Phoenix Foundations resident agreement and operating forms

Prepared September 25, 2026. Use with the adopted Master Policies and completed opening release. No site is currently selected. Blank site, authority, contact and approval fields must be completed before use. The agreement and annexes require site-specific legal review before residents sign. Forms document decisions; they do not substitute for required approvals or legal notices.

R1 Resident agreement

Phoenix Foundations and the resident named below agree to the following terms for the accommodation described in R2. Phoenix provides communal housing, ordinary food, agreed utilities and non-clinical support. It does not provide medical treatment or control the resident's medication. This agreement does not waive tenant, disability, privacy, wage, or other rights under applicable law. The parties will use legally required notice and possession procedures regardless of the name given to the program.

Resident legal name: ____________________________________

Preferred name and communication/access needs: ____________________________________

Phoenix authorized representative and authority record: ____________________________________

Actual residence address, room/bed and private/shared status: ____________________________________

Move-in date: __________ Monthly fee due date: first day of the month unless written here: __________

Fee and services. The charge is $400 per resident per calendar month, including the accommodation, food, utilities, trash and amenities specified in R2. There is no deposit, application fee, late fee, required testing charge, or required activity fee. Partial months are prorated by actual occupied days divided by the number of calendar days in that month. Phoenix gives receipts and an itemized account. Optional outside purchases are the resident's choice. Partner payments do not increase this charge; changes require lawful notice and any required agreement. Staff do not take benefit cards, PINs, passwords, or automatic wage deductions.

If payment is difficult, ask for assistance or a written plan. Phoenix will consider a reasonable plan and available support. Nonpayment is handled through written communication and lawful procedures, not a lockout or denial of food. On the end of possession, Phoenix returns undisputed unused prepaid fees within 14 calendar days or earlier if required by law. Any balance dispute is explained separately in writing. No penalty is charged for filing a complaint or declining optional work.

Duration and departure. The planned arrangement continues month to month with no fixed maximum program stay. Counsel must confirm this structure and the site-specific notice annex before use. Phoenix holds a supportive goals review around every 90 days; the review is not an automatic end of occupancy. The resident may physically leave at any time. Notify Phoenix promptly so fees and possession can be reconciled. Key return is arranged at voluntary surrender or lawful recovery of possession. A hospital stay, complaint, or emergency transfer does not alone establish abandonment. Phoenix does not charge future unoccupied months after voluntary surrender under this agreement, subject to legal review of the final site terms.

Conduct. Treat people respectfully. No violence, credible threats, theft, deliberate damage, sexual assault, harassment, dealing, retaliation, or intimidation. No alcohol consumption or use of prohibited non-prescribed substances on Phoenix-controlled property or vehicles, including marijuana. Prescribed medication taken as directed is permitted, including medication for opioid use disorder. Residents keep custody of medication and use the secure storage arrangement in R2. No firearms or weapons except authorized emergency responders or exceptions required by law. Ordinary kitchen/work tools are used safely for their intended purposes. Do not enter another person's room without permission or record anyone in bedrooms or bathrooms.

Share reasonable household chores with accommodations as needed. Agree on practical personal goals suited to health and circumstances. Employment, religious activities, program jobs, and training are not mandatory conditions of housing. Visitors, smoking, quiet hours, parking and food arrangements are stated in R2. Report urgent hazards and call for help during an emergency. Good-faith requests for emergency help will not be punished by Phoenix.

Testing. Phoenix may use only a legally reviewed testing protocol disclosed in R3 before testing begins. Phoenix pays for required tests. A preliminary positive is not a final violation. A qualified reviewer privately considers medication explanations and confirms disputed or consequential results. THC-only results alone do not end housing. Other results, refusal, or suspected on-site use receive an individual review and opportunity to respond, with accommodations and safety considered. No force, automatic expulsion, or delay of emergency care is authorized.

Work and future purchases. Ordinary shared household chores are unpaid communal tasks, adjusted as needed. Optional productive work beyond those tasks uses a separate work agreement and lawful monetary pay; the initial planning rate is at least $16/hour, subject to higher required rates and overtime. Refusing that work does not cost the room. No new $18/hour purchase credit is offered instead of wages. Previously earned pay or credits, if any, must be separately reconciled and lawfully resolved. A home, car, financing or assistance award is not promised by this agreement. Any future purchase has its own approved terms and funding.

Privacy and room access. Phoenix restricts access to resident records, explains information-sharing practices in R4, and accepts requests to inspect/correct records subject to applicable rules. Optional releases and publicity permissions are separate. Staff knock and ordinarily provide at least 24 hours' notice for routine inspections or repairs as an internal policy, unless the resident agrees to earlier entry or law provides otherwise. Enter without advance notice only for an actual emergency or another lawful, documented basis approved under the site procedure. Suspected rule-breaking alone does not authorize an unrestricted search. Document who entered, why and when. Do not use cameras in bedrooms or bathrooms. Any proposed common-area camera system requires a separate privacy review and notice; none is authorized by this packet.

Complaints and accommodations. Ask any staff member orally or in writing for an accommodation, payment plan, correction or complaint review. Staff will help document it. Phoenix acknowledges complaints within two business days, answers ordinarily within seven calendar days, and provides an uninvolved reviewer for an appeal within ten calendar days. Urgent matters are handled sooner. No retaliation. Internal review does not replace court rights or extend external deadlines. Contacts and accessible methods must be filled in R2 before signing.

Ending occupancy. Routine concerns normally receive an explanation, an opportunity to respond, reasonable correction and a written warning if needed. Serious concerns can lead directly to safety response and lawful notice, but never a self-help eviction. Phoenix will not remove possessions, cut services, withhold medication access, change locks, or use force to recover possession. Phoenix uses the completed counsel-approved notice annex and any required court process. A referral does not guarantee another bed. The resident may seek advice or contact authorities at any time.

Changes and signatures. Signed R2 and any approved R3 annex are part of this agreement. The internal Master Policies do not silently reduce the resident's enforceable rights. Changes are explained in an accessible form and follow required notice and consent. No blank fee, address, notice process, or complaint contact may be filled in after signature without proper agreement. Signing confirms receipt and discussion, not a waiver of legal rights.

Resident signature/date: ____________________________________

Phoenix signature/date: ____________________________________

Interpreter/reader or requested assistance, if used: ____________________________________

Copies provided to resident on: __________ Version and all annexes provided: ____________________

R2 Site schedule and move-in checklist

Complete for the actual property and each resident. The mailing address from the earlier packet must not be entered as the residence without evidence.

Site address and emergency access directions: ____________________________________

Owner and Phoenix purchase/lease authority reference: ____________________________________

Approved capacity and approval reference/date: ____________________________________

Room/bed, sharing arrangement, accessibility features: ____________________________________

Food arrangements, meal times, dietary accommodations and safe storage: ____________________________________

Utilities and amenities included: ____________________________________

Transport availability and limits, if any: ____________________________________

Staffed hours, overnight/on-call coverage, primary and backup numbers: ____________________________________

Operator name and accessible complaint method: ____________________________________

Independent reviewer name and contact: ____________________________________

Records custodian name and contact: ____________________________________

Emergency assembly location and individual evacuation support: ____________________________________

Quiet hours default to 10 p.m.–7 a.m. Visitor hours default to 10 a.m.–8 p.m.; overnight guests require written permission consistent with capacity and law. Requests concerning children, family contact, assistance animals or disability receive individual review. No blanket family or sex restriction is activated by this schedule. Approved site-specific restrictions and legal basis, if any: ____________________________________

Smoking/vaping default: outside only in a marked place compliant with local/fire rules; no smoking indoors or near oxygen, fuels, doors or air intakes. Exact approved area: ____________________________________

Pets require approval. Assistance-animal requests are considered under applicable law and are not treated as ordinary pet applications. Approved arrangement: ____________________________________

Parking, key issue/return, shared kitchen access and medication storage arrangements: ____________________________________

Before keys, check and date each item: opening release verified; room condition recorded with resident; fire exits shown; emergency contacts explained; food and privacy arrangements explained; agreement and annex copies given; accommodation requests recorded; fee/proration and receipt explained; testing status disclosed; complaint contact usable; no optional work or publicity consent required.

Resident initials/date: __________ Staff initials/date: __________

R3 Testing protocol and lawful notice annex

These are activation records. Testing and formal termination notices cannot begin using incomplete sections.

Testing activation. Provider/reviewer and qualifications: __________. Legal review reference/date: __________. Insurer acknowledgment: __________. Approved panel and prohibited substances, with prescription exception: __________. Collection method and location: __________. Random-selection method/frequency or suspicion criteria: __________. Consent and accessible explanation: __________. Specimen identity, handling and custody protocol reference: __________. Laboratory confirmation process and turnaround: __________. Resident challenge and medication-review contact: __________. Phoenix payment method: __________. Result access, retention and disclosure limits: __________. Alternative collection/accommodation process: __________. Board activation date: __________.

No preliminary result, THC-only result, refusal, or prescription disclosure produces automatic same-day loss of housing. Emergency response is independent of testing. A resident receives the protocol and applicable consent form before collection. Consent does not waive the right to dispute the result or invoke legal protections.

Notice and possession activation. Actual housing classification and counsel's written basis: __________. Governing law and site/funding requirements reviewed: __________. Approved notice templates by ground and legal reference: __________. Required notice periods and calculation method: __________. Service method and proof-of-service form: __________. Hearing/court procedure and authorized counsel: __________. Appeals, accommodations and urgent protective orders: __________. Property retrieval/abandonment process: __________. Refund/account procedure: __________. Counsel name/date: __________. Board acceptance reference/date: __________.

An internal conduct form is not an eviction notice. If this annex is incomplete, escalate to counsel; staff may still call emergency services and take lawful immediate safety measures.

R4 Resident privacy notice and specific release

Phoenix collects contact, housing, payment and support information needed to operate the residence. Testing, accommodation and payroll information is kept separately with narrower access. Staff access only what their role needs. Phoenix does not sell resident information or use stories, photos or records for publicity or AI services by default. The custodian handles lawful requests, required reporting and emergency disclosures using the minimum appropriate information. Ask the custodian named in R2 to inspect/correct records or report a privacy concern. Retention follows the adopted schedule and any longer legal, funding, insurance or dispute requirement.

Optional partner release, one purpose/recipient or a specifically listed group per form:

Resident: __________ Recipient organization and contact: __________

Exact information authorized: ____________________________________

Purpose and direction of sharing (send/receive/both): ____________________________________

Expiration date or defined event: __________ Approved secure method: __________

Information expressly excluded: ____________________________________

I may decline optional sharing without losing housing, subject to separately explained lawful requirements. I may revoke this release through the custodian; revocation affects future sharing and cannot undo disclosures already made in reliance on it. Phoenix will explain limits on redisclosure and use. This general release is not a substitute for a HIPAA or 42 CFR Part 2 authorization when one is required; the custodian must use a compliant form for that information.

Resident signature/date: __________ Staff explanation/date: __________

Revocation received/date and action: ____________________________________

Disclosure log: date; recipient; exact information; purpose; release or other legal basis; sender; method; follow-up. Keep in the restricted record, never on a public clipboard.

F1 Intake and admission decision

Application ID/date: __________ Preferred contact/access method: __________

Name and adult-status verification (avoid ID copies unless necessary): __________

Emergency contact and permitted contact circumstances: __________

What housing/support is requested: ____________________________________

Immediate emergency need and response, if any: ____________________________________

Services Phoenix can provide at this site: ____________________________________

Accommodation request and separate confidential file reference, if any: __________

Payment or assistance plan: ____________________________________

Vacancy and approved room/capacity checked by/date: __________

Decision: admit / wait list / refer / decline pending information.

Objective reason and alternatives considered: ____________________________________

Notice given in accessible form/date: __________ Review contact given: __________

Referral recipient, consent basis and acceptance status, if any: __________

Interviewer/date: __________ Second review where required: __________

Do not request unnecessary diagnoses, immigration information, benefit-card credentials, or a Social Security number for routine intake. A referral or disability is not itself a reason for denial.

F2 Accommodation or payment plan

Resident/ID and date requested: __________ Oral/written/representative request: __________

Requested change or payment difficulty in the resident's words: ____________________________________

Immediate interim arrangement: ____________________________________

Necessary supporting information requested and why: ____________________________________

Options discussed and resident preference: ____________________________________

Decision, reasons, start/review dates and responsible person: ____________________________________

For payment plans: balance verified; due dates/amounts; assistance source; receipt method; review date; no new fee unless lawfully authorized. For accommodations: keep diagnosis/evidence in the separate restricted file and give other staff only implementation instructions.

Resident copy/date: __________ Appeal contact: __________ Staff signature/date: __________

F3 Conduct concern and correction record

Resident/ID: __________ Date/time/location: __________ Reporter: __________

Observed facts and witnesses (distinguish allegation from finding): ____________________________________

Exact rule and policy version: __________ Resident response: ____________________________________

Emergency action, if any: ____________________________________

Accommodation or medication-related review needed: __________

Correction/support offered and reasonable deadline: ____________________________________

Decision: discussion / written warning / further investigation / refer for lawful notice review.

Follow-up date, result and reviewer: ____________________________________

Resident received copy/date/method: __________ Signature or documented refusal: __________

Staff signature/date: __________ Independent review if conflicted: __________

This record does not demand immediate departure, authorize lockout, or replace a legal notice.

F4 Grievance and independent review

Resident/ID, date and preferred response method: __________

Complaint and requested resolution: ____________________________________

Person complained about and conflicts screened: __________

Urgency and interim protection: ____________________________________

Acknowledgment date (within two business days): __________

Investigator and evidence considered: ____________________________________

Initial written decision/date (ordinarily within seven calendar days): ____________________________________

Appeal requested/date: __________ Uninvolved reviewer/contact: __________

Appeal decision/date (within ten calendar days of receipt): ____________________________________

Resident copy provided/date: __________ Corrective actions/owner/deadline: __________

No retaliation. Provide help recording an oral complaint. Document legally necessary departures from ordinary timelines and tell the resident; do not let an internal form obscure a court or reporting deadline.

F5 Incident emergency and corrective action record

Incident ID/date/time/site: __________ Reporter and role: __________

Facts observed, people affected and immediate danger: ____________________________________

911 called/time/responding service or other response: ____________________________________

Aid within training, transport and receiving service if known: ____________________________________

Notifications with time, recipient and legal/consent basis: ____________________________________

Witnesses and secure evidence location: ____________________________________

Immediate protective measures and resident property/medication access: ____________________________________

Required insurer/agency reports, actual deadline and responsible person: __________

Independent review/date: __________ Corrective action/owner/due date: __________

Closure evidence/date: __________ Litigation/retention hold considered: __________

Record facts without speculative diagnoses. Separate emergency help from discipline and do not attach a complete medical record without a need and lawful basis.

F6 Departure and account reconciliation

Resident/ID: __________ Departure type: voluntary / approved transfer / lawful recovery / other legally reviewed basis.

Voluntary surrender confirmation or legal process reference: ____________________________________

Notice/service/court records where applicable: __________ Actual possession-end date: __________

Keys and property returned or lawful retrieval arrangement: ____________________________________

Fee period, occupied days, daily proration and payments: ____________________________________

Undisputed refund amount/date/method: __________ Disputed balance and explanation: __________

Earned wages and existing work-credit review reference (separate from fees): __________

Referral options offered; consent; receiving acceptance; transport arrangement: ____________________________________

Forwarding/contact method voluntarily provided: __________

Staff/date: __________ Resident copy/date: __________ Record access/retention action: __________

Do not label temporary absence as abandonment without legal review. Do not hold pay, medication, identification, or personal property to collect a housing balance.

F7 Optional work agreement time record and existing credit review

New work authorization. Worker: __________. Employer identity: __________. Job and actual duties: __________. Supervisor: __________. Start/end and workweek: __________. Classification review reference: __________. Monetary hourly rate (at least $16 unless higher required): __________. Overtime and other applicable pay terms: __________. Pay frequency/payday and authorized payment method: __________. Payroll/insurance setup verified: __________. Training, tools, protective equipment and restrictions: __________. Funding/budget approval: __________. Signatures/date: __________.

Participation is optional and independent of housing. No automatic rent deduction, unpaid productive trial shift, or purchase credit instead of wages. Record and pay all compensable time; supervision approval is not a reason to erase time actually worked. Do not promise continued paid hours if funding is unavailable, but honor all earned obligations.

Worker confirmation/date: __________. Payroll record separately shows regular/overtime hours, rates, gross pay, lawful deductions, net pay and payment date. Corrections preserve the original entry and reason.

Existing pay/credit reconciliation. Person: __________. Period: __________. Original elections/stubs retained at: __________. Hours/rates reconstructed: __________. Claimed credit/pay: __________. Agreed and disputed amounts: __________. Counsel/payroll review: __________. Funded settlement or continuing obligation: __________. Payment dates: __________. Independent approval: __________. Resident copy: __________. No balance is erased by adoption of these documents. Do not ask for a rights release using this form.

F8 Staffing roster and daily handover

Weekly schedule approved by/date: __________. State on-site hours and on-call hours separately. Record handover: date/shift; responsible staff; known occupancy; urgent safety/maintenance; food needs; open actions; next contact. Refer to confidential records by ID rather than including private histories. Coverage failure escalation and temporary admissions pause: __________.

Staff/instructor acknowledgment: I received the current policies, know my supervisor and limits, will follow resident-rights, confidentiality and boundary rules, and will report safety concerns. Name/role/signature/date: __________. This acknowledgment does not determine employment status or waive wage rights. Separate paid or volunteer terms are required.

F9 Emergency wall sheet

Complete and verify before posting. Call 911 for an immediate emergency.

Phoenix residence address: ____________________________________

Entrance/access directions for responders: ____________________________________

Primary staff phone: __________ Backup staff phone: __________

Fire assembly place: ____________________________________

Accessible evacuation assistance plan/location: ____________________________________

Naloxone location and product instructions: ____________________________________

First-aid kit and AED location if present: ____________________________________

Verified nearest appropriate emergency department/name/address: ____________________________________

Verified non-emergency crisis and poison-information resources: ____________________________________

For suspected overdose or abnormal breathing: call 911, follow dispatcher instructions, use naloxone according to product instructions and training, give CPR/AED assistance within training and dispatcher direction, and stay until responders take over. Do not delay care for a test or discipline.

For fire: evacuate by a safe route, call 911, meet at the assembly place, account for people, and do not reenter until responders authorize it. For violence: avoid confrontation, move others to safety where possible, and call 911. Do not restrain or confine beyond lawful authority.

Verified by/date: __________ Next check date: __________

Do not post resident diagnoses, medication lists, or private contact details on this sheet.

F10 Maintenance food and safety log

Date/shift/site and staff: __________. Exits and fire equipment check: __________. Utilities, sanitation and hazards: __________. Food availability, safe storage and dietary needs checked without public medical details: __________. Naloxone expiry/stock/access check when due: __________. Vehicle/equipment status if used: __________. Defect and immediate protection: __________. Work order, owner and deadline: __________. Completion and verification: __________. Required inspections/drills and evidence reference: __________.

No cold plunge, hazardous training or uninsured vehicle activity is authorized by a check mark on this log. Follow the applicable approval records.

F11 Partner verification and referral record

Organization/service: __________. Contact name/phone and verified date: __________. Service area, eligibility and hours: __________. Current intake and availability-check method: __________. Accessibility, fees and transport limits: __________. Agreement/MOU if any: __________. Verification owner/next date: __________.

For a specific referral: resident ID; request; consent/release or other basis; minimum information shared; contacted service/time; acceptance or unconfirmed status; resident choice; transport plan; follow-up. Do not describe a service as a committed partner until it agrees. A directory entry is not a reserved bed.

F12 Finance approval and monthly review

Payment/commitment request: purpose; vendor/payee; amount; budget line; funding restriction; invoice/receipt; conflict disclosure; requester; independent approvers and dates; payment reference. Two approvers are required for $1,000 or more, related-party payments, restricted/capital transfers and new contracts under the Master Policies. The requester does not approve their own reimbursement.

Monthly review: bank reconciliations; resident receipts/refunds; payroll and unpaid obligations; donor/contract restrictions; capital commitments; existing credit claims; actual-versus-budget explanation; current 12-month cash forecast; unrestricted reserve; collection risk; approvals and corrective actions. Reviewer/date: __________. Board receipt/date: __________. Unknown information remains pending, not zero or complete.

F13 Privacy incident and record disposition

Incident/report time and custodian: __________. Systems/files/people possibly affected: __________. Immediate containment and preserved evidence: __________. Access revoked or corrected: __________. Counsel/insurer engaged/time: __________. Applicable notification duties and deadlines assessed by: __________. Notifications and reasons: __________. Remediation and verification: __________. Closure and retention hold: __________.

For ordinary records disposal: category; date range; governing retention schedule; funding/insurer requirements checked; dispute/hold check; independent authorization; destruction method/date; person verifying. No routine deletion during an investigation or legal hold.

F14 Future asset transaction and assistance record

Inactive until the separately approved program is funded. Record applicant's charitable eligibility, objective selection, affordability, accommodations and conflicts. Document asset identifier/title, inspections, cost receipts and approved cost categories, valuation, required licenses/disclosures, insurance, transaction terms and legal review.

Documented eligible cost: $__________. Ten percent: $__________. Gross price: $__________. Approved funded assistance: $__________. Buyer/financing proceeds: $__________. Confirm gross price equals funded assistance plus buyer/financing proceeds. Identify the assistance funding source and permission; do not count an unfunded credit as cash. Record capital restoration and next-unit contribution actually received. Existing wage/credit claims are reconciled separately with counsel and payroll.

Disinterested approval and date: __________. Closing agent/contract/date: __________. Title delivered and cash reconciled: __________. No promise or signature on this worksheet substitutes for the purchase/financing documents.

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