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HomeMy WebLinkAbout25-161 Resolution No. 25-161 RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH ONE COLLECTIVE, NFP AND THE BUSINESS NONPROFIT DEVELOPMENT CENTER AT FIRST, D/B/A FIRST UNITED METHODIST CHURCH FOR TEMPORARY OVERNIGHT SHELTER SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a Purchase of Service Agreement on behalf of the City of Elgin with One Collective, NFP, and The Business Nonprofit Development Center at First, d/b/a First United Methodist Church, for temporary overnight shelter services, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: September 10, 2025 Adopted: September 10, 2025 Vote: Yeas: 8 Nays: 0 Abstain: 1 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk PURCHASE OF SERVICE AGREEMENT THIS AGREEMENT is made and entered into this IO day of September ,2025, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as the"City"), ONE COLLECTIVE,NFP,an Illinois not-for-profit corporation (hereinafter referred to as the "Service Provider"), and THE BUSINESS NONPROFIT DEVELOPMENT CENTER AT FIRST, known and doing business as the First United Methodist Church, an Illinois not-for- profit corporation (hereinafter referred to as the "Property Owner"). WHEREAS, the City has determined that it is necessary and desirable to provide for temporary overnight accommodations for people experiencing homelessness in the form of a temporary overnight shelter during the winter season as hereinafter described; and WHEREAS, the Property Owner is the owner of the First United Methodist Church of Elgin property located at 216 East Highland Avenue, Elgin, Illinois 60120 (hereinafter referred to as the"Subject Property"); and WHEREAS, the Property Owner agrees to allow a temporary overnight shelter at the Subject Property to be operated by the Service Provider pursuant to the terms and conditions set forth in this Agreement; and WHEREAS, the Service Provider has agreed to provide the services relating to the temporary overnight shelter as outlined in the Service Provider's six-page Winter Shelter Project Proposal, attached hereto and made a part hereof as Attachment A (the "Subject Services); and WHEREAS,the Service Provider represents that it has the necessary experience to furnish the Subject Services upon the terms and conditions set forth in this Agreement; and WHEREAS, the City of Elgin is a home rule unit pursuant to Article VII, Section 6 of the Illinois Constitution, and as a home rule unit may exercise any power and perform any function pertaining to its government and affairs including, but not limited to,the power to regulate for the protection of public health, safety, morals, and welfare, including; and WHEREAS, providing for temporary overnight accommodations for people experiencing homelessness in the form of a temporary overnight shelter relates to the protection of the public health and safety and pertains to the government and affairs of the city. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged,the parties hereto hereby agree as follows: 1. The Property Owner agrees to allow the structure on the Subject Property to be utilized for the temporary Overnight Shelter as hereinafter defined and described in this Agreement. The areas within said structure on the Subject Property to be utilized for the Overnight Shelter include the areas known and referred to as Rogers Hall,the DC Youth Room area, and the bathrooms on the lower level of the structure. 2. The Service Provider shall operate the temporary overnight shelter and provide temporary overnight accommodations for persons experiencing homelessness at the Subject Property as described in this Agreement (the "Overnight Shelter"). The Overnight Shelter will open and be operated at the Subject Property between the hours of 8:00 p.m. to 7:00 a.m. every day beginning at 8:00 p.m. on December 15, 2025, and continuing until 7:00 a.m. on March 15, 2026. The Overnight Shelter will also be open and operated at the Subject Property between the hours of 8:00 p.m. to 7:00 a.m. on an emergency basis from December 1 through December 15, 2025, and March 15 through March 31,2026, if temperatures reach fifteen degrees Fahrenheit(15 °F) or below, as determined by the City, at a rate of One Thousand Dollars ($1,000.00) per night unless otherwise agreed to in writing between the City, the Property Owner, and the Service Provider. On particular days during which the Overnight Shelter is permitted to be operated under this Agreement, the Overnight Shelter may open an hour earlier(at 7:00 p.m.)or an hour later(at 9:00 p.m.). The determination to open the Overnight Shelter an hour earlier or an hour later shall be made in consultation with and subject to the approval of the City. In addition, the Overnight Shelter shall be open and operated at the Subject Property between the hours of 7:00 a.m.and 8:00 p.m. on particular days in the event that City determines, in its sole discretion, that extremely cold weather warrants that the Overnight Shelter be open for additional hours. In addition, the Overnight Shelter may temporarily cease operations on particular days when the Service Provider, in consultation with and subject to the approval of the City, determines that unseasonably warm weather warrants that the Overnight Shelter temporarily cease operations. The Service Provider shall conduct the Subject Services in conformance with all applicable legal requirements, including, but not limited to, the obtaining of a temporary occupancy permit and compliance with the provisions therein issued by the City for the Subject Services at the Subject Property. The Service Provider represents and warrants that it has the skills and knowledge necessary to conduct the Subject Services. The Service Provider shall recruit, train, and manage volunteers and staff members to ensure that the Overnight Shelter is adequately staffed and supervised at all times. The Subject Services at the Subject Property and the use of the Subject Property as an overnight shelter shall be discontinued as of March 31, 2026. 3. The Property Owner and the Service Provider shall address all inquiries and requests made pursuant to this Agreement to the City Manager of the City or his designee. 4. In connection with the Subject Property and the Subject Services, the Property Owner and the Service Provider each warrant and agree to maintain all facilities and equipment used in the performing of the Subject Services in a clean, sanitary, and safe condition and free from defects of every kind whatsoever. The Property Owner and the Service Provider further each agree and warrant that they will periodically inspect all of such facilities and equipment for such purposes. The Property Owner and the Service Provider also warrant that the Subject Property and the Service Provider and the Service Provider's facilities and equipment used in the performing of the Subject Services are not now, nor shall be during the term of this Agreement in violation of any health,building,fire or zoning code or regulation or other applicable requirements of law. 5. An estimated budget setting forth the costs of the services to be provided and the expenses to be incurred by the Service Provider in providing the Subject Services is attached hereto -2- as Attachment A. In consideration of the Service Provider providing the Subject Services,the City agrees to pay Service Provider the lump sum amount of Two Hundred Eighty-Five Thousand Dollars and No Cents ($285,000.00), to be paid in two payments as set forth herein. An initial payment in the lump sum amount of One Hundred Forty-Two Thousand Five Hundred Dollars and No Cents ($142,500.00), shall be paid to the Service Provider on December 1, 2025 (the "Initial Payment"); provided, however, that prior to, and as a condition of, the payment of the Initial Payment the Service Provider shall submit a detailed budget as set forth in Section 8.a herein. The payment of the balance of the lump sum amount in the amount of One Hundred Forty- Two Thousand Five Hundred Dollars and No Cents($142,500.00),shall be paid on March I,2026 (the "Final Payment"); provided, however, that prior to, and as a condition of, the payment of the Final Payment the Service Provider shall submit a Progress Report as set forth in Section 6.b herein. No additional compensation shall be paid to Service Provider for the Subject Services unless agreed to in writing as a written amendment to this Agreement. 6. It is understood and agreed by the parties hereto that the payments by the City to Service Provider provided for in Section 5 above are the sole and only financial obligations of the City pursuant to this Agreement, it being agreed and understood that neither the Property Owner nor the Service Provider shall receive any additional compensation,reimbursement,or payment of any kind from the City regarding the use of the Subject Property and/or the performance of this Agreement. Any payments to the Property Owner for the use of the Subject Property are to be made directly by the Service Provider as part of the costs and expenses provided for in Section 5 above,and it is agreed and understood that the Property Owner shall not be entitled to nor receive any direct payments from the City for the use of the Subject Property under this Agreement. 7. The Service Provider shall apply the money to be paid by the City to the Service Provider pursuant to the preceding Section 5 hereof solely to operating expenses such as employee wages,transportation, necessary supplies, and expenses associated with the Subject Services to be provided by the Service Provider pursuant to this Agreement, and for payments to the Property Owner for the use of the Subject Property, as set forth in Attachment A. 8. The Service Provider shall complete, maintain, and submit to the City Manager of the City, or his designee, any and all records, reports and forms relating to the Subject Services in this Agreement as requested by the City. Without limiting the foregoing, the parties further agree as follows: a. The Service Provider shall provide a detailed budget to the City which shall reflect the projected distribution of funds received from the City pursuant to this Agreement during the term of this Agreement. The budget shall be submitted to the City Manager of the City for review and approval prior to any payment by the City. b. On or before March 1, 2026, the Service Provider shall provide a written performance report detailing the disbursement of monies paid by the City to the Service Provider pursuant to this Agreement ("Progress Report"). -3- c. The Service Provider shall provide a final written performance report detailing the disbursement of monies paid by the City to the Service Provider pursuant to this Agreement("Final Report"). Such Final Report shall be provided to the City by July 1, 2026. d. The City has the right to review all accounting records of the Service Provider related to the use of the monies to be paid by the City to the Service Provider pursuant to this Agreement upon 72 hours advance notice from the City to the Service Provider. e. The Service Provider shall provide a weekly report (Monday — Sunday)to the City that shall reflect the daily attendance by gender of persons utilizing the Subject Services. Such weekly report shall be provided to the City on the Monday immediately following the preceding week in a form acceptable to the City. 9. The City shall be recognized as a sponsor of the Service Provider and shall receive the benefits of sponsorship consistent with the level of support provided in this Agreement. At a minimum, the City's support shall be acknowledged on all print materials promoting the Service Provider's organization, press releases, radio advertising, web page information and event program(s) through the following mandatory funding identification statement: "Funding for the organization is provided in part through the City of Elgin." Three samples of this acknowledgement shall be provided to the City. A logo provided by the City to the Service Provider shall be used for this purpose. 10. In all printed materials in which a City seal or logo is deemed appropriate,approval by the City is required prior to printing. 11. The term of this Agreement shall commence upon the date of its execution and continue through March 31, 2026, unless otherwise terminated as provided for herein. Service Provider's reporting obligations shall survive the expiration or termination of this Agreement. 12. This Agreement shall not be construed so as to create a partnership,joint venture, employment, or other agency relationship between the parties hereto. The Property Owner and the Service Provider understand and agree that the relationship of the Property Owner and the Service Provider to the City arising out of this Agreement shall be that of independent contractors. It is expressly agreed and understood that the Property Owner and the Service Provider and their respective officers,employees and agents are not employees of the City and are not entitled to any benefits or insurance provided to employees of the City. 13. If the Property Owner or the Service Provider violate or breach any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the City shall have the right to seek administrative, contractual, legal or equitable remedies as may be suitable to the violation or breach;and, in addition, if the Property Owner or the Service Provider by reason of any default, fails to within fifteen (15) days after notice thereof by the City to comply with the conditions of the Agreement, the City may terminate this Agreement. If the City violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a -4- default,and in the event the City fails to within fifteen(15)days after notice thereof by the Property Owner or the Service Provider to comply with the conditions of this Agreement, the Service Provider as its sole and exclusive remedy may terminate this Agreement. Notwithstanding anything to the contrary in this Agreement, with the sole exception of the monies the City has agreed to pay the Service Provider pursuant to Section 5 hereof, no action shall be commenced by the Property Owner and/or Service Provider,and/or any related persons or entities, and/or any of their successors and/or assigns, against the City for monetary damages. In the event any legal action is brought by the City for the enforcement of any of the obligations of the Property Owner or the Service Provider in this Agreement and the City is the prevailing party in such action, the City shall also be entitled to recover interest at the rate of nine percent (9%) per annum and reasonable attorney's fees. Property Owner and Service Provider hereby further waive any and all claims or rights to interest which it claims it may otherwise be entitled to pursuant to law, including,but not limited to,the Local Government Prompt Payment Act(50 ILCS 501/1,et seq.), as amended, or the Illinois Interest Act(815 ILCS 205/1,et seq.), as amended. The parties hereto further agree that any action by the Property Owner and/or the Service Provider arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will be time barred. The provisions of this section shall survive any expiration,completion and/or termination of this Agreement. 14. Notwithstanding any other provision hereof,the City may terminate this Agreement at any time upon seven (7) days prior written notice to the Property Owner and the Service Provider. In the event this Agreement is so terminated, the Service Provider shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not in any event exceed the total amount set forth under Section 5 above. Additionally, in the event this Agreement is so terminated, the Service Provider shall immediately cease the expenditure of any funds paid to Service Provider by the City and shall refund to the City any unearned or unexpended funds that it has received from the City under this Agreement. 15. To the fullest extent permitted by law, Property Owner and Service Provider shall indemnify, defend and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments,costs,attorney's fees,damages or other relief, including but not limited to worker's compensation claims, in any way resulting from or arising out of negligent actions or omissions of the Property Owner or Service Provider in connection herewith,including negligence or omissions or agents of the Property Owner or Service Provider arising out of the performance of this Agreement and/or the Subject Services. In the event of any action against the City, its officers, employees, agents, boards, or commissions covered by the foregoing duty to indemnify, defend, and hold harmless, such action shall be defended by legal counsel of the City's choosing. The provisions of this section shall survive any expiration, completion and/or termination of this Agreement. 16. Property Owner and Service Provider agrees to obtain,furnish,and maintain in full force and effect during the entire term of this Agreement,at their sole cost,the insurance coverages outlined herein. -5- A. Comprehensive Liability. Property Owner and Service Provider shall each provide, pay for, and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage and shall deliver to the City a Certificate of Insurance naming the City as additional insured. The policy shall not be modified or terminated without thirty (30) days prior written notice to the City. The Certificate of Insurance shall include the contractual obligations assumed by the Property Owner and the Service Provider under section 15 herein shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the City. There shall be no endorsement or modification of this insurance to make it excess over other available insurance,alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the City. B. Comprehensive Automobile Liability. Service Provider shall carry Comprehensive Automobile Liability Insurance covering all owned, non- owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Worker's Compensation. Property Owner and Service Provider shall provide worker's compensation coverage covering all persons employed by them in accordance with the requirements of Illinois law. E. All Risk Property Insurance. The Property Owner will maintain all risk property insurance for the Subject Property covering against physical loss or damage, including, but not limited to fire and extended coverage, collapse, flood, and earth movement. Coverage shall be written on a replacement cost basis. 17. No official, director, officer, agent, or employee of the City shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval, or attempted execution of this Agreement. 18. In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex, age, race,color,creed,national origin,marital status,of the presence of any sensory,mental,or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to,but not be limited to,the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. -6- 19. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status,or the presence of any sensory,mental,or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination, or suspension, in whole or in part, or rescission of this Agreement by the City at the City's sole discretion, without liability against the City. 20. The terms of this Agreement shall be severable. In the event any of the terms or provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this Agreement shall remain in full force and effect. 21. This Agreement constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged, or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. 22. This Agreement shall be deemed to have been made in and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 23. The Property Owner and the Service Provider each certify hereby that it is not barred from bidding on a public contact as a result of a violation of 720 II,CS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 24. As a condition precedent of this contract,the Property Owner and Service Provider shall have written sexual harassment policies that include, at a minimum, the following information: a. the illegality of sexual harassment; b. the definition of sexual harassment under state law; c. a description of sexual harassment, utilizing examples; d. the vendor's internal complaint process including penalties; e. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; f. directions on how to contact the department and commission; and -7- g. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by the Service Provider to the Department of Human Rights upon request(775 ILCS 5/2-105). 25. As a condition precedent of this Agreement,the Service Provider shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the Substance Abuse Prevention Public Works Act at 820 ILCS 265/1, el seq. A copy of such policy shall be provided to the City's City Manager prior to the entry and execution of this Agreement. 26. Notwithstanding any other provision in this Agreement, it is expressly agreed and understood that in connection with the performance of this Agreement the Property Owner and Service Provider shall comply with all applicable federal, state,city and other requirements of law including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage,workplace safety and legal status of employees. Without limiting the foregoing,the Service Provider hereby certifies, represents, and warrants to the City that all of Service Provider's employees and/or agents who will be providing products, and/or services with respect to this Agreement shall be legal residents of the United States. Property Owner and Service Provider shall also, at its expense, secure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided pursuant to this Agreement. City shall have the right to audit any records in the possession or control of the Service Provider to determine the Service Provider's compliance with the provisions of this section. In the event the City proceeds with such an audit, the Service Provider shall make available to the City the City's relevant records at no cost to the City. Service Provider shall pay any and all costs associated with any such audit. The provisions of this section shall survive any expiration, completion and/or termination of this Agreement. 27. All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: As to the City: As to Service Provider: City of Elgin One Collective,NFP 150 Dexter Court Attn: Bobby Jackson Elgin, IL 60120-5555 2155 Point Boulevard, Suite 200 Attention: Richard G. Kozal Elgin, IL 60123 City Manager With a copy to: As to Property Owner: Christopher J. Beck, Corporation Counsel First United Methodist Church City of Elgin Attn: Rev. Dr. Felicia LaBoy 150 Dexter Court 216 E. Highland Avenue Elgin, IL 60120-5555 Elgin, IL 60120 -8- 28. This Agreement is and shall be deemed and construed to be a joint and collective work product of the City and the Property Owner and the Service Provider and, as such, this Agreement shall not be construed against the any party,as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency,ambiguity,vagueness or conflict, if any,of the terms and provisions contained herein. 29. This Agreement shall be binding on the parties hereto and their respective successors and permitted assigns. This Agreement and the obligations herein may not be assigned by the Property Owner or the Service Provider without the express written consent of the City which consent may be withheld at the sole discretion of the City. 30. This Agreement may be executed in counterparts,each of which shall be an original and all of which shall constitute one and the same agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine,email,or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. IN WITNESS WHEREOF,the undersigned have entered into executed this Agreement on the date and year first written above. CITY OF • ONE COLLECTIVE,NFP: By: City Manager Name/Pri4 t: Jon . Steppe Title: Executive VP&CFO Attest: THE OFI DEVELOPMENT BUSINESS CENTER ATNONPR FIRSTT, City Clerk D/B/A/ FIRST UNITED METHODIST CHURCH: By: Au., Z74. P 44-.L a-�e �ez PMee-C.-' Name/Print: Rev Dr.Felicia LaBoy for UMCE Title: lead Pastor/Life Coach Legal Dept\Agreement\One Collective FUMC PSA-2024-25-Temp Overnight Shelter-Clean-9-10-25.docx -9- ATTACHMENT A Winter Shelter Project Proposal Updated September 9, 2025 ATTACHMENT A Winter Shelter Project Proposal One Collective Elgin,as the facilitator of a partnership between First United Methodist Church(FUMC), is writing to present a collaborative initiative to address the critical issue of homelessness in the City of Elgin.Our proposal seeks to continue streamlining the management of winter shelter services by assuming responsibility for coordination, services,volunteers, staffing,and budget. This partnership aims to develop short-term and long-term solutions for people experiencing chronic homelessness in Elgin. Project Overview: Our proposal consists of the following key components: 1. Winter Shelter: To alleviate the city's burden of deciding when the shelter should operate,we propose it runs every night beginning December 15th to March 15th from 8:00 PM to 7:00 AM. The plan will be to run the shelter out of the basement of First United Methodist Church(FUMC). The shelter will be operated on an emergency basis from December 1st through December 15th and March 15th through March 31st if temperatures reach 15°F or below at a rate of$1,000 per night unless otherwise agreed upon in writing between the City of Elgin, FUMC,and One Collective. 2.Coordination of Services: One Collective will coordinate services such as case management support. Our objective is to ensure comprehensive care and support for shelter residents. 3. Volunteers and Staffing: One Collective Elgin commits to recruiting,training,and managing volunteers and staff members to operate and maintain the shelters. We will also collaborate with local organizations and agencies to ensure the shelters are adequately staffed and supervised. 4. Funding: The City of Elgin will pay$285,000 to operate the winter shelter each night from December 15th through March 15th. 5. Budget Management: One Collective Elgin will create a comprehensive budget plan outlining the financial requirements of the winter shelter program. We intend to fundraise,seek grants,and work with local businesses and donors to cover additional expenses. 6. Subcontract: One Collective Elgin will be this project's primary point of contact.The city will pay One Collective Elgin a lump sum.One Collective will subcontract and pay subcontractors as necessary. Benefits and Expected Outcomes: Our collaborative effort is expected to yield numerous benefits: 1. Increased shelter capacity and accessibility for homeless individuals during winter. 2. Enhanced coordination of services,resulting in improved outcomes for shelter residents. 3. A reduction in winter-related homelessness fatalities and illnesses. 4. Elevated community involvement and volunteer engagement in addressing homelessness. 5. A pathway towards long-term solutions to homelessness through case management and support services. Operations One Collective will facilitate and coordinate the winter shelter. The current location is planned for FUMC. However,the location may change due to a property acquisition. In either case,the proposed amount will remain the same. Current social service organizations in Elgin will work closely to provide comprehensive services and timely referrals at both locations.One Collective- Elgin will be this collaboration's initial facilitator and mediator;this setup has worked successfully for the Casework Command Center. Streamlined intake and data collection will allow more accessible assessments and faster referrals to needed services. Direct communication between organizations and access to shared casework data will reduce duplicated services or redundant processing times.This will maximize client access and awareness of human services and programs. Individuals participating in the shelters must strictly adhere to updated community and safety guidelines. Examples include having their persons and belongings searched,disposing of any alcohol or other illicit substances found,and requiring medication compliance for specific medical issues,such as seizures,to mitigate calls for paramedics. The winter shelter will be limited to individuals who can prove Elgin residency through state-issued identification and/or are listed on the Casework Command Center List. Ban notices issued by Elgin Police from last year will be reviewed to determine whether or not certain guests will be allowed back in. There will be adequate staff,adhering to the Temporary Overnight Shelters zoning code 6.67.070. Security personnel will be contracted to provide on-site security throughout the night to mitigate calls to the police. One Collective- Elgin will recruit and hire staff and volunteers. This project will rely heavily on volunteers. To ensure ample time to prepare for the necessary changes for the winter shelter,a contract must be signed and in place between One Collective and the City of Elgin within 30 days. 2 Temporary Warming Shelter Intake,Procedures,and Coordination To support a coordinated and compassionate response to homelessness,the following policies, procedures,and best practices reflect the City's commitment to aligning with federal guidelines under 24 CFR 578 and the Emergency Shelter Service Standards adopted by the Kane County Continuum of Care on May 21,2025. These practices are rooted in evidence-based approaches and are intended to guide intake,shelter operations,and service coordination during the winter shelter season: Client Intake, Data Procedures, and Care Coordination 1.The warming shelter is not intended to provide case management. Shelter staff are responsible for collecting completed intake packets from all clients.The City of Elgin will manage HMIS data entry. If One Collective is granted an HMIS license and completes training provided by the city,they may also enter data into HMIS. The service provider is responsible for ensuring all clients complete and submit intake documentation prior to admittance into the shelter areas. If a client refuses to complete all intake documentation,they will not be allowed to utilize the shelter until they do so. 2. Intake Packet: a) Client rules and expectations,consequences for infractions,and appeal procedures. b) Informed Consent to Release Information(Casework Command Center) c) Informed Consent to Release Information(Kane County Continuum of Care) d) HMIS/HUD CoC ES/SO/SH Intake 2024 e) Matching for Appropriate Placement(MAP)Coordinated Entry Assessment 3.New clients will be required to complete the intake assessment consisting of the five documents listed above. If all documents in the intake packet are not completed,admittance will be denied. This information is required once per year at program entry.Completed intakes should be submitted to the City of Elgin via the electronic form provided at least 8 weeks in advance by the city. Shelter staff are encouraged to include notations regarding client needs that could be referred to community partners and discussed during monthly case coordination meetings.These referrals will serve as a crucial care coordination component for individuals experiencing homelessness within the City of Elgin. If electronic submission is not possible,shelter staff will provide a paper copy of the intake form. 4. Shelter staff will explain the informed consent releases of information when providing the intake assessments.To support this,the City of Elgin will provide training and a script or talking points to help staff accurately communicate the purpose and content of each consent form. 5. Client intake materials, including informed consent forms and shelter rules,will be uploaded to HMIS by the City and One Collective(pending licensing). 6. All clients utilizing the temporary warming shelter,even for one night,must be entered into the Homeless Management Information System(HMIS). 7. All individuals seeking shelter must present photo identification that shows recent Elgin residency(no more than 30 days expired)or be able to present a shelter ID. Those without identification may receive shelter for one night but must provide proof of Elgin residency to return. Individuals who are known 3 Elgin residents—based on frequent interaction with emergency or social services—may be provided a shelter ID by the service provider and may continue to access shelter while working with a case manager or outreach staff to obtain identification within 30 days. Residency may also be verified using One Collective's client database from the previous year. 8. All data entry will be actively managed by the City of Elgin and its staff. 9. Nightly client check-in reports will be submitted weekly to the City of Elgin. 10. Clients that present with needs greater than shelter will be provided the most appropriate support available. Emergency or crisis response will be provided when appropriate; however, interventions will begin with the least restrictive and increase in response as needed. This includes, but is not limited to, Elgin Police Collaborative Crisis Unit, AID Mobile Crisis, Ecker Center crisis residential,and emergency hospital settings. On-site Services and Accommodations Food:Clients may eat on-site during designated mealtimes in the assigned eating area on the condition that shelter food guidelines are met.They are responsible for cleaning up after themselves. Exceptions will be made for individuals with medical or accessibility needs. Storage:Clients are allowed to keep one bag by their sleeping area. All other belongings are stored by security and will be returned to clients upon exiting the shelter. Accessibility and accommodations: Reasonable accommodations will be provided for clients with disabilities. Requests for support animals will be reviewed on a case-by-case basis in accordance with the Americans with Disabilities Act(ADA). 4 Budget Breakdown Winter Shelter FUMC Space($500/Night for 90 nights) $45,000.00 Supplies and Incidentals $32,675.00 Staffing $95,000.00 Security $70,000.00 Administrative Costs $42,825.00 TOTAL(Startup&Operations assuming In-Kind) $285,000.00 Winter Shelter FUMC Space($500/Night for 90 nights): $45,000.00 Supplies and Incidentals$32,675.00 Housekeeping and Cleaning Supplies $ 7,600.00 Maintenance Supplies $2,775.50 Office Supplies $2,200.00 First Aid $ 1,500.00 Software $2,400.00 "Kitchen Supplies" $5,000.00 Cots $8,000.00 Training Software and Supplies $ 1,700.00 Background Checks $500.00 Garbage Removal $ 1,000.00 Staffing$95,000.00 Nightly Leaders$41,000 • 3 people— 1 overlaps during the first shift Assistant $22,000 Director $32,000.00 Staff Training ($5,600)(the cost of training will be covered by One Collective) Security$70,000.00 Security $65,100 • 2 guards— 1 overlaps during first shift LVT Security Camera $4,900 • Mobile surveillance camera tower to watch outside parking lot and entrance • Total cost of$10,500.$5600 will be covered by One Collective Administrative Costs$42,825.00 5 A 15%administrative fee is applied in accordance with our organization's policy to cover essential services such as invoicing,HR,accounting,and training. In previous years,we've offset this cost locally through separate fundraising,this is not sustainable in 2025. 6