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Home My WebLink AboutMOU - Olympic Community Action Partnership (OlyCAP) Amend 1 - 090826 85-2571 OlyCAP 2120 W. Sims Way Port Townsend,WA 98368 June 22, 2026 Memorandum of Understanding(MOU) Between Olympic Community Action Partnership(OlyCAP) And Jefferson County Public Health Harm Reduction Services Amending MOU dated November 1, 2025 Effective:July 1, 2026 1.Purpose This Memorandum of Understanding (MOU) updates and amends 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 established in November of 2025. OlyCAP has subgranted funds to JCPH-HRS to support these services in alignment with the Washington State Consolidated Homeless Grant (CHG) Emergency Housing Fund (EHF). 2. Funding In 2025, OlyCAP agreed to award $40,000 in CHG Emergency Housing Funds to JCPH-HRS supporting staff and operations related to 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 direct referrals to CE. This MOU is amending the original$40,000 to include an additional $40,000 to be available as of July 1, 2026 making the total subgrant for the 2025—2027 biennium $80,000. 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. N-25-082-A1 • 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, IDs) o Utility arrears (if they are a barrier to housing) o Background check fees o Employment-related costs (if directly tied to housing stability) • Operations expenses. These are expenses directly attributable (direct costs) to providing Outreach Services: o Salaries and benefits (including overtime and bonus pay)for staff costs directly attributable to the program or to the homeless system, including but not limited to program staff, information technology (IT) staff, human resources (HR) staff, bookkeeping staff, and accounting staff. Office space, utilities, supplies, phone, internet. o Training related to grant management and/or service delivery, including conference attendance and associated registration fees.Travel for program outreach and attendance at trainings or conferences (economy airfare, other transportation, lodging and food necessary during periods of required travel) can be reimbursed in accordance with the State of Washington Office of Financial Management Travel Regulations. Employee commutes to and from their regular work location, even if related to travel, are not reimbursable. Any single travel related expense over$50 must have a receipt submitted with the reimbursement request. Lodging receipts must identify the name of the approved traveler and the room rate shown separately from taxes and fees. o One-time equipment purchases up to$5,000 unless approved in advance by Commerce. 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. • Invoices must be emailed to: hsingh@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 was initially effective on November 1, 2025.JCPH-HRS. This will continue with the added award through June 30, 2027. 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 and the Homeless Management Information System (HMIS) privacy and security standards. • Personally identifying information may only be collected and shared with the informed, written consent of the client, using the approved CHG consent forms. • All staff with access to client data must complete HMIS privacy and security training. • Data must be stored securely and only accessible to authorized personnel. • Any breach of confidentiality must be reported immediately to OIyCAP 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(OlyCAP) Signature:HttOUt1 nMO� a�t 45 02 PDTj Date: 06/30/2026 Holly Morgan Executive Director Jefferson County Wash gton, dba Jefferso Ith,Harm Reduction Services Date: 911-6 Signatur Name: Greg Brotherton Title: Chair, Board of County Commissioners Approved/� as to for only: ' ` August 21, 2026 Philip C. Hunsucker, date Chief Civil oeputy Prosecuting Attorney OlyCAP 360-385-2571 1.0 4 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, IDs) 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(OtyCAP) Signature: Date: 10/27/2025 Holly Morgan Executive Director Jefferson County Washington Board of Co ty Commissioners Jefferson I.orii ty,Washington Signature: 1 W Date: /(fi 7/15 Name:Heidi Eisenhour Title: Board of County Commissioners,Chair Approv d ryrrn only: s for 11/07/2025 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney 615 Sheridan Street Port Townsend, WA 98368 9efihson 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: Veronica Shaw, Jefferson County Public Health Deputy Director Denise Banker, Community Health Director DATE: ___ 14044,10.44,- SUBJECT: Agenda item — Amending Memorandum of Understanding Between Jefferson County Public Health and Olympic Community Action Partnership (OlyCAP) additional $40,000.00 for a total of $80,000 — July 1, 2026 — June 30, 2027 STATEMENT OF ISSUE: Jefferson County Public Health (JCPH) seeks Board approval of an Amending Memorandum of Understanding (MOU) with OlyCAP to provide an additional $40,000.00 of funding for outreach services to individuals experiencing homelessness and who are linked to the Coordinated Entry system. ANALYSIS/STRATEGIC GOALS/PROS and CONS: 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. This amendment itemizes allowable expenses for providing outreach services, and it more specifically defines the termination date of the agreement, previously "until terminated", as "through June 30, 2027." It also states that data collection and sharing must comply with Homeless Management Information Systems privacy and security standards. FISCAL IMPACT/COST BENEFIT ANALYSIS: This MOU provides for an additional $40,000.00 in revenue for outreach and supplies. 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-A l RECOMMENDATION: JCPH management requests approval of this Amending Memorandum of Understanding with OlyCAP, July 1, 2026 until June 30, 2027. REVIEWED BY: ...a.k...47) J -``f ` . Ff �" Josh D. Peters, County Administrator Date Community Health Environmental Public Health Developmental Disabilities 360-385-9444 360-385-9400 (f) 360-379-4487 Always working for a safer and healthier community CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Olympic Community Action Partnership(OlyCAP) Contract No: N-25-082-A1 Contract For: Street Outreach, Amend 1 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 additional for total =$80,000 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 I Other: MOU APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMP A E WI AND CHAPTER 42.23 RCW. CERTIFIED: N/A: i -z., Aug. 19, 2026 Glenn Gilbert Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BF4N DEBA D BY ANY FEDERAL, STATE, OR LOCAL AGENCY. /' CERTIFIED: I N/A: f Aug. 19, 2026 Glenn Gilbert Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 8/21/2026. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 8/21/2026. Grant funding from OlyCAP to the county. 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