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HomeMy WebLinkAbout10-19 - Res. Adopting Community Services Public Health Housing Fund Management Policies and Procedures RESOLUTION NO. ZD-19 A RESOLUTION to adopt the Community Services Public Health Department's Housing Fund Management Policies and Procedures WHEREAS, The Community Services, Public Health Department administers, manages, and is responsible for contract monitoring of the Housing Funds that includes the Consolidated Homeless Grant (Chapter RCW 43.185c) and Local Document Recording Fees (RCW 36.22.179 and RCW 36.22.178). WHEREAS, Document Recording Fee statute RCW 43.185C.050 - Local Homeless Housing Plans section (2)(g) requires counties to measure progress through the"Development and management of local homeless plans including homeless census data collection; identification of goals, performance measures, strategies, and costs and evaluation of progress towards established goals"; WHEREAS, the Board of County Commissioners has authority over these funds WHEREAS, the Board of County Commissioners receives direct requests from community constituents for access to these funds. WHEREAS, funding policies and procedures plan an important role in a strategic, long-term approach to fiscal management of the funds. WHERAS, Resolution 33-18 approved the formation of the Housing and Behavioral Health Advisory Board to strategically align the housing and behavioral health grant awards to improve the health of Mason County residents and make funding recommendations to the Board of County Commissioners. WHEREAS, Community Services, Public Health has policies and procedures regarding the administration and management of the Consolidated Homeless Grant and Local Document Recording fees. These funds are granted to agencies for work on subsidized housing and reducing homelessness. WHEREAS, the Board of County Commissioners recognize that it is in the best interest of Mason County to establish policies and procedures for the management of the Housing Funds in order to promote sound fiscal management. NOW, THEREFORE BE IT RESOLVED by the Board of Mason County Commissioners does hereby adopt the Housing Fund Management and Policies and Procedures of Community Services Department, Public Health (Attachment A). Adopted this dayJntof re6Yua�, 2019. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: AZI Kevin Shutty, Oair Mel wry, Cler of the Board APPROVED AS TO FORM: Ra y Neatherlin, mmissioner Tim Whitehea ief DPA aron Trask, C mmissioner MASON COUNTY COMMUNITY SERVICES Building, Planning,Environmental Health,Community Health • f The Department of Community Services , Public Health HousingManagementFund and Funding Policies & Procedures Last revised 10/22/18 Table of Contents Section Title Page A Introduction B Funding Sources Guiding Principles 2 D Funding Process 2 E Contract Performance, Monitoring and-Compliance 4 Section A: Introduction Mason County Community Services Public Health Department is responsible for contracting and compliance activities related to the homeless housing funds. Through the award of funds, Mason County Community Services partners with agencies to establish sustainable funding practices, implement low-barrier projects and policies, and the use of best practices to improve the lives of Mason County Residents. The funding supports homeless crisis response systems and best practices that efficiently reduce and prevent homelessness especially for people living outside. Section B: Funding Sources Consolidated Homeless Grant Program: The Consolidated Homeless Grant Program (CHG) funding is awarded by the Department of Commerce through an application process on a biennium. On July 1 of 2017, Mason County became a lead grantee for the CHG funds and, in-turn, subgrants these funds to support a local homeless crisis response system and supports efforts to end homelessness. These funds are governed by the contract between the Department of Commerce and the county and the manual "Guidelines for the Consolidated Homeless Grant". These funds support administration, operations, and facilities support for such programming as emergency shelters, transitional housing, rapid re-housing, diversion, coordinated entry, and data collection and reporting. The Consolidated Homeless Grant appropriates funds in the following three categories: • CHG Base— programming for households under 30% area median income (AMI). • CHG TANF —operations and rental assistance for households that qualify for the Temporary Assistance for Families in Need. • CHG HEN — administration, operations and rental assistance for households that qualify for the Housing and Essential Needs Program. Local Document Recording Fees: Funds are obtained through an imposed surcharge on document recording fees of real property transfers. 2163 Funds (RCW 36.22.179) Homeless Housing and Assistance: The Homeless Housing Grant Program was created in Washington State by Engrossed Second Substitute House Bill (ESSHB) 2163 on August 1, 2005. The law created a document recording fee on certain documents to be utilized by local jurisdictions to reduce homelessness. Administration of the grant funds are shared between local governments and the State. Eligible uses of the funds are to provide housing and shelter for homeless people including, but not limited to: Grants to operate, repair, and staff shelters; grants to operate transitional housing; partial payments for rental assistance; consolidated emergency assistance; overnight youth shelters; grants and vouchers designated for victims of human trafficking and their families; and emergency shelter assistance; and fund the homeless housing grant program. 2060 Funds (RCW 36.22.178) Affordable Housing: Substitute House Bill 2060 became law in Washington State on June 13, 2002. The law created a document recording fee on certain documents to be utilized for low-income housing. Administration of the fund is shared between local governments and the State. The local portion of SHB 2060 funds is to be administered pursuant to an inter-local agreement between Mason County and the Cities within the County. 11 Page Eligible housing activities to be funded by these funds are limited to: Acquisition, construction, or rehabilitation of housing projects or units within housing projects that are affordable to very low-income households with incomes at or below fifty percent of the area median income, including units for homeownership, rental units, seasonal and permanent farmworker housing units, units reserved for victims of human trafficking and their families, and single room occupancy units; (b) Supporting building operation and maintenance costs of housing projects or units within housing projects eligible to receive housing trust funds, that are affordable to very low-income households with incomes at or below fifty percent of the area median income, and that require a supplement to rent income to cover ongoing operating expenses; (c) Rental assistance vouchers for housing units that are affordable to very low-income households with incomes at or below fifty percent of the area median income, including rental housing vouchers for victims of human trafficking and their families, to be administered by a local public housing authority or other local organization that has an existing rental assistance voucher program, consistent with or similar to the United States department of housing and urban development's section 8 rental assistance voucher program standards; and (d) Operating costs for emergency shelters and licensed overnight youth shelters. Approximate Allocations and Funding Proportions (as of July 1, 2018): CHG Base $169,000 14% CHG TANF $22,000 2% CHG HEN $517,000 42% 2163 $440,000 36% 2060 $80,000 6% Total $1,228,000 Section C: Guiding Principles • Funding is awarded for project types and meeting stated outcomes and system performance measures • Contracts are "performance managed" • Funding is distributed in a fair and equitable way • All processes are transparent • All people deserve a safe place to live • Urgent and bold action is the appropriate response to people living outside • Interventions are data driven and evidenced based • Processes are standardized Section D: Funding Process Policy Overview Funding is distributed in a fair and equitable manner through a request for proposal (RFP) process unless otherwise noted. The 2163 funds are used primarily to provide and sustain services for a homeless crisis response system. Funding is evaluated annually and may be granted on a one or two-year cycle through an RFP process. 2 1 P a g e 2060 funds are to help increase housing capacity of affordable housing and/or emergency shelters. These funds support the Affordable Home Acquisition and Preservation Program and will aid in the capital purchase, renovation, and management of homes to serve households with an income of less than 50% of the Area Median Income. Since this fund is primarily for one-time projects such as capital purchases and rehabilitation, funds are dispersed through an RFP process on an as needed or project basis as determined by the Housing and Behavioral Health Advisory Board. The strategy of awarding the 2060 funds on a project or as need basis allows the fund to build up for increased capital purchasing power. The Advisory Board may also determine and recommend that these funds supplement shelter operations. Policy 13.1: All funding requests must submit a written proposal using the template provided by Mason County Community Services Policy D.2: All written funding requests will be vetted through the Housing and Behavioral Health Advisory Board with recommendations to the Board of County Commissioners D.2.1: The Housing and Behavioral Health Advisory Board operates under Resolution 33-18 signed May 15, 2018. D.2.2: Applications will be screened for completion and meeting minimum criteria as described in the RFP Application Instructions by Mason County Community Services staff prior to submitting the applications to the Housing and Behavioral Health Advisory Board. Applications that are late, do not follow instructions or do not supply required supplemental documents will not be considered for funding. D.2.3: RFP applications will be evaluated on: • A complete and responsive RFP Application • Alignment with Community Priority Areas • Applicant's ability to meet the core elements of a high performing homeless crisis response system • Clearly defined scope, goals and outcomes/performance measures. • Cost effectiveness • Organization's partnerships and collaboration. • Financial capacity • Previous contract performance D.2.4: A short application will be provided to agencies that are currently under contract. D.2.5: New agencies or agencies that have received funds in the past, but are not under current contract, will be required to submit the full RFP Application. D.2.5.1: For applicants submitting the full RFP Application, funding is intended for the purpose of providing new or expanded programs and services rather than supplant existing funding Policy D.3: The Consolidated Homeless Grant funds are awarded to each county on a biennial basis, and, in-turn, sub-granted through an RFP process and awarded for a one or two-year term. D.3.1: All subgrantees must comply with the Department of Commerce Contract and CHG Guidelines. D.3.2: Local county governments have the authority to add additional requirements and measures beyond that required by the Department of Commerce. Policy D.4: 2163 funds are evaluated annually and may be granted on a one or two-year cycle to sustain homelessness services through an RFP process. 31 Page Policy D.5: 2060 funds are considered on a project basis as recommended by the Housing and Behavioral Health Advisory Board and approved by the Board of County Commissioners. D.5.1: The intention is to not award the 2060 fund annually to allow the fund to build up over time to increase capital purchasing power for more affordable housing in Mason County. D.5.2: All special requests for these funds must include a written proposal using the County template. Written requests for these funds will be evaluated by the Housing and Behavioral Health Advisory Board and may be the catalyst for an open-bid process. D.5.2.1: Approval to disperse funds and approve contracts is made by the Board of County Commissioners. Policy D.6: The responsibility of Mason County Community Services will include coordination on the following: D.6.1: RFP process D.6.2: County Commissioner Briefings and Action Agenda items D.6.3: Award letters D.6.4: Press Releases D.6.5: Community Services will host any orientations and workshops associated with the RFP. Community Services staff will answer questions regarding the application and ensure a fair and equitable process for all applicants. D.6.6: Application Screening prior to submission to the Housing and Behavioral Advisory Board for review and funding recommendation process. D.6.7: Contract Management including performance and compliance D.6.7.1: Mason County Community Services will maintain contract monitoring and compliance policies and procedures Policy D.7: All approved programs or projects will be reimbursed for allowable expenses by submitting a detailed monthly invoice to the Mason County staff designee for amounts up to the approved allocation. D.7.1: Payments will follow the vendor payment schedule set forth by the Mason County Auditor's Office. D.7.2: All Special Conditions of the contract must be met before any funds are reimbursed. D.7.3: Subcontractor's must supply MOA's or MOU's with partnering agencies for joint projects, when applicable, before contracts are approved. Section E: Contract Performance, Monitoring and Reporting Policy Overview To demonstrate that funds are directed to programs that achieve the community priorities and contract deliverables, improvements in program outcomes are expected and will be assessed through quarterly and annual performance reports and measures. Policy EA: Evaluation and Accountability Programs or services implemented under the housing funds are monitored by Mason County staff. The Housing and Behavioral Health Advisory Board will review year-end reports and utilize additional information sources to identify gaps in the community to help make future funding decisions. 4Page E.1.1: Subgrantee's of the Consolidated Homeless Grant will be expected to meet performance benchmarks set forth by the Department of Commerce. E.1.2: Mason County Community Services will include performance measures in the contract scope of service, monitor progress and provide technical assistance to subcontractors to support achievement of these measures. E.1.3: Subcontracts will contain a non-compliance exhibit. Policy E.2: Required Monitoring & Reporting All awarded contracts will be required to submit performance reports on a quarterly and annual basis for both fiscal year and, if necessary, calendar year using the templates provided by the county. Mason County will provide templates but reserves the right to change the requirements or reporting information to assess and analyze the effectiveness of funded programs and/or update the Strategic Plan. A narrative report is required to explain the number-driven data, speak to trends, successes, challenges and provide insights for future programming. The Housing and Behavioral Health Advisory Board will help evaluate reports and provide guidance on the type of reporting required outside of the requirements of the Consolidated Homeless Grant. E.2.1: All recipients of the Consolidated Homeless Grant Funds will be monitored according to the Consolidated Homeless Grant Guidelines. E.2.2: Mason County's Community Services Public Health Department will monitor contracts according to the departments' Contract Monitoring Policies and Procedures. Policy E.3: Contract Payment E.3.1: All contracts must satisfy the special conditions of the contract to be eligible to invoice and receive payment. E.3.2: All contract awards will be paid by reimbursement. Mason County will reimburse contractors for actual expenditures incurred each month; back up receipts must be kept on file by the grantee. Payment is a condition of contractors being in good standing, have performed the services and submitted all required reporting to a satisfactory level. E.3.3: Funding will be disbursed upon submission of the program reports and expenditure invoice according to the vendor payment schedule of the County Assessor's Office. E.3.4: Monthly expenditures will be reported using the template provided. Contractors will submit a signed invoice request and corresponding invoice workbook that includes expense details. E.3.4: Payment is delivered according to the contract and on the assumption that State and local funds are available to Mason County for disbursement to the contractors; have been expended and program requirements met, or earlier in the event of non- compliance. If State or local funds are not available to Mason County, the Cunty reserves the right to amend the payment terms and the amount of the maximum contract total. 51 Page