HomeMy WebLinkAbout100520_ra03 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator /
Lizanne Coker, Homeless Housing Task Force Facilitatof
DATE: October 5, 2020
RE: Joint Oversight Board Recommendations for Affordable Housing and Homeless
Housing Grant Awards for 2021
STATEMENT OF ISSUE: The Board of County Commissioners will consider the
recommendations of the Joint Oversight Board to fund proposals by community organizations
to provide Affordable Housing and Homeless Housing services in 2021, and may direct that
grant agreements with those organizations be prepared for subsequent Board approval.
ANALYSIS: Pursuant to a 2018 Interlocal Agreement Jefferson County and the City of Port
Townsend created and participate in a Joint Oversight Board (JOB) to make recommendations
on affordable housing and homeless housing services and on the use of recording fees collected
by the County Auditor on recorded documents dedicated for those services. The JOB also
established a Homeless Housing Task Force of community stakeholders to help the JOB do its
work. One responsibility was creating and helping to conduct a competitive Request for
Proposal (RFP) process for allocating the funds to eligible organizations and activities.
On Aug 12, 2020, based on a county staff budgeting analysis and a draft created by the
application review committee of the Housing Task Force, the JOB approved releasing a Request
for Proposals, and recommended making $115,000 available from Fund 148 (Affordable
Housing) and $290,000 from Fund 149 (Homeless Housing), a total of$405,000 as grants for
expenditure in 2021, using what was projected to be on-going revenues to the two funds. In
recommending making$405,000 available from on-going revenues, the Joint Oversight Board
chose NOT to utilize some excess fund balance in each fund, and to reserve that one-time
funding for a possible future RFP for special projects, and did so also in recognition of the
uncertainty about future revenues in the wake of the COVID-19 pandemic.
The RFP was issued in August with a response deadline of September 8, 2020. The RFP included
the following criteria that would be used to evaluate proposals:
Evaluation Criteria Max.Points
A. Capacity-Experience Providing Similar Program Services or Developing Similar 20
Projects
B. Alignment-Meets Affordable Housing Plan Objectives and Actions 20
C. Approach—Completeness of Proposal and Readiness 20
D. Impact—Leverage of Funding and Number of Persons Assisted 20
E. Budget—Feasible Financial Plan 20
TOTAL 100
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A Screening Panel comprised of Ben Casserd, David Rymph and Peggy Webster was formed as a
sub-committee by the Task Force. In response to the RFP, six proposals were submitted by four
community organizations.
In September, the Screening Panel evaluated the proposals based on the criteria in the RFP, and
asked questions of the applicants. The Screening Panel scored the applications and reached
consensus on their evaluations and made recommendations to the Task Force to fully or
partially fund five of the six proposals. The Task Force reviewed the Screening Panel's
recommendations and rationale, found concurrence, and made the same five funding
recommendations to the JOB.
In turn, the JOB reviewed the applications, and considered the input from the Screening
Committee and Housing Task Force at a public meeting on September 23rd. After deliberating
on the Screening Panel's work, the Housing Task Force's recommendations and the proposals
themselves, the JOB voted to concur with the Screening Panel's and Task Force's
recommendations and to forward the JOB's own recommendations to the Board of County
Commissioners via this Agenda item. As part of its recommendation on September 23rd, the
JOB recommended that the County (Mr. Morley & Staff) determine which Funds (either Fund
148 or 149) were eligible and should be used to fund each recommended project, and that Mr.
Morley present that fund allocation to the BOCC.
The JOB's recommendations and staff's Fund allocation recommendations are shown in TABLE
1, below.
TABLE 1: JOB'S RECOMMENDATIONS &ALLOCATIONS FROM FUND 148 & FUND 149
Applicant Request Average Amount FUND 148 FUND 149 Notes
Score Recommended
Dove House—Emergency temporary $ 73,691 95.3 $ 73,691 $ 73,691 Fully Funded
shelter for victims of domestic violence
Habitat for Humanity—Repair 4 homes $ 40,000 90 $ 20,000 $ 20,000 Partially Funded
for 30%AMI or less homeowners
Bayside—providing rental subsidy(the $ 75,000 95.6 $ 75,000 $ 75,000 Fully Funded
difference between the lease rate and
30%of income of resident
.......__.
OIyCAP—Haines St Cottages $ 40,000 93 $ 40,000 $ 20,000 $ 20,000 Fully Funded
Continuous housing for 12 months
OIyCAP—Emergency Shelter $ 200,000 95.3 $ 200,000 $ 200,000 Fully Funded
Bayside—Rehabilitation of Cherry $ 100,000 52.6 $ - Not Funded
Street building
TOTAL $ 528,691 $ 408,691 $ 115,000 $ 293,691
Funding from Projected Revenue $ 115,000 $ 290,000
Funding from Fund Balance $ 3,691
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FISCAL IMPACT: See discussion above. The recommended project funding totals $408,691.
The difference from the original target of$405,000 is $3,691. That very small amount is easily
absorbed from excess fund balance.
RECOMMENDATION: Staff recommends that the Board of County Commissioners pass a
motion approving the grant award recommendations of the Joint Oversight Board for
expenditure in 2021, with allocations from Fund 148 and Fund 149 as shown in TABLE 1 of this
Agenda Request, and direct staff to prepare grant contracts for subsequent approval by the
County Commissioners.
REVIEW Q BY: / r
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fillip MorltylCounty Administrator Date
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