HomeMy WebLinkAbout2019-02-28 Housing & Human Services PACKET
Ashland Housing and Human
Services Commission
Regular Meeting Agenda
February 28, 2019: 4:30 6:30pm
Siskiyou Room of the Community Development Building
51 Winburn Way
1. (4:30) Approval of Minutes (5 min)
January 24, 2019
2. (4:35) Public Forum (5 min)
3. (4:40) Development Proposal with an Affordable Housing Component (20 min)
4. (5:00) CDBG Grant Review Process Discussion (20 min)
5. (5:20) Housing Strategies Workgroup Update (15 min)
6. (5:35) SS Strategic Plan Workgroup Update and Grant Review Schedule
Discussion (15 min)
7. (5:50) Amendment to CDBG Action Plan (10 min)
Linda Reid, Housing Program Specialist
8. (6:00) Liaison Reports (20 min)
Liaison Reports
Council (Dennis Slattery)
SOU Liaison (Unfilled)
Staff (Linda Reid)
General Announcements/Local Housing
Updates
9. (6:20) March 28, 2019 Meeting Agenda Items
Quorum Check Commissioners not available to attend upcoming regular meetings
should declare their expected absence.
10. (6.25) Upcoming Events and Meetings
Next Housing Commission Regular Meeting
4:30-6:30 PM; March 28, 2019
11. (6:30) 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 meeting (28 CFR 35.102-35.104 ADA Title 1).
Memo
DATE: 2/25/2019
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Affordable Housing Requirements for Annexation
Below is the Ashland Land Use Ordinance (ALUO) sections which will pertain to this particular
development proposal. The relevant information is taken from Chapter of 18 section 5.8.050 of the
Ashland Land Use Ordinance. Sections not relevant to the affordable housing component have been
removed.
18.5.8.050 Approval Criteria and Standards
An annexation may be approved if the proposed request for annexation conforms, or can be made to
conform through the imposition of conditions, with all of the following approval criteria. (Sections A-F
have been omitted as they do not pertain to the affordable housing requirement)
G. Except as provided in 18.5.8.050.G.7, below, annexations with a density or potential density of four
residential units or greater and involving residential zoned lands, or commercial, employment or
industrial lands with a Residential Overlay (R-Overlay) shall meet the following requirements.
1. The total number of affordable units provided to qualifying buyers, or to qualifying renters, shall be
equal to or exceed 25 percent of the base density as calculated using the unit equivalency values set forth
herein.
a. Ownership units restricted to households earning at or below 120 percent the area median income
shall have an equivalency value of 0.75 unit.
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
b. Ownership units restricted to households earning at or below 100 percent the area median income
shall have an equivalency value of 1.0 unit.
c. Ownership units restricted to households earning at or below 80 percent the area median income shall
have an equivalency value of 1.25 unit.
d. Ownership or rental units restricted to households earning at or below 60 percent the area median
income shall have an equivalency value of 1.5 unit.
2. As alternative to providing affordable units per section 18.5.8.050.G.1, above, the applicant may
provide title to a sufficient amount of buildable land for development complying with
subsection 18.5.8.050.G.1.b, above, through transfer to a non-profit (IRC 501(3)(c) affordable housing
developer or public corporation created under ORS 456.055to 456.235.
a. The land to be transferred shall be located within the project meeting the standards set forth
in18.5.8.050.G, subsections 4 - 6.
b. All needed public facilities shall be extended to the area or areas proposed for transfer.
c. Prior to commencement of the project, title to the land shall be transferred to the City, an affordable
housing developer which must either be a unit of government, a nonprofit 501(C)(3) organization, or
public corporation created under ORS 456.055 to 456.235.
d.
program requirements.
3. The affordable units shall be comparable in bedroom mix and housing type with the market rate units
in the development.
a. The number of bedrooms per dwelling unit in the affordable units within the residential development
shall be in equal proportion to the number of bedrooms per dwelling unit in the market-rate units within
the residential development. This provision is not intended to require the same floor area in affordable
units as compared to market-rate units. The minimum square footage of each affordable unit shall
comply with the minimum required floor based as set forth in Table 18.5.8.050.G.3.
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
Unit Type Minimum Required Unit Floor Area (Square Feet)
Table 18.5.8.050.G.3.
Studio 350
1 Bedroom 500
2 Bedroom 800
3 Bedroom 1,000
4Bedroom 1,250
b. The required on-site affordable units shall be comprised of the different unit types in the same
proportion as the market dwelling units within the development.
4. A development schedule shall be provided that demonstrates that that the affordable housing units
per subsection 18.5.8.050.G shall be developed, and made available for occupancy, as follows.
a. That 50 percent of the affordable units shall have been issued building permits prior to issuance of a
certificate of occupancy for the last of the first 50 percent of the market rate units.
b. Prior to issuance of a building permit for the final ten percent of the market rate units, the final 50
percent of the affordable units shall have been issued certificates of occupancy.
5. That affordable housing units shall be distributed throughout the project
6. That affordable housing units shall be constructed using comparable building materials and include
equivalent amenities as the market rate units.
a. The exterior appearance of the affordable units in any residential development shall be visually
compatible with the market-rate units in the development. External building materials and finishes shall
be substantially the same in type and quality for affordable units as for market-rate units
b. Affordable units may differ from market-rate units with regard to interior finishes and materials
provided that the affordable housing units are provided with comparable features to the market rate
units, and shall have generally comparable improvements related to energy efficiency, including
plumbing, insulation, windows, appliances, and heating and cooling systems.
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. Exceptions to the requirements of 18.5.8.050, subsections G.2 G.5, above, may be approved by the
City Council upon consideration of one or more of the following.
a. That an alternative land dedication as proposed would accomplish additional benefits for the City,
consistent with the purposes of this chapter, than would development meeting the on-site dedication
requirement of subsection 18.5.8.050.G.2.
b. That an alternative mix of housing types not meeting the requirements of
subsection 18.5.8.050.G.3.b would accomplish additional benefits to the City consistent with this
chapter, than would the development providing a proportional mix of unit types.
c. That the alternative phasing proposal not meeting subsection 18.5.8.050.G.4 provided by the
applicant provides adequate assurance that the affordable housing units will be provided in a timely
fashion.
d. That the distribution of affordable units within the development not meeting
subsection 18.5.8.050.G.5 is necessary for development of an affordable housing project that provides
onsite staff with supportive services.
e. That the distribution of affordable units within the development as proposed would accomplish
additional benefits for the city, consistent with the purposes of this chapter, than would development
meeting the distribution requirement of subsection 18.5.8.050.G.5.
f. That the materials and amenities applied to the affordable units within the development, that are not
equivalent to the market rate units per subsection 18.5.8.050.G.6, are necessary due to local, State, or
Federal Affordable Housing standards or financing limitations.
8. The total number of affordable units described in this section 18.5.8.050.G shall be determined by
rounding down fractional answers to the nearest whole unit. A deed restriction or similar legal
instrument shall be used to guarantee compliance with affordable criteria for a period of not less than 60
years. Properties providing affordable units as part of the annexation process shall qualify for a
maximum density bonus of 25 percent.
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: 2/25/2019
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Grand Terrace Preliminary Site Plan
Below is the conceptual site plan and affordable housing density calculations for the Grand Terrace
development proposed.
Attached is the pre-app that has been proposed previously. There are changes to the Site Plan since it
was last proposed, and the number of units was modified. Attached is the revised conceptual site plan.
The following is the density calculations:
Lot area excluding areas of steep slope, wetlands, riparian drainages:
13.75 X 13.5 = 185.62 Base Density
Annexations require a minimum density of 90 percent:
185.62 X .90 = 167 Minimum Density
When units are proposed that are less than 500 SF = .75 of a unit:
185.62 / .75 = 247 units
The base density of the property is 247 units when the unit is less than 500 square feet (exterior
dimensions not the heated habitable floor area).
167 / .75 = 222 units
The minimum density of the property is 222 units when the unit is less than 500 square feet.
The proposal of 224 units is more than the minimum density requirement.
The number of affordable housing units is 25% of the base density (46 units)
Annexation Criteria (AMC 18.5.8.050.G.1.d) requires that when rental units proposed, they are
restricted to 60 % AMI. If the units are distributed throughout the project and have the same amenities,
there is an equivalent value to 1.5 of a unit. The 46 units is reduced to 30 units. (46.4 / 1.5 = 30.9).
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
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Memo
DATE: 2/25/2019
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: 2019 CDBG Grant Review Discussion
In preparation for 2019 CDBG Grant review process the Commission asked that time to discuss and
generate clarifying questions, and to review the scoring matrix and discuss changes be scheduled.
Attached you will find the CDBG scoring matrix.
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
HGDA
CB
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I
The budget and time The agency submitting the proposal has the capacity to carry out the projectduplicate service provided by another organizationThe project funds the higher the ranking
the project shall be givenThe project has at least 10% of the total project in matching funds. The larger the amount of matching The project shall be given.larger percentage of jobs
held by low and moderateare held by low and moderate51% of the jobs shall be held by low and moderate income people. The longer period of tIf the project is related to economic development
for jobs for low and moderateperiod of time the units remain If the project is related to affordable housing, the project retains the units as affordable. The longer the The project
is a proven effective strategy to improve conditions or solve an identified problem.to this requirement are projects targeted at helping people with special needs.those benefits are
part of a program that will eventually help them obtain self sufficiency. Exceptions or services that meet basic needs sconditions. The proposed project must have or be part of a comprehensive
approach that takes clients The project assists low and moderateCDBG Consolidated PlanThe Project provides benefit to a demographic group that has a need documented in the City of Ashland
maximizes partnerships in the community
utilizes already existing resources in effective and innovative ways. The project shall not
line are well thought out and realistic
Ratings: High=3, Medium=2, Low=1
-
income persons, the higher the ranking the project shall be given. The
affordable, the higher ranking the project shall be given
hall only be funded if it can be demonstrated that clients receiving
-
income households in substantially improving
-
income persons the higher the ranking the project
(10%=1, 20
-
50%=2, 50%+=3)
-
income people, at least
ime the jobs
their living
M
K
L
activity.The organization The project is ready for implementation within a year of a CDBG award notificationThe proposal demonstrates CDBG funds are the most appropriate funding source
for the project
proposing the project has the experience and capacity to undertake the proposed
Memo
DATE: 2/25/2019
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Housing Strategies Workgroup Report
The Housing and Human Services Commission created a workgroup to simplify and prioritize the
Housing Strategies contained in the Ashland Housing Strategies document for recommendation to the
Council.
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: 2/25/2019
TO: Housing and Human Services Commission
FROM: Tom Gunderson
RE: SS Grant Work Group Report
ASHLAND SOCIAL SERICE GRANTS 2011-2018
Over the past four (two year cycles) Ashland has provided funding for 28 social service projects
submitted by 24 organizations for a total of $1,033,944.04 in funding. Four organizations were funded
for all four grant cycles; nine organizations for three cycles; six for two cycles and five for one cycle.
Two organizations have been funded for multiple projects. Community Works has been funded for three
projects over four grant cycles and one project for three cycles. Rogue Valley Manor Community
Services has been funded for two projects for three grant cycles.
Organizations that have received the most funding include: Community Works for a total of $223,265
for four grants over four funding cycles; Ashland Community Health Center for a total of $152,318 over
three funding cycles; St. Vincent de Paul for a total of $142,163 over four funding cycles; Options For
Helping Residents Of Ashland (OHRA) for a total of $124,740 over two funding cycles.
Services provided have been in the following categories:
Homeless/Housing & Food Assistance: Nine organizations: Access, Ashland Supportive Housing,
Ashland First Presbyterian Church, Community Works, Southern Oregon Jobs for Justice, Maslow,
OHRA, RVCOG, Saint Vincent de Paul.
Mentoring/ Advocacy: Four organizations: Court-Appointed Special Advocates (CASA), The Center
for Nonprofit Legal Services, Help Now and Rose Circle.
Health: Three organizations: Ashland Community Health center, Child Dental Clinic, Planned
Parenthood.
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
Sex Abuse: Community Works, Jackson County
SART.
Counseling/Support: Three organizations: Family Solutions, Hope Equestrian, and Winter Spring.
Resource/Referral: One organizations: Community Works (Help Line).
Senior Services: One organization: Rogue Valley Manor Community Services.
Alcohol & Drug: One organization: OnTrack.
Residential: One Organization, Community Works (Dunn House).
Mediation: One organization: Mediation Works.
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
Total Funds WinterSpringSt Vincent de PaulRV Council of GovRVM Com SvsRVM Com SvsRose CirclePlanned ParentOHRAOn TrackMediation WksMaslowJobs for JusticeJackson Co SARTHelp Now AdvHope
EquestrianFirst Presb ChurchFamily SolutionsAsh Com Health CtrCommunity WksCommunity WksCommunity WksCommunity WksChild Dent ClinicChild Adv CenterCtr for Legal SvCASAAsh Supp HousingAccess
ASHLAND SOCIAL SERVICE GRANT AWARDS
CounselingRent /util asstMeals on WheelsFoster GparentsRSVPMentoringAsh clientsOperations FundingAsh Sub abuseAsh clientsSupport Ash Clients Meals HomelessTrain Ash Volsup indiv in
crisistherapyShelter costsCounselingBuildingStreet OutreachSex assalut victimsHelplineDunn HouseAsh ClientsAsh ClientsAsh ClientsTrain Ash volHousing AsstFood Bank Asst
yr1 2011/12
120710
370001062516000
500015001500400035001000500028808250273040002605700021206000
yr2
123125
377401083816320
510015301530408035701020510029388415278540802657714021626120
yr1 2013/14
129088
160003070914760
1600120015004000350012006000400010002500600025848135400040006000350018004600
500
yr2
129088
160003070914760
1600120015004000350012006000400010002500600025848135400040006000350018004600
500
yr1 2015/16
130660
200003700011760
37003000150060008000800060001800470028503750500030004600
yr2
133273
204003774011995
37743060153061208160816061201836479429073825510030604692
yr1 2017/18
134000.02
29831.5814227.3711473.6810555.79
2294.741147.373442.115736.846654.741147.373442.116884.217343.164818.95
25000
yr2
134000.02
29831.5814227.3711473.6810555.79
2294.741147.373442.115736.846654.741147.373442.116884.217343.164818.95
25000
$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
$ $ $
Total Funds
1,033,944.04
142,163.16124,740.00152,318.00100,281.32
35,928.7410,019.4813,944.2219,110.0026,190.0039,107.3611,473.6835,409.4810,818.0040,785.0021,203.2260,995.4221,837.0020,837.0057,351.5826,979.9030,612.00
3,200.008,324.744,420.008,000.002,000.002,294.743,600.00
Memo
DATE: 2/25/2019
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: Amendment to the CDBG Action Plan
The City receives approximately $175,425 in CDBG funds annually. Due to the HUD annual test for timely
expenditure of CDBG funds the City cannot have more than $263,137 in our CDBG line of credit on the date of the
next annual test, May 2, 2019. On that date the City anticipates we will have approximately $80,000 in CDBG
funds that have yet to be expended by subrecipients that have been awarded funds in prior years as well as some
unallocated funds. This amount would constitute 1.99 times the annual award allocation. As such, in additional to
subrecipients expending their awards (see table below), the City will need to ensure an additional 20,000 in CDBG
funds is expended by May 2, 2019.
The Department of Housing and Urban Development CDBG program has a stipulation that grant administrators
plan for the timely expenditure of funds. This is called timeliness, timeliness refers to how quickly the grantee is
able to commit and expend CDBG funding. The program rule for timeliness is that the grantee cannot have more
than 1.5 times their annual allocation sitting in their line of credit at the U.S. treasury. The analysis for timeliness is
th
calculated 60 days prior to the end of the grantees program year (June 30 is the end of the program year for the
City of Ashland.) If a grantee has more than 1.5 times their allocation in their line of credit they will be required to
grantee that shows chronic timeliness issues is at risk of having HUD withhold future grants until the grantee can
quickly than most grantees. Given the current formula allocation the City can have up to $238,089 in funding in the
line ofcredit without triggering the timeliness rule. Previously allocated but yet unexpended grant funds count
toward this total, as well as the amount of unallocated carry over funds.
Last year, in May of 2018, the City was $15,359 over the 1.5 threshold for CDBG funding and therefore did not
meet the HUD timeliness test. Consequently, the City was required to submit a workout plan to tell HUD how the
City would expend the backlog of funds. Later that month the City did allocated $ $307,051 in CDBG funding to
eligible projects. While the City did provide HUD with a reasonable plan for expending $200,000 of CDBG funds
quickly on, two separate site acquisitions for affordable housing, and one fall prevention program totaling, the two
property acquisitions, totaling $150,000, will not expend the funds prior to the timeliness test. Specifically, the City
committed $100,000 in CDBG funding to Columbia Care to help that organization acquire a section of land on
which to build a multifamily affordable housing complex. Columbia Care staff and City staff worked together to
complete the HUD environmental assessment requirements. Through that process it became evident that the storm
water plan required to meet National Environmental Protection Act (NEPA) regulations would cost Columbia Care
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
more money to install and maintain than the amount of federal funding the City was providing. As Columbia Care
was not required to meet the NEPA storm water standards if they did not utilize CDBG funding Columbia Care
opted to decline the CDBG award so that that organization could move forward with their acquisition of the property
in a timely manner. This $100,000 will be rewarded in the coming CDBG application process. Additionally, Habitat
for Humanity was awarded $50,000 in CDBG funds to acquire property, but to date they have not yet executed a
land purchase agreement for the site identified in their application. Due to these subrecipient projects being canceled
or delayed the City was not able to expend adequate CDBG funds to meet the upcoming HUD timeliness test.
Consequently, the City needs to commit $20,000 in unallocated funds to a new project which can expeditiously
utilize the funds in order to nt of
carryover allowable. If the City does not expend the funds necessary to drop below the 1.5 times the annual
carryover threshold, the surplus amount is subject to recapture by HUD.
an utilize $20,000 in CDBG funds to purchase audible signals to be placed in
identified areas throughout the City. This activity would be an eligible use of funding and provide a community
wide benefit for peoples with disabilities. The $20,000 award to the Public Works Department could be expended
immediately. This expenditure, along with the other funding already committed to projects expected to be
completed by May 2, 2019 would allow the City to meet the timeliness test prior to the close of the grant year and
avoid any recapture of funds.
If all of the grantees that have been awarded CDBG funds were to complete their projects by May 2, 2019, then the
City could draw down the funding and meet the timeliness test. However, contracts for 2018 funding were
executed at a much later date than in previous years due to a variety of circumstances including a HUD accounting
issue which kept HUD from releasing funds to grantees, and the government shut down which delayed the
availability and distribution of 2018 grant funds. Grantees have until December of 2019 to expend the funds
nd
entirely. Current grantees are expected to expend approximately $71,000 in grant funds prior to May 2.
Allocating an additional $20,000 in grant funds to an eligible activity that can expend the funds quickly will help
the City avoid losing funding.
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