Agenda packet — Tulare City Council, February 17, 2026 (part 1 of 2)

City of Tulare Page 1 of 4
Tulare Public Library & Council Chamber Tuesday, February 17, 2026 491 North M Street, Tulare CA 93274 5:30 p.m. Regular Meeting www.tulare.ca.gov
Mission Statement
To promote a quality of life making Tulare the most desirable community in which to live, learn, play, work, worship and prosper.

Regular City Council meetings are held on the first and third Tuesdays of each month at the Council Chamber, located inside the Tulare Public Library, 491 North M Street, Tulare. Meetings are subject to cancellation. Additional meetings may be scheduled as needed.

Public Access and Participation
Meetings are open to the public and may be attended in person or viewed live online via the City of Tulare’s YouTube Channel. To provide public comment remotely, please call (559) 366-1849 during the designated Public Comment period. Note: There is a 20-second broadcast delay. If calling in, mute your viewing device to avoid feedback.

Public Comment Guidelines
Members of the public may address the City Council on matters within the jurisdiction of the City of Tulare.

Those wishing to speak are encouraged to complete a Public Comment Card and submit it to the City Clerk prior to the start of the meeting.
• Comments are limited to three minutes per speaker, unless otherwise extended by the Council. • At the start of any agenda item, the mayor may limit the number of speakers or the time allotted per comment, depending on the number of participants and length of the agenda. • When called upon by the mayor, please approach the lectern, state your name and city of residence, and begin your comments.

Rules of Conduct
To maintain order and decorum, the following rules apply:
• All remarks must be directed to the City Council as a whole, not to individual members. • Only the Council and the person recognized to speak may engage in discussion unless authorized by the mayor.
• Questions to Councilmembers or City staff must be directed through the mayor. • Comments must remain on topic, except during the general Public Comment period. • Disruptive behavior (e.g., shouting, interrupting, or creating a disturbance) may result in removal from the meeting under Government Code Sections 54954.3 and 54957.95.

Accessibility
In compliance with the Americans with Disabilities Act (ADA), individuals who require modifications, accommodations, or auxiliary aids to participate in this meeting should contact the City Clerk’s Office at (559) 684-4200. Requests made at least 48 hours in advance will help ensure availability.

Additional Information
• Meeting agendas and related documents are available at www.tulare.ca.gov/agendas. • Copies are also available for public inspection at the City Clerk’s Office, City Hall, 411 E. Kern Avenue, Second Floor, during regular business hours.

City Councilmembers
Patrick Isherwood, Mayor
Steve Harrell, Vice Mayor
Jose Sigala
Terry A. Sayre
City Council Meeting Notice & Agenda Dennis A. Mederos
City Council Meeting Agenda Tuesday, February 17, 2026
City of Tulare Page 2 of 4

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE AND INVOCATION - Greg Peterson, Pastor of Sunrise Community Church, to deliver an invocation.

3. PUBLIC COMMENT - Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from acting on any matter not on the agenda; however, your comments may be referred to staff for follow up. This is also the time for the public to comment on items listed under the Consent Calendar or to request an item from the Consent Calendar be pulled for discussion purposes. Comments related to Public Hearing and General Business items will be heard at the time those items are discussed. In fairness to all who wish to speak, public comment is limited to a total of fifteen minutes with each speaker allowed three minutes, unless otherwise extended by Council. Please begin your comments by stating your name and providing your city of residence. For those that wish to provide public comment while viewing the meeting online, you may call (559) 366-1849. Please note that there will be approximately a 20-second delay in broadcast for viewers. When calling in, mute the device used for viewing the meeting.

4. COMMUNICATIONS - Communications are to be submitted to the City Manager’s Office ten days prior to a Council meeting to be considered for this section of the agenda. No action will be taken on matters listed under Communications; however, the Council may direct staff to schedule issues raised during Communications for a future meeting.

5. COUNCIL REPORTS AND ITEMS OF INTEREST

6. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted in one motion without discussion. If discussion is desired, that item may be removed and considered separately.

6.1 Waive the reading of ordinances and approve reading by title only.

Recommended Action: Approve the reading by title only of all ordinances and that further reading of such ordinances by waived.

6.2 Approval of City Council Meeting Minutes.

Recommended Action: Approve the minutes of the special and/or regular meetings of February 3, 2026 and February 6, 2026. [M. Wilcox]

6.3 Second Reading and Adoption of Ordinance 2026-01.

Recommended Action: Adopt Ordinance 2026-01 approving and designating the Tulare Veterans Memorial Building, Hoyt House, T29A Convair Airplane, B-17 Bomber, and F-4 Phantom Jet as City of Tulare Historic-Cultural Landmarks and adding them to the Local Register of Historic-Cultural Landmarks pursuant to Tulare Municipal Code Chapter 10.38. [M.

Anaya]

6.4 Economic Development Updates.

Recommended Action: Receive an update on economic development activities. [J. Gomez]

6.5 Landscape Maintenance Contractor Agreement Extension.

7. GENERAL BUSINESS - Comments related to General Business items are limited to three minutes per speaker, for a maximum of thirty minutes per item, unless otherwise extended by Council. For those that wish to provide public comment while viewing the meeting online, you may call (559) 366-1849.

Please note that there will be approximately a 20-second delay in broadcast for viewers. When calling in, mute the device used for viewing the meeting.

7.1 Consideration of Termination of Agreement with TCCAD.

7.2 Revised Emergency Shelter Operator Agreement.

7.3 Pension Trust Administration Services.

7.4 Park Special Event Permit Process and Facility Use Fee Schedule.

7.5 Request for Funding for July 4th Event.

8. FUTURE AGENDA ITEMS - NONE SUBMITTED

9. STAFF UPDATES

10. RECESS TO CLOSED SESSION TO DISCUSS THE FOLLOWING

10.1 Conference with Labor Negotiators (Gov. Code § 54957.6) Agency Designated Representatives: City Attorney Zamora, City Manager Mondell, Assistant City Manager Gaffery, Deputy City Manager/Chief Technology Officer Bowling, Human Resources Director Venegas
Employee Organization(s): Tulare Professional Fire Fighter Association - Management and Non-Management

11. RECONVENE FROM CLOSED SESSION
City Council Meeting Agenda Tuesday, February 17, 2026
City of Tulare Page 4 of 4

12. CLOSED SESSION REPORT - This is the time for Council to publicly report specified closed session action and the vote taken on those actions, if any.

13. ADJOURNMENT
The next regularly scheduled meeting of the Tulare City Council is Tuesday, March 3, 2026, at 5:30 p.m. in the Council Chamber, 491 North M Street, Tulare.

AFFIDAVIT OF POSTING AGENDA
I hereby certify, in conformance with Government Code Sections 54954.2, this agenda was posted in the kiosk at the front of City Hall, 411 E. Kern Avenue, as well as on the City of Tulare’s website (www.tulare.ca.gov).

POSTED: Friday, February 13, 2026 Melissa Wilcox, Chief Deputy City Clerk Office of the City Manager
411 East Kern, Tulare, CA 93274
559.684.4200 | www.tulare.ca.gov
To: Mayor and City Councilmembers
From: Marc Mondell, City Manager
Subject: February 17, 2026 Agenda Memo
Date: February 13, 2026
Time estimates are provided as part of the Council’s effort to manage its time at Council meetings. Listed times are estimates only and are subject to change at any time, including while the meeting is in progress.

The Council, by consensus, reserves the right to use more or less time on any item, to change the order of items, and/or to continue items to another meeting. Items may be heard before or after the time estimated on the agenda memo. This may occur to best manage the time at a meeting or to adapt to the participation of the public.
5:30 p.m. Regular Meeting

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE AND INVOCATION - Greg Peterson, Pastor of Sunrise Community Church, to deliver an invocation.

4. COMMUNICATIONS - Communications are to be submitted to the City Manager’s Office ten days prior to a Council Meeting to be considered for this section of the agenda. No action will be taken on matters listed under communications; however, the Council may direct staff to schedule issues raised during communications for a future agenda. Public comments will be limited to three minutes per topic unless otherwise extended by Council. [Time Estimate: 5:45 p.m.]

5. COUNCIL REPORTS AND ITEMS OF INTEREST [Time Estimate: 5:45 p.m.]

6.1 Waive the reading of ordinances and approve reading by title only.

Recommended Action: Approve the reading by title only of all ordinances and that further reading of such ordinances be waived.

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Agenda Memo - February 17, 2026

6.2 Approval of City Council Meeting Minutes.

Recommended Action: Approve the minutes of the special and/or regular meetings of February 3, 2026 and February 6, 2026. [M. Wilcox]

6.3 Second Reading and Adoption of Ordinance 2026-01.

Anaya]
Summary: This is a request by the property owners and caretakers of the buildings and objects listed below, to designate them as City of Tulare Historic-Cultural Landmarks and add them to the Local Register of Historic-Cultural Landmarks.
• Tulare Veterans Memorial Building. 1771 East Tulare Avenue (177-200-005). The subject property is zoned PL (Public Lands), and the General Plan Designation is Public/Quasi Public. Constructed in 1956, Tulare Veterans Memorial Building Hall was constructed to serve as a living building memorial to Veterans of WWII. Known for its impressive size and its original pink color, it has hosted thousands of people and events over the past eight decades, including famous individuals and landmark Tulare events. • Hoyt House. 237 North L Street (176-112-006). The subject property is zoned C-3 (Retail Commercial), and the General Plan Designation is Central Business District. The Hoyt House is a two-story late Victorian-Colonial Revival home that was constructed in 1912- 1913 and was the home to Hazel Hoyt who was a long-life public servant in the City of Tulare. Hoyt was the first female city clerk in the city. The Hoyt House is one of few last remaining two-story Victorian-Colonial Revival residences in Tulare. The Hoyt House has been operating as a restaurant since 1995.
• T29A Convair Airplane. 240 North L Street (176-121-025). The subject property is zoned C-3 (Retail Commercial), and the General Plan Designation is Central Business District.

The T29A Convair is regarded as a significant piece of aviation history, used as a “Flying Classroom” for USAF and USN servicemembers training throughout the Cold War. The “airplane on L Street” is one of two known surviving T29A Convairs and is the first of its kind eatery in the city of Tulare. It was first built in 1951 and was moved to 240 North L Street in 2003 to operate as a restaurant.
• B-17 Bomber. Currently at Mefford Field Airport (191-100-018). The subject property is zoned M-2 (Heavy Industrial), and the General Plan Designation is Service Commercial.

The B-17G Bomber at Mefford Field honors Veterans from WWII. It was first built in 1945 in Burbank, California. The bomber holds a unique dual military and local historical significance. She is the last surviving B-17 used in the “Operation Crossroads” atomic testing, and a later date, she was flown to Tulare, piloted by Tulare’s military hero, General Maurice Preston. With its location alongside Highway 99 at the southern end of town, the Flying Fortress has welcomed millions of passersby to the city of Tulare since 1958.
• F-4 Phantom Jet. Currently at Mefford Field Airport (191-100-018). The subject property is zoned M-2 (Heavy Industrial), and the General Plan Designation is Service Commercial. The F-4 Phantom jet at Mefford Field honors Veterans from the Vietnam war. The F-4 Phantom Jet was first commissioned in 1966. It never saw combat but was Tulare City Council Meeting Page 3 of 12
Agenda Memo - February 17, 2026
used in the United States Air Force for 20 years and used in many military bases around the world which included the United Kingdom, Spain, and Libya. With its location alongside Highway 99 at the southern end of town, the Phantom has welcomed millions of passersby to the city of Tulare since 1994.

Section 10.38 of the updated City of Tulare Zoning Ordinance includes standards to preserve, promote, and enhance the Historic-Cultural Landmarks and designated historic districts of the city for the educational, cultural, economic, and general welfare of the public. The purpose of the zone amendments would be to designate the aforementioned buildings and objects as local Historic-Cultural Landmarks and apply the Historic-Cultural Landmark Overlay Zone to the properties or objects.

Once a building, structure, object, site, or district is designated as a Historic-Cultural Landmark it will enable the Historic-Cultural Landmarks Advisory Committee, the Planning Commission, and the City Council, to work with property owners and the community to protect and review changes to these local landmarks and districts which have a distinctive character or a special historic, architectural, aesthetic or cultural value to this City, State, and nation. This would assist in implementing the Tulare General Plan’s goals and vision with respect to the following:
• To continue to safeguard the heritage of this city by preserving and regulating its historic buildings, structures, objects, sites, and districts which reflect elements of the City’s historic, cultural, social, economic, political and architectural history. • To continue to preserve and enhance the environmental quality and safety of these landmarks and districts.
• To continue to establish, stabilize and improve property values and to foster economic development.

At its December 8, 2025 meeting, the City of Tulare Planning Commission voted 3-0 to recommend designation of these buildings and objects as Historic-Cultural Landmarks due to architectural significance, as well as the important role the landmarks have played in the history and cultural heritage of the United States of America, as well as Tulare’s own history.

At the January 20, 2026 City Council meeting, the public hearing was opened and continued to February 3, 2026 where the ordinance was introduced and passed-to-print.

Fiscal Impact & Funding Source(s): There is no fiscal impact associated with this action.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Councilmember Mederos owns real property within 1,000 feet from the Hoyt House and the T29A Convair Airplane.

Legal Review: This item does not require legal review.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table. If an ordinance is not approved, the Tulare Veterans Memorial Building, Hoyt House, T29A Convair Airplane, B-17 Bomber, and F-4 Phantom Jet would not be designated as local Tulare Historical-Cultural Landmarks.

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Agenda Memo - February 17, 2026

6.4 Economic Development Updates.

Recommended Action: Receive an update on economic development activities. [J. Gomez] Summary: Attached is the January 2026 Economic Development Bulletin identifying activities and projects that took place in the previous month highlighting four elements of economic development.
• Building permits issued pertaining to residential and commercial improvements along with the total value of those improvements
• Business licenses that were issued for either new businesses, change of ownership, or businesses that failed to have a business license previously • Active projects that will have a sizeable impact on economic development • Site Plan Review projects that have been submitted to the City that could positively address commercial and residential needs
This is an informational item only and does not require any action by the City Council.

Fiscal Impact & Funding Source(s): There is no fiscal impact associated with this action.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: This item does not require legal review.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table.

6.5 Landscape Maintenance Contractor Agreement Extension.

Recommended Action: Authorize the City Manager, or designee, to execute the First Amendment to the Professional Landscape Maintenance Contractor agreement with BrightView Landscape Services, Inc. (Routes A and C); and execute the First Amendment to the Professional Landscape Maintenance Contractor agreement with Perfect Care Landscape & Maintenance (Routes B, D, E, and F). [C. Orr]
Summary: On December 19, 2023, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with BrightView Landscape Services, Inc. (“Contractor”) and Perfect Care Landscape & Maintenance (“Contractor”). The Agreement was approved by the City Council on December 19, 2023, for an initial two-year term beginning February 1, 2024, with the option to renew for up to three (3) additional oneyear terms. The initial term of the Agreement expired on January 30, 2026, and staff desires to extend the term of the Agreement.

Fiscal Impact & Funding Source(s): Funds are currently budgeted for this fiscal year.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

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Agenda Memo - February 17, 2026
Legal Review: The original agreement was reviewed by Council in 2023.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table.

Please note that there will be approximately a 20-second delay in broadcast for viewers. When calling in, mute the device used for viewing the meeting. [Time Estimate: 6:00 p.m.]

7.1 Consideration of Termination of Agreement with TCCAD.

Recommended Action: Direct staff to proceed with consolidating fire and police dispatch operations at the Tulare Police Department; and authorize the City Manager, at the appropriate time, to issue a 90-day notice of termination of the current agreement with Tulare County Consolidated Ambulance Dispatch (TCCAD) for fire dispatch services. [M. Mondell] Summary: The City of Tulare has contracted with TCCAD for fire and emergency medical dispatch services since April 2011. The current agreement, renegotiated in October 2024, is set to expire on June 30, 2027. During the 2024 negotiations, the City requested certain revisions recommended by Matrix Consulting Group to improve efficiency and reduce call transfer times (average of 41 seconds), which can be critical in emergency response. TCCAD declined these revisions, citing its primary focus on ambulance dispatch and providing fire dispatch only as a courtesy to the City.

Since that time:
• The City has fully implemented its new 911 Computer-Aided Dispatch (CAD) system, which is performing successfully.
• The City has received $579,150 in federal funding to upgrade and consolidate fire and police dispatch operations at the Police Department.

Section IV of the agreement allows either party to terminate with 90 days’ written notice.

The consolidation of fire and police dispatch operations is expected to:
• Improve emergency response times by eliminating call transfers. • Provide operational efficiencies and potential cost savings. • Enhance coordination between police and fire services under one dispatch center.

Staff are awaiting funding implementation guidance from the federal government.

Simultaneously, staff are planning for the necessary facility and technology upgrades, and for operational readiness. Staff anticipate a transition period of roughly one year to complete the dispatch remodel, operational testing, and final transfer of calls for service from TCCAD to the City. During this time, staff will coordinate closely with TCCAD to maintain continuity of service until the new system is live.

Fiscal Impact & Funding Source(s): The City has secured $579,150 in federal funding to support the consolidation project. Additional costs associated with remodeling and implementation will be addressed in future budget actions.

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Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: This item does not require legal review.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table.

7.2 Revised Emergency Shelter Operator Agreement.

Recommended Action: Review a revised emergency shelter service agreement with Lighthouse Rescue Mission (“LRM”) regarding the City’s emergency shelter project for the term May 1, 2026, through April 30, 2027. [M. Correa]
Summary: On January 20, 2026, City Council reviewed the draft emergency shelter service agreement along with Exhibit A (Scope of Work, Budget, and Policies) and provided staff with several requested revisions which staff has addressed as follows:

1. Add language restricting operation of the City vehicle by licensed employees only and that the Operator shall be responsible for maintaining the vehicle in working order. (See Agreement revision 10G and 10H)

2. Add language further qualifying Operator’s experience and credentials in the Recitals. (See Agreement revision Recital A)

3. Make it clear that LRM is an Independent Contractor and not operate in legal partnership with the City. (See Agreement revision Recital F)

4. Clarify how many staff members, salary, and benefits provided at what cost. (See Budget)

5. Identify the Operator fee $300,000 and upfront provision of working capital (i.e., $250,000 three months payroll) in the agreement. (See Agreement revision 4A)

6. Add language in the agreement that the initial guest population shall not exceed 200 individuals and will only be increased by the City Council not to exceed 400 individuals. (See revision Exhibit A (1))

7. Add a definition of Interim Housing. (See revision Exhibit A (6))

8. Add language on policy and procedure for removing guests, clarify no tenancy rights. (See revision Exhibit A (3))

9. Add language regarding sanitation and retention of personal items. Guests cannot set up a tent at the shelter. The Operator shall retain personal items upon abandonment in accordance with law and then remit them to City staff for further retention or disposal. (See revision Exhibit A (3))

10. Add language the maximum annual City contribution shall be in accord with the annual adopted budget unless otherwise approved by City Council. (See Agreement revision 4A)
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Agenda Memo - February 17, 2026

11. Clarify in the agreement what the City shall pay for directly and what the City will be billed for by the Operator. (See Agreement revision 4A and Budget)

12. Replace the 75% of budget goal with the City and Operator will work in good faith to reduce costs. (See revision Exhibit A (F))

13. Clarify that the City Manager only has the authority to make reasonable increases to the insurance requirements as may be required by the City’s Risk Management Association. (See Agreement revision 14H)

14. Add language that the City acknowledges the Operator is a faith-based organization and as such there may be religious activities occurring from time to time at the facility but that the Operator shall not make occupancy or use of the facility for guests contingent on their participation in said religious activities. (See Agreement revision Recital D)

15. Clarify that it is the Operator who is responsible for ordering, purchasing, picking up, and ensuring the provision of adequate dog food. (See Exhibit A (4) Unchanged)

16. Add language the parties acknowledge that the City is ultimately paying for the provision of all goods and services and may pay direct or be billed by the Operator. The parties further agree to work together to obtain such goods and services at the lowest possible cost (i.e., including donations) and therefore the party responsible for such procurement may change from time to time. (See revision Agreement 4B) Fiscal Impact & Funding Source(s): The General Services Department, in conjunction with City Management and the shelter’s operator, may refine the preliminary budget as necessary to adjust the fiscal impact.

As presented, approval of the emergency shelter service agreement and budget will authorize allocation of up to $2,000,000 from the City’s General Fund for shelter expenses over a twelvemonth period. Obligation and expenses for the first year of shelter operations will largely begin in the next fiscal year (2026) and continue into Fiscal Year 2027.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: The City Attorney’s Office reviewed the emergency shelter service agreement.

The Emergency Shelter service agreement presented to the City Council is consistent with the recommendations received from the City Attorney.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table. If the emergency shelter operator terms sheet is not ultimately approved, then City staff and the proposed primary service provider/operator Lighthouse Rescue Mission may pause planning efforts and delay the execution of a final and comprehensive shelter operator agreement and revised budget.

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Agenda Memo - February 17, 2026

7.3 Pension Trust Administration Services.

Recommended Action: Adopt a resolution (1) adopting the Public Agencies Post-Employment Benefits Trust (“Plan”) administered by Public Agency Retirement Services (PARS) to prefund the City's unfunded accrued pension liabilities; (2) appointing the City Manager, or his designee, as Plan Administrator; (3) authorizing the Plan Administrator to execute the documents necessary to implement the Plan; and (4) authorizing the City Manager to execute an agreement with Phase II Systems dba Public Agency Retirement Services and PARS for pension trust administration services for the period February 18, 2026, through December 31, 2028, with up to two additional one-year extensions under the same terms. [M. Roberts] Summary: At its regular meeting on December 16, 2025, the City Council authorized the establishment of an irrevocable supplemental pension reserve trust (“Trust”) with initial funding of $4.0M. In order to create a pension trust, the City must acquire professional trust administration services, adopt a pension trust plan, appoint an administrator for the plan, and execute the legal and administrative documents necessary to implement the plan.

City staff recommends authorizing the City Manager to execute an agreement with Public Agency Retirement Services (PARS), a background summary of which is provided later in this staff report, to provide the City’s pension trust administration services. Staff also recommends appointing the City Manager, or his designee, as Plan Administrator, and authorizing the Plan Administrator to execute the documents necessary to implement the Plan.

PARS (from Consultant’s Proposal)
PARS is an independent, privately held corporation which has been designing and administering niche retirement plan and trust solutions exclusively for public agencies for the past 40 years. Its core mission is to offer local governments control and flexibility to meet their individual needs by specializing in supplemental pension trusts, post-employment healthcare trusts, retirement/separation incentive plans, alternatives to Social Security plans, and other defined benefit and defined contribution plans. Its primary business functions are retirement plan and trust design, analysis, administration, record keeping, compliance, and consulting.

Since 1984, PARS has been a pioneer in the design and administration of retirement plans and trusts solely for public agencies. Throughout this time, it has experienced continual corporate growth and has built a long track record of service which includes the following key accomplishments:
• administration over 2,300 plans for more than 1,100 public entities; • development of the first multiple-employer IRS Section 115 trust program for pension prefunding with more than 325 California public agencies joining the program; • ongoing servicing for over 750,000 public employees.

Since developing a Section 115 trust program in 2004, PARS has developed a number of Section 115 trusts, which includes over 550 member accounts and over $9.1B in assets under management US Bank National Association (US Bank) would serve in a dual capacity for the City as: 1) investment adviser and manager (with PFM Asset Management LLC [PFMAM] serving as the subadvisor for the City’s account), and 2) trustee and custodian to reduce investment and trustee fiduciary risks and burdens for the City.

Additional information regarding PARS, US Bank, and PFMAM may be found in PARS’ proposal, submitted with this staff report.

Fiscal Impact & Funding Source(s): As noted in the December 16, 2025, staff report to City Council requesting approval of the establishment of the irrevocable supplemental trust, the trust Tulare City Council Meeting Page 9 of 12
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provides the two-fold benefit of prefunding the unfunded accrued liabilities (UALs) of the City’s pension plans and/or allowing the City to “smooth” its annual UAL contributions, if desired, during periods when those payments spike significantly.

PARS’ annual pension trust administration fees will be based upon the average balance of the pension trust plan’s assets, in accordance with the following schedule:

Plan Asset Balance Ongoing Fee
$1 - $10,000,000 0.25%
$10,000,001 - $15,000,000 0.20%
$15,000,001 - $50,000,000 0.15%
$50,000,001 and above 0.10%
Trustee and investment management fees are not included in PARS’ fees. These fees, which are paid to US Bank and PFMAM, will also be based upon the average balance of the pension trust plan’s assets, in accordance with the following schedule:

Plan Asset Balance Ongoing Fee
Under $5,000,000 0.35%*
$5,000,001 - $10,000,000 0.25%
$10,000,001 - $15,000,000 0.20%
$15,000,001 - $50,000,000 0.15%
Over $50 million 0.10%
* Fees are waived on the portfolio’s money market fund.

The 0.35% fee represents the highest weighted investment management fee that can be charged
All fees will be deducted from the trust plan's assets.

The initial balance approved for deposit in the trust approved by the Council is $4.0 million. At this level of assets, the total approximate annual fiscal impact, based upon the above schedules, will be approximately $24,000; however, since the fees are calculated on a percentage basis, they will fluctuate over time, increasing as the plan’s assets increase and decreasing should the balance decrease (upon withdrawal of funds or as the result of investment gains and losses).

Future amounts to be recommended for deposit into the pension trust will be dependent upon cash flow analyses conducted by staff.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: The pension trust administration services agreement has been reviewed by the City Attorney’s Office staff. Changes to the documents, if any, prior to execution will be nonsubstantive.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table. If the recommended amendments to the Budget Policies & Practices are not approved, the City will be less prepared Tulare City Council Meeting Page 10 of 12
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to withstand large increases in its unfunded pension and OPEB liabilities and Workers’ Compensation insurance claims.

7.4 Park Special Event Permit Process and Facility Use Fee Schedule.

Recommended Action: Review and adopt the City of Tulare Park Special Event Permit Process Policy and Application; review the proposed Facility Use Fee Schedule; and provide direction to staff regarding reserving the first Saturday of May for a Cinco De Mayo community event at Zumwalt Park. [C. Orr]
Summary: On January 20, 2026, the City Council considered Councilmember Sigala’s request to set aside the first Saturday of May annually to celebrate a Cinco De Mayo community event and to also work with the Hispanic Alliance for Culture, Education & Recognition (HACER) to coordinate the event.

During the meeting, City Manager Marc Mondell advised that the City has received many requests for use of the park and that staff were working on a Special Event Permit Process (Policy) applicable to all parks, including Zumwalt Park. Mr. Mondell requested Council to provide any requested revisions and that the Policy be presented to the Parks and Recreation Commission on February 10 for its consideration. It was also suggested that Council wait to render its decision on Councilmember Sigala’s request until after Commission consideration.

On January 20, 2026, staff met with the HACER representatives to discuss the Cinco De Mayo event they requested to be held at Zumwalt Park on May 2, 2026. An agreement was reached based on the then existing park rental procedures. During this process, it was also determined that the rental fees for Zumwalt Park did not reflect the renovation and new amenities added to the park; therefore, a recommended revision of the “Facility Use Fee Schedule” was developed for Zumwalt Park.

On February 10, 2026, the Parks and Recreation Commission unanimously approved the “Park Special Event Permit Process and Application” and the revised “Facility Use Fee Schedule”. In terms of dedicating the use of a park to any one individual or group on an annual basis, as requested by Councilmember Sigala, the Commissioners believe the Policy provides sufficient advance time (one year) to reserve the facilities and secure the date; therefore, they recommend against the request. The Commissioners do, however, recommend that the following language be added to the Policy:

City of Tulare residents may submit applications no sooner than one (1) year in advance of their proposed event and nonresidents may submit applications no sooner than nine (9) months in advance.

Fiscal Impact & Funding Source(s): There is no fiscal impact associated with this action.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: This item does not require legal review.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Tulare City Council Meeting Page 11 of 12
Agenda Memo - February 17, 2026
Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table.

7.5 Request for Funding for July 4th Event.

Recommended Action: Provide direction to staff regarding a 250th Anniversary Independence Day event at Zumwalt Park on July 4, 2026, featuring and subsidizing the Sequoia Symphony Orchestra at either $50,000 with a $10 per ticket admission price or $60,000 with free tickets. [C. Orr]
Summary: The Sequoia Symphony Orchestra (formerly the Tulare County Symphony) has a history of performing at Zumwalt Park. In 2014, they started their season at Zumwalt Park’s John Philip Sousa Pavilion for its annual "Pops in the Park" concert. This annual event was a tradition where the symphony kicks off its new season with an outdoor concert featuring popular classics, movie music, and Americana. They performed annually at Zumwalt from 2014 until 2019. Due to the pandemic, they did not perform at Zumwalt in 2020, and 2021. In 2022, the Sequoia Symphony Orchestra performed at the Visalia Fox Theatre instead of Zumwalt Park because of several artistic and logistical factors during that season Staff, in working with Spade Entertainment, has discussed the possibility of the Sequoia Symphony performing on July 4, 2026, at Zumwalt Park, as part of a 250th anniversary celebration of America’s independence. Production costs for the Sequoia Symphony to perform at Adventist Health Amphitheater have been negotiated at a cost of $50,000. Their normal production cost is approximately $60,000. Production setup for a symphony orchestra involves a rigorous blend of logistical planning, specialized stage engineering, and technical coordination to ensure acoustic balance and practices. In addition to production costs, there are other site logistics cost such as security, insurance, etc. Spade Entertainment estimates that with a $50,000 subsidy the additional overhead costs can be made up through selling tickets at $10.00 each. Another option is to provide a $60,000 subsidy which will cover all overhead costs and offer free tickets.

Fiscal Impact & Funding Source(s): Reduction in the General Fund unassigned fund balance account.

Environmental Review: This action does not constitute a “project” pursuant to California Environmental Quality Act (CEQA).

Potential Conflict of Interest: Staff is not aware of any conflicts of interest.

Legal Review: This item does not require legal review.

Public Notice: This item does not require a public hearing and was noticed as part of the agenda.

Alternative Action: 1) Approve with changes; 2) Deny; or 3) Table.

8. FUTURE AGENDA ITEMS - NONE SUBMITTED [Time Estimate: 8:00 p.m.]

9. STAFF UPDATES [Time Estimate: 8:00 p.m.]
Tulare City Council Meeting Page 12 of 12
Agenda Memo - February 17, 2026

10. RECESS TO CLOSED SESSION TO DISCUSS THE FOLLOWING [Time Estimate: 8:05 p.m.]

11. RECONVENE FROM CLOSED SESSION [Time Estimate: 8:50 p.m.]

12. CLOSED SESSION REPORT - This is the time for Council to publicly report specified closed session action and the vote taken on those actions, if any.

13. ADJOURNMENT [Time Estimate: 8:50 p.m.]
The next regularly scheduled meeting of the Tulare City Council is Tuesday, March 3, 2026, at 5:30 p.m. in the Council Chamber, 491 North M Street, Tulare.

City of Tulare Page 1 of 4

CITY OF TULARE

CITY COUNCIL MEETING MINUTES
Tulare Public Library & Council Chamber
491 North M Street, Tulare
Tuesday, February 3, 2026
5:30 p.m. Regular Meeting
Proper notice of this meeting was given pursuant to Government Code Section 54954.2.

COUNCIL PRESENT: Mayor Patrick Isherwood
Vice Mayor Steve Harrell
Councilmember Jose Sigala
Councilmember Terry A. Sayre
Councilmember Dennis A. Mederos
STAFF PRESENT: City Manager Marc Mondell; City Attorney Mario U. Zamora; Chief Deputy City Clerk Melissa Wilcox; Assistant City Manager Thomas W. Gaffery IV; Deputy City Manager/Chief Technology Officer Jason Bowling; Chief Financial Officer Mark Roberts; City Engineer Michael Miller; Public Works Director Trisha Whitfield; Assistant Community Services Director Brian Beck; Police Chief Fred Ynclan; Fire Chief Michael Ott; General Services Director Manny Correa; Community Development Director Mario Anaya; Executive Director of Economic Development & Redevelopment Jennifer Gomez; Human Resources Director Janie Venegas

1. CALL TO ORDER
Mayor Isherwood called to order the regular meeting of the Tulare City Council at 5:35 p.m. in the Council Chamber located at 491 North M Street.

2. PLEDGE OF ALLEGIANCE AND INVOCATION
City Attorney Zamora led the Pledge of Allegiance, and an invocation was given by Micah Thiesen, Pastor of Evangelical Free Church.

3. PROCLAMATIONS & RECOGNITIONS

3.1 Proclamation for Black History Month - February 2026. Mayor Isherwood read and presented a proclamation to Desiree Timmons, President of the Tulare County Alliance of African American Women, proclaiming February 2026 as Black History Month in the City of Tulare.

4. PUBLIC COMMENT
Donnette Silva, Chamber of Commerce CEO, provided updates and introduced a student of the current Leadership Tulare class.

Barbara Harrell, President of The Tulare Foundation, advised Council of the upcoming Proud to Wear Pink fundraiser event on March 21.

5. COMMUNICATIONS
City Manager Marc Mondell advised there were no communications.

Item #: 6.2
Consent
City Council Meeting Minutes Tuesday, February 3, 2026
City of Tulare Page 2 of 4

6. COUNCIL REPORTS AND ITEMS OF INTEREST
Council reported on recent events and discussed items of interest. City Attorney Zamora and staff provided an update on the ongoing group home issue in the Del Lago neighborhood.

7. CONSENT CALENDAR
Item 7.5 was removed from the Consent Calendar.

It was moved by Councilmember Mederos, seconded by Councilmember Sayre, and unanimously carried to approve the items on the Consent Calendar as presented except for item 7.5.

7.1 Waive the reading of ordinances and approve reading by title only.

Recommended Action: Approve the reading by title only of all ordinances and that further reading of such ordinances be waived.

7.2 Approval of City Council Meeting Minutes.

Recommended Action: Approve the minutes of the special and/or regular meeting of January 20, 2026. [M. Wilcox]

7.3 Fire Apparatus Repairs with Betts Truck Parts and Service.

Recommended Action: Authorize the City Manager to approve the purchase of repair parts and labor for Engine 61 with Betts Truck Parts & Service of Fresno, California in the amount of $57,270.96.

7.4 Agreements with California Department of Transportation.

Recommended Action: Adopt a resolution authorizing the City Manager or designee to execute Master Agreements, Program Supplement Agreements, Fund Exchange Agreements, and/or Fund Transfer Agreements with the California Department of Transportation (Caltrans). [M. Miller]

7.6 Conditional Final Map Acceptance for Fulton Estates Phase 2.

Recommended Action: Conditionally approve the final map and subdivision improvement agreement for Phase 2 of the Fulton Estates subdivision for recordation; and accept all easements and dedications offered to the City subject to receipt of the signed final map, all fees, and other required items prior to April 3, 2026. [M. Miller]

7.7 Telephone System Replacement.

Recommended Action: Authorize the City Manager to execute contracts related to CIP Project IT2023-07 Telephone System Replacement; award a professional services agreement to Cloud Revolution in the amount of $79,400 for Microsoft Teams migration services, subject to minor conforming changes as approved by the City Manager and City Attorney; authorize the City Manager or designee to approve Cloud Revolution contract change orders in an amount of not to exceed 10% ($7,940); and approve a contract change order to the Microsoft Enterprise Agreement with Dell, Inc. in the amount of $24,600 to cover through the end of the existing contract July 1, 2027. [J. Bowling]

ITEM(S) PULLED FROM CONSENT CALENDAR

7.5 Award of Contract for CIP Project EN0106 Santa Fe Trail Crossing Improvements.

Recommended Action: Authorize the City Manager to execute a contract with Peters Engineering Group of Clovis, CA in an amount not to exceed $57,000 for engineering design and construction support services associated with CIP Project EN0106 Santa Fe Trail Crossing Improvements; and approve revisions to the project’s programmed funding in accordance with the revised CIP project sheet. [M. Miller] City Council Meeting Minutes Tuesday, February 3, 2026
City of Tulare Page 3 of 4
Council Action: Councilmember Sigala pulled this item to inquire if there is a master plan for Santa Fe Trail. Staff provided response thereto It was moved by Councilmember Sigala, seconded by Vice Mayor Harrell, and unanimously carried to approve the item as presented.

8. PUBLIC HEARING

8.1 Historic-Cultural Landmark Nominations.

Recommended Action: Pass-to-print an ordinance approving and designating the Tulare Veterans Memorial Building, Hoyt House, T29A Convair Airplane, B-17 Bomber, and F-4 Phantom Jet as City of Tulare Historic-Cultural Landmark and adding them to the Local Register of Historic-Cultural Landmarks pursuant to Tulare Municipal Code Chapter 10.38.

Presented By: Community Development Director Anaya
Public Comment: This public hearing was continued from January 20, 2026. The public hearing was reopened at 6:11 p.m. Prior to the opening of the public hearing, Darrell Ward, President of the Tulare Veterans Memorial District, spoke in favor of the item. Chris Harrell also spoke in favor of the item. The public hearing was closed at 6:13 p.m.

Council Action: Councilmember Mederos raised concern with how subsequent property owners become aware of the historical designation and what the City could do regarding this concern. City Attorney Zamora stated that staff will research and discuss options. It was moved by Vice Mayor Harrell, seconded by Councilmember Mederos, and unanimously carried to approve the item as presented.

9. GENERAL BUSINESS

9.1 Fire Station 64 Progress Update.

Recommended Action: Receive an update on the activities surrounding the development and planning for Fire Station 64.

Presented By: Fire Chief Ott
Public Comment: There were no public comments.

Council Action: This was an informational item; therefore, no action was taken.

9.2 Consideration of Establishing a No Commercial Truck Parking Zone.

Recommended Action: Discuss and provide direction to staff regarding the establishment a “No Commercial Truck Parking” zone on Inyo Avenue between West and Maricopa Streets and on West Street between Tulare Avenue and Pleasant Street.

Presented By: Councilmember Sigala
Public Comment: There were no public comments.

Council Action: It was the consensus of Council to refer this matter to the Transportation Management Team (TMT) for review and report back in six months.

9.3 Consideration of Traffic Calming Measures on E Street.

Recommended Action: Discuss and provide direction to staff regarding the implementation of traffic calming measures on E Street between Bardsley and Lemonwood Avenues.

Presented By: Councilmember Sigala
Public Comment: There were no public comments.

Council Action: It was the consensus of Council to refer this matter to the Transportation Management Team (TMT) for review and report back in six months.

9.4 City Manager Employment Agreement Amendment.

Recommended Action: Approve the Fifth Amendment to the Employment Agreement with City Manager Marc Mondell and adopt a resolution amending the City’s Fiscal Year 2026 Salary Schedule and authorizing the City Manager, or designee, to update the Salary Schedule accordingly.

City Council Meeting Minutes Tuesday, February 3, 2026
City of Tulare Page 4 of 4
Presented By: Human Resources Director Venegas
Public Comment: There were no public comments.

Council Action: Council questioned the numbers provided on the staff report. Mayor Isherwood called for a recess at 7:05 p.m. to allow staff to resolve the issue with the numbers provided on the staff report. The meeting was reconvened at 7:10 p.m. Assistant City Manager Gaffery advised that the Fiscal Impact section of the staff report should be stricken and should state: “The funding for this item was included in the Fiscal Year 2026 Budget, and funding for this action for the remainder of the fiscal year is $5,779.26.” It was moved by Councilmember Mederos, seconded by Councilmember Sayre, and carried 5 to 0 to approve the item as presented. Councilmember Sigala abstained from voting without identifying a legal disqualification; therefore, his vote was counted as an affirmative vote pursuant to the Council’s Handbook of Rules and Procedures.

10. FUTURE AGENDA ITEMS - NONE SUBMITTED

11. STAFF UPDATES
Staff provided updates on department activities.

12. RECESS TO CLOSED SESSION TO DISCUSS THE FOLLOWING ITEMS

12.1 Conference with Legal Counsel - Existing Litigation (Govt. Code § 54956.9(d)(1)) Name of Case: VCU317197 Laborers International Union of North America Local 294 and People of the State of California, Ex Rel. Rob Bonta, Attorney General of the State of California v. City of Tulare

12.2 Conference with Legal Counsel - Anticipated Litigation Initiation of litigation pursuant to Govt. Code § 54956.9(d)(4): 3 cases Council recessed to closed session at 7:24 p.m.

13. RECONVENE FROM CLOSED SESSION
Council reconvened from closed session at 8:47 p.m.

14. CLOSED SESSION REPORT
There was no reportable action.

15. ADJOURNMENT
Seeing no further business to discuss, Mayor Isherwood adjourned the regular meeting at 8:47 p.m.

This is to certify that the foregoing is a true and
correct copy of the minutes of the special and/or
regular meeting held on February 3, 2026, as
approved by the Tulare City Council.

Marc Mondell, City Clerk
By Melissa Wilcox, Chief Deputy City Clerk
City of Tulare Page 1 of 2

CITY OF TULARE

CITY COUNCIL MEETING MINUTES
Tulare Public Library & Council Chamber
491 North M Street, Tulare
Friday, February 6, 2026
8:30 a.m. Special Meeting
Proper notice of this meeting was given pursuant to Government Code Section 54956.

COUNCIL PRESENT: Mayor Patrick Isherwood
Vice Mayor Steve Harrell
Councilmember Jose Sigala
Councilmember Terry A. Sayre
Councilmember Dennis A. Mederos
STAFF PRESENT: City Manager Marc Mondell; City Attorney Mario U. Zamora; Chief Deputy City Clerk Melissa Wilcox; Assistant City Manager Thomas W. Gaffery IV; Deputy City Manager/Chief Technology Officer Jason Bowling; Chief Financial Officer Mark Roberts; City Engineer Michael Miller; Public Works Director Trisha Whitfield; Community Services Director Chris Orr; Police Chief Fred Ynclan; Community Development Director Mario Anaya; Executive Director of Economic Development & Redevelopment Jennifer Gomez; Assistant Public Works Director Jan Bowen; Assistant Community Services Director Brian Beck; Code Enforcement Officer Greg Weirick; Senior Management Analyst Gladys Gonzalez

1. CALL TO ORDER
Mayor Isherwood called to order the special meeting of the Tulare City Council at 8:33 a.m. in the Council Chamber located at 491 North M Street.

2. PUBLIC COMMENT
There were no public comments.

3. STRATEGIC PLANNING SESSION

3.1 Update on Projects.
• Entertainment District-Indoor Sports Facility
• Business Park-Inland Port
• Downtown Mixed Use-Women’s Clubhouse
• Regional Sportsplex
• Corporation Yard
• Wastewater Treatment Plant Expansion
• Economic Development Strategy
• Sales Tax Measure
City Manager Mondell provided an update on projects. Councilmember Sigala inquired about the site identification process for the Corporation Yard and suggested looking citywide, not just on the west side of Tulare. Mr. Mondell advised that once the site analysis it completed, the findings will be brought back to Council for their review and selection of the site. Councilmember Sigala inquired about the ballot language for the sales tax measure, in particular what is funded by the revenue received. City Attorney Zamora advised that concern can be addressed through the adoption of a resolution of intent.

City Council Meeting Minutes Friday, February 6, 2026
City of Tulare Page 2 of 2

3.2 AchieveIt Presentation. Assistant City Manager Gaffery provided an overview of the AchieveIt product and how staff intend on using it. Joe Krause, Senior Vice President of AchieveIt, walked through the software and highlighted the City’s draft strategic plan.

Councilmember Sigala inquired if this could be used to track constituent requests.

3.3 IncludUs Labs Presentation. Bacilia Angel, Founder of IncludUs Labs, provided an overview of the work she is doing with the City through her project Tulare AVANZA which consists of analyzing and providing recommendations on the City’s community engagement and outreach. Questions posed by Council were responded to by Ms. Angel and City Manager Mondell.

3.4 Fiscal Impact Analysis. Sara Mares and Amanda Walker of NBS walked through the process for developing the fiscal impact analysis and next steps. Questions posed by Council were responded to by Ms. Mares, Ms. Walker, and City Manager Mondell.

The meeting recessed at 11:08 a.m. and reconvened at 11:17 a.m.

3.5 City Council Items. The following items were mentioned by councilmembers:

Councilmember Mederos stated he would like to see a groundbreaking occur soon for the International Agri-Center Way extension desiring to have the project complete by next year’s World Ag Expo.

Councilmember Sayre inquired on the status of the demolition of the old library building and project on senior housing, designating the Women’s Clubhouse as a historical landmark, and the completion and opening of the emergency shelter.

Vice Mayor Harrell would like to see Station 64 completed, address traffic congestion at Mooney and Foster due to additional homes being constructed and the new sports park, and explore moving the animal shelter to a more centralized location.

Councilmember Sigala would like to see economic development on the west side of Tulare, refurbishment of the Parks DIF funds, and investment in youth.

Mayor Isherwood would like to see more lighting at Bender Park and the softball facility, continued support and staffing direction of the Police Department, keep development standards in mind as development occurs, continue exploring implementing a Youth Commission, and develop a schedule for City Attorney review.

4. ADJOURNMENT
Seeing no further business to discuss, Mayor Isherwood adjourned the special meeting at 11:56 a.m.

This is to certify that the foregoing is a true and
correct copy of the minutes of the special and/or
regular meeting held on February 6, 2026, as
approved by the Tulare City Council.

Marc Mondell, City Clerk
By Melissa Wilcox, Chief Deputy City Clerk
Staff Report
Meeting: City Council
Date: February 17, 2026
Department: Community Development - Planning
Submitted by: Mario Anaya, Community Development Director Agenda Title: Second Reading and Adoption of Ordinance 2026-01

RECOMMENDED ACTION
Adopt Ordinance 2026-01 approving and designating the Tulare Veterans Memorial Building, Hoyt House, T29A Convair Airplane, B-17 Bomber, and F-4 Phantom Jet as City of Tulare Historic-Cultural Landmarks and adding them to the Local Register of Historic-Cultural Landmarks pursuant to Tulare Municipal Code Chapter 10.38.

SUMMARY
This is a request by the property owners and caretakers of the buildings and objects listed below, to designate them as City of Tulare Historic-Cultural Landmarks and add them to the Local Register of Historic-Cultural Landmarks.
• Tulare Veterans Memorial Building. 1771 East Tulare Avenue (177-200-005). The subject property is zoned PL (Public Lands), and the General Plan Designation is Public/Quasi Public.

Constructed in 1956, Tulare Veterans Memorial Building Hall was constructed to serve as a living building memorial to Veterans of WWII. Known for its impressive size and its original pink color, it has hosted thousands of people and events over the past eight decades, including famous individuals and landmark Tulare events.
• Hoyt House. 237 North L Street (176-112-006). The subject property is zoned C-3 (Retail Commercial), and the General Plan Designation is Central Business District. The Hoyt House is a two-story late Victorian-Colonial Revival home that was constructed in 1912-1913 and was the home to Hazel Hoyt who was a long-life public servant in the City of Tulare. Hoyt was the first female city clerk in the city. The Hoyt House is one of few last remaining two-story VictorianColonial Revival residences in Tulare. The Hoyt House has been operating as a restaurant since 1995.
• T29A Convair Airplane. 240 North L Street (176-121-025). The subject property is zoned C-3 (Retail Commercial), and the General Plan Designation is Central Business District. The T29A Convair is regarded as a significant piece of aviation history, used as a “Flying Classroom” for USAF and USN servicemembers training throughout the Cold War. The “airplane on L Street” is one of two known surviving T29A Convairs and is the first of its kind eatery in the city of Tulare. It was first built in 1951 and was moved to 240 North L Street in 2003 to operate as a restaurant. • B-17 Bomber. Currently at Mefford Field Airport (191-100-018). The subject property is zoned M2 (Heavy Industrial), and the General Plan Designation is Service Commercial. The B-17G Bomber at Mefford Field honors Veterans from WWII. It was first built in 1945 in Burbank, California. The bomber holds a unique dual military and local historical significance. She is the last surviving B-17 used in the “Operation Crossroads” atomic testing, and a later date, she was flown to Tulare, piloted by Tulare’s military hero, General Maurice Preston. With its location alongside Highway 99 at the southern end of town, the Flying Fortress has welcomed millions of passersby to the city of Tulare since 1958.
• F-4 Phantom Jet. Currently at Mefford Field Airport (191-100-018). The subject property is zoned M-2 (Heavy Industrial), and the General Plan Designation is Service Commercial. The F-4 Item #: 6.3
Consent
Phantom jet at Mefford Field honors Veterans from the Vietnam war. The F-4 Phantom Jet was first commissioned in 1966. It never saw combat but was used in the United States Air Force for 20 years and used in many military bases around the world which included the United Kingdom, Spain, and Libya. With its location alongside Highway 99 at the southern end of town, the Phantom has welcomed millions of passersby to the city of Tulare since 1994.

Once a building, structure, object, site, or district is designated as a Historic-Cultural Landmark it will enable the Historic-Cultural Landmarks Advisory Committee, the Planning Commission, and the City Council, to work with property owners and the community to protect and review changes to these local landmarks and districts which have a distinctive character or a special historic, architectural, aesthetic or cultural value to this City, State, and nation. This would assist in implementing the Tulare General Plan’s goals and vision with respect to the following:
• To continue to safeguard the heritage of this city by preserving and regulating its historic buildings, structures, objects, sites, and districts which reflect elements of the City’s historic, cultural, social, economic, political and architectural history.
• To continue to preserve and enhance the environmental quality and safety of these landmarks and districts.
• To continue to establish, stabilize and improve property values and to foster economic development.

At the January 20, 2026 City Council meeting, the public hearing was opened and continued to February 3, 2026 where the ordinance was introduced and passed-to-print.

FISCAL IMPACT & FUNDING SOURCES
There is no fiscal impact associated with this action.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA).

POTENTIAL CONFLICT OF INTEREST
Councilmember Mederos owns real property within 1,000 feet from the Hoyt House and the T29A Convair Airplane.

LEGAL REVIEW
This item does not require legal review.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table
If an ordinance is not approved, the Tulare Veterans Memorial Building, Hoyt House, T29A Convair Airplane, B-17 Bomber, and F-4 Phantom Jet would not be designated as local Tulare Historical-Cultural Landmarks.

ATTACHMENTS

1. Ordinance 2026-01
Reviewed/Approved:

ORDINANCE 2026-01

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TULARE
AMENDING THE ZONING MAP OF THE CITY BEING A PART OF THE SECTION 10.06.04 OF SAID CODE ZONE AMENDMENTS NOS. 766, 767, 768, 769, AND 770
WHEREAS, the Tulare City Council finds that this application is necessary to achieve the objectives of the Zoning Title prescribed in Section 10.02.02 of the Tulare City Code; and WHEREAS, the Tulare City Council finds that these zone amendments are in conformance with the adopted General Plan for the City of Tulare; and
WHEREAS, the Tulare City Council finds that the request will not be detrimental to the public interest, health, safety, convenience or welfare of the City; and WHEREAS, the proposed zone amendments are exempt from Environmental Review under the California Environmental Quality Act (CEQA), pursuant to Section 15183.

NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Tulare as follows:

SECTION 1. The Zoning Map of the City of Tulare as referred to in Section 10.06.04 of the City Code of the City of Tulare, and as enacted, being made a part of the Zoning title of said Code in Section

10.06.04', thereof, the subject property portion of said map, being attached hereto, is hereby amended as follows:

Amend the zoning map designation for said property from the PL (Public Lands) zoning designation to the PL(H) (Public Lands, Historic-Cultural Landmark Overlay) zoning designation (APN 177-200-005) located on the southwest corner of Tulare Avenue and Mountain View Street, as set forth more specifically on said map.

Amend the zoning map designation for said property from the C-3 (Retail Commercial) zoning designation to the C-3(H) (Retail Commercial, Historic-Cultural Landmark Overlay) zoning designation (APN 176- 112-006) located on the west side of ‘L’ Street, between San Joaquin Avenue and King Avenue, as set forth more specifically on said map.

Amend the zoning map designation for said property from the C-3 (Retail Commercial) zoning designation to the C-3(H) (Retail Commercial, Historic-Cultural Landmark Overlay) zoning designation (APN 176- 121-025) located on the east side of ‘L’ Street, between San Joaquin Avenue and King Avenue, as set forth more specifically on said map.

Amend the zoning map designation for said property from the M-2 (Heavy Industrial) zoning designation to the M-2(H) (Heavy Industrial, Historic-Cultural Landmark Overlay) zoning designation (APN 191-100- 018) located on the northwest corner of Tex Drive and Avenue 200, as set forth more specifically on said map.

SECTION 2. All ordinances and parts of ordinances in conflict herewith are hereby repealed.

SECTION 3. If any section, subsection, sentence, clause, or phrase of this ordinance is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity of the other remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance and each section, subsection, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.

ORDINANCE 2026-01

Page 2 ends

SECTION 4. Pursuant to Section 15 of the Charter of the City of Tulare, it is ordered that a summary of this ordinance be issued in a daily newspaper of general circulation in the City of Tulare for one day and that the ordinance be available in at least one public place at the City offices. This ordinance shall be in full force and effect 30 days from and after the date of its adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Tulare this 17th day of February 2026, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

Patrick Isherwood, President of the Council
and Ex-Officio Mayor
ATTEST:

Marc Mondell, City Clerk
By Melissa Wilcox, Chief Deputy City Clerk
The presence of an electronic signature certifies that the foregoing is a true and correct copy as approved by the Tulare City Council.

Passed to Print: 2/3/2026
Published:

Effective:

Staff Report
Meeting: City Council
Date: February 17, 2026
Department: Economic Development & Redevelopment
Submitted by: Jennifer Gomez, Executive Director of Economic Development & Redevelopment Agenda Title: Economic Development Updates

RECOMMENDED ACTION
Receive an update on economic development activities.

SUMMARY
Attached is the January 2026 Economic Development Bulletin identifying activities and projects that took place in the previous month highlighting four elements of economic development. • Building permits issued pertaining to residential and commercial improvements along with the total value of those improvements
• Business licenses that were issued for either new businesses, change of ownership, or businesses that failed to have a business license previously • Active projects that will have a sizeable impact on economic development • Site Plan Review projects that have been submitted to the City that could positively address commercial and residential needs
This is an informational item only and does not require any action by the City Council.

FISCAL IMPACT & FUNDING SOURCES
There is no fiscal impact associated with this action.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA).

POTENTIAL CONFLICT OF INTEREST
Staff is not aware of any conflicts of interest.

LEGAL REVIEW
This item does not require legal review.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table

ATTACHMENTS

1. January 2026 Economic Development Bulletin
Reviewed/Approved:

Item #: 6.4
Consent
TheEconomicDevelopment

BULLETIN
January2026
Building Permits
130 Building Permits - Total Valuation $10,973,316.00
Residential
Single Family, Accessory/Alterations/Additions,
Re-Roof, Photovoltaic, Patio/Porch/Carport,
Pool/Spa/Water Feature, Multifamily
Commercial
New, Alterations/Additions, Tenant
Improvements, Site Improvements, Signage
120 10
Net New Business Licenses
18 New Businesses
Business Address
Professional Team Logo Crafts 320 N. Highland St.

Sierra Trading LLC 254 N. L St.

Re-Vive Tan and Spa 1449 E. Prosperity Ave.

Ontiveros Concrete 12555 Colony Ave.

Mineral King Publishing Inc. 425 E. Kern Ave.

Limon Smog & Auto Service 1323 S. Blackstone St.

Venda Produce 265 S.West St.

Affordable Roadside Assistance 435 N. N St.

Pro Tax Solution LLC 588 E. Kern Ave.

Dream Big Children’s Center 1206 South O St.

Nicky’s Collection 330 W. Inyo Ave.

Lialys Beauty Bar 1028 N. Cherry St.

JG’s Mobile Detailing 2611 W. Alpine Ave.

Tulare Palms 1420 E. Coelho
James C Ma DDS 125 N. N St.

Taqueria Pericos 330 W. Inyo Ave.

Betan Master 472 W. Allstar Ave.

PowerCa Action 209 North N St.

Active Projects
Status of Active Projects
Project Title & Description Address
International Agri-Center Way Interchange
Construction 80% Completed
Anticipated Completion April/May 2026
Hwy 99 & International Agri-Center Way
International Agri-Center Way Extension
Design Phase - 100%
Environmental Phase
Connecting Laspina St. to Turner Dr.

Wild Oak
Single Family Residential - 83 lots
Under Construction - nearing completion
W. Pleasant Ave. btw La Dawna St. & Alpha St.

Santa Fe Trail Residential
Multi-Family Residential - 40 units
Building permits issued
North M Street & Santa Fe Trail
Ginder Apartments
Multi-Family Residential - 216 units
Plans approved
N. Retherford btw E. Cartmill Ave. & E. Corvina Ave.

Glass Avenue
Mutli-Family Residential - 54 units
Under construction
N. Retherford btw E. Cartmill Ave. & E. Corvina Ave.

Villas @ Sierra Ranch
Single Family Residential - 90 lots
Under Construction
N. Retherford btw E. Corvina Ave. & E. Leland Ave.

Sorrento
Single Family Residential - 132 lots
Under construction
SW Corner of Mooney Blvd. & Cartmill Ave.

KCOK 4, 6, 7
Single Family Residential - 95 lots
Under construction
Morrison St. btw Prosperity Ave. & Castlerock Ave.

KCOK 5 & 9
Single Family Residential - 88 lots
Under construction - nearing completion
Morrison St. btw Castlerock Ave. & Seminole Ave.

Caltrans: Hwy 99 Widening Project & Paige Ave.

Interchange
Design Phase - 30%
Farrar 2, 3, & 4
Single Family Residential - 257 lots
Under construction
Morrison St. btw Seminole Ave. & Pine Valley Ave.

Fulton Estates
Single Family Residential - 183 lots
Under construction
SW Corner of Tulare Ave. & Rd. 124
Hidden Ridge
Single Family Residential - 30 lots
Under construction
Bardsley Ave. btw Mammoth St. & Morrison St.

Mission Creek
Single Family Residential - 273 lots
Under construction
SW Corner of Bardsley Ave. & Rd. 124
Cottonwood 3
Single Family Residential - 86 lots
Under construction
SE Corner of Foster Dr. & Mooney Blvd.

Maverik Travel Center
Under Construction
Opening approximately Summer 2026
SE Corner of Hwy 99 & Cartmill Ave.

Chick-fil-A
Under Construction
Opening approximately Summer 2026
SE Corner of Hwy 99 & Cartmill Ave.

Sequoia Marketplace
Chipotle - under construction
Carwash - building permits issued
Service Station - building permits issued
NE Corner of Mooney Blvd. & Bardsley Ave.
iONNA EV
Permits issued to construct charging stations.
621 E. Prosperity Avenue
Fernandes Subdivision
Single Family Residential - 120 lots
Tentative Subdivision Map Approved
NE Corner of Paige Ave. & E Street
Hwy 99 Water Crossing
Environmental phase
Near intersection of Washington Ave. & Gem Street
on the west side of Hwy 99 and extend east to
Corvina Ave. alignment west of Retherford Street
F&C Farming
Single Family Residential - 543 lots
Under construction
SW Corner of Prosperity Ave. & Oakmore Road
Sam’s Foods Supermarket
Remodel of former R-N Market
Building permits issued
1043 E. Bardsley Avenue
Corvina Apartments
Mixed Use - 8 duplexes & commercial
Overlay Zone Approved
SW Corner of Corvina Ave. & Hillman St.

Santa Fe West
Single Family Residential - 171 lots
Tentative Map Approved
SE Corner of Zumwalt & E Street
Valov
Single Family Residential - 160 lots
Improvement Plans Approved
North of Paige Ave. & East of E St.

Lekkerkerker
Single Family Residential - 228 lots
Improvement Plans Approved
NE Corner of Paige Ave. & Pratt St.

Site Plan Review
Preliminary Site Plan Review Applications
Project Title & Description Address
American Travel Plaza
Gas station and 2 commercial buildings
900 Industrial Ave.

Family Healthcare Network
Dental Clinic
SE corner Cherry St. & Merritt Ave.

For any inquires on these projects, please reach out to:

Jennifer Gomez, MPA
Executive Director of Economic Development & Redevelopment [email protected]
559.684.4230 | C: 559.309.4726
425 East Kern Avenue, Tulare, CA 93274
Staff Report
Meeting: City Council
Date: February 17, 2026
Department: Community Services - Parks
Submitted by: Chris Orr, Community Services Director
Agenda Title: Landscape Maintenance Contractor Agreement Extension

RECOMMENDED ACTION
Authorize the City Manager, or designee, to execute the First Amendment to the Professional Landscape Maintenance Contractor agreement with BrightView Landscape Services, Inc. (Routes A and C); and execute the First Amendment to the Professional Landscape Maintenance Contractor agreement with Perfect Care Landscape & Maintenance (Routes B, D, E, and F).

SUMMARY
On December 19, 2023, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with BrightView Landscape Services, Inc. (“Contractor”) and Perfect Care Landscape & Maintenance (“Contractor”). The Agreement was approved by the City Council on December 19, 2023, for an initial two-year term beginning February 1, 2024, with the option to renew for up to three (3) additional one-year terms. The initial term of the Agreement expired on January 30, 2026, and staff desires to extend the term of the Agreement.

FISCAL IMPACT & FUNDING SOURCES
Funds are currently budgeted for this fiscal year.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA)

POTENTIAL CONFLICT OF INTEREST
Staff are not aware of any conflicts of interest.

LEGAL REVIEW
The original agreement was reviewed by Council in 2023.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table

ATTACHMENTS

1. First amendment to the agreement between the City of Tulare and Perfect Care Landscape & Maintenance for Routes A and C

2. First amendment to the agreement between the City of Tulare and BrightView Landscape Services, Inc. for Routes B, D, E, and F
Reviewed/Approved:

Item #: 6.5
Consent

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND
BRIGHTVIEW LANDSCAPE SERVICES, INC. FOR ROUTE A
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with BrightView Landscape Services, Inc (“Contractor”) for Route A.

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

D. Section 3 of the Agreement was intended to provide for the automatic renewal of the Agreement, consistent with past practice, but the Agreement’s language was unclear. Section 3 is hereby replaced with the following:

3. TERM OF AGREEMENT. The initial term of this Agreement shall be two years, from February 1, 2024 through January 30, 2026. This Agreement shall automatically renew for three (3) additional one-year (1) terms, unless prior written notice is given by one of the Parties, at least thirty (30) days in advance of Agreement expiration. Notice shall be provided as prescribed in Section 18 of this Agreement.

E. All other terms and conditions remain unchanged. It is the intention of the Parties that except for the changes explicitly listed above, all other terms and conditions of the Agreement and any other Exhibits, Attachments or Addenda thereto shall remain in full force and effect.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

BRIGHTVIEW LANDSCAPE SERVICES, INC. CITY OF TULARE
Karine Stuimer, Senior Vice President Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND
BRIGHTVIEW LANDSCAPE SERVICES, INC. FOR ROUTE C
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with BrightView Landscape Services, Inc (“Contractor”) for Route A.

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

BRIGHTVIEW LANDSCAPE SERVICES, INC. CITY OF TULARE
Karine Stuimer, Senior Vice President Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND PERFECT

CARE LANDSCAPE & MAINTENANCE FOR ROUTE B
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with Perfect Care Landscape & Maintenance (“Contractor”).

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

Perfect Care Landscape & Maintenance CITY OF TULARE
Paul and Joey Cardoza Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND PERFECT

CARE LANDSCAPE & MAINTENANCE FOR ROUTE D
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with Perfect Care Landscape & Maintenance (“Contractor”).

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

Perfect Care Landscape & Maintenance CITY OF TULARE
Paul and Joey Cardoza Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND PERFECT

CARE LANDSCAPE & MAINTENANCE FOR ROUTE E
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with Perfect Care Landscape & Maintenance (“Contractor”).

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

Perfect Care Landscape & Maintenance CITY OF TULARE
Paul and Joey Cardoza Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk

FIRST AMENDMENT TO THE PROFESSIONAL LANDSCAPE MAINTENANCE

CONTRACTOR AGREEMENT BETWEEN THE CITY OF TULARE AND PERFECT

CARE LANDSCAPE & MAINTENANCE FOR ROUTE F
A. On February 1, 2024, the City of Tulare (“City”) entered into a Professional Landscape Maintenance Contractor Agreement (“Agreement”) with Perfect Care Landscape & Maintenance (“Contractor”).

B. The City desires modifications to the Agreement.

C. “Parties” shall refer to the City and Contractor collectively.

NOW, THEREFORE, the Parties have executed this Amendment as of February 17, 2026.

Perfect Care Landscape & Maintenance CITY OF TULARE
Paul and Joey Cardoza Marc Mondell, City Manager

APPROVED AS TO FORM ATTEST
Mario U. Zamora, City Attorney Marc Mondell, City Clerk By: Melissa Wilcox
Chief Deputy City Clerk
Staff Report
Meeting: City Council
Date: February 17, 2026
Department: City Manager
Submitted by: Marc Mondell, City Manager
Agenda Title: Consideration of Termination of Agreement with TCCAD

RECOMMENDED ACTION
Direct staff to proceed with consolidating fire and police dispatch operations at the Tulare Police Department; and authorize the City Manager, at the appropriate time, to issue a 90-day notice of termination of the current agreement with Tulare County Consolidated Ambulance Dispatch (TCCAD) for fire dispatch services.

SUMMARY
The City of Tulare has contracted with TCCAD for fire and emergency medical dispatch services since April 2011. The current agreement, renegotiated in October 2024, is set to expire on June 30, 2027.

During the 2024 negotiations, the City requested certain revisions recommended by Matrix Consulting Group to improve efficiency and reduce call transfer times (average of 41 seconds), which can be critical in emergency response. TCCAD declined these revisions, citing its primary focus on ambulance dispatch and providing fire dispatch only as a courtesy to the City.

Section IV of the agreement allows either party to terminate with 90 days’ written notice.

Staff are awaiting funding implementation guidance from the federal government. Simultaneously, staff are planning for the necessary facility and technology upgrades, and for operational readiness. Staff anticipate a transition period of roughly one year to complete the dispatch remodel, operational testing, and final transfer of calls for service from TCCAD to the City. During this time, staff will coordinate closely with TCCAD to maintain continuity of service until the new system is live.

FISCAL IMPACT & FUNDING SOURCES
The City has secured $579,150 in federal funding to support the consolidation project. Additional costs associated with remodeling and implementation will be addressed in future budget actions.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA).

POTENTIAL CONFLICT OF INTEREST
Staff is not aware of any conflicts of interest.

Item #: 7.1
General Business

LEGAL REVIEW
This item does not require legal review.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table

ATTACHMENTS
None
Reviewed/Approved:

Staff Report
Meeting: City Council
Date: February 17, 2026
Department: General Services
Submitted by: Manny Correa, General Services Director
Agenda Title: Revised Emergency Shelter Operator Agreement

RECOMMENDED ACTION
Review a revised emergency shelter service agreement with Lighthouse Rescue Mission (“LRM”) regarding the City’s emergency shelter project for the term May 1, 2026, through April 30, 2027.

SUMMARY
On January 20, 2026, City Council reviewed the draft emergency shelter service agreement along with Exhibit A (Scope of Work, Budget, and Policies) and provided staff with several requested revisions which staff has addressed as follows:

2. Add language further qualifying Operator’s experience and credentials in the Recitals. (See Agreement revision Recital A)

3. Make it clear that LRM is an Independent Contractor and not operate in legal partnership with the City. (See Agreement revision Recital F)

4. Clarify how many staff members, salary, and benefits provided at what cost. (See Budget)

5. Identify the Operator fee $300,000 and upfront provision of working capital (i.e., $250,000 three months payroll) in the agreement. (See Agreement revision 4A)

7. Add a definition of Interim Housing. (See revision Exhibit A (6))

8. Add language on policy and procedure for removing guests, clarify no tenancy rights. (See revision Exhibit A (3))

10. Add language the maximum annual City contribution shall be in accord with the annual adopted budget unless otherwise approved by City Council. (See Agreement revision 4A)

11. Clarify in the agreement what the City shall pay for directly and what the City will be billed for by the Operator. (See Agreement revision 4A and Budget)
Item #: 7.2
General Business

12. Replace the 75% of budget goal with the City and Operator will work in good faith to reduce costs. (See revision Exhibit A (F))

15. Clarify that it is the Operator who is responsible for ordering, purchasing, picking up, and ensuring the provision of adequate dog food. (See Exhibit A (4) Unchanged)

FISCAL IMPACT & FUNDING SOURCES
The General Services Department, in conjunction with City Management and the shelter’s operator, may refine the preliminary budget as necessary to adjust the fiscal impact.

Obligation and expenses for the first year of shelter operations will largely begin in the next fiscal year (2026) and continue into Fiscal Year 2027.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA).”

POTENTIAL CONFLICT OF INTEREST
Staff is not aware of any conflicts of interest.

LEGAL REVIEW
The City Attorney’s Office reviewed the emergency shelter service agreement. The Emergency Shelter service agreement presented to the City Council is consistent with the recommendations received from the City Attorney.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table
If the emergency shelter operator terms sheet is not ultimately approved, then City staff and the proposed primary service provider/operator Lighthouse Rescue Mission may pause planning efforts and delay the execution of a final and comprehensive shelter operator agreement and revised budget.

ATTACHMENTS

1. Emergency Shelter Service Agreement

2. Exhibit A (Scope of Work and Budget)

3. Tulare Cares Emergency Shetler Policy and Procedures Reviewed/Approved:

Page 1 of 17 ends

AGREEMENT TO PROVIDE EMERGENCY SHELTER SERVICES
This Agreement to Provide Emergency Shelter Services (“Agreement”) is made and entered into this 1st day of May, 2026, by and between the City of Tulare, a municipal corporation (“City”), and Lighthouse Rescue Mission, a California nonprofit corporation qualified to do business in good standing in the State of California (“Provider”).

RECITALS
A. Provider represents to City that it has been in operation for twenty years with a focus over the past eight years in emergency homeless shelter operations.

B. Provider represents to City that its employees, agents, and volunteers are specially trained, experienced, licensed, and competent to perform the services which will be required by this Agreement.

C. Provider represents to City that it possesses the skill, experience, ability, background, certification, and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

D. City desires to retain Provider to render services related to the operation of the Tulare Emergency Shelter Campus (“Shelter”) located at the Hillman Health Center as set forth in this Agreement.

E. Provider is a faith-based organization which may from time-to-time sponsor or support religious activities at the Shelter, but under no circumstances will participation by Shelter guests in such activities be mandatory or be made a condition of occupancy or use of the Shelter.

F. City deems it desirable and necessary to use the services of Provider to provide services at the Shelter on a contract basis, as an independent contractor and that there is no actual or implied partnership therein.

G. Performance of the services described in this Agreement will be of benefit to City and in the public interest.

NOW THEREFORE, in consideration of the mutual covenants set forth herein for such other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows:

1. Retention of Provider. Subject to the terms and conditions set forth herein, City retains Provider to perform the services identified in this Agreement, as an independent contractor and Provider hereby accepts this independent contractor appointment.

2. Scope of Services and City Responsibilities.
a. Provider shall perform the services (“Services”) described in Exhibit “A” – Scope of Services and Responsibilities, attached hereto and incorporated herein by this reference (“Exhibit A”).

To the maximum extent possible, the terms of the body of this Agreement and Exhibit “A” shall be interpreted so they are consistent; however, if there is a direct and irreconcilable conflict between the text of this Agreement and Exhibit “A”, the text of this Agreement shall control. b. City shall have the responsibilities described in Exhibit “A.” c. Provider shall cooperate with City and City staff in the performance of the Services hereunder.

Page 2 of 17 ends

d. Provider shall perform the Services hereunder in a manner consistent with the level of competency and standard of care normally observed by a person or entity practicing in Provider’s profession. City has relied upon the professional skill, experience, ability, background, certification and knowledge of Provider as a material inducement to enter into this Agreement. Provider hereby agrees to provide all services under this Agreement in accordance with generally accepted professional practices, as well as the requirements of applicable federal, state and local laws, codes, ordinances and regulations in effect at the time this Agreement is executed, it being understood that acceptance of Provider’s work by City shall not operate as a waiver or release. Provider shall correct any and all errors and/or omissions, which arise out of Provider’s negligence or intentional misconduct, in the performance of Services upon City’s request and at no cost or expense to City.
e. Provider shall assign only competent personnel to perform the Services hereunder. In the event that any of Provider’s personnel assigned to perform services under this Agreement become unavailable, Provider shall be responsible for timely provision of adequately qualified replacements.

3. Term. The term of this Agreement shall be three (3) fiscal years, commencing on May 1, 2026, and ending on April 30, 2029, unless terminated earlier as herein provided below. This term of this Agreement may be extended upon by mutual written agreement executed by both parties.

4. Compensation.
a. City shall use federal, state, and local grants, as well as local General Fund Measure “Y” revenue, among other sources to disburse funds to Provider for personnel and operating expenses provided hereunder, in a sum not to exceed the budget as described in Exhibit “A” including upfront working capital and Operator fee unless otherwise approved by the City’s Council during the term hereof.
b. City and Provider acknowledge that the City will pay for the procurement of goods and services in accord with the adopted annual budget. City and Provider further acknowledge that the City reserves the right to pay for such goods and services directly or through Provider. City and Provider agree to work in good faith to obtain such goods and services at the lowest possible cost (i.e., including donations) and therefore the party responsible for such procurement may change from time to time. Except to the extent expressly provided for herein, all other costs/expenses incurred by Provider hereunder shall be the sole responsibility and liability of Provider.
c. Payment by City under this Agreement shall not be deemed a waiver of errors, even if such errors were known to the City at the time of payment.

5. Method of Payment. Provider shall submit quarterly payroll reports to the City to request reimbursement. City shall pay Provider no later than sixty (60) calendar days after submitting confirmation. Provider shall submit all complete and accurate invoices for work provided by outside vendors for review by the City. The Provider shall have authorizing signature rights for incoming invoices. City shall pay vendor no later than sixty (60) calendar days after the date of submitting an invoice for completed tasks and approval of the invoice by City staff.

6. Extra Work. At any time during the term of this Agreement, City may request that Provider perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Services, but which are not included in Exhibit

Page 3 of 17 ends

“A”. Extra work will be performed on terms agreed upon in writing by Provider and City. Provider shall not perform, nor be compensated for Extra Work without prior written authorization from City.

7. Default and Termination.
a. Default. The parties agree that each of the following shall constitute an “Event of Default” for purposes of this Agreement:

1. Provider’s use of City funding for purposes other than in pursuit of the Services.

2. Provider’s failure to obtain and maintain the insurance coverage required under this Agreement.

3. Except as otherwise provided in this Agreement, the failure of Provider to punctually and properly perform any material condition, covenant, warranty, or representation contained in this Agreement including, without limitation, the following:
i. Any representation, warranty, or certificate given or furnished by or on behalf of Provider shall prove to be materially false as of the date of which the representation, warranty, or certification as given, or that Provider concealed or failed to disclose a material fact to City.
ii. Provider filing, or having filed against it, a petition of bankruptcy, insolvency, or similar law, state or federal, of filing any petition or answer seeking, consenting to, or acquiescing in any reorganization, arrangement, composition, readjustment, liquidation, dissolution or other similar relief, where such petition shall not have been vacated within fourteen (14) days; iii. A receiver, trustee, or liquidator being appointed for Provider or any substantial part of Provider’s assets or properties, and not removed within fourteen (14) days;
iv. Provider’s failure, inability, or admission in writing of its inability to pay debts as they become due;
v. Provider’s failure to provide the Services set out in Exhibit A to this Agreement.

4. Except as otherwise provided in this Agreement, the failure of City to punctually and properly perform any material condition, covenant, warranty, or representation contained in this Agreement, including, without limitation, the following:
i. City filing, or having filed against it, a petition of bankruptcy, insolvency, or similar law, state or federal, or filing petition or answer seeking, consenting to, or acquiescing in any reorganization, arrangement, composition, readjustment, liquidation, dissolution or other similar relief, where such petition shall not have been vacated within fourteen (14) days; ii. A receiver, trustee, or liquidator being appointed for City or any substantial part of City’s assets or properties, and not removed within fourteen (14) days; iii. City’s failure, inability, or admission in writing of its inability to pay debts as they become due;

Page 4 of 17 ends

iv. Provider’s failure to perform the responsibilities set out in Exhibit A to this Agreement.
b. Written Notice and Cure Period. Should either party default in the performance of this Agreement, the non-defaulting party shall provide written notice to the defaulting party of any event of default, by specifying the nature of the event or deficiency giving rise to the default, and the action required to cure the deficiency, if any action to cure is possible. The defaulting party shall have a thirty (30) day period to cure the default(s) indicated in the written notice provided by the non-defaulting party, provided however, that if such failure cannot be remedied in such time, the defaulting party shall have an additional thirty (30) days to remedy such failure so long as the defaulting party is diligently and in good faith pursuing such remedy. c. Termination for Cause. Upon the happening of an event of default and a failure to cure said event of default within the specified time period, this Agreement may be terminated by the nondefaulting party immediately upon written notice to the defaulting party and City’s obligation to disburse funds to Provider shall terminate. Upon termination for cause, City may withhold compensation due to Provider to reimburse City for any losses, damages, or expenses caused by Provider’s default.
d. Termination without Cause. This Agreement may be terminated by City without cause upon thirty (30) days’ written notice of termination to Provider. Upon such termination, Provider shall be entitled to compensation for Services performed up to the effective date of termination. e. Return of City Funds and Property. Immediately upon termination hereof, Provider shall return to City any and all unearned payments and all properties and materials in the possession of Provider at the time of termination that are owned by City. f. Remedies. In the event of any termination of this Agreement, either party may exercise any right or remedy, in law or equity, which may be available to it under this Agreement and applicable laws of the State of California. No remedy or election hereunder shall be deemed exclusive but shall, wherever possible, be cumulative with all other remedies at law or in equity.

8. On-Site Monitoring. Authorized representatives of City shall have the right to monitor Provider’s performance under this Agreement. Such monitoring may include inspection activities, review of records, and attendance at meetings. Provider shall reasonably make its facilities, books, records, reports and accounts available for City’s inspection in pursuit hereof.

9. Records, Reports, Inspection, and Audit.
a. Provider shall work with City annually to prepare a yearly funding plan to refine and project personnel, operating, and other expenses as well as to identify and secure the necessary philanthropic contributions, sponsorships, and competitive and/or direct allocation grants at the state and/or federal level. Provider shall further submit recommendations and/or modifications associated with all Operations, Maintenance and Capital Budgets to City as part of City’s budget process.
b. Provider shall maintain a payroll account with a balance not to exceed three months of anticipated payroll expenses and provide City with documentation to maintain budget records during the applicable fiscal year.
c. Provider shall be accountable to City for all funding disbursed by City pursuant to this

Page 5 of 17 ends

Agreement. City shall have the right at all reasonable times to inspect or perform an audit, in accordance with this Section 9, of Provider’s books, records, reports, and accounts pertaining to the Services or this Agreement and for up to three (3) years after the expiration or termination of this Agreement. Provider shall maintain separate and segregated books and records for the Services using generally accepted accounting principles. Provider agrees to maintain books, records, reports, and accounts that accurately and fully show the date, amount, purpose and payee of all expenditures paid from City disbursements for not less than three (3) years after the expiration or earlier termination of the Agreement. For purposes of this Section, “books, records, reports, and accounts” include, without limitation, plans, drawings, specifications, ledgers, journals, statements, contracts/agreements, funding information, purchase orders, invoices, loan documents, correspondence, memoranda and electronically stored versions of the foregoing.
d. All costs shall be supported by properly executed payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining to this Agreement, and they shall be clearly identified and readily accessible.
e. Provider, at such times and in such forms as City may require, shall furnish to City such books, records, reports, and accounts as City may reasonably request, pertaining to matters covered by this Agreement.
f. All books, records, reports, and accounts prepared by and for Provider in the course of implementing this Agreement shall become the property of City upon expiration or termination of this Agreement. City shall have the sole right to use such materials in its discretion without further compensation to Provider. However, City’s use of such books, records, reports, and accounts for other projects without the prior written authorization of Provider will be at City’s sole risk. City shall indemnify and hold harmless Provider from all claims or damages arising out of any unauthorized reuse of the books, records, reports, and accounts.

10. City-Owned Vehicle Operation and Driving Records.
a. Throughout the term of this Agreement, Provider shall designate employees and/or agents of Provider (“Provider Representative(s)”) who may operate City-owned vehicles. Provider Representatives who are to operate a City-owned vehicle must maintain a valid driver’s license and clean driving record, consistent with requirements applicable with to City employees. Prior to the operation of a City-owned vehicle by any Provider Representative, Provider shall provide City such documentation as required by City to verify the clean driving record of each Provider Representative.
b. Any Provider Representative operating a City-owned vehicle shall comply with all training requirements established by City and shall adhere to all applicable City policies, procedures, and directives governing the use and operation of City-owned vehicles. c. A Provider Representative shall not operate City-owned vehicles until Provider receives written approval from the City authorizing such Provider Representative to operate Cityowned vehicles. d. Provider agrees to immediately notify City in writing of any changes to a Provider Representative’s license status (suspension, revocation, restrictions) or any traffic

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convictions/accidents within ten (10) days of such change. e. Any motor vehicle accident, collision, or incident involving a City-owned vehicle operated in connection with this Agreement shall be reported to the City in writing within twenty-four (24) hours of such accident, collision, or incident, regardless of fault. Failure to comply with such reporting requirement shall constitute a material breach of this Agreement. f. Provider, or the Provider Representative shall bear the sole responsibility for any and all toll citations, parking violation fees, traffic fines, or other violation fees or citations incurred while operating a City-owned vehicle. Provider agrees to notify City in writing of any toll citations, parking violation fees, traffic fines, or other violation fees or citations incurred while a Provider Representative is operating a City-owned vehicle within twenty (24) hours. g. Provider shall maintain City-owned vehicles used by Provider in clean, working order and shall not cause excessive wear and tear to such City-owned vehicles. City shall maintain responsibility for performing maintenance work on City-owned vehicles. Provider agrees to immediately notify City in writing of any maintenance issues and shall provide such Cityowned vehicle to City for maintenance upon City’s request. h. Under no circumstances may a Shelter guest or resident be permitted to operate a City-owned vehicle. Failure to comply with such restriction shall constitute a material breach of this Agreement.

11. Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to use, modify, or reuse any copyrights, designs, and other intellectual property embodied in plans, specifications, books, records, reports, accounts, and other documents prepared by Provider under this Agreement.

12. Confidentiality. All information and documents created by or provided to Provider in connection with this Agreement shall be held confidential by Provider and shall not be used for any purpose other than the performance of Services under this Agreement.

13. Nondiscrimination. Provider represents and warrants that it will not employ discriminatory practices in the provision of the Services, employment of personnel, or in any other respect on the basis of race, color, creed, religion, sex, sexual preference, national origin, ancestry, ethnicity, age, marital status, status as a veteran or veteran with disabilities, medical condition, or physical condition. All nondiscrimination rules or regulations required by law to be included in this Agreement and incorporated herein by this reference.

14. Insurance.
a. Provider, at Provider’s own cost, shall procure and maintain in full force and effect, for the duration of this Agreement, all policies of insurance required hereunder with an insurance company(ies) admitted by the California Insurance Commissioner to do business in the State of California and with a current A.M. Best’s rating of no less than A-VII. The following policies of insurance are required.
b. Workers’ Compensation Coverage as required by the State of California, with Statutory Limits

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1. Employer’s Liability Insurance with minimum limits of liability of no less than One Million Dollars ($1,000,000.00) per accident or disease.

2. Commercial General Liability (“CGL”) Coverage as broad as Insurance Services Office (ISO) CG 00 01, with minimum limits of liability of no less than Two Million Dollars ($2,000,000.00) per occurrence, general aggregate limit of no less than Four Million Dollars ($4,000,000.00), and Two Million Dollars ($2,000,000) products and completed operations aggregate limit. The policy shall include a per project or per location general aggregate endorsement. If a per project/location endorsement is not available, the limit for the general aggregate shall be doubled.

3. Automobile Liability Coverage for City-owned vehicles using ISO CA 00 01 (or equivalent), with a limit of liability no less than One Million Dollars ($1,000,000.00) each accident for bodily injury and property damage.
c. Provider shall be responsible for payment of any deductibles contained in any insurance policies required hereunder and Provider shall also be responsible for payment of any selfinsured retentions. Any deductibles or self-insured retentions. At no time shall City be responsible for the payment of any deductibles or self-insured retentions. d. All policies of insurance required hereunder shall be endorsed to provide that the coverage shall not be cancelled, non-renewed, reduced in coverage or in limits except after thirty (30) day calendar written notice has been given to City.
e. The CGL and Automobile Liability insurance policies shall be written on an occurrence form and shall name City and its officers, officials, agents, employees, and volunteers as additional insureds.
f. Provider’s insurance coverage shall be primary coverage. Any insurance maintained by City shall be in excess of Provider’s insurance and shall be non-contributory. The Workers’ Compensation insurance policy shall contain a waiver of subrogation as to City, its officers, officials, agents, employees, and volunteers.
g. Provider shall furnish City with all certificate(s) and applicable endorsements effecting coverage required hereunder. All certificates and applicable endorsements are to be received and approved by City’s City Manager or his/her designee. Upon request of City, Provider shall immediately furnish City with a complete copy of any insurance policy required under this Agreement, including all endorsements, with said copy certified to be a true and correct copy of the original policy.
h. City’s City Manager or his/her designee may make reasonable increases to the insurance requirements provided for in this Section 14 provided City’s City Manager or his/her designee determines that such adjustment is in City’s best interest. i. If Provider maintains higher limits than the minimum limits of liability provided for in this Section 13, City requires and shall be entitled to coverage for the higher minimum limits of liability maintained by Provider.
j. The fact that insurance is obtained by Provider shall not be deemed to release or diminish the liability of Provider including without limitation, liability under the indemnity provisions of this Agreement. The duty to indemnify City, its officers, officials, agents, employees, and volunteers, shall apply to all claims and liability regardless of whether any insurance policies

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are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Provider.
k. If at any time during the term of this Agreement, Provider fails to maintain the required insurance in full force and effect, all work under this Agreement shall be discontinued immediately, and all payments due or that become due to Provider shall be withheld until notice is received by City that the required insurance has been restored to full force and effect and that the premiums therefore have been paid for a period satisfactory to City. Any failure to maintain the required insurance shall be an event of default under this Agreement. l. If Provider should subcontract all or any portion of the Services to be performed under this Agreement, Provider shall require each subcontract to provide an indemnification and defense obligation at least as broad as Section 15 herein, and insurance protection in favor of City, its officers, officials, agents, employees, and volunteers in accordance with the terms of each paragraph of this Section 14 except that the subcontractors’ certificates and endorsements shall be on file with Provider and City prior to the commencement of any work by the subcontractor.

15. Indemnification. To the fullest extent allowable by law, Provider agrees to indemnify, defend and hold harmless the City and Tulare County, its officers, officials, agents, employees and volunteers from and against all claims, demands, actions, injuries, liabilities, losses, costs or damages, direct or indirect, and any and all attorneys’ fees and other expenses which City and Tulare County or its officers, officials, agents, employees, and volunteers may sustain or incur as a consequence of or are in any way related to Provider or its owners, directors, officers, managers, employees, agents and subcontractor’s willful or negligent acts or omissions in the performance of the Services and Provider’s responsibilities and obligations to be performed under this Agreement or its failure to perform or comply with any of its obligations or responsibilities contained in this Agreement; excluding, however, such liability, claims, losses, damages or expenses arising from City’s or Tulare County’s sole or active negligence or willful acts. This duty to indemnify, defend, and hold harmless shall survive termination of this Agreement.

16. Independent Contractor Status. In furnishing the Services required by this Agreement, Provider and City agree that Provider is an independent contractor and no employer/employee relationship shall in any way whatsoever be deemed to exist between Provider and City, and that any provisions in this Agreement which may appear to give City the right to direct Provider as to the details of the doing of any work to be performed by Provider hereunder, or to exercise a measure of control over said work, shall be deemed to mean, and shall mean, that Provider shall follow the desires of City in the results of the work only and not in the means whereby said work is to be accomplished, and that Provider shall use its own discretion and shall have complete and authoritative control over the work and to the details of the doing of the work. It is expressly agreed that City’s exercise of inspection and control of the work being performed, as is necessary to accomplish the foregoing, shall in no case be construed as controlling the performance of the work of Provider in such a manner as to sever the independent contractor relationship.

17. Interest of Provider. Provider and its shareholders covenant and represent that they do not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by Provider’s performance of the Services hereunder. Provider and its shareholders further covenant and represent that in the performance of the Services hereunder, to the best of its knowledge, no person having any such

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interest shall perform any Services under this Agreement.

Further, Provider and its shareholders are not a designated employee within the meaning of California’s Political Reform Act (FPPC Reg. Sec. 18700, et seq.) because Provider:
a. will conduct research and arrive at conclusions with respect to rendition of information, advice, recommendation or counsel independent of the control and direction of City or of any City official, other than normal agreement monitoring; and
b. possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation or counsel.

18. Professional Ability of Provider. City has relied upon Provider’s representations regarding its training and professional ability to perform the Services hereunder as a material inducement to enter into this Agreement. Provider shall therefore provide properly skilled personnel to perform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be Lighthouse Rescue Mission who shall not be replaced without the prior written consent of City.

19. Compliance with Laws. Provider shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws, codes, ordinances and regulations in effect at the time this Agreement is executed. In addition, if the request for proposal to provide professional services which are the subject of this Agreement cites any federal or state financial assistance involved in the project for which the Services are provided, Provider shall perform all services in accordance with all applicable federal and state laws, rates and regulations in effect at the time this Agreement is executed.

20. Licenses. Provider represents and warrants to City that it has all licenses, permits, qualifications, and insurance which are legally required of Provider to lawfully and competently perform the Services. Provider represents and warrants to City that Provider shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, and insurance which are legally required of Provider to lawfully and competently perform the Services.

Provider shall also maintain a City of Tulare business license at all times during the term of this Agreement.

21. Assignment and Subcontracting. Provider and City recognize that a substantial inducement to City for entering into this Agreement is the reputation, experience and competence of Provider.

Assignments of any or all rights, duties or obligations of the Provider under this Agreement will be permitted only with the prior express written consent of the City, which will not be unreasonably withheld. Provider shall not subcontract any portion of the Services to be performed under this Agreement without the prior express written consent of the City, which will not be unreasonably withheld. If City consents to such subcontract, Provider shall be fully responsible to City for all acts or omissions of the subcontractor. Provider understands and agrees that all obligations and prohibitions imposed on Provider pursuant to this Agreement are equally applicable to each and every subcontractor providing services through Provider under this Agreement, and Provider shall assure that such subcontractors comply with such obligations and prohibitions. Nothing in this Agreement shall: (i) create any contractual relationship between City and subcontractor; (ii) create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor; (iii) or relieve Provider of any of its obligations and responsibilities under this Agreement.

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22. Attorneys’ Fees, Jurisdiction, and Venue. If an action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees and legal expenses, in addition to any other reasonable relief to which such party may be entitled. For purposes of this Agreement, “attorneys’ fees” and “legal expenses” include, without limitation, paralegals’ fees and expenses, attorneys, consultants’ fees and expenses, expert witness fees and expenses, and all other expenses incurred by the prevailing party’s attorneys in the course of the representation of the prevailing party. With respect to any suit, action or proceeding arising out of or related to this Agreement, or the documentation related hereto, the parties hereby submit to the jurisdiction and venue of the Superior Court for the County of Tulare, State of California for any proceeding arising hereunder.

23. Sole and Only Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the matters set forth herein and contains all of the covenants and agreements between the parties regarding said matters. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or in writing, have been made by any party or anyone acting on behalf of any party which are not embodied in this Agreement and no other agreement, statement or promise shall be valid or binding.

24. Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.

25. Binding Effect. Upon execution of this Agreement by the parties, it shall be binding upon, and shall inure to the benefit of, all parties, and each parties’ respective heirs, successors, assigns, transferees, agents, employees, and representatives.

26. Amendment. No change, amendment, or modification of this Agreement shall be valid unless the same be in writing and signed by the parties hereto.

27. Governing Law. This Agreement shall be construed and governed pursuant to the laws of the State of California.

28. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement. No provision of this Agreement may be waived unless in writing and signed by the parties to this Agreement. Waiver of any one provision herein shall not be deemed to be a waiver of any other provision herein.

29. Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE (“JAMS”) or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.

30. Prohibited Interests. Provider maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Provider, to solicit or secure this Agreement. Further, Provider warrants that it has not paid nor has it agreed to pay any

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company or person, other than a bona fide employee working solely for Provider, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or result from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

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

32. Notice. Except as otherwise expressly provided herein, any notice, consent, authorization or other communication to be given hereunder shall be in writing and shall be deemed duly given and received when delivered personally, when transmitted by facsimile or e-mail if receipt is acknowledged by the addressee, one business day after being deposited for next-day delivery with a nationally recognized overnight delivery service, or three business days after being mailed by first class mail, charges and postage prepaid, property addressed to the party to receive such notice at the last address furnished for such purpose by the party to whom notice is directed and addressed as follows:

Marc Mondell ________________________
City of Tulare Lighthouse Rescue Mission
411 East Kern Ave ________________________
Tulare, CA 93274 ________________________

33. Headings. The section headings in this Agreement are for convenience and reference only and shall not be construed or held in any way to explain, modify or add to the interpretation or meaning of the provisions of this Agreement.

34. Counterparts. This Agreement may be executed in counterparts, each of which when executed and delivered will be deemed an original, and all of which together will constitute one instrument. The execution of this Agreement by any party hereto will not become effective until counterparts hereof have been executed by each of the parties hereto.

35. Interpretation. The parties acknowledge that this Agreement in its final form is the result of the combined efforts of the parties and that, should any provision of this Agreement be found to be ambiguous in any way, such ambiguity shall not be resolved by construing this Agreement in favor of, or against any party, but rather by construing the terms in accordance with their generally accepted meaning.

Attachments: Exhibit “A” – Scope of Services and Responsibilities IN WITNESS WHEREOF, the parties have executed this Agreement effective on the day and in the year first set forth above.

CITY OF TULARE LIGHTHOUSE RESCUE MISSION

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By: ____________________________ By: ____________________________

MARC MONDELL
City Manager Name: _________________________
ATTEST Title: __________________________
By: ____________________________

MELISSA WILCOX
Chief Deputy City Clerk

APPROVED AS TO FORM
By: ____________________________
MARIO U. ZAMORA
City Attorney

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EXHIBIT “A”

SCOPE OF SERVICES AND RESPONSIBILITIES
This Exhibit “A” outlines the services to be performed by Lighthouse Rescue Mission (“Provider”) and the responsibilities of the City of Tulare (“City”) for the operation of the Tulare Emergency Shelter Campus located at the Hillman Health Center (“Shelter”).

A. OVERALL SCOPE OF WORK

1. Facility Operation: Provider shall operate an up to 200-bed emergency shelter facility with congregate and non-congregate sleeping and dwelling quarters on a 24-hour, 365-day basis for eligible individuals and families experiencing homelessness. The parties acknowledge the Shelter can house up to 400 beds but that the bed count shall only increase above 200 beds by City Council approval.

2. Low-Barrier Access: Provider shall accept all individuals and families who are willing to comply with established guidelines, ensuring immediate and low-barrier access to shelter.

3. Tulare First Policy: Provider shall reserve 75% of beds (approx. 150 beds) for unhoused individuals with a tie to City, which includes registered guests of City’s temporary encampment area and current or past recipients of City’s encampment resolution funding program and those who were born in City, have family members residing in City, or graduated school in City. The remaining 25% (up to 50 beds) shall be reserved for unhoused individuals with a tie to Tulare County.

Individuals with no ties to either City or Tulare of Tulare will be referred elsewhere.

4. Guest Intake and Assessment: Provider will establish a universal intake process for all prospective guests of the Shelter, which will include a separate plan with the County of Tulare to fulfill referral and occupancy requirements. This universal intake process shall include performing assessments like the VI-SPDAT and an Individual Goals Identification Tool (IGIT) for each guest within seventy-two (72) hours of enrollment, in ninety (90) day increments, and upon discharge to understand their needs and create a plan. All assessment data, except the VI-SPDAT which is maintained in the regional HMIS, will be kept in a central database maintained by Provider.

Additional and/or supplemental assessments may also be performed by other partners engaging Shelter guests in the field and/or within the Shelter.

5. On-Site Services and Programming: Provider shall design and implement a range of on-site services for all guests, including but not limited to:
a. Intake, Registration, and Needs Assessment.
b. Case Management for social, medical, and behavioral health services. c. Life Skills and Peer Support.
d. Housing Navigation services to facilitate exits to interim or permanent housing.

6. Interim Housing: Provider shall manage, by referral, sixteen (16) 350 sq. ft. modular units on the Shelter premises intended for interim housing for specific guest populations, such as families or those with identified behavioral health needs who are working with a case manager. Interim Housing is defined as a temporary, low-barrier, and supportive bridge solution designed to quickly move people from street homelessness into stable, short-term housing while they wait for permanent housing.

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7. On-Site/Off-Site Services. Provider shall establish informal and formal relationships independently or through City with other organizations, including public agencies and for-profit entities, to provide on-site and/or off-site services and clinical care for Shelter guests.

B. GUEST PARTICIPATION LEVELS
Provider shall manage dwelling quarters and amenities based on three voluntary participation levels:

1. Entry Level: This is the low-barrier entry point. Guests who agree to basic rules will be admitted with their vehicle, pet, and personal items and shall have access to all basic services (meals, showers, security, etc.). Guests in the “Entry Level” will be free to come and go as they please, but will only be provided meals if present at established times.

2. Participation Level: Guests who voluntarily participate in programs may receive additional benefits like increased privacy or personal space in exchange for voluntary part-time assistance with property maintenance, gardening, or other duties.

3. Recovery Level: Guests who graduate from the Participation Level may receive further benefits, such as private quarters, in exchange for voluntary participation in off-premises paid part-time job placements with the City or partner businesses.

Provider has the authority to place a Shelter guest into any level of residency based on their need, aptitude, and availability assuming voluntary agreements. Provider shall prepare an operations plan and related policies and procedures for approval by City and the County of Tulare. Provider shall also prepare a personal hygiene and supply plan along with related policies and procedures for approval by City.

C. DIVISION OF RESPONSIBILITIES
The following outlines the specific responsibilities of Provider and City.

1. Food Services
● City Responsibilities:
○ Process invoices from Provider and other food service contractors. ○ Secure and manage partnerships and donations for food service. ○ Coordinate the delivery of large shipments of supplemental dry goods, fresh fruits, vegetables, and dairy products as donations.
○ Establish services to transport food donations from third-party providers to the Shelter. ○ Purchase and maintain all kitchen equipment, including replacements or substantial repairs.
● Provider Responsibilities:
○ Staff, train, and operate a food service team to provide two (2) warm meals daily for up to 200 guests, plus snacks and beverages.
○ Order and stock all food and kitchen supplies and organize all donations. ○ Clean and maintain all food storage areas, kitchen equipment, and supplies.

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2. Maintenance and Utilities
● City Responsibilities:
○ Perform capital maintenance to all buildings and physical amenities (e.g., roofs, fixed equipment).
○ Manage exterior landscaping and fencing.
○ Handle off-campus waste removal and pest control.
○ Pay for water and sewer utilities.
○ Manage laundry services for bedding, towels, and participant laundry. ● Provider Responsibilities:
○ Conduct minor repairs for all equipment and facilities, including painting. ○ Pressure wash walkways and common guest areas.
○ Replace air filters and lighting as needed.
○ Set up and pay for all other utilities, including electricity. ○ Conduct oversight of guest usage of laundry room, stock and provision laundry detergent and other supplies.
○ Perform maintenance of all washing machines and dryers.

3. Security, Safety, Guest Removal, and Sanitation
● City Responsibilities:
○ Establish services to assist in transporting individuals experiencing homelessness along with their animals and personal items to the Shelter.
○ Provide walkthroughs and potentially a stationed team of plain-clothes police officers to build trust and maintain order.
○ Provide staffing support from the General Services Department for emergency and safety planning.
○ Plan, install, and assist with the maintenance of the security system, including cameras, metal detectors, and lighting.
● Provider Responsibilities:
○ Develop and implement a comprehensive safety plan for guests and all on-site personnel. ○ Establish a policy clarifying that guests do not have tenancy rights and outlining the procedure for removal and appeal therein.
○ Establish a policy outlining expectations regarding guest sanitation and storage of personal items.
○ Upon guest abandonment of personal items the Provider shall retain such items in accord with State law and then contact City personnel for disposal.

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4. Animal Control
● City Responsibilities:
○ Source and manage the provision of limited veterinary services (e.g., spay/neuter, vaccinations) for guests’ dogs.
● Provider Responsibilities:
○ Source and maintain an appropriate amount of food, equipment, and cleaning supplies for guests’ dogs.
○ Oversee and clean the individual portable kennels and the dedicated dog space daily. ○ Manage adherence to all pet-related protocols among guests, including a limit of one pet per guest.

5. Financial Management
● City Responsibilities:
○ Create the operating budget and funding plan.
○ Review and process all invoices.
○ Serve as the grants administrator for all competitive and/or direct allocation state and federal awards.
○ Identify and secure philanthropic contributions and grant funding. ○ Prepare monthly expenditure and reconciliation reports for City Management and City Council.
● Provider Responsibilities:
○ Assist with the development of the annual operating budget and funding plan. ○ Prepare complete and accurate invoice packages.
○ Prepare and submit payroll statements on a monthly basis. ○ Maintain a payroll account with a balance not to exceed one-and-one-half months of anticipated payroll expenses.
○ Leverage staff to develop and implement a financial management plan and accounting approach for personnel and operating expenses.
○ Identify and secure sponsors, donations, and other in-kind contributions.

D. STAFFING AND TRAINING

1. Staffing Plan: Provider shall prepare and implement a staffing plan to operate the Shelter safely and achieve an adequate guest-to-employee ratio, which may include full and part-time positions in accord with the adopted budget. Provider’s staffing plan must achieve a reasonable and adequate ratio of guests to employees during business hours, 8:00 A.M. to 5:00 P.M., Monday through Friday.

2. Training: Provider shall develop and implement a comprehensive training plan for all board members and staff covering topics including, but not limited to: Housing First, Trauma-Informed

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Care, Low-Barrier Shelter Model, Motivational Interviewing, Harm Reduction, Mental Health First Aid, Conflict Resolution and de-escalation, and NARCAN administration.

3. Assessments: Provider’s board members and staff shall assess and improve practices and outcomes within existing services as necessary and feasible. Provider shall review and complete assessments and action plans from National Alliance to End Homelessness on subjects including, but not limited to, the role of emergency shelter in the crisis response system, diversion, and the adoption of housing first approach. Upon completion of such assessments, Provider shall provide a copy of such assessments to City, along with a written debrief on any changes to existing services and/or performance improvements.

E. COORDINATION AND REPORTING

1. Continuum of Care (CoC): Provider will maintain partner status with the Tulare-Kings CoC, receive referrals through the Coordinated Entry System (CES), and ensure appropriate data entry into the region’s Homeless Management Information System (HMIS).

2. County Coordination: Provider will participate in the Tulare County Homelessness Task Force and develop a coordination plan with the County’s "Community Coordination Team" to link guests with benefits and services like MediCal, CalFresh, and behavioral health care.

3. Reporting: Provider will conduct a biannual report to City’s City Council on operations and outcomes.

F. MISSION AND OUTCOMES
Provider will adhere to City’s mission for the shelter and work to achieve the following key measurable outcomes:
● Reduction in Homelessness: A year-to-year reduction in the number of homeless/unsheltered individuals living in the City by way of Point-In-Time Count results. ● Access to Meals: Daily access to two (2) nutritional meals, an assortment of snacks, and drinks for all guests.
● Housing Exits: 25% or more of all guests each year will exit to interim or permanent housing.
● Returns to Homelessness: 25% or less of all guest exits in a given year will involve a return to an unsheltered living situation.
● Service Engagement: 60% or more of all guests each year achieve enrollment in the CES and participate in case management. 30% or more of all guests utilize available social or healthcare services.
● Safety: The number of involuntary exits due to rule violations equals less than 20% of the total number of guests annually.
● Expenditures: Provider will work in good faith to annually reduce costs as possible. ● Community Support: Surveys of community stakeholders and guests will indicate an approval rating of over 50% of all respondents.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 1 of 57 Revised ##/##/####
Emergency Services
Purpose & Scope
The purpose of the Management, Operations and Public Safety Plan (MOPSP) is to advise The City of Tulare on a best practice model for operation of a YearRound Tulare Cares Emergency Shelter.

Establishing a Year-Round Emergency Shelter Program will meet critical needs amongst some of the most vulnerable people in our neighborhoods, while also addressing a pressing social issue that is deeply impacting local businesses and communities.

The Plan identifies emergency shelter services for homeless persons and best practices to maintain a safe and healthy environment for its clients and the community at large. The overall purpose of the program is to connect homeless persons to permanent housing opportunities and resources to maintain housing stability and self-sufficiency. Goals and guidelines of the Plan align to National Standards of The HEARTH Act (2009).

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 2 of 57 Revised ##/##/####
A. PROGRAM DESCRIPTION

1. Population Served
Year-Round Emergency Navigation Center Services
The Tulare Cares Emergency Shelter, operated by Tulare Lighthouse Rescue Mission provides shelter beds to a combination of men, women and families while providing access to a range of programs and supportive services. To ensure that the shelter will meet the needs of the community in serving chronic and vulnerable homeless people, clients are admitted with minimal, “low threshold” requirements so that chronic and vulnerable homeless people can easily enter and remain in shelter until they can find permanent housing.

Those accessing the Shelter will include homeless adults with a strong tie to the contracting region. A “strong tie” means they have lived, worked, or attended school in the area, or are known by PD or contracted Outreach Agencies as a homeless person in the region.

Each new client will be screened for sex offender and active felony warrant status before admission (screening takes place prior to the arrival at the facility as part of the bed reservation system), as detailed in the “Admission Criteria and Procedures.”
All clients have access to and are encouraged to participate in all services provided. Every client is assigned a Housing Navigator at the time of intake, who will work with them to create a housing plan. All Services in the Shelter are voluntary, but as part of their enrollment with the Shelter, clients are expected to be active participants in resolving their homelessness. This expectation is clearly communicated with guests prior to their enrollment with the program.

Access to the shelter is limited to clients that are currently enrolled with the Shelter, and because all services are fully integrated within the shelter facility space, on-site services are strictly for currently enrolled clients only.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 3 of 57 Revised ##/##/####

2. Program Description
The Shelter is designed to provide safety, basic needs, and access to support to move individuals out of homelessness and into permanent housing opportunities.

Access to safe shelter
The Shelter accommodates overnight sleeping arrangements for each enrolled guest, every evening. Access to the center is provided 24 hours a day, seven days/week, 365 days a year. To decrease the impact on the surrounding neighborhood, access into the facility initially must take place during regular business hours of 8:30 to 5:00 PM or via a reservation system.

Length of Stay
There is no set minimum, and the maximum length of stay is 180 days.

Clients at the Shelter may stay enrolled with the program past the 180 day stay limit if they remain in good standing and stay dedicated to working their personalized Housing Plan. This extended stay may be granted through an Extension Request process overseen by each client’s Housing Navigator and Program Management team. The client must complete a Request for Extension Application which, if granted, may extend their stay for an additional 30 days. Each client is assigned a Housing Navigator supporting their progress toward Housing Stabilization. The program is designed to provide this support until a housing option becomes available.

However, at any time a client’s enrollment may be terminated (“exited”) from the shelter for safety or continual shelter violations as outlined in the “Exit and Readmission Policies.” Additionally, if a client exceeds 30 days, intensified housing location and exit plan strategies will be implemented.

Consistent with national best practices and trends, the goal for length of stay should be 30 days or less. Tulare Lighthouse maintains a report that accounts for clients with length of stays exceeding 180 days and reasons why with accountability to Contracting Partners or Advisory Committees.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 4 of 57 Revised ##/##/####
Sleeping Areas
Bed types consist of single beds. Each client is assigned a bed and bedding for the length of their stay. Every client is made aware upon intake that they may need to switch beds as the need requires it. The shelter is designed with three levels of care. Throughout the guests stay and in conjunction with their Housing Navigator these levels will be utilized to move each guest through the process into permanent housing.

The dorm is coed with women on one side of the shelter and men on the other. Clients are prohibited from entering any sleeping area other than the one in which they were assigned a bed.

Meals
Self-serve breakfast items will be available to guests in the morning, a light lunch and hot dinner. Snacks, such as fruit and bars are provided for all clients to pick up at the food pantry building. Meals are cooked off-site by a third-party vendor and brought on-site and served. The Lighthouse coordinates with a licensed food vendor to provide already-cooked meals which can then be served from within the facility’s warming kitchen. For health and safety reasons, the recommended food service style is a prepackaged meal that can be served quickly, which minimizes the contact others have with food surfaces.

Clients may line up to receive meals at the food pantry, unless during times of health-related outbreaks, or when serving someone who may be infirm directly at their table.

Hygiene Facilities
Hygiene facilities are provided on-site including toilets, showers, and laundry facilities. Clients are encouraged to utilize these facilities as daily resources available to them. Toiletries are provided to clients as needed as well as laundry soap for personal clothing items.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 5 of 57 Revised ##/##/####
Upon completing a new enrollment intake, they will also be expected to turn in fabric items such as backpacks, blankets, and others to be laundered and/or heat-treated for pest control.

Security
The Lighthouse follows policies and procedures that promote utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate. The security plan includes a multifaceted approach involving screening for sex offenders, convicted arsonists (if status as an arsonist is known), and individuals with open felony warrants.

In addition, the facility will feature secured and separate entrances and exits, searches at entry, confiscation of harmful contraband, trained safety personnel providing around-the-clock indoor and outdoor coverage, fire alarms, video surveillance cameras, and lighting. Other program elements which support security efforts include, “no loitering” policies.

Storage
All clients have access to in-dorm and outdoor personal storage space. Each client is assigned a personal storage bin for personal valuables and is permitted to keep a limited quantity of personal effects at their bedside in either provided storage containers or lockers. Outdoor storage can also be made available to each client to store less dangerous contraband items that can be retrieved when they leave for the day. Additionally, clients may store temperature-sensitive medication in a locked refrigerator accessible only by program staff.

Housing Navigation Services
Upon entering the shelter, each client is assigned a Housing Navigator. The primary function of the Housing Navigator is to work side-by-side with the client to create a pathway toward permanent housing opportunities, with the goal of ending their homelessness within a 30-day timeframe.

Additionally, the Housing Navigator provides resources and support to the client during their stay, including encouraging them to access all services provided on-site. The Housing Navigator ensures that all clients who agree Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 6 of 57 Revised ##/##/####
to be entered into the Coordinated Entry System are entered into the Coordinated Entry System, as the first line of housing engagement.

Together, each Housing Navigator and client completes a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in the Housing Plan.

Daytime Program Activities
As the Navigation Center is a 24-hour Year-Round Emergency Shelter Program, all clients are encouraged to stay on-site during the day and to take advantage of the on-site services provided to them during the daytime.

Daytime program activities include but are not limited to, the following:
● Full access to all on-site service providers, if appropriate; ● Life skills classes and workshops;
● Indoor and outdoor recreational activities, space permitting (e.g., exercise classes; ping pong, library time)

3. Services Provided
The Emergency Shelter incorporates a combination of Basic Needs Services (“baseline services”) as well as supportive services aimed at creating pathways into housing.

The following baseline services are provided:

1. Housing Navigation

2. Crisis Evaluation and Mental Health Evaluation Services/Treatment

3. On-site, Centralized Intake/Assessment

4. Domestic Violence Referrals

5. Shelter Beds

6. Health Clinic or Health Clinic Partnerships

7. Transportation Assistance will be provided when available

8. On-site Security or Safety Personnel
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 7 of 57 Revised ##/##/####

9. Meals and Food

10. Homeless Prevention and Diversion Assistance

11. Drug and Alcohol Treatment Referrals

12. Crisis Evaluation Referrals

13. 211 referrals

14. Employment and Job Placement Resources

15. Substance Abuse Treatment Referrals

16. Laundry

17. Client Storage
In addition to the baseline services, the following services were also considered in the design and implementation of the Shelter:

1. Recreational Activities

2. Computers and Email access

3. Dog Run Area and Pet Services

4. Clothing Donations and Distribution

5. Electronic Charging Stations

6. Access to Television and Wi-Fi

7. Individual Quiet rooms/Study rooms

8. Conference Rooms

9. Community Gardens

4. Coordinated Entry System Integration
The Shelter serves as a designated “Entry Point” of the Coordinated Entry System. The Lighthouse staffing plan includes designated staff to conduct diversion screening and prevent those with other resources from entering the homeless shelter system. Additionally, the staff is trained to complete on-site Coordinated Entry Housing Needs Assessments (CEHNA), in the form of a VI-SPDAT or other similar tool. Housing Navigators assist enrolled clients obtain the vital documents necessary to move forward in their housing connection process, once matched to permanent housing opportunities by the Coordinated Entry
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 8 of 57 Revised ##/##/####

5. Target Goals/Expected Outcomes
The target goals and expected outcomes for the Shelter adhere to guidelines and expectations set forth by the U.S. Department of Housing and Urban Development’s HEARTH Act.

The Shelter is not regarded as a singular program, as it provides support to the region’s existing program continuum helping to move the system towards higher a level of system performance, a reduction in the number of persons who experience homelessness in our community and an increase in access to housing opportunities for chronically homeless individuals utilizing Year Round Emergency Shelter Program services.

Indicators for measuring effective system performance include the following key considerations:
a. Reduction in First Time Homeless -
Are fewer people experiencing homelessness for the first time? Are only individuals who have no safe, appropriate housing option being admitted to shelter?
b. Overall Reduction in Number of Individuals Who Experience Homelessness -
Are overall rates of homelessness declining? Is street homelessness declining? Is chronic homelessness declining?
c. Reduction in the Length of Time Homeless
Do people stay homeless for shorter periods of time? A reasonably short length of time spent homeless indicates system and program success in rapidly re-housing persons who are homeless. It can also indicate efficiency related to turnover of beds, which is essential to meet system demand for Year-Round Emergency Shelter Programs. d. Successful Resolution of Housing/Homeless Crisis
Do people resolve their housing/homeless crisis successfully by maintaining/obtaining permanent housing? Are people successfully connected to community-based support?
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 9 of 57 Revised ##/##/####
e. Reduction in Recidivism (subsequent return to homelessness)  Are repeat occurrences of homelessness avoided or declining?

6. Program Layout
A typical space layout for The Shelter includes the following:

Level 1 – Large Coed dorm/no walls between beds
Level 2 – Coed dorm/walls between beds
Level 3 – Coed rooms with walls on all sides
Level 4 – Tiny Homes with locking doors
 Dining and sitting area with Indoor seating
 Food pantry
 Restrooms
o Men’s, Women’s, (with showers)
o Lockable shower rooms (closed for deep cleanings)
o Shower areas with walk-out dressing/changing spaces
 Multi-purpose Rooms/Meeting Spaces
 Donation Room
 Site Administration and Operations Offices
 Records Storage Room
 Intake and Service Counter
 Laundry Facilities and “Hot Rooms” for pest removal
 Outdoor Facilities/Areas
o Outdoor Common Area
o Outdoor Client Storage Facility
o Bike Rack Area
o Dog Run
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 10 of 57 Revised ##/##/####

ADMISSION CRITERIA AND PROCEDURES
Client Program Expectations
Prospective clients must be able to perform all aspects of their care and ADLs (Activities of Daily Living, including but not limited to feeding, showering, toileting, transferring onto and off their bed, dressing, ambulating, etc.), follow all program expectations, and maintain appropriate behavior with consideration for all other clients of the shelter.

All clients must review, initial, and sign a copy of the "Expectations" document prior to enrollment. At intake, staff assists all clients who may have difficulty understanding or reviewing these expectations, and they are available to clients at any time. Staff will document any client who refuses to sign or is otherwise unable to make their mark
Identification Requirements
A form of official identification is required to verify identity; however, clients are not denied access to shelter services without one. In the event they do not have official identification, Housing Navigators assist clients in obtaining California ID and can provide each client with a no-cost ID voucher.

If needed, clients may receive a shelter-specific identification card upon entering the shelter that will be used for readmission during the duration of their stay. Shelter ID components include a photograph, intake date, date of birth, name, and Homeless Management Information System (HMIS) identifying information.

Screening Requirements
Tulare Cares Emergency Shelter is a low barrier facility. However, screening will take place prior to the arrival at the facility as part of the bed reservation system. Additionally, no person with any open felony warrant will be allowed to access the shelter property. The Lighthouse works cooperatively with the local police department and utilizes any available public “Warrant Check” databases to screen clients for any open warrants. Staff also utilizes the National Sex Offender Public Website (NSOPW) to screen for sex offenses across the country.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 11 of 57 Revised ##/##/####
Bed Reservation System
To minimize neighborhood impact, all clients seeking to access the Emergency Shelter and services must do so through a designated Intake and Bed Reservation System. The Navigation Center Call Center will be staffed to schedule and accept new intakes Monday thru Friday, 10:00 to 4:00 PM.

New prospective clients may contact one of the agencies authorized as a point of entry into the Navigation Center. Walk-ins are welcome but there will be no guarantee of enter via this method. After the referral agency representative discusses the program with the prospective client, the representative must check bed availability on the Bed Reservation System and verify that the client meets the minimum eligibility requirements including the background check. If the Bed Reservation System indicates that an appropriate bed is available for the client, the representative from the referring agency may transport the client to the Navigation Center during the time indicated in the reservation system to complete the intake process. Clients will be screened for diversion and/or homeless prevention services, utilizing the Coordinated Entry System’s Diversion and Homeless Prevention Questionnaire. If they have an alternate, habitable location where they may stay, they will be diverted from occupying a shelter bed until their resources have been exhausted.

Clients meeting eligibility requirements and background check clearance are assigned a bed reservation number (pending bed availability) and given instructions on transportation options and designated arrival time. During the reservation call, the client is assigned an intake appointment time, which they must honor for their enrollment to be completed.

In the event a client who has already enrolled with the Emergency Shelter, has exited/been exited and is seeking reenrollment, they will be directed to contact the Call Center personally, so program staff may determine eligibility status. Returning clients are not required to reenroll through a referral partner, though they may take that route if desired.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 12 of 57 Revised ##/##/####
The Lighthouse provides on-site staff to track daily bed inventory and communicate daily bed vacancies with service providers through Referral Partner email blasts and/or the Coordinated Entry System. Additionally, setaside referrals may be designated to prioritize intakes from local police and/or for emergencies or other qualified special situations, equal to 10% of the total shelter capacity.

New Clients
All new clients are screened using the phone intake system and provided a Referral Form which acts as a confirmation of reservation.

Beds are assigned based on availability and eligibility results. New clients are instructed to arrive at the designated time. Those who do not arrive at the designated time and without communicating previous arrangements will forfeit their bed for the night.

Clients are prohibited from loitering in the neighborhood surrounding the Shelter. This is part of the Operator’s Good Neighbor Policy, which is strictly enforced. Failure to meet these expectations or severe violations of any other program policies could result in termination of the client’s enrollment.

If written into the contract, The Lighthouse can conduct regular checks each week of the surrounding neighborhood, up to a ½ mile radius in the form of outreach to enforce shelter expectations and avoid loitering and homeless congregations.

Upon arrival, clients must complete a security screening process and work with an Housing Navigator to be informed of the program expectations of the Shelter, and complete necessary intake paperwork. As part of the Health and Safety guidelines, new clients must also shower on their first night in the shelter and submit all clothing or additional bedding to be washed.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 13 of 57 Revised ##/##/####
Day Leave and Returning Clients
Clients may leave the facility during the day, however, may not loiter outside. All clients must return to the Navigation Center before a 10:00 PM curfew (unless authorized by management for late entry on the basis of school, employment, etc.)
Clients arriving later than 10:00 PM for special unexpected circumstances (such as or discharge from the hospital) must communicate their anticipated arrival time with their Housing Navigator or Site Leader and receive approval for a late entry to be excused. Failure to communicate this could result in an Action Plan which could potentially result in termination, as subject to the “Readmission Policy” protocols.

Hours of Operation
The Navigation Center is open 24 hours, 365 days per year. These hours of operation will be in effect seven days per week, every week regardless of holidays or weather. Service Providers may schedule on-site services to occur at almost any time, and the service schedule is different each day.

Below is a Programing Schedule that is in effect on most days for general shelter activities:
7:00 – 8:30 AM Self Serve breakfast items provided
10:00 AM – 12:00 PM Dorms are closed 2 days a week (for deep cleaning) 11:00 AM – 1:00 PM Light Lunch served
3:00 PM – 4:00 PM Light snack items available
6:00 PM – 7:30 PM Hot Dinner served
10:00 PM Formal Curfew
11:00 PM Lights Out in Sleeping Areas (commons areas will remain open 24 hours)
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 14 of 57 Revised ##/##/####
Overflow Management

7. Coordinated Service Delivery Plan
There are times that the need for shelter beds may outweigh the capacity of the Shelter, Therefore, a Coordinated Service Delivery Plan is implemented as needed, which includes coordination of the following diversion and redirection strategies:
a. Homeless Diversion
Programming for the Navigation Center includes homeless diversion screening at the point of intake to ensure that those with alternative resources will not be accessing the homeless system. If clients identify at intake that they have a viable housing alternative to the shelter, staff can provide resources to connect the client to that alternative. The Lighthouse utilizes all available resources to offer successful diversion assistance and, if they cannot provide the assistance themselves, call on other agencies within the Continuum of Care.
b. Coordination with Family Shelter Programs
As a frontline strategy, The Lighthouse works with family shelters and other agencies to redirect any families who may arrive seeking shelter at the Navigation Center.
c. Coordination with Transitional and Bridge Housing providers The Lighthouse works with other service providers to utilize Transitional and/or Bridge Housing vacancies when available. This form of housing can be utilized by returning clients who have been matched with a housing opportunity and will soon move into permanent housing. This strategy will increase the Program’s bed turnover rate as clients are successfully matched to alternate housing opportunities.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 15 of 57 Revised ##/##/####
d. Coordination with other Year-Round Emergency Shelter Program providers
As more year-round shelters come online, program staff will partner with other providers and programs to redirect overflow to any additional shelter beds that may be available in the county.

8. Overflow Policies
The Bed Reservation System is designed to prevent and minimize overflow and capacity issues for the shelter. A daily bed utilization count ensures that the bed capacity will be fulfilled each evening, as the need for beds persists.

In the event of a community-wide natural disaster or in extreme weather situations deemed so by state, county, or city authority. The following option could be utilized by the Operator:
 Utilize alternative locations (e.g., gymnasiums, churches, or other partner facilities) for additional beds that may accommodate homeless without a bed reservation during inclement weather or disaster. (Note that this option has budget implications/funding considerations for local government agencies.)
Exit and Reenrollment
Exit Policies
Clients are considered to have exited the program when they voluntarily leave or are exited from the shelter for safety or continual shelter violations or find alternate housing.

The Lighthouse is balanced in their approach to program exits and readmission policies as it pertains to violations of the program expectations.

The expectations include considerations for maintaining a safe and effective facility, safety for clients, volunteers, staff, and the surrounding neighborhood.

Violations of these expectations are documented and tallied through a notice called an Action Plan. The intent of the action plan is to discuss the Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 16 of 57 Revised ##/##/####
violation with the client to ensure they fully understand the expectation and why their behavior was a violation. Additionally, the client has the opportunity to create a plan to avoid further violations. Action Plans will be tallied at two distinct levels according to the severity of the behavior, with set limits to how many Action Plans a guest may have at either level before their enrollment is terminated. Severe infractions include possession of illegal drugs, violent attacks/fights, possession of weapons, etc. Infractions of this severity will typically result in an immediate exit unless management elects to offer the client entry into a final Behavioral Contract. Also, The Lighthouse maintains a zero-tolerance policy towards violence, sexual misconduct, other criminal activity, and drugs and medications used or possessed beyond the scope permitted in the program’s Health Polices.

Clients who use the facility, programs, and services in violation of a specific rule are obliged to adhere to those consequences. Depending on the circumstances, the consequences of these actions may also be subject to intervention by law enforcement. In the event the client poses ongoing danger or a legitimate obvious threat to safety, Tulare Cares Emergency Shelter Program Management will coordinate with the Contracting Partner to decide if a ban from services may be the most prudent decision.

Upon exit, the client’s personal items will be packed up for them to take with them when they leave. If they cannot take all their items at that time, staff will store their items for a predetermined time, based on the amount of space available (typically up to 60 days). The client will then be offered transportation off the property to the approved drop-off location of their choosing if a driver is available and it is safe to do so. In the event a client is exited who is deemed a plausible safety risk, program staff works with local law enforcement to coordinate a safe escort off the premises.

Reenrollment Procedures
When a client exits of their own volition or is exited for shelter violations, the client may contact the Call Center or an approved referring partner to screen for reenrollment eligibility after the time designated by staff. A client who leaves of their own accord and is otherwise in good standing with the program may attempt reenrollment at any time, pending bed availability.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 17 of 57 Revised ##/##/####
For any client who was exited for a violation of expectations, their actual length of exit will depend not on how many times they have enrolled with the program, but on the severity of the infraction or safety violations. The program utilizes a multi-tier strategy when deciding how long a client must remain out-of-program before they be reenrolled the tiers considered when determining length of time a client will be ineligible for return are:
 Low-Tier Exits.
 Mid-Tier Exits.
 High-Tier Exits.
 Critical Exits are those infractions considered the most egregious.

Incidents at this tier will be thoroughly investigated at the directors’ level, and after discussion with the Contracting Partner, may result in permanent ineligibility from future services.

Housing Navigation Services Policy
Upon entering the shelter, each client is assigned a Housing Navigator. The Housing Navigator will ensure that all clients who agree and do not have other housing opportunities are entered into the Coordinated Entry System for a potential housing intervention opportunity. Together, each Housing Navigator works with the client to complete a personalized Housing Plan which will guide their efforts toward securing permanent housing opportunities. Meeting with the client either weekly or biweekly, the Housing Navigator documents their progress towards the actions outlined in their Housing Plan.

Housing Navigators assist clients in obtaining the vital documents needed to move forward in their housing connection process, once matched to permanent housing opportunities by Coordinated Entry. Additionally, Housing Navigators will work with clients to provide referrals to on-site services and any community referrals that may be helpful and necessary.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 18 of 57 Revised ##/##/####
Documentation of Housing Navigation Services and Data Security Policies The Housing Navigators keep case notes in both hard copy paper files and in the HMIS database to track every client’s progress and program participation. These files are also used to track the resources and referrals given, support rendered, and any Action Plans the client may accrue.

Outcomes are recorded at exit and throughout participation in the program.

Paper files are stored in a secure locked location, only accessible by necessary staff.

The Lighthouse uses HMIS as its primary database and ensures that every client completes and signs an HMIS Client Consent Form upon entry into the program. Any client who refuses consent is entered into HMIS with a simple identifier only. The Administrative Assistant works with the Housing Navigators to ensure optimum collection of all HUD Data standards as required by the HMIS system.

The Lighthouse has a policy restricting computer access records and client information to authorized staff. All staff computers, database and HMIS access require passwords by authorized users and automatic-sign-out features.

Disclosure of client information to other social service agencies may be permitted only with the client’s written consent, in the form of a Release/Authorization of Information. Disclosure of records relating to clients may be released without the client's consent in certain circumstances as required by law.

Daytime Program Policies
Clients enrolled at the Shelter may, but are not required to, leave the facility during the day. However, The Shelter staff encourages all clients to stay on-site during the day and to take advantage of any on-site services and amenities available to them during the daytime. Access to the dorms may be limited during the day to encourage clients to become active participants of these Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 19 of 57 Revised ##/##/####
activities, and to allow staff/security to clean and secure the dorms without client traffic.

Clients can access any daytime services offered through the Shelter partner organizations and are also able to meet with their assigned Housing Navigator on a weekly basis. They also have access to activities provided by shelter staff and volunteer organizations. Clients are welcome to enjoy the Computer Lab (if included in the buildout), and designated outdoor spaces.

B. Multi-Partner Service Policies

1. Outside Clients
Because the design of the Shelter is fully integrated within the shelter facility, access is limited to the currently enrolled clients only. This model protects the privacy of the clients enrolled in the center and prevents additional traffic on and off the property.

Services provided by partnering agencies are coordinated specific to the Shelter and its needs. A schedule of clinics and activities held with these partners is made available to all program clients.

2. Lead Agency Protocols
The role of The Lighthouse is not to provide all of the supportive services offered at the Shelter, but rather to recruit and manage a group of partner agencies specialized in providing an array of supportive services beneficial to clients who are enrolled with the Program.

The Lighthouse staff ensures the Shelter has flexible hours to allow partner agencies to provide services around the clock, including mornings, evenings, and on the weekends if possible. The Lighthouse also engages participation in and facilitates quarterly Service Partner Advisory Meetings

3. Requirements for Service Provider Partners
All service providers who desire to offer direct services at the Navigation Center must complete a formal Partnership Agreement (PA) with Mercy House before they can be added to the service calendar.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 20 of 57 Revised ##/##/####
Responsibilities of the Service Provider Partners include, but are not limited to:
 Set and maintain their own appointment schedule with clients;  Provide clients with access to transportation to fulfill their scheduled appointments, if needed, unless transportation can be coordinated with Shelter staff;
 Enact appropriate enforcement of program expectations for their clients when necessary;
 Agree to share service output and outcome information;  Communicate room reservation conflicts with Program staff in advance;
 Respect, maintain and keep clean all areas of the Navigation Center;  Respect and cooperate with Shelter Operator staff, other service providers and clients;
 Participate in quarterly Service Partner Advisory Meetings and provide input to the improvement of the Navigation Center.

C. Good Neighbor Policy - Community Coordination and Communication

1. Communication and Coordination with Neighborhood, Businesses and Public
The Lighthouse is committed to ongoing communication with its neighbors. As part of this commitment, The Lighthouse can provide Community Forums prior to opening, if needed. These Community Forums have provided opportunities to answer any questions members of the surrounding community might have on the operation of a Shelter.

Schedule tours will also be offered to community organizations upon request as well as speaking engagements from management when asked.

A public inquiry phone number and contact information will be posted.

Community stakeholders may call this number for information about the site or to have any questions answered. The phone number exists as a resource for community members and will remain connected while the Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 21 of 57 Revised ##/##/####
Program is operational. Any community complaints and/or inquiries about the Shelter are recorded and forwarded to the appropriate staff for prompt investigation. The Lighthouse is fully committed to an appropriate customer service response and considers the resolution of community complaints a high priority.

The Lighthouse with partner with the city to create program brochures that will be available on-site and can disseminate these resources to groups throughout the community. Information in the brochures highlights the various services at the facility as well as criteria for admission and eligibility.

Volunteer, in-kind and donation opportunities are also listed for those who wish to support the program.

2. Communication and Coordination with Local Police and Fire Departments
The Lighthouse is committed to communicating and working collaboratively with local police and fire departments through all stages of program implementation - from facility design to program execution. The intention of The Lighthouse staff is to act as self-sufficiently as possible and minimize the shelter’s impact on the local police and fire departments. This includes ensuring that staff and security are trained to effectively manage and respond to an extensive array of difficult situations that may occur at shelter.

The Shelter provides many services and types of support that are beneficial to local police and fire departments. These services include, but will not be limited, to:
● Staff and Security Officers/Safety Personnel stationed on-site 24 hours.
● Designated set-aside referrals, reserved for law enforcement referrals (including 10% set-aside for the host city);
● An Outreach Team will monitor surrounding area to control issues of loitering, abandoned property, and other similar neighborhood concerns;
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 22 of 57 Revised ##/##/####
● Direct referral access to the Coordinated Entry system to assist local law enforcement officers connect homeless individuals with housing opportunities;
● Statistical reports on number of clients served, length of stay and/or demographic information.

Additionally, The Shelter Manager staff meets with local law enforcement from the host city and surrounding police departments whenever needed.

Law enforcement can bring forward operator non-performance directly to the contracting partner.

3. Communication and Coordination with City, County, and Service Providers
The operation of the Shelter is for the public good and to move the homeless Continuum of Care system, as a whole, forward. As such, successful implementation of the Shelter requires the partnership of various stakeholders including the City, County, and other Service Providers.

The Lighthouse is committed to working cooperatively with numerous other service providers, community, and government organizations to serve the needs of the homeless population. To effectively manage and operate a robust Shelter that provides an array of services for the shelter clients, The Lighthouse demonstrates collaboration and willingness to engage other service providers.

Additionally, The Lighthouse is responsive to and provides support to the Contracting Partner designee, in relation to the outcomes and operation of the program.

4. Policies for Community Involvement
The Lighthouse is committed to active participation in city and county-wide community events. To the extent reasonable and feasible, representatives of the Program will attend meetings of the local Neighborhood Associations and local Chamber of Commerce when invited and communicate with neighborhood and business participants as needed.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 23 of 57 Revised ##/##/####

5. Policies for Neighborhood Outreach Patrol
A staff-led Neighborhood Outreach Patrol assembles twice a week to monitor the surrounding area, up to a ½-mile radius around the shelter perimeter. The role of this Outreach is to monitor, promote cleanliness, engage with neighbors, and enhance safety and community in the immediate vicinity.

Additionally, this Patrol provides intervention for issues of loitering, unauthorized parking of client vehicles in the neighborhood, abandoned property, shopping carts and other blight. A log is kept of the weekly Outreach patrols. The following actions are examples of tasks and goals completed by Neighborhood Outreach Patrols:
● All litter and trash items related to the Program are removed from the area and properly disposed;
● Any currently enrolled Clients found loitering in the area are issued a warning. Violations of this rule may cause a client to be exited from the facility;
● Unauthorized parking of client vehicles in the neighborhood are subject to towing;
● Shelter Operator utilizes city-designated phone numbers or maintenance apps on mobile devices for removing private property (e.g., encampments) found in surrounding area and tracks calls made for services;
● Staff conduct outreach and engagement activities with nonenrolled homeless individuals in the surrounding community.

6. Client Advisory Meetings
To give shelter clients the ability to voice their concerns and give feedback, staff will hold monthly Client Advisory Meetings at the shelter. These meetings are led by client feedback. Questions, feedback, and concerns raised at Client Advisory Meetings will be raised by the operator to the Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 24 of 57 Revised ##/##/####
Shelter Advisory Committee.

I. Safety Policies

1. Facility Maintenance
The Lighthouse keeps a schedule for regular facility maintenance and cleaning. The Program utilizes on site janitorial service to provide daily cleaning services for all areas utilized by clients and weekly for office space and the supportive service areas. In addition, staff also personally maintain a round-the-clock cleaning schedule which addresses each area of the facility.

Shelter staff attend to regular minor maintenance duties and repairs. Major repairs are reported to the Shelter Manager and depending on the work needed may be sent out to an approved list of vendors for bids, approval, and completion, unless the Contracting Partner owns and maintains the building. Maintenance and cleaning forms will be used to track the completion of each task and submitted to management each day. The Lighthouse is responsible for staff training and performance in these duties.

The outside grounds are incorporated into the maintenance schedule and rotation including cleaning of parking lot, watering of plants, maintenance and cleaning of sidewalks and patio areas, and checking of outside lights and furnishings. Graffiti is reported to the Shelter Manager for removal within 24 hours.

The Lighthouse is committed to maintaining a pest-free environment throughout the premises. Trash bags are emptied throughout the day in all areas as they become full. Inspection of client spaces and lockers are conducted for any items that would attract pests. All staff receive appropriate training in the identification of common pests as well as prevention and control measures. A Pest Control company is contracted by The Lighthouse and comes regularly to spray for bugs, check for infestation of pests, and performs other pest prevention or extermination treatments that might be seen on their visits or reported by staff.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 25 of 57 Revised ##/##/####

2. Fire and Earthquake Safety
Evacuation Plan for Ambulatory and Non-Ambulatory Residents All shelter staff are trained in protecting the safety of everyone in the facility.

Staff respond quickly and safely when an emergency, incident, or natural disaster occurs. Evacuation Routes and Exits are posted in each major area of facility. An outside evacuation point will be designated where clients and personnel can gather in case of any emergency.

In the event of an emergency, the site lead will notify all staff and clients to evacuate, call 911, and direct the evacuation itself. Staff will be assigned to oversee the evacuation of clients in each work area. Staff will check client areas, and if safe to proceed, will assign assistance to non-ambulatory and disabled persons and lead clients to safety through the nearest safe evacuation exit. Staff will assemble clients outside at designated evacuation point, read bed list for attendance and search for any missing clients as safety conditions allow.

In case of fire, below is a shortened summary of additional protocols that will be completed:
● The Shelter Manager or Site Lead will pull the nearest fire alarm if it is not already sounding and call 911.
● While evacuating clients, staff will attempt to close all door(s), if safe to do so.
● Before exiting a room, the Program Manager or lead staff member will touch back of hand to the door to determine if the door is cool, then open it a crack, smell for smoke, and if deemed safe, open the door, and leave the building to the evacuation meeting point. If the door is hot, it will not be opened, and staff will lead clients to leave via the nearest safe exit.
● Staff will locate and use appropriate fire extinguishers if safe to do so.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 26 of 57 Revised ##/##/####
● When the Fire Department arrives, a staff person will speak to the officer in charge and give the officer a set of site keys. ● Staff will contact the Shelter Manager or their proxy as soon as possible, if not on site.
● Staff will report the incident in an official Incident Report and staff shift notes as directed in shelter policy.

If the weather is inclement and if the evacuation will not be short, or in case of structural damage to the facility that might deem it unsafe to continue using, staff will:
● Contact the Shelter Manager to identify evacuation locations and disaster team if assistance is needed for client shelter, meals, or services.
● Contact other Homeless Providers for services as needed.

For a false alarm or other short-term evacuation, staff will direct occupants back into the building once the Fire Department has authorized an “allclear” call.

3. Fire Prevention Procedures
The Emergency Shelter will seek approval by the Fire Department for all fire codes, sprinklers, alarms, and exits prior to service implementation.

Emergency lighting will be installed both inside the facility and outside on the grounds for safety and in compliance with all codes.

No smoking is allowed inside or outside the building within 20 feet of any doors or windows leading to a non-smoking area. A smoking section will be designated, and a sign is posted in the enclosed patio area. Fire Drills and Documentation are conducted at least quarterly. Documentation of fire drills is kept for three years in Shelter Management Files, and all individuals present during a drill are required to participate.

4. Fire Inspections and Extinguishers
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 27 of 57 Revised ##/##/####
The most recent annual fire inspection is posted in a visible designated area of the Shelter facility and is included in the Shelter Management files. Fire extinguishers are hung in each area of the building as shown in facility plans and in evacuation plans. Fire extinguishers are inspected and maintained per city and county requirements.

5. Earthquake Safety
Earthquake drills are conducted quarterly by staff. The evacuation route and procedures are the same as for other hazards. A client tally and search will be conducted once the evacuation is conducted.

In case of an actual earthquake that causes damage to facility or grounds, the Fire Department will be called to inspect the facility as soon as safety permits. Clients will be evacuated from the building and transported to other shelters as needed.

J. Security Plan
Tulare Lighthouse follows policies and procedures that promote the utmost safety for clients, staff, volunteers, and the community and strives to provide an atmosphere that promotes community, stays alert for signs of conflict, and confronts behaviors before they escalate.

1. Eligibility Screening
No person with an open felony warrant or prior conviction of arson will be allowed to access the shelter property. The Lighthouse works cooperatively with local law enforcement to screen clients for open warrants. In addition, Program Staff utilizes https://www.nsopw.gov/ to screen for status on national sex offender registries.

2. Secured Entrances
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 28 of 57 Revised ##/##/####
All clients are required to enter the shelter in a coordinated, peaceful fashion.

All clients present identification upon entry. Clients without valid California identification cards are given supportive services to secure a valid identification card. Clients may also receive a shelter-specific ID to use for admission into the shelter during their enrollment.

All clients and their belongings are checked by security personnel, utilizing security wands each time they enter the facility. Any found prohibited items are seized and illegal contraband is destroyed. Prohibited Items include (but are not limited to): weapons, explosives, flammable or volatile substances, illegal drugs, controlled substances or drug paraphernalia, biohazardous items, or environmentally harmful goods. A more extensive list of examples of Prohibited Items is clearly posted before and at the security checkpoint.

Clients sign in upon entrance and sign out upon exit from the building.

3. On-site Security Personnel
The Lighthouse provides a sufficient number of trained security officers and Shelter Safety Coordinators to ensure the safety of clients and the immediate surrounding neighborhood, 24 hours a day.

Security is posted on-site at all times and conducts regular patrols at least once each hour. Guards are stationed both inside and outside the shelter to ensure maximum coverage.

Security guards are both accessible and visible to clients, and continuously survey the facility for any potential concerns. Staff and security communicate with each other via portable electronic equipment (e.g., 2- way radios).

Security guards are contracted through a third-party vendor. Security guards carry handcuffs and the option of straight-stream gel pepper spray and deploy basic metal detection at the main entrance via either a metal detecting wand, a walk-thru metal detector, or a mix of both. The vendor Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 29 of 57 Revised ##/##/####
ensures that all security staff are regularly trained and updated as needed.

Security guards receive Homelessness Sensitivity Training through Tulare Lighthouse and their own company’s resources.

4. Staff Plan
Each site will maintain an ongoing Staffing Matrix that includes:
 Staff Plan – Outlines each of the shifts worked in any given 24-hour period, and across a 7-day work week
 Hire Sheet – A roster of every individual position needing to be filled, along with that person’s weekly schedule and allotted hours  Floor Flow – A visual representation of how many client-facing staff and security can be expected on the floor (when fully staffed) at any given time during a 24-hour day
This document is maintained by the Program Manager and will serve as a baseline for hiring and keeping adequate staffing levels in the program.

5. Security Alarms and Cameras
The Shelter is equipped with security cameras both inside and outside, doorbells and 2-way radios worn by staff. If needed, staff may also have access to panic buttons which can silently summon police to the facility during emergency situations.

Site Leads and Security Officers can monitor footage via web-based security servers, on computers at the security desk and administrative office areas, with remote viewing possible by staff in the main offices.

6. Security Lighting
Security lighting is used both inside and outside the facility to highlight the entrances and parking lot. A security officer is available to escort any person to the parking lot or street-side parking after sunset.

7. Loitering Policy
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 30 of 57 Revised ##/##/####
Clients are not allowed to loiter in the surrounding neighborhood.

Subsequent violations of this rule result in warnings which may lead to the client’s program enrollment being terminated. Tulare Lighthouse Good Neighbor Policy includes regular outreach and random checks of the surrounding area to prevent and control loitering issues.

8. De-escalating Conflicts
All employees receive training in communication techniques known to be helpful or effective in de-escalating confrontations.

9. Entrance and Exit Procedures
All clients enter and exit through one main entrance and security checkpoint. The entrance is equipped with security cameras inside and outside the facility. Each area of the building is locked when not in use, and the site is “zoned” so that clients only have access to the areas which they need. During sleeping hours clients will have restricted access to other areas of the building. The staff offices are only available by appointment.

All clients must present some kind of ID upon entry, and their person and belongings are searched by security. They sign in upon entrance and sign out upon exit from the building.

10. Policy regarding storage of client’s possessions
All clients have access to limited personal storage space. Each client is assigned lockable storage near their bed area in either the form of an underthe-bed bin or a centrally located locker. Clients are also assigned outside storage. Upon being assigned outside storage, clients must sign a Guest Storage Agreement form which states that neither the staff nor the contracting partner is responsible for any items that are lost, stolen, or damaged.

A client may store personal effects in their assigned storage to the capacity with which it can still correctly close and be safely transported to and from the storage area. Outside storage may only be accessed with staff supervision and only during assigned hours during the day. Indoor bins or Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 31 of 57 Revised ##/##/####
lockers may be accessed at any time during the day other than during sleeping hours.

All items are stored for the length of the client’s stay at the shelter. The right to store items on-site may be revoked based on violation of rules and at the management’s discretion. Once a client has exited the shelter program, any personal effects may be stored for up to a specified maximum number of days if needed; after which, the property will be disposed of. Clients who have exited from the shelter program must contact staff to set an appointment to collect their personal belongings within that time.

No Prohibited Items may be stored inside the shelter. Outdoor storage will be kept outside of the shelter’s secured boundary. Certain limited Prohibited Items may be stored in outdoor bins, and staff do not actively monitor what items are kept in outdoor storage. Clients will go through a security screening every time they access their outdoor storage.

11. Policy Pertaining to Searching of Clients’ Property by Staff The Shelter staff has the right to inspect all program storage areas, including outdoor storage and bedside bins/lockers, to ensure compliance with contraband policies.

If Prohibited Items are seen being transferred to a client’s personal storage, or if there is other reasonable suspicion that there are prohibited items in a client’s belongings, that storage and belongings may be searched for safety purposes, with or without the client present. Clients are required to use locks provided by the program for this reason. If a client wishes to use their own lock, they must supply management with a copy of their key or the combination. Any unauthorized locks may be cut if needed. An authorization form is signed by the client at time of intake. Clients are not allowed to store items in the surrounding neighborhood.

12. Policy on Possession of Weapons On-Site
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 32 of 57 Revised ##/##/####
No weapons or items identified as being dangerous or obviously capable of harm may be brought into the shelter. Any belongings that a client brings into the building must come through the dedicated security checkpoint so that security can search and inspect them for weapons or items described above. Anyone found attempting to bring these kinds of items past security will be asked to immediately leave the premises and neighborhood of the facility. Sharp objects such as tools, knives or scissors may be stored in outdoor bins, but not taken into shelter living areas. Heavy or blunt hand objects like hammers, bats, or crowbars are also not allowed into the facility for the same reason.

13. Procedure for Contacting Police
The intention of staff is to act as self-sufficiently as possible and minimize the shelter’s impact on the local police department. This includes ensuring that staff and security are trained to properly manage and respond to an array of difficult situations that may occur at shelter.

In establishing a procedure for contacting police, The Lighthouse works cooperatively with the local police department to establish shelter policies and procedures on how and when to contact police for conflict resolution, trespassing, theft, unruly behaviors, loitering around property, mental health evaluation, and emergencies. For non-emergency incidents which merit law enforcement attention, staff will call the local Police Department’s non-emergency line for further support.

The program follows a simple 911 protocol when dealing with incidents at the shelter. All staff members are trained in these procedures. 911 may be called for any medical emergencies, violent behaviors that endanger others, and suicidal ideation. In the event that a client requests 911 be called, staff will take a quick inventory of the situation to decide if 911 should be called immediately or if it would be more appropriate to use an alternate solution:
directing to urgent care, Non-emergency Paramedics, shuttle rides to the hospital, or if it is a medical concern that can wait until the client is able to be seen by a nurse or physician on-site, nurse help-lines, or a tele-medicine appointment.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 33 of 57 Revised ##/##/####
K. Health Policies

1. Housekeeping Policies
Tulare Lighthouse is committed to, and understands the importance of, maintaining hygienic, sanitary environments for the well-being of clients, volunteers, and staff. The Lighthouse maintains written, standardized housekeeping procedures. Each procedure has been designed for the safety of staff and clients and for a consistent, high standard of housekeeping. Staff are provided with training in these procedures, are monitored in their performance of the procedures, and evaluated on their effective use of them. Training also includes education on different hazardous materials with which staff may come into contact when carrying out their assigned work tasks. The complete list of procedures is made available to all employees and is easily searchable in digital format.

Shelter staff are responsible for the cleaning of the facility. Thorough daily cleaning of all client areas including living quarters, serving and dining areas, and common areas are done using institution strength anti-bacterial products. Bathrooms, showers, and eating areas are given priority attention.

The serving and dining areas are cleaned according to strict health standards after each meal. Office space is cleaned weekly or as needed by Shelter staff and partner organizations using the space. Restrooms are cleaned throughout the day, and living quarters are swept daily, with deeper cleanings 3 days a week (requiring all clients to remove items from under the bed for mopping and disinfecting).

To prevent cross-contamination, clients are encouraged to store personal toiletries in plastic sealable bags on their beds when not in use. Clients are assigned a set of linens at intake for their use while in the shelter. The client is responsible for making and maintaining their bed each morning. Bed linens will be removed and cleaned through an outside vendor weekly or as needed with guests are exited or are entering. Guests will be given three towels which they will be responsible for laundering. Washers and dryers are available to guests at scheduled times for personal washing needs.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 34 of 57 Revised ##/##/####
All staff practice universal precautions in handling laundry, cleaning of facility, and general self-health care. Specifically:
 Staff wear appropriate protective garments (e.g., gloves) while completing tasks;
 Staff use recommended disinfecting cleaning products for each area of facility;
 Staff practice required hand-washing procedures;
 Food-serving staff are trained in and practice required food-handling procedures;
 All client clothes are washed upon initial intake and weekly thereafter;  All laundry is handled according to safety and washing procedures;  Staff and volunteers follow a set of Program Rules and Regulations for working when they are sick
The outside grounds are included in the housekeeping standards and schedule. The facility’s outside spaces, parking lot, and green areas are cleaned daily from debris and litter. Chairs and tables are cleaned regularly according to agency standards, and more often when needed. Minor repairs of the facility and grounds are completed by the Shelter staff, unless covered by the property owner. Any major repairs or work requiring specialized training are completed by approved vendors.

2. Pets, ESAs, and Service Animal Policies
If space allows, clients are permitted to bring one pet, defined as a dog, cat, or recognized service animal, excluding exotic and wild animals.

Only registered animals that are spayed/neutered and have proof of current licensing and vaccinations with the County are allowed at the facility.

Animals coming into the shelter must also be kept free of fleas, ticks, or other pests/parasites. Animals are permitted to stay in the shelter, and must remain either in the provided kennels or on a controlled leash while on the grounds.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 35 of 57 Revised ##/##/####
The health and well-being of all animals brought into the shelter is the sole responsibility of their owner. Clients must feed and clean up after their animals, and staff are not required to provide food, although animal food may be available through donations from the program’s partners. Clients who are unable to care for or feed their pets or cannot control them while at the shelter are asked to remove the pets from the facility.

If the Navigation Center partners with a veterinarian, clients may be required to keep regular pet-health appointments.

3. Possession and Use of Controlled Substances
The Lighthouse has strict policies prohibiting the possession or use of alcohol or controlled substances at or near the Navigation Center The Lighthouse aims to promote a safe, healthy, and productive environment for everyone. Staff recognizes that the illegal and/or excessive use of drugs and alcohol, or the inappropriate use of prescribed drugs is not conducive to a safe living environment. It is the objective of The Lighthouse to have an environment that is always free from the influence of controlled substances and alcohol. The unlawful purchase, possession, transfer, manufacturing, distribution, or use of any illegal drug is inconsistent with the objective of operating in a safe and efficient manner and is prohibited.

Staff reserves the right to refuse entrance to any client who is noticeably exhibiting behavior that is unsafe or inappropriate due to the influence of alcohol or illegal substances. If paraphernalia are found in a client’s possession after they have completed entry paperwork and necessary security screenings, that client may be issued an Action Plan which may result in the termination of their enrollment, depending on the type of contraband.

4. Security, Use and Access of Prescription Medications Clients are allowed to hold and administer their own medication, provided that they maintain a current prescription and that the medication is kept in the appropriate original container. If a medication needs to be refrigerated, the medication is packaged and labeled with the person’s name, bed Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 36 of 57 Revised ##/##/####
number, and name of medication and placed inside a designated locked refrigerator which can only be accessed by staff.

Clients whose medications are stored in the locked refrigerator can retrieve them as soon as possible by placing a request to the staff on duty. The clients are responsible for the safe-keeping of and taking their own medications within the limits of how they are prescribed. Only staff or the person whose name is on the medications can retrieve them.

5. Client Use of Over-The-Counter Medications
Use and storage of over-the-counter medications follow the same policy and procedures of prescription medications, although identification cannot be verified in this case.

6. Client Access to Emergency and Medical Care
Clients can access medical care at any time. They should communicate to the staff on duty their need for medical care, if possible. Medical support can be accessed through local hospitals.

If a client requires first aid items, they may access them from a shelter staff member at the service desk. The staff member may assist the client in basic first aid care with the client’s permission, as they will be trained in using universal precautions.

Staff are trained in appropriate safety precautions and call for support from 911 if any medical condition worsens or causes bodily harm. If a client needs emergency or serious medical care, the staff on duty will follow the 911 operator’s procedures. In case of an injury, staff will not move the client.

They will contact other staff, call 911, and if appropriate, check breathing and pulse and begin chest-compressions if needed. One staff member or trained volunteer will attempt to keep the client comfortable and keep other clients away from immediate scene, while another staff member will wait for medical personnel, give medical personnel information about client, and direct them to client. For non-emergency incidents, staff will assess the situation and connect the client with an appropriate care Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 37 of 57 Revised ##/##/####
provider such as:, urgent care, referral to the client’s primary care doctor, on a case-by-case basis.

Program staff are also trained in the use of the overdose rescue inhaler drug Naloxone (known as Narcan). Program staff work with community partners and distributors to ensure that Narcan is available in strategic locations within the Navigation Center.

The Program Manager will be called as soon as possible following a major incident. After any client emergency or incident has been controlled, the lead staff member completes an Incident Report form which will be sent to the Program Manager and higher-level staff as needed.

7. First Aid Equipment, Supplies and Procedures
The Shelter Provider has first aid supplies available at all times. The first aid kits are inspected monthly, updated as items expire, and re-stocked after each use. Staff members are trained annually in universal precautions, basic first aid care, and Mental Health crisis. Any incidents occurring at the Shelter requiring first aid are documented in the daily report and an Incident Report is prepared and sent to Program Manager and other higher-level staff, as necessary.

8. Policies & Procedures for Disease Prevention
The Lighthouse has protocols for prevention and treatment of certain diseases and conditions such as seizures, mental health episodes, opioid overdoses, lice, bed bugs, influenza, and other communicable and contagious diseases, and will operate in compliance with guidance from County Health Care Agency and the Center for Disease Control. Clients are screened for wellness upon intake into the shelter to limit the risk of exposing the shelter to communicable disease. Staff practice universal precautions in handling of fluids, client clothing, laundry, handwashing, and in all cleaning of premises.

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

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 38 of 57 Revised ##/##/####
 Immediately contacting Supervisor about the situation  Identifying the scope of injuries and connecting the person to medical care if needed
 Securing the accident scene by obtaining names, addresses, and phone numbers of witnesses if possible, taking photos if possible, and noting any unusual circumstances
 Recording all necessary information to complete a formal report  Reporting accidents and injuries within 24 hours to Human Resources
If a client shows symptoms of a contagious disease or other public health concern that might threaten another person, The Lighthouse will follow guidance of the local Health Care Agency and the Center for Disease Control (CDC). If the health concern is serious enough, staff may require that the client immediately leave to be seen/evaluated at a local hospital. If a client leaves due to disease, the bedding and client’s clothes are washed, bed cleaned, and bedding replaced on bed. Clothes and belongings are stored in a designated area and held for the maximum amount of time permitted. The Shelter operates to conform to best health practices and concerns.

All staff are regularly tested for TB as required by OSHA standards and The Lighthouse staff protocol. If a client shows symptoms of tuberculosis, the client is sent for medical diagnosis and asked to receive a TB test. TB testing can be made available to clients through the Medical Services on-site as a community health benefit, as resources become available.

The operator will stay up to date and in compliance with guidance from federal, state, and local health care agencies, including the CDC and County Health Care Agency regarding safety protocols related to COVID-19 and any other communicable disease.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 39 of 57 Revised ##/##/####
L. Food Policies

1. Provision of Nutritional Needs of Clients
The Shelter provides self serve breakfast items, a light lunch, and hot dinner to each client every day. Meals are prepared off site by a third-party vendor and brought to the site to be served in the serving area. Meals are nutritious and healthy, including a variety of fruits and vegetables. Accommodations may be made on a case-by-case basis for clients with dietary restrictions, so long as it is deemed reasonable and within the ability of the program.

The Lighthouse includes in its in-kind donation strategies, opportunities for food donations and partnerships with local food banks. The Lighthouse also works with community and church partners and existing community meal service programs to offer opportunities to feed the homeless individuals at the shelter.

Tables and chairs are set up for meals in the Common Area as well as outside picnic tables at the scheduled meal times. Food is served at designated times of operation for registered shelter clients only.

2. Meeting the Health Department Standards
The Shelter will meet all Health Department standards. Provisions for the Sanitary Storage and Preparation of Food
The Shelter will have adequate space for storage of dry foods, refrigerated foods, and supplies. Separate and secure refrigerator space is made available for client medications. Current certificates of food handling safety are posted in the serving area. Any volunteers will be supervised by an authorized employee.

All serving area storage areas are cleaned on a planned schedule and outdated food is disposed of. There is a rotation schedule for the storage and use of food in the refrigerators, and a dry goods pantry that maximizes use of food so that it does not become outdated.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 40 of 57 Revised ##/##/####
M. Transportation Policies
The policies for travel to and from the Shelter are designed to safely support client needs and minimize potential impact on the adjacent residential neighborhood and businesses.

The following transportation measures have been implemented:

Walk-up guests are welcome, however are encouraged to use proper intake processes through referral system as entrance cannot be guaranteed based on capacity. No loitering around the Shelter will be allowed.

Bicycle Traffic and Parking
Bicycle racks will be provided on site. One working bike will be allowed per guest. Bike locks will be encouraged, but they are the responsibility of the client to obtain. Clients must complete a simple registration process for any bicycle brought onto the property and they will be limited to only one bike per person. No wagons or spare parts will be allowed in the bike-storage area.

Personal Vehicle Transportation and Parking
The Shelter parking lot is available to clients, staff, volunteers, and vendors.

Parking stalls will be numbered, with specific stalls designated to registered vehicles only. This is to ensure that no clients with private transportation are enrolled unless there is an adequate space for them to safely park their vehicle.

Staff Transportation of Clients
Shelter staff members are prohibited from transporting clients in their personal vehicles. Only designated fleet drivers in shelter operated or contracted vehicles may transport clients, and only for shelter-related purposes.

Delivery of Shelter Goods and Community Donations
Deliveries of goods and donations are to be dropped off in a designated area.

The planned location for these designated drop-offs can change depending on on-site activities and take into consideration pedestrian, bike and other vehicle Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 41 of 57 Revised ##/##/####
traffic routes to minimize safety risks and impact on the shelter site and surrounding area.

Deliveries of supplies from contracted vendors occur approximately three times, weekly. The delivery of community donations by private donors occurs sporadically and as available. Staff will be available 24 hours a day, 7 days a week, to ensure safe and effective deliveries of any materials if needed, though it is the intent of the Shelter Provider to receive all deliveries of goods and/or donations will occur between the hours of 10:00 AM and 4:00 PM daily.

N. Financial Policies

1. Financial Requests from Clients
Financial requests from clients (such as for Bus Passes or ID Vouchers) must be requested and received through their Housing Navigator or Site Lead.

Clients will sign a designated log when they receive the requested item. All bus passes and vouchers are kept in a locked safe in a locked office or closet when not in use.

The Lighthouse offers these financial assistance opportunities to clients, when available, and according to basic priority levels based off reason for request and status of housing plan. The Lighthouse is not obligated to fulfill all financial requests from clients that they receive.

2. Client Possessions and Funds
No clients’ personal funds or money are handled by the Shelter staff. Clients with funds that they keep while at the Shelter are solely responsible for their security and safety. It is recommended by staff for clients not to have funds on site to the extent possible, and to store wallets/purses, electronic devices, and any cash in appropriate locked storage. The Lighthouse has a policy of not being responsible for lost or stolen items that are included in a Policy and Procedures Manual, listed in the signed Client Expectations agreement, and read with new clients at the time of intake.

Clients are not allowed to give cash to staff at any time. The only exception might be if a client finds a wallet or monies and wishes to turn it in for lost- Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 42 of 57 Revised ##/##/####
and-found, in which case that transfer can only happen while under clear view of a video, camera, with a supervisor witness, and with an Incident Report to document the circumstances and the amount discovered.

3. Annual Outside Audit
The Lighthouse is completed on an annual basis in partnership with The City of Tulare. A most current audit is kept on file at Tulare Cares administrative offices and may be viewed, as necessary.

The Shelter is also subject to an annual program monitoring. It is the responsibility of The Lighthouse to correct any deficiencies reported by the audit within the time limits available to them. Failure to comply may result in the termination of their Shelter Operator contract.

4. Financial Reports Review
Financial reports may be produced each month by Tulare City accounting department. These reports may be reviewed by an appropriate Finance Designee for the Contracting Partner.

The Lighthouse reviews financial statements and budgets with each Program Manager on a regular basis. Adjustments are made in spending, as necessary.

O. Legal Policies

1. Policy for Compliance with Local Laws
The Lighthouse follows all local Fire Code requirements, and has staff trained in food handling, CPR, fire drills and other disaster evacuation procedures. Additionally, Shelter staff and management cooperate with law enforcement agencies on investigations for persons wanted for crimes as much as is possible while maintaining policies on client confidentiality.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 43 of 57 Revised ##/##/####

2. Policy for Compliance with Labor Laws
The Lighthouse complies with all required labor laws. OSHA training and reviews are done during staff meetings on an annual basis. OSHA flyers are posted in administrative offices.

The Lighthouse’s wages are at or above minimum wage. Employee breaks, meals, and overtime are monitored legally and compensated as needed.

The Lighthouse is contracted with a company to examine any work injuries.

The proper incident reports, Workmen’s Compensation forms, and requirements are completed.

P. Non-Discrimination Policies
The Lighthouse adheres to a policy of non-discrimination which is stated in The Lighthouse Policies and Procedures Manual.

The Lighthouse does not discriminate in the provision of client care based on age, race, color, religion, sex, sexual orientation or gender identity and expression, marital status, geographic, national or ethnic origin, HIV status, disability, or veteran status.

1. Policy for Compliance with Americans with Disabilities Act The Lighthouse complies with appropriate standards of The Americans with Disabilities Act (ADA). The Staff is trained about and is cognizant of any physical disability upon entrance of the client and can assist as needed to conquer any barriers from the structure of the building. Staff receive training to work appropriately with persons with disabilities. All people are treated with dignity, value, and worth.

The Lighthouse recommends that all restrooms and showers be constructed with equal privacy for all clients. All programs and services are available with the dignity of all clients as highest priority.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 44 of 57 Revised ##/##/####

2. Sexual Harassment Policy
All clients, volunteers, and employees are expected to be able to coexist at the Shelter in a Trauma-Informed environment, free from sexual harassment and inappropriate sexual behavior.

The shelter has a zero-tolerance policy for sexual harassment and inappropriate behavior of a sexual nature. No sexual harassment is tolerated by anyone on the facility grounds - including by staff, volunteers, or clients.

Clients, staff, and volunteers are notified if in The Lighthouse’s sole discretion any of their remarks, advances, gestures, or attire constitutes sexual harassment toward any person in the facility. The shelter will have postings to this effect, clearly visible to all who enter.

Anyone who believes he or she has been the subject of any such behavior is urged to report it to the staff or supervisor immediately. In the event an individual comes forward with these concerns, a report will be completed and taken to appropriate staff or supervisor for resolution. Reported incidents are investigated on a confidential basis. Provisions are instituted to guard the safety and emotional health of persons who have been victims of a reported incident, as well as any persons initially accused of harassment. If after proper review a person is found to have engaged in sexual harassment or inappropriate behavior of a sexual nature, they will be subject to disciplinary action including possible immediate exit from program or termination from employment.

3. Policy Regarding Sex Offenders
The Lighthouse has strict requirements for the safety of vulnerable adults and children who may frequent the surrounding area. Staff and volunteers are trained in sex abuse definitions, sex offender policies, child abuse, and vulnerable adult abuse. All employees must review this training yearly and be documented to have passed its standards.

As mandated reporters, the Shelter Staff follows federal law requirements in reporting sex offenders. All clients are screened against national sex offender databases, through the National Sex Offender Public Website.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 45 of 57 Revised ##/##/####
Q. Confidentiality Policies

1. Personal Confidentiality
People seek help from emergency shelters at a difficult time in their lives.

Their need for service and the help that can be given is determined through the sharing of factual and personal information. For this to be effective, every client must be able to trust that every staff member and volunteer will hold confidential this shared information.

Therefore, The Lighthouse and staff keep strict confidentiality practices as written in its internal Confidentiality Policies. These practices include:
1) Fact of Participation: The fact that an individual is or has been a participant in the Navigation Center is not disclosed except where it is absolutely necessary, and after disclosure has been allowed by the client.

Inquiries by visit, telephone or letter regarding a participant in the program is answered with the statement that information as to whether a particular person is or has been in residence cannot be divulged; that if in fact the individual is in residence, they will be advised of the inquiry, and that, at their discretion, they will or will not communicate with the inquirer.
2) Disclosure to Other Agencies: Disclosure of client information to other social service agencies, whether on a referral to or from the agency, generally is permitted only with the person’s written consent.

Information is withheld where enjoined by law and where, by contract, The Lighthouse has agreed to maintain the confidentiality of client records (as under the Privacy Act.)
Disclosure of information relating to program participants is not to be made to employers, credit agencies, unions, or other similar organizations, except at the request, and with the consent of the participant.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 46 of 57 Revised ##/##/####
3) Information to the Client: In some situations, it may be required by law to disclose certain participant information contained in their own case record. Information disclosed should be limited to that which is included in the formal case record. The formal case record should contain factual information and shared documents, not progress notes or staff observations. Information provided by other agencies is also not to be shared.
4) Law Enforcement Agencies: Formal requests for information regarding clients originating from law enforcement agents are referred to the The Lighthouse Management Team and Directors, and if necessary, its Legal Department. Before any official action is taken on any legal request, staff will contact their Legal Department as there are boundaries in place to determine the sharing of information with law enforcement personnel according to its policies on client confidentiality.

When an arrest warrant or a search warrant has been issued by a court after a showing of probable cause, if such a warrant is presented to the facility relating to a client in the residence, staff cooperates with the law enforcement agency in making the arrest or the search, preferably in a manner which will involve the least disruption of the program at the facility. This kind of visit by Law Enforcement will be followed up with an Incident Report by staff.
5) Written Consent: If there is any doubt as to whether client information should be disclosed, the consent of the client is first obtained, except as otherwise required by law. The consent will be in writing on a Release of Information form and will identify the information to be disclosed, the person or agency to whom it will be disclosed, and the purpose of the disclosure, and the period during which authorization is granted.
6) Abuse Reporting: The Lighthouse and Shelter staff comply with all state and municipal laws requiring reporting to governmental agencies of instances of child abuse, domestic violence, and elder abuse. Staff report any suspicion or evidence of child abuse or Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 47 of 57 Revised ##/##/####
vulnerable adult abuse according to the law’s requirements. All staff persons at the shelter are mandatory reporters. An incident report would also be completed and submitted to the Program Manager and any higher-level staff as needed. All staff are trained at the time of hire to spot signs of abuse and to properly document and report it.

Trainings are repeated annually.
7) Harm to Self or Others: If a client at the shelter program shares with a staff person a viable threat to do harm to self or another, the terms of confidentiality can be revoked, as in the case of suicidal or homicidal admittance.

Database Confidentiality Policies
Only trained staff, Employment and Housing Navigators, and management staff are authorized to access the HMIS Database. Each staff must have a separate password for entry. Staff are only to use computers that are authorized and HMIS compliant. No persons without a username and password set up by The Lighthouse IT department will have access to staff-only computers.

Exceptions to the Confidentiality Policy
All clients are informed that when the law requires Management to disclose client-related information, such as to prevent danger to self or others or to report child and elderly/vulnerable adult abuse, Staff will do so.

Grievance Policies
The grievance procedure is applicable for any conflicts or disagreements between clients and clients and clients and staff. For example, the grievance process may be employed to address disruptive behavior or appeal incorrect formal action. However, in no way does the grievance procedure suspend the rules or consequences established in the Shelter Rules signed upon entering the program. Clients have the right to file a grievance without the fear of harmful repercussions from staff or other residents.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 48 of 57 Revised ##/##/####
For more information, refer to The Lighthouse’s Grievance Policy document.

Receiving and Posting
The Grievance Procedure is clearly available to clients at the shelter facility. It can be easily found in a dedicated binder on the counter at the front Service Desk. Also, posters with this information can be found on the walls of the shelter. A client is given a copy of the Grievance Procedure when a conflict has occurred that cannot be resolved satisfactorily between the client and a staff person or another client, or the client has a complaint about an event that occurred at the Shelter involving that client. The Grievance Procedure will be read by the client and the client may decide which follow up forms they would like to proceed with completing if follow up is necessary. These forms include a minor grievance document (Request for Consideration form) and a formal Grievance Form. Each form may be filed to begin a grievance investigation and follow up at different levels of management within The Lighthouse.

Meeting with Staff
If after less formal steps have been taken and mediation options have been exhausted, a client may choose to file a Formal Grievance within 48 hours of an issue. The Program Manager will then make every effort to conduct an investigation and provide the client with a written decision within three days. If Program Management is unable to resolve the situation, they submit the Grievance to the Lighthouse Director.

Once a formal Grievance is received by the Lighthouse Director , they will review the issues and complaints, and may acquire all documentation and interview involved parties as necessary to resolve the grievance at their level, providing a written decision with 10 days of the grievance’s original filing date.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 49 of 57 Revised ##/##/####
The program’s Contracting Partner may also request additional steps be added for the client to appeal decisions through them. In this case, The Lighthouse will also make this information and any necessary documents readily available to clients.

Whistleblower Policy
Confidentiality is strictly kept between the person making the complaint and the Program Manager, who will withhold information internally to the extent prudent where a complaint involves a staff member or volunteer.

Clients have several ways in which they can share a grievance – verbally or written, anonymous or through a third party. A Suggestions-andGrievance Box is available in the common area and is checked weekly by staff.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 50 of 57 Revised ##/##/####
SECTION III. STAFFING AND MANAGEMENT PLAN
A. Staff Policies

1. Hiring Policy
Tulare Lighthouse Rescue Mission is an equal opportunity employer. A copy of its applicable Equal Opportunity and Affirmative Action Policy is available in the Employee Handbook and through the Human Resources department of the Administrative Offices.

All staff positions and newly hired staff are approved by the Human Resources department, Directors, and Program Manager, and are thoroughly vetted through a new hire process as outlined below.

2. Screening Procedure
Position openings are posted on various employment-search networking websites. Potential applicants are screened through a two-step interview process.

The first interview is typically scheduled with the Human Resources’ Recruiting Team. If deemed eligible, the applicant may conduct an interview with their potential manager or supervisor at the agency. The Shelter Staff is hired into at-will employment and are subject to annual staff review and probationary training periods overseen by the Program Manager.

3. Acceptance Procedure
A completed application packet is sent to the head of the Human Resources Department who conducts a thorough background check. Every potential applicant is screened for active warrants, violent felony convictions, sexual offenses which require registration, and legal ability to work. Any staff who are in direct contact with clients are also required to complete Tuberculosis screening as well as training for mandated reporting policies. The applicant must successfully complete all screening requirements before they will be able to begin working directly with clients.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 51 of 57 Revised ##/##/####
Upon hire, the new employee signs a formal job offer form and is provided with a job description informational sheet for their records. They also attend a general program orientation led by the Human Resources Department.

This orientation covers important topics, such as but not limited to, sexual harassment policies, and appropriate interactions with co-workers, volunteers, and clients. Training places a heavy emphasis on appropriate conduct between staff and clients and all new hires are expected to adhere to these practices when interacting with clients. Program Managers complete a lengthier program-specific orientation process, including onthe-job demonstrations, and completion of a full catalog of applicable training topics.

4. Staffing Policies for Safe Humane Environment
The Shelter is staffed to provide the safest, most dignified environment for all clients. All staff are easily identifiable and are required to wear Shelter Operator- Approved shirts, vests, or other apparel.

Staff will be scheduled to optimize the safety of staff, volunteers, and clients and to provide optimal coverage during hours of high volume.

The Tulare Lighthouse Rescue Mission is responsible for the performance of all Shelter activities. Their primary responsibilities include program management, development, and community relations, which includes supervising the Program Manager of the Shelter.

All Shelter operations and logistics staff are supervised by the full-time Program Manager. The Program Manager is responsible for coordinating all program services for the Shelter. Primary responsibilities include supervising support staff, vendors, service providers, and program reporting. This position reports directly to The Tulare Lighthouse Rescue Mission Board of Directors.

The Site Leads are responsible for overseeing daily services and activities in the Shelter and provide support for all Partner Agency services. They oversee all shelter activities including logistics and client intake, oversee distribution of services, and assist in coordination of volunteers and supportive services. They provide support to staff during designated shifts Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 52 of 57 Revised ##/##/####
and assign tasks, oversee administrative duties that support program services. The Site Leaders report directly to the Shelter Program Manager, reporting any staff or shelter issues as needed.

The Housing Navigator position provides housing navigation assistance to Shelter clients and conducts an individual assessment of needs, followed by provision of targeted services focused on returning individuals to permanent housing as quickly as possible. The Housing Navigator determine eligibility, enter assessments into Central Intake System for prioritization and linkage to housing providers, help clients obtain necessary documents, and provide individuals with employment guidance and community resources. When clients are referred to other programs, the Housing Navigator can provide a warm hand-off to the service provider. The Housing Navigator is also responsible for accepting new referrals, completing the Diversion Questionnaire and new client intakes, and prepping all data to be ready for handoff to the Data Entry Specialist.

The Administrative Assistant manages the HMIS and data for reporting requirements. They are responsible for ensuring that HMIS and Coordinated Entry data is complete, as well as most other ad hoc data recording needs.

The Shelter Specialists are a full-time position that covers all shift logistics shifts at the Navigation Center. They resolve conflicts and file incident reports as necessary, report violations and general events in the daily log.

This position is largely Logistics based, and a significant amount of cleaning is involved. They also oversee 3rd shift Security crew and conduct safety checks. The Shelter Specialist provides general support for clients, ensuring their safety during the night.

Other more role-specific positions will include hourly Safety Specialists .

When available, volunteers assist with daily ongoing operations of the shelter and can be utilized every day of the week. Volunteers help the Shelter Staff with setting up and serving meals, clean-up, laundry, daytime activities, as well as minor administrative duties and distribution of donations. There are also opportunities for Volunteers to do special work projects on-site or to hold special events.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 53 of 57 Revised ##/##/####
All volunteers are assigned to duties that are appropriate for their age and activity level. It is important that volunteers be reliable, and all staff treat them as a vital component of shelter operations.

All the positions, requirements, and descriptions can be made available by The Lighthouse Human Resources Department and will also be made readily available to all staff.

B. Policies for Staff Training
The Shelter staff are trained in emergency evacuation, first aid procedures, mandated reporting policies, crisis intervention, and CPR procedures. These training courses are repeated and updated annually and as needed. Staff also receive additional training on different topics as opportunities arise and are needed.

Each staff member also receives on-going in-service training in crisis management. Staff also train in Strengths-Based Approaches and positive communication skills. Each staff member is required to attend annual training to update and improve their knowledge. Documentation of training is kept by the Program Manager and is provided to the Human Resources for filing, when appropriate.

Security staff undergo sensitivity training to better equip them to work with homeless clients, and those in crisis.

1. Emergency Procedures - Evacuation, First Aid, and CPR, 911 Reporting Program staff are trained in fire, earthquake, and chemical spill evacuation procedures when hired and annually. Evacuation drills with all staff and clients are held and recorded quarterly. Evacuation protocols are recorded in the Program Manager office for reference.

Evacuation routes are posted throughout the facility. At least one staff on every shift will be trained in first aid and CPR procedures annually. 911 reporting is taught in orientation and reviewed annually. CPR certificates will be kept in staff files. Universal precautions will be followed.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 54 of 57 Revised ##/##/####

2. Safety Conduct - Prevention of Abuse, Crisis Intervention, Conflict Resolution
Shelter staff is trained in identifying and the prevention of child abuse, vulnerable adult abuse, and sexual harassment titled. Each staff will complete this Mandated Reporter training program annually.

All Program staff complete a course in conflict resolution and crisis intervention upon hire and annually. Records of completed trainings are kept in Human Resource files.

3. Appropriate Behavior for Dignity and Respect
Operations, Program, Administrative and Management staff are trained in a Strengths-Based, Trauma-Informed model of client care. They are trained regularly, including at time of hire, in the best methods of working with, treating, and responding to clients who have had difficult and traumatic life experiences. Each staff member is expected to put these models to use in every interaction they have with clients and potential clients. Staff members are offered training regularly and expected to participate actively. Notice of completion is recorded in staff files, and each staff member has access to this information as needed.

4. Communication
Shelter staff undergoes training in communication skills – such as handling phone calls, confidentiality policies, crisis management and de-escalation of conflict. These communication skills are reinforced through practice and reviewed at regular staff meetings and reviews. Specialty courses covering topics such as communication skills with mentally ill persons, receptionist skills, communication with difficult people, and conflict resolution are completed where needed.

5. Resources and Referrals
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 55 of 57 Revised ##/##/####
Operations, Program, and Housing Navigator Staff are oriented to resources, homeless services, and organizations for collaboration and referral. They are also trained staff who can connect clients to the Coordinated Entry System, as a system designated Entry Point. Resource lists are updated monthly and kept on-site.

Protocols for offering and accepting referrals from other agencies are in place, reviewed by staff, updated, and kept readily available.

6. Mental Health and Addiction Skills
All Program staff attend mental health training events which include naming of symptoms, co-occurring diseases, de-escalation techniques, and safety protocols. Special speakers may present workshops on various aspects of mental health diagnoses, symptoms, and care when available.

Staff are trained in symptoms of drug abuse, and referrals for treatment.

Recovery programs are encouraged, and off-site referrals are made as appropriate.

Though sobriety is not a requirement to stay in the shelter or participate in services, clients are expected to be able to practice self-care, follow all rules and expectations, and behave appropriately and respectfully toward staff, volunteer, and other clients. Drug misuse at the shelter is prohibited and can result in immediate exit from the program.

7. Self - Care
Regular staff meetings are held for all staff. Part of the purpose of these meetings is communication and processing of stressors while working in the difficult environment of a large-scale Year-Round Emergency Shelter Program. Staff will be welcome to participate in team-building activities throughout the year, including holiday parties, and events with co-workers.

All staff are trained in effective communication with coworkers and in proper techniques to address coworker harassment and stressors and are aware of the importance of practicing self-care. Staff have been informed of the existing open-door policies with supervisors and the Human Resources department.

Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 56 of 57 Revised ##/##/####

8. Annual Staff Evaluation and Training Plan
All staff are evaluated by their direct supervisor, after a 90 day probationary period, from their hire date and at semi-annual intervals moving forward.

The evaluation form is stored in the employee file held at the Human Resource office.

9. Documentation of Staff Training
Attendance of and participation in staff training is recorded in each staff file by the Program Manager. Trainings required by all staff members are also recorded in the Human Resources file to ensure each member’s knowledge and information is kept up to date.

This Policy does not include any exceptions or exclusions OR
This Policy does not include any exceptions or exclusions, save for those granted as accommodations by management on a case-by-case basis.

Non-Compliance:
[e.g. ‘All employees within the scope of this policy are expected to comply fully with this policy. Failure to adhere to the guidelines and procedures outlined may result in a review of the actions taken and appropriate disciplinary measures.’]
OR
[All guests of Tulare Cares Emergency shelter programs are expected to comply fully with this policy. Failure to meet these expectations may result in the completion of Action Plans, Behavioral Contracts, or Termination of Enrollment.]
Policy and Procedures TULARE CARES EMERGENCY SHELTER
Policy Name 57 of 57 Revised ##/##/####
Policy Disclaimer
The Lighthouse is dedicated to safeguarding the safety, security, and health of all clients and staff through the implementation of policies.

While we strive to offer transparent and consistent guidance, we recognize that unique circumstances may arise. Therefore, The Lighthouse reserves the right to implement these policies. We affirm our commitment to interpreting our policies through an equitable, trauma-informed, and client-focused approach that aims to foster an environment that prioritizes the welfare and dignity of all individuals involved.

Any questions or concerns regarding the application of these policies should be directed to the Program Manager or Lighthouse Board of Directors.

Personnel - Primary and
Supportive Expenses
Description Cost Notes
Non-operation administration fee $ 300,000.00
Program Manager $ 75,000.00 1.0 FTE
Housing Navigator Lead (60,500) $ 65,000.00 1.0 FTE
Housing Navigators (55,000) $ 165,000.00 3.0 FTE
Administrative Assistance $ 60,000.00 1.0 FTE
Food Service Coordinator (45,000 ann) $ 45,000.00 1.0 FTE Site Leads 24/7 (attendants) (43,000 ann) $ 129,000.00 3.0 FTE Shelter Specialist (24 hours X $22 ph) $ 329,475.00 12.0 PT 10% Admin Fees $ 80,347.20
Subtotal $ 1,248,822.20 22
Other Operating and
Facility Expenses Description Cost Notes
Insurance Costs $ 25,000.00
Permits and Licenses $ 500.00 Enviromental Health Permits Food Services $ 800,000.00 $15 PP X 365 DAYS X 150
Utilities $ 150,000.00 20,000sqft x $5/sqft
Security $ 600,000.00 3rd party security guards
On site Animal Services, Kennels, Food,
Cleaning, etc. $ 152,962.40
Maintenance and Cleaning Supplies $ 75,000.00
Other - Miscl - (Uniforms, office suplies and
devices) $ 40,000.00
Participant Van, Maintenance and
Insurance $ 75,000.00
Subtotal $ 1,918,462.40
Total Approximate Expenses $ 3,167,284.60
Funding Sources Description Amount Notes
Local - Measure Y $ 1,000,000.00
PLHA (Permanent Local Housing Location)
$ 482,228.00
Subject to Council and State
approval in April 2026
Local - General Fund $ 1,685,056.60
Grant - To be determined $ -
Total Revenue $ 3,167,284.60
Balance - Year 1 $ - *Estimated year 1 shortfall
as of February 2025
City Covered Expenses Description Cost Notes
Waste Disposal $ 50,111.64
Sewer Service Fees $ 13,200.00
Water Service Fees $ 5,400.00
Capital Maintenance $ 88,000.00
Limited Veterinary Services $ 170,000.00 Veterinary Services Exterior Landscaping $ 2,155.48
Pest Control $ 5,000.00
Laundry Services $ 129,000.00
Subtotal $ 462,867.12
Tulare Cares Emergency Shelter Operations
Year 1 Proposed Budget
Staff Report
Meeting: City Council
Date: February 17, 2026
Department: Finance
Submitted by: Mark Roberts, Chief Financial Officer / Treasurer Agenda Title: Pension Trust Administration Services

RECOMMENDED ACTION
Adopt a resolution (1) adopting the Public Agencies Post-Employment Benefits Trust (“Plan”) administered by Public Agency Retirement Services (PARS) to prefund the City's unfunded accrued pension liabilities; (2) appointing the City Manager, or his designee, as Plan Administrator; (3) authorizing the Plan Administrator to execute the documents necessary to implement the Plan; and (4) authorizing the City Manager to execute an agreement with Phase II Systems dba Public Agency Retirement Services and PARS for pension trust administration services for the period February 18, 2026, through December 31, 2028, with up to two additional one-year extensions under the same terms.

SUMMARY
At its regular meeting on December 16, 2025, the City Council authorized the establishment of an irrevocable supplemental pension reserve trust (“Trust”) with initial funding of $4.0M. In order to create a pension trust, the City must acquire professional trust administration services, adopt a pension trust plan, appoint an administrator for the plan, and execute the legal and administrative documents necessary to implement the plan.

Since 1984, PARS has been a pioneer in the design and administration of retirement plans and trusts solely for public agencies. Throughout this time, it has experienced continual corporate growth and has built a long track record of service which includes the following key accomplishments:
 administration over 2,300 plans for more than 1,100 public entities;  development of the first multiple-employer IRS Section 115 trust program for pension prefunding with more than 325 California public agencies joining the program;  ongoing servicing for over 750,000 public employees.

Item #: 7.3
General Business
Additional information regarding PARS, US Bank, and PFMAM may be found in PARS’ proposal, submitted with this staff report.

FISCAL IMPACT & FUNDING SOURCES
As noted in the December 16, 2025, staff report to City Council requesting approval of the establishment of the irrevocable supplemental trust, the trust provides the two-fold benefit of prefunding the unfunded accrued liabilities (UALs) of the City’s pension plans and/or allowing the City to “smooth” its annual UAL contributions, if desired, during periods when those payments spike significantly.

PARS’ annual pension trust administration fees will be based upon the average balance of the pension trust plan’s assets, in accordance with the following schedule:

0.35% fee represents the highest weighted investment
management fee that can be charged
All fees will be deducted from the trust plan's assets.

Future amounts to be recommended for deposit into the pension trust will be dependent upon cash flow analyses conducted by staff.

ENVIRONMENTAL REVIEW
This action does not constitute a “project” pursuant to the California Environmental Quality Act (CEQA).

CONFLICT OF INTEREST
Staff is not aware of any conflicts of interest associated with this action.

LEGAL REVIEW
The pension trust administration services agreement has been reviewed by the City Attorney’s Office staff. Changes to the documents, if any, prior to execution will be non-substantive.

PUBLIC NOTICE
This item does not require a public hearing and was noticed as a part of the agenda.

ALTERNATIVE ACTION

1. Approve with changes

2. Deny

3. Table
If the recommended amendments to the Budget Policies & Practices are not approved, the City will be less prepared to withstand large increases in its unfunded pension and OPEB liabilities and Workers’ Compensation insurance claims.

ATTACHMENTS

1. Resolution

2. Adoption Agreement for the Post-Employment Section 115 Trust

3. Phase II Systems dba Public Agency Retirement Services and PARS Agreement Reviewed/Approved:

RESOLUTION 2026-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TULARE

AUTHORIZING THE CITY MANAGER TO EXECUTE ANY/ALL NECESSARY DOCUMENTS TO

ESTABLISH AN IRREVOCABLE SUPPLEMENTAL PENSION TRUST
WHEREAS, an irrevocable supplemental pension trust provides the two-fold benefit of prefunding the City’s unfunded accrued liabilities (UALs) of the City’s pension plans and/or allows the City to mitigate the impact of year-to-year volatility of pension plan contributions by “smoothing” its annual UAL contributions when the required contributions increase significantly; and WHEREAS, its regular meeting on December 16, 2025, the City Council authorized the establishment of an irrevocable supplemental pension reserve trust (“Trust”) with initial funding of $4.0M; and
WHEREAS, the City has determined that Phase II Systems dba Public Agency Retirement Services and PARS (“PARS”) is an administrator of irrevocable supplemental pension trusts and is qualified by experience and ability to perform the services desired by the City; and WHEREAS, PARS administers the Public Agencies Post-Employment Benefits Trust (“Plan”), a tax-exempt trust performing an essential governmental function within the meaning of Section 115 of the Internal Revenue Code, as amended, and the regulations issued thereunder; and WHEREAS, the Plan is also a tax-exempt trust under the relevant statutory provisions of the State of California; and
WHEREAS, the City is eligible to participate in the Plan; and WHEREAS, City staff has recommended the Council adopt the Plan.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Tulare, as follows:

Section 1. The Public Agencies Post-Employment Benefits Trust administered by Public Agency Retirement Services (PARS) is hereby adopted.

Section 2. The City Manager, or their designee, is appointed as Plan Administrator.

Section 3. The Plan Administrator is authorized to execute the documents necessary to implement the Plan.

Section 4. The City Manager is authorized to execute an agreement with Phase II Systems dba Public Agency Retirement Services and PARS for pension trust administration services for the period February 18, 2026, through December 31, 2028, with up to two additional one-year extensions under the same terms.

Resolution 2026-XXX

Page 2 ends

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Tulare this 17th day of February 2026, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

Patrick Isherwood, President of the Council
and Ex-Officio Mayor
ATTEST:

PUBLIC AGENCIES

POST-EMPLOYMENT BENEFITS

TRUST AGREEMENT
(Effective November 5, 2014)

ARTICLE I

DEFINITIONS

1.1 "Adoption Agreement" shall have the meaning given to such term in Section 2.3.

1.2 "Agency Account" shall have the meaning given to such term in Section 2.4.

1.3 "Agreement for Administrative Services" shall mean the agreement executed between the Employer and the Trust Administrator which authorizes the Trust Administrator to perfonn specific duties of administering the Agency Account of the Employer.

1.4 "Assets" shall have the meaning given to such term in Section 2.5.

1.5 "Code" shall mean the Internal Revenue Code of 1986 as amended from time to time.

1.6 "Delegatee" shall mean an individual or entity, appointed by the Plan Administrator or Employer to act in such matters as are specified in the appointment.

1. 7 "Effective Date" shall mean the date first written above, the date the Trust was established, and with respect to each Employer, the Effective Date shall be the date on which the Employer executes the Adoption Agreement.

1.8 "Eligible Beneficiary" shall mean any person who, due to his or her relationship to an Eligible Employee, is entitled to post-employment benefits pursuant to the Employer's Pension Plan or OPEB Plan, including but not limited to the Eligible Employee's current or former spouse or domestic partner, child, dependent, or survivor.

1.9 "Eligible Employee" shall mean any employee of an Employer who is entitled to post-employment benefits pursuant to the Employer's Pension Plan or OPEB Plan. Unless the context otherwise requires, the term "Eligible Employee" as used herein shall include any Eligible Beneficiaries.

1.10 "Employer" shall mean a public agency that executes the Adoption Agreement, thereby adopting the provisions of this Trust Agreement, provided that such agency is a state, a political subdivision of a state, or an entity the income of which is excludible from gross income under Section 115 of the Code.

1.11 "GASB" shall mean the Governmental Accounting Standards Board.

1.12 "Omnibus Account" shall mean an account, established for record keeping purposes only, to aggregate the balances of the Assets credited to the Agency Accounts. The Trust Administrator shall maintain and reconcile, at the Agency Account level ( and subaccount level), the investments of the Agency Accounts

Page 1 ends

and will provide reports to the Plan Administrator with respect to such investments. The Trustee will maintain a record of the aggregate balance (principal and earnings) for all Agency Accounts. The Trust Administrator will in the ordinary course of business maintain a record of the name, address, taxpayer identification number, account number and amount of funds, including earnings, of each Employer. On periodic valuation dates (no less frequently than monthly) to be established by the Trust Administrator, the Trustee and Trust Administrator will reconcile the aggregate balance infonnation maintained by the Trustee with the Agency Account level records maintained by the Trust Administrator pursuant to this Trust Agreement.

1.13 "OPEB" shall mean "other post-employment benefits," such as medical, dental, vision, life insurance, long-term care and other similar benefits provided to retirees, other than pension benefits.

1.14 "OPEB Obligation" shall mean an Employer's obligation to provide OPEB to its Eligible Employees in accordance with the Employer's OPEB Plan.

1.15 "OPEB Plan" shall mean the Public Agencies Post-Employment Health Care Plan, as adopted by the Employer under the Adoption Agreement.

1.16 "Pension Obligation" shall mean an Employer's obligation to contribute to the Pension Plan's Qualified Trust and shall not, for example, mean an Employer's Obligation to provide retirement benefits under the Pension Plan to the Empl~yer's Eligible Employees.

1.17 "Pension Plan" shall mean an Employer's defined-benefit pension plan or plans, each of which is (i) qualified under Section 401(a) of the Code, (ii) sponsored by the Employer in order to provide retirement benefits to its Eligible Employees, and (iii) partly or wholly funded by the Employer's contributions to a Qualified Trust.

1.18 "Plan Administrator" shall mean the individual designated by pos1t10n of employment at the Employer to act on its behalf in all matters relating to the Employer's participation in the Trust.

1.19 "Qualified Trust" shall mean a trust which (i) is separate and apart from the Trust, (ii) constitntes a qualified trust under Code Section 401 (a), and (iii) funds retirement benefits provided under an Employer's Pension Plan to the Employer's Eligible Employees.

1.20 "Trust" shall mean the Public Agencies Post-Employment Benefits trust arrangement.

1.21 "Trust Administrator" shall mean Public Agency Retirement Services or any successor trust administrator appointed by the Employers as provided herein. TI1e Trust Administrator shall serve as trust administrator to the Trust established

Page 2 ends

pursuant to this Trust Agreement until such Trust Administrator resigns or is removed as provided in Article III.

1.22 "Trust Agreement" shall mean this Public Agencies Post-Employment Benefits trust document adopted by each Employer upon execution of an Adoption Agreement, as amended from time to time.

1.23 "Trustee" shall mean U.S. Bank National Association, or any successor trustee appointed by the Employers as provided herein. The Trustee shall serve as trustee of the Trust established pursuant to the provisions of this Trust Agreement until such Trustee resigns or is removed as provided in Article III.

ARTICLE II

THE TRUST

2.1 Multiple Employer Trust
The Trust is a multiple employer trust arrangement established to provide economies of scale and efficiency of administration to public agencies that adopt it to hold the assets used to fund the agency's OPEB Obligation or Pension Obligation or both. The Trust is divided into Agency Accounts to hold the Assets of each Employer as described in Section 2.4.

2.2 Purpose
The Trust is established with the intention that it qualify as a tax-exempt trust performing an essential governmental function within the meaning of Section 115 of the Code and any regulations issued thereunder and as a tax-exempt trust under the provisions of the relevant state's statutory provisions of each Employer. This Trust Agreement shall be construed and the Trust shall be administered in a manner consistent with such intention. The fundamental purpose of the Trust is to fund the Employer's OPEB Obligation or Pension Obligation or both. It is intended that adopting Employers retain an interest in the underlying securities held in the Trust on their behalf, rather than in the Trust itself.

The Employer hereby represents and warrants that the assets held hereunder (including the Assets) are not assets of any qualified plan under Code Section 40l(a), regardless of the character of such assets once distributed. The Employer hereby acknowledges that the Trust does not constitute a qualified trust under Code Section 401(a).

2.3 Employers
Any public agency may, by action of its governing body in writing accepted by the Trustee, adopt the provisions of the Trust Agreement. Executing an adoption instrument for the Trust ("Adoption Agreement"), in the form attached hereto as Exhibit "A" (or such other form as may be approved by the Trustee), shall

Page 3 ends

constitute such adoption, unless the Trustee requires additional evidence of adoption. In order for such adoption to be effective, the public agency must also execute an Agreement for Administrative Services with Public Agency Retirement Services, the Trust Administrator, pursuant to Section 3.6 of this Trust Agreement. Such adopting Employer shall then become an Employer of the Trust.

Each such Employer shall, at a minimum, furnish the Trust Administrator with the following documents to support its adoption of the Trust:
(a) a certified copy of the resolution(s) of the governing body of the Employer authorizing the adoption of the Trust Agreement and the appointment of the Plan Administrator for such Employer;
(b) an original of the Adoption Agreement executed by the Plan Administrator or other duly authorized Employer employee;
(c) an original of the Agreement for Administrative Services with Public Agency Retirement Services executed by the Plan Administrator or other duly authorized Employer employee and Public Agency Retirement Services; ( d) an address notice; and
( e) such other documents as the Trustee may reasonably request. (f) Any action taken by the Plan Administrator for an Employer shall be deemed to have been taken by such Employer. Any notice given to or delivered by the Plan Administrator for an Employer shall be deemed to have been given to or delivered by such Employer.

2.4 Agency Accounts
(a) Upon an Employer's adopting the Trust Agreement, as provided in Section 2.3, a separate "Agency Account" shall be established under the Trust for that Employer, and all Assets of the Trust attributable to that Employer shall be held in that Employer's Agency Account.
(b) An Employer's Agency Account comprises three subaccounts: a "Pension Account", an "OPEB Account", and a "Suspense Account". The Assets of the Trust that are held in the Employer's Pension Account will be available only to fund the Employer's Pension Obligation and defray the reasonable expenses associated with the same. The Assets of the Trust that are held in the Employer's OPEB Account will be available only to fund the Employer's OPEB Obligation and defray the reasonable expenses associated with the same. (c) The Assets of the Trust that are held in an Employer's Agency Account shall not be available to pay any obligations incurred by any other Employer as provided in Section 2.8.

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( d) All contributions and transfers received by the Trust on behalf of the Employer will be held in the Employer's Agency Account and will be allocated to the subaccounts under the Agency Account as follows:
(1) If the Employer maintains a Pension Account or OPEB Account (and not both a Pension Account and an OPEB Account), all contributions and transfers received by the Trust on the Employer's behalf will be allocated to that subaccount.
(2) If the Employer maintains both a Pension Account and an OPEB Account, contributions and transfers received by the Trust on the Employer's behalf will be allocated to either the Pension Account or OPEB Account, as directed by the Plan Administrator. To the extent the Plan Administrator does not provide such direction, the Employer hereby directs the Trustee to allocate such contributions and transfers to the Suspense Account and to use the assets of the Suspense Account to purchase a position in the sweep vehicle identified on an exhibit hereto or, if none is identified, to hold such assets un-invested. The Plan Administrator may at any time direct the reallocation of cash from the Suspense Account to either the Pension Account or the OPEB Account. (3) Once allocated to the Pension Account or the OPEB Account, amounts under the Trust may not subsequently be transferred to the other subaccount.

2.5 Assets of Agency Account
The assets held in an Agency Account shall consist of all contributions and transfers received by the Trust on behalf of the Employer, together with the income and earnings from such contributions and transfers, and any increments accruing to the Agency Account, net of any investment losses, benefits, expenses or other costs ("Assets"). All contributions or transfers shall be received by the Trustee in cash or in other property acceptable to the Trustee. The Trustee shall manage and administer the Assets held in Agency Accounts without distinction between principal and income. The Trustee and the Trust Administrator shall have no duty to compute any amount to be transferred or paid to the Agency Account by the Employer, and the Trustee and the Trust Administrator shall not be responsible for the collection of any contributions or transfers to the Agency Account.

2.6 Aggregate Balance for Investment and Administration The balances of the Assets of more than one Agency Account may be aggregated by the Trustee in one or more Omnibus Accounts for investment and administrative purposes, to provide economies of scale and efficiency of administration to the Agency Accounts. The responsibility for Agency Account level accounting (including subaccount-level accounting within each Agency Account) within this Omnibus Account(s) shall be that of the Trust Administrator.

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2.7 Trustee Accounting
The Trustee shall be responsible only for maintaining records and maintaining accounts for the aggregate assets of the Trust. The responsibility for accounting and subaccounting for each Agency Account, based upon the Omnibus Account(s), shall be that of the Trust Administrator.

2.8 No Diversion of Assets
The Assets in each Employer's Agency Account shall be held in trust for the exclusive purpose of funding the Employer's OPEB Obligation or Pension Obligation or both and defraying the reasonable expenses associated with the same. The Assets in each Agency Account shall not be used for or diverted to, any other purpose, including, but not limited to, the satisfaction of any other Employer's Pension Obligation or OPEB Obligation.

2.9 Type and N aturc of Trust
Neither the full faith and credit nor the taxing power of each Employer is pledged to the distribution of amounts hereunder. Except for contributions and other amounts hereunder, no other amounts are pledged to the distribution of benefits hereunder. Distributions of benefits are neither general nor special obligations of any Employer, but are payable solely from the Assets held in such Employer's Agency Account, as more fully described herein. No employee of any Employer or beneficiary may compel the exercise of the taxing power by any Employer.

Distributions of Assets from any Agency Account are not debts of any Employer within the meaning of any constitutional or statutory limitation or restriction.

Such distributions are not legal or equitable pledges, charges, liens or encumbrances, upon any of an Employer's property, or upon any of its income, receipts, or revenues, except amounts in the accounts which are, under the terms of each Plan and the Trust set aside for distributions. Neither the members of the governing body of any Employer nor its officers, employees, agents or volunteers are liable hereunder.

2.10 Loss of Tax-Exempt Status as to Any Employer
If any Employer participating in the Trust receives notice from the Internal Revenue Service that the Trust as to such Employer fails to satisfy the requirements of Section 115 of the Code, or if any Employer consents to the Internal Revenue Service's determination that the Trust fails to meet such requirements, Assets having a value equal to the funds then held in such Employer's Agency Account shall be segregated and placed in a separate trust by the Trustee for the exclusive benefit of such Employer's Eligible Employees within a reasonable time after the Trust Administrator notifies the Trustee of the Internal Revenue Service's determination. Each Employer participating in the Trust agrees to immediately notify the Trust Administrator upon receiving such

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notice or giving such consent. TI1e separate trust provided for in this Section 2.10 shall thereafter be considered as a separate trust containing all of the provisions of this Trust Agreement until terminated as provided in this Trust Agreement.

ARTICLE III

ADMINISTRATIVE MATTERS

3.1 Appointment of Trustee
The Employers may, with the approval of two-thirds (2/3) or more of the Employers then participating in the Trust, act to appoint a bank, trust company, retirement board, insurer, committee or such other entity as permitted by law, to serve as the trustee of this Trust. Such action must be in writing. Upon the written acceptance of such entity it shall become the Trustee of the Trust. If the Trustee is removed or resigns pursuant to Section 3 .2, the Employers shall appoint a successor Trustee in accordance with the voting requirements set forth in this Section 3.1.

3.2 Resignation or Removal of Trustee
The Employers may act to remove the Trustee, provided that such action must satisfy the voting requirements set forth in Section 3 .1 and notice of such action must be promptly delivered to the Trust Administrator, the Trustee and each Plan Administrator. The Trustee may also resign at any time by giving at least ninety (90) days prior written notice to the Trust Administrator and to the Plan Administrator of each Employer that has adopted the Trust Agreement and not terminated its participation in the Trust; provided, however, that the Trustee may resign immediately upon the earlier of the approval date or the effective date of any amendment of the Trust Agreement by the Employers that would change or modify the duties, powers or liabilities of the Trustee hereunder without the Trustee's consent. The Trustee shall, upon the appointment and acceptance of a successor trustee, transfer and deliver the Assets and all records relating to the Trust to the successor, after reserving such reasonable amount as it shall deem necessary to provide for its fees and expenses and any sums chargeable against the Trust for which it may be liable. The Trustee shall do all acts necessary to vest title of record in the successor trustee.

3.3 Withdrawal of Employer
An Employer may elect to withdraw from the Trust by giving at least thirty (30) days prior written notice to the Trustee and the Trust Administrator. If an Employer so elects to withdraw, Assets having a value equal to the funds held in such Employer's Agency Account shall be segregated by the Trustee and, as soon as practicable, shall be transferred to one or more trusts maintained by the Employer, provided that (i) for Assets transferred from the OPEB Account, any such trust shall satisfy the requirements of Section 115 of the Code, (ii) for Assets

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transferred from the Pension Account, any such trust shall satisfy the requirements of either Section 115 or 40l(a) of the Code, and (iii) all assets held by any such trust and previously held in the Employer's Pension Account or OPEB Account shall qualify as "plan assets" within the meaning of GASB Statement No. 68 (Accounting and Financial Reporting for Pensions-An Amendment of GASB Statement No. 27) or GASB Statement No. 45 (Accounting and Financial Reporting by Employers for Postemployment Benefits Other Than Pensions), respectively, in each case as reasonably determined by the Employer and certified in writing by the Employer to the Trust Administrator. The Employer shall appoint a trustee for such Employer's separate trust and, upon the trustee's acceptance of that appointment, the trustee will be vested with title to the transferred Assets.

3.4 The Plan Administrator
The governing body of each Employer shall have plenary authority for the administration and investment of such Employer's Agency Account pursuant to any applicable state laws and applicable federal Jaws and regulations. Each Employer shall by resolution designate a Plan Administrator. Unless otherwise specified in the instrument the Plan Administrator shall be deemed to have authority to act on behalf of the Employer in all matters pertaining to the Employer's participation in the Trust and in regard to the Agency Account of the Employer. Such appointment of a Plan Administrator shall be effective upon receipt and acknowledgment by the Trustee and the Trust Administrator and shall be effective until the Trustee and the Trust Administrator are furnished with a resolution of the Employer that the appointment has been modified or terminated.

3.5 Failure to Appoint Plan Administrator
If a Plan Administrator is not appointed, or such appointment lapses, the Employer shall be deemed to be the Plan Administrator. As used in this document the term "Plan Administrator" shall be deemed to mean "Employer" when a Plan Administrator has not been appointed for such Employer.

3.6 Delegatee
The Plan Administrator, acting on behalf of the Employer, may delegate certain authority, powers and duties to a Delegatee to act in those matters specified in the delegation. Any such delegation must be in a writing that names and identifies the Delegatee, states the effective date of the delegation, specifies the authority and duties delegated, is executed by the Plan Administrator, is acknowledged in writing by the Delegatee, and is certified as required in Section 3. 7 to the Trust Administrator. Such delegation shall be effective until the Trustee and the Trust Administrator are directed in writing by the Plan Administrator that the delegation has been rescinded or modified.

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3.7 Certification to Trustee
The governing body of each Employer, or other duly authorized official, shall certify in writing to the Trustee and the Trust Administrator the names and specimen signatures of the Plan Administrator and Delegatee, if any, and all others authorized to act on behalf of the Employer whose names and specimen signatures shall be kept accurate by the Employer acting through a duly authorized officer or governing body of the Employer. The Trustee and the Trust Administrator shall have no liability if they act upon the direction of a Plan Administrator or Delegatee that has been duly authorized, as provided in Section 3 .6, if that Plan Administrator or Delegatee is no longer authorized to act, unless the Employer has informed the Trustee and the Trust Administrator of such change.

3.8 Directions to Trustee
All directions to the Trustee from the Plan Administrator or Delegatee must be in writing and must be signed by the Plan Administrator or Delegatee, as the case may be. For all purposes of this Trust Agreement, direction shall include any certification, notice, authorization, application or instruction of the Plan Administrator, Delegatee or Trustee appropriately communicated. The above notwithstanding, direction may be implied if the Plan Administrator or Delegatee has knowledge of the Trustee's intentions and fails to file written objection.

The Trustee shall have the power and duty to comply promptly with all proper directions of the Plan Administrator or Delegatee, appointed in accordance with the provisions of this Trust Agreement. In the case of any direction deemed by the Trustee to be unclear or ambiguous the Trustee may seek written instructions from the Plan Administrator, the Employer or the Delegatee on such matter and await their written instructions without incurring any liability. If at any time the Plan Administrator or the Delegatee should fail to give directions to the Trustee, the Trustee may act in the manner that in its discretion seems advisable under the circumstances for carrying out the purposes of the Trust and/or the applicable Agency Account which may include not taking any action. The Trustee may request directions or clarification of directions received and may delay acting until clarification is received. In the absence of timely direction or clarification, or if the Trustee considers any direction to be a violation of the Trust Agreement or any applicable law, the Trustee shall in its sole discretion take appropriate action, or refuse to act upon a direction.

3.9 Appointment of Trust Administrator
The Employers may, with the approval of two-thirds (2/3) or more of the Employers then participating in the Trust, act to appoint a bank, trust company, retirement board, insurer, committee or such other entity as permitted by law, to serve as Trust Administrator of the Trust. Such action must be in writing. Upon the written acceptance of such entity it shall become the Trust Administrator of

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the Trust. If the Trust Administrator is removed or resigns pursuant to Section 3 .13, the Employers shall appoint a successor Trust Administrator in accordance with the voting requirements set forth in this Section 3 .9.

3.10 Trust Administrator
The Trust Administrator's duties involve the performance of the following services pursuant to the provisions of this Trust Agreement and the Agreement for Administrative Services:
(a) Performing periodic accounting of each Agency Account (including subaccount-level accounting within each Agency Account) and reconciling such Agency Account balances with the Trust/Omnibus Account; (b) Directing the Trustee to make distributions from the appropriate subaccount under an Agency Account in accordance with Section 5.9. ( c) Allocating contributions, earnings and expenses to each Agency Account and the underlying subaccounts;
( d) Directing the Trustee to pay the fees of the Trust Administrator and to do such other acts as shall be appropriate to carry out the intent of the Trust; (e) Such other services as the Employer and the Trust Administrator may agree in the Agreement for Administrative Services pursuant to Section 2.3.

The Trust Administrator shall be entitled to rely on, and shall be under no duty to question, any direction and/or data received from the Plan Administrator, or other duly authorized entity, in order to perform its authorized duties under this Trust Agreement. The Trust Administrator shall not have any duty to compute contributions made to the Trust, determine or inquire whether contributions made to the Trust by the Plan Administrator or other duly authorized entity are adequate to meet an Employer's Pension Obligation or OPEB Obligation as may be detennined under any applicable GASB pronouncement; or determine or inquire whether contributions made to the Trust are in compliance with the Employer's OPEB Plan or Pension Plan. The Trust Administrator shall not be liable for nonperformance of duties if such nonperformance is directly caused by erroneous, and/or late delivery of, directions or data from the Plan Administrator, or other duly authorized entity.

3.11 Additional Trust Administrator Services
The Plan Administrator may at any time retain the Trust Administrator as its agent to perform any act, keep any records or accounts and make any computations which are required of the Employer or the Plan Administrator by this Trust Agreement or by the Employer's policies and/or applicable collective bargaining agreements. The Trust Administrator shall be separately compensated

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Tulare City CouncilFebruary 17, 2026

Tulare City Council
February 17, 2026