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HomeMy WebLinkAbout081720_ra02JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administrator Patty Charnas, Chief, COVID Pandemic Response/Recovery Section Mark McCauley, Central Services Director DATE: August 17, 2020 SUBJECT: Discussion with the Board of County Commissioners (BoCC) Regarding CARES Act Coronavirus Relief Funds (CRF), and Options and Timing for a Public Process to Inform Setting Priorities for Community Assistance Allocations from those CRF Funds STATEMENT OF ISSUE: The Board of County Commissioners will have a briefing and discussion on three topics related to federal Coronavirus Relief Funds (CRF) made available by the State to Jefferson County for addressing impacts of the COVID-19 pandemic: • First Round of CRF: Reimbursements for County Pandemic Response Costs and Balance Available for Community Assistance Allocations; • Status Update on State Release of Second Round of CRF Funds; • Discussion of Options & Timing for a Public Process to Solicit Input on Priorities for CRF Community Assistance Allocations The Board may consider taking action to set a public hearing date, although staff is recommending waiting for at least a week to do so, so as to receive more information from the State on available funds and their use, and to further refine public outreach and collaboration opportunities. ANALYSIS: The CARES Act initially distributed $1.754 million (round #1) to Jefferson County to help defray costs associated with the Covid-19 pandemic public health emergency. It is expected that a second round of some size will be announced in the near future. The Board of County Commissioners is interested in a conversation regarding how these funds are to be distributed and how to gather public input. Attached to this Agenda Request is a table showing how County pandemic response costs through October 31 of this year are being covered by FEMA, other grants and outside revenue for COVID, and lastly, by the first round of Coronavirus Relief Funds (CRF). This shows that approximately $477,000 is available for potential allocation to provide community assistance. Staff will provide a verbal update about what we currently know about the timing and potential amounts that Washington State is considering for a second round of CRF funds to cities and counties. Lastly, staff will engage with the Board of Commissioners in a discussion of options and timing considerations for gathering public input on how the County might set priorities of allocating community assistance funds from both round one and round two of CRF to Jefferson County. Attached for your information are samples of a possible hearing notice and letter to the community to solicit public input. However, staff recommends waiting another week or more before setting a date for any potential hearing, in order to gain more certainty about the amount and timing or round two of CRF distributions by the State, and to further collaborate with our partner jurisdictions, such as the City, Port and PUD, on an effective public engagement process. FISCAL IMPACT: None. However, a supplemental budget appropriation will eventually need to be submitted to the Board of County Commissioners for approval to reflect both the first and second of CRF rounds that may flow through the County. RECOMMENDATION: That the Board hold a discussion about CARES Act Coronavirus Relief Funds and provide staff guidance on next steps. D Yaou� �r hilip Morley istrator Date JEFFERSON COUNTY - CARES Act Assistance through Coronavirus Relief Fund (CRF) March 1 through October 31. 2020 A B C D E F Elected Office or Department Total Estimated Costs Amount Most Amount Amount for Likely Covered Covered by Conisderation by by FEMA Grants, Outside CRF Addt'I Revenue Staffing COVID related Subtotal Mar -Apr 182,905 0 0 182,659 Subtotal May -Oct est. 390,239 0 0 390,239 Subtotal Mar -Apr OT 27,698 18,444 0 9,254 Subtotal May -Oct est OT 30,420 18,600 0 11,820 CRF Grant Mgmt 27,750 0 0 27,750 Staffing COVID Social Distance Costs 214,611 0 10,169 204,442 Est. Sick/Family Leave per FFCRA May- 76,000 76,000 Oct 31 Contract Staff Mar 1-Apr.30 76,606 57,455 0 19,152 Contract Staff May 1-Oct. 31 191,515 143,636 0 47,979 Subtotal All Contract Staff 268,121 201,091 0 67,030 Technology investments - _ -- Technology Actual March 1-Apr. 30 43,142 0 i 43,142 Hard ware and Software May 1- Oct. 31 27,722 0 27,722 Subtotal Technology 70,864 0 70,864 Supplies 153,950 9,622 144,328 Subtotal Supplies 155,939 9,746 20,370 144,328 Other Misc Costs (contingency) 144,455 0 123,559 TOTAL ESTIMATE COSTS: $1,589,002 $247,881 $30,539 $1,307,945 CRF County Allocation $1,754,500 CRF Balance $477,094 RF� STATE OF WASHINGTON Jefferson County DRA FT IN THE MATTER OF A HEARING NOTICE FOR THE } PROPOSED DISTRIBUTION OF FEDERAL CARES ACT } FUNDING TO HELP VARIOUS COUNTY ORGANIZATIONS) RESOLUTION NO. TO DEFRAY COSTS ASSOCIATED WITH THE COVID-19 } PANDEMIC } WHEREAS, the Covid-19 pandemic has wreaked havoc on the country, our state, and our local community, including social, psychological and economic impacts; and WHEREAS, Federal Coronavirus Aid, Relief and Economic Security (CARES) Act funding has been made available to Jefferson County to help defray the costs and economic impacts of the Covid-19 pandemic; and WHEREAS, it is a priority that our local community governments, businesses, and other public and private organizations can continue to provide urgently needed services and assistance during the pandemic; and WHEREAS, it is a priority to assist our local community governments, businesses, and other organizations in being able to weather the pandemic and continue to provide services when the pandemic is over to ensure the continued viability of our community; and WHEREAS, the available Federal CARES Act funding exceeds the County's Covid-19 costs, which makes available some resources for local community governments, businesses and other organizations; and WHEREAS, the Board of County Commissioners desires to hear from staff and the public and interested parties regarding this potential distribution, NOW, THEREFORE, BE IT RESOLVED, that a public hearing be scheduled to hear from staff and the public and interested parties regarding the potential available funds discussed above. BE IT FURTHER RESOLVED, that a public hearing be held on potential distribution of Cares Act funding and that said hearing be held in the County Commissioners' Chambers, at the Jefferson Courthouse, Port Townsend Washington, on the 311h day of August, 2020, at the hour of 1:30 P.m., and that notice of said hearing be published in the official newspaper of Jefferson County. NOTE: No In -Person Attendance Allowed (Per Governor Inslee's Proclamation 20-28 Or May 29, 2020 Jefferson County Public Health Officer Order). To view this meeting live go to www.co.jefferson.wa.us Follow the links under "Quick Links: Videos of Meetings -Streaming Live. " In addition, written testimony is also invited beginning on August 17, 2020 and ending on August 31, 2020 at the end of the Public Hearing, unless extended by the Board of County Commissioners. Written public testimony may be submitted by Email to: jeffboccgco.jefferson.wa.us; or by Mail to: Jefferson County Commissioners' Office; PO Box 1220, Port Townsend, WA 98368. Testimony must be received by the Board of County Commissioners by the end of the hearing public comment period. SIGNATURES ON THE NEXT PAGE APPROVED this 17" day of August, 2020. SEAL: ATTEST: J)RAFT' Carolyn Gallaway, CMC Deputy Clerk of the Board JEFFERSON COUNTY P r BOARD OF COMMISSIONERS Greg Brotherton, Chair David Sullivan, Member Kate Dean, Member Page 2 of 3 Please publish twice: August 20 and August 25, 2020 Bill: Jefferson County Board of County Commissioners DRAF-rP.O. Box 1220 Port Townsend WA 98368 NOTICE OF PUBLIC HEARING AND PUBLIC COMMENT ON THE PROPOSED DISTRIBUTION OF FEDERAL CARES ACT FUNDING TO HELP VARIOUS COUNTY ORGANIZATIONS DEFRAY COSTS ASSOCIATED WITH THE COVID-19 PANDEMIC Notice is hereby given that pursuant to RCW 36.18.040(3) and RCW 36.32.120(7), a public hearing will be held on Monday, August 31, 2020 at 1:30 p.m. via video meeting for the purpose of taking written testimony regarding a proposed distribution of federal CARES Act Coronavirus Relief Funds to help various County organizations defray costs associated with the COVID-19 pandemic. Public comment shall begin on Thursday, August 20, 2020 and shall end on August 31, 2020 after the close of the public hearing, unless extended by the Board of County Commissioners. Written public comments may be submitted by mail or by email sent to jeffbocc ,co.jefferson.wa.us, and must be received by the Board of County Commissioners by the end of the public comment period. COVID-19 NOTICE: NO IN -PERSON ATTENDANCE ALLOWED (Per Governor Inslee's Proclamation 20-28 or May 29, 2020 Jefferson County Public Health Officer Order) To view this meeting live go to www.co.jefferson.wa.us Follow the links under "Quick Links: Videos of Meetings -Streaming Live" Use the internet link above. Those without internet can listen by dialing: Phone #: 1-646-749-3122 The public can view the complete text of the proposed distribution as well as supporting background information on- line at www.co.jefferson.wa.us/ 1383/ COVID-19 Finance Section Signed this 17th day of August 2020 /S/Greg Brotherton, Chairman Jefferson County Board of Commissioners Page 3 of 3 DRAFT August XX, 2020 Jefferson County Individuals Businesses, Organizations Community Groups Reporting to the ICC Local Governments Jefferson County, Washington Philip Morley 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 DRAFT Re: Financial assistance through the CARES Act Coronavirus Relief Funds Dear Valued Community Organizations, Businesses, Local Governments and Individuals, On behalf of the Jefferson County Board of Commissioners I am writing to invite your input into how Jefferson County should allocate its share of federal CARES Act Coronavirus Relief Funds (CRF) to assist the community to help pay for expenses necessary to respond to the COVID-19 emergency. The COVID-19 pandemic has had a major impact to public health, on local businesses, family incomes, and more. Jefferson County is prioritizing how to use portions of the CARES Act Coronavirus Relief Funds to address community impacts from the COVID-19 public health emergency. These funds must be obligated by October 31*, 2020 and must fit the eligibility criteria listed below. You are receiving this notice because the County values input from the community and will make its final determinations based in part on feedback and ideas from community public and private groups and individuals. Under state requirements, payments from the Coronavirus Relief Funds may only be used to cover: • Necessary expenditures incurred due to the COVID-19 public emergency. Costs not accounted for in the most recent budget as of March 27, 2020 (date of enactment of the CARES Act). Washington State is considering extending its deadline to November 15, 2020 or possibly later. DRAFT Phone (360) 385-9100 Fax (360) 385-9382 pmorley@co.jefferson.wa.us Examples of eligible expenditures include, but are not limited to, payments for: • Medical expenses • Public health expenses • Payroll expenses for public safety, public health, health care, human services, and similar employees whose services are substantially dedicated to mitigating or responding to the COVID-19 public health emergency • Expenses of actions to facilitate compliance with COVID-19 related public health measures • Expenses associated with the provision of economic support in connection with the COVID-19 public health emergency Other cities and counties have been making community allocations. Some examples of categories they have funded: • Small grants to help businesses/nonprofits & workers impacted by COVID pandemic; • School District pandemic response costs and child meal programs; • Response costs for other local governments; • Homeless housing & support service costs in the pandemic; • Isolation & Quarantine costs; • Residential assistance (rental, mortgage, utilities); • Food assistance related to the pandemic; • Broadband access (for distance learning & work); • Childcare assistance; • Testing/medical costs, prescription drug assistance PUBLIC HEARING ON AUGUST 31: The Jefferson County Board of Commissioners will hold a Public Hearing on August 31, 2020 beginning at 10:30 am to hear testimony from the public regarding CRF allocations. The Board invites written comments on priorities and potential uses for CRF funds that must meet federal and state eligibility criteria and that can realistically be fully obligated by a written agreement executed with Jefferson County by October 31, 2020 (unless extended by the State). Comments can be submitted beginning August 20, 2020 through the end of the public hearing on August 31, 2020. Organizations and individuals are invited to submit projects or priority category ideas at ieffbocc@co.iefferson.wa.us. Currently, federal administration and congressional officials are working on additional laws that may affect how these funds can be used and potentially provide different deadlines as well. The Board believes that now is the time to identify county public and private CRF recipients and determine levels of financial assistance through the CARES Act CRF program. Page 2 of 3 We encourage you to respond to this opportunity at your earliest convenience and to share broadly this notice so that as many eligible areas for this financial assistance related to COVID- 19 social and economic impacts can be identified for potential funding. HOW MUCH CRF IS THERE TO ALLOCATE? The State released a first round of CRF to Jefferson County (and a smaller amount to the City of Port Townsend). Jefferson County is our region's lead jurisdiction in responding to the COVID public health emergency, through Jefferson County Public Health, Department of Emergency Management, and other County departments. After paying for County costs to respond to this pandemic through this fall, approximately $477,000 is available to help others in our community respond to the COVID-19 emergency. Some of that (approximately $150,000) has already been allocated by the Commissioners for small grants to help businesses impacted by COVID, for the Chamber's JeffCo Cares program that helps businesses operate safely, and a few other small allocations. That means approximately $327,000 of Jefferson County's first round of CRF funds still needs to be allocated for purposes eligible under federal and state requirements. In late July, Washington State announced it will release a second round of federal CRF dollars to counties and cities, but did not list how much each jurisdiction will get. The State subsequently put the second round of CRF on a temporary hold, waiting to see if Congress takes any further action. We don't know how big the second round of CRF funding to Jefferson County will be, but it could be sizable, and the State must release it soon. A significant portion of whatever second round amount we receive will likely be dedicated by the County to help our community respond to the COVID-19 emergency. But at this writing, we simply don't know how much that may be! Here's the conundrum: Unless Congress acts to change federal deadlines, all first and second round CRF funds to Jefferson County must be obligated and billed by the County to Washington State for, reimbursement, by October 31 (or possibly later if the State extends this current deadline). That is why we have set the August 31 Public Hearing to begin prioritizing community uses of the CRF funds now, however much there may be. We look forward to hearing from you on what those priorities should be. Remember, all expenditures must meet federal and state CRF criteria, and the funds must be fully obligated and be under a fully executed grant agreement with the County by October 31, 2020 (or possibly a little later if extended by the State). If you have any questions or need additional information, please contact Patty Charnas, County COVID Finance Section Chief, pcharnas@co.iefferson.wa.us. Sincerely yours, Philip Morley Jefferson County Administrator Page 3 of 3