HomeMy WebLinkAboutchat15:44:02 From HFB Meeting to Judy Shepherd(Direct Message) : Resolution 41-19 discusses reserve fund
14:35:53 Of the. The new purpose built, in the shelf, and permanent support of housing project that Holy Cap is, developing.
14:36:04 Okay. So, There's a steep learning curve for the county here, not something that we have done before.
14:36:12 We don't know exactly which departments still will lie and I've had preliminary conversations and one of the conversations is that it is largely basically there's 1 position
that we would be hiring for right now and that is the shelter manager that would really be that develop the program at that one.
14:36:30 So we wanna get them hired as quickly as side question. Go ahead. So a county employee is union, among other things.
14:36:41 It's a complicated deal. So wouldn't it be better if Bayside, the winter welcoming center, something else house that employee so that it doesn't.
14:36:52 Have to fit in your structure. And your union and stuff since it's a temporary position. We can do a term limited position.
14:37:01 So the idea would be that this position goes you know, and tell the American region. Yeah, the new shelter is constructed.
14:37:12 In my conversations with the American Legion, they were very, in signing the contract with the organization that was implementing the contract, which is initially that with
the coast holy cap.
14:37:24 Ipotomy I guess put before. And they were really only interested in the account I mean I was from the county representing them so it's possible that if a different organization
went there I mean hey more power someone else wants to do it I'm not saying contracting to you essentially.
14:37:40 Right. That is possible, I think, and Kate, please speak up too, but in our talk, we really, expressed interest to to have control as well.
14:37:53 And to make sure that we're doing right and to learn how this, this is kind of new for.
14:37:57 The county but I'm hoping to have it kind of in the housing fund board. You know My goal would be ultimately if this staff member does more than one thing, you know, that they
can.
14:38:12 Lean into being that houses are that we've talked about before, some sort of housing support staff.
14:38:19 Whether that's the same skill set, I think it's preview now. Yeah, that's an interesting concept because I mean, houses are I see is someone like
14:38:28 The 1st name is Liz and I just remember. Lizzard or the other person who is the staff person when we were the big house.
14:38:40 So we're only allowed to hire people named Liz.
14:38:40 Oh, I can hear those. Doesn't narrow the field down.
14:38:45 Also, I would caution looking for a unicorn at that level. That is a person with some really magical skill sets.
14:38:53 Yeah, I mean, ultimately, so we've got the job descriptions from Holycap and, Sarah Mellon, Sara and Jody from finance as well.
14:39:04 And we're starting to build that job description for us and it has to start with just shelter manager.
14:39:13 I think I mean that's gonna be, that's gonna be not just a shelter manager, that's gonna be a shelter manager that builds the program or adapts the program that's existing.
14:39:21 There's been a lot of conversation too about, changing some of the ways that the shelter off, operates.
14:39:29 And I think, need to look at that and try those, iterative changes out I would say you know what at a time.
14:39:37 Regardless, the 1st thing that we need to do is to hire a staff member. I'm not sure if that staff member is going to be in the commissioner's office or, maybe a direct staff
with the housing fund board.
14:39:51 But I think it would be great if we formed a committee to participate. In the hiring committee for this shelter manager from the housing fund board.
14:40:02 That came out of my conversation with Sarah as well. You know i think it'd be great if carolyn our clerk of the board was on that hiring committee and then 3 Thank you.
14:40:12 I'm using fun board members as well as what I was thinking. But you know, part of the reason I brought and stuff.
14:40:22 So when I 1st worked for the school district, they thought they were hiring me as a temporary employee. Because the science building was being renovated.
14:40:30 And then when that job ended, the Union went back to them and said, You know, the only classification she's under par educator, unless you're in a risk.
14:40:40 She's your employee. So then I became the computer lady for 6 years and then I became a pair of educator.
14:40:48 But all I'm saying is that the school district got in a situation where they thought it was a school district got in a situation where they thought I was a temporary employee,
but I wasn't because I was a union member, but I wasn't because I was a union member because I had to go into a temporary employee, but I wasn't because I was a union member because
I had to go into a classification.
14:41:00 Now maybe your union is more cooperative. Okay, we have a lot of exempt employees and, this very well could be an exempt position, but, have that conversation with Sarah.
14:41:10 We had the conversation and she was the one that broached the possibility of setting it up as a term limited position.
14:41:16 So we have a funding that is, you know, We're going to make sure we find this appropriately as long as we have to and then we don't have the funding because that same funding
will go to a different shelter and we will get to the finances in a little bit and Judy, please feel free if you have anything to correct or ask or comment on.
14:41:35 So Yeah, I mean, we don't really know yet, but we've got the job, the description to Sarah.
14:41:44 They have both shelter manager and monitors and monitors will be thank the second phase. I imagine it could very possibly be something like a That is even, you know, not directly
affiliated with the county, but.
14:41:57 We can work up to 32Â HA week and as, you know, doesn't have as a benefit package that for employee has.
14:42:05 Oh, okay. Cause I've seen in the manager sort of the monitor too. I'm not seeing that.
14:42:12 I know I imagine that the man I mean one person can't be the only monitor. We've got 0 option.
14:42:21 So I imagine that the shelter manager will be also monitoring as part of their duties. But we are still looking, we have another meeting that both Vivian and Julia were at to
coming up now it's the coalition shelter coalition meeting as we try to build an umbrella with as many people under as possible and organizations because if the can take it on we don't
have the same fundraising opportunities.
14:42:49 Though I will point out that we can take donations. That was a question that the whole meeting so we can we that has been broached and we can figure out how to take those donations
for this operation.
14:43:01 But the, the funding of it, the goal, the idea right now is to use the $27,000 and changed that we get From before you see this year, only Cap is gonna use that for their final
operations the shelter.
14:43:19 I'm replacing that same money back into the same fund that they're not going to expand down that doesn't time limited by the end of the fiscal year.
14:43:26 So that 27,000 will have a longer tail on it than June, And then we will get another 27 K and change.
14:43:35 For the next fiscal year. And then I believe you said Kate that there's another recording fee kickback but I don't know.
14:43:43 I don't know. You know, I'm curious if you've heard anything different, but what I heard from the Association of Counties is that 27,000 for fiscal year 25 will be increased
significantly with the new.
14:43:59 So previously there was 9 million dollars allocated for each fiscal year, 24 and 25 and distributed in this formula.
14:44:08 But what the legislature increase was the 25 number to 34 million dollars. So almost 4 times the amount if they are indeed using the same formula that would be more like a hundred
1,000.
14:44:20 Have you heard anything different than that Judy?
14:44:22 I have not heard anything at all, so. Yeah, I haven't heard anything communication from commerce on it, so.
14:44:29 Yeah.
14:44:30 Yeah, this was kind of insider from coming from our second. Then there's an additional 21 million dollars.
14:44:40 Appropriated by the legislature for continuation of services from the services. And those, Wasack anticipates might come through the CHG.
14:44:51 Is that the community housing? It's a part of the. You don't, they refer to it as the CHG and I don't know if it's Is that what it's called?
14:45:04 Maybe, maybe. And so I don't know, fully kept gets that. Is that part of the CDG?
14:45:16 I think it is, yes. So I think we wanna, you know, be mindful and see if that goes directly to them and Cdg comes through the county.
14:45:25 Right. But
14:45:24 So CDG is typically, I'm sorry, CBG is typically for, your cap organizations.
14:45:32 And so I've never seen a given anywhere else. Okay.
14:45:37 We have to defer. We have to defer on that. I'm not sure if I'm using the right turn of our, but there's 1 from Commerce that we defer on every year.
14:45:46 So, only cap becomes the continuum of care provider basically. That's
14:45:50 Okay, that's something else I do. So I can, we can look into that.
14:45:55 So one of my questions because there are a couple people who have substantial money who have asked me who they would donate money to for the shelter if they were going to.
14:46:08 So if they donate to the county or you do they get the 5 1 c 3 thing I'm a jiggy do they get the tax benefit Are you a nonprofit?
14:46:18 I don't think Yeah, I don't think.
14:46:19 Got a nonprofit. So I'm not sure how that tax benefit would work.
14:46:26 Right, so that might be a reason.
14:46:27 Kevin had a lot of donation type, you know, money coming in. I'll be real honest with you.
14:46:34 I've seen, I don't know that I. Seen it since I've been here.
14:46:37 So I would have to look into that and find out. What that would look like.
14:46:47 Oh, okay.
14:46:38 Not very Perfect. Our veteran program is nonprofit, Carolyn saying off off screen here. I don't know that can somehow be tied.
14:46:53 Well, it could be because part of who your housing are veterans. I mean, can we create a foundation that can push money into the program like if you want to donate money just
to the shelter program.
14:47:05 I'm looking at you. I don't know if it's clear, Judy. Is there, could we set up a foundation where we could accept text deductible donations.
14:47:14 Honestly, I'd need to do some research on that. I don't think I can answer that question.
14:47:20 Today, so I'm happy to do some research on it. Like I said, I, I don't know.
14:47:25 I haven't been. Involved in government and receiving donations. So that's something I've had to deal with.
14:47:31 Okay, a long time. I wonder if you'd better up funding if you know kind of a physical sponsor to do that like the community foundation.
14:47:41 Alright, well, I don't think you have to dig deep into that right now, Judy.
14:47:46 Okay.
14:47:46 That seems like something that could, yeah, a huge time set, but let's. I mean, maybe I guess the other question is if we did have like, let's just.
14:47:53 You know, choose Jefferson Community Foundation as an example that you know, can take donations and then redistribute them.
14:48:01 Out could they ask does the foundation And then push money on to us. Is that a an easier question?
14:48:12 I'm thinking it would probably be doable that way. I'm just not sure how long it would take to set something like that up and get all the legal and Department of Revenue, all
of that working.
14:48:25 So again, I'm sorry, I probably need to just look into this a little bit more.
14:48:37 Okay.
14:48:32 I think that's a more realistic thing to look into and we can also reach out to the Jefferson Community Foundation, I will in parallel just to see they probably have more experience
than we do about.
14:48:42 Passenger funds on
14:48:43 Okay.
14:48:45 So another option may be if this is a coalition that people, different people who were from different organizations who are responsible for different parts of that say, you
know, overseeing the volunteer monitors, right?
14:49:06 Could take funding for that and then contribute it. So you don't have to recreate So that would be, yeah, yeah, yeah, yeah, wonderful.
14:49:18 The warning center as a nonprofit wanted to organize volunteer monitors and maybe they could find becoming. Could flow through them for that person or whatever.
14:49:32 Yeah. We'll look through it. I mean, 3 models that we can look at. Again, we still to really get them any of them fleshed out.
14:49:40 I feel like we have to have that shelter manager on. So we have a staff member who job it is just to take these disparate ideas and really have an so we're trying to move forward
on that as far as as quickly as possible.
14:49:53 So before we move on, I guess. I would really, I feel like my fingerprints are on this a lot.
14:50:00 Already I would rather not be on the hiring committee, but I guess I think. Okay. I mean, usually I avoid these things, And I don't know, Amy, it would be great to have city
representation on this committee as well.
14:50:17 Do you think you have?
14:50:17 I am only a little trepidatious because also of the only cap. Bored so I just I don't want to conflate anything
14:50:29 Yes.
14:50:26 And is our other city representative, is that right? Another option. Or like John Moore or you know.
14:50:39 That would, that would be, I just, I don't want to muddy those waters.
14:50:45 Okay. Well, I guess.
14:50:51 To get this committee formed. Well, we will start with 2 people. I mean, where is this gonna be?
14:51:00 City for an appointment. Okay, yeah, and hopefully, can do it. Or John. Okay, so.
14:51:09 I would, I would love a motion to that effect. And Caroline could be on it. So yeah, I'm going to move that we create a hiring committee for the shelter manager and then it's
commissioner Kate Dean.
14:51:27 Actually, a conference somebody from the city and they will determine that and Carolyn from the count.
14:51:34 And I don't know your last name, so sorry.
14:51:40 Okay, there's been a second. I wanna say this, of course, and all things we do, a recommendation that will be undoubtedly our HR director run as well, but this committee will
be kind of manage through our HR department is, you know, we still don't know exactly where this person is being.
14:51:58 So I just wanna be gonna be the management structure where they hit in on the work chart and we don't really have a board chart for that.
14:52:05 How's the fund going to connect to the rest of the county so it's still some to be made.
14:52:08 Okay. I will open it up for public comment just because we did not have this on our agenda.
14:52:15 If anyone from the public is with us that would like to comment, please indicate by raising your hand in the raise hand button or star.
14:52:24 There's bar more in. Okay, should you raise your hand? Okay, so you know, public comment.
14:52:34 I will close public comment and call the question all in favor of forming a hiring committee to assist in the hiring of a shelter manager.
14:52:42 With Julia Cochran, Kate Dane, a city representative and Carolyn Galloway, plus any county staff.
14:52:51 Hi.
14:52:48 Okay. Okay. Okay, that is, okay. Next up regarding the shelter and we don't have to get too far into the weeds.
14:53:02 Well, we have lots of other meetings are going on around. About this is just the budget. Conversation.
14:53:09 So we have Judy with us as well. I outlined the idea. Using those extra reporting fees 1st and then I guess the other thing I would put in front of this forward to talk about
is prioritizing 1 49 funds.
14:53:23 For this after we have a good budget before we do. Any other RFP with the 1 49.
14:53:30 And I'm open. For our 25 budget. We should have a sustainable budget, annual budget for this that is funded from 1 49.
14:53:46 Yeah, ready? Yeah.
14:53:53 I'm a little bit reluctant. 2 support. Mainly because I understand the urgency of.
14:54:03 Finding a solution. And I also see that, you know, there was a big gap. In the planning.
14:54:11 So about we ended up with no emergency shelter. I just feel like the operating funds should everybody's needs should be considered.
14:54:33 The system. For example, our missed week at our last. Data. Needs assessment, we discuss the funding for you services, housing and services, which are.
14:54:52 Do to terminate in 25. So one of the most successful programs we have and that, you know, to balance the needs of different populations I understand is difficult and I understand
the visibility of the the chronically under house, but I don't feel comfortable about just saying that.
14:55:15 Because they're the most visible. There you know the fund should automatically put there. I do think we need to figure out plan to get us to a permanent emergency shelter.
14:55:31 And I'm happy to consider that, but I. You know, I'm not sure that.
14:55:38 Who's the most vulnerable that there's a lot of factors that go into it? So, yeah, so that's for our tab.
14:55:49 It's hard. Thank you. Other thoughts? I haven't had her hand up for a minute.
14:55:56 I did. I, that visible versus vulnerable is an interesting and potentially fraught conversation, but. Getting people off of actively sleeping on the street wherever possible
is is.
14:56:13 The best intervention.
14:56:16 Moving them toward permanent housing. So I think I don't have all of the information to support or not supported at this point and I don't want to make any preemptive statements.
14:56:27 I want to budget. I want a functioning budget for this shelter so that we can can say. What is the service for what for what actual amount of money knowing that this is one
of the things that is the most expensive type of intervention?
14:56:41 Yeah. No, that's a fair point. I plan to have a budget back by our next.
14:56:47 Regular meeting. Maybe earlier than that if we can. I mean, Holy Cap was managing this for $30,000 a month.
14:56:54 We're hoping to do it for less. Yeah, it's hope right now. Way to sell.
14:57:01 The budget will come. We're also negotiating with the American Legion on the contract. We have the contract.
14:57:05 So there's a lot of different, variables, but soon we're gonna have a lot of fixed costs and and not that many variables and then we can really.
14:57:14 Come back with a budget next month. I don't think we have to decide on this. Right now, I mean, I I mean, I just think, you know, I said 1 49, I can say 1 49 and 1 48, I think
the $1590.
14:57:30 We're not quite as applicable to this, but that the 1 49 reporting fees are specifically supposed to and have traditionally find an emergency shelter.
14:57:38 We kind of created the whole. The opportunity board and all this to open it up to. More.
14:57:48 Programmatic opportunities, you know, I mean there's a lot of great programs going on.
14:57:53 I guess I would I would argue that our most basic responsibility is to make sure there's some somewhere for anyone to go.
14:58:02 And that's what the emergency shelter does. And I would still, I would support using the reporting fees for that.
14:58:09 With a budget so I'm happy to wait. Go ahead. So I'm not a government person at all.
14:58:19 So this is just sort of a question is. So. It would be like.
14:58:28 I'm wondering whether it's ethical for us. To give us some money first.st That we shouldn't.
14:58:37 Put in a proposal just like everybody else, but which is sort of silly because we'd be waiting on the proposal, but still that we'd have to go through that process of salesmanship
and visibility and transparency.
14:58:51 She looks like she wants to say something. Judy does? Yeah. Okay, sorry. She just leaned.
14:59:01 I was like, oh, maybe I said something.
14:59:06 I have not given thoughts this. And I don't think we have to decide on this.
14:59:13 Yes, but so I'm not prepared to. Take a position but I will if I could go back to this conversation about that consolidated homeless grants and maybe try to get some clarification.
14:59:25 So, this is from the Commerce website, the consolidated homeless grants has several fun sources, including state general funds and document recording fees.
14:59:37 So I am curious, do we know if this goes directly to Only Cap? Or if it comes through the county.
14:59:47 I believe that's the one we traditionally defer on and then only cap or other just in the last couple of years other agencies could have bid on the opportunity as well.
14:59:55 So it directly, the only cap.
15:00:00 Right.
14:59:55 But we have But we have the right of 1st refuse along those phones. Okay, so I think we should and this relates to the question just bear with me.
15:00:08 You know, so if there's this additional 21 million dollars coming from the state specifically to counties and cities it is to and to make up our again the recording fees.
15:00:22 Sounds like because they're specifying counties and cities that. I'm assuming that means that it is not going to be competitive for other housing providers.
15:00:33 So, think we should. Maybe keep that in mind. You know, it's gonna be hard not knowing these amounts from the state as we make a budget and then try to identify the funding
gap that we need to fill.
15:00:48 So. And the has consolidated housing grants is. All at or below.
15:00:58 80% AMI for homeless assistance and from less prevention.
15:01:04 And I would respond a little bit to Julius. Oh, I'm sorry, Becky.
15:01:07 Go ahead. I'm just gonna say the way I understand it's set up is that the recording fees part of it goes to the state in this pass through to the consolidating grant manager
and then we get part of it to support our 5 year plans, right?
15:01:33 Which is what we distribute. Through our, So although they come to different places. I do. Yeah.
15:01:41 So it's not like the state gives it to us to do that. Well, I guess, that's the county's portion. Yeah. Thank you.
15:01:49 Okay. So correct. I didn't wanna say something. Sorry.
15:01:57 I, I do think that there's a principle involved here about how you allocate monies that is kind of a philosophical position.
15:02:10 You know there's Lots of ideas about how to do a best, right? And what's most effective, etc, who's most deserving and all of those questions.
15:02:25 And it seems to me as part of. A community discussion that should be almost in the comprehensive plan.
15:02:36 What is the comprehensive plan? Say about these. And I think it's a place to start that discussion.
15:02:45 It's complex when I understand, but, Yeah, I just don't feel like.
15:02:52 There's real clear. Principle here that we all agree to. So. Just 1 million.
15:03:05 I think it's clear we're not ready to make a decision on this. I do wanna respond to Julia and just about government's ability to make a decision on this.
15:03:11 I do want to respond to Julia and just about government's ability. Less ability than most nonprofits and the flexibility of how we're going to build local funds.
15:03:17 You know, I mean, we don't solicit funds, certainly we don't. Some grants and everything but we have the county is gonna take on operation of the shelter we have a lot fewer
revenue opportunities than other agencies do.
15:03:33 And I think it's a We just need, we wanna ask. You know, Judy's stress level to a manageable, place with, you know, sustainable revenue that matches the And it's for a year.
15:03:53 It's for true. Yeah, just for it's for 18 months to 3 years. I mean, I agree.
15:03:58 We, it's not like we have an end date in mind, but if this isn't a long term funding proposal, for this gap that we're trying to fill.
15:04:09 I mean, I would rather count. Do we know if there are other counties in Washington state that are operating their shelters?
15:04:15 I was asked that yesterday by Judy and I yes I mean, all the larger ones, King County, Pierce County, Stonehenge County, I believe even Garfield County, but I've gotta look
into it a little bit more, which is a county of 2,000 people has has a big role in the management of their shelter.
15:04:26 But I didn't, didn't plum in dig in, further, but there are, you know, island county does a lot of, they have their own human, their human services department and we've largely
outsourced our human services to.
15:04:41 As many accounts, did just create the reaction programs. So, you know, we don't.
15:04:49 Yeah, because it'd be interesting to see how the, what they're doing, how they do this.
15:04:58 Right. I can put out a call to Wiseack. Yeah, that'd be great. Even before this.
15:05:01 Opportunity came before your county though. I haven't advocating that we. Should set aside money for the operation of the emergency shelter as a baseline service that we offer.
15:05:13 One of those philosophical questions that i 1 of 7 votes on. We have 2 members that aren't here right now, so, maybe that is how we will.
15:05:21 Frame the conversation rather than talking about a specific program talking about. But budgeting on budgeting the shelter.
15:05:30 The city and county. Our, you know, you guys are going to say for sure we're funny in shelter because the cost to us if we don't have an active shelter is too big.
15:05:42 I agree. That's going to be because that's how we got here to some extent is that, and stuff like that being able to say no you know you can't just pick any public plan to camp
on we have a shelter without a shelter you can't do that so there's 2 of us who are not sitting in can unless I'm spacing somebody.
15:06:05 Audrey, sorry. The beer. Yes. So there's 3 out of the 7 who are not.
15:06:11 Have a vested interest in shelter being prioritized. I do prioritize shelter. I am not argument against this.
15:06:19 Case in front of the Supreme Court that might change to the legal responsibilities of counties and cities. And even if that responsibility did change, I would still.
15:06:29 Say that our 1st responsibility in this sector is to, find an emergency shelter. So we have that.
15:06:36 A place for you to go. This is pretty important things terrifying.
15:06:41 I know, Okay. Hi, I mean, you know, why, why not prioritize prevention services which have more effect.
15:06:57 It keeps people in and on the street and more likely to stay there. So I mean, Isn't it?
15:07:08 Shouldn't it be prevention? I mean, there's a lot of different. I think we need to talk this through.
15:07:13 And I can understand. Also, that I am not hearing. Yeah, I think it just needs a lot more.
15:07:28 Discussion. Maybe we could have conversation before that as we set up the next agenda.
15:07:32 So we can make sure that it's, the conversation. He's trying to consider all sides.
15:07:42 Okay, so I don't. Think there's anything more on the shelter, though more will be coming.
15:07:53 Yeah, and the budget conversation as well. So we've made a recommendation already to see the hiring committee.
15:08:12 I do.
15:08:01 Can I, just a sec. Judy, do you have a contact at commerce who, Channel the 1st 27,000 to us You'd be willing to follow up with that person and see it kind of timeline of when
we might hear about additional funding and maybe try to some idea of the formula which I was told was the same but again this is somewhat just Squishy numbers.
15:08:29 So.
15:08:29 Yeah, I'm happy to do that and at the same time I went out and found the contact for the funds and so on was in the process.
15:08:39 Send you her an email just to see. Cause I couldn't find dates with what I was looking at so I know what the dates of that is.
15:08:44 And you know, how much that would be. So.
15:08:48 Thanks so much. Okay, anything else on the shelter right now?
15:08:56 No. Okay. I guess just, you know, I think you're having a lot of meetings on this.
15:09:02 Greg with various folks and, can we can open that into a like more situational awareness for this group.
15:09:15 Month right now and that means, you know, 2 more meetings before we're potentially operating a shelter.
15:09:22 Right. May 14, th 11 am. Is the next shelter meeting. Develop a housing fund board quorum.
15:09:36 So, you had to leave, but both Vicky and Julia are at those meetings as well.
15:09:39 So there's quite a bit of interface with that one of the aspects. And I think having you on the hiring committee would create another kind of touch point for housing fund board
members to get engaged.
15:09:53 The BOCC will be negotiating the lease. So have awareness there. But like, I mean, Amy, I just, I really want the city to be involved in this and so just curious to where that,
you know, where we can ensure that there's that conversation.
15:10:15 And the city was at the last meeting. I have both Emma Bolan and John, we're at the meeting.
15:10:17 But.
15:10:15 Yes. And also, to avoid quorum issues, Ben Thomas has also been attending those meetings on behalf of.
15:10:22 The city council. So the city can stay appraised.
15:10:23 Yeah. I don't know, Amy, do is there a perspective from the city that you feel comfortable sharing right now on this whole endeavor?
15:10:35 Not that I feel comfortable sharing right now on the spot. I've had no time to put my thoughts together about it all entirely either, because a lot of my, perspective.
15:10:47 Has been also coming from being on the only cap board. So
15:10:51 Okay.
15:10:51 This. Plug in the gap in between this and the next thing is really important. And I'm really grateful that the county is able to step up to to sort of help bridge that gap.
15:11:08 That's my personal, not city opinion.
15:11:11 Okay. They just wanna be sure that, you know, because of obviously these weird structures and rules. That we have, that.
15:11:21 Or we're not. You know, assuming that everybody is on board with something and get down the road and realize or not or, you know.
15:11:31 Yeah. No, it's, I mean, what we could.
15:11:34 There so the only. Potential concern is somewhere in the plan it says something about asking the city for additional funding and I just I don't know what is possible on that
front.
15:11:46 At this point. So that's just something to consider. I think it was in the write up that Greg did previously.
15:11:53 Again, I'm not at my normal desk with my normal stuff. So that makes it a lot harder for me to reference my notes.
15:11:59 And they asking the city for funds is really kind of just. Fear out what are the opportunities as we go down this road, you know, if we don't use the recording fees for it,
if the, you know, we have to look at.
15:12:12 Other funds that are sparse for the county and the city basically do we have a partner and going down that road so you're not looking for an answer yet but as the budget comes
together, it's a question we might have to ask.
15:12:24 And we're just we're just bringing on a new finance director and so that is a conversation to be had with.
15:12:31 Sort of admin. Before it becomes a policy direction from council.
15:12:38 Hey, do you think that there's an appropriate place or opportunity that we should be checking in with?
15:12:45 Council or a committee, I mean John Moore and I keep in pretty close touch on stuff like this but you know that's not council just any advice you have on kinda how we can do
a good job of communicating because you know we haven't always seen I to eye on some of these issues and I really don't wanna fall into that trap again.
15:13:04 County is taking out a lot of risk here and want to know that like. You know we're pulling in the same direction.
15:13:10 I, we have our work planning sessions coming up in July and I think that it will be a pretty major topic of conversation at that point.
15:13:19 So I will make sure the stage is set for that to be included in, something that we know that we have to consider for the next couple of years until we are ready to move to something
else.
15:13:31 Okay, will be under way by then, but.
15:13:35 Yeah, but the underway. That's the we're on board right now.
15:13:43 That's helpful.
15:13:43 Yeah, and so it's really what does that look like? What does that support look like in the future knowing that it's already up and going in July?
15:13:54 Okay.
15:13:54 Making sure that gets built in like this being an emergency curve ball right now. What does it look like to do it for the next year or 2 or however long it takes to make sure
it works correctly?
15:14:05 Okay, thank you. And do we know if we're getting whatever funds coast has October?
15:14:12 All the campus leftover, post. Coast has funds. They buy food, they buy equipment, etc.
15:14:23 They have funds. The 14th and reach out to Sally. I can't remember last name who's from Coast.
15:14:31 Who is a half a meeting? One other options as this these coalition meetings continue we can make those housing fund board meetings which would make them open for meetings. It's
an opportunity.
15:14:40 Yeah, I would like that to be. I'd like a deal to be there and not running to be there and not running to form stuff.
15:14:47 She has more relevant personal experience than any other. So if we have, as the work continues if we need to get together more often.
15:14:56 Might be a way which into special meetings is just to co-locate them with those Zoom Meetings.
15:15:04 Yeah, thank you. Okay. Any other thoughts on the American Legion shelter?
15:15:10 Okay, onward to discussion and potential action. Regarding the extension of the housing contract with habitat for humanity in the packet.
15:15:20 Judy provided some information about the kind of the The rollover and I think a general. This isn't the best practice for us to continue a statement as well that I agree with.
15:15:36 So we have kind of, yeah, go ahead, Amy.
15:15:37 Greg, before we dive in really far, I would like to remind everybody I'm a paid employee for Habitat for Humanity.
15:15:45 I do not work in this program at all, the program that is funded out of this, but I'd like to know if you'd like me to recuse myself one or 2 if we can have a policy discussion
about.
15:15:57 Roll over a funds separate from it being a habitat for humanity issue
15:16:03 I think we can, I guess the way I was anticipating make having the conversation is what do we do with our next RFP, is this something that we allow to continue and also consideration
of the specific Habitat for Humanity request that they did.
15:16:23 In a timely way, present to the county. So maybe you can participate in one and not participate in the other or.
15:16:30 I mean.
15:16:33 That is entirely up to.
15:16:37 I would love to participate in the general policy discussion and I think it is just a best practice. For appearance of fairness to recuse myself from any decision related to
habitat.
15:16:51 Well, maybe we should talk the policy 1st then just to make it really clean. So. One We're 4, or 4 in the room.
15:17:05 We have 7 people on the board. Thank you. So 1st I think it's, and correct me if I put in words in your mouth, Judy, but finance department would really like us to stop putting
this on our contracts that we can roll over contracts to the next year and just have them for the years.
15:17:23 Judy presented some options that we could. You know, just added to the existing contract will be better, but it seems like And I don't know, Judy, what do, what would you like
us to do, going forward?
15:17:35 I'll stop putting.
15:17:36 Well, I think it's the decision of the board to make a decision, to decide how if you're gonna roll for funds.
15:17:44 And if you are going to make that decision to roll forward funds. Then we have to. We have to just add it to the existing.
15:17:57 So let's say in 2025 we roll forward funds for. Let's say habitat, okay?
15:18:06 25,000. Well, then you need what we need to do is tack on that 25,000 in their RFP.
15:18:11 Because then it's in the budget right now what happened is It wasn't in the budget and it never got appropriated into the budget.
15:18:23 And so when it was just saying we're extending the term or we're extending the amount and other you know another 5 months to be able to use up that money.
15:18:34 That budget doesn't roll forward in our in the county. We don't roll budgets for it.
15:18:38 We we have one year budgets. And so when it's done in 2024, it's done and a new budget is in 2025.
15:18:49 So we're not able to roll budgets forward.
15:18:51 Okay, so if there's kinda 2 options then that would work one is if we are going to keep extending them added to the next year's contract.
15:19:01 Right.
15:19:01 Or don't roll forward awards and they have and any unspent at the end of the year has to be returned.
15:19:09 So
15:19:09 Yeah, cause the thing you have we have to remember is That money that's unused ends up.
15:19:16 In the coffers be able to award again the next year. And so if you're rolling forward.
15:19:23 Then you're already taking that money out. You know what it says? So then it's not party. You're beginning balance.
15:19:31 It's not, you know, but we really don't know what that is until it's spent or not at the end of the year.
15:19:36 Okay, so we have, if you decide to roll forward and, and allow that money that's unused to be put into the current, you know, that new year.
15:19:48 Then we have to make sure our cash balance requirements are being. And that we're able to continue to do the RIPs we want to do.
15:19:59 Yes. Question. In case, cause we've, done this with, for many years.
15:20:06 Had projects not complete and roll over what budget mechanism do we use for that?
15:20:14 So we just.
15:20:12 It's a new budget. So if a project isn't, so if there's an unused amount.
15:20:18 Then it's included in the budget for the new year. So, so let's say there was 500,000 awarded in a PIF contract.
15:20:29 They didn't use it, but it was. You know, usually those. Contract, you know, awards can be more than one year.
15:20:35 So what if they don't use any portion of that, then that's put into the budget for the next year.
15:20:41 I guess.
15:20:46 Hmm.
15:20:42 It was never known that this was roll forward to be even to consider to do that. In our budget process.
15:20:50 This was given the uncertainty in the. You know especially for capital projects the delays that are outside of the control of projects that like piff that, that flexibility
seems important.
15:21:04 I could see limiting it to one year. a 1 year, extension. What is good?
15:21:12 Public infrastructure fund board. Yeah, I guess I would like to provide that. Under thoughts.
15:21:25 I can see the argument for. Keeping expenditures to the year that was awarded. But I don't think to client retroactively is difficult.
15:21:42 Because, you know, people are planning on, So I think if we decide that that's the best mechanism, and I can see that there's a strong argument for given the uncertainty.
15:22:00 Our, funding amounts to a war, you know, which we may have to balance out at the end of the have shortfalls beyond what we projected and then we say, well, we're gonna roll
that over and then it gets difficult to keep it everything in balance.
15:22:19 So I would argue that there is a case to be made for stopping the rollovers. But to, Ashley provide for.
15:22:34 What? Habitat is requesting, you know. I guess then I can refrain or rephrase is to yes to go with stopping the rollovers.
15:22:54 But to do. Yes, we do so. We have to make it clear in our, You can ask for them to be rolled over.
15:23:06 Right. And not to do this rep for web. Okay. Other thoughts?
15:23:12 What is the benefit or opportunity cost in allowing or disallowing it or if we are we causing hardships?
15:23:19 For non-profits if they're unable to complete this project but they're just a little bit of like You haven't got that last little bit of it done and and are counting on the
fund still.
15:23:31 So I don't want to to create a problem for the organizations that have already. Committed to spending this money.
15:23:40 I mean, I've spoken with several people that have a tat and it has been hardship.
15:23:46 I think they're building capacity in that program. But, you know, often these projects takes a long, long time to get going or to find volunteers for this outband or what have
you.
15:23:57 So.
15:23:57 Or take that organization off the table and think about a different organization.
15:24:00 Alright, I. Hasn't happened with any other organization that I know of in this funds. Carolyn, is it?
15:24:11 How many organizations have rolled over funds from? Only one has done it, so we just don't have any other empirical evidence to look to.
15:24:23 I mean, other funding, you know, this is a good example of where we do allow roll overs.
15:24:28 We also have LTAC where we don't allow. Well, gets their money upfront and then they have to give back unspent funds.
15:24:36 Right.
15:24:38 So the trend data that I provided you guys, so in 2022. There was 30,000 that was awarded that was not used.
15:24:47 And in 2023 there was 53 53,800 that was awarded in not used. So, you know, that 53,000 just goes back right into is still in the fund to be able to use for RFP.
15:25:04 And, from a from a finance standpoint if a if a nonprofit is slow in using their funds then I feel like there needs to be a nonprofit is slow in using their funds, then I feel
like there needs to be a conversation.
15:25:18 Based on what their RIP ask is before they before another award is given is what I'm thinking from a finance standpoint.
15:25:26 So that you can address it at that time and they're saying, hey, for 2 years you haven't used your full award, but now you're still asking for $70,000.
15:25:36 How what's your plan and make a more planned approach towards that award.
15:25:42 So a separate question then is if we have only had one organization that's ever requested a rollover, what were those organizations that were not using their full funds and
we didn't receive that information in the RFP process as a part of that consideration.
15:25:54 So.
15:25:57 Can't consider something we don't have the information on.
15:26:03 I know we didn't ask for it, but that's just sort of a
15:26:10 I didn't go ahead. Can you restate that, Amy?
15:26:07 I'm sorry, I'm not, I missed you.
15:26:17 What?
15:26:14 53,000 just habitat sort of what she's saying.
15:26:20 It's not just habitat.
15:26:21 Yeah.
15:26:21 So that was. Yeah, what organizations are not using their full funds, we don't get that information before the RFP process so that isn't something that we have ever considered
before.
15:26:33 Right.
15:26:33 Really close though. We do look at funds the fund how much money is in the fund. That's how we come up with the RFP, are you subtracting unspent awards before?
15:26:43 But not which organizations didn't fully spend out and what are they asking for this time?
15:26:49 Right. Okay.
15:26:50 And that you're right, that is something you haven't gotten in the past and you know, it's not hard to furnish that data when you're in that RP process.
15:27:01 You can look at where they are in their awards at that time. They could be in a different spot at the end of the year, but at least they could provide the explanation.
15:27:10 So that information is available in our system, which is how I develop the We could do that.
15:27:15 It was asked, this was asked for one other time when they were looking at a supplemental RFP.
15:27:22 We had to kind of go through and see who wasn't spending their funds towards the end of the year.
15:27:25 So we happen this one other time, but I think most of them came back and said they were going to use their funds.
15:27:32 And did they use them? Yeah, I mean pretty much I don't know what year that was but I'm looking at last year's Yeah, but the second part of that is they might not have used
their funds, but they also didn't ask to extend it into the next year.
15:27:53 Right. Clarifying the question. Journey, the, if the funds are not expanded and, Hello, overdose.
15:28:07 Funds still get rolled over if they. If we have them, once we balance out the budget, right?
15:28:14 But they, those funds stay in your fund. So, but they're. When the new year turns over.
15:28:22 It's a new budget. So therefore, you know, however you spend those funds is in those new awards.
15:28:28 So Judy, when you give us our RFP amount, are you just looking at a fresh budget?
15:28:33 You're not considering. You're taking the unspent funds from the previous year and that's part of the RPM that goes out.
15:28:40 I'm establishing what I perceive to be our cash balance in the fund. And we maintain that minimum $200,000 level.
15:28:49 And so, cause I take that right off the top of it and then. Forecast revenues. Coming in to come up with that RIP amount so that cash balance is being used.
15:29:02 Which is where the money is sitting until it's spent. So that cash balance is part of that.
15:29:09 Okay. Yeah, and I wanted to clarify that because to me, You know, the best decisions about what you're gonna spend for the next year and what you need through the next year
are based on your planning going from that point forward.
15:29:28 Rounder than, you know, retroactively for what you plan to do last year. And May have been prevented from doing for all kinds of reasons.
15:29:39 Not your own. So. Yeah, I just wanna say I don't think it's.
15:29:45 I don't think it's a penalty to somebody to say, them will allow you to roll it over because those funds will be available.
15:29:58 Or through the RACE process if there's any available. And And not, I'm lost.
15:30:15 So when we do our, we do it before the end of the year. So how do you know if the things haven't been invoiced out yet?
15:30:27 Right. There's a, yeah, it's a little tricky. So I don't, that's a thing I sort of don't understand.
15:30:34 And, the other thing because the way my brain works is, is it possible to do a percentage so that this isn't like a dichotomy of black and white that we're saying you know it
We do the Rp's what in the 3rd quarter or something So say.
15:30:57 25% could be rolled over that we limit it. Does that help what Judy is about?
15:31:07 And I mean, that's the same thing. It just makes it more complicated. I don't know.
15:31:11 Yeah.
15:31:10 Thanks more complicated. Yeah.
15:31:15 Okay, I just. Yeah, I, I don't know. It does impact. Yeah, I mean, correct.
15:31:24 I'm not, I see, Amy had her hand up, but, Judy really quickly, If those funds are unspent and we don't have really any indication before, you know, December, if they are good
asked for a rollover, then that Does that, how does that impact your cash balance analysis and how much money we can RP?
15:31:43 You're basically, you're releasing that as you look at it. There's those monies out that are allocated but not spent or that 3rd quarter funds.
15:31:52 Yeah.
15:31:52 So, so the challenge is the RP is being done in the 3rd quarter. And a lot a lot of invoicing hasn't happened.
15:31:59 But any good or I'm up, I won't say this wrong, but any organization that has some financial, you know, that is looking at their budget is knowing they should know in the 3rd
quarter what they're going to be spending before year end.
15:32:13 And if they're really complete a project or they're not going to complete a project. So, and maybe it's a simple question on your RFP.
15:32:23 Is this the continuation of an existing project?
15:32:27 When you're also trying to align a fiscal year budget with a calendar year budget, that's actually much more challenging.
15:32:33 Right. I totally agree. Absolutely. Yeah, there's that.
15:32:38 So it's actually the second quarter that we're asking for this in.
15:32:43 So. But to speak to if you do not roll funds forward. It stays in the cash balance.
15:32:53 It's not really part of the RFP for the new year, but it's there for your next RFP.
15:32:58 So it's not like it goes away, it's not like you no longer have the ability to award it, you still have the ability to award it.
15:33:08 If you don't roll it forward, is city in your cash balance so it'll be factored in to the you know in 2025 for the RFP for 2026
15:33:18 So.
15:33:24 I know.
15:33:17 Yeah, I'm learning about the time value of money and if you have money that's unspent and sitting there for 2 years, you're, it's worth a lot less than when you had it 2 years
ago, right?
15:33:29 I mean, even with some interest, you're losing value on that money.
15:33:30 It's not only worth less, the projects aren't that it could be being worked on. It's not it's not being put to use in the community.
15:33:39 Yeah.
15:33:40 The other question I had is, Does this fund have a minimum reserve balance?
15:33:47 Good.
15:33:48 You want a thousand?
15:33:52 And that is per county policy.
15:33:55 You know, I think there's an RCW about that. I'd have to go.
15:34:00 I was just looking at that the. Couple of weeks ago when I was putting this information together. It's either by RCW or.
15:34:09 We do have a county policy, but I have to. Find that ordinance really quick. I can double check that.
15:34:18 That's a huge amount of money in my brain. And I don't understand this. What is the point in the reserves?
15:34:30 I mean, we're making awards for the whole year before that revenue comes in. We need to have Slack to make sure revenue is powerful.
15:34:39 We forecast that we're able to pay from month to month this year coming in. This year we could very well dip into it.
15:34:45 Oh yeah. Yeah, you're right.
15:34:42 Okay, we can't use it if. Then okay, that's sort of, yeah. I mean, I understand like my church has reserved because the roof can fall off or something, but very well could be
over committed for this year.
15:34:58 Okay. We write our budget for our piece before we know what we actually got. Yeah. I mean, we're projecting month to month.
15:35:06 We're getting these revenues and giving them out the same year that we're giving them. So we absolutely need.
15:35:13 We're getting these revenues and giving them out the same year that we're giving them. So we absolutely need. Is there a way to fix that?
15:35:15 Yeah.
15:35:14 So No, no. Hmm. Okay. Other thoughts on this?
15:35:21 We have really kind of, I think we're 2 minds obviously on whether this policy question, whether we want to.
15:35:30 Make a recommendation or make a decision really on whether we are going to allow awards to be rolled over next year maybe we should Have a motion one way or the other and keep
talking it through and see where people end.
15:35:46 No, we'd be retroactive sort of if we say no you can't. We'll I don't we'll get to that later.
15:35:53 We want to make sure that Danny can fully participate in this conversation, but you know, When I assign contract, I honored the contract. So I can't imagine.
15:36:01 I think we're, we're talking right now about next this coming ours. Make a motion that the housing fund board.
15:36:12 Allow. Awardees. To We'll renew, no to extend their contracts and roll over their funding for maximum of one year.
15:36:28 Been moved to. Allow rolling over awards for one year. Is there a second? I second good.
15:36:37 Okay. Have a little conversation. Sorry.
15:36:41 I think that with if that is what we are allowing, we also need some really clear guidelines on when that request is made, who it's made to.
15:36:50 So it's not just you can do that, but how do you do that?
15:36:56 And more importantly, our own internal financial controls. I mean, we need to like, I think we missed the notification from Habitat, our current RFP, I believe, as you have
to do it before the end of the year, which I think they did.
15:37:08 And we didn't process that request, but. Yeah, we need maybe it's got to be by the end of November to to make sure that it gets processed and added to the next budget.
15:37:22 I don't know.
15:37:21 We're in where in the county's budget cycle do you want that request to land?
15:37:27 I don't know that we need to figure that level of detail, but just getting into Judy's.
15:37:31 Work and then be in the contracting. Yeah.
15:37:33 Yeah, I, I don't, wanna figure that out or put it in the motion. I just want to say that those are considerations.
15:37:39 We can make this work for internal staff. That's the goal is if we keep this private process going that, we have those financial control so we don't.
15:37:52 Yeah.
15:37:49 Are caught by surprise. That's that's really the problem. You know we want to make sure that budget reflects this expenditures.
15:37:58 S. Yeah, back to ask for a roll over. But I would say that I think the best management practices are to try to plan for the year and to get as close as possible.
15:38:19 And I think there's an argument both ways whether this is good practice or not to allow the roll over, but, I think that we should try to reinforce that.
15:38:33 We don't want people to ask for more than than they need and we want people to look and to try to get it to be. And we want people to look and to try to get it to be efficient
management as well.
15:38:47 So I think we need to look and to try to get it to be efficient management as well. So I think we need to, you know, continue then.
15:38:51 Find incentives for both of those. I'm not sure that this is, but I'm, I can live with it.
15:38:57 That's a good point that maybe and I'd be willing to amend the motion to say something like, you know, that, for, reasons outside of, you know, for some sort of cause, like.
15:39:08 That isn't standard practice. It's if there are extenuating circumstances that this can be extended.
15:39:17 Do you, Karen, you know what the text says right now? Can you read it out to us?
15:39:26 I should even move our member, that the housing fund, we're allowed authorities to extend their contracts and roll over their funding for maximum of one year.
15:39:35 I think you' on the current contract. Maybe before I formally make it an amendment, see if there's some.
15:39:48 Around that. Hi, I mean, I'm kinda like Vicky. I can go either way on this, just be consistent and make sure that it's not causing, you know, either way on this, just be consistent
and make sure that it's not causing, you know, financial control problem.
15:40:02 So it sounds like we have a solution either way. So I mean It's kind of project specific.
15:40:09 The examples that we all the all the examples that we have and I know that there is real rationale behind it that is about getting the money into the projects that we have funded.
15:40:17 So I wants projects to work and sometimes these things, especially small remote projects, take a long time to get planned out.
15:40:27 Yeah.
15:40:27 So I think adding a rationale for it is great.
15:40:32 The piece there though is who decides if it meets the criteria of extenuating circumstances? Like does it have to be then approved as a rollover or is it an automatic roll extension
for one year?
15:40:44 At request.
15:41:00 Yes.
15:40:47 Okay, and the pre existing. Okay, or anyone else. So section number 14 says contract expiration.
15:41:08 This contract will run until the project is complete until the county has made all payments required under this grant agreement.
15:41:13 Except that the project must be completed no later than the date listed in paragraph 2 be above unless extended by mutual agreement.
15:41:22 I can see if there's somewhere else in the.
15:41:27 Yeah, obviously, I mean, that was We're here because It was brought back for approval.
15:41:34 So yeah, with approval of the housing fund board. That's the friendly amendment to your own. Can you accept that amendment, Julia?
15:41:41 Yeah, but do we wanna put some qualifier, you know?
15:41:47 For.
15:41:49 I don't know what the language, smelling reasonable. I mean, some things like what we're talking about the house repair problem, right?
15:42:00 Well, no, we're trying to talk it as a general policy for the board, not the habitat proposal.
15:42:04 Well.
15:42:08 Okay. You know, Pretty much anything that you find that has physical capability to it like you're building something or you're fixing something.
15:42:18 5,001 things can go wrong. Like that bridge in Baltimore could mean that you can't get the supplies you need, right?
15:42:27 I think it was both. And So that's an extenuating circumstance. You know, you may not be able to say why is clearly as I just said something, you know.
15:42:42 Hmm, for delays outside of your control. Find the actual clients at that moment even though you know the need is there because forward.
15:42:59 Yeah. Well, that's just putting meat into the with approval by the housing plan board though. I mean, they're going to bring on the rationale back.
15:43:04 Yeah, but I think for our own. Sake it's good to understand the what is the board approving or not.
15:43:12 It's the, you know, whether it's a a delay that we think is. You know, reasonable.
15:43:20 Yeah. Yeah. I mean, one of the most common reasons is bad management. You know, and I just don't wanna incentivize that.
15:43:32 So that's, I think that, No, I know you're gonna have to be accountable.
15:43:37 And it may be out of your control. You can say that. But the other thing that's out of our control is How many houses get sold and how many how much funds we're gonna have and
if we don't have you know sound way to Okay, everything in balance.
15:43:57 Then, we, we jeopardize the funding. Sources in the end. So. We won't be able to put our dollars to the most effective.
15:44:08 Thank you. There. I will say having been a project manager. For Grant funded projects for many years before this job, there almost no.
15:44:22 Grants, especially for capital project that are only a year long. And I mean, to any federal grants through 3 years, like a year is a pretty limited time to be able to.
15:44:33 Yes, something and you know not all of these projects fall into that category but. Relatively short time.
15:44:45 I thought about that too, but.
15:44:51 It would be.
15:44:52 We don't want to actually break staff.
15:44:55 Yeah. Okay, we have a motion on the floor. You are that end for up the one year with approval from the housing fund.
15:45:18 With approval by the House and fund board. So will we be in a month? That was the other thing that was mentioned.
15:45:32 Yeah, incorporate all that into the. Okay, any last thoughts before we take a vote on this?
15:45:41 All in favor of the motion on the floor for continuing. There, yeah, I'm sorry. I'll call for public comment if anyone would like to make public comments.
15:45:52 You can hit 3 as hand button or star 9.
15:45:58 One. Okay. I'll call the question now all in favor of continuing the potential for roll over of continuing the potential for roll over one year as moved by Commissioner Dean
Okay.
15:46:10 Bye.
15:46:11 Any opposed? All right, it is unanimous. Well, thank you for the robust conversation. I'll also say that, Dylan handed me the Jefferson County list of reserve recommendations
for all funds and we have.
15:46:26 10% for the Jefferson County affordable housing fund and 10% for the homeless housing fund. And in this document.
15:46:34 And.
15:46:33 But I think if there's an RCW and I'll go, I'll go find it.
15:46:37 Yeah.
15:46:48 Safety net.
15:46:35 That might be nice. There might be multiple requirements for that reserve, but you know we talked about the real need especially in this fund where we Alright, Okay, now we
also.
15:46:53 Have one more, request and that's from Habitat for Humanity for this year's request for last year's request to extend the 2023 funding award into 20 excuse me 2024 I know that,
Amy out of a abundance of caution will, recuse yourself for this conversation and vote so folks in the room we have this request we had in a timely
15:47:21 way we had a petition from Jamie at the last meeting as well. So we just need to make a recommendation on whether we're going to honor that request to roll over the 2023 award
for completion.
15:47:33 So I move that we recommend that beyond that request. Okay, it's been moved. Second. Okay, it's been moved and seconded to honor habitat for humanities request to roll over
the 2023 award it's 2,024 any conversation questions I'm curious, Judy, have you done any, projections and given our, lower than anticipated.
15:47:59 Sales tax and recording fee revenue this year. If.
15:48:05 I have't done any new projections yet. No, I haven't started that RP.
15:48:11 Okay.
15:48:10 Look. Yeah. The amount we're talking about for habitat is $11,415 and 58 cents.
15:48:22 That was the unused for 2023.
15:48:25 And Jerry, can you? It's too late to do the solution you would do in the future now, right?
15:48:34 How would you? How'd you accommodate this? Would it be a budget appropriation or what?
15:48:40 Okay.
15:48:38 Yes. So we would use the resolution for the budget appropriation and add it. To their budget for 2020.
15:48:47 4 so you can't say you have it you have to use it in 3 months it we have to say it's just gonna be for the year.
15:48:55 So that was the other thing is the timeframe you got to give it for the whole year.
15:48:59 Okay. The contract amendment. Now, Okay, great. Concerned about.
15:49:16 Not being able to meet our contractual obligations for this year. Hey, these are an additional funds. These are also contracted funds and they contracted the RP.
15:49:28 Did say that they could extend. So I mean.
15:49:32 Breaking this contract to break in. With approval or what was the, Which I don't.
15:49:39 So theoretically the 11,000 is still sitting in your cash balance. So.
15:49:44 But does it that wasn't part of the of this year's.
15:49:48 Let me let me look and how I did last year or for 2024. Give me a second.
15:49:54 Is that amount probably the added speed, part of the total amount that we were, that we allocated to other organizations.
15:50:03 We don't have it. We have it because we have that 200,000. And the 11,000 is a very small piece of 200 desk.
15:50:15 I think we just, no, it's true, but you can only do that so many times, right?
15:50:23 Okay. I think, Kate's concerned that we might not have the recording revenue to honor the other contracts we made in the awards this year.
15:50:37 Yeah. Budgeted to actual for those revenues. Okay.
15:50:45 Okay. Yeah, there's down a lot of downstream. That's no, it's the true.
15:50:53 Okay, here's right to do. I don't have.
15:51:07 Hello, for. Sales tax, 1.6. They might not be able to, but it looks like into sales tax.
15:51:21 The whole county right now projected that we'd be about 284,000 under budget so you know we're a small percentage of that.
15:51:31 And then. 35% under budget. That can be the value of houses too though, right?
15:51:41 It's not quite as straight. There should be reporting fee. Let's send that budget. The
15:51:45 Yeah, I'm, up here today. Budget right now.
15:51:50 403,000 under budget.
15:51:55 Yeah, which is most of.
15:51:58 So at the end of March.
15:52:06 We were at 25%. So we have received 200 of 800,000.
15:52:16 So it's like we're right. We're tracking right there.
15:52:21 You looking at reporting fees, Judy? Okay.
15:52:29 So, Habitat, Humanity is 1 48, right?
15:52:32 Yeah, yeah, that one would be 1 48.
15:52:34 Right, yeah. So,
15:52:37 And Salesforce is doing, it's not doing as bad. Logging tax is doing horrible.
15:52:42 Reporting fees are doing horrible.
15:52:43 Yeah. So overall. As of the end of in March.
15:52:55 Hold on, let me do the math.
15:52:58 Oh, is not. The.
15:53:04 Habitat repair projects funded out of. Yeah. Less impacted than the recording.
15:53:22 Hmm, the biggest. Yeah, I think it's logging tax. It's way down and recording.
15:53:30 Real estate. That is a special sales tax. That is added just to, you know, stays in a Yeah, reap and recording.
15:53:42 Tend to be. Yeah. But I'm trying to find that. I don't know what fun recording fees.
15:53:49 We do have emotional table right in the second still. I was just trying to provide more information for that decision.
15:53:57 Yeah, and I'm trying to rabbit too so Hold on. What a different way.
15:54:05 I mean, Julie is right that $11,000 is not going to break the system. The system might break.
15:54:15 Yeah, and part of my consideration, I mean, we can talk specifically about habitat, right?
15:54:20 So part of my consideration with that is how much else do we have that reaches out to South County?
15:54:25 And You know, I think it's probably really difficult to serve South County in some ways because I mean, I know I see I'm feeling at the moment like I live in the wilderness.
15:54:38 So I'm sure South County people is.
15:54:53 So.
15:54:45 Blissfully so, but, some challenge to Oh, and so, yeah, I actually think that.
15:54:59 The people that are under house, and do not move in habitable houses or underserved compared to the rest of the homeless population.
15:55:10 So, as you said, that prevention is the most efficient use of funds to keep someone from exiting Yeah.
15:55:24 Okay. Well, I don't wanna hold this up. We have lots of stuff to do, so I'll call the question, all in favor of approving the requests and forwarding on the recommendation to
the BOC that we approved that for humanities requests to roll over 2023 tons, 24, Bye.
15:55:43 And the extensions.
15:55:47 Any abstentions? Okay.
15:55:49 Rakused. Yeah. Not in.
15:55:54 Not in. Okay. With one recuse. Our extension because of it.
15:55:59 Okay, thank you guys for that conversation. I'm sure having that will be happy that we can continue to find that very beneficial program on to the 5 year plan calendar as you
guys.
15:56:11 I'm sure remember we have. We, put the kebabs on the bite here to me because we all want to work on it, but we need to start looking at a calendar.
15:56:20 I was hoping that A's would be here. I'm sorry, real quick while we have Judy still on the line.
15:56:28 That's why I do, stack follow up. So I'll change the, on the future contracts regarding the And then, extending the top back contract I'll put through.
15:56:35 Contract review and put on the agenda for the commissioners to approve. And, everything we might want to take a look at that, language.
15:56:44 Sure. Which, which language, the contract language, all of it? Not just the part we're talking about changing just might be good to have a number of eyes on it.
15:56:54 Yeah, Craig or I or I don't know if it's through the whole board, but, so for a future contracts, we'll wait on that. Yeah.
15:57:02 But for a habitat, I'll go ahead and do the extended contract, amendment. And then, for the next.
15:57:09 Second quarter.
15:57:08 Bye-. And we just we don't have any time for the summing one. So the second quarter budget.
15:57:14 Okay. Thank you. Yeah. And then when we do the RFT, we can work on language for, like, thinking about timing of.
15:57:23 When those requests for extension need to be in versus the timing of the RFP and I agree with.
15:57:27 Thank you. That incentivizing wrapping them up is great. And for most projects, that's.
15:57:31 That works. Thank you. And Judy, thank you for attending.
15:57:37 Yes.
15:57:36 Do you want me to Yes, thank you so much, Judy, for all your help. Okay, 5 year plan calendar.
15:57:46 I don't know. He's been doing most of this, but we wanted to have a comprehensive you know, rewriting the valuation of this.
15:57:59 Okay. Different population. Demographics. So we just didn't see.
15:58:05 You, spread out over the next 6 months, which takes us to October. And I understand from commerce's website that in October they're going to be issuing their guidelines for
the re updated guidelines for the So we really don't know what how they're gonna change until October.
15:58:30 And I expect that there will be some changes. And I think if anybody has a line with commerce that you could ask this, and I think if anybody has a line with commerce that you
could ask this, then, I mean, I could ask myself, I'm happy to do that.
15:58:53 What they expect and, prepare for this, but I just wanted to know that. I think we should have some public to conversations that just to know that we are doing the needs assessment
right now.
15:59:07 So we'll have all the background like reports. I guess we've. We got it in by January this year for the, oh, in February.
15:59:23 Yeah, unfortunately that's, you know, kind of conflicts with the RP process too, right?
15:59:30 So like dive into that at the same time as the RP is really. Would be a struggle for us, I think.
15:59:37 With me twice a month. We'd have the IT meeting, we'd have the. 5 year plan, 5 year plan meeting.
15:59:44 Yeah, no, I mean.
15:59:50 Okay, well, if we could all reach out, I don't have a great commerce connection, but find out what the, timeline.
16:00:03 You know But are they in the right department? Division? She said she is a connection.
16:00:17 Okay. What is, Kirsten from the director of housing from KIDSAP. What she's doing housing and cameras, right?
16:00:27 Should be a good one. Let's I'll use our networks to see if we can get a little.
16:00:37 Okay, I just wanted to make sure we didn't forget about that. Another thing that we have been a little lax on is getting I think we had talked about scheduling grant recipient
updates like having had each housing fund board a recipient come and do report or people interested in starting those up at the next meeting.
16:00:55 I'm happy to start going down and Okay. In click to the. Yeah, totally. Okay.
16:01:07 Well, I will start scheduling those, grant recipients to come just, you know, one well.
16:01:09 I guess we have 10. It might have to be 2 in each meeting. And we'll just do really 5Â min updates.
16:01:16 That's what I was thinking. 5Â min plus 5Â min questions. No worries. Okay, I'll try to schedule too for the next meeting.
16:01:34 Okay, that's that. Let me find the second part of the agenda. Committee updates.
16:01:40 Vicki, do you have a? I'm gonna send out detailed notes on our last meeting.
16:01:46 Suffice for my actual content, but we are running into probably the need to reach shuttle committee assignments.
16:01:59 I was appointed to meetings ago, committee assignments. I was appointed to, committee assignments. Okay.
16:02:04 I was appointed to, committee assignments. I was appointed 2 meetings ago to the coordinating entry advisory board to represent out here.
16:02:08 I agree with the chair that more since she's left the account, maybe she's a better representative there.
16:02:15 Also, she has been attending the data needs assessment but we can't have. You know, Well, we don't wanna run into warm issues, so, we should probably talk about and Audrey who
want to to see both of them wanna be.
16:02:38 Find that data means assessment. Oh, I'm on it. I like being audit and I take the notes.
16:02:51 And, Right. Yes, about. Well, I'm not sure I use flying sometimes, but I know when I take that, excellent.
16:03:09 Okay. So you'll, send that a detailed written report. From the data. Yeah, it's just going through the people that were there.
16:03:20 Was very good when we got in addition to our regular numbers we have. The only cat use services we had out 3 60 we had well Peggy came to talk about seniors so we have additions
that will and each month I think we'll have other representatives from the service committee coming in to talk about these different operations.
16:03:47 So it allows us to go into greater depth than we would. No, these fly over public conversations. So I think it'll really provide some good.
16:04:00 Background for our . Excellent Okay. They're great learning opportunities.
16:04:11 The Community Conversations Committee has not been active since the shelter meeting was at the from No update there.
16:04:22 And so. You said that maybe the shelter things will come under the housing fund again and that would be the future community conversations.
16:04:33 I like the being public like that. I would say maybe or maybe they're actually special meetings of the housing fund board so it's not just a committee that all, you know, we
can get a quorum of, housing fund board members there.
16:04:48 I think there's probably Especially as we negotiate how much oversight the housing fund board has over operations.
16:04:56 It's just, it's really, we should all be there at the conversation. And the opportunity to.
16:05:02 So I think it's less. Conversations committee the next thing that we were talking about doing was something in partnership with 1,000 solutions that we've been doing really
directly.
16:05:12 Workforce housing and professional housing. It's not that was just the because we have Liz on that.
16:05:20 Could be. It's not crazy about that idea. And those conversations happen a lot, but. Well, they continue to say that they are serving those 80% and I am about.
16:05:32 And so there is. Disconnect between our mission and theirs.
16:05:41 I think it's been for that was just, you know, it's, and honestly, right now, I'm really focused more on the shelter and putting that back together.
16:05:54 So. I'm not sure we might. I'm not sure how much it's gonna be doing this month either.
16:05:59 That's what I'm saying. Coordinated entry advisory board. So. I guess we've talked about.
16:06:11 Whether this should be entirely separate and we should just let it go and just see its own thing, right?
16:06:18 But you're getting value out of being there. I never gone, but I think because it is tied so much to the system.
16:06:30 Operations in terms of what our performance measures are, you know, how we plan and the whole level.
16:06:39 Protocols and procedures. I think it should continue to exist and I would not like to see it. Spin off.
16:06:51 This is Carolyn. I, talked to our legal counsel about this and he hasn't gotten back to me, but he has all the information and his 1st initial thoughts for this should not be
branched off on its own.
16:07:03 There should be some kind of oversight. A housing fund more would be the minimal oversight, but he's not sure if there should be more oversight.
16:07:10 And, I haven't gotten more information from him. I know he's busy right now.
16:07:14 So, Yeah, I'm still waiting on that. Okay, the recommendation. Morticon.
16:07:23 Anything else on coordinate entry? So from the street view or data entry is what allows you to access all sorts of stuff.
16:07:34 So we wanted to be as open as accessible as possible as far as. The government and how do you meet people's needs.
16:07:43 So I would like it to stay under us to make sure it stays. Open accessible as possible. I mean, I.
16:07:50 I'm not sure how I feel about. What is happened with only cap actually and I don't want gatekeepers.
16:08:01 And I think there's been gatekeeping. And I have issues with that. Okay. Yeah, that's it.
16:08:11 Yeah, so far I hear a lot of, thoughts to keep it. A lot, that does separate it.
16:08:18 Yeah, we can keep going as it is right now. Funding opportunities committee has been follow.
16:08:27 Well, that's going to be. That's the whole thing about contributions and stuff too. I mean that was never the intention of that.
16:08:37 For other, you know, things fine. We just haven't had capacity. I mean, without a really dedicated staff member that can pursue funding opportunities.
16:08:46 It doesn't really. To. Hmm. Okay.
16:08:53 Well, next steps. You know, as we do have a meeting with the kind of the shelter coalition that will have some member that on the 15th of May.
16:09:05 Depending on how that goes, we might set up some special meetings for the for the housing fund board to participate in that coalition and provide input as well.
16:09:14 Well, We're gonna be hiring a staff member to be a shelter. We've established that hiring committee.
16:09:23 I appreciate people willing to take their time to do it. 5 year plan. Can we can maybe go in the back burner, but I think we'll.
16:09:33 Send it out again with the packet next month. So just people can, you know, review it.
16:09:38 It's been. Yeah. I looked through it quickly in February, but I can't say I've spent a lot of time with it this year.
16:09:44 So. Is that the one that we need some clarification on from Commerce? Send an email to my friend who's housing policy manager and CCU.
16:09:57 Vicky and just say. You know, Kristen are either right person to ask if not can you direct us to who we should ask.
16:10:07 It was Emily. Yeah, so I'm sure. Okay, any any other issues future agenda items?
16:10:23 Last thoughts before we return.
16:10:28 But I think we're doing good stuff. Bill, like real. Yeah, at some point we're gonna have to update our.
16:10:40 Ila or any other resolution, are probably adopting resolutions to reflect our broader purpose of this group.
16:10:47 Yeah, I do have one sort of way, strange question. So I just got on this little committee with the city and there's all this stuff that I'm supposed to watch is training for
public meetings and blah blah blah.
16:11:03 Is there any of that stuff attached to us here? Okay, hopefully I did it. All the board members are.
16:11:17 It's also what you're doing for the city and you send us a copy of what you've done here and we keep that on file as well.
16:11:24 Mostly the same thing. Oh! Okay.
16:11:27 It's through MRS.
16:11:30 It's 3 MRC. But there's
16:11:40 You still have to do the city stuff, Julia.
16:11:44 Not off the hook.
16:11:42 Okay, thank you. Okay. Anything else for the good of the order?
15:44:02 From HFB Meeting to Judy Shepherd(Direct Message):
Resolution 41-19 discusses reserve fund