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Home My WebLink About2022-03-24 Housing & Human Services PACKET Ashland Housing and Human Services Commission Regular Meeting Agenda March24,2022:4:00–6:00pm Please click the link below to join the webinar: https://zoom.us/j/91479028328 1.(4:00)Approval of Minutes (5 min) February 24, 2022 2.(4:05)CDBG and CDBG-CARES Act Presentations(40min) Maslow Project-CDBG OHRA-CDBG OHRA-CDBG-CARES Rogue Retreat-CARES 3.(4:45)CDBG Application Review and Recommendation(15min) 4.(5:00) AHTF Presentation(30min) Habitat for Humanity OHRA Rogue Retreat 5.(5:30)AHTF Application Review and Recommendation(15 min) 6.(5:45)Liaison Reports (10min) Liaison Reports Council(Gina Duquenne)Staff (Linda Reid) SOU Liaison (Reese Rosenburg)General Announcements/Local Housing SOU program report (Chris Mahan) Updates 7.(5:55)Upcoming Agenda Items, Events,and Meetings Next Housing Commission Regular Meeting April 28, 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 1-800-735-9200), or by email at planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Ashland Housing and Human Services Commission DraftMinutes February 24,2022 Call to Order CommissionChairRich Rohde calledtheZoom meetingtoorderat4:02pm . Commissioners Council Liaison Rich RohdeGina Duquenne Echo Fields Leda Shapiro AbsentSOU Liaison Linda ReppondReese Rosenburg Joy Fate Absent Kathy KaliStaff Present: Heidi ParkerLinda Reid, Housing Program Specialist Chris MahanLiz Hamilton, Permit Technician Jackie Bachman Approvalof Minutes CommissionersHeidi Parker/Jackie Bachman m/s to approve the minutes ofJanuary 27, 2022,asamendedin this meeting.Voice Vote: All Ayes. Motion passed Public Forum-none Educational Presentation: Zone Captains Program Kathy Kali, Housing Commissionergave informational presentationregarding the Non-Profit organization Zone Captains that is helping Almeda fire victims.www.zonecaptains.org Educational Presentation: Continuum of Care Board Overview Vicky Armstrong, Jackson CountyCoC Coordinator:CoC is aHUDD mandated national strategyfor communities that receive HUDD funding. The Purposeof a CoC is toaddressand try to end homelessness.CoC’s are mandated to execute“The Point in Time Count”.This is completed in a single night to count homeless in each region.Averaged over the last several years in Jackson County the number is 750 homeless people. Jackie B brings up concern that the count from 2016 to 2021 has almostdoubled.JC CoC coordinates with many local non-profit agencies to house people. The commission talks with Vicky on the current problems on raising money to cover staff time to help theHomeless. Manufactured Home Policy Workgroup Report Rich Rohde, Housing Commissionergave debriefon goals of the workgroup. Especiallyon the idea of zone changesregardingManufactured housing. Followinginformation from Brandon Goldman/City of Ashland Planning Managerthe Workgroup decided#1 goal is working on Zone change.Workgrouplooked at Talent and PhoenixMobile Park protection zone ordinance. Housing Production StrategyUpdate Linda Reid, Housing Program Specialistnew timelinefor Strategy.Currently reaching out to community to form advisorycommitteeforplanning commission meeting3/22. HHSC willbe working on publicengagementevent, specificallyRent Burden.Linda gives the timelineof the Housing Production and Advisorygroup. Housing Production Strategy Subcommittee Member Selection Linda Reid, Housing Program Specialist, gives details onhowthe HPSS (HousingProductionStrategy Subcommittee)will beformed. Rich Rohdeand Echo fields volunteerfrom the HHSC to join.Commission agrees. Rich asks to have HPS agenda item each month. Liaison Reports Council(Gina Duquenne):update on Emergency shelter policy. Update on Pallet Shelter. SOU Liaison (Reese Rosenburg):OsebergChapter https://ospirgstudents.org/chapters/sou/. Food desertliterature review. Emergency shelter. Final will be on HHSCwith survey for senior project. Staff (Linda Reid):Reads the MunicipalCode 10.025 of attendance on Commissions.Emergency weather shelter this week, RR pallet shelter planning action due to expire in June, should be extended. General Information Co-Chair (Linda Reppond)informed Commissionthat Leda Shapiro will be resigning due to health issues. Commission will have Election of Officers soon. Jackie Bachman advises commission that she will be resigning at the end of her term in April. NextHousing Commission RegularMeetingMarch 24, 2022 Adjournment:adjourned the meeting at5:42p.m. Respectfullysubmitted by Liz Hamilton Memo DATE:March 24,2022 TO:Housingand Human ServicesCommission FROM:Linda Reid, Housing Program Specialist RE:CDBG Grant Applications and Presentations The City received twoapplications for the regular CDBG program fundingand two applications for the remaining CDBG CARES Act fundingoffered through an RFPprocess in January 2022.All applications are linked below. The applicants have the opportunity to present their proposals to the Commission and answer any questions that they may have. Regular CDBG Program Applications: OHRA Project Turnkey Rehabilitation 2Proposal Maslow Project School Based Services Proposal CDBG CARES Act Applications OHRA Project Turnkey Operations Rogue Retreat Ashland Community Shelter Operations 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 Staff Evaluation To: Ashland Housing and Human Services Commission Title: Community Development Block Grant (CDBG) 202 RFP Date: March 24, 2022 Submitted by: Linda Reid, Housing Program Specialist The City of Ashland estimates receiving $191,582 in Community Development Block Grants (CDBG) for the 2022 Program Year. The City of Ashland may not receive final notification of the annual CDBG award amount from the Department of Housing and Urban Development until after awards have been made. Of that amount the City will reserve 20% or approximately $38,316 for administrative costs. The estimate is included to provide guidance to applicants regarding the expected amount of available funds. The City will reserve the right to award more or less than this estimate dependent on the final entitlement amount authorized by Congress and the Department of Housing and Urban. annual allocation. For the 2022 program year the City can award up to $28,737 to public service activities. The City also has a balance of $81,347 in CDBG-CARES act funding to address issues related to the Coronavirus pandemic. The City of Ashland has received one application for capital funding (the entire amount of funding is eligible for capital projects). The city received one application for public service funding. The city also received two applications for the available CDBG CARES act funding. The City of Ashland Housing and Human Services Commission will hold a virtual public hearing on March 24, 2022 to review the grant requests and make a recommendation to forward to the City Council for consideration. The Council will make the final award selections at a public hearing scheduled for April 19, 2022. eligibility assessment of each of the proposals received, and recommendations regarding the allocation of the 2022 CDBG funds are provided on the following pages. Proposals Received Organization Proposed CDBG Goal Consolidated Plan Goal Project Funds Requested Public service activities other Maslow Project Encourage $25,000 Provide access to basic than Low/Moderate Income stability, self-needs, information and Housing Benefit: sufficiency and referral. Provide case 100 Persons Assisted school management to improve achievement for stability to Public service activities for homeless youth. approximately 50 Low/Moderate Income identified homeless *Public Service Housing Benefit: youth ages 0-24. 50 Households Assisted Homeless Person Overnight Options For Modification of $162,419 With CDBG funds Shelter: Helping Residents existing hotel to provide modifications to 50 Persons Assisted of Ashland serve as an a facility to be used as emergency an emergency shelter for Overnight/Emergency shelter and up to 157 homeless and Shelter/Transitional Housing resource center. displaced individuals Beds added: *Capital and a resource center 50 Beds serving up to 1,237 Improvement individuals a year. CDBG CARES Act Proposals Received Organization Proposed CDBG-Goal Consolidated Plan Goal Project CV Funds Requested Public service activities for Rogue Retreat Operating Costs $81,347 Provide emergency Low/Moderate Income for non-shelter and case Housing Benefit: congregate and management to 100 Households Assisted congregate Covid approximately 100 safe sheltering homeless individuals facility in Ashland homeless households. Public service activities other Options For Operating costs $81,347 Provide emergency than Low/Moderate Income Helping Residents for non-shelter, and access to Housing Benefit: of Ashland congregate Covid basic hygiene services to 480 Persons Assisted safe sheltering shelter approximately facility and the 200 people per year and Public service activities for Laundry/shower approximately 480 Low/Moderate Income trailer. showers per year. Housing Benefit: 200 Households Assisted Funding Requested/Available A total of $153,266 in regular CDBG funding is available to distribute to eligible recipients for projects meeting the CDBG national objectives, and which are consistent with the City of Ashland 5-year Consolidated Plan. A total of $81,347 in CDBG-CARES act funding is available to distribute to eligible recipients for projects meeting the CARES act requirements to prevent, prepare and respond to issues related to the Coronavirus pandemic. These CDBG funds from the regular cycle will be available upon approval of the 2022 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be held before the Housing and Human Services Commission to ensure consistency with the awards designated by the City Council. The U.S. Department of Housing and Urban Development (HUD) must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with the local Consolidated Plan. The City will reserve the right to award more or less than this estimate dependent on the final entitlement amount authorized by Congress and the Department of Housing and Urban Development. The CDBG CARES act funding will be available upon award from the City Council and after a five-day public comment period closes. Assessment Criteria Staff has assessed the proposals to determine whether they meet the Federal CDBG regulations and address the priorities identified within the City of Ashland 5-year Consolidated Plan. Three areas are evaluated for each proposal regarding compliance with federal regulations. Projects must meet the National Objective of the Community Development Block Grant Program. Grant Program. If a project meets all federal requirements and is selected for award, then federal regulations must be met throughout the course of the project. Some examples of federal regulations which pertain to Community Development Block Grant funded projects are; all projects funded in whole or in part, with CDBG dollars require an environmental review in accordance with the National Environmental Policy Act (NEPA). Certain construction projects must use federal Davis-Bacon wage rates. Housing involving structures built prior to 1978 must be tested for the presence of Lead Based Paint and if found steps to mitigate Lead Based Paint must be taken. Any project involving the displacement of residents or businesses as a result of the federally funded project are entitled to assistance under the Uniform Relocation Act. Most importantly the beneficiaries from the application of CDBG funds must qualify as eligible populations under the Federal requirements for the CDBG program. Areas of concern are described for each proposal received. The Housing and Human Services Commission and the City Council can only award CDBG funds to projects that can meet all federal requirements and meets an objective 5-year Consolidated Plan. Priorities within the City of Ashland5-year Consolidated Plan are given a priority ranking of High, Medium, or Low. The rankings are intended to assist in directing CDBG funds to the greatest needs. In cases where there are competing projects for limited funds, the projects(s) that are ranked the highest will be funded. Public Service Proposal Evaluation Maslow Project-School Based Services for Ashland Homeless Youth Staff has reviewed the Maslow Project, School Based Services for Ashland Homeless Youth Proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2020-2024 Consolidated Plan. Maslow Project requested $25,000 in Public Service Grant funds to continue to support a case manager in the elementary, middle and high schools, providing outreach to high risk homeless youth and providing them with immediate needs, case management to keep youth engaged in school and promote stability and self-sufficiency for the homeless youth and their families, and to provide temporary housing to homeless youth and families engaged in services. This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective; homeless populations are a presumed benefit population under the CDBG program. Services to homeless and at-risk populations are an eligible use of CDBG funds. and housing to 90-100 identified homeless school children currently enrolled in the Ashland School District. Maslow Project has proven capacity to administer CDBG grant funds- eighth year of undertaking this activity in Ashland. City of Ashland5-year Consolidated Plan. City of Ashland Strategies as outlined in the 5-year Consolidated Plan. This activity assists in the prevention of homelessness for low-income households. Maslow has successfully administered this program within the Ashland School District for the past five years. Furthermore, this project meets and and leveraging funding from other sources. Capital Improvement Proposals Options for Helping Residents of Ashland-Project Turnkey Remodel Part 2 proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 5-year Consolidated plan. OHRA has requested $162,419 to assist in the conversion of an existing hotel to be used as an emergency shelter and the new home of the resource center to serve homeless and at-risk populations in obtaining and maintaining housing, and also will provide case management and resources to remove barriers to employment and housing. This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. Modifications to a facility to convert it into a homeless shelter and resource center is an eligible capital improvement activity. OHRA expects to assist at least 98 individuals a year through the provision of emergency shelter. OHRA expects to assist approximately 759 individuals a year through the resource center in this new location. City of Ashland 5-year Consolidated Plan. City of Ashland Strategies as outlined in the 5-year Consolidated Plan. This activity assists in the prevention of homelessness for low-income and special needs households. Further this project meets and exceeds the 10% leverage STAFF RECOMMENDATIONS Staff recommends award of the 2022 Regular CDBG funding as follows: $128,266to Options for Helping Residents of Ashland $25,000 to Maslow Project School Based Services Staff recommends award of the remaining balance of CDBG CARES act funding as follows: $40,673 to Options for Helping Residents of Ashland $40,674 to Rogue Retreat Ashland Community Shelter five-year Consolidated Plan Goals, agency experience and capacity, and readiness to proceed. Public Service Projects: The City received one public service project proposal. Maslow Project has a successful track records of providing resource referrals and, case management to homeless youth and families and those at risk of homelessness. The Maslow project would continue to benefit homeless populations as well but with an emphasis on homeless children enrolled in Ashland schools. It is clear that Maslow has the experience and capacity to administer CDBG grant funds and has exceeded the matching requirements of the grant. Capital Projects: The City received one capital project proposal, project. The project qualifies as eligible uses of CDBG funds, the project is ready to proceed and would be able to expend the funds in a timely manner. Both the timeline for completion and the budget for the activity is well thought out and achievable. Matching funds have been identified and secured, and the project serves an eligible population. CDBG CARES Act Funding: The City received two applications for the balance of the CDBG CARES act funding the City received in 2019 and 2020 to address issues related to the Coronavirus pandemic. The two applications the City received are for substantially similar activities, which serve the same population. Similarly, the applicants coordinate on case management of the client population as well as with resource referrals in the community. Consequently, City staff is recommending that the applicants split the funding as both program are offering equally needed and valuable services in the community. Memo DATE: March 24, 2022 TO: Housing and Human Services Commission FROM: Linda Reid, Housing Program Specialist RE: AHTF Grant Applications and Presentations The City received three applications Affordable Housing Trust funding and offered through an RFP process in February 2022. All applications are linked below. The applicants have the opportunity to present their proposals to the Commission and answer any questions that they may have. Habitat for Humanity Solar and Metal Roof Installation OHRA Project Turnkey Operations Rogue Retreat Ashland Community Shelter Operations 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 Staff Evaluation AHTF To: Ashland Housing and Human Services Commission Title: Affordable Housing Trust Fund (AHTF) 2022RFP Date: March 24, 2022 Submitted by: Linda Reid, Housing Program Specialist The City of Ashland has received three applications for $170,000 in competitively available Affordable Housing Trust Funds (AHTF). The City of Ashland Housing and Human Services Commission will hold a public hearing on March 24, 2022 to review the grant requests and make a recommendation to forward to the City Council for consideration. The Council will make the final award selections at a public hearing scheduled for April 19, 2022. assessment of each of the proposals received, and recommendations regarding the allocation of the 2022 AHTF funds are provided on the following pages. Proposals Received Organization Proposed AHTF Resolution 2008-Consolidated Council Goals Project Funds 34 Preferences Plan Goal and Requested Rank* Habitat for Installation of $60,000 4.1a-New High-Provision 5. Seek opportunities to Humanity solar panels and affordable of Affordable enable all citizens to Rogue Valley metal roofs on 8 housing units Housing meet basic needs units of 4.1f-Green 5.2 Support and Affordable Building promote, through policy, Housing targeted programs that make the to ownership city affordable to live in. households 5.3 Leverage earning 80% partnerships with non- AMI or below. profit and private entities to build social equity programming. Options for Funding for the $179,000 4.1i-Sponsored by High-Addressing 5. Seek opportunities to Homeless general a non-profit issues of enable all citizens to Residents of operations of homelessness meet basic needs Ashland the OHRA 5.4 Encourage the Center ongoing effectiveness of Homeless the resource center. Shelter and the Housing Match Program Rogue Retreat, Funding to $170,000 4.1i-Sponsored by High-Addressing 5. Seek opportunities to Ashland continue a non-profit issues of enable all citizens to Community operating the homelessness meet basic needs Shelter winter shelter program and provide case management to remove barriers and assist in obtaining permanent housing Funding Requested/Available A total of approximately $170,000 in AHTF is expected to be available to distribute to applicants for projects meeting the priorities of the AHTF policies as defined by resolution 2008-34, and which are consistent with the City of Ashland 5-Year Consolidated Plan priorities. Assessment Criteria Staff has assessed the proposals to determine whether they meet the guidelines established by resolution 2008-34. Three areas are evaluated for each proposal. Applicants must meet the criteria outlined in Section 2; Eligible Applicants. Proposed activities must be eligible as detailed in Section 3; Eligible Uses and Activities. Is the activity a preferred activity as defined in Section 4; Preferences. Preferences within resolution 2008-34 are not given a priority. There are ten preferences identified in Section 4. Projects that meet an identified preference are noted in the preference column. Resolution 2008-34 also states that proposed activities should meet a priority identified within the City of Ashland5-Year Consolidated Plan. Consolidated Plan priorities are given a priority ranking of High, Medium, or Low. Those priorities are shown in the table above. Proposal Evaluation HfHRV: Staff has reviewed the Habitat Housing proposal to determine whether it meets the eligibility criteria for uses and for applicants and if the proposal addresses the preferences within section 4 of resolution 2008-34. The project is providing new housing units. The developer submitting the proposal has the capacity to carry out the project and has had demonstrated success completing projects of similar scope. The project is ready for implementation, has secured planning approval. The budget and timeline are thorough and realistic. The project addresses unmet housing needs as identified in the Housing Capacity Analysis. The project retains a unit as affordable to a population with a documented need. OHRA: Staff has reviewed the OHRA Proposal to determine whether it meets the eligibility criteria for uses and for applicants and if the proposal addresses the preferences within section 4 of resolution 2008-34. The agency submitting the proposal has the capacity to carry out the project and has had demonstrated success completing projects of similar scope. The project maximizes partnerships in the community Projects that use private funding sources and state funding sources to leverage the least amount of Ashland Affordable Housing Trust Funds. Rogue Retreat: Staff has reviewed the Rogue Retreat proposal to determine whether it meets the eligibility criteria for uses and for applicants and if the proposal addresses the preferences within section 4 of resolution 2008-34. The agency submitting the proposal has the capacity to carry out the project and has had demonstrated success completing projects of similar scope The project maximizes partnerships in the community Projects that use private funding sources and state funding sources to leverage the least amount of Ashland Affordable Housing Trust Funds. STAFF RECOMMENDATIONS bility, program -year Consolidated Plan Goals, agency experience and capacity, and readiness to proceed with the activity. Staff recommends award of the 2022 AHTF funds as follows: $60,000 to Habitat Housing Proposal $55,000 to OHRA $55,000 to Rogue Retreat