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HomeMy WebLinkAboutHH-2023-002-KVMA-CWS-ExecutedBOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON o.2oz3- I [p 4RESOI,IITION A RESOLUTION AUTHORIZING EXECUTION OF A HOMELESS HOUSING PROGRAM GRANT AGREEMENT FOR THE COLD WEATHER SHELTER WHEREAS: The Kittitas County Homelessness and Affordable Housing Committee met at their regularly scheduled meeting on October 2,2023, and voted unanimously for the below described funding recommendation; and WHEREAS: Kittitas County has previously contracted with Kittitas Valley Ministerial Association and HopeSource, a non-profit organization; and WHEREAS: Kittitas County desires to aid $99,683.50 (ninety-nine thousand six-hundred eighty-three dollars and fifty cents) in funding of the Cold Weather Shelter; and WHEREAS: Kittitas County desires to contract with Kittitas Valley Ministerial Association and HopeSource. NOW' THEREFORE BE IT RESOLVED, The Kittitas County Board of Commissioners authorizes the execution of the attached Homeless Housing Grant Agreement following the recommendations as made by the Homelessness and Affordable Housing Committee with Kittitas Valley Ministerial Association and HopeSource for the provisions of the Cold Weather Shelter. DATED this &,'?A auv ot &-xfu kf- ,2023,at Ellensburg, washington. BOARD OF UNTY COMMISSIONERS GTON th, Vice-Chairman T SEAL of AL ssloner APPROVED AS TO FORM Deputy Prosecuting Attorney HH-2023-OO2-KVMA-CWS HOMELESS HOUSING PROGRAM GRANT AGREEMENT This Homeless Housing Program Grant Agreement ("Agreement") is entered into between KITTITAS COLINTY, a political subdivision of the State of Washington (the "County"), and KITTITAS VALLEY MINISTERIAL ASSOCIATION (KVMA) in collaboration with HOPESOURCE, a Washington non-profit corporation ("Recipient") 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 16th,2023, and terminate on March 29th,2024. ARTICLE II - GRANT AMOUNT, USE AND BUDGET Section 2.1 Grant Amount: The Recipient is awarded a total of up to ninety-nine thousand six-hundred eighty-three dollars and fifty cents ($99,683.50) (the "Grant Award") to be administered as follows as Grant Award HH-2023-002-KVMA-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 Budget. The Grant Award shall be expended by the Recipient as set forth in Exhibit A - Attached Application. 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 Homeless Housing Grant Agreement Revised 9l13/2023 Page I ofl0 HH-2023-OO2-KVMA-CWS 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. 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 Disbursements. If the Recipient fails to perform any obligation under this Agreement and the failure has not been cured within l0 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 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 Homeless Housing Grant Agreement Revised 9/13/2023 Page 2 of l0 I HH -2023-oo2-KVMA-cws 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 31,2023 March 30,2024 Provide a brief description of work paid for by County funds and total amount of County funds expected 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 5l 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:Brian Carlson, Budget & Finance Manager County Auditor's Office 205 West 5th - Suite 105 Ellensburg WA 98926 s09-962-7502 brian. carlson@co.kittitas.wa.us FOR THE RECIPIENT Susan Casey 906 E. Mountain View Ave. Ellensburg, WA 98926 206-963-0912 Homeless Housing Grant Agreement Revised 9113/2023 Page 3 of l0 I HH -2023-oo2-KVMA-cws sucasey 0 9 1 2@gmail.or g 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 shallbe 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 Employer Liability. The Recipient will maintain workers' compensation insurance as required by Title 5l RCW, and will provide evidence of coverage to the BOCC. If the Contract is for over $50,000, then the Recipient will also maintain employer liability coverage with a limit of not less than One Million Dollars ($l 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 Liabilitlr. 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 ($l 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. Homeless Housing Grant Agreement Revised 9/1312023 Page 4 of 10 HH-2023-OO2-KVMA-CWS Section 6.4 Miscellaneous Insurance Provisions. 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- Homeless Housing Grant Agreement Revised 9/1312023 Page 5 of l0 HH-2023-OO2-KVMA-CWS 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, offi cials, 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. 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 attomeys' 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 Duty 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 W Title 1I Solely for purposes of this indemnification provision, the Recipient expressly waives its immunity under Title 5l 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 9/1312023 Page 6 of l0 I uH-2023-oo2-KVMA-cws Section 8.1 Nondiscrimination. The Recipient shall not discriminate against any employee or applicant for employment, or program participant or program participant applicant, on accountof race, color, sex, religion, nationalorigin, 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. The County, the Committee and the BOCC shall have no obligation to ensure such compliance. ARTICLE IX - TBRMINATION 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 Award 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. Section 9.4. Termination due to Extraordinary Circumstances. The perlormance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the NationalOceanic and Atmospheric Adminishation, any other agency ofthe United States Govemment, or any agency of the Government of the State of Washington of the occuffence 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, govemment regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither pafi may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation Homeless Housing Grant Agreement Revised 9/1312023 Page 7 of l0 HH-2023.002-KVMA-CWS 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 occuffence 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 occunences. 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 orthe entirety of this agreement. ARTICLE X - MISCELLAI\EOUS 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 Organizational-Status Warrantv. The Recipient warrants that it is duly organized, 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 party. 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 rvritten consent of the County, which may be granted or refused in the County's sole discretion. Section 10.6 Choice of Law: Venue; Jurisdiction. This Agreement shall be governed by the laws ofthe 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 ofthe courts ofthe 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 Homeless Housing Grant Agreement Revised 9/1312023 Page 8 of l0 I uH -2023-ooz-KvMA-cws 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 Severability. 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 allof 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. TAS COUNTY:KITTITAS COUNTY BOARD oF co CO erk of Board Homeless Housing Grant Agreement Revised 9/1312023 B Page 9 of 10 HH-2023-AO2-KVMA-CWS DATE: RECIPIENT DATE: Homeless Housing Grant Agreement Revised 9/1312023 v-un/b'ur A' Laz3 gnature State L,*Yut By: (Print Name) Title: Page l0 of l0 Homelessness and Affordable Housing Funds 2O2L Notice of Funds Available Application Form **Fields outlined in red are required*" PROJECT INFORMATION Project Title: Cold Weather Shelter Project Site Name(s): Local Area Churches Project site Address(s): 906 E Mountain View Ave and local area churches Which fund source is this proposal for? (select one, see Section 1 of the NOFA for details) t/ Affordable Housing Funds Homeless and Housing Assistance Funds Totaf Project Costs (including other funding and resources): $169,433.50 Totaf Amount Requested (from Kittitas County Homeless Housing dnd Assistance or Alfordabte Housing fundsl: ggg,6g3.S0 Time Frame for Utilization of Requested Funds: October 16,2023 - March 29,2024 City, Town or Unincorporated Area to be served: Kittitas County APPLICANT INFORMATION Name of Applicant Organization: KVMA/Ellensburg Foursquare Church Mailing Address: 906 E. Mountain View Ave. City, State, Zip: Ellensburg, WA 98926 Phone: 509-925-5000 Fax: Email Add ress: ad m i n@el lensbu rgfou rsq uare. org Website: https:// Federal Tax ldentification Number: Type of Organization: Government Non-Profit For-Profit Local housing authority Tribe PROJECT CONTACTS Name of organization Director: steve Luten, Vice-president KVMA Phone: 509-969-0293 Email: steve@ellensburgfoursq uare. org Project Contact Name: Susan Casey Title: Phone: 206-963-0912 Email Address: sucasey09 1 2@gmail. org Fiscal Contact Name: Suzanne Barnes Phone: 509-925-5000 Email Address: sq2s I neb@ellensbu rgfou rsq uare. org 2 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. Signature of Authorized Representative Date 3 PROPOSAL DET AILS 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.) Since L97L FISH has been the source for food for anyone in need in Kittitas County. FISH is partnering with Kittitas Valley Ministerial Association (KVMA) 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 in 2Ot4. 4 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.) The Cold Weather Shelter, for the 2022-2023 season, will be returning to the seven location model as was done successfully from 201,4 to spring of 2O2O . The CWS will host guests from the night of November !4,2022 through the morning of March 15,2023 (121 niehts). Genera I Schedule: 4:00-5:30 - Dinner is picked up from FlsH and sleeping bags are picked up from the previous church. 6:00 - 6:30 Set up 6:30 - 7:30 Guest Check-ln (HopeSource enters data into the HMIS system.) - Guest will be given a sleeping bag, sleeping mat, and secure place to store backpacks and other belongs. - Guest and Shelter Volunteers will be encourage to interact and build relationships. 10:00 - Lights out - (supervision covered by contracted night watch service) 5:45 - Morning shift arrives (night watch leaves at 6:00am) 6:00 - 7:oo - Lights on, guests wake up, turn in mats and sleeping bags, and exit by 7am. - Note: breakfast will not be provided. Saturdays - Sleeping bags are laundered. Volunteer shifts: Evening 6-10pm 3-4 volunteers, Morning 5:45 -8am 2 volunteers Shelter Coordinator: 40 hour/24 weeks - |Zq p/n 5 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.) E[uickly identify and engage people experiencing homelessness. ldentification and engagement will be accomplished through a variety ofpartlersf ips such.as Hop_esource's Neighbor to Neighbor program, emergency medical facilities, law enforcement, local and regionll netwoiks of'social Jnd emergency services, and faith-based organizations. Prioritize housing for people with the greatest needs The Cold Weather Shelter's target population are adult individuals and adult families in need of a warm safe place to sleep. Families with children are housed with HotelVouchers and arereferred to HopeSource for rapid rehousing. Although an individual experiencing homelessness may benefit from supportive services such asmental health or substance abuse counseling, participation in these services is not arequirement for accessing the Cold Weather Shelter. t/ operate an effective and efficient homeless crisis response system that swiftly moves people into stable permanent housing. The Kittitas County coordinated entry system will be managed by HopeSource at the ColdWeather Shelter. All guests will be entered into the state HMIS system as required for anyone utilizing document recording fee funds. As part of the intake process guests will be informed of services available to them to stabilizetheir lives with housing, case management, mental health and substance use counseling, faith based counseling, nutrition, physical health, and referralto all relevant communityservlces. t/ 6 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. - Address racial disparities amongst people experiencing homelessness All entities recommended recognize that race and economic status can significantly limit the opportunities of program participants and acknowledges the unequal impact of these factors. The KVMA and our partners work with shelter guests to begin the process of overcoming the unique barriers faced by each individual in accessing housing. lZOtn.r. information you think would be beneficialfor the Committee to know. CWS builds relationships between guests and volunteers that serves to strengthen a sustainable healthy community. Last year, CWS volunteers provided evening meals to all guests nearly every night to address food scarcity unhoused people face. lncluding meals over the weekends and on holidays when FISH/Open Table is closed; often being the only food guests consumed over a 48-72 hr. period. CWS volunteers also provided clothing and rides to guests for appointments not easily accessed by bus service. CWS was open one day last year because guests requested help: library was closed and day high temperature was 19 degrees. CWS Program builds lasting community relationships beyond the shelter. t/ 7 4. Partnerships: List your key community partnerships for the proposed project and what their role will be. (250 words max.) The Cold Weather Shelter has operated for 8 years and is successful because of a wide range of community partners. The primary partners are: Fish Food Bank, HopeSource, Ellensburg Police Department, Kittitas County Sheriff and these churches: First Christian, Foursquare, Liberty Bible, Lutheran, Mercer Creek, United Methodist. Additional community resources already actively in place and with a strong history of collaborating with the CWS include a consortium of providers for all aspecis of physical, mental, and emotional well-being. Examples of such provision are as follows: Housing Authority, a recipient of VASH for veterans and Section 8 housing vouchers for qualified households; 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 support; Free Clinic Dental & Vision that provides access to medicaltreatmen| 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 during the winter months. I 6. Sustainability: Describe your ability, experience, and resources to implement and sustain the project during the term of the project. (250 words max.) The KVMA is in active discussions with their partners at the City of Ellensburg and the Kittitas County Commissioners for potential support for the CWS in 2022-2023. Looking forward the KVMA does not intend to continue the Cold Weather shelter after the Spring 2023 given the communities need for a year round sheltering system. 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: Exa le #2 GOA[: lncrease number of people enrolled in health insurance by 25"/o by December 31,2020. Measures {How will you know you are making progress toward your goal?l Data Source Number of new enrollees in health insurance lnternal tracking sheet Strategy fl (What will you do to achieve your goal?l Create promotional materials to distribute to local partners advertising health insurance enrollment assistance. Measurable Objectives: Promote the service with at least 5 community partners each quarter through December 2020. Distribute ot least 100 flyers around the community by December 2020. a a Strategy S2 (What will you do to achieve your goal?) Offer health insurance enrollment assistance at local community events, Measurable Objectives Attend at least 2 community events per quarter in both Upper Kittitos County and Lower Kittitas County through December 2020 a Strategy #3 (What will you do to achieve your goal?) Offer health insurance enrollment assistance appointments in the office. Measurable Objectives: Schedule ot least 40 hours per month of open wolk-in assistance through December 2020. Ensure stqff availobility for at leost 25 scheduled appointments each month through December 2020. a a GOA[: lncrease the number of trail systems available to the general public within the City of Ellensburg from 5 to 7 by December 2021. Measures (How will you know you are making progress toward your goal?l Data Source Number of trail systems open to the public and clearly labeled Trails report Strategy #1 (What will you do to achieve vour goal?l Establish public-private partnerships for funding trail construction and maintenance. Measurable Objectives: Create toilored presentotion obout project by March 2020. Meet with ot least 2 potentiol portners eoch quorter through June 2020. Establish at leost 2 primory public-privqte portnerships for troils by December 2020. a a a Strategy f2 (What will you do to achieve your goal?)ldentify sites for new trail systems. Measurable Objectives Conduct site visits with portners of potential new sites by March 2021. ldentify pros ond cons of potential new sites by June 2021 Solidify 2 new troil sites by December 2021. a a Strategy f3 (What will vou do to achieve vour soal?l Build new trail systems Measurable Objectives: Create plons for construction of new trail 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: To provide a warm, safe, and stable place for homeless individuals to shelter overnight from November 15 - March 15 Measures (How will you know you are making progress toward your goal?l Data Source Document the number of new/return guests sheltered nightly HopeSource & Strategy fl: (What will you do to achieve your goal?) Secure location(s) for the Shelter Measurable Objectives: Commitments from 7 churcheslorganizalions to host the CWS 1 nighUweek Nov.15 2023 through March 15 2024 and hotel rooms for 5 holidays will be obtained. Strategy f2: (What will you do to achieve your goal?) Attain required people: hire shelter coordinator, coordinator assistant, and night watch. Measurable Objectives: A coordinator, assistant, and night watch persons will be hired and HopeSource staff for data input into the HMIS system will be organized for program implementation. Strategy #3: (What wlll you do to achieve your goal?) Recruit volunteers and obtain equipmenVmaterials to implement program safely and efficiently. Measurable Objectives: Volunteer lists and network within churches, community organizations, and social media to recruit volunteers, meals, hotels, and laundry services will be completed. Resuseable materials from prior years and identify necessary equipment to be purchased will be completed. *Use copies of the same form if you have more than 3 strategies.for the same goal* 12 BUDGET NARRATIVE L. 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 Cold Weather Shelter will be supported through monetary, in-kind, and volunteer hours. - 880 Staff hours for project coordination, volunteer coordination, logistics and trouble shooting. ($28,000) - 302 Staff hours HMIS data collection and reporting. ($8,atS; - 968 contracted hours for overnight coverage ($30,000) - Minimum of 2500 volunteer hours to staff opening, entry, screening, food delivery, exiting, space cleaning, and laundry operations - (ln kind Value $35,000) - Operating expense ($5,860) - Holiday hotel stay (Thanksgiving, Christmas Eve, Christmas, New Years Eve, New years) $6000 - Rent and Utilities (ln - Kind Value - $10,000) - Administrative Overhead 5% - $3909 Overall Project Cost = $127,0088 ln Kind Donations = ($45,000) Funding Required = $82,088 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.) Community volunteers will be staffing the shelter with a minimum of 3 volunteers from 6 -10 pm nightly and the morning shift of 2 volunteers from 5:45 -8:00am. We expect to have at least 2500 volunteer hours in running the shelter. Fish Food Bank will be donating hot meals nightly, Monday-Friday Each of the churches is donating their space and the cost of all utilities necessary to run the shelter. 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.) The viability of the Cold Weather Shelter would be in serious jeopardy without funding from the Kittitas County Homeless Prevention and Affordable Housing fund. ln future years, the KVMA fully expects the City of Ellensburg and Kittitas County leadership to implement a space for year round shelter making the Cold Weather Shelter unnecessary in its current from. 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 severely hamper our ability to provide a warm safe space for indtviduals needing a place to sleep at night through the winter months in Kittitas County Without the staff hours to recruit and coordinate the logistics of the shelter and assistance covering the 10 - 6 am shift, the number of days open per week would like be less than 7 and could keep the shelter from opening at all. 16