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HomeMy WebLinkAbout2013-001 Agrmt - RVUUF & Temple Emek Shalom AGREEMENT BETWEEN ROGUE VALLEY UNITARIAN UNIVERSALIST FELLOWSHIP AND TEMLE EMEK SHALOM AND CITY OF ASHLAND Agreement made this /a f~ day of JAN wa+tY 2013, between the Rogue Valley Unitarian Universalist (RVUUF) and Temple Emek Shalom (Temple) and City of Ashland ("City"). RECITALS A. RVUUF and Temple (the Service providers) proposed a partnership to provide a winter shelter one night a week on City property. B. City agreed to make the Pioneer Hall available as a shelter each Thursday for a trial period. C. RVUUF and Temple will provide volunteers to staff the shelter per the rules and guidelines of Resolution #2013-01. ("Resolution") D. Attached for reference is Resolution No. 2013-01. Parties agree: 1. Services. The Service providers will open, manage and close the facility per the directions included in the Resolution. City will provide no services beyond making the Pioneer Hall available for the purpose described in Recitals A and B above and periodically inspecting it for cleanliness and damage. 4 2. Volunteers. Service providers will ensure the volunteers staffing the shelter conform to the guidelines of the Resolution. Volunteers shall be deemed volunteers or employees of RVUUF and Temple and will not be afforded any rights or privileges as volunteers or employees of the City. 3. Facilities and Structures. City will inspect and make adjustment to Pioneer Hall as required for this temporary use. 4. Insurance and coverage. Each party is responsible for its own insurance and coverage relating to claims arising from providing or staffing a shelter. No City coverage is extended to the other parties or volunteers however the City will maintain existing property coverage of the facility. 5. Length of Agreement. The term of this Agreement shall commence on January 10, 2013, and terminate on April 30, 2013 6. Termination. Any party may terminate this Agreement with written notice of 10 days or more delivered to both of the other parties. I- H.1HCA 2011-2012.20131SHELTER AGREEMENT 1-9-2013-DOCX ROGUE VALLEY UNITARIAN UNIVERSALIST FELLOWSHIP By: ckAt it st ar Title: PASTOR Date: 110/is TEMPLE EMEK SHALOM By: N►.,,~o- U L) Title: RABBI Date: + iglt3 . CITY OF ASHLAj By: d7- Tit . MAYOR Date: 1 11012-01:3 i Z- H'NCA201-1-2012.20131SHELTER AGREEMENT 1-9-2013.DOCX RESOLUTION NO. 2013- ' A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO PROVIDE A CITY BUILDING FOR A WINTER SHELTER ONE NIGHT PER WEEK THROUGH APRIL, 2013 RECITALS: A. Ashland provides for emergency shelter housing in extreme weather through Resolution No. 2007-11. The resolution provides terms and conditions and policies for doing so when temperatures drop to 20 degrees or below. B. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom (Temple) have proposed to partner with the City of Ashland to provide shelter for community members at a City building one night per week from January through April, 2013, regardless of the temperature. C. The proposal includes RVUUF and the Temple providing trained volunteers to staff, manage and clean the shelter. D. The City is willing to provide a building one night a week on a temporary basis to accommodate the proposal in accordance with the provisions below. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Provision of a Shelter. Ashland will provide shelter one night per week under the terms and conditions set forth herein. SECTION 2. Terms and Conditions. a. This is a temporary solution for the period January through April, 2013. b. Prior to staffing a City-owned facility, volunteers must sign a waiver releasing the City from liability for any personal injuries to them. c. The shelter will be staffed by volunteers from RVUUF and Temple who are certified to staff an overnight shelter. RVUUF and Temple must provide to the Parks and Recreation Department written assurance that every volunteer who will staff the shelter is certified to have completed appropriate training on the emergency plan, mental health plan and emergency communications for the shelter and has passed criminal background checks. d. Each night of operation of the shelter, at least one male volunteer and one female volunteer will staff the shelter from 8:00 p.m. to 8:00 a.m. An additional male volunteer will be required when more than 10 male guests are present. More volunteers may be required by the City depending on the building to be used. If the minimum number or qualified volunteers are not available for the entire time, the shelter will not be opened that night. e. Shelter occupancy will be limited to 25 guests on a first come, first serve basis. f. Shelter will open at approximately 7:30 p.m. and close the following morning at 8:00 a.m. Doors will be locked at 10:00 p.m. with no re-entry for any that leave. g. City insurance requires separate sleeping space be designated for single men, women and families. Appropriate signage must be displayed that wams against children being left alone. Buildings must have separate restrooms for men and women. h. Ashland Parks & Recreation will identify the building to be used and provide access. The priority from an operational and safety perspective is Pioneer Hall, the Community Center and the Grove, in that order. i. No showers or food service will be made available during the hours of operation. .SECTION 3. Shelter Policies. Operation of the shelter shall, to the greatest extent feasible, comply with the following guidelines: a. Shelter services must be provided with dignity, care, and concern for the individuals involved. b. The buildings used as a shelter will comply with City, County and State Building, Fire and Health Codes, unless exemptions have been obtained from the appropriate agencies, and must be-maintained in a safe and sanitary condition at all times. c. Upon entering the shelter facility each night, each guest must sign in, and sign an agreement committing to comply with shelter rules, absolving the City and volunteers of any responsibility for the security of the guest's personal property, releasing the City and volunteers from all claims of liability for property damage or personal injury arising from operation of the shelter or use of the City's building and certifying that he or she is eighteen years of age, or older. d. No cooking. Kitchen facilities are to be secured and access,is prohibited. e. No drugs, alcohol, weapons or pets will be allowed in the shelter property at any time. f No disorderly conduct will be tolerated. g. No threatening or abusive language will be tolerated. h. No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc. i. Smoking will be restricted to the outdoors in designated areas. j. All guests should maintain their own areas and belongings in an orderly condition. k. If a volunteer/staff member accepts any item from a guest for safe keeping at least one other volunteer/staff member will witness the transaction. 1. Failure to comply with shelter policies may disqualify a guest(s) from future stays. in. The check-in/check-out process shall be maintained by the volunteers sufficient to ensure a control of the premises and exiting by guests at 7:30 a.m. to allow cleaning before closure at 8:00 a.m. SECTION 4. This resolution takes effect upon signing by the Mayor. This} olution was duly PASSED and ADOPTED this day of January, 2013, and takes 3eupon signing by Mayor. ~ Barbara Christensen, City Recorder SIGNED and APPROVED this day of January, 2013. Jo m Stromberg, Mayor Re 'ewed as to form: vid H. Lohm ity Attorney