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HomeMy WebLinkAboutBayside - Woodley Place Operations $95,489 Page 9 of 18 Application Affordable and supportive Housing Funds For use from January 1, 2024 to December 31, 2024 GENERAL INFORMATION –It is understood that if awarded funding for this period, there is no guarantee of future funding beyond this award. We estimate the available funding for this period to be approximately $194,130 for Affordable Housing. Page 11 of 18 SPECIFIC INFORMATION Please separately tab each section of the application submission as to Project or Program Description, Capacity, Alignment, Approach, Impact of Funds, Budget. PROJECT DESCRIPTION x Name of Project or Program: _ Woodley Place Rental Subsidy __________ x Amount requested: _$95,489.00____________________________________ x Provide a brief description of the Project or Program: (LIMIT 200 WORDS) BHS acquired the Hadlock Motel (renamed Woodley Place) in December 2022 and is currently filling its rooms with people who need transitional housing and supportive services to guide their search for permanent housing. In 2024, BHS will complete the transformation of Woodley Place’s 17 motel units into efficiency/studio apartments with kitchenettes and offer them as new units of Permanent Supportive Housing (PSH) for Jefferson County. The units will house up to 34 unhoused or unstably housed people with multiple disabilities earning between 0-30% AMI at entry and can earn up to 80% AMI as a resident. The income guidelines are in a covenant for 40 yrs in a contract with WA State Dept. of Commerce HTF for grants received. They are some of the most vulnerable members of the county’s population: among them are seniors, veterans, households with children, people experiencing domestic violence, and those with major physical or mental health challenges and disabilities. As tenants in PSH, they will be permanently and safely housed and receive the supportive services and trauma-informed care they need to remain housed and address concurrent challenges to their mental, physical, and social health. 1590 funds will be applied to the operations and maintenance costs of these new units, as well as the provision of supportive services by BHS (Site Monitors, Case Managers, Director of Supportive Services) and maintenance services (Peer Support Specialist/Housekeeper, Property Manager). UPDATE from previous 1590/5386/148 application: These additional unallocated funds are being sought to cover projected rental subsidy expenses for 2024 until other subsidies can be secured in subsequent years for longer term operations support. This expense was not included in the previous application but would ensure that tenants are able to cover their full rent and that Bayside can operate the new units of Permanent Supportive Housing at Woodley Place until traditional subsidy sources are secured. Since the time of the previous application, we have learned more about lack of subsidies available currently in the Salish Region. We are working with Peninsula Housing Authority and VASH to discuss future voucher availability and options. x Specify the Project or Program goals and expected outcomes. Specify the measures of success by which the Project or Program will be assessed. (LIMIT 300 WORDS) Expected outcomes: Placement of up to 34 individuals in Permanent Supportive Housing, which involves: x BHS participation in Jefferson County’s coordinated entry system to identify the most vulnerable individuals and move them swiftly into PSH. x Assessment of prospective PSH tenants. x Entering PSH tenant data into the HMIS system. x Commissioning a background check for each prospective program participant. Case management staff work with program participants on a case-by-case basis and seek to understand their individual situations. The safety and well-being of all PSH residents is foremost. While there is no binding threshold, entry for homeless individuals with criminal records that include sexual offences and violent crime is considered on a case-by-case basis, using degree, frequency, circumstances, and time lapsed as criteria for the decision. x Familiarizing PSH tenants with the rights and responsibilities of tenancy and securing lease agreements. Page 12 of 18 x Providing basic information and training in life skills such as how to maintain a lease, move around the city via public transportation, manage bank accounts, create and adhere to a household budget, and pay bills (especially online, in a paperless environment). x Inviting PSH tenants to work with the BHS Supportive Services team to voluntarily explore and secure the services and skills they need to rebuild their lives, which may include behavioral/medical care, Self- Management And Recovery Training (SMART) programs, peer support, public agency support, education and/or workforce training, enrichment activities, and facilitating therapeutic court and family reunification programs. x Leveraging rental assistance for PSH program participants via Community Behavioral Health Rental Assistance (CBRA), Aging and Long-Term Support Administration assistance (ALTSA), and Governor’s Opportunity for Supportive Housing (GOSH). x Providing on-site supportive services Monday through Friday from 8 am to 5 pm and rotating responsibility for staffing during off hours. x Participating in the life of the Woodley Place community and the greater Jefferson County community. x Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. 17 units; up to 34 individuals. Threshold Requirements: x Specify the specific eligible use(s) under 1590 for which the Project or Program qualifies, as listed on page two of the RFP. 1590 1C. Funding the operations and maintenance costs of new units of affordable housing and facilities where housing-related programs are provided… x Provide a brief description of recent, relevant and successful experiences in delivering similar programs and/or projects. BHS has secured results that give its board, staff, and community confidence that its approach works. Since opening in 2016, BHS has expanded service capacity by increasing units of housing from 6 to 60, grown its Supportive Services staff from 1 to 5, and has provided over 80,916 bed nights of safety to 290 homeless program participants, 55% of whom have been placed into stable, long-term housing so far. Since beginning services, BHS has placed 159 program participants into permanent housing to-date. BHS has served program participants over 30,280 daily meals since 2016; facilitated 3 family reunifications in the past year alone; and helped program participants receive successful treatment for substance use disorder, secure health insurance and subsequent medical treatment, find employment, and further their education via GEDs, vocational training, and other degrees. Currently, the 64 individuals presently housed at Bayside Tower, Woodley Place and the 2 Tiny Shelter Villages include adults, seniors, veteran, persons experiencing domestic violence, children, families, and individuals with disabilities. x Briefly describe how the project aligns with the priorities and objectives of the Five- Year Homeless Housing Plan and the community outreach conducted for the project or program. (LIMIT 400 WORDS) Page 13 of 18 Objectives 1 & 2: BHS identifies program participants through a referral partnership with local social service organizations. We also post our application online to facilitate self-referral. Upon receipt, all applications are entered into our database to be followed by a detailed interview process. Focused interviews and questionnaires are completed to determine needs. Applicants are then rated on a vulnerability index to further prioritize those most in need of immediate services. Objective 3: BHS has increased its Transitional Supportive Housing unit count at Bayside Tower from 6 in 2016 to 20-26. Our two Tiny Shelter Villages in Jefferson County offer a combined 25 units, allowing BHS to double its service capacity in 2021-2022. This was our response to the growing need in the county, evidenced by rising waitlist numbers. A lack of affordable permanent housing options in the area forces program participants to stay in transitional housing much longer than optimal. That fact substantiates the need for our transitional housing services and has guided BHS’s decision to begin a Permanent Supportive Housing (PSH) program at Woodley Place. Our wraparound case management services are available to all 50+ participants, allowing them to connect with services, improve mental and physical health, and strengthen educational and economic prospects. Similar, however voluntary, case management support will be available for residents in PSH at Woodley Place. These services will be specifically focused on education and skill-building to ensure sustainable tenancy. Recent studies (WA Health Care Authority, 2020) indicate that supportive housing, particularly the Foundational Community Support model we anticipate using, leads to significant increases in transitions out of homelessness. Objective 5: BHS designs and runs trauma-informed and client-centered programs to address the circumstances and background of each program participant. This goal guides our case management training and is based not merely on a policy of non-discrimination and inclusiveness based on race, gender or ethnicity, but extends to developing culturally sensitive services for our diverse pool of program participants. Past program participants have ranged in age (0-88), including BIPOC community members and those identifying as LGBTQ+. All are welcome at Bayside. Objective 6: BHS participates in the annual PIT Count and provides information to the Homeless Management Information System. Accurate up-to-date data informs our internal policies and enables cross- connection to ally agencies and organizations working to end homelessness. BHS staff and board members are active in community groups working toward housing improvements and frequently participate in advocacy efforts. Notice of the pending purchase and conversion of Hadlock Motel to Woodley Place as Transitional and Permanent Supportive Housing was included in Bayside Housing & Services’ Annual Impact Report, which was distributed widely to our donor base and other interested parties via email, social media and on our website. The Impact Report was also printed as an insert in two local newspapers and distributed to over 15,000 neighbors in the Port Hadlock, Port Townsend and Port Ludlow areas. We have also had direct communications with commercial neighbors, with the neighboring Community United Methodist Church congregation leaders, and with OlyCAP. Tours of the property have also been provided to members of the Jefferson Community Foundation and to Housing Solutions Network members. A. APPROACH - Completeness of Proposal and Readiness (5 Points) (LIMIT 400 WORDS) x Your application should describe how you will approach this assignment and complete the purpose of the proposal. x Is the Project or Program ready to use the funding now or are there actions to be taken before the Project or Program can begin? If so, what are those actions? Page 14 of 18 x Will the requested funds fully fund the Project or Program? If not, how does the organization intend to fill the gap? x Could the Project or Program be scaled (include the per unit cost of the Project or Program)? x Have additional funds been requested or will be requested. Identify the sources for those requests and the status of the requests. Approach. BHS will employ Coordinated Entry and be guided by principles influenced by Center for Supportive Housing training in developing a tenant-centered integrated approach to educate and house individuals in Woodley Place PSH. On-site management will be trained according to best-practice guidelines to serve the ongoing tenant needs and education around rights and responsibilities as leaseholders. Case management will have an office on-site with regular hours and availability by phone 24/7. Case management responsibilities will include developing healthy working relationships with the tenants to provide advocacy and assistance in meeting their needs. Maintenance staff will be on site daily to ensure safety and health standards are upheld. Maintenance staff will be guided by a matrix of weekly and monthly tasks and annual inspections to ensure the facility stays in proper repair. A system for tenant-requested repairs is in place; tenants are provided guidance on procedures during their walk-through and lease-up. Readiness to use funding. BHS will be ready to use funding as soon as PSH units are leased up in 2024. Subsidy will be required for most, if not all tenants. Scaling the Project. BHS will be remodeling/upgrading the units for PSH suitability at a sequential pace so PSH tenants will be admitted in the same sequenced manner rather than in one simultaneous group. This spreads costs over time and achieves an informal scaling process that adjusts to flexibility of funding. The per unit cost of operations at Woodley Place is $26,565.53 per year or $2,213.79 per month. Additional funds. BHS has been awarded $212,150.48 from Fund 148 for Woodley Place operations in 2024. BHS will apply to the following foundations for additional funds to cover other organizational and program costs: Costco, Medina, Norcliffe, Jefferson Community Foundation United Good Neighbors, Lucky Seven, Muckleshoot Charity Fund, Port Gamble S’Klallam, Port Madison Enterprises, Suquamish Giving, Tulalip Cares, US Bank, and Wells Fargo. UPDATE/Clarification from previous application: Bayside may also apply Consolidated Homeless Grant funds to the project (in the form of Eviction Prevention funds, IF a tenant has been unable to pay rent and is at risk of eviction). Bayside is also preparing to begin billing through the Washington State Healthcare Authority for the provision of Foundational Community Supports services. FCS financial projections are limited at this point, as this will be a new service in 2024. B. IMPACT OF FUNDS - Leverage of Other Funds and Number of Persons Assisted (10 Points) (LIMIT 400 WORDS) x How would the project contribute to positive movement in Commerce’s Homeless System Performance Measure: total project entries, length of time homeless, exits to permanent housing, returns to homelessness, and system prioritization. Go to www.jeffcountychamber.org. The project would contribute 17-34 total project entries and 17-34 exits to permanent housing. Initiating tenancy in PSH shortens the length of time someone would spend homeless and the availability of Supportive Housing services is intended to foster sustainability of tenant status and minimize returns to homelessness. Page 15 of 18 x Are you using any matching funds? If yes, what is the source? Supplemental funds, but not explicitly matching funds, have been secured from Fund 148 and are anticipated from the following sources: Costco, Lucky Seven, Medina, Norcliffe, Jefferson Community Foundation United Good Neighbors, Muckleshoot Charity Fund, Port Gamble S’Klallam, Port Madison Enterprises, Suquamish Giving, Tulalip Cares, US Bank, and Wells Fargo foundations; Consolidated Homeless Grant funds; and Medicaid billings for the provision of PSH services. x Are the requested funds to be used as a match for this Project or Program? If yes, provide a description of the Project or Program to be matched and how it relates to the goals and priorities of the Five-Year Plan. Also, provide a budget for the entire Project or Program including funding from all sources and identify what portion of the Project or Program these funds will support. There are no established matching fund contingencies at present. Funds awarded by Jefferson County would be listed in any applications for foundation funding, thus lending credibility to our case for support. The foundations listed above do not have a direct relationship to the goals and priorities of the County’s Five-Year Plan, but they are all committed to meeting basic needs of vulnerable citizens. x Specify the number of housing units that will be created or the number of individuals who will be assisted with this Project or Program in the first year. 17 units will be created for 17-34 PSH program participants. x Specify the number of individuals who will be assisted with this Program. Woodley Place 17-34 PSH program participants. Potential unit turnover of 50% could increase that number to 26-51. x Discuss how this Project or Program will be sustained after these funds are exhausted. Operations will be sustained by foundation grants, Consolidated Housing Grant funds secured through OlyCAP, Medicaid billings, and donations from Bayside’s 818-member donor base provided via annual fund campaigns and special fundraising events like Bayside’s annual Gala, scheduled for September 28, 2024. C. PROJECT OR PROGRAM BUDGET – A Feasible Financial Plan (5 Points) BUDGET FORMS Funding period begins January 1, 202, and ends December 31, 2024 Please use the attached budget templates. If you need additional space, you may insert rows. “Proposal” refers to the funds requested from these funds that will be applied to this specific Project or Program. Blank spaces are provided for additional categories. Justification for budget items must be specific, and that same specificity should be reflected in subsequent billings. A maximum 10% Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. PLEASE ENSURE ACCURACY OF ALL BUDGET NUMBERS CAPITAL BUDGET FOR REAL ESTATE DEVELOPMENT USES Financing Categories Estimate Basis of Estimate Total Acquisition Costs $ Construction $ Page 16 of 18 Construction Fees $ Financing Fees and Charges $ Guarantees and Reserves $ Developers Fee $ $ Subtotal $ TOTAL $ SOURCES Financing Categories Estimator Indicate if Committed or Application has been made. If not made indicate date application is to be submitted Private Loan $ Jefferson County Funds $ Public Sources (State or Federal Funds) $ Foundations $ Donations $ Low Income Housing Tax Credits (indicate 9% or 4%) $ Historic Tax Credits $ New Market Tax Credits $ Gap (if any) $ TOTAL $ Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). (LIMIT 300 WORDS) PROGRAM OPERATING BUDGET January 1-December 31, 2024 Budget Categories Program Proposal Justification Priority Salaries $346,526.61 Benefits $45,025.70 Rental Subsidies $68,890.00 68,890.00 1 Utilities $39,377.80 Insurance $11,863.95 Food/Supplies $ Furnishings/Equipment $ Repair/Maintenance $7,980.00 Transportation (explain) $ Page 17 of 18 Overhead/Operations $840.00 Subtotal $520,504.06 $68,890.00 Administration (10% max.) $26,599.00 $26,599.00 2 TOTAL $547,103.06 $95,489.00 If your Project or Program includes salaries and benefits, please list position(s) and FTE to be paid by these funds (FTE should be that percentage of time the employee is dedicated to this Project or Program): Position Salary Benefits FTE Director of Supportive Services $60,000 $7,800 .35 Case Manager $64,650 $8,404.5 .35 Case Manager $45,760 $5,948.8 Case Manager .75 FTE $34,320 $4,461.6 .35 Site Monitor .5 FTE $17,108 $2,224.04 .35 Site Monitor $35,360 $4,596.8 .35 Site Monitor .8 FTE $27,009.4 $3,511.22 .35 Peer Support Specialist/Housekeeper $47,840 $6,219.2 .35 Property Manager $52,500 $6,825 .35 FUNDING SOURCES FOR THE PROGRAM in 2024 Funding Sources Awards 2023 Awards 2024 Indicate if Committed or Application has been made. Public Sources (State or Federal Funds) $100,000 $212,150.42 Jefferson County 2023: committed 2024: $212,150.42 from Fund 148 committed Private Donations $133,875 $133,875 Donations from individuals 2023: committed 2024: campaign planned Foundation Grants $129,762.5 $129,762.5 Costco, Lucky Seven, Medina, Norcliffe, Muckleshoot Charity Fund, Port Gamble S’Klallam, Port Madison Enterprises, Suquamish Giving, Tulalip Cares, US Bank, and Wells Fargo 2023: committed, except for US Bank and Wells Fargo 2024: applications planned for all Bayside programs United Campaigns $2,800 $2,800 Jefferson Community Foundation United Good Neighbors 2023: committed 2024: application made Other $ $ Other $ $ TOTAL $395,312.5 $478,587.92 Please include any budget narrative that is descriptive or helpful, to explain any part of your proposed expenditures. For instance, if you are requesting furnishings or appliances specifically for housing included in your Project or Page 18 of 18 Program, what are the items you are requesting? (LIMIT 300 WORDS) Bayside was recently awarded $212,150.42 from Fund 148 for Woodley Operations and Maintenance in 2024. The Program Operating Budget for this application is composed of an added projected expense due to new information about the lack of subsidy availability in 2024, as well as Administrative expenses that we failed to include in the previous application as a program expense. Funding Sources for the Program in 2024 represent every current source from which Bayside might receive funding for all programs that it operates. As with County funding, there are no guarantees of support, which makes it prudent to apply to as many sources as are viable and feasible. ATTACHMENT A Required Insurance Coverages. a. Commercial General Liability. 1) Recipient shall maintain commercial general liability coverage on a form acceptable to Jefferson County Risk Management for bodily injury, personal injury, and property damage, in an amount not less than two million dollars per occurrence ($2,000,000) and an aggregate of not less than four million dollars ($4,000,000), for bodily injury, including death, and property damage. 2) The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: i. Broad form property damage, with no employee exclusion; ii. Person injury liability, including extended bodily injury; iii. Broad form contractual/commercial liability, including completed operations and product liability coverage; iv. Premises – operations liability (M&C); v. Independent contractors and subcontractors; and, vi. Blanket contractual liability. 3) Recipient’s commercial general liability policy shall include employer’s liability coverage. 4) The County and its elected officials, officers and employees shall be named as an additional insured party under this insurance policy. b. Automobile Liability. Page 19 of 18 Recipient shall maintain business automobile Liability insurance on a form acceptable to Jefferson County Risk Management with a limit of not less than a combined single limit of $1,000,000 each occurrence. Coverage shall include owned, hired, and non-owned automobiles. c. Workers’ Compensation (Industrial Insurance). Recipient shall maintain workers’ compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management, upon request. If the County incurs any cost to enforce the provisions of this subsection, all costs and fees shall be recoverable form Recipient. 1) Recipient shall provide Workers’ Compensation and Employer’s Liability on a state approved policy form providing benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. 2) This coverage shall extend to any contractor or subcontractor that does not have their own workers’ compensation and employer’s liability insurance. 7. Recipient expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction, which would otherwise be applicable in case of such claim. 8. General Insurance Requirements. a. Insurance coverage shall be evidenced by one of the following methods: 1) Certificate of insurance; or, 2) Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. b. Any deductibles or self-insured shall be declared to and approved by the County prior to the approval of this Agreement by the County. At the option of the County, the insurer shall reduce or eliminate deductibles or self-insured retention, or Recipient shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. c. Failure of Recipient to take out or maintain any required insurance shall not relieve Recipient from any liability under this agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. d. Recipient’s insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect all the parties and shall be primary coverage for all losses covered by the above described insurance. e. Insurance companies issuing Recipient’s insurance policy or policies shall have no recourse against the County (including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of insurance policy. f. All deductibles in Recipient’s insurance policies shall be assumed by and be at the sole risk of Recipient. Page 20 of 18 g. Any judgments for which the County may be liable, in excess of insured amounts required by this agreement, or any portion thereof, may be withheld from payment due, or to become due, to Recipient until Recipient shall furnish additional security covering such judgment as may be determined by the County. h. Any coverage for third party liability claims provided to the County by a “Risk Pool” created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any insurance policy Recipient shall provide to comply with this Agreement. i. The County may, upon Recipient’s failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to Recipient. j. Recipient shall provide a copy of all insurance policies specified in this Agreement. k. Written notice of cancellation or change in Recipient’s insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368. l. Recipient’s liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees and agents. m. Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County, its officers, officials, employees or agents. n. Recipient’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. o. Recipient shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance coverage for subcontractors shall be subject to all the requirements stated in this Agreement. The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. p. Recipient shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates, insurance policies, and endorsements expiring before completion of services will be promptly replaced. q. Recipient shall place insurance with insurers listed to business in the State of Washington and having A.M. Best Company ratings of no less than A-, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be place with insurers or re-insurers licensed in the State of Washington. r. Certificates of insurance as required by this Agreement shall be delivered to the County within fifteen (15) days of execution of the Agreement. To the extent a certificate lists or refers to any endorsements solely by name. description or number it shall be the responsibility of Recipient to obtain and provide to Jefferson County Risk Management a full and complete copy of the texts of such endorsements. Page 21 of 18 s. The County shall be named as an “additional insured” on all insurance policies required by this Agreement. t. Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: 1) The limits of coverage; 2) The project name and agreement number to which it applies; 3) The certificate holder as Jefferson County, Washington and its elected officials, officers, employees and agents with the address of Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368; and 4) A statement that the insurance policy shall not be cancelled or allowed to expire except on thirty (30) days prior written notice to the County.