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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of Commissioners
FROM:
AImee Campbell, Chief Accountant
Philip Morley, County Administrator
DATE:
July 5, 2011
RE:
County Administrator Briefing Discussion - County Involvement In Two New Grants Offered
by the Department of Commerce
STATEMENT OF ISSUE:
The Department of Commerce (DOC) has nolllled Jefferson County of two new grant opportunitlas that they would like us to take
part In as the leed-gantee -1) the Consolidated Homeless Grant (CHG), and 2) the Housing and Essential Needs Grant We
have asked for, and received, a two-week extension to make our decision - gMng us until July 11, 2011 to opt in or opt out of
both grants. It is the DOC's Intention that the two grants work In tandem wilheaoh other. If we opt out of Involving ourselvas in
the Consolidated Homeless Grant DOC will not ask for our partIcipation in the Housing and Essential Needs Grant Instead, they
will go directIy to the local community action program that ends up facilitating the CHG In our steed.
Jefferson County staff will brief the Board on July 5, 2011 in preparation of bringing an opt inlout recommendation before the
Board on July 11, 2011 for the Board's formal consideration and action. A representative from OlyCap will be present at the July
5 meeting to answer any questions that may arise which involve them.
ANALYSIS:
CONSOUDATED HOMELESS GRANT (CHG):
. Consolidates the HGAP*, THOR', ESHP*, and HMIS' grants previously offered by the DOC as separate grants. Jefferson
County was formeriy involved in edmlnIstering the HGAP as leadi)rantee.
. Intended to get the County more Involved in edminlstering the Implemenlatlon of Its 10-year plan to end homelessness.
. To begin January 1, 2012. AppDcatlon to be complated and approved prior to September 26,2011.
. Will renew every two years.
. Stele money.
. HGAP = Homeless GI8I1lAsslslance progmm
. THOR =TransIlional Housing. OperatIng. & Rent
HOUSING & ESSENTIAL NEEDS GRANT:
ESHP = Emergency Shelter & Homeless PruventIon
HMlS = Homeless Management Information System
. Servas a very speclllc population = Medical Care Service (MCS) RecIpients of DSHS.
. DSHS Is no longer providing thase servicas to MCS recipients - someone locally has to, be It the County or a community
action program.
. Provides assistance with ren~ personal hygiene items, and bus passes only.
. Applications to be completed and approved in July. Monies to be dlsliibuted to counties by September 1, 2011. Gren1 to be
executed by November 1, 2011.
. Wili renew every two years.
. State money.
o Based on expertence, the DOC beDeves that county involvement in theas grants makes a ailference In the outcomes. They
believe that the 10-year plan becomes more of a reality, more progress is made, and citizens ere better served.
o If we opt In, the County would be the lead grantee and would have to estabDsh a 'recipient selection procese' by which we
chcose a sub-grantee O.e. OlyCap cr ether community ectIon progrem).
o The County would need to review Its sub-recipient agreements with OlyCap which have, or ere about to, expire. We would
need to rewrite them using more specific language and better ou11inlng of the requirements/duties cf each party.
o DOC Is no Icnger auditing sub-reclplents; that duty is now falling to the counties. That duty requires us to go through a rtsk
assessment process whereby we identify progrem areas moo susceptible to mistakes. We then formulate e specific plan
for monitortng and auailing the sub-granteelservlce provider. For example, If we establish that we're going to audtt 10% of
the program client files up to 15 flies, then when audlllng those files we ere told by Commerce that we would need to do an
intense auart looking at those areas Identified in our rtsk assessment This means reviewing every single dcoumen~ policy,
ete related to that pulied file. This could mean anywhere from a couple days to a couple week's worth, or more, of work
every year. The Auditor's OfIIce does not currentiy have the sIaff available to accomplish this.
o . DOC will audtt the County to look at our audlllng/monitortng of the community action program. They wili review our findings
and proceeess. They wllI look at our sub-recipient agreements, rtsk assessment process, recipient selaction process, ate.
MY findings they have wili be against the County.
o We understand Clallam County and the Peninsula Housing Authortty ere explortng with Commerce whether much of the
grant admlnlstralive functions, Including the rtsk assessment and monitortng/audlllng responslbllllles, can be delegated to a
non-profit If we learn this Is a viable option, tt may be an avenue for us to pursue es well.
o The winter shelter is not effected by etther of theas grants.
o If we opt out of these two grants, the DOC wiD convene a 'community planning process' by which they wili select an
alternate lead-grantee (It Is anticlPated that OlyCap wili be asked to assume this role).
o If the County chooses not to partlclpate In theas grants now, the DOC wllI approach us again in two years, when the grants
come up for renewal, to see If we wish to reconsider our Involvement There Is some talk of this gren1 becoming federally
funded at which time the County's involvement may be required. It Is worth consldertng the remlflcations of the County
opting out at this time and then opting In down the road. IfOlyCap assumes the role of lead-grantee now, what kind of
dlsruption would tt cause for the County to take over as lead-grantee In the future?
o The County Is currently Involved In administertng the CDBG - PubDc Servlces Gran~ with the Auditor's OfIIce's Chief
Accountant taking the lead role. We ere entertng a new CDBG grant perted of July 1 - December 31, 2011.
FISCAL IMPACT:
. The CHG grant amount is $121,533 total available = $95,695 base funding; $25,838 Incentive funding (available through
County Involvement only). The Incentive funds ere for two very specific populetions - homelass people with severe and
persistent dlsabllllles ($8,613), and people aJScharglng from systems of cere ($17,225). In the event that Jefferson County
opts out of this gran~ there ere ethar sources of fundlng available to serve theas two demogrephlcs. Theas Incentive funds
are expected to remain e permanent part of this granl
. The CHG grant has a 15% ($18,230 or$9,1151yesr) admlnlstralive fee builtin + an addlllonaI 5% ($6,077 or$3,0381year)
administrative fee specifically for 'planning/evaluation/data colidon'. Theas monies must be shared with the sub-grantee
and Philip feels that moo of this would probably go to the selected service provider to cover their overhead to administer the
progrem.
. The Housing and Essential Needs Grant specifics are not yet available from DOC; howaver, it Is expected to be equivalent
to 2-3 times the CHG grant amount
. The housing grant hes a 7% ($17,500 based on a $250k grant or $8,7501year) administrative fee builtin. These monies
must be shared with the sub-granlee and hare again, Philip believes that most of this would probably go to the selected
service provider to cover their overheed to administer the program.
. The County will Incur administrative costs while performing the following required grant management functions: 1)
completing the appllcation process, 2) advertising and holding public hearlngslboard meetings, 3) drafting new sub-granlee
contracts and policies, 4) processing and revlawing payments, 5) performing the closeout process, 6) completing periodic
reporting, and 7) annually performing an Intensive audit with follow-up resolution of findings and reporting. These costs are
expected to be higher In the first year because of the extra inlllal work that must be done because these are new grants.
. In the past, the Auditor's OffIce has managed two grants, the CDSG Pubfic Services Grant and the HGAP Grant which is
now being consofidated In the CHG. The majority of the responsibilities listed above, as they've related to these two prior
grants, have fallen upon the Chief Accountant In the Auditor's OffIce, though the performance requirements were not as
stnngent as they have now been revised to be under these new grants. Given the significant addlllonal workload crested
by these two new grants and the more complicated, mandatory performance requirements now In place. the Auditor does
not feel that there Is staff available in her office to continue to meet these requirements and that should Jefferson County
agree to take part In these grants. an altema1lve should be found.
RECOMMENDATION:
It Is our recommendation that the Board of County Commissioners review this Information, and the attached leffers from the
Department of Commerce, than discuss the options and any remaining questions with staff and other concerned pertles during
the County Administrator's Briefing on July 5, 2011.
This item will come back before the BoCC on July 11, 2011 for a formal opt-Inlopt-out decision regarding Jefferson County's
Involvement as leed-grantee In the Consolidated Homeless Grant and the Housing & Essential Needs Grant
REVIEWED BY:
.7) !t
From: Horn, Caryn (COM) [rn8l1to:caryn.horn@commerce.wagov] On Behalf Of Conant Annie (COM)
Sent: Thursday, May 26, 2011 4:11 PM
To: Karen Bednarskl
Cc: Mondau, Nick (COM)
.ubJect: LoceJ Government CHG Application
May 26,2011
TO: LoceJ Government Applicant
FROM: Annie Conant HAU Managing Director
SUBJECT: Consolidated Homeless Grant APplication
The Depertment of Commerce (Commerce) Is pleased to release the first Consolidated Homeless Grant (CHG) APplication to eligible grantees
statewlde. The CHG combines state homeless resources into a single grant opportunity and Is designed to support an Intagrated system of housing
esslstance to prevent homelessness and quickly re-house households who are unsheltered.
Attached are severe! documents:
1.
CHG APplication (which Includes your county's unique Housing Inventory)
2.
CHG Administrative requirements
3.
e.
CHG Guidelines
County Allocation Chart
5.
Draft CHG Grant Terms and Condltlons
6.
Distribution list and Contact for CHG APplication
7.
Weblnar Technical Assistance Schedule
Commerce Is requesting that local govemments respond within 30 days of this emall notice/memo and Inform Commerce if they will submit a CHG
application or opt of this grant opportunity. If a local govemment opts out Commerce wlll request that the current Emergency Shelter Homeless
Prevention (ESHP) and Transltlonal Housing Operating Rent (THOR) Lead Agencies In that county's service aras work together and conduct a
community planning procese to select a single Lead Grantee Applicant for CHG funds. Guidelines for conducting the planning process are included
In the Administrative Requirements.
Final budget Informetion for the 2011 - 2013 biennium Is Imminent Pleess note that aller the Laglslature pasess a budget Commerce will still need
to go through an allotment (or budgeting) process. Therefore, the funding estimates In the APplication packet may change. We will notify you and
other community groups of any changes to the estimated amounts es soon es our Intemal processes are completad.
Commerce has soheduled severai weblnars In the next few weeks to provide technical essistance on completing the Application. In addltlon to the
webinars. each county is assigned a Commerce Program Manager as a point of contact for questions throughout the process. Please see the
attachad metertals for more specific Informetion.
The Application is due no later than September 26. 2011, preferably as soon as possible.
.
<<Jefferson Co. APP 5-26-11.x1sx>> <<Administrative Requirements - Flnal5.26.11.docx>> <<Guidelines - Fmal5.26.11.doc>> <<County Allocation
Chart5.26.11.x1sx>> <<Drall GrantTerms and Condltlons 5.26.11.docx>> <<Distribution Ust and Contact for CHG Application
5.26.11.xlsx>> <<Webinar Technical Assistance Schedule.docx>>
Estimated Consolidated Homeless Grant Application Amounts
County Allocation Chart 5.26.11
Maximum incentive
for budgeting funds Maximum
for homeless people incentive for
with severe and serving people
CHG Base Formula persistent discharging from TOTAL maximum
County Funding disabilities systems of care grant amount
Adams 55,870 5,028 10,057 70,955
Asotin 81,246 7,312 14,624 103,182
Benton-Franklin 596,083 53,647 107,294 757,024
Chelan-Douglas 387,737 34,896 69,793 492,426
Clallam 211,109 19,000 38,000 268,109
Clark 875,999 78,840 157,680 1,112,519
Columbia 27,645 2,488 4,976 35,109
Cowlitz 304,111 27,370 54,740 386,221
Ferry 71,797 6,462 12,924 91,183
Garfield 30,286 2,726 5,452 38,464
Grant 258,146 23,233 46,466 327,845
Grays Harbor 292,855 26,357 52,714 371,926
Island 166,081 14,947 29,894 210,922
(Jefferson 95,695 8,613 17,225 121,533'::>
King 5,252,153 472,694 945,388 6,670,235
Kltsap 499,530 44,958 89,915 634,403
Kittitas 165,620 14,906 29,812 210,338
Klickitat 97,335 8,760 17,520 123,615
Skamania 52,310 4,708 9,416 66,434
Lewis 254,815 22,933 45,867 323,615
Lincoln 82,784 7,451 14,901 105,136
Mason 137,889 12,410 24,820 175,119
Okanogan 235,663 21,210 42,419 299,292
Pacific 56,935 5,124 10,248 72,307
Pend Oreiile 112,526 10,127 20,255 142,908
Pierce 2,069,131 186,222 372,444 2,627,797
5an Juan 31,289 2,816 5,632 39,737
5kagit 339,698 30,573 61,146 431,417
5nohomish 1,383,760 124,538 249,077 1,757,375
Spokane 1,613,425 145,208 290,417 2,049,050
5tevens 137,040 12,334 24,667 174,041
Thurston 490,028 44,102 88,205 622,335
Wahkiakum 75,351 6,782 13,563 95,696
Walla Walla 252,930 22,764 45,527 321,221
Whatcom 493,477 44,413 88,826 626,716
Whitman 173,647 15,628 31,256 220,531
Yakima 866,004 77,940 155,880 1,099,824
From: Horn, Caryn (COM) [mallto:caryn.hom@commerce.wa.gov]
Sent: Monday, June 20, 20111:22 PM
To: RoblnC@gov.wa.co.benton-franklln.us; Karen Bednarski
eSUbJer:t: Housing and Essential Services
From: Rahikainen, Cherish (COM) On Behalf Of McConnon, Dan (COM)
Sent: Monday, June 20, 201112:58 PM
STATE OF WASHINGTON
DEPARTMENT OF COMMERCE
1011 Plum Street SE Jl! PO Box 42525 Jl! Olympia, Washington 98504-2525 Jl! (360) 725-4000
www.commerce.wa.QOV
June 20, 2011
TO:
.ROM:
Consolid51ed Homeiess Grant (CHG) Applicants and Interested Parties
Dan McConnon, Assistant Director
SUBJECT:
End of Disebliity Ufeline Program, transition to Housing and Essential Needs Grant
I want to provide you a brief sta1us report on our development of the Housing and Essential Needs Grant program 51 Commerce since you are crlttcal
part of our state's homeless provider network.
The Disability Ufellne Proaram administered by the Department of Social and Health Services (DSHS) is scheduled to end this fall. This yesr the
Legisia1ure created three new programs to replace Dlsebility Ufeline through Enarossed Senate House BiIi 2082. Commerce wili be edmlnlsterlng
one element the Housing and Essential Needs Grant which wili provide non-cash housing and other assistance for some Medical Care Services
recipients.
What we know:
Commerce is required to have funds dispersed to local governments or other community based organizations by September 1, 2011.
DSHS reports there were 19,337 Dlsebllity Lifeline unemployable recipients In April 2011. Of those, 7,335 were either homeless or homeless
wi1h housing (sometimes referred to as doubled up with another household or couch surfers). The balance Is likely at substantial risk of becoming
homeless.
Generally, persons who receive Medical Care Services (subjer:t to some exception) may receive Housing and Essential Needs assistance. Il
should be noted th51 recipients ere not entitied to assistance.
.
The budg51 for this new grant Is $64 mlmon over two yaars. Housing and Essential Needs Grantees can receive up to seven percent for
administration. $4 mililon Is set aside for essential needs (for example, personal hygiene Items and bus tokens) and the remaining wili be spill
between rent assistanca for homeless clients and those at substantial risk of becoming homeless.
Our next steps:
1. Commerce is worklng with the Caseload Forecast Councll to determine county allocations of these new funds.
e. DSHS Is hosting community stakeholder meetings about the termination of the Disability Ufeline program and changes to WorkFlrst next
month. Commerce will attend to answer questions about the Housing and Essential Neads grant We will send Information about meetings datss
and locations as they become evallable.
3. Commerce will send a brief Housing and Essential Neads Grant application to the current CHG appllcan1s In July as pari of our current efforis
to consolldete resources and funding more cantrally In a given county.
We are also worklng closely with DSHS to ensure the most efficient referral process:
1. Housing and Essential Needs Grantees will have access to DSHS's web basad Benefits Verificeflon System (BVS) to ensure a clienfs
eligibility for poSSible rent and essential neads assistance.
2. DSHS will develop marketing materials for their websile end Community Servica OffIces (COOs) Idenllfylng where an eligible client can go to
possibly receive assistance from a Housing and Essential Neads Grantee.
Commerce is developing more information and will provide details in the coming weeks on our websfte 51 WWW.Commerce.WA.GOVIHEN. in the
meantime. thank you for your patience and for supporting people experiencing homelessness or who are 51 risk of homelessness in your community.
I am looking forward to worklng with you to Improve eocess to housing in Washington.
e
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