HomeMy WebLinkAbout2013-0204 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, February 4, 2013
Siskiyou Room, 51 Winburn Way
5:30 p.m. Study Session
1. Look Ahead review
2. Discussion of Housing Needs Analysis
3. Follow up report on the resource center RFP
4. Review of Mayor and Council FY2013-2015 proposed budget
Following the Study Session the City Council will hold an Executive Session regarding
real property transaction pursuant to ORS 190.660.(2)(e), and exempt public records
pursuant to ORS 190.660.(2)(f).
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
City of Ashland Couni eeting Look Ahead
• *****THIS IS A DRAFT AN9wJECT TO CHANGE"•" •
Departments ss CC BDGT SS CC as CC BDGT BDGT SS CC as CC Goof Boor SS CC as CC ss CC as CC
Ra~p.nsilbla 2118 2/19 2121 314 315 3118 3/19 312a 3124 411 412 4115 4116 4117 4118 516 517 5120 5121 613 614
617 6118
Fzdia] ~St'utl~fSesaio TCaucelletlrtlueTtZP.reef8entl>TDa S ~ f2Tie]
12+91-Reuular COIUnLIIIMIeefin~ 9i 9293
1 Resolution authorizing Dave Lohman to represent the city in Mt Legal CONS
Ashland issues Davitl
2 AFR Cost recovery Fees (John) Fire PH ORD-2
OR61
3 Update from Homelessness Steeds Committee Bill CD NEW
4 Economic Development Plan update Bill or Adam CD or Admin NEW
5 Quarter) financial report Lee Finance NEW
6 Approval of a letter of intent between Asente Health, ACH, ACH NEW
Foundation and COA Dave K. Admin
122,11 -BOd et~COmmitteelkickoff/hainin ~ - ~ ~ F2kiF
93)41 9~St'utl'TSesaiTinT ilSiski olRoom T~ ~ 9~ 999§ 99~ [K30I
7 Discussion of ossible ordinance re ardin VRBOs Bill CD ~ -E> ecutieTSessio 8 For Performance Evaluation of a Public Officer (ORS 190.660 2 1 and Liti ation u date
ORS 190.660 2 h
§3751-Re uular7CouncHIMeetin [3/51
9 Climate Chan a Awareness Proclamation? Ma or Admin PROC
10 Ordinance adopting new Transportation System Plan (Mike/ Bill) PW CD ORD-2
11 AFR Cost recova Fees JohFire ORD-2
1341181 ~StudylSession il5iski ou Room' 991 93iJ8
13(19] eke ulanCouncitiMFetin 991 awls]
1320] Bud etTCOmmittee - social avcs. rants revie7 991 9~ 9i §3201
13231 Bud edCOmmittee • social avcs. rants revie7 9i 9i 9i 9i 93231
94;11 ~St'udZBesssIoTITSRki oulRoom 1• 9i 9i 9i 9~ 9i (4.i[
9421-Re uulaZCouncitlMe`atin~g 99~ 9i 9i 9i 94121
12 Public Hearin on Annual CDBG Grants Awards Bill CD PH
(41; 51 ~StudTSeasion inTSiski ouTRoum' - 9i 9i 9i 9i 9i 991 991 991 95ei 53
(an 61 ~ReulaaCOUnciITMe'ettn~ 9i 9i 9i 9i 9i 9i 9i 9i 9i 9i 94716]
13 Annuals ointments forcommissions/committees Barbara Recorder CONS
14 Annual report on crime (Terry) Police CONS
(47:t7] Bud etTCommittee - EconlBfC'ul ural rf-antsTrevie7 9~ 9~ 9i 9i 9i 9i 9i 941171
(mrel ~BUd e-tT Committee - Eco-nTBTCUltural ral- ntsTrevie7 [47J6]
95/619999999995-tudTSe ssio11T iZSiiilii ou UP 1• 9~ 991 9i 9i 999§ 9i 99191 [ssl
959A ~Ae uulaa-r CouneillM;eti"'[5P>
Page 1 of 2 1§112013
City of Ashland Council Meeting Look Ahead
-THIS IS A DRAFT AND SUBJECT TO CHANGE'''''
Departments Responsible 2118 2119 2121 314 315 3118 3119 3120 3121 411 412 4115 4116 41W 4118 56 517 5120 Sol 613
614
5/207 Sttud-YTSessi-o-nT(inTSiskiOUROO'm7~-~~~~~ II~I~I~71~~~~1~[srzo
15/ilil ~Re uul-ar CouncfllMeetin'~ lsrz 7
W131 St'utl'TSassioTilSi'aki~ROO'mF~~~~
[9L4 -Re ulTCOUnciklNeeti~ng[s14
15 Public hearing on ordinance to levy taxes for Fy14&15 (Lee) Finance PH
ORD-1 ORD-2
16 System development charges update for water, sewer, and PW PH
transportation Mike
17 Resolution to uali for state revenues Lee Finance RES
19 Resolution to receive state revenues Lee Finance RES
19 Resolution sattin a ro nations lee Finance RES
[c137 ~5t'ud session in ffiski OUROOm
96/.1e1 ~Re uul-arTto ncillMeetin~
20 Public hearing on ordinance to le taxes for FV14&15 Lee Finance ORD-2
Tel%Cm F lp~pm 2 8 Room olwey
Gtwsnn of of ngW gIMgsmmn00l me]Ipl - ms~q
Wp N~pam491 e~pt
OrUineme [MnOea r r W eNinO M80 zonup
Wy uN M1c4ry for tt
PuvnWnof CnM.,f an to to tYll lot s el welm Meatrutlure mtl~rnrls mnsemlcn aM Mp
.1. 1. lm d
bs IwHrrteme IMMCwIS wM oe
• •
Pege 2 of 2 •12013
CITY OF
ASHLAND
Council Communication
February 4, 2013, Study Session
Housing Needs Analysis
FROM:
Linda Reid, Housing Program Specialist, Planning, reidl@ashland.or.us
SUMMARY
The City Council has requested this study session to discuss the proposed Housing Needs Analysis
(HNA), which upon adoption, would become a technical report referenced within the Ashland
Comprehensive Plan.
BACKGROUND AND POLICY IMPLICATIONS:
The 2012 HNA provides a projection of housing need based on past, current, and future demographic
trends and relates the housing needs of those future populations to the reality of Ashland's available
land inventory based on data from the Buildable Lands Inventory. To be consistent with the
methodology used in completing the 2002 HNA, the 2012 HNA also utilized the Housing Needs
Model, which specifically links income and age characteristics to the need for various housing types by
price, density, and location throughout the community. The Planning Commission reviewed the draft
HNA on October 9, 2012 and forwarded a recommendation to the Council to approve the HNA with
proposed clarifications that have been included in the draft as presented to the City Council. The City
Council held first reading of the ordinance on November 6, 2012, and postponed approval of second
reading at its December 4, 2012 meeting.
During review at first and second reading Councilors raised several questions. Specifically, concerns
were raised regarding: whether the RNA needed to be adopted by ordinance; the validity of the data
sources; the impact of the student population on the data; income and affordability measures; and the
identified potential strategies.
Is the HNA required and should it he in the Comprehensive Plan?
• An HNA is required by the State for cities with populations over 25,000. Ashland is not
required by the State to complete an HNA; however as is the case for Cities larger than
Ashland, the data presented in the analysis is useful when considering future legislative
changes or evaluating projected land supply for various housing types.
• The public hearing opportunities provided through this adoption process afford residents,
advisory commissions and other interested parties the ability to comment upon, challenge, and
inform the analysis.
• Upon approval the HNA becomes a technical reference document included in the appendix of
the Comprehensive Plan that may be referenced in future planning actions (legislative policy or
annexation/zone change proposals). The Comprehensive Plan explicitly states that such
Page 1 of 3
1I,
CITY OF
ASHLAND
technical reports shall not create policy but provide a source of information to inform
community dialogue concerning potential policy changes.
Are the sources of data statistically valid?
• The 14NA was completed in a manner consistent with State requirements for an HNA and
Oregon Land Use Planning Goals.
• Both 2010 Census data and American Community Survey Data are collected by the United
States Census Bureau and both are statistically significant.
• Staff utilized data that paralleled the data used to compile the 2002 HNA, as the 2010 effort
was an update of the 2002 document. Consequently staff recreated tables and datasets
contained in the 2002 HNA using the same data sources where possible to compare changes
over time.
• Data inputs for the Housing Needs Model were obtained from the 2010 Census. The housing
Needs Model utilized in compiling the 2002 HNA utilized 2000 Census data.
What is the impact of the Student Population on the data?
• Students who are permanent residents of the community are included in the data used in
determining median income and population demographics.
• The 2010 Census operates on the idea that people should be counted at their usual address.
According to census rules, people should be counted at a residence if they: Live or stay at the
residence most of the time; Stayed there on April 1, 2010, and had no permanent place to live;
Stay at the residence more time than any other place they might live or stay. The Census
Bureau included a question in the 2010 Census form asking whether each person sometimes
lives or stays somewhere else. For those who answer "yes," the options include "in college
housing." Census officials use this question to help them determine the correct address for
everyone who is counted and avoid counting college students more than once, at both their
parents home and college residence.
• 2010 Census counted 783 College/University students in group housing. The 2010 Census
records the total population of Ashland at 20,078. By this measure students living in group
quarters make up 3.9% of the total population.
• In a Fall 2012 list of students enrolled in any class at SOU (excluding dual high school credit
students) by mailing address identified 2,376 individuals who identified as residing in Ashland.
The 2011 Census estimate of Ashland's population was 20,232, by this measure individuals
who identify as students made up 11.7% of the population. The 2012 PSU Population
Research Center population estimate for Ashland was 20,325. By that measure, individuals
who identify as students made up the same proportion of the population.
Why use the Median Family Income and the standard that housing costs not exceed 30% income?
• Estimates of median income are developed by the Department of Housing and Urban
Development using the 2006-2010 American Community Survey. This measure of median
family income for each locality is used as the basis for local, state, and Federal programs.
• Use of the Medford-Ashland MSA measure of Median Income and the 30% housing
affordability standard is consistent with multiple sections of the existing Ashland Land use
code and with the standards set forth in many state and federal definitions and programs.
Page 2 of 3
CITY OF
ASHLAND
Why these Potential strategies?
• Many of the potential strategies outlined in the 2010 HNA were carried forward from the
approved 2002 HNA.
• . Through the review process the Housing and Planning Commissions made suggestions that
were incorporated into the final draft.
• Potential strategies area jumping off point for future discussion and do not constitute policy
directives. Any future legislative action would require Council direction, would be subject to
Housing and Planning Commission review and ultimately City Council review and approval.
FISCAL IMPLICATIONS:
N/A.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends scheduling a continuation of second reading to adopt the HNA.
SUGGESTED MOTION:
N/A.
ATTACHMENTS:
Please see council packet from December 4, 2012, for copies of the 2012 HNA update and Exhibit B,
Comp. Plan Amendment.
Page 3 of 3
~r,
CITY OF
ASHLAND
Memo
DATE: 1/30/2013
TO: Dave Kanner, City Administrator
FROM: Linda Reid
RE: Resource Center RFP
As per City Council request, housing program staff contacted several non-profit organizations that serve
homeless populations and asked them to reply to some prompts. Staff sent a-mails to 10 Social service
agencies and received 5 responses. Staff posed four broad questions:
• Why no social service providers responded to the RFP?
• What the City could have done differently?
• What the City could have included/or removed from the RFP to make it more feasible/appealing
to providers?
• Would your agency respond to a new RFP that addressed your organizational needs more
specifically or offered different resources?
While all of the replies contained elements that were specific to individual organizations some consistent
themes were expressed:
• City's contribution insufficient to cover annual operational costs (i.e. specifically staffing costs)
• Amount of funding
• Sustainability-Agencies would be taking on too much financial risk could not ensure that the
center would be self sustaining after two years.
• Scope of services were too expansive (size of the scope required at least one but more likely two
staff people)
• Agency capacity-most agencies would need to add staff and or volunteers
• Some respondents were open to responding to an RFP in the future, however it was suggested
that the City host some brainstorming sessions at the commission level and/or convene a meeting
of agencies to gain feedback about what they could and would provide.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541488-5305
20 E. Main Street Fax: 54148&6006
Ashland, Oregon 97520 TTY: 800-735-2900=,
x .ashland.or.us
i
Zimbra Page 1 of 1
Zimbra reiell@ashland.orm;
+ Font Size -
Re: City RFP question - please use this version
From : Fran Adams <fadams@sonlc.net> Fri, Jan 18, 2013 06:17 PM
Subject : Re: City RFP question - please use this version
To : Linda Reid <reidl@ashland.or.us>
Because we are a new organization, Options for Homeless Residents of Ashland could not apply due to the "prior experience" clause.
Also, both because of being new and being a local non-profit, OHRA lacks the cash reserves to cover start up and operational costs.
If the city would cover all costs for the first year, and provide the $50,000 proposed for the second year, we believe we could raise
funds to cover operational costs thereafter, provided only one professional caseworker were required.
The RFP as written seems to require two caseworkers. To reduce the specialized work to the amount one caseworker (plus a trained
volunteer or aide) could handle, it would be necessary to move the "Job training skills and occupational therapy" requirement Into the
"Provide space for" category of the RFP, and delete the food pantry requirement.
Adequate food pantries already exist In Ashland, as well as places to obtain hot meals on most days. Even a small food pantry would
take floor space and time that Is needed to support the other elements of the RFP.
Could the "Storage lockers" requirement be phrased more flexibly, so that lockers need not be purchased? (Perhaps a claim check
system with a locked room accessible only by the site manager would work as well, at lower cost.) No matter the storage system, the
center management needs to be allowed to limit the volume and type of items stored, and the length of time they are stored.
Fran Adams
On 1/16113 3:27 PM,. Linda Reid wrote:
Thar Social Service Providers,
As sonic of you are aware, I have been asked by the City Council to solicit feedback from you regarding the RFP issued by the
City late last year for the development of a resource center. Specifically, City officials were curious to know; Why no social
service providers responded to the RFP? What could the City have done differently? What die City could have included/or
removed from (lie RFP to make it more feasable/appealing to providers? And lastly, would your agency respond to a new
RFP that addressed your organizational needs more specifically or offered different resources?
I have spoken with sonic of you already, but I would welcome phone calls or a-mails to talk about this in greater detail if you
would like. I will be using your feedback to compile a report to the Council on your impressions of the UP and any aspects of it
that you would have liked to seen included or removed. At this point I do not know whether another RFP will be issued.
Thank you all for taking the time to read and respond to this c-mail. Your feedback is greatly appreciated.
Linda
Linda R, Reid, housing Program Specialist
City of Ashland, Housing Division
20 E. Main, Ashland, Oregon 97520
541-552-2043, TTY - 800-735-2900 FAY - 541-552.2050
This email transmission is official business of the City of Ashland , and it is subject to Oregon Public Records Law for disclosure
and retention. If you have received this message in error, please contact me at (541) 552-2043. Thank you.
i
I
https:Hzimbra.ashland.or.us/zimbra/h/printmessage?id=39747 1/22/2013
Zimbra Page 1 of 1
Zimbra reldl@ashland.or.u:
+ Font Size -
Re: City RFP question
From : Mary Ferrell <mary@maslowprojed.com> Wed, Jan 16, 2013 03:45 PM
Subject : Re: City UP question
To : Linda Reid <reidl@ashiand.or.us>
Cc : Karen Phillips <development@maslowproject.com>, Lacey Renae
<Lacey@rnaslowprojecLcom>
Hi Linda,
Speaking on behalf of Maslow Project, we did not apply because the RFP was specific to Capital costs only. Our efforts are to best
collaborate with community partners (our programs Is more about our service and 1Yh8S we deliver than where we deliver those
services) and we intentionally are trying to build a sustainable model that has as low of overhead as possible-so funds go directly
where they are needed: homeless youth. We put out the message to the larger adult-serving agendes that we would certainly wish
to be a partner In any such effort-to take referrals for the youth who were Identified and serve them (not to receive funding).
However, obviously no other agencies pursued an application so there was not an opportunity to follow up. If the RFP had placed
funding priority on maximum impact to the target population-we probably would have applied. We are not looking to create a drop-in
center (as that is not always a successful model to move homeless youth toward self-sufficiency) rather we opt to utilize the
established best-practice of "meeting them where they are at" to provide services-so working out of schools, through churches, or
other social service agencies-which also best maximizes community supports and reduces duplication of services.
I hope that helps from our perspective at least. Feel free to call me if you need any clarity or further feedback.
Mary
On Wed, Jan 16, 2013 at 3:27 PM, Linda Reid <reldlfmashland.or.us> wrote:
Dear Social Service Providers,
As some of you are aware, l have been asked by the City Council to solicit feedback from you regarding the RFP issued by the City late last year
for the development of a resource center. Specifically, City officials were curious to know; Why no social service providers responded to the
P? What could the City have done differently? What the City could have included(or removed from the UP to make it more
leasable/appealing to providers? And lastly, would you agency respond to a new UP that addressed your organizational needs more
specifically or offered different resources?
I have spoken with some of you already, but 1 would welcome phone calls or a-mails to talk about this in greater detail if you would like. 1 will be
ing your feedback to compile a report to the Council on your impressions of the RFP and any aspects of it that you would have liked to seen
included or removed. At this point I do not know whether another RFP will be issued.
hank you all for taking the time to read and respond to this e-mail. Your feedback is greatly appreciated.
llda
Linda It. Reid (lousing Progr:an Specialist
City of Asblmtd , Horsing Division
0 E. plain, Ashland, Oregon 97520
541-552-2043 1TY - 800-735-2900 FAX - 541-552-2050
This email transmission is sdlicial business of the City of Ashland ,cord it is subject to Oregon Public Records Law for disclosure and retention. If
you have received this message in error, please contact me at (541) 552-2043.' than: you.
Mary Ferrell
Executive Director
Maslow Project
541-608-6868
' I
https://zmbra.ashland.or.us/zimbra/h/printmessage?id=39646 1/16/2013
Zimbra Page 1 of 2
Zimbra reldl@ashland.orm:
+ Font Size -
RE: City RFP question
From : Kevin Lamson <kevin@heartsvithamisslon.org> Thu, Jan 17, 2013 03:38 PM
Subject : RE: City RFP question
To :'Linda Reid' <reldl@ashland.or.us>
HI Linda,
I
I wanted to respond to your question as to why Hearts With A Mission did not respond to the REP. Ovr primary reason was we are still a very
young organization that is trying to maintain our direct focus on the homeless youth population. We currently provide shelter to youth who are
from Ashland, but the distance to attend school can often become a barrier with them seeking refuge here in Medford. We have been working on
different solutions to this problem, but keep coming back to it makes the most sense to replicate another shelter in Ashland, but on a smaller
scale than our current location. We feel fairlyconfidant Ashland would supportthe building of a shelter, but then sustainability becomes an issue.
We believe we could run all the administrative out of Medford, and staff a 6 bedroom youth shelter in Ashland for $150,000.$180,000 a year. We
believe we have most of the kinks worked out with running a successful operation, but expansion (due to sustainability) would not be feasible
right now. Our goal has always been to not create something without a sustainability plan to keep it open. We feel our expertise is with the
homeless youth population, and we would would be willing to discuss any future potential opportunity to work with homelessyouth directly in
Ashland with providing temporary shelter.
Hope this helps. Havea great dayl
Kevin Lamson -
Executive Director
Hearts With A Mission
521 Edwards
Medford, Oregon 97501
Phone: 541-646-7385
Cell: 541-261-2625
Fax: 541-732-4833
keylif heartswithamIssion.ora
www.heortswliha misslon.ore
From: Linda Reid fmallto:reldl(luashland.or.us1
Sent: Wednesday, January 16, 2013 3:27 PM
To: Kevin Lamson; Jackie Agee; Kate eaxted (katebexted(ftmail.comJ; Anna D'Amato; Bryce Brooks; Mary Ferrell; Katie Shepard;
Jan Sanderson Taylory'Jschad; Heather Hoyle; chadmccomas; Pat Murphey; Fran Adams; Dempsey Haller"dennissvdp
Cc: Rich G.
Subject: City RFP question
Dear Sodal Service Providers,
As some of you are aware, I have been asked by the City Council to solicit feedback from you regarding the RFP issued by the City
late last year for the development of a resource center. Spedfically, City officials were curious to know; Why no social service
providers responded to the RFP? What could the City have done differently? What the City could have included/or removed from the
UP to make it more feasable/appealing to providers? And lastly, would your agency respond to a new RFP that addressed
your organizational needs more specifically or offered different resources?
1 have spoken with some of you already, but I would welcome phone calls or a-malls to talk about this In greater detail if you would
like. I will be using your feedback to compile a report to the Council on your impressions of the RFP and any aspects of it that you
would have liked to seen Included or removed. At this point 1 do not know whether another RFP will be Issued.
Thank you all for taking the time to read and respond to this a-mall. Your feedback is greatly appreciated.
Linda
Linda R. Reid, Housing Program Specialist
https://zimbra.ashiand.or.us/zimbra/h/printmessage?id=39698 1/17/2013
Zimbra Pagel of 2
Zimbra reidl@ashland.or.u:
± Font Size _
Re: City RFP question
From :Jacquelyn Agee <Jacquelyn.Agee@usw.salvationarmy.org> Fri, Jan 18, 2013 02:35 PM
Subject : Re: City RFP question
To : Linda Reid <reidl@ashland.or.us>
Cc : Martin Cooper <Martin.Cooper@usw.salvationarmy.org>, Nancy Cooper
<Nancy.Cooper@usw.salvationarmy.org>
Linda:
Two years ago when The Salvation Army began talking to the City of Ashland about what we could do for the homeless In Ashland,
we were In a different position finandally than we are now. Our plan was to use reserve funds to run It for the first two years which
would give the community time to see It as a valuable asset and to begin to support it financially. We were also envisioning
something more modest than what the City put forth in the RFP. In the meantime, our needs at our transitional living facility, Hope
House, in Medford have become greater and we are using reserve funds to add staff at Hope House to improve our programs for
homeless families.
What the city Is asking for would require a minimum of two full-time staff and that coupled with other associated expenses, we
determined that It would cost us a minimum of $150,000 annually to run a Resource Center. Even factoring in $50,000 from the City
each year, that still leaves $100,000 in annual operating costs that we would be our responsibility. We simply can't take on that level
of financial risk at this time.
I hope this answers your questions. Let me know If you need anything further from me. Thanks.
Jackie
Jackie Agee
Development Director
The Salvation Army
304 Beatty St., Medford, OR 97501
541-773-6965
Jacquelyn.agee@usw.salvationarmy.org
From: Linda Reid <reidl@ashland.orus>
To: Kevin Lamson <kevin@heartswithamission.org>, Jackie Agee <Jacquelyn.agee@usw.salvatlonarmy.org>, "Kate Bexted
(katebaxted@gmail.com)" <katebaxted@gmail.com>, Anna D'Amato <adamato@community-works.org>, Bryce Brooks
<bbrooks@communlty-works.org>, Mary Ferrell <mary@maslowproject.com>, Katie Shepard <kshepard@or.easterseals.com>, "Jan
Sanderson Taylor\\\"Jsrhad" <jan@unitedwayogacksoncounty.org>, Heather Hoyle <info@rogueretreat.com>, chadmccomas
<chadmccomas@juno.com>, Pat Murphey <naccaatt@yahoo.com>, Fran Adams <fadams@sonlc.net>, "Dempsey
Haller\''dennissvdp" <dempsey1126@yahoo.com>
CC "Rich G." <rlchhansen39@chartecnet>
Date: 01/16/2013 03:27 PM
Subject: City RFP question
Dear Social Service Providers,
As some of you are aware, I have been asked by the City Council to sollcit feedback from you regarding the RFP Issued by the City
late last year for the development of a resource center. Specifically, City officials were curious to know; Why no sodal service
providers responded to the RFP? What could the City have done differently? What the City could have included/or removed from the
RFP to make it more feasable/appealing to providers? And lastly, would your agency respond to a new RFP that addressed your
organizational needs more specifically or offered different resources?
I
I have spoken with some of you already, but I would welcome phone calls or a-malls to talk about this In greater detall If you would
https:Hzimbra.ashland.or.us/zimbra/h/printmessage?id=39739 1/22/2013
Zimbra Page I of I
Zimbra reldl@ashtand.or.m
+ Font Size -
Re: City RFP question
From : Rich G. Hansen <richhansen39@charter.net> Fri, Jan 18, 2013 02:09 PM
Subject: Re: City RFP question
To : Linda Reid <reidl@ashland.or.us>
Linda
As you know, St. Vincent's has only 12 volunteers in Ashland. And they are running as fast as they can with our Home Visit program.
An Ashland Resource Center is a significant undertaking and It is doubtful an "all volunteer" group like ours could handle it, even with
help from our Medford team. It is possible that a large church might be able to do it, but I'm not sure. It would appear to me that
this project would require a salary-based team. I was surprised that The Salvation Army wasn't interested. Do they have any
Ashland residents on their board? That could make a difference. ACCESS is the other group that comes to mind. Both groups seem
to want to have a major grant before they go forward with a project. (We like grants, too, but have our internal funding sources to
get the ball rolling) I don't retail how much cash the City was planning to front on the Resource Center, but my guess is that It will
take more than just the building to get someone Interested.
Hope this helps.
Rich
On 1/16/2013 3:27 PM, Linda Reid wrote:
Dear Social Service Providers,
As some of you are aware, t have been asked by the City Council to solicit feedback from you regarding the RPP issued by the
City late last yea for the development of a resource center. Specifically, City officials were curious to know; Wily no social
service providers responded to the RFP? What could the City have done differently? What die City could have included/or
removed from the RFP to make it more feasable/appealing to providers? And lastly, would your agency respond to a new
RFP that addressed your organizational needs more specifically or offered different resources?
1 have spoken with some of you already, but I would welcome phone calls or a-mails to talk about this in greater detail if you
would like. I will he using your feedback to compile a report to the Council on your impressions of the RFP and any aspects of it
that you would have liked to seen included or removed. Al this point 1 do not know whether another RFP will be issued.
Than}: you all for taking the time to read and respond to this e-mail. Your feedback is greatly appreciated.
Linda
Linda R_ Reid, Housing Program Specialist
City of Ashland , Housing Division
20 E. Main, Ashland, Oregon 91520
541-552-2043, TTY - 800-735-2900 FAX - 541-552-2050
This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure
and retention. If you have received this message in error, please contact me at (541) 552-2043. Thank you.
i
https://ziinbra.asliland.or.us/zimbrWprintmessage?id=39736 1/29/2013
From: Linda Reid
To: Diana Shiolet
Subject: Fwd: City RFP question
Date: Wednesday, January 30, 2013 4:12:55 PM
I just got a response from Community Works on the RFP question. Is it too late to add it to
the attachments?
From: "Bryce Brooks" <bbrooks@community-works.org>
To: "Linda Reid" <reidl@ashland.or.us>
Sent: Wednesday, January 30, 2013 4:11:03 PM
Subject: RE: City RFP question
Hi Linda,
I apologize about my late response getting this to you. I hope it's not too late to add our input. The
main reason that we did not respond to this RFP was due to the lack of available funds that it
awarded, which was not enough for our agency to cover costs for a drop-in and/or resource center
for people experiencing homelessness. When we presented our original idea to have a drop-in
center for homeless youth to the Homeless Steering Committee and the Ashland City Council, our
idea to save costs was to rent the Grove from the City - which would take care of space and leasing
costs -and to have our school there during the day, which would cover enough operational costs
for us to have an after-hours drop in center. Because we cannot afford to run a homeless resource
center on our own, we need creative ways like the aforementioned in order for our departments to
float the costs of running additional programs. Most of our programs are federally and state grant
funded, and thus we have obligated grant funds which pay for very specific programs for homeless
and runaway youth, and we don't have any room to pay for additional costs unless an RFP will
cover everything - or if there can be creative thinking around how to save costs through space and
leasing through the aforementioned. I hope this information helps create an RFP that will work for
social service agencies to support the people of Ashland in the future. Thank you,
Bryce Brooks, A.M., LCSW
Director of Youth and Family Services
Community Works
201 W. Main Street, Suite 2B
Medford, OR 97501
Office: (541)779-2393 ext. 266
Work Cell: (541)890-0192
Fax: (541)779-3317
"'Confidentiality Notice'
The information in this email and any files or additional materials transmitted with it are confidential and
privileged. It is intended solely for the use of the named addressee. If you are not the named addressee, any
unauthorized copying, disclosure, dissemination or action taken based on the contents of this information is
strictly prohibited. If you have received this email by mistake, please notify the sending parry immediately
and delete this email from your system.
From: Linda Reid [mailto:reidl@ashland.or.us]
Sent: Wednesday, January 16, 2013 3:27 PM
To: Kevin Lamson; Jackie Agee; Kate Baxted (katebaxted@gmail.com); Anna D'Amato; Bryce Brooks;
Mary Ferrell; Katie Shepard; Jan Sanderson Taylory'jschad; Heather Hoyle; chadmccomas; Pat Murphey;
Fran Adams; Dempsey Haller"dennissvdp
Cc: Rich G.
Subject: City RFP question
Dear Social Service Providers,
As some of you are aware, I have been asked by the City Council to solicit feedback from
you regarding the RFP issued by the City late last year for the development of a resource
center. Specifically, City officials were curious to know; Why no social service
providers responded to the RFP? What could the City have done differently? What the City
could have included/or removed from the RFP to make it more feasable/appealing to
providers? And lastly, would your agency respond to a new RFP that addressed
your organizational needs more specifically or offered different resources?
have spoken with some of you already, but 1 would welcome phone calls or a-mails to talk
about this in greater detail if you would like. I will be using your feedback to compile a
report to the Council on your impressions of the RFP and any aspects of it that you would
have liked to seen included or removed. At this point I do not know whether another RFP
will be issued.
Thank you all for taking the time to read and respond to this e-mail. Your feedback is greatly
appreciated.
Linda
Linda R. Reid, Housing Program Specialist
City of Ashland , Housing Division
20 E. Main, Ashland , Oregon 97520
541-552-2043, TTY - 800-735-2900 FAX - 541-552-2050
This email transmission is official business of the City of Ashland , and it is subject to
Oregon Public Records Law for disclosure and retention. If you have received this message
in error, please contact me at (541) 552-2043. Thank you.
Linda R. Reid, Housing Program Specialist
City of Ashland , Housing Division
20 E. Main, Ashland, Oregon 97520
541-552-2043, TTY - 800-735-2900 FAX - 541-552-2050
This email transmission is official business of the City of Ashland , and it is subject to
Oregon Public Records Law for disclosure and retention. If you have received this message
in error, please contact me at (541) 552-2043. Thank you.
CITY OF
ASHLAND
Council Communication
February 4, 2013, Study Session
Mayor and Council FY13-15 Proposed Budget
FROM:
Ann Seltzer, Management Analyst, seltzera@ashland.or.us
SUMMARY
This is the proposed two year budget for Mayor and Council.
BACKGROUND AND POLICY IMPLICATIONS:
The proposed budget for 2013-15 is $272,860.
The Mayor and Council FYI 3-15 budget will be presented to the Budget Committee in May.
Personal Services
FY13 $81,330
FY14 $81,330
Personal Services includes salaries and benefits.
Materials and Services
FY13 $55,100
FY14 $55,100
Materials and Services include supplies, advertising, membership dues, travel and training, sister city
related activities, contractual services such as facilitators or trainers and other expenses associated with
Mayor and Council activities. The largest expense in Materials and Services is membership dues for
organizations including Rogue Valley Council of Government, League of Oregon Cities, SOREDI etc.
FISCAL IMPLICATIONS:
FY13 $136,430 and FY14 $136,430
Total for 2013-15 is $272,860
STAFF RECOMMENDATION AND REQUESTED ACTION:
Council should identify areas of concern and/or questions with the proposed FY13-FYI 5 budget.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
Proposed Mayor and Council FYI 3-15 Budget
Page I of I
lr,
CENTRAL SERVICE FUND
ADMINISTRATION DEPARTMENT
MAYOR AND COUNCIL DIVISION
- ; rya r:Pro~sed Biennial Budget
2013 Year End i-=Year 1 '_...,a• year, Total
Description 2011 Actual 2012 Actual 2073 Amended 6 hbnN Actual Estimate 2013.14 .gf2014i15,. 2013x15
Fund# 710
Jim- -
Personal Services
- `k
510 Salaries and Wages $ 2,600 $ 2,600 $ 2,600 $ 2,542 $ 2,600$: 2,600' X2,600 $ 5;200
520 Fringe Benefits 48,413 57,616 76,010 31,839 76,010 781730 x,78;730 157,4602
Total Personal Services 51,013 60,216 78,610 34,381 78,610 ' 81;330. 81;3-- 182;660y
Materials and Services gg ,,r
Fr
601 Supplies 1,417 554 1,000 34 986 Y3. °1;000 1,000 2,000
603 Communications 641 628 600 946 1,531 .600 600 1,200_
604 Contractual Services 120 - 7,500 3,951 3,750 - = 7,500 7,500 15,000'
605 Misc. Charges and Fees - 100 100 50 100 100 100 200
606 Other Purchased Services 37,288 36,254 43,000 31,468 43,000 43,000 43,000 86,000
608 Commissions 1,737 3,818 2,900 326 2,900 2;9.00 2;9.00. 5,800
Total Materials and Services 41,203 41,354 55,100 36,775 52,267 55;100 55;100 - ' 50M]
$ 92,216 $ 101,570 $ 133,710 $ 71,156 3 130,877 136,430 $ A36,430 $ 272860
BN 2013-15 Department Expenses 1-23-2013.xlsx, Admin 1130/2013, 4:16 PM