HomeMy WebLinkAbout2024-02-05 Study SessionnCouncil Study Session Agendiv
ASHLAND CITY COUNCIL:
STUDY SESSION AGENDA
Monday, February 5, 20124
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2033023ma=
1. Public Input (15 minutes - Public input or comment on, City business neat included on
the agenda)
2. Croman Mill Townmakiers LLC Update
I Crornan Mill Site Cleanup Update
4. Severe Weather Emergency Shelter Temperature Thresholds
5. Adjournment of Study Session
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Page I of I
Councilvq�
February
Agenda Item Croman Mill District Redevelopment
From Brandon Goldman Community Development Director
Contact Brandon.goldman@ashland.or.us
Item Type Requested by Council ® Update ❑ Request for Direction ❑ Presentation ❑
SUMMARY
Townmakers LLC is in the process of developing a conceptual plan for the redevelopment of the 61-acre
former Croman Mill site. The City Council has requested Townmakers LLC provide quarterly updates to
the City Council regarding the ongoing design process before a formal proposal to amend the Croman
Mill District is prepared and presented to the City for consideration.
POLICIES PLANS & GOALS SUPPORTED
The Croman Mill District currently includes five zones, Compatible Industrial (CM -CI), Mixed Use (CM -MU),
Neighborhood Center (CM -NC), Office Employment (CM -OE), and Open
Space/Conservation (CM -OS) and is regulated as a special district within Ashland's Land Use Ordinance
(chapter 18.3.2).
BACKGROUND AND ADDITIONAL INFORMATION
In September 2021, the owners of the former Croman Mill site, along with the development team known as
Townmakers LLC, began planning for a mixed -use development on the property. The development
concept envisioned will include commercial, employment, light industrial, and residential components.
The property covers 60.92 acres, with almost all of it falling within the City Limits except for a 6-acre
section along Siskiyou Blvd., which is inside the Urban Growth Boundary and will be brought into the city
as part of the development proposal.
Townmakers LLC developed an initial plan for the development of the site and shared it with the Planning
Commission, City Council, and the public at an open house in January 2022. They updated the City
Council on October 3, 2022, at which point the Council asked for regular progress reports on the project.
The latest update was given to the City Council on November 7, 2023. Since then, Townmakers LLC has
been refining their plan. Their focus includes designing the site layout and building structures for the
southern part of the property, which is pending an application for annexation. They are also coordinating
transportation and economic studies and proposing amendments to the Croman Mill Masterplan
through code revisions.
FISCAL IMPACTS
Page 1of2
Session;u
Council Study
Approval of amendments to the Land Use Ordinance and the Transportation System Plan (TSP) in relation
to a redevelopment plan for the Croman Mill District will be necessary. It's crucial to emphasize that this
consideration of the formal proposal is a legislative decision and will involve public hearings before the
Planning Commission and City Council. However, it's important to stress that, at this point, there are no
immediate fiscal implications to be taken into account.
Additionally, it's worth noting that if either the City or the applicant decides to explore the possibility of
establishing an urban renewal district, this would carry significant fiscal implications. Such an endeavor
would necessitate the allocation of both staff time and specialized expertise to conduct a thorough
evaluation of the fiscal impacts and opportunities associated with the creation of the urban renewal
district. This evaluation would be a distinct and consequential phase of the project, which would require
careful consideration and analysis in the future.
DISCUSSION QUESTIONS
Townmakers LLC is available at this Council meeting to briefly present their current concept plan, and to address
questions the Council may have prior to formalizing a development proposal to submit for consideration.
Page 2 of 2
Sessionrq� Council Study
February
Agenda Item Formal Croman Mill site cleanup status update
From Brandon Goldman Community Development Director
Contact Brandon.goldman@ashland.or.us
Item Type Requested by Council ❑ Update ® Request for Direction ❑ Presentation ❑
SUMMARY
The cleanup of the former Croman Mill site involves soil removal and sampling to address contamination,
particularly from the presence of dioxins and furans. This process is guided by DEQ standards to ensure
environmental safety and proper management of excavated material.
POLICIES PLANS & GOALS SUPPORTED
The project aligns with DEQ's environmental policies, emphasizing sustainable redevelopment and
adherence to clean fill standards. It supports the city's goal of transforming the site into a viable space for
mixed land use.
BACKGROUND AND ADDITIONAL INFORMATION
The former Croman Mill site, spanning 60 acres near Ashland's southern end, is undergoing a DEQ-led
environmental cleanup for redevelopment, including potential residential use. Operations at the mill,
active from 1934 to 1995, resulted in surface soil contamination. In spring 2023, sampling revealed
elevated levels of dioxins and furans, exceeding DEQ's safety criteria. The cleanup plan involves soil
removal and disposal at specific sites, with ongoing assessments to ensure all contamination is
addressed.
The Attached SCS Engineering report details a structured approach to excavate affected soil, with careful
monitoring and confirmation sampling to ensure complete removal of contamination. This process also.
includes transporting the contaminated soil to designated disposal sites. Following the initial cleanup of
the site by the Croman Corporation under DEQ's supervision, SCS Engineering will conduct further testing
to assess the remaining extent of contaminants. Depending on these findings, a subsequent remediation
plan may be developed to address any residual contamination. This systematic approach ensures
thorough environmental restoration of the property.
The property owner, City and DEQ aim to remediate the site effectively to pave the way for its
redevelopment into a mixed -use area, emphasizing residential development. The plan adheres to DEQ's
rigorous standards for environmental safety and sustainability, rofiecting a commitment to revitalizing
the area while protecting public health and the environment.
Page lof2 F1
FISCAL IMPACTS
The voluntary cleanup of the former Croman Mill site is being conducted by the Croman Corporation
under the supervision of DEQ, resulting in no financial burden on the City. This cleanup is a crucial step
towards clearing the site for redevelopment, potentially enhancing economic and residential
opportunities in the area.
DISCUSSION QUESTIONS
City Staff is prepared to address general inquiries from the Council regarding the Croman Mill site
cleanup. For more complex questions, staff can facilitate communication with the DEQ project manager
for further clarification.
ATTACHMENTS AND REFERENCES
DEQ Fact Sheet - Environmental Cleanup 12/14/2023
SCS FINAL Work Plan for Interim Remedial Action/Additional Soil Sampling dated 11/20/2023
Page 2 of 2
Former Croman Mill Environmental Cleanup and
Redevelopment
The Oregon Department of Environmental Quality is reviewing the former Croman Mill property for proposed
redevelopment, which would allow for a mix of land uses, including residential development. The former
lumber mill's operations contaminated surface soil at different places on the property. DEQ has approved a
cleanup plan for environmental contractors to remove and dispose the contaminated soil. The former Cromar
Mill property covers about 60 acres and is near the southern end of Ashland, between Siskiyou Boulevard and
Interstate 5.
Sampling results
During spring 2023, the property owner conducted a DEQ-approved sampling across the site. At a few
locations, the sampling found dioxins and furans in shallow soils above residential and occupational use levels
allowed by DEQ. Dioxins and furans are a class of toxic chemicals produced by industrial and natural sources
that can increase the risk of cancer and pose other health effects. The highest dioxin and furan concentration of
152.5 parts per trillion was found at a former wood burner location. That level of dioxin and furans is greater
than DEQ's health -based screening criteria for residences and places of work.
DEQ will oversee the soil removal work to address the contamination, which may start in late 2023 or early
2024. As the soil is removed, the property owner will further sample soil to confirm there isn't more
contamination. Based on the sampling results there may be additional assessment. Heavy equipment will
excavate the soil and load it into dump trucks, which will haul the excavated soil from the site to a privately
owned quarry in Eagle Point for disposal. Some of the soil will be taken for disposal to Dry Creek Landfill, also
in Eagle Point.
Mill background
Croman Mill operated at the site from 1934 to 1995. Mill activities included general sawmill and planing
operations. Additionally, wood treating, wood waste burning and landfilling of wood waste and other solid
waste occurred on the site. In 1987, DEQ identified wood treating chemicals, pentachlorophenol (PCP) and
trichlorophenol (TCP) in shallow soil on the site. During 1989, DEQ oversaw the removal of four underground
storage tanks that once held gasoline, diesel, and waste oil and the removal of nearly 12,000 cubic yards of
Translation or other formats
Espanol I}; p J ��t . I P c_ _cKWO E Tieng Viet I d u l l
800-452-4011 I TTY:711 1 deg info de .are on. ov
State of Oregon
► r Department of EnAronmental Quality
contaminated soil. The mill closed in 1996 and demolition of mill buildings started in 2011. Prior to mill use, the
property, and surrounding area, had been used for agricultural purposes.
For more information go to DEQ's
Environmental Cleanup Site
Information database for the Crornan
Mill project.
The City of Ashland has web pages for
the Croman Mill District Plan and
CromanMll District Updates.
Contacts
Anthony Chavez, cleanup project
manager,
anthony.chavez@deq.or•egon.gov,
541-687-7348.
Dylan Darling, public affairs specialist,
dyIan.darlingC_deq.oregon.gov, 541-
600-6119
Aerial view of Croman Mill in operation in 1962, when it was ]mown as McGrew
Sawmill. Photo courtesy Southern Oregon Historical Society
Non-discrimination statement
DEC) does not discriminate on the basis of race, color, national origin, disability, age or sex in administration of
its programs or activities. Visit DEQ's Civil Rights and Environmental Justice page.
165 E. Seventh Ave., Suite 100, Eugene, OR 97401 =: state n€oreya,
Phone: 541-686-7838, Toll Free in Oregon: 800-844-8467 EM Department of Environmental Quality
Updated December 2023
Environmental Consultants & Contractors
November 20, 2023
File No. 04222021.00
Mr. Anthony Chavez
Mr. Don Hanson
Oregon Department of Environmental Quality
Subject: FINAL Work Plan for Interim Remedial Action/Additional Soil Sampling
Croman Mill Property (Oregon DEQ ECSI No. 535)
146 Mistletoe Road, Ashland, Oregon
Dear Don and Anthony:
On behalf of Dwain and Bud, LLC, SCS Engineers has prepared a work plan detailing the removal of
impacted soil and additional soil sampling for the former Croman Mill located in Ashland, Oregon
(Figure 1). The initial site investigation was conducted under an approved Work Plana, and
preliminary results were presented in a memo dated June 19, 20232. Soils in the area of the former
dip tank Decision Unit 01(DU01) and the two wood burners (DU02 and DU03) are impacted with
dioxins and furans at concentrations above the Oregon Department of Environmental Quality (DEQ)
residential and occupational risk -based concentrations (RBCs)3. We propose combining the
delineation of these impacted areas with interim remedial removal action to expedite work and
reduce analytical costs.
Sediments at the bottom of the pond have estimated concentrations of dioxins and furans, below the
laboratory reporting limits, as well as diesel and heavy oil. Future development of the site will likely
include filling the manmade pond with clean fill, making the sediments inaccessible. The pond will be
discussed further at a later time, Shallow groundwater near the pond is also impacted by heavy oil
and diesel and will be addressed through a beneficial use and risk assessment.
Other detections in soils include heavy oil and benzo(a)pyrene to the north of the former
maintenance shop. These concentrations are above the residential RBCs, but below urban and
occupational RBCs and will be addressed at a later time.
1 SCS, 2023a. Revised Site Investigation Work Plan, Croman Mill Property, 146 Mistletoe Road, Ashland,
Oregon, Oregon DEQ ECSI No. 535, February 25.
2 SGS, 2023b. Memo to Anthony Chavez, Oregon Department of Environmental Quality (DEQ) re: Croman Mill
Site, Ashland, Oregon - ECSI #535 Site Investigation Data, June 19.
3DEQ, 2023. Risk -Based Concentrations for Individual Chemicals, Revision: May 2018 amended June 2023.
15940 SW /2nd Avenue, Portland, OR 97224 1 503-639-9201 1 Fax 503-684-6948
Mr. Anthony Chavez
November 20, 2023
Page 2
The purpose of this work plan is to describe additional sampling to define depth and lateral extent of
impacted soils in DU01, DU02, and DU03, Based on incremental sampling methodology (ISM)
results, we propose removing contaminated surface soils and then testing soils at depth, which may
simultaneously serve as cleanup confirmation. This would also decrease the risk of cross -
contamination. Lateral extent will be confirmed by collecting additional ISM samples from the
perimeter of each DU.
In addition, this work plan addresses possible impacts to shallow sediment/soils associated with
surface drainage features on the property.
O-04
Soil Removal
Initial ISM samples were collected from DUO1, DU02, and DU03 at approximately 6 inches below
surface. Soils will be removed from the three areas to a depth of 1 foot, and the lateral extent of
each DU will be expanded by approximately 30 percent, as described below and shown as green
outlined areas in Figure 2,
Table 1. Decision Units and Excavation Quantities
Decision Unit
Original Size
Excavation Size
Total Yardage
(cubic yards)
DUO I -dip
155 feet (east/west)
1-foot depth
tank area
by 60 feet
200 feet (east/west}
593
(north/south)
by 80 feet (north/ south)
DU02 - north
75-foot diameter
1-foot by 100-foot diameter
291
burner
DU03 - south
burner
75-foot diameter
1-foot by 100-foot diameter
291
Total soil volume to be removed is approximately 1,200 cubic yards. Approximately 600 yards of soil
from the dip tank area (DU01) will be disposed of at a permitted Subtitle D landfill, as allowed by the
No Longer Contained -In Determination mem04 issued by DEQ on November 13, 2023.
Approximately 600 cubic yards excavated from the north and south burner (DU02 and DU03) will be
4 DEQ, 2023. Memo to Croman Mill Project File, Subject: No Longer Contained -In Determination, Croman Mill
Site, 146 Mistletoe Road, Ashland, Oregon (ECSI #0535). November 13.
Mr. Anthony Chavez
November 20, 2023
Page 3
disposed of at the Greb Pit, a nearby quarry, under a Solid Waste Letter of Authorization (SWLOA)s
issued by DEQ and dated November 15, 2023, Copies of both documents are attached.
Confirmation Sampling
Confirmation ISM soil samples will be collected from the surface of the bottom of each excavation
and will consist of 50 subsamples totaling approximately one kilogram. Following ISM processing by
the laboratory, samples will be analyzed for dioxins and furans. This will result in a total of three ISM
confirmation samples, one per DU. One duplicate sample will be collected from DUO1 as a project
QA/QC sample.
To confirm lateral extent of contamination, ISM samples will be collected from the perimeter of each
excavation, approximately 10 feet beyond the edge of the excavation as shown in magenta outlines
on Figure 2.
• For DUO1, an ISM sample will be collected from each of the four sides, so that if the
dioxin concentration exceeds the RBC, the relative direction of those impacts may be
determined (Figure 2). Thirty (30) subsamples totaling approximately one kilogram will be
collected from each area from approximately 6 inches below the surface. This will result
in four samples.
• Soil sampling to delineate lateral extent near DU02 and DUOS will be a circular, 10-foot
wide ring around each area. Each circle will be divided in half and one lateral sample
collected from each side of the circle. This will result in a total of four samples, two from
each wood burner -associated DU. No field QA/QC samples are planned for the perimeter
samples.
Table 2. List of Samples
Decision
Unit
Type of sample
Dimensions of sample
areas
Number of
ISM Samples
Analytical
Dioxins and
furans by
EPA Method
Confirmation
200 feet by 80 feet @ 1-foot
1 + duplicate
1613B
sample/Depth
bgs
DUO1
PCP and
TCP by EPA
8270D6
2 - 200 feet by 10 feet
Dioxins and
Perimeter*
2 - 80 feet by 10 feet
4
furans
6 DEQ, 2023. Solid Waste Disposal Permit: Letter Authorization #1.748. Issued to: Southern Oregon Rock LLC.
For Greb Pit X at 528 Linn Road, Eagle Point, Oregon, November 15.
6 PCP = pentachlorophenol and TCP = 2,3,4,6-tetrachlorophenol
Mr. Anthony Chavez
November 20, 2023
Page 4
Decision
Type of sample
Dimensions of sample
Number of
Analytical
Unit
areas
ISM Samples
Confirmation
100-foot diameter circle @
Dioxins and
Sample/Depth
1-foot bgs
1
furans
DU02
Perimeter*
'/2 perimeter by 10-foot
2
Dioxins and
width
furans
Confirmation
100-foot diameter circle
Dioxins and
Sample/Depth
@ 1-foot bgs
1
furans
DU03
Perimeter*
1/2 perimeter by 10-foot
2
Dioxins and
width
furans
Note: confirmation samples will include 50 subsamples and perimeter samples will include 30
subsamples.
*= perimeter samples to be collected at approximately 6 inches bgs.
bgs = below ground surface
Soils in these areas appear to be relatively shallow and weathered granite (bedrock) was observed in
some areas, There may be areas where soil removal is limited and this will be documented during
excavation and soil sampling. Both soil removal and confirmation sampling will need to be adapted
should weathered granite be encountered at targeted depths.
Drainage Soil Sampling
As requested by DEQ, soil samples will be collected from drainage features that appear to potentially
move water and sediments offsite. An intermittent drainage feature was observed with flowing water
during the initial site investigation in May 2023 on the northern portion of the subject property (in
DU07). The intermittent drainage feature appeared to originate north and east of the pond and flow
toward the northeast. There was a gap in the berms along the northeast property boundary and the
drainage appeared to run through the gap and exit the property. SCS proposes to collect sediment at
this drainage feature using a composite sampling methodology consisting of approximately 10
subsamples in proximity to the property boundary. Sample locations will be wrapped and
documented, accordingly.
South of the former wood burners, a second, intermittent drainage appears to flow along the
southern property boundary and exit the subject property near the southeast corner. SCS proposes
to collect a composite sample consisting of approximately ten samples near where it exits the
property (Figure 2). If any other drainages are observed that appear to leave the property, particularly
near DU02 and DU03, these will also be sampled using the same protocol. If water is observed
flowing in any of the drainages, a water sample will be collected.
All sediment samples will be analyzed for dioxins and furans, as well as NWTPH-Dx (since diesel and
motor oil were detected in sorne site soils) and polyaromatic hydrocarbons (PAHs). The sediment
samples will also be analyzed for pentachlorophenol (PCP) and 2,3,4,6-tetrachlorphenol (TCP).
Mr. Anthony Chavez
November 20, 2023
Page 5
REPORTING
Preliminary soil analytical results will be submitted to DEQ in memo format for review and discussion.
All results will be included in a final closure report to be submitted once field work and sampling are
complete.
SCHEDULE
Field work will start once a landfill disposal permit is obtained for the DU01 soil and this work plan is
approved. The work is tentatively scheduled for November/December 2023.
Sincerely,
Barbara E. Lary, RG
Senior Geologist
SCS Engineers
;/A--t-- L
Shane D. Latimer, PhD
VP/Senior Environmental Planner
SCS Engineers
Attachments: Figure 1. Property Location Map
Figure 2. Site Plan
Attachment 1: DEQ NLCI Met -no for DU01 soil, November 13, 2023
DEQ SWLOA for DU02 and DU03 soil to Greb Pit, November 15, 2023.
cc: Mike Montero, Montero and Associates
Kory Kaufman, Croman Corporation
Figures
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SOURCE: U.S. Geological Survey, Ashland l_ i
7.5-minute topographic quadrangle, 2424 SCALE IN MILES
PRMEGT!!p. Drs nY DATE
04222021.00 L.E.L. PROPERTY LOCATION MAP JUNE 2322
Environmental Consultants and Contractors SCE C"ie CROMAI�J PROPERTY Fae
15946 SW 72nd Avenue AS SHOWN B.L.
Portland, Oregon 97224 CA Far APPBY 146 MISTLETOE ROAD
(503) 639-9201 FAX: (503) 684-6948 FIGURE i S.L. ASHLAND, OREGON 97520
Attachment 1
DEQ NLCI Memo for DU01 soil, November 13, 2023
DEQ SWLOA for DU02 and DU03 soil to Greb Pit, November 15, 2023.
State of Oregon
Department of Environmental Quality Memorandum
Date: November 13, 2023
To: Project File, Croman Mill, ECSI File #0535
From: Anthony Chavez, Project Manager, WR Cleanup Program
Through: 10lian Condon, WR Hazardous Waste Compliance Inspector
Approved: Becky Williams, WR Hazardous Waste Program Manager
Brad Shultz, WR Cleanup Program Manager
Subject: No Longer Contained -In Determination
Croman Mill Site, 146 Mistletoe Road
Ashland, Oregon (ECSI 40535)
DEQ's Western Region Cleanup and Hazardous Waste program staff have prepared this
No Longer Contained -In (NLCI) Determination for contaminated soils identified from an
investigation at the former Croman Mill, located in Ashland, Oregon. Enrolled in DEQ's
Voluntary Cleanup Program, daring May 2023, site owners conducted an environmental
investigation under a DEQ-approved Work Plan'. Sampling identified dioxins and furans
in surface soils from an area previously used for anti-sapstain wood treatment. Treatment
likely used a chlorophenolic product that was applied using a dip tank. Dioxin and furan
presence is suspected from drippage onto the ground as treated wood products were
transferred from the dill tank to other parts of the site. These soils are therefore listed
hazardous waste carrying EPA waste code 17032.
This determination is for approximately 600 cubic yards of soil planned for excavation
from the former treatment area, measuring approximately 200 feet by 80 feet, and one
foot in depth.
Representative sampling was conducted using incremental sampling methodology (ISM)
in the area of the former dip tank. The sampling area was determined through interviews
with people knowledgeable of the site processes and reviewing of historical aerial
photographs. For sampling identification, the area was designated Decision Unit I
(DUO I). The soils were analyzed for SVOCs by USEPA 8270D, RCRA 8 metals by
USEPA 6010D, diesel -range hydrocarbons by NWTPH-Dx, and dioxins & furans by
EPA 8290A. Results of the analyses are tabulated below, with only the detected
compounds listed. Dioxins and furans are listed by their 2,3,7,8-TCDD equivalent.
Additionally, two replicates were also collected from DUO I.
' SCS, 2023. Revised Site Investigation Work Plan, Croman Mill Property, 146 Mistletoe Road, Ashland,
Oregon, Oregon DEQ ECSI No. 535, February 25.
Table 1. Sample Results* and Direct Contact of Soil Risk -Based Concentrations m /K
2,3,7,8-
Benzo[a]
Benzo[b]
TCDD
Soil Sample
anthracene
fluoranthene
Chr sene
P rene
e uivalent
Arsenic
Chromium
DU01
0.036 J
0.20 J
0.036 J
0.029 J
0.000024
2.3
12 B
DUO Re #1
0.022 J
0.170 J
ND
0.020 J
0.000040
2.3
13 B
DUO Re #2
0.032 J
0.20 J
0.032 J
0.025 J
0.000021
2.2
11 B
20X TCLP
Limit
NA
NA
NA
NA
NA
100
100
Occupational
2.1
21
2,100
23,000
0.000016
1.9
>MAX
Construction
Worker
17
170
17,000
7,500
0,00017
15
530,000
* Only detections of F032 listed compounds from 40CFR268.40 are Presented here. See
findings report for complete analytical results.
B = Compound was found in the blank and sample.
J = estimated concentration above detection limit but below the method reporting limit
mg/Kg = milligram per kilogram
NA = Not Available
ND = not detected above the laboratory method detection limit
Max = RBC is calculated at greater than 1,000,000 mg/Kg, therefore, deemed not to pose
risks in this scenario.
A No Longer Contained -In Determination is needed to show that the soil is not
characteristic hazardous waste, that F032-listed compound concentrations are below
protective levels, and, if applicable, Land Disposal Requirements (LDRs).
To demonstrate that the soil no longer "contains" hazardous waste, the following
conditions need to be met:
1) The soil (solid) must not exhibit a characteristic of hazardous waste (must not be
reactive or toxic). There are no toxicity limits for the detected semi -volatile
organic compounds or dioxins and furans, so no comparison can be made for
those constituents. The metals that are detected are all below the 20 times TCLP
limit listed above. As such, the soil is not a characteristic waste.
2) The soil must not exhibit a characteristic of a hazardous waste (must not be
ignitable or corrosive). Based on levels of detections, and knowledge of the
process, DEQ has determined that the soil is neither ignitable nor corrosive.
3) Concentrations of hazardous constituents from the listed waste must be below
liealth-based levels. It is DEQ's policy that if soil is to be taken to a lined Subtitle
D facility then concentrations of hazardous constituents should be below the DEQ
"Occupational" risk -based concentration (RBC) for direct contact. However, on
November 6, 2023, a variance was granted by DEQ's Hazardous Waste program
allowing for the use of "Construction Worker" RBCs to screen soils from DUO I.
(DEQ November 2023). As such, detected F032 constituents are below health -
based level RBCs for direct contact of contaminated soil.
4) RCRA land disposal restrictions do not apply because the waste was not removed
from the area of contamination prior to this determination.
Underlying contaminants may be present in the soil at concentrations below the minimum
reporting levels (MRLs) shown in the laboratory data. Using the MRL concentrations and
our knowledge of the process, we can assume the following about the soil:
• It would not be ignitable, corrosive nor reactive;
• Concentrations of underlying constituents would be below toxicity
characteristics (for applicable analytes);
• Concentrations of underlying constituents would be below DEQ protective
levels (construction worker RBCs).
Based on our review of the data and findings above, DEQ Cleanup has determined that
the soil from the former dip tank area (DUO i) proposed for excavation and removal at the
former Cron}an Mill site does not exhibit characteristics of hazardous waste. The
concentrations of detected F032-listed compounds in soil samples are below DEQ's
construction worker risk -based standards. The soil does not pose an unacceptable risk
under the waste management scenario proposed. If this soil is disposed of at a permitted
Subtitle D landfill DEQ has approved for this purpose, the waste will no longer contain
hazardous waste. If the waste is not managed and disposed of in accordance with these
conditions of approval, this No Longer Contained -In Determination does not apply: the
waste remains hazardous waste and must be managed and disposed of in compliance with
applicable hazardous waste laws.
Oregon DEQ Contained In Determination Approval Signoff Sheet
Site Name: Former Croman Mill
Location: 146 Mistletoe Road, Ashland
Media: Soil
Approved Disposal: Dry Creek Landfill, Eagle Point — Subtitle D
DEQ Project Manager:
Anthony Chavez
DEQ HW Staff:
Killian Condon
Date: 11/13/2023
Date :11/13/2023
DEQ HW/MM Program Managers wi Uoms Date: 11/14/2023
Becky Williams
DEQ Cleanup Program Manager: g Date: 11 /14/23
Brad Shult
Tina Kotek, Governor
Nov. 15, 2023
John Holmes
Southern Oregon Rock LLC
PO Box 1347
Jacksonville, OR 97530
RE:
Dear Mr. Holmes:
Department of Environmental Quality
Western Region Eugene Office
165 East 7th Avenue, Suite 100
Solid Waste Letter Authorization
Greb Pit X
SWLA # 1748
Jackson County
Eugene, OR 97401
(541)686-7838
FAX (541) 686-7551
TTY 711
The attached Solid Waste Letter Authorization Permit 1744 is issued in response to your
application received on Aug. 14, 2023. You are urged to carefully read the letter authorization and
comply with its conditions. The authorization is valid for six months, until May 14, 2023.
This authorization has been issued to allow the disposal of contaminated soils as a mine
reclamation fill material as denoted in the Fill Placeinent Plan dated April 25, 2017, at the plan
denoted Greb Pit. This authorization is being issued as a 6-month limited duration interim
permit. This authorization is renewable one time for a period not to exceed 6 months. As this is a
Department of Geology and Mineral Industries permitted site, you must ensure that this
placement is consistent with the site Imported Fill Plan prior to accepting this material.
If you have any questions, please contact Seth Sadofsky at 541-687-7329 or at
seth.sadofskyLiMecl.ore gou. For more information on DEQ's Materials Management
Program including rules, statutes and technical assistance visit littps://ivww.oregon.gov/deq/tiltii
v/deq/nuii/
swperiirits/Pages/default.aspx.
Sincerely,
1a6C'K'U WULI Clms
Becky Williams, Manager
Hazardous and Solid Waste Program
Western Region
eC: Barbara Lary, blary(a)scsetigincers,com
ECSI file 535 c/o Antlimy Chavez, DEQ Eugene attthoti.cliavez c de .ore on. ov
Motttero-associates a charter.com
Permit Number: 1748
Expiration Date; May 14. 2024
Page 1 of 3
SOLID WASTE DISPOSAL SITE PERMIT:
Letter Authorization
0 Oregon Department of Environmental Quality
g.atedorepm 165 E. Seventh Ave., Suite 100
Depadmmof Eugene, OR 97401-3049
E iality "x'�l 541-687-7465
a�€fir
Issued in accordance with the provisions of Oregon Revised Statute Chapter 459 and subject to the Land Use
Compatibility Statement referenced below.
Issued to:
Southern Oregon Rock, LLC
PO Box 1347
Jacksonville, OR 97530
61111111114' 'II
Property Owner:
T Grab Properties LLC
3415 Brophy Rd
Eagle Point, OR 97524
ISSUED IN RESPONSE TO:
Facility name and location:
Greb Pit X
528 Linn Road
Eagle Point, OR 97524
Jackson County
Operator:
Southern Oregon Rock, LLC
PO Box 1347
Jacksonville, OR 97530
John Holmes
541-8994494 taraCo-)johnnycatinc.com
• Application for Solid Waste Letter Authorization dated Aug. 14, 2023
• Land Use Compatibility Statement, dated May 5, 2017, from the Jackson County Planning Department
Pursuant to OAR 340-093-0060 the determination to issue this permit is based on findings and technical information
included in the permit application record.
ISSUED BY THE OREGON DEPARTMENT OF ENVIRONMENTAL QUALITY
ger'ZZu WlLIRK&s
Becky Williams, Manager
Western Region Materials Management
Permitting and Compliance
Wv. 14-, 202:�,
Date
Permit Number; 1748
Expiration Date: May 14. 2024
Page 2 of 3
PERMITTED ACTIVITIES 1
A. Description
This Solid Waste Letter Authorization covers the acceptance and placement of contaminated soils
removed solely from a distinct parcel located in Ashland, Jackson County. This site being
specifically denoted by the Jackson County Assessor's Office as follows: Section 14D, Township 38
South, Range 1 East, Tax Lot 1301 and 1100. Soils at this site are contaminated with low
concentrations of dioxins and furans. This soil will not pose a risk to public health or ecological
receptors if managed as outlined in the application.
Mine reclamation fill activities will occur at 528 W Linn Road in Eagle Point, Oregon, Jackson
County (also known as Map and Tax Lot 100 of 36S 1 W 04). Up to 1500 cubic yards of material will
be placed in the fill area. Upon receipt, the contaminated soil will be placed directly into the
DOGAMI approved (DOGAMI ID# 15-0098) fill placement area as denoted in the "Fill Placement
Plan", Section 1.3 and Figure 3.
No buildings, tanks or additional infrastructure development/construction is planned.
D. Site Operation Plans
Mine reclamation fill operations shall be in accordance and in keeping with all of allowances and
restrictions denoted in the following: DOGAMI Operating Permit, Solid Waste Letter Authorization
Permit Application, "Fill Placement Plan", "Soil Management Plan", Land Use Compatibility
Statement, "Jackson County Planning and Development Services Aggregate Resource Site Plan
Review", this Solid Waste Letter Authorization, and all other associated plans and information
provided by applicant and approved by appropriate jurisdictional authorities.
Site operations and plans shall be modified as necessary, to maintain a high level of protection to
human health, the environment and to minimize nuisance conditions. All operational changes and
plan modifications will be submitted to the department for approval prior to implementation. In the
event of immediate operational changes necessary to protect human health, the environment or
process integrity, notification will be as soon as practicable and in no circumstances later than 72
hours. A record of daily activities is to be maintained in a Site Operational Log,
The soils placed under this permit must be placed above the seasonally -high water table, covered
with a geotextile demarcation layer and 3 feet of clean fill the top of the placed soils below planned
final grade.
C. Prohibited Materials, Unknown Materials, and Suspected Hazardous Materials
If the permittee discovers any materials not specifically allowed by this Letter Authorization, once
safe to do so, the permittee will segregate those materials, store them in a manner that safeguards
human health and the environment, notify DEQ of the discovery, and properly dispose or recycle the
materials. These materials may include but are not limited to the following; metals, waste tires,
pressurized cylinders, plastics, bio-sludge and/or human bodily wastes, medical/pharmaceutical
waste, PCBs, animal mortality waste, animal processing waste, appliances/electronic devices,
treated/painted wood waste, and all hazardous waste as defined in 40 CFR 261. Unknown materials
and suspected hazardous materials will require a hazardous waste determination. Contact the
Western Region Solid Waste Permit Coordinator at 541-687-7465 to obtain assistance with
hazardous waste determinations.
D. Disclaimers
The issuance of this permit does not convey and property rights in either real or personal property,
or any exclusive privileges, nor does it authorize any injury to private property or any invasion of
personal rights.
Permit Number: 1748
Expiration Date: May 14. 2024
Page 3 of 3
DEQ, its officers, agents or employees do not sustain any liability on account of the issuance of this
permit or on account of the construction, maintenance, or operation of facilities pursuant to this
permit.
E. Authority and Regulatory
All site operations must be conducted in a manner to protect public health and the environment.
Conditions of this permit are binding upon the permittee. The permittee is liable for all acts and
omissions of the permittee's contractors and agents [ORS 459.3761.
The permittee shall allow representatives of DEQ access to the disposal facility at all reasonable
times for the purpose of making inspections, surveys, collecting samples, obtaining data and
carrying out other necessary functions related to this permit.
Issuance of this permit does not relieve the permittee from the responsibility to comply with all other
applicable federal, state or local laws or regulations. This includes the following solid waste
requirements, as well as all updates or additions to these requirements:
a) Solid Waste Letter of Authorization Permit Application received Aug. 14, 2023
b) Oregon Revised Statutes, Chapters 459 and 459A
c) Oregon Administrative Rules, Chapter 340
d) Any other documents submitted by the permittee and approved by DEQ
F. Notification
The permittee shall notify DEQ in writing (email is acceptable) of the start date and the completion
date of the project. Any and all process "upsets," emergency conditions, spills and releases, and
discovery of unknown or hazardous materials will be reported to DEQ as soon as practicable. The
permittee shall notify DEQ of all complaints resulting from site operations (i.e., odor, vector, dust,
noise) and actions taken to address those complaints within 72 hours of the complaint being lodged.
All notifications will be logged into the Site Operational Log, The Site Operational Log is a reviewable
document during site inspections and will be made available to DEQ, if requested, as part of the
document review portion of site inspections.
Submit all notifications, correspondence and reports to the Western Region Solid Waste
Permit Coordinator at: 165 E. Seventh Ave., Suite 100, Eugene, OR 97401, 541-687-7465.
G. Expiration
Solid Waste Letter of Authorization No. 1748 expires six months from the signature date of this
permit and can be renewed once for an additional six months at a cost of $500.00.
Following expiration of this permit a report shall be submitted to DEQ within 30 days outlining the
start and end date of soil placement and how the soils have been covered.
POLICIES, PLANS & GOALS SUPPORTED
Public Safety, including emergency preparedness for climate change risk
Regional cooperation, including in the support for public safety and homelessness
BACKGROUND AND ADDITIONAL INFORMATION
In June of 2022 the Housing and Human Services Commission made a recommendation at the request of City
Council to address the extreme weather needs of Ashland residents, including extreme cold, extreme heat and
dangerous level of wildfire smoke and the role of the City. Prior to the currently adopted resolution, Resolution
2013-04 only set parameters for cold weather conditions under which the City would declare a weather
emergency and commit City resources in the form of a City owned building. The City has struggled in the past to
have available space in City owned buildings and has relied on volunteer coordination for both securing
alternative locations and staffing of volunteers for emergency shelter purposes. Reliance on volunteers meant at
times the City was unable to stand up the emergency shelter due to the lack of personnel needed to do so.
In August of 2023 the City acquired 2200 Ashland Street securing a city facility for the purpose of having a space
for an emergency and inclement weather shelter. On November 7, 2023 City Council approved a contract with
Opportunities for Housing, Resources, and Assistance (OHRA) to provide severe weather emergency shelter
coordination and operations. These two steps have resulted in the City having the ability to both have a location
for the emergency weather shelter as well as a partner to staff the shelter when needed.
Given the thresholds as outlined in Resolution 2022--23, the City has temperature thresholds, both heat and cold,
that are variable from those throughout the state and Southern Oregon area. This results in the City of Ashland
potentially calling for more severe weather shelters to be stood up than regional partners.
Staff recommends judiciously managing our resources by limiting operational days, ensuring that we are fully
equipped to offer shelter during periods of the most severe and dangerous weather. Staff recommends
considering adjusting temperatures to match those of regional partners and including additional factors and
considerations:
Page 1 of 3
F E
k,•
!i �F;
• Forecasted low temperatures of 25 degrees Fahrenheit or less.
• Forecasted temperatures at 32 degrees Fahrenheit or less, and additional factors and
considerations that would reasonably cause a person to be at increased risk of exposure
to cold, including:
o Precipitation
o Wind
o Humidity, including dense fog
o Sustained temperature, including during the day
o Consecutive days (cumulative effects)
o Overall weather patterns (e.g. precipitation, then drop in temperature)
o Special alert such as warning or watch
• Hot Weather
o Forecasted high temperature of 102 degrees Fahrenheit or more
o Forecasted temperatures of SO Fahrenheit degrees or more, and additional factors
and considerations that would reasonably cause a person to be at increased risk of
exposure to heat, including:
• Precipitation
• Humidity
• Wind
■ Duration and potential for cumulative effects (hours per day, consecutive
days)
• Overall weather patterns
• Air Quality
o Air Quality index of "very unhealthy" or more
• Other conditions that result in a Severe Event, such as:
ochemical spill or release
FISCAL. IMPACTS
The temperature thresholds have a fiscal impact on the city depending on where they are set. For example:
November 1, 2022-- May 1, 2022
Total days at or below 32 degrees:127
Cost per night: estimated at $1500 = Fiscal impact of $190,500
Total days at or below 25 (temperature threshold of regional partners): 53
Cost per night: estimated at $1500 = Fiscal impact of $79,500
The fiscal impact will vary depending on heat, cold and smoke days per year. One element to consider, the fiscal
year begins July 1. Given the need to meet both heat and cold needs, the City may struggle to stand up and fund
needed cold weather sheltering if the City experiences numerous extreme heat days.
Page 2 of 3
qr (.�� o �.-i n c i �, S It u d y I,- es s i o n
DISCUSSION QUESTIONS
Would the City Council like to alter the temperature thresholds to align with the region?
Would the City Council like to alter the temperatures to some other threshold?
SUGGESTED NEXT STEPS
There are numerous options for next steps. Some options include:
• Staff direction to return with a revised Resolution altering temperature thresholds as recommended by
Council.
No action needed, retain current thresholds.
REFERENCES & ATTACHMENTS
Attachment 1: 2022-23 A Resolution Repealing Resolution No. 2013-04 and Setting Policies and Condition Under
Which Ashland will Activate Severe Weather Emergency Shelter Facilitation.
Attachment 2: City of Medford's Administrative Regulation 708
Attachment 3: Monmouth County Example
Attachment 4: Housing and Human Services Commission Severe Climate Event Policy Recommendation June 6,
2022
Attachment 5: Acquisition of the Coming Attractions property at 2200 Ashland Street for an emergency and
inclement weather shelter
Attachment 6: Contracting for Severe Weather Emergency Shelter Services November 7, 2023
Page 3 of 3
RESOLUTION N O . 2022-33
A RESOLUTION REPEALING RESOLUTION NO. 2013-04 AND SETTING POLICIES AND
CONDITIONS UNDER WHICH ASHLAND WILL ACTIVATE SEVERE WEATHER
EMERGENCY SHELTER FACILITATION
RECITALS:
A. Ashland is in an area that has four distinct seasons, all of which can exhibit extreme conditions
due to severe weather events that call be hazardous to persons without a c c c s s to adequate
heating, cooling, sheltering or air quality resources.
B. The City of Ashland desires to set forth the conditions under which it will call for the availability of
protective or emergency sheltering during severe weather -related events and the policies related
to the procedures the City will take to determine when to call of a shelter and how the City will
coordinate with community volunteers and disseminate information on such emergency shelter.
1TIIE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. This resolution repeals and replaces Resolution 2013-04.
SECTION 2. Provision of Emergency Shelter During Severe Weather- Events
1) Ashland will facilitate the provision of protective or emergency shelter within available resources as
set forth here during times of extreme weather. Calling or activating a severe weather shelter is
subject to practical considerations which may include, but are not limited to, identifying an available
facility/facilities appropriate for the intended use, the ability to operate the shelter(s) in a safe manner
for all potential users and supporting volunteers/staffing, the capacity of the shelter operations to
adhere to the Severe Weather Shelter Operations Policy (attached), and the availability and level of
necessary resources to support shelter operation. Necessary resources include volunteer support and
contracted/city staffing, authorized and available funding. The City's ability to address or manage
practical considerations will impact its ability to call for or maintain over time a severe weather
shelter. For purposes herein, weather conditions shall be considered extreme under the following:
n The general threshold for calling a cold weather shelter; 32 degrees or below considering such
factors as wind chill, precipitation, number of days' duration or in instances where the National
Weather Service issues a Weather Warning.
• The general threshold for calling an extreme heat shelter: 95 degrees or above depending upon
other factors such as humidity, UV index, and overnight lows or in instances where the National
Weather Service issues all Extreme Heat warning.
The threshold for calling a smoke related shelter: an air quality index of 150 and above or
designation of "unhealthy for everyone") or above.
• And/oi' aiiy eombiiiatron of weather conditions, community circumstances including
interruption of electric or essential city services, which, at the discretion of the City
Manager, or their designee, make conditions hazardous to human life without adequate
shelter.
SECTION 3. City's Role in Instances of Emergency Slielter
Resolution No. 2022-33 Page 1 of 3
1) The City Manager, or their designee, will fulfill the following duties:
• Shelter Activation: Determine when the City will activate the provision or opening of protective
or emergency shelter and approve the use of City resources for this purpose.
• 48 Hour Notice: The City will strive to provide 48-hour:notice, unless in times of sudden
severe weather conditions to contracted shelter provider to allow ample time for volut:teer
coordination and dissemination of information to the public.
Communication: Communicate between internal City staff and the community. This will
include communication between non -profits contracted to provide shelter coordination and City
staff involved/concerned with sheltering activities, including but not limited to staff from
Emergency Operations, Ashland Fire and Rescue, the Community Emergency Response Team
(CERT) Coordinator or other AFR staff as designated by the fire Chief, Ashland Police,
Ashland Parks and Recreation, and City Administration, as well as with the Mayor and City
Council, and other elected and appointed officials.
Coin :nunication will include coordination with or use of Nixie alerts as appropriate. The
communication should provide information to the public regarding shelter information, which
could include posting new items on the City's website, notifying 211, and posting information
about shelters on the City's social media platforms.
Shelter Coordination: Protective and emergency weather shelter will be staffed by community
and/or CERT volunteers. The City will take steps within funding appropriated for the purpose
to contract with a third -party non-profit organization to provide shelter coordination and
oversight, including volunteer coordination and the provision of liability insurance to cover all
emergency shelter related activities. Contracted shelter coordination may also include
soliciting, vetting, and providing trainings to shelter volunteers (in coordination with CERT
volunteer trainings), maintaining a shelter volunteer contact list, and coordinating with the City
staff regarding background checks for shelter volunteers. These items and any additional duties
will be outlined in a separate shelter coordinator service contract.
The City will arrange for the provision of materials and resources as needed to protect those
managing and utilizing its facilitated emergency shelter. Materials and resources will also be
made available for the training of protective and emergency shelter associated staff and
volunteers.
Shelter coordination should also include periodic or regular meetings as necessary between City
staff, the nonprofit shelter coordinator and volunteer participants/stakeholders to debrief event
management and review shelter processes/procedures for planning and coordinating
improvement.
2) Emergency shelter during or in anticipation of a severe weather event may require the use of
an available city owned building/facility. Previously booked/scheduled groups in those locations
will be subject to cancellation in such a case. The City will endeavor to establish an appropriate,
permanent location and facility for emergency weather shelter for the community.
SECTION 4. Severe Weather Activation
Provisions for emergency shelter will be activated as follows:
a) When the City Manager, or their designee, determines that weather conditions are or are
Resolution No. 2022-33 Page 2 of 3
likely to become "extrerne," they will contact the City's Emergency Operations Officer
or CERT Coordinator to confirm the emergency circumstances and activate the provision of
protective or emergency shelter.
b) Emergency Operations Officer or CERT Coordinator will, in Will, contact the following:
6 City's non-profit shelter coordinator to determine the feasibility of
initiating emergency shelter operations, including the availability of
volunteer staffing, and
The City's Parks and Recreation Department and other facilities
management to determine if a city facility orfacilities are available for the
sheltering event. If no suitable City building is available, city staff and the non-profit
shelter coordinator will work with community partners toward securing a sheltering location
elsewhere in the city.
c) The Non-profit Shelter Coordinator will contact designated representatives from volunteer
organizations to arrange for on -site volunteers at the shelter.
d) The CERT Coordinator or other AFR staff as designated by the Fire Chief, will put out a call for
volunteers through the CERT system annually to notify them of shelter training availability.
e) Shelter volunteers should bring their own cell phones in case of emergency.
SECTION 5. Emergency shelter will _be operated consistent with the attached Severe Weather Shelter
Operations Policy.
SECTION 6. Tltis resolution takes effect upon signing by the Mayor.
ADOPTED by the City Council this 6th day of December, 2022.
ATTEST:
Dana Smith, Clerk of the Council Pro Tern
SIGNED and APPROVED this day of LA , 2023.
w
Tonya Gr arn, Council Chair
Reviewed as to form:
Doug N c eary, Interim City Attorney
Resolution No. 2022-33 Page 3 of 3
,✓ yMEDFOR*
ADMINISTRATIVE REGULATION
Title: Shelters
Number: 708
Adopted: 11/07/2019
Revised/Readopted:
11/05/2020
Orig. Number(s): n/a
Purpose:
These policies have been established in coordination with other City of Medford departments
including Building, Planning, Police, and Fire to provide a safe solution for providing shelters for
sleeping purposes. Many of these policies are based on the Oregon State Fire Marshal's Technical
Advisory for Temporary Shelters (OSFM TA 14-12). These policies allow a building not normally
designated as a Residential "R" Occupancy to be used as a shelter (Residential use of a building,
or a portion thereof, for temporary living and sleeping purposes). These requirements apply to
TemporaryShelters, Non-TemporaryShelters, and Severe EventShelters, unless noted otherwise.
These requirements are intended to be a starting point. Every shelter will be different, and these
requirements are intended to provide a reasonable level of life safety. Therefore, some
requirements will be on a case -by -case basis and may be modified, if approved.
City of Medford municipal code requirements for Temporary and Non -Temporary Shelters and
Severe Event Shelters shall take precedence when in conflict with these requirements.
Application:
This policy will be applied by multiple departments and stakeholders, including:
• City Management will declare a Severe Event
• The Building Safety Department, Fire Department, Planning Department and other City of
Medford departments to review and approve the use of shelters
• Stakeholders in the community dedicated to or affected by providing shelters for those in
need.
Definitions:
Incapable ofSelf-Preservation (OFC Section 202): Persons who because of age, physical
limitation, mental limitations, chemical dependency, or medical treatment cannot respond as an
individual to an emergency situation.
Individual Area: An individual space or area provided per person (occupant) for sleeping
purposes. Unless approved otherwise, the minimum dimensions shall be as follows:
• 4 ft x 7 ft if no storage area is provided. The occupants and operators shall be responsible
for maintaining egress paths free of obstructions.
• S ft x 7 ft if a separate storage area is provided. This area does not include area required
for means of egress. This is the minimum individual area to be provided when adequate
storage space is provided for storage of personal belongings. The occupants may have
Shelters Alt No. 708 Page 1 of 10
Revised:
small items within their individual space, such as a purse or small bag. The occupants and
operators shall be responsible for maintaining egress paths free of obstructions.
• A six foot minimum separation between sleeping areas is recommended from the Center
for Disease Control.
LlmitedAssistance: Persons who because of age, physical limitation, mental limitations,
chemical dependency, or medical treatment require limited verbal or physical assistance while
responding to an emergency situation.
Markingof5leepingArex Markings, such as tape or another approved method, shall be provided
to designate and define the exit access including aisles, and exits. Markings may also be used,
and are encouraged, for Individual Areas. The purpose of these markings is to maintain clear
egress paths at all times
Non -Temporary Shelters A permanent use within a building or buildings, meant to provide
overnight sleeping accommodations and related service for individuals or groups who are
homeless.
Severe Event from City of Medford Municipal Code Section 10.012 - An act of nature or
unforeseen circumstance that constitutes an uninhabitable living experience for individuals or
groups.
Severe Event Shelter.' from City of Medford Municipal Code Section 10.012 - A temporary use
within a building, typically not used as a residence, meant to provide relief during a Severe Event
to individuals or groups who are homeless or are at risk of exposure to a severe event.
Note; Rather than overwhelm Temporary Shelter resources, the intent of allowing Severe
Event Shelters is to supplement Temporary Shelters by providing respite during Severe
Events.
51eepingArea: Space or area that includes, but is not limited to, exit access including aisles, and a
row or rows of Individual Areas,
Temporary5helter, from City of Medford Municipal Code Section 10.012 -- A temporary use within
a building, typically not used as a residence, meant to provide overnight sleeping accommodations
and related services for individuals or groups who are homeless.
• Note: a Temporary Shelter is a place or area within a building that includes, but is not limited
to, exit access including aisles, and a row or rows of IndividualAreas.
Policy:
USE OFSHEL TERS.'
Approval Requirements:
Prior to approval for use of a shelter, the following items are required:
® All Shelters (Temporary & Non -Temporary Shelters and Severe Event Shelters)
o Approval from the Medford Building Department
o An approved Operational Permit through Medford Fire -Rescue
■ If not included in the application, please request a Business Safety Checklist
for common fire hazards.
Shelters AR No. 708 Page 2 of 10
Revised:
■ Note: Consultations/inspections for pre -approval will generally be provided at
no cost. Fees may be required if a significant number of consultations or
inspections are requested.
o Inspection and approval from a fire code official and building code official prior to
opening.
• Temporary & Non -Temporary Shelters:
o Approval from the Planning Department for use of a location, including a Conditional
Use Permit (CUP) issued in compliance with Medford Municipal Code 10.819A.
• Severe Event Shelters:
o Conditional Use Permit (CUP) is not required
o Locations are subject to zoning regulations
o Shall only be operated during a declared Severe Event
Severe Event Declarations:
The Mayor or City Manager, or their designee, may consider declaring a Severe Event based on
the following factors and criteria:
• Cold Weather
o Forecasted low temperatures of 25 degrees Fahrenheit or less.
o Forecasted temperatures at 32 degrees Fahrenheit or less, and additional factors and
considerations that would reasonably cause a person to be at increased risk of
exposure to cold, including:
■ Precipitation
■ Wind
■ Humidity, including dense fog
■ Sustained temperature, including during the day
■ Consecutive days (cumulative effects)
■ Overall weather patterns (e.g, precipitation, then drop in temperature)
■ Special alert such as warning or watch
« Hot Weather
o Forecasted high temperature of 102 degrees Fahrenheit or more
o Forecasted temperatures of 80 Fahrenheit degrees or more, and additional factors
and considerations that would reasonably cause a person to be at increased risk of
exposure to heat, including:
■ Precipitation
■ Humidity
■ Wind
■ Duration and potential for cumulative effects (hours per day, consecutive
days)
■ Overall weather patterns
• Air Quality
o Air Quality index of "very unhealthy" or more
Shelters AR No. 708 Page 3 of 10
Revised:
• Other conditions that result in a Severe Event, such as:
o Chemical spill or release
LOCATION PL4NNINGAN® REQUIREMENTS.'
Occupancy Requirements:
How each occupant responds during an emergency can affect the risk of all occupants.
Considerations that can influence the ability to respond correctly to an emergency include, but
are not limited to, mental and physical abilities. For this reason, there are more strict
requirements for locations where some of the occupants require physical or verbal assistance to
respond to an emergency including fire protection, staffing, training, etc. As such, the following
requirements apply to all shelters:
• (OFC 1101.1) Persons who are Incapable of Self -Preservation shall not be permitted to stay
at a shelter.
• (OFC 104.8, 1101.1) Shelters may allow persons requiring Limited Assistance to sleep at the
shelter when approved. Considerations for approval include, but are not limited to:
o The number of persons requiring limited assistance.
o The presence of fire protection systems such as an automatic sprinkler system
o Staff i ng
o Staff training
o Modifications to the Emergency Evacuation Plan.
o Provisions for moving individuals who require limited assistance to a different
location when the maximum number is exceeded.
• Locations may be approved to shelter persons who are Incapable of Self -Preservation
and/or require Limited Assistance when sufficient fire and life safety features are provided.
Approval will be on a case -by -case basis.
• Shelter Operations Plans shall include procedures for moving persons who are incapable
of self-preservation to a location that can safely meet their needs.
Fire Protection Requirements:
The following life -safety requirements apply to buildings used as a shelter:
• OFC 1101.1 104.8 Automatic Sprinkler System.. Buildings used as shelters shall be
protected throughout with and approved Automatic Sprinkler System, with the following
exceptions:
o Tem1paraty Shelters: Approval through Medford Fire -Rescue and the Building
Department is required in order to locate a Temporary Shelter in a building not
protected throughout with a fire sprinkler system. For shelters not protected
throughout to be approved, the sleeping areas and shelter operations shall be
limited to the ground floor with a minimum of two (2) exits directly to the outside at
ground level.
o Severe Event Shelters: An automatic fire sprinkler system is not required for Severe
Event Shelters that are located on the ground floor with a minimum of two (2) exits
Shelters AR No. 708 Page 4 of 10
Revised:
directly to the outside at ground level. Severe Event Shelters shall meet the other
requirements of this Policy.
• Fire extinguishers with a minimum rating of 2-A:10-B:C shall be provided within 75 feet of
travel, and within 10 feet of exits. A minimum of 2 fire extinguishers shall be provided
unless approved otherwise.
Means of Egress (Exiting - OFC Chapter 10):
The following requirements apply to all shelters, unless noted otherwise. All means of egress (exit)
paths shall be maintained free of obstructions at all times.
• Exits from sleeping areas within buildings protected throughout by an automatic sprinkler
system shall be as follows;
o Sleeping areas located on the ground floor of a shelter with an occupant load of 49
(i.e. persons using shelter) or less shall have at least one (1) exit and at least one (1)
window qualifying as an escape or rescue window as defined by the building code.
o All other floor levels (other than the ground floor) used as Temporary Shelter
sleeping areas that have an occupant load of 10 or more shall have two (2) exits from
the area.
o The exits serving the areas shall be separated by a distance equal to at least 1/3 of
the longest diagonal distance of the area.
• Exits from sleeping areas within buildings NOT protected throughout by an automatic
sprinkler system:
o For Temporary Shelters and Severe Event Shelters that are approved without an
automatic fire suppression system, the sleeping areas shall only be located on the
ground floor, and a minimum of 2 exits shall be provided for occupant loads of 10 or
more.
o Shelters approved without a fire suppressions system with an occupant load of nine
(9) or less shall have at least one (1) exit and at least one (1) window qualifying as an
escape or rescue window as defined by the building code,
o The exits serving the areas shall be separated by a distance equal to at least 1/2 of
the longest diagonal distance of the area.
• Doors shall operate properly. The intent of this is that doors are easily opened and closed,
even for people with limited strength and mobility.
• Emergency egress lighting shall be provided. This lighting may be the plug-in type with
battery backup.
• Egress for SleepingAreas
o Sleepingareas shall be grouped in single (1) or double (2) rows of IndividualAreas.
o The total number of Individual Areas provided shall not exceed the maximum
occupant load minus the minimum staffing.
o A 36" min, aisle (OFC 1017.5) shall be provided on both sides of rows of Individual,
except that:
An aisle maybe provided on one side of a single row of IndividualAreasagainst
a wall.
Shelters AR No, 708 Page 5 of 10
Revised:
o Egress paths shall be marked (such as with tape on the floor) and shall be maintained
clear at all times.
• (OFC 1007,1) Accessibility: An accessible egress path shall be provided, unless approved
otherwise,
Maximum Number of Occupants Allowed:
(OFC 104.8, 1004.1.2) The maximum number of allowable shelter occupants will be approved by
both a building code official and a fire code official on a case -by -case basis.
An occupant load sign shall be posted in a clear and obvious location near the entrance showing
the maximum number of occupants in the shelter.
PLEASE NOTE: Additional requirements will apply when the occupant load exceeds 49 people in
sprinklered shelters, and 9 people in unsprinklered shelters.
Smoke Alarms and Detection (OFC 907.2):
• All shelter sleeping areas shall be provided with approved smoke alarms or a complete
approved smoke detection system.
• All other areas of the building used for shelter operations shall be equipped with smoke
alarms or a smoke detection system as required by the local fire code official.
• Smoke alarms may be battery -powered.
Carbon Monoxide (CO) Alarms and Detection (OFC 908.7):
• All shelter sleeping areas shall be provided with approved carbon monoxide alarms or an
approved Carbon Monoxide detection system
• Carbon monoxide alarms maybe battery -powered.
Cooking Facilities:
(OFC 609.1 and 904,11) Shelters where food is provided may have to meet requirements for new
construction for cooking equipment. This will be determined on a case -by -case basis.
Storage:
(OFC Section 315, Chapter 10) Provisions for storage shall be provided in order to maintain egress
paths and allow storage of items that are not permitted within the shelter.
Sanitation:
Toilets, hand washing, and trash disposal shall be provided, Provisions for bathing are typically
recommended, but not required.
OPERATIONAL (USE) REQUIREMENTS.•
Operational Permit:
An Operational Permit through Medford Fire -Rescue will be required. A plan / layout shall be
submitted as part of operation permit, The following shall be shown on the plan:
Shelters AR No, i08 Page 6 of 10
Revised:
Location, size and occupant load for all areas including sleeping areas, kitchen, bathroom,
storage, etc.
• Access points
• Trash cans
• Lighting
• Emergency vehicle access
• Etc.
These items may be shown on the building floor plan required as part of the Emergency
Evacuation Plan as long as the plan is legible and reasonably useful. A separate building floor plan
may be required as part of the Emergency Evacuation Plan in order to provide only critical
information needed during an emergency.
Staffi ng:
A minimum ratio of staff per occupants shall be provided as follows:
• Unless approved otherwise in rare circumstances, a minimum of 3 people shall staff a
shelter at all times:
o A minimum of 1 staff per 25 occupants, but not less than 2
o A person dedicated to Fire Watch in addition the staffing required for the occupants
Recommended Staff:
• Shelter Liaison - Represents the owner(s) of the shelter location
• Shelter Coordinator - Directs and leads the shelter operation.
o Shelter Host - Responsible for operations under the direction of the Shelter
Coordinator
o Meal Coordinator - Arranges meals, if provided
o Logistics Coordinator - Necessities, transportation, etc.
Notification:
Temporary Shelters
• First Opening_ A fire inspection shall be completed and final approval shall be received prior
to opening a shelter for the first time.
• Subsequent O enin s: The fire code official (Fire Marshal or Deputy Fire Marshal) shall be
notified 48 hours minimum prior to each anticipated non-consecutive use of a shelter. The
fire code official may require a fire inspection prior to the shelter being used.
Severe Event Shelters
• Pre -Authorization: a location shall be approved by a building code official and fire code
official prior to use as a Severe Event Shelter. A free inspection should be requested a
minimum of 2 months prior to anticipated use. The shelter shall not be used until a final
inspection has been completed and approval for been provided.
Shelters AR No. 708 Page 7 of 10
Revised:
• Aparoval Prior to Opening: The fire code official and operators will work together to
schedule/conduct a fire inspection prior to use of a Severe Event Shelter. This is intended
to be a follow-up inspection in addition to the fire inspection required prior to approval of
a Severe Event Shelter Iocation.
Time limits:
Temporary Shelters
• A building may be used as a TemporaryShelterfor a maximum of ninety days (90) within
any twelve (12) month period of time beginning on the first (1 s') day of occupancy or as
approved by the local authority having jurisdiction.
• Additionally, Temporary uses exceeding a six month (180 day) time period beginning on the
first (151) day of occupancy require approval from the Building Code Official.
Severe Event Shelters.-
0 Severe Event Shelters shall only be operated during a Severe Event.
Emergency Evacuation plan (OFC Chapter 4):
An approved emergency evacuation plan addressing the evacuation of all occupants in an
emergency event shall be available at all times at the shelter location (not a remote location). The
plan shall be reviewed a minimum of once per year, and shall be revised when needed. At a
minimum the emergency evacuation plan shall contain the following:
• Emergency Response Plan: complete and review with a fire code official
• Occupant log: A log of all occupants for each night must be maintained and made available
to the emergency personnel in the event of a fire or incident.
• Building floor plans: Building floor plans for each floor of the shelter shall be posted
throughout the shelter, and shall include:
• SleepingAreasclearly identified.
• Room size: the square footage of all rooms within the shelter.
• Evacuation Routes: the primary and secondary egress (exit) paths from all areas of the
shelter shall be shown.
• Accessible egress routes: locations shall be shown on the building floor plans.
• Life -safety systems: include locations for fire sprinkler system including riser room, fire
alarm panel and controls, etc.
• Manual Fire Alarm Pull Boxes, if present
• Fire Extinguishers
• AED (Automated External Defibrillator), if present
Documentation:
Documentation of all fire safety requirements including copies of an Emergency Plan and a Shelter
Operational Plan shall be maintained on site and shall be immediately available for review if
requested by the fire code official.
Shelters AR No. 708 Page 8 of 10
Revised:
Fire Watch:
A fire watch shall be maintained continuously. See fire watch packet for additional requirements.
A fire watch shall be maintained during sleeping hours at a minimum, and may be required at
other times. This means at least one responsible person shall be awake and assigned this
responsibility. The intent is that if one person cannot survey all areas of the shelter, then
additional persons will be required. Fire watch personnel are dedicated to this task and shall not
be responsible for other duties such as serving food. This duty may be rotated among a number
of responsible adults. The fire watch personnel shall be familiar with the building, the emergency
plan, and shall be trained on procedures during an emergency. They have the responsibility for a
continuous patrol of the shelter for the purpose of detecting fire or other emergencies and
transmitting an immediate alarm to the Fire Department and occupants. If a fire alarm system is
not present, fire watch personal shall have a manual device such as a whistle or bell for alerting
occupants and a cell phone for alerting the fire department and other Fire Watch personnel.
General Safety Requirements:
• Alcohol and drugs shall not be in possession or used
• (OFC 310) No smoking inside. Outside smoking, if allowed, shall be in designated locations
and non-combustible containers filled with water shall be provided. Smoking shall be a
minimum of 10 ft away from entrances, exits, windows, ventilation intakes, etc.
• (OFC 305) Potential fire ignition sources such as lighters and candles shall not be allowed in
shelters, unless stored in supervised or locked storage areas.
• Use of portable heaters or unvented fuel -fired heaters shall be prohibited inside. Outside
use may be approved.
• Separate locations or areas for different populations including families, single men, etc.
shall be required, unless approved otherwise.
Responsibilities:
The Building Safety Department, Fire Department, Planning Department and other City of
Medford departments will be responsible for:
• Review of shelters
• Approval of shelters
• Developing and maintaining a Shelter Team with stakeholders from City departments and
the community
The City of Medford will not be responsible for:
• Providing staffing for Temporary Shelters or Severe Event Shelters
• Providing locations for Temporary Shelters or Severe Event Shelters
The Shelter Team will be responsible for:
• Developing partnerships within the community
• Revising policies and practices related to shelters
Shelters AR No. 708 Page 9 of 10
Revised:
For Severe Events, the Mayor or City Manager, or their designees, will be responsible for:
• Ensuring the procedures are followed where possible
• Declaring a Severe Event
• Providing early warning of a Severe Event Declaration as soon as possible (ideally 48
hours) by:
o Communicating Severe Events to Provider Network and City Departments,
o Conducting media out reach
Severe Event Procedures:
Administrative Regulation 908 Emergency Notification System Severe Event Incident Response
Guide (IRG) will be used when declaring a Severe Event.
• Prepare for Severe Events:
o Engage and partner with stakeholders to
■ Share information
■ Pre -authorize shelter locations
■ Develop processes and policies ahead of events
• Identify a Severe Event threat
o Communicate a warning that a Severe Event maybe declared
■ Notify stakeholders as soon as possible (48 hours is preferred)
o Coordinate with providers and stakeholders to:
■ Estimate need (# of beds, population type etc.)
■ Identify available resources
• Declare Severe Event
o Communicate resources and shelter locations (media, provider network, 211 info,
etc.)
Monitor the event
o Communicate anticipated end of Severe Event
• Declare and end to the Severe Event
o Communicate end of Severe Event
o Shelter Team Review event and communicate ways to improve
Approved:
Brian Sjothun, City �Tanager
Legal Reference(s):
Oregon Fire Marshal's Technical Advisory 14-12
Oregon Fire Marshal's Technical Guidelines (OFQ
Medford Municipal Code 10,012 and 10.819A
Administrative Regulation 908
11/05/2020
Date
Shelters AR No. 708 Page 10 of 10
Revised:
..pill 111111q piliq I
For information on severe weather shelters, check multco.us/cold (hftp://Muitco.us/cold)
Support people living outside
If someone outside is unsheltered and whose life appears to be in danger, call 9-1-1. Otherwise, if
you see someone about whom you are concerned during cold weather, such as not being dressed for
the weather conditions, call Multnomah County's non -emergency response line
(http://muItco.us/em/police-and-fire-non-emergency) at 503-823-3333 and request a welfare check.
To help someone locate shelter and transportation to shelter, please call 2-1-1.
People seeking to get warm on winter days when severe weather shelters are not open are welcome
in government buildings that are open to the public, including, for example, libraries and community
centers. Library hours are listed on Multnomah County Library's website (https://muitcolib.org/hours-
and-locations) .
City of Portland community center information is listed here
(https://www.portiandoregon.gov/parks/39839) .
Severe Weather Planning
County staff monitor weather conditions and other factors, including severe temperature fluctuations,
emergency department visits for hypothermia, and wind chill. City of Portland and Multnomah County
officials meet to discuss those weather conditions -- consulting with Emergency Management, Health
Department, County Human Services and Joint Office experts — and then jointly decide on shelter
plans as needed.
Severe weather shelters open as needed when any of the following thresholds are met for any one of
the conditions below that are forecasted to persist for four (4) hours or more between the hours of
8:00 p.m. - 7:00 a.m.
• Forecasted temperature of 25' F (-4° C) or below.
• Forecasted snow accumulation of 1.0 inch or more.
• Forecasted temperature at or below 32" F (0° C) with driving rain of 1.0 inch or more overnight.
Cold Weather Alerts
Even when severe weather thresholds aren't met ® but when overnight temperatures are forecast at
32 degrees or below, for roughly four hours or longer — the Joint Office will issue a "cold weather
alert."
No severe weather beds will open during a cold weather alert. But providers will conduct additional
and focused outreach to find vulnerable people, and they will have the ability to quickly obtain and
distribute cold weather gear. Providers will step up coordination around information on resources and
system shelter capacity. Overflow shelter capacity will be made available to outreach workers, who
can refer people in need.
June 6, 2022
Housing and Human Services Commission Severe Climate Event Policy���
Agenda Item Recommendation
From r Linda Reid Housing „Program Specialists Y
Contact reldlnashiand.or.us 541-552-2043
Item Type Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation
SUMMARY
At a regular meeting held on August 7, 2021 the City Council approved a motion to request that the Housing and
Human Services Commission develop a proposal for addressing the need for shelter options during extrerne weather
events. The Council motion is as follows:
Council requests the Housing and Human Services Commission ivork with local partners, as well as the staff and
council liaisons to the commission, to identify the options available to conipreheiisively address the extreme ti�eather
needs of Ashland residents, including extreme cold, extreme heat, and dangerous levels of wildfire sirroke. The
Council fin•ther requests that the Housing and Hunian Services Coinmissior2 develop a proposal for Council
consideration regarding hotiv the Ashland Community can best address these needs and the specific role the City will
have in that process.
POLICIES, PLANS & GOALS SUPPORTED
2020-2024 Consolidated Plan for Use of CDBG fiinds
Tier 1: Higher Priority
Emergency Preparedness
Address Climate Change
Tier 2: Moderate Priority
Economic Development
Housing Needs
Homeless Services
All -Age Friendly Community
PREVIOUS COUNCIL ACTION
Not Applicable
BACKGROUND AND ADDITIONAL INFORMATION
The City has had two resolutions that address how the City will respond to incidents of inclement winter weather.
The current policy Resolution 2013-04 which replaced 2007-11, only set parameters for cold weather conditions
under which the City would declare a weather emergency and commit City resources in the form of a City owned
building. However, for many years the City had dedicated a small amount of funding to support staff tune at
partnering non-profit agencies to provide volunteer coordination, communication, and trainings in support of City
initiated emergency shelters. The volunteer coordinator was also tasked with finding alternate locations if a City
Page 1 of 5
owned building was not available, and with communicating with other- City staff who supported their efforts. This
staff included Fire Department. staff (CERT Coordinator) and Parks Department staff regarding the use of City
owned buildings.
Stakeholder Outreach
The Commission formed a Severe Climate Event Policy Recommendation Workgroup which met several times
throughout the process of developing recommendations. The Workgroup created and implemented a plan to solicit
stakeholder input to fulfill the Council's outreach request and to gain input from those interfacing or serving
impacted populations, or those who have had a role in the emergency shelter process in prior- years, and those who
have lived experience.
The workgroup also completed an audit of policies and best practice recommendations for severe and inclement
weather shelters and parameters from other communities throughout Oregon and the nation. As well as information
from prior- programs implement by the City of Ashland in partnership with area non -profits. The workgroup also
reviewed information on the health impacts of extreme climate events from a variety of resources, including but not
limited to, the Center for Disease Control and Prevention, the Federal department of Health and Human Services,
and non-profit organizations who advocate for special populations.
The Workgroup used these policy documents from other communities as a template to provide a framework for the
discussion and as a way to clarify and organize the key elements that a comprehensive and inclusive policy should
address. These elements were utilized as discussion topic prompts for both the stakeholder listening sessions as well
as for the discussion among the Nil commission.
The feedback from the stakeholder listening sessions, including a debrief meeting after enacting a severe climate
shelter event, as well as model language and potential structures gleaned from the resource audit were combined and
provided back to the larger commission as a starting point for discussion. The key elements of a comprehensive
policy are outlined below, as well as the recommendation that resulted from the discussion of the full commission.
Policy Recommendations
1. The policy will set paratneter s fat extretne temperatures both hot and cold and during extreine
weather events, and for instmices of bad air quality.
Tire commissioners discuss a number of different temperature thresholds. The commissioners also
discussed feedback Form stakeholders, and their own feelings about the difficulties of balancing what
most felt to be morally and ethically right with the realities of resources and what could be reasonably
accomplished. The Commissioners agreed that in an ideal world the thresholds be more reflective of
public health needs, however, they also agreed that the City should not adopt guidelines where the
triggers for emergency slielter outpace the City and community's ability to enact shelters. The City's
guidelines should have flexibility, which would set the thresholds as a baseline but still allow for the
calling of shelters as needed. Such as in instances wheir the National Weather Service issues weather
warnings that may necessitate calling for a shelter outside of any set temperature thresholds.
2. The policy will identi& a coordinator for identification and coordination of'shelter locations.
Feedback regarding shelter locations included a recognition that daytime cooling and smoke shelters
could be accommodated in most publically owned buildings including some located on the SOU campus
(though it has also been pointed out that some homeless individuals have been trespassed from the SOU
Page 2 of S
CITY :,
-y'XS
4 LAND
campus). These buildings would potentially be in use and open to the public during the daytime shelter
operational hours, and as such would be available to shelter members of tile public and may not need
any volunteer oversight to operate them as daytime shelters. Overnight shelters however, generally
operate outside of normal business hours and may have different safety code requirements to
accommodate an overnight use, therefore a coordinator is needed for the night time shelter coordination.
There was a consensus among Commissioners and stakeholders that city buildings should be made
available for sheltering purposes, even if they have previously been reserved for use as rentals or for
recreational purposes. City owned buildings specifically discussed for shelter uses included Pioneer
Hall (it has been discussed that Pioneer Hall is preferred, however, there are needed repairs to this
building to accommodate an overnight use), the Community Center and the Grove. It was also
suggested to approach the school district about utilizing a space that is owned or managed by that entity
as those buildings are often well suited to sheltering purposes. Lastly, it was suggested that the City
look at making available or developing a commercial kitchen space for use during emergency events as
well as for the use of non-profit organizations providing nicals for low income populations. The Pioneer
Hall kitchen already has Health Department approval to operate as a commercial kitchen for the
purposes of community meal preparation, but requires a periodic fee to be paid to maintain that
certification.
The policy should outline cr planfor calling and stiffing an emergency shelter as well as plan for
implementation of the shelter. A severe climate shelter team should be identified and included in
the plan. It is reconnnended that shelter coordination should he City's pr•irnmy role, and that the
City should set aside resources to fund a shelter, coordinator- either as part of a City staff
person 's role or through a contract rs,ith an outside agency, which is how the City has supported
this role in the past.
It is recommended that shelter coordination should be City's primary role. Tile City should identify a
Decision Making Activator Team (similar to the process that the City of Medford has identified) with
the City Manager acting as the lead. The team would resemble a phone tree of sorts, with the City
Manager as the leader- at the top of the tree in making the determination to call a shelter, a designated
staff person would be identified and tasked with issuing a notification for both the need for volunteers as
well as to post public information regarding the availability of shelter spaces. The shelter
implementation plan could potentially issue a call to the existing CERT volunteer lists (or to specific
CERT volunteers who have attended trainings specific to sheltering events) and would also issue a
NIXLE alert. Another staff role would be to coordinate communications between members of the
Decision Making Activator Team, relevant City staff involved in specific aspects of shelter organization
(such as law enforcement, parks department staff, and administration) and any community members or
non-profit entities serving in a paid/contracted volunteer coordination role.
4. The plan should coordinate a group of people inside and outside of the City to tii,or-k together to
implement an Extreme Climate Event shelter.
Gomrnunity stakeholders should work together to identify and secure resources to implement Severe
Climate Event shelters. This includes ongoing regular cooperation, communication, and collaboration to
coordinate volunteer lists and other resources to support volunteers (like offering shelter specific
trainings) locally and regionally. There was agreement for the desire to, "center the voices with lived
experience". Focused on those who are needing respite during emergent events, such as seniors, low-
income/fixed income households, people's with disabilities, medically fragile individuals, and other
Page 3 of 5
4
vulnerable populations. It has also been suggested that the City create a central online volunteer list
which can be accessed by both City Staff members of the Decision Making Activator team and
community partners involved in shelter organization.
It is recognized that while the City has seen a dramatically increased capacity to house homeless
populations in the new OHRA Center, the UU Pallet Shelter Project, and the soon Rogue Retreat Pallet
Shelter Community, neither of these shelters addresses emergent and short term sheltering needs. So
while there may be a reduced number of homeless households seeking overnight shelter during extreme
climate events, there still will exist some measure of short term need among that population for -
temporary overnight respite, and there will continue to be a need for short term emergent daytime smoke
and cooling shelters, some of which may be able to be assisted by these organizations at their respective
locations. However, locations and volunteers will still need to be mobilized during these short terns
emergent climate events.
5. Each shelter should have a scheduled debrief trader• an action/reflection model.
This is part of the ongoing local and regional coordination that should result in improved process and
best practices.
d. City's role i0th regcn•d to resource needs.
A review of other City's policies has shown that there are a minority of City's that provide direct
funding to support Severe Climate Event/Emergency Sheltering activities. The feedback received
through the stakeholder outreach events revealed that many stakeholders feel that the City's role should
be to provide more resources, including funding to support short term shelters. Stakeholders felt that the
City relies too heavily on churches for providing locations, volunteers, and resources. Within the
community, the volunteer pool is aging and is less able to provide the same level of service as in years
past and many would like to see the City provide more resources to support short term shelters. These
resources include:
• Locations for hosting slelters-which could impact City revenues through reduced classes/rental
income.
• Direct funding to support volunteer training, coordination and support (though not necessarily
through providing a city a staff person to do these activities, but could be part of an existing
staff s responsibilities).
• Direct funding to support the resource needs of the shelter.
• Materials (air purifiers, etc.)
• In -Kind donations
Recommendations Overview:
H&HSC Recommendations for new Thresholds for calling a shelter:
• The threshold for calling a cold weather shelter should be changed to 32 degrees or below
(considering such factors as: wind chill, precipitation, number of days' duration) or in instances
where the National Weather Service issues a Weather Warning.
• The threshold for calling an extreme heat shelter- should be 95-100 degrees or above depending
upon other factors such as humidity, UV index, and overnight lows or in instances where the
National Weather Service issues an Extreme Heat warning.
Page 4 of 5
• The threshold for calling a smoke related shelter should be an air quality index of 150 and above
or designation of "unhealthy for everyone") or above.
City's Role in Instances of Emergency Shelter:
• Shelter Activation and Coordination using a phone tree model
• Establish a Decision Making Activator tears similar to that established by the City of Medford
• Identify staff to fulfill specific duties: City Manager -Shelter activator; TBD-Communication
Coordinator between paid shelter coordinator and city staff involved/concerned with sheltering
activities, City Council and Administration; TBD-Public Information Ofhcer/Nixle alerts/CERT
activation.
• Provide City Buildings when needed, even if prior uses/reservations have to be cancelled.
• Provide ongoing funding for contract volunteer/shelter coordination services from an area non-
profit service provider or in-house through existing staff.
• Provide a platform for communications between Decision Making Activator Team and shelter
coordinators through an online platform that allows real time communication and updates
accessible by those inside and outside the City (create a OneDrive account)
• Facilitate a regular ongoing emergency shelter group meeting to debrief after shelter events and
for planning and coordination for future shelter events and needs, which could include volunteer
trainings, coordination with potential providers of shelter locations and volunteers, and to
communicate regionally.
• Provide materials and resources as needed (air purifiers/PPE) and in house targeted training
(through CERT).
FISCAL IMPACTS
The fiscal impacts range based on the City's level of involvement, the provision of locations for hosting shelters, and
the adoption of thresholds which have the potential to increase the number of shelters days called each year,
STAFF AND COMMISSION RECOMMENDATION
Staff would like direction and a clear process in how the City addresses the need for emergency sheltering during
severe climate events. The Housing and Human Services Commission is recommending all of the points above to be
included in a new Resolution that supersedes all prior inclement weather policies and sets forth new and
comprehensive thresholds for calling for the opening of a shelter in the instances of severe climate events. The
resolution will also outline a process for enacting a shelter and will define the City's role in that process.
ACTIONS OPTIONS & POTENTIAL MOTIONS
Direct Staff to draft a Resolution that supersedes all prior inclement weather policies and sets forth new and
comprehensive thresholds for calling a shelter in the instances of severe climate events. The resolution will also
outline a process for enacting a shelter and will define the City's role in that process.
REFERENCES & ATTACHMENTS
Resolution 2013-04
References
Page 5 of 5
CIT Y 0 F
RESOLUTION NO. 2013-07j
A RESOLUTION SETTING FORTH POLICIES AND CONDITIONS
UNDER WHICH ASHLAND WILL PROVIDE EXTREME WEATHER
RELATED EMERGENCY SHELTER HOUSING AND REPEALING
RESOLUTION NO.2007-11
RECITALS:
A. Ashland is located in an area that has four distinct seasons, and the winter season can have
weather extremes that can be hazardous to persons without adequate shelter.
B. The City of Ashland desires to set forth the conditions under which it will provide emergency
shelter housing and the policies related to those staffing or utilizing such emergency shelter.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Provision of Emergency Shelter.
Ashland will provide emergency shelter under the terms and conditions set forth herein during
tinges of extreme weather conditions. For purposes herein, weather conditions shall be considered
extreme when outside temperatures are 20' F or below or a combination of weather conditions,
in the discretion of the City Administrator, make conditions hazardous to human life without
adequate shelter.
SECTION 2. Terms and Conditions.
1) In the event of the need for an emergency shelter during extreme weather, an available city -
owned building such as the Grove or Pioneer Hall may be used. Previously booked groups in
those locations may be subject to cancellation.
2) The shelter will be staffed by volunteers from nonprofit organizations or other organizations
in the business of providing for the needs of persons. The city's insurance company requires
organizations providing volunteers to provide a letter to the City of Aslrland stating that all
shelter volunteers have received appropriate training to staff a shelter and have passed criminal
background checks.
3) Shelter(s) will open at 8:00 p.m. Doors will be locked at 9:00 p.m. Guests may leave the
shelter but not re-enter after 9:00 p.m. Guests arriving at the shelter after 9:00 p.m. will not be
admitted unless brought to the shelter by a police officer. Guests must vacate the shelter no later
than 8:00 a.m. the following morning,
4) Shelters must have separate restrooms for men and women and separate sleeping spaces for
single men, for single women and for families. Children must not be left atone in the shelter, and
signage must be conspicuously displayed to remind guests and volunteers of this requirement.
Resolution No. 2013- Page 1 of 3
5) The shelter must contain an emergency box with a first aid kit. Shelter volunteers should bring
their own cell phones in case of emergency.
SECTION 3. Emergency Shelter Activation.
Provisions for emergency shelter will be activated as follows:
1) When the City Administrator or designee determines that weather conditions are or are likely
to become "extreme," he/she will contact the City's CERT Coordinator,
2) The CERT Coordinator will contact the Parks and Recreation to determine which facility or
facilities will be used as an emergency shelter.
3) The CERT Coordinator will contact designated representatives from volunteer organizations
to arrange for staff volunteers at the shelter.
4) Volunteers and guests are responsible for following the same cleaning requirements as other
groups.
SECTION 4. Emergency Shelter Policies.
Operation of the emergency shelters shall, to the greatest extent feasible, comply with the
following policy guidelines:
1) Shelter services must be provided with dignity, care, and concern for the individuals involved.
2) The buildings used as shelter must be maintained in a safe and sanitary condition at all times
and must comply with City, County and State Building, Fire and Health Codes, unless
exemptions have been obtained from the appropriate agencies..
3) In all Shelters, there should be adequate separation of families and singles, and adequate
separation of single women.
4) No drugs, alcohol, or weapons will be allowed in shelter property at any time.
5) No disorderly conduct will be tolerated.
6) No threatening or abusive language will be tolerated.
7) No excessive noise will be tolerated, e.g. loud radios etc.
8) Smoking will be restricted to the outdoors in designated areas.
9) Guests should maintain their own areas in an orderly condition and may be assigned other
responsibilities or tasks at the shelter.
Resolution No. 2013- Page 2 of 3
SECTION 5. Dogs
Dogs may be pennitted in an emergency shelter under the following circumstances:
1) Shelter volunteers must designate a specific area in the shelter for dogs. The floor of such
area must be covered with thick plastic.
2) Dogs must remain in crates while in the shelter, Crates will not be provided, stored, repaired
or cleaned by the City of Ashland and must be removed from the shelter when it is vacated,
3) If taken outside for biological needs, dogs must be leashed.
4) 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.
5) 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.
6) Dogs that become threatening to others or are otherwise unmanageable will be required to
leave the shelter.
7) Shelter volunteers must notify Jackson County Animal Control in the event a dog bite breaks
the skin of an emergency shelter guest or volunteer.
SECTION 6. Resolution No. 2007-11 is hereby repealed.
SECTION 7. This resolution takes effect upon signing by the Mayor.
This resolution was duly PASSED and ADOPTED this
2013, takes effect upon signing by the Mayor.
Barbara Christensen, City Recorder
day of
SIGNED, and APPROVED this V
Rev' wed as to form:
David H. Xphman, City Attorney
day of ,
Vill Stromberg, Mayor
Resolution No. 2013- Page 3 of 3
References--
Climate/weather shelter reference list
City and state sources:
City of Medford, OR. 2019."Medford Incident Response Guide (IRG): Severe Weather Shelter Activation"
Administrative Regulation Number: 708 Adopted: 11/07/2019 Revised/Readopted: 11/05/2020. Accessed 30
January 2022 at www.medfordoregon.gov/News-Articies/Severe-Weather-Event-Shelter-Update
City of Chico, CA. 2019. "Update to Emergency Warming and Cooling Center Program." Accessed 30 January 2022 at
https://chico-ca.granicus.com/
City of Spokane . 2021 "Spokane Municipal Code Section 18.05.020 Activation Criteria." Accessed 30 January 2022 at
https://my.spokanecitV.org/smc
Washington DC 2021. "2021 District of Columbia. Heat Emergency Plan." Accessed 30 January 2022 at
https://hsema.dc.gov/sites/default/files/dc/sites/hsema/page content/District%20Heat%2OEmergencV_/o20PIan%2OJuly
%2004%202021.pdf
California Governor's Office of Emergency Services. 2013. "Contingency Plan for Extreme Cold / Freeze emergencies.
State Emergency Plan" Accessed 30 January 2022 at www.caloes.ca.gov/PlanningPreparednessSite
2014. "Contingency Plan for Excessive Heat Emergencies, State Emergency Plan." Accessed 30 January
2022 at www.caloes.ca.gov/PlanningPreparednessSite
Additional references
Asseng, Senthold, Dietrich Spankuch, Ixchel Hernandez-Ochoa, Jimena Laporta. 2021 "The Upper Temperature
Thresholds of life. The Lancet. Vol 5, no. 5. Acccessed 30 January 2022 at
https://www.thelancet-com/journals/lanplh/article/PI IS2S42-5196(21)00079-6/futitext
Centers for Disease Control. Climate and Health Program. 2017. "The Use of Cooling Centers to Prevent Heat -Related
Illness: Summary of Evidence and Strategies for Implementation" Accessed 30 January 2022 at
https://stacks.cdc.goy/view/cdc/47657
Environmental Protection Agency. 2006 (updated 2016). "Excessive Heat Events Guidebook" Accessed 30 January 2022
https://www.ej)a.gov/heatisia nds/excessive-heat-events-guidebook
Kidd, Sean, Susan Green, Kwame Mckenzie. 2020 (September). "Climate Implications for Homelessness: A Scoping
Review." Journal of Urban Health.
National Center for Health Care of the Homeless (NHCHC). 2007. "Exposure Related Conditions: Symptoms and
Prevention Strategies." Healing Hands newsletter, vol 11., no. 6. Accessed 30 January 2022 at www.nhchc.org
_ 2021. "Emergency Preparedness." Accessed 30 January 2022 at https:/Znhchc.org/clinical-
p racticehomeless-services emer enc - re aredness
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488.6006
Ashland, Oregon 97520 TTY: MO-735-2900 �%®
wmy.ashfand.or.us
,. 2020. "Winter is Coming: Cold Weather and Disasters." Webinar. Accessed 30 January 2022 at
https://nhchc.org/webinars/winter-is-coming-cold-weather-aand-disasters/ Webinar accessed at You7ube
https://youtu.be/Erv16xl4coA
_. 2021. "Surviving Severe Weather: Tools to Promote Emergency Preparedness for People Experiencing
Homelessness." Accessed 30 January 2022 htt s: nhchc.or clinical- ractice homeless -services weather
National Weather Service, 2017. Excessive Heat Warning. Accessed 30 January 2022 ata
www.weather.gov/media/safety/Heat-brochurel7.pdf
Sajad Zare et at. 2018. "Comparing Universal Thermal Climate Index (UTCI) with selected thermal indices/environmental
parameters during 12 months of the year" Weather and Climate Extremes, vol. 19. Accessed 30 January 2022 at
https://www,sciencedirect.com/science/article/`pii/S22120947173011OX
Personal communications:
Kenny LaPointe., Executive Director Mid -Columbia Community Action Council, Hood River, OR. October 2021 Personal
communication with Echo Fields
Robert Marshall, Program Manager, Mid -Willamette Valley Community Action Agency, Salem, OR. October 2021.
Personal communication with Echo Fields
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541.488.5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-M
vAim.ashland.or.us I LAi'l
"council
August 15, 2023
Acquisition of the Coming Attractions property at 2200 Ashland Street (Taxiot
Agenda Item
391E14BB-TL300) for an emergency and Inclement weather shelter
Joseph L. Lessard
City Manager
From
Scott Fleury
Public Works Director
Brandon Goldman
Community Development Director
Contact
Joe.lessardo)ashland.or.us
Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation ❑
Item Type
Consent ❑ Public Hearing ❑ New Business M Old Business ❑
SUMMARY
Before Council is a request to approve the acquisition of 2200 Ashland Street (391E14BB --Tax Lot 300;1.20
acres) with a 3097 sq-ft commercial facility, for use as an emergency and inclement weather shelter.
POLICIES, PLANS & GOALS SUPPORTED
Council Vision and Values Statement 2022
Regional cooperation, including in support for public safety and homelessness
BACKGROUND AND ADDITIONAL. INFORMATION
The Council has long been engaged with City Management to determine appropriate next steps for an
emergency and inclement weather shelter, specifically acquisition of a site/building that can accommodate the
City's needs long-term and align with previously awarded grants.
The City has been coordinating with a Commercial Real Estate Agent on acquisition and been negotiating for
acquisition of 2200 Ashland St, ,391E14BB -Tax Lot 300. The site is 1.2 acres with a 3097 square foot commercial
use officed space building and parking. The building can be improved to accommodate an overnight shelter
that meets the City's need for an inclement weather shelter (primarily winter & summer seasons) that also
meets requirements of the State of Oregon's 'AIL In" grant that was accepted by the Council at its June 6, 2023,
Regular Meeting.
The negotiation has concluded with both the seller and buyer (City of Ashland) reaching terms.
The general terms of the acquisition are:
The total purchase prices is $2 million; and
• The purchase price will be paid by an all -cash payment of $1.4 million from grant funds and owner carry
financing of $600 thousand at 3.75% for 20 years with no prepayment penalties.
FISCAL IMPACTS
The City has received two grants that support an emergency and inclement weather shelter for houseless
individuals. The first Grant is a State of Oregon's "AIL in" grant of $1,158,100. The second grant is a Department
of Administrative Services (DAS) grant of $1,000,000. The City also appropriated $200,000 in its 2023-2025 BN
General Fund Budget for use towards operation of its inclement weather shelter. These funds will be used to
Page Iof2
q Council Business
cover the cash required for the property acquisition and the remaining funding will be used to improve the
facility, cover future financing payments until additional grant funds are secured and cover the facility's
operation costs.
SUGGESTED NEXT STEPS
Next steps including closing on the property and making necessary improvements to begin occupation as an
emergency shelter under the previously accepted grant requirements. The City staff will also respond to
questions from nearby neighborhood residents and businesses concerning the emergency shelter's operation
and plan to for next steps to address potential concerns.
MOTION
l move to approve the acquisition of 2200 Ashland Street, property 391E14BB --Tax Lot 300 for a cash price of
$1,400,000 and owner carried finance of $600,000 for twenty (20) years at 3.75% with no prepayment penalties
and approve the City Manager to sign all appropriate property closing documentation.
REFERENCES & ATTACHMENTS
None
Page 2 of 2
i
CUMMARV
City Staff has been in communication OHRA our non-profit organization that provides homeless
services to provide severe weather emergency shelter coordination/operations and insurance coverage
during our winter weather season of 2023-24. Opportunities for Housing, Resources, and Assistance
(ORHA) has indicated that they are willing to take this request to their board for approval. OHRA has
operated severe weather shelter services previously for the City and is knowledgeable and capable of
how to operate and staff emergency severe weather shelter activity.
POLICIES, PLANS & GOALS SUPPORTED
N/A
PREVIOUS COUNCIL ACTION
NIA
BACKGROUND AND ADDITIONAL INFORMATION
The City has supported a shelter coordinator in the past through a contract with non-profit organizations.
In 2017, 2018, and most recently in early 2023, the City contracted with OHRA to oversee the winter
shelter program which included provisions for emergency shelter services. City staff are in support of
the City contracting for volunteer coordination, staffing, and general oversight of a severe weather
shelter program once again. A contract with a non-profit service provider removes the City from
liability for operation of emergency sheltering activities, as the City's insurance policy does not cover
such activities. Contracting with a non-profit organization to coordinate sheltering activities provides
City staff and community partners with both continuity and efficiency in the process.
Should OHRA enter a contract with the City for severe weather shelter operations, the model that
OHRA proposes would provide services which would include paid shelter staff as well as ongoing
volunteer coordination, paid fire watch staff, connection to the resource center and navigation services
for shelter participants. The severe weather shelter location will be in the large storage area of the 2200
Ashland St property. Insurance coverage will cover the activity and coordination with City staff and the
community around severe weather sheltering events.
FISCAL IMPACTS
Tile City did not advertise for, nor has it not received any formal proposals that address the potential for
providing emergency weather shelter operations. Due to the co -location of the Executive Order
mandated low barrier shelter, there is a financial and operational benefit to having OHRA manage both
shelters. The fiscal impacts of this action range based oil the temperature thresholds, estimated number
of times an emergency shelter is enacted and potential daily operating costs. The Council has identified
Page 1 of 2
CITY OF
resources in the General Fend budget to support this activity. It should be noted that the current
temperature threshold contained in our Severe Weather Resolution for cold is 32 degrees Fahrenheit.
Last year the City activated a severe weather shelter 64 times, between November I" and April 5t".
These activations are not representative of the number of nights that the temperature threshold was
triggered.
STAFF AND COMMISSION RECOMMENDATION
City staff recommend that the Council contract with a non-profit organization to provide emergency
shelter coordination and oversight.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
I move to authorize the De,..,.,,.-
puty City Manager to execute a contract with OHRA for Emergency Severe
Weather Shelter Coordination services utilizing funding appropriated for that purpose to cover the cost
of the activity.
REFERENCES & ATTACHMENTS
2023-24 Severe Weather Shelter Contract- OHRA
Page 2 of 2
CITY OF
11 '
AGREEMENT FOR COORDINATING SERVICES AND OF SEVERE WEATHER
EMERGENCY SHELTER BETWEEN CITY OF ASHLAND AND OPPORTUNITIES FOR
HOUSING, RESOURES, AND ASSISTANCE.
This Agreement by and between THE CITY OF ASHLAND, a municipal corporation (hereinafter
"City"), and of OPPORTUNITIES FOR HOUSING, RESOURES, AND ASSISTANCE.
("OHRA"), a 501(c)(3) corporation registered in Oregon.
A. City and OHRA enter into this agreement to identify their roles and responsibilities for
providing Severe Weather Emergency Shelter to vulnerable persons and families at risk
who require safety and protection from exposure to extreme weather conditions; and NOW,
THERFORE, in consideration for the mutual covenants contained herein, the receipt and
sufficiency of which are hereby acknowledged, the parties agree as follows:
AGREEMENT
1, RECITALS. The recital set forth above is true and correct and is incorporated herein by
this reference.
2. DURATION. Except for termination as provided herein, the term of this agreement shall
be November 10"', 2023, through April 1", 2024, unless otherwise amended by both
parties.
3. BUDGET LIMITS. The cost to the City shall not exceed $100,000.00, the maximum
amount can be amended depending upon weather and sheltering needs.
4. OHRA SERVICES, FUNCTIONS AND RESPONSIBILITIES. OHRA shall use its best
efforts to achieve the following objectives during the period of this Agreement:
4.1 During the term of this Agreement, on each day City declares a shelter emergency
per Resolution 2022-33, OHRA shall make all arrangements and commitments
necessary and sufficient to have paid and volunteer persons at a location
designated for Severe Weather Shelter use. OHRA will provide adequately
trained staffing for authorized, safe, and lawffil operation of the shelter.
4.2 OHRA will provide communication and distribution of notices for shelter nights
on each shelter emergency day.
4.3 OHRA will hire and train temporary shelter staff.
4.4 When a shelter emergency is declared, OIIRA will ensure the provision of paid
Fire Watch Staff, and any combination of paid overnight shelter staff and
trained volunteers to operate Severe Weather Emergency Shelter with oversight
by a Shelter Coordinator and the Director of Program Services. OI-IRA
ensures training on the emergency plan, first aid, abuse prevention, de-escalation,
trauma -informed care, safety, and emergency communications for the shelter, and
execution of waivers, in a form reviewed by the City, which releases City
from liability as provided in section 12 below.
Page 1 of 5
4.5 OHRA ensures compliance with the Ashland Municipal Code by paying a living
wage, as defined in AMC 3.12, to all persons paid to perform work under this
Agreement and to any subcontractor paid to perform 50% or more of the service
work under this Agreement as detailed in Exhibit A, budget for Severe Weather
Emergency Shelter activity, attached to this contract. OHRA is also required to post
the living wage notice prominently in areas where all its employees will see it.
5. CITY OBLIGATIONS. The City shall declare a shelter emergency upon
forecasted conditions set forth under the City's Resolution 2022-33;
5A The City will give 48 hours notice to OHRA when declaring the need for Sever Weather
Shelter.
5.2 The City will ensure that money is budgeted and available to make payments to
OHRA as provided in this Agreement. City will pay OHRA for costs as identified in
the budget for Severe Weather Emergency Shelter activity, attached as Exhibit A, all
costs will be paid oil an actual or per event basis.
5.3 OHRA will invoice one to four times per month for actual nightly and operational costs as
identified in attached Exhibit A. The City will reimburse weekly for invoices submitted.
6. PAYMENT. This agreement involves the payment of money from the City of Ashland to
OHRA for Severe Weather Emergency Shelter Services,
6.1 All payments made to OHRA under this Agreement should be sent to the following
address:
Opportunities for Housing, Resources, and Assistance
P.O. Box 1133
Ashland, OR 97520
7. PERSONNEL. OHRA shall be solely responsible for wages and benefits paid to any
employees working for OHRA.
8. REAL OR PERSONAL PROPERTY. There shall be no transfer of title or possession
to any real or personal property pursuant to this Agreement.
9. TERMINATION.
9.1 All or part of this Agreement may be terminated by mutual consent by both parties; or
by either party at any time, upon thirty (30) days' notice ill writing and delivered by
certified mail. In the event of termination of the Agreement, each party shall be
responsible for its own costs and expenses in complying with the Agreement.
9.2 This Agreement may be terminated by either party if the other party commits any material
reach of any of the terms or conditions of this Agreement and fails or neglects to correct the
same within 10 days after written notice of such breach. If the breach is of such nature
that it cannot be completely remedied within the 10-day period, this provision shall be
complied with if correction of the breach begins within the 10-day period and thereafter
Page 2 of 5
proceeds with reasonable diligence and in good faith to affect the remedy as soon as is
practicable.
10. ASSIGNMENT. OHRA shall not assign or transfer any interest in this Agreement
without prior written consent of the City, provided, however, that OHRA may
subcontract the performance of any provision or obligation required by this Agreement, so
long as OHRA remains primarily responsible to the City for the performance of such
provision or obligation.
11. INSPECTION RECORDS.
11.1 OHRA shall maintain books, records, documents, and other evidence and
accounting procedures and practices sufficient to properly reflect all costs of whatever
nature claimed to have been incurred and anticipated in the performance of the
Agreement. The City and its duly authorized representatives shall have access to the
books documents, papers, and records of OHRA which are directly pertinent to the
Agreement for the purpose of making audit, examination, excerpts, and transcripts.
Such books and records shall be maintained by OHRA for three years from the date of
the completion of work unless a shorter period is authorized in writing. OHRA is
responsible for any OHRA audit discrepancies involving deviation from the terms of
the Agreement.
12. HOLD HARMLESS AND INDEMNIFICATION.
12.1 Tile City of Ashland is not providing services but rather purchasing services from
OHRA. Accordingly, to the extent permitted by the Oregon Constitution and the
Oregon Tort Claims Act, the parties both shall hold each other harmless, defend and
indemnify the other from any and all claims, demands, damages or injuries, liability of
damage, including injury resulting in death or damage to property, that anyone
may have or assert by reasons of any error, act or o►nission of the other, its officers,
employees or agents. Similarly, the City of Ashland shall not be held responsible for
any claims, actions, costs, judgments, or other damages, directly and injury
proximately caused by any form of negligence by OHRA, its employees, or agents,
or its volunteers. If any aspect of this indemnity shall be found to be illegal or invalid
for any reason whatsoever, such illegality or invalidity shall not affect the validity of
the remainder of this indemnification,
13. INDEPENDENT CONTRACTOR STATUS. OHRA is an independent contractor
and neither OHRA nor anyone performing work pursuant to this Agreement and under
OHRA's auspices is an employee of the City. OHRA shall have complete responsibility
for performance of its obligations under this Agreement. Except as provided for in this
Agreement, the City shall not be liable for any obligations incurred by OHRA. OHRA
shall not represent to any person that the City is liable for OHRA's obligations; except for
such obligations the City may be liable as provided for in this Agreement.
Page 3 of 5
14. INSURANCE. Each party is responsible for its own insurance and coverage relating to
claims arising from providing or staffing a Severe Weather Emergency Shelter, No City
coverage is extended to the other parties or volunteers; however, the City will maintain
existing property coverage of the facility.
15, DISPUTE RESOLUTION. City and OHRA shall attempt to resolve all disputes
through staff discussions at the lowest possible level. Both parties to this Agreement
agree to provide other resources and personnel to negotiate and find resolution to disputes
that cannot be resolved at the staff level. As a next step, claims, disputes or other matters in
questions between the parties to this Agreement arising out of or relating to this
Agreement, or breach thereof shall be determined by mediation, arbitration, or litigation.
Disputes shall be initially submitted to mediation by a mediator chosen by the parties.
The cost of mediation shall be borne equally by the parties. If the parties are unable to
agree upon a mediator within 5 clays or if mediation fails to resolve file dispute and if
either party wants to further pursue the dispute, either party may request that the dispute
be submitted to arbitration before a single arbitrator agreed to by the parties. If both
parties agree to arbitration but are unable to agree upon an arbitrator, each party shall
select an arbitrator.
Tile arbitrators so chosen shall select a third, and the decision of a Im iority of the
arbitrators shall be final, binding the parties, and judgment may be entered thereon.
Unless the parties mutually agree otherwise, any arbitration proceeding shall be
conducted in accordance with the currently in effect Arbitration Rules of the American
Arbitration Association pursuant to ORS 190.720. Notwithstanding the above, either
party may, at its own discretion, elect to resolve disputes in excess of $50,000 by
litigation, if mediation is not successful.
16. NOTICE AND REPRESENTATIVES. All notices, certificates, or
communications shall be delivered or mailed postage prepaid to the parties at their
respective places of business as set forth below or at a place designated hereafter
in writing by the parties.
CITY of Ashland:
City Manager 20 East Main
Ashland, OR 97520
Ol)portunitiesfor Housing, Resources, and Assistance
P.O. Box 1133
Ashland, OR 97520
And when so addressed, shall be deemed given upon deposit in the United States Mail,
postage prepaid. In all other instances, notices; bills, and payments shall be deemed
Page 4 of 5
given at the time of actual delivery. Changes may be made in the names and addresses
of the person to whorn notices, gills, and Payments are to be given by giving notice
Pursuant to this paragraph.
MERGER. THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT
BETWEEN THE PARTIES, THERE ARE NO UNDERSTANDINGS, AGREEMENTS,
OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN
REGARDING THIS AGREEMENT. NO AMENDMENT, CONSENT, OR WAIVER
OR TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN
WRITING AND SIGNED BY ALL PARTIES. ANY SUCH AMENDMENT, CONSENT
OR WAIVER SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND
FOR THE SPECIFIC PURPOSE GIVEN. THE PARTIES, BY THE SIGNATURES
BELOW OR THEIR AUTHORIZED REPRESENTATIVES, ACKNOWLEDGE
HAVING READ AND UNDERSTOOD THE AGREEMENT AND THE PARTIES
AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed in two (2)
duplicate originals, either as individuals, or by their officers thereunto duly authorized.
CITY OF ASHLAND
BY: Sabrina Cotta
Title: Acting City Manager
Dated:
Approved as to forin
Douglas M McGeaty
Acting City Attorney
OPPORTUNITIES FOR HOUSING, RESOURCES, AND ASSISTANCE
By: Cass Sinclair
Title: Execrative Director
Dated:
Page 5 of 5
Nightly Costs;
ost
F
Cost PerNight
NOTES
dinator
$110.00
4 hr/night x$25/hr. + 10% Payroll Tax & Workers
Comp
Overnight Firewatch
$325.60
16 hours x $18.5/hr + 10% Payroll Tax & Workers
Camp
Shelter Staff - Night
$6S1.20
2 staff people 16 hours x $18.5/hr + 10% Payroll
Tax & Workers Comp
Volunteer and Food Coordinator
$55.00
2 hr/night x $25.00/hr + 10% Payroll Tax & Workers
Comp
Total Personnel Costs
$1,141.80
Operating Costs
Daily Professional Cleaning
$79.00
Estimate
Printing Cost
$15.00
$0.10/copy (For sign in and guest policies)
Food Allowance
$360.00
$12 per night for 30 people
Laundry
$30.00
Wash Shelter Blankets, towels etc
Program Supplies
$237.00
Total Operating Costs
$721.00
TOTAL PERSONNEL AND OPERATING
COSTS
$1,862.80
Admin @ 1S%of Perspnnel and
Operating Costs
$279.42
TOTAL NIGHTLY PROGRAM COSTS
$2,142.22
Fixed Costs
Insurance
$2,000.00
Not to exceed- to be final billed adjusted for actuals
indeed Job Postings
$1,000.00
Not to exceed- to be final billed adjusted for actuals
Emergency/disease prevention items
$200.00
Estimate for Blood spill, sharps, etc.- to be billed at
actuals
Total Estimated Costs
$3,200.00
Misc. Operational Overhead Costs Budget* (not to exceed billed at actual costs)
Relias training and licenses
$2,030.00
Background checks
$300.00
Total Estimated Costs
$2,330.00
Equipment Costs Budget* (to be acquired based on use/need but within not to exceed budget; if purchased,
ownership will remain with/be transferred to the City)
Refrigerator
$1,200.00
Not to exceed (May be donated and remain with
OHRA)
Sleeping mats
$700.00
Not to exceed- to be billed upon acquisition
Total Estimated Costs
$1,900.00
Program Supplies Schedule (Nightly Cost)
Hand soap
$4.00
Paper plates
$20.00
Utensils
$20.00
Trash liners
$2.00
Salt De-icing
$6.00
Tea
$40.00
Coffee
$40.00
Coffee cups
$20.00
Creamer
$20.00
Sugar
$5.00
Hot Chocolate
$20.00
Paper towels
$20.00
Water service
$20.00
TOTAL PROGRAM SUPPLIES
$237.00
What is a
Sundown Town?
Sundown towns were
communities that purposefully
excluded African Americans
and other marginalized
people from living in, or
simply passing through their
community, through a culture
of fear, violence, and
intimidation.
Our Mission
We are Ashland community members
who seek to reconcile our history as a
Sundown Town in order to create a new
identity as a Sunrise Community.
Our Intention
We seek to write a new ending to our
story as a Sundown Town, one of
becoming a community in which
everyone can feel safe, respected and
at home.
About Ashland Together
Ashland Together is a community
organization with a vision of an Ashland
community that welcomes all, a circle of
support dedicated to racial and social
healing.
What We Do
With a focus on kinship, Ashland
Together brings attention to groups and
organizations doing vital social and racial
equity work in Ashland, and beyond. We
engage white people to be active
participants in creating a socially just
community.
How to get involved
Visit ashlandtogether.org to join our e-
newsletter mailing list, volunteer, or
donate and find out about programs and
events.
ashlandtogether.org
V1.01-2023
A truth and reconciliation
coalition addressing our
community's history as a
Sundown Town.
an Ashland Together Initiative, in
partnership with
Oregon Remembrance
What is a
Sunrise
Community?
A Sunrise Community is a
place that has engaged in a
reconciliatory process around
their history as a Sundown
Town. We can't change our
past, but we can always
change our relationship to it.
"The end is reconciliation, the end is
redemption, the end is creation of the
beloved community."
- Martin Luther King, Jr.
About the Oregon
Remembrance Project
Ashland Together partners with the
Oregon Remembrance Project, a
Portland based organization
dedicated to helping communities
with truth and reconciliation work.
What is a Reconciliatory Process?
We think of it in three stages:
1. Remembrance
Understanding the injustice
2. Repair
Striving to end the harm
that has continued
3. Redemption
Creating a just ending to
the story
We listen to the stories of our past
We listen to our neighbors and
respond to their need in the present.
We listen to our neighbors, respond
to their needs, and find ourselves
transformed in the process.
How can I help create a Sunrise Community?
• Be caring and curious - start a conversation with someone different from
you and listen to what they say.
• Be welcoming - break the ice with a friendly greeting when someone new
enters your circle.
• Learn history - learn our local history and talk about it.
• Share stories - share your own story and listen to the story of others.
"Please join us in acknowledging the history of sundown towns in Oregon so that
we may learn from it, grow from it, and use it to create a more welcoming
community for us all." Taylor Stewart, founder, Oregon Remembrance Project
People of African descent have [ivied and worked in Oregon since
before the founding of the earliest English-speaking settlements in
the Americas. Despite this, the popular narrative of our state's
history excludes the experiences of African Americans before the
mid-ZOthi century. At this event Oregon Black Pioneers will attempt
to correct the record by highlighting key individuals and events
that characterize Oregon's u n iq u e and centuries -old Black history.
[on -Tom 1j1rkffMZ11 1U.; 1film",
of African descent in Oregon through exhibits, public programs,
pubtications, and historical research.
0
FREE EVENT
MARIAH ROCKER, PUBLIC PROGRAMS AND EXHIBITS MANAGER
IN BLACK PIONEERS
i
MONDAY, MARCH 18, 6:001 —7:30 PM
OS F CARPENTER HALL, 44 S PIONFER! ST, ASHLAND
k
OREGON' Oregon
REMEMBRANCE hakespeare rBLAC,K
AALS
, PROJECT iFestival, PIONEERS
11 1, SUNDOWN, $L*M19=
13 13
E3FIB
Help us launch the Ashland Sunrise Project on February 12, The Sunrise Project alms to
help former sundown towns like Ashland reconcile their history of racial exclusion by
creating new identities as "sunrise communities,"' bringing a vision of belonging for
all to our town. Learn more about the project at this free event, and how you can join
us in rewriting the ending to the story of a sundown town,
ORP was founded in 2018 by Taylor Stewart to memorialize Alonzo
Tucker, Oregon's most widely documented African American victim
of Lynching. Stewart started ORP after a life -changing trip to the
Equal Justice Initiative's Legacy Museum and National Memorial,
for Peace and Justice in Montgomery, AL, O:RP has grown to
become a wider movement to reconcile Oregon"s history of racial
injustice, supporting residents of Coos Bay, Grants Pass, and
Oregon City in creating actions recognizing past racist injustices,
ligiviolm Islip, 2
WWI J
OREGON Oregon
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REMEMBRANCE
PROJECT 0 Shakespeare
SUNDOWN SUNR15E Festival.
Ashland Sunrise Project is a truth and reconciliation coalition
addressing our community's history as a Sundown Town.
What is a Sa.midowin 1"ow rn?
Sundown towns were communities that purposefully excluded
African Americans and other racial minorities from living in, or
simply passing through, their community through a culture of fear,
violence, and intimidation. Sundown towns denied African
Americans the freedom to settle in many parts of the country and
have contributed to our disbursement of racial demographics
today.
What is the Sunrise Project?
The Sunrise Project aims to help former sundown towns develop
new identities as "sunrise communities," the opposite to a
sundown town. Sunrise communities are places in which
everyone can feel safe and respected and can call this space
their home.
The 3 is of ReconciNation
Remembrance: Understanding the harm that was caused.
Repair: Putting an end to harm as it continues today.
Redemption: Creating good from a story of harm
How can d help create a SUNRISE Community?
• Be caring and curious — start a conversation with someone
different from you and listen to what they say.
• Be welcoming — break the ice with a friendly greeting when
someone new enters your circle.
• Learn history — learn our local history and talk about it.
Share stories — share your own story and listen to the story of
others.
A Brief History of Racism in the
State of Oregon and the
Town of Ashland
Where We've Been, Where We Could Go
Notes
COVER: The Negro Motorist Green Book, known as simply the Green
Book, was a guidebook for African American road trippers published from
1936 to 1966. Black travelers faced hardships including white -owned
businesses refusing to provide accommodations, food, or car repair. They
also endured threats of physical violence, and forcible expulsion from
whites -only "sundown towns." Victor Hugo Green, a NYC postal worker,
founded and published the Green Book, compiling resources to give the
Black travelers information that would help them avoid such problems.
(compiled from Wikipedia)
FOOTNOTES & RESOURCES: For footnotes throughout this brochure and
for a list of resources, use this QR code to take you to the Ashland Together
website or go to www.ashiandtogether.org
"A Brief History of Racism in the State of Oregon and the Town of Ashland"
is printed and distributed by the Ashland Sunrise Project, in collaboration
with Ashland Together and Oregon Remembrance Project, 2024,
ABOUT OREGON REMEMBRANCE PROJECT
ORP was founded in 2018 by Taylor Stewart to memorialize Alonzo Tucker
Oregon's most widely documented African American victim of lynching.
Stewart started ORP after taking a life -changing trip to the American South
where he first encountered the history of lynching at the Equal Justice
Initiative's Legacy Museum and National Memorial for Peace and Justice.
Stewart was inspired by this encounter with history to get involved in the
Equal Justice Initiative's Community Remembrance Project, which aims
to work in the communities where the lynchings of African Americans took
place to find healing and reconciliation through a sober reflection on history.
Originally titled the "Oregon Community Remembrance Project," ORP
credits its origin to the work of the Equal Justice Initiative.
Coos Bay, Grants Pass, and an Oregon City residents have each created
actions recognizing past racist injustices. Ashland Together is working with
ORP to bring Ashland Sunrise Project to our community.
ABOUT ASHLAND TOGETHER
Ashland Together is a community organization with a vision of an Ashland
community that welcomes all, a circle of support dedicated to racial and
social healing.
What We Do
With a focus on kinship, Ashland Together brings attention to groups and
organizations doing vital social and racial equity work in Ashland, and
beyond. We engage white people to be active participants in creating a
socially just community.
How to get involved
Visit ashlandtogether.org to join our e-newsletter mailing list, volunteer,
or donate and find out about programs and events
Remembrance
Understanding the harm that was caused
The Oregon constitution, adopted in 1857, banned slavery.
This is what many people believe and honor, but the rest of the story
paints a different picture.
Racial Exclusion in Oregon
When Oregon entered the Union in 1859, it was the only state that both
abolished slavery and included pre-existing Black exclusionary laws in its
constitution, thus making it a "Whites Only" state. It was advertised in the
east as a "White Utopia."
The first "Whites Only" Black exclusion law was adopted in 1844 with sharp
teeth — the "lash law."' The law was repealed before the grace period
expired so no one was whipped under this law according to documented
records. The second Black exclusion law made it unlawful for any negro or
mulatto to enter into or reside in Oregon. This law was adopted in 1849 and
repealed in 1853.2
Despite both of these laws being repealed, in preparation for writing the
state constitution, the issue was put to a vote in 1857. About 89% voted to
reestablish the Black exclusionary law which stated, "No free negro or
mulatto, not residing in this state at the time of the adoption of this
Constitution, shall come, reside, or be within this State, or hold any real
estate, or make any contracts, or maintain any suit therein."3
The exclusionary amendment was not formally removed from the Oregon
Constitution until 1926.4 Discriminatory laws were not limited to the Black
population. In 1862, the Oregon Legislature passed two bills: one enacted
an annual tax of $5 for all people of Black, Chinese, Hawaiian, and Mulatto
descent; the other prohibited mixed marriages s
The federal Oregon Donation Land Claim Act of 1850 added to the
exclusion of the Black population by declaring that land would be granted
only to white settlers and American half -white Indians.6
Somewhat concurrently, Oregon forcibly took land from Native Americans.
The Rogue River Wars of 1855-1866 resulted in the forced removal of
several Rogue Valley Tribes to what would become the Siletz and Grand
Ronde reservations in northwest Oregon.?
Oregon, a rebellious new state, was adamant in its discrimination. After the
Civil War, Oregon refused to approve The Fourteenth Amendment, passed
in 1868, granting citizenship to all persons born or naturalized in the United
States. Oregon also refused to ratify the Fifteenth Amendment, passed in
1870, granting Black men the right to vote. Although Oregon could not
overrule federal law, the 151P amendment was not formally ratified by the
Oregon legislature until 1959, almost 90 years after its passage, and the
14th amendment was not officially ratified until 1973.8
The resistance vs. racist efforts were a continuing theme in Oregon
history. Those who promulgated racist exclusion laws, such as Peter
Burnett, were met with resistance from those such as Jesse Applegate and
later Beatrice Cannady who fought to repeal those laws.9 After a number of
unsuccessful attempts to repeal the exclusion laws, NAACP pressure
eventually succeeded, and the Black exclusion laws were finally removed
from the state constitution in 1926. The vote was 108,332 to 64,954.10
"Despite the state's hostile history, Black individuals and families did make
lives for themselves here. The Oregon Black Pioneers Organization has
documented the stories of Black Oregonians, the resilient brave residents
including Black rodeo riders who made their mark in this "peculiar
paradise."11
Effects of Whites -Only Culture on Oregon
Population
In 1890, 17 of Oregon's 32 counties had 0-10 African Americans living in.
them. However, by 1930, 28 of Oregon's 32 counties had 0-10 African
Americans living in them. African Americans were pushed from rural
communities into condensed urban settings. "Sundown towns" (explained
on the back cover of this booklet) became common and it is estimated that
most of Oregon was once comprised of sundown towns.12
Individuals
In 1851, Jacob Vanderpool, a Black hotel owner in Oregon City, became
the only Black man arrested and expelled from Oregon because of the
color of his skin_13
In 1902 in Coos Bay, a Black man, Alonzo Tucker, was lynched. His
lynching inspired the Sunrise Project,14
Ku Klux Klan1$
In the 1920's, the Ku Klux Klan (KKK) had successfully established the
largest chapter west of the Mississippi. The KKK was active in Ashland as
More Repair
Ashland's MLK Jr. Day is celebrated with public events in the
Historic Ashland Armory including a public broadcast of Dr. Martin
Luther King Jr.'s 1 Have a Dream" speech.
In 2020, The City of Ashland appointed a Commission for Social
Equity and Racial Justice (SERJ).
Ashland High School, Ashland Middle School, and Southern Oregon
University have Black student unions.32
Redemption
Creating good from a story of harm.
1 grew up with a redemption that was supposed to ransom me from sin and
evil. [My friend] is talking about a little different kind of redemption. But it is
one f can embrace, because at its heart is the notion that anything is
possible. that any of us can grow, any of us can change, any of us can
head off in a new and hopefully better direction."
David B. Seaburn, "What is Redemption After All? 33
There are many people working to acknowledge and understand the past
and its impact on the lives of people in the present. It's up to each of us to
learn what is needed to create a welcoming environment where we can
share space, meals, and our stories.
"We have the power to rewrite the ending to Ashland's story of being a
sundown town by creating an ending where we are known as one of the
communities most intentionally committed to inclusivity because of our
history."
Ashland Together is partnering with the Oregon Remembrance Project
(ORP), a Portland based organization dedicated to helping communities
with truth and reconciliation projects, to create the Ashland Sunrise
Project,
Oregon The Ashland Sunrise Project
Shakespeare is sponsored by the
Festival. Oregon Shakespeare Festival.
Say Their Names Memorial in Railroad Park restored
multiple times.
After Aidan Ellison's death, the Say Their Names Memorial was created in
Railroad Park with more than 300 T-shirts commemorating Blacks who
have been killed by violence. It has been vandalized three times and has
been repaired each time better than the last.
A community -driven effort to create a permanent, public art installation
inspired by the Say Their Names Memorial is a collaborative project
supported by individual community members and SOARS, as well as
BASE, SOBLACC, and SO Equity, which are Black -led organizations.
After the restoration of the Say Their Names Memorial, Keith Jenkins
stated, "There are people who care. It is one of the reasons I like living
here."31
"Ancestor's Future:
Crystallizing Our Call," the
sculpture proposed by beloved
local artist, teacher and coach,
Micah BlackLight, has been
approved by Ashland City
Council to be installed in
Ashland Creek Park.
well as Medford and Portland in the 1920s. The KKK installed their own
Oregon governor, Walter Pierce. Pierce wasn't a Klansmen but rode the
KKK support to victory. Electing Pierce was one of the Klan's biggest
Oregon accomplishments. Pierce installed Klansman across state offices,
including Robert Baldock, the architect of Oregon's interstate highway
system, which displaced Portland's Black community. "It is something that
Oregon has really tried to forget, but we can't begin to understand this
place that we live in without this information."16
In 1922, the KKK kidnapped and "necktie" lynched (meaning that the men
were cut down before they died) three men including one Black man in
Southern Oregon.17
Created to suppress the influence of Black and Jewish jurors, non -
unanimous jury verdicts were used during Jim Crow to maintain the power
of a white judicial system. Oregon was the last state with racially motivated
non -unanimous verdicts until 2020 when the US Supreme Court finally
declared the defendant's right to a juried unanimous decision. Out of 750
retroactive cases that were reviewed by the Oregon Department of Justice
Appellate Courts, 450 were sent back for review.18
African Americans are still wary of traveling throughout much of Oregon,
and those who are brave enough to settle where they were once
unwelcome continue to experience the lingering ramifications of
communities that have not yet reconciled their history of racial exclusion.
(Taylor Stewart, Oregon Remembrance Project).19
As late as 1956, only three establishments in the entire state -- one
hotel, one restaurant and the YWCA (all in Portland) -- were listed as
accepting places in the Green Book.20
In the late 1980s, a violent skinhead movement targeted Oregon,
particularly Portland, as one of several locations in the Pacific Northwest
suitable for a white homeland, and Portland became a very real danger
zone for Blacks.21 Ashland, Medford and Central Point have had instances
of hate crimes, including cross-burnings.22
Known as Portland's most infamous hate crime —An Ethiopian student
named Mulugeta Seraw was murdered by skinheads in Portland in 1988.22
And in Ashland...
In 1950, a Black woman named Patricia Norman was the Oregon
Shakespeare Festival's first Black company member when she was cast in
a production of The Company of Errors. Due to Ashland's sundown town
status, Norman was unable to find a place to stay over the summer and
had to stay in a dorm at Southern Oregon College. Norman had to be
escorted to and from the theater by bodyguards from the company for her
own protection that, at times, became precarious due to the hostility of local
residents.24
In June 2016, in Ashland, Christiana Clark, a Black Oregon Shakespeare
Festival (OSF) actor walking her dog was threatened by a man who said, "I
could kill a black person and be out ofjail in a day and a half. Look it up.
The KKK is alive and well here_"2$ Clark also remembers being called the n-
word by a random driver at a stoplight, "So this is not a one-time thing."21
In November 2020, a 19-year-old Black man, Aidan Ellison, was shot to
death by a white man in the parking lot of an Ashland hotel where they both
were staying. Robert Keegan, who thought Aidan was playing his music too
loud, was convicted of manslaughter, and sentenced to 12 years in prison
for killing Aidan Ellison.27
As recently as 2021, the former OSF artistic director, a black woman, and
another black, female senior management team member required security
whenever they were in public because of documented death threatS.28
What Oregon's Black residents have to say:
Gina DuQuenne, the first Black lesbian woman to be voted onto the
Ashland City Council: "Most residents assumed Black people do not live in
Ashland, we only belong on the stage or are just visiting from out of town. It
was not even in their consciousness that Black people could be their
neighbors." (Ashland Daily Tidings, April 21, 2021).
Keith Jenkins of Southern Oregon Black Leaders, Activists, and
Community Coalition (SOBLACC): "Ashland is not a friendly place."29
DL Richardson, a longtime Ashland resident and Board Member of the
Black Southern Oregon Alliance (BSOA) has seen ugly racism himself.
Someone yelled the n-word at him on the golf course and in a restaurant. It
shocked his white friends, but not him ("History of Racism," NBC, July 23,
2020).
Marvin Woodard, coordinator of SOU's Multicultural Resource Center
related the time when he and two other Black men were walking at night
and heard the unmistakable click of people locking their car doors.30
Lew Frederick, Oregon State Senator: "For me, every time I see a police
officer behind me, I wonder if I'm going to live the rest of the day." (KGW
News).
Repair
Putting an end to the harm as it continues
A solid base on which to build
The Ashland High School Truth to Power Club created a mural on Mountain
Avenue honoring significant BIPOC people from the community including a
large painting of Aidan Ellison whom the club has vowed never to forget.
Members of the Truth to Power Club, an Ashland High School student organization,
sign up to provide support for Aidan Ellison's family during his murder trial.
Study Sessions
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