MEETING: BoCC Special Meeting at Fri, Jun 28, 12:30 PM

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JEFFERSON COUNTY BOARD OF COMMISSIONERS SPECIAL MEETING SUMMARY

American Legion Emergency Shelter Professional Services Agreement with Bayside Housing

Metadata

  • Time Range: 00:01:22.493–00:06:10.423
  • Agenda Item: Professional service agreement with Bayside Housing
  • Categories: contracts, services, budgeting, operations

Topic Summary

The Board discussed and approved the Professional Services Agreement (PSA) with Bayside Housing and Services to operate the emergency shelter at the American Legion Post #26. The contract, up to $300,000 annually, was amended from its previously discussed draft to include a mechanism for the County Administrator to approve extraordinary monthly expenses up to an additional $10,000, while maintaining the annual cap. A significant change involved clarifying that only donations specifically covering budgeted Exhibit A items would reduce the County’s financial obligation, protecting funds donated for other purposes.

Key Discussion Points

  • Commissioner Brotherton noted the contract needed some amending, primarily shifting the parties listed on the associated MOU from a three-party to a two-party agreement (00:01:13.304).
  • The PSA itself was completed and ready for ratification following the Monday meeting (00:01:35.055).
  • Deputy Prosecuting Attorney Phil Hunsucker explained that the biggest change was in Section E, allowing the County Administrator to approve an additional payment of up to $10,000 if Bayside exceeds the $25,000 monthly operational cost due to an "extraordinary expense," provided the total $300,000 annual contract amount is not exceeded (00:02:43.153–00:02:59.477).
  • Commissioner Brotherton addressed the change concerning donations: donations received (like for food) that cover services identified in the budget (estimated $7,500 for food) will deduct from the County's contribution; anything over that budgeted amount, or for a non-budgeted item, will not reduce the County's contract amount (00:03:50.292–00:04:13.817).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • The agreement spans one year, July 1, 2024, through June 30, 2025, with a maximum County payment of $300,000.
  • The budget (Exhibit A) confirms $7,500 is budgeted for Meals, meaning donations above this figure would not reduce the County’s contractual obligation.
  • The intended initial monthly payment to Bayside is $25,000.

Financials

  • Maximum Contract Value: $300,000 over one year (00:02:59.477).
  • Minimum Monthly Payment: $25,000 (00:02:43.153).
  • Extraordinary Expense Cap: Up to an additional $10,000 per month, approved by the County Administrator, provided the $300,000 annual limit is not exceeded (00:02:53.287–00:02:59.477).
  • Budget Item Reference: $7,500 is budgeted for food, which is the amount of donation that would reduce the County's contribution (00:03:50.292).

Alternatives & Amendments

  • Changes were made to allow for extraordinary expenses and to clarify how donations offset the budget, compared to the draft discussed previously (00:04:38.101).

Outcome, Vote, and Next Steps

  • Decision: Motion to approve the Professional Services Agreement for the emergency shelter with Bayside Housing and Services, and authorize Commissioner Brotherton to sign it.
  • Vote: Unanimous. (Commissioners Eisenhour, Brotherton, and Dean [participating via phone] all voted "Aye.")
  • Next Steps:
  • - Commissioner Brotherton: Sign the professional services agreement.

American Legion Emergency Shelter Memorandum of Understanding (MOU)

Metadata

  • Time Range: 00:06:18.493–00:12:42.208
  • Agenda Item: MOU and Lease with the American Legion
  • Categories: operations, contracts, land use

Topic Summary

The Board ratified an amended Memorandum of Understanding (MOU) with the American Legion regarding the operation of the emergency shelter. The change involved reducing the MOU from a three-party document (Post #26, County, and Bayside) to a two-party document (Post #26 and County), per the American Legion's preference. This change was procedural, as the MOU governs the shelter rules of operation and is an attachment to the lease, but does not alter the actual operational pathways or Bayside’s role as the manager.

Key Discussion Points

  • Commissioner Eisenhour explained that the American Legion "really only wanted to have that MOU between the county and the American Legion," necessitating the adjustment (00:06:35.277–00:06:42.566).
  • The County and the American Legion have the MOU, and the American Legion is aware that the County has a professional services agreement with Bayside to operate the shelter (00:06:56.717–00:07:09.155).
  • Mr. Hunsucker stated the language of the MOU is identical to the one approved the previous Monday; the only change is the signatories (00:09:32.525–00:09:36.162).
  • The MOU is a requirement of the Conditional Use Permit (00:08:58.235).
  • Commissioner Brotherton confirmed that the Jefferson County Emergency Shelter (JCES) manager referenced in the MOU is Bayside (00:10:33.103–00:10:41.484).
  • Commissioner Brotherton remarked that this change, while causing some earlier concern, did not make a substantive change and was important to the County’s partner (the American Legion) (00:10:18.868).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • The MOU outlines the rules for the operation of the shelter and serves as an attachment to the lease.

Financials

  • No financial information discussed.

Alternatives & Amendments

  • The MOU was amended from a three-way document including Bayside, to a two-way document between the American Legion and the County (00:09:48.030–00:09:52.781).

Outcome, Vote, and Next Steps

  • Decision: Motion to approve the Memorandum of Understanding with the American Legion regarding the emergency shelter, and authorize Commissioner Brotherton to sign it on behalf of the board.
  • Vote: Unanimous.
  • Next Steps:
  • - Commissioner Brotherton: Sign the Memorandum of Understanding.

Discussion on Emergency Shelter Lease Agreement

Metadata

  • Time Range: 00:12:42.208–00:13:38.164
  • Agenda Item: Lease for the emergency shelter located at the American Legion
  • Categories: operations, contracts

Topic Summary

The final agenda item concerned the lease agreement for the emergency shelter. Commissioner Eisenhour inquired about necessary action, and Commissioner Brotherton confirmed he had already signed the lease as agreed upon during the prior Monday meeting. The item was ultimately informational, and Commissioner Brotherton noted that the system is already functioning, citing an emergency repair that was recently authorized by staff.

Key Discussion Points

  • Commissioner Eisenhour asked if any action was needed on the lease agreement (00:12:50.089).
  • Commissioner Brotherton confirmed that he had signed the lease as agreed on Monday; therefore, no further action was needed (00:12:55.089–00:12:57.524).
  • Commissioner Brotherton reported that the system for the County running the shelter is already "working," noting that Mark (presumably a staff member) had authorized an emergency repair (00:13:19.431).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Supporting materials indicate the County's estimated annual costs under the lease total $46,001.00, covering $21,000 for rent, $10,000 for utilities, and $15,000 for repairs.

Financials

  • No financial information discussed, though an emergency repair was mentioned as having been authorized (00:13:19.431).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informational.
  • Vote: Not applicable.
  • Next Steps: No next steps specified.
  • Adjournment: The special meeting was adjourned (00:13:38.164).

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