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HomeMy WebLinkAboutSpec 2025-03-03 Item 8B - Update / Contracts - Asylum Seeker Response / Multiple Grant Funded ContractsCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Alayor s review Council review 3/3/25 BJM ITEM INFORMATION ITEM No. 8.B. STAFF SPONSOR: B.MILES ORIGINAL AGENDA DATE: 3/3/25 AGENDA ITEM TITLE Update on the City's ongoing response to asylum seekers in the community and to seek authorization for the Mayor to enter into contracts for the City's ongoing response. CATEGORY ® Discussion Mtg Date 3/3/25 ® Motion Mtg Date 3/3/25 ❑ Resolution Mtg Date ❑ Ordinance tl itg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Altg Date SPONSOR ❑ Council ® Mayor ❑ Adtnin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PW SPONSOR'S SUMMARY Administration is asking the City Council to authorize the expenditures and contracts, subject to review and approval by the Mayor and City Attorney, in the amounts shown in Table "A" of the staff memo. REVIEWED BY ❑ Trans&Infrastructure Svcs ❑ Community Svcs/Safety ❑ Finance & Governance ® Planning & Community Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: N/A COMMITTEE CHAIR: N/A RECOMMENDATIONS: SPONSOR/ADMIN. Mayor's Office, Strategic Intiatives Commi "I EE N / A COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED $$1,095,423 AMOUNT BUDGETED $N/A APPROPRIATION REQUIRED $$1,095,423 Fund Source: GRANT FROM THE STATE OF WASHINGTON AND/OR KING COUNTY Comments: MTG. DATE RECORD OF COUNCIL ACTION 3/3/25 MTG. DATE ATTACHMENTS 3/3/25 Informational Memorandum, dated February, 22, 2025 PowerPoint Presentation 187 188 City of Tukwila Thomas McLeod, Mayor INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Brandon Miles, Mayor's Office CC: Thomas McLeod DATE: February 22, 2025 SUBJECT: Update on Asylum Seeker Response ISSUE City Administration would like to provide an update on the City's ongoing response to asylum seekers in the community and to seek authorization for the Mayor to enter into contracts for the City's ongoing response. BACKGROUND In the Spring of 2023, a large number of asylum seekers began to seek services at the Riverton Park United Methodist Church (RPUMC) in Tukwila. In October of 2023, the City overwhelmed by the need at RPUMC, declared an emergency. At the time there were nearly 350 people living at RPUMC, both indoors and in small tents on the property. City Response Following the City's emergency declaration, the City began a coordinated, multi -department response to what was growing into a humanitarian crisis at RPUMC. The City contracted with Innovative Impact Strategies (i2), a firm experienced in working with unhoused individuals, to assist the City with the site conditions at RPUMC and to work on the City overall response. Based on the recommendation from i2, the City began to take immediate actions to improve the conditions at RPUMC, including renting a FEMA style tent to provide better short-term housing for people at the site. INFORMATIONAL MEMO Page 2 - ra' j .-=. The City also began to advocate to the State of Washington for a statewide system to address the growing influx of asylum seekers coming to Tukwila and Washington State. As part of last year's legislative session, the State directed the Office of Immigrant and Refugee Assistance (ORIA) to assume responsibility for the statewide response. Additionally, funds were allocated to ORIA to set up the WA -MASS system, which launched in October of 2024. The WA -MASS program has the Immigrant Rescue Committee (IRC) serving as the initial triage agency for asylum seekers. Unfortunately, there was a significant backlog in getting people through the system. Additionally, there was no short-term sheltering available, and many new arrivals seem to have been directed towards RPUMC for shelter. The lack of shelter for unhoused individuals regionwide also creates capacity issues for asylum seekers. The City of Tukwila also received an appropriation of $2.5 million from the State of Washington to assist with the City's response. The funds are only available for expenses incurred after July 1, 2024 and funds must be expended by June 30, 2025. Of the funds, $1.875 million must be used for housing and $500,000 is eligible to be used to reimburse the City for direct and indirect costs . Relationship with RPUMC and City The City contracted with i2 to begin to draw down the people living in the white tent. At its peak, there were nearly 70 people living in the tent. By October of 2024 i2 and the city were able to help people in the tent find better housing options and locate new shelter space. The tent was removed at the end of October. The City also continued to work to assist RPUMC with drawing down those living inside the building. The City's Building Official and Fire Marshall have significant concerns with the number of people sleeping inside the main building. There are a significant number of building and fire code issues with the church building, including a kitchen that does not have a commercial hood. 1 The Washington Department of Commerce takes an administrative fee of $125,000 from the award. 189 INFORMATIONAL MEMO Page 3 To assist RPUMC, the City's Building Official created a floor plan and identified the maximum number of people that safety sleep in the building at 37 individuals2. The City has offered to assist RPUMC reduce the numbers in the building by funding staff at RPUMC, paying for long term rentals, and paying for capital improvements to the building that improve safety. The City would use the State funds outlined above to pay for the improvements. The City funds would be conditioned on RPUMC reducing the numbers of people sleeping indoors to 37 and an agreement not to backfill above the 37 number. RPUMC will not agree to this limit on the people sleeping indoors. As of February 12, 2025, RPUMC self -reported 60 people sleeping indoors. The City's Building Department and Puget Sound Regional Fire reported 65 people sleeping indoors that same night after conducting a planned walkthrough. Initially, there was progress in lowering the numbers at RPUMC, even without an agreement. Staff was optimistic the numbers would get at or below the 37 number. However, in early January there was a significant spike in the numbers and City staff expressed our frustration to RPUMC with the current situation. Following that meeting, RPUMC refused to continue weekly meetings with the City regarding site conditions. Econo Lodge Since Spring of 2024, the Econo Lodge at 13910 Tukwila International Blvd has housed asylum seekers. Several of the families were placed by RPUMC. RPUMC was unable to pay for some of the initial rooms, with RPUMC and Access to Our Communities3 disagreeing on what was owed through June of 2024. In October there was another large move of people to the site and it's unclear who or which organization authorized the move. Following the October move, the City began to take an active role at coordinating the site, similar to the work occurring at RPUMC. The City's consultant, i2 completed a detailed census on the property to understand the situation of the people living there and to identify possible housing alternatives. The City Council authorized funding for December and January to pay for rooms at the Econo Lodge. This allowed i2 time to begin looking for alternative housing options and working with ATOC to move people out. Through a collaborative effort with ATOC, the City and i2 have moved @ people from Econo Lodge and currently only @ rooms are still being used by asylum seekers. Several families were moved by the City from the Econo Lodge to the Interurban Suites in the Tukwila. Setting Up a Network of Support i2 and the City have worked to set up a network of churches willing to provide safe and culturally appropriate congregated sheltering for asylum seekers. The City currently has two churches under contract to provide sheltering in Pierce County and i2 is working to bring on an additional two churches into the system. These churches can provide housing and support services at a significant value compared to placing people in hotels or long-term housing. Additional Grants 2 This should not be confused with the "occupancy load" for the building, which can be higher during the daytime. 3 Owners of the Econo Lodge. 190 INFORMATIONAL MEMO Page 4 The City received additional funds from King County of $2 million for homelessness and asylee response. These funds allow the City to get reimbursement for some expenses from late May of 2024 through December of 2025. The City was also notified by ORIA that the City was going to receive an additional $1 million from the Federal government through FEMA. These funds were eligible to be back dated to October, 2023. With the change in Administration and recent actions by the Federal Government, it's unclear if these funds are still going to be made available to the City. Financial Impact To Date The City began tracking its cost, including staff time, in the fourth quarter of 2023. Period Amount Notes 2023 Total Expenses $163,092 Expenses prior to July 1, 2024 are not eligible to be reimbursed under the State Grant. The City may get some of the expenses reimbursed under the Federal or County grant. 2024 Expenses Through June: $501,020 2024 Expenses from July 1 through December 31, 2024: $799,703 Housing expenses will be 100% recovered. City expenses will be reimbursed up to $500,000 from July 1, 2024 through June 30, 2025. 2025 estimated expenses from January 1, 2025 through February 28, 2025. $218,536 Housing expenses will be 100% recovered. City expenses will be reimbursed up to $500,000 from July 1, 2024 through June 30, 2025. Total: $1,682,351 General Fund (May not Be Reimbursed): $664,112 This is the total of the funds and staff time that occurred prior to July 1, 2024. If the City does not receive the Federal grant, these funds will not be reimbursable. Previous Expenses Eligible for Reimbursement: $1,018,239 $1,682,351-$664,112 To get through June of 2025 an additional $1,095,423 is forecasted to be needed in funding authorization. These funds will go to housing support, contracted services with i2 Strategies, supporting the shelters that have been set up, rental assistance, and direct client assistance funds. All expense shown below are eligible for reimbursement from the various grants the City has in place. Table A Entity Name Contract No. Current Amount of Agreement Requested Increase New Amount Notes First United Methodist Church of Tacoma 24-138 $58,000 $105,000 $163,000 Temporary Housing. 191 INFORMATIONAL MEMO Page 5 ATOC Various Contracts $432,000 $50,000 $482,000 Temporary Housing. Interurban Suites Not Yet Assigned $58,000 $273,000 $331,000 Temporary Housing. SureHouse 25-055 $58,000 $81,000 $139,000 Temporary Housing. New Covenant Church 25-050 $58,000 $81,000 $139,000 Temporary Housing. House of Shalom Not Yet Assigned $0 $80,000 $80,000 Temporary Housing Bryn Mawr United Methodist Church Not Yet Assigned $0 $80,000 $80,000 Temporary Housing. I2-Strategies 23-166 $400,000 $345,423 $745,423 Supportive services and pass through funds for rental assistance and direct client assistance. The total estimate expenditure since the City started tracking expenses for the asylum response is estimated to be $2,427,774 of which staff is estimating that $2,113,662 (this includes the requested amount increases outlined above) will be reimbursed by the various grants the City has secured. The final amount is still dependent on if the City will be able to secure the FEMA grant which will allow the City to backdate some expenses back to October of 2023. Staff believes that the $2,113,682 is a conservative number and does not depend on the Federal funds being made available. Source of Funds Amount of Revenue Notes Washington State Commerce Grant $1,875,000 Housing funds. Only reimburses eligible expenses from July 1, 2024 through June 30, 2025. Department of Commerce takes an administrative fee of $125,000 $500,000 City Expenses. Only reimburses eligible expenses from July 1, 2024 through June 30, 2025. King County Grant $2,000,000 Various Uses. Only reimburses eligible expenses from May, 2024 through December, 2025 Total Funds Available $4,375,000 192 INFORMATIONAL MEMO Page 6 Eligible Expenses Charged to the City from July 1, 2024 through February, 2025. ($1,018,239) Additional Spending Authorization Being requested on March 3 ($1,095,423) Total Estimated Eligible Expenditures from July 1, 2024 through June, 30, 2025. ($2,113,662) Total Remaining Grant Funds (State and County Only() $2,261,338 $4,375,000+(2,113,662) Other Activities Staff is also exploring standing up a tiny home village in partnership with the Low Income Housing Institute and Church By the Side of the Road. At this time staff is not seeking Council authorization to move forward with the village and plans to come back to the City Council with a briefing and contract authorization. Additionally, the City is not requesting any funding for RPUMC at this time given that we are have been unable to secure an agreement regarding the allowable number of people that can sleep in the church. RECOMMENDATION Administration is asking the City Council to authorize the expenditures and contracts, subject to review and approval by the Mayor and City Attorney, in the amounts shown in Table "A" of this memo. ATTACHMENTS • PowerPoint C:\Users\andy-y\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\DWVWM4YX\Info Memo Asylum Seekers.docx\\Tukdata2k121City 193 Tukwila Asylum Seeker Response: Program Updates & Funding Authorization Request MARCH 3, 2025 Vision Create a safe environment for families and children accessing asylum seeker services Increase resource access to shelter/housing for asylum seekers Asylum seekers services are tailored to their unique needs Agenda Overview of asylum seeker services network established by the City of Tukwila. Riverton Park United Methodist Church Updates .® EconoLodge Updates Funding Authorization Request Asylum Seeker Shelter & Housing Network Goal to create safe environments for families and children accessing resources. The City has contracted for shelter & housing services — this directly increases shelter beds and supportive services for asylum seekers. The City has a spectrum of housing options and opportunities available. Shelter & Housing Services r Stability Site Temporary Placement (� Permanent Housing Riverton Park United Methodist Church EconoLodge Hotel Alternative Location Interurban Hotel SureHouse New Covenant Hilltop House Bryn Mawr Rental Assistance Program Direct Client Assistance Housing Navigation Shelter & Housing Services Framework: Housing Stability Asylum Seeker Services Network Shelter & Housing Service Description ■ Number of Beds The Bridge — First United Methodist SureHouse New Covenant Interurban Hotel House of Shalom Bryn Mawr Rental Assistance Program Shelter for Singles & Couples Shelter for Families Shelter for Families Temporary Hoteling Transitional Housing — Large, two story home Shelter for Families Short-term rental assistance program for working households who need assistance to stabilize in their new homes 15 beds 15 beds 15 beds 30 beds 8 beds 6 beds 10 households N 0 0 Riverton Park United Methodist Church Updates Census: As of 2/21/2025 Total: 65 individuals Updates: • City staff conducted a building analysis and provided RPUMC with a safe, maximum capacity indoors — 37 individuals • City staff continue to conduct fire -life safety inspections and issued a Notice of Violation & Order Ongoing Challenges: • The City offered funding to RPUMC to increase supportive services for asylum seekers, but RPUMC has not complied with the capacity limit provided by the City's Building Official and the number of households sleeping indoors continues to increase • There are outstanding, significant fire -life safety violations that have not been resolved — significant risk to families and children Econo Lodge Hotel Census: As of February 24, 2025 11 rooms are being used, for a total of 42 individuals Updates: • I2-strategies continues with downsizing efforts onsite: 39 rooms (125 individuals) 4 11 rooms (42 individuals) • Households have moved into Tukwila's Shelter & Housing Services Network , permanent housing, or alternative housing with community programs • The City funded ATOC for hotel rooms used by asylum seeker households for a total of $432,000. Ongoing Challenges: • Larger families are taking a longer time to find adequate housing and placement matches • Identification of affordable housing options for newly working households • School transportation and enrollment challenges for both children and parents (ESL classes) Expenses Through February, 2025 Period —11 2023 Total Expenses 2024 Expenses Through June: 2024 Expenses from July 1 through December 31, 2024: 2025 estimated expenses from January 1, 2025 through February 28, 2025. ota : General Fund (May not Be Reimbursed): Previous Expenses Eligible for Reimbursement: $163,092 Expenses prior to July 1, 2024 are not eligible to be $501,020 reimbursed under the State Grant. The City may get some of the expenses reimbursed under the Federal or County grant. $799,703 Housing expenses will be 100% recovered. City expenses will be reimbursed up to $500,000 from July 1, 2024 through June 30, 2025. $218,536 Housing expenses will be 100% recovered. City expenses will be reimbursed up to $500,000 from July 1, 2024 through June 30, 2025. $1,682,351 $664,112 This is the total of the funds and staff time that occurred prior to July 1, 2024. If the City does not receive the Federal grant, these funds will not be reimbursable. $1,018,239 $1,682,351-$664,112 Entity Name Contract No. Current Amount of Agreement Requested Increase New Amount First United Methodist Church of Tacoma Interurban Suites SureHouse New Covenant Church House of Shalom Bryn Mawr United Methodist Church I2-Strategies 24-138 Various Contracts Not Yet Assigned 25-055 25-050 Not Yet Assigned Not Yet Assigned 23-166 $58,000 $432,000 $58,000 $58,000 $58,000 so so $400,000 $105,000 $50,000 $273,000 $81,000 $81,000 $80,000 $80,000 $345,423 $163,000 $482,000 $331,000 $139,000 $139,000 $80,000 $80,000 $745,423 Temporary Housing. Temporary Housing. Temporary Housing. Temporary Housing. Temporary Housing. Temporary Housing Temporary Housing. Supportive services and pass through funds for rental assistance and direct client assistance. Source of Funds Washington State Commerce Grant King County Grant Total Funds Available A i • t of Revenue $1,875,000 Housing funds. Only reimburses eligible expenses from July 1, 2024 through June 30, 2025. Department of Commerce takes an administrative fee of $125,000 $500,000 City Expenses. Only reimburses eligible expenses from July 1, 2024 through June 30, 2025. $2,000,000 Various Uses. Only reimburses eligible expenses from May, 2024 through December, 2025 $4,375,000 Eligible Expenses Charged to the City from July 1, 2024 through February, 2025. Additional Spending Authorization Being requested on March 3 ($1,018,239) ($1,095,423) Total Estimated Eligible Expenditures from July 1, 2024 through June, 30, 2025. Total Remaining Grant Funds (State and County Only() ($2,113,662) $2,261,338 $4,375,000+(2,113,662)