📋 Chartered Home Standards

Chartered Home Standards guide the Operations Domain to ensure that recovery homes provide consistent, structured support to guests, House Mentors and the community.

Introduction

Chartered Home Standards focus on the specific requirements and conditions that each recovery home must meet, including the environment, safety, and support services provided within the home. In contrast, Chartered Operator Standards apply to the operators themselves, detailing their responsibilities in managing, overseeing, and ensuring compliance with policies and procedures across all homes they oversee. While the Chartered Home Standards address the standards within each home, the Chartered Operator Standards define the actions and duties necessary to maintain overall operational quality and compliance.

Section 1: General Home Standards

1.1 Opening a new home

Chartered Operators who wish to open new home must follow VSL's standards for establishing a new chartered home, including, but not limited to:

1. Submitting a New Home Application

2. Conducting a Feasibility Study, including: proximity to referral sources, proximity to services, transportation

Reference: 📋 Establishing a New Chartered Home

1.2 Facility standards

All homes must meet VSL Facility Standards, including, but not limited to:

1. Size Concerns: A proposed home may be either too small to foster a sense of community among the guests or too large, making it difficult to maintain a homely atmosphere.
2. Egress Issues: Adequate egress routes are essential for guests' safety. If these aren't up to code, it raises significant concerns.
3. Common Area Limitations: Communal areas should promote positive interactions among guests. Any design or size issues hindering this can be a reason for denial.
4. Safety Concerns: The proposed home shouldn't have any structural or safety threats, like compromised wiring or weakening infrastructures.

Reference: 📋 Facility Standards

1.3(a) Standards for leased homes

Every leasing or tenancy agreement, the nature and history of any landlord, along with related factors, hold considerable weight when establishing a home. Given the objective of fostering a sustainable, long-term environment for our homes, VSL may request further documentation for leased homes. These could include but aren't limited to:

1. Maintenance Assurance: This requires landlords to present solid guarantees of regular and sufficient property maintenance. Additionally, landlords should provide evidence of their commitment to ensuring the property consistently meets VSL's Facility Standards.

2. Insurance Obligations: Landlords must have and retain pertinent insurance coverage for the property, providing a copy as proof to all parties participating in this Agreement.

3. Municipal Lien Certificates & Tax Payments: Landlords should provide lien certificates compliant with the NARR standards, confirming there are no unresolved liabilities linked to the property. Landlords must agree to pay all real estate taxes when due.

4. Security Provisions: Requiring landlords to have a security system in place that aligns with VSL standards, ensuring a safe environment for guests.

5. Lease Duration: Emphasizing longer lease terms, such as multi-year agreements, to ensure stability and continuity for the guests and the home's operations.

6. Rent Escalation Clauses: Ensuring that any annual increase in rent is capped at a reasonable percentage, making it predictable and sustainable for Chartered Operators.

7. Early Termination Clauses: Reviewing terms that allow for the early termination of the lease, ensuring they are fair and provide sufficient notice for both parties.

8. Permission Letters: Landlords should be obligated to provide permission letters as requested to comply with certification requirements.

• Title Documents: Operators must furnish clear and legally valid title deeds or documents, demonstrating undisputed ownership of the property.

• Property Taxes: Ensuring that all property taxes and other related municipal dues have been settled, and no outstanding amounts are due.

• Mortgage Information: If the property encumbered by a mortgage, provision of the mortgage and note to allow for review potential impact as use as a Chartered Home.

• Maintenance Records: Operators should provide a comprehensive record of all significant maintenance work carried out on the property over the past few years. This helps VSL ascertain the home's current condition and its adherence to Facility Standards.

• Insurance Coverage: Proof of adequate insurance coverage for the property, ensuring protection against potential damages, thefts, or other unforeseen circumstances.

• Liability Waivers: If applicable, ensuring that any waivers or indemnification clauses are in place to protect both the operator and VSL from potential liabilities.

VSL retains the right to verify all documentation related to the ownership of the property.

1.4 General liability insurance required

Insurance Maintenance: The Chartered Operator is required to obtain and consistently maintain insurance policies to shield VSL, its associates, and involved parties from claims pertaining to personal injury, death, property damage, or any other related risks in connection with the Chartered Business. This insurance should be in line with NARR requirements, or, at a minimum, encompass general and professional liability insurance coverage with a per occurrence limit of 1 million and a policy aggregate limit of 2 million dollars. This includes coverage for abuse and molestation tailored to the nature of the business operated. Insurance providers selected must have a rating of A or better. All carriers are subject to approval by VSL.

Policy Provisions: All insurance policies are mandated to:

• Be primary in nature, placing the Chartered Operator's insurance over any that might be held by VSL or its affiliates.
• Integrate a waiver of subrogation in favor of VSL, its directors, officers, and other affiliated roles, ensuring these policies are primary to any insurance VSL or any VSL Affiliate might possess.
• Ensure that these additional insured parties' rights are not diminished due to any breaches by the Chartered Operator.
• For any construction, renovation, or remodeling projects, the Chartered Operator must sustain Builder's Risk insurance, adhering to directives from VSL.
• With prior consent from VSL, the Chartered Operator can opt for reasonable deductibles linked to certain coverages.

The Chartered Operator acknowledges these standards as the fundamental minimum and recognizes they may not address all potential exigencies or hazards.

Additional Insureds: Except for workers’ compensation and employer’s liability policies, all other necessary insurance policies should designate VSL and its affiliates as additional insureds, covering their interests as applicable.

Insurance Proof: Upon sealing this agreement and subsequently on an annual basis, the Chartered Operator is obligated to present VSL with Certificates of Insurance that evidence valid and ongoing coverage. If called upon by VSL, full copies of the key insurance policies should be provided. Furthermore, every policy should commit to alerting VSL with a written notice at least 30 days in advance before any significant alterations or policy cancellations.

VSL's Intervention: Should the Chartered Operator neglect to maintain the stipulated insurance standards, VSL reserves the right to procure the requisite insurance and subsequently invoice the Chartered Operator for the incurred expenses, including VSL's administrative costs.

VSL's Insurance Responsibility: VSL remains unbound to supply any insurance coverage for a Chartered Business or any associated risks.

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Section 2: Home Certification

2.1 All homes must meet NARR Standards

Chartered Homes and their operators must adhere to NARR 3.0 Standards. NARR, established in 2011, aims to uphold a national standard across all recovery housing tiers. Emphasizing the term “recovery residence”, it highlights the importance of fostering residential areas conducive to learning and honing recovery-sustaining skills. The NARR Standard 3.0 embodies the Social Model through its structured framework, streamlined for clarity in its third version without introducing new operational rules.

Reference: NARR 3.0 Standards

2.2 Homes may be required to be NARR-affiliate certified

Chartered Operators are at the heart of our initiative, ensuring that homes are of the highest quality and meet the necessary standards. While VSL does not mandate home certification in every situation, it is contingent upon specific criteria.

Factors determining the necessity of certification:

• Location of the Home: Depending on the state where the home is located, certification requirements might differ. Some states may have robust and specific certification processes, while others might not.
• Presence and Credibility of the Certification Agency: The legitimacy and quality of the available certification agency plays a role in the decision-making.
• Chartered Operator's Mission and Vision: The overarching goals and vision of the Chartered Operator can influence the need for certification.
• Certification Value: The tangible and intangible benefits a certification can bring to a Chartered Operator are also considered.

VSL strongly advocates for obtaining certification whenever possible, particularly in light of the recognized NARR standards. Certification not only serves as an emblem of quality and assurance but also reinforces the trustworthiness of Chartered Operators.

If VSL stipulates certification for your home, Chartered Operators are then expected to:

• Secure and uphold certification in a timely manner.
• Adhere to the guidelines and conditions set by state certification agencies.
• Be ready and accommodating for any necessary inspections.
• Observe any supplementary criteria set by the certification body.

In all scenarios, our primary objective remains clear: To ensure homes uphold the quality and safety standards that guests and their communities can trust.

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Section 3: Home Safety, Health, and Sanitation

3.1 Home safety standards

3.3 Home sanitation standards

Regular Cleaning: All common areas, including living rooms, dining areas, kitchens, and bathrooms, must be cleaned daily. Bedrooms should be cleaned at least once a week or more frequently if needed. Cleaning includes sweeping, mopping, dusting, and sanitizing surfaces.

• Each guest is responsible for maintaining the cleanliness of their own bedroom and personal belongings. Operators must provide cleaning supplies and equipment.
• A professional cleaning service should be hired if needed to deep clean the home.

Use of Cleaning Products: Only approved cleaning and disinfection products should be used. These products must be effective against common pathogens, including viruses and bacteria, and must be used according to the manufacturer's instructions. Safety Data Sheets (SDS) for all cleaning and disinfection products used must be kept on file.

Laundry: Bed linens and towels should be washed at least once a week, and more frequently if needed. Guests are responsible for laundering their own personal clothing and bedding that they use. Laundry facilities should be kept clean and well-maintained. Instructions for the proper use of laundry equipment should be posted clearly.

Waste Disposal: Waste bins should be provided as needed in rooms and common areas. Waste should be collected daily and disposed of properly by guests. Recycling and composting bins should be provided, and guests should be encouraged to use them.

Pest Control: Regular pest control measures should be implemented to prevent infestations of insects, rodents, or other pests. Any signs of pest infestation should be addressed immediately by a professional pest control service.

3.4 Additional standards

Responsibility for Permitting and Licensing: The Charter Holder shall be solely responsible for obtaining all necessary permits and licenses required by applicable local and state authorities for the operation of the Chartered Business at the approved Home(s). The Charter Holder shall comply with all local and state building codes and regulations governing the operation of a communal housing resource for individuals in recovery from substance use disorder at the approved Home(s).

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Section 4: Guests

4.1 Guest service and conduct standards

Non-Discrimination Policy

VSL Operators must not discriminate on the basis of race, age, religion, gender or gender identity, national/ethnic origin, marital status, sexual orientation, HIV status, source of income, or qualified disability (except for those who, by reason of their disability, would be unable to navigate the physical layout of the house). This policy also applies to the hiring and promotion of staff or volunteers. We do not discriminate against transgender applicants.

• This policy applies to all Operators, House Mentors, and staff.
• This policy is particularly relevant to intake screening and how we relate to guests.

Gender Policy

Homes are usually designated to serve a particular gender. Some homes are coed, serving any gender. Residents are offered homes which serve the gender with which they identify, regardless of biological sex characteristics. We do not discriminate against transgender applicants. Transgender applicants are placed in a home based on the gender with which they identify. We must not disclose someone’s transgender status to other guests. Guests must conform to the gender that they identify themselves as during drug testing.

Additional guest policies

Pricing Transparency for Guests. You are required to maintain complete transparency in all financial matters related to guests. This includes providing a clear and comprehensive breakdown of all costs, fees, and other financial obligations, ensuring that guests are fully aware and informed of any monetary aspects associated with their stay.

Return of Monies. In instances where funds are reasonably due back to guests, you must return these monies within a maximum of 30 days. Timely refunds foster trust and demonstrate a commitment to fair and ethical financial practices.

Respect during Guest Discharge. Discharging a guest, irrespective of the circumstances, must always be conducted with the utmost respect and professionalism. Avoid unnecessary confrontations, and always prioritize the safety and dignity of both the guest being discharged and other guests.

Compliance with Laws. Under no circumstances should there be any violation of discrimination laws or any other prevailing legal regulations. Chartered Operators must ensure all actions, decisions, and practices are in compliance with all applicable laws and regulations.

Fair Enforcement of House Rules. House Rules are established to ensure a safe, respectful, and conducive environment for recovery. Chartered Operators must enforce House Rules consistently and fairly across all guests, without favoritism or bias.

Maintaining Standards for Staff and Mentors. While guests are expected to adhere to house rules, it's equally, if not more, crucial for you, your House Mentors, and any other employees to uphold these standards. You must meet or exceed these standards, setting a positive example for all guests.

4.2 Operator availability for guest support

You are required to be accessible at reasonable times to cater to the needs of guests in your home(s), those referring guest applicants, and for general queries. Recognizing that running a Chartered sober living home demands active participation, you understand the need for consistent involvement b you individually, your House Mentors, and your support network. VSL may set further standards dictating specific availability hours, both virtually and in-person.

You recognize the value of constructive communication. Therefore, you commit to regular communication with VSL representatives and to being available to the community of other Chartered Operators. Your availability should extend to taking calls and answering emails from the general public, current guests, certification agencies, VSL, other Chartered Operators, and other stakeholders.

Emphasizing the significance of on-site management, Chartered Operators must be physically present, either yourself or through a representative, in each home at least once a week. This is to provide support, ensure adherence to standards, and foster a conducive sober living community atmosphere.

4.5 Boundaries with guests

Romantic Relationships: Under no circumstances should Chartered Operators or staff engage in romantic relationships with guests. This creates conflicts of interest, disrupts the dynamics of the community, and can jeopardize the recovery journey of the involved parties.

Physical: Physical contact should be minimal and appropriate. Avoid any forms of touch that can be misconstrued or make guests feel uncomfortable. Respect personal space and ensure that guests do the same with each other.

Financial: Chartered Operators must maintain a strict professional boundary with guests, especially in financial matters. This means no lending or borrowing of money, no transactions involving property or services, and no entanglement in the personal financial affairs of guests. However, agreements related to the payment of fees are permissible.

Privacy: It's essential to respect the privacy of guests. This includes not entering their personal spaces without prior notice, not going through their personal belongings, and maintaining confidentiality about their personal stories and challenges unless sharing is necessary for their well-being and with proper permissions.

Social Media: Chartered Operators and staff should think twice before connecting with guests on personal social media platforms. Such connections can blur the lines between professional and personal lives, and potentially expose guests to triggering content.

Electronic Communication: All electronic communication between staff and guests should remain professional. Avoid personal texting or non-essential communications outside of business hours. If a platform is used for communication, ensure it's one that respects privacy and confidentiality.

Reasonable Accommodation Policy

This policy outlines the process for guests at Vanderburgh Sober Living (VSL) to request reasonable accommodations due to disability, ensuring compliance with applicable laws and fostering an inclusive environment.

Definition

A reasonable accommodation is any change or adjustment to a living environment that allows a person with a disability to live comfortably and participate fully in the recovery home.

Request Process

1. Submission of Request:

   • Guests can submit a reasonable accommodation request verbally or in writing.
   • Requests should be directed to the Operator, the Operator’s designated representative, or to support@vanderburghhouse.com.
   • All requests for reasonable accommodation should be made in writing, by email.

2. Evaluation and Decision:

   • The Operator, in consultation with the Operator Support Team, will evaluate the request.
   • Factors considered will include the nature of the request, the necessity of the accommodation, and the feasibility of implementing the request without imposing undue hardship on the home.

3. Time Frame:

   • A decision on the accommodation request will be made within 10 business days of receipt.
   • If additional information is required, the guest will be informed, and the time frame may be extended accordingly.

4. Communication of Decision:

   • The decision will be communicated to the guest in writing.
   • If the request is denied, the reasons for the denial and alternative accommodations (if applicable) will be provided.

5. Implementation:

   • Approved accommodations will be implemented promptly following the decision.
   • The House Mentor will oversee the accommodation's implementation to ensure it meets the guest’s needs.

Statement of Commitment

Vanderburgh Sober Living is committed to considering all requests for reasonable accommodations. This commitment is communicated via:

• The VSL website under the policies section.
• Application forms provided to potential guests.
• House rules and guest handbooks available in each home.

Compliance and Grievance Process

• Guests who feel their rights have been violated or that their accommodation request was not handled per this policy can file a grievance with the House Mentor or escalate it to the Quality Team.
• Complaints will be reviewed and resolved per VSL's grievance handling procedures.

For any questions or to submit a reasonable accommodation request, guests should contact their Operator or the Operator Support Team at support@vanderburghhouse.com or (844) 762-3747.

This policy ensures that all guests at Vanderburgh Sober Living can request and receive necessary accommodations to support their recovery journey.

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Section 6: Closing a Chartered Home

6.1(a) Closing a Home: Your Decision

If you decide to close a home, you need to let VSL know in writing at least three months before your planned closure date. After receiving your notice, VSL can decide if they want to take over and run the home themselves. They'll have two months to make this choice. If VSL decides to take over, both you and VSL should work together to make the changeover smooth. If VSL decides not to take over, you'll need to close the home responsibly. This means making sure the guests are safe, all bills and debts related to the home are paid, and any legal requirements are met.

6.1(b) Closing a Home: VSL's Decision

VSL can terminate your rights to run one or more homes:

• If you don't keep up with the standards, especially if it harms a guest or could likely harm someone.
• If you violate the Charter Agreement or Chartered Home Addendum and don't fix the issue within 30 days.
• If VSL thinks you can't run a home properly according to the standards.

Before VSL ends your rights to a home, unless there's an immediate risk to people's health or safety, they'll let you know in writing. You'll have a chance to address and fix the issues. If you manage to resolve the problems, you can continue running the home. If you don't, VSL can decide to end your rights to that home.

After VSL ends your rights to a home, they can decide to take over and run the home. If VSL decides to do this, you'll work together to smoothly transition the home's management. If VSL doesn't want to take over, you'll need to close the home responsibly, similar to the process mentioned earlier.

6.2 Post-Termination Home Transfer

On expiration of this Agreement, termination of this Agreement, or termination of a Chartered Home Addendum or rights to operate a Chartered Home under this Agreement, You hereby agree to do the following:

Assignment of Guest Agreements. You hereby agree to assign, and Grantor, at its option, has the right but not the obligation to assume, all agreements and contracts between You or your affiliates and any Guest (Guest Agreements) to which You are a party on the date of such expiration or termination. You hereby agree to execute any and all documents necessary, in Grantor’s discretion, to effectuate the assignments set forth in this section, and You hereby appoint Grantor your true and lawful agent and attorney-in-fact with full power and authority for the sole purpose of taking such action to complete these assignments. This power of attorney shall survive the expiration or termination of this Agreement. In the event of assignments pursuant to this section, Grantor shall remit to You payments received under such Guest Agreements on account of services performed by You prior to the assignments, minus any amounts rightfully due from You and Your Affiliates to Grantor and Grantor Affiliates.

Assignments. If reasonably requested by Grantor, You shall assign to Grantor or its designee of all of your rights to: (i) all telephone numbers of the Home or Chartered Business and any related Yellow Pages or other business listings; and (ii) all email addresses, URLs, domain names, Internet listings and Internet accounts (including social media accounts) related to the Chartered Business. You shall thereafter use different telephone numbers and email addresses or listings at or in connection with any subsequent business conducted by You. Your assignment obligations of this section shall apply only to the extent that such telephone numbers, business listings, email addresses, URLs, domain names, Internet listing and Internet accounts will not be used by You or Your Affiliates in the continued operation of other Chartered Homes.

Assignment of Options. Grantor may assign some or all of its options to any other party or parties without your consent.

Guests and Prospective Guests. You, Your Owners, Your Principals, and any of your employees, agents and contractors at the Home, shall be expressly bound by the non-competition covenants contained herein and separately executed similar covenants. You may not continue to operate the location of the Chartered Business as a facility offering products and services similar to those offered by Chartered Homes, Guests and prospective Guests, even those which You developed through your own marketing and/or service efforts, and those Guests and prospective Guests shall become property of Grantor and Charter Holder shall promptly purge from its databases and records information on such Guests and prospective Guests, unless by law You are mandated to maintain such information.

Responsible Closure: If the Grantor chooses not to exercise any of its options to assume operational responsibility and ownership of the Home, the Chartered Operator must responsibly close the Home in accordance with the Standards. This includes, but is not limited to, ensuring the safety and welfare of the Guests, settling all outstanding liabilities associated with the Home, and complying with any legal and regulatory requirements related to the closure of the Home.

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Recommendations

Recommended Home Policies

1. Locks & Codes: Homes are secured with a keypad lockset. Familiarize yourself with how to change these codes. Upon a guest's departure, ensure codes are updated. Store all codes and the master code in Buildium.

2. Thermostats: Maintain a comfortable temperature to keep costs low. Use thermostat lock boxes accessible only to House Mentors and Operators.

3. Prescription Medication Disposal: Collect unused medications for proper disposal at local CVS or Walgreens.

4. Home Readiness: Ensure homes are always in “tour ready” condition. Cleanliness and emergency precautions are paramount, which includes ensuring trash is managed, exit pathways are clear, and empty beds are prepared.

5. Supplies & Maintenance: Always stock cleaning supplies. The Operator handles inventory and may ask guests to contribute. Address maintenance issues promptly, utilizing the Tasks feature in Buildium.

6. Trash Disposal: The Operator covers the costs, separate from the house supplies budget.

7. High Energy Appliances: Use of high-energy appliances like air conditioners requires House Mentor approval and potentially additional charges. Manage these charges through Buildium.

8. House Mentor Presence: Ensure there's always a House Mentor overnight. In homes with only one Mentor, liaise with the Operator for their overnights.

9. Equal Treatment: Vanderburgh House practices non-discrimination. Disrespectful behavior or comments can lead to termination.

10. Parole & Probation: Guests with parole/probation officers must disclose their officer's contact. Non-compliance can result in termination.

11. Pets: Allow friendly, trained dogs for visits. Consider emotional support and service animals as required by law.

12. Access: Grant guests unrestricted home access using a keycode. Limit access to non-guests and ensure they notify in advance for non-emergencies.

13. Rental Rates: Determine rates by considering local averages. Rates and changes should be communicated with the Operations Manager.

Medication Policies

Prescription Medication: Guests are allowed prescribed medication with certain restrictions. Guests must take medication exactly as prescribed and must provide verification of all prescriptions and notify House Mentor each time a prescription is filled. House Mentors conduct random pill counts for all Guests. Guests must purchase a lockbox to hold all medication and the lockbox must be approved by the House Mentor, or use a locker provided by the Operator. Regardless of medication, Guests must be able to function normally and participate fully as a Guest in the home without requiring a higher level of care.

Controlled Medication: We recognize that controlled medication can put other Guests at risk. Guests who are prescribed controlled medication and wish to possess this medication in the home must do so with additional requirements. We may require the Guest to keep their medication lockbox secured in the House Mentor’s room with supervised administration, or we may require the medication is stored in a secure area with video surveillance (i.e., lockers in a common area with a video camera recording activity). All controlled medication will be counted and logged in the Guests file. All prescription refills must be disclosed to the House Mentor within 24 hours. We reserve the right to create additional restrictions on controlled medication.

Medication Policy Rationale: We cannot legally discriminate against Guests prescribed medication by licensed physicians for medical conditions. As such, we must comply with the law while taking every precaution necessary to keep our homes safe.

Sustainability

VSL encourages sustainability for both environmental and cost benefits. Adopt energy-saving habits! Quick tips: 

1. Electricity: Use LED lightbulbs, turn off unused appliances and lights. Monitor electricity consumption.

2. Water: Conserve by taking shorter showers and being mindful of consumption. Coin-operated laundry machines encourage efficient washing.

3. Heating: Keep the home insulated, sealing all doors and windows. Set the heat at a comfortable level and ensure windows are closed when heating is on.

4. Recycling & Composting: Implement recycling best practices and remember the three “R”s! Composting is encouraged. Provide House Mentors with the necessary resources.

• Reuse: Can it be reused? That is the best thing to do with something you don’t want
• Reduce: Reduce the size of your unwanted items by breaking, crushing, cramming, and shoving
• Recycle: Recycle all paper, plastic, glass, metal, electronics, bags, and other recyclables
• Composting food is encouraged by Vanderburgh House. This is an opportunity to turn food waste into great soil supplements for gardening. Make sure House Mentors are aware of our policy and get them materials and information to compost correctly.

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