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HomeMy WebLinkAbout2019-03-28 Housing & Human Services PACKET Ashland Housing and Human Services Commission Regular Meeting Agenda March 28, 2019: 4:30 6:30pm Siskiyou Room of the Community Development Building 51 Winburn Way 1. (4:30) Approval of Minutes (5 min) February 28, 2019 and March 14, 2019 2. (4:35) Public Forum (5 min) 3. (4:40) CDBG Applicant Presentations (45 min) Maslow Project - Ashland School Based Outreach St. Vincent De Paul - Home Visitation Program Rogue Retreat Downtown Clean Sweep Food Angels Facility Repairs 4. (5:25) Staff Evaluation of CDBG Grant Applications (10 min) Housing Program Specialist, Linda Reid 5. (5:35) Housing and Human Services Commission CDBG Award Discussion and Recommendation (35 min) 6. (6:10) Liaison Reports discussion (10 min) Liaison Reports Council (Dennis Slattery) SOU Liaison (vacant) Staff (Linda Reid) General Announcements 7. (6:20) April 25, 2019 Meeting Agenda Items Quorum Check Commissioners not available to attend upcoming regular meetings should declare their expected absence. 8. (6:25) Upcoming Events and Meetings Joint Housing and Planning Commission special meeting 7:00-9:00 PM; April 23, 2019 - Council Chambers 1175 E. Main Street, Ashland, OR Next Housing Commission Regular Meeting 4:30-6:30 PM; April 25, 2019 in the Siskiyou Room of the Community Development Building 9. (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). Ashland Housing and Human Services Commission Minutes February 28, 2019 CALL TO ORDER Commission Chair Rohdecalled the meeting to order at 4:30pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way,Ashland, Oregon, 97520. Commissioners Present:Council Liaison Tom GundersonDennis Slattery Rich Rohde SOU Liaison Heide Parker Erin CrowleyNone appointed at this time Linda Reppond Sue CraderStaff Present: Jackie BachmanLinda Reid, HousingProgram Specialist Liz Hamilton, Permit Technician Commissioners Not In Attendance: Gina DuQuenne Erica Franks APPROVAL OF MINUTES CommissionersHeide Parker/Erin Crowleym/s to approve the minutes of January 24, 2019. Voice Vote: All Ayes. Motion passed 7-0. PUBLIC FORUM Stephanie Reed,an owner at Terrell TerraceCondominiums on Chestnut, spoke on amatter involving a letter sent to the Ashland City council regarding the removal of Deed restriction in their complex.Linda Reid gave background information on how the complex became Deed restricted to the commission.Discussion between Rich Rohde and Linda Reid regarding how many units in this complex are low income housing and where the city was in the process of this matter.Due to time restraint Rohde asked if there was a way to hear this specific case again in the future with more clarity. Rohde thanked Stephanie Reed and stated the commission will be hearing more on this subject at a later date. PROPOSAL FOR GRAND TERRACCE Linda Reid introduces Amy Gunter and Robert Kendrick to talk about theproposed Grand Terrace complex a 224-unit development,with someunits being low income. Amy Gunter, Rogue Planning and Development services 33 Central Ave Suite 213 Medford 97501,presentedsite plan. Robert Kendrick, 153 Will Dodge Way, Owner and Developer of Grand Terrace project on Hwy 99. Kendrick submittedaninformation sheet on himself and his back ground with past and current project information(see attachment A, 7 pages).Kendrick gave information on how the units are proposed to be built and asked for Housing Commission support on his application to City Council for deferred SDC fees. Linda Reid and Brandon Goldman both gave clarification to the Commission on what can qualify for deferred or waived fees by Building dept. and the process therein.Dennis Slattery stated it is a process that would go thru Public Work and/or Planning before City council. Brandon Goldman confirmed how the process would go and also gave info that City Council meeting on 3/5 will be talking about such subject. Linda Reppond asked about annexation for project. Amy Gunter gave information on some infostructure for proposed project. More discussion between Rohde and Kendrick regarding how proposed units can be combined for larger units. Discussion between Gunter, Kendrick and Jackie Bachmanregarding time line and procedures. Discussion between Tom Gunderson, Sue Crowder and Kendrick regarding SDC fees, deferment payback and getting project off the ground.Discussion between Heide Parker, Erin Crowley, Kendrick about if this project will truly provide affordable housing rents. Rohde wants a commission vote to support city council proposal to provide SDC deferrals. Commissioners Jackie Bachman / TomGunderson m/s to support what the City Council has proposed for SDC waivers and deferrals. Voice Vote: All Ayes. Motion passed 7-0. Rohde advised Kendrick that commission cannot give definitive support for this project until more specific information ispresented in regards to rent amount. DEVELOPMENT PROPOSAL WITH AN AFFORDABLE HOUSING COMPONENT See above CDBG GRANT REVIEW PROCESS DISCUSSION Discussion amongst commissioners in regards to conflict of interestsurrounding organizations submitting Grant Applications, several commissioners have conflicts.More discussion regarding excusing selves from voting on conflicted organizations. Slattery adds that is a sensitive subject but that not truly a conflict of interest and the Housing Commission isnot making the decisions, they are merely making recommendations, the city council will make the final decisions. Rohde wants all recommendations to feel valid without conflict and wants City Council Liaison to back Commission with recommendations. Slattery wants the Commission to disclose to Dave Loman with any conflict of interestto avoid an issue. Discussioninvolving Bachman, Parker, Rohde, Crader, Reppond, Rohde, Slattery and Reid regardinga past decision made by City Council and an issue with conflict of interest and making sure conflicts are declaredand recorded in the minutesof meetings.Reppond feels if the person with conflict abstains from voting in that organizations grant and it is noted, that is sufficient and make sure it is recorded in the minutes. Bachman feels it should be noted that everyone on the Housing and Human Service Commission is involved with organizations that offers social services, and that knowledge is needed on this Commission. To some degree there will always seem aconflict of interest, yet this Commission works together to layer organizations to fit together. Commissioners Linda Reppond/Erin Crowleym/spending review by City Attorney, we adopt a process where by anyone who has active board involvement with applicant, would refrain from voting on that application.Voice Vote: All Ayes. Motion passed 7-0. Discussion about how to evaluate applications at next meeting, what type of questions to ask, are they applying for multiple grants, what is the total fundingbeing requested, and what are they currently receiving in grants. Linda Reid to provide information once all applications are in, on the amount of each application request. Discussion about how to go about the next meeting and making sure the Commissionhas time to go thru all the th applications, after deliberation of dates, it was decided to have a special Work Study meeting on March 14from 4-6for discussion and understanding grant proposals for both SS and CDBG, no voting. HOUSING STRATEGIES WORKGROUP UPDATE Rohde read summary from Heidi Parker(see attachment B, single page).Gunderson advised he condensed the Summary of ECONorthwest Report (see attachment C, 3 pages)Reid advises strategies will start going on the agenda in May. SS STRATEGIC PLAN WORKGROUP UPDATE AND GRANT REVIEW SCHEDULE DISCUSSION Erin Crowley had not finished final editing of SS Strategic Plan as of this meeting, butwill emailfinal to Linda (not available at time of final minutes). Gunderson compressed awards for plan with narrative of what was awarded to use for future template of awarding monies. AMENDMENT TO CDBG ACTION PLAN Reid presented information on HUD Timely Ratio time line, due to fact that it would be 2 years in a row not meeting time line, monies wouldneed to be returned to HUDif not spent. Discussion about who was granted money last year and who still needs to draw down on that money. Also talked about Public Works project for audible cross walks. Commission going before City Council to present thisamendment to plan for permission. Discussion with Parker, Bachman and Reid about a list of quick projects to draw from in the future if this time line issue happens again.Discussion to put Priority List on agenda in May. VerbalCommission Expression ofinterest to use money to purchase audible crosswalks for Public Works, all ayes. LIAISON REPORTS AND GENERAL ANNOUNCEMENTS City Council Dennis Slattery, new council Liaison,happy to be with Commission,Focal point on councilisfor affordable housing. Progresshas been made, want to make more. Discussion regarding what Commission and Liaison need from each other. StaffDiscussion of Winter Shelterand County permit to issue permit for next season. Rohde presented handout of the Winter Shelter (attachment D, 7 pages). Discussion of Churches and Volunteers needed to help out in existing Temp Shelters. Rohde talked about Oregon Senate Bill 608 signed by Oregon Governor. Discussion with Reid,Rohde, and Bachman regarding Oregon Fair Housing Counciland having a panel like this to educate landlords and tenants in May, discussed name of panel and who might be on panel.Linda Reid advisedthat Sub-Committee meetings now need to be noticed as a quorum, they now need to be called work groups sinceno decisionsshall be made during those meetings.Linda Reid advised that CDBG item is going to regular councilmeeting on 3/5,Housing element is going to study session of City council on 3/18. Then scheduled for public hearingand Ordinance adoption,Newer version will be posted on line. Discussion of HB2001 and what is in it. UPCOMING EVENTS AND MEETINGS Work group meeting March 14, 2019. Housing and Human Services Commission Regular Meeting4:30-6:30 PM; March 28, 2019at51 Winburn Way. ADJOURNMENT The meeting was adjourned at 6:25p.m. Respectfully submitted by Liz Hamilton Ashland Housing and Human Services Commission Minutes March 14, 2019 CALL TO ORDER Meeting to order at 4:20 pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520. Commissioners Present: Council Liaison Tom Gunderson Dennis Slattery (Absent) Rich Rohde Heidi Parker SOU Liaison Erin Crowley None appointed at this time Jackie Bachman Linda Reppond Staff Present: Sue Crader Linda Reid, Housing Specialist CDBG AND SOCIAL SERVICE GRANT APPLICATION DISCUSSION AND GENERATE QUESTIONS FOR APPLICANTS The Commissioners discussed the CDBG applications, got clarifications about available funding amounts from Reid, and discussed potential questions to ask applicants. One question gen The Commissioners also discussed the Social Service Grant applications and some issues that they had with the application form. One issue was that the application did not clearly request that applicants provide an estimated outcome for the activity. This will make it difficult for Commissioners to compare applications. Reid distributed a handout that showed reported outcomes from prior grant years. Commissioners felt that the handout was not that helpful as the previous application also did not require grantees to identify anticipated outcomes, and therefore there were not anticipated outcome numbers to compare with the actual outcome numbers. This made it difficult for Commissioners to determine whether prior grantees activities had been effective in achieving their goals. The Commissioners did not get through all of the Social Service grant applications in the allotted meeting time. The Commissioners decided to schedule an additional meeting to finish going over the applications and agreeing on th questions to be asked of the applications. The meeting was scheduled for April 4 from 4-6 P.M. Reid will see if there is a room available in a City building to hold the meeting and will email the commissions to let them know where the meeting will be held. ADJOURNMENT The meeting was adjourned at 6:00 p.m. Respectfully submitted by Linda Reid Staff Evaluation To: Ashland Housing and Human Services Commission Title: Community Development Block Grant (CDBG) 2019 RFP Date: March 28, 2019 Submitted by: Linda Reid, Housing Program Specialist The City offered a total of $276,223 in Community Development Block Grant (CDBG) funds for award to eligible applicants. The total amount of CDBG funds available to award to capital improvement projects in Program year 2017 is $276,223. $26,313, is available for award to Public Service activities (which is 15% of the anticipated 2019 Program Year allocation). The City has received four applications totaling $72,920, one application for capital improvement totaling $18,000 and three applications for public service funding totaling $54,920 The anticipated CDBG allocation to the City of Ashland for the 2019 Program Year is $175,425 Of this amount 20% is reserved for program administration ($35,085), leaving $140,340 in funds available for award to eligible activities. The City also had $135,883 in funds from prior program years unspent funding that may also be awarded to eligible projects be-income population. Since issuance of the Request for Proposals, the City Council awarded $20,000 in unspent CDBG to the Public Works Department to install audible signals in the public right of way. This reduces the previously stated unallocated funding to $115,883. The City of Ashland Housing and Human Services Commission will hold a public hearing on March 28, 2019 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 16, 2019. eligibility assessment of each of the proposals received, and recommendations regarding the allocation of the 2019 CDBG funds are provided on the following pages. Proposals Received Organization Proposed Project CDBG Goal Consolidated Council Goal Funds Plan Goal and Requested Rank* St. Vincent De Assist low income $20,000 With CDBG funds Support services 3.3 Support non-profit Paul and at risk provide 38-45 low for and cultural entities in Households with income individuals Homelessness our community emergency funding with emergency rent outreach, 5.2 Support and to prevent and security deposit prevention and promote, through homelessness. assistance to avoid Transition-High policy, programs that *Public Service homelessness) make the City affordable to live in. 5.3 Leverage partnerships with non- profit and private entities to build social equity programming. Maslow Project Encourage $14,000 Provide access to Support services 3.3 Support non-profit stability, self-basic needs, for and cultural entities in sufficiency and information and Homelessness our community. school referral. Provide case outreach, 5.2 Support and achievement for management to prevention and promote, through homeless youth. improve stability to Transition-High policy, programs that approximately 85-90 make the City *Public Service identified homeless affordable to live in. youth ages 0-21. 5.3 Leverage partnerships with non- profit and private entities to build social equity programming. Rogue Retreat Clean Sweep $20,920 Employment training Support 3.3 Support non- employment and experience to services for profit and cultural program for homeless populations Homelessness entities in our homeless to lead to employment. outreach, community. populations Serving approximately prevention and 5.2 Support and *Public Service 30 homeless Transition-High promote, through individuals policy, programs that make the City affordable to live in. 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. Food Angels Renovations to $18,000 Renovations to food Support 3.3 Support non- food storage and storage facility to services for profit and cultural distribution center. prevent spoilage of Homelessness entities in our *Capital perishable food items. outreach, community. prevention and 5.2 Support and Improvement Transition-High promote, through policy, programs that make the City affordable to live in. 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. Funding Requested/Available A total of approximately $276,223 in CDBG funds is expected to be available to distribute to eligible recipients for projects meeting the CDBG national objectives, and which are consistent with the City of Ashland 2015-2019 Consolidated Plan. The maximum allocation allowable to be used to support public services is limited to approximately $26,313. These funds will be available upon approval of the 2019 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 insure 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. 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 2015-2019 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. A 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 15-2019 Consolidated Plan. Priorities within the City of Ashland15-2019 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 2015-2019 Consolidated Plan. Maslow Project requested $14,000 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. 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. -90 identified homeless school children currently enrolled in the Ashland School District. Maslow Project has proven capacity to administer CDBG grant funds- sixth year of undertaking this activity in Ashland. City of Ashland5-2019 Consolidated Plan. In evaluating the proposal, it is evident that the proposed project has a priority ranking of High. 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. St. Vincent De Paul-Home Visitation Program Staff has reviewed the St. Vincent de Paul (SVDP) program proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2015- $20,000 to assist homeless and at-risk populations in obtaining and maintaining housing. This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. Generally, income payments (payments to an individual or family, which are used to provide basic services such as food, shelter (including payment for rent, mortgage, and/or utilities) are ineligible public service activities when such payments are provided as a grant. However, such expenditures are eligible if; the income payments do not exceed three consecutive months; and the payments are made directly to the provider of services on behalf of an individual or family. This project meets those criteria. St. Vincent has a proven capacity to administer CDBG grant funding, this seventh year of undertaking this activity in Ashland. SVDP expects to assist 38-45 individuals attain or maintain housing. within the City of Ashland-2019 Consolidated Plan. Staff sees that St. 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 10 times the requested grant funds leveraging additional funding from other sources. The St. Vincent De Paul Home Visitation Program has successfully administered Community Development Block grant funds for the past seven years. Rogue Retreat-Clean Sweep Program Staff has reviewed the Rogue Retreat-Clean Sweep Program Proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2015- 2019 Consolidated Plan. Rogue Retreat requested $20,920 in Public Service Grant funds to support an outreach coordinator, cover the cost of supplies, and incentive payments (gift cards) to the volunteers. The overall goal of the program is to help the homeless become employed and change the relationship that local businesses have with the homeless community. 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. Rogue Retreat30 identified homeless individuals in the Ashland shelter system. Rogue Retreat has not previously administered CDBG grant funds. Staff finds that Rogue Retrea -2019 Consolidated Plan. In evaluating the proposal, it is evident that the proposed project has a priority ranking of High. Staff sees that proposal is an eligible use of CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5-year Consolidated Plan. This activity assists in the prevention of homelessness for low-income households by providing employment skills training. This project and leveraging funding from other sources. Capital Improvement Proposals Ashland Food Angels Staff has reviewed the Ashland Food Angels proposal to determine whether it meets the Federal CDBG s 2015-2019 Consolidated plan. Food Angels have requested $18,000 in grant funds to complete needed upgrades to an existing building serving as a food gleaning holding and processing facility. This project proposal qualifies under the Low-Moderate Income (LMI) and Presumed benefit national objective. Rehabilitation and upgrades are eligible uses of CDBG Capital Improvement funds. Food Angels has not previously administered CDBG funding within the City of Ashland. Staff finds that the Food Angels proposal is consistent with priority goals identified in the City of -2019 Consolidated Plan. Staff sees that proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5-year Consolidated Plan. This activity meets the 10% . In order to award funds to improve the garage the City will need to confirm all proposed improvements meet building and zoning codes, the use of the site for this activity is consistent with Home Occupation Permit standards, and that the non-profit applicant has legal use for the privately-owned building (an executed lease agreement). Any award of CDBG funding for this activity should be conditioned upon meeting these requirements. STAFF RECOMMENDATIONS Staff recommends award of the 2017-2018 CDBG funds as follows: $18,000 to Ashland Food Angels for the repairs to their food storage and processing Facility, conditioned upon meeting the above stated requirements. $15,463 to St. Vincent De Paul Home Visitation Program $10,850 to Maslow Project School Based Services five-year Consolidated Plan Goals, agency experience and capacity, and readiness to proceed. Public Service Projects: Only 15% of the overall allocation is available for public service activities, as only $26,313 in funding is available, all three projects cannot be fully funded with CDBG. Consequently, staff is proposing a proportional allocation of the funding which is consistent with prior (with both recommended grantees receiving approximately 77% of their request). In examining the three applications for public service funding staff found all to be needed activities within the Ashland community that would benefit CDBG eligible populations. Both the SVDP program and the Maslow Project have successful track records of administering federal grant funds, providing counseling services, resource referrals and, in the case of the SVDP Home Visitation program, direct financial assistance to the homeless and those at risk of homelessness. The Maslow project activity would continue to benefit homeless populations as well but with an emphasis on homeless children enrolled in Ashland schools. While staff would encourage Rogue Retreat to apply again in the future for either CDBG or Social Service funding, at this time the Clean Sweep program proposal does not seem ready to proceed at this point in time. The Clean sweep concept is a good one, however, there are several factors, like community/business partnerships and partnerships with local non-profit providers which will need to be established before that project can move forward. There were no support letters from OHRA and downtown businesses in the application to indicate those entities desire to participate in such an activity. In evaluating each proposal in relation to the others submitted it is clear that both Maslow and SVDP have the experience and capacity to administer CDBG grant funds as they have both done so in prior years, and both Maslow and SVDP have exceeded the matching requirements of the grant. Capital Projects: The City received one capital project proposal, Food Angels-Food Storage Facility upgrade. 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 thereby allowing the City to maintain a timely expenditure of funds. While Food Angels has not previously administered a CDBG grant in the City of Ashland, the proposed activity is a relatively simple and straightforward activity. 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. The issues stated above would need to be resolved before the City could provide funding to this activity.