OPENING ACTIVITIES: Thurston County HOME Monday, December 10, 2012 11:00 1:00 p.m. Public Health and Social Services 412 Lilly Rd NE, Conference rm. C/B (360) 867-2532 AGENDA 11:00 a.m. Welcome and Introductions Mike McGowan Approval of Agenda 11:10 a.m. Public Comments/Announcements (sign-in sheet): An allocation of time: Announcement/Comments-- Two (2) minutes; Questions & Answers: Two (2) minutes. Five (5) presenters maximum. 11:20 a.m. Approval of Minutes for November 19, 2012 meeting (goldenrod) Review Financial Report (green) Review Calendar HOME Timeline calendar (white) Gary Aden Gary Aden ITEMS: 11:30 A.M. Update on Bucoda Representative Gary Aden 11:35 a.m. Discussion of Youth Shelter Proposal and CYS 12:00 p.m. CHG/ESG/HEN Review and Status (Attachment) Theresa Slusher / Gary Aden / 12:15 p.m. Homeless Services Coordinator Report Theresa Slusher 12:25 p.m. Cold Weather Emergency Shelter Contracts and Amendments Gary Aden/ 12:40 p.m. Housing Citizen Advisory Committee update Paul Knox 12:50 p.m. Additional Public Comments/Announcements FUTURE SCHEDULES : UNFINISHED BUSINESS: 1:00 p.m. Adjourn Next Meeting: Monday, January 14, 2013
Thurston County HOME MEETING MINUTES November 19, 2012 11:00AM 1:00PM Thurston County Public Health & Social Services Department 412 Lilly Rd NE, Olympia WA 98506 5132 Conference Room 107ABC In Attendance: Members Karen Valenzuela Thurston County X Stephen Buxbaum X Ron Lawson Lacey X Dennis McVey Rainier X Neil McClanahan Tumwater X Robert Scribner Tenino X Mike McGowan Yelm X Andrea Fowler Bucoda Other Attendees Gary Aden Steve Friddle Bonnie Hill Patty Gregory Paul Knox Bree Lafreniere Major Bill Lum Maureen McLemore Jan Naughton Bob Ricks Emmie San Nicolas *Minute Taker Schelli Slaughter Anna Schlect Dae Shogren Theresa Slusher Don Sloma Trudy Soucoup Wendy Tanner Vera Wiliams Welcome and Introductions Chairman McGowan called the meeting to order at 11:03AM. Introductions followed. Approval of Agenda ACTION: A motion was made by Commissioner Valenzuela and seconded to approve the 11/19/12 Meeting Agenda as written. Motion passes unanimously. Public Comments/Announcements None Approval of Minutes ACTION: A motion was made by Councilmember Lawson and seconded to approve the 10/08/12 Meeting Minutes as written with one (1) request. Motion passes unamiously. REQUEST: To remove Andrea Fowler, Town of Bucoda Representative, from the Members list. Ms. Fowler has been absent from meetings. Chairman McGowan requested that Mr. Aden contact Bucoda to determine if a replacement can be made. Review of Financial Report Gary Aden provided a budget forecast on the financial activity reports for Administation, and the Affordable Housing and Homeless program revenues, expenditures, collections, and the availability of funds for the current year. Information also included all available resources that are currently availabile to fund projects. Mayor Buxbaum led a discussion regarding his concerns and issues over unobligated and obligated dollars and the amount of operating reserves, and requested that the funding process be improved by having a different resource allocation process. Some members were in support of Mayor Buxbaum s request with the mention of appropriate cash flow issues and disbursing funding sooner to contract agencies. Not all members were in support of Mayor Buxbaum s request and shared their concerns. It was recommended to make contact with other county agencies with Housing programs to determine their fundng process for contracts. MOTION: A motion was made by Commissioner Valenzuela and seconded requesting that the HOME Chair appoint a task force made up of county staff, HOME members, and HOME Citizen Advisory Committee (HCAC) members to study what Mayor Buxbaum has requested in regard to a 11/19/12 2011 HOME Meeting Minutes Page 1
streamline funding process and resource allocation for the money received. The motion carried by a vote of Yes 5, No 2, Abstain 0. An amendment followed. AMENDMENT: The motion was amended by Mayor Buxbaum to request that the Thurston County Board of County Commissioners (BoCC) rather than the HOME chair appoint the body to study the streamline funding process and resource allocation for the money it received. MOTION: A motion was made by Mayor Buxbaum and seconded for the BoCC to appoint a task force made up of county staff, HOME, and HCAC to study the streamline funding process and resource allocation for the money it received. The motion carried by a vote of Yes 5, No 2, Abstain 0. Review Calendar HOME Timeline calendar Gary Aden reviewed the HOME Constorium timeline calendar covering the periods of November 2012 February 2013. Upcoming activities include: (November) Review Consolidated Plan goals/strategies for 2013 Request for Proposal (RFP) process; Submit Consolidated Annual Plan Report (CAPER) to HUD; (December) Finalize HOME RFP for 2013; (January) Set priorities for Affordable and Homeless Housing RFP; (February) Finalize Affordable/Homeless Housing RFP. Discussion of a Youth Shelter At the request of the, Maureen McLemore & Dae Shogren, Community Youth Services (CYS), provided information about the need for a local transitional youth shelter, as well as statistics based on preliminary research to support the request. In 2011, CYS served 400 unduplicated youth seeking shelter from the Lacey, Olympia, and outside Thurston County areas. The asked CYS staff questions regarding the cost to develop and operate a youth shelter. CYS staff estimated that it would take $42,059.08 for a 3 month pilot project. Funding will be used to adequately equip Rosie s Place, the designated site for the shelter that will provid safe overnight accommodations for up to 8 10 youth (boys/girls/transgender) between the ages of 18 22 years. Additionally, funding will be used to purchase permit(s) and cots, as well as to hire at least two (2) staff and provide training. The estimated opening date for the shelter would be January 2013. CYS staff were asked if the project could be opened earlier than January. CYS staff indicated that they needed the time to hire staff and obtain needed supplies. The consortium requested a written proposal to summarize what was presented before a decision can be made. Ms. Shogren is willing to provide a proposal later in the week. Commissioner Valenzuela is requesting that CYS and county staff work together to determine available funding and what needs to be done to start in January 2013. Councilmembers shared their recommendation. MOTION: A motion was made by Councilmember Scribner and seconded to fund the CYS Youth Shelter pilot project for $42,059.08 for a 3 month pilot project period. A written proposal will be submitted to the HOME in the next week, and more discussion will be conducted on December 10, 2012, HOME Meeting. The motion carried by a vote of Yes 5, No 1, Abstain 0. 2013 HOME Affordable and Homeless Housing RFP Process Theresa Slusher provided a handout of the current RFP process to members explaining that the timeline is meant to show the groups and tasks involved during a period of time throughout the RFP cycle. The timeline was created to show the work and individuals involved in the process and are intended to address the complexity and alleviate community RFP concerns. The goal is to determine a clear and standardized way to make recommendations to the during the process. Chairman McGowan mentioned that it would be helpful to determine a process by bringing to the table a mix of an outside and more neutral participation 11/19/12 2011 HOME Meeting Minutes Page 2
and to gather information on how other jurisdictions manage their process. Homeless Services Coordinator Report Theresa Slusher reported that she worked on gaps analysis during the month of October and November, and is currently researching Point In Time (PIT) numbers, HMIS data, and current use of services based on feedback from individuals. Ms. Slusher s primary goal is to refine the gaps analysis, provide results to the HCAC in January and present the information to the in February. Information will also be available for the entire county including South County needs, priorities and gaps to be addressed immediately, etc. Priority levels will also be identified and the analysis will include housing first for chronic homelessness populations. Proposed 2013 PIT Homeless Census Work Plan Anna Schlect reported that Theresa has been meeting with representatives to build upon comprehensive homeless services and they are working on a plan to develop a Homeless Connect project in relation to the 2013 homeless Point in Time count. The current plan is in development that will give a strong presence in rural areas working on a three (3) HUB approach that includes Tenino and Bucoda, Yelm and Rainier, and one in Lacey Olympia Tumwater. Medical service providers will be included next year. Outreach events will continue and a collaborative forum to include HCAC and the HOME is in the plan. The Homeless count is scheduled for January 24th, 2013. The final report is expected to become available at the end of March. Also, Ms. Schlect mentioned that the U.S. Department of Housing and Urban Development (HUD) has asked that nine (9) communities across the nation conduct a Youth Count. Thurston County has been selected to participate. More information will be provided later regarding this item. Salvation Army Cold Weather Shelter Theresa Slusher provided a brief background of the Salvation Army Cold Weather Shelter and reported that past meetings have been conducted with stakeholders, Major Bill Lum, and others who work with chronic single homeless individuals. The meetings were held to discuss the needs and assistance for this particular population during this winter season. The Salvation Army is willing to extend their Cold Weather Shelter contract through March 15 th, 2013. Major Lum and members proceeded to discuss the identified resources needed to open the emergency shelter, cold weather declaration time (currently at 1:00PM), and a solution when the shelter is full and a back up shelter is needed. The set temperature mark to open the shelter is currently at thirty four (34) degrees. MOTION: A motion was made by Councilmember McClanahan and seconded to increase the cold weather shelter temperature to thirty eight (38) degrees, change the cold weather declaration time from 1:00PM to 10:00AM, and that all jurisidictions are to be included in the contract should there be an overflow/disaster to access jurisdictional space when needed. Motion passes unamiously. Housing Citizen Advisory Committee (HCAC) Report Paul Knox, HCAC Chair, reported that a new executive team has been formed. HCAC is looking at the RFP process; funding issues/proposal process; membership roles and responsibilities; potential new members in categories, etc. Additional Public Comments/Announcements Salmon Run Jan Naugton: Ms. Naughton announced the grand opening of forty (40) new units in Yelm to low income individuals/families. Family Support Center Schelli Slaughter: Ms. Slaughter announced that the Family Support Center is a recipient of $750,000 of the Housing Trust Fund. Next Meeting Monday, December 10, 2012 11:00AM 1:00PM Thurston County PHSS Conference Room 107ABC Meeting Agenda: CYS Youth Shelter Meeting Adjourned at 1:16M 11/19/12 2011 HOME Meeting Minutes Page 3
Affordable & Homeless Housing ACTIVE/OPEN/Obligated Contract balances 9/01/12-8/31/13 $ 1,433,829 12/4/2012 What is available now: Earmarks PY12 Affordable Housing Homeless Housing Total Comments Emergency Set Aside 8,141 8,141 Balance of Emergency funds after funds obligated to projects 11/19/12 Safeplace 180,000 180,000 NOT under contract/conditional award made in 2010 dependent on future leverage funding Homeless Systems Coordinator 4/1/13-8/31/13 37,500 37,500 Current contract ends 3/31/13 Contingency - - - All contingency funds obligated to projects on 11/19/12 sub total Earmarks - 225,641 225,641 Fund Balance Carryforward from PY11 6,038 23,498 29,536 Sept - Nov 2012 Collections for PY13 72,407 350,019 422,426 Collections to date for 2013 funding round. Dollars taken from here reduce the available funding for the RFP in spring of 2013 Sept - Nov 2012 Interest for PY13 641 3,098 3,739 Interest earned is added to total 2013 RFP TOTAL AVAILABLE NOW 79,086 602,256 681,342 Budget Forecast: Program Year (PY) 2013 Affordable Homeless Sept 1, 2013 - Aug 31, 2014 Housing Housing Total Comments Projected Revenues Recording Fee Collections in PY12 (9/01/12-8/31/13) for PY13 Projects 257,000 1,310,662 1,567,662 Interest Earnings 3,340 16,660 20,000 Total Revenues 260,340 1,327,322 1,587,662 This is a budget projection. These funds are not yet collected. RFP expected in Spring 2013 with agencies. This covers period of 9/13-8/14. Projected Allocations for PY13 Homeless Coordinator - 90,000 90,000 Not yet confirmed by. Current contract ends 3/31/13. Point In Time Count - 25,000 25,000 January 2013 count - to be paid in March 2013 Emergency Set Aside - 50,000 50,000 Contingency 25,700 105,000 130,700 Recording Fees Available for PY13 RFQ 234,640 1,057,322 1,291,962 Total Projected Allocations 260,340 1,327,322 1,587,662 Projected Revenues for PY 13 (collections 9/01/12-8/31/13) Projected Collections 9/01/12-8/31/13 for PY 13 Actual To Date Collections 9/01/12-11/31/12 % Collected Variance Over(Under) Affordable Housing Projects 257,000 72,407 28% 3% Homeless Housing Projects 1,310,692 350,019 27% 2% Interest 20,000 3,739 19% -6% Total 1,587,692 426,165 27% 2%
PY2012 (9/01/12-8/31/13) PY12 HB2060-Affordable Housing Activity Contract Amount 11/12 Subcontractor - 12/12 Year to Date Expenses Unspent Month billed to date by contractor Community Action Council-Rapid Rehousing Rental Assistance 100,000.00 1,290.69 2,711.58 4,002.27 95,997.73 November-12 Community Action Council Rental Assistance 183,000.00 22,498.00 14,856.00 37,354.00 145,646.00 November-12 Community Youth Services-ECHO Rental Assistance 61,450.00 8,303.15 13,067.37 48,382.63 October-12 Emmanuel Lutheran Church Capital 36,000.00-36,000.00 Family Support Center-Rapid Rehousing Rental Assistance 34,775.00-34,775.00 Yelm Community Services Rehab 22,000.00-22,000.00 Community Youth Services (from Contingency) Youth Shelter 25,700.00 25,700.00 sub total PY12 462,925.00 32,091.84 17,567.58 54,423.64 408,501.36 EARMARKS Contingency - - - sub total earmarks - - - Total Affordable Housing 462,925.00 32,091.84 17,567.58 54,423.64 408,501.36 HB2163 Homeless Housing Subcontractor Activity PY12 Contract Amount 11/12 12/12 Year to Date Expenses Unspent Catholic Community Services O&M 40,000.00-40,000.00 Month billed to date by contractor Community Youth Services-ECHO Rental Assistance 36,000.00 5,024.11 7,651.59 28,348.41 October-12 Community Youth Services-Haven House O&M 40,000.00 3,267.02 6,529.61 33,470.39 October-12 Community Youth Services-Rosie's Place O&M 40,000.00 3,313.76 6,856.86 33,143.14 October-12 Family Support Center-Homeless Family Shelters O&M 40,000.00 3,356.93 36,643.07 September-12 Family Support Center-Homeless Family Svcs O&M 40,000.00 3,480.70 36,519.30 September-12 Family Support Center-Rapid Rehousing Rental Assistance 185,225.00 26,957.24 46,202.64 139,022.36 October-12 Housing Authority Thurston County O&M 30,000.00-30,000.00 Interfaith Works O&M 35,000.00 2,411.55 4,108.47 30,891.53 October-12 Panza - Camp Quixote O&M 40,000.00 3,189.83 10,560.68 29,439.32 October-12 Partners in Prevention O&M 10,000.00 10,000.00 - September-12 Safeplace O&M 40,000.00 3,687.09 7,900.50 32,099.50 October-12 Salvation Army O&M 40,000.00-40,000.00 SideWalks O&M 40,000.00 10,251.13 20,049.43 19,950.57 October-12 Yelm Community Services Rehab 38,000.00-38,000.00 Yelm Community Services Rental Assistance 35,000.00-35,000.00 Yelm Community Services Shelter O&M 12,800.00-12,800.00 Sidewalk/Rapid Community Action Council (from Contingency) Rehousing 92,500.00-92,500.00 Community Youth Services (from Contingency) Youth Shelter 12,500.00 12,500.00 Community Youth Services (from Emergency Set Aside) Youth Shelter 3,859.00 3,859.00 Salvation Army - 1/13 to 12/13 (from Emergency Cold Weather Set Aside) Shelter 38,000.00 38,000.00 Homeless Systems Coordinator 9/01/12 thru 3/31/13 contract 52,500.00 7,500.00 15,000.00 37,500.00 October-12 sub total PY12 941,384.00 65,601.73-141,697.41 799,686.59 EARMARKS Emergency Assist. Set aside 8,141.00-8,141.00 Contingency - - - SafePlace-low income housing 180,000.00-180,000.00 Homeless Systems Coordinator 4/1/13-8/31/13 37,500.00-37,500.00 sub total earmarks 225,641.00 - - - 225,641.00 Total Homeless Housing 1,167,025.00 65,601.73-141,697.41 1,025,327.59
HOME Calendar Schedule December 2012 FEBRUARY 2013 MONTH DISCUSSION NOTES DECEMBER 12/10/2012 Meeting: Discuss Release Date for HOME RFP Staff: Prepare Final Draft RFP Project Compliance Monitoring 2013 JANUARY 1/14/2013 Meeting: Set priorities for Affordable and Homeless Housing RFP Finalize HOME RFP for 2013 Staff: Project Compliance Monitoring Website Changes and Updates FEBRUARY 2/11/2013 Meeting: Select Review Committee if Needed Finalize Affordable/Homeless Housing RFP Determine RFP process for ESG/CHG/HEN Staff: Release RFP(s)