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Home My WebLink AboutPK09-346 - Original - Kent Lutheran Church - MOU for Emergency Severe Weather Shelter - 12/02/2009 KENT MEMORANDUM OF UNDERSTANDING FOR EMERGENCY SEVERE WEATHER SHELTER (between City of Kent and Kent Lutheran Church) THIS MEMORANDUM OF UNDERSTANDING FOR EMERGENCY SEVERE WEATHER SHELTER ("MOU") is made between the CITY OF KENT, a Washington municipal corporation ("City"), and KENT LUTHERAN CHURCH, a Washington non-profit corporation ("Kent Lutheran"). I. RECITALS 1.1 Through the efforts of their separate agencies,the City and Kent Lutheran reach out to the homeless and low income residents in the Kent community throughout the year. This segment of Kent's community has a substantial need for shelter when severe weather conditions strike during the winter months. 1.2 The City and Kent Lutheran have expressed their mutual desire to partner with one another to provide severe weather shelter when outside temperatures reach 32 degrees fahrenheit for 24 or more consecutive hours, when snow has or is expected to exceed three inches in depth, or when other conditions are severe enough to present a substantial threat to life or health of persons. 1. purpose f this U is to outline each art 's understanding and 3 The purp e o i s MO e ea p y g expectations regarding this collaborative effort. II. MOU NOW THEREFORE, in consideration of the terms and provisions contained in this MOU, the City and Kent Lutheran agree as follows: 2.1 Purpose. The purpose of this MOU is to establish a collaborative effort between the parties to operate a limited shelter at the Kent Lutheran Church during extreme weather conditions that may occur from approximately November 1 through March 31 of each year. 2.2 Roles and Responsibilities. The following outlines the intended responsibilities of each party to this MOU: A. The City will perform the following duties: (1) From November 1 through March 31, the City will monitor winter weather conditions and, should the City determine that it is advisable that the severe weather shelter be opened, it will use its best efforts to call Kent Lutheran at least two (2) hours before the shelter should be open to accept clients. MEMORANDUM OF UNDERSTANDING FOR EMERGENCY SEVERE WEATHER SHELTER - 1 (btwn City of Kent and Kent Lutheran) (2) The City will declare that a severe weather condition exists, and will request that Kent Lutheran open a severe weather shelter, when low outside temperatures are at or below 32 degrees fahrenheit for 24 or more consecutive hours, when snow accumulations exceed or are expected to exceed 3 inches, or when other conditions exist that are deemed by the City to be severe enough to present a substantial threat to life or health of persons. (3) The City will contract with an agency to provide trained staff to conduct safety screening of those clients seeking shelter at Kent Lutheran and to monitor and supervise shelter clients throughout their over-night stay in the shelter. B. Kent Lutheran will perform the following duties: (1) From November 1 through March 31, when the City declares that a severe weather condition exists that necessitates the opening of a severe weather shelter, the City will ask Kent Lutheran to open a shelter to house up to 50 individuals while the severe weather condition exists. Men will be housed together in one room, women will be housed together in another room, and families will be housed together in a third room. The City understands that there may be circumstances when Kent Lutheran cannot open its facilities due to loss of power, lack of volunteers, etc. (3) Kent Lutheran will operate the severe weather shelter according to the following genera/ schedule: • 8 p.m. - Prepare the shelter to accept clients • 9:30 p.m. to 6:30 a.m. - The shelter will remain open to receive clients • 6:30 a.m. - Begin shutdown procedures to close the shelter • 7:00 a.m. - Close and lock the facility The shelter may be opened earlier or remain open later if both the City and Kent Lutheran agree. During these times, staffing will be managed by Kent Lutheran volunteers. (4) Kent Lutheran will supply volunteers to prepare shelter mats for use; prepare meals for shelter residents; sanitize, clean, and store shelter mats; and clean the shelter area. Volunteers will also help to monitor over-night shelter with guidance of the paid agency staff. (5) Kent Lutheran will accept residents who are referred to Kent Lutheran by service providers, emergency services, faith groups, walk-ins, or other referrals. MEMORANDUM OF UNDERSTANDING FOR EMERGENCY SEVERE WEATHER SHELTER - 2 (btwn City of Kent and Kent Lutheran) 1 IN WITNESS, the parties have executed this Memorandum of Understanding, which shall become effective on the last date executed below. KENT LUTHERAN CHURCH CITY OF KENT: By: By: PnnVName: ✓Ax),'c e e Prin me: Suzette Cooke Title: r e .den i Titl2: Ma or Date: D APPROVED AS TO FORM: By: -.,rm &q L- - Cliy of Kent Law Department b P\Civil\Files\OpenFdes\0733-2009\MOU-EmergencySevereWeatherShelter doc a MEMORANDUM OF UNDERSTANDING FOR EMERGENCY SEVERE WEATHER SHELTER - 3 (btwn City of Kent and Kent Lutheran) REQUEST FOR MAYOR'S SIGNATURE 00000,�• Please Fill in All Applicable Boxes K E N T Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW D774 �l Originator: Jason Johnson Phone (Originator): 5061 Date Sent: _'_ ,` y it 'tl �� Date Required. i ( ZQi cq Return Signed Document to: J. Johnson CONTRACT TERMINATION DATE: n/a VENDOR NAME: Kent Lutheran Church DATE OF COUNCIL APPROVAL: n/a Brief Explanation of Document: Kent Lutheran Church Severe Weather Shelter The attached MOU outlines the roles and responsibilities of Kent Lutheran Church and the City of Kent as they relate to sheltering during severe weather between the months of November and March. Kent Lutheran Church made available its facility and volunteers to provide over- night sheltering and food if/when outside temperatures fall below 32 degrees for more than 24 hours and/or snow accumulations exceed 3 inches or any other extreme weather conditions where shelter would prevent loss of health or life to those living outdoors. A separate contract has been issued for Catholic Community Services to for over-night staffing if/when the shelter is called into operation. This staffing contract will be paid (max of $10,000) from the emergency human services funds Kent City Council set aside for this very purpose after the last series of storms in December 2007. All Contracts Must Be Routed Through The Law Department (This area to be toleted by the Law Department) Received: RE 14 Approval of Law Dept.: NOV t 9 � t ; i Law Dept. Comments: EN 4 tr'� r` EP Date Forwarded to Mayor: /Z-/, /0-t7 Shaded Areas To Be Completed By Administration Staff i ' -- Received ' _ Lf '' Recommendations and Comments: ` `- ll` CITY OF hENT Disposition: / UO ( � ,,,! C1 YCLERK Date Returned: 7