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HomeMy WebLinkAboutFISH Grant AgreementHH-2018-004-FISH-COLD WEATHER SHELTER HOMELESS HOUSING PROGRAM GRANT AGREEMENT This Homeless Housing Program Grant Agreement ("Agreement") is entered into between KITTITAS COUNTY, a political subdivision of the State of Washington (the "County"), and FRIENDS IN SERVICE TO HUMANITY (FISH) COMMUNITY FOOD BANK, a Washington non-profit corporation ("Recipient"), in collaboration with the KITTITAS VALLEY MINISTERIAL ASSOCIATION (KVMA). ARTICLE I -PURPOSE AND TERM Section 1.1 .Purpose: The purpose of this Agreement is to distribute homeless housing surcharge funds awarded pursuant to the applicable provisions of RCW 36.22.179-1791. Section 1.2 Term: This Agreement shall take effect September 1, 2018 and terminate on April 30, 2020. ARTICLE II -GRANT AMOUNT, USE AND BUDGET Section 2.1 GrantAmow1t: The Recipient is awarded a total of up to seventy thousand, five hundred sixty dollars, and six cents. ($70,560.06) for the 2018/2019 budget year; and up to sixty seven thousand, three hundred fifty-three dollars, and sixty four cents. ($67,353.64) for the budget year 2019/2020 (the ''Grant Award") to be administered as follows as Grant Award HH-2018-004-FISH. Section 2.2 Use of Grant The Recipient shall use the Grant Award solely for the purposes and in the manner described in Exhibit A -Attached Application and Exhibit B -Attached Supplemental Answers -funds to be used for Cold Weather Shelters. Adjustments to Proposed Project Timelines may be requested of the Committee in writing and the Committee may recommend adjustments to the Board of Kittitas County Commissioners. These recommendations may be granted or denied at the discretion of the Board of Kittitas County Commissioners. Section 2.3 Budget. The Grant Award shall be expended by the Recipient as set forth in Exhibits A and B -Attached Application and Supplemental Answers. Adjustments to Proposed Project Budgets may be requested of the Committee in writing and the Committee may recommend adjustments to the Board of Kittitas County Commissioners. These recommendations may be granted or denied at the discretion of the Board of Kittitas County Commissioners. These recommendations may be granted or denied at the discretion of the Board of County Commissioners. Homeless Housing Grant Agreement Revised I I /2017 Page I of 10 HH-2018-004-FISH-COLD WEATHER SHELTER ARTICLE III -DISBURSEMENTS Section 3.1 Disbursement of Grant Award Funds. Not more frequently than once a month, the Recipient may request disbursement from the Grant Award. Each disbursement request must be made by the Recipient submitting to the County at the address specified in Section 5.2 a properly completed Reimbursement Request form. The request must identify the work performed and be accompanied by a descriptive summary of all allowable costs and expenses incurred for which the Recipient is seeking disbursement, unless further documentation is requested by the Committee, the Kittitas County Auditor's Office, or the BOCC. The Recipient will be subject to periodic on-site audits to ensure that satisfactory supporting documentation of all allowable costs and expenses are being kept. Section 3.lA Post Disbursement. Within 30 days of its receipt of the request and satisfactory supporting documentation, and subject to the other terms and conditions contained in this Agreement, the County shall pay the amount of the invoice to the Recipient at the address specified in Section 5.2. Section 3.2 Disbursement Limitations. In no event will the County ever be required to disburse funds in excess of the Grant Award. In addition, unless expressly provided otherwise in this Agreement: (a) no disbursements will be made in advance of costs or expenses being incurred; and (b) no costs or expenses incurred by the Recipient prior to the effective date of this Agreement, or after its termination, are eligible for reimbursement. Section 3.3 Disbursement Without Prejudice. Any disbursement made by the County to the Recipient shall be without prejudice to the County's rights later to challenge the propriety of the Recipient's claimed costs or expenses. Section 3.4 Withholding Disbw· ements. If the Recipient fails to perform any obligation under this Agreement and the failure has not been cured within 10 days following oral or written notice from the County or the Committee, the County may, without penalty and in its sole discretion and upon written notice to the Recipient, withhold all monies otherwise due the Recipient until such failure to perform is cured. This right to withhold disbursements is in addition to all other rights and remedies the County may have available to it under this Agreement or under law. ARTICLE IV-REPORTS AND RECORDKEEPING Section 4.1 Progre s R ports. At least twice per budget period, and upon request from time to time, the Recipient shall provide a report on the progress made to date on the Project, using such form and meeting such requirements as determined by the Committee (see also III REPORTING). Such progress reports shall be provided by the Recipient to the Homeless Housing Grant Agreement Revised 11/2017 Page 2 of 10 HH-2018-004-FISH-COLD WEATHER SHELTER Committee and to the Kittitas County Auditor's Office at its address specified in Section 5.2. The Recipient shall also provide an annual report as specified in the grant guidelines. Section 4.2 R ecor d R e ten tion; R ev i w. The Recipient shall maintain records sufficient to fully document its compliance with all contractual, grant and legal requirements, for not less than six years from the last date of work performed or reimbursement pursuant to this agreement, whichever is later. Upon reasonable advance notice, the Recipient shall provide the County its authorized agents, and State or Federal agencies having audit authority related to this Agreement with full access to all of the Recipient's records relating to this Agreement or the Project. The Recipient agrees to shall defend, indemnify and hold harmless the County and its appointed and elective officers, agents and employees, from and against all loss or expense for any audit exceptions or other irregularities in its performance or recordkeeping, including but not limited to impermissible or unauthorized use of Grant Award funds. This section shall survive termination of this Agreement. ARTICLE V -CONTRACT ADMINISTRATION AND NOTICES Section 5.1 Personnel. The Recipient will secure at its own expense all labor and materials required to perform any work in connection with the Project. The Recipient shall be responsible for all applicable payroll, labor and industries premiums, and taxes. All employees and subcontractors of the Recipient shall be covered by Industrial Insurance in full compliance with title 51 of the Revised Code of Washington ("RCW"). Section 5.2 C0ntract Repre·s ntatives. The parties' designated representatives shall be responsible for the administration of this Agreement and for receiving notices given in connection with this Agreement. The following are designated as the representatives of the parties. FOR THE COUNTY: Judy Pless, Budget & Finance Manager County Auditor's Office 205 West 5th -Suite 105 Ellensburg WA 98926 509-962-7502 judy.pless@co.kittitas.wa.us FOR THE RECIPIENT: Peggy Morache FISH Community Food Bank Ellensburg, WA 98926 509-925-5990 ~gy@kvfish .. org A party may change its designated representative ~r address by providing written notice to Homeless Housing Grant Agreement Revised 11/2017 Page 3 of 10 HH-2018-004-FISH-COLD WEATHER SHELTER the other party. Section 5.3 Nolie s. Any notice required or permitted to be made under this Agreement may be given personally, by facsimile, or by first-class, registered or certified mail. A notice personally delivered to the other party is deemed given upon proper delivery. A notice sent by first-class, registered or certified mail is deemed given three days after mailing, if properly addressed and having proper postage. Notices delivered by facsimile shall be deemed to have been given on the date of transmission if received during the recipient's business day or, if not, on the recipient's next business day. E-mail addresses, if listed in this Agreement, are provided only for convenience and not for notice purposes. ARTICLE VI -INSURANCE Section 6.1 Profe sional L gal Liabilitv. The Recipient will maintain professional legal liability or professional errors and omissions coverage appropriate to the Recipient's profession. The coverage will have a limit of not less than One Million Dollars ($1 million) per occurrence. The coverage will apply to liability for a professional error, act or omission arising out of the Recipient's services under the Agreement. The coverage will not exclude bodily injury or property damage. The coverage will not exclude hazards related to the work rendered as part of the Agreement or within the scope of the Recipient's services under the Agreement, including testing, monitoring, measuring operations or laboratory analysis where such services are rendered under the Agreement. Section 6.2 Worker ' Comp nsation and mployer Liabifay. The Recipient will maintain workers' compensation insurance as required by Title 51 RCW, and will provide evidence of coverage to the BOCC. If the Contract is for over $50,000, then the Recipient will also maintain employer liability coverage with a limit of not less than One Million Dollars ($1 million). The Recipient will request that the Washington State Department of Labor and Industries, Workers Compensation Representative, send written verification to the County that the Recipient is currently paying workers' compensation. Section 6.3 Commercial General Liability. The Recipient will maintain commercial general liability coverage for bodily injury, personal injury and property damage, subject to a limit of not less than One Million Dollars ($1 million) per occurrence. The general aggregate limit will apply separately to the Contract and be no less than Two Million Dollars ($2 million). The Recipient will provide commercial general liability coverage that does not exclude any activity to be performed in fulfillment of the Agreement. Specialized forms specific to the industry of the Recipient will be deemed equivalent, provided coverage is no more restrictive than would be provided under a standard commercial general liability policy, including contractual liability coverage. Section 6.4 Miscellaneous Insurance Provisions. Homeless Housing Grant Agreement Revised I 1/2017 Page 4 of IO HH-2018-004-FISH-COLD WEATHER SHELTER A. The Recipient will place insurance with insurers licensed to do business in the State of Washington and having A.M. Best Company ratings of no less than A- VII, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be placed with insurers or re-insurers licensed in the State of Washington. B. The insurance limits established by this section are not intended to indicate the Recipient's exposure, nor are they limitations on the Recipient's indemnification duties. This section shall survive termination of this Agreement. C. The policy shall be endorsed and the certificate shall reflect that the County, its officers, officials, employees, agents and representatives, are an additional insured with respect to activities under the contract, and the policy will contain no special limitations on the scope of protection afforded to the County, its officers, officials, employees, agents and representatives as an additional insured. D. The certificate will, at a minimum, list limits of liability and coverage. The Recipient will furnish the County with properly executed certificates of insurance or a signed policy endorsement, including the additional-insured provision, which will clearly evidence all insurance required in this Section, before work under this Agreement shall commence, but no later than Ten (10) days after the effective date of this Agreement. Acceptable forms of evidence are the endorsement pages of the policy showing the County as an additional insured. E. The Recipient will maintain all required policies in force from the time services commence until services are completed. The Recipient will provide a current or updated copy of all insurance policies specified in the Agreement upon the request of the County. Certificates, policies and endorsements scheduled to expire before completion of services will be renewed before expiration. The certificate will provide that the underlying insurance contract may not be canceled, or allowed to expire, except on 30-days' prior written notice to the County. Any certificate or endorsement limiting or negating the insurer's obligation to notify the County of cancellation or changes must be amended so as not to negate the intent of this provision. Written notice of cancellation or change must be delivered to the County as set forth in Sections 5.2 and 5.3. F. If the Recipient's liability coverage is written as a claims-made policy, then the Recipient must evidence the purchase of an extended-reporting period or "tail" coverage for a three-year period after completion of the services. G. The Recipient's liability insurance provisions shall be primary and shall be non- contributing with any other insurance maintained by Kittitas County with respect to any insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees, agents and representatives. Homeless Housing Grant Agreement Revised l l /2017 Page 5 of IO HH-2018-004-FISH-COLD WEATHER SHELTER H. Any failure to comply with reporting provisions of the policies will not affect coverage provided to the County, its officers, officials, employees, agents or representatives. I. The Recipient's insurance will apply separately to each insured against whom claim is made or suit is brought, subject to the limits of the insurer's liability. The Recipient will include all subcontractors as insurers under its policies or will furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors will be subject to all of the requirements stated in these provisions. ARTICLE VII -INDEMNIFICATION Section 7.1 Indemnification. To the fullest extent permitted by law, the Recipient shall indemnify, defend and hold harmless the County, the Committee and the BOCC, and all County officials, officers, employees, agents and each of them, from and against all claims in any way resulting from or arising out of the performance of this Agreement, whether such claims arise from the actual or alleged acts, errors or omissions of the Recipient, its subcontractors, third parties, the County, the Committee or the BOCC, or anyone directly or indirectly employed or supervised by any of them or anyone for whose acts, errors or omissions any of them may be liable. "Claim" means any loss, claim, suit, action, liability, damage or expense of any kind or nature whatsoever, including but not limited to attorneys' fees and costs, attributable to personal or bodily injury, sickness, disease or death, or to injury to or destruction of property, including the loss of use resulting therefrom. Section 7.2 R c ipient s Duty to In de mn ify ; The Recipient's duty to indemnify, defend and hold harmless includes but is not limited to claims by the Recipients or any subcontractor's officers, employees or agents. The Recipient's duty, however, does not extend to claims arising from the sole negligence or willful misconduct of the County, the Committee or the BOCC, or of the officials, officers, employees, agents or representatives of the County, the Committee or the BOCC. Section 7.3 Waiver of RCW Title 51 Immunity. Solely for purposes of this indemnification provision, the Recipient expressly waives its immunity under Title 51 RCW and acknowledges that this waiver was mutually negotiated by the parties. The Recipient's duty to indemnify, defend and hold harmless shall survive termination of this Agreement. ARTICLE VIII-NONDISCRIMINATION AND LEGAL COMPLIANCE Homeless Housing Grant Agreement Revised 11/2017 Page 6 of 10 HH-2018-004-FISH-COLD WEATHER SHELTER Section 8.1 Nondiscrimination. The Recipient shall not discriminate against any employee or applicant for employment, or program participant or program participant applicant, on account of race, color, sex, religion, national origin, creed, marital status, age, Vietnam era or disabled veterans status, the presence of any sensory, mental or physical handicap, or any other basis prohibited by law with respect to any program participation, employment upgrading, demotion, transfer, recruitment or selection for training, including apprenticeships and volunteers. This prohibition does not apply, however, to a religious corporation, association, educational institution or society with respect to the employment of individuals of a particular religion to perform work connected with the carrying on by such corporation, association, educational institution or society of its activities. Section 8.2 Compliance .wiili Law s . The Recipient and its officials, officers, employees, agents and subcontractors shall comply with all applicable federal, state and local laws, regulations, rules and policies. The County, the Committee and the BOCC shall have no obligation to ensure such compliance. ARTICLE IX-TERMINATION Section 9.1 Termination for Loss of Funding. The County shall have the right to terminate this Agreement at any time after providing written notice consistent with sections 5.2 and 5.3 of this agreement if the funds relied upon for the Grant A ward are terminated, suspended or otherwise lost or impaired in whole or in part. Section 9.2 Termination for Convenience. Either party may terminate this Agreement for convenience upon giving the other party at least 30 days' advance written notice. In that event, the Recipient will be entitled to payment only for those expenses and costs reasonably and actually incurred prior to the effective date of the termination. Section 9.3 Termination for Default. If either party defaults in its performance under this Agreement, the nondefaulting party may give the defaulting party written notice that it has 30 days in which to cure the default. If the default is not cured within 30 days of notice, the nondefaulting party may terminate the contract. In the event of such a termination, the nondefaulting party shall have all rights and remedies available to it under law. ARTICLE X-MISCELLANEOUS Section 10.1 Permissible-Use Warranty. The Recipient warrants that its planned and actual uses of the Grant Award constitute permissible uses for homeless housing surcharge funds as established by RCW 36.22.179. This section shall survive termination of this Agreement. Section 10.2 Or gani zational-Stat us Wananty. The Recipient warrants that it 1s duly organized, existing and in good standing under the laws of the State of Washington. Homeless Housing Grant Agreement Revised 11/2017 Page 7 of 10 HH-2018-004-FISH-COLD WEATHER SHELTER Section 10.3 R latio n b ip of Parti . This Agreement, and the parties' and the Committee 's and the County's activities under it, shall not be construed as creating any kind of partnership or joint venture, nor shall it be construed as creating any kind of independent contractor, agency or employment relationship between the parties, the Committee, or the County. Section 10.4 No 1hird*Patty Ri ghts ~ This Agreement is entered into by the parties solely for their own benefit and it creates or grants no rights of any kind in any other party. Section 10.5 A ignmen l The Recipient shall not assign any of its rights or delegate any of its duties under this Agreement without the prior express written consent of the County, which may be granted or refused in the County's sole discretion. Section 10.6 Choi ce of Law ; Venu e,:, Jw-isdiction . This Agreement shall be governed by the laws of the State of Washington. In the event of a legal proceeding, venue shall be only in a court of competent jurisdiction in Kittitas County. Each party hereby consents to the personal jurisdiction of the courts of the State of Washington, County of Kittitas . This section shall survive the termination of this Agreement. Section 10.7 Waiver. No term or condition of this Agreement shall be deemed waived unless such waiver is expressly agreed to in writing by the party granting the waiver. In addition, waiver of any breach of this Agreement shall not be deemed a waiver of any prior or subsequent breach. Section 10.8 Amendment. This Agreement can be amended only by a writing executed by the parties. Section 10.9 ·ntii: Agreemen t. The parties acknowledge that this Agreement is the complete expression of their agreement regarding the subject matter of this Agreement. Any oral or written representations or understandings not incorporated into this Agreement are specifically excluded. Section 10.10 Hea d in gs . The headings in this Agreement are for convenience only and shall not be deemed to affect the meaning of its provisions. Section 10.11 e verab ilrty. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, such invalidity shall not affect the validity of the remaining provisions that can be given effect without the invalid provision, provided that the underlying intent of the parties can still be given effect. Section 10.12 ignature A uth Ol"ity. Each person signing this Agreement on behalf of a party warrants that he or she has full authority to sign this Agreement on that party's behalf. Homeless Housing Grant Agreement Revised 11/2017 Page 8 oflO HH-2018-004-FISH-COLD WEATHER SHELTER Section 10.13 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall be deemed one agreement. Each counterpart may be executed and delivered by facsimile to the other party. Section 10.14 Exhibits. The following exhibits are incorporated into this Agreement by reference: (a) Exhibit A -Attached Application, (b) Exhibit B -Supplemental Answers. oArE, ~ / 'f { 2vl<l RECIPIENT: DATE: ilt/sl~us ----+-7 -,---~-- Homeless Housing Grant Agreement Revised 11/201 7 Commissioner Page 9 of 10 HH-2018-004-FISH-COLD WEATHER SHELTER EXHIBIT A -STATEMENT OF WORK AND BUDGET-SEE ATTACHED APPLICATION REGARDING THE COLD WEATHER SHELTER EXHIBIT B -SUPPLEMENTAL ANSWERS -SEE ATTACHED SUPPLEMENTAL ANSWERS FROM FISH III REPORTING *For each Progress Report, the agency will use the standardized reporting form developed by the Homeless and Affordable Housing Committee. Reports are due on the following : 2018/2019 budget years December 31, 2018 April 30, 2019 20 19/2020 budget years December 31, 2019 April 30, 2020 -final report due Please provide a brief description of work paid for by County funds and total amount of County funds expended per reporting period. Agencies may report information beyond the standard reporting form if desired . Please send an electronic copy of each report to: Kittitas County Homeless and Affordable Housing Committee Debbie Myers, Kittitas County Board of Commissioners office Kittitas County Auditor's Office, Judy Pless *Reporting requirements may be amended by the Committee so that appropriate data can be gathered. Homeless Housing Grant Agreement Revised 11/2017 Page 10 of 10 ><efSll> Friends In Service to Humanity July 31, 2018 Homeless and Affordable Housing Committee 205 West 5th Avenue #108 Ellensburg, Washington 98926 Dear Members of the Committee: EXHIBIT "A" AUG , .. I },.d FISH Community Food Bank and the Kittitas Valley Ministerial Association have collaborated on a grant to strengthen our community Cold Weather Shelters and assure sustainability. The application is enclosed. Commissioner Osiadacz gave us permission to submit this grant out of the usual cycle period due to a need for funding before the winter weather begins. We appreciate the Committee's willingness to review this application ahead of the cycles. Because of the overlap of the shelter periods, the grant request includes two separate budgets. One for the winter period beginning October, 2018 and ending April, 2019 and the second for the period beginning October, 2019 and ending April, 2020. Thank you for any consideration you give this application. cirely, Pe ggi Executive Director 509-925-5990 PO Box BS Ellensburg, WA 98926 www.kvlish.org Website: www.kvfish.org Federal Tax Identification Number: 91-105-9920 Type of Organization: Government Non-Profit For-Profit PROJECT CONTACTS Name of Organization Director: Peggy Morache Phone: 509-925-5990 Email: peggy@kvfish.org Project Contact Name: Peggy Morache Title: Executive Director Phone: 509-925-5990 Email Address: peggy@kvish.org Fiscal Contact Name: Peggy Morache Phone: 509-925-5990 Email Address: peggy@kvfish.org 2 PROPOSAL DETAILS 1. Applicant Profile and Qualifications: Tell us about your organization including the purpose of your work, your goals, any history, and experience working in homeless and/or affordable housing services, experience managing public funds, and anything else that describes the organization's qualifications. (250 words max.) FISH was. founded nearly 50 years ago when Ellensburg's chur.ches recognized gap s in community services and wanted to-help . Beginning with a variety o.f resources, they soon identified food shortages as the primary concern . Since then, Kittitas County's homeless and workinQ poor have relied on FISH to answer the need for meals and groceries. FISH now distributes over 550 ,000 pounds of food locall y each year and through Open Table (OT) serves lunch th ree times weekly. OT has become an anchor fo r the homeless in the community by supplying food, socialization and connection . It is a popular winter warming station with a continually full coffee pot and is the source of holiday meals and celebrations for those without home or family. OT's staff have perfected the creation of low-cost, tasty, nutritious meals that give strength throughout the day. FISH has a go a l of helping clients improve their i ndivid1:1a l situati0ns and partners with community agen cies to further its mission of con ne ct ing neighbors to food, resou rces and h ope. FISH is a nearly all-vo l unteer organization experienced in designing and implementing well-run, successful programs that benefit the community in multiple ways. FISH suc:cessfully manages multiple grants, Inclu ding two USDA gra nts through the Washington State Department of Agriculture all ocati ng nearly $100,000 for food each year FISH also administers a grant through the Office of the Superintend ent of Public Instruction giving summer meals to children who receive free or reduced lunches during school. 4 3. County Priorities: Indicate which of the following priorities are being addressed by the proposed project. (Select all that apply and give a brief 100 word description for each selected.) I ✓! increase capacity and sustainability for homeless sheltering. FI SH and KVMA are both experienced In serving th e homeless community and bring d ifferent strengths to this program . FISH is able te p rovide the organizational support, a n increased vol.uriteer pool , and food service provi ding mea ls that will fprtify and are long lasting. KVMA will bring insight into the unique problems of staffing and maintaining Ellensburg's Shelters. Both have worked with and are familiar with the individuals in Ellensburg's homeless population giving the partnership a unique persp ective and advantage in doing the things needed to sustain the Shelter and keep in secure. 'I ✓ I Connect shelter clients to services to reduce homelessness . FIS H brings a relationship with the so cia l agen ci es In Kittitas County arid a lread y works wi th most of them to s upport Food Pa ntry and O pen Table clients . T hose relati onshi ps will be a rich source of creative ide as to engag e the Shelter clients In programs and advise those who are interested in ways h improve their situations. D Increase site-based rental vouchers for people who are homeless with wrap- around case management through current partnerships. 6 D Programs which increase access to affordable home ownership~ 8 5. Gaps and Duplication in Services: Describe how your proposed project fills a gap in homeless and/or affordable housing services in Kittitas County. Include a description of how the project is or isn't a duplication of current servi'i:es. 1250 words max.) Connecting Shelter clients to resources and programs that address their individual issues is a gap in current Shelter administration. FISH has a history of helping people make those connections and will bring that experience to the Shelters. Currently, volunteers provide food to the shelters by gleaning from FISH's Pantry. While the meals combat hunger, they are not planned in a way that keeps people satisfied until the evening meal and are not always portable so Shelter participants can take them. Historically 56.4% of the food gleaned for breakfast has been pastries or other sugary breakfast items that generally deplete energy and leave people hungry by mid-morning. Usually suppers consist of unbalanced meals. Open Table staff are trained, professional cooks experienced in planning and preparing low-cost meals that fortify and are long-lasting . They will use a meal plan that provides a balanced meal intended to defend against winter illnesses , protecting not only the Shelter participants, but also the volunteers and the community. There is no duplication of services but rather an overall reinforcement of the Shelter program. The program will offer improved care for the homeless by providing the basics of a decent meal, a warm place to sleep through the winter and the potential for help if it's wanted. The continuity of oversight and involvement by the community's social agencies will help assure there is no duplication of services and will provide in a way that is fiscally responsible. 10 II - GOAL: GOALS AND OBJECTIVES FORM Fill out white sections only. Provide warm, safe sleeping quarters for the homeless in Ellensburg during the coldest weather. . 1i MrauresilBo.v✓i wlll J,yd'u ·knciwaou.:irelma kl hg_Dffif(ess to"'w1llit~o'ul£goal.?)1' io ifta tsb'fiti-".Ji° - Confirm locations Commitments from churches in the communily. Ensure materials needed to equip the S~elter available - Inventory current equipment Staffing for ECWS ECWS Coordinalors hired, and volunteers racruiled and scheduled Strategy #1: Contact churches throughout the community to (Wha~ will you do to achieve your' goal?) confirm their Shelter participation I ~ Receive confirmations of seven churches by 9/15/18 Measurable Objectives, - Strategy #2: Sleeping bags and mats and other equipment (What will you do to achieve your goal?) inventoried . Replacements purchases as needed . - I Replace 40 mats and clean sleeping bags by 10/30/18 M easurable ObJectlves : ' - Strategy #3: Recruit and hire a Monday through Friday ECWS (What will you do to achieve your goal?) Coordinator; and a weekend ECWS Coordinator by 10/1/18 --- .. Have the positions staffed and trained by 10/1 /18 I Meas_ur.abl ~ Qbjectl ves: = ~ *Use copies of tf?e same form ify0u hC1Ve mQre than 3 slrat~gi_esfor the same go1.1l* 13 I I GOAL: . GOALS AND OBJECTIVES FORM Fill out white sections only . Assist Shelter clients in c?nnecting to community resources; I ~ Measures (How will voif ,Cnow .\'OU are makinJ _progf'~s tov.iari;(y_our goal?I -:; ,DataSource = - Shelter participants have a chance to make their needs known Written questionnaire - Schedule ongoing informational sessions at Shelters Calendar or agency and other resource participalion .. T ~ Contact agencies and o thers in the community Strategy #1: • who provide servi ces for the homeless. ' (What will you do to achieve your goal?) I ,I' . . ; Receive commitments for rotating calendar for duration of Shelter period by 11 /15/18 Measurable Objectives: ~ -< _• ? ----. . Strategy #2: 1 Query Shelter participants about their additional (What will you do to achieve your goal?) needs ---- 1) Write a questionnaire which identifies client needs for services Measurable Objectives: l 2) Distribute the questionnaire each night for 1 11 week from 11/19 -11/23/18 3) Tally results and adjust schedule for agencies as needed <_ '"J I -•· L --~ ., -,, Strategy #3: (What will you do to achieve your goal?} r - 1 Measurable Objectives: *Use copies a/ the same form ff'yet, have more than 3 .strategies for the same goal* I I Homelessness and Affordable Housing Funds 2017 Request for Proposals Application Form **Fields outlined in red are required** PROJECT INFORMATION Project Title: Cold Weather Shelter Administration Project Site Name(s): Ellensburg Community Churches Project Site Address(s): Churches throughout Ellensburg Which fund source is this proposal for? (select one, see Section 1 of the RFP for details) 0 Affordable Housing Funds @ Homeless and Housing Assistance Funds Total Project Costs (including other funding and resources}: $73,460.64 Total Amount Requested (from Kittitas County Homeless Housing and Assistance or Affordable Housingfunds}: $67,353.64 Time Frame for Utilization of Requested Funds: September 2019 -April 2020 City, Town or Unincorporated Area to be served: Ellensburg APPLICANT INFORMATION Name of Applicant Organization: Friends in Service to Humanity (FISH) Community Food Bank Mailing Address: PO Box 85 city, state, Zip: Ellensburg, WA, 98926 Phone: 509-925-5990 Fax: N/A Email Address: peggy@kvfish.org 1, BUDG ET NA RRATIV E 1. Funding Utilization: Describe how the funds will be used to support the proposed project. For example, will the funds be used for staff time, suppli e s, consultants, contractors, construction cost s, direct customer services, etc.? (250 words max.) Funding will be used for Direct Client Services: 1. Recruit and hire two part-time co ordinators giving seven-day a week coverage for Shelter operations . One Coordinator will work five hours Monday through Friday and will be the program su pervisor. The second Coordinator position will cover weekends and will hav e fewer administrative and p lanning duties than the superv ising staff person . A small portion of the Open Tab le Cook's salary is requested to offset the costs of planning , ordering and assuring proper handling of all food. 2. Providing a nutritious well-pla nned supper and breakfast for approxfmately 600 individua ls each rrt<:>nth o r more than 3,000 total mea ls during Shelter operati ons. The cost of the m eals are reduced by nearly 40% due to FISH's ability to purchase in bulk and glean from donations from the pantry . 3. Offset the costs of providing lodging on the holidays when the Shelter is closed . A lthough Motel 6 ge nerou sly re duces the cost of the rooms , covering th e expense throug ll church money is dlfflcul t and often takes funds away church managed assistan ce prog rams. Administ rative costs are less than 15% of Non -Adm inistration costs and are kept as low as possib le by FISH's c ontrib utio n of supplies, office space, and janitorial serv ices . In this initial budget, the program start-up costs are one-time costs that add to administrative. 14 3. Sustainability: Describe how this project would or wouldn't be sustained if these Homelessness Prevention and Affordable Housing funds were not available either currently or in the future. (250 words max.) Without the grant funds, neither FISH nor KVMA would be able to make the prop.osed changes to the operations of the shelter. Without t~e paid staff proposed In this grant request, the future of the Shelters would be in question. The pressure of maintaining the shelters and fulfilling the obligations of a full time ministry , are beginning to take a tell on the pastors. It will be difficult to replace the m with volunteers and , therefore, difficult to ensure the future of the Shelters. 16 ><flSll> August 29, 2018 . Frlends In Service to Humcmlty To: Homeless and Affordable Housing Committee Response to Questions about FISH Community Food Bank grant proposal. 1. Are there any options to cutting the budget? The budget can be reduced in two ways: -Reduce the number of meals served daily. -Reduce personnel hours or numbers. EXHIBIT "B" Currently shelter participants are given supper and breakfast. The proposal was based on maintaining current levels. Meal planning will be based on good dietary science meant to improve nutritional value and increase resistance to winter borne illnesses. To reduce the meals would put the responsibility for one meal back on the churches and volunteers. Those meals would likely be gleaned from the Food Pantry and history tells us the breakfast choices taken are usually sugary, carry no nutritional value and wear off by mid-morning. The supper choices are usually soup or beans and, while filling, do not carry nutritional value. The other budget reduction options would involve realigning the personnel portion of the proposal. The lead coordinator's hours were based on time needed to maintain volunteer levels, volunteer training and scheduling, food ordering and deliveries. It would be very difficult to do that in fewer than 5 hours each day. The other option would be eliminating the weekend coordinator. That would put the burden of weekend coverage back onto the pastors at the busiest time of the week. 2. Will each person be fed each meal? Yes. The intention of this proposal is that no one in the shelter goes to bed hungry or faces the day hungry. 3. Will the county be billed for actual meals served? Yes. The budget was based on maximum capacity at the shelters. The menus will be planned around food that can be carried over. If meals are not used, they will be good for the next 48 hours and can be refrigerated and used the following two days. Orders will be placed weekly, so that it will be easy to adjust to shelter needs. 4. Is it a hot or cold meal? The meals will be microwavable and for the most part hand-held. It will be possible to microwave the meal, reseal it and take it for eating later if that is the wish of the shelter participant. 509-925-5990 PO Box 85 Ellensburg, WA 98926 www.kvfish.org ><flSll> Friends In Service to Humanity To: Homeless and Affordable Housing Committee Response to Questions about FISH Community Food Bank grant proposal. Page 2 August 29, 2018 5 . Will this program ever be self-supporting? While it is difficult to imagine a time when this program will be wholly self-sustaining, it is reasonable to think the costs can be offset with other grants and some fund raising. The coordinator's job description includes a need to research and apply for grants to offset the county's support. It is reasonable to think the coordinator will need the first shelter season to evaluate and understand the program. FISH's Executive Director and the Administrative Director are experienced in researching grants and have successfully applied for a number of grants. It is anticipated that those two positions would include shelter grant research into their routine grant studies. It is also expected that the first shelter season will be the most expensive. Once the program is running, it is much easier to find ways to cut expenses. FISH staff will be diligent about reviewing program operations and finding ways to reduce expenses. 509-925-5990 PO Box 85 Ellen sburg, WA 98926 www.kvfish.org