HomeMy WebLinkAboutItem 01 Ann's Heart FundingAGENDA ITEM SUMMARY
Meeting Date:
9/18/2023
Meeting Type:
Work Session
Staff Contact/Dept.:
Nancy Newton,
City Manager
Staff Phone No:
541-726-3700
Estimated Time: 20 Minutes
SPRINGFIELD Council Goals: Promote and Enhance
CITY COUNCIL our Hometown Feel
while Focusing on
Livability and
Environmental Quality
ITEM TITLE: ANN'S HEART FUNDING
ACTION Staff requests the City Council redirect the $620,000 in federal grant funding from
REQUESTED: the American Rescue Plan Act (ARPA) Coronavirus State Fiscal Recovery Fund
from the Ann's Heart project approved on April 3, 2023 and direct staff to bring
forward alternative "long term affordable housing" project(s) for consideration at a
future Council meeting.
ISSUE In the 2021 Oregon Legislative Session, the City received one-time federal grant
STATEMENT: funding of $620,000 from the American Rescue Plan Act (ARPA) Coronavirus
State Fiscal Recovery Fund to be used toward "long term affordable housing." The
funding is administered through a grant agreement between the State of Oregon
Department of Administrative Services and the City of Springfield. The
completion deadline for the grant is June 30, 2024.
On April 3, 2023 Council authorized up to $600,000 to use for the purchase of a
home in Springfield to house up to six women, provided that an acceptable
operational plan for the residence was in place prior to the home purchase. Council
authorized the City Manager to determine whether an operations plan was
acceptable.
The City Manager has determined the operations plan submitted by Ann's Heart is
inconsistent with Council direction and insufficient. The attached Memo to
Council outlines the process, timeline, and issues that led to the City Manager's
conclusion.
ATTACHMENTS: 1. Memo to Council from Nancy Newton, City Manager
2. Lane County All In Guidelines
3. Ann's Heart Women's Shelter Proposal (received April, 2023)
4. Ann's Heart Operations Plan (received July, 2023)
5. Oregon Department of Administrative Services Grant Agreement
DISCUSSION/ The one-time federal grant funding of $620,000 from the American Rescue Plan
FINANCIAL Act (ARPA) Coronavirus State Fiscal Recovery Fund is administered through a
IMPACT: grant agreement between the State of Oregon Department of Administrative
Services and the City of Springfield. Exhibit A of the Grant Agreement would need
to be modified if an alternative project is identified. Funds must be expended by
the terms of the grant agreement or returned to the State of Oregon.
MEMORANDUM City of Springfield
City Manager's Office
Date: 9/12/23
To: Sean VanGordon, Mayor
Michelle Webber, Councilor
Steve Moe, Councilor
Kori Rodley, Councilor
Beth Blackwell, Councilor
Victoria Doyle, Councilor
Joe Pishioneri, Councilor
From: Nancy Newton, City Manager
Subject: Ann's Heart Update
BACKGROUND
In the 2021 Oregon Legislative Session, the City received one-time federal grant funding of $620,000
from the American Rescue Plan Act (ARPA) Coronavirus State Fiscal Recovery Fund to be used toward
"long term affordable housing."
On April 3, 2023, Council authorized up to $600,000 to use for the purchase of a home in Springfield to
house up to six women, provided that an acceptable operational plan for the residence was in place prior
to the home purchase. Council authorized the City Manager to determine whether the operations plan
was acceptable.
On April 5, 2023, City staff received documents from June Fothergill on behalf of Ann's Heart that
including a document titled "Ann's Heart Women's Shelter Proposal, April 16 revised October 2016 and
January 2017 and May 2021, September 2021." This document (attached) was not an operations plan and
did not include the conditions requested by Council such as:
• Communications plan for potential neighbors
• Plan for how potential issues with neighbors would be addressed
• Plan for how Ann's Heart would work with Law Enforcement
• Parking plan/requirements
This first proposal was lacking in other elements such as a security plan for residents, qualifications of
proposed staff or a realistic budget that demonstrated ongoing fiscal sustainability.
CITY ASSISTANCE
City staff requested additional information from Ms. Fothergill to address the deficiencies listed above.
Also during this time, the City Attorney's office researched legal issues (forgivable loan) as a funding
mechanism. Several updated documents were submitted over the next two months, but the information
did not clearly address the concerns of Council and the City Manager.
Attachment 1 Page 1 of 4
In the interest of clarity, the City Manager requested an in-person meeting between City staff and
representatives from Ann's Heart to work together the documents Ms. Fothergill had submitted. This
meeting occurred on June 26, 2023.
As staff reviewed documents submitted by Ms. Fothergill, it was clear that the work remaining to be
completed was significant. City staff had worked extensively on the issue, including providing an
example of a similar project that could be used as a template for creating an operations plan. Staff also
suggested that Ann's Heart find an attorney that could assist them with completing an operations plan.
PROJECT SCOPE CHANGE
During the June 26, 2023, meeting, Ms. Fothergill relayed that Ann's Heart was going to receive funding
from Lane County for operations. This funding was provided through the Governor's Executive Order
and Executive Order, OR Eviction Diversion and Prevention Program. The Executive Order was created
to rapidly expand the State's low -barrier shelter capacity, to rehouse people experiencing unsheltered
homelessness, and to prevent homelessness to the greatest extent possible. To be eligible for this funding,
Ann's Heart would have to commit to the following low -barrier requirements:
"Low Barrier Shelter Requirement. Funding under this Agreement for shelter acquisition, operation and
construction must only be utilized to create new shelter bed capacity that meets the following definition of
a Low Barrier Shelter:
Low Barrier Shelters: Low and no barrier policies allow homeless individuals and households to
access shelter, housing, and services without preconditions such as sobriety, compliance with
treatment plan, no pets, or agreement to participate in specific programs, activities, or classes.
These policies allow those most in need to have access to shelter and housing. These additional
emergency shelter beds must be low barrier, focus on assessment and triage, and intentionally
link to permanent housing resources so that people move through housing quickly. Recipient
may request technical assistance from the Agency to modify shelter policies to meet this
definition.
In order to meet minimum standards as to be a Low Barrier shelter, the following conditions must be met:
• Sobriety and treatment are voluntary;
• No required documentation of identification, custody, citizenship, or gender. Furthermore,
shelters must meet the Department of Housing and Urban Development's Equal Access Rule, 81
FR 64763, to ensure services are available to all individuals and families regardless of sexual
orientation, gender identity, or marital status; and
• Shelter accommodates pets and belongings;
• Shelter has minimal expectations or requirements of people seeking shelter;
• Shelter focuses on addressing disruptive or dangerous behaviors rather than compliance to rules
or case plans;
• Shelter welcomes self -defined family and kinship groups to seek shelter together;
• Shelter can identify financial resources that can support the adoption of low barrier policies and
practices and supports extended or flexible hours and adapted service -delivery models;
• Shelter's intake process and housing navigation services coordinate closely with community-
based outreach services and coordinated entry;
• Shelter creates flexible and predictable access for people seeking shelter;
• No charge to individuals or families for stays, meals, or services at the low barrier shelter; and
• Shelter does not exclude people with criminal convictions (This may be discussed further with the
Agency), poor credit, or eviction histories.
Attachment 1 Page 2 of 4
Source: Lane County All In Guidelines (attached with 9/18/23 City Council meeting materials)
Staff expressed concern during the June 26 meeting with Ann's Heart representatives that this new
funding stream significantly changed the project presented to Council. The City Council approved a
transitional housing model and the requirements attached to the Lane County funding are for an
emergency, low barrier shelter.
CONCLUSION:
The work done by June Fothergill and Ann's Heart volunteers has been heartfelt and well -intended.
However, the City Manager has significant concerns about the changes that have occurred since the City
Council's conditional funding approval on April 3, 2023.
The addition of the Lane County funding has complicated this project and changed its scope considerably.
The "All In" funding has conditions that make the project as originally proposed difficult to execute,
especially by a service provider with no experience in shelter operations. The City Council requested that
the City Manager determine whether or not the operations plan is acceptable prior to moving forward with
the negotiation and execution of all documents with Ann's Heart.
The City Manager has determined that the operations plan is inconsistent with Council direction and
insufficient, for example:
Program participation: Although the Ann's Heart operations plan states that "the program staff
person will help them develop a plan and meet with them each week to monitor how they are
doing on their plan" the Lane County funding requirements state the following:
"Low and no barrier policies allow homeless individuals and households to access
shelter, housing, and services without preconditions such as sobriety, compliance with
treatment plan, no pets, or agreement to participate in specific programs, activities, or
classes."
2. Additional participants: The Lane County funding requires that "shelter welcomes self -defined
family and kinship groups to seek shelter together." The Ann's Heart operations plan does not
address this requirement. The proposal brought to City Council was for a women's shelter only.
"Self -defined family and kinship groups" may not fit under the population proposed to Council.
Drug and alcohol use: The Ann's Heart operations plan needs further refinement in this area.
The operations plan states that "drug and alcohol consumption are not allowed on site or on
property" and also requires that participants "agree to refrain from using and dealing drugs and
alcohol of any sort on the property and 5 blocks around the property." The Lane County funding
requires that individuals receive services "without preconditions such as sobriety, compliance
with treatment plan ... or agreement to participate in specific programs..."
4. Noise complaints: The Ann's Heart operations plan states that "Noise complaints should be
directed to Ann's Heart Women's Shelter staff or emergency contact as a first attempt to resolve
complaints." This approach does not account for the following:
a. The role of law enforcement in noise complaints and the rights of community members to
seek law enforcement response.
b. The operations plan does not sufficiently address how Ann's Heart staff will
address/resolve noise complaints other than through "support and guidance" to those
Attachment 1 Page 3 of 4
causing the noise disturbance. The language stating "If the problem persists, the guest
may be asked to leave" is vague.
5. Remote Security: The Ann's Heart operations plan states "We plan to contract with Carry it
Forward to include our house as part of their remote security staff for nights from 10:00 pm —
9:00 am." There is no additional information regarding the qualifications, training, and liability
coverage of Carry it Forward. Moreover, there is no information defining how this remote
security concept would work to protect residents and community members.
6. Budget: The proposed budget is limited in detail and does not include a plan for fiscal
sustainability. For instance, the budget states "1/2 time Support Staff" for $5,700 and states that
the "budget reflects only half or less a year of staffing." On July 1, 2023, Oregon's minimum
wage was raised to $14.20 per hour. The operations plan does not identify "1/2 time." A shelter
has 24 hour needs. The staffing budget is insufficient and the entire budget unrealistic.
7. Pet accommodation: The Lane County funding requires that "shelter accommodates pets and
belongings." The Ann's Heart operations plan does not address pets and belongings.
Additionally, Springfield municipal code 5.404 Number of Dogs Permitted — Residential Lots
must be adhered to.
RECOMMENDATION:
The City Manager recommends that City Council redirect the $620,000 in federal grant funding from the
American Rescue Plan Act (ARPA) Coronavirus State Fiscal Recovery Fund toward a different project
that adheres to the funding intent of "long term affordable housing." Council may direct staff to research
other options with agencies experienced in providing affordable housing. Funding must be expended by
June 30, 2024.
This recommendation is made after serious deliberation and multiple attempts by City staff to provide
assistance to Ann's Heart volunteers. The aspirations of Ann's Heart leadership and volunteers are
indeed commendable. However, the issues identified above in the operations plan and the lack of
sustained funding make it inadvisable to continue using City resources (staff time) on the Ann's Heart
project. Additionally, the funding agreement between the State of Oregon and City of Springfield
requires a funding disbursement status update in May, 2024; which is not enough time to address the
issues for the Ann's Heart project to be successful.
A more advisable course of action would be to redirect this funding to an agency with a proven track
record in providing affordable housing, identify a project that meets the funding requirements, and
redirect the funding so that it stays in the community/region.
It may be of benefit for Ann's Heart leadership to consider technical assistance. One potential resource
might be the Nonprofit Association of Oregon Nonprofit Association of Oregon I (non profitoregon.org)
or other group (such as a Foundation) as they further refine their vision.
Attachment 1 Page 4 of 4
Lane County All In Guidelines
Updated: 5/3/2023
Table of Contents
Lane County All In Funding Guidelines Page 2
All In Background and Overview Page 6
Funding Programmatic Requirements Page 6
Eligibility and Target Population Page 11
Core Values and Standards
Page 13
Funding Opportunity Training Requirements and Page 14
Population Priorities
Attachment 2 Page 1 of 15
Lane County All In Funding Guidelines
Program Budget — Eligible Costs and Activities
Funding for this project is be provided through the All In Governor's Executive Order and
Executive Order OR Eviction Diversion and Prevention Program ( EO -ORE -DAP) Funding, which
is for Prevention Assistance Only. Costs must be necessary, prudent and properly documented.
Service Providers should thoroughly review eligible costs prior to developing a proposed
budget.
Regardless of funding source, all single items over $5,000 must be preapproved by Lane County.
Direct payments to clients or the purchase of gift cards are not allowable under any
circumstances.
Prevention Assistance
Must follow the Executive Order- ORE -DAP Program Guidance for the following activities only.
Housing Financial Assistance:
Funds may be used to prevent or divert program participant households from experiencing
eviction. Eligible expenses include:
• Rent and utility arrears without a maximum number of allowable months (Utilities
include water, sewer, garbage, gas, electricity, phone, and internet.)
• Short-term (up to six months) forward months of rent assistance to support a client
accessing other housing resources or generating sufficient income to stabilize in housing
• Security deposits, moving expenses, application fees, pet rent, pet deposits, and other
housing expenses
• Late fees, court fees, utility reconnection fees etc.
Stabilization Support Services:
Funds may be used to help households achieve a greater level of housing security. Costs under
this category must be reasonable and sufficient to stabilize the household from eviction. Costs
and rationale for expenses must be documented thoroughly in client files. Eligible expenses
include:
• Work supports (i.e., training costs; transportation assistance — bus tokens, ride sharing,
auto repair; childcare or eldercare costs, clothing to support employment needs) The
purpose of the work supports is to allow the household to stabilize by avoiding costs or
expenses in other areas that are a barrier to housing stability.
• Staffing and support for retention and wrap-around case management
• Furniture and household goods to support a household with moving to a new home
• Other flexible expenses designed to stabilize a household and avoid eviction.
Diversion Activities:
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Funds may be used for eviction diversion activities to support households that have received an
eviction notice. Eligible expenses include:
• Court navigation staffing costs
• Legal expenses related to eviction or housing needs (legal advice, representation, and
other services)
• Landlord/Tenant Mediation services
• Programmatic staff
• Transportation to court (Uber, Lyft, Bus Tickets, etc.)
Prevention Assistance Administration — up to 10% of requested funding.
• Senior executive management personnel salaries and benefits (unless they are directly involved in
Program operations), administrative staff travel costs;
• General services such as accounting, budget development, personnel, contracting, marketing,
agency audit, agency insurance;
• Board expenses (excluding meals);
• Organization -wide membership fees and dues specific to the Program;
• General agency facilities costs (including those associated with executive positions), such as rent,
depreciation expenses, and operation and maintenance (as part of the organization's direct or
indirect cost allocation plan); and
• Equipment rental/purchase, insurance, utilities, and IT costs that are not specific to the Program
but relate to the administration of the Recipient as a whole.
Emergency Shelter
Acquisition, Rehabilitation or Conversion
A. Acquisition, construction, conversion, or rehabilitation of shelters that increase the shelter bed
capacity.
(i) Acquisition means acquiring property through purchase, donation, trade, or any other
method for the purposes of utilization as an emergency shelter.
(ii) Conversion means the process of changing or causing to change from one form to
another; changing the function of a piece of property from one use to another.
(iii) Rehabilitation means action taken to return a property to a useful state by means of
repair, modification, or alteration.
B. Non-structural renovation costs for Non -Congregate Shelters to Meet Emergency Shelter
definition
• (e.g., heaters, port -a -potties, portable showers, hand washing stations)
C. Emergency Shelter Operation Costs, services and supports for shelter beds that increase
capacity.
• Housing focused case management/Housing Navigation, HMIS entry, staff hazard pay
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• Shelter maintenance, rent, security, fuel, utilities, supplies, volunteer incentives which
do not violate applicable laws or requirements, food costs.
• Staff training, cell phones, computers
D. Housing Focused Flexible Funding
• Items that meet client needs & reduce housing barriers (including burner phones,
transportation, laundry, food, ID, birth certificates, furniture, clothing, child care costs,
education services employment assistance/certification, health care, behavioral
healthcare, past due rent)
Move -in costs (e.g.; fees, security deposits, last month's rent, utilities, renter's
insurance).
Re -Housing Assistance
A. Housing Focused Flexible Funding/Monthly Rent Assistance
• Items that meet client needs & reduce housing barriers (including burner phones, PPE,
credit checks, transportation, laundry, food, ID, birth certificates, furniture, clothing,
child care costs, storage fees, education services employment assistance/certification,
health care, behavioral healthcare, moving costs, PPE, past due rent, RV pad, utility
deposit, past due rent/utilities if it allows the household to be housed)
• Move -in costs (e.g.; fees, security deposits, pet deposits, last month's rent, utilities,
renter's insurance, small upgrades to meet habitability standards (under $500)).
B. Housing Focused Case management/Housing Navigation
• HMIS entry, Hazard pay, fuel, utilities, supplies, volunteer incentives which do not
violate applicable laws or requirements, training, cell phones, computers.
Housing Focused Street Outreach
A. Housing Focused Flexible Funding includes:
Items that meet client needs & reduce housing barriers (including burner phones, PPE,
transportation, laundry, food, ID, birth certificates, furniture, clothing, storage fees)
Move -in costs (e.g.; fees, security deposits, last month's rent, pet deposits, utilities,
moving cost, renter's insurance).
B. Operations includes:
Housing Focused Street Outreach, client engagement, HMIS entry, Hazard Pay,
transportation, cell phones/tablets, PPE, computers, Volunteer Incentives which do not
violate applicable laws or requirements, Training
Emergency Shelter, Re -Housing and Housing Focused Street Outreach
Administration — up to 15% of requested funding.
• Senior executive management personnel salaries and benefits (unless they are directly involved in
Program operations), administrative staff travel costs;
• General services such as accounting, budget development, personnel, contracting, marketing,
agency audit, agency insurance;
• Board expenses (excluding meals);
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• Attending All In related meetings, including Case Conferencing, Task Groups and PHB.
• Organization -wide membership fees and dues specific to the Program;
• General agency facilities costs (including those associated with executive positions), such as rent,
depreciation expenses, and operation and maintenance (as part of the organization's direct or
indirect cost allocation plan); and
• Equipment rental/purchase, insurance, utilities, and IT costs that are not specific to the Program
but relate to the administration of the Recipient as a whole.
All projects are required to adhere to Lane County fiscal policies as approved by the Human
Services Commission.
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Background and Overview
On January 2023, Oregon Governor Tina Kotek declared an Emergency Declaration 23-02 (the
"EO") due to Homelessness. The declaration took effect on January 10, 2023, and will remain in
effect until January 10, 2024, unless rescinded or renewed by the Governor. Efforts related to
the Emergency Declaration will be under the ALL IN Oregon umbrella term. The EO is
necessarily to rapidly expand the State's low -barrier shelter capacity, to rehouse people
experiencing unsheltered homelessness, and to prevent homelessness to the greatest extent
possible.
• View Executive Order No. 23-02 — Declaring state of emergency due to homelessness
• OR Housing and Community Services Frequently Asked Questions regarding the
Executive Order
FUNDING PROGRAMMATIC REQUIREMENTS
Coordinated Entry
Prevention, Emergency Shelter and Rehousing service provider(s) will participate in Lane
County's Coordinated Entry System, which will include a phased assessment and coordinated
referral approach. Phased assessment encompasses rapid resolution/diversion, housing
problem solving, and Front Door Assessments with the goal of connecting clients to permanent
housing. The phased assessment approach will determine the project type (shelter, rehousing,
and prevention) a household will be referred to via Coordinated Entry. These services should be
low -barrier and available to eligible clients in real-time as much as possible. Service providers
will be expected to work in coordination with Lane County to accept project referrals as
appropriate and participate in efforts to improve the Coordinated Entry System.
Homeless Management Information System (HMIS)
The project selected through this opportunity must participate in the established Lane County
Homeless Management Information System (Wellsky), or in a comparable management
information system approved by Lane County (Victim Service Providers only). Lane County will
provide WellSky free of charge for Victim Service Providers and general providers to use, or the
Victim Service Provider service provider may purchase a different system approved by Lane
County at their own expense.
Participation is defined as entering reliable, valid, and accurate ORE -DAP and All In Funding
related participant and service data into HMIS within 48 hours, in alignment with the local
system policies and procedures. Service Providers are required to collect client -level data
consistent with Homeless HMIS data collection requirements and local policies and procedures.
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Both an HMIS entry/exit and HMIS Service Transaction are to be entered into HMIS. Each
allowable service must be represented with a Service Transaction. Same-day services will have
the same Service Start and End Date.
All performance outcomes will be based on data entered into the HMIS and reported by Lane
County.
Prevention programs must also follow HMIS requirements in the Executive Order- ORE -DAP
Program Guidance. This includes Service Transactions for ORE -DAP program costs (Prevention),
including all payments, arrearages, deposits, fees, landlord engagement and client non -
categorical services, must include a HMIS Fund Source and Amount.
Required Services and Activities
The minimum, required services that must be provided include:
If proposing emergency shelter:
A. Low Barrier Shelter Requirement. Funding under this Agreement for shelter acquisition,
operation and construction must only be utilized to create new shelter bed capacity that
meets the following definition of Low Barrier Shelter:
Low Barrier Shelters: Low and no barrier policies allow homeless individuals
and households to access shelter, housing, and services without preconditions
such as sobriety, compliance with treatment plan, no pets, or agreement to
participate in specific programs, activities, or classes. These policies allow
those most in need to have access to shelter and housing. These additional
emergency shelter beds must be low barrier, focus on assessment and triage,
and intentionally link to permanent housing resources so that people move
through to housing quickly. Recipient may request technical assistance from
the Agency to modify shelter policies to meet this definition.
In order to meet minimum standards as a Low Barrier shelter, the following conditions must
be met:
■ Sobriety and treatment are voluntary;
■ No required documentation of identification, custody, citizenship, or
gender. Furthermore, shelters must meet the Department of Housing
and Urban Development's Equal Access Rule, 81 FR 64763, to ensure
services are available to all individuals and families regardless of sexual
orientation, gender identity, or marital status; and
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■ Shelter accommodates pets and belongings.
■ Shelter has minimal expectations or requirements of people seeking
shelter,
■ Shelter focuses on addressing disruptive or dangerous behaviors
rather than compliance to rules or case plans;
■ Shelter welcomes self -defined family and kinship groups to seek
shelter together;
■ Shelter can identify financial resources that can support the adoption
of low barrier policies and practices and supports extended or flexible
hours and adapted service -delivery models;
■ Shelter's intake process and housing navigation services coordinate
closely with community-based outreach services and coordinated
entry;
■ Shelter creates flexible and predictable access for people seeking
shelter;
■ No charge to individuals or families for stays, meals, or services at the
low barrier shelter; and
■ Shelter does not exclude people with criminal convictions (this may be
discussed further with the Agency), poor credit, or eviction histories.
B. New Shelter Bed Requirement. New shelter bed capacity is defined as beds that are added
to a local region as a direct result of funding under this Agreement. Beds may be counted if
the building requires rehabilitation prior to the shelter being operational or put into use, if
needed. It also may include beds that are added to existing shelters through expansion. If a
bed is not available in a local region due to lack of operational funding and has not been
previously operational, Grant Funds may be used to bring the bed into active use and the
bed would count as added shelter capacity for purposes of this Agreement. Shelter funds
may not be used to supplant existing resources. Shelter beds may not be counted toward
the goal of new shelter beds unless new beds are being added into an existing shelter or an
entirely new shelter facility is brought online as a result of ALL In funding.
The following project types may be funded under this opportunity.
Emergency Shelter
■ Is an intervention that is available to residents 24 hours per day, seven days per week in
congregate (where residents reside under the same roof, in the same or different
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spaces) or non -congregate (free standing units) programs. Emergency Shelters meet the
basic needs of residents and focus on moving residents to permanent housing.
Emergency Shelters must meet habitability requirements. Shelters, whether congregate
or non -congregate, must meet habitability requirements that include minimum safety,
sanitation, and privacy standards as outlined in 24 CFR § 576.403, regardless of whether
24 CFR § 576.403 independently applies to such shelters apart from this Agreement.
Shelters must be structurally sound. Tents and other structures without hardened
surfaces that do not meet these minimum standards are unallowable. Recipient must
document habitability requirements for all shelters funded under this RFP. Agency will
provide technical assistance reasonably requested to ensure compliance with
habitability requirements.
Shelter units may be in the form of Non -Congregate Free -Standing Units if they provide
the following amenities:
■ Heat
■ Electricity
■ The ability to close and lock a door
■ Showers and restrooms onsite
■ Hard -surface walls and roofing
■ Food preparation facilities available onsite or with an action plan
to provide meals to shelter residents.
Emergency Shelter funding may include cost requests to create new emergency shelter beds
in or improve upon alternative shelters that currently do not have all the amenities detailed
above. The improvement costs must bring the shelter up to meeting all the non -congregate
free standing unit amenities. Operational and client housing barrier costs may not be used
until a new bed meet all tenets of the emergency shelter definitions.
• The roofing of Conestoga Huts do meet the "hard surface walls and roofing
requirement."
In order for an RV site to meet emergency shelter requirements the RV's must meet
habitability requirements and amenities detailed above. RV's must also be owned by the
jurisdiction or partner agency delivering services to people experiencing homelessness.
RVs owned by the clients do not qualify as emergency shelters.
Prevention or Rapid Rehousing Assistance:
- Housing Identification
o Households must be actively assisted in identifying available housing units and
securing a lease with the property owner as quickly as possible while honoring
client needs and choice in housing identification, as well as ensuring safety of the
household.
- Landlord Partnership
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o Program should work to recruit landlords in the community and build
relationships in order to more rapidly house program participants, as well as act
as liaison in addressing tenant issues once housed.
o Program should designate housing identification staff (e.g. Housing Locators,
Housing Navigators, Landlord Liaison, etc.) who are primarily responsible for
locating units and securing landlord partnerships.
Financial Assistance
o Program must provide tenant -based rental assistance and ensure timely
payments to landlords to assist program participants
o Program must provide assistance using a flexible, Progressive Engagement
model, which aims to provide only what is needed on a month to month basis to
assist the household in regaining stability, rather than a "standard" package of
assistance. Assistance must end by January 10, 2024.
Case Management
o Case management must be provided at least weekly and should focus primarily
on alleviating barriers to obtaining and maintaining stability in housing.
o A case management ratio of no more than 20:1 is required.
o Case management must also connect households to community supports and
mainstream benefits to assist in maintaining housing stability after the program
ends.
Prevention is an intervention that seeks to stabilize households in permanent housing or to
move people who are couch surfing, doubled -up or in another precarious situation into
permanent housing. Supports may include stabilizing case management, housing navigation,
move -in cost assistance, rent assistance and other flexible funding.
Rapid Re -housing (RRH) is a permanent housing intervention that provides short- to medium-
term tenant -based rental assistance and supportive services to assist literally homeless
households in regaining stability in community-based housing as quickly as possible. RRH
consists of three key components: housing relocation/stabilization services, financial assistance,
and case management. Assistance is provided using a Progressive Engagement approach,
providing the minimum amount of assistance needed for the household to achieve stability in
housing.
o RV's meeting habitability standards may qualify as permanent housing if the
resident has a lease or rental agreement to remain on the land for at least a
month-to-month basis.
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Rapid Response/Diversion is a permanent housing intervention that provides housing problem
solving conversations leading to a client centered plan to move toward permanent housing.
Permanent housing may include transportation to stay with family or friends, shared housing or
room rentals. Flexible Funding may be provided to address housing barriers and support move -
in costs. The maximum length of this intervention is two months, with an average of one
month.
Housing Focused Street Outreach is provided in the community and focuses those who are
residing on the streets, in cars/RVs, places not meant for habitation and those residing in
alternative shelters not receiving All In funding. Engaging with clients is the first primary focus,
then moving to explore housing options, working with clients to reduce barriers to housing and
connecting clients with available permanent housing or emergency shelter options. The goal of
outreach is to move clients into permanent housing directly or through partnering housing
programs.
Additional General Requirements
- Program should ensure quality assurance processes are in place to evaluate
effectiveness and progress toward performance goals. Fiscal monitoring to ensure
efficient spend down of funds should be conducted no less than quarterly.
- All services must be implemented in accordance with locally established Lane County
Written Standards, as well as any program -specific standards based on the funding
source requirements. Projects should carefully review the established standards and
ensure program model proposed is in alignment.
- Provider must develop and provide written copies of program rules, policies, and
procedures, including a participant grievance policy.
- Provider must maintain client files, either physically or electronically, that can be made
available to the funder(s) for monitoring purposes.
- The proposer must make the program open to all eligible populations regardless of
sexual orientation, gender identity, marital status, race, color, religion, national origin,
age, or disability status.
Eligibility and Target Population
Client Evaluation. Recipient shall conduct an initial assessment of clients in HMIS at the time
of client entry into program. For the purposes of client eligibility, Recipient must determine
which category of housing status each household meets. Eligibility based on housing status
shall be determined based upon the initial engagement with the client.
11
Attachment 2 Page 11 of 15
The eligibility categories where households must meet the housing status criteria at time of
program entry are as follows:
Prevention Eligibility (Categories 2 & 5)
Category 2: Imminent Risk of Homelessness—Individual or family that will lose
their primary nighttime residence provided that:
• The primary nighttime residence will be lost within 14 days of the date of application
for homeless assistance;
• No subsequent residence has been identified; AND
• The individual or family lacks the resources or support networks (e.g., family, friends,
faith -based or other social networks) needed to obtain other permanent housing.
Category 5: Unstably Housed—Individual or family that:
• Is at risk of losing their housing, and does not otherwise qualify as homeless under
Categories 1-4, provided that:
o Has been notified to vacate current residence or otherwise demonstrate
high risk of losing current housing; AND
o Lack the resources or support networks to obtain other permanent housing.
Emergency Shelter & Housing Focused Street Outreach Eligibility (Categories 1,
3 & 4)
Category 1: Literally Homeless—Individual or family that lacks a fixed, regular,
and adequate nighttime residence, meaning:
• Living in a primary nighttime residence that is a public or private place not designed
for human habitation (including, but not limited to, a car, park, abandoned building,
bus or train station, airport or camping ground);
• Living in a publicly or privately operated shelter designated to provide temporary
living arrangements (including congregate shelters, transitional shelter, and hotels or
motels paid for by charitable organizations or by federal, state or local government
programs); or
• Exiting an institution where the individual or family has resided for 90 days or less
AND who resided in an emergency shelter or place not meant for human habitation
immediately before entering that institution.
Category 3: Homeless Under Other Federal Statutes—Unaccompanied youth under 25
years of age, or families with children and youth, who do not otherwise qualify as homeless
under another category, (literally homeless, imminent risk of homelessness or
fleeing/attempting to flee domestic violence) but who:
12
Attachment 2 Page 12 of 15
• Are defined as homeless under other listed federal statutes;
Have not had a lease, ownership interest, or occupancy agreement in permanent
housing during the 60 days prior to the Program assistance eligibility determination;
Have experienced persistent instability as measured by two moves or more during
the preceding 60 days; AND
• Can be expected to continue in such status for an extended period of time due to
special needs or barriers.
Category 4: Fleeing/Attempting to Flee Domestic Violence—Individual or family that:
• Is fleeing, or is attempting to flee, domestic violence;
• Has no other safe residence; AND
• Lacks the resources or support networks to obtain other permanent housing.
Re -Housing Eligibility (Category 6)
Category 6: Unsheltered Homelessness – Individual or family that is living in a primary
nighttime residence that is a public or private place not designed for human habitation
(including, but not limited to, a car, park, abandoned building, bus or train station, airport or
camping ground).
NOTE:
• Each project may have additional criteria or special populations as outlined in the
project description
Core Values and Standards
This project will follow Housing First/Focused, Low Barrier, and Trauma Informed Care program
standards as defined below.
Housing First/Focused: See above definition.
Low -Barrier: See above definition
Trauma Informed Care: All programs must incorporate Trauma Informed Care policies and
procedures into their program design and delivery of services. Trauma Informed Care is defined
as: an organizational structure and treatment framework that involves understanding,
recognizing, and responding to the effects of all types of trauma. Trauma Informed Care also
13
Attachment 2 Page 13 of 15
emphasizes physical, psychological and emotional safety for both participant and providers, and
helps participants rebuild a sense of control and empowerment. Trauma Informed services take
into account an understanding of trauma in all aspects of service delivery and place priority on
the trauma survivor's safety, choice, and control. Trauma Informed Services create a culture of
nonviolence, learning, and collaboration. Contractors must also develop sets of policies and
procedures for educating and training staff on Trauma Informed Care practices and how trauma
may adversely affect aspects of a person's development.
Equity Framework
All programs must incorporate an equity framework in development of program design,
provision, and evaluation. Many services, programs, and policies systematically discriminate
against people with diverse racial, ethnic, and gender inequities. An equity framework aims to
address those disparities and achieve fairness for all.
Collaboration and Coordination
Providers will be expected to work in collaboration and partnership with Lane County, as well as
be represented at meetings related to All IN TaskGroups and the broader system of homeless
services and Continuum of Care (CoC). Requirements for the project may change or be adjusted
as we work to improve the overall homeless service system and as we test new and emerging
best practices. Providers will be expected to provide some level of flexibility as standards are
developed.
Additionally, Providers should be prepared to coordinate and work collaboratively with outside
service partners including, but not limited to: system access points, emergency shelters,
alternative shelters, street outreach providers, and rapid rehousing/permanent supportive
housing providers.
Funding Opportunity Training Requirements and Population Priorities
Priority Population
Lane County HMIS has indicated the following populations are most at -risk of experiencing
homelessness. Programs who serve and/or prioritize these specific populations will receive
preference for funding. This list does not negate that other populations are greatly affected by
homelessness.
• Individuals with Disabilities
• Individuals with gender identity that includes Transgender, Questioning or a gender that
is not singularly female or male.
14
Attachment 2 Page 14 of 15
• Individuals who identifies their race as Black, African American, African, American
Indian, Alaska Native or Indigenous.
Training
All staff must be trained and must have a level of expertise that is sufficient in working with
highly vulnerable populations. At minimum, the following training is required for direct support
workers:
- Housing Focused/First Principles
- Trauma -informed care
- Conflict resolution, mediation, and problem solving
- Diversity and Equity (various topics)
- Working with Victims of Domestic Violence
- Coordinated Entry Policies and Procedures, as applicable
- HMIS Privacy & Security/ Data Entry
Additional Program -Specific Training Recommended based on model proposed and/or
population(s) served.
15
Attachment 2 Page 15 of 15
Ann's Heart Women's Shelter Proposal
April 2016 revised October 2016 and January 2017 and May 2021, September 2021
_Purpose and values
Our purpose is to provide safe transitional housing for trans and cis** women who are on the street
without safe space in Springfield.
Our values are : physical safety, community building, space and time for healing from trauma,
autonomy, and community
Strategies:
1. Rent or buy a house or building with six bedrooms and a common area to shelter six women form the
Springfield area that have been living without safe housing for an extended length of time.
2. Provide 24/7 staffing so the shelter is physically and emotionally a safe space.
3. Provide staff facilitated small groups of residents to be involved in the governance of the shelter and
held accountable by peers for their personal goals.
4. Provide trained staff to help residents indentify and work on the skills needed by each individual to
meet their personal goals and to support the residents in community building.
5. We have a Volunteer Oversight Board which oversees the program and its funding and quality.
6. Assist women in other transitional shelters through partnerships with other nonprofits.
** Trans means born to a different gender than their gender identity
Cis means born to the same gender as their gender identity
Attachment 3 Page 1 of 6
Statement of need.
We have been speaking with women living on the streets to gain their ideas, concerns and input into this
process. Through the meals program at Ebbert UMC we can indentify at least 17 women who have a
need for safe shelter and recovery from trauma. Some of these women have been involved in the
planning process.
On August 26, 2015 we began this process with a needs assessment meeting which included some
service providers and unhoused women. The notes from that meeting are incorporated into this
proposal.
There are currently no shelter or rest areas available in Springfield. The only program available is the St.
Vincet De Paul parking program. From our experience that program has often not met trans and cis
women's needs for physical safety. We want to develop a shelter program for trans and cis women
because we have observed that women are particularly vulnerable to physical and emotional abusive
relationships when trying to live on the streets.
It cost the county roughly $ 100,000 a year to house a prisoner in the county jail. Our proposal could
house someone for closer to $30,000 a year. Of course unhoused women do not all end up in the
county jail but this is just to show how we are currently allocating our resources. *
Paid Staff needs:
1. The shelter 24/7 paid staff:
One full time Social worker/ case manager at $25
6 fulltime Support Staff to cover three shifts for 24 / 7 at $17/ hr
Benefits PTO 2 weeks
2.Oversight Board
This is a volunteer board which hires, fires, supervises, evaluates staff and assesses need for more staff
Establishes and manages budget
Raises funds for budget
List of current members:
Rev. June Fothergill
Nancie Koerber
Attachment 3 Page 2 of 6
Lynn Schutte
Jessica Duff
Susanne Hukari
Projected Outcomes
1. That the women in the shelter learn to set realistic individual goals and work toward them.
2. That the women in the shelter find stable income and housing.
3. That the women in the shelter find ways to deal in healthy ways with their trauma and move toward
healing.
4. That the shelter will help six women a year reach the outcomes above.
Attachment 3 Page 3 of 6
Proposed Budget -
Anticipated Expenses
Total Personnel- $307,655 ( includes payroll taxes)
Housing- $10,000 building maintenance/ upkeep
Utilities- $ 5,000
Building and Liability Insurance- $ 10,000
Internet connection- $1200
Ongoing House hold items and food staples- $ 8,800
Start up household items ( beds, tv, couches, tables, chairs, dressers, coffee maker, dishes) - $ 2,000
Yearly expenses sub total: $ 344,655
One time expense- House purchase- $475,000
One time expense- House rehab- $50,000
Total budget expenses: $ 869,655
Anticipated Income:
Participants' Contributions- estimated $100 per month x 6 people x 12 = $7200
Grants and donations- $ 294, 521
Currently available / previously raised- $21,000
Fundraising Events- $ 21,934
Grant to purchase house: $525,000
Total income: $869,655
Attachment 3 Page 4 of 6
Covenant of Behavior for Residents
We had a Roundtable with women about what they would want and expect in a Covenant of Behavior
in a Women's Shelter . The covenant below reflects their input and ideas.
Participants are expected to:
1. Keep their personal space garbage free and keep the shared space garbage free and clean.
2. Respect the personal property of others.
3. Contribute as able to the finances of the household.
4. Meet regularly with other shelter participants and staff to work on accountability to personal goals
and house governance.
5. Do assigned chores as scheduled.
6. Not use illegal drugs or alcohol use on the property.
7. Treat each other respectfully; this means we agree to refrain from put downs ( verbal insults)
,physical violence, pranks or bullying.
8. Set personal goals and work to meet them.
9. Agree that visitors are welcome between 10:00 a.m. and 10:00 p.m.
10. Agree to listen to one another and insure all are heard.
11. Agree to honor each other's privacy in their personal lives and living areas and the bathrooms.
12. Understand that the process for accountability to lthis covenant is as follows:
a. First violation, a private verbal warning by house manager of a violation with what is needed to
correct behavior.
b. Second violation. A written warning by the governance council with an opportunity for discussion.
c. Third violation will mean a meeting of the governance council for a vote about whether to ask the
person to leave the program. If the council votes for removal, the person will receive a 30 day written
eviction notice. The notice can be rescinded or enforced at the end of 30 days by the house manager.
Attachment 3 Page 5 of 6
Attachment 3 Page 6 of 6
Operations Plan for Ann's Heart Women's Shelter
July 3, 2023
Contact information:
Emails: Board chair: iuneafothergill@gmail.com; Agency: annsheartwomenshelter@gmail.com
Phone number: 541 603 8706 ( Board Chair)
Website: annsheartwomensshelter.org
Table of Contents
1. Introduction/ Overview
2. Target Population and their Service Needs
3. Description of Services Provided
4. Staffing
5. Expected Outcomes
6. Expectations and Consequences for residents
7. Expectations and Consequences for Visitors and Residents for Actions in Neighborhood
8. Outreach plan to the neighborhood
9. Budget
Addenda:
1. Good Neighbor Agreement
2. Details of Admissions Denial
3. Involuntary Exit Procedure details
Attachment 4 Page 1 of 15
1. Introduction and Overview
General information:
Ann's Heart Women's Shelter formed in 2016 and received a 501c3 in 2021.
Ann's Heart Women's Shelter is an organization working to provide shelter and trauma informed care
for cis and trans women* experiencing homelessness in the Springfield/ Glenwood area. We began in
2016 by talking with the unhoused persons who came to the community meals at Ebbert United
Methodist Church, meeting with other service providers and creating a plan based upon the needs
expressed by the women experiencing homelessness. At first, we were fiscally sponsored by St Vincent
De Paul of Lane County and received our own 501c3 in August 2021.
Our plan is to obtain a house to accommodate six residents each with a bedroom or private sleeping
space, up to two bathrooms, a common living area and kitchen. We will provide the staff needed to
create a safe environment and offer casework and support for residents to set and reach their goals and
remove barriers to permanent housing.
*Trans means born to a different gender than one's gender identity
Cis means born to the same gender as one's gender identity
In this document all women will be referred to as women or residents.
Purpose and values of Ann's Heart Women's Shelter ( Ann's Heart)
Our purpose is to provide safe transitional/ emergency housing for all types of women who are without
housing in Springfield.
Our values are physical safety, community building, space and time for healing from trauma, autonomy,
and community.
Volunteer Board This board meets every month and provides oversight and planning for the program.
Jessica Duff, has experience in nonprofit management, recent LCC graduate in Media Studies
June Fothergill, worked forty years as a pastor and community worker including ten years at Ebbert
United Methodist Church with their meals outreach to unhoused persons.
Theresa Koford, worked as a teacher and is currently a volunteer Egan site lead.
Linda Merritt, insurance underwriter and Springfield Rotarian
Kirstin Parmeter, a mental health counselor
Lynn Schutte, local business owner and volunteer at Ebbert UMC meals program
Janet Striano, has experience with Celebrate Recovery and being without shelter.
Attachment 4 Page 2 of 15
2. Target Population and Their Service Needs
Our target population is women who identify as having a connection with Springfield/
Glenwood, who according to the Coordinated Entry and HIMS of Lane County are
without housing. We do not discriminate based upon ethnic background, race, religion
and sexual orientation.
We choose to address the needs of all types of unaccompanied women without
children because this is a population which is underserved in Springfield. We have been
speaking with women living without housing, to gain their ideas, concerns and input into
this process. Some of these women have been involved in the planning process.
There are currently no shelter or rest areas available in Springfield. The only program
available is the Carry It Forward parking program. From our experience that program has
often not met women's needs for physical safety. We want to develop a shelter program
for women because we have observed that women are particularly vulnerable to
physical and emotional abusive relationships when trying to live without housing.
Our program will help these women to overcome their barriers to housing which can
include:
- Lack of ID.
- Lack of sufficient income
- Mental health concerns and lack of access: some requiring ongoing treatment and
some directly related to being unhoused.
- Untreated health issues
- Lack of experience living responsibly in housing.
- Addiction issues
- Lack of connection with family including children and grandchildren
- Other needs and concerns
It will also allow women the resources, space and time they need in a safe place to
determine their own goals, healing and future.
Attachment 4 Page 3 of 15
3. Description of Services Provided
Intake and Welcome
Names of potential participants will come to us through the HMIS coordinated entry process. Our
program staff person will meet with them to determine their willingness and ability to participate as a
resident in the house. ( See Addendum 2 for more details.) They will be asked if they have any weapons
or alcohol or drugs to dispose of and will be given opportunity to do so. The staff person will go over all
the expectation agreements and have the person sign them. The Board will welcome each resident with
a gift. The staff will give the person a tour of the house, show an assigned private living space ( the
person's bedroom),and help store belongings as needed.
Overcoming Barriers to Housing
The program staff person will meet one on one with each resident to determine their barriers to
housing and their personal goals. The program staff will help them develop a plan and meet with them
each week to monitor how they are doing on their plan and what additional help they may need. The
residents will have an opportunity to participate in a program staff facilitated small group meeting at the
house each week to gain emotional support for reaching their goals.
The program staff will also develop connections with other community services to facilitate residents'
participation in programs of recovery, mental health counseling, ID acquisition, etc.
The house manager staff person will facilitate a house meeting each week to help residents develop
skills in community living and conflict resolution and working together to keep up the house and
property.
Becoming a Place of Healing and Hope
The Board of Ann's Heart Women's Shelter would like also to provide at the house opportunities
for the residents to develop their talents and skills through access to art, music and drama programs,
literacy opportunities, and other areas of interest to the residents. This will be developed going forward
likely using volunteers. The common living area will include puzzles, games, books, and art supplies. If
possible, there will be a garden or greenhouse on the grounds.
Out take Process ( for involuntary exits see Addendum 3)
When the staff have determined with a resident that they no longer need, want or are able
to participate in the program they staff will make an effort to find them another placement
whenever possible.
When a resident has been able to find and move out into permanent housing the Board will
provide them with a farewell gift. They are welcome to stay in touch with the house and
residents.
Attachment 4 Page 4 of 15
4. Staffing Plan
One Full Time Program Manager. This person will do one on one intake with participants and
meet weekly with residents to provide navigation to overcome their barriers to housing and
recover from the trauma of homelessness. They will also facilitate the goals support group.
They will have social work training or equivalent experience particularly working with unhoused
persons.
One Full Time House Facilities Manager. This person will lead the weekly house meetings to
deal with any issues and arrangements between residents. This person will oversee the
maintenance, administration and finances of the shelter, including any reports to funders. This
person will help the Board with a development plan for future funding for the shelter.
Half time Support staff. This person will work 16-20 hours a week to provide a person on site
during the daytime hours the full-time staff cannot cover. They will be responsible for safety
and peace -keeping and other duties to be assigned.
Remote Security staff. We plan to contract with Carry It Forward to include our house as part
of their remote security staff for nights from 10 pm-9:OO.am
Volunteer emergency on call staff. We will have trained volunteers in de-escalation available to
call in case of an emergency during the night.
5. Expected Outcomes
1. That the women in the shelter learn to set realistic individual goals and work toward them.
2. That the women in the shelter find stable income and housing.
3. That the women in the shelter find ways to deal in healthy ways with their trauma and move
toward healing.
4. That the shelter will help six women a year reach the outcomes above.
Attachment 4 Page 5 of 15
6. Expectations and Consequences for Residents
Covenant of Behavior/ Expectations for Residents
We had a Roundtable with women about what they would want and expect in a Covenant of Behavior in
a Women's Shelter . The covenant below reflects their input and ideas.
Participants are expected to:
1. Keep their personal space garbage free and keep the shared space garbage free and clean.
2. Respect the personal property of others.
3. Contribute as able to the finances of the household. ( may not apply for All In grant)
4. Meet regularly with other shelter participants and staff to work on accountability to personal goals
and house governance.
5. Do assigned chores as scheduled.
6. Not use or dealing in illegal drugs or alcohol on the property.
7. Treat each other respectfully; this means we agree to refrain from put downs ( verbal
insults),physical violence, pranks or bullying.
8. Set personal goals and work to meet them.
9. Agree that visitors are welcome between 10:00 a.m. and 10:00 p.m.
10. Agree to listen to one another and insure all are heard.
11. Agree to honor each other's privacy in their personal lives and living areas and the bathrooms.
12. Agree to not have any weapons or use anything as a weapon.
13. Agree to smoke only in designated smoking areas.
14 Understand that the process for accountability to this covenant is as follows:
a. First violation ( other than violent behavior or use of weapons, see below) , a private verbal
warning by staff of a violation with what is needed to correct behavior.
b. Second violation. A written warning by the staff with an opportunity for discussion.
c. Third violation will mean a meeting with staff to arrange for the person to leave the program.
Consequences of Violent Behavior or Use of Weapons:
1. If the person or persons do not deescalate after a verbal interaction with staff:
- Police will be called ( 911) to remove the person from the property
2. If the person or persons do deescalate after a verbal interaction with staff:
- Cahoots will be called to remove the person from the property.
3. In either case, if the person is a resident then they lose their place in the program.
Attachment 4 Page 6 of 15
7. Expectations and Consequences for Visitors and Residents for Actions in Neighborhood
All the residents and visitors will be asked to sign this agreement.
1. 1 agree that all visitors will leave the property by 10:00 pm in a quiet manner and not stay aat
least 5 blocks away from the property
2. 1 agree to respect the property of the neighbors. This means to not go on private property
uninvited, knock on doors or create a disturbance outside a property. We agree to refrain from
stealing any property of another person.
3. 1 agree to be kind and courteous. This means keeping the sidewalks clear, not littering and
controlling dogs and kind interactions with others in the neighborhood.
4. 1 agree to refrain from using and dealing drugs and alcohol of any sort on the property and 5
blocks around the property.
5. 1 will engage with my neighbors and house residents respectfully and with care by refraining
from any hate speech, bullying, harassing or discriminatory behavior.
6. 1 will respect designated smoking areas by putting cigarette butts in a receptacle and
understanding that smoking of any kind must be done in these areas.
7. 1 will respect quiet hours between 10pm and Sam and listen to music with earphones only
(ie. no loudspeakers).
We require anyone who wishes to visit the property to sign up with a staff person and to also
agree to these terms and if they violate them, they will lose their visiting privileges. For
residents a violation of this agreement will start the accountability process above.
Attachment 4 Page 7 of 15
8. Outreach Plan to the Neighborhood
1. The Board and Staff will create a postcard with the basic information about who we are
and our contact information.
2. Volunteers ( usually from the Board ) will distribute these postcards to all houses and
businesses which surround the property in a one block radius.
3. If a neighbor contacts us, we will meet with them in person, if they choose or talk on the
phone to listen to any concerns they may have and how they can be addressed.
4. If the concern is about the behavior of a resident or visitor of the house then the staff
will treat the persons according to the Expectations and Consequences policy ( above)
5. We will follow the Good Neighbor Agreement. ( see addendum 1)
Attachment 4 Page 8 of 15
9. Budget for 2023 ( updated 7/7/23)
County All In Budget
Expenses:
Staff compensation and payroll expenses-
$74,500
Utilities for house/ shelter
$6,325
Insurance
$6,000
Food/ Supplies
$4,000
Administration ( payroll costs)
$11,175
County All In total
$102,000
Ann's Heart Regular Budget
Expenses:
time Support Staff
$5,700
Carry It Forward for women's needs
$2,500
State and Federal Fees
$ 50
House furnishings
$4,000
House Maintenance
$10,000
Fundraising
$ 2,000
Internet for house
$ 1,500
Contingency fund
$ 6,000
Total :
Income:
On hand 6/30/23:
Summer fund raiser
Winter 2023 Fundraiser
Fall Maior Donor ADDeal
Total projected income:
$31,750
$25,000
$1,500
$ 3,600
$1,65
$ 31,750
Income:
All in County Grant- $102,000
Total Income: $102,000
Attachment 4 Page 9 of 15
Note on Budget
2023 Budget reflects only half or less a
year of staffing. In 2024 the All in money
will end unless the county extends.
Therefore, we will be doing more major
donor work and plan to submit a 1-01 to
Spirit Mountain and OCF. The County
asks us to keep the All In funds separate.
Addendum 1 Good Neighbor Agreement
Good Neighbor Agreement for Ann's Heart Women's Shelter ( Ann's Heart)
Springfield Oregon June 2023
WHO WE ARE
Ann's Heart Women's Shelter is a nonprofit who will operate a house for 5-6 women who have
recently experienced homelessness so that they can have a safe place to rebuild their lives and
find permanent homes. We plan to have staff on site during the daytime and remote security
during the night. The staff includes one person who will provide casework for the residents.
BEHAVIOR EXPECTATIONS PARTICIPANTS AND NEIGHBORS ALCOHOL/DRUGS
1. Each resident and guest of resident will review and sign house agreements below.
2. Drug and Alcohol consumption are not allowed on site or property.
3. Additionally, the policy regarding alcohol and drug use focuses on behavior. If someone is
disorderly, whether under the influence of substances or not, Ann's Heart Women's Shelter will
seek to deescalate the situation and initiate conflict resolution processes. If the problem
persists, residents may be asked to leave.
4. Sharps disposal and other harm reduction supplies will be on hand; residents and guests of
residents are expected to keep the surrounding area clean and free of dangerous items
including needles and other paraphernalia.
NOISE DISTURBANCES
1. Residents in the program are expected to behave in a way consistent with conscientious
neighbors and are subject to the same noise restrictions as any resident in Springfield. Noise
complaints should be directed to Ann's Heart Women's Shelter staff or emergency contact as a
first attempt to resolve complaints.
2. As with disorderly behavior, as mentioned under "Alcohol/Drugs" above, Ann's Heart
Women's Shelter will work to de-escalate and provide support and guidance to people causing
noise disturbance. If the problem persists, the guest may be asked to leave.
Attachment 4 Page 10 of 15
CRIMINAL AND/OR DANGEROUS BEHAVIOR
1. Violence and criminal activities will not be tolerated.
2. Documented arrests, charges and issues of inappropriate conduct and behavior will be
addressed by staff when brought to the staff's attention.
3. Disciplinary actions will be commensurate with the infraction as described by the resident
Covenant/ Expectations of Behavior.
4. Staff and/or onsite leaders will call 911 in the event that any individual displays inappropriate
or dangerous behavior.
5. Staff will also follow standard trespass procedures with the Springfield Police Department if
necessary.
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1. If there is an emergency contact 911. If there is a disturbance that is not an emergency but
requires assistance, contact police nonemergency 541-726-3714 and request CAHOOTS. For
general questions/concerns about house operations please contact Ann's Heart Women's
Shelter at 541-603-8706 or email annsheartwomenshelter@gmail.com. Messages should be
directed to Board Chairperson June Fothergill who is overseeing the project.
2. Mediation/Resolution Process
—For mild internal rule infractions or disruptions within the house site, leadership and residents
will respond to redirect behaviors. If disruption does not resolve, house residents will contact
Ann's Heart Women's Shelter staff for assistance to de-escalate and resolve the situation.
-For moderate rule infractions and disruptions that impact the neighborhood (loudness,
substance use onsite, disregard for others or heated arguments), house residents and /or
neighbors can contact CAHOOTS and then Ann's Heart staff to de-escalate, resolve, and
document the situation. Ann's Heart will follow up with individuals involved to determine if
behaviors can be modified, or if location change is required.
-For high level security threats (weapons, physical aggression, sexual harassment, assault) house
residents or neighbors should contact 911 and then notify Ann's Heart immediately. Individuals
who engage in this level of behavior will be removed from the house immediately and lose their
space in the shelter.
Attachment 4 Page 11 of 15
PARKING
Ann's Heart Women's Shelter will have residents and staff obey all City of Springfield parking
ordinances.
EXPECTATIONS FOR VISITORS AND RESIDENTS FOR ACTIONS IN NEIGHBORHOOD
All the residents and visitors will be asked to sign this agreement.
1. 1 agree that all visitors will leave the property by 10:00 pm in a quiet manner and not hang
around the property for at least 5 blocks.
2. 1 agree to respect the property of the neighbors. This means to not go on private property
uninvited, knock on doors or create a disturbance outside a property. We agree to refrain from
stealing any property of another person.
3. 1 agree to be kind and courteous. This means keeping the sidewalks clear, not littering and
controlling dogs and kind interactions with others in the neighborhood.
4. 1 agree to refrain from using and dealing drugs and alcohol of any sort on the property and 5
blocks around the property.
5. 1 will engage with my neighbors and house residents respectfully and with care by refraining
from any hate speech, bullying, harassing or discriminatory behavior.
6. 1 will respect designated smoking areas by putting cigarette butts in a receptacle and
understanding that smoking of any kind must be done in these areas.
7. 1 will respect quiet hours between 10pm and Sam and listen to music with earphones only
(ie. no loudspeakers).
We require anyone who wishes to visit the property to sign up with a staff person and to also
agree to these terms and if they violate them, they will lose their visiting privileges.
Attachment 4 Page 12 of 15
Addendum 2 Details of Admissions Denial
Admission will be denied for the following reasons:
• Client does not meet the basic eligibility criteria for shelter admission (e.g. gender, age,
household composition, homeless status);
• Client has a restraining order against them that prohibits admission;
• Client is displaying violent or threatening behavior;
• Client is not ambulatory enough to get in and out of bed on their own, as well as take care of
bathroom and hygiene needs independently; or
• Client has an infectious disease or appears to otherwise be ill and poses a threat to
themselves and other clients. Procedures
• Clients denied access to shelter will be referred to other community services.
Attachment 4 Page 13 of 15
Addendum 3 Involuntary Exit Procedure details
• Involuntary exits will be for no longer than one night unless deemed necessary for the health
and safety of clients or staff or the exit decision of the staff after a third violation.
• Involuntary exits will occur only as a last resort and in the most serious cases.
• Unless the client poses an immediate threat to the health and safety of other residents and/or
staff members, staff will avoid involuntarily exiting clients at night.
• Unless the resident poses an immediate threat to the health and safety of other residents
and/or staff members, involuntary exits must be approved by staff and after a third violation of
The Expectations and Consequences Covenant
• Resident's belongings will be stored for at least five working days after a client is involuntarily
exited.
Residents will be exited involuntarily for the following reasons:
• Violence or threatening behavior;
• Behavior that endangers health or safety of the client, residents or staff;
• Destruction of property;
• Resident is not able to be ambulatory enough to get in and out of bed on their own, as well as
take care of bathroom and hygiene needs independently; or
• Resident has an infectious disease or appears to otherwise be ill and poses a threat to
themselves and other clients.
Residents may be involuntarily excited:
• Upon a third violation of the behavior expectations ( see 6. Expectations and
Consequences for Residents )
Residents will not be involuntarilv exited for the followine reasons:
• Not participating in services;
• Not completing a chore; or
• Being under the influence of alcohol and drugs.
Procedures
• Staff will call the police in the case of an immediate threat to the health and safety of other
residents and/or staff members.
• Staff will attempt to verbally de-escalate conflicts.
• Residents or visitors will be provided with opportunities for cooling off such as going for a
walk and coming back into shelter.
Attachment 4 Page 14 of 15
Attachment 4 Page 15 of 15
CORONAVIRUS STATE FISCAL RECOVERY FUND
GRANT AGREEMENT
Contract Number: 8214
This grant agreement ("Contract"), dated as of the date the Contract is fully executed, is between the State of
Oregon, acting through its Oregon Department of Administrative Services ("DAS"), and City of Springfield
("Recipient"). This Contract becomes effective only when fully signed and approved as required by applicable
law ("Effective Date"). Unless extended or terminated earlier in accordance with its terms, this Contract shall
expire October 1, 2024.
This Contract includes Exhibit A - Contact Information, Use of Funds/Project Description and Reporting
Requirements, Exhibit B — Subcontract Insurance Requirements and Exhibit C - Federal Award Identification.
Pursuant to Oregon Laws 2021, chapter 669, section 74, DAS is authorized to distribute grant funds from funds
received by the State of Oregon under the federal American Rescue Plan Act Coronavirus State Fiscal Recovery
Fund (codified as 42 U.S.C. 802) for the purpose of Long -Term Affordable Housing in Springfield as more
particularly described in Exhibit A.
SECTION I - KEY GRANT TERMS
The following capitalized terms have the meanings assigned below.
Grant Amount: $620,000.00.
Completion Deadline: June 30, 2024.
SECTION 2 - FINANCIAL ASSISTANCE
DAS shall provide Recipient, and Recipient shall accept from DAS, a grant (the "Grant") in an
aggregate amount not to exceed the Grant Amount.
DAS's obligations are subject to the receipt of the following items, in form and substance satisfactory to
DAS and its Counsel:
(1) This Contract duly signed by an authorized officer of Recipient; and
(2) Such other certificates, documents, opinions and information as DAS may reasonably require.
SECTION 3 - DISBURSEMENT
A. Full Disbursement. Upon execution of this Contract and satisfaction of all conditions precedent,
DAS shall disburse the full Grant to Recipient.
B. Financing Availability. DAS's obligation to make, and Recipient's right to request disbursement
under this Contract terminate on the Completion Deadline.
C. Conditions to Disbursements. DAS has no obligation to disburse Grant funds unless:
(1) DAS has sufficient funds currently available for this Contract; and
(2) DAS has received appropriations, limitations, allotments or other expenditure authority sufficient
to allow DAS, in the exercise of its reasonable administrative discretion, to make payment, and
notwithstanding anything in the Contract, occurrence of such contingency does not constitute a
default.
Attachment 5, Page 1 of 15
SECTION 4 - USE OF GRANT
As more particularly described in Exhibit A, Recipient will use the Grant to Long -Term Affordable
Housing in Springfield (the "Project"). Recipient may only use Grant funds to cover Project costs
incurred during the period beginning March 3, 2021 and ending on the Completion Deadline ("Eligible
Costs"). Recipient must disburse the entire Grant Amount on Eligible Costs no later than the Completion
Deadline.
SECTION 5 - REPRESENTATIONS AND WARRANTIES OF RECIPIENT
Recipient represents and warrants to DAS as follows:
A. Organization and Authority.
(1) Recipient is a public body validly organized and existing under the laws of the State of Oregon.
(2) Recipient has all necessary right, power and authority under its organizational documents and
applicable Oregon law to execute and deliver this Contract and incur and perform its
obligations under this Contract.
(3) This Contract has been authorized by an ordinance, order or resolution of Recipient's
governing body if required by its organizational documents or applicable law.
(4) This Contract has been duly executed by Recipient, and when executed by DAS, is legal, valid
and binding, and enforceable in accordance with their terms.
B. Compliance with Coronavirus State Fiscal Recovery Fund. Recipient will comply with the terms,
conditions and requirements of the federal Coronavirus State Fiscal Recovery Fund (codified at 42
U.S.C. 802) from which the Grant is funded, including all implementing regulations (31 CFR 35.1 et
seq.) and other guidance promulgated by the U.S. Department of the Treasury (collectively, the
"CSFRF").
C. Full Disclosure. Recipient has disclosed in writing to DAS all facts that materially adversely affect
the Grant, or the ability of Recipient to perform all obligations required by this Contract. Recipient
has made no false statements of fact, nor omitted information necessary to prevent any statements
from being misleading. The information contained in this Contract, including Exhibit A, is true and
accurate in all respects.
D. Pending Liti _ ag tion. Recipient has disclosed in writing to DAS all proceedings pending (or to the
knowledge of Recipient, threatened) against or affecting Recipient, in any court or before any
governmental authority or arbitration board or tribunal, that, if adversely determined, would
materially adversely affect the Grant or the ability of Recipient to perform all obligations required by
this Contract.
SECTION 6 - COVENANTS OF RECIPIENT
Recipient covenants as follows:
A. Notice of Adverse Change. Recipient shall promptly notify DAS of any adverse change in the
activities, prospects or condition (financial or otherwise) of Recipient related to the ability of
Recipient to perform all obligations required by this Contract.
Attachment 5, Page 2 of 15
B. Compliance with Laws.
(1) Recipient will comply with the requirements of all applicable federal, state and local laws, rules,
regulations, and orders of any governmental authority, except to the extent an order of a
governmental authority is contested in good faith and by proper proceedings.
(2) Recipient is responsible for all federal or state tax laws applicable to its implementation of the
Project and its use of the Grant or compensation or payments paid with the Grant.
C. Federal Audit Requirements. The Grant is federal financial assistance, and the associated Assistance
Listings number is 21.027. Recipient is a subrecipient.
(1) If Recipient receives federal funds in excess of $750,000 in Recipient's fiscal year, it is subject
to audit conducted in accordance with the provisions of 2 CFR part 200, subpart F. Recipient, if
subject to this requirement, shall at its own expense submit to DAS a copy of, or electronic link
to, its annual audit subject to this requirement covering the funds expended under this Contract
and shall submit or cause to be submitted to DAS the annual audit of any subrecipient(s),
contractor(s), or subcontractor(s) of Recipient responsible for the financial management of funds
received under this Contract.
(2) Audit costs for audits not required in accordance with 2 CFR part 200, subpart F are unallowable.
If Recipient did not expend $750,000 or more in Federal funds in its fiscal year, but contracted
with a certified public accountant to perform an audit, costs for performance of that audit shall
not be charged to the funds received under this Contract.
(3) Recipient shall save, protect and hold harmless DAS from the cost of any audits or special
investigations performed by the Federal awarding agency or any federal agency with respect to
the funds expended under this Contract. Recipient acknowledges and agrees that any audit costs
incurred by Recipient as a result of allegations of fraud, waste or abuse are ineligible for
reimbursement under this or any other agreement between Recipient and the State of Oregon.
(4) Recipient is authorized to use the Grant to pay itself for those administrative costs that are
eligible costs under the CSFRF to implement the Project. DAS's approval of Recipient's
administrative costs does not preclude the State of Oregon from later recovering costs from
Recipient if the U.S. Department of the Treasury disallows certain costs after an audit.
D. System for Award Mana ems. Recipient must comply with applicable requirements regarding the
federal System for Award Management (SAM), currently accessible at https://www.sam.gov. This
includes applicable requirements regarding registration with SAM, as well as maintaining current
information in SAM.
E. Employee Whistleblower Protection. Recipient must comply, and ensure the compliance by
subcontractors or subrecipients, with 41 U.S.C. 4712, Program for Enhancement of Employee
Whistleblower Protection. Recipient must inform subrecipients, contractors and employees, in
writing, in the predominant language of the workforce, of the employee whistleblower rights and
protections under 41 U.S.C. 4712.
F. Compliance with 2 CFR Part 200. Recipient must comply with all applicable provision of 2 CFR
Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, including the Cost Principles and Single Audit Act requirements.
G. Federal Funds. DAS's payments to Recipient under this Grant will be paid by funds received by
DAS from the United States Federal Government. Recipient, by signing this Grant certifies neither it
nor its employees, contractors, subcontractors or subrecipients who will administer this Contract are
currently employed by an agency or department of the federal government.
8214 City of Springfield CSFRF Grant Page 3 of 15
Attachment 5, Page 3 of 15
H. Alternative Dispute Resolution. The parties should attempt in good faith to resolve any dispute
arising out of this Contract. This may be done at any management level, including at a level higher
than persons directly responsible for administration of the Contract. In addition, the parties may
agree to utilize a jointly selected mediator or arbitrator (for non-binding arbitration) to resolve the
dispute short of litigation.
I. Return of Undisbursed Grant Funds. Recipient must return to DAS any Grant funds not disbursed by
the Completion Deadline.
J. Financial Records. Recipient will cooperate with DAS to provide all necessary financial information
and records to comply with CSFRF reporting requirements, as well as provide DAS the reporting
required in Exhibit A. Recipient will keep proper books of account and records on all activities
associated with the Grant, including, but not limited to, invoices, cancelled checks, payroll records,
instruments, agreements and other supporting financial records documenting the use of the Grant.
Recipient will maintain these books of account and records in accordance with generally accepted
accounting principles and will retain these books of account and records until five years after the
Completion Deadline or the date that all disputes, if any, arising under this Contract have been
resolved, whichever is later.
K. Inspection. Recipient shall permit DAS, and any parry designated by DAS, the Oregon Secretary of
State's Office, the federal government and their duly authorized representatives, at any reasonable
time, to inspect and make copies of any accounts, books and records related to the administration of
this Contract. Recipient shall supply any Contract -related information as DAS may reasonably
require.
L. Notice of Event of Default. Recipient shall give DAS prompt written notice of any Event of Default,
or any circumstance that with notice or the lapse of time, or both, may become an Event of Default,
as soon as Recipient becomes aware of its existence or reasonably believes an Event of Default is
likely.
M. Contribution and Recipient Subcontracts.
(1) Contribution.
(i) If any third party makes any claim or brings any action, suit or proceeding alleging a tort as
now or hereafter defined in ORS 30.260 ("Third -Party Claim") against a party (the "Notified
Party") with respect to which the other party ("Other Party") may have liability, the Notified
Party must promptly notify the Other Party in writing of the Third -Party Claim and deliver to the
Other Party a copy of the claim, process, and all legal pleadings with respect to the Third -Party
Claim. Either party is entitled to participate in the defense of a Third -Party Claim, and to defend
a Third -Party Claim with counsel of its own choosing. Receipt by the Other Party of the notice
and copies required in this paragraph and meaningful opportunity for the Other Party to
participate in the investigation, defense and settlement of the Third -Party Claim with counsel of
its own choosing are conditions precedent to the Other Party's liability with respect to the Third -
Party Claim.
(ii) With respect to a Third -Party Claim for which DAS is jointly liable with Recipient (or would
be if joined in the Third -Party Claim), DAS shall contribute to the amount of expenses (including
attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred
and paid or payable by Recipient in such proportion as is appropriate to reflect the relative fault of
DAS on the one hand and of Recipient on the other hand in connection with the events which
resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant
equitable considerations. The relative fault of DAS on the one hand and of Recipient on the other
hand shall be determined by reference to, among other things, the parties' relative intent,
Attachment 5, Page 4 of 15
knowledge, access to information and opportunity to correct or prevent the circumstances resulting
in such expenses, judgments, fines or settlement amounts. DAS's contribution amount in any
instance is capped to the same extent it would have been capped under Oregon law if DAS had
sole liability in the proceeding.
(iii) With respect to a Third -Party Claim for which Recipient is jointly liable with DAS (or would
be if joined in the Third -Party Claim), Recipient shall contribute to the amount of expenses
(including attorneys' fees), judgments, fines and amounts paid in settlement actually and
reasonably incurred and paid or payable by DAS in such proportion as is appropriate to reflect the
relative fault of Recipient on the one hand and of DAS on the other hand in connection with the
events which resulted in such expenses, judgments, fines or settlement amounts, as well as any
other relevant equitable considerations. The relative fault of Recipient on the one hand and of DAS
on the other hand shall be determined by reference to, among other things, the Parties' relative
intent, knowledge, access to information and opportunity to correct or prevent the circumstances
resulting in such expenses, judgments, fines or settlement amounts. Recipient's contribution
amount in any instance is capped to the same extent it would have been capped under Oregon law,
including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if it had sole liability in the
proceeding.
(2) Recipient Subcontracts. Recipient may enter into agreements with contractors or subcontractors
(collectively, "Subcontracts") for performance of the Project.
(i) Recipient shall take all reasonable steps to cause its contractor(s) that are not units of local
government as defined in ORS 190.003, if any, to indemnify, defend, save and hold harmless the
State of Oregon and its officers, employees and agents ("Indemnitee") from and against any and
all claims, actions, liabilities, damages, losses, or expenses (including attorneys' fees) arising from
a tort (as now or hereafter defined in ORS 30.260) caused, or alleged to be caused, in whole or in
part, by the negligent or willful acts or omissions of Recipient's contractor or any of the officers,
agents, employees or subcontractors of the contractor ( "Claims"). It is the specific intention of the
parties that the Indemnitee shall, in all instances, except for Claims arising solely from the
negligent or willful acts or omissions of the Indemnitee, be indemnified by the contractor from
and against any and all Claims.
(ii) Recipient shall require its first-tier contractor(s) that are not units of local government as
defined in ORS 190.003, if any, to: i) obtain insurance of the types and in the amounts specified
in Exhibit B and meeting the requirements under ADDITIONAL INSURED, NOTICE OF
CANCELLATION OR CHANGE, and CERTIFICATES OF INSURANCE before the
contractors perform under its Subcontracts, and ii) maintain the insurance in full force
throughout the duration of the Subcontracts. The insurance must be provided by insurance
companies or entities that are authorized to transact the business of insurance and issue coverage
in the State of Oregon and that are acceptable to DAS. Recipient shall not authorize contractors
to begin work under the Subcontracts until the insurance is in full force. Thereafter, Recipient
shall monitor continued compliance with the insurance requirements on an annual or more
frequent basis. Recipient shall incorporate appropriate provisions in the Subcontracts permitting
it to enforce contractor compliance with the insurance requirements and shall take all reasonable
steps to enforce such compliance. Examples of "reasonable steps" include issuing stop work
orders (or the equivalent) until the insurance is in full force or terminating the Subcontracts as
permitted by the Subcontracts or pursuing legal action to enforce the insurance requirements. In
no event shall Recipient permit a contractor to work under a Subcontract when Recipient is
aware that the contractor is not in compliance with the insurance requirements. As used in this
Attachment 5, Page 5 of 15
section, a "first tier" contractor is a contractor with which Recipient directly enters into a
contract. It does not include a subcontractor with which the contractor enters into a contract.
N. Representations and Covenants Regarding Prevailing Wage.
(1) The prevailing wage rate requirements that may apply to the Project are set forth in ORS
279C.800 through 279C.870, the administrative rules promulgated thereunder (OAR
Chapter 839, Division 25) and Oregon Laws 2021, chapter 678, section 17 (collectively,
state "PWR"), or, if applicable, 40 U.S.C. 3141 et seq. (federal "Davis -Bacon Act"). If
applicable, Recipient shall:
a) comply with PWR, require its contractors and subcontractors to pay the applicable
PWR or Davis -Bacon Act rates, as applicable, and to comply with all other Oregon
Bureau of Labor and Industries ("BOLI") requirements pursuant to the PWR, including
on all contracts and subcontracts and in filing separate public works bonds with the
Construction Contractors Board;
b) pay to BOLI, within the required timeframe and in the appropriate amount, the project
fee required by OAR 839-025-0200 to 839-025-0230, including any additional fee that
may be owed upon completion of the Project; and
c) unless exempt under Section 17(2) of Oregon Laws 2021, chapter 678, if Recipient is
a "public body" and the Project is a "qualified project," as those terms are defined in
Section 17(3) of Oregon Laws 2021, chapter 678, Recipient shall require each contactor
in a contract with an estimated cost of $200,000 or greater to:
i. Enter into a project labor agreement that, at a minimum, provides for payment
of wages at or above the prevailing rate of wage;
ii. Employ apprentices to perform 15 percent of the work hours that workers in
apprenticeable occupations perform under the contract, in a manner consistent
with the apprentices' respective apprenticeship training programs;
iii. Establish and execute a plan for outreach, recruitment and retention of women,
minority individuals and veterans to perform work under the contract, with the
aspirational target of having at least 15 percent of total work hours performed
by individuals in one or more of those groups; and
iv. Require any subcontractor engaged by the contractor to abide by the
requirements set forth in subparagraphs (i), (ii) and (iii) above, if the work to
be performed under the subcontract has an estimated cost of $200,000 or
greater.
(2) Recipient represents and warrants that it is not on the BOLI current List of Contractors
Ineligible to Receive Public Works Contracts and that it will not contract with any
contractor on this list.
(3) Pursuant to ORS 279C.817, Recipient may request that the Commissioner of BOLI make
a determination about whether the Project is a public works on which payment of the
prevailing rate of wage is required under ORS 279C.840.
8214 City of Springfield CSFRF Grant Page 6 of 15
Attachment 5, Page 6 of 15
SECTION 7 - DEFAULT
A. Recipient Default. Any of the following constitutes an "Event of Default" of Recipient:
(1) Misleading Statement. Any materially false or misleading representation is made by or on
behalf of Recipient, in this Contract or in any document provided by Recipient related to this
Grant.
(2) Failure to Perform. Recipient fails to perform, observe or discharge any of its covenants,
agreements, or obligations under this Contract, other than those referred to in subsection A of
this section, and that failure continues for a period of 30 calendar days after written notice
specifying such failure is given to Recipient by DAS. DAS may agree in writing to an
extension of time if it determines Recipient instituted and has diligently pursued corrective
action.
B. DAS Default. DAS will be in default under this Contract if it fails to perform, observe or discharge
any of its covenants, agreements, or obligations under this Contract.
SECTION 8 - REMEDIES
A. DAS Remedies. Upon the occurrence of an Event of Default, DAS may pursue any remedies
available under this Contract, at law or in equity. Such remedies include, but are not limited to,
termination of DAS's obligations to make the Grant or further disbursements, return of all or a
portion of the Grant Amount, payment of interest earned on the Grant Amount, and declaration of
ineligibility for the receipt of future awards from DAS. If, as a result of an Event of Default, DAS
demands return of all or a portion of the Grant Amount or payment of interest earned on the Grant
Amount, Recipient shall pay the amount upon DAS's demand. DAS may also recover all or a
portion of any amount due from Recipient by deducting that amount from any payment due to
Recipient from the State of Oregon under any other contract or agreement, present or future, unless
prohibited by state or federal law. DAS reserves the right to turn over any unpaid debt under this
Section 8 to the Oregon Department of Revenue or a collection agency and may publicly report any
delinquency or default. These remedies are cumulative and not exclusive of any other remedies
provided by law.
B. Recipient Remedies. In the event of default by DAS, Recipient's sole remedy will be for
disbursement of Grant funds for Eligible Costs of the Project, not to exceed the total Grant Amount,
less any claims DAS has against Recipient.
SECTION 9 - TERMINATION
In addition to terminating this Contract upon an Event of Default as provided in Section 8, DAS may
terminate this Contract with notice to Recipient under any of the following circumstances:
A. If DAS anticipates a shortfall in applicable revenues or DAS fails to receive sufficient funding,
appropriations or other expenditure authorizations to allow DAS, in its reasonable discretion, to
continue making payments under this Contract.
B. There is a change in federal or state laws, rules, regulations or guidelines so that the uses of the
Grant are no longer eligible for funding.
This Contract may be terminated at any time by mutual written consent of the parties.
Attachment 5, Page 7 of 15
SECTION 10 - MISCELLANEOUS
A. No Implied Waiver. No failure or delay on the part of DAS to exercise any right, power, or privilege
under this Contract will operate as a waiver thereof, nor will any single or partial exercise of any
right, power, or privilege under this Contract preclude any other or further exercise thereof or the
exercise of any other such right, power, or privilege.
B. Choice of Law; Designation of Forum; Federal Forum. The laws of the State of Oregon (without
giving effect to its conflicts of law principles) govern all matters arising out of or relating to this
Contract, including, without limitation, its validity, interpretation, construction, performance, and
enforcement.
Any party bringing a legal action or proceeding against any other party arising out of or relating to
this Contract shall bring the legal action or proceeding in the Circuit Court of the State of Oregon for
Marion County (unless Oregon law requires that it be brought and conducted in another county).
Each party hereby consents to the exclusive jurisdiction of such court, waives any objection to
venue, and waives any claim that such forum is an inconvenient forum.
Notwithstanding the prior paragraph, if a claim must be brought in a federal forum, then it must be
brought and adjudicated solely and exclusively within the United States District Court for the
District of Oregon. This paragraph applies to a claim brought against the State of Oregon only to the
extent Congress has appropriately abrogated the State of Oregon's sovereign immunity and is not
consent by the State of Oregon to be sued in federal court. This paragraph is also not a waiver by the
State of Oregon of any form of defense or immunity, including but not limited to sovereign
immunity and immunity based on the Eleventh Amendment to the Constitution of the United States.
C. Notices and Communication. Except as otherwise expressly provided in this Contract, any
communication between the parties or notices required or permitted must be given in writing by
personal delivery, email, or by mailing the same, postage prepaid, to Recipient or DAS at the
addresses listed in Exhibit A, or to such other persons or addresses that either party may
subsequently indicate pursuant to this Section.
Any communication or notice by personal delivery will be deemed effective when actually delivered
to the addressee. Any communication or notice so addressed and mailed will be deemed to be
received and effective five (5) days after mailing. Any communication or notice given by email
becomes effective 1) upon the sender's receipt of confirmation generated by the recipient's email
system that the notice has been received by the recipient's email system or 2) the recipient's
confirmation of receipt, whichever is earlier. Notwithstanding this provision, the following notices
may not be given by email: notice of default or notice of termination.
D. Amendments. This Contract may not be altered, modified, supplemented, or amended in any manner
except by written instrument signed by both parties.
E. Severability. If any provision of this Contract will be held invalid or unenforceable by any court of
competent jurisdiction, such holding will not invalidate or render unenforceable any other provision.
F. Successors and Assigns. This Contract will be binding upon and inure to the benefit of DAS,
Recipient, and their respective successors and assigns, except that Recipient may not assign or
transfer its rights, obligations or any interest without the prior written consent of DAS.
G. Counterparts. This Contract may be signed in several counterparts, each of which is an original and
all of which constitute one and the same instrument.
Attachment 5, Page 8 of 15
H. Inte _ rag tion. This Contract (including all exhibits, schedules or attachments) constitutes the entire
agreement between the parties on the subject matter. There are no unspecified understandings,
agreements or representations, oral or written, regarding this Contract.
I. No Third -Party Beneficiaries. DAS and Recipient are the only parties to this Contract and are the
only parties entitled to enforce the terms of this Contract. Nothing in this Contract gives or provides,
or is intended to give or provide, to third persons any benefit or right not held by or made generally
available to the public, whether directly, indirectly or otherwise, unless such third persons are
individually identified by name herein and expressly described as intended beneficiaries of the terms
of this Contract.
J. Survival. The following provisions, including this one, survive expiration or termination of this
Contract: Sections 6, 7, 8, 10.B, 10.C, 10.L and 10.M.
K. Time is of the Essence. Recipient agrees that time is of the essence under this Contract.
L. Attorney. To the extent permitted by the Oregon Constitution and the Oregon Tort Claims Act,
the prevailing party in any dispute arising from this Contract will be entitled to recover from the
other its reasonable attorney fees and costs and expenses at trial, in a bankruptcy, receivership or
similar proceeding, and on appeal. Reasonable attorney fees shall not exceed the rate charged to
DAS by its attorneys.
M. Public Records. DAS's obligations under this Contract are subject to the Oregon Public Records
Laws.
Recipient, by its signature below, acknowledges that it has read this Contract, understands it, and agrees
to be bound by its terms and conditions.
STATE OF OREGON
acting by and through its
Department of Administrative Services
By: By:
GeorgeNaughton
DAS Chief Financial Officer
CITY OF SPRINGFIELD
Digitally signed by Nancy Newton
Newton, E-nnewlom@springfield-or.gw
Reason: I agree to the terms defined by the placement
of my signature in this document
Newton DData 2 O2 2412414 location here
Foxit PhantomPDF Version: 10.0.1
Authorized Representative Signature
Nancy Newton, City Manager
Authorized Representative Name and Title
Date: 5/31 /22 Date: nn2y 24, 2029
APPROVED AS TO LEGAL SUFFICIENCY IN ACCORDANCE WITH ORS 291.047:
sl Samuel B.
3/11/2022
Samuel B. Zeigler, Senior Assistant Attorney General
REVIElMED & APPROVED
AS TO FORM
iYrr�uza-=
r. I I -w--
DATE:
SPRINGFIELD CITY ATTORNEY'S OFFICE
8214 City of Springfield CSFRF Grant Page 9 of 15
Attachment 5, Page 9 of 15
EXHIBIT A
CONTACT INFORMATION, USE OF FUNDS/ PROJECT DESCRIPTION AND REPORTING REQUIREMENTS
Contact Information:
DAS
State of Oregon, acting by and through its
Department of Administrative Services
155 Cottage St. NE
Salem, OR 97301-3966
Contract Administrator: Jacqueline Kemp
Telephone: 971-374-3310
Recipient
City of Springfield
225 Fifth St
Springfield, OR 97477
Contact: Sam Kelly-Quattrocchi
Telephone: 541-726-3713
Email: statefiscal.recoveryfund@das.oregon.gov Email: skellyquattrocchi@springfield-or.gov
Use of Funds/ Project Description:
The recipient shall work with Ann's Heart (503c3) to purchase and operate a residence that will house up
to 6 women. Any remaining funds shall be used to enable homeownership opportunities for low-income
households.
Reporting Requirements:
Schedule
Report Name Frequency
Due Dates
Project Performance Plan One -Time
45 days after the Effective Date
Quarterly Report Quarterly
April 15t , July 15th, October 15th, January 15 th
Annual Report Annually
July 15th
Project Performance Plan
Recipient shall submit to DAS, using a template and instructions provided by DAS, the following
information in the Project Performance Plan:
1. Problem Statement
2. Goal
3. Rationales
4. Assumptions
5. Resources
6. Activities
7. Outputs
8. Short -Term Outcomes
9. Intermediate Outcomes
10. Long -Term Outcomes
8214 City of Springfield CSFRF Grant Page 10 of 15
Attachment 5, Page 10 of 15
Quarterly Reports
Recipient shall submit Quarterly Reports to DAS which shall include such information as is necessary
for DAS to comply with the reporting requirements established by 42 U.S.C. 802, guidance issued by
the U.S. Treasury, and 2 CFR Part 200 (known as the "Super Circular"). The reports shall be submitted
using a template provided by DAS that includes the following information:
1. Expenditure Report
a) Quarterly Obligation Amount
b) Quarterly Expenditure Amount
c) Projects
d) Primary Location of Project Performance
e) Detailed Expenditures (categories to be provided by DAS)
2. Project Status Update
a) Status of project: not started, completed less than 50 percent, completed 50 percent or
more, completed.
b) Progress since last update including project outputs and achieved outcomes.
c) Identify barriers/risks to outcomes and describe actions taken to mitigate delays/risks to the
overall project goal.
d) Optional: Share with DAS community outreach/engagement or other positive local news
stories.
Annual Reports
Recipient shall submit to DAS a report annually on the following, as applicable, using a template
provided by DAS:
1. How the Project is Promoting Equitable Outcomes, if applicable
2. How the Project is Engaging with the Community, if applicable
Administrative Costs
Recipient shall also deliver to DAS no later than July 15, 2024, an accounting of all of its direct
administrative costs paid by this Grant accompanied by a certification statement that all such costs
comply with the CSFRF. Grant funds may not be used to pay for any costs incurred after the
Completion Deadline. For any unexpended Grant funds that were allocated for administrative costs as
provided in the not -to -exceed amount above, DAS will direct Recipient on how to return or expend any
such funds.
Attachment 5, Page 11 of 15
EXHIBIT B -SUBCONTRACT INSURANCE REQUIREMENTS
Recipient shall require each of its first-tier contractors that are not units of local government as defined in ORS
190.003 (each a "Contractor") to obtain, at the Contractor's expense, the insurance specified in this Exhibit B before
performing under this Contract and to maintain it in full force and at the Contractor's own expense throughout the
duration of this Contract, as required by any extended reporting period or continuous claims made coverage
requirements, and all warranty periods that apply. Contractors shall obtain the following insurance from insurance
companies or entities that are authorized to transact the business of insurance and issue coverage in the State of
Oregon and that are acceptable to DAS. Coverage shall be primary and non-contributory with any other insurance
and self-insurance, with the exception of Professional Liability and Workers' Compensation. Contractors shall pay
for all deductibles, self-insured retention and self-insurance, if any. Recipient shall require and ensure that each of
its Contractors complies with these requirements and maintains insurance policies with responsible insurers,
insuring against liability, in the coverages and amounts identified below.
WORKERS' COMPENSATION & EMPLOYERS' LIABILITY
All employers, including Contractors, that employ subject workers, as defined in ORS 656.027, shall comply with
ORS 656.017 and provide workers' compensation insurance coverage for those workers, unless they meet the
requirement for an exemption under ORS 656.126(2). Recipient shall require and ensure that each of its Contractors
complies with these requirements. If a Contractor is a subject employer, as defined in ORS 656.023, the Contractor
shall also obtain employers' liability insurance coverage with limits not less than $500,000 each accident. If the
Contractor is an employer subject to any other state's workers' compensation law, Contactor shall provide workers'
compensation insurance coverage for its employees as required by applicable workers' compensation laws including
employers' liability insurance coverage with limits not less than $500,000 and shall require and ensure that each of
its out-of-state subcontractors complies with these requirements.
As applicable, each Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of
or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen's and Harbor Workers'
Compensation Act.
COMMERCIAL GENERAL LIABILITY:
® Required ❑ Not required
Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage
that are satisfactory to the State. This insurance shall include personal and advertising injury liability, products and
completed operations, contractual liability coverage for the indemnity provided under this contract, and have no
limitation of coverage to designated premises, project or operation. Coverage shall be written on an occurrence
basis in an amount of not less than $1,000,000 per occurrence. Annual aggregate limit shall not be less than
$2,000,000.
AUTOMOBILE LIABILITY INSURANCE:
® Required ❑ Not required
Automobile Liability Insurance covering each Contractor's business use including coverage for all owned, non -
owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property
damage. This coverage may be written in combination with the Commercial General Liability Insurance (with
separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability
insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.
A. Automobile Liability Broadened Pollution Liability Coverage Endorsement
If a Contractor is transporting any type of hazardous materials to implement the Project, then
endorsements CA 99 48 or equivalent and MSC -90 (if the Contractor is a regulated motor carrier) are
required on the Automobile Liability insurance coverage.
Attachment 5, Page 12 of 15
An endorsement to the Commercial General Liability or Automobile Liability policy, covering the Contractor's or
subcontractor' liability for bodily injury, property damage and environmental damage resulting from sudden
accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the Goods
delivered or Services (including transportation risk) performed by the Contractor is also acceptable.
EXCESS/UMBRELLA INSURANCE
Umbrella insurance coverage in the sum of $2,000,000 shall be provided and will apply over all liability policies,
without exception, including but not limited to Commercial General Liability, Automobile Liability, and Employers'
Liability coverage. The amounts of insurance for the insurance required under this Contract, including this
Excess/Umbrella insurance requirement, may be met by the Contractor obtaining coverage for the limits specified
under each type of required insurance or by any combination of underlying, excess and umbrella limits so long as
the total amount of insurance is not less than the limits specified for each type of required insurance added to the
limit for this excess/umbrella insurance requirement.
ADDITIONAL INSURED:
All liability insurance, except for Workers' Compensation, Professional Liability, and Network Security and
Privacy Liability (if applicable), required under this Contract must include an additional insured endorsement
specifying the State of Oregon, its officers, employees and agents as Additional Insureds, including additional
insured status with respect to liability arising out of ongoing operations and completed operations, but only with
respect to a Contractor's activities to be performed under this Contract. Coverage shall be primary and non-
contributory with any other insurance and self-insurance. The Additional Insured endorsement with respect to
liability arising out of your ongoing operations must be on ISO Form CG 20 10 07 04 or equivalent and the
Additional Insured endorsement with respect to completed operations must be on ISO form CG 20 37 07 04 or
equivalent.
WAIVER OF SUBROGATION:
Each Contractor shall waive rights of subrogation which the Contractor or any insurer of the Contractor may acquire
against the DAS or State of Oregon by virtue of the payment of any loss. Each Contractor will obtain any
endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of
whether or not the DAS has received a waiver of subrogation endorsement from the Contractor or the Contractor's
insurer(s).
CONTINUOUS CLAIMS MADE COVERAGE:
If any of the required liability insurance is on a claims made basis and does not include an extended reporting period
of at least 24 months, then the Contractor shall maintain continuous claims made liability coverage, provided the
effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a
minimum of 24 months following the later of:
(i) The Contractor's completion and DAS's acceptance of all Services required under the Contract, or
(i) DAS or Recipient termination of this Contract, or
(ii) The expiration of all warranty periods provided under this Contract.
CERTIFICATE(S) AND PROOF OF INSURANCE:
Upon request, each Contractor shall provide to DAS Certificate(s) of Insurance for all required insurance before
delivering any Goods and performing any Services required under this Contract. The Certificate(s) shall list the
State of Oregon, its officers, employees and agents as a Certificate holder and as an endorsed Additional Insured.
The Certificate(s) shall also include all required endorsements or copies of the applicable policy language effecting
coverage required by this Contract. If excess/umbrella insurance is used to meet the minimum insurance
requirement, the Certificate of Insurance must include a list of all policies that fall under the excess/umbrella
insurance. As proof of insurance DAS has the right to request copies of insurance policies and endorsements relating
to the insurance requirements in this Contract.
NOTICE OF CHANGE OR CANCELLATION:
Attachment 5, Page 13 of 15
Each Contractor or its insurer must provide at least 30 days' written notice to DAS before cancellation of, material
change to, potential exhaustion of aggregate limits of, or non -renewal of the required insurance coverage(s).
INSURANCE REQUIREMENT REVIEW:
Recipient agrees to periodic review of insurance requirements by DAS under this Contract and to provide updated
requirements as mutually agreed upon by Recipient and DAS.
STATE ACCEPTANCE:
All insurance providers are subject to DAS acceptance. If requested by DAS, Recipient shall provide complete
copies of insurance policies, endorsements, self-insurance documents and related insurance documents to DAS's
representatives responsible for verification of the insurance coverages required under this Exhibit B.
Additional Coverages That May Apply:
DIRECTORS, OFFICERS AND ORGANIZATION LIABILITY:
® Required ❑ Not required
Directors, Officers and Organization insurance covering each Contractor's Organization, Directors, Officers, and
Trustees actual or alleged errors, omissions, negligent, or wrongful acts, including improper governance,
employment practices and financial oversight - including improper oversight and/or use of use of grant funds and
donor contributions which includes state or federal funds - with a combined single limit of no less than $1,000,000
per claim.
CRIME PROTECTION COVERAGE: EMPLOYEE DISHONESTY or FIDELITY BOND
® Required ❑ Not required
Third party Employee Dishonesty or Fidelity Bond coverages for loss of state-owned property by dishonest acts of
an employee of each Contractor. Coverage limits shall not be less than $620,000.
PHYSICAL ABUSE AND MOLESTATION INSURANCE COVERAGE:
® Required ❑ Not required
Abuse and Molestation Insurance in a form and with coverage that are satisfactory to the State covering damages
arising out of actual, perceived, or threatened physical abuse, mental injury, sexual molestation, negligent: hiring,
employment, supervision, training, investigation, reporting to proper authorities, and retention of any person for
whom a Contractor is responsible including but not limited to the Contractor and the Contractor's employees and
volunteers. Policy endorsement's definition of an insured shall include the Contractor, and the Contractor's
employees and volunteers. Coverage shall be written on an occurrence basis in an amount of not less than
$1,000,000 per occurrence. Any annual aggregate limit shall not be less than $3,000,000. Coverage can be provided
by a separate policy or as an endorsement to the commercial general liability or professional liability policies. The
limits shall be exclusive to this required coverage. Incidents related to or arising out of physical abuse, mental injury,
or sexual molestation, whether committed by one or more individuals, and irrespective of the number of incidents
or injuries or the time period or area over which the incidents or injuries occur, shall be treated as a separate
occurrence for each victim. Coverage shall include the cost of defense and the cost of defense shall be provided
outside the coverage limit.
Attachment 5, Page 14 of 15
EXHIBIT C
FEDERAL AWARD IDENTIFICATION
(REQUIRED By 2 CFR 200.332(A)(1))
(i)
Subrecipient* Name:
City of Springfield
(must match name associated with UEI)
(ii)
Subrecipient's Unique Entity Identifier (UEI):
010737658 (DUNS)
(iii)
Federal Award Identification Number (FAIN):
SLFRP4454
(iv)
Federal award date:
July 23, 2021
(date of award to DAS by federal agency)
(v)
Grant period of performance start and end dates:
Start: March 3, 2021
End: June 30, 2024
Start: March 3, 2021
(vi)
Grant budget period start and end dates:
End: June 30, 2024
(vii)
Amount of federal funds obligated by this Grant:
$620,000.00
(viii)
Total amount of federal funds obligated to Subrecipient by
$
pass-through entity, including this Grant:
(ix)
Total amount of the federal award committed to Subrecipient
by pass-through entity**:
$620,000.00
(amount of federal funds from this FAIN committed to Recipient)
(x)
Federal award project description:
Coronavirus State Fiscal Recovery
Fund
(xi)
a. Federal awarding agency:
U.S. Department of the Treasury
b. Name of pass-through entity:
Oregon Department of Administrative
Services
c. Contact information for awarding official of pass-through
Stephanie Tyrer, COVID Fiscal Relief Mgr.
entity:
statefiscal.recoveryfund@das.oregon.gov
Number: 21.027
(xii)
Assistance listings number, title and amount:
Title: Coronavirus State and Local
Fiscal Recovery Funds
Amount: $2,648,024,988.20
(xiii) Is award research and development?
Yes ❑
No
(xiv) a. Indirect cost rate for the federal award:
b. Is the 10% de minimis rate being used per 2 CFR § 200.414?
Yes
No ❑
* For the purposes of this Exhibit C, "Subrecipient" refers to Recipient and "pass-through entity"
refers to DAS.
** The total amount of federal funds obligated to the Subrecipient by the pass-through entity is the
total amount of federal funds obligated to the Subrecipient by the pass-through entity during the
current state fiscal year.
8214 City of Springfield CSFRF Grant Page 15 of 15
Attachment 5, Page 15 of 15