Laguna Beach City Council
December 9, 2025

-1- PROFESSIONAL SERVICES AGREEMENT

CITY OF LAGUNA BEACH

PROFESSIONAL SERVICES AGREEMENT

1. PARTIES AND DATE.

This Agreement #__________ is made and entered into this 9 day of December, 2025, by and between the City of Laguna Beach, a municipal corporation organized under the laws of the State of California with its principal place of business at 505 Forest Avenue, Laguna Beach, California 92652 ("City") and Friendship Shelter, Inc., a California nonprofit, with its principal place of business at PO Box 4252, Laguna Beach, CA 92651 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties."

2. RECITALS.

2.1 Consultant.

Consultant desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing emergency shelter operations and housing-focused supportive services to public clientsand is familiar with the plans of City.

2.2 Project.

City desires to engage Consultant to render such professional services for the Alternative Sleeping Location shelter located on 20652 Laguna Canyon Road, Laguna Beach CA 92651 ("Project") as set forth in this Agreement.

3. TERMS.

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

3.1.2 Term. The term of this Agreement shall be from January 1, 2026 to June 30, 2027, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services. -2- PROFESSIONAL SERVICES AGREEMENT

3.2 Compensation.

3.2.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed seven hundred, fifty thousand ($750,000) with a not to exceed amount of $250,000 between January 1, 2026 to June 30, 2026 and not to exceed $500,000 from July 1, 2026 to June 30, 2027 without written approval of the City Council or City Manager, as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.

3.2.2 Payment of Compensation. Consultant shall submit to City a quarterly invoice which indicates work completed and hours of Services rendered by Consultant. The invoice shall describe the amount of Services provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the invoice. City shall, within 30 days of receiving such invoice, review the invoice and pay all non-disputed and approved charges. If the City disputes any of Consultant's fees, the City shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein. Payment shall not constitute acceptance of any Services completed by Consultant. The making of final payment shall not constitute a waiver of any claims by the City for any reason whatsoever.

3.2.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City, or included in Exhibit "C" of this Agreement.

3.2.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the City.

3.3 Responsibilities of Consultant.

3.3.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Any personnel performing the Services on behalf of Consultant shall not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, or any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultants officers, employees or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.

3.3.2 Schedule of Services. Consultant shall perform the Services in a prompt and timely manner and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services expeditiously. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. -3- PROFESSIONAL SERVICES AGREEMENT

3.3.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City.

3.3.4 Substitution of Key Personnel.
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3.3.5 City's Representative. The City hereby designates Dave Kiff, City Manager, or his designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for review and approval of all products submitted by Consultant but not the authority to enlarge the Scope of Services or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which enlarge the Scope of Services or change the Consultant's total compensation subject to the provisions contained in this Agreement. Consultant shall not accept direction or orders from any person other than the City Manager, City's Representative or his/her designee.

3.3.6 Consultant's Representative.
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3.3.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.

3.3.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services.

Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement. Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its subconsultants who is determined by the City to be a threat to the safety of persons or property or any employee who refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project or reassigned by the Consultant so that the employee is not providing Services or working on the Project.

3.3.9 Period of Performance.

3.3.9.1 Consultant shall perform and complete all Services under this Agreement within the term set forth in Section 3.1.2 above (“Performance Time”). Consultant shall also perform the Services in strict accordance with any completion schedule or Project milestones described in Exhibits “A” or “B” attached hereto, or which may be separately agreed upon in writing by the City and Consultant (“Performance Milestones”). Consultant agrees that if the Services are not completed within the aforementioned Performance Time and/or pursuant to any such Performance Milestones developed -4- PROFESSIONAL SERVICES AGREEMENT
pursuant to provisions of this Agreement, it is understood, acknowledged and agreed that the City will suffer damage.

3.3.9.2 Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); (4) strikes and other organized labor action occurring at the site and the effects thereof on the services, only to the extent such strikes and other organized labor action are beyond the control of Consultant and its subcontractors, and to the extent the effects thereof cannot be avoided by use of replacement workers; and (5) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of a public agency applicable to the services and Agreement.

3.3.9.3 Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Force Majeure Events and/or delays, regardless of the Party responsible for the delay, shall not entitle Consultant to any additional compensation. Notwithstanding the foregoing in this section, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement.

3.3.10 Laws and Regulations; Employee/Labor Certification.

3.3.10.1 Compliance with Laws. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with the Services and this Agreement. All violations of such laws and regulations shall be grounds for the City to terminate the Agreement for cause.

3.3.10.2 Employment Eligibility; Consultant. Consultant certifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time and shall require all subconsultants and sub-subconsultants to comply with the same. Consultant certifies that it has not committed a violation of any such law within the five (5) years immediately preceding the date of execution of this Agreement, and shall not violate any such law at any time during the term of the Agreement.

3.3.10.3 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted. -5- PROFESSIONAL SERVICES AGREEMENT

3.3.10.4 Air Quality. To the extent applicable, Consultant must fully comply with all applicable laws, rules and regulations in furnishing or using equipment and/or providing services, including, but not limited to, emissions limits and permitting requirements imposed by the South Coast Air Quality Management District (SCAQMD) and/or California Air Resources Board (CARB). Consultant shall indemnify City against any fines or penalties imposed by SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable laws, rules and/or regulations by Consultant, its subconsultants, or others for whom Consultant is responsible under its indemnity obligations provided for in this Agreement.

3.3.10.5 Water Quality Management and Compliance. Consultant shall keep itself and all subcontractors, staff, and employees fully informed of and in compliance with all local, state and federal laws, rules and regulations that may impact, or be implicated by the performance of the Services including, without limitation, all applicable provisions of the City’s ordinances regulating water quality and storm water; the Federal Water Pollution Control Act (33 U.S.C. § 1251, et seq.); the California PorterCologne Water Quality Control Act (Water Code § 13000 et seq.); and any and all regulations, policies, or permits issued pursuant to any such authority. Consultant must additionally comply with the lawful requirements of the City, and any other municipality, drainage district, or other local agency with jurisdiction over the location where the Services are to be conducted, regulating water quality and storm water discharges. City may seek damages from Consultant for delay in completing the Services caused by Consultant’s failure to comply with the laws, regulations and policies described in this Section, or any other relevant water quality law, regulation, or policy.

3.3.10.6 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed.

3.3.11 Insurance.

3.3.11.1 Time for Compliance. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the City that the subconsultant has secured all insurance required under this section. Failure to provide and maintain all required insurance shall be grounds for the City to terminate this Agreement for cause.

3.3.11.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies to do so. (A) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office "occurrence" form CG 00 01, or the exact equivalent, with limits of not less than $2,000,000 per occurrence and no less than $4,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions (1) limiting coverage for contractual liability; (2) excluding coverage -6- PROFESSIONAL SERVICES AGREEMENT
for claims or suits by one insured against another (cross-liability); (3) products/completed operations liability; or (4) containing any other exclusion(s) contrary to the terms or purposes of this Agreement. (B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 00 01 covering "Any Auto" (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities with limits of not less than $2,000,000 combined limit for each occurrence. (C) Workers' Compensation: Workers' Compensation Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease.
(D) Professional Liability (Errors & Omissions Professional Liability insurance or Errors & Omissions insurance appropriate to Consultant’s profession with limits of not less than $2,000,000. Covered professional services shall specifically include all work to be performed under the Agreement and delete any exclusions that may potentially affect the work to be performed (for example, any exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least five (5) years from termination or expiration of this Agreement.

3.3.11.3 Insurance Endorsements. Required insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provisions to the insurance policies:
(A) Commercial General Liability: (1) Additional Insured: The City, its officials, officers, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement. Additional Insured Endorsements shall not (1) be restricted to "ongoing operations"; (2) exclude "contractual liability"; (3) restrict coverage to "sole" liability of Consultant; or (4) contain any other exclusions contrary to the terms or purposes of this Agreement. For all policies of Commercial General Liability insurance, Consultant shall provide endorsements in the form of ISO CG 20 10 10 01 and 20 37 10 01 (or endorsements providing the exact same coverage) to effectuate this requirement. (2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Automobile Liability: (1) Additional Insured: The City, its directors, officials, officers, employees, agents, and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Vendor or for which the Vendor is responsible. (2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
(C) Professional Liability (Errors & Omissions) 1) Cancellation:

Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (2) This insurance shall be written on a policy form coverage specifically designed to protect -7- PROFESSIONAL SERVICES AGREEMENT
against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and include a provision establishing the insurer’s duty to defend. (D) Workers' Compensation: (1) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (2) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the City, its officials, officers, employees, agents, and volunteers.

3.3.11.4 Primary and Non-Contributing Insurance. All policies of Commercial General Liability and Automobile Liability insurance shall be primary and any other insurance, deductible, or self-insurance maintained by the City, its officials, officers, employees, agents, or volunteers shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.

3.3.11.5 Waiver of Subrogation. All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.

3.3.11.6 Deductibles and Self-Insured Retentions. Any deductible or selfinsured retention must be approved in writing by the City and shall protect the City, its officials, officers, employees, agents, and volunteers in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.

3.3.11.7 Evidence of Insurance. The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates on forms approved by the City, together with all endorsements affecting each policy. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced and not replaced immediately so as to avoid a lapse in the required coverage, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.

3.3.11.8 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to transact business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.

3.3.11.9 Enforcement of Agreement Provisions (non estoppel). Consultant acknowledges and agrees that actual or alleged failure on the part of the City to inform Consultant of noncompliance with any requirement imposes no additional obligation on the City nor does it waive any rights hereunder.
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3.3.11.10 Requirements Not Limiting. Requirement of specific coverage or minimum limits contained in this Section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. The insurance obligations under this Agreement shall be: (1) all the insurance coverage and/or limits carried by or available to the Consultant; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the Consultant under this Agreement.

3.3.11.11 Additional Insurance Provisions
(A) If any Excess or Umbrella Liability policies are used to meet the limits of liability required by this Agreement, then said policies shall be “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all of the insurance requirements stated in this Agreement, including, but not limited to, the additional insured and primary & non-contributory insurance requirements stated herein. No insurance policies maintained by the City, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted. (B) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(C) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (D) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (E) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
(F) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
(G) Consultant shall report to the City, in addition to Consultant’s insurer, any and all insurance claims submitted by Consultant in connection with the Services under this Agreement.
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3.3.11.12 Insurance for Subconsultants. Consultant shall include all subconsultants engaged in any work for Consultant relating to this Agreement as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City, its officials, officers, employees, agents, and volunteers as additional insureds to the subconsultant's policies. All policies of Commercial General Liability insurance provided by Consultant’s subconsultants performing work relating to this Agreement shall be endorsed to name the City, its officials, officers, employees, agents and volunteers as additional insureds using endorsement form ISO CG 20 38 04 13 or an endorsement providing equivalent coverage. Consultant shall not allow any subconsultant to commence work on any subcontract relating to this Agreement until it has received satisfactory evidence of subconsultant’s compliance with all insurance requirements under this Agreement, to the extent applicable.

The Consultant shall provide satisfactory evidence of compliance with this section upon request of the City.

3.4 Labor Code Requirements.

3.4.1 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant's principal place of business and at the project site. It is the intent of the parties to effectuate the requirements of sections 1771, 1774, 1775, 1776, 1777.5, 1813, and 1815 of the Labor Code within this Agreement, and Consultant shall therefore comply with such Labor Code sections to the fullest extent required by law. Consultant shall defend, indemnify and hold the City, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.

3.4.2 Registration/DIR Compliance. If the Services are being performed on a public works project of over $25,000 when the project is for construction, alteration, demolition, installation, or repair work, or a public works project of over $15,000 when the project is for maintenance work, in addition to the foregoing, then pursuant to Labor Code sections 1725.5 and 1771.1, the Consultant and all subconsultants must be registered with the Department of Industrial Relations (“DIR”). Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants.

3.4.3 Compliance Monitoring. This Project may also be subject to compliance monitoring and enforcement by the DIR. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements, including the submission of payroll records directly to the DIR. Any stop orders issued by the DIR against Consultant or any subconsultant that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the DIR against Consultant or any subconsultant.
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3.4.4 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.

3.5 Termination of Agreement.

3.5.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least thirty (30) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those Services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. The rights and remedies of the City provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law, equity or under this Agreement.

3.5.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within sixty (60) days of the request.

3.5.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.

3.6 Indemnification.

3.6.1 To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s Services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses except such loss or damage caused by the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall survive expiration or termination of this Agreement and shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.

3.6.2 If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant -11- PROFESSIONAL SERVICES AGREEMENT
obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

3.7 General Provisions.

3.7.1 Accounting Records. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement.

Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.

3.7.2 Independent Contractors and Subcontracting.

3.7.2.1 Use of Consultants. Consultant is aware of statutory and case law regarding classification of workers as independent contractors, including California Labor Code Section 2750.3 and Dynamex Operations West, Inc. v. Superior Court, 4 Cal. 5th 903 (2018). To ensure that Consultant is in compliance with the California Labor Code, Consultant shall only utilize its employees to provide the Services. Consultant may not provide the services through any independent contractor, subcontractor or subconsultant (“Subcontractor(s)”) unless approved by the City as set forth in Section

3.7.2.2 below. Consultant represents and warrants that all personnel who perform the Services on Consultant’s behalf are Consultant’s employees, and that Consultant complies with all applicable laws, rules and regulations governing its employees, including, but not limited to, the California Labor Code, Unemployment Insurance Code and all applicable Industrial Welfare Commission Wage Orders.

3.7.2.2 Prior Approval Required. Consultant shall not use any Subcontractor to provide the Services, or any portion of the work required by this Agreement, without prior written approval of City. In the event that City authorizes Consultant to use a Subcontractor, Consultant shall enter into a written agreement with the Subcontractor, which must include all provisions of the Agreement, including a restriction on the Subcontractor’s use of further independent contractors, subcontractors or subconsultants without the City’s prior written consent.

3.7.3 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:

Consultant: Friendship Shelter, Inc.

PO Box 4252
Laguna Beach, CA 92651
ATTN: FSI
City: City of Laguna Beach
505 Forest Avenue
Laguna Beach CA 92651
ATTN: CM Office
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. -12- PROFESSIONAL SERVICES AGREEMENT
Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.

3.7.4 Ownership of Materials and Confidentiality.

3.7.4.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). All Documents & Data shall be and remain the property of City, and shall not be used in whole or in substantial part by Consultant on other projects without the City’s express written permission, which shall not be unreasonably withheld. Within thirty (30) days following the completion, suspension, abandonment or termination of this Agreement, Consultant shall provide to City reproducible copies of all Documents & Data, in a form and amount required by City. City reserves the right to select the method of document reproduction and to establish where the reproduction will be accomplished. The reproduction expense shall be borne by City at the actual cost of duplication. In the event of a dispute regarding the amount of compensation to which the Consultant is entitled under the termination provisions of this Agreement, Consultant shall provide all Documents & Data to City upon payment of the undisputed amount. Consultant shall have no right to retain or fail to provide to City any such documents pending resolution of the dispute. In addition, Consultant shall retain copies of all Documents & Data on file for a minimum of fifteen (15) years following completion of the Project, and shall make copies available to City upon the payment of actual reasonable duplication costs. Before destroying the Documents & Data following this retention period, Consultant shall make a reasonable effort to notify City and provide City with the opportunity to obtain the documents.

3.7.4.2 Subconsultants. Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or its subconsultants, or those provided to Consultant by the City.

3.7.4.3 Right to Use. City shall not be limited in any way in its use or reuse of the Documents and Data or any part of them at any time for purposes of this Project or another project, provided that any such use not within the purposes intended by this Agreement or on a project other than this Project without employing the services of Consultant shall be at City’s sole risk. If City uses or reuses the Documents & Data on any project other than this Project, it shall remove the Consultant’s seal from the Documents & Data and indemnify and hold harmless Consultant and its officers, directors, agents and employees from claims arising out of the negligent use or re-use of the Documents & Data on such other project. Consultant shall be responsible and liable for its Documents & Data, pursuant to the terms of this Agreement, only with respect to the condition of the Documents & Data at the time they are provided to the City upon completion, suspension, abandonment or termination. Consultant shall not be responsible or liable for any revisions to the Documents & Data made by any party other than Consultant, a party for whom the Consultant is legally responsible or liable, or anyone approved by the Consultant.

3.7.4.4 Indemnification. Consultant shall defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and agents free and harmless, pursuant to the -13- PROFESSIONAL SERVICES AGREEMENT
indemnification provisions of this Agreement, for any alleged infringement of any patent, copyright, trade secret, trade name, trademark, or any other proprietary right of any person or entity in consequence of the use on the Project by City of the Documents & Data, including any method, process, product, or concept specified or depicted.

3.7.4.5 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services.

Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.

3.7.4.6 Confidential Information. The City shall refrain from releasing Consultant’s proprietary information ("Proprietary Information") unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Consultant of its intention to release Proprietary Information. Consultant shall have five (5) working days after receipt of the release notice to give City written notice of Consultant's objection to the City's release of Proprietary Information. Consultant shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney’s fees) arising out of a legal action brought to compel the release of Proprietary Information. City shall not release the Proprietary Information after receipt of an objection notice unless either: (1) Consultant fails to fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal action brought to compel such release; and/or (2) a final and non-appealable order by a court of competent jurisdiction requires that City release such information.

3.7.5 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.

3.7.6 Entire Agreement. This Agreement contains the entire agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements.

3.7.7 Attorneys’ Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorneys’ fees and all costs of such action.

3.7.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Orange County. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, Consultant must comply with the claim procedures set forth in Government Code sections 900 et seq. prior to filing any lawsuit against the City. Such Government Code claims and any -14- PROFESSIONAL SERVICES AGREEMENT
subsequent lawsuit based upon the Government Code claims shall be limited to those matters that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed conditions have been followed by Consultant. If no such Government Code claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Consultant shall be barred from bringing and maintaining a valid lawsuit against the City.

3.7.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.

3.7.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.

3.7.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.

3.7.12 Assignment or Transfer. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Consultant shall not subcontract any portion of the Services required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.

3.7.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.

3.7.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

3.7.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.

3.7.16 No Third-Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.

3.7.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
-15- PROFESSIONAL SERVICES AGREEMENT

3.7.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic Interest with the City’s Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

3.7.19 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.

3.7.20 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

3.7.21 Survival. All rights and obligations hereunder that by their nature are to continue after any expiration or termination of this Agreement, including, but not limited to, the indemnification obligations, shall survive any such expiration or termination.

SIGNATURES ON NEXT PAGE
-16- PROFESSIONAL SERVICES AGREEMENT

SIGNATURE PAGE TO PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF LAGUNA BEACH AND
Friendship Shelter, Inc.

IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the day and year first above written.

CITY OF LAGUNA BEACH Friendship Shelter, Inc.

By:

Its:

Printed Name:

Approved By:

Dave Kiff
City Manager
Approved as to Form:
_____________________________________City
Attorney
Attested By:

City Clerk
55852.00003\42823523.1
Exhibit “A”-1 PROFESSIONAL SERVICES AGREEMENT
EXHIBIT "A"

SCOPE OF SERVICES
Alternative Sleeping Location Program
City of Laguna Beach and Friendship Shelter, Inc.

This Scope of Services is divided into two service periods per this contract and establishes the duties, responsibilities, and service levels for the operation of the City of Laguna Beach Alternative Sleeping Location by Friendship Shelter, Inc. Friendship Shelter shall operate the program as a low barrier, housing focused emergency shelter serving adults experiencing homelessness.

All program activities shall comply with the Alternative Sleeping Location Policy and Procedure Manual (“ASL Manual”), effective January 1, 2026, Version 3.0 and is incorporated to Exhibit A. The ASL Manual is incorporated into this Scope of Services by reference and governs shelter operations, participant management, staffing, safety procedures, behavioral expectations, health and sanitation, emergency response, and service delivery requirements. Updates to the ASL Manual shall apply to this Scope of Services upon written notice to the City, unless the City objects within fifteen business days, in which case the prior version remains in effect until resolved.

The ASL Manual includes, but is not limited to, provisions governing:

Guiding principles, community expectations, and behavioral standards • Hours of operation, curfews, quiet hours, and van services •
• Coordinated Entry System integration
• Food services and safe food-handling protocols
• Hygiene, sanitation, storage, and personal property procedures • Intake, eligibility, admission, denials, and re-enrollment • Incident reporting, grievances, and termination procedures • Health, safety, and emergency response
• Case management, service coordination, and housing-focused practices • Staffing requirements, data tracking, HMIS participation, and confidentiality obligations (See ASL Manual, effective January 1, 2026, Version 3.0.) General Program Requirements
Throughout both service periods, Friendship Shelter shall:
• Operate the program as a low barrier, housing focused emergency shelter consistent with the principles and procedures outlined in the ASL Manual.
• Maintain compliance with all applicable federal, state, county, and local regulations. • Provide a trauma informed environment that promotes dignity and stability. • Cooperate with City monitoring, audits, and site inspections. • Participate in coordination meetings with City staff. • Maintain confidentiality of participant information consistent with requirements in the ASL Manual and applicable law.

Service Period One
January 1, 2026 through June 30, 2026
55852.00003\42823523.1
Exhibit “A”-2 PROFESSIONAL SERVICES AGREEMENT
Maximum Capacity: Up to 30 enrolled participants
Friendship Shelter shall operate the Alternative Sleeping Location at its existing enrollment capacity while maintaining full programming, supervision, and case management services. All duties performed during this period shall be consistent with the ASL Manual.

Core Services
Friendship Shelter shall:
• Maintain uninterrupted twenty-four-hour daily operation of the Alternative Sleeping Location for up to 30 enrolled participants, consistent with the ASL Manual's operational standards. • Provide safe, clean, and supervised sleeping accommodations in accordance with facility and safety protocols contained in the ASL Manual.
• Provide bathrooms, showers, hygiene supplies, and secure storage in accordance with hygiene, sanitation, and personal belongings policies in the ASL Manual. • Provide meals and nutrition support consistent with the meal service and safe food handling requirements in the ASL Manual.
• Conduct routine facility cleaning, sanitation, and pest control consistent with ASL Manual health and hygiene provisions.
• Enforce participant standards of conduct and maintain order and safety as set forth in the ASL Manual’s community expectations, safety protocols, and enforcement procedures. • Coordinate with City staff and local public safety agencies consistent with the incident reporting and emergency response protocols contained in the ASL Manual.

Case Management and Housing Services
Friendship Shelter shall:
• Provide individualized housing focused case management consistent with the ASL Manual’s supportive services and housing plan requirements.
• Complete initial assessments, individualized housing plans, and weekly housing plan follow up for each participant, consistent with the ASL Manual.
• Assist with identification, benefits access, income stabilization, medical and behavioral health services, and housing applications.
• Enroll eligible participants in the Coordinated Entry System in accordance with the ASL Manual’s CES procedures.
• Connect eligible participants to CalAIM services and coordinate with external service agencies as necessary.

Staffing Levels – Service Period One
Friendship Shelter shall provide staffing necessary to support a 30-bed model, consistent with staffing policies and job classifications in the ASL Manual. Approximate FTEs include:

1.0 FTE Program Manager

1.0 FTE Shelter Supervisor

8.4 FTE Guest Advocates and Van Drivers

2.0 FTE Intensive Case Managers

0.4 FTE Peer Advocate
Friendship Shelter shall ensure that at least two staff members are onsite during waking and active hours, 55852.00003\42823523.1
Exhibit “A”-3 PROFESSIONAL SERVICES AGREEMENT
and no fewer than one staff member onsite during overnight hours, in accordance with the ASL Manual.

Data Collection and Performance Tracking
Friendship Shelter shall:
• Input and maintain participant and program data in HMIS, consistent with HMIS participation requirements outlined in the ASL Manual.
• Track key performance indicators, including bed utilization, length of stay, exits to permanent housing, income changes, and returns to homelessness.
• Provide reporting to the City in a format and frequency mutually agreed upon, consistent with the ASL Manual’s performance reporting requirements.

Interior Improvement Project (Shared Responsibility)
The City and Friendship Shelter will work collaboratively to assess and, if feasible, undertake interior improvements intended to enhance participant privacy and create semi-private sleeping areas for 20 participants. These improvements are not required and are fully contingent on the availability of funding, necessary entitlements, and City approval. Under this shared framework, the parties agree to the following:
• Collaborate on the planning, design, and evaluation of potential interior improvements. • Pursue, if feasible, reconfiguration of the facility to allow semi-private sleeping areas for participants, subject to funding availability and all required permits and approvals. • Seek improvements that enhance safety, privacy, dignity, and operational functionality, if funding and entitlements allow.
• Ensure that any approved construction activity is coordinated to avoid disruption of essential shelter services.

Service Period Two
July 1, 2026 through June 30, 2027
Maximum Capacity: Up to 20 enrolled participants
During this service period, enrollment shall be reduced in alignment with interior improvements and operational modifications. All services shall continue in compliance with the ASL Manual.

Operational Responsibilities (Friendship Shelter)
Friendship Shelter shall:
• Reduce enrollment to a maximum of 20 participants.
• Continue operating the Alternative Sleeping Location at full service levels for up to 20 enrolled participants in accordance with this Scope of Services and the ASL Manual. • Maintain uninterrupted twentyfour-hour operations, case management services, safety protocols, and all other shelter functions during this period.

Continued Shelter and Case Management Services
Friendship Shelter shall:
• Maintain uninterrupted twenty-four-hour daily operation of the Alternative Sleeping Location for up to 20 enrolled participants, consistent with the ASL Manual. • Provide nightly shelter, hygiene, and supportive services in accordance with all relevant provisions of the ASL Manual.
55852.00003\42823523.1
Exhibit “A”-4 PROFESSIONAL SERVICES AGREEMENT
• Provide housing focused case management to each participant. • Maintain connections to external service providers and housing resources. • Continue data tracking, reporting, and performance measurement. • Enforce safety protocols and participant standards in compliance with ASL Manual enforcement procedures.

Staffing Levels – Service Period Two
Staffing shall be adjusted to reflect the reduced enrollment capacity while maintaining safe operations, consistent with staffing and training requirements in the ASL Manual. Approximate FTEs include:

1.0 FTE Program Manager

7.0 FTE Guest Advocates and Van Drivers

1.0 FTE Intensive Case Managers
Friendship Shelter shall maintain one to two staff members onsite at all times, consistent with the ASL Manual.

Exhibit “B”-1 PROFESSIONAL SERVICES AGREEMENT
EXHIBIT "B"

SCHEDULE OF SERVICES
Service Period One
January 1, 2026 through June 30, 2026
Maximum Capacity: Up to 30 enrolled participants
Service Period Two
July 1, 2026 through June 30, 2027
Maximum Capacity: Up to 20 enrolled participants
Exhibit “C”-1 PROFESSIONAL SERVICES AGREEMENT
EXHIBIT "C"

COMPENSATION AND ALLOWABLE EXPENSE CATEGORIES
This Exhibit defines the categories of expenses that may be charged under this Agreement. All expenditures must be necessary to operate the Alternative Sleeping Location in accordance with the Scope of Services and the ASL Policy and Procedure Manual, and must comply with City policies governing reimbursement and financial reporting.

No reimbursement shall exceed the not-to-exceed amounts authorized for each Operational Period.

1. Maximum Reimbursable Amounts
Operational Period One
January 1, 2026 through June 30, 2026
City contribution not to exceed: $250,000
Operational Period Two
July 1, 2026 through June 30, 2027
City contribution not to exceed: $500,000

2. Allowable Expense Categories
A. Personnel Costs
Salaries, wages, and payroll expenses for staff providing shelter operations, administrative support, supervision, case management, and transportation. This category includes, but is not limited to:
• Program Manager
• Shelter Supervisor
• Guest Advocates
• Van Drivers
• Case Managers
• Peer Support Staff
• Administrative support necessary to operate the shelter Permissible charges also include payroll taxes, workers compensation, overtime approved by the City, and legally required benefits.

B. Employee Benefits
Employer contributions for employee benefits directly associated with personnel performing shelter services, including, but not limited to:
• Health, dental, and vision insurance
• Retirement contributions
• Disability and life insurance
• Other benefits included in the organization’s standard benefits package 55852.00003\42823523.1
(BB&K 2017) Exhibit “D”-2
C. Facility Operations and Maintenance
Costs necessary to maintain the facility in a safe and sanitary condition, including, not limited to:
• Janitorial services
• Cleaning and disinfecting supplies
• Pest control
• Trash and waste management
• Laundry supplies and equipment maintenance
• Minor repairs
• Utilities such as electricity, water, gas, and refuse D. Participant Services
Costs directly supporting participants enrolled in the shelter program, including, but not limited to:
• Meals and food supplies
• Hygiene items
• Bedding, linens, towels, and cots
• Storage supplies
• Clothing or essential personal items when necessary for safety or sanitation • Transportation services required under the ASL Manual E. Program Supplies and Equipment
Operational supplies and consumables necessary for shelter functions, including, but not limited to:
• Office supplies and printing
• Computers, tablets, phones, and communication devices • Software licenses required for HMIS or case management • Safety equipment
• General program materials
• Capital equipment purchases require prior City approval.

F. Training and Compliance
Reasonable and necessary costs for staff training required to perform program duties, including but not limited to:
• Trauma informed care
• First aid and CPR
• HMIS training
• Crisis intervention
• Mandatory safety or compliance training
G. Insurance and Liability Coverage
Proportionate costs for insurance required by the Agreement, including:
• General liability
55852.00003\42823523.1
(BB&K 2017) Exhibit “D”-3
• Automobile liability
• Professional liability
• Workers compensation
• Property and casualty, as applicable
H. Administrative and Indirect Costs
Administrative and overhead expenses directly attributable to the administration of the shelter program. These may include:
• Accounting and financial management
• Payroll processing
• Human resources support
• Reasonable indirect costs consistent with the organization’s cost allocation plan Indirect costs must remain proportionate and reasonable.

3. Non-Reimbursable Costs
The following expenses may not be charged under this Agreement:
• Alcohol, penalties, fines, or late fees
• Lobbying or political activities
• Fundraising or development expenses
• Capital improvements, construction, or major remodeling • Legal costs unrelated to shelter operations
• Expenses not aligned with the Scope of Services

4. Documentation Requirements
Friendship Shelter shall maintain adequate documentation for all expenditures and shall provide supporting records upon request. Records shall be maintained in accordance with the Agreement and applicable law.

5. Unlisted or Unanticipated Expenses
Certain operational needs may arise that are not expressly identified in this Exhibit. If an expense is necessary to ensure safe and continuous shelter operations but does not fall within a listed category, Friendship Shelter shall notify the City prior to incurring the cost. The City and Friendship Shelter may confer to determine whether the expense is allowable under this Agreement, subject to available time, operational urgency, and the not-to-exceed limits for the applicable Operational Period. No unlisted expenses shall be reimbursed without written City approval.

Friendship Shelter
Alternative Sleeping Location
Policy and Procedure Manual
Adopted: December 3, 2025
Effective: January 1, 2026
Revised: December 3, 2025
Version: 3.0
Supersedes: Version 2.9 (Adopted May 12, 2022), retired January 1, 2026 Approved By: Analisa Andrus, Director of Program
Development and Compliance
Signature:

Authorized Editors: Director of Program Development and Compliance; Compliance Manager; ASL Program Manager; Director of Services
Friendship Shelter, Inc.

ASL Guiding Principles 6
Friendship Shelter Values 6
The Five Keys to Effective Emergency Shelter 7
Harm Reduction, Strengths-Based, and Housing-Focused Approach 8 ASL Shelter Overview 8
Hours of Operation and Quiet Hours 8
Quiet Hours 8
ASL Van Services 8
Coordinated Entry System Integration 9
ASL Community Expectations 9
Good Neighbor Policy 10
Food Services 11
Safe Food Practices 11
Medication Storage 12
Storage and Personal Belongings 12
Amnesty Boxes 12
Hygiene Access 13
Showers/Restrooms 13
Laundry 13
Hygiene Products 13
Parking 13
Mail 13
Computer Access 14
ASL Shelter Access 14
Referral Process 14
Program Eligibility 15
Admission and Denials 15
ASL Shelter Operations 16
Intake and Orientation 16
Verification of Homelessness 16
Participant Rights and Responsibilities 16
Non-Discrimination 17
Equal Access and Gender Identity 17
Reasonable Accommodations 17
Service Animals and Support Animals 18
Friendship Shelter, Inc.

ASL Service Animal Policy for Staff 18
ASL Service Animal Policy for Guests 19
Communication Accessibility and Language Access 19
Language Access 20
Auxiliary Aids 20
Participant Feedback 21
Electronic Log Policy 21
Incident Reporting 21
Asking a Guest to Leave the ASL 22
Accessing Support During Difficult Situations 23
After-Hours Emergency Notification 23
Grievances 23
County Grievance Appeal Process 24
Dispute Resolution Services 25
Termination 25
Reasons for Termination 25
Participant Notice of Termination 26
City Notice of Termination 26
Exit Planning 27
Timeframe and Process for Re-Enrollment 27
ASL Reconsideration of Indefinite Exits 27
Termination Appeals 27
Reinstatement Process 28
Health and Safety 28
Facility Preparedness 28
CPR and First Aid 29
Medical Assistance 29
Universal Precautions and Disease Prevention/Control 30 COVID-19 Prevention and Response 32
COVID-19 (“Coronavirus”) Cleaning and Disinfection 34
Main Communicable Diseases and Basic Health Management 35 Cough Alert Policy 38
Bed Bugs, Body Lice, and Other Spreadable Infestations 38 Blood and Bodily Fluid Cleaning and Disinfection 39
Other Biohazards 40
Friendship Shelter, Inc.

Sharps Disposal 40
Controlled Substance, Paraphernalia, and Weapons Disposal 41 Emergency Response 41
Mandatory Evacuation 41
Emergency and Disaster Preparedness 42
ASL Supportive Services 42
On-site Case Management 42
Assessments 42
Housing and Services Plans 42
Community Resource Linkage 43
Transportation Assistance 43
Staff Rides 43
Bus Passes 43
CalOptima and Modivcare 43
ASL Facility 44
Facility Standards 44
Maintenance Requests 44
Housekeeping 44
Pest Control 45
ADA Facility Standards 45
Hazardous Materials 45
ASL Administration 46
Staffing 46
Staff Scheduling 46
Staff Training 47
HMIS Participation and Documentation 49
HMIS Data Entry Guide for ASL Enrollment Program 49
Confidentiality and Release of Information 50
Conflicts of Interest 51
Document Storage and Retention 52
Storage of Active Records 52
Retention of Records 52
Disposal of Records 52
Requests for Records 52
Quality Assurance 52
Friendship Shelter, Inc.

Performance Measures and Reporting 52
County of Orange Contract Performance Measures 52
Programmatic Reporting 53
Document Control 53
Friendship Shelter, Inc.

ASL Guiding Principles
Friendship Shelter Values
Friendship Shelter’s Statement of Values was adopted on May 19, 2009 and solidified the agency’s commitment to five core values: (1) Compassion and Acceptance, (2) Responsibility, (3) Integrity, (4) Creativity and Flexibility, and (5) Community:

We value compassion and acceptance. We believe every person has inherent value. We know that individuals thrive in an environment that emphasizes empowerment and redemption.

We value responsibility. We nurture self-sufficiency. As an organization, we hold ourselves accountable for the efficient and effective use of resources.

We value integrity. We demonstrate respect for our program participants, supporters and employees through honesty, consistency and kindness.

We value creativity and flexibility. We employ a structured, multifaceted approach that honors the unique path of each program participant.

We value community. We foster open communication and collaboration. We welcome community involvement.

Friendship Shelter, Inc.

The Five Keys to Effective Emergency Shelter
Friendship Shelter, Inc.

Harm Reduction, Strengths-Based, and Housing-Focused Approach Friendship Shelter is committed to ending homelessness in our community. In order to most effectively achieve this, we utilize research-driven best practices. Here is a brief summary of the three main approaches we take when engaging with our guests:

1. Harm Reduction is a strategy designed to meet participants where they are at, specifically as it applies to drug use and other risky behaviors. Rather than simply advocating for abstinence, we work with participants to develop safer strategies for their use. The Harm Reduction Approach accepts that individuals will continue to make their own choices regarding drug use, but allows us to encourage guests to engage in these behaviors in a safer way. Needle exchange programs are an example of harm reduction in action.

2. Taking a Strengths-Based Approach means that rather than focusing on a guest’s weakness or shortcoming, we focus on the guest’s strengths, knowledge, skills, and potential. It is about empowering both us and the participants to view themselves based on what they are capable of, rather than what they are not.

3. A Housing-Focused Approach maintains that a guest’s first priority is obtaining housing. It stems from the idea that securing the necessities of food and a place to live must be addressed before an individual can focus on other aspects of self-improvement. All guests in our shelter must have a housing and services plan that they are actively working on during their stay.

ASL Shelter Overview
Hours of Operation and Quiet Hours
The ASL is a 24-hour enrollment shelter. Enrolled guests may come and go as they please during daytime hours.

Guests are expected to arrive prior to 10:00 pm quiet hours. Due to the disruptive nature and potential safety issues of repeated entries and exits, guests are required to inform staff if they need to leave for any reason after 10:00 pm. Guests can provide their work schedule if their employment interferes with their ability to adhere to the quiet hours. Participants arriving after quiet hours begin will not be denied entry unless their behavior presents a risk to the health or safety of the shelter community. Reasonable accommodation will be made for guests whose disabilities prevent them from returning by quiet hours.

Guests are allowed three unexcused nights away from the shelter for the duration of their stay. In order to gain approval for a night away, guests must discuss their situation with their Intensive Case Manager. Exceptions to exits due to absences can be made for individuals who are hospitalized or in jail on a temporary basis. Guests requesting an exception must provide documentation indicating where they were and their discharge date.

Quiet Hours
ASL maintains quiet hours from 10:00 pm to 7:00 am. Showers, laundry, computer, and television use are not permitted during quiet hours.

ASL Van Services
The Alternative Sleeping Location provides transportation for program participants from the Downtown Laguna Beach bus stop to the shelter during scheduled hours of the morning, mid-day, and afternoon so that participants without access to transportation can reach the shelter. The van schedule is posted outside the Guest Advocate Office. Van service may also provide transportation to specific destinations to allow guests to conduct essential activities, such as trips to pharmacies, grocery stores, etc.

Friendship Shelter, Inc.

The ASL van is an ADA equipped van with lift and guests with disabilities have priority in van seating. There is no eating or drinking allowed on the van; any food or drinks must be in sealed containers. No special stops will be allowed on scheduled van rides. All program expectations normally in place at the shelter are also in place when guests are on the van.

Coordinated Entry System Integration
Friendship Shelter’s Alternative Sleeping Location serves as a closed Coordinated Entry Access point for adult individuals experiencing literal homelessness in South Orange County. The Alternative Sleeping Location participates in the Coordinated Entry System and endeavors to enroll all shelter guests in the Individual Coordinated Entry System within their first 30 days of stay in the shelter. Friendship Shelter’s Alternative Sleeping Location is part of Orange County’s homeless services system of care. Participant consent is required for participation in the CES system.

Friendship Shelter works with community partners including local law enforcement and other service providers to assist in the collection of participant documentation and to facilitate the participant’s referral to appropriate resources.

ASL Community Expectations
The following community expectations are in place for all guests of the ASL and are included in the Enrollment Packet:

About the ASL Emergency Shelter
The ASL is open to all homeless individuals. This means that all ASL guests may access the services at the ASL free from discrimination. The ASL enrollment shelter is open to guests 24/7. The shelter is structured for adult individuals. As such, if a guest arrives with a child, staff will work to redirect the guest to a family shelter as quickly as possible. Tents and similar structures are not permitted at the ASL or in the parking lot. The shelter is not intended to accommodate pets; however, bona fide registered service dogs and miniature horses are permitted.

Behavior Toward One Another
All ASL guests, staff and visitors are expected to treat one another with courtesy, dignity and respect. All guests, staff and visitors are expected to be good neighbors. Please be considerate regarding noise and follow all applicable laws. Guests are expected to be fully clothed at all times while using the ASL, including shoes. If a guest does not have adequate clothing or shoes, staff will do their best to make provisions.

Guest Information
ASL staff will treat ASL guest information as private and confidential. Guests have the right to privacy within the constrictions of the program environment. If a guest would like to view their information kept on file, they may make a request in writing and staff will provide it as soon as possible, and always within 5 days. Guests are expected to maintain the confidentiality and privacy of others.

Safety, Health and Security
Guest and staff safety and health are our primary day-to-day concern. Staff reserve the right to remove any individual who is compromising the shelter community’s safety and/or health. To ensure that prohibited items are not onsite, shelter staff and City personnel reserve the right to search guest belongings. Only a staff member or Friendship Shelter, Inc.

City personnel can require a guest to leave. If a staff member asks a guest to leave, it is expected that they will do so immediately. When a guest is asked to leave immediately, staff will create a written record which will be available to the guest upon request. Behavior that endangers or threatens to endanger the health and/or safety of the shelter guests, staff or volunteers may result in an immediate exit. This includes but is not limited to:
● violence or threats of violence
● illegal activity
● possession of prohibited items including weapons, illegal drugs or alcohol ● sexual activity onsite
● any conduct that impairs staff ability to maintain a safe and sanitary environment Smoking is prohibited in all public areas of the City of Laguna Beach, including the interior and exterior of the shelter and the parking lot.

Enforcement of Rules
The ASL endeavors to keep rules minimal and to apply them fairly. Staff will work to calm a situation if they can.

Asking an individual to leave is the last resort; however, once that decision is made, it is final and immediate compliance is expected. If a guest has a condition that uncontrollably affects their behavior, they are encouraged to tell staff in advance how best to help them should a difficult situation arise later.

Disabling Conditions and Reasonable Accommodations
If a guest requires an accommodation for a disabling condition, including a communication disability, they just need to ask or inform staff. A list of commonly provided accommodations is posted in the shelter. Any staff member can approve those accommodations verbally. If a guest requires something different, they may fill out an accommodation request form to make a request. Staff can assist in completing the form if needed. Sometimes a requested accommodation is not financially or practically possible, but the program will do what it can and will let guests know of all decisions, in writing, and in a timely manner. Requests for accommodation are a guest right and exercising that right will not have any negative impact on a guest. A more comprehensive accommodation notice is posted at the shelter.

Communication and Problem Resolution
The ASL welcomes the input and feedback of guests. Guests are encouraged to share with staff directly how they personally feel about their stay and ASL services. If a guest prefers, there is an anonymous suggestion box available in the main shelter area. Staff members are expected to provide their name and title to anyone who asks. Guests may ask the Program Manager to see a job description for a specific title. If a guest prefers to communicate in a language other than English, they can inform staff and staff will accommodate the preferred spoken language.

Good Neighbor Policy
The ASL follows Friendship Shelter’s agency-wide good neighbor policy, as outlined in the Friendship Shelter Universal Written Standards: Operations, Programs and Services:

The greatest care must be taken to respect the privacy and peaceful enjoyment of the community of neighboring residents and businesses in the surrounding areas of our program sites. Without their good will, and the support of the community, our programming would not be possible.

All program sites will adhere to the following good neighbor practices:

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● Program participants will not be provided services at or brought to the agency’s administrative offices. ● Program staff and program participants will not trespass on neighboring property, for any reason. ● Program staff and program participants will adhere to all city specified parking regulations and will not park on private property not belonging to the agency, unless specific permission has been provided by the owner to the agency in writing.
● Program staff and program participants will only smoke in designated smoking areas and will not smoke off property in the vicinity of neighboring residents or businesses. All program staff and participants will be made aware of any city enforced smoking ordinances.
● Program staff and program participants will not loiter or congregate in front of neighboring residences or businesses.
● All program sites will have designated quiet hours that align with community expectations and program staff will monitor and respond to all disturbances immediately and facilitate quick resolution. ● Program staff will be responsive to neighborhood concerns or complaints. All concerns or complaints from neighboring businesses or residents will be logged in the applicable program logs and reported to management for follow-up as needed.
● Program participants are prohibited from requesting assistance on behalf of the agency from any business, community organization, or church.

Food Services
The ASL provides three meals per day.
● Breakfast: 8:30-9:30am
● Lunch: 12:00-1:00pm
● Dinner: 6:30-7:30pm
The ASL strives to provide nutritionally sound meals based on the FDA’s nutritional standards; however, meals are provided by community volunteers and delivered to the ASL. Friendship Shelter provides meal nutrition education to meal prep volunteers during the volunteer orientation and educates staff on the standards of a balanced meal.

Alternate meals are available for individuals who have dietary accommodation needs as a result of a disability.

Participants in this situation can submit an accommodation request following the reasonable accommodation process. If a participant would like an accommodation due to religious beliefs, staff will do their best to provide them with alternatives based on what is available.

Safe Food Practices
ASL staff are required to follow these practices when handling food:
● Follow all safe food handling practice standards of cleanliness when handling food, including hand washing, clean surfaces, and avoiding cross contamination. ● Keep hot foods hot and cold foods cold. Never leave leftovers out for extended periods of time– they must be refrigerated as soon as possible, but always within 2 hours. ● Guests are not allowed to store or prepare food in the ASL kitchen. ● If reheating leftovers, they must be reheated to 165° F prior to serving. ● When volunteers bring food during or right before mealtimes, staff must verify that they are from the group that is scheduled for dinner.
● If volunteers bring unannounced cooked food not during mealtimes, staff MUST inquire about the history of the food– who prepared it? How long has it been out of the refrigerator or oven? Food may be received Friendship Shelter, Inc.

if it has been kept safely. You may also receive the food and throw it away if you are at all concerned about it.
● Staff are responsible for offering gloves to volunteers serving the meals and for making sure that food is safely served and stored after serving.
● Food should always be served by a volunteer/staff or placed out in single portions (we do not put a bowl of food out with a spoon for guests to serve themselves). ● Leftovers must be properly covered with plastic wrap or other material and dated to safely store in the refrigerator.

Medication Storage
The ASL does not require medication storage for guests. Each guest is responsible for managing and administering their own medication. Guests are provided individual lockable lockers at intake, which are available for guests to use if they wish to store their medication in a secure location. Lockers are accessible 24/7 and do not require staff assistance to access. If a guest requests assistance with medication, staff can provide reminders to that individual when it is time to take their medication. Under no circumstances may staff administer or dispense prescribed medications. If a guest has medication that requires refrigeration, a mini fridge in the kitchen is available for secure refrigerated storage. A record of refrigerated medication storage is kept in the ASL electronic log.

Storage and Personal Belongings
The ASL offers storage space for guests’ essential items in lockers. Guests are permitted to have what fits in their (one) assigned locker. Medically necessary devices may be stored at the guests’ cot. If a guest with a disability has disability-related equipment or essential items that do not fit in their assigned storage area, accommodations can be provided through the reasonable accommodation process.

Staff will assign guests a locker and a lock at intake. This will be recorded by staff on the Storage Locker Combinations Log in the ASL Staff SharePoint. Guests are able to access their belongings in their lockers at any time, without needing staff permission. If a guest is accessing their belongings overnight, we ask that they do so in a way that is not disruptive to other participants.

When a guest exits the program, they have 72 hours to retrieve their belongings. After that, belongings will be held onsite for 15 days and then turned over to the Laguna Beach Police Department where the items will be held for an additional 75 days (items are held for a total of 90 days). Staff are required to document the date guest belongings are packed up, the number of items packed up (how many bags), as well as the date that police picked up the abandoned belongings in the Former Guest Belonging Log in the ASL Staff SharePoint.

Amnesty Boxes
The ASL provides an amnesty box for enrolled guests to store items that would otherwise not be allowed in the shelter. On intake, guest advocates search a participant’s belongings and introduce them to the amnesty box.

Guests will be provided a brown paper bag to place in the Amnesty Box with their name and date. They must also sign the clipboard to check in items and to remove items. It is the guest’s responsibility to request the amnesty box every time they arrive with items not allowed in the shelter, such as alcohol, drugs, or weapons. Once items are placed in the Amnesty Box, they are not retrievable until the guest is leaving the premises.

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Hygiene Access
Showers/Restrooms
The ASL is equipped with three single occupancy restrooms with showers. All three restrooms have ADA accessible toilets; one restroom has an ADA accessible shower. Showers are available to enrolled guests on a time-limited basis. Showers are to be 15 minutes or less in duration. Showers are not permitted after quiet hours (10:30pm-7:00am). Shower use is first come, first served. If a guest requires an accommodation for the shower, they can follow the reasonable accommodation process. Use of the ADA shower is included on the menu of common accommodations and can be approved by any staff member.

Laundry
The ASL provides self-service laundry free of charge, including washers, dryers, and detergent. All guests are responsible for doing their own personal laundry, including clothing, bedding, and towels. Only guests that are enrolled in the shelter program are permitted to do laundry on-site. The laundry room is kept locked. Participants needing to do their laundry can sign up with staff at the GA office. It is the responsibility of staff to complete community laundry on a daily basis.

Hygiene Products
The ASL provides essential hygiene products for enrolled participants, including soap, shampoo, toothpaste, toothbrush, deodorant, disposable razors, toilet paper, feminine hygiene products, and bath towels. Hygiene products are openly available to participants in the cabinets on the main floor and can be accessed at any time.

Parking
Staff and volunteers may park along the fence bordering the creek in the spots designated for ASL staff. Staff may not park in the food pantry parking spots between the hours of 6:00am-11:00am or in the Verizon parking spots.

Parking for guests is limited and not guaranteed. Guests can park in available spaces to the right of the dumpster and to the left of the light post. Guests are not permitted to park in the area labeled “Friendship Shelter Employee Parking.”
Mail
The ASL provides mail service for both enrolled and unenrolled participants. Individuals experiencing homelessness are welcome to use the ASL address, 20652 Laguna Canyon Road, Laguna Beach, CA 92651, to receive their mail. The following guidelines exist around mail retrieval:

The ASL will only store mail for 30 days after it is received; after 30 days, unretrieved mail will be returned-tosender. Staff should encourage participants to be prompt and consistent with checking their mail.

If a participant wants someone else to pick up their mail, they need to provide written consent giving permission for a specific person to retrieve the mail for them. Staff must log this permission in the mail permissions log and upload a scanned copy of the letter to the mail permissions file in the ASL Staff SharePoint.

When a participant receives a package, staff must log the package in the ASL package log found in the bottom drawer of the mail cabinet.

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Computer Access
Staff are expected to use the internet and electronic equipment for professional purposes only.

Guests have limited access to computers in the shelter. Computer use is prioritized for housing and services plan related activities, such as looking for jobs or applying for social services benefits. Computer use should be limited to one-hour increments.

Guests are expected to use the computers for productive purposes. Guests are not permitted to view obscene, explicit, excessively violent, or hateful material on the ASL computers. Guests may not download illegal materials or change computer settings. Guests may have their computer use privilege temporarily suspended for failing to uphold these guidelines.

ASL Shelter Access
Referral Process
Laguna Beach City Preference
In order to access shelter services, individuals experiencing homelessness in Laguna Beach can be referred to the enrollment program by the Laguna Beach Police Department, City authorized designees, Friendship Shelter staff, or through the process listed below for CES referrals. City preference will be given to individuals who meet one of the following criteria. Verification is required. Eligibility should be verified by the Laguna Beach Police Department whenever possible. If Laguna Beach Police Department verification is unavailable, verification by Friendship Shelter staff is acceptable:

1. Proof of strong ties to the community, to include current residency of an immediate family member - mother, father, sibling, or grandparent in the city of Laguna Beach;

2. Proof that the individual attended public or private K-12 school in Laguna Beach;

3. Proof that the individual resided on property zoned for residential use in Laguna Beach (through lease or rental agreement, utility bills, or landlord verification)

4. Proof that the individual is employed in the city of Laguna Beach at the time of shelter referral; or

5. Knowledge - either first-hand or recorded – by the Laguna Beach Police Department or Friendship Shelter staff – that the individual has been a member of the Laguna Beach homeless community for six (6) months or more prior to the date of shelter referral.

CES Bed Reservation Referrals
In order to access shelter services, individuals experiencing homelessness in South Orange County, who are not receiving services in the City of Laguna Beach, need to connect with a CES participating outreach team in their area, or Friendship Shelter’s open access point, and request referral to shelter. Outreach teams and Friendship Shelter’s open access point serve as an access point for the CES Bed Reservation System. When there are no available referrals that meet the criteria for Laguna Beach City Preference, South Orange County individuals who are active on the Bed Reservation queue are eligible for referral to ASL open beds, in accordance with CES prioritization policy.

Open beds are submitted to the Bed Reservation System by the Program Manager. CES will refer eligible candidates from the Bed Reservation queue within one business day. Candidates are reviewed by the Program Manager and contacted to coordinate an intake. During the initial contact, the Program Manager will confirm eligibility and inform the candidate of the services provided by the program as well as basic expectations of the program. The individual then makes the determination whether or not to enroll in the program. As needed, the Friendship Shelter, Inc.

Program Manager will work together with the participant’s outreach worker to facilitate the referral and intake process. It is the expectation that intakes will occur within 72 hours of receipt of referrals from CES.

Program Eligibility
Friendship Shelter’s Alternative Sleeping Location serves single adults experiencing literal homelessness in South Orange County in a housing-focused enrollment-based shelter program. All participants must be willing to work toward a housing and services plan during their stay. All participants must be capable of completing their ADLs.

Admission and Denials
Individuals may be denied admission to the shelter program if:
● they do not meet the listed eligibility criteria;
● staff observes behavior that puts the health and safety of staff or participants at risk, including if it is determined that the individual requires a higher level of care; ● they have previously been indefinitely exited from the program and have not demonstrated the required changes and acknowledgments to grant re-entry.

This determination can be made via reviewing the responses to the referral form, over the phone directly with the participant, or in person if the person arrives and it is evident that they do not meet enrollment criteria.

This determination can be made via reviewing any referral information, over the phone directly with the participant, or in person if the person arrives and it is evident that they do not meet enrollment criteria.

Regardless of the method of review, a written notice of denial will be provided to the individual.

If it is determined that the individual does not meet the criteria for the program, the individual is notified at that time that they are ineligible, as well as what steps can be taken to become eligible, if applicable. Denials will also be communicated to the referring party.

An agency enrollment denial appeal process has been established as a means to resolve certain complaints regarding denial from enrollment in a Friendship Shelter program. The process provides a method by which a program participant can have their enrollment denial reviewed by a neutral person(s) other than the person who made or approved the denial decision. More information on this process can be found in the Universal Written Standards.

How to file a shelter admission denial appeal with Friendship Shelter, Inc.

1. Discuss the shelter denial decision directly with the Program Manager of the program you were enrolled in. If you still disagree with the decision and wish to appeal, go to the next step.

2. Complete the Shelter Denial Appeal Form. The form can be submitted to any staff member or submitted via email to [email protected].

3. The Director of Services will acknowledge receipt of the appeal within 3 business days of receiving and will review the denial decision and respond in writing within 10 business days of receipt with a determination.

The Director of Services may contact you for more information. If you would like to request an in-person meeting to discuss your appeal, you may do so by including this request on your appeal form. If you would like to include a third-party advocate in your appeal, you may do so by including this request on your appeal form and completing a Release of Information for the designated individual. You can obtain a Friendship Shelter, Inc.

Release of Information Form from any staff member. If you are not satisfied with the determination, you can request in writing for the appeal to be forwarded to the Chief Operating Officer.

4. The Chief Operating Officer will review the denial decision and respond in writing within 10 business days of receipt with a final determination regarding the matter. The Chief Operating Officer may contact you for more information prior to responding with a final determination.

ASL Shelter Operations
Intake and Orientation
After determining eligibility, the Program Manager will coordinate a time for the individual to come to the shelter and complete the Agency Intake, if applicable, and the ASL Enrollment Packet and orientation of the shelter (using the Guest Orientation Checklist), both of which detail participant guidelines, participant rights and responsibilities, language and disability communication access, reasonable accommodations, available services and programming, meal schedules, guest storage, facility information, and the grievance process, including the county appeal process. If a guest refuses to sign their intake paperwork or orientation checklist, staff will indicate the refusal on the forms and proceed with the intake and orientation process.

Guests are expected to complete their enrollment paperwork and orientation on their first day in the shelter. If a guest is unable to complete some or all of the paperwork and orientation process on their first day, they will still be permitted access to the shelter and staff must ensure that it is completed within 3 business days of their arrival (barring exigent circumstances). If staff recognize signs of participant discomfort, or if a participant expresses discomfort, during the intake process, staff may pause the process and refer the participant to another staff member to complete the intake or resume the intake at a later time (within the 3 business days stated above).

Verification of Homelessness
In compliance with federal recordkeeping requirements, the Alternative Sleeping Location verifies the homeless status of all individuals who are seeking enrollment in the overnight shelter program. Documentation of homelessness status is required at intake. The priority for obtaining evidence is as follows:

1. Third-party documentation

2. Intake worker observation

3. Self-certification
Records contained in HMIS, or a comparable database, are acceptable evidence of third-party documentation.

Lack of third-party documentation is never a valid reason to deny immediate entry into the overnight shelter program.

The Alternative Sleeping Location overnight emergency shelter limits its enrollment to only those people who meet the definition of homelessness in 24 CFR §576.2.

Participant Rights and Responsibilities
Participant Bill of Rights
● You have the right to be treated with dignity and respect. ● You have the right to be treated with cultural responsiveness. ● You have the right to privacy within the constrictions of the program environment. ● You have the right to self-determination in identifying and setting goals. ● You have the right to be clearly informed about the purpose of services.

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● You have a right to reasonable accommodation and modifications based on a disability or limited English proficiency.
● You have the right to confidentiality and information about when confidential information will be disclosed, to whom and for what purpose, as well as the right to deny disclosure, unless disclosure is required by law.
● You have the right to reasonable access to records concerning your involvement in this program.

Participant Bill of Responsibilities
● You are expected to support an environment that promotes safety toward staff and other participants. ● You are expected to follow participant guidelines reviewed at intake. ● You are expected to participate and be active in your plan and, to the degree possible, in developing and achieving mutually agreed upon service plan goals.
● You are expected to provide, to the extent possible, accurate information needed by professional staff providing services to ensure thorough assessment, service planning, appropriate linkages, and referrals. ● You are expected to maintain confidentiality and privacy of others, just as yours must be maintained.

Non-Discrimination
The ASL offers services on a nondiscriminatory basis. Friendship Shelter does not discriminate on the basis of race, creed, color, sex, gender, gender identity, gender expression, sexual orientation, religion, ancestry, age, disability (including physical and mental disabilities), medical condition, genetic information, marital status, familial status, political affiliation, national origin, source of income, citizenship, primary language, immigration status, or any other arbitrary characteristics.

Equal Access and Gender Identity
The ASL provides equal access to its services and programs and serves transgender, intersex, gender fluid, and non-binary participants in accordance with their gender identity, regardless of perceived gender characteristics or sex assigned at birth.

All participants have the right to:
● Be served in accordance with the gender identity with which they identify, regardless of biological or physical characteristics, or legally documented sex. Participants will have access to sleeping accommodations and bathrooms based on the gender identity with which they identify or feel safest. ● Be referred to by their chosen name and pronouns, regardless of name or sex listed on legal documents. ● Receive services regardless of the gender identities within their household. ● Dictate the gender identity utilized in HMIS and data collection. Dictate their preferred name for use in HMIS.

Friendship Shelter staff will not ask participants to provide anatomical information, physical or medical evidence, or documentation (like an ID) to support their gender identity. Friendship Shelter will take non-discriminatory steps when necessary and appropriate to address privacy concerns raised by any program participants.

Reasonable Accommodations
Friendship Shelter is committed to ensuring that access to its programs and services is available to all who are interested and qualify. The ASL is equipped to serve adults who are able to attend to their own Activities of Daily Living (ADL’s) and manage their own belongings. We recognize that people experiencing homelessness may have Friendship Shelter, Inc.

disabilities and the ASL offers a reasonable accommodation process to ensure equal access to the shelter and its services. The ASL maintains a menu of common accommodations and all staff may assist participants with accessing a common accommodation. For uncommon accommodations, including modifications to the premises, participants may complete a Reasonable Accommodation Form following the process below. Staff are available to assist participants in completing the form as needed.

How to request a reasonable accommodation with Friendship Shelter, Inc.

1. Complete the Reasonable Accommodation Form. The form can be submitted to any onsite staff member and will be forwarded to the Program Manager for review and determination.

2. Agency Appeal Process: If you are not satisfied with the determination, you can contact City of Laguna Beach’s ADA Coordinator by mail at:

Attn: Jeremy Frimond
City of Laguna Beach
505 Forest Avenue
Laguna Beach, CA 92651
You may ask any onsite staff person for assistance in contacting the ADA Coordinator.

Service Animals and Support Animals
The ASL follows the guidelines established by the City of Laguna Beach, its contractor. The following service animal policies for staff and guests have been approved by the City’s legal counsel:

ASL Service Animal Policy for Staff
A person with a bona fide “service animal” (under the ADA) cannot be denied entry to a homeless shelter. If a person arrives with a service animal that has not been previously assessed by the Program Manager, immediately inform the Program Manager and provide the guest with a reasonable accommodation form. The program manager will assess the service animal based on the following questions approved by the City’s attorneys.

The owner of a service animal can only be asked two questions:

1. Is the service animal required because of your disability?

2. What work or tasks has the service animal been trained to perform for you? The owner cannot be asked about the disability, to present an identification card or training documentation regarding the service animal, or to have the service animal demonstrate the ability to perform the work or task.

The owner can be asked to remove the service animal from the premises if the animal is out of control and the owner does not take effective action to control it, or if the animal is not housebroken.

Only dogs and some miniature horses can be service animals and must meet certain requirements. ● Must be harnessed, leased or tethered, or be under voice, signal or other control ● Must be a working animal, not a pet
● Must be individually trained to do work or perform tasks for a person with a disability ● Must be trained for the specific disability
● Must behave properly
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If an individual does not reply to the above questions in the affirmative and with information about the specific task, their animal is not considered a service animal and is NOT permitted on the property. ASL staff are required to document the conversation in the staff logbook and confirm whether or not the dog/miniature horse will be permitted based on the responses to the questions above.

While a service animal is in the shelter, staff must document any lapses in behavior (barking, growling, accidents, lack of control by owner, etc.) and immediately present the owner with a written warning regarding the behavior.

Staff must retain a copy of the warning for records and turn this copy in to the Program Manager.

ASL Service Animal Policy for Guests
Pets are not allowed at the ASL shelter. The ASL welcomes trained service animals that assist a disabled person with their disability and perform a required task for them. An authentic service animal is professionally trained to perform a necessary task for a disabled person. Emotional support or therapy dogs are NOT service animals and are not allowed on the ASL property. Service Animal Fraud is a crime under California Penal Code 365.7.

In order to maintain a safe shelter environment, please respect the following as it applies to service animals on the ASL premises:
● All animals (including service animals) in the City of Laguna Beach longer than 14 days are expected to be licensed with the City of Laguna Beach Police Department. ● The service animal must be in the control of the owner, whether leashed or through voice control, and should remain under the control of the owner at all times. ● The service animal must be housebroken.
● If your service animal requires a rest period, the owner needs to consult with ASL staff regarding the best location for the animal to rest.
● Service animals must behave properly and safely, meaning they should not bark at people, jump on people or run around the inside of the shelter or outside patio. ● The owner of the dog is responsible for the care and feeding of their animal, ASL staff are not able to provide care or food.

If you and your service animal are not able to abide by the expectations above, your animal may be asked to leave the ASL premises.

Communication Accessibility and Language Access
The ASL is committed to working with each participant as an individual and working collaboratively with them to meet their unique needs. Staff will work with participants with communication differences on an individual basis to ensure that they have equal access to programs and services. Staff will make a Communication Accessibility Plan as needed by facilitating a conversation with the participant using a method identified by the participant.

Staff will use the agency-provided technology available and employ creative solutions as needed. For participants with limited English proficiency, participants may select an individual of their choosing (e.g., a family member or friend) to provide interpretation services if desired by the participant. Staff may also access on-demand translation services or over the phone interpreter services for participants who prefer not to select someone.

Established Communication Accessibility Plans will be documented by staff in the ASL electronic log and Releases of Information will be completed as applicable.

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Language Access
If a program participant needs or requests services in a language not available through onsite staff, staff may access on-demand translation services through Google Translate (https://translate.google.com/) and can offer clients the translated text in either written or spoken format through the website. Google translate is best used for immediate communication needs that are brief and simple. Friendship Shelter also has available over the phone interpreter services when a live interpreter is needed. Over the phone interpreter services are available through LinguaLinx, on-demand or through advanced scheduling. LinguaLinx is a pay-per-minute service and should only be used when necessary and with staff supervision. There is a 15-minute minimum for all calls.

Please note that appointments are not required but, if made, pre-scheduled appointments require a minimum of 12-hour notice of cancellation to avoid charges. Staff may follow the steps below to access LinguaLinx interpreter services:

Accessing LinguaLinx Phone Interpreter Services:

1. Provide the participant with a space to use the telephone with the staff member, away from other participants if possible.

2. Follow the instructions below to access services. Please provide the staff member’s name and department at the beginning of each call.

CalOptima, and its associated health networks, also provide interpretation services for CalOptima members receiving CalAIM services. These services can be accessed by following CalOptima’s Procedures for Requesting Interpretation Services.

Auxiliary Aids
Requests for auxiliary aids can be made using the reasonable accommodation process. Please see the Reasonable Accommodation section of this manual for more information on the reasonable accommodation process and contact information for the shelter’s ADA Coordinator at the City of Laguna Beach.

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Participant Feedback
The ASL solicits participant feedback on a continuous basis through an anonymous feedback box, located in the main shelter area. ASL staff also conduct an annual participant survey for all participants. The ASL endeavors to use the information gathered through the suggestions box and annual participant survey to incorporate meaningful changes in the shelter’s facilities and service provision, when appropriate.

Electronic Log Policy
The Electronic Log (ELog) is the staff’s central form of communication and is a record of current issues, updates, and interactions within the ASL. The ELog is also a legal record of shelter activity and all participants should uphold the highest professionalism. The ASL ELog is located online using Microsoft Teams, which is a HIPAA compliant forum for communication. Each applicable staff member is issued an individual login for Microsoft Office and will be given access to participate in the log. The ASL log can be accessed online using any computer or on a mobile device using the Microsoft Teams app.

All paid ASL staff and applicable volunteers are required to read the ELog upon arrival of every shift. Reading of the ELog is acknowledged by replying in the existing thread “Rick read the log.” Microsoft Teams will automatically post your full name and the date and time of your entry along with your post. All participants must follow these guidelines when using the online log:
● Always use your own individual login when posting to the log and never share your login with others. Be sure to log out of your Microsoft account at the end of your shift. ● Do not use texting short-hand or abbreviations.
● Never share the contents of the log with non-staff or unauthorized participants. ● It is strictly prohibited to copy, duplicate, edit, share, or delete any part of the log.

All occurrences that inform the wellbeing of shelter guests or staff, impact the culture and community of the shelter, or affect the processes and procedures of the organization should be logged. ● When logging, report the facts: do not diagnose, predict, speculate, or write your opinions. ● Be specific and thorough; refrain from using short-hand, abbreviations, and acronyms not familiar to the organization.
● If you make a mistake, you can edit your own post after it has been published. This should only be done to correct the clarity or accuracy of an entry (such as correcting a typo). If the circumstances of what you logged about change after you post something, do not edit your original post. Simply log a new entry with updated information. You may not edit the posts of others or delete old posts.

Incident Reporting
Certain critical events will require that staff complete an Incident Report. The ASL follows the City of Laguna Beach’s established incident reporting guidelines. Incident Reports can be accessed by selecting the “ASL Incident Report” tab in the ASL electronic log.

Staff must fill out an incident report any time the following occurs onsite:
● Emergency services are called, including police, paramedics, or CAT teams ● Onsite injury or death (regardless if emergency services were called and this includes participants, staff, volunteers or visitors)
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● Automobile accidents involving program vehicles or staff vehicles while staff is on-duty ● Immediate involuntary exits or requests to leave the premises ● Disruptive behavior, threats of violence, hate speech, or other illegal activities ● Destruction of property
The staff member directly involved in the incident or who was witness to the incident should be the one to fill out the report, unless they are unable to do so, in which case their immediate supervisor will submit the report.

Incident reports need to be submitted within 24 hours of the incident. So long as it is safe and reasonable, staff may provide a program participant with a copy of the incident report upon request. Following the completion of an Incident Report, staff must log that an Incident Report was completed along with a brief summary of the event in the ASL electronic log.

Death on premises requires additional incident reporting to be submitted to the County of Orange using the County’s Critical Incident Report form. The Program Manager will complete this Critical Incident Report when necessary.

Logging Incident Reports
Staff should always follow the following guidelines when logging incident reports in the ASL electronic log:

1. State the facts - What you saw, what another individual did, what rule was broken, what warnings were given, how the situation was objectively handled, etc.

2. Avoid secondhand information.

3. Avoid quotations and too many unnecessary details.

4. Stick to the incident at hand - example: if a guest is asked to leave due to stealing but is also observed to be intoxicated, keep the Incident Report details to the stealing incident and not other observed behavior.

5. If the police are called, make note of it in the Incident Report, even if they are later canceled.

Asking a Guest to Leave the ASL
At times, staff will be required to direct a guest to leave the ASL immediately due to present behavior.

The following are reasons for leaving the premises immediately:
● Physical aggression or violence
● Destruction of property
● Credible threats of violence towards others
● Ongoing disruptive behavior
● Possession or use of alcohol or drugs on property
● Possession of weapons on or near the property
● Sexual activity on or near the property
● Disrespectful towards staff and volunteers
● Illegal activity
Staff should refer to the following guidelines when directing guests to leave the premises:

1. Remember to offer other options (take a walk, cool off, etc.) and warnings prior to asking people to leave.

2. Be mindful of language; use “leave,” not “exiting” or “exit.”

3. Make sure there is a clear rule violation (refer to the list above).

4. Staff do not have to tell a person the length of time away when asking to leave. Staff should focus on leaving for safety reasons.

5. If two staff are available, they should work together, communicate, and split up as needed.

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6. Provide options and, if possible, a warning when thinking of calling the police.

7. Make sure to write a clear and concise incident report.

Accessing Support During Difficult Situations
In the event of a difficult situation (client or facility concern), the staff member on-duty should follow the following escalation procedure to access support. Always assess for safety first. If the incident involves physical violence or a life-threatening emergency, get safe and call 911.

1. Consult with another onsite staff member. If on-duty, consult with the lead or supervisor onsite.

2. Consult the ASL Information Sheet for guidance.

3. If still uncertain and working alone or after-hours, talk to an on-duty FSI lead at another site. Consult the schedule to find which lead is on-duty for your shift.

1. Bridge Housing Program (BHP): 949-741-0972

2. Silver Lantern: 949-315-0954

3. Vista Del Mar (VDM): 949-828-7813

4. The lead will determine if it is necessary to contact the Program Manager On-Call.

5. If there is no lead, or they are unavailable to resolve the issue and it is urgent or an emergency, call the Program Manager On-Call. The schedule can be found here: Schedules.

After-Hours Emergency Notification
The following after-hours ASL incidents require immediate notification of the Program Manager On-Call (the schedule can be found here: Schedules):
● Death or serious injury of any individual on premises ● Any event that significantly limits the ability to provide the intended ASL programming (e.g., evacuation, fire onsite, major facility damage, etc.)
Grievances
Friendship Shelter’s goal is to provide a safe, equitable environment for all persons working with or receiving services from the agency. However, in the day-to-day operations of programming, we recognize that there will be times when we fall short of that goal. While we hope that most such problems can be solved informally, the grievance process was designed so that disputes and unresolved issues may be documented and shared with our organization’s leadership. If a participant has been unable to resolve an issue informally, their concerns may be addressed through this universal grievance process. Absent a danger to health and safety, no action including exit shall be taken against the participant while the grievance or appeal is pending.

Implementation

1. The agency will maintain one universal Grievance Form.

2. All employees will be trained on the grievance process by management, including how to access, receive and address Grievance Forms. Staff should always direct persons with unresolved concerns to the grievance process after direct attempts at resolution have been exhausted.

3. All agency sites will have access to the universal agency Grievance Form and will make the form available in an accessible location that does not require individuals to ask for a form. Information regarding the grievance process will also be posted in a conspicuous location at all FSI sites that directly serve participants.

4. Any staff member may receive a Grievance Form and will sign and date the form to acknowledge receipt.

All forms will then be submitted to the Manager most closely associated, but not directly involved, with Friendship Shelter, Inc.

the context of the grievance unless a more specific program policy exists for handling grievances.

Grievances submitted to [email protected] will be auto forwarded to the Director of Services, who will submit to the appropriate Manager. In the case where a Manager is the subject of a grievance, the grievance will be handled by the Director of Services.

5. The following grievance process will be printed on the Grievance Form and all staff will follow this process when addressing grievances:

How to file a grievance about your experience with Friendship Shelter, Inc.

There are several steps to the grievance process:

1. Discuss the matter directly with the person(s) involved. A direct, calm conversation is always the best way to handle a situation. If the matter remains unresolved, go to the next step.

2. Discuss the matter with the staff on-duty. If the matter continues to remain unresolved, go to the next step.

3. Complete the Grievance Form. The form can be submitted to an onsite staff member at any of our locations, placed in a locked grievance box at select locations, or submitted via email to [email protected]. If you would like to include a third-party advocate in your grievance, you may do so by including this request on your grievance form and completing a Release of Information for the designated individual. You can obtain a Release of Information Form from any staff member.

4. A member of our staff will contact you within 3 business days to confirm receipt of the grievance and will respond in writing within 10 business days of receipt regarding the action taken as a result of the grievance. Staff will contact you if more information is needed.

5. Agency Appeal Process: If you are not satisfied with the resolution of the situation, you can request in writing for the grievance to be forwarded to Senior Management. If you would like to request an in-person meeting to discuss your grievance, you may do so by including this request on your grievance form.

6. Senior Management will respond in writing within 10 business days of receipt with a final agency disposition regarding the matter.

Please remember that the best way to handle a situation is to address it directly with the person(s) involved. A formal grievance is filed for issues such as discrimination, theft, harassment, unresolved conflict, a safety issue, or if you disagree with a decision.

6. The staff member responsible for responding to a grievance will briefly summarize the action taken in Part 2 of the Grievance Form and provide a copy to the grievant.

7. If applicable, the Senior Management staff member providing the final disposition will briefly summarize the action taken in Part 3 of the Grievance Form and provide a copy to the grievant.

8. The Program Manager will document the receipt of and response to the grievance in the Participant Requests and Appeals Form Log located within the Operations Leadership SharePoint.

9. A copy of the final form will be stored in the participant’s digital file.

County Grievance Appeal Process
If a guest is not satisfied with Friendship Shelter’s resolution of their grievance, the guest may submit an appeal to the County of Orange Office of Care Coordination, using the County of Orange Health Care Agency Office of Care Coordination Grievance Appeal Form. Any staff member can assist a guest with locating and completing this form.

This information will be posted in a conspicuous area at the ASL, alongside copies of the County of Orange County Friendship Shelter, Inc.

Executive Office, Office of Care Coordination Grievance Appeal Form and the Office of Care Coordination Shelter Grievance Process notification.

Address:

Office of Care Coordination
400 W. Civic Center Dr, 3rd floor
Santa Ana, CA 92701
Phone Number: 714-834-2262
Email: [email protected]
Dispute Resolution Services
If a guest is not satisfied with the County’s resolution of their grievance, they may seek Dispute Resolution Services by notifying the chambers of Judge David O. Carter via email at [email protected] or contacting the Elder Law and Disability Rights Center at (714) 617-5353 or [email protected]. Any hearings by the court must be conducted during regular business hours whenever feasible. This information will be posted in a conspicuous area at the ASL.

Termination
Reasons for Termination
The ASL Emergency Shelter is designed to provide temporary shelter and case management services in order to assist participants experiencing homelessness in achieving permanent housing. Services are contingent on active participation in carrying out the terms, obligations and responsibilities of the program. Failure to do so may be a reasonable basis for recommending termination of program participation. Participants may also choose to terminate services at any time. Participants in the program are afforded certain rights when assistance is terminated and can appeal the decision. The following are the reasons why a participant’s stay may be terminated:
● Participant choice. Participants may choose to discontinue their enrollment at any time. ● No longer eligible. Enrollment will be terminated if a participant no longer meets the eligibility criteria for the ASL.
● No contact or death. Enrollment will be terminated if a participant has not had contact with the ASL for 72 consecutive hours or if the participant is deceased. ● Excessive absences. If an individual is away overnight for more than three nights during the duration of their enrollment, they may be asked to exit the program. ● Failure to follow a housing and services plan. If an individual declines to engage in a housing and services plan— including failure to meet with their Intensive Case Manager on a weekly basis, refusing to engage with realistic housing opportunities, and/or repeated failure to engage with goals related to housing— they may be asked to exit the program.
● Declining housing opportunities. If an individual declines three realistic and available housing options, they may be provided with a 30-day notice to exit the program. ● Violations of Community Expectations/Disruptive behavior. If an individual engages in repeated violations of community expectations, they may be asked to exit the program. ● Imminent threats to health/safety. In special circumstances, an individual’s stay may be terminated without warning. These circumstances often result in an indefinite exit from the program and include behaviors such as threats of violence, actual violence, theft, hate speech, and other illegal activity.

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How the termination process works at the ASL:

Voluntary Termination
Voluntary termination occurs when a participant no longer has a need for services, is no longer eligible for continued services, declines continued enrollment, or is unable to be contacted for 72 hours.

Involuntary Termination
Involuntary termination occurs when a participant is in violation of community expectations and the violation is either an immediate threat to health/safety and requires immediate termination or it is a recurring violation and the participant has been unable to complete corrective action outlined in previously provided verbal and written notices. Participants requiring immediate termination because behavior is dangerous or unsafe for staff or other participants will be asked to leave without prior notice.

If a participant is in violation of community expectations, but the behavior is not an immediate threat to health/safety, staff will first provide the participant with a verbal warning. If the behavior/violation occurs again, staff will provide the participant with a 30-day written Exit Warning which will include the specific recurring violations or circumstances that prompted the termination warning and specify the date their enrollment will end if the behavior or concern is not corrected. If after the 30 days, the behavior/violation has not been resolved, the participant will exit the program on the date stated on the Exit Warning.

Involuntary terminations can be either temporary or indefinite. The ASL Program Manager will make the determination if an individual should be placed on the indefinite exit list, based on the severity of the behavior resulting in exit. Such circumstances include, but are not limited to, violence (for example, assault or battery), threats of violence or harm, destruction of shelter property, other criminal activity, possession of prohibited items, and acts that impair or interfere with shelter operations. When a guest’s exit has been determined to be an Indefinite Exit, the Program Manager will complete an “Indefinite Exit Form” and will submit the form to the Laguna Beach Police Department. The updated list of Indefinite Exits will also be sent with this form. The exited individual may access a copy by contacting Laguna Beach police. The exited guest will also be listed on the “Indefinite Exit List,” which is viewable by staff and located in the emergency bed binder.

In the case of an indefinite exit, the ASL Reconsideration of Indefinite Exits will be used to determine if and when the individual will be eligible to receive shelter assistance from the Alternative Sleeping Location again.

Participant Notice of Termination
At exit, all participants, regardless of voluntary or involuntary exit status, will be provided a Notice of Termination (if safe to do so) which includes the reason for termination as well as reference to Friendship Shelter’s Termination Appeal Process. A copy of the notice will be retained in the participant’s file.

City Notice of Termination
The city designated LBPD Homeless Liaison Officer will be notified of all exits, regardless of voluntary or involuntary exit status, on the day of exit. Notification can occur via phone, text or email and will include, at minimum, participant name, reason for exit, and intended destination. Advance notice will also be provided for participants who receive 30-day exit notices and the designated LBPD Homeless Liaison Officer will be invited onsite to participate in an exit planning conversation with the participant and staff. Intensive Case Managers will work with guests to identify alternative options and provide support for client needs during the exit planning process. Established exit dates will be enforced regardless of designated City personnel’s availability to participate in exit planning.

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Exit Planning
When safe to do so, ASL staff endeavors to develop an exit plan with participants who have been terminated from the program involuntarily. The ASL maintains an up-to-date resource guide; absent immediate threats to health and safety, staff will assist participants in accessing this guide and making a plan. Exit planning for voluntary exits is addressed during the housing and services planning process.

Timeframe and Process for Re-Enrollment
There are two pathways for re-enrollment, depending on the status of the participant at exit. For individuals who have been indefinitely exited from the program, see ASL Reconsideration of Indefinite Exits. For those whose exit was not determined to be indefinite, their eligibility to return is effective immediately and they can be re-referred to the shelter as outlined in the Referral section. Re-enrollment will involve a recommitment by the participant to follow community expectations and work toward a housing plan.

ASL Reconsideration of Indefinite Exits
For an individual to be removed from the “Indefinite Exit List” and be re-eligible to receive ASL services, the individual may contact the shelter to request a reconsideration meeting. The individual will be required to meet with the Program Manager and any other staff members who may have been involved in their exit (as determined by the Program Manager)., The individual will be evaluated for return to the ASL based on their:

1. Demonstration of personal responsibility for the conduct or behavior that resulted in ineligibility,

2. Demonstration of insight into the circumstances leading to ineligibility,

3. Identification of efforts taken to address the circumstances that resulted in ineligibility,

4. Demonstration that re-eligibility is not reasonably likely to pose a direct threat to the health and safety of guests, staff, or others.

If it is determined by the Program Manager that the individual may be re-enrolled, the Program Manager will complete an Indefinite Exit Reconsideration Form with the participant.

Termination Appeals
A termination appeal process has been established as a means to resolve certain complaints regarding termination from a Friendship Shelter program. The process provides a method by which a program participant can have their termination from a program reviewed by a neutral person(s) other than the person who made or approved the termination decision.

Implementation

1. The agency will maintain one universal Termination Appeal Form.

2. All employees will be trained on the termination appeal process by management, including how to access and receive Termination Appeal Forms. Staff should always first direct participants contesting a termination decision to the Program Manager of the program they were enrolled in.

3. All agency sites will have access to the universal agency Termination Appeal Form and will make the form available in an accessible location that does not require individuals to ask for a form. Information regarding the termination appeal process will also be posted in a conspicuous location at all FSI sites that directly serve participants.

4. Completed Termination Appeal Forms can be submitted to any staff member, who will forward to the Director of Services. Forms submitted to [email protected] will be auto forwarded to the Director of Services.

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5. The following termination appeal process will be printed on the Termination Appeal Form and all staff will follow this process when responding to termination appeals:

How to file a termination appeal with Friendship Shelter, Inc.

There are several steps to the termination appeal process:

1. Discuss the termination decision directly with the Program Manager of the program you were enrolled in. If you still disagree with the decision and wish to appeal, go to the next step.

2. Complete the Termination Appeal Form. The form can be submitted to any staff member or submitted via email to [email protected].

3. The Director of Services will acknowledge receipt of the appeal within 3 business days of receiving and will review the termination decision and respond in writing within 10 business days of receipt with a determination. The Director of Services may contact you for more information. If you would like to request an in-person meeting to discuss your appeal, you may do so by including this request on your appeal form. If you would like to include a thirdparty advocate in your appeal, you may do so by including this request on your appeal form and completing a Release of Information for the designated individual. You can obtain a Release of Information Form from any staff member. If you are not satisfied with the determination, you can request in writing for the appeal to be forwarded to the Chief Operating Officer.

4. The Chief Operating Officer will review the termination decision and respond in writing within 10 business days of receipt with a final determination regarding the matter. The Chief Operating Officer may contact you for more information prior to responding with a final determination.

6. The Director of Services will briefly summarize the review of termination and determination in Part 2 of the Termination Appeal Form and provide a copy to the participant.

7. If applicable, the Chief Operating Officer will briefly summarize the review of termination and final determination in Part 3 of the Termination Appeal Form and provide a copy to the participant.

8. The Director of Services will document the receipt of and response to the appeal in the Participant Requests and Appeals Form Log located within the Operations Leadership SharePoint.

9. A copy of the final form will be stored in the participant’s digital file.

Reinstatement Process
If the appeal is approved, the individual will be offered the next available bed.

Health and Safety
Facility Preparedness
The ASL is equipped with the following supplies to assist in maintaining a safe and healthy environment for guests, staff and volunteers:
● PPE equipment - Personal protective equipment including gloves, gowns, shoe covers, masks or respirators, and eye protection (face shields or goggles). ● First Aid Kit - the facility maintains an OSHA compliant first aid kit. ● Naloxone (Narcan) - Naloxone is available onsite in the event of opioid overdose. Staff are trained to administer Naloxone when an opiate overdose is suspected.

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● Sharps Container - a sharps container is present at the ASL for safe disposal of sharps.

CPR and First Aid
Friendship Shelter provides CPR and First Aid training which can be used to respond to crises until medical professionals have arrived. The ASL maintains at least one staff who is CPR certified onsite at any given time. A first aid kit is available in the main office; if it is safe to do so, staff may administer first aid as appropriate.

Medical Assistance
Safety is always the first priority. In some instances, it may become necessary to seek outside medical assistance to ensure that guests are not in any medical danger. It is important to remain calm and respond quickly to medical crises. Staff are responsible for calling 911 if a participant requests an ambulance or if symptoms of a medical emergency appear.

Friendship Shelter provides CPR and First Aid training which can be used to respond to crises until medical professionals have arrived. Staff should refrain from giving guests advice for medical issues and instead refer them to their primary care physician or the local Laguna Beach Community Clinic. Staff are neither doctors nor prescribers and, therefore, should not make medical recommendations.

Guests may also experience mental health emergencies. In these situations, if a guest is threatening to harm themself or others, or if they are gravely disabled, staff should call the Crisis Assessment Team (CAT) as soon as possible at 866-830-6011.

Occasionally, guests will exhibit symptoms of extreme intoxication at the shelter. The tolerance threshold for intoxication in the ASL program is low. Guests are welcome to access services at the ASL even though they may be under the influence of drugs and/or alcohol; however, if a person appears so intoxicated they are not able to control or perform basic bodily functions, ASL staff should request the assistance of the City’s emergency medical response team to assess if the guest is in need of medical services.

Examples of behavior that require outside medical assessment include the inability to walk, sit or stand without assistance, the inability to communicate verbally, uncontrolled vomiting, urination or defecation.

In these instances, the staff on-duty should implement the following procedure:
• Remain with the guest at all times
• Contact 911 to request medical assistance
• Write an incident report describing the incident and the outcome of the medical assessment If the medical response team determines the guest requires medical services, inform the guest that staff is not able to keep them medically safe and they may not be on ASL property unless the recommended services have been delivered.

If the medical response team determines that the guest is not in need of medical services, the guest may remain at the ASL but should be monitored by staff periodically.

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Universal Precautions and Disease Prevention/Control
Community shelters provide housing for persons displaced from their homes and these individuals may be more at risk or vulnerable to infections. The following recommendations provide basic infection control information that will help to prevent exposure to or transmission of infectious agents.

Screening
Staff are required to complete routine symptom checks for communicable diseases such as COVID-19, tuberculosis, etc. Staff are also trained to be aware of indicators of possible communicable disease or infestation (such as the presence of persistent cough, rash, persistent itching, etc.). If symptoms are present (observed or endorsed) staff will refer the individual for further medical assessment as quickly as possible and notify the Program Manager. The Program Manager may reach out to Orange County Public Health or HCA CHAT-H for assistance as needed.

General Infection Prevention Techniques
Use of these infection prevention measures by all staff and shelter guests can reduce the spread of infections and infectious diseases.
● Hand Hygiene. Frequent hand washing, use of hand sanitizer and the use of gloves will SIGNIFICANTLY reduce the transmission of infectious agents.
● Maintain a clean shelter living environment.
● Maintain good personal hygiene techniques including the following:
➢ Cover your cough with tissues, disposing tissues in the trash, and performing hand hygiene. ➢ Follow good hygienic practices during food preparation. ● Do not share eating utensils or drinking containers.
● Dispose of razor blades and needles used for medications in containers designed for sharps disposal. ● Wash linens and clothing regularly. Only washed and dried linens should be offered to participants at the shelter for use.
● Encourage shelter guests to use a face mask if they are coughing or otherwise sick. ● Only accept donations of razors that are packaged and or bagged.

Hand Hygiene
It is best to wash hands with soap and water but, when water isn't available, alcohol-based products made for hand sanitizing can be used. Below are some tips for washing hands with soap and water and with alcohol-based products.

When should hands be washed?
● Before preparing or eating food.
● After going to the bathroom.
● Before and after tending to someone who is sick.
● After handling uncooked foods, particularly raw meat, poultry, or fish. ● After blowing your nose, coughing, or sneezing.
● After handling an animal or animal waste.
● After handling garbage.

Techniques for Hand Washing with Alcohol-Based Products When hands are visibly dirty, they should be washed with soap and water if available. However, if soap and water are not available, use an alcohol-based product for washing hands. When using an alcohol-based hand rub, apply Friendship Shelter, Inc.

product to palm of one hand and rub hands together, covering all surfaces of hands and fingers, until hands are dry. Alcohol-based hand rubs significantly reduce the number of germs on skin and are fast acting.

Techniques for Hand Washing with Soap and Water
● Place your hands together under water (warm water if possible). ● Rub your hands together for at least 10 seconds (with soap if possible). ● Wash all surfaces thoroughly, including wrists, palms, backs of hands, fingers, and under the fingernails. ● Clean the dirt from under fingernails.
● Rinse the soap from hands.
● Dry hands completely with a clean disposable towel if possible (this helps remove the germs). However, if towels are not available it is acceptable to air dry hands. ● Pat skin rather than rubbing to avoid chapping and cracking. ● If using a disposable towel, throw it in the trash.

Proper Use and Disposal of Rubber/Latex Gloves
Gloves should be worn while washing laundry, during trash removal, or other activities where risk is high. Gloves should be removed immediately after use and disposed of in the trash. Use the “inside out” technique for removal to avoid touching contaminated surfaces with your bare hands.

Cleaning the Environment and Personal Items
Keeping items clean helps to reduce the spread of infections to shelter guests and staff.

Clean surfaces when visibly dirty and on a regular schedule:
● Kitchens and bathrooms daily and as necessary
● Living areas at least daily and more often if necessary ● Mattresses should be cleaned between occupants (guests can do this) ● Other furniture, such as chairs, mattresses weekly and as needed ● Spills immediately
● Don’t forget to regularly clean door handles
Sanitize (i.e., reducing contamination to safer levels) surfaces that are most likely to be sources of germs:
● Food preparation surfaces
● Body fluid spills (e.g., vomitus, blood, feces). These items should be placed in a separate trash bag and disposed of in the dumpster
Use the appropriate cleaning agents:
● Detergents and water for surfaces, common household products are acceptable ● Sanitize with a product that the label says is a sanitizer or mix 1 teaspoon of household bleach in 1 quart of water
Provide facilities for washing clothing and linens on a regular basis:
● Low temperature water can be used for washing
● Wash clothing in a washing machine, if possible
● Use household detergents for washing clothing
● Household bleach should be used in the rinse water
● Dry clothes in a HOT dryer, for at least ½ an hour
● There is no need to disinfect the tubs of washers or tumblers of dryers if cycles are run until they are completed
● Make sure donated clothing is clean before distribution Provide proper trash removal:

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● Use trash receptacles lined with plastic bags that can be securely tied ● Remove trash bags and tie them securely before they are overfilled ● Place trash in an area separated from the living spaces, preferably in trash bins ● Regularly clean trash receptacles to maintain
Staff Management of Sheltered Persons with Infectious Diseases Persons living in group situations can spread infections such as colds, skin infections, and other infections through diarrhea and vomiting. Upon arrival at a shelter, staff should note any of the following conditions:
● Fever
● Bad cough
● Skin rash
● Open sore(s)
● Vomiting
● Diarrhea
Persons with any of the above conditions should be referred for medical evaluation. If a potentially infectious condition is determined to be present, ill participants should be isolated from other shelter participants, if possible.

Standard precautions should be applied to all shelter guests to protect guests and staff from contact with infectious agents in recognized and unrecognized sources of infection. During the care of any participants with symptoms of a respiratory infection or other illness, shelter staff should adhere to the following standard precautions:

1. Wear gloves if hand contact with respiratory secretions or potentially contaminated surfaces is anticipated.

2. Change gloves after each participant encounter and perform hand hygiene.

3. Decontaminate hands before and after touching the participant, after touching the participant's environment, or after touching the participant's respiratory secretions, whether or not gloves are worn.

4. When hands are visibly dirty or contaminated with respiratory secretions, wash hands with soap (either plain or antimicrobial) and water.

5. If hands are not visibly dirty, use an alcohol-based hand rub for routinely decontaminating hands in infectious situations. Alternatively, wash hands with soap (either plain or antimicrobial) and water.

COVID-19 Prevention and Response
Friendship Shelter is following the guidance of HUD, CDC, HCA and local community health care providers to limit the spread of infectious diseases, including coronavirus (COVID-19). Anyone can transmit the virus so staff, shelter guests and visitors should:

1. Avoid close contact with people who appear sick.

2. Wash hands regularly and frequently and for at least 20 seconds each time.

3. Cough or sneeze into elbow, not into hands.

4. Limit physical contact, such as shaking hands. Social distancing of at least 6 feet is recommended.

5. Limit contact with high touch surface areas such as handrails, doorknobs, etc.

The following practices have been implemented at the ASL in response to the COVID-19 pandemic and need to be followed/maintained by all staff:

Prevention
1) Posted Signage:

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a. Prevention signs are to be posted in the following areas:
i. Bathrooms
ii. Kitchen
iii. Office
iv. High traffic areas
b. General Facts about COVID-19 are to be posted in the following areas:
i. Office
ii. Bulletin Boards
2) Available Supplies:
a. ASL will maintain an adequate supply of the following:
i. Sanitizing wipes (Clorox) or equivalent
ii. Hand sanitizer (above 60% alcohol)
iii. Paper towels
iv. Face masks
v. Disposable gloves
vi. Rubbing Alcohol
vii. Kleenex
viii. Antibacterial soap (to be placed at every sink)
ix. Disposable thermometers or equivalent no contact thermometers 3) Staffing:
a. Staff should stay in close communication with their supervisor and pay attention for updates and new guidance.
b. If staff are sick or experiencing symptoms, they should not work. Staff should contact Friendship Shelter’s HR Department for the most current guidance.
4) Daily Sanitizing:
a. Guest Advocates will sanitize high traffic areas every shift:
i. Staff should wear gloves when sanitizing
ii. Staff should use Clorox disinfecting wipes or bleach solution b. All Staff should sanitize their workstations regularly 5) Encourage Social Distancing:
a. Where applicable, staff should limit the formation of lines where people are in close proximity to each other.
6) COVID-19 testing is completed:
a. When symptomatic. Rapid-testing is available onsite. 7) Health Screenings and Temperature Checks:

Temperature checks are currently only required for ASL shelter guests who appear symptomatic or endorse symptoms. Health Screenings are required of all ASL shelter guests at intake, and anytime a shelter guest appears symptomatic or endorses symptoms.

Response
If a guest discloses symptoms, has a fever, or appears to be symptomatic, staff will:

1. Provide the symptomatic or positive guest with a surgical face mask and request that they remain distanced from other guests. If possible, move the affected guest to a private area. If no private area is available, employ social distancing to the extent possible onsite.

2. Provide the guest with a self-administered COVID-19 test, if positivity unknown.

3. Require the affected guest to take precaution to prevent the spread, including:
a. wearing a mask at all times
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b. not socializing or congregating with other guests
c. not sharing food, cigarettes or hygiene items
d. providing guest with separate trash, extra cleaning supplies and hand sanitizer e. opening windows to improve circulation
f. providing a separate area for guest to eat or smoke away from other guests

4. If at any time a guest has severe symptoms, a significant fever (temperature 100.4 F or higher), and shortness of breath with difficulty breathing, require them to go immediately to the ER. Alert the medical facility in advance that the individual is coming.

5. Reinstate the onsite mask requirement for all staff. Staff should wear appropriate PPE when required to assist the guest. All guests will be encouraged to wear masks and staff will make them available to guests as needed.

6. Log all instances of symptoms or known positive cases.

7. Staff will increase cleaning and sanitizing frequency following the directions in the COVID-19 (“Coronavirus”) Cleaning and Disinfection policy and procedure.

8. Guests with confirmed COVID-19 should remain isolated or distanced for at least 5 days after symptoms first appeared; if guests test positive but have no symptoms, they should remain distanced/isolated until 5 days from the date of sample collection for the positive test. In general, guests can resume normal shelter access after 5 days as long as their symptoms are improving (or resolved) and they have had no fever for at least 24 hours.

9. For questions or advice, staff may call the Orange County Health Care Agency’s Communicable Disease Control Division 24hrs/365 at 714-834-8180 and ask to speak to the Nurse of the Day (NOD).

10. The Program Manager will notify the above contact in the event of an outbreak. A COVID-19 outbreak is defined as three suspected, probable, or confirmed COVID-19 cases within a 14-day period among epidemiologically linked residents and/or staff.

COVID-19 (“Coronavirus”) Cleaning and Disinfection
Adopted from the Center for Disease Control
Definitions
Coronavirus - is one member of a large family of viruses. This virus family is estimated to cause about a third of all cases of the common cold.

COVID-19 - is a viral respiratory illness caused by the novel Coronavirus discovered in late 2019.

Cleaning - refers to the removal of dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs. But by removing the germs, it decreases their number and therefore any risk of spreading infection.

Disinfecting - works by using chemicals to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs. But killing germs remaining on a surface after cleaning further reduces any risk of spreading infection.

Cleaning and Disinfecting During or After Suspected Presence of COVID-19 ● It is recommended to close off areas used by the ill persons and wait as long as practical before beginning cleaning and disinfection to minimize potential for exposure to respiratory droplets. ● Open outside doors and windows to increase air circulation in the area. If possible, wait up to 24 hours before beginning cleaning and disinfection.

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● In areas where ill persons are being housed in isolation (ex: respite rooms), cleaning and sanitation should be focused on common areas where staff/others providing services may come into contact with ill persons, while reducing cleaning and disinfection of bedrooms/bathrooms used by ill persons to as needed. Doing this will limit the spread of disease.
● In areas where ill persons have visited or used, continue routine cleaning and disinfection as in this guidance.

Recommended Cleaning and Disinfecting Surfaces
● Staff should practice routine cleaning of frequently touched surfaces (for example: tables, doorknobs, light switches, handles, desks, toilets, faucets, sinks). ● If dirty, surfaces should be cleaned using a detergent or soap-and-water before disinfection. ● For disinfection, diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective. Diluted household bleach solutions can be used if appropriate for the surface. Follow manufacturer’s instructions for application and proper ventilation.
● Check to ensure the product is not past its expiration date. ● NEVER MIX HOUSEHOLD BLEACH WITH AMMONIA OR ANY OTHER CLEANSER. ● Unexpired household bleach will be effective against coronaviruses when properly diluted. Prepare a bleach solution by mixing:
o 5 tablespoons (1/3rd cup) bleach per gallon of water, OR o 4 teaspoons bleach per quart of water
● Products with EPA-approved emerging viral pathogens claims are expected to be effective against COVID19 based on data for harder to kill viruses. Follow the manufacturer’s instructions for all cleaning and disinfection products (ex: concentration, application method and contact time, etc.). A list these of products are available online.
● For soft (porous) surfaces such as carpeted floor, rugs, and drapes, remove visible contamination if present and clean with appropriate cleaners indicated for use on these surfaces. ● After cleaning:
o If the items can be laundered, launder items in accordance with the manufacturer’s instructions using the warmest appropriate water setting for the items and then dry items completely. o Otherwise, use products with the EPA-approved emerging viral pathogens claims that are suitable for porous surfaces.

Linens, Clothing, and Other Items That Go in the Laundry ● Do not shake dirty laundry; this will minimize the possibility of dispersing virus through the air. ● Wash items as appropriate in accordance with the manufacturer’s instructions. If possible, launder items using the warmest appropriate water setting for the items and dry items completely. ● Dirty laundry that has been in contact with an ill person can be washed with other people’s items. ● Clean and disinfect hampers or other carts for transporting laundry according to guidance above for hard or soft surfaces.

Main Communicable Diseases and Basic Health Management
ASL guests may be at risk of contracting communicable diseases including airborne and respiratory illnesses and blood-borne pathogens. The ASL strives to prevent and control such illnesses to keep its facilities safe for participants and staff. The following information is provided for awareness, prevention, treatment, and management per CDC guidelines.

Friendship Shelter, Inc.

General Information
● Tuberculosis (TB) - Tuberculosis is a potentially serious infectious disease that mainly affects the lungs. TB is caused by bacteria that spread from person to person through tiny droplets released into the air. This can happen when someone with the untreated, active form of tuberculosis coughs, speaks, sneezes, spits, laughs or sings. Most people with active TB who have had appropriate drug treatment for at least two weeks are no longer contagious. Risk factors for TB include overcrowding in shelters, alcohol abuse, drug addiction, malnutrition, HIV, or otherwise weakened immune system. Signs and symptoms of active TB include:
○ Coughing for three or more weeks
○ Coughing up blood or mucus
○ Chest pain, or pain with breathing or coughing
○ Unintentional weight loss
○ Fatigue
○ Fever
○ Night sweats
○ Chills
○ Loss of appetite
● Influenza - Also known as the flu, influenza is a common viral infection that can be serious for high-risk groups. The contagious respiratory illness infects the nose, throat, and lungs. The flu is spread by airborne respiratory droplets (coughs or sneezes), touching a contaminated surface, saliva (kissing or shared drinks), and by skin-to-skin contact (handshakes or hugs). Symptoms include fever, chills, muscle aches, cough, congestion, runny nose, sore throat, headaches, and fatigue. ● Measles - Measles is a viral respiratory illness that is highly contagious. The virus is transmitted by direct contact with infectious droplets or by airborne spread when an infected person breathes, coughs, or sneezes. Symptoms include fever, dry cough, runny nose, and malaise followed by a rash that appears roughly 14 days after a person is exposed to the virus. ● MRSA - Methicillin-resistant Staphylococcus aureus is a bacterial staph infection that is known for its resistance to antibiotics. MRSA can cause skin infections, pneumonia, bloodstream infections, and sepsis.

It is spread through contact with a contaminated wound or by sharing personal items such as towels or razors that have touched infected skin. MRSA skin infections may appear as an area of the skin that is red, swollen, painful, warm to the touch, and/or accompanied by a fever. ● Meningococcal disease/Meningitis - Meningococcal disease is a bacterial disease spread through saliva and close contact. Symptoms of the disease can appear as flu-like symptoms that worsen rapidly. The two most common types of meningococcal infections are meningitis and septicemia. Both infections are very serious and can be deadly in a matter of hours. When meningococcal disease results in meningitis, the bacteria infect the lining of the brain and spinal cord and cause swelling. Symptoms may include fever, headache, stiff neck, nausea, vomiting, increased sensitivity to light, and mental confusion. Early medical attention and treatment with antibiotics is crucial. Keeping up to date with recommended vaccines is the best protection against meningococcal disease.
● Shingles - Caused by the varicella-zoster virus (also responsible for chickenpox), shingles causes a painful rash. Symptoms usually are found in a small section on one side of the body, beginning with burning or tingling and sensitivity to touch, and progressing into a red rash with blisters and itching. Other symptoms may include fever, headache, sensitivity to light, and fatigue. Anyone who has had chickenpox may develop shingles at some point later in life, as the virus may reactivate, however it is more common in Friendship Shelter, Inc.

older adults and people with weakened immune systems. During a shingles outbreak, the virus is contagious and may be passed to anyone who is not immune to chickenpox. ● Bloodborne pathogens (Hepatitis B,C, and HIV/AIDS) - Bloodborne pathogens are infectious microorganisms in human blood that can cause disease in humans. These pathogens include, but are not limited to, hepatitis B (HBV), hepatitis C (HCV) and human immunodeficiency virus (HIV). For a bloodborne pathogen to be spread, the bodily fluids of an infected person must enter into the bloodstream of another person. The most common cause of transmissions are:
○ Accidental puncture from contaminated needles or other sharps ○ Contact between broken or damaged skin (open wound) and infected body fluids ○ Contact between mucous membranes (nose, eyes, mouth) and infected body fluids ○ Sexual contact
○ Sharing of hypodermic needle
Response
Guests using the ASL facilities are required to comply with treatment if an active contagious illness is confirmed.

Staff will assist the participant with accessing and completing treatment. If a participant is unwilling to participate in the recommended treatment, they will not be permitted to remain in the facility and will need to provide a doctor’s note indicating resolution to re-enter. Staff will do their due diligence to connect the participant to appropriate treatment (including cost of treatment) to assist them in continuing to use Friendship Shelter spaces.

Respiratory Illness
If illness is identified or suspected, staff must take the following steps:

1. Screen participant for respiratory illnesses (such as tuberculosis or COVID-19; see Cough Alert Policy):
○ Does the participant have a fever?
○ Has cough lasted three weeks or longer?
○ Has the participant lost weight recently or noticed clothing fits more loosely? ○ Is the participant extremely fatigued?
○ Does the participant sweat heavily at night?

2. If cough is present, provide the participant with a surgical-grade face mask and separate them from other participants to the extent possible. Provide the participant with education about covering their cough and hand washing. If COVID-19 is suspected, refer to COVID-19 Prevention and Response.

3. Log the information.

4. Refer the participant to a clinic or medical professional for assessment and treatment.

5. Notify the Program Manager of any confirmed contagious illness. The Program Manager will notify the Public Health Department of any confirmed cases of tuberculosis.

Skin Infection
If contagious skin infection is identified or suspected, staff must take the following steps:

1. Log the information.

2. Provide the participant with education about keeping the affected area covered, washing hands, and not sharing clothing, linens or toiletries with other participants.

3. Refer the participant to a clinic or medical professional for assessment and treatment.

4. Notify the Program Manager of any confirmed contagious skin infections.

Bloodborne Pathogen Exposure
If bloodborne pathogen exposure is suspected, staff must take the following steps:

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1. Log the information and complete an incident report.

2. Follow the Blood and Bodily Fluid Cleaning and Disinfection policy as necessary.

3. Refer the participant to a clinic or medical professional for follow-up. If a staff member experiences the exposure, they should notify HR immediately.

4. Notify the Program Manager.

Cough Alert Policy
Purpose: To identify active cases of tuberculosis and limit the spread of colds, flu, pertussis (whooping cough) and other airborne illnesses/diseases.

If Guest is:
● coughing throughout the night
● coughing for more than 3 weeks without improvement (especially if the cough is accompanied with more than 5 lbs. weight loss, night sweats and fever) or
● coughing up blood
Follow procedure:
● Instruct participant to cover nose and mouth when coughing with tissue or sleeve, washing their hands after coughing. Show the participant where to find hand sanitizer, tissues, and appropriate trash bins. ● Determine if the participant has a fever over 100.4F and/or look for signs of fever such as participant feeling warm, appearing flushed, and possible sweating or shivering. ● If the participant has a fever as well as a cough, give the participant a mask to wear while indoors. ● Assist the participant with obtaining medical attention as soon as possible.

Bed Bugs, Body Lice, and Other Spreadable Infestations
Spreadable infestations including bed bugs, lice, and scabies are easily transmissible and may occur in the shelter environment. The ASL strives to prevent and control such infestations to keep its facility safe, clean, and bug free.

The following information is provided for awareness, prevention, treatment, and management.

General Information
● Bed bugs - Bed bugs are visible but tiny blood-feeding parasites. The most common sign of bed bugs is the appearance of itchy bites on the arms, neck, torso, or legs. Bed bug bites may also resemble mosquito bites or flea bites. Bed bugs tend to gather together in hidden and undisturbed places where a person sleeps or sits for an extended period of time. They are usually found in the bed, along the seams and sides of the mattress and box spring, and bed frame, creating clusters of live bed bugs, shed skins, dark-colored fecal spots, and eggs. If signs of bed bugs are present, staff will work to accurately confirm bed bugs and identify the source in the sleeping or living area through thorough inspection. Bed bugs can be treated through heat or pesticide and staff should work to isolate the participant and seek management assistance as soon as an infestation is identified.
● Lice - Lice are tiny bugs that live on the human body, feeding by penetrating the skin. Lice are vectors for serious disease, including trench fever and endocarditis. Head lice live on the scalp among hairs, body lice live in clothing and feed on adjacent skin, and pubic lice feed among the hairs of the pubic region. Lice are spread only through direct physical contact or sharing of personal items such as clothes, bedding, combs, and hats. Signs of lice and their eggs (nits) are visible in the hair and clothes. If lice are identified, all linen and clothing should be washed in hot water and dried in a hot dryer for at least 30 minutes. Head lice can be treated with a shampoo or cream rinse and by thoroughly removing any remaining lice eggs with a fine-toothed comb.

Friendship Shelter, Inc.

● Scabies - The scabies mite is a parasite that burrows in layers of the skin creating small lesions containing mites and eggs. Scabies is transferred among humans by close contact. This is a medical problem that should be confirmed by a doctor and treated with scabicidal cream or lotion applied to the body. Scabies are not a pest management issue, and do not require treatment of a room or home, however bedding and clothes should be laundered at high temperatures for sanitation reasons.

Response
If an infestation is identified or suspected, staff must take the following steps:

1. Log the information

2. Notify the Program Manager

3. Refer the participant to the clinic for assessment
Guests are required to comply with treatment if an infestation is confirmed. Staff will assist the participant with accessing and completing treatment. If a participant is unwilling to participate in the recommended treatment, they will not be permitted to remain in the shelter and will need to provide a doctor’s note indicating resolution to re-enter. Staff will do their due diligence to connect the participant to appropriate treatment (including cost of treatment) to assist them in remaining in the shelter.

In the event of bed bugs, staff should isolate the problem as much as possible, by separating the individual from other guests. Staff should assist the participant with heat treating any belongings that can be heat treated (clothing, bags, linens, etc.) by placing them in the dryer on the highest heat setting for at least 90 minutes. Staff must notify management and further action will be determined in consultation with the City of Laguna Beach and Friendship Shelter’s maintenance team.

Blood and Bodily Fluid Cleaning and Disinfection
In the event of contamination of equipment or surfaces with blood, vomit and/or feces, special consideration must be given to the cleaning of these items and surfaces. Cleaning should occur as soon as possible. Failing to properly clean contaminated areas or items can lead to rapid spread of illness.

People who clean up blood, vomit or feces should minimize the risk of infection to themselves and others by:
● Wearing personal protective equipment: disposable gloves, standard procedure mask (or face shield), and a plastic disposable apron or water-resistant gown.
● Using paper towels to soak up excess liquid. Transfer these and any solid matter directly into a plastic garbage bag.
● Cleaning the soiled area with detergent and water, using a single-use cloth. ● Disinfecting the contaminated area with one of the recommended disinfectant solutions (see below).

Depositing disposable gloves, masks, and aprons into a garbage bag and reusable aprons/gowns into a laundry bag.
● Washing hands thoroughly using soap and warm running water for at least 30 seconds.

Do not pick up glass, needles or other sharp objects with your hands. These should be collected using a brush and dustpan or other mechanical means and disposed of in a safe manner (e.g., into a biohazard sharps container) to minimize the risk of injury due to exposure to sharps.

Recommended disinfectant solution:

Hypochlorite (Bleach) Solution
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The recommended level of 1:10 bleach solution is made by adding 1 part household bleach (5.25% hypochlorite) to 10 parts water (or ½ cup of bleach to 4 ½ cups of water, or 125 ml of bleach to 1 liter of water). This will give approximately a 5000 ppm dilution of hypochlorite solution. ● Hypochlorite is corrosive and may bleach fabrics. Mixing bleach with other cleaning/ disinfecting agents can be dangerous. Never mix bleach with other products unless the product label specifically allows it. ● Applying the bleach solution to surfaces and leaving to air dry should provide adequate contact time. ● The solution should be freshly made to be most effective. Don’t use diluted bleach solutions that are over 24 hours old.

Treatment of specific materials
Contaminated linens, clothes, towels, cloths, etc., should be washed in the hottest water available and detergent using the maximum cycle length, and then machine-dried on the hot cycle.

Vinyl-covered equipment or surfaces should be thoroughly cleaned with detergent and hot water, and then wiped down with one of the recommended disinfectant solutions. If using a disinfectant wipe, use one wipe to clean the surface (instead of soap and water), and then use a second wipe to disinfect.

Soft furnishing or cloth-covered items should be thoroughly cleaned with detergent and hot water. For disinfection, they can be placed outside in the sun for a few hours. As this is not usually feasible, after being cleaned they should be steam cleaned (strongly recommended) or disinfected with one of the recommended disinfectant solutions (Note: some fabrics may not be bleach resistant).

Contaminated hard surfaces should be washed with detergent and water, using a single-use cloth, then disinfected with one of the recommended disinfectant solutions. If using a disinfectant wipe, use one wipe to clean the surface (instead of soap and water), and then a second wipe to disinfect.

Other Biohazards
Sewage spills and overflows cause harm to the environment and create risk for infection. Sewage spills can be prevented by:
● Not flushing wet wipes, feminine products, or anything other than toilet paper. ● Disposing of cooking grease in the trash
● Have sewer pipes inspected by maintenance at the first indication of backup into drains In the event of a sewage spill, staff must clear the area of any people, immediately contact maintenance, and wear personal protective equipment to protect themselves and others from infections, as needed. Staff must close off access to any affected areas until it can be remedied.

Sharps Disposal
The ASL maintains a sharps disposal container and uses a mail-in system for disposal of full containers. The Shelter Operations Supervisor is responsible for maintaining sharps disposal and returning materials through UPS for proper treatment.

Sharps disposal containers are available through the following link:
https://store.sharpsinc.com/5-quart-takeaway-recovery-system Friendship Shelter, Inc.

Controlled Substance, Paraphernalia, and Weapons Disposal The ASL works in collaboration with the Laguna Beach Police Department (LBPD) to dispose of any controlled substances, paraphernalia or weapons. If such items are found or left behind on FSI property, staff will notify the Program Manager. The items will be logged on an inventory list and stored in a locked safe onsite. The Program Manager will contact the LBPD community outreach officer and arrange to have them removed by LBPD staff.

Emergency Response
Mandatory Evacuation
The ASL is located on Laguna Canyon Road and is thus subject to evacuation due to potential or actual flood or fire. The following steps will be followed to ensure continued operations of the ASL at an alternate site in the event of mandated evacuation:

1. It is highly suggested that staff get connected with AlertOC, which is a free service that will provide alerts via text message of any emergencies that may impact the ASL. Go to https://member.everbridge.net/453003085613900/new and create an account using the ASL address:
20652 Laguna Canyon Road, Laguna Beach, CA 92651. If the canyon gets closed for any reason, this service will provide an alert immediately. Staff can also register for their home address as well.

2. If the City of Laguna Beach determines that the ASL should not open due to possible flooding or fire while the shelter is CLOSED, staff will be contacted by the Program Manager or other FSI staff as to where the alternative shelter site will be prior to the opening shift. It is requested that staff pay attention to their phones during the storm season. The ASL will still be operational, even if Laguna Canyon gets closed.

3. If the City of Laguna Beach determines the ASL should close for safety reasons while the shelter is OPEN, staff will be contacted regarding the evacuation plan and timing. The intention is that the City will provide shuttles for the guests and staff to an alternate shelter location.

4. Once directed about the plan and timing of an evacuation, it is the staff’s responsibility to ensure the complete and safe evacuation of all guests present at the ASL.

Some tips to assist with this:
● Use the sign in sheets to check off people as they board shuttles so that you can account for all bodies present to be evacuated.
● Depending on the urgency and timing of the evacuation, the priorities should be:
○ PEOPLE
○ PRESCRIPTIONS
○ PAPERS
○ PERSONAL NEEDS
○ PRICELESS ITEMS
● There may not be room in the transport vehicles to bring all of people’s personal items, blankets, mats, food, etc. Please make sure that people are SAFE, first and foremost. Other items are less of a priority.

5. If on-duty staff observe flooding near the bridge or into the parking lot of the ASL, they should call 911 immediately. For any safety concerns, staff may also call the non-emergency number for questions (949) 497-0701).

6. Staff are requested to keep their phone charged and on them (or have it nearby) while on-duty, so that they can be contacted with directions in the event of an emergency. If staff do not bring a cell to work, they need to keep one of the shelter phones with them, so that they can be contacted while on-duty.

Friendship Shelter, Inc.

Emergency and Disaster Preparedness
The ASL works closely with the City of Laguna Beach and their disaster response team in the event of an emergency requiring evacuation or intervention by emergency response. The ASL maintains emergency provisions of food, water, first aid and other basic supplies onsite to meet the needs of shelter guests in the event of a disaster. Fire/evacuation drills are completed annually and recorded in the Fire Drill log.

ASL Supportive Services
On-site Case Management
Friendship Shelter offers strength-based, trauma-informed housing-focused case management services to all guests enrolled in the ASL emergency shelter program. Case Management is participant centered and tailored to the individual needs of each guest. Guests have access to these services through their weekly meetings with assigned Intensive Case Managers. While case management is generally engaged in weekly, it will be offered at minimum once per month. While case management services are voluntary, guests are expected to actively work toward a housing plan during their stay at the shelter. If a guest is not actively progressing toward their housing goals, Intensive Case Managers are expected to make efforts to engage with them at least once every two weeks regarding how to address the participant’s needs and changes that can be reasonably made to assist them.

Case Management services are documented by Intensive Case Managers in HMIS and, if applicable, CalOptima Connect. Intensive Case Managers can review documentation and case management guides in the CalAIM Policy and Procedure Manual, Participant Recordkeeping Requirements P&P, and ASL Intensive Case Manager Process Guide via SharePoint.

Assessments
All referred participants are assessed by the Program Manager for appropriateness of the shelter environment during the eligibility determination stage of the enrollment process. Participants are asked if they are able to perform their ADLs during their screening. If a participant decompensates during their stay and requires a higher level of care than what the ASL is able to provide, staff will refer the participant to HCA’s Outreach and Engagement team immediately, within one business day, and make efforts to transition the participant into a facility that is capable of meeting their needs. The ASL team works collaboratively, and as needed, with the HCA Comprehensive Health Assessment Team for homeless persons (CHAT-H) and the Public Health Nursing team.

Once a guest enrolls in the shelter, the Intensive Case Manager will complete a needs assessment as part of the enrollment process. The needs assessment gathers information regarding past and current service needs, participant strengths and potential barriers to housing (including, but not limited to, history of homelessness, past and current resource connections, and health and income information). Through this needs assessment, an Intensive Case Manager will work with the participant to identify their needs and goals related to housing and supportive services.

Housing and Services Plans
Following the completion of the needs assessment, guests are required to develop a housing and services plan with their assigned Intensive Case Manager at intake to assist with exit planning to permanent housing. If a guest is unable to complete this part of the enrollment process, a housing and services plan must be created within 30 days of enrollment. Housing and services plans will be updated as needed as the participant's goals/needs change.

If a guest is unable or refuses to complete a housing and services plan, the Intensive Case Manager will document Friendship Shelter, Inc.

this in the participant file. If a guest is not actively progressing toward their housing goals, Intensive Case Managers are expected to make efforts to engage with them at least once every two weeks regarding how to address the participant’s needs and changes that can be reasonably made to assist them.

Community Resource Linkage
Staff endeavor to link participants to all appropriate community resources, as connection to one’s community is crucial for success in housing stabilization. The enrollment process involves identifying the following with the participant:
● Identity documentation needs
● Current access to benefits (income, food stamps, health insurance) ○ Includes assessing what benefits may be available to the participant ● Past connection to service providers and community resources ● Current connection to service providers and community resources After working with the guest to identify the need for various services, Intensive Case Managers will discuss available options with the guest and provide referrals to appropriate and available community resources.

Intensive Case Managers will follow up on the status of these referrals and work with the guest to ensure that service referrals result in service access. Guests can be provided with referrals to a wide variety of community resources, including (but not limited to): benefits assistance, health services, employment services, legal assistance, childcare, and life skills assistance. As funding permits, Friendship Shelter can directly assist participants with securing all needed identity documents.

The ASL also permits representatives from other service providers to meet with guests onsite at the ASL as part of ensuring access and connection to community-based resources.

Transportation Assistance
Staff Rides
Approved staff may transport program participants in their personal vehicles. The travel must be directly related to the provision of services to program participants, and, in such instances, the employee will be reimbursed for mileage upon submission of an employee expense report. Expenses must be coded on the report to the grant or funding stream related to the services being provided.

Bus Passes
Intensive Case Managers may distribute single day bus passes to guests who are working on housing-related goals. Intensive Case Managers may also provide one 30-day bus pass to individuals who obtain employment. This 30-day pass is a one-time offer to assist employed individuals with transportation to and from work. Intensive Case Managers are required to track bus passes distributed in HMIS.

CalOptima and Modivcare
Guests who have Medi-Cal or Medicare are eligible for free rides to and from doctor visits and other medical, mental health, SUD, etc. appointments. Staff can assist in setting up these rides for guests by calling 833-648- 7528. Rides need to be scheduled 2 days in advance.

Friendship Shelter, Inc.

ASL Facility
Facility Standards
The ASL facility is provided by the City of Laguna Beach and is equipped to provide sleeping accommodations, hygiene, meals, and services to a maximum of 30 unaccompanied individuals. ASL staff strive to provide a clean, safe shelter environment at all times. The ASL is required to have staff onsite 24/7. Under no circumstances should guests be left unattended in the building.

The ASL facility is equipped to be structurally sound, sanitary and ventilated, with access to water, electricity, and means of heating/cooling. Additionally, the facility maintains necessary fire safety equipment (smoke detectors, fire alarm system (which includes features for hearing impaired individuals), fire extinguishers, and posted emergency exit/evacuation plans). It is the responsibility of all staff to report any facility deficiencies to the City of Laguna Beach for repair/remedy, as soon as they are known, using the maintenance request procedure outlined below.

Maintenance Requests
When maintenance issues arise in the shelter, the City of Laguna Beach’s Public Works Department is responsible for fixing them. Laguna Beach has an online portal set up for people to submit requests for service. Examples of appropriate requests for service would be: leaking shower, broken door lock, and toilet issues.

Staff can go to the following link: https://participants.comcate.com/newrequest.php?id=167#2 (also cited above) to make service requests. Staff should follow these steps:

1. Input contact information to create a profile. Staff should use their friendship shelter email for this. Make sure to use the ASL address when setting up your profile:
20652 Laguna Canyon Road
Laguna Beach, CA 92651

2. Once logged in, select “Request” under the field “Request Type”

3. Use the field to put as much detail as possible about the issue and any troubleshooting that may have already occurred.

4. Check the box “Use my contact address” or type the ASL address in again.

5. Submit.

6. Copy the service request confirmation code.

7. Make sure to check the box allowing periodic email updates.

8. Post the service request confirmation code in the ASL electronic log along with a statement about the type of service requested.

Housekeeping
Friendship Shelter contracts a third-party vendor to provide daily housekeeping/cleaning services for the ASL facility, which includes cleaning of all sleeping and dining areas, bathrooms and offices. ASL staff are responsible Friendship Shelter, Inc.

for intermittent cleaning and for the clean-up or sanitizing of any contamination that may occur from guest use of the facility.

Pest Control
The City of Laguna Beach provides a third-party vendor that provides routine inspection and treatment for any insects or rodents.

ADA Facility Standards
The ASL facility is provided by the City of Laguna Beach. It is an ADA compliant facility and the City of Laguna Beach maintains an ADA Coordinator, as specified in the reasonable accommodation section. The City provides oversight to the reasonable accommodation process and ADA facility standards and evaluation. Friendship Shelter, as the contracted shelter operator, will conduct a self-evaluation of accessibility every two years and suggested improvements will be submitted to the City for consideration as deemed appropriate by Friendship Shelter. Any requests for facility modifications will be directed to the City ADA Coordinator. Any requests for indoor alternatives due to the inaccessibility of the facility will be directed to the City ADA Coordinator for determination. Friendship Shelter will work with the City ADA Coordinator to explore other available community resources, including bed availability at any other Friendship Shelter shelters that may meet the needs of the participant.

ASL staff are expected to monitor compliance with the following accessibility features and to resolve barriers within their control or report deficiencies/repairs to the City of Laguna Beach using the maintenance request process:
● The facility must maintain an accessible entrance and accessible pathways, free from obstruction, so that participants with limited mobility, including participants who use wheelchairs, scooters, or manually powered mobility aids such as walkers, crutches or canes, can access and use the facility. ● The accessible restrooms must maintain a 5-foot turning radius and maintain grab bars for participants with limited mobility.
● All fire alarm systems and fire extinguishers must be no more than 48 inches from the ground for easy access in case of an emergency.
● All programmatic areas (including sleeping and dining) must be accessible for an individual with a mobility device.

Hazardous Materials
The ASL maintains a Material Safety Data Sheet (MSDS) binder for hazardous materials present onsite at the ASL.

The MSDS binder is located in the ASL staff office and is available to any employee. Any hazardous material cleanup needs should be directed to the City of Laguna Beach. On-duty staff may contact the Friendship Shelter Facilities Manager for questions or concerns or see Friendship Shelter Universal Written Standards: Operations, Programs and Services for more information on Friendship Shelter’s full policy on Hazardous Materials.

If the City of Laguna Beach determines that the ASL should close for safety reasons due to hazardous materials, staff will follow the mandatory evacuation process for relocation of the program to an alternative location identified by the City.

Friendship Shelter, Inc.

ASL Administration
Staffing
The ASL maintains several different staff positions in order to meet the needs of shelter guests. Detailed job descriptions are available by request from Friendship Shelter’s HR department. The current positions are:
● Guest Advocate
This position maintains the flow of operations in the shelter, including meal services and cleaning, and is responsible for the safety and security of the facility during hours of operation. ● Lead Guest Advocate
This position is responsible for performing the duties of a Guest Advocate and providing direction to other Guest Advocates and managing the flow of tasks throughout the shifts. ● Intensive Case Manager
This position provides housing-focused case management services to enrolled participants. ● Van Driver
This position provides transportation for enrolled participants via Friendship Shelter’s ASL van. ● Program Manager
This position oversees the overall shelter program, including the coordination of enrollment and the provision of services in the shelter environment.
● Shelter Supervisor
This position oversees operations of the shelter site with regards to supplies, equipment, and the recruiting/hiring/scheduling/training of Guest Advocates. It is also is responsible for performing administrative tasks associated with maintaining compliance across multiple contracts.

Staff Scheduling
The ASL requires at minimum two paid staff members on-duty at all times during operations, with the exception of the overnight shift. The Guest Advocate schedule is prepared monthly and available here: Schedules. It is the responsibility of each staff member to work their assigned shift. Planned time off requests must be submitted in advance in accordance with agency policy. Friendship Shelter reserves the right to enact mandatory overtime in the event that a scheduled staff member does not report to work and the on-duty employee is the sole staff member onsite. In this event, the on-duty employee is required to remain on-duty until another paid staff member can relieve them. Friendship Shelter will make every effort to find relief in a timely manner.

The ASL maintains a site cell phone for the sole purpose of facilitating time sensitive staff communications. It is the responsibility of the Lead Guest Advocate on-duty to monitor the cell phone and answer incoming calls. In the event that no lead is on-duty, it is the responsibility of the on-duty Guest Advocate to monitor the cell phone and answer incoming calls.

Guest Advocates
When able, Guest Advocates are expected to make a reasonable effort to find coverage for their absences. For day-of call outs, two hours of notice is required. All coverage that incurs overtime requires lead or supervisor approval. In the event of an unplanned absence (i.e., illness or personal emergency), occurring with less than 24- hour notice, the staff member calling out is required to do the following based on the day and time of the call out:

During Shelter Supervisor working hours (Sunday – Thursday 9 a.m. to 5 p.m.):

1. Notify the Shelter Supervisor of the unplanned absence and request support for immediate assistance in finding a replacement by phone call or text.

2. Notify the on-duty staff by calling 949-741-0972.

Friendship Shelter, Inc.

Outside of Shelter Supervisor working hours:

1. Email or text the Shelter Supervisor to let them know of your unplanned absences, AND

2. Notify the on-duty staff by calling 949-741-4838 for immediate assistance in finding a replacement.

It is the responsibility of the on-duty Lead Guest Advocate to assist with finding coverage. In the event that a Lead Guest Advocate is not scheduled at the ASL, and it is outside the normal working hours of the Shelter Supervisor, the staff member should notify the Lead at another site for assistance. Consult the schedule to find which lead is on-duty.

1. Bridge Housing Program (BHP): 949-741-0972

2. Silver Lantern: 949-315-0954

3. Vista Del Mar (VDM): 949-828-7813
The Lead staff member on-duty will assist in finding coverage using the following decision tree:

1. If there is more than one Guest Advocate scheduled and the absence will not result in any uncovered hours (and operations can reasonably occur with the remaining scheduled staff), log the absence and do not seek replacement.

2. If replacement is necessary to maintain the minimum coverage required, use the staff phone roster found here Schedules to find a replacement. Log the absence and the replacement and indicate if overtime was approved.
a. Contact on-call staff to assist with coverage.
b. Contact part-time or off-duty staff from same site as call-out to inquire for coverage availability. c. Move on to part-time and off-duty staff from dedicated sites to inquire for coverage availability. d. For overnight shifts specifically, pull overnight TA to cover only when all the above options are not available.

3. If unable to find a replacement:
a. During business hours, contact the Shelter Supervisor or Program Manager OR after-hours, contact the Program Manager On-Call for permission to:
i. Reassign an on-duty Tenant Advocate from Silver Lantern or Vista Del Mar ii. Enact mandatory overtime until the on-duty staff person can be relieved by the Program Manager On-Call.
b. Log the absence and the replacement plan.

In the event that no Lead is on-duty at any site, the on-duty Guest Advocate will follow the same procedure outlined above and contact the Program Manager On-Call as needed.

Staff Training
The ASL provides extensive training to shelter staff. Essential trainings are provided in the on-boarding process prior to staff being onsite at the shelter. Onsite onboarding includes shadowing shifts with a lead staff member and reviewing the ASL Policy and Procedure Manual with the Lead and Program Manager. Other required trainings are assigned monthly to new staff during their first year of hire. Staff also complete County-provided training annually as required.

All of these completed training sessions are tracked and documented in the agency’s human resource information system. Ad hoc training occurs during required monthly staff meetings as indicated. Friendship Shelter also provides supplemental training for all agency staff every quarter on various best practice modalities for homeless service provision.

Friendship Shelter, Inc.

The following trainings are provided to new staff during the onboarding process and throughout the first year of employment:

Agency Operations
● FSI Employee Handbook
● FSI Universal Written Standards
● HIPAA Training
● Harassment/Sexual Harassment
● Paylocity Set-up and Use
Program Operations
● ASL Policy and Procedure Manual (many topics below are covered in this manual) ● HMIS Training
● Privacy/Confidentiality/Conflict of Interest
● Non-Discrimination, Equal Access and Gender Identity
● Grievance & Termination Policy and Appeals
● Incident Reporting
● ADA Compliance/Reasonable Accommodation
● Housing Focused Services/Paths to Housing
● Crisis Intervention/De-Escalation
● Problem Solving and Diversion Intervention
● Effective Communication
● Domestic Violence & Safety Planning
● Cultural Humility
● Implicit Bias
● Substance Abuse and Mental Health Disorders
● Mandated Child/Elder Abuse Reporting
● Boundaries & Self-Care
● CES Training
● Best Practices for Serving LGBTQ+ Individuals
● Intensive Case Management Training:
○ Health Needs Assessment
○ Comprehensive Care Plans
○ Narrative Assessment and Intervention Notes
○ Digital Client Files and Recordkeeping
● Assertive Engagement
Evidence Based Practices
● Housing First
● Harm Reduction
● Trauma Informed Care
● Motivational Interviewing
Facility, Health and Safety
● Universal Precautions/Infection Control/Blood Borne Pathogens ● Mental Health Crises/Suicide Assessment
● Safety/Medical Emergencies
● Narcan Administration
● Emergency/Fire Alarm Procedures
Friendship Shelter, Inc.

● First Aid/CPR
● Mental Health First Aid
HMIS Participation and Documentation
HMIS is the system used at the ASL to track participant information, enrollments, and Coordinated Entry activities.

To best serve participants, it is important for staff to keep participant information up to date in HMIS. ASL funding sources rely on HMIS data to verify that participants have a clear path to housing and are progressing along that path during their stay at the ASL. Additionally, HMIS data is used to track program outcomes and compliance with contracts. These outcomes are: exiting to permanent housing, increasing income, and accessing CalFresh and health insurance.

Additionally, data quality and timeliness are important metrics that are reflected in quarterly progress reports that are publicly available via the OCHMIS website. The expectation is that data is entered within 3 days of an instance occurring. This reflects positively on data timeliness measures. In terms of data quality, consistency and accuracy are important.

HMIS Data Entry Guide for ASL Enrollment Program
Enrollment
When a guest is enrolled in the ASL, staff must be sure to enroll them into the ASL program in HMIS.

1. Enroll participant in Shelter Program
a. Go to participant profile
b. Select “Programs”
c. Scroll down to “Alternative Sleeping Location”
d. Select this program and select “Enroll”
e. Complete all of the enrollment questions and save.
i. A common data quality issue in the enrollment page is stating that a guest has a disability, then under the “Employment Status” question, stating that the guest is unemployed instead of disabled.
ii. CalOptima (Medi-Cal) insurance is considered Medicaid, not State Health insurance.

Services
Throughout the participant’s enrollment, staff must be sure to capture services in HMIS as they are provided.

1. Track key services:
a. When in the program view, select the “provide services” tab. b. Provide a Housing Plan service to document the guest’s plan at arrival. c. For each Care Coordination meeting, staff will document progress towards housing with the “Case Management” service and any additional services provided. d. Service Guide:
i. Housing Note: Used to document the participant’s housing plan at entry and whenever it changes.
ii. Referral:

Used to track when staff refers a participant to a community resource or communitybased service provider iii. Linkage:

Friendship Shelter, Inc.

Used to track when the participant actually begins to receive services from above provider that they were referred to; create a separate linkage note when participant is enrolled with the service
iv. Case Management:

Used to track care coordination discussions, missed appointments, etc. Staff are expected to complete all case management notes using SMART
(Specific, Measurable, Attainable, Relevant, Time-bound) goals. CalAIM enrolled participants will have these notes documented in CalOptima Connect instead. v. Transportation: Bus Passes: Used to document when a participant is given a single day or 30-day bus pass.

Status Updates
When a participant has a change in income (e.g., starts receiving benefits or gains/loses employment), these changes need to be reflected in a status update. Increases in income is an important program performance measure, and status updates are how this important work is tracked.

1. To make a status update:
a. Go to the participant’s HMIS profile.
b. Go to the “Programs” tab.
c. Select the pen and paper icon to the left of the Alternative Sleeping Location program. d. This will take you to the History tab on the ASL program, on the right side there is a section called “Status Assessments.”
e. Select the plus sign next to Status Assessments and choose the Status Assessment button. f. Fill out the changed information and submit.

Annual Assessments
When a participant has been in the program for a year, staff must complete an annual assessment. In order to do this, follow the same steps as above and select “Annual Assessment” instead.

Exits
When a participant exits from the ASL program, staff must reflect that in HMIS as soon as possible.

1. Pull up the participant’s profile on HMIS

2. Select the pen and paper icon next to the ASL Program

3. Select “Exit” on the right side of the page.

4. Be sure to go through the Destination drop down thoroughly and select the most appropriate option for the participant.

5. The field “Positive Exit Status” is answered affirmatively when a guest makes a lateral or positive move:
a. Exiting to another shelter
b. Treatment
c. Temporary housing
d. Permanent housing
e. Etc.
i. A “no” answer indicates that the guest returned to the streets, jail, hospitalization, etc.

Confidentiality and Release of Information
All participant information, including enrollment status in Friendship Shelter programs, is private and confidential.

Friendship Shelter staff work as a team and information will be shared between agency team members (which includes program staff, management, contracted staff, and certain volunteers) on a “need to know” basis and in Friendship Shelter, Inc.

an effort to coordinate services to best assist participants. Friendship Shelter works cooperatively with law enforcement and will not hold participant enrollment confidential from law enforcement if requested.

Guests will be provided with a confidentiality agreement at intake, explaining the confidentiality procedure and limits to confidentiality. Friendship Shelter staff will not share guest information with outside providers, unless the situation involves a participant’s imminent harm to self, imminent harm to others, or child/elder abuse. If any of these situations are apparent, bring this situation to the Program Manager for next steps. In the event of threatening harm to self or others, the Crisis Assessment Team should be contacted to assess the participant. For disclosures of elder or child abuse, Adult Protective Services (APS) and Child Protective Services (CPS), respectively, must be contacted.

Staff must be mindful of how they discuss confidential guest information. Do not disclose guest information to outside parties without a signed Release of Information. When talking amongst staff, ensure that any confidential information is discussed behind closed doors where other participants cannot overhear.

If a participant wishes for staff to share information regarding their stay with another service provider or individual, the participant is required to fill out a Release of Information form providing staff with written consent.

Participants may revoke consent at any time by writing a statement explaining to which outside party they wish to revoke consent. This statement will be kept in the participant’s file alongside the signed release of information.

Conflicts of Interest
The ASL follows Friendship Shelter’s agency-wide conflicts of interest policy, as outlined in the Friendship Shelter Universal Written Standards: Operations, Programs and Services:

Friendship Shelter, Inc. employees are required to maintain a professional relationship with program participants at all times. Staff are expected to use agency provided communication tools (agency email address and phone number) whenever possible and to communicate with program participants during established work hours appropriate to the employee’s position. It is inevitable that staff may encounter program participants outside of work hours, and it is expected that staff will maintain the integrity of their professional role and preserve the participant’s confidentiality as a participant of a Friendship Shelter program.

Dual relationships between Friendship Shelter, Inc. employees and program participants are not permitted – this includes business (other than Friendship Shelter business), personal, romantic, sexual and any other type of relationship outside of FSI employee and program participant.

All staff are required to disclose to their direct supervisor any prior relationships or acquaintances with persons receiving services from a Friendship Shelter program within 24 hours of knowing. A determination will be made by the direct supervisor, in consultation with the Director of Services, as to whether the existing relationship hinders service delivery. In the event that it does hinder service delivery, the participant will be referred to a different staff member, program, or agency for similar services.

During work hours, direct service staff working in the field or at designated facilities/sites are required to wear an agency-provided name badge identifying them as staff (including their name and position).

Friendship Shelter, Inc.

This policy does not replace any other agency policies regarding Conflicts of Interest, as outlined in the Friendship Shelter, Inc. Employee Handbook.

Document Storage and Retention
Storage of Active Records
Participant files are stored digitally in an encrypted agency SharePoint. Files are only accessible to staff who need access in order to carry out their job duties. Files are updated on a regular basis to reflect a participant’s status with the agency. Participant files are never to be left open on unattended computers and may never be shown to participants or non-staff. Participants may request copies of the contents of their files for themselves or others, via written request as outlined under requests for records.

Retention of Records
All participant files will be retained for a minimum of 10 years. Hard copies of participant files are considered active until the end of the calendar year in which the participant exited the program. Inactive files are boxed by year, labeled, and stored in locked storage. FSI contracts with a third-party vendor for additional offsite storage.

Disposal of Records
If the record retention period has expired, the record will be destroyed. Records that contain confidential information or personal information will be shredded. All agency sites will have available a paper shredder. Hard copies of participant files will be shredded using our third-party vendor.

Requests for Records
If a client is interested in reviewing their file, they may request this in writing using the Records Request Form.

Staff will respond following the procedure outlined in the Universal Written Standards.

If a client would like for the ASL to share any or all of their file contents with another party, they may request this in writing by completing the Authorization for Release of Protected Health Information form and submitting it to the Program Manager. These requests may take up to two weeks to be fulfilled.

Quality Assurance
The ASL staff participate in weekly and monthly staff meetings to facilitate team communication, policy adherence, participant housing plan progress, and general program operations. The ASL also follows Friendship Shelter’s agency-wide quality assurance policy, as outlined in the Friendship Shelter Universal Written Standards:

Operations, Programs and Services.

Performance Measures and Reporting
Friendship Shelter is contracted by the City of Laguna Beach and the County of Orange to provide shelter services at the ASL, and thus has contracted performance measures and required reporting. The ASL is also subject to the Orange County CoC Project Performance thresholds for emergency shelter. It is critical that all HMIS data entry is timely and accurate.

County of Orange Contract Performance Measures
• Assist a minimum of 67 eligible participants each annual term. • 100% of participants will have a Housing and Services Plan within 30 days of shelter enrollment.

Friendship Shelter, Inc.

• 90% of participants will be enrolled in CES within 30 days of shelter enrollment. • 25% of participants will exit to a permanent housing destination. • 15% of participants will increase their income while enrolled in the program. • 90% minimum bed utilization will be maintained.

Programmatic Reporting

1. ASL Monthly Report: Prepared by data team and sent to ASL Program Manager by the 3rd of each month.

Reviewed and approved by ASL Program Manager and submitted to designated City of Laguna Beach staff by data team, on or before the 5th of each month.

2. ASL Weekly Roster Report: Prepared by data team and sent to ASL Program Manager every Monday.

Reviewed by ASL Program Manager and submitted to designated City of Laguna Beach and LBPD staff by ASL Program Manager upon confirmation.

3. ASL Emergency Shelter Operations and Services Quarterly Report: Prepared by the data team, ASL Program Manager, and Contracts Manager. Approved by the Compliance Manager and submitted to the Office of Care Coordination by the Compliance Manager by the 20th of each month following the end of the quarter.

Quarter Timeframe Included Report Due Date
Quarter 1 July 1 – September 30 October 20
Quarter 2 October 1 – December 31 January 20
Quarter 3 January 1 – March 31 April 20
Quarter 4 April 1 – June 30 July 20
Document Control
This section is to be completed after material changes (additions or deletions) have been made to the ASL Policy and Procedure Manual.

Version
No.

Date Authorized Personnel Summary of Change(s)

3.0 12/3/25 Analisa Andrus, Director of Program
Development and Compliance
ASL Day Program and Laguna Beach
Emergency Bed Program discontinued. ASL
Emergency Shelter model and capacity
updated to 30 bed 24/7 enrollment shelter.

Updated: Referral Process