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06-0516_MDM & ASSOCIATES_Action Reminder
1 RE,CE VED 'Vr CITY CLERK'S DEPARTMENT - ACTION REMINDER ELDPMTO: Laura Stokes, Housing Coordinator - FROM: �l�, Administrative Specialist DATE: June 1, 2011 6-11110Y-Adffl?i On May 16, 2006, the San Juan Capistrano Community Redevelopment Agency entered into a Personal Services Agreement with MDM & Associates to provide property management and administrative support services for the Rental Subsidy Program. ACTION REQUESTED: Said Agreement states services shall be completed by no later than June 30, 2009. (At his discretion, the Executive Director of the Agency shall be authorized to extend the agreement up to two additional years through June 30, 2011, if it is determined that the consultant has performed satisfactorily in accordance with the agreement.) Please notify our office if agreement has been completed or will be extended. On June 6, 2009, said agreement extended to June 30, 2011 ACTION TO BE TAKEN: DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN: �jI SIGNATURE OF OFFICIAL TAKING ACTION: DATE SIGNED:-( Tickler Date: 46101109 Deadline Date: 06130109 (600.401mdmassoc) ***FOR CITY CLERKS DEPARTMENT USE ONLY*** 46141111 06130111 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 16th day of May, 2006, 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 administrative support services for the 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: Section 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 all of 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, 2009. At his discretion, the Executive Director of the Agency shall be authorized to extend the agreement up to two additional years through June 30, 2011, if it is determined that the consultant has performed satisfactorily in accordance with the agreement. Section 3. Compensation. 3.1 Amount. . Total compensation for the scope of services for this Project shall not exceed Thirty -Two Thousand Three Hundred Dollars ($32,300.00) annually, as set forth in Exhibit "A," attached and incorporated herein by reference. SO 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 the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's 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 S. 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. -2- Sections 6. Chances to Scope „of _Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by 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 Constructions Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; and (2) 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. Com liance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the contract period, Consultant shall have delivered to Agency at least one (1) copy of any final reports and architectural drawings containing Consultant's 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. -3- 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 costs 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 the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 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 the following minimum amounts: -4- $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 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 to the Consultant's general liability and umbrella liability policies using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990) to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.5 Notice of Cancel lation/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 City, 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 City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. -5- Agency and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated 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 92675 Attn: Planning Director To Consultant: MDM & Associates P. 0. Box 2041 Mission Viejo, CA 92591 Section 17. Attorneys` Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 16. 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. Clerk APPROVED AS TO FORM: John Vl-iaw, Agency Attorney SAN JUAN CAPISTRANO COMMUNITY REDEVELOPMENT AGENCY 3-2 me Vil B y: P�-r / Mar t McClean, Consultant k -I E f I t -F 16 9 k t k eVAR ,, fEi � ;(-r. Ms. Lynette Adolphson Management Analyst II City of San Juan Capistrano 32400 Paseo Adelanto San Tuan Capistrano, CA 92675 Dear Lynette, In August, 2005, MDM and Associates contracted with the City of San Juan Capistrano to provide property management, case management, monthly workshops and assist with support services. I appreciate the opportunity to submit this proposal for the San Juan Capistrano Community Redevelopment rental. Subsidy/Securement Program. The proposed program will closely align with the "Little Hollywood" program that we currently administer. In an ongoing effort to meet the needs of low to very low-incor e families, seniors and disabled individuals, MDM and Associates has developed. professional collaborative partners in the San Juan Capistrano area who work with us to provide important support services that are easily accessible. As a result, residents now prepare a monthly household budget, set short and long term goals on finances, employment opportunities, personal development and family needs. Bank. accounts are open for each household and a bi-lingual representative at Union Bank is available to assist them with financial and banking matters. A case manager schedules a monthly home visit to monitor the progress and review the family budget. Support service, employment development, educational and healthcare information is provided at monthly workshops. Several families and seniors are receiving additional resource information and/or assistance when counseling, tutoring, scholarship opportunities, ESL classes, computer instruction, healthcare consultations, insurance assistance, and/or childcare is needed. The program purpose is to assist with self-reliance, improve life skills and promote a healthy home environment. I believe that future participating residents will be focused and appreciative of support services that we are able to provide. It will be a pleasure to work with you and the City in assisting the residents in the Redevelopment Rental Subsidy/Securement Program. Sincerely, Margaret. McClean P.O. Box 2041 Mission Viejo, CA 92691 (949) 588-2420 _ate 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 l 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 -germ 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 sun-imer 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, shills assessment, job development services + 1+ SL 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 0 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 for low-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 su port services _t IX I the most urgent needs of these residents while preservin > their di nity and e�zcoura in,g_sel -sufficiency 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 .yuan Capistrano to achieve the maximum utilization of resources without the duplication of services. Case Management: 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 head/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 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. 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 — 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/niarital, 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 • 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. 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 store, gas station, department stores, pharmacy etc. 0 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 Housin Back round Since 1.994, Margaret Me( :"lean has worked with. local non --profit agencies, county, city and professional collaborative partners in the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange County. 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 p of an individual's maximum potential and their ability to achieve self -:sufficiency. Support p programs are strengthened and positive outcomes result when local collaborative and s professional relationships are developed within the community it serves. A study completed in 2004 for a local nonprofit showed that of the 2116 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% succuss rate4vears earlier when Support service benefitswere not available. The outcome resents further showed that clients receiving Counseling, and a- disciplined case management had a 22% higher long-term success in remaining self-sufficient I2 months after exiting the Housing Program. 3 T"he collaborative proposal developed for San ,duan Capistrano will provide similar support services and programs to the residents approved for the housing assistance program in alae Dental SubsidylS'ecurement Program. Eligibility Recommendations: In order to be eligible the potential resident must be tow to very low income, It is also suggested that new applicants agree to maintain employment and - most important - he willing to work Inwards improving their household income and/or strive toward self suf ciency. The families applying for the rental subsidy program rrrust •meet the city requirements and will be re-evaluated at the beginning of their new contract agreement with the city of San .Tuan 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 guideI.ines 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: L 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. Second/y, the su pport team reviews all the applications to determine which family will gai�r 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 weed: 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. 4 Case Manager and Counseling Fear: The case man---- counselors and collaborative%finers assigned to the families in the housing ro rare rovid.e su ort and uidance for th.e residents in the . ro an. The counselor's goal 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 /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. Lake 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 fanrily'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 endthe 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: (l.) 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 rrionths in the program to explain what they have gained from the program and to set their goals for time next 3-6 months. This helps the head of household to focus on the purpose and their commitment to the program. It also emphasises 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 farm three to five years. 5 9 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. Offering too much assistance can inhibit growth. Yetrovidh the necessary tools within a Positive environment can raise an individual's sel -esteem and improve their potential or success as they continue to work towards achieving self-sufficiency. 6 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/Secure ent Program. The expanded support services are to benefit families, seniors and individuals with disabilities. Services will be provided fox up to 10 households with housing that is located in the City of San .Tuan 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 cornpliance 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 andlor 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 financial "reserve " for future housing and emergencies (4) That upon exiting the program f_esidentA secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. 7 01,111 Collaborative Partnerships 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 Iudividreal and group counseling 4. Dayle McIntosh Outer Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 2401.2 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Jany Hernandez, MA Saira Pru.dencio, MA The services provided include: advance empowerment and inclusion of all persons with disabilities advocacy, ADA training, core independent living skills training, eiucrgency 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. 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 SubsidylSecurernent Program I. Boys & Girls Clubs y 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. Embowering 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 Iudividreal and group counseling 4. Dayle McIntosh Outer Jeffrie Vihinen, CAP Coordinator Disability Resources and Advocacy South County 2401.2 Calle De La Plata, Suite 210 Laguna Hills, CA 92653 Jorge Sotelo Virginia Sergi Pilar Aquero, MA Jany Hernandez, MA Saira Pru.dencio, MA The services provided include: advance empowerment and inclusion of all persons with disabilities advocacy, ADA training, core independent living skills training, eiucrgency 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, 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 disabilities, parent education classes, comprehensive health, nutrition and social services. 6. San Juan Seniors Club — South County Senior Services Elaine Tracy, Senior Citizen Program Coordinator 25925 Canino Del 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, 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, hic Head Start Ken Friess 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 9 Proposed Fee Schedule An assessment of each household will assist in determining the projected costs and budget needed for client support services. Services Consultant Fees Budget Recommendation Initial Household Assessment One Time Fees Application Processing - Intake $ 75 per household Counseling -Employment -Needs $ 100 per household Assessment Evaluation Paperwork Preparation $75 per household Inspection & report $ 75 per household Review Program Documents & Agreements with $ 100 per household Tenants $ 425 per household $ 4,250 (one-time) Monthly Assessments/Reports Monthly Program Fees Case Mgmt.lProperty Mgmt. Monthly Rental Payments $25 per household Monthly Volunteer Monitoring $ 35 per household Monthly Case Management $ 75 per household Monthly In-home visits $ 50 per household Costs: $185 $20,350 11 months Quarterly Assessments Quarterly Program Fees Quarterly Reports $ 4€10 per report $1,500 Additional Support Services Support Services Monthly Counseling — $ 75-$100 per session $3,000 annually Individual & Group Boys and Girls Club $30 per child/teen — a year $ 500 annually Monthly training — group $50-$100 per session $1,000 annually Re -certification for program $100 per household $ 1,000 annually Attend Public Meetings $150 per meeting $ 300 annually as needed Contract program termination $ 150 paperwork $ 300 annually as needed - eviction proceedings to be handled by city attorney Total Projected Budget $32,300 CRA 5/1612006 AGENDA REPORT TO. David F. Adams, Executive Director ek FROM: Molly Bogh, Planning Director SUBJECT: Consideration of Agreement for Property Management Services for the Rental Subsidy Program (MDM & Associates) I � fi�� e • By motion, approve an agreement in an amount not to exceed $32,300 annually with MDM & Associates to provide property management services for the Community Redevelopment Agency's Rental Subsidy Program, and authorize the Chairman to execute the agreement. SITUATION: The San Juan Capistrano Community Redevelopment Agency (Agency) implemented the Rental Subsidy Program in February, 1997. Property management of the units consists of collecting rents, executing leases, certifying household incomes, Dandling tenant/landlord complaints, providing the tenant educational workshops/classes and performing monthly site visits. The property management component of this program has been handled by a number of outside consultants. Saddleback Community Outreach has been providing these services over the past few years. The agreement with Saddleback Community Outreach ("SCO") expired on January 21, 2006, but the agreement contained a provision allowing staff to extend the agreement for one additional year. The Agency contacted SCO to determine if their interest in extending the agreement, and SCO elected not to extend the agreement so that they could pursue other goals. SCO agreed to continue services until the Agency could get another consultant, but requested that this be completed as soon as possible. Since MDM and Associates ("MDM") is currently performing the property management services for the Little Hollywood affordable rental units, Agency staff asked MDM to assume the property management and administration of the Rental Subsidy Program through June 30, 2006 until the matter could be scheduled for Agency consideration. Agency staff is very pleased with the progress MDM has made with the tenants in Little Hollywood. Since SCO was not interested in continuing with the program and since both the Little Hollywood rental and the Rental Subsidy Programs are nearly identical, staff solicited a bid from MDM for administration of the Rental Subsidy Program. The bid includes property management and administration of a comprehensive program to Agenda Report Page 2 May 16, 2006 assist the residents based upon their individual family needs with services such as financial workshops, job training, computer training, counseling, child care, health care, site visits, and any other pertinent services (i.e. food banks, etc.). The consultant will also perform annual income recertifications, prepare leases, do monthly unit inspections, monitor rent payments, etc. Summary and Recommendation: MDM's proposal consists of property management services, as well as a wide variety of support services for all age groups. The proposal includes a collaboration of numerous established local agencies that will be able to meet the varying household needs. The cost for their services during the first year will be $32,300 due to one-time fees for initial evaluation of each of the households ($4,250/for ten households). However, following the first year's initial fees, the annual cost will decrease from $32,300 to approximately $30,000/annually. The one-time fee will apply to each new family that enters the program. 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 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, independent, and self-sufficient • Help children grow and develop leadership qualities by positive social interaction in preschool and after school programs • Assist the seniors andlor 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 Based upon the above, staff recommends that the Agency approve an agreement in an amount not to exceed $32,300 annually with MDM for property management and support services for the Little Hollywood rental units, and authorize the Chairman to execute the agreement. Staff recommends a three-year agreement, with the option of the Executive Director of the Agency to administratively renew the agreement for up to two additional years with a not -to -exceed amount of $32,300 annually as reflected in the fee schedule attached to the draft agreement. Agenda Report Page 3 May 16, 2006 COMMISSIONIBOARD REVIEW AND RECOMMENDATIONS: The Housing Advisory Committee received an information report on the proposal to recommend MDM for property management and administration of the Rental Subsidy Program at their meeting on March 22, 2006, FINANCIAL CONSIDERATIONS: The administration and property management for this program will be paid with Agency set aside funds. The contract with SCO was $25,000/annually. MDM's proposal totals $32,300 based upon participation of ten households in the program. The proposal represents an increase cost to the Agency of approximately $7,300 for the first year and approximately $5,000/year in subsequent years. Staff finds MDM's proposal to be comparable and reasonable for the following reasons: 1. SCO's agreement was executed in January, 2003. Consultant prices have increased over the past three years. 2. MDM's fee is based upon providing support services for ten households. SCO served approximately 5-7 households annually. 3. MDM's proposal includes a higher level of services to the participating low- income households than the services provided by SCO. NOTIFICATION: Recital Subsidy Program tenants and landlords `MDM and Associates "Agenda report included 1X010PiTi►tt4L II VAEel-0 By motion, approve an agreement in an amount not to exceed $32,300 annually with MDM and Associates to provide property management services for the Community Redevelopment Agency's Rental Subsidy Program, and authorize the Chairman to execute the agreement. Respectfully submitted, �JAQ%,a Molly Bo h Planning Director Prepared by: Lyl; n"e'te Adolphson Management Analyst II Attachment(s): 1. Draft Agreement and Exhibit A (MDM & Associates' Proposal and Fee Schedule) THIS AGREEMENT is made and entered into this 16th day of May, 2006, 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 administrative support services for the 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: 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 all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. This Agreement shall commence on the effective date of this Agreement and services required hereunder shall be completed by no later than June 30, 2049. At his discretion, the Executive Director of the Agency shall be authorized to extend the agreement up to two additional years through June 30, 2011, if it is determined that the consultant has performed satisfactorily in accordance with the agreement. Section 3. Compensation. Total compensation for the scope of services for this Project shall not exceed Thirty -Two Thousand Three Hundred Dollars ($32,300.00) annually, as set forth in Exhibit "A," attached and incorporated herein byreference. -I - ATTACHMENT 1 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 the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the Agency representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 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. 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. 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. -2- In the event of a change in the Scope of Work provided for in the contract documents as requested by 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 Consultants fees. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; and (2) 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. Time is of the essence in the performance of this Agreement. � .;JtiMl Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 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. 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 Consultant's 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. - 3 - --MAT r-71 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 costs or expense to the Agency. The Agency acknowledges such documents are instruments of Consultant's professional services. rim 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. 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 VI I or better. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 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 the following minimum amounts: -4- $500,000 property damage; $500,000 injury to one personlany one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 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. 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 to the Consultant's general liability and umbrella liability policies using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990) to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 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 City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. - r-MITff-i Consultant shall not receive any compensation until all insurance provisions have been satisfied. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. -5- Agency and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days` advance written notice of termination to the other party In addition, this Agreement may be terminated 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. 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 92675 Attn: Planning Director To Consultant: MDM & Associates P. C. Box 2041 Mission Viejo, CA 92691 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. 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"). This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. -6- IN WITNESS WHEREOF, the parties hereto have executed this Agreement. SAN JUAN CAPISTRANO COMMUNITY REDEVELOPMENT AGENCY an Joe Soto, Chairman MDM & ASSOCIATES By: Ma0t McClean, Consultant ATTEST: — Margaret R. Monahan, Agency Clerk APPROVED AS TO FORM. John R. Shaw, Agency Attorney 1111115112 E Wim■$ Ms. Lynette Adolphson Management Analyst 11 City of San Juan Capistrano 32400 Pasco Adelanto San Juan Capistrano, CA 92675 Dear Lynette, In August, 2005, M.DM and Associates contracted with the City of San Juan Capistrano to provide property management, case management, monthly workshops and assist with support services. I appreciate the opportunity to submit this proposal for the San Juan Capistrano Community Redevelopment rental Subsidy/Securement Program. The proposed program will closely align with the "Little Hollywood" program that we currently administer. In an ongoing effort to meet the needs of low to very low-income families, seniors and disabled individuals, MDM and Associates has developed professional collaborative partners in the San Juan Capistrano area who work with us to provide important support services that are easily accessible. As a result, residents now prepare a monthly household budget, set short and long terin goals on finances, employment opportunities, personal development and family needs. Bank accounts are open for each household and a bi-lingual representative at Union Bank is available to assist them with financial and banking matters. A case manager schedules a monthly home visit to monitor the progress and review the family budget. Support service, employment development, educational and healthcare information is provided at monthly workshops. Several families and seniors are receiving additional resource information and/or assistance when counseling, tutoring, scholarship opportunities, ESL classes, computer instruction, healthcare consultations, insurance assistance, and/or childcare is needed. The program purpose is to assist with self-reliance, improve life skills and promote a healthy home environment. I believe that future participating residents will be focused and appreciative of support services that we are able to provide. It will be a pleasure to work with you and the City in assisting the residents in the Redevelopment. Rental Subsidy/Securernent Program. Sincerely, 1 Margaret McClean P.0. Box 2041 Mission Viejo, CA 92691 (949) 588-2420 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 W monthly ® Childcare: daycare, school preparedness, after school and sums-ner programs Computer training and tutorial programs for - students, adults and seniors Counseling, support groups andworkshops in Spanish. and English - parenting skills, anger management and developing healthy relationships Employment assistance, skills assessment, job development services ® IKSL 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 for low-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 sup rt services lrxLet the most urgent needs_ cf these residents while reservin their dignity and encouraing self src icier 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 niaxi.mum utilization of resources without the duplication of services. Case Management: r 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 head/s of each household and assists them in preparing a = realistic budget, savings and employment development pian. The goal is to increase the level of household income and savings in a concerted effortto improve their financial stability as q 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: w 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 — 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 s Attend monthly meetings with a case manager to assess and evaluate their goals 2 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. 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 -- hills 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 properly It is recommended that rent paymentsbe 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 Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and professional collaborative partners in. the successful development of affordable housing programs and support services that benefit low to very low-income residents in Orange County. 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 farraily 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 vears 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. 3 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 SabsidylSecurement Program. Eli i iility Re nmmendations: In order to be eligible the potential resident mast 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 andlor 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: L 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 Dousing 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 goats 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 frons 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 sighs the lease, security deposit/s required and the rent are collected and the key are given for the Koine and mailbox. The case manager conducts a walk --through of the home with the tenant and then the tenant signs the inspection report. 4 Case Manager and Counseling Teams: The case mina er counselors and collaborative partners assi ned to the families in the housin ro rani provide support and. guidance for the residents in the program. The counselor's oat is to meet with all amilies arrou 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 /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-suff ciency. 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 clutteredat 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 casemanagement/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 I5 - 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 whenexiting the subsidized programand 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 f tom three to five years. 5 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. gods. Those individuals who successfully transition out of the program will then openn the door for a new family, individual or senior to participate in this program. Qff—erinff too match assistance can inhibitgrowth. Yet providing the necessary tools within a Positive environment can raise an individual's seff-esteem and improve their Potential for success as they continue to work towards achievin .sel -su tient . 6 Contract recommendations: I. 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 1O 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. Pr( jetted Outcomes, Goals and Benefits: (I) 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 se f 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 " for future housing and emergencies (4) That upon exiting the program resident/; secure and maintain permanent housing (5) That the adults living in the household will continue to provide volunteer services within their community. 7 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 .lames 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 elfsufficient adults. 3. Community Health nrichment Collaborative Terry Shearman, LCSW 31322 Camino Capistrano San Juan Capistrano, CA 92675 Health Insurance and Health Education Parenting Education & School Support Fatuity 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. 8 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 disabilities, parent education classes, comprehensive health, nutrition and social services. 6. San Juan Seniors Club W-- South County Senior Services Elaine Tracy, Senior Citizen Program Coordinator 25925 Camino Del Avion San Juan Capistrano, CA 92675 San Juan Seniors Club and South County Senior Services provide prograrns that include: meals served at the senior center, meals 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 Friess Mission Baslica Mission Hospital Mission Hospital Thrift Store Ocean Hills Church OCTA Operation School Bell Regional Occupational Center (ROI') St. Vincent de Paul Thrift Store The Raise Foundation The Rotary Club Union Bank of California WIC 9 Proposed Fee Schedule An assessment of each household will assist in determining the projected costs and budget needed for client support services. Services Consultant t=ees Budget Recommendation Initial Household Assessment One Time Fees Application Processing - Intake $ 75 per household Counseling -Employment -Needs $ 100 per household Assessment Evaluation Paperwork Preparation $75 per household Inspection & report $ 75 per household Review Program Documents & Agreements with $ 100 per household Tenants $ 425 per household $ 4,250 (one-time) Monthly Assessments/Reports Monthly Program Fees Case Mgmt./Property Mgmt. Monthly Rental Payments $25 per household Monthly Volunteer Monitoring $ 35 per household Monthly Case Management $ 75 per household Monthly Ire -home visits $ 50 per household Costs: $.185 $20,350 11 months Quarterly Assessments Quarterly Program Fees Quarterly Reports $'400 per report $1,600 Additional Support Services Support Services Monthly Counseling -- $ 75-$100 persession$3,000 annually Individual & Group Boys and Girls Club $30 per child/teen -- a year $ 540 annually Monthly training — group $504100 per session $1,000 annually Re -certification for program $100 per household $ 1,000 annually Attend Public Meetings $150 per meeting $ 300 annually as needed Contract program termination $ 150 paperwork $ 300 annually as needed - eviction proceedings to be handfed by city attorney Total Projected Budget $32,300 101'Y OP SAK MAN CAPYJRAND _. i r r I CI'T'Y O1, SAN 1L.AN CnPIS`NANO I San Juan Capistrano Community Redevelopment Agency NOTIFICATION OF MEETING OF POTENTIAL INTEREST SAN JUAN CAPISTRANO REDEVELOPMENT AGENCY The Board of Directors of San Juan Capistrano Community Redevelopment Agency will meet at 7:00 p.m. on May 16, 2006 in the City Council Chamber in City Hall, to consider: "Consideration of Agreement for Property Management Services for the Rental Subsidy Program (MDM & Associates)» " — Item No. C1. If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the Board of Directors through correspondence addressed to the Board and/or by attending the meeting and speaking to the Board during the public meeting. Correspondence related to this item must be received at the City Clerk's office by 5:00 p.m. on Monday, May 15, 2006 to allow time for the Board to consider its content. If you would like to speak at the meeting, please complete a yellow "Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Chairman when the item is considered. You have received this notice at the request of the City staff member Lynnette Adolphson, Management Analyst II. You may contact that staff member at (949) 443- 6324with any questions. The agenda, including agenda reports, is available to you on our web site: www.sanivancal2istrano.org. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: council-aciendas@sanjuancapistrano.org. Meg Monahan, CMC City Clerk cc: Rental Subisdy Program Tenants and Landlords; MDM and Associates*; Molly Bogy, Planning Director; Lynnette Adolphson, Management Analyst II. * Received staff report 32400 Paseo Adela to Sate Juan Capistrano California 92675 949-493-1171 CITY CLERKS DEPARTMENT - ACTION REMINDER cw ' �i:l 5 r"+ TO: L-yrtfl-afte-Adelphson-,—Menegenfent=A-na4yst-1,I FROM: Christy S-�sit�, Administrative S�rtary DATE: June , 2009 SITUATION: On May 16, 2006, the San Juan Capistrano Community Redevelopment Agency entered into a Personal Services Agreement with MDM & Associates to provide property management and administrative support services for the Rental Subsidy Program. ACTION REQUESTED: Said Agreement states services shall be completed by no later than ,June 30, 2009. (At his discretion, the Executive Director of the Agency shall be authorized to extend the agreement up to two additional years through June 30, 2011, if it is determined that the consultant has performed satisfactorily in accordance with the agreement.) Please notify our office if agreement has been completed or will be extended. ACTION TO BE TAKEN: - e . . DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN: r SIGNATURE OF OFFICIAL TAKING ACTION: DATE SIGNED: Tickler Date: 06/01/09 Deadline Date: 06/30/09 cc: Department Head (600.40/mdmassoc) **'FOR CITY CLERKS DEPARTMENT U ONLY*** CITY OF SAN Ju 1N c mis,rRANO C' ii CN FAN f N San Juan Capistrano Community Redevelopment Agency May 22, 2006 Margaret McClean MDM & Associates P.O. Box 2041 Mission Viejo, CA 92690 Dear Ms. McClean: A fully executed, original Personal Services Agreement to perform property management and administrative support services for the Rental Subsidy Program. Thank you for forwarding documentation confirming current compliance with the terms of insurance under your agreement with the city. Please keep in mind that should this documentation lapse, all work under this agreement must stop and all payments will be withheld until we receive proper evidence of insurance. You may proceed with work under this agreement in coordination with the project manager, Lynnette Adolphson, management Analyst If (949) 443-6324. cc: Lynnette Adolphson, Management Analyst I I Dottie Crawford, Accounting Clerk 32400 Paseo Adelanto San Juan Capistrano California 92675 949-493-1171 Vi=i ��© W,, tv ft Ll n Orl c Q P% a c rn �7 m O Oil C Z d C n n 0 z ^....��.. w n CD o..-• ow a... ... 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