DATE: August 21, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Housing and Neighborhood Services Department
TITLE: ACCEPTANCE OF A GRANT AWARD FROM THE REGIONAL TASK FORCE ON HOMELESSNESS FOR THE CONTINUED SERVICES OF THE HOUSING AUTHORITY SOCIAL WORKERS AND APPROVAL OF A BUDGET FOR A SAFE PARKING PILOT PROGRAM AND LEASE OF 804 PIER VIEW WAY, SUITES 208 & 209
RECOMMENDATION
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Staff recommends that the City Council:
1. Adopt a resolution to accept and appropriate the grant award from the Regional Task Force on Homelessness (RTFH) in the amount of $894,473;
2. Approve the Professional Services Agreement (PSA) with Interfaith Community Services (ICS) for diversion-focused services for FY 2024-25, with the option to renew the PSA for one additional year for $181,579 per year;
3. Approve a three-year lease agreement with Kruger/Wilkinson Trust for office space located at 804 Pier View Way, Suites 208 and 209 to house ICS staff, for a total cost of $50,131;
4. Approve funding in the amount of $383,000 for FY 2024-25 for the implementation of a Safe Parking Pilot Program;
5. Authorize the City Manager or Designee to execute all relevant documents and agreements upon receipt of all supporting documentation.
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BACKGROUND AND ANALYSIS
The San Diego RTFH, as the lead agency for the San Diego Continuum of Care (CoC), allocates state and federal funds to support homelessness intervention in the San Diego region. For the last five years, RTFH has renewed the state Homeless Housing Assistance and Prevention (HHAP) grant funding that supports the City of Oceanside’s (City) partnership with ICS to assist homeless residents in accessing stable housing. Services provided include assisting participants with housing applications and referrals and collaborating and leveraging resources with other service organizations. As a part of this service, ICS provides two social workers and a program manager who directly support and work with the Oceanside Housing Authority (OHA). The HHAP grant funds these social workers, providing support for essential services, including diversion efforts, income stabilization, housing navigation, employment support, and connections to healthcare. Social workers manage client files and coordinate with OHA staff using specialized databases, enabling efficient case management and tracking. ICS ensures all interactions and services follow standardized policies and procedures to maximize effectiveness.
2023 Super NOFO
Due to an increase in funding availability, the RTFH released a Super Notice of Funding Opportunity (Super NOFO) in October 2023. The Super NOFO consolidates several funds from various public and private sources, inclusive of the HHAP grant funds, to support strategic objectives in alignment with the CoC’s Regional Community Action Plan to Prevent and End Homelessness in San Diego (the ‘Regional Plan’).
The Housing and Neighborhood Services Department applied for the Super NOFO and was awarded a total of $894,473 (Attachment 1) to support the programs described below, inclusive of the continuation of the ICS contract to provide social workers working in collaboration with the OHA. On May 2, 2024, the City received three award letters from the 2023 Super NOFO for the City’s Diversion Program implemented in partnership with ICS, a new pilot Safe Parking program, and flexible funding to address immediate needs of the unsheltered that serve as barriers to stability and housing. Staff is requesting City Council accept these grant funds to ensure the continuation and enhancement of services available to the unsheltered within the community (Attachments 2-4).
1. Diversion Programs ($421,473): This grant provides significant funding over two years for continued support of case management and clinical support offered by contracted ICS social workers to clients searching for housing or stability resources. Such services include housing navigation, income stabilization, diversion efforts, and behavioral support. The social workers funded through this program will continue coordinating within the OHA to streamline assistance for individuals seeking permanent housing. A PSA with ICS for the continuation of diversion-focused services in support of work with the OHA for FY 2024-25 is presented for the City Council’s consideration.
City Council is also being requested to consider a three-year lease agreement (“Lease”) with Kruger/Wilkinson Trust (“Lessor”) for property located at 804 Pier View Way Suites 208 and 209 (“Premises”) to accommodate the office space needs of the contracted ICS social workers. Over the last several years, the OHA has been able to accommodate the space needs of the ICS social workers within its offices in the Nevada Street Annex Building due to ongoing OHA staffing vacancies. Additionally, being housed within the OHA offices has allowed for greater interaction and coordination of ICS Social Workers and OHA staff. With an increase in housing programs and OHA staffing over the last 3 years, the OHA offices are no longer sufficient to accommodate the space needs for the OHA along with ICS staffing. Due to limited space, the City has only been able to accommodate the ICS Social Workers by utilizing a modified remote schedule.
With the Super NOFA funding for Diversion programs, funds are available for leasing of office space as a program administration expense. To accommodate the office space needs of the ICS Social Workers and to still allow for easy interaction and coordination of all staff, move-in ready, leasable space in close proximity to OHA offices has been identified for the relocation of ICS Social Workers.
The proposed Lease is for the use of 560 square feet on the second floor of 804 Pier View Way (“Building”) within Suites 208 and 209. The rental lease rate is $2.20 per square foot for the first year, with an annual three percent (3%) increase.
§ Year 1: $2.20 per square foot, totaling $14,784 per year.
§ Year 2: $2.27 per square foot, totaling $15,228 per year.
§ Year 3: $2.33 per square foot, totaling $15,684 per year.
The total rent for the Premises during the three-year term of the Agreement is $45,696, to be wholly funded from grant proceeds.
In addition to the base rent, the City is responsible for paying for the Common Area Maintenance (CAM) expenses, including utilities, which are estimated at $0.22 per square foot per month, totaling $1,478 per year. Therefore, the total CAM expenses for the three-year term are estimated to be $4,434. The total all in rent and CAM for the Premises for the first year will be $16,262. Considering the annual rent increases and CAM expenses, the three-year total cost is estimated to be $50,131.
The Lease is structured as a modified gross lease with the 2024 calendar year designated as the base year (“Base Year”) for common area expenses (“CAM”), excluding janitorial expenses for the Premises and utilities (“Other Expenses”). Beginning in 2025, the City is responsible for any increases in the CAMs over the Base Year expenses. There will be an annual reconciliation of the CAM and Other Expenses. The Building contains 10,000 square feet and the City’s prorate share of the Building is .6%. The City is responsible for cleaning the interior of the leased Premises throughout the term of the Lease, at the City’s expense. There is no security deposit. The commencement date of the proposed Lease will be retroactive to August 8, 2024, upon approval of the City Council.
Should the contract with ICS for the social workers end prior to the proposed three-year lease term, the Premises could also be used to accommodate current or future OHA staff.
2. Safe Parking Program ($383,000): The Safe Parking Program addresses the specific needs of individuals living in their vehicles by offering them a safe place to park overnight, combined with comprehensive case management.
On October 23, 2023, the City Council directed staff to develop a plan to open a safe parking lot to support unhoused community members living in their cars. Staff in the City Manager’s Office (CMO), Housing, Property Management, and Police worked collaboratively to develop a proposed set of parameters for the program and identify a suitable location. Super NOFO funds were awarded from the RTFH in support of such a program.
In March 2024, staff issued a request for proposals (RFP) for the Safe Parking Program. No submissions were received in response to the RFP. Consequently, staff proactively engaged the two operators of safe parking facilities in the North County region to gain insights into potential barriers that may have dissuaded proposals. Primary consideration for operators included identifying locations that offered participants easy access to services and travel routes, reducing time and costs for travel. The precise location of the Safe Parking Lot is pending determination. The operational aspects of the program at the site will adhere to the specified program parameters:
§ Capacity and Safety: The site will accommodate 30-35 vehicles. Measures will be taken to ensure safety from potential hazards and unauthorized access.
§ Amenities: The site will provide basic amenities such as portable bathroom facilities, Wi-Fi access, eating and gathering spaces, power for charging devices, lighting, and a service area.
§ Maintenance: Garbage and portable facilities will be maintained to meet demand and minimize health risks. Staff will ensure the site is clean and clutter-free, with participants responsible for their belongings.
§ Staffing and Hours: The site will have at least two staff during program hours (6:30 pm - 7:00 am) with programming from 6:30 pm to 9:30 pm. Participants can arrive anytime during these hours, with exceptions for late arrivals managed individually.
§ Services: Case management, housing navigation, and other services will be available to participants during program hours.
At this time, staff recommends that the City Council appropriate $383,000 for FY 2024-25 for the implementation of a Safe Parking Pilot Program. Upon selection of a site, staff will return to the City Council for consideration of an agreement with an operator of the Program.
3. Resolution Strategies ($90,000): Established by RTFH in 2019, Resolution Strategies offers flexible funding to assist individuals experiencing homelessness with rapid resolution through financial assistance and support. The Resolution Strategies allocation was awarded to enhance the Homelessness Diversion Program for 2024, providing additional wraparound services to empower individuals to regain stability and prevent recurring homelessness. Funds can be used for costs such as rental applications, transportation fees, utility deposits, moving costs, work-related supplies, vehicle repairs, DMV fees, utility arrears, hotel/motel stays as interim housing, and deposit payments for permanent housing.
FISCAL IMPACT
The following grant amounts will be deposited and appropriated to the following accounts:
|
Description |
Account No. |
FY 2024-25 |
|
SNOFO: Diversion Services |
836194223272.4376 (Revenue) |
$421,473 |
|
Contrib-Comm |
836194223272.5395 |
$405,211 |
|
Office Lease |
836194223272.5335 |
$16,262 |
|
Total Diversion Services |
|
$421,473 |
|
SNOFO: Safe Parking Program |
836194323272.4376 (Revenue) |
$383,000 |
|
Contrib-Comm |
836194323272.5395 |
$295,707 |
|
Materials and Supplies |
836194323272.5355 |
$87,293 |
|
SNOFO: Safe Parking Program |
|
$383,000 |
|
SNOFO Resolution Strategies |
836194523272.4376 (Revenue) |
$90,000 |
|
Materials and Supplies |
83619453272.5355 |
$90,000 |
COMMISSION OR COMMITTEE REPORT
On June 25, 2024, the Housing Commission voted 6-2-0 to recommend the City Council accept the Super NOFA award and those actions required to implement the three funded programs.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
end
Prepared by: Salvador Roman, Senior Management Analyst
Reviewed by: Leilani Hines, Housing and Neighborhood Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Resolution
2. RTFH Grant Award Letters
3. RTFH Contract Agreement
4. PSA with ICS
5. Lease Agreement with Kruger Wilkinson