SPA 5 Westwood HC 2020 General Opt-In Agreement

GREATER LOS ANGELES

HOMELESS STREET COUNT

OPT-IN PROGRAM AGREEMENT

This Opt-In Program Agreement for Partners (Agreement) sets forth roles and responsibilities between The Los Angeles Homeless Services Authority (LAHSA) and the Opt-In Partner during the annual Greater Los Angeles Homeless Count.

BACKGROUND

LAHSA is a joint powers authority, formed by the City and County of Los Angeles in 1993, to address the problems of homelessness in Los Angeles. LAHSA is the lead agency of the Los Angeles Continuum of Care (LA CoC). The LA CoC includes 85 cities and the unincorporated areas of Los Angeles County, excluding only the cities of Glendale, Long Beach and Pasadena, as each of those three cities operate their own independent Continuums.

The Homeless Count occurs on a yearly basis and consists of four components: 1) the street count; 2) the demographic survey; 3) the shelter count and Housing Inventory Count (HIC); and 4) the youth count. The street count refers to a visual count of homeless persons living on the street, in parks, cars or other places not meant for human habitation. The shelter count and HIC, include a count of everyone experiencing homelessness found in shelters, transitional housing (shelter count), and permanent housing, including rapid rehousing, permanent supportive housing, and other permanent housing (housing inventory). During the collection of demographic survey data people experiencing homelessness are interviewed to collect detailed information regarding their experience. The youth count is a survey-based count of unaccompanied and unsheltered youth and young families under the age of twenty-four (24).

The 2019 Homeless Count was the largest in the country, benefitting from the support of more than 8,000 volunteers. In 2019 the Homeless Count discovered that at any given point-in-time approximately 58,936 individuals experience homelessness in Los Angeles County. The data gathered from the 20192019 Homeless Count is extremely valuable. It supplies government agencies, service providers and housing providers with a reliable estimate of the homeless population in the City and County of Los Angeles, including sub-regions such as Service Planning Areas (SPAs), Supervisorial Districts (SDs), and Council Districts (CDs). It also provides an array of demographic information.

The Opt-In Program gives cities, communities and other jurisdictions the opportunity to help collect local data at a high confidence level. Full enumeration of every agreed-upon census tract within each city/community area provides more granular data and can substantially aid efforts to evaluate existing homeless services and plan for future measures to address local homelessness in your community.

Ongoing Improvements

To enhance the Opt-In process for Homeless Count partners, we have made the following improvements:
- Multi-year Opt-In option (1 or 3 years) dates have been updated
- A digital Opt-In Agreement Form option
A. OPT-IN PARTNER RESPONSIBILITIES

An Opt-In Partner is a city incorporated under the laws of the State of California; another form of local jurisdiction authorized by State law, city or county ordinance; or a faith-based or community organization that has committed to participate in the Opt-In Program. Opt-In Partners are responsible for completing or participating in activities that contribute to the full enumeration (a complete count) of all unsheltered homeless persons in the agreed-upon census tracts in their city/community area. (EXHIBIT A)

To achieve continuous, reliable counts of unsheltered homeless persons, it is strongly encouraged that at least 30 days prior to the Homeless Count, your city/community area does not target homeless persons by conducting clean-ups, as doing so would move homeless persons outside of the boundaries of your area and impact the accuracy of the Homeless Count.

The Opt-In Partner will choose the level of participation and responsibility in the Opt-In Program for the city/community area description indicated in EXHIBIT A, by checking the box(es) below:

DEPLOYMENT SITE

OPT-IN
1. Deployment Site - Opt-In Partner agrees to complete the Deployment Site Worksheet - EXHIBIT B, to provide the name, address, telephone number, and capacity of each Deployment Site; provide the name, office number, cellular number and email address of the Deployment Site Access Provider. To assist with directing volunteers with disabilities on the days of the homeless account, opt-in partner further agrees to complete the Americans with Disabilities Act (ADA) Facilities Checklist provided in EXHIBIT G.

A Deployment Site is a location within your area, on the day of the street count, from which volunteers will be deployed to perform the Homeless Count, which meets the following requirements:
1. Is NOT currently a site where services are provided to homeless people at night;
2. Has the capacity and sufficient space, tables, and chairs for the specified number of volunteers for your area;
3. Can maintain sufficient cellular phone service coverage and/or has Wi-Fi access points, landline telephone lines, or another comparable means of communication in the absence of a sufficient mobile service signal;
4. Has ample audio and video capacity to show all Homeless Count volunteer training videos;
5. Is located within the Opt-In boundaries approved by LAHSA and includes, or is adjacent to, ample free parking;
6. Has a confirmed Deployment Site Access Provider to assist with logistics and coordinating access during the Homeless Count, either by providing all necessary keys or being present to grant access during the Homeless Count. A Deployment Site Access Provider is the contact person or persons who will be responsible for providing access to each of the designated Deployment Sites in your area on the day of the training and on the day of the Homeless Count.
DEPLOYMENT SITE COORDINATOR

OPT-IN
2. Deployment Site Coordinator - Opt-In Partner agrees to complete the Deployment Site Coordinator worksheet - EXHIBIT C, to designate and provide the name, office number, cellular number and email address of the Deployment Site Coordinator, who has the following responsibilities/duties:
1. Directing the operations at a volunteer Deployment Site for the day of the Homeless Count including but not limited to the set-up of the site;
2. Ensuring that volunteers are deployed in teams to the proper locations;
3. Recruiting one Deployment Site Coordinator Assistant to assist with Deployment Site Coordinator tasks and responsibilities;
4. Tracking all volunteer teams to ensure that they return in a timely manner;
5. Assisting with volunteer questions;
6. Reviewing all incoming tally sheets for accuracy;
7. Ensuring all tally sheets, signed waiver forms, and completed team forms are filed correctly and returned to LAHSA on the same day as the Homeless Count;
8. Coordinating the pick-up and drop-off of all Homeless Count materials with LAHSA;
9. Communicating and coordinating with the LAHSA Community Engagement Coordinator;
10. Participating in training and ensuring other appropriate volunteer-staff attend trainings to support the successful implementation of the Homeless Count;
11. Ensuring that each adult volunteer signs a release and waiver (EXHIBIT D), and a parent or legal guardian of each minor volunteer (under 18 years of age) completes and signs a release and waiver (EXHIBIT E), indemnifying LAHSA and your city/community area from any liability during their participation on the day of the Homeless Count. Minors must be as least 14 years of age;
12. Supervising Deployment Site Volunteers ages 14 and older;
13. Coordinating with the LAHSA Community Engagement Coordinator and providing regular communication regarding progress and issues;
14. Coordinating with LAHSA Community Engagement Coordinators regarding ADA requests from volunteers;
15. Due to the responsibilities of this role, Deployment Site Coordinators will be given access to volunteer personal contact information and agrees to not use this information for anything other than homeless count planning purposes;
VOLUNTEER RECRUITMENT

OPT-IN
3. Volunteer Recruitment - Opt-In Partner agrees to complete the Volunteer Recruitment Contact portion of- EXHIBIT D. Responsibilities for this position include:
1. Recruiting for the city/community area listed in EXHIBIT A;
2. Communicating that, depending upon deployment needs on the day of the Homeless Count, volunteers may be asked to be deployed to conduct Homeless Count activities outside of or adjacent to the city/community Area.
FOOD

OPT-IN
4. Food - Opt-In Partner agrees to complete the Food Contact portion of- EXHIBIT D. Responsibilities include:
1. Providing refreshments and/or a light snack to volunteers on the day of the Homeless Count.

B. LAHSA RESPONSIBILITIES

To ensure a successful enumeration of homeless persons across the LA CoC, LAHSA will be responsible for providing the following:
1. A Community Engagement Manager, who shall be responsible for managing the LAHSA Community Engagement Coordinators and overseeing their execution of Homeless Count activities within each Service Planning Area (SPA);
2. A LAHSA Community Engagement Coordinator, who will be the designated lead within the SPA and is responsible for managing, directing and overseeing the planning, logistics, coordination and execution of Homeless Count activities;
3. A consultant, who will analyze the data and provide the point-in-time Count results for the LA CoC, including homeless subpopulations and totals by geography, as well as a Homeless Count report;
4. Training the Deployment Site Coordinators and Homeless Count volunteers. Deployment Site Coordinators will receive training on Homeless Count preparation, data collection, safety procedures and other relevant training, as needed. Volunteers will receive training on standard enumeration and safety procedures;
5. Materials and supplies;
6. An estimate of the minimum number of volunteers needed to successfully complete the Homeless Count based upon the number of census tracts to be enumerated in each specified Opt-In area (EXHIBIT A);
7. A determination of the specific number of Deployment Sites that will be needed for a successful Homeless Count based upon the number of census tracts to be counted and the geographic characteristics of each specified Opt-In area (EXHIBIT A);
8. Coordinating the requests for ADA accommodations and associated expenses.
C. COMMUNITY ENGAGEMENT COORDINATOR RESPONSIBILITIES

In order to ensure a successful enumeration of homeless persons within each participating city/community Area, a designated Community Engagement Coordinator is responsible for assisting with the following:
1. Maintaining general oversight and management support in conducting the street count, youth count, shelter count and demographic survey;
2. Outreach and recruitment of Opt-In Partners;
3. Collaborating with SPA stakeholders to leverage resources and coordinate logistical support prior to and during the Homeless Count, including, but not limited to, identifying potential Deployment Sites, obtaining security personnel and other relevant Homeless Count duties;
4. Providing support with volunteer outreach, recruitment and tracking;
5. Providing support by obtaining SPA-level sponsorships;
6. Supplying materials necessary for a successful Homeless Count;
7. Providing ongoing guidance, tools, and assistance to Deployment Site Coordinators and other relevant volunteers.
D. RELEASE, INDEMNITY, AND WAIVER OF LIABILITY

Each of the parties to this Agreement is a public entity. In contemplation of the provisions of Section 895.2 of the Government Code of the State of California imposing certain tort liability jointly upon public entities solely by reason that such entities are parties to an Agreement as defined by Section 895 of said Code, the parties hereto, as between themselves, pursuant to the authorization contained in Sections 895.4 and 895.6 of said Code, will each assume the full liability imposed upon it, or any of its officers, agents or employees, by law, for injury caused by any negligent or wrongful act or omission occurring in the performance of this Agreement to the same extent that such liability would be imposed in the absence of Section 895.2 of said Code. To achieve the above-stated purpose, each party indemnifies and holds harmless the other party for any loss, costs, or expenses that may be imposed upon such other party by virtue of said Section 895.2. In the event of third-party loss caused by negligence, wrongful act or omission of either party, each party shall bear financial responsibility in proportion to its percentage of fault, as may be mutually agreed or judicially determined. The provisions of Section 2778 of the California Civil Code regarding interpretation of indemnity agreements are hereby incorporated. The provisions of this paragraph survive expiration or termination of this Agreement.

E. OPT-IN COMMITMENT

The Greater Los Angeles Homeless Count is conducted within the last 10 days of January each year. The execution of this agreement by an authorized official of your city or community organization signifies a commitment to participate in the Opt-In Program and to fulfill all of the responsibilities expected of Opt-In Partners as specified in this agreement.
SINGLE & MULTI-YEAR OPT-IN OPTIONS:

Single-year Opt-In OptionThree-year Opt-In Option
- Partners may opt in as a Homeless Count Partner for a single year.
- Partners may opt-in as a Homeless Count Partner for three years.
  - This will allow Opt-In Partners to sign one agreement to become an Opt-In Partner for Homeless Counts 2020 through 2022. If any Opt-In responsibilities change after the date an agreement is finalized, LAHSA will send an addendum to the Opt-In Partner to review and sign.
Homeless Count Dates:

2020: January 21,22,23
2021 (tentative): January 19,20,21
2022 (tentative): January 25,26,27

Termination of Opt-In Agreement Forms:

Should either LAHSA or the Opt-In Partner choose to opt-out for any reason, the party opting out agrees to submit a written notice. For Opt-In Partners, the written notice to opt-out must be sent to the LAHSA Associate Director of Community Engagement six months prior to the date of the Homeless Count that the Partner wishes to opt out of.
F. DATA

RELEASE OF DATA:

Homeless Count data gathered on the day of the Count shall not be duplicated (including but not limited to copies, pictures, or transcribing data from tally sheets, supporting materials, emails, texts, and any other documentation) by any party other than LAHSA. The data collected on the night of the Count is only one part of the final number and therefore should not be shared to avoid misinformation.

LAHSA will submit its analysis to the U.S. Department of Housing and Urban Development and will publicly release the results in the summer. Data related to the Homeless Count results may be released by Opt-In Partners, however, data released by Opt-In Partners must be taken from the final results published by LAHSA. Only these finalized results give the accurate picture of people experiencing homelessness in the region.

Any and all data releases MUST give recognition to LAHSA.

IN WITNESS WHEREOF, the Opt-In Partner and the Los Angeles Homeless Services Authority have caused this Agreement to be executed by their duly authorized representatives.

Type a question

	Name of Opt-In Partner	Name & Title of Authorized Official	Signature	Date	Opt-In for 2020	Opt-In for 3 years (2020-2022)
Opt-In for all four responsibilities
Deployment Site
Deployment Site Coordinator
Volunteer Recruitment
Food

OPT-IN PARTNER SIGNATURE

Clear
Date of Signature

MonthDayYear
Date
LOS ANGELES HOMELESS SERVICES AUTHORITY (LAHSA)

Clear
Peter Lynn, Executive Director, LAHSA
Date of Signature

MonthDayYear
Date

LIST OF EXHIBITS

EXHIBIT A      Approved Census Tracts and Maps of City/Community Area

EXHIBIT B      Deployment Site Worksheet

EXHIBIT C      Deployment Site Coordinator Contact Sheet

EXHIBIT D     Volunteer Recruitment and Food Contact Sheet

EXHIBIT E      Release, Indemnity and Waiver of Liability Agreement for Adult Volunteers

EXHIBIT F       Release, Indemnity and Waiver of Liability Agreement for Youth Volunteers

EXHIBIT G      ADA Facilities checklist

EXHIBIT A

APPROVED CENSUS TRACTS
&
MINIMUM REQUIREMENTS

Please see the attached table lists the census tracts that have been approved for enumeration as part of the Opt-In Program.

The Community Engagement Coordinator for your area will include a document with a map and list of census tracts.
All specific City/Area Census tract information can be obtained

from your Community Engagement Coordinator at Opt-in@lahsa.org

EXHIBIT B
DEPLOYMENT SITE WORKSHEET

Please complete this worksheet for each Homeless Count Deployment Site.
City/Community Area
Date of Count
LOCATION
Site/Location Name
Address
Service Planning Area (SPA)
CAPACITIES
Volunteer Capacity
Parking Address (If different from Location address)
Special Parking Instructions
Number of Tables
Number of Chairs
Number of Census Tracts
Internet or Wi-Fi Available?

YesNo
Is Security Needed?

YesNo

EXHIBIT C

DEPLOYMENT SITE COORDINATOR CONTACT SHEET
DEPLOYMENT SITE COORDINATOR
Name
Email Address
Work Phone Number
Cell Phone Number
ASSISTANT DEPLOYMENT SITE COORDINATOR
Name
Email
Work Phone Number
Cell Phone Number
OTHER DEPLOYMENT SITE VOLUNTEER STAFF
Name
Email Address
Work Phone Number
Cell Phone Number

EXHIBIT D

VOLUNTEER RECRUITMENT AND FOOD CONTACT SHEET
VOLUNTEER RECRUITMENT
Name
Email Address
Work Phone Number
Cell Phone Number
FOOD PROVIDER
Name
Email Address
Work Phone Number
Cell Phone Number

EXHIBIT E

RELEASE, INDEMNITY AND WAIVER OF LIABILITY AGREEMENT
FOR
ADULT VOLUNTEERS
I.    Terms of Participation In 2020 Greater Los Angeles Homeless Count

              I.        I understand and agree that the Los Angeles Homeless Services Authority (LAHSA) will be conducting the 2020 Greater Los Angeles Homeless Count (2020 Homeless Count), and that I may volunteer to assist in this important community effort as set forth in this Agreement. As a 2020Homeless Count volunteer, I also understand that my behavior and actions will be expected to be morally responsible and ethical.

            II.        I understand and agree that my services are temporary, and therefore I will only be participating on the day(s) of January 21, 22, and/or 23, from 8:00 p.m., (unless another time has been specified) until my Street Count shift is finished (approximately between 12:00 a.m. and 2:00 a.m., unless another time is specified). I further understand that I am eligible to participate on all three consecutive days.

           III.        I understand that my involvement in the 2020 Homeless Count may be terminated at any time due to inappropriate behavior, reckless endangerment, or lack of sufficient work productivity, and that I may withdraw from the 2020 Homeless Count at any time without any cause or justification.

          IV.        I understand and agree that I must complete a 30-minute training session either prior to or on the day of the Street Count as a requirement to participate in the 2020 Homeless Count.

            V.        I understand and agree that I will not receive any monetary compensation for attending the 30-minute training session, nor will I receive monetary compensation for any day that I volunteer for the 2020 Homeless Count.

          VI.        I understand and agree that I am responsible for transportation to and from the training session and deployment sites on the specified days and times of such events.

DIAGRAMS
Links to detailed checklists are provided in the resource section

U.S. Department of Justice Civil Rights Division Disability Rights Section

Evaluating the Accessibility of a Meeting Site

http://www.ada.gov/business/accessiblemtg.htm#evalaccess

City of Los Angeles Department on Disability

Guide to Accessible Event Planning

http://ens.lacity.org/dod/indexpage/dodindexpage169433612_11152005.pdf

Planning Accessible Meetings

AXIS Center for Public Awareness of People with Disabilities

http://www.merrillassociates.com/topic/2000/11/planning-accessible-meetings/

Checklist for Planning Accessible Meetings and Events

U.S. Department of Transportation, Disability Resource Center

http://www.connectoncampus.ca/resources/access.pdf

A Guide to Making Documents Accessible to People Who Are Blind or Visually Impaired

by Jennifer Sutton

http://www.acb.org/accessible-formats.html#ag14

Section 504 Programs and Activities Accessibility Handbook

Federal Communications Commission (FCC)

http://www.fcc.gov/cgb/dro/504/504_handbook.pdf

CA Building Code – 2013, Chapter 11B

Accessibility to Public Buildings, Public Accommodations, Commercial Buildings and Public Housing

Link to Additional Information
Should be Empty:

	Yes	No	Not Applicable
1. Is the minimum number of accessible parking spaces provided, based on the total number of available parking spaces? (See Diagram A)
2. Is each accessible parking space clearly marked with the symbol of accessibility? (See Diagram B)
3. Does each accessible parking space have an adjacent access aisle (blue striping)? (Diagram G)
4. Are the accessible parking spaces along the shortest accessible route to the accessible entrance?
5. Does each access aisle connect (i.e., no curb or other obstacle) to an accessible route from the parking area to the accessible entrance?
6. Is there at least one van-accessible space provided? (Diagram C)
7. Is there a sign indicating the vertical clearance dimensions for van access in garage or parking structure? (Diagram H)

	Yes	No	Not Applicable
1. Is there a sidewalk connecting the parking area and any drop off/public transportation area to the walkway leading to the building?
2. Is an accessible route provided from public sidewalks to the accessible entrance?
3. Where an accessible route crosses a curb, is a curb ramp provided?
4. Are all sidewalks and walkways to the entrance free of any objects or obstructions, not interrupted by steps or by abrupt changes in level exceeding 1⁄2”? (i.e. damaged sidewalk, debris, etc.)
5. Are the undersides of exterior stairs enclosed or protected with a cane- detectable barrier so that people who are blind or have low vision will not hit their heads on the underside? (See Diagram D)
6. Are there any protruding objects that hang over the pedestrian routes low enough for a person to run into? (i.e. low hanging tree branch, 80” minimum height)
7. Are handrails provided on both sides of the ramp that are mounted between 34 and 38 inches above the ramp surface, if it is longer than 6 feet? (Diagram I)

	Yes	No	Not Applicable
1. Can the door to the entrance be opened with one hand without tight grasping, pinching, or twisting of the wrist? (See Diagram E)
2. If the door is not automatic or power-operated, is there clearance provided on the latch, pull side of the door, so that a person using a wheelchair could maneuver?
3. If a main entrance is not accessible, is there directional signage indicating the location of the accessible entrance? (Diagram L)
4. Is space available for a wheelchair user to approach, maneuver, and open the door? (Diagram J)

	Yes	No	Not Applicable
1. Is there a route without steps from the accessible entrance to the following locations?
a. Meeting Area
b. Eating Area (i.e, outdoor events or banquets)
c. Accessible Restrooms
2. Is there an accessible route that connects the entrance to all programs, services or activities areas?
3. If an elevator or lift provides the only accessible route, is there a source of backup power to operate the device for an extended period of time?
3b. Are the hall call buttons for the elevator no higher than 48 inches from the floor? (Diagram K)
4. Is the accessible route free of steps and abrupt level changes?
4b. If the accessible route changes levels, does it do so using a ramp, lift or elevator?
5. Is an elevator provided to each of the levels on which each program, service or activity is located?
5b. Does the floor area of the elevator car have enough space to enter and reach the controls for a person using a wheelchair?
5c. Are raised letters and Braille characters used to identify each control?
5d. Can the elevator or wheelchair lift be called and operated automatically without using a special key or having to turn on the elevator from a remote location?
5e. Is the elevator equipped with audible tones, bells or verbal annunciators to announce each floor?
6. If the accessible route requires passing through a doorway, is it at least 36” wide, opened easily, and equipped with a lever handle)?
6a. If not easy to open, can it be propped open?

	Yes	No	Not Applicable
1. Does the restroom entrance sign have a universal access symbol on the door?
1b. Is there a raised and brailed sign located on latch side of the door?
2. Is the door 36” minimum width when door is at 90 degrees?
3. If there is a raised threshold, is it no higher than ¾ inch at the door and beveled on both sides?
4. Can the sinks and toilet flushing mechanisms, and other hardware be used with one hand without tight grasping, pinching, or twisting of the wrist?
4b. Is there enough space (19”) under at least one of the bathroom sinks so that a person using a wheelchair can fit close enough to use it?
4c. Are all built-in dispensers, receptacles, or equipment mounted so the front does not extend more than 4 inches from the wall or below 27 inches above the floor?
4d. Is the toilet paper dispenser mounted below the side grab bar with the centerline of the toilet paper dispenser between 7 inches and 9 inches’ in front of the toilet, and at least 15 inches high?
5. Are the drain and hot water pipes for the sinks insulated or configured to protect against contact? (Diagram M)
6. If mirrors are provided, are the bottom edges of the mirror no higher than 40”?
7. Is at least one restroom stall designated with appropriate signage as wheelchair accessible?
7b. Are there at least 42” long horizontal grab bars mounted on the side wall, 33-36” above and parallel to floor?
7c. Is a second horizontal grab bar mounted on the back wall above the floor?
7d. Is the accessible stall located at the end of the row of toilet stalls? If not, does the door open out?
8. If a coat hook is provided, is it mounted at a 48” maximum height?

	Yes	No	Not Applicable
1. If the drinking fountain is a wall-mounted unit, is there clear floor space in front and under the fountain so that a person using a wheelchair can get close to the spout and controls?
2. If the drinking fountain is a floor-mounted unit, is there clear floor space for a side approach so that a person using a wheelchair can get close to the spout and controls even though the fountain has no space under it?
3. Is the top of the spout no higher than 36 inches above the floor and at the front of the fountain?
4. Does the water rise at least 4 inches high when force is applied to the controls of the fountain?
5. Are the controls on or near the front of the unit and do they operate with one hand without tight grasping, pinching, or twisting of the wrist?
6. Is the bottom of the apron of the fountain above the floor so that it provides the space needed for a wheelchair to pull up under it, but does not protrude more than 4” from the wall, so it is not a hazard to people who are blind or have low vision and use a cane to detect hazards?