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HomeMy WebLinkAboutCS 27-23 Report to Council Report Number: CS 27-23 Date: October 23, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Chestnut Hill Developments Recreation Complex Arena Dressing Rooms – Outreach Shower Facilities -DARS Inc. Agreement Renewal -File: A-1440-001 Recommendation: 1. That Report CS 27-23 regarding Chestnut Hill Developments Recreation Complex Arena Dressing Rooms – Outreach Shower Facilities be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hills Development Recreation Complex Arena Dressing Rooms, for outreach shower facilities, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: Consistent with the principles of the Durham Region Community Safety and Well-Being Plan and the City’s efforts to support those objectives locally, City staff are seeking Council’s approval to extend the agreement with DARS Inc. for another one year term to continue the delivery of shower and hygiene services to support the basic needs of the most vulnerable in our community. City staff have identified that shower facilities are available at Chestnut Hills Development Recreation Complex (CHDRC) in the Arena Dressing Rooms of the O’Brien Rink on Wednesday afternoons between 1:00 pm – 3:00 pm. DARS Inc. will provide onsite supervision, towel and hygiene packages and will oversee the use of the facilities. The purpose of this report is to seek Council’s approval to execute a Memorandum of Understanding with DARS Inc. to operate the shower program at the CHDRC Arena Dressing Rooms for the period of November 1, 2023, to December 31, 2024. Financial Implications: The use of CHDRC Arena dressing rooms for this program will be during weekday hours when the facility is not being utilized for rentals or programs. DARS Inc. will supply all staff and supplies required for the administration of the shower program. There is no financial impact resulting from the adoption of the recommendations in this report. CS 27-23 October 23, 2023 Subject: Chestnut Hill Developments Recreation Complex Arena Dressing Rooms – Page 2 Outreach Shower Facilities Discussion: On December 5, 2022, Council endorsed the execution of a Memorandum of Understanding with Christian Faith Outreach Centre (CFOC) for use of the CHDRC Arena Dressing Room shower facilities to support basic needs of residents as per Resolution #22/22. From December 2022 to February 2023, uptake of the shower program was limited and CFOC was not able to support the continuation of the program. On February 27, 2023, Council endorsed an updated agreement with DARS Inc. to operate the shower program at the same level of service as per Resolution #84/23. From March 2023 to September 2023 DARS has facilitated the shower program providing basic needs of hygiene and shower access to a total of 49 visits. DARS Inc. is a local organization that specializes in support services and providing basic needs for unsheltered individuals. DARS Inc. has indicated the desire to continue providing the shower program for Pickering’s vulnerable population. The purpose of this report is to seek Council’s approval to authorize the extension of the current agreement with DARS Inc. from November 1, 2023 to December 31, 2024. DARS Inc. will be in attendance to assist with towel and hygiene packages and administrate the shower program. Ongoing evaluation of the program will continue, with regular discussions between DARS Inc. and City staff. Attachments: 1. Memorandum of Understanding – DARS Inc. and the City of Pickering Prepared By: Approved/Endorsed By: Original Signed ByOriginal Signed By Laura Gibbs Sarah Douglas-Murray Division Head, Culture and Community Director, Community Services Programming Original Signed By Elaine Knox Community Safety & Well-Being Advisor SDM:lg CS 27-23 October 23, 2023 Subject: Chestnut Hill Developments Recreation Complex Arena Dressing Rooms – Page 3 Outreach Shower Facilities Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 27-23 Memorandum of Understanding Between: DARS Inc. -and – The Corporation of the City of Pickering (the “City”) WHEREAS DARS Inc. wishes to provide access to washroom and shower facilities to assist the homeless population within the City of Pickering; AND WHEREAS the City has space available at the Chestnut Hill Developments Recreation Complex (CHDRC), Arena, facility located at 1867 Valley Farm Road, Pickering, ON L1V 6K7, (the “Facility”) that suits the purpose; AND WHEREAS the City has agreed to allow DARS Inc. to use portions of the Facility as set out in Schedule “A” attached hereto (the “Useable Space”) subject to the terms and conditions of this Agreement, and on the basis that there be no financial risk incurred by the City by proceeding in this manner and that all costs, including, but not limited to, security and supplies, for the Useable Space is at the sole expense of DARS Inc.; NOW THEREFORE the Parties agree as follows: TERM: 1. The term of the Agreement shall be for fourteen (14) months commencing November 1, 2023, and expiring December 31, 2024. 2. The City of Pickering and DARS Inc. will evaluate the use of the service monthly. Ongoing use will be determined following monthly evaluation of numbers using the shower service. 3. Notwithstanding the foregoing, either party may terminate the Agreement, for any reason, on fifteen (15) days written notice. 4. Following the expiry or earlier termination of this Agreement, DARS Inc. shall restore the Facility and the Useable Space to the condition they were in at the commencement of the term. USE OF SPACE: 5. The Useable Space will be used as washroom and shower access for homeless residents in the City of Pickering who may otherwise not have access to washroom and shower facilities. 6. DARS Inc. will contract, at its sole expense, to perform supervisory services to ensure the Facility and the Useable Space are maintained to the satisfaction of the City. 7. The City will provide maintenance and cleaning of the facility prior to (1:00 pm), and immediately after, (3:00 pm), following the shower/washroom use. 8. The Useable Space will be accessible 1 day per week, Wednesdays, with hours 1:00 pm – 3:00 pm - 2 hours each week. Supervision from DARS Inc. will always be on site during operating hours. 9. DARS Inc. shall use the Useable Space in accordance with all applicable municipal, provincial, and federal laws. 10. Operation of the Usable Space will be done in accordance with the City of Pickering, Community Shower Access – Operating Procedure (Schedule B) DAMAGES, REPAIRS, AND ALTERATIONS: 11. DARS Inc. shall be responsible for all damage to the Facility and the Useable Space in support of, or because of, the use. 12. DARS Inc. shall make no temporary or permanent modifications to the Facility or the Useable Space without the prior written consent of the City, such consent not to be unreasonably withheld. INSURANCE AND INDEMNITY: 13. DARS Inc. shall secure at its own expense and keep in effect during the term of this Agreement: (a) commercial general liability that includes Tenants Legal Liability with a minimum limit of $5,000,000 per occurrence; (b) bodily injury and property damage insurance with a minimum limit of $5,000,000 per occurrence; and (c) The City shall be included as an additional insurer in the said insurance policy. DARS Inc. shall furnish to the City certificates of insurance as evidence of the insurance coverage required by this Agreement. The certificates of insurance shall provide that the insurance company will give thirty (30) day notice to the City if the insurance is canceled or materially changed. 14. DARS Inc. shall indemnify and save harmless the City from and against all losses, claims, actions, damages, liability and expenses (including any legal expenses incurred by the City) arising from or in connection with the use of, or presence in, the Facility and the Useable Space by DARS Inc., any person invited or allowed into the Facility and the Useable Space by DARS Inc., or any person for whom DARS Inc. is responsible. 15. DARS Inc. waives any and all claims against, releases from liability and agrees not to sue the City, its members of Council, officers, employees, agents and representatives, for any personal injury, death, property damage or any other loss sustained by DARS Inc. or for which DARS Inc. may be responsible arising out of, or in connection with DARS Inc. use of, or presence in, the Facility and the Useable Space. 16. Neither party accepts any responsibility for losses or damages to personal property of any person invited or allowed access to the Facility and the Useable Space. NO WARRANTY: 17. The City makes no warranty expressed or implied regarding the safety of the Facility and the Useable Space or its fitness for DARS Inc. purposes. 18. DARS Inc. acknowledges and agrees that it accepts the Facility and the Useable Space “as is where is” at its own risk and expense. GENERAL: 19. This Agreement is non-transferable. 20. The recitals to this Agreement are true in substance and fact and are incorporated herein. Signed this ______________ day of _______________, 2023. DARS Inc. ____________________________________________ Name: Position: I have the authority to bind DARS Inc. The Corporation of the City of Pickering _____________________________________________ Name: Position: _____________________________________________ Name: Position: I/We have the authority to bind The Corporation of the City of Pickering. Schedule “A” List of Useable Space City of Pickering – Chestnut Hill Developments Recreation Complex – Arena – O’Brien Rink Change Rooms – 4, 5, 6 and Referee Change Room (Accessible) Schedule “B” City of Pickering, Community Shower Access – Operating Procedure 4DIFEVMF"-JTUPG6TBCMF4QBDF DARS Inc -Schedule B – Community Shower Access City of Pickering, Community Shower Access – Operating Procedure Shower rules: 1. Check in with in-take volunteers prior to accessing areas. 2. Check all belongings - store in a supervised area. 3. Only personal hygiene items and a change of clothing is permitted in the areas. No back packs, bags, totes etc. are permitted. 4. Absolutely NO substance use of any kind is permitted in the areas of the facility. That includes cigarettes, e-cigarettes, marijuana, opiates, alcohol, or prescription medications. 5. Maximum 30 minutes for a shower (20-minute wellness check). 6. Use only assigned area, 1 person in area at a time. 7. Refusal to exit area after time lapsed may be subject to facility consequences and at the discretion of volunteers and facility staff. 8. At all times staff, volunteers, other facility participants are to be treated with respect and dignity. Volunteer Procedure: 1. Volunteers in-take participant, enter participant d emographics or enter anonymous information provided (for tracking purposes). 2. Review facility rules prior to entry to the areas, confirm understanding. 3. Volunteer intake client belongings, ensure it is placed in a volunteer monitored area. 4. Provide participant time of en try and inform them they will receive a warning when their time is running out. 5. Volunteer provide hygiene items and other supplies as needed and available (i.e. shampoo, body wash/soap, razors, nail clippers, towels etc.). 6. Volunteer escort participant to respective area. 7. Volunteer document time of entry. 8. Volunteer monitor time spent in area and provide appropriate time warnings. 9. When participant is finished, deposit towels in assigned laundry bins, razors in sharps containers. Participants may keep nail clippers, if not wanted deposit in sharps container. 10. Participant checks out of area and collects their belongings from volunteer. 11. Immediately after participant exits the area, volunteer inspect for items left behind, condition of area and substance use/paraphernalia left behind.