15-0817_MDM & ASSOCIATES_Personal Services Agreement Ca
32400 PASE0 ADELANTO MEMSERS OF THE HOUSRNS AUTHOWTY
SAN JUAN CAP9STA 0, CA 92675 t SAM ALLEVAX0
(949) 493-1171 KERRY K.FERGUSON
(949) ,093-1053 FAX PAM PATTERSONM
www.sanjuancapiveaao,org JOHN M.PERRY
Sinma 2612
DEREK REEVE
TRANSMITTAL.
TO:
MDM & Associates
P.O. Box 2041
Mission Viejo, CA 92690
DATE: June 17, 2015
FROM: Christy Jakl, Deputy City Clerk (949) 443-6310
RE: Personal Services Agreement — Property Management & Support Services for Rental
Subsidy and little Hollywood Affordable Housing Programs
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
the agreements. If you have questions related to insurance requirements, please call me at
(949) 443-6310.
If you have questions concerning the agreement, please contact Laura Stokes, Housing
Coordinator/Assistant Planner at (949) 443-6313.
Enclosed is an original agreement for your records.
Cc: Laura Stokes, Housing Coordinator/Assistant Planner
Ayako Rauterkus, Senior Management Analyst
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this 10th day
of August, 2015, by and between the San Juan Capistrano Housing Authority (hereinafter
referred to as the "Authority") and MDM and Associates (hereinafter referred to as the
"Consultant").
RECITALS:
WHEREAS, Authority desires to retain the services of Consultant regarding the
Authority's proposal for property management and support services for the Authority
operated Little Hollywood and Rental Subsidy affordable housing program; and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, Authority and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the Consultant shall consist of those tasks as
set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that
there are any conflicts between the provisions described in Exhibit"A"and those provisions
contained within this Agreement, the provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than June 30, 2017. At the
discretion of the City Manager, this agreement may be renewed for an additional 12
months through ,lune 30, 2018.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed Two
Hundred Eleven Nine Hundred Twenty-Four ($211,924) as set forth in Exhibit B and
reimbursement for rental payments shall not exceed One Hundred Forty-Four Nine
Hundred Eighty ($144,980).
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services which have been satisfactorily completed for such monthly period. The
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Authority will pay monthly progress payments based on approved invoices in accordance
with this Section.
3.3 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be made
available at reasonable times to the Authority. Invoices shall be addressed as provided for
in Section 16 below.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of the Authority, and shall obtain no rights to any benefits which accrue
to Agency's employees.
Section 5. Limitations Upon Subcontracting and Assi nment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for the Authority to enter into this
Agreement. Consultant shall not contract with any other entity to perform the services
required without written approval of the Authority. This Agreement may not be assigned,
voluntarily or by operation of law, without the prior written approval of the Authority. If
Consultant is permitted to subcontract any part of this Agreement by Authority, Consultant
shall be responsible to the Authority for the acts and omissions of its subcontractor as it is
for persons directly employed. Nothing contained in this Agreement shall create any
contractual relationships between any subcontractor and Authority. All persons engaged in
the work will be considered employees of Consultant. Authority will deal directly with and
will make all payments to Consultant.
Section 6. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from Authority is
required prior to Consultant undertaking any extra work. In the event of a change in the
Scope of Work provided for in the contract documents as requested by the Authority, the
Parties hereto shall execute an addendum to this Agreement setting forth with particularity
all terms of the new agreement, including but not limited to any additional Consultant's
fees.
Section Z. Familiarity with Work and/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed under this Agreement. Should Consultant discover any latent or
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unknown conditions materially differing from those inherent in the work or as represented
by Authority, it shall immediately inform the Authority of this and shall not proceed with
further work under this Agreement until written instructions are received from the Authority.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
Section: 10. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 11. Copies of Work Product.
At the completion of the work, Consultant shall have delivered to Authority at least
one(1)copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the Authority shall be in reproducible format, or in the format otherwise
approved by the Authority in writing.
Section 12. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the Authority. All such
reports, information, data, and exhibits shall be the property of the Authority and shall be
delivered to the Authority upon demand without additional costs or expense to the
Authority. The Authority acknowledges such documents are instruments of Consultant's
professional services.
Section 13. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and
hold harmless the Authority and its elective and appointive boards, officers, agents, and
employees from any and all claims, liabilities, expenses, or damages of any nature,
including attorneys' fees, for injury or death of any person, or damages of any nature,
including interference with use of property, arising out of, or in anyway connected with the
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negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's
agents, officers, employees, subcontractors, or independent contractors hired by
Consultant in the performance of the Agreement. The only exception to Consultant's
responsibility to protect, defend, and hold harmless the Authority, is due to the negligence,
recklessness and/or wrongful conduct of the Authority, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon the
amount of indemnification to be provided by Consultant.
Section 14. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the Authority, the
insurance specified below with Insurers and under forms of insurance satisfactory in all
respects to the Authority. Consultant shall not allow any subcontractor to commence work
on any subcontract until all insurance required of the Consultant has also been obtained for
the subcontractor. Insurance required herein shall be provided by Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A-Class
VII or better.
14.1 Comprehensive General Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in an amount not less than one
million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non-
owned vehicles in an amount not less than one million dollars per occurrence
($1,000,000.00).
14.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Workers' Compensation Employer's Liability Insurance in the statutory amount as required
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by state law.
14.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self-retention amount, and an
additional insured endorsement naming Authority, its officers, employees, agents, and
volunteers as additional insured as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
owned, occupied or used by Consultant; or automobiles owned, leased, fired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded Authority, its officers, employees, agents, or volunteers.
14.5 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to Authority,
except that ten (10)days' notice shall be given if there is a cancellation due to failure to pay
a premium.
14.6 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
14.7 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
Authority has issued a written "Notice to Proceed" verifying that Consultant has complied
with all insurance requirements of this Agreement.
Section 15. Termination.
Authority shall have the right to terminate this Agreement without cause by giving
thirty (30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten (10) days' notice to the other party of a material breach of contract. If the other party
does not cure the breach of contract, then the agreement may be terminated subsequent
to the ten (10) day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
.. ........ ........ ....... ........ ........ ..... ........ ........ ........ .........
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to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To Authority: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Laura Stokes, Housing Coordinator/Assistant Planner
To Consultant: MDM & Associates
P. O. Box: 2041
Mission Viejo, CA 92690
Section 17. Attorneys` Fees.
If any action at law or in equity is necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled to reasonable attorneys` fees, costs and
necessary disbursements in addition to any other relief to which he may be entitled.
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof,
Section 20. Counterparts and Facsimile signatures.
This Agreement may be executed by the Parties in counterparts,which counterparts
shall be construed together and have the same effect as if all the Parties had executed the
same instrument. Counterpart signatures may be transmitted by facsimile, email, or other
electronic means and have the same force and effect as if they were original signatures.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SAN JUAN CAPISTRANO HOUSING AUTHORITY
B (kid
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CONSULTANT
By-
MargarecClean, Consultant
MDM & Associates
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Maria��o'rris�kbty' Clerk;
APPROVED AS TO FORM:
Jeffrey gallin"g"ef, City-A4,C&rney
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Program Description:
The program goal is to offer inclusive support programs for the current and future residents living in
the San Juan Capistrano Housing Authority and Rental Subsidy programs.
The program is designed to meet the specific needs of the community served by providing quality,
cost-effective support services aimed at preventing 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 prouam incluge:
Budget Preparation and Review--weekly,monthly,quarterly,annual re-certification
« Career Counseling—CoIlege Counseling--Grants, Scholarship Opportunities
• Case Management—weekly,monthly,quarterly and annual evaluations
Q Childcare: during workshops, school preparedness,after school and summer programs
e Computer training and tutorial programs for—students and adults
Counseling,support groups,individual and family therapy
parenting skills, anger management and developing healthy relationships
t Credit Counseling,debt consolidation, first time homebuyer preparedness
• Employment assistance, skills assessment,resume development,career clothing
® ESL classes
0 Family resource services
! Financial evaluation and credit monitoring
O First Time Homebuyer preparation and support services
0 Goal setting,short term,interim, long term professional,personal,financial
0 Health education programs,first aid,CFR,disaster preparedness
0 Legal assistance and mediation services
0 Nutritional evaluations and community food distribution programs
a School readiness
w Senior service programs,nutrition, counseling,legal,professional services, transport, .
elder abuse and identity theft prevention, in-home healthcare, hospice and care plan.
review with.family
Tax preparation
a Tutorial programs for children and adults
Vocational services,program review and counseling
a Volunteering,community,school and nonprofits
• Wellness Programs—nutrition, exercise and stress reduction
0 Workshops-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 provides a positive
environment for successful outcomes that benefit the families in the program and the communities
where they live. The program is focused on families who desire to achieve self-sufficiency within
three to five years.
An outcome study completed in A ril 21215 realized a 91% success rate for the r ran). These
families successfully left the Sara Juan Ca is rano l4pusing Authority prograin with stabilized bonsin
and credit advanced vocational trainimt aod certifications acrd,{or a college education increasing the
household income maintaining drali time em` l vtncrit• and over 38% of the families fulfilled their
longterm erm goal to be a first time home owner.
....... .........L ......... ......... ......... ... ...........................................
Case Management:
Case Management meetings are scheduled monthly and reviewed with an assessment team.
The purpose of these meetings is to assess the needs and monitor the progress within each
household. The case management team reviews the income to debt ratios with the 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. In
addition to the monthly meetings a detailed eight page excel budget is prepared by the
household and reviewed by the case management team to insure that financial goals are set
and:net. Financial advisors assist with debt consolidation and credit monitoring.
An assessment is also made on the utilization of workshops, academie or vocational
counseling, individual and family counseling, goals, monitoring of college classes and/or
vocational training enrollments and a review of the children/teen or adult needs for tutorial
assistance. Encouragement, support and focus lead to Successful outcomes,
Community outreach is provided by the families through their commitment of six - eight
hours of volunteer work each month, The families volunteer at nonprofit agencies, schools,
churches and community events. Each family has a positive volunteer spirit!
A monthly home inspection is also provided by a case manager to evaluate the living
conditions, check for safety issues and/or the need for household repairs. When repairs are
needed, three bids are secured by companies insured and approved by the city. Before and
after photos document the need and resolution of the repair.
Prospective candidates on the waiting list are contacted on a quarterly basis to update their
information and evaluate their future program eligibility. A family accepted into the program
meets with a designated case manager to review and sign a lease agreement and program
guidelines. Current residents are recertified annually and sign a lease agreement and program
guidelines on or before the first day of each year.
Weekly, monthly and quarterly reports are submitted to the city. These reports contain an
evaluation of the resident's compliance with the established program guidelines, support
services utilized and a detailed accounting of the financial activities related to the program.
Program review:
m The resident agrees to pay the rent before the 10'� day of each month
® A late fee of$50.00 is due if rent is paid after the 10`x'day of each month
• The resident agrees to work with the case manager in preparing a weekly and
monthly budget with the goal of saving 10—20%of their net income each month in a
verifiable savings or retirement account.
• Families accepted into the program agree to maintain full time employment and
attend class part time or attend college/vocational training full time and work part
time.
s Attendance at the monthly group sessions—workshops
• Adults living in the household agree to volunteer 6 hours a month in the community
• Attend individual counseling if it is recommended (parent/marital, anger
management, children and teen evaluations, tutorial assistance, senior services,
independent living skills training, vocational and rehabilitation services) various
counselors provide services to the families, seniors and individuals with disabilities
and select counselors are bi-lingual.
® Attend monthly meetings with a case manager, academic advisor, and/or financial
advisor for additional sessions needed to assess and evaluate academic and financial
goals, life skills, debt resolution, credit monitoring
• Complete monthly paperwork(due on the first of each month)that includes:
1. Goal Sheet for each adult and teen in the household
2. Budget Report prepared weekly/monthly for each family (outlines all monthly
income and expenses)
3. Submit supporting documents for the budget sheet. Proof of rent payment,
household income, pay stubs, child support, bank statements, Notice of Action
forms, etc.
4. Account for all expenses--
Monthly bills received and paid, groceries receipts, restaurants, school functions,
books, class registration, school and athletic expenses, gas, auto repairs, car
registration,auto insurance, department stores,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
Monthly.rent payments are to be paid either by online banking automatic bill pay, mailing a
check or personally delivering a check or money order to the San Juan Capistrano Housing
Authority.
Rent is considered late if payment is not received by the 10th of each month. A $50,00 late
fee is due if paid after the 10`x' of each month. The tenant provides the case manager with a
rent receipt or bank statement confirming that the rent, late fee or Security Deposit,
if applicable, was paid.
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Affordable Housing Backgr and
Since 1994, Margaret McClean has worked with local non-profit agencies, county, city and
professional collaborative partners in the successful development of affordable housing
programs and support services that benefit low to very low-income residents in Orange
County.
A collaborative team of associates provide professional and clinical services focused on
breaking the cycle of poverty through education, financial literacy and wrap around services
that increases the potential for each family member to be successful, self-sufficient and a
positive role models within the community.
Affordable housing is a necessity in Orange County. The rising cost of housing is a major
contributor to the continuing increase of the homeless population in local communities, Yet,
affordable housing alone is not sufficient.
Studies show that counseling, case management and vital support services are essential
components in the development of an individual's maximum potential and their ability to
achieve self-sufficiency. Support programs are strengthened and positive outcomes result
when local collaborative and professional relationships are developed within the community
it serves.
The program developed in 2005, for the San Juan Capistrano Housing Authority provides
support services and subsidized rent for families accepted into the program. The goal is to
offer hope with a positive direction and to help open the doors of opportunity. This approach
gradually reduces the levels of fear, stress and anxiety and presents a way for a family to
realize and identify with success. Even small victories fortify and strengthen a person..
Courage and strength helps in taking the next step -to move forward and overcome the past.
The attached testimonials were recently provided by families who are currently in the
program. Their experiences bring to the forefront the critical need for affordable housing
and the importance of providing wrap around support services. Their histories are varied and
yet each one humbly illustrates a challenging journey. However, it also illustrates their
determination to discover a new direction not only for their family but for future generations.
They become vested in the process and determined to break the chain of abuse, abandonment
and poverty-both now and into the fixture.
The families in this program are focused and want to make a positive difference within their
family and within the community as well!
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Eligibility_
- Recommendations:
In order to be eligible the potential resident Brost be low to very low„income. The new
applicants agree to maintain employment, attend college or vocational training and -
most important - be willing to work towards improving their household income and strive
toward achieving self-sufficiency.
The families in the San Juan Capistrano Housing Authority programs currently meet the city
requirements and are re-evaluated at the beginning of their annual contract agreement. focal
churches, schools,community organizations and/or social service agencies,may also refer
future applicants to the city for this program., thereby, strengthening the collaborative
partnership agreements for vital program services.
The guidelines for the housing assistance program encourage open lines of communication.
The mutual goal is to meet the needs of each household and achieve a broader impact on the
success rate of the residents involved in the program by offering support services and
resources.
Intake Process:
1. A potential client calls the city of San Juan Capistrano for housing assistance.
The housing coordinator provides a waiting list application, and explains the criteria
necessary in order to qualify for the program.
2. The prospective resident is asked to complete a housing application when a unit becomes
available. The head(s) of the household meet with the program manager for an initial
interview when a unit becomes available.
3. If the applicant appears to be a good match for the program and a unit is available,
another interview is scheduled. The purpose for this interview is twofold. First, the
applicant learns :more about the program to 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, copies of each household
member's social security cards, copy of birth certificates, copies of three recent check
stubs, employment verification, two-three reference letters and agree to a criminal
background check and drug screening.
5. The program manager confers with the city and within a week and a half,the applicant is
notified as to whether or not they are accepted.
6. Once the hoarse 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 is collected and the keys are given for the home and mailbox. The program manager
conducts a walk-through of the home with the tenant and theca the tenant signs the inspection
report.
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Program Management, Case Management and Counseling Team:
Tlie r tam Maria er. counseloracid collaborative partnersassist the Iamilies in the.housin
program by,
..pLoviding support andguidance. Ae counselors.goal is to meet with all Lamilies or
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 program manager helps the residents stay focused on their goals and monitors the
compliance with the program guidelines and support service and volunteer commitments.
Frequently parent(s) need assistance with credit repair and /or legal aid and all residents need
guidance in establishing and managing a monthly budget. The program manager assists each
client with an individualized plan to reach his or her ultimate goal ofself sufficiency. The amount
and type ofneeded assistance will depend on the individual client.
The program manager and case management team also act 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 program manager completes a unit
inspection report when making the monthly in-home visits. This report describes the home's
condition and the need for maintenance or repairs. Like any home, the residence may be
cluttered at tunes; however, families are encouraged to keep it clean, safe, and to provide a
healthy living condition for the household environment and family's stability.
Neighborhood Watch
The Little Hollywood community has an active Neighborhood Watch Program.. Neighborhood
Watch meetings are scheduled weekly with property management and .Neighborhood Watch
Captains. Reports of suspicious activities or crimes are discussed with the tenants in an ongoing
effort to educate the community on safety and to reduce crime in the area.
Neighborhood Watch signs are posted within the community. A parking sticker is provided for
each vehicle registered to a tenant identified on the lease along with one Guest Parking Hanger
per household. Parking controls have reduced the incidence of crime from surrounding areas
using the community as a drop off and pick up area for illegal drug trafficking.
Scheduled workshops provide education on the crime prevention programs in the community.
Presentations are scheduled with Celina Corley, Crime Prevention Specialist with Orange
County Sheriff Department — San Juan Capistrano Police Services and the discussions include
Horne Security, Vehicle Security,Vacation Security, and contacting the Orange County Sheriff's
Department when a suspicious activity or crime is witnessed.
Information packets provide each household with important safety information, Home Security
Checklist and important contact numbers.
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Length of Stay.
Tenants are Re-certified Annually-(.Refer to Program Guidelines)
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 10 - 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 q f time in the program is from three to five years.
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.
Providin the necaysarr touts within aDenise environment ereri raise arra individual's self-
esteem and irn rove their gotendal or.success as they continue to work towards aehievin
self suffc encu.
Contract recommendations-,
1. MDM and Associates to provide strategic planning, direction and collaborative program
development for improved support services to the resident/tenants living in the San Juan
Capistrano Horsing Authority program. The expanded support services are to benefit
families, seniors and individuals with disabilities.
2. MDM and Associates agrees to provide property management, attend scheduled
meetings, review all housing applications and provide the city with monthly statements
for all costs related to program services and operations. In addition, weekly, monthly
and quarterly reports will provide an overview of the professional and support services
provided and individual case management assessments that track the progress and
program compliance for each adult resident in the program.
3. The City of San Juan Capistrano is to provide MDM and Associates with a list of
approved vendors for repairs and maintenance. Maintenance and repairs are to be on a
separate budget. MDM and Associates will secure three bids for repair, take photos
before and after the repair and notify the city of the anticipated revision of approved
repairs. In the event of an emergency repair, the city will be notified by email and
voicemail with a follow-up call and provided with an estimated cost for the repairs.
S. MDM and Associates will submit a monthly invoice for client support
services, case management, program support services and property
management as specified in the fee schedule and/or contract.
Projected Outcomes,Goals and Benefits:
(1) That all residents in this program will be strengthened through their case management,
life skills training, budgeting, counseling, workshops,job development and family support
services to achieve the goal of'self sufficiency
(2) That able working adults will secure and retain permanent full time employment and
increase their future employment opportunities by furthering either vocational
training or college education
(3) That savings accumulated while in the Housing Program will provide a f nancial
„Reserve"for future housing and emergencies
(4) That upon exiting the program resident/s secure and maintain permanent housing
(5) That the adults living in the household will continue to provide volunteer services
within their community.
8
Collaborative Partnerships
MIM and Associates, in partnership with the following collaborative partners,agree to
provide comprehensive support services and programs to the households in the
San Juan Capistrano Housing Authority.
Boys& Girls Club 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
Empowers youth to support and influence their club and community,by sustaining
meaningful relationships with others,developing a positive self-image, and sharing in the
democratic process by participating in various leadership roles. Strengthening awareness
and acceptance of cultural identities
Assists children and young adults by encouraging them to become proficient in basic
educational disciplines, setting personal goals and developing core competencies to live
successfully as self-sufficient adults
Community Health and Enrichment Collaborative Partners
Employment Development Programs
Career Development Counselors, Education.and Scholarship Advisors
Health Insurance and Health Education
Parenting Education& School Advocacy Programs
Family Counseling and Teen Services
Legal Services
Bilingual and Bicultural Counselors
Individual and group counseling
........ ......... ......... ............................................................. ..... ......... .. .. ......... ......... ......... ... ...... ........
9
Dayle McIntosh Center
Disability Resources and Advocacy
South County
24012 Calle De La Plata, Suite 21.0
Laguna Bills,CA 92653
The services provided include: advance empowerment and inclusion of all persons with
disabilities advocacy,ADA training,core independent living skills training, emergency
network for the deaf,transition services,housing assistance, computer training, employment
services,benefits counseling,vocational services,client assistance programs,personal
assistance services, and peer support and counseling.
Bead 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.
South County Senior Services
Age Well, Council on Aging,In-home Support Services and Advocacy Programs
San.Juan Capistrano, CA 92675
Various Support Services are provided to seniors in the community that include:
Legal assistance, Counseling,Tax preparation,Insurance policy review and advocacy,
meals served at the senior center,meals on wheels delivered to the home, transportation
services,physical fitness classes,computer classes, driver safety programs, , immunizations,
,medical screenings, social clubs, gatherings and excursions,
NeighborWorks—®range County
First Time Homebuyer s and down payment assistance programs provide buyer education,
and realtor assistance with loans designed for Low-to Moderate Income Households.
Additional community support service partners include-,
Big Brothers—Big Sisters
Boy Scouts
B.R.E.A.T.H.Wellness Foundation
Camino Health Center
Catholic Charities of Orange County
Computer Learning Centers
Consumer Credit Counseling
Family Assistance Ministries
Family Counseling—contract services for individual needs of the household
Girl Scouts
Head Start
Home Aid
Illumination Foundation
Legal Aid and contracted attorneys based on family requirements
Meals on Wheels
Mission Basilica
Mission Hospital
Mission hospital Thrift Store
NAMI
OCTA
Red Cross—CPR Training and First Aid
Regional Occupational Center(ROP)
South County Outreach
Schools on Wheels and School readiness programs
St.Vincent de Paul
The Rotary Club
Union Bank of California
Volunteers of America
Wells Fargo Community Partners
Wellness Foundation
Women Helping Women
Working Wardrobes
WIC
*AdditionaI collaborative agencies and professional services are selected based on the
family's need.
MDM and Associates
Program and Property Management
Margaret McClean
Case Management Advisors
Lorraine E,Fox,Ph.D.
Susan Mehta,M.A.,B.A., CIP,Certifies!Intervention Specialist
Counselors
Holly A. Plummer,LMFT Lie# 34017
Ann Friedman, LMFT Lie# 39893
Desiree Delagarza,Psy.D Lie#19575
Paul Gillane,LMFT Lie.# 19525
Wellness
Virginia Schoenfeld,Ph.D.
Finance
Suellen Rowe
Brian Bates,CPA
Computer Program Development
Janet Bearden
Computer Instruction and Employment Development
Larry Gates
Insurance Providers;
Hartford Insurance—on file with the city clerk
AAA Insurance—on file with the city clerk
.. ..............
12
SCOPE OF WORK DESCRIPTION j 6
.._......-..-._..-„,....._-____ lam. �,,..., ....
COIt511tWnt � S
_ FEE L ficurs,w Fit Pot TOTAL$
i
PROGRAM APPLICATION PROCESSING
f.t I Review and screen the wailing-fist application for Program Motility. 50 I S 1,250 00,
1.2 Contact all waftV et applicants(currently y228 applicants)and provide the fotQw�g information: 9,–p009
.0.0
.. _.............._.._. _.. .__..,_,.-___..._t-__—
a YCurrant program desari tion and ell rbrlr requirements.
�. _..�.._.....r?...��. �....�' ... ._.�._r..�.,�.._..._.._.. ___. �$ 25.00 100 ,�. $ 2,5(10 ao E
— T° k
b. Describe the waning list process andwde tie current anircipated timeframe(3 to 5 years $ 5 00 100 $ _ 50�00
1. .._.-_._ _.
'Provide the names addresses, and contact numbers for alternative housing programs aril support service
agencies that are located within south Orange Counly;that are specific to the individual app4cant(household),
-- c W $, 25 Ct0 100 $ 21-530-00
t_
dProvide guidance and examples o1 cosi saving measures specific to the household needs(,a food pantries 1
d
social service agencies active rebates at $ 25.00 100 $ 2,500,00
................... ____ .,.,.,.,...._.......__.,..._._....�,_._ ....._.... _ —_—__
Update the applicant contact mformaton foe applicants rn order tg provide future updates and-
housing supporit
e .sarvice recommendations as household conditions charge. $ 1000 100 $ 1 010 0q 1
__... ..
_ .
4 3 t3pdgte the wa"list wtt{t current utformakon and stilus updates. �--
_
1provide 9uarterty updates ma€I fefiarr,annually �___--.-.,._w _
1.4 Determine appropriate household size for the available unk(s), S S.O�k rr 5 5 25.00 � — ca
As units become available:in the Little Hollyyxiod neighborhood,ft Housing Consultant"I ontttact all waiting
t:6 list applicants and obtalnkomplefettSe foltovAnq: S 3,025.00 i [�
_ _ ....
of chId cutody documentation €faD500 i
...-._..,.__..,
t i
Conduct an initial interview with households to review Program Guidelines and to
b determine i ihey aregualifed for the tcxtraT based on the foirot5nn r Program Guideknes _ - 1$__....1 O.Ot1 5 $ 750.00
m
1.
-..
UCrt zenshrptPermananl Allen Resident Status t
r€ Evacuate the hrousettodd income to determine
pro�e€#ed rent
._. .1 _.-......._
din Household size
liv Houselrnkl_pnnrit� _ �..-,_.
— _
............ „,Crxrrglete in iepth reviews of wathng staPpbcani's household cgross incomes€o determine Sinal income IeveY -.$ 150.00 6 — 5 75t1(HI„
_.u. 3r CraddrePnris �._
n Hank sav€ngs and cred€t accounts for thepastthree months
_,..,
y_ 11x Pay stcbs for the past Ihrse months
n< Tax firma for the past three years
V, _ Income to debt ratio_
l � E
1 716/2015 9:06 AM
SCOPE OF WORK DESCRIPTION
_..
Work shop £f€sr Pr rar1sit hirci
Consultant ; l
i_., FEE Huura or Fiat rw I `100 AL S
'Compiete In-depth criminal background cheek of household members to determine If there is a history o ----
f � t t
d �aEeoheSrdnid6er=a crmin�lhlpr _. $ 73.06 5 $ 375.00
#,
e 1ampfete final interview w}h guahfred househods $ SO Q1J 5 € ASO 00
Calculate rents and secunhDussho'
fy deposits for qualified households based on
:d size,unit size and ho3s,iS$ftelq ----' _
E, Income 5 20.00 5 E..$ 10000
............. .........._.� _ _._._. .
Determine if a payment plan for security deposit payments is necessary,and establish appropriate terms to bei
t _ } 5Itn $ 100 09
Meei with Ore Authontys Housing Coordinator to review the applicants alignment with the Prograrn Guidelines
h land,finalize selected household or available unit. $ 50,04 5 $ 250.00
Meet wdh selected household to complete Isass and sign the tease and Pra�ram Gusdellnes. $ 20 00 5 $ SOD 00
}Sugmii s goad leasr and gu deities to the Authnnt for fnai executian_ 10.00 5 �_ 50 00
I< flbtatn copy of driver Ilcehse auto regis[rauon and auto insurance far ho sehold divers. 5 00 i— 5 $ 25,00
,.. - .,..._. ..
'Complete household walk through teasing checklist of rented conditions and provide hDusehoid wlllt key,
I_ _..,... narkln pass,and gussl mss
.5 50 Op 3 5 $ 25000 i
_ :-_ __..... .__....
i
2. CASE MA#A6EME#T-PRCiK3RApl Al9D.PROPERTY NIAhiAGEtiT €
E
2A Review and screen the water list-applsoatiormilbr program align ty. $ 10 00 50 $ a�OA 0Q m
Quarte review responses and in uines-mail information
dY po q requested on housing and support services
Perkin weekly roviewe. of household budgets e for 3 PP '___
i'ragutar ercpgrtses and twuno� on appropriate andtor �
,$ Iconcerning sPih9• $ 50-00, 2a $ 1,400 00
Perform weekly meetings.with the Neighbodtood Watch captains regarding matters of safety concerns and ; 1
Zq reports of criminal ait;UVWri the,community. 25-00': 52 $ 1,30o.00
�.� Aer7arm
E weekl urspectiorrs of neighborhood fsr maintenance Doncems. 250_f,u 52 �S 1300 00�
� �..
2;S Perform monthly Rome visits to review all Littletiotlywoocl and Rental Subsidy Program household sltuaeons. 195,00 25 :S 10 5A0 00
_, _
Review lire household co7T Ie-T, P ograrn Gwt.el.res $_ 50 00 2& S t AQO 00
b Venfy iraaihly rent paynven3 2& �$ 70(),00
_.., 3 _
a inspect tqusehoidsfgt maintenance concerns _. $ SO„06 t'$ 1 4Of2 Oil
—m r
_.
djEsta6t s»and evaluate goals and needs ror each family member - $ 25000 28 S 0
m
3I Educational and vocational
,....._,...,.,.. ,.,. _ �.,,,.. :..
SII Career - _
.. ..... .... ._., -.._..,...�— _ ..,.....::i..,:.-- .. �-. �_ . ...,_ :, ....
Ill__,financial
31v. Bersonat
2 15 WQ9,Alii
SCOPE OF WORK DESCRIPTION
_w.�_... .. .�
mart Sheet for f'rogrtam
Consultant !�.
$ Hours or F1aE Fee 1 TOTAL.
Provide Wenty-tour hour',seven-day a week contact service tar tenant maintenance not identified at monthly'—"-'--" $
� �
2.8 inspat6ians. S 5,2tF0.00€ 1 z$ 5,213€3.011
2.7 The consultant shall complete the following when maintenance concerns arise: $ 2,52Q.Qfl�T
a_ Daeuman all evidence nF neressaryma€ntenanc a ihrau8h photos,„ g _10,00 i 28 2[10 OD E _..,.<,,.
_..,._
b Receive three bids for all mfrom AutboEriy approved contractors $ &0 tHt 28 $ 1 400 O7
_,-_c. Send all photo document q of damage and b€ds to the Authority s Housing Coo dsnator for aADroval. $T 10,00
[ 28 $ 28t1 € w
d _Cnnrd late sep2ii s v+sth Author 1 aP Dyed can€rectors and tenor is
Document all evidence of repairs through photos and send all photo documentation to the Authority's Housing'
aCoorsl€nater. $ ip,gq E 28
Scheduling rmontl workshops on Friday nights for educational and grawth opportunities for all pregram
pertit iparit's attendance(Le,budget management 00dit Overslgtlt,flrift:tlrne homaowoerstiip opportt"iles,etc..).
Workshops ate.scheduled on Friday eveningsAue to tlougahold work and school schedule and the
2,8 Cnmmurtitycentees availability. S 8;760.00
.......
a Schedule Speakers Provide Printed materials - $ 350.00 32 + $ 4,700.0D
b. Prov de tafrest rents forall households Opp 1}0
___. i 20Q:Oq 12
$ 2
— —€Provde c!s,!q care services w10,the tnfiaw€.rqre u rcments: -_.m-
$ 18000 12. 1 $ 2 160 00)
.__......
r CPR training.
_
fif, First Aid cards
--
f€, Corn€rial backroundaheck ciaarance
Provide all Little Hollyvwood.ar,d fie€ttat Subsliy tenants with counseling and support services as needed. 1
2 Support services Shall be part of the IHeuslhy 0W.Winatnr'a budget and In6ude,but not be limned to: $ 30-WO-00 I t $ 30,0000
.._, --- ....................
_
CarearCotnseA'ng EmployrnantAssisfance SaniorServires
i
. Child Care ESL Classes Tax Preparation j
Tutodrtq Financial Evaluation Weliness Program
Vocational Training Goai SefttnPlans Legal kssistarrca 3
Credit Counseling Health Fducalion Schoai ReadOess
Provide twenty-four hour,seven-day a week contact service for Little Hollywood :
3 1R and Rental Subsidy tenant counseling. $ 8,100.00 1
_ _ �...,.,
i.a
2.19 Annually re.cerftfy all hoUseholds. $ 7.580.00 l r_.------
sBetermrne d household sEzs€s sti#aonronate the u ut
.._ T.
� .,..., ..�.M,."
3 7/6721315 8:02 AM
sco>P OF WORK DESCRIPTION i
�.._ I..,. ...�
¢ .crk She *for Piogrirn Budnel T
_. ._._ ._...._ .. ._.. .. ._ .,, _ ........, i _.. ... _. ..
E Gonsuttant l
j EE$ � tto�ers rFWt Fee TIIFAL$
F
b. Com
temth reviews of hcusahold rues intomes to detatt>me uirrsnY income leve $ 950 a0 a 28 $ 4 0[3(T
,4
- _ - .._. - E
Creditrepor
t the past th€ee munihs
i 8an4c sarongs and crsdlt accounts far
irsL far the Past three months
v P aXITIM
carus to debt ratio
tihrae years ......... ...w_......._..w
9 _
c Celntlate chane sh rants(�i ani for households based on household size unit size and househ_, income $ 24A0 28 ! S 5&0[lII
...........
L, ,... ,.,... _ E -
d i Review ail household mein riser goals and progress toward meehng stsort tar n and long termoals 700130,4
e Meet nth the Authanly s Nausnrg C dinator to finalize household ap naval fcr recartficat�on for available unit �$ 2Q 00! 28 j $ 560,00 fi
_. ! _ r .....
,..
t
f ahM1egt x�ih selected household to-compdeta lease and sign the lease and Procgram Guidelines �$ 25pp� 28 ���_$ 7001)0
----------- w ---
:
5utrrnrE sxned lease and_�wdehnes to the Hull onto for final sxecuhon $ .2fleitf)r 28 s 56fl Oil t T
_..
� L
g 12 Attending training and mantings as rsqussted: 600.00
213 Provide the Authority with weekly updates regarding the program status S 3.900 00 i
- --- - W_
— ,
a Review housshold concerns and successes _ $ 25.OQ 52_ $ 1.300 00
_ . _
h Review maintenance cancems and anticipated rxpdat rmprovements �
� $ 309R 52 j $ t s60-04
-
RevewexP^ Mot:?E, b2 l $ 52OOQ
_... ...... ._._µ T
d Review acirvity at wattinU lists $ 1p:1){7, 52 "'520,00
Provtde.gwnedy written rEepoits to the Authority on all Little Hollywood and Rental[Subsidy household's
x,14 progress in the progr4m,including the fattowutg: S 1.909 9D
�.v..�.... . ........ l
- --------
a Status of ren payments,t urrentliate and amount of late fees assessed $ 5000, q t $ 200 00
b St2tE1S Of a l adults amptc yl[aeric $ 50{}Q 4 $ 200 00
.,
c 1 Status of all household members education $ SQ Q0 < 4200.00 40 g
s aF suppori services used by the twusehold $ 56€HS 4 $ 200 OO t
d_. Statu:„.
e. status of wn kshop attendance $ 2500 4 $ 100.00
t .: .,....
Statu-so f hums inspect�on T _.... -- - ..-- ..... .... . ..... r $ _ .150,00; .. 4 $
600,00
_-- ---__,,.. _ ..r ...m_.
g, rRecommendations or oommenis on the households ptogmss(It rieta%s>ary) $ 100_U0 4 $ 409.04
3 3
I
I
4 71612015 9:08 AM
_ ._ ..._.. ....._. w a,.,.. .. .__..,. SCNOPE�O_F.WORK DESCRIPTION
. .--. W...........
_
-?. ...... —
�tr�rl�
i
i ...........uIy
I
FEE$ T%..,Flat Fee TOTAL$
Pmutde annual wMato n"ft to the AuCterrNy,ort the progress of the lxwsehalds who have exited
7.13 Mie aria maMtWnad contact,i the
�agrpnE nclurtiix,� *"Aq: S 1,400.00
............. _..,..,..._ .i_.. .._.......,......,.._.,._,..._._.._.,.,....W........,_.._.,._._..._.. _-�, .........
a °8tatusof hausin 9._ . .,.w.,._,.w...,...,.,,. �., m,.- _m _. 5.,_...._,.._10 00
�9tatus __.__..__ --__ i� 0# 35 5 35U 00€
c Status of all household members education $ 10,00 --- 35 $ 350 00
d Gamnesnts on thr household s progress hf necessary) #$ t0 DO 35 $ 35000
318 Complete an exit interview and walk#e:ough of unit for each exWV houseWd- G.5 1,6 5 00 F
a. Provide a list of any amt damage and procure bids in remade , 5 Sit t 5250 tli}..I,._._.__
- __.
_..
b, t7ocurnent all evxfence of necessary repairs through Rl tai. _ _.......,__50.00._. 5 ! $ .......
fl
G. . .. ... .. ........,.. $ tOD i 5 5 a 50€.
�........ ..._,. ... -- _...,_._...._....._....__.,._ _._..._.__ _.._,,.. _w a_._._,__ ... ..
Prior to the twenty first day following the household's vacancy,provide final letter by certified,nail t4 exiling -
,household of the itemized damage,written estimate to repair damage, and tntal Security Deposit amount
d lremairrn to rye relmhursed, S 2500 t 6 i $ 125iT0
..
J _, _I .. .
_.
e. Provide the Authanty with exit summary locluding:. ;$ 1)10.00€ 5 S 5bo 04 l
3 I
i
-------
j- Move ut ins pectior aha sis ;.' _
IY ......_.
an. Bid ostimatefor ra airs -�.,--_--,-<M.... r ....._.. ._,...,. ..
r
In Photo documentation of unit condition and repairs
.., _. ___ _ m.
........,....,_._.._..
I iv. Final fetter sent to the,household
I ...... --
_._ t A. .,.._. _,._.,.....,., .._._ ,
v,
v Secun Deposit amount to be rel buried
;vi. Hnusahotd forward.. ........... 3 '. -
3
2:17 Complete evlcdoo pmcedurss In aroprdance with State lacy it necessary. S 250 00 S } $ 250 00,
DnYlo seTectthe attorney anal conlraci the I"ak mils .3eaTcasts t7ottnciuded in this budget -
3: �RENTAL SU13310YPRt RAM v._ . . _.._. ....�.._.
Make rent payments to L;andlorda by the first ot.each month.The Authority wiff reimburse the Mousing Gonsuifanf
311 this expense with the AythodWs standaO lnvolcirrWpayt'ii"process(every two weeks). $ 25-00 4 S 100 00
Act as Mason bJelw9en tormnl and Waparidont Landlords for any maintenance concerns artdtor landtord tenant.'��
$.2 disputes. $ 500 _... . .__¢ .., _.., 1 S _200043.3 fffemamwdo of 11 h"whow's i
[ l
fess,rlajotctnartge,antl: *m.Porn tam, S 26.00' a -_.�S 100,0fl,
5 7'/6)2015 9:08 AM
E SCOPE€ F WORK DESCRtPTION �
E v l
G ork Shcet for
. ..,...�,_ C.OnSIttlHn2
$ ',...... F:TE,---- ,H IUN W FIS Pee . TOTAL$
3.4 Oversee the hrursehoWs comphance vtttthe Authortiy's Pmgram Guide nos.
$ 240€74
�Provute the Arsihanty �vlth wrtten correspondence of any ht�i�sehold that is In v€alatwn of the Prpgrami
a Guidelines $ 2500 4 $ 1AOfli1
_ .
.. . W.� _ . ._ r .,.. .. _.,.._,...,_
/attend meetings with tenant households and Authority representatives to discuss violation and possible,
h. r pprerissrcf a5 �. 25.0 4 $ loom
L .
P€ rarclCa iUlatSa went ream AsseSsr snt a!Tenants Educailon Cabunsellnt I rio qq @and r Stoic 12 ;_$ - 12£00
FroyYeri#CArtrsaernent __..—_
The budget line mems may chatrge due to,pro m saryrce_naeds but rurt to exceed total b0ge
GR 4A1 D Tt3TAG FEE$ $ 115 595 00 AnnuaEt rmm
$ 291 924.17 for 22 months.
_.
r.,a
r
-.-- ��.... r.. �` � - ..._.__.� ..........._..... _ ..,_.,_
6 7!612075 9:08 AM