City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01081 6/25/2024 Consent Item 10.
Agreements: Women and Family Shelter Programs for Saint John’s Program for Real Change and WEAVE, Inc. [Two-Thirds Vote Required]
File ID: 2024-01081
Location: Citywide
Recommendation: Pass a Motion by two-thirds vote: 1) authorizing the City Manager or the City Manager's designee to execute Supplemental Agreement No. 1 to City Agreement No. 2023-1417 with Saint John's Program for Real Change for an amount not-to-exceed $1,182,814, for a total not to exceed amount of $2,186,142 and 2) authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 1 to City Agreement No. 2023-1408 with WEAVE, Inc. for an amount not-to-exceed $574,565 for a total not to exceed amount of $1,053,369.
Contact: Brian Pedro, Director, (916) 808-7816, [email protected]; Jason Beckstrom, Program Specialist, (916) 808-5709, [email protected]; Department of Community Response
Attachments:
1-Description/Analysis
2-Saint John’s Program for Real Change Supplemental Agreement 3-WEAVE, Inc. Supplemental Agreement
Description/Analysis
Issue Detail: Homelessness is an issue that impacts communities without regard to geographic or political boundaries and for which there is no single answer or approach. Shelters play a significant role in addressing homelessness and as such it is necessary to create a systemic approach to addressing homelessness which includes low to no barrier crisis shelters. The City of Sacramento recognizes the important role that such shelters play in helping move people out of homelessness and into permanent housing.
The City of Sacramento has made a significant investment of resources to increase the access and availability of shelter beds, services, and permanent housing to those experiencing homelessness.
The positive impact from these investments can be seen from the latest Sacramento Point-In-Time (PIT) Count that was released in June 2024. According to the 2024 Sacramento PIT Count released by the Sacramento County Continuum of Care, the County of Sacramento had an estimated
File ID: 2024-01081 6/25/2024 Consent Item 10.
homeless population of 6,615, a 28.7% decrease from the 2022 PIT Count. Between 2022 and 2024, the number of people experiencing homelessness in shelters increased by 2.2%, from 2,614 to 2,671. In contrast, the number of unsheltered individuals decreased by 40.8%, dropping from 6,664 to 3,944.
In May 2023, the City released a Request for Proposals for Women and Family Shelter Programs and entered into agreements with Saint John’s Program for Real Change and WEAVE, Inc from September 1, 2023 through June 30, 2024.
Saint John's Program for Real Change
Saint John's Program for Real Change delivers a year-round program for women and children who receive weekly case management services throughout the whole-person care program. Saint John's residential units consist of dorm style rooms with bunk beds with a maximum usable capacity of 220.
In a 12-month period Saint John’s expects to serve approximately 350 individuals.
With the City’s funding, which makes up about 20% of Saint John’s emergency shelter budget, Saint John’s will stabilize women and children in a safe/healthy living environment through the following:
· Individualized case plans that include mental health and substance use services, parenting, financial health, employment development and determine housing goals. · Reunification of families where children have been removed from their parents. · Classes on health and wellness practices, developing healthy relationships, positive parenting, and money management.
· Creating a financial plan and resolving barriers.
· Identifying and resolving legal issues.
· Completion of high school diploma with onsite instruction. · Comprehensive job training program.
· Full enrollment in school for school-aged children.
· On-site childcare.
· After care services/programming for women exiting the program that may include:
o Permanent housing
o Rental assistance
o Motel vouchers
· Access to case management, substance use disorder (SUD) counseling services, housing referrals, and clinical therapy
Since 2019, the City of Sacramento has contracted with Saint John’s to provide services for women and children experiencing homelessness. HMIS data shows Saint John’s has served a total of 1,134 individuals, (593 women and 540 children). Of the 1,065 individuals that have exited Saint John’s program, 70% have exited to positive destinations, including 232 individuals that have obtained
File ID: 2024-01081 6/25/2024 Consent Item 10.
permanent housing.
WEAVE
WEAVE’s mission is to promote safe and healthy relationships and support survivors of sexual assault, domestic violence, and sex trafficking. In a 12-month period WEAVE seeks to provide confidential emergency shelter and case management services to 80 adults and children fleeing domestic violence or sex trafficking including. With the City’s funding, which makes up about 33% of WEAVE’s budget, WEAVE will provide women and children:
· A safe place to live
· Emergency Food Assistance
· Childcare
· Personalized case management
· Access to group and individual therapy or counseling
· Referrals to drug and alcohol recovery
· Resource counseling
· Employment assistance, and
· Permanent housing navigation assistance.
Since July 2021, the City of Sacramento has contracted with WEAVE, Inc. to provide shelter and support services to adults and children fleeing domestic violence or sex trafficking. HMIS data shows WEAVE has provided shelter and support services to 186 individuals, including 103 children. Of the 119 individuals that have exited WEAVE’s program, 54% have exited to positive destinations, including 36 individuals that have obtained permanent housing.
To continue serving Women and Families experiencing homelessness and fleeing domestic violence, DCR staff recommend extending and funding the current agreements with Saint John’s Program for Real Change and WEAVE, Inc., for an additional year through June 30, 2025.
Policy Considerations: The recommendations in this report are in accordance with Sacramento City Code section 3.64.020, any agreement for professional services that is for $250,000 or more requires City Council approval.
City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. The recommendation is to waive this requirement.
Economic Impacts: Not applicable.
Environmental Considerations: This report concerns administrative activities and government
File ID: 2024-01081 6/25/2024 Consent Item 10.
fiscal activities that do not constitute a “project” and is not subject to the provisions of California Environmental Quality Act (CEQA) (CEQA Section 15378(b)(2)).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Not applicable.
Financial Considerations: There is sufficient funding (Measure U, Fund 2401) in the Homeless Housing Initiative MYOP (I02000200) to execute a supplemental agreement with Saint John’s Program for Real Change extending the agreement period for one year in an amount not to exceed $1,182,814. There is sufficient funding (Measure U, Fund 2401) in the Homeless Housing Initiative MYOP (I02000200) to execute a supplemental agreement with WEAVE, Inc. extending the agreement period for one year in an amount not to exceed $574,565.
Local Business Enterprise (LBE): Saint John’s Program for Real Change and WEAVE, Inc. are both local to the Sacramento region.
Jason Beckstrom (Jun 18, 2024 18:35 PDT)
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Date: 07/01/2024 Project Title and Job Number: Women and Family Shelter Program I02000253 Purchase Order #: 734489 Supplemental Contract No.: 01
The City of Sacramento ("City") and Saint John's Program for Real Change ("Contractor"), as parties to that certain Nonprofessional Services Agreement designated as Contract Number 2023-1417, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Time of Performance as set forth in Section 3 of Exhibit A is hereby extended for an additional one-year term through June 30, 2025.
2. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
As of July 1 2024, the revised Scope of Services attached hereto as Attachment 3 to Exhibit A supersedes Attachment 1 to Exhibit A.
3. As of July 1, 2024, the revised Project Budget attached hereto as Attachment 2 to Exhibit B supersedes Attachment 1 to Exhibit B.
4. In consideration of the additional and/or revised services described in sections 1 and 2, above, the maximum not-to- exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $1,182, 814.08, and the Contract’s maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $1,003,328.00 Net change by previous supplemental contracts: $0.00
Not-to-exceed amount prior to this supplemental contract: $1,003,328.00 Increase by this supplemental contract: $1,182,814.08
New not-to exceed amount including all supplemental contracts: $2,186,142.08
5. Contractor agrees that the amount of increase or decrease in the not -to-exceed amount specified in section 4 , above, shall constitute full compensation for the additional and/or revised services specified in section s 1 and 2, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
6. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
7. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES
ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Ap
proval Recommended By: Approved As To Form By:
C ity Attorney Brian Pedro, Director, DCR, City of Sacramento Approved By: Attest:
____ ________________________________
Ci ty Clerk Jose Dominguez, Interim Chief Executive Officer Approved By:
Mario Lara, Assistant City Manager,
City of Sacramento
Arvinder Kaur (Jun 18, 2024 18:44 PDT)
Brian Pedro (Jun 18, 2024 19:43 PDT)
Brian Pedro
Saint John’s Program for Real Change
Women and Family Shelter Program
Nonprofessional Services Agreement
Attachment 3 to Exhibit A
I. OVERVIEW
Saint John's Program for Real Change delivers a year-round program for women and children who receive weekly case management services throughout the whole-person care program.
Saint John's residential units consist of dorm style rooms with bunk beds with a maximum usable capacity of 220 individuals. In a 12-month period Saint John’s expects to serve approximately 350 individuals.
II. FUNDING
The City of Sacramento’s Department of Community Response (DCR) awarded Saint John’s Program for Real Change (Saint John’s) $1,003,328 for September 2023 through June 2024 and shall award $1,182,814 for Fiscal Year 2024/25. The City’s grant funding makes up about 20% of Saint’s John’s emergency shelter budget for the agreement period.
Contract Term
The term of this grant agreement will be extended for one additional year through June 30, 2025.
III. KEY TERMS
Accessible: Accessible can be defined as the "ability to access" the functionality, and possible benefit, of some system or entity and is used to describe the degree to which a product, service, or environment is accessible by as many people as possible. While accessibility is often used to describe facilities or amenities to assist people with disabilities, as in "wheelchair accessible", the term can extend to Braille signage, wheelchair ramps, elevators, walkway contours, website design, and so on.
Case Management: A “collaborative process of assessment, planning, facilitation, care coordination, evaluation and advocacy for options and services” to meet individual needs.
Continuums of Care (CoC): Are local planning bodies responsible for coordinating the full range of
homelessness services in a geographic area, which may cover a city, county, metropolitan area, or an entire state.
Culturally Responsive: Ability to honor, understand, and respect beliefs, lifestyles, attitudes, and behaviors demonstrated by diverse groups of people, and to diligently act on that
understanding. It includes knowledge of one’s own cultural values, and ability to consistently function with members of other cultural groups.
Emergency Shelter: Is a facility with the primary purpose of providing temporary shelter for people experiencing homelessness.
Fleeing/Attempting to Flee Domestic Violence: Any individual or family who:
• Is fleeing, or attempting to flee, domestic violence; and • Has no other residence; and
• Lacks the resources or support networks to obtain other permanent housing
Harm Reduction: An approach aimed at reducing the risks and harmful effects associated with substance use and addictive behaviors: for the person, the community and society as a whole, without requiring abstinence. A Harm Reduction approach recognizes that consumers can be at different stages of recovery and that effective interventions should be tailored to each consumer’s stage.
Homeless Management Information System (HMIS): Is a class of database applications used to confidentially aggregate data on homeless populations served in the United States. Such software applications record and store client-level information on the characteristics and service needs of homeless persons.
Housing Inventory Count (HIC): Is produced by each CoC and provides an annual inventory of beds that assist people in the CoC who are experiencing homelessness or leaving homelessness.
Imminent Risk of Homelessness: Individual or family who will imminently lose their primary nighttime residence, provided that:
• Residence will be lost within 14 days of the date of application for homeless assistance. • No subsequent residence has been identified; and
• The individual or family lacks the resources or support networks needed to obtain other permanent housing
Literally Homeless: Individual who lacks a fixed, regular, and adequate nighttime residence, meaning:
• Has a primary nighttime residence that is a public or private place not meant for human habitation; or
• Is living in a publicly or privately-operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, and local government programs); or
• Is exiting an institution where (s)he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.
Transitional Housing Programs: Provide people experiencing homelessness a place to stay combined with supportive services for up to 24 months.
Trauma Informed Care: A strengths-based framework that is grounded in an understanding of, and responsiveness to, the impact of trauma while emphasizing physical, psychological, and emotional safety for providers and survivors.
IV. DESCRIPTION OF SERVICES
For the unhoused women who enter the program, Saint John's addresses the immediate goal of crisis stabilization while providing shelter, meals, and childcare. The holistic and immersive approach addresses the short-term goals of immediate stabilization, including physical, vocational, and psycho-social assessment, domestic violence support, addiction counseling, life improvement/basic education classes; mid-term goals of self-development, addiction recovery, high school diploma attainment, life skills acquisition, career exploration, and hands-on employment training; and, after 9-12 months of program participation, long-term goals of job acquisition, self-reliance, and family sustainability. Providing a safe, culturally responsive, and trauma-informed environment is key to our clients' success. Families receive wrap-around comprehensive services and the tools necessary to achieve independence, personal well-being, and economic self-sustainability. Program services focus on four elements essential to the three domains of family, work, and education:
1) Critical support, housing and meals, case management, mental health therapy and addiction/recovery counseling
2) Self-improvement classes, housing preparation workshops, support for justice involved clients, support for reunification with children placed in custodial care, psycho/social education, and domestic violence survivor support
3) Educational programs to increase employability and to improve school success for children
4) Extensive on-the-job training in real world environments at our two social enterprises, Red Door Desserts and Plates Café & Catering
Through each level of service, women and children become healthier and gain new-found skills and the confidence to successfully manage their lives and become the primary provider for their families. A defining aspect is the 12-18-month length of stay, which allows women to make transformative, real change. Our program operates 24 hours/day, 365 days/year, ensuring women and children are consistently supported, with a client/staff ratio of approximately 1.5:1. This includes staffing for all behavioral health services, childcare, housing, meals, job training, case management, support services, and facility operations. While mothers rebuild their lives, childcare and mental health experts work with children to counteract the effects of homelessness. At Saint John's, families experience the benefits of living in a safe, structured, and predictable environment.
1. Facility Operations
Saint John’s will stabilize women and children in a safe/healthy living environment through the following:
• Individualized case plans that include mental health and substance use services, parenting, financial health, employment development and determine housing goals. • Reunification of families where children have been removed from their parents. • Classes on health and wellness practices, developing healthy relationships, positive parenting, and money management.
• Creating a financial plan and resolving barriers.
• Identifying and resolving legal issues.
• Completion of high school diploma with onsite instruction. • Comprehensive job training program.
• Full enrollment in school for school-aged children.
• On-site childcare.
• After care services/programming for women exiting the program that may include:
o Permanent housing
o Rental assistance
o Motel vouchers
• Access to case management, substance use disorder (SUD) counseling services, housing referrals, and clinical therapy.
• Providing after-care services for up to 40 women and children exiting to permanent and stable housing.
• Entering and tracking all program data in the region’s Homeless Management Information System (HMIS).
• Participating in the Sacramento CoC's Coordinated Access System by including 20% of Saint John's emergency shelter rooms (11 rooms with up to 6 beds per room) in the Coordinated Access System.
• Agreeing to an open information exchange with DCR staff including attending collaborative meetings and sharing case information to ensure optimal outcomes • Accepting referrals from DCR staff
2. Case Management
Case management and supportive services focus on the holistic needs of each client with a primary goal of removing barriers to housing and should reflect the short -term nature of assistance toward housing placement. Critical components in the provision of case management services include the following:
• Low Barrier Practices
• Housing First
• Harm Reduction
• Trauma Informed Care
• Client-centered
• Culturally Responsive
The following case management services should be available to program participants receiving case management services. To ensure the consistent delivery of case management services, operators should incorporate written case management procedures and forms that include the following:
Referral Procedures
: Establish referral and follow-up procedures to confirm participants connect to services to which they are referred. Documentation of referrals made, and referral confirmation must be maintained in participant files.
Health and Wellness referrals: Ensure participants are linked to and assisted in accessing medical health, mental health, and any needed alcohol and other drug services.
Mainstream Benefits. Establish procedures for screening participants at program entry and intake for eligibility to mainstream benefits. Assist participants with obtaining income and/or establishing benefits. This includes coordinating the completion and submission of applications for public benefits and entitlements (e.g., general assistance, SNAP, SSI/SSDI, Veteran benefits), health insurance benefits (e.g., Medi-Cal, Medicare, Covered California, etc.), and other sources of financial assistance.
Employment Development/Placement Programs . Assessing employment history and goals and assisting participants to engage in services that will prepare the individual to obtain employment.
3. Written Policies
Saint John’s is responsible for having written policies describing the operations, and must submit copies to the City, including:
• General program policies and procedures, including participant responsibilities and ADA compliance and accommodations.
• Formal Complaint and Grievance Procedures.
• Written set of policies and procedures specific to program denials to entry and participant exits.
• Good Neighbor Policy (Attached)
V. STAFFING
To administer the programming described above, Saint John’s shall employ the following staff:
• 0.2 FTE Chief Operating Officer and 0.5 FTE Administrative Support will monitor attainment of objectives and ensure compliance with program components while supervising staff and an internal evaluation team.
• 0.2 FTE Director of SUD Treatment Services will oversee substance use treatment services and the management of licensed substance use treatment counselors. • 0.4 FTE SUD Counselor and 0.2 FTE Clinician/Therapist will provide behavioral health counseling for clients, offer individual and group counseling sessions tailored to each participant’s needs and developmental progress.
• 0.5 FTE Medications Manager will provide daily supervision and compliance oversight of prescribed client medications.
• 0.2 FTE Intake Coordinator will ensure timely intake of new clients and provide communication and program orientation for all prospective clients. • 0.5 FTE Director of Intervention Services, 0.9 FTE Intervention Specialists, and 0.5 FTE Intervention Specialists—Certified Registered Drug & Alcohol Technicians (RADT) will oversee 24/7 daily services (housing, meals, daily activities) and conduct discharge assessments and transition planning. They will also provide support for women upon taking up residency and during the initial adjustment period of 30 days or more. • 1.0 FTE Front Office/Client Service staff will provide client support and facilitate coordination of client activities and schedules.
• 0.8 FTE Childcare Staff, 0.4 FTE Childcare Supervisor, and 0.3 FTE Family Services Coordinator will address the critical social and emotional needs of the children, help children reintegrate into their school community, and support children in improving their academic and personal success.
• 0.2 FTE Director of Social Enterprises & Workforce Development, and 0.3 FTE Workforce Development/Vocational Trainers will provide job readiness and hands-on employment training.
• 0.3 FTE Facility Maintenance Technician will provide facility maintenance services to support service delivery and client safety.
• 0.7 FTE Volunteer Coordinator will ensure cost-effective delivery of services by cultivating and managing regular volunteer engagement, with up to 400 volunteers providing services each month.
• 0.5 FTE Grants Coordinator will provide impact reports and solicit and manage program funding to ensure adequate income to support supplemental client services, maximizing the efficacy of grant funding provided by the City.
• 0.3 FTE Senior Director of Finance and 0.4 FTE Senior Staff Accountant will provide oversight of financial operations, procurement of food and client supplies, contract oversight, and annual audit to ensure the fiscal integrity of the program. • 0.3 FTE Chief Human Resources Officer will ensure adequate staffing levels for client safety, conduct recruitment as necessary, and oversee ongoing staff professional development and licensure maintenance.
• 0.20 FTE CEO will provide executive level program oversight for the project and facilitate collaboration with other program partners.
Staff Training
Saint John’s Program for Real Change staff shall complete the training necessary to fulfill job requirements within 90 days of hire.
• Saint John’s shall have sufficient staff on duty during operational hours. • Saint John’s shall have a supervisor/manager available on call to the program for the consultation with staff about challenging participant situations and other urgent matters.
• At least one staff person on duty during operational hours is trained in emergency first aid and CPR.
• All direct care shelter staff shall be tested for tuberculosis upon hire and every 12 months and referred to any necessary follow up and/or treatment if indicated. Staff complies with any recommended follow-up testing necessary as indicated by a health professional care provider.
• Saint John’s shall comply with all public health orders and infectious disease control, mitigation, and reporting requirements applicable to emergency shelters.
o Staff are encouraged to obtain an annual flu vaccine and other vaccines as recommended by public health authorities and have an up-to-date record of vaccinations.
o The shelter complies with California Code of Regulations, Title 8, Section 5199, regarding Aerosol Transmissible Diseases (ATD) control and worker and client safety expectations.
VI. ELIGIBLE PARTICIPANTS
Any adult single woman of age 18 or older or adult woman of age 18 or older with minor children who resides in Sacramento County, who may be experiencing violence, and is at risk of becoming homeless or is literally homeless regardless of, but not limited to, race, ethnicity, religious belief, sexual orientation, and gender identity.
VII. ACCESS
Entry into the Program is limited to two routes:
• Direct referral from the Saint John's program wait-list. • Direct referral from the Sacramento CoC's Coordinated Access System for the 11 rooms (with up to 6 beds per room) that are included in the Coordinated Access System.
For referrals from the Sacramento CoC’s Coordinated Access System, Saint John’s shall adhere to CAS policies and procedures for denial of admission and appeals. Any
household denied entrance is informed of reason, conditions for lifting the restriction and right to appeal, including whom to contact regarding an appeal and information about the appeal process. Reason for denial is entered into HMIS to support appropriate future CAS shelter referrals for the household.
Upon admission, participants are provided with copies of the following:
• Participant rights
• Written program rules
• Storage policy, including storage after exit
• Medication storage policy
VIII. CLIENT RIGHTS AND PROTECTIONS
Saint John’s shall have a written document outlining clients’ rights, including rights to file a grievance or appeal an agency decision, posted in a visible and accessible location, read and otherwise made known to clients upon admission, with accommodation for literacy and language barriers. All clients are offered a copy of the clients’ rights and grievance documents upon intake, including instructions for grievances and appeals, and that identifies the agency clients’ rights officer.
At minimum, all program clients have the following rights:
a)
Clients have the right to be treated with dignity and respect; b) Clients have the right to physical privacy;
c) Clients have the right to be treated with cultural sensitivity; d) Clients are clearly informed, in understandable language, about the purpose of the services being delivered, including clients who are not literate and/or are limited-English proficient;
e)
Clients 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;
f)
Clients have the right to reasonable access to records concerning their involvement in the program.
IX. EMERGENCY SHELTER OPERATIONS
1) Facilities
a) The proper number of beds or units are provided consistent with funder agreements.
b) The program complies with all applicable state and local building, health, environmental, and safety standards/regulations and has Building and Occupancy permits posted.
c) The program complies with HUD Emergency Solutions Grants (ESG) Program minimum habitability standards for emergency shelters.
i) The shelter building is structurally sound to protect residents from the elements and does not pose any threat to health and safety of the residents.
ii) Except where the shelter is intended for day use only, the shelter provides each program participant in the shelter with an acceptable place to sleep and adequate space and security for themselves and their belongings.
iii) Each room or space within the shelter has a natural or mechanical means of ventilation. The interior air is free of pollutants at a level that might threaten or harm the health of residents.
iv) The shelter’s water supply is free of contamination. v) Each program participant in the shelter has access to sanitary facilities that are in proper operating condition, are private, and are adequate for personal cleanliness and the disposal of human waste.
vi) The shelter heating/cooling facilities are in proper operating condition. vii) The shelter has adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There are sufficient electrical sources to permit the safe use of electrical appliances in the shelter.
viii) Food preparation areas, if any, contain suitable space and equipment to store, prepare, and serve food in a safe and sanitary manner. ix) The shelter is maintained in a sanitary condition.
x) There is at least one working smoke detector in each occupied unit of the shelter. Where possible, smoke detectors are located near sleeping areas. The first alarm system is designed for hearing-impaired residents.
All public areas of the shelter have at least one working smoke detector.
There is a second means of exiting the building in the event of fire or other emergency.
d) The program facilities and housing are consistently maintained and in good repair. The general appearance of each service and residential building is well maintained. In addition to meeting habitability standards above, the program ensures:
i) The program has a written housekeeping and maintenance plan to ensure a safe, sanitary, clean, and comfortable environment. ii) Bath/toilet areas, hallways, and other common use areas are cleaned daily. The program has proper trash receptacles that are emptied regularly.
iii) Both the interior and exterior of the facility are free of debris, clutter, and unsanitary items and there are no obvious safety risks. iv) The program ensures adequate provision of pest control services. (1) The program has a protocol in place for the prevention and control of bed bugs. See best practices related to bug prevention. (2) Twenty-four (24) hour notice is provided to participants of pest control activities unless the type and degree of infestation requires an immediate response (e.g., bed bugs).
v) A process for reporting maintenance concerns is posted and acknowledges that non-emergency maintenance issues reported are responded to within two days and identifies the timeframe for addressing the concern.
vi) Emergency maintenance items are immediately addressed. e) The program provides each person with at least a bed, a blanket, and pillow, all of which are clean and in good repair.
f) The program has a sufficient supply of functionally clean and reasonably private toilets and hand wash basins, with hot and cold running water. g) The program has laundry facilities available to residents, or access to laundry facilities nearby
h) The program provides access to safe drinking water at all times.
i) Program staff have keys to all locks in the facility. In independent units, clients are responsible for locking their unit, but staff maintains the ability to always access the units.
j) The program provides towels, soap, sanitary napkins, and toilet tissues. k) The program provides access to electrical outlets for charging personal devices such as cell phones and medical equipment.
l) A telephone is available to staff for emergencies. Emergency numbers are posted by the telephone or otherwise made available to staff on duty. The program takes emergency phone messages and messages from service providers for participants in residence.
m) The program labels all chemicals and cleaning supplies and keeps all such materials out of reach of children. Any hazardous materials are stored separate from food.
n) Exits are clearly marked and kept clear of blockage and tripping hazards. Exit signage is consistent with all applicable codes.
o) All steps have handrails as required by applicable codes. Steps have treads or similar accommodation to prevent slipping.
p) If the program maintains a vehicle used for participant transport, the vehicle is properly maintained, licensed and insured. All drivers are properly licensed.
Provisions are made to provide equal access to transportation services to disabled participants.
2) Accessibility
a) The program conforms to all pertinent requirements of the Americans with Disabilities Act (ADA).
b) Beds designated as accessible comply with federal height and distance standards requiring a minimum of 36 inches between sleeping units and a sleeping surface height between 17-19 inches above the finished floor. c) Beds designated as accessible are prioritized for participants with disabilities.
The program is encouraged to provide as many ADA accessible beds as possible, but it is not required or expected that all beds meet these requirements. d) Program documentation is provided in forms accessible to hearing-impaired and sight-impaired individuals, upon request.
e) If the program provides transportation for participants, it also makes provisions for participants who need vehicles that are wheelchair accessible. 3) Food service
a) If the program prepares and serves meals or provides areas for participants to prepare and consume their own meals, the program has the appropriate certifications required by local authorities to prepare, serve, and store perishable food. All food storage and serving areas comply with relevant health codes.
b) If the program serves food prepared off site by regular donors it provides donors with a handout that details the requirements for food preparation. All food donors read and sign the handout to confirm knowledge of the standards and provide current contact information.
c) The program generally does not encourage or accept food that has been prepared off-site by intermittent donors.
d) If meals are served, a meal schedule is posted.
e) If meals are served or food is provided for participants to use to prepare their own meals, the program makes dietary modifications and/or provides appropriate food options based on participants’ health, religious, and/or cultural practices.
f) Food provided promotes healthy eating and meets the daily nutritional needs of all participants, with reasonable accommodations for known food allergies and medical dietary requirements.
g) The program provides a table and chairs if food is served. h) Any snacks and meals are provided with reasonable accommodation made for known children’s allergies if children are in residence. The program asks about food allergies at intake; however, it is the responsibility of parents and guardians to inform the program of children’s food allergies. 4) Hours/curfew
a) The program posts hours of operation in a visible location. b) The program provides facilities available to participants for sleeping for a minimum of eight hours.
c) If the program has a curfew policy, the policy is clearly written and explained to participants at program entry. The policy is consistently enforced. d) The program remains open during daytime hours for client access to indoor facilities (e.g., restrooms, food, napping space for children) and personal possessions, unless prohibited by inadequate funding or space limitations. i) If not open 24/7 the program makes reasonable accommodations to normal hours for illness, weather, disabilities, persons working second and third shifts, and other reasonable requests.
ii) If the program serves children, it permits 24-hour access to an area where children can nap, unless the program provides independent private units accessible to participants on a 24-hour basis. 5) Participant mail
If the program provides mail service, any mail sent or received is not interfered with (e.g., staff opening participants’ mail, not providing mail to the participants on the day it is received, etc.).
6) Participant possessions
a) The program has a written policy that is provided upon intake as to what provision is made for securing belongings including what possessions can be held by the program at participant request such as money, medications, and vital documents.
b) If the program holds funds or possessions on behalf of participants, this service is voluntary, the program maintains a log of items in their possession, and the funds or possessions are promptly returned upon the participant’s request. The program decides how specifically to make their log, with consideration to their liability. The log tracks only those belongings that participants choose to store with the program and not all possessions brought into the program.
i) This does not apply to belongings abandoned by a person who does not return to the program; in that situation, the program may only keep possessions for a limited time, during which participants may return to retrieve their belongings with support and/or supervision by program staff.
c) The program provides lockable lockers, storage trunks or makes other accommodations that allow participants to securely store their belongings.
Reasonable access by the participants to their belongings is provided. i) Waivers of the requirement that storage space be lockable can be requested if the physical layout of the program does not allow for lockable space.
7) Pets/service animals/animal care
a) The program has a policy regarding whether pets are allowed in the facility and/or individual units.
b) Per ADA requirements, programs make reasonable accommodation for service animals.
i) According to guidance from the U.S. Department of Justice, emotional support, therapy, comfort, or companion animals are not considered service animals under the ADA. These terms are used to describe animals that provide comfort just by being with a person. Because they have not been trained to perform a specific job or task, they do not qualify as service animals under the ADA.
c) Program participants are not permitted to acquire and house a pet at the program, unless such pet is a service animal as defined above. d) If the program allows pets, the program may establish a maximum per guest pet limit. This is included in program policies and admission documents. e) At minimum, if the program allows pets, the program provides OR facilitates access to kennels, animal blankets, leashes, collars, food, and water. f) Pet owners assume all the responsibilities for caring for their animals unless the owner is prevented from doing so by a disability or other special need.
Owners are responsible for complying with local laws and requirements for pets.
Owners’ responsibilities include providing their animals with food and water (with program support), cleaning their animals’ cages as needed and taking their dogs to a designated dog relief area. Pet owners are also responsible for administering all regular medications to their animals, apart from vaccinations. g) The program reserves the right to refuse admittance or otherwise require immediate removal of animals that appear too aggressive for the program to handle. Regardless of initial presenting temperament, enforcement of program
rules to reduce the risk of bites and other injuries is always observed, including but not limited to:
i) Aggressive animals are handled only by their respective owners or trained staff members;
ii) All animals on program property are leashed or always confined; iii) Program participants do not handle or touch pets other than their own; and
iv) All incidents involving aggressive animals are documented in writing prior to removal from site.
8) Participant medication
a) The program does not administer or dispense medication unless administered by a licensed staff person as part of an on-site supportive program in which a program participant is dually enrolled.
b) The program has a written policy regarding the possession and use of controlled substances as well as prescription and over-the-counter medication. i) The program policy is explained and provided upon intake addressing provisions for securing prescription medications and participants’ responsibility to store and utilize their medication safely. c) The program encourages participants to lock medication in secure storage areas made available to protect medication from theft.
d) The facility has a process for secure storage of prescription medications, where applicable, and management of prescribed drugs that require refrigeration.
i) The program makes available a lockable storage area for medications and access to refrigeration for medications. This can include a locked box within a refrigerator that also serves other functions. 9) Weapons
a) The program has a weapons prohibition policy. Weapons include but are not limited to firearms, pepper spray, mace, and knives. The program uses discretion when determining which types of knives are prohibited.
b) The program may, but is not required to, have a mechanism for checking and storing weapons upon entry.
10) First Aid/CPR (including Mental Health/ Substance Use Disorder First Aid) a) The program has available a first aid kit and supplies in case of a medical emergency and accessible to staff and residents, stocked with sufficient supplies to handle multiple occurrences.
b) All staff on duty have access to a telephone. Emergency telephone numbers are posted conspicuously near the telephone.
c) The program has at least one staff person on duty who is trained in standard emergency first aid and evacuation procedures.
d) The program has a procedure for making referrals to appropriate medical providers.
e) The program has multiple Narcan kits and fentanyl test strips available for use by trained staff to use for life-saving purposes.
11) Universal precautions and infectious disease control, reporting a) The program has a written policy regarding the control of infectious diseases, such as HIV, tuberculosis (TB), COVID-19, and Influenza, including on-site quarantine and isolation protocols, when needed.
b) The program has proper sharps disposal and has a written policy in place governing protocols related to universal precautions.
c) The program reports any suspicion of infectious disease within the program or when suspect or detected among any program participant. For information about how and when to report, visit Electronic Disease Reporting. d) An infectious disease that significantly increases the risk of harm to other participants may be a reason for denial or discharge.
i) Participants with lice or scabies or exhibiting symptoms of TB are allowed to stay in the program unless the disease or infestation cannot be appropriately contained (e.g., due to close quarters of facility), in which case those participants may be discharged and referred to a health care provider for treatment.
ii) Noncompliance with treatment or containment measures that endanger other participants may be cause for discharge. 12) Smoking
a) The program prohibits smoking indoors and reasonable efforts are made to prevent smoke from entering buildings. No smoking should be allowed within 20 feet of the program unless this is infeasible due to the layout of grounds. b) The program follows all applicable laws regarding smoking in public areas. 13) Drug/alcohol use/possession
a) The program has a policy prohibiting the possession, use or distribution of alcohol or illegal drugs on the premises.
b) Admission, discharge, and service restriction policies are not based on substance use or possession alone.
c) Drug testing of participants is prohibited unless the testing is agreed upon by the participant.
d) Being under the influence of alcohol or drugs on-site is not a sole basis for involuntary discharge unless there is also behavior that compromises the health and safety of other participants or staff.
14) Child/elder abuse and duty to warn reporting
a) The program reports abuse, including child abuse, elder abuse, and endangerment according to local, state and federal law. 15) Staff and Visitor Identification
a) At minimum, all program staff and volunteers wear an identification badge that includes the individual's name when outside program offices. Staff and volunteers may also wear attire with the agency name and/or logos for more ready identification.
b) All visitors provide valid identification when entering the building and sign into a visitors log during their stay.
X. PROGRAM RULES
Saint John’s must incorporate as part of their program, a set of program or house rules
that serves as protocols or guidelines for ensuring the health, safety, and security of program participants, as well as program staff.
• Program Rules should address safety and security concerns, and any agency policy and procedure for search and seizure of property (search, confiscation, and securing of weapons and other contraband).
• Program Rules must be made available to City staff upon request. • Program Rules will be subject to review and feedback by the City. • Program Rules must be client-centered to minimize barriers to accessing services and prevents/minimizes exits from program due to rule violations.
• Prior to admission, all prospective participants participate in an individual interview to identify client-specific needs and barriers and to provide information about program services, values, standards, and guidelines.
• All clients admitted have the willingness and capacity to participate in program services.
• Clients understand Saint John’s maintains a drug, alcohol, and tobacco free environment
XI. PROGRAM EXITS
1) The program shall be compliant with California State law pertaining to occupancy in and termination from shelter programs, including any “city-, county-, continuum of care-, state-, or federally funded shelter, interim housing, motel voucher, or emergency shelter program in which the city, county, continuum of care, state, or federal governmental entity retains an oversight and accountability role in ensuring compliance with program regulations and proper program administration. Relevant aspects of state law are incorporated below or via reference. 2) All program exits shall be conducted by the program in a trauma-informed manner utilizing a harm-reduction approach, and in a manner that is compliant with all applicable disability laws, including requirements for reasonable accommodation. 3) Only the following reasons may be used as a basis for involuntary exit from the program, and must occur on the program’s premises or otherwise indicate an imminent threat to the health and safety of people at the program:
a) Sexual assault and/or verbally or physically threatening behaviors that rise to the level of a direct threat to persons or property that cannot be mitigated by a reasonable request for accommodation per paragraph (3) of subdivision (b) of Section 12179 of Title 2 of the Code of California Regulations; b) Physical violence to staff or other program participants;
c) Direct observation of participant engaging in illegal activity onsite; d) Possession of an unauthorized weapon at the facility; e) Theft;
f) Destruction of property;
g) Restraining order precluding continued residence;
h) Presence of infectious disease that significantly increases the risk of harm to other participants;
i) Individual requires care and supervision to manage their activities of daily living (feeding, toileting, selecting proper attire, grooming, maintaining continence, putting on clothes, bathing, walking and transferring) without appropriate supports available onsite. ii) Individuals discharged due to care and supervision needs cannot be discharged to the streets.
4) Participants may be involuntarily exited for refusing multiple housing opportunities only after every effort is made and opportunity offered to engage the participant in housing-focused services; however, evidence must be present that program staff actively attempted to engage the participant in services designed to support program exit to stable housing with consideration given to each participant's barriers to engagement and in accord with evidence-based practices (e.g., motivational interviewing).
5) Saint John’s offers a residential employment training program with substance use treatment services. A sober living environment supports clients in recovery, clients seeking to reunify with children placed in protective custody, and children recovering from trauma. To support these objectives, after documented effort is made to engage a participant in program services, a participant demonstrating an unwillingness to engage in employment training activities or to maintain a sober living environment may be referred to the Coordinated Access System for alternative shelter placement, with Saint John’s staff facilitating a warm handoff. The participant may be involuntarily exited after being offered available alternative emergency shelter.
6) A participant who leaves overnight without an approved pass is subject to exit. The program holds beds for at least 72 hours for a participant with an approved pass. If a participant is absent from their bed for 72 hours without appropriate notification of program staff regarding absence, the Participant may be discharged and the bed offered to a new participant.
7) The program informs involuntarily exited participants of the reason for discharge, the conditions for lifting the restriction and right to appeal, including whom to contact regarding an appeal and information about the appeal process.
XII. RECORD-KEEPING AND REPORTING
Saint John’s shall collect and record data in HMIS according to HMIS standards.
Saint John’s shall have confidentiality policies that at minimum are consistent with HMIS privacy and security requirements, make certain that files are kept in a secure or locked location, and ensure that verbal communication of confidential information is done in such a way that avoids unintended disclosure.
Saint John’s shall maintain records to document services provided to each program participant with client files that include at minimum:
a) Standard program documentation, such as participant emergency contact information, participant consent forms for information collection and sharing, program intake/assessment, individualized housing/service plan, case notes, program exit/termination forms, appeals and grievance forms and responses. b) Information about services provided including up-to-date case notes that record client and service provider contacts and client progress toward obtaining and, where applicable, maintaining permanent housing.
On a monthly basis, Saint John’s shall complete and submit a performance report that aligns with the scope of services and expected outcome herein. The performance report will provide aggregate client demographic and service data and progress towards expected outcomes. The Office of Homeless Services Monthly Project Performance Report (Attachment 2 to Exhibit A) will be submitted by the 15th of every month beginning on August 15, 2024.
XIII. KEY PERFORMANCE INDICATORS
Key performance indicators for emergency shelters include, but are not limited to:
• Utilization (occupancy) (%)
• Average length of stay
• Successful outcomes (#, %)
• Successful housing outcomes (#, %)
• Negative exits (%)
• Returns to homelessness (%)
• Cost per household
XIV. EXPECTED OUTCOMES
Annually, by July 15 each year, Saint John’s shall submit a cumulative report summarizing achievement towards the following expected annual outcomes.
• Clients will stabilize in a safe/healthy living environment, with Saint John’s providing at least 35,000 shelter nights.
• At least 70 percent of clients will exit to stable housing. • At least 100 clients will receive an individualized mental/behavioral health needs assessment.
• At least 50 women will complete at least 6 weeks of trauma informed process groups or psychoeducational life skills groups.
• At least 70 women will collaborate with a SUD counselor to develop an individualized SUD treatment plan.
• At least 60 women will receive an employment assessment and complete introductory employability classes.
• At least 40 women will complete at least 240 hours of hands-on employment training. • Clients will be supported in family reunification efforts, with at least 25 children in protective custody reunited with their mothers while living on Saint John’s campus. • Saint John’s will provide at least 12,000 hours of childcare for resident children while mothers are engaged in program services.
XV. INCIDENT REPORTS
Upon the occurrence of any reportable event(s) identified below, Saint John’s shall provide the specified information to the City. A telephone report shall be made within one (1) day, followed by a written report within seven (7) days. Saint John’s shall not be required to disclose any personally identifiable information or individual client information associated with a reportable event except as authorized by the impacted client or mandated by state law or court order.
• A reportable event is defined as any occurrence of any of the following:
o Death of any program participant from any cause.
o Any facility-related injury of any program participant which requires medical treatment.
o All cases of communicable disease reportable under Section 2502 of Title 17, California Code of Regulations, shall be reported to the local health officer in addition to the State of California, Department of Health Care Services (DHCS) and the City.
o Any facility-related poisonings of any program participant. o Catastrophes such as flooding, tornado, earthquake, or any other natural disaster impacting any program-related facility.
o A fire or explosion in or on the premises.
o A reported grievance from a program participant.
XVI. MONITORING
At a minimum, the City will conduct yearly physical monitoring of the program which may include, but is not limited to, evaluation of program operations, integrity of physical spaces, and engagement with participants. Outside of this monitoring, the City may at any time evaluate this program, which may include monitoring client files. Saint John’s shall be given opportunities to participate in the evaluation process.
ATTACHMENT 3A
GOOD NEIGHBOR POLICY – SAINT JOHN’S PROGRAM FOR REAL CHANGE Purpose:
Providing services, temporary shelter, and permanent housing for our neighbors experiencing homelessness requires a collaborative effort. Local governments, the business community, neighbors, and non-profits need to create a safe and healthy environment for clients and also protect the rights of those living or working near the shelter/program site.
This Good Neighbor Policy is designed to recognize the need for communication, understanding, and mutual respect to foster positive relationships and pro-actively prevent issues that a shelter site may encounter when operating out of a location adjacent to residences and/or businesses. This Policy is applicable to the shelter operator, shelter staff, partner entities, clients, and visitors and will be developed with community input. It is t he goal and objective of this Good Neighbor Policy to provide a mechanism to gather input from all collaborative agencies and organizations, to facilitate the timely exchange of ideas and issues, to work toward proactive solutions, and ensure all parties have a full voice to ensure collective success. Periodic status/progress reporting will be made to all appropriate entities regarding the implementation of this shelter program.
Those involved in homelessness-related services and sites recognize the important role that the neighborhood at large can play in helping its clients achieve their goals. As a responsible and accountable neighbor, a program operator can enter into a signed agreement with community stakeholders and public entities to ensure that the goals of the program can be met while at the same time actively minimizing and preventing potential impacts to the neighborhood. Importantly, in working with the community, the program operator can make a positive impact on the neighborhood surrounding the program site, and contribute to an ongoing effort by the residents and business community to improve their neighborhood through crime prevention, community unity, the promotion of ethical action, de- stigmatization, and community education.
Program Description:
• Saint John’s Program for Real Change’s mailing address is 2443 Fair Oaks Blvd., #369, Sacramento, CA 95825.
• The program delivers year-round services to women and children who receive weekly case management services throughout the whole-person care program. The City of Sacramento’s grant funding makes up 20% of Saint John’s overall budget. • Saint John’s is operated by the following staffing positions:
- Director of SUD Treatment
- S UD Counselor
- Director of Social Enterprises & Workforce Development - V ocational Trainer (2)
- Director of Intervention Services - Housing
- Intervention Specialist RADT (2)
- Intervention Specialist (3)
- Front Office /Client Services
- Clinician/Therapist
- Medication Manager
- Intake Coordinator
- Family Services Coordinator
- Childcare Supervisor
- Childcare
- Volunteer Coordinator
- Grants Coordinator
- Facility Maintenance Technician
- CEO
- Administrative Support
- Chief Operating Officer
- Human Resources Officer
- Senior Director of Finance
- Senior Staff Accountant
Statement of Inherent Rights:
The Policy is based on the assumption of certain basic rights. Facility operators, facility staff, partner entities, clients, visitors, businesses, and neighbors have a right to:
• Be treated with respect and dignity;
• Personal safety;
• Safe and quiet enjoyment of their properties and public spaces; • Receive services to meet their needs.
Mutual Goals of the Good Neighbor Policy: Parties entering into this Policy share a common desire to:
• Create a peaceful, safe, clean, and beautiful neighborhood and community; • Support diversity and inclusion;
• Support and foster the success of clients;
• Respect others and their property;
• Share respectful, open and honest communication;
• Help each other address concerns and solve problems;
• Maintain a peaceful, safe, and clean neighborhood and community; • Offer public service for the benefit of the neighborhood and community; • Be an active partner that works to help sustain the overall surroundings and economic environment of the immediate neighborhood; and
• Other goals as determined during the community engagement process.
Communication:
Communication with all parties to the agreement is critical to the success of the site location and assistance to those experiencing homelessness and the neighboring residents and businesses.
• Contact List. The program will maintain a current phone and email list that will include all key personnel associated with the program. In addition, an emergency contact list will be maintained and distributed to include a 24-hour hotline. • Incident Log. The program will maintain an incident log and record any incidents, issues or complaints that arise from its operation. Citizen complaints are logged and forwarded to program management for prompt investigation and resolution. • Dispute Resolution. The Program will establish procedures for resolving disputes and complaints on an expedited basis and such disputes and complaints will be given high priority.
• Frequency of Meetings. The operator will be committed to meeting with neighbors on an ongoing basis.
• Client Agreements. The operator’s client agreements provided, read, and signed by all clients entering the program should include a summary of the provisions of the Good Neighbor Policy, stressing the commitment to the public partnership aspect of the Program and the importance of following these guidelines at all times. Emphasize orientation on client behavior, abiding by the Good Neighbor Policy onsite and off-site.
Client violators of the Good Neighbor Policy are given additional orientation on the provisions of the policy. Repeat violators will be excluded from the program. • Community Involvement. As a member of the community, the shelter and its operator will encourage staff and residents to be involved in the community. This includes attending local Neighborhood and Business Association Meetings and participating in neighborhood functions and activities.
• Meetings with City Representatives. The operator will meet with City representatives quarterly to discuss complaints and disputes.
Issue Resolution:
The Policy is predicated on the assumption that the program operators, program staff, and partner entities will:
• Participate in collaborative problem solving around issues that arise in the area of the facility;
• Use and promote direct, respectful, and civil communication; • Encourage a sense of safety, welcome, and investment in the neighborhood; • Report crime and suspicious activities in the neighborhood to the Police Department; and
• Jointly and directly resolve problems as quickly as possible with the first line of communication accomplished as one-on-one dialogue via in- person conversation, a telephone call, or an email with the parties involved before escalating to a higher level.
If the steps above do not resolve the issues, community complaints about the facility can be submitted to the Department of Community Response with a defined point of contact. The City is committed to an expeditious response and will consider resolution of community complaints a high priority. The City will respond to the complaining party with an update on the status of their complaint within four business days of receiving the complaint.
Operations:
• Emergency Contacts. The program operator shall establish procedures for informing community members about names and phone numbers of an emergency contact. • Client Intake Rules. Provide clean blankets and access to laundry facilities to launder personal items upon entry. Gather health, education, and employment history and screen for eligibility for mainstream benefits. Review program policies and procedures and Complaint and Grievance procedures.
• On-Site Only. The facility operator shall ensure that all operations take place on-site and that no operator, partner entity, or client activities occur in the public right-of-way. • Cleanliness. The facility operator shall ensure that the site is inspected and maintained daily to be free and clear of litter.
• Outdoor Storage. Outdoor storage shall not be visible from the street or above fence lines.
Storage must be contained in an orderly fashion on site premises. • Obstructions. Sidewalks, entryways, driveways immediately adjacent to and surrounding the site shall be unobstructed.
• Distribution Locations. The distribution of food, clothing, or other similar services by the facility operator or partner entities shall take place on-site. • Graffiti. Within 72 hours of receiving notice from the City of graffiti on the walls, the facility operator shall remove the graffiti and shall restore the wall to its original condition. • Parking. Staff members and service providers of the facility shall park on-site, on public streets, or in designated areas.
• Loitering is prohibited. In consultation with all collaborative agencies and area residents, operator will develop loiter guidelines for management at each site that will be included in the project documentation manual.
• Sanitation. Staff, partner entities, clients, and visitors shall not litter or dispose of items that would generate litter in the neighborhood. The facility operator shall provide sufficient waste receptacles. The waste receptacles shall be emptied with sufficient regularity to ensure that the facility and the public right-of-way is free and clear of litter and is maintained in a hygienic manner.
• Noise. Noise will be kept under control. Amplified sounds shall not be audible from the property line. Excessive noise will be actively monitored and prohibited. • Smoking. Smoking is prohibited on the public right- of-way.
Client Support:
On-site support for clients includes:
• Individualized case plans that include mental health and substances use services, parenting, financial health, employment development
• Supportive services focusing on housing goals
• Reunification of families
• Classes on health and wellness practices, developing healthy relationships, positive parenting, and money management
• Creating a financial plan and resolving barriers
• Identifying and resolving legal issues
• Completion of high school diploma with onsite instruction • Comprehensive job training program
• On site childcare
• 3 daily meals as well as beverages and snacks
• Showers, hygiene, and laundry on site
Health and Safety and/or Code of Conduct:
• Rules for Safe and Healthy Conditions. The program operator shall establish procedures for maintaining safe and healthy conditions at and around the program site and for clients entering the shelters to receive information, both written and verbal, regarding safety, health and security rules and regulations. Such rules will also be provided to neighborhood businesses, residents, and community partners. All clients sign an agreement to abide by these rules and regulations. The following are rules to consider including in the agreement. • No Violence or Criminal Activity. No violence or criminal activity of any type is tolerated in or around property. Criminal activity will be cause for exclusion from the shelters. • Client Vehicles. The license numbers of all client vehicles driven to the facility will be recorded during the sign-in process, and program operator staff will include these vehicles in any exterior patrols to ensure vehicle security and guard against nuisance situations for homes and businesses in the area.
• Rules Regarding Entry. Staff, partner entities, clients, and visitors may be searched before entry into the facility is allowed. Operators set standards for intake.
Defined Dates:
The Good Neighbor Policy will begin upon the effective date of this grant agreement and remain in effect until the closure of the program site or when all parties to the Policy agree that the Policy should be discontinued.
Terms of Amendment:
This policy may be amended by consensus of all parties to the Policy and will undergo review at least annually, or on an as needed basis to ensure success of the Policy.
Legal Status of the Policy:
All parties to this Policy understand that this Policy is NOT a legally binding contract and is not intended to be by the parties.
Signatures:
This Good Neighbor Policy contains all the terms and conditions agreed upon by the parties and will only be modified by the named parties.
Saint John’s Program for Real Change
Women and Family Shelter Program
Nonprofessional Services Agreement
Attachment 2 to Exhibit B
Staffing and Operations Budget Narrative
Payment Method
Maximum Payment to Contractor
City will pay contractor an amount not to exceed $2,186, 142.08 for the services rendered during the contract term September 1, 2023, to June 30, 2025. Remaining unspent funds from this contract agreement will be reallocated in collaboration between Contractor and the City. Final reallocation of remaining funding will be at the sole discretion of the City.
Invoicing: Payments to Contractor
Contractor shall submit invoices monthly by the fifteenth (15th) of each month via email to [email protected]. Invoices shall be detailed in accordance with the line items in the budget below.
Only program activities detailed in the budget will be eligible for reimbursement. The City requires sufficient backup documentation to be included when submitting invoices.
All backup documentation must be organized and labeled according to eligible costs outlined above.
Upon written approval by the City through a duly executed contract supplement, line- item transfers between budget categories may be made, provided such budget changes do not result in the total Budget exceeding the maximum total contract amount and/or do not compromise the program. The City reserves the discretion to approve, or disapprove, expenses which fall outside of eligible costs and for which the City has not provided prior approval.
STAFFING
To administer the programming described above, Saint John’s shall employ the following staff:
• 0.2 FTE Chief Operating Officer and 0.5 FTE Administrative Support will monitor attainment of objectives and ensure compliance with program components while supervising staff and an internal evaluation team.
• 0 .2 FTE Director of SUD Treatment Services will oversee substance use treatment services and the management of licensed substance use treatment counselors. • 0 .4 FTE SUD Counselor and 0.2 FTE Clinician/Therapist will provide behavioral health counseling for clients, offer individual and group counseling sessions tailored to each participant’s needs and developmental progress.
• 0
.5 FTE Medications Manager will provide daily supervision and compliance oversight of prescribed client medications.
• 0. 2 FTE Intake Coordinator will ensure timely intake of new clients and provide communication and program orientation for all prospective clients. • 0 .5 FTE Director of Intervention Services, 0.9 FTE Intervention Specialists, and 0.5 FTE Intervention Specialists—Certified Registered Drug & Alcohol Technicians (RADT) will oversee 24/7 daily services (housing, meals, daily activities) and conduct discharge assessments and transition planning. They will also provide support for women upon taking up residency and during the initial adjustment period of 30 days or more. • 1
.0 FTE Front Office/Client Service staff will provide client support and facilitate coordination of client activities and schedules.
• 0 .8 FTE Childcare Staff, 0.4 FTE Childcare Supervisor, and 0.3 FTE Family Services Coordinator will address the critical social and emotional needs of the children, help children reintegrate into their school community, and support children in improving their academic and personal success.
• 0 .2 FTE Director of Social Enterprises & Workforce Development, and 0.3 FTE Workforce Development/Vocational Trainers will provide job readiness and hands-on employment training.
• 0 .3 FTE Facility Maintenance Technician will provide facility maintenance services to support service delivery and client safety.
• 0. 7 FTE Volunteer Coordinator will ensure cost-effective delivery of services by cultivating and managing regular volunteer engagement, with up to 400 volunteers providing services each month.
• 0.
5 FTE Grants Coordinator will provide impact reports and solicit and manage program funding to ensure adequate income to support supplemental client services, maximizing the efficacy of grant funding provided by the City.
• 0.3 FTE Senior Director of Finance and 0.4 FTE Senior Staff Accountant will provide oversight of financial operations, procurement of food and client supplies, contract oversight, and annual audit to ensure the fiscal integrity of the program. • 0 .3 FTE Chief Human Resources Officer will ensure adequate staffing levels for client safety, conduct recruitment as necessary, and oversee ongoing staff professional development and licensure maintenance.
• 0. 20 FTE CEO will provide executive level program oversight for the project and facilitate collaboration with other program partners.
Operations
• Occupancy- including utilities, garbage service, furniture, and facility supplies such as kitchen and restroom supplies.
• Fac ility Maintenance- including landscaping, pest control, and miscellaneous repairs. • Equipment- including maintenance of equipment including dishwashers and copiers. • Communication- including phone expenses.
• Office and Client Supplies- including basic office supplies, paper, cleaning supplies, and supplies that are used directly for participants.
• T ravel/Transportation - including fuel, mileage, and vehicle maintenance for program participants and program staff.
• Te chnology - including internet, software, IT consulting services, and computer equipment.
• D irect Participant Support - including client incentives for training program attendance. • Food includes breakfast, lunch, dinner, and snacks for participants.
COMPONENT FY 2023-25 BUDGET FY 2023 - 25 OTHER
FUNDING SOURCES TOTAL
STAFFING
Salary
0.2 FTE Director of SUD Treatment Services 25,866.67$ 103,466.67$ 129,333.34$
0.4 FTE SUD Counselor $ 47,590.83 107,792.50$ 155,383.33$
0.2 FTE Dir. of Social Enterprises & Workforce Dev. $ 30,025.00 120,100.00$ 150,125.00$
0.4 FTE Career Education Coordinator $ 16,000.00 24,000.00$ 40,000.00$
0.3 FTE Vocational Trainer (2) $ 53,960.00 125,906.67$ 179,866.67$
0.5 FTE Director of Intervention Services--Housing $ 61,416.67 61,416.67$ 122,833.34$
0.6 FTE intervention Specialist (5) $ 107,500.00 71,666.67$ 179,166.67$
0.5 FTE Intervention Specialist--RADT (2) $ 46,800.00 46,800.00$ 93,600.00$
0.3 FTE Intervention Specialist (3) $ 34,650.00 80,850.00$ 115,500.00$
1.0 FTE Front Office/Client Services $ 76,966.67 76,966.67$
0.2 FTE Clinician/Therapist $ 36,660.00 71,640.00$ 108,300.00$
0.5 FTE Medication Manager $ 36,666.67 36,666.67$ 73,333.34$
0.2 FTE Intake Coordinator $ 9,580.00 38,320.00$ 47,900.00$
0.1 FTE Senior Director of Family Advocacy $ 7,500.00 67,500.00$ 75,000.00$
0.3 FTE Family Services Coordinator $ 17,490.00 40,810.00$ 58,300.00$
0.4 FTE Childcare Supervisor $ 22,400.00 33,600.00$ 56,000.00$
0.8 FTE Childcare $ 64,933.33 16,233.33$ 81,166.66$
0.7 FTE Volunteer Coordinator $ 86,076.67 36,890.00$ 122,966.67$
0.5 FTE Grant Coordinator $ 68,683.33 68,683.33$ 137,366.66$
0.3 FTE Facility Maintenance Technician $ 34,193.33 65,340.00$ 99,533.33$
0.2 FTE CEO 91,666.67$ 325,000.00$ 416,666.67$
0.5 FTE Administrative Support $ 55,833.33 55,833.33$ 111,666.66$
0.2 FTE Chief Operating Officer 57,666.67$ 230,666.67$ 288,333.34$
0.3 Chief Human Resources Officer 36,000.00$ 84,000.00$ 120,000.00$
0.3 FTE Senior Dir. Of Finance 83,500.00$ 194,833.33$ 278,333.33$
0.4 FTE Senior Staff Accountant 24,960.00$ 37,440.00$ 62,400.00$
0.4 FTE Bookeeper $ 17,833.33 26,750.00$ 44,583.33$ Benefits (Taxes + Benefits @ 10%) $ 56,097.92 42,806.25$ 98,904.17$ Benefits (Taxes + Benefits @ 15%) $ 103,716.00 7,644.00$ 111,360.00$ SUBTOTAL $ 1,412,233.09 $ 2,222,656.09 3,634,889.18$ OPERATIONS -$
Occupancy $ 275,000.00 645,400.00$ 920,400.00$ Startup Costs $ - -$ Facility Maintenance $ 36,666.67 85,666.67$ 122,333.34$ Equipment $ 4,583.33 45,416.67$ 50,000.00$ Communication $ 27,500.00 51,966.66$ 79,466.66$ Office Supplies (plus client supplies) $ 33,000.00 381,166.66$ 414,166.66$ Travel/ Transportation $ 18,333.33 39,583.33$ 57,916.66$ Technology $ 73,333.33 180,000.00$ 253,333.33$ Direct Participant Support $ 22,500.00 39,666.66$ 62,166.66$ Food $ 84,260.33 332,496.33$ 416,756.66$ SUBTOTAL $ 575,176.99 $ 1,801,362.98 2,376,539.97$ In-direct Costs (not to exceed 10%) $ 198,732.00 198,732.00$ TOTAL PROGRAM COSTS $ 2,186,142.08 $ 4,024,019.07 6,210,161.15$ Saint John's Program for Real Change
September 1, 2023 - June 30, 2025
Women and Family Shelter Project Budget
Jason Beckstrom (Jun 17, 2024 13:22 PDT)
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Date: 07/01/2024 Project Title and Job Number: Women and Family Shelter Program I02000258 Purchase
Order #: 73448 Supplemental Contract No.: 01
The City of Sacramento ("City") and WEAVE, INC., ( "Contractor"), as parties to that certain Nonp rofessional Services Agreement designated as Contract Num ber 2023 -1408, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Time of Performance as set forth in Section 3 of Exhibit A is hereby extended for an additional one-year term through June 30, 2025
2. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
As of July 1 2024, the revised Scope of Services attached hereto as Attachment 3 to Exhibit A supersedes Attachment 1 to Exhibit A.
3. As of July 1, 2024, the revised Project Budget attached hereto as Attachment 2 to Exhibit B supersedes Attachment 1 to Exhibit B.
4. In consideration of the additional and/or revised services described in sections 1 and 2, above, the maximum not-to- exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $574,565.00, and the Contract’s maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $478,804.00
Net change by previous supplemental contracts: $0.00
Not-to-exceed amount prior to this supplemental contract: $478,804.00 Increase by this supplemental contract: $574,565.00
New not-to exceed amount including all supplemental contracts: $1,053,369.00
5. Contractor agrees that the amount of increase or decrease in the not -to-exceed amount specified in section 4 , above, shall constitute full compensation for the additional and/or revised services specified in section s 1 and 2, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
6. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
7. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGN
ATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
A
pproval Recommended By: Approved As To Form By:
C ity Attorney Brian Pedro, Director, DCR, City of Sacramento Approved By: Attest:
__ __________________________________
Ci ty Clerk Beth Hassett, Chief Executive Officer
Approved By:
Mario Lara, Assistant City Manager
City of Sacramento
Brian Pedro (Jun 17, 2024 13:32 PDT)
Brian Pedro
Arvinder Kaur (Jun 17, 2024 21:59 PDT)
Beth Hassett (Jun 18, 2024 13:43 PDT)
WEAVE, INC.
Women and Family S helter Program
Nonprofessional S ervices A greement
Attachmen t 3 to Exhibit A
I. OVERVIEW
WEAVE's mi ssion is to promote safe and healthy relationships and support s urvivors o f sexual assault, do mestic violence, and sex trafficking. I n a 12 -month period WEAVE s eeks t o provide confidential em ergency shelter and case management s ervice to 80 adults a nd children fleeing do mestic violence or sex t rafficking .
II. FUNDING
The City of Sacramento's D epartment of Community Response (DCR) awarded WEAVE INC. $478,804 for September 2023 through June 2024, and shall award $574,565 for Fiscal Year 2024/25. The City’s grant funding makes up about 33 % o f W EAVE's emergency shelter budget for the agreement period.
Contract Term
The term of this g rant agreement w ill be extended for one additional year through June 30, 2025.
III. KEY TERMS
Accessible: Accessible can be defined as the "ability to access" the functionality, and possible benefit, of some system or entity and is used to describe the degree to which a product, service, or env ironment is accessible by as many people as possible. While accessibility is often used to describe facilities or amenities to assist people with disabilities, as in "wheelchair accessible", the term can extend to Braille signage, wheelchair ramps, elevators, walkway contours, website design, and so on.
Case Management: A collaborative process of assessment, pl anning, facilitation, s ervices coordination, evaluation and advocacy for options and services to meet individual ne eds.
Client Prosperity: a collection of voluntary supportive services intended to help victims move from crisis to stable to thriving; may include addressing emergency needs, strengths based case management, financial literacy and empowerment; support with employment and locating long term stable housing, connection to c ounseling and legal r esource, short-t erm childcare and other similar services.
Continuums of Car e (CoC): Are local planning bodies responsible for coordinating the full range of homelessness services in a geographic area, which may cover a city, county, metropolitan area, or an entire state.
Culturally Responsive: Ability to honor, understand, and respect beliefs, lifestyles, attitudes, and behaviors demonstrated by diverse groups of people, and to diligently act on that understanding. It includes knowledge of one's own cultural values, and ability to consistently function with members of other cultural groups.
Emergency Shelter: Is a facility with the primary purpose of providing temporary shelter for people experiencing homelessness.
Fleeing/Attempting to Flee Domestic Violence: Any individual or family who:
• Is fleeing, or attempting to flee, domestic violence; and • Has no other residence; and
• Lacks the resources or support networks to obtain other permanent housing.
Harm Reduction: An approach aimed at reducing the risks and harmful effects associated with substance use and addictive behaviors: for the person, the community and society as a whole, without requiring abstinence. A Harm Reduction approach recognizes that consumers can be at different stages of recovery and that effective interventions should be tailored to each consumer's stage.
Homeless Management Information System (HMIS): Is a class of database applications used to confidentially aggregate data on homeless populations served in the United States. Such software applications record and store client-level information on the characteristics and service needs of homeless persons.
Literally Homeless: Individual who lacks a fixed, regular, and adequate nighttime residence, meaning:
• Has a primary nighttime residence that is a public or private place not meant for human habitation; or
• Is living in a publicly or privately-operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, and local government programs); or • Is exiting an institution where (s)he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.
Transitional Housing Programs: Provide people experiencing homelessness a place to stay combined with supportive services for up to 24 months.
Trauma Informed Care: A strengths -based framework that is grounded in an understanding of, and responsiveness to, the impact of trauma while emphasizing physical, psychological, and emotional safety for providers and survivors.
IV. DESCRIPTION OF SERVICES
WEAVE will provide shelter to survivors and families who are fleeing domestic violence or sex trafficking or are literally homeless due to domestic violence or sex trafficking as part of its emergency Safehouse program when space is available, including referrals from DCR, the Coordinated Access System, and City funded shelters. Victims will complete the residential screening process to ensure they understand the program and agree it is a good fit for their needs and can provide the support they need to obtain stable housing.
All WEAVE services are voluntary. Client credit, rental history, criminal history, or similar experiences are not considered when accepting clients into services. Screening is based on recent domestic violence or sex trafficking and space availability. Upon entering the program, victims will have access to Residential Services Staff who are onsite 24/7 and available to provide crisis intervention, safety planning, and short-term peer support. Residential Services Specialists will address immediate needs including emergency food and clothing. Upon entering the program, victims will be assigned a primary Case Manager who will complete a multi-step intake process designed to secure the victim's physical safety, provide an orientation to the shelter, and identify immediate needs. Once the victim has stabilized, their Case Manager will work with the client and a Survivor Housing Specialist to assess client strengths and goals, and eligibility for permanent supportive and affordable housing programs and provide the homeless eligibility certification indicating the victim is fleeing an abusive relationship. WEAVE has worked with Sacramento County's Continuum of Care, Sacramento Steps Forward, to establish a separate Survivor Coordinated Entry System to ensure survivors can access vouchers and housing.
The Safehouse has 24/7 staffing. The Safehouse campus is the primary work location for staff from both Residential Services and Client Prosperity; both teams also meet with clients living at Open House as needed. Staffing is structured so that primary case management, housing navigation, and supportive services are available Monday through Friday when other service providers and public agencies are open and can be contacted. Leadership in the Housing division stagger their schedules in order to be available as much as possible for staff during peak hours. Residential Services Staff are available 24/7 to ensure safety on the campus and address any urgent, immediate needs of clients or provide short-term emotional support.
1. Facility Operations
WEAVE will provide survivors and their children:
• A safe place to live.
• Emergency Food Assistance.
• Childcare while survivors participate in on-site supportive services. • Personalized case management.
• Access to group and individual therapy or counseling. • Referrals to drug and alcohol recovery.
• Resource counseling.
• Employment assistance.
• Permanent housing navigation assistance.
• Entering and tracking all program data in the Homeless Management Information System (HMIS) administered by Sacramento Steps Forward (SSF) as Sacramento County's Continuum of Care.
• To the extent permitted by federal law or allowed by clients, agreeing to an open information exchange with DCR staff including attending collaborative meetings and sharing case information to ensure optimal outcomes.
• Accepting referrals for program consideration from the Coordinated Access System. • Participating in the Survivor Coordinated Entry System (CES).
2. Case Management
Case management and supportive services focus on the holistic needs of each client with a primary goal of removing barriers to housing and should reflect the short-term nature of assistance toward housing placement. Critical components in the provision of case management services include the following:
• Low Barrier Practices
• Housing First
• Harm Reduction
• Trauma Informed Care
• Client-centered
• Culturally Responsive
The following case management services should be available to program participants receiving case management services. To ensure the consistent delivery of case management services, operators should incorporate written case management procedures and forms that include the following:
Referral Procedures: Establish referral and follow-up procedures to confirm participants connect to services to which they are referred. Documentation of referrals made, and referral confirmation must be maintained in participant files.
Health and Wellness referrals: Ensure participants are linked to and assisted in accessing medical health, mental health, and any needed alcohol and other drug services.
Mainstream Benefits. Establish procedures for screening participants at program entry and intake for eligibility to mainstream benefits. Assist participants with obtaining income and/or establishing benefits. This includes coordinating the completion and submission of applications for public benefits and entitlements (e.g., general assistance, SNAP, SSI/SSDI, Veteran benefits), health insurance benefits (e.g., Medi-Cal, Medicare, Covered California, etc.), and other sources of financial assistance.
Employment Development/Placement Programs . Assessing employment history and goals and assisting participants to engage in services that will prepare the individual to obtain employment.
3. Written Policies
WEAVE is responsible for having written policies describing the operations, and must submit copies to the City, including:
• General program policies and procedures, including participant responsibilities and ADA compliance and accommodations.
• Formal Complaint and Grievance Procedures.
• Written set of policies and procedures specific to program denials to entry and participant exits.
• Good Neighbor Policy (Attached)
V. STAFFING
To administer the programming described above, WEAVE, Inc. shall employ the following staff positions:
• Support Line Advocate – 0.226481767 FTEs at $4425/mo. x 22 months = $22,048.
Support Line Advocates conduct initial screenings and provide an ongoing resource for emotional support, crisis intervention, and safety planning. • Case Manager – Client Prosperity – 0.978457463 FTE at $4393/mo. x 22 months = $94,564. Case Manager provides case management, housing coordination and navigation, and supports clients in achieving their goals. • Specialist – Residential Services – 3.169369575 FTEs at $3980/mo. x 22 months = $277,510. The funds support 24/7 staffing of the Safehouse. Residential Services Specialists complete intakes, provide crisis intervention and safety planning, and ensure the Safehouse is comfortable, welcoming, and safe for victims. • Specialist – Survivor Housing – 0.837930172 FTEs at $4364/mo. x 22 months = $80,448.
Survivor Housing Specialists are responsible for administrative tasks related to securing housing and financial assistance including processing client emergency expenses and flexible financial assistance.
• Advocate – Intermittent Support Line/Safehouse – 0.257142857 FTE at $5200/mo. x 14 months = $18,720. The Intermittent Advocate provides support to safehouse clients on an intermittent basis. Provides all the same services as the support line advocate, and residential services specialist, but on an as needed basis. • Manager – Residential Services – 0.481523022 FTE at $6160/mo. x 22 months = $65,256. The Residential Services Manager oversees the Safehouse program including staff supervision of the Residential Services Specialists and facility operation. • Manager – Client Prosperity – 0.245692943 FTE at $5720/mo. x 22 months = $30,918.
The Client Prosperity Manager oversees the Housing & Client Prosperity Department and supervises the case managers.
• Manager – Client Services – 0.042929709 FTE at $6067/mo. x 22 months = $5,730. The Client Services Manager is responsible for overseeing the 24/7 Support Line and supervising Advocates.
• Director – Housing (Eliminated in Y1) – 0.204599581 FTE at $7033.25/mo. x 2 months - $2,878. The Director of Housing oversaw the Housing & Client Prosperity Departments and supervised the managers.
• CEO – 0.027889969 FTE at $17,129/mo. x 22 months = $10,510. The CEO is responsible for agency vision, direction, and financial stability of the agency. • Chief Operations Officer – 0.043925926 FTE at $13,500/mo. x 22 months = $13,046.
The COO oversees facilities and operations, as well as WEAVEs housing, intervention, client services, legal, counseling, community response and prevention and education departments.
• Specialist – Operations – 0.099071984 FTE at $3987/mo. x 22 months = $8,690. The Operations Specialist assists with day to day tasks for efficient operation of agency technology, resources, and facilities.
• Manager – Operations – 0.132635296 FTE at $5535/mo. x 22 months = $16,151. The Operations Manager is responsible for agency facilities and operations including IT, telephones, etc.
• Specialist – Facilities – 0.371431772 FTE at $4464/mo. x 14 months = $23,213. The Facilities Specialist completes repairs and maintenance including client rooms and apartments and ensuring the safety of facilities.
• Director of Grants & Contracts – 0.021999117 FTE at $8240/mo. x 22 months = $3,988.
The Director of Grants & Contracts is responsible for grant compliance, ensuring data and reporting accuracy, and overseeing the grants and contracts department. • Analyst – Grants & Contracts – 0.025199326 FTE at $4367/mo. x 22 months = $2,421.
The Grants & Contracts Analyst is responsible for maintaining all grant documentation and assembling and completing progress reports.
• Database Administrator – 0.020964199 FTE at $4718/mo. x 22 months = $2,176. The Database Administrator is responsible for managing Efforts to Outcomes (ETO) WEAVE’s client service database, building reports, completing system updates, end user training, and analyzing data.
• Strategist – Grants & Contracts – 0.0471405 FTE at $6667/mo. x 14 months = $4,400.
The Grants & Contracts Strategist is responsible for budget revisions and grant modifications, ensuring integration of awards into the organization, and fulfilling pre- and post- award compliance requirements for grants.
• Other Salaries for Housing Program – Funds shown from other sources show other funds leveraged to operate the Housing Division.
• Benefits are budgeted at 20% of gross salaries with costs charged at actual rates.
Staff Training
WEAVE staff shall complete the training necessary to fulfill job requirements within 90 days of hire.
• WEAVE shall have sufficient staff on duty during operational hours. • WEAVE shall have a supervisor/manager available on call to the program for the consultation with staff about challenging participants situations and other urgent matters.
• At least one staff person on duty during operational hours is trained in emergency first aid and CPR.
• All shelter staff shall be tested for tuberculosis upon hire and every 12 months and referred to any necessary follow up and/or treatment if indicated. Staff complies with any recommended follow-up testing necessary as indicated by a health professional care provider.
• WEAVE shall comply with all public health orders and infectious disease control, mitigation, and reporting requirements applicable to emergency shelters. o Staff are encouraged to obtain an annual flu vaccine and other vaccines as recommended by public health authorities and have an up-to-date record of vaccinations.
o The shelter complies with California Code of Regulations, Title 8, Section 5199, regarding Aerosol Transmissible Diseases (ATD) control and worker and client safety expectations.
VI. ELIGIBLE PARTICIPANTS
Any adult single woman of age 18 or older or adult woman of age 18 or older with minor children who resides in Sacramento County, is experiencing violence, and is at risk of becoming homeless or is literally homeless regardless of, but not limited to, race, ethnicity, religious belief, sexual orientation, and gender identity.
VII. ACCESS
Entry into the Program includes direct referral from WEAVE’s program waitlist. WEAVE will provide housing location assistance and take referrals for eligible participants that are residing in shelters within the Coordinated Access System (CAS).
Whenever possible, consistent with state and federal law, WEAVE shall adhere to CAS policies and procedures for denial of admission. If appropriate under state and/or federal law, WEAVE will inform any household denied entrance of the reason for such denial and the r eason for denial is entered into HMIS to support appropriate future CAS shelter referrals for the household.
Upon admission, participants are provided with copies of the following:
• Participant rights
• Written program rules
• Storage policy, including storage after exit
• Medication storage policy
VIII. CLIENT RIGHTS AND PROTECTIONS
WEAVE shall have a written document outlining clients’ rights, including rights to file a grievance, posted in a visible and accessible location, read and otherwise made known to clients upon admission, with accommodation for literacy and language barriers. All clients are offered a copy of the clients’ rights and grievance documents upon intake, including instructions for grievances, and that identifies the agency point of contact for client’s rights
issues.
At minimum, all program clients have the following rights:
a) Clients have the right to be treated with dignity and respect; b) Clients have the right to physical privacy;
c) Clients have the right to be treated with cultural sensitivity; d) Clients are clearly informed, in understandable language, about the purpose of the services being delivered, including clients who are not literate and/or are limited- English proficient;
e) Clients 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;
f) Clients have the right to reasonable access to records concerning their involvement in the program.
IX. EMERGENCY SHELTER OPERATIONS
1) Facilities
a) The proper number of beds or units are provided consistent with funder agreements.
b) The program complies with all applicable state and local building, health, environmental, and safety standards/regulations and has Building and Occupancy permits posted.
c) The program complies with HUD Emergency Solutions Grants (ESG) Program minimum habitability standards for emergency shelters.
i) The shelter building is structurally sound to protect residents from the elements and does not pose any threat to health and safety of the residents. ii) Except where the shelter is intended for day use only, the shelter provides each program participant in the shelter with an acceptable place to sleep and adequate space and security for themselves and their belongings.
iii) Each room or space within the shelter has a natural or mechanical means of ventilation. The interior air is free of pollutants at a level that might threaten or harm the health of residents.
iv) The shelter’s water supply is free of contamination. v) Each program participant in the shelter has access to sanitary facilities that are in proper operating condition, are private, and are adequate for personal cleanliness and the disposal of human waste.
vi) The shelter heating/cooling facilities are in proper operating condition. vii) The shelter has adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There are sufficient electrical sources to permit the safe use of electrical appliances in the shelter. viii) Food preparation areas, if any, contain suitable space and equipment to store, prepare, and serve food in a safe and sanitary manner. ix) The shelter is maintained in a sanitary condition.
x) There is at least one working smoke detector in each occupied unit of the shelter. Where possible, smoke detectors are located near sleeping areas. The first alarm system is designed for hearing-impaired residents. All public areas of the shelter have at least one working smoke detector. There is a second means of exiting the building in the event of fire or other emergency. d) The program facilities and housing are consistently maintained and in good repair.
The general appearance of each service and residential building is well maintained. In addition to meeting habitability standards above, the program ensures:
i) The program has a written housekeeping and maintenance plan to ensure a safe, sanitary, clean, and comfortable environment.
ii) Bath/toilet areas, hallways, and other common use areas are cleaned daily.
The program has proper trash receptacles that are emptied regularly. iii) Both the interior and exterior of the facility are free of debris, clutter, and unsanitary items and there are no obvious safety risks. iv) The program ensures adequate provision of pest control services. (1) The program has a protocol in place for the prevention and control of bed bugs. See best practices related to bug prevention.
(2) Twenty-four (24) hour notice is provided to participants of pest control activities unless the type and degree of infestation requires an immediate response (e.g., bed bugs).
v) A process for reporting maintenance concerns is posted and acknowledges that non-emergency maintenance issues reported are responded to within two days and identifies the timeframe for addressing the concern. vi) Emergency maintenance items are immediately addressed. e) The program provides each person with at least a bed, a blanket, and pillow, all of which are clean and in good repair.
f) The program has a sufficient supply of functionally clean and reasonably private toilets and hand wash basins, with hot and cold running water. g) The program has laundry facilities available to residents, or access to laundry facilities nearby
h) The program provides access to safe drinking water at all times. i) Program staff have keys to all locks in the facility. In independent units, clients are responsible for locking their unit, but staff maintains the ability to always access the units.
j) The program provides towels, soap, sanitary napkins, and toilet tissues. k) The program provides access to electrical outlets for charging personal devices such as cell phones and medical equipment.
l) A telephone is available to staff for emergencies. Emergency numbers are posted by the telephone or otherwise made available to staff on duty. The program takes emergency phone messages and messages from service providers for participants in residence.
m) The program labels all chemicals and cleaning supplies and keeps all such materials out of reach of children. Any hazardous materials are stored separate from food. n) Exits are clearly marked and kept clear of blockage and tripping hazards. Exit signage is consistent with all applicable codes.
o) All steps have handrails as required by applicable codes. Steps have treads or similar accommodation to prevent slipping.
p) If the program maintains a vehicle used for participant transport, the vehicle is properly maintained, licensed and insured. All drivers are properly licensed. Provisions are made to provide equal access to transportation services to disabled participants. 2) Accessibility
a) The program conforms to all pertinent requirements of the Americans with Disabilities Act (ADA).
b) Beds designated as accessible comply with federal height and distance standards requiring a minimum of 36 inches between sleeping units and a sleeping surface height between 17-19 inches above the finished floor.
c) Beds designated as accessible are prioritized for participants with disabilities. The program is encouraged to provide as many ADA accessible beds as possible, but it is not required or expected that all beds meet these requirements. d) Program documentation is provided in forms accessible to hearing-impaired and sight-impaired individuals, upon request.
e) If the program provides transportation for participants, it also makes provisions for participants who need vehicles that are wheelchair accessible. 3) Food service
a) If the program prepares and serves meals or provides areas for participants to prepare and consume their own meals, the program has the appropriate certifications required by local authorities to prepare, serve, and store perishable food. All food storage and serving areas comply with relevant health codes. b) If the program serves food prepared off site by regular donors it provides donors with a handout that details the requirements for food preparation. All food donors read and sign the handout to confirm knowledge of the standards and provide current contact information.
c) The program generally does not encourage or accept food that has been prepared off-site by intermittent donors.
d) If meals are served, a meal schedule is posted.
e) If meals are served or food is provided for participants to use to prepare their own meals, the program makes dietary modifications and/or provides appropriate food options based on participants’ health, religious, and/or cultural practices.
f) Food provided promotes healthy eating and meets the daily nutritional needs of all participants, with reasonable accommodations for known food allergies and dietary requirements.
g) The program provides a table and chairs if food is served. h) Any snacks and meals are provided with reasonable accommodation made for known children’s allergies if children are in residence. The program asks about food allergies at intake; however, it is the responsibility of parents and guardians to inform the program of children’s food allergies.
4) Hours/curfew
a) The program posts hours of operation in a visible location. b) The program provides facilities available to participants for sleeping for a minimum of eight hours.
c) If the program has a curfew policy, the policy is clearly written and explained to participants at program entry. The policy is consistently enforced. d) The program remains open during daytime hours for client access to indoor facilities (e.g., restrooms, food, napping space for children) and personal possessions, unless prohibited by inadequate funding or space limitations.
i) If not open 24/7 the program makes reasonable accommodations to normal hours for illness, weather, disabilities, persons working second and third shifts, and other reasonable requests.
ii) If the program serves children, it permits 24-hour access to an area where children can nap, unless the program provides independent private units accessible to participants on a 24-hour basis.
5) Participant mail
If the program provides mail service, any mail sent or received is not interfered with (e.g., staff opening participants’ mail, not providing mail to the participants on the day it is received, etc.).
6) Participant possessions
a) The program has a written policy that is provided upon intake as to what provision is made for securing belongings including what possessions can be held by the program at participant request such as money, medications, and vital documents.
b) If the program holds funds or possessions on behalf of participants, this service is voluntary, the program maintains a log of items in their possession, and the funds or possessions are promptly returned upon the participant’s request. The program decides how specifically to make their log, with consideration to their liability. The log tracks only those belongings that participants choose to store with the program and not all possessions brought into the program.
i) This does not apply to belongings abandoned by a person who does not return to the program; in that situation, the program may only keep possessions for a limited time, during which participants may return to retrieve their belongings with support and/or supervision by program staff.
c) The program provides lockable lockers, storage trunks or makes other accommodations that allow participants to securely store their belongings. Reasonable access by the participants to their belongings is provided. i) Waivers of the requirement that storage space be lockable can be requested if the physical layout of the program does not allow for lockable space. 7) Pets/service animals/animal care
a) The program has a policy regarding whether pets are allowed in the facility and/or individual units.
b) Per ADA requirements, programs make reasonable accommodation for service animals.
i) According to guidance from the U.S. Department of Justice, emotional support, therapy, comfort, or companion animals are not considered service animals under the ADA. These terms are used to describe animals that provide comfort just by being with a person. Because they have not been trained to perform a specific job or task, they do not qualify as service animals under the ADA.
c) If the program allows pets, the program may establish a maximum per guest pet limit. This is included in program policies and admission documents. d) At minimum, if the program allows pets, the program provides OR facilitates access to kennels, animal blankets, leashes, collars, food, and water. e) Pet owners assume all the responsibilities for caring for their animals unless the owner is prevented from doing so by a disability or other special need. Owners are responsible for complying with local laws and requirements for pets. Owners’ responsibilities include providing their animals with food and water (with program
support), cleaning their animals’ cages as needed and taking their dogs to a designated dog relief area. Pet owners are also responsible for administering all regular medications to their animals, apart from vaccinations.
f) The program reserves the right to refuse admittance or otherwise require immediate removal of animals that appear too aggressive for the program to handle. Regardless of initial presenting temperament, enforcement of program rules to reduce the risk of bites and other injuries is always observed, including but not limited to:
i) Aggressive animals are handled only by their respective owners or trained staff members;
ii) All animals on program property are leashed or always confined; iii) Program participants do not handle or touch pets other than their own; and iv) All incidents involving aggressive animals are documented in writing prior to removal from site.
8) Participant medication
a) The program does not administer or dispense medication and does not require participants to turn over medication, unless administered by a licensed staff person as part of an on-site supportive program in which a program participant is dually enrolled. b) The program has a written policy regarding the possession and use of controlled substances as well as prescription and over-the-counter medication. i) The program policy is explained and provided upon intake addressing provisions for securing prescription medications and participants’ responsibility to store and utilize their medication safely.
c) The program encourages participants to lock medication in secure storage areas made available to protect medication from theft.
d) The facility has a process for secure storage of prescription medications, where applicable, and management of prescribed drugs that require refrigeration. i) The program makes available a lockable storage area for medications and access to refrigeration for medications. This can include a locked box within a refrigerator that also serves other functions.
9) Weapons
a) The program has a weapons prohibition policy. Weapons include but are not limited to firearms, pepper spray, mace, and knives. The program uses discretion when determining which types of knives are prohibited.
b) The program may, but is not required to, have a mechanism for checking and storing weapons upon entry.
10) First Aid/CPR (including Mental Health/ Substance Use Disorder First Aid) a) The program has available a first aid kit and supplies in case of a medical emergency and accessible to staff and residents, stocked with sufficient supplies to handle multiple occurrences.
b) All staff on duty have access to a telephone. Emergency telephone numbers are posted conspicuously near the telephone.
c) The program has at least one staff person on duty who is trained in standard emergency first aid and evacuation procedures.
d) The program has a procedure for making referrals to appropriate medical providers. 11) Universal precautions and infectious disease control, reporting a) The program has a written policy regarding the control of infectious diseases, such as HIV, tuberculosis (TB), COVID-19, and Influenza, including on-site quarantine and isolation protocols, when needed.
b) The program has proper sharps disposal and has a written policy in place governing protocols related to universal precautions.
c) The program reports any suspicion of infectious disease within the program or when suspect or detected among any program participant. For information about how and when to report, visit Electronic Disease Reporting.
d) An infectious disease that significantly increases the risk of harm to other participants may be a reason for denial or discharge.
i) Participants with lice or scabies or exhibiting symptoms of TB are allowed to stay in the program unless the disease or infestation cannot be appropriately contained (e.g., due to close quarters of facility), in which case those participants may be discharged and referred to a health care provider for treatment.
ii) Noncompliance with treatment or containment measures that endanger other participants may be cause for discharge.
12) Smoking
a) The program prohibits smoking indoors and reasonable efforts are made to prevent smoke from entering buildings. No smoking should be allowed within 20 feet of the program unless this is infeasible due to the layout of grounds. b) The program follows all applicable laws regarding smoking in public areas. c) As feasible, the program provides participants with access to designated smoking areas after curfew.
13) Drug/alcohol use/possession
a) The program has a policy prohibiting the possession, use or distribution of alcohol or illegal drugs on the premises. If alcohol or drugs are found, participants are given the opportunity to dispose of the prohibited substance or leave the program for that night if they do not wish to dispose of the prohibited substance. b) Admission, discharge, and service restriction policies are not based on substance use or possession alone.
c) Drug testing of participants is prohibited unless the testing is part of an agreed- upon treatment plan with the participant and approved by funders. d) Being under the influence of alcohol or drugs on-site is not a sole basis for involuntary discharge unless there is also behavior that compromises the health and safety of other participants or staff.
14) Child/elder abuse and duty to warn reporting
a) To the extent permissible by State and Federal law, the program reports abuse, including child abuse, elder abuse, and endangerment according to local, state and federal law.
15) Staff and Visitor Identification
a) At minimum, all program staff and volunteers wear an identification badge that includes the individual's name. Staff and volunteers may also wear attire with the agency name and/or logos for more ready identification.
b) All vendors or visitors complete WEAVE’s standard security clearance procedure and complete a non-disclosure and conduct agreement prior to being provided the address of the confidential facility. Visitors and vendors must appear on an approved calendar or list to be admitted to the property and must show proof of identification upon arrival.
X. PROGRAM RULES
WEAVE must incorporate as part of their program, a set of program or house rules that serves as protocols or guidelines for ensuring the health, safety, and security of program participants, as well as program staff.
• Program Rules should address safety and security concerns, and any agency policy and procedure for search and seizure of property (search, confiscation, and securing of weapons and other contraband). • Program Rules must be made available to City staff upon request. • Program Rules will be subject to review and approval by the City. • Program Rules must be client-centered to minimize barriers to accessing services and prevents/minimizes exits from program due to rule violations.
• Prior to admission, all prospective participants participate in an individual interview to identify client-specific needs and barriers and to provide information about program services, values, standards, and guidelines. • All clients admitted have the willingness and capacity to participate in program services.
• Clients understand WEAVE maintains a drug, alcohol, and tobacco free environment.
XI. PROGRAM EXITS
1) The program shall be compliant with California State law pertaining to occupancy in and termination from shelter programs, including any “city-, county-, continuum of care-, state-, or federally funded shelter, interim housing, motel voucher, or emergency shelter program in which the city, county, continuum of care, state, or federal governmental entity retains an oversight and accountability role in ensuring compliance with program regulations and proper program administration.” Relevant aspects of state law are incorporated below or via reference.
2) All program exits shall be conducted by the program in a trauma-informed manner utilizing a harm-reduction approach, and in a manner that is compliant with all applicable disability laws, including requirements for reasonable accommodation. 3) Only the following reasons may be used as a basis for involuntary exit from the program, and must occur on the program’s premises or otherwise indicate an imminent threat to the health and safety of people at the program:
a) Sexual assault and/or verbally or physically threatening behaviors that rise to the level of a “direct threat” to persons or property, as defined in paragraph (3) of subdivision (b) of Section 12179 of Title 2 of the Code of California Regulations; b) Physical violence to staff or other program participants; c) Direct observation of participant engaging in illegal activity onsite; d) Possession of an illegal weapon at the facility;
e) Theft;
f) Destruction of property;
g) Restraining order precluding continued residence;
h) Presence of infectious disease that significantly increases the risk of harm to other participants;
i) Individual requires care and supervision to manage their activities of daily living (feeding, toileting, selecting proper attire, grooming, maintaining continence, putting on clothes, bathing, walking and transferring) without appropriate supports available onsite.
ii) Individuals discharged due to care and supervision needs cannot be discharged to the streets.
i) The confidential shelter location has been compromised and is known, or reasonably suspected to be known, to the individual’s abuser.
j) If, after multiple attempts to support/address the issue, the individual is unable or unwilling to maintain their individual space or shared spaces in a manner that meets a reasonable cleanliness standard.
4) Participants may be involuntarily exited for refusing multiple housing opportunities only after every effort is made and opportunity offered to engage the participant in housing - focused services; however, evidence must be present that program staff actively attempted to engage the participant in services designed to support program exit to stable housing with consideration given to each participant's barriers to engagement and in accord with evidence- based practices (e.g., motivational interviewing).
5) The program holds beds for at least 72 hours when a participant does not return. If a participant is absent from their bed for 72 hours without appropriate notification of program
staff regarding absence, the Participant may be discharged and the bed offered to a new participant.
6) The program informs involuntarily exited participants of the reason for discharge and whom to contact regarding the grievance process if they believe they were exited for an impermissible reason.
XII. RECORD-KEEPING AND REPORTING
To the extent permitted by state and federal law, WEAVE shall collect and record data in HMIS according to HMIS standards.
WEAVE shall have confidentiality policies that at minimum are consistent with HMIS privacy and security requirements, make certain that files are kept in a secure or locked location, and ensure that verbal communication of confidential information is done in such a way that avoids unintended disclosure.
WEAVE shall maintain records to document services provided to each program participant with client files that include at minimum:
a) Standard program documentation, such as participant emergency contact information, participant consent forms for information collection and sharing, program intake/assessment, individualized housing/service plan, case notes, program exit/termination forms, grievance forms and responses.
b) Information about services provided including up-to-date case notes that record client and service provider contacts and client progress toward obtaining and, where applicable, maintaining permanent housing.
Such information shall be kept confidential by WEAVE, consistent with state and federal law, and shall not be released to any third party or organization without prior written consent of the impacted individual or as required by state law or court order.
On a quarterly basis, WEAVE shall complete and submit a performance report that aligns with the scope of services
and expected outcome herein. The performance report will provide aggregate client demographic and service data and progress towards expected outcomes. The Office of Homeless Services Quarterly Project Performance Report (Attachment 2 to Exhibit A) will be submitted by the 15th of every month after each quarter (October 15, 2024; January 15, 2025; April 15, 2025; July 15, 2025).
XIII. KEY PERFORMANCE INDICATORS
Key performance indicators for emergency shelters include, but are not limited to:
• Utilization (occupancy) (%)
• Average length of stay
• Successful outcomes (#, %)
• Successful housing outcomes (#, %)
• Negative exits (%)
• Returns to homelessness (%)
• Cost per household
XIV. EXPECTED OUTCOMES
Annually, by July 15 each year, WEAVE shall submit a cumulative report summarizing achievement towards the following expected annual outcomes. • 100% (80 individuals) will receive confidential emergency shelter and case management.
• 30% of participants will exit the program to permanent housing and 40% will exit to safe temporary housing.
• 80% of families will demonstrate progress towards stability and self- sufficiency including food security, accessing mainstream benefits, and/or addressing behavioral health challenges including drug or alcohol dependency.
• 60% of adult participants will obtain or improve their employment status. • 60% of families will achieve improved financial literacy or stability during their stay in the program.
XV. INCIDENT REPORTS
Upon the occurrence of any reportable event(s) identified below, WEAVE shall provide the specified information to the City. A telephone report shall be made within one (1) day, followed by a written report within seven (7) days. WEAVE shall not be required to disclose any personally identifiable information or individual client information associated with a reportable event except as authorized by the impacted client or mandated by state law or court order.
• A reportable event is defined as any occurrence of any of the following:
o Death of any program participant from any cause.
o Any facility-related injury of any program participant which requires medical treatment.
o All cases of communicable disease reportable under Section 2502 of Title 17, California Code of Regulations, shall be reported to the local health officer in addition to the State of California, Department of Health Care Services (DHCS) and the City. o Any facility-related poisonings of any program participant. o Catastrophes such as flooding, tornado, earthquake, or any other natural disaster impacting any program-related facility.
o A fire or explosion in or on the premises.
o A reported grievance from a program participant.
XVI. MONITORING
At a minimum, the City may conduct yearly monitoring, either physical or virtual, of the program which may include, but is not limited to, evaluation of program operations, integrity of physical spaces, and engagement with participants. Outside of this monitoring, the City
may at any time evaluate this program. WEAVE shall be given opportunities to participate in the evaluation process.
ATTACHMENT 3A
GOOD NEIGHBOR POLICY – WEAVE INC.
Purpose:
Providing services, temporary shelter, and permanent housing for our neighbors experiencing homelessness requires a collaborative effort. Local governments, the business community, neighbors, and non-profits need to create a safe and healthy environment for clients and also protect the rights of those living or working near the shelter/program site.
This Good Neighbor Policy is designed to recognize the need for communication, understanding, and mutual respect to foster positive relationships and pro-actively prevent issues that a shelter site may encounter when operating out of a location adjacent to residences and/or businesses. This Policy is applicable to the shelter operator, shelter staff, partner entities, clients, and visitors and will be developed with community input. It is the goal and objective of this Good Neighbor Policy to provide a mechanism to gather input from all collaborative agencies and organizations, to facilitate the timely exchange of ideas and issues, to work toward proactive solutions, and ensure all parties have a full voice to ensure collective success. Periodic status/progress reporting will be made to all appropriate entities regarding the implementation of this shelter program.
Those involved in homelessness-related services and sites recognize the important role that the neighborhood at large can play in helping its clients achieve their goals. As a responsible and accountable neighbor, a program operator can enter into a signed agreement with community stakeholders and public entities to ensure that the goals of the program can be met while at the same time actively minimizing and preventing potential impacts to the neighborhood. Importantly, in working with the community, the program operator can make a positive impact on the neighborhood surrounding the program site, and contribute to an ongoing effort by the residents and business community to improve their neighborhood through crime prevention, community unity, the promotion of ethical action, de- stigmatization, and community education.
Program Description:
• WEAVE is operated and located at 1900 K Street, Sacramento, CA 95811. • The program’s mission is to promote safe and healthy relationships and support survivors of sexual assault, domestic violence, and sex trafficking. The City of Sacramento’s grant funding makes up 33% of WEAVE’s overall budget.
• WEAVE is operated by the following staffing positions:
- Support Line Advocates
- Client Prosperity Manager
- Residential Services Specialist
- Survivor Housing Specialist
- Intermittent Support Line/Safehouse Advocate
- Residential Services Manager
- Client Prosperity Manager
- Client Services Manager
- Director of Housing
- Chief Executive Officer
- Chief Operations Officer
- Operations Specialist
- Operations Manager
- Facilities Specialist
- Director of Grants & Contracts
- Grants & Contracts Analyst
- Database Administrator
- Grants and Contracts Strategist
Statement of Inherent Rights:
The Policy is based on the assumption of certain basic rights. Facility operators, facility staff, partner entities, clients, visitors, businesses, and neighbors have a right to:
• Be treated with respect and dignity;
• Personal safety;
• Safe and quiet enjoyment of their properties and public spaces; • Receive services to meet their needs; and
• Other as added by the community members
Mutual Goals of the Good Neighbor Policy: Parties entering into this Policy share a common desire to:
• Create a peaceful, safe, clean, and beautiful neighborhood and community; • Support diversity and inclusion;
• Support and foster the success of clients;
• Respect others and their property;
• Share respectful, open and honest communication;
• Help each other address concerns and solve problems;
• Maintain a peaceful, safe, and clean neighborhood and community; • Offer public service for the benefit of the neighborhood and community; • Be an active partner that works to help sustain the overall surroundings and economic environment of the immediate neighborhood; and
• Other goals as determined during the community engagement process.
Communication:
Communication with all parties to the agreement is critical to the success of the site location and assistance to those experiencing homelessness and the neighboring residents and businesses.
• Contact List. The program will maintain a current phone and email list of agencies that will include all key personnel associated with the program. In addition, an emergency contact list will be maintained and distributed to include a 24-hour hotline. • Incident Log. The program will maintain an incident log and record any incidents, issues or complaints that arise from its operation. Citizen complaints are logged and forwarded to program management for prompt investigation and resolution. • Dispute Resolution. The Program will establish procedures for resolving disputes and complaints on an expedited basis and such disputes and complaints will be given high priority.
• Frequency of Meetings. The operator will be committed to meeting with neighbors on an ongoing basis.
• Client Agreements. The operator’s client agreements provided, read, and signed by all clients entering the program should include a summary of the provisions of the Good Neighbor Policy, stressing the commitment to the public partnership aspect of the Program and the importance of following these guidelines at all times. Emphasize orientation on client behavior, abiding by the Good Neighbor Policy onsite and off-site.
Client violators of the Good Neighbor Policy are given additional orientation on the provisions of the policy. Repeat violators will be excluded from the program. • Community Involvement. As a member of the community, the shelter and its operator will encourage staff and residents to be involved in the community. This includes attending local Neighborhood and Business Association Meetings and participating in neighborhood functions and activities.
• Meetings with City Representatives. The operator will meet with City representatives quarterly to discuss complaints and disputes.
Issue Resolution:
The Policy is predicated on the assumption that the program operators, program staff, and partner entities will:
• Participate in collaborative problem solving around issues that arise in the area of the facility;
• Use and promote direct, respectful, and civil communication; • Encourage a sense of safety, welcome, and investment in the neighborhood; • Report crime and suspicious activities in the neighborhood to the Police Department; and
• Jointly and directly resolve problems as quickly as possible with the first line of communication accomplished as one-on-one dialogue via in- person conversation, a telephone call, or an email with the parties involved before escalating to a higher level.
If the steps above do not resolve the issues, community complaints about the facility can be submitted to the Department of Community Response with a defined point of contact. The City is committed to an expeditious response and will consider resolution of community complaints a high priority. The City will respond to the complaining party with an update on the status of their complaint within four business days of receiving the complaint.
Operations:
• Emergency Contacts. The program operator shall establish procedures for informing community members about names and phone numbers of an emergency contact in a manner visible from the exterior of the property.
• Client Intake Rules. Provide transportation to access program 24/7. Provide clean blankets and access to laundry facilities to launder personal items upon entry. Accommodate guests with pets. Gather health, education, and employment history and screen for eligibility for mainstream benefits. Review program policies and procedures and Complaint and Grievance procedures.
• Adequate Signage. The facility operator shall install and maintain adequate signage that directs clients and visitors to the facility’s administrative office or site supervisor. • On-Site Only. The facility operator shall ensure that all operations take place on-site and that no operator, partner entity, or client activities occur in the public right-of-way. • Cleanliness. The facility operator shall ensure that the site is inspected and maintained daily to be free and clear of litter.
• Outdoor Storage. Outdoor storage is not permitted. Storage must be contained in an orderly fashion on site premises.
• Obstructions. Sidewalks, entryways, driveways immediately adjacent to and surrounding the site shall be unobstructed.
• Distribution Locations. The distribution of food, clothing, or other similar services by the facility operator or partner entities shall take place on-site. • Graffiti. Within 72 hours of receiving notice from the City of graffiti on the walls, the facility operator shall remove the graffiti and shall restore the wall to its original condition. • Parking. Staff members and service providers of the facility shall park on-site or in designated areas.
• Loitering is prohibited. In consultation with all collaborative agencies and area residents, operator will develop loiter guidelines for management at each site that will be included in the project documentation manual.
• Sanitation. Staff, partner entities, clients, and visitors shall not litter or dispose of items that would generate litter in the neighborhood. The facility operator shall provide sufficient waste receptacles. The waste receptacles shall be emptied with sufficient regularity to ensure that the facility and the public right-of-way is free and clear of litter and is maintained in a hygienic manner.
• Noise. Noise will be kept under control. Amplified sounds shall not be audible from the property line. Excessive noise will be actively monitored and prohibited. • Smoking. Smoking is prohibited on the public right- of-way. Smoking shall occur within a designated location away from neighboring properties.
Client Support:
On-site support for clients includes:
• A safe place to live.
• Emergency Food Assistance.
• Childcare while survivors participate in on-site supportive services. • Personalized case management.
• Access to group and individual therapy or counseling. • Referrals to drug and alcohol recovery.
• Resource counseling.
• Employment assistance.
• Permanent housing navigation assistance.
Health and Safety and/or Code of Conduct:
• Rules for Safe and Healthy Conditions. The program operator shall establish procedures for maintaining safe and healthy conditions at and around the program site and for clients entering the shelters to receive information, both written and verbal, regarding safety, health and security rules and regulations. Such rules will also be provided to neighborhood businesses, residents, and community partners. All clients sign an agreement to abide by these rules and regulations. The following are rules to consider including in the agreement. • No Violence or Criminal Activity. No violence or criminal activity of any type is tolerated in or around property. Criminal activity will be cause for exclusion from the shelters. • Client Vehicles. The license numbers of all client vehicles driven to the facility will be recorded during the sign-in process, and program operator staff will include these vehicles in their exterior patrols to ensure vehicle security and guard against nuisance situations for homes and businesses in the area.
• Rules Regarding Entry. Staff, partner entities, clients, and visitors may be searched before entry into the facility is allowed. Operators set standards for intake.
Defined Dates:
The Good Neighbor Policy will begin upon the effective date of this grant agreement and remain in effect until the closure of the program site or when all parties to the Policy agree that the Policy should be discontinued.
Terms of Amendment:
This policy may be amended by consensus of all parties to the Policy and will undergo review at least annually, or on an as needed basis to ensure success of the Policy.
Legal Status of the Policy:
All parties to this Policy understand that this Policy is NOT a legally binding contract and is not intended to be by the parties.
Signatures:
This Good Neighbor Policy contains all the terms and conditions agreed upon by the parties and will only be modified by the named parties.
WEAVE, INC.
Women and Family Shelter Program
Nonprofessional Services Agreement
Attachment 2 to Exhibit B
Staffing and Operations Budget Narrative
Payment Method
Maximum Payment to Contractor
City will pay contractor an amount not to exceed $1,053,369 for the services rendered during the contract term September 1, 2023, to June 30, 2025. Remaining unspent funds from this contract agreement will be reallocated in collaboration between Contractor and the City. Final reallocation of remaining funding will be at the sole discretion of the City.
Invoicing: Payments to Contractor
Contractor shall submit invoices monthly by the fifteenth (15th) of each month via email to [email protected]. Invoices shall be detailed in accordance with the line items in the budget below.
Only program activities detailed in the budget will be eligible for reimbursement. The City requires sufficient backup documentation to be included when submitting invoices.
All backup documentation must be organized and labeled according to eligible costs outlined above.
Upon written approval by the City through a duly executed contract supplement, line- item transfers between budget categories may be made, provided such budget changes do not result in the total Budget exceeding the maximum total contract amount and/or do not compromise the program. The City reserves the discretion to approve, or disapprove, expenses which fall outside of eligible costs and for which the City has not provided prior approval.
STAFFING
The project requests funds for 7.234385178 FTEs. The budget includes a per position request for the project budget with remaining salary costs shown as Other Salaries.
• Support Line Advocate – 0.226481767 FTEs at $4425 /mo. x 22 months = $22 ,048.
Support Line Advocates conduct initial screenings and provide an ongoing resource for emotional support, crisis intervention, and safety planning. • Case Manager – Client Prosperity – 0.978457463 FTE at $4393/mo. x 22 months = $94,564. Case Manager provides case management, housing coordination and navigation, and supports clients in achieving their goals. • Specialist – Residential Services – 3.169369575 FTEs at $ 3980/mo. x 22 months = $277,510. The funds support 24/7 staffing of the Safehouse. Residential Services Specialists complete intakes, provide crisis intervention and safety planning, and ensure the Safehouse is comfortable, welcoming, and safe for victims. • Specialist – Survivor Housing – 0.837930172 FTEs at $4 364/mo. x 2 2 months = $80,448. Survivor Housing Specialists are responsible for administrative tasks related to securing housing and financial assistance including processing client emergency expenses and flexible financial assistance.
• Advocate – Intermittent Support Line/Safehouse – 0.257142857 FTE at $5200/mo. x 14 months = $18,720 . The Intermittent Advocate provides support to safehouse clients on an intermittent basis . Provides all the same services as the support line advocate, and residential services specialist, but on an as needed basis. • Manager – Residential Services – 0.481523022 FTE at $6 160/mo. x 22 months = $65,256. The Residential Services Manager o versees the Safehouse program including staff supervision of the Residential Services Specialists and facility operation.
• Manager – Client Prosperity – 0.245692943 FTE at $5720/mo. x 22 months = $30,918.
The Client Prosperity Manager oversees the Housing & Client Prosperity Department and supervises the case managers.
• Manager – Client Services – 0.042929709 FTE at $6 067/mo. x 22 months = $5,730.
The Client Services Manager is responsible for overseeing the 24/7 Support Line and supervising Advocates.
• Director – Housing (Eliminated in Y1) – 0.204599581 FTE at $7033.25/mo. x 2 months - $2,878. The Director of Housing oversaw the Housing & Client Prosperity Departments and supervised the managers.
• CEO – 0.027889969 FTE at $17, 129/mo. x 22 months = $10,510. The CEO is responsible for agency vision, direction, and financial stability of the agency. • Chief Operations Officer – 0.043925926 FTE at $13,500/mo. x 22 months = $13,046.
The COO oversees facilities and operations, as well as WEAVEs housing, intervention, client services, legal, counseling, community response and prevention and education departments.
• Specialist – Operations – 0.099071984 FTE at $3987/mo. x 22 months = $8,690. The Operations Specialist assists with day to days tasks for efficient operation of agency technology, resources, and facilities.
• Manager – Operations – 0.132635296 FTE at $5535/mo. x 22 months = $16,151. The Operations Manager is r esponsible for agency facilities and operations including IT, telephones, etc.
• Specialist – Facilities – 0.371431772 FTE at $4464/mo. x 14 months = $23,213. The Facilities Specialist c ompletes repairs and maintenance including client rooms and apartments and ensuring the safety of facilities.
• Director of Grants & Contracts – 0.021999117 FTE at $8240/mo. x 22 months = $3,988. The Director of Grants & Contracts is responsible for grant compliance, ensuring data and reporting accuracy , and overseeing the grants and contracts department.
• Analyst – Grants & Contracts – 0.025199326 FTE at $4367/mo. x 22 months = $2,421.
The Grants & Contracts Analyst is r esponsible for maintaining all grant documentation and assembling and completing progress reports. • Database Administrator – 0.020964199 FTE at $4718/mo. x 22 months = $2,176. The Database Administrator is r esponsible for managing Efforts to Outcomes (ETO) WEAVE’s client service database, building reports, completing system updates, end user training, and analyzing data.
• Strategist – Grants & Contracts – 0.0471405 FTE at $6667/mo. x 14 months = $4,400.
The Grants & Contracts Strategist is responsible for budget revisions and grant modifications; ensuring integration of awards into the organization; and fulfilling pre- and post- award compliance requirements for grants.
• Other Salaries for Housing Program – Funds shown from other sources show other funds leveraged to operate the Housing Division.
• Benefits are budgeted at 20% of gross salaries with costs charged at actual rates.
Operations
• Staff Development: Shared cost of organizational trainings and resources to improve Inclusion, Diversity, Equity, and Access and agencywide capacity building initiatives.
Based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries. Costs billed on actual expenses.
• Occupancy: Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries. Includes Utilities, Maintenance, Repairs, Janitorial, and Insurance, excluding Rent and Capital Improvements. WEAVE owns their office building. Costs billed on actual expenses.
• Office Supplies: Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on
total project salaries. Costs include basic office supplies, stationary, copier paper, cleaning supplies, etc. Costs billed on actual expenses. • Software: Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries. Costs include information management systems for client database and grants management. Costs billed on actual expenses. • Telephone Expense : Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries for dedicated office telephones and internet. Costs billed on actual expenses.
• Managed IT: Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries. Costs billed on actual usage of IT. Costs billed on actual expenses. • Computer Hardware: Operating expense based on Cost Allocation Plan which uses prior years actual expenses to create a labor distribution model to allocate costs based on total project salaries. Technology costs including routine replacement of computer hardware & software. Costs billed on actual expenses. • Moving/Hauling/Storage Expenses: Funds to move/haul/store office and residential furnishings related to the safehouse campus.
• Equipment: Funds to pay for the purchase of office and residential furnishings including desks, mattresses, bedframes, appliances, etc. • Client Emergency Expenses/Financial Assistance: Funds to pay costs to remove barriers to housing and employment for survivors including rental applications, debt elimination, client transportation, auto repair, etc. Budgeted based on budget estimates and billed based on actual expenses paid to vendors. • Travel - Mileage & Parking: Monthly travel cumulative of all project staff to respond to survivor's needs, travel between sites, attend meetings, etc. Mileage reimbursed at .67 per mile.
• Program Supplies : Program specific supplies including program materials, client supplies, interpretation services, etc.
• Audit (Funds Available x 0.004898568): Audit costs are budgeted at a standard rate of 0.004898568% of the total grant. Actual audit costs are allocated as a direct proportion of the total agency grant revenue. WEAVE opted to prioritize funds for supported services rather than request the full budgeted amount.
Salary
Advocate - Support Line 22,048$ 22,048$
Case Manager 94,564$ 94,564$
Specialist - Residential Services 277,510$ 277,510$ Specialist - Survivor Housing 80,448$ 80,448$ Advocate - Intermittent Support Line/Safehouse 18,720$ 18,720$ Manager - Residential Services 65,256$ 65,256$ Manager - Client Prosperity 30,918$ 30,918$ Manager - Client Services 5,730$ 5,730$ Director - Housing (Eliminated in Y1) 2,878$ 2,878$ CEO 10,510$ 10,510$
Officer - Chief Operations 13,046$ 13,046$ Specialist - Operations 8,690$ 8,690$
Manager - Operations 16,151$ 16,151$
Specialist - Facilities 23,213$ 23,213$
Director - Grants & Contracts 3,988$ 3,988$ Analyst - Grants & Contracts 2,421$ 2,421$ Database Administrator 2,176$ 2,176$
Strategist - Grants & Contracts 4,400$ 4,400$ Other Salaries for Housing Program -$ $1,355,489 1,355,489$ Benefits - 20% 136,534$ $271,098 407,632$
SUBTOTAL $ 819,201 $ 1,626,587 $ 2,445,788 Staff Development 7,031$ 13,962$ 20,993$ Occupancy 63,215$ 125,518$ 188,733$ Office Supplies 1,912$ 3,795$ 5,707$ Software 10,309$ 20,468$ 30,777$ Telephone Expense 17,135$ 34,023$ 51,158$ Managed IT 8,261$ 16,401$ 24,662$ Computer Hardware 6,144$ 12,199$ 18,343$ Moving/Hauling/Storage Expenses 2,094$ -$ 2,094$ Equipment 5,840$ 12,782$ 18,622$ Client Emergency Expenses/Financial Assistance 7,053$ 44,099$ 51,152$ Travel - Mileage & Parking 1,532$ 6,084$ 7,616$ Program Supplies 2,721$ 17,711$ 20,432$ Audit 5,160$ 2,163$ 7,323$ SUBTOTAL $ 138,407 $ 309,206 $ 447,613 In-direct Costs (not to exceed 10%) 95,761$ 175,981$ 271,742$ TOTAL PROGRAM COSTS $ 1,053,369 $ 2,111,774 $ 3,165,143
OPERATIONS
WEAVE, INC.
Women and Family Shelter Project Budget
September 1, 2023 - June 30, 2025
COMPONENT CITY OTHER FUNDING
SOURCE TOTAL