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HomeMy WebLinkAboutBayside - Tiny Village Operations $65,000Name of Project or Program or Program: Bayside Housing and Services: Tiny Villages Operations Requested total amount for this application: $65,000 Area of the County to be served: Port Hadlock, WA Name of Applicant/Agency: Bayside Housing and Services Federal Tax ID #: 41- 1798297 Contact Person: Michael Moore Title: Grants Manager Add ress: 310 Hadlock Bay Rd. City: Port Hadlock Stat e: WA Zip: 98339 Phone Number: 360-919-5366 Fax Number: E- mail : Mmoore@baysidehousing.org CERTIFICATION by Authorized Agency Representative (Board President, CEO, or another person authorized to bind the agency in a contract). Name of Authorized Agency Representative (print):___ Gary Keister_ ___________ Title: ____Executive Director________________________________ • Applicant certifies that these funds will be used as described in this application unless a change has been mutually agreed upon between Contractor and Jefferson County Board of County Commissioners. Substantive amendment requests will also require the approval of the Housing Fund Board (“HFB”). • Applicant certifies that the information in this application is true and correct. • Applicant certifies that it has no outstanding obligations to the County with respect to housing funds. -______________________________________________ ___10/18/2024____ Signature of Authorized Agency Representative Date 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 • Name of Project or Program: ___________Tiny Village Operations__________ • Amount requested: _______$65,000_____________ • Provide a brief description of the Project or Program: (LIMIT 200 WORDS) BHS operates 25 Tiny Shelter units at Peter’s Place in Port Hadlock and Pat’s Place in Port Townsend. The units are filled with individuals and couples who need transitional housing and supportive services to guide their search for permanent housing and earn between 0-50% AMI. Each tiny shelter measures 8' x 12, is insulated, and has an electrical outlet, a light, a heater, a bed, and a locking door. Program participants at each village site share a community kitchen and sanitation facility. 5386 funds will be used to fund the operations and maintenance costs of these units, including the provision of supportive services (Site Monitor, Case Manager, Director of Supportive Services; maintenance services (Chief Engineer, Peer Support Specialist/Housekeeper, Property Manager); and administrative services (Development Director, Grant Writer, Accounting Manager). • 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) BHS will place up to 25 individuals (at Peter’s Place, mostly seniors; at Pat’s place, mostly low- income workers) into transitional housing and assist their search for permanent housing, which involves: • BHS participation in Jefferson County’s coordinated entry system to identify the most vulnerable individuals for a swift move into transitional housing. • Assessment of program participant circumstances and needs. • Entering tenant data into the HMIS system. • Commissioning a background check for each 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 transitional housing residents is foremost. While there is no binding threshold, entry for individuals experiencing homelessness who have 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. • Familiarizing program participants with the rights and responsibilities of tenancy and securing lease agreements. • Providing basic information and training in life skills, if desired, such as how to maintain a lease, move around the city via public transportation, manage checking and savings accounts, create and keep a household budget, and pay bills (especially online, in a paperless environment). • Inviting village tenants to work with the BHS Supportive Services team to explore and secure the services and skills they need to rebuild their lives, which may include behavioral/medical care, Self-Management, peer support, public agency support, education and/or workforce training, enrichment activities, and facilitating therapeutic court and family reunification programs. • Providing on-site supportive services Monday through Friday and rotating responsibility for staffing during off hours. • Exiting village tenants into permanent, affordable and stable housing. Measures of success include households moved into transitional housing and those exited into permanent housing. • Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. Peter’s Place has 12 units, Pat’s Place has 13 units, and while the units are generally occupied by individuals, sometimes couples reside in them. Together, the villages serve an average of 40 program participants per year; that number fluctuates as couples move in or as tenants exit into permanent housing. Bayside doesn’t track exits to placement by site. Threshold Requirements: • Identify the specific eligible use(s) under 5386 and/or 1590 for which the Project or Program qualifies, as listed on pages two through four of the RFP. If you are submitting for both operating and development funds, please submit separate budgets for each. 5386 Operating Funds: 5386 eligible uses b (“…services for formerly homeless individuals and families residing in transitional housing…and still at risk of homelessness”) and c (“Operating subsidies for transitional housing…serving formerly homeless families or individuals”). • 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 shelter/housing to over 290 homeless program participants, 55% of whom have been placed into stable, long-term housing so far. In 2024, BHS has placed 25 program participants into permanent housing to-date and anticipates, at least, another 10 before the close of the year. BHS has served program participants over 30,280 daily meals since 2016; 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 84 individuals presently housed includes 44 adults, 26 seniors, 8 veterans, 8 children, 9 families, and 42 individuals with disabilities. • 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) A. APPROACH - Completeness of Proposal and Readiness (5 Points) (LIMIT 400 WORDS) Approach. BHS has employed Coordinated Entry and been guided by principles influenced by Center for Supportive Housing training in developing a tenant-centered integrated approach to educate and house individuals in the Tiny Shelter Villages. On-site management has been trained according to best-practice guidelines to serve the ongoing tenant needs and education around rights and responsibilities as leaseholders. Case management will has a presence on-site with regular hours and availability by phone 24/7. Case management responsibilities include developing healthy working relationships with the tenants to provide advocacy and assistance in meeting their needs. Maintenance staff can be on-site quickly to ensure safety and health standards are upheld. Maintenance staff are guided by a matrix of weekly and monthly tasks and annual inspections to ensure the Tiny Shelter Villages stay in proper repair. BHS has a current system for tenants to request repairs of their units: they are provided guidance on procedures during their walk throughs and lease-up. Readiness to use funding. BHS is ready to use funding immediately. Additional funds. BHS anticipates applying to the following foundations for support of operations at the Tiny Shelter Villages: Costco, 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. It will also apply Consolidated Homeless Grant funds to the project. B. IMPACT OF FUNDS - Leverage of Other Funds and Number of Persons Assisted (10 Points) (LIMIT 400 WORDS) The Tiny Shelter Villages contribute an average of 40 program participant entries per year. The transitional housing offered by the Tiny Shelter Villages shortens the length of time someone would spend homeless; the availability of supportive services fosters sustainability of tenant status and minimizes returns to homelessness. There are limited funding opportunities for Transitional Housing, though the importance of its place in the community is crucial as the time frame to build new units is lengthy and the expense is great. C. PROJECT OR PROGRAM BUDGET – A Feasible Financial Plan (5 Points) BUDGET FORMS Funding period begins January 1, 2025, and ends December 31, 2025. 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 10/subsequent billings. A maximum 10% Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. CAPITAL BUDGET FOR REAL ESTATE DEVELOPMENT USES Financing Categories Estimate Basis of Estimate Total Acquisition Costs $ Construction $ 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 [Jan 1 – Dec 31, 2025] Budget Categories Program Proposal Justification Priority Salaries $96,821 $35,000 Supportive services staff 1 Benefits Rental Subsidies $ $ Utilities $ 47,563 $ 30,000 Light and warmth 2 Insurance $ $ Liability coverage Food/Supplies $ $ Furnishings/Equipment $ $ Repair/Maintenance $ 6,840.00 $ Good stewardship Transportation (explain) $ $ $ Subtotal $ $ Administration (10% max.) $ $ TOTAL $151,224 $65,000 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 .30 Case Manager $64,650 $8,404.5 .30 Case Manager $45,760 $5,948.8 .30 Site Monitor .5 FTE $17,108 $2,224.04 .30 Site Monitor $35,360 $4,596.8 .30 Site Monitor .8 FTE $27,009.4 $3,511.22 .30 FUNDING SOURCES FOR THE PROGRAM in 2025 Funding Sources Awards 20XX Awards 20XX Indicate if Committed or Application has been made. Public Sources (State or Federal Funds) $ $ Private Donations $ $ Foundation Grants $ $ United Campaigns $ $ Other $ $ Other $ $ TOTAL $ $ 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 Program, what are the items you are requesting? (LIMIT 300 WORDS) BHS is working to merge the 2 Tiny Villages together in 2025, in preparation for Vince’s Village, a 24+ unit apartment dedicated to affordable housing. BHS has a relocation plan in place to minimize any disruption in the available units that are currently in use. ATTACHMENT A Required Insurance Coverages 1. Commercial General Liability. • 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. • The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: o Broad form property damage, with no employee exclusion; o Person injury liability, including extended bodily injury; o Broad form contractual/commercial liability, including completed operations and product liability coverage; o Premises – operations liability (M&C); o Independent contractors and subcontractors; and, o Blanket contractual liability. • Recipient’s commercial general liability policy shall include employer’s liability coverage. • The County and its elected officials, officers and employees shall be named as an additional insured party under this insurance policy. 2. Automobile Liability. • 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. 3. 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 from Recipient. o 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. o This coverage shall extend to any contractor or subcontractor that does not have their own workers’ compensation and employer’s liability insurance. o 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. 4. General Insurance Requirements. • Insurance coverage shall be evidenced by one of the following methods: o Certificate of insurance; or, o Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. • 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. • 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. • 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. • 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. • All deductibles in Recipient’s insurance policies shall be assumed by and be at the sole risk of Recipient. • 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. • 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. • 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. • Recipient shall provide a copy of all insurance policies specified in this Agreement. • 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. • 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. • 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. • 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. • 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. • 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. • 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. • 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. • The County shall be named as an “additional insured” on all insurance policies required by this Agreement. • Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: o The limits of coverage; o The project name and agreement number to which it applies; o 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 o 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.