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11-0607_MDM & ASSOCIATES_Personal Services Agreement (2)PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 7th day of June, 2011, by and between the San Juan Capistrano Community Redevelopment Agency (hereinafter referred to as the "Agency') and MDM & Associates (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, Agency desires to retain the services of Consultant to perform property management and support services for the Agency operated Little Hollywood Program; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Agency and Consultant mutually agree as follows: Seaton 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Tenn. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2014. At the discretion of the Agency's Executive Director, this agreement may be renewed administratively for up to three additional years through June 30, 2017. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed One Hundred Twenty -Five Thousand Nine Hundred Fourty Dollars ($125,940.00) annually, as set forth in Exhibit 'A" attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the Agency at the rate set forth in Exhibit "A," attached and incorporated herein by reference. Included within the compensation are all Page 1 0 0 the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental casts to perform the stipulated services. Submittals shall be in accordance with Consultants proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the Agency. The Agency will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from Agency is required prior to Consultant undertaking any extra work. 3.4 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 be made available at reasonable times to Agency. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of Agency, 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 Agency to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Agency. This Agreement may .not be assigned, voluntarily or by operation of law, without the prior written approval of the Agency. If Consultant is permitted to subcontract any part of this Agreement by Agency, Consultant shall be responsible to Agency 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 Agency. All persons engaged in the work will be considered employees of Consultant. Agency 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 the Agency 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 Page 2 0 41 the Agency, 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 Construction Site. By executing this Agreement, Consultant warrants that (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) It understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by Agency, it shall immediately inform Agency of this and shall not proceed with further work under this Agreement until written instructions are received from the Agency. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E-Verifv. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.gov, or access the registration page at https://www.vis- dhs.com/emploverregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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. Page 3 Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to Agency at least one (1) copy of any final reports and architectural drawings containing Consultants findings, conclusions, and recommendations with any support documentation. All reports submitted to the Agency shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the Agency. 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 Agency. All such reports, information, data, and exhibits shall be the property of the Agency and shall be delivered to the Agency upon demand without additional casts or expense to the Agency: The Agency acknowledges such documents are instruments of Consultant's professional services. Section 13, Indemnity. Consultant agrees to protect, defend and hold harmless Agency, its elected and appointed officials 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 damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted 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 Page 4 MIMI 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 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required 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 the Agency, its officers, employees, agents, and volunteers as additional insureds 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 the Agency, its officers, employees, agents, or volunteers. 14.5 Notice of Ca ncellation/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 the Agency, 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 Agency has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Page 5 Section 15. Termination. Agency 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 to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To Agency: San Juan Capistrano Community Redevelopment Agency 32400 Paseo Adelanto San Juan Capistrano, CA 52675 Attn: Laura Stokes To Consultant: MDM & Associates P. O. Box 2041 Mission Viejo, CA 92690 Section 17. Attorney 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 Aureement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. [SIGNATURE PAGE FOLLOWS] Page 6 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: D Maria Morns, APPROVED AS TO FORM:: Oma�val, Agency Attorn y SAN JUAN CAPISTRANO COMMUNITY REDEVELOPMENT AGENCY By: 96 Laura Freese, Chairman MDM & Associates By: lb 'I'LA/V-rc' ()wzezf� Margaret Mc lean, Consultant Page 7 a i` EXHIBIT A !P i Program Description: The program goal is to offer the most inclusive support programs for the current and future residents participating in the San Juan Capistrano Community Redevelopment Rental Subsidy/Securement Program. The program outlined in the guidelines and operating procedures closely aligns with similar programs that I have administered and provided support services for within south Orange County. The following outline gives an overview of the supportive services that are designed to meet the speck needs of the community served by providing quality, cost- effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realizd their full potential as productive, responsible and caring individuals. Collaborative programs may include: • Affordable medical and dental programs • Case Management - monthly Childcare: daycare, school preparedness, after school and summer programs • Computer training and tutorial programs for - students, adults and seniors • Counseling,support groups and workshops in Spanish and English - parenting skills, anger management and developing healthy relationships • Employment assistance, skills assessment, job development services • ESL classes • Family resource services • Health education programs, Past aid, CPR, disaster preparedness • Legal assistance and mediation services Nutritional evaluations and food distribution programs • Quarterly projects and/or events for the tenants • Senior service programs and counseling • Tax preparation • Transportation services • Utility assistance programs • Vocational services, programs and counseling for individuals with disabilities The focus of this proposal is to provide an outline of the comprehensive assistance programs seniors. Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. All proposed services are for the purpose of improving self-reliance and life skills while providing the necessary resources to fortify healthy behavior. The support services target the most urgent needy of these residents while while oreservingtheir dignity andand encoura��lfsu�cienev. The projection is that through support systems, which are easily accessible within the city, lives will be enriched. The proposed program collaborates primarily with partners in San Juan Capistrano to achieve the maximum utilization of resources without the duplication of services. 0 0 Case Management:- case anagement:Case Management meetings are scheduled monthly. The purpose of these meetings is to assess the needs and monitor the progress within each household. The case manager reviews the income to debt ratios with the headfs 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. An assessment is also made of the utilization of classes, workshops and/or vocational training to improve their employment opportunities and their completion of volunteer services. In addition, the case manager inspects the home monthly to. evaluate the living _ conditions, check for safety and the need for household repairs and/or maintenance. Current residents as well as prospective candidates for the city's program meet with a designated case manager at the beginning of the contract. Monthly and Quarterly reports are submitted to the city. The report contains an evaluation of the resident's compliance with the established program guidelines and a detailed accounting of all financial activities related to the program. Program recommendations: • The resident agrees to pay the rent on the first of each month in account set-up for automatic draft to the designated landlord of the property. II is recommended that the tenant set this account with Union Bank in San Juan Capistrano. They provide a similar service for the "Little Hollywood" tenants. • The resident agrees to work with the case manager in preparing a monthly budget with the goal of saving 15 — 20% of their net income each month in a verifiable savings account • Attendance at group counseling sessions at a designated location in. San Juan Capistrano • '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 have the ability to communicate in Spanish • Attend monthly meetings with a case manager to assess and evaluate their goals 2 0 r� • Complete monthly paperwork (due on the first of each month) that includes: 1. Goal Sheet for each adult in the household 2. Budget Report for each family (outlines all monthly income and expenses) 3. Tum in supporting documents for the budget sheet. Proof of income, pay stubs, child support documents, Notice of Action forms, etc. Account for all expenses — bills received and/or paid, receipts from the grocery store, gas station, department stores, pharmacy etc. • Agree to a monthly in-home inspection • Maintain the residence as a safe living environment • Report the need for repairs and/or maintenance. to the landlord of the property It is recommended that rent payments'be made as a draft from a bank and made directly to the landlord. The City of San Juan Capistrano will make the rental subsidy payment to the landlord. Affordable Housing Background 1 Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and I professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange t County. 1 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. A recent four-year study showed that counseling, case management and vital support services were 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. A study completed in 2004 for a local nonprofit showed that of the 286 family members served within a 4 -year period, approximately 74% of these families successfully transitioned to self-sufficiency when they received support services versus the low 26% success rate 4 years earlier when support service benefits were not available. The outcome results further showed that clients receiving counseling, and a disciplined case management had a 22% higher long-term success in remaining self-sufficient 12 months after exiting the Housing Program. 0 0 The collaborative proposatdeveloped for San hum Capistrano willprovide similar support services and programs to the residents approved for the housing assistance program in the Rental SubsidytSecurement Program. Eligibility Recommendations: In order .to be eligible the potential resident must he low to very low income. It is also suggested that new applicants agree to maintain employment and - most important - be willing to work towards improving their household income and/or strive toward setf- suf wiency. The families applying for the rental subsidy program must -meet the city requirements and will be re-evaluated at the beginning of their new contract agreement with the city of San Juan Capistrano. 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 proposed guidelines for the housing assistance program encourage open lines of communication. The city and their collaborative partneds 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 increased support services and resources. I _ Intake Process Recommendation: 1. A potential client calls the city of San Juan Capistrano for housing assistance. The housing administrator explains the requirements of the program and determines if the potential applicant qualifies. 2. The prospective resident is asked to complete a housing application. The head(s) of the household meet with the housing administrator and/or case manager for an initial interview. 3. If the applicant appears to be a good thatch for the program, another interview is scheduled. The purpose for this interview is twofold. First, the applicant learns more about the program to determine 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 turn in a DMV report, credit report, recent check stubs to verify employment and two -three reference letters. 5. The case manager confers with the city and within a week and a half, the applicant is notified as to whether or not they are accepted. 5. Once the home is ready for the new residents, they are given the program guidelines and agreement to read and sign. The new tenant signs the lease, security deposits required and the rent are collected and the key are given for the home and mailbox. The case manager conducts a walk-through of the home with the tenant and then the tenant signs the inspection report. d 0 0 Case Manager and Counseling Team: The ease manager, counselors and collaborativepattners assigned to the families in the housing program provide support and guidance for the residents in the program The counselor's xoal is to meet with all families for group and in individual 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 family are all assessed. Residents in the program who are seniors and or disabled will have additional needs/support and vocational or rehabilitation assistance. The case manager helps the residents stay focused on their goals and monitors the compliance with the program guidelines and support service and volunteer commitments. Frequently parent(s) need assistance with credit repair and for legalaidand all residents need guidance in establishing and managing a monthly budget. The case manager assists each client with an individualized plan to reach his or her ultimate goal of self-sufciency. The amount and type of needed assistance will depend on the individual client andfunding available. The case manager also acts as a liaison between the counselors, 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 case 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. Length of Stay: The city program guidelines will be followed and adMonal recommendations include: Each tenant will sign a lease, and case management/support services agreement. The city can present a 30 -day notice to end the 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 15 - 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. It also emphasizes that the program has a designated timeline. At this time the case manager reviews the goals set in the first 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. 0 E Each household has a limited window of time in this program. Hopefully, with support and guidance, they will be ready to transition to independent living. Not alt families will be readyfor this change. it is up to each individual to utilize the resources of counseling, support services, financial 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. 3 0 0 Contract recommendations: L MDM and Associates to provide strategic planning, direction and collaborative program development for improved support services to the resident/tenants participating in and accepted into the Rental Subsidy/Securement Program. The expanded support services are to benefit families, seniors and individuals with disabilities. Services will -be provided for up to 10 households with housing that is located in the City of San Juan Capistrano. 2. MDM and Associates agrees to attend scheduled meetings, review all housing applications and provide the City with monthly financial statements for all costs related to program services and operations. in addition, 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. Unit or property repairs are to be reported to the landlordlowner of the leased unit. 4. MDM and Associates will submit a monthly invoice for client support services, case management, program 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, life skills training, 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 full time employment (3) That savings accunutlated while in the Housing Program will provide a fuumeial "reserve"forfature housing and emergencies (4) That upon exiting the program residenils secure and maintain permanent housing (S) That the adults living in the household will continue to provide volunteer services within their community. 0 Collaborative Partnerships 0 MDM-and Associates in partnership with the following collaborative partners agree to provide comprehensive support services and programs to the fourteen households in the San Juan Capistrano Rental Subsidy/Securement Program Program Highlights and Benefits of the Boys and Girls Club: Developing character and 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. Empowering 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. Assisting 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. 3. Community Health Enrichment Collaborative Terry Shearman, LCS W 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health insurance and Health Education Parenting Education & School Support Family Counseling and Teen Services Bilingual and Bicultural Counselors Individual and group counseling 4. Dayle McIntosh Center Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Janny Hernandez, MA Saira Prudencio, MA 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. 1. Boys & Girls Clubs of Capistrano Valley James E. Littlejohn Executive Director One via Positiva San Juan Capistrano, CA 92675 Program Highlights and Benefits of the Boys and Girls Club: Developing character and 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. Empowering 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. Assisting 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. 3. Community Health Enrichment Collaborative Terry Shearman, LCS W 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health insurance and Health Education Parenting Education & School Support Family Counseling and Teen Services Bilingual and Bicultural Counselors Individual and group counseling 4. Dayle McIntosh Center Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Janny Hernandez, MA Saira Prudencio, MA 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. 5. Orange County Head Start San Juan Capistrano, CA Quality, early education, comptelteosive health and mental health services, nutrition education and family support services. School readiness activities. including a formalized transition plan into the "argarten program, sertiow for children with disabilities,. parent education classes, comprehensive health, nutrition and social services. 6. , San Juan Seniors Club — South County Senior Services Maine Tracy, Senior Citizen Program Coordinator 25925 Camino Dei Avion San Juan Capistrano, CA 92675 San Juan Seniors Club and South County Senior Services provide programs that include: - meals served at the senior center. mmis on wheels delivered to the home, transportation services, physical: fitness classes, computer classes, driver safety programs, tax assistance, counseling, - medical screenings, social clubs, gatherings and excursions. Additional community support service partners include: Camino Health Center - Catholic Charities of Orange County Community Service Programs, Inc Head Start Ken Riess Mission Bastica Mssion Hospital - hEssion Hospital Thrift Store _ Ocean Hills Church OCr'A Operation School Bell Regional Occupational Center (ROP) St. V'mcma de Paul Thrift Store The Raise Foundation The Rotary Club Union Bank of California WIC 7. Community Counseling Center Janell S. Makaipo, Medical and Family Therapist 27322 Calle Arroyo, Suite B ' San Juan Capistrano. CA 92675 _ Individual, Couples, and Child Counseling a 0 0 Affordable Housing Programs and Support Services - City of San Juan Capistrano In 2005, the City of San Juan Capistrano contracted with MDM and Associates to provide support service programs that meet the specific needs of low to very -low income families residing in the City's Little Hollywood and Rental Subsidy Programs. The programs developed provide quality, cost-effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long -tern guidance and supportive opportunities assists each household member to realize their full potential as productive, responsible and caring individuals. The support services provided in the program include: o Budgeting o Case Management with monthly, quarterly and annual evaluations o Computer training o Counseling and support groups o Continued education support with scholarship and grant research assistance o Credit evaluations, credit repair and debt consolidation o Employment assistance, skills assessments and job development services o ESL classes o Family resource services, parenting classes and anger management o Financial evaluation o First Time Home Owner Program information and support o Goal setting, short term- interim- long term o Health education programs, first aid, CPR and disaster preparedness o Legal assistance and mediation services o Property Management — monthly home inspections to insure safe living conditions o Retirement planning and savings plan information o Tutorial assistance o Vocational training programs and counseling o Workshops - held monthly Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. The support services target the most urgent needs of the residents while preserving their dignity and encouraging self-sufficiency. The projection is that affordable housing in conjunction with support services provide a positive environment for successful outcomes that benefit the families in the program and the communities where they live. Families in the program are working towards self-sufficiency through increased education, resolution of debt, setting and achieving monthly goals as head of households and securing counseling for positive parenting, anger management, credit, and legal advice to address and resolve important issues that have long term value. As of 2010, the program realizes a 92% success rate for families leaving the City of San Juan Capistrano Little Hollywood and Rental Subsidy housing programs. At the end of the five year term limit these families are now strengthened through - case management, life skills training, advanced education, counseling, workshops, job development andfamily support services to achieve their goals. These families were focused and took the steps necessary to become self- sufficient - they accumulated savings, secured stable housing and full time employment. Seven families have achieved their tone term goal and dream —they are first time home owners. E MDM and Associates Fee Schedule Attachment Additional Services for City Contract n u • Vendor selection for property management maintenance and repairs • Vendor budget for property emergencies and scheduled repairs/maintenance $10,000 contractor payment pool to draw from for vendor payment • Vendor bid securements, evaluation, contract review, insurance requirements, e -filing, etc. • Submit vendor reports to City on repairs, provide accounting with copies of vendor invoices and reconciliation Inspect properties prior to and following the repairs on City owned property in Little Hollywood • Inspect properties prior to and following the repairs/maintenance on City owned properties in Little Hollywood • Pay vendor invoices • Submit copies of paid vendor invoices by City for MDM and Associates —follow account payable schedule - two week payable cycle • Contract expansion to provide additional Administrative, Accounting and Property Management services that were previously provided by City Staff for Little Hollywood and Rental Subsidy programs • Review call inquiries on the Little Hollywood/Rental Subsidy applications, evaluate income levels, employment status, background checks and credit reports as needed • Respond with letters and follow-up communications to prospective tenants, applicants, referral agencies, faith based and/or community organization referrals regarding housing program guidelines and requirements • Review programs and secure support service providers for families in the program • Provide 24/7 message center with bilingual staff to receive incoming telephone inquiries where reports are made for property emergencies • Administer the Emergency Rent Relief and Rental Securement Programs 2011 Budget Little Hollywood & Administrative Support Contract An assessment of each household will assist in determining the projected costs and budget needed for client support services, case management accounting and administrative manage t. Services 2011 Fees *Adjusted Fees 2010 Budget 2011 Initial Household Assessment Initial Fee **Fee *Application Review -Intake 75.00 54.00 75.00 *Counseling - Employment Needs Assessment Evaluation 100.00 100.00 100.00 *Paperwork Preparation 75.00 75.00 75.00 *Inspection & Report 75.00 53.00 75.00 *Review Program Documents & Agreements 100.00 100.00 100.00 * New Tenant/s Unit 425.00 382.00 5,346. 425.00 x 14 5,950.00 Monthly Assessments/Reports Fees Fees Case Management Month!y rent payments 25.00 25.00 Month!y volunteer review 35.00 25.00 Month!y case management 75.00 75.00 Month!y in-home visits 50.00 50.00 Household Assessments 185.00 a month 175.00 a month tss.00lmu- per household per household per household 24 households 24 households 50,400 53,280.00 Support Services/ Individual 100.00 90.00 16,800 19,500.00 Group Counseling 250.00 200.00 3,600 4,500.00 18 per year Quarterly Reports 2750.00 2475.00 2,475 2,750.00 Boy's & Girl's Club 35.00-50.00 30.00-35.00 395 600.00 10 -15 annual! Monthly workshops 20.00 month 18.00 month 5,184 5,760.00 24 units x 12 months 24 units 24 units Annual Re -certification 100.00 perpasoo 150.00 per unit 3,600 3,600.00 Attend public meetings 150.00 per meeting 125.00 wriceting 500 500.00 *Additional Services for City 1,500 mo * 18 000.00 Little Hollywood & Admin Support 12 months As requested by the City Tenant program termination 150.00 135.00 1,350 1,500.00 City attorney or outside tctwfrm Move out inspection to file eviction and paperwork Note: Line item fees may vary within the budget based on family needs and assessments *Emergency Rental Loans �•n/s Program *New program 5,000.00 *Administration Admin. 5,000.00 * Additional programs from prior Budget Budget 2010 Budget as requested by City 89,950.00 125 940.00 0 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 493.1171 (949) 4931053 FAx w� sanjuancapistrano.o/g TRANSMITTAL TO: MDM Associates PO Box 2041 Mission Viejo, CA 92690 DATE: June 14, 2011 Jwau ....WHOM • mR tSHI 1961 1776 FROM: Christy Jakl, Deputy City Clerk (949) 443-6310 MEMBERS OF THE CITY COUNCIL SAM ALLEVATO LAURA FREESE LARRYKRAMER DEREK REEVE JOHN TAYLOR RE: (2) Personal Services Agreements — 1) Rental Subsidy Program, 2) Operate Little Hollywood Program Thank you for maintaining documentation confirming compliance with the terms of the agreement related to insurance. Please keep in mind this documentation must remain current with our office during the term of this agreement. If you have questions related to insurance requirements, please call me at (949) 443-6310. If you have questions concerning the agreements, please contact Laura Stokes, Housing/Redevelopment Coordinator at (949) 443-6331. Enclosed are copies of the agreements for your records. Cc: Laura Stokes, Housing/Redevelopment Coordinator San Juan Capistrano: Preserving the Past to Enhance the Future t^1 .—l-- 1N 1 rnrvNaA —1 SUPPLEMENTARY AGENDA REPORT TO: David F. Adams, Interim Executive Director eO` FROM: Laura Stokes, Housing/Redevelopment Coordinator CRA 617/2011 MOO SUBJECT: Consideration of MDM Associates Contract Renewal for Property Management Services and Program Facilitation for Rental Subsidy and Little Hollywood Programs. RECOMMENDATION: By motion, approve an agreement with MDM & Associates to provide program services in an amount not to exceed $43,155 annually and $125,940 annually for the Community Redevelopment Agency Rental Subsidy and Little Hollywood Programs respectively, and authorize the Chairman to execute the agreement. SITUATION: The Personal Service Agreement for MDM and Associates Consultant Services of the Rental Subsidy Program attached to the original staff report included a typographical error under the compensation section on the first page, which did not match the budget listed in the proposal. The attached agreement includes the correct amount under the compensation section. Respectfully subrnitted, r aura Stoke , Housing/Redevelopment Coordinator Attachment: 1. Personal Service Agreement for MDM and Associates Consultant Services of the Rental Subsidy Program PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 7th day of June, 2011, by and between the San Juan Capistrano Community Redevelopment Agency (hereinafter referred to as the "Agency') and MDM & Associates (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, Agency desires to retain the services of Consultant to perform property management and support services for the Agency operated Rental Subsidy Program; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Agency and Consultant mutually agree as follows: Seaton 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. Consultant warrants that its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2014. At the discretion of the Agency's Executive Director, this agreement may be renewed administratively for up to three additional years through June 30, 2017. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed Forty -Three Thousand One Hundred Fifty -Five Dollars ($43,155.00) annually, as set forth in Exhibit "A," attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the Agency at the rate set forth in Exhibit "A," attached and incorporated herein by reference. Included within the compensation are all Page 1 ATTACHMENT 0 0 the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental casts to perform the stipulated services. Submittals shall be in accordance with Consultants proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the Agency. The Agency will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from Agency is required prior to Consultant undertaking any extra work. 3.4 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 be made available at reasonable times to Agency. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of Agency, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontractinc and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for Agency to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Agency. This Agreement may .not be assigned, voluntarily or by operation of law, without the prior written approval of the Agency. If Consultant is permitted to subcontract any part of this Agreement by Agency, Consultant shall be responsible to Agency 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 Agency. All persons engaged in the work will be considered employees of Consultant. Agency will deal directly with and will make all payments to Consultant. Section 6. Chances to Scone of Work. For extra work not part of this Agreement, a written authorization from the Agency 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 Page 2 the Agency, 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 Construction Site. By executing this Agreement, Consultant warrants that (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) It understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by Agency, it shall immediately inform Agency of this and shall not proceed with further work under this Agreement until written instructions are received from the Agency. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the US. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.gov, or access the registration page at hftps://www.vis- dhs.com/employerregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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. Page 3 Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to Agency at least one (1) copy of any final reports and architectural drawings containing Consultants findings, conclusions, and recommendations with any support documentation. All reports submitted to the Agency shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the Agency. 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 Agency. All such reports, information, data, and exhibits shall be the property of the Agency and shall be delivered to the Agency upon demand without additional casts or expense to the Agency: The Agency acknowledges such documents are instruments of Consultant's professional services. Section 13, Indemnity. Consultant agrees to protect, defend and hold harmless Agency, its elected and appointed officials 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 damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted 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 Page 4 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 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required 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 the Agency, its officers, employees, agents, and volunteers as additional insureds 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 the Agency, its officers, employees, agents, or volunteers. 14.5 Notice of Cancellation/Te rm!nation 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 the Agency, 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 Agency has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Page 5 0 Section 15. Termination. 0 Agency 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 to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To Agency: San Juan Capistrano Community Redevelopment Agency 32400 Paseo Adelanto San Juan Capistrano, CA 52675 Attn: Laura Stokes To Consultant: MDM & Associates P. O. Box 2041 Mission Viejo, CA 92690 Section 17. Attorney 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. [SIGNATURE PAGE FOLLOWS] Page 6 0 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. SAN JUAN CAPISTRANO COMMUNITY REDEVLEOPMENT AGENCY ATTEST: Maria Morris, Agency Cleric APPROVED AS TO FORM: Omar Sandoval, Agency Attomey, By: Laura Freese, Chairwoman . 111.% iJl.:/.nl�L Page 7 MDM &Associates MW Professional Support Services for Community Programs and 0 0 (#4 Program Description: The program goal is to offer the most inclusive support programs for the current and future residents participating in the San Juan Capistrano Community Redevelopment Rental s� Subsidy/SecurementProgram. �j- The program outlined in the guidelines and operating procedures closely aligns with similar programs that I have administered and provided support services for within south Orange County. The following outline gives an overview of the supportive services that are designed to meet the specific needs of the community served by providing quality, cost- effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realize their full potential as productive, responsible and caring individuals. Collaborative programs may include: • Affordable medical and dental programs • Case Management - monthly • Childcare: daycare, school preparedness, after school and sununer programs: • Computer training and tutorial progrems for - students, adults and seniors • Counseling, support groups and workshops in Spanish and English - parenting skills, anger management and developing healthy relationships • Employment assistance, skills assessment, job development services • ES[, classes • Family resource services • Health education programs, fust aid, CPR, disaster preparedness • legal assistance and mediation services • Nutritional evaluations and food distribution programs • Quarterly projects and/or events for the tenants • Senior service programs and counseling • Taxpreparation • Transportation services • Utility assistance programs • Vocational services, programs and counseling for individuals with disabilities The focus of this proposal is to provide an outline of the comprehensive assistance programs seniors. Specific programs are designed to assist and meet the individual needs of each household who am at or below the federal poverty guidelines. All proposed services are for the purpose of improving self-reliance and life skills while providing the necessary resources to fortify healthy behavior. The support services target the most urgent neg_4g of these residents white preserving the t: Agnity and eneourangseI-sufciencYsufciencY. The projection is that through support systems, which are easily accessible within the city, lives will be enriched. The proposed program collaborates primarily with partners in San Juan Capistrano to achieve the maximum utilization of resources without the duplication of services, 0 0 r� Case Management: �r7 Case Management meetings are scheduled monthly. The purpose of these meetings is to assess the needs and monitor the progress within each household. The case manager reviews the income to debt ratios with the bead/s 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. An assessment is also trade of the utilization of classes, workshops and/or vocational training to improve their employment opportunities and their completion of volunteer services. In addition, the case manager inspects the home monthly to. evaluate the living conditons, check for safety and the need for household repairs and/or maintenance. Current residents as well as prospective candidates for the city's program meet with a designated case manager at the beginning of the contract. Monthly and Quarterly reports are submitted to the city. The report contains an evaluation of the resident's compliance with the established program guidelines and a detailed accounting of all financial activities related to the program. Program recommendations: • The resident agrees to pay the rent on the fust of each month in account set-up for automatic draft to the designated landlord of the property. It is recommended that the tenant set this account with Union Bank in San Juan Capistrano. They provide a similar service for the "Little Hollywood" tenants. • The resident agrees to work with the case manager is preparing a monthly budget with the goal of saving 15 — ?A% of their net income each month in a verifiable savings account • Attendance at group counseling sessions at a designated location in San Juan Capistrano • 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 courtselors provide services to the families, seniors and individuals with disabilities and have the ability to communicate in Spanish • Attend monthly meetings with a case manager to assess and evaluate their goals lra E rl Complete monthly paperwork (due on the first of each month) that includes: 1. Goal Sheet fox each adult in the household 2. Budget Report for each family (outlines all monthly income and expenses) A 3. Turn in supporting documents for the budget sheet. Proof of income, pay stubs, child support documents, Notice of Action forms, etc. Account for all expenses — bills received and/or paid, receipts from the grocery score, gas station, p department stores, pharmacy etc. • Agree to a monthly in-home inspection b Maintain the residence as a safe living environment Report the need for repairs and/or maintenance_ to the landlord of the properly It is recommended that rent payments'bd made as a draft from a bank and made directly to E the landlord. The City of San Juan Capistrano will make the rental subsidy payment to the Landlord, Affordable Housing Backeround I Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and I professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange t County. t i 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. A recent four-yeaz study showed that counseling, case management and vital support services were 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 servos. A study completed in 2004 for a local nonprofit showed that of the 286 family members served within a 4 -year period, approximately 74010 of these families successfully transitioned to self-sufficiency when they received support services versus the low 260 success rate 4_ years earlier when susQort_service benefits were not available. The outcome results further showed that clients receiving counseling, and a disciplined case management had a 22% higher tong -term success in remaining self-sufficient 12 months after exiting the Housing Program. 0 • The collaborative proposal.developed for San Juan Capistrano willprovide similar support services and programs to the residents approved for the housing assistance program in. the Rental Subsfdy/Securement Program. Eligibility Recommendations: In order to be eligible the potential resident must be low to very low income. It is also suggested that new applicants agree to maintain employment and - most important - be willing to work towards improving their household income and/or strive toward self- sufficiency. The families applying for the rental subsidy program must -meet the city requirements and will be re-evaluated at the beginning of their new contract agreement with the city of San Juan Capistrano. 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 proposed guidelines for the housing assistance program encourage open lines of communication. The city and their collaborative parrner/s 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 increased support services and resources. I _ Intake Process Recommendation: 1. A potential client calls the city of San Juan Capistrano for housing assistance. The housing administrator explains the requirements of the program and determines if the potential applicant qualifies. 2. The prospective resident is asked to complete a housing application. The lread(s) of the household meet with the housing administrator and/or case manager for an initial interview. 3. If the applicant appears to be a good match for the program, another interview is scheduled. The purpose for this interview is twofold_ First, the applicant learns- more about the program to determine 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 Elie applications to determine which family will gain the most from the program. 4. The applicant is to turn in a DMV report, credit report, recent check stubs to verify employment and two -three reference letters. 5. The case manager confers with the city and within a week and a half, the applicant is notified as to whether or not they are accepted. 5. Once the home is ready for the new resident/s, they are given the program guidelines and agreement to mad and sign. The new tenant signs the lease, security deposits required and the reut are collected and the key are given for the home and mailbox. The case manager conducts a walk-through of the home with the tenant and then the tenant signs the inspection report. 0 • Case Manager and Counseling Team: to meet win; au tamares for group and in matvLam sessions. -i no mruai evaluation tnclunes an emotional need(s) assessment for each family member. Parental life stills assessment, parenting and communication skills, stress and anger management levels and the specific needs) of a child or teen in the family are all assessed. Residents in the program who are seniors and or disabled will have additional needs/support and vocational or rehabilitation assistance. no case manager helps the residents stay focused on their goals and monitors the compliance with the program. guidelines and support service and volunteer commitments. frequently parent(s) need assistance with credit repair and /or legal aid and all residents need guidance in establishing and managing a monthly budget The case 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 and funding available. The case manager also acts as a liaison between the counselors, 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 case 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. Length of Stay: The city program guidelines will be followed and additional recommendations include: Each tenant will sign a lease, and case management/sappm services agreement. The city can present a 30 -day notice to end the 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 15 - 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 beno6ts: (l.) Savings provides security in the event of an emergency and (2J Savings is a reserve to assist the family when exiting the subsidized program and they cesume 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. It also emphasizes that the program has a designated timeline. At this time the case manager reviews the goals set in the first 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. 0 0 Each household has a limited window of time in this program. Hopefully, with support and guidance, they will 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, financial 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 (his program. 0 0 0 Contract recommendations; 1. MDM and Associates to provide strategic. planning, direction and collaborative program development for improved support services to the resident/teuants participating in and accepted into the Rental Subsidy/5ecurement Program. The expanded support services are to benefit families, seniors and individuals with disabilities. Services will'be provided for up to 10 households with housing that is located in the City of San Juan Capistrano. 2. MDM and Associates agrees to attend scheduled meetings, review all housing applications and provide the City with monthly financial statements for all costs related to program services and operations. In addition, 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. Unit or property repairs are to be reported to the landlordlowner of the leased unit. 4. MDM and Associates will submit a monthly invoice for client support services, case managetnent, program 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, life skills training, counseling, workshops, job development and family support services to achieve the goal of self-sufficiency (2) Thar able working adults will secure and retain permanent full time employment (3) That savings accumulated while in the Housing Program will provide a fmancial "reserve" for future housing and emergencies (4) That upon exiting the program residents secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. 00 0 r� P 11 Collaborative Partnerships • MDM and Associates in partnership with the following collaborative partners agree to provide comprehensive support services and programs to die fourteen households in the San Juan Capistrano Rental Subsidy/Secutemau Program 1. Boys & Girls Clubs of Capistrano Valley James E. Littlejohn Executive Director One via Positiva Sart Juan Capistrano, CA 92675 Program Highlights and Benefits of the Boys and Girls Club: Developing character and 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. Empowering 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. Assisting 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. 3. Community Health Enrichment Collaborative Terry Shearman, LCSW 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health Insurance and Health Education Parenting Education & School Support Family Counseling and Teen Services Bilingual and Bicultural Counselors Individual and group counseling . 4. Dayle McIntosh Center leffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County. 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilaz Aquero, MA Janny Hernandez, MA Saint Prudencio, MA The services provided include: advance empowerment and inclusion of all person's 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. LI 5. Orange County Head Start San Juan Capistrano, CA 9 Quality eady education, comprehensive health and mental health services, nutrition education and family support services. School readiness activities, including a formalized transition plan tow the kindergarten program, services for children with disabilities,. pareateducation classes, comprehensive health. nutrition and socialsWAM. 6. , San Juan Seniors Club —South County Senior Services Blaine Tracy, Senior Citizen Program Coordinator 25925 Camino Dol Avion ' San Juan Capistrano, CA 92675 - - San Joan Seniors Club and South Courcy Senior Services provide programs that include. ' meals served at the senior center, meals on wheels delivered to the hone. transportation services, physical fitness classes,computer classes, driversafety programs, tax assistance, counseling, - medical smenings, social dubs, gatherings and excursions. Additional community support service partners include: Cbmhto Health Center Catholic Charities of Orange County Community Service Programs. Inc . Head Start Ken Priess Mission Bastica Mission Hospital Mission Hospital Thrift Store Ocean Hills Church OCTA Operation School Bell Regional Occupational Cent" (ROP) St. Vincent de Paul Thrift Store The Raise Poundation The Rotary Club Union Bank of California WIC 7. Community Counseling Center Janell S. Makaipo. Medical and Family Therapist 27322 Calle An0yo. Suite. tJ San Juan Capistrano, CA 92675 Individual. Couples. and Child Counseling 1: mm.N,.i f:, t. _SX K Esc? +4�E'_ .__ ..'.: ' ✓���.+.. _.. '. °tYs. ......... ......Nk...... '.:. _ . .-.. .i,.r. .: 0 0 Affordable Dousing Programs and Support Services - City of San Juan Capistrano In 2005, the City of San Juan Capistrano contracted with MDM and Associates to provide support service programs that meet the specific needs of low to very -low income families residing in the City's Little Hollywood and Rental Subsidy Programs. The programs developed provide quality, cost-effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realize then full potential as productive, responsible and caring individuals. The support services provided in the program Include: o Budgeting o Case Management with monthly, quarterly and annual evaluations o Computer training o Counseling and support groups o Continued education support with scholarship and grant research assistance o Credit evaluations, credit repair and debt consolidation a Employment assistance, skills assessments and job development services o ESL classes o Family resource services, parenting classes and anger management o Financial evaluation o First Time Home Owner Program information and support o Goal setting, short term- interim- long term o Health education programs, fust aid, CPR and disaster preparedness o Legal assistance and mediation services o Property Management - monthly home inspections to insure safe living conditions o Retirement planning and savings plan information o Tutorial assistance o Vocational training programs and counseling o Workshops - held monthly Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. The support services target the most urgent needs of the residents while preserving their dignity and encouraging self-sufficiency. The projection is that affordable housing in conjunction with support services provide a positive environment for successful outcomes that benefit the families in the program and the communities where they live. Families in the program are working towards self-sufficiency through increased education, resolution of debt, setting and achieving monthly goals as head ofhousehold/s and securing counseling for positive parenting, anger management, credit, and legal advice to address and resolve important issues that have long temi value. As of 2010, the program realizes a 92% success rate for families leaving the City of San Juan Capistrano Little Hollywood and Rental Subsidy housing programs. At the end of thefive year term limit these families are now strengthened through -case management, life skills training, advanced education, counseling, workshops, job development and family support services to achieve their goals. These families were focused and took the steps necessary to become self- su)ficient - they accumulated savings, secured stable housing and full time employment. Seven families have achieved their lone terns Boal and dream -thev are first time home owners. 0 2011 Budget - Rental Subsidy Program An assessment of each household will assist in determining the projected costs and budget needed for client support services. Services 2011 Fees *Adjusted Fees 2010 Bud et 2011 *Initial Household Assessment Initial Fee Application Review -Intake 75.00 54.00 Counseling - Employment Needs Assessment Evaluation 100.00 100.00 Paperwork Preparation 75.00 75.00 Inspection & Report 75.00 53.00 Review Program Documents & Agreements with Tenants 100.00 100.00 * New Tenants Budget $425.00 $382.00 new unit 2 tenants 764.00 3 tenants 1,275 *Monthly Assessments/Reports Case Management Fees Fees Monthl rentp men4 25.00 25.00 Monthly volunteer monitoring 35.00 25.00 Monthly case management 75.00 75.00 Monthly in-home visits 50.00 50.00 *Household Assessments 185.00 a month 175.00 a month 22,000.00 22 200.00 *Support Services/ Individual Based on Household Needs 100.00 90.00 5,250.00 7,500.00 Group Counseling 18 per year 250.00 125.00 2,250.00 4,500.00 _ *QuarterlReports 2,750.00 2,750.00 2,750.00 2,750.00 *Boy's & Girl's Club 6-8 annually 35.00-50.00 30.00-35.00 300.00 300.00 *Monthly workshops 20.00 month x 10 households for 12 months 18.00 month x 10 households for 12 months 2,160.00 2,880.00 *Annual Re-certillcation 100.00 pa pas m 150.00 per una 1,500.00 1,500.00 _ *Attend public meetings 150.00 permWing 125.00 p«m«vng 500.00 *Additional Services for City _ 75.00 per how C.H Budgv * Tenant program termination 150.00 paperwork 135.00 papenvmk •• 600.00 450.00 *lAne item fees may vary within the et based on faftifly need asummenu _ _bud `* 10% reduction per City Request Budget 37,942.00 Budget 43,155 0 • CRA 6/7/2011 AGENDA REPORT TO: David F. Adams, Interim Executive Director 9"" FROM: Laura Stokes, Housing/Redevelopment Coordinator June 7, 2011 SUBJECT: Consideration of MDM Associates Contract Renewal for Property Management Services and Program Facilitation for Rental Subsidy and Little Hollywood Programs. RECOMMENDATION: By motion, approve an agreement with MDM & Associates to provide program services in an amount not to exceed $43,155 annually and $125,940 annually for the Community Redevelopment Agency Rental Subsidy and Little Hollywood Programs respectively, and authorize the Chairman to execute the agreement. SITUATION: The San Juan Capistrano Community Redevelopment Agency (Agency) owns 24 rental units, in the Los Rios District known as Little Hollywood, and provides rental subsidies to ten additional households units located throughout the City in an effort to provide lower income households with an affordable rent. In addition to the affordable rent, households in the program participate in life courses to improve their situation, including budgeting, stress management, parenting, credit improvement, and others. For the past four years MDM and Associates ("MDM") has been responsible for facilitating both programs, including collecting rents, executing leases, certifying household incomes, handling tenant and landlord complaints and disputes, overseeing maintenance repairs, and providing necessary support services herself or through select sub -consultants/ organizations. On June 30, 2011, MDM's Rental Subsidy consultant services contract will terminate, and the Little Hollywood consultant services contract will be up for renewal. Due to one program contract terminating while the other is renewable by the Executive Director, and the Agency's desire to review all budget proposals staff felt it would be appropriate to renew both contracts with the Agency under new three year contracts with three year optional renewals. Staff recommends that the Agency approve MDM continuing consultant services for the Rental Subsidy Program for the following three years through a personal service agreement (Attachment 1) and continuing consultant services for the Little Hollywood Program for the following three years through a personal service agreement (Attachment 2). BACKGROUND: MDM offers services that benefit the lower income households that are necessary for 0 0 Agenda Report Paqe 2 June 7. 2011 the households success when exiting the programs. Since first administering the program six years ago, 20 households have exited the program with 18 graduating to greater successes beyond the program, seven purchasing their first homes, and eleven moving into market rate housing, one of which who accelerated their exit by three years due to self-sufficiency gained from the support services. Staff requested a proposal for MDM's continued services for the Rental Subsidy and the Little Hollywood Programs with the additional consulting services of providing full administrative tasks for the Little Hollywood and Rental Subsidy Programs and administering the Emergency Rent Relief Program and Rental Securement Programs (programs detailed in Attachment 3). Both MDM proposals reflect the normal increase in expenses and reverting to, actual costs of services which was reduced upon the Agency's request for the 2009 and 2010 fiscal years. In an effort to follow the City's direction to utilize consultant services, staff requested MDM provide a budget estimate for full administration of the Agency housing program. application follow-up, and waiting list, and to fund and facilitate the Emergency Rent Relief and Rental Securement Programs previously administered by City Staff. The Little Hollywood & Administrative Support budget reflects the costs to provide these additional services totaling $28,000. The total Little Hollywood Program budget will change from the 2010 budget of $89,950 to a proposed $97,940 in 2011, this combined with the additional services to be provided, result in a total Little Hollywood contract budget of $125,940 for 2011. MDM's proposed contract for the Rental Subsidy Program will change from the 2010 budget of $37,942 to a proposed budget of $43,155 in 2011. Staff finds that MDM has the experience to administer the program and provide a full - range of comprehensive support services through collaboration with numerous local agencies and organizations (i.e. Boys & Girls Club, ROP, Orange County Head Start, CHEC-Mission Hospital, Mission San Juan Capistrano, Ocean Hills Community Church, Camino Health Center, St. Vincent de Paul, Union Bank, Dayle McIntosh Center, Community Health/Mental Enrichment Collaborative, etc.). These support services will: • Train family households in household financing, budgeting, saving, etc. • Assist families with job skill training to increase their potential to earn more income. • Provide opportunities for the households to become responsible and independent. • Help children grow and develop leadership qualities by positive social interaction in preschool and after school programs. • Assist the seniors and disabled residents with support services. • Assist tenant households with additional resources based upon their needs (i.e. food pantry, nutrition, clothing, counseling, etc.). • Provide free or low-cost health care for the residents. • Allow tenants to give back to the community through volunteering their services. Staff recommends that the Agency approve the Rental Subsidy Program agreement not to exceed $43,155 annually and the Little Hollywood Program agreement not to exceed $125,940 annually with MDM for program management and support services for the Rental Subsidy and Little Hollywood Programs, and authorize the chairman to execute 11 Agenda Report C� June 7, 2011 the agreement. The three-year agreement includes an option that the Executive Director of the Agency may, based upon satisfactory performance as determined by the Agency staff, administratively renew the agreement for up to three additional years. FINANCIAL CONSIDERATIONS: In 2009, staff requested the consultant to review the fee schedule and, if possible, reduce the contract by 10%. The consultant reduced the program budget for the 2009 and 2010 fiscal year. With increased services to the City, increased number of tenant households, and increase in tenant support services due to the strained economy and situations within the community, and therefore has proposed to revert back to the actual costs of services. The consultant's proposed rate of $43,155 for the Rental Subsidy and $125,940 for the Little Hollywood Programs annually has been budgeted in fiscal year 11/12 for the continued services for the Programs. COMMITTEE & COMMISSION REVIEW: The Housing Advisory Committee reviewed the Rental Subsidy and Little Hollywood Program status and proposed budget for MDM's services on May 25, 2011. The Committee expressed concern with the increased budgets, due to the focus on fiscal consciousness, and concern with outsourcing additional staff services, but related that MDM's services are excellent and support the continuation of services through MDM & Associates. RECOMMENDATION: By motion, approve an agreement with MDM & Associates to provide program services in an amount not to exceed $43,155 annually and $125,940 annually for the Community Redevelopment Agency Rental Subsidy and Little Hollywood Programs respectively, and authorize the Chairman to execute the agreement. Re pecffully miffed, aura Sto es, Housing/Redevelopment Coordinator Attachment: 1. Personal Service Agreement for MDM and Associates Consultant Services of the Rental Subsidy Program 2. Personal Service Agreement for MDM and Associates Consultant Services of the Little Hollywood Program 3. Emergency Rent Relief and Rental Securement Program Details PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 7th day of June, 2011, by and between the San Juan Capistrano Community Redevelopment Agency (hereinafter referred to as the "Agency) and MDM & Associates (hereinafter referred to as "Consultant'). RECITALS: WHEREAS, Agency desires to retain the services of Consultant to perform property management and support services for the Agency operated Rental Subsidy Program; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Agency and Consultant mutually agree as follows: Seaton 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. Consultant warrants that its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2014. At the discretion of the Agency's Executive Director, this agreement may be renewed administratively for up to three additional years through June 30, 2017. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed Forty -Two Thousand One Hundred Fifty -Five Dollars ($42,155.00) annually, as set forth in Exhibit "A," attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the Agency at the rate set forth in Exhibit "A" attached and incorporated herein by reference. Included within the compensation are all Page 1 ATTACHMENT 0 0 the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental casts to perform the stipulated services. Submittals shall be in accordance with Consultants proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the Agency. The Agency will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from Agency is required prior to Consultant undertaking any extra work. 3.4 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 be made available at reasonable times to Agency. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of Agency, 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 Agency to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Agency. This Agreement may .not be assigned, voluntarily or by operation of law, without the prior written approval of the Agency. If Consultant is permitted to subcontract any part of this Agreement by Agency, Consultant shall be responsible to Agency 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 Agency. All persons engaged in the work will be considered employees of Consultant. Agency 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 the Agency 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 Page 2 E E the Agency, 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 Construction Site. By executing this Agreement, Consultant warrants that (1) it has investigated the work to be performed; (2) it has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) It understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by Agency, it shall immediately inform Agency of this and shall not proceed with further work under this Agreement until written instructions are received from the Agency. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis._qov, or access the registration page at httos://www.vis- dhs.com/emploverregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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. Page 3 0 Section 11 Copies of Work Product. 9 At the completion of the contract period, Consultant shall have delivered to Agency at least one (1) copy of any final reports and architectural drawings containing Consultants findings, conclusions, and recommendations with any support documentation. All reports submitted to the Agency shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the Agency. 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 Agency. All such reports, information, data, and exhibits shall be the property of the Agency and shall be delivered to the Agency upon demand without additional casts or expense to the Agency: The Agency acknowledges such documents are instruments of Consultant's professional services. Section 13. indemnity. Consultant agrees to protect, defend and hold harmless Agency, its elected and appointed officials 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 damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted 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 Page 4 101111 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 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required 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 the Agency, its officers, employees, agents, and volunteers as additional insureds 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 the Agency, 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 the Agency, 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 Agency has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Page 5 0 0 Section 15. Termination. Agency 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 to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To Agency: San Juan Capistrano Community Redevelopment Agency 32400 Paseo Adelanto San Juan Capistrano, CA 52675 Attn: Laura Stokes To Consultant: MDM & Associates P. O. Box 2041 Mission Viejo, CA 92690 Section 17. Attorney 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 Aareement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. [SIGNATURE PAGE FOLLOWS] Page 6 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, Agency Clerk APPROVED AS TO FORM: Omar Sandoval, Agency Attorney SAN JUAN CAPISTRANO COMMUNITY REDEVLEOPMENT AGENCY By: Laura Freese, Chairwoman s Page 7 A Program Description: The program goal is to offer the most inclusive support programs for the current and future residents participating in the San Juan Capistrano Community Redevelopment Rental Subsidy/Securement Program. The program outlined in the guidelines and operating procedures closely aligns with similar programs that I have administered and provided support services for within south Orange County. The following outline gives an overview of the supportive services that are designed to meet the specific needs of the community served by providing quality, cost- effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realize their full potential as productive, responsible and caring individuals. Collaborative programs may include: • Affordable medical and dental programs • Case Management - monthly + Childcare: daycare, school preparedness, after school and summer programs • Computer training and tutorial programs for - students, adults and seniors • Counseling, support groups and workshops in Spanish and English - parenting skills, anger management and developing healthy relationships • Employment assistance, skills assessment, job development services • ESL classes • Family resource services • Health education programs, first aid, CPR, disaster preparedness • Legal assistance and mediation services • Nutritional evaluations and food distribution programs • Quarterly projects and/or events for the tenants • Senior service programs and counseling • Tax preparation • Transportation services • Utility assistance programs • Vocational services, programs and counseling for individuals with disabilities The focus of this proposal is to provide an outline of the comprehensive assistance programs forlore-income households that include families. individuals with disabilities and seniors. Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. All proposed services are for the purpose of improving self-reliance and life skills while providing the necessary resources to fortify healthy behavior. The support services target the most urgent needs of these residents while whilepreservirtthei�ni�and encouragingselfsu�ciency.encouragingselfsu�ciency. The projection is that through support systems, which are easily accessible within the city, lives will be enriched. The proposed program collaborates primarily with partners in San Juan Capistrano to achieve the maximum utilization of resources without the duplication of services. •�i7 Case Management: �t7 Case Management meetings are scheduled monthly. The purpose of these meetings is to assess the needs and monitor the progress within each household The case manager 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. An assessment is also made of the utilization of classes, workshops and/or vocational training to improve their employment opportunities and their completion of volunteer services. In addition, the case manager inspects the home monthly to, evaluate the living conditions, check for safety and the need for household repairs and/or maintenance. Current residents as well as prospective candidates for the city's program meet with a designated case manager at tite beginning of the contract. Monthly and Quarterly reports are submitted to the city. The report contains an evaluation of the residenPs compliance with the established program guidelines and a detailed accounting of all financial activities related to the program. Program recommendations: • The resident agrees to pay the rent on the fust of each month in account set-up for automatic draft to the designated landlord of the property. It is recommended that the tenant set this account with Union Bank in San Juan Capistrano. They provide a similar service for the "Little Hollywood" tenants. • The resident agrees to work with the case manager in preparing a monthly budget with the goal of saving 15 — 200 of their net income each month in a verifiable savings account • Attendance at group counseling sessions at a designated location in San Juan Capistrano • 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 have the ability to communicate in Spanish • Attend monthly meetings with a case manager to assess and evaluate their goals 2 0 0 • Complete monthly paperwork (due on the first of each month) that includes: 1. Goal Sheet for each adult in the household 2. Budget Report for each family (outlines all monthly income and expenses) 3. Tum in supporting documents for the budget sheet. Proof of income, pay stubs, child support documents, Notice of Action fors, etc. Account for all expenses — bills received and/or paid, receipts from the grocery store, gas station, department stores, pharmacy etc. • Agree to a monthly in-home inspection • Maintain the residence as a safe living environment • Report the need for repairs and/or maintenance. to the landlord of the property It is recommended that rent payments'be made as a draft from a bank and made dir=tly to the landlord_ The City of San Juan Capistrano will make the rental subsidy payment to the landlord. Affordable Housing Background I Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and i professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange 1 County. l 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, r affordable housing alone is not sufficient. A recent four-year study showed that counseling, case management and vital support services were 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. A study completed in 2004 for a local nonprofit showed that of the 286 family members served within a 4 -year period, approximately 74% of these families successfully transitioned to self-sufficiency when they received suoaort services versus the low 2645 success rate 4 years earlier when suonort service benefits were not available. The outcome results further showed that clients receiving counseling, and a disciplined case management had a 22% higher long-term success in remaining self-sufficient 12 months after exiting the Housing Program. • 0 The collaborative proposal developed for San Juan Capistrano will -provide similar support services and programs to the residents approved for the housing assistance program in the Rental SubsidytSecurement Program. Eligibility Recommendations: In order to be eligible the potential resident must be low to very low income. It is also suggested that new applicants agree to maintain employment and - most important - be willing to work towards improving their household income and/or strive toward self- sufficiency. The families applying for the rental subsidy program must -meet the city requirements and will be re-evaluated at the beginning of their new contract agreement with the city of San Juan Capistrano. 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 proposed guidelines for the housing assistance program encourage open lines of communication. The city and their collaborative partner/s 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 increased support services and resources. Intake Process Recommendation: 1. A potential client calls the city of San Juan Capistrano for housing assistance. The housing administrator explains the requirements of the program and determines if the potential applicant qualifies. 2. The prospective resident is asked to complete a housing application. The head(s) of the household meet with the housing administrator and/or case manager for an initial interview. 3. If the applicant appears to be a good match for the program, another interview is scheduled. The purpose for this interview is twofold. First, the applicant learns more about the program to determine 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, recent check stubs to verify employment and two -three reference letters. 5. The case manager confers with the city and within a week and a half, tht applicant is notified as to whether or not they are accepted. 5. 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 deposits required and the rent are collected and the key are given for the home and mailbox. The case manager conducts a walk-through of the home with the tenant and then the tenant signs the inspection report. 0 0 Case Manager and Counseling Team: to meet with all families for group and in individual 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 family are all assessed Residents in the program who are seniors and or disabled will have additional needsfsupport and vocational or rehabilitation assistance. The case manager helps the residents stay focused on their goals and monitors the compliance with the program guidelines and support service and volunteer commitments. Frequently parent(s) need assistance with credit repair and for legal aid and all residents need guidance in establishing and managing a monthly budget. The case 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 andfunding available. The case manager also acts as a liaison between the counselors, 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 case 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 he 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. Length of Stay: The city program guidelines will be followed and additional recommendations include: Each tenant will sign a lease, and case management/support services agreement. The city can present a 30 -day notice to end the 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 15 - 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: (I.) 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. It also emphasizes that the program has a designated timeline. At this time the case manager reviews the goals set in the first 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. 0 • Each household has a limited window of time in this program. Hopefully, with support and guidance, they will 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, financial 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. 3 0 0 Contract recommendations: 1. MDM and Associates to provide strategic. planning, direction and collaborative program development for improved support services to the resident/tenants participating in and accepted into the Rental Subsidy/Securement Program. The expanded support services are to benefit families, seniors and individuals with disabilities. Services will -be provided for up to 10 households with housing that is located in the City of San Juan Capistrano. 2. MDM and Associates agrees to attend scheduled meetings, review all housing applications and provide the. City with monthly financial statements for all costs related to program services and operations. In addition, 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. Unit or property repairs are to be reported to the landlordlowner of the leased unit. 4. MDM and Associates will submit a monthly invoice for client support services, case management, program and property management as specified in the fee schedule and/or contract Projected Outcomes, Goals and lRenefits: (1) That all residents in this program will be strengthened through their case management, life skills training, 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 full time employment (3) That savings accumulated while in the Housing Program will provide a financial \ "reserve"forfuture housing and emergencies (4) That upon exiting the program residents secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. io ob to to VP 0 Collaborative Partnerships MDM and Associates in partnership with the following collaborative partners agree to provide comprehensive support services and programs to the fourteen households in the San Juan Capistrano Rental Subsidy/Securetnent Program 1. Boys & Gids Clubs of Capistrano Valley James E. Littlejohn Executive Director One via Positiva San Juan Capistrano, CA 92675 Program Highlights and Benefits of the Boys and Girls Club: Developing character and 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. Empowering 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. Assisting 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. 3. Community Health Enrichment Collaborative Terry Shearman, LCSW 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health Insurance and Health Education Parenting Education & School Support Family Counseling and Teen Services Bilingual and Bicultural Counselors Individual and group counseling 4. Dayle McIntosh Center Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Lanny Hernandez, MA Saira Prudencio, MA 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 raining, employment services, benefits counseling, vocational services, client assistance programs, personal assistance services, and peer support and counseling. S. Orange County Head Start San Juan Capistrano, CA Quality early education, comprehensive health and mental health services,,nutrition education and family support services. School readiness activities, including a formalized transition plan into the kindergarten program, services for children with diisabilities,.parent education classes, comprehensive health, nutrition and social services. 6. , San Juan Seniors Club —South County Senior Services Elaine They, Senior Citizen Program Coordinator 25925 Camino Dal Avion San Juan Capistrano, CA 92675 San Juan Seniors Club and South County Senior Services provide programs that include: meals served at the senior center, meals on wheels delivered to the home. transportation services, physical fitness classes, computer classes, driversafety programs, tax assistance, counseling, medical screenings, social clubs, gatherings and excursions. Additional community support service partners include: Camino Health Center Catholic Charities of Orange County Community Service Programs, Inc Head Stan Rea Priess Mission Baslica Mission Hospital Mission Hospital Thrift Store Ocean Hills Church OCTA Operation School Bell Regional Occupational Center (ROP) St. Vincent de Paul Thrift Store The Raise Foundation The Rotary Club Union Bank of California WIC Community Counseling Center ,Iancli S. Makaipo. Medical and Family Therapist 27322 Calle Arroyo, Suite B San Juan Capistrano; CA 92675 Individual, Couples, and Child Counseling a 0 0 Affordable Housing Programs and Support Services - City of San Juan Capistrano In 2005, the City of San Juan Capistrano contracted with MDM and Associates to provide support service programs that meet the specific needs of low to very -low income families residing in the City's Little Hollywood and Rental Subsidy Programs. The programs developed provide quality, cost-effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realize their full potential as productive, responsible and caring individuals. The support services provided in the program include: o Budgeting o Case Management with monthly, quarterly and annual evaluations o Computer training o Counseling and support groups o Continued education support with scholarship and grant research assistance o Credit evaluations, credit repair and debt consolidation o Employment assistance, skills assessments and job development services o ESL classes o Family resource services, parenting classes and anger management o Financial evaluation o First Time Home Owner Program information and support o Goal setting, short term- interim- long term o Health education programs, first aid, CPR and disaster preparedness o Legal assistance and mediation services o Property Management — monthly home inspections to insure safe living conditions o Retirement planning and savings plan information o Tutorial assistance o Vocational training programs and counseling o Workshops - held monthly Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. The support services target the most urgent needs of the residents while preserving their dignity and encouraging self-sufficiency. The projection is that affordable housing in conjunction with support services provide a positive environment for successful outcomes that benefit the families in the program and the communities where they live. Families in the program are working towards self-sufficiency through increased education, resolution of debt, setting and achieving monthly goals as head of household/s and securing counseling for positive parenting, anger management, credit, and legal advice to address and resolve important issues that have long term value. As of 2010, the program realizes a 92% success rare for families leaving the City of San Juan Capistrano Little Hollywood and Rental Subsidy housing programs. At the end of the five year term limit these families are now strengthened through - case management, life skills training, advanced education, counseling workshops, job development and family support services to achieve their goals. These families were focused and took the steps necessary to become self- sufficient - they accumulated savings, secured stable housing and full time employment. Seven families have achieved their lone term goal and dream —they are first time home owners. 0 0 2011 Budget - Rental Subsidy Program An assessment of each household will assist in determining the projected costs and budget needed for client support services. Services 2011 Fees *Adjusted Fees 2010 Budget 2011 *Initial Household Assessment Initial Fee Application Review -Intake 75.00 54.00 Counseling - Employment Needs Assessment Evaluation 100.00 100.00 Paperwork Preparation 75.00 75.00 Inspection & Report 75.00 53.00 Review Program Documents & Agreements with Tenants 100.00 100.00 * New Tenant/s Budget $425.00 $382.00 new unit 2 tenants 764.00 3 tenants 1,275 *Monthly Assessments/Reports Case Management Fees Fees Month) rent a ments 25.00 25.00 Monthly volunteer monitoring 35.00 25.00 Monthly case management 75.00 75.00 Month) in-home visits 50.00 50.00 *Household Assessments 185.00 a month 1.75.00 a month 22,000.00 22 200.00 *Support Services/ Individual Based on Household Needs 100.00 90.00 5,250.00 7,500.00 Group Counseling 18 per year 250.00 125.00 2,250.00 4,500.00 * uarterl Re orts 2,750.00 2,750.00 2,750.00 2,750.00 *Boy's & Girl's Club 6-8 annually 35.00-50.00 30.00-35.00 300.00 300.00 *Monthly workshops 20.00 month x 10 households for 12 months 18.00 month x 10 households for 12 months 2,160.00 2,880.00 *Annual Re -certification 100.00 mpurson 150.00 Mwit 1,500.00 1500.00 *Attend public meetings 150.00 per meeting 125.00 per meeting 500.00 *Additional Services for City 75.00 per hour L.H Budget * Tenant program termination 150.00 paperwork *• 135.00 paperwork 600.00 450.00 -11ne item fees may vary within the budget based on family need assessments ** 10% reduction per City Request Budget 37,942.00 Budget 43 155 0 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 7th day of June, 2011, by and between the San Juan Capistrano Community Redevelopment Agency (hereinafter referred to as the "Agency') and MDM & Associates (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, Agency desires to retain the services of Consultant to perform property management and support services for the Agency operated Little Hollywood Program; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, Agency and Consultant mutually agree as follows: Seaton 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. Consultant warrants that its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2014. At the discretion of the Agency's Executive Director, this agreement may be renewed administratively for up to three additional years through June 30, 2017. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed One Hundred Twenty -Five Thousand Nine Hundred Fourty Dollars ($125,940.00) annually, as set forth in Exhibit "A," attached and incorporated herein by reference. 3.2 Rate Schedule. The services shall be billed to the Agency at the rate set forth in Exhibit "A," attached and incorporated herein by reference. Included within the compensation are all Page 1 ATTACHMENT the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental casts to perform the stipulated services. Submittals shall be in accordance with Consultants proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the Agency. The Agency will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from Agency is required prior to Consultant undertaking any extra work. 3.4 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 be made available at reasonable times to Agency. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of Agency, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontracting and Assianment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for Agency to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the Agency. This Agreement may .not be assigned, voluntarily or by operation of law, without the prior written approval of the Agency. If Consultant is permitted to subcontract any part of this Agreement by Agency, Consultant shall be responsible to Agency 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 Agency. All persons engaged in the work will be considered employees of Consultant. Agency 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 the Agency 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 Page 2 10 0 the Agency, 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 T. Familiarity with Work and Construction Site. By executing this Agreement, Consultant warrants that (1) it has investigated the work to be performed; (2) it, has investigated the proposed construction site, including the location of all utilities, and is aware of all conditions there; and (3) It understands the facilities, difficulties and restrictions of the work under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by Agency, it shall immediately inform Agency of this and shall not proceed with further work under this Agreement until written instructions are received from the Agency. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.gov, or access the registration page at his://www.vis- dhs.com/employerregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. 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. Page 3 0 Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to Agency at least one (1) copy of any final reports and architectural drawings containing Consultants findings, conclusions, and recommendations with any support documentation. All reports submitted to the Agency shall be in reproducible format. All services to be rendered hereunder shall be subject to the direction and approval of the Agency. 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 Agency. All such reports, information, data, and exhibits shall be the property of the Agency and shall be delivered to the Agency upon demand without additional casts or expense to the Agency: The Agency acknowledges such documents are instruments of Consultant's professional services. Section 13, Indemnity. Consultant agrees to protect, defend and hold harmless Agency, its elected and appointed officials 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 damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 14. Insurance. Insurance required herein shall be provided by Admitted 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. 0 0 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 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required 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 the Agency, its officers, employees, agents, and volunteers as additional insureds 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 the Agency, its officers, employees, agents, or volunteers. 14.5 Notice of Cancellation/Termination of insurance. The above policylpolicies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to the Agency, 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 Agency has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Page 5 0 0 Section 15. Termination. Agency 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 to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To Agency: San Juan Capistrano Community Redevelopment Agency 32400 Paseo Adelanto San Juan Capistrano, CA 52675 Attn: Laura Stokes To Consultant: MDM & Associates P. O. Box 2041 Mission Viejo, CA 92690 Section 17. Attorney 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 platter thereof. [SIGNATURE PAGE FOLLOWS] Page 6 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, Agency Clerk APPROVED AS TO FORM: Omar Sandoval, Agency Attorney SAN JUAN CAPISTRANO COMMUNITY REDEVLEOPMENT AGENCY By: Laura Freese, Chairwoman MDM & Associates alt ......... ....... Page 7 1 � �` �» /� /.�\/? #� .�% , d, f» : �� � < \ ) • 0 Program Description: A The program goal is to offer the most inclusive support programs for the current and future residents participating in the San Juan Capistrano Community Redevelopment Rental Subsidy/Securetnent Program. The program outlined in the guidelines and operating procedures closely aligns with similar programs that I have administered and provided support services for within south Orange County. The following outline gives an overview of the supportive services that are designed to meet the specific needs of the community served by providing quality, cost- effective support services armed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realizd their full potential as productive, responsible and caring individuals. Collaborative programs may include: • Affordable medical and dental programs • Case Management - monthly • Childcare: daycare, school preparedness, after school and summer programs • Computer training and tutorial programs for - students, adults and seniors • Counseling, support groups and workshops in Spanish and English - parenting skills, anger management and developing healthy relationships • Employment assistance, skills assessment, job development services • ESL classes • Family resource services • Health education programs, first aid, CPR, disaster preparedness • Legal assistance and mediation services • Nutritional evaluations and food distribution programs • Quarterly projects and/or events for the tenants • Senior service programs and counseling • Tax preparation • Transportation services • Utility assistance programs • Vocational services, programs and counseling for individuals with disabilities The focus of this proposal is to provide an outline of the comprehensive assistance programs seniors. Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. All proposed services are for the purpose of improving self-reliance and life skills while providing the necessary resources to fortify healthy behavior. The sunpon services target the most urgent needs of these residents while while Preserving their encouraging and encoura��lfsu�ciency The projection is that through support systems, which are easily accessible within the city, lives will be enriched. The proposed program collaborates primarily with partners in San Juan Capistrano to achieve the maximum utilization of resources without the duplication of services. W) TO Case Management: �p7 Case Management meetings are scheduled monthly. The purpose of these meetings is to assess the needs and monitor the progress within each household. The case manager reviews the income to debt ratios with the headts of each household and assists them in preparing a ".� realistic budget, savings and employment development plan. The goal is to increase the level Iwo of household income and savings in a concerted effort to improve their financial stability as they work towards self-sufficiency. An assessment is also made of the utilization of classes, workshops and/or vocational training to improve their employment opportunities and their completion of volunteer services. In addition, the case manager inspects the home monthly to, evaluate the living ter• conditions, check for safety and the need for household repairs and/or maintenance. Current residents as well as prospective candidates for the city's program meet with a designated case manager at the beginning of the contract. Monthly and Quarterly reports are submitted to the city. The report contains an evaluation of the resident's compliance with the established program guidelines and a detailed accounting of all financial activities related to the program. Program recommendations.- The ecommendations. The resident agrees to pay the rent on the first of each month in account set-up for automatic draft to the designated landlord of the property. It is recommended that the tenant set this account with Union Bank in San Juan Capistrano. They provide a similar service for the "Little Hollywood" tenants. • The resident agrees to work with the case manager in preparing a monthly budget with the goal of saving 15 — 2090 of their net income each month in a verifiable savings account • Attendance at group counseling sessions at a designated location in San Juan Capistrano • 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 have the ability to communicate in Spanish • Attend monthly meetings with a case manager to assess and evaluate their goals 0 0 • Complete monthly paperwork (due on the first of each month) that includes: 1. Goal Sheet for each adult in the household 2. Budget Report for each family (outlines all monthly income and expenses) 3. Tum in supporting documents for the budget sheet. Proof of income, pay stubs, child support documents, Notice of Action forms, etc. Account for all expenses — bills received and/or paid, receipts from the grocery store, gas station, department stores, pharmacy etc. • Agree to a monthly in-home inspection • Maintain the residence as a safe living environment • Report the need for repairs and/or maintenance. to the landlord of the property it is recommended that rent payments'be made as a draft from a bank and made directly to the landlord. The City of San Juan Capistrano will make the rental subsidy payment to the landlord. 1 Affordable Sousing Background 1 1 Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and 1 professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange i County. t 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. A recent four-year study showed that counseling, case management and vital support services were 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. A study completed in 2004 for a local nonprofit showed that of the 286 family members served within a 4 -year period, approximately 74% of these families successfully transitioned to self-sufficiency when they received support services versus the low 26% success rate 4 years earlier when�u port service benefits were not available. The outcome results further showed that clients receiving counseling, and a disciplined case management had a 22% higher long-term success in remaining self-sufficient 12 months after exiting the Housing Program. 0 0 The collaborative proposal -developed for San Juan Capistrano wilt -provide similar support services and programs to the residents approved for the housing assistance program in the Rental SubsidylSecurement Program, Eligibility Recommendations: In order .to be eligible the potential resident must be low to very low income. It is also suggested that new applicants agree to maintain employment and - most important - be willing to work towards improving their household income and/or strive toward self- sufficiency. The families applying for the rental subsidy program must -meet the city requirements and Will be re-evaluated at the beginning of their new contract agreement with the city of San Juan Capistrano, 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 proposed guidelines for the housing assistance program encourage open lines of communication. The city and their collaborative partners mutual goal is to meet the needs of each household and achieve a broader impact on the success rate of the residents involved in Me program by offering increased support services and resources. Intake Process Recommendation: 1. A potential client calls the city of San Juan Capistrano for housing assistance. The housing administrator- explains the requirements of the program and determines if the potential applicant qualifies. I� 2. The prospective resident is asked to complete a housing application. The head(s) of the household meet with the housing administrator and/or case manager for an initial interview. 3. If the applicant appears to be a good snatch for the program, another interview is ® scheduled. The purpose for this interview is twofold. First, the applicant learns more about the program to determine 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 turn in a DMV report, credit report, recent check stubs to verify employment and two -three reference letters. 5. The case manager confers with the city and within a week and a half, the applicant is notified as to whether or not they are accepted. 5. Once the home is ready for the new residents, they are given the program guidelines and agreement to read and sign. The new tenant signs the lease, security deposids required and the rent are collected and the key are given for the home and mailbox. The case manager conducts a walk-through of the home with the tenant and then the tenant signs the inspection report. 4 9 0 Case Manager and Counseling Team: The case manager, counselors and collaborative partners assigned to the families in the housing to meet with all families for ➢roup and in individual 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 family ire all assessed. Residents in the program who are seniors and or disabled will have additional needs/support and vocational or rehabilitation assistance. The case manager helps the residents stay focused on their goals and monitors the compliance with the program. guidelines and support service and volunteer commitments. Frequently parent(s) need assistance with credit repair and /or legal. aid and all residents need guidance in establishing and managing a monthly budget. The case 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 and funding available. The case manager also acts as a liaison between the counselors, 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 case 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. Length of Stay: The city program guidelines will be followed and additional recommendations include: Each tenant will sign a lease, and case management/support services agreement. The city can present a 30 -day notice to end the 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 15 - 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 payingfull 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. It also emphasizes that the program has a designated timeline. At this time the case manager reviews the goals set in the first 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. li i` 1� 0 0 Each household has a limited window of time in this program. Hopefully, with support and guidance, they will be ready to transition to independent living. Not allfamilies will be ready for this change. It is up to each individual to utilize the resources of counseling, support services, financial 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. Offering too much assistance can inhibit growth. Yet providing the necessary tools within a Positive environment can raise an individual's self-esteem and improve their potential for success as they continue to work towards achieving self-sufRciencv. 19 0 0 Contract recommendations: 1. MDM and Associates to provide strategic planning, direction and collaborative program development for improved support services to the resident/tenants participating in and accepted into the Rental Subsidy/Securement Program. The expanded support services are to benefit families, seniors and individuals with disabilities. Services will -be provided for up to 10 households with housing that is located in the City of San Juan Capistrano. 2. MDM and Associates agrees to attend scheduled meetings, review all housing applications and provide the City with monthly financial statements for all costs related to program services and operations, in addition, 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. Unit or property repairs are to be reported to the landlord/owner of the leased unit. 4. MDM and Associates will submit a monthly invoice for client support services, case management, program 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, life skills training, 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 full time employment (3) That savings accumulated while in the Housing Program will provide a jutancial "reserve "forfuture housing and emergencies (4) That upon exiting the program residents secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. b II, 0 Collaborative Partnerships MDM and Associates in partnership with the following collaborative partners agree to provide comprehensive support services and programs to the fourteen households in the San Juan Capistrano Rental Subsidy/Securement Program 1. Boys & Girls Clubs of Capistrano Valley James E. Littlejohn Executive Director One via Positiva San Juan Capistrano, CA 92675 Program Highlights and Benefits of the Boys and Girls Club: Developing character and 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. Empowering 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. Assisting 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. 3. Community Health Enrichment Collaborative Terry Shearman, LCSW 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health Insurance and Health Education Parenting Education & School Support Family Counseling and Teen Services Bilingual and Bicultural Counselors Individual and group counseling 4. Dayle McIntosh Center Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 24012 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Janny Hernandez, MA Saira Pmdencio, MA 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. X Gh 9 5. Orange County Head Start San Juan Capistrano, CA Quality early education, bomMUrtsive; health and mental health services, nutrition education and family support services. School readiness activities, including a formalized transition plan into the kindergarten program, services for children with disabitities,.pareat education classes, comprehensive health, nutrition and social services. 6. San Juan Seniors Club — South County Senior Services Flume Tracy, Senior Calten Program Coordinator 25925 Camino Del Avian San Juan Capistrano, CA 92675 San Juan Seniors Club and South County Senior Services provide programs that include: meals served at the senior center, meals on wheals delivered to the he=, transportation services, physical fitness classes, computer classes, driversaf* program tax assistance, counseling, medical screenings, social clubs, gatherings and excutshms. Additional community support service partners include: Camino Health Center Catholic Charities of Orange County Community Service Programs, Inc Head Start Ken Friess Mission Baslica Marion Hospital Mission Hospital Thrift Store Ocear, Hills church OCTA Operation School Bell Regional Occupational Center (ROP) St. Vincent de. Paul Thrift Store The Raise Foundation The Rotary Club Union Bank of California WIC 7. Community Counseling Center isnett S. Makalpo, Medical and Family Therapist 27322 Calle Arroyo, Suite,B Safi Juan Capistrano, CA 92675 Individual, Couples, and Child Counseling PA 0 0 Affordable Housing Programs and Support Services - City of San Juan Capistrano In 2005, the City of San Juan Capistrano contracted with MDM and Associates to provide support service programs that meet the specific needs of low to very -low income families residing in the City's Little Hollywood and Rental Subsidy Programs. The programs developed provide quality, cost-effective support services aimed at preventing homelessness, achieving self-sufficiency, and strengthening relationships. Offering long-term guidance and supportive opportunities assists each household member to realize their full potential as productive, responsible and caring individuals. The support services provided in the program include: o Budgeting o Case Management with monthly, quarterly and annual evaluations o Computer training o Counseling and support groups o Continued education support with scholarship and grant research assistance o Credit evaluations, credit repair and debt consolidation o Employment assistance, skills assessments and job development services o ESL classes o Family resource services, parenting classes and anger management o Financial evaluation o First Time Home Owner Program information and support o Goal setting, short term- interim- long term o Health education programs, first aid, CPR and disaster preparedness o Legal assistance and mediation services o Property Management — monthly home inspections to insure safe living conditions o Retirement planning and savings plan information o Tutorial assistance o Vocational training programs and counseling o Workshops - held monthly Specific programs are designed to assist and meet the individual needs of each household who are at or below the federal poverty guidelines. The support services target the most urgent needs of the residents while preserving their dignity and encouraging self-sufficiency, The projection is that affordable housing in conjunction with support services provide a positive environment for successful outcomes that benefit the families in the program and the communities where they live. Families in the program are working towards self-sufficiency through increased education, resolution of debt, setting and achieving monthly goals as head of households and securing counseling for positive parenting, anger management, credit, and legal advice to address and resolve important issues that have long term value. As of 2010, the program realizes a 92% success rate for families leaving the City of San Juan Capistrano Little Hollywood and Rental Subsidy housing programs. At the end of the five year term limit these families are now strengthened through - case management, life skills training, advanced education, counseling, workshops, job development andfamily support services to achieve their goals. These families were focused and took the steps necessary to become set( - sufficient - they accumulated savings, secured stable housing andfull time employment. Seven families have achieved their lone term Boal and dream —thev are first dme home owners. 0 MDM and Associates Fee Schedule Attachment Additional Services for City Contract 9 • Vendor selection for property management maintenance and repairs • Vendor budget for property emergencies and scheduled repairs/maintenance $10,000 contractor payment pool to draw from for vendor payment • Vendor bid securements, evaluation, contract review, insurance requirements, e -filing, etc. • Submit vendor reports to City on repairs, provide accounting with copies of vendor invoices and reconciliation Inspect properties prior to and following the repairs on City owned property in Little Hollywood • Inspect properties prior to and following the repairs/maintenance on City owned properties in Little Hollywood • Pay vendor invoices • Submit copies of paid vendor invoices by City for MDM and Associates —follow account payable schedule - two week payable cycle • Contract expansion to provide additional Administrative, Accounting and Property Management services that were previously provided by City Staff for Little Hollywood and Rental Subsidy programs • Review call inquiries on the Little Hollywood/Rental Subsidy applications, evaluate income levels, employment status, background checks and credit reports as needed • Respond with letters and follow-up communications to prospective tenants, applicants, referral agencies, faith based and/or community organization referrals regarding housing program guidelines and requirements • Review programs and secure support service providers for families in the program • Provide 24/7 message center with bilingual staff to receive incoming telephone inquiries where reports are made for property emergencies • Administer the Emergency Rent Relief and Rental Securement Programs 0 0 2011 Budget Little Hollywood & Administrative Support Contract An assessment of each household will assist in determining the projected costs and budget needed for client support services, case management, accounting and administrative management. Services 2011 Fees *Adjusted Fees 2010 Budget 2011 Initial Household Assessment Initial Fee **Fee *Application Review -Intake 75.00 54.00 75.00 *Counseling - Employment Needs Assessment Evaluation 100.00 100.00 100.00 *Pape ork Preparation 75.00 75.00 75.00 *Inspection & Report 75.00 53.00 75.00 *Review Program Documents & Agreements 100.00 100.00 100.00 * New Tenant/s Unit 425.00 382.00 5,346. 425.00 x 14 5,950.00 Monthly Assessments/Reports Fees Fees Case Management Monthly rent payments 25.00 25.00 Monthly volunteer review 35.00 25.00 Monthly case management 75.00 75.00 Monthly in-home visits 50.00 50.00 Household Assessments 185.00 a month 175.00 a month 185.00lmo. per household per household per household 24 households 24 households 50,400 53,280.00 Support Services/ Individual 100.00 90.00 16,800 19,500.00 Group Counseling 250.00 200.00 3,600 4,500.00 18 per year Quarterly Reports 2750.00 2475.00 2,475 2,750.00 Boy's & Girl's Club 35.00-50.00 30.00-35.00 395 600.00 10 -15 annually Monthly workshops 20.00 month 18.00 month 5,184 5,760.00 24 units x 12 months 24 units 24 units Annual Re -certification 100.00 per person 150.00 per unit 3,600 3,600.00 Attend public meetings 150.00 pern=ung 125.00 per rowing 500 500A0 *Additional Services for City 1,500 mo * 18,000.00 Little Hollywood &. Admin Support 12 months As requested by the City Tenant program termination 150.00 135.00 1,350 1,500.00 City attorney or outside law firm Move out inspection to file eviction and paperwork Note: Line item fees may vary within the budget based on family needs and assessments *Emergency Rental Loans ` Loan/s Program *New program 5,000.00 *Administration Admin. 5 000.00 * Additional programs from prior Budget Budget 2010 Budget as requested by City 89,950.00 125 940.00 0 0 Emergency Rent Relief and Rental Securement Programs: The Emergency Rent Relief and Rental Securement Programs were established by the San Juan Capistrano Community Redevelopment Agency in October 2005 under the Rental Subsidy Program Guidelines. Below is an excerpt from the guidelines: XIV. EMERGENCY RENT RELIEF The Agency offers emergency rent relief to lower-income eligible households who reside in San Juan Capistrano. This one-time payment for up to two months' rent is provided to assist San Juan Capistrano households that have had an emergency or some other extenuating circumstance that temporarily prevents the household from being able to pay their mortgage, rent, space rent or temporary housing. Extenuating circumstances might include temporary loss of income due to illness, disability, death in the family, and hospitalization. The emergency rent relief may also be used to assist households with temporary housing due to displacement resulting from fire or other major structural damage to their residence. To be eligible for this assistance, households must meet all the income and program eligibility requirements identified in Section IV of these guidelines, except that lower- income property owners may also be eligible for emergency rent relief assistance. Upon determination of eligibility and available funding, the applicant shall be required to submit documentation of payment information to the Agency (i.e. mortgage, rental lease, space rent, etc). The Agency will process a check payable directly to the mortgage company or property owner. The Agency's payment shall not include the cost of utilities, HOA dues, taxes, insurance, etc. The maximum amount of assistance to be provided for one-time emergency rent relief shall be $3,000. Funds paid by the Agency for emergency rent relief shall be considered a grant and are not required to be repaid. Budoet- The existing budget for the programs is $5,000 for grants and loans, and approximately 125 hours annually of staff time for facilitation by housing staff (non-inclusive of general administration or accounting time). ATTACHMENT