Garden Grove City Council
April 25, 2023

screening for children under seven. The notice should also point out that if lead- based paint is found on the property, abatement measures might be undertaken.

The regulations further require that, depending on the amount of Federal funds applied to a property, paint testing, risk assessment, treatment and/or abatement may be conducted.

8.4 Historic Preservation
The SUBRECIPIENT agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of Historic Properties, and any and all local ordinances insofar as they apply to the performance of this agreement.

In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a federal, state, or local historic property list.

8.5 Building Standards
The SUBRECIPIENT agrees that any assistance to a building for which ESG amounts are used for conversion, major rehabilitation, rehabilitation, or renovation must meet local government safety and sanitation standards in accordance with 24 CFR 576.55.

9. Severability.

If any provision of this agreement is held invalid, the remainder of the agreement shall not be affected thereby and all other parts of this agreement shall nevertheless be in full force and effect.

10. Section Headings and Subheadings.

The section headings and subheadings contained in this agreement are included for convenience only and shall not limit or otherwise affect the terms of this agreement.

11. Waiver.

The CITY’s failure to act with respect to a breach by the SUBRECIPIENT does not waive its right to act with respect to subsequent or similar breaches. The failure of the CITY to exercise or enforce any right or provision shall not constitute a waiver of such right or provision.

12. Entire Agreement.

This agreement constitutes the entire agreement between the CITY and the SUBRECIPIENT for the use of funds received under this agreement, and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the CITY and the SUBRECIPIENT with respect to this agreement.

IN WITNESS WHEREOF, the City Manager of the City of Garden Grove has caused this agreement to be subscribed and attested by the City Clerk hereof, and the SUBRECIPIENT has subscribed the same through its authorized officer, the day, month and year first above written.

“SUBRECIPIENT” CITY OF GARDEN GROVE (“CITY”)
(Name of Subrecipient) A Municipal Corporation

By: By:
(Name of Director),
Executive Director
Scott Stiles,
City Manager

Dated: Dated:

APPROVED AS TO FORM: ATTEST:

By: By:

Omar Sandoval,
City Attorney
Teresa Pomeroy,
City Clerk

Dated: Dated:

Attachment A

SCOPE OF SERVICES AND BUDGET
FY (Year)

ATTACHMENT A

SCOPE OF SERVICES AND BUDGET
CITY OF GARDEN GROVE & [SUBRECIPEINT NAME]

A. SCOPE OF SERVICES
This project is designed to provide availability and accessibility to a suitable living environment by providing [DESCRIBE PROJECT]. [SUBRECIPEINT NAME] shall provide essential services [DESCRIBE CLIENTEL BEING SERVED]. Furthermore this project furthers Priority #7 in the City of Garden Grove’s adopted Housing and Community Development Consolidated Plan (HUD 5-year plan), which is to address the needs of homeless individuals and those at risk of homelessness.

Between July 1, [20xx] and June 30, [20xx], [SUBRECIPEINT NAME] will provide the following eligible activities:

1. [DESCRIBE SERVICE/ACTIVITY AND THE NUMBER OF INDIVIDUALS SERVED IN PROGRAM YEAR].

B. PERFORMANCE MEASURES

[SUBRECIPEINT NAME] will submit to the City of Garden Grove Community Development Department quarterly reports on the form attached hereto by October 15, January 15, April 15, and July 15 over the duration of this agreement.

C. PROJECT BUDGET
Essential Services $ XX,XXX
Street Outreach $ XX,XXX
Emergency Shelter $ XX,XXX
Homeless Prevention $ XX,XXX
Rapid Rehousing $ XX,XXX
HMIS/CMIS $ XX,XXX

Total [SUBRECIPEINT NAME] budget $ XX,XXX

Attachment B

ELIGIBLE EXPENSE GUIDE

EMERGENCY SOLUTIONS GRANTS

PROGRAM

(ESG)

ELIGIBLE EXPENSE GUIDE

GARDEN GROVE

TABLE OF CONTENTS

1. Street Outreach ........................................................................................ 2

1.1 Engagement ..................................................................................... 2

1.2 Case Management ............................................................................. 3

1.3 Emergency Health Services ................................................................ 3

1.4 Emergency Mental Health Services ...................................................... 3

1.5 Transportation .................................................................................. 3

1.6 Services to Special Populations ........................................................... 4

2. Emergency Shelter ................................................................................... 4

2.1 Essential Services ............................................................................. 4

2.2 Rehabilitation and Renovation............................................................. 8

2.3 Shelter Operations ............................................................................ 8

2.4 Assistance Required under Uniform Relocation Assistance (URA) ............. 8

3. Homelessness Prevention ........................................................................ 9

3.1 Housing Relocation and Stabilization Services ....................................... 9

3.2 Short and Medium-Term Rental Assistance ........................................... 12

4. Rapid Re-housing ..................................................................................... 13

4.1 Housing Relocation and Stabilization Services ....................................... 13

4.2 Short and Medium-Term Rental Assistance ........................................... 13

5. Homeless Management Information System (HMIS) ................................ 13

5.1 Hardware, Equipment and Software Costs ............................................ 13

5.2 Staffing: Paying salaries for operating HMIS ......................................... 13

5.3 Training and Overhead ...................................................................... 13

6. Administration ......................................................................................... 14

6.1 General Management / Oversight / Coordination 14

6.2 Training on ESG Requirements............................................................ 14

6.3 Consolidation Plan ............................................................................. 14

6.4 Environmental Review ....................................................................... 14

Emergency Solutions Grants Program (ESG) funds may only reimburse cost directly related to the following ESG eligible expenditure program components:

1. Street Outreach

2. Emergency Shelter

3. Homelessness Prevention

4. Rapid Re-housing

5. Homelessness Management Information System (HMIS)

6. Administration

Subrecipients may consult the Federal and State ESG regulations at the HCD website:
http://www.hcd.ca.gov/fa/esg/

Indirect costs and any activities determined by the Department of Housing and Community Development to be ineligible, inefficient, or ineffective use of Grant funds as stated in the applicable NOFA will be disallowed.

1. Street Outreach – Unsheltered individuals and families, meaning those who qualify under 24 CFR § 91.5 paragraph (1)(i) of the definition of “homelessness”. Essential Services to eligible participants provided on the street or in parks, abandoned buildings, bus stations, campgrounds, and in other such settings where unsheltered persons are staying. Staff salaries related to carrying out street outreach activities are eligible.

1.1 Engagement

1.2 Case Management

1.3 Emergency Health Services

1.4 Emergency Mental Health Services

1.5 Transportation

1.6 Services to Special Populations

1.1 Engagement – Activities to locate, identify, and build relationships with unsheltered homeless people for the purpose of providing immediate support, intervention, and connections with homeless assistance programs and/or mainstream social services and housing programs.

 Initial assessment of needs and eligibility
 Providing crisis counseling
 Addressing urgent physical needs
 Actively connecting and providing information and referral  Cell phone costs of outreach workers

1.2 Case Management – Assessing housing and service needs, and arranging/coordinating/monitoring the delivery of individualized services.

 Using the centralized or coordinated assessment system  Initial evaluation/verifying and document eligibility  Counseling
 Developing/Securing/Coordinating Services
 Helping obtain Federal, State, and local benefits
 Monitoring/evaluating participant progress
 Providing information and referral to other providers  Developing an individualized housing/service plan

1.3 Emergency Health Services – Outpatient treatment of urgent medical conditions by licensed medical professionals in community-based settings (e.g., streets, parks, and campgrounds) to those eligible participants unwilling or unable to access emergency shelter or an appropriate healthcare facility.

 Assessing participant’s health problems and developing treatment plans
 Assisting participants to understand their health needs  Providing or helping participants obtain appropriate emergency medical treatment
 Providing medication and follow-up services

1.4 Emergency Mental Health Services – Outpatient treatment of urgent mental health conditions by licensed professionals in community-based settings (e.g., streets, parks, and campgrounds) to those eligible participants unwilling or unable to access emergency shelter or an appropriate healthcare facility.

 Crisis Intervention
 Prescription of psychotropic medications
 Explain the use and management of medications
 Combinations of therapeutic approaches to address multiple problems

1.5 Transportation – Travel by outreach workers, social workers, medical professionals or other service providers during the provision of eligible street outreach services.

 Transporting unsheltered people to emergency shelters or other service facilities
 Cost of a participant’s travel on public transit
 Mileage allowance for outreach workers to visit participants

 Purchasing or leasing a vehicle for use in conducting outreach activities, including cost of gas, insurance, taxes, and maintenance for the vehicle
 Costs of staff to accompany or assist participant to use public transportation

1.6 Services to Special Populations – Otherwise eligible Essential Services that have been tailored to address the special needs of homeless youth, victims of domestic violence, and related crimes/threats, and/or people living with HIV/AIDS who are literally homeless.

 See all eligible expenses above under Street Outreach (1)

2. Emergency Shelter (Includes Transitional Housing & Day Centers) – Eligible participants are individuals and families who are homeless. Essential Services to persons in emergency shelters, renovating buildings to be used as emergency shelters, and operating emergency shelters are eligible costs. Staff costs related to carrying out emergency shelter activities are also eligible.

2.1 Essential Services

2.2 Rehabilitation and Renovation

2.3 Shelter Operations

2.4 Assistance Required under Uniform Relocation Assistance (URA)

2.1 Essential Services – Services provided to individuals and families who are in an emergency shelter:

 Case Management – Assessing, arranging, coordinating, and monitoring individualized services.

o Using the centralized or coordinated assessment system o Initial evaluation including verifying and documenting eligibility
o Counseling
o Developing, securing, and coordinating services including Federal, State, and local benefits
o Monitoring and evaluating program participant progress o Providing information and referrals to other providers o Providing on-going risk assessment and safety planning with victims of domestic violence, dating violence, sexual assault, and stalking
o Developing an Individualized Housing and Service Plan

 Child Care – Licensed child care for program participants with children under the age of 13 or disabled children under the age of

18. o Child care costs
o Meals and snacks
o Comprehensive and coordinated sets of appropriate
developmental activities

 Education Services – Instruction or training to enhance participant’s ability to obtain and maintain housing: literacy, English literacy, GED, consumer education, health education, and substance abuse prevention.

o Educational services/skill-building
o Screening, assessment, and testing
o Individual or group instruction
o Tutoring
o Provision of books, supplies, and instructional material o Counseling
o Referral to community resources

 Employment Assistance and Job Training – Services assisting participants secure employment and job training programs.

o Classroom, online, and/or computer instruction
o On-the-job instruction
o Job finding, skill-building
o Reasonable stipends in employment assistance and job
training programs
o Books and instructional material
o Employment screening, assessment, or testing
o Structured job-seeking support
o Special training and tutoring, including literacy training and pre-vocational training
o Counseling or job coaching
o Referral to community resources

 Outpatient Health Services – Direct outpatient treatment of medical conditions provided by licensed medical professionals.

o Assessing health problems and developing a treatment plan

o Assisting program participants to understand their health

needs
o Providing or helping participants obtain appropriate medical treatment, preventive medical care, and health maintenance services, including emergency medical services
o Providing medication and follow-up services
o Providing preventive and non-cosmetic dental care

 Legal Services – Necessary legal services regarding matters that interfere with the program participant’s ability to obtain and retain housing.

o Hourly fees for legal advice and representation by licensed attorneys and certain other fees-for-service
o Client intake, preparation of cases for trial, provision of legal advice, representation at hearings, and counseling
o Filing fees and other necessary court costs

 Legal Representation – Legal representation and advice to resolve legal problems that prevent participants from obtaining or retaining permanent housing.

o Child support
o Guardianship
o Paternity
o Emancipation
o Legal separation
o Resolution of outstanding criminal warrants
o Appeal of veterans and public benefit claim denials
o Orders of protection and other civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking

 Life Skills Training – Critical life management skills necessary to assist the program participant to function independently in the community.

o Budgeting resources
o Managing money
o Managing household
o Resolving conflict
o Shopping for food and needed items
o Improving nutrition

o Using public transportation

o Parenting

 Mental Health Services – Direct outpatient treatment of mental health conditions by licensed professionals.

o Crisis intervention
o Individual, family, or group therapy sessions
o Prescription of psychotropic medications or explanations about the use and management of medications
o Combinations of therapeutic approaches to address multiple problems

 Substance Abuse Treatment Services – Substance abuse
treatment provided by licensed or certified professionals, designed to prevent, reduce, eliminate or deter relapse of substance abuse or addictive behaviors.

o Client intake and assessment
o Outpatient treatment for up to thirty days
o Group and individual counseling
o Drug testing

 Transportation – Costs of travel by program participants to and from medical care, employment, child care, or other facilities that provide eligible essential services; and cost of staff travel to support provision of essential services.

o Cost of program participant’s travel on public transportation o Mileage allowance for service workers to visit participants o Purchasing or leasing a vehicle used for transport of participants and/or staff serving participants, including the cost of gas, insurance, taxes, and maintenance for the
vehicle
o Travel costs of staff to accompany or assist program
participants to use public transportation

 Services for Special Populations – Otherwise eligible essential services tailored to address the special needs of homeless youth, victims of domestic violence, and related crimes/threats, and people living with HIV/AIDS in emergency shelters.

o See all eligible expenses above under Essential Services (2.1)

2.2 Rehabilitation and Renovation* - Renovating buildings to be used as emergency shelter for homeless families and individuals.

 Labor
 Materials
 Tools
 Other costs for renovation, including soft costs
 Major rehabilitation of an emergency shelter
 Conversion of a building into an emergency shelter

* HCD encourages the use of other funding sources for renovation and limits renovation to an amount not to exceed $10,000.

2.3 Shelter Operations – Costs to operate and maintain emergency shelters and also provide other emergency lodging when appropriate.*

 Maintenance (including minor or routine repairs)
 Rent
 Security
 Fuel
 Insurance
 Utilities
 Food
 Furnishing
 Equipment
 Supplies necessary for the operation of the emergency shelter  Hotel and motel voucher for family or individuals*

*Hotel and motel vouchers are only eligible when no appropriate emergency shelter is available.

2.4 Assistance Required under URA – Assistance required under the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA) as described in subpart E of the interim regulations.

 Costs of providing URA assistance under 24 CFR § 576.408, including relocation payments and other assistance to persons displaced by a project assisted with ESG funds.*

* Persons that receive URA assistance are not considered “program participants” for the purposes of this part of ESG and relocation payments and other URA assistance are not considered “rental assistance” or “housing relocation and stabilization services” for the purposes of this part under ESG.

3. Homelessness Prevention – Individuals and families who are at imminent risk or at risk of homelessness, meaning those who qualify under 24 CFR § 576.2 paragraph (1) of the homeless definition or those who qualify as at risk of homelessness. Individuals and families must have an income below 30% of AMI. Short and medium-term rental assistance and housing relocation and stabilization services are eligible activities. Staff salaries related to carrying out homelessness prevention activities are also eligible.

3.1 Housing Relocation and Stabilization Services

3.2 Short and Medium-Term Rental Assistance

3.1 Housing Relocation and Stabilization Services
 Requirements and Restrictions:

1. Participants must meet with a case manager at least once a month for the duration of assistance, except where funding under Violence Against Women Act (VAWA) or Family Violence Prevention and Services Act (FVPS) prohibits the subrecipient from making shelter or housing conditional upon the receipt of services.

2. Participants must be assisted, as needed, in obtaining:

 Appropriate supportive services, like mediation or mental health treatment or services essential for independent living
 Mainstream benefits like Medicaid, SSI, or TANF

 Financial Assistance

o Moving Costs – Moving costs, such as a truck rental or hiring a moving company, including certain temporary storage
fees.
o Rent Application Fees – Application fee that is charged by the owner to all applicants.
o Security Deposit – Equal to no more than 2 month’s rent o Last Month’s Rent – Paid to the owner of housing at the time security deposit and first month’s rent are paid.
o Utility Deposit – Standard utility deposit required by the utility company for all customers (i.e., gas, electric, water/sewage).
o Utility Payments – Up to 24 months of utility payments per participant per service (i.e., gas, electric, water/sewage), including a 1 time payment up to 6 month of arrearages, per service.

 Services

o Housing Search and Placement

 Assessment of housing barriers, needs and
preferences
 Development of an action plan for locating housing
 Housing search and outreach to and negotiation with
owner
 Assistance with submitting rental applications and
understanding leases
 Assessment of housing for compliance with ESG
requirements for habitability, lead based paint, and
rent reasonableness
 Assistance with obtaining utilities and making moving arrangements
 Tenant counseling

o Housing Stability Case Management – Assessing,
arranging, coordinating, and monitoring the delivery of individualized services to facilitate housing stability

 Using the centralized or coordinated assessment
system, conduct the initial evaluation and re-
evaluation
 Counseling
 Developing, securing, and coordinating services
including Federal, State, and local benefits
 Monitoring and evaluating program participant
progress
 Providing information and referrals to other providers  Developing an Individualized Housing and Service
Plan

o Mediation – Mediation between the program participant and the owner or person(s) with whom the program participant is living, to prevent the program participant from losing
permanent housing in which they currently reside.

 Time and/or services associated with mediation
activities

o Legal Services – Legal services that are necessary to resolve a legal problem that prohibits the program participant from obtaining or maintaining permanent housing.

 Hourly fees for legal advice and representation
 Fees based on the actual service performed (i.e., fee for service), but only if the cost would be less than the

cost of hourly fees
 Client intake, preparation of cases for trial, provision of legal advice, representation at hearings, and
counseling
 Filing fees and other necessary court costs
 Subrecipient’s employee’s salaries and other costs
necessary to perform the series, if the subrecipient is a legal services provider and performs the services
itself

o Legal Representation may be provided for:

 Landlord/tenant matters
 Child support
 Guardianship
 Paternity
 Emancipation
 Legal Separation
 Resolution of outstanding criminal warrants
 Order of protection and other civil remedies for
victims of domestic violence, dating violence, sexual
assault, and stalking
 Appeal of veterans and public benefit claim denials

o Credit Repair – Services necessary to assist program
participants with critical skills related to household
budgeting, managing money, accessing a free personal
credit report, and resolving personal credit problems*

 Credit counseling

 Other related services

* Assistance cannot include the payment or mediation of a debt.

3.2 Short and Medium-Term Rental Assistance
 Requirements and Restrictions:

1. Compliance with Fair Market Rent (FMR) limits and Rent Reasonableness.

2. Compliance with Minimum Habitability Standards.

3. Rental Assistance Agreement and Lease Standards:

 The rental assistance agreement must set forth the terms under which rental assistance will be provided.
 Each participant receiving rental assistance must have a legally binding, written lease (between the owner and participant) for the rental unit, unless the assistance is solely for the rental arrears  Project-based rental assistance leases must have an initial term of one year.

4. Cannot use with other subsidies

 No rental assistance can be provided to a household receiving rental assistance from another public source for same time period (except 6 months of arrears).
 Rental assistance may not be provided to participants who are currently receiving replacement housing payments under the URA.

5. Late Payments

 The rental assistance agreement must contain the same payment due date, grace period, and late payment penalty requirements as the program participant’s lease.
 The subrecipient must make timely payments to the owners in accordance with the rental assistance agreement.
 The subrecipient is solely responsible for paying (with non-ESG funds) late payment penalties that it incurs.

 Short-Term Rental Assistance – Up to 3 months
 Medium-Term Rental Assistance – 4 to 24 months
 Payment of Rental Arrears – One time payment up to 6 months, including any late fees on those arrears.
 Any Combination of the Three Types of Rental Assistance Above – Total not to exceed 24 months during any 3 year period, including any payment for last month’s rent.

4. Rapid Re-Housing – Individuals and families who are literally homeless, meaning those who qualify under 401 (1) McKinney-Vento Act of the definition of homeless. Short and medium-term rental assistance and housing relocation and stabilization services are eligible activities. Staff salaries related to carrying out homelessness prevention activities are also eligible.

4.1 Housing Relocation and Stabilization Services – See 3.1 Housing Relocation and Stabilization Services above.

4.2 Short and Medium-Term Rental Assistance – See 3.2 Short and Medium- Term Rental Assistance above.

5. HMIS – The HEARTH Act makes HMIS participation a statutory requirement for ESG subrecipients. Victim service providers cannot, and Legal Services Organizations may choose not to, participate in HMIS. Providers that do not participate in HMIS must use a comparable database that produces unduplicated, aggregate reports instead. Activities funded under this component must comply with HUD’s standards on a participation, data collection and reporting under a local HMIS.

5.1 Hardware, Equipment, and Software Costs

5.2 Staffing: Paying salaries for operating HMIS

5.3 Training and Overhead

5.1 Hardware, Equipment, and Software Costs

 Purchasing or leasing computer software
 Purchasing software or software licenses
 Purchasing or leasing equipment, including telephones, faxes, and furniture

5.2 Staffing: Paying salaries for operating HMIS, including:

 Data collection
 Completing data entry
 Monitoring and reviewing data quality
 Completing data analysis
 Reporting to the HMIS Lead
 Training staff on using the HMIS or comparable database  Implementing and complying with HMIS requirements

5.3 Training and Overhead

 Obtaining technical support
 Leasing office space

 Paying charges for electricity, gas, water, phone service and high- speed data transmission necessary to operate or contribute data to HMIS
 Paying costs of staff to travel to and attend HUD-sponsored and HUD- approved training on HMIS and programs authorized by Title IV of the McKinney-Vento Homeless Assistance Act
 Paying staff travel costs to conduct intake
 Paying participation fees charged by the HMIS Lead

6. Administration

6.1 General Management / Oversight / Coordination

6.2 Training on ESG Requirements

6.3 Consolidated Plan

6.4 Environmental Review

6.1 General Management / Oversight / Coordination – Costs of overall program management, coordination, monitoring, and evaluation

 Administrative services performed under third party contracts or agreements, including general legal services, accounting services, and audit services
 Other costs for goods and services required for administration of the program, including rental or purchase of equipment, insurance, utilities, office supplies, and rental and maintenance (but not purchase) of office space
 Staff salaries, wages, and related costs of staff engaged in eligible program administration activities

6.2 Training on ESG Requirements

 Costs of providing training on ESG requirements and attending HUD- sponsored ESG trainings

6.3 Consolidated Plan

 Costs of preparing and amending the ESG and homelessness related sections of the consolidated plan in accordance with ESG requirements and 24 CFR part 91

6.4 Environmental Review

 Costs of carrying out the environmental review responsibilities under 24 CFR § 576.407 of the HUD regulation

Exhibit 5
Monitoring Notification Letter: On-Site Visit

Exhibit 5 Monitoring Letter-Site Visitation

Date XX

Entity

Subject: Guidance to ESG Subrecipients

Dear Subrecipient:

This letter serves to notify you that the City of Garden Grove will be monitoring your agency’s use of Emergency Shelter Grant Program (ESG) funds under the terms and conditions set forth in the Subrecipient Agreement implemented during Fiscal 20XX-XX. This letter further serves to memorialize reporting procedures for Fiscal 20XX-XX for ESG funds awarded to your agency.

Monitoring

City representatives the will hold an entrance interview on --------- at your agency with you and staff you wish to designate. The purpose of the interview is to review your agency’s administrative and financial procedures pertinent to the management of your Fiscal 20 XX-XX ESG-funded program, and to ascertain whether it comports with ESG requirements described in the Subrecipient Agreement. In anticipation of the forthcoming visit, we will request access to records that include the following:

 A full description of the program;
 Evidence that the program meets the ESG permitted activities;  Characteristics and numbers of beneficiaries;
 Documentation of participant eligibility;
 Review of the program’s financial records, e.g., ch art of accounts, any recent audit report, documentation of expenses.
 Record retention and file management practices; and
 Procurement procedures.

Following this meeting, the City will then transmit the preliminary results of the monitoring visit, which provides you with an opportunity to correct any misunderstandings, provide additional information that may be needed, and set forth the actions being undertaken to correct areas of noncompliance. Within 30 days of the monitoring visit, the City will notify you in writing of the results of the monitoring and set forth any findings or concerns and the timeframe for a written response and corrective action.

Fiscal 20XX-XX Procedures

 Submittal of Payment Requests (Payment of Invoices)

Remember that payment requests should be submitted on a quarterly basis (a copy of the City’s payment request form, previously transmitted electronically to your agency, is attached) and accompanied by support documentation. Support documentation may include copies of time sheets, invoices, purchase orders, receipts, or other relevant records showing how you expended the City-awarded ESG funds.

 Quarterly Subgrantee Performance Reports
Quarterly Grantee Performance Reports, or G PR’s, are to be submitted electronically and concurrently with your agency’s request for reimbursement for the ending quarter. Quarterly GPR’s for the reporting periods listed below will be due as follows:

Reporting Period Report Due Date
July 1, 20XX – September 30, 20XX October 15, 20XX
October 1, 20XX – December 31, 20XX January 15, 20XX
January 1, 20XX – March 31, 20XX April 15, 20XX
April 1, 20XX – June 30, 20XX July 15, 20XX

 Obtaining, Documenting, and Reporting Program Beneficiary Data Under the current ESG Subrecipient Agreement, your agency must certify that the activities being carried out will comply with requirements under the ESG Program. Your agency is also to report on the beneficiaries of your program and on the accomplishments in accordance with the outcomes set forth in the Subrecipient Agreement. This data is to be documented in the GPR each quarter and should be accompanied by copies of intake forms, income self- certification forms, or any form used to determine beneficiary eligibility for those persons assisted during the relevant quarter.

Please direct your questions or comments to Jimmy Nguyen at (714) 741-5144 or by e-mail at [email protected].

Sincerely,
City of Garden Grove

Jimmy Nguyen
Neighborhood Improvement Program Specialist

Exhibit 6
Annual Monitoring Notification Letter: Desk Audit

[Date]

Subrecipient
ATTN: XXXXX

SUBJECT: ESG MONITORING – DESK AUDIT
FY (Year)

Dear Subrecipient:

The City of Garden Grove will be monitoring records pertaining to your agency’s use of Emergency Solutions Grant (ESG) funds under the terms and conditions set forth in the Subrecipient Agreement implemented during Fiscal (Year). Specifically, the City will be monitoring records for the periods of ---April 1, 20xx through June 30, 20xx (Quarter 4 of FY 20xx-xx ) and April 1, 20xx through June 30, 20xx (Quarter 4 of FY 20xx-xx ) via a desk audit based upon the following support documentation to be submitted no later than Monday, October 31, 20xx:

 For Quarter 4 of FY 20xx-xx and Quarter 4 of FY 20xx-xx , please submit an intake application for each beneficiary served during these periods.
 Support documentation such as receipts, invoices, purchase orders, time sheets, for all expenditures requested to be reimbursed by the City in Quarter 4 of FY 20xx-xx and Quarter 4 of FY 20xx-xx.  Record retention and file destruction policy
 Copy of your homeless termination procedures.

If you have already submitted part, or all, of this information to the City along with your quarterly Grantee Performance Report (GPR), then no action is necessary on your part.

Within 30 days of the desk audit, you will be notified in writing of the results of the monitoring and set forth any findings or concerns and the timeframe for a written response and corrective action. At this time you will have the opportunity to correct any misunderstandings, provide additional information that may be needed, and/or describe any actions you will undertake to correct areas of noncompliance, if applicable.

Thank you for your time and attention to this matter.

Please direct your questions to Jimmy Nguyen, Program
Specialist, at (714) 741-5144 or via email at [email protected]

Sincerely,

Jimmy Nguyen
Neighborhood Improvement Program Specialist

Exhibit 7
Monitoring Checklist

Exhibit 7: Monitoring Checklist

Monitoring Emergency Solutions Grant (ESG)Subrecipients

Subrecipient
Project Name
Subrecipient Representative(s)
Community Development Representative(s)
Date monitoring conducted Desk Audit
On-site visit(s)
Monitoring letter sent on
Date follow-up monitoring visit conducted/letter sent

A. Eligible Program Components/Activities

tttSecondary Activity Category (ESG eligible activities) ESG Activity Categories (Components)
Renovation/
Rehab
Essential
Services
Operations
Housing
Relocation &
Stabilization/
Financial
Assistance

Housing
Relocation &
Stabilization/
Financial
Services
Rental
Assistance

Street Outreach
Shelter
Homeless Prevention
Rapid Re-Housing
HMIS

Standard policies and procedures for evaluating individuals’ and families’ eligibility for assistance under Emergency Solutio ns Grant (ESG) Yes No NA Comments

□
□
□ □
□ □ □ □
□ □ □ □
□ □ □ □
□

I I I I

Does the subrecipient have safeguards to meet the
safety and shelter needs of special populations, e.g.
victims of domestic violence, dating violence, sexual
assault, and stalking; and individuals and families
who have the highest b arriers to housing and are
likely to be homeless the longest?

Does the subrecipient have policies and procedures
for assessing, prioritizing, and reassessing
individuals’ and families’ needs for es sential services related to emergency shelters?

Does the subrecipient have policies and procedures
for coordination among emergency shelter providers,
essential services providers, homelessness
prevention, and rapid re -housing assistance
providers; other homeless assistance providers; and
mainstream service and housing providers activities
must be coordinated and integrated to the maximum
extent practicable?

Does the subrecipient have policies and procedures
for determining and prioritizing which eligible families and individuals will receive homelessness prevention
assistance and which eligible families and individuals
will receive rapid re-housing assistance?

Does the subrecipient have standards for targeting
and providing essential services related to street
outreach?

If the subrecipient uses ESG funds to operate an
emergency shelter, are there policies and
procedures for admission, diversion, referral, and
discharge, including standards regarding length of
stay?

Does the subrecipient have standards for
determining what percentage or amount of rent and
utilities costs each program participant must pay
while receiving homelessness prevention or rapid re -
housing assistance?

Does the subrecipient have standards for
determining how long a particular program
participant will be provided with rental assistance
and whether and how the amount of that assistance
will be adjusted over time?

□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □

Does the subrecipient standards have for
determining the type, amount, and duration of
housing stabilization and/or relocation services to
provide to a program participant, including the limits, if any, on the homelessness preve ntion or rapid re -
housing assistance that each program participant
may receive, such as the maximum amount of
assistance, maximum number of months the
program participant receive assistance; or the
maximum number of times the program participant
may receive assistance?

For ESG service activities, are the services new, or
quantifiable increases in the service levels, provided
by the local government with local funds within the
last year before the initial ESG grant?
[24 CFR 576.21(b)(1)]

Do the projects reviewed with both completed and
underway activities demonstrate that beneficiaries
receive, or were referred to, appropriate supportive
services, access to mainstream resources, and other
services needed to achieve independent living?
[24 CFR 576.56(a)(1)]

Yes No NA Type of Participants Assisted Required Documentation

Persons living on the street

For projects providing services (e.g., outreach, food, health care, clothing to persons who reside on the streets (but not in shelters or other places meant for human habitation), are there certifications signed and dated by staff that:
 verifies that the services are going to homeless persons, and  indicates where the persons served reside

Persons coming from living on the street and into a
place meant for human habitation

Was a statement signed and dated verifyng provided that person is coming from the street through:
 organizations or outreach workers who have assisted him/her in the past;  determining where the resident receives assistance checks, if applicable; and/or  other information regarding the participant’s recent past activities?

If staff is unable to verify in this manner that the person is coming from living on the street, were written, signed and dated statement prepared about the participant’s previous living place?

Persons coming from an emergency shelter Did subrecipient obtain from the referring agency a written, signed, and dated verification that the individual has been a resident of the emergency shelter?

□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □

Persons coming from a transitional housing

Did subrecipient obtain from the referring agency two written, signed, and dated verifications:
1) a signed statement from the transitional housing staff i ndicating that the individual had been a resident there; and
2) the referring agency’s written, signed, and dated verification as to the individual’s homeless status when he/she entered their program?

If the referring agency did not verify the individua l’s homeless status upon entry into their program, did subrecipient verify that status? That is, in addition to the written, signed, and dated verification from the referring agency that the individual has been residing in the transitional housing, did sub recipient verify their status upon entry into transitional housing and document that status?.

Persons being evicted from a private dwelling Did the subrecipient:
 Document: the income of the participant; what efforts were made to obtain housing; and why, without the homeless assistance, the participant would be living on the street or in an emergency shelter.
 Documentation of one of the following:

 For formal eviction proceedings, evidence that the participant was being evicted within the week before receiving homeless assistance;
 Where a participant’s family is evicting, a signed and dated statement from a family member describing the reason for the eviction;
 Where there is no formal eviction process (in these cases, persons are considered evicted when they are forced out of the dwelling unit by circumstances beyond their control), he subrecipient secure:
 a signed and dated statement from the participant describing the situation; and  documentation and verification (through written, signed, and dated statements) of efforts to confirm that these circumstances are true.

Persons from a short term stay (up to 30 consecutive
days) in an instit ution who previously resided on the
street or in an emergency shelter
Did the subrecipient obtain:
 written verification from the situation’s staff that the participant has been residing in the institution for less that 31 days; and
 information on the pr evious living situation. Preferably, this will be the institution’s written, signed, and dated verification on the individual’s homeless status when he/she entered the institution. If the institution’s staff did not verify the individual’s homeless status upon entry into the institution, did subrecipient verify that status (i.e., if the person was living on the streets before moving into the institution, subrecipient is to obtain the documentation required under “Persons coming from living on the street”).

Persons being discharged from a
longer stay in an institution
Did subrecipient obtain signed and dated:
 evidence from the institution’s staff that the participant was being discharged within th e week before receiving homeless assistance; and
 documentation of the following:
 the income of the participant;
 what efforts were made to obtain housing; and
 why, without the homeless assistance, the participant would be living on the street or in an

□ □ □
□ □ □
□ □ □
□ □ □

emergency shelter.

Persons fleeing domestic violence

Did subrecipient obtain written, signed, and dated verification from the participant that he/she is fleeing a domestic violence situation?
If the participant is unable to prepare the verification, did subrecipient prepare a written statement about the participant’s previous living situation and have the participant sign and date it ? ESG Beneficiaries
Yes NO NA
Did the subrecipient meet the f ollowing
minimum eligibility criteria for ESG
beneficiaries
Comments

For essential services related to street outreach,
beneficiaries must meet the criteria under paragraph (1)(i) of the “homeless” definition under § 576.2: ” An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings,
including a car, park, abandoned building, bu s or train station, airport, or camping ground”.

For emergency shelter, beneficiaries must meet the
“homeless” definition in 24 CFR 576.2

For essential services related to emergency shelter,
beneficiaries must be “homeless” and staying in an
emergency shelter, which could include a day shelter.

For homelessness prevention assistance, beneficiaries
must meet the requirements described in 24 CFR 576.103
provided to individuals and families who meet the criteria under “At Risk of Homelessness”, and who have an
annual income below 30% of the median family income for the area.

For rapid re -housing assistance, beneficiaries must meet requirements described in 24 CFR 576.104; that is, meet the criteria under paragraph (1) of the “homeless”
definition in 24 CFR 576.2 : ” An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular
sleeping accommodation for human beings, including a
car, park, abandoned building, bus or train station, airport, or camping ground;” o r who meet the criteria under
paragraph (4) of the “homeless” definition and live in an

□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □

emergency shelter or other place – “Any individual or
family who:( i) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life -threatening conditions that relate to violence against the individual or a family member,
including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made th e individual or family afraid to return to their primary nighttime residence; (ii) Has no other residence; and (iii) Lacks the resources or support networks, e.g., family, friends, faith based or other social networks, to obtain other permanent housing described in paragraph
(1) of the “homeless” definition”

Did the subrecipient r e-evaluate program participants’ eligibility and the types and amounts of assistance once every 3 months for homelessness prevention and not less than once annually for rapid re-housing assistance?

Did the subrecipient r e-evaluate program participants’ eligibility and the types and amounts of assistance once every 3 months for homelessness prevention and not less than once annually for rapid re-housing assistance?

For projects funding homeless prevention activities, are the beneficiaries low -income individuals or families at imminent risk of losing their housi ng due to a notice of eviction, foreclosure, or utility termination?
[McKinney-Vento Act, 42 USC 11374(a)(4)]

If “yes,” do the files show that the (a) beneficiaries’ assistance is necessary, (b) due to a sudden loss of
income, (c) the beneficiaries are able to resume payments in a reasonable time period, and (d) there are no similar funds available locally?
[McKinney-Vento Act, 42 USC 11374(a)(4)]

Are the homeless prevention funds defined as short term assistance (described in question 3 above); s ecurity
deposits or first month’s rent; landlord -tenant mediation; indigent tenant legal services; or other innovative
homeless prevention?
[24 CFR 576.3, Definitions: Homeless Prevention]

□ □ □
□ □ □

Does assistance meet the definition of “innovative?”
(Describe nature of assistance in response below.)
[24 CFR 576.3, Definitions: Homeless Prevention]

ESG Match Requirements
ESG Match
(List each source of match separately)
Action Plan Amount Pledged CAPER Amount Shown Final Documented Match CASH/GOV’T. GRANTS
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $

NON-CASH CONTRIBUTIONS
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTAL MATCH $ $ $

Yes No NA Requirement Comments
Does the subrecipient’s final documented match shown above equal or exceed the ESG grant amount? (24 CFR 576.201)

Are the documented match sources eligible forms of match expended within the grant year? (24 CFR 576.201)

Is the documented match above consistent with the amount shown in the quarterly subrecipient reports?

Yes No NA Record-Keeping Systems Comments

Filing System. Are the subrecipient’s files orderly,
comprehensive, secured for confidentiality where
necessary, and up -to-date? Note any areas of
deficiency.

I I
□ □ □
□ □ □
□ □ □
I I
□ □ □

Documentation (confidentiality). Do the ESG
project files and subrecipient records have the
necessary documentation written records or
files pertaining to families under lock and key
with only particular personnel granted access
to those files? ESG subr ecipients are to
develop and implement procedures to
guarantee the confidentiality of records
concerning project participants and ensure
that the address and location of family
violence shelter facilities receiving ESG
funding are not publicly disclosed ex cept with
the written authorization of the person(s)
responsible for the shelter facility's operation.

Record Retention. Participation of Homeless
Persons in Policy -making and Operations.

Are there r ecords evidencing how the
subrecipient encourages the participation of
homeless persons in projects

Documentation (Evidence of homelessness and
termination procedures ). Does the subrecipient
maintain adequate documentation to determine
the eligibility of persons served by HUD's
homeless assistance programs, and that the
termination provision is correctly applied for any
individual or family terminated or violating
program requirements. records are maintained for
a 4-year period.

Record Retention . Is there a process for
determining which records need to be retained
and for how long?

Yes No NA Financial Management Systems (84.21−28)
Requirements Comments

Does the subrecipient have written
procedures covering the recording of
transactions, an accounting manual and a
chart of accounts?
Areas for possible sampling:
 Is there an organization ch art describing
actual lines of responsibility

□ □ □
□ □ □
-
□ □ □
□ □ □
I I
□ □ □

 Are key employee duties defined
 Is the chart of accounts inclusive of account
numbers to support the control needed to
ensure resources used do not exceed
resources authorized
 Do the internal control procedures support
the s ubrecipients ability to prepare financial
statements:

If the grantee has a written policy manual, does it
provide guidelines for controlling expenditures,
such as purchasing requirement s and travel
authorizations?

Are systems in compliance with accounting
policies and procedures for cash, real and
personal property, equipment and other assets
(85.20(b)(3) and 84.20(b)(3))?

Review the chart of accounts, journals, ledgers,
reconciliation, data processing, and reporting
system.

Areas for possible sampling:
 Does subrecipient record an
encumbrance/obligation when executing
contracts, purchase orders or maintain
readily accessible information on obligations
 Are expenditures supported for instance by
invoices, contracts or purchase orders
 Are expenditures identified with ESG source

Has all cash been promptly drawn down and
deposited? Are all drawdowns of Federal funds
properly recorded?

Has an audit been prepared for the subrecipient?
Determine if the subrecipie nt has expended
$500,000 or more in Federal funds for the subject
program year. (OMB Circular A-133)

If an IPA was prepared were there a ny findings
related to ESG activity?

Yes No NA Insurance Requirements Comments
Has the subrecipient submitted a current copy of

□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
□ □ □
I I
□ □ □

its Certificate of Insurance?
Is the City named as an additional insured?

Yes No NA Procurement Requirements Comments

Do the procedures the subrecipient uses for
procurement of goods and services meet
requirements at 24 CFR Part 84 ? Review a
sample number of procurements.

How does the subrecipient assure there was no
conflict of interest, real or apparent?

Yes No NA Procurement Requirements Comments

Has the sub recipient purchased equipment with
ESG funds in excess of $1,000? Does the
subrecipient maintain the records required at

84.34?

Has a physical inventory taken place and the
results reconciled with property records within the
last two years?

If the subrecipient disposed of
equipment/property that was purchased with
Federal funds within the last five years:

 Were proceeds from the sale reported as
program income?

Yes No NA General Requirements Comments

Equal Employment Opportunity . Does the
subrecipient make it known that facilities and
services supported by this grant are available to
any pe rson (who otherwise meets the eligible
criteria for the program) without discrimination on
the basis of race, color, religion, sex, marital
status, national origin, familial status, disability,
age or creed? Note any deficiencies.

Section 3 . Opportunities for Training and
Employment for Local Residents – Refer to City
Section 3 Protocols. Note any deficiencies.

Requirements for Disabled Persons. Refer to

□ □ □
I I
□ □ □
□ □ □
I I
□ □ □
□ □ □
□ □ □
I I
□ □ □
□ □ □
□ □ □

EEO section above and note any concerns.

Women and Minority Business Enterprises.

Refer to OMB 84.44, affirmative steps
documentation. Note any concerns.

I. Conclusion and Follow-up

Prepared by City of Garden Grove, Community Development Department, Neighborhood Improvement Division:

Date Signature Title

Date Signature Title

Is the number of beneficiaries currently being served consistent with the service number in the approved Action Plan for the program year? [24 CFR 91.220(d)]

Yes No

2. Per the ESG Desk Guide, Section 6.2, is the IDIS drawdown rate consistent with the projected point-in-time expenditures for all projects reviewed during the grant term? (For example, if the project is in Year 1 of the maximum two-year term, the grantee should have expended all of its rehabilitation and one-half of any operations, supportive services, any homeless prevention, and administrative costs.)

Yes No N/A

□ □ □
□ □ □

3. For the program year, has the grantee spent no more than 30% of its ESG grant for supportive services, unless a grantee had requested and received a waiver from HUD?
[24 CFR 576.21(a)(2) and McKinney-Vento Act, 42 USC 11374]

Yes No N/A

4. For the program year, has the grantee spent no more than 30% of its ESG grant for homeless prevention and other short-term financial assistance to prevent homelessness?
[24 CFR 576.21(c), 24 CFR 576.3 and McKinney-Vento Act, 42 USC 11374]

Yes No

5. For the program year, has the grantee spent no more than 10% of its ESG grant for operations for management staff costs?
[24 CFR 576.21(a)(3)]

Yes No

6. For the program year, has the grantee spent no more than 5% of its ESG grant for grant administration costs?
[24 CFR 576.21(a)(5); McKinney-Vento Act, 42 USC 11378]

Yes No

7. For completed program years reviewed, has the grantee spent all of its ESG funds within 24 months of grant award?
[24 CFR 576.35]

Yes No

Essential Services

1°
0 0
1 For ESG service activities, are the services new, or quantifiable increases in the service levels, provided by the local government with local funds within the last year before the initial ESG grant?
[24 CFR 576.21(b)(1)]

Yes No N/A

2. Do the projects reviewed with both completed and underway activities demonstrate that beneficiaries receive, or were referred to, appropriate supportive services, access to mainstream resources, and other services needed to achieve independent living?
[24 CFR 576.56(a)(1)]

Yes No

Homeless Prevention

For projects funding homeless prevention activities, are the beneficiaries low-income individuals or families at imminent risk of losing their housing due to a notice of eviction, foreclosure, or utility termination? [McKinney-Vento Act, 42 USC 11374(a)(4)]

Yes No N/A

4. If the answer to question 3 above is “yes,” do the files show that the (a) beneficiaries’ assistance is necessary, (b) due to a sudden loss of income, (c) the beneficiaries are able to resume payments in a reasonable time period, and (d) there are no similar funds available locally?
[McKinney-Vento Act, 42 USC 11374(a)(4)]

Yes No N/A

5. Does the total amount of homeless prevention funds spent by the grantee for the program year fall at or below the 30 percent limitation for this expenditure category?
[McKinney-Vento Act, 42 USC 11374(a)(4)]

Yes No

□ □
1°
0 0
1 □ □ □

6. Are the homeless prevention funds defined as short term assistance (described in question 3 above); security deposits or first month’s rent; landlord-tenant mediation; indigent tenant legal services; or other innovative homeless prevention?
[24 CFR 576.3, Definitions: Homeless Prevention]

Yes No

7. If the grantee funded innovative homeless prevention activities, does assistance meet the definition of “innovative?” (Describe nature of assistance in response below.)
[24 CFR 576.3, Definitions: Homeless Prevention]

Yes No N/A

Beneficiary Services

□ □

Complete the table below using the information from the selected beneficiary sample. (Add more lines or attach another sheet, if needed.)
NAME
(if appropriate)
CASE
NUMBER

ADDRESS FORMER (F) OR

CURRENT (C)
BENEFICIARY?
ENTRY
DATE

2. For homeless assistance activities, does a review of the beneficiary files adequately document that the individuals or families were homeless prior to residency? [McKinney-Vento Act, 42 USC 11302(a)]

Yes No

3. For homeless prevention activities, are the individuals or families facing eviction or utility shutoffs, or in need of financial or legal services, eligible for assistance? (By HUD definition, prevention activities occur before persons become homeless.)
[McKinney-Vento Act, 42 USC 11374(a)(4) and 24 CFR 576.21(a)(4)]

Yes No N/A

□ □ □

4. Is there at least one homeless person or formerly homeless person participating in the policy decision-making process regarding projects receiving ESG funds? [McKinney Act, 42 USC 11375(d) and 24 CFR 576.56(b)(1)]

Yes No

5. Are homeless persons, to the extent possible, involved in project development, operations and the provision of supportive services?
[McKinney Act, 42 USC 11375(c) and 24 CFR 576.56(b)(2)]

Yes No

6. For projects serving domestic violence victims, is there evidence to support that the grantee has established written procedures regarding confidentiality of client records and the address/location of any project serving domestic violence victims?
[McKinney-Vento Act, 42 USC 11375(c) and 24 CFR 576.56(a)(2)]

Yes No N/A

7. (a) Does the grantee have a written policy for the termination of beneficiaries? [McKinney-Vento Act, 42 USC 11375(e) and 24 CFR 576.56(a)(3)]

Yes No

(b) If no written guidance is available, interview staff to determine how terminations are handled.

(c) If beneficiaries have been terminated during the program year under review, does a file review indicate that the minimum due process requirements for termination (and, if applicable, the established policy guidance) were followed?
[McKinney-Vento Act, 42 USC 11375(e) and 24 CFR 576.56(a)(3)]

Yes No N/A

□ □ □
□ □ □

Match Matrix

In completing the table below, the HUD reviewer should use the Consolidated Annual Performance and Evaluation Report (CAPER) as a basis to review documentation from the grantee or recipient to determine the amount of cash and in-kind resources brought to the grant.

Grant Number: ESG Allocation: $
ESG Match
(List each source of match
separately)
Action Plan
Amount
Pledged
CAPER
Amount
Shown
Final
Documented
Match
CASH/GOVN’T. GRANTS
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $

IN-KIND/SALARIES
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
VOLUNTEERS (@$5/hour)
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTAL MATCH $ $ $

I

2. Does the grantee’s final documented match shown in question 1 above equal or exceed the ESG grant amount?
[24 CFR 576.51 and 24 CFR 91.225(c)(6)]

Yes No

3. Is the documented match shown in question 1 above consistent with the amount shown in the CAPER?
[24 CFR 576.51 and 24 CFR 91.225(c)(6)]

Yes No

4. If the state government grantee claims the $100,000 match exclusion, did it provide documentation of benefit for those subgrantee recipients least able to pay?
[24 CFR 576.51 and 24 CFR 91.225(c)(6)]

Yes No N/A

General Requirements
 Uniform Administrative Requirement. ESG regulations at 24 CFR 576.407(c) require the governmental agencies apply 24 CFR Part 85, except for 24 CFR 85.24 and 85.42 , and program income is to be used as match under 24 CFR 85.25 (g). The requirements of 24 CFR Part 84 apply to Private Nonprofit subrecipients, except for 24 CFR 84.23 and 84.53 , and program income is to be used as the non-Federal share under 24 CFR

84.24 (b).

 Homeless Participation . Under 24 CFR 576.405 the City is ensure subrecipients provide for the participation of not less than one homeless individual or formerly homeless individual on the Board of Directors or other equivalent policy-making entity, to the extent that the entity considers and makes policies and decisions regarding any facilities, services or other assistance that receives funding under ESG.

 Program Termination. The City will review the termination/denial policy in each subrecipient’s Written Standards to verify that the following minimal components are included: a progressive discipline warning system, written notices, a formal appeal process, and consideration of the appeal by someone not involved in the original ter mination. Staff will also monitor each subrecipient’s compliance with ESG regulations at 24 CFR 576.402 to ascertain whether persons or families receiving assistance who violate program requirements are terminated only in the most severe cases. The

1°
0 0
1 subrecipient is required to terminate assistance in accordance with a formal process that has been established and that recognizes the rights of individuals or families affected.

City staff will monitor compliance with the following area-wide systems coordination requirements pursuant to 24 CFR 576.400.

 Consultation with CoCs. Staff will assist subrcipients are to consult with the CoC to (1) determine how ESG funds will be allocated in that region; (2) identify the performance standards for evaluating the outcomes of projects and activities; and (3) identify the funding, policies and procedures for the administration and operation of the HMIS, if appropriate

 Coordination with Other Targeted Homeless Services. City staff will monitor subrecipients to verify that other programs are targeted to homeless people in the area covered by the CoC to provide a strategic, community-wide system to prevent and end homelessness for that area.

 System and Program Coordination with Mainstream Resources . What steps has your agency taken to coordinate and integrate ESG-funded activities with mainstream housing, health, social services, employment, education, and youth programs for which families and individuals at risk of homelessness and homeless individuals and families may be eligible.

 Centralized or Coordinated Assessment. Describe how your agency has worked with the CoC to ensure the screening, assessment and referral of participants are consistent with the Written Standards. A Victim Service Provider may choose not to use the CoC Centralized or Coordinated Assessment System.

 Written Standards .Once the CoC has developed Written Standards in accordance with the requirements outlined in 24 CFR 576.400(e)(2)(3), Each subrecipient is to use the CoC’s Provide a copy of your agency’s Written Standards established and applied for providing ESG assistance

 Participation in HMIS. The subrecipient is to ensure that data on all persons served and all activities assisted under ESG are entered into the applicable community-wide HMIS in the area in which those persons and activities are located, or a comparable database in accordance with HUD’s standards on participation, data collection and reporting under a local HMIS. If the subrecipient is a Victim Service Provider or a Legal Services
Provider, it may use a comparable database that collects client level data over time (i.e., longitudinal data) and generates unduplicated aggregate reports based on the data. Information entered into a comparable database must not be entered directly into or provided to an HMIS.

City staff will monitor each subrecipient’s compliance with other federal and state requirements set forth at 24 CFR 576.406-576.408.

 Per 24 CFR 576.407(a), the subrecipient is to adhere to the requirements in 24 CFR Part 5, Subpart A, including the nondiscrimination and equal opportunity requirements at 24 CFR 5.105(a). Section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C. 41701u, and implementing regulations at 24 CFR Part 135 apply, except that homeless individuals have priority over other Section 3 residents in accordance with 24 CFR 576.405(c).

 Faith-Based Activities. Religious organizations may receive ESG funds if agreeable to providing all eligible ESG activities in a manner that is in accordance with 24 CFR 576.406. ESG funds may not be used for the rehabilitation of structures if those structures are used for inherently religious activities. Where a structure is used for both eligible and inherently religious activities, funds may not exceed the cost of those portions of the rehabilitation that are attributable to eligible activities in accordance with the federal cost accounting requirements. Sanctuaries, chapels, or other rooms the religious congregation uses as its principal place of worship are ineligible for ESG-funded improvements. Disposition of real property after the term of the grant, or any change in use of the property during the term of the grant, is subject to government-wide regulations governing real property disposition (See 24 CFR Parts 84 and 85).

 Organizations that are religious or faith-based are eligible to receive ESG funds but may not engage in inherently religious activities, such as worship, religious instruction, or proselytization as part of the programs or services funded under ESG. Refer to 24 CFR 576.406 for additional details.

 Affirmative Outreach System and Program Coordination with Mainstream Resources . What steps has your agency taken to coordinate and integrate ESG-funded activities with mainstream housing, health, social services, employment, education, and youth programs for which families and individuals at risk of homelessness and homeless individuals and families may be eligible.

 Centralized or Coordinated Assessment. Describe how your agency has worked with the CoC to ensure the screening, assessment and referral of participants are consistent with the Written Standards. A Victim Service Provider may choose not to use the CoC Centralized or Coordinated Assessment System.

 Written Standards .Once the CoC has developed Written Standards in accordance with the requirements outlined in 24 CFR 576.400(e)(2)(3), Each subrecipient is to use the CoC’s Provide a copy of your agency’s Written Standards established and applied for providing ESG assistance 

 Displacement, Relocation, and Acquisition . In accordance with 24 CFR 576.408, the displacement of persons as a result of a Components/Activities assisted with ESG funds must be provided Relocation Assistance pursuant to the URA and 49 CFR Part 24. Temporary relocation is not permitted. No tenant occupant of housing (a dwelling unit) that is converted into an Emergency Shelter may be required to relocate temporarily for a Component/Activity assisted with ESG funds or be required to move to another unit in the same building/complex. The acquisition of real property, whether funded privately or publicly, for a Component/Activity assisted with ESG funds is subject to the URA and the federal government-wide regulations at 49 CFR Part 24, Subpart B. Refer to 24 CFR 576.408 for additional details.

 Match. City staff will monitor matching contributions from each subrecipient to verify that the amount of match equals the amount of ESG funds received per 24 CFR 576.201, and that the match sources include any federal source other than the ESG Program, as well as State, local, and private sources (see 24 CFR 576.201).

 Shelter and Housing Standards. City staff will require per 24 CFR 576.403 that any ESG-assisted shelter to meet minimum Habitabilit y Standards. Shelters renovated with ESG funds, are to meet State or local government Safety and Sanitation Standards, as applicable, include energy-efficient appliances and materials, as well as incorporate lead-based paint remediation and disclosure requirements.

 Recordkeeping and Reporting Requirements. Submit a copy of the written policies and procedures your agency has developed to ensure that ESG funds are used in accordance with requirements at 24 CFR 576.500. In addition, sufficient records must be established and maintained to enable HCD and HUD to determine whether ESG requirements are being met. Refer to for additional details. (24 CFR 576.500):
 Homeless status. Follow written intake procedures to ensure compliance with the homeless definit ion in § 576.2. The procedures must require documentation at intake of the evidence relied upon to establish and verify homeless status.  At risk of homelessness status . For each individual or family who receives ESG homelessness prevention assistance, the records must include the evidence relied upon to establish and verify the individual or family's “at risk of homelessness” status. This ev idence must include an intake and certification form that meets HUD specifications.  Determinations of ineligibility. For each individual and family determined ineligible to receive ESG assistance, the record must include documentation of the reason for that determination.
 Annual income. For each program participant who receives homelessness prevention assistance, or who receives rapid re -housing assistance longer than one year
 Income evaluation form completed by the subrecipient; and  Source documents for the assets held by the program participant and i ncome received over the most recent period ( e.g., wage statement, unemployment compensation statement, public benefits statement, bank statement);

---

 If source documents are unobtainable, a written statement by the relevant third party (e.g., employer, government benefits administrator) or the written certification by the subrecipient's intake staff of the oral verification by the relevant third party of the i ncome the program participant received over the most recent period for which representative data is available; or  If source documents and third party verification are unobtainable, the written certification by the program participant of th e amount of income the program participant received for the most recent period representative of the income that the program participant is expected to receive over the 3-month period following the evaluation.  Program participant records. In addition to evidence of homeless status or “at risk of homelessness” status, as applicable, records must be kept for each program participant that document:
 The services and assistance provided to program participant, including the security deposit, rental assistance, and utility p ayments made on behalf of the program participant;
 Compliance with the applicable requirements for providin g services and assistance to t program participant under the program components and eligible activities provisions at § 576.101 through § 576.106, the provision on determining eligibility and amount and type of assistance at § 576.401(a) and (b), and the provision on using appropriate assistance and services at § 576.401(d) and (e); and  Where applicable, compliance with the termination of assistance requirement in § 576.402.  Centralized or coordinated assessment systems and procedures. Documentation evidencing written intake procedures for, the centralized or coordinated assessment system(s) developed by the CoC.  Rental assistance agreements and payments. The records must include copies of all leases and rental assistance agreements for the provision of rental assistance, documentation of payments made to owners for the provision of rental assistance, a nd supporting documentation for these payments, including dates of occupancy by program participants.  Utility allowance. The records must document the monthly allowance for utilities (excluding telephone) used to determine compliance with the rent restriction.
 Shelter and housing standards. Documentation of compliance with the shelter and housing standards in § 576.403, including inspection reports.
 Emergency shelter facilities. The amount and type of assistance provided to each emergency shelter.  Services and assistance provided. Types of essential services, rental assistance, and housing stabilization and relocation services and the amounts spent on these services and assistanc e. Subrecipients that are units of general -purpose local government must keep records to demonstrate compliance with the maintenance of effort requirement, including records of the unit of the general -purpose local government's annual budgets and sources of funding for street outreach and emergency shelter services.  Coordination with CoC and other programs. Document their compliance with the requirements of § 576.400 for consulting with the CoC and coordinating and integrating ESG assistance with programs targeted toward homeless people and mainstream service and assistance programs.

 HMIS. Records of the participation in HMIS or a comparable database by all projects.  Matching. The recipient must keep records of the source and use of contributions made to satisfy the matching requirement in § 576.201. The records must indicate the particular fiscal year grant for which each matching contribution is counted. The records must show how the value placed on third party, noncash contributions was derived. To the extent feasible, volunteer services must be supported by the same methods that the organization uses to support the allocation of regular personnel costs.  Conflicts of interest. Records to show compliance with the organizational conflicts -of-interest requirements in § 576.404(a), a copy of the personal conflicts of interest policy or codes of conduct developed and implemented to comply with the requirements in § 576.404(b), and records supporting exceptions to the personal conflicts of interest prohibitions.  Homeless participation. Document compliance with the homeless participation requirements under § 576.405.  Faith-based activities. Document compliance with the faith-based activities requirements under § 576.406.  Other Federal requirements. Document compliance with the Federal requirements in § 576.407, as applicable, including:
 Records demonstrating compliance with the nondiscrimination and equal opportunity requirements under § 576.407(a), including data concerning race, ethnicity, disability status, sex, and family characteristics of persons and households who are applicants for, or program participants in, any program or activity funded in whole or in part with ESG funds and the affirmative outreach requirements in § 576.407(b).  Records demonstrating compliance with the uniform administrative requi rements in 24 CFR part 85(for governments) and 24 CFR part 84 (for nonprofit organizations).
 Records demonstrating compliance with the environmental review requirements, including flood insurance requirements.  Certifications and disclosure forms required under the lobbying and disclosure requirements in 24 CFR part 87.  Relocation. Document compliance with the displacement, relocation, and acquisition requirements in § 576.408.  Financial records.
 Supportive documentation for all costs charged to the ESG grant.  Documentation showing that ESG grant funds were spent on allowable costs in accordance with the requirements for eligible act ivities under § 576.101-§576.109 and the cost principles in OMB Circulars A-87 (2 CFR part 225) and A-122 (2 CFR part 230).  Records of the receipt and use of program income.
 Documentation of compliance with the expenditure limits in § 576.100 and the expenditure deadline in § 576.203.  Subrecipients and contractors.
 The recipient must retain copies of all solicitations of and agreements with subrecipients, records of all payment reques ts by and dates of payments made to subrecipients, and documentation of all monitoring and sanctions of subrecipients, as applicable. If the rec ipient is a State, the recipient must keep records of each recapture and distribution of recaptured funds under § 576.501.

 The recipient and its subrecipients must retain copies of all procurement contracts and documentation of compliance with the procurement requirements in 24 CFR 85.36 and 24 CFR 84.40-84.48.
 The recipient must ensure that its subrecipients comply with the recordkeeping requirements specified by the r ecipient and HUD notice or regulations.
 Confidentiality.
 Written procedures to ensure:
□ All records containing personally identifying information of any individual or family who applies for and/or receives ESG as sistance will be kept secure and confidential;
□ The address or location of any domestic violence, dating violence, sexual assault, or stalking shelter project assisted under the ESG will not be made public, except with written authorization of the person responsible for the operation of the shelter; and □ The address or location of any housing of a program participant will not be made public, except as provided under a preexisti ng privacy policy of the recipient or subrecipient and consistent with state and local laws regarding privacy and obligations of confidentiality. □ Written confidentiality procedures.
 Period of record retention. All records pertaining to each fiscal year of ESG funds must be retained for the greater of 5 years or the period specified below.
□ Documentation of each program participant 's qualification as a family or individual at risk of homelessness or as a homeless family or individual and other program participant records must be retained for 5 years after the expenditure of all funds from the gra nt under which the program participant was served;
□ Where ESG funds are used for the renovation of an emergency shelter involves costs charged to the ESG grant that exceed 75 pe rcent of the value of the building before renovation, records must be retained until 10 years after the date that ESG funds are first obligated for the renovation; and
□ Where ESG funds are used to convert a building into an emergency shelter and the costs charged to the ESG grant for the conve rsion exceed 75 percent of the value of the building after conversion, records m ust be retained until 10 years after the date that ESG funds are first obligated for the conversion.
 Access to records.
 Federal government rights. Notwithstanding the confidentiality procedures established under paragraph (w) of this section, HUD, the HUD Office of the Inspector General, and the Comptroller General of the United States, or any of their authorized representatives, must have the right of access to all books, documents, papers, or other records pertinent to the ESG grant, in order to make audits, examinations, excerpts, and transcripts. These rights of access are not limited to the required retention period but last as long as the records are retained.

---

 Public rights. Provide citizens, public agencies, and other interested parties with reasonab le access (consistent with state and local laws regarding privacy and obligations of confidentiality and the confidentiality requirements in this part) to records regarding any uses of ESG funds the recipient received during the preceding 5 years.  Reports. The recipient must collect and report data on its use of ESG funds in the Integrated Disbursement and Information System (IDI S) and other reporting systems, as specified by HUD. The recipient must also comply with the reporting requirements in 24 CFR parts 85 and 91 and the reporting requirements under the Federal Funding Accountability and Transparency Act of 2006, ( 31 U.S.C. 6101 note), which are set forth in appendix A to 2 CFR part 170.

Agenda Item - 5.a.

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM
To: Lisa L. Kim From: Teresa Pomeroy
Dept.: City Manager Dept.: City Clerk
Subject: Appointment to the Parks,
Recreation and Arts
Commission to fill a vacancy.
(Action Item)
Date: 4/25/2023

OBJECTIVE
For the Mayor, with City Council approval, to appoint a commissioner to fill a vacancy on the Parks, Recreation and Arts Commission.

BACKGROUND
At the March 14, 2023, City Council Meeting, Mr. Cam Mangels was appointed to the Parks, Recreation and Arts Commission. Since that appointment date, Mr. Mangels notified the Mayor of his ineligibility to serve as he has moved his residence from Garden Grove.

DISCUSSION
Pursuant to Municipal Code 2.21.013, when an unscheduled vacancy occurs whether due to resignation, removal, or other cause, a special vacancy notice shall be posted in the City Clerk’s office, Information Centers of City Hall, and published in a local newspaper, within 20 days after the vacancy occurs. A final appointment to the board, committee, or commission to fill the vacancy shall not be made for at least 10 working days after posting of the notice. The attached vacancy notice was published and posted by the City Clerk's Office on April 5, 2023, and also attached is a list of applicants for consideration.

FINANCIAL IMPACT
The Commission Vacancy notice was advertised in the Orange County News, a locally adjudicated newspaper, at a publishing cost of $130.00. Legal advertising costs are budgeted for Fiscal Year 2021/2023.

RECOMMENDATION
It is recommended that the Mayor, with City Council approval:

Appoint a Commissioner to the Parks, Recreation and Art Commission to fill the

Appoint a Commissioner to the Parks, Recreation and Art Commission to fill the vacancy left by Cam Mangels.

ATTACHMENTS:

Description Upload
Date Type File Name
Vacancy
Notice 4/14/2023 Backup
MaterialVacancy_Notice_(April_23)_Parks__Rec_Affidavit_of_Publication_OCN_GG129583.pdf List of
applicants 4/14/2023 Backup
Material2023_Garden_Grove_Commission_Applicants_not_appointed.pdf

•

AFFP
129583 Parks Commission
Affidavit of Publication
STATE OF CALIFORNIA}
COUNTY OF ORANGE }
ss
I am a citizen of the United States; I am over the age of eighteen years, and not a party to or interested in the above-entitled matter, I am the principle clerk of the printer of ORANGE COUNTY NEWS, a newspaper of general
circulation , published ONCE WEEKLY in the city of
GARDEN GROVE, County of ORANGE, which newspaper
has been adjudged a newspaper of general circulation by the Superior Court of the County of ORANGE, State of
California under the date of March 20, 1964, Case
Number A-31502; that the notice, of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the
following dates, to-wit:

April 05, 2023
That said newspaper was regularly issued and circulated on those dates.

SIGNED:

Orange County News
Subscribed to and sworn by me this 5th day of April 2023. 00007270 00129583
75 LEGAL

OCN-CITY OF GARDEN GROVE
P.O. BOX 3070
GARDEN GROVE, CA 92842

CITY OF GARDEN GROVE

PARKS, RECREATION, AND ARTS COMMISSION SPECIAL VACANCY NOTICE Pursuant to Garden Grove Municipal Code Section 2.21.013, notice is hereby given that the Garden Grove Parks, Recreation, and Arts Commission has an unscheduled vacancy with the term expiring December 2024. Information and a Commission application can be obtained by accessing the City's website at: wvvvv.ggcity .org or by visiting the City Clerk's Office, City Hall, 11222 Acacia Parkway, Garden Grove, California, or by calling (714) 741-5040.

Commissioners are non-compensated volunteers. The Parks, Recreation, and Arts Commission consists of seven members who are electors residing in Garden Grove.

The current vacancy is to complete the term held by Commissioner Cameron Mangels. Parks, Recreation and Arts Commission meetings are regularly scheduled on the 2nd Thursday of January, April, July, and October at 6:00 p.m., and are held in the Community Meeting Center, 11300 Stanford Avenue, Garden Grove, California .
/s/ TERESA POMEROY, CMC
City Clerk
Orange County News 4/5/2023-129583
2023 Garden Grove Commission Applicants

Administrative
Board of Appeals
Downtown Measure O
Citizens’
Oversight
Committee
Neighborhood
Improvement and
Conservation
Parks, Recreation
and Arts
Planning Traffic
Dalia Paz G Zandra Munoz Duy Nguyen Charlene Cuellar Donald Taylor Dale Gilbert Dale Gilbert Judy Bainto Susan Lerma Christina Luu Dalia Paz G Johnny Nguyen Duy Nguyen Duy Nguyen Rowenda Facundo Aimee McAfee Donald Taylor Michael Maher James Webb James Webb Majeda Geramy Charlene Cuellar Jared Wallace Nicholas Dibs Michael Maher Judy Bainto Johnny Nguyen Ramiro Landeros Ramiro Landeros William Tocki Michael Maher Sarah Slegers Linda Zamora Tracie Pham
Nicole Jaimes William Tocki Christian Jose Lopez Joshua McNeill Rowenda Facundo Linda Zamora Reza Geramy Minh-Tri Vu
Tracie Pham Christian Jose Lopez Minh-Tri Vu Idalia G. Valle Zandra Munoz Christopher Bianco Tonya Martin Vincent Arzaga Velvet Victorian Majeda Geramy Vincent Arzaga
Andy Ngo Nora Valle Alejandra Colon
Jamie Apostol Monique Dominguez Linda Le
Tonya Martin Alejandra Color Aimee McAfee
Idalia G. Valle Linda Le
Nora Valle Jennifer Tackney
Martha Figueroa

Agenda Item - 6.a.

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM
To: Lisa L. Kim From: Craig Beck
Dept.: City Manager Dept.: Community and Economic
Development Department
Subject: Award a contract to
Volunteers of America of Los
Angeles to operate the
Central Cities Navigation
Center. (Cost: Year 1 -
2,569,275, Year 2 -
$2,697,739) (Action Item)
Date: 4/25/2023

OBJECTIVE
To request City Council's approval of the award of contract to Volunteers of America of Los Angeles (VOALA) to operate the Central Cities Navigation Center (CCNC).

BACKGROUND
Over the past year, the Cities of Garden Grove, Fountain Valley and Westminster have created a tri-cities partnership in an effort to address the growing challenges of homelessness in the Orange County Central Service Planning Area (Central SPA).

The collaboration would advance a regional effort to close gaps in the system of care, and to increase the level of care that is provided to the homeless population.

The 2022 Orange County Point-In-Time (PIT) Count concluded that Orange County has a total unsheltered count of 3,057 individuals. The cities of Garden Grove, Fountain Valley and Westminster have a combined count of 475 unsheltered individuals, which represents 15.54% of the unsheltered population in the County and 31.21% of the unsheltered population in the Central SPA. Per the 2022 PIT Count, the individual PIT numbers for Garden Grove are 391, Fountain Valley was 38, and Westminster was 159, collectively representing both sheltered and unsheltered numbers.

In November 2022, the cities of Garden Grove, Fountain Valley and Westminster entered into a Comprehensive Memorandum of Understanding (Tri-Cities MOU) to cooperate on the development of a future navigation center in the Central SPA. The Tri-Cities MOU achieves a major milestone to memorialize the Tri-Cities partnership and lays out the details of the future CCNC. A separate Memorandum of Understanding between the County of Orange and Garden Grove was approved in December 2022 (County MOU). The County MOU provides for funding totaling

$11,550,000 to the City for construction and operation of the CCNC, including a one- time allocation of $5.3 million to acquire and rehabilitate the CCNC, and ten annual installments of $625,000 for operational cost commencing July 1, 2023.

On September 13, 2022, City Council approved a Purchase Agreement for the acquisition of 13871 West Street for the development of the CCNC.

The navigation
center is anticipated to provide 85 individuals experiencing homelessness within the Central SPA with emergency housing and supportive services. The supportive services that will be offered at the CCNC include: 1-on-1 case management; mental health and stabilization services/resources; substance use counseling; outpatient health services; education services; employment assistance and job training; life skills development; and transportation. The navigation center will be a referral-only based facility with managed transportation.

On October 17, 2022, the City released a Request for Proposals (RFP) for the Operator of the CCNC. Leading up to the release of the RFP, City staff conducted extensive outreach to Continuum of Care organizations throughout Southern California to inform homeless service providers about the opportunity, including: San Diego, Riverside, San Bernardino, Orange, and Los Angeles counties. Additionally, the City’s current homeless service providers were notified about the RFP, and were given an opportunity to submit a proposal for consideration. At the conclusion of the RFP deadline of November 17, 2022, one formal proposal was submitted by Volunteers of America of Los Angeles to operate the CCNC.

DISCUSSION
A formal evaluation of the Volunteers of America of Los Angeles (VOALA) proposal began with a comprehensive review by the Tri-Cities Evaluation Committee comprised of city staff and public safety representatives from Garden Grove, Fountain Valley and Westminster, and the County of Orange (Office of Care Coordination). During the RFP evaluation period, City staff from the Cities of Garden Grove, Fountain Valley and Westminster toured VOALA’s Hope for Home Navigation Center in Pomona and A Bridge Home Navigation Center in Los Angeles. These tours allowed City staff to assess VOALA’s ability to effectively operate navigation centers that are similar to the CCNC, and provided an opportunity to interview key staff that will be involved in the operations of the CCNC.

The RFP evaluation period also included review of VOALA's references that were provided in their proposal. VOALA provided references from the following organizations: California Governor’s Office of Emergency Services, City of Pomona, Los Angeles Homeless Services Authority, and the County of Orange Office of Care Coordination. The feedback that was received during the reference checks was positive and reflected VOALA’s experience and success administering homeless service programs.

Additionally, City staff conducted a cost analysis to determine if the proposed annual operating cost is comparable to navigation centers in Orange County that are similar in size and specifications. City staff reached out to the Cities of Anaheim, Costa Mesa, Santa Ana and the County of Orange to collect information about the staffing levels and operational budgets for their navigation centers. Through the cost analysis, staff was able to identify several areas in the proposed budget that could be

adjusted, which resulted in several rounds of negotiations with VOALA.

VOALA will be leveraging their existing contracts with Grants for the Benefit of Homeless Individuals – Orange County (GBHI-OC), and Supportive Services for Veterans and Families (SSVF) Outreach Team for the CCNC. GBHI-OC is a program dedicated to providing true wraparound services to veterans and the general population alike who deal with substance abuse, mental health or co-occurring disorders. The program offers linkage services to other community stakeholders who share similar goals of uplifting and helping our targeted population to self- sustainability. The SSVF Outreach team will be in the CCNC 1 day a week to link the Veterans with the VA, help them access benefits, and link them to rapid rehousing and housing deposits.

Lastly, VOALA produced the Draft Policies and Procedures for the CCNC in Exhibit C, which will be reviewed by the County’s Office of Care Coordination to ensure they meet the County of Orange Standards of Care for Shelter Providers. These regulations are the guiding principles for shelter providers in Orange County, and the County has agreed to assist with the annual monitoring of the CCNC to ensure these regulations are closely followed and a high level of care is provided at the CCNC.

It is recommended that the Council approve an award of contract to VOALA to operate the CCNC. The term of the agreement shall be for period of two (2) years from full execution of the agreement, with an option to extend said agreement additional three (3) years, for a total performance period of five (5) years. Option years shall be exercised one (1) year at a time, at the sole discretion of the CITY. As outlined in the Tri-Cities MOU and the County MOU, the VOALA contract for Fiscal Year 2023-24 will be funded by the Cities of Garden Grove ($1,143,817), Fountain Valley ($297,280), Westminster ($503,178), and County of Orange ($625,000).

Additional information to highlight about VOALA. The non-profit organization was founded in 1896 and is one of Southern California’s oldest and largest nonprofit organizations. VOALA has capacity and expertise serving people experiencing homelessness through a full continuum of services, including: over 2,800 beds of interim housing shelter; community-based outreach and engagement; housing- focused case management; housing navigation; comprehensive service linkages; financial assistance; post-move-in stabilization; and homelessness prevention. Some of VOALA’s largest shelter programs include Pathways to Home (300 beds—the largest homeless shelter in Los Angeles), Hope for Home (126 beds in the city of Pomona), a Project Roomkey Shelter in Pomona (126 beds), South Los Angeles Women’s Shelter (125 beds), 100-bed shelter in La Puente, and a 100-bed shelter in Hacienda Heights. The agency serves more than 13,500 unhoused people annually through more than 90 programs.

FINANCIAL IMPACT
The proposed contract with VOALA calls for $2,569,275 for the first year and $2,697,739 for the second year to operate the CCNC. This amount is substantially in line with the cost estimate included in the Tri-Cities MOU. Per County MOU, the County of Orange will provide annual funding of $625,000 for ten years for the operation of the CCNC. Per cost allocation plan outlined in the Tri-Cities MOU, the

City of Garden Grove's share is 58.83% of the remaining operating costs, equivalent to $1,143,817 for Fiscal Year 2023-24 and $1,219,185 for Fiscal Year 2024-25.

These amounts will be included in the fiscal year 2023-2025 biennial budget.

RECOMMENDATION
It is recommended that the City Council:

Award a contract to Volunteers of America of Los Angeles with in the not-to-exceed amount of $2,569,275 for the initial year and five percent cost inflation annually thereafter;
Authorize the City Manager, or her designees, to execute the agreement, and make minor modifications as appropriate thereto, on behalf of the City; and Authorize the City Manager, or her designees, to exercise option terms and sign the amendments.

ATTACHMENTS:

Description Upload Date Type File Name
Exhibit A - CCNC
Cost Allocation Plan
and Operations
Budget Breakdown
4/17/2023 Exhibit Exhibit_A_-
_Cost_Allocation_Plan_and_Full_Operational_Budget.docx
Exhibit B - CCNC
Full Detail
Operations Budget
4/17/2023 Exhibit Exhibit_B_-_FINAL_-_Garde_Grove_VOALA_Budget_- _4.14.pdf
Exhibit C - CCNC
Draft Policies and
Procedures
4/17/2023 Exhibit GG-_Polices_Procedures_(updated_4.14.23)_(2).pdf Exhibit D - CCNC
Shelter Operator
Services
Agreement
4/17/2023 Exhibit Exhibit_D_-_FINAL_-
_CCNC_SHELTER_OPERATOR_SERVICES_AGREEMENT.pdf

•
•
•
Exhibit A
Cost Allocation Plan and
Party Shares of Ongoing Operation Budget

Party Shares of Ongoing Operation Budget (Fully Occupancy Budget)

C-SPA Cities
Cost Allocation
Plan*
Party Shares Funding
Source(s) Percent of Total
County of Orange $625,000 General Fund,
ARPA 24.33%
Garden Grove 58.83% $1,143,817 General Fund 44.52%
Fountain Valley 15.29% $297,280
Housing
Authority,
General Fund

11.57%
Westminster 25.88% $503,178 General Fund 19.58%
Total 100% $2,569,275 100%

Cost Allocation Plan
Beds
Cost
Allocation by
# of Beds
Garden
Grove 50 58.83%
Fountain
Valley 13 15.29%
Westminster 22 25.88%
85 100%

PERSONNEL 23%
Title  FTE Annual Salary  Annual Benefits  Monthly Cost Year 1 (12 m o) Cost Program Staff    ‐$
Program Manager III 1 75,752.00 $                17,423.00$                                           7, 764.58$                   93,175.00$ Program Coordinator I 1 56,680.00 $                13,036.00$                                           5, 809.67$                   69,716.00$ Housing Navigator 2 99,091.00 $                22,791.00$                                           10,156.83$                 121,882.00$ Case Manager Generalist 3 144,706.00 $               33, 282.00$                                           14,832.33$                 177,988.00$ Shuttle Driver 2.1 83,036.00 $                19,098.00$                                           8, 511.17$                   102,134.00$ Monitor Lead 2 82,202.00 $                18,906.00$                                           8, 425.67$                   101,108.00$ Monitor 8.5 317,179.00 $               72, 951.00$                                           32,510.83$                 390,130.00$ Monitor Lead ‐ Security 1 41,101.00 $                9, 453.00$                                             4, 212.83$                   50,554.00$ Monitor ‐ Security 8.5 317,179.00 $               72, 951.00$                                           32,510.83$                 390,130.00$ ‐$                                                      ‐ $                             ‐ $ Program Staff Total 29.1 1,216,926.00$            279,891.00$                                        124,734.75$               1, 496,817.00$ Admin Staff
Data Quality Spec I 1 46,738.00 $                10,750.00$                                           4, 790.67$                   57,488.00$ ‐$                            ‐$                                                      ‐$                              ‐$ Admin Staff Total 1 46,738.00$                10,750.00$                                           4,790.67$                   57,488.00$ TOTAL STAFF COSTS 30.1 1,263,664.00$            290,641.00$                                        129,525.42$               1,554,305.00$ PROGRAM Start ‐ Up Costs  Monthly Cost Year 1 (12 mo) Cost Client Transportation 3,200.00$                   38,400.00$ Bus Passes $400 $2,400
Snacks/Beverages 1,500.00$                   18,000.00$ Paper and Plastic Goods for
Meals & Restroom 4,000.00$                   48,000.00$ Pet Care  800.00$                      9,600.00$
Contractual Services ‐$
‐$
‐$
PROGRAM TOTAL ‐$                      9,900.00$                   116,400.00$ FACILITY COSTS  Start ‐ Up Costs  Monthly Cost Annual Cost Utilities  10,000.00$                 120,000.00$
Janitorial 2,000.00$                   24,000.00$
Appliance Repairs 300.00$                      3,600.00$ Pest Control 2,000.00$                   24,000.00$
Telecom/Wi‐Fi 2,000.00$                   24,000.00$
Maintenance/Repair
Supplies for
maintenance and
Supplies for maintenance and cost
for professional repairs  $1,000.00 $12,000.00
Braken kitchen meals $309,400
Insurance 3,000.00$                   36,000.00$
FACILITY TOTAL  ‐$                      20,300.00$                 553,000.00$ *Facility costs/additional costs to be determined between Property Owners, City, Operator before the shelter opens OTHER EXPENSES Start ‐ Up Costs  Monthly Cost Annual Cost COVID Costs 1,000.00$                   12,000.00$
Client Supplies 5,000.00$                   60,000.00$
Central Cities Navigation Center Operating Budget ‐ 85 Beds Description
Lease a Van @ $1.7K/month; Upkeep/Insurance @
$1500/month
Average of $5/participant /month @ 40 clients
Snacks/beverages @ $1500/mo. Meals supplied externally
Description
Utility costs for Gas, Water, Electricity, etc
$2K/mo. for janitorial supplies
$300/mo. for appliance repair (laundry machines/kitchen items/IT equip./etc)
Food service materials and Housekeeping supplies @
$4K/mo.

Pet food, supplies, and limited vet care @ $200/week
There will be no subcontracts
$2K/mo. for pest prevention and amelioration
$2K/mo. for Wi‐Fi, landlines, communication devices
General liability, property, and directors/officers insurance @ $3K/mo.

Description
Breakfast, lunch and dinner
Masks, sanitizer, gloves and other PPE supplies @
$1K/mo.

Basic needs and participant assistance for hygeine
supplies, diapers, clothing, work supplies, etc. @ $5K/mo.

Office Supplies 1,500.00$                   18,000.00$
Linens 10,000.00 $          1,000.00$                   22,000.00$ ‐$
‐$
OTHER EXPENSE TOTAL 10,000.00$          8,500.00$                   112,000.00$ 2,335,705.00$
233,570.50$
168,225.42$              2, 569,275.50$
Indirect Cost (10%)
Subtotal
TOTAL OPERATING COST:  MONTHLY AND ANNUAL (YEAR 1, 12 MONTHS) Initial bedding and towels purchase at $10K; cleaning and replacement @ $250/week
$1.5K/month for office supplies

HOMELESS PROGRAMS POLICIES
AND

PROCEDURES

This manual contains various policies and procedures that will serve as a guideline for VOALA employees in administering the most proficient services and support to participants.

CQI & Evaluation Department Questions?
Email Ana Rau [email protected]

Volunteers of America Los Angeles Homeless Programs
Manual

Policy # 01 Intake & Exit
Policy

Reference
Related Policies (if any)

Purpose
The policy is informed by the Funder’s requirements and should be read in conjunction with current Agency standards shaping the emergent operating environment. It serves as a guide and sole mechanism for participant’s intake and assessment process for VOALA’s services and programs.

Documentation from this assessment practice will provide the basis for developing the brief service plan, consistent and equitable participant needs, and case management services. It is the initial meeting with the participant during which the case manager gathers information to address the participant's immediate needs to encourage his/her engagement and retention in services. All of which shapes the overall cultural context emphasizing collaborative relationships and partnerships between individuals, families, communities and service providers. The policy italicizes persons within Interim Housing programs to have the same basic human rights as other members of society, as well as the right to have their specific needs met regardless of the nature, origin, type or degree of their homelessness constraints.

Scope:

The primary objective of the Intake/Exit Procedures are to ensure that the services are readily available to participants, and are being tracked from entry to exit. Policy will continue to serve as a mandate to screen participants in determining if they need case management services, and if so, to determine the model of case management most appropriate to meet their needs, and to assess the participant’s willingness and readiness to engage in case management services. This includes ensuring that intake and exit policies are followed; providing participants who need a higher level of care with reference to other service providers. The following policies shall be used in conjunction with the case manager competency training to ensure that case managers are both prepared to provide services with professionalism and construct proper processes that are easily fathomable by the participants; which include:

I. Intake of new participants shall be available at least 5 days a week during normal operating hours so long as there is bed availability.

II. If the capacity of staff allows, participants can receive intake during extended hours or during the weekend should they need those

11! SAVl LIVLS. MA SK ur !
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual

Policy # 01 Intake & Exit
Policy

Reference
Related Policies (if any)
accommodations.

III. Accessibility and accommodation to shelters must be allowed between 6am and 8pm for participants.

IV. Complete screening for all perspective participants including an eligibility screen, basic information gathering, and a Danger Assessment for persons fleeing, or attempting to flee, domestic violence and/or human trafficking and sexual assault.

V. Utilize VOALA-approved initial screening tool (s)
VI. During intake, if the participant (s)/population served does not meet the participant (s) or participant’s family composition, a warm -hand-off referral to an Access Center in the area se rving that population (s) must be conducted.

VII. Upon intake, case managers, housing navigator and/or intake staff will assess participants mental, emotional, and behavioral health to provide eligibility for services and next steps.

VIII. Upon entry into the program, case managers, and/or intake staff shall assign a bed to the participant. This information must be tracked in HMIS and entered at the time the participant is assigned the bed/unit and enrolled in the program.

IX. All intake hours and contact information must be submitted to VOALA for review X. Intake must be completed in HMIS twice daily.

XI. Following intake and assessment, case managers, housing navigator and or intake staff shall develop a Housing Stability Plan/ISP for participants that are not yet linked to a housing provider or housing navigator.

XII. The Housing Stability Plan will provide a road map of the services and actions taken by both staff and the participant in order to achieve permanent housing placement.

XIII. Goals that are outlined in the Housing Stability Plan will include items like:
a) Accessing personal identification (for quick referral to permanent housing) b) Diversion and Prevention Assistance
c) Accessing certification of their current income (for quick referral to permanent housing)
d) Mainstream Benefits
e) Substance Abuse Services
f) Mental Health and Health Services
g) Vocational Services
h) Educational Supports
i) Life Skills Development

11! SAVl LIVLS. MA SK ur !
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual

Policy # 01 Intake & Exit
Policy

Reference
Related Policies (if any)

j) Independent Living Programs
k) Rapid Re-Housing
l) Housing Navigation Assistance
m) CoC Permanent Supportive Housing
n) Health Services, Housing for Health or housing and Jobs Collaborative. o) Department of Mental Health, Countywide Housing Assistance Programs. p) Veterans Administration Housing Programs
q) Housing Opportunities for person with Aids (HOPWA) Housing.

XIV. Goals within Housing Stability Plan shall follow the SMART format:
a. Specific
b. Measurable
c. Achievable
d. Relevant
e. Time- Bound
XV. The Housing Stability Plan may be changed should the following occur:
a. Participant situation changes
b. Participant cannot carry out goals or if goals change XVI. The Housing Stability Plan should be signed by participant as it develops and gets updated on a weekly basis.

XVII. Monthly Updates must be completed by case managers to assess progress towards participants’ goals

11! SAVl LIVLS. MA SK ur !
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 01 Intake & Exit
Policy
Reference
Related Policies (if any)

EXITING PARTICIPANTS
XVIII. Acceptable reasons for exiting participants shall go as follows:

a. Participant must be exited once placed into permanent housing. b. Participant must be exited if relocation occurs outside of Orange County. c. Reunification services are utilized or if participant self-resolves their housing crisis. d. Shall the participant pose a threat to themselves, other participants or staff members, they must be exited.
e. Shall a participant be hospitalized or incarcerated for three to Seven consecutive days or more (Interim Housing). Note also, 3 consecutive days of unapproved absences upon on check-ins will negate exiting the program. f. For families where one family member is institutionalized, or other action that changes the family composition. Program Leader needs to ensure that the household is stabilized until they are transitioned to the appropriate new program/population system.

XIX. An exit plan must be in place for participants not entering Permanent Housing placement and should include referrals and linkages to other interim housing resources, with warm hand-off where possible.

XX. Exits must be entered into HMIS indicating where the Participant has “exited to.” “Unknown destination” entries in HMIS are to be discouraged.

XXI. Notice of termination shall be administered by a case manager, housing navigator, or other staff familiar with the participant’s individual case management plan.

XXII. A participant CANNOT be exited for any of the following reasons:

a. Missing check-ins for 1 night, 2 consecutive nights or if they fail to show on the 3rd night.
b. Active substance abuse
c. Active health issues
d. Failure to abide by personal budget
e. Non-compliance with Housing Stability Plan
f. Medication non-compliance

XXIII. Please note that a participant should be re-enrolled who has been exited if a bed is available.

~
•1 ~~ SAVl LlVlS. MASK Uf!
Volunteers of America®
-. LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 01 Intake & Exit
Policy
Reference
Related Policies (if any)

Termination of Participants
A copy of this policy will be afforded and reviewed with all participants during enrollment, requiring signature to support consent and acknowledgement. This policy will be in accordance to the grievance procedures and will be reviewed simultaneously.

XXIV. This policy will be readily available for all program participants and staff.

Copies of the grievance procedures shall be clearly marked during intake and upon request.

XXV. A summary of the program grievance resolution policies and procedures must be prominently displayed in a common area (s) in the facility.

XXVI. For Incidents, injuries, accidents, conflicts, illnesses, trauma etc. leading to termination must be reported utilizing the Incident Reports to log, track, monitor and resolve crises.

XXVII. All Incident Reports MUST be made available to VOALA upon request.

XXVIII. VOALA must be notified immediately of incidents that resulted in emergency personnel or first responders being discharged to TH facility/facilities (i.e., police, sheriff, fore department) and any incidents resulting in hospitalization, bodily injury, and or death of participants.

XXIX. VOALA programs shall NOT screen a participant out of Interim Housing program due to past program participation or previous stay at the program.

XXX. VOALA programs shall NOT permanently “ban” participants from re- entering the programs, regardless of reason for the participant’s exit or termination from previous enrollments in the said program (s).

XXXI. All participants re-entering VOALA programs after being exited or terminated shall be afforded the review of VOALA’s written standard procedures relating to Health and Safety to self, other participants and staff. A review of VOALA’s written regulations referencing funder’s requirement to conduct and maintain compliance shall be readily available at re-entry/intake requiring participant’s signature indicating evidence of consent and acknowledgement.

In addition, participants shall be afforded the opportunity to review written grievance procedures requiring signature by both participant (s) and case management, navigator or intake personnel signaling comprehension and agreement on both sides. Participant shall be notifying of common area (s) where grievance procedures are displayed.

~
•1 ~~ SAVl LlVlS. MASK Uf!
Volunteers of America®
-. LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 01 Intake & Exit
Policy
Reference
Related Policies (if any)
XXXII. Once a participant has successfully linked to permanent housing, VOALA will provide the necessary support when that linkage has been implemented, in the form of a warm hand-off, NOT merely a referral.

XXXIII. Provider must work collaboratively with Case Manager in the housing program to facilitate a quick and successful transition that is not disruptive to the participant.

XXXIV. Complete an Exit Plan. See “Exited Participants.”

~
•1 ~~ SAVl LlVlS. MASK Uf!
Volunteers of America®
-. LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 02 Case Management
Policy
Reference
Related Policies

Introduction:

The policy promotes a consistent orientation to case management service delivery and encourages a structured, collaborative and accountable approach to the case management practice of housing-first focused staff; whose role is to provide a case management service to eligible participants in accessing permanent housing via referral programs such as rapid re-housing programs, permanent supportive housing, affordable housing etc.

The implementation of the Case Management Policy supports and provides detailed guidance on different aspects of case management practices.

Purpose:

The policy is informed by the Funder’s requirements and should be read in conjunction with current Agency standards shaping the emergent operating environment. The framework provides the overarching philosophical and cultural context for case management practice reform which is grounded in an emphasis on collaborative relationships and partnerships between individuals, families, communities and service providers. VOALA case management service provision will comply with the objectives and principles of the funder’s requirement and VOALA standards. The policy emphasizes that persons within Interim Housing programs, to have the same basic human rights as other members of society, as well as the right to have their specific needs met regardless of the nature, origin, type or degree of their homelessness.

Scope:

The primary objective of the Housing-Focus case management/supportive services is to extend support to participants through an individualized case management relationship, that will ultimately translate to increased housing stability. This includes support with completing housing applications, accompanying participants to housing and /leasing appointments, and other support associated with housing placement process.

I. Housing-focused case management will be offered in accordance with Housing First, Low Barrier, Harm reduction Trauma Informed Care Principles, to assist the participant either in self- resolving their housing crisis and to be connected to a permanent housing provider. Case management should make a rapid connection to a broad continuum of resources and permanent housing, emphasizing a short term stay in the Interim Housing program.

II. Housing-focused case management sessions will be dedicated to assessing and re-assessing needs, education, participants on community resources opportunities, developing Housing

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 02 Case Management
Policy
Reference
Related Policies

Stability Plans, scheduling appointments, and providing the necessary follow up to ensure housing stability plans are progressing on schedule and needs are adequately being addressed.

III. Case Management services will be voluntary and participant-centered. Case managers will facilitate engaging services to support participants.

IV. Case managers will meet with participants on a regular basis should the participants enroll in the case management services. Case managers will document the content and outcome of case management meetings with participants in HMIS case notes.

V. Case managers will maintain a ratio of approximately one staff to twenty-five participants for optimal delivery.

VI. Caseload will be determined by supervisory staff while assessing the level of acuity/need, the amount of contact that is needed to successfully engage the household and the length of time needed to meet the participants where they reside.

VII. Case managers will coordinate with Housing Navigators to maintain linkages with housing. If a participant is assigned a Housing Navigator prior to enrollment/entrance to the program, the case management will facilitate coordination with said Housing Navigator to maintain services.

VIII. There will be distinctive roles and responsibilities if there are two staff assisting a participant to eliminate ambiguity of coordinated services and roles, or any attempt to “split staff.” IX. Case managers will be designated a space at the site or at another program/administration that is reasonably close and accessible to the participants. If case management space is located off site, transportation will be provided to participant to and from case management site.

X. Case managers and along with designated program leaders and/coordination of designee will track all services provided to participants in HMIS in achieving housing stability and sustainability upon exit from the program.

XI. Case managers will meet with participants on a weekly, bi-weekly and /monthly basis to discuss and track progress of program’s services.

XII. Case Manager will actively support participants to establish a range of funded and leveraged activities that addresses their goals of the Housing Stability Plan to include a) Accessing personal identification (for quick referral to permanent housing). b) Diversion and Prevention Assistance.
c) Accessing certification of their current income (for quick referral to permanent housing). d) Mainstream Benefits.
e) Substance Abuse Services.
f) Mental Health and Health Services
g) Vocational Services
h) Educational Supports.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 02 Case Management
Policy
Reference
Related Policies

i) Life Skills Development
j) Independent Living Programs
k) Legalservices
l) Transitional Housing Programs for youths
m) CES and Rapid Re-Housing Program.
n) Housing Navigation Assistance.
o) CoC Permanent Supportive Housing
p) Health Services, Housing for Health or housing and Jobs Collaborative. q) Department of Mental Health, Countywide Housing Assistance Programs. r) Veterans Administration housing programs.
s) Housing Opportunities for person with Aids (HOPWA) Housing.

VOALA Standards
The objective of the case management includes enabling people challenged with homelessness to achieve their maximum potential as a community member and providing specialized services that promote participants:

I. community integration and complement mainstream services.

II. achievement of positive outcomes in regard to individuals’ independence, employment and community integration
III. respect for their individual human worth and dignity.

IV. live in and be part of the community.

V. realize their individual capacities for physical, social and intellectual development.

VI. access services which support their attainment of a reasonable quality of life.

VII. choose their lifestyle and access the information they need to exercise informed choices in a manner appropriate to their current living circumstances and cultural background.

VIII. participate in decisions that affect them.

IX. when receiving services, to receive them in a manner that results in the least restrictive form.

X. pursue any grievance in relation to service provision without fear or experience of reprisal or recrimination.

XI. protection from neglect, abuse & exploitation.

As the role of the case management continues, it should aim to dictate:

I. focusing on achieving positive outcomes like increasing independence, employment opportunities and engagement with the community and as a part of the community.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 02 Case Management
Policy
Reference
Related Policies

II. meeting individual needs and goals in the least restrictive and intrusive way.

III. promoting wider recognition of a person’s valued role and status.

IV. promoting participation in the life of their community.

V. ensuring that no single organization providing services exercises control over all or most aspects of a person’s life.

VI. providing opportunities to actively realize goals which are valued by the community and appropriate to their chronological age.

VII. ensuring a person has the opportunity to direct decisions that affect their lives.

VIII. ensuring where required, a person has access to advocacy support to enable full participation in decision making.

IX. recognizing the importance of families, friends and supporters, including their cultural, religious, and linguistic environments.

X. recognizing and respecting the person’s right to privacy, dignity and confidentiality.

XI. ensuring the legal and human rights of a person with a disability are maintained in relation to the prevention of sexual, emotional and physical abuse.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Safety Policy Statement
Safety HR Flyer

SAFETY POLICY STATEMENT
Safety communication provides immense value in preventing workplace accidents and saving lives.

Our agency is committed to improving the safety and health of all employees, improving productivity through a healthier workforce, and reducing injuries and illnesses. Our agency will provide our employees with the safest possible work environment and the knowledge necessary to safely carry out their job duties. The agency’s safety efforts shall be ongoing and focus on continuous improvement.
• Working safely is a responsibility shared by all employees. Managers and supervisors are to maintain the safest possible working conditions by encouraging and enforcing agency safety policies and procedures. • Employees are to perform their duties in the safest manner possible and adhere to all established safety rules, procedures, and work practices. Employees are encouraged to actively participate in the agency’s safety efforts. • Involvement by all levels of the organization shall contribute to an effective safety and health program for the benefit of all employees, their families, and the public.

Please refer to the attached agency’s Facilities and Safety Team Organizational Chart. The following individuals have been designated and empowered to coordinate the safety and health efforts of this agency.

Facilities and Accessibility Manager: Sonia Campos – [email protected] Agency Safety Email: [email protected]
Facilities Assistant: Gabby Ventura – [email protected] Safety Coordinator Children’s Services and Programs: Andrew Grundig – [email protected] Safety Coordinator Adult Services and Programs: Jose Garcia – [email protected] Safety Committee Team & Safety Ambassadors – Children’s Services

l
~ ~~ SAVL LIVLS. MASK Vt!
Volunteers of America *

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 03
Facility & Maintenance Policy and
Procedure
Reference:
https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr/i449022 Related Policies:
https://www.hcd.ca.gov/index.shtml
http://www.search-california-law.com/research/section/ca/HSC/22.2.2/index.html

PURPOSE:

Volunteers of America Preventive Maintenance Plan for facilities has been developed to protect assets and extend the value and life of all property structures, equipment, and functions that enable us to provide uninterrupted service to our clients and staff. It is our purpose to also ensure and maintain our facilities at a level of standard that allows us to monitor and enhance services before it fails, replace or repair items before it reaches its projected life span, and anticipate problems before they become emergencies.

Procedures:

In an effort to maintain a safe and healthy environment at our facilities, and to ensure compliance with Local, State and Federal guidelines and regulations, all alterations, additions, renovations, or reconfigurations to buildings and structures must be approved by the Program Director, the Facilities and Accessibility Manager, Maintenance Director and the Chief Operating Officer (if applicable). This will include, but not be limited to:
▪ Acquiring a new facility
▪ Removal of existing walls and/or partitions.
▪ Construction of new walls and/or partitions.
▪ Reconfiguration of existing furniture, and/or new installation of furniture. ▪ Changes in the intended use of rooms or spaces within buildings. ▪ Any alteration, addition or renovation that may affect Local, State or Federal guidelines and regulations regarding Fire, Life and Safety issues. ▪ Any changes that might involve building and safety functions, landlord/lease agreements or local/county licenses or permits. Additionally, prior to the commencement of any building or structure alterations, additions or renovations, the following must be followed:
▪ Any alterations, additions, or renovations must comply with all applicable fire codes, safety and health regulations, ADA requirements and any other applicable codes and regulations.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America ® ..- LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 03
Facility & Maintenance Policy and
Procedure
Reference:
https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr/i449022 Related Policies:
https://www.hcd.ca.gov/index.shtml
http://www.search-california-law.com/research/section/ca/HSC/22.2.2/index.html

▪ Any plans and specifications related to such alterations, additions or renovations should be coordinated through the Facilities Department to assure compliance with all applicable Safety and Health guidelines, codes and regulations.

Grounds
▪ Grounds and landscaping are maintained on an on-going basis. Some facilities have external vendors providing services and other services might be provided by the landlord and/or done internally by the agency’s maintenance department. If you need services or clarification about the grounds at your facility, please submit a work order request and/or contact the maintenance department for clarification. ▪ For any request relating to maintenance requests or the grounds, please submit a work order request to the maintenance Maria Yescas Jacobo (Assistant Facilities Planner).

HVAC:
▪ The Maintenance Department operates and maintains the heating, ventilation, and air conditioning (HVAC) systems for all locations. In some instances, where the landlord might need to be contacted, the maintenance department should still be made aware of any issues or concerns with the equipment.
▪ For an explanation of how your central heating and air conditioning system operates, please refer to the maintenance department for information pertaining to your unit.

Please do not allow clients or unauthorized staff attempt to adjust thermostats themselves. HVAC units at our facilities are not like home units and act primarily as sensors rather than controls. Most room temperature issues are a result of other equipment problems. All facilities should maintain a comfortable temperature level between 69 and 72 degrees.

Work Orders/Maintenance Log:
▪ Should a repair be needed at a facility, please submit a work order to the maintenance department via email or fax indicating the need and ensure its approved by the designated supervisor for the program (Log Attached). Any big-ticket items will be addressed with designated staff to develop a time frame and priority. All work orders

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America ® ..- LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 03
Facility & Maintenance Policy and
Procedure
Reference:
https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr/i449022 Related Policies:
https://www.hcd.ca.gov/index.shtml
http://www.search-california-law.com/research/section/ca/HSC/22.2.2/index.html

are logged and assigned a priority level and staff person who will be responsible for completing the work. Work orders must be tracked on logs for any maintenance (minor or major) being done.
▪ If you require a log of repairs made at your facility, please submit a request to the maintenance assistant. We also encourage all supervisors to maintain copies of any requests and orders in a binder for on-going monitoring and communication purposes. ▪ Although we strive to ensure that all repairs are completed in a timely manner, some of the factors listed below might create a delay, however, all Fire, Life, and Safety items will be given top priority and addressed immediately.

Other factors to be considered:

1. Landlord/ approval or lease restrictions.

2. Funding or obtaining approval by funder/grant.

3. Acquiring permits or inspection dates/approval.

Communication:

Our commitment to on-going communication is crucial in developing timely responses and providing adequate information to all staff at all locations. We encourage all staff to get familiar with procedures pertaining to any IT, Maintenance, Facility or Safety requests to ensure and confirm requests are received. On-going monitoring should be conducted at all facilities with proper follow up by designated staff to ensure all items are addressed in a timely manner.

Health & Safety:

VOALA is committed to the goal of providing and maintaining a healthy and safe working environment, while conducting continuous improvement. This goal is only achievable by adherence to established objectives striving to exceed all obligations under applicable legislation, and by fostering an enthusiastic commitment to health, safety and the environment within VOALA personnel, contractors and visitors. In particular:

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America ® ..- LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 03
Facility & Maintenance Policy and
Procedure
Reference:
https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr/i449022 Related Policies:
https://www.hcd.ca.gov/index.shtml
http://www.search-california-law.com/research/section/ca/HSC/22.2.2/index.html

▪ Management, working in cooperation with the Facilities and Maintenance Department, and Safety Committee, will strive to take all reasonable steps to reduce workplace hazards to as low as reasonably achievable.
▪ Supervisors and managers are held accountable for the health and safety of all employees under their supervision. This includes responsibility for applicable training and instruction, appropriate follow- up on reported health and safety concerns, and implementation of recommended corrective action. This accountability is integrated into the performance appraisal system.
▪ Supervisors, workers and visitors are expected to perform their duties and responsibilities in a safe and healthful manner and are accountable for the Health and Safety of themselves and others.
▪ VOALA is committed to providing all necessary training and instruction to ensure that appropriate work practices are followed on the job, and to promote their use off the job.
▪ Upon being hired, all employees will go through a safety orientation that will provide all staff with guidance on policies and procedures in place with an emphasis on overall safety, physical access control, incidents, and site safety inspections. This shall be completed via the online learning portal.
▪ Safety needs: first aid kits, fire extinguishers, emergency backpack, list of employees and participants
Additionally, staff will complete a series of online training through the agency learning portal on the following safety topics:

1. Safety Practices at VOALA – HR training

2. Integrated Pest Management (IPM) and Data Safety Sheets

3. Fire Extinguisher basics

4. Smoke alarm and Fire Alarm Control Panel basics

5. Incident reporting (AS)

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America ® ..- LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 03
Facility & Maintenance Policy and
Procedure
Reference:
https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr/i449022 Related Policies:
https://www.hcd.ca.gov/index.shtml
http://www.search-california-law.com/research/section/ca/HSC/22.2.2/index.html

6. Incident reporting (CS)
Health, safety, the environment and loss control in the workplace are everyone’s responsibility.

Here at VOALA the expectation is that everyone will join in our efforts to provide a healthy and safe working environment on a continuous day to day basis. Only through the dedication and efforts of all individuals can the agency succeed in providing a healthy safe working environment.

If you require any assistance or have any questions, please feel free to contact the following for guidance:

Current staffing for Facility/Maintenance Dept.:

Juana Rivas/Facilities- [email protected]
Sonia Campos /Facilities and Accessibility Manager - [email protected] Gabby Ventura /Facilities Assistant - [email protected] Jimmie Guzman / Maintenance Director [email protected]
Maria Yescas Jacobo / Maintenance Assistant – [email protected] Michael Barron/ Maintenance (Technical)[email protected]

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America ® ..- LOS ANGELES

Work Order#
Adult Services
Maintenance Request Form

Date: Site Name: Request Log #

Person making request: Phone:

Please provide a brief description of service needed. Requests will be completed in order received and you will be advised if a longer time period of time is anticipated. Emergency requests have priority. Please keep yellow copy of your request for your records in the Health & Safety binder at your center.

Description of request (Please be specific):

*To be completed by office staff*

Date Received: E-mail Fax Phone (Emergency only)

Priority Code: 1 Emergency 2 Health & Safety 3 General Maintenance or repair

4 Facility Asset Manager – Date Notified: 5 Landscaping – Date Notified:

Work order assigned to: Date: Time: for

Emergency repair HVAC Electrical Painting Grounds Plumbing Custodial *To be completed by maintenancestaff*
Date Received: Name of person completing work:

Description of repair:

Total Days:

Date
Completed:

Time
at site:

Time
Finished:

Total Hours:

Materials Used

Site Supervisor Signature of Completion: Date:

,.~ Volunteers of America •
r GREATER LOS ANGELES
□
□
□
□ □ □
I I
□
□ □
□
□
□ □ □ □
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

Purpose:

Volunteers of America of Los Angeles (VOALA) takes the well-being and fair treatment of all of its program participants very seriously. VOALA shall listen to and address all participant complaints in a respectful and timely manner.

To that end, VOALA provides a copy of this VOALA Grievance and Termination Procedures and associated forms to all participants at intake, with additional copies available upon request.

Further, this Grievance and Termination Procedures and related forms shall always be posted in a prominent location(s) within each homeless services site for easy access by all participants.

Policy:

Anonymous Complaints

If you wish to make an anonymous complaint about a VOALA staff member or action, VOALA has established the following toll-free, complaint hotline:

(844) 854-6990

Participants can call at any time to raise an issue. The complaint will be reviewed by relevant staff at VOALA’s corporate office within 72 business hours and addressed as appropriate.

Though VOALA keeps a record of all complaints received on this hotline and tracks how each complaint is addressed, because this hotline is anonymous, VOALA will not be able to respond directly to the complaining party.

Standard Grievance Procedure

Level 1:

VOALA encourages any participant with a complaint to first raise this issue to regular program staff (including shelter or floor attendants, case managers, etc). Make them aware of your complaint so that they may address the situation on the front-end.

Level 2:

If the program staff do not provide you with an explanation or resolution with which you are satisfied, ask to speak with a supervisor. The supervisor shall provide you a confidential space to discuss your complaint and may be able to come up with a solution to your issue.

Level 3: Page 332 of 424
11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

If after attempting Level 1 and Level 2 – or after you have left an anonymous complaint on the hotline, you are still not satisfied by VOALA’s resolution of the issue, you may file a formal grievance:

1. Fill out a formal “Grievance Form,” attached here. This “Grievance Form” may also be picked up from the posted Grievance Policy location in the program site or available by request from any program staff. Please fill out the form completely, describing the issue you want addressed.

2. Submit the completed “Grievance Form” to any program staff or place the completed “Grievance Form” in the locked “Grievance Box” next to the posted Grievance Procedure at the program site.

3. The completed “Grievance Form” will be transmitted to the VOALA Grievance Coordinator within 12 business hours of receipt. In the event that your grievance relates to or involves the Grievance Coordinator, VOALA shall ensure review and investigation of your grievance by a non-involved senior staff member.

4. Once the Grievance Coordinator is in receipt of your formal grievance, the Grievance Coordinator will work to gather all facts and testimony from relevant parties, and issue a written decision on the resolution of the grievance within 72 business hours (excludes weekends and holidays).

Grievance Coordinator Information
Richard Renteria
(213) 435-4287
Mon- Fri 8am-5pm

Alternate Grievance Contact Information
Caleb Anderson

(213) 393-6942

Mon-Fri 8am – 5pm

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

The Grievance Coordinator shall provide a confidential area for grievances to be heard. All efforts to address and seek a resolution of a grievance shall be completed through face to face communications with the grievant to the extent possible/practicable as determined by VOALA.

5. The Grievance Coordinator shall develop and maintain written documentation of any grievance and its resolution in a central “Grievance File.” The Grievance File, as well as any grievant’s client file will be made available to VOALA immediately upon VOALA’s request.

6. If the resolution of a grievance by the VOALA Grievance Coordinator is unsatisfactory to you, a participant may request an appeal with someone other than the Grievance Coordinator or Program Manager that staffed the grievance. After review, participants will receive an additional and final resolution notice in writing stating the results of the appeal.

7. Participants that want to continue to pursue an appeal have the right to contact a free Dispute Resolution Program, after the completion of VOALA’s grievance appeal process.

The Department of Health Services, Department of Mental Health and the Department of Public Health have established a county wide centralized phone line for participants seeking to engage in the funder grievance process. Participants can contact the appropriate funder to access the grievance appeals process. This process only evaluates and ensures that participants have received due process in the filing of a grievance with VOALA and that the above-mentioned procedures have been followed.

Participants and agencies also have the resource of the Dispute Resolution Program.

The dispute resolution service will schedule a mutually beneficial

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

appointment time between the participant and the provider with the goal of finding a common understanding and compromise resolution to the participant’s grievance.

Dispute Resolution Program
714-480-6449

Termination Procedure
Volunteers of America of Los Angeles (VOALA) is committed to serving all eligible participants and works to promote a safe environment for all participants that are served.

To keep a safe environment, the following behaviors have been identified as reason for program termination.
• Physical Threats
• Verbal threats of violence or harm
• Physical violence to staff or other participants
• Sexual misconduct and/or assault
• Direct observation of participant engaging in illegal activity onsite • The use of or selling of illegal substances ON the premises • Activities that put the site at risk (Arson, Destruction of property) Appeal of Termination
Clients have the right to receive their termination in writing and appeal their termination through VOALA Termination Appeal Form and submit it to the designated program staff member identified below for review. VOALA will provide an answer to the participant within five (5) days from receipt of the appeal in writing.

Please refer to the VOALA Homeless Services Participant Grievance Procedure and associated Grievance Form for instructions on how to pursue such an appeal.

Participants appealing their termination shall receive a written decision regarding their appeal per the timeline provided in the Grievance Procedure, but in no case more than five days from the date of the appeal.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

Reinstatement after Termination

Termination from a VOALA program will not result in a lifetime ban from VOALA services.

Rather, a participant terminated from a VOALA program may be reinstated or provided with services in the future. The determination as to reinstatement or provision of other services, and the timing of any such reinstatement is at the sole discretion of VOALA staff.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

Grievance Form
(Must be completed by the Program Participant)

Participant Name: Phone # Date:

Provide a brief description of your grievance (attach additional pages if needed):

PROGRAM PARTICIPANT SIGNATURE:

Date: Time:

Within 12 business hours of receipt, this form will be forwarded to the Grievance Coordinator.

You will be contacted by the Grievance Coordinator as they investigate your grievance and will be provided with a written determination on this grievance within 72 business hours after receipt by the Grievance Coordinator.

FOR VOALA USE ONLY

Received by: In person: Grievance Box:

Date: Time:

Signed:

Received by Grievance Coordinator:

Date: Time:

Grievance Coordinator Signature:

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 04 Grievances &
Termination
Volunteers of America Los Angeles Homeless Programs Manual

Volunteers of America of Los Angeles (VOALA)
Disclosure to Program Participants and Acknowledgement of Receipt of VOALA Homeless Services Participant Grievance Procedure

VOALA services are provided to all individuals who are eligible without discrimination on the basis of HIV infection, race, creed, color, age, sex, gender, sexual orientation, religion, ancestry, national origin, physical or mental handicap (including substance abuse), immigrant status, political affiliation or belief.

By signing below, I acknowledge that VOALA has provided me with my own copy of the VOALA Homeless Services Participant Grievance Procedure, including the Grievance Form, has explained the Grievance Procedure to me, and has answered any questions I had.

I further understand that if I need another copy of this Grievance Procedure or Grievance Form at any point in the future, I can ask VOALA staff, or retrieve a copy of either document from the posted Grievance Procedure location at my program site.

Signature Date

Participant Name Phone_________________________

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

Purpose:

To provide a pest management program at all VOALA facilities that ensure pest management functions and principles adherence to the California Integrated Pest Management (IPM) regulations to reduce pests, reduce toxic chemical exposure and ensure a safe environment for staff, participants and visitors.

Overview:

VOALA is dedicated to ensure facilities are safe and clean, management, supervisors and other individuals responsible for maintaining grounds are aware of the various types of options that is available for the control of pest problems.

VOALA has established an Integrated Pest Management (IPM) program and requires for facilities to incorporate it’s use and practices. The following steps will be addressed both internally and externally to include staff, participants and vendors in maintaining an effective program.

Procedures:

RISK ASSESSMENT
Due to the location and population served in the housing units, ideally some IPM practices will not be able to be followed. Consideration for the least restrictive and environmentally friendly products approved by the EPA is the agency’s number one priority; however, at times, this might not be able to be accomplished.

When needed, an assessment will be done by internal staff to ensure IPM practices is being followed to reduce pests. If the issue continues, an external vendor will be contacted to do an assessment. Following the guidance of IPM practices and if indicated by a contractor that additional measures are needed, VOALA will follow the given guidance and also post notices, inform the clients, and maintain SDS information available to staff and clients to provide additional safety practices.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

Additionally, these measures will be in place to ensure that pests are controlled and maintained to reduce exposure, re-occurring incidents, and to address any issues identified to reduce the likelihood of an outbreak, which is common in housing facilities.

Documentation and recommendation for pest control will be provided on all assessments and invoices.

PESTS:

It is the policy of VOALA to control pests as best as possible. Pests such as cockroaches, fleas, fire ants, flies, bed bugs, stinging wasps, termites, and rodents are annoying and can disrupt the environment. Pests are known to bite, sting, or transmit diseases, and may also cause allergic responses.

PEST MANAGEMENT:

It is the policy of VOALA to reduce exposure to pesticides in the environment.

When pesticides are used to control pests, there is potential for human exposure. Excessive use may result in pesticide poisoning or allergic reaction in sensitive individuals and therefore limited intervals for spraying (if applicable) and proper notification to clients and staff along with airing out and evacuation periods are set for periods of time to ensure safety, good quality air and proper ventilation.

In order to reduce and control pests and harmful exposure, pests will be managed to:
▪ Reduce any potential human health hazard or to protect against a significant threat to public safety.
▪ Prevent loss or damage to resources, structures or property. ▪ Prevent pests from spreading in the community or increase animal populations beyond the facility.
▪ Enhance the quality of life for the staff and others.

The level pf pest control and the method of pest management to be considered are as follows:
▪ Non-Chemical prevention of pest populations using methods such as sanitation and exclusion.
▪ Application of pesticides only “as needed” to correct verified problems. Page 341 of 424 11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

▪ Selecting the least hazardous methods and materials effective for control of targeted pests.
▪ Precision targeting of pesticides to areas not contacted or accessible to children, participants and staff.

The success of an IPM program is dependent upon:
▪ Full cooperation of administrators, staff and parents. ▪ Establishment of agency wide IPM coordinator and safety committee. ▪ Safety committees should include pest management and pesticide policy as part of their agenda.
▪ Each shelter shall designate a staff member to coordinate the IPM program and work with the Maintenance Supervisor and maint ain pest management records on site. Depending on lease agreements, designated staff will send maintenance request to the landlord or Facilities and Safety Team.

IPM procedures will determine when to control pests, and whether to use physical, horticultural or biological means. Chemical controls should be used as a last resort. Staff that is a part of the IPM team and contracted vendors should depend on current, comprehensive information on the pest, and its environment and the best available pest control methods.

IPM programs will include the following components:

1. Monitoring and Action Thresholds- Checking for pests, damage or other evidence of infestation, which will enable selection of the most appropriate pest control procedures.

2. Food Service- Pest control consistently assures that the kitchen is gnat and pest free as much as possible with bi-monthly spraying.

3. Safety- Incorporation of various pest control techniques to minimize the impact on occupants and other non-target
organisms.

4. Education/Communication-Provide the necessary outreach and training to ensure that the staff has an understanding of the basic concepts of the IPM program and the role each plays.

5. Record Keeping and Reporting- Provides essential information in

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

determining the effectiveness of pest control procedures.

6. Non-Pesticidal Control-Incorporates all pest control procedures that prevent pest problems.

7. Pesticidal Control- Utilizes the judicious use of pesticides to control pest’s problems.

8. Program Evaluation/Quality Assurance- pest control programs will be reviewed periodically to determine the effectiveness and to identify aspects requiring modifications.

It will be the policy of VOALA to utilize IPM principles to manage pest populations adequately. While the goal of this IPM program is to reduce the use of extremely toxic pesticides, use of pesticides may be necessary in certain situations.

When it is necessary to use a pesticide, then the least hazardous pesticide will be chosen. The application of such pesticides must be used accordi ng to its label and must be approved for use on the EPA website.

NOTIFICATONS
It is the policy of VOALA and IPM regulations to notify staff and clients and will:
▪ Allow only licensed or certified applicators to apply pesticides within any building or on the founds of any facility.
▪ At the beginning of each fiscal year, provide the staff with a copy of any pesticide applications made at the facility during that year.

Notifications will also include:

A description of the notifications procedures and definitio ns for emergency situations via Safety Data Sheets (SDS) which are located in the Administrative Office.

Notification from SDS sheets will include the following:

I. The product’s common or trade name and the name of the active ingredient of the pesticide (s) being applied.

II. The EPA Registration number as listed on the pesticide label. Page 343 of 424 11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

III. The pest (s) to be controlled.

IV. The specific locations where the pesticide is to be applied.

V. The date of the application.

VI. The name of the site supervisor or designee who may b e contacted for further information.

In addition,
▪ No application of the pesticide will be made in any building without the approval of the program director.
▪ No staff or client shall enter the area where the application has been made until it is safe to do so according to the provisions of the pesticide label or posted notification.
▪ These requirements shall not apply to the use of germicides, disinfectants, sanitizers, deodorizers, antimicrobial agents, insecticidal soaps, non-volatile insect, or rodents’ bait in a tamper resistant container, insect repellants or the application of a pesticide classifies by the United States Environmental Protection Agency as an exempt pesticide.
▪ Pesticide applicators must follow all State and Federal Statues and Regulations and follow all applicable label instructions and precautions.
▪ A copy of the record of each pesticide application will be maintained at the facility for a period of five (5) years.

TRAINING
Staff must be trained in the principle and practices of IPM and the use of pesticides registered by the Environmental Protection Agency. VOALA will only allow pesticide applications to be performed by outside vendors who are contracted with the pest control company. Staff must also be trained on IPM principles. IPM coordinator or designee along with contractors are required to have an annual training.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

REPORTS AND MONITORING
An IPM plan will be provided to staff and management and updated on a yearly basis.

Each site will also maintain an IPM manual with information, notices, pest monitoring log and copies of any work orders pertaining to pest management. This binder will be reviewed on an annual basis and as needed during safety inspections completed by the IPM Coordinator.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 05
Integrated Pest Management
Policy and Procedure
Reference: https://www.cdpr.ca.gov
Related Policies: Pesticides and Pest Control Operations (Title 3, Division 6) Structural Pest Control Board (Title 16, Division 19) Entire California Code of Regulations (Titles 1-28)

COMMUNITY
Safety Assessments and spot check s will be conducted throughout the facility to ensure internal and external measures are being monitored to reduce the occurrence of pests entering each facility. Our maintenance staff also cleans outside the facility as a preventative measure.

MAINTENANCE MEASURES:

The following is done internally by the maintenance staff to address any pest management issues along with any request for repairs, maintenance and cleanliness of each facility:
▪ Doors will have sweeps.
▪ Food pantry doors are be kept closed. Items are to be sealed and anything broken or soiled will be discarded.
▪ All Trash cans will have lids.
▪ Cleaning schedule will be implemented and monitored for stringent adherence. ▪ Bathroom Trash log will be implemented.
▪ Reduce clutter, cardboard, and cloth items piled up.
▪ Provide plastic containers instead of bags.

ADDITIONAL INFORMATION:

Additional information on IPM can be found on the California Department of Pesticide Regulation at https://www.cdpr.ca.gov.

VOALA is a registered partner on the DPR website and will monitor information resources to ensure the most up to date information is provided and followed.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless
Programs Manual
Policy # 06
Bug
Mitigation
Related Policies: California Civil Code §1941.1, Obligations, California Civil Code §1941.2,
(Ord. 8588 § 1 (part), 1964: Ord. 7583 Part 3 Ch. 8 § 628, 1959.)

Purpose:

To have a general outline of practice with regard to a participant having or being infested with pest. To ensure a proper format and application is conducted by staff to maintain the overall cleanliness and practices of health standards performed.

Bed Bug/Lice, Pest Procedure (Description):

If a participant is found to be or illustrates signs of infestation of pest during an initial intake, search prior to entry or being assigned to a bed, the staff will notify Shift Lead and a visual search will be conducted as explained below.

The Participant will be referred out immediately for treatment by medical professional, by the Lead Case Manager or Supervisor for treatment and medical clearance prior to being allowed entry to the facility. A visual inspection in a
private setting will be conducted with a witness present. The designated “bug light: will be used as a tool to help determine and confirm the presence of pest, at which time following procedure will be initiated; ▪ Removal of all personal belonging and items in possession of the participant ▪ Removal of all clothing worn by participant to be bagged. The participant will be given the opportunity to shower and change into clean clothing or a jumpsuit (temporary clothing) and a hygiene kit will be provided to them by staff.
▪ All clothing and linen will be taken and bagged immediately for proper washing by the laundry room staff.
▪ The bed area will be cleaned and steamed with the steamer as a precautionary measure
▪ The participant will be given a re-assigned cot (if after hours). ▪ Participant will then be directed to their appointed Case Manager or the Lead Case Manager and be referred for treatment (Participant is not allowed to return without clearance from medical
professional/Doctor stating they have received treatment and have given clearance to return to the facility.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®
..- LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 07
Incident Reporting Procedures
Reference- Rights & Obligations-VAWA. (24 CFR §5, Subpart L)

Introduction:

The intent of this policy is to ensure the implementation of a comprehensive integrated incident monitoring system to prevent incidents, report incidents in a timely manner, and take corrective actions to address them.

Purpose:

An incident is an event involving an individual who receives services provided by Volunteers of America Los Angeles that has presented or may present a danger to the safety and/or wellbeing of that individual or of another person. All incidents occurring in a VOALA facility/program must be reported to appropriate personnel within the agency, Timothy Throne, Sr. Program Manager, applicable external oversight bodies, documented and investigated, and reviewed by Management staff or designee.

Procedure:

When should a Incident Report Form be completed and submitted? VOALA is required to complete a Incident Report Form and submit when incident results in:
▪ bodily injury.
▪ any acts of violence.
▪ suspicions of abuse.
▪ signs of contagious disease.
▪ death of participants and/or staff.
any damage/theft done by participants and/or staff, that is supported by definite evidence. emergency personnel/first responders being discharged to any and all facility/facilities (e.g. police, sheriff, fire department, etc.) what do you do when any of the above incidents occur? After an incident occurs, please fill out the approved Incident Report Form. All required Incident Report Forms MUST be submitted within 12-hours of the incident occurrence. Please ensure the Incident Report Form is completed as thoroughly as possible with detailed information at hand.

Numbersfor closest first responders should be made available and posted at site location.

Incidents of abuse or neglect
Incidents related to the suspicion of abuse, neglect, trauma, and/or death of children must be immediately reported to the Orange County Child Protection Hotline at: 1 (800) 207-4464.

Upon completion of report to the Child Protection Hotline, VOALA’s staff must ensure it is documented in the incident report then notify Timothy Throne, Sr. Program Manager within 12-hours of the incident. Please ensure the 19- digit Referral # provided by DCFS is included in the Incident Report.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America Los Angeles Homeless Programs Manual Policy # 07
Incident Reporting Procedures
Reference- Rights & Obligations-VAWA. (24 CFR §5, Subpart L)

Incidents related to the suspicion of abuse and/orneglect of senior/elder participant must be immediately reported to the Adult Protective Services Hotline at:1 (800) 451-5155.

Upon completion of report to the Adult Protective Services Hotline , Contractor must ensure it is documented in the incident report then notify Timothy Throne, Sr. Program Manager within 12-hours of the incident. Please ensure to include any confirmation numbers.

What do you do when the incident involves a participant/family receiving Domestic Violence, Human Trafficking or Sexual Assault services? When submitting an Incident Report Form involving a participant receiving Domestic Violence, Human Trafficking or Sexual Assault services, please ensure the above guidance is adhered to in addition to the following:
▪ Use an Alias Name and/or Unique Identifier. Do not disclose any Personally Identifiable Information (PII).
▪ Do not disclose the location of the property if it has been predetermined as confidential (i.e. on-site).
▪ Comply with the rights and obligations created under VAWA. (24 CFR §5, Subpart L) How do I submit an Incident Report Form?
All required Incident Report Forms must be submitted via email.

Where can the Incident Report be found?
Approved Incident Report Form. Please note: VOALA must provide training and guidance to subcontractors in order to ensure program compliance. Approval of a proposed subcontractor does not relieve VOALA of any requirements under Incident Reporting Requirements.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES

PROGRAM INCIDENT REPORT

Date of Incident: Name: Location of Incident:

Date of Report: Person Completing
Report:

Program: Position: Supervisor:

Description

Who was Involved:
□ Police □ Fire □ Ambulance □ Child Welfare Personnel

Staff Signature Date:

~~ SAVE. LIVE.5. MASK Ut!
Volunteers of America •

LOS ANGELES

Incident Report Form

INCIDENT REPORTING
Frequently Asked Questions

When should an Incident Report Form be completed and submitted? Contractor is required to complete an Incident Report Form and submit when incident results in:

• bodily injury.
• any acts of violence.
• suspicions of abuse.
• signs of contagious disease.
• death of participants and/or staff.
• any damage/theft done by participants and/or staff.
• emergency personnel/first responders being discharged to any and all facility/facilities (e.g. police, sheriff, fire department, etc.)

What do you do when any of the above incidents occur?
After an incident occurs, please fill out the approved Incident Report Form. All required Incident Report Forms MUST be submitted within 12-hours of the incident occurrence. Please ensure the Incident Report Form is completed as thoroughly as possible with detailed information at hand within the first 12-hours of the incident.

Incidents related to the suspicion of abuse, neglect, trauma, and/or death of children must be immediately reported to the Orange County Child Protective Services Hotline at: 1 (800) 207-4464.

Upon completion of report to the Child Protection Hotline, Contractor must ensure it is documented in the incident report then notify Timothy Throne, Sr. Program Manager within12-hours of the incident. Please ensure the 19-digit Referral# provided by DCFS is included in the Incident Report.

Incidents related to the suspicion of abuse and/or neglect of senior/elder participant must be immediately reported to Adult Protective Services at:1 (800) 451-5155. Upon completion of report to the Adult Protective Services, Contractor must ensure itis documented in the incident report then notify Timothy Throne, Sr. Program Managerwithin12-hoursoftheincident. Please ensure to include any confirmation numbers.

What do you do when the incident involves a participant/family receiving Domestic Violence, Human Trafficking or Sexual Assault services? When submitting an Incident Report Form involving a participant receiving Domestic Violence, Human Trafficking or Sexual Assault services, please ensure the above guidance is adhered to in addition to the following:
• Use an Alias Name and/or Unique Identifier. Do not disclose any Personally Identifiable Information (PII). • Do not disclose the location of the property if it has been predetermined as confidential (i.e. on-site). • Comply with the rights and obligations created under VAWA. (24 CFR §5, Subpart L)

How do I submit an Incident Report Form?
All required Incident Report Forms must be submitted to via email.

Where can the Incident Report be found?
Approved Incident Report Form. Please note: Contractors must provide training and guidance to subcontractor s in order to ensure program compliance. Approval of a proposed subcontractor does not relieve contractor of any requirements under Incident Reporting Required

Form 1174 - Revised 10/19

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 08
Animal Assistance/ Service Animals
& Emotional Support
Reference- https://www.disabilityrightsca.org/publications/rights-to-service-and-emotional-support-animals-in-housing-and- public-places- Disabilities Act (ADA) for title II (State and local government services) and title III (public accommodations and commercial facilities)
Related Policies: California Food & Agriculture Code § 30851

Purpose:

The purpose of this policy is to ensure that participants and staff have a clear understanding of the procedures around having service/ emotional support animals during participant’s stay.

Policy:

Volunteers of America Los Angeles (VOALA) will reasonably accommodate any participant with an assistance animal with the understanding that each shelter has a pre-determined capacity residing in each shelter at one time. If such a reasonable accommodation cannot be made at a given facility, a referral to an appropriate facility will be made.

The service/emotional support animal will be permitted to go anywhere the participant is able to visit throughout the facility.

Provided within this scope shall be the training of all staff how to appropriately interact and support participant(s) with service animals in all aspects to participate in all areas of the program activities.

Procedures:

All participants who have a service and/emotional support animal must adhere to requirements below or their assistance animal’s stay will end:
▪ All assistance animals require Lead/manageme nt staff approval before their stay, regardless of length of stay.
▪ All assistance animals must be vaccinated and treated for fleas, and written verification of current vaccinations and flea treatment must be provided to staff within one week of entry. Afte r initial vaccination, booster shots must be given to the animal pet every three (3) years. o If a participant presents with an assistance animal that is currently not vaccinated and/or flea treated, VOALA will provide the participant with transportation to a nearby veterinary provider for free or low -cost vaccination and flea services which must be completed within one week of entry.

11~SAVl LIVlS. MASK Clf!
Volunteers of America~
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 08
Animal Assistance/ Service Animals
& Emotional Support
Reference- https://www.disabilityrightsca.org/publications/rights-to-service-and-emotional-support-animals-in-housing-and- public-places- Disabilities Act (ADA) for title II (State and local government services) and title III (public accommodations and commercial facilities)
Related Policies: California Food & Agriculture Code § 30851

o VOALA reserves the right to require follow -up flea treatments as necessary and will assist the participant in securing such treatment.
▪ All animals must be spayed/neutered and receive some degree of behavioral support (if and when warranted).
▪ All animals must be maintained in a healthy condition and sufficiently bathed and free of mange or any infestation.

VOALA shall provide facilities for cleaning/bathing of the animal with the participant required to clean the premises after bathing.
▪ Due to Health Code Regulation, animals are not allowed in the showers, tubs, or kitchen areas. If a participant requires accompaniment in the shower, an appropriate accommodation can be organized by management staff.
▪ The participant will have the animal with them and under their control at all times
o Animals may not be left alone or be made the
responsibility of another participant or staff. Staff will not provide any animal care services.
▪ Each animal must be kept on a leash or harness at all times. The leash must be held by the individual or made so the animal is not able to roam. Should an individual's disability prevent use of a leash or harness, the individual must maintain control of the animal through voice, signal, or other effective controls.
▪ VOALA is not responsible for providing food or care for the animal. ▪ Participants are responsible for cleaning up after their animal, including disposing of any animal waste.
▪ Participants will be mindful of the fact that others may be afraid of animals. ▪ Animals must not become a nuisance or threat to any other participants, staff, or visitors.
o Animals that display threatening behavior will be immediately addressed by staff to determine if a viable safety plan can be created. An animal that presents an ongoing safety risk will be removed from the premises.
▪ If the assistance animal is not yours:
o Never pet, touch, feed, or deliberately startle an assistance animal

11~SAVl LIVlS. MASK Clf!
Volunteers of America~
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 09
Transportation
Policy
Reference-

VOLUNTEERS OF AMERICA LOS ANGELES TRANSPORTATION POLICY

Purpose: The intent of this policy is to ensure that all participants are transported safely within the community and returned safely to their programs.

Policy: All persons served by Volunteers of America Los Angeles (VOALA) will be accounted for while being transported using VOALA vehicles. To ensure all participants safety, VOALA staff will conduct an inspection prior to boarding the vehicle, during interim stops, upon arrival to destination, and when returning to the programs. In addition, VOALA expects all drivers to stay in compliance with motor vehicle and state regulations.

Procedures:

Assistant Program Director/Manager/Coordinator/designee shall ensure the following VOALA transportation safety measures are adhered to before boarding, while in vehicle and when exiting the vehicle. ▪ All vehicles requests must be received within 48 hours in advance via email. ▪ All requests must include date, time, destination and the length of usage. Request must be communicated with transportation manager/designee.
▪ Emergency vehicle request with less than 48- hours’ notice shall be communicated via
email or telephone to Operation’s Coordinator/designee immediately. ▪ Driver must maintain a VOALA cell phone in working order for emergencies. ▪ All vehicles requested must be inspected for seat belt cutter. ▪ Visual inspection of tires; adequately filled with air, no flat tires… ▪ Vehicle has adequate gas for trip.
▪ Seat belts are working properly.
▪ Driver and participants only board the vehicle when preparing to leave for destination.
▪ Driver needs to check and ensure that each participant has a valid waiver/release liability form filed with VOALA.
▪ Driver must ensure all doors are locked after everyone has safely

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 09
Transportation
Policy
Reference-

▪ boarded and with seat belts secured. Vehicle will not depart venue until all participant (s) are safely secured with seat belts. ▪ If at any point during the trip, driver becomes aware of the seat belt being removed, detached or unfastened, he/she must pull over safely and ensure seat belt (s) are safely secured. Vehicle will not be re-started until seat belt is safely secured. Program Management/ Shift Lead shall be informed.

▪ If traffic signs allow, driver will park with the passenger exit door facing the sidewalk/away from traffic.
▪ Driver shall ensure wiper fluid is available.
▪ First Aid/ Vehicle Emergency Kit must be available.

When going on a trip Assistant Program Director/Program Manager/ Coordinator/Designee shall ensure:
▪ Trip Form/Vehicle Trip Slip is completed.
▪ Ensure the following information is documented on Trip Form/Vehicle Trip Slip:
✓ The Destination and Date of Trip
✓ The name of the driver
✓ Assign Designated Staff if not the driver (this
determination will be made based on the participant
(s) mental/physical/medical emergency
circumstances).
✓ The name of each participant attending the trip.
▪ Ensure that during transportation staff is familiar with participant’s safe-guard if any.

When going on a trip with children on board:
▪ Any child must be accompanied by a parent or guardian when being transported. ▪ A waiver form must be secured for each child in vehicle. ▪ Every child transported will be secured in an age/weight/size appropriate child safety seat or child booster seat.
▪ All seat or child booster seat must be installed b y parent; VOALA staff will not be engaged in the installation of the seat.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 09
Transportation
Policy
Reference-

When utilizing VOALA vehicle Assistant Program Director/Program Manager/ Coordinator/Designee shall Ensure:
▪ All VOALA drivers must attend Vehicle Use Procedures with Linh Luong, VOA LA’s Insurance Coordinator, and have their driving history cleared by company’s auto insurance carrier prior to driving any VOALA Owned and/or Registered Vehicles.
▪ All speed limits shall be adhered to. Avoid any reckless driving that place the participant(s) and all occupants at risk.
▪ Driver shall comply with all State Licensing and Traffic Laws, to include a valid driver’s license (no revoked or suspended license), parking and moving regulations; all violations of the latter will be the sole responsibility of the driver. Please refer to California department of Motor Vehicle for further information (https://www.dmv.ca.gov). ▪ Tickets issued and received shall be the sole responsibility of the driver. ▪ All Food and Drinks are prohibited.
▪ Smoking in vehicles is prohibited.
▪ It is the responsibility of the driver to ensure cleanliness of vehicle. ▪ All vehicle occupants are responsible for all personal belongings/items. ▪ Personal usage of the vehicle is strictly prohibited. ▪ The use and influence of alcohol and any controlled substance, including but not limited to marijuana, prior to or while operating VOALA’s vehicle strictly forbidden.
▪ The use of VOALA work cell phones while operating the vehicle is only permitted when using hands free device.
▪ Drivers are responsible for the security VOALA vehicles assigned to them. The vehicle engine must be shut off, keys removed from ignition, and vehicle doors locked whenever vehicle is left unattended.
▪ Distracted Driver citation while driving a company vehicle, of any kind, will be grounds for immediate termination of employment. ▪ Drivers are responsible for immediately reporting accidents/incidents, however minor, within 24 hours of the incident/accident to Program Manager/Supervisor, VOALA Insurance Coordinator and/or Human Resources. The driver must immediately complete the “Driver’s Accident Report” form and submit if the vehicle is involved in any accident of any kind. A copy of the “Driver’s Accident” form is placed in the binder

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®
• LOS ANGELES

Volunteers of America Los Angeles Homeless Programs
Manual
Policy # 09
Transportation
Policy
Reference-

in vehicle.
▪ If Driver leaves a scene of an accident without exchanging Insurance/Driver information that’s considered a Hit and Run; this will be immediate grounds for termination of employment. VOALA will further cooperate with law enforcement in prosecution of any such hit and run.
▪ All drivers/designee shall sign in and out of the specific vehicle in the log provided in vehicle binder.
▪ Upon return, driver shall complete a head count and sign Trip Form/ Vehicle Trip Slip to reflect all participants have returned. ▪ DO NOT transport participant if medical situation is deemed an emergency-please call 911.
▪ Failure to follow all policy, procedures and/or guidelines shall result in disciplinary action up to including termination of employment.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®
• LOS ANGELES

TRIP FORM
Trip Destination: Date:

Driver: Initial:

Designated Staff Name (if notdriver): Initial:

Head Count & Vehicle Inspection Completed

Board Vehicle Destination Second Stop (If applicable) Return to Program Participants
Attending
Trip:

Vehicle
Driver
Designated
Staff
(if there is a
second person)
Vehicle
Driver
Designated
Staff
(if there is a
second person)
Vehicle
Driver
Designated
Staff
(if there is a
second person)
Vehicle
Driver
Designated
Staff
(if there is a
second person)

I Initialed verifying completion of head counts upon boarding and exiting vehicle.

Vehicle Driver Designated Staff (if applicable)
I have completed a thorough inspection of the vehicle and confirm all occupants/participants have boarded & exited. This was completed by boarding the vehicle, walking to the rear of the vehicle and looking behind and under every seat to ensure everyone is accounted for.

Vehicle Driver Designated Staff (ifapplicable)
Assistant Program Director/Program Manager/Coordinator/ Designee Signature:

1 " SAVE. LIVE.S. MASK Ut!
Volunteers of America ~

LOS ANGELES

VOALA VEHICLE INSPECTION CHECKLIST
VEHICLE INFORMATION: Checkout
Date: License Plate #:

Driver Name: VIN # (Last 4):

Driver Contact: Program Name & #:
2nd Staff (if applicable): Departure Time:

Is this a Ct transport? [ ] Yes [ ] No Estimated Return Time:

INSPECTION POINTS

VISUAL INSPECTION YES NO NOTES/RECOMMENDATIONS
Registration Tags Valid
Registration, Insurance, and Auto Liability Form in
glove compartment

Tires (nails or other obstructions)
Mirrors (cracked or broken)
Dashboard Sensors (if so, which? Oil change, check
engine, tire pressure, batteries)

Dents or Scratches (where?)
Other:

PERFORMED TESTS
Headlights (Test)
Tail Lights (Test)
Turn Indicator Lights (Test)
Brake Lights (Test)
Hazard Lights (Test)
Horn (Test)
Windshield Wipers (Test)
Safety Belts (Test)

SIGNATURES
Driver Name and Signature: Date: Vehicle Custodian Name & Signature: Date:

VEHICLE INFORMATION: Returned
Date: License Plate #:

Driver Name: VIN # (Last 4):

Driver Contact: Program Name & #:
2nd Staff (if applicable): Departure Time:

Is this a Ct transport? [ ] Yes [ ] No Estimated Return Time:

INSPECTION POINTS

VISUAL INSPECTION YES NO NOTES/RECOMMENDATIONS
Registration Tags Valid
Registration, Insurance, and Auto Liability Form in
glove compartment

Tires (nails or other obstructions)
Mirrors (cracked or broken)
Dashboard Sensors (if so, which? Oil change, check
engine, tire pressure, batteries)

Dents or Scratches (where?)
Other:

PERFORMED TESTS
Headlights (Test)
Tail Lights (Test)
Turn Indicator Lights (Test)
Brake Lights (Test)
Hazard Lights (Test)
Horn (Test)
Windshield Wipers (Test)
Safety Belts (Test)

SIGNATURES
Driver Name and Signature: Date: Vehicle Custodian Name & Signature: Date:

Policy # 10 Medication Storage &
Administration
Volunteers of America Los Angeles Homeless Programs Manual

Purpose:

This guide serves to assist with the monitoring of medication and alleviate fears when dealing with medication. The monitoring of medication may seem to be an overwhelming task that involves complex sequences of activities and misinformation regarding legal consequences. This guide will also provide an overview of the medication process and walk you through each process, step by step. In addition, to ensuring management and self- administered medication accordance with all written prescribing health care practitioner orders. To further ensure health, safety and well-being of the participant’s requiring medication therapy I conformance with all applicable Federal and State Statutes and regulations.

Policy:

It is important for all monitors of Interim Housing program, to be familiar with the monitoring of medication, in order to better facilitate this act when self-medication is being administered by participants.

Part of the requirement of being a VOALA program resident is that the resident must be able to perform activities of daily living on their own and perform self-medication. If there will be a certified nursing assistance on site, they will coordinate all non-emergency medical challenges to liaison with mobile clinics for services. However, if there is no certified nursing/medical assistance on site or in the likely event there is an emergency requiring more than the scope of the certified nursing assistance, 911 must be contacted.

Procedures:

Listed below are the responsibilities of all employees when monitoring medication. They are not listed in any particular order but as a collective whole. Monitors will hand out medication bins to the respective client. One important thing to note is that employees are not allowed to dispense medication.

This means you are not allowed to mix or sort medication for a resident.

Monitors Responsibilities
▪ Monitor medication
▪ Document medication
▪ Keep the medication room clean
▪ Ensure the medication room is secured and locked

Monitoring medication entails all of the following:

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 10 Medication Storage &
Administration
Volunteers of America Los Angeles Homeless Programs Manual

▪ Ask for two patient identifiers (usually full name and birthday) ▪ Hand the resident his or her medication basket or bin ▪ Observe which medications are being taken by the resident. ▪ Make sure the resident does not take extra pills or larger than normal dosages (usually involves controlled medications and narcotics).
▪ Make sure all medications are accounted for and that the resident does not take any medication away from the medication room.
▪ Ensure the medication is promptly stored when the resident is done. ▪ Process new medication and refills as they come.
▪ Perform periodic counts on controlled medication.
▪ Communicate any activities beyond daily routines to the supervisor.

When documenting Medication, ensure the following information is being captured:
▪ Accurately document the name of medication, time of medication, prescribed route, correct name of medication matches the actual resident, dosage and date & signature of resident (allocated area) and staff monitoring.
▪ Document incoming medication to include new medication and refills. ▪ Create new medication sheets (located in the Medication Log binder) when a medication being used by the resident is not listed on their individual Medication Log. ▪ Ensure that both the Medication Log and the Controlled Medication Log sheets are both filled out when documenting narcotics and controlled medication (see section covering medication color coding).
▪ Make sure that medications being stored have been noted on the packing list, usually list on the outside of containers. This helps with having accountability of the medication.

Keeping the medication room clean involves the following:
• Clean the window ledge and the filing cabinets with cleaning wipes • Clean the workspace including the computer and all work equipment • Make sure the refrigerator is not frozen over and in working order • Make sure the temperature of the refrigerator is within the ranges of 34 to 40 degrees Fahrenheit (essentially not frozen)
• Sweep and mop the floor in and around the medication room • Empty out the trash can every day
• Keep the computer work area clean and clutter free before the change of shift. • Return all equipment to their original place
• Keep the patient medication baskets and bins in alphabetical order Ensure the medication room is secure and locked:
▪ The medication room must have two locked doors.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 10 Medication Storage &
Administration
Volunteers of America Los Angeles Homeless Programs Manual

▪ The medication room must remain locked when staff is not available or when the room is not being actively used to monitor medication.
▪ All medications must be promptly returned to their storage spot.

Administration of Self-Medications
▪ Monitors will distribute medications bins when the Med Tech is not available, usually during the swing and overnight shifts Monday – Friday and all shifts on the weekends ▪ Utilize monitors who have more training or experience when supervising medication and completing forms
▪ Do not discard medication in the trash.
▪ Do not destroy any medication without filling out a Centrally Stored Medication and Destruction Record.
▪ The medication room must remain locked unless actively monitoring medication. ▪ Do not leave medication lying around, put it away after residents are don’t taking medication. ▪ Remove medication labels on empty medication bottles before discarding the bottles to ensure patient privacy.
▪ Visually inspect all medication to make sure that the resident is not taking the same medication twice!
▪ Put extra medication in the Refill drawer to prevent confusion from residents and refill medication as they are exhausted.
▪ Communicate all activity and abnormal events on a notepad. ▪ In the event of a medical emergency, call 911
▪ Upon admission in to the program, all resident medication shall be surrendered to staff, including non-prescription medication and vitamins, for storage in the secured medication cabinet.
▪ Each medication is to be documented clearly on the medication signature logs, including name, dosage, quantity prescribed, and date of prescription.
▪ All medication logs MUST be initialed by resident under designated date of the month, the medication was taken, in the correct row that identifies the time. ▪ Case managers are responsible for monitoring medication adherence of their caseload. Note: Any non-prescription medication must be clearly labeled with resident’s name.

Poison Control
▪ Staff is to make sure that the telephone number of a poison control center remains posted where it easily viewed by staff and residents.

NARCOTIC MEDICATION:

Recovery Services are state licensed drug and alcohol-free programs. Therefore, we do not permit narcotic medications of any kind.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 10 Medication Storage &
Administration
Volunteers of America Los Angeles Homeless Programs Manual

Compliance with all prescribed medications is required by Crisis and/Bridge, Transitional Access, Women Centers, and Family Emergency Services. If for any reason you do not wish to take medication that has been prescribed for you, you will be given 14 days to obtain a note from your prescribing physician that they are removing the medication from your prescriptions. Without a note in dicating this approval to stop medication from your prescribing physician, continued refusal to take the medication will be viewed as non - compliance with the program policy.

Your signature on this document signifies that you understand and agree to the conditions above.

Resident Signature: Date:

Staff Signature: Date:

Medication Policy and Procedures
(Requires Participant’s review and signature)

Upon admission in to the program, all resident medication shall be surrendered to staff, including non- prescription medication and vitamins, for storage in the secured medication cabinet.

Each medication is to be documented clearly on the medication signature logs, including name, dosage, quantity prescribed, and date of prescription. All medication logs MUST be initialed by resident under designated date of the month, the medication was taken, in the correct row that identifies the time.

Case managers are responsible for monitoring medication adherence of their caseload. Note: Any non- prescription medication must be clearly labeled with resident’s name.

11~ SAVE. LIVE.S. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

Purpose:

VOALA is committed to the protection of organizational property and people working, visiting, receiving and/or providing services at or for the organization. In addition, to prevention of incident and accidents related to security risk factors and other related workplace hazards.

It is so important for monitors to remain vigilant in keeping an eye out for risks, identifying conflicts, and recognizing when a client is in need while ensuring trauma-informed practices.

Having compassion for our clients will help us solve issues in a unique way that makes clients feel at ease, which engages them with our programs and leads them on the right path in their journey to permanent housing.

Policy:

VOALA is committed to the providing a safe environment for everyone. VOALA recognizes the significant hazards related to workplace violence and potential security risk factors, and the legal and moral responsibility to take every reasonable precaution in the circumstances to protect employees, participants, vendors and other supportive services groups. Our organization is committed to the implementation and maintenance of a sustainable monitor protection and prevention program that will help to prevent or minimize security risk factors through hazard recognition, assessment, control and evaluation processes. All workplace parties are required to comply with the policy and any associated procedures as appropriate.

Procedures:

VOALA aims to provide a place for clients who are in crisis situations to turn to when they need our services. Clients and colleagues rely on the vigilance of monitors to ensure that the facility is secured at all times while still maintaining the level of compassion and professionalism needed to fulfill our mission and ensure not to retraumatize our clients.

ENTRANCE MONITORING:

Only permitted entrance and exit for clients, employees, partners, vendors, and vehicles are accessible and monitored as such. Access to any door prohibited unless during emergency

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

evacuation processes must remain locked and will be monitored with notification posted as such. VOALA employees, with visible VOALA ID badges, are permitted to enter and exit the facility any time without signing in. Third party partners, such as Timothy Throne, SR.

Program Specialist, police, vendors, or visitors must sign in on the sign-in sheet. Clients must sign in and out using the logbook when they leave and enter the facility. The front entrance will be closed to clients every evening beginning at 8:00pm, and there is no entry into the facility between 12:00pm and 2:00am.

Politely inform clients that if they leave the facility during these hours, that they will not be permitted to re-enter the facility until the end of the curfew. Monitors working at the entrance during curfews must ask each and every client entering the facility for a work pass, regardless of how familiar the monitor is with the client.

Clients who work are given work passes by their case manager. Work passes are color-coded by month of validity. Working clients should be given the benefit of the doubt when they arrive after curfew with no work pass or present an expired work pass, but state that they are working. In such cases, the monitor must:
▪ make a record of the client’s name and bed number.
▪ time they returned to the facility.
▪ Inform the client’s case manager of the situation.
▪ inform the client that they must see their case manager as soon as possible to get an updated work pass.

BAG & PERSON SCREENING:

Monitors search all participant’s personal belongings being brought into the facility each time a client enters the main gate. This is a critical step in ensuring the safety and security of everyone at the facility. It is important to treat every client with equal dignity and professionalism every time they are screened. When screening clients and their property, we are looking for items that are not permitted into the facility, including (but not limited to): weapons (firearms, knives, tasers, pepper spray, etc.), drugs (including marijuana), and alcohol.

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

Additionally, ask the client about medication that is not written in their name or is expired and inform the client that such medication must be handed over to their case manager. Some simple guidelines to keep in mind when screening a client are:

WHAT TO DO WHAT NOT TO DO
▪ Friendly greet the client
▪ Pat down client's torso and legs
▪ Use metal detector wand
▪ Thoroughly check bags (including
compartments) and other belongings
▪ Treat all clients fairly and equally
▪ Be honest and transparent with
people.
▪ Stay objective and fair.
▪ Respect others by treating them how
they want to be treated.
▪ Not acknowledging the client - Lightly
pat only a few spots on the client
▪ Forget to use the metal
detector wand
▪ Get nosy/intrusive with client's
belongings, i.e., reading documents or
asking about personal items
▪ Play favorites with clients or be
lenient with certain clients that
are well-known

If a client makes it clear that s/he does not want to be pat down for whatever reason, politely ask the client to empty pockets onto the table at the gate. Proceed to use the metal detector wand and search through the client’s belongings.

PATROLLING:

The facility is patrolled by monitors in zones which are rotated in 15-minute intervals. A zone map must be put in place to identify these areas. It is extremely important to remain vigilant while patrolling the facility. Look for any potential security threats and take warning signs seriously. It is critical that facility staff avoid entanglement with clients: when there is too much comfort and familiarity with clients, vigilance decreases drastically and the risk of a critical

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

incident increases. Complacency causes warning signs of potential incidents to get overlooked.

Constantly being on the lookout will ensure the safety and security of all staff and clients.

Asset Protection is another critical aspect of the monitor’s job responsibility. This includes eliminating theft and other losses. Some examples of the facility’s assets include but is not limited to: Hand soap, cleaning supplies, coffee, stationery, equipment, files, or donations.

These items are to be used by employees for work purposes only and are never to be removed from the facility. Clients are only allowed access to client-designated assets, such as certain types of donations, towels, utensils, or toiletries. Items that are donated from third-parties, such as Starbucks or Costco, are donated to the facility to be used if and when needed. These donations must be processed through administration to be determined whether they are going to be kept for facility use. Any other items that are donated and will not be used by the facility will then be made available to employees, upon request by the employee and approval by administration. If you suspect that a client or employee is stealing from the facility, it is your responsibility to report it to your direct supervisor. In such a case, your name will not be used in any resulting investigation or questioning. Additionally, you can rest assured in knowing that VOALA policy strictly prohibits any form of retaliation. Remember that at VOALA, it is EVERYONE’s responsibility to monitor theft!
INCIDENT RESPONSE/REPORTING:

As monitors, your response to critical incidents can sometimes be a matter of life and death for our clients. Be sure to respond to incidents in a timely manner and maintain trauma-informed care, professionalism and calmness when handling incidents. If you are ever faced with an incident that you are not sure on how to handle, call a monitor lead/ lead designee over the radio for backup/assistance as soon as possible.

Incidents do happen at the facility from time to time, whether they are violent or medical. Any time a client verbally or physically threatens a fellow client or a facility employee, a monitor must fill out an incident report (refer to incident reporting policy). Additionally, when a client asks an employee to call 9-1-1 for a medical concern, we must dial emergency personnel immediately and ensure that the client is either treated by paramedics or taken to a hospital for treatment by paramedics, even if the client changes his mind after the call is made.

Furthermore, once a client is taken for treatment, he must obtain clearance from a hospital

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

indicating that he is medically fit to return to the facility. An incident report should be given to supervisory staff any time
9-1-1 is called. If there is ever any uncertainty in how to respond to a critical incident, make sure to consult a monitor lead/supervisory staff for guidance.

PERSONAL PROTECTIVE EQUIPMENT (PPE) & SANITATION:

All monitors will wear PPE whenever necessary. PPE includes VOALA shirt, safety vest to provide visibility, jeans/pants to protect legs, and closed-toe shoes. When necessary, a back brace must be worn when lifting, and safety glasses must be worn if dealing with chemicals or projectiles. It is a best practice to regularly wash your hands, especially after using the restroom or interacting with other people in the facility or their belongings for extended periods of time.

There are Purell dispensers located throughout the facility for your convenience. It is also a good practice to make sure that you come to work well-groomed and wearing clean clothes.

Taking these steps helps prevent the spread of communicable diseases and keeps the facility sanitary and healthy for everyone.

PROPERLIFTING:

All monitors must perform proper lifting methods when utilize to lift an item of any size. Never lift items with your back and never twist your back when carrying items. Size up an item before picking it up, and if you think you will need help lifting it, ask a colleague to assist you. Always check objects for nails, splinters, or sharp edges before picking them up. Always use gloves and a back brace when necessary.

SPILLS:

When a spill is seen by a monitor or reported by a client, an employee must stay at the spill site until a wet floor sign and/or a mop can be obtained by another employee. Never leave a spill unattended.

UNSAFE WORKING CONDITIONS AND DEFECTIVE EQUIPMENT:

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES
Policy # 11 Role of Monitors
Volunteers of America Los Angeles Homeless Programs Manual

If you ever encounter unsafe working conditions while carrying out duties related to your work, stop whatever you are doing and report the case to your direct supervisor before proceeding.

Similarly, if you are ever using a piece of equipment that you feel is not working properly or could be defective, stop using the equipment and notify your supervisor immediately. Being proactive in preventing accidents protects you and your colleagues from getting injured.

FIRE EXITS:

Refer to the facility map to identify where all of the fire exits are located throughout the facility.

Be sure that in the event of an emergency, you would be able to safely escort anyone in the facility to safety. Also ensure that none of the fire exits are blocked or obstructed at any time. (refer to fire evacuation plan).

CLIENT SUPPORT
The last key aspect of the monitor position. Throughout each day, clients will approach you to ask a variety of questions and ask for certain necessities such as an iron or towels. Monitors are expected to be more proactive when patrolling the facility in approaching clients to ask how they are doing and if they have any questions or need anything. It is critical that monitors always maintain a high level of professionalism and courtesy when interacting with clients.

When addressing client requests, it is important to consider the client’s needs and expectations.

▪ Do not open any clients’ mail. Do not read mail for a client even if requested. Tell them to go to case manager for assistance. Tell case manager about the request when possible. Opening a client’s mail may result in a verbal warning and/or lead up to end of employment.

11~ SAVl LlVlS. MASK Ut!
Volunteers of America®

LOS ANGELES

Volunteers of America of Los Angeles
Central Cities Navigation Center – Good Neighbor Plan

VOALA has extensive experience working with diverse communities to develop and implement good neighbor policies that result in programs that benefit our participants and the community as a whole. We recognize the efforts each city and the county have already put forth in identifying the proposed shelter locations, and will bring our expertise in managing effective shelter programs to ensure the CCNC provides a net benefit to the community.

VOALA has sited residential programs (emergency, transitional, permanent) in diverse communities across Orange and L.A. Counties. Our approach to Good Neighbor policies includes proactive outreach, hosting of community forums, and establishment of participant and community advisory boards to gather input and address concerns as they arise. VOALA is actively involved in the Coordinated Entry System in Orange County, participates with chambers of commerce and BIDs, and closely communicates with city/county representatives where we work. We will bring these same community engagement efforts to Garden Grove, where staff will actively ensure we maintain a positive and collaborative relationship with the community.

During the CCNC program startup period, the VOALA Program Manager will visit any neighboring businesses, residents, faith groups, etc. to introduce themselves, describe the program, assuage any concerns they may have, and provide them with a business card with a phone number that will be answered 24/7 by program staff. The Program Manager will conduct similar outreach to the areas immediately surrounding transportation pick-up/drop-off locations for the program.

The CCNC’s Security Monitors will conduct daily walks around the outside of the shelter facility, inspecting for/cleaning up trash and ensuring that the community immediately surrounding the shelter is only positively impacted by the presence of the program. The Program Manager/Program Coordinators will conduct similar visits to each transportation pick-up/drop- off site at least once per week to ensure those sites are also not negatively impacted by the program. Any community concerns will be addressed immediately (within 24 hours, most often in a much shorter timeframe), either by deploying program staff to the location of concern to engage with an individual who is homeless, or by speaking with the concerned community member to identify their concern and discuss a plan of action to mitigate that concern.

The above strategies to remaining involved and engaged in the community and proactively building relationships with those in the areas immediately surrounding shelter facilities have proven highly successful for VOALA in the past (even in communities that may not have initially welcomed a shelter program), and we are confident they will be effective for the CCNC.

SHELTER RULES & RESPONSIBILITIES

PROGRAM PARTICIPANT RIGHTS

1. You have the right not to be discriminated against on the basis of Race, Ethnicity, Age, Color, Creed Religion, Sex, National Origin, Sexual Orientation, Handicap, Physical, Mental or Development disability.

2. You have the right to be treated with consideration and respect for personal dignity, autonomy and privacy by staff, volunteers and other participants.

3. You have the right to receive services in the least restrictive, feasible environment.

4. You have the right to consent to or refuse service upon full explanation of the expected consequences of such consent or refusal.

5. You have the right to request an extension of your 90-day stay, provided you have complied with Emergency Shelter’s rules & regulations and are actively working on your housing plan within our Case Management Program. All 30- day extensions are at the discretion of Case Management Staff. Any non-compliance of the 30-day extension contract may result in immediate exit.

6. You have the right to confidentiality of communications and personal identifying information within the regulations within the limitations and requirements for disclosure of participant information under the State and Federal laws and regulations, unless release of information is specifically authorized by the participant.

7. You have the right to receive a cot/bed, a blanket and three balanced and adequate meals (breakfast, lunch & a hot dinner) daily.

8. You have the right to access safe drinking water, cups, hygiene supplies (soap, toothpaste, etc.) at all times.

9. You have the right to access clean and functioning toilets, showers and sinks.

10. You have the right to a clean, safe and well-maintained shelter environment including adequate ventilation and heat.

11. You have the right to be informed of one’s own condition, of proposed or current services, and of the alternatives.

12. You have the right to have access to one’s own participant record in accordance with program procedures

13. You have the right to referrals to social service providers.

14. You have the right to a copy of the shelter rules, grievance procedures, and the “Minimum Year-Round Shelter Standards”.

15. You have to be informed of the reason(s) for discontinuing services, and to be involved in the planning for the consequences of that event.

16. You have the right to transportation (to and from designated pick up points)

17. You have the right to be informed of the reason(s) for denial of a service and the right to receive an explanation of the reasons for denial of service.

18. You have the right to file a grievance in accordance with program procedures.

•If
Volunteers of America•
P~:;:io')l-omt,

19. You have the right to participate in any appropriate and available services, regardless of refusal of one or more services, unless there is a valid and specific necessity that precludes and/or requires the participant’s participation in other services. This necessity will be explained to the participant

20. You have the right to receives services free of charge

21. You have the right to exit the program anytime you want.

22. You have the right to a confidential intake.

PROGRAM PARTICIPANT RESPONSIBILITIES

1. You have the responsibility to know and follow all Shelter Rules & Policies.

2. You have the responsibility to ask questions of the staff if you are unsure of any rule or policy.

3. You have the responsibility to treat staff, volunteers and other participants with respect.

4. You have the responsibility to avoid gossip and any situation that would lead to discord in the shelter.

5. You have the responsibility to report any action by another person that would threaten the safety of the shelter or another person.

SHELTER GENERAL RULES
Any infraction of the following rules may result in immediate dismissal from the program:

1. I will treat staff, volunteers and other participants respectfully. I will not swear or use slurs against others.

2. I will maintain personal hygiene and/or appropriate dress.

3. I will provide true and clear information to staff in order to obtain services.

4. Each participant is responsible to place his or her garbage in the trash can and not leave it on the floor near the cot/bed.

5. The shelter is not responsible for lost or stolen items. Do not leave valuables around where they can be seen.

6. No napping in common places.

7. No pets or animals of any kind are allowed in the shelter. However, Service Animals will be accommodated to the best of the shelters ability.

8. I will not have food or beverages in any unauthorized areas.

9. I will cooperate with all staff at all times.

10. I will not gamble, drink alcohol, or use any narcotics while on shelter premises.

SAFETY & SECURITY RULES
The following behaviors are not permitted on the premises of the shelter and may be cause for immediate dismissal from the program:

1. Possession of Alcohol, Drugs, Drug Paraphernalia, and/or weapons of any kind.

2. Abusive language, profanity or disrespectful attitudes and behavior towards stall or other participants.

3. Violence is no tolerated at the emergency shelter.

4. Physical/Verbal harassment or confrontation of another participant, vendor, staff or volunteers will not be accepted.

5. Sexual harassment of another participant, resident, vendor, staff or volunteer will not be accepted or tolerated.

6. Stealing from the shelter, vendor, staff, or volunteers is not permitted

7. Shelter property is not to be damaged or destroyed

8. Criminal activity on or off emergency shelter property that threatens the safety of our participants and/or off facility is not tolerated.

9. Shelter operations are not to be disrupted.

10. All Security searches will be complied with.

11. All shelter rules, responsibilities and policies will be complied with.

GRIEVANCE PROCEDURE

STEP 1
• First go to the person that you have the grievance with and try to resolve the problem. Often times a good talk can set things right.
• If your grievance is something simple but not with anyone in particular, first ask for the Shelter Attendant. Make them aware of your grievance so that they may address the situation. Often there is a simple solution if we have open communication.

IF THE PROBLEM IS NOT RESOLVED AFTER TALKING, GO TO STEP 2 STEP 2
• Ask to speak to the Shelter Attendant or person in charge. • Explain your concern.
• Inform the staff member that you would like a mediator to be present during the conversation with the other party with which you attempted to resolve your conflict. • You will be provided with a confidential area to discuss your grievance with the Housing Coordinator.

IF THE PROBLEM IS NOT RESOLVED AFTER TALKING TO THE SUPERVISOR, GO TO STEP 3
• File a formal grievance/complaint in writing.

HERE’S HOW TO FILE A FORMAL GRIEVANCE/COMPLAINT
• Pick up a confidential grievance form from the Shelter Attendant, Monitor, or Housing Coordinator or at any designated boxes through-out the shelter. • Fill out the form completely.
• Place completed form in a confidential envelope and place it in locked designated box in the shelter or you may give it to the Shelter Attendant or Housing Coordinator. • After a three person review committee reaches a decision they will provide you a written response within 72 hours after receiving your completed grievance form. • A member of the review committee will meet with you to make sure that you comfortable with the outcome and will personally explain to you how and why they came to a specific decision.

STEP 4
• If you are not satisfied with the decision of the review committee, you will be referred to an outside grievance resolution service. Contact Dispute Resolution Program, (714) 480-6449. you’re still not satisfied, you may appeal to Timothy Throne, Sr. Program Manager: Phone: (714) 741-5144

-
-
-

Policies & Procedures for Disease Prevention (OC)

VOALA will follow protocols for prevention and treatment of certain diseases and conditions such as seizures, diabetic episodes, mental health episodes, lice, bed bugs, influenza, and other communicable and contagious diseases. Universal precautions will be maintained at all times in handling of fluids, client clothing, laundry, and in all cleaning of premises.

When an accident or injury to an employee or client occurs or when there has been damage to Shelter property, staff will follow a set protocol which includes:

1. Immediately contacting Supervisor about the situation

2. Dealing with any injuries

3. Securing the accident scene by obtaining names, addresses, and phone numbers of witnesses if possible, taking photos if possible, and noting any unusual circumstances

4. Recording all necessary information to complete a formal report

5. Not accepting any responsibility on behalf of the shelter Operator

6. Reporting all accidents or injuries within 24 hours to insurance carrier

If a client shows symptoms of a contagious disease or other public health concern that might threaten another person, the client will be sent to the Medical Wing or emergency room for diagnosis and treatment. If a client leaves due to disease, the bedding and client’s clothes will be washed, bed cleaned, and bedding replaced on bed. Clothes and belongings will be stored in designated areas and held for the maximum amount of time permitted. The shelter will operate to conform to best health practices and concerns.

Universal precautions will be used for all handling of client possessions. Staff will follow hand washing techniques recommended by OC Health Department.

All staff will be tested for TB as required by OSHA standards and written in the Shelter Operator’s Policy and Procedures handbook. If a client shows symptoms of tuberculosis, the client will be sent for medical diagnosis and asked to receive a TB test. All clients will be offered TB testing through Medical Services on site as a community health benefit

Volunteers of America "

LOS ANGELES

Volunteers of America Los Angeles: Cultural Competence, Linguistic Competence, and Bi-Lingual Services
Cultural Competence:

VOALA is highly committed to cultural competence in all of our programming. VOALA maintains non-discrimination policies and practices that are designed to reflect a commitment to treating all staff and clients with respect and dignity. We greatly value cultural competency at all levels, and are committed to non-discrimination in all aspects of our operations, including hiring and client selection/treatment. We do not discriminate in hiring or the provision of client care on the basis of age, race, color, religion, sex, sexual orientation or gender identity and expression, marital status, geographic, national, or ethnic origin, HIV status, disability, or Veteran status. We have a standing policy that applies to all of our programming that all persons accessing services will be identified by the gender identification they choose. Clients will be provided beds based on their selected gender identity, and all restrooms and showers will be designed to provide ample privacy for all clients, regardless of sexual orientation, expression, or identity.

All VOALA staff are required to complete 30 educational units annually, which includes cultural sensitivity training. Among the key training points related to cultural competence are:

1) avoid generalizations based on race, gender, age, economics, sexual orientation or gender identity; 2) engender trust and be trustworthy;
3) listen to the client;
4) observe the client’s responses;
5) never minimize or dismiss what the client expresses as a concern; 6) know the demographics and life experiences of clients; and 7) do not assume that because a staff person is the same race or has the same ethnic background that this instills cultural competence.

How principles of cultural competence are integrated into all areas of service delivery and the evaluation of project implementation:

Principles of respect for clients – including respect for their cultural and linguistic preferences – are at the core of everything VOALA does, and are integrated into all areas of service delivery. Staff are trained upon hire and during monthly staff meetings in strategies to treat clients with respect, as well as on specific issues related to cultural competence, such as policies related to LGBTQ issues, respecting religious preferences, interacting with people with disabilities, respecting cultural/ethnic preferences, etc.

Bi-Lingual Services
We will provide bilingual (English/Spanish) staff in the emergency shelter programs, and strive to hire a diverse staff. Additional linguistic services are available through language lines and translators as needed. Staff will be thoroughly trained to interact with individuals of diverse backgrounds, and in all cases will treat clients with dignity and respect. All staff are trained upon hire and through monthly staff training in approaches to treating clients with respect, including providing services in a manner that respects the client’s cultural heritage and practices. We define culture broadly, not only as ethnicity/linguistic preferences, but as relates to all cultural factors that

Volunteers of America "

LOS ANGELES

influence the way a client prefers to be treated.

How bilingual services are provided:

Bilingual (English/Spanish) individuals are included in VOALA’s direct service staff, and all documents are available in English and Spanish. Bilingual services in other languages are provided through a language line, or through in-person translators that are brought in as needed to meet the linguistic needs and preferences of our clients. Plan to ensure staff is bilingual and able to operate with a high level of cultural competency: VOALA includes preferences for bilingual staff when hiring for direct service staff serving populations where it is anticipated that clients will need support in a language other than English. Our Program Manager will monitor staffing to ensure that we have bilingual staff (for instance, if a bilingual staff member leaves, ensuring that their replacement is also bilingual). To ensure that staff is able to operate with a high level of cultural competency, VOALA provides all direct service staff with initial and ongoing training on a wide range of cultural issues.

For clients who speak Spanish, we will use bilingual staff. Translators for over 100 other languages will be provided by telephone through the “Language Line.” For persons with limited literacy, information will be conveyed verbally

Linguistic Competency

Issues regarding cultural and linguistic competency are addressed:

Staff are trained to treat all clients with respect in all interactions; this includes providing services that respect a client’s cultural and linguistic preferences. Any instances in which cultural and linguistic preferences are not respected, and/or instances where staff does not show cultural competency, will be immediately addressed with the staff by his/her supervisor. This will include provision of additional training on cultural competency techniques, as well as verbal/written disciplinary action.

VOALA: Non-Discrimination
VOALA will not discriminate in the provision of participant care based on:
• Age
• Race
• Color
• Religion
• Sex
• Sexual orientation
• Gender identity and expression
• Marital status
• geographic, national or ethnic origin
• HIV status
• Disability
• Veteran status

VOALA follows standards of the Americans with Disabilities Act. As such, Staff will be cognizant of physical disabilities of partici pants and will assist as needed to remove any barriers from the structure of the building. Staff will receive training to work appropriately with persons with disabilities, ensuring all persons are treated with dignity, value, and worth.

Service Access:

Persons accessing services will be identified by the gender identification for which they choose.

Staff will provide services to persons of gender identity, expression and sexual orientation with due regard to privacy and participant rights. Bathrooms and s howers will be constructed with equal privacy for all participants, regardless of sexual orientation, expression, or identity. Programs and services will be available with the dignity of all participants as the highest priority.

Site Environment and Sexual Harassment Protocols:

VOALA is committed to ensuring that all participants, volunteers and employees are able to coexist at any site in a trauma-informed care environment, free from sexual harassment and inappropriate sexual behavior.

In place is a ze ro-tolerance policy for sexual harassment and inappropriate behavior of a sexual nature. No sexual harassment will be tolerated by anyone on the facility grounds - including by staff, volunteers, or participants. Participants, staff, and volunteers will be notified if any of their remarks, advances, gestures, or attire constitutes sexual harassment toward any person in the facility. Anyone who believes he or she has been the subject of any such behavior will be urged to report it to the staff or supervisor immediately.

A report will be completed and taken to the appropriate staff or supervisor for resolution. Reported incidents will be investigated on a confidential basis. Provisions will be instituted to guard the safety and emotional health of persons who have been victims of a reported incident. After proper review, a person found to have engaged in sexual harassment or inappropriate behavior of a sexual nature will be subject to disciplinary action including possible immediate exit from the program or termination from employment.

Volunteers of America "

LOS ANGELES

Training:

Staff and volunteers will be trained in sex abuse definitions, sex offender policies, child abuse, and vulnerable adult abuse. All employees must review this training yearly and be certified to have passed its standards. VOALA sites will follow federal law requirements in reporting sex offenders.

All participants will be screened for sex offenses through the National Megan’s Law database.

Screening will be conducted at the time of bed reservation or employment/volunteer application.

QUALITY ASSURANCE PLAN

Activities to be monitored to ensure compliance with all requirements;

All activities will be tracked on the Clarity HMIS database. The activities that will be tracked will include: bed assignments, case management services and notes, referrals, and placement type at exit. The Database Coordinator- HMIS will be able to pull reports from the database to track missing data, performance outcomes as well as to monitor every day program activities. The reports will be shared with management

Monitoring methods to be used;

Monitoring will occur at two levels. The Database Coordinator- HMIS will monitor files and encourage staff to review files the last Friday of every month to identify what information is missing or inaccurate in files for the month’s enrollments, provided services and successful program completions. Staff will also check to see if all data in files match what is in database and vice versa. Staff will have a rubric of required documentation to use as a reference on file and database standards. The Database Coordinator- HMIS will use the monthly reviews to ensure all services are being provided accordingly and in line with contract requirements. This will be in addition to the monthly reports the Database Coordinator- HMIS will be pulling from Clarity.

The VOALA Quality Assurance (QA) Department will audit the program at least twice a year. All findings are reviewed with management at the end of the visit. If a considerable number of findings are discovered that warrants a return visit, then the program is given one month to correct the identified areas needing improvement. At the return visit, the previous files with findings will be pulled along with additional random files to ensure new practices are in place to avoid further findings. If additional findings occur, the program manager must submit a corrective action plan and review it with the Senior Program Manager and the COO.

The corrective action plan must be implemented immediately. After two weeks, the QA team will revisit and audit files to confirm initiation and implementation of corrective action plan. During the next regular scheduled audit, the QA team will continue to look for areas to be improved as part of the normal file review.

Frequency of monitoring;
Program staff will monitor the files monthly. In addition, the QA department will review the files at least twice a year.

Samples of forms to be used in monitoring;
Examples of questions on the electronic rubric include:

Personnel performing monitoring
Director of Evaluation and Monitoring, oversees the QA department. The Database Coordinator- HMIS ensures QA tasks and responsibilities are completed QA team. HMIS Coordinators participate in ongoing trainings and community partner forums to help inform their training and support that they provide to program coordinators and their staff.

~, Volunteers of America® r LOS ANGELES
3600 Wilshire Boulevard, Suite 1500, Los Angeles, CA 90010 phone (213) 389-1500 fax (213) 385-7599 www.voala.org

Documentation methods of all monitoring results, including any corrective action taken.

The QA team creates an electronic rubric that they use to review each file. 10% of the files are randomly pulled and reviewed. Information is recorded in the electronic rubric. In addition, notes are left on the file as a reference for immediate corrections. A spreadsheet is pulled from the electric rubric and all findings are placed into a report that highlights where the program is performing well, areas needing corrections as well as possible recommendations to consider for future efficiency and accuracy. If a considerable number of findings are discovered that warrants a return visit, then the month is given one month to correct the identified areas needing improvement. At the return visit, the previous files with findings will be pulled along with additional random files to ensure new practices are in place to avoid further findings. If additional findings occur, the program coordinator must submit a corrective action plan and review it with the Senior Program Manager and the COO.

File Handling and Storage Policy

File Handling
The HIPAA privacy rule establishes national standards to protect individuals’ medical records and other personal health information. It is important that you do the following to remain HIPAA compliant as well as VOALA compliant with confidentiality requirements.

1. Do not leave files unattended (for example, left on desk and walk away).

2. All files must be kept in a locked cabinet not located in high traffic area where clients walk through. Key to files must be kept in a discrete location. The key cannot be left sitting in the filing cabinet when cabinet is unlocked.

3. No files are to be removed from facility without proper justification and program manager approval.

4. Only once program manager approval is provided, can files be transported and with reasonable justification.

File Storage
• All files must be kept on site for one year after completion of the program year. If your program is overdue for an audit, hold on to files for an extra year. Make sure to review funder contract to see if any special requirements need to be applied.
• If you wish to scan files into cloud for future case management needs, please discuss with Ralph on how to proceed. Also, there will be a costs for scanning, so you will need approval from supervisor and accounting before scanning. Hard files still need to be kept and not destroyed. (This does not relate to what may be scanned into a database: For example, scanning copy of certificate into Service Point). • For files that no longer need to be on site, may be stored for the remaining 2-3 years prior to being shredded (must keep all files for five years following end of that program year unless funder requires a longer storage time). In order to store files, please complete the following steps:
o Create a log that includes what client files are in each box. o Put a copy of a list of included clients on top of files inside the box. o Mark the outside of the box in blue or black thick marker with the following information:
▪ Box Number of Total Boxes
• For example: Box 3 of 7 Boxes
▪ Name of Program/ Service Type
• For example Hollywood Veterans Center/ Veteran Services or Rapid Rehousing SPA 3/ Homeless Services
▪ Program Year
• For example 2018-2019
▪ Alphabet range of clients in box:
• For example: Hi-Ka
▪ Date to be shredded (either based on funder requirements (priority) or 5 years after program year) o Do not put paper with info on outside of box, because the paper eventually falls off. • Once boxes are prepared, contact Denise Olachea-Lamas at [email protected] to coordinate transfer of boxes to storage. In the email, let her know the name of your program/ service type and number of boxes as well as current location of boxes.
• A program staff will be asked to coordinate designated file drop-off date/time with Denise prior to meeting at the storage site to ensure that future retrieval of the files will be easy to access. • In addition, do not go directly to location without prior approval. Same process as dropping off files, if files need to be retrieved for audit purposes or other reason submit request to Denise via email to coordinate date/time not to disrupt daily operations of facility.

,., Volunteers of America® r LOS ANGELES
3600 Wilshire Boulevard, Suite 1500, Los Angeles, CA90010 phone (213) 389-1500 fax (213) 385-7599 www.voala.org

Storage Tracking at Program
Once files are stored keep a binder on site with information regarding each box as well as storage location. In addition, note when the documents should be removed from storage and shredded. 1) Put client log for each box in a binder. Be sure to include storage location as well as date to be shredded.

Onboarding: New Hire Orientation Checklist

Please Initi al:

1. New Hire Personal Data Sheet

2. Invitation to Self-Identify

3. Voluntary Self-Ident ification of Disability

4. Job Summary

5. Notice to Employee

6. W-4 Form- Employee Withholdings

7. Employee's Withholding Allowance Certificate

8. Notice to Employee Regarding the W-4

9. 1-9 Employment Verificat ion Form

10. Earned Income Credit

11. Smoking and Drug Free Workplace

12. Safely Surrendere d Baby Law

13. Sexual Harassment Pamphlet

14. Harassment in the Workp lace Policy

15. Complaint and Grievance Policy

16. Employee Confidentiality Responsibility Agreeme nt

17. Employee Acknowledgement and Confident iality Agreement

18. Acknowledgement of HIPPA Compliance for Employees

19. Statement Acknowledging Requirement to Report Child Abuse

20. Statement Acknowledging Requirement to Report Suspected Abuse of Dependent Adults and Elders

21. Unlawfu l Solicitat ion and Conflict of Interest Policy

22. Fraternization Policy

23. Dress Code Policy

24. Paid Sick Time Policy (rev. 07/01/17)

25. Extended Absences & STDI Benefits

26. Staff Atten dance Policy (rev. 10/15)

27. Employee Housing Policy

28. Social Networ king Policy

29. Dispute Resolution Agreement

30. Business Expense Reimbursement Policy

31. Novanme Edit Request Form

32. Direct Deposit Agreemen t Form

33. Holiday Schedule

34. Employee Handbook Acknowledgment Form

35. Pre-select ion of Treat ing Physician Form

36. Pre-designation of Personal Physician Form

37. Notice of Personal Chiropr actor or Acupuncturist

38. Workers Compensation Benefits Informat ion

39. Benefit Life Insurance Form

40. Marketpl ace Coverage Optio ns Information A and B

41. Employee Assistance Program Informa tion

42. Cigna Healthy Rewards Program Information

43. 403b and 401a- One America Informa tion

44. Participant Enrollmen t Form for 401a and 403b Plans

45. 403b and 401a Investment Options Elect ion Form

46. Fraud Warning Notice

47. Particip ant Beneficiary Designation Form

48. Badge Form
Username and Password Acknowledgemen t: I unders tand that VOALA prohib its the sharing· and misuse of login info rmation . I agree not to share my usernames and passwords, not to let others use a computer I am current ly logged in to, and ensuring tha t when I leave my desk, my compu ter is locked to keep informa tion confidential and protected. I also agree to only using the usernames and passwords assigned to me, and never to use log in informat ion of another employee.

Employee Signature:______________ Date: ____ _
New Hire Paperwork Acknowledgement: I have received and been informed about each of the topics I have initialed , have had all of my questions answered to my satisfaction at t his time and agree to abide by the VOALA policies. I understan d that any additional questions abou t the topics covered during this orienta t ion should be directed to my Supervisor or Human Resources.

Employee Signature: _____________ _ Date: ____ _
REV 05/09/2019

Central Cities Navigation Center
Welcome Orientation Packet

Welcome to the Shelter– Central Cities Navigation Center We aim to offer safe, shelter and connection to supportive services, to help you in your journey from homeless to housed. Our staff here at CCNC will work with you on your goals and aspirations, with the aim of achieving housing stability. Our onsite services include your own bed space, 3 meals each day, laundry facilities, transportation, and tailored support. We partner with agencies to provide access to healthcare, benefits, education, spiritual and wellness workshops, with a weekly activity program – please ask your case manager for updates and more information – you can decide what’s right for you during your stay here at CCNC.

The safety of everyone here is one of our top priorities. Please respect yourself, our staff and fellow guests during your stay. Our community around us is very important too and we have agreements with our neighbors to help us all maintain a clean and tidy environment.

We welcome your feedback during your stay. Your case manager is available for any questions or suggestions. Please have a safe and productive time here at Yale! The following is a collection of program policy and expectations that assist VOA in providing the best possible service available.

Length of Stay
CCNC length of stay is determined individually and based on the need of the participant. The average length of stay is decided on each individual. This is a first come first serve program, thus no beds are reserved for anyone. Participants may issue a case management request but are only considered to those who are participating in their housing stability plan and have provided a written request to case management stating the reasoning for their request.

Case Management
Case Management is a primary service that we are offering to all participants. Upon entry your case manager will meet with you and complete an intake packet that outlines various consents, service agreements, and begin your Housing Stability Plan. The housing stability plan is going to be your roadmap to success here at CCNC. Your Case Manager and yourself will work together to identify, address, and overcome your barriers to housing and how the program can provide assistance to overcoming those barriers.

Goals that are outlined in the Housing Stability Plan will include items like:
o Obtaining California ID
o Providing Proof of Income
o Obtaining Mainstream benefits (like Cal Fresh, Cash Aid, SSI/SSDI, etc.) o Substance Abuse/Mental Health Services
o Health Services (Low income/Medi-Cal accepted)
o Employment/Vocational/Educational Services
o Legal Services (Low Income/Public Defender/legal aid) o Life skills Development
o Rapid Re-Housing Referral
o Transitional Housing Resources
o Housing Navigation Assistance Page 385 of 424

o Housing For Health
o Veterans Services
o HOPWA Housing and Supportive Services

Case Managers want to support you in accomplishing these items that will lead you to finding your new home. The best way Case Management can support you is through regular meetings and communication. You will be meeting with your Case Manager once a week to discuss the goals on your Housing Stability Plan and as the situation may change, so will your plan.

At times it is hard to ask for help, we understand where you are at because some of us have been in the same place. If there is something you need assistance with to help you meet your goals, ASK! Your Case Manager will find resources to help you.

Housing Navigation
CCNC offers housing navigation within the agency and will also seek outside agencies to assist with your goals to find housing. The participant, Case Manager, and Housing Navigator work together to find additional housing resources that would fit your individual needs

Attendance
Participants must maintain daily attendance to CCNC, and sign-in by the curfew time when off-site.

Confidentiality
CCNC takes privacy and confidentiality of Participants seriously. Therefore, to protect the privacy of participants we use a secure data management system, known as the Homeless Management Information System (HMIS). As a contracted agency, we are legally bound to protect your personal information. VOALA are required to obtain your written consent to be able to share such information, when needed, to provide you with the necessary support and consult with other community partners. Additionally, our staff is not permitted to confirm or deny a participant’s program participations/ use of services via telephone or in person without your written consent.

Security
CCNC wants to provide a safe and supportive environment to all participants. Operations staff will be present at all times to ensure your safety and secure the location. If at any time you feel unsafe, please let a staff member know your concerns. To maintain a safe environment, participants are expected to sign out when leaving and sign in when returning to the site

Screening
To maintain a safe property and environment for everyone at CCNC screening of participant property and use of a metal detection wand will be used at entry to the facility. During the screening process, staff will ask participants to turn out pockets or remove shoes. This is done to ensure that contraband is not being brought onsite. At times property and person screenings will be issued at random to secure the property.

Rounds/Perimeter Checks
Operations staff will perform routine rounds and perimeter checks to ensure the safety of the property and participants.

Living areas are subject to search and contraband will be confiscated.

Evacuation Plans
The property has an evacuation plan posted in case of an emergency. Please review these plans and familiarize yourself with the emergency exits.

Hygiene
Participants are expected to maintain a healthy hygiene regimen. Personal Hygiene times are posted in the program schedule. At this time hygiene supplies and clean towels will be provided by staff. Shower times are reserved for this hygiene period and bathrooms are to remain open when not in use. Exceptions to use of showers can be made by Case Management when employed or otherwise needed. Showers are not to exceed 10 minutes in length. Showers times TBC.

Smoking
Smoking on property may only be done in designated areas that will be outlined at intake. These designated areas are 20 feet away from doors and windows, ensuring we provide a safe space for all participants. Smoking in these areas is only allowed during programming hours (6pm to 10pm) and will not be allowed after lights out. Remain respectful and dispose of cigarette butts in the provided receptacles. Smoking indoors is never permitted.

Personal Property
All participants are allowed to bring in only one large suitcase/duffel bag and one additional bag. Ask your Case Manager if you need information about free/low-cost storage services while staying with us.

o Personal property of significant value should not be kept at CCNC. o Please note that VOALA/CCNC does not accept responsibility for any personal property, or for any theft, damage, or loss of a participant’s personal property while in the program/facility. o Possessions held on behalf of the participant will be returned within 24-hours of the participant’s request.

Contraband
To maintain a safe environment, the following items are considered contraband and will be confiscated:

− Open food or drink containers
− Canned Goods
− Illicit Drugs
− Drug Paraphernalia and Broken items
to be considered paraphernalia
− Alcoholic Beverages
− Rubbing alcohols
− Food Storage
− Nail clippers
− Metal Nail Files
− Personal Blankets and Pillows
− Peroxide
− Razors/Shavers
− Nail Polish Remover
− Curling/Flat Irons
− Glass Bottles
− Aerosol Sprays
− Electrical Cords over standard length
− Scissors of any kind
− Weapons: Knifes, pepper spray,
MASE, firearms, bats, or anything
deemed unsafe by VOA staff

Medications
Medication storage (including refrigeration) is available to those who require it.

Dress Code
To maintain a safe and respectful environment the following dress code should be upheld by all participants:
o Wear shoes or appropriate foot attire at all times
o No offensive, hateful, inappropriate language on clothing o Remain fully clothed at all times including undergarments o Refrain from wearing revealing attire including:
− low cut, midriff, or torn shirts
− Shorts/skirts hemline must not fall above thighs and should cover participant in all mobility

If you need access to clothing, please let your Case Manager know.

Reasonable Accommodation
CCNC provides reasonable accommodations for persons with disabilities. A reasonable accommodation is a change in rules, policies, practices, or services so that a person with a disability will have an equal opportunity to use and enjoy a dwelling or common space here at the facility. Any participant in request of reasonable accommodations needs only to notify their case manager of the accommodation needed in writing and present any supportive documentation to be placed in the participants file as reference. A supportive case note will also be entered into the HMIS system.

Refusing Services
All participants have the right to refuse program services. If you would like to refuse services, please see your Case Manager so that an accommodation or referral can be made to assist you.

Linen
To maintain a clean environment linen in the form of a sheet, blanket and pillow will be provided daily during morning hygiene

Phones
Cell Phones are permitted onsite. During programming hours, it is important to respect the supportive environment and turn the phone off/keep on silent.

Service/Therapy Animals
Participants accompanied by a service and/or therapy animal will be allowed on the premises. Please review the Animal Assistance/ Service Animals & Emotional Support Policy.

Program Schedule
Participants are required to adhere to the following program schedule daily:

TIMES MON TUES WED THURS FRI SAT SUN
TBC Intake/
Dinner
Intake/
Dinner
Intake/
Dinner
Intake/
Dinner
Intake/
Dinner
Intake/
Dinner
Intake/
Dinner
TBC Showers Showers Showers Showers Showers Showers Showers TBC Wake Up
Call
Wake Up
Call
Wake Up
Call
Wake Up
Call
Wake Up
Call
Wake Up
Call
Wake Up
Call
TBC Bus Stop Bus Stop Bus Stop Bus Stop Bus Stop Bus Stop Bus Stop TBC Closed Closed Closed Closed Closed Closed Closed

WELCOME ORIENTATION

CCNC believes in clarity and transparency of its operations. The purpose of this packet is to notify you of the program expectations during your stay, answer any questions you may have, and help you acclimate to the program. CCNC also offers a wide range of on-site and referral services that can be overwhelming when explained upon Intake. If you have further questions or concerns, the Case Manager conducting this intake is available to answer your questions and/or listen to your concerns.

By signing below, I hereby acknowledge that I have been informed and read all of the aforementioned policies, rules, and procedures in reference to Central Cities Navigation Center. I also acknowledge that I have been given a copy of the Welcome Packet. I attest that a Case Manager/ Staff have reviewed each section and that I fully understand program guidelines, rules, and expectations set forth by Volunteers of America.

Participant Name Signature Date

Witness Name Signature Date

*Please ensure to keep a copy of this signed copy for your records

1 CENTRAL CITIES

NAVIGATION CENTER OPERATOR

SERVICES AGREEMENT

THIS OPERATOR SERVICES AGREEMENT is made and entered into this __ day of ________, 2023, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and VOLUNTEERS OF AMERICA OF LOS ANGELES , a California nonprofit corporation, herein after referred to as “CONTRACTOR”.

RECITALS

The following recitals are a substantive part of this Agreement:

1. This Agreement is entered into pursuant to Garden Grove Council approval dated _______; and

2. CITY proposes to utilize the services of CONTRACTOR to provide shelter operator services for the City’s homeless navigation center located at 13871 West Street, Ga rden Grove (“Center”), in accordance with the Scope of Services (Attachment A) of this agreement (the “PROJECT”); and

3. CONTRACTOR
represents that it is knowledgeable in its field and that any services performed by CONTRACTOR under this Agreement will be performed in compliance with the Orange County Standards of Care for Emergency Shelter Providers; and

4. The PROJECT is in the vital and best interests of the CITY, and the cities of Fountain Valley and Westminster, in addition to the health, safety and welfare of the residents of the community, and in accord with the public purposes and provisions of applicable federal, state and local laws and requirements.

AGREEMENT

THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term and Termination. The term of the agreement shall be for period of two (2) years from full execution of the agreement, with an option to extend said agreement additional three (3) years, for a total performance period of five (5) years. Option years shall be exercised one (1) year at a time, at the sole discretion of the CITY. This agreement may be terminated by the CITY without cause. In such event, the CITY will compensate CONTRACTOR for work performed to the date of termination in accordance with Section 3.

CONTRACTOR is required to present evidence to support performed work.

2. Services to be Provided. The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Proposal. The Proposal is attached as

2 Attachment A, and is incorporated herein by reference. The Proposal and this Agreement do not guarantee any specific amount of work.

3. Compensation. CONTRACTOR shall be compensated as follows:

3.1 AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of XXXXXXXXXXXXXX ($XXXX.XX) per fiscal year (July 1 through June 30 annualy), payable in arrears and in accordance with the Proposal in Attachment “A”.

3.2 Payment . For work under this Agreement, payment shall be made per invoice for work completed. Within 45 days of delivery of goods or completion of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed. For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in the Proposal (Attachment A).

3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.

3.4 Termination. CITY and CONTRACTOR shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.

4. Insurance requirements.

4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY.

4.2 WORKERS COMPENSATION INSURANCE. During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable.

4.3 INSURANCE AMOUNTS. CONTRACTOR shall maintain the following insurance for the duration of this Agreement:

(a) Commercial general liability in an amount of $1,000,000.00 per occurrence (claims made and modified occurrence
policies are not acceptable); Insurance companies must

3 be acceptable to CITY and have a Best’s Guide Rating of A- , Class VII or better, as approved by the CITY.

(b) Automobile liability in an amount of $1,000,000.00
combined single limit (claims made and modified
occurrence policies are not acceptable); Insurance
companies must be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.

(c) Sexual abuse/molestation coverage with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 in the aggregate.

(d) Commercial crime/employee theft policy providing coverage in an amount not less than Two Hundred Fifty Thousand Dollars ($250,000).

(e) Cyber liability policy in an amount not less than $1,000,000 per occurrence and $2,000,000.00 in the aggregate to provide coverage for security and privacy liability, medical liability, cyber extortion, business interruption and extra expense.

4.4 POLICY REQUIREMENTS.

(a) An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY and the cities of Fountain Valley and Westminster, their officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

(b) An Additional Insured Endorsement for the policy under section 4.3 (b) and (c) shall designate CITY and the cities of Fountain Valley and Westminster, their officers, officials, employees, agents, and volunteers as additional insureds. A loss payee endorsement shall further be provided for all losses under the commercial crime/employee theft policy.

The cities shall be designated as loss payees. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

(c) A waiver of subrogation shall be provided by the carriers for each policy waiving subrogation against CITY and the cities of Fountain Valley and Westminster, their officers, officials, agents, employees, consultants, and volunteers.

4 (d) For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY and the cities of Fountain Valley and Westminster, their officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the cities, their officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.

(e) All insurance required by this Agreement shall contain a statement of obligation on the part of the carrier or CONTRACTOR’s agent to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance.

(f) If CONTRACTOR maintains higher insurance limits than the minimums shown
above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.

5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.

6. Authority over facility.

(a) CITY and/or its designees retains authority over the navigation center facility and may at any time conduct inspections to determine CONTRACTOR compliance with the requirements of this Agreement or with other applicable operational standards.

(b) For the aforesaid purposes, CITY shall at all times keep and have the right to use keys to all locks upon and about the facility. CITY shall have the right to use such keys and any and all other means which CITY may reasonably deem proper to open any lock upon or about the facility in order to obtain entry in an emergency. CONTRACTOR shall use CITY provided keys only and shall not duplicate any key or change any lock without the express prior written permission of CITY.

7. Confidential Information .

If Contractor receives information from CITY or
PROGRAM clients which, due to the nature of such information is reasonably understood to be confidential and/or proprietary, CONTRACTOR agrees that it shall not use or disclose such inf ormation except in the performance of the Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential” information includes all nonpublic information, and includes not

5 only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed by any employee or agent is covered by this provision. The foregoing obligation shall not apply to information that is required to be disclosed by operation of law.

8. Right to Audit. CITY shall have the right to examine all records of CONTRACTOR related to the PROGRAM, including without limitation, all financial books an d records, maintenance records, employee records, and PROGRAM client records generated by CONTRACTOR, its subcontractors or any other related parties in connection with performance of this Agreement. CONTRACTOR shall make the same available for inspection by CITY or CITY's auditors at any time during normal business hours after reasonable notice during the term hereof and for a period of four (4) years thereafter.

9. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry, in any activity pursuant to this Agreement.

10. Independent Contractor . It is understood and agreed that in the performance of the work and services agreed to be performed by CONTRACTOR, CONTRACTOR shall act and be an independent contractor and not an agent or employee of CITY or the cities of Fountain Valley or Westminster, and as an independent contractor, shall obtain no rights to retirement benefits or other benefits which accrue to the cities’ employees, and CONTRACTOR hereby expressly waives any claim it may have to any such rights.

Any personnel performing services under this Agreement on behalf of CONTRACTOR shall at all times be under CONTRACTOR's exclusive direction and control. Except for the consideration paid by CITY to contractor under Section 3 of this Agreement, neither CITY nor the cities of Fountain Valley and Westminster shall be liable for compensation or indemnification to CONTRACTOR, its officers, employees, or agents for injury or sickness arising out of performing the services hereunder. If for any reason, any court or governmental agency determines that any or all of the cities have financial obligations, other than pursuant to Section 3 herein, of any nature related to salary, taxes, or benefits of CONTRACTOR's officers, employees, servants, representatives, subcontractors, or agents, CONTRACTOR shall indemnify the cities for all such financial obligations.

11. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.

CONTRACTOR shall comply with, and shall be responsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor standards, including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.

6 12. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.

These addresses shall be used for delivery of service of process.

a. (Contractor)
Volunteers of America of Los Angeles
Attention: Eric Richardson

XXXXXXXXXXXXXXX
XXXXX, CA 9XXXX

b. (Address of CITY) (with a copy to):

City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840

13. CONTRACTOR'S PROPOSAL. This Agreement shall include CONTRACTOR'S proposal or bid which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.

14. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.

15. Familiarity with Work. By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, and restrictions of the work under this Agreement.

Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR's risk, until written instructions are received from CITY.

16. Time of Essence. Time is of the essence in the performance of this Agreement.

17. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a substantial inducement for CITY to enter into this Agreement.

CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered

7 employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.

18. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.

19. Indemnification. To the fullest extent permitted by law, CONTRACTOR shall defend, and hold harmless CITY and the cities of Fountain Valley and Westminster, and their elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of CONTRACTOR, CONTRACTOR' s
agents, officers,
employees, subcontractors, or independent contractors hired by CONTRACTOR in the performance of the Agreement. The only exception to CONTRACTOR' s responsibility to protect, defend, and hold harmless the cities, is due to the sole negligence, recklessness and/or wrongful conduct of the cities, or any of their elective or appointive boards, officers, agents, or employees.

This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.

20. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.

\ \ \ \

(Agreement Signature Block on Next Pag e)

8 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.

Date: _____________ "CITY"

CITY OF GARDEN GROVE

By:___________________________
City Manager
ATTESTED:

____________________________
City Clerk

Date: _______________________
"CONTRACTOR"

VOLUNTEERS OF AMERICA OF

LOS ANGELES

By: ___________________________

Name: _________________________

Title: __________________________

Date: __________________________

Tax ID No. ______________________

Contractor’s License: _____________

Expiration Date: _________________

If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.

APPROVED AS TO FORM:

____________________________
Garden Grove City Attorney

Agenda Item - 6.b.

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM
To: Lisa L. Kim From: Craig Beck
Dept.: City Manager Dept.: Community and Economic
Development
Subject: Award a contract to Thomco
Construction Inc. for the
construction of the Central
Cities Navigation Center
(CCNC) located at 13871
West Street, City Project No.
1350000-1. (Cost:
$4,267,450.00) (Action
Item)
Date: 4/25/2023

OBJECTIVE
For City Council to award a contract to Thomco Construction Inc. for the construction and rehabilitation of the Central Cities Navigation Center (CCNC) located at 13971 West Street, City Project No. 1350000-1.

BACKGROUND
Over the past two years and furthering implementation of the City’s 2021 Comprehensive Strategic Plan to Address Homelessness (CSPAH), a number of key homelessness initiatives have been deployed in the City of Garden Grove including:
expansion of the GGPD Special Resources Team, activating the Be Well Mobile Response Team, and most recently a partnership with CalOptima and Healthcare in Action to implement the County’s first Street Medicine Pilot Program.

One of the key CSPAH priorities is the advancement of the Central Cities Navigation Center (CCNC) Project. In September 2022, the City Council approved a Purchase Agreement for the acquisition of 13871 West Street for the development of a future navigation center. The navigation center is anticipated to provide 85 individuals experiencing homelessness within the Central SPA with emergency housing and supportive services. The CCNC project scope incorporates rehabilitation of an existing 9,653 square-foot building that primarily consists of interior renovation and tenant improvements, and demolition of an adjoining 1,774 square-foot building. The CCNC project scope also includes upgrades to HVAC equipment, construction of a full-service commercial kitchen and installation of a new grease interceptor, new light fixtures, a new fire sprinkler and alarm system, new restroom and shower facilities,

shelter dormitory, and all related Fixtures, Furniture, and Equipment (FF&E) to achieve full operation.

In June 2022, the Cities of Garden Grove, Fountain Valley and Westminster entered into a Memorandum of Understanding (Tri-Cities MOU) to cooperate on the development of a future navigation center in the Central SPA. Under a separate Memorandum of Understanding between the County of Orange and the City of Garden Grove (County MOU), the County will provide funding totaling $11,550,000 towards construction and operation of the CCNC, including a one-time payment of $5.3 million to rehabilitate the CCNC.

DISCUSSION
In March 2023, an Invitation for Bids was released for construction of the CCNC project. Due to irregularities, the City Council approved rejection of all construction bids and authorized to re-advertise at the March 28, 2023 meeting. The CCNC project scope was refined by City staff in coordination with the City’s construction manager, NEXGEN Design Builders, to re-issue a solicitation for construction bids for the CCNC project.

Staff resolicited bids for this project pursuant to Municipal Code Section 2.50.100.

The Invitation to Bids for construction of the CCNC project was posted on the City’s PlanetBid Portal. A mandatory bidder job-site walk on April 5, 2023 was required as part of the bid process. This provided an opportunity for potential bidders to obtain updated project requirements related to the newly released construction bid and to assess the 13871 West Street site.

Five (5) qualified bid proposals were received at the City Clerk’s Office by 9:00 a.m. on April 19, 2023. The bid amount from Thomco Construction, Inc., the lowest responsible bidder and is within the current project budget at $4,267,450.00. The licenses and references of the contractor have been reviewed and verified by staff, and all other documentation is in order.

The bid results are as follows:

Construction Bidders Proposed Construction Amount
Bentley Construction Remodeling Inc. $4,996,096.82
Archico Design Build Inc. $5,899,000.00
RT Construction Corp. $4,870,600.00
Thomco Construction Inc. $4,267,450.00
PCN3, Inc. $5,665,257.00

It is recommended that the City Council award the contract to the lowest responsible bidder, Thomco Construction, Inc. for construction of the Central Cities Navigation Center (CCNC) located at 13871 West Street (City Project No. 1350000-1)

FINANCIAL IMPACT
In July 2022, a total of $7.0 million was appropriated to initiate the acquisition and rehabilitation of the CCNC. With the additional funding of $5.3 million from the

I
County of Orange and $3.4 million committed by the cities of Fountain Valley and Westminster, there is no additional appropriation needed for the current fiscal year.

All unused allocation to the CCNC project will be carried over to the next fiscal year through the budget process. Additional City funding needs will be assessed and included in the fiscal years 2023 to 2025 biennial budget.

RECOMMENDATION
It is recommended that the City Council:

Approve the Award of Contract to Thomco Construction Inc., in the amount of. $4,267,450 for the Central Cities Navigation Center construction and rehabilitation;

Authorize appropriation of $5,300,000 received from the County of Orange per County MOU (GL: 260-211-1210, JL: CIP1369000); and

Authorize the City Manager, or her designees, to execute the agreement, and make minor modifications, on behalf of the City, as appropriate there to.

By: Christy Le, Homeless Liaison Analyst
ATTACHMENTS:

Description Upload Date Type File Name
Thomco Agreement 4/19/2023 Agreement Thomco_Construction_Inc._Agreement._ac_4.19.pdf CCNC Bid Summary 4/19/2023 Backup Material CCNC_Bid_Summary._4.19.pdf

•
•
•

CONSTRUCTION AGREEMENT

THIS AGREEMENT is made this day of , 2023 by the CITY OF GARDEN GROVE , a municipal corporation, ("CITY"), and THOMCO CONSTRUCTION, INC. hereinafter referred to as ("CONTRACTOR").

CITY desires to utilize the services of CONTRACTOR to furnish material, equipment, and labor for the CENTRAL CITIES NAVIGATION CENTER PROJECT, CITY PROJECT NO. CP – 1350000-

1. CONTRACTOR is qualified by virtue of experience, training, education, and expertise to accomplish services.

WHEREAS, the Federal Department of Housing and Urban Development is providing partial funding for this Contract to CITY through a Community Development Block Grant;
WHEREAS, CITY has solicited bids for a public works project, hereinafter referred to as “PROJECT," more fully described as CENTRAL CITIES NAVIGATION CENTER, CITY PROJECT NO. CP – 1350000-1, in the City of Garden Grove; and
CONTRACTOR has been selected to perform said services,
NOW, THEREFORE, in consideration of the promises and agreements hereinafter made and exchanged, the parties covenant and agree as follows:

1. STATEMENT OF WORK ACCEPTANCE OF RISK
CONTRACTOR shall complete and construct the PROJECT pursuant to this Agreement and the Contract Documents (as hereinafter defined) and furnish, at its own cost and expense, all labor, plans, tools, equipment, supplies, transportation, utilities and all other items, services and facilities necessary to complete and construct the PROJECT in a good and workmanlike manner.

CONTRACTOR agrees to fully assume the risk of all loss or damage arising out of the nature of the PROJECT, during its progress or prior to acceptance by CITY, from the action of the elements, from any unforeseen difficulties which may arise or be encountered in the prosecution of work, and for all other risks of any description in connection with the work, including, but not limited to, all expenses incurred by or in consequence of the suspension or discontinuance of

work, except such as are herein expressly stipulated to be borne by CITY, and for well and faithfully completing the work within the stipulated time and in the manner shown and described in this Agreement, and in accordance with the requirements of CITY for the compensation set forth in the accepted bid proposal.

2. ACCEPTANCE OF CONDITIONS OF WORK• PLANS AND

SPECIFICATIONS

CONTRACTOR acknowledges that it is fully familiar with all the terms, conditions and obligations of this Agreement and the Contract Documents (as defined below in this Section), the location of the job site, and the conditions under which the work is to be performed, and that it enters into this Agreement based upon its thorough investigation of all such matters and is relying in no way upon any opinions or representations of CITY.

It is agreed that the Contract Documents are incorporated into this Agreement by this reference, with the same force and effect as if the same were set forth at length herein, and that CONTRACTOR and its subcontractors, if any, shall be bound by the Contract Documents insofar as they relate in part or in any way, directly or indirectly, to the work covered by this Agreement.

A. "Contract Documents" as defined herein mean and include:

B. This Agreement;
C. Bonds covering the work herein agreed upon;
D. The CITYs standard Plans and Specifications and special contractual provisions, including those on file in the office of the Director of Community and Economic Development of CITY and adopted by the City Council, and any revisions, amendments or addenda thereto;
E. The edition of Standard Specifications for Public Works Construction, published by Builders' News, Inc., 10801 National Boulevard, Los Angeles, CA 90064, and all amendments thereto, written and promulgated by the Southern California chapter of the American Public Works Association and the Southern California District Associated General Contractors of the California Joint Cooperative Committee as specified in the particular Plans, Specifications, Special Provisions and Addenda applicable to the Project;
F. All bid documents, including the Notice Inviting Bids, the Special Instructions to Bidders, the CONTRACTOR's proposal, (attached as Exhibit "A"), "Form HUD-4010," the Federal Labor Standards

Provision of the United States (attached as Exhibit "B"), and "Standard Federal Equal Employment Opportunity Construction Contract Specifications," as established by Federal Executive Order 11246 (attached as Exhibit "C").

G. The particular Plans, Specifications, Special Provisions and Addenda applicable to the PROJECT. Anything mentioned in the Specifications and not indicated in the Plans or indicated in the Plans and not mentioned in the Specifications, shall be of like effect as if indicated and mentioned in both. In case of a discrepancy between any Plans, Specifications, Special provisions, or Addenda, the matter shall be immediately submitted by CONTRACTOR to the Community and Economic Development
Department of CITY (hereinafter referred to as "CEDD"), and CONTRACTOR shall not attempt to resolve or adjust the
discrepa
ncy without the decision of CEDD, save only at its own
risk and expense.

Should there be any conflict between the terms of this Agreement and the bid or proposal of CONTRACTOR, then this Agreement shall control and nothing herein shall be considered as an acceptance of the terms of the bid or proposal which is in conflict herewith.

3. COMPENSATION

CITY agrees to pay and CONTRACTOR agrees to accept as full compensation for the faithful performance of this Agreement, subject to any additions or deductions made under the provisions of this Agreement or the Contract Documents, a sum not to exceed $4,267,450.00 ( and No Cents) , as set forth in the Contract Documents, to be paid as provided in this Agreement.

4. COMMENCEMENT OF PROJECT

CONTRACTOR agrees to commence the PROJECT within ten (10) working days after the Notice to Proceed is issued and diligently prosecute the PROJECT to completion within Two Hundred and Forty (240) working days from the day the Notice to Proceed is issued by City of Garden Grove excluding delays provided for in this Agreement.

5. TIME OF THE ESSENCE

The parties hereto recognize and agree that time is of the essence in the performance of this Agreement and each and every provision of the Contract Documents.

CONTRACTOR shall prepare and obtain approval as required by the Contract Documents for all shop drawings, details and samples, and do all other things necessary and incidental to the prosecution of its work in conformance with the progress schedule set forth in the Contract Documents. CONTRACTOR shall coordinate its work with the work of all other contractors, subcontractors, and CITY forces working on the PROJECT in a manner that will facilitate the efficient completion of the PROJECT and in accordance with the terms and provisions of this Agreement. CITY shall have complete control of the premises on which the work is to be performed and shall have the right to decide the time and order in which the various portions of the work shall be performed and the priority of the work of other contractors, subcontractors and CITY forces and, in general, all matters concerning the timely and orderly conduct of the work of CONTRACTOR on the premises.

6. CHANGES

CONTRACTOR shall adhere strictly to the plans and specifications set forth in the Contract Documents unless a change therefrom is authorized in writing by CEDD. CONTRACTOR agrees to make any and all changes, furnish materials and perform all work necessary within the scope of the PROJECT as CEDD may require in writing. Under no condition shall CONTRACTOR make any changes without the prior written order or acceptance of CEDD, and CITY shall not pay any extra charges made by CONTRACTOR that have not been agreed upon in writing by CEDD.

When directed to change the work, CONTRACTOR shall submit immediately to CEDD a written cost proposal reflecting the effect of the change. Should CEDD not agree to such cost proposal, the work shall be performed according to the changes ordered in writing by CEDD and the proper cost thereof shall be negotiated by the parties upon cost and pricing data submitted by CONTRACTOR; thereupon, CITY will promptly issue an adjusted change order to CONTRACTOR and the Agreement price will be adjusted upward or downward accordingly.

7. NOTICE TO PROCEED

No work, services, material, or equipment shall be performed or furnished under this Agreement unless and until a Notice to Proceed has been given to CONTRACTOR by CITY. CITY does not warrant that the work will be available on the date the Notice to Proceed is issued. In the event of a delay in commencement of the work due to unavailability of