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06/28/24 12 PM: Board Approves Shelter Pacts: Bayside Services, Legion MOU, Lease

Board Approves Shelter Pacts: Bayside Services, Legion MOU, Lease

Jefferson County Board unanimously approved Professional Services Agreement with Bayside Housing ($300K max) for emergency shelter at American Legion Post #26 (July 1, 2024–June 30, 2025), two-party MOU with Legion, and confirmed pre-signed lease. Includes provisions for expense overages, donations offsetting payments, and operational rules.

Professional Services Agreement with Bayside Housing for Emergency Shelter Operations

Metadata

  • Time Range: 00:02:00–00:06:18 (PART 1)
  • Categories: contracts, budgeting, services

Summary

The board discussed and approved a Professional Services Agreement with Bayside Housing and Services to operate the emergency shelter at the American Legion Post #26, effective July 1, 2024, through June 30, 2025, with a maximum county payment of $300,000. Changes from the prior version included adding a provision for up to $10,000 additional monthly payment with county administrator approval for extraordinary expenses, not exceeding the annual total, and clarifying that donations or grants covering budgeted items in Exhibit A would offset county payments beyond budgeted amounts. The agreement was described as ready for ratification following Bayside's authorization, with minor tweaks for practicality.

Key Discussion Points

  • Phil/staff: Described changes including Section E for cushion on monthly expenses over $25,000 up to $10,000 additional with county administrator approval, total not exceeding $300,000; added donations alongside grants to offset county contribution for budgeted items like $7,500 for food.
  • Commissioner Brotherton: Emphasized need to maintain uninterrupted shelter operations; noted Bayside had voted to authorize the signed copy.
  • Heidi (Chair): Recommended authorizing Commissioner Brotherton to sign the updated version.
  • Limited technical difficulties sharing document, but content confirmed as minor changes from Monday's discussion.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • Agreement for one-year term July 1, 2024–June 30, 2025; Bayside operates shelter per separate MOU; monthly payments of $25,000 with expense reconciliation by 15th of each month; grants/donations reduce county obligation unless prohibited; Bayside projected annual budget $299,710.40 including salaries ($192,280), benefits ($57,684), meals ($7,500); county lease costs $46,001 annually (rent $21,000, utilities $10,000, repairs $15,000, insurance $1); total combined $345,711.40.
  • Board's approval matched staff recommendations with added tweaks for donations and overages.

Financials

  • Maximum county payment to Bayside: $300,000 over one year.
  • Monthly payment: $25,000, with potential additional $10,000 per month approved by county administrator if expenses exceed, not to exceed annual total.
  • Donations/grants for Exhibit A budgeted items (e.g., $7,500 food) offset county payments; excess donations separate from county contribution.
  • County lease-related costs: $46,001 annually ($1,750/month rent, utilities $10,000, repairs $15,000, insurance premium $1).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: "Approve this professional services agreement for the emergency shelter located at the American Legion with Bayside Housing and Services Management and authorize Commissioner Brotherton to sign it."
  • Vote: Unanimous (Ayes: Heidi, Commissioner Brotherton, Kate).
  • Next Steps:
  • First payment of $25,000 within 10 days of effective date (July 1, 2024).
  • Bayside submits monthly expense proof by 15th; county pays subsequent $25,000 by first business day.
  • Shelter operations commence July 1, 2024, through June 30, 2025.

Memorandum of Understanding (MOU) with American Legion Post #26 for Emergency Shelter Operations

Metadata

  • Time Range: 00:06:18–00:12:42 (PART 1)
  • Categories: contracts, services

Summary

The board approved an updated two-party MOU between Jefferson County and American Legion Post #26 for shelter operations rules, changing from a prior three-party version including Bayside to address American Legion's preference, with no substantive language changes. The MOU attaches to the lease and is required by the conditional use permit; it references Bayside as the shelter manager via the separate professional services agreement. Signatures were already in place, including from Greg at 6/25/24 (noted as sloppy handwriting, possibly 6/24).

Key Discussion Points

  • Commissioner Brotherton: Explained American Legion wanted only county-Legion MOU, not three-party; concession made to partners without changing communication pathways.
  • Phil/staff: Confirmed no substantive changes from prior approved version; only signatories adjusted to exclude Bayside; MOU concerns operational rules as lease attachment and conditional use permit requirement.
  • Heidi (Chair): Noted initial misunderstanding of American Legion's intention.
  • Minor scriveners error in date noted but deemed approvable as is.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • MOU defines Bayside's operational obligations; involves Post #26, Bayside, and county originally; now two-party per transcript adjustment.
  • No divergence from referenced materials; board decision aligned with updated two-party structure.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: "Approve this memorandum of understanding with the American Legion regarding the emergency shelter located at the American Legion and [authorize] Commissioner Brotherton [to] sign this for the county."
  • Vote: Unanimous (Ayes: Heidi, Commissioner Brotherton, Kate).
  • Next Steps: No next steps specified.

Lease Agreement with American Legion Post #26 for Emergency Shelter

Metadata

  • Time Range: 00:12:42–00:13:38 (PART 1)
  • Categories: contracts, budgeting

Summary

The board confirmed no action was needed on the lease for the emergency shelter at American Legion Post #26, as Commissioner Brotherton had already signed it per prior agreement from Monday. Discussion noted an emergency repair had already been authorized by the county administrator from lease funds. The lease supports shelter operations starting July 1, 2024.

Key Discussion Points

  • Heidi (Chair): Queried if action needed; read from agenda.
  • Commissioner Brotherton: Confirmed lease signed as agreed on Monday.
  • Staff/Phil: Funds already used for first emergency repair (e.g., leak), indicating system working.
  • Limited discussion; item addressed primarily through supporting materials.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • County responsible for rent, utilities, repairs under lease; emergency repairs by Bayside if approved by county administrator; add premises to Washington Counties Risk Pool with additional insured certificates to Post #26 and Bayside.
  • No board action needed per transcript, aligning with materials noting prior execution.

Financials

  • County annual costs under lease: $46,001 ($21,000 rent at $1,750/month, $10,000 utilities, $15,000 repairs, $1 insurance premium).
  • Emergency repair already authorized from lease funds.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; lease already executed by Commissioner Brotherton.
  • Vote: None required.
  • Next Steps:
  • Certificates of insurance within 15 days of execution.
  • Shelter operations through June 30, 2025; ongoing emergency repairs via county administrator.

Background Materials

Contents

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