Standard Service Agreements with Motels for Temporary Use of Hotel Rooms as Winter Relief Shelter, and Abode Services for Support Services; Appropriate Additional Funding; and Making Findings of CEQA Exemption.
Contact Persons:
Name: Suzanne Shenfil Laurie Flores
Title: Director Homeless Services Manager
Div/Dept: Human Services Department City Manager's Office Phone: 510-574-2051 510-574-2040
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this staff report is to recommend the City Council take various actions necessary to carry out the FY 2023/24 Winter Relief program, including:
1) Authorize the City Manager to execute FY 2023/24 Standard Service Agreements with hotel partners including K B & Son, Inc. (Days Inn) in the amount of $384,000, C & L, LLC (Mission Peak Lodge) in the amount of $162,000, and Fremont North, LLC (Motel 6 Fremont North) in the amount of $263,000, for temporary use of hotel rooms as non-congregate winter relief shelter;
2) Authorize the City Manager to execute a FY 2023/24 Standard Service Agreement with Abode Services in an amount not to exceed $602,968 to help provide supportive services for the program;
3) Appropriate an additional $439,250 in the Housing and Homeless Fund (Fund 112) for the Winter Relief program to allow expansion of services; and 4) Find that the actions are exempt from review under the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines sections 15183 and/or 15061(b)(3).
BACKGROUND:
Warming Center and Winter Program Models: The City first opened the Warming Center in the winter of 2013 at the request of the Alameda County Board of Supervisors, after the death of two homeless individuals from hypothermia. Under the Warming Center model, the City provided shelter only during inclement weather. In FY 2018/19, the City transitioned to a full-service Winter Shelter model that was open seven nights a week for four months. In FY 2021/22, the Winter Shelter program transitioned into a Winter Relief program through the temporary use of motel rooms, as non-congregant shelter, which provided an added measure to prevent exposure and spread of COVID-19 to a highly vulnerable population. During the pandemic, this non-congregate shelter model emerged as a best practice for those experiencing homelessness to stabilize and connect them with supportive services.
In FY 2022/23, the Winter Relief program operated from December 8, 2022, to April 30, 2023. The program used up to 35 hotel rooms and served 49 individuals, including two Council Staff Report (ID # 5003) Meeting of November 14, 2023 Updated: 11/8/2023 9:16 AM by Susan Gauthier Page 2
newborns, providing each household up to 145 consecutive days of shelter. Overall, the program provided over 5,424 total bed nights of service. Meals were provided on a nightly basis and service coordination was offered as available, through the Human Services Department and other community service providers.
The Warming Center, Winter Shelter, and now, Winter Relief program have been funded through a combination of City funding, Alameda County funding, foundation/corporate grants, and private donations. Throughout the years, the programs have also relied on partnerships with local motels, health and support service providers, and local restaurants.
DISCUSSION/ANALYSIS:
Continuation of the Winter Relief Program: At least 80% of unhoused residents in Fremont do not have access to shelter. Those experiencing unsheltered homelessness remain vulnerable to exposure and transmission of the contagious COVID-19 and other winter illnesses. This FY 2023/24 winter season (December 1, 2023 through April 30, 2024) , staff proposes to expand the non-congregate Winter Relief program to approximately 60 rooms, which will help facilitate encampment management strategies, including the transition plan to assist unhoused community members currently sleeping in tents and vehicles at Vallejo Mill prior to its redevelopment.
The program will provide participants with temporary stays at three partnering motel sites as well as wrap-around services. Program expectations for participants include working with an assigned case manager or housing navigator, respecting the property, and adhering to the rules of the program. Families with minor children, older and medically frail adults, and those identified through City outreach and initiatives will be prioritized for the program.
Hotel stays allow program participants to experience a more dignified and individualized service as each unit has a locking door, storage for belongings, and a private bathroom. All households served will be assessed for their eligibility for Alameda County’s Coordinated Entry System (CES). City staff, through the Human Services Department, will administer the program and will continue evening check-ins and distribution of needed food, hygiene, and clothing supplies, as well as provide support services as staffing is available.
Provision of Supportive Services: Historically after the conclusion of the winter programs, a number of participants return to the street. Therefore, the City intends to deepen the provision of robust supportive services and increase capacity to provide every participating household with a dedicated and consistent service provider. Staff requests authorization to enter into an agreement with Abode Services, to help provide service coordination and administer flexible funding to stabilize participants during the Winter Relief program (December 2023 through April 2024) and support their transition into a longer - term shelter or housing solutions, once the program concludes. As needed, targeted wrap- around services will also be available to Safe Parking participants. Abode’s contract includes
2.0 full-time equivalent (FTE) supportive services/case management staff, 0.3 FTE supervisory staff, operating costs, and $280,800 in flexible funding.
Abode Services was selected after a Request for Information (RFI) for Service Coordination was shared directly with five agencies and posted to the EveryOne Home Continuum of Care listserve. City staff held an informal Q&A webinar to interested parties on Council Staff Report (ID # 5003) Meeting of November 14, 2023 Updated: 11/8/2023 9:16 AM by Susan Gauthier Page 3
September 12, 2023. Abode Services was the only respondent to the RFI.
Continuation of Partnerships with Local Hotels: In FY 2021/22, staff reached out to multiple local hotels to set up agreements to procure the temporary use of hotel space. Only Days Inn and Mission Peak Lodge responded and executed an agreement with the City. In FY 2023/24, staff again conducted an extensive review of seven hotels that met the City’s criteria for price-point, billing requirements and willingness to work with people experiencing homelessness. Staff ultimately re-engaged the FY 2021/22 motel partners, which have built a trusting working relationship with the City, and secured an additional motel: Motel 6 Fremont North. Collectively, these motels may provide up to 9,000 bed nights of shelter.
Staff requests authorization to enter into agreements with Days Inn, Mission Peak Lodge, and Motel 6 Fremont North to provide approximately 60 rooms for temporary shelter, combined.
FISCAL IMPACT: The FY 2023/24 program will be funded via a grant from Alameda County Social Services Agency (SSA), Federal CARES Act fund balance, a Community Services Block Grant (CSBG), one-time Development donations, and City funding. This funding is anticipated to total $1,259,040.
Revenue Source Amount
Alameda County SSA $ 230,500
Federal 358,642
Private Developer Donations 550,000
City Funds (General and 112) 119,898
Total Revenue: $1,259,040
Staff anticipates a total budget of approximately $1,700,040. This budget includes City program coordination and monitoring staff, intermittent weekly meals, the three motel contracts, and the contract with Abode Services. Both the City and Abode Services are allocated flex funding that provides an average of $5,616 per household to support clients’ transitions to housing or other goal-oriented needs.
Expenses
City Staff $ 134,582
Motel Stays 809,000
Meals 95,580
City Flex Funding 56,160
Support Services Contract (staff & flex
funds) 602,968
Total Expenses: $1,698,289
Additional Appropriation Request: $ 439,250
Staff is recommending that the City Council appropriate an additional $439,250 in unallocated fund balance from the Affordable Housing and Homeless Fund (Fund 112) to Council Staff Report (ID # 5003) Meeting of November 14, 2023 Updated: 11/8/2023 9:16 AM by Susan Gauthier Page 4
fully fund the program.
ENVIRONMENTAL REVIEW: The acceptance of a grant from the County of Alameda to operate a temporary seasonal shelter is exempt from review under the California Environmental Quality Act (CEQA), each as a separate and independent basis, pursuant to CEQA Guidelines section 15183 (projects consistent with the general plan or zoning) and/or 15061(b)(3), which is the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. The operation of the temporary seasonal shelter will not cause a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager to execute FY 2023/24 Standard Service Agreements with hotel partners, including K B & Son, Inc. (Days Inn) in the amount of $384,000, C & L, LLC (Mission Peak Lodge) in the amount of $162,000, and Fremont North, LLC, Motel 6 Fremont North in the amount of $263,000, and for temporary use of hotel rooms as non- congregate winter relief shelter.
2. Authorize the City Manager to execute a Standard Service Agreement with Abode Services in an amount not to exceed $602,968 to provide supportive services for the Winter Relief and Safe Parking programs.
3. Appropriate an additional $439,250 in the Housing and Homeless Fund (Fund 112) for the expansion of the Winter Relief program; and
4. Find that the actions are exempt from review under the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines sections 15183 and/or 15061(b)(3).