HomeMy WebLinkAboutCity of Oceanside; 2024-10-10; 24-D0425-1Document no. 24-D0425-1
8/21/2024 ( 025) • Attachment A
Memorandum of Agreement (MOA)
Between the City of Oceanside and the City of Carlsbad
This Memorandum of Agreement (MOA) is made by and between the City of Oceanside
and the City of Carlsbad, collectively referred to as the "Parties" or individually as a
"Party," as of the date of the last signature.
Background
City of Oceanside has been awarded an Encampment Resolution Funding Grant Program
Round 3 (ERF-3-R) grant amounting to $11,398,466.52. This grant aims to assist
individuals experiencing unshel~ered homelessness along the State Route 78 corridor
and Buena Vista Creek areas, as depicted in the map attached hereto. The City of
Oceanside, in collaboration with the City of Carlsbad, has been funded by the State of
California to implement a comprehensive encampment resolution strategy to improve
living conditions and facilitate stable housing for the homeless population in the
designated area.
Agreement
1. Administration of M9A Each Party identifies the following individuals to serve
as the authorized administrative representative for that Party. Any Party may
change its administrative representative by notifying the other Party in writing of
such change . Any such change shall become effective upon receipt of such
notice by the other Party to this MOA.
City of Oceanside
• Name: Salvador Roman
• Title: Homeless Services Program Manager
• Address: 300 N. Coast Highway, Oceanside, CA 92054
• Phone: (760) 435-3394
• Email: SRoman@oceansideca.org
City of Carlsbad
• Name: Chris Shilling
• Title: Homeless Services Manager
• Address: 1200 Carlsbad Village Drive, Carlsbad, CA 92008
• Phone: (442) 339-2284
• Email: chris .shilling@carlsbadca.gov
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2. Roles and Responsibilities
City of Oceanside:
• Grant Administration: Oversee the implementation and ongoing
operations of the Encampment Resolution Program.
• Fund Disbursement: Disburse funds and monitor the use of funds.
• Compliance: Ensure compliance with the terms of the grant, including
reporting and document retention requirements, and all relevant laws and
regulations.
City of Carlsbad:
• Coordination: Work with the City of Oceanside and other partners to
coordinate grant activities and. ensure the program's success.
• Service Delivery: Administer contracts with Community Resource Center,
Whole Person Care Clinic, and the Catholic Charities Diocese of San
Diego to provide housing navigation, trauma-informed mental health
support, rapid re-housing, street med icine, and housing-focused shelter in
accordance with Exhibit A-Scope of Work.
• Reporting: Provide necessary data to the City of Oceanside to comply
with reporting requirements under the grant.
3. Financial Provisions
• Funding Amount: The City of Oceanside will provide up to $5,336,578.28
to the City of Carlsbad in grant funds to support the Encampment
Resolution Program, adhering to the budget set forth in Exhibit B.
4. Indemnity
4.1 Claims Arising from the Sole Acts or Omissions of a Party: Each Party to
this MOA hereby agrees to indemnify, defend and hold harmless the other
Party to this MOA, their agents, officers, and employees, from any claim,
action or proceeding against the other Party, arising solely out of its own acts
or omissions in the performance of this Agreement. At each Party's sole
discretion, each Party may participate at its own expense in the defense of
any claim, action or proceeding, but such participation shall not relieve any
Party of any obligation imposed by this MOA. Parties shall notify each other
promptly of any claim, action or proceeding and cooperate fully in the
defense.
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4.2 Claims Arising from Concurrent Acts or Omissions: The Parties hereby
agree to defend themselves from any claim, action or proceeding arising out
of the concurrent acts or omissions of the Parties. In such cases Parties
agree to retain their own legal counsel, bear their own defense costs, and
waive their right to seek reimbursement of such costs, except as provided in
paragraph 4.3, below.
4.3 Joint Defense and Reimbursement: Notwithstanding paragraph 4.2,
above, in cases where the Parties agree in writing to a joint defense, Parties
may appoint joint defense counsel to defend the claim, action or proceeding
arising out of the concurrent acts or omissions of Parties. Joint defense
counsel shall be selected by mutual agreement of Parties. Parties agree to
share the costs of such joint defense and any agreed settlement in equal
amounts, except as follows:
4.3.1 . Parties further agree that neither party may bind the other to a
settlement agreement without the written consent of both Parties. Where a
trial verd ict or arbitration award allocates or determines the comparative
fault of parties, Parties may seek reimbursement and/or reallocation of
defense costs, judgments and awards, consistent with such comparative
fault.
Obligations arising out of this paragraph shall survive the termination or
withdrawal from th is MOA by a Party hereto.
5. Insurance Each Party shall obtain and maintain insurance policies or programs
of self-insurance with policy limits sufficient to cover any potential liability arising
from this MOA. This coverage is in addition to workers compensation insurance
and other insurance coverages required by law.
6. Compliance with Laws Both Parties shall comply wit h all applicable federal,
state, and local laws, rules, and regulations.
7. Term and Termination
• Effective Date: This MOA shall become effective on the date all Parties
have signed and shall remain in force until terminated.
• Termination for Convenience: Either Party may terminate this MOA for
convenience by providing a 60-day written notice to the other Party.
8. Amendments Any amendments to this MOA must be made in writing and signed
by authorized representatives of bo th Parties.
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9. Severability If any term or provision of this MOA is held invalid or unenforceable,
the remaining provisions shall continue in full force and effect.
10. Entire Agreement This MOA represents the full and entire agreement between
the Parties and supersedes any prior written or oral agreements.
11. Governing Law This MOA shall be governed by and construed in accordance
with the laws of the State of California.
12. Counterparts This MOA may be executed in counterparts, each of which shall
be deemed an original, but all of which together shall constitute one and the
same instrument.
IN WITNESS WHEREOF, the P"rties have executed this MOA on the date of the
last signature below.
City of Oceanside
By: -----.1i-=::,-..---4'0"---~------
Jonathan rrego, City Manager ~~ City Attorney
Date: 1 o /10 It. ----------------
By: -~-1.,._"=""" _______ _
Scott Cha ick, City Manager
Date: ~24
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fn--~.1::cii~
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Page 5
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Scope of Work
City of Carlsbad -Encampment Resolution
Fund
Introduction
The City of Carlsbad has been designated as a sub-recipient of the Encampment Resolution Fund
under the City of Oceanside. This scope of work outlines the responsibilities and activities of the
City of Carlsbad in its role as the fiscal manager of funds for additional sub-recipients. The
primary objective is to ensure efficient and effective use of the grant funds to improve the quality
of life and provide sustainable housing solutions for individuals or households living within the
designated encampment area.
Responsibilities
1. Fiscal Management
1.1. Fund Allocation and Distribution
• Develop and implement a transparent process for the allocation and distribution of funds
to additional subrecipients, as identified below:
o Whole Person Care Clinic
o Catholic Charities Diocese of San Diego
o Community Resource Center (CRC)
• Ensure compliance with all state and local regulations regarding fund disbursement.
• Maintain detailed records of all financial transaclions related to the grant.
1.2. Budget Monitoring
• Monitor budgets of subrecipients to ensure expenditmes are in line with the approved
budget.
• Conduct regular financial reviews to ensure funds are being used appropriately and
effectively.
• Provide financial reports to the City of Oceanside and the State as required.
1.3. Financial Reporting
• Prepare and submit quarterly and annual financial reports detailing the use of funds.
• Ensure that all financial documentation is accurate and submitted in a timely manner.
• Coordinate with subreeipients to gather necessary financial data for reporting.
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• Invoices will be due for the City of Oceanside by 20th of the month following each
repo1ting quarter.
2. Quality Assurance
2.1. Performance Monitoring
• Develop and implement a performance monitoring plan to ensure that subrecipients meet
the objectives and goals of the grant.
• Conduct regular site visits and audits to assess program effectiveness and compliance.
• Provide technical assistance and support to subrecipients to address any issues or
challenges.
2.2. Data Collection and Reporting
• Ensure collection of data related to program outcomes through the HMIS, including the
number of individuals served, services provided, and ho-using placements.
• Ensure that subrecipients are entering into the HMIS for data collection
• Prepare and submit regular performance reports to the City of Oceanside and the State.
2.3. Compliance
• Ensure that all activities and expenditures comply with the terms and conditions of the
grant.
• Conduct regular compliance reviews and provide feedback to subrecipients.
• Address any non-compliance issues promptly and implement corrective actions.
3. Coordination and Communication
3.1. Stakeholder Engagement
• Coordinate with the City of Oceanside, additional subrecipients, and other stakeholders to
ensure cohesive program implementation.
• Facilitate regular meetings and communication among subrecipients to share best
practices and address common challenges.
• Serve as the primary point of contact for all grant-related inquiries.
3.2. Reporting to the City of Oceanside
• Provide regular updates to the City of Oceanside on program progress, financial status,
and any issues or challenges.
• Collaborate with the City of Oceanside to address any programmatic or financial
concerns.
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4. Training and Capacity Building
4.1. Training Programs
• Provide ongoing technical assistance to build the capacity of subrecipients.
4.2. Best Practices
• Promote the use of best practices in addressing homelessness and encampments.
• Share resources and tools to enhance program effectiveness.
5. Adherence to Best Practices and Implementation Strategy
This section details the incorporation of principles such as Housing First, Trauma-Informed
Care, and Harm Reduction into the program design and execution.
5.1. Housing First Approach
• Immediate Housing Access: The program will prioritize providing immediate access to
housing for individuals residing in prioritized encampment areas, without requiring
preconditions such as sobriety or participation in treatment programs. This aligns with the
principles of Housing First as speci.fied in California Welfare and Institutions Code
section 8255.
• Person-Centered Approach: Services will be tailored to meet the unique needs of each
individual, reducing barriers to housing and ensu,ing that the process is client-driven and
supportive.
5.2. Trauma-Informed Care
• Understanding Trauma: All program staff will be Lrained to recogniL'.e and understand
the impact of trauma on individuals experiencing homelessness. This approach will
inform interactions, service delivery, and support strategies.
• Creating a Safe Environment: The program will focus on creating safe, supportive, and
respectful environments for all participants. This includes ensuring physical and
emotional safety in shelters and during service provision.
5.3. Harm Reduction
• Reducing Harm: The program 'Nill incorporate harm reduction strategies to minimize
the negative consequences of substance use and other risky behaviors. This approach
does not require abstinence but supports individuals in making safer choices.
• Supportive Services: Participants will have access to a range of supportive services,
including healthcare, mental health services, and substance use treatment, which are
designed to meet them \.Vhere they are and provide incremental supp01i toward healthier
lifestyles.
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5.4. Comprehensive and Coordinated Services
• Low-Barrier Shelter: The program will offer low-barrier shelter options to ensure that
individuals have immediate access to safe and secure housing. These shelters will not
impose stringent requirements that could exclude those in need.
• Housing Navigation and Case Management: Dedicated housing navigators and case
managers will work closely with individuals to identify suitable housing options, navigate
the housing application process, and provide ongoing support to ensure housing stability.
• Rapid Re-housing: Rapid re-housing services will be provided to quickly move
individuals from shelters into permanent housing. This includes financial assistance for
rent and utilities, as well as supportive services to help individuals maintain their
housing.
• Outreach Services: Tbe program wi II include robust outreach effo1ts to engage
individuals residing in prioritized encampment areas. Outreach teams will build trust and
rapport with individuals, providing them with information about available services and
encouraging their participation in the program.
5.5. Compliance with Terms and Conditions
• Accuracy and Integrity: The City of Carlsbad warrants that all information contained in
the grant application and subsequent reports is true and accurate. The City will comply
with all terms and conditions of the Standard Agreement and Pro6>ram guidelines.
• Regular Monitoring and Reporting: The City will conduct regular monitoring of
program activities to ensure compliance with the implementation strategy and adherence
to best practices. This includes submitting accurate and timely reports to the City of
Oceanside and the State.
Strategies, Best Practices, and Modalities for Addressing Homelessness
Encampment Rcsolutfon Funding (ERF) Program Strategies:
• Outreach and Engagement: Street outreach programs engage directly with individuals
in encampments, providing immediate needs assessments, initial support and on-going
housing focused case management.
• Peer Support Services: Tnitial contact by peers with lived experience to build trust and
relay information about available services.
• Assessment and Case Management: Comprehensive assessment of individual needs
involving health, housing, and social services.
• Care Coordination: Trauma-informed mental health services, substance abuse
interventions, and coordination of care services, including funding for necessities like
transportation and document procurement.
• Street l\fodicine: Delivering primary healthcare services directly at encampment sites.
• Interim Shelter Options: Temporary housing solutions such as safe parking programs,
bridge housing, and motel vouchers.
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• Housing Navigation and Assistance: Supporting individuals in finding suitable housing
options and engaging with landlords, including financial assistance for lease-up expenses.
• Permanent and Long-Term Housing: Utilizing dedicated vouchers and rapid rehousing
programs to transition individuals to permanent housing.
• Supportive Services: Ongoing case management, health and wellness follow-up, and
socialization and recreational activities.
• Resource Optimization: Leveraging existing programs and fonding sources to maximize
the impact of new funding.
• Outcome Tracking and Accountability: Establishing measurable outcomes to track
progress and ensure accountability through regular reporting and data analysis. All
programs ·will be tracked under the HMIS with data transferred to the HDIS system
qua1terly. Grantee assumes the responsibility of creating the applicable programs in the
HMIS for each grantee, subgrantee and subrecipient in accordance with state
requirements.
Best Practices:
• Individual-Centered Approac.h: Tailoring interventions to the unique needs,
preferences, and goals of each person experiencing homelessness.
• Housing First Philosophy: Prioritizing immediate access to housing \.Vithout
preconditions.
• Comprehensive Support Services: Providing a range of services to support recovery
and stability, including intensive case management, peer support, ham, reduction, and
substance abuse treatment.
• Data-Driven Approaches: Utilizing the Homeless Management Information System
(HMlS) for real-time dala tracking and coordinated service delivery.
• Public Health and Social Determinants of Health: Addressing immediate medical,
mental health, substance abuse, and benefits enrollment needs directly at encampment
sites.
By incorporating these strategies, best practices, and modalities, the Encampment Resolution
Funding program aims to provide a comprehensive and coordinated response to homelessness,
facilitating the transition of individuals from encampments to stable and permanent housing
solutions.
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Deliverables
• Detailed fund allocation and distribution plan
• Quarterly and annual financial reports
• Perfonnance monitoring plan and reports
• Compliance review reports
• Regular updates and reports to the City of Oceanside
• Training materials and documentation
The City of Carlsbad vvil I play a cri6cal role in ensuring the successful implementation of the
Encampment Resolution Fund. By providing robust fiscal management and quality assurance,
the City of Carlsbad will help ensure that grant funds arc used effectively to achieve the
program's goals and reduce unsheltered homelessness in the encampment area.
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Encampment Resolution Fund
City of Carlsbad
Position Agency
Medical Provider Whole Person Care Clinic
Housing Navigator Catholic Charities
Program Manager City of Carlsbad
Trauma-Informed Mental Health Clinician Community Resource Center
Housing Coard inator Community Resource Center
RRH Case Manager Community Resource Center
Fringe Benefits-30%
Subtotal Personnel Services
Transportation Whole Person Care Clinic
Meals and Supplies Catholic Charities
Housing Assistance Community Resource Center
Operating Cost
Service Providers Adm Indirect Costs @ 5% Service Providers
City of Carlsbad Administrative Costs @ 5% City of Carlsbad
Subtotal Operational Cost
Total Budget
Exhibit B: Budget
Amount
$ 450,000
$ 210,000
$ 157,498
$ 600,000
$ 420,000
$ 540,000
$ 713,249
$ 3,090,747
$ 100,000
$ 150,000
$ 1,150,000
$ 333,240
$ 230,962
$ 281,629
$ 2,245,831
$ 5,336,578