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D. Approval of Management & Program Income Plan - Samaritan Houseinteroffice M E M O R A N D U M To: Clarence W. Krepps, City Manager From: Lawrence Gallagher, PECDD Director Subject: Request for City Council Action to Authorize the City Manager to Award Samaritan House Bid to Swank Enterprises in the Amount of $1,134,000 Date: March 11, 1998 CC: Susan Moyer, Glen Neier Bids were opened on the Samaritan House Project at 11:30 a.m., March 10, 1998, at City Hall. Swank Enterprises submitted the successful construction low bid for the Combined Base Bid No. 1 &_ 2, Phase I &. II, in the amount of $1,104,000 and a $30,000 bid for Add Alternate No. 1 (the site work which is to be paid from a separate funding source, the reason for bidding the work. as an alternate). The Total Bid award will be for $1,134,000. The amount is within the project estimates and funds available for the project. Attached is a bid tabulation sheet showing all of the bids received for the project. Attached is a MEI\IORANDUM from Susan Moyer requesting the bid award and also City Council approval of the Sub -Recipient Agreement and Management Plans. I understand that the City Attorney, Glen Neier, has reviewed and approved the documents as to form and content and that your comments and suggestions have also been incorporated into the final documents. I will be out of town the night of March 16, 1998, and unable to attend the City Council Meeting. Susan Moyer will be present at the meeting to answer any questions you or City Council members may have. If you need additional information in order to prepare your recommendation, please call. Thanks. Date: March 11, 1997 To: Lawrence Gallagher, Director PECDD From: Susan Moyer, Housing Manager Subject: Samaritan House Bid Award Recommendation Architects Design Group, Mike Laabs (Construction Manager for Samaritan House) and myself reviewed the respective bids today and have clarified the two issues raised on Swank Enterprises' bid submitted March 10, 1998. Dewey Swank responded that: 1. Yes, their firm does intend to proceed with their bid knowing they omitted $16,401 in sewer and water hookup fees. 2. They do have a good mechanical bid from Diamond Plumbing which includes the necessary duct work. Based on the above responses, it is our recommendation that the City Council be asked to award the bid to Swank Enterprises in the amount of $1,134,000. This amount includes the base bid of $1,104,000 and Alternate No. 1 in the amount of $30,000 for site work. We are anxious to have the bid award take place, along with approval of the Sub -Recipient Agreement and Management Plans approved, at the next city council meeting on March 16tn Will you please discuss this with the City Manager. In the meantime, I will prepare the necessary copies to be included in the council's packets. c:\Samaritan House\Council\Bid Award m m 0 2 o (\ J j Q W ^ 4 ul Q N CZ Y D w� � <z 0 m - w� a RT O h J c j O Jo m �n O o0 cA ) ma \ s �a. z 0 o W z z U < U W m Q U o (1) z oc o < U z o oc 2 Z °e ►" 3 be 0 �wu_ C 2 w� U m . 3 W e � m Q o m n 4 tp Y 2 Y Ui Y oL Y 1- COMMUNITY DEVELOPMENT BLOCK GRANT AND HOME INVESTMENT PARTNERSHIPS PROGRAM SUB -RECIPIENT CONTRACT AGREEMENT BETWEEN THE CITY OF KALISPELL AND SAMARITAN HOUSE INC. THIS CONTRACT is entered into by the City of Kalispell, a munici to as "the City," and Samaritan House, Inc., hereinafter referred to as WITNESSETH: WHEREAS, the City is the recipient of two Community Develo to as "CDBG;" a HOME Investment Partnerships Program Gra ,0711 o an Affordable Housing Program Grant, hereinafter referred ta- fourteen (14) Single Room Occupancy transitional rental,urtits, h rehabilitate thirty-one (31) permanent and transitional s�o and and very low income individuals or families; and y WHEREAS, the City will enter into contracts wiffii the S the CDBG Grants and the HOME Grant; ands WHEREAS, the Contract *Wfti the cooperation in implementmth Crty s project; and WHEREAS, the City, injfi rapacity House can better super e the design expansion; and . WHEREAS, it zsnnhe best interest contract relationshi- and R, Samaritan House". M Mffi e after referred "v rr -;.�. s "HOME;" and a t " r y (30) bed shelter; do as "SROs"; and to i al units to house low of Commerce for tan House will enable them to enhance awards to accomplish the above -described I HOME grantee, has determined that the Samaritan City the construction phase of the Samaritan House City to primarily administer and operate the project through a WHEREAS, the Montana_L,09 tment of Commerce has required the City to enter into a contract with the Samaritan House speering the terms and conditions of the City's delegation of certain CDBG and HOME responsibilities to the Samaritan House; and WHEREAS, both parties to this Contract understand that the local government and the Samaritan House involved herein have not in any way, expressly or implied, abrogated any of their individual powers, and that this Contract does not create any new organization or legal entity. Page 1 of 5 NOW, THEREFORE, THE CITY AND SAMARITAN HOUSE MUTUALLY AGREE AS FOLLOWS: I II. DURATION OF THE CONTRACT A. This Contract takes effect when the following conditions are satisfied: 1 Release of Funds and Certificationer�c�ee Ci and approvedity' ".� r t fo 2. The City Attorney and the attorney for the S Contract as to form and content; and 3. The City Council and the Samaritan House's gov �ave each reviewed this Contract and agreed fully to its terms and cvn tiorts, azt r 4. The Montana Department of Commerce artiay Counci xecuted the CDBG and HOME Grant Agreements B. This Contract will terminate ninety (90),days afteriffifie Projfec h�tect files a certificate of completion of the project with the Mna Depft ent off a th and Environmental Sciences or the Montana Department � Coni rce closes -a t the CDBG and HOME Grants with the City, whichever e t occurs t, and4, periods of affordability have expired F ADMINISTRATION. ` p3 A. The City will be ren' ale for oeratl�p ect management services up to and including the admmistratjgnhth� ants the, t struction of the project labor compliance and grant rx closeouts as�covered m IeYlanaement Plan dated March 17, 1998, incorporated into this Contracts Attachment. B. Theamaritan House wrtbe responsible for the ownership of and management of the newyy constructed sheltr, the fourteen (14) Single Room Occupancy transitional living umt§�',and the rehab lzta ed thirty-one (31) very low income transitional and permanent rental units ote"he "Facility Management Plan" for Samaritan House, dated RM March-1 , is incorporated into this Contract as Attachment B., C. For purposes of implementing the joint undertaking established by this Contract, the City Council and the Samaritan House's governing board hereby agree to form a Project Coordinating Committee consisting of the City's AHP, CDBG and HOME Contract Liaison, the Project Architect, and the Samaritan House's Construction Manager to meet on a regular basis during the term of the AHP, CDBG and HOME Expansion Project to Page 2 of 5 III provide for the efficient and effective implementation of this Contract and the activities contained herein. The life of the Project Coordinating Committee will be concurrent with the term of this contract. D. The Samaritan House will comply with the federal administrative requirements contained in 24 Code of Federal Regulations (CFR), Section 570.502, as applicable. A Na E. The Samaritan House will carry out each activity under this Contract inic ce with all federal laws and regulations described in 24 CFR Sectio 0.600 570.612 A (Subpart K), except that: 1. The Samaritan House does not assume the City's hviroresponsixe r` described at 24 CFR Section 570.604, and 2. The Samaritan House does not assume the COS ity s'� Ti for initiating the review process under the provisions of 24 CFR- ,&t 58; ntal Review Procedures. DISPOSITION OF REAL PROPERTY AND EQURED zzl A. The primary purpose of this Contract is AV the procddifti which the City will disburse the AHP, CDBG and Ho ds to pay the costili urred as a result of the design and construction of the Samm House Expansionroject. The Samaritan House Expansion Project will be construry d and im owed as, ribed in the Grant Agreements between the city of Kalispel an he MontEaent of Commerce. The Samaritan House will en,y�. ue to o,, y erate thosefaet es subject to the limitations described in subpar � WI B. With respect to anq i opertyulent under Samaritan House's control that was acquired or impo�n a or m� with AHP, CDBG or HOME funds in excess of $25,000, SamaritanIoueither: 1Jse the property rn�e� one of the national objectives contained in 24 CFR Section 570.901 for fifty+ (50+) years after expiration of the agreement or, Dispose of the roperty in a manner that results in the City being reimbursed in the amounohe fair market value of the property less any portion of the value "iffi- utab e to expenditures of non-CDBG funds for acquisition of, or improvements to, the property. Reimbursement is not required after the period of time specified in Paragraph B. 1. of this section. The proceeds from such disposition will be subject to the applicable provisions of 24 CFR 570.504 (Program Income), 24 CFR Part 85.25 (Program Income), Part 85.31 (Real Property, and Part 85.32 (Equipment). Page 3 of 5 IV. INDEMNIFICATION A. The Samaritan House waives any and all claims and recourse against the City, including the right of contribution for loss or damage to persons or property arising from, growing out of, or in any way connected with or incident to Samaritan House's performance of the Contract, except claims arising from the concurrent or sole negligence of the City orbs officers, agents, or employees. A B. The Samaritan House will indemnify, hold harmless, and all claims, demands, damages, costs, expenses, or liabilit; out of Samaritan House's performance of this Contract the concurrent or sole negligence of the City or its ofci V. SUSPENSION AND TERMINATION In accordance with 24 CFR 85.43, the City may suspend or teat House materially fails to comply with any term of the U with the Montana Department of Commerce. In add*t*' t convenience in accordance with 24 CFR 85.44 Iam arita this Contract, the City may withhold any and ayctn bf ANY 41111111 exact amount of damages due the City from,Sa itan Hrouse is VI. INDEPENDENT CONTRACTOR It is understood by in 39-72-102, MGa City for purposes < further understood maintain at its exp, for its principals az VII. MODIFICA" ` EON AND ASSI the or employees. any and this=� Samaritan or HO , _ t Agreements terming e this Contract for a�ar10 n its performance of ,W �Namaritan House until the amarit oZse's an independent contractor, as defined s nncipaIs, nor its employees, if any, are employees of the mor Social Security (FICA) withholdings. It is 39-71 OCA, the Samaritan House has obtained, and will Dion of t ontract, coverage in a workers' compensation plan services to be provided for hereunder. OF CONTRACT This Contfac1 contains the entif agreement between the parties, and no statements, promises, or inducementsade by either pai '""it or agents of either party hereto, which are not contained herein, are valid or' rR �hi§�C°bntract may not be enlarged, modified, or altered except upon the written agro"effient°sr�by both parties hereto. Samaritan House may not subcontract or assign its rights or dtiti6iihsmg hereunder without the prior written consent of the City. Any and all subcontractors and assignees will be bound by all of the terms and conditions of this Contract. Page 4 of 5 VIII. NONDISCRIMINATION The parties hereto will not discriminate against any person on the basis of race, color, religion, creed, political ideas, sex, age, marital status, physical or mental handicap, or national origin. IX. PERFORMANCE The parties hereto agree that the performance of this Contract shall be in the Cify oKalspell, Flathead County, Montana, and in the event that litigation concerninglAis had, e �11 be in the 11 `' Judicial District Court for the City of Kalispell. NOW X. ATTORNEY FEES In the event that either party hereto incurs legal fees and costs toAeorce the terms and cond -41 of this Contract, the successful parry is entitled to recover reasonahleI- fees and costs, whether the same are incurred with or without suit. XI. ELIGIBILITY The Samaritan House certifies that it is not debarrecsuspended URntzlxcluded or otherwise ineligible for participation in federally assisted contracts under Execute rder 12549, and it further certifies that it will obtain any and ally e essary licenses, registrations and permits needed to perform the services provided for hereunce"w. This Contract has been Samaritan House Inc. By: Bruce Measure, Date of by theg-t % CounSamaritan House governing board. of the B Date of Approval by the Board City of Kalispell By: Clarence Krepps, City Manager Date of Signature Date of Approval by City Council c:\Samaritan House\Agreements\Subrecipient Agreement Page 5 of 5 CITY OF KALISPELL SAMARITAN HOUSE EXPANSION PROJECT MANAGEMENT PLAN Purpose The purpose of this Management Plan, dated March 17, 1998, is to desc .6e #fix dministrative structure, the program management, staffing and contracted service; prose ule, and the financial management required to effectively undertake and complete the S use Expansion Project (hereinafter referred to as the "Project") 'heVlaagement Pln� `° esigned assure compliance with all applicable Affordable HousProgray�ere naftere erred to as AHP ), Community Development Block Grant (herWnafter refers 1 G G ), and HOME Investment Partnership Program (hereinafte referre&fa asGrants and other applicable federal, state, and local regulations g� • Tw& C Comm • One H • $1 Funds by the Montana Department of by the Montana Department of • Oxae AHP Grant -he amount of $297,500 awarded by the Federal Home Loan Bafi of Seattle and administered through Glacier Bank of Kalispell, Montana • Ati _,r in construction and equipment costs on the Project will be funded fhoughprivate contributions or bank financing provided by Samaritan House, Inc. These funds will be placed on deposit in a construction account along with the AHP Grant funds at Glacier Bank, with monitoring and expending overseen by the Project Manager, the Project Architect, and the Construction Manager. March 17, 1998 Page 1 of 9 to Non -Discrimination It is the policy of the City of Kalispell (hereinafter referred to as "the City") and Samaritan House, Inc. (hereinafter referred to as "the Samaritan House") to provide equal opportunity to,ah of its employees and applicants for employment, contractors and bidding or proposing contractors, and service recipients and to assure that there shall be no discriminati , agams an Y person on the basis of race, color, religion, creed, national origin, sex, age physia� ntal handicap, marital status or political beliefs unless related to a bona fide o cupationa ; requirement. To this end, the City and the Samaritan House will takaffirmativ ctio equalize opportunity at all levels of operation for those classes of gele whom eve tradrtr< been denied equal opportunity - minority group members, women; adt,= _dicapped; an City and the Samaritan House recognize an obligation to make reasonai ommodations to the known physical or mental limitations of an otherwise qualified h �appdapplicant or employee unless the accommodation imposes an undue hardship.�� Overall Administrative Structure The Project is a joint effort of the City and the Samt� is incorporated by attachment into the overall q#af K organizational policies and procedures. The Gta and and other general policies and procedures at vem, operation of the Project. , Those procedures most relevant tq the following: Equal Oppctiriunzty P Workplace, and policies r.e1­1la�etl between the City and the Sarnanfia applicable policies and proce urr The administratio, of the Project N ture during the City of t] Plan House's -itanffIouse's personnel, fiscal, ),1.6 the management and Titan House's policies and attached, including the to Ensure a Drug -Free the Hatch Act. If there is ever a conflict end procedures governing the Project, the � tegrated into the overall City of Kalispell of construction and through project closeout of the respective grants and funding sources. The City is an incorporated city with a City Manager/Councilform of Bove ent. The City will ultimately be responsible for all aspects of construction protect managennt, and the construction and professional service contracts for the Project will be bet eerz ihe-service providers and the City. The Samaritan House will be involved in the key..mariagement decisions through consultation with its Board of Directors and the Construction Manager, Mike Laabs, who is also a member of the Board of Directors. Once the construction of the concourse building and the acquisition and rehabilitation of the eight -one bedroom units directly across the street have been completed in Phase II, the Samaritan House will be responsible for ownership_ and management of the facility. The City will execute a Sub - Recipient Agreement with the Samaritan House restricting the use of the eight one -bedroom Page 2 of 9 rental units as well as the SRO units as transitional living units and specifying continued compliance with all applicable AHP, CDBG and HOME Grants and City Regulations. Staffing and Contracted Services The following staffing plan and contracted services plan delineates all project personnel. City Manager. Clarence Krepps (406) 758-7703 As the City's official administrator, the City Manager will have the contacts with the Montana Department of Commerce (MDOC) T Council will have the ultimate responsibility for the m expenditures of CDBG and HOME funds. The final a requests will be the responsibility of the City Council. As the City's Chief Financial Officer, the management of, and record keeping involved in financiwz.,,P &e II of thf Ci As the City's legal City Council regarding any prop, HOME Grants, including agreerr provide any other legal guidance En for all official wand the City ect .)onsible for the funds and City funds Aiill review and advise the City Manager and the .al agreements associated with the CDBG and the Samaritan House and the City, and will The City's Red' bpinent Manager, Ross Plambeck, will be designated as the Environmental Certifying Officer and as the State Historic Preservation Office Liaison. The Environmental Certifying Officer will: Prepare the Environmental Review Record (ERR) to assure full compliance with the National and Montana Environmental Policy Acts, complete the statutory checklist, and any other environmental requirements. Page 3 of 9 • Prepare any legal notices required to be published for the ERR process and conduct any required public hearing or informational meetings. • Secure State Historic Preservation Office clearance if applicable. • Prepare a Request for Release of Funds (RROF) to MDOC. 4111 (406) 758-7741 The City's Director of Planning, Economic and Community L as PECDD), Lawrence Gallagher, will review and approve all prepared by the Project Manager. Project Manager, Susan Mover (406) 758-7743 • EstabliWE nd coordina ` ' e maintenance of complete and accurate project files. • Prep�or e�ew ails oject documentation and reports. • Reviewsiqjgo u�nction with the City Attorney, construction contract provisions for • Conduct, in conjunction with the Construction Manager and Project Architect, the pre -bid and pre -construction conferences. • Review monitoring of contractor compliance with all applicable requirements. • Review and recommend for approval all contractor requests for payment. • Review monitoring of construction for quality, completeness, and conformance with the project schedule. Page 4 of 9 Serve as the Project Labor Standards Officer. Approve weekly payroll reports and review applicable employee interview records and on -site reports. Prepare or review and submit all CDBG and HOME close-out documents. Monitor the Project for long term compliance with income targeting and compliance with all other AHP, CDBG, HOME, and City requirements. Project Coordinator, Carol Grigg_(406) 758-7744 Carol Grigg of the City's Planning, Economic and Community E designated as Project Coordinator and will be responsible for ove expenditures, performing liaison functions with the Construction Project Contractor, and assisting with drawdowns and close-out l the Project Coordinator will: Assist in preparing proper files, tracking expendit the City and the Project Manager, Project Archie Assist in monitoring for Davis Bacon Wage weekly on -site contractor employee and su ntrz record monitoring to compare and veri al jo of the corresponding prevailing wages = d a Assist in completing all required pe l an r � , of Architect an specifically, iaisc ut-es between certified payroll .s worked with payment benefits. )ut documents. Mike Laabs of Laabs ands . has c to three (3) years of professional construction management v e Prof d subsequent phases of the Samaritan House Expansion. The Constxb" ion F 1 be responsible for the day to day management of the project development d construct p :. E es. More specifically, the Construction Manager Jel will: • RevteV nd recommend f pproval the site plan and building designs, plans, sped ca''ons and bid dei ents. • Conductalong the roject Manager, the contractor bidding and selection process, includm the�p ion and distribution of invitations to bid. • Conduct pre .lid and pre -construction meetings in conjunction with the Project Manager and the Project Architect. • Assist, in conjunction with the Project Manager and Project Architect, with the selection of project contractors, including the publication and distribution of invitations to bid. • Conduct inspections of contract work and prepare inspection reports. • Review and recommend approval of all contractor requests for payment. • Monitor contractor compliance with all applicable requirements. Page 5 of 9 • Monitor construction for quality, completeness and conformance with the Project schedule. • Assist, in conjunction with the Project Architect, the preparation of the certification of completion. Project Architect, Architect Desi n Group ,(406) 257-7125 John Peterson of Architect Design Group has been designated as 1 Project: and Frank John de Stefano of Architects Design Group, is Peterson, will be the liaison between Architect Design Group, the • Responsible for site plan and building designs, plans, specif: • Review and recommend for approval all contractor pay requ requests. • Provide shop drawings during construction as necessa • Conduct monthly site inspections and prepare in,, fihrns� • Provides reproducible as -built drawings uponro�ect campy • Prepares, in conjunction with the Constructs Manages, the A general contractor y federal, state, and loch required insurance, an The contractor will be plans, specifications a construction work to I CDBG, HOME and with Mr."` Samaritan documents. of completion. ie selected ae "dance wM019 R plicable CDBG, HOME and other QN,jp151 uT tions. ` 74 iffactor must e appropriately bonded, have all _e ebarrec�fr 16pating in CDBG and HOME funded projects. c�nsx06- ffi, J or con st Iic� the Project in accordance with approved ��WHIM&N� :d dureutrequirem : n s. The construction contract will specify the ON SIM impletd, wa rante`as well as compliance with all applicable federal, afe, and4ocal regulations. The Samaritan Hcase gj �3oardDirectors will be involved in reviewing and approving all e. professional and construction services solicitation and selection processes as well as all building plans and specifibttoris The Samaritan House will be responsible for the ongoing management of the transitional living units created in Phase II of the expansion project upon completion and certification for occupancy by the City's Building Department. Page 6 of 9 Financing Management Financial management will be done in accordance with all applicable federal, state and local requirements. In order to assure proper financial management of the Project, the following activities and procedure will be implemented. a Establish separate non -interest bearing CDBG and HOME bank-Z ounts requirements and transfer funds from those accounts to the C reasury disbursements, based on claims and supporting documents ----,-roved by rr , Manager, the Construction Manager, and the Project Architect. Since e City use interest bearing account for its general disbursements, separanan� terest bearing accounts will be used for the CDBG and HOME funds. Bal`an., at account will exceed $5,000 for a period of three days. Establish a project construction and development escrow ac. ount ank for deposit of the Samaritan House Building Donation fundsb"§orow fund�lpttly be disbursed based on claims and supporting docunxeztpp�rt�edb the Pre act Manager, the Construction Manager, and the Project ArcH ect. Establish a project construction accounts lacier Bunk for the�Aordable Housing Program grant funds awarded by the Fe 1 Homemoan Bank�of Seattle. Glacier Bank sponsored the AHP Grant applicatio d is held 7�ccountabfor the administration of the grant funds. These funds c onf disbud b G ier Bank based on claims and supporting doeu nbiits appro r y t: a Project ana ei, the Construction Manager, and the Project b Dish z ec� `� Enter all CDBG ant����roject anse�.�ns into the City's existing accounting system (BARS), andarep checks forexpenditures. The Project'1Vlanager, with the ass11 ce of the Finance Director, will prepare the final financial - port for Project ut. The Pxojl'ct Manager, withie assistance of the Construction Manager and Project Architect; will review all�roposed expenditures of CDBG, HOME, and other project gw- funds and wll prepaelrawdown requests, which will be signed by the appropriate City officials ll�c�ements will be handled in accordance with the City's established claim re­ewpro edures. Before submitting the claim to the PECDD Department Director, the Project Manager will attach a certification to each claim stating that the proposed expenditure is an eligible expense to the City's CDBG and HOME Grants and is consistent with the Project budget. The Council will review all CDBG, HOME, and City claims before approving them. Page 7 of 9 All drawdown requests will be signed by two of the following three persons: Clarence Krepps, City Manager; Amy Robertson, Finance Director; or Lawrence Gallagher, Director of PECDD. No expenditures of CDBG, HOME, or City funds will be made without the approval of the Council at a regular meeting. Financial record keeping will be done in conformance with the recommeni MDOC/Local Government Services Bureau as described in the $ opria HOME Administrative Manual. The original financial docu-e (claims supporting material) will be retained in the City offices. Long Term Monitoring The City of Kalispell will be responsible for the long term monitor g of compliance with AHP, CDBG and HOME Grant requirements. project assure compliance with all low income targeting and other ' - G or H as well as proper management and maintenance of the f HOME requirements will be enforceable through a li - = d de property. The City will conduct on -site monitorin sits oft fac minimum twenty (20) year HOME retention pe t` to ass comp] maintenance standards. The AHP monitorin e co cted by of Seattle and Glacier Bank for a period of W+ (50+ of the for to G and it on the t annually during a With occupancy and e Federal Home Loan Bank period. When program income is" after nt, the City of Kalispell will ensure that such program income is zec to the r component of this project through quarterly and annual reports tr, g the ati? - rogram income generated and expended. The intent of Phases II and III v�ich increase r of very low income rental units in the Samaritan House Expansi©%is not only to in eeds of the community as they relate to housing but to provide a morally income greater expenses. The monthly income will be utilized to address the q for a paid staff a me time in the future and to allow the Samaritan House, especially to Welter, to functio s an independent entity and no longer be dependent on month - to -month don cnfro mmunity. The goal is a viable, independent, self-sustaining ,x entity. Page 8 of 9 Upon approval of the Montana Department of Commerce, the City will maintain the following program income records: • Sources of program income including interest earned; • Dates and amounts of program income deposits and d • The activities funded with program income; and • Evidence of compliance with Federal Title II require Samaritan House, Inc. Bruce Measure, Chairman Board of Directors City of ignature Date Approved by City Council c:\Samaritan House\Agreements\Management Plan Page 9 of 9 SAMARITAN HOUSE, INC. FACILITY MANAGEMENT PLAN Mission Statement The mission of Samaritan House is to provide shelter and the basic need Flathead Valley, while supporting individuals' efforts to find employmc Samaritan House, Inc., will provide a healthy, clean environment that i to be done in a loving and kind manner that will uphold the human digni It is the philosophy of Samaritan House, Inc., to provide more than individuals. Samaritan House will provide a place to feel safe an.. Inc. that its services be rendered in as personal way as possib ; his/her dignity be of primary concern; that every person is sider human being regardless of race, religion, beliefs, social tus, ph Consequently, every person should be met with con a pres respectful attitude by the staff. It is the intention , - arit ou I. rising. Fort alcohol free. • Involve all parties in the co regar y, id n an effort to demonstrate that people do cap > d to re c , at the e often powerless to help themsele'. • Coordinate w k $ socia X ough Flathead County's Continuum of Care process. It is im c n dea people's problems to establish positive contacts with other prl X in th community. • ExpeA-- o our fellow h gs love and concern in their hour of need, so that each mad ow that we truly brothers and sisters regardless of race, color, or creed. OperatingQlicies and ,Pr=__ cedures A. Sse, Inc. (hereinafter referred to as "Samaritan House") is incorporated under Montana law and recognized as a nonprofit, 501(c)(3) tax exempt organization under the U. S. Internal Revenue Service regulations. Samaritan House is an equal opportunity employer and provides all its services and operates its facilities without discrimination, in accordance with the civil rights law and regulations of the United States and the State of Montana. The Samaritan House Fair Housing Statement and Affirmative Marketing Policy March 17, 1998 . Page 1 of 12 IC C. apply to both shelter care and transitional or permanent low income rental units and will be posted on a bulletin board located in the office. Eligibility and Qualification Requirements for Shelter and Transitional Services The following are the specific eligibility and qualification requirements transitional services: • The household has experienced a disaster such a physical violence or similar catastrophe that has is no other emergency housing available to the r • There is a community disaster or catastrophe households affected by such a disaster. • Samaritan House is the shelter facility of they have no other reasonable shelter t • Transitional living units will be of shelter care. • Applicants must agree to care. flood, "MI shelter for certify that moving up and out Residents" while in shelter • PI c , must icated o = ever the influence of illegal drugs at the time is w .: or Win helter care. Additionally, alcohol and drug use or posse ssl tly pro _ le in shelter care The Afrdable Housing- �, (hereinafter referred to as "AHP"), the Community Deyelpment Block Gray (hereinafter referred to as "CDBG"), and the HOME Investment PaArships Program (h einafter referred to as "HOME") require that the facility remain in a and affordab or a period of fifty+ (50+) years. In the event Samaritan House was eso alter t e-`3�ect as described in the respective grant applications on the existing stes anlerhan for the provision of an equal number of affordable units must be preseaedai� approved by the Federal Home Loan Bank of Seattle and the Montana Department of Commerce. The City of Kalispell (hereinafter referred to as "the City") will act as liaison between the Montana Department of Commerce on any such request, and Samaritan House will be responsible for contacting the Federal Home Loan Bank of Seattle directly. March 17, 1998 Page 2 of 12 Vol E. Long Term Monitoring of Facilitv Financial Mann ement The current fiscal procedures and practices of Samaritan House 1 _ 'nued in the financial management of the expanded facility. edures i , ; eparation o annual financial statements and tax forms by i lic Acco mg firm of Kettinger & La Voie. Daily and monthly is Ie Board Treasui Monthly financial statements are prepare d revi ed ` d at the monthly board meetings. F. Program Income Plan When Progrd ncome is d after i ent and maintenance, the City of Kalispell 've qu ual r tracking the amount of program incoi da cLai 'buted i ter component only of this project. The intent ogenerate Phases II and r amari xpansion (the creation of additional very love income rental unt fti' y to e needs of the community as they relate to housing but Apd ,`d income greater than expenses. The monthly income v be utilized.o address th ; _ paid staff at some time in the future and to allow be House, espec: ;nt on month - it. self-sustait na Department of Commerce, the City will be provided and Program Income records: • Sources of Program Income including interest earned; • Dates and amounts of Program Income deposits and disbursements; • The shelter care expenses funded with Program Income; • Evidence of compliance with Title II requirements March 17, 1998 Page 3 of 12 II. Facility Management Plan A. The following "Rules for Residents" are posted for all shelter If you have a weapon, it must be checked at the office. I) not be tolerated. No showers or unnecessary noise after rooms after 10 p.m., TV's off after 10 o'clock news. N parental supervision at all times. Clients are not allowe coffee room for visiting. Outside visitors are not allowed elsewhere. Nine o'clock curfew in the winter, 10 o'clo_ secured. If you are not in, you may come back in the moi Exceptions for those working nights. See Sister J may use this address and phone number on jo business calls only, no personal calls. Hel p yo dishes done and garbage emptied before leave he J inspection by a staff member, failure s serve e regi Should there be a suspicion of dru g use, e authc inspection made. Showers are re, d the f night. P.M. h one is is : dren must The manage rr ffmg o House has been provided through volunteer services since 1 u sery continue to be used as long as they are provided reliably, ef£etve�, iona For example, annual financial statements and tax forms haP Been and wi � to be prepared by the Certified Public Accounting firm of Ke, ger & La Voie. - r, Samaritan House recognizes that it cannot rely on the facility's continued man a c nt solely by volunteers, and has budgeted compensation for thel urrent and any fat , s Project Director as well as for relief staff, maintenance, and hl eeping/cookin ctions. Staffing costs will continue to be minimized by actively iial g�the homy , s in the upkeep, maintenance, and cleaning of the three -phased All hiring will be in conformance with the City of Kalispell's and Samaritan House's existing policies and procedures, in conformance with federal, state and corporate requirements pertaining to equal opportunity. For the forty-five (45) rental unit Samaritan House Rental Housing component, the property management functions will be incorporated into the Project Director position. Property March 17, 1998 Page 4 of 12 C. management is anticipated to account for approximately fifty per cent (50%) of the Project Director position. The Project Director is responsible for assuring that the residents receive prompt, efficient, courteous and quality service. The Project Director will perform the following functions, assisted as necessary by additional Samaritan House staff and/or subcontractors: • Lease the dwelling units. • Determine eligibility, income certification and • Supervise the general administration of and ph 0 Maintain accurate records of the day to day op collecting and accounting for rental revenues. • Conform to all federal and local agency require • File all reports required by federal and local ag Provide assistance in the field of resident coun of social services. Applicants''foZh r tran ices may be self referred or referred by another agency or organ t plica lter are accepted 24 hours per day. Applicants must be pre-scree'bility lifications through a personal interview. Prior to admittance fed" a f ,« in ertify that they are income eligible, have no other 01 reasonable,access to she xi t they will abide by all shelter rules and regulations. An Initial I,"rview and Chwill be completed for each applicant household. 01, Notices and announcements of the availability of the shelter services will be placed in each local newspaper of general circulation, on each radio station, and on each television station within the service area. Such announcements will be made at least twice upon completion of the facility. March 17, 1998 . Page 5 of 12 E. F G. • Presentations about the availability of shelter services and transitional living units will be made to a variety of organizations including but not limited to county departments of social services, managers of subsidized rental housing units, adult literacy groups, mental health centers, and handicapped cit'zen groups. • Special presentations will be made to org, developmentally disabled and mentally h, head of households, Native Americans, H Americans and any other minority groups • Presentations on the availability of the other than English as the need arises. Verification of Eligibility Eligibility must be determined on the basis of pertinent information. Households seeking - may self -certify income and other eligibil' days of shelter or a transitional living I '= ver information will be obtained whene ; ssibl Under the specific circumstances all oth verbally. However, such verif a must b staff person gj&ring the i :: sW 1, n, and Inspection The Property permanent re and the ProtE any defers of the unit. A rent, general rules anc sigre ;lease being execu of i women area. made in ;w and fication of all onal living units eceiving more than 14 , assets, and other pertinent -itten parry documentation. rmation may be verified in writing, signed by the is file. ;pW�to esident will inspect the specific transitional or anoccupy, prior to signing a lease. The resident apartment condition check list, which states in detail packet concerning appliance care, proper payment of >ns of the facility will be provided to the resident upon a Samaxz�W& provides emergency shelter only when there are no reasonable and safe alternatives. The maximum length of stay is sixty (60) days depending on the individual needs and circumstances of each household served. Based on the past experience of operating the shelter facility, the average length of stay is expected to be 1.5 weeks. A daily assessment is done to determine the need for continued emergency shelter. In order to qualify for continued shelter services, residents must show evidence of active and daily pursuit of employment and/or other services to meet their economic or other needs. Illness March 17, 1998 . Page 6 of 12 H. I J. or other temporary incapacitation will be considered when assessing the daily effort to gain the means required to obtain transitional and/or permanent housing and meet other basic needs. Length of stay in the transitional living units will be on an annual lease ba is with maximum occupancy period of two (2) years. This lease may be terrain t scretion of Samaritan House and the tenant if they are able to move o - to pe using as the resident's economic status improves. Tenants must have annual household incomes that do income. Priority will be given to households who are who are homeless or at immediate risk of becoming h Tenant Application Procedures The Samaritan House Property Manager hours, interview the applicant and explai facility. Tenant applications will be the existing units are currer occupancy duff and after for the newlcetd fo homeless. Onc` klie units R be placed on a wrttt _ list those applicartwlia d priority ovr applicants Promntitten notifica for verified. of area mediaiF01- m emergency shelter, n rmal working s associated with the =fined on the basis of a personal interview and verification of all If eligibility is tentatively established, the applicant's income will be Household status by number of members and handicapped members and household income will be verified. Written release of information authorizations from the head of household (and other family members when necessary) will be obtained and original copies will be maintained in the applicant's file. The identify and status of all household members will be March 17, 1998 Page 7 of 12 K. L. verified through birth certificates, Social Security Administration identifications, drivers licenses, marriage certificates, divorce decrees, adoption papers, or other such documents. Under specific circumstances when all other efforts fail, information may be verified verbally. However, such verification must be fully documented in writing signed staff person obtaining the information, and kept in the family's file. Samaritan House will accept qualifying households that reing refit ;-. ce fromother programs, such as rental certificates, vouchers andB � n � 3 ental assistance). Income and assets will be verified in accordance with Se - - r ram Rental Pro guidelines and Regulations. Initial income verification is v (6) months; once an applicant becomes a resident of a rental unit, their incom 1 ed annually. Over -Income Tenants If an existing tenant's income increases bey 0% the unit shall increase to the lesser of 30% of the house `- 's adj d ome, or the established unit rent rate. b Unit Size Standards for Occunanc In--- r to qualify f��e handicapped accessible unit, the household must have a member �� with a u2nfza� rvsability for which the accessibility modifications would be beneficial. In the e��plete occupancy of all the other rental units, a non -disabled family may temporarily be placed in the handicapped accessible unit if it is vacant; but it is understood that the non -disabled family will be relocated into a regular unit as soon as one becomes available. The intent is that no hardship shall be placed on Samaritan house in generating sufficient revenue to cover their debt and maintenance obligations. March 17, 1998 Page 8 of 12 M. N a] Rent Schedule and Utility Allowance Rent rates for each unit have been established that are substantially below the HUD Section 8 Program's Fair Market Rents for studio and one bedroom apartments in Flathi County. The applicable Section 8 Rental Assistance Program Utility Allowance e t will be used to determine the utility allowance for the eight (8) one-bedro acquired as part of the facility. Lease Agreement Lease agreements will be developed to comply with the ntal Ass Program. The form for the lease agreements will be sub OC for approval prior to facility lease up. 3. Trash R=�m. , Trash , 1 be handled by the City of Kalispell. The residents wt Trash and where to place their trash for pickup. 4. Ma,1.or Repairs: OWT rs ($500 or more) will be subcontracted. The Property 'anager will dete _ oper corrective action and action will be approved by the oard of Director aritan House. Samaritan House will follow MDOC's standard policies t d procedures regarding procurement, including solicitation of _bids from mini -owned enterprises and women -owned enterprises MBE VWBE) folly 5.ttl�g and Common Area: A schedule for cleaning entryways, halls and common area will be maintained by the Property Manager. 6. Resident Requests/Emergency Maintenance: All maintenance work repair requests will be taken by the Property Manager either by telephone or in person at the Samaritan House Office. An emergency maintenance problem is one that, if not corrected without delay, would clearly constitute a health or safety hazard, or cause March 17, 1998 Page 9 of 12 F N damage. Examples of an emergency are: It is also understood that in the event of fire, floc problem potentially involving insurance that the will be advised immediately Rent Collection Policies and Procedures The rent collection policy for the facility will be a systeny of remi unseling which, if unsuccessful in securing rent payment, w' n comet of legal actions leading to eviction. Policies and proce ollectio . d payment of rents will be clearly communicated to all re is an . e r collection will be applied impartially. Rent payments will be made by the ney o er, or rec , ; s ted cash payments and delivered to the Samaritan House e. P paymen 11 be discouraged whenever possible; but, of course, extenuati circum Ntaken into consideration. Prepayments r A : always ac The right tomr . i4 fees c discretion of the Samaritan House Board of Directors. Later ever, c M lected unless they are specified in the individual lease. The impo , ce of begint�ci n proceedings as soon as legally permissible cannot be over eniiasized. Legal ag ' ecifically for no of rent, is a long process dunngwhich a resident no be paying rent; and such income loss can be devastating to a malproject. This, d of problem will be handled quickly and, where possible, legal �d�ruTll be avoids . Aside from providing safe, decent and sanitary housing, Samaritan House will also maintain a viable, financially sound facility. The success of the facility is dependent upon the net operating cash flow. Good sound budgeting, realistic rents and preventative maintenance all complement each other and are important if the facility is to succeed. The Samaritan House Board of Directors review operating costs on a monthly basis to ensure the facility is run March 17, 1998 . Page 10 of 12 IN efficiently and successfully. Quarterly and annual reports of all Program Income will be provided to the City of Kalispell to ensure that such program income is redistributed into the shelter component of the project per the Program Income guidelines of the federal grants. Samaritan House will maintain complete files on all residents which will include, b ? a� of be limited to; applications, leases, income certifications, re -certifications, an o _ r data relating directly to the resident. Plans for Resident/Management Relations 1. Grievances: All resident grievances in the area£ , an ` ment service maintenance services, management policy, manage sonnel, and griev es concerning other residents will receive prompt, effi a -up from the Property Manager. It is the responsibility of the Propertynage ; . , w in open lines of communication. Grievances of management towards res'do' Uity are T : y to include such problems as lease violations, vandal' , noise, ti ` s of the rules and regulations. Should these occur, t rope an eet with the resident to discuss the problem. The resul the me. 'ng will ,_ corded in the resident's file. Should the problem pe, is the lac . �Jr on not be remedied, management staff ofamaritan H 1 ask fo ce with the resident. Again, a record of the2� g wii` . n the rent s file. If the problem is still evident afton, the resident will be given a notice to vacate. 2. Reque Services: Requests for Management Services are to be channeled throng :rty Manager's office at Samaritan House. Information � ich is obtained , e of the request includes: the date, time the request was nade, and the natu . o -the request. When the request has been satisfied, the employee comply g the work signs the request and enters the date and time of omnletion. # f is not completed within ten (10) working days, the resident will be of this by a phone call and a written memo. 3. Leasing Procedures: All residents of the transitional and permanent living rental units will be required to sign a one-year lease. If a resident moves in anytime other than the first day, of a month, he/she will be required to pay pro -rated rent. The Property Manager will explain the provisions of the lease to all residents. March 17, 1998 Page 11 of 12 4. In order to better serve the very low income homeless and at risk of becoming homeless population, no security deposit will be required. S. Plans for Security at the Facility In the site design, particular attention will be paid to landscaping, site ability to maintain visual surveillance of entrances and exits and>princ patterns. Residents will be encouraged to work together to assjst n n and safe environment and in developing and on -going atten n to sec City of Kalispell Samaritan By: Clarence Krepps, City Manager Date of Signature Da# of Si the Board Date of Approval by the Board March 17, 1998 , Page 12 of 12