Planning Retreat February 13, 2017 9:00-4:00 Tilley Road Emergency Management Office 9521 Tilley Rd SW, Olympia, WA 98512
Table of Contents ITEM PAGE Action Items for Today! 2 Agenda for Retreat 3 2017 HHSC and CIP Members 4 2017 Revenue Projections 5 HAT Recommendations 6 Housing Pipeline 7 Notes from Housing and Non Housing Sessions 8 2016 Funding Process 13 2016 Review Committee Members 14 Non Housing Priority Work Tables 15 Housing Work Tables 17 Multi-Year Funding Questions 19 2017 RFP Schedule 20 Review Panel Members Recruitment 21 HHSC Interlocal Agreement 23 CIP Memorandum of Understanding 30 Page 1 of 35
Tasks that must be completed today ACTION ITEMS: Elect HHSC Chair Elect CIP Co Chairs Sign CIP MOU (CIP Co-Chairs) Select priority areas of focus Choose housing priorities/outcomes Choose non housing priorities/outcomes Decide on one year or multi-year funding for housing programs Determine whether review teams will use a scoring method or forced pairs to rank projects. Should review teams recommend to CIP on funding amounts? Should review teams recommend to CIP on multi-year funding? Should review teams Conduct Interviews of all or targeted interviews? If no Interviews, should review team Co-Chair email applicant questions through ZoomGrants? Applicant provides email response within X days and response is shared with review panel members before final scoring. Assign CIP members to serve as co-chairs on review teams. Should CIP members participate in scoring applications? Approve staff to recruit for panel(s). What guidance, if any, should be inserted into the RFP regarding outputs, outcomes and data reporting? Page 2 of 35
Community Investment Partnership Retreat Agenda Monday, February 13, 2017-9:00 4:00 p.m. Tilley Road Emergency Management Time Agenda Item Facilitator 9:00-9:05am Welcome and Introductions Barb Burgener 9:05-9:15am Review of the Agenda/Meeting Purpose Barb Burgener 9:15-9:30m Elect HHSC Chair and Vice Chair and Barb Burgener - All 9:30am-12:00pm CIP Co-Chair Positions (1 from HHSC/1 from United Way) CIP RFP - Areas of Focus and Priorities What are areas of focus for 2017? (2016: Financial and Residential Stability/Promoting Healthier Choices/Child and Youth Resilience) Affordable & homeless housing priorities Non-housing priorities Multi-year funding strategy? 12:00 1:00pm Lunch and Overview of RFP Process and ZOOM Grants Application (Includes 2-15 minute breaks) 1:00 3:15pm Cross Cutting RFP Policies Decision making process in 2016 (Attachment) What is the decision making process for 2017 Scoring method (Forced Pairs) Allow an amount per review team? Interviews of applicants Yes or No? CIP members on review teams? Assign to teams if yes. Review team members? (2016 Review Team members) Outputs, Outcomes and Data 3:15 3:30pm 2017 Funding Projections All Sources Current Estimated Funding amounts from all sources will be reviewed. Members Barb Burgener Gary Aden and Tom Webster Barb Burgener Gary Aden 3:30 4:00 Wrap Up - Our Decisions Barb Burgener and CIP 4:00 Adjourn Barb Burgener Next CIP Meeting Date and Topics MARCH 13, 2017 1:00 TO 3:00 PM Olympia, WA 98512 Conference Room 280 Page 3 of 35
2017 HHSC/CIP Members NAME Representing Role Virgil Clarkson Lacey HHSC/CIP Jeannine Roe Olympia HHSC/CIP Joan Cathey Tumwater HHSC/CIP John Hutchings Thurston County HHSC/CIP Paul Knox UW CIP Lee Wojnar UW CIP Faith Trimble UW CIP Ron Bruchet UW CIP Wayne Fournier Tenino HHSC/CIP Molly Carmody/ Yelm HHSC/CIP JW Foster Randy Schleis Rainier HHSC/CIP Alan Carr Bucoda HHSC/CIP HHSC Officer Election. HHSC Interlocal Section III. D.: D. Chairing The Council shall annually elect a Chair and Vice Chair. The duties of the Chair shall be to preside over Council meetings and provide the direct link of the Council with the administrative staff providing administrative activities as set forth in subsection E hereof. The Vice Chair shall serve in the absence or inability of the Chair. CIP Officer Election. CIP MOU- Section III. B. B. Leadership. The CIP shall annually e l e c t C o - Chairs (one each from the HHSC and the UWTC) to manage the administrative tasks necessary to the CI P's functions. The Co- Chairs shall preside over the CIP meetings. Page 4 of 35
2017 Revenue Projections all Sources HHSC & United Way Revenue Amount Jurisdiction/Agency 47,852 Lacey 25,000 Tumwater 85,677 Olympia $67,000 Thurston County $225,530 Subtotal <$22,553> <Less 10% from HHSC portion for County Admin. $202,977 Available for Program $430,000 United Way Contribution $632,977 Total Available for Program Funding Homeless and Affordable Housing Revenues 1 year amount 2 year amount 2017 Projected Revenues for Federal State and Local HOME/Homeless and Affordable Housing Funding 417,600 835,200 HOME Investment Partnership Act 188,600 272,100 HOME CHDO Set-aside 750,800 1,501,600 2163 Homeless Housing Fund (Local Document Recording Fee Estimate) 100,000 200,000 2163- Set aside through RFP for Coordinated Entry 277,200 554,400 2163- Set aside for Cold Weather Shelter (87,200), Homeless-Affordable Housing Coordinator (90,000), Emergency Fund (100,000) - not in February 2017 - RFP 212,900 425,800 2060 Affordable Housing Fund (Local Document Recording Fee Estimate) 372,700 745,400 Consolidated Homeless Grant (CHG) (1 year Estimate) 1,478,800 2,957,600 Housing and Essential Needs (HEN) (1 year Estimate) 128,000 256,000 Emergency Solutions Grant (ESG) (1 year Estimate) 3,926,600 7,748,100 HOME and Homeless and Affordable Housing RFP Total for Programs Total for 2017 RFP= $4,559,577 (1 Year) Page 5 of 35
HAT Recommendations HAT Activity 2017 Available Amounts (1 Year) Homeless and Affordable Housing 600,000 SERVICES (including Agency and Program Operating Costs) Coordinated Entry 100,000 Rapid Rehousing 651,500 Capital Construction 769,100 (Includes CHDO $188,600) Green and Healthy Housing 50,000 SUB Total 1,967,800 HEN Program 1,478,800 SUB- TOTAL 2,967,800 Additional Set Asides 277,200 TOTAL 3,926,600 NOTES: - Approximate Blue and Green (Capital) total in above chart= $819,100 (HOME/2060) -Approximate Red/Orange (Homeless) Total in above chart= $1,628,700 (2163/CHG/ESG) -2 year funding cycle would double the amounts indicated on this page. -State CHG contracts are 24 months. State HEN contract is 12 months. All other homeless contracts are 12 months. -Affordable Housing/Capital contract awards are until completed. Page 6 of 35
Thurston County Housing Pipeline Proposal Overview Homeless Families with Children, Homeless Adults, Homeless Vets, Disabled, WFH Families, WFH Singles PreDevelop / Acquisition / Construction Acquisition / Rehab Yes Yes Homeless Families with Children, Mentally Ill, WFH Families, DV Survivors Construction No Page 7 of 35 Estimated Additional HOME CHDO funds: Total CHDO eligible agencies: Estimated Total Annual Funding Amount: $630,500 ( expected 2017 funding from HOME of $417,600 and 2060 of $212,900) $ 83,500 Total Proposals Submitted: 12 Total Target Pop Annual Avg 2 Total Agencies Responding: 9 Units Projected: 172 166 42 Total # of # New Units Avg Cost Project Name Agency Pipeline Placement City Primary Type of project New Units for Target Pop Per New Unit Total Project Budget Target Demographics Intent of Funding ProForma Golf Club TCHA 2017 Lacey Multi-family 6 4 $ 195,000 $ 1,500,000 WFH Construction Yes FFC Homes XI FFC 2017 Oly / Lacey Single Family Rental / PSH 3 3 $ 150,000 $ 450,000 Mentally Disabled Acquisition Yes Olympia Mixed Use LIHI 2018 Olympia Multi-family (approximately 20 PSH units) 60 60 $ 300,638 $ 18,590,600 Deyoe Vista Phase V SPS Habitat 2018 Lacey Single Family Own 8 8 $ 142,500 $ 1,140,000 Safe, Healthy, Affordable Homes First** 2019 County wide SRO / Oxford / Multi & Single Rental/ PSH 10 10 varies varies All but Wet housing Disabled, Mentally Ill, WFH Families, WFH Singles, Disabled Vets Construction n/a Pear Blossom 2 FSC 2020 Olympia Multi-family (approximately 22 PSH units) 44 44 $ 253,788 $ 17,000,000 OPEN POSITION 2020 PreDevelp / La Mancha Panza 2020 Thurston County SRO / PSH 30 30 $ 116,667 $ 3,500,000 Homeless Adults Construction No FFC Homes XII FFC 2021 Oly / Lacey Single Family Rental / PSH 3 3 $ 156,000 $ 468,000 Mentally Disabled Acquisition Yes Sequoia Landing TCHA 2021 Tumwater Multi-family 8 4 $ 155,000 $ 1,500,000 WFH Construction Yes ** Denotes CHDO Eligible Organization 88 total anticipated Permanent Supportive Housing units
2017 Community Investment Partnership (CIP) Learning Session: Housing November 14, 2016 Report-Out Summary Following presentations and table discussions by participants, a report-out of key messages and discussion points was conducted. The report-out and following summary is organized by three themes: Current conditions Desired state Opportunities for Improvement In addition, feedback was gathered from participants on what worked well during the meeting and what changes/improvements are suggested. Checkmarks at the end of an item indicate that multiple groups raised the same comment. 1. CURRENT CONDITION Resources Need year round resources Need more seed money Not enough supportive services Need for more section 8 vouchers/subsidies and rapid re-housing Not moving enough people out of shelters Rapid Rehousing great idea but not enough inventory. No place to take vouchers Not enough focus on low income home owners Need an understanding of interrelationship between subsidized and market rate housing Build economy, education far upstream/preventive/effective but not what CIP funds are for Planning Not meeting requirements expected by Fed/State Continue improvement in coordination across government units and institutions to better map out efforts and to maximize leverage of funds Role of Housing Authority better integration Homeless numbers are under represented Good understanding of gaps specifically supportive housing Seeking to build community among residents like Habitat for Humanity, Quixote Village; Oxford Houses Have dedicated coordinated entry but needs work Too many restrictions for builders Not enough focus on those who are not struggling but are vulnerable Focus on prevention of homelessness some of these activities might affect priorities and decisions Better understanding of different level of needs Politics Political Will Community Will- Do we really have it? What other counties are doing impacts Thurston County. Specifically Pierce County shutting down shelters. Also King. Page 8 of 35
2. DESIRED CONDITION Pursue zoning, fees changes Develop and implement land use policies to allow for higher density with proximity to transportations Use the Housing Action Team pipeline process for capital projects Bankers & developers want to invest in our community and raise incomes to afford market rate housing (Policy not CIP) Mix of services/capital development Improve Communications between CIP and HAT Honest and respectful discourse; courage to talk about structural impediments/constraints Continued review of the CIP funding process Improve communication and coordinate better Have someone be a liaison between CIP and HAT No one size fits all approach Resolve difference between CIP and HAT especially pipeline funding CIP needs to coordinate with HAT when making priorities for funding Improve accountability and reporting for $$$ spent Improve landlord tenet relations Need for housing specialist to build landlord relations and work with builders Marketing that destigmatizes homeless folks (example: DV flee and get eviction on record) Explain to landlords why some people have poor rental history Build incentives for landlords Better Long and Short Term Planning Collect the right data Showcase Lacey Con Plan how to address homelessness Design innovative housing model that allow for more self help Increase capacity for rentals Rapid rehousing needs more second level inventory There is nowhere for people to move up to. Inventory of how many units are needed Look at BEST PRACTICES Look at Housing First 10 year plan Look at most cost effective way to house people beyond shelters Look at more supportive housing More units for most vulnerable Ensure alignment with state and federal priorities to leverage inter-jurisdictional local plans Priority Populations Fund long tern multi-generational housing for families with children Improve safety net protect essential services (housing, shelter, etc.) Housing needs of mentally ill Use new Medicaid resources for supportive housing Deal with most expensive to house prioritize Prioritize children and families Page 9 of 35
Funds for low-income homeowners not just renters Unsheltered population Upstream populations 3. OPPORTUNITIES FOR IMPROVEMENT Data Collection Need for comprehensive data collection. Look at effectiveness of current efforts Thurston Thrives where are the stats? Look at Economic Development Council (EDC) demographics Resources Increase resources Increase housing units Substandard housing often the most affordable Not enough subsidies/incentives for private developers to get involved Not enough supported housing Think about using trade schools/education/job and build your own Look at best practices in Pierce -Salishan Relationships CIP can benefit from analysis coming from HAT HAT can t tell CIP what to do Improve communication and relationship between CIP and HAT Improve communication especially with school districts Support relationship between land lord and tenants (Navigators) Need tenant rights organization to help those in need and to ensure protection and advocacy for tenants Coordinated entry system needs work Increase public education and support Improve inter-jurisdictional housing planning and coordination Policies and Education Felony restrictions and other Section 8 limitations Expiring subsidy restrictions take away from affordable housing Overcome NIMBY issues Need developers at the table and look at how to waive all the fees Barriers to entry Mental Health, Criminal History- Substance Abuse Need better understanding of Rapid Re-Housing needs. One size does not fit all. Improve coordination with other counties. Recruit private developers who s niche market is low income development Align with and utilize best practices to inform decision making Use Thurston County bonding authority to do something like Tacoma Increase tax incentives for developers to increase affordable housing 4. Plus/Delta Plus/Positives Delta/Changes Whistle Storytime Parking Spread out CIP members more Page 10 of 35
Stayed at one table Visual elements Different views from each table Table discussion Good markers Good starting point for communication/conversations among HAT and CIP Not moving What is the mission unclear Missing data need to go down levels to get specific data Committee Members in Attendance: CIP Minutes January 9, 2016 4:15 PM - 5:15 PM Olympia, WA 98502 Virgil Clarkson City of Lacey X Molly Carmody City of Yelm Jeannine Roe City of Olympia Paul Knox United Way X Joan Cathey City of Tumwater X Faith Trimble United Way X John Hutchings Thurston County X Ron Bruchet United Way X Randy Schleiss City of Rainer X Lee Wojnar United Way X Sirena Painter City of Tenino X Alan Carr City of Bucoda Gary Aden, Tom Webster, Chanita Jackson Thurston County PHSS Jessica Bateman, United Way Welcome The meeting began at approximately 4:15pm. Review and Approval of Minutes from July CIP meeting: A motion was made and seconded to accept the December 2016 minutes, Virgil asked that the grammar error in the first sentence be corrected. The minutes are approved with the correction of the first sentence under the subsection Housing Needs and Gap Learning Session Debrief. Discussion of Non-Housing Learning Session: Immediately following the meeting with non-housing service providers and interested parties, the group debriefed on their initial thoughts and reactions to the discussion. Organizations are struggling with limited capacity and resources. This limits their ability to provide services in an efficient manner. Page 11 of 35
There is interest in exploring ways to integrate services as well as back room operations for many service providers in a way to improve service delivery, increase operational efficiencies, and build organizational capacity. o CIP Members briefly discussed how the CIP would make integrated services a reality through the RFP process, but determined it was a discussion topic for the February retreat. While many organizations are operating on the edge, there has also been a lot of successes and the CIP should look to see what approaches and organizations have been successful and to look to build on this success or support the models/approaches that led to these successes. Sirena noted that the Public Library offers may of the services as well as organizational supports that several of the non-housing non-profit service providers in the meeting today were discussing, particularly around early childhood education. She suggested that the Public Library should have a place at the CIP table. Faith stated that the topic of inviting other organizations to participate in the CIP was most appropriate for discussion after the February retreat. Virgil expressed a desire to have the CIP agree on a clear conclusion on an objective to achieve and to follow through on that goal through completion. CIP members discussed the desire to identify a set of statistics or data to collect to be better informed about the results funded organizations achieve. Other points made regarding data/statistics include: o The CIP does not have the capacity or mandate to collect and analyze statistics. o The CIP should identify both short and long-term outcomes it wants to track during the February retreat. o Capturing baseline data will also be necessary to measure progress, with more discussion needed at the February retreat. February Retreat Agenda Faith reviewed the draft agenda for the February retreat. The group agreed on changes to the agenda, including moving the discussion of priorities to the beginning of the day. The CIP agreed that one area of focus for the CIP is on affordable and homeless housing programs. The group stated that staff could begin recruiting review panel members on this topic prior to the February retreat. Recruitment of panelists for other topic areas will need to wait until after the February retreat. Staff asked members what additional information is needed to prepare members for the February retreat. Staff will obtain data from the ERAT and Food Action teams regarding available data that ties to performance measures identified in each team s strategy map. Next CIP Meeting February 13, 2017 9:00am to 4:00pm Tilly Road Emergency Management Adjourn The meeting adjourned at 5:15pm. Page 12 of 35
2016 Funding Process for HOME Release RFP Receive responses Review teams read and rate proposals Final recommendations back to the HHSC members Final recommendation to the BoCC for contract authority Contracts begin in July or September depending on funding source 2016 Funding Process for CIP Release RFP Receive responses Review teams read, rate, Interview and complete forced pair exercise Final responses back to the CIP in top 1/3 fund fully, middle 1/3 partially fund/bottom 1/3 do not fund CIP group met and reviewed proposals and achieved a final set of recommendations with changes Final recommendations to the BoCC and United Way for contract authority Contracts begin in July Page 13 of 35
2016 Review Committee Members Panels (5-7) Applicants Organization/Affiliation Previous Panelist Health Jan Sharkey Evergreen State College N Dave Kapun Intercity Transit Y Douglas DeForest Retired N Housing Katrina Van Every TRPC Y Marco Rosaire Rossi Planned Parenthood N Thomasina Cooper Thurston County N Ben Kniola Auditor s Office N Kris Retlin Retired Y Jeff Spring Housing Services Y Daniel Hildreth O Bee Credit Union N Education & Resilience Kris Tucker Former TRPC Y Lars Andreassen Dept. of Ecology Y Heather Hahn Edward Jones N Leatta Dahlhoff WLC & YMCA Y Evan Olsen Dept. of Transportation N Natasha Hays Pediatrician N Michelle Harvey Ass. Of WA Cities Y Megan Fiess Pacific Mountian Workforce Dev. N Mary Henley Tumwater ED Foundation N Page 14 of 35
CIP RFP CIP Focus Areas, Priorities, and Desired Outcomes Strategic Focus Areas North Star CIP Priorities Desired Outcomes. Shaded cells indicate which cells CIP members must complete during the February 13, 2017 retreat. Page 15 of 35
CIP RFP CIP Focus Areas, Priorities, and Desired Outcomes (Example) Strategic Focus Area North Star CIP Priorities Desired Outcomes Youth and Education Children 3-6 years of age Young adults entering work force Food Security Low-income seniors Low-income families County with highest % of children determined ready for kindergarten in WA state. 50% increase in 18-24 year olds completing trade schools or apprenticeships 25% reduction in seniors reporting eating less than 2 meals per day 25% increase in number of lowincome households with regular access to healthy food Shaded cells indicate which cells CIP members must complete during the February 13, 2017 retreat. Page 16 of 35
Homeless and Affordable Housing RFP CIP Focus Areas, Priorities, and Desired Outcomes Strategic Focus Areas* North Star CIP Priorities Desired Outcomes Affordable Housing- Capital. Rental Assistance (Rapid Rehousing/Diversion) Low-income households in Thurston County pay no more than 30% of their income for housing. Housing and Homeless Services (Operations and Maintenance) These strategic focus areas for housing are primarily dictated by the types of eligible activities allowed by funding sources. Page 17 of 35
Homeless and Affordable Housing RFP CIP Focus Areas, Priorities, and Desired Outcomes (Example) Strategic Focus Areas* North Star CIP Priorities Desired Outcomes Affordable Housing-Capital Rental Housing Households below 50% AMI Increase the supply of affordable rental housing available to persons below 50% AMI by 20 units Rental Assistance (Rapid Rehousing/Diversion) Low-income households in Thurston County pay no more than 30% of their income for housing. Homeless families Single Adults with mental health or developmental disabilities DV victims Reduce % of persons returning to homeless to 5% Reduce # of nights in an emergency shelter to under 20 days Housing and Homeless Services (Operations and Maintenance) Homeless families Single Adults with mental health or developmental disabilities Achieve functional zero homeless for veterans and families DV victims These strategic focus areas for housing are primarily dictated by the types of eligible activities allowed by funding sourc Page 18 of 35
Multi-Year Funding CIP RFP Previous CIP Decision 60% for multi-year awards o 60% of this amount for collective impact o 40% of this amount for single-agency projects 40% for single-year awards Outstanding Questions: 1. For multi-year awards, how many years? 2. What is the definition of collective impact and what must be included in a proposal to be considered as collective impact 3. For single-year awards, determine if any additional guidance or eligibility requirements are needed (such as, only for basic/emergency/emergent needs) Category Allocation Sub-Allocation Length Eligibility Single Year 40% of CIP Funds 100% Single 1 Year CIP Desired Outcome Funding Agency?? Multi-Year 60% of CIP Funds 60% - Collective X Years CIP Desired Outcome Funding Impact?? 40% - Single X Years CIP Desired Outcome Agency?? Homeless and Affordable Housing RFP No previous decision has been made on multi-year funding. The Housing Action Team recommends multi-year funding, except for capital projects. The HAT has recommended a 5-year pipeline of capital projects. Outstanding Questions 1. Should the CIP make multi-year awards for non-capital housing? If yes: a. For how many years? b. What percent should be for multi-year vs single year 2. How does the CIP want to address the proposed 5-year capital pipeline? Category Allocation Sub-Allocation Length Eligibility Capital $769,000 100% Single 1 Year CIP Desired Outcome Agency?? Non-Capital $2.78 million XX X Years CIP Desired Outcome Housing?? Page 19 of 35
Community Investment Partnership (CIP) 2017 Grant Cycle Timeline Month Date Task Responsible Party 2/20/17 RFP Released Staff organize, Staff puts out on February Website 2/24/17 Bidders Conference with CIP Steering Committee members present and Review Panel Chairs Staff contacts all known agencies in the county Staff places advertisement in paper of record 2/29/17 Orient and Train Panels (by first week of March) Steering Committee identify and participate/do the orientation March 3/14/17 2015 Six Month funded agency progress report reviews 3/24/17 Applications Due CIP Steering Committee April 3/27/17 1-4pm 3/29/17 4-5pm 3/29/17 5-7pm Staff Review Staff completes a threshold review Review Panel Chairs Orientation Orient and Train Panels Steering Committee identify and participate/do the orientation Staff provide overview of the application All month Panels Review RFP No regular CIP Meeting in APRIL May Reading/Meeting/interview/site visit with applicants Prepare write up for Steering Committee 5/8/17 Review Panels presentation to CIP / HHSC Steering Committee CIP / HHSC Deliberation Review panels working Panels and Panel Chairs HHSC / CIP Steering Committee 5/29/17 Awards announcement by CIP Steering Committee June No regular CIP Meeting in MAY All month Contracting County Staff prepares contracts, obtains Board of County Commissioners Approval July 7/1/17 7/10/17 CIP, CHG.HEN.ESG Contract Start Dates Begin Planning process for 2017 CIP Steering Committee Page 20 of 35
The Community Investment Partnership Seeks Skilled Volunteers for Community Investment Grant-Making Panels CONSIDER THIS UNIQUE VOLUNTEER OPPORTUNITY. SHARE YOUR EXPERTISE, BE PART OF A SHORT TERM, HIGH LEVEL TEAM AND HELP IMPACT CHANGE IN OUR COMMUNITY. Overview United Way of Thurston County and the Thurston County Health and Human Services Council (HHSC) have created the Community Investment Partnership (CIP). The partnership was formed to increase impact around targeted community social and health priorities by combining financial resources. By coordinating public and private resources the CIP will: Amplify our impact and focus our results around common goals Create incentives for service coordination Increase efficiencies for both non-profit service providers and funding organizations Support common performance reporting and continuous improvement The Community Investment Partnership will release an RFP in February 2016 requesting grant proposals from interested and eligible nonprofit organizations. Non-profits applying for Community Investment Partnership grants provide programs that advance the common good for Thurston County residents in the following goal areas: Promote financial and residential stability Prepare children and youth to be resilient, to learn and to succeed Improve people s health and healthy behaviors Volunteers are needed to serve on Citizen Review Panels Responsibilities We are seeking dedicated volunteers to join one of three rating, ranking and performance review panels that focus on the priority goal areas for the entire grant process. Each panel will be co-chaired by two members of the CIP Steering Committee. To fully engage in the process, each panelist must: a. Attend an orientation meeting b. Attend four to six meetings for debriefing, collaboration and funding recommendations c. Conduct interviews with grant applicants d. Access grant applications from a website e. Read, evaluate and rate each application f. Collaborate with other panel members f. Comply with the CIP ethics code which includes conflict of interest, confidentiality and non-discrimination policies Page 21 of 35
Time Commitment Panel members will be required to attend an orientation and commit to approximately 20 hours in April and May 2016. Each panel will meet four to six times in the late afternoon early evening period in the Olympia area. Grants are read outside of meeting times. Panels will convene once after six months to track grantee s success and ensure grant guidelines are being met. Desired Qualifications An interest in the welfare of our community and a desire to create change through strategic investments in local programs. Some knowledge and interest in the goal areas above. An ability to be open minded and unbiased, considering each program application equally and fairly. The ability to articulate questions and opinions in an engaging and non-confrontational manner. An orientation will be provided to help volunteers understand the priority goal areas and how to use the tools to effectively and fairly evaluate grants. To Apply To apply as a Community Investment Partnership volunteer, please send your contact information and a short cover letter responding to the three questions below. Send both to Jessica Bateman at mail to: jbateman@unitedway-thurston.org by February 19 th, 2016. Please tell us: 1. What interests you about serving as a Community Investment Partnership volunteer? 2. What skills or expertise do you bring to a funding panel? 3. Which of the three priority goal areas below interest you the most and why? Promoting financial and residential stability Preparing children and youth to be resilient, to learn and to succeed Promoting health and healthy behaviors Thank you for considering joining us in this exciting community endeavor! Please contact Jessica Bateman above if you have any questions or comments. Page 22 of 35
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AMENDED MEMORANDUM OF UNDERSTANDING for the Governance and Administration of the Community Investment Partnership This Memorandum of Understanding (MOU) is entered into by and between the Thurston County Regional Health and Human Services Council (hereinafter the COUNCIL ), and The United Way of Thurston County (hereinafter UWTC ), a nonprofit corporation, for purposes of defining a structure to manage the COUNCIL and UWTC s combined funding initiative which shall be referred to as the Community Investment Partnership (hereinafter called the CIP ). The COUNCIL is referenced in the Regional Health and Human Services Interlocal Cooperation Amended Agreement (hereinafter the "Amended HHSC Agreement," attached by reference as Attachment A) between the County and the Cities to facilitate services necessary to address unmet essential basic health and human services needs within the Thurston County region. The UWTC is a fundraising organization working on finding solutions for our most critical issues that provides funding for identified human needs in the Thurston County community. WHEREAS, the COUNCIL and the UW T C agree to work together and join resources necessary to address common needs in meeting basic health and human services needs within this region; and WHEREAS, pooling and coordinating health and human services resources can be more effective in meeting these needs; and WHEREAS, there is a benefit to the participating parties to develop common approaches, common strategies and common performance measures; and WHEREAS, effectiveness increases with use of Research Based and Promising Practices; and WHEREAS, the COUNCIL and UWTC recognize the need to create a structure for the CIP to manage the functions and processes identified herein and hereafter. NOW THEREFORE, in consideration of the mutual promises made and the mutual benefits received, the Parties agree as follows: I. Formation of the CIP, its Administrative Purpose and Capacity. The COUNCIL and UWTC approve and accept this MOU for the purposes of detailing the CIP structure and function. The purpose of the CIP is to help allocate a pool of funding contributed by each party to address critical areas of need in health and human services as well as look at avenues toward consolidation and collaboration of Page 30 of 35
other health and human services funding. The general function of the CIP is to identify priorities, for Requests for Proposals (RFPs), identify appropriate projects for funding, and review funded program outcomes. II. Membership. A. The membership of the CIP shall include all members of the COUNCIL and four representatives of United Way of Thurston County. III. Roles: A. 1. The CIP Steering Committee shall include up to eight members of the COUNCIL and four representatives of the UWTC to be selected by the UWTC Board. The CIP agrees to these Guiding Principles: a. Honor the principles of collective impact (common agenda, shared measures, aligned activities, communication and backbone organizations). b. Honor the community work of Thurston Thrives Action Teams when possible. c. Honor the process created by the CIP. d. Fund results, not programs: no proposal/idea is too small or too big e. Apply fairness, thoughtful progress and transparency 2. Processes. The CIP Steering Committee shall develop a set of process protocols based on best practices. These protocols are intended to be used in letting RFPs and Contracts. 3. The CIP Steering Committee shall make recommendations on all funded projects through this initiative provided that UWTC will have only one vote for projects being funded with HOME and other state and federal housing funds. 4. Conflicts of interest. A conflict of interest exists if a person or a member of their immediate family receives in any way a direct financial benefit from an applicant for CIP funding. Examples of a conflict of interest include, but are not necessarily limited to, working for the applicant as an employee or engaging with the applicant for a fee as an independent contractor. If a person has a conflict of interest, he or she may not serve on the CIP Steering Committee. If a conflict of interest arises with regard to a person who has already been made a member of the CIP Steering Committee, he or she must immediately disclose the conflict and resign Page 31 of 35
from the CIP Steering Committee. A potential conflict of interests exists if a person or a member of their immediate family has a connection with an applicant for CIP funding, but that connection does not involve the person or a member of their immediate family receiving a direct financial benefit from the applicant. Examples of a potential conflict of interest include, but are not necessarily limited to, serving on the applicant s board of directors, formerly having worked for the applicant or engaged with them as an independent contractor, or making donations to the applicant. If a member of the CIP Steering Committee has a potential conflict of interest, he or she must disclose the conflict to the CIP Steering Committee as soon as possible after the applicant has applied for CIP funding, and thereafter, the member with the potential conflict must recuse him or herself from all committee discussions, deliberations and voting on the subject applicant s application. This provision is in addition to state and local laws concerning conflicts of interest. 5. None of the participating jurisdictions in the CIP or the United Way may apply for funding from this program. 6. Voting. Each member of the CIP Steering Committee shall have one vote in making recommendations to the Board of Thurston County Commissioners to allocate available funding and recommendations to select proposals. PROVIDED that UWTC members shall have only 1 vote for all county federal, state and local homeless and affordable housing funding (HOME, 2060, 2163, CHG, ESG). 7. The CIP Steering Committee shall appoint technical groups as needed including RFP Review Committees who will submit ratings based on criteria published in the RFP. The CIP shall create an administrative work group comprised of County and UWTC staffs to develop RFPs, advertise and solicit responses, provide outcome reports and any other administrative functions relevant to the accomplishment of the CIP objectives. The administrative work group will provide regular progress reports and performance reviews of funded agency programs to the CIP Steering Committee. B. Leadership. The CIP shall annually e l e c t C o - Chairs (one each from the HHSC and the UWTC) to manage the administrative tasks necessary to the CI P's functions. The C o- Chairs shall preside over the CIP meetings. C. Administrative Staff. Staff functions may include: 1) support for the CIP activities in support of their member(s) including staffing the meetings; 2 ) preparing and releasing R F P s 3 ) contract management, and; 4) resources for special projects, (e.g. data collection, quality improvement and reports). Page 32 of 35
a. Administrative staff functions for County staff shall be funded entirely by the administrative allocation of the COUNCIL, and shall not exceed the funding allocated and available for these activities as identified in the Agreement. b. Administrative functions for UWTC shall be funded by UWTC and shall not exceed the funding allocated and available for these activities. If there are additional requested activities, the CIP will identify and approve strategies to address the need for additional administrative funding and how these services will be provided. D. Public. All meetings will be noticed public meetings as per RCW 42.30. The CIP will make all materials related to the RFP process, applications, reports and other related materials available for public review. The COUNCIL S staffing agency, as set forth in the Agreement, will ensure notice requirements are met, minutes of meetings are kept and all necessary documents are retained. IV. Funding Principles: A. For the COUNCIL, as set forth in the Amended HHSC Agreement, the annual amount allocated by each participating jurisdiction to the COUNCIL shall be an amount not less than one half of one percent of that member s prior year general sales and use taxes (excluding criminal justice and treatment sales tax collection). Unspent COUNCIL funds will be administered consistent with the terms of the Agreement. B. A single RFP will be available on or about February 15 th of each year for proposals to be submitted on or about April 15th and to be awarded by June 15 th of each year. C. Funds will be awarded to service providers in a timely manner based on identified priorities established by the CIP Steering Committee. E. The CIP Steering Committee will appoint RFP Committee(s) who will submit their ratings based on criteria published in the RFP to the CIP. F. The intent of this MOU is to provide clear guidance to the parties that for the allocation of and approval of HOME and other state and federal housing funds, the Thurston County Board of County Commissioners has final approval of the award selection and authorization of funding the grants. With respect to United Way and HHSC funds, the Thurston County Board of County Commissioners will authorize funding these grants, but will not have authority to change the award selection. Page 33 of 35
G. The CIP desires and will seek to include other funding sources in the pool of money. Funding will include federal, state and local homeless and affordable housing revenues as made available by member jurisdictions, private foundations and others. V. Regional Projects with Collective Impact: In service of the purpose of this MOU, the CIP may recommend implementing fewer awards, focusing on regional projects, or providing larger awards to encourage broader cross-agency collaboration and greater collective impact. Proposals will be judged for their potential to coordinate community assets (agency and community volunteer time, staff and other resources) to implement research-based or promising strategies. VI. VII. VIII. IX. Legal Scope. This MOU creates no separate legal entity. Public Record. Prior to its entry into force, this MOU shall be filed with the Thurston County Auditor's Office or posted upon the websites of the County and Cities as provided by RCW 39.34.040. Effective Date. This MOU shall be effective upon the signature of the last of the Parties hereto. Waiver. No waiver by any party of any term or condition of this MOU incorporated in this MOU shall be deemed or construed to constitute a waiver of any term or condition or of any subsequent breach, whether or the same or different provision. X. Amendment/Renewal. The provisions of this MOU may be amended or renewed with the mutual consent of the Parties. No additions to, or alterations of, the terms of this MOU shall be valid unless made in writing and formally approved and executed by the duly authorized agents of all Parties. The voting structure shall be reviewed and amended if new members are added to the CIP Steering Committee (new Community funders for example) or new funding sources are added to the available fund. (TST for example). XI. XII. Dissolution. Should the CIP cease to function and the membership vote to disband, any assets of the CIP shall be transferred to the COUNCIL and UWTC, proportional to the amount contributed by each. Such transfer will be made in full compliance with the Agreement and whatever laws are applicable. Applicability of Law. This MOU is and shall be construed as being executed and delivered within the State of Washington and it is mutually understood and agreed by each party hereto that all agreements and statements of work shall be governed by laws of Page 34 of 35
the State of Washington, both as to interpretation and performance. The Parties agree that the venue for enforcement of any provisions shall be the Superior Court of Thurston County. XIII. XIV. XV. Severability. If any section or part of this Agreement is held by a court to be invalid, such action shall not affect the validity of any other part of this Agreement. Entire MOU. The Parties agree that this MOU is the complete expression of the terms hereto, and any oral representations or understandings not incorporated herein are excluded. Further, any modifications of this MOU shall be in writing and signed by all Parties. Termination Clause. It is the intent of the Parties that this MOU shall continue in force until amended or terminated. This MOU will terminate upon: 1) withdrawal of a party; or 2) the mutually agreed upon decision of all parties to terminate the MOU IN WITNESS WHEREOF, the Parties hereto have caused this MOU to be executed by the date and signature herein under affixed. The persons signing this MOU on behalf of the Parties represent that each has authority to execute this MOU on behalf of the Party entering into this MOU. Thurston County Regional Health and Human Services Council By: Date United Way of Thurston County By: Date Page 35 of 35