HomeMy WebLinkAbout2023-01-26 Housing & Human Services PACKET
Ashland Housing and Human
Services Commission
Regular Meeting Agenda
January 26, 2023: 4:00 – 6:00pm
Siskiyou Room of the Community Development Building
51 Winburn Way
1.(4:00) Approval of Minutes
(5 min)
October 27, 2022
2.(4:05) Public Forum
(5 min)
3.(4:10) Severe Weather Shelter Update and Discussion
(
30 min)
4.(4:40) Strategic Goal Review and Discussion
(30 min)
5.(5:10) City Council Presentation Review and Updates
(20 min)
6.(5:30)Liaison Reports
(20 min)
Liaison Reports
CouncilStaff
(Gina Duquenne) (Linda Reid)
SOU Liaison (Reese Rosenburg) General Announcements/Local Housing
Updates
7.(5:50) Upcoming Agenda Items, Events, and Meetings
Next Housing Commission Regular Meeting
February 23, 2022
8.(4:30) Adjournment
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the Community Development office at 541-488-5305 (TTY phone is 1-800-735-2900). Notification 48
hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the
Memo
DATE: 01/26/2023
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Delay in providing minutes
Staff does not have the minutes available for inclusion in the packet materials but will email them
separately prior to the meeting.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Memo
DATE: 01/26/2023
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Emergency Shelter Strategy Discussion
th
At the regular City Council business meeting on January 17, 2023 the Ashland City Council hearda
special presentation on emergency shelter activities undertaken by the City and a request for direction
from staff regarding the potential future locations for emergency shelters. The Council then had a
discussion about next steps. The motion that came out of the discussion is below:
Councilor Hyatt/DuQuenne m/s direct staff to review the shelter strategy based on Housing and Human
Services Commission recommendation ensuring the solution meets the needs for winter, summer, and
smoke shelter goals across the continuum of guests both low barrier families and children with a plan
for long-term care for facilities and programs.
DISCUSSION: Councilor Hyatt spoke in support of the motion stressing the need to have a plan.
Councilor DuQuenne wanted integrated living and not have a red line situation where everything was
located in one area in Ashland, integrated housing, the line is pink right now and getting darker. Roll
Call Vote: Councilor Hyatt, DuQuenne, Kaplan, Hansen, and Chair Graham, YES. Motion passed.
th
Attached you will find the information presented to the Council at their regular meeting on January 17
as well as the recommendations the HHSC provided to the City Council regarding severe weather
shelter in June 2022.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Establishes the need for City involvement as a
freezing & severe weather conditions
Sets parameters for when the City will call a
measure
excessive heat & air quality
Health & Public safety
protective
-
Summer
-
Winter
shelter
••••
Communication and coordination with the public and other agencies
Access to resources coordination/facilitation as needed basis
Often provides City facility to host the shelter
Planning, coordination, and implementation
••••
City facilities used for emergency sheltering have become inadequate
Sheltering disrupts community use scheduling and programming
Neither building was designed for providing shelter overnight
Other City facilities not viable options for overnight shelter
Not suitable for ongoing overnight sheltering
Income generating for the City
•••••
1
Memo
DATE: 01/27/2022
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Severe Climate Event Policy Final Recommendation to the Council
th
At a regular meeting held on August 7, 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 extreme
weather events. The Council motion is as follows:
Council requests the Housing and Human Services Commission work with local partners, as well as the staff
and council liaisons to the commission, to identify the options available to comprehensively address the extreme
weather needs of Ashland residents, including extreme cold, extreme heat, and dangerous levels of wildfire
smoke. The Council further requests that the Housing and Human Services Commission develop a proposal for
Council consideration regarding how the Ashland Community can best address these needs and the specific
role the City will have in that process.
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 implemented 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 full commission.
The feedback from the stakeholder listening sessions 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
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
2
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.
Background
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 time 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 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.
Policy Recommendations
1. The policy will set parameters for extreme temperatures both hot and cold and during extreme weather
events, and for instances of bad air quality.
The commissioners discussed a number of different temperature thresholds. The commissioners also discussed
feedback from stakeholders, and their own points of view; regarding the difficulties of balancing what most felt
to be morally and ethically right with the realities of limitedresources, 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 shelter outpace the City’s and community’s ability to activate and safely oversee emergency
shelters. The City’s guidelines should have flexibility, which would set thresholds as a baseline but still allow
for activation of shelters as needed without regard to set temperature thresholds, as in instances when the
National Weather Service issues severe weather warnings.
2. The policy will identify potential shelter locations.
Feedback regarding shelter locations included a recognition that daytime warming, cooling and smoke
unhealthy air sheltering could be accommodated in most publically owned buildings, including some located on
the SOU 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 the public, and may not need any
volunteer oversight for them to function as daytime shelters. Overnight shelters however, generally operate
outside of normal business hours and may have different safety code and other requirements to accommodate
overnight use. However, there was a consensus among 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 use included Pioneer Hall, the
Community Center and the Grove. It was also suggested approaching the Ashland School District about using a
space that is owned or managed by that entity as those buildings are often well suited for 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 meals for low income
populations.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
3
3. The policy should outline a plan for calling and staffing 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 recommended that shelter coordination should be the City’s primary role.
It is recommended that shelter coordination should be the City’s primary role. The City should identify a
Decision Making Activator Team (similar to the process that the City of Medford has implemented)with the
City Manager acting as the lead. The team would mobilize 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 posting public
information regarding the availability of shelter spaces. The shelter implementation plan could potentially issue
a call to the existing CERT volunteer lists and would also issue updated NIXLE alerts. 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 and any community members or non-profit entities serving
in a volunteer coordination role.
4. The plan should coordinate a group of people inside and outside of the City to work together to
implement an Extreme Climate Event shelter.
The City and other community 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 training sessions or videos) locally and
regionally. There was agreement for the desire to focus on and consult with residents who need respite during
emergent events, such as seniors, low-income/fixed income households, people with disabilities, medically
fragile individuals, and other 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 an increased capacity to house homeless populations in the new Options
for Helping Residents of Ashland (OHRA) Center, the Unitarian UniversalistPallet Shelter Project, and the
Pallet Shelter Community on East Main (administered by Rogue Retreat), these shelters do not address
emergency and short term sheltering needs. So while there may be a reduced number of unhoused community
members seeking overnight shelter during extreme climate events, there still will exist some measure of short
term need for emergent daytime smoke and cooling shelters, some of which may be able to be assisted by these
organizations at their respective locations. However, additional locations and volunteers may still need to be
mobilized during these short-term emergent climate events.
5. Each shelter should have a scheduled debrief under an action/reflection model.
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 coordination with potential providers
of shelter locations and volunteers, and to communicate regionally. This is part of the ongoing local and
regional coordination that should result in improved process and best practices.
6. City’s role with regard to resource needs.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
4
A review of other cities’ policies has shown that there are a minority of cities 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 stakeholders would like to see the City provide
more resources to support short term shelters. These resources include:
Locations (air conditioned or heated with access to restrooms) for hosting shelters, 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 existing staff’s
responsibilities).
Direct funding to support the resource needs of the shelter.
Materials (air purifiers, N95 masks, etc.)
In-Kind donations
Recommendations Overview:
Thresholds for calling a shelter:
(With the recognition that shelters can only be opened if there are volunteers and a location available to host a
shelter and with the caveat that the City Manager and the Shelter Coordinator should have the flexibility to
determine that a shelter needs to be activated outside of these thresholds)
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.
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 team similar to that established by the City of Medford
Identify staff to fulfill specific duties: City Manager-Shelter activator; TBD-Communication
Coordinator for shelter volunteers and City Staff; TBD-Public Information Officer/advertising.
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.
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; use of NIXLE for community information
updates, 2-1-1, etc.)
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 coordination with
potential providers of shelter locations and volunteers, and to communicate regionally
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
5
Provide material as needed (for example, air purifiers, personal protective equipment and training
(through CERT?)
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
6
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-Articles/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.spokanecity.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%20Emergency%20Plan%20July
%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. Accessed 30 January 2022 at
https://www.thelancet.com/journals/lanplh/article/PIIS2542-5196(21)00079-6/fulltext
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.gov/view/cdc/47657
Environmental Protection Agency. 2006 (updated 2016). “Excessive Heat Events Guidebook” Accessed 30 January 2022
https://www.epa.gov/heatislands/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://nhchc.org/clinical-
practice/homeless-services/emergency-preparedness/
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
7
_________. 2020. “Winter is Coming: Cold Weather and Disasters.” Webinar. Accessed 30 January 2022 at
https://nhchc.org/webinars/winter-is-coming-cold-weather-and-disasters/ Webinar accessed at YouTube
https://youtu.be/Ervl6x14C0A
_________. 2021. “Surviving Severe Weather: Tools to Promote Emergency Preparedness for People Experiencing
Homelessness.” Accessed 30 January 2022 https://nhchc.org/clinical-practice/homeless-services/weather/
National Weather Service. 2017. Excessive Heat Warning. Accessed 30 January 2022 at
www.weather.gov/media/safety/Heat-brochure17.pdf
Sajad Zare et al. 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/S221209471730110X
Personal communications:
Kenny LA Pointe. 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: 800-735-2900
www.ashland.or.us
Council Study Session
December 6, 2022
Resolution 2022-33 Setting Policies for Activating Severe Weather
Agenda Item
Emergency Shelter Facilitation
From
Linda Reid Housing Program Specialist
Contact
reidl@ashland.or.us 541-552-2043
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 extreme weather events. The Council motion is as follows:
Council requests the Housing and Human Services Commission work with local partners, as well as the
staff and council liaisons to the commission, to identify the options available to comprehensively
address the extreme weather needs of Ashland residents, including extreme cold, extreme heat, and
dangerous levels of wildfire smoke. The Council further requests that the Housing and Human Services
Commission develop a proposal for Council consideration regarding how the Ashland Community can
best address these needs and the specific role the City will have in that process.
POLICIES, PLANS & GOALS SUPPORTED
PREVIOUS COUNCIL ACTION
The Council reviewed the Housing and Human Services Commission recommendations at a Study
Session on June 6, 2022. No direction was provided at that time.
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. For many years the City had dedicated a small amount of funding
to support staff time 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 owned building was not available, and with
communicating with other City staff who supported their efforts. This staff included Fire Department
staff (Community Emergency Response Team (CERT) Coordinator) and Parks Department staff
regarding the use of City owned buildings.
Stakeholder Outreach
The Housing and Human Services Commission formed a Severe Climate Event Policy Recommendation
Workgroup which met several times throughout the process of developing recommendations. The
request. This effort included soliciting input from those interfacing or serving impacted populations,
Page 1 of 7
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.
Information from prior programs implement by the City of Ashland in partnership with area non-profits
also informed the efforts of the workgroup. The workgroup evaluated information regarding the health
impacts of extreme Weather 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 Weather Event Policy Recommendation 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 full commission.
The feedback from the stakeholder listening sessions, including an additional debrief meeting after
enacting a severe Weather shelter event, was utilized to help inform the development of a draft
resolution which would replace Res. 2013-04 if approved by the City Council. Model language,
policies, and structural processes gleaned from research and resource audits of policies and practices
from other communities were combined to develop recommendations for inclusion into the draft
resolution. These recommendations were provided back to the full Housing and Human Services
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.
Severe Weather Event Emergency Shelter:
Shelter Activation and Coordination using a phone tree model
Establish a Decision-Making Activator team like that established by the City of Medford
Identify staff to fulfill specific duties: City Manager-Shelter activator; Communication
Coordinator between paid shelter coordinator and city staff involved/concerned with sheltering
activities, City Council and Administration; Public Information Officer/Nixle alerts/CERT
activation.
Provide City Buildings when needed, even if prior uses/reservations must 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).
Page 2 of 7
Policy Recommendations details
1.The policy will set parameters for extreme temperatures both hot and cold and during extreme
weather events, and for instances of bad air quality.
The commissioners discussed a number of different temperature thresholds. The commissioners also
discussed feedback form stakeholders, and their own concerns about the difficulties of balancing what
most felt to be morally and ethically right with the realities of limited 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 shelter outpace
for the calling of shelters as needed. For example, in instances when the National Weather Service issues
severe weather warnings that may necessitate calling for a shelter outside of any set temperature
thresholds.
2.The policy will identify 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 publicly owned buildings or building which are open to the public.
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 the public and could be used for
respite from Weather conditions without the need for volunteer oversight. Overnight shelters generally
operate outside of normal business hours and may have different safety code requirements to
accommodate an overnight use, therefore a coordinator is needed to organize volunteers and to provided
overnight shelter coordination. There was a consensus among stakeholders and the Housing and Human
Services Commission that city buildings should be made available for Severe Weather Event sheltering
purposes, even if they have previously been reserved for use as rentals or forrecreational 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.
3.The policy should outline an internal City process for shelter activation and
the process for the opening and operations of an emergency shelter due to severe weather
conditions. It is recommended that a severe weather shelter team should be identified and included
in the plan. It is recommended that communication
should set aside resources to fund a shelter coordinator through a contract with an outside agency,
which is how the City has supported this role in the past.
It is recommended that communication . The 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 role for the designated City staff person would be to coordinate communications
Page 3 of 7
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 work together to
implement an Extreme Weather Event shelter.
City staff and other community stakeholders should work together to identify and secure resources to
implement severe weather 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
respite during emergent events, such
as seniors, low-income/fixed income households, people with disabilities, medically fragile individuals,
and other 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 to facilitate communication and coordination.
5. Each shelter should have a scheduled debrief under an action/reflection model.
This is part of the ongoing local and regional coordination that should result in improved process and
best practices.
6.
funding to support Severe Weather Event/Emergency Sheltering activities. The feedback received
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 shelters-which could impact City revenues through reduced classes/rental
income.
Direct funding to support volunteer training, coordination and support (though not necessarily
responsibilities).
Direct funding to support the resource needs of the shelter.
Materials (air purifiers, etc.)
In-Kind donations
Page 4 of 7
Recommendations Overview:
Housing and Human Services Commission recommendations for new thresholds for activating a Severe
Weather Event shelter:
The threshold for calling a cold weather shelter should be changed to 32 degrees or below
where the National Weather Service issues a Weather Warning.
The threshold for calling an extreme heat shelter should be 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 an Extreme Heat warning.
The threshold for calling a smoke related shelter should be an air quality index of 150 and above
City Manager Recommendations for new thresholds for activating a Severe Weather Event Shelter:
The City Manager agrees that the general threshold for calling a cold weather shelter should be changed
to 32
or in instances where the National Weather Service issues a Weather Warning. The City M
calling or activating a severe weather shelter is subject to practical considerations which may include,
/facilities
but are not limited to, identifying an available facility appropriate for the intended use, the
(s)
ability to operate the shelter 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 (see
current policy in attached Resolution 2022-33), and the availability and level of necessary resources to
/
support shelter operation. Necessary resources include volunteer support and contractedcity staffing,
impact its ability to call for or maintain over time a severe weather shelter. All other threshold
recommendations are consistent with those put forward by the Housing and Human Services
Commission.
Ashland Fire and Rescue Recommendations:
The Council may also wish to consider the following feedback from Ashland Fire and Rescue regarding
the Extreme Weather Shelter Resolution.
CERT volunteers can be solicited annually to participate in shelter training and mobilization.
CERT does not have capacity to staff every shelter, nor should all members be solicited for each
and every declared shelter.
To address liability and provide a safe environment for volunteers and staff, training classes
specific to shelter operations needs to be provided to CERT volunteers. CERT basic training is
inadequate for shelter staffing.
experience with staffing for red flag warning fire danger conditions and based on that we
recommend declaring shelters when the National Weather Service in Medford issues a Warning
for excessive heat. The warning system is built for community safety and protection and the
triggers for a Warning should be sufficient for shelter declaration. The proposed triggers are too
confusing and would lead to volunteer burn out, already a problem this past summer.
We fully support hiring a third-party administrator of the shelter program in order to address
liability concerns and alleviate the burden on City staff.
Page 5 of 7
FISCAL IMPACTS
The fiscal impacts range
shelters, and the adoption of thresholds which have the potential to increase the number of shelters days
called each year.
The City has supported a shelter coordinator in the past through a contract with a non-profit
organization. The recommendation is to do so again. This accomplishes a couple of different goals. It
removes the City from liability for operation of emergenc
policy does not presently cover such activities. Contracting with a non-profit organization to coordinate
sheltering activities provides City staff and community partners both continuity and efficiency in the
process, neither of which exists in the current process. The City does not currently have a dedicated
staff position who has emergency shelter coordination as part of their job descriptions. Consequently,
there are several staff members who must forego their regular responsibilities to organize sheltering
events, and this leads to other priority and/or time sensitive work to be delayed, and also to confusion in
communications internally and externally as the staff member who is addressing emergency shelter may
be different for any given event. The current impromptu process is cumbersome and inefficient for both
inability to open a shelter.
In prior years, the City supported a third-party emergency shelter coordinator through a contract with a
non-profit homeless services provider. The funding for those activities did not come from the
Community Development Department budget nor the Affordable Housing Trust Fund. During the
pandemic the City was able to utilize Affordable Housing Trust funds to support emergency sheltering
activities due to the emergency declaration. Resolution 2008-034, which guides the use of the
Affordable Housing Trust Fund, identifies transitional and emergency shelter offered through an
established program to move people toward self-sufficiency as an eligible activity for the use of
funds. An intermittent Severe Weather Event Shelter would not provide services to assist people in
moving to self-sufficiency, and as such does not address the housing objectives outline in Resolution
2008-034. City Administration has recommended the use of City contingency funds to pay for the
immediate costs of supporting the provision of emergency sheltering activities for this winter, and
setting aside funding in the next budget cycle to support emergency sheltering activities in the future.
STAFF AND COMMISSION RECOMMENDATION
Staff would like direction and a clear process in how the City addresses the need for emergency
sheltering during severe Weather events. The Housing and Human Services Commission is
recommending 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 an
emergency shelter in the instances of severe Weather events. The draft resolution also outlines a process
for enacting a shelter and defines The draft resolution attached will need
review.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
Adopt Resolution 2022-33 that supersedes all prior inclement weather policies and sets forth new and
comprehensive thresholds for calling an emergency shelter in the instances of severe Weather events and
outlines a process for enacting a shelter and defines ole in that process.
Page 6 of 7
REFERENCES & ATTACHMENTS
Resolution 2022-33 A Resolution Repealing Resolutions No. 2013-04 and Setting Policies and
Conditions Under Which Ashland Will Activate Severe Weather Emergency Shelter Facilitation
Resolution 2013-04
History of Emergency Shelter in Ashland
Page 7 of 7
RESOLUTION NO. 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:
Ashland is in an area that has four distinct seasons, all of which can exhibit extreme
A.
conditions due to severe weather events that can be hazardous to persons without access
to adequate heating, cooling, sheltering or air quality resources.
The City of Ashland desires to set forth the conditions under which it will call for the
B.
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.
\\THE 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. 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:
The general threshold for calling a cold weather shelter: 32 degrees or below considering
the National Weather Service issues a Weather Warning.
The general threshold for calling an extreme heat shelter: 98 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.
The threshold for calling a smoke related shelter: an air quality index of 150 and above or
Page 3 of 3
Resolution No. 2013-
And/or any combination 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.
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 volunteer 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.
Communication will include coordination with or use of Nixle alerts as appropriate.
The communication should provide information to the public regarding shelter
infor
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.
Page 3 of 3
Resolution No. 2013-
Shelter coordination should also include periodic or regular meetings as necessary
between City staff, the non-profit 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 likely to become "extreme," 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 turn, contact the following:
-profit shelter coordinator to determine the feasibility of
initiating emergency shelter operations, including the availability of
volunteer staffing, and
Parks and Recreation Department and other facilities
management to determine if a city facility or facilities 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.
This resolution takes effect upon signing by the Mayor.
ADOPTED by the City Council this day of , 2022.
Page 3 of 3
Resolution No. 2013-
ATTEST:
_____________________________
Melissa Huhtala, City Recorder
SIGNED and APPROVED this ______ day of _______________, 2022.
_____________________________
Julie Akins, Mayor
Reviewed as to form:
___________________________
Doug McGeary, Interim City Attorney
Page 3 of 3
Resolution No. 2013-
CITY OF ASHLAND
Severe Weather Shelter Operations Policy*
October 31, 2022
There are several options for respite in the City of Ashland for most severe weather impacts. Each
of the community respite options listed below are independent of City services, and therefore
have no direct City supervision. Correspondingly, they each have their own hours of operation
predicated on the severity of current weather conditions and level of sheltering need, the
availability of community support volunteers and/or contracted staffing, and the availability of
appropriate sheltering facility opportunities.
In instances of episodic hot weather, or moderate smoke conditions, or any combination of
thereof, the City defers to existing community resources, including public facilities, if they offer
operation hours coinciding with such instances of severe weather. Public facilities include
buildings open to the public during normal business hours where populations can find respite
from weather conditions. These facilities include public libraries, shopping centers/malls,
community centers and senior centers. The City also offers a variety of options for staying cool
through its Parks and Recreation Department. These resources can be found through the link
Find Respite in a Park.fer chilled water daily and police
officers carry water in their vehicles to provide to citizens in need.
In instances of prolonged extreme conditions and or severe weather conditions that pose an
imminent threat to the health and safety of vulnerable populations, the City Manager has the
discretion to declare a severe weather emergency and authorize the use of City resources such as
buildings or staff time to open a respite shelter. Vulnerable populations may include families with
children, the elderly, and the houseless. City initiated shelters can be temporary, to address
cooling or warming during peak hours of a severe weather incident or can be for much longer
periods such as overnight to provide respite for the duration of a severe weather event. City
initiated shelters are to be supervised, provide access to all populations, have proscribed hours of
operation, and may provide refreshments or meals, based on the type and duration of the
weather emergency and the generosity of community members. While the City Manager can
authorize the opening of a shelter, whether and what type of shelter the City is able to open is
entirely dependent on the circumstances of the weather-related emergency, and the
circumstances related to available and appropriate resources. Circumstances may include the
occurrence of utility service interruption. Traditionally the City has relied on volunteer hosts to
run the shelters and often relies on community volunteers to organize shelter hosts and
donations of refreshments. Similarly, the City does not have a single location that is consistently
available and appropriate for all weather-related situations. Consequently, if City staff and
volunteers cannot secure a location that is appropriate to address the needs of the climate
related situation or find enough volunteers to serve as hosts, the City cannot open a shelter.
Generally, there are four levels of shelter that may be enacted to address a range of severe
climate incidents within the City of Ashland:
Page 3 of 3
Resolution No. 2013-
1.Cooling/Warming locations (non-supervised location; public access for normal business
hours and available space only; chilled water available at City Fire Stations)
2.Peak Time Cooling/Warming Shelter (volunteer supervised; public access for arranged
hours and available space only; drinks and light food items may be provided if available)
3.Overnight Cooling/Warming Shelter (volunteer supervised; public access for arranged
hours and available space only; drinks and one meal provided)
4.Emergency Shelter (City supervised; public access as arranged; food and water provided as
needed)
Emergency Locations or Shelter Policies.
Operation of the emergency location or shelters shall, to the greatest extent feasible,
comply with the following policy guidelines. Violators will be expelled/removed from shelter
and may be barred from future access/use (temporary or permanent).
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.Shelter(s) locations and times will be based on the impacts of the severe
climate events. For overnight sheltering events, doors will be locked at a
designated time. Guests may leave the shelter but not re-enter after the doors are
locked for the night. Guests arriving at the shelter after the designated times will
not be admitted unless brought to the shelter by a police officer or unless prior
arrangements have been made for late entry.
4.Shelters should have adequate separation of families and singles, and adequate
separation of single women.
5.No drugs, alcohol, or weapons will be allowed on/in shelter property at any time.
6.No disorderly conduct will be tolerated, including no threatening or abusive language, and
no excessive noise (e.g., yelling/shouting, loud radios, etc.).
7.Smoking will be restricted to the outdoors in designated areas only.
8.Guests should maintain their own areas in an orderly condition and may be assigned other
responsibilities or tasks at the shelter.
9.Dogs and service/emotional support animals may be allowed per the policy of the
support animals must be under the constant control of their owner or sponsoring shelter
Page 3 of 3
Resolution No. 2013-
guest at all times. Owners/guests are responsible for the care and oversight of their dog
or service/emotional support animals at all times while on shelter premises, including for
preventing their disorderly conduct. Animals that become threatening to others or are
otherwise unmanageable will be required to leave the shelter.
10.Owners/shelter guests must be responsible for cleaning and sanitizing any areas soiled by
a dog or service/emotional support animal. Such cleaning is to be done to the satisfaction
of supervising shelter volunteer or facility City staff for the location where the shelter is
being held.
Shelter volunteers or City staff must notify Jackson County Animal Control in the event a
11.
dog or service/emotional support animal bite breaks the skin of an emergency shelter
guest or volunteer.
* This Severe Weather Shelter Operations Policy is subject to update or change at the
discretion of the City Manager in order to assure the safe and efficient operation of a Severe
Weather Shelter within available resources. The City Manager will inform the City Council and
its Housing and Human Services Advisory Committee of updates or changes.
Page 3 of 3
Resolution No. 2013-
HISTORY OF HOMELESS SHELTERS IN ASHLAND
In 2007, the Ashland City Council approved a resolution setting forth policies and conditions
under which the city will provide emergency shelter for homeless and other individuals during
severe weather conditions. The resolution stated that in the event of the need for an emergency
shelter during extreme weather, the use of Pioneer Hall or other available city-owned buildings
might be used. The resolution also stated that temporary shelters would be staffed by community
volunteers organized and trained by the private community members or non-profit homeless
service providers. The resolution identified a temperature threshold of 20 degrees for calling a
shelter, or when the City Administrator deemed it necessary to protect life and safety.
That same year two Ashland citizens: Ruth Coulthard and Barbie Breneiser, began offering
emergency winter shelters at the Presbyterian Church. In the winter of 2009, they began hosting
regular Sunday night shelters in addition to Emergency Shelters, from December to February.
Ashland experiences “extreme weather” conditions primarily during the winter months where
temperatures can drop below 20 degrees, and exposure to the elements can be hazardous to
persons without adequate shelter. In 2009, the City turned over the responsibility of initiating,
staffing, and running the emergency cold weather shelters to the local churches who had been
volunteering their space and resources to that purpose.
In 2010, the City created an Ad Hoc Homelessness Steering Committee to develop solutions to
issues of Homelessness in Ashland. One of the goals of the Ad Hoc Homelessness Steering
Committee (HCS) was to expand those efforts at offering shelter to homeless populations on a
weekly basis throughout the winter months. To that end the HCS convened two meetings in
which the group sent out invitations to all the faith-based groups within the City as well as
providers of social services. Out of these meetings came a comprehensive local resource guide,
and two additional shelter nights a week. The Trinity Episcopal Church offered space and
volunteers for a weekly shelter to be held from mid-November through the end of April. The
Unitarian Universalist Church partnered with the Temple Emek Shalom to ask the City to donate
the use of a City owned building in which to hold a weekly shelter which would be staffed by
volunteers from the each congregation and the public. The City granted the use of Pioneer Hall
on Thursday nights and in 2013 the City approved the use of Pioneer hall for an additional night
bringing the weekly shelter nights to a total of four nights a week from November to April.
These efforts were further supported by the HSC by offering an annual volunteer training as well
as setting up and maintaining an online volunteer sign up for all four weekly shelters.
The HSC was dissolved in 2014 and a community volunteer continued serving as the volunteer
coordinator until ACCESS, the Jackson County’s Community Action Agency provided grant
funding to support Options for Helping Residents of Ashland (OHRA) staff to take on
coordination of shelter volunteers during the winter months. OHRA continued to coordinate the
"no frills" winter shelter during the cold winter months, beginning the week before
Thanksgiving, and continuing through mid-April each year, from 2016-2018. From November
through April volunteers, churches and the City continued coordination efforts with OHRA to
offer five nights of shelter every week and during incidents of extreme bad weather. In the
winter of 2016 alone more than 100 community volunteers provided 88 nights of shelter, with an
additional six Emergency Shelter nights, serving more than 900 guests in total.
In 2018 Options for Homeless Residents of Ashland (OHRA) in coordination with Access, the
community action agency of Jackson County, the City of Ashland, members of the faith
community, and dedicated volunteers worked diligently to identify a location and support
services to offer a seven day a week shelter in one location to the most vulnerable citizens in a
comprehensive and coordinated way. To that end, the work group identified a location in the
County which could serve as a single site location for the seven day a week shelter continuously
from November through April. The work group submitted a planning application to the County,
and while waiting for a decision from the County, community volunteers, churches and the City
coordinated to offer five nights of shelter every week and during incidents of extreme bad
weather throughout the winter months of 2018-2019.
In 2019 Options for Homeless Residents of Ashland (OHRA) in coordination with the Jackson
County Continuum of Care, and with funding from Access, the community action agency of
Jackson County, and the City of Ashland, opened the first seven day a week shelter in one
location to the most vulnerable citizens in a comprehensive and coordinated way. The shelter
ran from November until March (it had to close early due to the pandemic) and provided 45
shelter beds.
In 2020-2021 the City provided OHRA and Maslow Project CARES act and Affordable Housing
Trust Funds (under COVID-19 pandemic emergency declarations) to pay for non-congregate
emergency sheltering in hotels during the pandemic and for those households displaced by the
Almeda Fire. The City of Ashland then applied for and received funding from the State
Emergency Solutions Grant fund to open an additional shelter to house up to 49 people in both
congregate and non-congregate shelter. OHRA also was able to open the first Project Turnkey
funded shelter (no barrier, temporary shelter), which, provided shelter for approximately 35-50
people between 2021 and 2022. When fully operational the OHRA should be able to house up to
74 individuals.
EMERGENCY SHELTERS: In addition to the regularOHRA shelter, whenever the
temperature is projected to drop below 20 degrees, or severe weather conditions are predicted to
occur, the Ashland City Manager authorizes an Emergency Shelter to open in a city-owned
facility or utilizing City resources such as staff and funding, if appropriated or otherwise
available, to help stand up a shelter, provided there are at least 2 community volunteers available
to oversee the shelter. Whenever an Emergency Shelter is called, the City Manager makes a
declaration, as soon as there are 2 volunteers who agree to host the shelter, then announcements
are put out on the City’s website, through a Nixle alert, 211, and signs which posted around
town, directing people where to go for shelter. For this activity the City generally relies on
donated locations to hold the shelter and community volunteers to staff the shelter. In 2017 and
2018 the City contracted with OHRA to undertake this activity when needed.
General overview of homeless services that the City provides/supports in Ashland.
The City provides funding for both capital improvements and direct services from the
City’s general fund and from federal and sometimes state grant funding.
The City dedicates staff time for local and regional planning efforts, and technical
support to organizations that provide direct services.
The City of Ashland is an entitlement jurisdiction for CDBG funds. As a condition of
receiving the funding the City is required to identify the needs of homeless families and
individuals, describe the nature and extent of homelessness in the community and the
region, and identify the need for facilities and services for homeless individuals, as well
as the same needs for homeless families with children and other homeless
subpopulations. This is done through participation in the annual Point in Time Count and
the Homeless Housing Inventory Chart.
The City also facilitates the development of needed resources that are identified through
long-rangeplanning processes as well as emergent needs as they arise.
Regarding warming and cooling shelters.
Ashland does not provide any staffing for direct service but does provide funding or a
combination of funding and city facilities from time to time, such as a City owned
buildings.
Since Covid, Comm Dev. staff has been organizing the shelter through coordination with
local volunteer groups who work with homeless populations in a volunteer capacity. City
staff has also solicited donations of Covid safety supplies, and locations to host the
shelters.
General Funds (AHTF) and a special allocation of CDBG funding to address urgent
needs as they arose through an administrative approval process made possible due to the
Emergency Declarations. Under normal circumstances, these funding sources would
require Council approval and in the case of CDBG a lengthy public hearing/comment
process. Under normal circumstances these funding sources would not be able to be
allocated quickly enough to address the need for weather related sheltering needs.
Memo
DATE: January 26, 2023
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE:Housing and Human Services Commission goal setting
th
The Housing and Human Services Commission held their annual goal setting retreat on December 15
2023. At that time, they established the following goals:
2023 Goals for the Housing and Human Services Committee
Workforce and Affordable Housing
Housing Production Strategy Education Events/Affordable Housing Education Events/ Partner
with SERJ on Fair Housing and Equity,Diversity,and Inclusion trainings and translation of City
of Ashland information and handouts
Encourage collaboration and communication for emergency shelter participate in planning and
coordination.
Construction Excise Tax
Explore impacts and opportunities for the development of more Manufactured Home parks
(barriers and inducements) and manufactured home park ownership.
2022 Goals for Housing and Human Services Commission
Emergency Shelter,
Move the Severe Weather Shelter recommendations/resolution forward to adoption
o
Establish a location for emergency shelter,
o
Establish a coordinator for the shelter-dedicated funding
o
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Build Cooperation and systems of communication at both the executive and operational
o
levels.
Workforce Housing:
Ask Brandon to educate the Commission on the UBG expansion process
o
Promote capacity building and encourage new workforce housing partnerships
o
Work with SOU on potential housing opportunities on identified surplus properties
o
Increase capacity for more mobile home parks
o
Barrier Removal/to promote infill housing and group housing options
o
Food Resources: (lower priority)
Address the need for a commercial kitchen in Ashland
o
2023 Goals for the Housing and Human Services Committee
Workforce and Affordable Housing
Housing Production Strategy Education Events/Affordable Housing Education Events/ Partner
with SERJ on Fair Housing and Equity, Diversity, and Inclusion trainings and translation of City
of Ashland information and handouts
Encourage collaboration and communication for emergency shelter participate in planning and
coordination.
Construction Excise Tax
Explore impacts and opportunities for the development of more Manufactured Home parks
(barriers and inducements) and manufactured home park ownership
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Memo
DATE: 01/26/2023
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Housing and Human Services Commission Annual Update to the City Council
Discussion
______________________________________________________________________________
The annual update to the council is now scheduled for February 6th. Below is the Update that
the Commission put together previously. Please review and decide if there is anything else that
the Commission would like to add prior to presenting to the Council.
Mayor and City Council,
The Housing and Human Services Commission is pleased to report on the work we have
undertaken this year, and to provide a brief overview of the ongoing work which will be carried
over in the next year.
We continued meeting via zoom rather than in-person until October of 2022.
Housing Production Strategy advisory group participation is ongoing; community
survey to get public feedback on the “menu of strategies,” data will be used to inform
EcoNW report, which should be going to council in mid to late April. The Commission
also completed surveys and held a focus group with SOU students in May; online survey
closed on Oct. 13 received 236 responses.
Education and Outreach: Rent Burden Forum, August 2022. Video. Was in person
again. The event was attended by 30+ participants. A wide variety of topics were
discussed, and there was a lot of engagement with the Panelists, which included, Melanie
Doshier and Joe Vollmer from Access, Dee Ann Everson from Untied Way, Brandon
Goldman and Brynn Morrison from the City of Ashland.
th
Goal setting The Commission met for a goal setting meeting on Dec. 9 . (List Goals in
presentation).
Affordable Housing Trust Fund
The City issued Requests for Proposals in January 2022 forboth the CDBG program and for the
Affordable Housing Trust funds. The Housing and Human Services Commission met in March
to review and make recommendations regarding the applications received.
The Commission reviewed and made recommendations on a total of three CDBG funding
requests and three Affordable Housing Trust Fund requests.
CDBG & CAPER
In 2022 the H&HS Commission reviewed and approved the Annual Action Plan for the use of
Community Development Block Grant funds as well as the Consolidated Annual Performance
Evaluation Report, (CAPER) which reviewed the outcomes of projects undertaken with CDBG
funding in the prior program year.
Affordable Housing and Homeless Goals
The Housing and Human Services Commission continues to discuss the issues of homelessness
and affordable housing options for those with the lowest incomes. Say something about the
East Main shelter; Pallet shelters are still in use at the UU Fellowship.
Emergency weather shelter event reports. Video clip from Keegan VanHook’s
segment. Presented at a Study Session to Council in June, 2022.
Warming shelter events were held on 23 days over the course of the winter season from
2021-2022. The shelters were staffed by community volunteers, included Housing and
Human Services Commission members, and offered shelter to between 12-35 people each
night. Difficulty from not having a stable, predictable site: one night at First Methodist,
then at The Grove, then at Bellview Grange. Cooling shelter events was opened 11
times between June and mid-September at Ashland Branch Jackson County Library and
at Pioneer Hall. Note what we HOPE the council/city manager will do to help regularize
our activation, internal communication, coordination, and public information processes
(see committee recommendations from 2021)