HomeMy WebLinkAbout2015-315 Agrmt - RVUUF - Temple Emek Shalom - CoA
AGREEMENT
BETWEEN ROGUE VALLEY UNITARIAN UNIVERSALIST FELLOWSHIP AND
TEMPLE EMEK SHALOM AND CITY OF ASHLAND
Agreement made this Is} day of ~)Q.*,bc/ , 2015, between the Rogue Valley
Unitarian Universalists (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 two nights a week on City property.
B. City agreed to make the Pioneer Hall available as a shelter each Tuesday and
Thursday from November, 2015, through April, 2016.
C. RVUUF and Temple will provide volunteers to staff the shelter per the rules and
guidelines of Resolution #2015 - 26 ("Resolution").
D. Attached for reference is Resolution No. 2015-26.
Parties agree:
1. Services. The Service Providers will open, manage, and close the facilities per the
directions included in the Resolution. City will provide no services beyond making
Pioneer Hall available for the purpose described in Recitals A and B above and
periodically inspecting it for cleanliness and damage.
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 adjustments 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 November
1, 2015, and terminate on April 30, 2016.
6. Termination. Any party may terminate this Agreement with written notice 10 days or
more delivered to both of the other parties.
Page 1 of 2
ROGUE VALLEY UNITARIAN UNIVERSALIST FELLOWSHIP
Title: REVEREND !
Date:
TEMPLE EMEK SHALOM
s~wti ?Y
By.
Title: RABBI
Date: i a i I S
CITY OF ASHLAND
By.
i.-
Title: MAYOR
Date:
T
Page 2 of 2
RESOLUTION NO. 2015- a lv
A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO
PROVIDE A CITY BUILDING FOR A WINTER SHELTER TWO NIGHTS
PER WEEK THROUGH APRIL, 2016
RECITALS:
A. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and'I'emple Emek Shalom
(Temple) wish to partner with the City of Ashland to provide shelter for homeless
community members at a City building two nights per week from November, 2015, through
April, 2016.
13. RVUUF and the Temple will provide volunteers to staff, manage and clean the shelter.
C. The City is willing to provide a building two nights a week to accommodate this proposal in
accordance with the provisions below.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Provision of a Shelter.
Ashland will provide a City building for use as a shelter for homeless community members two
nights per week under the terms and conditions set forth herein.
SECTION 2. Terms and Conditions.
a. This building is offered for the period November, 2015, through April, 2016.
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 30 guests on a first come, first serve basis.
f. Shelter will open at approximately 7:30 p.m. and close the following morning at 7:30
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. 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.
Resolution No. 2015- Page 1 of 3
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 liealth 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.
c. No drugs, alcohol, or weapons will be allowed in the shelter property at any time.
f. No pets will be allowed in the shelter, except as described in Section 4, below.
g. No disorderly conduct will be tolerated.
h. No threatening or abusive language will be tolerated.
i. No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc.
j. Smoking will be restricted to the outdoors in designated areas.
k. All guests should maintain their own areas and belongings in an orderly condition.
1. 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.
m. Failure to comply with shelter policies may disqualify a guest(s) from future stays.
n. 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 and room
set-up by 8:00 a.m.
SECTION 4. Dogs.
Dogs may be permitted in the shelter under the following circumstances:
a. Shelter volunteers must designate a specific area in the shelter for dogs. The floor of such
area must be covered with thick plastic.
b. Service dogs are not required to remain in crates but must be leashed while in the shelter.
c. If taken outside for biological needs, dogs must be leashed.
d. Shelter volunteers are to devise and follow procedures to keep dogs away from each other
and other guests as they are being housed for the night and as they exit in the morning.
e. Shelter volunteers must be responsible for cleaning and sanitizing any areas soiled by a
dog or dogs. Such cleaning is to be done to the satisfaction of City facilities maintenance
staff.
f. Dogs that become threatening to others or are otherwise unmanageable will be required
to leave the shelter.
g. Shelter volunteers must notify Jackson County Animal Control in the event a dog bite
breaks the skin of an emergency shelter guest or volunteer.
Resolution No. 2015- Page 2 of 3
SECTION 5. This resolution takes effect upon signing by the Mayor.
This resolution was duly PASSED and ADOPTF,D this day of 067~F~, 2015, and
takes of ct upon signing by the Mayor.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of O 2015.
Pam Marsh, Council Chair
Reviewed as to form:
d Gc~~
Da d . Lohman, City Attorney
Resolution No. 2015- Page 3 of 3