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2013-0402 Council Mtg PACKET
} CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 2, 2013 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Joint Study Session of March 11, 2013 2. Study Session of March 18, 2013 3. Executive Session of March 18, 2013 4. Business Meeting of March 19, 2013 VI. SPECIAL PRESENTATIONS & AWARDS 1. Proclamation of April 14-20, 2013, as Independent Media Week 2. Proclamation of April 7-13, 2013, as Arbor Week and recognition of Ashland as a Tree City USA for the 28th consecutive year 3. Presentation of the 2012 Tree of the Year winner VII. CONSENT AGENDA 1. Approval of grant request for Ashland Creek Park construction 2. Request for endorsement of SOAR by the Public Art Commission 3. Liquor license application for Elisa Boulton dba Boulton & Son 4. Liquor license application for Albertson's 5. Special procurement for the Peachy Road project COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC §2.04.050)) 1. 2013 Community Development Block Grant (CDBG) award and the CDBG Action Plan development 2. City goals and objectives for biennium 2013-2015 IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS 1. Second reading of an ordinance titled, "An ordinance amending AMC Chapter 15.28 regarding AF&R cost recovery fees" XI. NEW AND MISCELLANEOUS BUSINESS None XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Resolution titled, "A resolution of the City Council of the City of Ashland approving the formation of the Rogue Valley Heritage District" 2. Resolution titled, "A resolution adopting a responsible banking policy" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT 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 W W W.ASHLAND.OR.US City Council - Parks Joint Study Session March 11, 2013 Pagel of4 MINUTES FOR THE JOINT STUDY SESSION ASHLAND CITY COUNCIL - PARKS COMMISSION Monday, March 11, 2013 Siskiyou Room, 51 Winburn Way CALL TO ORDER Parks Commissioner Chair Seffinger and Mayor Stromberg called the meeting to order at 6:07 p.m. in the Community Development Siskiyou Room. ROLL CALL Councilor Slattery, Lemhouse, Voisin, and Marsh were present. Councilor Morris arrived at 6:10 p.m. Councilor Rosenthal was absent. Commissioner Lewis, Landt, Shaw, Gardiner, and Seffinger were present. INTRODUCTION - MEETING PURPOSE AND PRODUCT Mayor Stromberg explained this was the first meeting that would occur annually to discuss crossover goals and objectives between the Parks and Recreation Commission and the City. Mayor Stromberg and Chair Seffinger also had a proposal for an ad hoc committee that would address sustainable funding for the Parks and Recreation Commission that evolved from Councilor Rosenthal's suggestion. PRESENTATION OF PARKS GOALS/ OBJECTIVES AND THEIR RELATIONSHIP TO COUNCIL'S GOALS Chair Seffinger explained the Parks and Recreation Commission had looked for ways to incorporate Parks and Recreation goals into Council goals. Parks Director Don Robertson submitted documents into the record showing goals and objectives for the Parks and Recreation Commission and City Council in the primary service areas. The core goal for Parks and Recreation was to maintain and expand park, recreational, and educational opportunities; provide high quality, efficient and safe services with positive experiences for guests, and other participants while maintaining community participation in the decision-making processes and protecting the environment. Parks staff devised objectives from the goals that consisted of existing Commission goals, the Comprehensive Plan, and Parks and Recreation benefit statements. Each objective had tactics associated to meet the objective. The Parks and Recreation Commission and staff also listed tactics under the Draft City Council Goals for 2013. Chair Seffinger and Mr. Robertson reviewed the objectives and tactics associated with City Goals that were applicable to the Parks and Recreation Commission. Public Safety Goal - Objectives • Increase safety and security downtown 1. Increase funding for Park Patrol • Review the Emergency Preparedness Plan to include food security and other shortages of necessities 1. Participate in all emergency drills • Mitigate fire hazards in the urban interface 1. Continue fuels reduction efforts 2. Work with AFR to identify trails that could be used as firebreaks City Council - Parks Joint Study Session March 11, 2013 Page 2 of 4 Chair Seffinger explained fuels reduction efforts pertained to treatments for Ordsen Todd, Siskiyou Mountain Park and other park properties that interfaced with City property. Mr. Robertson added the Parks and Recreation Department had three full time employees spending 80% of their time annually on fuels reduction treatments. Chair Seffinger further explained the Parks Commission worked as a liaison with the Forestland Commission developing the master plan for the forest and identifying trail breaks. • Reduce risks of fire in the city via weed abatement and firewise landscaping and building practices 1. Mow non-developed parks twice prior to fire season to ensure safe environment 2. Provide firewise example for landscaping at parks office and other buildings 3. Promote firewise landscaping through Activity Guide. The Parks and Recreation Department worked in conjunction with the Firewise Commission. • Improve public communication and community partnerships re: public safety policies and best practices 1. Propose expanded funding for park patrol 2. Publish directors message that features safety issues in parks 3. Maintain department safety committee and participate in citywide safety committee Municipal Infrastructure Goal - Objectives • Evaluate all city infrastructure regarding planning, management, and financial resources 1. Develop spreadsheet schedule for deferred maintenance projects identifying projected years and costs of repairs • Implement the conservation plan for water and complete the 10-year plan for electric 1. Work with water and electric utilities to identify conservation tactics • Promote conservation as a long-term strategy to protect the environment and public utility needs 1. Provide public examples for conservation of water/electric resources using actual Parks and Recreation practices 2. Continue "green team" meetings evaluating all of our practices to ensure sensible environmental considerations are implemented 3. Provide "Green Page" in the Activity Guides Mr. Robertson explained the Parks and Recreation Department participated in the City Conservation Division's Green Business program. One of their recommendations was outreach through the Activity Guide so staff added a "green page" to the publication. Parks and Recreation also developed a green team that worked to reduce waste, recycling, and save energy and water. • Maintain and improve infrastructure that enhances the economic vitality of the community 1. Focus on bringing park infrastructure up to acceptable levels Much of the infrastructure was electrical and irrigation systems, pavement and sidewalk maintenance, managing newer to 100 year old facilities, and maintaining Lithia Park. Parks and Recreation staff created an ongoing list and intended to develop a plan over the next year that would eventually incorporate infrastructure maintenance for all City parks. Community Quality of Life - Objectives • Provide opportunities for the poor to thrive and not just survive in Ashland 1. Provide free recreational experiences in all parks, include opportunities for fitness, socialization, and education 2. Partner with food and friends to provide low cost meals at the senior center City Council - Parks Joint Study Session March 11, 2013 Page 3 of 4 3. Allow for a homeless shelter in Pioneer Hall 4. Work with RVTD to provide bus passes to low income seniors 5. Work with Parks Foundation to provide scholarship program The Parks and Recreation Department also provided in-home assessments for seniors, and helped them connect with legal, tax, and counseling services. • Support and assist foundational relationships with community partners 1. Work with Southern Oregon Land Conservancy to preserve open spaces 2. Seek grants for services provided by Parks and Recreation building on the history of the Taylor foundation and programs that have supported the Nature Center 3. Work with the Ashland Parks foundation to continue seeking support for programs and facilities 4. Share facilities with SOU and School District The Parks and Recreation Department maintained softball fields for Southern Oregon University (SOU) and collaborated with SOU in 2012 when Ashland hosted Cycle Oregon. • Analyze impact of increased preservation of historic buildings in Ashland 1. Work with the Historic Commission to provide historic resource information within Lithia Park and other park managed properties Organization and Governance - Objectives • Examine and improve communication tools used to communicate with the public 1. Expand information provided in the 3 times yearly Activity Guide to provide information to the community The Commission and Council commented on goals that overlapped, core values, and support for the annual meeting. FORMULATION OF JOINT GOALS/OBJECTIVES Mayor Stromberg and Chair Seffinger explained their proposal to establish an ad hoc committee consisting of three councilors and three commissioners. City Attorney Dave Lohman was researching potential quorum issues. The ad hoc committee would use the next year to work on sustainable funding for the Parks and Recreation Commission, receive public input, and develop options for Council and the Commission. The Mayor also planned a Budget Committee meeting to discuss some of the issues, but wanted the committee to meet with the Parks and Recreation Commission prior to meeting with the Budget Committee. Mayor Stromberg would work with City Administrator Dave Kanner and present a component to the current budget that would synchronize with the ad hoc committee for Council. Councilor Rosenthal's proposal related to the current budget and the Mayor Stromberg would address the Councilor's proposal when they made their presentation to Council. The Parks and Recreation Commission noted concern regarding the loss of the Gentle Person's Agreement since Measure 50, the $2.09 tax, and whether the Commission would remain an independent body if it lacked a secure funding source. Council spoke in favor of the ad hoc committee, annual meetings with the Parks and Recreation Commission and Council, and possibly using Councilor Rosenthal's proposal for the interim and the ad City Council - Parks Joint Study Session March 11, 2013 Page 4 of 4 hoc committee suggestion for the next budget cycle. Other concerns involved the Budget Officer's authority to establish budget policy and Council's role in that process. The Parks and Recreation Commission and Council went on to discuss the loss of the $2.09 tax for the Parks and Recreation Commission and the end of long range unwritten agreements between the City and Parks. City Attorney Dave Lohman explained Measure 50 no longer allowed continuing levies that bound future Councils and Commissions to financial agreements. Mayor Stromberg, Chair Seffinger, and Councilor Marsh would work on the ad hoc committee and interim options and present them to Council at the March 19, 2013 Council meeting. Meeting adjourned at 7:45 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder City Council Study Session March 18, 2013 Page] of 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, March 18, 2013 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:32 p.m. in the Siskiyou Room. Councilor Rosenthal, Lemhouse, Marsh, Morris, Voisin, and Slattery were present. 1. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. He explained the Jackson County Heritage District agenda item for the March 19, 2013 Council meeting should be on the April 2, 2013 agenda. Mayor Stromberg would remove the item from the agenda during the meeting March 19, 2013. 2. Discussion of request for time for announcements at meetings (request of Councilor Slattery) Councilor Lemhouse thought it was beneficial for Councilors to make community based announcements during the Council meeting if time permitted. He suggested two minutes per Councilor and the announcements could not be controversial. Opposing comments from Council thought allowing announcements would end up being controversial and preferred the public come to Public Forum with their community announcements instead. Other comments thought it would eventually create political controversy and was not appropriate for a Council business meeting. Supporting comments thought it was a good opportunity to connect with the community. Council agreed to try it for three months, have it occur at the end of the meeting, with the City Recorder using the timer to ensure Councilors did not exceed two minutes. 3. Discussion of rules regarding engaging speakers at public forum (request of Councilor Slattery) Councilor Slattery clarified the rules regarding questions to speakers would apply to anyone speaking on any agenda item including Public Forum. The request was an effort to avoid creating Hearings based meetings. Council opposition agreed with the Public Forum restriction but strongly opposed prohibiting questions on other items. It was Council's job was to gather as much information as possible to make informed, educated decisions, and prohibiting questions undermined that effort. Council should use the power of asking questions in a limited way and have the Chair manage questions or discussions that started to disintegrate into something else. Supportive comments from Council noted past meetings where others interpreted a Councilor's questions as controversial and wanted parameters for questions. Other concerns related to Councilors potentially using questions to run the clock out on items they opposed. Mayor Stromberg explained a Councilor could address that circumstance through a Point of Order. City Attorney Dave Lohman added the issue also occurred when there was a motion on the floor during deliberation and Council called on people to speak on the topic. This action was not permitted unless Council suspended the rules. He suggested Council hold questions of a speaker until deliberation then move to suspend the rules and allow that individual to come forward. The motion could include the information the Councilor was seeking and then the whole Council could decide to vote in favor or not. City Council Study Session March 18, 2013 Page 2 of 3 Council majority was interested in allowing Councilors to ask clarifying questions during public testimony for six months then evaluate its effectiveness. 4. Overview of Ashland Forest Resiliency Stewardship funding City Administrator Dave Kanner explained the need to identify funding for maintenance work in the watershed after the fuels reduction project concluded. Maintenance in the Watershed would make the City eligible for additional grants. Fire Chief Karns introduced Forestry Division Chief Chris Chambers, Don Boucher, the Ashland Forest Resiliency (AFR) project manager and Siskiyou Mountains Ranger, AFR Director of Operations and Co- Director of the Lomakatsi Restoration Project Marko Bey, and Darren Borgias, the program manager, and ecologist for The Nature Conservancy. Division Chief Chambers explained the project started with the Healthy Forest Restoration Act in 2003 that allowed communities to participate in the Federal Land Management process. The US Forest Service made that offer to the City and many people came together to create an alternative to the implementation plan the US Forest Service had for fuels reduction. Eventually they approved the alternative proposal as the AFR Project. The final Environmental Impact Statement (EIS) came out in 2008. The Record of Decision approval happened in 2009 with the Master Stewardship forming in 2010. During that time, the Rogue River Siskiyou Forest received $26,000,000 from the Stimulus Package with $6,500,000 dedicated to AFR. To date AFR had thinned 700 acres with byproduct going to local mills, used surface and latter fuels to reduce fire dangers on nearly 1,600 acres and conducted pile burning on 868 acres. AFR also developed ground implementation plans for 2,900 acres. Each group of the partnership played distinct roles. Mr. Boucher explained his role as the Project Manager was to ensure implementation adhered to the signed Record of Decision. Mr. Bey explained the Lomakatsi Restoration Project handled the contracting and work force development piece of the project through the employment of harvesting and timber management using local workers, and Klamath tribe members to create 100 seasonal jobs. Lomakatsi Restoration Project also participated in technical review, prescriptions, and a youth education program with Ashland School District. Mr. Borgias represented the Nature Conservancy and explained their primary role was monitoring the implementation through field data, soil collection, and water testing. There was also an implementation review team. Division Chief Chambers explained the City's role was community engagement. They set up several committees, and created interpretative signs in watershed. There were instituting a program in the Ashland School District where students could study and participate in monitoring the watershed. The Lomakatsi Restoration Project was successful providing educational programs and the City wanted to make it permanent in the Ashland School District. AFR also offered public tours on the land and communicated through email, their website, Face Book, the citizen alert program, and the City Source newsletter. Mr. Borgias addressed photos depicting a felled mature tree a former City Councilor opposing the project submitted and clarified it was actually a snag that needed to come down for safety purposes. City Council Study Session March 18, 2013 Page 3 of 3 Division Chief Chambers went on to explain the $6,500,000 stimulus funds expired September 30, 2013 and AFR would spend the entire amount by that date. AFR was treating 3,000 acres of the 7,600 acres the project was authorized to treat. Work on the remaining 3,500 acres would occur over the next 3-4 years. Revenue from the byproduct sent to the mill went into a special account dedicated only for the AFR project. AFR estimated they would have $1,000,000-$1,200,000 after September 30, 2013 for future work in the watershed. AFR was currently looking at ways to acquire funds for maintenance through the federal government, National Forest Foundation, and City contributions. AFR needed approximately $3,000,00044,000,000 over the next 3-4 years with long-term maintenance at $150,0004175,000, possibly up to $400,000 annually. Current treatment cost was $1,200 per acre with prescribed fire lowering that cost. Mayor Stromberg commented on how the government and forest services were viewing watersheds. There were 3,400 communities getting water from US Forest Service lands. The Forest Foundation was interested in using Ashland as a model of a town receiving water from the US Forest Service for other communities. Meeting adjourned at 6:50 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder ASHLAND CITY COUNCIL MEETING March 19, 2013 Page I of 6 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 19, 2013 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Marsh, Voisin, Morris, Lemhouse, Slattery, and Rosenthal were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced the City was in the process of reviewing applications for the Annual Appointments to the various Commissions and Committees. APPROVAL OF MINUTES The minutes of the Study Session of March 4, 2013, Executive Session of March 4, 2013 and Business Meeting of March 5, 2013 were approved as presented. SPECIAL PRESENTATIONS & AWARDS 1. A report from the Mount Ashland Association on Summer Work Plan/ Expansion-Related Activities Kim Clark, the general manager for the Mount Ashland Association (MAA) provided the approval history and upcoming inspections from the US Forest Service (USFS) that would allow MAA to proceed with three projects under Phase 1. Project 1 would widen existing runs through tree harvesting starting April 24, 2013. Project 2 would add 101 parking spaces starting late August 2013. Project 3 consisted of re-contouring the Sonnet ski run and possibly the Blossom ski run. The projects totaled $250,000 and MAA had the funds to proceed. Council expressed concern that the agreement stated MAA would have $2,200,000 in cash or binding pledges prior to starting Phase 1 and MAA did not have that amount. Mr. Clark clarified the three projects were considered Phase 1 and MAA was not ready to start the projects in the watershed at this time. The ski area had $1,670,000 worth of unencumbered assets for restoration. Fill on the new ski slope would be monitored through the Monitoring Mitigation Plan and considered Phase 2 or Phase 3 projects. The USFS would not allow MAA to cut new runs until they had set up the lift and defined Phase 1 projects. City Attorney Dave Lohman explained the agreement defined Phase 1 through permits issued by the USFS and gave MAA the discretion to determine what to apply for with the US Forest Service deciding the projects by issuing the permits needed. MAA thought they would accomplish the remaining projects on the list during the next Phase. MAA went on to confirm they did not have the money for the full expansion but would when they came before Council for the rest of Phase 1. Mr. Lohman further explained the agreement only referred to Phase I and did not pertain to any of the projects that would follow. The USFS also required MAA to have sufficient funds to pay for projects proposed in any phase of the expansion. Nancy Nelson/149 Clear Creek/Explained MAA plans were from 2004 and there were recent studies on ecological impacts, water rights, and climate change that needed consideration regarding the expansion. Angie Thusius/897 Beach Street/Read Section E of the MAA-City of Ashland agreement requiring MAA to have the funds prior to starting the project and noted that amount was $2,200,000 and MAA had only $250,000. She urged Council to adhere to the contract. ASHLAND CITY COUNCIL MEETING March 19, 2013 Page 2 of 6 Julie Norman/596 Heiman/Expressed disappointment some of the wording in the agreement was vague. She wanted Council to address how the public could read MAA documents so they remained current on what was happening. Andrew Kubik/1251 Munson Drive/Read from a document he submitted a statement into the record. Eric Navickas/2060 Mill Creek Drive/Clarified the Sierra Club had a pending agreement with MAA and did not support the projects, noted the EPA (Environmental Protection Agency) criticism of the US Forest Service statement on impact to Cottonwood Creek, and MAA's questionable performance on previous projects. Daniel Lehner/Wellsprings/Read two poems he had written. Ron Roth/6950 Old Highway 99 South/Supported the projects in Phase 1 and explained they would have little environmental impact. He commented on the prior Council's actions that resulted in the City losing a lawsuit, and suggested current legal counsel clear up any vagueness in the recent agreement. Charlie Delgado/1354 Quincy/Did not think MAA had complied with the agreement under Section 4-E, and Section 3-B and Council needed to ensure MAA complied with all terms before moving forward on the project. Council appreciated MAA providing status on the expansion, thought the projects were reasonable and affordable improvements but not Phase 1 projects, and expected MAA to have to the full amount required to complete Phase 1 when they returned. City Administrator Dave Kanner suggested Council direct staff to work with MAA on an amendment to the agreement to clarify the terms of Section 4-E applied to all phases of the work and not just Phase 1. Councilor Lemhouse/Rosenthal m/s to direct staff to work with Mount Ashland Association to create an amendment to the agreement to clarify the terms of Section 4-E applied to all phases of work and not just Phase 1. DISCUSSION: Councilor Lemhouse thought the motion clarified what MAA had stated earlier and made the agreement clearer. Councilor Voisin thought Phase 1 had already started and even with an amendment MAA was obligated to have the $2,200,000 for the entire expansion. Roll Call Vote: Councilor Marsh, Rosenthal, Slattery, Morris, and Lemhouse, YES; Councilor Voisin, NO. Motion passed 5-1. City Recorder Barbara Christensen explained there was a Mt. Ashland Documents folder in the archived city documents on the city website under City Documents, then Documents by Subject. Staff would research the interpretation of the performance bond in the agreement and provide results to Council. CONSENT AGENDA 1. Approval of minutes from Boards, Commissions, and Committees 2. Recommendation for endorsement of the AAUW Garden Tour by the Conservation Commission 3. Authorization of new lease for the downtown Police contact station 4. Liquor license application for Anna Hogan dba Salame 5. Liquor license application for Kjae Nam dba Umi Sushi Councilor Rosenthal pulled Consent Agenda item 43 for further discussion. Police Chief Terry Holderness explained the 88 North Main site was a larger space than the Police Department required and did not afford the visibility the existing building had. Councilor Voisin/Slattery m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS - None ASHLAND CITY COUNCIL MEETING March 19, 2013 Page 3 of 6 PUBLIC FORUM Ali Stauffer/987 Forest Glen Drive, Central Point/Stressed the need to lower carbon emissions to avoid water contamination, explained how carbon emissions have a negative effect on the region and using alternative modes of transportation and being careful of what went into the water would help offset damage. She urged Council to take stronger action against the poor treatment of local water systems. Nancy Nelson/149 Clear Creek Drive/Represented the Women's International League for Peace and Freedom (WILPF) and announced the WILPF woman of the year locally was Estelle Voeller. In Southern Oregon, WILPF opposed the Mt. Ashland ski expansion, and GMO crops. Samantha Burress/1401 Oregon Street/Explained how polluted runoff water contained various chemicals and carbon dioxide emission that were chemically acidic, got into storm drains and then the creek, Rogue River, and the ocean. Ashland needed to reduce their water runoff levels. Current damage done to the earth and ocean made it highly improbable to fix itself. She encouraged Council to raise fines against polluters. Savannah Castillo/1401 Oregon Street/Spoke on the need for the hotel industry to become more sustainable by becoming energy independent, wasting less food, and conserving water. Hotels could install solar panels, compost unused food, start local gardens for their guests, and conserve water. She asked Council to encourage the hotel industry in Ashland to become more sustainable. Ford Murawksi-Brown/875 Beswick Way/Addressed sustainable theater and recycling. Ashland did not accept a large number of recyclables that smaller semi-local groups like Southern Oregon Aspire Recycling did. He noted the annual Plastic Round Up and requested Council consider at minimum a similar event on a quarterly basis in conjunction with Aspire. People dropping off plastics could pay $5 that could pay homeless people to sort materials or anyone else working the event. Mackenzie Dennis/1401 Oregon Street/Spoke on energy use in Oregon. There was a plan to close the Boardman Coal Plant in Boardman, Oregon by 2020. Currently the state paid $284,000,000 to keep the plant open. He thought government should close the plant early and use the savings to construct other forms of sustainable energy. Karen Smith/165 Jessica Lane/Addressed funding for Parks and moving the Ending Fund Balance to the City's General Fund. She suggested Council overrule their decision and take the next year to study all the City's future revenue requirements. UNFINISHED BUSINESS 1. Second reading of an ordinance titled, "An ordinance amending the City of Ashland Comprehensive Plan to adopt the Transportation System Plan as a supporting document and to amend the street dedication map" City Attorney David Lohman explained there were minor wording changes to the ordinance and read them aloud. Councilor Voisin/Marsh m/s to approve Ordinance #3080. DISCUSSION: Councilor Morris explained he would vote against the Transportation System Plan (TSP). One of Council's goals was simplifying the planning process and the more he read of the TSP the more it went against that Council Goal. Roll Call Vote: Councilor Marsh, Rosenthal, Voisin, Lemhouse, and Slattery, YES; Councilor Morris, NO. Motion passed 5-1. NEW AND MISCELLANEOUS BUSINESS 1. Economic Development Strategy update Management Analyst Adam Hanks reviewed the following Priority 1 Actions: 7.1 Improve the Land Use Development Process 2.1 Formalize relationships and roles for Ashland specific strategy implementation among major partners ASHLAND CITY COUNCIL MEETING March 19, 2013 Page 4 of 6 2.2 Create formal and routine communication with all regional economic development partners 3.3 Create a coordinated economic development information and marketing plan to maximize public communication tools 6.4 Pursue the expansion of a State E-Commerce Zone for Ashland 6.5 Evaluate land availability for business expansion on lands on or adjacent to existing businesses 1.5 Assist local businesses in energy, water, waste, supply chain reductions, and efficiencies 4.2 Develop, promote, and expand job-training programs to meet skill needs identified by local business 1.4 Create/Expand a local business resource & mentoring program 4.1 Develop/expand programs to connect local education partners with business community for experience and exposure to entrepreneurship, business development, & operations Mr. Hanks explained the E-Commerce zone had potential for business retention and expansion, and the Buildable Lands Inventory was helpful for occupancy data. The plan contained points for measurements and desired outcomes. Council noted the Council Goal for internet based businesses. City Administrator Dave Kanner explained any operating margin from Ashland Fiber Network (AFN) went to debt service for the next 14 years. Because the system was cable modem based it would not be attractive to businesses requiring fiber to desk top and greater bandwidth. Council went on to discuss code compliance as a strategy to maintain quality of life. Science Works Executive Director Chip Lindsey shared his experience at the Lemelson Center in the National Museum of American History and their focus on what made a community innovative. He suggested the City convene a group of people to determine what made Ashland innovative and how to foster that value. 2. Proposal by the Mayor to form an Ad Hoc Committee on sustainable funding of the City's Parks and Recreation Department Mayor Stromberg explained this was a joint proposal by the Parks and Recreation Commission Chair Seffinger and himself. In addition, Councilor Rosenthal had suggested a proposal of a different duration. Chair Seffinger further explained her concern on funding Parks and Recreation long-term and the need to provide a funding stream that extended beyond the next two years. She and the Mayor discussed establishing an ad hoc committee to look at long-tern solutions. Councilor Rosenthal focused on the short-term funding needs for Parks and Recreation and thought the ad hoc committee could accomplish that task as well. City Administrator Dave Kanner explained the Parks and Recreation budget funds would come from a combination of work capital, a transfer from the General Fund, and fees the Parks and Recreation Department generated from their Recreation programs. It would fully fund the Parks and Recreation Department needs without budgeting a property tax contribution of $2.09 per $1,000. Parks and Recreation Director Don Robertson shared his perspective on the previous night's meeting, his comfort level with the budget and the ad hoc committee. Cyndi Dion/897 Hillview/Supported a plan that would provide secure, sustainable funding for Parks and Recreation that made sense accounting wise, was vetted by an independent auditor for gap, and spoke to the needs of the Parks and Recreation Commission as a policy making body. She proposed the ad hoc committee include citizen members. Ron Roth/6950 Old Highway 99 South/Thought the City should fund a local, trained facilitator to chair the ad hoc committee. Cate Hartzell/892 Garden Way/Requested the City look at the Parks and Recreation budget holistically, and leave the Parks and Recreation Department Funding Balance alone until 2014. If they could not look at the budget holistically, she suggested Council appoint its own Council Liaison to the Parks and Recreation ASHLAND CITY COUNCIL MEETING March 19, 2013 Page 5 of 6 Commission as well as the Councilor with the most Parks experience to the ad hoc committee. Lowering property tax rates without a plan or public discussion, and reducing the integrity and control of the Parks and Recreation Commission in managing its own budget would result in the elimination or reduction of Parks services in North Mountain Park programs, Senior Service programs, community gardens, intramural sports programs and new parks development and acquisition. Rick Landt/468 Heiman/Explained as a Parks and Recreation Commissioner he was comfortable with the budget but not comfortable with taking money from the Parks and Recreation Ending Fund Balance for non- parks purposes. He supported the ad hoc committee and suggested it have an even number of Councilors and Commissioners for consensus. Councilor Rosenthal/Marsh m/s to direct the Mayor to create an ad hoc committee consisting of three Councilors and two Parks Commissioners to examine short-term and long-term Parks funding issues in greater depth. DISCUSSION: Councilor Rosenthal explained having three Parks Commissioners serve on the ad hoc committee created a quorum. The Parks and Recreation Commission had already voted on a Chair and Vice Chair to represent the Commission. The committee would meet as often as needed but soon to discuss short-term issues. Councilor Lemhouse suggested City Attorney Dave Lohman participate on the committee as legal counsel and facilitator. Councilor Slattery was not comfortable with the 3-2 ratio of Councilors and Commissioners. He suggested having two ad hoc committees with two Councilors and two Commissioners meeting without staff. Councilor Morris supported the motion and the amendment to add Mr. Lohman to the committee. Councilor Rosenthal explained the committee would identify core issues, look at the existing plan, and examine a range of options. Councilor Voisin supported the motion but wanted three Commissioners instead of two. Councilor Marsh supported the ad hoc committee but did not think it needed parameters other than having the committee discuss the issues and was in favor of a single committee. Councilor Lemhouse/Slattery m/s to suspend rules to allow questions. Voice Vote: ALL AYES. Motion passed. Councilor Slattery clarified having three Commissioners on the ad hoc committee established a quorum. City Recorder Barbara Christensen explained the meeting would then be advertised as a Parks Commission meeting because it was a quorum. Chair Seffinger preferred having three Commissioners. Mayor Stromberg explained he would appoint all the members subject to confirmation by the City Council, but would select Commissioners Chair Seffinger recommended. Mr. Lohman further explained having a quorum of Commissioners made the meeting a Parks and Recreation Commission meeting and was open for all the commissioners to attend. Councilor Lemhouse/Morris m/s to amend the main motion to include City Attorney Dave Lohman as a non-voting staff person on the ad hoc committee. DISCUSSION: Councilor Slattery and Voisin would not support the motion. Councilor Rosenthal supported the motion and saw the City Attorney's role as a resource position instead of a mediator role. Councilor Marsh thought Mr. Lohman would be a good asset for the first and second meetings. Councilor Lemhouse confirmed Mr. Lohman's role could be an as needed position. Councilor Slattery strongly disagreed. Councilor Voisin questioned why the committee could not consult with Mr. Lohman outside of the meetings instead. Roll Call Vote: Councilor Marsh, Rosenthal, Lemhouse, and Morris, YES; Councilor Slattery and Voisin, NO. Motion passed 4-2. Ms. Christensen added her office would be noticing and attending the meetings. ASHLAND CITY COUNCIL MEETING March 19, 2013 Page 6 of 6 Councilor Slattery/Lemhouse m/s called for the question. Roll Call Vote: Councilor Slattery, Marsh, Voisin, Rosenthal, Lemhouse, and Morris, YES. Motion Passed. Roll Call Vote on amended motion: Councilor Slattery, Marsh, Voisin, Rosenthal, Lemhouse, and Morris, YES. Motion Passed. Councilor Voisin/Lemhouse m/s to confirm Stefani Seffinger, Rick Landt, Rich Rosenthal, Pam Marsh, and Carol Voisin to the ad hoc Committee. Roll Call Vote: Councilor Slattery, Marsh, Voisin, Rosenthal, Lemhouse, Morris, YES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Resolution titled, "A resolution of the City Council of the City of Ashland approving the formation of the Rogue Valley Heritage District" Item pulled from agenda for a future meeting. 2. Ordinance Amending AMC Chapter 15.28 AF&R Cost Recovery Fees Agenda item delayed due to time constraints. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS ADJOURNMENT Meeting was adjourned at 10:29 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor PROCLAMATION • A well-informed citizenry is a cornerstone of democracy. • An informed citizenry depends on an objective, responsible and unrestrained press, which provides greater access to accurate information, more points of view and greater diversity of thought and fact. • The trend toward the consolidation of media ownership has resulted in fewer media voices which can cause a homogenized message and a lack of variety in points of view. • Democratic principles support the case for more independent media in this country, with many editorial points of view. NOW, THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, do hereby proclaim the week of April 14-20, 2013 as INDEPENDENT MEDIA WEEK and encourage all Ashland citizens to seek out and explore the rich diversity of independent media available within, and to our community. Dated this 2nd day of April, 2013 Q John Stromberg, Mayor Barbara Christensen, City Recorder CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Arbor Week Proclamation and Recognition of Ashland as a Tree City USA for the 28`h Consecutive Year FROM: Michael Pina, Assistant Planner, Community Development Dept., michael.pina@ashland.or.us SUMMARY The National Arbor Day foundation and the Oregon Department of Forestry (ODF) have announced that the City of Ashland has been recognized as a Tree City USA for the 28`h consecutive year. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland has consistently met the four criteria set forth by the National Arbor Day Foundation to be recognized as a Tree City USA. The four criteria include: adoption of a tree preservation and protection ordinance, establishment of a tree commission, spending at least $2 per capita on a community tree care programs and conducting an Arbor Day or Arbor Week ceremony. The City of Ashland along with the State of Oregon celebrates Arbor Week during the first full week in April. This year, Arbor Week falls on April 7 - 13, 2013. National Arbor Day is April 26, 2013. To celebrate, The City of Ashland's Tree Commission has a number of events planned in April to celebrate Arbor Week and Ashland's designation as a Tree City USA for the 28'h consecutive year. Arbor Day Events: ➢ Tuesday, April 2"d at 7:00 PM - 2013 Tree City USA Proclamation and Tree of the Year winner recognition at the Ashland City Council Meeting. ➢ Saturday, April 6'h at 12:00 PM - Ceremonial Tree planting at the Garfield Park Playground. ➢ Friday, April 19`h at 12:00 PM - Tree of the Year plaque installation at 1209 Iowa. ➢ Saturday, April 20'h all day - Tree Commission booth at the Earth Day Celebration. ➢ Thursday, April 25th at 6:30 to 7:30 PM - Arbor Day Tree Walk in North Mountain Park FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends making the proclamation at the April 2, 2013 City Council meeting. SUGGESTED MOTION: Motion to recognize Ashland as a Tree City USA ATTACHMENTS: Proclamation for Arbor Week Page 1 of I PROCLAMATION ■ J: Sterling Morton proposed to;the Nebraska Board of Agriculture in 1872 that a special day be set aside for the planting of trees. This holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska. 'Arbor.Day is now observed throughout the nation and:the world., Trees can reduce the erosion of topsoil by wind and water, reduce heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide a habitat for wildlife: Trees increase property values, enhance the economic vitality of business areas, beautify, our community, and are a source of joy and spiritual renewal for many. Trees are a renewable resource giving us paper, wood, fuel, and countless other wood products; Ashland has been recognized as a Tree City USA by the National Arbor Day Foundation for 27 years and desires to-continue its tree-planting ways. Q NOW, THEREFORE, the Mayor, on-behalf of the citizens of Ashland; hereby proclaim April 7 to 13, 2013 as ARBOR WEEK IN ASHLAND and urge all citizens to support efforts to care for our trees and woodlands and to support our City's' community forestry program. I further urge all citizens, to plant trees to gladden the hearts and promote the well-being of present and future generations. ° Dated this 2nd day of April, 2013 ' John Stromberg, Mayor Barbara Christensen, City Recorder !Rllill d!:' Fill Wval .2 E7 Z X X X X~ ~M ss~a CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting 2012 Tree of the Year FROM: Michael Pina, Assistant Planner, Community Development Dept., michael.pina@ashland.or.us SUMMARY: The City of Ashland Tree Commission is pleased to announce the 2012 Tree of the Year winner - an Oregon White Oak tree located in the front yard of 1209 Iowa Street. BACKGROUND AND POLICY IMPLICATIONS: The Oregon White Oak, also known as the Garry Oak, is a drought-tolerant, slow growing tree that reaches an approximate height of 65 to 95 feet at maturity, yet can become quite massive as its lower branches extend far out laterally, parallel to the ground. Within Oregon, they are primarily found in the Willamette, Umpqua and Rogue River Valleys, while its natural range extends from British Columbia to the coast ranges of Northern California. The tree also commonly hosts the mistletoe, as well as galls created by wasps in the family Cynipidae. Being one of the pre-eminent hardwoods of North America, specimens of Oak trees have been documented to be over 300 years old. With multiple nominations in previous years, this native tree is especially picturesque in winter with gnarled branches stretching out in all directions. The Oregon White Oak located at 1209 Iowa Street is an example of how a homeowner's care of a beautiful tree can capture Ashland residents' hearts. This year's winner received the majority of the votes with 16 out of 36 votes cast. This tree is well deserving of the honor of being chosen as the City of Ashland's 2012 Tree of the Year. This year marks Ashland's twenty-fifth Tree of the Year contest. Throughout the year, nomination forms are available on the City of Ashland's website, and the call for nominations is distributed in the City Source newsletter. Ballots were published in the Locals Guide, posted on the City's web site, available at City Hall and the Community Development Building. Thirty six votes were submitted in this year's contest. There were many beautiful trees nominated, and though they were not all big and beautiful, each tree was special in some way to someone in the community. The Ashland Tree Commission would like to thank Ashland residents who took the time to submit nominations and to vote for Tree of the Year. Previous Tree of the Year Winners: 2011 Coast Redwood 65 Granite 2010 Podless Caltalpa 200 Sherman 2009 Dogwood 634 Iowa St. 2008 Spanish Fir 122 Wimer Page 1 of 2 CITY OF ASHLAND 2007 Silver Maple 122 Helman 2006 Pacific Madrone Mountain View Cemetery 2005 Giant Sequoia 165 Almond 2004 Monterey Cypress 407 Scenic 2003 Pecan Tree 762 & 774 B Street 2002 Deodar Cedars 585 Siskiyou (Safeway) 2001 Blue Atlas Cedar 391 Liberty 2000 Ginkgo 410 Siskiyou (Formerly at the Ashland Public Library) 1999 Osage Orange Helman and Orange 1998 Coast Redwood 801 Ashland 1997 American Elm 6`h & B S 1996 Colorado Spruce N. Main at Maple 1995 Black Oak 128 S. Laurel 1994 Sequoia SOU Library 1993 Walnut Glenwood Park 1992 California Black Oak 133 Nutley 1991 Interior Oak Beach and Ashland 1990 Monkey Puzzle Tree 1 Hillcrest 1989 Tree of Heaven Formerly at the entrance to Lithia Park on the Plaza 1988 Monterey Cypress 265 North Main (Briscoe School) FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the announcement of the 2012 Tree of the Year winner at the April 2, 2013 City Council meeting. SUGGESTED MOTION: N/A ATTACHMENTS: 2012 Tree of the Year Ballot Page 2 of 2 MA, I `'I BALLOT for BALLOT for The City of Ashland's The City of Ashland's 2012 TREE OF THE YEAR 2012 TREE OF THE YEAR The nominees for the 2012 Tree of the Year are: The nominees for the 2012 Tree of the Year are: ❑ White Oak (Quercus albs) 1209 Iowa St. ❑ White Oak (Quercus alba) 1209 Iowa SL With multiple nominations under its bell, this native tree is especially picturesque in winter With multiple nominations under its belt, this native tree is especially picturesque in winter with gnarled branches stretching out in all directions. Normally not a very tall tree, typically with graded branches stretching out in all directions. Normally not a very tall tree, typically reaching 65-85 feet at maturity, it nonetheless becomes quite massive and its lower reaching 65--85 feet at maturity, it nonetheless becomes quite massive and its lower branches are apt to extend far out laterally, parallel to the ground, branches are apt to extend far out laterally, parallel to the ground. ❑ Giant Sequoia (Sequoiadendron giganteum) 1031 Park St. ❑ Giant Sequoia (Sequoiadendron giganteum) 1031 Park St. Although only 55 years old, this magnificent tree was planted as a seedling, is now over 80 Although only 55 years old, this magnificent tree was planted as a seedling, is now over 80 feet tall and is an impressive example of a Giant Sequoia outside of its typical habitat. Its feet tall and is an impressive example of a Giant Sequoia outside of its typical habitat. Its trunk measures about 10-feet across at the base! Giant Sequoias are the largest living trunk measures about 10-feet across at the base! Giant Sequoias are the largest living things on earth and can grow three to five feet per year. things on earth and can grow three to five feet per year. ❑Tri-Color Beech(Fagus syhalica'Roseo-Alarginatal-570 Taylor St. ❑Tri-Color Beech(Fagus sybatica'Roseo-Marginata~-570 Taylor SG This 50-year old tree displays 3 distinct colors for each season which has to be seen to be This 50-year old tree displays 3 distinct colors for each season which has to be seen to be appreciated. The striking colors in the variegated leaves sets this beautiful tree apart from appreciated. The striking colors in the variegated leaves sets this beautiful tree apart from other beeches. Best in partial shade with well-drained, acidic soils; but tolerant of full sun to other beeches. Best in partial shade with well-drained, acidic soils; but tolerant of full sun to full shade. full shade. ❑ Maple (Acer saccharun0 590 Siskiyou Blvd. ❑ Maple (Acer saccharum) 590 Siskiyou Blvd This large specimen has graced the comer of Sherman and Siskiyou Streets for many This large specimen has graced the comer of Sherman and Siskiyou Streets for many years, and has grown to over 40 in height. a There are approximately 128 species of Ma- years, and has grown to over 40 in height. a There are approximately 128 species of Ma- ples, most of which are native to Asia, and constitutes one the of most diverse and impor- ples, most of which are native to Asia, and constitutes one the of most diverse and impor- tant groups of broadleaved trees in the word. Most are shade-tolerant when young, and tant groups of broadleaved trees in the world. Most are shade-tolerant when young, and many of the root systems are typically dense and fibrous. many of the root systems are typically dense and fibrous. ❑ Oak (Quercus garryana) 125 North Main St. ❑ Oak (Quercus garrya a ) 125 North Main St. This stalely Oak tree has welcomed residents and visitors alike for many years as a mag- This stalely Oak tree has welcomed residents and visitors alike for many years as a mag- nificent example of an Oak tree in an urban setting. This tree is approximately 100 feet tall nificent example of an Oak tree in an urban setting. This tree is approximately 100 feel tall and has a large canopy of approximately 50 feet wide. Being one of the pre-eminent hard- and has a large canopy of approximately 50 feet wide. Being one of the pre-eminent hard- woods of Eastern North America, specimens of the long-lived Oak trees have been docu- woods of Eastern North America, specimens of the long-lived Oak trees have been docu- mented to be over 450 years old. mented to be over 450 years old. BALLOTS MUST BE RECEIVED BY THURSDAY, FEBURARY 28th 2013 BALLOTS MUST BE RECEIVED BY THURSDAY, FEBURARY 28th 2013 Mail or deliver to: Michael Pirla, City of Ashland, 20 East Main Street, Ashland, OR 97520 Mail or deliver to: Michael Piba, City of Ashland, 20 East Main Street, Ashland, OR 97520 SUPPORT THE TREES! VOTE TODAY! SUPPORT THE TREES! VOTE TODAY! CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Approval of Grant Request for Ashland Creek Park Construction FROM: Don Robertson, Director, Ashland Parks and Recreation, don.robertson@ashland.or.us SUMMARY Parks staff is working on a grant request for the construction of Ashland Creek Park per the Capital Improvement Plan. The source of the grant is a State Parks Local Government Grant. BACKGROUND AND POLICY IMPLICATIONS: In 2002, property was purchased for the construction of a neighborhood park along Hersey Street between Helman and Oak. This purchase was identified in the Parks and Open Space Plan. A master plan for the project was developed and adopted by the commission in 2005. The park will feature a partially relocated community garden along with a basketball court, playground, plaza and shelter. There will also be restrooms, trails, and plantings. Native or native-like vegetation will be used to minimize water usage. In 2012, the commission's grant request was not fulfilled. The commission intends to submit a reduced grant request in spring 2013, with lower projected numbers based on a phased completion goal. FISCAL IMPLICATIONS: In 2012, the estimated project cost was $750,000. $400,000 was to come from the grant, with the balance generated from a combination of Systems Development Charges and Food and Beverage Tax receipts. In 2013, project costs will be greatly reduced as the scope of the project will be downscaled and the project phased into completion. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approving the submittal for a grant to construct Ashland Creek Park. SUGGESTED MOTION: Move to approve the submittal of a Local Government Grant for the construction of Ashland Creek Park. ATTACHMENT: None. Page 1 of 1 ~r, CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Request for Endorsement of SOAR by the Public Art Commission FROM: Ann Seltzer, Management Analyst, seltzera@ashland.or.us SUMMARY The Southern Oregon Arts and Research event occurs in May of this year. They would like to hang a banner across East Main Street to advertise this event. In order to do this they need to have endorsement from a city commission or committee with final approval of that endorsement by the City Council. The Public Art Commission has already agreed to endorse this event for the purpose of hanging a banner and are now requesting that Council give their final approval of that endorsement. BACKGROUND AND POLICY IMPLICATIONS: On March 15, representatives from SOAR attended the Public Art Commission (PAC) monthly meeting requesting endorsement of their event. The PAC voted in favor of the endorsement and is now forwarding their recommendation to the City Council for approval as is required by the Commission and Committee Operations Guide adopted by the Council in February 2012. Staff believes the event meets the criteria stated in the Operation Guide and that the event has a direct connection to the purpose of the Public Art Commission which reads in part: "...the arts are an important part of the cultural and economic life of the entire community of Ashland and enrich the participants in the arts as well as those who observe them. The Public Art Commission will assist organizations and individuals to make arts a more important part of the city's live..." City endorsement of SOAR allows SOAR to hang a banner over Main Street. The Ore og n Department of Transportation Guidelines for Banners Located on State Highway Right-of-Way requires an event be sponsored by a city, county or state agency. FISCAL IMPLICATIONS: None STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval. SUGGESTED MOTION: I move to approve endorsement by the Public Art Commission of the SOAR event for the purposes of hanging a banner across East Main Street. ATTACHMENTS: Letter from SOU Page 1 of 1 ~r, so March 4, 2013 City Ashland Public c Arts Commission c/o Ann Seltzer U1 Ashland City Administration 20 East Main Street Southern Ashland OR 97520 OREGON UNVERWY Subject: Request for Endorsement of Southern Oregon University's SOAR 2013 Dear Ann: Southern Oregon University seeks the endorsement of the Public Arts Commission for our 6th annual Southern Oregon Arts & Research (SOAR) event taking place May 13- 17 on the SOU Ashland campus. SOAR 2013 showcases the extensive research and artistic activity of SOU faculty and students by hosting a week-long exploratorium of concurrent events. Last year, 686 presenters conducted 165 poster sessions, 34 podium presentations, 27 panels and symposia, 6 exhibitions, 8 performances, with 23 campus lab & studios open for `behind the scene' tours. Admission and parking are free, and the community is invited. The purposes of SOAR are consistent with the values and goals of the Ashland City Council, particularly those for education and economic development, as well as the mission of the Public Arts Commission. SOAR provides an opportunity for students, faculty, and members of the community to interact and experience the arts as part of Ashland's cultural and economic life. It celebrates the vitality of the arts in Ashland and demonstrates how SOU contributes to the cultural, intellectual, and artistic life of the region. Outreach includes bringing area school students to campus and inviting Osher Lifelong Learning Institute members and faculty to attend and contribute as presenters. This year's effort includes displaying posters in community businesses, distributing brochures to hotels and bed and breakfasts, and advertising in Ashland Chamber's `In & Around Ashland' to attract visitors and tourists. Endorsement from the Public Arts commission will allow SOU to seek approval to install a banner across Main Street in early May. The banner will inform the community about the event and heighten awareness of the partnership between the City of Ashland and SOU. Thanks in advance for considering our request for endorsement. Sincerely, v v 1GC.`^'~ Mary Cullinan Office of the President Churchill Hall 125 1250 Siskiyou Boulevard Ashland, Oregon 97520-5043 T: 541.552.6111 F: 541.552.6337 CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Liquor License Application for Elisa Boulton dba Boulton & Son FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Elisa Boulton dba Boulton & Son at 165 East Main Street. BACKGROUND AND POLICY IMPLICATIONS: Application is for a new license. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendations on all liquor license applications. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with the processing of this application. SUGGESTED MOTION: Under Consent agenda item, a motion to approve liquor license for Elisa Boulton dba Boulton & Son at 165 East Main Street ATTACHMENTS: None Page I of 1 PFF411al CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Liquor License Application for Albertson's FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Albertson's at 2301 Ashland Street. BACKGROUND AND POLICY IMPLICATIONS: Application is for change of ownership i The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendations on all liquor license applications. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with the processing of this application. SUGGESTED MOTION: Under Consent agenda item, a motion to approve liquor license for Albertson's at 2301 Ashland Street. ATTACHMENTS: None Page I of 1 ~r, CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Special Procurement for the Peachy Road Project FROM: Mark Holden, Director of Electric Utility, Telecom and IT, holdenm@ashland.or.us SUMMARY This "contract-specific special procurement" will allow the electric department and AFN to procure a contract with C-2 Utility contractors for the Peachy Road Project as required from Jackson County. Peachy Road is a county street, which is currently planned to become a city street in the future. BACKGROUND AND POLICY IMPLICATIONS: Electric/AFN has existing infrastructure located on Peachy Road from Walker Ave to Hillview Drive. This infrastructure is in conflict with Jackson County's refurbishing project located on the Peachy Road. The Electric Department/AFN will relocate their infrastructure in accordance with all utilities involved (City of Ashland Electric Department, AFN, Charter Communications and Century Link) as required by Jackson County. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 27913.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. We believe it would be in the best interest of all parties to combine the resources of four separate utilities, (City of Ashland Electric Department, AFN, Charter Communications and Century Link) and utilize one contractor to manage the project and supply all excavation and installation of the needed infrastructure for the required relocation. Each utility mentioned above would be equally financially responsible for 25% of the total costs. This would result in a much safer, more efficient procedure, causing less impact to local residents and maintaining traffic flow in the area. FISCAL IMPLICATIONS: This project is estimated at approximately $50,000. (Electric - $25,000 and AFN - $25,000) The existing funds are available in the current 2012-2013 budget. Page I of 2 CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of this `contract-specific special procurement." SUGGESTED MOTION: The Council, acting as the local contract review board, moves to approve the contract-specific special procurement for the Peachy Road Project as required by Jackson County. ATTACHMENTS: Form 9 OBEC Letter Drawing Page 2 of 2 ~r, CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Mark Holden, Electric Department Date: March 27, 2013 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 2798.085(4). 1. Requesting Department Name: ELECTRIC DEPARTMENT/ ASHLAND FIBER NETWORK (AFN) 2. Department Contact Name: Electric- Dave Tygerson, AFN- Mike Ainsworth 3. Type of Request: Class Special Procurement XX Contract-specific Special Procurement 4. Time Period Requested: From 04/02/2013 To: 06/30/2013 5. Total Estimated Cost: Not to exceed $50,000 (Electric -$25.000 / AFN-$25.000) 6. Short title of the Procurement: PEACHY ROAD PROJECT Supplies and/or Services or class of Supplies and/or Services to be acquired: Relocate utility facilities for Electric/AFN located on Peachy Road from Walker Ave to Hillview Dr. as required by Jackson County, represented by OBEC Consulting Engineering per the attached letter dated 11/02/12 from OBEC consultine Engineers. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Electric/AFN has existing infrastructure located on Peachy Road from Walker Ave to Hillview Drive. This infrastructure is in conflict with Jackson County's refurbished Project located on Peachy Road. The Electric Department/AFN will be required to relocate infrastructure in accordance with all utilities involved (City of Ashland's Electric Department, AFN, Charter Communications and Century Link) in this project and to meet the requirements to maintain proper depth and separation of each utility compliant per their request. Form #g - Special Procurement- Request for Approval, Page 1 of 3, 3127/2013 Proposed procedure: Direct award to C-2 Utility contractors who are under an existing contract with Century Link and Charter Communications. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Due to the extent of this project and impact to several utilities, the Electric Department and AFN feel it would be in the city's best interest to combine all utilities into (1) one joint trench. This would result in a much safer, efficient procedure, causing less impact to local residents and keeping traffic flow in the area less interrupted. 9. Findings to Satisfy the Required Standards: This proposed special procurement: _XX_ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: due to ajoint project with multiple utilities and Century Links and Charter Communication's existing contract with C-2 Utility contractors. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and _XX_ (b)(i) will result in substantial cost savings to the contracting agency or to the public because: we believe by combining resources with (4) four separate utilities. (City of Ashland's Electric Department, AFN, Charter Communications and Century Link) and utilizing one contractor to manage the project and supply all excavation and installation of needed infrastructure for the required relocation would be in the best interest of all parties. Each utility mentioned above would be equally financially responsible for 25% of the total costs. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or _XX (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 2796.060, 2796.065, or 27913.070, or any rules adopted thereunder because: Due to the extent of this project and impact to several utilities, the Electric Department/AFN feel it would be in the City's best interest to combine all utilities into (1) one joint trench. This would result in a much safer, efficient procedure, causing less impact to local residents and keeping traffic flow in the area less interrupted. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #g - Special Procurement- Request for Approval, Page 2 of 3, 3127/2013 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - 04/03/13 PUBLIC NOTICE Approval of a Special Procurement First date of publication: 04/03/13 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on 04/02/13. This is a contract specific special procurement to relocate Utility facilities for Electric/AFN for the Peachy Road Project located from Walker Ave to Hillview Drive as required by Jackson County. This is ajoint project between four (4) utilities, City of Ashland's Electric Department, AFN, Charter Communications and Century Link. The work is to be completed by May 17, 2013. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 2798.055, 279B.060, 27913.065, or 2796.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 2796.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: Dave Tygerson, City of Ashland, Electric Department and Michael Ainsworth, AFN located at 90 N. Mountain Ave, Ashland, OR 97520. The seven (7) protest period will expire at 5:00pm on 04/10/13. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award ofa public contract resulting from this request for approval ofa Special Procurement. Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 3/2712013 BridgelStructures • Roadway/Civil • Heavy Civilllndustrial Facilities EnvironmentaliPermitting • SurveylGeomatics Construction Engineering/Inspection 0e November 2, 2012 Dave Tygerson Ashland Electric & Cable TV 90 North Mountain Avenue Ashland, OR 97520 Project Name: Peachey Road: Walker Avenue to Hillview Drive County: Jackson County Key No: 15702 OBEC Job No: 0019-0100.06 Dear Mr. Tygerson: Subject: Notice of Utility Conflicts OBEC Consulting Engineers (OBEC) has been retained by the Oregon Department of Transportation (ODOT) to provide design engineering services for the subject project located on Peachey Road in Jackson County. The subject project bid opening is scheduled for May 23, 2013. Facilities owned by your company conflict with the construction of the project and should be relocated or adjusted before construction begins. Please refer to the enclosed preliminary plan sheets that note and highlight the conflicting facilities:. Facilities noted as "Potential Conflicts" are assumed to be in conflict and are required to be relocated within the schedule listed below until further investigation by your company can positively rule out the conflict. We ask for your cooperation to further investigate any "Potential Conflicts" by having your company pothole any buried facilities to determine the exact depth and horizontal location as soon as possible. The project schedule indicates that all utility facilities shall be relocated in the field complete not later than May 23, 2013. Ashland Electric & Cable TV facilities are located on public right-of-way, and are not eligible for reimbursement under state policies and procedures, and the provisions of.23 CFR 645A (Code of Federal Regulations). A copy of 23 CFR 645A, along with copies of state rules and regulations pertaining to utility relocations and reimbursement, is located on the ODOT Railroad and Utility website at http://www.oregon.gov/ODOT/HWY/ROW/utility_resource.shtml. If any impacted facilities are located on private property, please forward associated easement documentation to the Utility Coordinator for review. Providing easement documentation early is necessary to streamline any appropriate reimbursements. EUGENE-Corporate Office PORTLAND AREA SALEM MEDFORD 541.683.6090 503.620.6103 503.589.4100 541.774.5590 1 541.683 6576 Fax: 503.620.8416 Fax: 503,589.4141 Fax: 541,774,5591 920 Country CIUS Road, Suite 10OB 5000 Meadows Road. Suite 420 3990 Fairview Industrial Drive SE, Suite 200 831 O'Hare Parkway Eugene, Oregon 97401-6089 Lake Oswego, Oregon 97035-2224 Salem, Oregon 97302.1166 Medford, Oregon 97504-4005 www.o0ec.com Dave Tygerson, Ashland Electric & Cable TV I . tOXSarrlxs Key No: 15702 fd illfAf Notice of Utility Conflicts November 2, 2012 Page 2 Description of Conflicts This project is located in Ashland, Oregon, and the scope is to refurbish Peachey Road from Walker Avenue to Hillview Drive. A new 12-inch storm line with manholes and inlets will be installed under Peachey Road. The elevations for the storm drain system vary from the existing ground elevations, especially between Stations 2+50 to 5+00. Reference the enclosed drawings (Figures 5 and 6) for additional information on the new storm elevations. Also, in the attached drawings is Figure 7 (drainage and utility plan) that has been marked up with potential utility conflicts between the new storm drain system, retaining wall, and road widening with the existing utilities. In addition to the new storm system, the subgrade will be replaced throughout the project limits and could conflict with the existing utilities. Concrete curbs will be added to the edge of the roadway along with a new sidewalk on the south side of Peachey Road. Between Stations 4+49 and 6+20 a retaining wall will be installed on the south side of the street by the new sidewalk. Please reference enclosed Figure 2, Figure 5, and Figure 6 to determine additional utility conflicts with proposed elevation changes and the road installation. There are underground and aerial utilities located within the project vicinity that appear to be in conflict with the construction requirements of the project and, therefore, may need to be adjusted or relocated. If you deem it to be helpful, representatives from OBEC and Ashland Electric & Cable TV could meet on-site with you or someone from your company. Please let me know if you would like to meet to discuss the project. I can be reached by phone at 503.620.6103 or by direct line at 971.634.2016. Relocation Plan. Death Data, and Construction Timing Schedule - Submit Submit preliminary drawings of Ashland Electric & Cable TV's utility relocation work on copies of the project plan sheets to Brad Krumel, utility coordinator, at OBEC Consulting Engineers, 5000 Meadows Road, Suite 420, Lake Oswego, Oregon 97035, by December 15, 2012. In addition, please include a schedule for starting and completing Charter utility relocations. Your relocation schedule should identify a critical relocation completion date of May 23, 2013, to accommodate the project schedule and public traffic needs. If you are aware of any utilities not shown on these plans, please sketch them in and return to me or send me copies of your own facility maps. If you determine that your utility is not in conflict with the proposed construction, please inform me by letter or email at bkrumel(U).obec.com. Your prompt attention is necessary to avoid costs associated with delaying construction of this ODOT project. In accordance with Oregon Administrative Rules, Chapter 734, Division 55, all delay costs and/or claims for extra compensation inflicted upon ODOT from a utility's lack of response shall be paid by the responsible utility. In the past, these costs have been financially substantial in size. Final relocation plans and schedule shall be submitted not later than Dave Tygerson, Ashland Electric & Cable TV ' r CPxSUl Ilx6 Key No: 15702 r xslN(EPS Notice of Utility Conflicts November 2, 2012 Page 3 January 25, 2013, or the utility shall be considered non-responsive in accordance with Oregon Administrative Rules, Chapter 734, Division 55, Section 045. Ashland Electric & Cable TV is strongly encouraged to be proactive in providing schedules, sketches, depth data, and information associated with their utilities and relocation work to the Utility Coordinator to best ensure that utilities are protected and relocation work is completed successfully for all parties involved. Submitting schedules, relocation sketches, and information is critical to this project with multiple utilities and potentially multiple utility relocations. Failure to provide necessary utility information makes it unfeasible to coordinate all necessary utility relocations between utilities and with project activities, and will result in additional costs. ODOT Permits An ODOT permit is required for any alteration made to the location of a utility facility on state right-of-way, including raising wire heights or changing the depth of buried facilities. The permit should include detailed relocation plans and be routed to the Utility/Specifications Engineer for processing. Contact Nancy Coates with Jackson County at 200 Antelope Road, White City, OR 97503, Telephone No. 541.774.8184 with questions about any required permits for the work. Please include the project key number identified above on all permit applications. For your information, all other required permits with all other regulatory agencies should be secured prior to making application to ODOT. Sincerely, C*2?l Brad Krume Utility Coordinator BK:msm Enclosures: Preliminary marked up plans cc: James Philp, Jackson County* Kell! Sparkman, ODOT* Heather Howe, ODOT* Jeff Bernardo, OBEC* Corporate File * w/o enclosure ASI ]9 qaa Sew B [xm bxf. ST, HIIM w BvFa. Wmebn limfrmdr 16 y HNIIkO n~ #rU kYS. • OOIIIdI a] ] a ' tayn mwva[ 6LY0 f'~ l6 ]5 5 U0.4Q NY ~ IY Lkw. 41 •auwY IRYA am e, livkr 611 q IVIV o MPo,kr 49°~ OIIIR kbol 1n NMtt M BkIX OIY• EMT 10 • Ls r~ka 1e 9 ~M ) NOTES: .i °i w• s s 1o na~ent mYar bib as 1. Vicinity Gap From The Official ,a Sei larn¢ ` Oregon State Highway Gap. rw.a us 696 rx[ • 6YVk em,.~ „ km :o :o ~,tl 2. Locofion Gap From Oregon Department Of Transportation, Inventory & Gapping Unit. County cm 10 42 ROSODIRn L!e b~ 70 GOp5. Po'1 6gm+9k 91 ]r ]9 !r6 YtlLY kM! 5 61 ~ Bm kL m6 `a 6' Ib gHU1N YOkr 1 • t Itl 95 of LMV0 6as,° ewk e.{nnl..~• tom 9m .K uM VICINITY MAP G La'mv' "lam' :l s~ % 5 LEE aT. $ mm ASHLAND rkwrEn rt. ~ arlmm6 ~ 3 mn~ar LN PJfJ a r..e.r. 86 wwaun; ftl aM«Nx a % ;I GREEN K uv. ;t; a]rr 1 9 d6r Me. . k9y n ''NN w~ I BI. _C3. /oA 9ME BE fSAY flF@]( A 4'9' 'IR~`nY TNFLMk MY N Q N11L9CYi Hf. 1, YE1lfINr P' Eum Fl9LEA wYl O~ tX. vnNE G Y ~ E JFSSF1pIN F ef. L~ I ( F _.l NJM ql AVE Z! M ~aJ y OR kYE Z ( § 6 Y.VCG.91D fl.Y~r CW 1 ftt]]] 8 • 'Y Wy. l / 3 ~ IXIXIXVWWVIEEE 8!. or R /5e^3 ~ °6a6Exoan6x. ~r rccel ~ ~ ~ 1'qr,_ 4 I eweya, er. b sgrL 3 ~ ~nL af. k,o,Maaa in. Be119New . 6~rn1k>Ew ° 69a O ~d ]~aL9.kt„ ~iYru o9x rwr \1' O N BEGIN PROJECT STA. "P" 0+02.31 I r 99 o END PROJECT STA. "P" 12+15.30, r Y T. 39 S., R. I E., W.M. 0 v m 0 a LOCATION MAP 0 !NO SCALE) FIGURE I .p. V51ra= Si A. "P"0.02.31 T. STA. 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This is a revision and is not currently shown in me •e.JO. p ii:ir zisi i. ev. -41 .1 11 drawing. . T ORFOOMOB/AIIMIDFiMIadRAld ~~ytF~ et RI 5, M IIU-RIM IR. TO MM IL ~P P6.nE, ab~\~\e teary to a. ~kT j [APIAES: JL/JfL PROFILE 6 00 i M 8 00 9 Oa 10 00 u~ppec~p~ppscei~OVlB1Y~ialOtl.]E.p16 9/11/t0ii IP.RSa PY n~ /16ME 6 16 T.86 S.. W.N. (Cka tnd) j II N< ~ ~ d ~ I I~ ~~I~p,{~ ~ _ m ~l lJ~~ s ~ O,yy''3 I ,X•-sF It _ , N • ' . enee-rxaeo k . O r "X-0 q' m ~m '7 -0 - - - PE¢HEr Roeo x n~.-r xz•xva 0 , - T 6NL6Y6BAILIIBIf 6FiRA16PoSGI1pM 5 141xf ~ ru..m aoN: ~wN art. ra mLm ar. Communleaiwna p ez.wzr ao.o Gas- a6~N N ,...:D. rnxlr EI.W - LECExo ax 4 .a..„ n - a.. D.. Water -1•..o.am R. ouluoa 3 onurlea _ EXGIaF5:11/1~L, 1 L A N r4 a.n rIWnE x c,\DCec\D•DDec01\Onel81]B\IS1031.]8.01] 111111x11 Ilxl.la .n .wm lia°hvuaa ptJ Ol~,rm1PM-oM p'rc- JO ISm erPme01055r ©6N"Y B .Jb5.19'M. OS Sr~r--Y O.JSI. I.E•pr 4nl r. Nx "P finer px-19 lea. Y uwn m. 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I,., I 1049 J Q_J 1020 LL, 1664 1661 73_154954 1651 I cur 117 1554 rt I I 1 I 166e III , CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Public Hearing on the 2013 Community Development Block Grant Award and CDBG Action Plan Development FROM: Linda Reid, Housing Program Specialist, Community Development Department, reidl@ashland.or.us SUMMARY The City of Ashland has received five applications (two public service applications totaling $34,000 and three capital improvement applications totaling $136,000) for the estimated $125,000 in 2013 Community Development Block Grant (CDBG) funds expected to be available for award. Of the available 2013 funds, a set-aside of 15% (approximately $23,438) is available to award to public service projects. There is no limit on the percentage of funds that can be awarded to capital improvement projects. An estimated $125,000 is available to award to capital improvement projects. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland has received five applications for competitive 2013 CDBG funds. The applications received are attached and include the following: • St. Vincent De Paul (SVDP)-$24,000 to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • Maslow Project-$10,000 for outreach and case management for homeless youth enrolled in the Ashland school district. • Living Opportunities-$24,000 to complete renovations to the exterior of the Ashland Community Employment Services (ACES) Building which supports employment and leisure activities for special needs populations. • Ashland Emergency Food Bank (AEFB)-$87,000 to acquire a permanent location • City of Ashland Energy Efficiency Program-$25,000 to provide energy efficiency upgrade to homes occupied by qualified low-income households. The total City of Ashland allocation of CDBG funds for the 2013 program year is expected to be approximately $156,255. This amount is 5% lower than current-year levels due to federal sequestration. Notice of this decrease was not received until after the Housing Commission had heard proposals and made its funding recommendations. Therefore, the Housing Commission recommendation does not reflect this 5% reduction. All CDBG awards granted must be to eligible projects meeting the CDBG national objectives low- income populations, and which are consistent with the goals identified in the City's 2010-2014 Consolidated Plan. Page I of 3 ~a, CITY OF ASHLAND The City has carried forward prior-year balances in the amounts of $87,646 dedicated to the AEFB for the acquisition of the building they currently occupy, and $27,623 previously awarded to the Public Works Department to complete public facilities improvements benefiting eligible populations. The AEFB is requesting an additional allocation this program year to acquire a permanent location. If awarded, the AEFB allocation will total $174,646. The 2010 award to the Public Works Department to install audible signals at downtown intersections will serve to provide safe and convenient access for all City of Ashland residents and visitors including those sight-impaired populations who qualify as a presumed benefit population. Staff expects this project to be completed prior to the end of the 2013 fiscal year. These funds are not reflected in the award recommendations below as they are not being re-allocated. The City reserves the right to award more or less than this estimate depending on the final allocation authorized by Congress and HUD. The City of Ashland Housing Commission held a public hearing on February 27, 2013, to take public comments, review the grant requests and make a recommendation to the City Council. CDBG funds will be available upon HUD's approval of the 2013 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be held by the Housing Commission to ensure consistency with the awards designated by the City Council. HUD must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with the local Consolidated Plan; the 2010-2014 Consolidated Plan for the use of CDBG funds. FISCAL IMPLICATIONS: The CDBG program is funded by Federal grants through HUD and no City of Ashland funds will be used for CDBG activities. In addition, $31,251 in grant funds (20% of the annual grant award) will be made available to cover administrative costs associated with carrying out grant administration and CDBG program requirements. $125,000 in CDBG grant funds are expected to be made available by July 1, 2013, upon approval of the 2013 Annual CDBG Action Plan and completion of a grant agreement between the City and HUD. RECOMMENDATIONS: The Housing Commission reviewed proposals on February 27'h and recommended award of the CDBG funds as follows: • $17,000 to the St. Vincent De Paul Home Visitation to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • $7,000 to the Maslow Project for outreach and case management for homeless youth enrolled in the Ashland school district. • $87,000 to the Ashland Emergency Food Bank to acquire a permanent location, contingent upon expenditure of funds by December 31, 2013. Should AEFB be unable to expend the CDBG funds by that time the City can re-allocate or re-award of those funds. • $20,646 to the Ashland Energy Efficiency Program to provide energy efficiency upgrades to homes occupied by qualified low-income households. Page 2 of 3 011FFF r, CITY OF ASHLAND Staff Recommendations Staff s recommendations are based on evaluation of CDBG eligibility, the City's five year Consolidated Plan Goals, and applicants' readiness to proceed. Housing Commission's recommendation was consistent with the staff recommendation, however, as stated above, subsequent to the Housing Commission's recommendation, staff received direction from HUD that the City should expect a 5% reduction in funding from the prior year. Consequently, staff proposes an amended recommendation consistent with the Housing Commission recommendation to award the full amount requested by the Ashland Emergency Food Bank and to dedicate the remaining balance of funding to the Ashland Energy Efficiency Program. For a more detailed review of each proposal see 2013 Staff Evaluation attached. Staff recommends award of the 2013-2014 CDBG funds as follows: • $16,607 to St. Vincent De Paul-Home Visitation Program to fund emergency rent and deposit assistance for qualified low-income household in an effort to prevent homelessness. • $6,831 to Maslow Project for outreach and case management for homeless youth enrolled in the Ashland school district. • $87,000 to the Ashland Emergency Food Bank to acquire a permanent location, contingent upon expenditure of funds by December 31, 2013. • $14,566 to the Ashland Energy Efficiency Program to provide energy efficiency upgrades to homes occupied by qualified low-income households. SUGGESTED MOTION: To direct staff to draft the 2013 Annual Action Plan for the use of Community Development Block Grant funds reflecting the award CDBG funding for the 2013-2014 Program year as follows: • $16,607 to St. Vincent De Paul-Home Visitation Program. • $6,831 to Maslow Project. • $87,000 to the Ashland Emergency Food Bank to acquire a permanent location-contingent upon expenditure of funds by December 31, 2013, should AEFB be unable to expend the CDBG funds by that time the City can look at re-allocating or re-award of those funds. • $14,566 to the Ashland Energy Efficiency. ATTACHMENTS: 1. 02/27/2013 Housing Commission Regular Meeting Minutes 2. CDBG Staff Evaluation 3. Maslow Project-School Based Services for Ashland Homeless Youth Application 4. St. Vincent De Paul-Home Visitation Program Application 5. Living Opportunities-ACES (Ashland Community Employment Services Exterior Remodel Application 6. Ashland Emergency Food Bank-Building Acquisition Application 7. City of Ashland Energy Efficiency Program Application 8. HUD Sequestration letter dated March 4, 2013 The full text of the 2010-2014 CDBG Consolidated Plan can be found on the City's website at: http://www.ashland.or.us/Page.asl2?NavID=l 2758 Page 3 of 3 r, CITY OF ASHLAND ASHLAND HOUSING COMMISSION DRAFT MINUTES February 27, 2013 CALL TO ORDER Chair Regina Ayers called the meeting to order at 4:00 p.m. in the Siskiyou Room at the Community Development and Engineering Building located at 51 Winburn Way, Ashland, OR 97520. Commissioners Present: Council Liaison Regina Ayars Carol Voisin Brett Ainsworth Barb Barasa SOU Liaison Evan Lasle Andrew Ensslin Michael Gutman Ben Scott Staff Present: Commissioners Absent: Linda Reid, Housing Specialist Car017 Schwendener APPROVAL OF MINUTES Gutman/Lasley m/s to approve the minutes of the January 23, 2013 regular Housing Commission meeting. Voice Vote: All Ayes; minutes were approved as presented. PUBLIC FORUM No one spoke CDBG PRESENTATIONS Maslow Project - Mary Ferrell founder and Executive Director of the Maslow Project spoke. Ferrell explained that the Maslow Project is a nonprofit advocacy agency whose mission is to offer every homeless child and youth the probability of success and the opportunity for a better life. They do this by providing resources for basic needs, removing barriers to education and employment and fostering self-sufficiency in a collaborative and empowering environment. Homelessness is defined as "any student who lacks a fixed, regular, and adequate night residence." This includes couch surfing, doubled-up, living in weekly rate motels, shelters, parks, streets and campgrounds or in substandard blight conditions. Ferrell pointed out their proposed target is 100 students. The Maslow Project is located inside the Ashland Senior High School. The Ashland case manager works approximately three days a week providing services to eligible youth and families. Ferrell acknowledged that the Maslow Project is requesting $10,000 from the CDBG funds to cover a portion of the Case Manager's salary. All other program costs are covered by other funding sources. These CDBG funds are critical to the payroll expenses of this project. A reduction in hours of the Case Manager would result in decreased access for students to this service. The following are questions from the Commissioners: How long have you been in existence? We started over 14 years ago but became non-profit just four years back. We chose to became non-profit in order to expand and be a county wide service. 1 How do you work with other non-profits in the Community? We partner with as many agencies as possible. Our case manager spends time with the Community Works street outreach worker conducting outreach programs. We also give referrals to each other when appropriate. Are there any duplicates regarding services offered in our Community? No. We offer a full range of services including coordinating housing for children. How do you access the children who are not in High School? Our case manager goes to all the schools in the district as well as Headstart. There is a built in network in place. You mentioned having $8,700 in donations from the Community. How many make up that number? Approximately seven businesses and forty-five to fifty individuals Ashland Emergency Food Bank - Treasurer and Board Member Ward Wilson along with Grant writer Walt Slater gave a presentation. For over forty years the AEFB has been distributing food to the Communities of Ashland and Talent. Each month they provide an average of 475-525 households (representing 1,300 children and adults) with a three to five-day supply of essential food items. They anticipate that 1,500 unique households (representing 3,750 individuals) will seek assistance from them in 2013. AEFB has one part time employee and approximately ninety regular volunteers. They are currently housed at 560 Clover Lane, the old Kentucky Fried Chicken/A R W Restaurant. In August of 2011 they were able to negotiate a two year lease at that property with the option to purchase it when the lease is up in the amount of $475,000. AEFB is asking for $87,000 in CDBG funds to help purchase the property. Currently they have $91,225 in secured monies, $87,646 CDBG awarded funds from 2012 and $296,129 in tentative monies. Grant writer, Slater made two points regarding the AEFB purchase. As a basic service their application will score higher and is identified as a priory project for funding from various foundations and funding sources. Slater stated that if awarded the additional CDBG funds it will help bring leverage with the other private contributors. The following are questions from the Commissioners: The deadline for the purchase of the building is August 31, 2013. What will happen if you don't have the money at that time? AEFB has no obligation to purchase the property. It would be our hope that the Bank would give us more time if we are close to the amount needed. The bank has demonstrated their desire to help us make the purchase. How confident do you feel in the next six months that you can raise over fifty percent of your target? We are very confident! It took us a year to really get started on our fundraising and we have done quite well in a short amount of time. Currently no one we have asked has turned us down. We have received a donation from a prominent community member who has also asked to join our fundraising campaign. Why did it take so long to get the campaign going? None of the people on the board have any experience in fund raising. We had to educate ourselves. We spoke with fund raising professionals in the valley including the YMCA Director. We had to find volunteers to do the layout and graphics. Wilson invited the Commissioners to their March 10th open house and Pie Social at the food bank located at 560 Clover Lane. St. Vincent de Paul - Rich Hansen, Foundation Liaison and Chici Cutting, President represented St. Vincent de Paul. The Rogue Valley District Council of St. Vincent de Paul is dedicated to providing compassionate support and care to the poor and needy in Jackson County, regardless of race, religion, creed, sex, sexual preference or 2 ethnic origin. Twelve volunteers respond to calls for help on the Ashland phone line. In the fiscal year ending September 30, 2012 the Ashland/Talent Home Visit Conference spent $124,510 helping the needy. In total they helped 184 families with rent expenses and 304 families with utility bills. Hansen acknowledged that St. Vincent de Paul is requesting $24,000 in CDBG funds with this application. None of the money received goes to salaries or benefits; it all goes to those they serve. The only overhead expense is $16.38 for a voice mail answering machine. The following are questions from the Commissioners: What percentage go your budget goes to help pay people's utility bills? Approximately 45% of the budget is designated for utility help about $55,000. $59,000 is used for rent. All CDBG funds received are used for rent. Living Opportunities - Jim Gochenour, Development Director spoke. Gochenour began by thanking the Commissioners for their support with last year's Grant money. Thanks to the City of Ashland CDBG funds in 2012 Living Opportunities was able to complete an interior capital improvement project at their building located at 747 Normal Ave. in Ashland. They are requesting $24,000 from the City's CDBG fund in order to continue with the renovation of the building. The money will go toward adding siding and insulation, replacing windows, doors, update light fixtures, fencing and updates to the porch. The goal is to increase the energy efficiency of the building. Living Opportunities will provide the remaining needed. $17,300 and will cover any unanticipated costs associated with the project. The life expectancy of the building is another thirty years. Their mission statement is "For people with developmental disabilities to work for the same employers, live in the same neighborhoods, and have the same experiences everyone aspires to in our community." Gochenour expressed his pride in several awards that Living Opportunities have received; Medford Chamber of Commerce outstanding non-profit award along with three years in a row "the best non-profit to work for to mention a couple. City of Ashland - Brandon Goldman, City Senior Planner, presented the application. Goldman pointed out that in 2009 the City Council awarded the City of Ashland CDBG funds for their Affordable Housing Weatherization and Energy Efficiency project. This project was very successful assisting twenty households benefiting thirty Ashland residents and leveraging over $35,000 in matching funds from various sources. The City is asking to use $25,000 in CDBG funds to complete energy efficiency improvements on units occupied by qualifying low-income families. With an approximate grant amount of $2,500 per dwelling the City could assist approximately ten households with energy efficiency upgrades or other necessary repairs to reduce energy costs. The following are questions from the Commissioners: Does the City have another funding source that this could come from? Goldman suggested asking that question to someone in conservation or administration. What happens if a renter requests help with weatherization? The program is designed for property owners. The program targets owner occupied units. Who performs the work? The home owner would contract with providers. They would then submit to the city an invoice for the services provided. In 2009 for the CDBG Weatherization program. Where did the matching funds come from? The 2009 program leveraged funds from; Access' weatherization program, the City's Conservation program loans and grants, from Rural Development 502 loan and grant programs, funds from City of Ashland revolving loan rehabilitation program, and homeowners. 3 STAFF RECOMMENDATIONS Reid expressed the City's appreciation to all the organizations for applying for these funds as they are all necessary services to our community. Reid stated it is staffs responsibility to check eligibility and determine' whether the applicants meet Federal CDBG regulations and address the priorities identified with the City of Ashland 2010-2015 Consolidated Plan. The total City of Ashland allocation of CDBG funds for the 2013 program year is expected to be approximately $164,556 which includes the administrative portion of 20%. CDBG regulations states that not more than 15% can be awarded to Public Service activities and there is no limit on the percentage of funds that can be awarded to capital improvement projects. Reid reminded the Commissioners that City is still uncertain about the exact allocation from the Federal Government and reserves the ability to fund less should they receive less. HOUSING COMMISSION DISCUSSION AND RECOMMENDATION Gutman/Barasa m/s that we accept the staff recommendations, (even though we would like to. see Living Opportunities funded) for the allocation of the CDBG money. - I . The Commissioners discussed the motion. Though the Commissioners believed that the recommendation was fair and applicable they were disappointed to see no money awarded to Living Opportunities. Those Commissioners that visited the site at 747 Normal were amazed with the interior work that was done. They called attention to the self worth that the people who work and spend their free time in that building must experience. Their, self esteem will be greatly increased. - Ayars/Lasley.m/s an amendment to the current motion to change the allocation recommendation from staff for social services to stay the same, but to reduce the allocation to AEFB, to award Living Opportunities for the full amount and the remaining balance to be allocated to the ACFB, and not fund the City application. The Commissioners discussed the amendment. They inquired about.allocating the money to four different projects rather than three. This has previously been discussed in the past and Reid explained the difficulty involved in doing that. After a discussion and acknowledging that Living Opportunities is,a valuable resource in our Community it was determined that the Energy Efficiency program is a higher priority. Ayars withdrew her amendment followed by Lasley withdrawing his second. The Commissioners, voted on the original motion. Voice Vote; motion passed unanimously Reid announced that the CDBG award public hearing will be at the April 2, 2013 Council meeting. FAIR HOUSING SURVEY FOR STUDENTS Lasley would like some input from the Commissioners as to what they would like included in the survey. The Commissioners will submit their ideas to Reid and she will consolidate them and send them to Lasley. Reid reminded the Commissioners not to have an email meeting but to just send the suggestions to her without a discussion. Reid will give the update to Lasley. Ainsworth announced to the Commission that this was his last meeting. He has resigned due to his need to focus on other priorities in his life. The commissioners thanked Ainsworth and expressed their appreciation for his volunteerism and contribution to the Commission. MARCH 27. 2013 MEETING AGENDA ITEMS Student Fair Housing Survey Review UPCOMING EVENTS AND MEETINGS Next Housing Commission Regular Meeting 4:00-5:45 PM; March 27, 2013 ADJOURNMENT - The meeting was adjourned at 5:45.m. Respectfully submitted by Carolyn Schwendener 4 CITY OF ASHLAND Staff Evaluation To: Ashland Housing Commission Title: Community Development Block Grant (CDBG) 2013 RFP Date: February 27, 2013 Submitted By: Linda Reid, Housing Program Specialist This staff evaluation was drafted prior to receiving notice from HUD regarding an expected 5% reduction in funding, as such the narrative and recommendation below does not reflect this 5% reduction. The City of Ashland has received five applications for 2013 Community Development Block Grant funds that are competitively available. The total City of Ashland allocation of CDBG funds for the 2013 program year is expected to be approximately $164,556. The funds that have been offered competitively are estimated from the previous year's allocation and have had the administrative portion of 20% removed (or approximately $32,911 for administration of the CDBG program). Of the available 2013 funds a set aside of 15% or approximately $24,000 is available for Public Service projects. In total there is approximately $131,645 available for award. The City will reserve the right to award more or less than this estimate dependant on the final entitlement amount authorized by Congress and the Department of Housing and Urban Development. The City of Ashland Housing Commission will hold a public hearing on February 281h to review the grant requests and make a recommendation to forward to the City Council. Staff s recommendation regarding the allocation of the 2013 CDBG funds is provided on the following pages. Proposals Received Organization Proposed Project CDBG Goal Consolidated Funds Plan Goal # and Requested Rank* St. Vincent De Assist low income and at risk $24,000 Provide 100 low Goals 6.1 Paul Households with emergency income individuals Need Rank A funding to prevent with emergency Goals 6.2 homelessness. services Need Rank B Goals 8.2 Need Rank B Maslow Project Encourage stability, self- $10,000 Provide access to Goal 6.1 sufficiency and school basic needs, Need Rank A achievement for homeless information and youth. referral. Provide case management to improve stability to approximately 100 identified homeless youth. Living Renovations to the exterior $24,000 Renovations to Goal 8.2 Opportunities of the Ashland Community building that serves Need Rank B Employment Services 21 special needs Goal 14.1 Building to support clients with Need Rank B employment and leisure employment and life activities for special needs skills assistance populations Ashland The acquisition of the $87,000 The acquisition of Goal 6.1 Emergency Food building located at 560 the building which Need Rank A Bank Clover Lane, which they they now occupy at Goal 8.2 now lease from Peoples 560 Clover Lane. To Need Rank B Bank of Commerce continue serving 3,750 individuals with need food items City of Ashland This project promotes energy $25,000 Energy Efficiency Goals 3.1 and 3.2 Energy Efficiency conservation through and weatherization Need Rank B and Conservation weatherization and energy upgrades to 7-10 Program efficiency measures on homes occupied by homes occupied by qualified moderate to low- moderate and low-income income homeowners. homeowners. Funding Requested/Available A total of $131,645 in CDBG funds is expected to be available to distribute to eligible recipients for projects meeting the CDBG national objectives, and which are consistent with the City of Ashland 2010- 2014 Consolidated Plan. The maximum allocation allowable to be used to support public services is limited to approximately $24,000. The 2010-2014 Consolidated Plan sets a policy of limiting the award of funds to mot more than two projects in a program year. These funds will be available upon approval of the 2013 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be held before the Housing Commission to insure consistency with the awards designated by the City Council. The US department of Housing and Urban Development (HUD) must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with the local Consolidated Plan. Assessment Criterion Staff has assessed the proposals to determine whether they meet the Federal CDBG regulations and address the priorities identified within the City of Ashland 2010-2014 Consolidated Plan. Three areas are evaluated for each proposal regarding compliance with federal regulations. • Projects must meet the National Objective of the Community Development Block Grant Program. ~r, • All CDBG funded projects must bean "eligible" use under the Community Development Block Grant Program. • If a project meets all federal requirements and is selected for award, then federal regulations must be met throughout the course of the project. Some examples of federal regulations which pertain to Community Development Block Grant funded projects are; all projects funded in whole or in part, with CDBG dollars require an environmental review in accordance with the National Environmental Policy Act (NEPA). Certain construction projects must use federal Davis-Bacon wage rates. Housing involving structures built prior to 1978 must be tested for the presence of Lead Based Paint and if found steps to mitigate Lead Based Paint must be taken. Any project involving the displacement of residents or businesses as a result of the federally funded project are entitled to assistance under the Uniform Relocation Act. Most importantly the beneficiaries from the application of CDBG funds must qualify as eligible populations under the Federal requirements. Areas of concern are described for each proposal received. The Housing Commission and the City Council can only award CDBG funds to projects that can meet all federal requirements and meets an objective as outlined in the City's 2010-2014 Consolidated Plan. Priorities within the City of Ashland's 2010-2014 Consolidated Plan are given a priority ranking by letter. The rankings of A, B and C are intended to assist in directing CDBG funds to the greatest needs. In cases where there are competing projects for limited funds, the projects(s) that are ranked the highest will be funded. A-The City of Ashland plans to use the CDBG funds for projects that meet these needs. B-The City of Ashland may use CDBG for projects that meet these needs. C-The City of Ashland does not plan to use CDBG funds for projects meeting these needs but will consider certifications of consistency for other entities which are applying for federal assistance to meet these needs. Additionally such needs may also be addressed by the City through the allocation of Economic Development and or Social Service Grants from the City General Fund. Public Service Proposal Evaluation Maslow Project-School Based Services for Ashland Homeless Youth Staff has reviewed the Maslow Project, School Based Services for Ashland Homeless Youth Proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2010-2014 Consolidated Plan. Maslow Project requested $10,000 in Public Service Grant funds to continue to support a case manager in the elementary, middle and high schools, providing outreach to high risk homeless youth and providing them with immediate needs, case management to keep youth engaged in school and promote stability and self-sufficiency for the homeless youth and their families. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective; homeless populations are a presumed benefit population under the CDBG program. • Services to homeless and at-risk populations are an eligible use of CDBG funds. • Maslow's proposal expects to provide services to 100 identified homeless school children currently enrolled in the Ashland School District. • Maslow Project has proven capacity to administer CDBG grant funds. Ir, • Staff finds that Maslow Project's proposal is consistent with goals number 6.1 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 6: Support services for homelessness prevention and transition. Where possible, give funding priority to services that are part of a comprehensive approach that improves the living conditions of clients. Safety net services that meet basic needs shall only be funded with CDBG dollars if it can be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self-sufficiency. • 6.1 Provide assistance to non-profit organizations that assist the homeless and those at risk of homelessness, provide transition assistance to the homeless, and help prevent homelessness (A) In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is the highest priority use for the CDBG funds. A-The City of Ashland plans to use CDBG funds for projects that meet these needs. Staff sees that Maslow Project's proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity assists in the prevention of homelessness for low-income households. Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program providing double the requested grant funds and leveraging further funds from other sources St. Vincent De Paul-Home Visitation Program Staff has reviewed the St. Vincent de Paul program proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2010-2014 Consolidated plan. St. Vincent's has requested $24,000 to assist homeless and at-risk populations in obtaining and maintaining housing. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Generally Income payments (payments to an individual or family, which are used to provide basic services such as food, shelter (including payment for rent, mortgage, and/or utilities) or clothing) are ineligible public service activities when such payments are provided has a grant. However, such expenditures are eligible if; the income payments do not exceed three consecutive months; and the payments are made directly to the provider of services on behalf of an individual or family. This project meets those criteria. • St. Vincent has a proven capacity to administer CDBG grant funding. • St. Vincent expects to assist approximately 100 people with the granted funds. • Staff finds that St. Vincent's proposal is consistent with goals number 6.1 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 6: Support services for homelessness prevention and transition. Where possible, give funding priority to services that are part of a comprehensive approach that improves the living conditions of clients. Safety net services that meet basic needs shall only be funded with CDBG dollars if it can be demonstrated that clients 01FALAR receiving those benefits are part of a program that will eventually help them obtain self-sufficiency. • 6.1 Provide assistance to non-profit organizations that assist the homeless and those at risk of homelessness, provide transition assistance to the homeless, and help prevent homelessness (A) • 6.3 Support activities that expand service-enriching housing for the homeless and other special needs populations, including increased shelter, transitional and permanent supportive housing resources. (B) Goal 8: To support housing and supportive services for people with special needs. People with special needs include the elderly, the frail elderly, persons with developmental disabilities, persons with physical disabilities, persons with severe mental illness, parsons with alcohol or other drug dependencies and persons with HIV/AfD or related illnesses. • 8.2 Provide assistance to non-profit organizations that provide support services to extremely low- and low-income special needs populations. (B) In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is the highest priority use for the CDBG funds. A-The City of Ashland plans to use CDBG funds for projects that meet these needs. Staff sees that St. Vincent's proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity assists in the, prevention of homelessness for low-income and special needs households. Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program providing double the requested grant funds and leveraging further funds from other sources. Capital Improvement Proposals Living Opportunities-ACES (Ashland Community Employment Services) Exterior Remodel Staff has reviewed the Living Opportunities ACES Remodel Capital Improvement proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland's 2010-2014 Consolidated plan. Living Opportunities requested $24,000 in grant funds to assist them in the renovations and repairs on their ACES, employment and leisure activities building that serves peoples with disabilities. • This project proposal qualifies under the Low-Moderate Income (LM I) benefit national objective; peoples with disabilities are a presumed benefit population under the CDBG program. Barrier removal and/or ADA accessibility are an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 21 individuals with special needs. • Staff finds that Living Opportunities' proposal is consistent with goal number 8 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. 1`, Goal 8: To support housing and supportive services for people with special needs. People with special needs include the elderly, the frail elderly, persons with developmental disabilities, persons with physical disabilities, persons with severe mental illness, persons with alcohol or other drug dependencies and persons with HIV/AID or related illnesses. I • 8.2 Provide assistance to non-profit organizations that provide support services to extremely low- and low-income special needs populations. (B) In evaluating the proposal it is evident that the classification of "B" as a priority indicates that this is an activity that the City may use CDBG funds to support. B- The City of Ashland may use CDBG for projects that meet these needs. Staff sees that Living Opportunities' proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity supports Living Opportunities in providing employment and life skills assistance to special needs individuals. Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. Ashland Emergency Food Bank-Food Bank Building Acquisition Staff has reviewed the AEF Bank Capital Improvement proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland's 2010-2014 Consolidated plan. Ashland Emergency Food Bank has requested $87,000 in grant funds to assist them in acquiring the building that they currently lease from People's Bank of Commerce. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective; the nature of the activity, i.e. food bank, qualifies the beneficiaries of the activity as a presumed benefit population under the CDBG program. • The acquisition of real property by a non-profit organization to be used to provide a service to low income and presumed benefit populations is an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 3,750 individuals. • Staff finds that AEFB proposal is consistent with goal number 6.1 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 6: Support services for homelessness prevention and transition. Where possible, give funding priority to services that are part of a comprehensive approach that improves the living conditions of clients. Safety net services that meet basic needs shall only be funded with CDBG dollars if it can be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self-sufficiency. • 6.1 Provide assistance to non-profit organizations that assist the homeless and those at risk of homelessness, provide transition assistance to the homeless, and help prevent homelessness (A) • 8.2 Provide assistance to non-profit organizations that provide support services to extremely low- and low-income special needs populations. (B) 11VALWA In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is an activity that the City may use CDBG funds to support. A-The City of Ashland plans to use CDBG funds for projects that meet these needs. Staff sees that Ashland Emergency Food Bank's proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity will allow the Food Bank to continue to provide emergency food supplies to those most in need. Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. AEFB has requested $87,000 in CDBG funding, and was conditionally awarded $87,646 in the previous program year, for a total of $174,646. At time of application AEFB has secured $8,000 in grant funding, $50,000 in community contributions, and is contributing $25,250 of their own funds for a total of $83,250. The total acquisition cost of the building is $475,000. AEFB has two grant applications pending that total $85,000, and two planned grant applications totaling $110,000. Further AEFB expects another $22,104 in additional community donations. CDBG funds will be less than 40% of the total project cost. CDBG funding and secured funding are more than 50% of the total project costs at this time, if awarded funding in 2013 AEFB will need to raise an additional $218,104 in funding by August 3 Vt to meet their goal and acquire the building. CDBG $174,646 Secured $ 83,250 Pending grants $ 85,000 Planned grants $111,000 Donation target $22,104 Total $476,000 Ashland Energy Efficiency Program Staff has reviewed the Ashland Energy Efficiency Program proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland's 2010-2014 Consolidated plan. Ashland Energy Efficiency Program has requested $25,000 in grant funds to provide energy efficiency upgrades to reduce energy cost burdens for low-income homeowners and reduce overall energy usage in the City. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Weatherization and energy efficiency repairs and upgrades are an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 7-10 households. • Staff finds that the Ashland Energy Efficiency proposal is consistent with goal number 3.1 and 3.2 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 3: To maintain the existing affordable housing supply. Where possible, give funding priority to those projects that will provide benefits to residents with the lowest incomes. Also, give funding priority to those programs which retain the units as affordable in perpetuity, or recapture the rehabilitation costs for further use in Ashland. 3.1 Retain existing affordable housing, rental and ownership, by supporting rehabilitation programs, which recapture the rehabilitation costs for further use in Ashland (B). 3.2 Retain existing affordable housing, rental and ownership, by supporting rehabilitation programs using a sustainable program, which retains the units as affordable in perpetuity (B). In evaluating the proposal it is evident that the classification of "B" as a priority indicates that this is an activity that the City may use CDBG funds to support. B- The City of Ashland may use CDBG for projects that meet these needs. Staff sees that Ashland Energy Efficiency proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity will assist low-income homeowner's lower utility bills and improve the City's housing stock, This activity is expected to leverage private funds and public incentives that meet and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. HUD Timeliness Rule The CDBG program has a stipulation that grant administrators plan for the timely expenditure of funds. This is called timeliness, timeliness refers to how quickly the grantee is able to commit and expend CDBG funding. The program rule for timeliness it that the grantee cannot have more than 1.5 times their annual allocation sitting in their line of credit at the U.S. treasury. The analysis for timeliness is calculated 60 day prior to the end of the grantees program year (which is July I" for the City of Ashland.) If a grantee has more than 1.5 times their allocation in their line of credit they will be required to submit a "work out plan" to HUD to explain how the money will be utilized to avoid chronic timeliness issues. A grantee that shows chronic timeliness issues is at risk of having HUD withhold future grants until the grantee can expend existing resources. Due to the City's small allocation, the City reaches the 1.5 timeliness threshold more quickly than most grantees. Should the City Award additional funding to AEFB the City may be at risk of hitting the timeliness threshold and being required to draft and submit a work out plan, should AEFB not make their fundraising deadline and complete the acquisition of their building as scheduled. The City will be carrying over the $87,646 in set aside funding for AEFB into Program Year 2013 when the anticipated allocation of $164,479 will be added to the City's Line of Credit in the Treasury account. The City can have up to $246,719 in funding in the line of credit until May 1" 2014 at which time the timeliness rule will be triggered. The City will be over the timeliness threshold on July 1512013, assuming that the other sub-recipients expend their grant awards in a timely manner the City may still fall under the timeliness threshold on May I 't 2014. To be assured that the City does not have a timeliness issue, staff would suggests making an award to the AEFB contingent upon expenditure of funds by the December 315` 2013, should AEFB be unable to expend the CDBG funds by that time the City can look at re-allocating or re-awarding those funds. Staff Recommendations Staff recommends award of the 2013-2014 CDBG funds as follows: • $17,000 to St. Vincent De Paul-Home Visitation Program to fund emergency rent assistance for qualified low-income household in an effort to prevent homelessness. • $7,000 to Maslow Project for Case Management services. !r, • $87,000 to Ashland Emergency food bank to acquire a permanent location- contingent upon expenditure of funds by the December 31512013, should AEFB be unable to expend the CDBG funds by that time the City can look at re- allocating or re-awarding those funds. • 20,646 to the Ashland Energy Efficiency Program Staffs recommendations are based on evaluation of CDBG eligibility, the City's five year Consolidated Plan Goals, and readiness to proceed. Public Service Projects: In examining the two applications for public service funding (SVDP & Maslow) staff found both to be needed activities within the Ashland community that would benefit CDBG eligible populations. Both the SVDP program and the Maslow Project have successful track records of administering federal grant funds, providing counseling services, resource referrals and, in the case of the SVDP Home Visitation program, direct financial assistance to the homeless and those at risk of homelessness. The Maslow project's proposed activity would continue to benefit homeless populations as well but with an emphasis on homeless children enrolled in Ashland schools. Unfortunately the public service cap of 15% of Ashland's annual award precludes awarding both activities the requested amount of funding. Capital Projects: The City received three Capital project proposals; Living Opportunities and Ashland Emergency Food Bank, and the City of Ashland Energy Efficiency program. All projects qualify as eligible projects. In evaluation of each proposal it was evident that of the three only the AEFB proposal has a Consolidated Plan priority ranking of A; the City of Ashland plans to use CDBG funds for projects that meet these needs. Both the Living Opportunities proposal and the City's proposal have a priority rank of B; the City of Ashland may use CDBG for projects that meet these needs. In the prior program year the City opted to reserve the remaining balance of the unallocated funds, $87,645, for AEFB contingent upon successful fundraising. CDBG Project Proposal Rating Criteria The final step in the process of evaluating the proposals typically is for the Housing Commission to apply the following compliance criteria to determine which project(s) best meet the City's spending priorities. Projects are given a rating of High (3 points), Medium (2 points), or Low (1 point), on each of the criteria listed below. The categories proposed provide a valuable way for individual Commissioners to gauge the effectiveness of the proposal in meeting City objectives. A. The Project provides benefit to a demographic group that has a need documented in the City of Ashland CDBG Consolidated Plan B. The project assists low and moderate-income households in substantially improving their living conditions. The proposed project must have or be part of a comprehensive approach that takes clients from the beginning to the end of the process that improves their living conditions. "Safety net" services or services that meet basic needs shall only be funded if it can be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self sufficiency. Exceptions to this requirement are projects targeted at helping people with special needs. C. The project is a proven effective strategy to improve conditions or solve an identified problem. D. If the project is related to affordable housing, the project retains the units as affordable. The longer the period of time the units remain affordable, the higher ranking the project shall be given E. If the project is related to economic development for jobs for low and moderate-income people, at least 51% of the jobs shall be held by low and moderate income people. The longer period of time the jobs are held by low and moderate-income persons, the higher the ranking the project shall be Er, given. The larger percentage of jobs held by low and moderate-income persons the higher the ranking the project shall be given. F. The project maximizes partnerships in the community G. The project has at least 10% of the total project in matching funds. The larger the amount of matching funds the higher the ranking the project shall be given H. The project utilizes already existing resources in effective and innovative ways. The project shall not duplicate service provided by another organization 1. The agency submitting the proposal has the capacity to carry out the project J. The budget and time line are well thought out and realistic K. The proposal demonstrates CDBG funds are the most appropriate funding source for the project L. The project is ready for implementation within a year of a CDBG award notification M. The organization proposing the project has the experience and capacity to undertake the proposed activity. Letter SVDP Maslow Living AEFB City of Preject O ortunities Ashland A. High High Medium High High B. High High High Low Medium C. Medium High High Low Medium D. N/A N/A N/A N/A N/A E. N/A N/A High N/A N/A F. High High High High Medium G. High High High High Medium H. High High Low High High 1. High High High High High J. High High High High High K. High Medium Medium High Medium L. High High High High High M. Hih High High High Hi It 32/33 32/33 32/36 29/33 28/33 CITY OF ASHLAND 2013 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be Included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Maslow Project Executive Director's Name(s): Mary Ferrell Board Member Names (attach separate sheet): See attached sheet Applicant Mailing Address: 500 Monroe Street Medford, OR 97501 Applicant Street Address: 500 Monroe Street Medford, OR 97501 IRS Classification: 501(c)3 public charity Federal Tax ID#: 27-0734959 Mission Statement: (may be attached) Maslow Project's mission is to offer every homeless child and youth the probability of success and the opportunity for a better life. We do this by providing resources for basic needs, removing barriers to education and employment, and fostering self-sufficiency in a collaborative and empowering environment. Total Employees: 10 Total Volunteers: 45+ II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: MarV Ferrell Title: Executive Director Phone Number: 541-608-6868 Fax Number: 541-608-6869 E-mail Address: mary(a)-maslowproiect.com III. PROJECT INFORMATION SUMMARY Project Name or Title: School-Based Services for Ashland Homeless Youth Expected Completion Date: June 30, 2014 Requested CDBG Funds: $10.000 Organizational Match: $8,708 - donations Funds from Other Sources: $10,000 - OCF grant Total Project Cost: $28,708 2 OJEC X A Hand Up, not a Handout! MASLOW PROJECT NARRATIVE SUMMARY Maslow Project is a nonprofit advocacy organization providing goal-oriented, wrap- around support services to homeless children and teens, ages 0-21, and their families in Jackson County. We deliver these services through our Medford Resource Center; street outreach; and school-based programs around Jackson County. Our nationally- recognized program promotes a youth-centered safety-net model, utilizing a "web" of support including: emergency basic needs, case management and mental health counseling, academic and employment support, enrichment opportunities and enhanced access to community resources. Maslow Project's name reflects Abraham Maslow's Hierarchy of Needs, which states that an individual's basic needs must be met before they can begin to work toward achieving higher-level goals. Maslow Project works with homeless youth; teaching them the skills they will need to be self-sufficient and successful - in school and in life. However, we begin by ensuring that they are safe, fed, appropriately clothed, and their immediate needs are being met. Our program provides services on three levels: Level 1 - street outreach and the provision of emergency and basic needs supplies/resources; Level 2 - intensive case management; and Level 3 - wrap-around services, including linking clients to resources such as DHS or medical services, counseling, tutoring or enrichment activities, to improve client engagement in their personal success. We propose a continuation of our partnership with the City of Ashland to support Maslow Project's Ashland school-based program. Our Ashland Case Manager works with homeless students and their families to ensure stability and school achievement, supporting our mission to offer every homeless child and youth the probability of success and the opportunity for a better life. The total cost of this project is $28,708. Maslow Project has already secured $18,708 of this amount. We respectfully request $10,000 from City of Ashland CDBG Fund to continue support for this project. Ashland CDBG funds are an essential source of financial support for this program. Project Objective: Encourage stability, self-sufficiency and school achievement for homeless youth in Ashland. Project Outcomes: • Identify and provide Level 1 Services (basic needs, outreach, information and referrals) to approximately 100 youth. 500 Monroe Street, Medford, OR, 97501 541-608-6868 I • Provide Level 2 Services (in-depth case management) to approximately 45 youth throughout the year. 80% of the youth served through Case Management will demonstrate an increase in two or more focus areas, along the continuum between 0 (in-crisis) and 10 (thriving), when assessed using the Youth Self- Sufficiency Scale (36 youth). • 95% of Ashland clients providing feedback through Client Surveys will report a satisfactory or above response. i 500 Monroe Street, Medford, OR, 97501 541-608-6868 2 PROJECT SUMMARY Please see attached Narrative Summary on previous page. 3 PROPERTY INFORMATION N/A 4 SERVICES TO BE PROVIDED Services to be Provided: Maslow Project is partnering with the Ashland School District to place a part-time Case Manager in Ashland schools K-12; identifying homeless youth in need of basic needs and supportive services. Maslow's Case Manager provides youth with Level 1 immediate needs, such as clothing, school supplies, and medical resources (including eye glasses, lice treatment, and prescription assistance). Our Case Manager also assists parents and students (when unaccompanied by a parent or legal guardian) in navigating the maze of social services available in the community, connecting them with support services, and providing wrap-around Level 2 case management through coordination with a variety of outside agencies to create a support network that decreases the possibility of youth and families getting lost in the system, and improves client engagement in their personal success. (Please see attached Levels of Service Handout). The Case Manager also assists with school enrollment, transportation to school, and other critical supports to keep students enrolled, attending and working toward educational completion. This comprehensive, best-practices approach helps keep youth engaged in school and connected to resources, while empowering individuals to work toward their personal goals, in order to gain stability and move toward self-sufficiency. The services provided through this program align with Goal 6.1 of the City of Ashland's Consolidated Plan. Eligible Target Population: The population served through Maslow Project's Ashland program consists of youth between the ages of 0-21 (and their families) residing in Ashland and meeting the McKinney-Vento definition of homelessness, who are eligible for public school enrollment or Head Start programs. Homelessness is defined by the McKinney-Vento Act as "any student who lacks a fixed, regular, and adequate night time residence." This includes couch surfing, doubled-up, living in weekly rate motels, shelters, parks, streets, and campgrounds, or in substandard blight conditions. Children may be unaccompanied or with their parents/guardians. Homeless youth participating in this program are identified in several ways: at point of enrollment in school, by school staff throughout the school year, self- referral to the Maslow Project resource center, by Maslow Project outreach staff, and through referrals from partnering agencies. 3 i In Maslow Project's 2012-2013 application to the Ashland CDBG fund, we estimated that Maslow Project would be serving approximately 125 homeless Ashland youth during the 2013-2014 program year. However, upon launching our Ashland program and actively engaging with the schools we have determined that our actual target is closer to 100 students. Our proposed target of 100 students for this grant proposal is an accurate representation of the actual need in the community. This adjustment in our projected number of program participants will enable Maslow Project to provide more in-depth case management services to youth enrolled in our Ashland Program. All youth in this population (target: 100 youth) are presumed by HUD to be low or moderate income. In our experience, more than 95% of homeless youth and families we serve fall within the "extremely-low income" category, at 30% or less of the Area Median Income. 5 WORK PROGRAM & TIMELINE The project outlined in this application is an ongoing program, and will be conducted from July 1, 2013 through June 30, 2014. Maslow Project began partnering with the Ashland School District in February 2012 to provide school- based services for homeless youth in Ashland. Our Case Manager works in Ashland approximately 3 days/week, providing Level 1 and Level 2 services to eligible youth and families. Please see attached project schedule (Form A) for more details. 5 FINANCIAL INFORMATION Payroll is based on 0.6 FTE Case Manager compensation. Payroll tax and benefits are estimated at 22% of total wages. These costs are based on actual payroll reports. Payroll costs are based on agency salary schedules and assume a 2.5% increase each year due to benefit cost increases and pay raises. The amount requested from the Ashland Community Development Block Grant represents a portion of the Case Manager's salary. All other program costs are covered by other funding sources, including administration and overhead. CDBG funds are critical to the payroll expenses of this project A reduction in hours of the Case Manager would result in decreased access for students to this service. 7 ELIGIBILITY FOR FEDERAL FUNDING The proposed program delivers the following Federally-eligible activities: Client Services a. The proposed project is within the Ashland City Limits, and will take place at the Ashland public schools. b. Clients are classified as homeless under the McKinney-Vento Act. Homeless people are presumed by HUD to be principally persons of low and moderate incomes. c. Maslow Project has secured funding for the project from the following sources: i 4 OCF Community Grant $10,000 Private Donations $8,708 d. This is a social service application; sections "d"21" are not applicable. 8 AGENCY'S MISSION AND SERVICE HISTORY Maslow Project's mission is to offer every homeless child and youth the probability of success and the opportunity for a better life. We do this by providing resources for basic needs, removing barriers to education and employment, and fostering self-sufficiency in a collaborative and empowering environment. Maslow Project was founded in 2007 in response to the growing critical needs of homeless youth in Medford, Oregon and received 501(c)(3) non-profit status in 2009. Our organization evolved out of the federally-mandated McKinney-Vento Act, which requires all public school districts to ensure homeless youth have barrier-free school enrollment, transportation to school, and access to their school of origin, regardless of current residence. As the Medford School District- appointed McKinney Liaison since 2000, Mary Ferrell founded Maslow Project, leveraging federal education resources to expand funding and services for this vulnerable population's growing needs. Now serving as the Executive Director of Maslow Project, Mary continues to provide Liaison support to all Jackson County schools and has expanded Maslow Project services to provide an integrated support model for homeless youth throughout the County. Maslow Project is the only organization in Jackson County offering wrap-around support services to homeless children and teens, aged 0-21. One of the primary strengths of this program is our commitment to working collaboratively with other Jackson County service agencies, schools, businesses, civic organizations, churches, and volunteers to provide a comprehensive service delivery model to reach homeless youth: in schools, in the community, on the streets, and through inter-agency collaborations and referrals. This strategy is cost-efficient (minimizes overhead), avoids duplication of services, and ensures that our clients are supported by a web of community-based services. In July, 2012, Maslow Project began providing case management and outreach services to homeless Ashland children and teens (aged 0-21), thanks to a $10,000 grant award from the Ashland CDBG Program. Maslow Project has continued to grow and mature as an organization, with an eye toward long-term program sustainability and a commitment to providing top-quality services to our clients. Recently we have: successfully completed our first fiscal audit with zero findings, adopted internal policies and procedures, and have begun implementing our Three-Year Strategic Plan. i s 9 SELF-SUFFICIENCY Maslow Project's mission, "to offer every homeless child and youth the probability of success and the opportunity for a better life", is based upon the concept of promoting self-sufficiency amongst homeless youth. Homeless children face many obstacles to success, from access to health care to educational achievement. According to the National Center on Family Homelessness, "Homeless children are eight times more likely to be asked to repeat a grade, three times as likely to be placed in special education classes, and twice as likely to score lower on standardized tests" (2011). Nationally, homeless youth score 16% lower in reading and math proficiency than their housed peers. In addition, homeless youth experience higher rates of physical disabilities than low-income children who were stably housed, have nearly double the rate of emotional or behavioral problems, and experience higher rates of abuse and neglect (2011). These overlapping risk factors combine to create a population that struggles to become self-sufficient. Self-sufficiency is a crucial component of resiliency for homeless children and youth, who are capable of fostering uncommon strength and courage in the face of difficult life circumstances. Maslow Project addresses both basic needs and wrap-around case management to ensure a comprehensive response to the systemic challenges associated with youth homelessness. Once these challenges are addressed, youth have the ability to focus on their long-term success and self-sufficiency, rather than immediate or short-term basic survival needs and safety. Maslow Project further contributes to the long-term self-sufficiency of the youth we serve by encouraging them to focus on completing their educations: high school diploma or GED, and continuing on to college. Education completion is critical to youth developing the skills/tools they need to escape the cycle of poverty and move toward a brighter, more promising future. According to a 2012 report from the Bureau of Labor Statistics, adults who have received a high school diploma have median weekly earnings that are 41 % higher than those who did not receive a diploma. 10) BENEFITS TO EXTREMELY-LOW, LOW- AND MODERATE-INCOME INDIVIDUALS The population served through this project consists of children between the ages of 0-21 and their families, who reside in Ashland and meet the Federal Education McKinney-Vento definition of homeless, and are eligible for school enrollment. As noted above, all youth in this population are presumed by HUD to be low or moderate income. In our experience, more than 95% of homeless youth and families we serve fall within the "extremely low income" category, at 30% or less of the Area Median Income. 6 The youth served through Maslow Project's Ashland program (approximately 100 youth during the 2013/2014 school year) will benefit from the following services: • Provision of basic needs (food, clothing, hygiene supplies, etc) • Intensive case management: o Advocacy o School-based McKinney-Vento services o Connection to enrichment opportunities o Referrals to Mental health counseling, DHS, and additional supportive services 11) ENSURING MODERATE-INCOME INDIVIDUALS DO NOT BENEFIT TO THE EXCLUSION OF EXTREMELY-LOW OR LOW-INCOME INDIVIDUALS In order to participate in Maslow Project's program, youth must be identified as homeless under the McKinney-Vento definition of homeless. Homeless people are presumed by HUD to be principally persons of low and moderate incomes. Enrolled extremely-low or low-income homeless youth qualifying for services will be able to access services regardless of the number of qualifying moderate- income individuals. 12) DEMOLITION OF LOW- AND MODERATE-INCOME HOUSING N/A 13 PROJECT FEASIBILITY N/A 14 IMPACT ON SIGNIFICANT PROPERTIES N/A 15 OTHER MATERIAL Please find attached: a letter of support from Ashland School District, Maslow's "Levels of Service", Maslow's Youth Self-Sufficiency Outcome Scale, and Maslow Project's most recent Ashland newsletter. 16 CDBG APPLICATION CHECKLIST & OTHER FORMS CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 7 CITY OF ASHLAND 2013 Pronram Year CDBG APPLICATION CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not applicable and include it as part of your proposal application. 1; 777~ No NIA ii' A. A " licant'.sBackground Yes: 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B Pro'ect Locatiomabd Land Ube Issues Yes: No NIA.' 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? 8 C..Ervironmentallssues Yes No NIA. 1. Is the project located in the 100-year floodplain? X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built X 1978 or earlier? If year built is known, lease specify. 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is , X 50 ears or older? 9. Will the applicant complete a Phase I environmental X review u on receivin a CDBG award9 Yes' No N/A D. Labor Re uirements ` 1. Does the project involve construction over $2,000 in X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLI wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? E..Di§ lacementand,Relocation! Yes:: No NIA 1. Will tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing units be demolished or converted? X F. 'Pro ert :Data Yes: No., N/A 1. Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? X 5. What is the current use of the property? X 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the property? 9 Form A-2 To be completed for Social Service Proposals Social Services Pro osals Start Date Completion OK` Activi ty i)ate st 1'~ _ `w !e 4 ~w 1'C'.` ,x x i, =s.u . ' - Summer Outreach: 6/15/2013 8/3112013 Case Manager to connect with students via community dinners, by appointment, or through street outreach efforts School Based Case Management: 9/1/2013 6/14/2014 Identify, homeless students, provide services/referrals/basic needs, track academic data, establish client goals Target: 100 youth identified Outcome Goal: 80% of youth served through Case Management will demonstrate improvement in two or more areas utilizing Maslow's YoUll? Self-Safiflcie»cy Outcome Scale CollectOutcomeData: 9/1/2013 6/14/2014 Student are assessed at start of case management, mid- ear, and at the end of the school year 10 Form B-2 To be completed for Social Service Proposals Social Service Pro osals Total Cost CDBG Request Other Source(s) Direct Client Services $3,000 $0 $3,000 Wages (of personal $22,838 $10,000 $12,838 providing direct client services) Materials/Supplies $200 $0 $200 Marketing/Outreach $300 $0 $300 Program Administration $2,370 CDBG Funds $2,370 Includes overhead and general are not staffing necessary to administer the available for program (accounting, management, grant administration) but that does program not provide direct benefits to the administration client. Total Project Cost 28,708 $10,000 18,708 u Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sources , Secured Cond)ttonal Tentative' Commitment r Tyr '.r r ;ra = (awarded vnlh condhionS) .Date Federal Grants State Grants Local Grants 10,000 0412012 Non Governmental 101000 1112012 Grants Donations/Gifts 8,708 712012- 212013 Applicant Contribution Program Income Loans Other (specify) Other (specify) TOTAL 18,708 10,000 Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. Maslow Proiect's Ashland CDBG application is the only tentative grant fund attributed to this project $10,000 from the Oregon Community Foundation has been committed and received 11-2012 toward this project. Various individual donations have been made during the 2012-2013 fiscal year earmarked for this rp oiect. i 12 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Maslow Project Organization is: 1. Corporation ( ) 2. Non-Profit 501C3 (X) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department nla 2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland having a potential "financial interest" in the organization or project. Namerritle nla 3. Provide the names of each "board member"of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) 1. Sharilyn Cano Board President Executive and Advancement Committees 2. Royal Standley Vice President Advancement Committee 3. Roger Stokes Treasurer Executive and Finance Committees 4. Paul Robinson. Executive Committee 5. Jamie Hazlett. Advancement Committee 6. Baylee LaVoie Advancement Committee 7. Linda Evans Program Committee If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 13 MICHELLE ZUNOEL _ ERIKA BARE principal Assistant pHnclpal KAlle Ashland High School MAthleXc ~i~ecto RUSS JOHNSON 740 rxLUlaN as AlLwd.:i'Gjb Sdrd U-td /xdpHC kawLSJ 0, Ive( Man of Students 77 February 12, 2013 To: City of Ashland From: Michelle Zun el Re: Maslow Project' roposal for CDBG Funds Maslow Project is contracting with Ashland School District for the second year and in this time has identified 106 students in grades K-12, who meet the federal criteria for homeless. In addition, our on-site Maslow Liaison provides basic needs and case management support to those youth who are particularly at- risk of not completing high school. The partnership between Maslow Project and the School District works to: • assist with enrollment. • improve attendance. • provide support toward academic completion. • help youth work toward self-sufficiency. • provide advocacy for our most vulnerable students. Ashland School District continues to lose state school support funds. We do not have a budget to support the Maslow Liaison without the CDBG funding. Our students, staff and families feel that Maslow removes barriers to education and provides a worthwhile resource center for our needy families. Each day the Maslow Liaison is saving the academic lives of our students by giving them a "hand up" not just a "hand out." I value their partnership a great deal. MASLOW PROJE t L VELS OF SERVICE 2 '3-2 4 Nk Level III. In-Depth Wrap-Around On-site agency partners (DHS, job creation program, medical . services, etc.), mental health counseling, enrichment activities (art, yoga, music, etc.) Location: Drop-in resource y n center. T X Level 11. Moderate Wrap-Around Case management for school-based and/or unaccompanied youth. Connect clients with community resources. Location: In a school, food pantry, or community partner building. Level I. Basic Needs Food, clothing, hygiene; referrals for housing, medical, dental, and mental health counseling. Outreach through contracted professional. Location: No central location, or community hub utilized for distribution. Goal: Maslow Project will provide high quality programs, increasing the impact of our services on the population of homeless youth in Jackson County. 0 0 0 0 0 0 0 0 0 ~ P P P P P P P P P C p f OC Ok O O O O O O O O O P P P P P P P P P d N C O U 00 N co OD co co co Op of yu, ~ h h 1~ n n n n n n y w N U N Q a a ~ ao 00 07 co ao co co co m N ~ ~ ~ n n n ~ n ~ n Gl c y G O O 4! ~ Z Q 0 o b 10 d e b U U w N LO .n .n .n N h 10 h 1n C M O O 0 = b Q 0 U 76 's N O ~ N Vf O N G! N t v e v v v v v v v v ~ a co M M co m m M M M v v a v v v v v v Cl) M co M M M M M M 'G 00 N N N N N N N N N D G O .C N O O O O O O O O O d C N N N N N N N N N O O o o O O O 0 o O O d L Q t .L-. vi G O Q O T p in D C O C d `C \ ,n m W C y d v p V d O~ O C C/ CW L H C .O o71 0~. y Z p N W ~ E C 0 V V C) N } N U H V y a N O O .1. Z Q= v im c v Q p: m> ~ C 'y Q W ~ p C u 3 i "A Hand Up, Not a Handout" 500 Monroe Street, Medford, OR 97501 6 y~(541) 608-6868, www.maslowproject.com yll ~~~--((//LIKE US ON fACEBOOKI IN%. T PR, PROJECT MASLOW MASLOW PROJECT IS BACK IN ASHLAND SCHOOLSI FIVE WAYS YOU CAN HELP 'MASLOW PROIECTI Maslow Project is excited to be back in Ashland schools for a second year; working with students and families who are homeless, or at risk for Here are five=ways you can help homelessness. support Maslow Project's work in. Jackson County. Maslow partners with the Ashland School District to provide,a case manager in Ashland Schools. Our Case Manager, who is bilingual, acts as 1) Volunteerl an advocate, for homeless students and their families; providing basic '2) Tell a friend: Help us get the needs (food, clothing, hygiene supplies, etc.) and case management to word out about Maslow Project's help students overcome barriers to their educational success. work) THERE ARE 100 IDENTIFIED HOMELESS CHILDREN & TEENS, AGED 0-21, 3) Start a neighborhood IN ASHLAND. donation drive: Non-perlshable food, hygiene supplies & sleeping Please let us know if you are interested in volunteering with this program: bags are Infigh demand. we can always use help[ Volunteer opportunities Include: 4) invite us to speak to your Clothing Closet Organization organization or church group Food Drive Development 5) Make a cash.donation to Community Outreach Maslow Project: Your donation Other Ideas and skills welcomel help makes a real difference in .the lives of homeless children FOR MORE INFORMATION, OR TO VOLUNTEER FOR MASLOW PROJECT and teens in Jackson County. IN ASHLAND, PLEASE CONTACT: Yoursupport makes a difference Erika Deianni, Case Manager Thank Youl erika@maslowproject.com Please join Maslow Project,for our 3W Annual MONTE CARLO NIGHT FUNDRAISER) SATURDAY, MARCH 2 FROM 6:30 11PIVI yy $75/TICKET-TICKET PRICE INCLUDES: 4 $501N "FUNNY MONEY" FOR POKER & CASINO PLAY FOOD BY CIAO BELLA CATERING 'MusicBY'BROADWAV PHIL & THE SHOUTERS FOR MORE INFORMATION:.541-608-6868 OR VISIT WWW.MASLOWPROJECT.COM. CITY OF ASHLAND 2013 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Ashland Home Visit Conference, Rogue Valley District Council, St. Vincent de Paul Executive Director's Name(s): _ Dennis Mihocko Board Member Names (attach separate sheet) See attached Applicant Mailing Address: P.O. Box 1663, Medford, OR 97501 Applicant Street Address: 2424 N. Pacific Highway, Medford, OR 97501 IRS Classification: _501 (c) (3) Federal TaxID#: 93-0831082 Mission Statement: (may be attached) The Rogue Valley District Council of St. Vincent de Paul is dedicated to providing compassionate support and care to the poor and needy in Jackson County, regardless of race, religion, creed, sex, sexual preference or ethnic origin. Although the Society's name is recognized around the world, each Council is locally organized, funded and staffed. Our Council has no financial connection or obligation to any church and no effort is made to preach, convert or proselytize. St. Vincent's was founded over 100 years ago by a group of Catholic laymen in Paris and we are often thought of as a Catholic organization. While we originated from this Catholic tradition, we are not part of the Catholic Church. We have received funding and in-kind support from several different denominations and have volunteers from many faiths. Our Council was established in 1982 and provides a 48-bed emergency family shelter, hot lunches six days a week, free groceries, social services (counseling, rent, utility and prescription drug payments, help to obtain legal IDs, clothing, home furnishings, camping equipment, etc.) We have a thrift store and warehouse, and also provide school supplies, emergency dental care, health screening, hot showers, laundry and other services. We have no paid employees and rely on 300 volunteers to provide all our services, saving potentially $1 million annually. Therefore, we can assure the City of Ashland that none of its CDBG funds will be used to pay employee salaries or benefits. All funds will be used to help avoid the growth of homelessness or to assist homeless families achieve housing and self-sufficiency. St. Vincent's Rogue Valley Council has nine Conferences or operating divisions. This proposal specifically describes the activities of the Ashland/Talent Home Visit Conference. Total Employees: ZERO Total Volunteers:-300 II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Rich Hansen Title: Government/Foundation Liaison Phone Number: (541) 770-6062 Fax Number: (541) 770-6062 E-mail Address: rich hansen39Ca charter. net III. PROJECT INFORMATION SUMMARY Project Name or Title: -Decreasing Homelessness in Ashland in 2013 Expected Completion Date: Project in ongoing. Fiscal year is 10/1/13-9/30/14 Requested CDBG Funds: $ 24,000 Organizational Match: $ 65,000 Funds from Other Sources: $ 49,500 Total Project Cost: $_138,500 2 IV. Project Description St. Vincent's Ashland/Talent Home Visit Conference has been helping the needy in our area for 30 years. We call on families at times of financial crisis to address their immediate problems. In many cases, our primary objective is to help avoid the growth in homelessness by helping clients in danger of losing their homes or apartments. We also help with utility bills, prescription drug costs, food, clothing, transportation and other personal needs. CDBG funds are used to expand rental assistance for Ashland residents and help them gain self- sufficiency. HUD guidelines give us the flexibility to offer up to three months of assistance with rent and/or deposits we cannot do with our own available funds. Our team of a dozen volunteers responds to calls for help on St. Vincent's Ashland phone line. The families we see are referred to us by area churches, other non-profit and government agencies. We go to clients' homes, campsites or other locations and listen to their stories of financial crisis, observing their living conditions, counseling them on how we and other groups can help them, encouraging them on ways to find permanent jobs and helping them transition from welfare to work. We ask for proof of income: jobs, child support, public assistance, unemployment, workers comp., medical coverage, food stamps, Social Security, disability, etc. One hundred percent of our clients are at or below federal low- and moderate-income poverty levels, as defined by family size. We do not offer clients direct cash help, but intervene with landlords, utilities, pharmacies, etc. to discuss payments. In some cases we may fill their car with gas or give them bus tokens, but never provide direct cash. When appropriate, we will also refer clients to other agencies who might help them, including ACCESS, The Salvation Army, United Way and various government agencies. In addition, St. Vincent's participates in Ashland's Homeless Taskforce. In recent years our area has seen a significant growth in community outreach programs to provide meals, shelter, food, energy assistance and other services to the area's growing needy population. When bills are larger than our budget guidelines allow, we have received help from ACCESS, United Way and a number of Ashland religious denominations, including First Baptist, First Congregational United, Methodist First United, First Presbyterian, Trinity Episcopal and Our Lady of the Mountain. We are currently collaborating with ACCESS on their Ashland Emergency Shelter program. V. Good Results In our fiscal year ending Sept. 30, 2012, the Ashland/Talent Home Visit Conference spent $124,510 helping the needy. This was up ten percent from the previous year. We made 526 home visits and assisted 1,361 people - 829 adults and 532 children. In total, we helped 184 families with rent expenses and 304 families with utility bills. In addition, we provided 32 people with assistance for medical costs and 112 more with transportation, food, haircuts, and other things. 3 We operate in teams of two and respond to calls throughout Southern Jackson County. Sixty percent of our clients are Ashland residents and these CDBG funds are only spent for Ashland residents. We firmly believe the joint City of Ashland/St. Vincent's rental assistance program has been highly effective in reducing the growth of homelessness and moving families back into homes. We spent a total of $66,957 for rental assistance this past year. Over 40 percent, or $27,938, represented the Ashland CDBG grant. With your monies, we assisted 33 Ashland families - 61 adults and 41 children. Of these, six families or seven adults and seven children were actually homeless when they came to us. By comparison, a year ago we were able to move three families out of homelessness. We are very proud of this achievement. It could not have been accomplished without your block grant. It takes a great deal of time and hands-on assistance to reverse a family's homelessness. The flexibility of the HUD guidelines allows us to do things we could not do with only St. Vincent funds. Generally, St. Vincent's will only offer rental assistance to a family once a year with an average of $225 per household. HUD guidelines encourage us to help families for up to three, consecutive months with deposits and rental assistance. Therefore, we may average over $800 per household in rental assistance, which truly helps a family in distress move towards self sufficiency. VI. Financial Considerations Our proposed 2013-14 budget is $138,500, up 13 percent over this past fiscal year. Half of our forecasted support, or $65,000, will come directly from our Rogue Valley Council. We are projecting nearly $50,000 through fund raising, individual donations and other grants. The $24,000 we are requesting in CDBG funds will represent 18 percent of our total budget and will provide close to a 5:1 leverage for your funds. We have been serving the poor in this area for 30 years and we hope to continue for as long as our help is needed. We would like to assist as many people as possible. Our limitations are obviously manpower and money. We currently have 12 volunteers in our local group. We continue to work with other similar organizations in the Ashland community to leverage both our numbers and financial resources. VII. National and Local Priorities One hundred percent of our clients are at or below HUD's poverty levels. Our CDBG program's goal is to slow or stop the growth of homelessness in Ashland. Therefore, we meet the National Objective of "Primarily benefit low and moderate income persons." Similarly, we meet Ashland's Homeless Goal #6 to provide "Support services for homeless prevention and transition." HUD/CDBG 4 statute 24 CFR 570.201(e) lists "Public Service Rent Subsidies" as an "eligible" activity. Our Home Visit teams often remain in contact with a client over an extended period to help them over their financial difficulties and transition to self- sufficiency. In 2013-14, we hope to keep 160 families from becoming homeless and get them back on their feet. The Ashland CDBG funds would enable us to help an additional 30 families and move some of them out of homelessness. The Jackson County Point-in-Time Homeless Survey estimates there are over 1,000 people in our County without homes, significantly increased since 2009. A third of these individuals are children. There is evidence that the total number of homeless may actually be double these reported totals. The survey lists "lack of money to pay rent" as a primary cause of homelessness. Dealing with this growing homeless population has become a key issue in Ashland. St. Vincent's rental assistance program is designed to specifically help alleviate this problem. We have a 30-year track record of working with the needy here and hope to continue this work for many years to come. The City of Ashland has enabled St. Vincent's to.significantly increase its outreach and we hope this partnership can continue. We provide nearly 80% of the total project costs in matching funds and use an all-volunteer staff to provide our services. We believe St. Vincent's presents the City of Ashland with an outstanding way to leverage funds to aid the needy. 5 CITY OF ASHLAND 2013'Progr67n Year CDBG APPLICATION CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not.applicable and include it as part of your proposal application. A. Applicant's Background Yes No `N/A 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B. Project Location and Larid'Use Issues Yes 'No' N/A - '.c 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? 6 C:.Envirorimental Issues.'. ,Yes 1. Is the project located in the 100-year floodplain? X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built X 1978 or earlier? If year built is known, leasespecify. 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is X 50 ears or older? 9. Will the applicant complete a Phase I environmental X review upon receiving a CDBG award? ~D Labor<Re ui~ements;' . ` a , v°. Yes .e INo • IN/_A 1. Does the project involve construction over $2,000 in' X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLI wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? E. pis Iacement;and# Felocatij nh ~.f, i . _ M •,Yes "No NIA 1. Will tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing units be demolished or converted? X F. Pro ert Data s, x x °Yes No..• NIA 1. Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? X 5. What is the current use of the property? X 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the property? 7 Form A-2 To be completed for Social Service Proposals Social Services Proposals Actiui_ Start Date Com le`tion Dates Provide Rental Assistance Ongoing Ongoing Apply to US Bank, Avista Jan, 2013 June, 2013 Foundations for funding Recruit new volunteers Ongoing Ongoing Social service providers should list key benchmarks in the table above for their proposed projects (IE hire of personnel, application for further funding, initiation of direct client services, etc) Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client'Services $1°37,000 $24000 $113T000 Wages (of personal ZERO ZERO ZERO providing direct client services) Materials/Supplies $1,500 0 1,500 Marketing/Outreach 0 0 0 Program Administration 0 CDBG Funds 0 Includes overhead and general are not staffing necessary to administer the program (accounting, management, available for grant administration) but that does program not provide direct benefits to the client. administration Total Project Cost $138,500 24,000 114,500 8 Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sources Secured Conditional Tentative C-ommitment (awarded with Date conditions Federal Grants 24,000 May, 2013 State Grants Local Grants 10,000 June, 2013 Non Governmental 1,000 2,500 Aug., 2013 Grants Donations/Gifts 34,500 Ongoing Applicant 65,000 Contribution Program Income Loans Other (specify) Other (specify) TOTAL66,000 71 000 y Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. CDBG ($24,000) Application submitted Feb., 2013 US Bank ($2,500) Application will be submitted in Feb. 2013 and usually awarded in August. Also applying to Avista Foundation but not certain we will be successful. Donations and fund raising ($34,500) based on historical averages. 9 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Ashland/Talent Home Visit Conference, Rogue Valley District Council, St. Vincent de Paul Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 (X) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department NONE 2. State the name(s) of any current or prior elected or appointed 'official', of the City of Ashland having a potential "financial interest" in the organization or project. Namerritle NONE 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) See Attached If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 10 CITY OF ASHLAND 2013 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Organization Name: Living Opportunities, Inc. Executive Director's Name: Roger Hassenpflug Board Member Names: See Attachment #I Applicant Mailing Address: PO Box 1105 Medford, OR 97501 Applicant Street Address: Administrative Offices: 861 Valley View Dr., Medford, OR 97504 Ashland Office: 747 Normal Ave, Ashland, OR 97520 IRS Classification: 501(c) 3 Federal Tax ID#: 93-0640525 Mission Statement: For people with developmental disabilities to work for the same employersi live in the same neighborhoods, and have the same experiences everyone aspires to in our community. Total Employees: 158 Total Volunteers: 104 II. CONTACT PERSON Name: Jim Gochenour Tiller. Development Director Phone Number: 541.772.1503 Fax Number: 541.772.4116 E-mail Address: 4img@livingopps.org III. PROJECT INFORMATION SUMMARY Project Name or Title: Living Opportunities ACES (Ashland Community Employment Services) Outdoor Upgrades Expected Completion Date: 09/30/2014 Requested CDBG Funds: $ 24,000 Organizational Match: $ 17;300 Funds from Other Sources: $ n/a Total Project Cost: $ 41,300 Page 1 of 18 2) A project summary including a brief description, project background and a list of project objectives Living Opportunities, Inc. is a private, nonprofit organization governed by a volunteer Board of Directors. It was founded in 1974 for the exclusive charitable purpose of supporting people with developmental disabilities and assisting them in their aspirations to live in the same neighborhoods, work for the same companies, and engage in the same activities as other individuals in our community. To fulfill this founding mission, Living Opportunities provides a wide array of individualized supports to 372 individuals within five service categories: (1) 24-hour assisted living; (2) semi-independent supported living; (3) employment services; (4) leisure activities; and, (5) behavioral consultation for families. Although historically restricted to Jackson County, Oregon, Living Opportunities has expanded to provide consultation services statewide. The project addresses the need for renovations to the outside of Living Opportunities' Ashland Community Employment Services (ACES) building. Living Opportunities has been housed in the building, located at 747 Normal Avenue, since 1986, and has owned the title outright since 1993. Although there have been many renovations done to the ACES building, including the installation of a new roof in 2008 and the remodel of the interior in 2012, as the building is nearly 50 years old, the outer aspects of the building suffer from significant wear. The objectives of this grant request are straightforward: To complete, within budgetary parameters and in a timely manner, the following three-phase outdoor renovations to the ACES building: Phase one: • Add siding to the exterior of the building • Replace front windows • Replace front doors • Update the light fixtures on the exterior of the building Phase two: • Update the enclosed outdoor space • Add a fenced area, at the building side, for the garbage and recycling containers. • Update the front porch Phase three: • Re-pave the parking lot, including increasing the width of the driveway • Update the grass area near the street 3) Property and Project Information relating to acquisition, rehabilitation, site clearance, and development (section not applicable for social service applications involving direct services to qualified low- or extremely low- income persons). Not applicable - social service application. 4) Briefly describe the services to be provided, if any, and describe the eligible target population receiving direct benefit from these services (low-income, homeless, special needs). The Living Opportunities' Ashland Community Employment Services (ACES) building houses both employment services, the main goal of which is to support I I* Living Opportunities' Ashland individuals with developmental disabilities in jobs within Ashland businesses, and Out and About services, which provides social activities to 21 Living Opportunities' Ashland individuals with Page 2 of 18 developmental disabilities. All individuals served at ACES are developmentally disabled, fall under the `special needs' specifications, and are low-income. *This number is also counted under the 21 Out and About individuals served 5) A work program and time litre including a complete list of tasks with estimated start and completion of each task. Form A - Project Schedule Activity Start Dale Completion Date Gather Contractor Bids 1/15/2013 2/13/2013 Secure Funding 2/13/2013 6/30/2013 Contract with Contractors 7/1/2013 7/31/2013 Obtain Necessary Building Permits 7/1/2013 7/31/2013 Add Siding & Replace Windows 8/1/2013 8/31/2013 .-Update Front Doors 8/1/2013 8/31/2013 -Update Outdoor Light Fixtures 9/1/2013 9/30/2013 Update Enclosed Outdoor Space 9/1/2013 9/30/2013 Add Fenced Area for Garbage 9/1/2013 9/30/2013 Updates to Porch 9/1/2013 9/30/2013 Paving Parkin Lot 7/1/2014 7/31/2014 Updates to Grass Area 7/1/2014 7/31/2014 6) Financial Information: A budget describing total cost, cost per task, existing (secured) project funds and unfunded costs. Identify any and all source(s) of funding. This would include other Federal and State grants and loans, monetary donations, in-kind contributions, volunteer labor, donation of materials and supplies, etc. In addition to addressing the questions below please complete attached Form B - Uses of Funding & Form C - Sources of Funding. Provide a detailed financial description of the proposed project, including Rent Schedule, Sources/Uses of Funding and Operating Budget Income/Expense, and utility allowances. The project budget appears as Attachment #3. No rent schedule is necessary. a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. Total costs were projected utilizing contractor bids for the outside remodel. b) Was consideration given to remaining economic life of the property and potential cost increases such as unanticipated repair or relocation costs? Maintenance costs? Operating costs? Not applicable (social service application). c) Describe the financial assumptions used to develop the operating budget. Include projected rent increases, other sources of income for operation and maintenance expenses, and inflationary factors. For social service award requests please include financial assumptions Page 3 of 18 relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. Living Opportunities was established in Ashland in 1983. For the last 30 years, the agency has been able to sustain the costs of its Ashland-based programs and services. Budget assumptions are based on the agency's historical budgeting process, with adjustments made for potential changes in government financial participation. d) Discuss non-typical expenses or those outside industry standards. Not applicable. e) Attach letters of funding commitment from other sources, if available. Not applicable. f) Will a property tax exemption be requested for the project? If so, what is the estimated dollar value of the tax exemption over the twenty-year period? Please briefly detail the calculation method used to estimate the value and the process your organization would undertake to obtain the exemptions or appraised value adjustment. Not applicable (social service application). 7) Eligibility for Federal Funding Will any of the following activities be part of the proposed project? • Property Acquisition : No • New Construction (non-residential) : No • Removal of Architectural Barriers : No • Rehabilitation Costs : No • Development Costs : No • Client Services : No • Specification Preparation (Construction/Rehab) : No • Relocation Benefits (if required) : No • Appraisal (for acquisitions) : No GENERAL INFORMATION a) Is the proposed project within the Ashland City limits? Yes. b) Specify the proposed tenant or client income level; state in terms of percentage below area median for the Medford-Ashland standard metropolitan statistical area (MSA). All clients served by Living Opportunities meet HUD's CDBG requirements as they are considered extremely-low or low-income persons, with household incomes of less than 200 percent of the Federal Poverty Index. c) Describe any financial or legal commitments made to the project. Living Opportunities has committed $ 17,300 to this project, and commits to coving any unanticipated costs associated with the project. Page 4 of 18 d) Will permanent housing units be converted or demolished? If so, how many? No. e) Is the proposed housing site located in a 100-year flood plain? Not applicable - not a housing site (And no, it is not inside the 100-year flood plain). f) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. Not required. g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? Not applicable - not a housing site. (Property line is one property (120') removed from Siskiyou Blvd). h) Is the proposed site located adjacent to an aboveground flammable storage tank? No. i) Will the proposed project impact historic features? If yes, explain No. 8) Briefly describe the agency's mission and service history. The City may request copies of the agency's financial audit or review for the last two years prior to contract signing in order to determine agency's capability to successfully complete the project. Living Opportunities, Inc. is a private, nonprofit organization governed by a volunteer Board of Directors. It was founded in 1974 for the exclusive charitable purpose of supporting people with developmental disabilities and assisting them in their aspirations to live in the same neighborhoods, work for the same companies, and engage in the same activities as other individuals in the community. 9) Will the project promote self-sufficiency for extremely low-, low-, moderate-income families, or individuals with special needs? Part of Living Opportunities' mission is to assist individuals with developmental disabilities to have access to employment and leisure activities. Therefore, the project helps promote self-sufficiency for these individuals by providing them with the skills and support to learn, grow, and thrive in their community. 10) Please identify how your project benefits extremely low-, low-, and moderate-income individuals or individuals with special needs. The project provides direct benefits to those special needs individuals served by ACES (comprised of persons with developmental disabilities) by completing the renovations on the building which acts as their employment and recreational base. All of the individuals served by ACES are considered individuals with special needs. a) For proposed projects serving a low-income area (i.e. public facility improvements, community center or other neighborhood serving facility), provide the following data, including documentation of the sources of information for the following statistics: Page 5 of 18 I • Number of extremely low-, low-, and moderate-income individuals served in the project area on an annual basis. Twenty-one (21). • Total number of individuals served in project area on an annual basis Twenty-one (21). b) For proposed projects serving a target population (i.e. homeless families, battered women, people with AIDS, special needs populations, eta) provide the following data, including document sources of information for statistics. • Specify the target population to be served. Twenty-one (21) people with developmental disabilities will be served through ACES. • Number of low and moderate-income individuals in target population to be served on an annual basis. (This count cannot include repeated visits or use by the same individuals.) Twenty-one (21). • Total number of individuals in target population to be served on an annual basis. Twenty-one (21). • Percent low and moderate income. 100% of the clients served through ACES are considered 'low-income.' 11) Briefly describe how your proposal will ensure that moderate-income individuals do not benefit to the exclusion of extremely-low or low-income individuals. Due to the fact that only people with developmental disabilities are served at ACES, all individuals are extremely-low or low-income individuals, and no moderate-income individuals will be served. 12) Indicate if you expect the project to cause low and moderate-income housing to be demolished or converted to another use (see attachment "Relocation Strategy Guidance"). If so, explain. No. 13) Project Feasibility: Please describe your readiness to proceed concerning whether land use issues have been resolved and whether your organization has the administrative capacity to complete the project proposed. Living Opportunities owns the property for which the project's proposed outside renovations are planned. Therefore there are no land use issues in place. Living Opportunities has the financial and administrative capacity to take on the renovations proposed, as noted in the project budget. Describe the feasibility of the project: a) Does the applicant have the experience and capacity to complete and or manage the project proposed? Briefly describe applicants capacity and experience in providing, maintaining and managing housing, particularly low-income housing similar to the proposed project. Page 6 of 18 I Living Opportunities has completed a capital construction project and multiple facility acquisition and remodel projects, including the interior remodel on this same building in 2012 thanks to City of Ashland CDBG funds. Each project was completed on time and within established budgetary parameters. There is no doubt that the agency's management staff is capable of efficiently and effectively administering this renovation project. b) Are the ongoing operating expense and maintenance reserve estimates reasonable? Yes. c) Does the applicant have a purchase option on the property, letter of support from lire property owner(s), or some other assurance that the property is available for acquisition? The facility is owned 'fee simple' on a debt-free basis by Living Opportunities. d) Does the project require temporary or permanent relocation and if so have comparable units been identified and costs of relocation been accurately determined? Provide a tenant relocation strategy, cost estimate, and existing tenant survey to address federal Uniform Relocation Act requirements which may impact your project. No relocation is required. e) Describe relocation strategy for the project. Not applicable. f) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? No. g) Has a pre application been completed with the Ashland Planning Department? Not required. h) What is the condition of any improvements on the property and what is the expected life of the property? The facility has a usable life expectancy of at least 30 years, pending the outside renovations recommended in this proposal. i) Describe commitment of project funding from other sources Living Opportunities is requesting $24,000 from the City of Ashland's CDBG Fund in order to complete this renovation. Living Opportunities is providing the remaining $ 17,300, and will cover any unanticipated costs associated with the project. No other funds are being sought or solicited. 14) Indicate whether the project will have any negative impacts on historic or architecturally significant properties on the environment. All projects will be subjected to an Environmental Review Report and certain projects depending on scale, i.e. new construction, must undergo an Environmental Assessment. The ACES building is not itself historically or architecturally significant and is not adjacent to any historically or architecturally significant properties. i Page 7 of 18 City of Ashland 2012 Program Year CDBG Application Checklist A. Applicant's Background Yes No it/a 1. Is the applicant a legal non-profit organization or unit of government? x 2. Do the proposed clients or users of the project meet HUD Income Guidelines (see page 10 for guidelines)? x 3. Does applicant have the capability to maintain written income documentation? x 4. Has the applicant made a legal or financial commitment to a proposed project? x 5. Is the applicant primarily a religious organization? x 6. Has the applicant administered a CDR project x previously? 7. Is your agency willing and able to provide all required reports and accountability to the City as required by HUD? x B. Project Location and Land Use Issues Yes No n/a 1. Has a location for the project been selected? x 2. Is the proposed project within the Ashland City limits? x 3. Does the proposed project meet local zoning and land use laws? x 4. Are any land use permits such as a Site Review, x partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code x requirements? 7. Does the project meet handicapped accessibility requirements? x C. Environmental Issues Yes No n/a 1. Is the project located in the 100-year floodplain? x 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified on x the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an existing structure, was it built x, 1965 1978 or earlier? If year built is known, please specify. 6. Is the proposed project located on a major arterial or near the railroad? x Page 8 of 18 7. Is the proposed project located adjacent to an above ground flammable storage tank? x 8. Does the proposed project involve a structure that is 50 years or older? x 9. Will the applicant complete a Phase I environmental review upon receiving a CDBG award? x D. Labor Requirements Yes No n/a 1. Does the project involve construction over $2,000 in x cost? 2. Will the project trigger Davis-Bacon wage x requirements? 3. Will the project trigger BOLI wage requirements? x 4. Does the project involve over $18,703 in City awarded x grants or contracts? E. Displacement and Relocation Yes No n/a 1. Will tenants be displaced by the project? x 2. Will a business be displaced by the project? x 3. Will housing units be demolished or converted? x F. Property Data Yes No n/a 1. Does the applicant own the property by fee simple title? x 2. Are taxes on the property current? x 3. Is insurance current? x 4. What is the current debt against the property? x 5. What is the current use of the property? Employment Services 6. Has an appraisal on the property been conducted? If yes, what is the assessed value of the property? x Page 9 of 18 i Form A - Project Schedule Activity Start Date Completion Date Gather Contractor Bids 1115/2013 2/13/2013 Secure Funding 2/13/2013 6/30/2013 Contract with Contractors 7/1/2013 7/15/2013 Obtain Necessary Building Permits 7/112013 7/3112013 Add Sidut & Replace Windows 8/1/2013 8/31/2013 Update Front Doors 8/112013 8/31/2013 Update Outdoor Light Fixtures 9/1/2013 9/30/2013 Update Enclosed Outdoor Space 9/1/2013 9/30/2013 Add Fenced Area for Garbage 9/1/2013 9/30/2013 Updates to Porch 9/1/2013 9/3012013 Paving Parkin Lot 7/1/2014 7/31/2014 Updates to Grass Area 7/1/2014 7/31/2014 Page 10 of 18 i i Form B-1 To be completed for Development or Rehabilitation Proposals USES OF FUNDING For Facility Rehabilitation (e.. Removal of Architectural Barriers Total Cost CDBG Request Other Source(s) Acquisition Costs Land Improvements $ 41,300 $ 24,000 $ 17,300 Liens and other Taxes Closing costs Off-Site costs Other SUBTOTAL $ 41,300 $ 24,000 $ 17,300 Development Costs Land Use Approvals Building Permits/fees (Include Engineering and Community Development Fees) System Development Charges (SDCs) Relocation Costs Environmental Report / Lead Based Paint Clearance Soils Report Survey Marketing Insurance Other Fees Architectural/Engineering Legal/Accounting Appraisals Lender fees Construction Loan Permanent Loan Tax Credit Fees Developer Fee Consultant Fee Other TOTAL $41,3001 $ 24,000 $17,300 Page 11 of 18 Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Sources Secured Conditional Pending Commitment (awarded with Date conditions) Federal Grants State Grants $ 181,062.96 6/30/2012 Local Grants Non-Governmental Grants Donations/Gifts $7,056.00, 6/30/2012 Applicant Contribution Program Income $ 7,200.00 6/30/2012 Loans Other (United Way) Other (specify) TOTAL $ 195,318.96 a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. The total project cost is based on the contractor's bid obtained by Living Opportunities in January 2013. All personnel costs will remain the same, and the contractor's bid includes the price of labor and supplies/materials. Living Opportunities Maintenance Director, Marty'Balzarini, will oversee the renovation construction, and no additional wages will be required for that. b) Was consideration given to remaining economic life of the property and potential cost increases such as unanticipated repair or relocation costs? Maintenance costs? Operating costs? The project's goal is the outside repair of the current building in order to avoid unanticipated repair and relocation costs in the future. The economic life of the property is expected to be solid, and the likelihood of unanticipated repairs slim once these repairs are completed. Page 12 of 18 i i i Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Living Opportunities, Inc. Organization is: 1. Corporation ( ) 2. Non-Profit 501C3 (X) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. None. 2. State the name(s) of any current or prior elected or appointed "official," of the City of Ashland having a potential "financial interest" in the organization or project. None. 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) Please reference Attachment # 1 I i I Page 13 of 18 i i I Attachment # 1 Board of Directors List Attachment # 2 Map showing project's location Attachment # 3 Project Budget Attachment # 4 Photographs of the outside of the building Pnge 14 of 18 Attachment # 1 - Board of Directors Living Opportunities, Inc. Board of Directors Roster John Ferris, Chair Jennifer Slag, Vice-Chair Retired Attorney Marketing Representative, ODS Companies Term of Service: May 2008 - present Term of Service: 2010 - present 446 Terrace Street 310 Crater Lake Avenue Ste 101 Ashland, OR 97520-3004 Medford, OR 97504 Home: (541)482-2242 Cell: (541)7783330 Work: (541)324-0903 Email: jfer@jeffnetorg Email: slegj@odscompanies.com Chris Dye, Treasurer Dr. Michael Hall, Secretary Certified Public Accountant Endodontist Term of Service: March 2009 - present Term of Service. 2006 - present 2968 Waverly Way 2650 Country Park Lane Medford, OR 97504 Medford, OR 97504-6396 Home: (541)779-1402 Work: (541)772-8666 Home: (541)734-0488 Work: (541)779-3324 Email: chrls@jdpepa.com Email: mhall@soepc.com Todd Anderson Marge Bernard Pharmacist, Evergreen Pharmacy Registered Nurse Term of Service: 1992 to present Term of Service: 2011 - present 603 Seventh Fairway Drive 378 Terrace Street Medford, OR 97504-0320 Ashland, OR 97520 Work: (541)779-5627 x16206 Home: (541)779-8236 Home: (541)488-1377 Email: t.k.anderson@q.com Email: margeb@darex.com Sochi Cochran Les Cracraft Homemaker 8 Parent of Individual with Disabilities Employee Benefits Consultant, United Risk Solutions Inc. Term of Service: 2012-present Term of Service: 1987-present P O Box 1152 207 Island Point Medford, OR 97501 Medford, OR 97504-9453 Home: (541)245-3222 Cell: (541)6014649 Flome: (541)772-4005 Work: (541)245-1111 Email: bexlennom@gmail.com Email: les.cracraft@uniteddsk.com Will Holmbeck Rob King Gospel Mission Program Manager, Former Owner Golden Spike Pizzeria Sales Executive, OPUS Broadcasting Term of Service: 1988 - present Term of Service: 2010 -present 544 Fairmont Street 511 Rossanley Drive Medford, OR 97501-2426 Medford, OR 97501 Cell: (541)218-8960 Work: (541)772-0322 Cell: (541)324-1750 Email: mgmvnll@gmail.com Email: rob@opusradio.com Steve Rinkle Emilie Sampson General Counsel, Pacific Retirement Services, Inc. Program Director, Families for Community Term of Service., 2011- present Parent of individual with disabilities 965 Ellendale Drive Term of Service: 2011- present Medford, OR 97504 1398 Bonita Avenue Work: (541)857-7226 Cell: (541)601-6926 Medford, OR 97504 Email: srinkle@retirement.org Call: (541)621-1910 Email: emilie@familysforcommunity.org Page 15 of 18 Attachment # 2 - Map showing location + nfvuif 6l f II 1 e«°°„„ nma~n sf © U nN:r.us L) nfw+e sr II. RHr~ { Ua~v. Ll ' 'Q L p .r '9.e1 Ilw e~aE E W. E~t [I 7 ! F I ¢ E 4 u i it eri ! f.. m.a ,n..a v:/r rrn S~ ~ wmG i ~ ' EwnG rau rwn „io ~ %ya. i f F n % 1 2 9 ~ro ra~ ~!,+cr teirl t ~ ~ rv ~i WI~R •F~ / f .ra~emlxm.Pi.- wno..yr~u.r w... n.rw•r•.G~.. it Page 16 of 18 Attachment # 3 - Project Budget Revenue: CDBG Grant Funding $ 24,000 Living Opps Match 17.30 0 Total Revenue $ 41,300 Expenses Siding $ 21,000 Windows 1,200 Front Doors 2,400 Paving 12,000 Update Light Fixtures on Building 500 Redo grass area at entrance 350 Enclosed Outdoor Space 1,300 Fenced Area for Garbage & Recycling 1,350 Updates to Porch 1,200 Total Expenses for Project $ 41,300 i i I i Page 17 of 18 i Attachment # 4 The front of ACES i~ . Mi3s ~ 1 .S 1' r x..f 1 ne ✓ t , -N .-7-7.P..LL~_ a+ r t~. Y Qlsr t^ ~ 4 ~i ~p~U 41.. ~ f . F 3, F Page 18 of 18 i Ashland Emergency Food Bank P.O. Box 3578 Ashland, OR 97520 February 12, 2013 RE: City of Ashland 2013 CDBG Application. 1) Complete Application Form (pages 16-24 of RFP). The complete Application Form & Narrative is attached for your review. 2) A project summary including a brief description, project background and a list of project objectives. The project is the acquisition of'the building currently occupied by Ashland Emergency Food Bank at 560 Clover Lane in Ashland. The building was formerly home to a fast food restaurant. As a result, it contains the infrastructure necessary to our work, including a walk-in freezer and two refrigerators, and an expensive covered loading area perfect for food drive activity. Storage areas provide ample room for receiving and storing provisions, and customer-designated areas create a bright and cheerful shopping area for both clients and volunteers. AEFB has been forced to move twice in the last five years. Purchase of the facility will protect AEFB from rising real estate prices and ensure that we are able to continue to provide services to our clients without disruption, for as long as we are needed. Our current landlord is People's Bank, which holds the site through a foreclosure. We have negotiated a lease-purchase with the bank that gives us until August 2013 to raise the necessary funds for the purchase. Since 1972, AEFB, a food bank and pantry, has distributed food to hungry community members of Ashland and Talent. Each month, on average, we provide 475-525 households (representing 1,300 children and adults) with a three to five-day supply of essential food items. We anticipate nearly 3,750 unique individuals will receive assistance from.us in 2013. We are unusual in that we do not offer a box of pre- selected items to those who come through our door. Instead, we allow our clients to "shop" for their food, pushing carts around the pantry shelves as if they're in a grocery store. We also distribute non-perishable food items to several organizations that offer prepared meals, or that serve a specific niche of people in need, such as seniors and homeless teens. As the largest food pantry serving Ashland and Talent, we are open Monday through Friday and the first Saturday of every month from 9:30AM- 12:30PM. Food assistance is provided without regard to race, color, sex, age, handicap, marital status, religion, sexual preference or national origin. 3) Properly and Project Information. Provide a map showing the project's location. If the project will serve a specific area, proposed project boundaries should be shown. www.ashlandemergencyfoodbank.org Purchase of our site (see attached maa) will enable AEFB to continue to serve low- income residents of Ashland, Talent and surrounding rural areas. The building has a total floor area of 3,240 square feet of commercial space, and the parcel is 31,363 square feet. The building is near Ashland Street off Exit 14 of Interstate 5. It is close to jobs, shopping and services. (4) Briefly describe the services to be provided, if any, and describe the eligible target population receiving direct benefit from these services (low-income, homeless, special needs). Our basic objective is to serve hungry low-income children and families in Ashland and Talent. Our reports show that we served more than 1,500 different households in 2012, which represented more than 3,750 individuals. We area 41-year ofd chanty with a service territory that has an economy based primarily on "services," largely tourism: we have no industrial or manufacturing base to support the workforce here. Many of those who are employed have no health insurance coverage, and many work only part-time. We are innovative and efficient with the work that we do, and know that the gift of food that is offered to our clients is appreciated and valued by our community as a whole. (6) Financial Information Form C - Sources of Funding. The total acquisition cost of the purchase of building from the bank is $475, 000. The sources of funding are detailed in the attached Form C and Form C Additional Schedule. a) Describe the assumptions used to determine the total project cost. Indicate the source consulted and how costs were determined. The cost of the acquisition was negotiated between AEFB and People's Bank. General Information a) Is the proposed project within the Ashland City limits? If not, explain. Yes, the building is within the Ashland City limits. b) Specify the proposed tenant or client income level; state in terms of percentage below area median for the Medford-Ashland standard metropolitan statistical area. As the tenant, we are a non-profit entity. But, the clients we serve because of the nature of our activities (emergency food distribution) are presumed to meet the income guidelines of the MSA, and we believe that most are extremely low income (3066AMI) or low income (60%AMI) and that virtually all are below the moderate income (80%AMI) level median income. C) Describe any financial or legal commitments made to the project. We do have a lease purchase agreement with People's Bank of Commerce. i ..Z ....I www.ashiandemergencyfoodbank.org B) Briefly describe the agency's mission and service history. The City may request copies of the agency's financial audit or review for the last two years prior to contract signing in order to determine agency's capability to successfully complete the project. Our mission, in alliance with local faith groups and the community at large, is to provide emergency food supplies, without charge, to individuals and families in the Ashland and Talent areas who would otherwise go hungry. We believe that no one should go hungry and that all should be treated with dignity. Since 1972, AEFB, a food bank and pantry, has distributed food to hungry community members of Ashland and Talent. Each month, on average, we provide an average of 500 households (representing 1,300 children and adults) with a three to five-day supply of essential food items. We also distribute non-perishable food items to several organizations that offer prepared meals, or that serve a specific niche of people in need, such as seniors and homeless teens. As the largest food pantry serving Ashland and Talent, we are open Monday through Friday and the first Saturday of every month from 9:30AM - 12:30PM. Food assistance is provided without regard to race, color, sex, age, handicap, marital status, religion, . sexual preference or national origin. Our reports show that we served more than 1,500 unique households in 2012, which represented more than 3,750 individuals; 40% were under the age of 18 years. Seventy percent of our client base can be defined as the working poor. We seek to feed children, families and individuals who need nourishment. 8) Will the project promote self-sufficiency for extremely low-, low- moderate-income families, or individuals with special needs? Yes, potentially it will promote self-sufficiency for these individuals. 10) Please identify how your project benefits extremely low-, low- and moderate-income individuals or individuals with special needs. Assistance from AEFB will benefit these individuals by providing them with healthy, nutritious food for themselves and their children. Without services, many of our clients would go without or be forced to choose between food and other life necessities. a) For proposed projects serving a low-income area (i.e. public facility improvements, community center or other neighborhood serving facility), provide the following data, including documentation of the sources of information for the following statistics: Each month, on average 475-525 households living in Ashland and Talent turn to us for a temporary food supply (3-5 days). More people than ever now rely on us for assistance. We anticipate that 1,500 unique households (representing 3,750 individuals) will seek assistance from us in 2013. 13) Project Feasibility. Please describe your readiness to proceed concerning whether land use issues have been resolved and whether your organization has the administrative capacity to complete the project proposed. a) Does the applicant have the experience and capacity to complete and or manage the j project proposed? Briefly describe applicants capacity and experience in providing, _ _ _ 3 www.ashlandemergencyfoodbank.org maintaining and managing housing, particularly low-income housing similar to the proposed project. We have served our mission and clients for 41 years as a food bank and pantry to distribute food to hungry community members of Ashland and Talent. That includes the distribution of non-perishable food items to several organizations that offer prepared meals, or that serve a specific niche of people in need, such as seniors and homeless teens. As the largest food pantry serving Ashland and Talent, we are open Monday through Friday and the first Saturday of every month from 9:30AM- 12:3017M. The community has come to depend on us for this vital support. Our capacity to serve is structured around our long-range plan to provide emergency food assistance, in alliance with local faith groups, without charge to children and families in the Ashland(Talent area who would otherwise go hungry, and to increase awareness about the problem of hunger in our communities. a) Does the applicant have a purchase option on the property, letter of support from the property owner(s), or some other assurance that the property is available for acquisition? Yes, we have a purchase option on the property (copy on file at City-2012 grant). b) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? Yes, the project will require a Site Review. 14) Indicate whether the project will have any negative impacts on historic or architecturally significant properties on the environment. All projects will be subjected to an Environmental Review Report and certain projects depending on scale, i.e. new construction must undergo an Environmental Assessment. There are no negative impacts associated with the project. 15) Please attach any other statistical data, letters of support, applicable experience of the sponsor, evidence of financial support from other funding sources, or other material you believe will assist the City in its review of your proposal. There are no attachments. 16) CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. Please see attache d Checklist Form C, Board of Directors List & Project Map. www.ashlandemergencyfoodbank.org CITY OF ASHLAND 2013 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be Included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Ashland Emeraencv Food Bank Executive Director's Name(s): Ward Wilson. Board Treasurer Board Member Names (attach separate sheet) (Please see attached Board of Directors List) Applicant Mailing Address: P.O. Box 3578 Ashland, OR 97520 Applicant Street Address: 560 Clover Lane Ashland, OR 97520 IRS Classification: 501 C 3 Federal TaxID#: 93-1329669 Mission Statement: (may be attached) Through alliance with local faith groups, we provide emergency food supplies, without charge, to individuals and families in the Ashland/Talent area who would otherwise go hungry. Total Employees: One Total Volunteers: 90 Per month t II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Ward Wilson Title: Caoital Campaign Chair Phone Number: 541-708-0189 Fax Number: E-mail Address: wardwilsonl89(o)amail com III. PROJECT INFORMATION SUMMARY Project Name or Title: Food Bank Building Acquisition Expected Completion Date: August 31. 2013 Requested CDBG Funds: $ 87.000 Organizational Match: $ 32.000 Funds from Other Sources: $ 356:000 Total Project Cost: $ 475.000 2 CITY..OF ASHLAND 2013xP`roarar Year. CDBG APPLICATION CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not applicable and include it as, part of your proposal application. A. AIicanYs Baci(round Yes No N/A 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3.. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B. Pro'ect.Location and Land Use Issues Yes No NIA 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? 3 C: Environ`meritalu§ues,.. Yes`, ,No.:;' N/A 1. Is the project located in the 100-year floodplain? " X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the roect site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built X 1978 or earlier? If year built is known, please specify. 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is X 50 ears or older? 9. Will the applicant complete a Phase 'environmental X review u on receivin a CDBG award? tDEabor,Re uiements:. Ye`s':. Nod ~N/A 1. Does the project involve construction over $2,000 in X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLT wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? ih-OWs „lacement a dtl Relocation `77: Yes 1. WiII tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing `units be demolished or converted? X F ,Pro" ert',Data _ Yes No ` N/A? "LL 1 Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. what is the current debt against the property? X 5. What is the current use of the property? AEFB 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the ro ert ? $510,000 4 Form A-1 To be completed for Development or Rehabilitation Proposals Housing Proposals Activity Start Date Completion Date Site Planning & Development Option Site Acquisition (See Attached Acquisition Timeline Plan Development Pre-a lication Land Use Approval Construction Plans Final Bids Contractor Selection Building Permits Grant applications local state federal February 15, 2013 Aril 2, 2013 Non-government (See attached April 1, 2012 August 31, 2013 Sources of Acquisition Funds Other (See attached Sources of April 1, 2012 August 31, 2013 Acquisition Funds Loan Applications Construction loan Permanent Construction Phase Construction Certificate of Occupancy Please provide your best (realistic) date estimates regarding the project schedule s Form B-1 To be completed for Development or Rehabilitation Proposals Uses of Funding Housing Proposals, Total Cost CDBG Request Other Source(s) Acquisition Costs Land Improvements (including land) .$475,000 $87,000 $388,000 Liens and other Taxes Closing costs Off-Site costs Other SUBTOTAL $475,000 $87,000 $3881000 . Development Costs Land Use Approvals Building Permits/fees (Include Engineering and Community Development Fees) System Development Charges SDCs Relocation Costs Environmental Report / Lead Based Paint Clearance Soils Report Survey Marketing Insurance Other Fees Architectural/Engineering Legal/Accounting Appraisals Lenderfees Construction Loan Permanent Loan Tax Credit Fees Developer Fee Consultant Fee Other TOTAL $475 000 $87,000 $388000 6 Form C SOURCE(S) OF FUNDS FOR BUILDING ACQUISITION WORK SHEET 'Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sources Secured Conditional Tentative Commitment (awarded with Date conditions Federal Grants State Grants Local Grants $87,646 $87,000 2012 & 2013 Non Governmental $ 8,000 $60,000 August 2013 Grants Donations/Gifts $57,975 $149,129 August 2013 Applicant $25,250 Contribution Program Income - Loans Other (specify) Other (specify) TOTAL $91,225 $87,646 $296,129 Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. Please see attached Form C Additional Schedule 7 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Ashland Emergency Food Bank Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 (X) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department N/A 2. Stale the name(s) of any current or prior elected or appointed "official", of the City of Ashland having a potential "financial interest' in the organization or project. Name/Title Greg Lemhouse and Pam Marsh are both Members of City Council and may have a potential conflict of interest. as Grea is a volunteer, and Pam is on the Daid staff at AEFB. 3. Provide the names of each "board member"of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) 1 2 3 4 5 6 7 8 9 10 11 12 additional If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 8 i 2013 Form C Additional Schedule Sources of Funds for Building Acquisition City of Ashland CDBG for AEFB Federal Grants: City of Ashland CDBBQ Date AoDlication /$1 Date Award Date $ Available Goal 2013 CDBG Feb 2003 $87,000 Request April 2013 April 2013 $ 87,000 2012 CDBG Feb 2012 $87,600 Awarded March 2012 March 2012 $87,646 Sub-total federal grants, Secured & Pending $174,646 Non-Governmental Grants (Private Foundations): Funder's Name ate Application Date Award Date $ Available Carpenter Foundation April 2012, $ 5,000 Secured June 2012 June 2012 Zurio Charitable Fn. Jan. 2013, $ 3,000 Secured Jan. 2013 Jan. 2013 Meyer Memorial Trust Jan. 2013, $ 60,000 pending Pending Pending Oregon Community Fn. Jan. 2013, $ 25,000 pending Pending Pending Ben B. Cheney Fn. Mar. 2013, $ 10,000 planned June 2013 July 2013 MJ Murdock Trust Mar. 2013, $100,000 planned June 2013 July 2013 Sub-total non-government grants $203,000 Planned $203,000 Donations/Gifts: 2012 AEFB Community Campaign $60,000 Secured 2012 2013 AEFB Community Campaign $22.104 Secured 2013 Sub-total community donations $72,104 Secured & Planned $ 72,104 Applicant Contribution (2012) $ 25,250 Secured $ 25,250 Total source of funds needed for acquisition $475,000 560 Clover Lane, Ashland, OR - Google Maps Page 1 of 1 To see all the details that are visible on the screen, use (fie "Print" link next to the map. last, u rf Li.f.:P ql/., y~l ~l _ C1 f. lAap data 02013 owgta. littp://maps.google.com/maps?hl=en&ttlb=wl 2/14/2013 CITY OF ASHLAND 2013 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Housing Program. City of Ashland Department Director's Name(s): Bill Molnar Board Member Names (attach separate sheet) NIA Applicant Mailing Address: 20 E. Main Street Ashland, OR Applicant Street Address: Same IRS Classification: Federal Tax ID#: Mission Statement: (may be attached) Total Employees: Total Volunteers: II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Bill Molnar, Title: Planning Director Phone Number: 541-552-2042 Fax Number: E-mail Address: III. PROJECT INFORMATION SUMMARY Project Name or Title: Ashland Energy Efficiency Program Expected Completion Date: June 30, 2014 Requested CDBG Funds: $ $25,000 Organizational Match: $ TBD Funds from Other Sources: $ TBD Total Project Cost: $ 25,000 2 Application Contents A complete proposal shall include a brief narrative summary on applicant letterhead, full project cost, all federal, state and local subsidies requested for the project, proposed ownership entity, phone number and mailing address of contact person for the designated non-profit or certified Community Housing Development Organization. Provide the information listed below numbered and in the order listed so that we can find the required information easily and award full credit for your responses. If the question does not apply to the proposed project write N/A. 1) Complete Application Form (see page 16). 2) A project summary including a brief description, project background and a list of project objectives The Ashland Affordable Housing Weatherization and Energy Efficiency project; this project was awarded Community Development Block Grant- Recovery Act (CDBG-R) funding by the City Council in June of 2009. The 2009 project was very successful ultimately assisting 20 households benefiting 30 Ashland residents and leveraging over $35,000 in matching funds from various sources. The city is asking for a set aside of CDBG funds to complete energy efficiency improvements on units occupied by qualifying low-income families. With a maximum possible grant amount of $2,500 per dwelling, the City could assist approximately 10 dwellings with energy efficiency upgrades or other necessary repairs to reduce energy costs. Currently there are 26 identified residents who are income qualified and may need energy assistance upgrades. This activity is an eligible use of CDBG funds and is ready to proceed. 3) Property and Project Information relating to acquisition, rehabilitation, site clearance, and development (section not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) N/A Provide a map showing the project's location. If the project will serve a specific area, proposed project boundaries should be shown. N/A Describe details regarding any property proposed for acquisition, indicating the following: NIA a) Property location relative to jobs, schools, transportation, shopping and services 3 b) Total floor area of buildings, and size of land site c) Types of residential units, number of each type unit, and total number of bedrooms d) Number of extremely-low, low-, and moderate-income units proposed e) Number of units accessible to the disabled t) Square footage of units and description of amenities such as private balconies or storage areas g) Square footage of common areas such as community or laundry rooms h) Square footage of commercial space, if any i). Year property was built. If pre-1978, will it be occupied by children under the age of six? j) Describe condition of any existing housing proposed for acquisition and any alterations planned. Briefly discuss the total cost of the proposal relative to new construction. k) If the project involves rehabilitation attach a description of the work to be completed. 1) Describe the target population. Include the suitability of the property for the target population, the tenant selection process, brief description of any residential services and the resources identified to fund the services. m) Indicate how many years the property will remain affordable and the mechanism that will be used to ensure the affordability period. 4) Briefly describe the services to be provided, if any, and describe the eligible target population receiving direct benefit from these services (low-income, homeless, special needs). Energy Efficiency measure on the homes of qualified Moderate to low-income homeowners. 5) A work program and time line including a complete list of tasks with estimated start and completion of each task (please complete attached Form A - Project Schedule). 4 6) Financial Information A budget describing total cost, cost per task, existing (secured) project funds and unfunded costs. Identify any and all source(s) of funding. This would include other Federal and State grants and loans, monetary donations, in-kind contributions, volunteer labor, donation of materials and supplies, etc. In addition to addressing the questions below please complete attached Form B - Uses of Funding & Form C - Sources of Funding. $25,000 in CDBG grant funding would be used to provide energy efficiency improvements for up to 10 homes. Provide a detailed financial description of the proposed project, including Rent Schedule, Sources/Uses of Funding and Operating Budget Income/Expense, and utility allowances N/A a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. Assumes up to $2,500 in improvements per home. b) Was consideration given to remaining economic life of the property and potential cost increases such as unanticipated repair or relocation costs? Maintenance costs? Operating costs? (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) Improvements to each home will extend its life and result in reduced energy costs for the occupants. c) Describe the financial assumptions used to develop the operating budget..lnclude projected rent increases, other sources of income for operation and maintenance expenses, and inflationary factors. For social service award requests please include financial assumptions relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. d) Discuss non-typical expenses or those outside industry standards. e) Attach letters of funding commitment from other sources, if available. Will a property tax exemption be requested for the project? If so, what.is the estimated dollar value of the tax exemption over the twenty-year period? Please briefly detail the calculation method used to estimate the value and the process your organization would undertake to obtain the exemptions or appraised value adjustment. 5 (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) 7) Eligibility for Federal Funding; Will any of the following activities be part of the proposed project? Such small scale improvements will not necessitate relocation . benefits. Property Acquisition • New Construction (non-residential) Removal of Architectural Barriers Rehabilitation Costs Development Costs • Client Services • Specification Preparation' (Construction/Rehab) Relocation Benefits (if required) Appraisal (for acquisitions) Federal funding has certain regulatory requirements. The following information is required to determine eligibility for federal funding. General Information a) Is the proposed project within the Ashland City limits? If not, explain. Yes b) Specify the proposed tenant or client income level; state in terms of percentage below area median for the Medford-Ashland standard metropolitan statistical area (MSA). The current income guidelines are included on page 10 above. The target population for the Energy Efficiency and Weatherization project is Moderate to low income homeowners qualified at 80% and below the Area Median income. c) Describe any financial or legal commitments made to the project. NIA Housing Development, Land Acquisition, or Rehabilitation Specific Information d) Will permanent housing units be converted or demolished? If so, how many? N/A e) Is the proposed housing site located in a 100-year flood plain? 6 Some individual units may be located in a 100 year flood plain; however a site specific environmental review will be completed on each unit to determine flood plain impact. i) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. N/A g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? N/A h) Is the proposed site located adjacent to an aboveground flammable storage tank? NIA i) Will the proposed project impact historic features? If yes, explain. Potential impacts upon historic structures will be reviewed for compliance with historic preservation guidelines through the site specific environmental review process. 8) Briefly describe the agency's mission and service history. The City may request copies of the agency's financial audit or review for the last two years prior to contract signing in order to determine agency's capability to successfully complete the project. 9) Will the project promote self-sufficiency for extremely low-, low- moderate- income families, or individuals with special needs? City Staff will identify potential participants from the City's Low- Income Energy assistance program, by assisting this population it will serve two purposes; to reduce the energy cost burden on a population that has demonstrated need, thereby freeing up limited monetary resources to meet other needs; and to reduce the overall energy consumption within the city. 10) Please identify how your project benefits extremely low-, low- and moderate-income individuals or individuals with special needs. Many individuals with special needs are also low-income, 26% of the individuals served by the CDBG-R energy efficiency and weatherization program identified as having special needs. a) For proposed projects serving a low-income area (i.e. public facility improvements, community center or other neighborhood serving facility), provide the following data, including documentation of the sources of information for the following statistics: N/A 7 • Number of extremely low-, low- and moderate-income individuals served in the project area on an annual basis. • Total number of individuals served in project area on an annual basis. b) For proposed projects serving a target population (i.e. homeless families, battered women, people with AIDS, special needs populations, etc.) provide the following data, including document sources of information for statistics. • Specify the target population to be served. Low to Moderate Income Homeowners • Number of low and moderate-income individuals in target population to be served on an annual basis. (This count cannot include repeated visits or use by the same individuals.) It is expected that with the budgeted amount the City will be able to serve approximately 10 households, or 15 to 20 individuals. • Total number of individuals in target population to be served on an annual basis. It is expected that with the budgeted amount the City will be able to serve approximately 10 households, or 15 to 20 individuals. • Percent low and moderate income. 100% 11) Briefly describe how your proposal will ensure that moderate-income individuals do not benefit to the exclusion of extremely-low or low-income individuals. The City will target this program to those homeowners already receiving assistance through the City's low-income energy assistance program. Consequently the homeowners are already identified as being below the moderate income level. Staff will offer this program on a first come first serve basis and therefore will not exclude any eligible homeowner. 12) Indicate if you expect the project to cause low and moderate-income housing to be demolished or converted to another use (see attachment "Relocation Strategy Guidance'). If so, explain. N/A 8 13) Project Feasibility Please describe your readiness to proceed concerning whether land use issues have been resolved and whether your organization has the administrative capacity to complete the project proposed. This project is an eligible activity that is ready to proceed. This project was awarded Community Development Block Grant- Recovery Act (CDBG-R) funding by the City Council in June of 2009. The 2009 project was very successful ultimately assisting 20 households benefiting 30 Ashland residents and leveraging over $35,000 in matching funds from various sources. The city is asking for a set aside of CDBG funds to complete energy efficiency improvements on units occupied by qualifying low-income families. With a maximum possible grant amount of $2,500 per dwelling, the City could assist approximately 10 dwellings with energy efficiency upgrades or other necessary repairs to reduce energy costs. Describe the feasibility of the project: a) Does the applicant have the experience and capacity to complete and or manage the project proposed? Briefly describe applicants capacity and experience in providing, maintaining and managing housing, particularly low-income housing similar to the proposed project. City Staff successfully administered this program in 2010 and will dedicate sufficient resources to again administer this program if awarded funds. b) Are the ongoing operating expense and maintenance reserve estimates reasonable? N/A c) Does the applicant have a purchase option on the property, letter of support from the property owner(s), or some other assurance that the property is available for acquisition? NIA d) Does the project require temporary or permanent relocation and if so have comparable units been identified and costs of relocation been accurately determined? Provide a tenant relocation strategy, cost estimate and existing tenant survey to address federal Uniform Relocation Act requirements which may impact your project. The nature of energy efficiency improvements and upgrades and the small scale of the activity will not trigger Relocation Act requirements. Possible improvements could include but are not limited to: the installation of energy efficient heating equipment, window replacement, and insulation measures. 9 e) Describe relocation strategy for the project. NIA f) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? N/A g) Has a pre-application been completed with the Ashland Planning Department? NIA h) What is the condition of any improvements on the property and what is the expected life of the property? Improvements will vary per project, but will be limited to those which contribute to energy efficiency and weatherization, and extending the life of the property. i) Describe commitment of project funding from other sources The City will look for other sources of leverage including but not limited to: The City of Ashland Conservation Program weatherization incentives, ACCESS weatherization program funds, City of Ashland Housing Rehabilitation Program repayments as available, Rural Development Home repair loans and grants, and homeowner contribution. 14) Indicate whether the project will have any negative impacts on historic or architecturally significant properties on the environment. All projects will be subjected to an Environmental Review Report and certain projects depending on scale, i.e. new construction, must undergo an Environmental Assessment. All projects will be subject to a site specific Environmental Review which considers the impact of repairs and upgrades to the architectural significant properties where appropriate. City staff will consult with the State Historic Preservation Office where Federal Regulations require such consultation. 15) Please attach any other statistical data, letters of support, applicable experience of the sponsor, evidence of financial support from other funding sources, or other material you believe will assist the City in its review of your proposal. 16) CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 10 CITY„OFASHL•AND 2013~ProayamYear CDBG,APPLICATION'CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not applicable and include it as part of your proposal application. A:,,A licant's~;Back round 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B }P,e6ect Location`.and Land Use,lssues:. Yes'; Nd N/A. 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? tt C:,'Emdronrrienti l Issues F Yes No'. e ? N/A 1. Is the project located in the 100-year floodplain? X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built X 1978 or earlier? If year built is known, leasespecify. 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is X 50 ears or older? 9. Will the applicant complete a Phase I environmental X review upon receiving a CDBG award? ;D Ltabor Re uiremerits" Yes,WMJN/A 1. Does the project involve construction over $2,000 in X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLI wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? ~E:' Dis 'lacemeht1R8i Relocatiori w ? u , :Yes: , No e` jN/A, 1. Will tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing units be demolished or converted? X 1. Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? X 5. What is the current use of the property? X 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the property*?' 12 Form A-1 To be completed for Development or Rehabilitation Proposals Housing Proposals Qctiuit S_t_art Date Comletl2n Date Site planning & Dev_elo men_ t Option Site Acquisition Plan Development Pre-application Land Use Approval Construction Plans Final Bids Contractor Selection Building Permits [Gfanta . lication_s local state federal Non-government other [Loan A^"lications Construction loan Permanent CCon' struction Phase Construction Certificate of Occupancy Please provide your best (realistic) date estimates regarding the project schedule 13 Form A-2 To be completed for Social Service Proposals Social Services Proposals Actiuit Start~Qate Com letion Date Social service providers should list key benchmarks in the table above for their proposed projects (IE hire of personnel, application for further funding, initiation of direct client services, etc) 14 Form B-1 To be completed for Development or Rehabilitation Proposals Uses of Funding Housing Proposals Total Cost CDBG Request Other Source(s) jr ui'sitio_n -Ts7s_% M1il Land Improvements Liens and other Taxes Closing costs Off-Site costs Other SUBTOTAL [Develo merit Costs Land Use Approvals Building Permits/fees (Include Engineering and Community Development Fees) System Development Charges SDCs Relocation Costs Environmental Report / Lead Based Paint Clearance Soils Report Survey Marketing Insurance Other [Fees Architectural/Engineering Legal/Accounting Appraisals Lenderfees Construction Loan Permanent Loan Tax Credit Fees Developer Fee Consultant Fee Other T£OZAV 15 Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Re nest Other Source s D~e'Act Client Services " ` M Wages (of personal providing direct client services) Materials/Supplies Marketing/Outreach Program Administration CDBG Funds Includes overhead and general are not staffing necessary to administer the program (accounting, management, available for grant administration) but that does program not provide direct benefits to the client. administration Total Project Cost 16 Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sources Secured Conditional Tentative C-ommitment (awarded with Date Conditions Federal Grants State Grants Local Grants Non Governmental Grants Donations/Gifts Applicant Contribution Program Income Loans Other (specify) Other (specify) TOTAL ~ ~ Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. 17 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 ( ) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department 2. State the name(s) of any current or prior elected or appointed 'official', of the City of Ashland having a potential "financial interest" in the organization or project. Name/Title 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) 1 2 3 4 5 6 7 8 9 10 11 12 additional If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 18 '0y'lnIMtOR % ~~tN o[K`~[S U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT THE DEPUTY SECRETARY WASHINGTON, GC 2041M050 March 4, 2013 RECEIVED MAR 0 7 2013 The Honorable John Stromberg Mayor of Ashland 20 East Main Street Ashland, OR 97520 Dear Mayor Stromberg: As you are likely aware, due to the failure of Congress to reach a deal on balanced deficit reduction to avoid sequestration, the President was required by law to issue a sequestration order on March I canceling approximately $85 billion in budgetary resources across the Federal Government for the remainder of the federal fiscal year (FY). As partners with the Department of Housing and Urban Development, you are entitled to timely and clear information about how these unfortunate budget cuts impact us, and, in turn, what it means for program beneficiaries in Ashland. At this time, HUD is taking every step possible to mitigate the-effects of these cuts. However, based on our initial analysis, it is likely that your full-year FY 2013 formula program funding will be lower than it was in FY 2012 due to the sequester, which may affect your workforce and planning for this year, and possibly beyond. You can expect 5 percent reductions from the FY 2013 annualized Continuing Resolution levels for the formula programs you are eligible for, including the Community Development Block Grant (CDBG), HOME, Housing Opportunities for Persons Willi AIDS (HOPWA), and Emergency Solutions Grants for the homeless (ESG) programs. In testimony to Congress in January, Secretary Donovan estimated some of the impacts sequestration would have on participants. For example, cuts to the HOPWA program would result in 7,300 fewer low-income households receiving permanent and short-term supportive housing assistance, including rent or utility assistance, while a sequester of HOME program funds will result in 2,100 fewer affordable housing units produced for low-income families. As you know, every dollar of HOME funding is leveraged with almost four dollars of other funds. Once Congress has passed and the President has signed a full-year FY 2013 appropriation for HUD, the exact funding levels you will be receiving for these programs will be set, and, depending upon your program year start date, your individual FY 2013 program grant agreements :will subsequently be sent to you. i I WmV.had.gov espauothud.gov i I 2 Thank you for your continued partnership with HUD, and for your cooperation as we work together to manage through these unfortunate circumstances. Sincerely, Maurice A. Jones i CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting City Goals and Objectives for biennium 2013-2015 FROM: Dave Kanner, City Administrator, kannerd@ashland.or.us SUMMARY The City Council adopts goals and objectives each year (or every other year) that become the basis for the staffs work plans and that are used to guide decisions about the allocation of resources when the budget is assembled. The goals provide vision and direction for the City in its core functional areas. In addition to the four Council-adopted goals and underlying objectives, the Parks Commission adopted a goal and underlying objectives to create a single City Goals and Objectives document. BACKGROUND AND POLICY IMPLICATIONS: The City Council met in a day-long goal setting retreat on February 2nd and, using a goal-setting technique recommended by the city administrator, developed a set of goals and objectives around four of the City's core functional areas: Public safety; municipal infrastructure; community quality of life; and organizational support/govemance. A goal and a set of objectives for the City's fifth core functional area - Parks & Recreation - was developed by the Parks Commission and incorporated into the goals document that came out of the Council retreat. Thus, the final document contained five goals and 39 objectives. Some of the objectives relate directly to tasks and actions the City will undertake as part of its normal course of work, e.g., "Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs." Many other objectives, however, require the development of new tactics and action plans, such as "Establish a permanent jobs commission." These goals and objectives were then given to the City's department heads, who have formulated the tactical plans for achieving these objectives. (NOTE: The complete list of tactics is not included in the attached document.) If certain actions required additional resources, departments requested those resources as "add packages" in the upcoming budget process. A majority of the add packages that are proposed for inclusion in the 2013-15 biennial budget relate directly to achievement of City goals. For instance, the proposed budget will include $10,000 to expand the Park Patrol program (requested by the Parks Department), which helps meet the Council's objective to "Increase safety and security downtown." Doing the goals and objectives this way also provides for an effective performance management program, as departments will be expected to report periodically throughout the biennium to the Council and the Parks Commission on what they have achieved in terms of executing their action plans and meeting the City goals and objectives. FISCAL IMPLICATIONS: N/A Page I of 2 CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: This item has been scheduled for a public hearing in order to give the citizens of Ashland and opportunity to weigh in on the goals and objectives proposed by the Council and the Parks Commission. The Council may then wish to modify this document before adopting it. SUGGESTED MOTIONS: I move to approve the draft City goals and objectives as presented on April 2nd, 2013 (with modifications, if necessary). ATTACHMENTS: Draft City Goals and Objectives Page 2 of 2 ~r, DRAFT City Council Goals 2013 PUBLIC SAFETY GOAL Public safety and other city agencies, along with the community, collaborate effectively to ensure security for all and improve overall livability. Objectives: • Increase safety and security downtown • Review the Emergency Preparedness Plan to include food security and other shortages of necessities • Mitigate fire hazards in the urban interface • Reduce risks of fire in the city via weed abatement and Firewise landscaping and building practices • Improve public communication and community partnerships re: public safety policies and best practices I v'ooh_f~ • Provide modern, fully equipped facilities and ves for city public safety functions MUNICIPAL INFRASTRUCTURE GOAL Collaborate with the community to ensure safe, cost-effective, and sustainable public services, facilities and utilities to meet the urgent, immediate and future needs of Ashland. Objectives: • Examine the anticipated impacts of climate change on city infrastructure • Evaluate all city infrastructure regarding planning, management, and financial resources • Implement the conservation plan for water and complete the 10-year plan for electric • Promote conservation as a long-term strategy to protect the environment and public utility needs d q4- US, jw • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life-cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Develop a fee/rate structure that encourages conservation and pays the bills COMMUNITY QUALITY OF LIFE GOAL Anticipate and identify opportunities to provide for the physical, social, economic, and environmental health of the community. Objectives: • Minimize the incidence and impacts of homelessness • Provide opportunities for the po& to thrive and not just survive in Ashland • Increase the number of internet-based businesses by 50% in two years • Investigate land-use and funding strategies that provide affordable and workforce housing units • Support and assist foundational relationships with community partners • Establish a permanent jobs commission • Implement Level I implementation strategies of the Economic Development Plan as approved by Council • Review the Downtown Plan including zoning of areas around downtown and create a roadmap for the future planning of downtown • Encourage private development of affordable housing options • Analyze the impacts of increased preservation of historic buildings in Ashland ORGANIZATION AND GOVERNANCE GOAL Provide high quality and effective delivery of the full spectrum of city service and governance in a transparent, accessible and fiscally responsible manner. Objectives: • Examine and improve communication tools used to communicate with the public • Improve budget and financial reports to be clear, realistic, and effective • Review and evaluate current commissions for their mission and feasibility • Improve communication between commissions and Council • Ensure the efficient and effective use oftechnology to enhance customer satisfaction • Ensure the availability of front-line personnel for customer contact during business hours PARKS AND RECREATION GOAL Maintain and expand park, recreational, and educational opportunities; provide high quality, efficient and safe services with positive experiences for guests and other participants while maintaining community participation in the decision-making processes and protecting the environment. Objectives: • Evaluate current conditions of facilities and identify deficiencies that need correction. • Provide neighborhood park facilities within %<-mile of every home. • Provide opportunities for community members to interact and improve health and social well-being for our community. • Contribute to the economic viability of our community. • Preserve natural areas, protect and enhance our environment. • Incorporate community input into planning processes for parks and recreation programs, activities and facilities. • Ensure continued safety within the parks and recreation system. • Support education related to environmental issues. • Provide ongoing evaluation of recreation programs to ensure current and future relevance. CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Ordinance Amending AMC Chapter 15.28 AF&R Cost Recovery Fees FROM: John Karns, Fire Chief, karnsj@ashland.or.us SUMMARY Ashland Fire & Rescue (AF&R) responds to requests for rescue services in remote areas such as the Ashland Watershed, the Colestine Valley area, and the area leading up to Green springs. These areas are within the Ambulance Service Area of the department but fall outside of the department's fire and rescue jurisdiction. Personnel are often sent to assist the paramedics with treatment/movement of the patient(s). At this time AF&R does not have the language in the cost recovery ordinance that would allow recovery of those costs. Amending the cost recovery ordinance will allow AF&R to bill non- Ashland residents for and recover costs associated with rescue services provided in remote areas. BACKGROUND AND POLICY IMPLICATIONS: Recreational activities in remote locations continue to increase each year. Emergency responses into the backcountry and remote areas are often time consuming and manpower intensive. Physical rescue responses into remote areas typically last three to four hours and require four or more trained personnel. Extracting patients on a stretcher utilizing trails that can be narrow and steep requires a well coordinated effort with substantial resources. During these events when the department's remaining staffing level falls below four, off duty personnel will be recalled at overtime rates. AF&R would like to recover the cost of personnel and specialized equipments that are utilized on these types of responses. FISCAL IMPLICATIONS: These fees are intended to partially recover the costs of AF&R's rescue services outside the department's jurisdiction and mutual aid agreements, thereby reducing what is effectively a subsidy from elsewhere in the department's budget. Actual net revenue generated will depend on the frequency and duration of remote area rescue calls, but is expected to be relatively small. STAFF RECOMMENDATION AND REQUESTED ACTION: Amend cost recovery ordinance to include remote area rescues. SUGGESTED MOTION: I move approval of the second reading of an Ordinance titled, "An Ordinance Amending AMC Chapter 15.28 Cost Recovery Fees". ATTACHMENTS: Draft Amendment to AMC Chapter 15.28 AMC Chapter 15.28 (current) Page 1 of I ORDINANCE NO. AN ORDINANCE AMENDING AMC CHAPTER 15.28 REGARDING AF&R COST RECOVERY FEES Annotated to show ae'~sand additions to the code sections being modified. Deletions are bold lined thr-eugk and additions are bold underlined. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City. The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon Cities. City of Beaverton v. International Ass'n of Firefighters, Local 1660, Beaverton Shop, 20 Or. App. 293, 531 P 2d 730, 734 (1975); WHEREAS, the number of emergency service responses continue to increase each year, environmental protection requirements involve an increased level of equipment and training, and hazardous materials incidents create substantial demands on all operational aspects of emergency services; WHEREAS, motor vehicle collisions are requiring an increasingly complex array of extrication equipment due to modem vehicle construction and materials; WHEREAS, Ashland Fire and Rescue has investigated numerous methods to maintain high levels of emergency service capability in times of increasing service demand and fiscal challenges; WHEREAS, many motor vehicle collisions and hazardous materials incidents involve individuals not owning property or paying taxes in the City of Ashland; WHEREAS, recreational activities in remote locations continue to increase each year, safety requirements mandate technical training, and expensive equipment, increasing demands on all operational aspects of emergency services; WHEREAS, greater numbers of personnel are needed to rescue a victim from remote areas due to the location and nature of the call; and Ordinance No. Page I of 7 WHEREAS, an increase in overtime for call back personnel is needed to maintain department staffing levels during these events. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Ashland Municipal Code, Chapter 15.28 Fire Prevention Code, Sections 15.28.030 Definitions; 15.28.080 Appeals; Section 15.28.140 Firefighting Outside City - Assessment; and 15.28.170 Cost Recovery Fees are hereby amended to read as follows: SECTION 15.28.030 Definitions. The following definitions govern the construction of this Chapter: Al. Wherever the wee " jaurisdiction" is as used in the Oregon Fire Code, it-is means the City of Ashland. 2. Whera,e- the -°.._a "Department of Fire Prevention" are as used in the Oregon Fire Code, means "Fire & Life Safety Division." 3. "Apparatus cost" means the standardized cost, including repairs and depreciation, for the use of Ashland Fire and Rescue ("AF&R") and public works apparatus or equipment, as set forth in adopted regulations of the State Fire Marshall or in City resolution, and the cost for the use of apparatus or equipment of another iurisdiction which may respond to an incident pursuant to statute or intergovernmental agreement. 4. "Direct costs" means those costs of supplies, apparatus and labor incurred by the City or another iurisdiction in responding to an incident and as may be set forth in adopted regulations of the State Fire Marshall or in City resolution. 5. "Direct fire or rescue services" means any service provided by employees of the City, (1) to a person whose person or property is iniured or threatened with injury: or (2) to a person whose property has injured or threatens to injure another person or another person's property, for which a charge is not otherwise imposed under this code. "Direct fire or rescue services" includes, but is not limited to, the suppression of fires, the rescue of persons or property, the provision of medical assistance, and containment and cleanup of hazardous materials. 6. "Indirect costs" means those costs that are set forth in adopted regulations of the State Fire Marshall or in City resolution, and which are the product of the state "average response availability rate," and the time spent responding to an incident, together with the state "average support services cost per incident," as defined by the State Fire Marshall. 7. "General costs" means direct or indirect costs that are not attributable to any particular person who received direct fire and rescue services. 8. "Gross negligence" means conduct with conscious indifference to or reckless disregard of the rights of others. 9. "Labor costs" means the compensation paid by the City to its employees, including but not limited to base pay, overtime pay and fringe benefits, during the time spent responding to an incident. Ordinance No. _ Page 2 of 7 10. "Railroad right-of-way)) means a right-of-way used for rail transportation. 11. "Transportation route" means a roadway or waterway against which no taxes or assessments for fire protection are levied by the City. SECT-WN 15.28-80 Appeals. Whenever the rice Coda O ffleial disappro es a plieation a refuses to g rt a r.;4 applied for-, or- jMR22t2:a.-fee-er- when it is elaimed that the provisions of the e6de do Ito apply or that the tnip qntgmt And meaning of the eede have been miseonstrued or- wr-en interpreted, the applieant may appeal from the deeision of the Fire Code Offieial to the Ashland Fire Code Appeals Board as defined by Appendiy, A of the Oregon Fire Code within 30 dftys from the date of the deeision appealed. SECTION 15.28440 Lire fighting Outside City Assessment. Whenever- a fire is extinguished or attempted to be extinguished by the fire depai4m outside the City of Ashland, the owner- of the pr-opef4y involved in sueh fire shall pay-f" AFor the first four or frnation thereof• Pumper apparatus $250.00/hour- • 2 Rescue standby @1001 nn/l.a..r 4. Staff vehiele a 50.00/hour- For ~-oo/hour- For efteh pieee of ra t..a .-..r Fallowi g the first I our-) payment ..hall be on a B-. Personnel east shall be aetual eest with a minimum eharge of one hour- for- eneh per-son responding to the fire emer-geney, plus fill personnel costs in exeess 0 regular time for- eaeh per-son petfor-ming standby serviees in piffee 6f thOSe WhO .respond, to be billed a a fraetiona1 basis to the n est fifteen minutes after the first hour for any fr-netional poFtions of hours of seFviee. (Or-d. 2711, 1993) SECTION 15.28.170 Cost Recovery Fees. A-. for the delhwy of Fire and Resene Serxiees, personnel, supplies and equipment to the seene of motor vehiele eollisions and hazardous materials ineidents as established by resolution. Responsible Party. The user fee shall be eharged to the responsible party. The responsible party is the person ntitomy that was at fault in the eident if fault a ..t be deter-mined, then all par-ties involved shall be held jointly and sevefiffly liable for the easts ineurred by AFRwhen it responded to the ineident. The eost shall be in addition injuries. to any other easts or elaims sueh as damage to vehieles, damage to pr-opet4y, or C. imposition of Fees. 1. Aleter- Alehiele Collisions & Hazardous Materials ineidents. The user fees fer- motor vehiele eellisions (MAIC) and hazardous materials ineidentswill only apply to per-sons not residing within the City of Ashland as the residents within the eity Ordinance No. _ Page 3 of 7 boundaries eurrently subsidize emer-geney seMee easts through their propet4y Hem,eyer- responses involving intexieated d..:....,-.., hazardous Materials elaa° up, and negligent nets may be subjeet to all applieable fees regardless of resideney. 1. Utilities in the event that damage to utilities i safety hazard an a ublie z right ofway that eauses emer-geney responders to deem the area unsak. awl r-emain on seene until the hazard is eliminated, user- fees shall be assessed to the responsible party, ineluding the utifity if equipment related problems are eausing emergeney serviees to respond-. D. Billing Preeedur-es. Ashland Fire and Reseue shall serve the owner and the per-son responsible with a notiee stating the total eest of all fees shall be paidwithin thirty (30) days, and stating that the bill can be disputed by Ming a appeal pursuant to 2 30 020 A. Fire and Rescue Service Charges Imposed 1. Any person receiving direct fire and rescue services from AF&R as a result of a motor vehicle collision, a hazardous materials incident, a victim rescue or an occurrence on a railroad right-of-way or transportation route that requires AF&R service, shall be liable to the City for the direct and indirect costs incurred by the City in responding to the incident. 2. Whenever a fire is extinguished or attempted to be extinguished by AF&R outside the City of Ashland, the owner of the property involved in such fire shall be liable to the City for the direct and indirect costs of fire and rescue services incurred by the City in responding to the incident. 3. When more than one person receives direct fire and rescue services from AF&R in a single incident, the general costs incurred may be apportioned pro rata among the recipients of the services not otherwise exempt from payment or among the parties involved in the incident; or through any other apportionment which reasonably allocates the costs of the benefits received. B. Exemptions from Charges 1. Except as provided in this section, a person liable for a charge imposed under Section 15.28.170 shall be excused from paving the charge if the person presents satisfactory proof to the City that, at the time of the incident giving rise to the charge, the person was a resident of the City, owned real property within the City, . or was the holder of a valid license from the City issued under Chapter 6.04. 2. The exemptions of this section do not apply to: a. Drivers of vehicles under the influence of alcohol or drugs; b. Persons who commit acts of gross negligence or are otherwise in violation of local law or state statute; C. Persons causing incidents that require hazardous materials clean-up; or d. Fire extinguishment efforts by AF&R on property outside the City of Ashland. C. Interest on Charge Any charge imposed under this section shall be due to the City.upon demand or billing by the City. Any person who fails to pay such charge within ninety (90) days of receipt of a bill from the City shall also pay interest on the charge from the date of the billing at the rate of 12 percent (12%) per year; interest for a fraction of a year shall be prorated. Ordinance No. Page 4 of 7 D. Use of Payments Received Fire and rescue service charges collected by the City shall be deposited in accounts designated for such payments. Funds in such accounts shall be expended only for operational costs of the fire department, police department, or the public works department, to reimburse the City for costs of administering and collecting charges-for fire and rescue services. E. Failure to Pay Charge - Violation L Any person who fails to pay a fire and rescue service charge within ninety (90) days of receipt of a bill from the City, or within such additional time as may be allowed by a written extension of time by the Fire Chief, is in violation of this code. The issuance and enforcement of a citation for this violation is governed by the provisions of AMC Chapters 1 and 15, and any other remedy provided by municipal or state law. 2. It shall be a defense in any proceeding that: A. The person did not receive fire or rescue services; b. The person is exempt from the payment of the charge; or c. The charges were improperly computed and billed. 3. Failure to pay a fire and rescue service charge when due shall also subject the obligee to the general penalties for violation of City ordinances and any other remedy provided by municipal or State law. EF.Appeal Procedures. A person AF&R determines to be liable for fire and rescue services charges maqppeal AF&R's determination as provided in AMC 2.30.020 rAdministrative Appeals Process]. A person whose application for a permit for exemption from fire restrictions is denied by the Fire Code Official or who objects to fire inspection fees or fees imposed by the Fire Code Official for noncompliance with regulations in AMC Chapter 15.28 or the Oregon Fire Code may appeal the decision as provided in AMC 2.30.020, which appeal shall be decided in compliance with Appendix A of the Oregon Fire Code. SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-lettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 2-3) need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of 2013, and duly PASSED and ADOPTED this day of 2013. Barbara M. Christensen, City Recorder Ordinance No. Page 5 of 7 l Ordinance No. Page 6 of 7 SIGNED and APPROVED this day of 2013. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 7 of 7 ASHLAND MUNICIPAL CODE CHAPTER 15.28 FIRE PREVENTION CODE SECTIONS: 15.28.010 Adoption of Oregon Fire Code 15.28.020 Establishment of Duties. 15.28.030 Definitions. 15.28.040 This section intentionally left blank 15.28.050 This section intentionally left blank 15.28.060 Restricted uses during fire season 15.28.070 Amendments to the Oregon Fire Code 15.28.080 Appeals. 15.28.090 New Materials, Processes, or Occupancies - Permits required 15.28.100 Penalties 15.28.110 Severability. 15.28.120 Firefighting Outside City - Authorized. 15.28.130 Firefighting Outside City - Resources. 15.28.140 Firefighting Outside City - Assessment. 15.28.150 Plan Review/Permits - Fees. 15.28.160 Code Compliance Inspection - Fees. 15.28.170. Cost Recovery Fees SECTION 15.28.010 Adoption of Oregon Fire Code The 2010 Oregon Fire Code and appendices A through L & SR are hereby adopted, except where specifically excluded or modified by this section, will be referred to in the Ashland Municipal Code as the Oregon Fire Code. One copy of the Oregon Fire Code and appendices shall be filed in the office of the City Recorder. (Ord 3037, amended, 09/07/2010; Ord 2944, Amended, 11/06/2007; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.020 Establishment of Duties. The Oregon Fire Code shall be enforced by the Fire Code Official as defined by the Oregon Fire Code. (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.030 Definitions. A. Wherever the word 'jurisdiction' is used in the Oregon Fire Code, it is the City of Ashland. Wherever the words "Department of Fire Prevention" are used, they shall mean "Fire & Life Safety Division." (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.040 This section intentionally left blank (Ord 3037, amended, 09/07/2010; Ord 2944, Amended, 11/06/2007; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.050 This section intentionally left blank (Ord 3037, amended, 09/07/2010; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, Page 1 of 6 ASHLAND MUNICIPAL CODE 01/05/2006) SECTION 15.28.060 Restricted uses during fire season A. When the Fire Code Official determines that an increased fire risk exists in the City of Ashland, the Fire Code Official, may enact a policy to restrict activities that increase the potential for the ignition of fires that create a hazard to life, property or resources. B. The policy must indicate what activities are restricted, and the time period for which the restriction will be in effect. C. For the purposes of consistency and coordination between all cooperating agencies with adjacent boundaries, a plan shall be developed by the Fire Code Official in cooperation with the Oregon Department of Forestry and other federal, state and local governmental agencies affected by the restrictions. The primary objective of the plan is to achieve uniformity of fire restrictions regardless of land ownership; however, exact uniformity is not required. The plan shall recognize variations in fire danger, and it shall specify levels of restrictions by unique but easily recognizable geographic boundaries. D. Permits may be issued by the Fire Code Official or designees, which allow a person to conduct a restricted activity as long as specified fire prevention measures are taken to reduce the potential for fire ignition. (Ord 3037, amended, 09/07/2010; Ord 2944, Amended, 11/06/2007; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.070 Amendments to the Oregon Fire Code The Oregon Fire Code is amended in the following respects: Oregon Fire Code section 105.6.30 Open Burning. Delete and replace with the following: See Ashland Municipal Code 10.30. A. Section 506.1 Add the following sentence: The key box shall be installed and maintained in accordance with the manufacturer' s instructions, and shall contain keys to gain necessary access as required by the fire code official. B. Section 507.5.1 Delete and replace with the following: Where required. Where a portion of the facility or building hereafter constructed or moved into or within the jurisdiction is more than 300 feet from a hydrant on a fire apparatus access road, as measured by an approved route around the exterior of the facility or building, on-site fire hydrants and mains shall be provided where required by the fire code official. Exceptions: 1. For Group R-3 and Group U occupancies, the distance requirement shall be 300 feet. 2. For buildings equipped throughout with an approved automatic sprinkler system installed in accordance with Section 903.3.1.1 or 903.3.1.2, the distance requirement shall be 600 feet (183 m). C. Section 3301: Notwithstanding ORS 480.110 through ORS 480.165 and OAR 837-012-0600 through OAR 837-012-0675, the following are prohibited within the City of Ashland. 1. The sale and/or use-of retail fireworks as defined in OAR 837-012-0610 is prohibited at all times; 2. The sale and/or use of sparklers as defined in ORS 480.110 is prohibited at all times; 3. The use of retail fireworks within the City is prohibited at all times; and Page 2 of 6 ASHLAND MUNICIPAL CODE 4. The advertising of retail fireworks or sparklers is prohibited within the City of Ashland in accordance with ORS 480.152 and OAR 837-012-0665. D. Section 3301 Storage of Explosives - Prohibited. The scope referred to in Chapter 3301.1 of the Oregon Fire Code which references the Oregon Revised Statutes and Oregon Administrative Rules related to explosives is amended as follows. The sale, manufacture, possession, transfer and storage of explosives as defined by ORS 480.200 (3) are prohibited in all areas within the City of Ashland. E. Above-ground Storage of Flammable or Combustible Liquids The limits referred to in Section 3404.2.9.6.1 of the Oregon Fire Code in which the storage of flammable or combustible Class 1 and 11 liquids in above-ground tanks outside of buildings is restricted are established as follows: All City of Ashland residential and historical district areas as defined in the Comprehensive Plan. F. Storage of Liquefied Petroleum Gases - Restricted. The limits referred to in Section 3804.2 of the Oregon Fire Code, in which storage of liquefied petroleum gas is restricted, are established as follows: All City of Ashland residential and historical district areas as defined in the Comprehensive Plan are limited to the aggregate capacity of anyone installation shall not exceed a water capacity of 500 gallons. 1. Exception: In particular installations, this capacity limit shall be determined by the Fire Code Official, after consideration of special features such as topographical conditions, nature of occupancy, and proximity to buildings, capacity of proposed containers, degree of fire protection to be provided and capabilities of the City of Ashland Fire & Life Safety Division. G. Appendix DI05 - Aerial Fire Apparatus Access Roads Remove and replace D105.1 with the following: Where required. Buildings or portions of buildings or facilities exceeding 24 feet in height above the lowest level of fire department vehicle access shall be provided with approved fire apparatus access roads capable of accommodating fire department aerial apparatus. Overhead utility and power lines shall not be located within the aerial fire apparatus access roadway. Remove and replace D105.2 with the following: Width. Fire apparatus access roads shall have a minimum unobstructed width of 26 feet in the immediate vicinity of any building or portion of building more than 24 feet in height. H. Appendix A1010.1 I - If the complainant or appellant is aggrieved by the final order of the Ashland Board of Appeals, the complainant may file an appeal to the Oregon State Fire Marshal's Office within 10 days of the Board's final order (ORD 3059, amended, 04/17/2012; Ord 3037, amended, 09/07/2010; Ord 3006, amended, 03/02/2010; Ord 2944, Amended, 11/06/2007; Ord 2932, Amended, 10/18/2006; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/182006; Ord 2921, Amended, 01/052006; Ord 2876, Amended, 09/04/2001; Ord 2871, Amended, 08/07/2001) SECTION 15.28.080 Appeals. Whenever the Fire Code Official disapproves an application or refuses to grant a permit applied for, or when it is claimed that the provisions of the code do not apply or that the true intent and meaning of the code have been misconstrued or wrongly interpreted, the applicant may appeal from the decision of the Fire Code Official to the Ashland Fire Code Appeals Board as defined by Appendix A of the Oregon Fire Cade within 30 days from the date of the decision appealed. (Ord 2944, Amended, 11/06/2007; Ord 2925, Amended, 04/18/2006) Page 3 of 6 ASHLAND MUNICIPAL CODE SECTION 15.28.090 New Materials, Processes, or Occupancies - Permits required The Building Official, the Chief and the Fire Marshal shall act as a committee to determine and specify, after giving affected persons an opportunity to be heard, any new materials, processes or occupancies for which permits are required in addition to those now enumerated in the Oregon Fire Code. The Building Official, in accordance with section 104.9 of the Oregon Structural Specialty Code, shall record and enter in the files of the building department any action granting approval of new or alternate materials. (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.100 Penalties A. Any person violating or causing violation of any of the provisions of this chapter, has committed a Class I violation, and upon conviction thereof, is punishable as prescribed in Section 1.08.020 of the Ashland Municipal Code. Such person, firm or corporation is guilty of a separate violation for each and every day during which any violation of this Chapter is committed or continued by such person, firm or corporation. B. For any violations of this Chapter deemed to be life threatening, a citation can be issued for each and every occurrence, including multiple occurrences in one day. Life threatening hazards include but are not limited to overcrowding, locking or obstructing doors designated to remain unlocked, and shutting off or removing designated fire protection equipment. C. The application of the above penalty shall not be held to prevent the enforced removal of prohibited conditions. (ORD 3059, amended, 04/172012; Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/052006) SECTION 15.28.110 Severability. Should any section, paragraph, sentence or word of this ordinance or of the Code hereby adopted be declared for any reason to be invalid, it is the intent of The City of Ashland that it would have passed all other portions of this ordinance independent of the elimination here from of any such portion as may be declared invalid. (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.120 Firefighting Outside City - Authorized. In accord with ORS 476.290, the Fire Chief or representative is authorized to extinguish uncontrolled fires that are found to be burning in unprotected areas situated outside the boundaries of the City and that are causing or may cause an undue jeopardy to life or property if, in the opinion of the Fire Chief or representative, such fire is causing or may cause an undue jeopardy to life or property. (Ord. 1698 Sl, 1971) (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.130 Firefighting Outside City - Resources. In extinguishing a fire pursuant to Section 15.28.120, the Fire Chief or representative may employ the same means and resources used by them to extinguish similar fires within the City. (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04/18/2006; Ord 2921, Amended, 01/052006) SECTION 15.28.140 Firefighting Outside City - Assessment. Whenever a fire is extinguished or attempted to be extinguished by the fire department outside the City of Page 4 of 6 ASHLAND MUNICIPAL CODE Ashland, the owner of the property involved in such fire shall pay for the cost of providing such fire suppression service, as follows: A. For the first hour or fraction thereof: 1. Pumper apparatus - $250.00/hour 2. Brush apparatus - $100.00/hour 3. Rescue standby - $100.00/hour 4. Staff vehicle - $ 50.00/hour For each piece of apparatus per hour following the first hour, payment shall be on a fractional basis to the nearest 15 minutes. B. Personnel cost shall be actual cost with a minimum charge of one hour for each person responding to the fire emergency, plus all personnel costs in excess of regular time for each person performing standby services in place of those who respond, to be billed on a fractional basis to the nearest fifteen minutes after the first hour for any fractional portions of hours of service. (Ord. 2711, 1993) (Ord 2929, Amended, 08/18/2006; Ord 2925, Amended, 04118/2006; Ord 2921, Amended, 01/05/2006) SECTION 15.28.150 Plan Review/Permits - Fees. For application in this city, Oregon Fire Code plan review fees shall be established by resolution of the city council. (Ord 2929, Amended, 08/18/2006; Ord 2921, Amended, 01/05/2006; Ord 2906, Added, 04/06/2004) SECTION 15.28.160 Code Compliance Inspection -Fees. The schedule for fire code compliance inspections shall be established by resolution of the city council. (Ord 2929, Amended, 08/18/2006; Ord 2921, Amended, 01/05/2006; Ord 2906, Added, 04/06/2004) SECTION 15.28.170. Cost Recovery Fees A. Fees Established. The City of Ashland Fire and Rescue Services shall charge user fees for the delivery of Fire and Rescue Services, personnel, supplies and equipment to the scene of motor vehicle collisions and hazardous materials incidents as established by resolution. B. Responsible Party. The user fee shall be charged to the responsible party. The responsible party is the person or entity that was at fault in the incident. If fault cannot be determined, then all parties involved shall be held jointly and severally liable for the costs incurred by AFR when it responded to the incident. The cost shall be in addition to any other costs or claims such as damage to vehicles, damage to property, or injuries. C. Imposition of Fees. I. Motor Vehicle Collisions & Hazardous Materials Incidents. The user fees for motor vehicle collisions (MVC) and hazardous materials incidents will only apply to persons not residing within the City of Ashland as the residents within the city boundaries currently subsidize emergency service costs through their property taxes. However, responses involving intoxicated drivers, hazardous materials clean-up, and negligent acts may be subject to all applicable fees regardless of residency. 2. Utilities. In the event that damage to utilities is causing a safety hazard on a public right of way that causes emergency responders to deem the area unsafe and remain on scene until the hazard is Page 5 of 6 ASHLAND MUNICIPAL CODE eliminated, user fees shall be assessed to the responsible party, including the utility if equipment related problems are causing emergency services to respond. D. Billing Procedures. Ashland Fire and Rescue shall serve the owner and the person responsible with a notice stating the total cost of all fees shall be paid within thirty (30) days, and stating that the bill can be disputed by filing an appeal pursuant to 2.30.020 [Administrative Appeals Process]. E. Appeal Procedures. The person responsible may appeal AFR' s determination of the user fees pursuant to AMC 2.30.020 [Administrative Appeals Process]. In the event of a timely objection or appeal, the costs, if any, shall be due upon conclusion of the objection or appeal process. (Ord 3021, added, 06/29/2010) Page 6 of 6 CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting A Resolution Approving the Formation of the Rogue Valley Heritage District FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY The Jackson County Heritage Association is requesting that the City of Ashland join in supporting their efforts to create a county-wide Rogue Valley Heritage District. They plan to petition the Jackson County Board of Commissioners to place a measure on the May 2014 ballot asking voters to approve district formation and a county-wide permanent tax rate of $0.05 per $1,000 of assessed value to fund the district and its historic preservation goals. BACKGROUND AND POLICY IMPLICATIONS: Heritage Districts are special taxing districts that provide for the support and funding of, among other things, the operation and maintenance of historical sites and museums and the acquisition of objects, properties and materials of historical significance. If approved, the Rogue Valley Heritage District would support programs of museums and heritage societies within the district on behalf of all district residents. The district will be established under Chapter 358 of Oregon Revised Statutes (ORS 358.442-358.474). If the proposed petition drive is successful, the May 2014 election will include a vote to approve a permanent tax rate limit of no more than $0.05 per $1,000 of assessed value. With this county-wide property tax, the Jackson County Heritage Association estimates it can raise $805,000 a year to preserve local heritage in the Rogue Valley Heritage District. It is proposed that the district retain about $200,000 of each year's levy to launch a restoration and preservation fund. The remainder, less administrative expenses, would go to members of the Jackson County Heritage Association which will contract to use the funds for operation of their community-backed and regional programs. Its affiliate organizations, including cities directly operating museums, will maintain heritage sites and structures and acquire and preserve historical objects and materials. A portion of the tax dollars raised by the district, $21,400 in its first year, would help support the Historic Railroad Museum in Ashland. In order to place this item on the May 2014 ballot, the Jackson County Heritage Association and their Our Heritage PAC is seeking the consent of each city within the county to endorse formation of the Heritage District. Any City that declines to approve this resolution will be excluded from the district boundaries and the new property tax would not apply. FISCAL IMPLICATIONS: No fiscal impacts to the City of Ashland budget, however, if the ballot measure passes as proposed a permanent property tax of $0.05 per $1,000 of assessed value will be added to the general government tax rate paid by all property owners in the City of Ashland. Page 1 of2 Mme, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: None. SUGGESTED MOTION: I move to approve the resolution titled, "A resolution of the City Council of the City of Ashland approving the formation of the Rogue Valley Heritage District." ATTACHMENTS: Resolution approving the Rogue Valley Heritage District Briefing paper Economic feasibility statement Proposed petition Page 2 of 2 RESOLUTION NO. 2013- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND APPROVING THE FORMATION OF THE ROGUE VALLEY HERITAGE DISTRICT RECITALS: A. The city of Ashland, chartered in 1874, has long taken pride in its heritage and worked to conserve historic places as part of its comprehensive land use plan. B. The historical attractions of this city and Jackson County, Oregon draw visitors who contribute to the local economy, benefiting citizens of Ashland. C. The citizens of this city and the region, since the days of the Southern Oregon Pioneer Society, have preserved historic buildings, educated our children about the past and formed several historical and genealogical societies offering quality educational programs, exhibits and research materials that preserve important documents and artifacts, and D. The county-wide continuing levy authorized by voters in 1948 to support these historical activities was combined with other county-wide levies as a result of a 1996 ballot measure, and that source of funding has ended, leaving these historical and genealogical societies with responsibilities but limited funds to accomplish tasks, and E. The 2007 Oregon Legislature authorized formation of Heritage Districts to operate and maintain heritage sites and structures, acquire and preserve historical objects and materials, and maintain programs for heritage societies within district boundaries, and F. A group of citizens has proposed to form the Rogue Valley Heritage District and presented for examination of the Council the prospective petition and accompanying economic statement setting out in detail reasons for formation of the District. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The City of Ashland approves the prospective petition for formation of the Rogue Valley Heritage District. This resolution was duly PASSED and ADOPTED this day of , 2013, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder Page 1 of 2 SIGNED and APPROVED this day of 12013. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney 2- 040213 RV Heritage District. Res. dOCXG:\legal\PAULTORMS\resolution form.wpd RITAGE MATTERS `f - OUR HERITAOE PAC ;North Oakdale, Medford OR 87501 . t77M3 TO CREATE THE ROGUE VALLEY 1-10tITA6E DISTRICT Contact: Tam Moore 541 890 0992 email: ourheritagepac@gmail.com Briefing paper - Rogue Valley Heritage District Citizens of Jackson County, concerned about the loss of public funds for historic preservation and history-related programs, are again working on formation of a county-wide Rogue Valley Heritage District. This new district is made possible by a 2007 amendment to Oregon's special district law, which is ORS 358.442 to ORS 358.474. - Jackson County has a heritage of caring about history. In 1948, voters passed a dedicated levy that enabled preservation of the old county courthouse in Jacksonville and launched an interest in history that now is fostered through 15 community and regional historical societies and museums'. The resulting showcase of things historic makes Jackson County and its 11 cities a destination for tourists and scholars, architects and artists, and contributes significantly to the local economy. A political action committee, Our Heritage PAC, has been formed to coordinate the effort and accept contributions to defray costs of the campaign. The PAC address is 2 North Oakdale, Medford OR 97501. Dick Thierolf is treasurer. Tam Moore is chairman of the campaign executive committee. With a county-wide property tax of 5 cents per thousand dollars of assessed valuation, we can raise about $805,000 a year to preserve our heritage. It is proposed that the district retain about $200,000 of each years levy to launch a restoration and preservation fund. The remainder, less administrative expenses, would go to members of the Jackson County Heritage Association which will contract to use the funds for operation of their community-backed and regional programs. After much preliminary study and consultation, we have decided to seek formation through collection of signatures from registered voters. The consent of each city within the county will be sought to allow their citizens to participate in the district. If we are successful, the Board of County Commissioners will place the measure on the May, 2014 ballot. A prospective petition should be filed with the County Clerk by May, 2013 so petition circulation can begin. We will ask each of the cities in Jackson County to endorse formation of the Heritage District. Circulation of petitions will be led in their local communities by members of the Jackson County Heritage Association. 26113 1 Members of the Jackson County Heritage Association are Applegate Valley Historical Society, Big Butte Historical Society, Camp White Historical Association and Museum, Eagle Point Museum (the mueum is part of city government), Gold Hill Historical Society and Museum, Lake Creek Historical Society, McKee Bridge Historical Society, Phoenix Historical Society, Rogue Valley Genealogical Society, Southern Oregon Chapter of the National Railway Historical Society, Southern Oregon Historical Society, Talent Historical Society, Upper Rogue Historical Society, Woodville Museum, and Buncom Historical Society. Briefing V2.4 Feb 2013 RITAGE MATTERS OUR HERITAGE PAC 77 _ North Oakdale, Medford OR 97501 NG TO CREATE THE ROGUE VALLEY HERITAGE DISTRICT Rogue Valley Heritage District Economic Feasibility Statement 1/31/2013 Description of Services and Functions: Jackson County was formed by the Oregon Territorial Government in 1852, seven years before statehood. Its history of human occupation goes back thousands of years, and the geological history reaches back almost 400 million years. The proposed district includes all Jackson County. Nearly 70 percent of Jackson County residents live in the 11 incorporated cities within the pro/poscd district.. The Rogue Valley Heritage District will support.prog'rams of museums and 11 . heritage societies within the district on behalf of all di§tric'6e' Ments. Its affiliate ~~mil organizations, including cities directly operating ~ u~ eu"ms w m amtain heritage sites and structures and acquire and preserve,histoncal objects andsmait rials. The district will be established under Chapter/358 of Oregon Revised Statutes (ORS 358.442-358.474). If the petition drive is successful the formation ele'fion will include a vote to approve a permanent tax rate limit of no more than $0.05 per $1,000 of assessed value. Analysis of the Relationships' B sBrvices ahilTunctions Economic and Socral. In 1948 the citizens f Jackson County realized4he need to preserve the history of the area and approve d%a permanent pr p tax levy enabling the preservation of the old Courthouse in Jacksonville~T,hat launched wide public interest in history now ~T~ fostered through 16 communi ty and regional historical societies and museums. These groups preserve and are resp on `i r4e,for ver 3 million priceless artifacts and photos. The y3 resen .tic exliib'rts and collect research materials for use by the general priblic 11cholafs~and 'student s?They maintain records for historic community cemeteries, and In some cases'physically care for those properties. They lease and own significant historical properties promoting interest in our heritage. They sponsor local andtregional-,education programs which enrich the local public and private > i6 school curricula. .heyoperate two research libraries used by students, writers and the general public The permanent tax levy vanished with passage of statewide ballot Measure 47 in November, 1996. In following years, Jackson County government reduced the amount of annual distribution and in April 2007, made its last grant to the historical societies and museums, forcing an increase in volunteer support and private fund raising. 'Among the visible publicly-owned properties is the old courthouse in Jacksonville, which recently became property of the city of Jacksonville. The cities of Jacksonville , Talent and Eagle Point awn historic properties used for museums. Southern Oregon Historical Society operates the Hanley Farm near Jacksonville. Despite this private volunteer effort, members of the Jackson County Heritage Association are struggling financially. Funds to protect historic resources - most of them publicly owned - have proven insufficient for the task. Educational programs are curtailed, and facilities that attract tourists and scholars are open fewer hours than they were prior to elimination of the levy. Members of the Jackson County Heritage Association have partnered with regional groups, including the Southern Oregon Visitors Association, that strengthen the region's economy by marketing the local area as a preferred destination for meetings, conventions and leisure travel. Data gathered in 2010 show visiting historical sites is the most popular activity for tourists coming" to Southern Oregon (Douglas, Josephine, Jackson and Klamath counties), favoredsbyj42 percent of the region's estimated 3.4 million annual visitors. Regional to fii, spending was estimated at $381 million. The local museums and heritage associations,,are a wmdowA state and regional history for visitors and residents alike. Thus, not only do the soclei es preserve the region's history vital to our cultural needs--'t'hey also provide a'directReconomic benefit to the county and its commundies In the 2012Oregon Travel:Tmpacts research report which narrowed data down-to Jackson County, it is estimated tourists, who stayed an average of 2.6 days4n So Southern Oregon, spent $294.3 million while visiting. . a Limited operational hoursf`c used by declining b dgets affect attendance. It is r, very possible that with museum operational hours shortened, visitors stay in the area fewer days, resulting in,economicNloss for the county and its communities. If every fb 4 visitor stayed one more.day, revenue would<rncrease by 30 percent -a $133 s million gain i Flo tourist~spending UuFtor spending per day is currently figured at $62 per person night including food,'lodging and incidental purchases. For every , .f. additional $78,210,in.`,,vv~s~tor spending, one Job is created in Jackson County. If only one-quarter-,of the county's preserit3l`8 million visitors stayed another night, that spending would support 362~mo jobs'm this community. "tGovernrnei 4 In addition to generating tourist spending that boosts the local economy, the heritage as§,o oci-,-,ons:are;resources for the cities and county government. Their expertise helps*local'governments comply with Goal 5 of Oregon's Land Conservation,and'Development Commission. It requires local government programs "that will protecfuatural resources and conserve scenic, historic, and open space resources for present and future generations." 'Members of the Jackson County Heritage Association are Applegate Valley Historical Society, Ashland Historic Railroad Museum, Big Butte Historical Society, Eagle Point City Museum, Gold Hill Historical Society and Museum, Jacksonville Heritage Association, Lake Creek Historical Society, McKee Bridge Historical Society, Phoenix Historical Society, Rogue Valley Genealogical Society, Southern Oregon Chapter of the National Railway Historical Society, Southern Oregon Historical Society, Talent Historical Society, Upper Rogue Historical Society, Woodville Museum, and Buncom Historical Society. 2014 econ statement V1.3 page 2 Budget, projected second and third year budgets Special Project Fund $56,000 $37,000 $35,000 Restoration/Preservation Fund (capital outlay) $200,000 $400,000 $580,000 Unappropriated Balance $5,000 $5,000 $5,000 Total Requirements $806,000 $1,003,350 $1,198,190 RESOURCES OTHER THAN PROPERTY TAXESz: $205,000 $405,000 PRIOR YEAR TAXES RECEIVED $5,000 $6,000 PROPERTY TAXESREOUIREDTOBALANCE: $806,000 $793,350 $787,190 ESTIMATED TAXES NOT RECEIVED: $37,588 $31,560 $32,855 Total Tax Le $843,588 $824,9103 1$820;045 A-= W 'Details of Materials and Services DISTRIBUTION OF ASSISTANCE: First year d ifnnbufion of assistance to Applegate $14,400] qualified museums and heritage societies Ashalnd Histonc Railroad Museum $2:1!4001 the amount recommended by the Big Butte ,4$15!5501 Jackson County Heritage Association Cam White Military Museum 'N$281200u dGM& Eagle Point Museum $22!4001 Gold Hill $25,0001 JJW Jacksonville city museums $47,450` Lake Creek 89$20,700 McKee Bridge ` x$131500, "11111M )P Phoenix -$15?6001 Mkii, 'W RVGeneolo ical Society x..$22?0001 OMW SOC-National Railroad Historic Socie % IM $171500 ~W SOHS 1 M$225,000 Talent 01111111W Am $16!400 Upper Rogue 'x$18',500 Woodville 1•$21,400 Buncom $0 JCHA1!Su6_T5fal $545,000 OK 1W zNofer Ilisassumedthe district directors will carry forward the restXtion"andpreservabon fund for at least twojre allow investinenlin a sig`nidrant pr`ojec1 anil that allocation to qualified museums and heritage s oci eties will increase by '3 percentannually after the initial year. !The Special Projects fund will be used for needs not anticipated when this estimate was prepared. The uncollected tax estimate is based upon 96, percent payment in the first year, with 116th of the unpaid amount realized from delinquent taxes after the first year.. 2014 econ statement V1.3 page 3 Petition to form the Rogue Valley Heritage District We the undersigned, registered voters residing within Jackson County, Oregon, petition the honorable JACKSON COUNTY Board of County Commissioners to initiate proceedings for formation of the Rogue Valley Heritage District. OREGON Its purpose shall include operating and maintaining heritage sites and structures, acquiring and preserving i Rgpagd(dtgsy*H&dV historical objects and materials, and maintaining programs of heritage societies operating within the MT district. The boundaries of this district shall be the boundaries of Jackson County, Oregon. This petition affects Jackson County and the following districts under the following principal acts: The District Principal act, ORS chapter Jackson County Vector Control District 452 Rogue Valley Transportation District 267 White City Lighting District 372 Jackson County Rural Fire Protection Districts 1, 2, 3, 4, 5, 9 478 Colestine, Lake Creek and Prospect Rural Fire Protection Districts 478 Eagle Point, Gold Hill, Grants Pass, Medford, Rogue River Valley and Talent 545 Irrigation Districts termory subject to the petition is inhabited. The principal act calls for election of five district board members at time of formation. We ask that May be elected at large. We propose a permanent tax rate limit of five (5) cents per thousand dollars of assessed valuation on the real property within the district. An attached economic feasibility statement describes the services to be supported by the district. r This petition is fled pursuant to ORS 198.705 to 198.955. The principal act governing the district is ORS 358.44210 358.474.. Chief pelioner name, address Instructions for Circulators +Only active registered voters of Jackson County may sign a petition. ,w -It is advisable to have signers use a pen for signing petitions or for certifying petitions. - Only one circulator may collect signatures on any one sheet of a petition. -tack circulator must personally witness all signatures the circulator collects. - Circulators shall not cause to be circulated a petition knowing it to contain a false signature. -+Cimulalors shall not knowingly make any false statement to any person who signs it or requests information about it. +Cimulalors shall not attempt to obtain the signature of a person knowing that the person is not qualified b sign it. +Cimulalors shall not offer money or any thing of value to another person to sign or not sign a pelifion. ,Circulators shall not sell or offer to sell signature sheets. +Cimalators shall not write, alter, cored, clarify or obscure any infonnation about the signers unless the signer is disabled and requests assistance or the signer initials after the changes are made. +Cimulators shall not accept compensation to circulate a petition Nat Is based on the number of signatures obtained. Warning Violations of the circulator requirements may result in conviction of a felony with a fine of up to $125, 000 and/or prison for up to 5 years. Instructions for Signers Only active registered voters of Jackson County may sign a petition. Sign your full name, as you did when you registered to vote. -Please fill in the date on Mich you signed the petition, your printed name and your residence address in the spaces provided. Only signers may complete their optional information. Check if you am a landowner. +Initial any changes that you or the circulator makes to your printed name, residence address or date on which you signed the petition. ,It is advisable to use a pen for signing petitions. -ill is unlawful to sign any person's name other than your own. Do not sign another person's name under any circumstances. - It is unlawful to sign a petition more than once . - It is unlawful for a person to knowingly sign a petition when the person is not qualified to sign it. Prospective petition, January 2013 Our Heritage PAC, 2 North Oakdale Avenue, Medford OR 97501 (541) 890-0992 email. ourheritagepac@gmail.com Petition to form the Rogue Valley Heritage District We the undersigned, registered voters residing within Jackson County, Oregon, petition the honorable Board of County Commissioners to initiate proceedings to form the Rogue Valley Heritage District. Its purpose shall include operating and maintaining heritage sites and structures, acquiring and preserving historical objects and materials, and maintaining programs of heritage societies operating within the district. The boundaries of this district shall be the boundaries of Jackson County, Oregon. The petition in full is printed on the reverse side of this signature sheet. . Chief petitioner name, address, city, state, zip 1 have not previously signed a petition sheet for this measure. signature date signed may print name residence address stree>ary, zip cove LANDOWNER roan 1 2 3 4 5 6 7 8 9 10 CIRCULATOR CERTIFICATION This certification must be signed by the circulatorl I hereby certify that every person who signed this sheet did se in my presence, and I believe each person is a qualified voter in the County of Jackson, State of Oregon. (ORS 198.750) (1 also hereby certify that compensation 1 received, If any, was not based on the number of signatures obtained for this petition]. sheet number cimwemrsipnature der. spree evmy printed name of circulator cimmatorsaddrgs.cnr.=pcoee Prospective petition, January 2013 Our Hentage PAC, 2 North Oakdale Avenue, Medford OR 97501 (541) 890-0992 email. ourheritagepac@gmail.com CITY OF ASHLAND Council Communication April 2, 2013, Business Meeting Resolution to adopt Responsible Banking Policy FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Resolution allows the City Treasurer to have the flexibility to make deposits in credit unions as allowed under Oregon House Bill 3700 in 2013; supports the City Treasurer to amend the City's Investment Policy to allow for deposits in local credit unions and other financial institutions up to or above the applicable NCUA and FDIC insurance limits and supports changes in the solicitation process to increase competition and consider community investment criteria when selecting financial institutions which provide the City's financial services. BACKGROUND AND POLICY IMPLICATIONS: At the January 14, 2013 Council Study Session a discussion was held on criteria used for Banking Services and the City's Investment Policy. The legislation passed by the Oregon State Legislature in 2010 allowed for the possibility of public funds collateralization program for credit unions. This program would allow participating credit unions to accept amounts in excess of NCUA insurance, providing that those amounts were properly collateralized under the terms of the program. In October 2012, all of the statutorily requirements necessary to initiate a Public Funds Collateralization Program for Credit Unions was completed and will be implemented no later than April 1, 2013. FISCAL IMPLICATIONS: n/a STAFF RECOMMENDATION AND REQUESTED ACTION: I move to approve Resolution for Responsible Banking. ATTACHMENTS: Resolution Page 1 of I OPFFFr, RESOLUTION NO. 2013- A RESOLUTION ADOPTING A RESPONSIBLE BANKING POLICY RECITALS: A. The City of Ashland makes investments in accordance with the City's Investment Policy as well as Oregon Revised Statutes. B. The objectives of the City's investment portfolio are to preserve principal, provide sufficient liquidity to serve the City's needs and to generate a fair return; to achieve these objectives; the City invests in a diversified portfolio of conservative investments. C. In addition to a diversified portfolio, the City of Ashland makes deposits in banks and relies on banks for banking and treasury management services including checking, electronic transfers and credit card processing services. D. Large and small financial institutes in the Ashland area are a vital part of our economic, philanthropic, and civic infrastructure and many bank leaders in this region strive together with government to create a more vibrant community. E. The economic recession that began in 2007 and some federal programs and banking policies severely limited financing options for homeowners and many small businesses. F. When financial institutions tailor their decision making, lending policies, and practices to the needs of the local community, they are better positioned to help sustain the local economy and local employment. ,t ,c G. The City of Ashland supports allowing local governments to deposit more than the current NCUA insurance limit of $250,000 in State approved credit unions beginning in 2013. H. It is in the City's best interest to increase participation in the competitive solicitation process for its banking services during the contracting cycle. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The City of Ashland will continue to evaluate deposits in local financial institutions where those deposits are consistent with the City's Investment Policy criteria of safety, liquidity and yield and when such deposits are consistent with the efficient management of the investment portfolio; accordingly, the Council requests that the City Treasurer continue to exercise diligence in the evaluation of potential opportunities to place deposits within local financial institutions. SECTION 2. The Council requests that the City Treasurer evaluate local credit unions and financial institutions which are approved as qualified depositories by the State Treasurer provided such deposits are consistent with the City's Investment Policy criteria of safety, liquidity and yield and when such deposits are consistent with the efficient management of the investment portfolio. SECTION 3. The Council requests the City Treasurer to amend the City's Investment Policy to allow for deposits in credit unions up to the applicable NCUA insurance limit and in local financial institutions up to the applicable FDIC insurance limit and to bring the amendment to Council for Resolution No. 2013- Page 1 of 2 approval as part of the annual review of the Investment Policy. SECTION 4. In an effort to maximize competition for banking services and create an environment that encourages local participation in the solicitation process, the City Treasurer will work collaboratively with Procurement Services to identify any strategies and best practices that would enhance the chance for local participation in the procurement of banking services during the next contracting cycle. SECTION 5. The City Treasurer will research national best practices and include as part of the selection criteria for banking services other aspects of a financial institution's operations possibly including, but not limited to, commitments to local lending and other community investments, small business loan programs, workforce data, and mortgage and interest rate and terms, to the extent they are available at the time of the solicitation process and which provide a reasonable basis of comparison and are allowed under law. SECTION 6. This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of , 2013, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2013. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Resolution No. 2013- Page 2 of 2