HomeMy WebLinkAbout2018-06-28 Housing & Human Services PACKETAshland Housing and Human c it'r Y 0 -1-7--
Services Commission ASHLAND
Regular Meeting Agenda
June 28, 2018: 4:30 6:30pm
Siskiyou Room of the Community Development Building
51 Winburn Way
1. (4:30) Approval of Minutes (s min)
May 24, 2018
2, (4:35) Public Forum (s min)
3. (4:40) CDBG Proposal Review and Recommendation (Bo min)
4. (5:10) Social Service Grant Plan Update Process Discussion (35 min)
5. (5:45) CN.PLS Landlord -Tenant Training (30 min)
6. (6.-15) Liaison Reports (10 min)
Liaison Reports
Council (Jackie Bachman) Staff (Linda Reid)
SOU Liaison (Unfilled) General Announcements/Local Housing
Updates
7. (625) July 26, 2018 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
Next Housing Commission Regular Meeting 4 :30-6:30 PM; July 26, 2018
9. (6:30) Adjournment
Bring Mental Health services
Work with City Council to
Support the development of
Promote alternative housing,
to Ashland
identify programmatic
workforce housing.
such as multi -family
priorities to offer for Social
housing, tiny house village,
Seek ways to support
Service applicants.
Land Bank
intentional communities, and
overnight car camping
Restructure_ grant process to
focus on removing barriers to
program.
be data driven and based on
their development.
needs.
Funding for a shelter
Establish single location.
Support Porta-Pottie project
Sock to increase DHS child
coordinator
seven day a -week shelter.
care providers and family -
friendly childcare
Ashland -Housing and Human Services Commission
CALL TO ORDER Draft Minutes May 24, 2018
Commissioner Chair Rohde called the meeting to order at 4:30 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
Jackie Bachman
Rich Rohde
Sue Crader
SOU Liaison
Erica Franks
Heidi Parker
Linda Reppond
Staff Present:
Gina DuQuenne
Linda Reid, Housing Specialist
Carolyn Schwendener
The Commissioners introduced themselves to potential new Commissioner, Erin Crowley. Ms. Crowley has recently
moved here from Portland. She is a Pastor with plans to plant a new Church this coming year. Ms. Crowley has
-been involved in affordable housing in both San Diego and Portland. She has a deep desire to help support others
flourish in life with justice and equality.
PUBLIC FORUM
Audience member Rachel introduced herself. Rachel was attending this meeting because she is taking a US
Government class at Rogue Community College and one of her assignments was to observe a Community meeting.
APPROVAL OF MINUTES
Reppond/Crader m/s to approve the minutes of the April 26, 2018 regular Commission meeting with one minor
correction. Voice Vote: All Ayes, motion passed with correction.
H&HS COMMISSION GOAL REVIEW AND DISCUSSION
The Commissioners reviewed the goals that were set at their annual goal setting retreat on December 13t' of last
year.
Goal: Bring Mental Health services to Ashland
Reid commented she was interested to hear that Options is having a mental health provider come to the
Ashland Community Resource Center on a regular basis. Its only fora short amount of time, three hours
a week, but it's a start and perhaps those hours will increase -over time.
Goai: Funding for a S-;meter Coordinator
Parker explained there is Emergency Shelter Grant money earmarked from HUD to fund a shelter
coordinator but it has not happened yet. A new development has occurred requiring the imputing of new
information on each guest into a software program called Homeless Management Information System
(HMIS). Parker- is hopeful they can start this summer to get the people who will need the shelter irrthe
winter months pre -registered.
The Car Camping Program is still moving forward. Rhode stated that the Quakers -have expressed their
support behind the program but do not have a space available at this time. Rhode acknowledged there is
community groups out there looking for other congregations that could be supportive as well.
Gunderson reported that Rogue Retreat is gearing up to have a county wide shelter. The Executive Director
of Rogue Retreat, Chad McComas, has identified a property located in the County owned by Jackson
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Goal: Mental Health Services
Gunderson asked the question, what is the population we are talking about serving? We have plenty of
mental health therapist in private practice but we are not talking about the people they serve, remarked
Gunderson. Reid is on the La Clinica board and she said the subcommittee brought up the possibility of
utilizing the services of the medical van. They offer mental health counselling in the van. The problem with
the use of the Van is that they never knout -who is going to show up and what their needs will be. Another
issue is though the clients might have Oregon Health Plan coverage they don't necessarily fill out the
paperwork in order to allow La Clinica to get reimbursed.
WINTER SHELTER COMMITTEE UPDATE
Reppond updated the Commissioners regarding finding a location for the emergency shelter. There is a fairly broad
based group of people who are working on different fronts, explained Reppond. The groups are looking at all
options, existing properties, tent structures, yurts, domes, warehouses, everything is on the table. A subcommittee
is working on identifying the criteria of what they need the shelter to have. (being on a bus line, having adequate
bathrooms, etc). A subcommittee is looking at the car camping possibility and working with faith based groups to
develop more car camping options. A group is working on asking the Governor to create a State of Emergency
state wide for housing which could open up some options. Also is a funding sub -committee and a food sub-
committee. Reppond confirmed that in order to have the shelter open in Novernber a location will need to be
identified by July. The next Committee meeting will take place on June 6, 2018 at 7:00 pm at the Library. See
exhibit A at the end of the minutes with the Sub-Commiftee information.
SOCIAL SERVICE GRANT PLAN REVIEW AND DISCUSSION
Reid informed the Commissioners that the Social Service Grant process will take place again in January 2019. The
Strategic Plan goals were intended to be reviewed periodically to make sure that the funding priorities were meeting
the needs of the community. Reid received feedback from grant applicants, St. Vincent DePaul and Maslow, saying
that the process is really difficult for small nonprofits to be asked to keep coming back for such small grants. Reid
invited them to -come to the next month's meeting to provide the Commissioners some input from their point of view.
Crader felt this is one of the easiest grant processes to apply for requiring very little reporting. If the process is to
bothersome or too little funding don't bother to apply, commented Crader.
The Commissioners reviewed the Strategic Plan to determine if the key priorities were still what needs to be funded.
The Commissioners agreed with all the priorities but it suggested as a Commission to choose a couple priorities
and communicate that to providers.
At the next meeting Reid will provide a calendar showing the timeline of what needs to happen between now and
January. The Commission .could like to hold a forum in late September or October to discuss the community needs
and what the providers are seeing. An invite list needs to be generated and inviting the councilors is crucial.
LAISION REPORTS -
Council — Bachman emphasized the importance of connecting with the Council on the Social Service grant process.
She asked the Commissioners for their ideas on how to do that. Bachman is able to have irout to the other
Councilors with individual meetings. She explained that in order for a topic to get on the Agenda it must first be on
the "look Ahead" and can take three or four months before getting on the actual agenda.
The Commission had the idea of putting together a questionnaire for the Councilors and each Commission member
would meet with a Councilor and interview therm. This would also give the Commissioners an opportunity to educate
the Council on CDBG and the Housing Trust -Fund. The information would then be brought back to.the Commission
for discussion. Reid will generate a list of all three programs with the priorities and-iet the Councilors prioritize them
based on that list
Staff— Reid, Rohde and others have been working on bringing a conference on manufactured housing to Southern
Oregon. The conference will be held on Thursday October 4th at Ashland Hills Hotel. 8am-9am will be registration
and breakfast, gam to 4pm will be the program followed by a reception from 4pm to 6pm. Rhode added the
conference is focusing on preserving our mobile homes for affordable housing and how to stabilize them and make
them sustainable and discuss the option of residence owned parks.
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LX
i-Sub-Committee Name
Chaff
Members
Alternatives
Phil J.
Avram
Budget, Fundraising &
Sustainability
Peter
McB
Peter, Linda R., John W., Joan,
Mori, Ann, Cathy, Heidi
Car Parking Options
John W.
John, Linda, Heidi
Criteria for 1-Site
Phil J.
Kathy, Helga
Food & Mea-Is
Vanessa
Cathy
Governor Emergency
Declaration
Vanessa
Vanessa, Mori, Joan
i
Government Planning
Linda R.
Linda, Phil, Heidi, Mori, Ron, Tom,
Rich
Listening
Bob M.
Cathy
Phil Johncock:ph#:702-518-8756; CEO-(c-)-PhilJohncockNe+,-vork.com
Peter McBennett: ph#: 541-951-0007; email: petermcb(c),jefPnet.org
John Wieczorek:-ph#:541-482-8230; email: wiz ,mind.net
Linda Reppond: ph#: 206-409-2440; email: lindareppond(a_gmail.com
Vanessa Houk: ph#: 541-6902807; email: sunriver ,gmail.com
Bob Morse: email: morse(dmind.net
Heidi Parker: email: parkershamespgmail.com
i
DATE: 06/28/2018
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: CDBG Funding Proposal Review and Recommendation
Summary:
The Ashland Fire & Rescue Housing Safety Program for Seniors and Persons with Disabilities
(Program), in collaboration with Age Friendly Innovators, Home Depot and with the Community
Development Department, will assist eligible seniors and persons_ with disabilities to make safety and/or
accessibility modifications to their residence. This program aims to help these residents improve
conditions which enhance safety and mobility so they can remain safely in their homes. Funding for this
program in the amount of $50,000 will be provided from available Community Development Block
Grant (CDBG) funds.
Actions, Options, or Potential Motions:
1. Move to approve the Program utilizing $50,000 in available CDBG funds.
2. Move to approve ??? in CDBG funding to support this proposal
3. Move to deny the Program.
4. Move to delay the Program to a future date for additional consideration.
Staff Recommendation:
Staff recommends the approval of the Program utilizing $50,000 of available CDBG funds.
Resource Requirements:
The Program will utilize $50,000 of CDBG funding in fiscal year 2018/2019. Up to $5,000 per eligible
project will be provided to complete identified safety and accommodation measures.
Policies, Plans and Goals Supported:
5. Seek opportunities to enable all citizens to meet basic needs.
6. Develop supports to enable citizens to age in Ashland
23. Develop innovative programs that protect the community.
Background and Additional —information:
This Program seeks to achieve multiple City goals; allows seniors and persons with disabilities to
remain safely in their homes, to reduce the incidents of falls and related calls for emergency services,
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-4U-5305
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us IF WAS-3
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A:SI;lt AND FIRE & RESCUE HOUSING SAI9'I':TY PROGRAM FOR SENIORS S AND Pi+ ttPf,i? S
WITI-1 DISABILITIES
— �"IAKAU Jc uu e 0Z gMcsceue uuouusaung L�arery y rogram? "the Ashland's Fire & Rescue
Housing Safety Program assists eligible seniors and persons with disabilities in matting
Safety/Accessibility modification to their residence to ensure a home has fire safety alarms,
and helping the individual attain greater mobility and remain safely in their home. The
program focuses on the person's most immediate needs as they relate to improving safety and
accessibility.
What is the Purpose of the Program? The Housing Safety program seeks to achieve multiple City
goals; to allow seniors and peoples with disabilities to remain safely in their homes, to reduce
the incidence of falls and related safety issue calls to emergency services, and last but not
least, to ensure that senior and disabled households have updated and properly operating fire
safety equipment in their homes.
Who is Eligible? Residents age 62 or older and/or persons with disabilities, and have annual
household incomes of 80% of the area median income or less.
What Properties would be Eligible? Properties that are owner occupied and need to be
modified for a person safety. Properties that need to be modified due to a person's
physical mobility impairment, or modifications requested by a physician. if the
property is a rental property, would need written approval of modifications proposed
by the landlord or property owner.
What types of modifications are eligible? Safety and mobility features that are not subject to
the HUD Housing Quality Standards checklist; smoke alarms and carbon monoxide
detectors, raised toilet seats, stand-up showers, bathroom grab bars, interior handrails
(replacement if unstable, or install as needed), Widening of interior and exterior
doorways to accommodate accessibility, wheel chair ramps or accessibility
improvements to walkways.
What incentives does the City's Housing Safety Program offer? Up to $5,000 provided
through the Housing Safety Program to complete identified safety and accommodation
measures. The program will provide fire and fall safety information, property
inspection, detailed scope of work, fire and fall safety devices and modification, cost
estimating and contractor procurement, construction and project management, referral
to other community resources as needed, annual follow up visits to replace smoke and
carbon monoxide detector. (batteries may be provided upon request and as funding
allows).
Income Limits by Family Size: $lyear
Mav 2018 — May 2019
Household Size
1
2
3
4
5
80% Area Median
$33 000
$37 700
$42 400
$47 100
�$50 900
Ashland Fire Department Tel: 541-488-5305
20 E. Main Street Fax. 541-552-2050
Ashland, Oregon 97520 TTY. 800-735-2900„
www.ashiand.ocus
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CITY OF ASHLAND
Applicant Organization Name: Ashland Fire and Rescue
Executive Director's Name(s)- Michael D'Orazi, Fire Chief
Applicant Mailing Address: 20 E Main Street,Ashland, OR9752D
Applicant Street Address: 455SiskiyouBlvd. Ashland, ORA7520
IRS Classification:
Federal Tax ID#:
Mission Statement:
Ashland Fire & Rescue iadedicated toprotecting lives, property, and the
environment. Bydelivering fire suppression, emergency medical, disaster
management, fire prevention and public education services by professionally
trained, dedicated personnel, we strive to achieve the highest quality of public
service toour customers.
Total Employees:
ASHLAND FIRE & RESCUE
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Ashland, OR 97520
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2) A project summary including a brief description, project background and a list of
project objectives:
The Ashland's Fire & Rescue Housing Safety Program inpartnership with Age
Friendly Innovators will assist income eligible seniors and persons with disabilities in
making safety modifications to ensure a home has operable fire safety alarms, and
mcoaooibi|hy modifications to help individuals attain greater mobility and remain safely
intheir home. The program focuses onthe p*mon'nmost immediate needs aothey
relate to improving safety and accessibility.
According to the Centers of Disease Control and Prevention, each year in America
millions of older adults fall. One in three older adults falls each year but less than half
tell their doctor —even though a single fall doubles your chance of failing again. These
falls are can be serious and costly-, every 13 seconds an older adult is treated in an
emergency room for ufall, every 20minutes anolder adult dies from efall. Falls are
the leading cause offatal injury and the most common cause ofnonfatal trauma -
related hospital admissions among older adults. Alarge percentage ofcalls received
byAshland Fire and Rescue are due tofalls byolder and disabled residents. Many of
the callers are repeat callers who have unaddressed ADA or home modification needs.
Age -Friendly Innovators is a not -for -profit organization. Its purpose is to catalyze
thinking about age -friendly living and pose creative solutions that enable older adults
to live healthy and independent lives and to remain in their homes for as long as
possible, Age Friendly Innovators inpartnership with Ashland Fire & Rescue ie
proposing the Housing Safety program to achieve multiple City and community goals;
to allow seniors and peoples with disabilities to remain safely in their homes, to reduce
the incidence of falls and related safety issue calls to emergency services, and last but
not least, to ensure that senior and disabled households have updated and properly
operating fire safety equipment intheir homes. Ashland Fire & Rescue will work with
Age Friendly Innovators to identify households in need, assess a household's safety
and mobility needs and recommend improvement measures. Housing units will be
assessed for safety and mobility features that are not subject to the HUD Housing
Quality Standards checklist, including smoke alarms and carbon monoxide detectors,
raised toilet seats, stand-up ohovvers, bathroom grab bare. interior handrails
(replacement if unstable, or install as needed), the widening of interior and exterior
doorways to accommodate accessibility, wheel chair ramps or accessibility
improvements towalkways.
The Program will provide up to $5,000 per household to complete identified safety
and accommodation measures. The program will also provide fire and fall safety
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4) Briefly describe the services to be provided, if any, and describe the eligible
target population receiving direct benefit from these services (Uow-incomme'
homeless, special needo).
Age Friendly Innovators staff will meet with residents who are referred by the
Ashland Fire & Rescue to inform them about the Housing Safety program, to complete
anassessment ofthe home, and toidentify modification recommendations, Housing
units will beassessed for Safety and mobility features including smoke alarms and
carbon monoxide detectors, raised toilet seats, stand-up showers, bathroom grab bars,
interior handrails, the widening of interior and exterior doorways to accommodate
accessibility, wheel chair ramps or accessibility improvements to walkways. Income
eligibility will be determined and the process for completing repairs will be detailed.
Repairs will be completed and Ashland Fire and Rescue staff will request payments and
provide follow-up at regular intervals with residents.
The target population will be seniors, age 62 years old and older, and peoples with
disability. Participants will bescreened for income eligibility using the HUD part
income review method. Participants must earn |enn than 80Y& ofthe Area Median
Income as defined by HUD, urmeet the HUD definition fora presumed benefit
population.
f) A work program and time line including a complete list of tasks with estimated
start and completion of each task
Timeline for implementation of the Ashland Fire and Rescue Housing Safety Program:
June 28 th Housing and Human Services Commission
Presentation
JkdV 20>18 Policies and Procedures and Form
Development
August 7th City Council Meeting Final funding approval.
Aug. 2018 CDBGAction Plan Amendment
|ntragov*rnmenta| agreement/Contracts
ASHLAND FIRE & RESCUE
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7) Eligibility for Federal Funding: Will any of the following activities be part of the
proposed project?
Removal of Architectural Barriers
Rehabilitation Costs
® Client Services
® Specification Preparation (Construction/Rehab)
a) Is the proposed project within the Ashland City limits? If not, explain.
Yes
b) Specify the proposed tenant or client income level; state in terms of
percentage below area median for the Medford -Ashland standard
metropolitan statistical area (MSA). The current income guidelines are
included on page 10 above.
80% of Area Median Income for the Medford -Ashland MSA
c) Describe any financial or legal commitments made to the project.
N/A
8) Briefly describe the agency's mission and service history. The City may request
copies of the agency's financial audit or review for the last two years prior to
contract signing in order to determine agency's capability to successfully
complete the project.
ASHLAND FIRE & RESCUE
455 Siskiyou Boulevard
Ashland, OR 97520
(541) 482-2770 - Fax (541) 488-5318
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All households will bemeans tested for eligibility. All households will becomprised
primarily ofelderly ordisabled residents who tend tubelow orextremely-low income. 11
is expected that the majority of the households will be low-income rather than moderate
income.
12) Indicate if you expect the project to cause low and moderate -income housing trM
be demolished or converted to another use (see attachment "Relocation Strate
Guidance"). If so, explain.
13) Project Feasibility: Please describe your readiness to proceed concerning
whether land use issues have been resolved and whether your organization has the
administrative capacity to complete the project proposed.
2) Does the applicant have the experience and capacity to complete and or
manage the project proposed? Briefly describe applicant's capacity and
experience in providing, maintaining and managing housing, particularly low-
income housing similar to the proposed project.
Both Ashland Fire & Rescue and Age Friendly Innovators are ready toproceed with this
program. Age Friendly Innovators ioalready engaged inasubstantially similar activity
throughout the County. Ashland Fin* & Rescue staff have implemented a similar
program inanother community. Both entities have the familiarity, experience, and
capacity to undertake this program successfully.
b) Are the ongoing operating expense and maintenance reserve estimates
Yes, this project has very little administrative burden or costs, the bulk of the
funding (00Y6)wiU be utilized tobenefit program participants directly. The
majority of the funding will be used for mahaha|o and labor for modifications.
ASHLAND FIRE & RESCUE
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DATE: 6/25/2018
TO: Housing and Human Services Commission
FROM: Linda Reid, Housing Program Specialist
RE: 2019-SSGP Grantee Forum Planning and Schedule
In preparation for the issuance of the 2019 Social Service Grant RFP, the Commission will be holding a
forum to gain feedback from former, current, and potential grantees on the priorities, strategies, process,
and changes that that they might like to see.
June 2018 Planning: Identify date and potential locations
July 2018 Finalize Invitation list and outreach materials
August 2018 Finalize format for eventlidentify logistical needs
Sept/Oct 2018 Forum
November 2018 Review proposed changes Commission Approval
Questions that were brought up at the May meeting:
How will we generate our invitation list?
Wnat do we want to get out of this event?
Community Needs/YVhat-are the providers seeing?
Review of materials from the last provider forum event for SSGP
Attachments:
Grantee Questionnaire
Round Table Discussion Questions
Grantee —Recipient History (Original)
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-488-6005
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
-ASHLAND
!L1
The City of Ashland's Housing and Human Services Commission has been asked to
undertake an evaluation of the City's Social Service Grant Program and would like your input!
The Commission would like to gain feedback on the award process and solicit suggestions
regarding potential changes, improvements. and goals for the program.
Tour time and input is greatly appreciated!
A. Respondent Information
I represent:
An Interested Citizen (skip to section C.) A Non -Profit Service Provider
An Advocacy Group A Social Service Provider
A Current Grantee (skip section C) An Elected/Appointed Official
S. Application Process/Presentation
1.) How would you rate the these items oz a scale of 1 to 5 (1= easy and 5 = difficult)
The application process 1 2 3 4 5
The Presentation Process 1 2 3 4 5
Grant reporting 1 2 3 4 5
2.) What is the application process like for yoa? What do you like/dislike about it?
3.) Do you find the current grant application process efficient and effective for your organization?
4.) What is the presentationprocesslike for you? What do you like/dislike about it?
5.) Is the process of awarding grants efficient and effective for your organization?
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G. Organization/Agency Contact Information (Optional)
Name of Organization/Agency:
Contact -Person:
Title:
Phone:
Email:
Address:
City:
State:
Zip:
Fax:
Website:
Forum Evaluation (Optional)
Your feedback will assist the Ashland Planning Department improve the quality and relevance of future public
involvement efforts
Please check the box for your response to -each
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The duration of the forum was right for me
i
The pace of the form was right for me
Round Table Discussion Questions
• How is the Ashland community benefitting from the gram, awards?
• Are there efficiencies to be gained by awarding fewer organizations larger
grants or are the smaller grants beneficial to organizations?
® What areas of service -are adequately being met? Are there any areas of
service which are lacking? Are there any areas which the funding shou,d be
targeted to? Should the criteria for award -target particular community
needs?
• If the City added a reporting requirement to determine how the funding is
meeting priority needs and goals, what might that look like? Could this also
help determine future priority needs over time?
• Should there be funding restrictions?
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Housing and
Human
Commission Memo
TITLE: Social Services Grant, CDBG, and AHTF Priorities Review
DEPT: Community Development
DATE: June 28, 2018
SUBMITTED BY: Linda Reid, Housing Program Specialist
The priorities for the CDBG program, the Social Service Grant Program and the Affordable Housing
Trust Funds are detailed below.
2015-2019 CDBG Consolidated Plan Priorities
Priority Needs
Priority
Activity Type
Area
Level
Provision of
High
Rental Assistance
Affordable Housing
Production of new units
Rehabilitation of existing units
Acquisition of existing units
Accessible/affordable housina(rehab for accessibili datring in lace
Addressing issues of
High
Outreach
homelessness
Emergency Shelter and transitional housing
Rapid Re -housing
Prevention
Non -housing
Medium
Public Facilities
Community
Development
Public Improvements and Infrastructure
Sidewalk improvements/ADA improvements
Trans ortation for eligible populations
Public Services
High
Services to: mentally ill, D&A addiction, peoples with disabilities,
Homeless and at -risk and homeless youth, nail and elderly
Economic
Medium
Micro-enterprise/job creation
Deg elo mint
Skills training and education
Social Services Grant Program Strategic Priorities: (These strategic priorities were -identified through a
process which included community outreach, grantee/stakeholder feedback, and key informant interviews. These priorities
are :not in arty priority order.)
Assistance to obtain and/or maintain housing
• Supports to increase accessibility and availability of transportation options/services
• Services for people with mental health issues
• Services for people with drug and alcohol addiction
• Services for at -risk youth
Implementation Strategies (which may include, but is not limited to !hefollowing)
• Allocate resources to activities which address an identified strategic priority
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That relocation of existing residents will be minimized, an&when necessary the applicant has
included accurate relocation assistance costs as part of the project pro forma.
The -proposal demonstrates that Ashland Housing Trust Funds are the most appropriate funding
source, and necessary, for the project.
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