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HomeMy WebLinkAbout2016-0906 Study Session PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. CITY COUNCIL STUDY SESSION AGENDA Tuesday, September 6, 2016 Council Chambers 1175 E. Main Street 7: 00 p.m. Study Session 1. Discussion of modifications to Pioneer Hall winter shelter program Immediately followinq the Study Session: AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL 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.] 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of August 15, 2016 2. Business Meeting of August 16, 2016 V1. SPECIAL PRESENTATIONS & AWARDS None 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] COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. OR ON CHARTER CABLE CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT ZVWW.ASHLAND.OR.US VIII. CONSENT AGENDA 1. Minutes of boards, commissions, and committees 2. Approval of a liquor license application for David Jesser dba The Culinarium at 270 E Main Street 3. Approval of a resolution titled, "A resolution revising the financial management policies and accounting methodologies and repealing Resolution No. 2016-024" 4. Change order exceeding 25% - North Mountain Culvert Repair project No. 811) 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.) None X. UNFINISHED BUSINESS 1. Continuation of Grandview Drive discussion XI. NEW AND MISCELLANEOUS BUSINESS None XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of first and second reading by title only of an ordinance titled, An ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the city from new, local, and clean resource by the year 2020 and declared to take effect on its passage" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Look Ahead review XIV. ADJOURNMENT OF BUSINESS MEETING Immediately followinq the Reqular Meetinq: AGENDA FOR EXECUTIVE SESSION 1. Discussion of real property transaction, pursuant to ORS 190.660(2)(e) In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I). COUNCIL NIEETINGS ARE BROADCAST LIVE ON CHANNEL 9. OR ON CHARTER CABLE CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US CITY OF ASHLAND Council Communication September 6, 2016, Study Session Discussion of modifications to Pioneer Hall winter shelter program FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY This is a study session discussion of possible modifications to the resolution that authorizes two nights of shelter in Pioneer Hall each winter. Potential modifications include increasing the number of allowed guests to 42 and elimination of the requirement for at least one volunteer host of each gender. BACKGROUND AND POLICY IMPLICATIONS: The city has, for each of the last four winters, made Pioneer Hall available two nights a week from November through April for shelter for the homeless. Volunteers for the shelter are recruited and trained by the Universalist Unitarian Fellowship and Temple Emek Shalom. On July 25, 2016, the Mayor and I met with representatives of the Fellowship and the Temple, as well as volunteer coordinators for the Pioneer Hall winter shelter program to discuss possible modifications to the resolution that lays out the terms and conditions by which the City allows Pioneer Hall to be used for this purpose. The most significant modification requested is an increase in the capacity restriction from 30 to 42, which is the number permitted by fire code. The organizers also requested that the city consider eliminating the provision requiring at least one host of each gender as well as the provision requiring an additional mail host if the number of male guests exceeds 10. Notes from the July 25 meeting are attached to this Council communication. The study session has been scheduled for the purpose of allowing for direct dialogue between the shelter organizers and the Council. COUNCIL GOALS SUPPORTED 5. Seek opportunities to enable all citizens to meet basic needs. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff requests Council input and direction on any changes that should be made to the winter shelter resolution before it is brought back to the Council for action. SUGGESTED MOTION: N/A Page 1 of 2 r 1 CITY OF ASHLAND ATTACHMENTS: Memo from Mayor Stromberg dated September 2, 2016 Notes from July 25, 2016, meeting Resolution 2015-26 Page 2 of 2 ILVI MEMO To: City Council Cc: Parks Director From: Mayor Sept. 2, 2016 Subject: "Conversational" Study Session re Winter Shelter Program Councilors - On July 25th I joined Dave Kanner in a meeting with representatives of the organizations, plus individuals, who have been running the Winter Shelter Program. The discussion covered possible ways in which the program could be improved as well as inherent problems and its potential longer-term evolution into full seven nights a week coverage. This was the first opportunity I'd had, in an informal setting, to sit down and actually discuss the program with the people who have been doing the hands- on work of making it happen. I was struck by three things: 1) The reality of what they do, how demanding it is and the good will with which they take on this difficult task on behalf of our community. 2) How there are some simple things we, the City, could do that would make life easier for these care-providers. And also how complex and thorny some topics that look simple at first can become when you dig into them. 3) There was a different tone to the conversation when compared to some of our public interactions over the years as the Council cautiously ventured out into this sphere of providing direct services to the homeless. All of which made me want to do a reset, in terms of context and process, for our continuing discussion of the WSP at our Sept 6 session. These citizens are our partners and they have been doing a heroic job on the community's behalf. I want to begin by acknowledging that reality and then meet around a common table for a conversation about immediate needs and, to the degree time allows, a more far-resching vision of what we might want to do one day. Dave and I have scheduled about 50 minutes for the session. I will loosely facilitate the conversation. Let's try to knock out the most pressing items first and generate Council direction to move them forward. Looking forward to seeing you next Tuesday. Respectfully, John Stromberg Mayor Notes from winter shelter meeting, July 25, 2016 Pioneer Hall: 1. The organizers would like to increase the capacity restriction to 42, which is the number permitted per Fire Code. Organizers do not believe this increased number presents any functional difficulty and significantly decreases the chances of having to turn anyone away. (Council policy decision.) 2. The organizers would like to eliminate the provision requiring one male and one female host and eliminate the provision requiring an additional male host if the number of male guests exceeds 10. (Council policy decision.) 3. The organizers would like to eliminate the requirement that the floor be covered with thick plastic in areas where dogs are kept. Dog messes are cleaned promptly and thoroughly and this has not been a problem. (Council policy decision.) 4. Organizers requested that the City provide rubber gloves, plastic trash bags and other miscellaneous cleaning supplies. (Can be done administratively.) 5. Organizers requested that additional "No Smoking" signs be posted around Pioneer Hall. (Can be done administratively.) Emergency cold weather shelter: 1. Request was made that the Grove be available on all winter nights when there is no other shelter, given its larger capacity. (Parks Commission policy decision. Would require not booking any other events into the Grove on Friday, Saturday or Sunday from November through April.) 2. Request was made the City take the lead on finding and coordinating volunteers for the emergency shelters, perhaps using CERT volunteers and perhaps making such volunteer service an "expectation" of CERT volunteers. (Requires further discussion, however the use of CERT volunteers is not a viable option.) Kanner asked if efforts are underway to engage other churches and synagogues in the effort. The organizers indicated that there have been such discussions but they have not been fruitful. Kanner asked about the feasibility of using a military hospital tent as a seven-night-a-week shelter. All agreed that it's an intriguing idea but that it might be an insurmountable challenge to find a location for it. Organizers asked whether certain shelter guests who are deemed to be more "stable" than others could serve as shelter hosts. Mayor Stromberg offered to schedule a conversation with the Council, "to review the possibilities and concerns raised during the meeting, in a new frame of reference that recognizes the success of four years' worth of providing winter shelter by members of this group and the organizations to which they belong." Questions from Councilors: • Do shelter volunteers receive training in how to deal with people who have mental health issues? Answer: That training is scheduled but has not yet taken place. • What happens if dogs in the shelter fight with each other or get out of hand? Answer: The dogs and their owners are required to leave the shelter. • Do shelter guests sign in when they arrive? Answer: Yes, shelter guests sign a statement indicating that they understand and will abide by shelter rules. RESOLUTION NO. 2015- c~ la A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO PROVIDE A CITY BUILDING FOR A WINTER SHELTER TWO NIGHTS PER WEEK THROUGH APRIL, 2016 RECITALS: A. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom (Temple) wish to partner with the City of Ashland to provide shelter for homeless community members at a City building two nights per week from November, 2015, through April, 2016. B. RVUUF and the Temple will provide volunteers to staff, manage and clean the shelter. C. The City is willing to provide a building two nights a week to accommodate this proposal in accordance with the provisions below. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Provision of a Shelter. Ashland will provide a City building for use as a shelter for homeless community members two nights per week under the terms and conditions set forth herein. SECTION 2. Terms and Conditions. a. This building is offered for the period November, 2015, through April, 2016. b. Prior to staffing a City-owned facility, volunteers must sign a waiver releasing the City from liability for any personal injuries to them. c. The shelter will be staffed by volunteers from RVUUF and Temple who are certified to staff an overnight shelter. RVUUF and Temple must provide to the Parks and Recreation Department written assurance that every volunteer who will staff the shelter is certified to have completed appropriate training on the emergency plan, mental health plan and emergency communications for the shelter and has passed criminal background checks. d. Each night of operation of the shelter, at least one male volunteer and one female volunteer will staff the shelter from 9:00 p.m. to 9:00 a.m. An additional male volunteer will be required when more than 10 male guests are present. More volunteers may be required by the City depending on the building to be used. If the minimum number or qualified volunteers are not available for the entire time, the shelter will not be opened that night. e. Shelter occupancy will be limited to 30 guests on a first come, first serve basis. f. Shelter will open at approximately 7:30 p.m. and close the following morning at 7:30 a.m. Doors will be locked at 10:00 p.m. with no re-entry for any that leave. g. City insurance requires separate sleeping space be designated for single men, women and families. Buildings must have separate restrooms for men and women. h. Ashland Parks & Recreation will identify the building to be used and provide access. The priority from an operational and safety perspective is Pioneer Hall, the Community Center and the Grove, in that order. Resolution No. 2015- Page 1 of 3 i. No showers or food service will be made available during the hours of operation. SECTION 3. Shelter Policies. Operation of the shelter shall, to the greatest extent feasible, comply with the following guidelines: a. Shelter services must be provided with dignity, care, and concern for the individuals involved. b. The buildings used as a shelter will comply with City, County and State Building, Fire and Health Codes, unless exemptions have been obtained from the appropriate agencies, and must be maintained in a safe and sanitary condition at all times. c. Upon entering the shelter facility each night, each guest must sign in, and sign an agreement committing to comply with shelter rules, absolving the City and volunteers of any responsibility for the security of the guest's personal property, releasing the City and volunteers from all claims of liability for property damage or personal injury arising from operation of the shelter or use of the City's building and certifying that he or she is eighteen years of age, or older. d. No cooking. Kitchen facilities are to be secured and access is prohibited. e. No drugs, alcohol, or weapons will be allowed in the shelter property at any time. f. No pets will be allowed in the shelter, except as described in Section 4, below. g. No disorderly conduct will be tolerated. h. No threatening or abusive language will be tolerated. i. No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc. j. Smoking will be restricted to the outdoors in designated areas. k. All guests should maintain their own areas and belongings in an orderly condition. 1. If a volunteer/staff member accepts any item from a guest for safe keeping at least one other volunteer/staff member will witness the transaction. m. Failure to comply with shelter policies may disqualify a guest(s) from future stays. n. The check-in/check-out process shall be maintained by the volunteers sufficient to ensure a control of the premises and exiting by guests at 7:30 a.m. to allow cleaning and room set-up by 8:00 a.m. SECTION 4. Dogs. Dogs may be permitted in the shelter under the following circumstances: a. Shelter volunteers must designate a specific area in the shelter for dogs. The floor of such area must be covered with thick plastic. b. Service dogs are not required to remain in crates but must be leashed while in the shelter. c. If taken outside for biological needs, dogs must be leashed. d. Shelter volunteers are to devise and follow procedures to keep dogs away from each other and other guests as they are being housed for the night and as they exit in the morning. e. Shelter volunteers must be responsible for cleaning and sanitizing any areas soiled by a dog or dogs. Such cleaning is to be done to the satisfaction of City facilities maintenance staff. f. Dogs that become threatening to others or are otherwise unmanageable will be required to leave the shelter. g. Shelter volunteers must notify Jackson County Animal Control in the event a dog bite breaks the skin of an emergency shelter guest or volunteer. Resolution No. 2015- Page 2 of 3 SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of L2015, and takes of ct upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of O , 2015. Pam Marsh, Council Chair Reviewed as to form: c/ .c. Da d 11. Lohman, City Attorney Resolution No. 2015- Page 3 of 3