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

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Emergency Shelter Management Professional Services Agreement (Bayside Housing)

Topic Summary

Jefferson County is entering into a Professional Services Agreement with Bayside Housing and Services to operate an emergency shelter for homeless persons located at the Port Townsend American Legion Marvin G. Shields Memorial Post #26 (Post #26). The agreement spans one year, from July 1, 2024, through June 30, 2025, with a maximum payment obligation for the County set at $300,000. Bayside is responsible for providing all labor and support operations for the shelter according to the terms of a separate Memorandum of Understanding (MOU) between Post #26, Bayside, and the County.

Key Points

  • Scope of Work: Bayside Housing and Services will operate the Homeless Shelter at Post #26 (209 Monroe St., Port Townsend).
  • Term: The agreement commences on July 1, 2024, and continues through June 30, 2025.
  • Ratification of Prior Work: Work performed consistent with the agreement prior to its adoption is retroactively ratified.
  • Payment Structure: The County will pay Bayside a maximum of $300,000, with initial monthly payments of $25,000.
  • Expense Review: Bayside must submit proof of actual expenses incurred by the 15th of each month; if actual expenses do not exceed the monthly payment, the difference will be deducted from the next payment.
  • Emergency Costs: If the County Administrator and Bayside agree that emergency repairs are the County's responsibility and must be done immediately, Bayside can perform the repairs, and the County must timely pay the cost.
  • Grant/Donation Impact: Grant funding or donations received for shelter operations that cover services identified in Exhibit A shall reduce the County’s financial obligation, unless terms of the funding prohibit the reduction.
  • Public Records: Bayside must maintain all records constituting public records under Chapter 42.56 RCW and notify the County within two business days of receiving any written public record request.

Financials

  • Maximum County Payment to Bayside: Not to exceed $300,000.00.
  • Bayside Monthly Payment: $25,000.00 per month (initial payment within 10 days of effective date, subsequent payments by the first business day of the month).
  • Potential Additional Payment for Overages: The County Administrator may approve an additional payment up to $10,000.00 if Bayside spends more than $25,000.00 in a given month, provided the total contractual limit is not exceeded.

Bayside Estimated Annual Costs (July 1, 2024 – June 30, 2025): | Category | Annual Budget | Percentage of Total | | :--- | :--- | :--- | | Employee Salaries | $192,280.00 | 64.15% | | Employee Benefits (30% of salary) | $57,684.00 | 19.24% | | Bayside's Liability Insurance | $4,500.00 | 1.50% | | Meals | $7,500.00 | 2.50% | | Furnishings/Equipment | $7,500.00 | 2.50% | | Supplies | $3,000.00 | 1.00% | | Subtotal (without overhead) | $272,464.00 | 90.79% | | Overhead (10% of subtotal) | $27,246.40 | 9.08% | | Total Bayside Projected Annual Budget | $299,710.40 | 100.00% |

County Estimated Annual Costs (Under Lease - July 1, 2024 – June 30, 2025): | Category | Annual Budget | | :--- | :--- | | Rent (@ $1,750/mo) | $21,000.00 | | Utilities | $10,000.00 | | Repairs | $15,000.00 | | County's Additional Property Insurance Premium | $1.00 | | Total County Projected Annual Costs | $46,001.00 |

Total Combined Costs (Bayside and County): $345,711.40.

Alternatives

None specified.

Community Input

The agenda provided a method for submitting comments via email, video, or audio-only, but no public comments were summarized in the provided text. None specified.

Timeline

  • July 1, 2024: Agreement commencement date.
  • June 30, 2025: Agreement termination date.
  • No later than 10 days after effective date: First monthly payment of $25,000.00 due to Bayside.
  • On or before the 15th of each month: Bayside must submit proof of actual expenses incurred for the previous month.
  • Within 15 days of execution: Parties shall furnish each other with certificates of insurance/coverage.

Next Steps

The Board of County Commissioners is scheduled for Discussion and Potential Action regarding the Professional Services Agreement, the MOU, and the Lease concerning the Emergency Shelter, indicating potential approval and execution of these documents.

Sources

  • Jefferson County Board of Commissioners (Kate Dean, Heidi Eisenhour, Greg Brotherton)
  • Bayside Housing and Services (UBI No: 603 435 297)
  • Port Townsend American Legion Marvin G. Shields Memorial Post #26 ("Post #26")
  • Gary Keister - Executive Director, Bayside Housing & Services
  • Carolyn Galloway, CMC - Clerk of the Board
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Jefferson County Risk Management
  • Washington Counties Risk Pool
  • RCW 4.24.115, Title 51 RCW (Washington State Industrial Insurance Act), Chapter 42.56 RCW (Public Records Act), Ch. 48.62 RCW ("Risk Pool")
  • AICPA SOP 78-10 (Reporting for Other Non-Profit Organizations), 2 C.F.R. Part 200 (Federal Standards for Audit)

Emergency Shelter Lease Agreement (Post #26)

Topic Summary

The meeting packet addresses a Lease agreement regarding the Emergency Shelter located at the American Legion Post #26. Although the text states "No action taken on this" immediately following the agenda item, the financial exhibit provides specific costs associated with the County's obligations under the associated Lease, distinguishing between costs borne by Bayside (the operator) and costs borne by the County (the lessee/financier).

Key Points

  • The County is responsible for specific expenses under the Lease terms, separate from Bayside's contractual operating expenses.
  • Key County expenses include rent, utilities, and repairs.
  • The County will add the shelter premises to its list of properties covered by the Washington Counties Risk Pool and will pay any additional premium required for this addition, providing an additional insured certificate for property coverage to Post #26 and Bayside.
  • Emergency repairs may be performed by Bayside if agreed upon by Bayside and the County Administrator, provided they are the responsibility of the County and must be immediate.

Financials

County Estimated Annual Costs (Under Lease - July 1, 2024 – June 30, 2025): | Category | Annual Budget | Justification | | :--- | :--- | :--- | | Rent | $21,000.00 | Rent per Lease @ $1,750/mo | | Utilities | $10,000.00 | Estimated amount for propane, water and electricity based on previous tenancy | | Repairs | $15,000.00 | Repairs, particularly regarding toilets and showers | | County's Additional Property Insurance Premium | $1.00 | Additional premium to add property to Washington Counties Risk Pool | | Total County Projected Annual Costs | $46,001.00 | |

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024 through June 30, 2025: Period covered by the projected annual costs under the lease.
  • Within fifteen (15) days of execution: Certificates of coverage shall be delivered to each party regarding property coverage through the Washington Counties Risk Pool.

Next Steps

The agenda listed this item for "DISCUSSION and POTENTIAL ACTION," but the document notes that "No action taken on this" (on June 28, 2024).

Sources

  • Port Townsend American Legion Marvin G. Shields Memorial Post #26 ("Post #26")
  • Washington Counties Risk Pool
  • Professional Services Agreement Exhibit A (Budget)
  • County Administrator (regarding emergency repairs)

Emergency Shelter Memorandum of Understanding (MOU)

Topic Summary

The Board of County Commissioners addressed a Memorandum of Understanding (MOU) regarding the operation of the Emergency Shelter at the American Legion. The Professional Services Agreement references this MOU as defining the specific work Bayside Housing and Services is bound to perform once the agreement is adopted.

Key Points

  • The MOU involves three parties: Post #26, Bayside Housing and Services, and Jefferson County.
  • Bayside’s obligation to operate the shelter and provide all labor is governed by the terms of this MOU.

Financials

None specified (financial details are contained in the Professional Services Agreement and Lease budgets).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 12:31:54 PM (00:00:20): Commissioner Greg Brotherton (GB) advised that the Lease needed to be discussed.

Next Steps

The agenda item was listed for "DISCUSSION and POTENTIAL ACTION." No specific next steps or action taken were detailed in the provided text, other than generic mention of discussion and potential action.

Sources

  • Port Townsend American Legion Marvin G. Shields Memorial Post #26 ("Post #26")
  • Bayside Housing and Services
  • County of Jefferson

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