HomeMy WebLinkAbout08 CONTRACTOR SERVICES AGREEMENT - TEMPORARY SHELTER, INC.DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Q
AGENDA REPORT
MEETING DATE:
TO:
FROM:
SUBJECT:
SUMMARY
MAY 17, 2022
Agenda Item 8
DS
Reviewed: D5W
City Manager
Finance Director Ya
MATTHEW S. WEST, CITY MANAGER & HOUSING AUTHORITY
EXECUTIVE DIRECTOR
TUSTIN HOUSING AUTHORITY
CONTRACTOR SERVICES AGREEMENT — TEMPORARY
SHELTER, INC
The Tustin Housing Authority ("Authority") is requesting authorization to enter into a new
Contractor Services Agreement ("CSA") with Temporary Shelter, Inc., to operate the Tustin
Temporary Emergency Shelter ("TTES") from July 1, 2022 through June 30, 2024.
RECOMMENDATION
Authorize the City Manager and Housing Authority Executive Director to execute the
Contractor Services Agreement with Temporary Shelter, Inc. to operate the Tustin
Temporary Emergency Shelter.
FISCAL IMPACT
The two-year contract amount is for $2,427,151. Permanent Local Housing Allocation
("PLHA") funds from 2021 and 2022, of approximately $1,200,000, will be utilized to operate
TTES during Fiscal Year ("FY") 2022/23. For the FY 2023/24 operations, the City will utilize
2023 PLHA grant funds and additional final year two funding will be identified for approval
during the FY 2023/24 Budget process.
CORRELATION TO THE STRATEGIC PLAN
Strategic Plan Goal B is to ensure Tustin is an attractive, safe and well-maintained
community in which people feel pride. Authorizing the CSA with Temporary Shelter, Inc.
enables the City to respond to homelessness by providing shelter while enforcing no
camping and related ordinances, ensuring the City remains attractive, safe and well
maintained.
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Agenda Report — Temporary Shelter, Inc.
May 17, 2022
Page 2
BACKGROUND
In compliance with an October 26, 2018 Federal District Court Settlement Agreement
("Settlement Agreement"), the City Council authorized on January 15, 2019, a Contractor
Services Agreement ("CSA") with Temporary Shelter, Inc. ("TSI") to operate the Tustin
Temporary Emergency Shelter ("TTES"), a fifty-seven (57) bed emergency shelter. The
Settlement Agreement required the City to open a temporary emergency homeless shelter
within 120 days from the date of the Settlement Agreement and the City selected the former
Army Reserve site at 2345 Barranca Parkway as the temporary location for the shelter. In
April of 2020, the California Governor's Office of Emergency Services gave the City five (5)
trailers, twenty (20) beds, in response to COVID's potential impact on the homeless. This
brought TTES's bed capacity to seventy-seven (77) beds. In light of the ongoing public
health emergency, on June 1, 2021, the City Council authorized a one-year extension of
shelter operations with TSI. The current agreement expires June 30, 2022.
The State of California Department of Housing and Community Development ("HCY)
approved PLHA funds to be utilized for the shelter operations in FY 2019/20 and FY
2020/21. The one-year extension for FY 2021/22 shelter operations are funded by
Community Development Block Grant — coronavirus ("CDBG-CV") funds, as approved by
the City Council on June 1, 2021.
In order to utilize 2021 and any future PLHA grant funds for TTES operations, HCD required
the City to undertake a Request for Proposals ("RFP") process to make the shelter operator
selection publicly available and accessible to the public. The City released a Shelter
Operator RFP on March 1, 2022, with proposal responses due on March 24, 2022. The
RFP was posted and publicly accessible on the City of Tustin website. Additionally, the RFP
was sent directly to five experienced operators of public agency shelters in Orange County:
Mercy House; Illumination Foundation; PATH; City Net; and Temporary Shelter, Inc. The
City received proposals from two operators: City Net and TSI. An evaluation committee
reviewed the proposals based on responses to the following categories as outlined in the
RFP:
• Organization Experience and Capacity;
• Program Design and Outcomes;
• Service Delivery Method and Staffing;
• Service Provider Partnerships;
• Annual Operating Budget; and
• Connection to and Knowledge of the Local Community.
Out of maximum of 100 points, the evaluation committee's averaged score for TSI was 93.5
while City Net received an averaged score of 69.5. As a result, on behalf of the evaluation
committee, staff is recommending approval of a contract with TSI as the TTES shelter
operator for FY 2022/23 through FY 2023/24.
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Agenda Report — Temporary Shelter, Inc.
May 17, 2022
Page 3
TSI submitted a budget of $1,164,773 for FY 2022/23 and $1,262,378 for FY 2023/24.
TSI's current FY 2021/22 budget is $1,053,430. The difference between the FY 2021/22
and FY 2022/23 budgets are increased personnel costs and the hiring of an additional staff
member to assist with operating TTES in a manner consistent with the Housing First
practices required in the PLHA Final Guidelines. PLHA funds will be used to fund
operations of the shelter in FY 2022/23. In FY 2023/24, the 2023 PLHA funds will partially
fund operations and additional funding sources will be identified for approval in the FY
2023/24 budget process.
The CSA with TSI for shelter operations is a two-year agreement and the City reserves the
right to terminate the CSA at any time, with or without cause, upon sixty (60) days written
notice. Staff is recommending the City Council and the Tustin Housing Authority
Commission approve the execution of the CSA with Temporary Shelter, Inc.
FDocuSigned by:
6s%,
Christopher Koster
Director of Economic Development
Tustin Housing Authority
EDocuSigned by:
Jerry ralg
Deputy Director of Economic Development
Tustin Housing Authority
Attachment: Contractor Services Agreement with Temporary Shelter, Inc.
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CONTRACTOR SERVICES AGREEMENT
FOR CITY OF TUSTIN EMERGENCY SHELTER
This Contractor Services Agreement ("Agreement"), is made and entered into by and
between the CITY OF TUSTIN, a municipal corporation and TUSTIN HOUSING AUTHORITY,
a California Housing Authority (collectively the "City"), and TEMPORARY SHELTER, INC., a
California nonprofit public benefit corporation ("Contractor"), referred hereinafter collectively as
the "parties".
WHEREAS, the City pursuant to a court ordered settlement established an emergency
homeless shelter and, while the City is currently planning and investigating other options for long-
term shelter — both in Tustin and outside of Tustin, the City seeks a Contractor to operate the low -
barrier Tustin Temporary Emergency Shelter ("TTES") at the site of the former Army Reserve at
2345 Barranca Parkway; and
WHEREAS, the Contractor has responded to a Request for Proposals for the operating
period of July 1, 2022 through June 30, 2024, to perform the services required by the City on the
terms and conditions set forth in this Agreement by operating TTES for the City's homeless with
the purpose of diverting the homeless from the streets of the City into a safe and sanitary emergency
shelter; and
WHEREAS, the Contractor represents it is qualified by experience, preparation,
organization, staffing, and management to operate an emergency homeless shelter and related
programs for the homeless, and can provide the necessary services under this Agreement and has
agreed to provide such services; and
WHEREAS, the Contractor has submitted to the City a proposal comprising a "Scope of
Services," inclusive of a Draft Operations and Management Plan, "Sample Daily Schedule," and
"Proposed Budget" all of which are attached hereto as Exhibit "A" and incorporated herein by this
reference (collectively, the "Proposal"); and
WHEREAS, the City desires to engage Contractor to render the services required by the
City on the terms and conditions set forth in this Agreement.
NOW, THEREFORE, in consideration of the promises and mutual agreements contained
herein, the City agrees to employ and does hereby employ Contractor, and Contractor agrees to
provide consulting services, as follows:
1. SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all the terms and conditions of this
Agreement, Contractor shall provide and perform all services identified in the
Proposal, including, but not limited to, any labor, staffing, training, equipment,
services and items appropriate and necessary to fully and adequately perform the
terms and conditions of this Agreement (collectively, the "Services"). Contractor
warrants that all Services shall be performed in a competent, professional and
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satisfactory manner in accordance with all standards prevalent in the industry no
matter if the City or Contractor is paying the consideration for such Services. Any
Services required at the Property (as defined below) not expressly delineated as the
responsibility of Contractor herein shall be the responsibility of the City, unless
otherwise agreed to in writing by both parties. The TTES shall be operated by
referral only (i.e., no walk-in guests) and subject to substantially the same admission
requirements as the Bridges at Kraemer Place in the city of Anaheim. The TTES
shall be open for homeless individuals twenty-four (24) hours per day, seven days
per week.
1.2 The Property. The Property shall be defined as the land and all improvements and
facilities located and placed thereon during the Term of this Agreement and all such
designated common areas located at the site of the former Army Reserve at 2345
Barranca Parkway, Tustin, California, as depicted on Exhibit B attached hereto and
incorporated herein by this reference (the "Property").
1.3 Site of Services. Unless otherwise expressly stated in this Agreement or required by
law, all Services shall be performed at and upon the Property where Contractor shall
serve a capacity of up to seventy-seven (77) beds on an emergency basis for
homeless individuals and families with preference to those from within the City, or
with family connections to the City based upon reasonable criteria established by the
City.
1.4 Term. The date of July 1, 2022 shall be deemed the "Effective Date". Beginning on
the Effective Date, the City shall provide the Contractor reasonable access to the
Property to establish the TTES as a fully operational seventy-seven (77) bed
homeless facility ready and capable of providing the Services set forth in this
Agreement. The "Term" of this Agreement shall commence on the Effective Date
and terminate on June 30, 2024 (the "Termination Date") unless otherwise
extended by the parties. This Agreement may be extended for one additional two-
year term by mutual written agreement of the parties, approved by the Tustin City
Council, no later than sixty (60) days prior to the expiration of the Term.
1.5 Equipment and Improvements. Contractor shall ensure that all improvements and
equipment, as listed in Exhibit "A", or purchased with funds pursuant to this
Agreement will be utilized for and at the Property. The improvements and
equipment shall be maintained and/or disposed of in accordance with the directions
of the City and all equipment furnished to Contractor by the City and/or purchased
by Contractor with funds pursuant to this Agreement, will be limited to use for the
activities outlined in this Agreement and will remain property of the City. Upon
termination of this Agreement, Contractor will immediately return all improvements
and equipment and property to the City, or dispose of it in accordance with the
directions of the City.
1.6 Compliance with Law. All Services rendered hereunder shall be provided in
accordance with all applicable laws, ordinances, resolutions, statutes, rules, and
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regulations of the City and of any federal, state or local governmental agency of
competent jurisdiction, including to the best of its ability compliance with the
requirements of the Occupational Safety and Health Act of 1970, 29 U.S.C. section
651 et seq., and the American with Disabilities Act of 1990, 42 U.S.C. section 651
et seq., and any analogous legislation in California.
1.7 Licenses and Permits. Contractor shall obtain such licenses, permits and approvals
as may be required by law for the performance of the services required by this
Agreement and reimbursed by the City as authorized.
1.8 Familiarity with Services. By executing this Agreement, Contractor warrants that
Contractor (a) has thoroughly investigated and considered the Services to be
performed, (b) has investigated the site of the Services and become fully acquainted
with the conditions there existing, (c) has carefully considered how the Services
should be performed, and (d) fully understands the facilities, difficulties and
restrictions attending performance of the Services under this Agreement. Should the
Contractor discover any latent or unknown conditions materially differing from
those required to perform the Services or as represented by the City, Contractor shall
immediately inform the City of such fact and shall not proceed with any Services
except at Contractor's risk until written instructions are received from the Contract
Officer.
1.9 Additional Services. Contractor shall perform the Services in addition to and
beyond the scope of those items and categories specified in the Proposal when
directed to do so in writing by the Contract Officer and as agreed to by Contractor,
provided that Contractor shall not be required to perform any additional Services
without compensation. Any additional compensation for additional Services
provided outside the specific itemized Services listed in the Proposed Budget made
part of Exhibit A must be approved in writing by the Contract Officer and City
Manager, unless such amount exceeds ten percent (10%) of the original Contractor
Fee, in which case such increase must be approved by the City Council.
1.10 Increase in Proposed Budget Items. Contractor shall perform all the Services as
specified in the Proposal for the Contract Fee, but Contractor may request in writing
that the City increase the Proposed Budget for a specific item or category listed in
the Proposed Budget made part of Exhibit A, and the Contract Officer and City
Manager may approve such increase in any budgeted item(s) so long as the total
combined budgeted item increases during the Term do not exceed $50,000, and if
so, any further increase beyond this limit must be approved by the City Council.
1.11 Conflicts. In the event of any inconsistency or should a conflict exist between the
terms contained in Exhibit "A" (the Proposal) and the terms set forth in the main
body of this Agreement, the terms set forth in the main body of this Agreement shall
govern, including, but not limited to, the provision of any Services.
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2. LICENSE OF PROPERTY.
2.1 License. In consideration of the performance of the Services by Contractor, the City
hereby grants to Contractor a non-exclusive license to use the Property for the
limited purpose of providing the Services under the terms and conditions provided
for in this Agreement so long as this Agreement remains in effect. Contractor agrees
and understands that nothing in this Agreement shall be deemed to be or provide
Contractor with any leasehold or other greater interest in real property and
improvements thereon relating to the Property. In connection with this Agreement,
Contractor, its officers, directors, employees, agents, customers, visitors, invitees,
licensees and contractors (collectively, "Contractor Parties"), subject to the
provisions hereof, shall have the rights of entry and access onto the Property
necessary to provide the Services as required by Contractor herein. Failure of the
City to provide such access and right of entry as required shall be communicated to
the City in writing stating with reasonable specificity the denial so as to allow the
City to correct such failure. Any such failure left unaddressed by the City for more
than seventy-two (72) hours shall be deemed a termination of this Agreement by the
City unless the City has corrected such failure, or has commenced corrective action
to cure such failure within the 72 -hour period.
2.2 Construction. Any construction work performed or caused to be performed by
Contractor at the Property shall be performed in accordance with any and all
applicable laws, rules and regulations (including the City's rules and regulations),
and in a manner which (i) meets or exceeds the then applicable standards of the
industry for such construction work, and (ii) is satisfactory to the City. Prior to
commencement of any construction, maintenance, reconstruction, installation,
restoration, alteration, repair, replacement or removal (other than normal
maintenance) on the Property, Contractor shall submit work plans to the City for
review and approval. Any such work must be carried out pursuant to work plans
approved in writing by the City.
2.3 Liens. Contractor will fully and promptly pay for all materials joined or affixed to
the Property, and fully and promptly pay all persons who perform labor upon the
Property. Contractor shall not suffer or permit to be filed or enforced against the
Property, or any part thereof, any mechanics', materialmen's, contractors', or
subcontractors' liens or stop notices arising from, or any claim for damage growing
out of, any testing, investigation, maintenance or work, or out of any other claim or
demand of any kind. Contractor shall pay or cause to be paid all such liens, claims
or demands, including sums due with respect to stop notices, together with
attorney's fees incurred by the City with respect thereto, within ten (10) business
days after notice thereof and shall indemnify, hold harmless and defend the City
from all obligations and claims made against the City for the above described work,
including attorney's fees. Contractor shall furnish evidence of payment upon request
of the City. Contractor may contest any lien, claim or demand by furnishing a
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statutory lien bond or equivalent with respect to stop notices to the City in
compliance with applicable California law. If Contractor does not discharge any
mechanic's liens or stop notice for work performed for Contractor, the City shall
have the right to discharge same (including by paying the claimant), and Contractor
shall reimburse the City for the cost of such discharge within ten (10) business days
after billing. The City reserves the right at any time to post and maintain on the
Property such notices as may be necessary to protest the City against liability for all
such liens and claims. The provisions of this section shall survive the termination of
this Agreement.
2.4 Utilities. The City shall furnish to the Property and City shall pay all service charges
and related taxes for electric, gas, water, sewer, fire alarm service, trash, and internet
service and all other utilities provided for the Property unless specifically provided
otherwise by the terms of this Agreement or the Proposal.
2.5 Taxes. The City shall be liable for and agrees to pay promptly and prior to
delinquency, any tax or assessment, including, but not limited to, any possessory
interest tax, levied by any governmental authority against the real property
comprising the Property.
2.6 Maintenance. The City shall maintain the exterior grounds on or about the Property,
including all parking areas, fences, outside lighting, walkways, gates, and
landscaping in good condition including grass, trees, shrubbery and other flora. The
City shall perform regular and ordinary maintenance on the interior of any buildings
or structures located on the Property to keep such in good working condition and
appearance, including but not limited to, the following: (i) undertake all interior
repairs, maintenance and replacement of the electrical fixtures, flooring and flooring
surfaces, walls, drop down ceiling, windows, and appliances, including but not
limited to, painting of interior walls, light bulb replacement, repair and maintenance
of bathroom plumbing and fixtures, kitchen appliances, cabinets, and other fixtures;
and (ii) the repair and replacement of building systems such as electrical, HVAC,
and sewer, including any components thereof, that are installed on the Property
whether or not within the walls and ceiling space of the Property, or serve the
Property. Contractor shall not make any structural or exterior improvements or
alterations to the Property without the City's written consent. Any such alterations
shall remain on and be surrendered with the Property on expiration or termination of
this Agreement. Notwithstanding the foregoing obligations of the City and for sake
of clarification of the roles of the parties, pursuant to the Proposal attached hereto as
Exhibit A, Contractor shall and is obligated to perform the following: (i) dispose of
waste materials pursuant to California and federal law; (ii) provide janitorial and any
other necessary associated services to keep the interior and exterior grounds of the
Property in a clean, tidy, and hygienic condition, including, but not limited to, the
flooring, bedding, walkways, eating facilities, congregation areas, bathroom and
shower facilities, and pet care areas; and (iii) provide personnel for security services
for the Property as set forth in the Proposal.
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2.7 Hazardous/Toxic Materials Use and Indemnity. The City and Contractor shall
operate and maintain the Property in compliance with all applicable federal, state
and local environmental, health and/or safety-related laws, regulations, standards,
decisions of the courts, permits or permit conditions, currently existing or as
amended or adopted in the future which are or become applicable to Contractor or
the (the "Environmental Laws"). Contractor shall not cause or permit, or allow
any of Person (as defined in Section 6) to cause or permit, any Hazardous Materials
to be brought upon, stored, used, generated, treated or disposed of on or about the
brought upon, stored, used, generated, treated or disposed of on the Property or other
adjacent City property. As used herein, "Hazardous Materials" means any
chemical, substance, or material which is now or becomes in the future listed,
defined or regulated in any manner by any Environmental Laws based upon, directly
or indirectly, its properties or effects.
Contractor shall indemnify, defend (by counsel acceptable to the City) and hold
harmless the City, its officers, agents, and all other employees from and against all
loss, liability, claim, damage, cost or expense (including without limitation, any
fines, penalties, judgments, litigation expenses, attorneys' fees, and consulting,
engineering, and construction fees and expenses) incurred by such parties as a result
of (a) Contractor `s breach of any prohibition or provisions of this Section or (b) any
release or contamination of Hazardous Materials upon or from the Property or any
adjacent property that occurs due to the use and occupancy of the Property and the
facilities thereon, or is made worse due to the act or failure to act of Contractor and
Person under its control or supervision.
This indemnity provision shall survive termination of this Agreement; and is in
addition to any other rights or remedies which Indemnitees may have under the law
or under this Agreement.
In the event of any release on or contamination of the Property and/or any adjacent
property, whether or not owned by the City, Contractor, at its sole expense, shall
promptly take all actions necessary to clean up all such affected property and to
return the affected property to the condition existing prior to such release or
contamination, to the satisfaction of the City and any governmental authorities
having jurisdiction thereover.
2.8 Condition of Premises. Unless Contractor provides written notice to the City within
three (3) days after the Commencement Date detailing with specificity any
deficiencies for the use and occupancy of the Property for the Services, it shall be
deemed that Contractor has inspected and accepts the Property in its present
condition as suitable for the use of the Property to provide the Services. So long as
the deficiencies detailed by the Contractor are necessary and customary for the
operations of an emergency homeless shelter, the City shall promptly and with
diligence commence to correct any deficiencies set forth in Contractor's notice to
the City.
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2.9 Breach of License or Agreement. Should Contractor breach, or fail to keep, observe
or perform any agreement, covenant, term or condition on its part herein contained
in this Agreement, then, in addition to any other available rights and remedies, the
City at its option may:
(a) perform any necessary or appropriate corrective work at Contractor's
expense, which Contractor agrees to immediately reimburse the City
upon demand, or
(b) with or without written notice or demand, immediately terminate this
Agreement and at any time thereafter, recover possession of the
Property, or any part thereof, and expel and remove therefrom or any
other person occupying the Property, including Contractor Parties, by
any lawful means, and again repossess and enjoy the Property, without
prejudice to any of the rights and remedies that the City may have under
this Agreement, at law or in equity by reason of Contractor's default, or
of such termination.
2.10 Surrender. Upon termination of this Agreement, unless otherwise requested in
writing by the City to leave all, or any portion of, the facilities in place, Contractor,
at its own cost and expense, shall immediately remove any improvements, personal
property and other facilities on the Property and restore the Property as nearly as
possible to the same state and condition, less reasonable wear, as existed on the
Commencement Date. Should Contractor fail to comply with the requirements of
the preceding sentence, the City may at its option (a) perform the same at
Contractor's expense, which costs Contractor agrees to immediately pay to the City
on written demand, or (b) assume title and ownership of any improvements and
facilities. No termination of this Agreement shall release Contractor from any
liability or obligation hereunder, whether of indemnity or otherwise, resulting from
any acts, omissions or events happening prior to the later date when the City obtains
possession of the Property or all the improvements and facilities are removed and
the Property restored.
2.11 Revocable License. Contractor agrees that notwithstanding any improvements
made by Contractor to the Property or other sums expended by Contractor in
furtherance of this Agreement, the license granted hereunder may be terminated
by the City in accordance with the terms of this Agreement.
3. COMPENSATION
3.1 Compensation of Contractor. Services rendered during the Term of this Agreement,
the Contractor shall be compensated and reimbursed only such amounts as are
prescribed in Exhibit "A", in an amount not to exceed $2,427,151 ("Contractor
Fee").
3.2 Method of Payment. In any month after the Effective Date in which Contractor
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wishes to receive payment of a portion of the Contractor Fee, Contractor shall no
later than the tenth working day of such month, submit to the City in the form
approved by City's Director of Finance, an invoice for past services rendered. The
City shall pay Contractor for all expenses stated thereon which are approved by the
City consistent with this Agreement, no later than the last working day of said
month until the Contractor Fee has been paid in full to Contractor.
3.3 Risk of Overruns on Contractor. From the Commencement Date through the
Termination Date, Contractor shall provide all services under this Agreement at a
cost to the City not to exceed the Contractor Fee. Thus, unless the City has agreed
in writing to an increase in the Contractor Fee as provided for in Sections 1.9 and
1.10 of this Agreement, Contractor shall bear the risk and burden of any excess costs
and fees to continue providing the Services under this Agreement until the
Termination Date.
3.4 Changes. In the event that any material change in the scope of Services is requested
by City and agreed to by Contractor, the parties shall execute an addendum to this
Agreement, setting forth with particularity all terms of such addendum, including,
but not limited to, any additional fees to be paid to Contractor. An addendum may
be entered into:
A. To provide for revisions or modifications to documents or other work
product or Services when documents or other work product or Services is
required by the enactment or revision of law subsequent to the preparation of
any documents, other work product or Services; or
B. To provide for additional Services not included in this Agreement, or not
customarily furnished in accordance with generally accepted practice in
Contractor's profession; or
C. To extend the Term of this Agreement for one additional two (2) year period
with the Contractor Fee adjusted as may be mutually agreed upon.
4. PERFORMANCE SCHEDULE
4.1 Time of Essence. Time is of the essence in the performance of this Agreement, the
parties shall cooperate and take all reasonable and necessary steps to insure TTES is
fully operational on July 1, 2022.
4.2 Schedule of Performance. All Services rendered pursuant to this Agreement shall
be performed within any time periods prescribed in the Proposal, attached hereto as
Exhibit "A". The extension of any time period specified in the Exhibit "A" must be
approved in writing by the Contract Officer.
4.3 Force Majeure. The time for performance of services to be rendered pursuant to this
Agreement may be extended because of any delays due to unforeseeable causes
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beyond the control and without the fault or negligence of Contractor, including, but
not restricted to, acts of God or of a public enemy, acts of the government, fires,
earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight
embargoes, and unusually severe weather if Contractor shall within ten (10) days of
the commencement of such condition notify the Contract Officer who shall
thereupon ascertain the facts and the extent of any necessary delay, and extend the
time for performing the services for the period of the enforced delay when and if in
the Contract Officer's judgment such delay is justified, and the Contract Officer's
determination shall be final and conclusive upon the parties to this Agreement.
5. COORDINATION OF SERVICES
5.1 Representative of Contractor. The following "Principal" of the Contractor is
hereby designated as being the principal and representative of Contractor authorized
to act in its behalf with respect to the work specified herein and make all decisions
in connection therewith: Dr. James E. Palmer, President & CEO of Temporary
Shelter, Inc.
It is expressly understood that the experience, knowledge, capability and reputation
of the foregoing Principal is a substantial inducement for the City to enter into this
Agreement. Therefore, the foregoing Principal shall be responsible during the term
of this Agreement for directing all activities of Contractor and devoting sufficient
time to personally supervise the Services hereunder. The foregoing Principal may
not be changed by Contractor without the express written approval of the City.
5.2 Contract Officer. The "Contract Officer" shall be Jerry Craig, Deputy Director of
Economic Development, unless otherwise designated in writing by the City
Manager. It shall be Contractor's responsibility to keep the Contract Officer fully
informed of the progress of the performance of the Services and Contractor shall
refer any decisions which must be made by the City to the Contract Officer. Unless
otherwise specified herein, any approval of the City required hereunder shall mean
the approval of the Contract Officer.
5.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge,
capability and reputation of Contractor, its Principal and employees are a substantial
inducement for the City to enter into this Agreement. Therefore, except for any
subcontractors identified in Exhibit A for the provision of certain Services provided
under this Agreement, Contractor shall not contract with any other entity to perform
in whole or in part the Services required hereunder without the express written
approval of the City, which may be exercised in its sole discretion. In addition,
neither this Agreement, nor any interest herein may be assigned or transferred,
voluntarily or by operation of law, without the prior written approval of the City,
which may be exercised in its sole discretion and any such transfer or assignment in
violation hereof shall automatically be void.
5.4 Independent Contractor. Neither the City nor any of its employees shall have any
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control over the manner, mode or means by which Contractor, its agents or
employees perform the Services required herein, except as otherwise set forth
herein. Contractor shall perform all Services required herein as an independent
contractor of the City and shall remain at all times as to the City a wholly
independent contractor with only such obligations as are consistent with that role.
Contractor shall not at any time or in any manner represent that it or any of its agents
or employees are agents or employees of the City. Contractor shall be solely
responsible for compliance with State and Federal Law with respect to the wages,
hours, benefits, and working conditions of its employees, including requirement for
payroll deductions for taxes and prevailing wages. Employees or independent
contractors of Contractor are not City employees.
5.5 Service Delivery Monitoring. The City and its agents shall have the right without
notice to access and monitor the Property and all activities, facilities, and Services
operated by Contractor under this Agreement. For purposes of this Section
"facilities" shall not only include all physical improvements and areas of the
Property, but include all files, records, and other documents excluding HIPAA
protected information related to the performance of this Agreement and "activities"
shall include attendance at advisory committee meetings, homeless task force
meetings and observation of on-going program functions and services. Contractor
shall permit on-site inspections of the Property by the City and ensure that the
Principal, Contractor's employees furnish such information, as in the judgment of
the City may be relevant to any question of compliance with the contractual
conditions, or effectiveness, legality and achievements of the Services.
6. INSURANCE / INDEMNIFICATION
6.1 Insurance.
6.1.1 Liability Insurance (Commercial General Liability, Automobile and Sexual
Misconduct). Commencing upon the Effective Date and until termination of
this Agreement, Contractor shall maintain or cause to be maintained
commercial general liability insurance, to protect against loss from liability
imposed by law for damages on account of personal injury, including death
therefrom, suffered or alleged to be suffered by any Person or Persons
whomsoever on or about the Property and/or the improvements thereon or
related to the business of Contractor on the Property, or in connection with
the operation thereof, resulting directly or indirectly from any acts or
activities of Contractor, Contractor Parties, or anyone directly or indirectly
employed or contracted with or acting for Contractor, or under its respective
control or direction, and also to protect against loss from liability imposed
by law for damages to any property of any Person occurring on or about the
Property and/or the improvements thereon or related to the business of
Contractor on the Property, or in connection with the operation thereof,
caused directly or indirectly by or from acts or activities of Contractor or any
Person acting for Contractor, or under its control or direction. Such
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insurance shall also provide for and protect the City against incurring any
legal cost in defending Claims for alleged loss. The amount of insurance
required hereunder shall include (a) comprehensive general liability and
personal injury with limits of at least Five Million Dollars ($5,000,000.00);
comprehensive automobile liability, including owned, non -owned and hired
autos, with limits of at least Two Million Dollars ($2,000,000.00) combined
single limit per occurrence; and Sexual Misconduct and Molestation
Liability insurance in an amount of not less than Five Million Dollars
($5,000,000.00) per claim, which may be written on a claims made basis.
The insurance shall be issued by a company permitted by the Insurance
Department of the State and rated A -/VII or better (if an admitted carrier) or
A -/X (if offered by a surplus line broker), by the latest edition of Best's Key
Rating Guide. Such insurance may be provided by an umbrella insurance
policy otherwise meeting the requirements of this Section
An Accord certificate evidencing the foregoing insurance and providing the
following endorsements signed by the authorized representative of the
underwriter and approved by the City shall be delivered within seven (7)
business days following the Effective Date. The endorsements shall provide
as follows: (a) designate "the City of Tustin and its respective elected and
appointed officials, agents, representatives, and employees" as additional
insureds on the commercial general liability policies; (b) the commercial
general liability insurance coverage shall be primary, and not contribute with
any insurance or self-insurance maintained by the City; and (c) a waiver of
subrogation for the benefit of the City. The insurance shall not be cancelled,
except after thirty (30) days written prior notice to the City. The procuring
of such insurance and the delivery of policies, certificates or endorsements
evidencing the same shall not be construed as a limitation of Contractor's
obligation to indemnify the City Indemnified Parties as set forth in this
Agreement.
6.1.2 Workers' Compensation Insurance. Commencing upon the Effective Date
and until termination of this Agreement, Contractor shall obtain, and
thereafter maintain or cause to be maintained, workers' compensation
insurance issued by a responsible carrier authorized under the laws of the
State to insure employers against liability for compensation under the
workers' compensation laws now in force in California, or any laws
hereafter enacted as an amendment or supplement thereto or in lieu thereof.
Such workers' compensation insurance shall cover all Persons employed by
Contractor in connection with providing the Services under this Agreement
and shall cover liability within statutory limits for compensation under any
such act aforesaid, based upon death or bodily injury claims made by, for or
on behalf of any Person incurring or suffering injury or death in connection
with the providing the Services under this Agreement or the operation the
business thereof by Contractor. Notwithstanding the foregoing, Contractor
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may, in compliance with the laws of the State and in lieu of maintaining
such insurance, self -insure for workers' compensation in which event
Contractor shall deliver to the City evidence that such self-insurance has
been approved by the appropriate State authorities.
Contractor shall also furnish (or cause to be furnished) to the City evidence
satisfactory to the City that any contractor with whom it has contracted for
performance of Services on the Property or otherwise carries workers'
compensation insurance required by law. The insurance policy, and each
renewal or replacement thereof, by endorsement approved by an authorized
representative of the underwriter, shall contain a waiver of subrogation
against the City, and its council members, officers, employees, attorneys and
agents.
The insurance shall be issued by a company authorized by the Insurance
Department of the State of California and rated A, VII or better (if an
admitted carrier) or A-, X (if offered, by a surplus line broker), by the latest
edition of Best's Key Rating Guide, except that the City will accept workers'
compensation insurance rated B -VIII or better or from the State
Compensation Fund. The insurance shall not be cancelled, except after thirty
(30) days written prior notice to the City.
An Accord certificate evidencing the foregoing insurance and providing the
following endorsements signed by the authorized representative of the
underwriter and approved by the City shall be delivered within seven (7)
business days following the Effective Date.
6.1.3 Scope of Insurance. The insurance obligations under this Agreement shall
be: (1) all the insurance coverage and/or limits carried by or available to
Contractor; or (2) the minimum insurance coverage requirements and/or
limits shown in this Agreement; whichever is greater. Any insurance
proceeds in excess of or broader than the minimum required coverage and/or
minimum required limits, which are applicable to a given loss, shall be
available to the City. No representation is made that the minimum insurance
requirements of this Agreement are sufficient to cover the obligations of the
Contractor under this Agreement. The City reserves the right, throughout the
Term of this Agreement, to review and change the amount and type of
insurance coverage it requires in connection with this Agreement on the
Work to be performed on the Property; provided the City provides to
Contractor reasonable prior written notice of such change
6.1.4 Failure to Procure Insurance. If Contractor fails or refuses to procure or
maintain the insurance required by this Section 6, or fails or refuses to
furnish the City with the required proof that insurance has been procured and
is in full force and effect and paid for, the City shall have the right, at the
City's election, to terminate this Agreement upon written notice providing
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Contractor three (3) days to cure. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to
notification of termination. Contractor waives the right to receive any
compensation under this Agreement and agrees to indemnify, defend and
hold harmless the City as provided for in Section 6.2 of this Agreement for
any Services performed prior to obtaining the insurance as provided for in
this Section 6.
6.1.5 Definitions. For purposes of this Section 6, the following definitions apply:
"Person" shall mean an individual, partnership, limited partnership, trust,
estate, association, corporation, limited liability company, joint venture,
firm, joint stock company, unincorporated association, Governmental
Authority, governmental agency or other entity, domestic or foreign.
"Governmental Authority" shall mean any and all federal, State, county,
municipal and local governmental and quasi -governmental bodies and
authorities (including the United States of America, the State of California
and any political subdivision, public corporation, district, joint powers
authority or other political or public entity) or departments thereof having or
exercising jurisdiction over the parties, the Property, or such portions of the
foregoing as the context indicates.
"State" shall mean the State of California.
6.2 Indemnification.
Contractor agrees to and shall indemnify, defend, and hold harmless the City, its
officers, agents, employees, contractors, special counsel, and representatives from
liability: (1) for personal injury, damages, liability, just compensation, restitution,
judicial or equitable relief arising out of claims for personal injury, including death,
and claims for property damage (collectively, "Claims"), which may arise from the
actions, operations, or willful misconduct of the Contractor, Contractor Parties, or
their, subcontractors, agents, employees, or other persons acting on its behalf which
relates to the services described in this Agreement; and (2) from any claim that
personal injury, damages, just compensation, liability, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this
Agreement. This indemnity and hold harmless agreement applies to all claims for
liability, damages, just compensation, restitution, judicial or equitable relief
suffered, or alleged to have been suffered, by reason of the events referred to in this
Section or by reason of the terms of, or effects, arising from this Agreement.
Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the
City, regarding any action by a third party challenging the validity of this
Agreement, or asserting that personal injury, damages, just compensation,
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restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. The City may make
all reasonable decisions with respect to its representation in any legal proceeding.
Contractor's indemnification obligations in this section shall survive expiration of
this Agreement.
Contractor shall also defend, indemnify and hold the City harmless from any claims
or liability for City health and welfare, retirement benefits, or any other benefits of
part-time or fulltime City employment sought by Contractor's officers, employees,
or independent contractors, whether legal action, administrative proceeding or
pursuant to State statue.
The obligations set forth in this Section 6.2 shall be in effect (i) without regard to
whether or not the City, Contractor, or any other person maintains, or fails to
maintain insurance coverage, or a self-insurance program, for any Claims, and (ii)
shall survive the termination of this Agreement.
7. RECORDS AND REPORTS
7.1 Reports. Contractor shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the Services required by this Agreement
as the Contract Officer shall require, but at a minimum provide to the Contract
Officer a monthly written report of the Services in a format to be mutually approved
by the City and Contractor, but, at a minimum, the report shall include detailed
demographics of those guests being served, including, but not limited to, gender
identity, numbers of adults and children; ethnicity; race; veteran status; insurance
sources; disability status; addictions; education; reasons for and length of being
homeless; benefit sources; transfers to other shelters or care facility; programs
enrolled in and completed; and reasons for leaving shelter (the "Monthly Report").
7.2 Records. Contractor shall keep such books and records, including invoices, as shall
be necessary to properly perform the Services required by this Agreement and
enable the Contract Officer to evaluate the performance of such Services. The
Contract Officer shall have full and free access to such books and records at all
reasonable times, including the right to inspect, copy, audit and make records and
transcripts from such records. Contractor shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any services,
expenditures, and disbursements charged to the City for a minimum period of three
(3) years, or for any longer period required by law, from the date of final payment to
Contractor under this Agreement. Contractor shall allow inspection of all work,
data, documents, proceedings, and activities related to this Agreement for a period
of three (3) years from the date of final payment to Contractor under this
Agreement.
7.3 Ownership of Documents. All drawings, specifications, reports, records, documents
and other materials prepared by Contractor in the performance of this Agreement
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shall be the property of Contractor. Contractor shall have an unrestricted right to use
the concepts embodied therein.
7.4 Release of Documents. All drawings, specifications, reports, records, documents
and other materials prepared by Contractor in the performance of services under this
Agreement shall not be released publicly without the prior written approval of the
Contract Officer unless such materials are required to be provided or released
pursuant to any statute or regulations, i.e. the Homeless Management Information
System for Orange County.
7.5 Confidential Information. Should either party receive (the "Receiving Party") from
the other information which due to the nature of such information is reasonably
understood to be confidential and/or proprietary, the Receiving Party agrees that it
shall not use or disclose such information except in the performance of this
Agreement, and further agrees to exercise the same degree of care it uses to protect
its own information of like importance, but in no event less than reasonable care.
"Confidential Information" shall include all nonpublic information except in the
case of the City, Confidential Information shall not include information and/or
documents in the City's sole discretion are subject to disclosure pursuant to the
Public Records Act of the State of California. Confidential Information includes not
only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential Information disclosed to either party
by any subsidiary and/or agent of the other party is covered by this Agreement. The
foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through
no fault of the Receiving Party disclosed in a publicly available source; (c) is in
rightful possession of the Receiving Party otherwise outside an obligation of
confidentiality; (d) is required to be disclosed by operation of law (i.e., the Public
Records Act); or (e) is independently developed by the Receiving Party without
reference to information disclosed by the other party.
8. ENFORCEMENT OF AGREEMENT
8.1 California Law and Venue. This Agreement shall be construed and interpreted both
as to validity and to performance of the parties in accordance with the laws of the
State of California. Legal actions concerning any dispute, claim or matter arising out
of or in relation to this Agreement shall be instituted in the Superior Court of the
County of Orange, State of California, or any other appropriate court in such county,
and Contractor covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party
shall notify the injuring party in writing of its contentions by submitting a claim
therefor. The injured party shall continue performing its obligations hereunder so
long as the injuring party cures any default within ten (10) days after service of the
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notice, or if the cure of the default is commenced within ten (10) days after service
of said notice and is cured within a reasonable time after commencement; provided
that if the default is an immediate danger to the health, safety and general welfare,
the City may take immediate action under Section 8.6 of this Agreement, including
termination of this Agreement. Compliance with the provisions of this Section shall
be a condition precedent to any legal action, and such compliance shall not be a
waiver of any parry's right to take legal action in the event that the dispute is not
cured.
8.3 Waiver. No delay or omission in the exercise of any right or remedy of a non -
defaulting party on any default shall impair such right or remedy or be construed as
a waiver. No consent or approval of the City shall be deemed to waive or render
unnecessary the City's consent to or approval of any subsequent act of Contractor.
Any waiver by either party of any default must be in writing and shall not be a
waiver of any other default concerning the same or any other provision of this
Agreement.
8.4 Rights and Remedies are Cumulative. Except with respect to rights and remedies
expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative and the exercise by either party of one or more of such rights
or remedies shall not preclude the exercise by it, at the same or different times, of
any other rights or remedies for the same default or any other default by the other
party -
8.5 Legal Action. In addition to any other rights or remedies, either party may take legal
action, in law or in equity, to cure, correct or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to
obtain injunctive relief, a declaratory judgment or any other remedy consistent with
the purposes of this Agreement.
8.6 Termination Prior to Expiration of Term.
8.6.1 By City. The City reserves the right to terminate this Agreement at any time,
with or without cause, upon sixty (60) days written notice to Contractor,
except that where termination is due to the fault of the Contractor and
constitutes an immediate danger to health, safety and general welfare, the
period of notice shall be such shorter time as may be appropriate in the sole
discretion of the City, which may include an immediate termination. Upon
receipt of a notice of termination from the City, Contractor shall
immediately cease all Services hereunder except such as may be specifically
approved by the Contract Officer, or if necessary to maintain the health,
safety and general welfare of its guests. Contractor shall be entitled to
compensation for all Services rendered prior to receipt of the notice of
termination and for any Services authorized by the Contract Officer
thereafter.
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8.6.2 By Contractor. The Parties acknowledge that the City has a critical need and
urgent legal obligation to establish a temporary emergency homeless shelter,
and any early termination of this Agreement by Contractor may subject the
City to potential legal and civil penalties, and thus in order to allow
sufficient time for the City to search for a new service provider for the
Services and enter into and approve another service agreement, the
Contractor may only terminate this Agreement upon at least ninety (90) days
advance written notice to the City, with or without cause
8.7 Termination for Default of Contractor. If termination is due to the failure of the
Contractor to fulfill its obligations under this Agreement, the City may take over the
work and prosecute the same to completion by contracting another parry, and the
Contractor shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the Contractor Fee herein stipulated, provided
that the City shall use reasonable efforts to mitigate damages, and the City may
withhold any payments to the Contractor for the purpose of set-off or partial
payment of the amounts owed by the City.
8.8 Attorneys. If a party to this Agreement commences an action against the other
party arising out of or in connection with this Agreement or its subject matter, the
prevailing party shall be entitled to recover reasonable attorneys' fees and costs of
suit from the non -prevailing parry.
8.9 Audit Rights. Contractor shall provide fiscal records to the City for the purpose of
verifying that the Contractor's use of funding provided by the City complies with
this Agreement. Contractor shall keep records and invoices in connection with the
work to be performed under this Agreement. Contractor shall maintain complete
and accurate records with respect to the costs incurred in relation to the TTES and
any services, expenditures, and disbursements relating to the TTES for a minimum
period of three (3) years, or for any longer period required by law, from the date of
final payment to Contractor under this Agreement. All such records and invoices
shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records, and any other
documents created pursuant to this Agreement, during regular business hours, upon
reasonable request by the City. Contractor shall allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment of Contractor under this Agreement.
9. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION
9.1 Non-Liabili . of City Officers and Employ. No officer or employee of the City
shall be personally liable to the Contractor, or any successor -in -interest, in the event
of any default or breach by the City or for any amount which may become due to the
Contractor or its successor, or for breach of any obligation of the terms of this
Agreement.
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9.2 Covenant Against Discrimination. Contractor covenants that, by and for itself, its
heirs, executors, assigns, and all persons claiming under or through them, that there
shall be no discrimination or segregation in the performance of or in connection
with this Agreement regarding any person or group of persons on account of race,
color, creed, religion, sex, marital status, national origin, or ancestry. The TTES
shall be operated on a non -religious basis and in full compliance with all applicable
federal and state non-discrimination laws, including, but not limited to, California
Government Code section 11135, and Contractor agrees that is shall not expend
funds or operate the TTES in violation of the Establishment Clause of the United
States Constitution, and/or any similar provision of California law, including, but no
limited to, Article XVI, section 5, of the California Constitution. Contractor shall
take affirmative action to ensure that guests, applicants, and employees are treated
without regard to their race, color, creed, religion, sex, marital status, national
origin, or ancestry.
10. MISCELLANEOUS PROVISIONS
10.1 Notice. Any notice, demand, request, consent, approval, or communication either
party desires or is required to give to the other party or any other person shall be in
writing and either served personally or sent by pre -paid, first-class mail to the
address set forth below. Either party may change its address by notifying the other
party of the change of address in writing. Notice shall be deemed communicated
forty-eight (48) hours from the time of mailing if mailed as provided in this Section.
To Ci :
CITY OF TUSTIN
300 Centennial Way
Tustin, CA 92780
Attention: Matthew S. West
To Contractor:
TEMPORARY SHELTER, INC.
Attn: Dr. James E. Palmer III
1 Hope Drive
Tustin, CA 92782-0221
10.2 Integrated ted Agreement. This Agreement contains all of the agreements of the parties
and cannot be amended or modified except by written agreement. The parties agree
that no representations, inducements, promises or agreements, orally or otherwise,
have been made by any party or anyone purporting to be acting on behalf of any
party, which are not embodied herein.
10.3 Amendment. This Agreement may be amended at any time by the mutual consent
of the parties by an instrument in writing. The parties agree that any terms or
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conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions of this Agreement, shall not bind or obligate
Contractor or City.
10.4 Severability. In the event that any one or more of the phrases, sentences, clauses,
paragraphs, or sections contained in this Agreement shall be declared invalid or
unenforceable by valid judgment or decree of a court of competent jurisdiction, such
invalidity or unenforceability shall not affect any of the remaining phrases,
sentences, clauses, paragraphs, or sections of this Agreement, which shall be
interpreted to carry out the intent of the parties hereunder.
10.5 No Third -Party Beneficiaries. Execution of this Agreement is not intended to
create or confirm any third -party beneficiary rights in or create any liability on the
part of either the City or Contractor to any third parties.
10.6 Independent Contractor. The performance of the parties' obligations under this
Agreement shall be in the capacity of an independent contractor and not as an
officer, agent, or employee of the other party. In consideration for the
reimbursement paid to Contractor by the City, Contractor acknowledges and agrees
that the City shall not be liable or responsible for any benefits, including, but not
limited to, worker's compensation, disability, retirement, life, unemployment,
health, or any other benefits, and Contractor agrees that it shall not sue or file a
claim, petition, or application therefore against the City or any of its officers,
employees, agents, representatives or sureties.
10.7 Survival of Obligations. _ All obligations of Contractor hereunder not fully
performed as of the expiration or earlier termination of the Term of this Agreement
shall survive the expiration or earlier termination of this Agreement, including
without limitation, all obligations concerning the condition of the Property.
10.8 Further Acts. Contractor agrees to perform any further acts and to execute and
deliver any documents which may be reasonably necessary to carry out the
provisions of this Agreement.
10.9 Corporate Authority. The persons executing this Agreement on behalf of the parties
hereto warrant that they are duly authorized to execute this Agreement on behalf of
said parties and that by so executing this Agreement the parties hereto are formally
bound to the provisions of this Agreement.
10.10 Counterparts. This Agreement may be signed in one or more counterparts, each of
which shall constitute an original and all of which together shall constitute one and
the same Agreement.
10.11 City Council Approval. This Agreement shall not become effective unless and until
duly approved by the City Council for the City and signed by the parties.
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below.
Dated:
Dated:
APPROVED AS TO FORM:
David E. Kendig
City Attorney
"City"
CITY OF TUSTIN, a municipal corporation
Matthew S. West
City Manager
TUSTIN HOUSING AUTHORITY, a California
Housing Authority
Matthew S. West
Executive Director
"Contractor"
TEMPORARY SHELTER, INC.,
a California corporation
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EXHIBIT "A"
I':1'I01 _ .__,
* The Draft Operations and Management Plan outlined in Section V.3. is subject to
review and final approval as to form by the City Attorney.
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9. PROPOSAL
I. ORGANIZATION INFORMATION
Name of Service Provider/Organization: Temporary Shelter Inc
Address: 1 Hope Drive, Tustin, CA 92782 Phone: 714-338-0698
Organization Website: http://www.temporaryshelter.org/
Organization Email: (on file)
Name and title of person submitting request: Bryan Crain
Phone (on file) Email address_(on file)
II. ORGANIZATION DESCRIPTION
Fax:
Are you a 501(c) (3) organization? Yes Federal Tax ID No.: 33-
0937879 How long has the organization
been in operation? 22 years
Attach the organization's existing strategic plan or business plan, if available.
III. ORGANIZATIONAL EXPERIENCE AND CAPACITY (Attachments do not
count against page limit)
1. Team. Describe the team members and their duties as part of the team. If
more than one nonprofit is partnering in the service delivery, describe the
role of each entity.
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i. Team Members
1. Care Coordinator: Assist in coordination of Temporary Shelter
Inc. services to our clients (homeless adults — some of whom
have substance abuse problems and/or mental illness) to
regain their self-sufficiency. This position is responsible for
assuring the security and safety of clients and
property/building during each assigned graveyard shift. This
position will also work with vendors and community support
services to support Temporary Shelter's needs and the needs
of our clients.
2. Care Coordinator - Graveyard: Assist in coordination of
Temporary Shelter Inc. services to our clients (homeless
adults — some of whom have substance abuse problems
and/or mental illness) to regain their self-sufficiency. This
position is responsible for assuring the security and safety of
clients and property/building during each assigned graveyard
shift. This position will also work with vendors and community
support services to support Temporary Shelter's needs and
the needs of our clients.
3. Temporary Shelter Site Manager: This position will be
responsible for the overall management and administration of
Temporary Shelter facilities, staff, clients, volunteers and
programs. Under the supervision of the Orange County
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Rescue Mission's Program Director, the Temporary Shelter
Site Supervisor manages the orderly operation of the
Temporary Shelter and is responsible for the delivery of
shelter services to clients. This position works closely with
vendors and community support services to support
Temporary Shelter's needs and the needs of our clients.
Temporary Shelter is a 57 -bed shelter for homeless adults —
some of whom have substance abuse problems and/or
mental illness — that seeks to provide the assistance clients
need to regain their self-sufficiency. The Temporary Shelter
Site Supervisor is responsible for assuring the over security
and cleanliness of the facility and safety of clients and
property/building.
4. TTES Housing Navigator: The position will provide housing
focused Care Coordination to TTES guests. This assistance
includes an individualized needs assessment for each guest,
followed by provision of targeted services focused on
returning guests to permanent housing promptly. They will
conduct an assessment, determine eligibility, enter
assessment into the Coordinated Entry System through HMIS
for prioritization and connection to housing provider, advocate
on behalf of guests at weekly placement meetings with the
county, help guest obtain documents required for housing
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placement, and connect guest to community resources. The
Housing Navigator will maintain appropriate and confidential
documentation for all guest interactions through HMIS and
Mission Tracker.
b. Identify the Organization's mission, vision and values.
i. Tustin Temporary Emergency Shelter's Mission is to provide a
hand -up to homeless men, women, and families from the streets of
Tustin into safe, clean and dignified low barrier emergency shelter.
It operates as a first step opportunity with a high priority on moving
its guests forward towards self-sufficiency and healing. This is
accomplished by providing strategic pathways and interventions
that lead to ending their homelessness. See Appendix B, "Mission
of the Tustin Temporary Emergency Shelter".
c. Documentation that each entity is certified by the U.S.
Internal Revenue Service as a 501(c)(3) tax exempt non-profit
corporation.
i. See Appendix C, "IRS Determination Letter".
d. Documentation that each entity is in good standing with both
local, state and federal compliance.
See Appendix D, "Franchise Tax Board Status Letter".
2. Experience. Describe the team's experience providing social service
programs to individuals experiencing homelessness and operating a year-
round shelter, with an emphasis on experience gained in the last five years
on projects similar to TTES. Describe team's experience working in the
Coordinated Entry System. Provide data and information about
performance outcomes for similar projects assuring exits to permanent
housing.
a. TSI has operated the Tustin Temporary Emergency Shelter
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(TTES) for three years. TTES has provided housing, food, care
coordination, and other supportive services such as medical and
employment assistance to 534 shelter guests at TTES. TTES is a
year-round, 24/7 facility. Guest transition to stable housing is
accomplished through partnership with other service providers
connected to the Coordinated Entry System such as Family
Solutions Collaborative, Illumination Foundation, and City Net.
Care coordination focused on housing has led to 198 successful
transitions to stable housing. Successful transitions include
guests that have transitioned to long-term care facilities, self -
owned residences, rented residences, family and friend
residences on a permanent basis, substance abuse treatment
facilities, and transitional housing facilities.
3. Capacity. Describe the team's administrative and managerial capacity to
oversee the work necessary to successfully operate TTES. Provide
evidence of Organization's financial strength.
a. TSI staffs 10 regular, full-time and part-time Care Coordinators
that serve the 57 guest capacity of TTES. Care Coordinators
oversee weekly care plan meetings, employment and financial
guidance meetings, housing resources and referrals, maintenance
requests, meal time service, conflict resolution, crisis
management, and partnerships with outside agencies for
successful transitions to stability and self-sufficiency such as
mental healthcare, medical healthcare, social services, and
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housing support providers. Each Care Coordinator has the
capacity to maintain a caseload of 15-20 guests at a time and
Care Coordinators work collaboratively to accomplish logistical
campus tasks and guest program goals. An additional proposed
full-time Care Coordinator will be assigned to Coordinated Entry
System management, HMIS coordination, and housing navigation
for TTES guests.
b. Orange County Rescue Mission partners with TSI to provide
administrative services, management consultation, human
resource services, accounting services and food for shelter guests
all at no cost.
c. See Appendix E, "Financial Statements".
4. References. Include a list of at least two (2) references from public agency
partners with full names, contact information, and identification of the
projects.
a. OC Workforce Solutions, Alfonso Ortiz, Employment Case
Manager, (on file) TSI partners with OC Workforce Solutions to
provide employment and job search support to guests at TTES.
This includes resume building, job leads, interview skill training,
certification and education funding, job training, and follow-up care.
b. Family Solutions Collaborative, Nikki Buckstead, Executive
Director, on file). TSI partners with Family Solutions Collaborative
to provide housing resources for families.
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Housing resources can include Rapid Rehousing funding, voucher
assistance, security deposit and rental assistance, and ongoing
housing navigation and case management.
c. Orange County Rescue Mission, Jim Palmer, President,
on file). TSI partners with the Orange County Rescue Mission
to provide administrative services, management consultation,
human resource services, accounting services, and food for
shelter guests all at no cost.
IV. PROGRAM DESIGN AND OUTCOMES
1. Program Description. Detailed narrative describing the program design
and explain how the design will achieve the desired outcomes. Please
make sure to address the following information:
a. Continuum of Care System. Explain how TTES will be integrated
into the larger Continuum of Care system.
b. HMIS. Describe Organization's experience working in HMIS and your
plan to complywith HMIS requirements. If the Organization is utilizing
another type of case management system, please explain why that
system was chosen over HMIS and how your Organization will
comply with utilizing HMIS.
c. Permanent Housing. Describe how guests will be connected to
permanent affordable housing.
d. Client Referral Process. Describe how guests will be linked with
other organizations and service providers in compliance with its use
of the Coordinated Entry System and to ongoing services, including
physical and behavioral health care and job readiness.
e. Admission Criteria and Procedures. Describe identification
requirements, screening requirements, bed reservation system, new
guests, day leave and returning guests and hours of operation.
Describe the type of system you utilize to track bed reservations.
f. Re -admission Procedures. While Tustin PD works closely with the
TTES Operator on exiting and re -admission, describe the exit and re-
admission policies and procedures your Organization uses at other
facilities you operate.
g. Types of Services. Describe the type of on-site and off-site services
to be provided, including, but not limited to: housing location and
navigation, intake and assessment, case management, residential
services and crisis intervention services.
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h. Program Outcomes. Describe program outcomes and how they will
be met.
i. Case Management. Describe the level and frequency of case
management. Describe the case management techniques utilized to
increase stability and achieve outcomes.
Continuum of Care and HMIS: TTES aligns with Orange
County's Continuum of Care goals in addressing homelessness in
Orange County. TTES staff attends monthly CoC meetings to
coordinate with other service providers and identify gaps in care. TSI
is also proposing a new Care Coordinator/Housing Navigator position
to provide TTES guests with Coordinated Entry System assessment
and management onsite. This position would increase guest capacity
to access CES and become eligible for additional HMIS and CES
resources.
Permanent Housing and Client Referral Process: TSI's
program design is built on 12 core functions: screening, intake,
orientation, assessment, care planning, counseling, case
management, crisis management, client education, report and record
keeping, consultation with other professionals, and referral. See
Appendix J, "TTES 12 Core Functions".
TSI uses a database system called Mission Tracker to
document care plan meetings and monitor guest traffic on and
offsite. Mission Tracker is also used to capture and store all
confidential resident documents, as well as guest information.
Mission Tracker is an all-inclusive and adaptable system that assists
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with developing and managing care plans for each guest.
Upon intake, each guest is assessed for barriers that have
kept them from stable housing and self-sufficiency as well as
available resources and support systems that they are already
connected to. Care coordinators create goals of addressing and
limiting barriers, while also building on guest strengths and support
systems. Based on the individualized assessments, guests are
connected to housing programs, affordable housing lists, and
referred to partnering agencies that assist with CES management,
rental assistance, and additional rental funding that fit their
qualifications and situations.
Organizations most commonly used to connect guests to CES
are Family Solutions Collaborative, City Net, Illumination Foundation,
and Orangewood Foundation. Guests are referred to OC Workforce
Solutions for job readiness and employment assistance.
Additionally, guests are referred to Orange County's Outreach and
Engagement team for behavioral health support.
Admission Criteria and Procedures: Identification and
screening of new, potential intakes are performed by the Tustin
Police Department while in the field. They determine eligibility by
confirming ties to the City of Tustin, performing a background check,
and completing a thorough search of the prospective guest. After
screening is complete, Tustin PD coordinates with TTES staff to
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determine availability for prospective guest(s) and transportation for
the prospective guest(s) to TTES. New intakes review and sign the
Guest Agreement which informs them of expectations of the guest
and expectations that the guest has of TTES program and staff. A
search of the new intake's personal items then takes place, and the
new guest campus orientation begins.
Re -admission Procedures: Guest re -admission is at the
discretion of Tustin PD.
Types of Services: TTES guests are received, sheltered,
assessed, given appropriate and relevant services, and offered
appropriate and relevant referrals to the next level of care through
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screening, intake, orientation, assessment, care planning,
counseling, case management, crisis management, client education,
report and record keeping, consultation with other professionals,
referral, and exit.
Case Management and Program Outcomes: Care
coordination is accomplished through weekly meetings with the guest
and their assigned Care Coordinator. Individualized care
coordination is key in assessing, service planning, monitoring, and
following-up on a guest's path to success. Through the identification
and management of barriers as well as increase of guest supports,
the guest collaborates with their Care Coordinator to determine a
plan towards future success and self-sufficiency. Program goals
include guest exits to stable housing, improved financial resources,
and improved physical and mental health stability.
V. SERVICE DELIVERY METHOD AND STAFFING (Attachments do not
count against page limit.)
Provide information detailing the proposed number of staff for each
program service, management plan including hiring and training policies,
emergency procedures, conflict resolution and safety conduct. Describe
your staff recruitment and retention strategies. Describe your training
plan for staff, new hires and existing staff, and the method in which you
document and assess staff training. Describe the system your
organization utilizes for annual staff evaluations/performance reviews.
Describe how you cover positions when your shelter staff are sick or not
available.
Proposed number of staff for each Droaram service:
i. 1 Site Supervisor
ii. 1 Lead Care Coordinator
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iii. 2 Full -Time Care Coordinators (includes housing navigator)
iv. 4 Part -Time Care Coordinators
v. 2 Full -Time Graveyard Care Coordinators
vi. 2 Part -Time Graveyard Care Coordinators
vii. 4 On -Call Care Coordinators
Hiring and training policies, emergency procedures, conflict resolution
and safety conduct
i. Hiring and training policies: Human Resource Recruitment Services will
screen all application materials to identify qualified candidates. After
screening, qualified candidates will be referred to the next step and
notified of all further procedures applicable to their status in the process.
Once hired, all staff will be trained using a standardized training checklist,
which is signed off on by the Site Supervisor and new employee.
ii. Emergency procedures: Emergency procedures will be given to all staff
during onboarding and explained in further detail during training, in
conjunction with the Safety and Security department provided by Orange
County Rescue Mission staff.
iii. Conflict resolution: It is the responsibility of management and supervisory
personnel, at all levels, to enforce TSI's Workplace Conduct and
Prohibition Against Harassment Policy. Each manager or supervisor who
receives a complaint, in whatever form, has the responsibility to assure
that appropriate management personnel are notified and that TSI
investigates and takes appropriate action. In addition, each manager or
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supervisor who observes or otherwise becomes aware of conduct that
could constitute a violation of this policy has a duty to notify appropriate
management personnel and to make sure that TSI investigates and takes
appropriate action, even if no complaint has been made. Managers and
supervisors who fail to enforce this policy strictly and promptly may be
subject to disciplinary action.
Safety Conduct
i. See Appendix F, "Safety Conduct".
Describe your staff recruitment and retention strategies.
i. Recruitment: Human Resource Recruitment Services will screen all
application materials to identify qualified candidates. After screening,
qualified candidates will be referred to the next step and notified of all
further procedures applicable to their status in the process.
ii. Application Screening: Applications and supplemental questionnaire
responses will be screened for qualifications needed to successfully
perform the duties of this job. Only those applicants that meet the
minimum qualifications as listed in the job advertisement will be referred
to the next step.
iii. Online Assessment(s): Candidates whose applications meet the minimum
qualifications and reflect the most job-related experience and training will
be sent to the hiring manager for review. Based on the hiring manager's
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review of screened candidates, those candidates who are chosen will be
invited to the next step of a phone screening or in person interview with
the hiring manager and department manager. Only the most qualified
candidates from the first group will be referred to the next step in the
recruitment process of a second interview with the Human Resources
Talent Acquisition Manager or Chief of Human Resources Officer. All
candidates will be notified via email of their status in the process.
iv. Based on the Department's needs, the selection procedure listed above
may be modified depending on the needs of the organization. All
candidates will be notified of any changes in the selection procedure.
v. Email Notification: Email is the primary form of notification during the
recruitment process. Please ensure your correct email address is included
in our application and use only one email account. NOTE: User accounts
are established for one person only and should not be shared with another
person. Multiple applications with multiple users may jeopardize your
status in the recruitment process for any positions for which you apply.
Each position requires a new application through the employment portal
links on the employment page of www.rescuemission.org/employment. All
applications are kept for a maximum of four years but candidates are
responsible for and must apply to each new recruitment individually.
Candidates will be notified regarding their status as the recruitment
proceeds via email through the Tustin Temporary Emergency Shelter
Employment Portal system. Please check your email folders, including
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spam/junk folders, and/or accept emails ending with "rescuemission.org
or temporaryshelter.org ". If your email address should change, please
update your profile in the portal or email jobs(c)-rescuemission.org. Please
call our HR office if there are any questions or concerns regarding the
application process for the Tustin Temporary Emergency Shelter at 714-
247-4307.
Describe vour trainina Dlan for staff. new hires and existina staff. and the method
in which you document and assess staff trainin
i. Training plan: All staff receive training at the beginning of their
employment. Please see to Appendix G, "Care Coordinator Training
Checklist".
ii. Onboarding: At the start of employment, employees will be given the
Temporary Shelter, Inc. "Injury and Illness Prevention Plan" document
for review and signature. This document includes the following policies:
1. Preventing Aerosol Transmissible Disease
2. Hazard Communication Plan
3. Blood borne Pathogens Exposure Control Plan
4. Emergency Action Plan
5. Hazardous Energy Control Procedure
iii. Documenting and assessing training: Training is documented and
assessed by the TTES Site Manager. Please see Appendix G, "Care
Coordinator Training Checklist."
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Describe the system vour oraanization utilizes for annual staff evaluations/
erformance reviews.
i. Performance reviews are usually conducted on an annual basis. New
employees may have a performance review after the first (3) months
of consecutive employment. A review may also be conducted in the
event of a promotion or change in duties and responsibilities. One
reason for performance reviews is to identify strengths and
weaknesses, so as to reinforce good work skills and habits and
develop ways to improve weaker areas. Performance reviews are
completed by the manager and approved by Human Resources.
Describe how you cover positions when your shelter staff are sick or not
available.
i. TSI has several (6) On -Call Care Coordinators who are trained
employees, ready and willing to cover positions when staff is sick or
not available.
a. Attach Job Descriptions.
i. Please see Appendix H, "Job Descriptions"
2. Provide a Staff Responsibility Matrix for TTES, including volunteer
monitoring, referral service and staff coordination.
a. In addition, provide a Staffing Matrix for each hour of the day, identify the
job titles and number of staff/security working at each hour.
i. One Care Coordinator and two Security Guards are present from
6am-10pm each day. One Security Guard and two Care Coordinators
are present from 10pm-6am each night. See Appendix I, "Staffing
Matrix" for details on positions/job titles, hours scheduled, and
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number of staff/security staff members. Scheduling is managed
regularly by the Site Manager.
3. Respondents must address the following topics in a draft Operations and
Management Plan (OMP). In addition, describe how policies and plans that
impact the guest experience are communicated to the guests.
a. Describe or attach your Guest Agreement which outlines the expectations
the guest can expect from the Shelter and the expectations that the Shelter
has of the guest.
i. Appendix J, "TTES 12 Core Functions" guides policy and procedure
adhered to by TSI staff to safely and purposefully operate TTES. By
utilizing the 12 Core Functions, TTES receives, shelters, assesses,
provides services, and offers referrals to the next level of care for each
guest in an appropriate and individualized manner with a view to their
future success. Additionally, TSI presents the Guest Agreement to all
potential TTES guests upon intake to TTES. The Guest Agreement is
read and signed by intakes prior to orientation of services and TTES
campus. Comments and questions about guest expectations and the
Guest Agreement are encouraged during the intake process and
throughout the guests stay at TTES. Additional policies and
procedures are explained during intake and are also posted in
communal areas throughout campus including but not limited to the
main office, guest dorms, and the Community Room. The Guest
Agreement references all posted policies and procedures and
signature of the Guest Agreement is agreement to compliance of all
posted policies and procedures as well.
ii. See Appendix K, "TTES Guest Agreement Waiver".
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b. Describe or attach the Guest Schedule you have for guests at the shelters
you operate.
See Appendix L, "Guest Schedule".
c. Describe or attach your Volunteer Management Plan including a plan for
the recruitment, training and management of volunteers for the program.
See Appendix M, "TSI Individual Volunteer Management Plan".
d. Describe or attach the Safety and Security Plan for TTES including fire
and earthquake safety, fire prevention procedures, lighting, loitering,
entrance and exit procedures, alarms and security cameras and on-site
Security personnel. It is expected that for at least 16 hours during the day,
there are, at minimum, two (2) security guards on shift.
See Appendix N, "Security Policy".
e. Describe or attach the Health Policies related to possession of controlled
substances, drug policies, disease prevention (COVID), drug possession,
access to prescription medications, guest use of over-the-counter
medications, and guest access to emergency and medical care.
See Appendix O, "Community Safety Plan", "Hygiene & Laundry
Plan", and "TTES COVID-19 Procedures".
f. Describe or attach Food Policies related to the provision of nutritional
needs of guests, health department standards and the sanitary storage
and preparation of food. TTES kitchen has cold storage capabilities and
warmers. Meals are to be prepared off-site and transported to TTES.
See Appendix P, "TTES Meal Schedule".
g. Describe or attach Financial Policies related to financial requests from
guests and client possessions and funds.
See Appendix Q, "Financial Policy".
h. Describe or attach the Pet Policies of how TTES will accommodate pets
and service animals.
See Appendix R, "Dog Policy".
Describe or attach the Transportation Plan pertaining to pedestrian
traffic and parking, personal vehicle transportation and parking, ride
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sharing services, and bikes. TTES does not allow guests to walk in or
walk out of the facility.
See Appendix S, "Transportation Plan".
j. Describe or attach Non -Discrimination Policies including, gender -
specific programming, compliance with Americans Disability Act, Sexual
Harassment and Policy regarding Sex -Offenders.
i. EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
1. It is the policy of TEMPORARY SHELTER to provide equal
employment opportunities for all applicants and employees.
TEMPORARY SHELTER does not unlawfully discriminate on the
basis of race, color, religion, sex, gender, gender identity, gender
expression, transgender status, national origin, ancestry, age,
veteran or military status, physical disability, mental disability,
marital status, family care status, sexual orientation, pregnancy,
childbirth or related medical condition, legally -protected medical
condition, genetic predisposition or genetic information, or any
other basis prohibited by law. TEMPORARY SHELTER also
makes reasonable accommodations for disabled employees in
accordance with applicable law. This policy applies to all areas of
employment including recruitment, hiring, training, promotion,
termination, compensation, and benefits.
2. No employee shall harass any other employee on any of the
bases listed above. Harassment includes verbal, physical, and
visual harassment. Any employee who violates this policy is
subject to discipline up to and including dismissal. Any incident
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of harassment will be handled in accordance with the
TEMPORARY SHELTER's Policy Against Harassment.
ii. POLICY AGAINST HARASSMENT
1. Workplace Conduct
a. TEMPORARY SHELTER is committed to providing its
employees a professional and productive working environment
where coworkers are treated with courtesy and respect. We
work together as a team. Doing so requires us to respect the
sensibilities of others. All employees are expected to
contribute positively to the work environment by conforming
their behavior at all times to these guidelines. Abusive,
discriminatory, harassing, or offensive behavior of any nature
whatsoever will not be tolerated.
2. Discriminatory Harassment Is Strictly Prohibited
a. Harassment for any discriminatory reason, such as race, color,
sex, sexual orientation, gender, gender identity, gender
expression, transgender status, pregnancy or related medical
condition, age, ancestry, physical or mental disability, national
origin, veteran or military status, religion, marital status, family
care status, sexual orientation, pregnancy, childbirth or related
medical condition, legally -protected medical condition, genetic
predisposition or genetic information, or any other basis
protected by applicable law, falls within the scope of this policy
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and is strictly prohibited. Such discriminatory harassment is
also prohibited by state and federal discrimination laws. In
severe or pervasive forms, such harassing conduct may result
in legal liability both to the TEMPORARY SHELTER and to the
individual harasser.
k. Describe or attach Grievance Policies and Procedures related to
receiving and posting the policy, process to make a complaint, resolving
a grievance, meeting with staff and whistleblower policy.
See Appendix T, "Whistleblower Policy".
I. Describe your Organization's policies regarding Personal and Database
Confidentiality.
See Appendix U, "Personal and Data Confidentiality".
VI. SERVICE PROVIDER PARTNERSHIPS
1. Narrative description which clearly states which service provider is offering
which services. Provide the name of each agency which will provide the services
and their level of experience. Please attach letters of endorsement, if available.
a. See Appendix V, "Service Provider Partnerships".
VII. ANNUAL OPERATING BUDGET
1. Provide estimate of funding needed for the project proposed. Administrative
Salaries and Services are limited to a maximum of 5% of Total Budget.
2. Provide line item cost of services including in-kind values.
3. Provide estimated cost per client.
4. Confirm Organization understands it will be reimbursed on a monthly basis.
a. We understand that the budget will be reimbursed on a monthly basis.
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PROJECTED
Program Year 2022/2023
Program Year 2023/2024
City of Tustin TTES Budget
Budget
In -Kind
Budget
In -Kind
Administrative Salaries &
Services (5% max of Total
Budget)
Shared Services (Management,
$120,000
$132,000
Administration, Accounting, HR)
Liability Insurance
$2,000
$5,000
$2,200
$5,500
Financial Audit
$8,000
$8,800
Information Technology User
$3,200
$3,520
Support
SUB TOTAL
$13,200
$125,000
$14,520
$137,500
Shelter Staffing & Safety (List
every staff position and the
associated salary and
benefits)
Shelter Supervisor (1 FTE)
$88,633
$95,724
New Entry Coordinator 1 FTE
$60,372
$65,202
Lead Care Coordinator -
$68,261
$73,721
Weekday Day Shift (1 FTE)
Care Coordinator - Weekday
$60,372
$65,202
Evening Shift (1 FTE)
Care Coordinator - Weekday
$30,186
$32,601
Evening Shift and Vacation
Coverage (.5 FTE
Care Coordinator - Weekday
$60,372
$65,202
Graveyard Shift 1 FTE
Care Coordinator - Weekday
$60,372
$65,202
Graveyard Shift (1 FTE)
Care Coordinator - Weekend
$24,149
$26,081
Day Shift (A FTE)
Care Coordinator - Weekend
$24,149
$26,081
Evening Shift (A FTE)
Care Coordinator - Weekend
$12,073
$13,040
Evening Shift and Vacation
Coverage .2 FTE
Care Coordinator - Weekend
$24,149
$26,080
Graveyard Shift (A FTE)
Care Coordinator - Weekend
$24,149
$26,080
Graveyard Shift (A FTE)
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Contracted Security Guard -
Front Desk 24/7 Coverage
$243,240
173
$262,699
173
Contracted Security Guard -
Patrol 16/7 Coverage less
Police Officer
$163,160
$2,257
$176,213
$2,482
SUB TOTAL
$943,637
$-
$1,019,128
$_
Operations & Program
Expenses
Janitorial Services
$98,236
$108,060
Meals & Snacks
$81,030
$-
$89,133
Paper and Plastic Goods
$11,000
$12,100
Pet Supplies & Equipment
$2,500
$2,750
Other Services (Transportation)
$70,000
$77,000
Facility Expenses (Office
Supplies, Phones, etc.)
$4,200
$4,620
Laundry, Toiletry, Trash Bags,
Non -janitorial Supplies
$20,000
$3,200
$22,000
$199,301
Linens, Bedsheets, Mattress
Covers
$2,000
$2,200
$3,520
Medical Care
$44,400
Dental Care
$29,600
Behavioral Health
$74,000
12 -Step Classes
$7,800
Arts / Crafts Classes
$9,535
Personal Finance Consultations
$4,400
Legal Consultations
$11,448
SUB TOTAL
$207,936
$265,413
$228,730
$291,954
TOTAL BUDGET
$1,164,773
$390,413
$1,262,378
$429,454
Estimated Clients per Year
173
173
173
173
Estimated Cost per Client
$6,733
$2,257
$7,297
$2,482
VIII. CONNECTION TO AND KNOWLEDGE OF LOCAL COMMUNITY
The City of Tustin is awarding extra points if the service provider
Organization is engaged within the City. This also includes any
Organization that works closely with another local provider or has a formal
partnership with a local provider. Up to 5 points can be awarded if the
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Organization operates housing within the City of Tustin which serves
formerly homeless individuals or provides services to those experiencing
homelessness. Organizations are also encouraged to note services
provided to the homeless, or programs which are operated within the City
of Tustin. Up to 5 remaining points can be awarded based on the
Organization's connection to the community. This includes, but is not
limited to partnerships with the City, partnerships with Tustin businesses,
Tustin based non -profits / service providers, and any events that the
Organization regularly holds within the City.
a. TSI currently operates the Tustin Temporary Emergency Shelter
located in the City of Tustin and exclusively serves individuals
experiencing homeless with ties to Tustin. TSI partners closely
with the Orange County Rescue Mission whose main campus is
also located in the City of Tustin.
b. Other OC Rescue Mission programs in the City of Tustin include
the Tustin Veteran's Outpost, Hope Harbor, and the Village of
Hope.
c. The Tustin Veteran's Outpost reaches out to all veterans in need of
housing and a hand up. Residents receive the services and support
they need to learn how to become self-sufficient in civilian life. The
apartment complex offers transitional housing for 71 people, along
with veteran specific services including case management, an on-
site chaplain, mental health services, educational assistance, food
and nutrition assistance, healthcare, legal services, job training,
and employment placement.
d. Hope Harbor consists of two homes that provide long-term housing
and care for teen girls and teen boys who are at risk of
homelessness. Teens live in a safe and structured home
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environment where they receive individual and family counseling,
attend school, complete daily chores, participate in a church youth
group, and volunteer in the community.
e. The Village of Hope provides transitional, recuperative, and
emergency housing for up to 262 homeless men, women, and
children. Residents have access to comprehensive services like
counseling, job training, medical and dental care, and more, to
support and guide them into health and self-sufficiency.
Additionally, TSI partners with Tustin Unified School District for
access to child and adult education as well as the Tustin Police
Department to assist in housing eligible individuals experiencing
homelessness with ties to Tustin.
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IX. CERTIFICATION
A. Non -Discrimination: This agency will, through all possible means,
ensure equal opportunity for all persons to receive services, to
participate in the volunteer structure, and to be employed regardless of
age, handicap, national background, race, religion, sex, or sexual
orientation. An existing sectarian nature of the agency shall not suffer
impairment under this Agreement, but participation in religious
observances, rituals or services will not be required as a condition of
receiving food, services, or shelter paid for by this grant.
B. The undersigned hereby certifies that all information given by the
Organization in this Proposal is true and correct as of the date hereof.
Non -collusion: This proposal is genuine, and not sham or collusive, nor
made in the interest or on behalf of any person not herein named; the
proposer has not directly induced or solicited any other proposer to put
in a sham proposal, or any other person, firm or corporation to refrain
from submitting a proposal; the proposer has not in any manner sought
by collusion to secure for him/herself an advantage over any other
proposer.
C. The undersigned hereby certifies that the Organization has read this
Proposal and agrees that, should the project be approved, the
organization will abide by the covenants contained herein.
D. The undersigned is duly authorized to execute this document
on behalf of the Organization as of the date written below.
E. The undersigned proposer acknowledges that he/she has thoroughly
reviewed all pages for this RFP. Proposer further acknowledges that
he/she is aware of all the requirements of these documents and
agrees to same. The proposer shall be bound to furnish the services
specified according to requirements herein, upon acceptance by City
of Tustin.
35
This Proposal must be signed by a board officer (layperson) and the staff officer to whom
future questions and correspondence may be addressed. Signatories attest to the accuracy
of the information. Any figures that are estimated should be marked (e).
Submitted this 23ftl day of March. 2022
Temporary Shelter, Inc. Tustin, CA 92782
Organization Name CitylState Zip Code
Lay Officer of Organization..nn ,�
By: � �M AA WIC
Pri gOf.�uthosizEd,Representative
Na efwgwafiuree of Authorized Representative
Title: 641,4 VAa% #v ; CC O
Date:
3•Z3'Z2
Staff Officer of Organization
By: Alva,-? /%
Printed Name of Authorized Representative
Name:
Signature of Authorized Representative
Title:
C-00
3 -a3 -aa
Date:
0
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Appendix B
TEMPORARY
SHELTER, INC.
Mission of the Tustin Temporary Emergency Shelter
The Mission of the Tustin Temporary Emergency Shelter (TTES) is to divert homeless
men, women, and families from the streets of Tustin into safe and sanitary shelter. The
temporary two year shelter is owned by the City of Tustin and operated by Temporary
Shelter Inc. which is a non -religious affiliate of the Orange County Rescue Mission Inc.
The Tustin Temporary Emergency Shelter will use a reservation -based referral model
that will be coordinated by the Tustin Police Department and their non-profit
stakeholders. This approach will allow for a preference focused occupancy strategy.
The Tustin Temporary Emergency Shelter will operate as a first step opportunity with a
high priority on moving its guests forward. This will be accomplished by providing
pathways and interventions that lead to ending their homelessness. These successful
pathways and interventions include:
1. Transition to permanent housing:
a. Referral to section 8 certificate
b. Referral to VASH or Tustin Veterans Outpost
C. Referral to OC Housing Trust Communities
2. Transition to a higher level of care:
a. Referral to County Mental Health Program
b. Referral to Re -cooperative Care Program
C. Referral to Chemical Detox Program
d. Referral to Village of Hope / Orange County Rescue Mission
e. Referral to Transitional Housing Program
3. Transition back to family members:
a. Family re -unification
b. Transportation assistance to return home
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Appendix F
TEMPORARY
SHELTER, INC.
TTES SAFETY CONDUCT
1. STAFF TRAINING
TTES Safety Conduct
Standard Operating Procedures
a. When staff are hired, they are automatically enrolled in Anti -Harassment training
and CPR, AED, & First Aid Certification. Additionally, there is staff safety training
available as needed or desired. Among a large library of training courses available,
the following courses are offered:
i. Active Shooter Preparedness
ii. Bloodborne Pathogens
iii. Drugs and Alcohol in the Workplace
iv. Emergency Response
v. Ergonomics Awareness
vi. Office Ergonomics Self -Assessment
vii. Fire Extinguisher Safety
viii. Slip, Trip, Fall Prevention
2. Injury & Illness Prevention Plan
a. See "TSI Injury & Illness Prevention Plan (I.I.P.P)" and "TSI ATD Policies".
3. STAFF INJURY PROCEDURES
a. If a staff member gets hurt while on the job, the following actions will take place:
If the injury is life threatening, 911 will be called. If the injury is not life
threatening, Onsite Health & Safety will be called to do a medical evaluation
of the employee and administer first aid as needed.
The primary witness of the injury or the Site Manager will fill out an Incident
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Report (attached) which will subsequently be reviewed and followed up on
by the Safety & Security Department.
After the Human Resources department is informed of the injury, Workers'
Compensation will be offered to the employee. In the event that the
employee would like to submit a Workers' Compensation claim, the
following actions will take place:
1. The injured employee will be sent to a medical clinic covered under
the Medical Provider Network (MPN) of the Workers' Compensation
Carrier: currently CompWest Insurance.
2. The injured employee will fill out the DWC-1 Workers' Compensation
Reporting Form and an Employee Injury Report with information
about when/where/how the injury took place.
3. The Site Manager will fill out the Supervisor's Report of Injury,
detailing the information about the injury that took place.
4. Any witnesses to the employee injury will fill out the Witness's Report
of Injury, detailing information about the injury that took place.
5. All documentation will be sent to the Workers' Compensation Carrier
(currently CompWest Insurance) for review and administration.
Y, Every program has a goal, and the goal of our Safety Program is to reduce
the number of accidents to zero. This goal is realistic yet it can only be
reached with the total cooperation of all employees, supervisors and
management.
We at Temporary Shelter, Inc. firmly believe there is no job so important
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that it can't be performed safely. A safe working environment is created
by always thinking safe and having safety in mind with equal importance
during any job you are performing. A safe working environment is created
by always using proper procedures, wearing the right safety equipment
and removing the sources of danger before an accident results.
v . The management at Temporary Shelter, Inc. will strive to provide all of our
employees with a safe working environment by meeting, and exceeding
when possible, Local, State and Federal regulations with regard to
occupational safety and health, providing the necessary training, tools and
personal protective equipment while enforcing all applicable safety rules
and regulations. In addition, all employees, supervisors and management
must assume their respective responsibilities for ensuring their safety and
the safety of their fellow workers.
All of our employees at Temporary Shelter, Inc. are important. In the event
an injury should occur, the best and most expedient medical treatment will
be afforded the injured employee. Because we cannot place a dollar figure
on the welfare and safety of any person in any job, it is to the benefit of
the employees and Temporary Shelter, Inc. to work together in striving to
prevent injuries.
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TEMPORARY
SHELTER, INC.
In'6
jury & Illness
Prevention Plan
(I.I.P.P.)
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Table of Contents
14
• Safety Policy
3
• Management Intent -- A Safe and Healthful Workplace
4
o Ensure Compliance
• Responsible Officials/Management Within the Organization
6
• Rewards and Discipline Programs
7
• Basic Safety Rules and Guidelines
8
• Identifying and Evaluating Hazards in the Workplace &
18
Correcting Unsafe Work Practices and Conditions
9
o Hazard Assessment
• Accident and Injury Reporting/Investigation Procedure
11
o Accident Review Procedure
o Accident Investigation Guidelines
• Medical Treatment Procedures
13
o Medical Leave of Absences (MLA)
• Training Programs
14
• Communication —The Way to Get and Give Input for Everyone
15
o The Safety Committee
o Employee "Tailgate -Safety Meetings"
• Bulletin Board Information
16
o Other Opportunities for Employee Input
• Emergency Programs
17
• Record Keeping System
18
• Appendixes
19
(a) Basic Safety Rules & Guidelines
(b) Emergency Evacuation Procedures - Site Specific
(c) What to do in Case of...
(d) Fire Escape Plan Maps
(e) Counseling Report Form
(f) Report & Investigation of Alleged Illness / Accident Injury
(g) Change in Status Form
(h) Injury Follow-up Flow Chart
(i) Safety Inspection From
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MUST BE POSTED AT ALL TIMES
Temporary Shelter, Inc.
EVERY PROGRAM HAS A GOAL, AND THE GOAL OF OUR SAFETY PROGRAM IS TO REDUCE THE NUMBER
OF ACCIDENTS TO ZERO. THIS GOAL IS REALISTIC YET IT CAN ONLY BE REACHED WITH THE TOTAL CO-
OPERATION OF ALL EMPLOYEES, SUPERVISORS AND MANAGEMENT.
WE AT THE TEMPORARY SHELTER, INC. FIRMLY BELIEVE THERE IS NO JOB SO IMPORTANT THAT IT CAN'T
BE PERFORMED SAFELY.
A SAFE WORKING ENVIRONMENT IS CREATED BY ALWAYS THINKING SAFE AND HAVING SAFETY IN MIND
WITH EQUAL IMPORTANCE DURING ANY JOB YOU ARE PERFORMING.
A SAFE WORKING ENVIRONMENT IS CREATED BY ALWAYS USING PROPER PROCEDURES, WEARING THE
RIGHT SAFETY EQUIPMENT AND REMOVING THE SOURCES OF DANGER BEFORE AN ACCIDENT RESULTS.
THE MANAGEMENT AT THE TEMPORARY SHELTER, INC WILL STRIVE TO PROVIDE ALL OF OUR
EMPLOYEES WITH A SAFE WORK ENVIRONMENT BY MEETING, AND EXCEEDING WHEN POSSIBLE, LOCAL,
STATE AND FEDERAL REGULATIONS WITH REGARD TO OCCUPATIONAL SAFETY AND HEALTH, PROVIDING
THE NECESSARY TRAINING, TOOLS, AND PERSONAL PROTECTIVE EQUIPMENT WHILE ENFORCING ALL
APPLICABLE SAFETY RULES AND REGULATIONS. IN ADDITION, ALL EMPLOYEES, SUPERVISORS AND
MANAGEMENT MUST ASSUME THEIR RESPECTIVE RESPONSIBILITIES FOR ENSURING THEIR SAFETY AND
THE SAFETY OF THEIR FELLOW WORKERS.
ALL OF OUR EMPLOYEES AT THE TEMPORARY SHELTER, INC ARE IMPORTANT. IN THE EVENT AN INJURY
SHOULD OCCUR, THE BEST AND MOST EXPEDIENT MEDICAL TREATMENT WILL BE AFFORDED TO THE
INJURED EMPLOYEE BECAUSE WE CANNOT PLACE A DOLLAR FIGURE ON THE WELFARE AND SAFETY OF
ANY PERSON IN ANY JOB. IT IS TO THE BENEFIT OF THE EMPLOYEES TO WORK TOGETHER IN STRIVING
TO PREVENT INJURIES.
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Management Intent -- A Safe and Healthful Workolace
At the Temporary Shelter, Inc. all management values their employees higher than any other aspect of
the day-to-day business. We will plan, establish, and maintain all actions and conditions that promote a
safe and healthful workplace that is free from recognized hazards. We will do this by:
• Establishing and maintaining safe design in all aspects of operations and other safe physical
working conditions.
• Using administrative controls and procedures to promote a safe working environment.
• Using personal protective equipment wherever necessary to protect the employee.
The above strategies will be employed in the order they are stated in compliance with the law and good
management practice.
Each level of employment is responsible for safety. The final responsibility for safety management lies
with Temporary Shelter, Inc. Executive Staff. They have all the authority necessary to:
• Give the final okay in establishing safety policy: This will outline our organization's commitment
to safety for all employees and staff.
• Establish effective safety inspection criteria: what we look for during safety inspections of work
areas.
• Establish a "Hazard Assessment System." This system, based on the above inspection criteria, will
be coupled with systems to allow input from employees (This will be further outlined in the
section under Communication). We are committed to making this a team effort.
• Set standards for safe actions, also known as the Basic Safety Rules and Guidelines.
• Set safe job specific procedures. Each job's components must be safe.
• Establish a system for enforcement of safety rules, including incentive plans and disciplinary
action, if necessary. Safety will enjoy the same attention from management as does any aspect
of the day-to-day business such as attendance, quality of work, etc.
• Establish effective communication systems with employees, coupled with no fear of retaliation.
• Establish effective training systems. The criteria for these training systems will be established
later in this document. We want employees to learn and know how to do their job safely.
• Establish a record keeping system that will not only be effective, but will also be legally compliant
with the Law.
Temporary Shelter, Inc. Executive Staff can and should seek the input of other employees to implement
the above measures. Certain activities can be delegated to others as long as they are held accountable
for the results. When professionals are needed, safety and other related area consultants will be called
in to assist with the active safety program of the Temporary Shelter, Inc.
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Helping to Ensure Compliance
• Management is responsible for ensuring that safety and health policies and procedures are
clearly communicated and understood by employees. Manager and Supervisor alike are
expected to enforce the rules fairly and uniformly.
• All employees are responsible for using safe work practices as defined in the Basic Safety Rules &
Guidelines, job specific instructions, instructions included with equipment, inspection standards
and any other source defined by Management.
• Each employee at each level of employment will be evaluated for compliance with safe work
practices and procedures as part of their annual performance review.
• Employees who exhibit smart safety performance will receive recognition for their contribution
to a safe work place. This recognition will be shared within their department and become part of
the employee's personnel file.
• Employees who deliberately fail to follow safe work procedures and practices, or who violate
Temporary Shelter, Inc. safety rules or directives, will be subject to disciplinary action, which
could include a written counseling session, up to and including termination.
RESPONSIBLE MANAGEMENT within TEMPORARY SHELTER, INC.
The Board of Directors of Temporary Shelter, Inc. is ultimately responsible and provides the authority to
enforce ALL operations of safety within the organization.
The President is the person directly responsible with the necessary authority for seeing to it that all
safety programs are implemented at Temporary Shelter, Inc. with assistance from the Departmental
Managers and Supervisors.
The Director of Human Resources is the person directly responsible with the necessary authority to
enforce all aspects of medical treatment, pre/post placement health screening and ongoing
safety/health training programs.
The other Directors are responsible for the day-to-day safety of their department(s) and location(s).
This includes the authority to enforce all safety rules, training and the Temporary Shelter, Inc. safety
policy. All Managers and Supervisors are support to the Directors in this regard.
The Managers and Supervisors within each department(s) are responsible for the safety training of their
employees, carrying with them the authority to counsel any employee who disregards safety within their
department. Support shall come, as needed, from the Director of Human Resources and their respective
Director.
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REWARDS and DISCIPLINE PROGRAMS
FIR -7, • :A
One goal of the Temporary Shelter, Inc. is to reward individual employees and employees of different
work locations for their working in a safe manner. One method of measuring safety in the workplace is
the lack of either Medical or Lost Time Workers' Compensation Claims as defined by OSHA.
If a department/facility goes a calendar year without any MEDICAL INJURIES or LOST TIME INJURIES, the
Human Resource Department shall organize and provide a Complimentary Lunch for all the employees
in that department/facility.
During the lunch, employees will have their names placed in a "hat" with 3 names drawn randomly.
The 3 winning names will receive movie passes for 2.
If there is no lunch due to injury, no drawing will occur.
Discipline
Counseling Sessions, both Verbal and Written:
It shall be the policy of Temporary Shelter, Inc. to require each Director, Manager, and Supervisor to be
responsible for safety, not just in their department, but throughout their entire facility. Temporary
Shelter, Inc. further, vests authority in each member of supervision to carry out the duties inherent in
this responsibility with particular emphasis on the authority to correct and/or stop unsafe acts and
unsafe conditions wherever he/she may encounter them.
Managers and Supervisors must be persistent in enforcing safety rules, regulations and safe work
practices if they are to achieve the desired safety performance. Infractions of safety rules and safe work
practices must not be ignored.
Listed below are suggested steps that could be taken to control safety violations that occur within any
given 12 -month period.
• Management could give the employee a verbal counseling session as to the specific violation and
explain to the employee his responsibility for safety awareness and advise him that further
infractions of safety rules and safe work practices would be cause for further disciplinary action.
This should be logged accordingly in a consistent manner by management.
• Should the employee again be in violation of an established safety rule or practice, he could be
taken aside and given a written counseling session (see enclose sample form). The counseling
session will state the infraction, the specific incident, what is expected of the employee to
correct his work habits, and the possible consequences if s/he fails to comply.
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Discipline continued
• An employee who has previously received a written counseling session(s) and who is again in
violation of an established safety rule or safe work practice, could be taken aside and issued a
written counseling session which shall include a one -day suspension with pay. This session
notice shall also state that further infractions shall be cause for more severe disciplinary action
up to and including discharge.
• An employee who has previously received a one -day suspension and is again in violation of an
established safety rule, or safe work practice, could be issued a counseling session and possible
termination notice.
• ANY employee who is injured as a direct result of a violation of a safety rule or practice shall
receive either a verbal or written counseling session, whichever is deemed appropriate by the
Director of Human Resources and Supervisor jointly, based on the severity of the infraction.
• It should be noted that Temporary Shelter, Inc. reserves the right to terminate an employee for
any single violation depending on the severity of the situation.
The normal manner in which a member of Supervision is to handle an unsafe condition or act in a
department other than his/her own is to work through the Management in charge of that specific area
in which the violation takes place. IF the violation is in question, however, is one which creates an
imminent danger to someone, then DIRECT intervention by the detecting Manager is both appropriate
and necessary.
The above procedures are primarily a guide for Management. The severity of the infraction or rule
violation shall be determining factor for the action taken in any specific incident. The primary objective
is to cause the employee to become fully conscious and constantly aware of SAFETY.
Recommendations for all serious disciplinary action are to be coordinated through, and approved by the
Director of Human Resources.
Organization Basic Safety Rules and Guidelines
Temporary Shelter, Inc. has its own Basic Safety Rules and Guidelines (a Code of Safe Practices
formulated for the protection of the employees and the Shelter). Every employee will be given a copy
and trained in the Basic Safety Rules and Guidelines. In addition, a set is posted in the Labor Law and
Health & Safety Poster Centers for general viewing.
The Management for each department is responsible for seeing that these rules and all safe practices
are obeyed and that violators receive the appropriate disciplinary action.
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IDENTIFYING & EVALUATING HAZARDS in the WORKPLACE
AND
CORRECTING UNSAFE WORK PRACTICES and CONDITIONS
In an effort to provide a safe workplace through constant surveillance of the same, and further, to
comply with the safety requirements imposed by state and federal agencies, our Safety
Director/Management and Safety Committees, it will be the policy of Temporary Shelter, Inc. to carry
out safety inspections and have "Tailgate -Safety Meetings" in each department on a regular basis.
All inspections / "Tailgate -Safety Meetings" shall be documented and followed-up, when necessary, to
ensure correction of any listed hazards.
The inspections will be conducted by one or more of the Safety Committee Members and/or the
Director of Human Resources and when deemed necessary, Hourly Personnel. The inspection(s) could
include:
• A general safety inspection of the facility.
• Daily inspection(s) of all company run vehicles by their operators.
• An inspection and check -off of all fire extinguishers on a monthly basis.
Efforts will be made to conduct inspections of an OSHA -type quality on an annual basis by an outside
safety consulting firm.
All corrections necessary shall be documented by Maintenance and will be reviewed in the next safety
inspection of the area.
• They will be written and documented on an annual basis.
• They will be reviewed by the Director of Human Resources to determine if there are any hazards
immediately dangerous to life or health or imminent dangers which must be addressed.
• Imminent danger items or items immediately dangerous to life and/or health of employees will
be corrected immediately. Areas will be evacuated of all employees AS NECESSARY (except
those responsible for making repairs). Personnel making repairs will be afforded maximum
safety protection in conducting all repairs.
• Those items not creating an imminent danger will be corrected within 3 weeks.
• Items for corrective action affecting the safe operation of any mobile equipment will be
corrected immediately.
• Any unsafe item or practice discussed in the "Tailgate -Safety Meetings" will be documented in
the minutes and the Supervisor shall bring it to the attention of the Safety Committee and
Maintenance for correction.
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Hazard Assessment
Hazard assessments are done on regular basis at the Temporary Shelter, Inc. at least on an annual basis.
Types of Hazard Assessment
There are two basic types of hazard analyses:
• Observations of physical conditions - Reviewing the work place using checklists such as the one
included in this document. This type also encompasses the review of systems and machines for
safe design and compliance with legal requirements.
• Observation of employee behavior - Reviewing the work place looking for compliance with the
Basic Safety Rules & Guidelines, specific job procedures, manufacturer's instructions, personal
protection and all other behavioral guidelines.
One or a combination of these types of hazard assessments may be employed at any time.
Situations That Prompt a Hazard Assessment
• When new people are brought into a new job or area.
• When a new process is begun.
• When a new or previously unrecognized hazard is discovered or brought up by employees
through the Communication process.
• Regularly scheduled inspections using a checklist done on at least a quarterly basis.
Follow Up and Documentation
• Records of all hazard assessments will be maintained along with a status on corrective actions
taken in each item found lacking.
• Hazard assessments records are kept on the attached Hazard Assessment Report or on the
Inspection Checklist. Both of these forms are included in this package. The date corrective
action was taken and by whom should be indicated on one of these two forms (depending on
which form was used to perform the hazard assessment).
Under California regulations, these records must be kept for three years.
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ACCIDENT REPORTING and INVESTIGATION PROCEDURE
It shall be the procedure of Temporary Shelter, Inc. that all accidents/injuries shall be investigated and
reported by a Director or Manager. The direct Supervisor/Manager of the injured employee(s) shall
report the injury to the Director of Human Resources immediately upon finding out about the injury. In
addition, the direct Supervisor/Manger shall investigate the injury and then fill out a Report &
Investigation of Alleged Illness /Accident Injury form (enclosed) before the end of the shift and submit
it to the Director of Human Resources.
Once the Director of Human Resources is aware of the injury, he shall carry out, when necessary, any
form of formal investigation of any injury or accident.
The accident investigation program is based on the primary goal of prevention of future accidents
through use of knowledge derived from the investigations. Investigations will further be made to
collect facts necessary to carry out the record keeping and reporting functions of in both the safety and
workers' compensation arenas. Information and statements collected may ultimately be used to
defend Temporary Shelter, Inc. in subsequent litigation.
Every work-related injury or illness which requires medical attention other than first aid must be
reported to our Workers' Compensation Administrator, the State Division of Labor Statistics and
Research, and the California Division of Industrial Safety (OSHA).
In order to meet the record keeping and reporting requirements, supervision will be required to submit,
before the end of their work shift, a Report & Investigation of Alleged Illness /Accident Injury to the
Director of Human Resources whenever an employee sustains an occupational injury. It is critical that
this form is completely and conscientiously filled out because the information contained thereon
constitutes the basic facts reported to the appropriate state and federal agencies.
Accident investigation is a primary tool for loss control and is a function of the Supervisor/Manager who
has responsibility over the area in which the accident occurred. Besides loss control, however,
information revealed through accident investigations can become critical to the defend Temporary
Shelter, Inc. in subsequent litigation made against the Temporary Shelter, Inc. by employees and
regulatory agencies.
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Accident Review Procedure
All accidents of a medical or loss -time nature shall be reviewed on a quarterly basis during facility safety
meetings.
During this time, corrective action, if necessary, shall be discussed as well as measures to prevent the
injury from repeating.
Accident Investigation Guidelines
The purpose of the accident investigation is to discover the root causes for accidents and eliminate
those causes and prevent recurrence. It is not the purpose to find who was at fault.
By using the Report & Investigation of Alleged Illness /Accident Injury form (see sample), important
information can be gathered. It is always important to first get some basic facts when the injury occurs:
• Who was hurt? Who saw what happened? Who was involved?
• What happened? A short narrative of what occurred. Interview each witness privately, to get
their thoughts, rather than those of the whole group. Ask what was damaged.
• When. What time of day? Before or after breaks or lunch. What day of the week.
• Where did the incident occur? What were the physical conditions, weather, floor conditions, etc.
• How. What was the sequence of events? Give the prompt, "Then what?" or similar support to
allow the interviewee to continue.
• Why. This is where the Incident Tree Technique is helpful. This technique analyzes the factors
contributing to accidents and helps get to the root causes, which are the real reasons the
incident occurred. This portion of the investigation should be done with all those involved or
witnessing the accident.
In the enclosed sample, the root causes are the numbered items under F, Recommendations or
solutions are derived from reducing or eliminating these causes.
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MEDICAL TREATMENT PROCEDURES
It shall be the policy of Temporary Shelter, Inc. that all injuries ... no matter how slight... shall be
reported immediately to the employee's immediate Supervisor/Manager so that appropriate medical
attention, when necessary, can be administered.
• When an injury occurs, the Supervisor/Manager will call the Director of Human Resources with
information on the injury to report for occupational injury and discuss the next steps. In the event
the Director of Human Resources is off-site or unavailable, the Supervisor/Manager will leave a
message for the Director of Human Resources advising the details of the injury for later
investigation and proceed with their best judgment. All injuries will be investigated as soon as
possible.
• If medical attention is not required by a doctor at the time of injury, a Report & Investigation of
Alleged Illness /Accident Injury form shall be filled out by the employee's Supervisor/Manager
from the information given to him/her at the time of injury and signed by both the
Supervisor/Manager and the employee. This shall be submitted before the end of the work shift
to the Director of Human Resources.
• If medical attention is required, the employee will acquire the appropriate paperwork from
his/her Supervisor/Manager to be taken to the Director of Human Resources for immediate
attention. As mentioned above, the Supervisor/Manager and the Director of Human Resources
shall fill out accordingly the necessary paperwork.
• If the employee has on record a request to be treated by his/her own personal physician, he/she
will be allowed to be treated by his/her own personal physician after they have been stabilized
by the Clinic's Medical Provider.
• In case of a major injury or emergency, call 911 to request paramedics to be summoned to the
scene immediately or the injured person should be transported to the nearest hospital for
emergency care with follow-up treatment at the organization's occupational medical facility. In
cases as these, the Director of Human Resources shall contact the organization's medical facility
as soon as possible following getting the injured employee to the nearest medical facility.
Medical Leave of Absences (MLA)
When granting a medical leave of absence, make certain the situation is a medical necessity beyond the
employee's control, because this leave requires an immediate replacement and increases the cost of
fringe benefits. The following procedure applies to all medical leaves of absence:
• The Employee or Supervisor on the employee's behalf shall complete a Request for Time Off
form (electronic), stating the reason for the leave of absence.
• All MLA's shall have support documentation from the treating physician on file with the keeper
of the personnel records. The employee shall submit to their Supervisor/Manager any necessary
extensions BEFORE the MLA expires.
• Any person out for longer than 3 working days shall be required to have a release notice from their
doctor and shall submit it to their Supervisor/Manager before returning back to work.
• Any employee out on a MLA or any other leave of absence for a period longer than six months
shall be terminated per Temporary Shelter, Inc. Policy except for those leaves involving ADA
issues.
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TRAINING PROGRAMS
All employees, upon hire, shall be trained by their Supervisor/Manager in the basic safety practices,
rules, and policies of Temporary Shelter, Inc. These rules and policies shall be taken directly from the
company Basic Safety Rules and Guidelines.
In addition to basic safety, the employee shall be trained in the safety procedures of any equipment or
machinery they are to use on the job by their immediate Supervisor/Manager. Updates shall occur as is
deemed necessary by Management, up to and including the Vice President of Temporary Shelter, Inc.
• The safety communication system.
• The discipline and reward system.
• An orientation to the company Injury and Illness Plan (IIPP) and where it is kept.
• Whenever there is a new or previously unrecognized hazard.
• Any person doing heavy lifting on the job shall be trained in proper lifting procedures by their
Supervisor/Manager.
• If applicable, all new personnel, as necessary, shall be properly trained in MSDS Hazardous
Communication Right to Know training and the substances used in their area of the workplace.
In addition, each employee shall be informed of their access to the MSDS sheets of the chemicals
and substances they have direct contact with.
• All employees shall be shown how to use all safety equipment necessary in the workplace by
their immediate Supervisor/Manager.
• All personnel undertaking the operation of new equipment or working in a new job position shall
be properly trained in the safe procedures to work by the Supervisor/Manager of that work area.
• Any equipment wearing out shall be replaced as is necessary.
In addition, the following training practices will occur:
• Training whenever there are new or re -designed processes.
• All persons driving a forklift shall be trained and certified to drive such vehicle safely by certified
personnel.
• Whenever there is a new or transferred employee. Transferred employees will be treated like a
new employee in relation to being trained in safe operating procedures.
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COMMUNICATION — The Way to Get and Give Input for Everyone
The Safety Committee
The Temporary Shelter, Inc. shall have a Safety Committee that consists of the Director of Human
Resources, management and hourly employees.
This committee shall meet at least 4 times per year.
Its purpose will be to assist the organization in being the safest possible. This shall include, but not be
limited to:
• Making available to affected employees, and maintain for OSHA, written records of safety and
health issues discussed in the Facility Safety Meetings.
• Review periodic inspections conducted.
• Review injury/illness investigations, exposure to hazardous substances and make
recommendations for correction.
• As deemed necessary by the Committee, review investigations of hazardous conditions and
conduct all necessary inspections.
• As is possible, assist in the evaluation of employee safety suggestions as they come out of the
tailgate meetings.
• Upon request by OSHA, verify abatement actions of citations.
• Insure enforcement of all Safety Policies, Codes, and Rules.
• Work with the Maintenance Department to correct all hazards found to be in the workplace.
• The Safety Committee will meet quarterly (at least 4 times per year) and report its findings to the
Vice President.
Employee "Tailgate -Safety Meetings"
Communication with employees on a regular basis is one of the keys to a good safety program. Each
department or like departments together, shall have quarterly departmental "Tailgate -Safety Meetings"
to support a "two-way" communication system.
The purpose of these meetings shall be:
• To impart information and inform all employees of new safety issues, concerns, and
hazards and how to be safe with them.
• To educate employees in the areas of safe work habits.
• To inform the employees of all work-related injuries in their department/work area.
• To train employees in those areas necessitating training and the Basic Safety Rules and
Guidelines.
• To allow employees to use this as a non -threatening forum to inform the Mission of any
perceived unsafe practice or hazardous unsafe piece of equipment.
• To address any special issues noted from regular physical hazards inspections.
• To share about problems and issues noted from compliance with the Basic Safety Rules
and Guidelines.
The goal of the "Tailgate -Safety Meetings" is the sharing of information between supervision and
employees. The meetings should be two -fold: Management imparting information and employees giving
input to Management.
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Bulletin Board Information
The following information should be available to employees at all times on bulletin boards located
where employees congregate:
• The Cal -OSHA poster.
• Labor Standards Board poster.
• The OSHA 300 Log (posted during month of February for each year).
• Results of hazard assessments and safety inspections.
• Special hazard information noted, if any.
• Recognition for staff members and/or departments who are rewarded for safe practices.
• The BASIC SAFETY RULES and GUIDELINES, including the
Code of Safe Practices.
Other Opportunities for Employee Input
• Employees are encouraged to share any concerns they have concerning safety with their
immediate Supervisor/Manager or any other level of Management with whom they feel
comfortable.
• No employee shall be penalized in any way for sharing such information.
• Employees are also strongly encouraged to share safety and training suggestions with
Supervision or with the Director of Human Resources.
• If an employee wishes, they may share suggestions or concerns in writing anonymously by
mailing or e -mailing them directly to the Director of Human Resources or placing them directly in
the mail slot for the Director of Human Resources.
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EMERGENCY PROGRAMS
Emergency Evacuation Procedures (Fire/Bomb Threat)
• Remain calm. Immediately exit the building using the exit routes indicated on the posted Fire
Escape Plan maps.
• Each department head/ Director should be responsible for their staff's safety in evacuating the
building.
• Go directly to the Assembly Area indicated on the Fire Escape Plan map and wait for further
instructions (Do not leave the office/facility until you have check in with the supervisor of your
department).
• Refer to section of the Emergency Evacuation Procedures - Site Specific for your location (see
Appendix).
• Refer to "What to do in case of quick reference sheet (see Appendix).
Earthquake Response Procedures
• Remain calm. Earthquakes are usually short and will pass.
• If the motion continues, find coverage under a desk or sturdy table. Move away from all glass
windows. Do not go outside.
• If the earthquake caused considerable damage, The Director Human Resources will notify the
department heads / Directors to begin evacuation of the building.
• Refer to section of the Emergency Evacuation Procedures - Site Specific for your location (see
Appendix).
• Refer to "What to do in case of quick reference sheet (see Appendix).
Emergency Drills
• Each TEMPORARY SHELTER, INC. location/facility will conduct Fire/Emergency drills on at least
an annual basis following the procedures outlined above and report the results to the Director of
Human Resources.
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RECORD KEEPING SYSTEM
All safety related records shall be kept in the Director of Human Resources office. They shall include, but
not be limited to:
• Master copy of the Injury/Illness Prevention Plan
• Annual Results, Employee Training Records
• MSDS Sheets
• Safety Committee Minutes
• "Tailgate -Safety Meeting" Minutes
• Safety Inspections and Corrections
• Monthly Summary of OSHA 300 Logs
• Monthly Fire Extinguisher Check -off sheet
• Vehicle Inspection Sheets
All Medical related records shall be kept in the Director of Human Resources' office. They shall include,
but not be limited to:
• Original OSHA 300 Logs
• All Work-related medical injury records
• All Medical Treatments.... Work and Non -work related as carried out by the Mission's Medical
Facility.
• All Daily and Weekly check sheets/inspection sheets for equipment and machinery as is required.
• Copies of the MSDS sheets.
• Copies of all inspections and how the items on them were corrected.
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Preventing Aerosol Transmissible
Disease
Table of contents
Definitions
2
OSHA Requirements
3
Prevention
Facility Preparation
4
Employee health services—6
Employee training
8
When a Guest is sick with an ATD
Identify
9
Isolate
11
Transfer
11
After an ATD case
13
Recordkeeping
14
Exhibits
16
This guide is to be used by Tustin Temporary Emergency Shelter (TTES) to assist in
preparing our facility, staff, and guests for possible cases of aerosol transmissible
diseases (ATD)— infectious diseases like influenza, coronavirus or tuberculosis that
spread through the air. These recommendations should help us prevent exposure to
ATD, respond to exposure incidents, and protect our staff.
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Aerosol Transmissible Disease (ATD)
A disease or pathogen that spreads through the air (such as chickenpox, measles, and TB) or
through droplets (such as influenza, meningitis, and whooping cough). These are the types of
diseases this guide is meant to protect against.
Exposure Incident
When an employee(s) is exposed to an ATD either from contact with an ill guest, or from
working around contaminated surfaces and it seems very likely the employee(s) will need
medical evaluation.
Health Care Provider
Any medical professional, such as a doctor (MD), nurse practitioner (NP), physician assistant
(PA), or nurse (RN).
Referral
Directing or transporting a suspected ATD case to another facility or service for transport,
diagnosis, treatment, isolation, housing, or care.
Screening
The identification of potential ATD cases through easy -to -spot symptoms, simple
questionnaires, and the self-report of symptoms by clients.
Social Distancing and Isolation
Used to minimize contact with possible ATD cases. Social distancing decreases the number of
clients present in one location at any one time, and isolation removes possible ATD cases from
any contact with other clients and staff.
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In August, 2009 new regulations from California's Occupational Safety and Health
Administration (Cal -OSHA) regarding Aerosol Transmissible Diseases (ATD) came into effect.
These regulations exist to protect workers in health care settings and in settings identified as
being at higher risk for ATD infection, such as correctional facilities, drug treatment programs,
and homeless shelters. Settings that don't house or treat potentially ill clients but might refer
or transport these clients, such as resource centers and homeless transport services, must also
follow parts of the regulations.
Aerosol Transmissible Diseases refer to diseases that require either airborne infection
isolation or droplet precautions to prevent infection. These diseases can be spread through
coughing and sneezing. A few of the more common infections are listed below. For a full list of
covered diseases refer to the ATD Standard at the Cal -OSHA website.
Airborne
• Tuberculosis (TB)
• Measles
• Varicella (chickenpox
and shingles)
Droplet
• Flu/Coronavirus
• Whooping Cough
• Meningitis
TTES is required to provide all safety measures covered in the ATD regulation,
including the provision of personal protective equipment, respirators, training, and medical
services, free of charge for all staff members that may be exposed to ATD during their jobs.
TTES ADT Policy 3 April 7, 2020
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Facility Preparation
To prevent the spread of Aerosol Transmissible Diseases at our facility, TTES provide(s)
basic hygiene supplies to staff and guests, to clean and decontaminate regularly, and posts
information on how to reduce transmission. This will reduce the spread of diseases spread
through the air and through droplets, but will also reduce diseases spread through contact,
like MRSA.
Supplies:
• Hand sanitizer (must be at least 60% alcohol), located at
o All entries
o Dining areas
o Meeting rooms
o Elevators
o By the doors of community rooms
o By the bedsides of ill individuals
• Liquid hand soap
• Paper hand towels
• Facial tissues— place at entrances and community areas
• Disposable surgical masks
o For staff/guests who are coughing or sneezing
o For staff working closely with sick guests
• Plastic -lined wastebaskets (for used tissues and masks)
• Gloves in a variety of sizes
• *Gowns
• Signs
*Disposable gowns are only needed for staff working closely with sick guests.
"Hygiene stations" are to be set up in designated areas with hand sanitizer, tissues, masks, a garbage
can (for disposal of contaminated items) and educational signs. Staff and guests will be trained on a
regular basis by the Safety and Security Department on how to effectively use supplies. None of these
supplies will prevent infection by simply being in our facility, so the training of staff and guests is
important.
TTES ADT Policy 4 April 7, 2020
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Cleaning and Decontamination:
• TTES staff are provided with Personal Protective Equipment (PPE) and training on
how to use Standard Precautions when cleaning and decontaminating.
o Click here for Standard Precautions for Cleaning up Spills
o Click here What are Airborne Diseases
o Click here Sanitizing and Disinfecting on Surfaces
• Products that are least harmful while still being effective are used.
o How to mix bleach cleaning solution for different surfaces
• Frequently touched surfaces are cleaned and sanitized several times per shift.
Paying special attention to:
o Doorknobs o Banisters
o Elevator buttons o Tabletops
o Handrails
• Clean all common areas within the facility daily.
• Empty trash receptacles frequently during the day
• Clean toys daily, and discourage sharing of plush toys (such as teddy bears)
between children
• Regularly clean air vents and replace filters, especially on air purifiers (like HEPA filters)
Signs will be posted around our facility as a great way to spread information, and to teach or
remind staff and guests how to practice good hygiene.
o Hand washing (Clean hands save lives! Wash your hands)
o Cough etiquette (Cover your cough!)
Signs be posted at
• Entrances and exits
• Gathering areas
• Dining areas
• Bathrooms
• Staff lounges
• Hygiene stations
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Employee Health Services
TTES must provide the following health services for the staff that could potentially be
exposed to ATD in their working environment. These services will be provided free of charge
and during staff member's working hours.
Required Health Services
1 1) Tuberculosis Screening
• TB tests must be provided within 10 days of beginning employment, and
annually, if not more frequently (such as after an exposure incident).
• Staff members with a known positive TB test will need an annual TB
symptom screening instead of a skin or blood test.
+ Staff members can get TB tests at
■ Their personal doctor's office
■ On-site shelter clinics (only if the staff member does not have a primary
care provider.)
■ If a staff member has their TB test done at an on-site shelter clinic and
has a new positive result, they may be referred to the TB Clinic atSFGH.
0 Every site needs to keep track of its staff's TB testing records, both positiveand
negative results
For more information on TB Screening, Click here
2) Vaccinations
Recommended vaccinations include
Vaccine
Influenza (seasonal)
Measles
Mumps
Rubella
Tetanus, Diphtheria, and
Acellular Pertussis (Tdap)
Varicella-zoster (VZV)
Hepatitis B
Hepatitis A
Schedule
One dose annually, during flu
season
Two doses
Two doses
One dose
One dose, booster as
recommended
Two doses
Three doses
Two doses
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And any new disease outbreaks that occur (such as Covid-19)
• Staff must be offered vaccines within 10 days of beginning work, unless
■ Staff member has already been vaccinated and is not due for an update
■ A healthcare provider determines the staff member has immunity
■ A healthcare provider determines the vaccine is not recommended for a
staff member for medical reasons
■ Vaccine has not been development or is unavailable due to vaccine
shortages.
• Staff can refuse recommended vaccines by signing a Vaccination
Declination Statement.
• Staff can get vaccines at
■ Their personal doctor's office
■ OC Healthcare Agency Click here
■ Orange County Department of Public Health Click here
• Every site needs to track vaccinations and proof of immunity, recording
■ Staff name and date of vaccine (or determination of immunity)
■ If the staff member is immune, or if the staff member has restrictions on
exposure or ability to receive vaccine
■ If additional doses of vaccine are required, and when
3) After Disease Outbreaks in Shelters
If there is a case of an ATD at our site then staff members need access to
certain medical services, including
■ Evaluation by a healthcare provider
■ Appropriate vaccinations
■ Prophylaxis/Prevention medicine
■ Treatment
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Employee Training
TTES provides staff trainings on the following topics when staff members begin working at their
site or are reassigned, annually thereafter, and whenever the site's ATD policies or source
control procedures are updated.
Training Modules
ATD Policy &
Procedures
Information on
Aerosol
Transmissible
Di
Workplace Safety &
Exposure
Prevention
Specifics
• A copy of the ATD regulation
and an explanation of its
contents
• Infectious Disease Preparedness
Response Plan
General explanation of ATD
Which diseases are included
• Signs and symptoms
• Modes of transmission
Training venues
*preparation phase*
Give to staff at orientation —
and remind/refresh
periodically
Give to staff at orientation
training and refreshed
periodically
Give to staff at orientation —
remind /refresh periodically
• IIPP Give to staff at orientation-
• Bloodborne Pathogens Exposure remind/refresh periodically
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When a guest is sick with an ATD
Preventing the spread of Aerosol Transmissible Diseases at TTES is very important, but with
new guests coming and going all the time sick guests will inevitably enter our facility. TTES
needs to be able to identify sick, guests, isolate them from other guests and staff members,
and transfer the guests to the appropriate level of medical care.
Identify
TTES has implemented routine screening procedures to help identify potentially ill guests. The
most common symptoms of all ATD that staff should be watching for are coughing, sore
throat, fever, and spots. The monitoring for these symptoms can be accomplished through a
combination of self -screening and screening questionnaires administered by general staff,
with a follow-up done by a case manager. Remember, possibly having an ATD is NOT a reason
to bar a guest from -our facility.
Self -screening refers to guests identifying themselves as possibly having an ATD.
• Signs will be posted with general symptoms of ATD near the entrance of TTES and in
other key locations, such as bathrooms.
• Signs are to be posted with instructions to notify staff if guests are feeling ill.
• Remind guests upon check-in and at community meetings of common symptoms of
infectious diseases, and how to notify staff.
• When guests tell staff that they are feeling ill, have staff record the guests names,
symptoms, and room numbers so they can be followed up with later by a supervisor
(unless the situation is urgent and needs immediate medical attention)
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Screenine auestionnaires are short and simple surveys that quickly determine if a guest may be
sick.
• At check-in, ask every guest questions to screen them for possible ATD
o Do you have a cough or sore throat?
o Do you feel like you've been having fevers or chills?
o Do you have any rashes or extreme itchiness on your skin?
• If guests answer positively to any of the questions, staff will note their names,
symptoms, and room numbers down so they can be followed up with later by
designated staff members, such as case managers.
o If a guest is coughing or sneezing, give guest a mask at check-in.
Follow Up is done by a designated staff member (such as the care coordinator) after guest
self -reports being ill or if a staff member screens a guest and finds he/she might have an ATD.
• If the guest has a cough, sore throat, or fever
o If coughing, make sure the guest has been given a mask.
o Use the Cough Alert Policy and the Sick Guest Decision Guide to determine if
the has an ATD.
o Use the Sick guest Decision Guide to refer the guest to the appropriate level of
medical care.
• If the guest has a rash or extreme skin itchiness
o Determine if the cause is most likely an ATD (spots or bumps, like chicken pox or
measles), a skin infection (patches of irritated skin or open sores), or bugs
(visible critters or bite marks).
o For ATD cases, use the Sick Guest Decision Guide to refer the guest tothe
appropriate level of medical care
■ Spots must go to the ER or to urgent care (with a mask on transport). Call
ahead and let them know a possibly infectious guest is coming.
o For skin infections, have the client clean the area with soap and water, then
cover the area with a bandage (or gauze and tape). Make sure the guest is seeing
a medical provider, or refer them to a doctor during business hours.
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o For bugs, TTES's protocol, which should include:
■ Bagging all belongings and sealing bags
■ Showering with soap
■ Changing clothes and laundering
■ Seeing a doctor within 36 hours (and helping with referral)
Isolate
Once a guest has been identified as having a possible ATD through screening and follow up
questions, the guest needs to be separated from other guests and staff members and then
transferred to a hospital or clinic for evaluation. Different methods of isolation will help prevent
the disease from spreading to other people in our facility and contaminating other areas or
surfaces.
• Guests that are coughing and/or have spots should be asked to wear a maskwhile
indoors or in a vehicle
o If a guest refuses to wear a mask, practice social distancing with the guest and
have staff members wear masks when interacting with the ill guest.
• Practice social distancing with any ill guest.
o Limit the number of people in one place at any given time, such as having
sick guests eat separately or sleep in a different section than non -sick guests.
• If ill guests cannot be immediately transferred for medical evaluation, or do not
need further medical care
o Limit their movement throughout the facility and community
o Have them stay in a separate room from others as much as possible
o Allow them to rest, drink plenty of fluids, and have easy access to tissues and
hand sanitizer
Transfer
Once a guest has been identified as having a possible ATD and has been isolated from other
people at your site, the guest needs to be transferred to the appropriate medical facility as
soon as possible. Use the Sick Guest Decision Guide to determine the appropriate level of
medical care for the sick guest.
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The three levels of care are:
• 911 Emergency Room
• Urgent Care
• Primary Care
If you send a guest to urgent care or primary care make sure the guest has a mask to wear
during the transfer (or that staff have masks if a guest refuses to wear one). Do not send guests
to the doctor on public transportation—try to use the MAP van, taxis, or other individual
transportation methods.
When you send a guest with a possible ATD for medical care it is required to follow-up with
the doctors to determine if your site has been exposed to an infectious disease. Use three
forms to help keep track of sick guests who have gone to the hospital or a clinic.
1. Medical Facility Transportation Log: Record every time a guest leaves the site
for medical reasons, regardless of which level of care the guest is goingto.
2. Medical Facility Communication Sheet: Complete the first page of the
Communication Sheet and send with guest or with staff/medical professionals
who are transporting the guest. If transferring guest to urgent or primarycare,
call ahead to let the site know a potentially infectious guest is coming.
3. Critical Incident Report: If 911 is called for the guest, follow protocol and submit
an incident Report. Make sure to also record the transfer in the Transportation
Log.
Appoint a staff member (such as a care coordinator) to follow up on all guests who left the
facility for medical reasons using the Medical Facility Transportation Log. While doctors usually
can't share information about their patients, if the guest has an ATD, they are allowed to tell
you so you can respond. It is very important to follow up on guests in a timely manner so you
know if your site has been exposed to an ATD.
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After an ATD Case
When a guest with an ATD has stayed at TTES, we then need to determine out who else
among staff and guests might have been exposed to the disease, and who may need medical
services. The following steps should be followed:
1. Find out if the guest had an ATD
a. The hospital or clinic may call you based on the information provided in
the Medical Facility Communication Sheet, or
b. Call the hospital or clinic to follow upon your guest
2. Call Chief Operations Officer or Chief Human Resources Officer to report an ATD
a. Call Safety and Security at the Emergency Hotline number (on file)
b. You can leave a message, but you must talk to a live person to reportthis,
or you will need to complete step 4.
3. File an Incident Report
a. Include as much information as possible on how long the guest has stayed
at your site, and when he/she was sent to the hospital.
4. It maybe necessary to report the illness to the OC Healthcare Agency, CDC or
California Department of Public Health. Agencies may be able to provide key
personnel with information on how to manage certain illnesses and diseases,
which may include an investigation to determine if other staff or guests have been
exposed based on who has come into contact with the sick guest. TTES will have
identified, isolated, and/or transferred the ATD case quickly, and with regular
prevention controls will have prevented the disease from spreading.
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Recordkeeaine
The previous sections have talked about the best ways to protect our site from diseases, but
the best way to protect our facility from fines from Cal -OSHA is to keep detailed records of all
transports, exposure incidents, trainings, medical services for staff, and anything else related
to ATD. Below in the table are the main types of records you'll need to keep, and what
minimum information you should be maintaining records on.
Type of Record Info to Track
Medical records
Training records
+ Employee name, ID
• Vaccination status
• Vaccination declination forms
Copies of any doctors' notes
+ TB assessment results
• Doctors' assessments after exposure incidents
• Date(s) of training
Contents or summary of training
• Names and qualifications of persons conducting training, or
persons designated to respond to questions
+ Names and job titles of all staff who attended training
Implementation
Record of annual review of ATD Program (w/HSA)
of ATD Program
0 Person conducting review
• Dates the review was conducted and completed
0 Names and work areas of employees involved
• Summary of conclusions
Exposure Incidents
• Date of incident
• Names, employee IDs, included in exposure evaluation
• Disease or pathogen to which employees may have been
exposed
0 Name and job title of person performing evaluation
• Identity of any local health officers and physicians consulted
• Date of evaluation
• Date of contact and contact info for any other employers
involved
Unavailable
Name of person who determined vaccine was not available
Vaccinations
Name and affiliation of person providing vaccine availability
Orange County Rescue Mission 14 April 7, 2020
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All records (excepting confidential medical records) must be available to state and local health
officers for examination and copying. Additionally all records must be available to employees
upon request, and individual medical records must be available to the corresponding
individual employees.
By signing below, I acknowledge that I have read, understand and agree to comply with the policies and procedures
contained herein.
Employee Name:
Signature:
Date:
Orange County Rescue Mission 15 April 7, 2020
• Date of contact
Non -transfers
Records of decisions not to transfer guest to another facility
Maintenance
Records of inspection, testing, and maintenance for
• Ventilation and other air handling systems
• Air filtration systems
• Containment equipment
• Biological safety cabinets
• Waste treatment systems
Record
• Name and affiliation of persons performing the
test, inspection, or maintenance
• Date
• Any significant findings and actions
All records (excepting confidential medical records) must be available to state and local health
officers for examination and copying. Additionally all records must be available to employees
upon request, and individual medical records must be available to the corresponding
individual employees.
By signing below, I acknowledge that I have read, understand and agree to comply with the policies and procedures
contained herein.
Employee Name:
Signature:
Date:
Orange County Rescue Mission 15 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Orange County Rescue Mission 16 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
FXHIRITS
A) GUEST ILLNESS DECISION GUIDE
B) SOCIAL DISTANCING AND ISOLATION PROTOCOLS
C) VACCINE DECLINATION FORM
D) GUEST ILLNESS NOTICE
E) MEDICAL FACILITY COMMUNICATION SHEET
F) AIRBORNE AND DIRECT CONTACT DISEASES INFORMATION SHEET
G) CLEAN HANDS POSTER
H) COVER YOUR COUGH POSTER
1) SICK EMPLOYEE POSTER
J) ADDITIONAL INFORMATION WEBSITE LINKS
Orange County Rescue Mission 17 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
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DOES THE CLIENT HAVE A FEVER GREATER THAN 1000
AND SCARE THROAT, COUGH, or SPOTS
It
DOES THE CLI ENT HAVE?
• Shortness of breath
• Painful breathing
• Severe vorniting
• Unresponsive
c
DO ES TH E CLI ENT HAV E?
• Spots or bumps
YES
• Pregnant
• Under 2 or o°Ider than 65
• Chronic heart, lung, kidney disease
• Diabetes, HIVs Cancer
• Longterm aspirin therapy
• Severe weakness
• Coughing up blood
toll
DO ES TH E CLI ENT HAVE?
• Aching muscles
• Headache YES
• Runny/stuff nose
• Feel tired
• Feels sick for more than three days
No Action
Required
CALL 911
Urgent Care
Ikon -urgent
Call/visit primary care or call
advice nurse; Adult; 206-8053
Child; 206-8838
Ei*
No Action
Required
791
Orange County Rescue Mission 17 May 20, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Social Distancing and Isolation Protocols "
This contains information for shelter/housing directors and shelter/housing staff regarding social
distancing and isolation as ways to minimize the spread of certain infectious diseases to others.
What is social distancing?
When there is evidence of a flu or another infectious illness in a congregate living facility (such
as a shelter), social distancing is used to limit the number of people who are at the same place
at the same time. This allows more physical space between people.
Depending on how many people are sick, social distancing can range from decreasing the
number of people who can be together at one time, to stopping all activities that aren't
necessary. It is important to explain to residents and staff why these changes are happening.
This may help the guests who are ill from being stigmatized.
Recommendations for social distancing include:
• Ask a guest with symptoms to stay in their room until they have been fever -free for at least
24 hours (without the use of fever -reducing medication) to avoid contact with other people.
• For dorm -style shelters, beds should be arranged to ensure that the heads of the beds are
at least 3 feet apart OR, if this isn't possible
o Create temporary physical barriers between beds, using sheets or curtains. This
helps reduce droplet spread.
Other Social Distancing Recommendations:
o Have meals brought in to the ill person's room or bed. OR
o Have the ill resident eat at a different time or in an area separated from others.
o Ask a client with symptoms who must leave their rooms/bed/area to wear facemasks.
o Cancel the ill person's nonessential appointments at other agencies, group sessions,
transfers between shelters, etc.
o Create staggered schedules for residents with shared bathrooms.
o If the client has medically necessary appointments, such as dialysis or
chemotherapy, the sending facility should fill out a Medical Facility Communication
Sheet; call the receiving facility ahead of time to notify them of the patient's infectious
status and the patient should wear a facemask during transfer and his/her entire visit.
o Limit the number of staff/visitors who enter the ill resident's room. Staff/visitors
should be instructed on how to wear a facemask and how to perform hand hygiene
o Improve ventilation in the room/floor to the extent possible
• If a large number of clients become ill (see isolation procedures):
o Separate bathroom facilities may be designated
o Beds/rooms may need to be rearranged
o It may be necessary to close down common spaces altogether
• Residents with special needs may require additional support.
• See chart (next page) for more examples of social distancing:
Orange County Rescue Mission 18 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Examples of Social Distancing in Congregate Settings
Table adapted from NYC's Guidance for Preventing Transmission of Influenza in Congregate Care
Facilities http://www.nyc.gov/html/doh/downloads/pdf/cd/hln1_flu congregate_faq.pdf
Isolation Procedures
For single cases
Place the ill guest at as much distance as possible from the rest of the shelter
population Refer to recommendations for social distancing.
Place ill guest closest to the bathroom.
Orange County Rescue Mission 20 April 7, 2020
• House fewer residents within a dorm/unit during flu
season.
• Arrange beds so that individuals lay head -to -toe (or toe -
to -toe), or use temporary barriers (foot lockers, curtains)
to create distance between beds.
Sleeping Arrangements
• Move residents with ATD into separate rooms with closed
doors, and provide a separate bathroom if possible.
• If only shared rooms are available, consider housing the
ill person in a room with the fewest number of other
residents.
• Do not house people with underlying conditions in the
same room as people with ATD
• Stagger mealtimes to reduce crowding in shared eating
Mealtimes
facilities.
• Stagger the schedule for use of common/shared kitchens.
• Stagger bathroom schedule to reduce the number of
Bathrooms & Bathing
people using the facilities at the same time.
• Have one designated bathroom for ill persons (if possible
something close to their rooms/beds)
• Create a schedule for using common spaces.
Recreation/Common Areas
. Hold fewer large group activities such as "house
meetings" in favor of smaller groups.
• Transport fewer people per trip so passengers don't sit
Transport
too close together.
• Send clients in cab to medical care
• Mask clients transport
• Don't hold large meetings when information can be
Staff Activities
communicated in other ways.
• Consider conference calls instead of in-person meetings.
Table adapted from NYC's Guidance for Preventing Transmission of Influenza in Congregate Care
Facilities http://www.nyc.gov/html/doh/downloads/pdf/cd/hln1_flu congregate_faq.pdf
Isolation Procedures
For single cases
Place the ill guest at as much distance as possible from the rest of the shelter
population Refer to recommendations for social distancing.
Place ill guest closest to the bathroom.
Orange County Rescue Mission 20 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
For a group of cases that is <20% of shelter population
• Isolate ill guests in a designated room (TV room, smoking room, community
• area) Designate one rest room for ill clients to use.
• Increase ventilation in the facility to the extent possible.
• Designate dedicated staff member(s) to be caregiver to persons in isolation. This staff
member should wear a mask when providing direct care to the sick clients.
• Have client wear a surgical mask, and have staff wear a surgical mask when providing direct
care within 3 feet.
• Have hand sanitizer, facial tissue and waste can or bag at each bedside of the sick.
For a group of cases that is >20% of shelter population
• Isolate guests on a floor or in a separate area of the
• building. OR Isolate ill clients at alternative housing site.
• Increase ventilation in the facility to the extent possible.
• Designate dedicated staff member(s) to be caregiver to persons in isolation. This staff
member should wear a mask when providing direct care to the sick clients.
• Have guests wear a surgical mask, and have staff wear a surgical mask when providing
direct care within 3 feet.
• Have hand sanitizer, facial tissue and waste can or bag at each bedside of the sick.
• Residents with special needs may require additional support.
Adapted from Seattle & King County's An Influenza Pandemic Planning Guide for Homeless and Housing Service
Providers http://www.nhchc.org1panflu_guidelines_homeless.pdf
Orange County Rescue Mission 21 April 7, 2020
Less than 20% of
More than 20% of
Most of the floor
the floor sick
the floor sick
sick
Most ideal
Isolate separately in
Isolate in a common
Designate one end of
separate room (s)
area or section
the floor as an isolation
area
Isolate together in a
Designate one end of
Designate the floor as
large room
the floor as an
an isolation area
isolation area
Isolate in a common
Least ideal
area
Adapted from Seattle & King County's An Influenza Pandemic Planning Guide for Homeless and Housing Service
Providers http://www.nhchc.org1panflu_guidelines_homeless.pdf
Orange County Rescue Mission 21 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Vaccination Declination Statement
I understand that due to my occupational exposure to aerosol transmissible diseases, I may be at
risk of acquiring infection with (name of disease or
pathogen). I have been given the opportunity to be vaccinated against this disease or pathogen at
no charge to me. However, I decline this vaccination at this time. I understand that by declining
this vaccine, I continue to be at risk of acquiring , a serious
disease. If in the future I continue to have occupational exposure to aerosol transmissible
diseases and want to be vaccinated, I can receive the vaccination at no charge to me.
Employee Signature Date
Seasonal Influenza Vaccination Declination Statement
I understand that due to my occupational exposure to aerosol transmissible diseases, I may be at
risk of acquiring seasonal influenza. I have been given the opportunity to be vaccinated against
this infection at no charge to me. However, I decline this vaccination at this time. I understand
that by declining this vaccine, I continue to be at increased risk of acquiring influenza. If, during
the season for which the CDC recommends administration of the influenza vaccine, I continue to
have occupational exposure to aerosol transmissible diseases and want to be vaccinated, I can
receive the vaccination at no charge to me.
Employee Signature Date
Orange County Rescue Mission 30 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
MEDICAL FACILITY COMMIUNCATION SHEET
Instructions:
SENDING FACILITY (campus/cm/manager) Please fill out page 1 and fax to medical facility, send with ambulance, or instruct
guest to give to medical provider. Record guest information in Medical Facility Transportation Log.
RECEIVING MEDICAL FACILITY this patient has been referred to you from a homeless shelter or similar resource/housing
center. Please contact the agency below if the patient is admitted or hold for > 12 hours. Upon discharge, please fill out
page 2, fax to shelter/facility and give a copy the patient.
Date:
Sending campus/center information:
Name of campus/center sending the patient:
Name of person filling out this form:
Phone Number: Fax Number:
Guest/Patient Information:
Guests/Patients full name:
Date of Birth: (mm/dd/yyyy
Name of campus/site where guest/patient is staying:
Transfer Information:
Guest/patient being sent to
Name of Medical Facility
at AM/PM
Exact Time
Guest/Patient is being sent by: Ambulance MAP van Taxi Other
If guest/patient is coughing, guest/patient needs to wear a face mask/covering during transfer
MEDICAL FACILITY COMMIUNCATION SHEET page 2 of 2
Discharge Information:
Patient was seen and being discharged from:
Contact Name:
Contact phone number:
Transfer Information:
Guest/patient is being sent to:
MEDICAL FACILITY
Fax Number:
at
CENTER/CAMPUS
Discharge Instructions (to be filled out by medical provider)
PLEASE CHECK ALL THAT APPLY:
AM/PM
EXACT TI M E
Please all daytime bed rest (Rest and Recline Program) if available for days.
Patient is still contagious. Patient should be in private room if possible and needs to wear a mask when in
public/community spaces until
Patient has a follow up appointment in
Patient needs to call for a follow up appointment at
Patient has a prescription that needs to be filled at _
Additional Discharge Notes:
at
clinic/medical office.
harmacy.
Orange County Rescue Mission 25 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Airborne and Direct Contact Diseases E
Airborne Diseases
Airborne diseases are caused by pathogenic microbes small enough to be discharged from an infected person via coughing,
sneezing, laughing and close personal contact or aerosolization of the microbe. The discharged microbes remain suspended in the
air on dust particles, respiratory and water droplets. Illness is caused when the microbe is inhaled or contacts mucus membranes or
when secretions remaining on a surface are touched.
Transmission of airborne diseases can be greatly reduced by practicing social and respiratory etiquette. Staying home when ill,
keeping close contact with an ill person to a minimum, allowing a few feet distance from others while ill, and wearing a mask,
covering coughs and sneezes with elbow or tissue can greatly reduce transmission. Good hand washing can decrease spread of
germ -containing droplets that could be picked up on hands from surfaces or hand contact with secretions. Environmental controls
and engineering alternatives help reduce transmission of water droplet aerosolized pathogens.
CONTACT DISEASES
Contact Diseases are transmitted when an infected person has direct bodily contact with an uninfected person and the microbe is
passed from one to the other. Contact diseases can also be spread by indirect contact with an infected person's environment or
personal items. The presence of wound drainage or other discharges from the body suggest an increased potential for risk of
transmission and environmental contamination. Precautions that create a barrier and procedures that decrease or eliminate the
microbe in the environment or on personal belongings, form the basis of interrupting transmission of direct contact diseases.
Airborne and Direct Contact Diseases Include:
• Acute Flaccid Myelitis - A rare but serious condition that affects the spinal cord and causes muscles and reflexes to become
weak.
• Anthrax - A serious disease caused by Bacillus anthracis, a bacterium that forms spores. A bacterium is a very small
organism made up of one cell. Many bacteria can cause disease. A spore is a cell that is dormant (asleep) but may come to
life with the right conditions.
• Carbapenem-resistant Enterobacteriaceae (CRE) - Enterobacteriaceae (En-tero-bac-te-ri-a-ce-ae) are a family of bacteria
normally found in our gut. They can also cause serious infection in the bladder, blood, wound and lungs.
• Coronavirus - Coronaviruses are a large family of viruses that includes viruses that may cause a range of illnesses in
humans, from the common cold to SARS and MERS.
• Enterovirus - Non -polio enteroviruses are very common viruses that cause about 10 to 15 million infections in the United
States each year.
• Group A Streptococcus - A bacterium often found in the throat and on the skin. People may carry group A streptococci in the
throat or on the skin and have no symptoms of illness. Most GAS infections are relatively mild illnesses such as "strep
throat," or impetigo. Occasionally these bacteria can cause severe and even life-threatening diseases.
• Invasive Group B Streptococcal (GBS) - A bacterium that causes illness in newborn babies, pregnant women, the elderly,
and adults with other illnesses, such as diabetes or liver disease. GBS is the most common cause of life-threatening
infections in newborns.
• Haemophilus influenza - Invasive disease caused by Haemophilus influenzae type b can affect many organ systems. The
most common types of invasive disease are pneumonia, occult febrile bacteremia, meningitis, epiglottitis, septic arthritis,
cellulitis, otitis media, purulent pericarditis, and other less common infections such as endocarditis, and osteomyelitis.
• Influenza - A disease that is caused by a virus and infects the nose, throat, and lungs. Influenza can cause severe illness
and life-threatening complications in many people.
• Legionellosis - An infection caused by the bacterium Legionella pneumophila. Maine monitors the incidence of Legionellosis
through mandatory reporting by health care providers, clinical laboratories and other public health partners.
• Measles - A respiratory disease caused by a virus that causes fever, runny nose, cough, and a rash all over the body.
• Meningococcal Disease - The leading cause of bacterial meningitis in children and young adults in the United States.
Symptoms of meningococcal disease include fever, headache and stiff neck in meningitis cases, and sepsis and rash in
meningococcemia.
• MERS-CoV - Currently, all cases are associated with either direct travel to the Arabian Peninsula, or contact with a returned
traveler from the Arabian Peninsula.
Orange County Rescue Mission 26 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
• Mumps - A disease caused by a virus that usually starts with a fever, headache, muscle aches, tiredness, and loss of
appetite followed by swelling of glands.
• MRSA - Methicillin-resistant Staphylococcus Aureus is a bacterial infection that is resistant to some antibiotics. When MRSA
bacteria are found on the skin but do not cause illness it is called "colonization." In most cases, MRSA does not cause any
problems or causes minor infections, such as pimples or boils. In some cases, MRSA can cause more serious infections.
• Pertussis - A respiratory illness that usually starts with cold -like symptoms including a cough that can worsen after a few
weeks. Pertussis is commonly known as whooping cough.
• Plaque - Plague is a disease caused by Yersinia pestis (Y. pestis), a bacterium found in rodents and their fleas in many
areas around the world.
• RSV - RSV is a respiratory virus that infects the lungs and breathing passages. Healthy people usually experience mild,
cold -like symptoms, but RSV can be serious especially for infants and older adults.
• Strep pneumoniae - a Gram-positive encapsulated coccus that often colonizes the human nasopharynx, where it can be
carried asymptomatically.
• SARS - respiratory disease caused by a coronavirus, last reported in 2004
• Tuberculosis - A disease caused by a bacterium that usually attacks the lungs.
• Varicella - A disease commonly known as chickenpox that is caused by a virus. The most common symptom is a skin rash
found mostly on the face, scalp, and trunk
Orange County Rescue Mission 27 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Clean Hands Save Livres!
• it is best to wash your hands with soap and wowed water for 20 seconds.
• When water is not available, use: alcohol -based products (sanitizers).
Wash hands before preparing or eating food and after going to the bathroom,
♦ Keeping your hands clean helps you avoid getting sick.
When should you wash your hands?
A Before pre par ong or eating I'Dod
♦ After going to the bathroom
A After changlni; diapers or cleaning up a child who has Rwm to the bathrnom
A Before and after caring for someone who is sk:k
A After handling uncooked food% particularly raw moat, poultry, or fish
• After blowing, your nose, coughing, or sneerl rig
After handling an animal or ani rnal waste
A After handling garbage
6 Before and after treating a cut or wound
A After handling items contaminated by fkaod water or SewaRe
*'When your hands are visible dirty
Using ialcohoI-based sanifixers
Apply product to the palm of one handl,
1 Rub hands together.
+1 Rub product over all surfaces of hands aa,d flneers until h.jnd-, ,era• airy
Nair.: Ihr wWLomr LU n-*wr trhr. drum ber at germ% ger % by prexhwe
'mashing with soap and water
i Plarm your bandls together under water (w.urn if prssslblej.
• Rub your hands together for at least 20 seconds jwith soap If possible).
# Wash your hands thoroughly, Iricluding wrists, palrmi, hack of hands,
and under the finger nails.
Clean the d Irt horn ander 6 ngernalls
A Rinse the soap from y", r hands.
* Dry your hands completely with a Mean lowO If possible (this hwlps
rerrme the gern s),, However, if town is are not available It Is ok" to air
dry your hands.
Pat your skin rather than rubbing to avoid r.happing Arid cracking.
i If you usv a dlsposabte towel, throw It in t hr, trLa tit,.
R-6aamh6 tf ariup wid wwr#r urr roar w ala Krhr,r fwtir•d r—,dx roe
Orange County Rescue Mission 28 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
%Woo/ r
gh
;over your mouth
and nose with aI
tissue when you
cough or snooze
or
cough or sneezc
your upper sloe%
not your hands.
Put your used tissue in
the waste
Clea
H
YAr
ands;i I'ts-?r c ghingorrint „g.
Wasih hands
with soap and
warm water
for 20 seconds
or
clean with
alcohol -bait ;
hand cleancur
t 9' a
.lal�fp'mAFWM
Wrr.�M �
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O'!#R�If�1i�1
Orange County Rescue Mission 29 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Feeling s:Lck
Step the spread of flu in the workplace.
Stay home when you are sick..
Fever* or feeling Sore throat l nanp or Cough
feverish/chills stuffq nose
-It is Lmpurianl to note Lhal.
not eve ryonrwithflu will.
h—aT—er_ - r
_ .. '6 !
�s
Muscle or Headaches Fatigue
body aches (tiredness)
lrlu is €+ifferenf from a rormnon cold.
Flu usually comes on suddenly_ and zn general sympto= are .-.sore h7eertse.
All employees should stay home if they are sick. CLEC recommends that you stay home
for at leant 24 hours after your fever (100 degrees Fahrenheit or 37.8 degrees Celsius) is
gone. Your fever should be gone without the need to use a fever -reducing rnedicine..
Orange County Rescue Mission 29 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
J
For additional information, please visit:
Click Here
Centers for Disease Control and prevention
CDC 24/7: Sciving Lives, Prr)tectir}g Pjqc)pleT"
(lirk NPrP
health
CAREAGENCY
Click Here
�V
Click Here
-.'t
California Dcpaii•ti-nent t)f
PublicHealth
Orange County Rescue Mission 30 April 7, 2020
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Appendix G
CARE COORDINATOR TRAINING CHECKLIST
Name of Trainee: Name(s) of Trainer(s):
Name of Supervisor: Date:
Trainee
Trainer
TRAINING
CARE
Initials:
Initials:
TASK:
COORDINATOR
PROCEDURES:
General Knowledge of the Campus
Tour of the Tustin Temporary Emergency Shelter
❑Campus Tour (including admin)
❑Storage Room
❑Supplies in Supervisor's Office
❑Desk Tour
❑Storage Container
❑ Trailers
DUTIES AND RESPONSIBILITIES
Intake
12 Core Functions;
El Shadow Intake
Security Policy;
0 1 Core Functions 1-3
TTES Mission
❑Intake Checklist
Tracker User
Guide
❑Adding guest to Mission Tracker
❑Bug Zapper instructions
Phone Use Training
❑For TTES Guests — CONFIDENTIALITY
❑Requests for Information About the Program — Forward to Samantha
Eitner
❑Donations Inquiries — Item & Monetary
❑All Other Calls (& Confidential Staff Directory)
Other Phone Duties
❑TTES Voicemail Inbox
Emails
12 Core Functions
❑Answering in a Timely Manner
❑When to send an email: Campus event, question, Daily Operations Log,
Exit
❑ Signature
❑Checking TTES Email
Guest Check-In/Check-Out
TTES Mission
❑Scan out/Scan in
Tracker User
❑Extra Check -Outs
Guide; Security
❑Bag Search
Policy
• Children 10+ Years Old
• Prohibited Items List and what to do with contraband
• Medical Paperwork, Medication, Prescriptions
❑Student Search
❑Breathalyzer (for suspicious liquids ONLY)
Logs
Pg. 10 — 11, 28
❑Lockbox codes (TV, Master Key, Supervisor office)
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
❑Daily Log
❑FYI
Keys and Badges
❑Location
❑Badge Reference Guide
Volunteers
Pg. 12 —13
❑Check-In/Check-Out
• Individuals
• Groups
❑Volunteer Inquiries — direct to Samantha Eitner
Business Cards
EMERGENCY PROCEDU
Samantha Eitner: on file
Tustin PD: 714-573-3200
Emergency Hotline: on file
Security
Incidents
Pg. 17, 18
❑National Suicide Prevention Hotline: 800-273-8255
❑Incident Procedures
❑Emergency Hotline
❑Incident Reports
911 Calls
Pg. 17
❑When to Call
❑ What to Do
Suicidal Residents
Pg. 18
❑During Business Hours
❑After Business Hours
❑CAT Team
Medical Requests
Pg. 18 — 20
❑During Business Hours
❑After Business Hours
❑During Graveyard Hours
❑Fever Kit
❑First Aid Kits
Lyft Transportation: 9:30pm-6:00am
Pg. 19 — 20
Alarms
Pg. 20 — 25
❑ Staff gate alarm
❑Community Room door alarm
❑Fire Alarms
Door Locks (Location and Times)
Securit Cameras
Red and Orange -Flagged Guests
OTHERPROCEULM
Mail & Deliveries
Pg. 26 27
❑USPS, Return to Sender box
❑Packages from UPS, FedEx, etc. (have guests open in front of security)
❑Former guest mail
Subpoenas/Court Deliveries
Pg. 27
Inspections — What to Do
Student's Exiting the Program
Pg. 28
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
OVERNIGHT/GRAVEYARD SPECIFIC DUTIES: Graveyard Training Needed? ❑Yes
❑No
Trainee
Initials:
Trainer
Initials:
• "Electing to Leave"
FRONT DESK
PROCEDURESS:
• "Being Asked to Leave"
Student Handbook
• "Successfully Transitioning Out"
❑Procedures
Terminated Employees
Graveyard Shadow
Care Coordinators
Pg. 29
• When to refer a student to a CC
• What to do if it's after-hours
Computer Technical Issues
Pg. 29 - 30
• Email: service-ticket@integrationworks.com
• Phone Call: 877-592-6277 opt. 2
Camera Technical Issues
Email: SecurityDepartment@rescuemission.org
Shift Specific Duties
❑Overview of Morning Shift Duties
❑Overview of Afternoon Shift Duties
❑Overview of Evening Shift Duties
❑Overview of Graveyard Shift Duties
IMP TANT FRONT DES
TTES Policy Documents
• Received and read Guest Agreement Waiver
• Received and read all Posted Cam us Policies
TTES Procedural Documents
• Received and read TTES 12 Core Functions
• Received and read Security Policy
Received and read Incident Reporting Procedures
• Received and read Mission Tracker User Guide
• Received and read Populating TTES Resident Profiles
• Received and read TTES Resource Guide
Timecard & Neon
• Approving Timecard
Guest Interaction
• Supportive accountability with professional boundaries
OVERNIGHT/GRAVEYARD SPECIFIC DUTIES: Graveyard Training Needed? ❑Yes
❑No
Trainee
Initials:
Trainer
Initials:
TASK:
FRONT DESK
PROCEDURESS:
Curfew
Student Handbook
• Monday-Sunday:6pm
• Take note of non -working people arriving past 6pm & send email
Graveyard Patrols
Graveyard Shadow
❑Patrol #1: Lockdown
❑Patrol #2: Parking Lot
• Student Car List
❑Patrol #3: Courtyard
❑Patrol #4: Laundry Rooms
Patrol Times
• Sunday -Thursday, 9pm
• Friday -Saturday, lOpm
• Holidays
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Please verify that you understand and agree to all the above information. This document must be submitted by the
specified date. All checklists will be reviewed by the Site Supervisor, Samantha Eitner.
TRAINEE
Signature of Trainee:
Print Name:
SITE SUPERVISOR
Signature of Trainee:
Print Name:
TRAINER(S)
Signature of Trainee:
Print Name:
Signature of Trainee:
Print Name:
Date:
Date:
Date:
Date:
Patrol Supplies
• Flashlights
• Green Keys/Maintenance Badge
• Radio
• Lockdown Front Desk/Signs for Doors
Other Graveyard Specific Duties
Pg. 15 —16
Escorting Students to Rooms
Warehouse Donations
Lyft Transportation: 9:30pm-6:30am
Pg. 19 — 20
Please verify that you understand and agree to all the above information. This document must be submitted by the
specified date. All checklists will be reviewed by the Site Supervisor, Samantha Eitner.
TRAINEE
Signature of Trainee:
Print Name:
SITE SUPERVISOR
Signature of Trainee:
Print Name:
TRAINER(S)
Signature of Trainee:
Print Name:
Signature of Trainee:
Print Name:
Date:
Date:
Date:
Date:
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Appendix H
0000010
TEMPORARY
SHELTER, INC.
Job Title:
Care Coordinator
Reports To:
Shelter Supervisor
Position Status:
Part -Time Regular, Non -Exempt
Date Written:
02/01/2019
Approved By:
B.Crain
Position Summary: Assist in coordination of Temporary Shelter Inc. services to our clients (homeless
adults — some of whom have substance abuse problems and/or mental illness) to regain their self-
sufficiency. This position is responsible for assuring the security and safety of clients and
property/building during each assigned graveyard shift. This position will also work with vendors and
community support services to support Temporary Shelter's needs and the needs of our clients.
JOB DUTIES (duties may be added as needed)
1. Perform intakes of new shelter clients as well as an orientation of the shelter program.
2. Explain all rules and procedures to clients.
3. Input new client data into local database and HMIS.
4. Assist clients with finding housing and / or services.
5. Organize meal distribution and clean-up.
6. Conduct regular inspections and headcounts.
7. Answer phones and take messages as needed
8. Maintain adequate, labeled supplies of clean linens, clothing, cleaning supplies, and personal
care products for the facility.
9. Assist with laundering of linens and clothing.
10. Distribute towels, blankets, hygiene products, etc.
11. Conduct regular walk-through tours with Temporary Shelter Supervisor to identify needed
repairs and maintenance.
12. Report incidents immediately.
13. Serve as point person for volunteers..
14. Respond to emergency situations, e.g., accidents, fire, police, etc.
15. Enforce rules according to internal policies.
16. Manage any concerns that arise, acting appropriately to resolve problems.
17. Respond to the needs of clients.
18. Attend trainings and meetings as assigned.
19. Transport clients or run supply errands using the Temporary Shelter, Inc. Van when necessary.
20. Complete special projects as requested by Temporary Shelter Supervisor.
Temporary Shelter, Inc. Care Coordinator 1 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Job Requirements
1. High School diploma or GED. Some college preferred.
2. 6 months - 1 year of experience in working with homeless people.
3. Knowledge of homeless resources to assist in housing and other related issues.
4. Committed to housing and homeless issues is essential.
5. Demonstrated ability to communicate effectively both verbally and in writing including the ability
to understand and follow oral and written instructions in an independent manner, able to meet
deadlines and complete all work in a timely manner (within required deadlines).
6. Ability to work flexible schedules, including evenings and/or weekends if needed.
7. Proficient with Microsoft Office Suite (Excel, Word, etc.); Excellent databaseskills
8. Proven ability to conduct all interactions with all constituents in a highly ethical manner
demonstrating high level of integrity.
9. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under
normal and stressful situations. Must be able to maintain appropriate composure when faced
with escalated situations.
lo. Ability to establish and maintain successful and effective relationships Temporary Shelter
constituents. Includes ability to successfully work collaboratively and or independently.
11. Demonstrated solutions based approach to problem solving in an effective, efficient and timely
manner. Ability to be creative and show initiative.
12. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best
practices which include any related federal, state, or local agency requirement.
13. Maintain an acceptable driving record (in accordance with our insurance carrier, less than 2 DMV
points on driving record).
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and
procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before
groups of customers or employees of organization.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages,
area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram
form. Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands
Temporary Shelter, Inc. Care Coordinator 2 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to
finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently
required to sit and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance.
The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
focus.
OSHA Information:
1._40_% Standing 4._5_% Bending 7._5_% Repetitive Motion
2._20_% Sitting 5._10_% Light Lifting (<15lbs) 8._5_% Pushing
3._5_% Squatting 6._5_% Heavy Lifting (15<) 9._5_% Pulling
Work Environment
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and
risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions. The noise
level in the work environment is usually moderate.
Dress
Due to the high visibility of the position, business casual attire and closed toed shoes are necessary. If any
questions arise astowhat is appropriate, speak with your immediate supervisor.
EMPLOYEE ACKNOWLEDGMENT
I have read and received a copy of my Job Description. I understand this overrides anything I have been given or
told in the past. I further understand that I am expected to follow my job as is outlined above and if I have any
questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed)
Employee Name (Signature)
Job Title
Date
Temporary Shelter, Inc. Care Coordinator 3 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
00000
TEMPORARY
SHELTER, INC.
Job Title:
Care Coordinator
Reports To:
Shelter Supervisor
Position Status:
Full -Time Regular, Non -Exempt
Date Written:
02/01/2019
Approved By:
B.Crain
Position Summary: Assist in coordination of Temporary Shelter Inc. services to our clients (homeless
adults — some of whom have substance abuse problems and/or mental illness) to regain their self-
sufficiency. This position is responsible for assuring the security and safety of clients and
property/building during each assigned graveyard shift. This position will also work with vendors and
community support services to support Temporary Shelter's needs and the needs of our clients.
JOB DUTIES (duties may be added as needed)
1. Perform intakes of new shelter clients as well as an orientation of the shelter program.
2. Explain all rules and procedures to clients.
3. Input new client data into local database and HMIS.
4. Assist clients with finding housing and / or services.
5. Organize meal distribution and clean-up.
6. Conduct regular inspections and headcounts.
7. Answer phones and take messages as needed
8. Maintain adequate, labeled supplies of clean linens, clothing, cleaning supplies, and personal
care products for the facility.
9. Assist with laundering of linens and clothing.
10. Distribute towels, blankets, hygiene products, etc.
11. Conduct regular walk-through tours with Temporary Shelter Supervisor to identify needed
repairs and maintenance.
12. Report incidents immediately.
13. Serve as point person for volunteers..
14. Respond to emergency situations, e.g., accidents, fire, police, etc.
15. Enforce rules according to internal policies.
16. Manage any concerns that arise, acting appropriately to resolve problems.
17. Respond to the needs of clients.
18. Attend trainings and meetings as assigned.
19. Transport clients or run supply errands using the Temporary Shelter, Inc. Van when necessary.
20. Complete special projects as requested by Temporary Shelter Supervisor.
Temporary Shelter, Inc. Care Coordinator 1 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Job Requirements
1. High School diploma or GED. Some college preferred.
2. 6 months - 1 year of experience in working with homeless people.
3. Knowledge of homeless resources to assist in housing and other related issues.
4. Committed to housing and homeless issues is essential.
5. Demonstrated ability to communicate effectively both verbally and in writing including the ability
to understand and follow oral and written instructions in an independent manner, able to meet
deadlines and complete all work in a timely manner (within required deadlines).
6. Ability to work flexible schedules, including evenings and/or weekends if needed.
7. Proficient with Microsoft Office Suite (Excel, Word, etc.); Excellent databaseskills
8. Proven ability to conduct all interactions with all constituents in a highly ethical manner
demonstrating high level of integrity.
9. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under
normal and stressful situations. Must be able to maintain appropriate composure when faced
with escalated situations.
lo. Ability to establish and maintain successful and effective relationships Temporary Shelter
constituents. Includes ability to successfully work collaboratively and or independently.
11. Demonstrated solutions based approach to problem solving in an effective, efficient and timely
manner. Ability to be creative and show initiative.
12. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best
practices which include any related federal, state, or local agency requirement.
13. Maintain an acceptable driving record (in accordance with our insurance carrier, less than 2 DMV
points on driving record).
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and
procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before
groups of customers or employees of organization.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages,
area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram
form. Ability to deal with problems involving several concrete variables in standardized situations.
Physical Demands
Temporary Shelter, Inc. Care Coordinator 2 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to
finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently
required to sit and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance.
The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
focus.
OSHA Information:
1._40_% Standing 4._5_% Bending 7._5_% Repetitive Motion
2._20_% Sitting 5._10_% Light Lifting (<15lbs) 8._5_% Pushing
3._5_% Squatting 6._5_% Heavy Lifting (15<) 9._5_% Pulling
Work Environment
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and
risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions. The noise
level in the work environment is usually moderate.
Dress
Due to the high visibility of the position, business casual attire and closed toed shoes are necessary. If any
questions arise astowhat is appropriate, speak with your immediate supervisor.
EMPLOYEE ACKNOWLEDGMENT
I have read and received a copy of my Job Description. I understand this overrides anything I have been given or
told in the past. I further understand that I am expected to follow my job as is outlined above and if I have any
questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed)
Employee Name (Signature)
Job Title
Date
Temporary Shelter, Inc. Care Coordinator 3 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
000000
TEMPORARY
SHELTER, INC.
Job Title: Care Coordinator (Graveyard Shift)
Reports To: Shelter Supervisor
Position Status: Part -Time Regular, Non -Exempt
Date Written: 02/01/2019
Approved By:
Position Summary: Assist in coordination of Temporary Shelter Inc. services to our clients (homeless adults —
some of whom have substance abuse problems and/or mental illness) to regain their self-sufficiency. This
position is responsible for assuring the security and safety of clients and property/building during each assigned
graveyard shift. This position will also work with vendors and community support services to support Temporary
Shelter's needs and the needs of our clients.
OSHA Information:
1._40_% Standing
2._20_% Sitting
3._5_% Squatting
Job Duties:
4._5_% Bending
5._10_% Light Lifting (<151bs)
6._5_% Heavy Lifting (15<)
7._5_% Repetitive Motion
8._5_% Pushing
9._5_% Pulling
1. Perform intakes of new shelter clients as well as an orientation of the shelter program.
2. Explain all rules and procedures to clients.
3. Input new client data into local database and HMIS.
4. Assist clients with finding housing and / orservices.
5. Organize meal distribution and clean-up.
6. Conduct regular inspections and headcounts..
7. Answer phones and take messages as needed
8. Maintain adequate, labeled supplies of clean linens, clothing, cleaning supplies, and personal care products for
the facility.
9. Assist with laundering of linens and clothing.
10. Distribute towels, blankets, hygiene products, etc.
11. Conduct regular walk-through tours with Temporary Shelter Supervisor to identify needed repairs and
maintenance.
12. Report incidents immediately.
13. Serve as point person for volunteers..
14. Respond to emergency situations, e.g., accidents, fire, police, etc.
15. Enforce rules according to internal policies.
16. Manage any concerns that arise, acting appropriately to resolve problems.
17. Respond to the needs of clients.
18. Attend trainings and meetings as assigned.
19. Transport clients or run supply errands using the Temporary Shelter, Inc. Van when necessary.
20.
21. Complete special projects as requested by Temporary Shelter Supervisor.
Temporary Shelter, Inc. Care Coordinator 1 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Job Requirements
1. High School diploma or GED. Some college preferred.
2. 6 months - 1 year of experience in working with homeless people.
3. Knowledge of homeless resources to assist in housing and other related issues.
4. Committed to housing and homeless issues is essential.
5. Demonstrated ability to communicate effectively both verbally and in writing including the ability to
understand and follow oral and written instructions in an independent manner, able to meet deadlines and
complete all work in a timely manner (within required deadlines).
6. Ability to work flexible schedules, including evenings and/or weekends if needed.
7. Proficient with Microsoft Office Suite (Excel, Word, etc.); Excellent databaseskills
8. Proven ability to conduct all interactions with all constituents in a highly ethical manner demonstrating high
level of integrity.
9. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under normal and
stressful situations. Must be able to maintain appropriate composure when faced with escalated situations.
10. Ability to establish and maintain successful and effective relationships Temporary Shelter constituents.
Includes ability to successfully work collaboratively and or independently.
11. Demonstrated solutions based approach to problem solving in an effective, efficient and timely manner. Ability
to be creative and show initiative.
12. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best practices which
include any related federal, state, or local agency requirement.
13. Maintain an acceptable driving record (in accordance with our insurance carrier, less than 2 DMV points
on driving record).
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully;
Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing
with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities;
Strives to continuously build knowledge and skills.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs;
Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets
commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without
interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets
clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing
style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views;
Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own
interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to
succeed.
Temporary Shelter, Inc. Care Coordinator 2 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves
organizational resources.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and
ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time;
Support organization's goals and values; Benefits organization through outside activities; Supports affirmative
action and respects diversity.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains
reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures
self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources;
Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect
and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on
commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies
feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity;
Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines;
Reports potentially unsafe conditions; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or
method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when
absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions;
Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or
notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self -development activities; Seeks increased responsibilities; Takes
independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help
when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates
suggestions for improving work; Develops innovative approaches and ideas; Presents ideas.
Dress
Due to the high visibility of the position, business casual attire may be necessary, based upon individual situations
and events. If business dress is not required, "conservative casual" dress is allowed. If any questions arise as to
what is appropriate, speak with your immediate supervisor.
Temporary Shelter, Inc. Care Coordinator 3 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
EMPLOYEE ACKNOWLEDGMENT
I have read and received a copy of my Job Description. I understand this overrides anything I have been given or
told in the past. I further understand that I am expected to follow my job as is outlined above and if I have any
questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed)
Employee Name (Signature)
Job Title
Date
Temporary Shelter, Inc. Care Coordinator 4 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Job Title:
Reports To:
FLSA Position Status:
Date Written:
Written By:
Approved By:
TEMPORARY
SHELTER, INC.
Care Coordinator (Graveyard Shift)
Shelter Manager
Full -Time Regular, Non -Exempt
02/01/2019
Human Resources
B. Crain
Position Summary: Assist in coordination of Temporary Shelter Inc. services to our clients (homeless
adults — some of whom have substance abuse problems and/or mental illness) to regain their self-
sufficiency. This position is responsible for assuring the security and safety of clients and
property/building during each assigned graveyard shift. This position will also work with vendors and
community support services to support Temporary Shelter's needs and the needs of our clients.
Jnh DutiP5'
1. Perform intakes of new shelter clients as well as an orientation of the shelter program.
2. Explain all rules and procedures to clients.
3. Input new client data into local database and HMIS.
4. Assist clients with finding housing and / or services.
5. Organize meal distribution and clean-up.
6. Conduct regular inspections and headcounts..
7. Answer phones and take messages as needed
8. Maintain adequate, labeled supplies of clean linens, clothing, cleaning supplies, and personal care
products for the facility.
9. Assist with laundering of linens and clothing.
10. Distribute towels, blankets, hygiene products, etc.
11. Conduct regular walk-through tours with Temporary Shelter Supervisor to identify needed repairs
and maintenance.
12. Report incidents immediately.
13. Serve as point person for volunteers..
14. Respond to emergency situations, e.g., accidents, fire, police, etc.
15. Enforce rules according to internal policies.
16. Manage any concerns that arise, acting appropriately to resolve problems.
17. Respond to the needs of clients.
18. Attend trainings and meetings as assigned.
19. Complete special projects as requested by Temporary Shelter Supervisor.
Temporary Shelter, Inc. Care Coordinator 1 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
Minimum Qualifications:
1. High School diploma or GED. Some college preferred.
2. 6 months - 1 year of experience in working with homeless people.
3. Knowledge of homeless resources to assist in housing and other related issues.
4. Committed to housing and homeless issues is essential.
5. Demonstrated ability to communicate effectively both verbally and in writing including the ability to
understand and follow oral and written instructions in an independent manner, able to meet deadlines and
complete all work in a timely manner (within required deadlines).
6. Ability to work flexible schedules, including evenings and/or weekends if needed.
7. Proficient with Microsoft Office Suite (Excel, Word, etc.); Excellent database skills
8. Proven ability to conduct all interactions with all constituents in a highly ethical manner demonstrating high
level of integrity.
9. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under normal and
stressful situations. Must be able to maintain appropriate composure when faced with escalated situations.
10. Ability to establish and maintain successful and effective relationships Temporary Shelter constituents.
Includes ability to successfully work collaboratively and or independently.
11. Demonstrated solutions based approach to problem solving in an effective, efficient and timely manner.
Ability to be creative and show initiative.
12. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best practices
which include any related federal, state, or local agency requirement.
Work Environment The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
Physical Demands The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger,
handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to
sit and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee
must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Typical Physical Demands Prolonged sitting or standing may be required. Those physical movements and the
degree of mobility, manual dexterity and hand -eye coordination normally associated with in general practice will
be performed on a repetitive basis. The ability to distinguish letters and symbols as well as the ability to utilize
telephones, computer terminals, and copiers is required. Work under stressful conditions as well as irregular hours
may be required.
OSHA Information:
1._40_% Standing 4._5_% Bending 7._5_% Repetitive Motion
2._20_% Sitting 5._10_% Light Lifting (<151bs) 8._5_% Pushing
3._5_% Squatting 6._5_% Heavy Lifting (15<) 9._5_% Pulling
Dress Due to the high visibility of the position, business casual attire may be necessary, based upon individual
situations and events. If business dress is not required, "conservative casual" dress is allowed. If any questions
arise as to what is appropriate, speak with your immediate supervisor.
Temporary Shelter, Inc. Care Coordinator 2 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
19M1:2119YJ9 VA4IC/►191TiV/19Plici AA19►k1
have read and received a copy of my Job Description. I understand this overrides anything I have been
given or told in the past. I further understand that I am expected to follow my job as is outlined above and
if I have any questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed)
Employee Name (Signature)
Job Title
Date
Temporary Shelter, Inc. Care Coordinator 3 of 4
DocuSign Envelope ID: F5AAB750-D243-4FB0-A521-EE7F836FBF11
TEMPORARY
SHELTER, INC.
Job Title: Care Coordinator -On Call
Reports To: TTES Manager
Position Status: Part -Time Regular, Non -Exempt
Date Written: 02/01/2019
Position Summary: Assist in coordination of Temporary Shelter Inc. services to our clients (homeless adults —
some of whom have substance abuse problems and/or mental illness) to regain their self-sufficiency. This position
is responsible for assuring the security and safety of clients and property/building during each assigned shift. This
position will also work with vendors and community support services to support Temporary Shelter's needs and the
needs of our clients.
Job Duties:
• Perform intakes of new shelter clients as well as an orientation of the shelter program.
• Explain all rules and procedures to clients.
• Input new client data into local database and HMIS.
• Assist clients with finding housing and / or services.
• Organize meal distribution and clean-up.
• Conduct regular inspections and headcounts..
• Answer phones and take messages as needed
• Maintain adequate, labeled supplies of clean linens, clothing, cleaning supplies, and personal care products
for the facility.
• Assist with laundering of linens and clothing.
• Distribute towels, blankets, hygiene products, etc.
• Conduct regular walk-through tours with Temporary Shelter Supervisor to identify needed repairs and
maintenance.
• Report incidents immediately.
• Serve as point person for volunteers..
• Respond to emergency situations, e.g., accidents, fire, police, etc.
• Enforce rules according to internal policies.
• Manage any concerns that arise, acting appropriately to resolve problems.
• Respond to the needs of clients.
• Attend trainings and meetings as assigned.
• Complete special projects as requested by Temporary Shelter Supervisor.
Minimum Qualifications:
1. A completed and signed Tustin Temporary Emergency Shelter employment application.
2. High School diploma or GED. Some college preferred.
3. 6 months - 1 year of experience in working with homeless people.
4. Knowledge of homeless resources to assist in housing and other related issues.
5. Committed to housing and homeless issues is essential.
6. Demonstrated ability to communicate effectively both verbally and in writing including the ability to
understand and follow oral and written instructions in an independent manner, able to meet deadlines
and complete all work in a timely manner (within required deadlines).
7. Ability to work flexible schedules, including evenings and/or weekends if needed.
Temporary Shelter, Inc. Care Coordinator 1 of 4
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8. Proven ability to conduct all interactions with all constituents in a highly ethical manner demonstrating
high level of integrity.
9. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under normal and
stressful situations. Must be able to maintain appropriate composure when faced with escalated
situations.
10. Ability to establish and maintain successful and effective relationships Temporary Shelter constituents.
Includes ability to successfully work collaboratively and or independently.
11. Demonstrated solutions based approach to problem solving in an effective, efficient and timely manner.
Ability to be creative and show initiative.
12. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best practices
which include any related federal, state, or local agency requirement.
13.13asic typing (40 wpm) skills with basic knowledge and ability to use computers, and computer
software including Microsoft Office (Outlook email, MS Word and Excel).
14.Ability to maintain information confidential regarding clients and staff.
15.Ability to effectively manage time, resolve crises and quick decision-making.
16. Basic knowledge of Walkie Talkie and TV video surveillance equipment.
17. Maintains an acceptable driving record (in accordance with our insurance carrier, less than 2 DMV points
on driving record), Class B driver's license preferred but not required.
18. Regular timely attendance.
19. The Tustin Temporary Emergency Shelter Inc. is considered an "Essential Employer" during community
crisis/disasters/emergencies, therefor your employment is considered "essential" and you will be
expected to show up and perform your essential job duties as designated by the organization.
Physical Demands- The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions.
While performing the duties ofthisJob, the employee is regularly required to use hands to finger, handle, orfeel.
The employee is frequently required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and talk or
hear. The employee is occasionally required to sit and taste or smell. The employee must frequently lift and/or
move up to 35 pounds. The employee will be asked to occasionally lift and/or move up to 50 lbs with assistance
from another employer. Specific vision abilities required by this job include close vision, distance vision, color
vision, peripheral vision, depth perception and ability to adjustfocus.
OSHA Information:
1._40_% Standing 4._5_% Bending 7._5_% Repetitive Motion
2._20_% Sitting 5._10_% Light Lifting (<151bs) 8._5_% Pushing
3._5_% Squatting 6._5_% Heavy Lifting (15<) 9._5_% Pulling
Work Environment- The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and
outside weather conditions. The employee is occasionally exposed to high, precarious places; fumes or airborne
particles; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.
Dress- Due to the high visibility of the position, professional attire may be necessary, based upon the situation.
If professional dress is not required, "professional casual" dress or dress appropriate for security work is allowed.
Speak with your immediate supervisor with any questions regarding attire.
Temporary Shelter, Inc. Care Coordinator 2 of 4
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EMPLOYEE ACKNOWLEDGMENT
I have read and received a copy of my Job Description. I understand this overrides anything I have been given or
told in the past. I further understand that I am expected to follow my job as is outlined above and if I have any
questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed)
Employee Name (Signature)
Job Title
Date
Temporary Shelter, Inc. Care Coordinator 3 of 4
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00000
TEMPORARY
SHELTER, INC.
Job Title:
Manager
Reports To:
C00-OCRM
Position Status:
Full -Time Regular, Non -Exempt
Date Written:
02/01/2019
Position Summary: This position will be responsible for the overall management and administration of
Temporary Shelter facilities, staff, clients, volunteers and programs. Under the supervision of the Village
of Hope Manager, the Temporary Shelter Site Supervisor manages the orderly operation of the Temporary
Shelter and is responsible for the delivery of shelter services to clients. This position works closely with
vendors and community support services to support Temporary Shelter's needs and the needs of our
clients. Temporary Shelter is a 50 -bed shelter for homeless adults — some of whom have substance abuse
problems and/or mental illness — that seeks to provide the assistance clients need to regain their self-
sufficiency. The Temporary Shelter Site Supervisor is responsible for assuring the over security and
cleanliness of the facility and safety of clients and property/building.
Job Duties:
• Responsible for the management and administration of Temporary Shelter, clients, staff, volunteers and
programs.
• Supervises the Lead Care Coordinator position and ensuring all job duties are accurately completed.
• Provides final approval on schedules for staff and timesheets when processing biweekly payroll.
• Create opportunities to forge strategic partnerships with community providers, clientele and builds
strategic partnerships with other organizations
• Develop and implement outreach activities to local homeless encampments and the local agencies
(government, police, and churches) that service homeless individuals within Tustin.
• Provide leadership in development of inter -team communication and cohesiveness, sustaining culture and
supporting staff during organizational change and growth.
• Meets and communicates regularly with Village of Hope Manager and other senior staff members regarding
current program implementation, further program challenges, staff and facility updates, and budgetary issues.
• Ensure effective hiring and supervisory practices that encourage staff to improve performance, build cross
functionality, and identify and build leaders.
• Oversees intakes of new shelter clients as well as an orientation of the shelter program.
• Develops and updates all processes, rules and procedures for clients and staff, keeping appropriate records and
training staff as needed.
• Manages the local database and HMIS.
• Oversee the work of the Care Coordinator with assisting clients with finding housing and / or services.
• Manage meal distribution and clean-up, and delegate duties to staff and contractors to keep facility clean and
client meals delivered.
• Review and spot check inspections and headcounts conducted by staff and contractors.
• Trains staff to operate phones and handle calls; following set protocol for directing calls and taking messages.
• Oversees supply chain in order to maintain adequate, labeled supplies of clean linens, clothing, cleaning
supplies, and personal care products for the facility.
• Ensures that staff are keeping up with laundering of linens and clothing.
• Oversees the supplies and distribution of towels, blankets, hygiene products, etc.
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• Conduct periodic walk-through tours with Temporary Shelter Supervisor to identify needed repairs and
maintenance.
• Report incidents immediately.
• Serve as point person for community leaders, vendors, management and third -party vendors.
• Respond to emergency situations, e.g., accidents, fire, police, etc.
• Enforce rules according to internal policies.
• Manage any concerns that arise, acting appropriately to resolve problems.
• Respond to the needs of clients, staff, affiliates, community members and management team.
• Develops and updates staff trainings, and coordinates/facilities all meetings
• Complete special projects as requested by Village of Hope Manager or other senior staff members
• Perform other duties as assigned.
Job Requirements
1. Minimum Education: Bachelor's degree in human services or related field or the equivalent education
and work experience.
2. Experience supervising staff and managing the work of others.
3. Knowledgeable, experienced and committed to housing and homeless issues is essential.
4. Demonstrated ability to communicate effectively both verbally and in writing including the ability to
understand and follow oral and written instructions in an independent manner, able to meet deadlines
and complete all work in a timely manner (within required deadlines).
5. Ability to work flexible schedules, including evenings and/or weekends if needed.
6. Proficient with Microsoft Office Suite (Excel, Word, etc.); Excellent database skills
7. Proven ability to conduct all interactions with all constituents in a highly ethical manner demonstrating
high level of integrity.
8. Demonstrated ability to exercise appropriate judgment with tact and diplomacy both under normal
and stressful situations. Must be able to maintain appropriate composure when faced with escalated
situations.
9. Ability to establish and maintain successful and effective relationships Temporary Shelter
constituents. Includes ability to successfully work collaboratively and or independently.
10. Demonstrated solutions based approach to problem solving in an effective, efficient and timely
manner. Ability to be creative and show initiative.
11. Ability to follow policies and organize work to Temporary Shelter policies, procedures and best
practices which include any related federal, state, or local agency requirement.
12. Knowledge of homeless resources to assist in housing and other related issues.
Physical Requirements:
OSHA Information:
1._40_% Standing 4._5_% Bending 7._5_% Repetitive Motion
2._20_% Sitting 5._10_% Light Lifting (<151bs) 8._5_% Pushing
3._5_% Squatting 6._5_% Heavy Lifting (15<) 9._5_% Pulling
Dress
Due to the high visibility of the position, business casual attire may be necessary, based upon individual
situations and events. If business dress is not required, "conservative casual" dress is allowed. If any
questions arise as to what is appropriate, speak with your immediate supervisor.
Temporary Shelter, Inc. Site Manager 2 of 3
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EMPLOYEE ACKNOWLEDGMENT
have read and received a copy of my Job Description. I understand this overrides anything I have been
given or told in the past. I further understand that I am expected to follow my job as is outlined above and
if I have any questions concerning what is expected of me, I will speak with my immediate supervisor.
Employee Name (Printed) Job Title
Employee Name (Signature) Date
Temporary Shelter, Inc. Site Manager 3 of 3
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Appendix I
1 Care Coordinator and 2 Security Guards are present from 6am-IOpm each day. 1 Security Guard and 2 Care Coordinators are present from IOpm-
6am each night.
Position
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunda
Site Manager -
8:00-4:30p
8:00-4:30p
8:00-4:30p
8:00-4:30p
8:00-4:30p
FT
Care Coordinator -
7:00a -3:30p
7:00a -3:30p
7:00a -3:30p
7:00a -3:30p
7:00a -3:30p
FT Weekday AM- Lead
Care Coordinator-
2:00p-
2:00p-
2:00p-
2:00p-
2:00p -
FT Weekday PM
10:30p
10:30p
10:30p
10:30p
10:30p
Care Coordinator -
5:00p -9:00p
5:00p -9:00p
5:00p -9:00p
5:00p -9:00p
5:00p -9:00p
PT Weekday PM
Care Coordinator -
11:00p-
11:00p-
11:00p-
11:00p-
11:00p -
FT Weekday GY1
7:30a
7:30a
7:30a
7:30a
7:30a
Care Coordinator -
10:00p-
10:00p-
10:00p-
10:00p-
10:00p -
FT Weekday GY2
6:30a
6:30a
6:30a
6:30a
6:30a
Care Coordinator -
7:00a -3:30p
7:00a -3:30p
PT Weekend AM
Care Coordinator -
3:00p-
3:00p -
PT Weekend PM
11:30p
11:30p
Care Coordinator -
5:00p -9:00p
5:00p -9:00p
PT Weekend PM
Care Coordinator -
11:00p-
11:00p -
PT Weekend GYl
7:30a
7:30a
Care Coordinator -
10:00p-
10:00p -
PT Weekend GY2
6:30a
6:30a
Care Coordinator/HMIS
Housing Navigator -
8:00-4:30p
8:00-4:30p
8:00-4:30p
8:00-4:30p
8:00-4:30p
FT
Roving Security Guard -
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
FT Weekday AM
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Front Desk Security Guard
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
6:00a -2:00p
- FT Weekday AM
Roving Security Guard -
2-10:00p
2-10:00p
2-10:00p
2-10:00p
2-10:00p
FT Weekday PM
Front Desk Security Guard
2-10:00p
2-10:00p
2-10:00p
2-10:00p
2-10:00p
- FT Weekday PM
Front Desk Security Guard
10:00p-
10:00p-
10:00p-
10:00p-
10:00p-
- FT Weekday Grave
6:00a
6:00a
6:00a
6:00a
6:00a
Roving Security Guard -
6:00a -2:00p
6:00a -2:00p
PT Weekend AM
Front Desk Security Guard
6:00a -2:00p
6:00a -2:00p
- PT Weekend AM
Roving Security Guard -
2-10:00p
2-10:00p
FT Weekend PM
Front Desk Security Guard
2-10:00p
2-10:00p
- FT Weekend PM
Front Desk Security Guard
10:00p-
10:00p-
- FT Weekend Grave
I
6:00a
I 6:00a
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/ � Appendix J
TEMPORARY
SHELTER, INC.
PURPOSE:
TTES 12 Core Functions
Standard Operating Procedures
Utilizing the 12 Core Functions, Tustin Temporary Emergency Shelter (TTES) will receive,
shelter, assess, provide services, and offer referral to the next level of care for each guest in an
appropriate and individualized manner with a view to their future success.
1.0 SCREENING:
1.1 Tustin Police Department (TPD) will screen potential residents in the field. They will
determine if the individual has a nexus to Tustin and meets TTES eligibility
requirements.
1.2 TPD will complete a background check of the prospective guest.
1.3 TPD will perform a thorough search of prospective guest.
2.0 INTAKE:
2.1 TPD will call TTES Main -line (714) 338-0698 to inform the Care Coordinator on
duty that a prospective guest is on the way.
2.2 Care coordinator will have prospective guest read and sign the TTES Guest
Agreement & Waiver form.
2.3 Care coordinator will have the guest sign the HIPAA release form.
2.4 Care Coordinator will ask the guest key ADA questions, including, "Do you have any
disabilities, limitations, or special needs?" Care Coordinator will document any
needs and notify the Site Supervisor in order to identify special accommodations.
2.5 Care Coordinator will scan and return the guest's picture ID and other vital
documentation, if available.
2.6 Care Coordinator will complete an intake assessment with the guest.
2.7 Care Coordinator will create a guest file which will include: the Guest Agreement
Waiver, HIPAA form, copy of the guest ID, copy of the Field Interview Card, and the
intake assessment.
2.8 Care Coordinator will perform a lice check in the Interview & Meeting Room. If any
lice or eggs are found, the guest will be provided with lice shampoo and the delousing
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specialist will be notified. Call Melissa (on file.)
2.9 Security Guard will search the guest and their possessions.
2.10 Security Guard will take the guest's picture and create a guest access ID card.
2.11 Security Guard will email the photo to (on file)
2.12 Security Guard will print the guest's nameplate and give it to Care Coordinator.
2.13 Care Coordinator will provide guest with the following:
A copy of the TTES Guest Agreement & Waiver
An assigned storage locker and key
2.14 Care Coordinator will escort guest to Building B and provide the following:
Laundry bag with numbered tag that matches locker number
Set of clean clothes
Hygiene kit and towel
Pet products as needed
2.15 Care Coordinator will escort the guest to their bed and place the guest's
nameplate on the cubicle.
2.16 Care Coordinator or Security Guard will escort guest to shower and instruct guest
to bring their laundry bag to Building B after they have changed into their clean
clothing.
2.17 Care Coordinator will enter the guest's information into MT using information
from "Field Interview" card provided by Tustin PD, the photo provided by Security.
See MT User Guide, 1, and the intake assessment. A resident profile will be created,
a visit will be added, and an initial intake log will be added as a "Personal Log" to the
new guest, which describes their disposition upon intake. See MT User Guide, 5b.
2.18 Care Coordinator will print a Mission Tracker scan card, which will be kept in a
binder at the Front Desk. This binder will have three sections: "Current Guests",
"Missed 1 Night", and "Missed 2 Nights", with sleeves to hold the badges. See MT
User Guide, 1.
2.19 When the new guest returns from their shower with their laundry bag, the roving
security guard will be called to treat the laundry in the bug zapper.
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Bug Zapper Instructions:
1. Place items to be treated within the Zapp Bug. Keep all items four inches from the
walls.
2. Open any luggage and "fluff' the items to ensure the best air circulation.
3. Remove any liquids, flammable objects or aerosols, or anything that will melt in
the heat from the luggage, bags, or backpacks being treated.
4. Place the three wireless thermometers inside the deepest and most insulated areas
being treated.
5. Zip the Zapp bag closed.
6. Turn on heaters and recirculation fan.
7. Wait for temperature to reach 120 degrees on the external thermometer and then
allow the Zapp Bug to run an additional 60 minutes after this point.
8. Allow the room to cool down. Remove items from the Zapp Bug and return them
to the guest.
2.18 Roving Security will add the laundry bag to the laundry after the Zapp Bug
process is completed
3.0 ORIENTATION:
3.1 Guest will be given an orientation tour of TTES campus by the care coordinator on
duty.
3.2 Intake staff will notify the guest that they will be assigned a Care Coordinator who
will be following up with them within the next 24 hours to schedule their first 1 -on -1
meeting.
3.3 Intake staff will link the assigned Care Coordinator to the guest in MT.
4.0 ASSESSMENT:
4.1 Guests will meet with the intake Care Coordinator for formal assessment during the
intake process.
4.2 The Care Coordinator will interview the guest and fill out the Intake Assessment Form.
4.3 If upon assessment, the guest is presenting any mental health concerns or issues, the Care
Coordinator will call the Outreach and Engagement line at (800) 364-2221 to speak with
a Behavioral Health Services outreach worker and connect the guest to future case
management opportunities and on -campus visits from BHS.
If their mental state is at crisis level (desire to harm self or others; dangerous auditory or
visual hallucinations), immediately call the Crisis Assessment Team (CAT Team) at
(866) 830-6011 as well as 911.
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4.4 If upon assessment, the guest is in need of more urgent medical care, schedule a ride -
share service to Foothill Regional Medical Center, 14662 Newport Ave, Tustin 92780.
4.5 If upon assessment, the guest has serious or life threatening medical needs, call 911
immediately.
5.0 CARE PLANNING:
5.1 Guest and Care Coordinator will agree to work together in order for the Guest to move
forward in whichever Pathway to Success best suits their case.
1. Transition back to family members:
a. If the guest has friends/family who might be willing to take them in, acquire the
name, contact information, and location of the friend/family member.
b. If the family member is local, arrange a time for pick-up of guest(s) or schedule a
ride -share for them. If the family member is not local, provide all details to TPD to
set up travel arrangements.
2. Transition to permanent housing:
a. Referral to Coordinated Entry System housing match for Section 8 certificate, Shelter
Plus Care, Rapid Rehousing, etc.
b. Referral to VASH (Veterans Administrative Supportive Housing) - Contact Long
Beach Medical Center at (562) 826-8000 ext 2054 or OCHA staff, Jalene Vu at (714)
480-2864.
c. Referral to OC Housing Trust Communities — Consult the OC Affordable Housing
List, inquire about rentals, and arrange necessary transportation arrangements for the
guest to view the unit.
3. Transition to a higher level of care:
a. Mental Health: If the guest is in need of mental health services, call the Outreach and
Engagement line at (800) 364-2221 to speak with a Behavioral Health Services outreach
worker and connect the guest to future case management opportunities and on campus visits
from BHS.
If their mental state is at crisis level (desire to harm self or others; dangerous auditory
or visual hallucinations), immediately call the Crisis Assessment Team (CAT Team) at
(866) 830-6011 as well as 911.
b. Recuperative Care: Guests who are recovering from an injury or illness should be
referred to a recuperative care facility. Refer to page 8 of the Resource Guide.
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c. Drug Rehab and Detox: Guests who are struggling with substance abuse should be
referred to a residential care or detox facility. Refer to pages 4-6 of the Resource
Guide.
d. Transitional Housing: If the guest is legally, physically, and mentally able to work,
possesses their ID, SS Card, and Birth Certificate (along with their children's
documentation — including Immunization Records), and is willing to enter a drug,
alcohol, and nicotine -free environment they may be eligible for one of the Transitional
Living programs offered by OCRM. Have the guest call the Admissions line at (714)
247-4379 to begin the screening process. Transport the guest to VOH, offer a tour of
the campus, and have them screened by the Admissions Team.
For other transitional living programs, please see the Resource Guide.
6.0 COUNSELING:
6.1 Counseling services will be provided as needed based on services available.
7.0 CASE MANAGEMENT:
7.1 Care coordination is provided onsite. Needs for higher level of care will be assessed
on a case-by-case basis.
8.0 CRISIS MANAGEMENT:
8.1 TTES staff will be trained in CPR, First Aid, Mental Health First Aid, and other de-
escalation training in order to respond to guest crises.
8.2 For security emergencies, call 911 for police response.
8.3 For fire and medical emergencies, call 911 for fire, paramedic, and ambulance
response.
8.4 For guests experiencing a mental health crisis (desire to harm self or others; dangerous
auditory or visual hallucinations), immediately call the Crisis Assessment Team (CAT
Team) at (866) 830-6011 as well as 911.
9.0 CLIENT EDUCATION:
9.1 Care Coordinators will provide further information about higher level of care
opportunities and options such as rehabilitation or detox facilities or outpatient
treatment programs.
9.2 In order to address guest needs, relevant groups and services offered by Community
Partners such as AA, NA, 12 Step, Process Groups, Smoking Cessation, Art Therapy,
and so on will be made available to guests as needed.
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9.3 Guests will be provided with the TTES Resource Guide.
10.0 REPORT & RECORD KEEPING:
10.1 All guests' information, records, and progress will be tracked in the Mission Tracker
database.
See MT User Guide.
11.0 CONSULTATION WITH OTHER PROFESSIONALS REGARDING CLIENT
TREATMENT:
11.1 TTES staff will work collaboratively and in conjunction with TPD, OCHCA, and
other agencies when necessary to ensure guests receive supportive services that
advance their treatment plan in the most effective manner.
12.0 REFERRAL:
12.1 After meeting the Guest's initial and basic needs, assessing them, and creating a
care plan, Care Coordinators will provide referral for needs of the guest that
cannot be met at TTES and will assist the guest in their access to and utilization of
such resources.
13.0 EXIT:
13.1 In the event a guest exits TTES for any reason, Care Coordinator will perform the
following:
1. Send an email to on file),
On file, and Tustin PD Homeless Liaison Officer detailing when and under what
circumstances the guest left TTES. Guests will either elect to leave, be asked to leave, or
will successfully transition out to the next level of care
(this is considered being "Stably Housed"). If known, relay where the guest went.
2. Guest ID access card must be turned into security upon their departure.
3. Guest ID access card will be deactivated and disposed of by Care Coordinator on duty.
4. Any guest items that have been left behind will need to be disposed of in the dumpster in
front of the Hangar & Chow (H) building. Care Coordinators will put on gloves, gather all
remaining belongings, and dispose of or store them properly.
5. Care Coordinators will then remove the guest's name placard from the bed, strip the bed,
add the linens to the laundry, and reset the bed.
6. Close the guest's visit in Mission Tracker — See TTES Mission Tracker User Guide, 2
for instruction.
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Appendix K
Temporary Shelter Inc. (TSI), City of Tustin (COT)
& Affiliated Organizations
GUEST AGREEMENT & WAIVER
For the
Tustin Temporary Emergency Shelter (TTES)
Guest Name:
Guest's Expectations:
I will be treated at all times with the utmost dignity and respect.
I will receive a clean bed, clothing, meals, care coordination, access to a hot shower, and a restroom, and
other services as needed.
I will be able to participate in community living in a safe and healthy environment.
If I have a dog, I will additionally receive use of pet supplies in the form of food, waste bags, hygiene
products, and a kennel.
I will be supported by staff toward my pathway to success via a transition to permanent housing,
transitional housing, family re -unification, or the reception of other services.
My health and medical records will be handled in a manner compliant with HIPAA standards of
confidentiality. Only those persons involved with my care will have access. Records, lab reports and any
other patient identifiable information will be secured from general view. Staff will be oriented to keep
Guest specific information confidential when discussing Guest care in public areas.
Expectations of the Guest:
I am homeless with former residency and/or ties to the City of Tustin. I certify that I am not required to
register pursuant to the Sex Offender Registration Act of California Penal Code Section 290(c)
(Megan's Law) and that I am not listed as such on the Megan's Law Database:
http://www.meganslaw.ca.gov.
I agree to provide staff with my medical and other information that is needed for proper care
coordination and reporting.
I understand that TTES is not a walk-up campus and that after my intake, I will leave campus only in
approved transportation if I wish to remain a Guest in good standing.
I will treat all staff, all other Guests, and myself with respect at all times and will strive to pursue
personal and community health. As TTES operates in the City of Tustin, I understand that I am expected
to be a good neighbor and have an obligation to comply with all state and local laws and ordinances.
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I understand that I am not owed anything by any staff member or contractor, and that all services I
receive are free of charge and intended to aid my progress toward future self-sufficiency. I understand
that neither TTES, TSI, nor any of its employees, managers, vendors, partners, volunteers, or service
providers, nor the City will be responsible or liable for the actions of other Guests, nor for my lost,
stolen, or damaged personal items except to the extent each directly causes such loss, theft or damage. It
is my responsibility to take all my personal belongings, including my vehicle if I own one, with me upon
completing my stay. Any personal property including my vehicle that I leave behind can be impounded
and/or towed, and or discarded if unclaimed for thirty (30) or more days.
Guest Access & Transportation:
I will abide by the posted TTES Transportation Plan and TTES Guest Schedule and I understand that the
plan and schedule may be revised at TSI's discretion from time to time. I will not come and go from the
campus on foot but will utilize the transportation services provided by TTES, and/or use my personal
vehicle or other vehicle I have coordinated with TTES's approval. I may also use my personal bicycle
to travel to or from my job with prior approval. I understand that failure to check-in two consecutive
evenings will lead to the forfeiture of my bed. I understand that on the third day of my absence my
personal property, including my vehicle if any, is subject to impoundment and/or towing, and is subject
to disposal if unclaimed for thirty (30) or more days. I also understand that any personal property that is
illegal to possess, or that is determined to be a hazard to the health or welfare of others, may be disposed
of immediately.
If I have a working vehicle then I certify that I have both a valid drivers' license necessary for the type
of vehicle I am operating and an automobile liability insurance policy as required by state law. I agree to
maintain my license and insurance in good standing for my entire tenure as a Guest. I am knowledgeable
of and agree to abide by local and state traffic laws. I agree not to drive while under the influence of
alcohol and/or other intoxicating substances. I understand that my vehicle will be kept in the TTES
parking lot. TTES retains the right to tow non-operable vehicles from its parking lot for impoundment.
Aside from leaving for work, I may only exit with my vehicle(s) during approved hours or with the
approval of staff.
Guest & Community Safety:
I will abide by the posted TTES Community Safety Plan and I will wear my ID access badge on its
lanyard at all times. I understand that the posted Safety Plan may be revised at TSI's discretion from
time to time.
I will only access my living space and will not enter others. If I have children with me, I agree to
supervise them at all times and that I cannot leave them with staff.
I understand that I will be subject to all of the campus's safety rules. I agree to comply with all safety-
related decisions made by staff, and if I disagree with such a decision, I may appeal the decision
pursuant to the Appeal Procedures set forth in Attachment A. I will comply with the decision until a
final determination is made in my appeal, and I will then comply with that determination.
I understand that I may be dismissed for violating the rules or regulations set forth in the Guest
Agreement and/or the TTES Community Safety Plan, and/or endangering others, and/or for behavior
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that significantly disrupts the affirmative and encouraging environment that is important for all campus
Guests. I may appeal any decision to suspend, remove or dismiss me from the TTES pursuant to the
Appeal Procedures set forth in Attachment A.
I understand that no weapons of any kind can be brought onto the property. I understand that I can
check-in work tools that could be deemed dangerous at the front desk each time I arrive with them and
check them out upon departing for work.
I understand that no alcohol, drugs or illegal substances can be brought onto the property except
prescription medicine properly prescribed by a licensed physician and contained in its original
prescription container bearing a pharmacy label with my name and the name of the substance on it. All
medicines, including prescribed medicines, must be declared upon entry at the campus and kept locked
in my locker at all times for the safety of all Guests. These procedures are subject to change at the
discretion of TSI to ensure the safety of all residents.
For the sake of my own safety and the safety of the community, I consent to searches and screening of
my person and property, including my car if I have one, for weapons (or items that could be used as
weapons), alcohol, and illegal drugs, each time I enter the TTES, and whenever there is a reasonable
basis to suspect such contraband. This screening can include, but is not limited to, the use of K-9
Detection dogs, and electronic screening devices.
Except when special accommodations that require otherwise are approved by TTES, the only private
areas in the TTES where I will expect privacy are in the provided restrooms (the "Privacy Areas"). I
will shower, use the restroom, change clothes, and take care of my other personal needs that require
privacy solely in the Privacy Areas. I will have no expectation of privacy at the TTES except in the
Privacy Areas. I understand that for my protection and the protection of others, all areas of the TTES
except the Privacy Areas, including but not limited to the exterior areas, parking lot, entry gates,
sleeping quarters, offices, smoking area, and dining and common areas of the TTES, are subject to 24-
hour video surveillance. The video will be recorded and may be monitored or reviewed by male or
female employees, volunteers or law enforcement officials.
I will not participate in, and will report any and all instances of, any sort of harassment, exploitation,
and/or intimidation. I will cooperate in maintaining an atmosphere of physical and emotional safety for
everyone associated with the TTES, including but not limited to employees, Guests, volunteers and
visitors.
Guest Health & Hygiene:
I will abide by the posted TTES Hygiene & Laundry Plan. I understand that the posted TTES Hygiene &
Laundry Plan may be revised at TSI's discretion from time to time.
I understand that smoking tobacco is permitted but restricted to designated areas using provided lighters.
I understand that all dogs brought onto the property must be up to date on all relevant shots and
vaccinations, and must behave in a way that is not a threat or nuisance to other Guests. I understand that
I am solely responsible to pick-up after my pet, regularly groom my pet, and bathe my pet at least once
monthly (or more often, if needed to control offensive odors, fleas or other pests) with the supplies
provided. I agree to my dog being professionally evaluated from time to time and I agree to comply with
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the posted TTES Dog Policy. I understand that the posted TTES Dog Policy may be revised at TSI's
discretion from time to time.
Additional Disclosures:
I authorize any individual, company, firm, corporation, or public agency to divulge treatment planning,
program data, and HIPAA approved healthcare information, verbal or written, pertaining to me, to those
who are delivering health or mental health care evaluations or treatments, or assisting in identifying
appropriate services or housing for me.
By signing this Guest Agreement & Waiver, I understand and agree to the terms and conditions set forth
herein .
I agree on my behalf and on behalf of my assignees, heirs, distributees, guardians and other legal
representatives to waive, release, and not to make a claim against, or sue, TSI or the City of Tustin or
their respective officers, elected or appointed officials, employees, volunteers, or contractors
(collectively the "TSI and City") for death, bodily or personal injury, illness or property damage
resulting from the acts or omissions of Guests or individuals or entities other than TSI and City, or
resulting from the negligent acts or omissions on the part of TSI and City or any of them.
This is an integrated agreement that supersedes and replaces all prior agreements between me and TTES,
TSI and the City concerning these subjects.
I have carefully read this agreement and fully understand its contents. I am aware that this is a release of
liability and I sign it of my own free will.
Print name: Date:
Signature:
Witness (optional):
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ATTACHMENT A
APPEALS OF ADVERSE DECISIONS
Right to Appeal Adverse Decisions & Appeal Procedures
1. Guests are required to follow rules and regulations set forth in the Guest
Agreement and the TTES Community Safety Plan ("CSP"), and to comply
with all local, state, and federal laws while at the TTES. Guest actions that
violate the Guest Agreement, the CSP, or other laws may subject the
offending Guest to adverse action including, but not limited to, suspension
of access to privileges, or temporary suspension or permanent removal
from the TTES campus.
2. Notwithstanding paragraph 1, Guests are entitled to due process with
respect to the decision of any TTES or TSI staff or volunteer (hereinafter
"Staff") that effects the Guest's use of TTES privileges, or ability to remain
on, or return to, the TTES campus.
3. Guests will comply with the decision and resulting adverse action until a
final determination is made in their appeal, and they will then comply with
that determination. Guests seeking review of a decision of Staff may utilize
the following appeal procedure:
a. Decisions That Do Not Result in Mandatory Exiting
i. Guests seeking to appeal a decision of Staff that does not
result in mandatory exiting from the TTES campus may
request an informal meeting with their assigned care
coordinator. If the Guest's assigned care coordinator is the
person who made the decision at issue, the Guest may make
the request for an informal meeting with any care
coordinator. Requests for an Informal Meeting shall be made
by the Guest as soon as practicable after the challenged
decision has been made, but in no event more than 72 hours
from the time of the decision. The care coordinator involved
in the meeting may uphold, reverse, or modify the Staff
decision at issue.
ii. In the event that the Guest is not satisfied with the care
coordinator's decision after the Informal Meeting, the Guest
may appeal to the TTES senior care coordinator. Any such
appeal must be in writing, and must be submitted to the
senior care coordinator within 24 hours of the care
coordinator's decision in the Informal Meeting. Upon receipt
of a written appeal, the senior care coordinator shall notify
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the Guest of a meeting ("Formal Meeting") time at which the
Guest will be given the opportunity to discuss the issue with
the senior care coordinator. Upon conclusion of the Formal
Meeting, the senior care coordinator may uphold, reverse, or
modify the decision. The senior care coordinator's decision
may be communicated orally, but shall also be
communicated in writing to the Guest.
b. Decisions That Result in Mandatory Exiting
i. Exited Guests seeking to appeal a decision of Staff that
results in a Guest involuntary exiting TTES may request an
informal meeting with their assigned care coordinator. If the
Guest's assigned care coordinator is the person who made the
decision at issue, the exited Guest may make the request for an
informal meeting with any care coordinator. Requests for an
Informal Meeting shall be made by the Guest as soon as
practicable after the challenged decision has been made, but in
no event more than 72 hours from the time of the decision.
The care coordinator involved in the meeting may uphold,
reverse, or modify the Staff decision at issue. The decision can
be communicated verbally during the meeting or in writing
within 24 hours after the meeting.
ii. In the event that the exited Guest is not satisfied with
the care coordinator's decision after the Informal Meeting, the
exited Guest may appeal to the TTES senior care coordinator.
Any such appeal must be in writing, and must be submitted to
the senior care coordinator within 24 hours of the care
coordinator's decision in the Informal Meeting. Upon receipt
of a written appeal, the senior care coordinator shall notify the
exited Guest of a meeting ("Formal Meeting") time at which
the exited Guest will be given the opportunity to discuss the
issue with the senior care coordinator. Upon conclusion of the
Formal Meeting, the senior care coordinator may uphold,
reverse, or modify the decision. The senior care coordinator's
decision may be communicated orally, but shall also be
communicated in writing to the exited Guest. Within 5 days of
receipt of the senior care coordinator's written notification the
exited Guest may make a written appeal of the decision to the
Shelter Manager. Upon receipt of any appeal, the Shelter
Manager shall schedule an appeal hearing ("Appeal Hearing")
to take place no later than 7 days from the date of his or her
receipt of the written appeal. The exited Guest shall be given
written notice of the place and time for the Appeal Hearing
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and shall be given the opportunity to be heard by the Shelter
Manager. Formal rules of evidence shall not apply to Appeal
Hearings.
iii. Upon conclusion of the Appeal Hearing, the Shelter
Manager shall either uphold, reverse, or modify the decision.
The Shelter Manager's decision shall be made, in writing, to
the exited Guest within 3 days of the Appeal Hearing.
Decisions of the Shelter Manager are final, subject only to the
Guest's right to review by writ petition or, when applicable, the
Guest's right to Alternative Dispute Resolution.
4. All requests for Informal or Formal Meetings and all appeals shall be
accompanied with written contact information for the Guest (or her or his
third -party advocate) designating the Guest's email address, cell phone
number, or mailing address where the Guest will receive all decisions in
the meeting/appeal process (the "Guest Contact Information".) All
required written notifications and decisions will be transmitted in
accordance with the last -designated Guest Contact Information.
5. All notifications and decisions required to be given in writing hereunder
shall be deemed delivered when the TTES makes a good faith attempt to
communicate the notification or decision via the method designated in the
Guest Contact Information provided by the Guest. Delivery shall be
deemed complete whether or not the use of the Guest Contact Information
selected by the Guest results in actual delivery.
6. Guests shall be entitled to have a third -party advocate present with them
during any Formal Meeting or Appeal Hearing. Reasonable efforts will be
made to coordinate with a Guest's selected third -party advocate (if any is
identified) for any meetings or hearings under this procedure. However, it
shall not be a violation of these procedures to conduct an appeal meeting
or hearing without the Guest's third -parry advocate in the event that time
constraints or the availability of any party or advocate make doing so
impractical.
7. Failure of a Guest to avail himself or herself of any of the review
procedures set forth in this policy shall be deemed a failure to exhaust
available administrative remedies.
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TEMPORARY
SHELTER, INC.
Appendix L
GUEST SCHEDULE
Standard Operating Procedures
PURPOSE:
To provide structure, order, care coordination, and other services in a timely and effective manner to encourage
planning for the day, week, and your future.
MONDAY THROUGH FRIDAY SCHEDULE:
7:OOAM: Lights on in residential buildings
7:30 to 8:30 AM: Breakfast Time (Coffee begins at 6:30 AM)
9:00 to 12:00 PM: Housing Navigation and Community Programs — Care Coordinator Meetings
12:00 to 1:00 PM: Lunch Time
1:00 to 4:00 PM: Housing Navigation and Community Programs — Care Coordinator Meetings
5:30 to 6:30 PM: Dinner Time
7:00 to 9:00 PM: Recreation, Television, Community Programs
10:00 PM: Lights -out in residential buildings
SATURDAY & SUNDAY SCHEDULE:
7:OOAM: Lights on in residential buildings
7:30 to 8:30 AM: Breakfast Time (Coffee begins at 6:30 AM)
9:00 to 12:00 PM: Recreation Time
12:00 to 1:00 PM: Lunch Time
1:00 to 4:00 PM: Recreation Time
5:30 to 6:30 PM: Dinner Time
7:00 to 9:00 PM: Recreation, Television, Community Programs
10:00 PM: Lights -out in residential buildings
COMMUNITY INPUT MEETING:
6:00 PM: Every Friday
Revised February 12, 2020
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Appendix M
TEMPORARY INDIVIDUAL VOLUNTEER ONBOARDING
SHELTER, INC. Standard Operating Procedures
Step 1
TTES volunteer inquiries will be forwarded to TSI Site Supervisor and TSI Care Coordinator to
pre-screen for eligibility and suitability to volunteer in TTES.
Step 2
1. If applicant is DECLINED, TSI Site Supervisor will contact volunteer applicant and relay
information.
2. If applicant is ACCEPTED, TSI Care Coordinator will contact volunteer and provide
application with emailed instructions to complete the following:
a. Online Volunteer Application (http://www.rescuemission.org/volunteer-signup-fs/)
b. Background check (will be invited to submit after completing the online
volunteer application)
c. TSI Individual Volunteer Waiver (volunteer will be instructed to contact
Volunteer Coordinator for the TSI waiver)
The ACCEPTED TSI volunteer applicant will be instructed by TSI Care Coordinator to complete
the above requirements.
Step 3
OCRM Volunteer Coordinator will process the TSI volunteer applicant through the OCRM
volunteer application procedures:
1. OCRM volunteer application (provided via Salesforce link)
2. OCRM background check (through Sterling Volunteers)
3. Volunteer applicant will contact OCRM Volunteer Coordinator for the TSI Individual
Volunteer Waiver
4. OCRM Volunteer Coordinator will send the TSI Individual Volunteer Waiver via email
with the DocuSign link.
5. Receipt of the TSI Individual Volunteer Waiver (via DocuSign).
Step 4
After the TSI volunteer applicant has completed all of the above steps and the applicant has
been declared eligible:
1. OCRM Volunteer Coordinator will notify the TSI Site Supervisor and TSI Care
Coordinator.
2. TSI Care Coordinator will coordinate directly with the TSI volunteer to determine start
date and continue the onboarding process.
3. TSI Care Coordinator will track TSI volunteer schedules on a TSI Outlook calendar.
4. TSI Site Supervisor will report all TSI volunteer hours to OCRM Volunteer Coordinator
at the end of every month as part of the GIK Labor Hours Collection process.
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TEMPORARY
AR
SHELTER, INC.
Appendix N
Safety and Security Plan for all
Employees and Contractors
Standard Operating Procedures
PURPOSE: This document describes the daily duties and procedures of TTES security
personnel.
SECURITY GUARD PERSONNEL:
TTES is staffed from 6AM-IOPM with a Roving Security Guard and a Front Desk Security
Guard. After l OPM, only one Security Guard will be present and will alternate between roving
and being stationed at the Front Desk. An additional Care Coordinator will come on at l OPM and
help to fill any gaps in Front Desk coverage.
Roving Security Guard: The Roving Security Guard will complete scheduled checks and sign
off the checklist at the front desk. This officer will radio the Front Desk Security Guard and the
care Coordinator on duty in the event of any concerning behavior or incident(s).
Front Desk Security Guard: The Front Desk Security Guard will answer the main phone line,
manage guests and visitors departing and entering the campus, and monitor the security cameras.
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Roving Security Guard Duties
Complete the Interior Inspection, Exterior Inspection, and continuously patrol the campus
grounds. Only one security guard should be posted at the front desk at any given time, so the
Roving Security Guard will always be stationed elsewhere on campus, observing, patrolling, or
assisting Care Coordinators with daily duties.
INTERIOR INSPECTIONS:
The Roving Security Guard will complete a detailed Interior Inspection each day at 7AM, 12PM,
and 6PM utilizing the Interior Inspection Checklist contained within the Front Desk Security
Binder.
While conducting the inspection, any items that are not in the proper condition, any contraband
found, or any other noteworthy observations should be relayed to Site Manager, Samantha Eitner
at on file.
EXTERIOR INSPECTIONS:
The Roving Security Guard will complete a detailed Exterior Inspection each day at 8AM, IPM,
and 7PM utilizing the Exterior Inspection Checklist contained within the Front Desk Security
Binder.
While conducting the inspection, any items that are not in the proper condition, any contraband
found, or any other noteworthy observations should be relayed to Site Manager, Samantha Eitner
at on file.
NIGHTLY BED CHECKS:
At 9:30pm, security will conduct a bed check. Security will utilize the Bed -Check-in List report
generated from Mission Tracker (see TTES Mission Tracker User Guide, 4). Please enter
quietly. Do not shine a flashlight on guests. Do not turn on lights if guests are sleeping.
During this check, do not enter any family living areas.
Male security officer will enter the men's dorm, and conduct his check. Upon completion, he
will relieve the female security officer stationed at the front desk as she checks the female living
areas. Security officers will utilize the Bed Check-in list as a roster. Guards will match the name
on the list with the name placard on the guest's sleeping area. If the bed is occupied, move on to
the next bed. If the bed is unoccupied, mark an "X" next to the guest's name and record the date.
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Upon returning to the front desk, move the paper badge in the folder from Active Guests, to
Missed a Night, or Missed 2 Nights as applicable. After any absence, alert the Care
Coordinator on duty and email the Site Manager at on file.
After the nightly bed checks, security officers will not enter any living areas. When roving
and conducting perimeter checks, all inspection of living areas will be external only.
After the nightly bed check, staffing will shift from two Security Officers to one.
ASSISTING THE CARE COORDINATOR ON DUTY:
The Roving Security Guard may be asked to assist the Care Coordinator on duty with the
following: responding to a guest crisis or incident, moving guest property to or from the Zapp
Bugg machine, flagging down the rideshare from the front of our campus outside the gate,
retrieving a guest whose rideshare has arrived, retrieving a guest who has an approved party
coming to meet with them, or anything else that may come up on campus.
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Front Desk Security Guard Duties
ANSWER MAIN PHONE LINE:
Answer the TTES main phone line: 714-338-0698
a. Answer the phone and say, "Thank you for calling the Tustin Temporary
Emergency Shelter, how can I help you?"
b. If someone calls for admissions purposes, explain that all screening and referral is
conducted by Tustin Police Department and refer them to Homeless Liaison
Police Officer Jasmine DeLeon (on file) jdeleon(atustinca.org or Tustin PD (714)
573-3200
c. If someone calls with additional questions about TTES, transfer them to Site
Manager, Samantha Eitner at (on file) or email her at (on file.)
d. If someone calls asking for a guest, state the following to the caller: "I cannot
confirm or deny if anyone is here." Offer to take a message for them if they want.
Provide message to Care Coordinator on duty.
CONTROL ACCESS TO CAMPUS:
Grant access to vehicles entering the campus through the main gate. View the screen on the
intercom, press and hold "Talk" and say, "Welcome to the Tustin Temporary Emergency Shelter.
How can I help you?" After determining the party seeking entry is approved to be on campus,
press and hold the key icon in order to open the gate.
If someone walks up to the gate, kindly explain they cannot enter on foot.
Pre -approved parties:
Tustin Police Department
Orange County Rescue Mission Inc.
Temporary Shelter Inc.
City of Tustin
Orange County Healthcare Agency
iClean Janitors
Lyft Drivers
CityNet
When in doubt about allowing a party on campus, call Samatha Eitner (on file) or contact the
Care Coordinator on duty.
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INTOXICATED DRIVERS RETURNING TO TTES:
If a guest comes on campus who is visibly intoxicated and you know he/she drove while coming
on campus, please take the following steps:
1. Alert the Care Coordinator on duty
2. Call Tustin PD at (714) 573-3200
3. Have the guest wait in the interview room, not allowing them access to campus
4. Maintain observation of the guest until TPD arrives (guest should not be alone or
unsupervised).
5. Care Coordinator on duty will create an Incident Report
a. Email out to "Incident Alert List" and cc: Jasmine DeLeon jdeleonktustinca.org,
Sarah Fetterling sfetterlingktustinca.org, Samantha Eitner & Jim Jeong
6. Care Coordinator on duty will copy and paste summary of incident in Mission Tracker to
document the incident
7. Care Coordinator on duty will send an email to Site Manager requesting relevant camera
on behalf of Tustin PD
MONITOR SECURITY CAMERAS:
Monitor the cameras and use the radio to alert the roving guard and Care Coordinator on duty to
any incidents.
SECURITY SCREENING OF GUESTS:
Provide security screening of guests upon their arrival or return to campus:
Ask them to empty their pockets, which includes wallets, lighters, change and paper.
Conduct a search of the guest by feeling the client's arms, waist area, legs (outside of clothing),
and around the ankles.
At the officer's discretion, ask the guests to remove their shoes.
Confiscate any items prohibited on campus by the TTES Community Safety Plan. See
Contraband Procedures section for further instructions.
Receive a guest's lighter, tools, or work items to be held in a blue locker on the rear wall of
Headquarters (A). Place small items in a plastic bag stored at the front desk and mark the bag
with the guest's name when placing it into the blue locker.
Send the guest through the metal detector prior to campus entry.
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CONTRABAND PROCEDURES:
1. Confiscate any items prohibited on campus by the TTES Community Safety Plan.
2. Place items in sealable plastic bag
3. After confiscating contraband, security will inform the Care Coordinator on duty of what
was confiscated.
4. Contraband items will be placed in Logistics disposal container, located along the rear
wall of Headquarters (A).
5. Care Coordinator on duty will create an Incident Report
a. Email out to "Incident Alert List" and cc: Jasmine DeLeon jdeleonktustinca.org ,
Sarah Fetterling sfetterlinggtustinca.org, Samantha Eitner & Jim Jeong
6. Care Coordinator on duty will copy and paste summary of incident in Mission Tracker to
document the incident
7. As needed, Logistics disposal container will be emptied:
a. Officer DeLeon will remove and discard any drugs or drug paraphernalia
b. Samantha Eitner will take any medications to the Village of Hope and discard
them in their medication container
C. Any trash or excess materials will be thrown away in TTES dumpster
MANAGE GUESTS DEPARTING AND RE-ENTERING CAMPUS:
Receive guest badge when they depart campus, store in middle drawer at the front desk, and
return it to them upon their re-entry.
Front Desk Security Guard will utilize the paper badge in the Front Desk Binder and the
provided barcode scanner in order to clock a guest in or out as they come and go from campus.
See TTES Mission Tracker User Guide, 3 contained in the Front Desk binder for instructions.
Please report any suspicious, alarming, or concerning guest behavior upon re-entry to the Care
Coordinator on duty.
INTAKE:
Refer to the 12 Core Functions section 2, "Intake" (pp. 1-3) contained within the Front Desk
binder.
For directions on creating, printing, and programming a guest access ID card, refer to the ID
Card Instructions document located in the Front Desk binder.
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EXIT:
In the event a guest exits TTES for any reason, Care Coordinator will perform the following:
1. Send an email to on file, Jasmine DeLeon
jdeleon(a,tustinca.org, and Sarah Fetterling at sfetterling(atustinca.org detailing when and
under what circumstances the guest left TTES. Guests will either elect to leave, be asked
to leave, be transitioned out, or in some cases may be removed from campus due to an
arrest or death. If known, relay where the guest went.
2. Guest ID access card must be turned into the Front Desk Security Guard upon their
departure.
3. Guest ID access card will be deactivated by the Front Desk Security Guard and disposed
of by Care Coordinator on duty.
4. Any guest items that have been left behind will need to be bagged and tagged and placed
in the storage bin in the adjacent lot. Items will be temporarily held here in the event a
former guest later returns for them. Use keys 16 and 87. Any items not being stored will
be disposed of in the dumpster in front of the Hangar & Chow (H) building. Care
Coordinators will put on gloves, gather all remaining belongings, and dispose of them
promptly.
5. Care Coordinators will then remove the guest's name placard from the bed, strip the bed,
add the linens to the laundry, and reset the bed.
6. Care Coordinators will close the guest's visit in Mission Tracker — See TTES Mission
Tracker User Guide, 2 for instruction.
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Responding to Emergencies
MEDICAL REQUESTS:
If a guest comes to the Front Desk asking to go to the hospital, please follow the procedures as
outlined below:
• Determine if 911 is necessary.
• If 911 is not necessary, please call the Care Coordinator on duty to request a ride -share to
Foothill Regional Medical Center.
Send an email to on file, notifying them of the guest's name, which hospital they went to,
how they got there (bus pass, ride, etc.), and which Care Coordinator assisted them.
Include any other important information in this email
o Example: John Doe Smith left by ride -share to Foothill Hospital per Care
Coordinator, Jackie
"Please keep in mind that if a guest insists on us calling 911, we cannot deny their request
MEDICAL EMERGENCIES (911):
• Upon discovering someone in need of medical assistance, radio the Front Desk Security
Guard.
• Front Desk Security Guard will call 911. Give exact address, building name, room
number, and type of incident.
• Do not attempt to move a seriously injured person unless they are in a life-threatening
position.
• Trained personnel may provide first aid. Only certified medical personnel can provide
advanced medical treatment.
• Roving Security Guard will stay with the person in need of medical help until medical
services arrive.
• After calling 911, the Front Desk Security Guard will open the front gate on Barranca. If
they are unable to do so, the fire department will be able to open the gate with the
opener in the truck.
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• The Front Desk Security Guard will unlock the fire gate in front of the admin building
and meet the fire department when they arrive.
The Front Desk Security Guard will print out the Emergency Responder report from
the guest's Mission Tracker profile, see Mission Tracker User Guide, 6. They will
give it to the Care Coordinator.
The Care Coordinator will meet the emergency personnel and direct them to the
location of the person in need of aid.
FIRE PROCEDURES:
Upon discovering a fire, explosion, or smoke in the building, activate the fire alarm
system and radio the security desk.
2. After sounding the alarm, security guard at the front desk will call 911. Give exact address,
your building name, room number, type of incident.
3. When a fire alarm sounds, complete evacuation is required. Walk, do not run, to the
nearest exit and proceed to the parking lot located behind (north of) the admin trailer. The
alarm may not sound continuously. If the alarm stops, continue the evacuation and warn
others who may attempt to enter the building after the alarm stops.
4. Leave the building and move away from it. Security and care coordinators will make
sure each area is cleared of residents before evacuating to the parking lot.
5. Proceed to the back parking lot for a head count.
6. The security guard at the front desk will open the front gate on Barranca. If they are
unable to do so, the fire department will be able to open the gate with the opener in the
truck.
7. The security guard at the front desk will unlock the fire gate in front of the
admin building and meet the fire department when they arrive.
8. Everyone must follow the orders of the Fire and Police Departments when they arrive.
9. Notify fire fighters on the scene if you suspect someone may be trapped inside the
building.
10. Provide details to Care Coordinator to call Emergency Hotline and fill out Incident Report.
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EMERGENCY HOTLINE:
In the case of a life-threatening emergency, after calling 911, call the Emergency Hotline. Be
sure to have as many details of the situation as possible to relay to the Safety and Security
Specialist.
Please collect as much vital information as possible and keep track of the time period:
1. Date and time occurred
2. Who was involved. This includes the first and last names of guests, staff members, visitors,
and volunteers.
3. Time 911 was called
4. Time 911 arrived
5. Time 911 left
6. Transported to what hospital
7. Details of incident
DEATH:
In the event of finding a deceased person, please follow these steps:
• Check for signs of life (pulse/heart beat)
• Once determined there is no sign of life, do not touch the body, and immediately call 911,
the Emergency Hotline at (on file), and Samantha Eitner at (on file.)
• Have all guests go to their assigned areas in order to remain in control of scene.
• Allow emergency personnel to complete their job and give detailed pertinent information.
• Provide details to Care Coordinator to call Emergency Hotline and fill out Incident
Report.
"For all incident issues, please remember to also fill out an Incident Report and send it
to Samantha Eitner on file and Security on ale within 24 hours of the incident in question.
SUICIDAL GUESTS:
In the event of a guest saying they are contemplating suicide, please follow the stated
procedures:
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• Take all suicide threats seriously and take immediate action.
• Assess the threat of harm the guest poses to themselves. If there is a clear and present
intent/plan to harm or kill self, call 911, followed by the CAT Team (866) 830-6011.
• Do not leave the guest alone. Remain with guest until threat of danger has ceased or until
Emergency Responders arrive.
• Call Emergency Hotline and Samantha Eitner to inform them of the incident.
• Provide details to Care Coordinator to call Emergency Hotline and fill out Incident
Report.
CHILD ABUSE:
In the event that you witness child abuse, and/or neglect, call the child abuse hotline (CPS) at
800-207-4464. After reporting, please provide details to Care Coordinator to call Emergency
Hotline and fill out Incident Report.
ALARMS:
If any alarms go off, note the location of the alarm and call the Emergency Hotline.
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Incident Protocol
INCIDENTS:
In the event of a safety and/or security incident on campus please contact the Emergency
Hotline at (on file.) If the Emergency Line is not answered, please contact TTES Site Manager,
Samantha Eitner at (on file)
If a Guest, Staff Member, or volunteer requests or is experiencing a life-threatening emergency,
call 911 immediately. If it is a non -life threatening emergency but needs medical attention,
please request the Care Coordinator on duty to order a ride -share for the guest in need of medical
attention and they will be transported over to Foothill Regional Medical Center.
911 CALLS / INCIDENT REPORTS:
In the case of a life-threatening emergency, call 911. Immediately after calling 911, contact the
emergency hotline and then the on -duty Care Coordinator who will begin an incident report.
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SHELTER, INC.
PURPOSE:
Appendix O
COMMUNITY SAFETY PLAN
Standard Operating Procedures
To ensure guest safety, security, and success of all guests. Violation of this plan can cause you to
be exited from the campus.
ITEMS NOT ALLOWED:
The following items are not allowed on campus and will be confiscated:
Weapons of any kind
Alcohol
Drugs or drug paraphernalia
Illegal substances of any kind
Medication(s) that are not prescribed to you
The following items are not allowed on campus and can be held by security:
Personal lighter(s)
Dangerous tools or personal item(s)
UNSAFE BEHAVIORS:
The following behaviors are not permitted:
o Violence, harassment, or threatening behavior of any kind towards others
o Possession or use of drugs, alcohol, or illegal substances on campus
o Sharing legal or illegal drugs or medications with another guest
o Theft of property
o Defacing or destroying property
o Bullying others
PERSCRIPTIION MEDICATION:
All prescription medications must remain locked in the locker that is assigned to you.
Revised June 6, 2019
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SHELTER, INC.
PURPOSE:
HYGIENE & LAUNDRY PLAN
Standard Operating Procedures
To promote and preserve personal and community health and contribute to a clean and dignified
environment.
HYGIENE GUIDELINES:
Please shower daily and please limit your showers to 15 minutes at a time.
Please respect your personal area and sleeping space by making your bed daily and keeping your
area clean and tidy.
In public areas, shirts, pants, and shoes are mandatory for leen and women at all times.
Please eat in the Community Room (H) or at the outside seating area. No food is to be taken
from the Community Room into your living area.
LAUNDRY GUIDELINES:
The schedule below identifies which day is your laundry day.
On your day please place all dirty clothing in the provided laundry bag. Please strip your bed and
place your bedding next to the laundry bag on your mattress before 8:30 AM.
LAUNDRY SCHEDULE:
Monday = Knighthawk (B) — Families
Tuesday = Sea Knight (C) — Women
Wednesday = Sea Stallion (D) — Couples & Men
Thursday = Sea Dragon (E) — Men
Friday = Knighthawk (B) — Families
Revised February 12, 2020
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TEMPORARY
SHELTER, INC.
PURPOSE:
TIES COVID-19 Preparedness
Standard Operating Procedures
To educate shelter staff & guests in order to prevent the spread of sickness and COVID-19
within TTES.
Education
Informational flyers, from the Orange County Healthcare Agency have been posted and
displayed throughout the campus: in Headquarters, the Dormitories, and the Community Room.
Guests will receive instructions from Care Coordinators during mealtimes to prevent the spread
or acquisition of sickness. They will be instructed to cover their mouth when they cough or
sneeze, wash hands and apply sanitizer regularly, and to not touch their face after touching a
frequently used/touched surface such as: a phone, table, door handle, etc.
Staff & Vendor Precautions and Protocols
TTES staff and vendors have been instructed in preventative hygiene practices to ensure safety
while they perform their work assignments. To ensure guest safety, TTES staff and vendors will
wear Personal Protective Equipment (PPE) at all times when interacting with guests. These will
include gloves and a facemask. Additionally, they have been instructed in how to respond if they
have reason to believe they are presenting COVID-19 symptoms.
Cancellation of Non-essential Events/Volunteer Groups
All non-essential volunteers, events, and activities from outside agencies have been indefinitely
cancelled.
Hand Sanitizer Stations
Hand Sanitizer dispensers have been placed on campus at the entrance to Headquarters and the
Community Room and are REQUIRED to be used at every entry.
Headquarters
Each time a guest returns to or arrives at TTES, their temperature will be taken at the front desk.
A temperature of 100° or higher will necessitate separation from other staff and guests and a call
to the Health Referral Hotline (800) 564-8448. The thermometer will additionally be used to take
the temperature of any TTES guests, staff, or vendors who appear to be sick/symptomatic.
Hand sanitizer has been placed on every desk: Manager's desk, Care Coordinator desks (2),
Guest Success Center desks (2), the Security desk (1 sanitizer for all incoming guests and 1 for
the security guards), and the Manager's cabinet where medications are kept (guests will sanitize
hands before handling medication boxes).
TTES Staff/Cleaning Crew will also disinfect the following areas twice daily: the front security
desk, the phones, keyboards, the Conference Room table, and desks in the Guest Success Center
Cubicles.
Revised 7/1/2020 4:25 PM Page 1 of 3
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Community Room
Hand sanitizer is in place at the door and at the serving line. TTES Staff will handle all food and
utensils when meals are distributed to guests.
Guests will maintain a 3ft social distance during meals and within all common areas.
TTES Staff/Cleaning Crew will also disinfect the following areas twice daily: the serving line
surfaces in the Community Room. Cleaning crew will clean and disinfect all table surfaces in the
Community Room daily.
Social Distancing
We have implemented a "social distancing" policy to prevent the spread of sickness within
TTES. The CDC & OC Healthcare Agency recommend individuals keep at least 6ft apart from
one another whenever possible. Wherever possible within the dorms, no guest has a direct
cubicle neighbor. It is ideal that there is no direct neighbor even on the other side of a cubicle
wall.
Face Coverings
All adult shelter guests and all minor shelter guests ages 2 and up, will be required to wear face
coverings when on campus. A face covering MUST be worn when a guest is outside their
cubicle area. The only exceptions to this occur during meal times and if a guest is utilizing the
Smoking Area. During these times when guests faces are uncovered, it is important social
distance is maintained. If guests do not have a face covering or mask in their possession, TTES
will supply one for them.
New Guest Protocol
Upon arrival at TTES, new guests will be temporarily separated from the rest of the population
and will practice modified self -isolation for a 14 -day period. New guests will be housed in the D
building (new male intakes on one side, new female intakes on the other) during this time before
moving into their respective dormitory to make sure no COVID-related symptoms manifest.
New guests will be able to use the Dog Run and the Smoking Area but will be asked to keep 6ft
of social distance whenever possible from the pre-existing shelter guests.
Staggered Meal Times
In addition, the new guest(s) will also use a designated bathroom (see below), and eat their meals
at staggered times. All new intakes will dine in the Community Room 30 minutes prior to each
meal. After they are done eating the area they were at needs to be sanitized.
Breakfast: 6:30am - 7am (Weekends may vary slightly due to arrival time of food)
Lunch: 11:30am - 12pm
Dinner: 5pm - 5:30pm
The new guest meal time will be announced over the PA, "Now serving breakfast/lunch/dinner
to new guests." After the 30min meal period concludes and the space is sanitized, another
announcement will be made over the PA to let the pre-existing guests know it is time to eat.
7/1/2020 4:25 PM Page 2 of 3
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TEMPORARY TIES COVID-19 Preparedness
SHELTER, INC. Standard Operating Procedures
Designated New Guest Restroom - #5
Restroom #5 will be the designated restroom for new guests to use during their initial 14 -day
isolation measures.
Suspected Infection/Sick Guest
In the event of a guest who is displaying COVID-19 symptoms (cough, fever, shortness of
breath), the guest will be separated from the rest of the population at TTES and a referral will be
made to the Illumination Foundation Temporary Isolation Shelter. The CC on duty will call IF at
714-543-9400 between 8am-6pm. They will house guests in isolation, connect them to testing,
and remove them from the shelter for quarantine to prevent the spread of COVID within TTES.
If they do not pick up at this number, we will call the Project Roomkey Hotline at 714 834-3000.
If it is after 6pm and the referral/transportation to IF cannot be arranged, the sick/symptomatic
guest will be temporarily isolated at TTES. They will quarantine in one of the trailers on the
parking lot, have their meals delivered, and not exit the trailer aside from an essential activity or
emergency.
Revised 7/1/2020 4:25 PM Page 3 of 3
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TEMPORARY
SHELTER, INC.
Appendix P
TTES Meal Schedule
Standard Operating Procedures
PURPOSE: To provide meals to our guests in an efficient and organized manner in order to
create structure in their lives.
Monday -Friday
BREAKFAST
6:30am: Community Room opens and coffee is made
7:00am: Set up breakfast
7:30AM-8:00am: Serve breakfast
8:00am-8:30am: Clean up dining area and ensure all food is properly stored
LUNCH
11:30am-12:00pm: Setup for lunch
12:00pm-12:30pm: Seat guests for lunch/ Serve guests lunch
12:30pm-1:00pm: Clean up dining area
DINNER
4:30pm-5:15pm: Receive food delivery, prep serving area, and put food away for the following
day
5:30pm-6:00pm: Serve dinner
6:00pm-6:30pm: Clean-up dining area and ensure all food is properly stored
Saturday -Sunday
BREAKFAST
6:30am: Community Room opens and coffee is made
6:45am: Pick up breakfast from VOH at warehouse entry
7:00am: Set up breakfast
7:30AM-8:00am: Serve breakfast
8:00am-8:30am: Clean up dining area and ensure all food is properly stored
TJ TNC14
11:30am-12:00pm: Setup for lunch
12:00pm-12:30pm: Seat guests for lunch/ Serve guests lunch
12:30pm-1:00pm: Clean up dining area
DINNER
4:30pm: Pick up dinner from VOH (On Saturday, pick up Sunday's lunch; On Sunday, pick up
Monday's breakfast and lunch)
4:45pm-5:15pm: Prep serving area and put food away for the following day
5:30pm-6:00pm: Serve dinner
6:00pm-6:30pm: Clean-up dining area and ensure all food is properly stored
*Please remember guests can do kitchen chores to earn Exchange Change*
Revised 3/16/2022 6:39 PM Page 1 of 2
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This should be the flow of food to TTES:
Monday thru Thursday — between 4:15pm-4:45pm: Dinner, Breakfast, and Lunch (any necessary
supplies, etc.) should be picked up at the VOH and delivered to the TTES.
Friday only — between 4:15pm-4:45pm: Dinner and Lunch (any necessary supplies, etc.) should
be picked up at the VOH and delivered to the TTES.
Saturday — There should be 2 pick-ups.
1. 6:45am: Hot breakfast should be picked up only.
2. 4:30pm: Dinner, Lunch should be picked up and delivered to the TTES.
Sunday — There should be 2 pick-ups.
1. 6:45am: Hot breakfast should be picked up only.
2. 4:30pm: Dinner, Lunch, and Breakfast should be picked up and delivered to the TTES.
3/16/2022 6:39 PM Page 2 of 2
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SHELTER, INC.
PURPOSE:
Appendix Q
TTES Financial Policy
Standard Operating Procedures
Petty cash is used for the purchase of items for guests unplanned and urgent expenses that would
contribute to their progress towards self-sufficiency and that they would not otherwise be able to
fund on their own. Policy and procedure has been created to provide guidance for accurate
recording and reconciliation processes.
DESCRIPTION:
Temporary Shelter, Inc. has established a system to allow guests to request low-cost funding for
unplanned and urgent expenses. Procedure to submit petty cash requests are as follows:
1. Guests assigned Care Coordinator shall retrieve a petty cash slip and fill out the `Date' of
request, `Description of item/service purchased' (ie. John Doe — ID replacement), and
`Amount' requested.
2. Care Coordinator will submit the petty cash slip to the TTES Site Manager for approval.
3. The requesting Care Coordinator and Site Manager will agree upon a time for the
retrieval of the requested cash in the petty cash bank. Both the Care Coordinator and the
Site Manager must be present during the entire retrieval process. When all parties are
present, the Site Manager will access the security safe and pull the petty cash bank out.
The Site Manager will pull out the requested cash amount and have the Care Coordinator
double check the amount taken out of the petty cash bank. Both the Care Coordinator
and the Site Manager will initial the petty cash slip on the respective `Received By' and
"Approved By' lines. Site Manager will fill out the security safe petty cash bank
reconciliation form after cash has been pulled out of the bank. Both the completed petty
cash slip and the reconciliation form will be returned to the bank and placed back in the
safe.
4. Cash amount, name of guest, reason cash requested, and direction to bring back receipt of
all guest transactions will be written on an envelope with the correct amount of money
requested placed inside the envelope and given to the guest.
5. The receipt provided by the guest will be given to the Site Manager and attached to the
respective petty cash slip.
Revised 3/16/2022 6:45 PM Page 1 of 1
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TEMPORARY
SHELTER, INC.
PURPOSE:
Appendix R
DOG POLICY
Standard Operating Procedures
To provide and maintain an environment that accommodates dogs and their owners as they live
in the community among other guests with and without dogs.
SAFETY & HEALTH:
All dog(s) brought on campus must be up-to-date on all the following shots and vaccinations:
Rabies, Parvo, and Bordepella (Kennel Cough).
All dog(s) brought on campus must be properly registered per OCCO 4-1-70 which states "All
dogs in Orange County over the age of four months are required by law to be licensed and
vaccinated against rabies. Residents owning or having custody of any dog must license the dog
within 15 days of acquisition or within 15 days after the license becomes due."
Please keep your dog(s) with you at all times or otherwise placed inside the provided dog crate
next to your bed.
Please pick-up after your dog(s), regularly groom your dog(s), and bathe your dog(s) at least
once weekly using the dog cleaning station.
Please use the provided dog -run and waste area. There you will find a pooper scooper, pet waste
bags, and a designated waste receptacle to dispose of the bags.
Please keep your dog(s) on a leash unless they are in the enclosed dog -run or inside the provided
dog crate.
Please no non "Service Dog(s)" in the Hangar & Chow (H) building, due to food & health
regulations. The ADA defines a service animal as: "A dog that has been individually trained to
do work or perform tasks for an individual with a disability. The task(s) performed by the dog
must be directly related to the person's disability... While Emotional Support Animals, Comfort
Animals or Companion Animals are often used as part of a medical treatment plan as therapy
animals, they are not considered Service Animals. "
Please access dog food with the assistance of a Case Coordinator at the Knighthawk (B) storage
room and feed your dog at the outdoor seating area. Please do not take any dog food into
buildings housing people. Only water can be placed in the dog crate.
The listed safety issues may result in an owner being asked to remove their animal from campus:
Repeated instances of aggressive behavior toward other dog(s) or guests. Failure to pick up
animal waste. Excessive barking in the evening, during lights out while other guests are sleeping
Revised February 12, 2020
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TEMPORARY
SHELTER, INC.
PURPOSE:
Appendix S
TRANSPORTATION PLAN
Standard Operating Procedures
To facilitate travel to appointments and activities which will propel guests toward successful
outcomes and future self-sufficiency.
TRANSPORTATION OPTIONS:
Guests should sign-up for transportation requests by 9:00 PM the prior day of the need for travel.
Departures will not conflict with appointment(s) the Guest has agreed to at the TTES, except in
the event of an emergency. Guests may not exit and re-enter campus by foot. Guests must use
one of the following transportation options:
1. Ride -share service to approved locations listed below, between the hours of 6:30 AM and
returning by 6:00 PM, Monday through Saturday, and on Sunday as noted below.
2. Using your own private vehicle between 6:30 AM and returning by 6:00 PM, Monday
through Sunday.
3. Leaving with another guest, or a friend/family member/community member in their
private vehicle, 6:30 AM and returning by 6:00 PM between Mondays through Sunday.
4. Using your personal bicycle or personal vehicle to travel to and from your legal
employment, Monday through Sunday, with prior approval.
PRE -APPROVED DROP-OFF & PICK-UP LOCATIONS:
Department of Motor Vehicles @ 1330 E First St, Santa Ana, CA 92701
Social Security Administration @ 1851 E First St, Santa Ana, CA 92705
OC Social Services @ 1928 S Grand Ave, Santa Ana, CA 92705
Mental Health Association of OC @ 2416 S Main St, Santa Ana, CA 92707
Superior Court of California @ 700 W Civic Center Dr, Santa Ana, CA 92701
Tustin Library & Transit Hub @ 345 E Main St, Tustin, CA 92780 (Ride -share service is
also available on Sundays between 6:30 AM and returning by 6:00 PM.)
Outpatient Drug/Methadone Clinic @ 1200 N. Main St., Ste. 301, Santa Ana, CA; 2101
E 1 st St, Santa Ana, CA 92705
Special accommodations and flexibility can be made for those that have legal
employment and need to check-in or check-out of the shelter for their job.
Revised May 23, 2019
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TEMPORARY
SHELTER, INC.
PURPOSE:
Appendix T
WHISTLEBLOWER POLICY
Standard Operating Procedures
To report unsafe or unsanitary conditions, possible ethics violations, and violations of law or
regulations that govern Temporary Shelter, Inc.
DESCRIPTION:
Temporary Shelter, Inc. has established a system to enable employees, guests, visitors and others
to report serious concerns internally so that Temporary Shelter, Inc. can address and correct
inappropriate conduct and actions. It is the responsibility of all guests, employees and volunteers
to report concerns about violations of unsafe or unsanitary conditions, possible ethics violations,
and violations of law or regulations that govern Temporary Shelter, Inc.
EMAIL:
Whistleblower@TemporaryShelter.org
HOTLINE:
(714) 441-8073
NO RETALIATION:
It is contrary to the values Temporary Shelter, Inc. for anyone to retaliate against any guest,
employee, or volunteer who in good faith reports an ethics violation, or a suspected violation of
law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any
regulation governing the operations of Temporary Shelter, Inc. An employee who retaliates
against someone who has reported a violation in good faith is subject to discipline up to and
including termination of employment.
GENERAL SUGGESTIONS:
If you would like to share a general suggestion or idea please email the President at:
President@TemporaryHousing.org
COMMUNITY INPUT MEETING:
6:00 PM: Every Friday
Revised February 12, 2020
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Appendix U
TEMPORARY
SHELTER, INC.
ELECTRONIC COMMUNICATIONS SYSTEMS POLICY
TTES Personal & Data
Confidentiality
Standard Operating Procedures
The TEMPORARY SHELTER recognizes that the different methods of electronic communication are
growing at an ever-increasing speed as technology continues to multiply. As a result, unwise use of
electronic communication systems can have surprising consequences for the sender, receiver and the
Company as well.
It is therefore important to address the appropriate access, creation, use, and disclosure of messages
and/or information delivered over any existing or future electronic communications systems at the
Company. These systems include but are not limited to: Software applications, data storage,
electronic mail (e-mail), voice mail, Company intranet and Company gateways to the Internet,
specifically to the World Wide Web (WWW).
Acceptable Company Employee Use of Electronic Systems
In the course of your job, if you are given access to any of the electronic communication systems, you
may use these tools and resources to communicate internally with co-workers or externally with
donors, consultants, vendors and other business/Company acquaintances. In addition, the Company
provides electronic communication tools to you, as an employee of the Company, to facilitate
business/Company communication and to enhance your productivity. Personal use will be permitted
so long as it does not interfere with your performance of your job, consume significant resources or
interfere with the activities of other employees. When making use of these Company provided
facilities for personal use, always remember that you have no expectation of privacy.
Company Employee User_Access Privileges
Every employee that has assigned to them a telephone will have access to their own voice mail. The
amount of access privileges to the e-mail system (inside Company and/or outside Company), intranet,
and Internet for every employee will be determined by the President and Information Services, based
upon several factors, including but not limited to, management responsibility, job position, and
necessity to have intranet, Internet and/or e-mail access to properly perform one's job responsibilities.
Unacceptable Content and Usage on the Company's Electronic_Sy_stems
Although the Company does not regularly monitor voice mail or e-mail messages, please be aware that
personal e-mail and voice mail messages and postings may be viewed publicly or by a member of the
Company Executive Management, Director of Human Resources or Information Services without prior
notice under the limited conditions described in this handbook. You should not use these systems to
send any message you would not want viewed by an outside party or that would be contrary to the
Values of the Company.
This would include topics or content such as gossip, information which would embarrass, insult or
offend the sender or receiver(s), profanity or slander, or emotional responses to business/Company
correspondence or work situations. Under NO circumstances may any posting, voice mail or e-mail
originating at the Company be in violation of the Company's policy involving Equal Employment or
Harassment, especially in the area of Sexual Harassment.
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SHELTER, INC.
Discretion is necessary when downloading any type of software. This includes, but is not limited to,
documents, applications and/or resource materials.
If in doubt as to what is prohibited in the sending or receiving of information on a Company electronic
communication system, speak with Information Services or the Director of Human Resources.
Confidentia_I_ity of E-mail and Voice Mail_ Messages
All electronic mail (e-mail) and voice mail messages are Company records. The contents or your e-mail
or voice mail maybe disclosed or monitored within the Company without your permission. Therefore,
you should not assume that any electronic messages you have sent or received will be kept
confidential within the Company.
No Expectation of Privacy
The Company respects the personal privacy of our employees, however, because the computer
equipment, e-mail, voice mail, and Internet/WWW accounts are provided for Company business,
employee rights of privacy do not extend to the use of our electronic communications systems or to
the messages sent and/or delivered by these systems.
Employees and contractors should have no expectation that any information stored on their
computers, whether the information is contained on a computer hard drive, computer disks or in any
other manner, will be private.
These systems belong to, or are licensed to the Company and, as such, are accessible at any time by
Company management for maintenance, upgrades or any other business or legal requirement as
described in this handbook.
Company Employee Access to Computers, Voice mail and E -Mail Systems
When necessary, management of the Company deemed reserves the right to monitor employees'
communications. The best way to ensure privacy of communications is not to use the company's
technology resources for personal communications.
Although we use passwords and user ID's to access our computers, voice mail and e-mail systems,
these codes are intended to protect the Company's confidential information from outside third parties
and not your personal files and messages. All passwords and user ID's will be provided to Information
Services. No password or user ID maybe used that is unknown to the Company. These systems are
intended for Company business use, and all computer information, voice mail, and e-mail messages
are considered to be the company's records. Remember that any personal information, files or
messages which are maintained by the Company's communications equipment are subject to
inspection, with or without notice, under the above mentioned limitations, and should be treated as
such.
There may be occasion when the Company needs to be able to respond to legal proceedings that call
for electronically stored evidence and to be able to search for files and documents for other legitimate
business/Company reasons. Therefore, the Company must, and does, maintain the right and the ability
to enter into any of the Company's systems without notice and to inspect and review any and all stored
data.
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TEMPORARY
SHELTER, INC.
The contents of any computer, storage device, voice mail and e-mail may be disclosed by the Company
within or outside the Company.
Electronic Forgery
Electronic forgery is defined as misrepresenting your identity in any way over our electronic
communications systems. Electronic forgery of a posting is not allowed for any purposes, including
"humor" or "cleverness". You may not misrepresent, obscure or in any way attempt to subvert the
information necessary to identify the real person responsible for a posting. Using another user's
account or login ID for a posting also constitutes forgery, and is not permitted under any
circumstances.
Consequences of Misuse
If in the course of investigating behavior triggered by indications of impropriety, and if the Company
determines that you are misusing the e-mail system or any other means of electronic communication,
you could be subject to disciplinary action up to and including dismissal.
If you have any questions or concerns regarding this policy, you are encouraged to contact either
Information Services or the Director of Human Resources.
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Appendix V
TTES Service Provider Partnerships
TEMPORAM Standard Operating Procedures
SHELTER, INC.
TTES SERVICE PROVIDER PARTNERSHIPS
a. Orange County Rescue Mission provides no cost food items and
food delivery for three meals a day, 7 days a week, 365 days a year
as well as administrative services, management consultation, human
resource services, and accounting services at no cost.
b. OC Workforce Solutions provides employment support for guests
that includes assisting with job attainment and ongoing job
maintenance.
c. City Net assists Tustin PD with referrals for intake into TTES as well
as additional housing and case management support connected to
the Coordinated Entry System.
d. Family Solutions Collaborative connects eligible TTES families to
the Coordinate Entry System. CES determines eligibility for county
provided housing funds and housing navigation.
e. SPIN is a family access point of the Coordinated Entry System that
provides housing navigation and advocacy for clients to receive CES
housing resources such as Rapid Rehousing funds or voucher
assistance.
f. Families Forward is a family access point of the Coordinated Entry
System that provides housing navigation and advocacy for clients to
receive CES housing resources such as Rapid Rehousing funds or
voucher assistance.
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g. Illumination Foundation is an individual access point of the
Coordinated Entry System that provides housing navigation and
advocacy for clients to receive CES housing resources such as
Rapid Rehousing funds or voucher assistance. Illumination
Foundation also provides COVID positive isolation housing in
partnership with local hotels and the OC Health Care Agency.
h. Young People in Recovery facilitates a monthly life skills and
substance abuse recovery class for all guests at TTES. YPIC also
provides mentorship for guests upon request.
i. APAIT provides TTES guests with an integrated model of behavioral
health treatment, health education and prevention, housing,
research, and support for guests with HIV/AIDS.
j. Tustin Unified School District provides bus transportation to a
Tustin Unified school for children living at TTES through the
McKinney-Vento Act.
k. Hurtt Family Health Clinic provides free bi-monthly on-site mobile
medical attention as well as affordable and low-cost clinic medical
and mental health care.
I. Trinity Law School provides free, onsite legal assistance to all
TTES guests.
m. Tustin Police Department refers all guest intakes to TTES as well
as safety support during crisis situations on TTES campus.
n. Irvine Kiwanis Club provides a monthly breakfast and social event
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to TTES guests.
o. OC Social Services provides a monthly mobile unit for guests to
apply and access social services such as healthcare, financial
support, food assistance programs, and childcare funding.
p. OCHCA provides collaborative healthcare and referral services
including but not limited to tracking COVID positive cases, referrals
to COVID positive isolation housing, county healthcare initiatives,
and mental health crisis management.
q. Telecare provides mental health support through individualized
service plans and case management to assist in stabilizing mental
health.
r. OASIS provides wrap-around mental health services to guests with a
serious and persistent mental illness.
s. Palmer K-9 Detection Service provides contraband detection
services.
t. Adult in Home Crisis Stabilization provides mental health crisis
stabilization, wrap-around services, and case management.
u. Children's Home Society provides childcare funding to CalWorks
eligible guests and their children.
v. Serve the People provides multifaceted services to low-income or
no -income residents that includes food assistance, community
healthcare, vision and dental services, legal aid, child education and
support
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w. School on Wheels provides free virtual and onsite tutoring and
mentoring to children K-12.
x. Families Together of OC provides clinic and mobile affordable
healthcare services that includes COVID testing, vaccine
administration, and general medical care
y. Volunteers of America provides housing resources and
opportunities to veterans often otherwise ineligible through the VA or
other government veteran assistance.
z. VA Community Resource and Referral Center provides wrap-
around case management to homeless veterans. Services include
housing support, benefit coordination, and medical care.
aa. Radiant Health Center provides healthcare, counseling, and social
services for the LGBTQ+ community.
bb. Orangewood Foundation provides case management for health
and wellness, housing, life skills, and employment, and education for
foster and community youth.
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EXHIBIT "B"
PROPERTY SITE PLAN
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1681741.1
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