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Home My WebLink AboutCONSENT MOU re OlyCAP and Public Health 615 Sheridan Street Port Townsend, WA 98368 Jefvison www.JeffersonCountyPublicHealth.org Consent Agenda Public Healt JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Josh D. Peters, County Administrator FROM: Apple Martine, Jefferson County Public Health Director Denise Banker, Jefferson County Public Health Community Health Director DATE: I ( I—j fvc SUBJECT: Agenda item — Memorandum of Understanding Between Jefferson County Public Health and Olympic Community Action Partnership (OlyCAP) $40,000.00 - upon signature — until withdrawn STATEMENT OF ISSUE: Jefferson County Public Health (JCPH) seeks Board approval of a Memorandum of Understanding (MOU) with Olympic Community Action Partnership (OlyCAP) to provide $40,000.00 of funding for outreach services to individuals experiencing homelessness and who are linked to the Coordinated Entry system. ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S: This collaboration enhances JCPH's harm reduction efforts by providing funding for outreach services. Street outreach is a strategy for engaging people experiencing homelessness who are otherwise not accessing services for the purpose of connecting them with emergency shelter, housing, communicable disease control, and other critical services. This partnership represents a strong step in improving access to services and supporting public health efforts in Jefferson County. FISCAL IMPACT/COST BENEFIT ANALYSIS: This MOU provides for $40,000.00 in revenue for outreach and supplies. RECOMMENDATION: JCPH management requests approval of this Memorandum of Understanding upon signature until terminated by either party. REVIEWED BY: w-�—� it/ //02, Josh D. Peters, County Administrator Date 111 Community Health Environmental Public Health Developmental Disabilities 360-385-9444 360-385-9400 (f) 360-379-4487 360-385-9401 (f) Always working for a safer and healthier community N-25-082 CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Olympic Community Action Partnership(OlyCAP) Contract No: N-25-082 Contract For: Street Outreach Term: upon signature -until terminated COUNTY DEPARTMENT: Jefferson County Public Health Contact Person: Denise Banker Contact Phone: 360-385-9438 Contact email: dbanker@co.jefferson.wa.us AMOUNT: $40,000.00 PROCESS: — Exempt from Bid Process Revenue: $40,000.00 _ Cooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s) of Matching Funds _ Vendor List Bid Fund# RFP or RFQ Munis Org/Obj ✓ Other: MOU APPROVAL STEPS: STEP l: DEPARTMENT CERTIFIES CO CE T / . 0 AND CHAPTER 42.23 RCW. fl CERTIFIED: N/A: �l Oct. 27,2025 Signature Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT` DEBA - D ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: F1 N/A: Oct. 27,2025 Signatured Date sT �WW R� N a��Y�gement Ori citgftlgr.through Laserfiche): JCPH must follow the PAO's counsel with respect to CHG Guidelines and county communications and interactions with OlyCAP. If there is a similar MOU in the future, JCPH should include those elements in a proposed MOU. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): actronically approved as to form by PAO on 11/5/2025. 1G Guidelines, section 2.2.3 (at :ps://deptofcommerce.app.box.com/s/4d1i1ui45ugljmhlseufez4flxgv1q6b) contain detailed auirements that Public Health must follow. Please read the email sent by the PAO about s MOU. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 OlyCAP 360-385-2571 2120 W. Sims Way _ Port Townsend, WA 98368 Memorandum of Understanding(MOU) Between Olympic Community Action Partnership(OlyCAP) And Jefferson County Public Health Harm Reduction Services Effective Date: November 1, 2025 1. Purpose This Memorandum of Understanding(MOU)establishes a collaborative agreement between Olympic Community Action Partnership (OlyCAP) and Jefferson County Public Health Harm Reduction Services (JCPH-HRS) for the provision of outreach services to individuals experiencing homelessness in Jefferson County. OlyCAP will subgrant funds to JCPH-HRS to support these services in alignment with the Washington State Consolidated Homeless Grant (CHG) Emergency Housing Fund (EHF). 2. Funding OlyCAP agrees to award $40,000 in CHG Emergency Housing Funds to JCPH-HRS for the purpose of conducting street outreach services as defined by the CHG 2026-2027 Guidelines: Street outreach is a strategy for engaging people experiencing homelessness who are otherwise not accessing services for the purpose of connecting them with emergency shelter, housing, or other critical services. Street Outreach projects funded by CHG must be linked to the county or regional Coordinated Entry (CE) system by either: • Performing mobile CE process services(e.g., assessments), or • Providing referrals to CE. 3.Allowable Expenses Allowable expenses under this agreement include: • Outreach or community event supplies • Food purchases, including bottled water, packaged snacks, and other food items provided directly to individuals experiencing homelessness. • Flexible funding may be used to support individuals with essential services such as: o Transportation assistance(e.g.,transportation to housing appointments) o Identification documents(e.g., birth certificates, Ds) N-25-082 o Utility arrears(if they are a barrier to housing) o Background check fees o Employment-related costs(if directly tied to housing stability) 4. Required Policies and Procedures JCPH-HRS must maintain the following policies and procedures: • Complaint Procedure • Program Exit and Denial of Service Policy, as applicable For street outreach projects, a policy must be in place describing the reasons a household may be denied services. However, it is not required to provide each household with a notification process or complaint procedure documentation. (CHG Section 7.11) For use of flexible services: • Policies and procedures must be in place to guide the use of flexible funds. • Additionally, receipts and documentation must be provided to indicate how the expense directly supports housing stability. 5. Invoicing and Reporting • Invoices for the previous month's expenses must be submitted by the 5th of the following month.While backup documentation must be retained by the subgrantee,they are not required to accompany monthly invoicing. Payment will be remitted within 45 days. • Invoices must be emailed to: lferrell@olycap.org 6. Support and Monitoring • OlyCAP will provide all necessary support and training to ensure the success of the outreach services. • A monitoring visit will occur within six(6)months of the subgrant award to ensure compliance and effectiveness. 7.Term and Use of Funds This MOU becomes effective on November 1,2025.JCPH-HRS may begin utilizing the awarded funds on that date. 8.Confidentiality Clause Both parties agree to maintain the confidentiality of all personally identifying information(PII) collected,stored,or shared in the course of providing services under this MOU.All data collection and sharing must comply with the Washington State Department of Commerce's CHG Guidelines privacy and security standards. • Personally identifying information may only be collected and shared with the informed, written consent of the client, using approved consent forms. • Data must be stored securely and only accessible to authorized personnel. • Any breach of confidentiality must be reported immediately to OlyCAP and addressed in accordance with applicable laws and CHG requirements. 9. Record Retention Clause JCPH-HRS agrees to maintain all financial, programmatic,and client records related to this MOU in accordance with CHG guidelines and Washington State records retention laws. • All records must be retained for a minimum of six(6)years following the end of the grant period or until all audits are resolved,whichever is later. • Records must be made available to OlyCAP,the Washington State Department of Commerce, and other authorized entities upon request for monitoring, auditing,or evaluation purposes. • Records must be stored securely to protect confidentiality and prevent unauthorized access. 10.Termination Clause This MOU may be terminated by either party,with or without cause, by providing thirty(30)days written notice to the other party. Upon termination,Jefferson County Public Health Harm Reduction Services shall cease use of CHG funds and submit a final invoice and report of activities conducted up to the termination date. 11. Signatures Olympic Community Action Partnership(OIyCAP) r \i \12 -LS) Signature: Date: 10/27/2025 Holly Morgan Executive Director Jefferson County Washington Board of County Commissioners Jefferson County,Washington Signature: Date: Name: Heidi Eisenhour Title: Board of County Commissioners,Chair Approv d t only: for 11/07/2025 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney