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17-0801_MDM AND ASSOCIATES_Agenda Report_B4SJCHA 8/1/2017 San Juan Capistrano Housing Authority Agenda Report TO: Honorable Chair and Members of the Commission FROM: ~ Siegel, Executive Director SUBMITTED BY : Joel Rojas, Development Services Directo rCY'Kr . .,( >::."¥--- Ken Al-lmam , Director of Finance ptfY 0 '<'"' PREPARED BY : Laura Stokes, Housing Coordinator/Assistant Pla1 ~~1er 1J. Ayako Rauterkus, Senior Management Analyst 0cf~,"'I\R DATE: August 1, 2017 84 SUBJECT: Consideration of an Amendment No . 1 to the Personal Services Agreement with MOM and Associates and Appropriation of Funds for Property Management Services and Program Facilitation for the Little Hollywood and Rental Subsidy Affordable Housing Programs RECOMMENDATION : 1) Approve and authorize the Executive Director to execute an Amendment No. 1 to the Personal Services Agreement with MOM and Associates, to increase the not-to- exceed compensation amount for the management services by $122,000, with a total compensation amount of $333,924; and, 2) Approve appropriation of funds for $6,405 from the Housing Authority Reserves to increase the annual compensation amount for the management services. DISCUSSION/ANALYSIS: On August 15, 2015, the Housing Authority entered into a Personal Services Agreement (Attachment 1) with MOM and Associates for property management services and program facilitation for the Authority's Little Hollywood and Rental Subsidy Affordable Housing programs. The Little Hollywood development consists of 24 rental units in the Los Rios District owned by the Authority and rented to lower income households. The Rental Subsidy Program assists a single household, providing rental assistance to a household which resides in a privately-owned rental unit. The Rental Subsidy program originally assisted ten households, but has slowly been reduced due to funding, and will eventually cease operations . The Agreement's term ended on June 30, 2017; however, Section 2 of the Agreement provides the City Manager discretion to extend the term for an additional year. Staff prepared a Letter Agreement and extended the term to June 30, 2018, based on performance (Attachment 2). However, the not-to-exceed Housing Authority Agenda Report August 1, 2017 Page 2 of 2 compensation amount also needs to be increased to cover an additional year of management services. The Consultant is requesting to increase the not-to-exceed compensation amount for management services by $535.75 per month, which equates to $6,405 per year for Fiscal Year 17/18 (Attachment 3). As property manager, MOM and Associates is available 24 I 7 to tenants in Little Hollywood, and has provided dedicated services to the Authority since August 2005 . Staff recommends approval of an appropriation of funds in the amount of $6,405 from the Housing Authority Reserves and approval of Amendment No. 1 to the PSA (Attachment 4). FISCAL IMPACT: For Fiscal Year 2017/2018, the annual cost for management services in the amount of $115,595 has been budgeted. If the proposed Amendment is approved, $6,405 will be appropriated from Housing Authority reserves, which have funds in excess of $100,000. ENVIRONMENTAL IMPACT : In accordance with the California Environmental Quality Act (CEQA) the recommended action is exempt from CEQA per Section 15061 (b)(3}, the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Entering into the Amendment No. 1 to Personal Services Agreement with MOM and Associates would not be an activity with potential to cause significant effect on the environment, and therefore is exempt from CEQA. PRIOR HOUSING AUTHORITY REVIEW: • On August 4, 2015, the Authority Board approved the Personal Services Agreement with MOM and Associates. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. NOTIFICATION : MOM and Associates A TI ACHM ENT(S ): Attachment 1 -Personal Services Agreement dated August 15, 2015 Attachment 2-Letter Agreement dated June 8, 2017 Attachment 3-Letter from MOM and Associates dated July 20, 2017 Attachment 4-Proposed Amendment No.1 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, ente~ed into, and shall become effective this 15th day of August 2015, by and between the San Juan Capistrano Housing Authority (hereinafter referred t~ as the "Authority .. ) and MOM and Associates (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, Authority desires to retain the services of Consultant regarding the Authority's proposal for property management and support services for the Authority operated Little Hollywood and Rental Subsidy affordable housing program; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Authority and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by the Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder shall be completed, no later than June 30, 2017. At the discretion of the City Manager, this agreement may be renewed for an additional 12 months through June 30, 2018. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed Two Hundred Eleven Nine Hundred Twenty-Four ($211 ,924) as set forth in Exhibit B and reimbursement for rental payments shall not exceed One Hundred Forty-Four Nine Hundred Eighty ($144,980). 3.2 Method of Payment Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The 1 ATTACHMENT 1 Authority will pay monthly progress payments based on approved invoices in accordance with this Section. 3.3 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will b~ made available at reasonable times to the Authority. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the Authority, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the Authority to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Authority. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the Authority. If Consultant Is permitted to subcontract any part of this Agreement by Authority, Consultant shall be responsible to the Authority for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and Authority. All persons engaged in the work will be considered employees of Consultant. Authority will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from Authority is required prior to Consultant undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the Authority, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work slte(s), and Is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Consultant discover any latent or 2 unknown conditions materially differing from those inherent in the work or as represented by Authority, it shall immediately inform the Authority of this and ~hall not proceed ~ith further work under this Agreement until written instructions are rece1ved from the Authonty. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that It presently has no interest and shall not acquire any interest, direct or Indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to Authority at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the Authority shall be in reproducible format. or in the format otherwise approved by the Authority In writing. Section 12. Ownership of Documents. All reports, Information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the Authority. All such reports, information, data, and exhibits shall be the property of the Authority and shall be delivered to the Authority upon demand without additional costs or expense to the Authority. The Authority acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the Authority and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the 3 negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the Authority, is due to the negligence, recklessness and/or wrongful conduct of the Authority, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the Authority, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the Authority. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. Insurance required herein shall be provided by Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A-Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00}, combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non- owned vehicles in an amount not less than one million dollars per occurrence ($1 ,000,000.00}. 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' Compensation Employer's Liability Insurance in the statutory amount as required 4 by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self-retention amount, and an additional insured endorsement naming Authority, its officers, employees, agents, and volunteers as additional insured as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded Authority, its officers, employees, agents, or volunteers. 14.5 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to Authority, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.6 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.7 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the Authority has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. Authority shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten {10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or 5 to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To Authority: To Consultant: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Laura Stokes, Housing Coordinator I Assistant Planner MOM & Associates P. 0. Box 2041 Mission Viejo, CA 92690 Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service (''JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. Section 20. Counterparts and Facsimile signatures. This Agreement may be executed by the Parties in counterparts, which counterparts shall be construed together and have the same effect as if all the Parties had executed the same instrument. Counterpart signatures may be transmitted by facsimile, email, or other electronic means and have the same force and effect as if they were original signatures. [SIGNATURE PAGE FOLLOWS] 6 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. APPROVED AS TO FORM: ... £2iZ2~~ SAN JUAN CAPISTRANO HOUSING AUTHORITY CONSULTANT Mar a e McClean, Consultant MOM & A ssociates 7 EXHIBIT A Program Desc:rlpdon: The program goal is to offer inclusive support programs for the cummt and future residents living in lhe San Juan Capistrano Housing Authority and Rental Subsidy programs. The program is designed to meet the specific needs of the community served by providing quality, cost-effective support services aimed at preventing hometessness, achieving self-sufficiency and strengthening relationships. Offering long-tenn guidance and supportive opportwlities assists each household member to realize their full potential as productive, responsible and caring individuals. CoUaboratlve programs lgdade: • Budget Preparation and Review-weekly, monthly, quarterly, annual re-certification • Career Counseling -College Counseling -Grants, Scholarship Opportunities • Case Management-weekly, monthly, quarterly and annual evaluations • Childcare: during workshops, school preparedness, after school and summer programs • Computer training and tutorial programs for-students and adults • Counseling, support groups, individual and family therapy parenllng skills, anger management and developing healthy relationships • Credit CoWISeling, debt consolidation, first time homebuyer preparedness • Employment assistance, skills assessment, resume development, career clothing • ESL classes • family resource services • Financial evaluation and credit monitoring • first Time Homebuyer preparation and support services • Goal setting, short term, interim, long tenn -professional, personal, rmaocial • Health education programs, first aid, CPR, disaster preparedness • Legal assistance and mediation services • Nutritional evaluations and community food distribution programs • School~ess • Senior seJ'Vice programs, nutrition, counseling, legal, professional services, transport, elder abuse and identity theft prevention, in-home healthcare, hospice and care plan review with family • Tax preparation • Tutorial programs for children and adults • Vocational services, program review and counseling • Volunteering, community, school and nonprofits • Wellness Programs -nutrition, exercise and stress reduction • Workshops -monthly Specific promms are desimed to assist and meet the individual needs of each household who are at or below the federal oovertv nuidelines. The support 3ervicu target the most urgent needs of the residents while preservi,g their dignity a,d encouragi,g self-sufficie,cy. The projection is that affordable housing in conjunction with support services provides a positive environment for successful outcomes that benefit the families in lhc program and the communities where they live. The program is focused on families who desire to achieve self-sufficiency within three to five years. An outcome study completed in Aoril. 20JS. reali7.ed a 91% success rate for the program. These families auccgsfully left the San Juan Capjstrano Housing Authority promm wjtb stabilized homjng and cmllt. adyaoced vocational trajojng and cerdficatjons and/ or a cp!!ege edUcation. incrwjna tbe household jncomc. ma.intaining full time employment; and over 38% of the families fulfilled their long term goal to be a first time home owner. Cue Maaagemeat: Case Management meetings are scheduled monthly and reviewed with an assessment team. The purpose of these meetings is to assess the needs and monitor the progress within each household. The case management team reviews the income to debt ratios with the headls of each household and assists them in preparing a realistic budget, savings and employment development plan. The goal is to increase the level of household income and savings in a concerted effort to improve their financial stability as they work towards self-sufficiency. In addition to the monthly meetings a detailed eight page excel budget is prepared by the household and reviewed by the case management team to insure that financial goals are set and met. Financial advisors assist with debt consolidation and credit monitoring. An assessment is also made on the utilization of workshops, academic or vocational counseling, individual and family counseling, goals, monitoring of college classes and/or vocational training enrollments and a review of the children/teen or adult needs for tutorial assistance. Encouragement, support and focus lead to successful outcomes. Community outreach is provided by the families through their commibnent of six -eight hours of volunteer work each month. The families volunteer at nonprofit agencies, schools, churches and community events. Each family bas a positive volunteer spirit! A monthly home inspection is also provided by a case manager to evaluate the living conditions, check for safety issues and/or the need for household repairs. When repairs are needed, three bids~ secured by companies insured and approved by the city. Before and after photos document the need and resolution of the repair. Prospective candidates on the waiting list are contacted on a quarterly basis to update their infonnation and evaluate their future program eligibility. A family accepted into the program meets with a designated case manager to review and sign a lease agreement and program guidelines. Current residents are recertified annually and sign a lease agreement and program guidelines on or before the first day of each year. Weekly, monthly and quarterly reports are submitted to the city. These reports contain an evaluation of the resident's compliance with the established program guidelines, support services utilized and a detailed accounting of the financial activities related to the program. Progrllllf review: • The resident agrees to pay the rent before the 1 Otb day of each month • A late fee of $50.00 is due if rent is paid after the 1 olh day of each month • The resident agrees to work with the case manager in preparing a weekly and monthly budget with the goal of saving 10 -20% of their net income each month in a verifiable savings or retirement account. • Families accepted into the program agree to maintain full time employment and attend class part time or attend college/vocational training full time and work part time. 2 • Attendance at the monthly group sessions-workshops • Adults living in the household agree to volunteer 6 hours a month in the community • Attend individual counseling if it is recommended (parent/marital, anger management, children and teen evaluations, tutorial assistance, senior services, independent living skills training, vocational and rehabilitation services) various counselors provide services to the families, seniors and individuals with disabilities and select counselors are bi-lingual. • Attend monlhly meetings with a case manager, academic advisor, and/or financial advisor for additional sessions needed to assess and evaluate academic and financial goals, life skills, debt resolution, credit monitoring • Complete monthly paperwork (due on the first of each month) that includes: 1. Goal Sheet for each adult and teen in the household 2. Budget Report prepared weekly/monthly for each family (outlines all monthly income and expenses) 3. Submit supporting documents for the budget sheet. Proof of rent payment, household income, pay stubs, child support, bank statements, Notice of Action forms, etc. 4. Account for all expenses- Monthly bills received and paid, groceries receipts, restaurants, school functions, books, class registration. school and athletic expenses, gas, auto repairs, car registration, auto insurance, department stores, phannacy, etc. • Agree to a monthly in-home inspection • Maintain the residence as a safe living environment • Report the need for repairs and/or maintenance Monthly rent payments are to be paid either by online banking automatic bill pay, mailing a check or personally delivering a check or money order to the San Juan Capistrano Housing Authority. Rent is considered late if pa~ent is not received by the lOth of each month. A $50.00 late fee is due if paid after the 1 o•h of each month. The tenant provides the case manager with a rent receipt or bank statement confirming that the rent, late fee or Security Deposit, if applicable, was paid. 3 Aft'ordable Housing Background Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange County. A collaborative team of associates provide professional and clinical services focused on breaking the cycle of poverty through education, financial literacy and wrap around services that increases the potential for each family member to be successful, self-sufficient and a positive role models within the community. Affordable housing is a necessity in Orange County. The rising cost of housing is a major contributor to the continuing increase of the homeless population in local communities. Yet. affordable housing alone is not sufficient Studies show that counseling, case management and vital support services are essential components in the development of an individual's maximum potential and their ability to achieve self-sufficiency. Support programs are strengthened and positive outcomes result when local collaborative and professional relationships are developed within the community it serves. The program developed in 2005, for the San Juan Capistrano Housing Authority provides support services and subsidized rent for families accepted into the program. The goal is to offer hope with a positive direction and to help open the doors of opportunity. This approach gradually reduces the levels of fear, stress and anxiety and presents a way for a family to realize and identify with success. Even small victories fortify and strengthen a person. Courage and strength helps in taking the next step -to move f01ward and overcome the past. The attached testimonials were recently provided by families who are cummtly in the program. Their experiences bring to the forefront the critical need for affordable housing and the imponance of providing wrap around support services. Their histories are varied and yet each one humbly illustrates a challenging journey. However, it also illustrates their determination to discover a new direction not only for their family but for future generations. They become vested in the process and detennined to break the chain of abuse, abandonment and poverty -both now and into the future. The families in this program are focused and want to make a positive difference within their family and within the community as well! 4 EllglbUitv Recommepclatlons: In order to be eligible the potential resident must be low to ven low Income. The new applicants agree to maintain employment, attend college or vocational training and - most important -be willing to work towards improving their household income and strive toward achieving self-sufficiency. The families in the San Juan Capistrano Housing Authority programs currently meet the city requirements and are re-evaluated at the begimring of their annual contract agreement Local churches, schools, community organizations and/or social service agencies, may also refer future applicants to the city for this program, thereby, strengthening the collaborative partnership agreements for vital program services. The guidelines for the housing assistance program encourage open lines of communication. The mutual goal is to meet the needs of each household and achieve a broader impact on the success rate of the residents involved in the program by offering support services and resources. Intake Process: 1. A potential client calls the city of San Juan Capistrano for housing assistance. The housing coordinator provides a waiting Jist application, and explains the criteria necessary in order to qualify for tho program. 2. The prospective resident is asked to complete a housing application when a unit becomes available. The head(s) of the household meet with the program manager for an initial interview when a unit becomes available. 3. If tbe appUeant appears to be a good matcb for tbe program and a unit is available, another interview is scheduled. The purpose for this interview is twofold. First, the applicant learns more about the program to detennine if the resident's goals align with the program goals and procedures in an effort to achieve self-sufficiency. Secondly, the support team reviews all the applications to determine which family will gain the most from the program. 4. The applicant is to tum in a DMV report, credit report, copies of each household member's social security cards, copy of birth certificates, copies of three recent check smbs, employment verification, two-three reference letters and agree to a criminal background check and drug screening. S. The program manager con fen with the city and within a week and a half, the applicant is notified as to whether or not they are accepted. 6. Once the home is ready for the new resident/s, they are given the program guidelines and agreement to read and sign. The new tenant signs the lease, security deposit/s required and the rent is collected and the keys are given for the home and mailbox. The program manager conducts a walk-through of the home with the tenant and then the tenant signs the inspection report. s Program Management, Case Management and Counseling Team: The pmsmm manager. counselors and collabomtivc partners assist the families in the housin~.t profQllJD by prpvidjns support and guidance. 11re counselor's goal 1., lo meet with qJI (qmilies (or rroug and In tndividuql sessions. The initial evaluation includes an emotional need(s) assessment for each family member. Parental life skills assessment, parenting and communication skills, stress and anger management levels and the specific need(s) of a child or teen in the fiunily are all assessed. Residents in the program who are seniors and or disabled will have additional needs/support and vocational or rehabilitation assistance. The program manager helps the residents stay focused on their goals and monitors the compliance with the program guidelines and support service and volunteer commitments. Frequently paront(s} need assistance with credit repair and /or legal aid and all residents need guidance in establishing and managing a monthly budget. The program manager assists each client with an individualized plan to reach his or her ultimate goal of self-sufficiency. The amount and type of needed assistance will depend on the individual client. The program manager and case management team also act as a liaison between the counseloiS, collaborative support team members and the city in ultimately providing a holistic approach when working with each household as they strive towards self-sufficiency. The goal is to have monthly meetings to evaluate each family's progress. The program manager completes a unit inspection report when making the monthly in-home visits. This report describes the home's condition and the need for maintenance or repairs. Like any home, the residence may be cluttered at times; however, families are encouraged to keep it clean, safe, and to provide a healthy living condition for the household environment and family's stability. Neighborhood Wateb The Little Hollywood community has an active Neighborhood Watch Program. Neighborhood Watch meetings are scheduled weekly with property management and Neighborhood Watch Captains. Reports of suspicious activities or crimes are discussed with the tenants in an ongoing effort to educate the community on safety and to reduce crime in the area. Neighborhood Watch signs are posted within the community. A parking sticker is provided for each vehicle registered to a tenant identified on the lease along with one Guest Parking Hanger per household. Parking controls have reduced the incidence of crime from surrounding areas using the community as a drop off and pick up area for illegal drug trafficking. Scheduled workshops provide education on the crime prevention programs in the community. Presentations are scheduled with Celina Corley, Crime Prevention Specialist with Orange County Sheriff Department -San Juan Capistrano Police Services and the discussions include Home Security, Vehicle Security, Vacation Security, and contacting the Orange County Sheriff's Department when a suspicious activity or crime is witnessed. Information packets provide each household with important safety information, Home Security Checklist and important contact numbers. 6 Length of Stay: Tenants are Re-certified Annually -(Refer to Pro1fam GuideUnes) Bach tenant will sign a lease, and case management/support services agreement The city can present a 30-day notice to end lhe lease agreement, and case management and support services if the resident is not complying with the guidelines of the program. The program provides each household with the opportunity to save up to I 0 -20 % of their monthly income by offering various support services that reduce the household expenses. The head of household will be asked to open a savings account. The case manager will explain the benefits: (1.) Savings provides security in the event of an emergency and (2.) Savings is a reserve to assist the family when exiting the subsidized program and they resume paying full market rents. The resident may be asked to write a progress report after 6 months in the program to explain what they have gained from the program and to set their goals for the next 3-6 months. This helps the head of household to focus on the purpose and their commitment to the program. ll also emphasizes that the program has a designated timeline. At this time the case manager reviews the goals set in the fJrSt quarter of the program and assess their progress towards independence. If the client is following the guidelines of the program. but is not yet ready to transition to independent living, the program would most likely be extended. The recommended length of time in the program is from three to five years. Each household has a limited window of lime in this program. Hopefully, with support and guidance, they wiD be ready to transition to independent living. Not all families will be ready for this change. It is up to each individual to utilize the resources of counseling, support services, fmancial planning, budgeting, computer classes, workshops and vocational programs to increase skills and wages. The proposed support services are vital tools that assist in achieving goals. Those individuals who successfully transition out of the program will then open the door for a new family, individual or senior to participate in this program. Pre111dlng the necessqa tool§ within a posltl~~e en11lrtmm~nt cqn Nise qn lndMduel's self. esteem 1111d lmorove their potentltll (Or succus liS they condnue to work towgrds achieving se/(-.tufflc!ertcv. 7 -I Contnct recommendations: 1. MDM and Associates to provide strategic plllDD.ing, direction and collaborative program development for improved support services to the resident/tenants living in the San Juan Capistrano Housing Authority program. The expanded support services are to benefit families, seniors and individuals with disabilities. 2. MDM and Associates agrees to provide property management, attend scheduled meetings, review all housing applications and provide the city with monthly statements for all costs related to program services and operations. In addition, weekly, monthly and quarterly reports will provide an overview of the professional and support services provided and individual case management assessments that track the progress and program compliance for each adult resident in the program . 3. The City of San Juan Capistrano is to provide MOM and Associates with a list of approved vendors for repairs and maintenance. Maintenance and repairs are to be on a separate budget MDM and Associates will secure three bids for repair, take photos before and after the repair and notify the city of the anticipated revision of approved repairs. In the event of an emergency repair, the city will be notified by email and voicemail with a follow-up call and provided with an estimated cost for the repairs. S. MDM and Associates will submit a monthly invoice for client support services, case management, program support services and property management as specified in the fee schedule and/or contract. Projected Outcomes, Goals and Benefits: (1) That all residents in this program will be strengthened through their case management, lifo skills training, budgeting, counseling, workshops, job development and family support services to achieve the goal of self-sufficiency (2) That able working adults will secure and retain permanent foil time employment and increase their future employment opportunities by furthering either vocational training or college education (3) That savings accumulated while in the Housing Program will provide a financial "Reserve" for foture housing and emergencies (4) That upon exiting the program resident/s secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. 8 Collaborative Partnersblps MDM and Associates, in partnership with the following collaborative partners, agree to provide comprehensive support services and programs to the households in the San Juao Capistrano Housing Authority. Boys & Girls Club of Capistrano Valley James E. Littlejohn Executive Director One via Positiva San Juan Capistrano, CA 92675 Program Highlights and Benefits of the Boys aod Girls Club: Developing character aod leadership, education and career development, sports and physical fitness programs, art expression and appreciation, encouraging healthy and a positive behaviors and competence in young children and teens Empowers youth to support and influence their club and community, by sustaining meaningfUl relationships with others, developing a positive self-image, and sharing in the democratic process by participating in various leadership roles. Strengthening awareness and acceptance of cultural identities Assists children and young adults by encouraging them to become proficient in basic educational disciplines, setting personal goals and developing core competencies to live successfully as self-sufficient adults Community Health and Enricbment Collaborative Partners Employment Development Programs Career Development Counselors, Education and Scholarship Advisors Health Insurance and Health Education Parenting Education & School Advocacy Programs Family CounseliDg and Teen Services Legal Services Bilingual and Bicultural Counselors Individual and group counseling 9 Dayle Mdntosh Center Disability Resources and Advocacy South County 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 The services provided include: advance empowerment and inclusion of all persons with disabilities advocacy, ADA training, core independent living skills training, emergency network for the deaf: transition services, housing assistance, computer training, employment services, benefits counseling, vocational services, client assistance programs, personal assistance services, and peer support and counseling. DeadStart San Juan Capistrano, CA Quality early education, comprehensive health and mental health services, nutrition education and family support services. School readiness activities, including a fonnalized transition plan into the kindergarten program, services for children with disabilities, parent education classes, comprehensive health, nutrition and social services. South County Senior Services Age Well, Council on Aging, In-home Support ServiceS and Advocacy Programs San Juan Capistrano, CA 92675 Various Support Services are provided to seniors in the community that include: Legal assistance, Counseling, Tax preparation, Insurance policy review and advocacy, meals served at the senior center, meals on wheels delivered to the home, transportation services, physical fitness classes, computer classes, driver safety programs, , immunizations, , medical screenings, social clubs, gatherings and excursions. NelghborWorks-Orange County First Time Homebuyer s and down payment assistance programs provide buyer education, and realtor assistance with loans designed for Low-to Moderate Income Households. 10 Additional community support service partnen Include: Big Brothers -Big Sisters Boy Scouts B.R.E.A.T.H. Wellness Foundation Camino Health Center Catholic Charities of Orange County Computer Learning Centers Consumer Credit Counseling Family Assistance Ministries Family Counseling-contract services for individual needs of the household Girl Scouts Head Start Home Aid Dlumination Foundation Legal Aid and contracted attorneys based on family requirements Meals on Wheels Mission Basilica Mission Hospital Mission Hospital Thrift Store NAMI OCTA Red Cross-CPR Training and Fint Aid Regional Occupational Center (ROP) South County Outreach Schools on Wheels and School readiness programs St. Vincent de Paul The Rotary Club Union Bank of California Volunteers of America Wells Fargo Community Partners Wellness Foundation Women Helping Women Working Wardrobes WIC • Additional collaborative agencies and professional services are selected based on the family's need. 11 MDM and Assoeiates Program and Property Management Margaret McClean Case Maoagement Advison Lonaine E, Fox, Ph.D. Susan Mehta, M.A., B.A., CIP, Certified Intervention Speciatist Counselon Holly A. Plummer, LMFT Ann Friedman, LMFT Desiree Delagarza, Psy.D Paul Gillane, LMFT Wellness Virginia Schoenfeld, Ph.D. FIDance Suellen Rowe Brian Bates, CPA Lie## 34017 Lie# 39893 Lie# l9S7S Lie.# 19S2S Computer Program Development Janet Bearden Computer lnstruetlon and Employment Development LanyGates Insurance Providers: Hartford Insurance-on file with the city clerk AAA Insurance-on file with the city clerk 12 SCOPE OF WORK DESCRIPTION -Work Sheet f or Pros ram Budoel ----t ----PROGRAM APPLICATION PROCBIIING - - -- --~ ------I 1.1 Review ..0 ~ .. Wlildng-lllt applc:8llon8 .. progtam eligllay. --,s I ~ 1.2 --r-ltlld all Wllllklg 1111 ~ (CUI'I'Onlly 228 8pplcanla) and poWfe lhe falooflng lnfarmalicn: --1 Q _ ICut!en; r:rcgt:>m dul:ricliOn :a:v1 elg~ly ro ~m•~ r_s b 1 Desaile the waiU1Q list process and DIDIIidlt :he current enli;ipated timelrane !3 to 5 ~~ i S I PrtrvOe 11e ranes. 3ddtesscs, and wnlad runbers loc llllema tivl! hous<ng ~ and SUJlPOrl S<:Nico ' agencies lhal are localad v.lthin sol.Ch Oranoe Counlv; thai are speCific to the individual applicant ChaU6CI\old}l c. ncecb. S Pr<Md e gudai"'CCI llrld examples of cosl sa-..ng meastrll$ specffic to 1t1o llousello1d needS Jl ,e. fOOd pantr>eS.j d ~ sorW:o aoenc:>OS. acav. ...o.-_ •~I. I S I c. I Update the a!ll)(lc:anl a:ntad fl\lonnllllon tor il rx>'icanl.s In order lo ptOIIide lulift updates and hcusing ~'QPOI1 1 5&M:a r.-nm~~ as t-ous•hold conQi)jon• eh ange. · S I Update 1he wailing l;sl• QIIT8IIIinlormall0n end status upclales. L u ~ $ --(Pr~ Qu~rtcut .. -u~IOS -maillenan; at111U:allv t J ~~ haulellcld-..fortbe~ unil(s). 1: 1.A s As u:m beccrre ....ubte in tne Ull!e Hcllywood r~toood. tte Housing CCiiiiilbnt sbal con!xt al ~ 1.5 --&t~ondcb!ainl~h~~- a ICocies of child cusloc!lo and dlvo ra~ documentallcln 1! aoo!icalml . I s I I ConcJuct .., lnlllal interview witll hcuoeholds lo ,.._Program Guide!'""" and IU :s b. cle:enninc It lho~ aro GU~~Uf;ed for !he ~·~m tlil!ed cn lhe fotowir,g Pt~nm Guk!ei111cs: I . U.S. Cilrac1VIip/PI!fmanent Alien Residefll Sia It.'S. li. Evilluala t11c ~ cncome 1o del<!nniM c:wo:.e cted m~:.. I :10. Householcl ...... !lt. ~hol<l prior•~ • v. lnilJalllousehol:l baclc Q!'CJUnd ehodt. I ! c ~~tc !n-<loPih rev iewS or waiL.no li$1 ac<>I IC:anl'a h~hald cross lr.c:on\C$ to cfe !emv'ne 6nal in cccne le•et. $ I Credl l rc pos1:\.. u. ~ &r.d cred1l aa:cur~b lo r lha f!!!l iiVee mon:zu. •I< P!J! ,tubs for tho oas t Uveo monms , iY. Taro fiinll.> lor the ""''three..,.., v. rcomo 1o detll ra!io . --~-- I I I c.,..unant FEE$ Moc:na<Fiot FM ' I 25.00 ~ Is s ' cS.OO 100 s 5.00_ 100 s 25.00 100 Is I 25.00 100 s 1000 100 s 10.00 228 s 500 s s s I 5.00 5 s 150.00 5 I s I I I I 15000 s s I I I I I I , I I TOTALS I 1 .2~.00 9,000.00 2.s:10.oo I I 500 .00 I I 2,500.00 I 2.5:10.00 1.000.00 2.280.00 I 25.00 3.025.00 25.00 750 .00 750.00 I I 71512015 9:08AM m X :I: -m =t m I I -~~------ SCOPE OF WORK DESCRIPTION_ -~-­ Work IIIHtloroPtG;ma lluci!Jtc I eono.-nl l Fm!l ---"-TUTALt d. ~ iiHieplh almlnaJ ~-al hoUoollold -~~ 10-",_II I~ ... ·~:::::.:::.__ --;-;-.-=r· ~--1~: =:· ---~ ::o~-~~-~=--~-.., ........... ._ ................ ...,_ls 20.00 , -s --loo.oo ! DeloomN w • ..._..Pen far --'ly doposil_.anb .. ,_,y, --h --,.,. --"'-----1 1- .l. "' lndutlod .. ""' ..... "9'01!"''"'l s 20 00 , __ ... ~· HoUIIng eaar..u. ... ,. -.. -IIIIOM*II""" ... Progrwn GUoroonoo •••tAndze--'1!'-Lril S 110.00 • 20.to • (U...1 "~ wiKtOt:J ~·•hii<Ho Cornpli!O~~~ .. ,.-in;s !¥,nWt:;o~,. Midi~ ~J!.•s. ' ==--~----~MI4s;udo"b.,.,~WI~ --j i totO 1- IJ.I u u J.o u 1- .. ot.=IU#(Cfdt.'l/tf JCIU'M ,DLitO~~.andw.ifitnSI,IIVUIOC~~~~-)ro .. ~ Cor~• t.:.JHhelld -.... -:-.._ -ttvoU9h~ ~~of rtt-.:«1 ~ ~ pn,»viOlt ~-holo 'M:h ~'Cf. pa>l<n~~p.us. ~ ~ • Co\51! -GeiiEHT • PROGAAMAHO PROPERTY IIAHAGf~T 1 ~C'Yiaw.ndiCIMnh...._..11Ll~Sctpr9Mn~. .J_!A..~---~ jo.. .. Mil'tlevlow ro...,....ond-·fii.IH!".Icmlo:IOn...,..lcdon~U>Q-..,_,,..,-<01 Pwbm -"'i ......_. ol -bud9oto b-trogo!al .,_. -"""""' on >fl'"'l"l.11o """'Ot ""-~~· s !50 ~ iiiionn _...., "'""'vo .,;,. lho ~ Wold> ........ ·~ ...., • .,. ol ulocy _,....,; ._,."'~'"""'c.orrmlf'"l· _s _ 2500 Pwlotm"'"'ty lm.poicb)ntOf~ kx ~~ concoms "I. _~DO: 1:-:1 za Is 10,500.00 -----" _1ctf9!ll!.t ~~I -Is 7110.00 Perlorm"""""'Y-YI>lll O>to"-oiUtllt ___ SulnldyP10Q'11111-aillal<>n>. tltvt!roli Ui.O~ae:tdd ~mt.~P~wftGJdclinc""i: _J! ':(:';WI .. I. ----I $ 1Cftn ._ Y!!lfrli!i!ollll1..!!'!'-!. .~~b ... l•l conc.e<ns. I[.~~~Ji!O!SNjilnOidsr.ir<?.'Ji_lojljiY~[!!~ . -~~~·~1Ft~ li Colt~ lkr"" -FiN ....... ~,aa -"~~ ""-" """ iirliOO 2~--, s 1.ooJ.IJI! ~ ·--=-=--i--; I ~-Zi "" I - ----- 71Bf.101501ll AM SCOPE OF WORK DESCRIPTION I I --- Work Sheet for Pronrom Budgal Co n ooll>nl ~' J ,£! $ "-'" .. fMI h• TOTALS Prcvdt tA"tnry..fout hofs, nYefl"d.rv • 'II'Wk a111Cid aoMce for !eRinl rl\lnton.anc.e noll 'dlnil«S at tN)l'IIN( u .............. s S.J)OO ,OO I • S uoo~ _Jlheao."""*"'oNII-OOOio llll -.;"'*'moilllnlnoocoransorioe: , -f "2:52000 • Oo:l.mant II tnidl:nc:D ol riOCCJ.~ I:N_...Ik&: thQIUI:J l l s 10 00 2ll s 2a«J01)1 b Racav. en. bida far.al m~ ,.pan hm ~con-toft s &000 2& s 1_400 00 ! < ~~ ~!i!B!G docu,....,..:.ion oiO>ll"!~i! and b 4li lo.,. ~Hc!!!!~lteoc-o....-:<1( ~~ oval. s 1000 28 s 2.JIOOO a C~~~~~-~·AI.Jjt.CH~I?PO"I(Jd«antf-.dcn.Mdblr'liW.a.. s 1000 28 s 2~1» Daa,rnttll &:f e-lidonce ~ III PI .If'i ~ phol;u Olnd 11111ld "T ~ dOC\Imtnblll:n lio II). A...II"'Cn:y"t HQus.~ --. c.,.,.,r....,_ s 1000 1.L. s :1.!000 ~mot~IIN)''l!IIO'\ttlqn. en FI'Wy~ b c.M.A~ O'ldifRlWJI ~1'11101 fOt D 0"\)Q'WI'I po-aon.-11.• bud!l<l....._,....._<ndll_rolghl .~l llrno--., __ ....._.._oto .l w......._ .. _onFrtdo1-*vl ... lo--'-.d"""""_"..,. Ul ~-"'.olll b~ly. s 5.760.00 1s...,...·;;;..,., .... o><mo .. ..,.., ... ,. ... ~ I . s ~00 " s 4.20000 b ~Ptut~~~.!.l.~!I~!Y~,~ -----s 20)110 12 s ~,4 0000 .. JP tcrldo cNd4MC &e-~'l'lo&h :hcl~I1'9~ICI'C"':'IIbl. $ ' j)O 2 ' 2.181)..03 I ~ ; CPI!.~·~ -~ Fq.tl\.lde;,nh -· :n: _Ciitnlnol bac*OipU nd-clliiCIC d....ance --------·- _ .. l lnlc~-R ...... S<bi\clr-wllh""""""'oiVCitui'IIO'IcoMcelae- .t ~--lloparloiN-.,g~OL<I!IOI IIId-... IICIIIIo-10: s -"!J.OOO.OO ' s JO,OOO.DO ! i Crlltlflf CuiMis.e··~ E~IAssislanco &nlor SoMce• I ~ =c= Cl>ldCMo -i ESLCla~•• To,.,.,..rion I Tulrri>o Financial Eveluaton w.nn. .. PIO<lflm --Vocational Tralnlna Goo/Soll>og P,_,. ......,,...,,,._ Ct'fllit Cowuellna Heollh F.ducs6on School Reedlne.u ,_ -----------........ ·---lotl.llllo~ .• o MdR.tontAa~le"'-ntc:oc.~ S:~ I l l 8.100.00 1 .11 Alnsaly ((Kit~ .. , houlehc*ll. s 7 560.00 --• '0 eteminG jl holnehoi:S ~ '' al.f op~o,rielc lho U'lll ~' 10, iL ~ ..1~-~ --- 7/612015 9;08 AM SCOPE OF WORK DESCRIPTION -----------------r------1----·------- 11 _---------------+---------------~w~~shut~~UMmlu~•t -----r -----~--------1 -------------------con~......--------- 1-1!.. Comoltloh-dmlh..-ol-•ross-_lode"'""""<!!!'""'---C ~:O .oo ...,.. ~:-' ,.. _ $ __ TOl:fooo:'.,oo.-r-----1 .~ iiiuuu - $ SGOof s !!l!!.OO g. 7N2015 a.oe ~»>. SCOPE OF WORK DESCRIPTION I -,_ ---Wlltll BIIHI'filr l!ltr!lnmBud!llll ~i -. ........ 10TALt ----____ ..... _.., .... _d ... ____ ~,{ 1.11 ... _..ord--~ ... _, s 1400.00 I a ~tu·ol~lng_ + ,-10_(0 1 3! -,.!-?.!.jtjl!)_ I b §~· odJ!!l!~lt'~ioo~Mn! s 10 00.!. 3! 11" ~- <;_ &,b~U allll~~~~!ll'~~~~-·--------__ -____ --=--~---35-s 35000 d C,...,.,!Qon lho•-·•l'!!'r!!!!••!ll ...w~L . $ 10.00 J S $ 3SODO I 1.11 -~ ... --ondwlllc-olunfelo!•ldo~-s U:IS.OO .. -PIO'Mooi<llolllli ""'lll illl!!!lliiMII tld:l ta ra ·r-so .oo s s 2SO M b OC'ICIM".e ftl •l'lfttdtonGeotnecou.llf't...tt Pi n ~ _L sooo 5 2SO .OO c.. Ut acehoe OliN ttWJ fotal •u~• lrum A11ihii't.~owd awW.:I!Jtt.. S_-..-!_0!:22. s s 50Ct00 Pl<ot"'"" -~MI «>r -~""' '""""'"'..,'' """'""'· pn»ldo c.,o ,.,.,.."'1 ,,_ "'1111., .W'"'CI d :=: .. ":"o~;::: dlmogo, Millen-1018!1* ...,_, ond-5ecur1y Dojlaoll....,...l s 2SOO ! .• s tnool .. f'!l!!i!!!I~"!!L .... IIIIII!!I!YIIIC!!!!!'!Il_ s 100.00 j 5 $ 50UJJO ; L ~-cot iM po<J!O'!.!!!'YI!!:_ ----, -----------------OldO'iiiT.a'tl am •~. ---------------·--- Q, Pbo:o dof_~~_!J!_Vl\t condlion 1Bd ~In: ---- -------------·--------... ~--· r tM.l~-~-l'lo~ \f ---------------·- '!, Stcut1ty Oa~ IUIM:IUI\1 to bel ftllnDUtaf)d_ 1-· --] ----... ---.t. ~J!W-tlng~---·----- 1.17 -~--Jn-.noo-!lal.o_H._....,, S 25000 -I T ~!>_0.00~ -1c;,:.;i. oclocl lho """""""J>d->oc!U\a 10011 a» Ill •1<11>1 cow l<ltl~udo<l ID IJiis ~_I__ -1. ------- l ;ROOALSUOSIOY PROGRAM - ~·---IDur.dlordobl'htnlol-""""" lhoA-,.1-..Iho ~e...,....,.~ f- >.1 l1b C!l;')etnOw;lhh ~-~ Fn.ofdi9'JI..,.-nonl poe ... ·~ hr')'IIW'(oQ~ s __ 25 ~ • _s __ 1C!J!!l ~d .. IWI:o" ~~nil W ~ LA.~IIX bl .ny rna.ltMM"aal cencMm. Mdi'Cit a.ntlold ltJna.N ---- l.L_ -I 611110 . s 211000 JKnp•-ol>ll-·t__,,,_,.o, ""'""""""'--<0. ~--.---n-l.l $ 25.00 10000 I i SCOPE OF WORK DESCRIPTION I I I I t r I I Work Sheet for Program Sudg~l ' I i I ' I . Co.-...IIMt FEE$ Houri01Fbl FM . TOTALS ·-:u ·a.....-lie~-.~...., llle AIJrJ"aitls Prugram Guli!ewws ---s 200.00 1 Provide ll!e Aulllorily ~ wrillen correspoudence Ill any hOUsehold lila! Is In violation or the Proglam a. G~ I s 25.1111 4 s 100.00 Alland meetings .., 1enan1 hotJseftllds and Aulhortly represenlallves 10 <ISCUss violation and posstie I b. fllj)eJO.IS$lCnS ---$ <5.00 4 s 100.00 -. c - -P~l T~_AsseW!Ienl ol Tenanl$ • EclJc:aOon . CGU!1:2~.1'Inance ard I S1.tl50 12 s 12.60000 ~11.3119()111n<'lll I L I Tho tulgetline IIams~ duB 10 pr$ram_~ Nucls b;a nctlo<UCI!Ed :olal budge{~. _ j__ . -;-s--11s.s9s.oo-·ANU~ir·-·--~ GRAND TOTAL FEE S I S 211,924.17 for 22 monlhs. I I I I I .! ---i I I ; I I I I I I I I • I 6 7/612015 9:0e AM 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493-1171 (949) 493-1053 FAX www.sanJuancapistrano. org June 8, 2017 M DM & Associates P. 0. Box 2041 Mission Viejo, CA 92690 MEMBERS OF lliE CITY COUNCIL SERGIO FARIAS KERRY K. FERGUSON BRIAN L. MARYOTT PAM PATTERSON, ESQ. DEREK REEVE Subject: Renewal of Personal Services Agreement with MDM & Associates Dear Ms. McClean, This letter serves as a formal renewal of the current Personal Services Agreement (PSA), executed on August 15, 2015, between the City of San Juan Capistrano Housing Authority (Authority) and MDM & Associates, whereby MDM & Associates provides property management and support services for the Authority operated little Hollywood and Rental Subsidy affordable housing program. The current PSA is set to expire on June 6, 2017; however, Section 2 of the PSA provides that "at the discretion of the City Manager, this agreement may be renewed for an additional 12 month through June 30, 2018. n Pursuant to Section 2 of the PSA, the City hereby extends the current PSA, with all provisions of the Agreement in full force and effect, until June 30, 2018. The City very much appreciates your dedicated services. Please sign this letter and return to Laura Stokes, Housing Coordinator/Assistant Planner at your earliest convenience. We look forward to continuing working with your firm. · Accepted and acknowledged by: ~~&!~ OM ss oc rates ATTACHMENT 2 San Juan Capistrano: Preserving the Past to Enhance the Future 0 Printed on 100% recycled paper MOM and Associates 34231 Camino Capistrano Capistrano Beach, CA 92624 (949) 588-2420 Office (949) 374-0385 Cell Mailing Address Post Office Box 2.041 Mission Viejo, CA 92690 July 20. 2017 San Juan Capistrano I lousing Authority Laura Stokes. Housing Coordinator-Assistant Planner 32400 Pasco Adelanto San Juan Capistrano, CA 926 7 5 Dear Lnura. On June 8, 2017. I received a letter Lhat served us a formal renewal ofthe Personal Services Agreement (PSA), executed on August 15. 2015, between the 'ity of San .Juan Capistrano Housing Authority (Authority) and MDM and As ociates, whcreby MOM and Associate s agree s to provide properly management nnd support services for the Authority open1tcd Little Hollywood and Rental Subsidy affordable housing program. The current PSA was set to expire on .June 6, 2017: however, Section 2 of the PSA provides that "at the discretion of the City Munager, this agreement may be renewed for an additional 12 month through June 30, 2018. The City extended the current PSA until June 30, 2018. In review of the Program and Property Managemcnl24 Hom 7 Day on Call services, MDM and Associates is requesting a budget of $122,000, which is an increase of $6.405 over the 2015 budget. Within the past year. additional time and services were necessary to fortify and respond to situations that involve property management, community satety and support services. The proposed increase saf'cguards that services provided will not exceed the housing program budget Last year. a higher rate of crime occurred within the: surrou11ding communities. As a result. The Little l-lollywood ommunity rcaliLed un increa e in bur~larics. vandalism. towing \ll' unm1thorizcd cur s parked within the co mmunity, ho1nclc ssm:ss and em •rgency re s ponses 10 incidents of trespa ss ing and pub I ie drunkenne ss. su s pi c ious per . on repc rt of a nHln carrying a gun. a 'h e riff's De p<lrtm e nt eall at 3:00a.m. to ell) "Tenant Wcllnc ss 'hecks '' fo llowing a "'Shots Fired" incident originating from a neighboring gang related shooting with a truil or blood coming into the Little Hollywood Community. The aforementioned oecurrences are a few examples of incidents that have hi.!ightened our locus on Safety Measures, Increased Lighting, Neighborhood Watch Communications and providing follow-up with the tenants and the City. It is an honor to provide Program, Proper1y Management and Support Services to the City of San Julin Capistrano Housing Authority and the families residing in Littk Hollywood. Tht• program participants are exceptionul and families who complete the program realize a 91% success rate by achieving sclf'-sufficicncy. Together we are making difference! l look forward to continuing our positive working relationship and providing professional services to you and the City! SiiJ~_erely. ! ''; ? ,__;.,.; )·~ ·7l!(?t.>7.,.('1t.-. '· ?.t 1 (<-11A. /u/-, 1.. ~ · ··-~ \.. J Margaret McClean MDM and Associates ATTACHMENT 3 AMENDMENT NO. 1 TO THE PERSONAL SERVICES AGREEMENT BETWEEN THE SAN JUAN CAPISTRANO HOUSING AUTHORITY AND MDM AND ASSOCIATES 1. Parties and Date. This Amendment No. 1 to the Personal Services Agreement is made and entered into as of this 1st day of August, 2017, by and between the San Juan Capistrano Housing Authority, a municipal organization organized under the laws of the State of California with its principal place of business at 32400 Paseo Adelanto, San Juan Capistrano, California 92675 ("Authority") and MDM· and Associates, a Sole Proprietorship ("Consultant"). Authority and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." 2. Recitals. 2.1 Consultant. The Authority and Consultant have entered into an agreement entitled "Personal Services Agreement" dated August 15, 2015 ("Agreement") for the purpose of retaining the services of property management and support services for the Authority operated Little Hollywood and Rental Subsidy affordable housing programs. 2.2 Letter Agreement. On June 8, 2017, the Authority exercised its option under section 2 of the Agreement to extend the term of Agreement through June 30,2018. 2.3 Amendment Purpose. The Authority and Consultant desire to amend the Agreement to increase the not-to-exceed compensation amount. 2.4 Amendment Authority. This Amendment No. 1 is authorized pursuant to Section 6 of the Agreement. 3. Terms. 3.1 Amendment. Section 3 of the Agreement is hereby amended in its entirety to read as follows: 3.1 Amount. Total compensation for the services hereunder shall not exceed Three Hundred Thirty-Three Nine Hundred Twenty-Four ($333,924) as set forth in the Exhibit Band reimbursement Page I of3 6114 7.02100\24464451.1 ATTACHMENT 4 for rental payments shall not exceed One Hundred Forty-Four Nine Hundred Eighty ($144,980). 3.2 Continuing Effect of Agreement. Except as amended by this Amendment No.1, all other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Amendment No.1. From and after the date of this Amendment No. 1, whenever the term "Agreement" appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 1. 3.4 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1. 3.5 Severabilliy. If any portion of this Amendment No. 1 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. · [Signatures on Next Page] Page 2 of3 61147 .02100\24464451.1 SIGNATURE PAGE FOR AMENDMENT NO. 1 TO PERSONAL SERVICES AGREEMENT BETWEEN THE SAN JUAN CAPISTRANO HOUSING AUTHORITY AND MDM AND ASSOCIATES SAN JUAN CAPISTRANOHOUSING AUTHORITY Approved By: Ben Siegel Executive Director Date Attested By: Maria Morris, City Clerk Approved As To Form: City Attorney 61147 .02100\24464451.1 MOM AND ASSOCIATES Signature Name Title Date Page 3 of3