The URL can be used to link to this page

Home My WebLink About2010-04-22 Housing PACKET Ashland Housing Commission Regular Meeting Agenda nd Thursday April 22 2010: 4:30 – 6:30pm Community Development Building - 51 Winburn Way 1. (4:30) Approval of Minutes (5 min) th March 25, 2010 2. (4:35) Public Forum (5 min) 3. (4:40) Sub-committee Reports (15 min) Subcommittee Reports Liaison Reports Finance (none) Council (Navickas) Education (none) Parks Commission(Hauck) Land Use (none) School Board(Frost) Planning Commission(Benjamin) SOU(???) Staff(Linda Reid) 4.(4.55)Review and Discussion of New Boards and Commissions Rules(30 min) 5.(5:25)Goal Review-Progress Check(30 Min) 6.(5:55) Discussion about potential recruits (10 min) 7. (6:05)SubcommitteeDiscussion (10 min) Regina Ayars-absentee e-mail recommendation th 8.(6:15)May 27 2010 MeetingAgenda Items (10 min) Commissioner items suggested(5 min) Quorum Check – Commissioners not available to attend upcoming regular meetings should declare their expected absence. 9.(6.25)Upcoming Events and Meetings (5 min) None Next Housing Commission Regular Meeting th 4:30-6:30 PM; Thursday May 27 2010 Community Development Building 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). ASHLAND HOUSING COMMISSION MINUTES March 25, 2010 CALL TO ORDER – Chair Steve Hauck called the meeting to order at 4:35 p.m. at the Community Development and Engineering Services Building, 51 Winburn Way, Ashland, OR. Council Liaison Commissioners Present: Graham Lewis Eric Navickas, absent Regina Ayars Aaron Benjamin Staff Present Steve Hauck Linda Reid, Housing Specialist Richard Billin Carolyn Schwendener, Account Clerk Commissioners Absent: Nick Frost APPROVAL OF MINUTES Minutes from the January 28, 2010 meeting were approved as presented. PUBLIC FORUM No one present SUBCOMMITTEE REPORTS Sub-committee Reports Finance – No report Education – No report Land Use - No report Liaison Reports Council – No report Parks - No report School Board - No report Planning Commission - Benjamin reported that on April 6, 2010 the City Council will be making the final decision on the Croman project. Staff - Reid explained that she reissued the RFP for the remaining CDBG funds, and received an application whose representatives are present at this meeting.Reid did a mailing for the recovery act, which has been renamed the Energy Efficiency Program. Out of the fifty-two mailings she has received fifteen replies from home owners who are interested in taking advantage of the $3,000 grant that was approved with the Recovery Act funds. Because of the great response Reid suggested that the Commission might be interested in allocating some of the regular CDBG program funds to help fill the gap. Initially the City Council allocated $30,000 to the Conservation Program and $16,500 to the Public Works department for repairs of handicapped accessible wheelchair ramps. The Public Works department was able to use other monies to do ASHLAND HOUSING COMMISSION 1 MINUTES March 25, 2010 the handicapped accessible wheelchair ramp repairs. We now need to ask the council to re- allocate the $16,500 to the conservation program giving them a total of about $50,000 to do the activity, stated Reid. The request will go before the Council as a Consent Agenda item on April th 20. Reid will also need to amend the Action Plan to reflect the change. Transportation Growth Management (TGM) Grant Application The Planning Department has applied for a grant from TGM to create a Land Use and Transportation Plan for the Normal Avenue area. It is an approximately ninety-four acre developable parcel located in the Urban Growth Boundary. The City is asking for a grant to develop a plan to see how the space could be used. Two of the components of this project would be to update the Buildable Lands Inventory and create a new Housing Needs Analysis which would be of interest to the Housing Commission. Graham/Ayars m/s motion for Hauck to sign a letter of support for this Grant Application. Voice Vote: all AYES. Motion passed CDBG Program Public Hearing and Award Recommendation Reid explained that for the 2010 Community Development Block Grant year the City of Ashland is expecting a total allocation of approximately $207,000, $30,000 of which is available for public service projects. The City received one application for public services from St. Vincent De Paul. Their goal is to provide emergency housing and utility assistance to qualified low income households within the City of Ashland. Last year St. Vincent De Paul helped 587 low income households with $65,000. This year the goal is to help 620 household with the help of the $30,000 grant money. St. Vincent De Paul will be providing matching funds in the amount of $37,000. Staffs recommendation is to fully fund this activity. Applicant Presentation - Rich Hansen, Foundation Liaison and volunteer Charlotte Dorsey were present to represent St. Vincent De Paul. Mr. Hansen explained they have no paid employees and depend on over 250 volunteers to supply all staffing and services. Because there is no paid staff they can guarantee that 100% of the money they receive will go to help the poor in their moment of crisis. With today’s economy the needs have increased and the $30,000 would go a long way to help, stated Mr. Hansen. Their objective is to avoid homelessness. Question and Answer Discussion - What’s the typical profile of your clients? The majority of people they deal with in Ashland and Talent are low income families or individuals struggling with the economy due to the job situations. Most clients are families or single parents who have no job and rent becomes an issue. What percentage would you say are families with children? 50% What percentage are single parents? Not sure at this time but they are the minority rather then the majority. What kind of paperwork is required? Reid explained that she is required to report on the use of the money and show that it is being used to serve people who are 80% or below AMI. Currently St. Vincent De Paul does not require income verification and prides themselves in being blind to race, religion, color, age and creed. HUD wants to see the trends and asks for demographics, race, and female head of household, seniors, disabilities and income categories. St. Vincent De Paul will now need to record these demographics. Do you have any statistic showing a focus on chronology age groups? Age 0 to 17 is 28%, Age 24 to 44 25% ASHLAND HOUSING COMMISSION 2 MINUTES March 25, 2010 Age 55 to 69 6% Is any focus being placed on homeless youth or the elderly? The elderly have a lot more places to be referred to for housing, thanks to the government and the Community Action Agency, ACCESS, Inc. Typically what’s the period of time you work with a client and how many visits do you make. In past years one visit was typically made to do an initial screening to find out the medical and other immediate need. Now with the changes in the economy and with the increase in joblessness and homelessness they are returning more often. Graham thanked Mr. Hansen and said that as a staff of the United Methodist Church he really appreciates St. Vincent De Paul’s promptness and what they have been able to do for folks. Billin/Ayars m/s to approve the recommendation made by City staff to “Recommend funding St. Vincent De Paul – Home Visitation Program $30,000 to fund emergency rent and utility assistance for people to prevent homelessness.” Roll Call Vote: Commissioners Billin, Ayars, Graham and Benjamin, Yes. Motion passed. New application for Capital Funds from Ashland Supportive Housing Reid stated this is an eligible activity as a rehabilitation of a home that will be serving, low income populations, since peoples with disabilities are presumed benefit by HUD. Though Reid has not had the sufficient time to evaluate this application it is her belief that staff will recommend to fund this project. Applicant Presentation - Sue Crader, Executive Director of ASH and Judy Byers Assistant Director were present to discuss their application. They are requesting $110,861.00 CDBG funds to renovate an existing structure. The organizational match is $30,994 funds and $2,700 from United Way. The total project cost is $143, 755. ASH owns a home located on the corner of Walker and Clark Street that they previously used as a group home for developmentally disabled adults from the early 1990’s until 2004. Having no money to put towards the renovation of the house they moved their clients into two other homes. ASH put the home on the market. Unfortunately the market fell apart and the house sat for a year and a half until it was leased by some folks who turned it into a kindergarten. Their business failed and ASH received the property back in January of this year. ASH would like to create a respite home, a place where people with disabilities can spend time out of their own homes for one, two, three nights even up to 60 days. This gives caregivers a break as well as the person who needs care a break. It offers a temporary placement within their community. ASH would like the grant money so they can fix up the property to meet this need. ASH has been in business since 1982 with 26 full time employees paid at a living wage with full medically and dental benefits. This project would create 9 full time positions. Funding will be provided primarily through creative supports and the state of Oregon. They will also be opening up beds for private pay. Their goal is to have the project completed by the end of the year and th then hire a staff and open the doors by March 15 of 2011. Discussion and questions - If you don’t get the funds will this project not go forward? It would not be easy but they will still try to make it happen. They would need to find other places to get the funds. ASHLAND HOUSING COMMISSION 3 MINUTES March 25, 2010 Graham/Billin m/s that we approve (this presentation) with the caveat that if another proposal comes in before the deadline we will reconvene with a public hearing to hear that proposal but if we don’t get another one in forget it. Roll Call Vote: Billin, Ayars, Graham and Benjamin, Yes. Motion passed Public Hearing-Draft Consolidated Plan Review The Consolidated plan is a document that needs to be drafted every five years for the City to continue to receive Community Development Block Grant Funds. The Consolidated plan has to encompass all activities that CDBG could undertake although the City does not intend to undertake all the activities that are eligible for CDBG funding. Reid reviewed how the City did with the goals previously and what the new goals are. Out of the focus group meeting there were three priority goals. 1.Affordable and Workforce Housing 2.Homeless, At-Risk and Special Needs Populations 3.Economic and Community Development Reid commented that a one item she found to be quite interesting was that the percentage of families and individuals in poverty is greater in Ashland then it is in Jackson County, in the State of Oregon as well as the United States as a whole. The percentage is higher here then the national average. Our community has a lot more needs then people realize, stated Reid. The Commissioners congratulated Reid on a job well done with the Consolidated Plan. Billin/Graham m/s to recommend approval of the 2010-2014 Consolidated Plan.Roll Call Vote: Billin, Ayars, Graham and Benjamin, Yes. Motion passed Hunger and Homelessness Forum Report Hauck thanked Regina for stepping in for him as he had other obligations and was not able to attend the forum. Ayars reported that approximately forty people attended mostly students, homeless people and stake holders in the community. They had a panel consisting of the woman who started the food bank, the man who started the Ashland food project, Jody Waters a professor at SOU who teaches homeless and hunger class, Ayars, the Mayor and a man living at the Gospel Mission. Regina shared that the Housing Commission’s role is prevention of homelessness by promoting affordable housing. Two communities of homeless people were present, those who choose homelessness as a life style and those who do not choose homelessness. The students who organized this did a really good job said Ayars though she was not sure what is going to happen with the information. Oregon has the highest concentration of homeless population of all states, one in every 250 stated Reid. Subcommittee Discussion This discussion was moved to next month’s meeting. Regina will not be present at next month’s meeting and will turn in a written report. nd April 22 2010 Meeting Agenda Items and Quorum Check Regina will not be present. Upcoming Events and Meetings th April 20 2010 7PM City Council Meeting-CDBG Program Award th April 20 2010 7PM City Council Meeting-Consolidated Plan Public Hearing nd April 22 2010 4:30-6:30 PM Thursday Regular Housing Meeting ADJOURNMENT - The meeting was adjourned at 6:35 p.m. Respectfully submitted by, Carolyn Schwendener ASHLAND HOUSING COMMISSION 4 MINUTES March 25, 2010 ASHLAND HOUSING COMMISSION 5 MINUTES March 25, 2010 Chapter 2.10 UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY COMMISSIONS AND BOARDS Sections: 2.10.005 Purpose 2.10.010 Created or Established. 2.10.015 Appointment. 2.10.020 Terms, Term Limits and-Vacancies. 2.10.025 Meetings and Attendance. 2.10.030 Removal. 2.10.035. Public Meeting Law. 2.10.040 Quorum-and Effect of Lack Thereof. 2.10.045 Council Liaison. 2.10.050. Election of Officers, Secretary, and Subcommittees. 2.10.055. Role of Staff. 2.10.060 Agendas and Minutes. 2.10.065. Goals. 2.10.070. Rules and Regulations. 2.10.080. Code of Ethics. 2.10.085. Deliberation. 2.10.090. Council as Final Decision-Maker. 2.10.095 Gifts. 2.10.100 Budget, Compensation and Expenses. 2.10.105 Reports. 2.10.110. Lobbying and Representing the City. Section 2.10.005 Purpose Advisory commissions and boards (advisory bodies) require uniform rules, policies and operating procedures to assure maximum productivity and fairness for members and the public. Except where otherwise provided in this Code, the following policies and procedures govern all the City's commissions and boards, as well as ad ho entities. Nothing herein removes the requirement for compliance with more specific regulations and guidelines set forth by state statute, administrative rule, ordinance, or resolution specific to the advisory body. These rules do not apply to the elected Parks and Recreation Commission. (Ord 3003, added, 02/18/2010) Section 2.10.010 Created or Established. See individual Commission or Board Code Chapters codified between AMC 2.11 and AMC 2.25. (Ord 3003, added, 02/18/2010) Section 2.10.015 Appointment. See AMC 2.04.090.C. (Ord 3003, added, 02/18/2010) Section 2.10.020 Terms, Term Limits and-Vacancies. All successors to original members of an advisory commission or board, shall have a three (3) year term, except as otherwise provided in the appointment order. Notwithstanding the three year limitation, Planning Commissioners shall serve four (4) year terms. All regular terms shall commence with appointment and shall expire on April 30 of the third year, unless otherwise provided in the appointment order. The appointing authority may stagger terms in the original appointment order as necessary. Members may serve three (3) terms on any single commission or board, after which time the Mayor and Council will give due consideration to other qualified candidates before making a reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by the City Council, for any unexpired portion of the term as provided in AMC 2.04.090.C. (Ord 3003, added, 02/18/2010) Section 2.10.025 Meetings and Attendance. Unless otherwise provided by law, the number of meetings related to business needs of an advisory commission, or boards may be set by the advisory body. All members are expected to attend all regularly scheduled meetings, study sessions and special meetings, when applicable. If a member will be absent from a meeting the member must notify the chair or the staff liaison at least two hours prior to the meeting. Any member who has two or more unexcused absences in a six month period \[i.e. January 1– June 30 or July 1 - December 31\] shall be considered inactive and the position vacant. Further any member not attending a minimum of two-thirds (2/3) of all scheduled meetings (inclusive of study sessions and special meetings) shall be considered inactive and the position vacant. Attendance shall be reviewed by the commission or board during the regularly scheduled meetings in January and July, with a report sent to the Mayor and City Council advising of the need for appointment or re-appointment, if necessary. (Ord 3003, added, 02/18/2010) Section 2.10.030 Removal. See AMC 2.04.090.F. (Ord 3003, added, 02/18/2010) Section 2.10.035. Public Meeting Law. All meetings of advisory commissions and boards are subject to strict compliance with public meeting laws of the State of Oregon. Notwithstanding notice requirements under Oregon law, advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a newspaper with general local circulation and posted on the city’ s website. In the case of emergency or when a state of emergency has been declared, notice appropriate to the circumstances shall be provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such meeting. (Ord 3003, added, 02/18/2010) Section 2.10.040 Quorum-and Effect of Lack Thereof. A meeting of greater than one-half of the regular members constitutes a quorum. Non-voting ex officio members, staff and liaisons do not count toward the quorum. A majority of the quorum is necessary to adopt any motion. Members need not be physically present at a meeting if another means of attendance (e.g. telephonic, internet etc.) has been established by the membership and public meetings law requirements are met. If there is no quorum for a meeting, no official business shall be conducted and all matters advertised shall automatically be continued to the next regularly scheduled meeting. (Ord 3003, added, 02/18/2010) Section 2.10.045 Council Liaison. See AMC 2.04.100. (Ord 3003, added, 02/18/2010) Section 2.10.050. Election of Officers, Secretary, and Subcommittees. At its first meeting of the year the advisory commission or board shall elect a chair and a vice chair who shall hold office at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an officer for more than two consecutive terms. Without the need for an appointment, the head of the City Department staffing the commission, committee or board shall be the Secretary and shall be responsible for keeping an accurate record of all proceedings. The Department head may delegate such tasks to a staff liaison. Subcommittees may be formed for the purpose of gathering information and forming a recommendation to be brought forward to the full advisory body. Provided however, only the full body can make recommendations to the City Council. Subcommittees must comply fully with the requirements of Oregon Public Meetings law. (Ord 3003, added, 02/18/2010) Section 2.10.055. Role of Staff. At least one staff person is assigned to work with each advisory commission or board. The staff liaison provides professional guidance, continuity, and insight into City policy and attends all regular and special meetings and workshops. The staff liaison supports the group as a whole and shall not do work at the request of individual members. Each staff liaison has a limited amount of time to devote to the group. If additional staff time is needed the request should be made to the City Administrator or appropriate Department Head. (Ord 3003, added, 02/18/2010) Section 2.10.060 Agendas and Minutes. The chair or staff liaison will be responsible for the agenda of all meetings of advisory commissions and boards. A member or staff liaison will be responsible for taking minutes. Agendas and minutes will be posted on the city's web site. Members are encouraged to access those documents from the web site. Staff will email or mail documents to members upon request. The Council Liaison shall periodically be given the opportunity to report to the commission or board. (Ord 3003, added, 02/18/2010) Section 2.10.065. Goals. Advisory commissions and boards are encouraged to establish annual goals and action items that reflect the body’ s charge as stated in the specific commission ordinance. Advisory bodies are expected to suggest, support and advance Council goals and are encouraged to look for ways within their own unique responsibilities to do so. (Ord 3003, added, 02/18/2010) Section 2.10.070. Rules and Regulations. The advisory commission or board may make such rules and regulations as are necessary for its governance, including the conduct of meetings, when not inconsistent with Ashland City Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than Roberts Rules of Order. In the event of conflicts that cannot be resolved less formally, Roberts Rules of Order shall be used as the standard for meeting rules and procedures. Failure to strictly follow Roberts Rules of Order shall not be cause to void or otherwise disturb a decision or action. The body will strive to be clear in its proceedings. (Ord 3003, added, 02/18/2010) Section 2.10.080. Code of Ethics. The City of Ashland is committed to the highest ethical standards for its public officials. To ensure public confidence, all members of advisory commissions and boards must be independent, impartial, responsible and not use their position for personal gain or to benefit or harm others. Advisory commissions and boards shall operate in the general public interest serving the community as a whole and shall serve no special interests. Advisory commission and board members shall not endorse in their official capacity any commercial product or enterprise. Members should be aware the criminal codes, ethics and conflict of interest laws set forth in state statutes and city ordinances, including but not limited to the State of Oregon Criminal Code, ORS 244 and in AMC Chapter 3.08. (Ord 3003, added, 02/18/2010) Section 2.10.085. Deliberation. It is the duty of the chair or presiding officer to ensure that each member has the opportunity to speak. Members speak only for themselves and shall be open, direct and candid. Members shall strive to deliberate to a decision and shall rely upon the chair to keep the discussion moving. No member shall speak more than once until every member choosing to speak shall have spoken or waived their right to do so. No member shall speak more than twice on the same motion without leave of the presiding officer. (Ord 3003, added, 02/18/2010) Section 2.10.090. Council as Final Decision-Maker. With the exception of certain delegated quasi-judicial actions, most advisory commissions and boards do not make final decisions subject to appeal but rather make recommendations to, or act in an advisory capacity to the council. The City Council is the final decision-maker on all city policies and the use of city resources. (Ord 3003, added, 02/18/2010) Section 2.10.095 Gifts. Subject to the acceptance of the City Council, an advisory body may receive gifts, bequests or devises of property in the name of the City to carry out any of the purposes of the advisory commission or board, which funds, if required by the terms of the gift, bequest or devise, shall be segregated from other funds for use with the approval of the City Council. (Ord 3003, added, 02/18/2010) Section 2.10.100 Budget, Compensation and Expenses. Money is set aside in department budgets for Commission and Board expenses. Should an advisory body require additional funds, requests should be submitted to the department head through the staff liaison. Regular members of the advisory commissions and boards shall receive no compensation for services rendered. Members must receive permission and instructions from the staff liaison in order to be reimbursed for training or conferences and associated travel expenses related to official business. (Ord 3003, added, 02/18/2010) Section 2.10.105 Reports. Advisory commissions and boards shall submit copies of its minutes to the city council and shall prepare and submit such reports as from time to time may be requested by the Mayor and City Council. Unless otherwise expressly provide in the Ashland Municipal Code or State Law, all reports or recommendations of City advisory bodies committee shall be considered advisory in nature and shall not be binding on the mayor or city council. (Ord 3003, added, 02/18/2010) Section 2.10.110. Lobbying and Representing the City. Members shall only represent the opinion or position of the advisory body if specifically authorized by the full membership at a duly advertised meeting. Unless specifically directed by the City Council to state the city's official position on federal, state or county legislative matters, no lobbying before other elected bodies or committees will be undertaken by members of advisory commissions and boards. An individual member is free to voice a position on any issue as long as it is made clear that the speaker is not speaking as a representative of the city or as a member of an advisory commission or board. Advisory body members are prohibited from engaging in political activity in accordance with ORS 260.432. (Ord 3003, added, 02/18/2010) Chapter 2.19 HOUSING COMMISSION Sections: 2.19.005 Purpose and Mission. 2.19.010 Established-Membership. Section 2.19.005 Purpose and Mission. The mission of the Ashland Housing Commission is to encourage housing that is available and affordable to a wider range of city residents, to enhance cooperation between the public and private sectors, to encourage financial entities to support housing programs in the city, to coordinate housing and supportive services programs and to educate the citizenry and promote public knowledge and understanding of the benefits of affordable housing. (Ord 3003, added, 02/18/2010) Section 2.19.010 Established-Membership. The Housing Commission is established and shall consist of nine (9) voting members and one (1) non- voting ex-officio member who shall be the City Housing Program Specialist. (Ord 3003, added, 02/18/2010) Housing Commission Annual Goals 2009 The following goals and associated priority rankings were identified by the Housing Commission on March 28, 2009 in an effort to forward to the City Council specific items for consideration in establishing the Council goals for the coming year. Priority Goal points Examine the feasibility of incentives to create workforce housing 11 Develop an RFP for vertical housing above city owned site (demonstration “green” project) 10 Preservation of vulnerable properties 9 Student Fair Housing Ordinance-Create a student housing sub-committee 9 Given (must be completed) Complete 2010-2015 Consolidated Plan-Create ad-hoc sub-committee Complete Housing Trust Fund funding source(s) Develop RFP for 1.2 Acre parcel on Clay Street Areas of Interest Encourage the development of a Transfer of Development Rights program 7 Homeless support and prevention 6 Coordinate with other city entities to promote housing in Transportation Oriented Districts 5 (TOD) Create a Rental Registry Program 2 Identify land to be rezoned for multi-family housing 1 Create a greater incentive to develop workforce/affordable housing using density bonus. (no dots) The numerical value to the left of each identified goal above was derived through a selection process where commissioners had three colored dots to apply to their top three priority uses. Red: first priority = 3 pts Green: second priority = 2 pts Yellow: third priority = 1 pt. (4/16/2010) Linda Reid - Agenda April 22Page 1 From:"Regina Ayars" <reginariley@jeffnet.org> To:<stephenhauck@yahoo.com>, "'Graham Lewis'" <glewis@97520.net> CC:"'Linda Reid'" <reidl@ashland.or.us>, "'Regina Ayars'" <reginariley@jeff... Date:3/26/2010 8:22 AM Subject:Agenda April 22 Chair and Vice Chair of the Housing Commission I am recommending a discussion of restructuring the Commission's use of committees. None of the commission's three subcommittees (land use, finance, and education) are active. I am proposing that we dissolve these subcommittees and create a process of creating ad hoc committees on specific projects rather than standing committees. I request that this topic be added to the April 22nd agenda for discussion. I will be absent. Regina Ayars Housing Commission