Rally Point — Comprehensive Project Proposal

Purpose-built place to regroup, get coordinated, and move forward

 Operator: IHARC (County-supported purchase-of-service; not County-run)
Site: 600 William Street – Northumberland Paramedic Headquarters, Cobourg
Structure: Single MGPTS (Modular General Purpose Tent System) with internal partitions
Go-Live Target: ≤ 15 days from approval

1. Executive Summary — The Decision

Approve Rally Point: an IHARC-run, County-supported overnight recovery-navigation site at 600 William Street (Paramedic Headquarters, Cobourg) that transforms the old warming-room model into a modern, data-driven humanitarian response system.

Rally Point uses a military-grade MGPTS Type III modular shelter—the same expeditionary structure used worldwide by humanitarian and disaster-response agencies—and a live public dashboard that tracks outcomes and neighbourhood impacts in real time. It’s transparent, relocatable, and built for measurable progress rather than nightly maintenance.

This is not a trailer park or a temporary hall rental. The MGPTS system is engineered for mobility and resilience—it can be deployed or removed within hours, leaving no permanent footprint. It’s the same modular design used by global aid organizations and defence agencies for emergency field hospitals, refugee housing, and disaster relief camps because it’s reliable, reconfigurable, and proven under extreme conditions.

Why it stands apart:

• One accountable operator (IHARC): single leadership, clear nightly structure, and public transparency.
  
• Globally proven infrastructure: the MGPTS Type III (36′ × 18′, 648 sq ft) sets up in under 40 minutes, withstands 55 mph winds and 10 lb/ft² snow loads, and includes environmental-control ports for heating or AC. Designed for easy teardown and relocation, it can be redeployed anywhere within the County if needs shift.
  
• Live transparency: the public Outcomes Dashboard replaces monthly reporting—admissions, appointments kept, attendance, hotline metrics, and perimeter sweeps are visible to Council and residents at any time.
  
• Professional staffing: each night pairs a K9-trained security guard with an IHARC outreach worker, ensuring predictable enforcement, de-escalation expertise, and a consistent “hospital-tonight?” recovery pathway.
  
• Nutrition and engagement: hot, sealed MRE meals replace the coffee-and-snacks model—safe, shelf-stable, and timed to engagement moments so every night moves people toward stability.
  
• Technology backbone: IHARC’s S.T.E.V.I. platform automates check-ins, appointments, and weather-alert protocols, creating a live, accountable workflow from intake to outcomes.
  

Budget & readiness: Fully within the County’s ≈ $400 000 envelope, $268 000–$280 000 total, using hardware IHARC already owns. With approval, Rally Point can be operational in 15 days—fenced, powered, staffed, and live on the public dashboard.

In short: Rally Point is the only ready, in-Cobourg, relocatable, and storm-resilient solution that combines globally proven humanitarian infrastructure with real-time accountability and a clear path from crisis to recovery—all within the existing County budget.

2. The Concept — Why “Rally Point”

A rally point is where people regroup, re-orient, and plan their next move.
That symbolism matches IHARC’s model: safe overnight recovery navigation that helps individuals plan their next steps toward housing, income, or treatment—while giving Council and residents live visibility into progress and impacts.

3. How It Works

Rally Point operates as a tightly structured, technology-supported overnight program that transforms sheltering hours into active progress time. Every element of the design—from the physical layout to the digital systems—serves the goal of stability, safety, and measurable advancement.

Single MGPTS Modular Shelter — Zoned for Function and Control

The MGPTS Type III Medium provides 648 sq. ft. of open interior space with no center poles, allowing clear sightlines and efficient supervision. The interior is divided into well-defined operational zones:

1. Controlled Entry & Bag-Check Vestibule

• Consent-based entry: individuals voluntarily check bags with staff oversight and metal-detection wands if needed.
• Weapons and open-drug-use items are prohibited, ensuring safety for guests and staff alike.
• The vestibule is visually separated from the main area, maintaining privacy while preventing sidewalk lineups.
  

2. Intake & Navigation Bay

• This is the “nerve center” of the operation. Every guest completes a short intake using IHARC’s digital kiosk.
• Staff confirm existing service connections, issue or update a QR Care Card, and record that night’s options.
• The Navigator Console then allows the outreach worker to book appointments, complete ID forms, or initiate the “hospital tonight?” workflow.
  

3. Resting & Recovery Zone

• Designed for calm and stability, this area provides chairs or mats depending on local bylaw direction.
• Guests can rest safely in a quiet environment without fear of theft, eviction, or harassment.
• The physical separation of zones minimizes noise and disruption, keeping the atmosphere steady and predictable.
  

4. Nurse / Privacy Nook
   

• A small, partitioned space for basic medical checks, paramedic consultations, or crisis de-escalation.
• No medication is dispensed on-site, but the space allows private triage before hospital referrals.
• In practice, this area often doubles as a confidential meeting spot for service navigation or intake with caseworkers.
  

5. Staff Station & Command Desk
   

• Centrally located for full visibility of the site, equipped with radios, cameras, and dashboard monitors.
• Houses the live Operations Board, where nightly metrics update automatically from IHARC’s S.T.E.V.I. system.
• Staff can see hotline tickets, complaint status, weather alerts, and attendance figures in real time.
  

6. MRE Meal Service & Engagement Zone
   

• A ventilated section where Meals Ready-to-Eat (MREs) are warmed using flameless heaters.
• Meal windows are structured (e.g., 7:30–8:30 p.m. and 10:30–11:00 p.m.), turning dinner time into an engagement opportunity—paperwork and intake are done while meals heat.
• After meals, guests can access coffee or tea service before returning to the resting zone.
  

Behavioural Framework — Predictable, Consistent, Fair

• No-Use Perimeter: clearly posted signage, verbal reminders, and consistent enforcement by trained staff.
• Consent-Based Checks: no coercive searches; guests voluntarily agree to bag checks as part of entry, reinforcing dignity while maintaining safety.
• Procedural Justice: identical rules and consequences apply to every guest—ensuring fairness and avoiding the inconsistent enforcement that caused friction in past programs.
  

The Nightly Workflow — Turning Time Into Outcomes

Every night follows a consistent and transparent process:

1. Intake and Check-In: guests scan their QR Care Card or register a new one at the kiosk.
2. Consent & Conduct Agreement: staff review expectations and confirm understanding.
3. Engagement Offer: the standardized “Would you like to go to the hospital tonight?” prompt initiates immediate or next-day referral if accepted.
4. Meal and Documentation: while MREs warm, staff complete ID, income, or appointment tasks.
5. Monitoring and Support: outreach worker conducts quiet rounds; guard maintains perimeter presence.
6. Early-Morning Transition: guests leaving for appointments receive hot beverages and reminders; the site resets for the next cycle.
   

Workstations for Advancement — Building Capacity Overnight

2 ruggedized computer stations extend the navigation process into self-driven learning. Examples include:

• ID recovery portals (ServiceOntario, birth certificate requests).
  
• Resume and employment applications (pre-loaded templates and internet access).
  
• Free online micro-courses (Google, Coursera, LinkedIn Learning).
  
• Government e-forms for income assistance or housing applications.
  

Progress from these workstations is tracked through the same QR Care Card system, so Council can see—not just that people stayed—but what they achieved while there.

Always-On Transparency — The Live Dashboard

• All operational and neighbourhood metrics feed automatically into the public Rally Point Dashboard—visible on IHARC’s website.
  
• Updates include:
  

• Admissions to treatment and median time-to-admission.
• Appointments booked and completed.
• Attendance trends and engagement counts.
• Hotline response times and perimeter sweep confirmations.
• Complaint closures and real-time neighbour metrics.
  

• No static monthly reports. Every data point updates live or at 10 a.m. daily, creating permanent transparency for Council, residents, and partner agencies.
  

Outcome

By combining a globally recognized modular shelter, a disciplined nightly routine, and a live technology backbone, Rally Point turns what was once idle sheltering time into an active, accountable process of recovery and reintegration—measurable every single day.

4. The Technology Stack — Live Transparency

IHARC’s S.T.E.V.I. platform (Supportive Technology to Enable Vulnerable Individuals) powers real-time accountability for the proposed warming hub. The system is already field-tested, PHIPA-compliant, and built on live infrastructure—not spreadsheets or nightly syncs. Every check-in, complaint, weather alert, or safety action becomes visible the moment it happens.

The result: Council and residents see exactly what’s happening, as it happens.

Core Modules

1. Intake Kiosk + QR Care Card
 Guests complete a 60-second digital intake that prints a QR Care Card linking to their appointments, consents, and progress ring. The kiosk updates the central database instantly, so occupancy and engagement stats appear live on the public dashboard rather than waiting for an end-of-night tally.

2. Navigator Console
 Staff use a live booking dashboard to arrange hospital escorts, clinic slots, and next-day appointments. Completion of any action—escort confirmed, appointment kept—immediately updates the performance dashboard and the individual’s Care Card record.

3. Rules Engine — Policy as Code
 All behavioural and access decisions are governed by a coded policy engine that enforces consistency. Each decision posts a timestamped log entry to both the internal console and the client portal. No human-only discretion; no opaque bans—everything is auditable and visible in real time.

4. Neighbour Portal + Hotline
 A live-answer hotline (target 80 percent of calls answered within 20 seconds) is tied directly to a public portal. When a call or complaint is received, a visible ticket opens on the dashboard showing status, response time, and resolution note once closed—typically within five minutes for first action.

5. Outcomes Dashboard (Live Mode)
 Instead of static daily reports, S.T.E.V.I. maintains a streaming dashboard that refreshes automatically as new data enters the system.
Metrics include:
• Admissions to treatment and median time-to-admission
• Appointments booked and completed
• Attendance and capacity in real time
• EMS/police call counts within 500 m
• Hotline tickets and resolution times
• Perimeter sweep status and neighbourhood metrics

This live feed draws from the same back-end database used by IHARC’s field teams, ensuring Council and residents see exactly what staff see—updated every few seconds.

6. Storm Mode Automation
 Linked to Environment and Climate Change Canada alerts, “Storm Mode” engages automatically. It pauses expulsions, extends hours, and issues live notifications on the dashboard and hotline greeting so the public instantly knows the service is in extreme-weather mode.

Why Live Matters

• Trust through immediacy: Residents can verify that hotline complaints or sweeps are actioned, not merely promised.
• Operational safety: Managers see surges, incidents, or weather activations as they occur, allowing immediate adjustments.
• Policy compliance: The County report emphasizes predictable, in-Cobourg service delivery; live metrics make that predictability observable.
• Future-proofing: The infrastructure is already in production for other IHARC programs—no new capital investment required.

The Outcome

Instead of a hidden logbook, Cobourg gains a living public dashboard: one transparent window into nightly admissions, safety metrics, and neighbour impacts. It turns a warming hub from an after-action report into an always-on accountability system—proof that a community-based model can be both compassionate and data-driven.

5. Why This Succeeds Where Previous Warming Rooms Failed

The County’s own analysis—and extensive community feedback—shows that previous warming hubs, especially the 310 Division Street site operated by Transition House, struggled not because of a lack of effort, but because of a lack of structure, consistency, and transparency.

What went wrong before:

• No consistent rules or enforcement: Expectations for behaviour and access changed frequently, creating confusion for guests and frustration for neighbours.
  
• Reactive operations: Overnight hours weren’t used productively—there was no standardized process for intake, goal-setting, or connecting people to services.
  
• No hospital pathway or clear use alternatives: Guests who were struggling with substance use were often forced to leave the property to use illegally, only to return later in distress and in a severely altered state..
  
• No transparency: The public, neighbours, and even Council had limited visibility into outcomes, incidents, or performance metrics.
  
• Diffuse accountability: Multiple agencies shared operational responsibility, meaning no one organization was clearly answerable when problems arose. I.e County / Transition House blurred lines.
  
• Neighbour impact: Noise, litter, and disruptive behaviour became common because no enforceable structure or reporting system existed. This was compounded by illicit use of individuals going through withdrawal who didn’t have immediate alternatives.This then encouraged illicit drug sales in the immediate vicinity.
• Inexperienced security staff: Ill-equipped to support the diverse demographic of individuals who use the services. This resulted in numerous service restrictions with unclear reasoning and unpredictable application of policies. This also resulted in higer rates of escalation vs de-escalation during crisis incidents i.e mental health.

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How Rally Point fixes the design:

• Single accountable operator (IHARC): Clear leadership, clear responsibility, and transparent performance.
  
• Consistent rules and predictable enforcement: The no-use zone is posted and enforced with fairness and documentation—not on-the-fly decisions.
  
• Structured nightly workflow: Every night follows a defined routine—intake → consent → “hospital tonight?” offer → booking/escort → progress tracking.
  
• Built-in hospital pathway: Guests have a standing option for immediate, voluntary access to treatment or detox—no more forced departures without support.
  
• Live transparency: All data, from admissions to neighbour complaints, is published on an always-on public dashboard.
  
• Neighbour discipline: Two perimeter sweeps each night (150 m radius) with a ≤ 48-hour closure standard for any complaint—documented and visible to the community.
  

In short, Rally Point replaces guesswork with governance: one operator, one clear system, and live accountability everyone can see.

6. The MGPTS Shelter — Engineered Infrastructure, Not a Tent

The MGPTS Type III Medium is a MILSPEC expeditionary structure used globally by defence and disaster response agencies.
Specifications:

• 36′ × 18′ (648 sq ft) floor area • 7′ eave / 11′ 5″ height.
• Patented internal arch = clear interior space (no center poles).
• Setup ≈ 36 minutes by 4 people; crew of 4 can deploy without heavy equipment.
• Wind resistance ≈ 55 mph steady / 65 mph gust.
• Snow load 10 lb/ft² — tested at Aberdeen Proving Ground.
• ECU ducts on each end for climate control (heat or AC).
• Interchangeable panels, lightweight aluminum frame, floor system available.
  

Over 75,000 MGPTS shelters have been fielded worldwide with zero recorded defects.

The system provides a professional, year-round-capable footprint that looks and functions like engineered infrastructure — not a temporary tent.

7. The MRE Meal Program — Nutrition as Engagement

The County’s own warming-room reports list “coffee and snacks” as the default food service. IHARC’s model replaces that with hot, sealed, complete meals using MRE (Meals Ready-to-Eat) kits.

Why MREs work better:

• Hot meal, no kitchen: Flameless Ration Heaters (FRH) warm food in ≈ 12-15 minutes without flame or appliances.
  
• Calorically complete: Each kit includes entrée, sides, and instant coffee/cocoa—supporting core temperature and focus through the night.
  
• Engagement moment: While meals heat, staff complete ID forms and offer the hospital pathway.
  
• Predictable equity: Everyone receives the same portion—no shortages or uneven donations.
  
• Low risk & long shelf life: Sealed and shelf-stable → no health-unit permits or kitchen staff required.
  
• Storm-ready: 14-day base inventory + 3-day buffer (≈ 4,500 meals per season).
  
• Cost: ≈ $10.89 per meal ($40 000 season line within budget).
  

Hot food stabilizes behaviour and builds trust—turning mealtime into productive time for paperwork and decision-making.

8. Addressing Key Concerns with the Current Proposed Options

The County’s current list of proposed warming-room options includes both in-town temporary setups (such as mobile trailers or borrowed meeting rooms) and rural sites requiring bus transport. Each comes with significant and predictable challenges that threaten both service reliability and public confidence. Rally Point was built precisely to resolve those issues before they occur.

A) Limitations of the Current In-Town Options

1. Short-term and disruptive:
 The County’s proposed in-town solutions—trailers or the use of Council Chambers/boardrooms—are stopgaps, not purpose-built infrastructure. They either displace regular civic operations or rely on rented trailers with high setup costs and limited accessibility.

2. Minimal programming and staffing depth:
 Existing models emphasize security presence and minimal programming (“coffee and snacks” model), but lack an outreach component, consistent engagement routines, or live outcome tracking. These setups sustain people temporarily rather than helping them exit homelessness.

3. No transparency or real-time accountability:
 Performance in the proposed options would only be reported through periodic updates, leaving both Council and neighbours reactive rather than informed. Without live data, small issues can escalate unnoticed until complaints arise.

4. Physical limitations:
 Boardrooms and trailers are not designed for sustained overnight use in winter. Trailers in particular have narrow interiors, limited accessibility, and high operating costs for heating and maintenance. The County’s own analysis pegs trailer-based options as the most expensive yet least durable choice.

B) Risks with Rural Bussing Models

1. Weather and reliability:
 Both the OAFVC (Colborne) and Fenella Hall options require daily bus transport between Cobourg and the site. The County’s own report warns that extreme weather may delay or prevent access and that use may decrease when the service moves out of town. These are not theoretical risks—snow squalls, flash freezes, and ice events routinely shut down travel routes in our region during peak demand periods.

2. Liability and duty of care:
 Moving vulnerable individuals long distances each night introduces duty-of-care risks that extend beyond a simple warming-room operation. Questions remain unanswered about who is responsible if someone experiences a crisis, refuses medical transport, or is stranded after being barred from the site mid-route. These are high-liability situations that the County would effectively assume every night.

3. Access and throughput:
 By relocating the service outside Cobourg, participants lose proximity to the hospital, addiction services, and social-service offices. This weakens referral pathways, slows exits, and increases the likelihood that people remain in the downtown area unsheltered.

4. Public safety implications:
 If buses are cancelled or routes become unsafe during storms, individuals will still congregate in Cobourg seeking warmth—leaving the municipality with both the cost of the rural site and the presence of unsheltered residents downtown.

C) How Rally Point Solves These Problems

• Fully in-Cobourg: Located at 600 William Street—the Paramedic Headquarters—it eliminates transportation dependency and ensures uninterrupted service even in severe weather.
  
• Purpose-built structure: The MGPTS modular system is engineered for year-round use and extreme conditions, with integrated flooring, environmental control, and clear interior space.
  
• One accountable operator: IHARC is solely responsible for service outcomes and neighbourhood stewardship. No overlapping authorities, no diffusion of accountability.
  
• Live transparency: The Rally Point dashboard provides real-time metrics on attendance, admissions, complaint response times, and community impact—so Council and residents can see results daily, not after the fact.
  
• Exit-oriented programming: Nightly structure, hospital pathway integration, digital intake tools, and workstations for training and ID recovery—all designed to move people forward, not just keep them warm.
  

In short: Rally Point isn’t another warming room—it’s the only option that provides a reliable, data-driven, in-Cobourg solution without the weather risks, transport liabilities, or operational disruptions built into every other proposal.

9. Budget Snapshot (Season Totals)

Fully within the County’s ≈ $400 000 Homelessness Prevention Program envelope.

10. Security & De-escalation (Professional Partnership)

Recommended vendor: K9 Security (Cobourg) – the only local security company documented to conduct thorough crisis de-escalation training and ongoing physical competency drills.
They also offer mobile patrol, K9 support, and drone monitoring capability.
By selecting a qualified local firm with community experience, Rally Point ensures frontline stability and credible incident response—something previous models lacked.

11. Implementation Timeline (≤ 15 Days)

Day 0–1: Agreement signed; site polygon confirmed.
Day 1–2: Permit package + Ontario One Call locates; dashboard endpoint activated.
Day 2–5: Fencing, lighting, CCTV, floor panels, power distribution delivered.
Day 5–7: MGPTS erection and partition install; workstations tested (live dashboard operational).
Day 7–9: Crew training + MRE stocking (14-day base + 3-day buffer).
Day 10–12: Soft open + safety inspections.
Day 13–15: Full opening and public dashboard launch.

12. Motion Language (for Council use)

That County Council approve IHARC to operate Rally Point at 600 William Street, Cobourg (overnight Nov–Apr; daytime activation only during official extreme-weather alerts) under a purchase-of-service agreement within the Homelessness Prevention Program budget; and

That Council endorse a strict no-use policy on-site and perimeter with a nightly voluntary hospital pathway; and

That Council require a live public dashboard displaying admissions, median time-to-admission, appointments kept, attendance, hotline service levels, perimeter sweeps, and complaint closures; and

That Council invite the Town of Cobourg and Fire Chief to consider a data-driven sleeping exception only if live metrics demonstrate increased exits.

13. In Summation

Rally Point is not a warming room – it’s a real-time, data-verified exit system. It pairs a military-grade MGPTS structure with IHARC’s proven live technology stack and professional local security to deliver a measured, storm-resilient program in the right location. Unlike previous hubs that were invisible until problems surfaced, Rally Point operates in the open – metrics live, issues tracked, actions audited – so Council, neighbours, and clients can see progress in real time as people move from survival to stability.