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2015-0421 Council Agenda 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 sonic 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 21, 2015 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. Study Session of April 6, 2015 2. Executive Session of April 6, 2015 3. Business Meeting of April 7, 2015 V1. SPECIAL PRESENTATIONS & AWARDS 1. Annual winter shelter program update 2. 2015 Potential Drought Plan 3. AFR/AFAR update VII. 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] VIII. CONSENT AGENDA 1. Approval of minutes of boards, commissions, and committees 2. Liquor license application for Sean Simpson dba The Playwright Public House 3. Liquor license application for Jamie North dba Flip 4. Liquor license application for Haggen Opco North, LLC dba Haggen 5. Approval of an intergovernmental agreement for Hersey St. sidewalk COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US construction project right-of-way services 6. Ambulance operator's license renewal IX. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) 1. Public Hearing on the 2015 Community Development Block Grant Award and CDBG action plan development 2. Public Hearing and decision on the 2015-2019 consolidated plan for use of Community Development Block Grant funds X. UNFINISHED BUSINESS None XI. NEW AND MISCELLANEOUS BUSINESS None XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. First reading by title only of an ordinance titled, "An ordinance amending Chapter 11.28 to authorize City Council to establish presumptive parking violation fines by resolution and to clarify determination of fines for single parking violations and their relationship with other penalties for parking violations" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators 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. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City Council Study Session April 6, 2015 Page 1 of 2 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, April 6, 2015 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 p.m. in the Siskiyou Room. Councilor Morris, Lemhouse, Marsh, Rosenthal, Voisin, and Seffinger were present. 1. Public Input (15 minutes maximum) - (None) Rich Hansen/25 North Main Street/Gold and Gems Fine Jewelry/Submitted photos of cigarette butts littering the sidewalk outside his business and stated that he could find 10-30 cigarette butts outside his store around the trash can daily. This also exists in front of the Brickroom and Louie's Restaurant and Bar. Cigarette filters are non-degradable and he estimated 10,000 filters went into the sewer drains and then into Bear Creek annually. He referred to the cigarette butt containers attached to posts and explained people were unaware of them or homeless people dumped them out to find ones they could smoke. He suggested the City adopt a code similar to Juneau AK and fine people for littering cigarette butts. The City could provide a police presence when the bars closed to enforce the law. Councilor Rosenthal clarified the cigarette butt containers attached to the posts were a test project recommended by the Conservation Commission. He would take Mr. Hansen's feedback to the Commission. Councilor Seffinger noted cigarette butts were lethal to dogs and children. Mr. Hansen clarified the Conservation Commission had added screens to some storm drains for cigarette filters and had collected very few. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. RVTD update (request of Councilor Voisin) Julie Brown, general manager for the Rogue Valley Transit District (RVTD) explained the 25% cut in services was due to the end of the Congestion Mitigation Air Quality (CMAQ) grant and the failed levy. As of March 23, 2015, RVTD no longer offered Saturday service or service after 7:00 p.m. Starting June 1, 2015, 20-minute service to Ashland would go back to 30-minute service. RVTD Senior Planner Paige Townsend further explained other major changes included Route 1 currently serving the airport would change to Route 21 and no longer go to the airport. Route 10 service changes would affect Medford, Talent, and would no longer serve the East Main loop in Ashland. Route 10 was historically a late route and the changes in service would bring it back on schedule. Additionally, Route 10 made up 40% of ridership with 4,000-5,000 passengers daily. Cost savings were significant, 40% of RVTD's total savings would come from the frequency reduction of Route 10 for a $350,000 savings. Ms. Brown noted there was a chance of a funding increase during the legislative session that could possibly go towards fixed routes. In addition, the RVTD Board of Directors was considering going out for another levy next year. RVTD was having issues matching federal funds. The City of Ashland could match funds with RVTD. Ms. Townsend added RVTD was using approximately $600,000 from reserves with the reduction in services. Based on the forecast for cost of service and cuts, RVTD will be able to operate at this system level until June 2018 where another service cut will occur or they will find a funding source. It would take $15,000,000 in order to do most of the long-range plan. Southern Oregon University (SOU) recently signed a two-year contract with RVTD. The Drive Less Connect Program worked with students individually to set up commuting options and provided prizes and incentives. Other statewide programs in residential neighborhoods had 10%-15% drive alone trips biking, City Council Study Session April 6, 2015 Page 2 of 2 walking or doing something else. SOU wanted to institutionalize the program even though it was a one- time grant through the state. The majority of SOU commuters came from Medford, Talent, and Central Point. Public Works Director Mike Faught added the Transportation System Plan (TSP) showed number of trips by students from out of the area. Ms. Townsend would forward information to Council on the service impact due to Route 10 changes. Ms. Brown addressed transportation needs for the aging and millennial populations. Currently, Valley Lift services no longer extend to Mountain Meadows senior community and 23% of 18-22 year olds in the state were not getting drivers licenses, but opting for public transportation instead. She went on to discuss trolley services, the expense, and the need to determine who that service served, visitors or workers. 4. Discussion of volunteer recognition event (request of Councilor Marsh) Council agreed to move forward with a volunteer celebration for commission and committee members to thank them for their service. A tentative date for the celebration was August 30, 2015. Council also agreed to defray staff costs and perform those duties instead as a way to give back. Meeting adjourned at 6:21 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder Ashland City Council Meeting April 7, 2015 Page I of 9 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 7, 2015 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 Voisin, Morris, LemhoUse, Seffinger, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS - None APPROVAL OF MINUTES The minutes of the Study Session of March 16, 2015, Executive Session of March 17, 2015, and Business Meeting of March 17, 2015 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamation of April 26 to May 2, 2015 as Independent Media Week in Ashland was read aloud. PUBLIC FORUM David Helmich/468 Williamson Way/Supported the partial development of the Imperatrice property for a solar park. The property could support 100 megawatts of solar power. Five megawatts would require 25 acres leaving the balance available for grazing, conservancy, recreation, and possible solar park module additions in the future. Five megawatts was the equivalent of 2,000 roof top residential installations. With land control and appropriate solar exposure, this project made financial sense. The City could lease the 25 acres to a private developer for 20 years. The developer would reap the tax benefits that would make the project work. Andrew Kubik/1251 Munson Drive/Referenced a recent Council Corner article in the Ashland Daily Tidings written by Councilor Morris regarding the Ashland Climate and Energy Plan. He thought the solar park Mr. Helmich discussed could tie into the theme. Albert Pepe/321 Clay Street/Addressed the 250-year old cottonwood tree on lower Clay Street. Council made a decision to remove the tree in the name of progress. He read from testimony he provided during a Planning Commission in the past regarding the tree. He urged Council and the City to review options and change the way the land was developed. Louise Shawkat/870 Cambridge Street/Wanted the City to adopt a plan to reduce carbon emissions from automobiles. One way to achieve this was having a shuttle trolley that would travel between the two Interstate 5 Exits. The City needed to implement actions that supported short and long-term goals to reduce greenhouse gases. Huelz Gutcheon/2253 Hwy 99/Provided a brief history on solar in Oregon. Rebekka Swan/431 North Main Street/Explained malls and grocery stores played music to get shoppers to buy more items and proposed having something similar only with street musicians playing in specific areas and times to enhance the atmosphere and potentially boost sales in the general area. Ashland City Council Meeting April 7, 2015 Page 2 of 9 CONSENT AGENDA 1. FEMA Fire Protection & Safety grant application 2. Contract with SHI, Inc. for Microsoft Office 365 3. Confirmation of Mayoral appointment of an Interim Police Chief 4. City forestlands prescribed under-burning 5. Letter of Support for Proposed Cascade-Siskiyou Scenic Bikeway Designation Councilor Lemhouse pulled Consent Agenda item 43 regarding the appointment of Deputy Police Chief Tighe O'Meara as the Interim Police Chief. Deputy Chief O'Meara shared his 23-year experience as a police officer, the majority of that time in Detroit MI and the past five years in Ashland. Councilor Lemhouse noted Deputy Chief O'Meara's background and educational experience as well. Councilor Lemhouse/Rosenthal m/s to confirm the Mayor's appointment of Tighe O'Meara as Interim Police Chief for the City of Ashland. Voice Vote: all AYES. Motion approved. Councilor Rosenthal/Seffinger m/s to approve the remaining Consent Agenda items. Voice Vote: all AYES. Motion approved. PUBLIC HEARINGS (None) UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Request from Public Art Commission for increase of funds for a public art beautification project along the theater path from East Main Street to the Thomas Theatre City Administrator Dave Kanner explained one of the priority projects identified by the Downtown Beautification Committee last year was a public art installation along the blank wall on the walkway from East Main Street to the Thomas Theatre. The Downtown Beautification Committee allocated $18,000 for the project as a guess. The Public Arts Commission reviewed the project, realized the amount was not enough, and recommended increasing the Transient Occupancy Tax (TOT) allocation to $75,000. The money was available because the City exceeded projected TOT collections in the current biennium. Public Art Commission Chair Margaret Garrington added the Commission endorsed the recommendation by the Downtown Beautification Committee. The location was highly appropriate, visually accessible, a prime location for public art, and supported the goals of the Public Art Commission and Council. The artwork would encourage walkway use and lighting would enhance the area at night. Typically, 20% of the funding went to the artist award. The remaining 80% went towards materials, fabrication, and engineering. The piece the Public Arts Commission would place in the area would require a substantial amount of planning, engineering, and construction. The Commission would determine whether the $75,000 allocation was enough once they started receiving proposals from artists. Mr. Kanner was not aware of any current or future grants available. Ashland had historically regarded the downtown district as tourism related and used TOT funds for improvements that included public art and beautification. It was a legitimate use of TOT. Chair Garrington added the Commission did apply for a grant through the National Endowment of the Arts who explained that Ashland was not at the level needed to receive grant money. Councilor Marsh/Voisin m/s to refer the request from Public Arts Commission for an adjusted budget to the Downtown Beautification Committee. DISCUSSION: Councilor Voisin thought this was an appropriate move because there might be other needs for the capital monies the Downtown Ashland City Council Meeting April 7, 2015 Page 3 of 9 Beautification Committee may have and this was a fair way to use this money. Councilor Lemhouse did not recall much discussion regarding the monetary breakdown of available funds by the Downtown Beautification Committee, the drive was the recognition these things should be done. Changing the amount would not necessarily change the Committee's mind. Mr. Kanner added the City paid a landscape architect to estimate costs for the different projects identified by the Downtown Beautification Committee. The Committee originally recommended $40,000 for the project and after receiving estimates for the other projects, reduced the amount because that was what was available. Councilor Seffinger wanted to know if the walkway was the most important place to invest that type of money into public art. Chair Garrington responded it was in the center of town, very visible and much used. Councilor Voisin raised a point of order regarding questions during deliberation. City Attorney Dave Lohman clarified it was up to the Mayor and Council could always question the Mayor's decision regarding a point of order. Mayor Stromberg decided the context of the response from Chair Garrington was legitimate. Councilor Rosenthal concurred with Councilor Lemhouse and Chair Garrington. The Downtown Beautification Committee vetted the location for the project and this was a resource allocation question. There were resources available for the Committee or Council to allocate other projects going forward. He supported the Public Art Commission's recommendation. Councilor Morris supported allocating the $75,000. The original $18,000 estimate was obviously not accurate. He would not support the motion. Roll Call Vote: Councilor Marsh, Seffinger, and Voisin, YES; Councilor Rosenthal, Lemhouse, and Morris, NO. Mayor Stromberg broke the tie with a NO vote. Motion failed 4-3. Councilor Lemhouse/Rosenthal m/s to approve a total of $75,000 to commission public art for the walkway between East Main Street and the Thomas Theatre. DISCUSSION: Councilor Lemhouse explained during the discussions regarding the project, the Public Arts Commission intended to invite the Downtown Beautification Committee and the Historic Commission to provide input on the bidding process for the project. Roll Call Vote: Councilor Rosenthal, Lemhouse, Morris, Marsh, Seffinger, and Voisin, YES. Motion approved. 2. Review of BN 2015-2017 Capital Improvement Program and BNs 2017-2019 and 2019- 2021projects in concept Engineering Services Manager Scott Fleury shared highlights of projects completed by the Public Works Department that included the primary phase of the Talent Ashland Phoenix (TAP) Intertie line, the Calle Guanajuato waterline improvement, miscellaneous concrete and safety improvements, sediment removal for the East and West fork reservoirs, and security improvements at Hosler Dam. Projects in process was the Walker Avenue Railroad Crossing, the Oak Street Railroad Crossing, overplay projects and the effluent outfall relocation study for the Waste Water Treatment Plant. Future project highlights were the new water treatment plant, the Crowson 11 storage reservoir, piping the Talent Irrigation District (TID) canal from Starlight Street to Terrace Street, and the Nevada Street connection. Another major capital project was finishing the engineering and construction of a new oxidation ditch at the Wastewater Treatment Plant. Once staff finalized the mixing zone and effluent outfall relocation, they will work on scoping the water-shading project. This would include a compliance schedule for construction related activity. Parks & Recreation Director Michael Black explained the Parks and Recreation Department completed the concrete bridge in Lithia Park, repaired the inner shelter, purchased and installed the ice rink cover then acquired the needed permits. Oak Knoll Golf Course projects included completing redoing green number 9, some drainage projects, and the netting on the driving range. Staff planned to replace the netting along Highway 66 over the next biennium. The Parks & Recreation Department made various Ashland City Council Meeting April 7, 2015 Page 4 of 9 improvements to the Senior Center. The grand opening for Ashland Creek Park would occur in May. They would upgrade the splash pad for Garfield Park over the next biennium. During the next year, some Parks and Recreation offices would move to The Grove. A new project was the Daniel Meyer Pool bubble the Ashland School District would use for training year round. The Trails and Open Space Comprehensive Plan update was a priority by the Parks Commission. Several Parks and Recreation Department projects went over budget that diverted funds from the Butler- Perozzi Fountain restoration project. There was $70,000 allocated to rehabilitate the fountain but the project would cost more. Staff intended to go out on a public campaign to raise additional funds for the project. IT/AFN/Electric Director Mark Holden explained over the past year, the Electric Department completed the Calle Guanajuato project, reconfigured the Oak Knoll substation, and the Ten Year Planning study. Over the next biennium, the Electric Department would finish replacing a feeder from Oak Street to City Hall, and complete studies of the Mountain Avenue substation for potential purchase in the future. Ashland Fiber Network (AFN) also participated in the Calle Guanajuato project and completed half of the internet project from the strategic business plan with full completion next year. The Electric Department completed eight of the nine projects they identified, AFN completed three of three, and Information Technology completed two of two. Mr. Fleury noted an upcoming Study Session would clarify current Street User fees and projections needed to accommodate an appropriate overlay and street maintenance program for the Street Division. He would verify vehicle information regarding police vehicle number 569 with the Fleet Division and provide changes to that information to Council. The major capital projects for Public Works in the biennium were the new treatment plant, the Crowson 11 Reservoir, the Nevada Street bridge, and the oxidation ditch. Wastewater projects were in the final stages of obtaining a state revolving fund loan for the oxidation ditch and priority pipeline projects. Staff had not finalized the funding mechanism for the water projects and would meet with a state revolving fund representative soon. The City attained a $1,500,000 grant through the state for the East Nevada Street bridge project and there was an 18% System Development Charge (SDC) portion of $1,000,000 with a remaining $2,900,000 needing funding. Staff was looking at additional grant money or assistance through the state to fund that difference. Public Works Director Mike Faught further explained the City now had $1,500,000 and $1,000,000 in SDCs. The City would borrow the remaining funds and in the interim look for other sources. Mr. Fleury explained the Public Works Department had five-year Water Master Plan and Sewer Master Plan updates in the proposed budget and if approved, staff would obtain consultant services to update and review the plans. Councilor Morris/Marsh m/s to approve the biennium 2015-17 budget capital improvement program for all departments. DISCUSSION: Councilor Marsh asked that the Planning Commission review the Public Works piece for informational purposes. Councilor Voisin wanted to ensure the Transportation Commission reviewed the projects as well. Roll Call Vote: Councilor Marsh, Morris, Seffinger, Voisin, Lemhouse, and Rosenthal, YES. Motion approved. 3. Approval of cooperative improvement agreement with ODOT concerning Siskiyou Welcome Center and rest area City Attorney Dave Lohman explained he was a member of the State Transportation Commission and would not participate on this item. Assistant City Attorney Doug McGeary submitted a letter from Travel Oregon into the record in lieu of them being present. One of the items Council requested was a daily eight-hour minimum for staffing the Ashland City Council Meeting April 7, 2015 Page 5 of 9 Welcome Center. Travel Oregon and the Oregon Department of Transportation (ODOT) could not ensure that coverage. Travel Oregon indicated welcome centers were open seven days a week May through September and anticipated the new one would as well. During October through April, staff hours were established based on visitor demand. ODOT and Travel Oregon agreed to the majority of revisions proposed by Council. Items the state could not commit was having construction complete in two years, giving the City authority to enforce the lease, or provide a specific area for the Ashland Chamber of Commerce to promote Ashland tourism. Travel Oregon did not have authority to conduct background checks. According to Ashland Fire and Rescue, the 2-inch waterline currently in place was sufficient and ODOT would not increase the pipe to 2.5 inches. An interior sprinkler system would cost $450,000 and the state would not install one due to the expense. The buildings would be constructed from fire retardant materials, sit on a concrete slab surrounded by a concrete terrace and parking lots with a 22,000 gallon water tank nearby. A video system would provide a feed to the 911 Center. ODOT Area Manager Art Anderson made a correction to the sprinkler system estimate explaining it was $250,000 instead of $450,000 and not within ODOT's budget. ODOT Project Manager Tim Fletcher confirmed construction for the welcome center and rest area would happen at the same time. ODOT had the funding to complete the entire project. The project had two phases. The first phase included the site civil work to construct roads, parking lots and add utilities. The second phase would build both buildings. The majority of funds for the project came from federal and state gas tax dollars. Gas tax dollars would find 50% of the Welcome Center and the remaining $1,500,000 would come from an agreement with the City of Medford. Mr. Fletcher addressed the Council request to add a 2-inch row of barbed wire on the security fence since it would be six-feet tall instead of eight-feet. Jackson County had specific security fence requirements and approved the use of a six-foot chain link fence black vinyl coated. Mr. Anderson further explained it took time to get the planning actions approved with Jackson County and changes required going back to the County and was subject to appeal. Mayor Stromberg added that anyone could walk up the interstate or the exit road to gain access to the site. The fence provided security for authorized personnel going through the gate to the access road. It would not keep people out. The Ashland Police Department would have full access to the site and the code for the security gate. ODOT knew how long the project would take to build. The non-committal to a timeline had to do with potential unknowns and the recent response to the extension request for the project. Travel Oregon operated the Welcome Centers in the state and had a 30-year lease. ODOT would run the rest area in perpetuity. In the event where ODOT could not support the rest area, another entity would take over the management. The close circuit camera feed would go to the Travel Operation Center next to the Oregon State Police (OSP) facility. ODOT currently provided surveillance feed to the 911 Center for the City of Portland. This service was not available to southern Oregon at this time but would be in the future. Interim Police Chief Tighe O'Meara explained it was not realistic to expect the Ashland Police Department (APD) to monitor the surveillance camera at the Welcome Center and Rest Area. Having the ability to access and search the feed or check in as needed would be beneficial. OSP patrolled rest area facilities. APD could also patrol the area to a limited extent due to staffing resources. Sue Lawrence/518 Crowson Road/Voiced concern regarding construction and use of the access road that was 150-feet from their driveway. After the last meeting she talked to Councilor Morris who assured Ashland City Council Meeting April 7, 2015 Page 6 of 9 her signing the extension would give the City opportunity to make binding restrictions and stipulations to ODOT in the intergovernmental agreement (IGA). This was not being done. She wanted fencing on the west side of the highway. ODOT could not commit to finish the project within two years. She questioned why anyone was even contemplating building a welcome center that would be outdated when completed. The Medford Chamber of Commerce had lost interest in the project and now ODOT had removed the proposed commitment highlighting tourism in Ashland. Staffing was better addressed on the original IGA. She did not feel Council was taking care of the residents. Travis Christian/534 Crowson Road/Lives across from the proposed Welcome Center. The Welcome Center and Rest Area would be built on ODOT's terms. He questioned what Ashland would actually get from the project. The residents knew it was coming but wanted it done in a way that benefited Ashland. The requests in the intergovernmental agreement were reasonable. He asked Council to fight for the taxpayers on Crowson Road and in the Oak Knoll neighborhood. Steve Lawrence/518 Crowson Road/Lived in close proximity to the Welcome Center and Rest Area and wanted fencing on both sides of the interstate. The original agreement required a staffed Welcome Center. He did not care about the lease agreement between ODOT and Travel Oregon. ODOT was responsible for staffing the facility. The 22,000-gallon water tank was now for fighting fire when it was supposed to be used to supplement irrigation water for watering plants. ODOT was not even taking Council's concern regarding smoking seriously. Water in the area will dry up this summer and there will not be any irrigation. One cigarette would ignite the land like the Oak Knoll neighborhood fire. Council needed to standby their recommendations to ODOT. He wanted Council to reject the proposed IGA. Allen Walters/775 St. Andrews Circle/What would happen if ODOT used too much water. He thought the Welcome Center and Rest Area would use more water than four residential homes. What will ODOT use for water when the Talent Irrigation District (TID) shuts down? Will taxes go up again if the facility overburdens the water treatment plant? How will the public know how much water was used and how much sewer was going into the water treatment plant. The Rest Area would not be able to conserve water during the drought and asked if Council would shut it down if drought occurred. Ashland Police would not come to the area since it was outside city limits. He encouraged Council to stand up to ODOT. Steve Stolzer/1120 Oak Knoll Drive/Directed his remarks at the four Councilors that voted for ODOT to go forward with the project. He was told one of the reasons a Councilor voted yes was to exercise some control to protect the neighborhood. He read items in the intergovernmental agreement (IGA) that ODOT would not commit to or provide and questioned how Council could approve the IGA now. Mr. McGeary explained the letter Travel Oregon sent was a letter of intent and would contact them and attach it to the IGA as an addendum. Compliance was in the terms of the agreement. There was a way to monitor usage. If ODOT went over 200 cubic feet of water per day, a discussion would ensue, and the City could shut down the facility. Ashland water curtailment measures applied to the Welcome Center and Rest Area. The City would not be able to enforce the agreement between ODOT and Travel Oregon. Travel Oregon did agree to add the defibrillator, the first aid kit, and access to charging services. There was nothing in the agreement that gave the City control over staffing. Staffing depended on budgets, and the economy. It was not something the City could reasonably seek from Travel Oregon. State and County contracts contained constitutional requirements or non-appropriation clauses. Mr. McGeary reiterated the IGA had ODOT adhering to City curtailment measures. Mayor Stromberg suggested adding the specific categories regarding water use during curtailment to the IGA. Mr. Anderson explained ODOT would handle the utility bills. The majority of water use would come from the Rest Area and not the Welcome Center. Water usage estimates were conservatively high and ODOT expected the facility to use less water. If the City shut off the water, ODOT would close the Rest Ashland City Council Meeting April 7, 2015 Page 7 of 9 Area. The Welcome Center would remain open. Councilor Seffinger wanted additional fencing added. She had visited all the rest areas along the corridor to see what they were like. Rest areas with visitor centers were better maintained. In her observations, she found few transients at rest areas or rest areas with visitor centers. There were more people at rest areas with visitor centers. Councilor Lemhouse/Voisin m/s to reject the proposed Cooperative Improvement Agreement to provide water and sewer services to the Siskiyou Welcome Center and Rest Area. DISCUSSION: Councilor Lemhouse was disappointed. The City put forward firm points and ODOT had said no to some of them. Travel Oregon was increasingly nebulous in how they answered Council questions and could not provide solid statistics regarding the area. It told him they did not take the City's concerns seriously. He understood the cost of the fire sprinkler system but did not understand not conducting background checks. Council should reject the agreement and extending sewer and water. Councilor Voisin equated the City and ODOT to "David and Goliath." The lack of commitment to staffing, not adding barbed wire to the fence because of delays and providing better restricted smoking areas, and not having a completion date was unacceptable. That ODOT could not find $250,000 out of a $12,000,000 budget for a sprinkler system broke her heart. She supported the motion. Councilor Rosenthal understood the points made by Councilor Lemhouse and Voisin and saw an alternate ~L' path. Some of the umbrage directed at ODOT was not in the realm of their responsibility. The weakness wwas ravel Oregon. ODOT had done good things for the community. He thought Council needed to a dress a weakness in the negotiations without rejecting the IGA and ending the conversation. He hoped the motion would be defeated. Councilor Marsh supported Councilor Rosenthal's comments. It was unfair to castigate ODOT for failing to respond to a laundry list of items that Council had not debated or discussed. All along, they had advocated for a Welcome Center and for good reasons. It was ridiculous to think they could get ODOT to commit to staffing hours for future budget periods. She also went to all the rest areas on Interstate 5 and frequently stopped at the Talent Rest Area. Her observation was they all looked clean and well maintained. Rest stops were critical to highway safety. Due diligence was done. She would vote against the motion. Councilor Morris would not support the proposal but thought it could be made to work. He had three issues, the timeline, staffing, and fencing. He understood the timeline but did not see a strong commitment to having a staffed Welcome Center and was concerned there could be times during the year when it was not staffed at all. If the federal government required rest areas, they should provide security for the facilities. He wanted the agreement to go back and other compromises made. Councilor Seffinger agreed with Councilor Morris and was not ready at this point to accept the agreement without having more clarification regarding staffing. Fencing was still an issue for her as well as the completion date. Mayor Stromberg thought everyone needed to consider the alternative of having only a rest stop. It was better to have a welcome center. Regarding the sprinkler system, he was wanted to negotiate the possibility of having metal roofs on the buildings. He suggested having a four year completion date. Roll Call Vote: Councilor Lemhouse and Voisin, YES. Councilor Seffinger, Morris, Rosenthal, and Marsh, NO. Motion failed 4-2. Councilor Rosenthal/Seffinger m/s to direct the Assistant City Attorney to negotiate and assert the strongest possible assurance that the Welcome Center will be staffed on a daily basis by paid employees or with volunteers. DISCUSSION: Councilor Rosenthal noted the Travel Oregon letter contained information that could be incorporated into the agreement. Councilor Seffinger added visitor centers were safer than rest areas. She wanted the Welcome Center staffed and the issue of fencing addressed. She talked to Fire Department personnel regarding the fire sprinkler system and they did not think it was a huge issue. She suggested adding hand sanitizer dispensers. Councilor Lemhouse Ashland City Council Meeting April 7, 2015 Page 8 of 9 explained his trust level with Travel Oregon was low and would not support the motion. Roll Call Vote: Seffinger, Morris, Rosenthal, and Marsh, YES. Councilor Lemhouse and Voisin, NO. Motion passed 4-2. Mr. McGeary would discuss fencing, metal roofs, and timelines with ODOT and Travel Oregon. 4. Request from Lithia Artisan Market to hang pennants from two cobra light poles on Winburn Way City Administrator Dave Kanner explained the policy did not define what an approved designee or provide criteria. Marcus Scott/1205 Talent Avenue, Talent OR/Explained he was the manager for the Lithia Artisans Market. The assumption was the Lithia Artisans Market was grandfathered regarding hanging pennants. The Lithia Artisans Market had not applied for the economical and cultural development grant and that presented an issue for them as well. Council designating the Lithia Artisans Market as an approved designee would allow them to proceed with the permit process. Councilor Voisin/Lemhouse m/s to allow Lithia Artisan Market to hang pennants on Winburn Way as an approved designee of the City pending permit application approval. Voice Vote: all AYES. Motion passed. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution adopting the special event policy and fees for special events and repealing Resolution 2012-08" City Administrator Dave Kanner explained this came from the March 2, 2015 Study Session where Council discussed adding the Halloween Parade as a community wide event under the special events policy. It would exempt the organizers of the parade from paying the special event permit fees that totaled almost $1,800 this past year due to the event occurring on a Friday. Councilor Lemhouse/Seffinger m/s to approve Resolution 42015-18. DISCUSSION: Councilor Lemhouse thought it was a communitywide event and wanted to keep the focus on it being the children's Halloween parade. Councilor Seffinger added it was an important family event and supported the motion. Councilor Marsh noted this was clearly not a commercial event and was surprised the Chamber of Commerce paid the fees. Councilor Voisin thought it was a children's Halloween parade and did not see it as a communitywide event. The fee was not an outrageous amount for the Chamber of Commerce to pay and they needed to pay their fair share. By supporting the motion, she would set precedence. Roll Call Vote: Councilor Rosenthal, Marsh, Seffinger, Morris, and Lemhouse, YES; Councilor Voisin, NO. Motion passed 5-1. 2. Second reading of an ordinance titled, "An ordinance amending chapters 18.2.2, 18.2.3, 18.4.3, 18.4.7, and 18.6.1 of the Ashland Land Use Ordinance relating to definitions and accessory traveler's accommodations in various residential zoning districts" Ellen Campbell/120 Gresham Street/Thought the primary issue was protecting long-term rentals. She did not support allowing accessory travel accommodations in the R-2 and R-3 zones. She suggested the City keep track of what the previous use was for converted short-term rentals to know how many long- term rentals changed. She also suggested the City find a way to get accurate occupancy rates as well, require liability insurance and contact Airbnb to collect back taxes. Councilor Marsh/Lemhouse m/s to approve Ordinance 43108. Community Development Director Bill Molnar read the following changes: Ashland City Council Meeting April 7, 2015 Page 9 of 9 • Section I Table 18.2.2.030 - Uses Allowed by Zone was amended to identify accessory travelers' accommodations as not allowed in R-I and R-1-3.5 zones. • Section 2 18.2.3.220 Travelers' Accommodations first paragraph was amended to reflect the deletion of two phrases previously in parenthesis (more than one guest unit) and (one guest unit) • Section 2 18.2.3.220.C. Accessory Travelers Accommodations was amended to delete the standard that required the property housing accessory travelers' accommodation to be within 200- feet of a boulevard, avenue, or neighborhood collector or the historic district overlay. • Section 2 18.2.3.220.C. Accessory Travelers Accommodations was amended to delete the standard that prohibited a home occupation in conjunction with an accessory travelers' accommodation. • Section 2 18.2.3.220.C. Accessory Travelers Accommodations was amended to delete the standard that required renewal of the conditional use permit within 24-months of the original approval. DISCUSSION: Councilor Lemhouse thought Ms. Campbell brought up some interesting points on tracking activity. Councilor Voisin/Rosenthal to amend the motion that the Planning Department track all losses of long-term rentals, that the City pursue back taxes for TOT from Airbnb and the occupancy rate be added to TOT form. DISCUSSION: Councilor Voisin thought the amendment was non-substantive. Councilor Marsh disagreed. The amendment was substantive, especially collecting back taxes possibly on rentals no longer in business. The amendment required further discussion. Councilor Voisin clarified the back taxes were from Airbnb and not the people running the businesses. Mayor Stromberg thought the amendment should come back later. Councilor Morris thought a couple of the amendments were a good idea but should not be added at this point. Councilor Voisin withdrew the motion and wanted the items added to a future agenda. Continued discussion on main motion: Councilor Rosenthal would vote against the motion. While he saw benefits to existing homeowners, a recent community survey indicated it was difficult finding affordable housing. Pursuing affordable housing opportunities and workforce housing was a Council goal and this ordinance did not benefit that goal. Council could not say on one day that affordable, long-term housing stock was important, more important than saving an old tree and then vote yes on this ordinance. Roll Call Vote on main motion: Councilor Lemhouse, Voisin, Marsh, Morris and Seffinger, YES; Councilor Rosenthal, NO. Motion passed 5-1. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Voisin announced that April 14, 2015 was Equal Pay Day and noted the range of pay discrepancies for women. April was also Sexual Assault Awareness Month. She explained Police Officer Carrie Hull received the prestigious Professional Impact Award by End Violence Against Women International. She also commented on Assistant Planner Amy Gunter noting her exceptional skills and level of customer service. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 10:30 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor CITY OF -ASHLAND Council Communication April 21, 2015, Business Meeting 2015 Potential Drought Plan FROM: Michael R. Faught, Public Works Director, Public Works Department, faughtm a ashland.or.us Julie Smitherman, Water Conservation Specialist, Public Works Department, smithermanjna ashland.or.us SUMMARY This is an informational communication updating the Council on a 2015 response plan for a potential 2015 drought. The current snow pack is lower now than at the same time in 2014, therefore staff is preparing for a potential 2015 drought. Staff will maintain a full reservoir for as long as possible by adding TID and TAP water as needed. The community will be asked to reduce its water use to 4.5 million gallons per day (mgd). The multi-departmental committee will be activated and blue lawn signs that say "Use Water Wisely" will be placed in the medians. In addition, Water Conservation staff will assist customers with ways to reduce water use, and as a last resort, the City will implement the water waste and curtailment steps as outlined in the municipal code. BACKGROUND AND POLICY IMPLICATIONS: At the March 17, 2015 City Council meeting, staff provided an initial report on the potential for a drought in 2015. While staff will wait for final snowpack results on May 1, 2015, it appears that snow pack (see chart below) is worse this year than in 2014. Even with the most recent snowfall, there is a high probability that we will be entering into another drought this summer. April 1 Ashland Creek Watershed Snow ack Data Snow Course/Aerial Marker 2014 Snow 2015 Snow 2014 Snow Water 2015 Snow Water Sites Elevation Depth (inches) (pekes Equi SWE (in) Equivalent (in.) (SWE) * Big Red Mountain SNOTEL Site 6,050 ft 24 7 5.4 39 Caliban 6,500 ft 38 9 10.9 4.2 Mt. Ashland Switchback 6,430 ft 20 4 4.8 1.3 Ski Bowl Road 6.070 ft 11 0 2.6 0 * Big Red Mountain SNOTEL Site is an automated site that provides daily snowpack data. The three additional sites are measured manually by the Jackson County Water Master at the end of each month. As of April 15, 2015 Big Red Mountain SNOTEL Site snow 6,050 15 15 5.3 6.0 data is: Data Source: Natural Resources Conservation Service Page I of 4 91FAW&A CITY OF SHLAND 2014 and 2015 Reservoir Data The reservoir graphs (below) provide a daily look at Ashland's water supply over the last couple of years. The red line represents the theoretical reservoir use rate necessary to adequately meet Ashland's water supply needs. The blue line represents the current reservoir level. If at any point the demand on Reeder Reservoir drops below the theoretical drawdown curve as shown in the chart below, staff is prepared to implement the water curtailment strategies. 2014 draw down curve ice 8G 6ja 40 20 2415 drawdown curve 8~3 E~ 40 20 s z Page 2 of 4 CITY OF -AS LAN D Talent Irrigation District (TID) TID water is used to supplement our raw water supply during drought conditions. Howard Prairie and Hyatt Lake feed the TID irrigation system through Ashland. At this point, Howard Prairie is 43% full; Hyatt Lake is 41% full (see attached, `US Bureau of Reclamation, Pacific Northwest Region Bear Creek and Little Butte Creek Basins'). As a reminder, if there is a need to use 2 mgd of TID water, no TID water will be sent past the pump station at Park Estates, and downstream TID customers will not receive TID water. If additional TID water is needed, the remaining sections of the TID water canal (between Walker and Park Estates) will also be diverted to the plant. If this occurs, then those TID irrigation customers will not be allowed to use TID water for irrigation purposes. Talent, Ashland and Phoenix (TAP) Water from Medford is available when Ashland determines a need to add TAP water. In preparation for TAP, staff is in the process of renting the same temporary pump as last year and will have it delivered to the pump station by August 15. As a reminder, even if TAP is not used in response to the 2015 drought, staff will still conduct the annual test of the system and pump TAP water for one month. 2015 Drought Response Plan The plan is to request that our community voluntarily reduce water consumption to the same levels as the 2014 drought, maintain Reeder Reservoir full for as long as possible, implement water conservation education and technological strategies in response to drought conditions and activate the multi-departmental committee. The first step is to ask the community to once again reduce water consumption to similar levels as in the 2014 drought in which Ashland citizens averaged 4.5 to 5 million gallons per day (mgd) of water usage. In order to improve public communications on how to water landscapes during a drought and to promote drought resiliency, two SOU student interns have been selected to assist the Water Conservation Specialist in developing a "Surviving Drought 101" guide and a "Tree Care" guide. There are many ways to create drought resilient landscapes that use less water, while keeping Ashland beautiful and maintaining our duality of life. The strategy for Reeder Reservoir is the same as the 2014 drought response; staff will keep the reservoir full for as long as possible. The first step is to add TID water when Ashland Creek is no longer able to meet the daily demand and still keep the reservoir full. When the combination of Ashland Creek water and TID water fails to keep the reservoir full then TAP water will be added. In conjunction with water supply strategies, the water conservation team offers our water customers the following programs: • A lawn replacement rebate for removal of live, maintained and irrigated lawns that are replaced with climate appropriate low water use landscapes and efficient irrigation systems. • Free irrigation system evaluations and free soil moisture meters. In most cases, this detailed evaluation of individual systems will uncover ongoing water waste (bad sprinkler heads, leaking faucets or toilets etc). Page 3 of 4 IWALIA CITY OF ASHLAND • Water Wise Landscaping website, w-%vxv.ashlandsaveswater.org which helps people design landscapes with plants that use less water. • Free hardware is available for residences and businesses to reduce water consumption indoors, including low flow faucets aerators, shower heads and spray rinse valves for commercial dishwashing. • Rebates are available for installing high efficiency WaterSense labeled toilets and Energy Star labeled dishwashers and washing machines. Fortunately the city has a robust water conservation program, so when asked these questions, staff will direct them to our water conservation specialist for specific short and long term water conservation recommendations. Additional Measures: • Determine if restrictions on internal trees, shrubs or annual plantings should be restricted; • Add a `Drought 2015' section to the City's website - http://ashland.or.us/Sectionlndex.asp?SectionID=524; • Place blue lawn signs that say "Use Water Wisely" in the public right-of-way throughout town; • When necessary, provide the Chamber of Commerce with bathroom door hangers, bed cards and tent cards to distribute to Ashland hotels and restaurants. • Julie Smitherman, conservation specialist, and Mike Faught, public works director, will provide public presentations on what the community can do to conserve at local civic clubs, the Mayor's town hall show, and interviews with the local media. FISCAL IMPLICATIONS: In the short term, no fiscal implications are anticipated as the 2025-2017 biennial budget revenue projections are based on 2014 revenues. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: US Bureau of Reclamation, Pacific Northwest Region Bear Creek and Little Butte Creek Basins Page 4of4 I~~ U ) C) un r y CjJ- = iLL LL _ =c0c" OLDro co -r T- It LL 1-t 4=i LL } f 0 r- C) Ln LL r- is") A i ff kri • . t u p --f CL- J 1 ff ~ 1~1 r U V_i f'Y'i = I~f w ii Y+ U JL. LM cf) C l r,7 uLU (Zi C) ' LYJ L - j170C J 3. r LLr fD _ LFJ _ , ~ 'ems ~ Li Li- ^ `L Cn 0 -3. 4l C6 cl U En ..~~~y i_I ~ Q r •J L {r, f' J 0 cl - _ 'z' LL ASHLAND HISTORIC COMMISSION Meeting Minutes February 4, 2015 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room REGULAR MEETING - CALL TO ORDER 6:03p.m. - SISKIYOU ROOM in the Community Development/Engineering Services Building, located at 51 Winburn Way Historic Commissioners Present: Mr. Skibby, Mr. Swink, Mr. Shostrom, Mr. Giordano, Ms. Renwick, Mr. Whitford, Mr. Emery, Mr. Ladygo Commission Members Absent: Ms. KenCairn (U) Council Liaison: Carol Voisin Staff Present: Staff Liaison: Amy Gunter, Clerk: Regan Trapp APPROVAL OF MINUTES: Mr. Whitford motioned to approve minutes from January 7, 2015. Mr. Swink seconded. Mr. Giordano abstained. No one opposed. PUBLIC FORUM: There was no one in the audience wishing to speak. COUNCIL LIAISON REPORT: Mr. Skibby introduced Ms. Voisin to the Commission. Ms. Voisin gave the council liaison report. She stated that the City Council discussed the welcome center at ODOT but clarified that no decision was made. Ms. Voisin noted that there was a study session, regarding a group of citizens that would like to start a Culture of Peace Commission. She announced that they are meeting with the City Council and discussing how to move forward with this. She also noted that the City Council passed a height restriction, to be raised to 55 feet, in the D-1 & C-1 zones(downtown and some historic). The fire chief expressed concern regarding this change as they only have aerial ladders that reach up to two stories high. The City Council will be looking into this issue. Ms. Voisin went on to say that, on February 17, 2015, the City Council will be discussing hanging baskets on the downtown streetlights and they will also be giving a risk management report. She announced that the annual presentation to City Council, from the Historic Commission is April 21, 2015. They will also be discussing quorum requirements for City Commissions at this time. Ms. Voisin also added that the Police Department gave an update on the Hannah Thomas-Garner case. She reported that the City is looking for and recruiting for a Chief of Police. She added that the budget process is beginning and they will start discussing it on Feb 19, 2015. PLANNING ACTION REVIEW: PLANNING ACTION: 2014-02206 SUBJECT PROPERTY: 485 A Street OWNER/APPLICANT: Steve & Kathy Hoxmeier DESCRIPTION: A request for Site Design Review approval to add approximately 200 sq. feet to the existing mixed use commercial building located at 485 A Street. COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING: E-1; ASSESSOR'S MAP: 39 1 E 04AB; TAX LOTS: 6500 Ms. Gunter gave the staff report on PA-2014-02206. Mr. Skibby opened the public hearing to the applicant. Mr. Steve Hoxmeier, of 485 A Street, presented to the Commission. Mr. Hoxmeier stated that nothing has changed since his submittal and this was the same plan that was presented earlier to the commission. Mr. Skibby closed the public hearing and opened up to the commission for comments. Mr. Whitford motioned to approve PA-2014-02206 and Ms. Renwick seconded. No one opposed. OLD BUSINESS: There was no old business to discuss. NEW ITEMS: A. Review Board Schedule B. Project Assignments for planning actions Ms. Renwick reported on the project at 270 N. First Street. She stated that they have roofed the front porch in metal. C. Historic Preservation Week Ms. Gunter gave the Commission an update on Historic Preservation Week. She conveyed to the commissioners that they should divide up the list of nominees and report back on what should be removed or added. They discussed the different awards and possible award recipients. Nominations need to be finalized for the March meeting. Mr. Skibby pointed out that he would like the walking tour to be a different neighborhood, possibly Downtown. Historic Preservation Awards Nominees: Dale/Terry - 568 Fairview, 522 & 528 Rock, 247 Oak Tom/Andrew -117 Helman, 175 Lithia, 14 Calle Guanajuato, 66 Water Bill/Allison - 469 Allison, 201 Gresham, 315 High, 374 Hargadine Keith/Sam - 5 Scenic, 368 Scenic, 83 Morton, 56 Church DISCUSSION ITEMS: A. Chautauqua Square: (Terry/Carol) Mr. Skibby reported on the Chautauqua Square fountain. He presented pictures of the fountain to the Commission. He stated that the fountain is in pretty bad condition (water leakage and maintenance of the marble are big factors) but that the city would like to save the gargoyle piece off the fountain. Mr. Skibby pointed out that the decision to save it is up to OSF and their lease says that they can do whatever they want with the fountain. Ms. Voisin reported that the lease says that if OSF asks for removal of the fountain then they have to pay for it. She also pointed out that the responsible party for upkeep of the fountain was OSF and they did not maintain it at all. According to Ms. Voisin, the cost would be around $2,000 to $3,000 to remove it. Ms. Voisin suggested to the Commission that they send emails of support to City Council if they would like to keep the fountain. She added that if needed, they could make a bid on the fountain but they would have to remove it themselves. Mr. Giordano asked for an extension on the date for salvage (date for salvage is by 4pm on February 12, 2015) and would like it to be relocated. Mr. Shostrom suggested that they find someone that wants to take the salvage and re-use it. There were lots of suggestions as to what should be done with the fountain but no decision was made by the Commission. Mr. Skibby, Ms. Voisin, and Ms. Gunter stressed the importance of the Commission backing the letter of support for the Chautauqua Square fountain. Commissioners will "reply all" on the email to the City Council regarding Mr. Skibby's letter of support for the Chautauqua Square fountain. Ms. Voisin asked the Commission if they felt they should have had input before a decision was made by the City Council. The Commission agreed that they should have had more notice since the fountain is located in the Historic district. Ms. Gunter and Ms. Voisin impressed upon the importance of the Historic Commission having input on all projects going on in the Historic District. There was much discussion on how to keep projects on the Historic Commission's radar so they do not slip through the cracks. Mr. Skibby gave an update on what the Downtown Beautification Committee is working on. He asked that there be an agenda item specifically for updates from the Downtown Beautification Committee. Ms. Voisin discussed some of upcoming projects that the Historic Commission may not know about. One of those projects is the restructuring of N. Main. Ms. Gunter stated that she will speak with Mr. Faught to see if he can give a presentation with plans regarding this at the next meeting. Ms. Gunter will give a report on this meeting to Mr. Molnar and will say that the Historic Commission would like to be included in all projects within the Historic District when they are initialized. Review Board Schedule February 5th Keith, Bill, Andrew February 12th Tom, Terry, Sam February 19th Terry, Sam, Bill February 26th Terry, Andrew, Allison March 5th Keith, Bill, Ter Project Assignments for Planning Actions - Review Update PA-2014-01956 Lithia & First - All - PA-2014-01880 280 Liberty Skibb 345 Lithia Way-Gas station conversion to retail/restaurant-No PA-2014-01126 building permit yet Giordano PA-2014-00725 469 Allison Swink PA-2014- Swink and 00710/711 143/135 Nutley _ Whitford PA-2014-01283 172 Skidmore Shostrom PA-2014-00251 30 S. First St. - No new permits issued Whitford PA-2013-01421 270 N. First St. Renwick PA-2013-01828 310 Oak St. Thompson Shostrom PA-2014-02206 485 A Street Renwick ANNOUNCEMENTS & INFORMATIONAL ITEMS: Next meeting is scheduled for March 4, 2015, 6:00 pm. There being no other items to discuss, the meeting adjourned at B:OOpm. Respectfully submitted by Regan Trapp ASHLAND HISTORIC COMMISSION Meeting Minutes March 4, 2015 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room REGULAR MEETING - CALL TO ORDER 6:00p.m. - SISKIYOU ROOM in the Community Development/Engineering Services Building, located at 51 Winburn Way Historic Commissioners Present: Ms. Renwick, Mr. Swink, Ms. Kencairn, Mr. Skibby, Mr. Giordano, Mr. Emery, Mr. Ladygo Commission Members Absent: Mr. Whitford (E) Council Liaison : Carol Voisin Staff Present: Staff Liaison: Amy Gunter, Clerk: Regan Trapp (Absent) APPROVAL OF MINUTES: Mr. Ladygo motioned to approve minutes from February 4, 2015. Mr. Swink seconded. No one opposed. PUBLIC FORUM: There was no one in the audience wishing to speak. COUNCIL LIAISON REPORT: Ms. Voisin gave the council liaison report. She reported that the council approved 380 Clay to be sold to Jackson County Housing Authority and the 100 year old Freemont cottonwood tree of the year maybe removed to allow for 4 additional units to be built. 2 new welcome signs and hanging plants have also been approved by council. The pool at SOU is being torn down and no replacement will be built due to maintenance costs. There will be a temporary bubble placed over Daniel Meyer Pool to allow for year-round community use. At the next City Council meeting on March 17, 2015, Mike Faught will be giving a drought update and they will be considering an ordinance on Accessory Traveler's Accommodations in R-1 zones. PLANNING ACTION REVIEW: PLANNING ACTION: PA-2015-00178 SUBJECT PROPERTY: 156 Van Ness Ave OWNER/APPLICANT: Sean Downey DESCRIPTION: The request is for Site Design Review to allow for two dwelling units on the consolidated parcel; one of the dwellings will be the existing cottage moved to the rear of the property accessed off of the alley and a new residence constructed at the front of the parcel. Site Review approval is also requested for two units at 156 Van Ness, the existing cottage at 160 Van Ness is proposed to move to rear of that property. A tree removal permit is also requested to a seven inch DBH Box Elder tree. COMPREHENSIVE PLAN DESIGNATION: Low-Density Multiple Residential; ZONING: R-2; ASSESSOR'S MAP: 39 1 E 04CC; TAX LOT: 1000, 1100, 1200; Mr. Emery recused himself from this planning action due to possible conflict of interest. Ms. Gunter gave the staff report. Sean and Julie Downey of 915 Oak Street and 160 Van Ness, addressed the Commission. Mr. Downey stated that they want to live at the street level. He went on to say that the development pattern for the future is that the larger house should be in front and the smaller cottages in the rear. Mr. Downey went on to say that both structures need new foundations and that they cannot remodel to make one structure because they feel it would destroy the historical record. He clarified that in keeping the houses and all associated with the address, they are keeping the "story" as well. Ms. Downey shared that they have spoken with the neighbors and received lots of praise and support for their project. Mr. Downey spoke about the possibility of removing the shed but they have not decided as of yet because of an easement near the alley. Mr. Shostrom asked about the front elevation of the porch on the main house and Mr. Downey pointed out that the whole porch is not covered, as they wanted to be able to sit in the sun. Mr. Downey also described the siding and that the windows would be clad double hung. He also went on to describe materials used and the way they want the windows to look. Mr. Shostrom and Ms. Renwick had some concerns about the windows and roof. Mr. Shostrom suggested they wrap the roof to the east corner of the porch bump out. That would provide an open beam so the porch looks finished. Mr. and Ms. Downey would like a galvanized or earth-toned metal roof with a standing or locked seam. There was discussion on the Commission being more open to metal roofs on residences in the Historic district. Mr. Ladygo asked about the height of the accessory building and Mr. Downey said that it measures to be a story and a half. Mr. Skibby closed the public hearing and opened up to the Commission for comments. Ms. Renwick motioned to approve PA-2015-00178, with the condition that they need to wrap the porch roof to the east corner of the bump out, to provide an open beam so the porch looks finished. Ms. Kencairn seconded. No one opposed. OLD BUSINESS: There was no old business to discuss NEW ITEMS: A. Review Board schedule B. Project Assignments for planning actions C. Historic Preservation Week: Event Schedule & Nomination list review - Ms. Gunter discussed the memo that was given to the Commission by Ms. Trapp. The awards ceremony will be scheduled for Wednesday May 20, 2015 at 1:30pm. Mr. Skibby agreed to do the Railroad district tour on Friday the 21St at 2:00pm. The self-guided Mausoleum tour will happen during the week as well. Ms. Gunter stated that someone from the commission could contact the Ashland Daily Tidings for a news story on Preservation week. Mr. Skibby stated that we need to get a proclamation ready for the Mayor. Ms. Trapp will prepare the proclamation for the Mayor. Final nominations are as follows: New Multi-family: 522 & 528 Rock Street Commercial: 14 Calle Guanajuato, 175 Lithia Way, 66 Water (5 B Street) New Civic: Lea Light & Dorinda Cottle for the Map of Lithia Park New Detached Structure: 56 Church Individual award: Jeffrey LaLande D. Chautauqua Square Fountain update - Ms. Voisin updated that the Parks and Recreation Department has recovered all the pieces of the fountain and are storing it for possible use in Lithia Park. E. Presentation for City Council on April 21, 2015 - Mr. Swink will be giving the presentation to the City Council. F. Historic Walking Tour project for GIS - Ms. Gunter reported that the GIS dept would like to work with Historic Commission on developing this interactive tour. DISCUSSION ITEMS: A. Downtown Design update - Ms. Gunter reported on Downtown Design and the historic marker's program for the CLG grant. B. N. Main road diet - Mr. Faught spoke about changes that are coming to the downtown by the addition of bike lanes to connect North Main to Siskiyou Boulevard. This project aims to provide both bike and pedestrian- friendly access in the downtown area. Review Board Schedule March 5th Keith, Bill, Ter March 12th Terry, Allison, Tom March 19th Andrew, Kerry, Ter March 26th Bill, Andrew, Ter April 2nd Keith, Kerry, Ter Project Assignments for Planning Actions - Review Update PA-2014-01956 Lithia & First All PA-2014-01880 280 Liberty Skibby 345 Lithia Way-Gas station conversion to retail/restaurant-No PA-2014-01126 building permit et Giordano PA-2014-00725 469 Allison Swink PA-2014- Swink and 00710/711 143/135 Nutley Whitford PA-2014-01283 172 Skidmore Shostrom PA-2014-00251 30 S. First St. - No new permits issued Whitford BD-2013-00813 374 Hargadine - Under constructionlaImost done Swink PA-2013-01388 14 Calle Guanaj uato(Sand le rs) Restau rant- Under construction/almost done Renwick PA-2013-01421 270 N. First St. Renwick PA-2013-01828 310 Oak St. (Thompson) Shostrom PA-2014-02206 485 A Street Renwick L PA-2015-00178 156 Van Ness Ave Kencairn ANNOUNCEMENTS & INFORMATIONAL ITEMS: Next meeting is scheduled for April 8, 2015, 6:00 pm. There being no other items to discuss, the meeting adjourned at 8:34pm. Respectfully submitted by Regan Trapp CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES February 24, 2015 CALL TO ORDER Chair Richard Kaplan called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Brandon Goldman, Senior Planner Richard Kaplan Derek Severson, Associate Planner Debbie Miller April Lucas, Administrative Supervisor Melanie Mindlin Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: None Greg Lemhouse, absent ANNOUNCEMENTS Community Development Director Bill Molnar announced the March study session has been moved to March 31. He also provided a brief update on current issues including the City's master planning approach, the accessory traveler's accommodation ordinance, and an upcoming land use ordinance on marijuana. AD-HOC COMMITTEE UPDATES Commissioner Brown stated the SDC Review Committee has completed its work. PUBLIC FORUM Huelz Gutcheonl2253 Highway 99/Shared his vision for a structural wattage learning center in Ashland. DISCUSSION ITEMS Community Development Director Bill Molnar stated both discussion topics tonight are highlighted in the City's Comprehensive Plan and have sections pertaining to them specifically. He stated wildfire hazards are discussed in the environmental resources chapter and has the overall goal of reducing the possibility for a devastating fire and includes specific, mandatory policy objectives such as fuel breaks, fire resistant plantings, roofing material, and connected street systems. Mr. Molnar went on to say the airport overlay is discussed in the transportation element and identifies the need to treat development in consideration of the unique operations of a municipal airport. In regards to the wildfire lands ordinance, he stated the City is looking into potentially expanding the scope and the standards that we currently apply to certain areas; and reversely loosening some of the requirements in the airport overlay for basic structures when placed consistent with the airport master plan. A. Development Standards for Wildfire Lands Ordinance Amendments. Senior Planner Brandon Goldman provided the background information and a summary of the potential ordinance amendments. He explained if the current boundary of designated wildfire lands were to be expanded, all properties not previously included would now fall under the same regulatory framework as those within the exiting wildfire lands area. Mr. Goldman stated all properties that require building permits for new construction would have to meet the fuel break standards, a fire prevention and control plan would be required with applications to partition or subdivide, and new or re- Ashland Planning Commission February 24, 2015 Page 1 of 3 roofed structures could not use wooden shingles or other combustible roofing materials. Mr. Goldman relayed several discussion points for the commission to consider, including: • clarifying the applicability of primary and secondary fuel breaks, • establishing a size threshold for when the expansion of an existing building triggers implementation of the fuel break requirements, • establishing a fuel break prohibited plant list, • establishing a minimum clear distance between tree canopies and structures, • establishing a canopy spacing standard • limiting the storage of flammable materials or use of combustible landscaping materials in immediate proximity to a structure, • establishing a standard for a minimum vertical separation between understory vegetation and the lowest tree limbs within a tree's drip line, • establishing a requirement for the removal of dead or dying vegetation, • modification of the flag drive and parking lot screening standards to stipulate site obscuring hedges must be fire resistant, and • establishing a process to allow for modifications to the fire control and prevention plan and general fuel break requirements. Mr. Goldman concluded his presentation and explained staff will take the Planning Commission's comments shared tonight to form a draft ordinance that will go to the Transportation and Conservation Commissions for comment. He added a public notice will be mailed to all properties within the City and the draft ordinance will return to the commission for a public hearing and recommendation to the City Council. Mr. Goldman noted Fire Department staff is present to answer any questions the commission may have. Commission Comments & Questions Staff was asked for clarification on the possible triggers that would require a change in landscaping; Mr. Goldman answered any addition greater that 100 sq.ft. in size is proposed. Comment was made questioning if 100 sq.ft. is the appropriate number, especially if the addition is not habitable space such as a deck addition. Fire Marshall Marguerrite Hickman explained how the standard is currently applied and stated if any addition occurs (including decks and living space), fuel reduction is required. However, they have discussed the possibility of giving the homeowner a timeframe to implement the reduction. She stated the goal is to make the entire community safer, but agreed with the need balance the financial impact on property owners. Opinion was given that the threshold should be set on the valuation of the improvement, not on the size of the additional square footage. Ms. Hickman clarified interior remodels are not applicable, only if the homeowner is expanding up or out. Mr. Molnar commented on the need for clear and objective standards and stated he would be concerned if land use approvals were required for all building permits. Forestry Division Chief Chris Chambers addressed the commission and shared several potential scenarios. He stated they would like to avoid the removal of large trees, and noted they can be pruned to meet the standards. He also clarified they are not concerned with deciduous trees and stated smaller trees tend to pose more of a risk than larger trees. The commission asked for this to be clarified in the draft ordinance. The Fire Department staff was asked to comment on whether all junipers are considered fire hazards. Firefighter Ashley Manning replied that the low growing variety is less of a hazard and it depends on where it is located in proximity to the house. The commission asked for this to be clarified in the draft ordinance. Comment was made that many of the existing homes in town may not have additions or modifications for some time and questioned if these improvements should be mandated. Ms. Hickman clarified the City Council did not support a citywide vegetation ordinance and this is a different way to approach the issue and would bring compliance over time. Ms. Manning added there are current landowner grants, the Firewise program, and other programs in place to assist land owners with these improvements. Ashland Planning Commission February 24, 2095 Page 2 of 3 Commissioner Peddicord commented that there are a lot of slopes in town and noted the need to keep those stable. She also stated some oily plants are more deer resistant and highlighted the need to allow landscaping that works for these other aspects. Mr. Goldman commented on flammable materials on adjoining properties and stated homeowners would only be responsible for their property. However, on smaller lots fuels reduction would likely be required for the entire property and those owners would not be able to have any of the plants on the prohibited list. Comment was made that this is going to be a huge balancing act and this will be very challenging to implement when added to the other factors. Mr. Goldman explained the intent for tonight was to bring this proposal to the commission's attention and stated staff will do their best to address the concerns raised. He stated the proposal will be taken to the Transportation and Conservation Commissions for comment and when it's ready the draft ordinance will return to the Commission for a public hearing. Several commissioners commented that public education is going to be a very important component. B. Airport Code Modifications Associate Planner Derek Severson stated the proposed changes to the airport code would streamline the review process for most applications at the airport by: 1) providing a ministerial permit process for hobbyist hangars, 2) adding a parking ratio for hobbyist hangars, 3) changing the height limitations from the current 20 ft. maximum, 4) allow tree trimming for safety reasons without requiring permits, and 5) updating the master plan relative to locations and phasing of landscaping and parking improvements, and detailing acceptable hobbyist hangar locations and designs. Mr. Severson explained staff is seeking the commission's input on this proposal and will take this to the Airport Commission for review before the formal adoption process begins. Staff was asked to clarify what a hobbyist hangar is. Mr. Severson stated this is lacking a formal definition, but these are for personal use versus a commercial operation. Comment was made suggesting a clarification that these hangars will not contain office space. Mr. Molnar added the areas appropriate for these hangars will be identified in the master plan and the amendments could refer to a site plan where this type of expedited process would be allowed. Mr. Molnar commented that there might be some disagreement with the Airport Commission in terms of parking and landscaping, and explained when dealing with public property the changes need to be consistent with how private property is dealt with. He added this may need to occur on a more campus wide approach and stated at certain thresholds landscaping and parking improvements would be needed. Comment was made that tree removals should not be allowed without a permit, only tree trimmings. It was noted that someone might prefer to remove the tree entirely instead of addressing tree trimming year after year. Staff indicated this was a good point and stated they would be taking this proposal to the Tree Commission for input. ADJOURNMENT Meeting adjourned at 8:30 p.m. Submitted by, April Lucas, Administrative Supervisor Ashland Planning Commission February 24; 2015 Page 3 of 3 CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES March 10, 2015 CALL TO ORDER Chair Richard Kaplan called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Maria Harris, Planning Manager Richard Kaplan April Lucas, Administrative Supervisor Debbie Miller Melanie Mindlin Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: None Greg Lemhouse ANNOUNCEMENTS Community Development Director Bill Molnar announced the accessory traveler's accommodation ordinance is going before the City Council for first reading and noted Commissioner Dawkins will be there representing the commission. He also announced two upcoming vacancies on the commission and noted commissioners Kaplan and Peddicord are stepping down. CONSENT AGENDA A. Approval of Minutes 1. February 10, 2015 Regular Meeting. Commissioners Miller/Brown mis to approve the Consent Agenda. Voice Vote: all AYES. Motion passed unanimously. PUBLIC FORUM No one came forward to seek. PRESENTATION A. Presentation by Mike Faught, Public Works Director: Draft East Main Multi-Modal Concept Drawings. Public Works Director Mike Faught addressed the commission and provided an overview of the proposed changes to East Main Street. Key elements include: • Reducing East Main to two lanes through the downtown area. • Extending bicycle lanes through downtown. • Extending the Road Diet to Helman St. • Removing the traffic light signal at Helman St. and installing a rapid flash pedestrian crossing beacon, • Increased signage installed on Lithia Way alerting drivers to the new traffic configuration. • Installing traffic light signals at Oak St./Lithia Way and Oak St/East Main St. Ashland Planning Commission March 10, 2015 Page 1 of 2 Mr. Faught noted a conceptual plan has been developed to provide bicycle access from Oak St. to the plaza, and he also elaborated on the proposed changes to the downtown loading zones. He explained they are working with the local trucking agencies to get their input and work through the delivery issues, and stated the concept drawings include two 80 ft. loading zones on each block available until 4 pm each day. He added this would displace 21 parking spots. Mr. Faught went on to note bump-outs would be installed to shorten the distance for pedestrians to cross and improve visibility, and stated the sidewalks will be widened in some areas as well. Commissioner Discussion Mr. Faught was asked to comment on the staging and duration of this project. He replied that there are still a lot of details to work out before the construction costs can be put together, and stated while the downtown area will be disturbed during construction there are ways to minimize the disruption. Mr. Faught was asked to comment on potential impacts of stacked traffic due to cars waiting for pedestrian to cross before they can turn. He replied that the proposed design works better than the current system, and noted that the traffic signals are timed to regulate the flow of vehicles. He stated the current configuration of three lanes creates additional hazards, including delivery trucks blocking traffic, and stated they have ran the model a number of times and are confident this will work better. Comment was made that the pedestrian crossing in front of the Ashland Spring Hotel can be very busy at times. Mr. Faught commented that they don't see a sufficient number of pedestrian crossings at that location to warrant another traffic light. Staff was asked whether the loading zones near intersections will make it harder to see pedestrians waiting to cross. Mr. Faught clarified the bump-outs will be installed just for this reason. Suggestion was made to create different timed loading zones, rather than having all those spaces blocked for most of the day, or to have one of the loading zones on each side of the street go back to normal parking at noon. Mr. Faught stated that going to a 4pm cut off is a big improvement and noted the importance of working with the businesses in order to not impact their economic vitality. He suggested they start with a 4 pm cut off, keep working with the trucking agencies, and make adjustments overtime as necessary. Opinion was given that while it is important to protect the vitality of merchants, it is disappointing to see so much space being taken up for truck loading. Mr. Faught explained the Downtown Parking & Multi-Modal Circulation Committee is continuing to meet and he hopes that by January or February 2016 they will have a final recommendation from that group. He stated once the plan is approved the City can seek out grant funding and it could be a year or two following approval before this is implemented. Mr. Faught added once the parking component is figured out he will return to the Planning Commission for an update. Suggestion was made for staff to hold a meeting at the armory like they have done for other projects to get the community's feedback on this before it goes to the City Council. ADJOURNMENT Meeting adjourned at 8:10 p.m. Submitted by, April Lucas, Administrative Supervisor Ashland Planning Commission March 10, 2015 Page 2 of 2 CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES March 31, 2015 CALL TO ORDER Chair Richard Kaplan called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Brandon Goldman, Senior Planner Richard Kaplan April Lucas, Administrative Supervisor Melanie Mindlin Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: Debbie Miller Greg Lemhouse, absent ANNOUNCEMENTS Community Development Director Bill Molnar updated the commission on the City Council public hearing on the accessory traveler's accommodation ordinance and explained second reading of the ordinance is scheduled for April 7. He also noted the commission's annual retreat is May 9 and asked the group to start thinking about agenda topics. AD-HOC COMMITTEE UPDATES Commissioner Brown announced the SDC Review Committee has concluded their work. PUBLIC FORUM Huelz Gutcheon12253 Highway 99/Read aloud a written statement sharing his vision for an Ashland Renewable Energy Acquisition Department (See Exhibit #1, attached) Joseph Kauthl1 Coral Lane, #13/Shared his concerns regarding poison hemlock, urban sprawl, and the removal of small trees in the watershed. DISCUSSION ITEMS A. Normal Neighborhood Plan Update Senior Planner Brandon Goldman updated the commission on the progress of the Normal Neighborhood Plan. He explained the Planning Commission reviewed the plan and issued a recommendation to the City Council a year ago, and since that time the Council considered the plan and formed a working group to further analyze the document. Mr. Goldman stated the working group is comprised of two Planning Commissioners, two City Councilors, and Mayor Stromberg, and provided a presentation on the working group's recommendations (see Exhibit #2, attached). Mr. Goldman explained the next steps in the process are for the Transportation Commission and Parks Commission to issues their recommendations, and then the Planning Commission will hold a formal public hearing on the revised plan on April 28. The commissioners shared their comments and asked questions of staff as follows: • Will the open space areas become parks? Mr. Goldman stated not necessarily; this would have to be negotiated between the property owner and the Parks Department. • Could the open space areas be moved to make them isolated from one another? Mr. Goldman stated the proposed code language indicates the open space needs to remain contiguous. Ashland Planning Commission March 31, 2015 Page 1 of 3 • Will be neighborhood collector street be installed before construction begins? Mr. Goldman stated this has not been discussed; however the East Main St. improvements and a financing plan for the railroad crossing will be done before (or in tandem) with construction. • Could the neighborhood collector street be modified to match the original proposal? Mr. Goldman stated all of the street locations are provided as a gridded concept plan and clarified the location of the streets can be modified by 50 ft. without an amendment process. • Staff was asked to clarify the affordable housing component. Mr. Goldman explained staff received a letter from ACCESS, who develops affordable housing, expressing their concerns about the higher density zone being located close to the railroad tracks. The letter indicated the location near the tracks would prevent them from obtaining federal funding to develop housing in that area. Mr. Goldman went on to explain that affordable housing is a requirement with any annexation, and while ACCESS may prefer to develop housing in multi-family zones, the affordable housing would likely be distributed equally throughout the site and could be subsidized by the market rate units. • Comment was made expressing concern about the reduction in overall housing units planned for the area and staff was asked if this would negatively impact the Regional Problem Solving (RPS) plan. Mr. Goldman explained because the reduction in density is to offset the provision of natural areas, the Normal Plan still complies with RPS; however the larger question of where to make up this lost density remains. • Mr. Goldman clarified the density for the neighborhood commercial area is 7.5 units per acre. He also clarified the Public Works Department has hired Hardey Engineering to develop a cost analysis for the East Main St. improvements and the railroad crossing improvements and this will be completed in time for the April 28 Planning Commission meeting. Public Testimony Bryce Anderson/2092 Creek Drive/Stated the Baptist Church property will likely be the first parcel to develop, and while the four homeowners associations support a responsible development of this area, they are concerned about the traffic impacts. Mr. Anderson stated East Main is inadequate and hazardous for bicycles and pedestrians, and asked the commission to recommend for East Main St. to be fully improved from Walker Avenue to Clay Street before any development goes through. He also asked that the commercial component be optional. Jan Vidmar1320 Meadow/Commented on the impact of the recent flooding on this area and stated it is important to have proper placement for the waterflow. Ms. Vidmar expressed concern regarding the gridded street pattern and stated this will increase the potential for vehicles to drive fast. She also commented on vehicles parked on the street and the difficultly in turning right or left off Clay and onto East Main Street. She added vehicles have to position themselves onto East Main Street before they can see clearly in either direction. Final Commissioner Comments Comment was made expressing concern with the small, high density area in the southeast corner of the plan that is surrounded by wetlands, and it was questioned if that area were to flood would there be a liability risk to the City. Mr. Goldman explained this area is outside the FEMA 500 year floodplain and outside the Ashland floodplain corridor as well, which is the most restrictive. He added this parcel is owned by the same group that owns other areas in the plan area and it would be possible to transfer some of that density to their other parcels. Comment was made that the Public Works Director has proposed to fund 50% of the East Main St. improvements with SDC funds. Comment was made that if the large stakeholders who own property in the plan area do not support this, they could decide to develop their areas under the County standards. Suggestion was made to allow property owners to donate land to the Parks Department and still be allowed to transfer density. Ashland Planning Commission March 31. 2015 Page 2 of 3 Mr. Goldman stated when this comes back before the commission in April the feedback from the Transportation Commission, Working Group, and Parks Commission will be presented, and the commission will hold a formal public hearing and issue a final recommendation to the City Council. ADJOURNMENT Meeting adjourned at 8:30 p.m. Submitted by, April Lucas, Administrative Supervisor Ashland Planning Commission March 31, 2015 Page 3 of 3 EXHIBIT #1 Complete Summary of the Ashland Renewable Energy Acquisition Department (AREAD) In Four Speeches i (Guide to speech videos on page 5) Here are the texts of all four speeches: 1. Introduction to AREAD Get out of my density restraining Global warming is bad. unprotected human bodies in harm's way Global-warming is really bad. Hospital emergencies Global warming is terrible scary bad. More crime Disasters are happening. Unemployment People are losing it. Higher Utility bills Climate-change is ALREADY here Water bills with more disasters on the way. More over amped We accidentally created a Pipes monster carbon blanket pile-up. Wires Water treatment plants The "least" we can do is STOP adding MORE. Impossible local food production And on and on Can't do the cars and factories from here. Inequities and miseries exponentially cannibalizing the quality of life which now can be But we CAN "magnificently" STOP COLD identified, measured, and priced. the gonnabe problem homes and buildings that are designed to spew atrocious amounts Oh, and don't forget the carbons. of carbon causings for the next 100 years. And the monster stranded investments. In short Ashland has been wasting Oh, whoops. $7 million dollars a year to ruin That would ruin our economy. the atmosphere 30 times faster than not. Surprise Stopping bad growth We HAVE TO stop adding houses, buildings, doesn't ruin our economy at all, and the externalities they bring. Ashlanders actually pay 2 times more Let's put a moratorium on all dirty growth. to suffer new construction then they don't. Effective today. And be done with it. In other words, new construction costs everybody twice the money it brings in. Government salaries can now be spent on energy engineers to install megawatts of solar, run And fairness, it is not. cutting- edge upgrade programs, and generate intelligent You see, It's the ever increasing environmental Structural Wattage destinations. externalities A fantastic future. Road hazard Rush hours The Ashland Renewable Energy Acquisition Frantic driving Department would then oversee planning. Intersection mass stampedes 1 EXHIBIT #1 And who's going to put all this together. and finally, if necessary, drawing straws Yours truly. (with the option to go to the end of the line). So the heck with sustainability talk. The city would hire an experienced managing Anemic green washing. Energy Performance Contractor Barely-hanging-on. to hand-pick from WORKING-local-carpenters Getting used to it. 10 applicants who would be Or simply accepting defeat. meticulously trained and thoroughly equipped with Best the Ashland Renewable Energy Acquisition advanced education modules, Department as a priority. With Huelz as director. updated procedural techniques, and cutting-edge specialty tools. Putting up to 10 MWs of Energy upgrading your homes. These brand new techniques and tools And teaching true Structural Wattage growth. will increase performance-per-time effectiveness So call your counselors. Call the mayor. 5 times over what is now existing, Appoint Huelz. enabling a true Ashland Community Development Director. market transformation at cost. And let's get started by cost-effectively leasing Tesla A Home Performance Contractor electric cars for all the counselors can walk into your house, so we can quickly learn where we're all going to. do a walk through with you, And what it feels like to be going the right way. setup his measuring equipment, share with you a video IR camera performance MEASURING walk through, print out a detailed itemized sequence 2. Home Energy Upgrades of cost-effective measures, arrange a no-money-down loan payment plan, On Jan 6th, I briefly described the identical to your current utility payment plan, Ashland Renewable Energy Acquisition and guarantee the entire set of results. Department All-in under 2 hours. as a drop-in replacement for the planning department. Then, To complete an all-at-one-time comprehensive This format consists of three divisions: 40 percent energy reduction, Expedited solar panel installations, the construction itself requires an average of 5 Home energy upgrades, and days Zero-net-energy destinations. With a loan pay back time of between 7 and 15 years, The home energy upgrade program is after which the savings increase, especially exciting, your home has accumulated value, as it accomplishes effectiveness the upgraders get REALLY GOOD never before achieved. at what they're doing, and you've eclipsed the dreaded retrofit dabblings. This is because ALL existing homes and buildings in Ashland Also hired is an MBA loan expert, will receive energy upgrades paperwork manager, with the first being: and crew scheduler. Empty homes for sale, Why all the cutting-edge to do? Then those of policy people, Because the 100 full-time contractors, subs, and Then those eager to have an upgrade, suppliers 2 EXHIBIT #1 fully-employed for the entire 25 years necessary to environmentally and morally upgrade ALL the homes and buildings in Ashland) providing a solid foundation for the would reduce Ashland's structural-energy needs hopefully doable planet Earth. 40 percent across the board, conveniently creating clean energy for something else. 3. Structural Wattage Learning Center Although these upgrades themselves do NOT require any incentives, as they cost At the Jan. 6th & Feb. 3rd public forums, the HOMEOWNER only 5 cents a k-watt-hour, I introduced the they DO require Ashland to staff these two Ashland Renewable Energy Acquisition new people, and those two would replace Department our current energy conservation division and it's 3 important decarbonizing divisions: which is, and has been, buying efficiency at $1 per k-watt-hour 1. City policy procured Solar Generators, for the last 10 years. 2. A Home Energy Upgrade program, and now the 3. Structural Wattage learning center. This division only measures electrically heated homes and then leaves. The Structural Wattage Learning Center uses Of those measured, only 3 percent go on to call absolutely the best-in-the-world ultimate a part-time, minimally trained, zero-net-energy-generation design to construct hopefully somewhat equipped weatherizer a mixed-use retail shop right downtown who can only dabble with improvements. easily gotten to from the regular tourist walk and easily recognized by it's awesome solar roof. And since Bonneville only incentivizes certain dabbles, they seem to get done Upon entering, you would see a sectional whether the home needs it or not. cut-away of the 2-foot thick R-70 wall assembly, All this, combined with redundant paper work A fully functional hands-on model is the cause of the $1 per k-watt-hour of the automatic window coverings, efficiency acquisition price. An animation of the entire solar-roof Furthermore, voltage-switching options for space heating, the half-million-dollar/yr conservation division electric vehicle charging, or both, would need to spend an entire $15M a year SIMPLY to cancel-out the planning department's A view of the actual utility room fascination with biligerently fossilizing tracing the air-to-water heat pump and it's various this wonderful town with water tank heat tank battery modes, typewriter and carbon-paper reruns, complimented with And of course, a real-time, see through ever so innocent fresh-air heat-recovery-ventilator showing what-ever-you-say green-washings. air movement through the transfer channels which can be adjusted by your very own breathing. And then add to that the $7M from the dangerizing externalities The floors above of real estate gotta-grow before gotta learn. would be overnight accommodations And then, add on top of that, with more information, the coming cost of climate change. hands-on with the actual equipment, and topped-off with a tour of the solar roof's I remind you the Ashland the various attic configurations. Renewable Energy Acquisition Department simply stops all new construction in Ashland Since this is the world's first and in its place administers a 30 times greater most desperate global-warming carbon reduction solution, demonstration solution that actually 3 EXHIBIT #1 functions perfectly, I introduced the Ashland both creating money and Renewable Energy Acquisition Department stabilizing the future planet Earth, and it's 3 decarbonizing divisions: it would be worth experiencing up-close and personal. 1. A Home Energy Upgrade program, 2. A Structural Wattage learning center, and now And what if the Department of Energy 3. City Policy Procured Solar Generators. chipped in on this monsterous learning event with instrumented data-logging verifications. Solar generators are roof-mounted solar panels One can only dream the sooner the better. and/or free-standing panel-arrays ground-mounted in yards or unused fields. Until then, there's a video to be found at YouTube Structural Wattage. Although these solar generators produce clean energy dependably for the next 30 to 50 years, And if you can get through the uber professional they have to be paid for all at once, presentation, and if you go so far as to from the get-go. study and research this Structural Wattage YouTube video In other words, the purchaser actually has to to the point of thorough understanding, pre-pay for 30 years of electricity. you'll confidently be on top of the whole subject. And that's a lot of up-front capital. What we're seeing here is a progression. Creative financing to the rescue. Throughout ancient history, the extra-human power source was wood. Thankfully, in the US there are dozens of And then we found coal, financial mechanisms, precisely designed which took a hundred years to integrate. to enable solar for every income bracket. and then we discovered gas, with new and improved methods introduced which took a hundred years to integrate. regularly. and now we've arrived at technology, The one requirement is which'll need a hundred years to integrate. A properly-facing sturdy roof. The only problem is, we've only got 20 years To date however, in Ashland, to deploy the renewable energy transition the only financial arrangement used has been the in order to avoid cooking the planet. simplist of all direct buy where the well-to-do owner can only Global warming solutions are here, purchase the installation for his own roof, but all, including everybody, with his own cash, leveraging his own tax liability, has to learn them pronto. and the city's cash grants. No matter what they look like or feel like. In other words, quicker than faster. Ashland has acquired a total of 1/2 megawatt in this way. Aesthetics are important. The only trouble is, Ashland should have Learning new aesthetics needs happen. already acquired 5 megawatts by now. And aesthetics are already changing. For instance, to spy an entire Again, creative financing to the rescue. solar panel roof, consisting of only solar panels, At this time, the three best financial what a welcome sight. mechanisms for solarizing any-and-all group properties in Ashland are: 1.The third-party tax-equity pass-through 4. City Policy Procured Solar Generators ownership 2.Community solar cooperative group buy, and the At the Jan. 6th, Feb. 3rd and 17th public forums, 3.Property assessed clean energy bonds 4 EXHIBIT #1 All are most complicated. And necessitate mountains of paperwork . Choosing one or two or three of these as a city policy for the duration would be great, Video Guide to All Four Speeches but the returns would quickly become sub-optimal comprising the complete summary of the and need to be constantly reinvented. Ashland Renewable Energy Acquisition Department Therefore, the best city policy would be to hire an expert MBA type, experienced in solar financing to stay on top of the best methods 1. "Introduction to AREAD" 3 min. and combinations of methods. Ashland.or.us On left go down to videos, City Meetings Archives, January 6, And the Up-Level picture gets even more complex. Takes you to vp.telvue. Wait. A chapter tab will appear, Chapter 8. Washington may or may not continue the federal tax credits, 2. "Home Energy Upgrade Program" 4Min. The state is trying-out a number of new policy Ashland.or.us On left go down to videos, rules City Meetings Archives, Feb. 3, The environmental externalities acknowledged Takes you to vp.telvue. Wait, true value of solar A chapter tab will appear, may become monetized at anytime, Chapter 4, min. 52-56 and the inevitable carbon tax would definitely rewrite everything across the board. 3. "Structural Wattage Learning Center" 5 min. Ashland.or.us On left go down to videos, Chase, Morgan Stanley, Citigroup and on and on City Meetings Archives, Feb. 17, the big banks and their buddies Takes you to vp.telvue. Wait, have already signed up. A chapter tab will appear, Chapter 5 There's plenty of money out there eager 4. "City Policy Procured Solar Generators" 5 min. to invest in solar right now. Ashland.or.us On left go down to videos, We just gotta go get it. City Meetings Archives, March 3 Organize it. Takes you to vp.telvue. Wait, and bring it on home. A chapter tab will appear, Chapter 6 And here, getting on with it, And don't forget, Ashland would be appropriately just-in-time Google "Structural Wattage" to retire it's solar incentive program all together, (YouTube "Structural Wattage") with one single exception: youtube.com/channel/UCIm-SSXivesYbta9-E_TMgg Every year, the residential or roof with the biggest panel array, most perfectly https://www.youtube.com/watch?v=nhdCRpbWXRg aimed,producing the most energy, would win an up-front cash grant for 30 Please watch the entire hour percent of the total installation cost and be to the point of understanding. You can do it. given the first prize for environmental leadership. Understanding these energy movement fundamentals will prepare you with a rock-solid basis protecting you from the barage of complications, both real and frivolous, coming at you soon. There will be a test. 5 EXHIBIT #1 Secretary of Energy, US Department of Energy, clearly sums up the current situation. (13min.) Search YouTube for: "Topic: Energy Technology and Innovation Speaker: Ernest Moniz° or (copy and paste both lines together as one link) http://m.youtube.com/watch?t=1 m24s&feature= youtu.be&v=j-pOz2e6reg (Texts of all 4 AREAD speeches above) 6 EXHIBIT #2 . 1 ~•1 ~s k. _ c I jww~ ni iual L.Ii)d (I f i i i i I c;nr i in,iI ~Ii t Fi i ii .nrh _ 4 y, W.~t [ I-. Normal h in Plan r u Ir Norma[ Neighborhood Fart n Land L: C-.:,id::.~t._:. overlay Zones L. Street Network. N0QhWhooo Coacutar Ailey NeiphFwrFxsOd Sfieet - - - - Mu11s.USa FffiIl CSr=scr.aLee, fvca' -Shared 51ree1 1 EXHIBIT #2 Land Use and Housing Density: 1. Housing Density gradation should move from south to north. This would place higher density development near the railroad tracks and within a relatively short distance to transit lines, parks and community facilities. This approach will also protect the existing viewshed. 2. Zoning designations applied within the Normal neighborhood area should be consistent with the zoning of adjacent land within the City Limits, and use zoning labels that are comparable to those used in the rest of the city while recognizing the Normal Neighborhood (NN) district. NN-1`5 3. Maintain option for neighborhood serving NN-1.35 businesses and services close to East Main St NNa-35-c near the northeast corner of the plan area. NN-2 Open Space: 1. Maintain the approach toward designation of open space and conservation areas proposed in the draft plan. The plan has been amended to allow non-conservation open space to be relocated provided there is no reduction in area through a E minor amendment process. A reduction in area would require a major plan amendment 2. Obtain a review of the final plan by the Parks I Department prior to adoption. Design issues: 1. Maintain a maximum building height of 35 feet. 2.Encourage the development of clustered housing that integrates with open space and respects the - viewshed. 3. Provide for a smooth transition between adjacent developments to promote neighborhood cohesiveness, provide open space in a coordinated manner, and secure an efficient circulation system. 2 EXHIBIT #2 Transportation- 1. The local neighborhood street network should incorporate multiple connections with East Main St as shown, and maintain the Normal Collector as designated in the draft plan. 2. Local neighborhood streets should be aligned to provide a grid pattern, including clear east-west connections. _ (I 3. Pedestrian and bicycle pathways are critical, especially as a means to connect residents with the middle school and the existing bike path. Road j Classificabons 4. Perimiter transportation improvements, ft _ e9 ' fog including the railroad crossing and improvements r to East Main St., are integral and should proceed- y 'shared in in concert with development. i, mUfi e,1 L "3 a ~ - i I 1 t j Road _ 'a ,.a. ~ Class`rfica6ons ~ l:_. ~rn2i~bprhgOC . { _ j ~ cdsctor C _ S i bctl SSracS -^r'.._ '.ice-•E 8 sha.M beM ' muro.~se pam Original Proposal Revised Proposal 3 EXHIBIT #2 1 AL a-, Original Proposal Revised Proposal . -4~Io iat` .~Sje S -'tiTn7 '•J19,e""a: , V Previous Land Use Designations Revised Land Use Designations (412014) (3/2015) Zone Density Zone Density NN-01 5 units per acre NN-1-5 4.5 units per acre NN-02 10 units per acre NN-1-3.5 7.2 units per acre NN-03 15 units per acre NN-1 -3.5-C 13.5 units per acre + mixed-use NN-03C 15 units per acre + NN-2 13.5 units per acre mixed-use 4 EXHIBIT #2 f r i s -Y i iAq • Normal Neighborhood Plan Working Group Update (4/15/2015) • Planning Commission Public Hearing (4/28/2015) • City Council Public Hearings (5/19/2015 & 6/16/2015). 5 EXHIBIT #2 w r g, g R t-i k r A n,. t ti L )i t Code section Change proposed 18.3.4.030 C.1 Added "A change in the Plan layout that provides an additional vehicular access point onto East Main Street or Clay Street ."as a major amendment requiring a Type 11 public hearing. 18.3.4, 040 A, 1-4 Modified Land Use designations to NN-1-5, NN-1-3.5, NN-1-3.5-C, and NN-2. Additionally changed the definition of NN-1-3 5-C to state 'multiple compact attached and/ordetached dwellings" instead of 'multiple dwelling units". 18.3 040 Table Modified Land Use designations to NN-1-5, NN-1-3.5, NN-1-3.5-C, and NN-2. Noted the Cottage Housing residential use line is provided as a placeholder to be consistent with Unified Land Use Ordinance when amended. 18.3.050 Table Included newly adopted dimensional standards (ULUO) for. • Minimum Front Yard to an unenclosed front porch - aft, or width of a public easement whichever is greater • Maintained 35ft or 2.5 story maximum height. (An increase to 40ft or three-stones through a conditional use permit process was recommended by the Planning Commission but not recommended by the working group. • Amended Maximum Lot Coverage percentages downward to match comparable city zones (NN-1-5 = 50%, NN-1-3.5= 55%, NN-2 = 65%) • Amended Minimum Required Landscaping percentages upward to match comparable city zones (NN-1-5 = 50%, NN-1-3.5= 45%, NN-2 = 35%) • Amended Minimum Outdoor Recreation Space requirement for NN-1-3.5 to match comparable city zones (NN-1-3.5 = not applicable) 18.3.4.060 3, 2 Cottage Housing standards were amended to note the requirements and applicable density bonuses are pending ULUO amendments. 18.3.4.075 Added a placeholder section to accommodate any future provisions relating to the establishment and applicability of an advance financing district within the area. Complete ordinance Corrected numerous references to the final adopted ULUO section and subsection numbering. 6 EXHIBIT #2 I i k t I r yr . e-yr Narmal Nelphborhaod Plan Ara. W..- Resources (Wetland') fin 8.. ?,W "I "I" ~.a LOr'.~yer S~.acn i,aa I r t ~I c nohx Y F Normal tis;ih~aorhood Plan A- W.., R.--, ~-~Id.n ~+x.ir^.ar.{,cM:Saraj t_.=1';A1;ir]...^tf Mdfx!, ' 7 CITY OF ASHLAND TREE COMMISSION Minutes March 5, 2015 CALL TO ORDER - Chair Greg Trunnell called the meeting of the Ashland Tree Commission to order at 6:00 p.m. on March 5, 2015 in the Siskiyou Room of the Community Development and Lnginecring Services Building located at 51 Winburn Way, Ashland, Oregon. Commissioners Council Liaison Ken Schmidt Carol Voisin Gregg Trunnell Staff Russ Neff Derck Severson, Associate Planner Casey Roland Carolyn Schwendener, Admin Christopher John Pete Baughman, Parks Liaison APPROVAL OF MINUTES Schmidt/Trunnell m/s to approval of minutes of the February 5, 2015 Tree Commission meeting. Voice Vote: All Ayes minutes were approved as presented. PUBLIC FORUM Bill and Pat Scheuner were present to observe and gain understanding of what the Tree Commission does. They have recently moved to Ashland from El Dorado County. Mr. Scheuner is a graduate of Oregon State University with a degree in Forest Management. He spent thirteen years as a Forest Service Culturist and eight years in the University of California Cooperative extensions Master Gardeners. Mr. Scheuner's last job was the nursery manager at the Forest Service Nursery in Placerville California. The Commissioners invited him to become a member of the Tree Commission. ANNOUNCEMENTS & LIAISON REPORTS City Council Liaison - Voisin reported that City Council with a four to one vote approved the purchase and sale agreement with the Housing Authority of Jackson County for the City owned property located at 380 Clay Street. The Housing Authority plans to use the property to expand its affordable housing development in the area. The sale agreement includes a contingency that the sale will not close until a permit has been issued for the removal of the Cottonwood tree located on that property. Voisin reviewed the process for the removal of the tree informing the Commission that it starts with them. After the City applies for a Planning Action to remove the tree the Tree Commission will review the application and make a recommendation to the Planning Commission. The Planning Commission is the approval authority, but there is an appeal process that could take a Planning Commission decision to the City Council if appealed. Voisin said that $24,000 from the Transient Occupancy Tax has been allocated for two new welcome signs at both the south and north ends of town as well as for hanging plants in the downtown area. The Council passed the Film and Media Ordinance. The pool at Southern Oregon University is being torn down and currently there is no plan to replace it. It was decided to put a cover over the City pool located at Hunter Park so that High School students can practice year round. Voisin added that the cost is around $100,000 and the school district appears to be willing to pay for it. The March 17th Council meeting will include a drought update and a discussion around the proposed Accessory Traveler's Accommodation Ordinance in R-1 and R-2 zones. No date has been set yet for the governmental agreement between ODOT and the City regarding the Welcome Center. Voisin announced that March 8 is International Woman's Day and April 28th is a Wildlife Summit. The Commissioners briefly discussed the removal of the tree on 380 Clay Street, which did receive Tree of the Year in 2013. Severson encouraged the Commissioners to focus on the criteria when making a recommendation with regard to the tree removal, and explained that the applicable criteria are provided with the application notice. Severson reminded the Commissioners that in their quasi-judicial role they cannot participate in a decision if they are biased and unable to fairly consider the request in light of the applicable criteria. He stressed they need to be careful about expressing bias in the interim while waiting for this application. Parks & Recreation Liaison - Baughman will discuss the recommendation of a location for the Arbor Day planting later in the meeting when they get to that agenda item. Community Development Liaison - Severson commented that at last month's meeting there was mention of rubber sidewalks. After a visit to look at the rubber sidewalks in Central Point Severson brought in pictures to show the Commissioners. He has been taking pictures of those particular sidewalks since 2007 and it seems to be accommodating the trees very well. After speaking with the staff in Central Point they confirmed the project has been successful and would not hesitate to use them again. Severson announced that the Wildfire Lands Ordinance amendments will be coming to the Tree Commission in April. The Fire Department is looking at modifying the Wildfire Lands to incorporate the entire City. Severson distributed information regarding the upcoming Airport Code Amendments. The Airport Commission is working on the Master Plan for the airport and would like to change some of the code to facilitate the development there. They would like the same allowances the Parks Department has for removing trees in the park without tree removal permits if trees need to be removed for safety when mandated by the Federal Aviation Administration (FAA). They would also like some flexibility with regard to landscaping requirements. This item will come back to the Commission in the next month or two. TYPE I REVIEWS PLANNING ACTION: PA-2014-02023 SUBJECT PROPERTIES: 678 Glendale Avenue APPLICANT: Canopy LLC OWNER: Siskiyou Initiative, dba Siskiyou School DESCRIPTION: A request for a Tree Removal Permit to remove three trees: an 11'/2-inch diameter at breast height (DBH) Scots Pine (pinus sylvestris), a ten-inch DBH Thundercloud Plum (prunus cerasifera), and a 13-inch DBH Ponderosa Pine (pinus ponderosa) from the property located at 678 Glendale Avenue. The subject property received Conditional Use and Site Review Permit approval under Planning Action #2013-01695 to utilize the single family residence at 678 Glendale Avenue as added break-out classroom and administrative/faculty space for the Siskiyou School, a private school located on the adjacent property to the east at 631 Clay Street. These three trees were identified to be preserved and protected in that approval, however after subsequent assessment by an arborist the applicants are requesting to remove them as hazard trees. Commissioner John recused himself because he is the project arborist on this job, Trunnell and Schmidt did site visits. Severson explained that this property is in a Single Family zone and is occupied by a Single Family residence which typically is exempt from tree removal permit requirements. The Siskiyou School received a Conditional Use Permit (CUP) to use the house for classroom space for a small number of students. One of the bases for that CUP approval was that the mature trees in the back of the property provided a buffer to the adjacent neighboring residential properties. The presence of Cemetery Creek and its associated Water Resource Protection zone also bring a higher level of regulation to the property with regard to tree removal. Severson stated that two of the trees are leaning and meet the criteria for hazard tree removal but the third does not seem to present a clear public safety hazard and staff is not recommending its removal. John confirmed that the issue surrounding the third tree is really the overcrowding of the other trees. John also explained that the students at the Siskiyou School voted to save the Ponderosa Pine. Trunnell/Schmidt m/s to recommend that the 11 %-inch diameter at breast height (DBH) Scots Pine and the ten-inch DBH Thundercloud Plum be removed leaving the 13-inch DBH Ponderosa Pine. Voice Vote: All Ayes motion passed. PLANNING ACTION: PA-2015-00178 SUBJECT PROPERTY: 156, 160 & 164 Van Ness APPLICANT: Sean and Julia Downey DESCRIPTION: The request is for Site Design Review to allow for two dwelling units on the consolidated parcel; one of the dwellings will be the existing cottage moved to the rear of the property accessed off of the alley and a new residence constructed at the front of the parcel. Site Review approval is also requested for two units at 156 Van Ness, the existing cottage at 160 Van Ness is proposed to move to rear of that property. A tree removal permit is also requested to a seven inch DBH Box Elder tree. Trunnell, Schmidt and Christopher did site visits. After a discussion the Commissioners did not see an issue in removing the tree. There was a concern for the two Elm Trees in the middle of the property on how they will be protected during the moving of the home. Severson acknowledged the applicants narrative said there would be protective fencing around those trees. Severson will be sure there is a tree protection plan in conjunction with the ordinance. The applicant plans on mitigating two trees for the one tree being removed. Schmidt/Trunnell m/s to recommend the approval of the removal of the Box Elder tree. Voice Vote: All Ayes motion passed. DISCUSSION ITEMS The following is the schedule for Tree Commission/Arbor Week activities. • On Tuesday, March 17th at 7:00 p.m., Tree Commission will make its annual presentation to the City Council. The Commission chair and Community Development liaison will be there, along with any other commissioners who may show up. At that time, the Mayor will make a proclamation of April 5-11 as Arbor week in Ashland, and the Arbor Day Foundation may present the annual Tree City USA award - this is a benchmark year as Ashland is one of only three Oregon cities to have been a Tree City for 30 years or more. • On Wednesday, April 8th at 12:00 noon, the City and Tree Commission will present Southern Oregon University with the 2014 Tree of the Year award for the large Silver Maple which was protected during recent construction of their two new North Campus Village residence halls and which now is the centerpiece to the large courtyard area between the dorms. This will be done in conjunction with SOU's being named a "Tree Campus USA" and that there will be quite a bit of media coverage. • On Friday, April 10th at 10:00 a.m., the Tree Commission will plant a large stature tree donated by Commissioner Casey Roland in Ashland Creek Park at 27 East Hersey Street. (If the Tree City USA Award isn't presented at 3/17 Council, it will be here.) • On Saturday, April 25th the Tree Commission will be participating in the Rogue Valley's annual Earth Day celebration. NEW BUSINESS ITEMS FROM COMMISSIONERS Roland remarked that he previously took some cuttings from the Cottonwood Tree located at 380 Clay Street. The cuttings were successful and the starts are located at Plant Oregon. The Commissioners would like to see the Jackson County Housing Authority replace the dead street trees along Clay Street in front of the Snowberry Brook complex. Roland offered to work with Severson on ordinance language and permitting requirements to more clearly address the topping of trees. The current ordinance is vague regarding the definition of tree topping and the Commission would like to see it be more complete. ADJOURNMENT Meeting adjourned at 7:10p.m., Next meeting: April 9, 2015 Respectively submitted by Carolyn Schwendener CITY OF ASHLAND Council Communication April 21, 2015, Business Meeting Liquor License Application for Sean Simpson dba The Playwright Public House FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Sean Simpson dba The Playwright Public House at 258 A Street #3B. BACKGROUND AND POLICY IMPLICATIONS: Application is for a "change in ownership." 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) and has been reviewed by the Police Department. 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 and has been reviewed by the Police Department. 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 Sean Simpson dba The Playwright Public House. ATTACHMENTS: Liquor License Application Page 1 of 1 OREGON LIQUOR CONTROL COMMISSION LIQUOR LICENSE APPLICATION APQlication is being made for: CITY AND COUNTY USE ONLY LICENSE TYPES ACTIONS Date application received: 1*F II On-Premises Sales ($402.60/yr) &Change Ownership Commercial Establishment ❑ New Outlet The City Council or County Commission, ❑ Caterer ❑ Greater Privilege ❑ Passenger Carrier ❑ Additional Privilege (name of city or county) ❑ Other Public Location ❑ Other recommends that this license be: ❑ Private Club ❑ Limited On-Premises Sales ($202.60/yr) ❑ Granted ❑ Denied ❑ Off-Premises Sales ($100/yr) By: ❑ with Fuel Pumps (signature) (date) ❑ Brewery Public House ($252.60) Name: ❑ Winery ($2501yr) ❑ Other: Title: 90-DAY AUTHORITY tha OLCC USE NLY Check here if you are applying for a change of ownership at a business t has a current liquor license, or if you are applying for an Off-Premises Application Rec'd by: Sales license and are requesting a 90-Day Temporary Authority APPLYING AS: Date: 3, ! )s ❑Limited Corporation Limited Liability ❑ Individuals Partnership Company 90-day authority: ~kYes ❑ No 1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide] o A 0 7T IS 77,- 2. Trade Name (dba): 'II~dd~ 3. Business Location:f ~3Lk sZd v. (number, street, rural route) (city) (county) (state) (ZIP code) 4. Business Mailing Address: 2 5 CJ A eC A A5VA I Awl' D (7}- 011 S 2 y (PO box, number, str'eett, rural route) ~y (city) (state) (ZIP code) 5. Business Numbers: c "1 - W{ 6 -te "I 1 ~ O (phone) (fax) 6. Is the business at this location currently licensed by OLCC? 'Yes ❑No 7. If yes to whom: SC 0 Type of License: Lo 8. Former Business Name: - IIV R~1~4 C Pvgj 512 9. Will you have a manager? Yes ❑No Name: a ~L.kJS (manager must fill out an individual History form) 10. What is the local governing body where your business is located? .,l c_(c5m- (name of city or county) 11. Contact person for this application: ~ 75~k ~,y l 9q q 6-! i' (name) (phone number(s)) (address) (fax number) (e-mail a z, P I understand that if my answers are not true and complete, the OLCC may deny my license application. Appli ant(s) Sign ture(s) and Date: i0 Date -~S tt (S O Date © Date d I 40 y Date r 31 36')!"00.452-0LCC (6522) 9 www.oregon.gov/olcc (rev. 0a1201 CITY OF ASHLAND Council Communication April 21, 2015, Business Meeting Liquor License Application for Jamie North dba Flip FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Jamie North dba Flip at 92 N 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) and has been reviewed by the Police Department. 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 and has been reviewed by the Police Department. 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 Jamie North dba Flip at 92 N Main Street. ATTACHMENTS: Liquor License Application Page 1 of I FWA ~ , r Atfti q9 OREGON LIQUOR CONTROL COMMISSION LIQUOR LICENSE APPLICATION ADplication is being made for: CITY AND COUNTY USE ONLY LICENSE TYPES ACTIONS Date application received: (Full On-Premises Sales ($402.60/yr) 0 Change Ownership ® Commercial Establishment ew Outlet The City Council or County Commission: ® Caterer Greater Privilege E3 Passenger Carrier [3 Additional Privilege (name of city or county) ® Other Public Location 0 Other recommends that this license be: Private Club imited On-Premises Sales ($202.60/yr) ❑ Granted L1 Denied Off-Premises Sales ($100/yr) By: 0 with Fuel Pumps (signature) (date) ® Brewery Public House ($252.60) Name: ❑ Winery ($250/yr) ® Other: Title: 90-DAY AUTHORITY OLCC OUL ❑ Check here if you are applying for a change of ownership at a business that has a current liquor license, or if you are applying for an Off-Premises Application ec' b Sales license and are requesting a 90-Day Temporary Authority APPLYING AS: Date: ®Limited 0Corporation [3 Limited Liability ®Individuals Partnership Company 90-day authority' El Yes No 1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide] (D ~i'9 , 1A(. 30 02 2. Trade Name (dba): I'0 n~1 { q 3. Business Location: Z N , ► Y l CI U~- STYlPd_ A d 1 ~ (number, street, rural route) (city) (county) (state) (ZIP code) 4. Business Mailing Address: ~ ~ /U • sT 4.s~~ a ~ I ~S-L4 (PO box, number, `street, rural route) (city) (state) (ZIP code) 5. Business Numbers: V'T - ~ U, • ±L-~2 (phone) (fax) 6. Is the business at this location currently licensed by OLCC? 13Yes VNo 7. If yes to whom: Type of License: 8. Former Business Name: 9. Will you have a manager? *es OVo Name: (manager must fill out an Individual Histo(~ form) 10. What is the local governing body where your business is located? i t Sv1 ~C~•ti~ ` (name of city or county) 11. Contact person for this application: ~a l `f b &YI - -YL~' , U (name (phone number(s)) ~ 2A ~i rr~.( !-cam f-" ~ c~ , ~St, `l o wLi-e (address) (fax number) ( mail address) , C py✓ I understand that if my answers are not true and complete, the OLCC may deny my license appli t;wr), Applicant(s) nature(s) and Date: J V Date 3/14/5-0, Z / 5O Dat "15 © Date ® Pate 1-800-452-OLCC (6522) • www.oregon.gov/olcc (rev. ` oan12o~01 (rei) CITY OF -AS H LA N D Council Communication April 21, 2015, Business Meeting Liquor License Application for Haggen Opco North, LLC dba Haggen FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Haggen Opco North, LLC dba Haggen at 585 Siskiyou Blvd (formerly Safeway) BACKGROUND AND POLICY IMPLICATIONS: Application is for a "change in ownership." 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) and has been reviewed by the Police Department. 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 and has been reviewed by the Police Department. 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 Sean Simpson dba The Playwright Public House. ATTACHMENTS: Liquor License Application Page 1 of I 7r, AM 4h, OREGON LIQUOR CONTROL COMMISSION IGV- LIQUOR LICENSE APPLICATION Application is being Mpde for: C(TY aND COUNTY USE ONLY ! LICENSE TYPES ACTIONS Data application acoi.ed: © Full On-Premises Sales ($402.60/yr) Change Ownership Commercial Establishment Q New Oudet The City Council or County Commission: OCaterer © Greater Privilege © Passenger Carrier Q Addidonal Prid"lege (name of ay or county) Q Other Public Location Gj~lther _7f` recommends that this license be: © Private Club ' Limited On-Premises Sales ($202.60/yr) 0 Granted ❑ Denied El 0 Off-Premises Sales ($1001yr) By: ©wtth Fuel Pumps (y' (signature) (date) Q Brewery Public House ($252.60) (~3 Name: © Winery ($250/yr) tt © Other: Title: 90-DAY AUTHORITY El Check here if you are applying for a change of ownership at a business OLCC USE ONLY that has a current liquor license, or if you are applying for an off-Premises Application Recd by: Sales license and are requesting a 90-Day Temporary Authority , Date., AS: ©Limited QCorporatlon El Limited Liability C31ndividuals 90-da authoriYes ❑ No Partnership Company y ty1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide] Q Haggen Opco North, LLC 0 2. Trade Name (dba): Haggen #2095 3, BuSln@SS Location: 5115 Siskiyou Blvd Ashland Jackson OR 97520 (number, street, rural routs) (city) (county) (state) (ZIP code) 4, Business Mailing Address: PO Box 20, 250 Parkcenter Blvd. Boise ID 83706 (PO box, number, street, rural route) (city) (state) (ZIP code) 5, Business Numbers: 360-733-8720 (phone) (fax) 6. Is the business at this location currently licensed by OLCC? []Yes QNo 7. If yes to whom: - _Typeoff License: Off-Premises B. Former Business Name ~i✓.-' t I JL~~ 9. Will you have a manager? OYes ®No Name: Dale Wilson (regional manager) (manager must fill out an Individual History form) 10. What is the local governing body where your business Is located? city of Ashland (name of city or county) 11. Contact person for this application: A yssa McTimpeny, Davis Wright Tremaine LLP 503-778-5469 (name) (phone number(s)) 13DO SW Fifth Ave., Suite 2400, Portland, OR 97201 alyssamctimpeny!2dwt.oom _ (address) (fax number) (e-mall address) I understand that if my answers are not true and complete, the OLCC may deny my license application. A~ s Sand Date: J m Date 313 f 15~ ® Date 0 Date m Date 1-800-452-OLCC (6522) • www.oregon.gov/olco t„ri.oeno„t -h CITY OF Council Communication April 21, 2015, Business Meeting Intergovernmental Agreement for Hersey St. Sidewalk Construction Project Right-of-Way Services FROM: Scott Fleury Engineering Services Manager, Public Works, fleurysr ashland.or.us SUMMARY This is an Intergovernmental Agreement (IGA) with the Oregon Department of Transportation for right-of-way (ROW) services for the Hersey St. Sidewalk Improvement Project. The ROW services IGA will outline the responsibilities surrounding negotiations, acquisition and review required to obtain ROW and construction access for the project. BACKGROUND AND POLICY IMPLICATIONS: An IGA approving the Hersey St. Sidewalk Project was previously approved by the Council. The overall project involves engineering design and construction of infill sections of sidewalk between Oak St. and N. Main along the north side of Hersey St. This grant-based project is a Congestion Mitigation and Air Quality (CMAQ) improvement. The engineering design portion of the project is currently being developed through a qualification based selection process. The approval of this ROW services agreement is needed to allow the City and the Oregon Department of Transportation (ODOT) to conduct any ROW acquisition, perform appraisals and perform documentation review for adherence to legal standards. City staff and ODOT believe there will be ROW acquisition required as part of the project. The City has previously executed similar documents for the Walker Ave., Plaza Ave. and `C' Street and Eureka CMAQ projects. In some previous instances, the ROW services agreements were part of the original IGA. ODOT is now requiring the ROW agreements to be separate from the project agreements. Given the potential for ROW acquisitions, this agreement is required. The $20,000 project fee is the standard set-aside for ODOT's review of the files and ROW certification for the project. These fiords can be allocated from the CMAQ or City portion depending on the final project budget. COUNCIL GOALS SUPPORTED: 13. Develop and support land use and transportation policies to achieve sustainable development. 13.3 Support alternative transportation choices. FISCAL IMPLICATIONS: The financial implication is the associated maximum cost of $20,000 for ODOT to perform any ROW review services. The funding for this can be associated with the CMAQ grant, depending on the Page 1 0£2 Ill CITY OF -ASHLAND budget, or from the street fund. The CMAQ grant carries a maximum federal amount of $531,000. Anything over this amount must be covered by the City of Ashland. Public Works is currently budgeting $250,000 in the BN2015-17 street fund to cover the required 10.27% match along with a contingency to cover additional expenses if they arise. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of an IGA with ODOT for ROW Acquisition. SUGGESTED MOTION: I move approval of intergovernmental agreement no. 30285 with ODOT for right-of-way services associated with the Hersey St. Sidewalk CMAQ project. ATTACHMENTS: 1. Intergovernmental Agreement no. 30285 for ROW services 2. Local Agency Agreement no. 29101 CMAQ 3. Tune 4. 2013 Council Meeting Minutes Page 2 of 2 ill Misc. Contracts and Agreements No. 30285 INTERGOVERNMENTAL AGREEMENT FOR RIGHT OF WAY SERVICES Hersey Street Sidewalk: N Main Street to Oak Street (Ashland) THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State"; and CITY OF ASHLAND, acting by and through its elected officials, hereinafter referred to as "Agency," both herein referred to individually or collectively as "Party" or "Parties." RECITALS 1. By the authority granted in Oregon Revised Statute (ORS) 190.110, 283.110, 366.572 and 366.576, state agencies may enter into agreements with units of local government or other state agencies for the performance of any or all functions and activities that a Party to the agreement, its officers, or agents have the authority to perform. 2. By the authority granted in ORS 366.425, State may accept deposits of money or an irrevocable letter of credit from any county, city, road district, person, firm, or corporation for the performance of work on any public highway within the State. When said money or a letter of credit is deposited, State shall proceed with the Project. Money so deposited shall be disbursed for the purpose for which it was deposited. 3. That certain Hersey Street is a city street under the jurisdiction and control of Agency and Agency may enter into an agreement for the acquisition of real property. 4. N/A, is a part of the state highway system under the jurisdiction and control of the Oregon Transportation Commission (OTC). 5. This Agreement shall define roles and responsibilities of the Parties regarding the real property to be used as part of right of way for road, street or construction of public improvement. The scope and funding is further described in Local Agency Agreement number 29101. Hereinafter, all acts necessary to accomplish services in this Agreement shall be referred to as "Project." 6. As of this time there are no local public agencies (LPAs) certified to independently administer federal-aid projects for right of way services. Therefore, State is ultimately responsible for the certification and oversight of all right of way activities under this Agreement (except as provided under "Agency Obligations" for LPAs in State's certification program for consultant selection). NOW THEREFORE, the premises being in general as stated in the foregoing Recitals, it is agreed by and between the Parties hereto as follows: TERMS OF AGREEMENT 1. Under such authority, to accomplish the objectives in Agreement No. 29101, State and Agency agree to perform certain right of way activities shown in Special Provisions - Exhibit A, attached hereto and by this reference made a part hereof. For the right of way services R= Services IGA (Revised October 10, 2014) - 1 - State performs on behalf of the Agency, under no conditions shall Agency's obligations exceed a maximum of $20,000.00, including all expenses, unless agreed upon by both Parties. 2. The work shall begin on the date all required signatures are obtained and shall be completed no later than July 31, 2019, on which date this Agreement automatically terminates unless extended by a fully executed amendment. 3. The process to be followed by the Parties in carrying out this Agreement is set out in Exhibit A. 4. It is further agreed both Parties will strictly follow the rules, policies and procedures of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, ORS Chapter 35 and the "State Right of Way Manual." STATE OBLIGATIONS 1. State shall perform the work described in Special Provisions - Exhibit A. 2. With the exception of work related to appraisals, State shall not enter into any subcontracts for any of the work scheduled under this Agreement without obtaining prior written approval from Agency. 3. State shall perform the service under this Agreement as an independent contractor and shall be exclusively responsible for all costs and expenses related to its employment of individuals to perform the work under this Agreement including, but not limited to, retirement contributions, workers compensation, unemployment taxes, and state and federal income tax withholdings. 4. State's right of way contact person for this Project is Jayne Randleman, Senior Right of Way Agent, 100 Antelope Road, White City, OR 97503, 541-774-6394, jayne.a.rand leman@odot.state. or.us, or assigned designee upon individual's absence. State shall notify the other Party in writing of any contact changes during the term of this Agreement. AGENCY OBLIGATIONS 1. Agency shall perform the work described in Special Provisions - Exhibit A. 2. Agency certifies, at the time this Agreement is executed, that sufficient funds are available and authorized for expenditure to finance costs of this Agreement within Agency's current appropriation or limitation of current budget. Agency is willing and able to finance all, or its pro-rata share of all, costs and expenses incurred in the Project up to its maximum. 3. Agency's needed right of way services, as identified in Exhibit A, may be performed by qualified individuals from any of the following sources: a. Agency staff, -2- 30285 b. State staff, c. Staff of another local public agency, as described in ODOT's Right of Way Manual and approved by the State's Region Right of Way Office; d. Consultants from State's Full Service Architectural and Engineering (A&E) Price Agreement 2 Tier Selection Process. Tier 2 procurements must be requisitioned through State's Local Agency Liaison (LAL) with solicitation process administered by State Procurement Office. Forms and procedures for Tier 2 process are located at- ; http://www.oregon.gov/ODOT/CS/OPO/docs/fs/tier2quide.doc e. *Appraiser services procured by Agency from State's Qualified Appraiser List (on line at http~//www.oregon.gov/ODOT/HWY/ROW/Pages/index. aspx); f. *Other right of way related services procured by Agency from any source of qualified contractors or consultants. * Selections may be based on price alone, price and qualifications, or qualifications alone followed by negotiation. Federally funded procurements by Agency for right of way services must be conducted under State's certification program for consultant selection and must comply with requirements in the LPA A&E Requirements Guide (and must use the State's standard A&E Contract Template for LPAs which may be modified to include State-approved provisions required by Agency). State and local funded procurements by Agency must be in conformance with applicable State rules and statutes for A&E "Related Services" (and Agency may use its own contract document). 4. If Agency intends to use Agency staff, staff of another local public agency, consultants (except for consultants on State's Qualified Appraiser List), or contractors to perform right of way services scheduled under this Agreement, Agency must receive prior written approval from State's Region Right of Way Office. 5. The LPA A&E Requirements Guide and A&E Contract Template referenced above under paragraph 3 are available on the following Internet page- http://www.oregon.gov/ODOT/CS/OPO/Pages/ae.aspx#Local Public Agency (LPA) Cons ultant Templates and Guidance Docs. 6. Agency or its subcontractor will strictly follow the rules, policies and procedures of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, ORS Chapter 35 and the "State Right of Way Manual." 7. Agency represents that this Agreement is signed by personnel authorized to do so on behalf of Agency. 8. Agency's right of way contact person for this Project is Scott Fleury, Engineering Services Manager, 51 Winburn Way, Ashland, OR 97520, 541-552-2412, fleurys@ashland.or.us, or assigned designee upon individual's absence. Agency shall notify the other Party in writing of any contact information changes during the term of this Agreement. -3- 30285 PAYMENT FOR SERVICES AND EXPENDITURES: 1. In consideration for the services performed by State (as identified in the attached Exhibit A), Agency agrees to pay or reimburse State a maximum amount of $20,000.00. Said maximum amount shall include reimbursement for all expenses, including travel expenses. Travel expenses shall be reimbursed to State in accordance with the current Oregon Department of Administrative Services' rates. Any expenditure beyond federal participation will be from, or reimbursed from, Agency funds. Payment in Agency and/or federal funds in any combination shall not exceed said maximum, unless agreed upon by both Parties. 2. Agency agrees to reimburse salaries and payroll reserves of State employees working on Project, direct costs, costs of rental equipment used, and per-diem expenditures. a. Agency agrees to pay or reimburse all salaries and payroll reserves of State employees working on Project, direct costs, costs of rental equipment used, and per-diem expenditures, plus 10 percent surcharge on salary costs to cover administrative costs of Right of Way Section. b. State shall present invoices for 100 percent of actual costs incurred by State on behalf of the Project directly to Agency's right of way contact for review and approval. Such invoices shall be in a form identifying the Project, the agreement number, invoice number or account number, and shall itemize all expenses for which reimbursement is claimed. Invoices shall be presented for periods of not less than one (1) month duration, based on actual expenses incurred. c. Upon completion of right of way acquisition and receipt from State of a final itemized statement, Agency shall pay an amount which, when added to said advance deposit, will equal 100 percent of the final total actual cost. Any portion of deposits made in excess of the final total costs of Project shall be refunded to Agency. GENERAL PROVISIONS: 1. This Agreement may be terminated by either Party upon thirty (30) days' notice, in writing and delivered by certified mail or in person, under any of the following conditions. a. If either Party fails to provide services called for by this Agreement within the time specified herein or any extension thereof. b. If either Party fails to perform any of the other provisions of this Agreement or so fails to pursue the work as to endanger performance of this Agreement in accordance with its terms, and after receipt of written notice fails to correct such failures within ten (10) days or such longer period as may be authorized. c. If Agency fails to provide payment of its share of the cost of the Project. -4- 30285 d. If State fails to receive funding, appropriations, limitations or other expenditure authority sufficient to allow State, in the exercise of its reasonable administrative discretion, to continue to make payments for performance of this Agreement. e. If federal or state laws, regulations or guidelines are modified or interpreted in such a way that either the work under this Agreement is prohibited or State is prohibited from paying for such work from the planned funding source. 2. Any termination of this Agreement shall not prejudice any rights or obligations accrued to the Parties prior to termination. 3. Agency acknowledges and agrees that State, the Oregon Secretary of State's Office, the federal government, and their duly authorized representatives shall have access to the books, documents, papers, and records of Agency which are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts, and transcripts for a period of six (6) years after final payment. Copies of applicable records shall be made available upon request. Payment for costs of copies is reimbursable by State. 4. Agency shall comply with all federal, state, and local laws, regulations, executive orders and ordinances applicable to the work under this Agreement, including, without limitation, the provisions of ORS 279B.220, 279B.225, 279B.230, 279B.235 and 279B.270 incorporated herein by reference and made a part hereof. Without limiting the generality of the foregoing, Agency expressly agrees to comply with (i) Title VI of Civil Rights Act of 1964; (ii) Title V and Section 504 of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990 and ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. 5. All employers that employ subject workers who work under this Agreement in the State of Oregon shall comply with ORS 656.017 and provide the required workers' compensation coverage unless such employers are exempt under ORS 656.126. Employers Liability insurance with coverage limits of not less than $500,000 must be included. Both Parties shall ensure that each of its subcontractors complies with these requirements. 6. If any third party makes any claim or brings any action, suit or proceeding alleging a tort as now or hereafter defined in ORS 30.260 ("Third Party Claim") against State or Agency with respect to which the other Party may have liability, the notified Party must promptly notify the other Party in writing of the Third Party Claim and deliver to the other Party a copy of the claim, process, and all legal pleadings with respect to the Third Party Claim. Each Party is entitled to participate in the defense of a Third Party Claim and to defend a Third Party Claim with counsel of its own choosing. Receipt by a Party of the notice and copies required in this paragraph and meaningful opportunity for the Party to participate in the investigation, defense and settlement of the Third Party Claim with counsel of its own choosing are conditions precedent to that Party's liability with respect to the Third Party Claim. -5- 30285 7. With respect to a Third Party Claim for which State is jointly liable with Agency (or would be if joined in the Third Party Claim), State shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by Agency in such proportion as is appropriate to reflect the relative fault of State on the one hand and of Agency on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of State on the one hand and of Agency on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. State's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if State had sole liability in the proceeding. 8. With respect to a Third Party Claim for which Agency is jointly liable with State (or would be if joined in the Third Party Claim), Agency shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by State in such proportion as is appropriate to reflect the relative fault of Agency on the one hand and of State on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of Agency on the one hand and of State on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. Agency's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if it had sole liability in the proceeding. 9. The Parties shall attempt in good faith to resolve any dispute arising out of this Agreement. In addition, the Parties may agree to utilize a jointly selected mediator or arbitrator (for non-binding arbitration) to resolve the dispute short of litigation. 10. When federal funds are involved in this Agreement, Exhibits B and C are attached hereto and by this reference made a part of this Agreement, and are hereby certified to by Agency. 11. When federal funds are involved in this Agreement, Agency, as a recipient of federal funds, pursuant to this Agreement with the State, shall assume sole liability for Agency's breach of any federal statutes, rules, program requirements and grant provisions applicable to the federal funds, and shall, upon Agency's breach of any such conditions that requires the State to return funds to the Federal Highway Administration, hold harmless and indemnify the State for an amount equal to the funds received under this Agreement; or if legal limitations apply to the indemnification ability of Agency, the indemnification amount shall be the maximum amount of funds available for expenditure, -6- 30285 including any available contingency funds or other available non-appropriated funds, up to the amount received under this Agreement. 12. The Parties hereto agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the Parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid. 13. This Agreement may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all Parties, notwithstanding that all Parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original. 14. This Agreement and attached exhibits and Agreement No. 29101 constitute the entire agreement between the Parties on the subject matter hereof. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. No waiver, consent, modification or change of terms of this Agreement shall bind either Party unless in writing and signed by both Parties and all necessary approvals have been obtained. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. The failure of State to enforce any provision of this Agreement shall not constitute a waiver by State of that or any other provision. THE PARTIES, by execution of this Agreement, hereby acknowledge that their signing representatives have read this Agreement, understand it, and agree to be bound by its terms and conditions. Signature Page to Follow -7- 30285 CITY OF ASHLAND, by and through STATE OF OREGON, by and through elected officials its Department of Transportation By By Mayor State Right of Way Manager Date Date By APPROVAL RECOMMENDED City Recorder By Date Region 3 Right of Way Manager APPROVED AS TO LEGAL SUFFICIENCY Date By By Agency Counsel Date Date Agency Contact: APPROVED AS TO LEGAL SUFFICIENCY Scott Fleury Engineering Services Manager By N/A 51 Winburg Way Assistant Attorney General Ashland, OR 97520 541-552-2412 Date fleurys@ashland.or.us APPROVED State Contact: (If Litigation Work Related to Condemnation is Kelli Sparkman to be done by State) Local Agency Liaison 100 Antelope Road By N/A White City, OR 97503 Chief Trial Counsel 541-774-6382 kelli.sparkman@odot.state.or.us Date -8- 30285 SPECIAL PROVISIONS EXHIBIT A Right of Way Services THINGS TO BE DONE BY STATE OR AGENCY 1. Pursuant to this Agreement, the work performed on behalf of the Agency can be performed by the Agency, the Agency's consultant, the State or a State Flex Services consultant, as listed under Agency Obligations, paragraph 3 of this Agreement. The work may be performed by Agency staff or any of these representatives on behalf of Agency individually or collectively provided they are qualified to perform such functions and after receipt of approval from the State's Region 3 Right of Way Manager. 2. With the exception of work related to appraisals, State shall not enter into any subcontracts for any of the work scheduled under this Agreement without obtaining prior written approval from Agency. Instructions: Insert either: State, Agency, or N/A on each line. A. Preliminary Phase 1. Agency shall provide preliminary cost estimates. 2. Agency shall make preliminary contacts with property owners. 3. Agency shall gather and provide data for environmental documents. 4. Agency shall develop access and approach road list. 5. Agency shall help provide field location and Project data. B. Acquisition Phase 1. General: a. When doing the Acquisition work, as described in this Section, Agency shall provide State with a status report of the Project monthly. b. Title to properties acquired shall be in the name of the Agency. c. The Agency shall adopt a resolution of intention and determination of necessity in accord with ORS 35.235 and ORS 35.610, authorizing acquisition and condemnation, such approval will be conditioned on passage of a resolution by Agency substantially in the form attached hereto as Exhibit D, and by this reference made a part hereof. If the Oregon Department of Justice is to handle condemnation work, prior approval evidenced by Chief Trial Counsel, Department of Justice, signature on this Agreement is required; and authorization for such representation shall be included in the resolution adopted by the Agency. Prior approval by Oregon Department of Justice is required. -9- 30285 2. Legal Descriptions: a. Agency shall provide sufficient horizontal control, recovery and retracement surveys, vesting deeds, maps and other data so that legal descriptions can be written. b. Agency shall provide construction plans and cross-section information for the Project. c. Agency shall write legal descriptions and prepare right of way maps. If the Agency acquires any right of way on a State highway, the property descriptions and right of way maps shall be based upon centerline stationing and shall be prepared in accordance with the current "ODOT Right of Way & Rail/Utility Coordination Contractor Services Guide" and the "Right of Way Engineering Manual." The preliminary and final versions of the property descriptions and right of way maps must be reviewed and approved by the State. d. Agency shall specify the degree of title to be acquired (e.g., fee, easement). 3. Real Property and Title Insurance: a. Agency shall provide preliminary title reports, if State determines they are needed, before negotiations for acquisition commence. b. Agency shall determine sufficiency of title (taking subject to). If the Agency acquires any right of way on a State highway, sufficiency of title (taking subject to) shall be determined in accordance with the current "State Right of Way Manual" and the "ODOT Right of Way & Rail/Utility Coordination Contractor Services Guide." Agency shall clear any encumbrances necessary to conform to these requirements, obtain Title Insurance policies as required and provide the State copies of any title policies for the properties acquired. c. State shall conduct a Level 1 Initial Site Assessment within project limits to detect presence of hazardous materials on any property purchase, excavation or disturbance of structures, as early in the project design as possible, but at a minimum prior to property acquisition or approved design. d. State shall conduct a Level 2 Preliminary Site Investigation of sufficient scope to confirm the presence of contamination, determine impacts to properties and develop special provisions and cost estimates, if the Level 1 Corridor study indicates the potential presence of contamination that could impact the properties. • If contamination is found, a recommendation for remediation will be presented to Agency. e. Agency shall be responsible for proper treatment and cost of any necessary remediation. -10- 30285 f. State shall conduct asbestos, lead paint and other hazardous materials surveys for all structures that will be demolished, renovated or otherwise disturbed. Asbestos surveys must be conducted by an AHERA (asbestos hazard emergency response act) certified inspector. 4. Appraisal: a. Agency shall conduct the valuation process of properties to be acquired. b. Agency shall perform the Appraisal Reviews to set Just Compensation. c. Agency shall recommend Just Compensation, based upon a review of the valuation by qualified personnel. 5. Negotiations: a. Agency shall tender all monetary offers to land-owners in writing at the compensation shown in the appraisal review. Agency shall have sole authority to negotiate and make all settlement offers. Conveyances taken for more or less than the approved Just Compensation will require a statement justifying the settlement. Said statement will include the consideration of any property trades, construction obligations and zoning or permit concessions, b. State and Agency shall determine a date for certification of right of way and agree to cosign the State's Right of Way Certification form. State and Agency agree possession of all right of way shall occur prior to advertising for any construction contract, unless exceptions have been agreed to by Agency and State. c. Agency agrees to file all Recommendations for Condemnation at least seventy (70) days prior to the right of way certification date if negotiations have not been successful on those properties. 6. Relocation: a. Agency shall perform any relocation assistance, make replacement housing computations, and do all things necessary to relocate any displaced parties on the Project. b. Agency shall make all relocation and moving payments for the Project. c. Agency shall facilitate the relocation appeal process. C. Closing Phase 1. Agency shall close all transactions. This includes drawing of deeds, releases and satisfactions necessary to clear title, obtaining signatures on release documents, and making all payments. State shall submit all signed Final Report packets, information required by the Uniform Act, and agreements to the Agency. -11- 30285 2. Agency shall record conveyance documents, only upon acceptance by appropriate agency. D. Property Management 1. Agency shall take possession of all the acquired properties. There shall be no encroachments of buildings or other private improvements allowed upon the State highway right of way. 2. Agency shall dispose of all improvements and excess land consistent with State prevailing laws and policies. E. Condemnation 1. Agency may offer mediation if the Agency and property owners have reached an impasse. 2. Agency shall perform all administrative functions in preparation of the condemnation process, such as preparing final offer and complaint letters. 3. Agency shall perform all legal and litigation work related to the condemnation process. Agency is responsible for passage of a resolution substantially in the form attached hereto as Exhibit D, and by this reference made a part hereof, specifically identifying the property being acquired. 4. When State shall perform legal or litigation work related to the condemnation process, Agency acknowledges, agrees and undertakes to assure that no member of Agency's board or council, nor Agency's mayor, when such member or mayor is a practicing attorney, nor Agency's attorney nor any member of the law firm of Agency's attorney, board or council member, or mayor, will represent any party, except Agency, against the State of Oregon, its employees or contractors, in any matter arising from or related to the Project which is the subject of this Agreement. -12- 30285 F. Transfer of Right of Way to State When right of way is being acquired in Agency's name, Agency agrees to transfer and State agrees to accept all right of way acquired on the State highway. The specific method of conveyance will be determined by the Agency and the State at the time of transfer and shall be coordinated by the State's Region Right of Way Manager. Agency agrees to provide the State all information and file documentation the State deems necessary to integrate the right of way into the State's highway system. At a minimum, this includes: copies of all recorded conveyance documents used to vest title in the name of the Agency during the right of way acquisition process, and the Agency's Final Report or Summary Report for each acquisition file that reflects the terms of the acquisition and all agreements with the property owner(s). G. Transfer of Right of Way to Agency When right of way is being acquired in State's name, State agrees to transfer and Agency agrees to accept all right of way acquired on the Agency's facility. The specific method of conveyance will be determined by the State and the Agency at the time of transfer and shall be coordinated by the State's Region Right of Way Manager. If requested, State agrees to provide Agency information and file documentation associated with the transfer. -13- 30285 For purposes of Exhibits B and C, references to Department shall mean State, references to Contractor shall mean Agency, and references to Contract shall mean Agreement. EXHIBIT B (Local Agency or State Agency) CONTRACTOR CERTIFICATION Contractor certifies by signing this Contract that Contractor has not: (a) Employed or retained for a commission, percentage, brokerage, contingency fee or other consideration, any firm or person (other than a bona fide employee working solely for me or the above Contractor) to solicit or secure this Contract, (b) agreed, as an express or implied condition for obtaining this Contract, to employ or retain the services of any firm or person in connection with carrying out the Contract, or (c) paid or agreed to pay, to any firm, organization or person (other than a bona fide employee working solely for me or the above Contractor), any fee, contribution, donation or consideration of any kind for or in connection with, procuring or carrying out the Contract, except as here expressly stated (if any): Contractor further acknowledges that this certificate is to be furnished to the Federal Highway Administration, and is subject to applicable State and Federal laws, both criminal and civil. DEPARTMENT OFFICIAL CERTIFICATION Department official likewise certifies by signing this Contract that Contractor or his/her representative has not been required directly or indirectly as an expression of implied condition in connection with obtaining or carrying out this Contract to: (a) Employ, retain or agree to employ or retain, any firm or person or (b) pay or agree to pay, to any firm, person or organization, any fee, contribution, donation or consideration of any kind except as here expressly stated (if any): Department official further acknowledges this certificate is to be furnished to the Federal Highway Administration, and is subject to applicable State and Federal laws, both criminal and civil. Exhibit C Federal Provisions Oregon Department of Transportation CERTIFICATION OF NONINVOLVEMENT IN ANY DEBARMENT AND SUSPENSION Contractor certifies by signing this Contract that to the best of its knowledge and belief, it and its principals: 1. Are not presently debarred, suspended, 2. Have not within a three-year period preceding proposed for debarment, declared ineligible or this Contract been convicted of or had a civil voluntarily excluded from covered judgment rendered against them for transactions by any Federal department or commission of fraud or a criminal offense in agency; connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction or contract under a public -14- 30285 transaction; violation of federal or state will be considered in connection with the antitrust statutes or commission of Department determination to enter into this embezzlement, theft, forgery, bribery transaction. Failure to furnish an explanation falsification or destruction of records, making shall disqualify such person from false statements or receiving stolen property; participation in this transaction. 3. The certification in this clause is a material 3. Are not presently indicted for or otherwise representation of fact upon which reliance criminally or civilly charged by a was placed when the Department governmental entity (federal, state or local) determined to enter into this transaction. If it with commission of any of the offenses is later determined that the Contractor enumerated in paragraph (1)(b) of this knowingly rendered an erroneous certification; and certification, in addition to other remedies available to the Federal Government or the 4. Have not within a three-year period preceding Department may terminate this transaction this Contract had one or more public for cause of default. transactions (federal, state or local) terminated for cause or default. 4. The Contractor shall provide immediate written notice to the Department if at any Where the Contractor is unable to certify to any of time the Contractor learns that its the statements in this certification, such prospective certification was erroneous when submitted participant shall submit a written explanation to or has become erroneous by reason of Department. changed circumstances. List exceptions. For each exception noted, indicate 5. The terms "covered transaction", "debarred", to whom the exception applies, initiating agency, and "suspended", "ineligible", "lower tier covered dates of action. If additional space is required, attach transaction", "participant", "person", "primary another page with the following heading: Certification covered transaction", "principal", and Exceptions continued, Contract Insert. "voluntarily excluded", as used in this clause, have the meanings set out in the Definitions EXCEPTIONS: and Coverage sections of the rules implementing Executive Order 12549. You Exceptions will not necessarily result in denial of may contact the Department's Program award, but will be considered in determining Section (Tel. (503) 986-3400) to which this Contractor responsibility. Providing false information proposal is being submitted for assistance in may result in criminal prosecution or administrative obtaining a copy of those regulations. sanctions. 6. The Contractor agrees by entering into this The Contractor is advised that by signing this Contract that, should the proposed covered Contract, the Contractor is deemed to have signed transaction be entered into, it shall not this certification. knowingly enter into any lower tier covered transactions with a person who is debarred, ll. INSTRUCTIONS FOR CERTIFICATION suspended, declared ineligible or voluntarily REGARDING DEBARMENT, SUSPENSION, excluded from participation in this covered AND OTHER RESPONSIBILITY MATTERS- transaction, unless authorized by the PRIMARY COVERED TRANSACTIONS Department or agency entering into this transaction. 1. By signing this Contract, the Contractor is providing the certification set out below. 7. The Contractor further agrees by entering into this Contract that it will include the 2. The inability to provide the certification Addendum to Form FHWA-1273 titled, required below will not necessarily result in "Appendix B--Certification Regarding denial of participation in this covered Debarment, Suspension, Ineligibility and transaction. The Contractor shall explain Voluntary Exclusion--Lower Tier Covered why he or she cannot provide the Transactions", provided by the Department certification set out below. This explanation -15- 30285 entering into this covered transaction without 1. By signing and submitting this Contract, the modification, in all lower tier covered prospective lower tier participant is providing transactions and in all solicitations for lower the certification set out below. tier covered transactions. 2. The certification in this clause is a material 8. A participant in a covered transaction may representation of fact upon which reliance rely upon a certification of a prospective was placed when this transaction was participant in a lower tier covered transaction entered into. If it is later determined that the that it is not debarred, suspended, ineligible prospective lower tier participant knowingly or voluntarily excluded from the covered rendered an erroneous certification, in transaction, unless it knows that the addition to other remedies available to the certification is erroneous. A participant may Federal Government, the department or decide the method and frequency by which it agency with which this transaction originated determines the eligibility of its principals. may pursue available remedies, including Each participant may, but is not required to, suspension and/or debarment. check the Nonprocurement List published by the U. S. General Services Administration. 3. The prospective lower tier participant shall provide immediate written notice to the 9. Nothing contained in the foregoing shall be person to which this Contract is submitted if construed to require establishment of a at any time the prospective lower tier system of records to render in good faith the participant learns that its certification was certification required by this clause. The erroneous when submitted or has become knowledge and information of a participant is erroneous by reason of changed not required to exceed that which is normally circumstances. possessed by a prudent person in the ordinary course of business dealings. 4. The terms "covered transaction", "debarred", "suspended", "ineligible", "lower tier covered 10. Except for transactions authorized under transaction", "participant", "person", "primary paragraph 6 of these instructions, if a covered transaction", "principal", "proposal", participant in a covered transaction and "voluntarily excluded", as used in this knowingly enters into a lower tier covered clause, have the meanings set out in the transaction with a person who is suspended, Definitions and Coverage sections of rules debarred, ineligible or voluntarily excluded implementing Executive Order 12549. You from participation in this transaction, in may contact the person to which this addition to other remedies available to the Contract is submitted for assistance in Federal Government or the Department, the obtaining a copy of those regulations. Department may terminate this transaction for cause or default. 5. The prospective lower tier participant agrees by submitting this Contract that, should the III. ADDENDUM TO FORM FHWA-1273, proposed covered transaction be entered REQUIRED CONTRACT PROVISIONS into, it shall not knowingly enter into any lower tier covered transaction with a person This certification applies to subcontractors, material who is debarred, suspended, declared suppliers, vendors, and other lower tier participants. ineligible or voluntarily excluded from participation in this covered transaction, • Appendix B of 49 CFR Part 29 - unless authorized by the department or agency with which this transaction Appendix B--Certification Regarding Debarment, originated. Suspension, Ineligibility, and Voluntary Exclusion--Lower Tier Covered Transactions 6. The prospective lower tier participant further agrees by submitting this Contract that it will Instructions for Certification include this clause titled, "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower -16- 30285 Tier Covered Transaction", without b. Where the prospective lower tier modification, in all lower tier covered participant is unable to certify to any of transactions and in all solicitations for lower the statements in this certification, such tier covered transactions. prospective participant shall submit a written explanation to Department. 7. A participant in a covered transaction may rely upon a certification of a prospective IV. EMPLOYMENT participant in a lower tier covered transaction that it is not debarred, suspended, ineligible 1. Contractor warrants that he has not or voluntarily excluded from the covered employed or retained any company or transaction, unless it knows that the person, other than a bona fide employee certification is erroneous. A participant may working solely for Contractor, to solicit or decide the method and frequency by which it secure this Contract and that he has not paid determines the eligibility of its principals. or agreed to pay any company or person, Each participant may, but is not required to, other than a bona fide employee working check the nonprocurement list. solely for Contractors, any fee, commission, percentage, brokerage fee, gifts or any other 8. Nothing contained in the foregoing shall be consideration contingent upon or resulting construed to require establishment of a from the award or making of this Contract. system of records to render in good faith the For breach or violation of this warranting, certification required by this clause. The Department shall have the right to annul this knowledge and information of a participant is Contract without liability or in its discretion to not required to exceed that which is normally deduct from the Contract price or possessed by a prudent person in the consideration or otherwise recover, the full ordinary course of business dealings. amount of such fee, commission, percentage, brokerage fee, gift or contingent 9. Except for transactions authorized under fee. paragraph 5 of these instructions, if a participant in a covered transaction 2. Contractor shall not engage, on a full or knowingly enters into a lower tier covered part-time basis or other basis, during the transaction with a person who is suspended, period of the Contract, any professional or debarred, ineligible or voluntarily excluded technical personnel who are or have been at from participation in this transaction, in any time during the period of this Contract, in addition to other remedies available to the the employ of Department, except regularly Federal Government, the department or retired employees, without written consent of agency with which this transaction originated the public employer of such person. may pursue available remedies, including suspension and/or debarment. 3. Contractor agrees to perform consulting services with that standard of care, skill and Certification Regarding Debarment, diligence normally provided by a professional Suspension, Ineligibility, and Voluntary in the performance of such consulting Exclusion--Lower Tier Covered services on work similar to that hereunder. Transactions Department shall be entitled to rely on the accuracy, competence, and completeness of a. The prospective lower tier participant Contractor's services. certifies, by entering into this Contract, that neither it nor its principals is V. NONDISCRIMINATION presently debarred, suspended, proposed for debarment, declared During the performance of this Contract, ineligible or voluntarily excluded from Contractor, for himself, his assignees and participation in this transaction by any successors in interest, hereinafter referred to as Federal department or agency. Contractor, agrees as follows: -17- 30285 1. Compliance with Regulations. Contractor employment, without regard to their agrees to comply with Title VI of the Civil race, creed, color, sex or national origin. Rights Act of 1964, and Section 162(a) of Such action shall include, but not be the Federal-Aid Highway Act of 1973 and the limited to the following: employment, Civil Rights Restoration Act of 1987. upgrading, demotion or transfer; Contractor shall comply with the regulations recruitment or recruitment advertising; of the Department of Transportation relative layoff or termination; rates of pay or to nondiscrimination in Federally assisted other forms of compensation; and programs of the Department of selection for training, including Transportation, Title 49, Code of Federal apprenticeship. Contractor agrees to Regulations, Part 21, as they may be post in conspicuous places, available to amended from time to time (hereinafter employees and applicants for referred to as the Regulations), which are employment, notice setting forth the incorporated by reference and made a part provisions of this nondiscrimination of this Contract. Contractor, with regard to clause. the work performed after award and prior to completion of the Contract work, shall not b. Contractor will, in all solicitations or discriminate on grounds of race, creed, advertisements for employees placed by color, sex or national origin in the selection or on behalf of Contractor, state that all and retention of subcontractors, including qualified applicants will receive procurement of materials and leases of consideration for employment without equipment. Contractor shall not participate regard to race, creed, color, sex or either directly or indirectly in the national origin. discrimination prohibited by Section 21.5 of the Regulations, including employment 4. Information and Reports. Contractor will practices, when the Contract covers a provide all information and reports required program set forth in Appendix B of the by the Regulations or orders and instructions Regulations. issued pursuant thereto, and will permit access to his books, records, accounts, 2. Solicitation for Subcontractors, including other sources of information, and his Procurement of Materials and Equipment. In facilities as may be determined by all solicitations, either by competitive bidding Department or FHWA as appropriate, and or negotiations made by Contractor for work shall set forth what efforts he has made to to be performed under a subcontract, obtain the information. including procurement of materials and equipment, each potential subcontractor or 5. Sanctions for Noncompliance. In the event of supplier shall be notified by Contractor of Contractor's noncompliance with the Contractor's obligations under this Contract nondiscrimination provisions of the Contract, and regulations relative to nondiscrimination Department shall impose such agreement on the grounds of race, creed, color, sex or sanctions as it or the FHWA may determine national origin. to be appropriate, including, but not limited to: 3. Nondiscrimination in Employment (Title VII of the 1964 Civil Rights Act). During the a. Withholding of payments to Contractor performance of this Contract, Contractor under the agreement until Contractor agrees as follows: complies; and/or a. Contractor will not discriminate against b. Cancellation, termination or suspension any employee or applicant for of the agreement in whole or in part. employment because of race, creed, color, sex or national origin. Contractor 6. Incorporation of Provisions. Contractor will will take affirmative action to ensure that include the provisions of paragraphs 1 applicants are employed, and that through 6 of this section in every employees are treated during subcontract, including procurement of -18- 30285 materials and leases of equipment, unless necessary and reasonable steps in accordance exempt from Regulations, orders or with 49 CFR 26 to ensure that Disadvantaged instructions issued pursuant thereto. Business Enterprises have the opportunity to Contractor shall take such action with compete for and perform contracts. Neither respect to any subcontractor or procurement Department nor its contractors shall as Department or FHWA may direct as a discriminate on the basis of race, color, national means of enforcing such provisions, origin or sex in the award and performance of including sanctions for noncompliance; federally-assisted contracts. The Contractor provided, however, that in the event shall carry out applicable requirements of 49 Contractor becomes involved in or is CFR Part 26 in the award and administration of threatened with litigation with a such contracts. Failure by the Contractor to subcontractor or supplier as a result of such carry out these requirements is a material direction, Department may, at its option, breach of this Contract, which may result in the enter into such litigation to protect the termination of this Contract or such other interests of Department, and, in addition, remedy as Department deems appropriate. Contractor may request Department to enter into such litigation to protect the interests of The DBE Policy Statement and Obligations the State of Oregon. shall be included in all subcontracts entered into under this Contract. VI. DISADVANTAGED BUSINESS ENTERPRISE (DBE) POLICY Records and Reports. Contractor shall provide monthly documentation to Department that it is In accordance with Title 49, Code of Federal subcontracting with or purchasing materials Regulations, Part 26, Contractor shall agree to from the DBEs identified to meet Contract abide by and take all necessary and reasonable goals. Contractor shall notify Department and steps to comply with the following statement: obtain its written approval before replacing a DBE or making any change in the DBE DBE POLICY STATEMENT participation listed. If a DBE is unable to fulfill the original obligation to the Contract, DBE Policy. It is the policy of the United States Contractor must demonstrate to Department the Department of Transportation (USDOT) to Affirmative Action steps taken to replace the practice nondiscrimination on the basis of race, DBE with another DBE. Failure to do so will color, sex and/or national origin in the award result in withholding payment on those items. and administration of USDOT assist contracts. The monthly documentation will not be required Consequently, the DBE requirements of 49 after the DBE goal commitment is satisfactory CFR 26 apply to this Contract. to Department. Required Statement For USDOT Financial Any DBE participation attained after the DBE Assistance Agreement. If as a condition of goal has been satisfied should be reported to assistance the Agency has submitted and the the Departments. US Department of Transportation has approved a Disadvantaged Business Enterprise DBE Definition. Only firms DBE Affirmative Action Program which the Agency certified by the State of Oregon, Department of agrees to carry out, this affirmative action Consumer & Business Services, Office of program is incorporated into the financial Minority, Women & Emerging Small Business, assistance agreement by reference. may be utilized to satisfy this obligation. DBE Obligations. The Department and its CONTRACTOR'S DBE CONTRACT GOAL Contractor agree to ensure that Disadvantaged Business Enterprises as defined in 49 CFR 26 DBE GOAL 0 % have the opportunity to participate in the performance of contracts and subcontracts By signing this Contract, Contractor assures financed in whole or in part with Federal funds. that good faith efforts have been made to meet In this regard, Contractor shall take all the goal for the DBE participation specified in -19- 30285 the Contract for this project as required by ORS $100,000 and that all such subrecipients shall 200.045, and 49 CFR 26.53 and 49 CFR, Part certify and disclose accordingly. 26, Appendix A. FOR INQUIRY CONCERNING VII. LOBBYING DEPARTMENT'S DBE PROGRAM REQUIREMENT CONTACT OFFICE OF The Contractor certifies, by signing this CIVIL RIGHTS AT (503)986-4354. agreement to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with this agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Contractor also agrees by signing this agreement that he or she shall require that the language of this certification be included in all lower tier subagreements, which exceed -20- 30285 RESOLUTION EXERCISING THE POWER OF EMINENT DOMAIN EXHIBIT D Right of Way Services WHEREAS (insert title of agency) may exercise the power of eminent domain pursuant to (Agency's charter) (statutes conferring authority) and the Law of the State of Oregon generally, when the exercise of such power is deemed necessary by the (insert title of agency)'s governing body to accomplish public purposes for which (insert title of agency) has responsibility; WHEREAS (insert title of agency) has the responsibility of providing safe transportation routes for commerce, convenience and to adequately serve the traveling public; WHEREAS the project or projects known as (insert Project name) have been planned in accordance with appropriate engineering standards for the construction, maintenance or improvement of said transportation infrastructure such that property damage is minimized, transportation promoted, travel safeguarded; and WHEREAS to accomplish the project or projects set forth above it is necessary to acquire the interests in the property described in "Exhibit A," attached to this resolution and, by this reference incorporated herein; now, therefore BE IT HEREBY RESOLVED by (Agency's Council, Commission, or Board) 1. The foregoing statements of authority and need are, in fact, the case. The project or projects for which the property is required and is being acquired are necessary in the public interest, and the same have been planned, designed, located, and will be constructed in a manner which will be most compatible with the greatest public good and the least private injury; 2. The power of eminent domain is hereby exercised with respect to each of the interests in property described in Exhibit A. Each is acquired subject to payment of just compensation and subject to procedural requirements of Oregon law; 3. The (insert title of agency)'s staff and the (Agency's Attorney, Counsel, or District's Counsel (or) (The Oregon Department of Transportation and the Attorney General) are authorized and requested to attempt to agree with the owner and other persons in interest as to the compensation to be paid for each acquisition, and, in the event that no satisfactory agreement can be reached, to commence and prosecute such condemnation proceedings as may be necessary to finally determine just compensation or any other issue appropriate to be determined by a court in connection with the acquisition. This authorization is not intended to expand the jurisdiction of any court to decide matters determined above or determinable by the (Agency's Council, Commission, or Board). 4. (insert title of agency) expressly reserves its jurisdiction to determine the necessity or propriety of any acquisition, its quantity, quality, or locality, and to change or abandon any acquisition. DATED this day of 20_ -21 - 30285 Misc. Contracts and Agreements No_ 29101 LOCAL AGENCY AGREEMENT CONGESTION MITIGATION AND AIR QUALITY PROGRAM Hersey Street Sidewalk: N. Main Street to Oak Street City of Ashland THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State," and the City of Ashland, acting by and through its elected officials, hereinafter referred to as "Agency," both herein referred to individually or collectively as "Party" or "Parties." RECITALS 1. Hersey Street is a part of the city street system under the jurisdiction and control of Agency. 2. By the authority granted in Oregon Revised Statutes (ORS) 190.110, and 366.576, State may enter into cooperative agreements with counties, cities, and units of local governments for the performance of work on certain types of improvement projects with the allocation of costs on terms and conditions mutually agreeable to the contracting parties. NOW THEREFORE, the premises being in general as stated in the foregoing Recitals, it is agreed by and between the Parties hereto as follows: TERMS OF AGREEMENT 1, Under such authority, State and Agency agree to fund, design and construct sidewalks on Hersey Street, from North Main Street to Oak Street, hereinafter referred to as "Project." The location of the Project is approximately as shown on the sketch map attached hereto, marked "Exhibit A," and by this reference made a part hereof. 2_ This Project shall be conducted as a part of the Congestion Mitigation and Air Quality (CMAQ) Program under Title 23, United States Code_ The total Project cost is estimated at $592,000, which is subject to change. The CMAQ funds are limited to $531,000 with Agency providing the match and non-participating costs, including all costs in excess of the available federal funds. Agency shall be responsible for determining the amount of federal funds to be applied to each phase of the Project. Agency is not guaranteed the use of unspent funds for a particular phase of work. It is Agency's responsibility to notify State in advance of State obligating the funds for a subsequent phase if Agency wants to release funds on the current authorized phase(s) of work. 3. The federal funding for this Project is contingent upon approval by the Federal Highway Administration (FHWA). Any work performed prior to acceptance by FHWA or outside the scope of work will be considered nonparticipating and paid for at Agency expense. Key No. 18250 Agency/State Agreement No: 29101 4. State considers Agency a subrecipient of the federal funds it receives as reimbursement under this Agreement. The Catalog of Federal Domestic Assistance (CFDA) number for this Project is 20.205, title Highway Planning and Construction. 5. The term of this Agreement shall begin on the date all required signatures are obtained and shall terminate upon completion of the Project and final payment or ten (10) calendar years following the date all required signatures are obtained, whichever is sooner. 6. This Agreement may be terminated by mutual written consent of the Parties_ 7. State may terminate this Agreement effective upon delivery of written notice to Agency, or at such later date as may be established by State, under any of the following conditions: a. If Agency fails to provide services called for by this Agreement within the time specified herein or any extension thereof. b. If Agency fails to perform any of the other provisions of this Agreement, or so fails to pursue the work as to endanger performance of this Agreement in accordance with its terms, and after receipt of written notice from State fails to correct such failures within ten (10) days or such longer period as State may authorize. c_ If Agency fails to provide payment of its share of the cost of the Project. d. If State fails to receive funding, appropriations, limitations or other expenditure authority sufficient to allow State, in the exercise of its reasonable administrative discretion, to continue to make payments for performance of this Agreement. e_ If federal or state laws, regulations or guidelines are modified or interpreted in such a way that either the work under this Agreement is prohibited or if State is prohibited from paying for such work from the planned funding source. 10.Any termination of this Agreement shall not prejudice any rights or obligations accrued to the Parties prior to termination. 11. The Special and Standard Provisions attached hereto, marked Attachments 1 and 2, respectively, are by this reference made a part hereof. The Standard Provisions apply to all federal-aid projects and may be modified only by the Special Provisions. The Parties hereto mutually agree to the terms and conditions set forth in Attachments 1 and 2. In the event of a conflict, this Agreement shall control over the attachments, and Attachment 1 shall control over Attachment 2. 12. Agency, as a recipient of federal funds, pursuant to this Agreement with the State, shall assume sole liability for Agency's breach of any federal statutes, rules, program requirements and grant provisions applicable to the federal funds, and shall, upon 2 Agency/State Agreement No. 29,101 Agency's breach of any such conditions that requires the State to return funds to the Federal Highway Administration, hold harmless and indemnify the State for an amount equal to the funds received under this Agreement; or if legal limitations apply to the indemnification ability of Agency, the indemnification amount shall be the maximum amount of funds available for expenditure, including any available contingency funds or other available non-appropriated funds, up to the amount received under this Agreement. 13.Agency certifies and represents that the individual(s) signing this Agreement has been authorized to enter into and execute this Agreement on behalf of Agency, under the direction or approval of its governing body, commission, board, officers, members or representatives, and to legally bind Agency. 14.This Agreement may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all Parties, notwithstanding that all Parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original. 15. This Agreement and attached exhibits constitute the entire agreement between the Parties on the subject matter hereof. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement- No waiver, consent, modification or change of terms of this Agreement shall bind either Party unless in writing and signed by both Parties and all necessary approvals have been obtained. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. The failure of State to enforce any provision of this Agreement shall not constitute a waiver by State of that or any other provision. 16. State's Project Manager for the Agreement is Kelli Sparkman, ODOT Local Agency Liaison, 100 Antelope Road, White City, OR 97503; (541) 774-6383; kelli.sparklnan@odot.state.or.us, or assigned designee upon individual's absence. State shall notify the other Party in writing of any contact information changes during the term of this Agreement. 17.Agency's Project Manager for this Agreement is Scott Fleury, City of Ashland Engineering Services Manager, 51 Winburn Way, Ashland, OR 97520, (541) 552-2412; fleurys(--)ashland.or.us, or assigned designee upon individual's absence. Agency shall notify the other Party in writing of any contact information changes during the term of this Agreement. THE PARTIES, by execution of this Agreement, hereby acknowledge that their signing representatives have read this Agreement, understand it, and agree to be bound by its terms and conditions. This Project is in the 2012-2015 Statewide Transportation Improvement Program, (Key #18250) that was adopted by the Oregon Transportation Commission on March 21, 2012 (or subsequently approved by amendment to the STIP). 3 Agency/State Agreement No. 29101 City of Ashland, by and through its STATE OF OREGON, by and through elected officials its D artent f Transportation i By r° = gy High Ay Division Administrator True - fr Date Date -~f APPROVAL RECOMMENDED t ° ' By ivk,k Title, } CMAQ Program Coordinator Gate Date APPROVED AS TO LEGAL APPROVED AS TO LEGAL SUFFICIENCY SUFFICIENCY Y y i t { Agency Counsel Assistant Attorney General Date < Date Agency Contact: State Contact: Scott Fleury Kelli Sparkman City of Ashland Engineering Services ODOT Region 3 Local Agency Liaison Manager 100 Antelope Road 51 Winburn Way White City, OR 97503 Ashland, OR 97520 (541) 774-6383 (541) 552-2412 Kelli.sparkmanpodot_state_or.us _ Eleurys ashland.or_us 4 Agency/State Agreement No_ 29101 EXHIBIT A - Project Location Map r5 F N va: 'a - - - J~hr f rr I - 1. r. Project L1n1tS t 10 cr_ c {r.o Iii C, TJ 5 Agency/State Agreement No. 29101 ATTACHMENT NO. 1 to Agreement No. 29101 SPECIAL PROVISIONS 1. Agency or its consultant shall, as a federal-aid participating preliminary engineering function, conduct the necessary field surveys, environmental studies, traffic investigations, foundation explorations, and hydraulic studies, identify and obtain all required permits, assist State with acquisition of necessary right of way and/or easements, and perform all preliminary engineering and design work required to produce final plans, preliminary/final specifications and cost estimates. State shall perform a Hazardous Materials Investigation to detect the presence of hazardous materials within the project limits and, if remediation is required, present a recommendation for remediation to the Agency. 2. Upon State's award of the construction contract, Agency, or its consultant, shall be responsible to perform all construction engineering, field testing of materials, technical inspection and project manager services for administration of the contract. 3. State may make available Region 3's On-Call Preliminary Engineering (PE), Design and Construction Engineering Services consultant for Local Agency Projects upon written request. If Agency chooses to use said services, Agency agrees to manage the work performed by the consultant and make funds available to the State for payment of those services. All eligible work shall be a federally participating cost and included as part of the total cost of the Project. 4. Indemnification language in the Standards Provisions, Paragraphs 46 and 47, shall be replaced with the following language. a. If any third party makes any claim or brings any action, suit or proceeding alleging a tort as now or hereafter defined in ORS 30260 ("Third Party Claim") against State or Agency with respect to which the other Party may have liability, the notified Party must promptly notify the other Party in writing of the Third Party Claim and deliver to the other Party a copy of the claim, process, and all legal pleadings with respect to the Third Party Claim. Each Party is entitled to participate in the defense of a Third Party Claim, and to defend a Third Party Claim with counsel of its own choosing. Receipt by a Party of the notice and copies required in this paragraph and meaningful opportunity for the Party to participate in the investigation, defense and settlement of the Third Party Claim with counsel of its own choosing are conditions precedent to that Party's liability with respect to the Third Party Claim. b. With respect to a Third Party Claim for which State is jointly liable with Agency (or would be if joined in the Third Party Claim), State shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by Agency in such proportion as is appropriate to reflect the relative fault of State on the one hand and of Agency on the other hand in connection with the events which resulted in such expenses, 6 Agency/State Agreement No_ 29101 judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of State on the one hand and of Agency on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. State's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if State had sole liability in the proceeding. c. With respect to a Third Party Claim for which Agency is jointly liable with State (or would be if joined in the Third Party Claim), Agency shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by State in such proportion as is appropriate to reflect the relative fault of Agency on the one hand and of State on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of Agency on the one hand and of State on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. Agency's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if it had sole liability in the proceeding. d. The Parties shall attempt in good faith to resolve any dispute arising out of this Agreement. In addition, the Parties may agree to utilize a jointly selected mediator or arbitrator (for non-binding arbitration) to resolve the dispute short of litigation. 5. Agency shall, at its own expense, maintain and operate the Project upon completion at a minimum level that is consistent with normal depreciation and/or service demand. 7 Agency/State Agreement No. 29101 ATTACHMENT NO. 2 FEDERAL STANDARD PROVISIONS JOINT OBLIGATIONS PROJECT ADMINISTRATION 1. State (ODOT) is acting to fulfill its responsibility to the Federal Highway Administration (FHWA) by the administration of this Project, and Agency (i.e. county, city, unit of local government, or other state agency) hereby agrees that State shall have full authority to carry out this administration. If requested by Agency or if deemed necessary by State in order to meet its obligations to FHWA, State will further act for Agency in other matters pertaining to the Project. Agency shall, if necessary, appoint and direct the activities of a Citizen's Advisory Committee and!or Technical Advisory Committee, conduct a hearing and recommend the preferred alternative. State and Agency shall each assign a liaison person to coordinate activities and assure that the interests of both parties are considered during all phases of the Project. 2. Any project that uses federal funds in project development is subject to plans, specifications and estimates (PS&E) review and approval by FHWA or State acting on behalf of FHWA prior to advertisement for bid proposals, regardless of the source of funding for construction. PRELIMINARY & CONSTRUCTION ENGINEERING 3. State, Agency, or others may perform preliminary and construction engineering. If Agency or others perform the engineering, State will monitor the work for conformance with FHWA rules and regulations. In the event that Agency elects to engage the services of a personal services consultant to perform any work covered by this Agreement, Agency and Consultant shall enter into a State reviewed and approved personal services contract process and resulting contract document. State must concur in the contract prior to beginning any work- State's personal services contracting process and resulting contract document will follow Title 23 Code of Federal Regulations CFR) 172, Title 49 CFR 18, ORS 279A.055, the current State Administrative Rules and State Personal Services Contracting procedures as approved by the FHWA. Such personal services contract(s) shall contain a description of the work to be performed, a project schedule, and the method of payment. Subcontracts shall contain all required provisions of Agency as outlined in the Agreement. No reimbursement shall be made using federal-aid funds for any costs incurred by Agency or its consultant prior to receiving authorization from State to proceed. Any amendments to such contract(s) also require State's approval. 4. On all construction projects where State is the signatory party to the contract, and where Agency is doing the construction engineering and project management, Agency, subject to any limitations imposed by state law and the Oregon Constitution, agrees to accept all responsibility, defend lawsuits, indemnify and hold State harmless, for all tort claims, contract claims, or any other lawsuit arising out of the contractor's work or Agency's supervision of the project. SI-DPRO-2011 _doc 8 Rev. 01-18-2011 Agency/State Agreement No. 29101 REQUIRED STATEMENT FOR UNITED STATES DEPARTMENT OF TRANSPORTATION (USDOT) FINANCIAL ASSISTANCE AGREEMENT 5. If as a condition of assistance, Agency has submitted and the United States Department of Transportation (USDOT) has approved a Disadvantaged Business Enterprise Affirmative Action Program which Agency agrees to carry out, this affirmative action program is incorporated into the financial assistance agreement by reference. That program shall be treated as a legal obligation and failure to carry out its terms shall be treated as a violation of the financial assistance agreement. Upon notification from USDOT to Agency of its failure to carry out the approved program, USDOT shall impose such sanctions as noted in Title 49, CFR Part 26, which sanctions may include termination of the agreement or other measures that may affect the ability of Agency to obtain future USDOT financial assistance. 6. Disadvantaged Business Enterprises (DBE) Obligations. State and its contractor agree to ensure that DBE as defined in 'Title 49, CFR. Part 26, have the opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds. In this regard, Agency shall take all necessary and reasonable steps in accordance with Title 49, CFR, Part 26, to ensure that DBE have the opportunity to compete for and perform contracts. Neither State nor Agency and its contractors shall discriminate on the basis of race, color, national origin or sex in the award and performance of federally-assisted contracts- Agency shall carry out applicable requirements of Ttle 49, CUR-Part 26, in the award and administration of such contracts. Failure by Agency to carry out these requirements is a material breach of this. Agreement, which may result in the termination of this contract or such other remedy as State deems appropriate. 7. The DBE Policy Statement and Obligations shall be included in all subcontracts entered into . under this Agreement. 8. Agency agrees to comply with all applicable civil rights laws, rules and regulations, including Title V and Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 (ADA), and Titles VI and VII of the Civil Rights Act of 1964- 9. The parties hereto agree and understand that they will comply with all applicable federal, state, and local laws, regulations, executive orders and ordinances applicable to the work including, but not limited to, the provisions of ORS 279C.505, 279C.515, 279C.520, 279C.530 and 27913.270, incorporated herein by reference and made a part hereof; Title 23 CFR Parts 1 11, 140, 710, and 771; Title 49 CFR Parts 18, 24 and 26; 2 CFR 225_and OMB CIRCULAR NO. A7133 Title 23, USC, Federal-Aid Hic~hway Act' Title 41, Chapter 1, USC 51-58, Anti-Kickback Act; Title ,42_ USC: Uniform Relocation Assistance and Real Property Acquisition Policy Act of 1970, as amended and provisions of Federal-Aid Policy Guide (FAPG). STATE OBLIGATIONS PROJECT FUNDING REQUEST 10. State shall submit a Project funding request to FHWA with a request for approval of federal- aid participation in all engineering, right-of-way acquisition, eligible utility relocations and/or construction work for the Project- No work shall proceed on any activity in which federal-aid participation is desired until such approval has been obtained. The 9 Agency/State Agreement No. 29101 program shall include services to be provided by State, Agency, or others. State shall notify Agency in writing when authorization to proceed has been received from FHWA. Major responsibility for the various phases of the Project will be as outlined in the Special Provisions. All work and records of such work shall be in conformance with FHWA rules and regulations. FINANCE 11. State shall, in the first instance, pay all reimbursable costs of the Project, submit all claims for federal-aid participation to FHWA in the normal manner and compile accurate cost accounting records. Agency may request a statement of costs to date at any time by submitting a written request. When the actual total cost of the Project has been computed, State shall furnish Agency with an itemized statement of final costs. Agency shall pay an amount which, when added to said advance deposit and federal reimbursement payment, will equal 100 percent of the final total actual cost. Any portion of deposits made in excess of the final total costs of Project, minus federal reimbursement, shall be released to Agency. The actual cost of services provided by State will be charged to the Project expenditure account(s) and will be included in the total cost of the Project. 12. If federal funds are used, State will specify the Catalog of Federal Domestic Assistance (CFDA) number in the Agreement. State will also determine and clearly state in the Agreement if recipient is a subrecipient or vendor, using criteria in Circular A-133. PROJECT ACTIVITIES 13. State shall, if the preliminary engineering work is performed by Agency or others, review and process or approve all environmental statements, preliminary and final plans, specifications and cost estimates. State shall, if they prepare these documents, offer Agency the opportunity to review and approve the documents prior to advertising for bids. 14_ The party responsible for performing preliminary engineering for the Project shall, as part of its preliminary engineering costs, obtain all Project related permits necessary for the construction of said Project. Said permits shall include, but are not limited to, access, utility, environmental, construction, and approach permits. All pre-construction permits will be obtained prior to advertisement for construction. 15. State shall prepare contract and bidding documents, advertise for bid proposals, and award all contracts. 16. Upon State's award of a construction contract, State shall perform independent assurance testing in accordance with State and FHWA Standards, process and pay all contractor progress estimates, check final quantities and costs, and oversee and provide intermittent inspection services during the construction phase of the Project. 17_ State shall, as a Project expense, assign a liaison person to provide Project monitoring as needed throughout all phases of Project activities (preliminary engineering, right-of-way acquisition, and construction). The liaison shall process reimbursement for federal participation costs. 10 Agency/State Agreement No. 29101 RIGHT OF WAIF' 18. State is responsible for proper acquisition of the necessary right of way and easements for construction and maintenance of the Project. Agency may perform acquisition of the necessary right of way and easements for construction and maintenance of the Project, provided Agency (or Agency's consultant) are qualified to do such work as required by the State's Right of Way Manual and have obtained prior approval from State's Region Right of Way office to do such work. 19. Regardless of who acquires or performs any of the right of way activities, a right of way services agreement shall be created by State's Region Right of Way office setting forth the responsibilities and activities to be accomplished by each party. State shall always be responsible for requesting project funding, coordinating certification of the right of way, and providing oversight and monitoring. Funding authorization requests for federal right of way funds must be sent through the State's Region Right of Way offices on all projects. All projects must have right of way certification coordinated through State's Region Right of Way offices (even for projects where no federal funds were used for right of way, but federal funds were used elsewhere on the Project). Agency should contact the State's Region Right of Way office for additional information or clarification. 20. State shall review all right of way activities engaged in by Agency to assure compliance with applicable laws and regulations. Agency agrees that right of way activities shall be in accord with the Uniform Relocation Assistance & Real Property Acquisition Policies Act of 1970, as amended, ORS Chapter 35, FHWA Federal-Aid Policy Guide, State's Right of Way Manual and the Code of Federal Regulations, Title 23, Part 710 and Title 49, Part 24. 21. If any real property purchased with federal-aid participation is no longer needed for the originally authorized purpose, the disposition of such property shall be subject to applicable rules and regulations, which are in effect at the time of disposition. Reimbursement to State and FHWA of the required proportionate shares of the fair market value may be required. 22. Agency insures that all Project right of way monumentation will be conducted in conformance with ORS 209.155. 23. State and Agency grants each other authority to enter onto the other's right of way for the performance of the Project. AGENCY OBLIGATIONS FINANCE 24. Federal funds shall be applied toward Project costs at the current federal-aid matching ratio, unless otherwise agreed and allowable by law. Agency shall be responsible for the entire match amount, unless otherwise agreed to and specified in the intergovernmental agreement. 25. Agency's estimated share and advance deposit. a) Agency shall, prior to commencement of the preliminary engineering and/or right of way acquisition phases, deposit with State its estimated share of 11 Agency/State Agreement No. 29101 each phase. Exception may be made in the case of projects where Agency has written approval from State to use in-kind contributions rather than cash to satisfy all or part of the matching funds requirement. b) Agency's construction phase deposit shall be 110 percent of Agency's share of the engineer's estimate and shall be received prior to award of the construction contract. Any additional balance of the deposit, based on the actual bid must be received within forty-five (45) days of receipt of written notification by State of the final amount due, unless the contract is canceled. Any unnecessary balance of a cash deposit, based on the actual bid, will be refunded within forty-five (45) days of receipt by State of the Project sponsor's written request. c) Pursuant to ORS 366.425, the advance deposit may be in the form of 1) money deposited in the State Treasury (an option where a deposit is made in the Local Government Investment Pool, and an Irrevocable Limited Power of Attorney is sent to the Highway Finance Office), or 2) an Irrevocable Letter of Credit issued by a local bank in the name of State, or 3) cash. d) Agency may satisfy all or part of any matching funds requirements by use of in-kind contributions rather than cash when prior written approval has been given by State. 26. If the estimated cost exceeds the total matched federal funds available, Agency shall deposit its share of the required matching funds, plus 100 percent of all costs in excess of the total matched federal funds. Agency shall also pay 100 percent of the cost of any item in which FHWA will not participate- If Agency has not repaid any non-participating cost, future allocations of federal funds, or allocations of State Highway Trust Funds, to that Agency may be withheld to pay the non-participating costs. If State approves processes, procedures, or contract administration outside the Local Agency Guidelines that result in items being declared non-participating, those items will not result in the withholding of Agency's future allocations of federal funds or the future allocations of State Highway Trust Funds- 27. Costs incurred by State and Agency for services performed in connection with any phase of the Project shall be charged to the Project, unless otherwise mutually agreed upon. 28. If Agency makes a written request for the cancellation of a federal-aid project, Agency shall bear 100 percent of all costs as of the date of cancellation. If State was the sole cause of the cancellation, State shall bear 100 percent of all costs incurred. If it is determined that the cancellation was caused by third parties or circumstances beyond the control of State or Agency, Agency shall bear all development costs, whether incurred by State or Agency, either directly or through contract services, and State shall bear any State administrative costs incurred. After settlement of payments, State shall deliver surveys, maps, field notes, and all other data to Agency. 29. Agency shall follow requirements of the Single Audit Act. The requirements stated in the Single Audit Act must be followed by those local governments and non-profit organizations receiving $500,000 or more in federal funds. The Single Audit Act of 1984, PL 98-502 as amended by PL 104-156, described in "OMB CIRCULAR NO. A-133", requires local 12 Agency/State Agreement No_ 29101 governments and non-profit organizations to obtain an audit that includes internal controls and compliance with federal laws and regulations of all federally-funded programs in which the local agency participates. The cost of this audit can be. partially prorated to the federal program. 30. Agency shall make additional deposits, as needed, upon request from State. Requests for additional deposits shall be accompanied by an itemized statement of expenditures and an estimated cost to complete the Project. 31. Agency shall present invoices for 100 percent of actual costs incurred by Agency on behalf of the Project directly to State's Liaison Person for review and approval. Such invoices shall identify the Project and Agreement number, and shall itemize and explain all expenses for which reimbursement is clairried. Billings shall be presented for periods of not less than one- month duration, based on actual expenses to date. All billings received from Agency must be approved by State's Liaison Person prior to payment. Agency's actual costs eligible for federal-aid or State participation shall be those allowable under the provisions of Title 23 CFR Parts 1.11, 140 and 710, Final billings shall be submitted to State for processing within three (3) months from the end of each funding phase as follows: 1) award date of a construction contract for preliminary engineering (PE) 2) last payment for right of way acquisition and 3) third notification for construction. Partial billing (progress payment) shall be submitted to State within three (3) months from date that costs are incurred. Final billings submitted after the three months shall not be eligible for reimbursement. 32. The cost records and accounts pertaining to work covered by this Agreement are to be kept available for inspection by representatives of State and FHWA for a period of six (6) years following the date of final voucher to FHWA. Copies of such records and accounts shall be made available upon request. For real property and equipment, the retention period starts from the date of disposition (Title 49 CFR 18.42). 33. State shall request reimbursement, and Agency agrees to reimburse State, for federal-aid funds distributed to Agency if any of the following events occur: a) Right of way acquisition or actual construction of the facility for which preliminary engineering is undertaken is not started by the close of the tenth fiscal year following the fiscal year in which the federal-aid funds were authorized; b) Right of way acquisition is undertaken utilizing federal-aid funds and actual construction is not started by the close of the twentieth fiscal year following the fiscal year in which the federal-aid funds were authorized for right of way acquisition. c) Construction proceeds after the Project is determined to be ineligible for federal-aid funding (e.g., no environmental approval, lacking permits, or other reasons). 34. Agency shall maintain all Project documentation in keeping with State and FHWA standards and specifications. This shall include, but is not limited to, daily work records, quantity documentation, material invoices and quality documentation, certificates of origin, process 13 Agency/State Agreement No. 29191 control records, test results, and inspection records to ensure that projects are completed in conformance with approved plans and specifications. RAILROADS 35. Agency shall follow State established policy and procedures when impacts occur on railroad property. The policy and procedures are available through State's appropriate Region contact or State's Railroad Liaison. Only those costs allowable under Title 23 CFR Part 646, subpart B and Title 23 CFR Part 140, subpart I, shall be included in the total Project costs; all other costs associated with railroad work will be at the sole expense of Agency, or others. Agency may request State, in writing, to provide railroad coordination and negotiations. However, State is under no obligation to agree to perform said duties. UTILITIES 36. Agency shall follow State established Statutes, Policies and Procedures when impacts occur to privately or publicly-owned utilities. Only those utility relocations, which are eligible for federal-aid participation under, the FAPG, Title 23 CFR 645A, Subpart A and B, shall be included in the total Project costs; all other utility relocations shall be at the sole expense of Agency, or others. State will arrange for utility relocationsladjustments in areas lying within jurisdiction of State, if State is performing the preliminary engineering. Agency may request State in writing to arrange for utility relocations/adjustments lying within Agency jurisdiction, acting on behalf of Agency. This request must be submitted no later than twenty-one (21) weeks prior to bid let date. However, State is under no obligation to agree to perform said duties. 37. The State utility relocation policy, procedures and forms are available through the appropriate State's Region Utility Specialist or State Utility Liaison. Agency shall provide copies of all signed utility notifications, agreements and Utility Certification to the State Utility Liaison. STANDARDS 38. Agency agrees that design standards for all projects on the National Highway System (NHS) and the Oregon State Highway System shall be in compliance to standards specified in the current "State Highway Design Manual" and related references. Construction plans shall be in conformance with standard practices of State for plans prepared by its own staff. All specifications for the Project shall be in substantial compliance with the most current "Oregon Standard Specifications for Highway Construction". 39. Agency agrees that minimum design standards for non-NHS projects shall be recommended AASHTO Standards and in accordance with the current "Oregon Bicycle and Pedestrian Design Guide", unless otherwise requested by Agency and approved by State. 40. Agency agrees and will verify that the installation of traffic control devices shall meet the warrants prescribed in the "Manual on Uniform Traffic Control Devices and Oregon Supplements". 14 Agency/State Agreement No. 29101 41. All plans and specifications shall be developed in general conformance with the current "Contract Plans Development Guide" and the current "Oregon Standard Specifications for HjgtAgy Construction" and/or guidelines provided. 42. The standard unit of measurement for all aspects of the Project shall be English Units. All Project documents and products shall be in English. This includes, but is not limited to, right of way, environmental documents, plans and specifications, and utilities. GRADE CHANGE LIABILITY 43. Agency, if a County, acknowledges the effect and scope of ORS 105.755 and agrees that all acts necessary to complete construction of the Project which may after or change the grade of existing county roads are being accomplished at the direct request of the County. 44. Agency, if a City, hereby accepts responsibility for all claims for damages from grade changes. Approval of plans by State shall not subject State to liability under ORS 105.760 for change of grade. 45. Agency, if a City, by execution of Agreement, gives its consent as required by ORS 373.030(2) to any and all changes of grade within the City limits, and gives its consent as required by ORS 373.050(1) to any and all closure of streets intersecting the highway, if any there be in connection with or arising out of the project covered by the Agreement. CONTRACTOR CLAIMS 46. Agency shall, to the extent permitted by state law, indemnify, hold harmless and provide legal defense for State against all claims brought by the contractor, or others resulting from Agency's failure to comply with the terms of this Agreement. 47. Notwithstanding the foregoing defense obligations under Paragraph 46, neither Agency nor any attorney engaged by Agency shall defend any claim in the name of the State of Oregon or any agency of the State of Oregon, nor purport to act as legal representative of the State of Oregon or any of its agencies, without the prior written consent of the Oregon Attorney General. The State of Oregon may, at anytime at its election assume its own defense and settlement in the event that it determines that Agency is prohibited from defending the State of Oregon, or that Agency is not adequately defending the State of Oregon's interests, or that an important governmental principle is at issue or that it is in the best interests of the State of Oregon to do so. The State of Oregon reserves all rights to pursue any claims it may have against Agency if the State of Oregon elects to assume its own defense. MAINTENANCE RESPONSIBILITIES 48. Agency shall, upon completion of construction, thereafter maintain and operate the Project at its own cost and expense, and in a manner satisfactory to State and FHWA. WORKERS' COMPENSATION COVERAGE 49. All employers, including Agency, that employ subject workers who . work under this Agreement in the State of Oregon shall comply with ORS 656.017 and provide the required Workers' Compensation coverage unless such employers are exempt under ORS 656.126. 15 Agency/State Agreement No. 29101 Employers Liability Insurance with coverage limits of not less than $500,000 must be included. Agency shall ensure that each of its contractors complies with these requirements. LOBBYING RESTRICTIONS 50. Agency certifies by signing the Agreement that: a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. b) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions- c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, and contracts and subcontracts under grants, subgrants, loans, and cooperative agreements) which exceed $100,000, and that all such subrecipients shall certify and disclose accordingly. d) This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Title 31, USC Section 1352. e) Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Paragraphs 36, 37, and 48 are not applicable to any local agency on state highway projects. 16 ASHLAND CITY COUNCIL MEETING June 4, 2013 Page I of 6 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 4, 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 Voisin, Morris, Slattery, Rosenthal, and Marsh were present. Councilor Lemhouse arrived at 7:55 p.m. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Firewise, Housing, Transportation, and Tree Commissions and one vacancy on the Band Board. He went on move the agenda item for the second reading of the ordinance to extend the Verde Village timetable following the Consent Agenda. He also explained the resolution and affiliation agreement between City of Ashland, Asante, Ashland Community Hospital, and the Ashland Community Hospital Foundation would occur when the representatives arrived. APPROVAL OF MINUTES The minutes of the Business Meeting of May 21, 2013 were approved as presented. SPECIAL PRESENTATIONS & AWARDS Mayor Stromberg introduced Ashland High School Princesses Katie Shammel and Vicki Lawton-Diez who gave a brief presentation of what they would perform during their stay in the City Sister of Guanajuato, Mexico. CONSENT AGENDA 1. Approval of minutes from committees and commissions 2. Renewal of ambulance operator's license 3. Amendment to IGA with Jackson County for Emergency Notification System 4. Appointment of Dave Chapman to the Transportation Commission 5. Approval of Local Agency Agreement No. 29101 for a Congestion Mitigation and Air Quality improvement grant for construction of Hersey Street sidewalk 6. Appointment of Carol Davis to the Planning Commission 7. Special procurement for the purchase of Type 1 fire pumpers 8. Award of contract to apparent low bidder for the miscellaneous concrete project 9. Approval of a contract with Pathway Enterprises for janitorial services 10. Declaration and authorization to dispose of surplus property in a sealed bid auction 11. Liquor license application for James Mills, dba Caldera Brewing Co. 12. Liquor license application for Robert Lindauer, dba Paddy Brannan's Irish Pub 13. An amendment to the IGA for a code assistance grant for the Unified Development Code Councilor Marsh pulled Consent Agenda items #3 and #8 for further discussion. She noted the IGA (Intergovernmental Agreement) with Jackson County for Emergency Notification System went through March 14, 2016 instead of 2015. ASHLAND CITY COUNCIL MEETING June 4, 2013 Page 2 of 6 Engineering Services Manager Scott Fleury clarified funds left over from the contract for the miscellaneous concrete project could go towards engineered projects associated with the miscellaneous concrete or to engineering on TSP (Transportation System Plan) projects budgeted for 2016-2019. The bid process awarded new projects to contractors as separate contracts. The standard amount of bonds for bids was 10%. Councilor Rosenthal/Voisin m/s to approved Consent Agenda items. Voice Vote: all AYES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading of an ordinance titled, "An ordinance granting a timetable extension to the Verde Village Subdivision development agreement" EXPARTE CONTACT Mayor Stromberg noted a conversation with the applicants regarding outdated energy items they had agreed on with the initial development. City Attorney Dave Lohman confirmed the conversation did not constitute Exparte contact, as it had no bearing on the decision currently before Council. Councilor Marsh/Slattery m/s to approve Ordinance #3082. DISCUSSION: Staff confirmed nine items recommended by the Planning Commission were included in the development agreement. Roll Call Vote: Councilor Voisin, Marsh, Morris, Slattery, and Rosenthal, YES. Motion passed. PUBLIC HEARINGS 1. Public hearing and approval of a resolution establishing rates for the Ashland Municipal Airport and repealing Resolution 2012-18 Engineering Services Manager Scott Fleury explained the Airport Commission proposed rate increases for hangar rentals and tie down fees. Ground lease agreements adjusted automatically on the CPIU (Consumer Price Index for All Urban Consumers) annually. The Airport Commission recommended raising rental rates $5 per month for hangar leases and increasing the monthly tie down fee by $1. The Airport maintained a contingency fund and an End Fund Balance. Public Hearing Open: 7:32 p.m. Public Hearing Closed: 7:32 p.m. Councilor Slattery/Marsh m/s to approve Resolution 42013-16. Roll Call Vote: Councilor Slattery, Morris, Voisin, Rosenthal, and Marsh, YES. Motion passed. 2. Public Hearing to consider adopting the annual budget and approval of: Council delayed discussion and approval of the resolutions associated with the Annual Budget to the next Council meeting. Administrative Services Director Lee Tuneberg noted a change to the budget in the Water Fund for the Fire Resiliency Program. Instead of $175,000, it should have shown $350,000 for the biennium. The amount would come from the Ending Fund Balance but the total amount would remain the same for appropriations in the Forest Lands Management. The other items were Public Works projects not complete as originally projected. PUBLIC HEARING OPEN: 7:42 p.m. Stefani Seffinger/Chair of the Park Commission/448 Taylor Street/Explained that normally she would address the importance of the Parks and Recreation Commission retaining control of the Parks and Recreation budget and operations. Instead, she thanked the Council for the work they did and the citizens ASHLAND CITY COUNCIL MEETING June 4, 2013 Page 3 of 6 who supported the parks with their time and dedication. It was more important now to look to the future where the Parks and Recreation Commission and the Council worked effectively together. Mary Wooding/727 Park Street/Opposed taking money from the Parks and Recreation Department and hoped the next budget would reinstate the 50%. Abi Maghamfar/Ashland Lodging Association/451 N Main Street/Represented the Ashland Lodging Association and thanked the Council and Budget Committee for funding the position of Code Enforcement Officer. The position would help bring over 100 illegal vacation rental operations into compliance and the Ashland Lodging Association volunteered to assist in that process. The Association asked Council to have a quarterly report on the status of illegal vacation homes. Rick Landt/468 Hellman Street/Thought the budget was contrary to the City Charter and Council policy. It was a radical departure from the development of previous budgets for the Parks and Recreation Department and not in the best interest of the citizenry. It was unclear to him why the change was necessary other than a 1997 state law made it possible. The Parks Commission's sole responsibilities were the preservation and enhancement of the parks and recreation system. He would work with the public and the City Council/Parks and Recreation Commission ad hoc Committee to continue to shed light on this issue and work for a permanent solution to find dependable sufficient funding for city parks. PUBLIC HEARING CLOSED: 7:50 p.m. Councilor Voisin/Slattery m/s to approve First Reading of the Ordinance, "An ordinance levying taxes for the period of July 1, 2013 to and including June 30, 2014, such taxes in the sum of $10,519,347 upon all the real and personal property subject to assessment and levy within the corporate limits of the City of Ashland, Jackson County, Oregon" and place on agenda for second reading. DISCUSSION: Councilor Voisin explained the ordinance needed approval of First Reading to remain in compliance. Councilor Rosenthal supported the budget except for the change and methodology pertaining to the allocation for the Parks and Recreation Department and would not support the motion. The mission and vision outlined in the City Charter for the parks systems was still pertinent and significant. He was concerned in 5-10 years there might not be adequate funding for the parks system. Councilor Marsh noted the process over the last year regarding the Parks and Recreation budget concerned several people. There was an opportunity through the City Council/Parks and Recreation Commission ad hoc Committee to start fresh and discuss how to fund parks in the future. Councilor Slattery commented there would be serious funding issues and challenges over the next 10-20 years and thought every department needed review. The City Council/Parks and Recreation Commission ad hoc Committee and the work the Council and the Parks and Recreation were doing collaboratively would result in a better plan that worked. Councilor Lemhouse arrived at 7:55 p.m. Roll Call Vote: Councilor Slattery, Morris, Voisin, Marsh, and Lemhouse, YES; Councilor Rosenthal NO. Motion passed 5-1. . NEW AND MISCELLANEOUS BUSINESS 1. Approval of a resolution titled, "A resolution authorizing Mayor and City Administrator signature of an affiliation agreement Asante, Ashland Community Hospital, the Ashland Community Hospital Foundation and the City of Ashland and authorizing the City Administrator to sign documents necessary to close the affiliation transaction." City Administrator Dave Kanner provided background on the affiliation agreement and noted some slight ASHLAND CITY COUNCIL MEETING June 41 2013 Page 4 of 6 changes to the Letter of Intent. One was a provision that if Asante failed to operate Ashland Community Hospital (ACH) as a general hospital under Oregon Administrative Rule, the City had the right to request the hospital revert to the City's sole ownership with a payment of $8,000,000. What was new was Asante could reduce the $8,000,000 to amounts equal to contributions in excess of on average $900,000 per year paid into the ACH benefit pension plan. The reduction would not exceed $2,000,000 and no payment at all if Asante satisfied the outstanding balance of the Umqua bank note the hospital took out in 2004. Also in the first three years, Asante would not cause any distributions of real property from ACH to Asante or any other entity. Councilor Slattery/Lemhouse m/s to approve Resolution #2013-15. DISCUSSION: Councilor Lemhouse appreciated the effort Councilor Slattery and everyone involved put into the affiliation agreement process. Councilor Morris also expressed appreciation for the effort. Mr. Kanner explained clarifications to the affiliation agreement better defined capital improvements and tied it to Section 5.2.1 of the GAAP (Generally Accepted Accounting Principles). Asante President and CEO Roy Vinyard noted the negotiation process was complex and involved four parties, and commented that everyone kept the best interest of the community in the forefront. He was looking forward to rebuilding some of the services. Councilor Marsh commented on good faith and Asante's commitment to provide the community with high quality services that reflected community values. Councilor Voisin would support the motion because the City was giving the buildings and land to Asante in exchange for 15 years of maintaining ACH as a general hospital. Councilor Slattery clarified the City was not giving anything away and Asante was paying $8,000,000 loan, picking up a $16,000,000 pension fund and $10,000,000 of capital improvements. Councilor Voisin reiterated the importance of the community getting a general hospital for the next 15 years. Roll Call Vote: Councilor Morris, Lemhouse, Slattery, Marsh, Voisin, and Rosenthal, YES. Motion passed. PUBLIC HEARINGS -continued 3. Public hearing and approval of a resolution titled, "A resolution adopting a miscellaneous fees and charges document and repealing prior fee resolution 2012-21" Administrative Services Director Lee Tuneberg explained changes to miscellaneous fees and charges would go into effect July 1, 2013. Often departments did not charge enough for the services provided and fee increases were inflationary. Community Development Director Bill Molnar added the Planning Commission did not review fee amounts and staff based community development increases on changes in the CPI (Consumer Price Index). Community Development did not have an official policy regarding fees or waiving theta. A study in 2000 indicated community development fees should cover approximately 75% of the department's resources that went to current development. The Ashland Municipal Code codified waiving fees on projects that met affordability criteria. Mr. Tuneberg noted due to infrequent use, it was hard to calculate revenue from fees. He went on to clarify substantive changes to the fees would come back the following year or staff would go to Council directly. Staff would add fire and rescue recovery costs to the document. Public Hearing Open: 8:36 p.m. Public Hearing Closed: 8:36 p.m. Councilor Voisin/Morris m/s to approve Resolution #2013-17. Voice Vote: all AYES. Motion passed. PUBLIC FORUM - None ASHLAND CITY COUNCIL MEETING June 4, 2013 Page 5 of 6 UNFINISHED BUSINESS - None NEW AND MISCELLANEOUS BUSINESS - continued 2. Economic Development Strategy, phase two implementation plan Management Analyst Adam Hanks addressed 3.3 Create coordinated economic development information and marketing plan to maximize public communication tools and explained how it combined a variety of actions to one area for the business community. The concept was having a resource that fit different stages of development. Sub-actions would include a snapshot of the local economy using business license registration, total employees, residential, commercial construction permits, home occupation permits, and Transient Occupancy Tax (TOT) collections. Council wanted to include an AFN (Ashland Fiber Network) strategy or priority action in the plan and have the specific action for the current year be completion of the 5-year plan. City Administrator Dave Kanner thought they could add wording to 6.4 to read, "Pursue the expansion of a State E-commerce Zone for Ashland, and complete the 5-year AFN Business Plan." He also suggested setting aside funds to help AFN market its service to potential E-commerce Zone developers, Council was interested in revisiting 6.1 Evaluate the use of urban renewal districts to spur private reinvestment in targets commercial and employment areas of Ashland and directed staff to change the status to ongoing and schedule a Study Session to discuss the matter further. Mr. Kanner explained there was approximately $150,000 budgeted for the economic development program from the TOT. Of the $150,000, $45,000 was set aside to cover a portion of Mr. Hanks' salary. The remaining $105,000 would fund economic development projects: • $30,000 was set aside of short videos to promote innovation and recruit businesses to Ashland • $20,000 for a business portal program online • $20,000 for commercial property inventory • $10,000 to revive the Green Business program $10,000 for the Jobs Commission • $15,000 for the City's contribution to the Festival of Lights instead of having the money come from the Electric Department Mayor Stromberg noted it might cost more than $10,000 to establish a Job Commission and suggested the Electric Department fund the Festival of Lights one more year. Mr. Kanner explained the budget included the $105,000 for economic development projects, but did not specify individual projects. Council could adopt the updated Economic Development Strategy and discuss how to spend the $105,000 at a separate meeting. Council wanted to quantify the Economic Development Strategy to show how the City benefited from the $150,000 spent annually. Some of Council was not convinced it was worthwhile investing in a portal and thought a better intermediary goal for the next year was establishing a "Doing Business in Ashland" page on the city website with connections to community partners, license and permit information and business associations. Mayor Stromberg clarified his memo of proposed additions to the Economic Development Strategy. He wanted to recognize the significance and importance of having good schools in the economic development strategy. He also wanted to include how parks fit into the economic development strategy as well. Finally, he wanted to create interaction between innovative and creative people to form something the entire community could access. ASHLAND CITY COUNCIL MEETING June 4, 2013 Page 6 of 6 Councilor Lemhouse/Rosenthal m/s to accept the Economic Development Strategy Phase Two Implementation Plan Update as amended by Council as an appendix to the original Economic Development Strategy adopted by City Council in July 2011. Voice Vote: all AYES. Motion passed. Staff would set up two meetings, a future Study Session on urban renewal and either a Study Session or Council meeting for economic strategy budget items and possibly have Sandra Slattery from the Ashland Chamber of Commerce attend to discuss the portal. 3. Update to financial management policies and account methods in consideration of a biennial budget. Administrative Services Director Lee Tuneberg noted there were nine changes several critical. The first change was the review of required ending fund balance/carry forward minimums and calculations needed with a biennium budget. This revision proposes lowering the General Fund Ending Fund Balance to 10%, to reflect two year's worth of property taxes receipted in as operating income. Council moved the agenda item to a Study Session for further discussion and clarification. City Administrator Dave Kanner commented that one of the applicants submitting a proposal for the Help Center that Council would review during the June 17, 2013 Study Session wanted to provide a multi- media presentation regarding their proposal. Councilor Voisin/Rosenthal m/s that the two applicants for the RFP .for the Help Center have ten minutes to present their applications to the Council. DISCUSSION: Councilor Rosenthal thought ten minutes each was reasonable and the topic was important. Councilor Morris would not support the motion. It was too late in the process for presentations and the meeting should be a question and answer session. Councilor Slattery was not opposed to 5-minute presentations. Roll Call Vote: Councilor Voisin, Rosenthal, and Marsh, YES; Councilor Morris, Lemhouse, and Slattery, NO. Mayor Stromberg broke the tie with a NO vote. Motion failed 3-4. Councilor Slattery/Marsh m/s give the applicants 5-minutes. Roll Call Vote: Councilor Voisin, Lemhouse, Slattery, Rosenthal, and Marsh, YES; Councilor Morris, NO. Motion passed 5-1. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS ADJOURNMENT Meeting adjourned at 9:40 p.m. ar ara Christensen, City Recorder Joh Strom rg, Mayor CITY OF -ASH LAN D Council Communication April 21, 2015, Business Meeting Ambulance Operator's License Renewal FROM: John Karns, Fire Chief, Ashland Fire & Rescue karnsjgashland.or.us SUMMARY The Ashland Municipal Code requires that all ambulance service providers in the City obtain an ambulance operator's license. This is the Fire Department's request for the renewal by Council of the Fire Department's Ambulance Operator's License per AMC 6.40.110. BACKGROUND AND POLICY IMPLICATIONS: Ashland Municipal Code (AMC) Chapter 6.40.110 requires ambulance service providers operating within the City of Ashland to apply annually for an ambulance operator's license. The Fire Department has provided emergency services in Ashland since 1885. From 1926 to 1936, the fire department operated the ambulance service in Ashland, and in 1936 the ambulance service was sold to Litwiller Funeral Home. The fire department obtained its first medical response vehicle (Rescue 9) through community donations in 1973, and began providing first response emergency medical services to the community. In January 1996, the City of Ashland purchased the Ashland Life Support Ambulance Company and Ashland Fire & Rescue began providing ambulance services within a 650 sq mile ambulance service area in south Jackson County, known as ASA 111. Ambulance services in Oregon are regulated by county governments, and within the City of Ashland they are required to obtain an ambulance operator's license. This license is renewed on an annual basis. FISCAL IMPLICATIONS: The license fee is $300 plus $100 per ambulance, for a total of $800. This is provided for by a line item in the department's emergency medical services budget (604160). STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends renewal of the Ambulance Operator's License for Ashland Fire & Rescue. SUGGESTED MOTION: I move approval of the application for an Ambulance Operator's License for Ashland Fire & Rescue. ATTACHMENTS: Ambulance license renewal application. Page I of I CITY OF ASHLAND APPLICATION FOR AMBULANCE OPERATOR LICENSE AMC Ch. 6. 6.40 2015 Applicant's Name: CITY OF ASHLAND Trade Name, if any: ASHLAND FIRE & RESCUE Address: 455 Siskiyou Boulevard Ashland OR 97520 Telephone number: (541 482-2770 Ambulance descriptions Manufacturer Vin # License # 1. 1999 FORD LIFELINE 1 FDXE40F2XHAO0469 EXEMPT 2. 2003 FORD LIFELINE 1 FDXF47F63EA10341 EXEMPT 3. 2006 FORD LIFELINE 1 FDXF47P06ED06467 EXEMPT 4. 2008 FORD LIFELINE 1 FDXF47R48ED90832 EXEMPT 5.2011 FORD LIFELINE 1 FDUF4HTOBEC53861 EXEMPT ❑ Attach information showing that every proposed driver, attendant and driver- attendant is qualified as required in Ashland Municipal Code Chapter 6.40 and as required by the laws of the State of Oregon. ❑ Enclose with the application, the initial license fee of $300 plus $100 per ambulance. ❑ Enclose a performance bond in the amount of $500,000. ❑ Enclose an insurance policy meeting the requirements of AMC §6.40.110.7. Attach additional pages as necessary. Explain any box not checked. Submit your application and required enclosures to Barbara Christensen, City Recorder, City Hall, 20 East Main Street, Ashland, Oregon 97520. 1 certify that each ambulance listed above is adequate and safe for the purposes for which it is to be used and that it is equipped as required by Ashland Municipal Code Chapter 6.40 and the laws of the State of Oregon. Signature: Print name: Greg 1. Case Title: Division Chief Date: 04-03-2015 C:\Users\shipletd\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HIW4ND5C\2015 Lic renewal.doc April 10, 2009 CITY of ASHLAND Council Communication April 21, 2015, Business Meeting Public Hearing on the 2015 Community Development Block Grant Award and CDBG Action Plan Development FROM: Linda Reid, Housing Program Specialist, Community Development Department, reidl a ashland.or.us SUMMARY The City of Ashland has received five applications for approximately $201,718 in competitively available Community Development Block Grant (CDBG) funds. Staff recommends grant awards to St. Vincent DePaul ($17432), the Maslow Project ($7,400), Rogue Valley Habitat for Humanity ($77,886), and Ashland Supportive Housing ($99,000). At this hearing, the City Council will take public input on the use of federal funds and ultimately the Council will make the final determination regarding the award of the CDBG awards. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland is an entitlement jurisdiction and receives a direct allocation of Community Development Block Grant (CDBG) funds from the Department of Housing and Urban Development (HUD). The City of Ashland provides Community Development Block Grant funds to eligible affordable housing providers and non-profit organizations for capital improvement and public service projects within the City of Ashland. The City Council is to evaluate the five proposals requesting CDBG funds. Upon review of the proposals, and after taking any public testimony at a public hearing, the Council shall award funding to the selected applicant(s). The 2015-16 City of Ashland allocation of CDBG funds is $165,550. Twenty percent of this allocation ($33,110) is set aside for administration of the CDBG program. The remaining $132,440 plus $69,278 in unallocated grant funds from program year 2014 may be awarded to eligible projects benefiting Ashland's low-income population. The CDBG regulations permit only 15% of the City's annual allocation to be directed toward public service projects. As such only $24,832 in CDBG funding is available for award to support eligible public service projects during the 2015 program year. All CDBG awards granted must be to eligible projects meeting the CDBG national objectives and which are consistent with the goals identified in the City's 2010-2014 Consolidated Plan for the Use of CDBG funds. The attached Staff Evaluation, dated April 2, 2015, contains a complete background of funding availability, the award process, staffs assessment of each proposal, and the relevant CDBG program criteria relating to the award of CDBG funds and each of the applications received. Proposals Received: The City of Ashland has received five applications for competitive 2015 CDBG funds. The applications received are attached and include the following: Page 1 of 5 ~r~ CITY OF -SHLAND • St. Vincent De Paul (SVDP)-$25,500 requested to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • Maslow Project-$10,000 requested for outreach and case management for homeless youth enrolled in the Ashland school district. • Ashland Supportive Housing-$99,000 requested to improve ADA access and energy efficiency of a housing unit serving five adults with disabilities. • Habitat for Humanity Rogue Valley-$80,000 requested to complete rehabilitation and/or repairs to homes occupied by qualified low-income households and households with ADA accessibility focus. • Options for Homeless Residents of Ashland-$260,000 requested over a two year period to acquire the building that they now occupy to ensure a location for the future and expand services to include an overnight shelter and employment support program as well as to expand the resource center services that OHRA currently offers. Total purchase price of the building is $850,000. A total of $201,828 in CDBG funds is 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 service activities is limited to $24,832. CDBG funds will be available upon HUD's approval of the 2015 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 and Human Services 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 Ashland's Consolidated Plan. The Housing and Human Services Commission reviewed the CDBG applications at its regular meeting on April 2. The commission forwarded a recommendation to the Council which differs from staffs recommendations. Both recommendations are provided in the recommendations section below. Staffs evaluation criteria are detailed more fully in the attached evaluation. Primarily staff's recommendations are based on evaluation of CDBG eligibility; the City's five year Consolidated Plan Goals, and applicant's readiness to proceed, more so this year due to the City's need to expend funds in a timely manner according to HUD's guidelines for the 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 is that the grantee cannot have more than 1.5 times their annual allocation and any other funds sitting in their line of credit at the U.S. treasury. The analysis for timeliness is calculated 60 days prior to the end of the grantees program year (which is July 1st 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. Paac 2 of 5 911AWA CITY OF -ASHLAND Should the City award a substantial portion of the current allocation to any applicant that is unable to expend the award funds within the program year the City will be at risk of hitting the timeliness threshold for two consecutive program years. Staff is concerned that in the event a grant award in excess of $50,000 is awarded to OHRA and they are unsuccessful at meeting their fundraising target and completing the acquisition of their building as scheduled, the City would be at risk of losing funding. Given the current formula allocation the City can have up to $248,325 in funding in the line of credit without triggering the timeliness rule. COUNCIL GOALS SUPPORTED: 2. Promote effective citizen communication and engagement. 2.1 Engage community in conversation about core services, desired service levels and funding mechanisms. 5. Seek opportunities to enable all citizens to meet basic needs. 5.2 Support and promote, through policy, programs that make the City affordable to live in. 5.2. a. Pursue affordable housing opportunities, especially workforce housing. Identify specific incentives for developers to build more affordable housing. 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. 6. Develop supports to enable citizens to age in Ashland 6.1 Support and augment existing programs. 7. Keep Ashland a family-friendly community. 7.1 Support educational and enrichment programs in the community. 7.3 Support land-use plans and policies that encourage family-friendly neighborhoods. 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, 20% of the annual grant award will be made available to cover administrative costs associated with carrying out grant administration and CDBG program requirements. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff's recommendation: • $17,432 to St. Vincent De Paul-Home Visitation Program to fund emergency rent assistance for qualified low-income household in an effort to prevent homelessness. • $7,400 to Maslow Project for Case Management services. • $99,000 to Ashland Supportive Housing for residential home rehabilitation • $77,886 to Rogue Valley Habitat for Humanity to offer home rehabilitation and repairs to qualified low income homeowners with the caveat that any funds not expended by the end of the program year (June 30, 2016) be retained and reallocated by the City through a competitive process. • Staff does not recommend funding the OHRA application in this program year but does recommend that OHRA re-apply in subsequent years when that organization is more "ready to proceed" with the acquisition. Page 3 of 5 CITY OF -AS LAN D The Housing and Human Services Commission Recommendation: The HHSC reviewed proposals at their regular meeting held on April 2, 2015 and recommended award of the CDBG funds as follows: • $17,432 to the St. Vincent De Paul Horne Visitation to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • $7,400 to the Maslow Project for case management services. • $16,156 to Ashland Supportive Housing to improve ADA access at a group home for five DD residents • $60,000 to Habitat for Humanity Rogue Valley to offer home rehabilitation and repairs to qualified low-income homeowners with the stipulation that they expend the funds by March 1, 2016, any funds remaining after that time can be re-allocated. • $100,000 in funds to be placed in reserve for OHRA with the stipulation that OHRA secures $250K in funding to assist with the acquisition by March 1, 2016 or the funds will revert back to the City for reallocation. The award recommendations from the blousing and Human Services Commission and Staff are not consistent. In consideration of the Housing and Human Services commission's recommendation to award a grant in support of OHRA, and the concerns regarding the timely expenditure of funds, an alternative allocation that the Council may consider could be: • $17,432 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. • $7,400 to the Maslow Project for case management services. • $76,886 to Ashland Supportive Housing upgrades to a group home for five DD residents • $50,000 to Habitat for Humanity Rogue Valley to offer home rehabilitation and repairs to qualified low-income homeowners with the stipulation that they meet a benchmark test to provide the City with the opportunity to reallocate the funds should Habitat be unable to expend at least $30K of the 2015 allocation by March 1, 2016. • $50,000 in funds to be placed in reserve for OHRA with the stipulation that the City will re- evaluate that award to make sure that the City is not at risk of losing the funding. SUGGESTED MOTION: I move to direct staff to draft the 2014 Annual Action Plan for the use of Community Development Block Grant funds refl41st. ' the award of CDBG funding for the 2015-2016 Program year as follows: • Award $ tit Vincent De Paul-Home Visitation Program. • Award to Maslow Project. • Award $ l lp, ► to Ashland Supportive Housing 1~Q • Award $ p 0b U to Habitat for Humanity Rogue Valley. • Draft an reservation letter indicating that $ tij 0,01 in CDBG funds is placed in reservation to support Options for Homeless Resident's of A hland's building acquisition with the stipulation that the City has the discretion to re-evaluate at award to determine that the City is not at risk of losing the funding. ~ ATTACHMENTS: Staff evaluation April 2 2015 Maslow Project Proposal St Vincent De Paul Proposal Page 4 of 5 CITY OF ASHLAND Staff Evaluation To: Ashland Housing and Hunan Services Commission Title: Community Development Block Grant (CDBG) 2015 RFP Date: April 07, 2015 Submitted By: Linda Reid, Housing Program Specialist The City of Ashland has received five applications for approximately $201,718 in competitively available Community Development Block Grant (CDBG) funds. The total CDBG allocation to the City of Ashland for the 2015 Program Year is $165,550. Of this amount 20% is reserved for program administration (or approximately $33,110). The remaining $132,440 plus $69,278 in unallocated grant funds from Program year 2014 may be awarded to eligible projects benefiting Ashland's low-income population. The total amount of CDBG funds available to award to capital improvement projects in Program year 2015 is $201,718, up to 15% of the total annual allocation, or approximately $24,832, is available for award to Public Service activities. The City of Ashland Housing and Human Services Commission will hold a public hearing on April 2, 2015 to review the grant requests and make a recommendation to forward to the City Council for consideration. The Council will make the final award selections at a public hearing scheduled for April 21, 2015. Staff's eligibility assessment of each of the proposals received, and recommendations regarding the allocation of the 2015 CDBG funds are provided on the following pages. Proposals Received Organization Proposed Project CDBG Goal Consolidated Plan Funds Goal # and Rank" Requested St. Vincent De Assist low income and at risk $25,500 With CDBG funds Goals 6.1 Paul Households with emergency provide 25 low Need Rank A funding to prevent homelessness. income individuals Goals 6.2 *Public Service with emergency rent Need Rank B and security deposit Goals 8.2 assistance to avoid Need Rank B homelessness (320 HH with CDBG and matching funding) Maslow Project Encourage stability, self-sufficiency $10,000 Provide access to Goal 6.1 and school achievement for basic needs, Need Rank A homeless youth. information and *Public Service referral. Provide case management to improve stability to approximately 100 Page 1 of 9 1L, identified homeless youth ages 0-21. Ashland Rehabilitation and upgrade ofa $99,000 Improve ADA access Goal 8.1 Supportive housing unit serving adults with and energy efficiency Need Rank B Housing intellectual and developmental of housing unit Goal 8.2 disabilities. serving 5 adults with Need Rank B disabilities Habitat for Rehabilitation and/or repairs to $80,000 Rehabilitation and/or Goal 3.1 Humanity Rogue homes occupied by qualified low repairs to 15 homes Need Rank B Valley income households and households with ADA accessibility focus *Capital Improvement Options for OHRA building acquisition for the 130,000 Provide shelter and Goal 6.1 Homeless Ashland Community Resource supportive Need Rank A Residents of Center and Ashland Winter Shelters services/resources to Goal 6.2 Ashland approximately 2,775 Need Rank B homeless and at risk Goal 6.3 low income clients Need Rank B Funding Requested/Available A total of approximately $201,828 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 $24,832. These funds will be available upon approval of the 2015 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 and Human Services 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. • All CDBG funded projects must be an "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 Page 2 of 9 !r, 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 for the CDBG program. Areas of concern are described for each proposal received. The Housing and Human Services 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 fiords, the projects(s) that are ranked the highest will be funded. A-The City of Ashland plans to use the CDBG funds for prgjects 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 fitnds for prgjects 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 Find. 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 (LM I) 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 ofCDBG 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-this would be Maslow's third year of undertaking this activity in Ashland. • Staff finds that Maslow Project's proposal is consistent with goals number 6 and 6.1 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 Page 3 of 9 ~r, 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./br projects that meet these needs. Staff sees that Maslow Project's proposal is an eligible use of 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. Maslow has successfully administered this program within the Ashland School District for the past three years; receiving a combined three year award of $25,132 and assisting 475 homeless or at-risk students. Furthermore, this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program and leveraging funding from other sources. St. Vincent De Paul-Home Visitation Program Staff has reviewed the St. Vincent de Paul (SVDP) 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 $25,500 to assist homeless and at-risk populations in obtaining and maintaining housing. • This project proposal qualifies under the Low-Moderate Income (LM I) 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 as 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 320 households with the granted funds and matching contributions. • Staff finds that SVDP's proposal is consistent with goals number 6.1, 6.2 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. Page 4 of 9 • 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/AID 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 hinds. 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 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 more than double the requested grant funds and leveraging further funds from other sources. The St. Vincent De Paul Home Visitation Program has successfully administered Community Development Block grant funds for the past five years; utilizing $105,745 in combined funding to assist over one hundred and fifty individuals obtain or maintain suitable housing thus far. Capital Improvement Proposals Ashland Supportive Housing-Special Needs Residential Home Remodel Staff has reviewed the Ashland Supportive Housing (ASH) 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. ASH has requested $99,000 in grant funds to provide rehabilitation and energy efficiency upgrades on a residential group housing unit occupied by five individuals with intellectual and developmental disabilities. This population qualifies under both the presumed benefit population and qualified low-income population. • This project proposal qualifies under the Low-Moderate Income (LMI) and Presumed benefit national objective. • Rehabilitation and repair are an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 5 individuals. • Staff finds that the ASH proposal is consistent with goal number 8 and 8.1 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. Page 5 of 9 ! 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. 8.1 Encourage development of transitional and supportive housing for extremely low- and low-income special needs populations (B). 8.2 Provide assistance to non-profit organizations that provide support services for 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 forTrojects that meet these needs. Staff sees that ASH 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 special needs populations maintain and expand their safety and independence while also assisting ASH to better provide services to their service population. This activity meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. ASH has a proven track record of successful CDBG grant administration as well as the administration of other state and federal grant fiends. Rogue Valley Habitat for Humanity-A Brush with Kindness/Critical Home Repair Staff has reviewed the Rogue Valley Habitat for Humanity (RVHM) 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. RVHfl-I has requested $80,000 in grant funds to provide rehabilitation and repair loans on units occupied by qualified low-income homeowners with a focus on handicapped accessibility. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Rehabilitation and repair are an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 15 households. • Staff finds that the RVHfH proposal is consistent with goal number 3 and 3.1 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). Page 6of9 91FAW, 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 RVHfH 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 in completing needed home repairs, will improve and maintain the City's housing stock, and may assist in the beautification of the City's residential neighborhoods. This activity is expected to leverage private funds and community involvement and donations that meet and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. RVHFH has a proven track record of successful CDBG grant administration as well as the administration of other state and federal grant funds. Currently RVHFH has expended less than 20% of the 2014 grant funds awarded to them and staff is concerned that RVHFH may not be able to expend the remaining 2014 grant funds as well as another allocation of grant funds in 2015 within HUD's timeliness. Options for Homeless Residents of Ashland (OHRA)-Building Acquisition Staff has reviewed the Options for Homeless Residents of Ashland (OHRA) 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. OHRA has requested $260,000 in grant funds over a two year period to purchase the building they now lease to expand their services as a resource center and to add a nightly winter shelter for homeless populations. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Building acquisition is an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 2,275 individuals. • Staff finds that the OHRA's proposal is consistent with goal number 6 and 6.1, 6.2 and 6.3 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, or 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). 6.2 Strengthen the capacity of the Jackson County Continuum of Care to plan activities reducing homelessness in the community. (B) 6.3 Support activities that expand service-enriched housing for the homeless and other special needs populations, including increased shelter, transitional and permanent supportive housing resources (B). 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. Page 7 of 9 11FAWAR A-The City ofAshland plans to use (WG finds for projects that meet these needs. Staff sees that OHRA 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 homeless and at- risk populations with increased shelter options, by expanding and improving the services available to homeless and at-risk population as well as to aid in homeless prevention and transition. This activity is expected to leverage private funds and community involvement and donations that will meet and exceed the 10% leverage requirement of the City of Ashland's CDBG program. Staff has concerns about several aspects of OHRA's application. One concern is OHRA's two year timeline, and the large amount of money to be raised, should OHRA's campaign be unable to raise enough money by June 30, 2016, the City would be at risk for losing the funding dedicated to that activity, similarly, OHRA's application lists a funding source (the Housing Trust Fund) which is not currently available to fund projects, and which when offered will be offered competitively. Lastly, OHRA's application does not take into account potential costs for building and safety modification which would be required by building code to change the use from an office/assembly use to an overnight shelter use, which is a more intensive use. STAFF RECOMMENDATIONS Staff recommends award of the 2015-2016 CDBG funds as follows: • $17,432 to St. Vincent De Paul-Home Visitation Program to fund emergency rent assistance for qualified low-income household in an effort to prevent homelessness. • $7,400 to Maslow Project for Case Management services. • $99,000 to Ashland Supportive Housing for residential home rehabilitation • $77,886 to Rogue Valley Habitat for Humanity to offer home rehabilitation and repairs to qualified low income homeowners with the caveat that any funds not expended by the end of the program year (June 30, 2016) be retained and reallocated by the City through a competitive process. • Staff does not recommend funding the OHRA application in this program year but does recommend that OHRA re-apply in subsequent years when that organization is more "ready to proceed" with the acquisition. Staff's 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; Ashland Supportive Housing- Residential Home Remodel, Options for Homeless Residents of Ashland-building acquisition, and Rogue Valley Habitat for Humanity: A Brush with Kindness/Critical Home Repair program. All three Pagc 8 of 9 MEL, projects qualify as eligible uses of CDBG funds. In evaluation it is evident that while the OHRA proposal has a Consolidated Plan priority ranking of A; A-The City ofAshland plans to use CDBG funds for projects that meet these needs, that project is not ready to proceed. Consequently the two activities with priority rankings of "B" are ready to proceed and are able to expend the funds in a timely manner thereby allowing the City to meet its timeliness cap. 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 is that the grantee cannot have more than 1.5 times their annual allocation and any other funds sitting in their line of credit at the U.S. treasury. The analysis for timeliness is calculated 60 days prior to the end of the grantees program year (which is July 1 st 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 the majority of the funding to OHRA the City may be at risk of hitting the timeliness threshold for two consecutive program years. The City would be required to draft and submit a work out plan this year, should OHRA not make their fundraising deadline and complete the acquisition of their building as scheduled the City would be at risk of losing the funding. Unexpended allocated 2014 grant funds (approximate amount) $36,881 Unallocated 2014 grant funds $69,278 2015 Allocation $165.550 $271,709 The City can have up to $248,325 in funding in the line of credit until May 1 s'2015 at which time the timeliness rule will be triggered. Currently the City has approximately $39,419 in unexpended grant funds from the prior year, $69,278 in unallocated funds from the prior year, and an new unallocated grant of $165,550, to be allocated in April, but not awarded or able to be spent until July 1, 2015. Given these amount total $271,709.21 the City will be over the timeliness threshold on May ls` when the timeliness test is run. Staff's evaluation and recommendation is based on prioritizing the use of CDBG funds to projects which are ready to proceed and which can expend the funds in a timely manner. Page 9 of 9 F ROJECT A Hand Up, not a Handout! MASLOW PROJECT NARRATIVE SUMMARY Maslow Project is a nonprofit advocacy organization that provides goal-oriented, wrap- around support services to homeless children and teens, ages 0-21, and their families in Jackson County, with a goal of bringing enough stability into their lives so that kids are able to remain in school and complete their secondary educations. We deliver services through three primary venues: in school-based programs throughout Jackson County, at our Medford Resource Center, and through street outreach. Our nationally-recognized program promotes a youth-centered safety-net model, utilizing a "web" of support including: emergency basic needs, family advocacy, case management and mental health counseling, academic and employment support, enrichment opportunities and enhanced access to community resources. Our program offers three levels of service: Basic Engagement - Critical emergency needs and outreach, intended to ensure the safety and stability of youth; Family Advocacy to ensure youth are able to enroll in school, remain in their school of origin, have transportation to school, and have access to the supports they need; Moderate Engagement - In-depth case management (both school and Resource Center-based) that helps youth progress toward goals and foster self-sufficiency; and Intensive Engagement - Multifaceted, high-intensity support services (e.g.: mental health counseling, enrichment activities, tutoring, harm reduction/life skills workshops), augmenting our case management services. The wrap-around supports we provide to at-risk and homeless youth and families - who may be couch surfing, living doubled-up with family or friends, or staying in weekly-rate motels - has a strong preventive component, and can often prevent these vulnerable individuals from ending up on the streets. In addition, Maslow Project's emphasis on stabilizing homeless and at-risk youth so they can focus their attention on staying in school and completing their education is one of the best ways we can set these youth on a path toward financial stability and sustainability. Please see Section 4 of this application for more details. 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 $32,913. Maslow Project has already secured $11,413 of this amount. We respectfully request 500 Monroe Street, Medford, OR, 97501 541-608-6868 $10,000 from the City of Ashland's CDBG program to continue support for this project. Ashland CDBG funds are an essential source of financial support for this program. Project Objective: Promote and support stability, self-sufficiency and school achievement for homeless youth in Ashland. Project Outcomes: • Identify and provide Basic Engagement Services (basic needs, outreach, information and referrals) to approximately 100 youth. Provide Moderate Engagement Services (in-depth case management) to approximately 45 youth throughout the year. 80% of the youth served through Case Management will either remain stable of demonstrate progress toward stability in one or more focus areas on Maslow Project's Client Self-Sufficiency Scale (36 youth). • 95% of Ashland clients providing feedback through Client Surveys will report a satisfactory or above response. 500 Monroe Street, Medford, OR, 97501 541-608-6868 CITY OF ASHLAND 2015 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 Proiect Executive Director's Name(s): Marv 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#: - 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: 12 Total Volunteers: 45+ 1 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@maslowproject.com III. PROJECT INFORMATION SUMMARY Project Name or Title: School-Based Services for Ashland's Homeless Youth Expected Completion Date: June 30, 2016 Requested CDBG Funds: $10,000 Organizational Match: $11,413 - Individual donations Funds from Other Sources: $11,500 -Ashland School District Title 1 A and Title X funds Total Project Cost: $32,913 2 2) PROJECT SUMMARY Please see Narrative Summary on previous page. 3) PROPERTY AND PROJECT 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. Our Case Manager provides the following levels of Maslow support services to homeless youth in Ashland: • Basic Engagement: Maslow's school-based Case Manager serves as a "one-stop" point of contact for homeless Ashland youth who need access to basic needs, and provides referalls designed to increase immediate connections to supportive services within the community, including: hot meals, food boxes, clothing, hygiene supplies, sleeping bags, bus tokens, and emergency assistance. On- and off-site partnerships with a host of community agencies and organizations also help to create a "safety net" that decreases the possibility of youth getting lost in the system. These services form a stable foundation for youth to build upon in their efforts to remain in school and move toward financial stability and self-sufficiency. • Moderate Engagement: Our Case Manager helps identify and advocate for high-risk and homeless Ashland youth in need of basic needs and support services: acting as a liaison between youth, agencies, schools, and parents; tracking relevant academic and attendance information; and providing support and mentorship to homeless youth and their families. The Case Manager also works with each youth to identify personal goals and plot a course that will help them achieve those goals. • Intensive Engagement: Maslow's Ashland Case Manager also connects kids with positive youth development activities - including access to after- school and summer programs; promoting self-sufficiency through encouraging engagement in school, employment, and supportive services while facilitating increased interpersonal skills. This comprehensive approach helps stabilize youth, keeps them engaged in school and connected to resources, builds resiliency and coping skills, and empowers them to work toward their educational goals and independence. 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) 3 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, through self-referral, by Maslow Project outreach staff, and through referrals from partnering agencies. All youth in this population (target: 100 youth) are presumed by HUD to be low or moderate income. In our experience, 100% of the homeless youth and families we serve fall within the "extremely-low income" category, and earn 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, 2015 through June 30, 2016. Our Case Manager currently works in Ashland schools two days/week, providing Basic and Moderate Engagement services to eligible youth and families and connecting them to Intensive Engagement opportunities as needed. Please see attached project schedule (Form A) for more details. 6) 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. 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. 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 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. As stated above, all the individuals Maslow Project has worked within Ashland since July 2012 fall into the "Extremely Low Income" category. c. Maslow Project has already secured funding for the project from the following sources: Private individual donations: $11,413. d. This is a social service application; sections "d"-"i" are not applicable. 4 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. In July, 2012, Maslow Project began providing basic needs, outreach, case management and enrichment services to homeless Ashland children and teens (aged 0-21), thanks to a $10,000 grant award from the Ashland CDBG Program. We now provide school-based case management services in four school districts in Jackson County (Medford, Ashland, Phoenix/Talent and Rogue River), and provide basic engagement services to homeless youth and their families throughout Jackson County. The wrap-around supports Maslow Project provides to at-risk and homeless youth and families - who may be couch surfing, living doubled-up with family or friends, or staying in weekly-rate motels - has a strong preventive component, and can often prevent these vulnerable individuals from ending up on the streets, by stabilizing them BEFORE they go into housing crisis. In addition, Maslow Project's emphasis on stabilizing homeless and at-risk youth so they can focus their attention on staying in school and completing their education is one of the best ways we can set these youth on a path toward financial stability and sustainability.ln fact, 88% of the school-aged, case managed youth we served during our 2013-2014 program year remained enrolled in school all year. Maslow Project is the only organization in Jackson County offering comprehensive, wrap-around support services to the full range of homeless children and youth, aged 0-21. One of the primary strengths of our 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. Every year, over a dozen foundations; more than 200 local churches, civic groups & businesses and over 800 individuals, provide financial and in-kind support for Maslow Project's work with homeless Jackson County youth and families. 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. Please see the attached list of Maslow Project's Ashland Supporters for more information. 9) SELF-SUFFICIENCY 1 5 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. Youth homelessness takes a heavy toll on those it impacts. According to the National Center on Family Homelessness, homeless youth go hungry at twice the rate of other youth, are sick four times more often, and have three times the rate of emotional & behavioral problems. They also have twice the rate of learning disabilities, and are 87% more likely to drop out of school (USDE). 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 high school educations, and continuing on to college or vocational training programs. Education completion is a critical tool for youth hoping 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. Unfortunately, the national graduation rate for homeless high school seniors is just 25%. In contrast, five out of five (100%) of the homeless Ashland High School seniors we worked with during our 2013-2014 program year graduated from high school. In addition, Maslow youth who are interested in pursuing their education beyond high school can now access Maslow Project's donor-established Graduate Fund. The fund is available to Maslow Project clients throughout Jackson County who have graduated from high school or earned their GED's, and wish to pursue further education; and can be applied to various academically-related needs, including: SAT test fees, college application fees, bus fare, college textbooks, laptop computers, and course tuition. Three of our five graduating seniors from last year (60%) are now continuing on to pursue post-secondary educations; further improving their chances of achieving financial self-sufficiency. 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. 6 As noted above, all youth in this population are presumed by HUD to be low or moderate income. In our experience, 100% of homeless youth and families we serve fall within the "extremely low income" category, at 30% or less of the Area Median Income. The youth served through Maslow Project's Ashland program (approximately 100 youth during the 2015/2016 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 o Risk assessments and individualized goal plans, safety plans, assistance accessing emergency or transitional housing, and assistance with post-secondary educational goals 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 homelessness. 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 always have priority in our program, and 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 High School, Maslow Project's Board of Directors list, a list of Maslow's Ashland community supporters and business sponsors, and an Ashland client success story. F_ 16) CDBG APPLICATION CHECKLIST & OTHER FORMS CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 7 CITY OF ASHLAND 2015 Program 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 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 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? C. Environmental Issues Yes No N/A s 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 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 X awarded rants 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 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 Proposals Activity Start Date Completion Date Outreach: 7/1 /2015 8/31/2015 Our Case Manager and a Maslow Family Advocate connect with students - via community dinners, visiting with community partners (food pantry, Resource Center, medical van) or through street outreach efforts - to ensure we stay in contact with homeless Ashland youth during the summer break. School Based Case Management: 9/1 /2015 6/30/2016 Identify homeless students, provide services/referrals/basic needs, track academic data, establish client goals Target: 100 youth identified Outcome Goal: (1) 80% of youth served through Case Management will either remain stable or will demonstrate progress toward stability in one or more focus areas of the Youth Self Sufficiency Outcome Scale- compared to pre-test scores collected at mid- year, (2) 95% of Askland clients providing feedback though Client Surveys will report a satisfactory or above response. Collect Outcome Data: 9/1/2015 6/30/2016 Student are assessed at start of case management, mid- year, and at the end of the school year 10 Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client Services $6,000 $0 $6,000 Wages (of personnel $23,345 $10,000 $13,345 providing direct client services) Materials/Supplies $500 $0 $500 Marketing/Outreach $500 $0 $500 Program Administration $2,568 CDBG Funds $2,568 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 $32,913 $10,000 $22,913 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 Commitment (awarded with conditions) Date Federal Grants State Grants $7,500 6/2015 Local Grants $14,000 BY summer 2015 Non Governmental Grants Donations/Gifts $11,413 FY 2014 Applicant Contribution _ Program Income Loans Other (specify) Other (specify) TOTAL $11,413 $21,500 $32,913 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. Tentative funds listed above include: $7,500 - Title X funds, $4,000 - Ashland School District funds (dependant upon the approval of the ASD annual 2015-2016 budget - these are Title 1 A funds) and $10,000 - Ashland CDBG funds. All other funds have been secured as of the time of this application submission. 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 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. 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 n/a 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. Eric Maxwell, Advancement Committee 7. Amy Zarosinski, Finance Committee 8. Anne Mitchell, 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 Fr 1 F R- PROJE V T MASLOW PROJECT Board of Directors List Sharilyn Cano, Board President Jamie L. Hazlett Human Resources Director, Medford School Attorney at Law District 910 E. Main Street 2080 Martin Dr. Medford, OR 97504 Medford, OR 97501 (541) 773-3619 work (541) 734-5460 work (541) 326-1097 cell (541) 951-0530 cell jamiehazlettesg9gmail.com sharilyn.cano(cbmedford.kl2.or.us Joined in 2011 Joined in 2010 Eric Maxwell Royal Standley, Vice President Business Owner Financial Planner, Oregon Pacific Financial 19 Rossanley Drive Advisors, Inc Medford, OR 97501 210 W. 8th Street (541) 840-5733 cell Medford, OR 97501 pronmainftmsn.com (541) 772-1116 work Joined in 2013 (541) 531-1138 cell rstandley(topfa.com Anne Mitchell Joined in 2011 Retired educator 908 Pittview Ct. Roger Stokes, Treasurer Central Point, OR 97502 Retired business owner (541) 601-0650 314 Medford Heights Lane anneandsteve.mitchell ftahoo.com Medford, OR 97504 Joined in 2013 (541) 773-9878 home (541) 944-4678 cell rwstokes9clearwire.net Amy Zarosinski Founding member 2009 CPA, KDCO Piels 640 Superior Ct. Paul Robinson, Secretary Medford, OR 97504-6181 Retired non-profit and pastor (541) 773-6633 11 North Keeneway Drive azarosinski(@kdcoCPA.com Medford, OR 97504 Joined in 2014 (541) 840-5640 cell robinsonpau12273@yahoo.com joined in 2010 Revised: August 22, 2014 500 Monroe Street, Medford, Oregon 97501 541-608-6868 ASHLAND PUBLIC SCHOOLS BOARD OF DIRECTORS JAN'HUNiMF.L Superintendent JIM WESTRICK EVA SKURATOWIC'Z GREG LECUYER ERIC STRONG Business Manager DENEICE COVERT ZEVE JOHN WILLIAMS SAMUEL BOGDANOVE Director of Student Services Inspiring Learning for Life February 09, 2015 Mary Ferrell, Executive Director Maslow Project 500 Monroe Street Medford, OR 97501 Dear Mary, As the Director of Student Services for the Ashland School District, I see the benefit on a daily basis that Maslow Project brings to the students and families in our District. Without the support that Maslow Project provides to our homeless youth, many of these students would go unidentified and not receive the wrap-around supports they need to stay in school, work toward their goals, and achieve educational success. Maslow Project's Case Manager works hard to help Ashland Schools identify these vulnerable students and bring stability into their lives; giving them the ability to attend and thrive in school, develop positive life skills and engage in meaningful opportunities that help build confidence, resilience and promote each student's overall wellness and self-sufficiency. On behalf of the Ashland School District, I am happy to write this letter in support of Maslow Project's application to the City of Ashland's Community Development Block Grant. T feel that this program has improved the lives of so many families and children not only helping to meet their immediate needs, but also providing the intensive supports that help students to stay in school and navigate their way to a more successful and optimistic future. The Ashland School District fully supports our partnership with Maslow Project, and benefits from this partnership on a daily basis. Sineerply, S muel Ba 11'eCtOr St=Ilt Services ADMINISTRATION BUILDING 885 SISKIYOU BOULEVARD .ASHLAND, OREGON 97520 541-482-2811 FAX 541-482-2185 MASLOW PROJECT: ASHLAND SUPPORTERS Individual: Over 168 individual financial and in-kind donors (*an additional 38 individual donors in 2013-2014) Businesses: 45 local Ashland businesses have made donations (financial and in-kind) to Maslow Project since we began offering services in Ashland in July 2012. (*an additional 15 businesses in 2013-2014) Outdoor Exposure Photography Rocky Mountain Chocolate Company Tot Restaurant Bloomsbury Books Hersey Health Care, Inc. Paddington Station RVMC (Holly Street) Ashland Springs Hotel Joyride Vintage Oregon Shakespeare Festival Rare Earth Papaya Mystic Treats Blue Giraffe Be Cherished Salon Village Shoes Rogue Valley Runners Crown Jewel Blackstone Audio Cafe nomyen Avant Garb FlowerTyme on the Plaza Northwest Nature Shop Noble Coffee Roasting Spice & Tea Exchange Case Coffee Roasters Brothers Illahe Studios Tree House Books Hospice Unique Boutique Plaza Inn & Suites Zagorska Organic Bodycare Brothers Restaurant The Hemporium Siskiyou Chiropractic Ashland Food Coop Rogue Valley Cycle Sport Martolli's Hill Station Greenleaf Restaurant Sound Peace Zoey's Cafe Royce Real Estate Mihama Teriyaki Grill TEN Realty Group Organizations & Faith-Based Groups: 42 Ashland organizations and faith-based groups collaborate with, or donate to, Maslow Project (an additional 12 partners in 2013-2014). First Presbyterian Church Ashland Food Bank Temple Emek Shalom Ashland Food Angels Ashland Artisan Gallery Ashland School District OPSIRG Shine a Light Foundation Soroptimist International, Ashland Ashland Artworks Ashland Rotary St. Vincent de Paul Brains and Beer ACCESS, Inc. Ashland Photographer's Gallery ScienceWorks City of Ashland Ashland HS Theatre Ashland Family YMCA First United Methodist Church Willow Wind Community Learning AHS Leadership Class Center Helman Elementary students RV Unitarian Universalist Fellowship La Clinica Mobile Health Van SOU Civic Engagement Program Ashland Community Resource Ctr AAUW AHS Health Center Mosaic Mentoring Program AHS Youth Advisory Council Trinity Episcopal Church SART SOPRIDE Ashland Police Department Mtn View Retirement Community "You Have Options" program Ashley Senior Apartment residents OHRA (Options for Homeless Residents Presbyterian Ladies of Ashland Uncle Foods Diner The Butler Foundation MASLOW PROJECT ASHLAND CLIENT SUCCESS STORY AS TOLD BY CASE MANAGER CHEYENNE NICHOLS "Jacob" has been working with Maslow Project since his freshman year of high school. Since we've known him, he and his mother have moved around a lot - "doubling up" with a series of friends and family until they found a small, substandard trailer here in Ashland. During that time, Maslow Project was able to ensure that they received food boxes, school clothes and school supplies for Jacob, and hygiene supplies - in order to bring at least a bit of stability into their lives. Jacob struggled in the alternative education program he was place in at Ashland High School and often reported arguing with his mom. He wanted her to change their living situation; to find something more stable. Eventually Jacob took matters into his own hands, and struck out on his own. It was a rough transition - Jacob even camped out for a while - but he remained enrolled in school throughout this time, and was a frequent visitor to Maslow. Unsurprisingly, given the upheaval in his life, his grades began to slip. But Jacob never gave up hope for a better life. At the start of his junior year, Jacob came in the Maslow Project office at Ashland High School with new energy and determination - and a goal of enrolling in regular and honors level classes. He wanted to be challenged, and pushed himself to work harder. I worked with him to help him set goals for the things he wanted to achieve, and with that new focus he began to blossom. In his honors level and AP classes, Jacob started to get straight A's. Today - in his senior year of high school - Jacob has a place of his own, and interns at Thrival Tech LLC, a fuel resource company. Maslow's Graduate fund helped to pay for his AP fees, and Jacob started applying to colleges. Recently, he was awarded the "Beat the Odds" scholarship, and a full ride to Reed College, starting this fall! His goal is to continue his education and get a Phd in Molecular Biology. It has been such a pleasure working with Jacob, and watching the incredible journey he has taken. I know we can all expect great things from him! CITY OF ASHLAND 2015 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): Socorro Holloway Board Member Names (attach separate sheet) 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 Tax ID#: - Mission Statement: 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 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 and 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 $500,000 annually. We can assure the City of Ashland that none of its CDBG I funds will be used to pay employee salaries or benefits. All of your funds will be used to help avoid the growth of homelessness, or to assit homeless families to achieve housing and self-sufficiency. St. Vincent's Rogue Valley Council has eight 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 (call first) E-mail Address: richhansen39@charter.net III. PROJECT INFORMATION SUMMARY Project Name or Title: Decreasing Homelessness in Ashland in 2015 Expected Completion Date: Project is ongoing. Fiscal year is 10/1/15 - 9/30/16 Requested CDBG Funds: $ 25,500 Organizational Match: $ 85,000 Funds from Other Sources: $ 54,500 Total Project Cost: $ 165,000 2 IV. Project Description St. Vincent's Ashland/Talent Home Visit Conference has been helping the needy in our area for over 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 of 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 only 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. Our team of 15 volunteers responds to calls for help on St. Vincent's Ashland phone line (541-708-5650). The families we see are referred to us by area churches, other non-profits and government agencies. We operate in teams of two, going 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. Sixty percent of our clients are Ashland residents and the CDBG funds are only spent on Ashland residents. We ask for proof of income: jobs, child support, public assistance, unemployment, workers compensation, medical coverage, food stamps, Social Security, disability, etc. One hundred percent of our clients are at or below the federal low- and moderate-income poverty levels. We do not offer clients direct cash assistance, 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 we never provide direct cash. We collaborate with the Ashland Homeless Taskforce and their efforts to encourage community outreach programs to provide meals, shelter, food and emergency assistance to our area's growing needy population. Some of our volunteers attend evening meals at local churches to reach out to people who might need our services. When clients' bills are larger than our budget guidelines allow, we contact ACCESS, United Way and a number of Ashland religious denominations, including First Baptist, First Congregational United, First Presbyterian, Trinity Episcopal and Our Lady of the Mountain. We have also been collaborating with ACCESS on their Ashland Community Resource Center. V. Good Results 3 In the fiscal year ending Sept. 30, 2014, St. Vincent's Ashland/Talent Home Visit Team spent $141,190 helping the needy. During that period we made nearly 800 home visits and assisted over, 1,300 people - about 800 adults and 500 children. All told, we helped 320 families with rental expenses and 330 families with utility bills. We also assisted clients with medical costs, transportation, food, camping equipment, etc. We spent a total of $72,265 for rental assistance last year, aiding 320 families. Of this, $19,234 represented the Ashland CDBG grant. In total, we made over 200 CDBG home visits and numerous phone calls to 21 families that included 28 adults and nine children. Our team focused on homeless families. Of the 21 families we were able to help with CDBG funds, 15 were homeless when we first met them. That included 18 adults and eight children. We worked with some of these homeless families for almost a year to qualify and prepare them to move into housing. During this period we spent about $6,000 of our funds to help them pay off other debts, provide them with clothing, furniture, etc. We are especially proud that the combination of City of Ashland CDBG funds and St. Vincent's volunteers and funding were able to move these 26 Ashland residents off the streets and into housing. VI. Financial Considerations Our proposed 2014-15 budget is $165,000, up about 30 percent over last year's forecast. Half of this, $85,000, will come directly from St. Vincent's Rogue Valley Council. The $25,500 we are requesting in CDBG funds will represent about 15 percent of our total budget, so you will receive close to a 6:1 leverage for your funds. Last year, on average, when using our own funds, St. Vincent's spent about $300 per family on rent relief. However, using CDBG funds and applying the HUD formula, we were able to spend about $915 per family. This clearly shows the power of the CDBG program for bringing families out of homelessness and helping them become more self- sufficient. We have been serving the poor in Ashland for over 30 years and we hope to continue for as long as our help is needed. We attempt to assist as many people as possible. Our limitations are manpower and money. We currently have 15 volunteers in our local group. We continue to work with other similar organizations in the Ashland community to leverage both our numbers and our financial resources. Our outreach program is ongoing, with no real beginning or end. When the CDBG funds become available in late summer or early fall, we traditionally spend the amount in about six months. VI. National and Local Priorities 4 One hundred percent of our clients are at or below HUD's low- and moderate income poverty levels. Our CDBG program's goal is to slow or stop the growth of homelessness in Ashland. There we meet two of the National Objectives of 1. Primarily benefit low and moderate income persons" and "2. Meet a particularly urgent community development need." Similarly, we meet Ashland's Homeless Goal #6 to provide "Support services for homeless prevention and transition." HUD/CDBG 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 2014-15, we hope to keep at least 250 families from becoming homeless and get back on their feet. The requested $25,500 in Ashland CDBG funds would help us reach an additional 25 families. The Jackson County Point-in-Time Homeless Survey estimates there are over 1,000 people in our County without homes. A third of these are children. 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. The City of Ashland has enabled St. Vincent's to significantly increase its outreach and we hope this partnership can continue. We provide over half the project costs from internal 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 funs to aid the needy. s CITY OF ASHLAND 2015 Program 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 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 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. 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 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, 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 I environmental X review upon receiving a CDBG award? 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 X awarded rants 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 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-1 Form A-2 To be completed for Social Service Proposals Social Services Proposals Activity Start Date Completion Date Provide rental assistance Ongoing Ongoing Apply to US Bank, Avista First Quarter, 2015 Third Quarter, 2015 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 $162,000 $25,500 $136,500 Wages (of personal providing direct client services) Materials/Supplies 3,000 3,000 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 165,000 25,500 139,500 s 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 Commitment (awarded with Date conditions) Federal Grants 25,500 3Q, 2015 State Grants Local Grants 17,500 3Q, 2015 Non Governmental 5,000 3Q, 2015 Grants Donations/Gifts 32,000 3Q, 2015 Applicant 85,000 Contribution Program Income Loans Other (specify) Other (specify) TOTAL 85,000 80,000 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. CDBG ($25,500) application submitted Feb. 2015 US Bank ($5,000) application will be submitted in Feb. 2015 Donations and gifts 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: Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 XXX 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. Name[Title 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 Options for Homeless Residents of Ashland {OHRA} DATE: February 19, 2015 TO: Linda Reid, Housing Program Specialist, Dept. of Community Development FROM. Options for Homeless Residents of Ashland (OHRA) SUBJECT: Application in Response to the City's CDBG 2015 RFP Options for Homeless Residents of Ashland (OHRA) is a 501(c)(3), non-profit organization dedicated to providing the homeless and the low-income residents of Ashland with opportunities to improve their life situations and leave poverty and homelessness behind. In February of 2014 OHRA opened the Ashland Community Resource Center (ACRC), a joint partnership between OHRA and ACCESS. The City of Ashland provided $100,000 for ACRC operations over two years (2014 and 2015) with the understanding that OHRA would develop additional funding resources by 2016. During our first year of operations we've experienced a total of 3,685 client visits. 600 of these were first time clients (347 homeless and 253 with homes). In total we served 57 veterans, housed 27 families and assisted 14 people in securing employment. Many of these guests often require time intensive services: job search and resume services, housing referral services, case management, personal identity documentation services, mailing, internet access, printing and various personal services (food, clothing, restroom, backpack storage, bus tokens, cold weather gear and etc.) The good news is that the ACRC has been successful beyond all original expectations. Not only are we meeting obvious personal needs, we also are beginning to witness an outpouring of community support. We have a list of 48 volunteers who, under the direction of A CRC Manager Leigh Madsen (our- only paid employee), address the needs of our guests. Also OHRA charitable donations increased from $2,904 in 2013 to $34,918 in 2014 a 1200% increase. In addition OHRA has been awarded over $20,000 in private foundation grants during the last six months, These donations and grants have helped OHRA fund increased operation and services provided by the ACRC. Unfortunately with this success has come the realization that ACRC's 2200 sq. ft. facility at 570 Clover Lane is woefully inadequate. Limited space does not allow the confidential continuum of care that many of our more challenging clients require. Limited private space also makes it very difficult for volunteer administrators to handle necessary confidential records. Likewise there is not enough storage space for the constant flow of in-kind donation and disbursement of clothing and cold weather gear. If OHRA is going to continue to be successful in providing a pathway for financial self- sufficiency for our homeless and very low-income residents, we need to enlarge the ACRC facilities by purchasing the entire Masonic Lodge at 570 Clover Lane. This full facility could become the "one-stop shop" so obviously needed to fully serve the homeless and very low-income residents of Ashland. One of the most significant advantages of this proposal is the enhancement that it would bring to the City Winter Shelter program. Currently OHRA assists with a team of City Shelter Partners' in the staffing (56 volunteers) of three winter shelter locations that are open Monday thru Thursday nights during the winter months between November 15th and April 95th. There are no regularly open shelters Friday thru Sunday nights except on an emergency basis (temperature below 20 degrees). Under this proposal all Winter Shelters could be consolidation at a single, centralized, facility better suited to this purpose. With the increased efficiencies of a single location it is expected that Winter Shelter coverage could be extended to a full seven nights a week. Also, very importantly, there could be some significant integration of ACRC services to needy shelter guests. In summary then this proposal would provide for the following homeless and low-income services: • Consolidation of three scattered winter shelters to one location • increased in Ashland's winter shelter coverage to seven nights a week • improved integration of ACRC services into the winter shelter population • Private space for in depth confidential case management • Confidential space for handling client records • Additional space to organize our flow of donated and dispersed items. • Space necessary for Job Development Resources and Training Project (The Leightman-Maxey Foundation and the City are funding for this project) • A private secure location where OHRA and ACRC financial documents could be processed and stored. • Two private rooms that could be used by our community partners2 when they are Along with OHRA the other City Shelter Partners are: the City of Ashland, First Presbyterian Church, Trinity Episcopal Church; RV Unitarian Universalists Fellowship, Temple Emek Shalom, and Ashland First United Methodist Church. 2 As of February 2095 our list of 27 Community Partners included: Ashland Community Food Bank; Ashland First United Methodist Church, Ashland UCC Church; Consumer Credit Counseling Service of 2 on site - some require frequent visits, some infrequently. • A commercial kitchen and adjoining meeting room that could be used by OHRA, ACCESS, or any of our Community Partners for appropriate convening functions. • The commercial kitchen may also be valuable in providing new innovative programs designed for homeless and low-income families with children. This Building Acquisition Project would be funded as follows. Requested CDBG Funds: $260,000 (over two years) Ashland Affordable $100,000 (planned) Housing Trust Organizational Match: $100,000 (planned capital campaign) Funds from Other Sources: Ford Family Foundation $270, 000 (planned) Total Other Foundations $120, 000 (planned) Total Project Cost: $850,000 Upon completion of the Building Acquisition the title would be held by the Options for Homeless Residents of Ashland (OHRA) organization. We look forward to your questions and comments. John Wieczorek President of OHRA Board of Directors 541-482-8230 So. OR; Dept, of Disability Services, Easter Seals; Jackson Co. Mental Health; Jackson Co. Sexual Assault Response Team; Oregon Action; Phoenix First Presbyterian Church; RV Council of Governments; RV Unitarian Universalist Fellowship; RV Veterans and Community Services; Senior Protective Services; St. Vincent De Paul; Street Dogs, Temple Emek Shalom; The Listening Post; PermaCUltUre Playground, Trinity Episcopal Church; Umpqua Bank; VA; VAHA; Veterans Services Office 3 wiz(a_)wave. net Leigh Madsen Executive Director of the Ashland Community Resource Center 541-482-9781 Imadsen@accesshelps.org 4 I A& CITY OF ASHLAND 2014 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: Options for Homeless Residents of Ashland (OHRA) Executive Director's Name(s): John Wieczorek, President of the Board of Directors of OHRA Leigh Madsen, Executive Director of Ashland Community Resource Center Board Member Names (attach separate sheet) John Wieczorek, Member and President Carolyn Anderson, Member and Secretary Harriet Snyder, Member and Treasurer Ken Gudger, Member Montye Male, Member Regina Ayars, Member Applicant Mailing Address: Options for Homeless Residents of Ashland PO Box 1033 Ashland, OR 97520 Applicant Street Address: Address of Ashland Community Resource Center 572 Clover Lane Ashland, OR 97520 IRS Classification: 501 C3 Federal Tax ID#: Mission Statement: (may be attached) OHRA is dedicated to providing homeless and low-income residents of Ashland with opportunities to improve their individual situations and leave poverty and homelessness behind. OHRA promotes responsibility for self care and caring for others, and seeks full inclusion of low-income residents in the life of the community. Total Employees: One Total Volunteers: 106 II. CONTACT PERSON (designate a contact person who is familiar with the project) First Name: John Wieczorek Title: President of OHRA Board of Directors Phone Number: 541-482-8230 Fax Number: 541-488-0052 E-mail Address: wizCa)wave.net Second Name: Leigh Madsen Title: Executive Director of the Ashland Community Resource Center Phone Number: 541-482-9781 Fax Number: 541-482-6935 E-mail Address: Imadsen0accesshelps.org III. PROJECT INFORMATION SUMMARY Project Name or Title: OHRA Building Acquisition for the Ashland Community Resource Center and Ashland Winter Shelters Expected Completion Date: It is expected that the project will be completed upon the City's award of the second CDBG Grant. 2 Requested CDBG Funds: $260,000 (over two years) Ashland Affordable $100,000 (planned) Housing Trust Organizational Match: $100,000 (planned capital campaign) Funds from Other Sources: Ford Family Foundation $270,000 (planned) Total Other Foundations $120,000 (planned) Total Project Cost: $850,000 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. As requested this information has been included in the cover letter to this document 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). The Complete Application Form has been duplicated and completed beginning on page 1 of this document 2) A project summary including a brief description, project background and a list of project objectives Brief Proiect Description: Purchase of the 8390 sq. ft. existing Masonic Lodge located on Clover Lane in Ashland, Oregon Project Background: Since ACRC opened its doors in February of 2014 we've experienced a growing client load. Presently an average of 25 clients a day visit the Center and 3 the existing 2200 sq. ft. leased space (from the Masonic Lodge) is insufficient to handle this level of client traffic. Project Objectives: Purchase and develop a space that will be able to handle the following services: 7 night a week winter homeless shelter, job search and resume services, housing referral services, case management, personal identity documentation services, mailing, internet access, printing and various personal services (food, clothing, restroom, backpack storage, bus tokens, cold weather gear and etc.). Additionally the planned space would be able to consolidate all existing Ashland homeless sheltering into one single unit capable of serving not only adult male and female guests but also families with minor children. 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) It is expected that rehabilitation, site clearance, and development would be minimal. Any minor partitioning or improvement of space utilization could be handled through OHRA funds. Provide a map showing the project's location. If the project will serve a specific area, proposed project boundaries should be shown. 4 e w c ^ N v lQ Oi ~cn n 99 N m A / OD •d? L tfaC't4y Describe details regarding any property proposed for acquisition, indicating the following: a) Property location relative to jobs, schools, transportation, shopping and services Next door to Ashland Community Food Bank and within one mile of a full range of retail services. Reasonably accessible by public transportation. b) Total floor area of buildings, and size of land site 8390 sq. ft. and 0.79 acres c) Types of residential units, number of each type unit, and total number of bedrooms NA d) Number of extremely-low, low-, and moderate-income units proposed NA e) Number of units accessible to the disabled 5 Existing building is accessible to the disabled. No housing units are planned f) Square footage of units and description of amenities such as private balconies or storage areas NA g) Square footage of common areas such as community or laundry rooms NA h) Square footage of commercial space, if any NA i) Year property was built. If pre-1978, will it be occupied by children under the age of six? Built in 1999 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. NA k) If the project involves rehabilitation attach a description of the work to be completed. NA 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. 275 homeless 2500 low-income m) Indicate how many years the property will remain affordable and the mechanism that will be used to ensure the affordability period. NA 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). Services to be provided: 7 night a week winter shelter job search services 6 resume services housing referral services case management personal identity documentation services mailing internet access printing various personal services (food, clothing, restroom, backpack storage, bus tokens, cold weather gear and etc.) Winter Homeless Shelter Program Target Population: Homeless population estimated to be 275 Very low-income population estimated to be 2,500 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). See schedule Form A 6) Financial Information see Form C 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 a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. Price per square foot analysis of recent sales of nearby commercial real estate 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? 7 (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) Building built in 1999 appears to have received good maintenance and will have a building inspection prior to purchase. We have considered the cost of maintenance and operations. 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 relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. Initial analysis has indicated that all operating costs will be offset by the savings we achieve by no longer paying $18, 000 annually for the present ACRC lease. d) Discuss non-typical expenses or those outside industry standards. NA e) Attach letters of funding commitment from other sources, if available. In process 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 for social service applications involving direct services to qualified low- or extremely low- income persons) Property is presently exempted and 01-IRA would apply for an extenuation. 7) Eligibility for Federal Funding Will any of the following activities be part of the proposed project? • Property Acquisition YES • New Construction (non-residential) • Removal of Architectural Barriers • Rehabilitation Costs • Development Costs • Client Services 8 • 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. Within 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 (MSA). The current income guidelines are included on page 10 above. The proposed client income level is Extremely Low Income and Low Income. To our experience all our clients (10091o) are in this category. c) Describe any financial or legal commitments made to the project. OHRA Board of Directors has reviewed the financial requirements for this proposal and is committed to a capital fund drive and pursing other grants as required to completed the progect. Housing Development, Land Acquisition, or Rehabilitation Specific Information 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? No f) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. Our information is that a level 1 environmental assessment is not required for an existing structure that is not being expanded. g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? No 9 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. OHRA is dedicated to providing homeless and low- income residents of Ashland with opportunities to improve their individual situations and leave poverty and homelessness behind. OHRA promotes responsibility for self care and caring for others, and seeks full inclusion of low- income residents in the life of the community. OHRA filed its By Laws with the State of Oregon on June 18,2012 and received its 501(c)(3) approval on June 10,2014 9) Will the project promote self-sufficiency for extremely low-, low- moderate-income families, or individuals with special need? Yes 10) Please identify how your project benefits extremely low-, low- and moderate-income individuals or individuals with special needs. A general comment about our response to the following questions in this section (section 10): Our initial client in-take interview at the ACRC (the 'Snapshot') has been geared not to the Medford-Ashland income level, but primarily to the housing status of the perspective client (is he/she presently housed or living on the street) and secondarily is the perspective client currently employed or not. Although not a direct correlation, it does appear that those not employed and/or living on the street would appear to be "extremely-low income" individuals and those who are employed and/or living in a home are `low income and moderate income" individuals. (It is our experience that few of our clients would classify as moderate income individuals). Thus of the 600 distinct in- take individuals we served in the last 12 months 347 (or 58%) 10 were extremely low income and 253 (or 42% were low- income individuals). Given the needs of this information our in-take interview could be tailored to provide more precise information in the future. Obviously we wish to continually improve our services to both the extremely-low income, homeless and the low-income, housed individuals. In particular, however we are searching for more effective ways to reach the low-income, often marginally housed individuals. These are `America's working poor" and often just a paycheck or two away from becoming homeless. This proposal (with its commercial kitchen) will be valuable in providing new innovative programs targeted for the families with children who are often found in the low- income category. Services to be provided: Seven night a week winter Shelter services Job search services resume services housing referral services rent assistance / utility assistance case management case management for special needs (for example substance addiction and domestic abuse) personal identity documentation services mailing internet access printing various personal services (food, clothing, restroom, backpack storage, bus tokens, cold weather gear and etc.) 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: • 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. I1 OHRA serves only homeless and low-income clients and from February 2014 to February 2015 we served 600 clients. It is fully expected that the number of clients served will increase with this proposal. 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. 275 homeless and 2,500 very low-income • 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.) The total population of low and extremely low-income individuals in Ashland is estimated to be 2500. In the most recent year we served 253 individuals (w/o repeat visits). It is fully expected that the number of clients served will increase with this proposal. • Total number of individuals in target population to be served on an annual basis. Our target population is the extremely-low and low-income levels and we served a total of 600 individual over the last year (w/o repeat visits). It is fully expected that the number of clients served will increase with this proposal. • Percent low and moderate income. Based on our experience we infrequently serve the moderate- income level. 600 individuals is approximately 22% of the target population (total population = 275 + 2500 = 2750) 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. Income levels are reviewed by our "client in-take process." However, it is our experience that "moderate-income" individuals do not desire or need the type of services that OHRA and ACRC provide. 12 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. Low and Moderate income housing will not be demolished or converted to another use. 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. 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. OHRA is currently managing the operations of ACRC and OHRA Board members have experience in managing and staffing the Winter Shelters. b) Are the ongoing operating expense and maintenance reserve estimates reasonable? The operating and maintenance reserve is embedded with the savings of the $18,000 annual lease payment now made to the Temple. 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? OHRA has had positive indications of interst. However, the non-profit nature of the selling organization will require a full membership meeting to by noticed and held. 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. N/A 13 e) Describe relocation strategy for the project. NO f) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? It is our understanding that the Winter Shelter will require a Conditional Use Permit comparable to the hotel across Clover Lane. The existing ACRC is a currently permitted use within the zone. g) Has a pre-application been completed with the Ashland Planning Department? OHRA Board will schedule pre-application with Ashland Planning Department h) What is the condition of any improvements on the property and what is the expected life of the property? Building was built in 1999 and our initial inspection indicates that improvements will be minimal. i) Describe commitment of project funding from other sources OHRA is in the process of obtaining additional funding. 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. NA 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. 14 CITY OF ASHLAND 2014 Program 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-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 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? A conditional use permit will be require for the shelter 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? 15 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 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, leases ecif . 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? NA 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 BOLT wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants 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 X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? None 5. What is the current use of the property? 6000 Sq. Ft.currently used as a 501(c)(3) Masonic Lodge, 2200 Sq. Ft. currently leased to ACRC 16 6. Has an appraisal on the property been conducted? x If yes, what is the assessed value of the property? Form A-1 Not Applicable To be completed for Development or Rehabilitation Proposals Housing Proposals Activity Start Date Completion Date Site Planning & Development Option Site Acquisition Plan Development Pre-application Land Use Approval Construction Plans _ Final Bids Contractor Selection Building Permits Grant applications local state federal Non-government other Loan Applications Construction loan Permanent Construction Phase Construction Certificate of Occupancy Please provide your best (realistic) date estimates regarding the project schedule 17 Form A-2 Not Applicable To be completed for Social Service Proposals Social Services Proposals Activity Start Date 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) 18 Form B-1 Not Applicable To be completed for Development or Rehabilitation Proposals Uses of Funding Housing Proposals Total Cost CDBG Request Other Source(s) Acquisition Costs Land Improvements Liens and other Taxes Closing costs Off-Site costs Other SUBTOTAL 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 19 Form B-2 Not Applicable To be completed for Social Service Proposals Social Service Pro osals Total Cost CDBG Request Other Source(s) Direct Client Services 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 gent. administration Total Project Cost 20 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 Commitment (awarded with Date conditions) Federal Grants $260,000 State Grants Local Grants $100,000 Non Governmental $390,000 Grants Donations/Gifts Applicant $100,000 Contribution Program Income Loans Other (specify) Other (specify) TOTAL $850,000 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. OHRA Board has begun discussions with local and statewide Charitably Foundations. Early feedback has been very positive for this type of project in a rural area (less than 30,000 population). It is presently planned that Grant preparation and submittal will occur in the next 3 months with Grant approvals expected 3 to 6 months after that. The Board is presently considering the optimum time for initiating its planned Capital Campaign. 21 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 (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. Name/Title 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) 1 John Wieczorek 2 Carolyn Anderson 3 Harriet Snyder 4 Ken Gudger 5 Montye Male 6 Regina Ayars 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. Board member Regina Ayars is a Member of the Ashland Housing and Community Services Committee and has not provided any input or direction in the preparation of this proposal 22 February 18, 2015 City of Ashland ATTN: Ms. Linda Reid City of Ashland Planning Division Ashland, Oregon 97520 Dear Linda: Enclosed please find the proposal and grant application to the City of Ashland for the 2015 Ashland CDBG from Habitat for Humanity/Rogue Valley. The proposal consists of funding requested to continue the repair/rehab program for low income home owners in Ashland, Oregon. The program was developed within the Habitat organization in 2012 implemented strictly in Ashland with the funding award from the CDBG funding in 2014. The program was slower to get started than expected. We hired a part time staff to manage the projects marketing of the program was also slow and a staffing transition delayed the process as well. The majority of those interested in the program were mobile home owners, and we had elected to exclude mobile homes from the program. A critical home repair project for a homeowner on Avery St has been in progress with completion expected by March, 2015. Several smaller exterior projects have been identified and we are confident we will fulfill the agreement of the previous grant award by June 30, 2015. Through evaluation of the 2014 program, we have decided to include mobile homes for future projects as that appears to be of the greatest need. We have staff fully trained, have developed volunteers strictly from and for Ashland projects, and have made great strides in educating the Ashland community of the Habitat repair program. The Board of Directors fully supports the application to the City of Ashland for the home repair program project in the amount of $80,000.00, and is willing to answer additional questions or address concerns if necessary. You are always welcome to visit, and tour our current projects. On behalf of the Board of Directors, volunteers, and especially our selected families, I thank you for your consideration of this request. Sincerely, Denise James Executive Director i ROGUE VALLEY HABITAT FOR HUMANITY Habitat for Humanity Rogue Valley Contact: Denise James, Executive Director 541-773-3411 PO Box 688 Medford, OR 97501 2015 CBDB Proposal Narrative Project Cost: $100,000 Funding Request: $80,000 2) Project Summary: Habitat for Humanity/Rogue Valley (HfHRV) is a nonprofit organization which provides an opportunity for suitable, decent housing to the low income by either building houses or providing needed repairs for low-income people living in Jackson County. The proposed project is to continue with a repair program in Ashland, which was established in 2014. Funding is requested in the amount of $80,000 in which at least 15 repair projects can be completed to benefit Ashland residents with a part time staff person to oversee and manage each project through completion. The project addresses Goal # 3 in the City of Ashland's 2010-2014 Consolidated plan to maintain the existing affordable housing supply with priority funding to projects that will provide benefits to residents with the lowest incomes. Also, funding priority is given to those programs which recapture rehabilitation costs for further use in Ashland. The National Objective met is to benefit low and moderate income persons. There is a need for critical home repair to many homes in Ashland, small exterior projects as well as critical issues many mobile home owners face. Habitat for Humanity/Rogue Valley has the capacity, and experience to fulfill the expectations of the project. The entire community will benefit in the able to offer a range of repairs available to low income home owners including the working class and lower-income population. Habitat for Humanity/Rogue Valley's philosophy is that this is a hand up, not a handout. Each selected applicant must contribute "sweat equity" by working on the project, assisting the volunteers or helping in some way for the organization. HfHRV is the general contractor for each project, following all building codes and requirements. Providing most of the labor for construction, volunteers are the backbone of the organization. Professionals, contractors and trades people donate their skills while others perform most of the daily tasks. Most of the materials are donated or sold at a discount to Habitat/RV by local suppliers. HfHRV requests funding in the amount of $80,000 of CDBG funds to continue the repair program established in Ashland in 2014. Funding will contribute towards the completion of an estimated I four critical home repair projects as well as a minimum of 11 smaller exterior projects. An environmental assessment will be complete and approved by the city of Ashland for each project to maintain compliance with HUD requirements. To qualify for the program, applicants must have low income, between 30-60% of the federal median income, and have an ability to repay a micro loan. In addition, the applicant must be a homeowner and a resident of the property. The applicant must have need for repair and those with the evaluation of greatest need will be given priority. Upon completion of the project a micro-loan will be provided to the selected applicant with repayment terms manageable. All repayment of funds received to HfHRV will be restricted to future projects. Repair Program • The repair program was implemented in Jackson County in 2012 and 10 small projects were complete in 2013 throughout the Rogue Valley • The program was introduced to the Ashland area in 2014 with the award of the 2014 CDBG grant with an expectation to complete two critical repairs and 10 small projects. The program was slow to start as applicants remained unsure of the program. A campaign to increase community awareness was implemented developing new interest. • Criteria developed in 2014 denied work on mobile homes, due to a high possibility of critical needs higher than could be completed. However; the highest number of applicants in 2014 were mobile home owners. In 2015, the program has been expanded to include mobile homes, restricted to specific repair issues. • Staffing cost was not included in the original program development. One part time staff manger is dedicated to Ashland only projects. Staffing costs have been included in the funding proposal. 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) Project locations will be strictly limited to the boundaries of the city of Ashland. Describe details regarding any property proposed for acquisition, indicating the following: a) Property location relative to jobs, schools, transportation, shopping and services Project sites will vary, and will be evaluated individually a) Total floor area of buildings, and size of land site Project sites will vary, and will be evaluated individually b) Types of residential units, number of each type unit, and total number of bedrooms The number of units have not been specifically identified, projects will vary in size and need. Projects will be limited to low income home owners. c) Number of extremely-low, low-, and moderate-income units proposed All selected applicants will have an income between 30-60% of federal median income. An estimated five critical home repair projects will be identified and completed as well as 15 smaller exterior projects. d) Number of units accessible to the disabled Handicap accessibility will be a focus, as well as renovate to accommodate aging in place. e) Square footage of units and description of amenities such as private balconies or storage areas n/a f) Square footage of common areas such as community or laundry rooms n/a g) Square footage of commercial space, if any n/a h) Year property was built. If pre-1978, will it be occupied by children under the age of six? All projects for properties built prior to 1978 will be screened for lead and asbestos. Each project will be screened for any environmental issues, and appropriate measures will be used. i) 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. n/a j) If the project involves rehabilitation attach a description of the work to be completed. The scope of work for rehabilitation projects will depend on the need of repair based on each individual need. k) 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. The target population includes income levels between 30-60%of the federal median income specific to Jackson County and have the ability to repay a loan of the cost of repair. The program will be available to the low income residents of the city of Ashland. i) Indicate how many years the property will remain affordable and the mechanism that will be used to ensure the affordability period. In the event the property is sold, or when title transferred, the entire balance of the note will be due. Liens are placed on homes 3 with construction loans over $3,000 and affordability restrictions upon sale for up to 10 years. All funds received from loan payments will be used in future projects for low income housing in Ashland. 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 repair program will provide services of home repair to an estimated 20 families in Ashland. The target population will be any homeowner in need of service that fits within the income criteria. Homeowners must be current in taxes, have no other liens or judgments against the property and have current property insurance. Seniors with needs for aging in place will be a focus as well as mobile home owners to a limited degree. 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). The process of identifying clients will include an application process, verification of income with the ability to repay, as well as willingness to participate with Habitat for Humanity in the process. The scope of work will be assessed and a memorandum of understanding agreement will be developed with the homeowner. The project work will commence within the guidelines of the funding restrictions. 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. Funding will primarily be secured through the City of Ashland Community Development Block Grant Program, as well as monetary donations, donations of professional services and material from community partnerships as well as volunteer labor. Provide a detailed financial description of the proposed project, including Rent Schedule, Sources/Uses of Funding and Operating Budget Income/Expense, and utility allowances a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. All assumptions have been based on the experience of construction and previous projects. 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? 4 (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) Homeowners will be responsible for the future upkeep and maintenance unless other arrangements are made, such as senior service care, or other such as church or family commitments. Past history has shown very little relocation necessary, and all situations are evaluated and designed to help the highest number of those in need. Maintenance and repair will add to the economic life of the home, many times adding another 30-40 years of life to a home. 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 relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. Assumptions were developed based on actual operation and maintenance costs. d) Discuss non-typical expenses or those outside industry standards. There have been no non-typical expenses identified. e) Attach letters of funding commitment from other sources, if available. Funding sources are committed upon the identification and approval of individual projects. Thrivent Financial has verbally committed to support small exterior projects completed in 2015. 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 for social service applications involving direct services to qualified low- or extremely low- income persons) n/a Habitat for Humanity will not take ownership of land or property for the repair program. 7) Financial Information Will any of the following activities be part of the proposed project? • Property Acquisition • New Construction (non-residential) • Removal of Architectural Barriers • Rehabilitation Costs • Development Costs • Client Services • Specification Preparation (Construction/Rehab) 5 • Relocation Benefits (if required) • Appraisal (for acquisitions) Federal funding has certain regulatory requirements. The following information is required to determine eligibility for federal funding. Funding will be used strictly for repair and rehab General Information a) Is the proposed project within the Ashland City limits? If not, explain. All projects will be 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 (MSA). The current income guidelines are included on page 10 above. Applicants must be within the 30-60% area median income to be eligible for the program c) Describe any financial or legal commitments made to the project. No commitments have been made. Housing Development, Land Acquisition, or Rehabilitation Specific Information d) Will permanent housing units be converted or demolished? If so, how many? Demolition is not expected for repair. e) Is the proposed housing site located in a 100-year flood plain? Unknown f) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. No-an environmental assessment will be complete for each project site. g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? There are no identified projects at this time. h) Is the proposed site located adjacent to an aboveground flammable storage tank? There are no identified projects at this time, although it is doubtful a project with this issue would be approved. i) Will the proposed project impact historic features? If yes, explain. There are no projects identified at this time with historic features. 6 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. The mission is to provide a decent place to live for all, including the low income and in partnership with those in need. The repair program is relatively new to the community; typical Habitat projects have been new home construction. Approximately 20 repair projects have been completed in the Rogue Valley and each project becomes a learning experience for future tasks. The agency has constructed 54 homes in partnership with selected applicants, over 1200 volunteers annually and professional staff. 9) Will the project promote self-sufficiency for extremely low-, low- moderate-income families, or individuals with special needs? The program will promote self-sufficiency for the low income by allowing many to stay in their homes, and the opportunity to live in a safe and decent environment. Many improvements will affect the utility usage, allowing for energy savings, leading to an increase in the monthly cash available which can be used for other priority needs in the family. 10)Please identify how your project benefits extremely low-, low- and moderate-income individuals or 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: • 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. • 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.) • Total number of individuals in target population to be served on an annual basis. • Percent low and moderate income. The population served is the low income, including seniors and disabled. Approximately 30 individuals are provided service each year directly. An additional 50-900 individuals seek service through specific training programs. The 7 number served from the population of battered women, special needs is not documented, although verification of income is verified. 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. Incomes are verified through the application process. 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. Projects are not expected to create demolition or create relocation for the client. 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. There are no land issues identified at this time. 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. The Habitat for Humanity organization has built and sold 54 homes and plans to complete five-six homes each year. The repair program is fairly new and the organization was slow in developing the applications and community awareness of the program advantages. Each project becomes a learning tool for future ease and increase in benefit. Over 9200 volunteers participate each year with the program, and 9.5 FTE qualified construction staff oversee projects, which includes on part time position specific to management of Ashland projects. 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? The repair program is strictly for homeowners. 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. There is no expectation of client relocation. e) Describe relocation strategy for the project, n/a x 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? n/a h) What is the condition of any improvements on the property and what is the expected life of the property? Projects will be varied in scope and conditions. The program is designed to increase the expected life of each home considerably, as well as the increased energy sustainability components implemented for each project i) Describe commitment of project funding from other sources Additional funding sources include funds from the general operating budget and specific donations from the Ashland community. Donations of material and professional services is expected and commitments are agreed upon with each individual project. 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 program does not expect to have any negative impacts. 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. See attached for letters of support. 16) CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 9 CITY OF ASHLAND 2015 Program 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 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 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? 27 C. Environmental Issues Yes No NIA 1. Is the project located in the 100-year floodplain? unknown 2. Is a wetland located on the project site? unknown 3. Has any environmental contamination been identified unknown on the project site? 4. Has asbestos been identified on the project site? unknown 5. If project involves an exiting structure, was it built unknown 1978 or earlier? If year built is known, leasespecify. 6. Is the proposed project located on a major arterial or unknown near the railroad? 7. Is the proposed project located adjacent to an above unknown round flammable storage tank? 8. Does the proposed project involve a structure that is unknown 50 ears or older? _ 9. Will the applicant complete a Phase I environmental x review upon receiving a CDBG award? D. Labor Requirements Yes No N/A 1. Does the project involve construction over $2,000 in x x cost? 2. Will the project trigger Davis-Bacon wage x requirements? 3. Will the project trigger BOLL wage requirements? x 4. Does the project involve over $18,703 in City x awarded rants 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 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? resident 6. Has an appraisal on the property been conducted? x If es, what is the assessed value of the property? 28 Form A-1 To be completed for Development or Rehabilitation Proposals Housing Proposals Activity Start Date Completion Date Site Planning & Development Option Applicant approvals ongoing Site Acquisition Plan Development Pre-application Land Use Approval Construction Plans Final Bids Contractor Selection Building Permits As needed Ongoing Grant applications local state federal Feb. CDBG Non-government Thrivent Per identified project other Loan Applications Construction loan Permanent Construction Phase Construction ASAP- ongoing June 30, 2016 Certificate of Occupancy Will depend on project All completed by June 30, 2016 Please provide your best (realistic) date estimates regarding the project schedule 29 Form A-2 To be completed for Social Service Proposals Social Services Proposals Activity Start Date Completion 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) 30 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 0 0 0 Improvements 71500 61500 10000 Liens and other Taxes 0 0 0 Closing costs 1500 1500 0 Off-Site costs 0 Other 0 SUBTOTAL 73000 63000 10000 Develo ment Costs Land Use Approvals 0 Building Permits/fees 2000 2000 0 (Include Engineering and Community Development Fees) System Development Charges 0 0 0 SDCs Relocation Costs 0 0 0 Environmental Report / Lead 1000 1000 0 Based Paint Clearance Soils Report 0 0 0 Survey 0 0 0 Marketing 1500 0 1500 Insurance 2500 2500 0 Other 0 0 0 Fees Architectural/Engineering 0 0 0 Legal/Accounting 0 0 0 Appraisals 0 0 0 Lender fees 0 0 0 Construction Loan 0 0 0 Permanent Loan 0 0 0 Tax Credit Fees 0 0 0 Developer Fee 0 0 0 Consultant Fee 0 0 0 Other-Salary 15000 10000 5000 TOTAL 100000 83500 16500 31 Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client Services 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 32 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 Commitment (awarded with Date conditions Federal Grants 83,500 City of Ashland x State Grants Local Grants Non Governmental 7500 x Based upon Grants applicant approval Donations/Gifts 4000 Based on history Applicant 5000 General fund Contribution Program Income Loans Other (specify) Other (specify) TOTAL 100000 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. The repair project in Ashland is dependent upon the approval of the Ashland 2015 CDBG funding. A commitment of funding from Thrivent Financial has been verbally given depending on the Program moving forward. Donations of services and material is based on the expectations Of past history. 33 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 ( 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. 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 n/a 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 Bruce Conway, Board President 2 Jim Servoss Vice President 3 Robert Boggess, Secretary 4 Lois Nobles-Butler Treasurer 5 Paul Bloom Director 6 John Ford Director 7 Ruth Cowan Director 8 Eugene Miller, Director 9 Trey Burkey 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. 34 February 18, 2015 Ashland Hardware..--- Subject: Letter of Recommendation Habitat for Humanity Ashland To whom it may concern, It is with great thanks and appreciation that I am writing this letter regarding the amazing work being done in our community by Habitat for Humanity in Ashland Oregon. As a Manager at Ashland General Hardware I have known Sherri Vitaris and Dan Thomas professionally for over twenty years. Their work is exceptional and there is a tremendous need for Critical Home Repair in the local area. We at the hardware store consider it a pleasure to work with them by providing discounted products as well as volunteers from our staff and community network. Sincerely, Cathy Trower Ashland General Hardware 249 A Street Ashland OR 97520 ,r { To WhOw It- Gov~cerw5 1 a1' proud to VOLuvLteer our support to R-OeW valley Habitat for Huvs a ,tty for the exew~plar~~ .qv .c) Tireless services they Provide to raise vuove y, or-r)avtize Labor, services avid rstkerials iv, order to bui-ld tu,uch weeded housiv g for those less fortuvi.ate but hard ,,vNzLvv3 peapLe 4,, our G03uvvuit~ty. I tknve personmLLLjj woOzed wLth Devwise Jawties, DLrector of Rogue valley Habitat, 0" vsav"y s~<c.h projects om<d I can't say evlDUgh for all that she clv cd her staff do, avtid their t.r,vvpassLoo,nte av<d professioLAA wtawv„er. e avi' hov-Ored to be able to assist u, their goals to covtitimve to help penple help thevveselves to achieve the dreaw of home nwwership, wheK wMforti,tv,.ate evev`ts in their Lives would othervLse have wvrade buGh a dreavv. uvottp. v"ble- wlease jow wp- m supportLKcg Rogue vatlet Habitat for Huwn.av,Lty's evdless effort; ov.. aha! f of the YV avgy btreficiarles Lw, our GOVvavutvtity. Si.icereLy r,e.rald rraG~ .southern yregrv_ rirector e f oper'ClEov< SeLarFor AIL lo.c. &S2 Schroeder ~uvue C,ravtit5 ~'aSS, Gr. g SK? ri-3GD-'10Ji i } { Ashland Supportive Housing and Community Outreach Fuuriclcd ! Ji~l Comminity Development Block Grant Application March 2015 Special Needs Residential Home Remodel, Narrative Summary Full Project Cost: $130,000 Amount Requested from CBBG: $ 99,000 Ashland Supportive Housing and Community Outreach (ASH), a 501(c)3 private nonprofit corporation, is requesting Community Development Block Grant funds to rehabilitate and upgrade an existing 24 Hour Residential Home for adults with intellectual and developmental disabilities (I/DD). ASH has provided residential and support services for people with I/DD in the community since 1982. This facility is a single family residential home in an Ashland neighborhood that houses five adults. It was purchased by ASH in 2005 and is owned without encumbrances. All of the residents in the home are considered to be extremely low-income, and require staff available 24/7. Several of the residents have been provided housing with ASH since 1982; three have significant mobility issues requiring a walker and/or wheelchair. Any available openings are filled by individuals with I/DD by referral process through Jackson County Developmental Disability Services, who verifies disability and income. ASH is dedicated to providing this special needs housing for extremely low income adults in perpetuity. The proposed project has three parts: 1. Replace existing cracked, concrete driveway and crumbling back patio and add new, more level walkway from the rear exit of the house to the curb. The driveway has a significant upward slope and is currently very cracked and uneven, making navigation by residents difficult. The back patio is crumbling and is of a gravel like consistency. Residents and visitors with mobility issues are not currently able to access the back yard or sitting areas due to the instability of this surface. This part of the project would replace the deteriorating concrete driveway and patio and add an additional walkway from the rear of the house to the curb at a significantly reduced and more easily navigated slope. 2. Replace existing, non-permitted and nonconforming laundry room while expanding square footage of the living space. The existing laundry room is an addition to the back of the house, existing at purchase in 2005. It is not constructed on footings, causing the walls to absorb moisture. As part of this needed repair, ASH is proposing that at the same time a section of the exterior wall be extended outward by 10 feet to create room in the communal dining and living areas. This will be an increase from 485 to 755 square feet. As residents age in place they face increasing mobility issues; some now use ( ~ilan~I slip min'. t 11Unilvg (,'_I 'iLt 1tiarl~in tun su, r f E0. ho"' 'V is,, Ashl,a T'A -'11 's"''87f) • 1%1x. > i l an I i r rjunr [1 e r_x }~v - •A¢.wra - ,,,~*"°n^...,.,~„,.°,.-~,.a...*y,« ce-a~ walkers and need assistance to move about their home. More space is necessary to provide free access without tripping hazards. Also, as people age and as State funded day programs are cut people are home more, and present in the main living areas of the house a majority of the day. 3. Installation of a solar power system. This facility uses more than the average household for electricity and water. As energy costs continue to grow, revenue from state contracts do not keep pace. This installation proposes to generate 85% of the current utility costs. The addition of solar power will enhance the financial stability of the agency and provide the positive example of green energy use. ASH is proposing the above three pieces as one project as there will be significant cost savings in doing all three at once, The ownership entity is Ashland Supportive Housing and Community Outreach. The agency contact person is: Judy Beyer, Assistant Director PO Box 3536 6936, Washington St Ashland, Oregon 97520 Phone: 541-488-2870 Fax: 541-488-2682 Email: ashinc a@ashIandoreon.org 7- ti lane sli i turtttie I ~cxts g 69,11 1 101i't: t. n Stt-(° P0, 13.36, Add ifid. OR K-1: CITY OF ASHLAND 2015 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 Supportive Housing and Community Outreach Executive Director's Name(s): Sue Crader Board Member Names (attach separate sheet) Applicant Mailing Address: PO Box 3536, Ashland, Oregon 97520 Applicant Street Address: 6938 Washington St., Ashland, Oregon 97520 IRS Classification: 501(c) 3 Private Nonprofit Corporation Federal Tax ID#: r Mission Statement: (may be attached) The ASH Board and Staff support persons with disabilities to live a rich, fulfilling and productive life with dignity and respect. Total Employees: 36 Total Volunteers: _14 1 11. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Judy Beyer Title: Assistant Director Phone Number: (541) 488-2870 Fax Number: (541) 488-2682 E-mail Address: ashinc@ashiandoregon.org III. PROJECT INFORMATION SUMMARY Project Name or Title: Special Needs Residential Facility Remodel Expected Completion Date: December, 2015 Requested CDBG Funds: $99,000 Organizational Match: $13,000 Funds from Other Sources: $18,000 Total Project Cost: $130,000 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. 2 1) Complete Application Form (see page 16). Enclosed 2) A project summary including a brief description, project background and a list of project objectives Ashland Supportive Housing owns a residence that provides housing for five extremely-low income adults with developmental disabilities at 842 Michelle Avenue in Ashland Oregon. When the home was purchased in 2005, the area in back of the house, which faces west, was unprotected and had drainage issues. It was muddy in winter and hot in summer. ASH remedied the issue of protecting the western face of the house with a patio deck, arbor, and planters in 2005 and added a French drain for the back yard. At this time ASH also modified the home for accessibility by adding concrete ramps to the front and side entrances and enlarging a bathroom to fit a walk-in shower and wheelchair access. The goal was to outfit the home to allow residents to age in place. In the ten years since the house was purchased and remodeled a number of issues have arisen: The concrete patio in back that was added in 2005 is now breaking apart; residents with mobility issues can no longer walk on it. • The driveway, which has a significant slope, has cracks that are worsening rapidly making it difficult to impossible for some to navigate. The laundry room has moisture damage in the walls and needs to be demolished, with a new room constructed on the same level as the rest of the home. It currently extends onto the back patio; this room was an addition to the main house and was built on a concrete pad, not on footings, and on a different level than the rest of the house. This resulted in a step down that is too difficult for residents to navigate and is currently not used as a safety exit. The home needs an exit to the backyard with a ramp that is safe for all residents to use, utilizing the side of the property that has significantly less slope. Additionally, when this home was purchased all residents had either work or State funded day services out of the home for five (5) hours per day. Day services have closed in the last year, and due to the Employment First mandate by the State, those residents who have worked in the past have seen their hours cut back to 2-3 hours per day. The communal living areas are now too small as most residents are present for a majority of the day. • The cost of electricity rises every year without a concurrent cost of living increase from the State on a regular basis; this uses up more of our operating funds and leaves less for client services. Additionally as residents are in the home more hours of the day more electricity is used. ASH has determined that this increase is approximately 24% since 2010. The remodel needs can be remedied with a single demolition of the laundry room and concrete patio and remodel of the west face to extend out a section of the wall to create more living space (drawings are included with this application). 3 We are requesting three major improvements: 1. Replace existing cracked, concrete driveway and crumbling back patio and add new, more level walkway from the rear exit of the house to the curb. The driveway has a significant upward slope and is currently very cracked and uneven, making navigation by residents difficult. The back patio is crumbling and is of a gravel like consistency. Residents and visitors with mobility issues are not currently able to access the back yard or sitting areas due to the instability of this surface. This part of the project would replace the deteriorating concrete driveway and patio and add an additional walkway from the rear of the house to the curb at a significantly reduced and more easily navigated slope. 2. Replace existing, non-permitted and nonconforming laundry room while expanding square footage of the living space. The laundry room was an addition to the back of the house, existing at purchase in 2005. It was not constructed on footings, causing the walls to absorb moisture. As part of this needed repair, ASH is proposing that at the same time a section of the exterior wall be extended outward by 10 feet to create room in the communal dining and living areas. This will be an increase from 485 to 755 square feet. As residents age in place they face increasing mobility issues; some now use walkers and need assistance to move about their home. More space is necessary to provide free access without tripping hazards. Also, as people age and as State funded day programs are cut people are home more, and present in the main living areas of the house a majority of the day. 3. Installation of a solar power system. This facility uses more than the average household for electricity and water. As energy costs continue to grow, revenue from state contracts do not keep pace. This installation proposes to generate 85% of the current utility costs. The addition of solar power will enhance the financial stability of the agency and provide the positive example of green energy use. The first two of these improvements would dramatically improve safety for our residents. The solar collection system would save ASH over $2500 in electrical costs over the course of a current year. Savings of this nature will help move ASH and the entire community into the greening of the 211T century. 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) The house we own at 842 Michelle Ave is in the Old Helman Ranch subdivision. It was built in 1979, and has been remodeled at some time before we purchased it in 2005. It has five (5) bedrooms and sits on a 9000 sq. ft. lot near the edge of the subdivision. It is on a single level and has concrete ramps to front and side doors. The back (west side) is not handicap accessible due to the deteriorating surface of the concrete patio. Three of the five residents have lived in the house for 10 years, and we hope that the other two will stay with us long term as well. They like the 4 neighborhood, especially as it is within walking distance of our other two agency group homes. It is quiet and the neighbors are friendly. The house is in good condition. The existing house has a House Manager's office; communal living and kitchen area; five (5) bedrooms; two (2) indoor storage areas; 108 sq. ft. laundry room; and two (2) bathrooms. The dimensions of the project area are: Lot size: 9000 sq, ft. Existing house: 1840 sq. ft. Proposed house: 2140 sq. ft. Existing living and laundry space: 485.5 sq. ft. Proposed living and laundry space: 755.5 sq. ft. Provide a map showing the project's location. If the project will serve a specific area, proposed project boundaries should be shown. Map provided in attachments Describe details regarding any property proposed for acquisition, indicating the following: N/A a) Property location relative to jobs, schools, transportation, shopping and services N/A b) Total floor area of buildings, and size of land site N/A c) Types of residential units, number of each type unit, and total number of bedrooms N/A d) Number of extremely-low, low-, and moderate-income units proposed N/A e) Number of units accessible to the disabled N/A 5 f) Square footage of units and description of amenities such as private balconies or storage areas N/A g) Square footage of common areas such as community or laundry rooms N/A h) Square footage of commercial space, if any N/A i) Year property was built. If pre-1978, will it be occupied by children under the age of six? N/A 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. N/A k) If the project involves rehabilitation attach a description of the work to be completed. This project proposes to remodel an existing five bedroom home that houses five developmentally disabled adults, all of whom are extremely-low income. The house was built in 1979. It is a single family home, single level that was remodeled sometime previous to our purchase in 2005 to create five bedrooms. We have done extensive retrofitting for our purposes. The property has also been significantly improved with a fire suppression system, an extra bathroom, concrete ramps and landscaping. It was thoroughly inspected by Don King of World Inspection Network at the time of purchase. Other than some general repairs, the problem of inadequate exterior drainage was addressed with a French drain installed at the same time that the concrete patio was laid. Ashland Supportive Housing strives to maintain all of our homes in excellent condition as far as weatherization and attractiveness. Roof and siding are in excellent condition. The residents are happy there and well established in the neighborhood. The cost of the rehabilitation we are proposing now stands at $130,000. New construction or moving are neither affordable nor desirable at this time. The rehabilitation includes five major areas: 1. Renovate the laundry room 2. Push the back wall of the living area out ten (10) feet. 3. Pour new concrete for the patio deck and driveway as both have failed 6 4. Pour a new walkway to run around the house from the back to the street 5. Install solar electrical panels on the roof to assist with utility expenses The concrete patio and old laundry room will be demolished. The area to become a foundation for the new living area will be excavated. The existing arbor will be disassembled and saved for use later. New walls will be erected for the laundry room and living area. The total proposed area increase will be 270 sq ft. There will be a new roofline, and changes to plumbing and the fire suppression system. Egress from the back of the building will become accessible to people with mobility issues. In case of fire exit from the back of the building, people will be able to get around the building and out to the street on a firm walkway. Preliminary drawings are included in this application. 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. The target population is developmentally disabled adults who require support services 24 hours per day and assistance with all activities of daily living. Eligibility is determined by the State of Oregon through Jackson County Developmental Disability Services. Persons found eligible are given a Needs Assessment Survey, which determines what supports are needed and the level of ongoing funding for these supports that will be provided by the state. When there is an opening, referrals are sent to ASH from Jackson County DD Services, which are then screened for an appropriate match with current residents. The applicant then visits the home, meets the current residents, and makes the final decision to accept placement. This property is felt to be suitable for the proposed use as it has served as a residential facility for developmentally disabled adults since 2005. It was inspected and licensed by the State of Oregon at opening, and is reinspected every two (2) years. The home is single story; fenced; has a fire suppression system in place; is conveniently located in relation to city services; and has a long and well established place in the neighborhood as a home for adults with disabilities. m) Indicate how many years the property will remain affordable and the mechanism that will be used to ensure the affordability period. Ashland Supportive Housing is licensed as a 24 Hour Residential facility for Adults with Developmental Disabilities through the State of Oregon Department of Human Services. We have served in this capacity since 1981. We are firmly established in the community, and we expect to continue operations at least 60 years as residential services will continue to be needed by this population. We are the only agency providing this service in Ashland, and as such we expect to continue providing services. The house at 842 Michelle Avenue is wholly 7 owned by Ashland Supportive Housing and all rehabilitation is being done with the expectation that the current use will continue for the full affordability period. This use is by its very nature to supply housing to low income adults. 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 facility to be remodeled is a residential home with 24 hour support staff for special needs adults with intellectual and developmental disabilities. All residents are extremely low income, and need assistance with all activities of daily living, which includes help with personal hygiene, meal preparation, laundry services, administering medication, and other support services. Currently, two residents use walkers, and a third needs hands-on assistance ambulating. None are able to access the community independently. The age range of current residents is from 30 to 78 years of age. Residents are invited to stay for their lifetime; the home has been remodeled to remove architectural barriers in order to allow aging in place. 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). See Form A - Project Schedule 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. See attached project budget and detailed construction bids. Provide a detailed financial description of the proposed project, including Rent Schedule, Sources/Uses of Funding and Operating Budget income/Expense, and utility allowances See attached operating budget. 8 a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. We have had construction estimates from three general contractors: 1. Innovative Construction of Oregon 2. Golden Fields Construction and Design 3. Hamlett Construction Company Additionally we have consulted with two companies that install concrete: 1. Cut 'N Break Construction 2. Josh Bong Construction We have a current estimate from Pacific Fire Protection to add to the existing fire suppression system. TruSouth solar has provided the estimate for solar installation. 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) The needs of this project were determined by the necessity to renovate the property in order to extend its economic life and prevent future major repairs. The residence is considered to have as long a life, if not more so, than other, similar residential properties. There will be no relocation costs. See attached budget for operating costs, which includes maintenance and repair. Currently, maintenance costs are covered through the ASH agency budget. Operating costs have been determined by the past ten (10) years of utility and maintenance costs on the property, and payroll, benefit and other operating costs as currently incurred in all programs managed by ASH. 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 relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. ASH has been a provider of residential services for adults with developmental disabilities since 1982. Financial assumptions are based on experience during this time. The State of Oregon conducts a needs assessment survey on all individuals accepted for services. This survey 9 determines the rate that is paid to provider organizations for the cost of care, which includes staffing, facility, and administrative costs. In addition, residents pay room and board to the provider organization at an amount that is determined by the State of Oregon. This rate is currently set at $570.00 per month per individual. ASH uses these known funds to set the operating budget for the agency. If additional exceptional needs arise, ASH seeks funds from other sources through grants and fundraising. ASH maintains a reserve fund and insurance to in order to maintain the integrity of the residences should a catastrophic emergency arise. d) Discuss non-typical expenses or those outside industry standards. None known at this time. e) Attach letters of funding commitment from other sources, if available. Matching grants are in process. 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. The property involved currently has tax exempt status which will remain in place. To determine the estimated dollar value of the continuation of the current tax exemption over the next twenty-year period we consulted with the Jackson County Assessors' Office. With a current Maximum Assessed Value of $179,950 and adding a 3% increase per year for twenty years, the dollar value of the tax exemption over a twenty year period is $44,723. (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? • Property Acquisition No • New Construction (non-residential) No • Removal of Architectural Barriers Yes • Rehabilitation Costs Yes • Development Costs No • Client Services No 10 • Specification Preparation (Construction/Rehab) Yes • Relocation Benefits (if required) No • Appraisal (for acquisitions) No 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. Tenants are presumed to be persons of principally low incomes per HUD guidelines as they are all diagnosed with a developmental disability. c) Describe any financial or legal commitments made to the project. There are currently no financial or legal commitments made to the project. 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? No f) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. 11 This rehabilitation does not require an environmental assessment. Evaluation will be done for any demolition materials that may contain asbestos by Neilson Research Laboratories. The building was built after 1978, so no lead paint would have been used in construction. All codes and ordinances will be adhered to. g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? No 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. The ASH Board and Staff support persons with disabilities to live a rich, fulfilling, and productive life with dignity and respect. ASH has been helping people with developmental disabilities function in Ashland's community and assisting our clients to engage in work and hobbies since 1982. We provide support at home and in the community for our clients' individual needs while also encouraging independence. The agency currently has 26 full time employees and 10 part time or temporary staff. ASH has been able to negotiate rates with the State of Oregon and manage income in order to provide a living wage for all regular staff, which includes fully compensated medical and dental benefits. 9) Will the project promote self-sufficiency for extremely low-, low- moderate-income families, or individuals with special needs? As a provider of supportive services, ASH has always encouraged our residents to be independent within their capabilities. This home will continue to encourage residents to be 12 independent to their best of their ability, while also providing support where it is needed. It should be noted that through the needs assessment process by the State that each resident or applicant for housing has been determined to require support services on a 24 hour basis. 10) Please identify how your project benefits extremely low-, low- and moderate-income individuals or 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: • 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. N/A 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. Developmentally disabled adults • 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.) 5 • Total number of individuals in target population to be served on an annual basis. 5 • Percent low and moderate income. 100% 13 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. All individuals admitted to 24 Hour Residential services are developmentally disabled and have as their primary income source Social Security and/or Supplemental Security Income. This class by HUD definitions is considered to be extremely-low income. 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 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. 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. Ashland Supportive Housing has been managing homes for developmentally disabled adults since 1982. ASH has purchased, remodeled for accessibility, and moved our clientele into three group homes in the Quiet Village area of Ashland over the last ten years. This move in operations was undertaken due to our clients growing older and developing greater needs for accessible housing in order to age in place. All three homes were remodeled for this purpose. Our fifteen residents are now housed in those three homes still under our care and supervision. We consider ourselves well qualified to provide, maintain and manage homes for the developmentally disabled. b) Are the ongoing operating expense and maintenance reserve estimates reasonable? 14 Yes. ASH has successfully operated residential homes in the Ashland community since 1982. Ongoing operating expenses are determined by 33 years of experience. ASH maintains an emergency reserve fund in order to ensure that no disruptions in service will occur. 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? The property is owned free of encumbrances by Ashland Supportive Housing. 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. Relocation will not be needed. e) Describe relocation strategy for the project. N/A f) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? No land use approvals are needed. g) Has a pre-application been completed with the Ashland Planning Department? A pre-application is not necessary for this project. No Land Use approval is required. h) What is the condition of any improvements on the property and what is the expected life of the property? Improvements are all in good condition except for the concrete patio at the back (west side). We have a fire suppression system which is inspected annually. Bathrooms and kitchen are in good condition. Concrete ramps are ten (10) years old and in good condition. Exterior paint is 15 one year old. Windows were all replaced at the time of purchase ten (10) years ago. The insulation and ducting were repaired in 2006 along with sealing of all doorways. The water heater is less than ten (10) years old, but the furnace is of unknown age as it came with the house. The roof was torn off and replaced in 2008. The landscaping is irrigated and maintained with annual inspection of valves and sprinklers. The staff inspect the house monthly for safety hazards. We expect this house (and all of our houses) to serve us for a minimum of another sixty (60) years. i) Describe commitment of project funding from other sources Ashland Supportive Housing's proposed match has been set aside. Application for a Carpenter Foundation grant for $18,000 is in process for a portion of the costs of the solar energy system. 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 will be no negative impacts on historic or architecturally significant properties or the environment. 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. Please see attached photographs of the areas to be remodeled. Also attached are the leading, lowest bids for the work to be done. 16) CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 16 CITY OF ASHLAND 2015 Program 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 NIA 1, Is the applicant a legal non-profit organization or unit of X government? 2. Do the proposed clients or users of the project meet HUD X Income Guidelines (see page 10 for guidelines)? 3. Does applicant have the capability to maintain written income X documentation? 4. Has the applicant made a legal or financial commitment to a X proposed project? 5. Is the applicant primarily a religious organization? X - 6. Has the applicant administered a CDBG project previously? X 7. Is your agency willing and able to provide all required reports and X accountability to the City as required by HUD? E3. Project 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 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, partition ~ X annexation or Conditional Use Permit required? 5. Have these approvals been obtained? m - X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility requirements? X I 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 the X project site? 4. Has asbestos been identified on the project site? X 5. If project involves an existing structure, was it built X 1979 1978 or earlier? If year built is known, please specify. 6. Is the proposed project located on a major arterial or near the X railroad? - 7. Is the proposed project located adjacent to an above ground X flammable storage tank? 8. Does the proposed project involve a structure that is 50 years or X older? 9 Will the applicant complete a Phase I environmental review upon X receiving a CDBG award? D. Labor Requirements Yes No NIA 1. Does the project involve construction over $2,000 in cost? X 2. Will the project trigger Davis-Bacon wage requirements? - X_ 3. Will the project trigger B©LI wage requirements? X 4 Does the project involve over $18,703 in City awarded grants or~ X contracts? E. Displacement and 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. Property Data Yes No NIA 1. Does the applicant own the property by fee simple title? X - - - - 2. Are taxes on the property current? X 3. Is insurance current? i X 4. What is the current debt against the property? $0.00 X 5. What is the current use of the property? Low income special needs housing 6. Has an appraisal on the property been conducted? If yes, X what is the assessed value of the property? $266,530 2 Form A-1 To be completed for Development or Rehabilitation Proposals Housing Proposals Activity Start Date` Completion Date Site Planning Development Option N/A _ Site Acquisition N/A~ Plan Development _ 02/2015 Pre-application N/A Land Use Approval N/A Construction Plans 02/2015 Final Bids 0212015 Contractor Selection 0712015 Building Permits 07/2015 Grant applications local state _ federal 02/2015 07/2015 Non-government 04/2015 0712015 other Loan Applications Construction loan N/A Permanent N/A Construction Phase Construction Upon receipt of funds 12/2015 _ Certificate of Occupancy N/A 12/2015 Please provide your best (realistic) date estimates regarding the project schedule 3 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 ~ NIA Improvements $127,000 Liens and other faxes N/A Closing costs NIA off-Site costs N/A` Other N/A SUBTOTAL $127,000 $99,000 $28,000 Development Costs Land Use Approvals mNIA Building Permits/fees $3,000 -0-~ ASH Match (Include Engineering and Community Development Fees) System Development Charges NIA~ (SDCs) _ Relocation Costs N/A Environmental Report / Lead N/A Based Paint Clearance Soils Report N/A T Survey Marketing N/A Insurance Existing coverage Fees _ Architectural/Engineering N/A Lender fees _NIA _ Construction Loan NIA - - - - - Tax Credit Fees N/A~ Developer Fee_.P.- NIA _other NIA TOTAL $130,000 $99,000 $31,000 4 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 Commitment (awarded with Date conditions) Federal Grants $89,000 0812015 State Grants Local Grants Non-Governmental $18,000 0712015 Grants Donations/Gifts Applicant $13,000 Contribution Program Income _ N/A Loans N/A Other (specify) ~ NIA Other (specify) NIA TOTAL $13,000 $112,000 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. Community Development block grant funds applied for 02/2012015. Award date will be by 07/2015, with availability by September, 2015. The application for Carpenter Foundation funds is due on April 25, 2015. 'these funds, if awarded, will be available July 30, 2015. ASH has set aside $10,000 for this project. Friends and supporters will be solicited for additional donations through our newsletter and through on-going fundraising. 5 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 Supportive Housing and Community Outreach 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 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 Sue Crader / Executive Director Commissioner Housing and Human Services Commission 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 6 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. The Executive Director of Ashland Supportive Housing and Community Outreach, Sue Crader, serves on the Housing and Human Services Commission. She informed the Commission of this potential conflict of interest at the regular commission meeting held on January 22, 2015, and recused herself from any viewing or deliberation of applications. 7 List of Attachments 1. ASH Board of Directors 2. Articles of Amendment 3. 501 (c) (3) 4. ASH Financial Statement-Nov. 2014 5. Profit and Loss 6. Operation Budget 7. Project Budget 8. Map of Project Neighborhood 9. Construction Plans 10. Photos ASHLAND SUPPORTIVE HOUSING & COMMUNITY OUTREACH BOARD OF DIRECTORS: 2015 Brian Nelson-Munson (Since Apr 2011) President (2 year term) (541) 554-2888 (cell) 2365 Greenmeadows Way bnelsonmunson(o-)gmail.com Ashland, OR 97520 Reitred Clergyperson Mia Driscoll (Since Mar 2003) Secretary (2 year term) (541) 482-4857 (home) 365 Kent Street Ashland, OR 97520 Teacher, Heiman School Ashland, OR Amy Crumme Korth (Since Jan 1992) Treasurer (2 year term) (541) 482-1843 (home) 1566 E. Nevada St (541) 778-2402 (cell) Ashland, OR 97520 a ycrummy6a gmail.com Cafeteria Manager, Heiman School Barbara Mathieson (Since Oct 2013) Vice President (2 year term) (541) 488-4898 (home) 4898 Highway 66 (541) 261-7271 (cell) Ashland, OR 97520 barbara.math ieson ai bgmail.com Retired English Professor (SOU) Charles "Rick" Rhoades (Since November 2014) 1825 Siskiyou Blvd., #3 (530) 925-4318 (cell) Ashland, OR 97520 rickrhoades@yahoo.com Retired Siskiyou Child Care Council Laurel Biegert (Since February 2015) 550 Mt Ashland Road 541-890-3887 (cell) Ashland, OR 97520 clbiegert(a)gmail.com Staff Representative: Zachary Parsons 290 W. Nevada 541-488-3440 (work) Ashland, OR 97520 Emeritus member: Midge Binnewies (Since May 2004) (541) 690-7672 (cell) Retired Special Education Teacher midgebinn _msn.com F - Phone: (503) 9$6-2200 Fax: (503) 378-4381 Articles of Amen dment-Business/professionallNonprofit t- Secretary of State Check the appropriate box below; Corporation Division BUSINESSIPROFESSIONAL CORPORATION ' 255 Capitol St. NE, Suite 151 Salem, OR 97310-1327 (Complete only 1, 2, 3, 4, 6, 7) FilinginOregon.com NONPROFIT CORPORATION (Complete only 1, 2, 3, 5, 6, 7) REGISTRY NUMBER: /5 7 6119 611- 1,2- F ±/O 2 0,37OD In keeping with Oregon Statute 192.410-192,595, the information on the application is public record. We must release this information to all parties upon request and it may be posted on our website. For office use only Please Type or Print Legibly in Black Ink. 1) NAME OF CORPORATION PRIOR TO AMENDMENT: ~~JG /fS 111 i 2) STATE THE ARTICLE NUMBER(S) AND SET FORTH THE ARTICLE(S) AS IT IS AMENDED TO READ. (Attach a separate sheet if necessary.) ZZ Ze ",4,- d~ ~ ~~~r t?4/G JIOiI /~S__ 5~7 (CI~1~ or ~9u A Ai le 3) THE AMENDMENT WAS ADOPTED ON: 10 /ac Q/Q 3 (If more than one amendment was adopted, identify the date of adoption of each amendment.) BUSINESS/PROFESSIONAL CORPORATION ONLY NONPROFIT CORPORATION ONLY 4) CHECK THE APPROPRIATE STATEMENT 5) CHECK THE APPROPRIATE STATEMENT Shareholder action was required to adopt the amendment(s). The Membership approval was not required. The amendment(s) was vote was as follows: approved by a sufficient vote of the board of directors or incorporators. Class or Number of Number of Number of Numbercl Membership approval was required. The membership vote was as series of shares votes entitled votes cast votes cast fOIIOWS: shares outstanding to be cast FOR AGAINST Class(es) Number of Numberof Numberof Number of entitled members votes entitled votes cast voles cast to vote entitled to vote to be cast FOR AGAINST Shareholder action was not required to adopt the amendment(s). The amendment(s) was adopted by the board of directors without shareholder action. E] The corporation has not issued any shares of stock. Shareholder action was not required to adopt the amendment(s). The amendment(s) was adopted by the Incorporators or by the board of directors. 6) EXECUTION Signature Printed Name Title / 7) CONTACT NAME (To resolve questions with this filing.) DAYTIME PHONE NUMBER (Include area code.) FEES L Required Processing Fee S20 y~'~ ~B~Q Confirmation Copy (Optional) S5 ~~~33t444 Processing Fees are nonrefundable. Please make check payable to -Corporation Division." NOTE: Fees may be paid with VISA or MasterCard. The card number and expiration date should be submitted on a separate sheet for your protection, 113 (Rev. 8103) Internal Revenue Service Department of the Treasury [District Director Date: 2 9 OCT 1982 er: Acc un ng er o n mg: June 30 Foundation status classification: 509(a)(1) and 170(b)(1)(A)(vi) p Jackson County Board of Advocates Advance Ruling Period Ends: for Severely Handicapped Adults June 30, 1984 547 Clover Lane Person to Contact: Ashland, OR 97520 Ellen Oliver Contact Telephone Number: (206) 442-5106 Dear Applicant: Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably be expected to be a publicly supported organization described in section 509(a)(1) and 770(b)(1)(A)(vi). Accordingly. you will be treated as a publicly supported organization, and not .as a private foundation, during an advance ruling period. This advance ruling period begins on the date of your inception and ends on the date shown above. Within 90 days after the end of your advance ruling period, you must submit to us information needed to determine whether you have met the requirements of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, you will be classified as a section 509(a)(1) or 509(a)(2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, you will be classified as a private foundation for future periods. Also, if you are classified as a private foundation, you will be treated as a private foundation from the date of your inception for purposes of sections 507(d) and 4940. Grantors and donors may rely on the determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you submit the required information within the 90 days, grantors and donors may continue to rely on the advance determination until the Service makes a final determination of your foundation status. However, if notice that you will no longer be treated as a section 509(a)(1) organization is published in the Internal Revenue Bulletin, grantors and donors may not rely on this determination after the date of such publication. Also, a grantor or donor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act that resulted in your loss of section 509(a)(1) status, or acquired knowledge that the Internal Revenue Service had given notice that you would be removed from classification as a section 509(x)(1) organization. P.O. Box 21224, Seattle, Washington 98111 (over) Letter 1045(DO) (6-77) If your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. Also, you should inform us of all changes in your name or address. Generally, you are not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as provided in the Federal Insurance Contributions Ac,t. If you have paid FICA taxes without filing the waiver, you should call us. You are not liable for the tax imposed under the Federal Unemployment Tax Act tFUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. You are required to file Form 990, Return of Organization Exempt from Income Tax, only if your gross receipts each year are normally more than $10,000. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. The law imposes a penalty of $10 a day, up to a maximum of $5,000, when a return is filed late, unless there is reasonable cause for the delay. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T. In this letter, we are not determining whether any of your present or proposed activities are unrelated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees, If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sinc ely yours, L Distri Director cc: Bruce D. Smith Letter 1045(DO) (6-77) Income and Expenses to Budget _ Ashland Supportive Housing. 2014-15 Monthly November Month July/Nov Fiscal Year NovegjOr 2014, Budget Budget Actual Variance Actual Budgeted Mental Health Funding 1,230,000.00 102,500.00 100,979.00 _ (1,521.00) 507,343.94 512,500.00 Room and Board 100,900.00 8,408.33 7,854.00 (554.33) 39,887.10 42,041.67 Food Stamps 18,500.00 1,541.67 1,566,00 24.33 10,171.47 7,708.33 Donations 7,000.00 583.33 25,00 (558.33) 1,357.04 2,916.67 United Way Comm Access 1,700.00 141.67 125.00 (16.67) 651.27 708.33 Ashwood Guest Income 45,000.00 3,750.00 1,526.25 (2,223.75) 11,100.00 18,750.00 Community Outreach 25,000.00 2,083.33 1,306.77 (776.56) 9,822.69 10,416.67 Fundraising,Events Income 5,000.00 416.67 25.00 (391.67) 4,710.99 2,083.33 Total Revenue 1,433,100.00 119,425.00 113,407.02 (6,017.98) 585,044.50 597,125.00 Grant Income 0,00 1,836.00 586,880.50 Advertising 2,000.00 166.67 - 166.67 362.00 833.33 Client Activities 7,000.00 583.33 100.00 483.33 7,189.66 2,916.67 Client Medical & Supplies 4,200.00 350.00 411.14 851.12 1,750.00 Company Vehicles 13,000.00 1,083.33 738.15 345.18 4,857.82 5,416.67 Contract Services 4,000.00 333.33 462.50 (129.17) 1,975.00 1,666.67 Dues & Subscriptions 8,000.00 666.67 837.23_t__ (170.56) 3,883,78 3,33133 Employee Benefits 150,000.00 12,500.00 j 8,573.48 3,926.52 51,851.52 62,500.00 Employee Pension 10,000.00 833.33 689.89 143.44 3,587.85 4,166.67 Food 53,000.00 4,416.67 3,361.92 1,054.75 16,130.48 22,083.33 Household supplies 13,000,00 1,083.33 861.59 221.74 6,716.69 5,416.67 Insurance 19,500.00 1,625.00 1,580.92 44.08 7,897.85 8,125.00 Meals & Entertainment 1,000.00 83.33 - 83.33 1,417.32 416.67 Mileage (Travel) 8,500.00 708.33 466.13 _ 242_.20 3,915.95 3,541.67 Occupational Health 2,000.00 166.67 69,99 96.68 641.62 833.33 Office Supplies 7,500.00 625.00 1,393,33 (768.33) 4,061.09 3,125.00 Payroll Expense 890,000.00 74,166.67 74,517.43 (350.76) 373,840.94 - 370,833.33 - - - Payroll Taxes 100,000.00 8,333.33 7,669.83 663.50 38,088.75 41,666.67 Professional Development 5,000.00 416.67 - 416.67 275.00 2,083.33 Professional Fees 8,000.00 666.67 - 666.67 - 3,333.33 Rent 9,300.00 775.00 775.00 1 - 3,875.00 3,875.00 Repairs & Maintenance 20,000.00 1,666.67 2,092.24 (425.57) 9,326.57 8,333.33 Special Events 4,000.00 333.33 563.45 (230.12) 1,277.79 1,666.67 Telephone 8,500,00 708.33 731.51 (23.18) 3,696.99 3,541.67 Taxes & Licenses 1,000.00 83.33 83.33 1 556.00 416.67 Travel 5,500.00 458.33 - 458.33 6,774.56 2,291.67 Utilities 30,000.00 2,500.00 2,155.31 344.69 11,258.90 12,500.00 Depreciation Expense 30,000.00 2,500.00 2,500.00 12,500.00 12,500.00 Fundraising/In-Kind Donations 5,000.00 416.67 416.67 959.39 2,083.33 Total Expenses 1,419,000.00 118,250.00 110,551.04 7,698.96 577,769.64 591,250.00 Net Gain/Loss.. 14,100.00 1,175.00 2,855.98 1,680.98 7,274.86 5,875.00 **To calculate actual income, grants are shown on separate line. ASH Ashland Supportive Housing 02120/15 Profit & Loss Accrual Basis November 2014 Nov 14 Ordinary Income/Expense Income 4100 • Mental Health 4110 • Client Offsets 0.00 4100 • Mental Health - Other 100,979.00 Total 4100 • Mental Health 100,979.00 4200 • R & B 7,854.00 4250 Food Stamps 1,566.00 4300 Donations 4301 • Donations, General 25.00 Total 4300 • Donations 25.00 4400, United Way Comm Access 125.00 4500 • Ashwood Guest Income 1,526.25 4615 • Outreach Services 1,306.77 Total Income 113,382.02 Gross Profit 113,382.02 Expense 6125 • Bank Charges 173.17 6205 • Client Activities 100.00 6210 Client Medical & Supplies 399.91 6212 Company Vehicles 6213 Gas 484.24 6216 Vehicle Repairs & Maintenance 253.91 Total 6212 • Company Vehicles 738.15 6215 • Contract Services 462.50 6600 • Dues & Subscriptions 837.23 6610 Employee Benefits 8,573.48 6611 Employee Pension 689.89 6650 • Food 3,361.92 6660 • Household supplies 861.59 6700•Insurance 1,580.92 7015 • Mileage (Travel) 466.13 7020 • Occupational Health 69.99 7100 • Office Supplies 1,220.16 7200 • Payroll Expense 73,891.18 7225 • Payroll Taxes 7,669.83 7400 Rent 775-00 7500 Repairs & Maintenance 2,092.24 7550 Special Events 563.45 7700 Telephone 731.51 7900 • Utilities 7902 Electric, Water, Sewer 1,265.24 7903 Gastheating 231,90 7905 Internet 269.99 7906 • Trash 245.89 7908 • TV 127.29 Total 7900 • Utilities 2,140.31 Total Expense 107,398.56 Net Ordinary Income 5,983.46 Other Income/Expense Other Income 9120 • Miscellaneous Income 25.00 Total Other Income 25.00 Net Other Income 25.00 Net Income 6,008.46 Page 1 Ashland Supportive Housing 2014-15 Budget Mental Health 1,230,000.00 Room & Board 100,900.00 Food Stamps 18,500.00 Donations 7,000.00 United Way Comm Access 1,700.00 Ashwood Guest Income 45,000.00 Community Outreach 25,000.00 Fundraising income 5,000.00 Total Revenue 1,433,100.00 Advertising 2,000.00 Client Activities 7,000.00 Client Medical & Supplies 4,200.00 Company Vehicles 13,000.00 Contract Services 4,000.00 Dues & Subscriptions 8,000.00 Employee Benefits 150,000.00 Employee Pension 10,000.00 Food 53,000.00 Household supplies 13,000.00 Insurance 19,500.00 Meals & Entertainment 1,000.00 Mileage (Travel) 8,500.00 Occupational Health 2,000.00 Office Supplies 7,500.00 Payroll Expense 890,000.00 Payroll Taxes 100,000.00 Professional Development 5,000.00 Professional Fees 8,000.00 Rent 9,300.00 Repairs & Maintenance 20,000.00 Special Events 4,000.00 Telephone 8,500.00 Taxes & Licenses 1,000.00 Travel 5,500.00 Utilities 30,000.00 Depreciation 30,000.00 Fundraising 5,000.00 Expenses 1,419,000.00 Budgeted Gain/Loss 14,100.00 Project Budget - Special Needs Residential Home Remodel 842 Michelle Avenue Item Bid Concrete driveway and patio demo and replace $ 14,156.00 Living Room Expansion $ 26,050.00 Laundry Room Construction $ 25,208.00 Fire Suppression System Upgrade $ 1,586.00 New Walkway construction $ 2,000.00 Solar Installation $ 30,000.00 Total CDBG Contribution $ 99,000.00 ense Items Paid for with Matching Funds by ASH Plans and Permits $ 3,000.00 Solar Installation contribution $ 10,000.00 Total ASH Contribution $ 13,000.00 Items Contributed by Grants and Fundraising Solar Installation contribution $ 18,000.00 Total Contribution $ 18,000.00 Total Project Cost $ 130,000.00 Percentage Matched by ASH 10% Print - Maps littp://www.birig.com/imps/print.aspx?}rikt=cti-tis&z-15&s=nkcp-42... Ung Maps nix 42.2116914758111, -122.71619178543 Talent My Notes Ashland 1t t } m.bing.com r f : w its AlMort tri trluy u 2_r15'h}okiH t r~ .mil T tr U'tY I'D 99 i. Qr,r r Park -9~ ~ 1lmeda C}r S. iten\S Oder t it ~Vr P~esatl~ St VJ Plcvacia St , r~_ r F. N~~1t+~a St lcd4°f•,•-~~~ -a t',p to-.E1f5)t7f1 5l 4 t Sild7dail St tl_, n 9 ~ ~r51r £t`~~a! Grant St - a TuLker St y r own ow `,t a c WAY St n fP t•'`' n ` `etc $y S, V, nwr St rt 1A fkYY I d t f c€c a' 7j5C t & t rr P, _ 11R1JIItiS` G Of,,i G in LJJ %n a P:1.3itz,,nit2S~ r.°~ 1 )y } f,, ri~i> E Kersey ' I t it r r arr I a~fn`6 C t1ft~~;~ ca ` ~t'= [J'S t.4t.f4s'~!: ~_r~r.r,tiwr C. ,ca5~tJ„R:ra: I of 1 2/20/2015 12.23 PM .t_t cTp f .fri.t, °a -i~~r~SAI,. true ` S O L A R 2/3/15 15-o37p1 Sue Crader 842 Michelle Ave Ashland, OR Dear Ms. Crader, With the system we are proposing, you will be 83% closer to your energy independence! Not only are you investing in your own electricity production, you are investing in a clean, safe energy source for your family. Guaranteed for 25 yrs and designed for 4o+ yrs of service, your solar electric system can be a gift you pass onto your family or an effective way to increase your property value by $48,839 We want you to feel confident in your purchase and ask that you consider the following: I rv.`t illdiliceldive:~~rf,:k[: Thank you for thinking about solar and how you can make a difference in reducing your energy bill as well as making a impact on our global community. Your system will also include a service panel u~ racL de as_hart of the solar electric system installation. it . +-tzi l .I! Thank you for your time and consideration, i Wade Bischoff 1541..816.1402 1 wade@truesouthsolar.net tr. -1, 1 ue `_UE.Af° LI E C Cf IC. 'YS i E_E,1 r'I C)€'(a'-AL ~.1 C Ssh Purchase ofYour Project S O L A R Customer Information Utility Bill Reduced System Details Sue Crader System Size kW 14.56 842 Michelle Ave Panel Solar World Ashland, OR 17% # Panels 52 541-973-7170 Inverter SMA700oTL-US jbeyer@ashlandash.org Annual Usage kWh 21,900 s3% Annual Production kWh 28,099 15-037P1 2/3115 Electricity Use Reduced 83% Investment Info Year 2 Year z Year 3 Year 4 Year 5 Year '15 Year 25 Gross System Cost $58,141 Ashland Rebate $7,000 Net Install Costs $58,141 ORTaxCredit $o $0 $o $o Federal Tax Credit $o Yearly Energy Savings $2,442 $2,519 $2,599 $2,681 $2,766 $3,779 $5,162 Adjusted Annual Net {$'18,700) ($44,68o) ($40,581) ($36,400) ($33,633) ($660) $r,/Iafh System Features * American Made Solar Panel * Largest U.S. Panel Manufacturer *:L6% Efficiency zsyr Production Warranty *Assembled in Hillsboro t f Great Entry Level Pane! * Meets Buy America Standard i ll-h. ~ i're~p~~~aiane9Crsrrtr.~~l ~srrLluiirii=rtiC~~rr~t~utr.~z~~uE,#r~l€~:~~,rti~rr if} true S O L A R Proposal# 15-037p1 Date: 2/3115 This agreement is between: True South Solar Inc., 258 A St. Ste 1-56, Ashland, OR 97520 800-947-1187 OR CCB# 18ggo6 AND Sue Crader SystemType: Gri Tie Customer Details: Site Details: System Details: System Placement: 842 Michelle Ave Permit: coa Size: 14.56o kW Inverter By meter Ashland, OR Utility coa Modules; Solar World Mains NE Bedroom 97520 TSRF: 88 # of Modules 52 Meter Outside NE Bedroom 54x-973-7170 Tilt: 23 Inverter: SMA70ooTL-US Modules comp ,jbeyer@ashlandash.org Azimuth. 1801270 # of Inverters 2 Prepared By: Wade Bischoff 1541.816.1402 i wade@truesouthsolar.net Understandings: This contract is executed to fulfill a requirement by the City of Ashland for the purpose of obtaining a reservation of incentive funding for the installation of a photovoltaic system at the job location stated above. This contract is for the installation of a photovoltaic system at the location above. It is estimated that work will begin on the photovoltaic system within go days of contract signing. It is also understood that the installation must take place and be inspected within one year of funds reservation approval by the City of Ashland. Due to the necessary delays in starting the project, components and availability may change. In the event that substitution is necessary, every effort will be made to provide goods and products that are equal or greater in value and quality to those stated in the quote. True South Solar Inc. proposes to furnish all material and perform all labor necessary to complete the following! Install Photovoltaic system as described inTrue South Solar Inc. Proposal listed above. System Install Notes: Mains Panel Upgrade & Secured Power Supply Existing Solar System Present: Yes_No_*_ Contract Notes: All of the above work to be completed in a substantial and workmanlike manner according to the drawings, job specifications, terms and conditions agreed upon. The entire amount of the contract to be paid within 1o days after completion and acceptance by the City of Ashland, The price quoted is for immediate acceptance only. Delay in acceptance will require a verification of prevailing labor and materials costs. This offer becomes a contract upon acceptance by True South Solar Inc, but shall be null and void if not executed within 1o days from the date above. Subject to prior approval by the City of Ashland, you are hereby authorized to furnish all materials and labor required to complete the work according to the drawings, job specifications, terms and conditions attached tothis proposal, for which we agree to paythe amount above. t i 1. ITr0i7t)':Frl clF)rl (,„Crtt~l.+tt F€J4 121jllillfli,} C ttrt<l;ltlr Pf,,Ii rttW All, err3Elr"tit c S O L A R Cash Gsky Financing SP Financing Gross System C05t: $58,242-50 Incentive Amount: $7,000-00 Net Install (less ETO): s 8 xtix. o Down Payment 7o% $5,814.15 Balance due at start of install: s26 a6 .6 Net za balance due after Install: $26,3.63.67 total Install Amount: 558,art3.5o ThankYou! Owner Owner Date: ?L3L5 Accepted By True South Solar Inc, Referred By: Address: N.tet. I PV moduli, pares and availability are volatile 'an(] (an only he guaranteed at l ime of purchase, Prxas quoted are valid lot a munth after this date. aThr federal incometaxt,redn {rITC) i°. 3n%af rbgible costs. I Oregon'srent-ableenetgytax credit (RETC)iscappedat i6,eunand allucatedat ainaximum an+ountof Ii,tionlycar. y. The system mast be purchased (deposit paid) by December ;t, toy 5 and uperational by match 31, )-6, to qualify for lot 5 Oregon tax benefits. gThr.frn ncialanaloisisforexampleonly,andshouldheverifittlbyyourtaxprofessionalforyourpailitularlawSituation, 6.1 be eq ailment itself is solid State with no moving parts and has a life expedanty of So years for the PV nodules boob of system rust) and zu years tar the Inverter h At of total System cost). Warranties as folluwed; module.-)S year;; Inverter(s)-to years, installation-rS years. -Confidentiality Noike- This doctim nt is for the sole use of the intended rec Ipient(t) and may contain confidential and privileged information. Any unauthunmr! review, use, disclosw , or dirt rihoinnt is prohibited. If you art. not the intended rtiopicnt, please contact the seodr-r, and destroy all topics of the original dot urnent. -riisclaimer. We are not CPAs or lawyers and we are not prowdmq tax adv,ce. Please check with your tax or legat protessn)nal for qualified hefp. Pleas, note tlmt this profxssal is an estimate and does not guarantee actualsystern production or savings. The system design may change based on a detailed engineering site audit. Actual system p urimlion and savings will vary based nn the trial system sire, design, conbgraauen, utility rates, applicable rebates, and your building's energy usage. Calculation Notes. a) rntvgy'IYusi of Oregon (ETU) rebate K calculated through the 11 TO incentive tal(vLoor at s.7ohV, rapped at s j,aoo. ETC payment is made directly to rontratior reducing your nut-of=pocket eapznse. a, I) City of Ashland rebate r r alc tdated as a so.snlty itt tncenow with a niaxin,um or siSuo teceived by in0vidual cf business, b) Qngon's renrtvabic energy lax c wd.j (RETC) is based on CO%'s fomtola for an AC W lDC at SIC x ,.7a) or st.yoiDC W, up to 16,uoer. s t,Sou maeimum credit applied per calendar year (s6,ooo credit = it,5ou, s r,gaq s t,Suo, st,Soo). PETC can be tarried f trvrard S yra rs. 01-he Iederat blame tax credit VI I Q., toa'o of eligible casts and can be take,. in year one, or carried foiwarrt. d) Energy savings L based an so.toikWli in the fn st year.As clectrr at energy pines increase, it, does the energy savmgs.A R,t annual increase or eft!(In ny rates is assumed. Innovative Construction of Oregon, Inc. Proposal CCB #103412 Phone# sai-asz-►~~~ Date Proposal# 110 Clay St 2/2/15 44 Ashland, OR 97520 Name /Address Ashlan Supportive Housing 693B Washington St. PO box 3536 Ashland, OR 97520 Project subcontractor Item Description Qt Labor materia... Total 01 Plans and Permits Plans and Permits 0.00 3,300.00 3,300.00 01.1 Plans Plans 0.00 550.00 550.00 02.10 Demo remove existing structure trellis and 2,500.00 550.00 3,050.00 atios 04 Concrete side walk 75'x 4' 0.00 1,980.00 1,980.00 04 Concrete patio 8'x 8' 0.00 660.00 660.00 03 Excavation Excavation for a 10' x 30' addition 0.00 2,200.00 2,200.00 04 Concrete Concrete foundation and stem wall 0.00 2,200.00 2,200.00 2.20 Drain perimeter and downspout 0.00 1,650.00 1,650.00 06 Floor Frame Floor Framing 1,800.00 1,320.00 3,120.00 07 Wall Frame Wall Framing 1,600.00 990.00 2,590.00 8.10 Trusses scissors truss 400.00 880.00 1,280.00 9.1 roofing match existing 0.00 1,650.00 1,650.00 13 Windows & Trim Windows & Trim two white vinyl Tx 5' 400.00 1,100.00 1,500.00 sliding 11 Siding match existing plywood 1,200.00 660.00 1,860.00 14 Plumbing Plumbing laundry room 0.00 3,850.00 3,850.00 Authorized Signature: an acceptance signature acknowledges the receipt of the CCB information notice consumer protection notice and the notice of procedure THANK YOU Acceptance of proposal signature: Date. Thank You Total Page 1 Innovative Construction of Oregon, Inc. Proposal CCB #103412 Phone # 541-482-1767 Date Proposal # 110 Clay St Ashland, OR 97520 2/2/15 44 Name / Address Ashlan Supportive Housing 693B Washington St. PO box 3536 Ashland, OR 97520 Project subcontractor Item Description Qt Labor materia... Total 16 Flectrical & Lighting Electrical & Lighting laundry, living, and 0.00 2,750.00 2,750.00 dinin 17 Insulation Insulation per code 0.00 1,650.00 1,650.00 18 drywall at new work areas 0.00 2,640.00 2,640.00 12 Doors & Trim one interior and two exterior 300.00 1,650.00 1,950.00 24 Paint Painting interior and exterior at new work 0.00 3,300.00 3,300.00 areas 23 Floor Coverings Floor Coverings at new work areas 0.00 4,400.00 4.400.00 41 Skylight two 2'x 4' sky liqhts 1,600.00 880.00 2,480.00 22 Specialty hardware' 200.00 550.00 750.00 25 Cleanup Cleanup & Restoration 600.00 600.00 33 Dump/ Hauling debris 100.00 220.00 320.00 40 Covered Porch 8'x 8' for hike parking 600.00 330.00 930.00 Authorized Signature: an acceptance signature acknowledges the receipt of the CCB information notice, consumer protection notice, and the notice of procedure. THANK YOU Acceptance of proposal signature: Date: Thank You Total $53,210.00 Page 2 IRCIFIC FIRE PROTECTION CCB 197933 1313 Brentwood Drive, Eagle Point, OR 97524 (541) 601-7627 TO: Ashland Supportive Housing ATTENTION: PROJECT: Deck/Laundry/Living Area Remodel LOCATION: Ashland, OR SPEC. SECTIONS: DATE: February 9, 2015 QUOTATION AMOUNT: $1,586.00 ALTERNATES: ADDENDUM: SCOPE OF WORK: We are pleased to provide you a quote for the above project. Pacific Fire Protection will add sprinkler heads in the new laundry and living room at 842 Michelle Ave. in Ashland, OR. The new piping for the new sprinkler heads will come from the laundry room. All new piping will be CPVC. All new sprinklers will be 155 degree concealed heads with a white cover plate. This price includes all labor, material, and permit fees. QUALIFICATIONS: ADEQUATE HEAT TO PREVENT FREEZING OF WET SYSTEM. - STRUCTURE WILL SUPPORT A SPRINKLER SYSTEM. INCLUDES PERMIT. - AUTHORITY HAVING JURISDICTION. ALL WORK TO BE DONE DURING OUR NORMAL HOURS OF WORK MONDAY THROUGH FRIDAY. - THIS QUOTE REMAINS IN EFFECT FOR TI IIRTY DAYS FROM THE ABOVE DATE. EXCLUSIONS: PRIMING OR PAINTING OF SPRINKLER SYSTEM COMPONETS. - ELECTRICAL OR ALARM WORK OF ANY KIND. - FIRE EXTINGUISHER AND/OR CABINE'T'S. FIRE HOSE STATIONS AND/OR CABINETS. - HOOD OR CHUTE PROTECTION. - STORAGE RACK SPRINKLERS. CUTTING, PATCHING, REMOVAL AND REPACEMENT. REROUTING OF EXISTING MAINS AND LINE PIPING TO ACCOMODATE THE INSTALLATION OF ELECTRICAL, MECHANICAL AND BUILD COMPONETS. FIRE PUMP AND RELATED EQUIPMENT. VALVE HOUSE, HEAT AND LIGHTS. ATTIC/CRAWL SPACE SPRINKLERS. - CITY CONNECTION FEES. - PREACTION OR CLEAN AGENT FIRE SUPPRESSION SYSTEMS. - UNDERGOUND FIRE LINE. - COST OF CAD DISCS FOR OUR DESIGN PURPOSES. - BOND. PERMITS. TAXES. THANK YOU FOR THE OPPORTUNITY TO SUBMIT THIS PROPOSAL AND IF YOU SHOULD HAVE ANY QUESTIONS PLEASE CONTACT ME. RESPECTFULLY SUBMITTED. VERN ROBERTS (541) 601-7627 ACCEPTANCE: NAME: DA"1'E: PACIFIC FIRE PROTECTION LLC 1313 BRENTWOOD DRIVE EAGLE POINT, OR 97524 CCB 197933 t>R(JVE2TY LI n1E - CASEMEtJ7 ,o' - >G 4 21 I 2 J ~ CO h(C(~ETF_ br`_. G..IG F I a d I n~> , 471\LI< 11L 14DUSE z9' GH~ M E1Ef2 WIILI~ WALI{ X21 VE WAY ?L \ J \ N} ~ ~ PRO062Tr uN~ U' ~ LITY - - GWA~Gf \ ~ \ c tl 213 A314LAND 511PPORTIV/E HCUSING PLOT PLA N LX I ST IN b AND COMMUI.41TV DUTIZGAC14 SCALL 11r `f FAOUSC A7 E/qz MICNELLEAVE, ASOLAND oR UDY f3EYER - FEQ I, zvls - -rA/ LoT 160,0 Lc-)-f ~jpUU So. FT. V NUUSE IRHO Su ED. DECK. WALKS. OPIVE 191& t4, F7. TOTAL IMPERVIUILS SUQrACF,,375"$ SQ. rT. I y~ F S ft a V p w f J Z ~ 3 n v 2 Q ~ z . i u 0 ~ a J ~ W _ P l w z o 0 u .1 ~ 3 m u z 44w i~ ~ ~ , to I , ` i ll ~S 1 S ~J ~a viz, d a ~ I i ~o 1 w N r l ~ ~ 4 1 4 D 0 J w g CC - - b~ 1 i 1 a , "ke _ W ; 4 O J J fig, ~ ~ ~ cL ~ s z~ Q\ t Go t 'z ~ LL w t? 1 3 '1 4 C 4 ~ 1 ~ a iQ c r Y w w 3 h 3 ' a 1 i~ J w ~ o r F p L9 4-._ ~ z y 3. d 111 ~ m < a ' I 1 The residence at 842 Michelle Avenue. j ,..c i' 1. x - Yd•' ~'T: ..'I a;' f ~ ter- T,aG+:.~,r• ~ '~'j~~~, Crumbling concrete patio F ,a.e ~ ~ ~-•iii+ x'1 = tix g h4.~ ~ k .~-t ~ ~ . t bi ~ ~Q~~ 1 C+C t~ - , ;'~b'~•Crumbling concrete patio. Laundry room add-on to be demolished. • 7 1 ~ III + . Jam... Gi.'"" "a.c F _ ~r Tt- 3~,+i yy ' t jam, - = Cracking concrete driveway. ;a r pl t G _ M to = 4i' Looking into dining area from living room. Proposal is to push the wall on the left in photo out by 10 feet. r t. Communal living area. Proposal is to push wall in back of photo out by 10 feet. p-. s! fir' 2~ Y• t~View of communal living area. Note lights on during daytime. Proposal includes the addition of skylights. F View of laundry room to be demolished - area behind sliding glass door. This would become dining area, with the laundry room constructed to the right of the room in this photo. CITY OF ASHLAND Ashland Housing and Human Services Commission Draft Minutes April 2, 2015 CALL TO ORDER Acting Chair Coriann called the meeting to order at 4:45 pm in the Civic Center Council Chambers 1175 E. Main Street, Ashland OR 97520. Commissioners Present: Council Liaison Coriann Matthews (Acting Chair) Pam Marsh Heidi Parker Regina Ayars SOU Liaison Sue Crader Vacant Rich Rohde Connie Saldana Staff Present: Gina DuQuenne Linda Reid, Housing Specialist Leslie Gore, Housing Program Assistant Commissioners Absent: Joshua Boetti er Approval of Minutes Rohde/DuQuenne m/s to approve the minutes of the February 26, 2015 Housing and Human Services meeting. Voice Vote: All Ayes; Commissioner Connie Saldana abstained. Minutes were approved as presented. Public Forum No one was present to speak. Public Hearing on the draft 2015-2019 Consolidated Plan Housing Program Specialist Linda Reid reviewed the process of creating and the 5 year Consolidated Plan (CP) for the Community Development Block Grant (CDBG). Reid outlined pg. 99 of the CP, Goal Summary Information explaining the stated goals were similar to previous years. Reid reviewed the Commission Memo detailing the goals and measurable outcomes from the previous two CDBG rounds and the proposed goals for 2015-2019. She noted that the achieved goals where funded with both the CDBG funds and the City Social Services Grants. While the goals are substantially unchanged the categories have been streamlined because of the changes in Housing and Urban Development (HUD) reporting requirements. The high priority goals are: 1) Creation and maintenance of affordable housing. 2) Supporting services for homelessness outreach prevention and transition. 3) Supporting housing and services for peoples with special needs. The low priorities are: 1) Improve safety and access in neighborhoods and areas throughout the City. 2) Improve transportation options for low-income and special needs populations. The medium priority goal is Support Economic Development activities that assist in reducing poverty among low- moderate-income and special needs populations. These are catch-all all categories that include a broad range of support services. Reid asked for questions from the commission: Commissioner Parker asked about the process for the Social Services Grants ( SSG). Reid clarified that the SSG were included in the CDBG reporting because the City funds were used in achieving the outcomes because the CDBG funds were insufficient to have enough of an impact on identified goal outcomes. Commissioner Matthews inquired about the amount that could be awarded to social services from the CDBG. Reid explained that it was 15% of the entire allocation for the year, ($165,550) a total of $24,832. Commissioner Ayars inquired as to source of the reported numbers for the goal "assistance to homeless and at risk populations". Reid explained that the proposed numerical goals for the next five year period were based on the previously achieved goal outcomes over a five year period. She said the 414 people reported in the 2005-2009 CP period included people who were served by ICCA [recorders note: Interfaith Care Community of Ashland], the number was short of goal because ICCA stopped serving the Ashland community. The next five year plan 2010-2014 set the new goal of 750, which included individuals served through staff activities with the Homeless Task Force and Project Community Connect event, and Maslow Project, St Vincent de Paul and the more recently the Community Resource Center. These combined activities have lead to a much larger outcome of 2,765 individuals receiving assistance. Moving forward this category has been superseded by a new category; Support services for homeless outreach, prevention and transition. Ayars questioned the ambitious goal, articulated on pg 99, of building of 50 rental units over the next five year period. Reid said that 50 units was an ongoing goal satisfied in the last five years by the Snowberry Brook Development. It is known that the Housing Authority is looking at developing a project in the City in the near future. That development will probably not provide all 50 units but staff feels that it is important to continue to shoot for the optimistic goal of 50 units as housing is the greatest identified need within the City. Reid announced that the Consolidated Plan was on a very tight timeline and is scheduled to be submitted to HUD on May 4`h and therefore must be presented to the Council at the April 215` meeting. Commissioners Saldana/Ayars motioned and seconded approval of the Consolidated Plan. Voice Vote: All Ayes. Community Development Block Grant Applications Presentation Commissioners Ayars and Crader recused themselves from participating in the CDBG grant review and recommendation portion of the meeting. Maslow Project, Karen Phillips and Lacy Renae presenting: Providing wrap around services for homeless youth ages 0 to 21. Maslow served over 2000 individuals last year with the average age of 11. Maslow's activities have a focus of keeping kids in school. Nationally 87% homeless kids drop out of school and the graduation rate for homeless seniors is 25%. The graduation rate of students involved with Maslow staff last year was 51 % in Jackson County and 100% in Ashland. This year 100% of the Ashland high school seniors are on track for graduation with 62.5 (6 kids) on track to go to college, one student having received a full ride scholarship to Reed. 88% of the homeless kids that were case managed by Maslow did not dropout. Maslow has been providing services in Ashland since 2012, and requests a continuation of support for Ashland High School based case manager position at .6 FTE. Maslow is requesting $10,000, or 30% of Maslow's total program budget to provide an Ashland school district based case manager. The commissioners asked and received clarification on the following; 1) What the stated amount of staff expense $23,000 represented? .6 FTE. Which provides two days a week on site staff with additional phone coverage. 2) Could the work be done with the limited amount? Based on results the answer is yes, the work was getting done. 3) Did Maslow work with Community Works? Community Works no longer has a staff person in Ashland. 4) What was the outreach plan for the summer? Maslow would spend the same amount of time in Ashland during the summer as they do during the school year but at locations such as Uncle Foods Dinner, ACRC and Pioneer Hall. Maslow hopes to keep kids engaged in the summer. 5) How would the program be affected if the whole $10,000 request was not awarded? Maslow is committed to staying in Ashland, but there might be a reduction in hours. 6) Are you planning to apply for Social Service Grant as well? Yes. St. Vincent de Paul (SVDP), Rich Hansen and Charlotte Dorsey presenting: Mr. Hansen reviewed the achievements of the 2014 Grant of $19,000 which enabled SVDP to serve 21 Ashland Families, 26 adults and 10 children. On average SVDP used $900 of HUD funds per family they help. The request of $ 25,500 would help more that 26 Ashland families avoid homelessness and assist them in obtaining self sustaining housing. Hansen noted that rental deposit is a big deal for this community. SVDP sent $53,000 of their own funds on rent relief. In total SVDP spent over $141,000 in the Ashland home visitation program, making 800 home visits and assisting 1300 people. Of the $141,000 spent in Ashland approximately half came from the SVDP council in Medford and $30,000 from local donations, the grant is highly leveraged, and none of the funds go to salaries as all SVDP workers are volunteers. The commissioners asked and received clarification on the following; 1) Please explain the special needs funds from the United Congregational Church? The church has made a blanket statement of support and SVDP can draw on the fund when the needs exceed what the program guidelines can spend. Commissioner Rohde commented that he was impressed by SVDP's ability to get support from the community. 2) Do you plan to apply for the social service grant as well? Yes. Staff commented that security deposit assistance has been very valuable to the community and in the new Consolidated Plan it is a stand-alone priority. Mathews supported this statement saying people often lose their section 8 vouchers because they do not have the security deposit and they go back on a three year wait list. Staff announced that the State is currently doing outreach for its CDBG Consolidated Plan. The outreach meeting will be April 14th at the Access Olsrud Center. Ashland Supportive Housing, Tabitha Wolfe and Judy Beyer presenting: Ashland Supportive House (ASH) runs three group homes for development disabled adults and provides community outreach. ASH has been operating in Ashland since1982. ASH is requesting funds to update Linley House. The entire project cost is $130,000 and the request for CDBG funds is $99,000. The Linley House, established in 2005, is an age-in-place facility and as the residents have aged mobility issues have increased. The first project component is replacement of the cracked driveway, crumbling patio and adding a level walkway from the rear of the house. This component is $ 16,156. These improvements will allow residents to move safely in and out of the facility and provide an additional fire escape option. The second component would replace an existing non-permitted and nonconforming laundry room while expanding the existing living space. The total cost of this portion of the project is estimated at $55,844. The additional square footage would enable a larger pathway for residents to maneuver around the common areas. The current square footage is 1840 which would be increased to 2140. Living space would be increased from 485 to 755 by altering the laundry room. Blue prints are included in the grant application. These changes would improve natural light in the communal areas and access to the laundry facility. The third component of the project is installation of a solar power system at a proposed cost of $58,000. The current average monthly bill is $198.00. The solar system is expected to reduce the monthly bill by 83%. The commissioners asked and received clarification on the following; 1) The slope of the driveway will not change? The driveway will be resurfaced which will allow people in walkers to navigate, and the walkway will have a more gentle grade for additional ease of access to house. 2) How many individual live in the house? 5. 3) Will the number of individuals increase with these improvements? No, there is a limit of 5 bedrooms. The increased space will be in the communal areas. Additionally, the elimination of day services means the residents are in the home all the time. 4) What is the cost of the electricity? The average is $190 the savings would be 83%, saving $150 a month. 5) Is that total utilities? No, just electricity. 6) Why is it so high? There are five full time residents and 1 to 3 staff on site. Currently there is not a lot of natural light. We run light and heat pretty much 24 hours a day, bathe each resident once a day, and cook three meals a day for residents and staff. 7) Is the heat electric? No, gas. 8) Do you have a plan for the proposed savings? The saving would be used for small remodels, such as grab bars. 9) Recouping the cost of the project would be approximately 32 years? Confirmed. "not quick recovery". 10) Why, if the patio is only 10 years old it looks so terrible? The contractor went out of business a year after this was done. They will insure that the contractor they use will be established in the community and accessible if anything goes wrong. Staff commented that it was important that they were accommodating aging in place for special needs populations. Habitat for Humanity, Denise James and Dan Thomas presenting. Habitat in Ashland concentrates on repairs for low income people eliminating sub-standard housing. Habitat believes that it has not served Ashland as well as it could, especially as there has been a consistent donor base here. Habitat acknowledged a slow start to the program but are committed to serving Ashland better going forward. There are two types of repairs: Critical home repair program, and a small repair program called a Brush with Kindness. Next year they will include projects for mobile homes. Habitat has almost finished the first critical home repair and has completed 3 small repair projects. Habitat feels like their work stimulates renovation in the neighborhood as well as the specific home. Habitat believes a second year would establish trust in the program which has been missing, and feels that the outreach with community groups such as the local churches, Rotary, and the Senior Centers will help to bring in applicants in the second year. The commissioners asked and received clarification on the following; 1) How do you decide if the project a brush with kindness or a critical repair and how many projects can you do? We will continue to do projects as long as there is funding. It also depends on who applies. There have been a couple of project that have been cancelled because the home owner is afraid. What is the average loan repayment amount? With the Brush with Kindness Program the payment can be $15 a month and the Critical Repair at maximum of $100. It is a 0% interest loan on materials only. 2) How does the micro loan process work? The homeowner would apply and explain what they want. The income qualification is 30% to 60% of Family Median Income, homeowners must be current on their taxes and home owners insurance. It agreed to, the project will be completed at cost. Habitat holds the note until the payments are complete. 3) Does Ashland have a separate phone number? No, same number as the main office. 4) Is the interest 0% for everyone? Yes. 5) Does Habitat ever partner with anyone such as clean energy works? We work with every group we can find. 6) You guys are the great people that help the volunteers do the work. Yes, there is an orientation for volunteers and 1.5 FTE construction staff which supervisor the project. 7) What happens if the loan in not paid back? It depends but if it is for a significant critical repair Habitat would put a lean on the home that would stay until the transfer of the home. Staff asked if there were requested for ADA improvements? Yes projects include many aging-in-place upgrades. The commission had the following questions of staff. 1) Is it legal to ask clients to repay CDBG funds? Reid explained it was an established use for CDBG funds to provide 0% interest loans for housing rehabilitation. This activity would fall under the category of maintaining affordable housing stock. 2) Do the Davis-Bacon wage restrictions apply? Davis-Bacon does not apply to single unit rehab. Options for homeless residents of Ashland (OHRA), John Wieczorek and Leigh Madsen, presenting: OHRA serves homeless and very low income residents of Ashland. In February 2014 OHRA opened the Ashland Community Resource Center (ACRC) in a joint partnership between OHRA and ACCESS. The City of Ashland provided some seed money for operations in 2014-2015. During the first year of operation there were 3684 client visits, of these 600 first time clients, 347 homeless, 253 with homes, and 57 veterans. The ACRC has helped to house 21 families and assisted 14 people in securing employment. Services range from intensive job searches to simple use of the bathroom. ACRC has been more successful than expected and donations have increased from $2900 in 2013 to almost $35,000 in 2014. OHRA has been award over $20,000 in private foundation grants. With success has come the realization that the 2,200 sq ft location is inadequate. OHRA is proposing to buy the entire building at 572 Clover Lane going from approximately 2000 to 8000 sqft. The building is currently owned by the Masons. With the additional space ACRC would become a "one stop shop". It would also replace the cold weather shelters expanding the shelter to 7 nights a week. The shelter would be integrated with the other ACRC services. The budget is included in the proposal. The total project budget is $850,000, OHRA is asking for $260,000 of CDBG funds over a two year period. The Foundation intends to leverage other funds, including the Housing Trust Fund (HTF), a capital campaign drive and foundation grants. The City of Ashland request is a large request for funds however helping Ashland most venerable population is an important and stated goal of the City's. ACRC received $55,000 this year and spent $90,000 doubling money for services. The need is huge. Transportation is a big issue for homeless people and ACRC has a minimum of 12 major agencies bringing services to the ACRC to serve Ashland residents. The facility is doing a great job, with great partners, without disruption to any neighborhood. The facility has been for sale twice over the last two years. It is a challenge to find a facility to service homeless populations, and ACRC seeks to be its own landlord. In addition, the current rent of $ 15,000 would be put into services. With an expanding facility the community partners can increase their services. The commissioners asked and received clarification on the following: 1) Is there any indication that the City will continue to fund ACRC? What happens at the end of the current funding period? City Administrator Dave Kanner recommended ACRC apply for the Social Services Grant funds. Mr. Madsen did not want to presume but with the record of success and the city's council stated goals he believes there will be continued support. In addition there are foundation opportunities not available in the first year of operation. The City has already provided an additional $20,000 for a jobs program. 2) Could you explain a little more about your request of $260,000 over two years? The request is patterned after the Ashland Emergency Food Bank. ACRC sees the City as a 1/3 partner and the Ford Family Foundation as 1/3 of a capital campaign. 3) What would happen if one of the three pieces does not come through? As with the Food Bank all the money goes back. 4) Has there been a market assessment? Staff clarified that CDBG does not require an appraisal, but you would have to make sure that it is not an inflated price. You should pay fair market value. Mr. Wieczorek has been a real estate broker for twenty years in Ashland and said that the price per foot is very close to their neighbor the food bank and that there would be a negotiated savings as Mr. Wieczorek could navigate the sale without a $ 50,000 commission. 5) If this grant application is solely for the purchase of the building what is the budget for operation expenses. ACRC has supplied a budget in their application to the Social Service Grant. A rough budget in 2014 was $79,000 cash expenditures and $20,000 in-kind donated services. 2015 projected expenditure is $132,000 of that $55,000 will come from the City. The budget for the following year is $180,000 with $60,000 coming out of City funding. 6) What will be done with the shelter space in the summer? There is a 1600 sqft meeting room, bigger than Pioneer Hall, which is big enough to accommodate 35 people overnight. There is a commercial kitchen, which may be used for teaching job skills. There is a dining area that could serve over 100 people. 7) Would the building require renovations? The only renovations being considered would be moving the portable showers and laundry inside, but that is a long term goal. The building, was built in 1999 and is in excellent shape. 8) Have you looked into the costs of heating the building in the winter? The cost of operation in that building is $500 a month including electric, gas, and phone. Utilities are expected to increase by $300 per month. It is a really beautiful meeting space and may take some pressure off Pioneer Hall for social events 9) Have you considered assuming a mortgage? They have been advised that is much more difficult to fund raise for debt relief than for capital expenditures. 10) Can you make the additional space a profit center? The landlord has generated revenue and the option will be explored. 11) What happens if ACRC does not succeed, as with the previous resource center? The location is key to the success which is one reason to make the request for CDBG funds. 12) What would happen if the full amount was not awarded? Could partial funding be leveraged? A commitment of any amount would help to leverage of funders. The Capital Campaign could be expanded. This site is unique and works extremely well with the support of the landlord and neighborhood. While there is no threat today there are only 40 members of the lodge and they will not be able to support a million dollar building indefinitely. Community Development Block Grant Applications Discussion and Recommendations Staff noted that the staff evaluation has been presented to the committee; these recommendations along with the committees' recommendations will be provided to the Council at their regular meeting on April 21 st The Committee asked for clarification on the timeliness requirement of the CDBG program. Which Reid provided. The funds must be expended in a timely manner. The general rule if there is more than 1.5 time the annual award in the CDBG account when the timeliness test is run in May a workout plan for expenditures of the funds will be required. If the workout plan has not been implemented and the grant balance has not been brought below the 1.5 level by the next test than HUD has the discretion to take the money back. The City can have up to $ 248,325 in the line of credit without the hitting the timeliness cap. Additional questions include the following: 1) Has the 20% administrative fee been drawn down? The administrative fees cannot be drawn until after they have been incurred. The draw down will happen at the end of the funding cycle. 2) Will we hit the timeliness cap? Yes, it is likely and a workout plan will have to be created, however HUD recognizes that Ashland is a small community and it does not take much to reach the cap. 3) What is the breakdown of the amount of money that can be awarded? $201,000 is available of that $24,832 may be awarded to social service activities. 4) What did the Food Bank do in order to buy the building? There was a remaining balance of $87,000 of unallocated funding which the City put in reserve. A letter was issued for this amount with the caveat they had to raise a certain amount of money or those funds would be reallocated. General Discussions: The commissioner made the following points The 32 year return on the solar energy system was not appealing and the funds would impact many more lives if giving to OHRA In recognition of the good and valuable work that SVDP and Maslow provided to the community the commissioner wishes that there was more funding available to award to those two entities. Commissioner was in agreement with the recommendations of staff. ASH and OHRA would have the opportunity to apply for the Social Service Grants. A smaller award to OHRA may help with seed money, and give them leverage with other foundations. There was concern that the staff did not recommend funding OHRA. The concern being the timeliness piece and the risk to the funding. The success of the ACRC may indeed be dependent on the location. There will be additional grant applicants for the Social Services Grants, as many services organizations do not want to apply for CDBG because of the reporting requirements. The reserve letter will help OHRA raise additional funding. The number of people helped by OHRA is much greater, and while the ASH work is very important it only benefits 5 people. ASH addresses the longevity of the housing All the projects meet the goals. Rodhe motioned "to accept the staff recommendation for social service funding." Saldana seconded Rohde's motion. Motion passed with a unanimous voice vote. $176,886 remained. Additional discussion included Concern was expressed that a commitment to OHRA of less than a $100,000 would not be effective in leveraging other grant sources. Committing $100,000 to OHRA would leave $76,886 for the other two applicants. Concern was expressed that not providing enough funding to Habitat might impact the continuation of the program long term. It was noted the Habitat did not use all of their last allocation, but there program had additional value through neighborhood beautification. Dividing the remainder amount my make both projects unfeasible. If OHRA is unable to raise their piece and the money is "returned" it would put the City way over the cap and there is a risk of losing the HUD funds entirely. It was suggested that OH RA's award include a stipulation that the $100,000 would not be awarded next year unless OHRA had succeeded in their fund raising goals. All Commissioners were in agreement that if that location was lost it would be a detriment to the community. Mathews motioned "with the remaining balance of $176,886 the commission recommendation is to award a reserve letter of a $100,000 to OHRA, $16,156 to Ashland Supportive Housing and $60,730 to Habitat." Parker seconded the motion. Rodhe expressed the concern over the timeline. At the end of two years OHRA has bought the building or two hundred would be in danger. He asked for a clarification of that risk. Reid explained that in the first year we will have to write a work out plan, in the second year HUD has the option of taking the money back. This would not harm the ongoing allocation but does risk these funds. If OHRA failed to raise the additional money the amount returned would have to have an immediate allocation to an activity which was ready to proceed and could expend the funds quickly. Reid said the staff recommendation prioritized the ASH project as it was ready to proceed, and could expend the funds quickly, providing benefit to people right now as opposed to a potential future benefit. Parker asked if OHRA could buy the building with a mortgage could they comeback for CDBG funds to pay off the mortgage? Reid believed that was an eligible use of funds, but was not completely sure. Reid agreed to research the issue. Saldana suggested that the remaining funds be split in half so they could choose which of their projects to do. Rodhe said the key piece was to look at OHRA's progress in a year. Voice vote was taken with Mathews, Parker, DuOuenne and Rohde ayes, with Saldana opposing. Motion passed. Parker motioned to "attach a stipulation that if Habitat for Humanity has not fully spent their allocation by March 1 2016 that the funds will be reallocation and further added the stipulation to the OHRA grant that they secure $250,000 by March 1, 2016 or the funds will revert back to the City for reallocation" Mathews seconded the motion. Motion passed with a unanimous voice vote. Upcoming Events and Meetings: Next Housing and Human Service Commission Meeting is April 23, 4:30-6:30 pm. All plan to attend. Adjournment The meeting was adjourned at 7:45. Respectfully submitted by Leslie Gore CITY OF -AS H LAND Council Communication April 21, 2015, Business Meeting Public Hearing and Decision on the 2015-2019 Consolidated Plan for use of Community Development Block Grant Funds FROM: Linda Reid, Housing Program Specialist, Community Development, reidl@ashland.or.us SUMMARY The City of Ashland is an entitlement jurisdiction, receiving an annual allocation of Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). As a recipient of CDBG funds, the City is required to prepare a five-year strategic plan that identifies housing and community needs, prioritizes these needs, identifies resources to address needs, and establishes annual goals and objectives to meet the identified needs. Among other things this Consolidated Plan proposes the following objectives: • To create and maintain affordable housing units benefiting low-, moderate-income individuals and other CDBG eligible populations including special needs and elderly. • Support services for homelessness outreach, prevention, and transition. • Support housing and services for people with special needs. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland 2015-2019 Consolidated Plan is a five-year strategic plan to provide an outline of action for the community as it works toward meeting the housing and community development needs of its low- and moderate-income households. The plan's development includes a profile of the community and its economy, an assessment of the housing, community development and public service needs of its residents, and sets out long-range strategies to meet those needs. The consolidated plan serves the following functions: • A planning document for the jurisdiction, which builds on a participatory process among citizens, organizations, businesses, and other stakeholders: • A submission for federal fiends under HUD's formula grant programs for jurisdictions; • A strategy to be followed in carrying out HUD programs; and • A management tool for assessing performance and tracking results. The Department of Housing and Urban Development has set guidelines regarding the use of Community Development Block grant funds. The City's plan was compiled in accordance with federal regulations and contains tables required by HUD. The stated goals and objectives for the use of CDBG funds are in accordance with prescribed HUD performance and outcome reporting guidelines. Page 1 of 3 CITY OF -.SHLAND The City is required to update the Consolidated Plan every five years in order to continue receiving CDBG funds and to modify the plan according to changing conditions if needed. The City's first Consolidated Plan covered 1995-1999, and was adopted in June 1995. The current plan, the 2010- 2015 Consolidated Plan, was drafted in 2010, and expires on June 30, 2015. Ashland began receiving an annual allocation of CDBG funds in 1994. Some of the projects funded by CDBG dollars over the past 21 years include; the remodel of the new Community Health Center, the acquisition of land to develop housing through the Ashland Community Land Trust and the Rogue Valley Community Development Corporation, the purchase of a site for the Interfaith Care Community of Ashland to operate a homeless resource center, emergency repairs to homes owned by low-income families through the Housing Authority of Jackson County and Habitat for Humanity Rogue Valley, ADA improvements to City Buildings and street and sidewalk improvements in support of a 60 unit low-income housing development. To inform the development of the 2015-2019 Consolidated Plan the City and the Housing and Human Services Commission conducted a beneficiary questionnaire, conducted an online questionnaire with housing and social service providers, and held a public forum to elicit information about the housing and community development needs in the City of Ashland. Following advertisement in the City Source newsletter, the City held a community meeting on December 5, 2014 to elicit feedback from community members on the use of the funding. The Federal regulations prescribe the data that must be included in the plan, the time line for the plan update, and the community involvement process. The Federal plan requirements stipulate that the most recently completed Census (2010) as well as American Community Survey data is used as a basis for the plan's demographic information. Many of the tables included in the plan use a custom tabulation of data from the census bureau that are not available through standard census products. This data is known as CHAS (Comprehensive Housing Affordability Strategy) data. This data is used to determine the extent of housing problems and housing needs within a community particularly for low-income households. The City has also supplemented this data with information made available from local and state resources. As a result of these efforts there is valuable data in the plan that provides information to support ongoing housing and social service objectives. The purpose of the Consolidated Plan is to outline a strategy for the City to follow in using CDBG funding to achieve the goal of the CDBG program, "to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities principally for low- and moderate-income persons." The Primary Objectives of the 2015-2019 Consolidated Plan are: Based on research compiled from a variety of sources, data analysis, consultations with housing and service providers, interviews and input from citizen's and beneficiary groups, City staff have identified six broad areas of priority need that the City will focus it CDBG resources toward over the next five years. • To create and maintain affordable housing units benefiting low-, moderate-income individuals and other CDBG eligible populations including special needs and elderly. • Support services for homelessness outreach, prevention, and transition. Page 2 of 3 11TAWA CITY OF ASHLAND • Support housing and services for people with special needs. • Improve safety and access in neighborhoods and areas throughout the City. • Improve transportation options for low-income and special needs populations • Support Economic Development activities that assist in reducing poverty among low-, moderate-income and special needs populations. As part of the update process, two public hearings are required. One hearing must be held during the development of the plan, and one hearing held after a draft is completed. The first hearing was held on December 5, 2014 by the Housing and Human Services Commission and an additional meeting on the development of the Plan was held on April 2, 2015 before the Housing and Human Services Commission. As the decision making body, the completed Draft 2015-2019 Consolidated Plan is presented to the City Council for adoption. The final approved plan shall be submitted to HUD by May 4, 2015 for their review and approval. COUNCIL GOALS SUPPORTED: 2. Promote effective citizen communication and engagement. 2.1 Engage community in conversation about core services, desired service levels and funding mechanisms. 5. Seek opportunities to enable all citizens to meet basic needs. 5.2 Support and promote, through policy, programs that make the City affordable to live in. 5.2. a. Pursue affordable housing opportunities, especially workforce housing. Identify specific incentives for developers to build more affordable housing. 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. 6. Develop supports to enable citizens to age in Ashland 6.1 Support and augment existing programs. 7. Keep Ashland a family-friendly community. 7.1 Support educational and enrichment programs in the community. 7.3 Support land-use plans and policies that encourage family-friendly neighborhoods. FISCAL IMPLICATIONS: The City receives approximately $165,000 in CDBG funds from the department of Housing and Urban Development each year. The Consolidated plan identifies priorities for the use of these funds. STAFF RECOMMENDATION AND REQUESTED ACTION: The Housing Commission recommends the Council approve the 2015-2019 CDBG Consolidated Plan as presented. Staff recommends the adoption of the plan as submitted. SUGGESTED MOTION: Move to approve the 2015-2019 Consolidated Plan for use of Community Development Block Grant Funds. ATTACHMENTS: 2015-2019 CDBG Consolidated Plan Housing and Human Services Commission Minutes. April 2. 2015 Page 3 of 3 1~~ rpm, 01 CITY Of -ASH LAN D Executive Summary ES-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) 1. Introduction The City of Ashland 2014-2019 Consolidated Plan is a five-year strategic plan to provide an outline of action for the community as it works toward meeting the housing and community development needs of its low-and moderate-income and special needs households. The plan's development includes a profile of the community and its economy, and assessment of housing and community development needs, and the development of long-range strategies to meet those needs. The City of Ashland is an entitlement jurisdiction, receiving an annual allocation of Community Development Block grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). As a recipient of CDBG funds, the City is required to prepare a five-year strategic plan that identifies housing and community needs, prioritizes these needs, identifies resources to address needs, and establishes annual goals and objectives to meet the identified needs. This five year plan is known as the Consolidated Plan. The Consolidated Plan serves the following functions: • A planning document for the jurisdiction, which builds on a participatory process among citizens, organizations, businesses, and other stakeholders; • A submission for federal funds under HUD's formula grant programs for jurisdictions; • A strategy to be followed in carrying out HUD programs; and • A management tool for assessing performance and tracking results. The purpose of the Consolidated Plan is to outline a strategy for the City to follow in using CDBG funding to achieve the goal of the CDBG program; "to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities principally for low- and moderate-income persons." 2. Summary of the objectives and outcomes identified in the Plan Needs Assessment Overview Summary of Obiectives and Outcomes identified through the Citizen Participation Process OMB Control No: 2506-0117 (exp. 07/31/2015) Objectives identified in citizen consultation include: Housing and Housing Related Activities that focus on land acquisition for affordable rental and ownership housing/transitional housing/shelters and services for homeless populations and the mentally ill. Prioritized economic development activities such as job training/ skill training programs and small business/microenterprise loans were also identified. Citizen's also identified drug and alcohol treatment services, and fair housing compliance as prioritized community needs. With regard to public facilities respondents identified community gardens and ADA sidewalk improvements including audible signal installation as their highest rated public facility priorities. Summary of Obiectives and Outcomes identified through the Agency Consultation Process Priorities identified through the agency consultation process were primarily related to retention and expansion of affordable housing opportunities for those with the lowest incomes. Services that were prioritized included mental health services and services to assist with issues of housing discrimination. Summary of Obiectives and Outcomes identified through the Community Needs Assessment/Market Analysis Process Based on research compiled from a variety of sources (see appendix), data analysis, consultations with housing and service providers, interviews and input from citizen's and beneficiary groups, City staff have identified six broad areas of priority need that the City will focus it CDBG resources toward over the next five years. • To create and maintain affordable housing units/units occupied by low-, moderate-income and/or presumed benefit populations. • Support services for homelessness outreach, prevention, and transition. • Support housing and services for people with special needs. • Improve safety and access in neighborhoods and areas throughout the City. • Improve transportation options for low-income and special needs populations • Support Economic Development activities that assist in reducing poverty among low-, moderate- income and special needs populations. 3. Evaluation of past performance The goals and priorities identified in the 2015-2019 Consolidated plan represent the most pressing needs identified in the Ashland community, but more importantly they are representative of larger systemic issues experienced across a spectrum of large urban and small rural communities throughout the country. For the past ten years the City has identified the provision of affordable housing (both ownership and rental) as the highest priority need and target for the use of CDBG funding. In that time the City has met its housing goals 90% of the time, which is quite remarkable considering the barriers that small CDBG entitlement jurisdictions such as Ashland face. The information gathered for the process of creating this plan has indicated that the provision of affordable housing is still the largest unmet need within the City OMB Control No: 2506-0117 (exp. 07/31/2015) of Ashland. In 2012 the City of Ashland completed an update of the City's Housing Needs Analysis (HNA). At that time the HNA found that according to the State Housing and Community Services Department, housing cost in 1990 was increasing at a rate of 9% Chart 3.1 while household income Rising Housing and Transportation Costs vs. Incomes for the Median-Income Household in the Largest 25 Metro Areas increased at an annual rate of 2%• (costs and income are not adjusted for inflation) Between 2000 and 2010 median 60% mortgage costs for homeowners +52% in Ashland went up by 53%• o 900/a Rental costs for Ashland residents +44% increased 47% in that same o AU% 0 period. While median Household +33% income increased by only 22.9%.1 so°%n r +25% This long term trend of housing 20°'b and transportation costs i outstripping incomes has exacerbated the demand for a tarp affordable housing throughout the state. The increasing need for Housing Transportation Combined Household Costs Costs Housing Income affordable housing units has taxed +Transportation Costs the traditional methods of funding sow-ce:Housing- Transportation/-T;A ordabilin-Indexappliedto2000Censusdataand affordable housing and cannot be 2006-2010.3raericanCommmrin-Sum-e, data (Cenrerfor,tieighborhoodTechnolom and Center sustained into the future should for•HousingpohCA). is the trend continue .2 Strategies and Impact on Identified Needs Housing Over the past 14 years the City has identified and prioritized the development, maintenance and preservation of affordable housing as its preferred use of CDBG funding. In that time the City has made great strides with regard to supporting the development of affordable ownership and rental units. Since 2004 CDBG funds have been used to support the acquisition, development, and/or rehabilitation of 96 ownership and rental units within the City of Ashland. Homelessness In the past five years the City has prioritized the provision of services to serve homeless populations. The City lost it's only provider of homeless services in 2008. Though the homeless populations have had access to countywide services, from 2008 to 2013 homeless populations and populations at risk of ' Ibid. 2 City of Ashland 2012 Housing Needs Analysis: http:8xxAxAv.ashland.or.us/11age asp?NaylD=14474 OMB Control No: 2506-0117 (exp. 07/31/2015) homelessness had very little local access to services without commuting to Medford. In the past five years CDBG funds have been used to support staff efforts at education, outreach, and coordination with homeless and at-risk service providers in activities such as the Project Homeless Connect event, now called the Project Community Connect event. The City has also awarded funding to the Ashland conference of the St. Vincent De Paul Society to support their Home Visitation Program which offers rent and security deposit assistance to help keep families and individuals at risk from falling into homelessness as well as helping to get homeless families and individuals into stable, safe, and affordable housing. Since first funding this activity CDBG funds have directly assisted 107 households to obtain or maintain housing. Similarly, over the past four years the City has also provided CDBG funds to assist the Maslow Project in providing services to over 475 extremely low income homeless and at-risk youth. Looking forward to the next five year period, city staff sees that in general the goals and strategies for the development and retention of affordable housing and for alleviating the issues of homelessness that have been outlined in previous Consolidated Plans will need to be continued. While the issues of homelessness and a lack of housing units affordable to low- and moderate- income households still exist in the Ashland community it is evident that their persistence is not due to a lack of successful implementation of identified strategies, or to the efficacy of the strategies themselves, but rather to the enormity and complex nature of these multi-facetted problems. Many of the factors that contribute to the problems are beyond the reach of jurisdictional policies and are certainly beyond the capacity of the CDBG program to address on its own. With consideration for those factors over which City policies can influence, and which CDBG funds can impact, the City feels that at this time the strategies that the City has articulated in past Consolidated Plans have been addressing identified needs adequately and would not propose any adjustments or improvements at this time. 4. Summary of citizen participation process and consultation process The City of Ashland has established a Public Participation Plan to provide opportunities for citizen involvement in the process of developing and implementing the Community Development Block Grant (CDBG) Program and other programs administered the U.S. Department of Housing and Urban Development-HUD) and the City of Ashland Consolidated Plan. This Public Participation Plan outlines when, where, and how citizens can access information, review and comment on major community plans and comment on the progress of funded activities. The Primary planning document is the Consolidated Plan, which is developed every five years to serve as the guide for strategic actions and the Annual Action Plan which describes the specific actions and project activities the City will conduct during the year using the CDBG funds. The City of Ashland encourages the participation of all of its citizens in the development of plans and in reviewing progress in implementing the plan activities. The City is particularly interested in the involvement of low and moderate income households, including those in low-income housing, as they are the primary beneficiaries of the CDBG funds. Opportunities for involvement are offered prior to and during the development of long range strategic plans and annual action plans as well as on an ongoing basis during the implementation of activities described in those plans. These opportunities include: OMB Control No: 2506-0117 (exp. 07/31/2015) • Participation at public hearings to discuss needs, progress on project activities and the amount of funds available for activities • Participation in meetings with committees, Neighborhood Councils and Commissions involved in planning housing and community development activities • Review and comments on proposed plans such as: Public Participation Plan Consolidated Plan Annual Plans Amendments to Plans • Review and Comment on Annual Performance Reports describing progress on project activities. The Public Participation Structure The City has established the Ashland Housing and Human Services Commission as the primary citizen body to advise the City Council on the housing and human service needs of the community and the use of CDBG Funds. The Commission consists of 9 voting members and a City Council liaison, and is staffed by the Housing Program Specialist. All members are appointed by the Mayor and confirmed by the City Council. The Commission meets on a monthly basis serving as an informed link between the citizens and the council. All Housing and Human Services Commission meetings are open to the public and allow public comments on any item on the agenda or as general comments under the public forum portion of the meetings. CDBG Public Hearings are conducted at least four times a year. A Public Hearing will also be conducted to consider any substantial amendments in planned activities or funding allocations of the approved Consolidated Plan or Annual Action Plan. These hearings provide an opportunity for citizen input into planning for the use of CDBG funds, commenting on the award of CDBG funds, and disseminating information on the progress of on-going housing and community development activities. Public Meetings and Hearings During the development of the Consolidated Plan and Action Plans, City staff will meet with social service agencies and affordable housing providers to provide information on the uses of the CDBG funds and hear discussion on needs. In addition, the Ashland Housing and Human Services Commission will meet to discuss the components of the plan including the needs assessment, the strategic plan and the Annual Action Plans. The Commission also reviews and recommends action to the Council on the Consolidated Plan, Annual Action Plan and any substantial amendments proposed to those plans. The Housing and Human Services Commission shall also review the Consolidated Annual Performance Evaluation Report each year to examine the performance of the projects funded in whole or in part with CDBG funds. All oral and written comments will be considered in decisions on the CDBG Program and planning documents. Purpose of the Public Hearings A minimum of four Public Hearings will be held during the year to obtain the comment of citizens and representatives of public agencies, non-profit organizations and other interested parties. The Hearings OMB Control No: 2506-0117 (exp. 07/31/2015) provide opportunities to obtain the views of citizens on housing and community development needs, information on the amount of funds available and the purposes for which it can be used, discuss proposed activities and review of program performance over the previous year. Action Plan Development hearing: The Ashland Housing and Human Services Commission will hold a public hearing to review proposed applications for use of CDBG funds and recommend award allocations to the City Council. Testimony will be received regarding needs and how proposed projects best address the priorities of the Consolidated Plan to inform the development of the annual action plan. CDBG Award Hearing: The City Council shall review CDBG project proposals on an annual basis at a public hearing, review the recommendations of the Housing and Human Services Commission, and award CDBG funds to eligible projects that demonstrate the most effective use of CDBG funds to benefit extremely low, or low-moderate income residents. The Council will make the final sub-recipient selection and award allocation and will identify the use of CDBG funds thereby defining the goals outlined in the annual Action Plan. Consolidated Annual Performance Evaluation Report (CAPER) Hearing: At the conclusion of each program year the CAPER will be presented at a public hearing before the Ashland Housing and Human Services Commission to allow a public response to the activities undertaken in the prior year. Location of Hearings The Hearings will be located and timed to ensure maximum opportunities for citizens to participate. Hearings will be conducted in buildings that are accessible to persons with physical disabilities. Expanding Opportunities for All to Participate at Hearings The City encourages all citizens to participate. A special effort will be made to assure that low and moderate income persons, households in areas targeted for CDBG assistance, minorities, people who do not speak or understand English well and persons with disabilities are made aware of the Hearings and are able to fully participate in all stages of the planning process. Upon 72 hour notice, the City will provide public notices and summaries of information in other languages, will make reasonable efforts to provide translators for non-English speaking persons at meetings and Hearings and will take steps to accommodate persons with disabilities needing assistance. To arrange for assistance, requests must be made to the City Administrator's Office at least 5 days prior to the scheduled meeting or Hearing. Notification of Hearing Dates Notices of Public Hearings for the Consolidated Plan will be published in the City Source, a direct mailing sent to all households within Ashland, and in the Ashland Daily Tidings at least 15 days prior to the meetings. Notices for all other Public Hearings will be posted on the City website and will also be mailed or emailed to the Housing Authority of Jackson County to post for tenants of assisted and public housing residing in the City. Opportunities to Comment on Draft Plans and Reports OMB Control No: 2506-0117 (exp. 07/31/2015) There are a number of opportunities to comment on draft plans and reports related to the Consolidated Plan. Prior to their submission to HUD, the City will consider fully all comments received on these plans within the timeframes identified below. The Public Participation Plan This Public Participation Plan outlines the steps the City will take to provide citizens with opportunities to provide input into the development of plans and to comment on performance of assisted activities. The public will be advised of the availability of the Public Participation Plan and any amendments to the Plan and is invited to provide comments. Comments may be sent in writing to the Housing Program Specialist within the Department of Community Development. A notice will be placed in the Ashland Daily Tidings and on the City Website (www.ashland.or.us) providing 30 days for the public to comment on the Plan. A copy of the Public Participation Plan may be obtained at the Community Development office at 51 Windburn Way, the City Administrator's office at 20 East Main or by calling 541-488-5305. TTY phone number 1-800-735-2900. The Consolidated Plan (and Amendments) The City of Ashland Consolidated Plan is a long-range strategic plan that assesses community needs, establishes priority objectives and outlines strategies the City will pursue over a 5 year period to improve the City's housing and community development assets principally benefiting low and moderate income persons. The public will be advised of the availability of the Consolidated Plan and amendments to the Plan and are invited to provide comments. Comments may be sent in writing to the Housing Program Specialist within the Department of Community Development at 51 Winburn Way or by email to linda.reid@ashland.or.us. A notice will be placed in the Ashland Daily Tidings providing 30 days for the public to comment. A copy of the Consolidated Plan may be obtained at the Community Development Office or by calling (541)-552-2043. Copies will also be available at the Ashland Public Library (410 Siskiyou Blvd.) and can be accessed at the City's website: www.ashland.or.us within the "Document Center", listed under "Affordable Housing Documents". Annual Action Plans (and Amendments) Each year between February and May the City is required to prepare an Annual Action Plan for submission to HUD. The plan outlines the programs and activities the City will undertake in the coming year to implement the strategies of the Consolidated Plan. The Annual Plans also describe how the CDBG funds will be used over the course of the year. The public will be advised of the availability of the draft Annual Plan and amendments to the Plan and are invited to provide comments. Comments may be sent in writing to the Housing Program Specialist within the Department of Community Development at 51 Winburn Way or by email to linda.reid@ashland.or.us. A notice will be placed in the Ashland Daily Tidings providing 30 days for the public to comment. A copy of the Annual Action Plan may be obtained at the Community Development Office (51 Winburn Way), at the City's website: www.ashland.or.us within the "Document Center", listed under CDBG Documents, or by calling (541)-552-2043. Annual Performance Reports OMB Control No: 2506-0117 (exp. 07/31/2015) Each year in July or August, the City prepares a description of how the CDBG funds were used over the past program year and describes progress on other non-funded activities of the Consolidated Plan. The public will be advised of the availability of the draft Consolidated Annual Evaluation Performance Report (CAPER) and are invited to provide comments. A notice will be placed in the Ashland Daily Tidings providing 15 days for the public to comment. A copy of the CAPER may be obtained at the Community Development Office (51 Winburn Way), at the City's website: www.ashland.or.us/CDBG within the "Document Center", listed under CDBG, or by calling (541)-552-2043. Amendments Amendments to the Consolidated Plan or Annual Action plans may be necessary as conditions change. Amendments of a minor nature will be made as needed throughout the year. However, the public will be given an opportunity to comment on all substantial amendments to the plans following the process described above. A "substantial" amendment to the Consolidated/Annual Plan is defined as: • Projects with budgets of $25,000 or more-An increase or decrease of more than 25% of the budgeted amount (unless the decrease is caused by a budget under run) • Projects with budgets of less than $25,000-An increase or decrease of more than 50% of the budgeted amount (unless the decrease is caused by a budget under run) • A 25% reduction in the number of residential units to be provided. • A 25% increase in the number of units provided for projects of five or more units. • A change in the use of funds from one activity to another. • A change of location for a project with no other changes in scope, does not constitute a substantial amendment. • A change between affordable rental housing and affordable ownership housing does not constitute a substantial amendment. Access to Information and Availability of Plan Documents The City will provide reasonable and timely access to citizens, public agencies and other interested parties of records and information on the Consolidated Plan (and previous Consolidated Plan documents) and the City's use of the funds under the programs covered by the Plan. In addition, the City will provide information to the public during the planning process on proposed activities, the amount of assistance available, the range of activities that may be undertaken and estimates of the amount of funds that will benefit low- and moderate-income persons. Copies of the adopted Consolidated Plan and the Consolidated Annual Performance Evaluation Report are available upon request. Copies of the documents are available at Community Development Office (51 Winburn Way), or can be downloaded from the City's website: www.ashland.or.us/CDBG within the "Document Center", listed under CDBG, or by calling (541)-552-2043. During the development of the Consolidated Plan, City staff and the Housing and Human Services Commission worked together to administer a survey targeted to beneficiaries of CDBG funded activities. To this end the City and the Housing and Human Services Commission held a CDBG open house on Friday December 5, 2014. The open housing provided a brief overview of the various ways that CDBG OMB Control No: 2506-0117 (exp. 07/31/2015) funds have benefitted the citizens of Ashland and provided a platform for guests to weigh in on the prioritization for spending goals for the next five years. The open house was advertised in the "the City Source", the City of Ashland's utility bill newsletter. The mailer goes out to approximately 12,200 Ashland residents. The City also completed a direct mailing to 250 residents of low-income rental and ownership housing units located throughout the City. Lastly, the open house was advertised in a public service announcement on KSKQ, the local community radio station. 5. Summary of public comments Attendees of the open house and citizen's who responded to outreach efforts were asked to fill out a questionnaire that requested them to select up to three choices from a list of fourteen CDBG eligible activities broken down into five categories that they felt represented the most urgent needs/the best priority uses for CDBG funds in the Ashland community. Eleven (11) Respondents completed the questionnaire identifying priority activities from the eligible area and activity choices listed below. Housing: • Housing Repairs/Energy Efficiency Identified Housing Priorities Upgrades • Making existing housing more ll ■ Home accessible (ramps, wider doors, etc.) Repair/Upgrades • Buy land to build affordable ■ ADA Accessibility of housing/transitional housing/shelters homes • Homebuyer down payment/closing M Land acquisition for cost loans housing purposes Public Facilities and Infrastructure: - - Identified Public Facilities • Neighborhood Sidewalks • ADA accessibility improvements to and Infrastructure sidewalks and crosswalks (wheelchair ramps and/or audible signals) Priorities Community gardens ■ Sidewalks ■ADA sidewalk improvments Transportation and jobs: • Help with transportation for the elderly Identified or disabled • Covered bus shelters Transporation/Job Priorities • Job & technical skills training • Small business loans/job creation 0% ■ Transportation for 33% the elderly ■ Covered bus shelters OMB Control No: 2506-0117 (exp. 07/31/2015) Job/Skills training Services and Programs: • Services for Senior citizens or persons with a disability • Services for victims of abuse or neglect • Programs for youth or children • Services for the homeless or those at risk of becoming homeless - - - - - - Identified Service and Program Priorities •Services forSeniors/Disabled ■ DV services ■ Services for Youth ■ Services for the Homeless Drug and Alcohol Treatment Services for the Mentally ill • Services to treat and prevent drug and alcohol abuse • Services for peoples experiencing mental illness What is the primary housing issue in Ashland? • Inadequate supply of housing for rent or for sale at an Percieved Primary Housing Issues affordable price • Unfair treatment based on race, color, sex, religion, national ■ Inadequate Supply of 0% o affordable housing origin, family status, or 20% disability ■ Fair Housing Violations • People don't understand their fair housing rights Lack of Fair Housing • Lack of renter/landlord Training mediation services Lack of landlord/tenant mediation services OMB Control No: 2506-0117 (exp. 07/31/2015) Beneficiary Identified Priority Community Needs (all) ■ Services for homeless/at risk populations ■ Inadequate supply of affordable sale or rental housing ■ Services for the Mentally ill ■ Drug and Alcohol treatment ■ Land acquistion to build affordable housing/shelters ■ Job/Skills Training ■ Community Gardens ■ Renter/Landlord Mediation services ■ Small Bussiness Loan/Job Creation ■ Services for Victims of abuse or neglect ■ Housing Rehab/energy upgrades ■ ADA improvements to public facilities Transportation for the elderly Services for seniors Respondents were also encouraged to provide comments on the programs or projects that they believe should be a priority for funding in the next five year period. Comments received are included in the Appendices. Summary of Consultation Efforts On December 5`h, city staff and the Housing and Human Services Commission held a CDBG open house targeted to beneficiaries of CDBG funding to gain input to inform the prioritization of funding uses. The OMB Control No: 2506-0117 (exp. 07/31/2015) City also posted a questionnaire on the City's website and made available to the general public and emailed the questionnaire to identified community partners, service providers, and affordable housing agencies. Lastly, the City held two public hearings on the development of the Consolidated Plan to encourage more citizen and service provider participation. The City held the first public hearing on April 2, 2015 before the Housing and Human Services Commission, and the second public hearing before the City Council on April 21, 2015. The open house was advertised in the "the City Source", the City of Ashland's utility bill newsletter. The mailer goes out to approximately 12,200 Ashland residents. The City also completed a direct mailing to 250 residents of low-income rental and ownership housing units located throughout the City. Lastly, the open house was advertised in a public service announcement on KSKQ, the local community radio station. Both public hearings were noticed in the Ashland Daily Tidings, the local newspaper and on the City's website. Consultation results 6. Summary of comments or views not accepted and the reasons for not accepting them Not Applicable OMB Control No: 2506-0117 (exp. 07/31/2015) The Process PR-05 Lead & Responsible Agencies 24 CFR 91.200(b) 1. Describe agency/entity responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source The following are the agencies/entities responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source. Agency Role Name Department/Agency Lead Agency City of Ashland Comm-Dev/Housing Division Table 1- Responsible Agencies Narrative The Community Development Department/Housing Division is responsible for overseeing the City of Ashland's CDBG program and maintaining compliance with HUD regulations concerning that program. Community Development Department staff annually issue the Request for Proposals for use of the CDBG funds, and with the City of Ashland's Housing and Human Services Commission review applications and make funding recommendations to the City Council. Community Development/Housing Division Staff and the Housing and Human Services Commission are responsible for the preparation and development of the 2015-2019 Consolidated Plan. The City of Ashland Housing Program Specialist, the Director of the Community Development Department, the City Administrator, the Mayor, and the Ashland City Council have the responsibility of approving the Consolidated Plan and for administration of the programs covered by the Consolidated Plan. Though the City's Housing Program Specialist is tasked with the primary administrative responsibility of the CDBG program, only the City Administrator, the Mayor and the City Council have the authority to authorize grant awards and execute HUD required documents and agreements. Consolidated Plan Public Contact Information City of Ashland contact for the Consolidated Plan and the CDBG Program, Linda Reid, Housing Program Specialist 20 E. Main Street, Ashland, OR 97520 (541) 552-2043 (phone); (541) 552-2050 (fax) reidl@ashland.or.us OMB Control No: 2506-0117 (exp. 07/31/2015) PR-10 Consultation - 91.100, 91.200(b), 91.215(1) 1. Introduction Provide a concise summary of the jurisdiction's activities to enhance coordination between public and assisted housing providers and private and governmental health, mental health and service agencies (91.215(1)). The City of Ashland undertakes several activities to enhance coordination between the City, housing providers, health providers, and social service agencies. City staff actively participates in several regional groups, including; the Jackson County Homeless Task Force, the coordinating body of the Jackson County Continuum of Care grant, the regional Southern Oregon fair housing planning and coordination group (formerly the Southern Oregon Housing Resource Center Committee), and the Rogue Valley Regional Problem Solving-Housing group. City staff also participates in intermittent groups, committees, and commissions as needed, for example, City staff often serves on the Project Community Connect planning committee, and the Point in Time planning subcommittee. Similarly, City Housing Program staff maintains good working relationships and communication with all local providers of affordable and assisted housing and services both inside the City and within the County. Describe coordination with the Continuum of Care and efforts to address the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans, and unaccompanied youth) and persons at risk of homelessness The City of Ashland has for many years, been an active member of the Jackson County Homeless Task Force, serving on several committees and subcommittees including the Core group, which is the subcommittee that issues the request for proposals and coordinates the application and administration of the Continue of Care grants for Jackson County. Similarly, the City coordinates with the agencies and individual members of the Task Force to implement the strategies of the Ten Year Plan to End Homelessness and to evaluate the County's progress on those strategies annually. Lastly, City staff coordinates with county partners to plan and implement the annual Project Community Connect event, a one day event to connect area homeless and at-risk populations with resources and community support. Describe consultation with the Continuum(s) of Care that serves the jurisdiction's area in determining how to allocate ESG funds, develop performance standards and evaluate outcomes, and develop funding, policies and procedures for the administration of HMIS The City consults with the Jackson County Homeless Task Force regarding the Continuum of Care, hosting regional meetings locally on a quarterly basis to ensure that local providers and recipients of services have the opportunity to provide imput on funding needs, policy decisions and outcomes, including regional allocation of services and resources. Furthermore, the City maintains a close working relationship with Access, Jackson County's Community Action Agency, and the lead HMIS administrating agency for Jackson County. Access is also the administrating agency for County ESG funding. City Staff OMB Control No: 2506-0117 (exp. 07/31/2015) along with Access staff and representation from several other agencies' work together to monitor progress on performance standards and evaluate outcomes for ESG and CoC funded activities as well as the rate and number of the County's population who is homeless or at risk of becoming homeless. 2. Describe Agencies, groups, organizations and others who participated in the process and describe the jurisdictions consultations with housing, social service agencies and other entities. LIST OF AGENCIES CONSULTED AGENCY NAME CONTACT PERSON AARP Bandana Shrestha Cindy Dyer, Donna Lea Brooks, ACCESS, Inc. David Mulig Addictions Recovery Center (ARC) - The ARC of Jackson County - Ashland CERT Terri Eubanks Ashland Community Hospital - Ashland at Home Katharine Danner Ashland Food Bank Pam Marsh Ashland Police Department Gail Rosenberg Ashland Rotary Graham Lewis Ashland School District's Homeless Liaison - Ashland Supportive Housing Sue Crader CASA - Center for Non-Profit Legal Services Fay Wiesler Children's Advocacy Center - City of Ashland Senior Center Chris Dodson City of Medford Angela Durant Commission on Children and Families Stephanie Mendenhall Community Health Center OMB Control No: 2506-0117 (exp. 07/31/2015) Community Works Connie Eidson Department of Human Services Taylor Kohn Easter Seals Fair Housing Council of Oregon Louise Dix Gospel Mission Men Will Holmbeck Habitat For Humanity Rogue Valley Denise James Help, Now! Advocacy Center Larry Kahn Housing Authority of Jackson County (HAJC) Jason Elzy Housing Authority of Jackson County (HAJC) Cara Carter Jackson County Mental Health Linda Jackson Kids Unlimited Tom Cole La Clinica Del Valle David Dismuke Linda Vista Nursing Home Lions Club/Sight and Hearing - Living Opportunities Roger Hassenpflug/Jim Gouchenour Maslow Project Mary Ferrell OnTrack Rita Sullivan Options for Southern Oregon - Oregon Action Rich Rhode Oregon Youth Authority Pathway Enterprises, Inc. Peace House-Uncle Food's Diner Leigh Madsen Planned Parenthood Paul Robenson Rogue Retreat Transitional Shelter Heather Hoyle Neighborworks Umpqua Karan Reed RVCOG-Senior Services Connie Saldana Salvation Army Jackie Agee OMB Control No: 2506-0117 (exp. 07/31/2015) Kairos - Southern Oregon Goodwill Industries Corriann Matthews St. Vincent De Paul Alice Nagel/Charlotte Dorsey United Way Jan Sanderson Taylor YMCA Lisa Molnar Ashland at Home Katharine Danner Table 2-List of Agencies Consulted OMB Control No: 2506-0117 (exp. 07/31/2015) Table 2 - Agencies, groups, organizations who participated Identify any Agency Types not consulted and provide rationale for not consulting Not applicable. Other local/regional/state/federal planning efforts considered when preparing the Plan Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan? 10-Year Plan to End Jackson County Prioritization of housing and Homelessness Homeless Task Force- services that serve homeless Continuum of Care populations Housing Needs Analysis City of Ashland Develop a broad range of housing types affordable to lower and moderate income households 2009 Analysis of City of Ashland Encourage diversity Impediments to Fair Housing Choice Chamber of Commerce City of Ashland Chamber Not Applicable Living and Doing Business of Commerce Guide City of Ashland Economic City of Ashland Promote a diverse economy, Development Strategy support job creation, micro- enterprise Southern Oregon Regional SOREDI Promote education and Economic Development, training to improve Inc. (SOREDI) employment skills, Promote Comprehensive Economic economic diversity, Development Strategy Plan Communicate and coordinate with community partners, support microenterprise, Improve infrastructure to promote economic growth Table 3 - Other local / regional / federal planning efforts Describe cooperation and coordination with other public entities, including the State and any adjacent units of general local government, in the implementation of the Consolidated Plan (91.215(1)) During the process of developing the Consolidated Plan, Housing and Human Services Commissioners and the Housing Program Staff conducted personal interviews and consultations with citizen's, beneficiaries, key stakeholders and HUD designated contacts from the social service, housing, and health care communities, as well as elected and appointed officials and community members regarding community resources, community needs, and barriers to meeting those needs. A notice was run in the local publication for the Ashland area inviting citizens to participate in the citizen participation process OMB Control No: 2506-0117 (exp. 07/31/2015) and to voice their opinions and concerns at one of the three public hearings. Similarly, a notice was run in the "City Source", the City's utility bill mailer which is mailed to over 9,500 households (and emailed to over 2,000 households) within the City of Ashland. And lastly, the City completed outreach efforts including direct email contacts and announcement at public meetings of social service organizations and service providers to complete the online questionnaire. On December 5, 2014 the Housing and Human Services Commission hosted an open house inviting beneficiaries of previously funded CDBG activities including residents of two low-income apartment complexes and two organizations serving special populations. Two more public hearings were held to accept public input on the Draft Consolidated Plan. The Plan was approved by the City Council on April 21, 2015, and sent to HUD for final public comment period, review and approval on May 4th 2010. OMB Control No: 2506-0117 (exp. 07/31/2015) PR-15 Citizen Participation 1. Summary of citizen participation process/Efforts made to broaden citizen participation Summarize citizen participation process and how it impacted goal-setting The City offered several opportunities during the development of the Consolidated Plan for Ashland citizens to provide input and participate in the development of the document. During the development of the Consolidated Plan, City staff and the Housing and Human Services Commission worked together to administer a survey targeted to beneficiaries of CDBG funded activities. To this end the City and the Housing and Human Services Commission held a CDBG open house on Friday December 5, 2014. The open housing provided a brief overview of the various ways that CDBG funds have benefitted the citizens of Ashland and provided a platform for guests to weigh in on the prioritization of spending priorities for the next five years. The open house was advertised in the "the City Source", the City of Ashland's utility bill newsletter. The mailer goes out to approximately 12,200 Ashland residents. The City also completed a direct mailing to 250 residents of low-income rental and ownership housing units located throughout the City. Lastly, the open house was advertised in a public service announcement on KSKQ, the local community radio station. Citizens were encouraged to provide written comment either hand written or electronically on the draft plan from March 18th 2015 through April 21th 2015. No written comments were received. Public Meetings and Hearings A total of two public hearings were held during the 2015-2019 Consolidated Planning Process. The first public hearing was held on April 2, 2015, before the City of Ashland Housing and Human Services Commission. The purpose of the initial public hearing was to provide a summary of the draft plan and to encourage public comments on the draft plan. A hearing was noticed in the legal section of the Ashland Daily Tidings on March 18th 2015. The second public hearing was held on April 21, 2015 before the Ashland City Council. The purpose of this meeting was to accept comments on the draft plan before final approval by the City Council. Please see Appendix, for a copy of the April 21, 2015 meeting minutes. The meetings were noticed in the legal section of the Ashland Daily Tidings 30 days prior to the meetings to alert the public of the availability of the draft plan and to encourage public comments. The hearings were also noticed on the City's website. Lastly, the Housing Authority of Jackson County was provided notice of the comment period and public hearing in order to encourage the participation of City of Ashland residents receiving section 8/Housing Choice Voucher Program (rental assistance) and those who reside in publicly funded housing units. Comments At this time no Comments have been received. OMB Control No: 2506-0117 (exp. 07/31/2015) Citizen Participation Outreach Mode of Outrea Target of Outrea Summary of Summary of Summary of comme ch ch response/attendan comments receiv nts not accepted ce ed and reasons Public Meeting Beneficiaries 5 people attended See Appendix A None Public Meeting Age Friendly 6 people attended Comments None Ashland received were recorded in questionnaire data Public Meeting Jackson County E-mail cover letter Comments None Homeless Task and link to the received are in Force questionnaire sent aggregate with to HTF contact list. agency data and citizen data Public Hearing Non- Advertised through None targeted/broad PSA, Utility Bill community mailer and Public notice in the Newspaper and on the City's website Table 4 -Citizen Participation Outreach OMB Control No: 2506-0117 (exp. 07/31/2015) Needs Assessment NA-05 Overview Needs Assessment Overview Housing Needs Affordable housing refers to a household's ability to find housing within their financial means. The standard measure of affordability as defined by the U.S. Department of Housing and Urban Development (HUD) is when the cost of rent and utilities (gross rent) is less than 30% of household income. When gross rent levels exceed 30% of income, particularly by a large percentage, it places a significant burden on household finances. Householders who pay more than 30% of their income toward housing costs are called "cost burdened". Householders who pay more than 50% of their income toward housing costs are called "severely cost burdened". When households are housing "cost burdened" their ability to pay for the other necessities of life are compromised. As the data in the following tables demonstrate, the greatest housing need in Ashland is for housing affordable to both renters and owners. Census and HUD Comprehensive Housing Affordability Strategy (CHAS) data demonstrate that housing cost burden (paying more than 30% of income for housing costs) and severe housing cost burden (paying more than 50%) are the City's most frequent and significant housing problems. Although households in all income ranges experience housing cost burden, the problem becomes increasingly more severe when looking at households with very low and extremely low incomes. Households with incomes at the lowest levels, less than 30% AMI, who are housing choice voucher recipients have a difficult time finding rental housing in Ashland that rents for a price that is within the limits of the program in relation to their income. Data in the following tables also show that Ashland has relatively few housing units (less than 25%) which would be considered substandard or having severe housing problems such as lack of plumbing and kitchen facilities or who experiencing overcrowding. Similarly, relatively few housing units within Ashland are considered unsafe or may have the potential to contain lead based paint (See table 34 on pg. 56). Public Housing The Housing Authority of Jackson County (HAJC) is the public housing authority that serves Jackson County. HAJC neither owns nor operates public housing units, so the Consolidated Plan narrative requirements related to public housing are not applicable to the City of Ashland. HAJC does however administer the Housing Choice Voucher program, which provides rental subsidies to qualifying low- income families in Jackson County. OMB Control No: 2506-0117 (exp. 07/31/2015) Homeless Needs According to data gathered by the Jackson County Continuum of Care during the annual point-in-time homeless count there were a total of 625 homeless persons in Jackson County on January 29, 2014. Of that total, 24 were counted in Ashland alone. For a detailed summary of homeless populations by household type, and subpopulation see table 5 below. Issues identified by the point in time count, citizens and providers of services to homeless populations include; a need for low-cost rental housing, treatment for mental illness, and/or drug and alcohol addiction (dual diagnosis) as well as barrier removal, life skills and employment skills training. These issues are especially prevalent in Ashland; as a smaller rural community Ashland has many housing market constraints, (which are expounded upon elsewhere in this document) that contributes to a lack of rental housing affordable to populations with the lowest incomes, as well as a general lack of services, which tend to be located in Medford, a neighboring City nineteen miles to the North of Ashland, with three and a half times the population of Ashland. 2014 Point-in-Time Count Homeless Population By Type of Household and Sub-population for Jackson County Household Type Jackson County Ashland Total Homeless 625 24 Sheltered 399 Unknown Homeless Unsheltered Homeless 226 Unknown Homeless individuals 501 22 Homeless people in families 124 2 Chronically Homeless 84 17 Chronically Homeless Individuals 75 17 Chronically Homeless People in Families 9 0 Homeless Veterans 241 6 Homeless Unaccompanied Youth and Children 46 1 Homeless Unaccompanied Children 13 0 Homeless Unaccompanied Young Adults 33 1 Table 5-PIT count by type OMB Control No: 2506-0117 (exp. 07/31/2015) NA-10 Housing Needs Assessment - 24 CFR 91.205 (a,b,c) Summary of Housing Needs Demographics Base Year: 2000 Most Recent Year: 2011 % Change Population 19,522 20,131 3% Households 8,552 9,325 9% Median Income $32,670.00 $41,334.00 27% Table 6 - Housing Needs Assessment Demographics Data Source: 2000 Census (Base Year), 2007-2011 ACS (Most Recent Year) Number of Households (below 100% AMI) Table 0-30% >30-50% >50-80% >80- >100% Percentage HAMFI HAMFI HAMFI 100% HAMFI HAMFI Total Households * 1,315 950 1,440 685 4,935 100% Small Family Households * 330 185 545 190 1,845 37.3% Large Family Households * 15 85 55 0 140 7.6% Household contains at least one person 62-74 years of age 110 90 235 180 1,160 23.5% Household contains at least one person age 75 or older 25 175 140 85 695 14.0% Households with one or more children 6 years old or younger * 145 150 175 65 205 4.2% * the highest income category for these family types is >80% HAMFI Table 7 - Total Households Table Data Source: 2007-2011 CHAS OMB Control No: 2506-0117 (exp. 07/31/2015) Housing Needs Summary Tables 1. Housing Problems (Households with one of the listed needs) Renter Owner 0-30% >30- >50- >80- Total 0-30% >30- >50- >80- Total AMI 50% 80% 100% AMI 50% 80% 100% AMI AMI AMI AMI AMI AMI NUMBER OF HOUSEHOLDS Substandard Housing - Lacking complete plumbing or kitchen facilities 40 10 20 0 70 0 0 0 0 0 Severely Overcrowded - With >1.51 people per room (and complete kitchen and plumbing) 0 0 0 0 0 0 0 0 0 0 Overcrowded - With 1.01-1.S people per room (and none of the above problems) 0 40 55 0 95 0 0 0 0 0 Housing cost burden greater than SO% of income (and none of the above problems) 890 435 125 70 1,520 175 18S 195 60 615 Housing cost burden greater than 30% of income (and none of the above problems) 3S 120 595 150 900 0 45 70 90 205 OMB Control No: 2506-0117 (exp. 07/31/2015) Renter Owner 0-30% >30- >50- >80- Total 0-30% >30- >50- >80- Total AMI 50% 80% 100% AMI 50% 80% 100% AMI AMI AMI AMI AMI AMI Zero/negative income (and none of the above problems) 130 0 0 0 130 10 0 0 0 10 Table 8 - Housing Problems Table Data 2007-2011 CHAS Source: 2. Housing Problems 2 (Households with one or more Severe Housing Problems: Lacks kitchen or complete plumbing, severe overcrowding, severe cost burden) Renter Owner 0- >30- >50- >80- Total 0- >30- >50- >80- Total 30% 50% 80% 100% 30% 50% 80% 100% AMI AMI AMI AMI AMI AMI AMI AMI NUMBER OF HOUSEHOLDS Having 1 or more of four housing problems 930 485 200 70 1,685 175 185 195 60 615 Having none of four housing problems 75 200 745 315 1,335 0 85 295 240 620 Household has negative income, but none of the other housing problems 130 0 0 0 130 10 0 0 0 10 Table 9 - Housing Problems 2 Data 2007-2011 CHAS Source: 3. Cost Burden > 30% Renter Owner 0-30% >30-50% >50-80% Total 0-30% >30-505%1. >50 80% Total AMI AMI AMI AMI AMI AMI NUMBER OF HOUSEHOLDS Small Related 220 170 350 740 55 0 45 100 Large Related 0 60 30 90 15 24 0 39 Elderly 35 59 70 164 70 125 130 325 Other 680 315 310 1,305 35 80 90 205 Total need by 935 604 760 2,299 175 229 265 669 income Table 10 - Cost Burden > 30% OMB Control No: 2506-0117 (exp. 07/31/2015) Data 2007-2011 CHAS Source: 4. Cost Burden > 50% Renter Owner 0 30% >30 50% >50-80% Total 0 30% >30 50% >50 80% Total AMI AMI AMI AMI AMI AMI NUMBER OF HOUSEHOLDS Small Related 220 155 20 395 55 0 35 90 Large Related 0 40 0 40 15 20 0 35 Elderly 35 55 20 110 70 95 105 270 Other 635 235 95 965 35 65 55 155 Total need by 890 485 135 1,510 175 180 195 550 income Table 51- Cost Burden > 50% Data 2007-2011 CHAS Source: 5. Crowding (More than one person per room) Renter Owner 0-30% >30- >50- >80- Total 0-30% >30- >50- >80- Total AMI 50% 80% 100% AMI 50% 80% 100% AMI AMI AMI AMI AMI AMI NUMBER OF HOUSEHOLDS Single family households 0 40 30 0 70 0 0 0 0 0 Multiple, unrelated family households 0 0 25 0 25 0 0 0 0 0 Other, non-family households 0 0 0 0 0 0 0 0 0 0 Total need by 0 40 55 0 95 0 0 0 0 0 income Table 6- Crowding information -1/2 Data 2007-2011 CHAS Source: Renter Owner 0-30% >30- >50- Total 0-30% >30- >50- Total AMI 50% 80% AMI 50% 80% AMI AMI AMI AMI Households with Children Present Table 7 - Crowding Information - 2/2 OMB Control No: 2506-0117 (exp. 07/31/2015) Describe the number and type of single person households in need of housing assistance. The Housing Authority of Jackson County reports that there are 268 households on the Section 8 waitlist for the City of Ashland. Of that number 164 households do not contain children. The housing authority report does not breakout single person households as a type, and while the report does provide breakdowns of household type (elderly, disabled, families with children, etc.) it does so independent of the number of people in such households. Consequently, though we can identify the number of households who have identified as elderly, disabled, or family households, we cannot quantify the number of households which are for example, both elderly and single person, and disabled and single person. However, information obtained from affordable housing providers indicates that the existing stock of below market rate one bedroom and studio units do not meet the need among elderly populations for such units. Similarly, Housing Authority reports for the Snowberry Brook complex and the Section 8 program show that 160 households are on the waitlist for a one bedroom unit at Snowberry, and that 199 households on the Section 8 waitlist. These numbers indicate an unmet need for a one bedroom unit. Lastly, data obtained for the 2012 Housing Needs Analysis showed a lack of single occupancy (studio and one bedroom units) to meet the needs in the community. Estimate the number and type of families in need of housing assistance who are disabled or victims of domestic violence, dating violence, sexual assault and stalking. The Housing Authority of Jackson County does not track data on victims of domestic violence. What are the most common housing problems? The most common housing problem in the City of Ashland is the lack of units affordable to low and moderate income households. According the 2012 Housing Needs Analysis there is a lack of rental housing stock affordable to those households with those lowest incomes and/or receiving Housing Choice Vouchers, whereas there is an excess of rental units available to higher income households. As illustrated in chart NA-10-1 there is a disparity of rental stock available at both ends of the spectrum; a dearth of units available to those able to afford rental rates between $0-$422 a month, and a surplus of units available to housings about to afford rental rates of $656 a month or higher. OMB Control No: 2506-0117 (exp. 07/31/2015) Current Housing Balance-Rental Units by cost range 2000 - - - - 1500 1000 500 _1 ..1 j ,___._T.... 0-$194 $195-$422 $423-$655 $656-$897 $898-$1132 $1133+ -500 - -1000 - - ■ Housing Stock ■ Current Need Current Surplus Chart NA-10-1 Similarly, housing units that are available for sale are priced beyond the income of the average (Area Median Income) household in Ashland. As illustrated in the chart below and the tables above, homeowners also experience housing cost burden, though often to a lesser extent than renter households, when the supply of housing units is not available at prices commensurate with incomes. There is also an inadequate supply of the housing types most in demand, affordable studios and three bedroom rental units. Lastly, as can be seen in Chart NA-10-2, there is a lack of ownership units available to all but the highest income range, and currently there are very few programs which assist homebuyers who are above 80% of AMI but below 120% AMI. OMB Control No: 2506-0117 (exp. 07/31/2015) CurrentHousing Balance-Ownership Units i I i 4000 - - , 31 3000 ) 20J0 i i i 1 ■ J - - - 72.3K -123K-110.1K110.1K<147.61447.6K<165.31486.3K<279-3K 279.3+ 1000 HOLIsing Stock ■ Current Need Current S:irplus - - - Chart NA-10-2 According to Housing Authority of Jackson County Statistical reports from February 2015 there are currently 138 households in Ashland that hold section 8 vouchers and 268 households on the waitlist for section 8 vouchers in the City of Ashland. There are currently 163 subsidized project based units within the city of Ashland (see table 3 on page 53 for a list of subsidized units throughout the City). Are any populations/household types more affected than others by these problems? The populations/household types which are most effected by housing cost burden and housing problems are those households with the lowest incomes, which often includes peoples with fixed or limited incomes such as seniors and peoples with disabilities and/or peoples experiencing mental illness, and large families with children. These problems are not shared disproportionately with any racial or ethnic minority group, except Native American/Alaska Natives who disproportionately experience housing cost burden. Similarly, single family households and "other" households appear to be most affected by cost burden and housing problems, with those households with the lowest incomes experiencing the most cost burden and housing problems. Describe the characteristics and needs of Low-income individuals and families with children (especially extremely low-income) who are currently housed but are at imminent risk of either residing in shelters or becoming unsheltered 91.205(c)/91.305(c)). Also discuss the needs of formerly homeless families and individuals who are receiving rapid re-housing assistance and are nearing the termination of that assistance OMB Control No: 2506-0117 (exp. 07/31/2015) It is hard to infer from the little evidence on these populations that the City has been able to collect and from census data the full extent of a household's risk for becoming homeless or the characteristics of those individuals and families. But from the reporting submitted by grantees that serve homeless and at risk populations, and from data presented throughout this document from a variety of sources the City can deduce the following; Households with the lowest incomes (30% of the AMI or less) are at the greatest risk for losing housing. Households that are both low income and which have members who experience either mental illness, physical illness and or/substance abuse are also at risk for housing instability. Further, households that are transitioning from chronic or long term homelessness are also vulnerable to continued housing instability. If a jurisdiction provides estimates of the at-risk population(s), it should also include a description of the operational definition of the at-risk group and the methodology used to generate the estimates: The City of Ashland does not receive or provide estimates of the number of households who are considered at risk of homelessness. When that term is used throughout this document it is used to mean households who are vulnerable to housing instability for a number of reasons including having an income below 80% of AMI, belonging to a presumed benefit category such as being frail, elderly, or disabled, having a diagnosis of mental illness, having been a victim of domestic violence, having or living in a household that experiences drug and/or alcohol addiction or having had a history of chronic homelessness. These circumstances alone or in any combination can lead to housing instability and therefore are considered for the purposes of this plan to be circumstances which can contribute to a household's vulnerability to housing instability and potential homelessness. Specify particular housing characteristics that have been linked with instability and an increased risk of homelessness The housing characteristic that has been most linked with housing instability and increased risk for homelessness is housing cost burden. A families' or individual's ability to maintain a stable living situation is directly linked to their ability to afford that housing and while also maintaining other necessities such as food, transportation, and medications, and/or emergency costs as they arise. As can be seen in tables NA-15, NA-25, and NA-30 all housing issues including housing cost burden, and severe housing problems are disproportionately impacting those households with the lowest incomes. OMB Control No: 2506-0117 (exp. 07/31/2015) NA-15 Disproportionately Greater Need: Housing Problems - 91.205 (b)(2) Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole. Introduction 0%-30% of Area Median Income Housing Problems Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 1,225 70 80 White 1,040 55 70 Black / African American 25 0 0 Asian 45 0 0 American Indian, Alaska Native 20 0 0 Pacific Islander 0 0 0 Hispanic 35 15 10 Table 8 - Disproportionally Greater Need 0 - 30% AMI Data Source: 2007-2011 CHAS *The four housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4.Cost Burden greater than 30% 30%-50% of Area Median Income Housing Problems Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 810 240 0 White 800 240 0 Black/ African American 10 0 0 Asian 0 0 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 0 0 0 Table 9 - Disproportionally Greater Need 30 - 50% AM[ Data Source: 2007-2011 CHAS OMB Control No: 2506-0117 (exp. 07/31/2015) *The four housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4.Cost Burden greater than 30% 50%-80% of Area Median Income Housing Problems Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 1,190 695 0 White 995 595 0 Black/ African American 0 0 0 Asian 55 0 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 20 45 0 Table 16 - Disproportionally Greater Need 50 - 80% AMI Data Source: 2007-2011 CHAS *The four housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4.Cost Burden greater than 30% 80%-100% of Area Median Income Housing Problems Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 475 455 0 White 465 450 0 Black/ African American 0 0 0 Asian 0 0 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 0 4 0 Table 17 - Disproportionally Greater Need 80 - 100% AMI Data Source: 2007-2011 CHAS *The four housing problems are: OMB Control No: 2506-0117 (exp. 07/31/2015) 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4.Cost Burden greater than 30% Discussion Less than a quarter of households in Ashland experience any housing problems within the City of Ashland and among ethnic or racial group's experiencing housing problems, only Native American/Alaska Natives experience housing cost burden at a greater rate than that of the jurisdiction as a whole. OMB Control No: 2506-0117 (exp. 07/31/2015) NA-20 Disproportionately Greater Need: Severe Housing Problems - 91.205 (b)(2) Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole. Introduction 0%-30% of Area Median Income Severe Housing Problems* Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 1,205 90 80 White 1,020 75 70 Black / African American 25 0 0 Asian 45 0 0 American Indian, Alaska Native 20 0 0 Pacific Islander 0 0 0 Hispanic 35 15 10 Table 18 - Severe Housing Problems 0 - 30% AMI Data Source: 2007-2011 CHAS *The four severe housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4.Cost Burden over 50% 30%-50% of Area Median Income Severe Housing Problems* Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 425 630 0 White 415 630 0 Black/ African American 10 0 0 Asian 0 0 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 0 0 0 Table 109 - Severe Housing Problems 30 - 50% AMI OMB Control No: 2506-0117 (exp. 07/31/2015) Data Source: 2007-2011 CHAS *The four severe housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4.Cost Burden over 50% 50%-80% of Area Median Income Severe Housing Problems* Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 480 1,410 0 White 390 1,200 0 Black / African American 0 0 0 Asian 0 55 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 15 50 0 Table 20 - Severe Housing Problems 50 - 80% AMI Data Source: 2007-2011 CHAS *The four severe housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4.Cost Burden over 50% 80%-100% of Area Median Income Severe Housing Problems* Has one or more of Has none of the Household has four housing four housing no/negative problems problems income, but none of the other housing problems Jurisdiction as a whole 145 785 0 White 135 780 0 Black / African American 0 0 0 Asian 0 0 0 American Indian, Alaska Native 0 0 0 Pacific Islander 0 0 0 Hispanic 0 4 0 Table 21- Severe Housing Problems 80 - 100% AMI Data Source: 2007-2011 CHAS OMB Control No: 2506-0117 (exp. 07/31/2015) *The four severe housing problems are: 1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4.Cost Burden over 50% Discussion Very few households experience severe housing problems within the City of Ashland and no ethnic or racial group's experienced severe housing problems at a greater rate than that of the jurisdiction as a whole. OMB Control No: 2506-0117 (exp. 07/31/2015) NA-25 Disproportionately Greater Need: Housing Cost Burdens - 91.205 (b)(2) Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole. Introduction: According to 24 CFR 91.205 (b)(2), disproportionately greater need exists when the percentage of persons in a category of need who are members of a particular racial or ethnic group in a category of need is at least 10 percentage points higher than the percentage of persons in the category as a whole. As evidenced by Table 22, the populations with the greatest housing cost burden are those who have the lowest income. Cost burden predominantly falls on those racial and ethnic groups which comprise the majority of the population; Caucasian households. Only Native American/Alaska Natives experience housing cost burden at a greater rate than either Caucasian households or than the jurisdiction as a whole. Housing Cost Burden Housing Cost Burden <=30% 30-50% >50% No / negative income (not computed) Jurisdiction as a whole 5,295 1,985 2,260 105 White 4,985 1,835 1,990 70 Black/ African American 10 0 10 25 Asian 50 55 45 0 American Indian, Alaska Native 55 0 20 0 Pacific Islander 4 0 0 0 Hispanic 135 40 50 10 Table 112- Greater Need: Housing Cost Burdens AMI Data Source: 2007-2011 CHAS OMB Control No: 2506-0117 (exp. 07/31/2015) Housing Cost Burden as a Percentage of Total populations under 50% AMI Housing <=30% % 30- % >50% % Total Total % Cost 50% population Population Burden under 50% by Race AMI Jurisdiction 55.5% 20.8% 23.7% as a whole 20,355 46.8% 5,295 1,985 2,260 9,540 White 4,985 94.1 1,835 92.49/o 1,990 88% 8,810 18,499 47.6% Black / .2% - .4% African 427 4.7% American 10 0 10 20 Asian 50 .09% 55 2.8% 45 2/ 150 410 36.5% American 1.0% - .8% Indian, Alaska Native 129 58.1% 55 0 20 75 Pacific 0% - - Islander 10 40% 4 0 0 4 Table 23-Housing Cost burden-populations under 50%AMI OMB Control No: 2506-0117 (exp. 07/31/2015) NA-30 Disproportionately Greater Need: Discussion - 91.205(b)(2) Are there any Income categories in which a racial or ethnic group has disproportionately greater need than the needs of that income category as a whole? No. If they have needs not identified above, what are those needs? There is so little racial and/or ethnic diversity within the City of Ashland that there are no disproportionate needs among any racial or ethnic groups. Are any of those racial or ethnic groups located in specific areas or neighborhoods in your community? Not applicable. OMB Control No: 2506-0117 (exp. 07/31/2015) o ° O O o E .y R `oA co - o o- 7 m R n' 6? 41 Q 6 N N Y t O R ° iU v O O ° O Q v ~Q 4 S 7 oA 7 d OY s R m O N W R ~O 5 R " 0. O d 9 O d -Z r N v d 9 ca J n r R s u d t6 OA OCL OD .O s o N r ~ ° Ta s y co 0 3 o t, o o. Z T v to o = 7 Jr.- d p m 0 7r ° 0 o ° G o ° to N SS to R tb O- Z r d V p r to M O ~ a O N t06 R tll ~ p u O 4 N a) o ~ G 7, a- N ~ oA tip ~ U n V on O m Y CA (U ~ • ~ ~ Al 7 Z O J W Y t~ 7 Q Q ~ 2 ~ c~ya N N Y 1S'► ~ N 2 0 o ° 0 d c 0 d '0 ° 0 O ° O u ° O O ° 7 O d r R O O t O LL O d °y co p0 D R cC ~t t o is y r ° ~ ~ O- O ° ° • cOc O s 7 M 6~ d °O„ O a 7 ~ D r.. M j C ¢ M N U v tb O •5 d N w Q° y 4 y 4 °'y D ~ N N° y s O 0 0 d r o 0 m G d O pp u d N Ln M t o s s° o ~ r 01 0 o oa r ° O nc o 0 0 o ° N p7 ~ O O V G O O i' N o U . 3 F' o 00 o M r 7 ° o o- y D C4 U ~ b➢ J C Q ° v ° p M d os o d O O 6~ u N d Z ~ ~ cc y fl D o L p V p t N ~ o D 01 ~ r d °r R c m ~ N O ~ O N c6 N O U 4 0 CG N ,n ' u, • u Q ''t5 0 c4 ~ Q- °~N✓ u ~ ~ O- cb o- O d v ~ o ' ✓ G ca .6 4 ~ p) m O- ~ ~ O .r v ~ ~ Z O nD Z3- Oj l O Cl O ~ zt # #k J o ° d O 0 O ° d 7 O E O y ° O o ~ 7 ~ u O o- m r- 'r o v sm " w o4 ° O o ~ ~ { tY d O 7 ~ •U N 7 ~ ~ lfl tU s CO NYca o N3 t 040 G d yr C R Q O d co to nu ~ O ~ m a`- N ~ T -6 O 4 O y ~N '•'u+ r y 'O qA 't - u d C d N.N .O d R R y CO r ° O r p O 9 3 d v P- Z d d pp 6 00 .4 = S ~ 1'^ c6 N N u ~ G 4 ~ to O t6 'v, 41 T d S 0 s c r i ? u r s O 2 d m g r ~ 3 o- co G o 7 ° ° o 4 N i T R t0 O Y O by 'Nn ' u r ) u 3 r o ° o 'u 60 `Guy 0 7 o- Z O 0 O d N M 6S 7 N -05 L o R o y O r R ~ ° ° ~ y N 01 d v, ~ M O J N a1 R d, 'ib c o o o y ~ U R o = o • tC5 ~ i J N U i ~ tlf y y N Z ~ T O J -01o d_ W ' c = ~ y Y ~ u 0 j Z .V d m m ~ 'G O- Section 504 Needs Assessment: Describe the needs of public housing tenants and applicants on the waiting list for accessible units: There are no Public Housing units within the City of Ashland or in Jackson County; consequently a narrative regarding public housing units is not applicable. Most immediate needs of residents of Public Housing and Housing Choice voucher holders The Housing Authority of Jackson County reports that there are 268 households on the Section 8 waitlist for the City of Ashland. Of that number 164 households do not contain children, 39 identify as elderly households, and 63 identify as disabled household. The most obvious immediate need for the households on the section 8 waitlist if for units which do not cause housing cost burden and which meet housing quality standards for safety. Other than the need for more affordable housing options the City cannot discern any other pressing needs for this population from the data provided. How do these needs compare to the housing needs of the population at large The households on the Section 8 waitlist share the need for safe, decent and affordable housing with much of the Ashland population, as many Ashland households experience housing cost burden. The percentage of Ashland households that experience housing cost burden are exemplified in Table 21 on page 37 that shows that 47% of households earning 50% AMI or less experience housing cost burden. OMB Control No: 2506-0117 (exp. 07/31/2015) NA-40 Homeless Needs Assessment - 91.205(c) Introduction: Chronically Homeless Populations According to the 2013 Continuum of Care the total number of sheltered homeless individuals was 436 in both 2012 and 2013. There was an increase in persons counted in Emergency Shelter beds in 2012 but these were offset by a decrease in Temporary Housing beds in the following year (the decrease was due to a change in the HUD definition). The number of unsheltered homeless people counted in Jackson County in 2013 was 112, which was a marked decrease from the number of unsheltered homeless persons counted in the prior year (250). The decrease has been attributed to several variables including a greenway sweep by the Medford Police Department just prior to the Count, and fewer volunteers visiting fewer known camp sites. Rapid Re-housing (Veteran's and their families) Rapid re-housing is a federally funded program that serves individuals and families experiencing homelessness who need time-limited assistance in order to get and keep housing. It reduces the length of time people experience homelessness, minimizes the impact of homelessness on their lives, and facilitates their access to resources in the community. In 2013 the Jackson County Continuum of Care (CoC) received two rapid re-housing grants; one funded through the Emergency Shelter Grant (ESG) program totaling $103,486 and one funded through the Supportive Services for Veterans & VA Families Program for Veteran Families (SSVF) program totaling $213,837. The CoC reports that the total number of homeless households with children that were assisted with rapid re-housing funds through the CoC grants in 2013 totaled 14. The total number of homeless households with children that were assisted with Emergency Shelter Grant rapid-re-housing funding in 2013 totaled 39. Families In 2014 the Point in Time homeless count found 124 homeless people in families, and 9 chronically homeless people in families. Of the 124 homeless people in families 47 were sheltered and 77 homeless people in families were unsheltered. Of the chronically homeless people in families all were unsheltered. Unaccompanied Youth In 2014 the Point in Time homeless count found 13 homeless unaccompanied children and 33 homeless unaccompanied young adults. Of the total 27 unaccompanied youth and children were sheltered and 19 were unsheltered. If data is not available for the categories "number of persons becoming and exiting homelessness each year," and "number of days that persons experience homelessness," describe these categories for each homeless population type (including chronically homeless OMB Control No: 2506-0117 (exp. 07/31/2015) individuals and families, families with children, veterans and their families, and unaccompanied youth): While specific data on the number of homeless persons becoming or exiting homelessness each year is not available for either Ashland or the Jackson County Continuum of Care, there are data on certain activities that serve homeless populations. These data show that 82% of the previously chronically homeless participants achieved housing stability. OMB Control No: 2506-0117 (exp. 07/31/2015) Estimate the number and type of families in need of housing assistance for families with children and the families of veterans. An estimate of the number and type of families in need of housing assistance for homeless people in families and for homeless veterans is provided based on Point In Time (PIT) counts conducted by the regional Continuum of Care coordinating organizations, the Jackson County Homeless Task Force. The Jackson County Homeless Task Force Coordinates the Point in Time count in January each year. The Point in time count is conducted for the entire county, totals for Ashland are separated out of the regional totals, however in recognition of the transient nature of the county's homeless population, data from the regional PIT counts will be included as well. 2014 PIT: City of Ashland Jackson County Total # of Homeless 24 625 # of Homeless People in 0 124 Families # of homeless Veterans 6 241 Table 28-2014 PIT Count Results Describe the Nature and Extent of Homelessness by Racial and Ethnic Group. The City does not have data that breaks out racial and ethnic data by homeless household type. Describe the Nature and Extent of Unsheltered and Sheltered Homelessness. According to the 2014 Point in Time count data 64% of the County's homeless population have some sort of shelter, whether it is through and emergency shelter, transitional housing, or permanent supportive housing. By far the largest population of unsheltered homeless identify as "homeless individuals" at 24%, followed by homeless people in families at 12.3%. Discussion: The homeless population in both Ashland and Jackson County has many unmet needs. It is a strategic priority of the City to target CDBG and other City funding to housing and services designed to alleviate the issues facing homeless populations. Furthermore, the City is continuing its ongoing efforts to work with regional and local planning groups and committees to coordinate resources and implement the strategies outlined in the Jackson County Ten Year Plan to End Homelessness. OMB Control No: 2506-0117 (exp. 07/31/2015) NA-45 Non-Homeless Special Needs Assessment - 91.205 (b,d) Introduction: The City of Ashland has an aging population, and since the writing of the last Consolidated plan, the percentage of the population aged 65 years old and older grew from 14% in 2000 to 19% in 2010. It is expected that this age cohort will continue to grow and that as the population grows so too will their housing and service needs. Similarly Describe the characteristics of special needs populations in your community: Frail Elderly While the extent of persons who are over 65 with severely debilitated health is not known, an indication of need is found in data on services received by the City's Senior Program. For Fiscal Year 2014 the Ashland Senior Services Program provided information and referral services to 1,100 through their website, new visits, phone calls and walk-in services. The Senior Center reports this number to be an increase from previous years. Since the Senior Center provides services to the City of Ashland and surrounding areas, all of the referrals may not be solely from City residents. Currently 2011-2013 American Community Survey estimates show that the population of Ashland that is 65 years old and older is 3,935 persons, or 19.2% of the population. Similarly, CHAS data contained in table 10 on page 27 shows that the households containing at least one person aged 62 or over make up the majority of household earning less than 100% of AMI in Ashland; larger than any other household type. Persons with disabilities Census data reports that 2,569 people with disabilities resided in Ashland as of the 2011-2013 ACS survey estimates. Peoples with Disabilities made up 12.6% of the population at that time. The 3-year American Community Survey estimates do not provide more recent information about peoples with disabilities, nor does it provide a breakdown of the type of disability reported. However, as the City of Ashland has a greater percentage of the population which is 50 years old or older it can be expected that as the population ages more and more people will have an increasing need for services and housing that provides ADA considerations. Persons with Mental Illness Mental illness can be mild and short-term or can be incapacitating and long-term. Mental illness can affect a person's ability to work or perform daily activities independently. According to state estimates of substance abuse and mental disorders, there are approximately 28,000 people with severe mental illness living in Jackson County (major mental illnesses, such as schizophrenia, bi-polar disorders, and other organic brain disorders). Jackson County Mental Health reports that they served over 5,259 clients in 2014,1CMH reports that they served 2,100 Children and 3,200 adults in 2014. OMB Control No: 2506-0117 (exp. 07/31/2015) Victims of Domestic Violence Domestic violence is a pattern of behavior where one partner in an intimate relationship chooses to use coercion, controlling and abusive behaviors to establish and maintain power and control over the other persons. Domestic Violence comes in many forms and can include physical, psychological, economic and emotional abuse. Victims of Domestic Violence have significant immediate needs for shelter and crisis services, and many benefit from long- term counseling and support to break the cycle of violence. Community Works, the local agency specializes in services for victims violence, reports that in calendar year 2014, Dunn House, the emergency shelter for victims of domestic violence served 168 women and 111 children for 5,329 nights of shelter. The HelpLine, Community Works domestic violence emergency phone line answered 9,949 calls. Dunn House Outreach Advocates worked with 1,806 victims of domestic violence and stalking, 134 of which were people with disabilities, and had 875 follow up contacts with victims. They helped develop 872 safety plans with victims. The Hispanic Services Coordinator worked with 480 unduplicated victims in the last calendar year. In that year the Hispanic Services Coordinator provided 510 follow up contacts with victims and helped develop 480 safety plans with victims. Substance Abuse Chemical dependency is a complex chronic illness whose impact can be devastating to the lives of individuals and their families. A community health assessment for Jackson County compiled in 2013 as part coordinated care organization planning process found that Jackson County adults drink at a rate that is twice the national benchmark (7%), and engage in binge drinking at a rate higher than the state average and than that of neighboring counties. The report also shows that Jackson County has the one of the highest rates of opioid deaths in the state of Oregon. 3 What are the housing and supportive service needs of these populations and how are these needs determined? Housing and supportive service needs of non-homeless special needs populations were determined through a combination of public outreach and direct consultation with community partners and service providers (as described elsewhere in the document), and state and local needs assessments and reports. Discuss the size and characteristics of the population with HIV/AIDS and their families within the Eligible Metropolitan Statistical Area: Very little data exists on the population with HIV/AIDS and their families within Jackson County. The most recent data obtained from the Oregon Public Health Division indicates that there were a total of 68 cases of non-AIDS HIV cases and 70 cases of AIDS, for a total of 138 cases of HIV/AIDS (down from 141 delineated in the 2010-2014 Consolidated Plan) in Jackson County as of October of 2014. Data further indicates that cases are fairly evenly disbursed among age groups between 30 and 64 years of age with 45 through 54 year olds having the greatest incidents of both HIV and AIDS. Racially and Ethnically White non Hispanic the populations have the greatest incidents of infection in the Jackson County area. 3 http://www.jacksoncareconP.eet.orb/docs/default-source/default-document-library/jojackfinal.pdf OMB Control No: 2506-0117 (exp. 07/31/2015) OMB Control No: 2506-0117 (exp. 07/31/2015) NA-50 Non-Housing Community Development Needs - 91.215 (f) Describe the jurisdiction's need for Public Facilities: For a city the size of Ashland, there are many public facilities available that often are not found in other communities of Ashland's size. The City has a full service health care facility, Ashland Community Hospital, which has grown substantially over the years and which offers a wide variety of services. However, Ashland also has a low-cost health clinic, Community Health Care Center, which offers a variety of services on a sliding scale fee basis. Ashland also has a Planned Parenthood office and access to a mobile health care clinic offered though La Clinica health services. Ashland is widely known for its high quality Parks and Recreation facilities which maintains arguably the largest and most popular park within Jackson County, Lithia park. The City has in the past dedicated CDBG funds to improving access to all of the City owned facilities including parks buildings, to make them more accessible and available for public use. The City of Ashland runs its own Senior Center through the Ashland Parks and Recreation Department which offers a variety of services including information and referral services, housing information and social interactions through meals and activities. Similarly the City has a variety of housing options for senior and elderly populations that serve a continuum of housing and care needs. Within the City of Ashland there are four providers of services to populations with special needs. Ashland Supportive Housing offers housing, support services, and outreach to peoples with developmental disabilities. Living Opportunities provides services to support independent living, employment support, skills training and education and outreach for peoples with developmental disabilities and their families. Options of Southern Oregon based in Grants Pass offers housing and support services for peoples with severe mental illness. And lastly, Pathway Enterprises offers employment support and placement within the community for peoples with developmental disabilities. Many other services for special needs populations are offered through County wide service providers, which do not have a location within the City of Ashland but which are available to serve residents of Ashland. In 2004 the City of Ashland funded a youth center to serve at-risk, low-income youth, however the facility was unable to attain the numbers of participants anticipated and eventually the youth center building was bought back by the City and remains available for community use. The City of Ashland has dedicated a lot of resources, both City resources and CDBG resources to improving public facilities. Consequently Ashland has very few public facilities needs which are not otherwise being met. During the public input process improved sidewalks, handicapped ramps and public gardens were the only public facilities improvements identified as priorities. OMB Control No: 2506-0117 (exp. 07/31/2015) How were these needs determined? Public facilities needs were determined through a combination of public outreach and direct consultation with community partners and service providers (as described elsewhere in the document), and reports. Describe the jurisdiction's need for Public Improvements: Public Facilities improvements are funded from dedicated resources such as systems development charges, consequently the cost of funding these activities are generally not prioritized through the CDBG planning process. The City of Ashland completes a capital improvement plan which delineates the public facilities improvements the City has prioritized over a six year period. Over the next five years the Capital improvement plan identifies several activities including water treatment plant improvements, and the dedication of funding on an annual basis to complete sidewalk and wheelchair ramp repairs and improvements. How were these needs determined? The City identifies prioritized public facilities improvement projects through a long term master planning process involving community input through a public/public hearing process. The City also identifies project priorities based on federal and state regulatory requirements and available funding. Describe the jurisdiction's need for Public Services: Currently the most pressing public service needs identified through the community outreach, direct consultation with service providers and through the public hearing process are: • Services for those with mental illness • Services to homeless populations • Drug and Alcohol treatment services • Life skills and job skills training • Improved transportation options • Emergency housing assistance such as rental assistance to prevent housing loss How were these needs determined? Public services needs were determined through a combination of public outreach and consultation with community partners (as described elsewhere in the document), and through the review of federal, state, and local reports and studies such as community needs assessments and local planning documents. OMB Control No: 2506-0117 (exp. 07/31/2015) Housing Market Analysis MA-05 Overview Housing Market Analysis Overview: This section provides information on the affordability and condition of the housing market in the City of Ashland, which has unique existing housing conditions within the Rogue Valley housing market. Some of the unique aspects of the market include: • Relatively slow growth. According to the City's 2012 Housing Needs Assessment, the City of Ashland has seen a shift in the last twenty years toward a more service- and retail-oriented economy throughout the area, given the migration of middle- and upper-income "Baby Boomers" and retirees to Southern Oregon. • Inflow and outflow of workers. Due to numerous factors including the high cost of housing in Ashland, low vacancy rates as well as Ashland's success as a tourist destination, many of the people who work in Ashland live outside of the city. Given the small geographic size of the Metropolitan Statistical Area, the regions encompassing Medford and Ashland often function as one regional market for both housing and employment. Consequently, many Ashland residents are employed outside of the City. • High cost of housing and lower homeownership rates. The area has a lower homeownership rate than other areas of the Medford MSA (but which is comparable to other college towns). The median home sales price in Ashland is not affordable to households with median incomes, and especially for those who work in the area's service sectors that have lower average wages. • Challenges for multifamily development. There are many challenges for multifamily development in the Ashland region. The area has seen little construction activity for new multi-family rental developments, existing rental units have been converted to condominiums, and land zoned for multi-family development has been developed as for purchase housing. Data was obtained from many sources, including the U.S. Department of Housing and Urban Development (HUD), the American Community Survey (ACS), and information from local partners. City of Ashland Housing Market Analysis S3 MA-10 Number of Housing Units - 91.210(a)&(b)(2) Introduction ACS data shows that the City has a total of 10,145 housing units with a homeownership rate of about 55%, lower than the Medford MSA average of 62%. According to American Community Service (ACS) data, 64% of all housing units4 in the City of Ashland are 1-unit detached structures (6,462 units), shown in Table . Three or more bedroom units comprise 49% of the total units (owner-occupied and rented), with 41562 units. Two bedroom units comprise 35% of units, with 3,259 units total, as shown in Table . All residential properties by number of units Property Type Number % 1-unit detached structure 6,462 64% 1-unit, attached structure 865 9% 2-4 units 884 9% 5-19 units 1,123 11% 20 or more units 640 6% Mobile Home, boat, RV, van, etc 171 2% Total 10,145 10001o Table 29 - Residential Properties by Unit Number Data Source: 2007-2011 ACS Unit Size by Tenure Owners Renters Number % Number % No bedroom 0 0% 219 5% 1 bedroom 146 3% 1,139 25% 2 bedrooms 1,223 26% 2,036 44% 3 or more bedrooms 3,355 71% 1,207 26% Total 4,724 100% 4,601 100% Table N_- Unit Size by Tenure Data Source: 2007-2011 ACS Describe the number and targeting (income level/type of family served) of units assisted with federal, state, and local programs. The City of Ashland has a limited number of units that have received some form of federal, state, and/or local assistance requiring that the units be targeted to low-income or special needs populations. Table provides a list of units assisted with state or federal funding, the targeted income limit of the households, and the types of households the developments serve. Further, Table identifies units that 4 Per ACS definition, a housing unit is defined by a house, apartment, mobile home, a group of rooms, or a single room that is occupied as separate living quarters, in which occupants live separately from any other individuals in the building and have direct access outside the building or through a common hall. City of Ashland Housing Market Analysis 54 receive federal project-based subsidies. Locally, the City's affordable housing program has restricted the deeds for a total of 99 units through a variety of mechanisms, including land-use regulations, incentive programs, and investment of Community Development Block Grant (CDBG) dollars. Though some of these units are rental units, the majority of the units are owner-occupied. Property Name Property Type Number of Units Income Limit Ashley Garden Family 40 60% Ashley Senior Senior 62 60% Stratford Family 51 100% Donald E. Lewis Senior 40 30% Star Thistle Disabled 12 50% Parkview Family 6 60% Snowberry Brook Family 60 50% Hyde Park Family 6 50% TOTAL 365 Table 31- Section 8 Housing Vouchers/Number of Project-Based Voucher Units Data Source: City of Ashland According to February 2015 Housing Authority of Jackson County data, there were 138 households that held Section 8 vouchers and 268 households on the waitlist for Section 8 vouchers in the City of Ashland. There were 163 subsidized project-based units within the City of Ashland (Table The Housing Authority of Jackson County's Public Housing Authority plan goals are consistent with the City of Ashland's Consolidated Plan goals. Property Name Property Type Number of Units Number of Assisted Units Ashland Garden Family 40 20 Ashley Senior Senior and Disabled 62 41 Stratford Family 51 50 Donald E. Lewis Senior and Disabled 40 40 Star Thistle Disabled 12 12 Total 205 163 Table 32 - Properties with Project-based Subsidies Data Source: City of Ashland Rental Assistance and Emergency Repairs Since 2011, the City of Ashland has supported a rental assistance program with CDBG funding administered by the Ashland Conference of the St. Vincent de Paul. Similarly, the City has used CDBG funding to support housing rehabilitation and emergency repairs in past years, using repayments from those projects to complete further repairs. Most recently, the City provided funding to Habitat for Humanity of Rogue Valley for emergency repair loans for low-and moderate-income households. City of Ashland Housing Market Analysis 55 Provide an assessment of units expected to be lost from the affordable housing inventory for any reason, such as expiration of Section 8 contracts. Since 2008, 89 units receiving HUD project based subsidies have expired without the renewal of HUD- funded Section 8 contracts (this number is not representative of other types of state or federally financed units, just HUD project based subsidized units). This represents 41% of the City's total subsidized housing stock targeted to those with the lowest incomes and the greatest need for housing assistance. These units represent 9S% of the City's Section 8 contracted properties. The 12-unit housing development, Star Thistle, is the only remaining HUD-financed property within the City. The City does not anticipate the further loss of affordable housing units due to expiring Section 8 contracts or for other reasons. The remaining balance of units required to be affordable through state and federal obligations are detailed in Table 31 and Table above. Does the availability of housing units meet the needs of the population? Currently, providers of affordable housing units within the City of Ashland report that they maintain waiting lists of one to two years. The Housing Authority of Jackson County reports that the Section 8 waitlist for the City of Ashland comprises 268 households, while the approximate wait time to receive a Section 8 voucher within Jackson County is three years, down from four years in 2013. While the need for housing affordable for households earning 80% of the Area Median Income or less is well documented, the availability of housing to meet the financial needs for households earning more is less available. According to the Southern Oregon Rental Owner's Association, the vacancy rate for Jackson County as of February 2015 was at an all-time low of 2%. The U.S. Census reports 2014 4th quarter vacancy rates for Oregon to be 3.6%.sThe rental housing market in Ashland is anecdotally reported to have a lower vacancy rate (townhome units)than that of either the state or the county, despite the 2010 census reporting a rental vacancy rate of 6.5% and a homeowner vacancy rate of 2.5%. Therefore, the number of housing units is not meeting the needs of the population. Describe the need for specific types of housing: The Housing Authority of Jackson County provided data on Section 8 waitlist applicants and for applicants who have been put on a waitlist for other Housing Authority-owned complexes in Ashland. In 2015, there were 199 households on the Section 8 waitlist in need of one-bedroom units; this is 68% of the total number of individuals on the waitlist for Section 8 housing. Similarly, the waitlist for the Snowberry Brook shows that there are 160 of the total 234 households on the waitlist or 59% in need a one-bedroom unit. 37% of households on the Section 8 waitlist and 32% of households on the Snowberry Brook waitlist indicate a potential need for Accessible housing. Discussion Both the 2007 Rental Needs Analysis and the 2012 Housing Needs Analysis identify a deficiency of studio and one-bedroom units. Similarly, affordable housing units available to large families (three bedroom 5 http://www.census.gov/housing/hvs/data/rates.html City of Ashland Housing Market Analysis 56 units) have been identified as having unmet need. The City is not currently expecting any new affordable housing projects to be developed within the next couple of years. Therefore, the City of Ashland continues to face challenges to meet the demand for affordable housing. City of Ashland Housing Market Analysis 57 MA-15 Housing Market Analysis: Cost of Housing - 91.210(a) Introduction There are a total of 10,145 residential housing units in the City of Ashland. Of the occupied housing units, 64% are 1-unit detached, 9% are 1-unit attached, 9% are 2-4 units, 11% are 5-19 units, 6% are 20 or more units, and the remaining 2% are mobile homes, boats, RVs, vans, etc. The following tables reflect the cost of both owner- and renter-occupied housing in the City of Ashland, according to the US Census and most recent ACS data (2007-2011). Due to the nature of the last ten years in the housing market, there have been changes in housing pricing and rent that are not fully shown here but will be discussed at the end of this section. Cost of Housing Base Year: 2000 Most Recent Year: 2011 % Change Median Home Value 185,000 389,700 111% Median Contract Rent 522 742 42% Table 143 - Cost of Housing Data Source: 2000 Census (Base Year), 2007-2011 ACS (Most Recent Year) Rent Paid Number % Less than $500 749 16.3% $500-999 2,677 58.2% $1,000-1,499 946 20.6% $1,500-1,999 169 3.7% $2,000 or more 60 1.3% Total 4,601 100,0% Table 154 - Rent Paid Data Source: 2007-2011 ACS Housing Affordability % Units affordable to Households earning Renter Owner 30% HAMFI 120 No Data 50% HAMFI 385 55 80% HAMFI 2,065 104 100% HAMFI No Data 169 Total 2,570 328 Table 165 - Housing Affordability Data Source: 2007-2011 CHAS Monthly Rent Monthly Rent Efficiency (no bedroom) l Bedroom 2 Bedroom 3 Bedroom 4 Bedroom Fair Market Rent 610 616 834 1229 1385 High HOME Rent 610 616 834 955 1046 Low HOME Rent 512 S48 658 760 848 Table 176 - Monthly Rent - Medford MSA City of Ashland Housing Market Analysis 58 Data Source: HUD FMR and HOME Rentsh https://www.hudexchange.info/reports/HOME_RentLimits_State_OR_2014.pdf is there sufficient housing for households at all income levels? Ashland lacks sufficient rental housing for households with the lowest incomes, and rental and ownership housing for households earning between 30-100% of Area Median Income (or between $16,000 and $60,000 a year for a family of four). According to the 2009-2013 American Community Survey estimates, the median home value in Ashland is $345,600 (with a margin of error of 12,710). The median household income for Ashland in 2010 was $41,334. By contrast, the median home value in Medford, just 19 miles to the north of Ashland, was $211,800, and the median household income for Medford in 2010 was $42,244. These numbers make it easier to illustrate the reality of housing market in the valley and its impact on the choices valley residents make in choosing where to purchase housing. City Ashland Talent Medford Oregon Median Home Value $345,600 $163,700 $211,800 $238,000 Median Household Income $45,596 $34,797 $41,513 $50,229 Persons per Household 2.08 2.22 2.47 2.49 Percentage of person 18.2% 19.1% 20.6% 16.7% below poverty level Table 37-Median home value Data Source: US Census, 2009-2013 How is affordability of housing likely to change considering changes to home values and/or rents? Owner-occupied homes have become more affordable in the City of Ashland. According to ACS data, the median owner-occupied home value decreased by 18%, from $409,100 (2005-2007 ACS) to $321,200 (2011-2013 ACS). Contrarily, median rent has increased. The 2005-2007 ACS reports median rent at $783, increasing to $923 in the 2011-2013 ACS. Because of the increased affordability for buyers in the housing market, the demand in the rental market may decrease. Thus, rents may increase at a decreasing rate, or decrease. How do HOME rents/Fair Market Rent compare to Area Median Rent? How might this impact your strategy to produce or preserve affordable housing? The Home and Fair Market rents for efficiency and one-bedroom units in the City of Ashland are less than the median rent reported in 2011, and greater than the 2011 median rent for two bedrooms or more. This shows that there may be more need for affordable housing units with two or more bedrooms. Discussion According to HUD, households who pay more than 30 percent of their income for housing are cost burdened, possibly unable to afford other necessities such as food, clothing, transportation, and medical care. These households may also have fewer resources to maintain their homes, so are at greater risk for foreclosure and eviction. City of Ashland Housing Market Analysis 59 The 2011-2013 ACS shows that the median household income in the City of Ashland is $46,586. According to HUD definitions, 41.2% of owners with a mortgage are cost-burdened in the City of Ashland, while 60.4% of renters are cost-burdened. City of Ashland Housing Market Analysis 60 MA-20 Housing Market Analysis: Condition of Housing - 91.210(a) Introduction The 2007-2011 ACS estimates that out of all occupied units, 8,009 units (86%) were built before 2000, and these homes are more likely to require repairs in order to provide safe and decent affordable housing. Specifically, 84% of owner-occupied units and 88% of renter-occupied units were built before 2000. In order to assess the quality of the housing inventory and easily determine the homes in which the quality of living and housing is considered substandard, ACS reports "selected conditions." According to ACS, selected conditions for owner- and renter-occupied housing units are as follows: (1) lacking complete plumbing facilities, (2) lacking complete kitchen facilities, (3) with 1.01 or more occupants per room, (4) selected monthly owner costs as a percentage of household income greater than 30%, and (5) gross rent as a percentage of household income greater than 30%. According to ACS, 34% of owner- occupied and 59% of renter-occupied units have one selected condition. Additionally, 3% of renter- occupied units have two selected conditions. The majority of units built before 1980 are at risk for lead-based paint hazard. 2,592 owner-occupied units (55%) were at risk of lead-based paint hazard, 105 (2%) of which have children present. 2,736 renter-occupied units (59%) were at risk of lead-based paint hazard, 235 (5%) of which have children present. Definitions HUD has defined as substandard housing that: "is dilapidated; does not have operable indoor plumbing; does not have a usable flush toilet inside the unit for the exclusive use of a family; does not have usable bathtub or shower for exclusive use of a family; does not have electricity, or has inadequate or unsafe electrical service; does not have a safe or adequate source of heat; should, but does not, have a kitchen; or has been declared unfit for habitation by an agency or unit of government.i6 Substandard condition but suitable for rehabilitation can be defined as housing that similarly does not meet building, fire, and safety codes but is financially and structurally feasible for rehabilitation. If rehabilitation costs exceed 30 to 50 percent of the assessed property value, it may be financially unfeasible. Condition of Units Condition of Units Owner-Occupied Renter-Occupied Number % Number % With one selected Condition 1,627 34% 2,733 59% With two selected Conditions 0 0% 147 3% With three selected Conditions 0 0% 0 0% With four selected Conditions 0 0% 0 0% No selected Conditions 31097 66% 1,721 37% Total 4;724 100% 4,601 99% Table 38 - Condition of Units Data Source: 2007-2011 ACS http: //arch i ves. hLid. gov/funding/2010/ftipsec. pd f City of Ashland Housing Market Analysis 61 Year Unit Built Year Unit Built Owner-Occupied Renter-Occupied Number % Number % 2000 or later 777 16% 539 12% 1980-1999 1,355 29% 1,326 29% 1950-1979 1,688 36% 1,682 37% Before 1950 904 19% 1,054 23% Total 4,724 10001o 4,601 101% "liable 39 - Year Unit Built Data Source: 2007-2011 CHAS Risk of Lead-Based Paint Hazard Risk of Lead-Based Paint Hazard Owner-Occupied Renter-Occupied Number % Number % Total Number of Units Built Before 1980 2,592 55% 2,736 59% Housing Units build before 1980 with children present 105 2% 235 5% Table 40 - Risk of Lead-Based Paint Data Source: 2007-2011 ACS (Total Units) 2007-2011 CHAS (Units with Children present) Vacant Units Suitable for Not Suitable for Total Rehabilitation Rehabilitation Vacant Units Abandoned Vacant Units 227 0 22 REO Properties 158 0 15 Abandoned REO Properties Unknown Unknown Unknown Table 41 - Vacant Units Data Source: City of Ashland and Realtytrac Need for Owner and Rental Rehabilitation The majority of the City of Ashland's renter-occupied units have at least one selected condition (S9%), while 34% of owner-occupied units have at least one selected condition defined by the ACS. So, there are 1,627 owners and 2,920 renters total that have at least one selected condition. Age is also a significant factor in housing conditions and rehabilitation necessity. As units age, maintenance becomes more expensive. This will place more burden on homeowners and could pose more challenges to tenants whose landlords are unable to make immediate repairs. 7 Abandoned and vacant units identified by code compliance complaints, condition of the units unknown. s Data on foreclosed units obtained from Realtytrac for February 2015, condition of housing units unknown. City of Ashland Housing Market Analysis 62 Estimated Number of Housing Units Occupied by Low or Moderate Income Families with LBP Hazards Lead-based paint exposure is a major environmental health hazard, and many homes built before 1978 were painted with lead-based paint. Thus, the majority of units built before 1980 are at risk for lead based paint hazard. Although a hazard for all people, lead exposure is especially hazardous for children and can result in behavioral and learning problems, lower IQ, slowed growth, hearing problems, and anemia. Low- and moderate-income families are more likely to live in older and less-maintained housing units, increasing their likelihood of lead exposure. 2,592 owner-occupied units (55%) were at risk of lead-based paint hazard, and an additional 105 (2%) that have children present. 2,736 renter-occupied units (59%) were at risk of lead-based paint hazard, and an additional 235 (5%) that have children present. City of Ashland Housing Market Analysis 63 MA-25 Public and Assisted Housing - 91.210(b) Introduction Totals Number of Units Program Type Certificate Mod- Public Vouchers Rehab Housing Total Project Tenant Special Purpose Voucher -based -based Veterans Family Disabled Affairs Unification Supportive Program Housing # of units vouchers available 0 94 0 1,860 24 1,836 773 139 1,270 'rabic 42 - Total Number of Units by Program Type Data PIC (PIH Information Center) *includes Non-Elderly Disabled, Mainstream One-Year, Mainstream Five-year, and Nursing Home Source: Transition Describe the supply of public housing developments: The City of Ashland does not have any public housing developments. Describe the number and physical condition of public housing units in the jurisdiction, including those that are participating in an approved Public Housing Agency Plan: The City of Ashland does not have any public housing developments. Public Housing Condition Public Housing Development Average Inspection Score N/A N/A Table 43 - Public Housing Condition Describe the restoration and revitalization needs of public housing units in the jurisdiction: Not applicable. Describe the public housing agency's strategy for improving the living environment of low- and moderate-income families residing in public housing: Not applicable. City of Ashland Housing Market Analysis 64 MA-30 Homeless Facilities and Services - 91.210(c) Introduction Within the City of Ashland, there are no formal homeless shelters or transitional housing facilities. The City offers the use of one City-owned facility to be used as a weekly winter shelter two nights a week from November to April. The winter shelters are organized and staffed by community volunteers, church groups, and Options for Homeless Residents of Ashland (a non-profit group). There are two additional shelter nights a week held at Ashland Churches, totaling four nights of shelter services available from November to April. The number of shelter and housing units for homeless households provided in Table 18 are physically located outside of the City of Ashland but within Jackson County and all programs/beds are available to serve the homeless households within Ashland. Facilities and Housing Targeted to Homeless Households Emergency Shelter Beds Transitional Permanent Supportive Housing Beds Housing Beds Year Round Voucher/ Current & New Current & Under Beds (Current & Seasonal/ New Development New) Overflow Beds Households with 35 12 88 157 0 Adult(s) and Child(ren) Households with Only 2S4 n/a 111 247 0 Adults Chronically Homeless n/a n/a n/a 233 0 Households Veterans 120 n/a 122 267 0 Unaccompanied Youth 16 n/a 6 0 0 Table 44 - Facilities and Ilousing Targeted to Ilomeless Households in Jackson County Data Source: CHAS Describe mainstream services, such as health, mental health, and employment services to the extent those services are used to complement services targeted to homeless persons. The City of Ashland has a local self-sufficiency office for the Oregon Department of Human Services (DHS), Children, Adults and Families Division. DHS provides many services including food benefits, health coverage assistance, cash assistance, and senior services. Additionally, the City of Ashland established the Housing and Human Services Commission in 2013, which assesses and makes recommendations to the City Council to address the continuum of housing and human services needs within the City. List and describe services and facilities that meet the needs of homeless persons, particularly chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth. If the services and facilities are listed on screen SP-40 Institutional Delivery Structure or screen MA-35 Special Needs Facilities and Services, describe how these facilities and services specifically address the needs of these populations. City of Ashland Housing Market Analysis 65 Physical and Mental Health Services for Homeless and At-risk populations • La Clinica Del Valle: La Clinica Del Valle offers sliding scale services for physical, mental, and dental health care for all populations. La Clinica also provides a mobile clinic service which serves homeless and at-risk populations throughout Jackson County by providing free or low- cost physical, mental, and dental services at a variety of locations. The La Clinica Mobile Health Clinic has regular service hours in Ashland at the Tuesday family and community meal hosted by the Methodist Church and Uncle Food's Diner. • Rogue Community Health (formerly the Community Health Center): Rogue Community Health Center is a federally-qualified health center offering sliding scale fees for physical and mental health services. Rogue Community Health Center has satellite clinics in several underserved rural and impoverished areas, including a clinic in Ashland. • Jackson County Mental Health: Jackson county mental health offers a variety of mental health services including counseling and case management for homeless and at-risk populations. Services for Homeless Veterans • Southern Oregon Rehabilitation Centerand Clinics (SORCC): The SORCC offers a wide variety of services for homeless veteran populations including housing, physical and mental health services, and financial and housing assistance. • ACCESS-Supportive Services for Veteran Families (SSVF): The SSVF program provides supportive services for low-income veterans and their families residing in or transitioning to permanent housing. The program is designed to increases housing stability and reduce the incidence of homelessness among the veteran populations. The SSVF program provides case management services, financial assistance for housing stabilization, housing placement services, and assistance with obtaining other public benefits and services including those benefits and services offered through the Department of Veterans Affairs. • Easter Seals Homeless Veterans Reintegration Program (HVRP): The HVRP program provides employment support services that assist homeless veterans in reintegrating into the community. • Rogue Valley Veteran and Community Outreach (RVVCO): RVVCO provides housing and case management services for homeless and transitioning veterans and administers the Veteran's Administration Grant per Diem program. Housing and services for Homeless and Chronically Homeless Populations Rogue Retreat: Rogue Retreat offers permanent support and services including case management for homeless and chronically homeless populations. Home at Last: Home at Last is funded by the Jackson County Continuum of Care and administered by Rogue Valley Council of Governments (RVCOG.) The program offers housing vouchers and case management services to at-risk and chronically homeless households with disabilities. Salvation Army Hope House: Hope House is a transitional housing program offering case management services. Hope House serves homeless, at-risk, and chronically homeless individuals and families and is supported through a variety of funding sources including Continuum of Care grant funding and CDBG. Housing and Services for Homeless and Unaccompanied Youth and At-Risk Youth and their Families City of Ashland Housing Market Analysis 66 • Maslow: Maslow Project is funded partially from McKinney Vento funds to address issues of homelessness in school-age children and their families. Maslow provides a number of services including school-based and community outreach, case management, school supplies, and other resources to meet basic needs including housing resources and stabilization. Maslow also offers counseling and advocacy. Since 2012, the City of Ashland has awarded CDBG grant funds to the Maslow project to support a part-time, school-based advocate. • Community Works-Transitional Living Program: The transitional living program (TLP) serves youth between the ages of sixteen and twenty-two to work towards independent living in the community. The transitional living program offers case management, mental and physical health services, educational and vocational services, and housing assistance funded in part by the Continuum of Care grant program. • Hearts with a Mission: Hearts with a Mission (HWAM) is Jackson County's only shelter serving homeless and at-risk youth. HWAM offers emergency shelter for up to 72 hours for youth between the ages of ten and seventeen and up to 120 days with parental or guardian consent. HWAM offers case management, individual and family counseling, education, life skills and vocational resources, and transition planning services. City of Ashland Housing Market Analysis 67 MA-35 Special Needs Facilities and Services - 91.210(d) Introduction There are several resources to assist the elderly, frail elderly, and persons with physical and developmental disabilities within the City of Ashland. Those services are detailed in the appropriate sections below. For other special needs populations, persons with alcohol and other drug addictions, and persons with HIV/AIDS and their families, the facilities and services available are primarily located in the City of Medford, nineteen miles to the north, but are available to all county residents. Including the elderly, frail elderly, persons with disabilities (mental, physical, developmental), persons with alcohol or other drug addictions, persons with HIV/AIDS and their families, public housing residents and any other categories the jurisdiction may specify, and describe their supportive housing needs. Facilities and Services for the Elderly and the Frail and Elderly • City of Ashland Senior Center: The Ashland Senior Program strives to provide a support system to the older residents of Ashland, helping to enable them to live more independently and to continue as contributing members of the community. The Senior Center provides a venue for social interaction through recreational and health-related activities and educational opportunities. (http://www.ashlandseniorcenter.org/) • Linda Vista Nursing and Rehabilitation Center: Linda Vista Nursing and Rehabilitation Center provides intensive rehabilitation and recovery for those who no longer require hospitalization. (http://www.prestigecare.com/skilled.php?idEBI • Skylark Assisted Living and Memory Care Center: Skylark Assisted Living and Memory Care Center provides a full range of personal care services, as well as social activities and many housing options. Skylark designs care around the individual, tailoring services to specific needs of each resident. In the memory care community, Skylark focuses on improving residents' quality of life through social interaction, specially designed living spaces, and creative therapies. Skylark serves those with memory disorders, including Alzheimer's disease, stroke, and Parkinson's related dementia. (http://www.skylarkplace.com/) • Brookdale Ashland Retirement and Assisted Living Center: Brookdale provides many senior living solutions, including independent living, assisted living, memory care, skilled nursing care, therapy, hospice, home health, life care, and continuing care retirement communities. http://www.brookdale.com/communities/emeritus-mountain-view/• Ashland at Home: Ashland At Home (AAH) is an organization that supports neighbors helping neighbors live in their own homes and stay engaged in our community as long as possible. AAH is based on the "village" model that is serving tens of thousands of adults across the U.S. The model, developed by neighbors living in the Beacon Hill area of Boston, provides services to support members to continue living in their homes as they age. (htttp://ashlandat.home.org/) • Ashland Emergency Food Bank: Ashland Emergency Food Bank is a private, independent 501(c)(3) non-profit organization that where local faith groups, in alliance with the community at large, provide emergency food supplies, without charge, to individuals and families in the Ashland/Talent area who would otherwise go hungry. The organization also endeavors to City of Ashland Housing Market Analysis 68 increase awareness about the problem of hunger in our communities. Ashland Emergency Food Bank is now offering home delivery services for seniors. (http://ashlandemergencVfoodbank.org/) • Rogue Valley Council of Governments Senior and Disability Services: The Rogue Valley Council of Governments (RVCOG) is a voluntary association of local jurisdictions in Jackson and Josephine counties. Through its Senior & Disability Services, it assists seniors and adults with disabilities. As the Area Agency on Aging for this district, the RVCOG has developed a network of services to help seniors and adults with disabilities live with dignity and independence. Services include: Food & Friends (Meals on Wheels), In-Home Care, Disaster Registry, Foster Home Licensing, Powerful Tools for Care giving, Living Well with Chronic Conditions Lifelong Housing Certification Project, Medical Supplies, Case Management, Protection from Abuse, Family Caregiver Program. (http://www.rvcog.org/mn.asp?pg=welcome to sds) Families and Services for Peoples with Mental Physical and Developmental Disabilities • Ashland Supportive Housing (ASH): Provides clients with three group homes with five bedrooms in each home, with the ability to support 15 individuals total. ASH also serves adults with I/DD living independently through its Community Outreach program, providing the support needed to remain as independent as possible. (http://www.ashlandash.org/) • Jackson County Mental Health: Provides services including: Information, referral, and screening for all mental health concerns; immediate crisis assessment and intervention for mental health crises; access and referral to available mental health and community resources; a comprehensive array of treatment services to adults and children covered by the Oregon Health Plan who have a mental illness and are in need of treatment; a range of services for individuals with serious mental illness who are without insurance and are at-risk for state hospitalization or jail due to their mental illness. (www.iacksoncountVor.org/hhs/Mental-Health) • Living Opportunities: Supports people with intellectual and developmental disabilities to live, work, and play in the community. Living Opportunities believes that success happens the people they serve can live independently, experience meaningful and rewarding careers, and in that process, become truly self-sufficient. (http://www.livingopps.org/) • Options/Starthistle: An Oregon non-profit, 501(c)(3) corporation based in Grants Pass since 1981. Options serves as the Community Mental Health Program for Josephine County and provides additional services, such as an Integrated Primary Medical Care program (Hillside Medical) for all members of the community. Options for Southern Oregon serves people of all ages who have mental health needs. Its holistic approach addresses housing, advocacy, community integration, crisis intervention, therapy, co-occurring issues, education, work, and economic well-being. (http:/Zwww.oi3tionsonline.org/) • Pathway Enterprises: Offers people with disabilities opportunities to live, work, and recreate in their communities so they may experience personal growth, integration, and independence. (http://www.pathway-inc.org/) • OnTrack, Inc. Addiction Recover Programs and Services: On track provides many different service offerings to meet the needs of almost anyone requiring treatment. This includes evaluation and treatment services, youth services, and housing for special needs. (http://www.ontrackrecovery,rg/) • Addictions Recovery Center (ARC): ARC seeks to inspire hope and healthy choices through education and supportive relations so individuals can recover from the disease of addiction. Services include residential programs, day treatment, intensive out-patient, outpatient, pain City of Ashland Housing Market Analysis 69 management certificate course, DUII flex program, veterans service, transition, drop-in sobering program, community education, gambling awareness, pain management, and a domestic abuse alternative program. (http://www.addictionsrecovery.org/) • Kolpia Counseling Services: Kolpia Counseling Services offers a patient-centered integrative approach to helping the community heal, learn, and grow through the difficulties of substance abuse, addiction, and mental health afflictions. Services include mental health counseling, addiction counseling, suboxone tapering, acupuncture, nutrition counseling, yoga therapy, mindfulness meditation, and mobility training. (http://kolpiacounseling.coma Describe programs for ensuring that persons returning from mental and physical health institutions receive appropriate supportive housing. No formal programs exist that specifically address discharge into the community from mental and physical health institutions. However multiple agencies and organizations coordinate around issues of discharge planning for persons transitioning from a variety of institutional settings, including mental and physical health institutions, rehabilitation centers, incarceration, foster care, and the VA SORCC. These coordination efforts are facilitated through a variety of mechanisms including community groups, commissions, committees, and taskforces that focus on specific populations. One such community group, the Jackson County Homeless Task Force, specifically identifies their strategies for addressing discharge planning in that entities strategic plan, the Ten Year Plan to end Homelessness. http://www.unitedwayofjacksoncounty.org/files/10-year-plan-to-end-homelessness Specify the activities that the jurisdiction plans to undertake during the next year to address the housing and supportive services needs identified in accordance with 91.215(e) with respect to persons who are not homeless but have other special needs. Link to one-year goals. 91.315(e) The specific activities to be addressed are determined on an annual basis through a competitive process. In prior years the City has funded several activities that address the housing and supportive service needs of persons with special needs including: the remodel of an employment support facility for peoples with developmental disabilities, and the installation of a covered bus shelter in front of a housing complex for peoples with mental illness. For entitlement/consortia grantees: Specify the activities that the jurisdiction plans to undertake during the next year to address the housing and supportive services needs identified in accordance with 91.215(e) with respect to persons who are not homeless but have other special needs. Link to one-year goals. (91.220(2)) The specific activities to be addressed are determined on an annual basis through a competitive process. City of Ashland Housing Market Analysis 70 MA-40 Barriers to Affordable Housing - 91.210(e) Over the years that City has spent considerable resources identifying and working to remove or mitigate barriers to the development of affordable housing. As with the housing market, barriers to affordable housing development are an ever changing target and consequently require ongoing work to identify and remediate. Negative Effects of Public Policies on Affordable Housing and Residential Investment 1. Lack of affordable single-family housing types. • There are limited regulatory tools available to promote single family development in the State of Oregon. • While the City has several incentives for the development of affordable single-family housing, they are inadequate to counteract the strong market forces that currently exist in the Ashland housing market. 2. Small inventory of multifamily housing. • Limited land zoned for multifamily housing. • Conversion of multifamily housing to condominiums. • Housing developed in commercial or employment zones are typically developed as market rate or high end condominium units. • Multi-family zone lands are often developed as ownership housing rather than rental housing. 3. Lack of investment • Elderly low-income residents are physically and financially unable to afford making necessary repairs or improvements to their homes and lack financial capacity to pay for a contractor to complete repairs. 4. Low-income housing project developers must compete with market rate developers for land in the City. Strategy to Remove or Reduce the Barriers to Affordable Housing: Barriers 2010-2014 Strategies 2015-2019 Status 1. Lack of affordable Consider allowing Accessory Residential Units Completed ARU's were allowed single-family as a permitted use in single family zones. outright with the adoption housing types. of the Unified Land Use Code Ordinance (ULUO)in Dec. 2014. Evaluate land use incentives to promote 2014-2019 Ongoing affordable single-family housing. Evaluate land use requirements to reduce Completed The barriers to the barriers for manufactured housing. placement of Manufactured Housing were addressed in the ULUO adopted in Dec. 2014. City of Ashland Housing Market Analysis 71 Barriers 2010-2014 Strategies 2015-2019 Status Evaluate land use incentives to provide for 2014-2019 Ongoing-to be evaluated in small lots intended for small-unit 2015-2017 Biennium. development. Reduce development fees for low-income Completed Development fees fro projects. affordable housing projects were addressed in the ULUO adopted in Dec. 2014. 2. Small inventory of Increase the land supply zoned for 2014-2019 Continued evaluations for multifamily housing multifamily housing. opportunities. Promote development of residential units in Completed Under the Pedestrian commercial and employment zones. Places ordinance created for specific nodes, the code promotes housing over commercial spaces. Consider restricting uses in certain zones to 2010-2014 Croman master plan apartments. 2014-2019 created a Neighborhood Center zone with residential units restricted to apartments however this item is also ongoing as the City looks at more ways to promote this needed housing type. Examine opportunities for reductions in 2014-2019 Ongoing parking requirements for the provision of apartments meeting certain conditions. Limit multifamily housing conversions to 2010-2014 Addressed under the condominiums. Condominium conversion ordinance adopted in 2007. 3. Lack of Consider policies that encourage 2015-2019 Ongoing investment in redevelopment or adaptive reuse of existing housing structures. stock Extend the useful life of existing affordable 2015-2019 Ongoing. housing through rehabilitation, weatherization and repair programs. 4. Low-income Develop more government-assisted housing 2010-2014 Ongoing. housing project in coordination with established housing development is not providers including the Housing Authority of feasible in the City. Jackson County. Streamline development process for 2015-2019 Ongoing. affordable housing. Look for strategies to incentivize new low- 2015-2019 Ongoing. income housing development. Table 45 - Barriers to Affordable Ilousing Data Source: City of Ashland 2010-2014 Consolidated Plan City of Ashland Housing Market Analysis 72 MA-45 Non-Housing Community Development Assets - 91.215 (f) Introduction This section identifies current business activity and economic sectors in the City of Ashland where job opportunities exist. Economic Development Market Analysis The City of Ashland features a strong performing arts cluster centered around the Oregon Shakespeare Festival that has an international tourist draw. According to the City's Economic Development Strategy, in addition to the arts cluster and related commerce, the area has relied upon several key sectors over the past 20 years, including Southern Oregon University, value-added specialty manufacturing, and specialty food and beverage production.9 According to a survey of local business owners in 2011, the main advantages for doing business in the City of Ashland are "its quality of life, natural and cultural assets, and its small-town feel." Other assets include Southern Oregon University. Disadvantages were related to the relatively small labor pool and its lack of specialized and technical skills, 10 relative distance to major markets, and relative lack of industrial land supply.11 The area continues to experience higher unemployment than average in Oregon. In January 2010, Jackson County had a 12.6% unemployment rate, but this rate has fallen steadily since that peak. The unemployment rate in the Jackson County in January 2015 was 7.7%, according to the Oregon Employment Department. The City of Ashland has a total labor force of just over 9,000, as shown in Table 46 below Number of Number of Share of Share of Jobs less Business by Sector Workers Jobs Workers Jobs workers Agriculture, Forestry, Fishing and 107 70 1.2% 0.8% -0.4% Hunting, and Mining Arts, Entertainment, Recreation, and 1,293 2,370 14.0% 25.6% 11.5% Accommodations Construction 339 67 3.7% 0.7% -3.0% Educational Services, and Health Care 2,888 3,066 31.4% 33.1% 1.7°% and Social Assistance Finance, Insurance, Real Estate, Rental, 243 279 2.6% 3.0% 0.4% and Leasing Information 248 228 2.7% 2.5% -0.2% 547 438 5.9% 4.7% -1.2% Manufacturing Professional, Scientific, Management, 1,216 706 13.2% 7.6% -5.6% Administrative Services, and Waste Public Administration 322 265 3.5% 2.9% -0.6% 9 City of Ashland Economic Development Strategy. 2010. http://www.ashland.or.us/files/Ashland_EconomicDevelopmentStrategy_Final2.pdf 10 2012 Business Retention and Expansion Survey Executive Summary http://www.ashland.or.us/files/Economic_Dev%20Update%2OAtch.pdf 11 City of Ashland Economic Development Strategy. 2010. City of Ashland Housing Market Analysis 73 Retail Trade 1,098 1,267 11.9% 13.7% 1.7% Transportation, Warehousing, and 175 23 1.9% 0.2/ -1.7% Utilities Wholesale Trade 103 219 1.1% 2.4% 1.2% Other Services 628 272 6.8% 2.9% -3.9% Total 9,207 9,270 - Table 20 Table 47 below shows the number of workers in the City of Ashland compared with the number of jobs by sector. Almost a quarter of workers and one-third of jobs in the City of Ashland are in the Arts, Entertainment, and Accommodations sectors. About 20% of jobs are within the education and health care services sector. City of Ashland Housing Market Analysis 74 Business Activity Number of Number of Share of Share of Jobs less Business by Sector Workers Jobs Workers Jobs workers Agriculture, Forestry, Fishing and 107 70 1.2% .8% ° -0.4% Hunting, and Mining Arts, Entertainment, Recreation, and 1,293 2,370 14.0% 25.6/° ° 11.5% Accommodations Construction 339 67 3.7% 0.7% -3.0% Educational Services, and Health Care 2,888 3,066 31.4% 33.1/° 17% and Social Assistance ° ° Finance, Insurance, Real Estate, Rental, 243 279 2.6% 3.0/° ° 0.4% and Leasing Information 248 228 2.7% 2.5% -0.2% Manufacturing S47 438 5.9% 4.7% -1.2% Professional, Scientific, Management, 1,216 706 13.2% Administrative Services, and Waste 7.6% 5.6% Public Administration 322 265 3.5% 2.9% -0.6% Retail Trade 1,098 1,267 11.9% 13.7% 1.7% Transportation, Warehousing, and 175 23 1.9% ° ° 0.2/ -1.7/ Utilities Wholesale Trade 103 219 1.1% 2.4% 1.2% Other Services 628 272 6.8% 2.9% 3.9% Total 9,207 9,270 - - Table 47 - Business Activity Data Source: 2007-2011 ACS (Workers), 2011 Longitudinal Employer-Household Dynamics (Jobs) Labor Force Total Population in the Civilian Labor Force 10,238 Civilian Employed Population 16 years and over 9,207 Unemployment Rate 10.0% Unemployment Rate for Ages 16-24 28.6% Unemployment Rate for Ages 25-65 5.9% Table 48- Business Activity Data Source: 2007-2011 ACS According to Table 22, 41% of those employed are in the management, business, and financial sector. 29% of those employed are in the sales and office sector, while 18% are in the service sector. Occupations by Sector Number of People Management, business, science, and arts 4,650 Service 1,714 Sales and office 2,029 Natural Resources, construction, and maintenance 402 Production, transportation and material moving 412 Total 9,207 Table 49 - Occupations by Sector Data Source: 2007-2011 ACS City of Ashland Housing Market Analysis 75 The majority of the City's workers travel less than 30 minutes to reach their jobs, as shown in Table . Still, limited public transportation options and long commutes lead to increased expenditures on transportation, further exacerbating the housing affordability problem. According to the Center for Neighborhood Technology, Ashland households spend a combined 66% of their annual income on housing and transportation Costs. 12 Travel Time Travel Time Number Percentage < 30 Minutes 6,290 83% 30-59 Minutes 1,155 15% 60 or More Minutes 133 2% Total 7,578 100% Table 50- Travel Time Data Source: 2007-2011 ACS Education Table and Table show educational attainment in the City of Ashland by employment status (for the population of 16 and older), by age and by median earnings. 59% of the labor force in the City of Ashland has attained a bachelor's degree or higher. 28% have an associate's degree or some college, 11% are high school graduates, and 2% are not high school graduates. Median earnings increase as educational attainment increases. Educational Attainment In Labor Force Civilian Employed Unemployed Not in Labor Force Less than high school graduate 181 10 57 High school graduate (includes equivalency) 654 174 289 Some college or Associate's degree 2,006 160 920 Bachelor's degree or higher 4,273 237 959 Table 51- Educational Attainment by Employment Status Data Source: 2007-2011 ACS Age 18-24 yrs 25-34 yrs 35-44 yrs 45-65 yrs 65+ yrs Less than 9th grade 7 0 0 2 37 9th to 12th grade, no diploma 198 111 87 48 78 High school graduate, GED, or alternative 688 356 189 572 380 Some college, no degree 1,793 765 345 1,575 609 Associate's degree 246 110 17 290 251 Bachelor's degree 266 719 568 1,830 742 Graduate or professional degree 0 159 498 1,695 1,237 Table 52 - Educational Attainment by Age 12 Center for Neighborhood Technology H+T Affordability Index Fact Sheet - Ashland, OR. http://hta i ndex.cnt.org/fact-sheets/?Iat=42.19380675326741&I ng=- 122.70355224609375&focus=pl ace&gid=7877#fs City of Ashland Housing Market Analysis 76 Data Source: 2007-2011 ACS Educational Attainment Median Earnings in the Past 12 Months Less than high school graduate $14,125 High school graduate (includes equivalency) $17,087 Some college or Associate's degree $21,472 Bachelor's degree $30,748 Graduate or professional degree $44,959 Table 53- Median Earnings in the Past 12 Months Data Source: 2007-2011 ACS Based on the Business Activity table above, what are the major employment sectors within your jurisdiction? The major employment sectors within the City of Ashland are (1) Arts, Entertainment, Accommodations; (2) Education and Healthcare Services; and (3) Retail Trade. Table shows employment and average annual pay by industry sector. Sector/Industry Established Average Annual Average Annual Firms Employees Pay Agriculture, Forestry, Fishing & Hunting 18 156 $29,680 Construction 76 190 $44,104 Manufacturing 56 520 $44,500 Total Confidential, Non-Published 12 205 $64,659 Manufacturing Wholesale Trade 60 175 $65,193 Retail Trade 151 1390 $27,699 Transportation and Warehousing 11 76 $47,452 Information 41 199 $51,167 Finance and Insurance 48 184 $42,606 Real Estate and Rental and Leasing 47 90 $25,521 Professional and Technical Services 139 382 $47,145 Administrative and Waste Services 46 317 $29,013 Educational Services 27 133 $35,501 Health Care and Social Assistance 150 1411 $36,961 Arts, Entertainment, and Recreation 30 720 $29,990 Accommodation and Food Services 159 1843 $16,864 Other Services, Excluding: Public 150 392 $22,474 Administration Total Non-Published Industries 4 41 $36,423 Total Federal Government 4 74 $64,099 Total State Government 4 812 $42,163 Total Local Government 12 727 $40,746 TOTAL 1241 9831 $33,143 Table 54 Covered Employment in the City of Ashland, 2012 Data Source: City of Ashland Chamber of Commerce, Ashland Living and Doing Business Guide. 2012 Quarterly Census of Employment and Wages data. http://www.ashlandchamber.com/files/2014LDBonline.pdf City of Ashland Housing Market Analysis 77 Describe the workforce and infrastructure needs of the business community: Some of Ashland's largest industry sectors are in the arts, education, health, and retail sectors. As housing costs in the city increase, it will be important to maintain housing affordability for employees in these important sectors who traditionally earn less than those in other industry sectors. These professional employees would include teachers, police and code enforcement officers, firefighters, EMTs, and medical technicians. Describe any major changes that may have an economic impact, such as planned local or regional public or private sector investments or initiatives that have affected or may affect job and business growth opportunities during the planning period. Describe any needs for workforce development, business support, or infrastructure these changes may create. According to the City of Ashland's 2012 Housing Needs Assessment, Ashland will add more than 8,492 households between 2010 and 2040 and about 3,057 of these new households will be low-income. The Housing Needs Model estimates that the City needs 1,163 units targeting those with those lowest incomes, with rents below $195 a month, 1,166 units with rents between $195-422, and 243 units with rents between $423-655. It is expected that the City will have a surplus of all units with rents at $656 and above. The Housing Needs Model shows that the majority of the rental units will need to be targeted to those households earning 50% AMI and below. The evaluation of housing mix, density, and affordability suggests that the City should plan for a larger share of multiple family housing, and for a greater number of single family housing types on smaller lots. National changes in future housing demand will likely affect the City of Ashland's residential real estate markets. The senior population is expected to account for about 20% of the U.S. population in 2030, up from 12% in 2000. As the Baby Boomers age, many will seek to downsize to smaller single-family homes or multifamily homes, rent, or live in retirement communities or assisted living homes. This will result in a large sell-off of their detached single-family homes. However, younger generations are not expected to buy all of the homes that the boomers want to sell, as they have limited available funds for down- payments and prefer living in mixed-use areas closer to the city center. Additionally, increases in energy prices will further decrease demand for large single-family homes. These national trends are expected to have a disproportionately greater impact in the City of Ashland and Jackson County, as both places are popular areas for retirement. How do the skills and education of the current workforce correspond to employment opportunities in the jurisdiction? The City of Ashland has a concentration of employment in the arts, accommodation, and retail sectors. In addition, the City has over 1,400 employees in the healthcare and social assistance fields. Many people commute from Ashland to work in Medford and other locations. For example, there are more residents employed in the Professional, Scientific, Management, Administrative Services, and Waste sectors than there are jobs within the City of Ashland. Figure 1 below shows the inflow and outflow of workers in the City of Ashland. Of the 7,831 employed residents in the City of Ashland, 3,760 work in City of Ashland Housing Market Analysis 78 Ashland and 4,071 leave Ashland to work. An additional 5,510 employees live outside of Ashland but work in Ashland, totaling 9,270 employed individuals in Ashland. 510, t 4,071 3,760 s ep~ f d V Figure l - City of Ashland Inflow/Outflow (All Workers) Data Source: US Census On the Map, http://onthemap.ces.census.gov/ Describe any current workforce training initiatives, including those supported by Workforce Investment Boards, community colleges and other organizations. Describe how these efforts will support the jurisdiction's Consolidated Plan. The Job Council, Jackson and Josephine Counties: The Job Council's mission is to provide individuals with comprehensive workforce development services that enable them to become skilled, productive workers in Jackson and Josephine Counties. The Job Council is a local organization with offices located in Medford and Grants Pass that provides free job training and employment services to the public. The Job Council also provide local employers with new employees, and work with private employers to plan for future labor force needs. The Job Council assists qualified youth, adults, welfare recipients, and laid-off workers in finding education, training, and employment that will lead to long-term self sufficiency. The Job Council also assists with school-to-work programs, including work experience, mentoring, and other programs that encourage youth to complete school and prepare for the work world. In addition, The Job Council provides childcare referral services and childcare provider training to residents of the two counties through the Child Care Resource Network (CCRN). Service components provided by The Job Council include the following: Assessment of Skills, Interests, Abilities; Support Services; Basic Education Skill Training; Vocational Skill Training; Work Experience; Life Skills/Work Ethics/ Work Maturity Training; Job Search Assistance; On-The-Job Training; On-site Computer Training; Child Care Provider Data Base; and Provider/Parent Training. Rogue Community College Workforce Training Program, Ashland: RCC Workforce Training provides responsive, career-focused training for southern Oregon's citizens and businesses in order to develop a more productive workforce to drive the region's economic engine and improve the City of Ashland Housing Market Analysis 79 quality of life among residents. Career-Focused Training includes customized training, commercial truck driving, landscape technology, short-term skills training, and apprenticeships. Does your jurisdiction participate in a Comprehensive Economic Development Strategy (CEDS)? The City of Ashland completed a Comprehensive Plan with an economic chapter. The purpose of the economic portion of the Comprehensive Plan was to assure that the comprehensive plan and updated land-use code provide adequate opportunities for a variety of economic activities in the City of Ashland, while continuing to reaffirm the goal of Ashland's citizens as per the 1982 Comprehensive Plan: economic development should serve the purpose of maintaining or improving the local quality of life rather than become, of itself, the purpose of land-use planning. If so, what economic development initiatives are you undertaking that may be coordinated with the Consolidated Plan? If not, describe other local/regional plans or initiatives that impact economic growth. The City Council adopted an Economic Development Strategy in 2011 that includes the following objectives: Diversify the economic base of the community. Support creation and growth of businesses and non-profit/public sector organizations that use and provide local and regional products. Increase the number of family-wage jobs in the community. Leverage the strengths of Ashland's tourism and repeat visitors. The Economic Development Strategy's Implementation Phase includes ten priority actions: 1. Improve the Land Use Development Process. 2. Formalize relationships and roles for Ashland specific strategy implementation among major partners. 3. Create formal and routine communication with all regional economic development partners. 4. Create a coordinated economic development information and marketing plan to maximize public communication tools 5. Pursue the expansion of a State E-Commerce Zone for Ashland. 6. Evaluate land availability for business expansion on lands or adjacent to existing businesses. 7. Assist local businesses in energy, water, waste, supply chain reductions, and efficiencies. 8. Develop, promote, and expand job training programs to meet skill needs identified by local business. 9. Create/expand a local business resource and mentoring program. 10. Develop/expand programs to connect local education partners with business community for experience and exposure to entrepreneurship, business development, and operations. Discussion The City of Ashland consolidated plan priorities address the economic development needs of the community and the strategies and priorities identified in the City's economic development plan through City of Ashland Housing Market Analysis 80 priorities such as job creation, increasing the number of family wage jobs (poverty reduction) and through the promotion of job and skills training. Similarly, the City prioritizes the use of CDBG funding to provide housing that is commensurate with the wage scale generated from a tourism based economy promoting both the strength of the tourism industry locally and reducing the transportation costs both to families and the communities by expanding opportunities for workers to live in the community where they work. City of Ashland Housing Market Analysis 81 MA-50 Needs and Market Analysis Discussion The City of Ashland includes Census Tracts 18, 19, 20, 21, and 22. HUD Definitions Are there areas where households with multiple housing problems are concentrated? (include a definition of "concentration") Table shows consolidated data from the 2009-2013 ACS by census tract. All census tracts have a high proportion of cost-burdened renters and owners, but Tract 19 has the largest proportion of homes built before 1980, cost-burdened renters, and cost-burdened owners. Census tracts 18, 19, 21, and 22 all have a concentration of cost-burdened renters. Tract 18 Tract 19 Tract 20 Tract 21 Tract 22 Built Before 1980 42% 72% 78% 50% 70% Cost-Burdened Renters 60% 72% 45% 54% 60% Cost-Burdened Owners 32% 44% 40% 37% 36% Total Housing Units 3,943 1,152 1,194 1,773 2,356 "liable 55- Housing Probleins Data Source: 2009-2013 ACS Are there any areas in the jurisdiction where racial or ethnic minorities or low-income families are concentrated? (include a definition of "concentration") The City does not have any areas of either low-income or minority concentrations, as defined by HUD: • Areas of low-income concentration - a Census Block Group that is below 50% of the Area Median Income for the Metropolitan Statistical Area (MSA). • Areas of minority concentration - the percentage of households in a particular racial or ethnic minority group is at least 20 percentage points higher than the percentage of that minority group for the housing market area or MSA; or the neighborhood's total percentage of minority persons is at least 20 percentage points higher than the total percentage of all minorities for the MSA as a or; in the case of a metropolitan area, the neighborhood's total percentage of minority persons exceeds 50% of its population. Table shows concentrations of minority residents and low-income residents. Census Tract 19 has the lowest median household income and the highest number of households below the poverty line and who receive food stamps/SNAP benefits. Census Tract 20 has the second lowest incomes, second highest share of households below the poverty line, and second highest number of households receiving benefits. City of Ashland Housing Market Analysis 82 Medford Ashland Tract Tract MSA 18 19 Tract 20 Tract 21 Tract 22 Percent Minority 15.6% 9.1% 11.6% 10.6% 2.1% 13.2% 7.1% Percent Latino 11.1% 3.5% 4.2% 6.5% 0.3% S.2% 1.5% Percent Below the Poverty Line 18.4% 17.4% 7.9% 26.1% 11.1% 7.3% 11.9% Median Household Income $43,462 $46,586 $47,922 $25,262 $44,728 $47,279 $60,786 Percent Receiving Food Stamps/SNAP 22.5% 18.3% 14.5% 38.0% 19.4% 16.6% 10.4% Table 56 - Socioeconomic Indicators Data Source: 2009-2013 ACS What are the characteristics of the market in these areas/neighborhoods? The City of Ashland is a geographically small community, and while the City does have distinct neighborhoods, they tend to be fairly racially homogeneous as the Ashland community as a whole is relatively similar with regard to race and ethnicity. Census track 19 (shown in Map below) which has the largest concentration of low-income households, also contains a large concentration of multi-family properties and is also near to the university. Are there any community assets in these areas/neighborhoods? Not Applicable. Are there other strategic opportunities in any of these areas? Not Applicable. City of Ashland Housing Market Analysis 83 Strategic Plan SP-05 Overview Strategic Plan Overview The Strategic Plan section that follows outlines the five year goals and strategies that the City of Ashland plans to undertake with Community Development Block Grant Funds, City of Ashland general fund resources when appropriate, and through staff participation and resource leveraging in coordination with community partners and service providers. SP-10 Geographic Priorities - 91.215 (a)(1) Geographic Area As mentioned elsewhere in this document, the City of Ashland is geographically small in area relative to other entitlement jurisdictions; consequently the City does not prioritize funds to geographically specific areas within the City. Table 18 - Geographic Priority Areas General Allocation Priorities Describe the basis for allocating investments geographically within the jurisdiction (or within the EMSA for HOPWA) Not Applicable. City of Ashland Housing Market Analysis 84 SP-25 Priority Needs - 91.215(x)(2) Priority Needs Table 57 - Priority Needs Summary Priority Need Area Priority Activity Type Target Goals Level Population Addressing The Provision of High Rental Assistance Extremely Low, Creation and Affordable Housing Production of new Low, and Retention of units Moderate Affordable Income Housing Rehabilitation of households existing units Support Goals Acquisition of Large Families of the Ten Year existing units Plan to End Families with Homelessness Children Accessible affordable housing * Elderly, Frail Prioritize Elderly rehabilitation for accessibility and People aging in place. experiencing mental Illness Victims of Domestic Violence Unaccompanied Youth Peoples with Mental, Physical, or Developmental Disabilities Peoples Experiencing Homelessness Chronically Homeless City of Ashland Housing Market Analysis 85 Addressing Issues of High Outreach Extremely Low, Support the Homelessness Emergency Shelter Low, and goals of the and transitional Moderate Ten Year Plan housing Income to End Rapid Re-housing households Homelessness Prevention Large Families Regional Coordination Families with Children Support Elderly, Frail Agencies that Elderly provide direct Services to People targeted experiencing populations mental Illness Victims of Domestic Violence Unaccompanied Youth Peoples with Mental, Physical, or Developmental Disabilities Peoples Experiencing Homelessness Chronically Homeless Non-housing Medium Public Facilities Qualified low-, Improve Community and Moderate neighborhood Development Public Improvements Income Census safety and Infrastructure: Block Groups * Sidewalk Make improvements/ADA neighborhoods improvements more *Improved accessible City of Ashland Housing Market Analysis 86 Transportation Options for Eligible Make populations neighborhoods *Community more livable Gardens Public services High Services to peoples Extremely Low, experiencing Mental Low, and Illness Moderate Income Services to peoples households experiencing Drug and/or Alcohol Large Families Addiction Families with Services that Children support peoples with disabilities Elderly, Frail Elderly Services that provide assistance People and supports for at- experiencing risk and homeless mental Illness youth Victims of Services that Domestic provide assistance Violence and supports for Unaccompanied frail and elderly Youth populations Peoples with Mental, Physical, or Developmental Disabilities Peoples Experiencing Homelessness Chronically Homeless Economic Medium Micro-enterprise/job Extremely Low, City of Ashland Housing Market Analysis 87 Development creation Low, and Moderate Skills training and Income education households Large Families Families with Children Elderly, Frail Elderly People experiencing mental Illness Victims of Domestic Violence Unaccompanied Youth Peoples with Mental, Physical, or Developmental Disabilities Peoples Experiencing Homelessness Chronically Homeless For Each priority need, the jurisdiction can indicate one or more populations to be served according to income, family type, homeless population, and special need. In addition each priority need will be assigned a priority level of "low or 'high". The priority level indicates relative preference among the needs listed. Narrative (Optional) The strategies identified in the City's Consolidated Plan are based on conclusions drawn from the Needs Assessment and the Market Analysis sections of this Consolidated Plan and are informed by the City of Ashland Housing Market Analysis 88 community outreach and agency questionnaire. Priority needs and outcomes in the strategic plan are based on an analysis of the City's attainment of goals and outcomes from the previous five years, the percentage of affordable units built, converted, or saved in relation to the total housing units built in the city overall, and on recent shifts in the economy, keeping in mind the shrinking availability of land suitable for the development of affordable housing. The analysis of priority needs also looked at the various populations and the number of unmet needs for each, their ability to move toward self sufficiency, and the availability of existing housing and resources to meet the needs of each population. Lastly, the City prioritized the needs of the most vulnerable populations, such as the elderly, frail elderly, and special needs populations due to a general lack of housing to meet their needs, (often this population has the lowest incomes, or need special accommodations in housing such as ADA accommodations or supported living assistance) and due to this populations presumed income restraints. City of Ashland Housing Market Analysis 89 SP-30 Influence of Market Conditions - 91.215 (b) Influence of Market Conditions Housing market conditions within the City of Ashland reflect a shortage of units affordable to low and moderate income populations. Strategies to alleviate the lack of affordable housing units within the City of Ashland have been the highest priority use of the City's CDBG allocation for the past fifteen years, and will continue to be the highest priority use as market conditions continue to push land values, housing prices, and rental rates ever higher. Affordable Housing Market Characteristics that will influence Type the use of funds available for housing type Tenant Based Rental Rental units are renting for amounts which are beyond the rental assistance Assistance (TBRA) limits of many voucher holders TBRA for Non- Same as above, compounded by an insufficient supply of accessible units Homeless Special Needs New Unit Production Land values for flat multi-family zoned land make it hard for affordable housing providers to compete for land against developers of market rate housing Rehabilitation Many of the City's smaller and older housing stock tends to be demolished to build larger more expensive units Acquisition, including There are very few multi-family units within the city which are available to preservation be acquired by affordable housing providers or which would be eligible for preservation activities Table 58 -Influence of Market Conditions City of Ashland Housing Market Analysis 90 SP-3S Anticipated Resources - 91.215(a)(4), 91.220(c)(1,2) Introduction Anticipated Resources Program Source Uses of Funds Expected Amount Available Year 1 Expected Narrative of Annual Program Prior Year Total: Amount Description Funds Allocation: Income: Resources: $ Available $ $ $ Reminder of ConPlan CDBG Federal Capital 165,000 0 69,000 234,000 825,000 Improvement and Public services City Local Social Service 130,000 0 0 130,000 650,000 General Grants Funds _ Table 59 - Anticipated Resources Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied In general City of Ashland grantees provide the matching funds from a variety of sources including state and private foundation grant funds, donations and fundraising activities. Grantees often cite CDBG as "first in" funds that help to raise additional resources; however, the City would still require the applicant to provide a 10% match to the amount of CDBG funds requested. If appropriate, describe publically owned land or property located within the jurisdiction that may be used to address the needs identified in the plan Not applicable SP-40 Institutional Delivery Structure - 91.215(k) Explain the institutional structure through which the jurisdiction will carry out its consolidated plan including private industry, non-profit organizations, and public institutions. Table 5o below identifies the institutional structure and entities that will be instrumental in implementing the priorities identified in the City of Ashland Consolidated Plan. At this time the City is unable to list all of the potential entities that may be involved in the delivery of funded projects, as some organizations have yet to be selected for funding in the coming five year period; rather the City has identified the entities based on previous grantees and current organizations offering services within City of Ashland Housing Market Analysis 91 the community who present as potential future applicants. Some of the identified entities may be funded with City CDBG funding while others may receive funding through local, state or other federal sources only, or most likely a combinations of all of the sources identified about. While others may not receive funding directly from the City but will coordinate or work collaboratively with the City to provide services or other programs/resources to City residents. City of Ashland Housing Market Analysis 92 Responsible Entity Responsible Entity Role Geographic Area Served Type City of Ashland Government Homelessness Jurisdiction Non-Homeless/Special Needs Planning Neighborhood Improvements Public Facilities Public Services Rental/Ownership Housing Development and Services Jackson County Government Economic Region Development Homeless Non-homeless/Special Needs Planning Public Facilities Public Services Jackson County Non-Profit Homelessness Region Continuum of Care Consortium Housing Authority of PHA Rental Housing and Region Jackson County Related Services Ashland School District Public Institution Homelessness Region Non-homeless special needs Public Services Access, Inc. Non-Profit Homelessness Region Non-Homeless/Special Needs Planning Public Services Rental/Ownership Housing Development and Services United Way Non-Profit Economic Region Development Planning Neighborhood Improvements Public Services Rental/Ownership Housing Development and Services City of Ashland Housing Market Analysis 93 Neighborworks Umpqua Non-Profit/CDC Homelessness Jackson and Douglas Non-Homeless/Special Counties Needs Planning Neighborhood Improvements Public Facilities Public Services Rental/Ownership Housing Development and Services Ashland Resource Non-Profit Homelessness Jurisdiction Center Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services Peace House/Uncle Non-Profit Homelessness Jurisdiction Foods Non-Homeless/Special Needs Veteran's Government Homelessness Region Administration-SORCC Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services Community Works Non-Profit Homelessness Region Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services Maslow Project Non-Profit Homelessness Region Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services City of Ashland Housing Market Analysis 94 St. Vincent De Paul Non-Profit Homelessness Jurisdiction Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services Ashland Emergency Non-Profit Homelessness Jurisdiction Food Bank Non-Homeless/Special Needs Public Services Ashland Supportive Non-Profit Non-Homeless/Special Region Housing Needs Public Services Living Opportunities Non-Profit Non-Homeless/Special Region Needs Public Services Pathways Enterprises Non-Profit Non-Homeless/Special Region Needs Public Services Salvation Army Non-Profit Homelessness Region Non-Homeless/Special Needs Public Services Rental/Ownership Housing Development and Services Community Health Non-Profit Homelessness Region Center Non-Homeless/Special Needs Public Services La Clinica Non-Profit Homelessness Region Non-Homeless/Special Needs Public Services Rogue Retreat Non-Profit Homelessness Region Non-Homeless/Special Needs Public Services _ Table 60 Institutional Delivery Structure Assess of Strengths and Gaps in the Institutional Delivery System The institutional delivery system identified to carry out the goals and strategies identified in the 2015- 2019 Consolidated plan have many strengths. First and foremost among them is coordination and partnership. The challenges faced by all communities in meeting the housing and service needs of low City of Ashland Housing Market Analysis 95 and moderate income households and those with special needs are great, while funding for such activities continues to dwindle. Consequently working collaboratively and maximizing community partnerships is often the only way that small communities can meet community needs. To this end the City of Ashland is uniquely equipped to address housing issues being the only community in Jackson County to offer incentives to affordable housing providers to build units within the City through the System Development Charge deferral program and through the bonus density provision of the land use code, and through land use policies which compel the inclusion of affordable housing units under certain circumstances. Similarly, the City of Ashland and many of its local providers of services have a strong and committed volunteer base which makes up for the lack of funding for staff. While the service delivery system has much strength it does have some gaps as well. The Capacity of existing organizations is limited by staffing, volunteer capacity and funding and consequently is not able to meet the existing service needs. The City lacks a local continuous shelter/housing resource to serve homeless populations and transportation options for this population to get to another community that does offer shelter/housing options are limited. Availability of services targeted to homeless persons and persons with HIV and mainstream services Homelessness Prevention Available in the Targeted to Targeted to People Services Community Homeless with HIV Homelessness Prevention Services _ Counseling/Advocacy X Legal Assistance Mortgage Assistance Rental Assistance X X Utilities Assistance X X Street Outreach Services Law Enforcement X X Mobile Clinics X X Other Street Outreach Services X X Supportive Services Alcohol & Drug Abuse Child Care X Education X Employment and Employment Training Healthcare X X HIV/AIDS Life Skills Mental Health Counseling X Transportation X Other other Table 61- Homeless Prevention Services Summary City of Ashland Housing Market Analysis 96 Describe how the service delivery system including, but not limited to, the services listed above meet the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) As can be seen in the table 51 above and as is noted elsewhere in this document the city does have some resources to address the needs of homeless persons locally but most resources that serve homeless persons are located 19 miles to the south in Medford. Consequently City staff and local service providers coordinate with non-local service providers to meet the needs of these populations, though with limited capacity of all services that may not be possible. Describe the strengths and gaps of the service delivery system for special needs population and persons experiencing homelessness, including, but not limited to, the services listed above As stated elsewhere in this document the greatest gap for the local service delivery system is for homeless populations. While the City now has more services for homeless populations than it did at the time the last Consolidated Plan was written there are still several gaps in services. Namely a lack of emergency shelter, transitional housing, or permanent supportive housing to meet the needs of local homeless populations. Similarly, many of Ashland, homeless are difficult to serve individuals either experiencing mental illness or substance abuse or both. Within the City there are very limited resources to address the needs of those populations. However, the strengths of the service delivery system reiterated from the paragraph above is that the community has a strong dedicated volunteer base and maintain good working relationships and partnerships with agencies and organizations that are able to provide such services. Lastly, Ashland has several organizations that serve special needs populations. Provide a summary of the strategy for overcoming gaps in the institutional structure and service delivery system for carrying out a strategy to address priority needs To summarize the City's primary strategy for overcoming the gaps in the institutional structure and service delivery system for carrying out identifies strategies to address the priority needs of special needs and homeless populations; the City prioritizes activities that address these identified deficiency, such as the acquisition and/or development of housing targeted to low- and moderate-income households, services to homeless populations, and services to those experiencing mental illness or drug and alcohol addiction and or both (dual-diagnosis). Furthermore the City is committed to continuing involvement with regional planning groups such as the Jackson County Homeless Task Force to better coordinate services and leverage resources across the region. City of Ashland Housing Market Analysis 97 SP-45 Goals Summary - 91.215(a)(4) City of Ashland Housing Market Analysis 98 Goals Summary Information Priority Goal Name Start End Category Geographic Needs Funding Goal Outcome Year Year Area Addressed Indicator High Create and 2015 2019 Affordable Housing City Wide Provision CDBG Number of Maintain Homeless of City Rental Units Affordable Non-Homeless Affordable General Constructed Housing Special Needs Housing Fund (50 units) Units/Units Occupied by Number of low-Moderate ownership income and/or Units Deed presumed Restricted (5 benefit units) populations Number of Housing units Receiving Repairs or ADA improvements that promote ADA accessibility, architectural barrier removal and other modification and improvements that increase the supply of housing suitable for all ages and abilities (15 units) City of Ashland Housing Market Analysis 99 High Support 2015 2019 Homeless City Wide CDBG Rental/Security Services for Special Needs City Deposit Homelessness General Assistance to outreach, Fund prevent or prevention alleviate and transition homelessness (100 households) Outreach/Direct Services to Homeless Populations (500 households) High Support 2015 2019 Homeless City Wide CDBG Number of housing and Special Needs City beneficiaries services for General with increased peoples with Fund or improved special needs. access to (Peoples with housing special needs opportunities include the (10 elderly, the households) frail elderly, persons with Number of developmental beneficiaries disabilities, receiving new persons with or improved physical access to disabilities, supportive persons with services that severe mental improve health, illness, person safety, general with alcohol or welfare and/or drug self reliance (25 dependence, people) persons with HIV/AIDS) City of Ashland Housing Market Analysis 100 Low Improve safety 2015 2019 Community City Wide CDBG Number of and access in Development/Public Qualified City newly installed neighborhoods Facilities Census General or improved and areas Improvements Block Fund wheelchair throughout Groups ramps(15) the City Linear feed of sidewalk completed in qualified low income census block groups (500 LF) Low Improve 2015 2019 Public Facilities City Wide CDBG Number of Transportation Improvements Qualified City beneficiaries Options for Homeless Census General with new or low-income Non-homeless Block Fund improved and special Special Needs Groups access to needs transportation populations resources (25 persons) Medium Support 2015 2019 Homeless City Wide CDBG Number of Economic Non-Homeless City beneficiaries Development Special Needs General with new or activities that Low-, Moderate Fund improved income Households access to job assist in training or reducing employment poverty among related low-, education, moderate- training, income and services, or special needs opportunities (20 persons) populations Table 62- Goals Summary Goal Descriptions Housing Goals: Access to Housing units that are affordable suitable to low-, and moderate-income and special needs households continues to be the most pressing problem identified through the consolidated planning process. Consequently the City is continuing to identify the goal of developing and maintaining affordable housing as the highest priority use of CDBG funds. Furthermore, in recognition of the City's aging population the City would has also included the priority of funding to projects and activities which provide and/or incentivize remodeling and rehabilitation to new and existing owner and rental properties that promote ADA accessibility, architectural barrier removal and City of Ashland Housing Market Analysis 101 other modification and improvements that increase the supply of housing suitable for all ages and abilities. Homeless Goals: As in prior consolidated plan iterations, the City continues to struggle with providing resources and services to assist those populations experiencing housing instability and homelessness. Goals set in the 2010-2014 Consolidated Plan were met and exceeded each program year, yet the issues and problems of homelessness continue to persist within the community. The City, partner agencies, and community volunteers have made huge strides in creating more resources and better access to existing resources for homeless and at-risk populations, but these efforts must be continued and expanded in order to meet the continuing need. Consequently the City is continuing the high priority designation of activities which provide resources or service to homeless populations. Special Needs Goals: The City has utilized CDBG funding to support a variety of activities to support special needs populations. The inclusion of diversity of incomes, ethnicities and abilities makes the community stronger, and the City of Ashland wants to maintain that tradition of inclusion. Prioritizing the needs of special needs citizens will continue to be a priority for the use of CDBG funding over the next five year period. Public Infrastructure Goals: Citizen Input identified the need for increased ADA accessibility. Over the years the City has targeted CDBG and general fund resources to providing increased ADA access to City owned facilities and to public infrastructure. The City of Ashland values multi-modal transportation options and continues to prioritize activities which improve safety and access of public infrastructure for all Ashland residents. Economic Development Goals: In recognition of the intrinsic link between employment, housing stability and general wellbeing the City has identified the priority of services that assist and/or promote increased access to economic opportunities through job or work skills training, employment supports such as job search skills and work readiness training and access to micro-enterprise funding. Estimate the number of extremely low-income, low-income, and moderate-income families to whom the jurisdiction will provide affordable housing as defined by HOME 91.315(b)(2) The City of Ashland does not receive a direct allocation of HOME funds, consequently the City does not anticipate assisting any families by providing affordable housing as defined by HOME 91.315 (b)(2). City of Ashland Housing Market Analysis 102 SP-50 Public Housing Accessibility and Involvement - 91.215(c) Need to Increase the Number of Accessible Units (if Required by a Section 504 Voluntary Compliance Agreement) The Housing Authority of Jackson County is the Public Housing Authority that serves all of Jackson County. Currently HAJC does not own or operate any public housing units in Jackson County. Consequently no actions are needed to address that public housing. Activities to Increase Resident Involvements Not applicable. Is the public housing agency designated as troubled under 24 CFR part 902? No. Plan to remove the 'troubled' designation Not applicable. City of Ashland Housing Market Analysis 103 SP-55 Barriers to affordable housing - 91.215(h) Barriers to Affordable Housing The cost of housing in the City of Ashland has a major impact on the development, improvement, and maintained, of affordable housing. Similarly the high cost of housing and lack of affordable housing units increased the demand for affordable units and decreases the availability of the existing units. In the past five years the City has worked to create policies and incentives that encourage and support the development and retention of affordable units. In 2012 the City of Ashland completed a Housing Needs Analysis to identify housing needs and to assist the city in developing a comprehensive affordable housing strategy based on those identified needs. Among the many issues that are affected by public policies identified by the analysis were; • High Cost of Land in Ashland • A relatively small inventory of land zoned for multi-family housing • Condominium Conversions Strategy to Remove or Ameliorate the Barriers to Affordable Housing The City of Ashland has been working to increase the City's affordable housing stock for a number of years. In that time many efforts have been made toward that end. Housing and Human Services Commission In 1996, the City established a commission to focus specifically on issues of housing. The Ashland Housing Commission was tasked with encouraging housing that is available and affordable to a wider range of city residents, to enhancing cooperation between the public and private sectors, to encouraging financial entities to support housing programs in the city, and to coordinating housing and supportive services programs. In 2014 the Ashland City Council created a new commission, the Housing and Human Services Commission, in recognition that housing issues and human service issues are often intertwined. The Housing and Human Services Commission continues the mission and goals of the Housing Commission, but also oversees the broader continuum of housing and service needs for vulnerable and at-risk populations, such as homeless and special needs populations, and must consider the service needs of such populations along with and in relation to their housing needs. These duties and goals bring the Housing and Human Services Commission in better alignment with the CDBG program. Land Use Regulations Several land use regulations have been amended or created to promote the development and retention of affordable housing types. Examples of this are the Annexation and Zone change ordinances which require a percentage of affordable housing be provided for developments which are seeking to become annexed into the city or which are requesting a zone change to a higher density to facilitate the City of Ashland Housing Market Analysis 104 development. Similarly, the Condominium conversion which was amended in 2007 requires that a percentage of units in a multi-family property be designated as affordable if certain circumstances apply. Potential approaches that have been identified to help ameliorate barriers to affordable housing are listed below; • Increase the land supply • Consider restriction uses in certain zones to apartments • Encourage more affordable single-family housing types-like small housing on small lots • Make more land available for manufactured housing • Develop more government-assisted housing. • Reduce development fees for low-income projects. • Consider incentives to promote housing over commercial developments City of Ashland Housing Market Analysis 105 SP-60 Homelessness Strategy - 91.215(d) Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs The Jackson County Homeless Task Force (HTF) is the coordinating body for planning and coordinating homeless activities throughout Jackson County. Access is the lead agency for the HM IS system and the Continuum of Care grant application. In 2009 Jackson County's board of Commissioners adopted the 10 year plan to end homelessness, a strategic plan to comprehensively address homelessness on a regional level that was developed by the HTF. Outreach activities such as the annual project community connect event and the point in time homeless count are planned and coordinated by the HTF. Addressing the emergency and transitional housing needs of homeless persons Strategies 5 and 6 of the 10 year plan to end homelessness address the ongoing need for the development of emergency and transitional housing capacity throughout Jackson County. Strategy 5: Develop and increase sustainable emergency and transitional shelter and permanent, supportive housing options for youth and other vulnerable populations as they emerge. Strategy 6: Develop an ongoing community campaign that highlights emerging issues in the continuum of homelessness. To this end the County had developed a shelter for homeless youth and has increased the availability of permanent supportive housing. However, the county still lacks the capacity to meet the needs fo the homeless community. The HTF continues to address these needs and coordinate services to develop more resources. Similarly, within the City of Ashland efforts to develop emergency shelter and transitional housing for homeless and special needs populations are ongoing. Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again. The City has prioritized the use of CDBG funds to support activities which promote the transition from homelessness to housing stability in a variety of ways including; providing more affordable housing to alleviate housing cost burden which can lead to housing instability. The provision of services such as employment supports and life skills training to promote employment opportunities and to help ease the transition from homelessness to stably housed for chronically homeless populations or populations with special needs and/or mental illness. Help low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families who are likely to become homeless after being City of Ashland Housing Market Analysis 106 discharged from a publicly funded institution or system of care, or who are receiving assistance from public and private agencies that address housing, health, social services, employment, education or youth needs The City coordinates with many community partners and service provider to ensure a smooth transition from institutional settings to housing within the community. Likewise it is a strategy of the ten year plan to provide case management and discharge planning for those transitioning back to the community. Similarly the City has allocated CDBG funding in prior years to activities which promote housing stability for low-income and at risk populations to avoid homelessness. The City has identified a goal and an outcome for the continued use of program funds to aid in efforts to avoid homelessness. City of Ashland Housing Market Analysis 107 SP-65 Lead based paint Hazards - 91.215(i) Actions to address LBP hazards and increase access to housing without LBP hazards The primary actions the City uses to address LBP hazards in buildings built prior to 1979, and to increase access to housing units that are free of LPB hazards will be the delivery of housing rehabilitation loans and grants, including energy efficiency activities. These activities will be carried out in accordance with state and federal regulations as they relate to LBP. When the opportunity arises the City will provide education and outreach activities to inform program participants and the public in general about potential health impacts of lead-based paint, and about how to best prevent them. How are the actions listed above related to the extent of lead poisoning and hazards? The age of the housing unit is a leading indicator of the presence of lead hazard, along with building maintenance. Lead was banned from residential paint in 1978. Of the 10,319 total housing units in the City of Ashland 68% (7,000) were built prior to 1980. The 1999 national survey found that 67% of housing built before 1940 had significant LBP hazards. This declined to 51% of houses built between 1940 and 1959, 10% of houses built between 1960 and 1977 and just 1% after that.13 Based on those estimates, over 3,300 homes pose potential lead-based paint hazards in Ashland. However, the Clickner study also noted that there were regional differences in the probability of a hazard; the risk was more prevalent on the east coast (43%) than on the west coast (19%). Potential Lead-Based Paint (LBP) Hazards in Ashland Date Built Total Units Potential Hazards % Number Before 1940 1,385 67% 928 1940-1959 11528 51% 779 1960-1979 2,840 10% 284 1980-2000 3,318 1% 33 2000-2004 940 1% 9 After2005 406 1% 4 Total 2,037 Table 63-LBP Sources: U.S Census; American Community Survey. Clickner, et al. 13 Clickner, R. et al. (2001) National Survey of lead and Allergens in Housing, Final Report, Volume 1: Analysis of Lead Hazards. Report Office of Lead Hazard Control, US Department of Housing And Urban Development. City of Ashland Housing Market Analysis 108 Using the above percentages of potential hazards by date of construction and then applying the CHAS table for percentages of low and moderate income households by tenure, it is estimated that 634 low and moderate income renter households and 218 low and moderate income owner households are residing in units which pose a potential lead contamination hazard. How are the actions listed above integrated into housing policies and procedures? The Housing Authority of Jackson County has several lead-based paint risk assessors and inspectors on staff. The Housing Authority periodically hosts the "Working Safe with Lead" training that certifies contractors in lead safe work practices by teaching them how to reduce the risk of hazards to the workers and to occupants by mitigating contamination by lead dust and construction debris. The Housing Authority and the U.S. Department of Agriculture's Rural Development offer Housing Rehabilitation and Repair programs to homeowners in the City of Ashland, both of these programs work to mitigate or abate lead hazards when completing needed home repairs and offer the participants the pamphlet "Lead hazards in you home". All of these programs work to educate the community about the health hazards that lead contamination pose to children and pregnant women. The City of Ashland will review all projects funded with CDBG dollars to determine if the lead-based paint regulations apply. Prior to the execution of a subrecipient agreement, City staff will inform participants of projects covered by the regulation of their responsibilities and work with the subrecipient to ensure compliance. City of Ashland Housing Market Analysis 109 SP-70 Anti-Poverty Strategy - 91.215(j) Jurisdiction Goals, Programs and Policies for reducing the number of Poverty-Level Families The Housing and Community Development Act of 1992 requires communities to include in their Consolidated Plan a description of an anti-poverty strategy. This strategy takes into consideration factors over which the City has control. The City of Ashland has limited resources for addressing the issues involved in reducing poverty and improving the self-sufficiency of low-income residents. Affordable housing is one of the factors directly related to poverty that the City of Ashland does have some ability to influence. In addition, the City supports housing, social service, and economic development programs targeted at the continuum of care needs of the homeless. The City has identified several goals in the five year strategic plan to reduce the number of families and individuals in poverty within the City of Ashland. The City has prioritized activities that; support organizations that provide job training and access to employment, promote and support activities within the community, that improve or provide access to economic opportunities for extremely low- and low-income residents, and the development, maintenance, and retention of affordable housing units targeted to the lowest incomes, as well as support services that integrates elements of life skills training, employment training, and other benefits that promote self sufficiency. Individual Development Account Programs The City also supports programs that assist individuals living at or below the poverty level in building, such as Individual Development Accounts (IDA's) that promote homeownership, further education, and promote micro-enterprise. The Housing Authority of Jackson County's Family Self-Sufficiency Program offers an IDA program to individuals and families who reside in public housing and/or receive Section 8/Housing Choice Voucher assistance. Rogue Valley Community Development Corporation and the Southern Oregon Housing Resource Center also offer IDA programs to promote the self-sufficiency of area clients through building financial assets and fostering economic opportunity. HAJC The City has prioritized support for activities undertaken by the Housing Authority of Jackson County (HAJC). Activities undertaken by HAJC, often incorporate benefits that promote self-sufficiency, such as the Family Self sufficiency program listed above. Similarly, housing authority developments offer such assistance benefits as computer classes, resource referrals, and in some instances free or reduced memberships to the local YMCA. City of Ashland Living Wage Ordinance The City adopted a Living Wage Ordinance in 2001 that stipulated that all employees, contractors, or recipients of city grants or funds must meet minimum living wage requirements adjusted annually to the Consumer Price Index. The Living wage ordinance continues to provide the benefits of a higher wage scale for all people working to provide the City with services, or working on City funded projects. The City of Ashland recently added the position of Economic Development coordinator to increase the City of Ashland Housing Market Analysis 110 number of living wage jobs located within the city by promoting the expansion, retention and relocation of local and national businesses. Ashland Low-Income Energy Assistance Program (ALIEAP) As the City of Ashland owns and operates the Electric Utility, the City is in the unique position to assist very-low income households in meeting their energy needs, specifically during the winter months when energy costs and use are highest. To this end the City targets assistance to Low-income Ashland utility customers who need help to pay their heating bills over the course of each winter. Applicants must have an active electric utility account with the City and the Applicant's household income may not exceed 12S% of the Federal Poverty Guidelines. On average the City provides assistance to between 300 and 400 extremely low-, low- and moderate-income individuals annually, providing over $100,000 in assistance out of the General funds. Similarly the City provides utility discounts to seniors and the disabled, assisting approximately 100 special needs residents annually with nearly $30,000 in savings. How are the Jurisdiction poverty reducing goals, programs, and policies coordinated with this affordable housing plan The City works to support and coordinate with community partners toward poverty reduction. The City supports a staff person within the planning department that offers resource referrals to assist residents with a variety of housing and service needs. The City has an economic development department and an economic development plan with the goals of increasing employment opportunities and wages within Ashland. The goals of the 2015-2019 Consolidated work in concert with these goals in supporting economic development. City of Ashland Housing Market Analysis 111 SP-80 Monitoring - 91.230 Describe the standards and procedures that the jurisdiction will use to monitor activities carried out in furtherance of the plan and will use to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements The Community Development Block Grant (CDBG) program requires that recipients of federal funds are monitored to provide information about the program effectiveness, management efficiency, as well as identifying instances of fraud, waste, and abuse. To this end the City shall conduct a Risk Analysis to estimate the level of risk associated with each project. This analysis will allow the City to best allocate limited staff time to regularly monitor subrecipients. Participants in the CDBG program will be rated and a "risk profile" is to be established to summarize specific risks associated with a subrecipient or particular project, as well as establishing the monitoring objectives. The HUD Monitoring Desk Guide, Policies and Procedures for Program Oversight is a guide produced by the Department of Housing and Urban Development provides the basis for the City's monitoring practices. This document, and the following outlined procedures, provides the methodology for conducting on-site and desk reviews of activities to ensure they are carried out in compliance with CDBG requirements. The evaluation criteria to be applied in evaluating the potential of risk include the following; • Financial management: The extent to which program participants account for and manage financial resources in accordance with approved financial management standards. Additionally this criterion relates to the amount of potential monetary exposure to the City, and the Department of Housing and Urban Development. Analysis to include assessment of: - Amount of current/total funding obligated and/or expended - Audits and/or Investigations - Staff experience with CDBG - History of performance • Physical asset maintenance and operation: The extent to which HUD-funded physical assets are maintained and operated. Analysis to include assessment of: - History of Performance - Condition of HUD funded physical assets - Use of facilities or physical assets in conformance with CDBG regulations • Management: The extent which the program participant has the administrative capacity to carry out CDBG requirements. Analysis to include assessment of: - Experience level of Key staff particularly as it relates to CDBG funded activities - Program History including performance indicators - Reporting consistency • Satisfaction: Extent to which clients express satisfaction or dissatisfaction with the delivery of the program services. Analysis to include assessment of: - Types of program activities City of Ashland Housing Market Analysis 112 - Complaints or compliments received • Services: Extent to which HUD program participants effectively and efficiently deliver services to the intended beneficiaries/clientele. Analysis to include assessment of: Types of program activities - Accomplishments - Timeliness Project development including timing benchmarks The City shall review each CDBG activity and rank the subrecipients risk factor by assigning recommended points for each of the rating criteria on the form provided. The designated points on the rating form are established to prove a means of quantifying a Risk Factor and are useful as tool in determining the extent of monitoring for a given activity. Other factors, as deemed relevant by the City of Ashland, can be used in establishing a higher or lower risk factor than the numerical rating system. In the event City Staff changes a risk factor, a detailed explanation will be provided justifying the modification. A Risk Analysis shall be conducted yearly for each activity funded in whole, or in part, with CDBG funds. Upon completion of the risk analysis an annual monitoring strategy will be developed. This strategy will outline the number of program participants that will be monitored during the fiscal year, the monitoring approach (comprehensive vs. focused and on-site vs. remote), and the timeframes within which monitoring should be completed, and a determination of which programs or participants provide the most significant risk. The monitoring approach for each participant is dependent upon the nature of risk, the type of project, and the relative ability to collect the pertinent information. 5 Year Strategic Monitoring Response: Each Community Development Block Grant (CDBG) Program Year the City reviews each CDBG activity that was underway and ranks the sub-recipient's risk factors by assigning points for each of the rating criteria. The designated points on the rating form are established to prove a means of quantifying a Risk Factor and are useful as tools in determining the extent of monitoring for a given activity. Other factors, as deemed relevant by the City of Ashland, can be used in establishing a higher or lower risk factor than the numerical rating system. A CDBG monitoring visit may consist of an on-site monitoring or a desk monitoring. All CDBG grantees will be monitored once prior to a contract being administratively closed. The areas monitored may include: The CDBG staff objectives for monitoring are to determine if grantees are: • Carrying out their CDBG-funded activities as described in their contracts (as modified or amended); • Carrying out the program or project in a timely manner in accordance with the scheduled included in the CDBG contract; • Charging costs to the program or project which are eligible under applicable regulations; • Complying with other applicable laws, regulations and terms of the CDBG contract; City of Ashland Housing Market Analysis 113 • Conducting the program in a manner which minimizes the opportunity for fraud, waste and mismanagement; and • Have a continuing capacity to carry out the approved program or project. • Overall management system, record keeping and progress in activities. When a grantee is found to be out of compliance, CDBG staff will identify a specific period of time in which compliance should be achieved. Usually the grantee will have 30 days to correct deficiencies. Copies of supporting documentation demonstrating that corrective action has been taken will be required. Additional time for corrective action may be allowed on a case by case basis. Failure by the grantee to correct deficiencies may result in funds being withheld and possible restrictions on future grants. City of Ashland Housing Market Analysis 114 Appendix December 5, 2014 Outreach Event Comments Received (in person and by mail) - "Funding the Ashland Community Resource Center (ACRC) , which assists the most vulnerable community members with housing, jobs, computer access, and guidance to appropriate service providers." - "Love the idea of job creation for simple service positions, yard work...." - "Continuation (funding) of the Resource Center." - (Primary Housing Issue in Ashland is) Inadequate supply of housing for rent for seniors - Cohousing/Share" - "Thank you for the work you do." - "Cool Projects!!" - "More Public Transportation" - "Yearly fund to provide transportation I.E. Bus Ticket to homeless population wanting to return home to family and/or friends, must be verifiable through ACRC - "Very difficult to choose since all are so important outreach such as this meeting are really important in letting the general public know both where CDBG money is being directed and informing people in general about what the issues are and which organizations are doing what. Get more publicity out about ways the "non-needy" public can be involved in helping (I.E. sweat equity, participation, help for elderly services, etc.) - "The city should fund ACRC programs that protect the most vulnerable among us by providing jobs, computer lab, housing and rental assistance as well as connections with referrals to other service providers. ACRC is an excellent investment because it attracts other public agencies to help Ashland residents and leverage the City's dollars." - "(Land) tends to be in isolation areas away from services" -Legislation requiring new construction to include low income % of tenants for mixed use. -Wheelchairs, walker w/wheels, blind, baby buggies need access -Push button light at Albertson's crosswalk sign to alert drivers of those crossing from YMCA or Donald Lewis Retirement Center like those across from SOU. Drivers go too fast not paying attn. The bus stop is located there with many students of RCC & employees early/late. - Valley Lift is very restricting -Covered Bus Shelters with Ballot measure failure revised service will mean longer waits especially critical shelter at route far end [of town] Bi-mart/Tolman Creek - (Services for Senior citizens or persons with disabilities) including cognitive disabilities and physical, age related or physiological not just wheelchair confined. -Counseling limited to those w/$ in Ashland. OHP sends all to Medford behavioral center limited staff, limited expertise mostly for extreme cases that requite medication. -Landlords and tenant both often misinformed (of fair housing rights.) -With bus cut backs of routes & times and this area at the far end of service, pushing for RVTD to reinstall missing bus route signs at the church on Siskiyou before Safeway and the one near Shop-n-Kart drive entrance on Ashland St would help drivers, regular riders and visitors to Ashland Recognize bus stop on Ashland Street to be placed at the Sherwin Williams side of Shop-n-Kart drive. It is well lit at night has a bench and no ice accumulates. Transients congregate at the alternative spot by the Allergy Clinic. Very creepy. -S[outh] Ashland residents between Tolman Creek & Clay/Main & Ashland S[treet] have logistic challenges created by lack of bus route access & lack of through street access for pedestrians or cyclists and especially those using walkers or wheelchair or other mobility issues, the main bike/walk path is not accessible due to railroad tracks and fencing design upgrading this where Clay streets the overpass, redesigned as on streets that cross tracks to a leveled design would allow safe access for students of Walker (Elementary) and the Middle School living here, those to use the path to access the growers market or science works, or City commission meetings, The Grove, etc. The present limited roundabout route residents in this S[outh]. Ashland quadrant have to take using sidewalks requires using Clay St (limited finished walks) up around an "S" curve up a slope to meet Ashland St. over to the light at Tolman Creek to cross at the light and then walk, ride , manage a wheelchair or walker across the overpass to access shopping centers on the south side to see a movies or the social service office: alternately stay on the north side of Ashland St to cross over the overpass hill to access the walking/bike path past the cemetery- mobility devices have limited power and limited range depending on battery capacity. Conversely, those living outside this quadrant that want to access the YMCA (families, grade school, middle school kids) have just as difficult time using the bike/walk path to reach it easily. Please research the individual entities in charge of the bike/walk path and the railroad right of way to consider the costs and legislation that might be necessary. Letter Submitted: December 12, 2014 To whom it may concern, First, I want to express my respect and gratitude that you would take it upon yourselves to seek out advice and input from the public. It is a commendable action on your part and I appreciate it. I've attached this short note to your request for feedback on the use of CDBG funds over the next five years to elaborate on a specific selection I made on your input sheet. As you may have noted, among the items I checked off as important to me, was the following: "ADA accessibility improvements to sidewalks and crosswalks (Wheelchair ramps and/or audible signals)". This is an important issue in my life since I am wheelchair bound and enjoy getting out and about in our beautiful city. But there are barriers. I wish to make a specific suggestion that would benefit not only those of us in wheelchairs, but will also address a serious safety issue that endangers bicyclists, runners and even pedestrians. There is a small overpass on Ashland Street just west of lower Clay St. Beneath the overpass where the railroad tracks run there is also a path which runs essentially parallel to Ashland Street. It is peaceful and pretty. I live nearby in the Snowberry Brook Apartments off Clay Street on Villard St. Unfortunately there is a barrier that prevents me from using the path. Approximately 100 yards before Clay St. meets Ashland St. the trail begins at the southeast corner of Wingspread Mobile Home Park. Within twenty five yards railroad tracks cross the path and present a barrier that prevents me from moving any farther. Unlike other locations there is no ramp on either side of the tracks that would allow me to rise to the appropriate level and continue on the elevated insert to the other side where I would then take a ramp back down to the path. The railroad tracks are an effective blockade for all of us in wheelchairs, or those with strollers or carts who could otherwise use this path since it is hard packed dirt and wide enough to be safe for traffic in both directions. My inability to take advantage of this nice path is one thing. But beyond my inconvenience there is a very real safety issue. The lack of a ramp is a danger to bicyclists, pedestrians and joggers whenever the light is low or they are distracted. They could suddenly hit the tracks which are at least eight inches above the path. There is no warning whatsoever that the tracks are there. In essence, what is an inconvenience to me is a genuine danger to bicyclists, runners and pedestrians. Installing the appropriated riser, insert between rails, and second riser on the opposite side will meet ADA requirements and could even save a life one day. This is what I would like to see addressed first and foremost. I might also point out that this might require minimal financial contribution from the CDBG funds as the owner of the tracks might be eager to build a good ramp if they were notified of the inconvenience and danger presently posed by the exposed tracks as they cross the path. Respectfully and gratefully yours Ted Hicks Community Needs Survey SurveyMonkey ° Are you completed this survey as an interested citizen? (as opposed to an agency or organization) Yes No 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Answer Choices Responses Yes 30.77% 4 No 69.23% 9 Total 13 Do you have a service location in Ashland? Yes No 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Answer Choices Responses Yes 60.00% 6 No 40.00% 4 Total 10 1/8 Community Needs Survey SurveyMonkey Housing for Person with Special Needs Assisted Living Housing for Persons with... Housing Persons with... Housing for Persons with.,. Housing for Persons with.,. 0 1 2 3 4 5 6 7 8 9 10 Very Low Low Moderate High Critical Total Weighted Need Need Need Need Need Average Assisted Living 0.00% 20.00% 50.00% 20.00% 10.00% 0 2 5 2 1 10 3.20 Housing for Persons with HIV/AIDS 10.00% 30.00% 60.00% 0.00% 0.00% 1 3 6 0 0 10 2.50 Housing Persons with Alcohol/Drug Addiction 10.00% 10.00% 40.00% 40.00% 0.00% 1 1 4 4 0 10 3.10 Housing for Persons with 0.00% 0.00% 30.00% 70.00% 0.00% Developmental Disabilities 0 0 3 7 0 10 3.70 Housing for Persons with Mental Illness 0.00% 10.00% 20.00% 10.00% 60.00% 0 1 2 1 6 10 4.20 Affordable Rental Housing Needs Answered: 10 2/8 Community Needs Survey SurveyMonkey Rehabilitation Assistance Affordable New Construction Section 8 Rental... Preservation of Existing... Energy Efficiency... Lead-Based Paint... Rental Housing for the Elderly Rental Housing for the... Rental Housing for Single... Rental Housing for Small... Rental Housing for Large... Rental Housing for Extremel... Rental Housing for Low-Inco... Rental Housing for... 0 1 2 3 4 5 6 7 8 9 10 Very Low Low Moderate High Critical Total Weighted Need Need Need Need Need Average Rehabilitation Assistance 0.00% 11.11% 77.78% 0.00% 11.11% 0 1 7 0 1 9 3.11 Affordable New Construction 0.00% 0.00% 20.00% 40.00% 40.00% 0 0 2 4 4 10 4.20 Section 8 Rental Assistance 0.00% 0.00% 30.00% 30.00% 40.00% 0 0 3 3 4 10 4.10 Preservation of Existing Affordable Rental Units 0.00% 0.00% 10.00% 30.00% 60.00% 0 0 1 3 6 10 4.50 Energy Efficiency Improvements 0.00% 10.00% 50.00% 30.00% 10.00% 0 1 5 3 1 10 3.40 3/8 Community Needs Survey SurveyMonkey Lead-Based Paint Screening/Abatement 0.00% 44,44% 33.33% 22.22% 0.00% 0 4 3 2 0 9 2.78 Rental Housing for the Elderly 0.00% 0.00% 20.00% 50.00% 30.00% 0 0 2 5 3 10 4.10 Rental Housing for the Disabled 0.00% 0.00% 40.00% 50.00% 10.00% 0 0 4 5 1 10 3.70 Rental Housing for Single Persons 0.00% 0.00% 60.00% 20.00% 20.00% 0 0 6 2 2 10 3.60 Rental Housing for Small Families (2-4 0.00% 0.00% 30.00% 50.00% 20.00% Persons) 0 0 3 5 2 10 3.90 Rental Housing for Large Families (5 or more 0.00% 10.00% 20.00% 60.00% 10.00% Persons) 0 1 2 6 1 10 3.70 Rental Housing for Extremely Low Income 0.00% 0.00% 20.00% 10.00% 70.00% Families 0 0 2 1 7 10 4.50 Rental Housing for Low-Income Families 0.00% 0.00% 0.00% 50.00% 50.00% 0 0 0 5 5 10 4.50 Rental Housing for Moderate-Income Families 0-00% 0,00°/ 30.00% 50.00% 20.00% 0 0 3 5 2 10 3.90 Home Ownership Needs a Down PaymentlClos... Rehabilitation Assistance Ownership Opportunitie.., Ownership Opportunitie.., 0 1 2 3 4 5 6 7 8 9 10 Very Low Low Moderate High Critical Total Weighted Need Need Need Need Need Average Down Payment/Closing Cost Assistance 0,00% 10.00% 60.00% 30.00% 0.00% 0 1 6 3 0 10 3.20 Rehabilitation Assistance 0.00% 30.00% 50.00% 10.00% 10.00% 0 3 5 1 1 10 3.00 Ownership Opportunities for Low-Income 0.00% 20.00% 20.00% 40,00% 20.00% Families 0 2 2 4 2 10 3.60 4/8 Community Needs Survey SurveyMonkey Ownership Opportunities for Moderate-Income 0.00% 0.00% 30.00% 60.00% 10.00% Families 0 0 3 6 1 10 3.80 Fair Housing Concerns Answert'd. 10 Skipped:3 Fair Housing Eduction f Fair Housing Advocates Issues of Housing... 0 1 2 3 4 5 6 7 8 9 10 Very Low Need Low Need Moderate Need High Need Critical Need Total Weighted Average Fair Housing Eduction 0.00% 30.00% 30.00% 30.00% 10.00% 0 3 3 3 1 10 3.20 Fair Housing Advocates 0.00% 30.00% 20.00% 40.00% 10.00% 0 3 2 4 1 10 3.30 Issues of Housing Discrimination 0.00% 20.00% 30.00% 30.00% 20.00% 0 2 3 3 2 10 3.50 Public Facilities Needs and Improvements Street Improvements Street Lightting Sidewalk Improvements r Public Beaufification Historic Preservation Downtown Revitalization Improved 5/8 Community Needs Survey SurveyMonkey Transit Options Green Development Senior Centers Youth Centers Crises Centers Rehabilitation Facilities Supportive Services for... Supportive Services for... Support Services for... Job Training for Homeless Case Management Substance Abuse Treatment Mental Health Care Physical Health Care Housing Placement Life Skills Training 0 1 2 3 4 5 6 7 8 9 10 Very Low Need Low Need Moderate Need High Need Critical Need Total Weighted Average Street Improvements 0.00% 20.00°% 70.00% 0.00% 10.00% 0 2 7 0 1 10 3.00 Street Lightting 0.00% 40.00% 60.00% 0.00% 0.00% 0 4 6 0 0 10 2.60 Sidewalk Improvements 0.00% 20.00% 60.00% 20.00% 0.00% 0 2 6 2 0 10 3.00 6/8 Community Needs Survey SurveyMonkey Public Beaufification 20.00% 40.00% 30,00% 10.00% 0.00% 2 4 3 1 0 10 2.30 Historic Preservation 0.00% 40.00% 50.00% 10,00% 0.00% 0 4 5 1 0 10 2.70 Downtown Revitalization 10,00% 40.00% 40.00% 0.00% 10,00% 1 4 4 0 1 10 2.60 Improved Transit Options 0.00% 0.00% 33.33% 11.11% 55.56% 0 0 3 1 5 9 4.22 Green Development 0.00% 0.00% 70.00% 10.00% 20.00% 0 0 7 1 2 10 3.50 Senior Centers 10.00% 10.00% 40.00% 20.00% 20.00% 1 1 4 2 2 10 3.30 Youth Centers 0.00% 10.00% 50.00% 20.00% 20.00% 0 1 5 2 2 10 3.50 Crises Centers 0.00% 10.00% 40.00% 20.00% 30.00% 0 1 4 2 3 10 3.70 Rehabilitation Facilities 0.00% 40.00% 40.00% 10.00% 10.00% 0 4 4 1 1 10 2.90 Supportive Services for Men 0.00% 20.00% 50.00% 20.00% 10.00% 0 2 5 2 1 10 3.20 Supportive Services for Women 0.00% 0.00% 50.00% 40.00% 10.00% 0 0 5 4 1 10 3.60 Support Services for Youth 0.00% 0.00% 30.00% 60.00% 10.00% 0 0 3 6 1 10 3.80 Job Training for Homeless 0.00% 10.00% 40.00% 30.00% 20.00% 0 1 4 3 2 10 3.60 Case Management 0.00% 20.00% 10.00% 50.00% 20.00% 0 2 1 5 2 10 3.70 Substance Abuse Treatment 0.00% 10.00% 20.00% 60.00% 10.00% 0 1 2 6 1 10 3.70 Mental Health Care 0.00% 0.00% 30.00% 0.00% 70.00% 0 0 3 0 7 10 4.40 Physical Health Care 0.00% 20.00% 50.00% 30.00% 0.00% 0 2 5 3 0 10 3.10 Housing Placement 0.00% 30.00% 40.00% 20.00% 10.00% 0 3 4 2 1 10 3.10 Life Skills Training 0.00% 10.00% 50.00% 30.00% 10.00% 0 1 5 3 1 10 3.40 Please provide us with a list of your opinions on unmet service needs or gaps in your community. 5 8 Q1 Additional Comments, Concerns or Suggestions 7/8 Community Needs Survey SurveyMonkey Organization/Agency Contact Information (Optional) Answer Choices Responses Contact Person 75.00% 3 Name of Organization/Agency 100.00°% 4 Address 100.00% 4 Address 2 25.00% 1 City(Town 100.00% 4 State/Province 100.00% 4 ZIP/Postal Code 100.00% 4 Country 100.00% 4 Email Address/N/ebsite 50.00% 2 Phone Number 75.00% 3 8/8 .n~ .n , 4P r, my w sN ~ M mU Y c} M tN'a t..} D5 C1✓ ~j 0 go 40 A ~V q 10 rr~~" ► }N OI NN ~N v m L1 (6 co o MN s mY~ 3 ® v la • my s° m O mJ r r v G c6 ~ ~ tJ ~ ' s f V ! Irv N ♦ ; t i . { ♦ j 1 1 MP:~I ® mYU J O> r' ~ fG OF 1 I~ w my N WEBB YTNq U s MN J s ~ O r C O V 01 n 01 O O O O co } O O O O ct O J N Nk,4 in 4,% U° u ul O M~ mU Q O O O O 7D U my _ v Q CD CD CD CD C O O O (D m WO O & u N N p r M d U, O (6 6R Ef} Efl EST to Q m U II II Cla) C = - ~i J!J CV - M ; miH L BMW NMI N v® u ~ VU .7 J N mU V 3 0 O LU mU Mom / m U CO o o \ CD 't O O c~ N U O co~ N to h z o 0 0 r c O N Ln Q u ~ U ~ s , c~c~ CJ CITY OF ASHLAND Ashland Housing and Human Services Commission Draft Minutes April 2, 2015 CALL TO ORDER Acting Chair Coriann called the meeting to order at 4:45 pm in the Civic Center Council Chambers 1175 E. Main Street, Ashland OR 97520. Commissioners Present: Council Liaison Coriann Matthews (Acting Chair) Pam Marsh Heidi Parker Regina Ayars SOU Liaison Sue Crader Vacant Rich Rohde Connie Saldana Staff Present: Gina DuQuenne Linda Reid, Housing Specialist Leslie Gore, Housing Program Assistant Commissioners Absent: Joshua Boetti er Approval of Minutes Rohde/DuQuenne m/s to approve the minutes of the February 26, 2015 Housing and Human Services meeting. Voice Vote: All Ayes; Commissioner Connie Saldana abstained. Minutes were approved as presented. Public Forum No one was present to speak. Public Hearing on the draft 2015-2019 Consolidated Plan Housing Program Specialist Linda Reid reviewed the process of creating and the 5 year Consolidated Plan (CP) for the Community Development Block Grant (CDBG). Reid outlined pg. 99 of the CP, Goal Summary Information explaining the stated goals were similar to previous years. Reid reviewed the Commission Memo detailing the goals and measurable outcomes from the previous two CDBG rounds and the proposed goals for 2015-2019. She noted that the achieved goals where funded with both the CDBG funds and the City Social Services Grants. While the goals are substantially unchanged the categories have been streamlined because of the changes in Housing and Urban Development (HUD) reporting requirements. The high priority goals are: 1) Creation and maintenance of affordable housing. 2) Supporting services for homelessness outreach prevention and transition. 3) Supporting housing and services for peoples with special needs. The low priorities are: 1) Improve safety and access in neighborhoods and areas throughout the City. 2) Improve transportation options for low-income and special needs populations. The medium priority goal is Support Economic Development activities that assist in reducing poverty among low- moderate-income and special needs populations. These are catch-all all categories that include a broad range of support services. Reid asked for questions from the commission: Commissioner Parker asked about the process for the Social Services Grants ( SSG). Reid clarified that the SSG were included in the CDBG reporting because the City funds were used in achieving the outcomes because the CDBG funds were insufficient to have enough of an impact on identified goal outcomes. Commissioner Matthews inquired about the amount that could be awarded to social services from the CDBG. Reid explained that it was 15% of the entire allocation for the year, ($165,550) a total of $24,832. Commissioner Ayars inquired as to source of the reported numbers for the goal "assistance to homeless and at risk populations". Reid explained that the proposed numerical goals for the next five year period were based on the previously achieved goal outcomes over a five year period. She said the 414 people reported in the 2005-2009 CP period included people who were served by ICCA [recorders note: Interfaith Care Community of Ashland], the number was short of goal because ICCA stopped serving the Ashland community. The next five year plan 2010-2014 set the new goal of 750, which included individuals served through staff activities with the Homeless Task Force and Project Community Connect event, and Maslow Project, St Vincent de Paul and the more recently the Community Resource Center. These combined activities have lead to a much larger outcome of 2,765 individuals receiving assistance. Moving forward this category has been superseded by a new category; Support services for homeless outreach, prevention and transition. Ayars questioned the ambitious goal, articulated on pg 99, of building of 50 rental units over the next five year period. Reid said that 50 units was an ongoing goal satisfied in the last five years by the Snowberry Brook Development. It is known that the Housing Authority is looking at developing a project in the City in the near future. That development will probably not provide all 50 units but staff feels that it is important to continue to shoot for the optimistic goal of 50 units as housing is the greatest identified need within the City. Reid announced that the Consolidated Plan was on a very tight timeline and is scheduled to be submitted to HUD on May 4`h and therefore must be presented to the Council at the April 21St meeting. Commissioners Saldana/Ayars motioned and seconded approval of the Consolidated Plan. Voice Vote: All Ayes. Community Development Block Grant Applications Presentation Commissioners Ayars and Crader recused themselves from participating in the CDBG grant review and recommendation portion of the meeting. Maslow Project, Karen Phillips and Lacy Renae presenting: Providing wrap around services for homeless youth ages 0 to 21. Maslow served over 2000 individuals last year with the average age of 11. Maslow's activities have a focus of keeping kids in school. Nationally 87% homeless kids drop out of school and the graduation rate for homeless seniors is 25%. The graduation rate of students involved with Maslow staff last year was 51 % in Jackson County and 100% in Ashland. This year 100% of the Ashland high school seniors are on track for graduation with 62.5 (6 kids) on track to go to college, one student having received a full ride scholarship to Reed. 88% of the homeless kids that were case managed by Maslow did not dropout. Maslow has been providing services in Ashland since 2012, and requests a continuation of support for Ashland High School based case manager position at .6 FTE. Maslow is requesting $10,000, or 30% of Maslow's total program budget to provide an Ashland school district based case manager. The commissioners asked and received clarification on the following; 1) What the stated amount of staff expense $23,000 represented? .6 FTE. Which provides two days a week on site staff with additional phone coverage. 2) Could the work be done with the limited amount? Based on results the answer is yes, the work was getting done. 3) Did Maslow work with Community Works? Community Works no longer has a staff person in Ashland. 4) What was the outreach plan for the summer? Maslow would spend the same amount of time in Ashland during the summer as they do during the school year but at locations such as Uncle Foods Dinner, ACRC and Pioneer Hall. Maslow hopes to keep kids engaged in the summer. 5) How would the program be affected if the whole $10,000 request was not awarded? Maslow is committed to staying in Ashland, but there might be a reduction in hours. 6) Are you planning to apply for Social Service Grant as well? Yes. St. Vincent de Paul (SVDP), Rich Hansen and Charlotte Dorsey presenting: Mr. Hansen reviewed the achievements of the 2014 Grant of $19,000 which enabled SVDP to serve 21 Ashland Families, 26 adults and 10 children. On average SVDP used $900 of HUD funds per family they help. The request of $ 25,500 would help more that 26 Ashland families avoid homelessness and assist them in obtaining self sustaining housing. Hansen noted that rental deposit is a big deal for this community. SVDP sent $53,000 of their own funds on rent relief. In total SVDP spent over $141,000 in the Ashland home visitation program, making 800 home visits and assisting 1300 people. Of the $141,000 spent in Ashland approximately half came from the SVDP council in Medford and $30,000 from local donations, the grant is highly leveraged, and none of the funds go to salaries as all SVDP workers are volunteers. The commissioners asked and received clarification on the following; 1) Please explain the special needs funds from the United Congregational Church? The church has made a blanket statement of support and SVDP can draw on the fund when the needs exceed what the program guidelines can spend. Commissioner Rohde commented that he was impressed by SVDP's ability to get support from the community. 2) Do you plan to apply for the social service grant as well? Yes. Staff commented that security deposit assistance has been very valuable to the community and in the new Consolidated Plan it is a stand-alone priority. Mathews supported this statement saying people often lose their section 8 vouchers because they do not have the security deposit and they go back on a three year wait list. Staff announced that the State is currently doing outreach for its CDBG Consolidated Plan. The outreach meeting will be April 14" at the Access Olsrud Center. Ashland Supportive Housing, Tabitha Wolfe and Judy Beyer presenting: Ashland Supportive House (ASH) runs three group homes for development disabled adults and provides community outreach. ASH has been operating in Ashland since1982. ASH is requesting funds to update Linley House. The entire project cost is $130,000 and the request for CDBG funds is $99,000. The Linley House, established in 2005, is an age-in-place facility and as the residents have aged mobility issues have increased. The first project component is replacement of the cracked driveway, crumbling patio and adding a level walkway from the rear of the house. This component is $ 16,156. These improvements will allow residents to move safely in and out of the facility and provide an additional fire escape option. The second component would replace an existing non-permitted and nonconforming laundry room while expanding the existing living space. The total cost of this portion of the project is estimated at $55,844. The additional square footage would enable a larger pathway for residents to maneuver around the common areas. The current square footage is 1840 which would be increased to 2140. Living space would be increased from 485 to 755 by altering the laundry room. Blue prints are included in the grant application. These changes would improve natural light in the communal areas and access to the laundry facility. The third component of the project is installation of a solar power system at a proposed cost of $58,000. The current average monthly bill is $198.00. The solar system is expected to reduce the monthly bill by 83%. The commissioners asked and received clarification on the following; 1) The slope of the driveway will not change? The driveway will be resurfaced which will allow people in walkers to navigate, and the walkway will have a more gentle grade for additional ease of access to house. 2) How many individual live in the house? 5. 3) Will the number of individuals increase with these improvements? No, there is a limit of 5 bedrooms. The increased space will be in the communal areas. Additionally, the elimination of day services means the residents are in the home all the time. 4) What is the cost of the electricity? The average is $190 the savings would be 83%, saving $150 a month. 5) Is that total utilities? No, just electricity. 6) Why is it so high? There are five full time residents and 1 to 3 staff on site. Currently there is not a lot of natural light. We run light and heat pretty much 24 hours a day, bathe each resident once a day, and cook three meals a day for residents and staff. 7) Is the heat electric? No, gas. 8) Do you have a plan for the proposed savings? The saving would be used for small remodels, such as grab bars. 9) Recouping the cost of the project would be approximately 32 years? Confirmed. "not quick recovery". 10) Why, if the patio is only 10 years old it looks so terrible? The contractor went out of business a year after this was done. They will insure that the contractor they use will be established in the community and accessible if anything goes wrong. Staff commented that it was important that they were accommodating aging in place for special needs populations. Habitat for Humanity, Denise James and Dan Thomas presenting. Habitat in Ashland concentrates on repairs for low income people eliminating sub-standard housing. Habitat believes that it has not served Ashland as well as it could, especially as there has been a consistent donor base here. Habitat acknowledged a slow start to the program but are committed to serving Ashland better going forward. There are two types of repairs: Critical home repair program, and a small repair program called a Brush with Kindness. Next year they will include projects for mobile homes. Habitat has almost finished the first critical home repair and has completed 3 small repair projects. Habitat feels like their work stimulates renovation in the neighborhood as well as the specific home. Habitat believes a second year would establish trust in the program which has been missing, and feels that the outreach with community groups such as the local churches, Rotary, and the Senior Centers will help to bring in applicants in the second year. The commissioners asked and received clarification on the following; 1) How do you decide if the project a brush with kindness or a critical repair and how many projects can you do? We will continue to do projects as long as there is funding. It also depends on who applies. There have been a couple of project that have been cancelled because the home owner is afraid. What is the average loan repayment amount? With the Brush with Kindness Program the payment can be $15 a month and the Critical Repair at maximum of $100. It is a 0% interest loan on materials only. 2) How does the micro loan process work? The homeowner would apply and explain what they want. The income qualification is 30% to 60% of Family Median Income, homeowners must be current on their taxes and home owners insurance. If agreed to, the project will be completed at cost. Habitat holds the note until the payments are complete. 3) Does Ashland have a separate phone number? No, same number as the main office. 4) Is the interest 0% for everyone? Yes. 5) Does Habitat ever partner with anyone such as clean energy works? We work with every group we can find. 6) You guys are the great people that help the volunteers do the work. Yes, there is an orientation for volunteers and 1.5 FTE construction staff which supervisor the project. 7) What happens if the loan in not paid back? It depends but if it is for a significant critical repair Habitat would put a lean on the home that would stay until the transfer of the home. Staff asked if there were requested for ADA improvements? Yes projects include many aging-in-place upgrades. The commission had the following questions of staff. 1) Is it legal to ask clients to repay CDBG funds? Reid explained it was an established use for CDBG funds to provide 0% interest loans for housing rehabilitation. This activity would fall under the category of maintaining affordable housing stock. 2) Do the Davis-Bacon wage restrictions apply? Davis-Bacon does not apply to single unit rehab. Options for homeless residents of Ashland (OHRA), John Wieczorek and Leigh Madsen, presenting: OHRA serves homeless and very low income residents of Ashland. In February 2014 OHRA opened the Ashland Community Resource Center (ACRC) in a joint partnership between OHRA and ACCESS. The City of Ashland provided some seed money for operations in 2014-2015. During the first year of operation there were 3684 client visits, of these 600 first time clients, 347 homeless, 253 with homes, and 57 veterans. The ACRC has helped to house 21 families and assisted 14 people in securing employment. Services range from intensive job searches to simple use of the bathroom. ACRC has been more successful than expected and donations have increased from $2900 in 2013 to almost $35,000 in 2014. OHRA has been award over $20,000 in private foundation grants. With success has come the realization that the 2,200 sq ft location is inadequate. OHRA is proposing to buy the entire building at 572 Clover Lane going from approximately 2000 to 8000 sqft. The building is currently owned by the Masons. With the additional space ACRC would become a "one stop shop". It would also replace the cold weather shelters expanding the shelter to 7 nights a week. The shelter would be integrated with the other ACRC services. The budget is included in the proposal. The total project budget is $850,000, OHRA is asking for $260,000 of CDBG funds over a two year period. The Foundation intends to leverage other funds, including the Housing Trust Fund (HTF), a capital campaign drive and foundation grants. The City of Ashland request is a large request for funds however helping Ashland most venerable population is an important and stated goal of the City's. ACRC received $55,000 this year and spent $90,000 doubling money for services. The need is huge. Transportation is a big issue for homeless people and ACRC has a minimum of 12 major agencies bringing services to the ACRC to serve Ashland residents. The facility is doing a great job, with great partners, without disruption to any neighborhood. The facility has been for sale twice over the last two years. It is a challenge to find a facility to service homeless populations, and ACRC seeks to be its own landlord. In addition, the current rent of $ 15,000 would be put into services. With an expanding facility the community partners can increase their services. The commissioners asked and received clarification on the following: 1) Is there any indication that the City will continue to fund ACRC? What happens at the end of the current funding period? City Administrator Dave Kanner recommended ACRC apply for the Social Services Grant funds. Mr. Madsen did not want to presume but with the record of success and the city's council stated goals he believes there will be continued support. In addition there are foundation opportunities not available in the first year of operation. The City has already provided an additional $20,000 for a jobs program. 2) Could you explain a little more about your request of $260,000 over two years? The request is patterned after the Ashland Emergency Food Bank. ACRC sees the City as a 1/3 partner and the Ford Family Foundation as 1/3 of a capital campaign. 3) What would happen if one of the three pieces does not come through? As with the Food Bank all the money goes back. 4) Has there been a market assessment? Staff clarified that CDBG does not require an appraisal, but you would have to make sure that it is not an inflated price. You should pay fair market value. Mr. Wieczorek has been a real estate broker for twenty years in Ashland and said that the price per foot is very close to their neighbor the food bank and that there would be a negotiated savings as Mr. Wieczorek could navigate the sale without a $ 50,000 commission. 5) If this grant application is solely for the purchase of the building what is the budget for operation expenses. ACRC has supplied a budget in their application to the Social Service Grant. A rough budget in 2014 was $79,000 cash expenditures and $20,000 in-kind donated services. 2015 projected expenditure is $132,000 of that $55,000 will come from the City. The budget for the following year is $180,000 with $60,000 coming out of City funding. 6) What will be done with the shelter space in the summer? There is a 1600 sqft meeting room, bigger than Pioneer Hall, which is big enough to accommodate 35 people overnight. There is a commercial kitchen, which may be used for teaching job skills. There is a dining area that could serve over 100 people. 7) Would the building require renovations? The only renovations being considered would be moving the portable showers and laundry inside, but that is a long term goal. The building, was built in 1999 and is in excellent shape. 8) Have you looked into the costs of heating the building in the winter? The cost of operation in that building is $500 a month including electric, gas, and phone. Utilities are expected to increase by $300 per month. It is a really beautiful meeting space and may take some pressure off Pioneer Hall for social events 9) Have you considered assuming a mortgage? They have been advised that is much more difficult to fund raise for debt relief than for capital expenditures. 10) Can you make the additional space a profit center? The landlord has generated revenue and the option will be explored. 11) What happens if ACRC does not succeed, as with the previous resource center? The location is key to the success which is one reason to make the request for CDBG funds. 12) What would happen if the full amount was not awarded? Could partial funding be leveraged? A commitment of any amount would help to leverage of funders. The Capital Campaign could be expanded. This site is unique and works extremely well with the support of the landlord and neighborhood. While there is no threat today there are only 40 members of the lodge and they will not be able to support a million dollar building indefinitely. Community Development Block Grant Applications Discussion and Recommendations Staff noted that the staff evaluation has been presented to the committee; these recommendations along with the committees' recommendations will be provided to the Council at their regular meeting on April 21St. The Committee asked for clarification on the timeliness requirement of the CDBG program. Which Reid provided. The funds must be expended in a timely manner. The general rule if there is more than 1.5 time the annual award in the CDBG account when the timeliness test is run in May a workout plan for expenditures of the funds will be required. If the workout plan has not been implemented and the grant balance has not been brought below the 1.5 level by the next test than HUD has the discretion to take the money back. The City can have up to $ 248,325 in the line of credit without the hitting the timeliness cap. Additional questions include the following: 1) Has the 20% administrative fee been drawn down? The administrative fees cannot be drawn until after they have been incurred. The draw down will happen at the end of the funding cycle. 2) Will we hit the timeliness cap? Yes, it is likely and a workout plan will have to be created, however HUD recognizes that Ashland is a small community and it does not take much to reach the cap. 3) What is the breakdown of the amount of money that can be awarded? $201,000 is available of that $24,832 may be awarded to social service activities. 4) What did the Food Bank do in order to buy the building? There was a remaining balance of $87,000 of unallocated funding which the City put in reserve. A letter was issued for this amount with the caveat they had to raise a certain amount of money or those funds would be reallocated. General Discussions: The commissioner made the following points The 32 year return on the solar energy system was not appealing and the funds would impact many more lives if giving to OHRA In recognition of the good and valuable work that SVDP and Maslow provided to the community the commissioner wishes that there was more funding available to award to those two entities. Commissioner was in agreement with the recommendations of staff. ASH and OHRA would have the opportunity to apply for the Social Service Grants. A smaller award to OHRA may help with seed money, and give them leverage with other foundations. There was concern that the staff did not recommend funding OHRA. The concern being the timeliness piece and the risk to the funding. The success of the ACRC may indeed be dependent on the location. There will be additional grant applicants for the Social Services Grants, as many services organizations do not want to apply for CDBG because of the reporting requirements. The reserve letter will help OHRA raise additional funding. The number of people helped by OHRA is much greater, and while the ASH work is very important it only benefits 5 people. ASH addresses the longevity of the housing All the projects meet the goals. Rodhe motioned "to accept the staff recommendation for social service funding." Saldana seconded Rohde's motion. Motion passed with a unanimous voice vote. $176,886 remained. Additional discussion included Concern was expressed that a commitment to OHRA of less than a $100,000 would not be effective in leveraging other grant sources. Committing $100,000 to OHRA would leave $76,886 for the other two applicants. Concern was expressed that not providing enough funding to Habitat might impact the continuation of the program long term. It was noted the Habitat did not use all of their last allocation, but there program had additional value through neighborhood beautification. Dividing the remainder amount my make both projects unfeasible. If OHRA is unable to raise their piece and the money is "returned" it would put the City way over the cap and there is a risk of losing the HUD funds entirely. It was suggested that OHRA's award include a stipulation that the $100,000 would not be awarded next year unless OHRA had succeeded in their fund raising goals. All Commissioners were in agreement that if that location was lost it would be a detriment to the community. Mathews motioned "with the remaining balance of $176,886 the commission recommendation is to award a reserve letter of a $100,000 to OHRA, $16,156 to Ashland Supportive Housing and $60,730 to Habitat." Parker seconded the motion. Rodhe expressed the concern over the timeline. At the end of two years OHRA has bought the building or two hundred would be in danger. He asked for a clarification of that risk. Reid explained that in the first year we will have to write a work out plan, in the second year HUD has the option of taking the money back. This would not harm the ongoing allocation but does risk these funds. If OHRA failed to raise the additional money the amount returned would have to have an immediate allocation to an activity which was ready to proceed and could expend the funds quickly. Reid said the staff recommendation prioritized the ASH project as it was ready to proceed, and could expend the funds quickly, providing benefit to people right now as opposed to a potential future benefit. Parker asked if OHRA could buy the building with a mortgage could they comeback for CDBG funds to pay off the mortgage? Reid believed that was an eligible use of funds, but was not completely sure. Reid agreed to research the issue. Saldana suggested that the remaining funds be split in half so they could choose which of their projects to do. Rodhe said the key piece was to look at OHRA's progress in a year. Voice vote was taken with Mathews, Parker, DuQuenne and Rohde ayes, with Saldana opposing. Motion passed. Parker motioned to "attach a stipulation that if Habitat for Humanity has not fully spent their allocation by March 1 2016 that the funds will be reallocation and further added the stipulation to the OHRA grant that they secure $250,000 by March 1, 2016 or the funds will revert back to the City for reallocation" Mathews seconded the motion. Motion passed with a unanimous voice vote. Upcoming Events and Meetings: Next Housing and Human Service Commission Meeting is April 23, 4:30-6:30 pm. All plan to attend. Adjournment The meeting was adjourned at 7:45. Respectfully submitted by Leslie Gore CI'T'Y OF ASHLAND Council Communication April 21, 2015, Business Meeting First Reading of an Ordinance Amending Chapter 11.28 to Authorize City Council to Establish Presumptive Parking Violation Fines by Resolution and to Clarify Determination of Fines for Single Parking Violations and their Relationship with Other Penalties for Parking Violations FROM: David H. Lohman, City Attorney, lohmand@ashland.or.us Lee Tuneberg, Administrative Services Director, tuneberl a ashland.or.us SUMMARY: This is the first reading of an ordinance the Council identified as a priority in its January 5, 2015 Study Session discussion of potential updates to the Ashland Municipal Code. Passage of this proposed ordinance would (1) clarify that responsibility for setting parking fines is reserved for the Council; (2) authorize the setting of base (presumptive) parking fines by resolution; (3) make clear that one may appear in Municipal Court to seek modification of a presumptive fine for a parking violation; (4) set a legal standard for deviating from presumptive fines; (5) distinguish presumptive fines for parking violations from penalties for multiple parking violations, enhance penalties for ignoring parking tickets, and the current parking fine surcharge; (6) Delete a current $25 penalty when a person receives a third parking violation in a single calendar year; and (7) limit the penalty for more than four violations in any calendar year to $50. BACKGROUND AND POLICY IMPLICATIONS: The current municipal code sets forth in Sections 11.24.100, 11.28.110A and 11.28.120 specific dollar amounts for penalties for multiple parking violations, for enhanced penalties for ignoring parking tickets, and for a parking fine surcharge. Current code also specifically authorizes impoundment, immobilization by parking boot, and towing as means for dealing with parking violations. But current code does not set the amount for a simple, one-time parking violation and does not state who has responsibility for setting that amount. The current $11 fine for a parking violation apparently was established by a former municipal court judge more than 30 years ago. In order to set the stage for Council consideration of a resolution updating the fine for a parking violation, staff recommends the attached ordinance amendment. The ordinance amendment would allow the presumptive fine for a parking violation to be set in the master fee schedule approved annually by Council resolution. This would encourage regular review of the appropriateness of the amount established for the presumptive fine. The other parking violation penalties already set by ordinance would not be affected by this amendment. Oregon statutes already make clear that one may seek modification of a presumptive parking violation fine by requesting a trial or by entering a plea of no contest and delivering to the court the amount of Page 1 of 2 11FAXN, CITY OF -AS H LAN D the presumptive fine, along with a statement of explanation. ORS 153.061(3)(b); ORS 153.099(2). The proposed ordinance amendment necessarily appropriates the statutory process by which a person may seek modification of a presumptive parking violation fine and adds an explicit further expectation that the presumptive fine be imposed in the absence of reasonable grounds for modification. The proposed amendment would also make clear that penalties for multiple parking violations; penalties for failing to appear or post bail in the time required by a parking citation;, and the City's parking surcharge are all independent of the presumptive fine for a single parking violation and are subject to their own distinct provisions in the Ashland Municipal Code. The proposed amendment would remove a current requirement to impose a $50 dollar penalty on each violation in excess of four violations in any calendar year, and instead provides for a one-time $50 penalty for five or more violations in any calendar year. (See Section 11.28.11 OA(2) on page 2 of 5 of the proposed ordinance.) This revision reflects the current practice, which was instituted during a time of economic recession and very high gas prices. Finally, the proposed amendment would modify the current table in Section 11.28.1 11 OA to make clear that penalties for multiple parking violations are cumulative per calendar year and would eliminate a provision imposing a $25 penalty when a vehicle receives a third parking citation. This latter change removes the anomaly that getting four parking citations currently incurs the same penalty as getting three. Another reason for the change is that Diamond Parking's tracking system only permits identification of multiple violations upon the fourth citation. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: Passage of the ordinance amendment is likely to result in a modest increase in Ashland Municipal Court revenues as a result of making clear the Council's expectation that presumptive fines be imposed in all but unusual circumstances. The ability to increase presumptive fines by resolution also may make possible a modest increase in revenue from parking fines, although the expected primary benefit will be a reduction in parking violations, especially in the downtown area. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of this ordinance. SUGGESTED MOTION: I move approval of the first reading by title only of an ordinance titled, "An Ordinance Amending Chapter 11.28 to Authorize City Council to Establish Presumptive Parking Violation Fines by Resolution and to Clarify Determination of Fines for Single Parking Violations and Their Relationship with Other Penalties for Parking Violations." ATTACHMENTS: Proposed Ordinance Page 2 of 2 ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 11.28 TO AUTHORIZE CITY COUNCIL TO ESTABLISH PRESUMPTIVE PARKING VIOLATION FINES BY RESOLUTION AND TO CLARIFY DETERMINATION OF FINES FOR SINGLE PARKING VIOLATIONS AND THEIR RELATIONSHIP WITH OTHER PENALTIES FOR PARKING VIOLATIONS Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined thirou 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, penalties for certain violations of parking-related regulations exist in multiple chapters of the Ashland Municipal Code while the fine for a parking violation is not mentioned. WHEREAS, the City Council has the authority to determine the amount of presumptive fines for parking violations and can exercise that authority in an expeditious manner by resolution. WHEREAS, neither State statutes or City Code currently provide guidance to the Municipal Court on the standard to be used for deciding whether to modify a presumptive fine for a parking violation. WHEREAS, the current City Code provision requiring a $25 penalty for three parking violations is administratively impractical to enforce. WHEREAS, the current City Code provision requiring a $50 penalty for each violation in excess of four violations in any calendar year is unduly onerous and contrary to current practice. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 11.28 Restricted Parking Areas, Section 11.28.080 is hereby amended to read as follows: Ordinance No. Page 1 of 4 Section 11.28.080 Parking Violation Prohibition A parking violation is a violation of any parking prohibition, limitation or regulation of the City of Ashland. A vehicle parked in violation of this chapter or Chapter 11.24 shall have a notice of violation attached to the vehicles and the owner or operator of the vehicle shalt be subject to the fines and other penalties and surcharges provided in Section 1.08.020 11.24.100 and this chapter, and may be subject to the impounding of such vehicle as provided in Chapter 11.36. A person who commits a parking violation may not suffer any disability or legal disadvantage based upon conviction of a crime. SECTION 2. Chapter 11.28 Restricted Parking Areas, Section 11.28.110 Penalties for Parking Violations; Immobilization, Towing, Show Cause and Warrants is hereby amended to read as follows: Section 11.28.110 Penalties for parking violations;, immobilization, towing, show cause and warrants: A. Finer M Presumptive fines for parkins violations shall be established by resolution of the City Council a. Subject to other penalties or charges provided herein, a presumptive fine is the fine amount imposed against the defendant who pleads no contest or is otherwise found guilty of the violation. b. A presumptive fine for a parking violation under this section will be imposed unless the court finds reasonable grounds for either increasing or reducinlz the fine. Neither financial hardship nor the number of pending parking citations will be considered reasonable p_rounds to dismiss or reduce a fine. c. No city officer shall make any motion and no iud2e shall enter any order in derogation of this section. Fines shall include the original ticketed amount as well as any enhanced penalties and surcharges, including those set forth in Section 11.24.100 and Section 11.28.120. In addition, a person who commits three or- four parking violations in any calendar year shall pay an additional fine of $25, and a person who commits five or more parking violations in any calendar year shall pay an additional fine of $50 fo-r eaeh parking viointion they receive in that y~. Multiple Violation Penalties* Number • violations Additional Penalty 2 0hitioi.s S25.08 4 violations in one calendar year $25.00 5 or more violations in one calendar year $50.00 for eneh violation *This table does not include the presumptive fines, enhanced penalties, surcharges, or other fees authorized under this chapter. Ordinance No. Page 2 of 4 B. Immobilizer (boot) Installation and /or Towing. (1) When a driver, registered owner, or person in charge of a motor vehicle has either (1) five or more outstanding unpaid City of Ashland parking violations on any number of motor vehicles, or (2) a City of Ashland parking violation, or any number of such violations, with a total unpaid balance that exceeds $250, regardless of the number of motor vehicles involved, then any police or parking enforcement officer, or contracted parking enforcement provider of the City is authorized, directed and empowered to immobilize such a motor vehicle or vehicles found upon a public street or city off-street parking lot by installing on or attaching to the motor vehicle a device designed to restrict the normal movement of the vehicle. In the alternative, or in addition to immobilization, after 24 hours has elapsed, any police or parking enforcement officer or contracted parking enforcement provider of the City is authorized, directed and empowered to order such vehicle towed, by a licensed tow company under contract with the City or the City' s contracted parking enforcement service provider, as applicable. (2) For purposes of this section, bail or fine shall be outstanding on a citation when the citation is issued and shall remain outstanding until the bail is posted or the fine is paid. (3) Ten days before immobilizing or towing a vehicle according to the provisions of this section, the City, or the City' s contracted parking enforcement service provider shall place a notice on the vehicle or mail a notice by certified mail, return receipt requested, to the registered owner of such vehicle as shown by the records of the Oregon Motor Vehicles Division notifying the owner that the motor vehicle or vehicles may be immobilized and/or towed ten days after the date of mailing the notice herein for failure to pay outstanding parking bail or fines. (4) If the vehicle is so immobilized, the person who installs or attaches the device shall conspicuously affix to the vehicle a written notice on a form approved by the city, advising the owner, driver, or person in charge of the vehicle that it has been immobilized pursuant to this section and that release of the vehicle may be obtained upon full payment of the outstanding balance owed to the contracted parking enforcement service provider. The notice shall also specify that the vehicle is subject to tow. (5) In the event the vehicle is towed, the person who orders the tow, shall send by certified mail, return receipt requested, a notice advising the registered owner of the vehicle that it has been towed pursuant to this section and that release of the vehicle may be obtained upon receipt by the towing company of full payment of the outstanding balance owed. (6) A vehicle towed and impounded pursuant to this section shall be held at the expense of the owner or person entitled to possession of the vehicle. Personnel, equipment and facilities of private tow companies under contract with the City or the contracted parking enforcement service provider may be used for the removal and storage of the vehicle. C. Warning Letter, Show Cause, and Warrants. (1) Warning Letter. The Ashland Municipal Court may choose to send a warning letter by first class mail informing the defendant they have outstanding parking tickets and that Ordinance No. Page 3 of 4 their attendance is necessary at a preliminary hearing before issuing a show cause order and warrant. (2) Show Cause. The Ashland Municipal Court may issue an order that requires the defendant to appear and show cause why the defendant should not be held in contempt of court, including contempt for failure to appear as ordered or failure to comply. The show cause order shall be mailed to the defendant by certified mail, return receipt requested, no less than ten days prior to the appearance date; alternatively service may be made by any other recognized method, such as personal service according to the same timeframe. (3) Warrant. If the defendant is served and fails to appear at the time specified in the show cause order, the court may issue an arrest warrant for the defendant for the purpose of bringing the defendant before the court. SECTION 3. Savings. Notwithstanding this amendment/repeal, the City ordinances in existence at the time any criminal or civil enforcement actions were commenced, shall remain valid and in full force and effect for purposes of all cases filed or commenced during the times said ordinances(s) or portions thereof were operative. This section simply clarifies the existing situation that nothing in this Ordinance affects the validity of prosecutions commenced and continued under the laws in effect at the time the matters were originally filed. SECTION 4. 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 5. Codification. Provisions of this Ordinance shall be incorporated in the City Code, and the word "ordinance" may be changed to "code", "article", "section", 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 3-5 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 , 2015, and duly PASSED and ADOPTED this day of 12015. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of , 2015. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 4 of 4