Loading...
HomeMy WebLinkAboutItem No. 02 - San Bernardino County's COVID-19 Homeless Emergency Hotel-Motel Response Page 1 Staff Report City of San Bernardino Request for Council Action Date: May 6, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager Subject: San Bernardino County's COVID-19 Homeless Emergency Hotel/Motel Response Plan Recommendation Receive a report on the County of San Bernardino's COVID-19 Homeless Emergency Hotel/Motel Response Planning and provide direction to City staff accordingly. Background On March 13, 2020, the City Manager, in accordance with Se ction 2.46.090.A.1 of the San Bernardino Municipal Code, issued Proclamation No. 2020 -01 declaring the existence of a local emergency relating to the worldwide spread of respiratory illness due to the novel coronavirus known as COVID-19. On March 18, 2020, the Mayor and City Council adopted Resolution No. 2020-51, ratifying the proclamation and declaring the existence of a local emergency. County, state, and federal governments have also declared the existence of emergency conditions in connection with the global pandemic. COVID-19 has been determined to be of particular threat to vulnerable populations, including the homeless. As such, and as required by the State, the County of San Bernardino is securing hotels/motels in the County to provide individual room sheltering for certain populations. Some motels are being secured for homeless individuals over 65, non-symptomatic, more susceptible while other rooms are being secured for those who are COVID-19 positive while they recover. At present, the City has asserted that hotel and motel owners are not permitted to enter into such agreements with the County due to zoning restrictions and business licensing requirements imposed in accordance with the City’s powers as a charter city. However, the County secured its first contract with the Sure Stay Motel on Hospitality Lane last month without advance notice to the City. Staff reached out to the County with concerns regarding the placement of these individuals on Hospitality Lane and made it clear that the City had several concerns about the plan to relocate homeless individuals from across the County to hotels within the City’s incorporated boundaries. When no agreement could be reached with the County, staff sent a cease and desist letter to the motel owner making them aware that the intended use of the Hotel was not allowed. Hotels are permitted for hospitality and hotel use , not to be used as a social services facility or as a homeless shelter. The use is a violation of the City’s General 6712 Page 2 Plan, Zoning Code, and business license restrictions. The County has acknowledged the importance of working with the City in its efforts and the City stands ready to work with the County in a manner that does not disproportionately disrupt the residents of our City. The County has assured staff that they are working to secure rooms in other cities in the County. However, as of this writing, we have not received confirmation of locations secured outside the City of San Bernardino. In addition to securing hotel/motel rooms for homeless individuals, the County is also seeking to secure rooms for essential workers such as: health care professionals; law enforcement; first responders; and other county workers in need of isolation who may be impacted by COVID-19. The County is also seeking additional sites for COVID-19 testing and previously requested use of the Carousel Mall parking lot; however, they have since found other locations that better suit their needs. In a good faith effort to work with the County, staff drafted a cooperation agreement between the City and the County that, if approved by both parties, would allow the County to fulfill its obligation in collaboration with the City to contract with hotels and motels in the city’s jurisdiction for emergency lodging for homeless individuals and families; contract with hotels and motels in the City’s jurisdiction for emergency lodging for County essential workers; and allow the County, at no fee, use of the City’s Carousel Mall parking lot property for the purpose of operating a testing site. Discussion A draft cooperation agreement was sent to County Chief Executive Officer Gary McBride on April 14, 2020, for review (Attachment 1). Following a review of the proposed agreement, Mr. McBride conveyed that at th is time the County is not entering into such agreements with individual cities in the County. In place of an agreement, the County has committed to following the guidelines outlined in their COVID-19 Homeless Emergency Hotel/Motel Response Planning document (Attachment 2) including an informal commitment to all jurisdictions in the County as follows: The City would be indemnified similar to the hotel. This would be included in the hotel agreement. The County will ensure that all program participant s who exit the program for any reason are immediately transported to the referring community at no cost to the City. In the event that a program participant leaves the hotel for any reason and is not immediately transported to the referring community the City may immediately contact the County, which will promptly provide transportation to the Program participant to the referring community. Hotel shall assure that all outside lighting is operational and all landscaping is maintained in good condition in accordance with City standards. Hotel and/or County shall provide security guard services 24 hours per day. 6712 Page 3 Daily accounting of occupancy/vacancy and the location of where the program participants reside from. Program participant is required to sign an agreement outlining specific codes of conduct. While this informal agreement addresses many of the City’s concerns, the draft cooperative agreement would make the terms more specific to the City of San Bernardino and allow the governing bodies of both agencies to participate and agree to the terms. Specifically, the County’s planning document does not address: The City’s zoning restrictions - the City asserts that hotel and motel owners are not permitted to enter into such agreements with the County due to the zoning and business licensing restrictions traditionally imposed by the City. The draft cooperation agreement indicates that the City would waive those restrictions as an emergency measure and enables the use of hotel and motel facilities for those purposes under certain terms and conditions, all of which are designed to protect the public safety, health, and welfare of the City and its residents. Approval from the City Manager prior to utilizing any new hotel or motel for temporary emergency lodging which includes: o A copy of a security plan for the new hotel or motel at the time of making a request. o A copy of the proposed agreement with the hotel or motel owner/operator at the time of making the request and a copy of the fully executed agreement within one business day following execution. o A cap the total number of rooms within the City for temporary emergency lodging at fifty (50) rooms (it should be noted that the County requested 150 in the City of San Bernardino). o That temporary emergency lodging is not permitted for walk-ins to the motels or hotels in the City. o That priority use of rooms is given to homeless persons originally located within the City in coordination with the City’s ESG Outreach Lead and the City’s District Commanders. o That logs are maintained a log of the each individual. o Occupancy is limited to a maximum 14-day term and assistance is provided by the County to hotels and motels with relocation upon termination of the term. o Provide all individuals with free transportation from the hotel or motel at the conclusion of the stay and in the event the program participant leaves the hotel for any reason and is not immediately transported to the referring community the City may immediately contact the County, which will promptly provide transportation to the Program participant to the referring community. 6712 Page 4 o Hotel shall assure that all outside lighting is operational and all landscaping is maintained in good condition in accordance with City standards. The proposed agreement also included provisions related to the County’s use of hotel rooms for its essential workers. Unlike where the County acquires hotel rooms in the City for homeless individuals from across the County as a social service, the Cit y has expressed no concerns with the County’s use of County funds to acquire hotel rooms for its own employees. In the proposed agreement, the City offered the use of the Carousel Mall parking lot for use as a regular COVID-19 testing site at no cost to the County. At this time, the San Bernardino County Department of Public Health has advised that they do not have a need for an additional testing location within the City as they will be using Arroyo Valley High School as a regular testing location in o ur area when the National Orange Show facility is not available. The City will continue to work with the County to facilitate the expansion of testing in our area and provide for additional testing sites as needed. 2020-2025 Strategic Targets and Goals Providing direction to staff regarding the County of San Bernardino's COVID -19 Homeless Emergency Hotel/Motel Response Planning aligns with Key Target No. 3 Improved Quality of Life. Fiscal Impact Outside of the allocation of staff time, there is no fisca l impact associated with the consideration of COVID-19 Homeless Emergency Hotel/Motel Response Planning. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, receive a report on the County of San Bernardi no's COVID-19 Homeless Emergency Hotel/Motel Response Planning and provide direction to City staff accordingly. Attachments Attachment 1 Draft Cooperation Agreement between the City and County of San Bernardino regarding Hotel/Motel Homeless Emergency Res ponse Planning and use of the Carousel Mall as a testing site. Attachment 2 County of San Bernardino’s COVID-19 Response Planning document for all jurisdictions in the County. Ward(s): All Synopsis of Previous Council Actions: No previous Council Action. - 1 - COOPERATIVE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE COUNTY OF SAN BERNARDINO REGARDING THE SHELTERING OF THE HOMELESS AND OF DISASTER WORKERS DURING THE PENDENCY OF THE EMERGENCY CAUSED BY THE COVID-19 PANDEMIC This COOPERATIVE AGREEMENT (“Agreement”) by and between the CITY OF SAN BERNARDINO, a charter city and municipal corporation (“City”) and the COUNTY OF SAN BERNARDINO, a political subdivision of the State of California (“County”) is made and entered into as of April ___, 2020 (“Effective Date”). City and County are sometimes individually referred to as “Party” and collectively as “Parties.” 1. Recitals 1.1 WHEREAS, both the City and the County, in addition to the state and federal governments, have declared the existence of emergency conditions in connection with the global pandemic caused by COVID-19; and 1.2 WHEREAS, COVID-19 is a particular threat to vulnerable populations, including the homeless; and 1.3 WHEREAS, the City and County agree that the temporary housing of homeless populations during the emergency will help reduce the spread of COVID-19 and, therefore, lessen the burden on healthcare facilities countywide; and 1.4 WHEREAS, the County desires to enter into agreements with hotel and motel owners within the City to provide temporary lodging units for homeless individuals and families; and 1.5 WHEREAS, at present, such hotel and motel owners are not permitted to enter into such agreements due to the zoning restrictions and business licensing restrictions traditionally imposed by the City; and 1.6 WHEREAS, the City desires to waive these restrictions and enable the use of hotel and motel facilities under certain terms and conditions, defined herein, designed to protect the public safety, health, and welfare of the City and its residents; and 1.7 WHEREAS, the County also desires to provide shelter in hotels and motels for essential county employees, such as health care professionals, law enforcement, first responders, and other county workers in need of isolation; and 1.8 WHEREAS, the City also desires to waive any restrictions in place which might prevent the use of hotels and motels for essential county employees under the terms and conditions defined herein; and - 2 - 1.9 WHEREAS, the County desires to utilize the City-owned outdoor parking area surrounding the Carousel Mall for the purposes of a COVID-19 testing site and the City desires to permit such use under the terms and conditions defined herein. NOW, THEREFORE, in consideration of the above recitals and the mutual covenants hereinafter contained and for good and valuable consideration, the receipt of which is hereby acknowledged, the Parties agree as follows: 2. Terms of Agreement 2.1 Incorporation of Recitals. The Parties hereby affirm the facts set forth in the Recitals above. Said Recitals are incorporated into this Agreement by this reference. 2.2 City Commitments. City hereby agrees to do the following: (a) Within one working day following the Effective Date, the City Manager, acting as the Director of Emergency Services, shall issue an executive order under which : (1) the City shall temporarily waive limitations applicable to hotel and motel operators within the City in order to permit hotel and motel operators to provide temporary emergency lodging units to homeless individuals and families under contract with the County and under the terms set forth herein; and (2) the City shall temporarily waive any limitations applicable to hotel and motel operators within the City in order to permit hotel and motel operators to provide temporary emergency lodging to essential County workers who need such rooms for self-isolation purposes during the emergency. (b) Enter into a right-of-entry agreement with the County to permit the County to use the open parking area surrounding the Carousel Mall for a term and on dates to be determined by the Parties and on terms not more favorable to the City than those contained in the City’s template Right of Entry Agreement attached hereto as Exhibit A. (c) Utilize additional Emergency Solutions Grant Program funds under the CARES Act to address homeless concerns related to the COVID-19 pandemic in consultation, as needed, with U.S. Department of Housing and Urban Development. 2.3 County’s Commitments. County hereby agrees to do the following: (a) Temporary Shelter for Homeless Individuals: For all hotels and motels to be used for the temporary emergency lodging of homeless persons and families under this Agreement, the County shall do the following: (i) Seek approval from the City Manager prior to utilizing any new hotel or motel for temporary emergency lodging. Provide the City Manager with a copy of a security plan for the new hotel or motel at the time of making a request. Provide a copy of the proposed agreement with the hotel or motel owner/operator at the time of making the request. Provide a copy of the fully executed agreement with the hotel or motel owner/operator within one business day following execution. - 3 - (ii) Cap the total number of rooms within the City for temporary emergency lodging at fifty (50) rooms. (iii) Provide temporary emergency lodging only for those homeless individuals and families transported to the hotels and motels by the County. Temporary emergency lodging shall not be permitted for walk-ins to the motels or hotels in the City. Prioritize the use of rooms within the City for homeless persons originally located within the City. Coordinate with the City’s ESG Outreach Lead and the City’s District Commanders in identifying individuals for priority lodging. (iv) Maintain a log of the first and last name of each individual checked in, the Homeless Management Information System (HMIS) number for each individual, the location where they were picked up from, the name of the County agency that placed them in the hotel or motel, the name of the hotel or motel in which they are lodged, the date lodging commenced, the check-out date, the number of adults and children in their room, the daily amount paid for their stay, and the location to which they were relocated at the end of the term. For any individuals originally located out of the City, maintain a log of any efforts made to identify hotel or motel options within the original jurisdiction. For each individual served, the County shall require a form of identification. If an individual does not have a form of identification, the County shall work with the individual to obtain one. (v) Limit occupancy to a maximum 14-day term and provide assistance to hotels and motels with relocation upon termination of the term. Provide all individuals with free transportation from the hotel or motel at the conclusion of the stay. (vi) All individuals placed by the County in motels shall be subject to an eligibility intake using, for example, the Vulnerability Index - Service Prioritization Decision Assistance Tool (VI-SPADT) and shall be entered in the HMIS before placement in lodging. All individuals shall be case managed by the County or an organization contracting with the County for such service. County shall provide wrap-around services at all hotels and motels used for temporary emergency lodging, including: (1) mental health services, including priority referrals/placement in the County’s Crisis Residential Treatment Facilities (CRT) and Crisis Stabilization Units (CSU); (2) referrals and placement in County drug and alcohol rehabilitation; (3) connection to mental health services at the County mental health clinics; (4) housing navigation services provided by the County or agencies contracting with the County for such services; and (5) priority consideration for placement if affordable housing, especially new housing developed by the County or Housing Authority of the County of San Bernardino. The County shall provide the City with a report noting all individuals that received wrap around services. (vii) Ensure the hotel and motel operators transmit the transient lodging tax based on the room rental paid on behalf of the individuals for the temporary emergency lodging. (viii) Attempt, in conjunction with the City and local nonprofits, to identify permanent supportive housing or other longer-term solutions for all individuals housed in temporary emergency lodging, ideally at locations in their home jurisdictions. Priority shall - 4 - be given to placing families and larger households into County permanent housing projects that are currently or soon-to-be built. In the event permanent supportive housing or another longer- term solution is not identified prior to the conclusion of the maximum 14-day term, County shall transport the individuals to the location where they were picked up. In instances where the individuals leave the hotel or motel site prior to the end of their term, the County shall make reasonable efforts to find the individuals and relocate the individuals to the location where they were picked up and return them. If the County is unable to locate the individuals, the County shall notify the City. (b) Temporary Shelter for Essential Workers: For all hotels and motels to be used for the temporary emergency lodging of essential County workers under this Agreement, the County shall do the following: (i) Provide the City Manager with a list of hotel or motel used for such temporary emergency lodging. Provide a copy of the fully executed agreement with the hotel or motel owner/operator within one business day following execution. (ii) Ensure the hotel and motel operators transmit the transient lodging tax based on the room rental paid on behalf of the individuals for the temporary emergency lodging. (c) Carousel Mall Testing Site: Enter into a right-of-entry agreement with the City to permit the County to use the open parking area surrounding the Carousel Mall for a term and on dates to be determined by the Parties and on terms not more favorable to the City than those contained in the City’s template Right of Entry Agreement attached hereto as Exhibit A. 2.4 Financial Participation. Neither Party shall pay the other any sums under this Agreement. 2.5 Term and Termination. This Agreement shall remain in effect until the earlier to occur of: (1) its termination by either Party; or (2) fourteen (14) days following the date on which the City Council adopts a resolution terminating the City’s state of emergency. Either Party may terminate this Agreement at any time and for any reason upon giving the other Party fourteen days’ advance written notice. 2.6 Insurance Requirements. The Parties shall each maintain adequate insurance coverage for the activities contemplated herein for the duration of this Agreement. 3. Miscellaneous Terms 3.1 Amendment. This Agreement may be amended at any time by the mutual consent of the Parties by an instrument in writing signed by both Parties. 3.2 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. The captions of the various articles and paragraphs are for convenience and ease of - 5 - reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.3 Entire Agreement. This Agreement constitutes the entire and integrated agreement with respect to the subject matter hereof and supersedes any and all prior and contemporaneous oral or written negotiations, representations or agreements. 3.4 Notices, Demands and Communications Between the Parties. (a) Formal notices, demands and communications between Parties shall be deemed sufficiently given if: (i) by commercial overnight delivery; (ii) b y messenger service for immediate personal delivery; or (iii) by electronic transmittal, including electronic mail and/or fax transmissions, subject to written verification of receipt by the receiving party. Such written notices, demands and communications may be sent in the same manner to such other addresses as either Party may from time to time designate by written notice to the other Party. All notices, demands and communications shall be sent, as follows: TO CITY: TO COUNTY: City of San Bernardino Attn: City Manager 290 North D Street San Bernardino, CA 92401 County of San Bernardino Attn: Chief Executive Officer 385 N. Arrowhead Avenue San Bernardino, CA 92415 Copy to: Copy to: City of San Bernardino Attn: City Attorney 290 North D Street San Bernardino, CA 92401 County of San Bernardino Attn: County Counsel 385 N. Arrowhead Avenue San Bernardino, CA 92415 (b) Notices shall be deemed effective upon receipt or with respect to electronic transmission, upon receipt of written verification from the receiving party. 3.5 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Laws and Regulations. Each Party shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of this Agreement, and shall give all notices required by law. Each Party shall be liable for all violations of such laws and regulations in connection with this Agreement. If either Party performs any of its obligations hereunder knowing that its actions are contrary to such laws, rules and regulations and without giving written notice to the other, the violating Party shall be solely responsible for all costs arising therefrom. - 6 - 3.7 Approvals. Approvals required by Parties, or any officers, agents or employees thereof, shall not be unreasonably withheld and approval or disapproval shall be given within a reasonable time. 3.8 Mutual Cooperation; Further Actions and Instruments. Each of the Parties shall cooperate with and provide reasonable assistance to the other to the extent contemplated hereunder in the performance of all obligations under this Agreement and the satisfaction of the conditions of this Agreement. 3.9 Third Party Beneficiaries. This Agreement and the performance of the Parties obligations hereunder are for the sole and exclusive benefit of the City and the County. No person or entity who or which is not a signatory to this Agreement shall be deemed to be benefited or intended to be benefited by any provision hereof, and no such person or entity shall acquire any rights or causes of action against either the City or the County hereunder as a result of a Party’s performance or non-performance of its obligations under this Agreement. 3.10 Relationship of Parties. The Parties agree and intend that the City and the County are independent contracting entities and do not intend by this Agreement to create any partnership, joint venture, or similar business arrangement, relationship or association between them. 3.11 Governing Law. This Agreement shall be governed by the laws of the State of California without regard to conflicts of laws principles. This Agreement shall be deemed to have been made in the County of San Bernardino, California, regardless of the order of the signatures of the Parties affixed hereto. Any litigation or other legal proceedings which arise under or in connection with this Agreement shall be conducted in a federal or state court located within or for San Bernardino County, California. The Parties consent to the personal jurisdiction and venue in federal or state court located within the County of San Bernardino, California, and hereby waive any defenses or objections thereto including defenses based on the doctrine of forum non conveniens. 3.12 Waiver. No delay or omission in the exercise of any right or remedy of a non- defaulting Party on any default shall impair such right or remedy or be construed as a waiver. Either Parties’ consent or approval of any act by the other Party requiring its consent or approval shall not be deemed to waive or render unnecessary its consent to or approval of any subsequent act of the other Party. Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 3.13 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party. 3.14 Legal Counsel. Each Party acknowledges that: (i) it has read this Agreement; (ii) it has had the opportunity to have this Agreement explained to it by legal counsel of its choice; (iii) it is aware of the content and legal effect of this Agreement; and (iv) it is not relying on any - 7 - representations made by the other Party or any of the employees, agents, representatives, or attorneys of the other Party, except as expressly set forth in this Agreement. 3.15 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder. 3.16 Binding Effect. The terms of this Agreement shall inure to the benefit of, and shall be binding upon, each of the Parties and their respective successors and assigns. 3.17 Authorized Representatives. The person or persons executing this Agreement on behalf the City and County warrant and represent that they have the authority to execute this Agreement on behalf of that Party and that they have the authority to bind that Party to the performance of its obligations hereunder. SIGNATURES ON FOLLOWING PAGE - 8 - SIGNATURE PAGE TO COOPERATIVE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE COUNTY OF SAN BERNARDINO REGARDING THE SHELTERING OF THE HOMELESS AND OF DISASTER WORKERS DURING THE PENDENCY OF THE EMERGENCY CAUSED BY THE COVID-19 PANDEMIC IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be entered into as of the date set forth above. CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO By: __________________________________ Teri Ledoux, City Manager Date: ___________ By: __________________________________ Gary McBride, Chief Executive Officer Date: ___________ APPROVED AS TO LEGAL FORM: APPROVED AS TO LEGAL FORM: By:______________________________________ City Attorney By: __________________________________ Michelle Blakemore, County Counsel ATTEST: ATTEST: By:______________________________________ Genoveva Rocha, Acting City Clerk By:______________________________________ Lynna Monell, Clerk of the Board - 9 - EXHIBIT A TEMPLATE RIGHT OF ENTRY AGREEMENT San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 1 of 9 Last Review Date: 4/7/2020 1. Purpose And Scope The purpose of this document is to describe the Unsheltered Homeless Emergency Response Plan by the County of San Bernardino in response to the coronavirus (COVID- 19) statewide epidemic and to define the interactions, roles, and responsibilities for the coordination of services between county departments, hotel/motel operators, and homeless service providers. In response to Executive Order (E.O.) N-32-20, the State of California has authorized new funding and has identified current funding to respond to the threat of COVID-19 among our homeless population. The E.O. identifies the Homeless Emergency Aid Program (HEAP) funding and the Homeless Housing, Assistance, and Prevention (HHAP) program funding as resources intended to provide programs and facilities to combat homelessness. As part of the order, emergency legislation created additional funding and resources to protect the safety of homeless populations, reduce the spread of COVID-19 among the homeless populations and provide safe beds as the virus continues to spread. The E.O. provides suspension to Health and Safety Code section 50214, to allow local jurisdictions to expend HEAP and HHAP funds to prepare and address the impacts of COVID-19, which includes the expansion of shelter and housing services capacity. The order also suspends Division 13, commencing with section 21000, of the Public Resources Code and Regulations in relation to the previous directed funding. 2. References 2.1.Regulations 2.1.1. Federal Guidance  CDC – Interim Guidance for Homeless Shelters  CDC – Interim Guidance for Homeless Service Providers to Plan and Respond to Coronavirus Disease 2019  CDC – Cleaning and Disinfection Recommendations  CDC – Environmental Cleaning and Disinfection Recommendations  CDC – People Experiencing Unsheltered Homelessness  EPA – Information on Disinfectants and Water/Wastewater  HUD – Eligible ESG Program Costs for Infectious Disease Preparedness  HUD – Infectious Disease Toolkit for Continuums of Care: Preventing & Managing the Spread of Infectious Disease for People Experiencing Homelessness San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 2 of 9 Last Review Date: 4/7/2020  HUD – Infectious Disease Toolkit for Continuums of Care: Preventing & Managing the Spread of Infectious Disease with Encampments  HUD – Specific Considerations for Public Health Authorities to Limit Infection Risk Among People Experiencing Homelessness  NIDA – COVID-19 Advice for Social Anxiety Disorders 2.1.2. State Guidance  State of California Executive Order N-32-20  State of California Executive Order N-33-20  State of California Health & Safety Code Section 50214  State of California Public Resources Code and Regulations, Division 13, Section 21000  BCSA – Guidance for Homeless Assistance Providers on Novel Coronavirus (COVID-19)  CDPH – Guidance Documents: Coronavirus Disease 2019 (COVID-19)  CDPH – Use of Personal Protective Equipment during COVID-19 Outbreak 2.1.3. Local Guidance  SBCDPH – Coronavirus Disease 2019 (COVID-19)  LACDPH – Coronavirus Disease (COVID-19) Assessment Tool for Homeless Shelters  LACDPH – Guidance for Homeless Shelters  LACDPH – Infection Prevention Basics for Homeless Shelters  LACDPH – People Experiencing Homelessness FAQ 2.2.Other Emergency Operation Plans 2.2.1. 2018/2019 DEOP Essential Functions 3. Definitions  Emergency Operations Center (EOC) - Coordinates with the county’s disaster response expenses for recovery from state and federal governments.  Office of Emergency Services (OES) – Division of the San Bernardino County Fire Department responsible for countywide emergency planning, mitigation, response and recovery activities. The OES works with all county departments and 24 cities, and many non-government organizations San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 3 of 9 Last Review Date: 4/7/2020  Homeless Emergency Aid Program (HEAP) – Established by statute to provide localities with flexible block grant funds to address their immediate homelessness challenges, such as emergency housing vouchers, rapid rehousing, emergency shelter construction, and the provision of temporary shelter, among other activities  Homeless Housing, Assistance, and Prevention (HHAP) - One-time block grant that provides local jurisdictions with funds to support regional coordination and expand or develop local capacity to address their immediate homelessness challenges. 4. Concept of Operations The County of San Bernardino and the regional homeless Continuum of Care (CoC) are working together to address the needs of homeless individuals affected by the COVID-19 outbreak. COVID-19 is particularly dangerous for those experiencing homelessness. Individuals without stable housing not only face greater difficulty taking preventative actions, but they are often in poorer health than other residents. For the past several years, the County, cities and members of the CoC have been working tirelessly to reduce and prevent homelessness; however, despite targeted efforts the number of homeless persons continues to rise throughout the region. The goal of this plan is to identify at minimum 300 hotel/motel rooms throughout the region in multiple jurisdictions as quickly as possible to contain the spread of COVID-19 in the unsheltered community. The purpose of these facilities is to protect the community by limiting the community’s exposure to populations that are generally at higher risk of transmitting the virus, not to put the community at risk. One of the County’s and CoC’s top priorities since the COVID-19 outbreak has been to identify sites to house unsheltered homeless persons meeting high risk priorities and quarantine unsheltered homeless persons who are well but have been identified by medical doctors as being extremely at-risk, vulnerable to the virus or COVID-19 positive. This model aims to keep these individuals out of shelters and encampments and lower the risk of exposure to other members of the homeless population to slow the virus’ spread. Units have been prioritized for individuals/households who meet two or more of the following criteria: San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 4 of 9 Last Review Date: 4/7/2020  Unsheltered persons who are non-symptomatic and present healthy that meet the following high-risk criteria: o Persons aged 65 years and older o Persons of any age who have an underlying health condition such as:  Heart disease  Chronic lung disease or moderate to severe asthma  Immunocompromised  Underlying medical conditions that are not well controlled: diabetes, renal failure, or liver disease o Pregnant women  Unsheltered persons meeting the above criteria who are exposed, but asymptomatic requiring isolation  Unsheltered persons meeting the criteria under section 1 who are symptomatic awaiting test results requiring isolation  Unsheltered persons meeting the criteria under section 1 who are positive for COVID-19 but do not require hospitalization  Special accommodations will be made for members of unsheltered families meeting the criteria under section 1 5. Engagement of Services High-risk unsheltered persons will be identified in part through the Homeless Coordinated Entry System (CES) and through the Sheriff’s Homeless Outreach and Proactive Enforcement (HOPE) team. CES will provide referrals from community partners and the HOPE team will make contact with the unsheltered persons. In addition, the HOPE team will identify previously contacted high-risk unsheltered persons and navigate them to the appropriate location. All referrals will have completed the CES assessment forms and appropriate documentation. Each client entered into a hotel/motel room will be connected with a case manager through one of our current HEAP or Homeless Partnership homeless service providers. On site food and security will be engaged to ensure comfort during the duration of their stay. Clients will be notified to not allow access to their rooms by others during their stay. San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 5 of 9 Last Review Date: 4/7/2020 Persons meeting the requirements of the hotel/motel use, may contact CES through Inland Empire United Way at 2-1-1 or the Sheriff’s HOPE team at 1-844-811- HOPE(4673). 6. Admission Agreement Unsheltered homeless persons referred to the hotel/motel will be told to remain in their rooms during the duration of the COVID-19 stay in place order from the State. Each person will sign an admission agreement noting the following:  They will take care of their room (no damages)  Alcohol, substance use, weapons, or other illegal activity on the property is not permitted  Unregistered guests in the room are not allowed  They acknowledge that they will be a good neighbor and avoid upsetting their neighbors by engaging in loud or disruptive activities (loud TV/music, late night loud noise, etc.)  They will maintain a clean room and allow housekeeping staff access as needed  They will allow the County of San Bernardino and partnering homeless services provider staff and partners to meet them onsite or in their room  They will remove all their personal items from their room prior to check out and agree to vacate the premises voluntarily upon the ending of the stay period or upon the rescinding of the Governor’s Executive Order 7. Case Management Plan Homeless individuals in lodging may have access to or may receive assistance in the following service areas: • Checking in / out of lodging; aid in completing necessary paper work • Resource packets that may contain the following information: o Centers for Disease Control and Prevention Instructions on preventing the spread of coronavirus (COVID-19), o Contact information for a case manager, and others, e.g., security o Instructions on how to access medical services from their managed care plan o How to access mental health services o A crisis and support line • When appropriate, linkages to benefits as needed • Daily wellness telephone checks by health care or other industry professionals, San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 6 of 9 Last Review Date: 4/7/2020 • Regularly scheduled onsite visits by participating providers • When appropriate, assistance in storing, organizing, disposing of personal belongings • Assistance in arranging for onsite, offsite, fostering of personal pets • If not provided with lodging, assistance with procuring, ordering, or arranging for delivery of food items, meals, or other nutrition • Some managed care plans may offer/coordinate pharmacy services; assistance in procuring, ordering, or arranging for delivery of prescription medications • Homeless requiring treatment for mental health issues or substance abuse will be assessed to determine specialized offsite services and housing • Hygiene kits and/or supplies needed to maintain stability 8. Outreach Plan The Sheriff’s HOPE Team received comprehensive training on best practices to keep themselves safe and to ensure that people they encounter with flu-like symptoms get the right medical care. The County of San Bernardino Department of Behavioral Health (DBH) Homeless Outreach Support Team (HOST) has also received similar training. Outreach teams that are currently working with the HOPE and HOST teams will continue to support those teams. In addition, they will pass along information regarding COVID- 19 and how to reduce the chances of contracting the virus to the unsheltered homeless they encounter. Other homeless service providers outside of HOPE and HOST are referring unsheltered homeless they engage through the Coordinated Entry System to ensure they receive information about COVID-19 and how to reduce their chances of catching the virus 9. Staffing Plan • Off-site homeless services providers and DBH staff will call each person placed in the hotel/motel rooms for daily wellness checks • Rotating staff will be on site 1-2 times per week to follow-up on client needs, such as access to mainstream services • The Sheriff HOPE team will screen and transport homeless individual to lodging location • DBH staff will assist in the transport of homeless individuals requiring medical isolation or quarantine services San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 7 of 9 Last Review Date: 4/7/2020 • Homeless services providers and/or DBH staff will meet individuals and assist them in checking in, completing paperwork and settling in their rooms • Staff will follow CDC safety guidelines 10. Food Plan Meal services are being organized through County of San Bernardino Human Services in conjunction with Inland Empire Health Plan (IEHP) and Molina Healthcare. IEHP and Molina Healthcare will provide meals for persons identified as members and the County of San Bernardino will cover the cost for non-members. Provision of Food Services:  Up to a 14 day food package can be sent out in two separate deliveries (7 days of food in each delivery)  Food order for each client may be able to be extended past 14 days or cancelled upon request as needed  Food packages come in two forms: o Packages needing refrigeration (if the hotel/motel has a refrigerator this option will be utilized) o Packages of non-perishables (it is anticipated that these will be utilized at a faster rate than the refrigeration packages)  Food packages may be customized if needed: o Diabetic o Low sodium o Vegetarian 11. Decommission Plan The use of this facility for the unsheltered homeless and medically stable COVID-19 patients will be secured for three (3) months and will terminate upon the rescinding of the order. Once the State order has been lifted, those homeless individuals that have not been connected to permanent housing will be diverted to the appropriate homeless services provider and returned to where they were originally staying as identified by the outreach team. Homeless Relocation Plan: • The Sheriff’s HOPE team will coordinate transportation services with the HOST team • Transportation will be provided through groups or cohorts to the appropriate destinations San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 8 of 9 Last Review Date: 4/7/2020 • It is anticipated that up to 50 persons will be transported per day with a scaling back of hotel/motel services The rooms will be professionally cleaned prior to assuming regular business use and the hotel property will be returned to its previous condition at the end of the occupancy agreement term. Tenancy rights will be waived by the client upon the admission agreement and language will be entered into the occupancy agreement noting weekly stays for tenants that will be renewable on an as needed basis. In addition, it will be expected that the hotel/motel in conjunction with County services and support will meet the following criteria which affords exception to the 30 day rule: • The hotel/motel keeps a right of access and control of the room; and • The hotel/motel has facilities to safeguard personal property; and • The hotel/motel provides central telephone service; and • The hotel/motel provides maid, mail, and room services; and • Food service is in or adjacent to the premises of the hotel/motel. 12. Security Plan Security will be provided 24/7 at the hotel/motel and on premises of the facility. Security will be designated to the lobby and will be continuously roaming the grounds of the facility. All food will be brought into the hotel/motel regularly and personnel will be isolated. The temporary residents will be encouraged to remain in their room and avoid accessing any of the residential or commercial service areas. 13. Informing Providers and Community The Department of Public Health (DPH), has notified all its employees, partners, and providers about best practices to prevent and prepare for a COVID-19 outbreak. The County of San Bernardino has worked with DPH to develop and administer training specifically for support providers providing housekeeping services at these isolation locations. DPH has launched a robust, comprehensive COVID-19 web portal (sbcovid19.com) aimed at providing key guidance for the residents of the county. It includes program guidance and tools from DPH and CDC, as well as infectious disease preparedness guidance for different communities/agencies. San Bernardino County COVID-19 Homeless Emergency Hotel/Motel Response Planning Current Version: 1 Page #: Page 9 of 9 Last Review Date: 4/7/2020 14. Roles and Responsibilities Roles and Responsibilities for the COVID-19 Homeless Emergency Response include: I. Preparing Housing Inventory – Economic Development Department primary point of contact (POC) a) Develop an inventory of motel/hotel providers i) Locations, number of rooms, cost, etc. ii) Communicate intent to cities iii) Engage the motel/hotel providers for potential leasing/contract development iv) Develop motel/hotel provider messaging II. COVID-19 Education – HS and OHS a) Prepare educational materials for motel/hotel providers i) Information and precautionary measures needed for employees in engaging the homeless ii) Appropriate sanitation iii) Development of materials and printing III. Communication with Local Jurisdictions – DEO and Government and Legislative Affairs a) Develop messaging plan b) Determine main POC c) Provide CEO and AEO with details of city/town concerns IV. Public Health Response a) Actions needed to secure the health and safety of the homeless population and/or priority populations b) Personal Protective Equipment V. Provider Care Coordination – KEYS, DBH, and OHS a) Develop strategy for public health response with homeless services VI. Engaging in an Immediate Response a) Engage a motel/hotel provider to acquire at minimum 50 rooms to start moving unsheltered individuals or families into rooms to shelter in place b) Engage a homeless service provider to provide case management for each client and provide access to mainstream resources, if available, food, hygiene products, etc.