These are the four documents included below:

• Sponsorship Agreement
• Housing Options Analysis
• Needs Assessment Guide
• Flexible Sponsorship Plan

SPONSORSHIP AGREEMENT
Between
The Sponsorship Team and The Family/Individual

The People of St. Luke’s Episcopal Church will:

1. Do everything possible to help you get back on your feet and independent as long as it takes.
2. Provided a house/apartment, which you can personally rent on a month-to-month basis, which St. Luke’s will guarantee.  Rent and utilities will be paid by the parish for at least two months and on a negotiated basis after that.  Some government assistance may be provided for rent and utilities.
3. Provide furniture, household items and all other provisions needed to set up a household, which will belong to St. Luke’s until the family/individual is independent and no longer needs the help of the team and parish.  At that point, everything will belong to the family/individual in total.  If someone wants to move to another location, we will help move everything if at all possible.
4. Everyone will receive two sets of new clothes and shoes.  Other good clothing will also be obtained for everyone.
5. Through the Sponsorship Team, work to address every need including health, finances, transportation, education, employment, counseling, spiritual, etc.
6. With the Sponsorship Team help network with agencies for available disaster relief funds and public assistance.
7. Meet the special needs of persons on disability and other challenges.
8. Underwrite the financial costs through the Sponsorship Fund to which members of the church and community are giving generously.  None of the funds will be used to benefit the church or members of the teams.
9. Will pray for everyone, every day, by name, that God will bless and guide our efforts.
10. Look forward to lasting friendships, which will go beyond the sponsorship.

The Family/Individual will:
1. Sign a lease for housing which St. Luke’s will guarantee and will maintain the property in an acceptable manner.
2. Until independence is achieved, will keep the Sponsorship Team informed of your needs, concerns, finances, wants and hopes.
3. Not violate the law or participate in inappropriate behavior.
4. Attend school every day if of school age and ask for help if needed.
5. Step by step will work to achieve independence and get your life back.
6. Inform the team leader and/or the priest of St. Luke’s if dissatisfied with the sponsorship.
7. Understand that if the sponsorship is terminated by either party before independence is achieved, that the house/apartment will be vacated and all furniture and household items will be returned to the church.
8. Work with the Sponsorship Team to make this a joint effort which will result in a lasting relationship, which will continue after independence, has been achieved.

_____________________________   Family Members
Team Leader
        ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬________________________

_____________________________   ________________________
Team Leader
        ________________________

______________________________   ________________________
Sponsorship Coordinator     
        ________________________

_____________________________   ________________________
St. Luke’s Rector
        ________________________
Date _________

HOUSING OPTIONS ANALYSIS

Family:   _____________________________________
Team Leader:  _____________________________________

MONTHLY HOUSING EXPENSES:

House or Apartment: _____________________________________ (address)

Monthly Rent:  __________________

Utilities:   __________________

 Electricity:  _____________  (Estimate $100/month average)
 Water and Sewer: _____________  (Estimate $40/month average)
 Gas:   _____________  (Estimate $50/month average)
 Telephone:  _____________  (Estimate $25/month average; no long distance)
 Cable TV:  _____________  (Estimate $40/month average)

TOTAL:   __________________

MONTHLY INCOME:

Monthly wages:  _____________ Person 1
    _____________ Person 2
    _____________ Person 3

SSI Disability:  _____________

Social Security:  _____________

Other:    _____________

TOTAL:   _____________

NEEDS ASSESMENT GUIDE
Separate Form Per Person
(Proposed)

1. Legal Name ____________________
a. SS#
b. Other ID#
c. Date and place of birth
d. Have birth certificate?
e. Parents names
f. Marriage/family status

2. Health History and Needs
a. Previous health issues and needs (surgery, illness, etc)
b. Current health issues and needs
c. Medications
d. Date of last physical
e. Date of last dental exam
f. Emotional/psychological needs (habits, addictions, etc)

3. Residence
a. List residences for last five years
b. Last address
c. Describe the house/dwelling
d. Number of persons living at that address
e. Cost of monthly rent

4. Education
a. Number of years in school
b. Special courses or training
c. Interest in additional school or training

5. Employment
a. Give employment history for last five years
b. Special skills and talents
c. Job interests

6. Finances
a. Checking and/or savings account balances
b. Cash or debit cards on hand
c. Vouchers
d. Food Stamps
e. List debts
f. Sources of income
g. Number of persons financially dependent on you

7. Clothes
a. Type preferred
b. Sizes

8. Hobbies and Special Interests

9. Church Preference (if any)

10. Future: 

a.  What do you want to do? 
b. Where do you want to live?
c. Are there others who wish to join you in Bartlesville?

FLEXIBLE SPONSORSHIP PLAN
Christ’s Love Incarnate
St. Luke’s Episcopal Church
Bartlesville, OK 74003

Note:  Every sponsored family is different.  No one set plan works for everyone.  The keys are in developing personal relationships between family and team members and having a clear, but flexible plan.  In all things, lead with love.

1. The Necessity of Prayer
a. Pray for each member of the family by name every day.
b. Pray with the family if they are willing
c. Involve the whole parish in praying for each family.

2. Develop a Partnership
Families who come to us will have lost almost everything – including independence and the freedom to make decisions for themselves.  We must respect the dignity of each person and include them in making decisions in every aspect of the sponsorship – while expecting them to respect our efforts and the boundaries we set.  The goal of the partnership is help them reestablish their lives and be independent again whether it takes three months or a year or more.

3. Boundaries and Expectations
a. Everything supplied in the house/apartment will belong to the church until the partnership is fulfilled and the family is ready to be completely independent.  When the team believes the time is right, everything will be given to the family whether they stay or move.
b. The family will make a good-faith effort toward becoming independent step by step by working with the team.
c. The team reserves the right to terminate the partnership if there is reason to believe there has been criminal or other kinds of inappropriate behavior.
d. The family will need to keep the team informed of needs, plans and finances in order to maintain a working relationship.

4. Team Organization 

a. Each team should have a team leader and assistant team leader.
b. While everyone should meet the family, be careful not to overwhelm them.  The larger group should only meet for social and encouragement purposes.
c. A smaller group, no more than five, will need to work directly with the family to determine needs and develop plans.  The rest of the team can be kept informed of needs so they can help with the networking.
d. Initially, there should be personal, on-site conversations every day.  As stability is achieved, home visits may be reduced and phone contact increased.
e. Someone should be “on call” every day in case of emergencies – preferably the same person.  The family should also have Fr. Stephens’ number (397-3683) and Mike Fleming’s number (214-3577) for emergencies.
f. Progress notes should be kept by the team leader and shared by email with members of the team, Mike Fleming and Fr. Stephens.
g. The team may want to meet periodically and talk about the progress, needs and concerns.

5. Background and Needs Assessment
a. Background information will help in the planning for the future.  Learn as much as possible about where they lived, extended family, previous employment, church, education, driver’s license, etc.  Simply ask them to help you to know them.
b. Ask them how they got to us.  Share something of their story before, during and since the storm.  Be patient and let them tell you what they are ready to share.
c. Does the family anticipate staying in Bartlesville or moving somewhere else in the future?  They may not know at this point and does not determine how we help.
d. Develop the needs assessment in terms of immediate, short term and future.  Much of this will fall in the categories below.
e. Part of the needs assessment will be with a representative of the Red Cross who will not only help with health issues, but possible financial assistance through the Red Cross, FEMA, DHS and others.

Possible Areas of Need
Listed below are possible areas of need, which can be anticipated because families will come to us with almost nothing.  Some needs can only be determined as we get to know the family – such as health and education needs.

1. Housing
Initially, the families will stay in a local hotel while we prepare the proper house or apartment for them.  The hotel will also give them a safe place to be and rest.  This will also be the context for the needs assessment.  Currently, we plan to put them up in the Weston Inn, Best Western, on Washington for as many nights as needed while their house or apartment is completed.  We will cover the special rate of $35 a night.

As quickly as possible, the family will be moved to an appropriate rental house or apartment.  We are prepared to pay the rent and utilities for the two months (this is budgeted at $700 a month for each family).  However, FEMA has indicated that the evacuees will get $600 a month for rent.  Landlords are being asked to provide an additional discount on the rent or provide a month free for the family.  What we will pay in the coming weeks and months will be determined by working with the family.

The families will sign their own lease (month by month or six months).  The church will guarantee the rent.  The house will be completely furnished and the furnishings will eventually be given to the family at no cost.  Resource persons include Cindy Brumley and Lisa Beeman – the list is growing.

2. Furniture
Teams must begin immediately to collect and store furniture including beds, sofas, chairs, dining room table and chairs, washer & dryer, etc.  There should be a TV for every family.  Some may need a computer for the children and/or the parents.  Everything will be stored in a warehouse on 2nd Street until the house is secured.

3. Household Items
Everything needed for a family to have a home and maintain it must be donated – linens, dishes, lamps, etc.  Requests for these items and furniture can be made through the team, Steeple and community.  Tax receipts to validate the gifts should be available for furniture and household items.

4. Finances
Does the family have financial resources?  Were they on public assistance?  What kind of work did they do?  What kind of financial storm assistance is available – such as FEMA?  In time it will be important to open bank accounts and develop a budget.  Financial assistance promised seems to be changing daily.  If the family is receives a FEMA voucher, the money could be put into savings for their future while we provide for all their needs.  The team finances will come from personal donations to the Sponsorship Fund and reserve Outreach funds.

5.  Health Histories and Concerns
Are there health issues, past and present?  What about medicines?  Does anyone need to see a doctor or dentist?  Have the children had their inoculations?  Resource persons include:  Kelli Bradshaw; Susie Clark; Dr. Scott Williams; Dr. Dean Zervas; Dr. Sperry Zervas; Dr. David Hall; and the Jane Phillips Emergency Room.  Other doctors can be contacted as needed, especially pediatrician, Dr. Ray Harris.

5. Counseling
Some people may have been in counseling or needed it before the tragedy.  Others who have been traumatized by the experiences during and following Katrina will need help – as they are ready.  Patricia Legatski, Dr. Sharon Braden and counselors at Samaritan Counseling are available.

6. Clothes
The parish will pay for two sets of new clothes for each member of the family.  Sufficient shoes, socks and undergarments will also be purchased.  Additional clothes will be provided through donated clothes at various organizations in town such as the Bargain Box (see Melinda Wesneski and Mary Ramzel).  MaryMartha Outreach is another resource.

7. Food
All food will be provided by the team/church for at least two months.  Food may be collected by the parish.  However, every victim of Katrina automatically qualifies for  Food Stamps.  The Agape Mission is available six days a week.  First Nazarene Church has the Angel Food Program.  Meals could be provided by members of the team.  The first week, meals will be provided in Metcalf Hall for all the families and representatives of each team.  This will help build relationships and assess needs.

8. Education
Are there school-age children?  As soon as residence has been established, the children need to be enrolled in school.  Check to see if we have teachers and children from the church in that school.  Do the children have special school needs such as supplies and tutoring.

9. Transportation
This will be one of the more challenging needs until the family has a car.  Often cars will be donated if the need is known.  Team members will need to work together in getting family members around town – the more involved the easier it will be.  City Ride is also a resource, which should be used.  Eventually, cars will be available and given to the families – a driver’s license and insurance will be required.

10. Child Care
This should be a part of the needs assessment.  However, the need may arise later because of employment or some event.  CONCERN Learning Center is a resource.

11. Employment
Did the adults work before the storm?  What did they do and what would they like to do?  Do they plan to settle in Bartlesville?  When the information is known, the networking can begin in the community.

12. Church
Is this a church family?  What is their preference?  Be sure they understand they would be welcomed at St. Luke’s.  We will help them attend the church of their choice.  The options are many.

13. Pets
No set policy.  Use good sense.

14. Conclusion
The sponsorship will come to an end when the family is completely independent and no longer needs the help of the team and parish.  Friendships and encouragement will continue, but in different way.  At this point, everything will in the house and the car will belong to the family.  If a family chooses to move to another city, we will try to help them make the transition.