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HomeMy WebLinkAboutRES 2023-209BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF'WASHINGTON RE,SOI,IITION 2023- 2 o 4 A RESOLUTION AUTHORIZING AMBNDMENT OF THE OCTOBER 2023 COLD WEATHER SHELTER CONTRACT WITH KITTITAS VALLEY MINISTERIAL ASSOCIATION WHEREAS Kittitas County and the Kittitas Valley Ministerial Association a 502c(3) private non-profit organization in collaboration with HopeSource, entered into a contract for the Cold Weather Shelter on October 3,2023; and WHEREAS, Kittitas County and the Kittitas Valley MinisterialAssociation desire to amend the terms of the contract; and WHEREAS, Kittitas County and the Kittitas Valley Ministerial Association desire to remove HopeSource as a contract recipient; and WHEREAS Kittitas County and Kittitas Valley Ministerial Association desire to add Ellensburg Foursquare Church as a contract recipient. Now, THEREFORE BE rr RESOLVED, The Kittitas county Board of county Commissioners authorizes execution of the attached contract amendment with Kittitas Valley Ministerial Association in collaboration with Ellensburg Foursquare Church, all other terms and conditions of the October 3,2023 agreement shall remain in full force and effect. DATED trris 5fi aay of [WLtn-M,k023, atEllensburg, Washington. BOARD OF COUNTY COMMISSIONERS , WASHINGTON Wright,an ATTEST: A, ?r Clerk of the Board Amendment No.1 to Contract HH-2023-002-KVMA-CWS Between Kittitas County and Kittitas Valley Ministerial Association in Collaboration with Ellensburg Foursquare Church October 16-2O2 March 29.2024 The Contract HH-2023-002-KVMA-CWS between Kittitas County is hereby amended to update Section L Homeless Housing Program Grant Agreement Section 1 This Agreement shall hereby be amended to be by and between KITTITAS COUNTY, a political subdivision of the State of Washington (the "County") and KITTITAS VALLEY MINISTERIAL ASSOCIATION (KVMA) in collaboration with ELLENSBURG FOURSQUARE CHURCH, a Washington non-profit corporation ("Recipient")for the Kittitas County Cold Weather Shelter. All other terms and conditions of the agreement remain in full force and effect. IN WITN WHEREOF, the parties have executed this Agreement this ffi^,of 2023. CONTRACTOR APPROVED KITTIT UNTY, WASHINGTON Signature of Signatory toate hl tfl zP Print Name of Signatory Contract HH-2023-002-KVMA-CWS -Am e n d m e nt N o. L Page L Cory Wright, Chairman ith,rman Laura Osiadacz, Commissioner ( ATTEST: Contractor Address: Project Contact: e Kjorsvik, Clerk of the Board County's Address: Kittitas County 205 West 5th Avenue, Suite 108 Ellensburg, WA 98926 Project Contact: Susan Casey Name Title Contract H H-2023-002-KVMA-CWS -Ame nd me nt No. 1 Page 2 ,, 1fn5 r)' 3 R*\\ r{ j'. ;i:/r\".-: _-JLtt'L BOARD OF COUNTY COMMISSIONERS COUNTY OF'KITTITAS STATE OF WASHINGTON oN No. 2o.,.- lLp 4RESOI, A RESOLUTION AUTHORIZING EXECUTION OF A HOMELESS HOUSING PROGRAM GRANT AGREEMENT FOR THE COLD WE,ATHER SHELTER WHEREAS: WHEREAS:The Kittitas county Homelessness and Affordable Flousing committee met at their regularly scheduled meeting on october 2,2023,and voted unanimously for the below described funding recommcndation; ancl Kittitas county has previously contracted with Kittitas valley Ministerial Association and HopeSourcs, a non-profit organization; and WHEREAS: Kittitas County clesires to aid $99,683.50 (ninety-nine thousand six-hundred eighty+hree dollars and fifly cents) in funding of the Cold Weather Shelter; and WHEREAS: Kittitas County desires to contract with Kittitas Valley MinisterialAssociation and HopeSource. NOW, THEREFORE BE IT RESOLVED, The Kittitas County Board of Commissioner.s authorizcs the execution of the attached Homeless f{ousing Granl Agreement following the recommendations as made by the Homelessness and Affordablc Flousing Committee with Kittitas Valley Ministerial Association and HopeSource for the provisions of the colcl weather shelter. DA'I'ED this #+ 6\ day of (Q,glp b($1-,Zlz3,at Ellensburg, Washington. BOARD OF NTY COMMISSIONERS KIT'T INGTON rman th, Vice-Chairman vtt,t(.T erk of oard HH-2023-002-KVMA-CWS HOMELESS HOUSING PROGRAM GRANT AGREEMENT This Horneless Housing Program Grant Agreement ("Agreement") is entered into between KITTITAS COLINTY, a political subdivision of the State of Washington (the "county"), and KlrrlrAs vALt.EY 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 Bufnose: The purpose of this Agreement is to distribute homeless housing surchargc funds awarded pursuant to the applicable provisions of RCW 36.22 .179-l7gl. Section 1.2 Term: 'l'his Agreement shall take effect October 16th,2023, and rcrminate on March 29th,2024. ARTICLE II _ GRANT AMOTINT, USE AND BUDGET Section 2.1 (iraqt Amount: The Recipient is awarded a total of up to ninety-nine thousand six-hundred eighty-three dollars and fifty cents ($99,683.50) (the "Grant Award") to be administered as follows as Grant Award HH-2023-002-KVMA-cws. Section 2.2 Use of Grant. The Recipient shall use the Grant Award solely for the purposes and in the manner described in Exhibit A - Attached Application, which is incorporated by this reference. Adjustments to Proposed Project Timelines may be requested of the Committec in writing and the Committee may recommend adjustments to the Board of Kittitas County Commissioners. These recommendations may be granted or denied at the discretion o f the Board of Kittitas County Commissioners. Section 2.3 Budqet. The Grant Award shall be expended by the Recipient as set forth in Exhibit A - Attached Application. Adjustments to Proposed Project Budgets may be requested of the Committee in writing and the Committee may recommend adjustments to the Board of Kittitas County Commissioners. These recommendations may be grantcd or denied at the discretion o f the Board of Kittitas County Commissioners. 'l'hese recommendations may be granted or denied at the discretion of the Board of County Commissioners. ARTICLE III - DISBURSEMENTS Homeless I Iousing Crant Agreement Revised 9l13/2023 Page I of l0 I nH- 2an-oo2-KvMA-cws Section 3.1 lli$brrrsenrent of Crant Award Funds. Not more frequently than once a month, the Recipient may request disbursement from the Grant Award. Each disbursemcnt requcst 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 pcrformed and be accompanied by a descriptive summary of all atlowable costs and cxpenses incurred flor which the Recipient is seeking disbursement, unless lurthcr dncumentation is requested by the Committee, the Kittitas -ounty Auditor's Office, or the BOCC. Thc Recipient will be subject to periodic on-site audits to ensure that satisfactory supporLing documentation of all allowable costs and expenses are being kept. Within 30 days of its receipt of the request and satisfactory supporting documentati-on, and subject to the other terms and conditions contained in this Agreement, ihe 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 rcquired 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 olcosts or expenscs being incurred; and (b) no costs or cxpenses incurred by the Recipient prior to the eflective date of this Agreement, or after its termination, are eligiUte for reimbuisement. Section 3.3 Disburse$cnt Without Prejudice. Any disbursement made by the County to the Recipient shall be without prejudice to thc County's rights later ro challenge the propriety of the Recipicnt's claimed costs or expenses. Section 3.4 Withhpldins Disbursernents. If the Recipient fails to perform any obligation underthis Agrcement and the failure has not been cured within l0 days following olal or written notice from the County or the Committee, the County may, wiihout penal[, and in its sole discretion and upon written notice to the Recipient, withhold all monies oiherwise 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. Section 4.1 section 4.3. ARTICLE IV-REPORTS AND RECORDKEEPING Progrsss lteports. Reports will be generated and submitted as provided in Section 4.2 lteggrd Reterrtionr t{"eview. The Recipient shall maintain records sufficient to fully document its compliance with all contractual, grant and legal requirements, fbr not lcss 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 authorityrelated to this Agreement with full access to all of the Rccipient'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 911312023 page 2 of l0 I uH-2023-ooz-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 Reportilg-For each Progress Report, the agency will use the standardized reporting fonn developed by the Homeless and Affordable Housing Committee, Reports are due on the following: December 3l ,2023 March 30,2024 Provide a brief description of work paid for by County funds and total amount of County f'unds 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 gatirered. ARTICLE V - CONTRACT ADMINISTRATION AND NOTICES Section 5.1 llersonnel. The Recipient will secure at its own expense all labor and materials rcquired to perform any work in connection with the Project. The Recipient shall be responsible for all applicable payroll, labor and industries piemiums, and taxes. All employees and subcontractors of the Recipient shall be covcred by Industrial Insurance in full compliance with title 5l of the Revised code of washington (,RCw"). Section 5.2 Contract Represerrtativcs. 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'I'HE COUNTY:Brian Carlson, Budget & Finance Manager County Auditor's Office 205 West 5th - Suite 105 Ellensburg WA 98926 509-962-7502 brian.carlson@co,kittitas.wa.us FOR THE RECIPIENT:Susan Casey 906 E. Mountain View Ave. Ellensburg, WA 98926 206-963-0912 I{omeless llousing Grant Agreement Revised 9/Bl2A23 Page 3 of l0 HFI-2023-O02-KVMA-CWS sucasey09 I 2@gmail.org A party may change its designated representative or address by providing written notice to the other party. Section 5.3 Noliccs. 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 scnt by first-class, registered or certified mail is deemed given three days aiter mailing, if properly addressed and having proper postage. Notices delivered by facsimile shall be deemed to havc been given on the date of transmission if received duiing the recipient's business day or, if not, on the recipient's next business day. E-mail udd."rr"r, if listed in this Agreement, are provided only forconvenience and not fornotice purposes. ARTICLE VI - INSURANCE Section 6.1 Pro(-bssional Lcgal l..iabilitv, The Recipient will maintain professional legal liability or profcssional errors and omissions covcrage appropriate to the Recipient's profession. The coverage willhave a limit of not less than One Million Dollars ($l mlllion) per occurrence. '['he coverage willapply to liability for a professional error, act or omission arising out of the Recipient's services under the Agreement, The coverage will not excludc 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 wherc such serviccs are rendered under the Agreement. Section 6.2 Workeg'Cqmpensalien and Hmploycr Liabiliry.'t'he Recipient will maintain workers' compensation insurance as required by 'l'itle 5l RCW, and will piovide evidence of covcrage to the BOCC. If the Contract is for over $50,000, then the Recipient will also maintain employer liability coverage with a limit of not less than One Million Dollars ($ I million). The Recipient will request that the Washington State Department of t.abor and Industries, Workers Compensation Representative, send written verification to the County that the Recipient is currently paying workers'compensation. Section 6.3 Commercial General Liabitity. The Recipient will maintain commercial general Iiability coverage for bodily injury, personal injury and propeny damage, subject to a limit of not less than One Million Dollars ($l million) per occurrence. The gencral aggregate limit will apply separately to the Contract and be no less than Two Million i)ollars ($2 million). The Recipient will provide commercial general liability coverage that does not exclude any activity to be performed in fulllllment of the Agreement. Spicialized forms specific to the industry of the Recipient will be deemed equivalent, provided coverage is no more restrictive than would be provided under a standard commercial general liability policy, including contractual liability coverage. Homeless Housing Crant Agreement Revised 9/13/2023 Page4ofl0 I HH-2023-oo2-KVMA-cws Section 6.4 Miscella$eous Insurange Provisjons. 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 lcss 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 placcd 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 thc Recipient's indemnification duties. This section shall survive termination of this Agreement. C. The policy shall be endorsed and thc 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 protcction 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 fumish the County with properly executed certificates of insurance or a signed policy endorsement, including Lhe additional-insured provision, which will clearly evidence all insurance required in this Section, before work undsr this Agreement shall commence, but no later than Ten ( 10) days aftcr the effective date of this Agreemeut. Acceptable forms of evidence are the endorscment 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 thc request of the County. Certificates, policies and endorsemcnts scheduled to expire before completion of services will be renewed before expiration. The ceftificate 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 changcs 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" coveragc 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 9lW2A23 Page 5 of 10 I uu-2ox-aoz-KvMA-cws contributing with any other insurance maintained by Kittitas County with respect to any insurance or sclf-insurance programs covering the County, its clected and appointed offi cers, offi cials, employees, agents and represcntatives. 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 policics 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 BOC-C, 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 anyonc directly or indirectly employcd or supervised by any of them or anyone lor whose acts, errors or omissions any of them may be liable. "Claim" means any loss, claim, suit, action, liability, damagc 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 usc resulting theref'rom. Section 7.2 Recipient's DuLy to lndgnrni{v. 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, cmployees 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 lqrmunity. solely for purposes of this indemnification provision, the Recipient expressly waives its immunity under Title 5 I RCW and acknowledges that this waiver was mutually negotiated by the parties. Thc Recipient's duty to indemnify, defend and hold harmless shall survive termination of this Agreement. ARTICLE VIII-NONDISCRIMINATTON AND LEGAL COMPLIANCE Homeless Housing Grant Agreement Revised 9/13/2023 Page 6 of l0 I r rH-2023-oo2-KVMA-cws Section 8-1 Nondiscrimination, The Recipient shall not discriminate against any employee or applicant lor employment, or program participant or program participant applicant, on accountolrace, color, sex, religion, national origln, creed, marital status, age, Vietnam era or disabled veterans status, the presence of any sensory, mental or physi-al handicap, or any other basis prohibited by law with respect to any program participation, employment upgrading, demotion, transfer, recruitment or selection forlraining, including apprenticeships and volunteers. 1'his prohibition docs not apply, however, to a religious corporation, association, educational institution or society with respect to the cmployment of individuals of a particular religion to perform work connected with the carrying tn by such corporation, association, cducational institution or society of its activities. Section 8.2 Cornpliancq. with Laws. The Recipient and its officials, officers, employees, agents and suboontractors shall comply with all applicable federal, state and local iaws, regulations. rules and policies. The County, the Committee and the BOCC shall have no obligation to ensure such compliance. ARTICLB IX - TERMINATION Section 9.1 Terminatig0 for Loss of Fuqdi4g The County shall have the right ro terminate this Agrcement at any time after providing written notice consistent with sections 5.2 and5.3 ol this agreement if the funds relied upon for the Grant Awarcl are terminated, suspended or othcrwise lost or impaircd in r.vhole or in part, Section 9.2 Termination for Convenience. Either party may terminate this Agreement for convenience upon giving the other parly at least 30 days' advance written notice. In that even! the Recipient will be entitled to payment onty for thosc 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, thc nondefaulting party may give the defaulting party written notice that it has 30 days in which to curc the defhult. If thc default is not cured within 30 days of notice, the nondefaulting party may terminate the contract. ln the event of such a termination, the nondefaulting party shall have all rights and remedies available to it under law. Section 9.4. Tcrmlnation due. to Extraordinary Cjlgurnstancss. The perlormance of this Agreement is subject to termination without liability by either parly upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Adminisiration, any other agency of the United States Govemment, or any agency of thc Government of the State ;f Washiigton 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, pandemiciepidemic i llness, strikes or threal of strikes (except that neither party may terminate this Agreement for situations involving that parfy's own employees), civil disorder, or curtailment of transportation I.Iomeless l-lousing Grant Agreement Revised 9/13/2A23 PageTofl0 HtI-2023 -002- KVMA-CW S 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. 1'he ability to terminate this Agreement withoutiiability pursuant. to this paragraph is conditioned upon delivery of written notice fiom onc pany to the other within l0 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 occuffences. 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 agrcement 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 agrccment. ARTICLE X - IUISCBLLANEOUS Section 10.1 Pennissihle-t.lse- Warrant.v. 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 O|ganizational-Status Wananty. The Recipient warrants that it is duly organized, existing and in good standing underthe laws of the state of washington. Section 10.3 l{elatic}nShip of Partics" 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, ug"n"y o, employment relationship between thc pafiies, the committee, or the county. Section 10.4 No'fhid*arty ltiglrts. This Agreement is entererl into by the parries solely for their owrr benefit and it creates or grants no rights of any kind in any othei party. Section 10.5 Assisnme nt. 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, whiih may be granted or refused in the County's sole discretion. Section 10.6 Choice ol'l-aw: Venue; Jurisdiction. This Agreement shall be govemed by the laws of the State of Washington. In the event ofa legalproceeding, venue shall bc only in a court of competent jurisdiction in Kittiks County. Each party hereby consents to tht personal jurisdiction ofthe courts ofthe State of Washington, County of Kittitas. This section shalisurvive 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 Flousing Grant Agreement Revised 9l13/2023 Page 8 of l0 I uu-zon-ao2-KvMA-cws addition, waiver of arry 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 Entirc AgreerJrent. 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 speci fical ly excluded. Section 10.10 Headings. The headings in this Agreement are lor convenience only and shall not be deemed to affect the meaning of its provisions. Section l0.ll Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, such invalidity shall not allect the validity of the remaining provisions that can be given elfect without the invalid provision, p.ouid"d thut the underlying intent of the parties can still be given effect. Section 10.12 Signaturg Authodt-v. Each person signing this Agreement on behalf of a party warrants that he or she has full authority to sign this Agreemcnt on that pafiy's behalf, Section 10.13 Counterparts. 'l'his Agreement may be executed in counterparts, cach 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 pafly. Section 10.14 Exhibits, The following exhibits are incorporated into this Agreement by reference: (a) Exhibit A - Attached Application. KITTITAS COUNTY:KITTIT COUNTY BOARD OF ONERS atr \ f Board Homeless Housing Grant Agreement Revised 911312023 lr Page 9 of l0 I Hs-2023-oo2-KVMA-cws Qpr'3,202vDATE: RECIPIENT: DATE: Homeless Housing Grant Agreement Revised 9/1312023 t Name) t*"1 (ubr By: Title Page l0 ofl0 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) r' Affordable Housing Funds Homeless and Housing Assistance Funds Total Project Costs (including other funding dnd resources): $169,433.50 Total Amount Requested (from Kittitas County Homeless Housing and Assistance or Affordable Housing fundtl' $gg,6g3.50 Time Frame for Utilization of Requested Funds: October 16,2023 - March 29,2024 City, Town or Unincorporated Area to be served: Kittitas County APPTICANT I NFORMATION 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 ua re. 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@ellensburgfou rsq uare. org Project Contact Name: Susan Casey Title: Phone: 206-963-0912 Email Address: strcas ey0912@gmail.org Fiscal Contact Name: Suzanne Barnes Phone: 509-925-5000 Emai I Address: ss2s1.1 neb@el lenSbu rgfoursq 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 PROPOSAT DETAITS L. 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) a voluntary group of pastors, ministry leaders, and community citizens who work together for the good of the community of Kittitas County. A primary focus of assistance for KVMA is with the unhoused population in Kittitas County. KVMA has led the Cold Weather Shelter (CWS) effort since its inception in 2014. KVMA has a well respected and longstanding history of partnering with FISH, HopeSource, Ellensburg Police & Sheriff Departments and others in the commumtiy to promote the health and welfare of our community. Ellensburg Foursquare Church, working directly with both KVMA and HopeSource, has a multiyear history of assistance to the unhoused. Ellensburg Foursquare has been involved in the CWS for many years, but in the past 2 years has increasingly stepped in to help with unexpected needs as they arose. Last year, Ellensburg Foursquare provided office space, bookeeping for expenses, and general office support for the administration of the Cold Weather Shelter in addition to hosting 2 nights in the CWS 7 night rotation. Last year FISH served as fiscal manager. Foursquare intends to do both bookeeping and fiscal mangement this year. 4 2. Project 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 provides direct services to the unhoused through a rotating-location model of providing nightly shelter. This has been successful model of operation. The CWS hosts guests from the night of November 15,2023 through the morning of March 16, 2023 (122 nights). Weekly Schedule: 5:30-6:00pm - Set up 6:00-8:00pm - Guest Check-ln by volunteers. HopeSource enters guest data into HMIS system and assists with community resource connection. A sleeping bag is labeled for each guest, a sleeping mat and storage bin for backpacks provided. Volunteers provide a meal and interacVbuild relationships with guests. 10:00pm - 6am - Lights out. Overnight supervision by CWS hired/paid night watch. 5:45am - Morning shift arrives makes coffee, reviews night with nightwatch. 6:00 -7:00am - wake-up guests, clean mats, turn in sleeping bags, and exit premises. Saturdays - Sleeping bags laundered. Volunteers: Evening shift (6-1Opm) 3 volunteers; Morning Shift (5:45-T:3oam) 2 volunteers. Shelter Coordinator: 4Ohrs/week variable over 24 weeks - $25lhr. Work day/hours will vary to meet needs of CWS Program. Shelter Assistant Coordinator: 20hrlweek over 22 weeks - $22lhr. Work day/hours will vary to cover days off of shelter coordinator and meet the needs of cws. CWS Night Watch: 10pm-6am each night - $25lhr. over 1 16 nights (except 5 holidays). One person (successful background check/interview by CWS Coordinator) for each night shift. HopeSource: 5:30-8:30pm HMIS data input and connection to resources/services 3hrs over 117 evenings (351 hrs total). 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 L00 word description for each selected.) E[uickly identify and engage people experiencing homelessness. ldentification and engagement will be accomplished through a variety of partnerships such as Hopesource's Neighbor to Neighbor program, emergency medical facilities, law enforcement, local and regional networks of social and eme rgency services, a nd fa ith-based orga n izations. 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 are referred to HopeSource for rapid rehousing. 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 requirement 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 Cold Weather 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 are informed of services available to them to stabilize their lives with housing, case management, mental health and substance use counseling, faith based counseling, nutrition, physical health, and referral to all relevant community services. 1/ 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 provides temporary shelter during adverse weather conditions and a pathway to access more permanent solutions. CWS does not intend to provide permanent housing. lt is projected that there will be several unhoused persons who will not access this program or follow the simple guidelines of respecting property (designated smoking areas) and will remain unhoused. 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. l-7lOtn"t information you think would be beneficial for the Committee to know. CWS builds relationships between guests and volunteers that seryes 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. r' 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 9 years and is successful because of a wide range of community partners and community volunteers. Primary partners are: l(/MA, HopeSource, Ellensburg Police Department, Kittitas County Sheriff, and local churches: primarily, First Christian, Foursquare, Liberty Bible, First Lutheran, Mercer Creek, and United Methodist. Kittitas County Health Network and Oddfellows have also provided past support. Additional community resources already actively in place and with a strong history of collaborating with the CWS include a consortium of providers for all aspects of physical, mental, and emotional well-being. Examples are: Housing Authority, 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; FISH who offer food and social support; Free Clinic Dental & Vision that provides access to medical treatment; and Goodwill and the Methodist Clothing Bank for essential clothing and household needs. 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. 't0 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. Example #1: Exam le #2 GOAL: lncrease number of people enrolled in health insurance by 25% by December 3L,2020. Meelures {How will you know you are progress toward your goal?)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 insura nce enrollment assistance. Measurable Objectives: Promote the service with ot leost 5 community portners eoch quarter through December 2020. Distribute ot least 100 flyers around the community by December 2020. a a Strategy f2 (What will you do to achieve your goal?) Offer health insurance enrollment assistance at local community events, Measurable Objectives a Attend ot leost 2 community events per quorter in both Upper Kittitos County and Lower Kittitos County through December 202A Strategy S3 (What will you do to achieve your goal?| Offer health insurance enrollment assistance appointments in the office. Measurable Objectives: a a Schedule ot least 40 hours per month of open walk-in assistonce through December 2020. Ensure staff availobility for at least 25 scheduled appointments eoch month through December 2020. GOAL: 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?)Data Source Number of trail systems open to the public and clearly labeled Trails report Strategy fll (What will you do to achieve your goal?) Establish public-private partnerships for funding trail construction and maintenance. Measurable Objectives: Creote tailored presentqtion obout project by Morch 2020. Meet with at leost 2 potential partners each quarter through June 2020. Estoblish ot least 2 primary public-private pqrtnerships for trails by December 2020. a a a S$ategy #2 (What will you do to achieve your goal?l ldentify sites for new trail systems. Measurable Objectives: o Conduct site visits with partners of potential new sites by March 202L. . ldentify pros and cons of potential new sites by June 2021. Solidify 2 new trail sites by December 202L. Strategy #3 (What will you do to achieve vour goal?l Build new trail systems. Measurable Objectives: Creote plans for construction of new troil systems by Morch 2021. Two new troil systems will be built by December 2027. a a 11 GOALS AND ECTIVES 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 f1: (What will you do to achieve your goal?) Secure location(s) for the Shelter Measurable Objectives Commitments from 7 churches/organizations to host the CWS 1 night/week 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 f3: (What will you do to achieve your goal?l Recruit volunteers and obtain equipment/materials 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 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 Cold Weather Shelter operates 7 days/week over 22 weeks operating by monetary support, in-kind support, and volunteer hours: - 936 hrs Coordinator: Program implementation, transport materials, volunteer coordination, oversee community service individuals, and trouble shooting (no mileage reimbursement). ($29, 952) - 420 hrs Assistant Coordinator: Support coordinator with program implementation, laundry, and supervise CWS on Coordinator's days off (no mileage reimbursement). ($11,827) - 351 hrs HopeSource Staff HMIS data reporting. ($9052.50) - 936 hrs for 117 overnight watch (8hr shift). ($29,952) - Operating supplies - Sanitizing supplies, durable storage totes, mats, sleeping bags, garbage bags, etc. ($5800) - Holiday hotel stay (5 nights): Thanksgiving, Christmas Eve, Christmas, New Years Eve, New Years ($12,500) -2125 Volunteer hrs - Program operations: setup, screening, storing belongings, food, space cleaning, exiting guests, and laundry services. (in-kind value $01,250) - Rent, utilities, appliances, and materials (in-kind value - $28,500) - Administrative Overhead 3% ($2990.51) Overall Project Cost = $169,433.50 ln Kind Donations = ($69,750) Funding Required = $99,683.50 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.) Partia! funding would severely hamper our ability to provide a warm safe space for individuals needing a place to sleep at night through the winter months in Kittitas County Wthout 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