📋 Establishing a New Chartered Home

 

 

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Background on New Chartered Homes

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Overview

At Vanderburgh Sober Living, we pride ourselves on our commitment to quality, safety, and ensuring the best for our guests. Our rigorous approval process reflects this dedication, ensuring that each proposed home aligns with our high standards and caters to the needs of those in recovery. Whether it's a question of suitable layout, safety considerations, or proximity to potential triggers, VSL meticulously assesses every aspect of a prospective home.

Navigating through this process may seem complex at first glance, but breaking it down into structured phases offers clarity. Each phase is a crucial step towards ensuring that the home not only meets VSL's standards but also provides a supportive environment for its guests.

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What is a "Proposed Home"?

A proposed home refers to any one of the following scenarios where a Chartered Operator intends to open as a Chartered Home in accordance with their Charter Agreement and VSL Standards:

1. New Home: A residential property of any form which is not currently used to provide any form of recovery housing.
2. Established Home: A residential property that is currently in operation as a Competitive Business (as defined in the Charter Agreement), offering recovery housing.
3. Transitional Home: An existing Chartered Home, not operated by the Chartered Operator, where two Chartered Operators (or the Chartered Operator and VSL, if it is a Unity Recovery Housing home) wish to transfer the ownership of the Chartered Home to a new Chartered Operator.

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What are the major steps in the approval process?

• Phase 1: Proposed Home Application & Inspection

  • Prepare a to-scale floor plan with tools such as Cubi.Casa.
  • Submit a New Chartered Home Application detailing motivations, home specifics, feasibility, and financial analysis.
  • Allow one week for VSL's initial review of your application.
  • Conduct an initial on-site inspection with VSL to evaluate the space and ensure alignment with the provided floor plans.
  • Await conditional approval from VSL following feedback from the initial inspection.

• Phase 2: Document Review and Approval

  • Submit all pertinent lease or ownership documents to VSL.
  • Review and adhere to conditions set forth in the initial approval phase.
  • Allow VSL one week to conduct a final inspection and review of the complete application packet.
  • Obtain full approval from VSL upon successful inspection and compliance with standards.

• Phase 3: Executing a Chartered Home Addendum

  • Ensure the Chartered Home Addendum is drafted, reviewed, and fully executed no later than 7 days before the proposed opening.
  • Clear all pending payments related to the home.
  • Supply marketing materials, including a detailed description, profile updates, and high-quality photographs of the home to aid in its promotion.

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Guiding Thoughts

About the home

1. Layout: The design and layout of the proposed home need to align with the requirements of sober living, from room placements to communal area flows.

2. Accessibility: The home should cater to all guests, including those with mobility challenges, ensuring they can navigate the premises easily.

3. Triggers: Locations near areas or establishments known for drug or alcohol activity can compromise the recovery environment.

About the area

1. Amenities: Basic amenities, such as functional heating, cooling, and plumbing systems, are crucial for guest comfort.
2. Neighborhood: The overall vibe and safety of the surrounding community are vital. An unsupportive or unsafe neighborhood could be counterproductive to recovery efforts.
3. Transportation: Easy access to public transportation can assist guests in their daily activities, from job hunting to therapy appointments.
4. Local Regulations: Proposed homes conflicting with local laws or by-laws pose potential long-term challenges.
5. Environmental: Homes near industrial zones or places with potential toxin exposures might not provide a conducive environment for recovery.
6. Overall Suitability: Besides these specific criteria, there might be other intangible factors determining a proposed home's fit as a chartered home.

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Terms and Conditions

Adherence to this approval process is required by the Charter Agreement. Each step has been developed ensure that VSL Standards are upheld and reflected across all Chartered Homes, fostering an environment of safety, accountability, and quality. These standards and processes form an integral part of the Charter Agreement: any deviation from or violation of these steps is a default under the Charter Agreement.

VSL reserves the right to approve any proposed home. This approval process ensures that each home meets our community-established standards, supporting safety and quality. If VSL decides not to approve a home, the Operator must not proceed with its opening. Opening a home without VSL's approval is a direct violation of the Charter Agreement.

 

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Phase 1: Proposed Home Application & Inspection

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Step 1.1.     Floor Plan Preparation

Before any further steps can be taken, it is essential to have an accurate and detailed floor plan of the proposed home. Why is this important?

• A floor plan will be used to produce a bed plan, required for all VSL Chartered Homes
• A floor plan will verify that rooms are adequately sized for the number of beds
• A basic floor plan will be used to produce emergency exit plans, required for certification

Read more: 📏 Preparing a Floor Plan for a Home

 

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Step 1.2.     Submit a New Chartered Home Application

The first step in opening a new home is to submit a New Chartered Home Application. This application contains the following:

1. Expression of interest: Share a summary outlining your motivation for opening a new Home. Include an overview of your current operations, detailed description of the proposed home, and any other pertinent information that could help us better understand what you are looking to do.
2. Proposed home details:
   1. Address and location information
   2. Building size and proposed capacity
   3. Proposed gender to be served

1. Proposed lease or ownership structure: Clearly describe your proposed structure of lease or ownership, including information on the landlord and lease terms as discussed (if leased), or including ownership information, including if you currently own the proposed home or if you are in the process of acquiring it, your financing plan, and other information (if owned).
2. Feasibility study (learn more: 📊 Potential Site Analysis): Provide evidence that you have conducted a comprehensive feasibility study. This study should provide some detail on the viability of the proposed area and location, how you will maintain occupancy, what local guest services are in the area, what competitive sober living is present in the community, and other factors.
3. Financial analysis (learn more: 📊 Potential Site Analysis): Provide evidence that you have completed a financial analysis using a tool like the Sober House Financial Calculator, or similar. This analysis should include:
   
   1. Proposed rental rate and justification for it
   2. Proposed vacancy rate
   3. Estimated revenue
   4. Estimated expenses
   5. Estimated profit

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Step 1.3.     Application Review (VSL)

Please allow VSL one week to review your application. We may request additional items from you, which could be unique to your application, specific to the location, or any other criteria which we may request. Remember, VSL may approve or deny requests for new homes at our sole and absolute discretion. High quality and a degree of uniformity across all homes is critical for the success of Chartered Operators.

• Feedback: VSL will assess your application and the proposed home's layout and compare with our standards. Feedback will be provided to enhance the alignment of the proposed home with standards. It is essential to promptly and comprehensively address any suggestions or concerns raised during this phase.

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Step 1.4.     On-Site Inspection

The Initial Site Inspection phase is crucial in ensuring your proposed home meets the standards and expectations set forth by VSL. This step-by-step guide ensures that you are fully prepared for this essential phase. As always, remember that our inspection procedures may be updated occasionally to better align with VSL's standards.

After reviewing your application and taking a good look at your floor plans, it's time for us to see the actual home in person. This visit helps us:

• Get a feel for the space and how it matches with the floor plans you've provided.
• Work with you to plan out the home's layout, decide on the furnishings, and design the bedrooms.
• Understand any changes or work you're thinking of doing on the house.

What can you expect during the visit?

• Feedback and Ideas: This inspection isn't just about checking things off a list. It's a chance for us to give you feedback and maybe even some new ideas on how best to set up the home.

• Understanding VSL's Expectations: We might have specific things in mind based on our experience with other homes. So, we might suggest certain conditions or changes to make sure everything's up to VSL's standards.

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Step 1.5.     Conditional Application Approval

VSL's approval process of a proposed home is rigorous, ensuring each facility aligns with  Chartered Home Standards and the best interests of the guests. Several factors can influence our decision to conditionally approve, stipulate specific conditions, or decline the approval of a proposed home, which can be found in our standards articles.

VSL retains the right to either approve, conditionally approve, or decline to approve proposed homes, following a site inspection or an assessment of the submitted floor plans. All parties involved explicitly recognize the importance of strictly adhering to the Facility Standards for the continued success of Chartered Operators. VSL might require alterations or changes to structures, furnishings, or appliances to ensure compliance with these standards.

 

 

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Phase 2: Document Review and Approval

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Step 2.1.     Document Review

Ensuring that every home complies with our set standards is paramount. It involves not only physical inspections but also a comprehensive review of all related documents, including ownership, lease, and other tenancy contracts. As part of this meticulous process, VSL holds the authority to review all pertinent documents before granting approval for any new home.

Required Documentation: Prior to finalizing any lease or purchasing contracts for a new home, you must submit to VSL all related documents. This includes:

• Lease agreements
• Purchase contracts
• Addenda
• Other associated tenancy or ownership documents

Upon receipt, VSL will review these documents, offering feedback when necessary. Should VSL deem it fit, you might be asked to:

1. Enter into a supplemental agreement (or rider) to the primary lease, which involves both the landlord and VSL. This rider should be acceptable to VSL based on their discretion.
2. Furnish VSL with a copy of the signed lease and associated rider within 10 business days of its signing.

Please note, failure to adhere to these stipulations, particularly regarding the addition of the rider when asked, can be viewed as a significant breach of this Agreement.

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Step 2.2.     Operator to Meet Application Conditions

At this stage, it's essential to go through all the conditions and requirements from the previous phases. This includes checking on document submissions, and making any needed changes based on the initial site inspection feedback.

Responsibilities & Standards: You are responsible for all building plans needed for any build-out or renovations at the Proposed Home. Every change or addition must follow the current laws and regulations. Also, the home should be equipped according to the Facility Standards.

• Incorporation of Stipulations: Your build-out plans should include any feedback or requirements from VSL during the first site inspections.
• Self-funded Development: You will cover all costs related to the build-out, including construction, furnishing, and other expenses.
• Contractor Specifications: Choose contractors who have the necessary licenses and insurance. They should also meet the Standards mentioned in this agreement in their work quality and behavior.

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Step 2.3.     Final Inspection & Approval

Ensuring Compliance: After the build-out and furnishing, VSL will do a final inspection. This step checks if the home meets all requirements and is ready for use.

Addressing Discrepancies: If VSL finds any issues during this inspection, you will need to fix them. The home can open only after everything meets the Facility Standards, other standards, and VSL's final approval.

 

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Phase 3: Executing a Chartered Home Addendum

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Pre-Opening Requirement: For a proposed home to operate as a Chartered Home, the Chartered Home Addendum must be fully executed. This confirms that both you and VSL have a mutual understanding and agreement on terms and standards. This process is key to protect both parties and uphold the mission's values. This phase must be completed before 7 days of the projected opening date of the Proposed Home.

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Chartered Home Addendum

Addendum Drafting: VSL will prepare the Chartered Home Addendum. After it's ready, it will be shared with you for a detailed review. It's recommended that you carefully read the document and consider seeking legal advice before signing. This ensures you're clear on all terms and conditions.

Payment: All payments, including any outstanding dues related to the proposed home or any other homes in the agreement, need to be cleared before the official opening. Any delay or missed payment can slow down or stop the home's opening process.

Violations and Default: Remember, any breach or failure to follow the terms related to a specific Chartered Home Addendum will be seen as a violation of your Charter Agreement. This is important to maintain the same high standards across all Chartered Homes.

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Marketing Materials

Once the Chartered Home Addendum is successfully signed, you should provide specific materials to help with the home's promotion and representation. These materials are:

• Marketing Description: Write a comprehensive description of the home, highlighting its special features, advantages, and what sets it apart.

• Profile Updates: If there are any changes you'd like to make to your Chartered Operator profile on VSL's platforms, let them know. This ensures accurate and current information is available to the public.

• Photographic Content: Provide clear, high-resolution photos of important parts of the home. These photos will be used to promote the home, giving potential guests an enticing look into what the home offers.

Quickly sharing these materials in the needed format ensures the home is effectively showcased to the target audience.