HomeMy WebLinkAboutHH Grant Agreement 2021-002HH-202 I -002 - Hope S ource- C WS
HOMELESS HOUSING PROGRAM
GRANT AGREEMENT
This Homeless Housing Program Grant Agreement ("Agreement"). is entered into
between KITTITAS COI-INTY, a political subdivision of the State of Washington (the
"County"), and HOPESOURCE, a Washington non-profit corporation ("Recipient") in
collaboration with the KITTITAS VALLEY MINISTERIAL ASSOCIATION (KVMA) for
the Kittitas County Cold Weather Shelter.
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 October l't,2027 and terminate on April
301h,2022.
ARTICLE II - GRANT AMOUNT, USE AND BUDGET
Section 2.1 Grant Amount: The Recipient is awarded a total of up to eighty thousand four
hundred and sixty eight dollars ($80,468.00) (the "Grant Award") to be administered as
fol lows as Grant Award HH-202I -002-Hope S ource-CWS.
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, which is incorporated by
this reference. 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 Budset. The Grant Award shall be expended by the Recipient as set forth in
Exhibit A. 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.
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
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performed and be based on billings, supporled by detailed invoices and other appropriate
detailed documentation of costs actually incurred, 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. 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.To the extent that this project requires advance disbursement in order
to facilitate the purchase and operation of the property described in the attachments, such
advance disbursement is to be done in the manner provided in Section 3.2 below.
Section 3.2 Advance Disbursement. The Recipient may request disbursement from the
Grant Award in advance of actual expenditure only for the following:
purchase and any necessary remediation of the dwelling units described in the
attached application for funds;
Section 3.3 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 3.4 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 3.5 Withholding Disbursements. 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
section 4.3.
Progress Reports. Reports will be generated and submitted as provided in
Section 4.2 Record Retention: Review. 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
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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.
Section 4.3 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
December 31,2021
April 30, 2022- Final report Due
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. Send an electronic copy of each report to the Committee
and to the Kittitas County Auditor's Office at its address specified in Section 5.2.
Reporting requirements may be amended by the Committee so that appropriate data can
be gathered.
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 Contract Representatives. 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: Jake Haynes
Budget & Finance Manager
County Auditor's Office
205 West 5th - Suite 105
Ellensburg WA 98926
AuditorsAccounting@co.kittitas.wa.us
509-962-7s02
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FOR THE RECIPIENT: John Raymond
HopeSource
700 E. Mountainview Ave STE 500
Ellensburg, WA 98926
509-92s-r448
j raymond@hopesource. us
A party may change its designated representative or address by providing written notice to the
other party.
Section 5.3 Notices. 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 Professional Legal Liability. 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 Workers' Compensation and Emplolzer Liability. 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
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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.
Section6.4 MiscellaneouslnsuranceProvisions.
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
offtcers, 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, be.fore 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.
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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.
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 fumish 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 Recipient's Dutv to Indemnify. 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,
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defend and hold harmless shall survive termination of this Agreement.
ARTICLE VIII-NONDISCRIMINATION AND LEGAL COMPLIANCE
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 with Laws. The Recipient and its officials, officers, employees,
agents and subcontractors shall comply with all applicable federal, state and local laws,
regulations, rules and policies, including all of those standards applicable to zoning and
housing regulation related to fitness and safety for habitation. 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 atarty time afterproviding writtennotice consistent with sections 5.2 and 5.3 of this
agreement if the funds relied upon for the Grant Award are terminated, suspended or otherwise lost
or impaired in whole or in part.
Section 9.2 Termination for Conveniense. 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 non-defaulting pafty 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 non-defaulting
party may terminate the contract. In the event of such a termination, the non-defaulting party shall
have all rights and remedies available to it under law.
Section 9.4 Termination due to Circumstances.The performance of this
Agreement is subject to termination without liability by either party upon the occurrence, or
upon the prediction by the National Oceanic and Atmospheric Administration, any other
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agency of the United States Government, or any agency of the Government of the State of
Washington of the occurrence of any circumstance beyond the control of either party-
including, without limitation, acts of God , war, acts of terrorism within a fifty (5 0) mile radius
of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or
threat of strikes (except that neither party may terminate this Agreement for situations
involving that party's own employees), civil disorder, or curtailment of transportation
facilities-to the extent that such circumstance makes it illegal , impossible or economically
impracticable for the parties to complete the duties and mutual obligations agreed upon and
imposed upon them herein. The ability to terminate this Agreement without liability pursuant
to this paragraph is conditioned upon delivery of written notice from one party to the other
within 10 days of such occurrence or upon delivery of written notice from one party to the
other within 24 hours of the receipt of notice of the prediction of any of the above
occulTences.
To the extent feasible within the constraints imposed by any event of the type described
above, the parties agree that if the triggering event is of apparently or likely transitory effect,
the parties may negotiate such amendments to the agreement that are mutually satisfactory
and not otherwise contrary to law, including but not limited to a change in the dates for
completion of any portion or the entirety of this agreement.
ARTICLE X - MISCELLANEOUS
Section 10.1 Permissible-Use Warrantv. 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 Organizational-Status Wanantv. The Recipient warrants that it is duly organrzed,
existing and in good standing under the laws of the State of Washington.
Section 10.3 Relationship of Parties. 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 Third-Party Rights. 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 parfy.
Section 10.5 Assignment. 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 Choice of Law: Venuel Jurisdiction. This Agreement shall be govemed by the laws
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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 Entire Agreement. 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 Headings. The headings in this Agreement are for convenience only and shall
not be deemed to affect the meaning of its provisions.
Section 10.11 Severabilit)r. 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 Signature Authority. 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.
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.
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HH-2021 -002 - Hope S ource- CWS
,E Clerk of the Board- Julie Kjorsvik
f Deputy Clerk of the Board- Mandy Buchholz
RECIPIENT:
Ti Cpo
BOARD OF CO SIONERS
GTON
Commissioner
APPROVED AS TO FORM:
il
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Al Douglas R. Mitchell, Deputy Prosecuting Attorney
V
Name -5owp lrrrr.gFrS
DATE: I I L4 LI
Homeless Housing Grant Agreement
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Exhibrt 't po
Homelessness and Affordable Housing Funds
2O2t Notice of Funds Available Application Form
**Fields outlined in red are required**
PROJECT INFORMATION
Project Title: KVMA Cold Weather Shelter 202j-22
Project Site Name(s): Cold Weather Shelter
Project Site Address(s): First United Methodist Church, 210 N Ruby St, Ellensburg, WA 9g926
Which fund source is this proposal for? (select one, see Section 1 of the NOFA for details)
./
Affordable Housing Funds
Homeless and Housing Assistance Funds
Totaf Project costs (including other funding and resources): $127,536.80
Total Amount Requested (from Kittitas County Homeless Housing and Assistance or Affordobte
Housing funds): $22,469.00
Time Frame for Utilization of Requested Funds: OCtObef 1, 2021-Apfil 90, 2022
City, Town or Unincorporated Area to be served: Kittitas County
APPLICANT INFORMATION
Name of Applicant Organization: 14;11;1ss Valley Ministerial Association & HopeSource
Mailing Address: 700 E. Mountainview Ave STE 500
City, State, Zip: EllenSbUrg, WA 98926
Phone: 509-925-1448
Fax: 509-925-1204
Email Address: jrayffi ond@hopesource. uS
Website: WWW.hOpeSOUfce.US
Federal Tax ldentification Number: 91 -081 4544
Type of Organization:
Government
Non-Profit
For-Profit
Local housing authority
Tribe
PROJECT CONTACTS
Name of Organization Director: SUSan K Gfindle, CEO
Phone: 509-925-1448
Email: skgrindle@hopesource.us
Project Contact Name: JOhn RaymOnd
Title: COO
Phone: 509-925-1448
Emait Address: jraymond@hopesource.us
Fiscal Contact Name: Afiam MehtSentU, CFO
Phone: 509-925-1448
Email Address: amehtSentu@hOpeSOurce.uS
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AUTHORIZATION
Acceptance of this application may be subject to subsequent compliance reviews, including a review
of the latest audit of financial statement. Preparation of an application does not guarantee that
applicants will receive funds. By signing this grant application form the undersigned certifies that all
information is accurate to the best of his/her knowledge.
9121121
Signature of Authorized Representative Date
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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.)
Kittitas Valley Ministerial Association (KVMA) is a voluntary group of pastors, ministry leaders, and
community leaders who work together for the good of the community of Kittitas County. KVMA has led
the Cold Weather Shelter effort since its inception.
For over 50 years, HopeSource's mission has been to work alongside vulnerable people confronting
crises in their lives to transition them back into the community as contributing and productive members.
HopeSource aims to accomplish this by offering services including housing, financial management,
nutrition, energy assistance, home weatherization, transportation, rental assistance, youth recreation
assistance, and connections with parenting and faith-based support, as wellas physical and mental
health, substance use, and disability providers. HopeSource oversees administration of 45federal, state
and local contracts including; Consolidated Homeless Grant, Housing and Essential Needs, Supportive
Services for Veteran Families, McKinney-Vento, HUD, Rural Development, Housing Trust Fund, Housing
Finance Commission, Youth Homelessness Demonstration Program, and private funding from the ROE
Foundation, Mercer Creek Church, the Shoemaker Foundation, and the Suncadia Associate Fund.
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2. Proiect Description Summary: Provide a brief summary the project being proposed and
a general description of how it will address homelessness or affordable housing in
Kittitas County. Be sure and indicate whether the proposal is intended to provide direct
client services or construction, maintenance, or improvement of housing facilities,
including a proposed timeline for completion. (300 words max.)
This proposal will provide direct client services to homeless individuals and families who reside
permanently or temporarily in Kittitas County, Utilizing the Kittitas County coordinated entry system,
HopeSource staff will quickly connect with and gather information for those entering the Cold
Weather Shelter. CWS clients will have access to safe, stable housing through rapid rehousing and
shelter programs, including units owned by local landlords, local shelters, and over 200 homeless
and affordable housing units owned and operated by HopeSource in Kittitas County. Services will
also include identifying alternatives for diversion out of or preventing entry into homeless shelters
where possible, reuniting households with support systems and family in the county, providing
transportation to other areas of the country, entering households into HopeSource programs for
long term stability, or connecting with all other providers of services in Kittitas County or other
counties. Diversion and reunification can include mediating with past landlords, providing food
vouchers, utility assistance, back rent, legal and credit repair referrals. Although an individual
experiencing homelessness may benefit from supportive services such as mental health or
substance abuse counseling, participation in these services is not a prerequisite to access housing or
a condition of maintaining it. The stability that a housing unit provides bolsters a tenant's ability to
participate in these services.
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3. County Priorities: lndicate which of the following priorities are being addressed by the
proposed project and how you intend to address them. (Select allthat apply and give
a brief 100 word description for each selected.)
Tluickly identify and engage people experiencing homelessness.
ldentification and engagement are accomplished through outreach field visits to
encampments, truck stops, service stations, laundromats, convenience stores, and emergency
medical facilities, as well as referrals from law enforcement, local and regional networks of
social and emergency services, and faith-based organizations to post information and talk with
homeless individuals and families about the services at that seasonal shelter. The HopeSource
Neighbor to Neighbor outreach van travels throughout the county year-round, providing
information about the shelter to those living rough and establishing relationships early by
providing food, clothing, sleeping equipment, and case management.
Prioritize housing for people with the greatest needs.
Priorities in rapidly rehousing and tailoring services to unique needs are 1) families with
children with disabilities; 2)families with children; 3)those experiencing domestic violence
that do not require protected private addresses;4) chronically homeless; 5) at risk of becoming
homeless
Although an individual experiencing homelessness may benefit from supportive services such as
mental health or substance abuse counseling, participation in these services is not a prerequisite to
access housing or a condition of maintaining it.
M Op"t.te an effective and efficient homeless crisis response system that
swiftly moves people into stable permanent housing.
The Kittitas County coordinated entry system for homeless individuals uses a web-based entry
system that can be accessed from any device and delivers information to the entire housing
provider network in one step, avoiding the need to go "door to door" for those seeking assistance.
Clients fill out one form and receive a reply within 30 minutes of notice during business hours.
All agencies who participate are notified of the application by email, and a total intake is
scheduled. Literally homeless households receive priority over households that are imminently
at risk.
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Project the fully implemented local plans on the number of households
housed and the number of households left unsheltered, assuming existing
resources and state policies.
This program will not provide permanent housing but will provide temporary shelter during
adverse weather conditions and provide a pathway to access more permanent solutions.
M naUr"ss racial disparities amongst people experiencing homelessness.
HopeSource recognizes that race and economic status can significantly limit the opportunities
of program participants and acknowledges the unequal impact of these factors. HopeSource
works to prepare program participants to overcome systemic racism in housing, education,
asset building, income, employment, and access to high-quality food. HopeSource
incorporates diversity, equity, and inclusion in all its programs and seeks input from those
with lived experience.
llOtn"t information you think would be beneficial for the Committee to know
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4. Partnerships: List your key community partnerships for the proposed project and what
their role will be. (250 words max.)
Partners who have committed services to the Cold Weather Shelter at this time include:
o KVMA will contribute in-kind labor hours, including gathering, training, and coordinating
volunteers (534,000 in-kind, S14,000 in-kind cash donation).
o DSHS may utilize their mobile van to assist CWS guests with signing up for SNAP and
temporary financial benefits, pending COVID protocols.
o Bluestone Academy of Cosmetology will offer free haircuts for CWS guests.
Additional community resources already actively in place and with a strong history of collaborating with
HopeSource include, Kittitas County Health Network, a consortium of providers for all aspects of
physical, mental, and emotional well-being; Housing Authority, a recipient of VASH for veterans and
Section 8 housing vouchers for qualified households; Central Washington Healthcare with mental health
supportive housing; WorkSource with employment specialists who provide employment search and
preparation resources; the Social Security SOAR program that assists in moving from disability to ability;
Central Transit, HopeSource Dial-A-Ride, The Apple and Grape Lines that provide transportation services;
Kittitas County Commissioners who provide funding for homeless and at-risk individuals and families;
Central Washington Disability Resources and Elmview who offer training and disability support; FISH who
offers food and social suppor! Free Clinic Dental & Vision that provides access to medical treatmenq
and Goodwill and the Methodist Clothing Bank for essential clothing and household needs.
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. lnclude a description of
how the project is or isn't a duplication of current services. (250 words max.)
There are no existing options for temporary nighttime cold weather sheltering in Kittitas County except
for the KVMA Cold Weather Shelter, which was created five years ago.
I
6. Sustainability: Describe your ability, experience, and resources to implement and
sustain the project during the term of the project. (250 words max.)
HopeSource's staff and Board and the Board of KittitasValley Ministerial Association are constantly
developing plans to build reliable funding sources to support the CWS, augmented by braided contract
funding available to HopeSource through federal, state and local grants; strengthening fundraising
capacitythrough sustainable relationships with localcorporations and small businesses; and special
events as well as a mailing campaign. Through a robust fundraising plan combined with a community
culture of philanthropy, HopeSource and KVMA will sustain, expand, and scale their program to serve
the community effectively and for the long term.
10
7. Goals & Objectives: Use the Goals and Objectives Form below to fill in the following
table with your project's goals, measures, strategies, and objectives. See the examples
below for guidance and use as many forms as necessary.
Exam le #1
Exam le #2
GOAL: lncrease number of people enrolled in health insurance by 25o/o by December 3L,2O2O.
Measures (How will you know you are making progress toward vour goal?)Data Source
Number of new enrollees in health insurance lnternal tracking
sheet
Strategy fl
(What will vou do to achieve vour soal?)
Create promotional materials to distribute to local partners
advertising health insurance enrollment assistance.
Measurable Objectives:
Promote the service with at leost 5 community portners
eoch quarter through December 2020.
Distribute at least 100 flyers oround the community by
December 202O.
a
o
Strategy #2
(What will vou do to achieve vour soal?l
Offer health insurance enrollment assistance at local
community events,
Measurable Objectives:
Attend at leost 2 community events per quorter in both
Upper Kittitos County qnd Lower Kittitos County through
December 2020
a
Strategy f3
(What will you do to achieve your goal?)
Offer health insurance enrollment assistance appointments in
the office.
Measurable Objectives:
Schedule at least 40 hours per month of open wolk-in
sssistonce through December 2020.
Ensure staff ovoilability for ot least 25 scheduled
oppointments each month through December 2020.
O
GOAL: lncrease the number of trail systems available to the general public within the City of Ellensburg from 5
to 7 by December 2021.
aUeasqres (How will you know you are making progress toward your goal?)Data Source
Number of trail systems open to the public and clearly labeled Trails report
Strategy f1
(What will you do to achieve your goal?)
Establish public-private partnerships for funding trail
construction and maintenance.
Measurable Objectives:
Creote tailored presentation obout project by March 2020.
Meet with ot leost 2 potential portners eoch quarter
through June 2020.
Estqblish at least 2 primory public-private portnerships for
troils by December 2020.
a
a
Strategy #2
(What will you do to achieve your soal?)ldentify sites for new trail systems.
Measurable Objectives:
Conduct site visits with partners of potential new sites by
Morch 2021.
Identify pros ond cons of potentiol new sites by June 2021.
Solidify 2 new trqil sites by December 2021.
a
I
a
Strategy f3
(What will you do to achieve vour goal?)Build new trail systems.
Measurable Objectives:
Create plans for construction of new troil systems by Morch
2021.
Two new trail systems will be built by December 2021.
a
a
11
GOALS AND OBJECTIVES FORM
Fill out white sections only.
GOAL:
Provide a COVID safe, warm, and stable place for homeless individuals to shelter overnight from october-April
202L-22
Measures (How will you know you are making progress toward your eoal?)Data Source
KC Health Department approves shelter plan and premises KCPHD/BOCC
Single structure for lhe 2021-22 season operation secured including funding to support operations KVMA
Sufficient materials and equipment in place to ensure safety and comfort of homeless visitors, staff, and volunteers HopeSource
Strategy fl:
(What will you do to achieve your goal?)
Submit CWS plan to BOCC
Submit CWS plan to KCPHD
Measurable Objectives
The plan approved by KCPHD
Funding approved and released from BOCC
Homeless Funds
Strategy #2:
(What will you do to achieve your goal?)
Research and negotiate a lease for structure for
CWS and public service announcements designed
Measurable Objectives
Partnership established between KVMA and
lessor
Lease signed for CWS structure
PSA's and flyers distributed
Strategy f3:
(What willyou do to achieve your goal?)
Secure materials, equipment, staffing, and
volunteers to operate CWS appropriately
Measurable Objectives:
KVMA materials and equipment inventoried and
refill ordered
Volunteer coordination system in place
Volunteer lists updated
Overnight staffing/security hired
*Use copies of the same form if you have more than 3 strategies for the same goal*
12
BUDGET NARRATIVE
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, supplies, consultants,
contractors, construction costs, direct customer services, etc.? (250 words max.)
The proposed project will be supported through monetary, in-kind, and volunteer contributions.
Successful outcomes require:
o 675 staff hours for logistics, project coordination, volunteer coordination, and
coordinated data entry (S14,040)
o 2,760 staff hours for overnight coverage (545,500)
o Minimum of 2,000 volunteer hours to staff opening, entry, screening, food delivery,
exiting, space cleaning, and laundry operations (527,000)
o Operational expenses (SS,fOO;
o Space rent and Utility costs (S10,000) est.
o Administrative costs (55,500)
Overall project costs =
Project coordination staffing =
Volunteer staffing =
Overall funds required =
Stzz,ot:.so
(s14,040)
(s27,000)
577,468
(Required funds may be reduced through volunteer and in-kind contributions)
13
2. Other Support: Describe any monetary, in-kind, donations, grants, or other types of
support that will be used for the project. lnclude both guaranteed support and support
that may still be uncertain. (250 words max.)
HopeSource anticipates that it will provide staff hours for logistics, project coordination, volunteer
coordination,andcoordinateddataentry. ThecashequivalentofthiscontributionisS14,500.
It is anticipated that KVMA and community-generated volunteer staffing will be sufficient to run all of
the staff opening, entry, screening, food delivery, exiting, space cleaning, and laundry operations. The
cash equivalent of this contribution is S27,000.
Additional support may be available through KVMA generated and community volunteer support to man
some or all of the overnight shifts to further reduce cost; however, the extent and value of the
contribution will not be known until volunteer staffing, scheduling, and coordination efforts begin in
earnest in the late summer.
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.)
lf this project is not funded by the Homeless Prevention and Affordable Housing funds or other county or
city funding, current donation levels and complementary grant funding are insufficient'to operate the
shelter for the 2O2I-22 season.
15
4. Partial Funding: lf this project were to receive only partial funding from this source,
how would the project be impacted? How would the proposal be adjusted for less than
the requested amount of funds? (250 words max.)
Partial funding would hamper the ability achieved in 2O2O-21, to move literally homeless
individuals and families out of crisis and toward a path of self-sufficiency, including
housing, case management, and hope for a better life. lt would result in an operation so
minimally effective that the homeless, the faith-based community, and the community at
large would realize no benefit, and the current positive reputation of a community that
cares would be damaged.
't6
Grant BudBet Template
Proposed Fundint lnformationi
2021 Hopesource/KVMA Cold weather Shelter
Name ofOrganizatlon:HooeSource
Grant lD:
Iotal Grant Fundi Requestedr s77,468,00
Application Fls€l Year:FY 202t- 2025
Proposed CoC Code(sll BoS 501
Countv/State(s) to be Seruedl l(ittltas
Paoposed fi of Households Served:1,911
Av€ra8e Amount per Household Serued:
PtodEm Elts@s % oflot l
GEnt
Ghnt Fund R€qEst
Yef One
MaEhirEud ln Knd
Yaar On€
Tel lundr
Va{om
f FTE %FfE1. Pe6onnel/kbor
Title and Organization
Prosram Manaser - HS 2.688.m EA
Client Advocate - Ct - HS I 58ROm
VolunteerCoordination - Hs 1.m 5.472.m
Overni€htSubbod 1oPM - 6 aM 1.OO 7@ot s 15 120.m
OverniehtSuDDod 1OPM - 6 AM 15 120.m 15.120.m
OvernishtSuoDod Satsun 1OPM - 5AM ara s 6Ma
Ov€rniRhtSuDDod sat/Sun 10PM - 6 AM a%s 6 &a.m
KvMA/Community Voluntee. Hours, S18 x 1sm Hours {tn Ktnd}l.o 27 m.m q
s
EA q
o%
subtotal salaries/Waees
Benefits 1404
5 83.376.m
19.612.80
6a%s 52.920.00 3 50.0s.80
s $,am.m
o%350.m
325.m
100
7%
9
t
575.m
3m_m
5,625.m
lt%s 8,22s.00 i 8.225.00
5! bt ot9!!!99!g uEpsset 9t%71,945.OO 50.058.80 S 122.013.80
0
l. Adnrlnl*dttve ErpG@!0
6%s 4576m
o%q
697.m
s
3
5 ubtots I Ad m i ni st t oti v e Exp e n s e s 7%5 s,s23.oo 5.523.00
Grand Total 1m%5 77,468.00 s 50,068.80 s 127,536.80
% of Total Grant 100.00%
Grant Budget Template
Proposed Funding lnformation:
2021 Hopesource/KVMA Cold weather shelter
Name ofOrganizationi HooeSoulce
Grant lD:
fotal Grant Funds Requested:s80.458.00
Application Ftscal Year:Ft 202L-2025
Proposed CoC Code(sl:BoS 501
Counw/state{s} to be Served:Kittitas
Proposed # of Households Served:1,911
Average Amount oer Household Served:
Pro8nm Expons t6 oflotd
Grant
66nt Fmd R€q*sr
Yea One
Matchlrg and ln xlnd
Y€ar On€
lotal Fond.
Yaar Ono
1. Personnel/tabor
Title and Organization
f FTE %FIE Base Annual
Prosram Manaaer - HS 1.OO 70M t 6aa oo 2,688.00
Client Advocate - CE - Hs 100 5.880.00 5.880.00
Volunteer Coordination ' HS 100 5.472.OO s 5.472.OO
Overnipht SuDooil loPM - 6 AM oo 19%15.120-OO E 15 lrO OO
OverniehtSuoood 1OPM - 6 AM 15,120.O0 \904 15.120.m 15 1rn OO
Overnipht Subood Sar/Son lOpM - 6 AM 1.00 100%6.O4a.OO aoa s 6 044 OO {
Overnight Support SaVSun 10PM - 6 AM 1.00 10tra 6.M8.OO
loy'MA/CommunityVolunteer Hours - S18 x 1500 Hours (ln Kind)1.OO 10M ,7 000 00 27,000.00
1
o%s
ooa I {
subtotal Salaries/Wages 83,376.00
9,028.80 19.612.80
Subtotal Personnel 66%s 52,920.00 s 50,068.a0 S 102,988.80
L3%
Communication - CWS Cell Phone o%350.00
Ouh€ach Mate.ials o%
7%
S 1o,8oo.oo
5
5
s
1,575.00
300.00
5.525.00
14%s 11.225.00 i L1'22'.OO
Subtotdl Proordm Expenses 93%S 74,94s.00 s 50,058.80 125,013.80
o
0
Finance. HRand Admin st.ffs.laruand w.sa 5%s 4.576.OO
s 250.00
Gene.al Liahilitv ln<uhh..fA q 6q7 00
s s
o%s s
slbtotd I Ad m i n i st roti ve Exp e nse s 7%5,523.00 s 5,523.00
Grand Total 100%80,468.00 50,058.80 s 130,s35.80
% of Total Grant 100.00%
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